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1. expansion The optional cards for system expansion should be inserted into each ones proper slot Note To protect the printed circuit board from static electricity first discharge any body static by touching the metal board Refer to the manual accompanying the optional card about precautions and the installation procedure Slot for Modem Card inl Fri D Slot for 2nd DSP Card 1 Slot for E m u E 3rd DSP 4 0 1 4 CO 254CO 3 0 4 34 DSP 15 4 05 2 3DSP 3 405 4 lt 2 BE Card co DSP CP c Slot for ii _ 4th DSP Ors Card Metal ES E VLA Slot for ay f 2nd CO Lr d dH Slot for is 3rd CO 4 Slot for ili 4th CO O Card EE DC jack pop i UNE 4 i RS 232 HL T IL c m E Battery Adaptor M 2 8 Configuration amp Installation Manager s Guide 2 2 How to Install the VPS Hardware Software Before using the VPS the System Administrator should perform the following settings Install the VPS on the floor or on the wall See 2 2 1 Connect telephone lines between the VPS and PBX See 2 2 2 Connect a data terminal or a printer to the VPS See 2 2 3 Connect the power
2. 2 3 Message Delivery 55 2 4 Recording Messages 5 2 6 Recording Messages for Non Subscribers 2 7 Recording Messages from a rotary phone 2 8 Setting Delivery Time Urgent Private MICI fe 2 9 Checking Mailbox Distribution 2 11 Recording External Delivery Messages 2 13 Checking External Message Delivery Status sicicessescccscosscsucsveveotsnscecvesoscecsvesesenced 2 16 40 c fog E A x 40 D gt E co Voice Mail Service Entry main command 1 Dial an extension number which is connected to Voice Mail Service Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 Press the star key Then enter your mailbox number Please enter the password followed by a hash sign Enter the password if you have the password Now you are in the subscriber s main command menu o Yn 2 o 2 op FK OR K 2K ok ck ck ck oko ok ck ck ck
3. 3 Press to record a company name Company name is not recorded To record press 1 Otherwise press 2 If you press 1 you will go to Step 5 or Current company name is To change this company name press 1 Otherwise press 2 4 Press to change To record a new company name press 1 To erase the company name press 2 To exit press X 5 Press to record name Please state the company name at the tone To end recording press 1 To pause and restart recording press 2 6 State the name 1 30 Message Manager Recording the Company Name 7 Press KB to end recording To review press 1 To accept press 2 To record a new one press 3 To add press 4 To erase and exit press X lt D lt D 2 D A 8 Press to accept Your recording has been accepted FK K K 2K ok ck ck ck ok ok oe K ck ck oko FK FK ck K K o e oe 2K 2K ck FK FK K K FK FK FK 2K o e FK K K K OK K e OK OK OK Hint Step 3 If you have not recorded any company name Company name is not recorded will be played After that you can choose whether to record or not Step 5 You can erase the name by pressing 2 2K K K K ok ck ck ck ok ok ok K K ck CR SK FK FK FK K K K SK 2K 2K KR FK FK K K CE CE CR CR SK SK E K K CE K K Ok OK K
4. U 2 22 2 8 Rewinding Fast Forwarding Messages U 2 23 2 9 Erasing Messages ee eeee eee eee ee eene neenon eene U 2 26 2 10 Skipping Messages eere ee ee eene nenne U 2 29 2 1 Receiving Messages Mailbox owners can listen to messages left for them by callers at any time Anyone can leave messages in a subscriber s mailbox by specifying the mailbox number or the first three or four letters of the subscriber s name To listen to messages and access the various subscriber services available however it is necessary to correctly supply the subscriber s password A subscriber who has an interview mailbox can also receive messages in it A series of answer messages are made into a single message The VPS will present this prompt This message is from interview mailbox There are nine features 1 Repeating messages 2 Replaying the previous message and playing the next message 3 Erasing messages gt Replying to your message immediately You do not have to specify the mailbox number Rewinding and Fast forwarding Transferring messages Transferring messages with your additional message Changing playback speed Sees Be eb c Scanning messages Scanning messages and skipping ahead through the mes sage are used for rapid receiving and reviewing If you want to receive your messages accurately you can use replaying messages a
5. aj ej 5 1461 as je fso si e sh s sh s e jet je e e le oo e gt im Ps jv so al jef eh Pa Je e e o ajl e fost ej os e o e je fioj Alternate Transfer Sequence System Administration Top Menu5153593 Alternate Transfer Sequence D F S W X FWWX Default Work Sheets System Administrator W 3 15 Hardware Settings RS 232C System Administration Top Menu gt 1 gt 4 5 1 1 150 2 300 3 600 4 1200 5 2400 6 4800 7 9600 8 19200 Baud Rate Word Bit Length Stop Bit Length p ge 22 Default W 3 16 System Administrator Work Sheets Hardware Settings Port Setting System Administration Top Menu 51542 51 Flash Time 1 100 msec CPC Signal None 6 5 msec 150 msec 300 msec 450 msec 600 msec Disconnect Time 3 Dial Mode DTMF 2 Pulse 10 pps Default Work Sheets System Administrator W 3 17 Hardware Settings Silence Reduction System Administration Top Menu gt 1 gt 4 gt 3 Silence Reduction Level None Low Medium High Silence Recording Time sec 1 30 5 Default W 3 18 System Administrator Work Sheets Hardware Settings PBX Parameter System Administration Top Menu gt 1 gt 4 4 Outgoing Call S
6. c eere esee eee e ee etes esee see enus N 1 2 1 2 Calling VRS N 1 3 1 2 1 Calling the Voice Mail Service N 1 3 1 3 Recording a Message MT N 1 6 1 3 1 Recording in a Subscriber s Mailbox N 1 7 1 3 2 Recording in the General Delivery Mailbox N 1 8 1 3 3 Accepting Messages secos tice I pA NOR I ed E adt ine tel N 1 10 1 3 4 Reviewing a Message cea bes N 1 10 Detailed Edition for Managers Subscribers amp Non Subscribers D 0 5 Contents 1 3 5 Pausing and Continuing Recording esses N 1 11 1 3 0 Adding a Message 522 eto cde de idco ied N 1 12 1 3 7 Making the Message UESeHE oio hi ouod edis N 1 13 1 3 8 Making Message Private i ure eee tede th e een uis N 1 14 1 4 Receiving a Message from the VPS N 1 15 I 4T Receiving a Message e eb abd een N 1 15 142 poer ted aka del adie N 1 15 1 4 3 Making VPS Call Back aie N 1 16 1 4 4 Immediate Reply N 1 16 1 5 Receiving a Message from the Guest Mailbox cere N 1 18 Chapter 2 Automated Attendant Service 2 1 What is an Automated Attendant Service eere N 2 2 2 2 dale qe
7. M 3 21 3 3 4 System Usage M 3 27 3 3 5 Utility Command sees M 3 29 3 3 6 System Reset Clear rete teen M 3 31 3 3 7 Custom Service Setting Lee eene eerta M 3 32 3 4 Keyboard Operations eere M 3 35 3 1 What is a System Administrator The System Administrator of the VPS initially takes care of the operational characteristics of the entire system You can set up system parameters administrate the parameters or diagnose the system using the interactive screen based program What you will do Initialize the System See 3 2 Set the System Parameters See 3 3 M 3 2 System Administrator Manager s Guide 3 2 Initializing the System Before starting the system initialization To initialize the system 1 2 Note Before actually using the VPS the System Administrator must initialize the system to clear it of all messages clear all mailboxes and initialize the system tables on the hard disk drive Use the work sheets provided to record the information you will need to initialize the system Just fill in the blanks with the information requested Once you have finished filling out the work sheets you can use them as quick reference cards to help you with system initialization Turn on the power switch The system will perform a disk test and system table setup When the syst
8. Recording a message to the user in the general delivery mailbox Receiving a message from a subscriber Recording a mes sage to a user in the subscriber s mailbox Automated Attendant Service automatically calls a user s Listening to a Bulletin extension Board message Having an interview and recording answers Overview of VPS Functions O 0 15 Chapter 1 Calling the VPS Contents 1 1 Voice Mail Service O 1 2 1 2 Automated Attendant Service O 1 16 1 3 Bulletin Board Service O 1 22 1 4 Interview Service ccce ecce eee e eee ee eee eerte cn O 1 24 1 5 Custom Service ccce ecce ee ee ee ee ee eee esee etncn O 1 26 1 1 Voice Mail Service When a user calls the VPS port assigned to the Voice Mail service he or she first hears the following prompt Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 The user can then choose one of the following services 1 The user can leave a message in the subscriber s mailbox by specifying a mailbox number 2 The user can gain access to a variety of subscriber ser vices by entering his or her mailbox num
9. 6 Press to proceed to the next step 6 Press KB to assign an extension and go to the Extension Assignment menu If you assign an extension you cannot go to the next level 2 4 Bulletin Manager Creating Bulletin Board Messages Level 0 7 To assign a mailbox press 1 Otherwise press 2 Press to proceed to the next step T Press to assign a mailbox and go to the Mailbox Assignment menu If you assign a mailbox you cannot go to the next level 8 Review the message This is the new bulletin message To edit the bulletin message press To select a bulletin message for level 1 enter a number 1 through 9 9 Select the feature you want OK KA OK KK KR OK ok ok ok okc ok ok ok ook KO OK OK OK AR GR OOK Hint Step 2 If the message already exists you can review the message directly after pressing 1 and going to Step 8 Step 9 You can end the Bulletin Manager service by pressing You can select a bulletin message for levels 2 3 or 4 by entering the first 2 digits level 2 3 digits level 3 or 4 digits level 4 of its number wW o e D D el D A 9K K K K ok 2 28 ck ok ok ok K K K CR 2K FK SK SE KR K K 2K FK CE KR FK FK K K E CE CR 2K 2K 3K K FK CR K SK 2k SE OK OK Bulletin Manager 2 5 Creating Bulletin Board Messages Level 1 1 Select a bulletin message for level 1 as in the
10. 9 0N N A N A N A vo NW SOO WI uonezuouny vede WN OUILN 5 XOq Iv A ra xXdd ON S9 A peog unong 2005794 8 Jo SSe ON 921A19S WI urojs S sasessoul 66 Aroede ON S9 A 1unoooy 35 0 VO 4 z YIU 8 ON S9 A LIA 989ssoJA qa 54 oc D ON S9A uoneognoN Sunem eSessopN NIN uono eq 910gog eur uonuojos o3essoJA p amp p amp lt T nue do uoneJjsrumup y SOO 0029 80971 W 3 7 System Administrator Work Sheets Call Services Day Service Time System Administration Top Menu512 1 Day service start time Day service end time Day service start time Day service end time Day service start time Day service end time Thu Day service start time Day service end time Day service start time Day service end time Day service start time Day service end time Day service start time Day service end time W 3 8 System Administrator Work Sheets Call Services Class of Service Setting System Administration Top Menu 5152291 8 Port No Service EXIESESESETICH REM ee TEES emw tT wm meme ws mme sd wm
11. 510 JO serdoo ojoyd oseo qd 9 0N uoneziiouin y N A Sam N A VD NW SOO OW LAW Swen 5 xoqrepy 7XH ON CON upang oN S9A preog unong 2005294 dd 8 1 1 Jo SSe ON ON S9 A 921A19S WI urojs S sasessoul 66 Aroede ON S9 A 1unoooy 35 0 VO 4 z YIU 8085 TeIpoy tuongeun q o0N S9 AIOATTOG 8 qa urejs S s amp ep oc ON S9A uoneognoN Sunem eSessopN NIN uono oq 910gog eur uonuojos o3essoJA I lt z lt p lt ON 545 SOO OW INN LAN Work Sheets System Manager W 4 2 Setting System Distribution List Add x System Manager s Mailbox No 4 3 Mailbox No No Note Please make photo copies of this sheet if necessary Work Sheets System Manager W 4 3 Setting System Distribution List Delete System Manager s Mailbox No 4 3 Q W 4 4 System Manager Work Sheets Setting System Parameters System Manager s Mailbox No 4 4 System Message Retention Time 1 7 5 day System Message Length min 1 12 3 System Mailbox Ca
12. 15 Press B to record the owner s name Please say your name at the tone 16 Record your name The owner s name is To change the name press 1 To accept press 2 To erase the name press 3 17 Review the owner s name and accept it by pressing Hint Step 6 You can accept the greeting and go to Step 9 directly by pressing 2 You can erase the greeting by pressing 3 Step 8 You can change your greeting by pressing 1 Step 10 You can accept the password and go to Step 13 directly by pressing 2 Step 15 You can accept the owner s name by pressing 2 You can erase the name by pressing 3 sk ok ok sk ok ok sk ok ok ok ok ok ok ok ok ok ok ok ok ok ok ok C O Q O D C Subscriber Sending 3 15 Changing Mailbox Parameters 1 Go to the subscriber s main command menu Press L3 for Other features 3 Press L3 for Mailbox Management To customize your mailbox press 1 To change the mailbox parameters press 2 To set the group distribution lists press 3 For guest account management press 4 4 press Bho change the maitbox parameters Your messages are retrieved beginning with the most recent message the oldest message T
13. VT100 compatible terminal or Other RS 232C terminal ASCII Terminal VT100 compatible terminal or Other RS 232C terminal ASCII Terminal 3 Select 2 Call Queuing Announcement Mode menu to disable enable it Program Auto Attn Setting Call Queuing Announcement Mode Menu Call Queuing Announcement Mode Enable 1 Disable 2 Enable Program Auto Attn Setting Call Queuing Announcement Mode Menu 1 Call Queuing Announcement Mode Enable 1 Disable 2 Enable Select 3 Operator s Parameters The menu will appear Program Auto Attn Setting Operator s Parameters Menu 1 Operator 1 2 Operator 2 3 Operator 3 SELECT ITEM AND PRESS RETURN KEY Program Auto Attn Setting Operator s Parameters Menu 1 Operator 1 2 Operator 2 3 Operator 3 Enter the Number Press V to return to the Auto Attn Setting Menu Manager s Guide System Administrator 3 63 3 4 Keyboard Operations VT100 compatible terminal or Other RS 232C terminal ASCII Terminal Note Select 1 Operator 1 Program Auto Attn Setting Operator s Parameters Operator 1 Menu Operator Service Operator s Extension Operator s Mailbox Operator No answer Time 10 60 Busy Coverage Mode No answer Coverage Mode Message Repeat Cycle Program Auto Attn Setting
14. W 4 5 Setting System Manager s W 4 6 Chapter 5 Work Sheets for Message Manager ccccsssssssscccssssssssceeees W 5 1 Mailbox Owner SsAddress te el e enn W 5 2 Company Greeting S censeo ti as wages sere Eme Ged vd gt W 5 3 W 0 2 Work Sheets Contents Department DISP tor W 5 4 Modifying Voice Pror pt eee kG pea acre a eee ae W 5 5 Operator S Extension a Bs W 5 6 Name coi mie tent aces eco i W 5 7 Message Manager s Password W 5 8 Chapter 6 Work Sheets for Bulletin Manager ccccsssscssssssssssecsssees W 6 1 Bulletin Messages 0 e eden qon ceca WRI ded ue W 6 2 Bulletn Manager s Password de tetra deb ea e poetas W 6 3 Work Sheets W 0 3 Chapter 1 Introduction This chapter explains the construction of Work Sheets and how to use work sheets for managers Contents 1 1 Introduction een a eii ee ve esee to ee eoa e voe ea Coca ea coves W 1 2 1 2 Basic Operation eo teo ne ott oa eno evan vpn aeneus W 1 3 1 3 How to Use the Work Sheets W 1 5 1 1 Introduction Chapter 1 Chapter 2 Chapter 3 Chapter 4 Chapter 5 Chapter 6 This manual consists of work sheets and an index To make use of the Voice Processing Sys
15. O lt E Buipues Jaquosqns dnjas Jaquosqns Chapter 1 Operation for Subscribers Receiving Messages This chapter tells you how to receive messages and what you can do with the received messages Replying immediately transferring messages with or without your additional message and replaying messages op Cc O n 9 ane 2 gt e 9 lt Em Contents Voice Mail Service Entry main command cecscsrsscsrssssssssscccers 1 2 Receiving Messages eere erret 1 3 Immediate Reply eere 1 4 Message Transfer eeeeeeeeeeenee 1 5 Message Transfer with Additional Messag L M 1 6 Repeating Messages eere eren 1 7 Rewinding Messages erect 1 8 Fast Forwarding Messages 1 9 Erasing Messages 1 10 Replaying Previous Messages 1 11 Playing the Next Message 1 12 Scanning Messages eere eee eene entente 1 13 Voice Mail Service Entry main command 1 Dial an extension number which is connected to Voice Mail Service 8 Good morning Good afternoon Good evening You have reached the voice 5 processing system 2 G Please enter the mailbox number of the 5 person for whom you wish to leave a
16. O 1 22 1 4 Interview Service O 1 24 1 5 Custom Service cesse O 1 26 Overview of VPS Functions O 0 7 Contents Chapter 2 Overview of System Administration 2 1 System Configuration O 2 2 2 1 1 System Configuration oec O 2 2 21 2 System EXDaH SLOT O 2 3 2 2 System Administration O 2 5 2 2 1 Initializing the System ee dre O 2 5 2 2 2 Setting System Parameters O 2 6 2 2 3 Call Service Setungs uio agri O 2 12 2 2 4 Setting Voice Mail Parameters O 2 19 22 5 System Usage Reports o eos O 2 23 2 2 6 Utility Commands eene O 2 24 2 2 7 System Resey Clear s octets O 2 26 O 0 8 Overview of VPS Functions Contents Chapter 3 Overview of System Management 3 1 System Management O 3 2 3 1 1 3 1 2 3 1 3 3 14 3 1 5 3 1 6 3 1 7 Setting Mailbox Parameters O 3 2 Setting Up a System Group Distribution IET MEE O 3 3 Setting System Parameters O 3 3 Setting Date and Tame O 3 4 System Usage Reports odii teda O 3 4 Broadcasting O 3 4 Customizing the System Manager s hill qp eG oie Giclee O 3 4 3 2 Message Managemen
17. Pause and restart recording 1 Review the message Accept the message Cancel and Re record the message Add message Erase and Exit Notice that the same keypads have different meanings when you are at different steps Guide for Non subscribers 1 3 Recording a Message 1 3 1 Recording in a Subscriber s Mailbox To record a message using the touch tone keys 1 Call the VPS and get to the Voice Mail Service You will hear the Company greeting and the prompt Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 Note If you press 0 in Step 1 you are guided to the Automated Attendant Service See Chapter 2 Automated Attendant Service for more information Intended Person s Mailbox No Enter the mailbox number of your intended person You will hear the prompt Mailbox Please leave me a message at the tone To end recording hang up or press 1 for more features To pause and restart recording press 2 Note If you press 2 in Step 2 you can start recording at once 3 Speak your message at the tone Guide for Non subscribers N 1 7 1 3 Recording a Message 1 4 Press 1 to end recording You will hear the prompt To review press 1 To accept press 2
18. To delete press 2 Press e to delete Please enter the department number 1 through 9 or to exit Message Manager lt D lt D 2 D A Resetting the Department Dialing 7 Enter the department number Current extension number is To delete the extension press 1 Otherwise press 2 8 Press KB to delete D D 1 18 Message Manager Department Dialing Report l Goto the Message Manager s main command menu 2 Press E for Other Features To change the company greetings press 1 For department dialing programming press 2 To modify voice prompts press 3 To record a company name press 4 To customize your mailbox press 5 To set the clock press 6 To set up message waiting notification press 7 lt D lt D 2 D A 3 Press for the Department Dialing Program ming menu To set up department dialing press 1 For department dialing report press 2 To exit press X 4 Press for the department dialing report Please enter the department number for the report You will receive all the extensions by pressing the hash key 5 Enter the department number you want Department number is assigned to extension number or Departm
19. wn pw ew Dew 5 Work Sheets System Administrator W 3 0 Call Services Port Setting System Administration Top Menu 1 gt 2 53 gt 1 8 Outgoing Call Service Disable Enable Incoming Call Day Service Voice Mail CT CC Auto Attn Bulletin Interview Incoming Call Night Service Voice Mail CT CC Auto Attn Bulletin Interview Company Greeting Mode Day Service Greeting No Night Service Greeting No Incoming Call Service Prompt SYSTEM PROMPT USER PROMPT Delayed Answer Time 0 15 0 Default CT Call Transfer CC Call Continuance W 3 10 System Administrator Work Sheets Call Services Port Setting System Administration Top Menu 1 25351 8 Incoming Call Outgoing Call Service Service Company Greetin Enable pany Service Disable Prompt System User Daymode 253 Daymode 2 Ni poem Daymode 3 Nightmode 4 Nightmode 5 Nightmode 7 Call Services Outgoing Call Service Prompt System Administration Top Menu gt 1 gt 2 gt 4 Outgoing Call Service Prompt System User Work Sheets System Administrator W 3 11 Call Services Rotary Telephone Service System Administration Top Menu gt 1 2 gt 5 Rotary Telephone Call Coverage Day Mode
20. 3 Mailbox number n Note The mailbox usage report is listed on the terminal A list of the information will be printed If you want to see the information of a range of mailboxes press 1 You will hear the prompt Please enter the mailbox number Enter the mailbox number of the upper limit of the range Then you will hear the prompt The mailbox usage report is listed on the terminal A list of information will be printed Press 2 to clear the accumulated data You will hear the prompt Please enter the mailbox number You can use the hash key as a wild card character Enter the desired mailbox number If you use as a wild card character you can enter only one number to include multiple mailboxes For example 3 indicates mailbox numbers that begin with 3 Manager s Guide System Manager M 4 59 4 6 Checking System Usage 4 Mailbox number Note Note You will hear the prompt If you specify the mailbox range press 1 Otherwise press 2 If you only want to clear the information for the specified mailbox press 2 You will hear the prompt Mailbox usage counts cleared If you want to clear the information of a range of mailboxes press 1 You will hear the prompt Please enter the mailbox number Enter the mailbox number of the upper limit of the range If you use as a wild card character you can enter only on
21. To receive a message press 1 To deliver a message press 2 For other features press 3 For help at any time press 0 2 Press E for Other Features To check mailbox distribution press 1 For automated attendant status press 2 For mailbox management press 3 3 Press O to listen to the Help menu To check mailbox distribution press 1 For automated attendant status press 2 For mailbox management press 3 To set up message waiting notification press 4 For external message delivery press 5 To record guest messages press 6 For interview mailbox management press 7 Prompts in parentheses are available if these functions are authorized 4 Press KB to set Message Waiting Notification To notify with a message waiting lamp press 1 Otherwise press 2 C e lo Q O D C 5 Press KB to enable Message Waiting Lamp Notification You can be notified with a message waiting lamp Subscriber Sending 3 27 Message Waiting Lamp Notification Setting To set timed message notification press 1 To set immediate message notification press 2 To assign a telephone number press 3 6 To set Timed Message Notification follow the steps 4 to 11 on pages 3 29 and 3 30 6 To set Immediate Message Notification follow the steps 5
22. Two types of password can be set Up to 8 alphanumeric characters can be used M 3 94 System Administrator Manager s Guide 3 4 Keyboard Operations Note 2 Note 3 4 5 Note New Password Select 1 or 2 NEW PASSWORD Enter the Password VERIFICATION Enter the Password again for verification The password you entered does not appear on the screen Pressing RETURN instead of entering a password means the password has been reset Change Password Select 1 or 2 OLD PASSWORD The above is displayed only when changing the password using System Reset Clear Password Enter the current Password NEW PASSWORD Enter the new Password VERIFICATION Enter the Password again for verification The password you entered does not appear on the screen Pressing RETURN instead of entering a password means the password has been reset Manager s Guide System Administrator 3 95 3 4 Keyboard Operations 3 4 7 4 TIME Time 1 Type TIME then press RETURN The menu will appear TIME Current time is 12 34 PM Enter new time hh mm AM PM 2 Enter the current time Current date is 3 MAR 1991 Enter new date DD MM YY 3 Enter the current date For the year type the last two digits Note Enter the exact time and date so that the VPS will function correctly 3 4 7 5 BREP Bulletin Board Message Report 1 T
23. Concrete Anchor Plug Wall 3 Install the 3 screws into the anchor plugs WY 4 Hook the unit on the screw heads M 2 12 Configuration amp Installation Manager s Guide 2 2 2 Connecting Telephone Lines to the VPS Warning To connect telephone lines The VPS must be connected to the telephone line before starting the system Up to eight telephone lines can be connected to the VPS Each telephone line is inserted into the modular jack on the CO card assigned to one of the following incoming call services Voice Mail Service Automated Attendant Service and Bulletin Board Service No other apparatus should be connected in parallel with this apparatus on the same PSTN line Such connection may cause unsatisfactory operation and would invalidate the approval Unscrew four screws on both the right and left sides of the VPS unit then remove the front cover in the direction of arrow 19 11 MUSAS OMSSFIOUd THOA Manager s Guide M 2 13 Configuration amp Installation 2 2 2 Connecting Telephone Lines to the VPS 2 Insert the 4 pin connector plug of the telephone line into the 4 pin connector jack on the CO card Slot for CO Card 2 CO Card 1 A a E 4 Pin Connector Telephone Line Slot for Slot for Conne
24. EK 2 SK SK SK 2K 2K 2K SK SE SK KR K FK SK 2K CK FK K K K CE KE CR FK FK FK CE E CK K FK FK E FK FK FK K K K K 2K 2 ok Hint Step 3 You can call the message sender by pressing 1 Step 5 You can pause restart recording by pressing 2 Step 6 You can change the message by pressing 3 EK SK K SK SE CK SK 2K FK K CK K K K FK SE CK FK FK K K E FK CR FK FK FK CE K CR K FK FK FK FK FK FK K K K 2K 2K 2K K 1 4 Subscriber Receiving Message Transfer 1 Go to the Receiving Messages menu See steps 1 5 in Receiving Messages 2 Press to use the Message Transfer menu Please enter the mailbox number to which this message should be transferred To enter by name please press a hash sign and 1 op Cc n 9 0 e lt E 3 Enter the mailbox number of the intended recipient Mailbox This is for If this mailbox number is correct press 1 Otherwise press 2 To repeat this information press 3 To cancel message transfer press 4 Press to accept To transfer press 1 To add mailbox number press 2 To review mailing list press 3 To cancel message transfer press X 5 Press to transfer the message To add your comment press 1 Otherwise press 2 FKK FK K K K K FK K K FK FK K K FK FK K K K K K K FK K K K FK FK K K K K K K FK K K
25. For department dialing report press 2 To exit press 1 6 Press 1 to set up department dialing You will hear the prompt Manager s Guide Message Manager M 5 23 5 4 Setting Department Dialing To change the department dialing menu press 1 To change an extension press 2 Eg 7 Press 1 to record the Department Dialing Menu You will hear the prompt Department dialing menu is not recorded To record press 1 Otherwise press 2 Note In case there is a menu already recorded you will hear the prompt To change this menu press 1 Otherwise press 2 1 Press 1 to record a new menu You will hear the prompt To record a new menu press 1 To erase the menu press 2 To exit press x Note You can erase the recorded menu by pressing 2 here 8 Press 1 to record You will hear the prompt M 5 24 Message Manager Manager s Guide 5 4 Setting Department Dialing 9 10 a 1r 1 o 3 a or Please state the Department Dialing Menu at the tone To end recording press 1 To pause and restart recording press 2 State a message Press 1 to end recording You will hear the prompt review press 1 accept press 2 record a new one press 3 add press 4 erase and exit press Press 2 to accept it Then you will hear the prompt and end recording the department diali
26. Otherwise press 2 17 Press 2 to accept it 2 Then the VPS will ask if you wish to change the external message delivery parameters You will hear the prompt M 4 46 System Manager Manager s Guide 4 4 Setting System Parameters Call duration time of external message delivery is minutes External message delivery redialing is enabled or To change this setting press 1 External message delivery redialing is disabled Otherwise press 2 18 Press 1 to change the default setting You will hear the prompt Please enter the call duration time of external message delivery from 1 to 9 minutes Enter the number of minutes Total Length Then you will hear the prompt To enable external message delivery redialing press 1 To disable press 2 20 Select 1 or 2 3 a 2 You will hear the prompt External message delivery redialing is enabled disabled Manager s Guide System Manager M 4 47 4 4 Setting System Parameters Then you will hear the prompt again Call duration time of external message delivery is minutes External message delivery redialing is enabled or External message delivery redialing is disabled To change this setting press 1 Otherwise press 2 A 21 Press 2 to accept it Then the VPS will return to the Parameter Setting Menu M 4 48 System Manager Manager s Guide 4 5 Setting the
27. Please tell me your name Stephan Jones Next question Receive a question Give an answer What is your telephone num ber Overview of VPS Functions O 1 25 1 5 Custom Service Description Menu Repeat Cycle Call Transfer Anytime Wait for Second Digit No DTMF Input Operation To program a custom service the System Administrator must select one of sixteen custom services and program the following six parameters The information typed in this field will be displayed on the custom service selection screen This field is for your reference only The Menu Repeat Cycle setting specifies the number of times custom service menu messages are repeated Menu messages must be recorded by the message manager Menu Repeat Cycle can be set to play messages from 1 to 3 times The factory setting is 3 times This setting specifies the destination where the call is transferred during the custom service top menu The Ext setting enables caller to transfer directly to his or her intended party by dialing the extension number The Mbx setting enables caller to leave messages in the mailbox by entering the mailbox number of the person whom caller wish to leave messages The No setting disables call transfer The factory setting is Ext This parameter is used to resolve the problem when the first digit of the extension number is the same as one of the Custom Service menu choices
28. Setting Up A Personal Group Distribution List Subscribers can create and modify their own personal group distribution lists 4 3 4 Checking Delivery Status Confirmation Of Receipt Erasing Undelivered Messages Deleting Delivery Status Data The VPS allows the subscriber to have the delivery status stored for up to 84 messages he or she has sent The deliv ery status includes information such as the recording date date received and the address of the destination mailbox This information allows subscribers to check whether mes sages have been delivered and if appropriate erase certain messages before the VPS has delivered them Once the delivery status data limit of 84 entries has been reached each time information on a new message is recorded the data on the oldest message is deleted auto matically Since a single entry is used for each delivery address in the case of a group delivery message as many entries as there are destinations are used Each subscriber can use up to 84 delivery status data entries and can review their contents by receiving a voice prompt In the case of messages which have already been delivered the VPS also announces the date and time of delivery It is also possible to review the delivery status for each individual destination on a group delivery list Finally messages which have not yet been delivered can be canceled by the sender if desired Once the subscriber has listened to the del
29. To reply to the message immediately Voice Mail Service s Extension Number 2 2 Your mailbox number 3 Your password is LJ 5 When you receive a message from another subscriber the VPS records the mailbox number and the extension number of the message sender In this manner you can call back the sender s mailbox or extension without specifying the mailbox or extension number Dial an extension number which is connected to the Voice Mail Service You will hear the prompt Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 Press gt then enter your mailbox number If you have the password you will hear the prompt Please enter the password followed by a hash sign Enter the password U 2 6 Subscriber s Guide Immediate Reply 4 Check the announcement of the number of messages You will hear the prompt To receive a message press 1 To deliver a message press 2 For other features press 3 For help at any time press 0 5 Press 0 for Help o You will hear the prompt To receive a message press 1 To deliver a message press 2 For other features
30. o E ie 3 20 Subscriber Sending Deleting from the Personal Group Distribution List 1 Go to the subscriber s main command menu 2 Press L3 for Other Features 3 Press L3 for Mailbox Management To customize your mailbox press 1 To change the mailbox parameters press 2 To set the group distribution lists press 3 For guest account management press 4 4 Press Hto set the group distributiontist Group distribution list number has been already set Please enter the group number 5 Enter the greup mumber Group number is Mailbox This is for To add members to the list press 1 To delete members from the list press 2 6 npes EJ coieietemembers from thedtist To delete all members from the list press 1 Otherwise press 2 7 Press odeleteamember Mailbox this is for Q O D f C gt To delete this number press 1 Otherwise press 2 Subscriber Sending 3 21 E io S io Deleting from the Personal Group Distribution List 8 Press KB to delete the mailbox The member is deleted from the list EK SK SK SK SE CK SK 2K SK SE SK E K FK SK 2K CK FK CK K SK CE FK FK FK FK FK CE KR CK FK FK FK ECKE CK FK K K K K 2K 2K K Hint Step
31. 36 You will hear the prompt The first 4 letters of the owner s last name is To change this setting press 1 Otherwise press 2 To accept this press 2 Should you wish to change the first four letters press 1 and follow the instructions in 4 2 3 Step 37 Entering the owner s name You will hear the prompt The owner s extension is Current owner s extension is To change this setting press 1 Otherwise press 2 To accept this press 2 Manager s Guide System Manager M 4 31 4 2 Setting Up Mailboxes Editing Mailbox Parameters Setting Message Retention Time You will hear the prompt Current message retention time is To change this setting press 1 Otherwise press 2 17 To set the Message Retention Time press 1 You will hear the prompt Please enter the message retention time up to 30 days followed by a hash sign 18 Enter the number of days and press Days a s it You will hear the prompt Current message retention time is To change this setting press 1 Otherwise press 2 19 To accept the Message Retention Time press 2 The VPS completes setting the Message Retention Time and asks you to set the Maximum Length of Message Setting Maximum Length of Message You will hear the prompt Current message length is To change this length press 1 Otherwise press 2
32. 5 Select 2 External Message Delivery Menu The menu will appear VT100 compatible Program Voice Mail Parameter External Message Delivery terminal Parameter Menu System External Message Delivery Duration Time 3 System External Message Delivery Redialing Mode Enable Company s Telephone No Manager s Guide System Administrator M 3 41 3 4 Keyboard Operations or Other RS 232C al Program Voice Mail Parameter External Message Delivery termina Parameter Menu ASCII Terminal System External Message Delivery Duration Time 3 1 9 System External Message Delivery Redialing Mode Enable 1 Disable 2 Enable Company s Telephone No 6 Enter the values according to the work sheet External Message Delivery Parameter Menu Press when you finish the setup You will return to the Voice Mail Parameter Menu 7 Select 3 System Group Assignment The menu will appear VT100 compatible terminal Program Voice Mail Parameter System Group Assignment Menu 1 Enter 2 Delete 3 Group Listing SELECT ITEM AND PRESS RETURN KEY Other RS 232C terminal ASCII Terminal Program Voice Mail Parameter System Group Assignment Menu 1 Enter 2 Delete 3 Group Listing Enter the Number M 3 42 System Administrator Manager s Guide 3 4 Keyboard Operations 8 Select 1 Enter The menu will appea
33. Good morning Good afternoon Good evening You have reached the Voice processing System Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 2 Enter the mailbox number Mailbox Please leave me a message at the tone To end recording hang up or press 1 for more features To pause and restart recording press 2 40 c x 40 Q gt co 3 Speak your message at the tone To review press 1 To accept press 2 To record a new one press 3 To add press 4 To erase and exit press 5 Press B o ccepc Your recording has been accepted Subscriber Sending 2 7 Recording Messages from a rotary phone 1 Call the VPS and get to the Voice Mail Service Good morning Good afternoon Good evening You have reached the voice processing System Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 Wait a moment Welcome to the general delivery mailbox Please leave me a message at the tone To end recordi
34. M 2 4 Configuration amp Installation Manager s Guide 2 What is a System Configuration 2 1 1 CO Card 2 1 2 DSP Card 2 1 3 Hard Disk Drive 2 1 4 CPU Card The telephone line interface CO card transmits and receives analogue signals to and from the telephone line The analogue input signal is digitized at a sampling rate of 8kHz to create an 8 bit digital signal The CODEC facility is on the DSP card and consists of two digital signal processors DSP and voice buffer When a user calls the VPS one of the DSPs compresses the digital signal sent from the CO card The compressed signal is stored in a voice buffer then written to the hard disk When a message stored on the hard disk is played back the DSP first decompresses the stored data and the resulting signal is then sent to the CO card The hard disk drive is connected to the central micropro cessor via a SCSI interface The hard disk stores the proprietary system program the system administration table and the voice prompts about 40 minutes worth In addition it has the capacity to record approximately 18 hours of recorded messages from callers The CPU Card comprises the central microprocessor ROM dynamic RAM the clock generator for the time sharing switch a Rotary switch an RS 232C interface and a SCSI host adaptor The central microprocessor communicates with and controls the sub microprocessors on the CO card and DSP cards via FIFO memory
35. M 4 32 System Manager Manager s Guide 4 23 Setting Up Mailboxes 20 Minutes 6 22 Mailbox Capacity 23 To set up the message length press 1 You will hear the prompt Please enter the message length from I to 12 minutes followed by a hash sign Enter the number of minutes and press You will hear the prompt Current message length is To change this length press 1 Otherwise press 2 To accept the message length press 2 The VPS completes setting the Maximum Length of Mes sage and asks you to set the Mailbox Capacity You will hear the prompt Current number of messages available in the mailbox is To change this quantity press 1 Otherwise press 2 To set the number of messages press 1 You will hear the prompt Please enter the number of messages available in the mailbox from 5 to 99 followed by a hash sign Manager s Guide System Manager M 4 33 4 23 Setting Up Mailboxes 24 Enter the number of messages and press Messages 1 s The VPS plays the prompt again Current number of messages available in the mailbox is To change this quantity press 1 Otherwise press 2 25 Press 2 to accept the number of messages The VPS completes setting the Mailbox Capacity and finishes editing the mailbox Note Remember you can exit the current menu by pressing x at any time M 4 34 Syst
36. Please leave me a message at the tone To end recording press 1 To pause and restart recording press 2 9 Speak your message at the tone 10 Press 1 to end recording Subscriber s Guide U 3 15 3 1 Recording to Deliver a Message Note 12 13 14 You will hear the prompt To review press 1 To accept press 2 To record a new one press 3 To add press 4 To erase and exit press X Press 2 to accept You will hear the prompt To set delivery time or private status press 1 Otherwise press 2 Press 1 to set message type You will hear the prompt If this is an urgent message press 1 Otherwise press 2 This prompt will be played when the timed notification of the intended mailbox is enabled Press 2 to go to the next step You will hear the prompt If you wish to specify the delivery time press 1 Otherwise press 2 Press 1 to set the delivery time U 3 16 Subscriber s Guide 3 1 Recording to Deliver a Message Delivery time 15 t 16 Ege Delivery date 17 1 2 t 18 Note You will hear the prompt Please enter the delivery time followed by a hash sign Enter the time and 7 You will hear the prompt Please enter 1 for AM or 2 for PM Press 1 or 2 You will hear the prompt Please enter the day of the month followed by a hash sign Enter the date and
37. The system ROM stores ROM based system programs self diagnostic software test programs and backup programs Application programs and the system administration table from the hard disk are read into dynamic RAMs for use by the system The Rotary switch on the CPU card is used for example when performing initial parameter settings There are 10 Manager s Guide Configuration amp Installation 2 5 2 What is a System Configuration switch positions and it is normally left in position 0 When set to position 1 the RS 232C parameters are initialized when the system is booted up see Note 1 This setting should be used if there is some uncertainty about the parameters to be used when making connections When the Switch is set to position 5 the system parameters are initialized and set automatically to the factory default values see 3 4 9 when the system is booted up When position 9 is selected the watchdog timer is disabled This is a special mode which is used for example to conserve system resources The other positions 2 3 4 6 7 and 8 are not defined Note 1 The RS 232C parameters default values are as follows Speed 9 600 bps Number of data bits 8 Number of stop bits 1 Parity None Note 2 If you need to set the switch to a position other than 0 reboot the computer after changing the switch position for the new setting to take effect Then after the task for which the special rotary swi
38. To record a new one press 3 To add press 4 To erase and exit press 5 Press 2 to accept Your recording has been accepted 1 3 2 Recording in the General Delivery Mailbox Messages in the General Delivery Mailbox are received by the Message Manager and transferred to the mailbox of the intended party Anyone can leave a message there without entering a mailbox number so you can record a message even from a rotary phone in the General Delivery Mailbox To record a message Using a rotary phone or no input 1 Call the VPS and get to the Voice Mail Service You will hear the prompt Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 N 1 8 Guide for Non subscribers 1 3 Recording a Message 2 Wait a moment You will hear the prompt Welcome to the general delivery mailbox Please leave me a message at the tone To end recording hang up To cancel your message press if you have touch tone phone 3 Speak your message 4 Hang up the phone Note No matter which step you are in if it is before accepting the message please remember that pressing means that you want to cancel the recording of the message and exit the service Once you have accepted the message you cannot cha
39. To set timed message notification press 1 To set immediate message notification press 2 To assign a telephone number press 5 Press e to set immediate message notification Immediate message notification is disabled or Message will be forwarded immediately by out dialing Messages will be forwarded immediately to a pager To change this setting press 1 Otherwise press 2 Press to set immediate message notification To enable immediate message notification press 1 To disable press 2 Subscriber Sending n Q O D f 2 Setting Immediate Message Notification 7 Press KB e to enable disable immediate message notification Immediate message notification is enabled disabled SSR aK Hint Step 3 You can skip hearing the Help menu Step 6 You can disable by pressing 2 Step 7 If you set the Immediate message notificaion enable it is a good idea to record in your Personal Greeting as follows If your message is urgent press 1 after recording it to make it an urgent message K 2 2 K 2 2 2 2 2 K K FK K FK FK FK FK FK K K K K FK FK FK FK FK FK K FK K FK FK 2K FK FK FK K K OK OK OK OK OK E i io a P 3 32 Subscriber Sending Notification Telephone Number Assignment 1 Go to the s
40. You will hear the prompt This message will be delivered on at AM PM To change this setting press 1 Otherwise press 2 Press 2 to accept You will hear the prompt If this is a private message press 1 Otherwise press 2 If you press 1 you can make the message private See 3 1 8 Subscriber s Guide U 3 17 3 1 Recording to Deliver a Message 3 1 8 Specifying a Private Message Note To specify a private message In the VPS you can have a private message which is like a private letter in the actual post office service This allows you to have your message received only by the intended recipient If you want to record a private message you can specify it after recording A message which is specified as Private cannot be trans ferred to other mailboxes After setting an urgent message or delivery time and date you will hear the prompt Press 1 to set a private message U 3 18 Subscriber s Guide 3 2 Call Transfer Voice Mail Service s Extension Number Your mailbox number Your password 3 L s 1 3 When you enter the subscriber s command menu you can directly go to the extension which you wish by entering the extension number Dial an extension number which is connected to the Voice Mail Service You will hear the prompt Good morning Good afternoon Good evening You have reached the
41. 3 Press to set Message Waiting Notification To notify with a message waiting lamp press 1 Otherwise press 2 4 Press KB to enable Message Waiting Lamp Notification You can be notified with a message waiting lamp To set timed message notification press 1 To set immediate message notification press 2 To assign a telephone number press 3 5 To set Timed Message Notification follow the steps 4 to 11 on pages 3 29 and 3 30 of the Summary of Operations for Subscribers 5 To set Immediate Message Notification follow the steps 5 to 7 on pages 3 31 and 3 32 of the Summary of Operations for Subscribers 1 36 Message Manager Chapter 2 Operation and Setup for Bulletin Manager This chapter explains operations and setup using the touch tone telephone for the Bulletin Manager Contents Accessing the Bulletin Board Mailbox 2 2 Customizing the Bulletin Board Mailbox 2 3 Creating Bulletin Board Messages Level 0 e 2 4 Creating Bulletin Board Messages evel e 2 6 Creating Bulletin Board Messages Level 2 teen ta ea eset 2 8 Creating Bulletin Board Messages Level 3 erase eterne rr nn 2 10 Creating Bulletin Board Messages Level 4 M 2 12 Erasing Bulletin Messages 2 14 Assigning Extensions to Bulletin Board 2 15 Reviewing Bulletin Messages 2
42. 999 Message Manager s Mailbox No Bulletin Manager s Mailbox No M 3 110 System Administrator Manager s Guide Chapter 4 System Manager s Guide This chapter explains what a System Manager is and provides step by step instructions for such system maintenance tasks as setting up mailboxes setting system parameters and checking system status Contents 4 1 What is a System Manager M 4 2 4 2 Setting Up Mailboxes eere eee ee eren M 4 4 4 2 1 Deleting a Mailbox M 4 5 4 2 2 Deleting a Mailbox Password M 4 8 4 2 3 Creating a Mailbox M 4 11 4 2 4 Editing a Mailbox M 4 27 4 3 Setting a System Group Distribution List M 4 35 4 4 Setting System Parameters M 4 40 4 5 Setting the Date and Time M 4 49 4 6 Checking System Usage e eres M 4 54 4 7 Broadcasting Messages e M 4 62 4 8 Remote Administration ceeeeeeeee M 4 65 4 9 Customizing the System Manager s Mailbox M 4 68 4 1 What is a System Manager What you will do Before starting system management As System Manager you perform one of the most impor tant jobs You are in charge of coordinating the VPS sys tem to ensure that it o
43. A set it after X as follows FWWXA When the Inband Integration is utilized set this sequence to FTX The extension transfer sequence is similar to the operator transfer sequence It is executed by the VPS before dialing any extension other than the operator s and has the same letters dial codes and factory settings as the operator transfer sequence When the Inband Integration is utilized set this sequence to FTX If the extension that a caller wants is busy this function allows the VPS to reconnect with the caller It is pro grammed by the System Administrator using the same letters and dial codes as the transfer sequence It is set to FWW Flash Wait for 2 seconds at the factory If the extension that a caller wants does not answer the Reconnect Sequence allows the VPS to reconnect with the caller It has the same letters dial codes and factory setting as the Reconnect Sequence on a Busy Line This Reconnect Sequence is used if the extension the caller wants is off the hook and neither the 1 answer the call nor the 2 otherwise key has been pressed It has the same letters dial codes and factory setting as the Reconnect sequence on a Busy Line This is the dialing sequence that the VPS must perform to cause the PBX to turn on the waiting lamp on an extension The light on sequence for the message waiting lamp has the same letters and dial codes as the transfer sequence It is set to W701X
44. Make a message urgent Make a message private Message Recording Receive a message Message Receiving Repeat a message Skip ahead back short segment Pause for receiving Immediate reply Select a bulletin message Bulletin Board Receive a bulletin message Message Receiving Repeat a bulletin message Non Sub Skip ahead back short message scriber Pause for receiving from telephone Call Transfer Transfer a call to the operator 2 Transfer a call to extensions Listen to the phone directory Speed dial Department Dial Record a message Receive personal Bulletin messages Speed dial Department Dial through the personal bulletin board 6 Immediate transfer DTMF Phone 1 Record a message 2 Review a message 3 Cancel a message 4 Add a message 5 Pause for recording Rotary Phone Automated Attendant Message Recording for the General Delivery Mailbox U 0 6 Subscribers amp Non subscribers Chapter 1 Settings This chapter tells you about the settings you have to do or you can set before receiving or sending messages Contents 1 1 Setting up the Mailbox eee U 1 2 1 2 Setting Message Waiting Notification U 1 17 1 3 Recording a Message in a Guest Mailbox U 1 32 1 4 Recording a Message in an Interview Mailbox U 1 43 1 5 Setting the Automated Attendant Paratefers a sono iere drei ia
45. Message Manager 1 31 Customizing Your Mailbox l Goto the Message Manager s main command menu 2 Press L3 for Other Features To change the company greetings press 1 For department dialing programming press 2 To modify voice prompts press 3 To record a company name press 4 To customize your mailbox press 5 To set the clock press 6 To set up message waiting notification press 7 D D 3 Press to customize your mailbox 4 Review the current password setting To change this setting press 1 Otherwise press 2 5 Press to set the password Please enter the password followed by a hash sign If you don t need the password press hash sign Enter the password and a hash sign Review the password Press e to accept ANN Review the current operator s extension setting To change this setting press 1 Otherwise press 2 1 32 Message Manager Customizing Your Mailbox 10 Press KB to set the Operator s extension Please enter the Operator s extension followed by a hash sign Enter the extension and press a hash sign lt D lt D 2 D A 12 Review the extension 13 Press to accept LELLLLLLLLLLLLLLLLLLLLLLLLLELLLLLLLLLLLLLLLLILLI Hint Step 5 10 You can a
46. Note You can accept the current setting by pressing 2 and go to the step 7 You will hear the prompt Please enter the password followed by a hash sign If you don t need a password press the hash sign PRSE Enter the password and press L Bh b s You will hear the prompt Manager s Guide Message Manager M 5 51 5 7 Customizing the Message Manager s Mailbox The current password is To change this setting press 1 Otherwise press 2 8 Press 2 to accept 9 Review the current operator s extension setting You will hear the prompt To change this setting press 1 Otherwise press 2 10 Press 1 to set the Operator s extension Note You can accept the current setting by pressing 2 You will hear the prompt Please enter the Operator s extension followed by a hash sign Extension 11 Enter the extension and press Ez z k 6 Note You can delete the extension by pressing 7 12 Review the extension You will hear the prompt M 5 52 Message Manager Manager s Guide 5 7 Customizing the Message Manager s Mailbox To change this setting press 1 Otherwise press 2 13 Press 2 to accept Manager s Guide Message Manager 5 53 5 8 Setting the Date and Time To go to the Clock Setting Menu 1 Voice Mail Service s Extension Number 2 Message Manager s mailbox number Lo
47. Operator Transfer Sequence This parameter specifies the number of digits necessary for connecting to an outside line For example if the PBX requires callers to dial 9 in order to connect to an outside line this parameter would be set to 1 1 digit This causes the system to be aware that when dialing the number 9 123 4567 for example the Outgoing Call Setup Sequence see below is issued after the initial 9 is dialed The full sequence is therefore 9 Outgoing Call Setup Sequence 123 4567 This is for the periodic port usage reports The VPS can discriminate between a local and long distance call and reports the outgoing call and the calling time for billing It is set to 1 at the factory but can be set from 0 to 8 This is the amount of time that the VPS will wait before concluding that there will be no answer to the call The factory setting is 30 seconds but it can be set from 10 to 60 seconds in 10 second increments The pause duration The default value is 2 seconds and the range of allowable values is 1 9 seconds This is the sequence of codes used by the VPS to make a call to an outside line The default value is WW which means that the system waits 2 seconds and then dials the outside phone number Example 9W 9 I second wait dial outside phone number The process of ending a transaction and transferring the caller to the operator attendant or other PBX extension is programmed by using sev
48. Operator s Parameters Operator 1 Menu Operator Service Enable 1 Disable 2 Enable Operator s Extension 0 Operator s Mailbox No 998 Operator No Answer Time 30 10 60 Busy Coverage Mode Hold 1 Hold 2 No Answer Coverage 3 Call Waiting 4 Disconnect Message No Answer Coverage Mode Caller Select 1 Caller Select 2 Leave Message 3 Disconnect Message 4 Next Operator Message Repeat Cycle 3 1 3 If Disconnect Message has been selected for 5 Busy Coverage Mode and or 6 No answer Coverage Mode a voice prompt for the disconnecting message when exiting Operator Service should be recorded using prompt no 127 Refer to 5 5 Modifying Voice Prompts in Chapter 5 for further information Press to return to the Operator s Parameters Menu M 3 64 System Administrator Manager s Guide 3 4 Keyboard Operations 6 Select 2 Operator 2 VT100 compatible terminal Program Auto Attn Setting Operator s Parameters Operator 2 Menu Operator s Extension Operator s Mailbox No uo des Busy Coverage Mode Hold No Answer Coverage Mode Caller Select Operator s Service is Enable or Other RS 232C terminal ASCII Terminal Program Auto Attn Setting Operator s Parameters Operator 2 Menu Operator s Service is Enable Operator s Extension Operator s Mailbox No Busy Coverage Mode Hold 1 Hold 2 No
49. To accept press 2 To review press 3 To add more digits to the telephone number press 4 To insert a pause press 5 To set dial mode press 6 To insert a wait for dial tone press 7 Press 2 to accept the number Specifying the Notification Method By choosing the notification by a direct call the Message Manager can specify a telephone or a pocket beeper as the destination for notification calls If the destination is a telephone the VPS will call play a message stating that there are messages waiting prompt the Message Manager to enter his or her password and once the password has been entered correctly play the messages in the mailbox If the destination is a pocket beeper the VPS will call and terminate processing However if the Message Manager has not retrieved his or her messages within 30 minutes the system would call the beeper once again This process is repeated seven times or until the messages are retrieved method 1 9 Same as Setting the Telephone Number to be Called 10 Press 2 to accept the number M 5 72 Message Manager Manager s Guide 5 9 Setting Message Waiting Notification np You will hear the prompt Select 1 or 2 5 9 6 Setting the Notification Time To set the notification time 1 14 15 By choosing the notification at the specified time or times the Message Manager can set the time at which notification is to be made If
50. To change the company greetings mode press 2 For other features press 3 For help at any time press 0 4 Press 3 for Other Features 3 You will hear the prompt To change the company greetings press 1 For department dialing programming press 2 To modify voice prompts press 3 To record a company name press 4 To customize your mailbox press 5 To set the clock press 6 To set up message waiting notification press 7 5 Press 4 to record a company name 4 You will hear the prompt Current company name is To change this company name press 1 Otherwise press 2 M 5 46 Message Manager Manager s Guide 5 6 Recording the Company Name Go to step 6 or Company name is not recorded To record press 1 Otherwise press 2 Then go to step 7 6 Press 1 to change You will hear the prompt To record a new company name press 1 To erase the company name press 2 To exit press E 7 Press 1 to record a name Note You can erase the name by pressing 2 You will hear the prompt Please state the company name at the tone To end recording press 1 To pause and restart recording press 2 8 State the name 9 Press 1 to end recording review press 1 accept press 2 record a new one press 3 add press 4 erase and exit press Manager s Guide Message
51. W 3 1 System Administrator Password cccccssecesssscesssccecssccecsscceessccesssceseneeeesees W 3 2 NIalbox Parameter S I W 3 3 External Message Delivery Parameter Menu sene W 3 4 System d nee occhi e e sed V dtu ne oec bes W 3 5 Wail box de pea aia W 3 6 Mailbox EL P W 3 7 Call Services Day Service tbe didt W 3 8 Call Services Class of Service Setting coe irdistetadit read W 3 9 Call Services Port Setting Letra e Mae dea rac dee W 3 10 Call Services Outgoing Call Service Prompt sees W 3 11 Call Services Rotary Telephone Service eene W 3 12 Automated Attendant Setting cooper eet e diee rera eee W 3 13 Hardware Settings R5 232 W 3 16 Hardware Settings Port Setting uet o dedita stadt bd W 3 17 Hardware Settings Silence Reduction eee W 3 18 Hardware Settings PBX Parameter W 3 19 Systema Initialize W 3 20 Chapter 4 Work Sheets for System Manager ccsssssssscssssssssssccecsees W 4 1 NIailbox d II RL i W 4 2 Setting System Distribution List Add sese W 4 3 Setting System Distribution List Delete esee W 4 4 Setting System Parameters
52. e A message which is specified as Private cannot be transferred to other mailboxes 19 Return to the subscriber s main command menu SSSR RRR aK Hint Step 12 You can set an urgent message by pressing 1 Step 13 If you press 2 you will hear the ok ok oe oe oe oe ooo BEOIBDE LED LL ao oe oe ooo o ep o 2 o 2 gt Yn 2 10 Subscriber Sending Checking Mailbox Distribution 1 Go to the subscriber s main command menu 2 Press L3 for Other Features To check mailbox distribution press 1 For automated attendant status press 2 For mailbox management press 3 3 Press KB to check distribution status You have messages to verify Message for was received on at Message sent on at for has not been received Message sent on at for has been erased because message retention time has expired To play the message press 1 To check the previous message press 1 twice To check the next message press 2 To cancel this message or verification press 5 40 c A x 40 D gt co 4 Press 3 to cancel the message or verification To delete distribution verification of this message press 1 To cancel message delivery press 2 Subscriber Sending 2
53. 10 11 A company greeting has been already recorded for this number Review the current greeting If you have not recorded the greeting for this number you can directly go to step 9 You will hear the prompt To change this greeting press 1 Otherwise press 2 Press 1 to update the greeting You will hear the prompt To record press 1 To erase press 2 Press 1 to record the greetings You will hear the prompt Please state the company greeting at the tone To end recording press 1 To pause and restart recording press 2 Speak the new greeting at the tone and press 1 You will hear the prompt To review press 1 To accept press 2 Press 2 to accept the greeting Manager s Guide Message Manager M 5 13 5 3 Company Greetings Operation You will hear the prompt Your recording has been accepted 12 Review the greeting You will hear the prompt To change this greeting press 1 Otherwise press 2 13 Press 2 to accept You will hear the prompt This greeting will be played at port in daytime night time To change this setting press 1 Otherwise press 2 14 Press 1 to change the setting and go to the Company 1 Greeting Assignment menu Note You can accept and end this setting by pressing 2 M 5 14 Message Manager Manager s Guide 5 3 Company Greetings Operation 5 3 2 Selecting Company
54. 3 6 Subscriber Sending Setting Up the Alternate Extension 6 Press KB to set the extension Please enter the alternate extension followed by a hash sign 7 Enter the extension number Review the number you have just entered 9 Press to accept LLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLL Hint Step 6 You can accept the status by pressing 2 sk ok ok ok ok ok ok oko ok ok ok ok ok RRR x n O Q O D f C E Subscriber Sending 3 7 E i io a oO io Recording Personal Bulletin Messages 1 Go to the subscriber s main command menu Press L3 for Other Features 3 Press e for Automated Attendant status To set call transfer status press 1 To set alternate extension transfer Status press 2 For other options press 0 4 Press 0 for the Help menu then press to record personal bulletin messages Personal bulletin menu is not recorded To record a bulletin menu press 1 Otherwise press 2 5 Press record a bulletin menu 6 Please state the bulletin message at the tone To end recording press 1 To pause and restart recording press 2 7 Review the message To review press 1 To accept press 2 To record a new one press 3 To erase and exit press K Press e to accept 3
55. 3 Press KB to use the Receiving Messages menu 4 Review the number of messages and the mes sage information 5 Review the message To repeat this message press 1 To play the next message press 2 To erase this message press 3 To reply press 4 To transfer this message press 7 For help press 0 6 Press KB twice continuously to replay the previous message Subscriber Receiving 1 11 D E 2 o a o 2 o a a E io Playing the Next Message 1 Go to the subscriber s main command menu Check the announcement of the number of messages To receive a message press 1 To deliver a message press 2 For other features press 3 For help at any time press 0 Press KB to use the Receiving Messages menu Review the number of messages and the mes sage information Review the message To repeat this message press 1 To play the next message press 2 To erase this message press 3 To reply press 4 To transfer this message press 7 For help press 0 Press to play the next message Subscriber Receiving Scanning Messages 1 Go to the Receiving Messages menu See steps 1 5 in Receiving Messages Press 03 for the Help menu To repeat this message press 1 To replay the previous message press 1 twice To play the next message press 2 To eras
56. Better Understanding Shorter Messages Voice Mail can revolutionize your life both business and personal by letting you take the fullest possible advantage of time spent on the telephone and by ensuring reliable effective communication Voice Mail is inexpensive convenient and easy to use Using touch tone telephones recorded messages can be sent received and retrieved at any time and from anywhere in the world The system employs step by step voice prompts to assist first time users who in no time at all will be zipping through messages without a second thought Voice Mail has the following benefits replaces tedious unclear or otherwise inadequate memos which have the possibility of being misunderstood with messages recorded in your own voice can be delivered 24 hours a day 7 days a week and to anywhere in the world does not require that both parties be on the line simultaneously in order for them to communicate In business circles improved communication means reduced operating costs and increased productivity The VPS Voice Processing System has the following features for this purpose The editing feature of the Voice Mail Service allows you to correct or change your messages before you send them For example the system allows you to restress certain information The VPS allows you to review received messages as many times as you want and even keep them as stock answers or for future reference I
57. Chapter 4 Interview Service This chapter explains how and when you can receive the VPS s Interview Service Contents 4 1 How to Get the Interview Service N 4 2 4 1 How to Get the Interview Service When you call the VPS and get to the Automated Attendant Service you may receive the VPS s Interview Service if your intended person has prepared the Interview mailbox instead of receiving a message If you are provided with the Interview mailbox number beforehand you can certainly receive the Interview Service by calling the VPS and entering the mailbox number When you reach the Interview mailbox you will hear the following prompt Please answer the following questions at the tone To end answering and receive next question press 1 To end interview press x Then you will hear the first question 1 Answer to the question at the tone 1 Press 1 when finishing the recording of your answer You will hear the second question Note You may finish the interview by pressing at any time If you answered all the questions or if you press gt you will hear the prompt If you have any comment please state at the tone 2 Speak your comment if any N 4 2 Guide for Non Subscribers Glossary Glossary Additional message Alternate extension Automated attendant Automatic delivery Broadcast message Bulletin board Bulletin manager Call bloc
58. G D M OPERATOR EXTENSION Rotary Telephone Call Coverage Night Mode G D M OPERATOR EXTENSION W 3 12 System Administrator Work Sheets Automated Attendant Setting Department Dialing System Administration Top Menu gt 1 gt 3 gt 1 Departmental Extension N Remarks Dialing No PP SEMI Department name etc Call Queuing Announcement Mode System Administration Top Menu gt 1 gt 3 gt 2 Call Queuing Announcement 1 Disable 2 Enable Default Work Sheets System Administrator W 3 13 Automated Attendant Setting Operator s Parameters System Administration Top Menu 1 gt 3 gt 3 Operator Service 1 Disable 2 Enable Operator s Extension No 0 Operator s Mailbox No 0 Operator No answer Time 10 60 30 1 Busy Coverage Mode Hold No Answer Coverage Mode Call Waiting Disconnect Message No Answer Coverage Mode Caller Select Leave Message Disconnect Message Next Operator Default Call Hold Retrieval Settings System Administration Top Menu 1 3 4 Call Retrieval Announcement Timing 1 30 2 Redialing Cancel Timing Default W 3 14 System Administrator Work Sheets Automated Attendant Setting Extension Group System Administration Top Menu 1 gt 355 1 af fej quj jus fel SIS TIE e e aj e s
59. M 3 78 System Administrator Manager s Guide 3 4 Keyboard Operations Set the Parameters for your PBX according to the work sheets Press to return to the PBX Interface Parameters Menu 3 4 5 Custom Service Settings Menu 1 Select 5 Custom Service Settings from the System admin istration Top Menu VT100 compatible terminal No Description and No Description Other RS 232C terminal ASCII Terminal No Description No Description No Description No Description No Description No Description Program Custom Service Setting Menu No Description No Description No Description No Description No Description No Description No Description No Description Select Service 1 16 Manager s Guide System Administrator M 3 79 3 4 Keyboard Operations 2 Select the Service Number VT100 compatible Program Custom Service Setting Custom 1 terminal Please record the menu message User Prompt No 110 Description Menu Repeat Cycle 1 3 Call Transfer Anytime Ext Mbx No Wait for Second Digit 1 5 seconds No DTMF Input Operation a f Keypad Assignment 1 2 4 5 7 8 0 Reserved Please choose one of the following functions or services Transfer to Mailbox Voice Mail Service Transfer to Extension Call Transfer Service Operator i Bulletin Board Service Exit Prompt No 1
60. N N N N You have reached the Voice Processing system Good Afternoon Good Evening Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 To call the operator press 0 Incorrect entry Message Manager 1 23 Modifying Voice Prompts Modifiable Prompts Please enter the first three or four letters of the person s last name For the letter Q press 7 For the letter Z press 9 Message Manager If this is the person to whom you wish to leave a message press 1 Otherwise press 2 To try again press Sorry this name cannot be found There are no more names This is for Mailbox number entry failure Please check the mailbox number Please enter the password followed by a hash sign Thank you for calling Welcome to the general delivery mailbox Sorry this mailbox is in use Sorry this function is not available Password entry failure Please check the password You have You have one message There are no messages To repea
61. N 2 3 2 2 Call Transfer e e oio N 2 4 2 3 Department oso e DU dod adii N 2 6 2 2 3 Listening to the Bulletin Board N 2 7 2 3 Incomplete Call Service eere creer eere ee eee e eese eese e eee seas sees N 2 8 2 3 T Call ie e ri Ge Gate aaa dp adscitus de N 2 9 2 3 2 Message Recording iiaa N 2 10 2 3 3 Call Transfer to an Alternate N 2 14 2 3 4 Listening to the Personal Bulletin Board N 2 15 2 3 3 C allms Another EXtensi n cuoio roo ar RE ES ea ae p PUNIRE ve N 2 17 Chapter3 Bulletin Board Service 3 1 Listening to the Bulletin Board Messages N 3 2 Chapter 4 Interview Service 4 1 How to Get the Interview Service ee eee ecce ee eee eene eene eene seta N 4 2 Glossary Guarantee D 0 6 Detailed Edition for Managers Subscribers amp Non Subscribes Manager s Guide Chapter 1 Introduction This chapter describes the features of the Voice Processing System VPS and the construction of this manual Contents 1 1 Features of the Voice Processing System M 1 2 1 2 How to Use this Manual e eee M 1 6 1 1 Features of the Voice Processing System Improved Communications Better Communications
62. Now you are in the Message Manager s main command menu You will hear the prompt You have message s To transfer messages from the general delivery mailbox press 1 To change the company greetings mode press 2 For other features press 3 For help at any time press 0 Press 3 for Other Features You will hear the prompt To change the company greetings press 1 For department dialing programming press 2 To modify voice prompts press 3 To record a company name press 4 To customize your mailbox press 5 To set the clock press 6 To set up message waiting notification press 7 Press 2 for the Department Dialing Programming menu You will hear the prompt To set up department dialing press 1 For department dialing report press 2 To exit press Press 2 for a department dialing report You will hear the prompt M 5 34 Message Manager Manager s Guide 5 4 Setting Department Dialing Please enter the department number for the report You will receive all the extensions by pressing the hash key Department No 7 Enter the department number you want You will hear the prompt Department number is assigned to extension number Department number is unassigned to any extension n Note You can receive a report for all extensions by pressing Manager s Guide Message Manager M 5 35
63. Port Usage Report 4 JAN 7 46 PM FROM 10 APR 9 53 AM PORT ED MN Connect Time 8 0 02 20 19 1 0 00 18 54 8 Total Full line Time 00 36 39 ED External Delivery MN Message notification Press to return to the System Reports Menu Manager s Guide System Administrator 3 87 3 4 Keyboard Operations 6 Select 5 Port Usage Statistics Clear to clear the data VT100 compatible terminal Clear a port usage report data Y N or Other RS 232C terminal ASCII Terminal System Reports Port Usage Statistics Clear Clear a port usage report data Y N Enter Y yes or N no If you enter Y the system will clear the data so please wait until Port Usage Report Data Cleared appears Press to return to the System Reports Menu M 3 88 System Administrator Manager s Guide 3 4 Keyboard Operations 7 Select 6 Disk Usage Report to know how much space is left on the Hard disk for storing incoming messages VT100 compatible Disk Usage Report 4 JAN 7 46 PM terminal Drive Avail Used 1 1054 min 12 min 1 FROM 10 APR 9 53 AM New 64 or Other RS 232C System Reports Disk Usage Report terminal ASCII Terminal Disk Usage Report 4 JAN 7 46 PM Drive Avail Used 96 1 1054 min 12 min 1 FROM 10 APR 9 53 AM New MSGs 64 Note Cpy Copy Transfer Press V to return to the System Reports Menu Manager s Guide System A
64. See Alternate Extension Transfer Status Setting on page 3 5 and Setting Up the Alternate Exten sion on page 3 6 of the Summary of Operations for Subscribers You can have the system tell you the name of the caller before you actually take a call In this way you can make sure you receive only important calls See Setting Call Screening on page 3 4 of the Summary of Operations for Subscribers lt D lt D 2 D A wW o r z D D e D A Message Manager Bulletin Manager e The system features a bulletin board service that allows you to provide callers with news and infor mation about your company The caller can choose specifically the messages he or she wants to hear from all of those available See Creating Bulletin Board Messages on pages 2 4 2 13 of this manual The system s interview mailbox function is ideal if you wish to collect information in the form of replies to questions When a caller accesses this function the system plays your prerecorded questions to him or her and then records the replies Since you can record any sort of questions you choose this feature gives you a very powerful and flexible data gathering tool See Enabling Disabling the Interview Mailbox on page 3 12 and Recording Questions for the Interview Mailbox on page 3 38 of the Summary of Operations for Subscribers For details of other functions and
65. To deliver a message press 2 For a system report press 3 For other features press 4 For help at any time press 0 4 Press 4 to go to the Mailbox Parameters Menu You will hear the prompt check mailbox distribution press 1 set up mailbox press 2 set the system group distribution list press 3 set system parameters press 4 set the clock press 5 customize your mailbox press 6 5 Press 5 for the Clock Setting Menu Setting the Date and Time First you will hear the prompt The current time is To change the time press 1 Otherwise press 2 M 4 50 System Manager Manager s Guide 4 5 Setting the Date and Time 6 Press 1 to change the current setting You will hear the prompt Please enter the new time followed by a hash sign Note You can press 0 for help with this setting Then you will hear the prompt o For example to enter 5 o clock press 5 and a hash sign or to enter 5 15 press 5 1 5 and a hash sign Please enter the new time followed by a hash sign Time Enter the current time and press f 1 e 3 e You will hear the prompt Please enter 1 for AM or 2 for PM 8 Enter 1 or 2 fet You will hear the prompt again The current time is To change the time press 1 Otherwise press 2 Manager s Guide System Manager 4 51 4 5 Setting the Date
66. To record a new one press 3 To add press 4 To erase and exit press X 8 Press to accept the question 9 Review the next question 10 Repeat steps 5 8 LLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLL Hint Step 3 You can skip hearing the Help menu Step 4 If the question is already recorded it will be reviewed Step 7 You can jump to the question by pressing then question number and 7 Step 8 You can change the message by pressing 1 PTC PT ok okcok ok 2K K ok ok ok ok ok ok ok K ok oko ok ok ok ok ok K oko FK ok ook ok ok K ok C Q O D f 2 E Subscriber Sending 3 39 gt io S o gt P Erasing Questions from the Interview Mailbox 1 Go to the subscriber s main command menu Press L3 for Other Features 3 Press O for the Help menu then press for Interview Mailbox Management To record the question press 1 To set the answer length press 2 To erase the question press 3 4 Press to erase the question Question No 1 No question is recorded or Recorded question message 5 Review question No 1 To erase this question press 1 Otherwise press 2 To skip back to the previous question press 3 To go directly to a question please press a hash sign now 6 Press to erase the questi
67. To set notification at the specified times Voice Mail Service s Extension Number The Message Manager can specify the time at which he would like the VPS to notify him of unplayed messages If he wants to be informed twice a day he can set another notification time With this feature you do not need to regularly check your mailbox to see if there is a new message or not In order to receive this service the Message Manager must set the timed message notification status on Timed Message Notification and Immediate Message Notification cannot both be specified at once However if Timed Message Notification is the current setting and the caller specifies a recorded message as an Urgent Message the VPS will nevertheless immediately inform the Message Manager that the message has been recorded The telephone number to be called should be set before hand See 5 9 4 Dial an extension number which is connected to the Voice Mail Service You will hear the prompt Manager s Guide Message Manager M 5 63 5 9 Setting Message Waiting Notification Message Manager s mailbox number 2 Lo s Message Manager s password LJ Ls 8 Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone
68. VT100 compatible terminal or Other RS 232C terminal ASCII Terminal 12 VT100 compatible terminal or Select 2 Delete Extension The menu will appear Program Auto Attn Setting Alternate Transfer Sequence Delete 1 101 2 102 96 97 98 99 Enter the Number You Want to Delete Program Auto Attn Setting Alternate Transfer Sequence Delete Extension 1 101 2 102 Enter the Number You Want to Delete Press X when you finish the setup You will return to the Alternate Transfer Sequence Menu Select 3 Set Alternate Transfer Sequence The menu will appear Program Auto Attn Setting Alternate Transfer Sequence Set Menu Alternate Transfer Sequence FWWX DIAL CODE 0 1 2 3 4 5 6 7 8 9 D Disconnect Flash Ring T Tone S Silence W Transf Wait X Ext A Answer M 3 68 System Administrator Manager s Guide 3 4 Keyboard Operations Other RS 232C terminal ASCII Terminal 13 VT100 compatible terminal or Other RS 232C terminal ASCII Terminal Program Auto Attn Setting Alternate Transfer Sequence Set Menu 1 Alternate Transfer Sequence FWWX D Disconnect F Flash R Ring T Tone S Silence W Transf Wait X Ext A Answer Enter the Alternate Transfer Sequence Press when you finish the setup You
69. Wait for 1 second Dial 701 Extension and Manager s Guide System Administrator M 3 11 3 3 1 Hardware Settings Light Off Sequence for Message Waiting Lamp Call Waiting Sequence Release Sequence for Call Waiting This is the dialing sequence that the VPS must perform to cause the PBX to turn off the waiting lamp on an extension The light off Sequence for the message waiting lamp has the same letters and dial codes as the transfer sequence It is set to W702X Wait for 1 second Dial 702 Extension and This sequence is used by the VPS to perform call waiting when the extension being called is busy The default value is ier This sequence is used by VPS to release call waiting The default value is Flash 3 3 1 4 2 Inband Signaling Parameters These parameters are used if the PBX sends DTMF tones to the voice processing system to indicate the state of the call busy answered disconnected etc The Inband Inte gration Parameter described in section 3 3 1 4 1 must be enabled for the VPS to use these codes If PBX Type is set to a KX T series system the Inband Signaling Parameters will automatically default to the proper codes The table in the following page describes the DTMF codes call state and typical conditions where a PBX would send the code M 3 12 System Administrator Manager s Guide 3 3 1 Hardware Settings Default Code Call State Typical Cond
70. or Extension for department dialing is unassigned D To change this setting press 1 Otherwise press 2 9 Press to assign change the extension Please enter the extension for department dialing followed by a hash sign or To delete the extension please press a hash sign now 10 Enter the extension and press a hash sign 11 Review the current extension 12 Press to accept SRR RK Hint Step 8 You can accept the extension by pressing 2 SSR RR x 1 16 Message Manager Resetting the Department Dialing 1 2 Go to the Message Manager s main command menu Press 3 for Other Features To change the company greetings press 1 For department dialing programming press 2 To modify voice prompts press 3 To record a company name press 4 To customize your mailbox press 5 To set the clock press 6 To set up message waiting notification press 7 Press for the Department Dialing Program ming menu To set up department dialing press 1 For department dialing report press 2 To exit press X Press to set the department dialing To change the department dialing menu press 1 To change the extension press 2 Press to change the department dialing To assign an extension press 1
71. 1 s st 42 Setting the message length Enter the first four letters You will hear the prompt The first four letters of the owner s last name is To change this setting press 1 Otherwise press 2 To accept it press 2 You will hear the prompt Current message retention time is To change this setting press 1 Otherwise press 2 Press 1 to set message retention time You will hear the prompt Please enter the message retention time up to 30 days followed by a hash sign Enter the number of days and press Review the setting and press 2 to accept it You will hear the prompt Manager s Guide System Manager M 4 25 4 2 Setting Up Mailboxes 43 4 nce Pilea Setting the number of messages 46 7 nini 48 Current message length is To change this setting press 1 Otherwise press 2 Press 1 to set the message length You will hear the prompt Please enter the message length from 1 to 12 minutes followed by a hash sign Enter the length and press Review the setting and press 2 to accept it You will hear the prompt Current number of messages available in the mailbox is To change this setting press 1 Otherwise press 2 Press 1 to set the number of message You will hear the prompt Please enter the number of messages available in the mailbox from 5 to 99 followed by
72. 2 message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 Press the star key Then enter your mailbox number Please enter the password followed by a hash sign 3 Enter the password if you have the password Now you are in the subscriber s main command menu SIG GIGI IC GCI Hint Step 3 If you don t have a password but own a guest mailbox enter FKK FK K K K K FK K K FK K K K FK FK K K K K K K FK K K K K FK K K K K K K FK FK K K K K K K K K K 1 2 Subscriber Receiving Receiving Messages 1 Go to the subscriber s main command menu 2 Check the announcement of the number of messages To receive a message press 1 To deliver a message press 2 For other features press 3 For help at any time press 0 op Cc n 9 H e lt E Press KB to use the Receiving Messages menu ERU Review the number of messages and the mes sage information 5 Review the message To repeat this message press 1 To play the next message press 2 To erase this message press 3 To reply press 4 To transfer this message press 7 For help press 0 6 Press O to show the whole menu for Help To repeat this message press 1 To replay the previous message press 1 tw
73. 3 2 Message Management Selecting Company Greeting Messages The message manager can choose which company greeting message will be played to callers during business hours and which message during non business hours for each port of the system Therefore two company greeting mes sages need to be assigned to each port Company Greeting Message Modes The message manager can change the company greeting message mode business hours non business hours manu ally at opening and again at closing time It is also possible to have the system perform the switchover automatically at preset times At the set times the company greeting mes sages for all ports change from the ones for business hours to the ones for non business hours or vice versa Day Service Start End Time Message SUN MON TUE WED THUR FRI SAT Manager Start Time 9 00 9 00 9 00 am 9 00 am 9 00 am 9 00 am 9 00 am End Time 9 00 5 00 pm 5 00 pm 5 00 pmi 5 00 5 00 9 00 am Scheduler 27 Thank you for calling O 2f Panasonic Company Day Service S Greeting N assigned for Port 1 4 Automatic 7 Day Service v Port 1 Night Service 4 Greeting assigned for Port1 2 2 Hello you have reached the Voice Processing System Sorry the Attendant Service is over today Port 2 7 o
74. 5 5 Modifying Voice Prompts To modify prompts Voice Mail Service s Extension Number Message Manager s mailbox number I 9 Message Manager s password 3 4 s Certain of the VPS voice prompts can be changed at any time by you the Message Manager Modifiable prompts are used in the Automated Attendant service and the main menu of the Voice Mail Service Dial an extension number which is connected to the Voice Mail Service You will hear the prompt Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 Press x then enter the Message Manager s mailbox num ber You will hear the prompt Please enter the password followed by a hash sign Enter the password M 5 36 Message Manager Manager s Guide 5 5 Modifying Voice Prompts Now you are in the Message Manager s main command menu You will hear the prompt You have message s To transfer messages from the general delivery mailbox press 1 To change the company greetings mode press 2 For other features press 3 For help at any time press 0 4 Press 3 for Other Features You will hear the prompt T
75. 5 Review current status Alternate extension transfer is enabled disabled To enable alternate extension transfer press 1 To disable press 2 6 Press to enable the status or Press e to disable the status Alternate extension transfer is enabled disabled C Q O D f 2 E Subscriber Sending 3 5 E i io gt io Setting Up the Alternate Extension Go to the subscriber s main command menu 2 Press L3 for Other Features To check mailbox distribution press 1 For automated attendant status press 2 For mailbox management press 3 3 Press e for Automated Attendant status To set call transfer status press 1 To set alternate extension transfer Status press 2 For other options press 0 4 Press 03 for other options To set call transfer status press 1 To set alternate extension transfer Status press 2 To set up alternate extension press 3 To record a personal bulletin message press 4 To set personal bulletin board status press 5 To set message reception mode press 6 5 Press 3 to set up the alternate extension Alternate extension is unassigned or Current alternate extension is To change this setting press 1 Otherwise press 2
76. Application programs and the system administration table from the hard disk are read into dynamic RAMS for use by the system The RS 232C interface can be used to connect a terminal or printer to the system It can then be used to establish system settings administer the system and check usage status The clock generator supplies the clock signal to the time sharing switch which connects the CO card with DSP cards The time sharing circuit performs parallel serial data conversion 2 1 2 System Expansion Increasing The Number Of CO Cards Increasing The Number Of DSP Cards The basic VPS configuration utilizes two phone lines and is capable of handling two calls at a time It can store up to 18 hours of voice data This basic configuration can be expanded to handle up to a maximum of eight simulta neous calls In order to add more telephone lines addi tional CO cards can be installed This will make it possible to provide more incoming call services such as the Voice Mail service Automated Attendant service Bulletin Board service Interview service and Custom service To enable the system to handle more calls simultaneously more DSP cards should be added By installing up to four CO cards in free slots the number of lines the VPS can handle can be increased to eight One of the five incoming call services Voice Mail Automated Attendant Bulletin Board Interview Service or Custom Service can be assigned to each line I
77. Busy voice mail port and that voice mail port is not available to accept the call Forwarded to Sent to the VPS if the called extension is forwarded to Extension another non voice mail extension Confirmation Tone Sent to the VPS when it successfully dials a message lamp on or message waiting lamp off code Sent to the VPS when the calling party disconnects Overview of VPS Functions O 2 11 2 2 System Administration 2 2 3 Call Service Settings Setting Opening and Closing Times See Administrator s Work Sheets Day Service The system administrator can set individual day service opening start up and closing shutdown times for each day of the week A company greeting for when the system is open and a second announcement for when it is closed can be assigned to each available port Then if company greeting automatic mode switching is turned on the system will automatically switch from one message to the other at the set times Class of Service Authorization See Administrator s Work Sheets Class of Service Subscribers are classified into eight groups called class of service Call services are authorized by assigning the appro priate services incoming outgoing to ports associated with a particular class of service This authorization allows each port to be assigned for the exclusive use of a single class of service Therefore if the VPS is shared by more than one company for example each line connected
78. Enter the exten sion number Announce Incomplete Call Operator Listen to Personal Bulletin Board Overview of VPS Functions O 1 21 1 3 Bulletin Board Service The VPS Bulletin Board service features messages arranged in a tree structure Up to 100 separate messages providing promotional or other company information can be main tained at any one time Each message is assigned to one of five levels 0 4 and has an individual bulletin message num ber It is also possible to assign extension numbers to messages without sub messages When a caller requests such a mes sage the VPS first plays the message then rings the exten sion 1 3 1 Listening To Bulletin Board Messages Listening To Bulletin Board Messages Calling An Assigned Extension Entering An Assigned Mailbox Users can call the port assigned to the Bulletin Board ser vice to listen to messages arranged in a tree structure Call ers connected to the Automated Attendant can also access the Bulletin Board service When the caller is first connected to the Bulletin Board service message TOP MENU which is the sole message on level 0 is played The caller is offered the option of lis tening to one of the level 1 messages If for example the caller presses the 3 key message 3 on level 1 is played If message 3 has any sub messages defined 30 39 the caller can listen to them by pressing the appropriate keys From any level it is possibl
79. For guest account management press 4 4 Press to set the group distribution list Ifthere tsa ist Group distribution list number has been already set then Please enter the group number If there is no group list the first prompt will not be heard 5 Enter the greup mumber Group number is Mailbox This is for To add members to the list press 1 To delete members from the list press 2 6 Press to add members to the tist You have members left to enter n Q O D C Please enter the mailbox number followed by a hash sign Subscriber Sending 3 19 Entry of the Personal Group Distribution List 7 Enter the mailbox number to be added Mailbox This is for To change this mailbox number press 1 Otherwise press 2 8 Press e to accept the number To continue adding members press 1 To end press 2 9 Press e to end adding members skc kk ke skskcokc KR oko ok ok ok okc ok ok ok ok OR OK ke ke ok OK KR OR OR OK Hint Step 6 You can press 0 for the Help menu You can press 3 to review the group Step 8 You can change the number by pressing 1 Step 9 You can continue adding members by pressing 1 SSR RRR 2K K gt K E i io a
80. Interview Service _ i e Custom Service m General delivery mailbox System Administrator System parameter setting Managing mailboxes Checking system usage Diagnosis of the system Message Manager Setup and Maintenance of VPS eral delivery mailbox greeting ing number System Manager Managing mailboxes System parameter setting Delivering a message to all users Checking system usage Bulletin Board Manager bulletin board destination Message transfer from gen Recording Editing company Setting up department dial Modifying the voice prompts Recording editing the Assigning call transfer D O 0 14 Overview of VPS Functions Voice Processing System Internal Users Subscriber mailbox owner Message receiving message transfer Group delivery Recording scheduled delivery message Message Checking delivery status receiving Password for mailbox Personal greeting Message for user s guest Guest Account Recording receiving interview VPS Massage transfer External Users Non Subscriber Caller from outside No mailbox
81. Otherwise press 2 Press 1 or 2 You will hear the prompt If this is a private message press 1 Otherwise press 2 Press 1 to specify your message as a private one A message which is specified as Private cannot be trans ferred to other mailboxes N 1 14 Guide for Non subscribers 14 Receiving a Message from the VPS The VPS will call you to connect the call from a subscriber or from a non subscriber or to deliver his or her message to you 1 The VPS calls you You will hear the prompt Hello I have a message for To receive the message press 1 To hold this call press 2 If you want me to call back later press 8 To receive the message see 1 4 1 To hold the call see 1 4 2 To making the VPS to call back later see 1 4 3 Note If you have no answer while the VPS repeats the message three times the call will end with the prompt Thank you 1 4 4 Receiving a Message E 1 Press 1 to receive the message You will hear the prompt This message is from 2 Listen to the message Note If you press 2 see 1 4 4 Immediate Reply 1 4 Holding the Call 1 Press 2 to hold this call After a while you will hear the prompt Guide for Non subscribers N 1 15 1 4 Receiving a Message from the VPS 1 4 3 1 4 4 To retrieve the call press 2 Making the VPS Call Back Later 1 Press 8 to make the VPS call you ba
82. Setting Call Hold Retrieval Settings terminal Menu ASCII Terminal 1 Call Retrieval Announcement Timing 2 1 30 2 Redialing Cancel Timing 30 1 15 2 30 3 45 4 60 Press to return to the Auto Attn Setting Menu 9 Select 5 Alternate Transfer Sequence Menu The menu will appear VT100 compatible Program Auto Attn Setting Alternate Transfer Sequence terminal Menu 1 Enter Extension 2 Delete Extension 3 Set Alternate Transfer Sequence 4 Extension Listing SELECT ITEM AND PRESS RETURN KEY or M 3 66 System Administrator Manager s Guide 3 4 Keyboard Operations Other RS 232C terminal ASCII Terminal 10 VT100 compatible terminal or Other RS 232C terminal ASCII Terminal Program Auto Attn Setting Alternate Transfer Sequence Menu Enter Extension Delete Extension Set Alternate Transfer Sequence Extension Listing Enter the Number Select 1 Enter Extension The menu will appear Program Auto Attn Setting Alternate Transfer Sequence Enter 1 101 2 102 96 97 98 Enter the Extension Number Program Auto Attn Setting Alternate Transfer Sequence Enter Extension 1 101 2 102 Enter the Extension Number Press X when you finish the setup You will return to the Alternate Transfer Sequence Menu Manager s Guide System Administrator 3 67 3 4 Keyboard Operations 11
83. System Administrator 3 77 3 4 Keyboard Operations 10 Select 2 Inband Signaling from the PBX Interface Param eters Menu VT100 compatible terminal Program Hardware Settings PBX Interface Parameters Inband Signaling Menu Forward to VM Ringing Forward to VM Busy Forward to Other Extension Confirmation Disconnect 0 1 2 3 4 5 6 7 8 9 x BB C D or Other RS 232C terminal ASCII Terminal Program Hardware Settings PBX Interface Parameters Inband Signaling Menu 1 Ringback 1 0 1 2 3 4 5 6 7 8 9 x A B C Enter the Ringback Busy 2 0 1 2 3 4 5 6 7 8 9 A B C Enter the Busy Reorder 3 0 1 2 3 4 5 6 7 8 9 X A B C Enter the Reorder DND 4 0 1 2 3 4 5 6 7 8 9 X A B C Enter the DND Answer 5 0 1 2 3 4 5 6 7 8 X C Enter the Answer Forward to VM Ringing 6 0 1 2 3 4 5 6 7 8 9 x A B C Enter the Forward to VM Ringing Forward to VM Busy 7 0 1 2 3 4 5 6 7 8 S X A B C Enter the Forward to VM Busy Forward to Other Extension 8 0 1 2 3 4 5 6 7 8 X A B C Enter the Forward to Other Extension Confirmation 9 0 1 2 3 4 5 6 7 8 9 A B C Enter the Confirmation Disconnect 9 0 1 2 3 4 5 6 7 8 9 A B C Enter the Disconnect
84. The VPS will wait this amount of time for a second digit to be dialed If this timer expires the VPS assumes the caller wants the menu choice and not a call transfer This parameter is used only if Call Transfer Anytime is set to Ext or Mbx The factory setting is 1 second This setting specifies to what service the caller should be transferred after the custom service menu message has been played the number of times specified by the Menu Repeat Cycle setting There are six services that may be specified using this setting Transfer to Mailbox Transfer to Extension Operator Exit Previous Menu and Custom service These six services are described in the Keypad Assignment section on the next page The factory setting is d Exit O 1 26 Overview of VPS Functions 1 5 Custom Service Keypad Assignment The system administrator can assign any of the 12 services listed below to the 1 through 9 and keys on the tele phone keypad Callers are then able to access these services by pressing the corresponding keys on their telephones a Transfer to Mailbox Allows the caller to leave messages in a specific mailbox b Transfer to Extension Transfers the caller to a specific extension c Operator Connects the caller to the operator d Exit Plays a final guidance message and disconnects The message must be recorded by the Message Manager Previous Menu Allows the caller access to the previou
85. To receive a message press 1 To deliver a message press 2 For other features press 3 For help at any time press 0 ep c oO n 9 ase e lt 2 Press to use the Receiving Messages menu Review the number of messages and the mes sage information Review the message To repeat this message press 1 To play the next message press 2 To erase this message press 3 To reply press 4 To transfer this message press 7 For help press 0 Press to repeat the message Subscriber Receiving 1 7 D E 2 o a o 2 o a a E io Rewinding Messages 1 Go to the subscriber s main command menu Check the announcement of the number of messages To receive a message press 1 To deliver a message press 2 For other features press 3 For help at any time press 0 Press KB to use the Receiving Messages menu Review the number of messages and the mes sage information Review the messages While playing a message press to rewind 1 8 Subscriber Receiving Fast Forwarding Messages 1 Go to the subscriber s main command menu Check the announcement of the number of messages To receive a message press 1 To deliver a message press 2 For other features press 3 For help at any time press 0 ep c oO n 9
86. To repeat this message press 1 To reply press 2 To rewind press 5 To fast forward press 6 To end this call press gt This message is from Please call Company name is Extension number is To repeat press 1 To end this call press I ll deliver this message to To receive the message press 1 To hold this call press 2 Hello I have a message for mailbox Hello I have an urgent message for Hello I have an urgent message for mailbox If you wish to enter the voice mail service press 1 Otherwise press 2 To leave a message press 1 To enter another extension press 2 You have a call Manager s Guide Message Manager M 5 43 5 5 Modifying Voice Prompts Modifiable Prompts Reserved Menu Message of Custom Service 1 Menu Message of Custom Service 2 Menu Message of Custom Service 3 Menu Message of Custom Service 4 Menu Message of Custom Service 5 Menu Message of Custom Service 6 Menu Message of Custom Service 7 Menu Message of Custom Service 8 Menu Message of Custom Service 9 Menu Message of Custom Service 10 Menu Message of Custom Service 11 Menu Message of Custom Service 12 Message of Custom Service 13 Message of Custom Service 14 Message of Custom Service 15 Mes
87. You will hear the prompt The verification is deleted Subscriber s Guide U 3 51 Guide for Non Subscribers Chapter 1 Voice Mail Service This chapter tells you about Voice Mail Service one of the main features of the VPS With this feature you can leave a message in the VPS which will be delivered to your intended party Furthermore you can specify your message as a private one or as an urgent one Contents 1 1 What is a Voice Mail Service N 1 2 1 2 Calling the N 1 3 1 2 1 Calling the Voice Mail Service N 1 3 1 3 Recording a Message eeeeeee eene eren N 1 6 1 3 1 Recording in a Subscriber s coU N 1 7 1 3 2 Recording in the General Delivery N 1 8 1 3 3 Accepting a Message N 1 10 1 3 4 Reviewing a Message N 1 10 1 3 5 Pausing and Continuing Recording N 1 11 1 3 6 Adding a N 1 12 1 3 7 Making the Message Urgent N 1 13 1 3 8 Making the Message Private N 1 14 1 4 Receiving a Message from the VPS N 1 15 1 4 1 Receiving a Message N 1 15 1 4 2 Holding the C all N 1 15 1 4 3 Making the VPS Call Back Later N 1 16 1
88. b s 4 The VPS will announce the number of messages You will hear the prompt To receive a message press 1 To deliver a message press 2 For other features press 3 For help at any time press 0 5 Press 3 for Other Features You will hear the prompt To check mailbox distribution press 1 For automated attendant status press 2 For mailbox management press 3 o 6 Press 0 for the Help menu You will hear the prompt To check mailbox distribution press 1 For automated attendant status press 2 For mailbox management press 3 To set up message waiting notification press 4 For external message delivery press 5 To record guest messages press 6 For interview mailbox management press 7 7 Press 3 for Mailbox Management 3 You will hear the prompt Subscriber s Guide U 1 33 13 Recording a Message in a Guest Mailbox To customize your mailbox press 1 To change the mailbox parameters press 2 To set the group distribution lists press 5 For guest account management press 4 8 Press 4 for Guest Account Management 4 You will hear the prompt To set up a guest mailbox press 1 To delete a guest mailbox press 2 To list guest mailboxes press 3 ER 9 Press 1 to set up a guest mailbox You will hear the prompt No guest mailbox is assigned Guest mailbox is assigned Please enter
89. blanks and tone pulse switches This number can be used for both the timed message notification and the immediate message notification The digits to be displayed on the LCD of the beeper can also be specified in this number To set the telephone number to be called 1 Dial the extension number which is connected to the Voice Mail Service Voice Mail Service s ass Extension Number You will hear the prompt Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 2 Press then enter the Message Manager s mailbox Message Manager s d mailbox number 2 9 a You will hear the prompt Manager s Guide Message Manager M 5 69 5 9 Setting Message Waiting Notification Message Manager s password 3 LJ s e Please enter the password followed by a hash sign Enter the password Then press Now you are in the Message Manager s main command You will hear the prompt You have message s To transfer messages from the general delivery mailbox press 1 To change the company greetings mode press 2 For other features press 3 For help at any time press 0 Press 3 for Other Featu
90. cable The wiring and parameters are the same as those for a terminal If you set print time by using the PSET Utility Command various system usage reports can be printed via a printer connected to the EIA port Refer to 3 3 5 Utility Command The communication parameters of the unit have been set to the following values at the factory Baud Rate 9600 bps Word Bit Length 8 bits Parity None Stop Bit Length 1 bit Before connecting the cable make sure the power switch on both data terminals and the VPS is OFF RS 232C FIA Port Cable RS 232C EIA port is at SELV Name plate Insert the RS 232C cable into the VPS with the connector indicating the same direction Manager s Guide Configuration amp Installation M 2 17 2 2 3 Connecting a Data Terminal or a Printer to the VPS Printer Connection 1 Make cables so that the printer may be connected to the KX TVP150 as shown in the chart Cables must be shielded and the maximum length is 6 5 feet Connection Chart KX TVP150 RS 232C Printer RS 232C Circuit Signal Pin Pin Signal Circuit Type Name No No Name Type EIA EIA AA FG 1 1 FG AA BA TXD 2 3 RXD BB BB RXD 3 e 2 TXD BA CB CTS 3 UN CC DSR 6 20 DTR CD AB SG 7 q 7 SG AB EE 8 DSR DCD M 2 18 Configuration amp Installation Manager s Gu
91. can record a mes sage in the subscriber s System Manager s mailbox by specifying the mailbox or extension number If you do not specify the mailbox number your message will be recorded in the General Delivery Mailbox See Chapter 5 These are the keypad codes for operation End recording Pause and restart recording message 1 Review the message Accept the message Cancel and Re record the message Add the message Erase and Exit Note Notice that the same keypads have different meanings when you are at different steps U 3 2 Subscriber s Guide 3 1 Recording to Deliver a Message To record a message using the touchtone keys Voice Mail Service s Extension Number Your mailbox number Even if you or the outside caller are using a rotary tele phone and so cannot press any touch tone keys there is no need to worry The VPS has the General Delivery Mailbox available for those who cannot use the keypad operation When you are recording a message in this mailbox how ever you cannot use any other features On the other hand to record a message in the subscriber s mailbox or the System Manager s mailbox the mailbox number must be specified Dial an extension number which is connected to the Voice Mail Service You will hear the prompt Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number
92. for Other Features You will hear the prompt To check mailbox distribution press 1 For automated attendant status press 2 For mailbox management press 3 o 6 Press 0 for the Help menu You will hear the prompt To check mailbox distribution press 1 For automated attendant status press 2 For mailbox management press 3 To set up message waiting notification press 4 For external message delivery press 5 To record guest messages press 6 For interview mailbox management press 7 U 1 48 Subscriber s Guide 14 Recording a Message in an Interview Mailbox 7 Press 7 for Interview Mailbox Management You will hear the prompt To record the question press 1 To set the answer length press 2 To erase the question press 3 8 Press 3 to erase the question Question No 1 No question is recorded ar 9 Review question No 1 You will hear the prompt To erase this question press 1 Otherwise press 2 To skip back to the previous question press 3 To go directly to a question please press a hash sign now 10 Press 1 to erase the question You will hear the prompt The question is erased 11 Review the next question 12 Repeat steps 9 10 Subscriber s Guide U 1 49 14 Recording a Message in an Interview Mailbox 1 4 3 Setting Answer Length The subscriber can set the maximum length of ea
93. if you cannot reach the desired extension the Incomplete Calling features Call Holding Message Recording Alternate Extension and Personal Bulletin Board are made available What the Automated Attendant does for you Initial Service See 2 2 Incomplete Call Service See 2 3 N 2 2 Guide for Non Subscribers 2 2 Initial Service What the Initial Service does for you The VPS s main job as Automated Attendant is to transfer your call to the extension you want You can ask the Automated Attendant to call the intended person anytime the Automated Attendant is always on the job Call Transfer See 2 2 1 Department Dialing See 2 2 2 Listening to the Bulletin Board Message See 2 2 3 Call Holding See 2 3 1 Interview Service See Chapter 4 There are following three ways to reach the Automated Attendant Service 1 Service Access Commands Press and 8 T at any time 2 Automated Attendant Port Dial an extension number which is connected to the Automated Attendant Service 3 Custom Service At a Custom Service Top Menu press the key which is assigned to the Automated Attendant Service in advance When you reach the Automated Attendant Service you will initially hear the following Automated Attendant prompt Please enter the extension of the person for whom you wish to call To enter by name please press a hash sign and 1 For department dialing press star To lis
94. press 1 If your message is urgent press 2 Listen to a message from this party press 3 To call operator press 0 To enter another extension press Press then enter another extension number The VPS will dial another extension As Step 2 you can press instead of 0 the VPS returns you to the top menu of the Automated Attendant Service Guide for Non Subscribers N 2 17 2 5 Incomplete Call Service You will hear the prompt Please enter the extension of the person for whom you wish to call To enter by name please press a hash sign amd 1 For department dialing press star To listen to the bulletin board message press 1 followed by a hash sign N 2 18 Guide for Non Subscribers Chapter 3 Bulletin Board Service This chapter explains how you can listen to the VPS system s Bulletin Board messages Contents 3 1 Listening to the Bulletin Board Messages N 3 2 3 1 Listening to the Bulletin Board Messages There are following three ways to listen to the Bulletin Board Messages 1 Service Access Commands Press 4 and 2 B at any time 2 Bulletin Board Port Dial an extension number which is connected to the Bulletin Board Service 3 Custom Service At a Custom Service Top Menu press the key which is assigned to the Bulletin Board Service in advance By listening to the Bulletin Board Messages you can get useful infor
95. sion or an outside telephone number The subscriber may assign a password to any external mes sage delivery message Once a password is assigned the party receiving the call must enter it when prompted in or der to receive the message This function prevents unautho rized persons from hearing confidential messages If the subscriber wishes to use the password function it must be specified immediately following the destination telephone number The subscriber also has the option of making a voice re cording of the recipients s name for confirmation by the person receiving the call The recording of the recipients s name must be no longer than four seconds It is played by the VPS as part of the voice prompt played when the receiver first answers the telephone The subscriber may request this feature immediately after specifying the pass word After recording the name of the external message delivery message recipient the subscriber is prompted to enter the time and date for delivery Any date up to the 30 days message retention limit of the mailbox can be specified If no external delivery date and time is specified the message is sent immediately after recording Overview of VPS Functions 1 1 Voice Mail Service Automatic Retry On Busy Or No Answer Call Back Message Immediate Reply To External Message Delivery External Message Delivery Status Confirmation If the line is busy when the VPS attempts to c
96. the system counts the message retention period from the deliv ery date for the message The VPS allows the messages to be rescheduled if the message can not be delivered on the date set If no external delivery date and time are specified the message is sent immediately after recording O 4 12 Overview of VPS Functions 4 3 Sending Messages Automatic Retry On Busy Or No Answer Report On Undelivered External Delivery Messages Canceling Pending External Delivery Attempts Rescheduling Canceled External Delivery Attempts If the line is busy when the VPS attempts to call to deliver the external delivery message two call retries will be made at 5 minute intervals If the line is still busy after the second retry and the subscriber has turned the external delivery retry function on the VPS will try again one hour later with other two retries In the case of no answer the VPS will make a retry one hour later if the external message delivery retry function is enabled This process is repeated three times If the retry function is disabled the VPS will not make any retries The external delivery retry parameter can be set by the subscriber when specifying mailbox parameters After recording an external delivery message the sub scriber has the option of requesting a report of information on the current external delivery status from the VPS The report includes the delivery time and date and receiver s names for pend
97. to which messages can be sent and received to and from his or her mailbox All the facilities available to a VPS system subscriber E g message receiving confirming message receipt mailbox management Consists of the functions system setup mailbox setup and system diagnosis using a computer terminal O 5 8 Overview of VPS Functions 5 1 Glossary System Administrator System configuration System group distribution list System manager System parameters System reports System usage report Tone Top menu Touch tone telephone Urgent message Voice data Voice mail The person responsible for the VPS system administration This indicates the physical units of a computer system and how they relate to each other i e CPU card CO card DSP card Hard disk drive etc in the VPS A list of subscribers held in VPS for use by subscribers wishing to make group deliveries of messages Subscribers can also have their own personal group distribution lists The person in charge of coordinating the VPS system to ensure that it operates efficiently and effectively System statistics which are initially prerecorded at the fac tory and which determine for example system communica tion operators extension number etc A Statistical report available through keyboard operation to the System Administrator Gives statistical data on a variety of VPS usages e g disk usage port usage and mailbox us
98. word and the name of the guest Subscribers who own guest mailboxes can record messages for persons who know the guest mailbox password In this way voice mail messages can be delivered to non subscribers Subscribers who own guest mailboxes can receive a voiced summary of the delivery status of guest messages They then have the option of choosing whether any undelivered messages should be retained or erased Normally guest messages are automatically erased by the system as soon as they are listened to 4 1 4 Managing an Interview Mailbox Recording Questions Erasing Questions Subscribers authorized by the system manager can own an interview mailbox The subscriber records a series of ques tions which are played to callers accessing the mailbox The caller s replies are then recorded and stored as a mes sage in the mailbox The subscriber can record up to ten questions for his or her interview mailbox The maximum length of each question is the same as the maximum message length for the mail box The subscriber can erase questions from his or her inter view mailbox at any time 0 4 6 Overview of VPS Functions 4 1 Settings Setting Answer Duration Terminating An Interview Mailbox The subscriber can specify a maximum duration for answers The default is 4 seconds this can be changed to 8 16 or 32 seconds if desired The subscriber can ask the system manager or system administrator to terminate hi
99. 05 36 MN GA IM 0 0 0 Lcl Beep Extn 0 0 2 00 00 00 00 00 00 00 02 10 Del Exp 0 0 0 0 ED External derivery MN Message notification GA Guest account IM Interview mailbox GM Group message LD Long distance Lcl Local Exp Expired Specify the range or the mailbox number To get the information about mailboxes from No 200 to No 209 enter 20 or 200 209 and press RETURN key Press to return to the System Report Menu Manager s Guide M 3 91 System Administrator 3 4 Keyboard Operations 10 You can delete the Mailbox Usage Record by selecting 9 Mailbox Usage Statistics Clear VT100 compatible terminal Clear a mailbox usage report data Y N or Other RS 232C terminal ASCII Terminal Enter the Range Clear a mailbox usage report data Y N System Reports Mailbox Usage Statistics Clear Enter Y yes or N no If you enter Y the system will clear the data so please wait until Mailbox Usage Report Data Cleared appears Press V twice to return to the System Administration top Menu M 3 92 System Administrator Manager s Guide 3 4 Keyboard Operations 3 4 7 Utility Commands 1 Select 3 Utility Commands or Other RS 232C terminal ASCII Terminal Utility Command VT100 compatible You can directly use the following Utility commands After the prompt type the Command name followed by the RETURN key
100. 1 s extension for this purpose 3 2 7 Setting the Date and Time The message manager can set the system date and time from a touch tone telephone Overview of VPS Functions O 3 9 3 3 Bulletin Board Management Up to 100 bulletin board messages arranged in a tree structure can be recorded on the VPS These can be used to provide advertisements and useful information to callers Each message is assigned an individual bulletin board mes sage number Valid bulletin board message numbers con sist of the numerals 1 9 Callers accessing the Bulletin Board service can listen to messages by pressing buttons on their touch tone phones First the initial bulletin board message for level 0 TOP is played At this point if the caller presses say the 3 button the level 1 bulletin board message with the number 3 will be played Then if there are further mes sages at level 2 the caller can access them as well by pressing the appropriate buttons on the phone It is also possible to return to the previous level at any time by pressing the button 3 3 1 Bulletin Board Management Recording Bulletin Board Messages The bulletin board manager can record erase or modify bulletin Board messages at any time from his or her tele phone It should be noted that even while bulletin board messages are being modified callers accessing the Bulletin Board service are still able to listen to the unmodified messa
101. 11 Checking Mailbox Distribution 5 Select KB or e skk ok K K ok ok ok OK ok ok ok ok 2K 2K 2K ok ok K okcokcok oko K K K K 2K 2K 2K RE RRR RK Hint Step 4 You can press another key for another feature 1 KK ok ok ok ook ok RK ok ok ok ok ok okcokc ok ok oko KO OK OK KR OR OR KOK D o ep o 2 o 122 gt ep 2 12 Subscriber Sending Recording External Delivery Messages 1 Go to the subscriber s main command menu 2 Press L3 for Other Features 3 Press for the Help menu To check mailbox distribution press 1 For automated attendant status press 2 For mailbox management press 3 To set up message waiting notification press 4 For external message delivery press 5 To record guest messages press 6 For interview mailbox management press 7 Prompts in parentheses are available if a these functions are authorized 77 e 3 Press Kl for External Message Delivery F To record an external delivery message o press 1 check external message delivery status 5 press 2 4 Press KB to record an external delivery message You can enter any digits via a key pad Please enter the telephone number and wait a moment 5 inter the telephone number This telephone number is Subscriber Sending 2 13 o ep 2
102. 2 7 Press e to accept it If there are sub messages you cannot assign a mailbox You have to erase sub messages first wW o H 2 lt D D el D A skc kk ok okskcokc KK ok ok ok okc KK ok oko OK OK A OO OK KR OR OR OK Hint Step 1 In order to get to the Bulletin Message Editing menu see steps 1 6 in the operation at each level Step 2 You cannot assign an extension number if a mailbox number is already assigned Step 4 You can accept the number by pressing 2 EK SK SK SK SKK FK 2K SK SE CK K K K SK CK CK FK CK K K CE FK FK FK FK FK FK SR CK K FK FK E FK FK FK K K K 2K KG KG Bulletin Manager 2 19 o gt 25 24 Ending Bulletin Board Management 1 2 Go to the operation at level 0 Review the message To edit the bulletin message press To select a bulletin message for level 1 enter a number 1 through 9 Press to end bulletin manager service To exit and start bulletin board changes press 1 To exit and cancel bulletin board changes press 2 To return to bulletin board management press k Press to update the setting Start bulletin board changes 3K KK k 3k 3k 2k 2K 2K K ok ok ok ok ok ok ok K ok FK ok ok ok ok ok K oko FK ok ook ok ok K ok Hint Step 4 You can cancel bulletin board changes by pressing 2 You can return to operations a
103. 2 3 2 Message Management eee eee eene eee ene 3 5 3 3 Bulletin Board Management 3 1 System Management 1 2 3 From a touch tone telephone the System Manager can set most system parameters and request all types of statistical reports supported by the system He or she can create or delete mailboxes set mailbox parameters and change sub scriber authorizations in response to subscriber requests The System Manager s mailbox can be accessed by follow ing the steps below Call a VPS port assigned to the Voice Mail service Enter the System Manager s mailbox number after pressing the key Enter the password 3 1 1 Setting Mailbox Parameters 1 2 3 The System Manager is able to create or delete mailboxes reset the password of a specific mailbox and set several mailbox parameters When the System Manager creates a new mailbox the VPS asks him or her to speak the name of the mailbox owner to enter the first three or four letters of the owner s last name and to enter the owner s exten sion number MAILBOX DELETION MAILBOX PASSWORD DELETION MAILBOX CREATION 3 1 The SUBSCRIBER S VOICED NAME is spoken by the System Manager into the telephone receiver 3 2 EXTENSION OF SUBSCRIBER 3 3 SPECIAL FEATURE AUTHORIZATIONS Message Waiting Notification Authorization External Message Delivery Authorization Interview Mailbox Authorization Guest Account Author
104. 2 5 Starting the System Once all the connections are firmly connected the System Administrator may start the VPS Before starting turn the power switch to ON the system will start up in the following sequence Note The calls to the VPS can be processed after the Running Indicator LED lights 1 Turn the power switch of the VPS to ON The Power Indicator will go on The green running indicator will light once then turn off 2 SYSTEM TEST will be displayed the screen of the terminal COI DSPI No error CO2 DSP2 No error 3 The VPS will test the CPU card the hard disk drive the CO and the DSP cards SYSTEM SETUP will be displayed 4 Active ports and DSPs will be displayed on the screen ke Du Active DISKs 1 Active COs 12 Active DSPs 12 This will be changed according to the System s condition 5 If the system has completed the startup sequence success fully the running indicator lights The delay time will be changed according to the System s condition 6 ON LINE MODE will be displayed 7 System prompt gt will be displayed on the screen M 2 22 Configuration amp Installation Manager s Guide 2 2 5 Starting the System Note Note If there is any hardware failure on the CO card or the DSP card the system will identify the defective boards If there is no normal pair of ports and DSP the system cannot provide any service to the cal
105. 4 4 Immediate Reply sess N 1 16 1 5 Receiving a Message from the Guest MallbOX iie ete etse eee desi N 1 18 1 1 What is a Voice Mail Service When you call the VPS and reach the Voice Mail Service you will hear the following prompt after the Company greeting Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 The VPS s Voice Mail Service presents you with the feature of leaving your message to the intended person if the person has his or her own mailbox or even if not You can confirm your message and add to it if you are using a touch tone telephone Also you can specify your message as a private one i e only your intended person can hear your message and you can make your message an urgent one If you are assigned a guest mailbox by your intended person you can receive the message of the person by entering the mailbox number then the password provided by the person You can record your reply in the same mailbox This chapter explains to you the procedures for the following features Calling the VPS See 1 2 Recording a message See 1 3 Receiving a message delivered by the VPS See 1 4 Receiving a Message from the VPS Calling the VPS to receive a message in the guest mailbo
106. 7 You can delete all members by pressing 1 Step 8 You can keep the mailbox by pressing 2 kk k k ok k 2k 2K K ok ok ok ok ok ok ok K ok K ok ok 2K K 2K K K 3 22 Subscriber Sending Setting Up a Guest Mailbox 1 Go to the subscriber s main command menu Press L3 for Other Features To check mailbox distribution press 1 For automated attendant status press 2 For mailbox management press 3 Press 3 for Mailbox Management To customize your mailbox press 1 To change the mailbox parameters press 2 To set the group distribution lists press 3 For guest account management press Hj To set up a guest mailbox press 1 To delete a guest mailbox press 2 To list guest mailboxes press 3 Press B to set up a guest maitbox No guest mailbox is assigned OF Guest mailbox is are assigned Please enter the guest mailbox number 1 through 4 Enter the guest mailbox _number _HW Please say the guest s name at the tone To end recording press I C Q O D f C E Subscriber Sending 3 23 E i io a oO E io Setting Up a Guest Mailbox 7 Record the guest s name Please enter the 4 digit guest password 8 Enter the password
107. 8 Subscriber Sending Recording Personal Bulletin Messages 9 Review the next message The bulletin message is The bulletin message is not recorded To change this message press 1 Otherwise press 2 10 Press to record a message To record a new message press 1 To erase this message press 2 11 Press to record new message 12 Please state the bulletin message at the tone To end recording press 1 To pause and restart recording press 2 13 Review the message 14 Press 8 o accept the message Kok okok ok oko ok 9K K ok ok ok ck 28 ck ok ok ok K K SK 2K 2K FK 3K SE K K 3K 2K 2K E 2K FK FK SK K E E CR 2K FK FK E K CR K SK 2k SE OK OK Hint Step 3 You can skip hearing the Help menu Step 4 If you have recorded a bulletin menu you can go to Step 9 directly Step 10 You can review the next message by pressing 2 Step 11 You can erase the message by pressing 2 Step 12 You will return to Step 9 C io Q O D f C Subscriber Sending 3 9 E P a gt io Setting Personal Bulletin Board Status 1 Get to the subscriber s main command menu Press L3 for Other Features To check mailbox distribution press 1 For automated attendant status press 2 For mailbox m
108. Additional Message eere eren ene U 2 14 2 5 Scannins U NOE Qr Pk iH eo Ee UE PIRE TN U 2 15 2 6 Repeating Messages pR Ee Ru E bas FERRE KR SR PERS RRR EUER U 2 19 2 7 Changing Playback Speed A eee eere eee eerte eerte ee eese eene eaa sens U 2 22 2 8 Rewinding Fast Forwarding Messages eee eere eee eene eere ente neta U 2 23 29 Erasing Messages U 2 26 2 10 Skipping MESSAGES D U 2 29 D 0 4 Detailed Edition for Managers Subscribers amp Non Subscribes Contents Chapter 3 Sending Messages 3 1 Recording to Deliver a Message sscccsssssccssscsscsssssscccssssccccsssssecesoees U 3 2 3 LL Recordimmg a Message ios Gc de due eet U 3 2 3 1 2 Reviewing a Message A U 3 7 3 1 3 Canceling a MBSSHEE ios oe perde eii MEME ages eee deu ea ttis U 3 7 3 1 4 Adding Message RENT Ee Lee ien U 3 8 3 159 Recording a 0 3 8 3 1 6 Specifying an Urgent Message U 3 9 3 1 7 Setting Delivery Time and Date eee U 3 13 3 1 8 Specifying a Private Message U 3 18 3 2 Call U 3 19 3 3 External Message Delivery ccccicccissssisisca
109. Administration Top Menu 1 541 indicates that Press 1 in the System Administration Top Menu You will see the next menu Press 4 You will see the next menu Press 1 Now the menu described on the work sheet will appear on the screen Two types of screen VT100 compatible termi nal and ASCII terminal Enter the values according to the work sheets System Manager s Mailbox No 4 3 indicates that if you are System Manager Enter the System Manager s Mailbox number after access ing Voice Mail Service You will hear the VPS guidance Press You will hear the VPS guidance Press Now enter the values according to the work sheet Work Sheets 1 3 How to Use the Work Sheets System Administration Top Menu The following is the menu tree of the system administration 1 Program 1 Voice Mail 1 System Mailbox Parameter No of mailboxes Personal greeting length System Parameter message retention time System message length System mailbox capacity 2 External Message Delivery System external message delivery duration time Parameter Redialing mode Company s telephone No 3 System Group Assignment Enters amp Deletes mailbox No in the list Group listing 4 Mailbox Setting Enters mailbox Ext Message retention time Message length Mailbox capacity Class of service No Authorization message
110. Answer Coverage 3 Call Waiting 4 Disconnect Message No Answer Coverage Mode Caller Select 1 Caller Select 2 Leave Message 3 Disconnect Message 4 Next Operator Press to return to the Operator s Parameters Menu 7 Select 3 Operator 3 VT100 compatible Program Auto Attn Setting Operator s Parameters terminal Operator 3 Menu Operator s Extension Operator s Mailbox No Busy Coverage Mode No answer Coverage Mode Select Operator s Service is Enable or Manager s Guide System Administrator 3 65 3 4 Keyboard Operations ther RS 232C O f Program Auto Attn Setting Operator s Parameters terminal Operator 3 Menu ASCII Terminal Operator s Service is Enable Operator s Extension Operator s Mailbox No Busy Coverage Mode Hold 1 Hold 2 No Answer Coverage 3 Call Waiting 4 Disconnect Message No Answer Coverage Mode Caller Select 1 Caller Select 2 Leave Message 3 Disconnect Message Press V twice to return to the Auto Attn Setting Menu 8 Select 4 Call Hold Retrieval Settings The menu will appear VT100 compatible Program Auto Attn Setting Call Hold Retrieval Settings terminal Menu Call Retrieval Announcement Timing 1 30 ees Redialing Cancel Timing se 30 or Other RS 232C Program Auto Attn
111. Call Hold Retrieval Settings Call retrieval announcement timing Redialing cancel timing 5 Alternate Transfer Sequence Enter amp Delete Extension No in the list set Alternate Transfer Sequence Extension Group listing 4 Hardware 1 1 RS 232C Baud rate Word bit length Parity Stop bit length Settings i 2 Port Setting Port 1 Port 8 Flash time CPC signal Disconnect time Dialing mode 3 Silence Reduction Silence reduction level Silence recording time 4 PBX Interface Parameters 1 Dialing PBX Type Inband Integration Parameters Ext length No of digits to access the outside line No answer time Pause time Outgoing call set up sequence Operator transfer sequence Ext transfer sequence Reconnect sequence on a busy line Reconnect sequence on no answer Reconnect Sequence on Refuse Call Light on off Sequence for Message Waiting Lamp Call Waiting Sequence Release Sequence for Call Waiting 2 Inband Ringback Busy Reorder DND Signaling Answer Forward to VM Ringing Forward to VM Busy Forward to Other Extension Confirmation Disconnect 5 Custom Description Menu Repeat Cycle Call Transfer Anytime Wait for the Second Service Digit No DTMF Input Operation Keypad Assignment Settings M 3 36 System Administrator Manager s Guide 3 4 Keyboard Operations 2 System L 1 Mailbox Mailbox No Ext Owner s name COS No
112. Date and Time When the VPS restarts after voice mail operations have been interrupted whether because of power loss or the use of System Utilities you will want to set the present date and time The System Manager can set the present date and time on the VPS from his own telephone It is important to set the exact time since Message Waiting Notification External Message Delivery Redialing and Rescheduling of External Message Delivery or Automatic Message Deletion are scheduled according to this setting To go to the Clock Setting Menu 1 Dial an extension number which is connected to the Voice Voice Mail Service Mail Service Extension Number You will hear the prompt Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 2 Press then enter the System Manager s mailbox System Manager s mailbox number 9 You will hear the prompt Please enter the password followed by a hash sign Manager s Guide System Manager 4 49 4 5 Setting the Date and Time 3 Enter the password Then press System Manager s password 1 2 3 fe You will hear the prompt To receive a message press 1
113. Delivery Parameter Menu W 3 4 System Group List eere e eere ee eere eee een ee en aue W 3 5 Mailbox Setup Enter e eeeeeeeeeeeees W 3 6 Mailbox List svissnpsciassertsndssesenicstedeissessuieveitersesdesousvtenses W 3 7 Call Services Day Service Time W 3 8 Call Services Class of Service Setting W 3 9 Call Services Port Setting W 3 10 Call Services Outgoing Call Service Prompt W 3 11 Call Services Rotary Telephone Service W 3 12 Automated Attendant Setting W 3 13 Hardware Settings RS 232C W 3 16 Hardware Settings Port Setting W 3 17 Hardware Settings Silence Reduction W 3 18 Hardware Settings PBX Parameter W 3 19 System Initialize Menu ceres eere eee eee enue W 3 20 System Administrator Password Note Set the System Administrator s password by executing PASS from the Utility Commands W 3 2 System Administrator Work Sheets Mailbox Parameter Menu System Administration Top Menu gt 11 1 No of Mailboxes t 25 3 4 6 7 8 Personal Greeting Length sec 8 60 16 System Message Retention Time 1 7 5 day System Message Length
114. Guest number is for The password is To change this setting press 1 Otherwise press 2 9 Press to accept the setting 3k ok ok ok ok ok ok 3K 2 ok ok ok ok ok RR OK gt K Hint Step 9 You can change the setting by pressing 1 2 K SK SK SK SE 2 2K 2K SK SE SK K K FK SK 2K CK 2K CK K K SE FK FK FK FK FK CE K CK K FK FK E FK CK FK K K K 2K 2K 2 K 3 24 Subscriber Sending Deleting a Guest Mailbox 1 7 Go to the subscriber s main command menu Press L3 for Other Features Press 3 for Mailbox Management To customize your mailbox press 1 To change the mailbox parameters press 2 To set the group distribution lists press 3 For guest account management press 4 To set up a guest mailbox press 1 To delete a guest mailbox press 2 To list guest mailboxes press 3 eem Guest mailbox is are assigned Please enter the guest mailbox number 1 through 4 Enter the guest mailbox number This guest is To delete this guest mailbox press 1 Otherwise press 2 Press eB to detete the guestimaitbox Guest mailbox is deleted K Kk 3k 2k k 2k ak 2K ak 3K 3k 3K 2K 3K 2K 3K 2K 9K 3K F 3K 3K 3K 3K 3K 3K 2k K FK 3K 2K 3K 3K K K 2K K K OK 2K K 2K K K Hint Step 7 If the mailbox that you want to delete is being accessed
115. K CE E CR FK FK FK K KR CR FK FK FK E FK FK FK K K K 2K 2K KG Hint Step 3 You can skip hearing the Help menu Step 6 You can jump to the question by pressing first then the question number and 7 ok ok ok ok 2K 2k ok ok ok ok ok ok ok K ok K K ok 2K K C Q O D C E Subscriber Sending 3 37 E i io a oO io Recording Questions for the Interview Mailbox 1 Go to the subscriber s main command menu Press L3 for Other Features 3 Press O for the Help menu then press for Interview Mailbox Management To record the question press 1 To set the answer length press 2 To erase the question press 3 4 Press KB to record questions 5 Review the question Question No 1 No question is recorded or Recorded question message To change this question press 1 Otherwise press 2 To skip back to the previous question press 5 To go directly to a question please press a hash sign now 6 Press to record the question Please state the question at the tone To end recording press 1 To pause and restart recording press 2 3 38 Subscriber Sending Recording Questions for the Interview Mailbox 7 Press KB to end recording To review press 1 To accept press 2
116. K K K K K K K K Hint Step 3 You can enter by name by pressing 1 first Step 5 You can add the mailbox number by pressing 2 You can review the mailing list by pressing 3 You can cancel message transfer by pressing LELLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLI Subscriber Receiving 1 5 Message Transfer with Additional Message 1 6 c Same as Message Transfer E r 7 Press KB to record a comment 2 To add your comment before this message 9 press 1 add your comment after this message o press 2 8 Choose KB or e and press it Please state your comment at the tone To end recording press 1 To pause and restart recording press 2 9 Speak your comment and press KB to ena recording To review your comment press 1 To accept press 2 To record a new one press 3 10 Press e if the comment is acceptable LELELELILLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLIII Hint Step 9 You can press 2 to pause restart recording Step 10 You can press 3 to change your comment You can press 1 to review your comment 2K K 2K SK 2K SK 2k 3K SK FK FK FK FK 2K 2K FK CR 2k 2K FK 2K FK 2K FK 2k 2K FK FK FK 2K FK FK FK FK 2K CE 2K 3K 2K o 2K 2K 1 6 Subscriber Receiving Repeating Messages 1 Go to the subscriber s main command menu Check the announcement of the number of messages
117. L fe or Press and 1 then enter the initial three or four letters Hash sign and of the receiver s last name 3 or 4 letters 1 7 Le 4 The VPS will then present you with the names having the same initial letters U 2 12 Subscriber s Guide 2 Message Transfer You will hear the prompt The Mailbox This is for If this mailbox number is correct press 1 Otherwise press 2 To repeat this information press 3 To cancel message transfer press 12 If the intended recipient s name is among these press 1 to accept it You will hear the prompt To transfer press 1 To add mailbox number press 2 To review mailing list press 3 To cancel message transfer press 13 Press 1 to transfer the message To add your comment press 1 Otherwise press 2 14 Press 2 to transfer the message deliver this message to mailbox Subscriber s Guide U 2 13 2 4 Message Transfer with Additional Message To transfer the message with additional comment 1 13 pem 15 1 or 16 h 17 Before message transfer the receiver of the message can record an additional comment at the beginning or end of the message Same as Message Transfer Press 1 to record a comment You will hear the prompt Choose 1 or 2 and press it You will hear the prompt Please state your
118. M 4 4 JL Deleung a Mat DOK iue eed e tegere ee I ebd uut M 4 5 4 2 2 Deleting a Mailbox Password 5 ec o ere dites dais M 4 8 4 2 3 Creating a Mailbox 4 11 423 4 27 4 3 Setting a System Group Distribution List eere eee M 4 35 4 4 Setting System Parameters eere eee eee eee ee eee seen eee ene setae setae sens M 4 40 4 5 Setting the Date and Time cese creer ee eres ee eee seen eee een ee eas eene M 4 49 4 6 Checking System Usage eee e eee ee eee eee eee oe eee esee e see esee e ee ete sas sens M 4 54 4 7 Broadcasting Messages ciscisissiscsccanssscsndusssccscucssescccsedseensectecsosscacnesuestasasnsaes M 4 62 48 Remote Administration sssscccsesssenissosssesnssssisssvesscosnnsnesedsosvesseasesessenscoessenntenss M 4 65 4 9 Customizing the System Manager s Mailbox sccscccsssscssscsssscsseecees M 4 68 Chapter 5 Message Manager s Guide 5 1 What is a Message Manager eere eere esee eee ee eee seen estes setae eaae eto M 5 2 5 2 Managing the General Delivery Mailbox e eee eene eene M 5 4 5 2 1 Listening to the Messages 2 nee eds M 5 5 2 2 2 Delivering a Message cd e aient M 5 7 5 3 Company Greetings Operation ee eee ee
119. MBOX Extn Name COS Retn Capa Leng IM ED MN GA 111 11 SMIT 1 5 10 801 112 12 JOHN 10 x 113 13 LEWI 10 114 21 ANDE 10 115 22 BALD 10 116 23 FORS 10 117 31 WHIT 10 118 32 10 Note Retn Message retention time Capa Mailbox Capacity Leng Maximum message length IM Interview mail box ED External delivery MN Message notification GA Guest account PB Personal bulletin board X in the screen indicates that the feature marked with X is used Manager s Guide System Administrator 3 83 3 4 Keyboard Operations You can review all of the mailbox owner s assignments at a glance Press to return to the System Reports Menu 3 Select 2 System Service Report menu to check the function assignments of each port VT100 compatible terminal System Service Report 4 JAN 7 46 PM Disk Srv 1 X Port Srv Outcalling Daymode Srv Nightmode Srv 1 X V M CT amp CC V M CT amp CC X Custom 2 V M CT amp CC or M 3 84 System Administrator Manager s Guide 3 4 Keyboard Operations Other RS 232C System Reports System Service Report terminal System Service Report 4 JAN 7 46 PM ASCII Terminal Disk Srv 1 X Port Srv Outcalling Daymode Srv Nightmode Srv 1 X V M CT amp CC V M CT amp CC X Custom 2 V M CT amp CC Press V to return to the System Reports Menu Note Srv Service V M Voice Mail service CT Call Transfer CC Call
120. Mailboxes To change the name press 1 If no change press 2 To erase the name press 3 8 To record the name press 1 and speak the name at the 1 tone You will hear the prompt The owner s name is To change the name press 1 If no change press 2 To erase the name press 3 9 Then to accept the name press 2 Entering the owner s extension You will hear the prompt Current owner s extension is or No owner s extension is specified To change this setting press 1 Otherwise press 2 10 Press 1 to set the extension You will hear the prompt Please enter the owner s extension number followed by a hash sign M 4 16 System Manager Manager s Guide 4 2 Setting Up Mailboxes 11 Ext No 12 Setting mailbox authorizations 13 Message waiting notification 14 la 15 Enter the extension number Then press Then the VPS plays the prompt again Current owner s extension is To change this setting press 1 Otherwise press 2 To accept it press 2 You will hear the prompt Message waiting notification is enabled disabled To change this setting press 1 Otherwise press 2 To change the setting press 1 You will hear the prompt To enable message waiting notification press 1 To disable press 2 Select 1 or 2 Review the message waiting notification statu
121. Message retention time capacity Reports Assignments length authorization status 2 SystemSer Hard disk drive No Outcalling amp Daymode Nightmode services for each port viceReport 3 CallAccount Mailbox No Date amp time Call duration Destination telephone No Report 4 PortUsage Port No No of external delivery Message waiting notification No of incoming Report calls I 5 PortUsage Statistics Clear 6 DiskUsage Capacity of hard disk drive No of messages Report 7 Disk Usage Statistics Clear 8 Mailbox Mailbox No New Saved External delivery Guest messages Usage of authorized UsageReport features 9 Mailbox Usage Statistics r 3 UtilityCom ONLN OFLN PASS TIME PSET ELOG SAVE LOAD HELP VERS mand 4 System Mailbox No length First digit of ext System Manager s mailbox No Message Manager s mailbox No Reset Clear Bulletin Manager s mailbox No Manager s Guide System Administrator 3 37 3 4 Keyboard Operations Note Note Note Screens may differ depending on the data terminal you use With VT100 compatible terminals you can select options by moving the cursor line to the desired option Then press RETURN You may select the option directly by pressing the corresponding numeric key With other RS 232C terminals you can select the option by typing the co
122. Optional Battery Adaptor port is at SELV Manager s Guide Configuration amp Installation 2 3 2 What is a System Configuration The Name of Parts Back up Battery Reset Button Metal Board Note EIA Connector RS 232C AC Power Jack DC Jack for Optional Battery Adaptor Power Switch Power Indicator Running Indicator Alarm Indicator During power failure clock and parameter setting memory is protected from loss by the back up batteries included Pressing the Reset Button reboots the system beginning with the self test However set parameters and data are not deleted To protect the printed circuit board from static electricity first discharge any body static by touching the metal board Connecting a data terminal to the VPS unit via EIA connector allows the System Administrater to set the system parameters of the VPS A serial printer can be connected to this port to print the reports Connect the Power Cable to an AC outlet dedicated to the VPS unit Connect the optional Battery Adaptor to this jack Pressing the Power Switch starts the system beginning with the self test When making any connections or removing the cover be sure the Power Switch is turned off When the Power Switch is turned on this indicator lights When the Running Indicator lights green the VPS performs the services The Alarm Indicator indicates errors of the system or when errors occurred during the VPS services
123. Outgoing Outgoing Call Service 9 pL p Call Service DEVI p E p alee Incoming Incoming Call Service E E E D D D D D Call Service D D E E E E D D D Disable D Disable E Enable E Enable Overview of VPS Functions O 2 13 2 2 System Administration Assigning Call Services To Ports See Administrator s Work Sheets Call Services The system administrator can assign any one of the five incoming call services Voice Mail Automated Attendant Bulletin Board Interview service and Custom service to each port In addition settings for outgoing service authori zation company greeting mode and company greeting as signments can also be made separately for each port An INCOMING CALL SERVICE can be assigned to any VPS port There are five such services available Voice Mail Automated Attendant Bulletin Board Interview Service and Custom Service If the Voice Mail service is assigned to a particular port it can also be authorized for call transfer allowing callers to leave messages in more than one mailbox Once the Voice Mail service has been assigned to a port a variety of functions become available Non subscribers with no mailboxes of their own can leave messages in subscriber s mailboxes or in the general delivery mailbox They can even receive messages if a subscriber sets up a guest mailbox for them Subscribers assigned mailboxes cannot only listen to and send messages they are also able to s
124. Play the Next Message Replay the Previous Message While listening to a message the subscriber can have the message repeated again from the beginning While listening to messages the subscriber can switch to a faster playback speed to save time The normal playback speed can be restored at any time While listening to a message the subscriber can skip four seconds ahead or back While listening to a message the subscriber can skip over the remainder and move ahead to the next message O 4 10 Overview of VPS Functions 4 3 Sending Messages 4 3 1 Recording Messages Recording Messages Reviewing Messages Canceling Messages Appending Additions To Messages Pausing During Recording Private Messages Specifying A Message Delivery Date And Time Urgent Messages In order to leave a message in a subscriber s mailbox it is necessary to specify the mailbox number Once this is done the caller simply speaks the message into the tele phone when cued with a beep by the VPS and presses the 1 button when finished A number of operations are pos sible while recording A message can be discarded at any time before completion by pressing the button After a message has been recorded it can be replayed in order to determine whether or not to retain it or whether to append additional messages etc Messages can be canceled at any time but before comple tion by pressing the appropriate button Subs
125. Press gt then enter your mailbox number You will hear the prompt Please enter the password followed by a hash sign Enter the password Subscriber s Guide U 3 35 3 4 Group Delivery 4 The VPS will announce the number of messages You will hear the prompt To receive a message press 1 To deliver a message press 2 For other features press 3 For help at any time press 0 5 Press 2 for Message Delivery You will hear the prompt Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 Mailbox Number or 6 Enter the mailbox number of your intended recipient or Recipient Name the first three or four letters of the recipient s surname 1 1 You will hear the prompt Mailbox This is for If this mailbox number is correct press 1 Otherwise press 2 To repeat mailbox information press 3 To cancel message delivery press 7 Press 1 to accept the number You will hear the prompt To record a message press 1 To add mailbox number press 2 To review mailing list press 3 To cancel message transfer press U 3 36 Subscriber s Guide 3 4 Group Delivery 8 10 h 12 h 13 Press 2 to add the next mailbox number You will hear the prompt Please enter the mailbox number of the person for whom you w
126. Reply 5 Press 4 to reply this message 4 You will hear the prompt I ll deliver this message to Guide for Non subscribers N 1 19 15 Receiving a Message from the Guest Mailbox You will hear the prompt Please leave me a message at the tone To end recording hang up or press 1 for more features To pause and restart recording press 2 6 Record your message at the tone 1 7 Press 1 to end recording The VPS will replay the message and present the prompt To review press 1 To accept press 2 To record a new one press 3 To add press 4 To erase and exit press 8 Press 2 to accept the message You will hear the prompt Your recording has been accepted Note Once you received the message and exit you cannot listen to it again because the VPS erases automatically the received messages in the guest mailbox N 1 20 Guide for Non subscribers 15 Receiving a Message from the Guest Mailbox Reviewing Messages When you press 0 while receiving a message in Step 4 you will hear the following prompt for more features To repeat this message press 1 To replay the previous message press 1 twice To play the next message press 2 To reply press 4 To rewind press 5 To fast forward press 6 To end this call press 1 Press 2 to review the next messages 2 Note If there are no more messages when pressing 2 the
127. Seay ae ea MSS eal ke eer renee M 3 12 Light on sequence for Message Waiting Sara et 0 3 11 Mailbox W 3 7 W 4 2 3 23 3 47 Mailbox Owner s Name 4 24 Mailbox Parameter We 3 3 ediciones M 3 21 Mailbox Password W 3 2 W 4 6 W 5 8 W 6 3 M 3 23 M 4 8 Mailbox Setup Delete r aE M 3 26 M 4 5 Setup 3 23 4 11 Mailbox Setup Password sss M 3 26 M 4 8 Message eeepc iod ate i TRE MOST dtr M 5 1 Message Manager s Password Weg M 5 49 Message Retention Time Wea acceda ce ips M 3 21 M 4 25 Message Waiting eae io dU NEU a eer eal M 3 11 Modifying Voice Men aide M 5 36 O Operator s Extension os usto WEE asnon M 5 52 Opetator s Parameters o d cdd rdi aan 3 14 M 3 19 M 3 63 Password for Bulletin Manager W623 sioe ndis M 6 28 Password for Message Manager 5 49 Password for System Administrator Weed us ee iaces M 3 3 Password for System Manager W d 6 oes M 4 68 PBX Parameter
128. Setting System Parameters Accessing the System Parameter Setting Menu Voice Mail Services Extension Number System Manager s mailbox number 9 System Manager s password 1 2 3 fe External Message Delivery Announce Interval The interval in which the VPS replays a message when put on hold The prompt To retrieve the call press 2 is repeated at this interval until hold is canceled The interval can be set from 1 to 30 seconds Dial an extension number which is connected to the Voice Mail Service You will hear the prompt Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 Press then enter the System Manager s mailbox number You will hear the prompt Please enter the password followed by a hash sign Enter the password You will hear the prompt M 4 42 System Manager Manager s Guide 4 4 Setting System Parameters To receive a message press 1 To deliver a message press 2 For a system report press 3 For other features press 4 For help at any time press 0 A 4 Press 4 for the Mailbox Parameter Menu You will hear the prompt check mailb
129. System external message delivery duration time Parameter Redialing mode Company s telephone No System Group Assignment Enter amp Delete mailbox No in the list Group listing Mailbox Setting _____ _ Enters mailbox Ext Message retention time Message length Mailbox capacity Class of service No Authorization message notification external message delivery guest account interview mailbox personal bulletin message Owner s spelling Deletes mailbox Password reset Mailbox listing Day Service Day service start amp end time Mon Sun Class of Service COS 1 COS 8 Port No Outgoing call Incoming call Port Setting Port 1 Port 8 Outgoing call service Daymode Nightmode incoming call service company greeting mode Daymode Nightmode greeting No Incoming call service prompt Delayed Answer Time Outgoing Call Service Prompt Rotary Telephone Service Rotary Telephone Call Coverage Day mode Night mode Manager s Guide System Administrator 3 35 3 4 Keyboard Operations 3 Auto Attn 1 Department Dialing Department dialing No Setting 2 Call Queuing Announcement Mode 3 Operator s Parameters Operator 1 Operator Service Operator s Operator 3 Extension Operator s Mailbox No Operator No answer Time Busy Coverage Mode No answer Coverage Mode Message Repeat Cycle 4
130. The VPS can maintain information on up to 80 outgoing calling sequences for the Call Account The outgoing calling information includes the mailbox number which has executed outgoing calls the telephone number call date and duration time This information can be displayed on the terminal connected to the RS 232C port at any time by the Call Account display command according to the System Administrator s request Note that when the number of outgoing calling sequences approaches 80 this information is automatically output to the terminal Manager s Guide System Administrator 3 27 3 3 4 System Usage Reports 3 3 4 4 Port Usage Report The Port Usage Report command provides information about port usage and allows the System Administrator to measure traffic on the system and ports It includes the accumulated duration times of incoming and outgoing calling services and the total connect time for each port 3 3 4 5 Port Usage Statistics Clear The Port Usage Report can erase all values and be prepared for use again 3 3 4 6 Disk Usage Report The Disk Usage Report command indicates the amount of disk storage in use and available in minutes It also provides the following four statistics 1 Accumulated number of messages which were recorded by the caller after last clearing the Disk Usage 2 Accumulated number of messages transferred by the subscriber 3 Accumulated number of messages deleted by the sub scriber
131. To accept press 2 To record a new one press 3 To erase and exit press gt Press 2 to accept Subscriber s Guide U 1 67 15 Setting the Automated Attendant Parameters 12 Review the next message The bulletin message is The bulletin message is not recorded To change this message press 1 Otherwise press 2 13 Press 1 to record a message To record a new message press 1 To erase this message press 2 E 14 Press 1 to record a new message You will hear the prompt Please state the bulletin message at the tone To end recording press 1 To pause and restart recording press 2 15 Speak your message at the tone 1 16 Press 1 to end recording and review the message You will hear the prompt To record a new message press 1 To accept message press 2 To review this message press 3 To erase and exit press X 17 Press 2 to accept the message 2 18 Review the next message 19 Repeat steps 12 17 U 1 68 Subscriber s Guide 15 Setting the Automated Attendant Parameters 1 5 5 Enabling and Disabling the Personal Bulletin Board Subscribers authorized to maintain a personal bulletin board can choose whether or not callers to their extensions transferred to the incomplete call service shall have access to their personal bulletin boards To set the bulletin board message status 1 Dial an extens
132. To check mailbox distribution press 1 For automated attendant status press 2 For mailbox management press 3 6 Press 0 for the Help menu o You will hear the prompt To check mailbox distribution press 1 For automated attendant status press 2 For mailbox management press 3 To set up message waiting notification press 4 For external message delivery press 5 To record guest messages press 6 For interview mailbox management press 7 7 Press 5 for External Message Delivery 5 U 3 22 Subscriber s Guide 3 3 External Message Delivery You will hear the prompt To record an external delivery message press 1 To check external message delivery status press 2 8 Press 1 to record an delivery message 1 You will hear the prompt You can enter any digits via key pad Please enter the telephone number and wait a moment 9 Enter the telephone number You will hear the prompt This telephone number is change the telephone number press 1 accept press 2 review press 3 add more digits to the telephone number press 4 insert a pause press 5 set dial mode press 6 insert a wait for dial tone press 7 10 Press 2 to accept the number You will hear the prompt Please enter the 4 digits password If you do not need a password press Password Enter the password LJ b GJ hi Subscriber s G
133. You will hear the prompt To enable external message delivery press 1 To disable press 2 Select 1 or 2 See 4 2 3 step 17 19 for a detailed description Manager s Guide System Manager M 4 29 4 3 Setting Up Mailboxes La Note 12 aen Note 13 Note You will hear the prompt Guest account is To enable guest account press 1 To disable press 2 Select 1 or 2 See 4 2 3 Step 20 21 for a detailed description You will hear the prompt Interview mailbox is To enable interview mailbox press 1 To disable press 2 Select 1 or 2 Should you wish to change the current interview mailbox number press 1 and follow the instructions in section 4 2 3 Step 26 28 You will hear the prompt Personal bulletin message is To enable personal bulletin board press 1 To disable press 2 Select 1 or 2 Should you wish to change the personal bulletin number press 1 and follow the instructions in section 4 2 3 Step 31 33 M 4 30 System Manager Manager s Guide 4 3 Setting Up Mailboxes 14 Note 15 Note 16 You will hear the prompt Current class of service number is To change this setting press 1 Otherwise press 2 To accept this press 2 Should you wish to change the class of service number press 1 and follow the instructions in section 4 2 3 Step 34
134. a hash sign Enter the number of messages and press Review the setting and press 2 to accept M 4 26 System Manager Manager s Guide 42 Setting Up Mailboxes 4 2 4 Editing a Mailbox In response to a subscriber request you can set the following mailbox parameters at any time from your telephone Mailbox Parameters Message retention time Maximum length of messages Mailbox capacity To edit a mailbox 1 Dial an extension number which is connected to the Voice Voice Mail Service s Mail Service Extension Number You will hear the prompt Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 2 Enter the system manager s mailbox number after pressing System Manager s mailbox number 9 You will hear the prompt Please enter the password followed by a hash sign Manager s Guide System Manager M 4 27 4 23 Setting Up Mailboxes 3 Enter the password System Manager s password 1 2 3 fe You will hear the prompt To receive a message press 1 To deliver a message press 2 For a system report press 3 For other features press 4 For help
135. addition to subscribers to the system other persons who will be using it should also be informed of the above The above operation works except in the following cases when messages are being received e when is necessary to enter the specified parameters such as date time or mailbox number Kok okok ok oko ok 2K ak ok 3k 3K 2k 3K 2K 3K 3K 9k 3K 2 3K 3K 3K 3K 3K 3K 2k K FK 3K 2K K 3K K K K K FK K K K 2K K K Bulletin Manager Chapter 1 Operation and Setup for Message Manager This chapter explains operations and setup using the touch tone telephone for the Message Manager Contents Accessing the Message Manager s MailboX 1 2 Transferring Messages from the General Delivery Mailbox 1 3 Changing the Company Greetings Mode 1 6 Setting Automatic Mode 1 7 Recording Company Greetings 1 9 Company Greeting Assignment 1 11 Recording the Department Dialing Menu 1 13 Programming the Department Dialing 1 15 Resetting the Department Dialing 1 17 Department Dialing Report 1 19 Modifying Voice Prompts 1 21 Recording the Company Name 1 30 Customizing Your Mailbox 1 32 Setting the Time and Date 1 34 Setting up Message Waiting Notification 1 36 lt D lt D 2 D
136. and Time 9 Note o 11 Month Ly bU i 12 Day LU 4 it Press 2 to accept it You will hear the prompt The current date is To change the date press 1 Otherwise press 2 Press 1 to change the current setting You will hear the prompt Please enter the month followed by a hash sign You can press 0 for help here Then you will hear the prompt For example to enter January press one and hash sign Please enter the month followed by a hash sign Enter the month and press You will hear the prompt Please enter the day followed by a hash sign Enter the day and press f Then you will hear the prompt Please enter the last two digits of the year followed by a hash sign M 4 52 System Manager Manager s Guide 4 5 Setting the Date and Time 13 Year e La s Note Enter the last two digits of the year and press Then you will hear the prompt The current date is Nov 14 1994 To change the date press 1 Otherwise press 2 Press 2 to accept the date Next you will proceed to the System Manager s Command Menu Remember you can press at any time to exit this menu Manager s Guide System Manager M 4 53 4 6 Checking System Usage The VPS directs the statistical report output of the system usage to the terminal or printer via the RS 232C interface You can reque
137. announces the name of the sender and the date and time recorded Owners of interview mailboxes can listen to the replies to their prerecorded questions in the same way The string of replies is recorded as a single message which when played back is preceded by an announcement from the VPS that the message is from the interview mailbox If a message is from another subscriber it is possible to reply immediately without specifying the destination mail box or extension number This information is provided automatically by the VPS It is possible to review re record erase and add a message to this reply After listening to them subscribers can transfer messages to other mailboxes Up to 40 mailboxes can be specified as destinations and group delivery lists may be used Note however that confidential messages may not be transferred to other mailboxes The recipient of a message can append additional com ments at the beginning or end of a message before trans ferring it to another mailbox It is possible to review re record and accept this comment Subscribers can review the messages in their mailboxes quickly by selecting the message scan function Only the first four seconds of each message is played together with a voiced announcement of the caller s name and the date and time recorded Overview of VPS Functions 0 4 9 4 2 Receiving Messages Message Repeat Variable Playback Speed Fast Forward Rewind
138. are played by the VPS to non subscribers when they first access the Voice Mail service use the Automated Attendant etc They are recorded by and can be modified by the message manager If any of the prompts are changed the new versions can be backed up to a data terminal via the RS 232C port and restored if necessary later O 3 8 Overview of VPS Functions 3 2 Message Management 3 2 5 Recording the Company Name The message manager can record the company name that is played to the caller as part of the external delivery service If the party called by the VPS is not the intended recipient of an external delivery message or if he or she has forgotten the password required to receive the message the VPS provides a call back message which includes the caller s company name 3 2 06 Customizing the Message Manager s Mailbox Message Manager s Password Setting The Number For Calls To The Operator The message manager can set a personal password and can also specify a number for calls to the operator In order to ensure the security of the general delivery mail box the company greeting messages and the system voice prompts the message manager can set a personal password at any time by telephone Users wishing to be connected to the operator are trans ferred by the Automated Attendant to the extension or mailbox number specified by the message manager for that purpose The message manager can specify the operator
139. are using a rotary telephone please wait a moment To call the operator press 0 Your mailbox 2 Press gt then enter your mailbox number number You will hear the prompt Please enter the password followed by a hash sign Your password Enter the password 3 b 5 6 4 The VPS will announce the number of messages You will hear the prompt To receive a message press 1 To deliver a message press 2 For other features press 3 For help at any time press 0 5 Press 3 for Other Features You will hear the prompt To check mailbox distribution press 1 For automated attendant status press 2 For mailbox management press 3 U 1 22 Subscriber s Guide 12 Setting Message Waiting Notification o 6 Press 0 for the Help menu You will hear the prompt To check mailbox distribution press 1 For automated attendant status press 2 For mailbox management press 3 To set up message waiting notification press 4 For external message delivery press 5 To record guest messages press 6 For interview mailbox management press 7 7 Press 4 to set Message Waiting Notification You will hear the prompt To notify with a message waiting lamp press 1 Otherwise press 2 8 Press 2 for the sub menu You will hear the prompt To set timed message notification press 1 To set immediate message notification
140. ase e lt 2 3 Press KB to use the Receiving Messages menu 4 Review the number of messages and the mes sage information 5 Review the messages 6 While playing a message press 3 fast forwarding Subscriber Receiving 1 9 Erasing Messages 1 Go to the subscriber s main command menu Check the announcement of the number of messages To receive a message press 1 To deliver a message press 2 For other features press 3 For help at any time press 0 D E 2 o a o 2 o a a E io 3 Press KB to use the Receiving Messages menu 4 Review the number of messages and the mes sage information 5 Review the message To repeat this message press 1 To play the next message press 2 To erase this message press 3 To reply press 4 To transfer this message press 7 For help press 0 6 Press for erasing messages All messages are erased or The message is erased 1 10 Subscriber Receiving Replaying Previous Messages 1 Go to the subscriber s main command menu Check the announcement of the number of messages To receive a message press 1 To deliver a message press 2 For other features press 3 For help at any time press 0 ep c oO n 9 ase e lt 2
141. assign an extension press 1 Otherwise press 2 Press 2 to proceed to the next step Press 1 to assign an extension See 6 3 2 Assigning Extension Numbers to the Bulletin Board If you assign an extension you cannot go to the next level You will hear the prompt To assign a mailbox press 1 Otherwise press 2 Press 2 to proceed to the next step Press 1 to assign a mailbox See 6 3 3 Assigning Mailboxes to the Bulletin Board If you assign a mailbox you cannot go to the next level Review the message This is the new bulletin message To edit the bulletin message press To select a bulletin message for level 1 enter a number 1 through 9 Manager s Guide Bulletin Manager 6 7 6 2 Creating a Bulletin Board Message 10 Note Level 1 Voice Mail Service s Extension Number Select the feature you want You can end Bulletin Manager service by pressing x You can select a bulletin messages for levels 2 3 or 4 by entering the first 2 digits 3 digits or 4 digits respectively Message 1 Example Here is product information About PBX press 1 About Telephone press 2 To get back to the top menu press You are once again presented with a set of choices Let us assume that you want to know more about the Panasonic PBX unit you wish to access you must press 1 Dial an extension number which is connected to the Voice Ma
142. assign the password Please enter the password followed by a hash sign 4 Enter the password and press The password you just entered is To change this setting press 1 Otherwise press 2 5 Press to accept the password wW o z D m D Q D A FK K 2 ok ck ck ck oko ok K ck ck oko 2K FK FK K oko e oe 2K 2 ck FK FK K K FK FK FK o 2s K K K OK K e OK OK OK Hint Step 4 You can delete the password by pressing only 3k ok ok ok ok ok ok 3K F K 3K K K 2K K 2K OK gt K Bulletin Manager 2 3 o gt amp 24 Creating Bulletin Board Messages Level 0 1 Go to the Bulletin Manager s main command menu For bulletin board management press 1 To review the current bulletin board service press 2 To customize your mailbox press 3 2 Press to create a bulletin board message Level 0 This is the top menu There is no bulletin message recorded or destination assigned To record a message press 1 Otherwise press 2 Press to record a message Record a message See Recording Messages To review press 1 To accept press 2 To record a new one press 3 To add press 4 To erase and exit press 5 Press to accept the message To assign an extension press 1 Otherwise press 2
143. at any time press 0 4 To go to the Parameter Setting Menu press 4 You will hear the prompt check mailbox distribution press 1 set up a mailbox press 2 set the system group distribution list press 3 set system parameters press 4 set the clock press 5 customize your mailbox press 6 5 To go to the Mailbox Set Up Menu press 2 You will hear the prompt To assign and edit the mailbox press 1 To delete the mailbox press 2 To reset the mailbox password press 3 6 To go to the Mailbox Parameter Menu for editing a mailbox 1 press 1 M 4 28 System Manager Manager s Guide 4 23 Setting Up Mailboxes 7 Mailbox number 2 bU fe 8 Note ara Note 10 amaA Note You will hear the prompt Please enter the mailbox number to be assigned followed by a hash sign Enter the mailbox number You will hear the prompt The owner s name is To change the name press 1 If no change press 2 To erase the name press 3 To accept this press 2 Should you wish to change the current owner s extension press 1 and follow the instructions in 4 2 3 Step 10 Entering the owner s extension You will hear the prompt Message waiting notification is To enable message waiting notification press 1 To disable press 2 Select 1 or 2 See 4 2 3 step 13 15 for a detailed description
144. be sent simultaneously to all of the specified destinations System Group Distribution List The VPS allows the system manager to specify up to 100 system group distribution lists for use by subscribers Up to 40 mailbox numbers can be assigned to each distribution list The sender simply specifies the desired list as the des tination and message is delivered to all addresses on the list Personal Group Distribution List The subscriber may also maintain a personal group distri bution list which functions like the system group distribu tion lists described above Subscribers can have up to 8 personal group distribution lists and can add or delete members at any time A subscriber is allowed to have a total of up to 100 members in all of the personal group distribution lists 1 1 2 4 Guest Accounts Establishing Guest Accounts Subscribers authorized to do so by the system manager can create their own guest mailboxes and assign guest pass words to them The maximum number of guest mailboxes per subscriber is four Deleting Guest Accounts The subscriber can delete a guest mailbox at any time In order to change the number of a guest mailbox the guest account must first be deleted and then re established with the new number Overview of VPS Functions O 1 13 1 1 Voice Mail Service Reviewing Guest Account Parameters Recording Messages To Guests Guest Message Status Report Listening To Guest Messages Immediate R
145. cable to the VPS See 2 2 4 Start the system See 2 2 5 Initialize the system See 3 2 Set the RS 232C parameters See 3 3 1 1 Generate the clock See 3 2 Set the PBX parameter to connect the VPS See 3 3 1 4 Manager s Guide Configuration amp Installation 2 9 2 2 1 Where can the VPS be installed Installation Precautions Wiring Precautions AU me The VPS can be installed the floor or on the wall Please read the following notes concerning installations and connections before installing the VPS Avoid installing the VPS system in the following places Doing so may result in malfunction noise or discolora tion In direct sunlight and hot cold or humid places Areas where there are thermal springs etc where sulfuric gases may damage the equipment or contacts Places in which shocks or vibrations are frequent or strong Dusty places or places where water or oil may come into contact with the unit Near high frequency generating devices such as sewing machines or electric welders On or near computers telexes or other office equipment as well as microwave ovens or air conditioners It is preferable not to be installed in the same room with the above equipment Install at least 6 feet from televisions Do not obstruct the area around the PBX and the VPS system Be especially careful to allow space for cooling above and at the sides of both systems for maintenance and
146. calls Personal group distribution list Guest mailbox management The subscriber can record a personal greeting message to be played for callers who access his or her mailbox This is true both for callers who access the mailbox directly and for callers who are transferred to the mailbox by the Auto mated Attendant because the subscriber s extension was busy or there was no answer The subscriber has the option of setting a password for his or her mailbox to prevent other users from accessing fea tures other than message recording Once this has been done anyone accessing the mailbox will be prompted by the VPS to supply the password Users unable to input the correct password are blocked from using mailbox services The user can change his or her password at any time If he or she should forget the password the system manager can be requested to delete it Subscribers can make a voice recording of their own names and can rerecord the name later if necessary The record ing of the name is played by the VPS in place of the mail box number when messages are set or transferred allowing callers to confirm the owner of the mailbox 0 4 2 Overview of VPS Functions 4 1 Settings Message Retrieval Order External Delivery Call Duration Call Retries If The Line Is Busy Or There Is No Answer Subscribers can choose the order in which messages recorded in their mailboxes are to be retrieved Messages can be played ba
147. can skip hearing the Help menu Step 6 You can press another key for another feature Step 12 You can press 0 for the Help menu You can change the setting by pressing 1 You can review the external message delivery by pressing 3 40 c 5 D 40 D gt E D gt co sk ck K k ECC ok 2K K ok ok ok CCT ok K ok ok ok ok ok ok ok K oko FK ok ook ok ok K ok Subscriber Sending 2 15 D o Yn o 2 o op Checking External Message Delivery Status 1 Go to the subscriber s main command menu Press L3 for Other Features 3 Press O for the Help menu then press a for External Message Delivery To record an external delivery message press 1 To check external message delivery status press 2 4 Press to check external message delivery status This external message delivery is was scheduled to call on or I was unable to reach or The external delivery message for has been erased because message retention time has expired or Your message is now being delivered to If you wish to reschedule press 1 Otherwise press 2 2 16 Subscriber Sending Checking External Message Delivery Status 5 Press 0 for the Help menu If you wish to reschedule press 1 To check the next
148. during voice service APPLICATION ERROR CPU CO CPU card CO card FIFO communication error APPLICATION ERROR CPU DSP CPU card DSP card FIFO communication error APPLICATION ERROR DSP DSP voice processing error APPLICATION ERROR SOFT Software data error APPLICATION ERROR MEM GET Software memory acquisition error APPLICATION ERROR DISK ERRx Disk access error HDD media error HDD hardware error HDD unit not active Not used Voice data read error voice sector number Voice data read error voice frame number Note number 1 8 FIFO First In First Out M 3 100 System Administrator Manager s Guide 3 4 Keyboard Operations 3 4 7 8 SAVE 1 Type SAVE then press RETURN The menu will appear SAVE VPS Data Save VPS PC Xmodem 1 Program Parameters System Prompts Bulletin Messages 2 3 4 User Prompts 5 Select No 2 Select item to be backed up then press RETURN The menu will appear To start press RETURN 3 Press RETURN The menu will appear 4 Set the data terminal to the receiving Answer mode Xmodem Then specify the back up file name The specified data will be transmitted to the data terminal Note The data terminal used must be equipped with the commu nications software that supports the Xmodem file transfer protocol Note You can cancel this command by pressing V before enter ing th
149. eerie Ge elena W 3 19 neni M 3 9 POTS SUAS ostentat ne n Mutin W 3 10 W 3 17 M 3 7 Power Indicator esscemqesun wu Renew Dat te Dp M 2 4 W 2 4 Work Sheets Index R 5 Remote Administration 5 232 uu EA Running Indicator eese Specification S voie toco tette pere osett System System System Distribution List Add System Distribution List Delete System System Group Distribution List System System Manager Syst m Utility Command V Voice Mail Service Voice Prompt Ref Page in Work Sheets Ref Page in Detailed Edition M 3 11 M 4 65 M 3 7 M 2 4 M 2 5 M 3 8 M 8 1 M 3 1 M 2 2 M 4 35 M 4 39 M 2 6 M 3 23 M 4 35 M 3 3 M 4 1 M 3 6 M 4 40 M 3 27 M 3 29 Work Sheets W 2 5 Chapter 3 Work Sheets for System Administrator Contents System Administrator Password W 3 2 Mailbox Parameter 5 W 3 3 External Message
150. errore iae aie ei U 1 55 1 6 Setting the Personal Group Distribution Last eee U 1 75 1 1 Setting up the Mailbox 1 1 1 To record a personal 1 2 3 4 Subscribers can set the parameters of their own mailboxes however they like to meet their own usage requirements The following tasks can be performed from any touch tone telephone Mailbox customization personal greeting message pass word voice recording of owner s name Mailbox parameter setting message retrieval order dura tion of outgoing calls external message delivery redial setting message scan status Personal group distribution list setting Guest mailbox management Recording a Personal Greeting Message greeting message Voice Mail Service s Extension Number 1 You can record a personal greeting message with your voice to be played for callers who access your mailbox After the caller has called the Voice Mail Service and entered the mailbox number for recording the personal greeting message of the mailbox will be announced This is true both for callers who access the mailbox directly and for callers who are transferred to the mailbox by the Automated Attendant because the subscriber s extension was busy or there was no answer Dial an extension number which is connected to the Voice Mail Service You will hear the prompt Good morning Good afternoon Good evening You have reached the voice processing
151. features press 3 For help at any time press 0 3 Press for Message Delivery Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 Enter the mailbox number of your intended recipient Mailbox This is for If this mailbox number is correct press 1 Otherwise press 2 To repeat mailbox information press 3 To cancel message delivery press o Yn 2 o 22 ep Press to accept the number if it is correct To record a message press 1 To add mailbox number press 2 To review mailing list press 3 To cancel message delivery press X 2 4 Subscriber Sending Message Delivery 6 Press KB to record a message Please leave me a message at the tone To end recording press 1 To pause and restart recording press 2 7 Speak your message at the tone 8 Press KB to end recording To review press 1 To accept press 2 To record a new one press 3 To add press 4 To erase and exit press X 9 Press to accept Your recording has been accepted To set delivery time or private status press 1 Otherwise press 2 40 x 40 D gt D gt oe 10 Press to end message d
152. for the repair or replacement of the appliance or any defective part or parts and no other remedy including but not limited to incidental or consequential damage or loss of whatsoever nature shall be available to the purchaser Our decision on all matters relating to complaints shall be final Any appliance or defective part which has been replaced shall become our property The guarantee period applicable to this product shall be 12 months Please keep these Operating Instructions with your receipt Panasonic Business Systems U K Receipt No Date of Purchase Model No Serial No KX TVP150E Matsushita Electric Industrial Co Ltd Central P O Box 288 Osaka 530 91 Japan Printed in Japan PQQX11382YB F0295Y1085 Panasonic Work Sheets Guide to the Voice Processing System Model No KX TVPI1S0E int o ALI Lg NUSAS MSSIOOUd NON aa Please read this manual before any operation Contents Chapter T Introductio W 1 1 LA Introduction iua iei W 1 2 1 2 Basie Operation iunc ctt ees ieee Ole a neh ene aia we W 1 3 1 3 How to Use Work W 1 5 Chapter 2 Index W 2 1 Chapter 3 Work Sheets for System Administrator
153. interface is on the CO card The line interface transmits and receives analog signals to and from the telephone line The analog input signal is digitized at a sampling rate of 8 kHz to create an 8 bit digital signal The CODEC facility is on the DSP card and consists of two digital signal processors DSP and a voice buffer When a user calls the VPS one of the DSPs compresses the digital signal sent from the CO card The compressed signal is stored in a voice buffer then written to the hard disk When a message stored on the hard disk is played back the DSP first decompresses the stored data and the result signal is then sent to the CO card The hard disk drive is connected to the central micropro cessor via a SCSI interface The first system disk stores the proprietary system program the system administration table and the voice prompts about 40 minutes worth In addition it has the capacity to record approximately 18 hours of recorded messages from callers The CPU card comprises the central microprocessor ROM dynamic RAM the clock generator for the time sharing switch an RS 232C interface and a SCSI host adaptor The central microprocessor communicates with and controls the sub microprocessors on the CO cards and DSP cards via FIFO memory The system ROM stores ROM based system programs self diagnostic software test programs and backup programs O 2 2 Overview of VPS Functions 2 1 System Configuration
154. is also responsible for attending to calls which have been transferred to him or her by the VPS as addressed to the operator The message manager can transfer messages from the gen eral delivery mailbox to individual subscriber mailboxes at any time Also if a caller to the Voice Mail service is call ing from a rotary pulse telephone it is the message man ager s job to guide him or her in the general delivery mail box and provide assistance in delivering a message The subscriber s mailbox to where messages left in the general delivery mailbox should be transferred is decided based on the contents of the messages Up to 16 company greeting messages can be accommo dated by the VPS The message manager records these messages and assigns them as appropriate to the various ports of the system The message manager can even modify some of the prere corded prompts used by the Automated Attendant service External Message Delivery and in the top menu of the Voice Mail service This can be done at any time from a telephone Overview of VPS Functions O 3 5 3 2 Message Management 3 2 1 Managing the General Delivery Mailbox Listening To Messages In The General Delivery Mailbox Transferring Messages From The General Delivery Mailbox Erasing General Delivery Mailbox Messages The general delivery mailbox is provided for users calling from rotary telephones and for new users unfamiliar with how the system ope
155. is available to answer the call To leave a message press 1 If your message is urgent press 2 To listen to a message from this party press 3 2 Press 2 Note You may be asked for your name by the VPS Then the VPS calls specified extension The party which answers the call hears the prompt This call has been transferred from voice processing system This call is for Talk with the person on the alternate extension Note If you cannot contact with anyone press gt to exit Re enter another extension number or call the operator for help by pressing 0 N 2 14 Guide for Non Subscribers 2 3 Incomplete Call Service 2 3 4 Listening to the Personal Bulletin Board To receive the personal bulletin board messages 1 Even if you can t talk with whom you want to you can receive their personal bulletin messages if prepared These messages have been recorded by the party beforehand There are up to 9 kinds of messages and you can choose any number To exit from the personal bulletin board press Then you can enter another command for the Incomplete Call Service The line you want is not available You will hear the prompt Sorry no one is available to answer the call To leave a message press 1 If your message is urgent press 2 To listen to a message from this party press 3 Press 3 You will hear the menu for the personal bulletin board
156. may be assigned to them This report provides information on all disks and all ports the VPS has access to as well as listing the services incoming calls outgoing calls call transfer authorization successive recording authorization assigned to each of the ports The VPS can maintain account data on up to 84 outgoing calls This report lists the date and duration of each outgo ing call as well as the mailbox number This report provides information on port usage conditions allowing the system administrator to measure port and sys tem traffic For each port it provides the total incoming and outgoing call times as well as the total connect time This report indicates the amount of disk storage currently in use and available It also provides the following infor mation on the total number of messages 1 The total number of messages recorded since the counter was last cleared 2 The total number of messages deleted by subscribers 3 The total number of messages deleted automatically by the system because the storage duration had expired This report provides information on usage of a specific mailbox It includes the number of messages recorded the total time for outgoing calls and the number of times fea tures such as external message delivery message waiting notification and guest accounts were used 2 2 6 Utility Commands In the utility command mode the system administrator can access the functions described belo
157. message press 2 To repeat this schedule press 3 To replay the previous message press 4 6 Press to reschedule the setting If you wish to cancel this external message delivery press 1 Otherwise press 2 7 Select e 1 kk skcokc ok ok oko okcokc OK ok OK Hint Step 3 You can skip hearing the Help menu Step 5 You can skip hearing the Help menu Step 6 You can press another key for another feature Step 7 If you select 2 you can change the setting 40 c fog A eg 40 D gt E D gt 3K Kk 3k 2k k 2k ak 3K ak 3K 3k 3K 2k 3K 3K 3K 3K 9K 3K F 3K 3K 3K 3K 3K 3K 2K K FK 3K 2K 3K 3K K K 2K K FK K FK K 2K OK K Subscriber Sending 2 17 Chapter 3 Setup for Subscribers This chapter describes the setup procedures using the touch tone telephone for subscribers Contents Voice Mail Service Entry main command ccesccsssscsrscsescssseccers 3 2 Setting the Call Blocking Status 3 3 Setting the Call Screening Status 3 4 Alternate Extension Transfer Status Setting 3 5 Setting Up the Alternate Extension 3 6 Recording Personal Bulletin Messages 3 8 Setting Personal Bulletin Board Status 3 10 Enabling Disabling the Interview Mailbox 3 12 Customiz
158. message press 3 To transfer this message press 7 5 Press to transfer the message Please enter the mailbox number to which this message should be transferred To enter by name please press a hash sign and 1 6 Enter the destination mailbox number Mailbox This is for If this mailbox number is correct press 1 Otherwise press 2 To repeat mailbox information press 3 To cancel message transfer press X Message Manager 1 3 Transferring Messages from the General Delivery Mailbox 7 Press KB to accept the number To transfer press 1 To add mailbox number press 2 To review mailing list press 3 To cancel message transfer press 8 Press to transfer o o n To add your comment press 1 Otherwise press 2 9 Press e to execute transferring I ll deliver this message to 1 4 Message Manager Transferring Messages from the General Delivery Mailbox 2K K 2K SK 2K SK SK K SK 2K FK FK SK 2K SK FK CK SK 2K SK FK FK FK FK SK 2K FK 2K K K FK FK K K FK CE 2K 3K 2K 2K FK K 2K OK Ok Hint Step 4 You can replay the previous message by pressing 1 twice Help menu including this option can be obtained by pressing 0 Step 5 You can repeat the message by pressing 1 You can play the next message by pressing 2 You c
159. min 1 12 3 System Mailbox Capacity 5 50 10 Default Work Sheets System Administrator W 3 3 External Message Delivery Parameter Menu System Administration Top Menu gt 1 gt 1 gt 2 System External Message 1 9 3 Delivery Duration Time min System External Message 1 Disable Delivery Redialing Mode 2 Enable Company s Telephone No aM Default W 3 4 System Administrator Work Sheets System Group List System Administration Top Menu 1 153 51 Work Sheets System Administrator W 3 5 Mailbox Setup Enter System Administration Top Menu 1514 1 Message Retention Time day 1 30 System Message Length min 12 System Mailbox Capacity 5 99 System Mailbox Class of Service No 1 8 1 Ld Authorization of Message Y N Notification Authorization of External Y N Message Delivery Duration Time day 1 9 System Redialing Mode Y N System Authorization of Guest Y N Account Authorization of Interview Y N Mailbox nterview Mailbox No Authorization of Personal Y N Bulletin Message Bulletin Message No 1 16 The Spelling of the Owner s A Z SPACE name Default W 3 6 System Administrator Work Sheets Ist Mailbox L 5 JI 510 JO serdoo ojoyd
160. must be connected to the terminal in the plug which is marked with the letter L or coloured RED How to replace the fuse Open the fuse compartment with a screwdriver and replace the fuse and fuse cover IMPORTANT INFORMATION Do not connect KX TVP150E to any AC outlet other than the standard AC 230 240V 50Hz Ringer Equivalence Number REN This relates to the performance of the apparatus when used in combination with other items of apparatus It enables the calculation of the maximum number of items of apparatus that may be connected simultaneously to the line by summing the REN values of each items A BT supplied instrument has a REN value of 1 unless otherwise marked A maximum REN value of 4 should not be exceeded The REN value of this apparatus is 3 Connection The apparatus is suitable for connection to a direct exchange line on the PSTN or via a compatible PBX The apparatus is not suitable as an extension to a payphone and should not be used on lines with shared services It cannot be guaranteed that the apparatus will operate under all possible conditions of connection to compatible PBX s This apparatus has been approved for the use of the following facilities 1 Voice Mail Service 2 Modem 3 Auto calling 4 Auto answering 5 Auto clearing 6 PBX timed break register recall 7 MF signalling 8 LD signalling Any other usage will invalidate the approval of the apparatus if as a resu
161. necessary to disable online ser vices while deleting a mailbox because this operation involves the updating of a large number of system tables The recording status of the tree structured bulletin board messages is displayed along with the number of any exten sions to which calls are transferred when particular mes sages are selected If a printer or a data terminal is connected to the VPS via the RS 232C port the system administrator can output the following system usage reports Disk Usage Report Port Usage Report and Call Account Data Report The system administrator can diagnose the VPS by getting the error log of devices such as CO card DSP card CPU card and Hard disk Overview of VPS Functions O 2 25 2 2 System Administration Utility Command List HELP The HELP command displays the list of available utility commands 2 2 7 System Reset Clear When System Reset Clear is executed the values for the items shown on the menu screen are used to update the system and all messages are deleted from the hard disk In addition all mailboxes are deleted and the system is reboo ted Note The system parameters are not restored to the factory settings O 2 26 Overview of VPS Functions Chapter 3 Overview of System Management This section provides an overview of the duties of the system manager message manager and bulletin board manager Contents 3 1 System Management 3
162. night mode EK KE SK SK K 2k ok ok 2K SE K FK CE CE SK K K FK K FK FK K FK K K SK K K K K K E K K 2K K FK K K K K K K K Hint Step 4 You can accept the current setting by pressing 2 LLELELLILLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLI 1 8 Message Manager Recording Company Greetings l Goto the Message Manager s main command menu To transfer messages from the general delivery mailbox press 1 To change the company greetings mode press 2 For other features press 3 For help at any time press 0 lt D lt D D A 2 Press E for Other Features To change the company greetings press 1 For department dialing programming press 2 To modify voice prompts press 3 To record a company name press 4 To customize your mailbox press 5 To set the clock press 6 To set up message waiting notification press 7 Please enter the company greeting number 1 through 16 followed by a hash sign 4 Enter the company greeting number 1 16 a hasr sign F A company greeting has been already recorded for this number If you have not recorded a greeting for this num ber go to the prompt at Step 7 Message Manager 1 9 Recording Company Greetings 5 Review the current greeting To change this greeting press 1 Otherwise press 2 6 Press RB to change the g
163. notification external message delivery guest account interview mailbox personal bulletin message Owner s spelling Delete mailbox Password reset Mailbox listing 2 Call Services 1 Day Service Day service start amp end time Mon Sun 2 Class of Service COS 1 COS 8 Port No Outgoing call Incoming call 3 Port Setting Port 1 Port 8 Outgoing call service Daymode Nightmode incoming call service company greeting mode Daymode Nightmode greeting No Incoming call service prompt Delayed Answer Time 4 Outgoing Call Service Prompt 5 Rotary Telephone Service Rotary Telephone Call Coverage Day Mode Rotary Telephone Call Coverage Night Mode 3 Auto Attn 1 Department Dialing Department dialing No tti A meine 2 Call Queuing Announcement Mode 3 Operator s Parameters Operator Call Mode Operator s call coverage mode Operator s ext Operator s alternate ext Operator s mailbox No Message Repeat Cycle 4 Call Hold Retrieval Settings Call retrieval announcement timing Redialing cancel timing 5 Alternate Transfer Sequence Enters amp Deletes Extension No in the list sets Alternate Transfer Sequence Extension Group listing 4 Hardware 1 RS 232C Baud rate Word bit length Parity Stop bit length REUS 2 Port Setting Port 1 Port 8 Flash time CPC signal Disconnect time Dialing mode 3 Silence Reduction Silence reduction level Silence recording time 4 PBX Interfac
164. nter the passwor LJ 15 86 4 Check the announcement of the number of messages You will hear the prompt To receive a message press 1 To deliver a message press 2 For other features press 3 For help at any time press 0 m 5 Press 0 for help You will hear the prompt U 2 4 Subscriber s Guide 2 1 Receiving Messages To receive a message press 1 To deliver a message press 2 For other features press 3 For call transfer press 4 To change playback speed at any time press 9 To end this call press X 1 6 Press 1 to use the Receiving Message menu 7 Review the number of messages and the message information 8 Review the message The VPS will then provide information about the message sender and the recording date of the message You will hear the prompt To repeat this message press 1 To play the next message press 2 To erase this message press 3 To reply press 4 To transfer this message press 7 For help press 0 9 Press 0 for the whole menu for help To repeat this message press 1 To replay the previous message press 1 twice To play the next message press 2 To erase this message press 3 To reply press 4 To rewind press 5 To fast forward press 6 To transfer this message press 7 For message scan press Subscriber s Guide U 2 5 2 2 Immediate Reply
165. of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 Press gt then enter your mailbox number If you have the password you will hear the prompt Subscriber s Guide U 3 3 3 1 Recording to Deliver a Message Please enter the password followed by a hash sign 3 Enter the password 1 Ls 4 The VPS will announce the number of messages You will hear the prompt To receive a message press 1 To deliver a message press 2 For other features press 3 For help at any time press 0 5 Press 2 for Message Delivery 2 You will hear the prompt Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 6 Enter the mailbox number of your intended recipient You will hear the prompt Mailbox This is for If this mailbox number is correct press 1 Otherwise press 2 To repeat mailbox information press 3 To cancel message delivery press 7 Press 1 to accept the number if it is correct U 3 4 Subscriber s Guide 3 1 Recording to Deliver a Message You will hear the prompt To record a message press 1 To add mailbox number press 2 To review mailing list press 3 To cancel message del
166. oko 2K FK ck ck K o e oe 2K 2 ck FK FK K K FK FK FK o eo e FK K K K OK e e OK OK OK Hint Step 3 If you don t have a password but own a guest mailbox enter K K ok ok ok 2 28 ck ok ok ok K K K 2K 2K SK FK SE K K K 2K 2K 2K KR FK FK K K CE CE CR 2K 2K FK K K K K SK 2k OK OK OK 2 2 Subscriber Sending Call Transfer 1 Go to the subscriber s main command menu Review the number of messages To receive a message press 1 To deliver a message press 2 For other features press 3 For help at any time press 0 3 Press oO for the Help menu To receive a message press 1 To deliver a message press 2 For other features press 3 For call transfer press 4 To change voice level at any time press 8 To change playback speed at any time press 9 To end this call press X 4 Press e for call transfer 5 Enter the extension number K Kk 3k 2k k 2k ak 3K ak 3K Hint Step 3 You can skip hearing the Help menu 40 c fog x 40 D gt gt K K ok ok ok ck 2K ck ok ok ok K SK ck 2K 2K FK 3K SE K K SK 2k 2K E 2K FK FK K K CE CE CR 2K 2K 3K E K CR K SK 2k Ok OK OK Subscriber Sending Message Delivery 1 Go to the subscriber s main command menu Review the number of messages To receive a message press 1 To deliver a message press 2 For other
167. operation at level 0 The bulletin message number is There is no bulletin message recorded or destination assigned To record a message press 1 Otherwise press 2 2 Press B to record a message 3 Record a message See Recording Message To review press 1 To accept press 2 To record a new one press 3 To add press 4 To erase and exit press 4 Press to accept 5 Press to proceed to the next step To assign a mailbox press 1 Otherwise press 2 5 Press KB to assign an extension and go to the Extension Assignment menu If you assign an extension you cannnot go to the next level o gt 24 6 To assign an extension press 1 Otherwise press 2 Press to proceed to the next step 6 Press KB to assign a mailbox and go to the Mailbox Assignment menu If you assign a mailbox you cannot go to the next level 2 6 Bulletin Manager Creating Bullletin Board Messages Level 1 7 Review the message This is the new bulletin message To edit the bulletin message press To select a bulletin message for level 2 enter a number 1 through 9 8 Select the feature you want sk ok ok sk sk ok sk ok ok ok ok ok Hint Step 1 If the message fo
168. please wait a moment To call the operator press 0 Press then enter the Message Manager s mailbox number You will hear the prompt Please enter the password followed by a hash sign Enter the password Then press Now you are in the Message Manager s main command You will hear the prompt You have message s To transfer messages from the general delivery mailbox press 1 To change the company greetings mode press 2 For other features press 3 For help at any time press 0 M 5 64 Message Manager Manager s Guide 5 9 Setting Message Waiting Notification Press 3 for Other Features You will hear the prompt To change the company greetings press 1 For department dialing programming press 2 To modify voice prompts press 3 To record a company name press 4 customize your mailbox press 5 set the clock press 6 set up message waiting notification press 7 Press 7 to set Message Waiting Notification You will hear the prompt To notify with a message waiting lamp press 1 Otherwise press 2 Press 2 for the sub menu You will hear the prompt To set timed message notification press 1 To set immediate message notification press 2 To assign a telephone number press 3 Press 1 to set timed message notification You will hear the prompt Telephone number is unassigned or Manag
169. press 1 If your message is urgent press 2 To listen to a message from this party press 3 To call the operator press 0 To enter another extension press This call has been transferred from the voice processing system This call is for Calling the operator please wait a moment This call is from To answer the call press 1 Otherwise press 2 and hang up Redialing now Please wait a moment To retrieve the call press 2 To continue redialing press 1 Otherwise press 2 You have a call from Sorry this line is busy M 5 42 Message Manager Manager s Guide 5 5 Modifying Voice Prompts Modifiable Prompts Sorry no one is available to answer the call You have a call To answer the call press 1 Otherwise press 2 and hang up other people are waiting to connect One other person is waiting to connect If you would like to hold press 1 Otherwise press 2 Sorry this number is unassigned Sorry bulletin board service is not available Hello I have a message for To receive the message press 1 To hold this call press 2 If you want me to call back later press 8 Thank you To retrieve the call press 2 To repeat this message press 1 To reply press 2 To end this call press For help press 0
170. press 2 To assign a telephone number press 3 9 Press 1 to set timed message notification You will hear the prompt Telephone number is unassigned or Subscriber s Guide U 1 23 12 Setting Message Waiting Notification First notification time is Second notification time is Messages will be forwarded by out dialing Message will be forwarded to a pager or Timed message notification is disabled To change this setting press 1 Otherwise press 2 10 Press 1 to set timed message notification You will hear the prompt To enable timed message notification press 1 To disable press 2 A 11 Press 1 to enable timed message notification You will hear the prompt Timed message notification is enabled 12 Review notification parameters You will hear the prompt To change this setting press 1 Otherwise press 2 U 1 24 Subscriber s Guide 12 Setting Message Waiting Notification 13 Press 1 to change the notification time You will hear the prompt Please enter the new time followed by a hash sign For help press 0 14 Enter the time with four numbers if you want to set the Time time to 10 25 you must enter 1025 E e 2 5 15 Press 1 2 to specify AM PM respectively np 16 Press 2 to accept the time 2 1 2 3 Immediate Message Notification Subscribers choosing Immediate M
171. proceed to the next step 2 Manager s Guide Bulletin Manager M 6 19 6 2 Creating a Bulletin Board Message 8 Note 9 Note 10 11 Note Press 1 to assign an extension See 6 3 2 Assigning Exten sion Numbers to the Bulletin Board If you assign an extension you cannot go to the next level To assign a mailbox press 1 Otherwise press 2 Press 2 to proceed to the next step Press 1 to assign a mailbox See 6 3 3 Assigning Mailboxes to the Bulletin Board If you assign a mailbox you cannot go to the next level Review the message This is the new bulletin message To edit the bulletin message press Select the feature you want You can return to level 3 by pressing M 6 20 Bulletin Manager Manager s Guide Chapter 7 Troubleshooting Guide Contents 7 1 Troubleshooting Guide M 7 2 7 1 Troubleshooting Guide The VPS does not operate Bad printed circuit board Change the printed circuit board Bad connection with PBX f the phone works properly when SLT Card was inserted into the is connected instead of the VPS wrong slot change the CO card If the phone still Incomplete card insertion fails to work properly check the connection between the VPS and PBX nsert the card firmly into the normal card slot nsert the card firmly into the back board Poor resetting Press
172. prompt Good morning Good afternoon Good evening You have reached the voice processing system Manager s Guide Bulletin Manager 6 5 6 2 Creating a Bulletin Board Message Bulletin Manager s mailbox number s Lz Bulletin Manager s password 5 Le gt s Note Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 Press then enter the Bulletin Manager s mailbox number You will hear the prompt Please enter the password followed by a hash sign Enter the password In the Bulletin Manager s main command you will hear the prompt For bulletin board management press 1 To review the current bulletin board service press 2 To customize your mailbox press 3 Press 1 to create a bulletin board message Level 0 You will hear the prompt This is the top menu There is no bulletin message recorded or destination assigned If the message already exists you can go to step 9 directly M 6 6 Bulletin Manager Manager s Guide 6 2 Creating a Bulletin Board Message Note To record a message press 1 Otherwise press 2 Press 1 to record a message Record a message See 6 3 1 Recording Messages Then you will hear the prompt To
173. s Mailbox No Operator No Answer Time Busy Coverage Mode No Answer Coverage Mode Message Repeat Cycle Operator 2 s Parameter Item Operators Extension Operators Mailbox Caller Select Operator 3 s Parameter Operators Extension Operators Mailbox s Hold Caller Select Call Hold Retrieval Setting Call Retrieval Announcement Timing Redialing Cancel Timing Alternate Transfer Sequence Alternate Transfer Sequence FWWX M 3 108 System Administrator Manager s Guide 3 4 Keyboard Operations RS 232C 9600 Word Bit Length Stop Bit Length Port Setting Hardware Settings Silence Reduction Silence Reduction Level low Silence Reduction Time Dialing Parameter Outgoing Call Setup Sequence Operator Transfer Sequence FWWX Extension Transfer Sequence FWWX Reconnect Sequence on Busy FWW Reconnect Sequence on No Answer Reconnect Sequence on Refuse Call FWW Light On Sequence for Message Waiting Lamp W701X Light Off Sequence for Message Waiting Lamp W702X Call Waiting Sequence Release Sequence for Call Waiting Manager s Guide System Administrator 3 109 3 4 Keyboard Operations Inband Signaling my __ Forward to VM Ringing Forward to VM Busy Forward to Other Extension 8 Confirmation 9 System Reset Clear Mailbox No Length First Digit of Extensions 12345678 System Manager s Mailbox No
174. s mailbox Allows a subscriber to alter the settings for his or her mailbox E g change some aspect of a guest account A list of choices from which the user can select by using the telephone number keys or keyboard of a data terminal If the line is busy or there is no answer when the VPS makes an external delivery call the subscriber can instruct the VPS to make up to a maximum of 5 retries The person who takes care of the general delivery mailbox recording of company greetings and voice prompts also responsible for transferred calls by the VPS to his or her extension number The amount of time day the system will store a message in a mailbox At the expiration of this time unretrieved messages are automatically transferred to the Message Manager s mailbox and messages that have been already heard are erased Either Last In First Out LIFO or First In First Out FIFO to determine in which order messages will be played to a subscriber A function which allows the subscriber to preview all the messages in his or her mailbox by listening to the first 4 seconds of each Glossary G 5 Glossary Message transfer Message waiting lamp Message waiting notification Modem Modifiable prompt Non subscriber Notification method Operator Operator call coverage Out dialing schedule Owner s name Password PBX A subscriber can reroute a message he or she has received to another subscribe
175. seconds but it can be set from 10 to 60 seconds in 10 second increments The pause duration The default value is 2 seconds and the range of allowable values is 1 9 seconds This is the sequence of codes used by the VPS to make a call to an outside line The default value is WW which means that the system waits 2 seconds and then dials the outside phone number Example 9W 9 gt I second wait dial outside phone number Sequence The process of ending a transaction and transferring the caller to the operator attendant or other PBX extension is programmed by using several of the eight letters and twelve dial codes D Disconnecting F Hook Flash R Ring Back Tone Detection S Silence Detection T Dial Tone Detection W Wait for 1 second X Extension dialing A Answer 1 2 3 9 0 Dial Codes The sequence is carried out by the VPS before dialing the operator s extension You can set up to 12 digits The factory setting is FWWX Flash Wait for 2 seconds Dial Extension M 3 10 System Administrator Manager s Guide 3 3 1 Hardware Settings Extension Transfer Sequence Reconnect Sequence on a Busy Line Reconnect Sequence After a No Answer Call Reconnect Sequence on Refuse Call Light On Sequence for Message Waiting Lamp A value A is used to disconnect a line connected to the VPS automatically after transferring a call to an extension When using a value
176. select a bulletin message for level 4 by entering the 3 digits starting with the second digit of its number Message 11 Example Here is information about PBX About KX T 30810 press 1 About KX T 61610 press 2 To get back to the previous message press x The tree structured format of the Bulletin Board Service is now becoming evident Each choice leads to another set of choices Dial an extension number which is connected to the Voice Mail Service You will hear the prompt Good morning Good afternoon Good evening You have reached the voice processing system Manager s Guide Bulletin Manager M 6 11 6 2 Creating a Bulletin Board Message Bulletin Manager s mailbox number s Lz Bulletin Manager s 3 password s s z Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 Press x then enter the Bulletin Manager s mailbox number You will hear the prompt Please enter the password followed by a hash sign Enter the password In the Bulletin Manager s main command you will hear the prompt For bulletin board management press 1 To review the current bulletin board service press 2 To customize your mailbox press 3 Press 1 to create bulletin
177. system Subscriber s Guide 1 1 Setting up the Mailbox Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 Your mailbox 2 Press then enter your mailbox number number You will hear the prompt Please enter the password followed by a hash sign Your password 3 Enter the password s L s 4 The VPS will announce the number of messages You will hear the prompt To receive a message press 1 To deliver a message press 2 For other features press 3 For help at any time press 0 5 Press 3 for Other Features You will hear the prompt To check mailbox distribution press 1 For automated attendant status press 2 For mailbox management press 5 Subscriber s Guide U 1 3 1 1 Setting up the Mailbox 6 Press 0 for the Help menu o You will hear the prompt To check mailbox distribution press 1 For automated attendant status press 2 For mailbox management press 3 To set up message waiting notification press 4 For external message delivery press 5 To record guest messages press 6 For interview mailbox management press 7 7 Press 3 for the mailbox management You will hear the prompt To customize your mailbo
178. the Telephone Number to be Called M 5 69 5 9 5 Specifying the Notification Method M 5 72 5 9 6 Setting the Notification Time M 5 73 5 1 What is a Message Manager What you will do The Message Manager takes care of the general delivery mailbox recording company greetings and voice prompts by accessing the mailbox with number 99998 9998 998 default value or 98 these values can be changed As a Message Manager you will also be responsible for answer ing and attending to calls that have been transferred by the VPS You will also transfer messages recorded in the general delivery mailbox to their destination mailboxes When someone is calling from a rotary telephone the VPS will guide him or her to the general delivery mailbox and allow him to leave his or her message there You will then transfer the message from the general delivery mailbox to the mailbox of the intended party depending upon the contents of the message The VPS can have up to 16 company greetings for both business and non business hour greetings Depending on the companies working hours you will record these greetings and select which one is to be delivered to each port of the VPS As a Message Manager you can also modify prerecorded prompts from the Automated Attendant and Voice Mail Service You can record your own prompts from your telephone at any time simply by specifying the prompt number and sa
179. the caller with a voice prompt and terminate the recording 2 3 Mailbox Capacity The mailbox capacity is set from 5 to 99 depending upon the needs of the subscriber and the storage capacity of the system Also it can be set to S system which means the System Parameter When the number of messages in the mailbox has reached the mailbox capacity callers cannot leave messages anymore For how to reset the mailbox capacity see 4 2 4 Editing a Mailbox For how to erase a message see Subscriber s guide M 3 24 System Administrator Manager s Guide 3 3 3 Setting Voice Mail Parameters 3 Class of Service Number All subscribers are classi fied into eight groups each group known as a Class of Service The Incoming Outgoing call service authorization is the assignment to each class of service of a particular port All members in a class of service are allowed to use the same call service of a particular port Usually ports are allocated for the exclusive use of an individual class of service 4 Special Feature Authorization The special feature authorization can be given to specific subscribers allowing them to use special services such as the ability to make Message Notification calls External Message Delivery interview mailboxes guest mailboxes etc Because all these features are prohibited when a new mailbox is created the System Administrator must authorize the necessary features 4 1 Message Notific
180. the extension being called is busy The default value is 1 This sequence is used by the VPS to release call waiting The default value is F Flash 2 Inband Signaling Parameters These parameters are used if the PBX sends DTMF tones to the voice processing system to indicate the state of the call busy answered disconnect etc The Inband Integra tion Parameter See page O 2 7 must be enabled for the VPS to use these codes If PBX Type is set to a KX T series system the Inband Signaling Parameters will auto matically default to the proper codes The table on the following page describes DTMF codes call state and typical conditions where a PBX would send the code O 2 10 Overview of VPS Functions 2 2 System Administration Default Code Call State Typical Conditions Ringback Tone Sent to the VPS when the extension it dialed is ringing Sent to the VPS when the extension it dialed is busy Reorder Tone Sent to the VPS if it dials an invalid extension number or if it is inadvertently connected to another VPS DND Sent to the VPS if the dialed extension has set DND feature Do Not Disturb Sent to the VPS when the called extension answers the call Forwarded to Voice Sent to the VPS if the called extension is forwarded to a Mail Ringing voice mail port and that voice mail port is available to accept the call Forwarded to Voice Sent to the VPS if the called extension is forwarded to a Mail
181. the guest mailbox number 1 through 4 Enter the guest mailbox number Guest Mailbox Number 10 You will hear the prompt U 1 34 Subscriber s Guide 1 3 Recording a Message in a Guest Mailbox Please say the guest s name at the tone To end recording press 1 11 State the guest s name 12 Press 1 to end recording You will hear the prompt Please enter the 4 digit guest password 13 Enter the password Guest password BJ GJ bl aJ You will hear the prompt Guest number is for The password is To change this setting press 1 Otherwise press 2 14 Press 2 to accept Subscriber s Guide U 1 35 13 Recording a Message in a Guest Mailbox 1 3 2 Deleting a Guest Mailbox To delete a guest mailbox 1 8 9 Guest Mailbox 10 Number 11 Subscribers can delete guest mailboxes they own at any time they wish In order to change the number of an already defined guest mailbox the mailbox must first be deleted then recreated with the new number Same as Setting up Guest Mailboxes Press 2 to delete a guest mailbox You will hear the prompt Guest mailbox is are assigned Please enter the guest mailbox number 1 through 4 Enter the guest mailbox number You will hear the prompt This guest To delete this guest mailbox press 1 Otherwise press 2 Press 1 to delete the guest mailbox You will hear
182. the mailbox will be prompted by the VPS to supply the password Users unable to input the correct password are blocked from using mailbox services The user can change his or her password at any time If he or she should forget the password the system manager can be requested to delete it Same as Recording a Personal Greeting Message Press 2 to accept the current personal greeting You will hear the prompt Subscriber s Guide 1 1 Setting up the Mailbox Current password is Password is unassigned To change this setting press 1 Otherwise press 2 10 Press 1 to set the mailbox password You will hear the prompt Please enter the password followed by a hash sign If you don t need a password press hash sign 11 Enter the password and 1 s Gt You will hear the prompt The password you just entered is To change this setting press 1 Otherwise press 2 12 Press 2 to accept the password 1 1 3 Recording of the Owner s Name You can make a voice recording of your own name and rerecord the name later if necessary The recorded name is played by the VPS in place of the mailbox number when messages are set or transferred allowing callers to confirm the owner of the mailbox To record the owner s name 1 8 Same as the Recording a Personal Greeting Message U 1 6 Subscriber s Guide 1 1 Setting up the Mailbox 9 Press 2 to accept the
183. the prompt External message delivery redialing is enabled disabled To enable external message delivery redialing press 1 To disable press 2 Select 1 or 2 You will hear the prompt External message delivery is enabled disabled Next you will hear the prompt Guest account is enabled disabled To change this setting press 1 Otherwise press 2 Manager s Guide System Manager M 4 19 4 23 Setting Up Mailboxes 22 Press 1 if you want to change the setting Guest Account 1 You will hear the prompt To enable guest account press 1 To disable press 2 Select 1 or 2 23 1 a After reviewing the guest account setting you will hear the Interview mailbox prompt Interview mailbox is enabled Current interview mailbox number is or Interview mailbox is disabled then To change this setting press 1 Otherwise press 2 24 Press 1 to change the setting You will hear the prompt To enable interview mailbox press 1 To disable press 2 M 4 20 System Manager Manager s Guide 4 2 Setting Up Mailboxes 25 Select 1 or 2 ERES Should you select 1 the VPS will play the following prompts Current interview mailbox number is or No interview mailbox number is assigned then To change the mailbox number press 1 Otherwise press 2 26 Press 1 You will hear t
184. the prompt Guest mailbox is deleted U 1 36 Subscriber s Guide 13 Recording a Message in a Guest Mailbox 1 3 3 Listing Guest Mailboxes Subscribers who own guest mailboxes can review the guest mailbox parameters guest mailbox number password and guest s name with the voice prompts To list up guest mailboxes 1 8 Same as Setting up Guest Mailboxes 9 Press 3 to list guest mailboxes 3 You will hear the prompt Guest number is For The password is messages were recorded One message was recorded There are no messages 1 3 4 Recording Guest Messages If the subscriber has guest mailboxes he can record his message in the guest mailbox for a nonsubscriber who knows the guest password To record a guest message 1 Dial an extension number which is connected to the Voice Voice Mail Service s Mail Service Extension Number Subscriber s Guide U 1 37 1 3 Recording a Message a Guest Mailbox You will hear the prompt Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 Press gt then enter your mailbox number number You will hear the prompt Please e
185. to Extension Transfers the caller to the specific extension c Operator Connects the caller to the operator d Exit Plays a final guidance message and disconnects the call The message must be recorded by the Message Manager e Previous Menu Allows the caller to access to the previous Custom Service menu if programmed f Custom Service Allows the caller to access to the next Custom Service if programmed g Voice Mail Service Allows the caller to access to the Voice Mail Service h Call Transfer Service Allows the caller to access to the Call Transfer Service i Bulletin Board Service Allows the caller to access to the Bulletin Board Service j Department Dialing Transfers the caller to the Department Dialing menu k Dial by Name Lets the caller transfer to an extension by dialing the first three or four letters of the person s last name 1 Repeat Menu Repeats the Custom Service menu message once Manager s Guide System Administrator 3 33 3 3 7 Custom Service Setting Note This example shows how a keypad assignment can be used to switch from one Custom Service menu to another Assume that Custom Service 1 is assigned to Port 1 and Custom Service 2 to Port 2 If Custom Service 2 is assigned to the 1 key on the telephone keypad see diagram below the caller can access Custom Service 2 by pressing the 1 key while a Custom Service 1 menu message is being played Custom S
186. to the Bulletin Board Message An outside caller who contacts the VPS will hear the Bulletin Board message This message can also be heard by directly accessing the Automated Attendant port Now you have heard the following Automated Attendant prompt Please enter the extension of the person for whom you wish to call To enter by name please press a hash sign and 1 For department dialing press star To listen to the bulletin board message press 1 followed by a hash sign i 1 Press 1 and to listen to the Bulletin Board message You can listen to your desired information by pressing the appropriate key from the announced prompt See Chapter 3 Bulletin Board Service Guide for Non Subscribers N 2 7 2 3 Incomplete Call Service The VPS directs you to Incomplete Call Service when the extension you wish to reach is either busy or not answering What Incomplete Call Service does for you Call Holding See 2 3 1 Message Recording See 2 3 2 Call Transfer to an Alternate Extension See 2 3 3 Listening to the Personal Bulletin Board See 2 3 4 Calling Another Extension See 2 3 5 N 2 8 Guide for Non Subscribers 2 3 Incomplete Call Service 2 3 4 Call Holding Note If the extension is busy when the VPS tries to connect you to it your call will go to the Call Holding category of Incomplete Call Service If the line is busy you will hear the prompt So
187. to the system can be assigned to a different company INCOMING OUTGOING CALL AUTHORIZATION can be done independently for each port assigned to a given class of service Each port can be authorized to accept only incoming calls only to make outgoing calls or be authorized for both incoming and outgoing calls CORTE INQ ae io ema Outgoing Call E E D Db D econ a des gp ons n see Se epe E Enable D Disable O 2 12 Overview of VPS Functions 2 2 System Administration Class of Service In this class of service port 3 has incoming service but does not have outgoing call service am ga COS 1 OS Incoming Call oo Port 1 ncoming Ca D 1 e ES Outgoing Call m C n i I l Port 2 Incoming Call S 4 Outgoing Call SS N 102 S P eee eee 52 Port 3 Incoming Call 252 2 gt aaa Cale es E a S 2 Outgoing Call r SE N Incoming Call Me Port 4 aA 301 Outgoing Call 302 2 Incoming Call Port 5 Outgoing Call Incoming Call N Port 6 MX lt d Cae a a 312 E 311 t gt l e a ap 3227 320 Outgoing Call Er s COS 1 COS 2 Port 1 2 3 4 5 7 8 Port 1 2 3 4 5 6 7 8
188. to verify Message for was received on Message sent on at for has not been received Message sent on at for has been erased because message retention time has expired Subscriber s Guide U 3 49 3 5 Checking Delivery Status To play the message press 1 To check the previous message press 1 twice To check the next message press 2 To cancel this message or verification press 3 7 Press 3 to cancel the message or verification You will hear the prompt To delete distribution verification of this message press 1 To cancel message delivery press 2 8 Press 2 to cancel the message delivery 2 You will hear the prompt The message delivery is canceled U 3 50 Subscriber s Guide 3 5 Checking Delivery Status 3 5 3 Deleting an Unnecessary Delivery Status To delete an unnecessary delivery status 1 7 8 If the subscriber has used all 84 delivery statuses the status of the oldest message is automatically deleted when a new message is recorded If he or she has an unnecessary status he or she can delete it to add the delivery status of a new message before recording the message Once the status of a message which has already been delivered to the destination is checked the status is automatically deleted Same as Deleting an Undelivered Message Press 1 to delete distribution verification of the message
189. used for setting the parameters used when call holding is active 1 2 Call Retrieval Announcement Timing Sets the duration of the intervals between the voice guidance messages which ask whether or not calls are to be retrieved during call holding The default value is 2 seconds and the range of allowable values is 1 30 seconds Redialing Cancel Timing Sets the duration of the intervals between the voice guidance messages which ask whether or not continuous redials are to be attempted during call holding The default value is 30 seconds and the range of allowable values is 15 60 seconds in 15 second increments Used when transferring a call to an extension number registered in the extension Group The factory setting is FWWX M 3 20 System Administrator Manager s Guide 3 3 3 Setting Voice Mail Parameters 3 3 3 1 Voice Mail Parameters System Mailbox Parameters Number of Mailboxes Personal Greeting Message Length System Message Retention Time System Maximum Message Length System Mailbox Capacity The system mailbox parameters are specified by the System Administrator When a new mailbox is created these parameters are used as initial values for the mailbox parameters The mailbox parameters for each individual mailbox can be specified according to the needs of the subscriber and the storage capacity of the system The Number of Mailboxes defines the maximum total number of mai
190. voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 Press gt then enter your mailbox number If you have the password you will hear the prompt Please enter the password followed by a hash sign Enter the password Check the announcement of the number of messages You will hear the prompt To receive a message press 1 To deliver a message press 2 For other features press 3 For help at any time press 0 Subscriber s Guide U 3 19 3 2 Call Transfer 5 Press 0 for help o You will hear the prompt To receive a message press 1 To deliver a message press 2 For other features press 3 For call transfer press 4 To change playback speed at any time press 9 To end this call press 6 Press 4 for call transfer 7 Enter the extension number U 3 20 Subscriber s Guide 3 3 External Message Delivery If you have been authorized to use the External Message Delivery feature by the System Manager you can deliver your message to any non subscribers You can record a message to be delivered and specify several external message delivery parameters the delivery time and date the telephone number to be called password the receiver s
191. you cannot delete it at this time 2 k ok k 2k ok 2k ak ok FK K ok 3K ook ok ok ok Subscriber Sending 3 25 C e io e O D C gt Ke Listing Guest Mailboxes 1 Go to the subscriber s main command menu 2 Press L3 for Other Features 3 Press L3 for Mailbox Management To customize your mailbox press 1 To change the mailbox parameters press 2 To set the group distribution lists press 3 For guest account management press 4 To set up a guest mailbox press 1 To delete a guest mailbox press 2 To list guest mailboxes press 3 5 Press ABB Guest number is for The password is messages were recorded One message was recorded There are no messages EK SK SK SK SE CK SK 2K SK SE K FK K K SK 2K CK FK FK K K K FK FK FK FK FK E SR CK K FK 2k FK FK CK K K K K 2K 2K 2K K Hint Step 5 If the guest mailbox is not opened No guest mailbox is assigned will be played LLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLL E i io E io 3 26 Subscriber Sending Message Waiting Lamp Notification Setting Either Timed Message Notification or Immediate Message Notification can be set to operate together with Message Waiting Lamp Notification 1 Go to the subscriber s main command menu
192. 1 s 4 The VPS will announce the number of messages Then you will hear the prompt To receive a message press 1 To deliver a message press 2 For other features press 3 For help at any time press 0 5 Press 3 for Other Features You will hear the prompt To check mailbox distribution press 1 For automated attendant status press 2 For mailbox management press 3 6 Press 2 for automated attendant status You will hear the prompt To set call transfer status press 1 To set alternate extension transfer status press 2 For other options press 0 1 7 Press 1 to set the call transfer status 8 Review current status You will hear the prompt Call blocking is enabled disabled Subscriber s Guide U 1 57 15 Setting the Automated Attendant Parameters When Call blocking is disabled Call screening is enabled disabled To enable call blocking press 1 To disable press 2 m 9 Press 1 to enable the call blocking Call blocking is enabled If you want to set the call screening status go to Step 9 9 Press 2 to disable the call blocking Call blocking is disabled 2 You will hear the prompt Call screening is enabled disabled To enable call screening press 1 To disable press 2 10 Press 1 to enable the call screening status or Press 2 to disable the call screening status You will hear the p
193. 1 36 1 3 3 Listing Guest Mailboxes xi Shee a aaa es ee U 1 37 1 3 4 Recording Guest Messages tat gerente U 1 37 3 5 Receiving MESSAGES e U 1 41 1 4 Recording a Message in an Interview Mailbox cec U 1 43 14 1 Recording Quests Dre osa cord i oe seit U 1 44 1 4 2 Erasing QUESTIONS SOR Ep Ou gea Play ERU E REM VIS PENES U 1 47 1 4 3 Setting Answer Length uie eats U 1 50 1 4 4 Enabling Disabling the Interview Mailbox eee U 1 54 1 5 Setting the Automated Attendant Parameters eere U 1 55 1 5 1 Setting the Call Transfer U 1 56 1 5 2 Enabling Disabling Call Transfer to an Alternate Extension U 1 59 1 5 3 Setting up an Alternate Extension eee U 1 61 1 5 4 Creating Personal Bulletin Board Messages U 1 65 1 5 5 Enabling and Disabling the Personal Bulletin Board U 1 69 1 5 6 Message Reception tese ect eter Eee U 1 71 1 6 Setting the Personal Group Distribution List U 1 75 Chapter 2 Receiving Messages 2 1 Receiving MESSAGES kkR e ee U 2 2 2 2 nicupirdo tque U 2 6 2 5 Message Transfert NENNEN PA U 2 10 2 4 Message Transfer with
194. 112 3 113 4 114 5 115 6 116 7 117 8 118 9 119 10 120 Enter the Number You Want to Delete Press when finishing the setup You will return to the Voice Mail Parameter Menu M 3 44 System Administrator Manager s Guide 3 4 Keyboard Operations 11 Select 3 Group Listing to review the listing of the group The menu will appear VT100 compatible terminal Program Voice Mail Parameter System Group Assignment Group Listing 1 6 11 16 21 26 31 36 41 46 51 56 61 66 71 76 81 86 91 96 Manager s Guide System Administrator 3 45 3 4 Keyboard Operations Other RS 232C terminal Program Voice Mail Parameter System Group Assignment ASCII Terminal Group Listing 1 6 11 16 21 26 31 36 41 46 51 56 61 66 71 76 81 86 91 96 12 Press twice until you get the menu VT100 compatible B Program Voice Mail Parameter Menu terminal System Mailbox Parameter External Message Delivery Parameter System Group Assignment Mailbox Setting SELECT ITEM AND PRESS RETURN KEY or M 3 46 System Administrator Manager s Guide 3 4 Keyboard Operations Other RS 232C terminal ASCII Terminal System Mailbox Parameter External Message Delivery Parameter System Group Assignment Program Voice Mail Parameter Menu Mailbox Setting Enter the Number 13 Selec
195. 1362 Check for the ASTA mark e or the BSI mark Y on the body of the fuse If the plug contains a removable fuse cover you must ensure that it is refitted when the fuse is replaced If you lose the fuse cover the plug must not be used until a replacement cover is obtained A replacement fuse cover can be purchased from your local Panasonic Dealer IF THE FITTED MOULDED PLUG IS UNSUITABLE FOR THE SOCKET OUTLET IN YOUR HOME THEN THE FUSE SHOULD BE REMOVED AND THE PLUG CUT OFF AND DISPOSED OF SAFELY THERE IS A DANGER OF SEVERE ELECTRICAL SHOCK IF THE CUT OFF PLUG IS INSERTED INTO ANY 13 AMP SOCKET If a new plug is to be fitted please observe the wiring code as shown below If in any doubt please consult a qualified electrician WARNING THIS APPLIANCE MUST BE EARTHED IMPORTANT The wires in this mains lead are coloured in accordance with the following code Green and Yellow Earth Blue Neutral Brown Live As the colours of the wire in the mains lead of this appliance may not correspond with the coloured markings identifying the terminals in your plug proceed as follows The wire which is coloured GREEN AND YELLOW must be connected to the terminal in the plug which is marked with the letter E or by the Earth symbol zie or coloured GREEN or GREEN AND YELLOW The wire which is coloured BLUE must be connected to the terminal in the plug which is marked with the letter N or coloured BLACK The wire which is coloured BROWN
196. 15 Setting the Automated Attendant Parameters To set up the Alternate Extension 1 Dial an extension number which is connected to the Voice Mail Service Voice Mail Service s Extension Number You will hear the prompt Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 Esel 2 Press then enter your own mailbox number number You will hear the prompt Please enter the password followed by a hash sign Your password 3 Enter the password 3 b 5 6 4 The VPS will announce the number of messages Then you will hear the prompt To receive a message press 1 To deliver a message press 2 For other features press 3 For help at any time press 0 U 1 62 Subscriber s Guide 15 Setting the Automated Attendant Parameters 5 8 Press 3 for Other Features You will hear the prompt To check mailbox distribution press 1 For automated attendant status press 2 For mailbox management press 3 Press 2 for automated attendant status You will hear the prompt To set call transfer status press 1 To set alternate extension transfer status press 2 For other op
197. 16 Recording Bulletin Messages 2 17 Assigning Mailboxes to Bulletin Board 2 19 Ending Bulletin Board Management 2 20 wW oy A E lt D D el D A o gt E 5 3 24 Accessing the Bulletin Board Mailbox 1 Dial an extension number which is connected to the Voice Mail Service Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 2 Press the star key Then enter the Bulletin Manager s mailbox number 97 997 9997 or 99997 Please enter the password followed by a hash sign 3 Enter the password followed by a hash sign Now you are in the Bulletin Manager s main command menu 2 2 Bulletin Manager Customizing the Bulletin Board Mailbox 1 Go to the Bulletin Manager s main command menu For bulletin board management press 1 To review the current bulletin board service press 2 To customize your mailbox press 3 2 Press 3 to customize the mailbox The current password is Password is unassigned To change the setting press 1 Otherwise press 2 3 Press B to
198. 2 set the system group distribution list press 3 set system parameters press 4 set the clock press 5 customize your mailbox press 6 5 Press 2 to go to the Mailbox Setup Menu 2 You will hear the prompt To assign and edit the mailbox press 1 To delete the mailbox press 2 To reset the mailbox password press 3 6 Press 3 to reset the password 3 Manager s Guide System Manager 4 9 42 Setting Up Mailboxes Please enter the mailbox number followed by a hash sign 7 Enter the mailbox number whose password is to be deleted Mailbox number Then press L s You will hear the prompt To delete the current password press 1 Otherwise press 2 8 Press 1 to delete the password You will hear the prompt The password is deleted The VPS then guides you to the Mailbox Setup Menu Step 5 Note Remember you can exit the current menu by pressing at any time M 4 10 System Manager Manager s Guide 4 2 Setting Up Mailboxes 4 2 3 Creating a Mailbox What you will enter How to use work sheets Mailbox Setup Subscriber s Voiced Name Initial Four Letters of Subscriber s Last Name Another one of your jobs as System Manager is to create new mailboxes both for established users and for new subscribers This allows established users to expand their systems and forms the basis for new subscribers systems To create
199. 2 to delete 2 You will hear the prompt Please enter the department number 1 through 9 or to exit Department No 9 Enter the department number Current extension number is To delete the extension press 1 Otherwise press 2 A 10 Press 1 to delete M 5 32 Message Manager Manager s Guide 5 4 Setting Department Dialing 5 4 4 Department Dialing Report To listen to the report Voice Mail Service s Extension Number Message Manager s mailbox number Message Manager s password 3 4 s e The VPS can provide the caller with a voiced report of the extensions assigned to department dialing You can delete update and append the extension after receiving the report Dial an extension number which is connected to the Voice Mail Service You will hear the prompt Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 Press then enter the Message Manager s mailbox num ber You will hear the prompt Please enter the password followed by a hash sign Enter the password Manager s Guide Message Manager M 5 33 5 4 Setting Department Dialing 4
200. 2 2 Initial Service Using the primary initials 80 Last Name s First 2 3 or 4 Letters 7 Le La Note Note Press and 1 You will hear the prompt Please enter the first 3 or 4 letters of the person s last name For the letter Q press 7 For the letter Z press 9 Enter the first 3 or 4 letters of the intended person s last name The VPS will tell you the name of the first member specified by that name You will hear the prompt The extension number is for If this is the person you wish to call press 1 Otherwise press 2 To try again press x If that is the desired name press 1 If you wish to skip that name continue pressing 2 until you find the name that you want When found select by pressing 1 The VPS connects you to the extension of that person You may be asked for your name by the VPS If you hear the following prompt the Incomplete Call Ser vice will be provided See 2 3 Incomplete Call Service Sorry no one is available to answer the call Guide for Non Subscribers N 2 5 2 2 Initial Service 2 2 2 Department Dialing Note As some extension numbers can be very long this can be a problem when you need to call a certain extension with an urgent message Rather than having to search through your papers for the correct extension number you can use the Department Dialing function By pr
201. 26 j Department Dialing Previous Menu k Dial by Name Custom Service Repeat Menu M 3 80 System Administrator Manager s Guide 3 4 Keyboard Operations Other RS 232C Program Custom Service Setting Custom 1 terminal ASCII Terminal Please record the menu message User Prompt No 110 1 Description Menu Repeat Cycle 3 1 3 times Call Transfer Anytime Ext Ext Mbx No Wait for Second Digit 1 1 5 seconds No DTMF Input Operation d a f a Transfer to Mailbox b Transfer to Extension c Operator d Exit Prompt No 126 e Previous Menu f Custom Service Select Operation Keypad Assignment Keypad 1 a Transfer to Mailbox Voice Mail Service Transfer to Extension Call Transfer Service Operator Bulletin Board Service Exit Prompt No 126 Department Dialing Previous Menu Dial by Name f Custom Service Repeat Menu Select Assignment Keypad 2 Transfer to Mailbox Voice Mail Service Transfer to Extension Call Transfer Service Operator Bulletin Board Service Exit Prompt No 126 Department Dialing Previous Menu Dial by Name Custom Service Repeat Menu Select Assignment Note Menu messages must be set up to match the Custom Ser vice settings The menu messages for Custom Services 1 through 16 correspond to prompts nos 110 through 125 Refer to 5 5 Modifying Voice Prompts in Chapter 5 for further information Manager s Guide System Administrator M
202. 3 Bulletin Manager s Password Work Sheets Bulletin Manager W 6 3 Matsushita Electric Industrial Co Ltd Central P O Box 288 Osaka 530 91 Japan Printed in Japan PQQX11329YA F0295Y0 Panasonic Voice Processing System KX TVP150E Summary of Operations for Managers Introduction The Voice Processing system VPS is a convenient easy to use telecommunications system With it recorded messages can be sent received and retrieved at any time from any touch tone telephone in the world The VPS ensures that important calls will never go unanswered and will receive an appropriate response without fail Summary of Functions of the Voice Processing System VPS The following functions are available by calling the system You can specify the telephone number of a person to whom you want a message sent and the time you wish it delivered Then at the preset time the system calls the number you specified and plays your recorded message automatically See Recording External Delivery Messages on page 2 13 of the Summary of Operations for Sub scribers If you are out the system will record incoming calls for you You can retrieve your messages whenever you wish See Receiving Messages on page 1 3 of the Sum mary of Operations for Subscribers You can specify the number of an extension for your calls to be forwarded to Then you can take your calls in another room or at another desk
203. 3 81 3 4 Keyboard Operations 3 4 6 System Reports Menu 1 Select 2 System Reports from the System Administration Top Menu VT100 compatible terminal System Reports Menu Mailbox Assignments System Service Report Call Account Report Port Usage Report Port Usage Statistics Clear Disk Usage Report Disk Usage Statistics Clear Mailbox Usage Report Mailbox Usage Statistics Clear SELECT ITEM AND PRESS RETURN KEY or Other RS 232C terminal ASCII Terminal System Reports Menu Mailbox Assignments System Service Report Call Account Report Port Usage Report Port Usage Statistics Clear Disk Usage Report Disk Usage Statistics Clear Mailbox Usage Report Mailbox Usage Statistics Clear CANOGA WN gt Enter the Number M 3 82 System Administrator Manager s Guide 3 4 Keyboard Operations 2 Select 1 Mailbox Assignments Menu from the System Reports Menu VT100 compatible 5 Mailbox assignments 4 JAN 7 46 PM terminal Default Retention 5 Day MSG Length 3 Min MBOX Capacity 10 Msg MBOX Extn Name COS Retn Capa Leng IM ED MN GA 111 11 SMIT 1 5 10 801 112 12 JOHN 10 X 113 13 LEWI 10 114 21 ANDE 10 115 22 BALD 10 116 23 FORS 10 117 31 WHIT 10 118 32 10 Other RS 232C System Reports Mailbox Assignments terminal Mailbox Assignments 4 JAN 7 46 PM ASCII Terminal Default Retention 5 Day MSG Length 3 Min MBOX Capacity 10 Msg
204. 4 Accumulated number of messages expired by the system All four can be reset to zero with the Disk Usage Clear command 3 3 4 7 Disk Usage Statistics Clear The Disk Usage Report can erase all values and be prepared for use again 3 3 3 8 Mailbox Usage Report The Mailbox Usage Report command provides the infor mation about the usage of a specific mailbox It includes the number of recorded messages the total amount of outgoing calling time and external message delivery message notification guest account interview mailbox and group message delivery 3 3 4 9 Mailbox Usage Statistics Clear The Mailbox Usage Report can be cleared of all values and be prepared for use again M 3 28 System Administrator Manager s Guide 3 3 5 Utility Command Set Time TIME System Backup SAVE LOAD In the utility command mode the System Administrator can access the functions described below by entering the appropriate command TIME PASS ONLN OFLN BREP PSET ELOG SAVE LOAD or GPRN at the prompt This command should be used to set the correct system date and time to ensure accurate scheduling A number of functions require that the system time and date be set correctly in order to operate properly These include message waiting notification external message delivery call retries after initial failure to connect and automatic deletion of messages All system parameters program bulletin board messages and voice pr
205. 6 4800 7 9600 8 19200 2 Word Bit Length 8 1 7 2 8 t 3 Parity None 1 None 2 Odd S Even 4 Stop Bit Length 1 TAL 2 25 3m Set the parameters according to the work sheet Manager s Guide System Administrator 3 71 3 4 Keyboard Operations 4 Select 2 Port Setting from the Hardware Settings Menu VT100 compatible terminal Program Hardware Settings Port Setting Menu 1 Porti 2 Port2 3 Port3 4 Port4 5 Port5 6 Port6 7 Port7 8 Port8 SELECT ITEM AND PRESS RETURN KEY or Other RS 232C terminal Program Hardware Settings Port Setting Menu ASCII Terminal Porti Port2 Port3 Port4 Port5 Port6 Port7 Port8 1 2 3 4 5 6 T 8 Enter the Number M 3 72 System Administrator Manager s Guide 3 4 Keyboard Operations 5 Select a port to specify the settings VT100 compatible Program Hardware Settings Port Setting Port Menu terminal Flash Timer ener ana CPC Signal Disconnect Time eerte iiti a den 2 Dial or Other RS 232C terminal ASCII Terminal 1 Flash Time 100 1 100 2 300 3 600 4 900 Program Hardware Settings Port Setting Port Menu CPC Signal 6 5 1 NONE 2 6 5 3 150 4 300 5 450 6 600 Disconnect Time 2 1 8 Dial Mode DTMF 1 DTMF 2 Pulse 10pps 3 Pulse 20pps Press twice to return to the Program Hardware Settings M
206. A o Accessing the Message Manager s Mailbox 1 Dial an extension number which is connected to Voice Mail Service Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 2 Press the star key Then enter the Message Manager s mailbox number 98 998 9998 or 99998 Please enter the password followed by a hash sign 3 Enter the password followed by a hash sign Now you are in the Message Manager s main command menu 1 2 Message Manager Transferring Messages from the General Delivery Mailbox l Goto the Message Manager s main command menu 2 Review the number of messages To transfer messages from the general delivery mailbox press 1 To change the company greetings mode press 2 For other features press 3 For help at any time press 0 lt D lt D 2 D E 3 Press to transfer the message from the general delivery mailbox You have message s 4 Review the message To repeat this message press 1 To play the next message press 2 To erase this
207. Automated Attendant Bulletin Board Interview Service and Custom Service can be assigned to each line In addition each line can be assigned three outgoing call services such as Message Waiting Notification Urgent Message Notification and External Delivery With four additional DSP cards installed the VPS is able to handle eight calls simultaneously Each DSP card houses two DSPs each of which is connected to a separate telephone line Each DSP encodes and decodes incoming and outgoing voice signals respectively and can handle a single incoming call service or a single outgoing call service at a time After installing an optional modem card to the VPS the diagnostic and remote programming services can be performed By connecting the VPS to an optional Battery Adaptor which can be connected to two automobile type batteries 12 VDC x 2 the VPS cannot be interrupted by an AC power failure CO Card KX TVPI52E DSP Card KX TVPI53E Modem Card KX T123296 Battery Adaptor KX A26 Manager s Guide Configuration amp Installation 2 7 2 1 What is a System Configuration Installing options for
208. Board If you assign a mailbox you cannot go to the next level Review the message This is the new bulletin message To edit the bulletin message press To select a bulletin message for level 3 enter a number 1 through 9 Select the feature you want You can return to level 1 by pressing You can select a bulletin message for level 4 by entering the last 2 digits of its number Message 112 Example KX T 61610 has 6 CO lines 16 extensions RS 232C SMDR port and programmable system features To call the sales department for the details press 1 To get back to the previous message press x Unless you wish to return to the previous message and choose the other option press 1 at which point you will be connected to the PBX sales department Dial an extension number which is connected to the Voice Mail Service You will hear the prompt M 6 14 Bulletin Manager Manager s Guide 6 2 Creating a Bulletin Board Message Bulletin Manager s mailbox number s Lz Bulletin Manager s password s s z amp Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 Press then ent
209. Bulletin Board Service 4 3 D 4 5 Login 4 6 Voice Mail Service 4 7 to restart Subscriber s main command 4 8 to call transfer 4 9 to exit the menu Some of the Text in This Manual Is Enclosed in Boxes The system provides voice prompts to persons accessing it In order to distinguish these voice prompts from the rest of the text in the manual they are enclosed in boxes like the one shown below Example Good morning Good afternoon Good evening You have reached the voice processing System ooo Quick Tip When you finish your call make sure to follow the prompt provided by the system to complete the current operation before actually hanging up the phone If you have to hang up before the prompt is finished e Press E3 EB Then hang up the phone e If you forget to press before hanging the phone the line will remain engaged until the prompt finishes playing It is therefore necessary to wait about 30 seconds or so before calling the same number back again In addition to subscribers to the system other persons who will be using it should also be informed of the above The above operation works except in the following cases when messages are being received when is necessary to enter the specified parameters such as date time or mailbox number LEE EE EEEE E E E RRR RRR E E E EE E E E E EE E E E EEE E E E E E E E E E op Cc n 9 H
210. CT ITEM AND PRESS RETURN KEY or Other RS 232C Program Call Services Menu terminal ASCII Terminal Day Service Meny Class of Service Port Setting Outgoing Call Service Prompt Rotary Telephone Service Enter the Number M 3 54 System Administrator Manager s Guide 3 4 Keyboard Operations 2 Select 1 Day Service Menu The menu will appear VT100 compatible Program Call Services Day Service Menu terminal Mon Day Service Start Time 9 00 AM Day Service End Time 5 00 PM Tue Day Service Start Time 9 00 AM Day Service End Time 1 5 00 PM Wed Day Service Start Time 9 00 AM Day Service End Time 5 00 PM Thu Day Service Start Time 9 00 AM Day Service End Time 5 00 PM Fri Day Service Start Time 1 9 00 AM Day Service End Time 5 00 PM Sat Day Service Start Time 9 00 AM Day Service End Time 5 00 PM Sun Day Service Start Time 9 00 AM Day Service End Time 5 00 PM or Other RS 232C terminal ASCII Terminal Mon hh mm xM Day Service Start Time 9 00 AM Day Service End Time 5 00 PM Tue hh mm xM Day Service Start Time 9 00 AM Day Service End Time 5 00 PM Wed hh mm xM Day Service Start Time 9 00 AM Day Servic
211. Continuance Recording in multiple mailboxes Custom n Custom Service Number X in the screen indicates that the feature marked with X is used Manager s Guide System Administrator 3 85 3 4 Keyboard Operations 4 Select 3 Call Account Report to check who made an exter nal system call VT100 compatible Call Account Report 4 JAN 7 46 PM MBOX 111 4 JAN 7 46 00 01 32 DIAL 4312111 MBOX 116 7 2 26 PM 00 03 32 DIAL 039814809 MBOX 114 7 JAN 5 06 PM 00 02 45 DIAL 2612601 MBOX 118 8 9 07 00 01 15 DIAL 4312111 MBOX 112 8 JAN 10 24 00 04 51 DIAL 4312111 or Other RS 232C terminal ASCII Terminal MBOX 111 4 JAN 746 00 01 32 DIAL 4312111 MBOX 116 7 JAN 2 26 PM 00 03 32 DIAL 039814809 Call Account Report 4 JAN 7 46 PM MBOX 114 7 5 06 00 02 45 1 1 2612601 MBOX 118 8 9 07 00 01 15 DIAL 4312111 112 8 10 24 00 04 51 DIAL 43121 11 Press V to return to the System Reports Menu M 3 86 System Administrator Manager s Guide 3 4 Keyboard Operations 5 VT100 compatible terminal or Other RS 232C terminal ASCII Terminal Note Select 4 Port Usage Report to know the frequency of port usage 4 JAN 7 46 PM Port Usage Report FROM 10 APR 9 53 AM PORT ED MN Connect Time 8 0 02 20 19 1 0 00 18 54 8 Total Full line Time 00 36 39 System Reports Port Usage Report
212. Creating Bulletin Board Messages Level 4 1 Select a bulletin message for level 4 as in the operation at previous levels The bulletin message number is There is no bulletin message recorded or destination assigned To record a message press 1 Otherwise press 2 2 Press KB to record a message 3 Record a message See Recording Message To review press 1 To accept press 2 To record a new one press 3 To add press 4 To erase and exit press X 4 Press to accept To assign an extension press 1 Otherwise press 2 5 Press to proceed to the next step 5 Press KB to assign an extension and go to the Extension Assignment menu If you assign an extension you cannnot go to the next level lt o Cc gt 24 6 To assign a mailbox press 1 Otherwise press 2 Press to proceed to the next step 6 Press Kl to assign a mailbox and go to the Mailbox Assignment menu If you assign a mailbox you cannot go to the next level 2 12 Bulletin Manager Creating Bulletin Board Messages Level 4 7 Review the message This is the new bulletin message To edit the bulletin message press 8 Select the feature you want SSR Rx Hint Step 1 If the message for this number already exists you can review it directly after the s
213. Day Service 22 l gt lt pis 25 N i Night Service Overview of VPS Functions O 3 7 3 2 Message Management 3 2 3 Programming Department Dialing Numbers Recording The Department Dialing Menu Message Programming Department Dialing Numbers Canceling Department Dialing Numbers Department Dialing Report The VPS allows the message manager to assign up to nine extension numbers to department dialing numbers for use by users connecting to the Automated Attendant service The menu message informing users of the available depart ment dialing numbers is also recorded by the message manger The message manager can record the menu message informing users of the available department dialing num bers After recording the department dialing menu message the message manager can set up to nine department dialing numbers The message manger can cancel department dialing num bers and erase the department dialing menu message at any time The VPS can provide a voice report of the current depart ment dialing settings The message manager can use this report to confirm the present department dialing setup and change add or delete department dialing numbers if necessary The department dialing menu can be rerecorded at any time 3 2 4 Modifying Voice Prompts The message manager can modify some of the system voice prompts from his or her telephone These voice prompts
214. Example I have new information about product A B and C To receive the information about product A press 1 To receive the information about product B press 2 To receive the information about product C press 3 To receive the information about new product press 9 Enter any key to receive the corresponding information Example Press 1 You will hear the message Guide for Non Subscribers N 2 15 2 3 Incomplete Call Service or Press 2 You will hear the message or Press 3 You will hear the message or Press 9 You will hear the message New product is N 2 16 Guide for Non Subscribers 2 3 Incomplete Call Service 2 3 5 Calling Another Extension To call another extension 1 3 Another Ext No 2 8 Note When the line you want isn t available you do not have to hang up to call another extension If that extension is also busy or not answering the VPS provides you with a prompt and a request to enter another command for Incomplete Call Service The line you want to get is not available You will hear the prompt Sorry no one is available to answer the call To leave a message press 1 If your message is urgent press 2 To listen to a message from this party press 3 Since there is no command you want in the menu press 0 for help You will hear the prompt To leave your message
215. External Message Delivery necessary to reduce the costs of the outgoing call The call duration is measured by the VPS starting from the point at which the specified telephone number called is answered and terminates the call if the specified length of time is exceeded It can be set from 1 to 9 minutes System External Message Delivery Redial Mode If set to YES the VPS will automatically redial when there is no answer or if the line is busy If Retry is enabled If there is no answer the system redials the number one hour later If the line is busy the system redials the number up to two times at 5 minute intervals If the line remains busy during that time the system redials the number one hour later The above operation is repeated only one time for a maximum total of 5 retries If Retry is disabled If there is no answer the operation is complete If the line is busy the system redials the number up to two times at 5 minute intervals If the line remains busy during that time the system does not retry later D Note indicates call i 1 hour Number in circle indicates r number of retries e g 3 No Answer No Answer 5 5 Busy Busy indicates three retries If retry is enabled 1 hour 5 5 min up If retry is enabled ooo 1 hour 5 5 min No Answer gt Busy Busy If retry is enabled Manager s Guide System Manager 4 41 4 4
216. Greetings To enter the company greeting selection mode 1 Port Assignment menu Depending on business hours and the telephone line connected to the port you can choose which greeting is to be delivered to each port of the VPS In this way you can present your individual business and non business hour greetings Each port can be assigned two greetings each of which is provided to the caller on either business or non business hours Get to the Company Greeting Assignment menu Follow the steps 1 14 in 5 3 1 Recording Company Greetings You will hear the prompt To play this message in daytime press 1 Otherwise press 2 Press 1 to play it in daytime and go to the Port Assignment menu step 3 Press 2 to play it at night time You will hear the prompt To play this message at night time press 1 Otherwise press 2 Press 1 You will hear the prompt Please enter the port numbers for which this greeting will be assigned followed by a hash sign Manager s Guide Message Manager M 5 15 5 3 Company Greetings Operation Port number 3 Enter the port number and LU s 5 8 You will hear the prompt This greeting will be played at port j daytime night time To change this setting press 1 Otherwise press 2 4 Press 2 to accept it 2 Note If you select daytime in step 2 you will hear the prompt To play this message at night time pres
217. Guide 6 2 Creating a Bulletin Board Message Note 9 9 n Note 10 11 Note Level 4 If you assign an extension you cannot go to the next level To assign a mailbox press 1 Otherwise press 2 Press 2 to proceed to the next step Press 1 to assign a mailbox See 6 3 3 Assigning Mail boxes to the Bulletin Board If you assign a mailbox you cannot go to the next level Review the message This is the new bulletin message To edit the bulletin message press To select a bulletin message for level 4 enter a number 1 through 9 Select the feature you want You can return to level 2 by pressing Message 1121 Example I m calling PBX sales Dept Please wait a moment Dial ext 32 At this point you will be connected with the PBX sales dept from which you will be able to receive additional information concerning the product in which you are inter ested Manager s Guide Bulletin Manager 6 17 6 2 Creating a Bulletin Board Message 1 Dial an extension number which is connected to the Voice Voice Mail Service s Mavic Extension Number You will hear the prompt Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wa
218. Guide Introduction Chapter 1 Chapter 2 Chapter 3 Chapter 1 Chapter 2 Chapter 3 Chapter 4 Note This guide consists of three parts Subscriber s Guide Guide for Non Subscribers and Glossary The Subscriber s Guide explains the setup and operation of the Voice Processing System the VPS for the subscribers who have their own mailbox in the VPS Before receiving or sending messages a subscriber may have to perform the settings of the mailbox to make use of the VPS features This guide is divided into three chapters Mec U 1 1 U 1 82 Receiving Messages 555 U 2 1 U 2 34 Sending Messages U 3 1 U 3 51 The Guide for Non Subscribers explains the operation of the VPS for non subscribers who have no mailbox When a non subscriber calls the VPS or the VPS calls a non subscriber to deliver a message from a subscriber or from a non subscriber various functions of the VPS oper ate for that communication by telephone This guide describes the operation of the VPS according to each function as follows Voice Mail Service N 1 1 N 1 21 Automated Attendant Service N 2 1 N 2 18 Bulletin Board Service N 3 1 N 3 5 Interview SOrvIQe us neos din etse N 4 2 The operations described in the Guide for Non Subscribers can be used of course by su
219. K 2K SK SE SK K K FK SK 2K CK FK CK K K K FK 3K FK FK 2 CE K CK K FK FK E FK FK K K K Rc 2K 2K K Hint Step 3 You can skip hearing the Help menu Step 8 You can press another key for another feature EK 2K K SE SE CK SK 2K 2K K K FK K FK FK CK CK FK K K K K FK FK FK FK FK E K CK K FK FK FK FK FK FK K K K 2K KG KG E 3 34 Subscriber Sending Recording a Message in a Guest Mailbox You have to set the guest mailbox beforehand See Setting up a Guest Mailbox 1 Go to the subscriber s main command menu 2 Press L3 for Other Features 3 Press O for the Help menu then press 3 for the Guest Account Guest mailbox is assigned Please enter a guest mailbox number 1 through 4 4 Enter the guest mailbox number amp B J This guest is messages were recorded One message was recorded To deliver your message to this guest press 1 Otherwise press 2 5 Press KB to deliver your message 6 Goto Recording Messages menu Kok okok ok oko ok 2K ak ok 3K 3k 2K 2 K 2K 3K 3K 3K 3K K 2K FK K 2K 3K 3K K K 2K K FK K K K 2K Ok K Hint Step 3 You can skip hearing the Help menu If the guest mailbox is not be setted No guest mailbox is assigned will be played Step 5 You can cancel the delivery by C e io Q O D C E Subscriber Sending 3 35 E i io
220. LING PARTY CONTROL CPC SIGNAL is the time required to detect a break in the CPC signal from the PBX The break indicates to the VPS that the call has been terminated The initial setting is 0 milliseconds NONE This can be changed or even set so that the VPS will not detect breaks in the CPC signal at all DISCONNECT TIME is the duration the VPS remains on the line after the caller has hung up From the time the caller hangs up until the disconnect time has elapsed the VPS cannot answer any incoming calls on the line The initial setting is 2 seconds and this can be changed DIAL MODE can be set to DTMF tone or pulse The initial setting is DTMF O 2 6 Overview of VPS Functions 2 2 System Administration Silence Reduction Parameters See Administrator s Work Sheets Silence Reduction PBX Interface Parameters In order to use storage space on the hard drive effectively silent segments in the recorded voice messages are reduced automatically by the VPS The silent segment reduction threshold level and maximum silent segment recording time can be set by the system administrator SILENCE REDUCTION LEVEL SILENCE RECORDING TIME See Administrator s Work Sheets PBX Parameter 1 Dialing Parameters PBX Type Inband Integration Extension Length Two types of parameters are used to program the VPS for optimal signaling and performance with the PBX Dialing Parameters and Inband Signaling Parameters These p
221. La When the VPS restarts after voice mail operations have been interrupted whether because of power loss or the use of System Utilities you will want to set the present date and time Usually the System Administrator or the System Manager sets the present date and time on the VPS from their own telephone but also the Message Manager can set them if the system clock is not being accessed by the System Manager or the System Administrator It is important to set the exact time since Message Waiting Notification External Message Delivery Redialing and Rescheduling of External Message Delivery or Automatic Message Deletion are scheduled according to this setting Dial an extension number which is connected to the Voice Mail Service You will hear the prompt Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 Press then enter the Message Manager s mailbox num ber You will hear the prompt M 5 54 Message Manager Manager s Guide 5 8 Setting the Date and Time Please enter the password followed by a hash sign Message Manager s 3 Enter the password Then press password 3 4 5 e You will hear the prompt You ha
222. Manager 5 47 5 6 Recording the Company Name 10 Press 2 to accept Your recording has been accepted Note You can take any actions above here Press 1 to review 3 to record a new one 4 to add or to erase and exit In order to store the recording please accept it in the end M 5 48 Message Manager Manager s Guide 5 7 Customizing the Message Manager s Mailbox Message Manager Password Message Manager s Extension To customize the message manager s mailbox 1 Voice Mail Service s Extension Number As Message Manager you can customize your mailbox by specifying the password and the extension of the operator You can specify your password from your telephone at any time to protect the general delivery mailbox and company greetings The password can have up to 8 digits and must be entered to execute the system operation A caller who would like to have the help of the operator is transferred to the extension specified by you You can then specify the extension which the caller will connect to when he enters 0 the operator key Dial an extension number which is connected to the Voice Mail Service You will hear the prompt Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotar
223. Message Delivery Message Notification Guest Account Mailbox Assignments The Mailbox List Up command provides information about authorized features for each mailbox and current settings for mailbox parameters and system mailbox parameters The features listed in this command are interview mailbox external message delivery message waiting notification guest accounts and personal bulletin board M 4 54 System Manager Manager s Guide 4 6 Checking System Usage Call Account Report To go to System Report Menu 1 Voice Mail Service s Extension Number 2 System Manager s mailbox number 9 This report provides information on outgoing calls for billing It includes the mailbox number telephone number and date and duration time of the outgoing call You can reset the accumulation of the data in the Port Usage Report Disk Usage Report and Mailbox Usage Report to zero This is useful if you generate reports at regular intervals weekly monthly etc and need to compare usage information If you are generating an interim report you ll probably want to continue the accumulation of the counts Dial an extension number which is connected to the Voice Mail Service You will hear the prompt Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name
224. Panasonic Overview of the Voice Processing System Functions Guide to the Voice Processing System Model No KX TVP150E MUSAS OMSSFI0Hd 3201 esu au Please read this manual before any operation Overview of the Voice Processing System Functions Read This Manual First The Voice Processing System VPS is inexpensive conve nient and easy to use It allows recorded messages to be sent received and retrieved at any time from any touch tone telephone anywhere in the world Step by step voice prompts assist first time users In no time at all they will be zipping through messages without a second thought The VPS provides the following benefits It replaces tedious unclear or otherwise inadequate memos which could easily be understood with clear concise messages recorded in your own voice It can be delivered 24 hours a day seven days a week to any touch tone telephone in the world It does not require that both parties be on the line at the same time in order to communicate As a business application the VPS can be used to encour age short concise messages free of unnecessary small talk It thus becomes an efficient time management tool A ring ing telephone can often interrupt your train of thought Thanks to the VPS this is no longer a problem You can choose the times which are most convenient for yo
225. Panasonic ves L Running Indicator Power Indicator Power Switch Reset Button 59 ToEIA B RS 232C Ge Interface 4 To Battery Adaptor Telephone gt 074 To AC Outlet Line M 2 2 Configuration amp Installation Manager s Guide 2 What is a System Configuration Inside View of the Voice Processing System Alarm Indicator Running Indicator n W 4 0 1 CO 254CO 3 4 T4 DSP 1 4 05 2 p 405 3 4DSP 4 5 Power psp CPU Indicator Reset Button Power Switch Metal Board Hard Disk Drive DC Jack for EIA Optional Connector Battery RS 232C Adaptor AC Power Jack CO Card DSP Card CPU Card Note EIA port is at SELV DC Jack for
226. Please enter the password followed by a hash sign Message Manager s 3 Enter the password password 4 s e Now you are in the Message Manager s main command menu Manager s Guide Message Manager 5 5 5 2 Managing the General Delivery Mailbox You will hear the prompt You have message s To transfer messages from the general delivery mailbox press 1 To change the company greetings mode press 2 For other features press 3 For help at any time press 0 4 Press 1 to transfer the messages from the general delivery mailbox You will hear the prompt You have message s 5 Listen to the message s M 5 6 Message Manager Manager s Guide 5 2 Managing the General Delivery Mailbox 5 2 2 Delivering a Message To transfer messages from the general delivery mailbox Note You will hear the prompt To repeat this message press 1 To play the next message press 2 To erase this message press 3 To transfer this message press 7 Press 7 to transfer the message You can review the message by pressing 1 You can play the next message by pressing 2 You can erase the message by pressing 3 You will hear the prompt Please enter the mailbox number to which this message Should be transferred To enter by name please press a hash sign and 1 Enter the destination mailbox number You will hear the pro
227. Please enter the password followed by a hash sign Enter th d Message Manager s 3 nter the passwor password 4 s e M 5 30 Message Manager Manager s Guide 5 4 Setting Department Dialing 4 Now you are in the Message Manager s main command menu You will hear the prompt You have message s To transfer messages from the general delivery mailbox press 1 To change the company greetings mode press 2 For other features press 3 For help at any time press 0 Press 3 for Other Features You will hear the prompt To change the company greetings press 1 For department dialing programming press 2 To modify voice prompts press 3 To record a company name press 4 To customize your mailbox press 5 To set the clock press 6 To set up message waiting notification press 7 Press 2 for the Department Dialing programming You will hear the prompt To set up department dialing press 1 For department dialing report press 2 To exit press Press 1 to set department dialing You will hear the prompt Manager s Guide Message Manager M 5 31 5 4 Setting Department Dialing To change the department dialing menu press 1 To change an extension press 2 7 Press 2 to change department dialing 2 You will hear the prompt To assign an extension press 1 To delete press 2 8 Press
228. S 232C Terminal ASCII Terminal 1 9 then RETURN Select item from the menu on the screen INI Exits and return to the previous step in the menu M 1 8 Introduction Manager s Guide Chapter 2 System Configuration and Installation This chapter tells you about the configuration of the VPS expansion of the system and how to install the VPS Contents 2 1 What is a System Configuration M 2 2 ZO ASO CO oec toque te utis etes M 2 5 21 2 M 2 5 21 3 Hard Disk di Ve M 2 5 Zw d CPU Gad assecutus M 2 5 2 1 5 System Expansion nasi cede ends M 2 6 2 2 How to Install the M 2 9 2 2 1 Where can the VPS be installed M 2 10 2 2 2 Connecting Telephone Lines tothe VPS qe oo iei oed to setae M 2 13 2 2 3 Connecting a Data Terminal or a Printer to the VPS M 2 17 2 2 4 Connecting the Power Cable iO sie V PS oed optet sdb teet a M 2 21 2 2 5 Starting System noua doceret ee M 2 22 2 What is a System Configuration The Voice Processing System VPS comprises a CO card a DSP card the CPU card a hard disk drive and proprietary system software The VPS can be expanded to be able to handle up to eight simultaneous calls by installing expansion units such as additional CO cards and DSP cards Overview of the Voice Processing System Unit Alarm Indicator
229. SK 2K FK 2K ok 2K FK FK 2K FK 2K 2K FK 3K FK FK FK FK FK 2K 2K FK FK 2k 2K FK FK FK 2K FK FK 2K CE 2K 2K 2K K 2K 2K 2k K Hint Step 3 You can accept the mode by pressing 2 FKK K K K K K FK K K FK K K K FK FK K K K K K K FK K K K K FK K K K K K K FK K K K K K K K K K K 1 6 Message Manager Setting Automatic Mode 1 Go to the Changing Company Greetings Mode menu See steps 1 2 in the Changing Company Greetings Mode Press to change the setting To set company greeting mode to day mode press 1 To set the mode to night mode press 2 To set the mode to automatic mode press 3 Press to set the automatic mode Current day service start time for Monday Tuesday Sunday is To change the day service start time press 1 Otherwise press 2 Press to set change the time Please enter the new time followed by a hash sign Enter the time and press a hash sign Please enter 1 for AM or 2 for PM Press e Message Manager D lt D 2 D A Setting Automatic Mode 7 Press to accept Current night service start time for Monday Tuesday Sunday To change the night service start time press 1 Otherwise press 2 E n 8 Repeat the Steps 4 6 day mode
230. Service Enable Disable Port 8 lt onl loa Port 8 OC Service Setting Enable Disable CoS Port No 1 213 4 5 6 7 8 Incoming Call E EIDDIDID E E E Enable D Disable COS 2 Port No 1 213 4 5 6 7 8 Incoming Call E E E EDIDDID E Enable D Disable COS 8 Port No 1 213 4 5 6 7 8 Incoming Call E D ED E D EID E Enable D Disable MAILBO OC Service Outgoing Call Service COS Class of Service Overview of VPS Functions O 2 17 2 2 System Administration Automated Attendant Parameters See Administrator s Work Sheets Automated Attendant Setting The DEPARTMENT DIALING NUMBER parameter can be used to assign up to nine extension numbers to single digit abbreviations 1 9 which can then be used by callers using the Automated Attendant service to contact the department of their choice The CALL QUEUING ANNOUNCEMENT parameter can be set by the system administrator as required by the company If it is set to on callers waiting to be connected by the Automated Attendant to an extension which is busy will receive an announcement telling them how many other callers are waiting and asking them if they wish to be added to the q
231. This information allows subscribers to check whether messages have been delivered and if appropriate erase certain messages before the VPS has delivered them Message Waiting Notification If a subscriber has been authorized by the system manager to use the message waiting notification feature and has turned the feature on the VPS will call at a specified time each day to notify him or her that there are unplayed mes sages waiting in the mailbox This feature eliminates the need to check one s mailbox manually The subscriber can choose to be notified of the receipt of messages in the following ways notification via external calling notification via a pocket pager and notification by the message waiting lamp If the subscriber chooses the first option the VPS will call the telephone number specified and notify that there are messages waiting The subscriber can then listen to the messages if desired With the second option the VPS calls the pager repeatedly until the subscriber retrieves the mes sages If the third option is chosen the VPS turns on the Overview of VPS Functions O 1 3 1 1 Voice Mail Service message waiting lamp of the specified extension phone as soon as a new message is received 1 1 1 1 Message Waiting Notification at a Specified Time Message Waiting Notification Via a Pocket Pager Message Waiting Notification Via External Calling Setting the Message Waiting Notification Time With th
232. This is one of your tasks as System Manager All you need to carry out the request is the mailbox number To delete a subscriber s mailbox 1 Dial an extension number which is connected to the Voice Voice Mail Service s Mail Service Extension Number You will hear the prompt Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 2 Press then enter the System Manager s mailbox System Manager s number mailbox number I 9 o You will hear the prompt Please enter the password followed by a hash sign Manager s Guide System Manager M 4 5 4 23 Setting Up Mailboxes 3 Enter the password Then press System Manager s password 1 2 3 fe You will hear the prompt To receive a message press 1 To deliver a message press 2 For a system report press 3 For other features press 4 For help at any time press 0 4 Press 4 to go to the Other Features Menu 4 You will hear the prompt check mailbox distribution press 1 set up mailbox press 2 set system group distribution list press 3 set system parameters press 4 set the clock press 5 customize you
233. Up Mailboxes Extension Number Authorization of Message Notification Interview Mailbox Authorization Guest Account Authorization Personal Bulletin Board Authorization begin with the same four letters This means that it is possible to contact a subscriber even if you do not remember the correct mailbox number or extension Each extension can have one mailbox If a user calls an extension through the Automated Attendant service and the line is busy or there is no answer he or she is automatically transferred to the mailbox and can leave a message there if desired To make VPS management easier it is a good idea to assign each mailbox the same number as the extension belonging to its owner This function allows the subscriber to be notified if there is a message waiting Should the subscriber request it and re ceive authorization from you the System Manager he or she can choose from three different types of message notifi cation Message notification light beeper or direct call There is a special sub mailbox which can record a series of questions to prompt callers who wish to leave messages for the necessary information The VPS can only accommo date a maximum of sixteen interview mailboxes however so only sixteen subscribers can assign the interview mes sages It is your job to assign numbers to the interview mail boxes These numbers should be different from the owners mailbox number This will allow ca
234. Utility Commands ONLN OFLN PASS TIME BREP PSET ELOG SAVE LOAD GPRN HELP VERS 3 4 7 1 ONLN On Line Set Controls on line service ON Controls on line services OFF Sets the System Administrator s password Sets the system clock date and time Displays the bulletin board message recording status Specifies the reports printing time Displays device error log Stores a back up of the program or data on the hard disk Restores a back up of the program or data to the system Displays all of the VPS parameters Lists utility command names Program Version Check 1 Type ONLN then press RETURN The menu will appear ONLN ON LINE MODE The VPS resumes the interrupted services Manager s Guide System Administrator 3 93 3 4 Keyboard Operations 3 4 7 2 OFLN Off Line Set 1 3 4 7 3 PASS Password 1 Type OFLN then press RETURN If the VPS services do not currently function the VPS suspends services The menu will appear OFLN OFF LINE MODE 1 If the VPS services are currently functioning then the menu will appear Now Line is used WAIT After finishing the current operation the VPS turns the system s on line mode off The menu will appear OFF LINE MODE Type PASS then press RETURN The menu will appear PASS 1 Administrator Password 2 System Reset Clear Password
235. VPS will finish this process giving the following prompt There are no messages Then Thank you for calling 2 Press x to end this call You will hear the prompt Thank you for calling 3 Hang up the telephone Guide for Non subscribers N 1 21 Chapter 2 Automated Attendant Service This chapter explains how the VPS handles incoming calls and provides step by step instructions for accessing the VPS s Automated Attendant service Contents 2 1 What is an Automated Attendant Service N 2 2 2 2 Initial SOE VICE EVE Dod tUa tee vb debe ED PUE N 2 3 2 2 1 Call Transfer N 2 4 2 2 2 Department Dialing N 2 6 2 2 3 Listening to the Bulletin Board us so ata nana in dex ARA N 2 7 2 3 Incomplete Call Service N 2 8 2 9 Call HORIS N 2 9 2 5 2 Message Recording ceat N 2 10 2 3 3 Call Transfer to an Alternate ies en stipite N 2 14 2 3 4 Listening to the Personal Bulletin NOU DENEN E EPI N 2 15 2 1 What is an Automated Attendant Service The automated attendant essentially performs the functions of a telephone switch board operator connecting callers to the specified extension with as much ease as possible The automated attendant not only connects you to your destination but also provides you with additional services For example
236. You will hear the prompt Please leave me a message at the tone To end recording press 1 To pause and restart recording press 2 9 Speak your message 10 Press 1 to end recording You will hear the prompt To review press 1 To accept press 2 To record a new one press 3 To add press 4 To erase and exit press 11 Press 2 to accept the message 3 4 5 Personal Group Distribution List The VPS allows each subscriber to have his own personal group distribution lists He can have up to eight personal group lists assigned a group number between 1 and 8 and the total number of entries for the eight lists must not exceed 100 The subscriber can send his message to up to 40 multiple mailboxes with the system and personal group distribution list See 1 6 Setting the Personal Group Distri bution List to add to members or delete them from the list U 3 40 Subscriber s Guide 3 4 Group Delivery To deliver your message using a personal group distribution list 1 Dial an extension number which is connected to the Voice Voice Mail Service s Mail Service Extension Number You will hear the prompt Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a mom
237. a n Yn Setting Answer Length for the Interview Mailbox 1 Go to the subscriber s main command menu Press L3 for Other Features 3 Press O for the Help menu then press for Interview Mailbox management To record the question press 1 To set the answer length press 2 To erase the question press 3 4 Press e to set the answer length 5 Review question No 1 and its answer length Question No No question is recorded Answer length is seconds or Question No Answer length is seconds To change the length of the answer press 1 To skip to the next question press 2 To skip back to the previous question press 3 To go directly to a question please press a hash sign now 6 Press B to set or change the length Please select the answer length For 4 seconds press 1 For 8 seconds press 2 For 16 seconds press 3 For 32 seconds press 4 3 36 Subscriber Sending Setting Answer Length for the Interview Mailbox 7 Press KB e 3 Or for the desired message length 8 Check the length that you have just entered To change this setting press 1 Otherwise press 2 9 Accept the length by pressing 10 Review the next question and its answer length 11 Repeat steps 5 9 EK SK SK SK SE CK SK 2K SK SE CK E K FK 3K 2K CK FK SK K
238. a Mailbox Parameter to S System then you can make changes to the parameters for all mailboxes just by changing the appropriate system parameters If a Mailbox Parameter is set to anything other than S it is nec essary to update the parameters for each individual mailbox when you wish to make changes 3 3 3 2 External Message Delivery Parameters Note System External Message Delivery Duration Time System External Message Delivery Redialing Mode The external message delivery feature allows subscribers to deliver the recorded messages automatically at a later time to any telephone number they choose In order to use this feature however they have to be authorized To prepare a message for external delivery the subscriber records the recipient s name specifies the date and time and telephone number for delivery establishes a password and then records the message The system administrator can tailor the external delivery service to match the telephone system by setting any or all of the following parameters The External Message Delivery function assumes that messages will be delivered to an external destination It is therefore not possible to listen to messages using a pager The system external message delivery duration time sets the maximum telephone connect time allowable when the VPS calls the specified recipient to deliver a message It is intended to prevent excessive telephone charges caused by the increasing telephon
239. a computer system The key on the telephone keypad A VPS voice prompt which allows the user to receive the complete list of available options in the current menu at any time A feature which allows the message receiver to reply to a message without specifying the extension number of the message sender this information is held by the VPS O 5 4 Overview of VPS Functions 5 1 Glossary Inband signaling Incomplete call service Initialization Interview mailbox Interview service Keypad LCD Mailbox capacity Mailbox extension number Mailbox management Menu Message delivery redial Message manager The PBX sends DTMF tone codes to the Voice Processing System to indicate the state of the call which has been transferred by the Automated Attendant service A variety of features to which a non subscriber will be directed if he or she cannot complete his or her call E g call holding calling another extension Clearing the VPS of all messages and mailboxes and ini tializing the system tables A special type of subscriber mailbox where the owner can record questions for the caller to leave answers to A series of prerecorded questions are given to the VPS caller to which he or she can leave a recorded reply All touch tone keys on the telephone Liquid crystal display The number of messages that can be recorded in a sub scriber s mailbox set to between 5 and 99 by the System Admi
240. a message press 2 For other features press 3 For help at any time press 0 5 Press 3 for Other Features You will hear the prompt To check mailbox distribution press 1 For automated attendant status press 2 For mailbox management press 3 6 Press 2 for Automated Attendant Status You will hear the prompt To set call transfer status press 1 To set alternate extension transfer status press 2 For other options press 0 U 1 66 Subscriber s Guide 15 Setting the Automated Attendant Parameters 7 o 8 Note 9 L 10 1 11 Press 0 for the Help menu You will hear the prompt set call transfer status press 1 set alternate extension transfer status press 2 set up alternate extension press 3 record a personal bulletin message press 4 set personal bulletin board status press 5 set message reception mode press 6 Press 4 to record personal bulletin messages If the bulletin menu is not recorded you will hear the prompt Personal bulletin menu is not recorded To record a bulletin menu press 1 Otherwise press 2 If the bulletin menu is recorded go to Step 12 Press 1 to record a bulletin menu Please state the bulletin message at the tone To end recording press 1 To pause and restart recording press 2 Press 1 to end recording and review the message To review press 1
241. a new mailbox you will have to answer a number of prompts These enable or disable certain functions on the user s mailbox Make sure to record each of these decisions for each mailbox on the work sheets provided Subscriber s Voiced Name Initial Four Letters of Subscriber s Last Name Mailbox Extension Number Special Feature Authorization Class of Service Number Other secondary parameters Work sheets make it easier to install new mailboxes by summarizing all the necessary information In this first section you will find a detailed explanation of each function listed on the work sheet The actual prompts you will hear are found under the numbered steps To install a mailbox in the system the user must record his or her name The VPS allows a maximum of four seconds in which to record the name and it should be spoken slowly and clearly The subscriber should use the name by which he or she is most commonly called because this will be the name you and the system will use for notification of messages or announcements If the user or an outside caller forgets the subscriber s mailbox number or extension he or she can specify the desired mailbox by entering the first four letters of the last name of the owner of the desired mailbox The VPS will ask the caller if he or she wishes to call or access the extensions or mailboxes belonging to the persons whose surnames Manager s Guide System Manager M 4 11 4 2 Setting
242. ablished the system manager has the option of setting or changing the following parameters 1 Extension of the Owner The extension number is used to reach a mailbox Once this parameter is specified callers who are unable to get through to the subscriber s extension by using the Automated Attendant are automat ically given access to the associated mailbox with the option of leaving a message if they wish to leave one Usually the extension number is the same as that of the mailbox 2 Mailbox parameters The mailbox parameters can be changed individually according to the needs of the subscrib er and the storage capacity of the system Usually these parameters can be changed by the system Administrator or the System Manager 2 1 Message Retention time The length of time that a subscriber may wish to keep a message in his or her mailbox When this time expires the new unretrieved messages are automatically transferred to the Message Manager and the old ones erased This is for effective utilization of storage capacity It can be set to between 1 and 30 days or to S system which means the System Parameter 2 2 Maximum Message Length The maximum recor ded length of a message can be set between 1 and 12 minutes depending on the systems capacity Also it can be set to S system which means the System Parameter When the length of the message reaches the maximum message recording length the VPS will present
243. accept press 2 review press 3 add more digits to the telephone number press 4 insert a pause press 5 set dial mode press 6 insert a wait for dial tone press 7 14 Press 2 to accept You will hear the prompt To change the time amp date press 1 Otherwise press 2 a 15 Press 1 to change the time amp date You will hear the prompt Please enter the time for external message delivery followed by a hash sign If you wish to call now please press a hash sign now For help press 0 16 Enter the time and press You will hear the prompt Please enter 1 for AM or 2 for PM 17 Select 1 or 2 fe U 3 32 Subscriber s Guide 3 3 External Message Delivery You will hear the prompt Please enter the day followed by a hash sign 18 Enter the date and press L L You will hear the prompt This external message delivery is scheduled to call on The telephone number is at right away If you wish to reschedule press 1 Otherwise press 2 19 Press 2 to accept the setting 2 Subscriber s Guide U 3 33 3 4 Group Delivery This feature allows subscribers to send a single message to more than one destinations simultaneously The sender either enters more than one mailbox number or specifies a system group distribution list or personal group distribu tion list as the destination The VPS can a
244. ace Parameters terminal Dialing Parameters Menu PBX Type Inband Integration Enable Extension Length Number of Digits to Access Outside Line No answer Time 10 60 Pause Time Outgoing Call Setup Sequence Operator Transfer Sequence Extension Transfer Sequence Reconnect Sequence on Busy Reconnect Sequence on No Answer Reconnect Sequence on Refuse Call Light On Sequence for Message Waiting Lamp W701X Light Off Sequence for Message Waiting Lamp W702X Call Waiting Sequence Release for Call Waiting or M 3 76 System Administrator Manager s Guide 3 4 Keyboard Operations Other RS 232C terminal ASCII Terminal Program Hardware Settings PBX Interface Parameters Dialing Parameters Menu PBX Type T1232 1 Other Manufacture 2 KX T Series Enter the Model Number 1 T308 2 616 3 1232 4 96 5 T336 6 TD816 7 TD1232 Inband Integration Enable 1 Disable 2 Enable Extension Length 3 2 5 Number of Digits to Access Outside Line 1 0 8 No answer Time 30 10 60 Pause Time 2 1 9 Outgoing Call Setup Sequence WW F Flash R Ring T Tone S Silence W Transf Wait Enter the Outgoing Call Setup Sequence Operator Transfer Sequence FWWX D Disconnect F Flash R Ring T Tone S Silence W Transf Wait X Ext A Answer Enter the Operator Transfer Sequence Extension Transfer Sequ
245. ach digit of the telephone keypad except 0 and Transfer to a specific mailbox Transfer to a specific extension Transfer to the Operator End to the call a special prompt can be assigned with this option Go to a previous menu if caller is in a sub menu Go to another Custom Service i e sub menu Go to Voice Mail Service Go to Call Transfer Service Go to Bulletin Board Service Go to Department Dialing Dial Extension by Name for Call Transfer Repeat Menu In addition callers can transfer directly to their party or mailbox by dialing the extension or mailbox number while the custom service top menu is playing and you can customize the handling of rotary callers M 3 16 System Administrator Manager s Guide 3 3 2 Call Service Prohibition of Call Transfer Prohibition of Successive Recording Prohibition of Outgoing Call Service Company Greeting Mode Company Greeting Messages Assignment This serves to prevent the VPS from transferring calls to other extensions and to the Automated Attendant Service from the Voice Mail Service Unless the Voice Mail Service has been assigned to the port the VPS does not require to specify this parameter This prevents the caller from recording a message in more than one mailbox When the user has called a port which does not allow him to access more than one mailbox the VPS will present a prompt once the user
246. ady heard are however erased It can be set from 1 to 7 days the default setting is 5 SYSTEM MAXIMUM MESSAGE LENGTH can be set from 1 to 12 minutes The default setting is 3 SYSTEM MAILBOX CAPACITY specifies the maximum number of messages the system can accommodate It can be set to from 5 to 50 the default setting is 10 Overview of VPS Functions O 2 19 2 2 System Administration External Message Delivery Parameters See Administrator s Work Sheets External Message Delivery Parameter Menu Group Distribution Lists The external message delivery feature allows subscribers to record messages for automatic delivery at a later time to any telephone number they choose To prepare a message for external delivery the subscriber records the recipient s name specifies the date and time and telephone number for delivery establishes a password and then records the message The system administrator can tailor the external delivery service to match the telephone system by setting any or all of the following parameters SYSTEM EXTERNAL MESSAGE DELIVERY DURA TION TIME sets the maximum telephone connect time allowable when the VPS calls the specified recipient to deliver a message It is intended to prevent excessive tele phone charges Each subscriber can change the setting of this parameter independently The call duration is measured by the VPS starting from the point at which the specified telephone number called is ans
247. age Note Note 9 9 1 Note 10 There is no bulletin message recorded or destination assigned If the message for this level already exists you can review it directly after the selection and go to step 10 To record a message press 1 Otherwise press 2 Press 1 to record a message Record a message See 6 3 1 Recording Messages Then you will hear the prompt To assign an extension press 1 Otherwise press 2 Press 2 to proceed to the next step Press 1 to assign an extension See 6 3 2 Assigning Extension Numbers to the Bulletin Board If you assign an extension you cannot go to the next level To assign a mailbox press 1 Otherwise press 2 Press 2 to proceed to the next step Press 1 to assign a mailbox See 6 3 3 Assigning Mailboxes to the Bulletin Board If you assign a mailbox you cannot go to the next level Review the message M 6 10 Bulletin Manager Manager s Guide 6 2 Creating a Bulletin Board Message 11 Note Level 2 1 Voice Mail Service s Extension Number This is the new bulletin message To edit the bulletin message press To select a bulletin message for level 2 enter a number 1 through 9 Select the feature you want You can return to level by pressing You can select a bulletin message for level 3 by entering the 2 digits starting with the second digit of its number You can
248. age To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 ioarimdilbox Press then enter your mailbox number b If you have the password you will hear the prompt Please enter the password followed by a hash sign Your password Enter the password bU s 8 4 Check the announcement of the number of messages You will hear the prompt To receive a message press 1 To deliver a message press 2 For other features press 3 For help at any time press 0 U 2 26 Subscriber s Guide 2 9 Erasing Messages 5 Press 0 for Help o You will hear the prompt To receive a message press 1 To deliver a message press 2 For other features press 3 For call transfer press 4 To change playback speed at any time press 9 To end this call press X Es 6 Press 1 to use the Receiving Message menu 7 Review the number of messages and the message informa tion 8 Review the message You will hear the prompt To repeat this message press 1 To play the next message press 2 To erase this message press 3 To reply press 4 To transfer this message press 7 For help press 0 fal 9 Press 0 for the whole menu for Help To repeat this message press 1 To replay the previous message press 1 twice To play the next m
249. age Message Transfer Message Transfer With Additional Messages This function allows the subscriber to preview all the mes sages in his or her mailbox by listening to the first four seconds of each with the information Senders Name Time amp Date Stamp in turn Message scan can be initiated at any time while listening to messages The subscriber can listen to an entire message while the initial four seconds of it are playing and skip to the following or preceding mes sage during message scan While listening to a message it can be repeated The subscriber can increase the message playback speed while listening to a message This allows rapid skimming of message contents It is also possible to reset the play back speed The subscriber can skip ahead in a message during play back This will skip over a four second portion of the mes sage It is also possible to skip backward in order to listen to the immediately preceding section again While listening to a message the user can skip ahead to the next and can skip back to the previous message Once a message has been received the subscriber can transfer it to any other subscriber s mailbox if desired The subscriber can choose to append an additional message at the top or at the end of a message which is to be trans ferred to another subscriber s mailbox 1 1 2 Sending Messages to the User Message Recording In order to send a message directly to a subsc
250. age requested by the Sys tem Administrator or the System Manager A beep that indicates that the user s voice will be recorded until he or she presses 1 2 key or hangs up The sole message on level 0 of the bulletin board service Bell system method of providing push button dialing using dual tone multi frequency signalling DTMF See Rotary telephone The VPS tries to deliver a message immediately after recording it Encoded speech stored digitally on the system s hard disk drive A general term used for messages recorded digitally over the phone by one person for communication with another person or persons Overview of VPS Functions O 5 9 5 1 Glossary Voice prompt A recorded message instructing the user to do something The prompts are either the ones set at the factory system prompts or have been changed by the Message Manager user prompts Wild card character E g the hash sign A character used to represent all character when a mailbox number is requested of which last character is not known 2344 could be either 2345 or 2346 etc Work sheets Used for manual recording of the VPS system data for future reference in setting parameters to the VPS Warning C This is a Class A product In a domestic environment 73 23 EEC this product may cause radio interference in which case 89 336 EEC the user may be required to take adequate measures 99 31 EEC 93 68 EEC O 5 10 Overview o
251. age Waiting Notification feature is set to ON the VPS can call the Message Manager each day at a specified time to notify him that unplayed new messages are waiting in his mailbox This way he does not need to regularly check his mailbox You can choose from message notification by an outgoing call calling to a pager and notification with the Message Waiting Lamp In message notification with outgoing call the VPS will dial the telephone number and deliver the unplayed messages to you When calling to a pager the VPS will continue to call the pager until the unplayed messages are received The VPS will turn on the Message Waiting Lamp of your extension as soon as a new message is stored in your mailbox You can choose the method of message notification from the following Message waiting lamp Notification by direct call Message waiting notification ON Notification at preset time s direct pager Note OFF Immediate notification direct pager Either Notification at preset time s or Immediate notifica tion can be set to operate together with Message Waiting Lamp Notification Notification by Message Waiting Lamp See 5 9 1 Timed Message Notification See 5 9 2 Immediate Message Notification See 5 9 3 Setting the Telephone Number to be Called See 5 9 4 Specifying the Notification Method See 5 9 5 Manager s Guide Message Manager M 5 59 5 9 Setting Message Waiting No
252. age delivery 1 Dial an extension number which is connected to the Voice Voice Mail Service s Mail Service Extension Number You will hear the prompt Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 2 Press gt then enter your mailbox number number You will hear the prompt Please enter the password followed by a hash sign Your password 3 Enter the password 3 b s 6 Subscriber s Guide U 1 11 1 1 Setting up the Mailbox 4 The VPS will announce the number of messages You will hear the prompt To receive a message press 1 To deliver a message press 2 For other features press 3 For help at any time press 0 5 Press 3 for Other Features You will hear the prompt To check mailbox distribution press 1 For automated attendant status press 2 For mailbox management press 3 6 Press 0 for Help Menu o You will hear the prompt To check mailbox distribution press 1 For automated attendant status press 2 For mailbox management press 3 To set up message waiting notification press 4 For external message delivery press 5 T
253. aiting Notification If the sender of a message is also the owner of a VPS mail box after a message has been played back the VPS will ask the recipient if he or she wishes to leave a response to it If the recipient chooses to record a response the mailbox num ber of the sender to whom the response will be sent is sup plied by the VPS automatically There is no need to enter it manually Setting Notification Parameters Call Voice Entering Subscriber Enabling Mail Service Service mailbox Timed Message Hello number amp password Waiting Notification Please enter Specifying the mailbox i Telephone Number number SM 2 e Ist Notification Time 2nd Notification Time Overview of VPS Functions O 1 5 1 1 Voice Mail Service Notification by Outdialing Message Recording Checking the 1st 2nd Notification Time Sending Message Cy Are there new mes sages Outdialing Schedule S 74 Notification by Notification by N MWL is OFF MWL is ON M Subscriber s mailbox Entering the password Entering Subscriber Service and Receiving the messages MWL Message Waiting Lamp O 1 6 Overview of VPS Functions 1 1 Voice Mail Service 1 1 1 5 Message Scanning Message Transfer Message Scan Message Repeat Variable Playback Speed Fast Forward Rewind Play the Next Message Replay the Previous Mess
254. aiting notification time Up to two message waiting notification times can be set at one time If two times are specified the subscriber will receive the notification of waiting messages twice a day O 1 4 Overview of VPS Functions 1 1 Voice Mail Service Confirming the Message Waiting Notification Method Once the message waiting notification options have been set the subscriber can review them at any time When the appropriate request is input the VPS will provide a voice announcement of the current settings notification method lamp outside call pocket pager telephone number notifi cation time and operating status 1 1 1 2 Immediate Message Waiting Notification When this feature has been selected the VPS will notify the subscriber as soon as a new message is received for exam ple by calling the specified extension calling the pocket pager and or lighting the message waiting lamp depending on the active settings 1 1 1 3 Message Waiting Notification Lamp If the subscriber s telephone is equipped with a message waiting lamp the VPS can use it to provide notification of waiting messages As soon as a new message is received the VPS illuminates the message waiting lamp Once the message has been listened to the light goes out Note Either Notification at a Specified Time or Immediate Notifi cation can be set to operate together with Message Waiting Notification Lamp 1 1 1 4 Immediate Reply to Message W
255. al can be performed via telephone line Overview of VPS Functions O 5 7 5 1 Glossary Rescheduling Review Rewind Rotary telephone RS 232C Secondary extension Setup mailbox Software Special feature authorization Storage capacity Subscriber Subscriber services System Administration If the VPS cannot deliver an external delivery message the sender has the option of rescheduling i e rerouting or changing the time Playing back a message to check some detail is correct When selected this feature will playback the last 4 seconds of the message you are currently listening to A common telephone calling device which makes and breaks the loop provided by the instrument thus transmit ting the digits of the called telephone subscribers number to the exchange See Touch tone telephone Standard for communication protocol specified by EIA See Alternate extension To create a mailbox for a new subscriber This action is performed by the System Administrator or the System Manager Programs which can be used on a particular computer sys tem Permission given by the System Administrator or the Sys tem Manager for a subscriber to use a VPS facility not normally available to other users e g personal bulletin board The amount of space available to store system programs and data e g messages bulletin boards etc on the hard disk A person who has an account mailbox with the VPS and
256. aling Overview of VPS Functions O 5 3 5 1 Glossary Disk capacity DSP card DTMF Encode Erase message External delivery message Fast forward General delivery mailbox Guest account Guest message Guest password Hardware Hash sign Help Immediate reply The amount of space available on the hard disk for use in storing system programs and data messages prompts etc Digital Signal Processing Unit card Digitizes and com presses the voice data from the CO card Dual Tone Multi Frequency See Touch tone telephone and Rotary telephone To represent data in digital form for processing Removes a particular message from the subscribers mail box A message intended for automatic delivery to a party out side of the company Puts the user 4 seconds ahead in the current message When the caller does not specify a destination mailbox number or extension number or the caller uses a rotary telephone the general delivery mailbox is used for record ing messages which are to be heard by the Message Man ager or are to be forwarded to a VPS subscriber A special user mailbox which the subscriber can use to communicate with a close associate who is not a sub scriber A message left by a subscriber in one of the guest mail boxes which he or she has been given Password given to a subscriber s guest to protect access to the guest mailbox of the subscriber The physical units making up
257. all service or custom user prompts which have been recorded by the user The default setting is USER PROMPT Assigns whether the VPS answers the incoming call immediately or in delayed timing The factory setting is 0 that is the VPS answers the incoming calls immediately The delayed timing can be ranged from 0 to 15 second s Assigns the treatment of the caller when he or she does not specify a destination mailbox number or the caller uses a rotary telephone The factory setting is G D M that is the caller can leave a message in the General Delivery Mailbox This can be changed to Calling the Operator Automated Attendant Parameters The Automated Attendant in the Call Service has three main functions Department or Speed Dialing Call Queu ing Announcement Mode and Operator s Parameters By pressing after the initial prompt you will be presented with the Department Dialing menu Proceed to enter whichever number between one and nine that the Message Manager has assigned to the extension There is a limit of nine numbers and consequently nine extensions that can be assigned and this must be done prior to an actual Department Dial call The Department Dialing menu is recorded by the Message Manager There is no factory setting for this parameter When a number of people call the same extension they will be given the choice to go on hold leave a message or call back later Should severa
258. all to deliver the message Two call retries will be made at 5 minute intervals If the line is still busy after the second retry and the subscriber has turned the external message delivery retry function on the VPS will try again one hour later with other two retries In the case of no answer the VPS will try again one hour later if the external message delivery retry function is enabled This process is repeated three times Same as Message Waiting Notification If the retry function is disabled the VPS will not make any retries The external message delivery retry function can be set immediately after setting the delivery time and date The VPS can be set to provide a call back message if the party receiving the call is not the intended recipient or if the recipient was unable to provide the external message delivery password The call back message includes infor mation such as the recipient s name as recorded by the sender of the message the name of the message sender the company name as recorded by the message manager the telephone number of the company and the extension num ber of the sender The VPS will attempt no more retries once the call back message has been received After the external delivery message has been played the VPS asks the recipient whether he or she would like to record a reply If the recipient chooses to do so he or she can then directly access the mailbox of the sender of the external message delivery m
259. alternate extension transfer status press 2 set up alternate extension press 3 record a personal bulletin message press 4 set personal bulletin board status press 5 set message reception mode press 6 U 1 70 Subscriber s Guide 15 Setting the Automated Attendant Parameters n 8 9 Press 5 to set personal bulletin board status You will hear the prompt Personal bulletin board is enabled disabled To enable personal bulletin board press 1 To disable press 2 Press 1 to enable the personal bulletin board or Press 2 to disable the personal bulletin board You will hear the prompt Personal bulletin board is enabled disabled 1 5 6 Message Reception Mode To set the message reception mode Voice Mail Service s Extension Number 1 Subscribers who own interview mailboxes can select one of two ways for messages from callers to be processed when they are out If the interview mode is selected callers requesting to leave messages are transferred to the interview service The VPS plays questions to them and their answers are recorded and stored as a message in the subscriber s mailbox If the subscriber chooses the message recording mode callers are able to leave messages in the usual way Dial an extension number which is connected to the Voice Mail Service Subscriber s Guide U 1 71 15 Setting the Automated Attendant Parameters You will hear
260. an erase the message by pressing 3 Step 8 You can press 2 to add a mailbox a number You can press 3 to review the mailing list You can press X to cancel message transfer Step 9 You can add your comment by pressing 1 See the steps 7 10 in Message Transfer with Additional Messages D lt D 2 D A 2K 2K K 2K SK 2K SK 2K ok K FK FK 2K FK 2K 3K FK 3K FK FK K FK FK 2K 2K 2k CR 2k 2K FK FK FK 2K FK FK 2K 2k 2K 2 2K e Message Manager 1 5 D n Changing the Company Greetings Mode l Goto the Message Manager s main command menu To transfer messages from the general delivery mailbox press 1 To change the company greetings mode press 2 For other features press 3 For help at any time press 0 2 Press e for Changing the Company Greetings Mode menu Current company greeting mode is mode day night automatic To change this setting press 1 Otherwise press 2 3 Press KB to set change the mode To set the company greeting mode to day mode press 1 To set the mode to night mode press 2 To set the mode to automatic mode press 3 4 Press KB for day mode e for night mode KB automatic mode See Setting Automatic Mode Company greeting mode is set to mode day night automatic 2K 2K SK 2K
261. anagement press 3 Press e for Automated Attendant Status To set call transfer status press 1 To set alternate extension transfer Status press 2 For other options press 0 Press 03 for other options To set call transfer status press 1 To set alternate extension transfer Status press 2 To set up alternate extension press 3 To record a personal bulletin message press 4 To set personal bulletin board status press 5 To set message reception mode press 6 Press to set personal bulletin board status Personal bulletin board is enabled disabled To enable personal bulletin board press 1 To disable press 2 Press B to enable personal bulletin board or ss toctisabte personatbuttetin board Personal bulletin board is enabled disabled 3 10 Subscriber Sending Setting Personal Bulletin Board Status EK SK SK SK SE CK SK 2K SK SE CK E K K SK SE CE FK SK K FK CE E CR FK FK 2 CE K CR K SK FK E FK FK FK FK K OK 2K EG KG Hint Step 4 You can skip hearing other options sk ok k sk ok ke ok ok ok ok ok ok ok 2K 2 3K RRR x C Q O D C E Subscriber Sending 3 11 Enabling Disabling the Interview Mailbox Go to the subscriber s main command menu 2 Press L3 for Other Features 3 Press e for setting Automated Attendant To set call transf
262. anager Manager s Guide 5 8 Setting the Date and Time The current time is To change the time press 1 Otherwise press 2 9 Press 2 to accept it 2 You will here the prompt The current date is To change the date press 1 Otherwise press 2 10 Press 1 to change the current setting You will hear the prompt Please enter the month followed by a hash sign Note You can press 0 for help here Then you will hear the o prompt For example to enter January press one and hash sign Please enter the month followed by a hash sign Month 11 Enter the month and press B BU e You will hear the prompt Please enter the day followed by a hash sign Day 12 Enter the day and press t b La e Manager s Guide Message Manager M 5 57 5 8 Setting the Date and Time Then you will hear the prompt Please enter the last two digits of the year followed by a hash sign Year 13 Enter the last two digits of the year and press 7 e 4 Then you will hear the prompt The current date is Nov 14 1994 To change the date press 1 Otherwise press 2 14 Press 2 to accept the date 2 Next you will proceed to the Message Manager s Command Menu Note Remember you can press at anytime to exit this menu M 5 58 Message Manager Manager s Guide 5 9 Setting Message Waiting Notification If the Mess
263. and the other one for when the company is closed can be assigned to each port Overview of VPS Functions O 2 15 2 2 System Administration Incoming Call Control Port No 112 3 4 5 6 7 8 MAILBOX Incoming Call E E D D D D E E ort E Enable D Disable T 2 COS 2 fees Eon No 112 3 4 5 6 7 8 Port 3 MAILBOX Incoming CalllE EEEDIDDID gt Auto Attn E Enable D Disable Service Bulletin Service Port 8 nterview gt Series Port No 1 2 3 4 5 6 7 8 MAILBOX Incoming Call EIDIEDDIE D EID E Enable D Disable Mon Day Service Start Time hh mm AM PM Tue Day Service End Time hh mm AM PM t Sun Port 1 IC Day Svc Setting IC Night Svc IC Day Svc Incoming Call Day Service IC Night Svc Incoming Call Night Service Class of Service Port 2 IC Day Svc Setting IC Night Svc Port 8 IC Day Svc Setting IC Night Svc O 2 16 Overview of VPS Functions 2 2 System Administration Outgoing Call Control lt OO OQ k Voice Mail Service Port 2 lt oo ome Port 3 oO ONO OC Service 1 Enable Disable Switch Switch Port 2 OC
264. arameters tell the VPS how to initiate and control call transfers setup outgoing calls and control message waiting lamps on the PBX The easiest way to verify the correct code sequences for non Panasonic KX T Series systems is to manually execute the sequence from a single line telephone SLT on the PBX This parameter specifies whether the PBX is a non Panasonic system or a Panasonic KX T Series system If the PBX is a KX T Series system this parameter is also used to specify the model T308 T616 T1232 etc The factory setting is T1232 This parameter should be enabled if the PBX sends DTMF tone codes to the voice processing system to indicate the state of the call busy answered disconnect etc The VPS performance is improved with Inband Integration since call state recognition is faster than with standard call progress tone detection The factory setting is Enable The PBX code for each call state must be set in the Inband Signaling Parameters See page O 2 10 If PBX Type is set to a KX T series system the Inband Signaling Param eters will automatically default to the proper codes The number of digits in the extension number of the PBX to be used The default value is 3 and the range of allow able values is 2 5 Overview of VPS Functions O 2 7 2 2 System Administration Number of Digits to Access Outside Line Period of Time Before No Answer Pause Time Outgoing Call Setup Sequence
265. as 6 CO lines 16 extensions RS 232C SMDR port and programmable system features To call sales department for more information press 1 To get back to the previous message press x a 5 Press 1 to contact with the person in sales department You will hear the prompt I m calling PBX sales department Please wait a moment You can talk with the person Note If the called line is busy you may hear the following prompt Sorry this line is busy If you would like to hold press 1 Otherwise press 2 Selecting Another Option 2 Press 2 to get telephone guide 2 You will hear the prompt To call sales department press 1 To call operator press 2 To get back to the top menu press N 3 4 Guide for Non Subscribers 3 1 Listening to the Bulletin Board Messages 3 Press 2 You will hear the prompt I m calling up operator Please wait a moment You can talk with the operator or A Press 1 You will hear the prompt To call PBX sales department press 1 To call telephone sales department press 2 To get back to the previous message press 4 Press 1 or 2 m You will hear the prompt I m calling PBX sales department Please wait a moment I m calling telephone sales department Please wait a moment You can talk with the person of the specified sales depart ment Guide for Non Subscribers N 3 5
266. ase enter the first three or four letters of the person s last name For the letter Q press 7 For the letter Z press 9 If this is the person to whom you wish to leave a message press 1 Otherwise press 2 To try again press Sorry this name cannot be found There are no more names This is for Mailbox number entry failure Please check the mailbox number M 5 40 Message Manager Manager s Guide 5 5 Modifying Voice Prompts Modifiable Prompts Please enter the password followed by a hash sign Thank you for calling Welcome to the general delivery mailbox Sorry this mailbox is in use Sorry this function is not available Password entry failure Please check the password You have You have one message There are no messages To repeat this message press 1 To play the next message press 2 To reply press 4 For help press 0 To repeat this message press 1 To replay the previous message press 1 twice To play the next message press 2 To reply press 4 To rewind press 5 To fast forward press 6 To end this call press gt To repeat this message press 1 To replay the previous message press 1 twice To replay press 4 For help press 0 Please leave me a message at the tone To end recording hang up or press 1 for mor
267. assign a mailbox press 5 Press KJ to assign an extension Review the current extension number To change this setting press 1 Otherwise press 2 Press to change the setting Please enter the extension followed by a hash sign To delete the extension please press a hash sign now Enter the extension number and press a hash sign Review the number To change this setting press 1 Otherwise press 2 Press e to accept it If there are sub messages you cannot assign an extension You have to erase sub messages Hint Step 1 In order to get to the Bulletin Message Editing menu see steps 6 in the operation at each level Step 2 You cannot assign a mailbox number if an extension number is already assigned Step 4 You can accept the number by BOB Sigo 2 Bulletin Manager 2 15 Ww o ck z D D el D A Reviewing Bulletin Messages 1 Go to the Bulletin Message Editing menu To record a new message press 1 To erase the message press 2 To review the message press 3 To assign an extension press 4 To assign a mailbox press 5 2 Press to review the message Bulletin message number The message is The extension number is Mai
268. assword for Guest If you and your customer or your friend must have close and frequent contact a guest mailbox is useful To make use of this feature your customer or your friend should be a subscriber of the VPS who has a guest account one of which is assigned as a guest mailbox for you and you use a touch tone telephone The mailbox number of the person and the password to open the guest mailbox should be notified to you Call the VPS and get to the Voice Mail Service You will hear the Company greeting and then the prompt Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 Press x then enter the mailbox number of your intended person You will hear the prompt Please enter the password followed by a hash sign Enter the password for the guest mailbox N 1 18 Guide for Non subscribers 15 Receiving a Message from the Guest Mailbox Receiving a Message You will hear the prompt or You have messages The message s will be played 4 Listen to the message for you You will hear the prompt To repeat this message press 1 To play the next message press 2 To reply press 4 For help press 0 Note You can press 0 for more information See the next section Reviewing a Message Immediate
269. ation Feature Authorization allows subscribers to receive notification from the system when new messages are placed in their mailboxes Three types of message notification are available message waiting notification at a prespecified time or times each day urgent message waiting notification in which notification is immediate and message waiting lamp 4 2 External Message Delivery Authorization allows subscribers to have messages delivered at specified times and to specified telephone numbers by the VPS 4 3 Guest account Authorization allows subscribers to maintain up to four guest mailboxes for non subscribers Subscribers can then leave messages in their guest mail boxes 4 4 Interview Mailbox Authorization allows subscrib ers to maintain a secondary mailbox which when accessed provides callers with a series of questions and records their answers The VPS can have up to 16 interview mailboxes and 16 subscribers can record the interview questions Because these mailboxes have different numbers not as the Subscribers mailbox the caller can access the interview mailbox and leave answers to the subscribers individual questions Manager s Guide System Administrator 3 25 3 3 3 Setting Voice Mail Parameters Mailbox Deletion Password Reset Mailbox Listing 4 5 Personal Bulletin Board Authorization allows the subscriber to use one of the 16 personal bulletin boards that the system is
270. authorized to have an interview mailbox you can record a string of questions When a caller reaches your mailbox the questions are played one after another with pauses in between for the caller s replies On a VPS port allocated custom service callers are able to receive services that have been customized for them by the system administrator The available services are Transfer to the Mailbox Transfer to Extension Operator Exit Previous Menu Custom Service Voice Mail Service Call Transfer Service Bulletin Board Service Department Dialing Dial by Name and Repeat Menu Specific keys on the telephone can be assigned for accessing these services Refer to 3 3 7 Custom Service Setting of the Manager s Guide for information on the various services U 0 2 Subscribers amp Non subscribers Introduction Outgoing Call Service Note If you are authorized to use the external delivery messages feature you can request a report of information on the current external delivery status from the VPS The VPS will retry to call when the line is busy or disconnected You can also cancel pending external delivery attempts or reschedule canceled external delivery attempts If you are authorized to use the message waiting notification feature you can choose between three modes direct call notification via pocket pager and notification by message waiting lamp Refer to the following tables for more information on the services fo
271. be sent just the touch of a button The VPS is probably the most economical message delivery service available While written messages always require several drafts typing approval mailing transportation sorting and delivery the VPS renders all of these costly services obsolete Unlike hand written messages or those left with answering services both of which can be read by others your VPS messages are safely locked in a mailbox guarded by a password known only to you making Voice Mail one of the most confidential forms of communication available The fact that the telephone cannot establish person to person communication when one party is absent necessitates a complementary system which does not require the simultaneous presence of both parties for the verbal exchange This system is the VPS Manager s Guide Introduction M 1 3 1 1 Features of the Voice Processing System Voice Mail Operation Receiving messages Mailbox Management The VPS allows you to leave a message without having to speak directly to the recipient Similarly the system will handle all your calls and notify you when messages arrive in your mailbox The freedom gained through the use of Voice Mail will permit you to increase productivity in both the business and personal fields Voice Mail also allows you to make full use of your voice as an information tool Urgency surprise and anger are far more convincing vocally than on
272. ber s Guide 1 2 Setting Message Waiting Notification If the subscriber has been authorized to use the Message Waiting Notification feature by the System Manager and its status is set to ON the VPS can call the subscriber each day at a specified time to notify him that unplayed new messages are waiting in his mailbox In this way he does not need to regularly check his mailbox You can choose from message notification by an outgoing call calling to a pager and notification with the Message Waiting Lamp In message notification with outgoing call the VPS will dial the telephone number and deliver the unplayed messages to you When calling to a pager the VPS will continue to call the pager until the unplayed messages are received The VPS will turn on the Message Waiting Lamp of a specified extension as soon as a new message is stored in your mailbox A subscriber can choose the method of message notification from the following Message waiting lamp Notification by direct call ON Notification at preset time s direct pager Message waiting notification OFF Immediate notification direct pager Note Either Notification at preset time s or Immediate notifica tion can be set to operate together with Message Waiting Lamp Notification Notification by Message Waiting Lamp See 1 2 1 Timed Message Notification See 1 2 2 Immediate Message Notification See 1 2 3 Setting the Telephone Nu
273. ber and pass word after the key 3 The user can call the operator by pressing 0 4 The user can choose not to press any key A system prompt will then be heard and the user can leave a mes sage in the general delivery mailbox O 1 2 Overview of VPS Functions 1 1 Voice Mail Service 111 Receiving Messages from the User The owner of a mailbox can listen to the messages it con tains at anytime Anyone can record messages in a sub scriber s mailbox by entering the mailbox number or the first three or four letters of the subscriber s last name but to listen to the messages or access the various subscriber services available it is necessary to enter the mailbox pass word if the password is assigned Several features are available for receiving messages These include message scan fast forward and play the next message for when you are in a hurry It is also possible to replay messages or portions of them using features such as rewind message repeat and play the previous message Received messages can also be transferred with or without additional comments added by the recipient and a reply can be recorded in the sender s mailbox without the need to specify the mailbox number The VPS allows the subscriber to have the delivery status stored for up to 84 messages he or she has sent The deliv ery status includes information such as the recording date and time received and the address of the destination mail box
274. blished with the printer Signal Ground SG Connects to the DC ground of the unit for all interface signals Manager s Guide Configuration amp Installation _ M 2 19 2 2 3 Connecting a Data Terminal or a Printer to the VPS Data Terminal Ready output This signal line is turned ON by the unit to indicate that it is ON LINE Circuit DTR ON does not indicate that communication has been established with the printer It is switched OFF when the unit is OFF LINE Data Carrier Detect DCD input The ON condition is an indication to data terminate DTE that the carrier signal is being received M 2 20 Configuration amp Installation Manager s Guide 2 2 4 Connecting the Power Cable to the VPS Before connecting the power cable to an AC outlet make sure all other connections RS 232C data terminal with VPS PBX with VPS PBX with telephone lines are secure Use the AC outlet dedicated to the VPS unit Panasonic vso 0 c a rui 2s C c ruri DB zm amp gt Data Terminal RS 232C I Interface E To AC Outlet 22 Port 1 Port 2 Automated Bulletin Attendant Board Service Service ELECTRONIC MODULAR SWITCHING SYSTEM Operator Message Manager Manager s Guide Configuration amp Installation M 2 21 2
275. board messages Level 2 You will hear the prompt This is the top menu The message is To edit the bulletin message press To select a bulletin message for Level 1 enter a number 1 through 9 M 6 12 Bulletin Manager Manager s Guide 6 2 Creating a Bulletin Board Message 5 Example num Note 6 n 7 Note Select a bulletin message for level 2 as in the operation at previous levels You will hear the prompt The bulletin message number is There is no bulletin message recorded or destination assigned If the message for this level already exists you can go directly to step 10 To record a message press 1 Otherwise press 2 Press 1 to record a message Record a message See 6 3 1 Recording Messages Then you will hear the prompt To assign an extension press 1 Otherwise press 2 Press 2 to proceed to the next step Press 1 to assign an extension See 6 3 2 Assigning Extension Numbers to the Bulletin Board If you assign an extension you cannot go to the next level To assign a mailbox press 1 Otherwise press 2 Manager s Guide Bulletin Manager M 6 13 6 2 Creating a Bulletin Board Message 9 n Note 10 9 11 Note Level 3 Voice Mail Service s Extension Number Press 2 to proceed to the next step Press 1 to assign a mailbox See 6 3 3 Assigning Mail boxes to the Bulletin
276. box number 9 System Manager s 1 2 3 fe You will hear the prompt Please enter the password followed by a hash sign 3 Enter the password Then press f password You will hear the prompt To receive a message press 1 To deliver a message press 2 For a system report press 3 For other features press 4 For help at any time press 0 4 Then to go to the Other Features Menu press 4 You will hear the prompt M 4 14 System Manager Manager s Guide 42 Setting Up Mailboxes 5 6 1 7 Mailbox number 1 8 Recording the owner s name check mailbox distribution press 1 set up a mailbox press 2 set system group distribution list press 3 set system parameters press 4 set the clock press 5 customize your mailbox press 6 Then to go to the Mailbox Set Up Menu press 2 You will hear the prompt To assign and edit the mailbox press 1 To delete the mailbox press 2 To reset the mailbox password press 3 Then to go to the Mailbox Parameter Menu for creating a mailbox press 1 You will hear the prompt Please enter the mailbox number to be assigned followed by a hash sign Enter the mailbox number Then press You will hear the prompt The owner s name is No owner s name is recorded 1 Manager s Guide System Manager M 4 15 4 3 Setting Up
277. bscriber Sending 3 29 E i io P Setting Timed Message Notification 5 10 11 Press KB to set timed message notification To enable timed message notification press 1 To disable press 2 Press to enable timed message notification Timed message notification is enabled First notification time is Review notification parameters To change this setting press 1 Otherwise press 2 Press KB to change setting Please enter the new time followed by a hash sign For help press 0 Enter the time with four numbers if you want to set the time to 10 25 you must enter 1025 Press 2 to specify AM PM respectively Press e to accept the time FKK k k 2k 2k 2K 2K K ok ok ok ok ok ok ok K ok ok ok ok ok ok ok ok oko FK ok ook ok ok K ok ok ok oko Hint xxm depo eee Y Od GAR SKB GAAS the Ie lp PAG 3 30 Subscriber Sending Setting Immediate Message Notification You have to assign the telephone number to be called beforehand See Notification Telephone Number Assignment 1 2 6 Go to the subscriber s main command menu Press E for Other Features Press 0 for the Help menu then press for Message Notification To notify with a message waiting lamp press 1 Otherwise press 2 Press e for sub menu
278. bscribers when they do the same operation as non subscribers even if they have their own mailbox Glossary explains terms used in the VPS manuals Subscribers amp Non subscribers U 0 1 Introduction Overview of the VPS operation Voice Mail Service Automated Attendant Service Bulletin Board Service Interview Service Custom Service The Voice Processing System the VPS is provided with five incoming call services Voice Mail Service Automated Attendant Service Bulletin Board Service Interview Ser vice and Custom Service and two outgoing call services One of five incoming call services can be assigned to each port With this feature you can have the VPS take messages for you delivery our messages check message distribution status deliver messages to multiple destinations be notified when you have a message waiting for you external message delivery as well as creating guest accounts This feature serves as a telephone switchboard operator connecting callers to the specified extension If the line is not connected this gives you the Incomplete Call Services such as Call Holding Message Recording Alternate Extension Transfer and Listening to the Personal Bulletin Board You can receive bulletin board messages arranged in a tree structure such as advertisements and useful information on a new product You can select necessary information by pressing the appropriate telephone key If you are
279. calling party control signal is the minimum time necessary to detect the break of the CPC signal from PBX The VPS detects that the line is disconnected when there is a break of CPC signal The CPC signal is set to 6 5 msec at the factory but can be set to 6 5 150 300 450 600 msec and not to direct This is the amount of time that the line is temporarily unavailable after a call has ended The disconnect time is set to 2 seconds at the factory but can be set from 1 to 8 seconds The System Administrator can choose either DTMF or pulse dialing mode 10 pulses per second DTMF is automatically set at the factory 3 3 1 3 Silence Reduction Silence Reduction Level Silence Recording Time For most effective use of the hard drive the silent segments or sections on a recording where there is no speaking are automatically erased by the VPS The System Administrator specifies the level limitation for silent segment erasure and maximum silent segment recording time This is the level limitation for detection of silent segments If one such frame is below the limitation it is regarded as a silent frame In order to reduce the data size a sequence of the number of silent frames will be recorded in the silent segment in place of voice data One of the parameters to be set is the maximum recording time of a message Should a caller leave a message that is longer than the maximum recording time he will be cut off Often this is due t
280. capable of accommodating A personal bulletin board is a group of messages arranged into a menu structure and which can be accessed by callers via the Automated Attendant Callers unable to connect to the extension of their choice are instead offered a choice of listening of up to 9 recorded messages 5 The Spelling of the Owner The subscriber s last name is recorded by the VPS Rather than use the extension number or the mailbox number to contact a mailbox a caller can use the first three or four letters of the subscriber s last name to make the contact The VPS will then announce the number and the name of all persons with the same first three or four letters and ask if it is correct When a subscriber no longer requires a mailbox he or she will ask the system Administrator or the System Manager to delete it When a mailbox is deleted the VPS will erase all messages in the box remove the mailbox from all group distribution lists delete personal group distribution lists assigned to the mailbox erase the subscribers name delete guest messages erase personal greetings cancel external delivery messages and erase personal bulletin messages used only by the subscribers assigned to the Bulletin Board Service While deleting a mailbox the on line service of the system must be stopped If a subscriber has forgotten his or her mailbox password he or she can ask either the System Administrator or the System Manager to delete his o
281. ccept the current setting by pressing 2 Kok k k ok okook ok 2K ak 2K Fk ok ok ok ok ok 2K K ok ok ok ok ok ok ok K ok K ok ok Message Manager 1 33 Setting the Time and Date l Goto the Message Manager s main command menu 2 Press E for Other Features To change the company greetings press 1 For department dialing programming press 2 To modify voice prompts press 3 To record a company name press 4 To customize your mailbox press 5 To set the clock press 6 To set up message waiting notification press 7 D gt o n 3 Press 3 to set the time and date The current time is To change the time press 1 Otherwise press 2 4 Press to change the current setting Please enter the new time followed by a hash sign 5 Enter the current time and press 3 Please enter 1 for AM or 2 for PM 6 Enter e The current time is To change the time press 1 Otherwise press 2 7 Press to accept it The current date is To change the date press 1 Otherwise press 2 1 34 Message Manager Setting the Time and Date 8 Press B to change the current setting Please enter the month followed by a hash sign 9 Enter the month and press Please enter the day f
282. ccommodate up to 100 system group distribution lists each of which may contain up to 40 mailbox numbers There may also be up to eight personal group distribution lists and a maximum of 100 mailbox numbers No single personal group distri bution list may contain more than 40 entries Delivering a Message to Multiple Destinations See 3 4 1 System Group Distribution List See 3 4 2 Personal Group Distribution List See 3 4 3 U 3 34 Subscriber s Guide 3 4 Group Delivery 3 4 1 Delivering a Message to Multiple Destinations To deliver your message to multiple destinations Voice Mail Service s Extension Number Your mailbox 2 number 3 Your password s L 51 8 By entering more than one mailbox number the subscriber can specify the multiple mailbox number to which the message will be delivered He can specify up to 40 des tination mailboxes For example if he has specified a group distribution list which consists of 16 members he can specify another 24 mailboxes Dial an extension number which is connected to the Voice Mail Service You will hear the prompt Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0
283. cessing System Sending messages Sending a message is similar to receiving one you can review or add a message before sending it If you are sending a message to someone within the Voice Mail Service it s not necessary to dial the entire telephone number the person s mailbox extension number or the first three or four letters of his her last name will suffice Additionally you can simultaneously send the same message to several people useful for informing staff or clients of important news You can also request a receipt from the VPS to be certain that your message has been received Manager s Guide Introduction 1 5 1 2 How to Use this Manual This manual consists of eight chapters as follows Chapter 1 Introduction explains the features of the Voice Processing System VPS and construction of this manual Chapter 2 System Configuration and Installation explains the configuration in hardware software of the VPS and how to install locate and correct the VPS Chapter 3 System Administrator s Guide explains the initial settings of the VPS as the job of the System Administrator Chapter 4 System Manager s Guide explains the supplemental initial settings of the VPS and maintenance of the system especially of the mailboxes as the job of the System Manager Chapter 5 Message Manager s Guide explains message transfer in the general mailbox and modification of some of the voice
284. ch answer Set to 8 seconds at the factory it can also be changed to 4 8 16 and 32 seconds To set the answer length Dial an extension number which is connected to the Voice Voice Mail ice Voice Mail Service s Mail Service Extension Number You will hear the prompt Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 Your mailbox 2 Press gt then enter your mailbox number number You will hear the prompt Please enter the password followed by a hash sign U 1 50 Subscriber s Guide 14 Recording a Message in an Interview Mailbox Your password 3 Enter the password 3 L s 4 The VPS will announce the number of messages You will hear the prompt To receive a message press 1 To deliver a message press 2 For other features press 3 For help at any time press 0 5 Press 3 for Other Features You will hear the prompt To check mailbox distribution press 1 For automated attendant status press 2 For mailbox management press 3 A 6 Press 0 for the Help menu You will hear the prompt To check mailbox distribution press 1 For automated attendant status pr
285. changing the time Playing back a message to check some detail is correct When selected this feature will playback the last 4 seconds of the message you are currently listening to A common telephone calling device which makes and breaks the loop provided by the instrument thus transmit ting the digits of the called telephone subscribers number to the exchange See Touch tone telephone Glossary G 7 Glossary RS 232C Secondary extension Setup mailbox Software Special feature authorization Storage capacity Subscriber Subscriber services System Administration System Administrator System configuration System group distribution list System manager Standard for communication protocol specified by EIA See Alternate extension To create a mailbox for a new subscriber This action is performed by the System Administrator or the System Manager Programs which can be used on a particular computer system Permission given by the System Administrator or the System Manager for a subscriber to use a VPS facility not normally available to other users e g personal bulletin board The amount of space available to store system programs and data e g messages bulletin boards etc on the hard disk A person who has an account mailbox with the VPS and to which messages can be sent and received to and from his or her mailbox All the facilities available to a VPS system subscriber e g message
286. ck either from most to least recent or from oldest to newest The subscriber can set a maximum duration for outgoing calls in order to keep telephone charges down The dura tion can be set to a maximum of 9 minutes If the sub scriber does not specify a setting the system value is used If during external delivery service the duration limit is exceeded the VPS will play a message and then disconnect If the VPS has been unable to deliver either the external delivery message or the call back message the system treats the call as if it were unanswered and retries the call according to the separately specified retry parameter set tings If the VPS detects a busy signal during an external mes sage delivery attempt it automatically retries the call two more times at 5 minute intervals If the subscriber has set the call retry parameter to on the VPS will make a further two retries spaced five minutes apart one hour later This process continues until the line is answered or one set of retries a total of 5 attempts have been made In the case of no answer the VPS will try again one hour later if the external message delivery retry function is en abled This process is repeated three times If the retry function is disabled the VPS will not make any retries 4 1 2 Setting Message Waiting Notification Subscribers authorized to use the message waiting notifica tion feature can choose between three modes direct call notification
287. ck later The VPS will then call you back later Immediate Reply When you receive a message from a subscriber the VPS records the mailbox number and the extension number of the message sender In this manner you can call back the sender s mailbox or extension without specifying the mailbox or extension number if you are using a touch tone telephone To reply to the message immediately 1 Receive the message 2 Press 2 to use the Immediate Reply You will hear the prompt Please leave me a message at the tone To end recording hang up or press 1 for more features To pause and restart recording press 2 Record your message at the tone 1 4 Press 1 to end recording 5 The VPS will present the prompt N 1 16 Guide for Non subscribers 14 Receiving a Message from the VPS To review press 1 To accept press 2 To record a new one press 3 To add press 4 To erase and exit press 6 Press 2 to accept the message 2 You will hear the prompt Your recording has been accepted Your reply will be delivered to the sender s mailbox To skip the message While playing messages you can skip either forward or backward for 4 seconds into the message 1 Press 5 to rewind 5 2 Press 6 to fast forward Guide for Non subscribers N 1 17 15 Receiving a Message from the Guest Mailbox Calling the VPS Subscriber s Mailbox No 3 Le Le P
288. comment at the tone To end recording press 1 To pause and restart recording press 2 Speak your comment and press 1 to end recording You will hear the prompt To review your comment press 1 To accept press 2 To record a new one press 3 Press 2 if the comment is acceptable U 2 14 Subscriber s Guide 2 5 Scanning Messages You can scan all messages in your mailbox by listening to the first 4 seconds of each message While scanning you can also listen to the information about the sender and the recording date of the message When you are receiving a message you can perform scanning by pressing When you are scanning messages you can play the current message entirely from the beginning by pressing Furthermore you can skip to the previous next message for playing by pressing 1 or 2 while scanning To start scanning messages Dial an extension number which is connected to the Voice Voice Mail Service s Service Extension Number You will hear the prompt Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 Your mailbox 2 Press gt then enter your mailbox number nu
289. cording mode has been speci fied by the subscriber callers wishing to record messages are allowed to do so without interruption from the VPS O 1 18 Overview of VPS Functions 1 2 Automated Attendant Service Automated Attendant 1 Screening Call Automated Blocki Attendant aL Hello Service Please enter the extension number Listen to System Enter the exten Bulletin Board sion number Answered You have a call Announce No Answer Call Operator Listen to Personal Bulletin Board Overview of VPS Functions O 1 19 1 2 Automated Attendant Service Automated Attendant 2 Screening Blocking 4 Enable lt Please enter the extension Listen to System Bulletin Board Announce No Answer Call Operator Call Alternate Listen to Personal Extension Bulletin Board 4 E Enter the caller s name Record the caller s You have a call Call up Sub from Stephan scriber O 1 20 Overview of VPS Functions 1 2 Automated Attendant Service Automated Attendant 3 Screening Call Automated Z Blocking Attendant Service 4 Enable Hello Please enter the extension number Listen to System Bulletin Board Call Operator M Incomplete Handling Record message Call Alternate a
290. cribers can also erase messages after listening to them After a message has been recorded but before it has been finally accepted by the VPS the caller has the option of appending additional messages etc No additions can be made after final acceptance Callers can pause recording midway by pressing the appro priate button Recording can be restarted at any time Subscribers have the option of designating messages as confidential after recording Private messages cannot be transferred to other mailboxes Subscribers have the option of designating a delivery date and time after recording a message Such messages are not sent to their destination mailbox until the date and time specified The number of days such messages are retained in their recipient s mailboxes is counted from the day the message is delivered If the intended recipient of a message is a subscriber with the timed message waiting notification feature enabled the sender can specify the message as urgent after recording it Once such a message is recorded the VPS immediately calls the telephone number specified by the recipient and delivers the message directly Overview of VPS Functions O 4 11 4 3 Sending Messages 4 3 2 External Message Delivery Specifying The External Delivery Destination Password Protection For External Delivery Recording The Recipient s Name Setting The External Delivery Date And Time If a subscriber has been auth
291. cssonesescecsvccessseeesevossescesssaessbsesssvensvenssesvoeees 3 3 Setting the System Parameters ccsssccsssscsssscsssccsssccsssccsssscessecssesccees SS Hardware Seti gs Hoe dia vested on Dd ESS OL VAC Cian a E ou eene at uade edis 3 3 3 Setting Voice Mail Parameters 39 9 4 System Usage Reports QR in Den 3 95 Utility Command sia uicit e ea aA Ha Sade ex Tuae E eR US 3 2 6 System Rese Clear eor e een odii dui eese Re tuoi eee 3 20 Custom Service Senne uo t aine ea ee 3 4 Keyboard Operations 3 4 1 Vois Mail o IRI e Ye i e A4 3 dl Service MODUS sioe tens deae FERNER eSI EOM eate kam Maec dn ins etat 3 4 3 Auto Attn Setting ar e OR REOR sees 3 4 4 Hardware Setting 3 4 5 Custom Service Setting Menu seen 34 6 System Reports imi dus atest 3 4 7 Utility COT Sach eee onto UR BI Eo Ie Oi cad odi tans M 2 2 M 2 5 M 2 9 M 2 10 M 3 2 M 3 3 Detailed Edition for Managers Subscribers amp Non Subscribers D 0 1 Contents 3 4 8 System Reset Clear Menu M 3 104 3 4 9 System Parameters Default Value eere M 3 105 Chapter 4 System Manager s Guide 4 1 What is a System Manager eee e eerte ee etes ee eese een essen soot eo eee as ees M 4 2 4 2 Setting up Mailboxes 4 esee cee roseus ee bain uen
292. ctor Jack COCard3 Card 4 Telephone Line Connector Jack in CO Card is at TNV Using 4 pin Connector Use 4 pin plugs included to connect telephone lines A plug is able to connect two telephone lines Use twisted pair cable The wire specifications are as follows Wire Solid wire Diameter of conductor 0 4 0 65mm 22 24 26AWG Diameter including coating 0 66 1 05mm M 2 14 Configuration amp Installation Manager s Guide 2 2 2 Connecting Telephone Lines to the VPS Insert required telephone wires into the holes in a plug Fix the transparent part into the black part 4 pin plug Notes Do not peel off the coating of the wires nsert the wires to the ends Make sure the telephone line is connected to the proper 4 pin connector jack 4 pin connector jack on the CO card correspond to the port numbers as follows CO Card 1 CO Card 2 CO Card 3 CO Card 4 fe fo fos fe You can assign one of the incoming call services according to the port number gt Manager s Guide Configuration amp Installation M 2 15 2 2 2 Connecting Telephone Lines to the VPS Note Connect the telephone line to the extension port of the PBX y ELECTRONIC Panasonic vs MODULAR SWITCHING SYSTEM Your PBX KX TVP150E Follow the instructions on the PBX t
293. current greeting 2 10 Press 2 to accept the current password You will hear the prompt To change the name press 1 Current owner s name is No owner s name is recorded To accept press 2 To erase the name press 3 11 Press 1 to record the owner s name You will hear the prompt Please say your name at the tone 12 Record your name You will hear the prompt The owner s name is To change the name press 1 To accept press 2 To erase the name press 3 13 Press 2 to accept the name 2 1 1 4 Message Retrieval Order Subscribers can choose the order in which messages recorded in their mailboxes are to be retrieved Messages can be played back either from most to least recent Last In First Out or from oldest to newest First In First Out Subscriber s Guide U 1 7 1 1 Setting up the Mailbox To set the message retrieval order Voice Mail Service s Extension Number Your mailbox number Your password 3 oJ s If this order is set to LIFO the VPS will play from the most recent message in receiving messages If it is set to FIFO the VPS will play from the oldest message Dial an extension number which is connected to the Voice Mail Service You will hear the prompt Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you w
294. d call progress tone detection The factory setting is Enable The PBX code for each call state must be set in the Inband Signaling Parameters described in section 3 3 1 4 2 If PBX Type is set to a KX T series system the Inband Signaling Parameters will automatically default to the proper codes The number of digits in the extension number of the PBX to be used The default value is 3 and the range of allow able values is 2 5 This parameter specifies the number of digits necessary for connecting to an outside line For example if the PBX requires callers to dial 9 in order to connect to an outside line this parameter would be set to 1 1 digit This causes the system to be aware that when dialing the number 9 123 4567 for example the Outdial Line Sequence see below is issued after the initial 9 is dialed The full sequence is therefore 9 Outdial Line Sequence 123 4567 Manager s Guide System Administrator 3 9 3 3 1 Hardware Settings Period of Time Before No Answer Pause Time Outgoing Call Setup Sequence Operator Transfer This is for the periodic port usage reports The VPS can discriminate between a local and long distance call and reports the outgoing call and the calling time for billing It is set to 1 at the factory but can be set from 0 to 8 This is the amount of time that the VPS will wait before concluding that there will be no answer to the call The factory setting is 30
295. delivered and there are some members who have not yet received the message he can remove the message from mailboxes of those who have received it For the delivery status to be used to delete an undelivered message there must be a delivery status for the message beforehand Dial an extension number which is connected to the Voice Mail Service You will hear the prompt Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 Press gt then enter your mailbox number You will hear the prompt U 3 48 Subscriber s Guide 3 5 Checking Delivery Status Please enter the password followed by a hash sign Your password 3 Enter the password s J L 8 The VPS will announce the number of messages You will hear the prompt To receive a message press 1 To deliver a message press 2 For other features press 3 For help at any time press 0 5 Press 3 for Other Features 3 You will hear the prompt To check mailbox distribution press 1 For automated attendant status press 2 For mailbox management press 3 6 Press 1 to check distribution status You will hear the prompt You have messages
296. dministrator M 3 89 3 4 Keyboard Operations 8 VT100 compatible terminal or Other RS 232C terminal ASCII Terminal VT100 compatible terminal or To clear the data in usage on the Hard disk select 7 Disk Usage Statistics Clear Clear a disk usage report data Y N System Reports Disk Usage Statistics Clear Clear a disk usage report data Y N Enter Y yes or N no If you enter Y the system will clear the data so please wait until Disk Usage Report Data Cleared appears Press to return to the System Reports Menu Select 8 Mailbox Usage Report to check the number of messages which are left in mailboxes Mailbox Usage Report 4 JAN 7 46 PM MBOX 111 New MSGs Saved MSGs ED MSGs Guest MSGs 0 0 FROM 10 APR 9 53 AM MBOX Use Time 00 05 36 ED MN GA IM Feature Usage 2 0 0 0 LD Lcl Beep Extn Outcalling 0 0 0 2 Time 00 00 00 00 00 00 00 00 00 00 02 10 Rev Del Exp MSG Received 0 0 0 Guest Access 0 0 0 M 3 90 System Administrator Manager s Guide 3 4 Keyboard Operations Other RS 232C terminal ASCII Terminal Note System Reports Mailbox Report Enter the Range 20 Mailbox Usage Report MBOx 201 New MSGs MSGs MSGs MSGs 0 0 0 0 FROM MBOX Use Time ED Feature Usage 2 LD Outcalling 0 Time 00 00 00 Rev MSG Received 0 Guest Access 0 4 JAN 7 46 PM 0 0 10 APR 9 53 AM 00
297. ds can be up to eight alphanumeric characters long The VPS does not distinguish the capital letter from the small letter There are two passwords 1 Administrator 2 System Reset Clear These commands can be used to turn all on line services on and off For example it is necessary to disable on line services while deleting a mailbox because this operation involves the updating of a large number of system tables The recording status of the tree structured bulletin board messages is displayed along with the number of any exten sions to which calls are transferred when particular messag es are selected If a printer or a data terminal is connected to the VPS via the RS 232C port the System Administrator can output the following system usage reports Disk Usage Report Port Usage Report and Call Account Data Report Once the time is specified by using PSET utility command the reports will be output at the specified time every day The system administrator can diagnose the VPS by getting the error log of devices such as CO card DSP card CPU card and Hard disk Prints out all of the VPS parameter settings output to screen This command is only valid in the ASCII terminal mode The HELP command displays the list of available utility commands M 3 30 System Administrator Manager s Guide 3 3 6 System Reset Clear Note Note When System Reset Clear is executed the values for the items show
298. e DSP card ROM checksum error DSPCARD RAM Accessed by the CPU on the DSP card Accessed by the 68000 on the CPU card DSP DATA R W DSP chip error CO DSP SYS TEST 02 CO DSP DTMF tone record playback combination test error DISK 1 DATA R W XX YYYY HDD access error XX SCSI error code YYYY read write error sector number Cooling fan has stopped BATTERY Backup battery voltage is low CLOCK Clock IC error CO DSP SYS TEST 01 CO DSP DTMF tone generate detect combination test error Note number 1 8 M 3 98 System Administrator Manager s Guide 3 4 Keyboard Operations Error indications at system startup Example terminal display when errors are generated Meaning ROM ERROR Sum Error CPU card ROM checksum error RAM ERROR SRAM R W ERROR CPU card SRAM read write error DISK ERROR No System No system HDD present RAM ERROR DRAM R W ERROR CPU card DRAM read write error DISK ERROR Initialize Error HDD initialization error DISK ERROR Program Load Error Program could not be loaded from system HDD DISK ERROR Program Sum Error Checksum error in program loaded from system HDD DISK ERROR System Data Error Error loading administrator data from system HDD DISK ERROR Voice Prompt Data Error Error loading voice prompt control data from system HDD Message data error 1 Message data error 2 DSP Voice Buffer R W Error DSP card voice buffer read
299. e Also you can start replaying the previous message Dial an extension number which is connected to the Voice Mail Service You will hear the prompt Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 Press gt then enter your mailbox number If you have the password you will hear the prompt Please enter the password followed by a hash sign Enter the password Check the announcement of the number of messages You will hear the prompt To receive a message press 1 To deliver a message press 2 For other features press 3 For help at any time press 0 U 2 32 Subscriber s Guide 2 10 Skipping Messages 5 Press 0 for Help You will hear the prompt To receive a message press 1 To deliver a message press 2 For other features press 3 For call transfer press 4 To change playback speed at any time press 9 To end this call press X 6 Press 1 to use the Receiving Message menu 7 Review the number of messages and the message informa tion 8 Review the message You will hear the prompt To repeat this message press 1 To play the next message press 2 To e
300. e features To pause and restart recording press 2 Please leave me a message at the tone To end recording hang up To cancel your message press if you have a touch tone phone Sorry there is no space for recording in this mailbox Your recording has been accepted To review press 1 To accept press 2 To record a new one press 3 To add press 4 To erase and exit press k Manager s Guide Message Manager M 5 41 S Modifying Voice Prompts Modifiable Prompts If this is an urgent message press 1 Otherwise press 2 If this is a private message press 1 Otherwise press 2 Sorry I cannot add anything further Please answer the following question at the tone To end answering and receive the next question press 1 To end interview press If you have any comment please state it at the tone Please enter the extension of the person for whom you wish to call To enter by name please press a hash sign and 1 For department dialing press To listen to the bulletin board message press 1 followed by a hash sign If this is the person to whom you wish to call press 1 Otherwise press 2 To try again press There are no more names To try again press Extension Please wait a moment Please state your name at the tone To leave a message
301. e press 1 To deliver a message press 2 For other features press 3 For help at any time press 0 5 Press 0 for Help o You will hear the prompt To receive a message press 1 To deliver a message press 2 For other features press 3 For call transfer press 4 To change playback speed at any time press 9 To end this call press X 6 Press 1 to use the Receiving Message menu 7 Review the number of messages and the message informa tion 8 Review the message You will hear the prompt To repeat this message press 1 To play the next message press 2 To erase this message press 3 To reply press 4 To transfer this message press 7 For help press 0 Subscriber s Guide 2 Message Transfer 9 Press 0 for the whole menu for Help o To repeat this message press 1 To replay the previous message press 1 twice To play the next message press 2 To erase this message press 3 To reply press 4 To rewind press 5 To fast forward press 6 To transfer this message press 7 For message scan press 10 Press 7 to use the Message Transfer menu 7 You will hear the prompt Please enter the mailbox number to which this message Should be transferred To enter by name please press a hash sign and 1 Mailboenunibed 11 Enter the mailbox number of the intended recipient L
302. e press 1 To enter another extension press 2 You have a call Reserved Menu Message of Custom Service 1 Menu Message of Custom Service 2 Menu Message of Custom Service 3 Menu Message of Custom Service 4 Menu Message of Custom Service 5 Menu Message of Custom Service 6 1 28 Message Manager Modifying Voice Prompts Modifiable Prompts Message of Custom Service 7 Message of Custom Service 8 Message of Custom Service 9 Message of Custom Service D lt D D E Message of Custom Service Message of Custom Service Message of Custom Service Message of Custom Service Message of Custom Service Message of Custom Service Exit Message of Custom Service Exit Message of Operator Service 2 Refer to the Detailed Edition for information on Custom Services and Operator Services Message Manager 1 29 Recording the Company Name l Goto the Message Manager s main command menu 2 Press 3 for Other Features To change the company greetings press 1 For department dialing programming press 2 To modify voice prompts press 3 To record a company name press 4 To customize your mailbox press 5 To set the clock press 6 To set up message waiting notification press 7 o D
303. e press 2 Guide for Non Subscribers N 2 11 2 3 Incomplete Call Service La La o To change the message after recording 7 6 Press 1 or 2 You will hear the prompt Press 1 or 2 Then hang up You will hear the prompt To review press 1 To accept press 2 To record a new one press 3 To add press 4 To erase and exit press Press 3 if you want to change the message you just recorded proceed to Step 3 or Press 4 to add another message proceed to Step 3 or Press 1 to listen to the message you just recorded After reviewing the message you will hear the prompt in Step 6 and you can select other features Press to erase the recorded message and exit or N 2 12 Guide for Non Subscribers 2 5 Incomplete Call Service Press 2 to accept the message 2 You will hear the prompt Your recording has been accepted Then you will hear the prompt If this is an urgent message press 1 Otherwise press 2 Guide for Non Subscribers N 2 13 2 3 Incomplete Call Service 2 3 3 Call Transfer to an Alternate Extension If your message is urgent you can try calling another person specified by the extension you initially called This second person may then be able to assist you To reach the alternate extension 1 The line you want is not available You will hear the prompt Sorry no one
304. e End Time 5 00 PM Thu hh mm xM Day Service Start Time 9 00 AM Day Service End Time 5 00 PM Fri hh mm xM Day Service Start Time 9 00 AM Day Service End Time 5 00 PM Sat hh mm xM Day Service Start Time 9 00 AM Day Service End Time 5 00 PM Sun hh mm xM Day Service Start Time 9 00 AM Day Service End Time 5 00 PM Program Call Services Day Service Menu You can specify Day Service start end time Press X when you finish the setup You will return to the Call Service Menu Manager s Guide System Administrator 3 55 3 4 Keyboard Operations 3 Select 2 Class of Services to assign each port Incoming Outgoing Call Services If you select 1 the menu will appear VT100 compatible terminal Program Call Services Class of Service Menu 1 COS 1 2 COS 2 3 COS 3 4 COS 4 5 COS 5 6 COS 6 7 COS 7 8 COS 8 SELECT ITEM AND PRESS RETURN KEY Program Call Services Class of Service COS 1 PORT No 1 4 Outgoing Call Incoming Call E E SELECT Call Service and Set Enable or Disable E Enable D Disable or Other RS 232C terminal ASCII Terminal Program Call Services Class of Service Menu COS 1 COS 2 COS 3 COS 4 COS 5 COS 6 COS 7 COS 8 Enter the Number M 3 56 System Administrator Manager s Guide 3 4 Keyboard Operations Program Ca
305. e Parameters Ext length No of digits for outdial No answer time Pause time Outdial line sequence Operator transfer sequence Ext transfer sequence Reconnect sequence on busy Reconnect sequence on no answer Reconnect Sequence on Refuse Call W 1 6 Work Sheets 1 3 How to Use the Work Sheets 5 Custom Select Service 1 16 Description Menu Repeat Cycle Call Transfer Service Anytime Wait for Second digit NO DTMF Input Settings operation keypad Assignment 2 System 1 Mailbox Mailbox No Ext Owner s name COS No Message retention time capacity length Reports Assignments authorization status 2 System Ser Hard disk drive No Outcalling amp Daymode Nightmode services for each port vice Report 3 Call Account Mailbox No Date amp time Call duration Destination telephone No Report 4 Port Usage Port No No of external delivery Message waiting notification No of incoming Report calls 5 Port Usage Statistics Clear 6 Disk Usage Capacity of hard disk drive No of messages Report 7 Disk Usage Statistics Clear 8 Mailbox Mailbox No New Saved External delivery Guest messages Usage of authorized Usage Report features 9 Mailbox Usage Statis tics Clear 3 Utility Com ONLN OFLN PASS TIME BREP PSET ELOG SAVE LOAD GPRN HELP VERS mands 4 System Mailbox No length First digit of ext System Manager s mailbo
306. e a message press 1 If your message is urgent press 2 To listen to a message from this party press 3 2 Press 1 Note If you receive the following prompt Sorry there is no space for recording in this mailbox You will exit from this menu Try again to call the VPS then call the operator for help 3 Hear the personal greeting of the party Then you will hear the prompt Please leave me a message at the tone To end recording hang up or press 1 for more feature To pause and restart recording press 2 N 2 10 Guide for Non Subscribers 2 3 Incomplete Call Service Note Note Note If you called the VPS from a rotary telephone or you have no input you will hear the prompt Please leave me a message at the tone To end recording hang up To cancel your message press if you have touch tone phone Leave a message at the tone During recording you can pause it by pressing 2 To continue recording press 2 again At the end of the message press 1 You will hear the prompt To review press 1 To accept press 2 To record a new one press 3 To add press 4 To erase and exit press Press 2 to accept the message If you want to change this message go to Step 6 You will hear the prompt Your recording has been accepted Then you will hear the prompt If this is an urgent message press 1 Otherwis
307. e connect time of the outgoing calling service Each subscriber who is authorized to use the external message delivery can change the setting of this parameter independently In the external message delivery the call duration is measured by the VPS starting from the point at which the specified telephone number called is answered The VPS terminates the call after playing the prompts if the specified length of time is exceeded It can be set to from 1 to 9 minutes It is set to 3 minutes at the factory If the system external message delivery redialing mode is set to YES ENABLE the VPS will retry the call at 5 minutes or 1 hour intervals up to a maximum of 5 times if it is unable to deliver the message either because the line was busy or there was no answer If it is set to NO DIS M 3 22 System Administrator Manager s Guide 3 3 3 Setting Voice Mail Parameters Company s Telephone No ABLE only an initial two retries at 5 minute intervals will be attempted if the line is busy The factory setting is En able This telephone number is announced in the call back message to the recipient as the company telephone number he or she should call to retrieve the sender s message The VPS delivers such a call back message to the recipient if it was unable to deliver the message because the person answering the phone was unable to supply the correct password 3 3 3 3 System Group Assignment 3 3 3 4 Mailbox Setting Mai
308. e connection has been established press the RETURN key The System Administration menu will appear on the screen of the data terminal See 3 3 Setting the System Parameters in Chapter 3 Note Return to the initial System Administrator screen gt prompt Manager s Guide System Manager 4 67 4 9 Customizing the System Manager s Mailbox In order to ensure system security the system manager can establish a password consisting of up to eight digits Any one requesting access to the system manager s mailbox will then be required to enter this password before proceeding To customize the System Manager s Mailbox 1 Dial an extension which is connected to the Voice Mail Voice Mail Service s Service Extension Number You will hear the prompt Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 2 Press then enter the System Manager s mailbox System Manager s number mailbox number e s Lo You will hear the prompt Please enter the password followed by a hash sign 3 Enter the password System Manager s password 1 2 fe 4 68 System Manager Manager s Guide 4 9 Customizing the System Manage
309. e esee eese ee eee ee eaaet ene setae seta M 5 10 5 3 1 Recording Company Greetings eese M 5 11 5 3 2 Selecting Company Greetings ie ced ar eite ta dede epus M 5 15 5 3 3 Changing Company Greetings Mode sse M 5 17 5 4 Setting Department Dialing 4 ee ee eee ee eee eee eere ee eene tenes tone sena M 5 21 5 4 1 Recording the Department Dialing Menu Message M 5 22 5 4 2 Programming Department Dialing eee M 5 26 5 4 3 Resetting Department Dialis ngos pe o pie tst M 5 30 5 4 4 Department Dialing Report eese M 5 33 5 5 Modifying Voice Prompts M 5 36 5 6 Recording the Company Name eere eee eee ee eene eene seen aseo sesto sesto M 5 45 5 7 Customizing the Message Manager s Mailbox ee eeeeere M 5 49 5 8 Setting the Date and Time 4 ce esee cree eere ee eee ee seen eee s ee eas eene M 5 54 5 9 Setting Message Waiting Notification cesse eese eene eere eee neon M 5 59 5 9 1 Notification by Message Waiting Lamp ee M 5 60 5 9 2 Timed Message Notification oer epe ete Let cit be de edad M 5 63 D 0 2 Detailed Edition for Managers Subscribers amp Non Subscribes Contents 5 9 3 Immediate Message Notification sss M 5 67 5 9 4 Setting the Telephone Nu
310. e in Detailed Edition M 2 4 M 1 8 M 3 18 M 3 18 M 3 18 M 3 19 M 2 4 M 2 4 M 4 62 M 6 5 M 6 2 M 6 39 M 3 18 M 3 14 M 3 14 M 3 18 M 3 15 M 3 29 M 4 49 M 5 54 M 2 5 M 2 5 M 3 17 M 5 10 M 5 45 M 2 5 W 2 2 Work Sheets Index Ref Page in Ref Page in Work Sheets Detailed Edition Data Teeriniival iecore MISTER isdem M 2 17 Department Dialmg nono eet eec M 3 18 M 5 21 Distribution List eene U 1 75 Distribution List System sess W 3 5 W 4 3 M 3 23 M 4 35 DSBSCarduscnstesssnesinecdeensesecunNue M 2 5 2 4 External Message Delivery Parameters Mes 3 22 4 40 General Delivery Mailbox ete ak M 5 4 Group Distribution List essere U 1 75 Guest MailboXcinneurnmehwl uui neu M 3 25 M 4 12 DISK D Eve croceo xs rnb eR ete Dra M eg M 2 5 Hardware Settings 225 d W 35lT M 3 7 0 3 3 Installation eae 2 9 Key Operation W I 3 ues M 1 7 Work Sheets W 2 3 Index Ref Page in Ref Page in Work Sheets Detailed Edition L Light off sequence for Message Waiting Dei was ud
311. e instead offered a choice of up to 9 recorded messages When the MAILBOX DELETION function is invoked for a particular mailbox the VPS erases all the messages it contains removes the mailbox number from all group dis tribution lists deletes the voice recording of the owner s name deletes any personal group distribution lists assigned to the box cancels any external delivery messages and if the owner had authorization for one will delete the per sonal bulletin board The MAILBOX PASSWORD DELETION function allows subscribers who have forgotten their passwords to be assigned new ones Once the old password has been deleted a new one can be specified 2 2 5 System Usage Reports The system administrator can output six types of system usage reports to help monitor the VPS operating status The reports can be output via the RS 232C port either to a printer or a terminal The following six report options are available 1 Mailbox Assignments System Service Report Call Account Report 2 3 4 Port Usage Report 5 Disk Usage Report 6 Mailbox Usage Report Overview of VPS Functions O 2 23 2 2 System Administration Mailbox Assignments System Service Report Call Account Report Port Usage Report Disk Usage Report Mailbox Usage Report The mailbox listing provides a listing of the current sys tem mailbox parameters as well as the parameters for individual mailboxes and any special functions which
312. e made If two notification times are specified the VPS will notify the subscriber twice a day provided there are messages waiting To set the notification time 1 16 Same as Timed Message Notification 17 To set another time repeat steps 13 16 Subscriber s Guide U 1 31 1 3 Recording a Message in a Guest Mailbox If authorized by the system manager you can create your own guest mailboxes for leaving messages to non subscribers You can maintain up to four guest mailboxes 1 3 4 Setting up Guest Mailboxes Subscribers authorized by the system manager to own guest mailboxes can create up to four such mailboxes and assign passwords to them To set up guest mailboxes Dial an extension number which is connected to the Voice Voice Mail Service s ME Series Extension Number You will hear the prompt Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 Your mailbox 2 Press gt then enter your mailbox number number You will hear the prompt Please enter the password followed by a hash sign U 1 32 Subscriber s Guide 1 3 Recording a Message in a Guest Mailbox Your password 3 Enter the password 3
313. e number to include multiple mailboxes For example 3 indicates mailbox numbers that begin with 3 Then you will hear the prompt Mailbox usage counts cleared You can press here to go back to the System Report Menu if you have not chosen any option M 4 60 System Manager Manager s Guide 4 6 Checking System Usage Mailbox Parameter Report Press 5 You will hear the prompt The mailbox parameter report is listed on the terminal Call Account Report 6 1 6 You will hear prompt The call account report is listed on the terminal Note Remember you can press to exit this menu at any time Manager s Guide System Manager 4 61 4 7 Broadcasting Messages To record broadcasting messages Voice Mail Service s 1 Extension Number 2 System Manager s mailbox number 9 o The System Manager can deliver an identical message to all VPS subscribers at the same time This procedure is referred to as broadcasting messages and the message to be broadcast is recorded in the System Manager s mailbox This feature is useful for informing all subscribers about current VPS status such as remaining hard disk capacity requesting that unnecessary messages be erased etc Dial an extension which is connected to the Voice Mail Service You will hear the prompt Good morning Good afternoon Good evening You have reached the
314. e person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 Press then enter the Message Manager s mailbox num ber You will hear the prompt Please enter the password followed by a hash sign Enter the password Manager s Guide Message Manager M 5 11 5 3 Company Greetings Operation 4 Greeting Number i 56 Now you are in the Message Manager s main command You will hear the prompt You have message s To transfer messages from the general delivery mailbox press 1 To change the company greetings mode press 2 For other features press 3 For help at any time press 0 Press 3 for other features You will hear the prompt To change the company greetings press 1 For department dialing programming press 2 To modify voice prompts press 3 To record a company name press 4 To customize your mailbox press 5 To set the clock press 6 To set up message waiting notification press 7 Press 1 to record company greetings You will hear the prompt Please enter the company greeting number 1 through 16 followed by a hash sign Enter the greeting number 1 16 You will hear the prompt M 5 12 Message Manager Manager s Guide 5 3 Company Greetings Operation Note
315. e receiving mode Once you have selected the receiv ing mode use the cancel command of the communication software which you use e g quit for the Crosstalk 3 4 7 9 LOAD 1 Type LOAD then press RETURN The menu will appear Manager s Guide System Administrator 3 101 3 4 Keyboard Operations LOAD VPS Data Load PC VPS Xmodem 1 Program Parameters System Prompts Bulletin Messages 2 3 4 User Prompts 5 Select No 2 Select an item to be restored to the Hard Disk then press RETURN The menu will appear To start press RETURN 3 Press RETURN The menu will appear Start Load 4 Set the data terminal to the sending Call mode Xmodem Then enter the back up file name The back up data will be restored to the Hard Disk Note You can cancel this command by pressing V before enter ing the receiving mode and by using the cancel command in the communication software 3 4 7 10 GPRN Global Printing 1 Type GPRN then press RETURN The menu will appear Note GPRN is only available in ASCII mode M 3 102 System Administrator Manager s Guide 3 4 Keyboard Operations GPRN Program Voice Mail Parameter System Mailbox Parameter Menu Number of Mailboxes 64 Personal Greeting Length 16 System Message Retention Time 5 System Message Length 3 System Mailbox Capacity 10 Program Voice Mail Parameter Exte
316. e set from 1 to 30 days The most appropriate setting will depend on the subscriber s schedule and the storage capacity of the system After a message has been held for the set message retention time it is automatically transferred to the Message Manager s mailbox The maximum length for recorded messages can be set from 1 to 12 minutes The most appropriate setting will depend on the storage capacity of the system When a message exceeds the maximum message length during the caller s message recording the VPS informs the caller of it with a beep tone and terminates the recording The number of messages that can be recorded in the subscriber s mailbox can be set from 5 to 99 depending on the needs of the user and the storage capacity of the system If a mailbox is full no more messages can be recorded until the previous ones are erased Dial an extension number which is connected to the Voice Mail Service You will hear the prompt Manager s Guide System Manager M 4 13 4 2 Setting Up Mailboxes System Manager s Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 2 Press then enter the system manager s mailbox number mail
317. e this message press 3 To reply press 4 To rewind press 5 To fast forward press 6 To transfer this message press 7 For message scan press ep Cc n 9 ane 06 e lt gt Press EJ for scanning messages These are the brief segments of your messages Review the first 4 seconds of the message To replay the information of the previous message press 1 To play the information of the next message press 2 To play the message press X or To replay the previous message press 1 To play the next message press 2 To play the entire message press X Press e Or 3 Subscriber Receiving Scanning Messages K FK K K FK 3K 2K 3K 3K 2K FK ok ok ok ok ok ok ok ok ok ok K K FK FK K ok ok K K eT Hint Step 2 If you do not want to listen to the Help menu you can go to step 4 directly 2K K K K K 2 2K FK FK FK K K K K 2K 2K FK FK FK FK K K 2K 2K 2K 2K FK FK K K K 3K FK 2K FK 2K K K K K K K Ok OK OK D E 2 o a o 2 o a a E P 1 14 Subscriber Receiving Chapter 2 Operation for Subscribers Sending Messages This chapter tells you how to send messages recording and delivery Contents Voice Mail Service Entry main command cssseccessrccssseecessceecees 2 2 Call Transfer
318. e to return to the previous lev el or to replay the just played message If an extension has been assigned to a message requested by the caller the VPS first plays the message then rings the extension This function makes it possible to guide callers to the appropriate extension If a mailbox has been assigned to a message requested by the caller the VPS first plays the message then prompts the user to record a message in the mailbox O 1 22 Overview of VPS Functions 1 3 Bulletin Board Service Bulletin Board Service User recorded bulletin messages at different levels can be received by calling the Bulletin Board Service Call the B B Service and receive the Bulletin Menu level 0 This is For press 1 For press 2 Press 2 for the Press 1 for product telephone guide information Receive the Bulletin Message 1 level 1 Receive the Bulletin Message 2 level 1 This is telephone guide service This is product information Press the next key for bulletin message level 2 Overview of VPS Functions O 1 23 1 4 Interview Service 1 2 3 Recording Questions Erasing Questions Setting Answer Duration Canceling The Interview Service Subscribers who own an interview mailbox have the option of recording a string of questions for use by the mailbox When a caller accesses the mailbox the questions are played one after another wi
319. e used by the system to help users locate extensions If when the VPS prompts the caller for an extension or mailbox number the four letters are entered instead of a number the system at tempts to match those four letters with the names on the list of subscribers It then announces the matching names to the caller and asks him or her to choose one Overview of VPS Functions O 2 21 2 2 System Administration 3 4 5 MAILBOX PARAMETERS be set by the system administrator or the system manager to meet the require ments of mailbox owners match the hard disk capacity etc 3 1 MESSAGE RETENTION TIME before automatic erasure or transfer in order to free up hard disk space can be set from 1 to 30 days 3 22 MAXIMUM MESSAGE LENGTH can be set from 1 to 12 minutes 3 3 MAILBOX CAPACITY specifies the maximum number of messages which can be accommodated by the mailbox and can be set from 5 to 99 A CLASS OF SERVICE NUMBER is assigned to each mailbox All subscribers are classified into one of eight classes and incoming and outgoing call services are assigned separately to each class and port by the system administrator or the system manager All subscribers assigned to a particular class are allowed to use all of the services assigned to any of its ports Usually ports are allocate for the exclusive use ofindividual class SPECIAL FEATURE AUTHORIZATION can be given to specific subscribers allowing th
320. eans that you want to cancel the recording of the message and exit the service After recording you are asked whether you accept the message or not By doing this you tell the system that you are satisfied with the message and want to store it to deliver Note Please remember that once you have accepted the message you cannot change it U 3 6 Subscriber s Guide 3 1 Recording to Deliver a Message 3 1 2 Reviewing a Message If you do not recall what you said in a message you can replay it for revision so that you can decide whether you wish to store add or cancel the message To review the message 3 1 3 Canceling a Message The message recorded by the subscriber can be canceled after accepting the message The non subscriber however cannot cancel the recorded message after accepting To cancel the message After recording the message you will hear the prompt To review press 1 To accept press 2 To record a new one press 3 To add press 4 To erase and exit press X Press 1 to review the message After recording the message you will hear the prompt To review press 1 To accept press 2 To record a new one press 3 To add press 4 To erase and exit press X Press x to erase and exit Subscriber s Guide U 3 7 3 1 Recording to Deliver a Message 3 1 4 Adding a Message If you realize that you want to say more you may want
321. ear the prompt You have message s To transfer messages from the general delivery mailbox press 1 To change the company greetings mode press 2 For other features press 3 For help at any time press 0 4 Press 3 for Other Features You will hear the prompt To change the company greetings press 1 For department dialing programming press 2 To modify voice prompts press 3 To record a company name press 4 To customize your mailbox press 5 To set the clock press 6 To set up message waiting notification press 7 Manager s Guide Message Manager M 5 61 5 9 Setting Message Waiting Notification 5 Press 7 to set Message Waiting Notification 7 You will hear the prompt To notify with a message waiting lamp press 1 Otherwise press 2 6 Press 1 to enable Notification with a Message Waiting 1 Lamp You will hear the prompt You can be notified with a message waiting lamp To set timed message notification press 1 To set immediate message notification press 2 To assign a telephone number press 3 7 To set Timed Message Notification follow the steps 7 to 14 on pages M 5 65 through M 5 67 T To set Immediate Message Notification follow the steps 7 to 9 on pages M 5 67 and M 5 68 M 5 62 Message Manager Manager s Guide 5 9 Setting Message Waiting Notification 5 9 2 Timed Message Notification Note
322. ease wait a moment To call the operator press 0 Press then enter your mailbox number If you have the password you will hear the prompt Please enter the password followed by a hash sign Enter the password Check the announcement of the number of messages You will hear the prompt To receive a message press 1 To deliver a message press 2 For other features press 3 For help at any time press 0 Subscriber s Guide U 2 23 2 8 Rewinding Fast Forwarding Messages o To fast forward Voice Mail Service s Extension Number 5 Press 0 for Help You will hear the prompt To receive a message press 1 To deliver a message press 2 For other features press 3 For call transfer press 4 To change playback speed at any time press 9 To end this call press X 6 Press 1 to use the Receiving Message menu 7 Review the number of messages and the message informa tion 8 While playing a message press 5 for rewinding messages 1 Dial an extension number which is connected to the Voice Mail Service You will hear the prompt Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the opera
323. ecides whether or not to allow each class of service to use the outgoing calling service at each port A port which has not been assigned the outgoing calling service for all classes of service can always be used for the incoming call service without blocking the outgoing calling sequence 3 3 2 3 Port Assignment One of five incoming call services can be assigned to each VPS port Voice Mail Automated Attendant Bulletin Board Interview Service and Custom Service The Port Assignment menu also lets you specify the outgoing call authorization company greeting mode and company greet ing assignment for each port Incoming Call Service One of the following services can be assigned to the port This only assigns which service will be used when answer ing incoming calls Incoming callers can still access other services using the commands described in section 1 2 under Telephone Key Operation 1 Voice Mail Service Incoming callers will be provided with standard voice mail features recording messages in subscriber mailboxes general delivery mailbox receiving messages from guest account mailboxes or Operator Service dial 0 Subscribers can access mailboxes to receive messages deliver messages to other subscribers for external messages delivery setting automated attendant parameters confirm ing message receipt mailbox management setting message waiting notification and guest mailbox management 2 Automated Attendant S
324. election and go to Step 7 Step 8 You can return to level 3 by pressing X SSR KR x Bulletin Manager 2 13 wW o Ek z D D Q D A Erasing Bulletin Messages 1 Go to the Bulletin Message Editing menu To record a new message press 1 To erase the message press 2 To review the message press 3 To assign an extension press 4 To assign a mailbox press 5 2 Press e to erase the message The message is 3 Review the Message To erase this message press 1 Otherwise press 2 4 Press Kl to erase the message The message is erased 4 if there are sub messages There are sub messages below this message To erase all the sub messages with this message press 1 Otherwise press 2 5 Press EB if you want to erase The messages are erased o gt 24 LELLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLILI Hint Step 1 In order to get to the Bulletin Message Editing menu see steps 6 in the operation at each level Step 4 You can exit the menu by pressing 2 or X SEGRE 2 14 Bulletin Manager Assigning Extensions to Bulletin Board 1 7 Go to the Bulletin Message Editing menu To record a new message press 1 To erase the message press 2 To review the message press 3 To assign an extension press 4 To
325. elivery mailbox Contents 5 1 What is a Message Manager M 5 2 5 2 Managing the General Delivery 5 4 5 2 1 Listening to the M 5 5 5 2 2 Delivering Message 5 M 5 7 5 3 Company Greetings Operation M 5 10 5 3 1 Recording Company Greetings M 5 11 5 3 2 Selecting Company Greetings M 5 15 5 3 3 Changing Company Greetings Mode M 5 17 5 4 Setting Department Dialing M 5 21 5 4 Recording the Department Dialing Menu MeSSaBe M 5 22 5 4 2 Programming Department Dialing M 5 26 5 4 3 Resetting Department Dialing M 5 30 5 4 4 Department Dialing Report M 5 33 5 5 Modifying Voice Prompts e eeeeeeeeee M 5 36 5 6 Recording the Company M 5 45 5 7 Customizing the Message Manager s Mailh diet rc M 5 49 5 8 Setting the Date and Time M 5 54 5 9 Setting Message Waiting Notification M 5 59 5 9 1 Notification by Message Waiting Lamp M 5 60 5 9 2 Timed Message Notification M 5 63 5 9 3 Immediate Message Notification M 5 67 5 9 4 Setting
326. elivery or hang up LLELLLLLLELLLLLLLLLLLLLLLELLELLLLLLLLLLLLLLLLLLELI Hint Step 4 You can enter by name if you press 4 1 first Step 5 You can add mailbox numbers by pressing 2 You can review the mailing list by pressing 3 You can cancel message transfer by pressing FKK FK KK K K FK K K FK FK K K FK FK K K K K K K FK K K K FK FK K K K K K K FK K K K K K K K K K K Subscriber Sending 2 5 Recording Messages 1 Go to the Recording Messages Menu Please leave me a message at the tone To end recording press 1 To pause and restart recording press 2 2 Speak your message after the tone 3 Press KB to end recording To review press 1 To accept press 2 To record a new one press 3 To add press 4 To erase and exit press K 4 Press amp to accept Your recording has been accepted SOOO a Hint Step 1 There are many ways to get to the Recording Messages menu If you just want to record a message in a mailbox see the Message Delivery menu o ep 2 o 12 op FKK K K K K K FK K K FK FK K K FK FK K K K K K K FK K K K FK FK K K K K K K FK K K K K K K K K K K 2 6 Subscriber Sending Recording Messages for Non Subscribers 1 Call the VPS and get to the Voice Mail Service
327. em Manager Manager s Guide 4 3 Setting a System Group Distribution List Note Voice Mail Service s Extension Number The group distribution list allows a subscriber to send one message to many people at the same time The subscriber can enter a list of mailbox addresses assigned a certain number called a group number The VPS can have up to 100 groups in which you will specify the subscribers that are members Each group can have as many as 40 mailboxes The mailbox number length parameter of the system effects a group listing number For example if you have specified three digits for the mailbox number length the group listing number will also require a three digit number The group distribution list can also be set on the personal level where the subscriber can have up to eight personal group lists assigned one of the group numbers one to eight Each group itself can have up to 40 destination mailbox numbers You can exit the current menu by pressing gt at any time To set up the System Group Distribution List Dial an extension number which is connected to the Voice Mail Service You will hear the prompt Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the opera
328. em has completed this startup sequence the running LED indicator lights Press RETURN and enter the System Administrator s password to access the System Administration menu Specify the RS 232C terminal type Please Select Your Terminal Type 1 ASCH TERMINAL 2 VT100 PLEASE ENTER THE NUMBER Press 2 to select VT100 Compatible Terminal Should the System Administrator decide to use the ASCII terminal he can select the option he wants by entering the option number followed by RETURN Otherwise he can select the item by moving the up down cursor key followed by RETURN Manager s Guide System Administrator 3 3 3 2 Initializing the System The menu will appear Program System Reports Utility Command System Reset Clear SELECT ITEM AND PRESS RETURN KEY 6 Press 4 for System Initialization Press Y this moves you to the off line mode The prompt will appear System Reset Clear Menu Mailbox No Length 33 First Digit of Extensions 21 2 3 4 5 6 7 8 System Manager s Mailbox No 999 Message Manager s Mailbox 998 Bulletin Manager s Mailbox 997 Will you change the setting Y N M 3 4 System Administrator Manager s Guide 3 2 Initializing the System 7 Enter the password Then you can change parameters The prompt will appear System Reset Clear Menu 1 Mailbox No Lengt
329. em message length is minutes To change this setting press 1 Otherwise press 2 11 Press 2 to accept it Then the VPS will ask if you wish to change the system message capacity You will hear the prompt System mailbox message capacity is messages To change this setting press 1 Otherwise press 2 12 Press 1 to change the default setting Then you will hear the prompt Please enter the mailbox message capacity from 5 to 50 followed by a hash sign Enter the number of messages and press Mailbox Message Capacity b s e Then you will hear the prompt again System mailbox message capacity is messages To change this setting press 1 Otherwise press 2 14 Press 2 to accept it Manager s Guide System Manager 4 45 4 4 Setting System Parameters Then the VPS will ask if you wish to change the personal greeting length You will hear the prompt System personal greeting length is seconds To change this setting press 1 Otherwise press 2 15 Press 1 to change the default setting You will hear the prompt Please enter the personal greeting length from 8 to 60 seconds followed by a hash sign 16 Enter the number of minutes and press Length of Personal Greeting a 8 Then you will hear the prompt again System personal greeting length is seconds To change this setting press 1
330. em to use special services such as the ability to make message notification interview mailbox guest mailbox etc 5 1 MESSAGE NOTIFICATION FEATURE AUTHO RIZATION allows subscribers to receive notification from the system when new messages are placed in their mailboxes Three types of message notification are available message waiting notification at a pre specified time or times each day and urgent mes sage waiting notification in which notification is immediate and message waiting lamp 5 2 EXTERNAL MESSAGE DELIVERY AUTHORI ZATION allows subscribers to have messages deliv ered at specified times and to specified telephone numbers by the VPS 5 3 INTERVIEW MAILBOX AUTHORIZATION allows subscribers to maintain a secondary mailbox which when accessed provides callers with a series of questions and records their answers 5 4 GUEST ACCOUNT AUTHORIZATION allows subscribers to maintain up to four guest mailboxes O 2 22 Overview of VPS Functions 2 2 System Administration for non subscribers Subscribers can then leave mes sages in their guest mailboxes 5 5 PERSONAL BULLETIN BOARD AUTHORIZA TION allows the subscriber to use one of the 16 personal bulletin boards the system is capable of accommodating A personal bulletin board is a group of messages arranged into a menu structure which can be accessed by callers via the Automated Assistant Callers unable to connect to the extension of their choice ar
331. ence FWWX D Disconnect F Flash R Ring T Tone S Silence W Transf Wait X Ext A Answer Enter the Extension Transfer Sequence Reconnect Sequence on Busy FWW D Disconnect F Flash R Ring T Tone S Silence W Transf Wait X Ext Enter the Reconnect Sequence on Busy Reconnect Sequence on No Answer FWW D Disconnect F Flash R Ring T Tone S Silence W Transf Wait X Ext Enter the Reconnect Sequence on No Answer Reconnect Sequence on Refuse Call FWW D Disconnect F Flash R Ring T Tone S Silence W Transf Wait X Ext Enter the Reconnect Sequence on Refuse Call Light On Sequence for Message Waiting Lamp W701X D Disconnect F Flash R Ring T Tone S Silence W Transf Wait X Ext Enter the Light On Sequence for Message Waiting Lamp Light Off Sequence for Message Waiting Lamp W702X D Disconnect F Flash R Ring T Tone S Silence W Transf Wait X Ext Enter the Light Off Sequence for Message Waiting Lamp Call Waiting Sequence 1 Flash Ring T Tone S Silence W Transf Wait Enter the Call Waiting Sequence Release Sequence for Call Waiting F F Flash R Ring T Tone S Silence W Transf Wait Enter the Release sequence for Call Waiting Set the parameters for your PBX according to the work Press V to return to the PBX Interface Parameters Menu Manager s Guide
332. ening is enabled disabled To enable call blocking press 1 To disable press 2 Press to enable the call blocking Call blocking is enabled Hint Step 6 You can disable the call blocking by pressing 2 Subscriber Sending C Q O D Co E i io a P Setting the Call Screening Status 1 5 Same as for the Setting call blocking status To enable call blocking press 1 To disable press 2 Press e to disable the call blocking Call screening is enabled disabled To enable call screening press 1 To disable press 2 Press KB to enable the call screening status or Press e to disable the call screening status Call blocking is disabled Call screening is enabled disabled 3 4 Subscriber Sending Alternate Extension Transfer Status Setting Go to the subscriber s main command menu 2 Press L3 for Other Features To check mailbox distribution press 1 For automated attendant status press 2 For mailbox management press 3 3 Press 2 for Automated Attendant status To set call transfer status press 1 To set alternate extension transfer Status press 2 For other options press 0 4 Press e to set the alternate extension transfer status
333. ent To call the operator press 0 Your mailbox 2 Press gt then enter your mailbox number number You will hear the prompt Please enter the password followed by a hash sign Your password 3 Enter the password 3 b s 6 4 The VPS will announce the number of messages Subscriber s Guide U 3 41 3 4 Group Delivery You will hear the prompt To receive a message press 1 To deliver a message press 2 For other features press 3 For help at any time press 0 5 Press 2 for Message Delivery You will hear the prompt Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 The number of your 6 Enter the number of your personal group distribution list personal group distribution list 1 Mailbox This is for If this mailbox number is correct press 1 You will hear the prompt Otherwise press 2 To repeat mailbox information press 3 To cancel message delivery press 7 Press 1 to accept the number EH You will hear the prompt To record a message press 1 To add mailbox number press 2 To review mailing list press 3 To cancel message transfer press 8 Press 1 to record your message U 3 42 Subscriber s Guide 3 4 Group Delivery You will hear the prompt Please leave me a message at
334. ent number is unassigned to any extension Message Manager 1 19 Department Dialing Report Hint Step 5 You can receive the report for all extensions by pressing the hash key K Re K FK 2 2K 2K 2K K K FK FK FK FK 2 2K FK FK FK K 2 FK FK FK FK FK FK K K FK FK FK FK FK FK FK K K K OK OK OK OK o n 1 20 Message Manager Modifying Voice Prompts l Goto the Message Manager s main command menu 2 Press E for Other Features To change the company greetings press 1 For department dialing programming press 2 To modify voice prompts press 3 To record a company name press 4 To customize your mailbox press 5 To set the clock press 6 To set up message waiting notification press 7 lt D lt D 2 D A 3 Press KJ to modify voice prompts Please enter the prompt number followed by a hash sign 4 Enter the modifiable prompt number followed by the hash sign 9 Current prompt is When it is the original system prompt you will go to Step 7 5 Review the current prompt To change this prompt press 1 Otherwise press 2 6 Press B to change the prompt To record a new prompt press 1 To erase the current pro
335. enu Manager s Guide System Administrator 3 73 3 4 Keyboard Operations 6 Select 3 Silence Reduction from the Hardware Settings Menu VT100 compatible Program Hardware Settings Silence Reduction Menu terminal Silence Reduction Level esee Low Silence Recording Time 1 30 15 or Other RS 232C terminal ASCII Terminal 1 Silence Reduction Level Low 1 None 2 Low 3 Medium 4 High Program Hardware Settings Silence Reduction Menu 2 Silence Recording Time 5 1 30 7 Set the values according to the work sheets M 3 74 System Administrator Manager s Guide 3 4 Keyboard Operations 8 Select 4 PBX Interface Parameters from the Hardware Settings Menu The menu will appear VT100 compatible f Program Hardware Settings PBX Interface Parameters Menu terminal 1 Dialing Parameters 2 Inband Signaling SELECT ITEM AND PRESS RETURN KEY or Other RS 232C terminal ASCII Terminal 1 Dialing Parameters 2 Inband Signaling Program Hardware Settings PBX Interface Parameters Menu Enter the Number Press to return to the Hardware Settings Menu Manager s Guide System Administrator 3 75 3 4 Keyboard Operations 9 Select 1 Dialing Parameters from the PBX interface Parameters Menu VT100 compatible Program Hardware Settings PBX Interf
336. eply To Guest Messages Subscribers with guest mailboxes can receive a voice recording of guest account parameters such as the guest number guest password and the name of the guest The subscriber can record messages in guest mailboxes by accessing the mailboxes and then entering the password Subscribers with guest mailboxes can check the delivery status of guest messages and if desired choose to erase any as yet undelivered ones A non subscriber who knows the guest password can ac cess a guest mailbox and listen to messages To do this he or she calls the VPS and enters the guest password after the mailbox number Guest messages are erased by the VPS immediately after they are listened to so it is not pos sible to call back later and listen to already received mes sages a second time After a caller has listened to a guest message he or she has the option of recording a reply if desired In this case it is not necessary for the caller to enter the mailbox number of the recipient the subscriber who sent the guest message O 1 14 Overview of VPS Functions 1 1 Voice Mail Service Guest Accounts Message Delivery not protected Deliver Subscriber Mailbox Owner v Subscriber s Guest Guest Guest Guest MAILBOX MAILBOX 1 MAILBOX 2 MAILBOX 3 MAILBOX 4 Overview of VPS Functions O 1 15 1 2 Automated Attendant Service 1 2 1 Initial Service Call Transfer Department Dialing Bu
337. ept it 2 To rerecord your comment press 3 and follow the instructions from step 12 To review your comment press 1 You will end recording comments by pressing 2 Then you will also end transferring messages from the general delivery mailbox Manager s Guide Message Manager M 5 9 5 3 Company Greetings Operation Company Greetings are presented to the caller of the VPS at the beginning of a recorded answer to a call You are authorized to operate the company greetings Each VPS port is specified to provide one of the company messages recorded by the message manager What you will do Recording Company Greetings See 5 3 1 Selecting Company Greetings See 5 3 2 Changing Company Greetings Mode See 5 3 3 M 5 10 Message Manager Manager s Guide 5 3 Company Greetings Operation 5 3 1 Recording Company Greetings To record a company greeting Voice Mail Service s Extension Number Message Manager s mailbox number s o Message Manager s password 3 4 s e You can record up to 16 company greetings The greeting will be business or non business hour greetings of which one will be presented to the caller of the VPS Dial an extension number which is connected to the Voice Mail Service You will hear the prompt Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of th
338. er s Guide Message Manager M 5 65 5 9 Setting Message Waiting Notification First notification time is Second notification time is Messages will be forwarded by outdialing Message will be forwarded to a pager or Timed message notification is disabled To change this setting press 1 Otherwise press 2 fl 8 Press 1 to set timed message notification You will hear the prompt To enable timed message notification press 1 To disable press 2 9 Press 1 to enable timed message notification You will hear the prompt Timed message notification is enabled 10 Review notification parameters You will hear the prompt To change this setting press 1 Otherwise press 2 M 5 66 Message Manager Manager s Guide 5 9 Setting Message Waiting Notification 11 12 Time 1 o 2 5 13 2 os 14 Press 1 to change the notification time You will hear the prompt Please enter the new time followed by a hash sign For help press 0 Enter the time with four numbers if you want to set the time to 10 25 you must enter 1025 Press 1 2 to specify AM PM respectively Press 2 to accept the time 5 9 5 Immediate Message Notification Note To set the immediate message notification 1 6 7 By choosing the Immediate Message Notification the Message Manager can have the VPS call them immed
339. er 1 for AM or 2 for PM Press 1 or 2 Manager s Guide Message Manager 5 19 5 3 Company Greetings Operation You will hear the prompt Current night service start time for Monday Tuesday Sunday To change the night service start time press 1 Otherwise press 2 11 If you want to change the nightmode start time press 1 1 and repeat Steps 8 10 M 5 20 Message Manager Manager s Guide 5 4 Setting Department Dialing What you will do Rather than dial long complicated numbers it is possible to reach an extension by entering one number Due to the fact that there are only nine digits 1 9 to choose from the caller is limited to 9 department dialing numbers The VPS allows you to record the department dialing menu message which provides the voiced names of departments to which the caller will be transferred by department dialing Recording the Department Dialing Menu Message See 5 4 1 Programming Department Dialing See 5 4 2 Resetting Department Dialing See 5 4 3 Department Dialing Report See 5 4 4 Manager s Guide Message Manager M 5 21 5 4 Setting Department Dialing 5 41 Recording the Department Dialing Menu Message To record the department dialing menu message Dial an extension number which is connected to the Voice Voice Mail Service s Service Extension Number You will hear the prompt Good morning Go
340. er status press 1 To set alternate extension transfer Status press 2 For other options press 0 4 Press 3 for other options To set call transfer status press 1 To set alternate extension transfer Status press 2 To set up alternate extension press 3 To record a personal bulletin message press 4 To set personal bulletin board status press 5 To set message reception mode press 6 5 Press to set message reception mode Current message reception mode is To set to interview mode press 1 To set to message recording mode press 2 terview mode 6 ME Current message reception mode is CR ACE RR BORO GG GR GR ACK ACK OK E P i S n ie Hint 4 SSP occ FOP USABLE UNG AEREI a mailbox by pressing 2 3 12 Subscriber Sending Customizing Your Mailbox 1 Go to the subscriber s main command menu Press L3 for Other Features Press 3 for Mailbox Management To customize your mailbox press 1 To change the mailbox parameters press 2 To set the group distribution lists press 3 For guest account management press 4 Press KB to customize your mailbox Review the current personal greeting Current personal greeting is Personal greeting is not recorded To change the pe
341. er the Bulletin Manager s mailbox number You will hear the prompt Please enter the password followed by a hash sign Enter the password In the Bulletin Manager s main command you will hear the prompt For bulletin board management press 1 To review the current bulletin board service press 2 To customize your mailbox press 3 Press 1 to create bulletin board messages Level 3 You will hear the prompt Manager s Guide Bulletin Manager M 6 15 6 2 Creating a Bulletin Board Message 5 Example nn Note 6 n 7 EE nBJ This is the top menu The message is To edit the bulletin message press ff To select a bulletin message for Level 1 enter a number 1 through 9 Select a bulletin message for level 3 as in the operation at previous levels You will hear the prompt The bulletin message number is There is no bulletin message recorded or destination assigned If the message for this level already exists you can go directly to step 10 To record a message press 1 Otherwise press 2 Press 1 to record a message Record a message See 6 3 1 Recording Messages Then you will hear the prompt To assign an extension press 1 Otherwise press 2 Press 2 to proceed to the next step Press 1 to assign an extension See 6 3 2 Assigning Extension Numbers to the Bulletin Board M 6 16 Bulletin Manager Manager s
342. er the call duration time Subscriber Sending 3 17 C e io e O n Ke Changing Mailbox Parameters 15 Review the call duration time and accept it by pressing e External message delivery redialing is set to YES NO To change this setting press 1 Otherwise press 2 16 Press Kl to set external message delivery yedrat To set external message delivery redialing to YES press 1 To set to No press 2 17 Select e EK SK SK SK SE CK 2K 2K SK SE SK K K K SK 2K CK CK SK K K CE E FK FK FK FK CE K CK K FK FK E E CR FK K K K K K 2 K Hint Step 5 You can press 2 to accept the current order and go to step 7 or step 8 directly Step 9 You can press 2 to accept the current setting and exit Step 13 You can press 2 to accept the current setting and go to step 15 Step 16 You can press 2 to accept the current setting and go to step 8 LLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLL E i io a P 3 18 Subscriber Sending Entry of the Personal Group Distribution List 1 Go to the subscriber s main command menu 2 Press L3 for Other Features 3 Press L3 for Mailbox Management To customize your mailbox press 1 To change the mailbox parameters press 2 To set the group distribution lists press 3
343. eral of the eight letters and twelve dial codes 2 Disconnecting Hook Flash Ring Back Tone Detection Silence Detection Dial Tone Detection Wait for 1 second Extension dialing D F R S T W X A Answer 2 3 9 0 Dial Codes O 2 8 Overview of VPS Functions 2 2 System Administration Extension Transfer Sequence Reconnect Sequence from Busy Reconnect Sequence After a No Answer Call Reconnect Sequence on Refuse Call The sequence is carried out by the VPS before dialing the operator s extension You can set up to 12 digits The factory setting is FWWX Flash Wait for 2 seconds Dial Extension A value A is used to disconnect a line connected to the VPS automatically after transferring a call to an extension When using a value A set it after X as follows FWWXA When the Inband Integration is utilized set this sequence to FTX The extension transfer sequence is similar to the operator transfer sequence It is executed by the VPS before dialing any extension other than the operator s and has the same letters dial codes and factory settings as the operator transfer sequence When the Inband Integration is utilized set this sequence to FTX If the extension that a caller wants is busy this function allows the VPS to reconnect with the caller It is pro grammed by the System Administrator using the same let ters and dial codes as the t
344. erating instructions and the technical and or Safety Standards required in the UK The purchaser will within 7 days of purchase complete the included card and send it to us for registration Failure to return such card could result in delay in providing the guarantee service The appliance should be returned together with this guarantee and proof of date of purchase promptly on being found defective at the purchaser s risk and expense to the authorized dealer from whom the appliance was purchased or to the nearest authorized dealer All enquires must be through such dealers This guarantee shall not apply to damage caused through fire accident lightning misuse wear and tear neglect incorrect adjustment or repair to damage caused through installation adoption modification or use in an improper manner or inconsistent with the technical and or safety standards required in the country where this appliance is used or to damage occurred during transit to or from the purchaser If at any time during the guarantee period any part or parts of the appliance are replaced with a part or parts not supplied or approved by us or of an objective quality safe and suitable for the appliance or the appliance has been dismantled or repaired by any person not authorized by us we shall have the right to terminate this guarantee in whole or in part immediately without further notice The purchaser s sole and exclusive remedy under this guarantee against us is
345. ervice Custom Service Press 1 Menu Service 2 Press 1 to Exit Press Custom Service 1 Top Press 2 Voice Mail Service enter the mail box number Thisis Press 4 Bulletin Board Service Previous Menu Press 1 to Exit Press gt Automated Attendant Service Hello please enter the extension number Custom Service 1 1 2 3 Custom Voice Mail Service 2 Service 4 5 6 B B Serv 7 8 dial by name 0 Exit Operator Hello please answer the following questions Custom Service 2 1 2 Previous menu Service 4 5 6 Interview Service dial by name 0 Exit Operator Overview of VPS Functions O 1 29 Chapter 2 Overview of System Administration Contents 2 1 System Configuration O 2 2 2 2 System Administration 2 5 2 1 System Configuration The Voice Processing System VPS comprises a CO card a DSP card the CPU card a hard disk drive and propri etary system software The VPS can be expanded to be able to handle up to eight simultaneous calls and store up to 18 hours of voice data by installing expansion cards such as additional CO cards DSP cards and hard drives 2 1 1 System Configuration CO card DSP card Hard Disk Drive CPU Card The telephone line
346. ervice Custom 1 Keypad Assignment 1 Custom 2 2 Transfer to Mailbox 3 Voice Mail Service 4 5 6 7 8 9 Exit 0 Operator Reserved Custom Service Custom 2 Keypad Assignment 1 Bulletin Board 2 Call Transfer Repeat Menu 4 5 7 8 Exit 0 Operator Reserved M 3 34 System Administrator Manager s Guide 3 4 Keyboard Operations You may complete the work sheets by filling out the necessary data Now you are ready to enter the parameters You may have the following System Administration Top Menu on the data terminal screen Selecting an item from the Top Menu provides you with its sub menu As the menus have a tree structure you will get a menu at the next level if you select an item from this sub menu The menu title in the upper left corner indicates where you are in the Menu tree For example in the menu Program Voice Mail Parameter System Group Assignment Enter you can enter the mailbox numbers to add in the System Group Assignment List as a parameter of the Voice Mail Service The structure of the menus is as follows System Administration Top Menu r 1 Program 1 Voice Mail Parameter 2 Call 1 No of mailboxes Personal greeting length System message retention time System message length System mailbox capacity System Mailbox Parameter External Message Delivery
347. ervice Incoming callers can be transferred to internal extensions by entering the extension number or by selecting the Dial by Name option and entering the first three or four letters of the person s last name If the called extension is busy or there is no answer the caller can leave a message in the called extension s mailbox try another extension or call the oper ator depending on the programming of the Dialing Parame ters Automated Attendant Parameters and Subscriber Auto mated Attendant Parameters Manager s Guide System Administrator 3 15 3 3 2 Call Service 3 Interview Service Incoming call will be automatically transferred to an Interview Mailbox Interview mailboxes can be pro grammed to play prerecorded questions and record the callers answers A typical application is to record the callers name address telephone number and request problem for sales or service department follow up 4 Bulletin Board Service Often referred to as audiotext the Bulletin Board lets callers make choices from the menu to hear prerecorded messages transfer to an extension or transfer to a mailbox including subscriber and interview type The Bulletin Board Manager see Chapter 6 Bulletin Manager s Guide creates and maintains the bulletin board structure and messages 5 Custom Service You can create a customized one touch interface for incoming callers One of the following VPS services or functions can be assigned to e
348. ess 2 For mailbox management press 5 To set up message waiting notification press 4 For external message delivery press 5 To record guest messages press 6 For interview mailbox management press 7 Subscriber s Guide U 1 51 14 Recording a Message in an Interview Mailbox 7 8 9 10 Press 7 for Interview Mailbox Management You will hear the prompt To record the question press 1 To set the answer length press 2 To erase the question press 3 Press 2 to set the answer length Question No no question is recorded Question No Message is reviewed Answer length is seconds Review question No 1 and its answer length You will hear the prompt To change the length of the answer press 1 To skip to the next question press 2 To skip back to the previous question press 3 To go directly to a question please press a hash sign now Press 1 to set or change the length You will hear the prompt Please select the answer length For 4 seconds press 1 For 8 seconds press 2 For 16 seconds press 3 For 32 seconds press 4 U 1 52 Subscriber s Guide 14 Recording a Message in an Interview Mailbox 11 Press 1 2 3 or 4 for the desired message length Ea Pee M o Answer length is seconds 12 Check the length that you have just entered You will hear the pro
349. ess 2 State a prompt Press 1 to end recording M 5 38 Message Manager Manager s Guide 5 5 Modifying Voice Prompts 12 Note Review the prompt Then you will hear the prompt To review press 1 To accept the prompt press 2 To record a new prompt press 3 To erase and exit press Press 2 to accept it Then you will hear the prompt and end modifying voice prompts Your recording has been accepted You can select 1 3 or here Manager s Guide Message Manager M 5 39 5 5 Modifying Voice Prompts Modifiable prompts lists Modifiable Prompts ZERO ONE TWO THREE FOUR FIVE SIX SEVEN NIHR WwW DN Re EIGHT NINE oc MESSAGES N FROM MAILBOX N Good morning N N You have reached the Voice Processing system N Good Afternoon N Good Evening N Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 To call the operator press 0 Incorrect entry Ple
350. ess 2 To record a new one press 3 To add press 4 To erase and exit press X 4 Press to accept To assign an extension press 1 Otherwise press 2 5 Press to proceed to the next step 5 Press KB to assign an extension and go to the Extension Assignment menu If you assign an extension you cannot go to the next level o gt 24 6 To assign a mailbox press 1 Otherwise press 2 Press to proceed to the next step 6 Press Kl to assign a mailbox and go to the Mailbox Assignment menu If you assign a mailbox you cannot go to the next level 2 10 Bulletin Manager Creating Bulletin Board Messages Level 3 7 Review the message This is the new bulletin message To edit the bulletin message press To select a bulletin message for level 4 enter a number 1 through 9 8 Select the feature you want 28 K ck ok ok ck SK ck FK ok ok K SK SK 2K 2K FK 3K SE CK K SK 2 2K 2K KR FK FK K K CE CE CR 2K FK 2K E K K K SK 2k Ok OK OK Hint Step 1 If the message for this level already exists you can review it directly after the selection and go to Step 7 Step 8 You can return to level 2 by pressing gt FEK k k ak k 2k ak 2k ak 2K ak ok ok ok ok ok ok ok K ok ok Ww o Ek z D D Q D A Bulletin Manager 2 11
351. essage press 2 To erase this message press 3 To replay press 4 To rewind press 5 To fast forward press 6 To transfer this message press 7 For message scan press Subscriber s Guide U 2 27 2 9 Erasing Messages 10 Press 3 for erasing messages 3 You will hear the prompt All messages are erased The message is erased 1 U 2 28 Subscriber s Guide 2 10 Skipping Messages To replay the previous message 1 Dial an extension number which is connected to the Voice Voice Mail Service Voice Mail Service s Mail Service Extension Number You will hear the prompt Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 Your mailbox Press gt then enter your mailbox number number If you have the password you will hear the prompt Please enter the password followed by a hash sign Your password Enter the password LJ L 6 4 Check the announcement of the number of messages You will hear the prompt To receive a message press 1 To deliver a message press 2 For other features press 3 For help at any time press 0 Subscriber s G
352. essage Notification can have the VPS call them immediately whenever a message is left in their mailbox As with that service operation can be turned on and off as required Note The telephone number to be called should be set beforehand See 1 2 4 To set the immediate message notification 1 8 Same as the Timed Message Notification 9 Press 2 to set the immediate message notification You will hear the prompt Telephone number is unassigned Subscriber s Guide U 1 25 12 Setting Message Waiting Notification Immediate message notification is disabled or Message will be forwarded immediately by outdialing Messages will be forwarded immediately to a pager To change this setting press 1 Otherwise press 2 10 Press 1 to set the immediate message notification You will hear the prompt To enable immediate message notification press 1 To disable press 2 11 Press 1 to enable the immediate message notification You will hear the prompt Immediate message notification is enabled U 1 26 Subscriber s Guide 1 2 Setting Message Waiting Notification 1 2 4 Setting the Telephone Number to be Called The subscriber can specify the telephone number at which he wants to be contacted for message notification This number can be different than that of his extension so the VPS can notify him when he is out The VPS will allow the subscriber to enter up to 48 dig
353. essage recording 7 Press 1 if you want to take any action on this message You will hear the prompt To review press 1 To accept press 2 To record a new one press 3 To add press 4 To erase and exit press Follow the instruction and accept the recording in the end Then you will end the broadcasting message recording M 4 64 System Manager Manager s Guide 4 8 Remote Administration Note Note Voice Mail Service s Extension Number System Manager s mailbox number 9 Note The System Administrator sets up system parameters or executes the system diagnostic program by using the RS 232C port However the System Manager can also do such administration from long distance via a telephone line if a modem is connected to the VPS or an optional modem card is installed in the VPS You can also set the parameters using batch files Make sure your modem conforms to Bell 103 or 212A standard and protocol Baud rate Word bit length Parity and Stop bit length is set to RS 232C standard The VPS modem is always in answer mode Refer to the Operating Instructions for the data terminal and modem you use on how to use the modem Confirm the connection between the modem and the VPS and the modem and data terminal Connect the telephone line to Port 1 Dial the extension assigned to Port 1 of the VPS You will hear the prompt Good morning Good afterno
354. essage without having to spec ify the mailbox number After recording an external delivery message the sub scriber has the option of requesting a report of informa tion on the current external message delivery status from the VPS The report includes the delivery time and date and receiver s names for pending external delivery mes sages and the names of the receivers of external delivery messages which have been canceled O 1 10 Overview of VPS Functions 1 1 Voice Mail Service Canceling Pending External Message Delivery Attempts Rescheduling Canceled External Message Delivery Attempts Call Duration For External Message Delivery If an as yet undelivered external delivery message becomes unnecessary for whatever reason it can be canceled by the subscriber before delivery The subscriber has the option of rescheduling external de livery messages which were canceled because the recipi ent s telephone was busy or there was no answer Canceled calls can be rescheduled within the 30 day message reten tion limit of the mailbox The subscriber can specify a maximum duration for exter nal message delivery in order to restrict the cost incurred by outside calls The call duration can be set to any value up to a maximum of 9 minutes If the subscriber does not specify a call duration the system default set by the system administrator is used When the specified duration has been exceeded the VPS provides a p
355. essing after the initial prompt you will be presented with the Department Dialing menu Proceed to enter whichever number between one and nine that the Message Manager has assigned to the extension There is a limit of nine numbers and consequently nine extensions that can be assigned and this must be done prior to an actual Department Dial call See Chapter 5 Message Manager s Guide in the Manager s Guide on how to set Department Dialing To carry out Department Dialing Department Dial Note 2 Now you have heard the following Automated Attendant prompt Please enter the extension of the person for whom you wish to call To enter by name please press a hash sign and 1 For department dialing press star To listen to the bulletin board message press 1 followed by a hash sign Press then enter the number assigned to the extension If you wish to call the operator for help in contacting someone press after the prompt then 0 If you want to exit from the Department Dialing menu instead of entering the number press x again The VPS connects you to the extension of that person N 2 6 Guide for Non Subscribers 2 2 Initial Service Note You may be asked for your name by the VPS If you hear the following prompt the Incomplete Call Service will be provided See 2 3 Incomplete Call Service Sorry no one is available to answer the call 2 2 3 Listening
356. et automated attendant parameters confirm message delivery administer their own mailboxes set message waiting notification record messages for external message delivery and maintain their own guest mailboxes with the proper authorization from the system administrator If the Automated Attendant service has been assigned to a port callers can ring the extension of their choice with the assistance of the VPS If the extension is busy or if there is no answer the caller can leave a message in the mailbox of the subscriber assigned to the extension or ask to be connected to the operator If a port has been assigned to the Interview service the system administrator can allocate any mailbox for use as an interview mailbox Callers to the port can then hear a series of questions recorded by the mailbox owner and record his or her answers The recorded answers then remain in the subscriber s mailbox for later retrieval Callers to ports assigned to the Bulletin Board service can O 2 14 Overview of VPS Functions 2 2 System Administration listen to messages arranged in a tree structure By pressing keys on their touch tone telephones in response to the menu messages callers can access messages providing a variety of company information It is also possible to allow callers to ring specific extensions or leave a message in the specific mailbox by choosing associated menu selections If a Custom Service has been assigned to a p
357. etin board service Bell system method of providing push button dialing using dual tone multi frequency signalling DTMF See Rotary telephone The VPS tries to deliver a message immediately after recording it Encoded speech stored digitally on the system s hard disk drive A general term used for messages recorded digitally over the phone by one person for communication with another person or persons A recorded message instructing the user to do something The prompts are either the ones set at the factory system prompts or have been changed by the Message Manager user prompts E g the hash sign A character used to represent all character when a mailbox number is requested of which last character is not known 234 could be either 2345 or 2346 etc Used for manual recording of the VPS system data for future reference in setting parameters to the VPS Glossary G 9 GUARANTEE CONDITIONS OF GUARANTEE This guarantee is in addition to and does not in any way affect any statutory or other rights of consumer purchasers If within the applicable guarantee period the appliance proves to be defective by reason of faulty design workmanship or materials we undertake subject to the following conditions to have the defective appliance or any part or parts there of repaired or replaced free of charge 1 The appliance shall have been purchased and used solely within the UK and in accordance with standard op
358. ettings The hardware settings 3 3 11 RS 232C Baud Rate Word Bit Length Parity Stop Bit Length For system administration system setup mailbox setup and system diagnosis the RS 232C terminal must be connected to a serial interface of the VPS unit The communication parameters of the unit are set at the factory to these values RS 232C See 3 3 1 1 Telephone Line Port See 3 3 1 2 Silence Reduction See 3 3 1 3 PBX See 3 3 1 4 The baud rate is set to 9600 bits per second at the factory but can also be set to 150 300 600 1200 2400 4800 9600 and 19200 The word bit length is set to 8 bits at the factory but can also be set to 7 bits The parity is set to NONE at the factory but can be set to EVEN and ODD The stop bit length is set to 1 at the factory but can be set to 2 3 3 1 2 PBX Telephone Line Port PBX Timed Break Register Recall Note The VPS must be connected to a PBX telephone line port before system startup of which there can be a maximum of eight connections The register recall can be used to transfer callers to an attendant or other extensions The register recall is the duration of the register recall for call transfer It is fixed to 100 msec The Flash means the register recall in this manual Manager s Guide System Administrator 3 7 3 3 1 Hardware Settings Calling Party Control CPC Signal Disconnect Time Dial Mode The
359. etup Sequence D F R T S W WW Operator Transfer Sequence D F R T S W X FWW X Extension Transfer Sequence D F R T SW X A FWWX Reconnect Sequence on Busy D F R T S W X FWW Reconnect Sequence on D F R T S W X No Answer FWW Reconnect Sequence on Refuse D F R T S W X Call FWW Light On Sequence for Message D F R T S W X Waiting Lamp W701X Light Off Sequence for Message D F R T S W X Waiting Lamp W702X Call Waiting Sequence F R T S W 1 Release for Call Waiting F R T S W F Default Note D Disconnecting F Hook Flash R Ring Back Tone Detection S Silence Detection T Dial Tone Detection W Wait for 1 second X Extension Dialing A Answer Work Sheets System Administrator W 3 19 System Initialize Menu System Administration Top Menu 4 Mailbox No Length 2 5 CNS First Digit of Extensions 0 9 1 8 System Manager s Mailbox No 999 Message Manager s Mailbox No 998 Bulletin Manager s Mailbox No 997 Default W 3 20 System Administrator Work Sheets Chapter 4 Work Sheets for System Manager Contents Mailbox Brem W 4 2 Setting System Distribution List Add W 4 3 Setting System Distribution List Delete W 4 4 Setting System Parameters eere W 4 5 Setting System Manager s Password W 4 6 Ist Mailbox L JI
360. f VPS Functions Matsushita Electric Industrial Co Ltd Central P O Box 288 Osaka 530 91 Japan Printed in Japan PQQX11381YB F0295Y1085 Panasonic Detailed Edition for Managers Subscribers amp Non subscribers KX TVPI150E Thank you for purchasing the Panasonic Model KX TVP150E Voice Processing System WARNING THIS UNIT MAY ONLY BE INSTALLED AND SERVICED BY QUALIFIED SERVICE PERSONNEL THIS UNIT IS EQUIPPED WITH AN EARTHING CONTACT PLUG FOR SAFETY REASONS THIS PLUG MUST ONLY BE CONNECTED TO AN EARTHING CONTACT SOCKET WHICH HAS BEEN INSTALLED ACCORDING TO REGULATIONS THE POWER CORD MAINS PLUG IS USED AS THE DISCONNECT DEVICE THE POWER SOCKET WALL OUTLET SHOULD BE LOCATED NEAR THIS EQUIPMENT AND BE EASILY ACCESSIBLE TO PREVENT FIRE OR SHOCK HAZARD DO NOT EXPOSE THIS PRODUCT TO RAIN OR MOISTURE Warning C This is a Class A product In a domestic environment this product may cause radio interference in which case the user may be required take adequate measures 92 31 EEC 93 68 EEC APPROVEDfor connection to NS 1010 3 R 604965 FOR YOUR SAFETY PLEASE READ THE FOLLOWING TEXT CAREFULLY This appliance is supplied with a moulded three pin mains plug for your safety and convenience 5 amp fuse is fitted in this plug Should the fuse need to be replaced please ensure that the replacement fuse has a rating of 5 amps and that it is approved by ASTA or BSI to BS
361. f day If the company greeting mode is set to the automatic mode the timer can be set to play a certain greeting from a certain time to another For example Hello Panasonic Voice Processing System might be played from 6 00AM in the morning to 5 00PM and Good Evening this is from 5 00PM to 6 00AM All subscriber s are classified into eight groups each known as a Class of Service The call service authorization is the assignment call service Incoming Outgoing calling to each class of service and port All members in a class of service are allowed to use the same call service of a particular port For example if the first class of service is authorized to use only the incoming call service of the second port the mailbox belonging to the subscriber who is assigned to the class of service can be accessed by the caller through the port He cannot however make any outgoing calls through the same port Once this authorization is established each port can be used exclusively for a single class of service When a Voice Processing System is shared by more than one division of a company each line connected to the VPS can be assigned to each division The decision is made by the System Administrator as to whether to allow each class of service to use the incoming call service at each port M 3 14 System Administrator Manager s Guide 3 3 2 Call Service Outgoing calling Authorization The System Administrator d
362. f each A subscriber can reroute a message he or she has received to another subscriber s mailbox An additional comment can be added to this message Private messages cannot be transferred A light on an extension phone that will be lit when the subscriber owning the phone has new messages pending If the System Manager has so authorized a subscriber can be called each day at a specified time or whenever a mes sage is recorded to notify him or her of unplayed messages left in his or her mailbox Mo dulator Dem odulator A device used for converting digital computer signals into audio signals to be sent for communication purposes over the telephone network A voice prompt which can be re recorded by the Message Manager replacing the system prompts A caller to the VPS who does not own a mailbox and does not have a guest mailbox See Message waiting notification The subscriber is con tacted by the VPS via a message waiting lamp an outside call or a pager The person to whom the VPS refers some calls for answers to questions This can be the Message Manager O 5 6 Overview of VPS Functions 5 1 Glossary Operator call coverage Outdialing schedule Owner s name Password PBX Personal bulletin message Personal bulletin number Personal greeting Personal group distribution list Playback speed Port Private message Prompt Remote administration This determines the type of ser
363. g the caller of this fact and asking whether he or she wishes to redial or disconnect If the caller chooses the first option the VPS attempts to ring the ex tension at 15 second intervals Callers waiting for the same extension are connected in the order in which they called If the caller is unable to connect with the desired extension he or she can leave a voice message in the mailbox assigned to the extension instead If the extension does not have a mailbox assigned to it the caller may leave a message in the general delivery mailbox If the subscriber has defined a secondary extension associ ated with the extension which the caller has tried to call unsuccessfully the caller has the option of being connected to this extension if he or she so wishes This extension is usually assigned to the person who knows the intended person s whereabouts or the like When the caller receives the Incomplete Call service menu he or she can choose to call another extension by entering the gt key If the second extension is also busy or if there Overview of VPS Functions O 1 17 1 2 Automated Attendant Service is no answer the VPS will provide a prompt and return the caller to the incomplete call mode 1 2 3 Personal Bulletin Board Creating A Personal Bulletin Board Personal Bulletin Board Rules Message Receiving Mode Interview Mode Message Recording Mode If the caller is unable to connect with the desired exte
364. ges When the bulletin board manager asks the VPS to update the bulletin board the system first waits until all messages have finished playing and then replaces the old messages with the new ones The bulletin board manager can access particular message numbers using the same procedure used by callers to listen to particular messages He or she can then modify the mes sage or create a new one if no previous message existed at that number O 3 10 Overview of VPS Functions 3 3 Bulletin Board Management Erasing Bulletin Board Messages Assigning Extension Numbers Reviewing Bulletin Board Messages Assigning Mailbox Numbers The bulletin board manager can erase any bulletin board message from his or her telephone at any time The bulletin board manager can assign extension numbers to bulletin board messages Once this has been done users requesting such a bulletin board message first hear the message then are connected to the associated extension Consequently there can be no further levels of messages below a message with an extension number assigned to it To give an example of how it all works if extension num ber 5140 is assigned to bulletin board message number 21 a caller accessing the Bulletin Board service and punching in the number 21 would first hear bulletin board messages TOP MENU 2 and 21 and then be connected to extension number 5140 If the bulletin board manager wishes to revise a particular bul
365. gn a mailbox and go to the Mailbox Assignment menu If you assign a mailbox you cannot go to the next level 2 8 Bulletin Manager Creating Bulletin Board Messages Level 2 7 Review the message This is the new bulletin message To edit the bulletin message press To select a bulletin message for level 3 enter a number 1 through 9 8 Select the feature you want Kok okok ok oko ok 2K ak ok okeok ok 3K 2K 3K 3K 9K 3K 2 3K 3K 3K 3K 9K 3K 2k K FK 3K 3K 3K 3K K K K K FK OK K OK 2K Ok K Hint Step 1 If the message for this level already exists you can review it directly after the selection and go to Step 7 Step 8 You can return to level 1 by pressing You can select a bulletin message for level 4 by entering the last 2 digits of its number EK SK SK SK SE CK SK 2K SK SE CK c K K 3K CE CK FK CK K K K FK FK FK FK FK CE CR CK K K FK FK FK CK K K K K 2K 2K 2K K Bulletin Manager 2 9 W oy H E D D Q D A Creating Bulletin Board Messages Level 3 1 Select a bulletin message for level 3 as in the operation at previous levels The bulletin message number is There is no bulletin message recorded or destination assigned To record a message press 1 Otherwise press 2 2 Press B to record a message 3 Record a message See Recording Message To review press 1 To accept pr
366. h 4 2 First Digit of Extensions 1 2 3 4 5 6 7 8 3 System Manager s Mailbox No 559 4 Message Manager s Mailbox No 558 5 Bulletin Manager s Mailbox No 557 Reset System Parameters press 8 Press to start system reset Otherwise press the Reset Button to exit Note To set the system clock date amp time refer to 3 3 5 Utility Command Set Time TIME and 3 4 7 Utility Commands for more information Manager s Guide System Administrator 3 5 3 3 Setting the System Parameters What you will do Before starting the system parameters setup Note For the most effective utilization of the storage capacity and ports of the system the System Administrator can set up system parameters via the RS 232C port Hardware Settings See 3 3 1 Call Service See 3 3 2 Setting Voice Mail Parameters See 3 3 3 System Usage Reports See 3 3 4 Utility Command See 3 3 5 Custom Service Setting See 3 3 7 Use the work sheets provided to record the information you will need to set up system parameters Just fill in the blanks with the information requested Once you have finished filling out the work sheets you can use them as quick reference cards to help you with setting parameters while programming See 3 4 Keyboard Operations for procedures to set the system parameters and lists of the default setting M 3 6 System Administrator Manager s Guide 3 3 1 Hardware S
367. has recorded and acknowledged the message he wishes to leave Your message has been accepted Thank you for calling The caller will then be disconnected Unless the Voice Mail Service has been assigned to this particular port the VPS does not require to specify this parameter This parameter serves to prevent a certain port from providing outgoing call service With this setting the port which is assigned will be used only for incoming call service The company greeting can be changed automatically or manually When the company greeting mode is set to the automatic mode the company greeting which is announced at each port will be changed automatically at the time starting ending business It can be also specified as the day service or the night service This company greeting mode can be set from the telephone by the Message Manager In this case all ports will be set to the same mode The factory setting is Manual Each port can be assigned to one company with two company greeting messages for the business hours and the night hours The fully expanded VPS can have up to 16 company greetings Manager s Guide System Administrator 3 17 3 3 2 Call Service Incoming and Outgoing Call Service Prompt Delayed Answer Time Rotary Telephone Service 3 3 2 4 Department Dialing Number Call Queuing Announcement Sets whether the system should use its original default prompts for incoming and outgoing c
368. have the option of designating a delivery date and time after recording a message Such messages are not sent to their destination mailbox until the date and time specified If the intended recipient of a message is a subscriber with the timed message waiting notification feature enabled the sender can specify the message as urgent after recording Once such a message is recorded the VPS immediately calls the telephone number specified by the recipient and delivers the message directly 1 1 2 2 External Message Delivery If a subscriber has been authorized to use the external mes sage delivery feature by the system manager he or she can use this function to deliver messages to any non subscriber The subscriber simply records the message to be delivered and specifies the delivery date and time and destination telephone number It is also possible to assign a password O 1 8 Overview of VPS Functions 1 1 Voice Mail Service Specifying The Destination For External Message Delivery External Message Delivery Protection Password Recording The Recipient s Name Setting The External Message Delivery Time And Date to the message for security Additional options include voice recording of the receiver s name for confirmation when the call is received setting the call duration and a rescheduling function The VPS allows the subscriber to specify a destination telephone number The destination can be either an exten
369. he Mailbox 8 Press 2 to change the mailbox parameters You will hear the prompt Your messages are retrieved beginning with the most recent message the oldest message To change this setting press 1 Otherwise press 2 9 Press 1 to set the retrieval order You will hear the prompt To retrieve messages beginning with the most recent message press 1 To retrieve messages beginning with the oldest message press 2 1 10 Select 1 or 2 You will hear the prompt Your messages are retrieved beginning with the most recent message the oldest message To change this setting press 1 Otherwise press 2 11 Press 2 to accept the order 1 1 5 Call Duration for External Message Delivery The subscriber can specify a maximum duration for external message delivery in order to restrict the cost incurred in outgoing calls The call duration can be set to any value up to a maximum of 9 minutes 1 9 If the subscriber does not specify a call duration the system default set by the system manager is used U 1 10 Subscriber s Guide 1 1 Setting up the Mailbox When the specified duration has been exceeded the VPS provides a prompt and hangs up If the VPS was not able to deliver the external delivery message and no call back message was delivered the call is treated as a no answer and the system will retry the call later To set call duration for external mess
370. he VPS to deliver a prerecorded message A number 0 to 9 assigned to represent a department telephone extension number to save time when dialling The amount of space available on the hard disk for use in storing system programs and data messages prompts etc Digital Signal Processing Unit card Digitizes and com presses the voice data from the CO card Dual Tone Multi Frequency See Touch tone telephone and Rotary telephone Glossary G 3 Glossary Encode Erase message External delivery message Fast forward General delivery mailbox Guest account Guest message Guest password Hardware Hash sign Help Immediate reply Incomplete call service Initialization To represent data in digital form for processing Removes a particular message from the subscribers mail box A message intended for automatic delivery to a party out side of the company Puts the user 4 seconds ahead in the current message When the caller does not specify a destination mailbox number or extension number or the caller uses a rotary telephone the general delivery mailbox is used for recording messages which are to be heard by the Message Manager or are to be forwarded to a VPS subscriber A special user mailbox which the subscriber can use to communicate with a close associate who is not a subscriber A message left by a subscriber in one of the guest mailboxes which he or she has been given Pass
371. he prompt Please enter the interview mailbox number followed by a hash sign 27 Enter the number to be assigned Interview mailbox 2 4 Ls e VPS will play the previous prompt again Current interview mailbox is To change the mailbox number press 1 Otherwise press 2 28 To accept the number you have entered press 2 Then you will go to the next step Manager s Guide System Manager M 4 21 4 23 Setting Up Mailboxes Personal bulletin board 29 30 1 a 2 You will hear the prompt Personal bulletin board is enabled Current personal bulletin number is or then Personal bulletin board is disabled To change this setting press 1 Otherwise press 2 Press 1 to change the setting You will hear the prompt To enable personal bulletin board press 1 To disable press 2 Select 1 or 2 Should you select 1 the VPS will play the following prompts Current personal bulletin number is or No personal bulletin number is assigned then To change personal bulletin number press 1 Otherwise press 2 M 4 22 System Manager Manager s Guide 4 23 Setting Up Mailboxes 31 L 32 Personal bulletin No L Lo 33 Entering the class of service number To assign the number press 1 You will hear the prompt Please enter the personal bulletin number up to 16 followed by a hash s
372. iately whenever a message is left in his mailbox As with that service operation can be turned on and off as required The telephone number to be called should be set before hand See 5 9 4 Same as the Timed Message Notification Press 2 to set the immediate message notification You will hear the prompt Manager s Guide Message Manager M 5 67 5 9 Setting Message Waiting Notification Telephone number is unassigned Immediate message notification is disabled or Message will be forwarded immediately by outdialing Messages will be forwarded immediately to a pager To change this setting press 1 Otherwise press 2 1 8 Press 1 to set the immediate message notification You will hear the prompt To enable immediate message notification press 1 To disable press 2 9 Press 1 to enable the immediate message notification You will hear the prompt Immediate message notification is enabled M 5 68 Message Manager Manager s Guide 5 9 Setting Message Waiting Notification 5 9 4 Setting the Telephone Number to be Called The Message Manager can specify the telephone number at which he wants to be contacted for the message notification This number can be different than that of his extension so the VPS can notify him when he is out The VPS will allow the Message Manager to enter up to 48 digits for the telephone number which includes short recording
373. iber s Guide 3 3 External Message Delivery You will hear the prompt To check mailbox distribution press 1 For automated attendant status press 2 For mailbox management press 3 To set up message waiting notification press 4 For external message delivery press 5 To record guest messages press 6 For interview mailbox management press 7 7 Press 5 for External Message Delivery 5 You will hear the prompt To record an external delivery message press 1 To check external message delivery status press 2 8 Press 2 to check external message delivery status 2 You will hear the prompt This external message delivery is was scheduled to call ON at or I was unable to reach or The external delivery message for has been erased because message retention time has expired or Your message is now being delivered to Subscriber s Guide U 3 29 3 3 External Message Delivery If you wish to reschedule press 1 Otherwise press 2 A 9 Press 0 for the Help menu You will hear the prompt If you wish to reschedule press 1 To check the next message press 2 To repeat this schedule press 3 To replay the previous message press 4 10 Select the feature you want 3 3 7 Deleting Pending External Delivery Messages If an as yet undelivered external delivery message becomes unnecessary for
374. ice To play the next message press 2 To erase this message press 3 To reply press 4 To rewind press 5 To fast forward press 6 To transfer this message press 7 For message scan press The VPS will then provide information about the message sender and the recording date of the message 2 K K 2K 2 28 2K 2K 2K 2K K 28 K K K FK 2K FK FK FK FK K K 2 2K FK FK FK FK FK K K 2K 2K 2K 2K 28 FK K K K 2k OK OK K Hint Step 6 You do not have to listen to the whole menu if you do not wish to EK SK K SK SK CK SK 2K SK K SK K K K FK SE CK FK FK SK K CE FK FK FK FK SK FK K CK K FK SE FK FK FK FK K K K 2K 2K 2K K Subscriber Receiving 1 3 Immediate Reply 1 Go to the Receiving Messages menu See steps 1 5 in Receiving Messages 2 Press for Immediate Reply To call message sender press 1 To record a message press 2 3 Press e to record a message D E 2 o a o 2 o a a E n I ll deliver this message to the mailbox Please leave me a message at the tone To end recording press 1 To pause and restart recording press 2 4 Record your message at the tone 5 Press KB to end recording To review press 1 To accept press 2 To record a new one press 3 To add press 4 To erase and exit press K 6 Press to accept the message Your recording has been accepted
375. ices Port Setting Menu Porti Port2 Port3 Port4 Port5 Port6 Port7 Port8 ONDARRUN SELECT ITEM AND PRESS RETURN KEY Call Service Company Greeting Mode No Incoming Call Prompt or Other RS 232C terminal ASCII Terminal Program Call Services Port Setting Menu 1 2 3 4 5 6 7 8 Porti Port2 Port3 Port4 Port5 Port6 Port7 Port8 Enter the Number 6 Select one port to specify it The menu will appear M 3 58 System Administrator Manager s Guide 3 4 Keyboard Operations VT100 compatible terminal or Other RS 232C terminal ASCII Terminal Note Program Call Services Port Setting Port 1 Menu Outgoing Call Service wines Enable Incoming Call Day Service a 1 V M CT amp CC Incoming Call Night Service V M CT amp CC Company Greeting Mode DAY Day Service Greeting No 1 16 Night Service Greeting No 1 16 Incoming Call Service Prompt USER PROMPT Delayed Answer Time 0 15 0 Program Call Services Port Setting Port 1 Menu 1 Outgoing Call Service Enable 1 Disable 2 Enable 2 Incoming Call Day Service V M CT amp CC 1 V M 2 Auto Attn 3 Bulletin 4 Interview 5 C
376. ide 2 2 3 Connecting a Data Terminal or a Printer to the VPS EIA RS 232C SIGNALS The pin configuration of the EIA RS 232C connector is as follows Pin Sienal N Circuit Type Nubes ignal Name m FG Frame Ground Transmitted AA 101 TXD Data BA 103 RXD Data Request To BB 104 RTS Send CA 105 CTS Clear To Send Data Set CB 106 DSR Ready CC 107 SG Signal Ground Data Carrier AB 102 DCD Detect CF DTR Data Terminal Ready 109 1 3 3 7 20 20 Frame Ground FG Connects to the unit frame and the earth ground conductor of the AC power cord Transmitted Data TXD output Conveys signals from the unit to the printer A Mark condition is held unless data or BREAK signals are being transmitted Received Data input Conveys signals from the printer Request To Send RTS output This lead is held ON whenever DSR is ON Clear To Send CTS 1 4 input An ON condition of circuit CTS indicates that the printer is ready to receive data from the unit The unit does not attempt to transfer data or receive data when circuit CTS is OFF Data Set Ready DSR input An ON condition of circuit DSR indicates the printer is ready Circuit DSR ON does not indicate that communi cation has been esta
377. ign Then enter the number and press The VPS then plays the prompts again Current personal bulletin number is To change personal bulletin number press 1 Otherwise press 2 Then to accept it press 2 You will hear the prompt Personal bulletin number is The VPS goes to the next step You will hear the prompt You will hear the prompt Current class of service number is To change this setting press 1 Otherwise press 2 Manager s Guide System Manager M 4 23 4 2 Setting Up Mailboxes 34 n 35 n 36 Entering the owner s name 37 To enter the class of service number press 1 You will hear the prompt Please enter the class of service number from 1 to 8 Enter the class of service number Then the VPS will play the prompt again Current class of service number is To change this setting press 1 Otherwise press 2 To accept the class of service number press 2 You will hear the prompt The first 4 letters of the owner s last name or No letters have been specified To change this setting press 1 Otherwise press 2 To enter the letters press 1 You will hear the prompt Please enter the first 4 letters of the owner s last name M 4 24 System Manager Manager s Guide 4 2 Setting Up Mailboxes 38 Owner s name Ls 39 Setting the message retention time 40 41
378. il Service You will hear the prompt Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 M 6 8 Bulletin Manager Manager s Guide 6 2 Creating a Bulletin Board Message Bulletin Manager s mailbox number s Lz Bulletin Manager s password 5 s z Example 2 Press then enter the Bulletin Manager s mailbox number You will hear the prompt Please enter the password followed by a hash sign Enter the password In the Bulletin Manager s main command you will hear the prompt For bulletin board management press 1 To review the current bulletin board service press 2 To customize your mailbox press 3 Press 1 to create bulletin board messages Level 1 You will hear the prompt This is the top menu The message is To edit the bulletin message press To select a bulletin message for level 1 enter a number 1 through 9 Select a bulletin message number for level 1 as in the operation at level 0 You will hear the prompt The bulletin message number is Manager s Guide Bulletin Manager 6 9 6 2 Creating a Bulletin Board Mess
379. ing Your Mailbox 3 13 Changing Mailbox Parameters 3 16 Entry of the Personal Group Distribution re E A 3 19 Deleting from the Personal Group Distribution List 3 21 Setting Up a Guest Mailbox 3 23 Deleting a Guest Mailbox 3 25 Listing Guest Mailboxes 3 26 Message Waiting Lamp Notification Setting 3 27 Setting Timed Message Notification 3 29 Setting Immediate Message Notification 3 31 M Notification Telephone Number Assignment 3 33 B Recording a Message in a Guest Mailbox 3 35 g Setting Answer Length for the Interview x MailboX eesesssesesseeseosseseoscoseosseseoscoseesseseesees 3 36 8 Recording Questions for the Interview 5 Mailbox 3 38 Erasing Questions from the Interview Mal 3 40 Quick Reference Cards for Subscriber 3 43 Voice Mail Service Entry main command 1 Dial an extension number which is connected to the Voice Mail Service Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait moment To call the operator press 0 2 Pres
380. ing external delivery messages and the names of the intended recipients of external delivery mes sages which could not be delivered due to busy lines or no answers After listening to the report the subscriber has the option of erasing any of the undelivered messages It is also pos sible to specify new delivery dates and times for messages which could not be delivered due to busy lines or no answers Since messages which have been delivered suc cessfully are erased by the system automatically the report provides no information on them If an as yet undelivered external delivery message becomes unnecessary for whatever reason it can be canceled by the subscriber before delivery The subscriber has the option of rescheduling external delivery messages which were canceled because the recipi ent s telephone was busy or there was no answer Canceled calls can be rescheduled within the message retention limit of the mailbox Overview of VPS Functions O 4 13 4 3 Sending Messages Call Duration For External Delivery Messages The subscriber can specify a maximum duration for exter nal delivery messages in order to restrict the cost incurred in outside calls The call duration can be set to any value up to a maximum of 9 minutes If the subscriber does not specify a call duration the system default set by the system administrator is used When the specified duration has been exceeded the VPS provides a prompt and ha
381. inspection Make sure to observe the following instructions when wiring Do not wire the telephone cable parallel to an AC power source computer telex etc If the cables are run near those wires shield the cables with metal tubing or use shielded cables and ground the shields If cables are run on the floor use protectors or the like to protect the wires from being stepped on Avoid wiring under carpets Avoid sharing the same AC power supply for computers telexes and other office equipment Otherwise the VPS system operation may be interrupted by the induction noise from such equipment M 2 10 Configuration amp Installation Manager s Guide 2 21 Where can the VPS be installed Mounting the VPS on the Wall The wall where the VPS is to be mounted must be able to support the weight of the VPS If screws other than the ones supplied are used use the same sized diameter screws as the enclosed ones To Mount on a Wooden Wall 1 Place the templet included on the wall to mark the 3 screw positions 2 Drive the screw to this position 3 Manager s Guide Configuration amp Installation M 2 11 2 2 1 Where can the VPS be installed To Mount on Concrete or Mortar Walls 1 Place the templet included on the wall to mark the 3 screw positions 2 Drill 3 holes and drive the anchor plugs included with a hammer flush to the wall To the wall surface
382. ion number which is connected to the Voice Voice Mail Service s Mail Service Extension Number You will hear the prompt Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 2 Press gt then enter your mailbox number Your mailbox number You will hear the prompt Please enter the password followed by a hash sign Your password 3 Enter the password s L s 8 Subscriber s Guide U 1 69 15 Setting the Automated Attendant Parameters 4 The VPS will announce the number of messages You will hear the prompt To receive a message press 1 To deliver a message press 2 For other features press 3 For help at any time press 0 5 Press 3 for Other Features You will hear the prompt To check mailbox distribution press 1 For automated attendant status press 2 For mailbox management press 3 6 Press 2 for Automated Attendant Status You will hear the prompt To set call transfer status press 1 To set alternate extension transfer status press 2 For other options press 0 7 Press 0 for other options You will hear the prompt set call transfer status press 1 set
383. is busy or if there is no answer the VPS plays a prompt and immediately transfers him or her to the preset alternate extension if one has been speci fied by the subscriber The subscriber can enable or disable the call transfer to an alternate extension feature at any time as required Overview of VPS Functions O 4 7 4 1 Settings Setting Up An Alternate Extension Creating Personal Bulletin Board Messages Enabling And Disabling The Personal Bulletin Board Message Reception Modes The subscriber has the option of setting as an alternate extension the extension number of someone who can pro vide information to persons calling while he or she is away Users transferred to incomplete call service can listen to personal bulletin board messages consisting of a menu message and up to nine sub messages When a caller selects the personal bulletin board service the VPS first plays the menu message and then prompts the caller to press a button 1 9 on the telephone to hear the sub message of his or her choice Subscribers authorized to maintain a personal bulletin board can record their own bulletin board messages in order to provide callers to their extensions with useful information Up to 16 personal bulletin boards can be assigned to the VPS which are numbered 1 through 16 Personal bulletin boards can be assigned either to one sub scriber or to a group of subscribers Subscribers authorized to maintain a pers
384. is feature the VPS calls the subscriber at a speci fied time each day to notify him or her if there are un played messages waiting in the mailbox If the subscriber chooses this option he or she will be notified each day at a specific time via a pocket pager if there are any unplayed messages in his or her mailbox Up to 48 digits may be specified for the destination address This can include the telephone number of the pager and the digits to be displayed on the pager As there is no way for the VPS to verify whether or not the subscriber has received the pager message it will make six call retries at 30 minute intervals until the messages in the mailbox have been played back The subscriber can choose to have the VPS call him or her on a specified telephone number at a set time each day if there are any unplayed messages in the mailbox At that time the subscriber also has the option of accessing his or her mailbox and listening to any unplayed messages If the line is busy when the VPS attempts to call two call retries will be made at 5 minute intervals If the line is still busy after the second retry the VPS will try again one hour later with other two retries In the case of no answer the VPS will retry one hour later If there continues to be no answer this process is repeated three times Subscribers who wish to use the message waiting notifica tion feature can set any time of the day they find conve nient as the message w
385. is to be sent at a later time A message recorded by the Message Manager for delivery to all subscribers Messages such as product information recorded by the Bulletin manager can be heard by calling the Bulletin Board Service The person responsible for recording erasing and updating the company s bulletin messages A service which immediately connects the caller to the Incomplete Call service without ringing the subscriber s extension The maximum time allowed for an external message that is to be delivered by the VPS specified by the subscriber A service preformed by the VPS to allow the subscriber to select whether or not he or she wishes to accept a call without actually speaking to the caller Consists of incoming call services Voice mail Automated attendant Bulletin board Interview service and Custom service and an outgoing call service Call service control functions include the port assignment and class of service authorization The Automated attendant service transfers a caller to the requested destination or to an alternate extension O 5 2 Overview of VPS Functions 5 1 Glossary Class of service CO card Company greeting Company greeting mode CPU card Custom service Decode Default setting Delivery status Delivery time Department dialing number 1 of 8 groups to which a subscriber is allocated All mem bers of a class of service are allowed to use the same call
386. ish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 Press gt then enter your mailbox number You will hear the prompt Please enter the password followed by a hash sign Enter the password The VPS will announce the number of messages You will hear the prompt U 1 8 Subscriber s Guide 1 1 Setting up the Mailbox To receive a message press 1 To deliver a message press 2 For other features press 3 For help at any time press 0 5 Press 3 for Other Features You will hear the prompt To check mailbox distribution press 1 For automated attendant status press 2 For mailbox management press 3 6 Press 0 for the Help menu You will hear the prompt To check mailbox distribution press 1 For automated attendant status press 2 For mailbox management press 3 To set up message waiting notification press 4 For external message delivery press 5 To record guest messages press 6 For interview mailbox management press 7 7 Press 3 for Mailbox Management You will hear the prompt To customize your mailbox press 1 To change the mailbox parameters press 2 To set the group distribution lists press 3 For guest account management press 4 Subscriber s Guide U 1 9 1 1 Setting up t
387. ish to leave a message followed by a hash sign To enter by name please press a hash sign and 1 Repeat steps 5 6 Press 1 to record your message You will hear the prompt Please leave me a message at the tone To end recording press 1 To pause and restart recording press 2 Speak your message Press 1 to end recording You will hear the prompt review press 1 accept press 2 record a new one press 3 add press 4 erase and exit press X Press 2 to accept the message Subscriber s Guide U 3 37 3 4 Group Delivery 3 4 0 System Group Distribution List The VPS can have up to 100 system group distribution lists which are specified by the System Manager Each group list can have up to 40 destination mailbox numbers Each group list is assigned a group number with the same number of digits as the mailbox numbers Both the subscriber and the non subscriber can send their message to multiple mailboxes using this system group distribution list To deliver your message using a system group distribution List 1 Dial an extension number which is connected to the Voice Voice Mail Service s Mail Service Extension Number You will hear the prompt Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please pres
388. it a moment To call the operator press 0 2 Press then enter the Bulletin Manager s mailbox Bulletin Manager s number mailbox number s Lz You will hear the prompt Please enter the password followed by a hash sign Bulletin Manager s 3 Enter the password password s s z In the Bulletin Manager s main command you will hear the prompt For bulletin board management press 1 To review the current bulletin board service press 2 To customize your mailbox press 3 M 6 18 Bulletin Manager Manager s Guide 6 2 Creating a Bulletin Board Message 1 4 Press 1 to create bulletin board messages Level 4 You will hear the prompt This is the top menu The message is To edit the bulletin message press ff To select a bulletin message for level 1 enter a number 1 through 9 5 Select a bulletin message for level 4 as in the operation at Example previous levels bU D i Du The bulletin message number is There is no bulletin message recorded or destination assigned Note If the message for this level already exists you can go directly to step 10 To record a message press 1 Otherwise press 2 A 6 Press 1 to record a message 7 Record a message See 6 3 1 Recording Messages Then you will hear the prompt To assign an extension press 1 Otherwise press 2 8 Press 2 to
389. ithin the retention time from the delivery date it allows rescheduling if the message could not be delivered on the date originally planned If no external delivery date and time are specified the message is sent immediately after recording approximately two minutes afterward Automatic Retry on Busy or No Answer If the line is busy when the VPS attempts to call to deliver the external delivery message two call retries will be made at 5 minute intervals If the line is still busy after the second retry and the subscriber has turned the external delivery retry function on the VPS will try again one hour later with other two retries The external delivery retry parameter can be set by the subscriber when specifying mailbox parameters U 3 26 Subscriber s Guide 3 3 External Message Delivery 3 3 6 Checking External Message Delivery Status To check the external message delivery status Voice Mail Service s Extension Number After recording an external delivery message the subscriber has the option of requesting a report of information on the current external delivery status from the VPS The report includes the delivery time and receiver s names for pending external delivery messages and the names of the intended recipients of external delivery messages which could not be delivered due to busy lines or no answers After listening to the report the subscriber has the option of deleting any of the undeli
390. itions Ringback Tone Sent to the VPS when the extension it dialed is ringing Sent to the VPS when the extension it dialed is busy Reorder Tone Sent to the VPS if it dials an invalid extension number or if it is inadvertently connected to another VPS DND Sent to the VPS if the dialed extension has set DND feature Do Not Disturb Sent to the VPS when the called extension answers the call Forwarded to Voice Sent to the VPS if the called extension is forwarded to a Mail Ringing voice mail port and that voice mail port is available to accept the call Forwarded to Voice Sent to the VPS if the called extension is forwarded to a Mail Busy voice mail port and that voice mail port is not available to accept the call Forwarded to the Sent to the VPS if the called extension is forwarded to Extension another non voice mail extension Confirmation Tone Sent to the VPS when it successfully dials a message lamp on or message waiting lamp off code Sent to the Voice Mail Port when the calling party discon nects Manager s Guide System Administrator 3 13 3 3 2 Call Service What the Call Service does 3 3 2 1 Day Service 3 3 2 2 Class of Service Incoming Call Authorization Day Service See 3 3 2 1 Class of Service See 3 3 2 2 Port Assignment See 3 3 2 3 Automated Attendant Parameters See 3 3 2 4 The Day Service is a timer function that plays the appro priate greetings at the correct time o
391. its for the telephone number which includes short recording blanks and tone pulse switches This number can be used for both the timed message notification and the immediate message notification The digits to be displayed on the LCD of the beeper can also be specified in this number To set the telephone number to be called 1 Dial an extension number which is connected to the Voice Voice Mail Service s Mail Service Extension Number You will hear the prompt Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 Ib 2 Press gt then enter your mailbox number our mailbox number gt 2 2 2 You will hear the rompt Please enter the password followed by a hash sign Subscriber s Guide U 1 27 12 Setting Message Waiting Notification 3 Enterth d Your password nter the passwor 3 L 51 s 4 The VPS will announce the number of messages You will hear the prompt To receive a message press 1 To deliver a message press 2 For other features press 3 For help at any time press 0 5 Press 3 for Other Features You will hear the prompt To check mailbox distribution p
392. ivered status data entries if the message has been received they are erased automatically Messages which have not yet been delivered and have become unnecessary can be erased if desired It is also possible to erase undelivered messages from among a group delivery set and to erase unretrieved messages from the mailbox of another subscriber Once a subscriber has accumulated the limit of 84 status data entries some of the unnecessary entries must be deleted if he or she wishes to send new messages while still retaining the oldest delivery status entries Overview of VPS Functions O 4 15 Chapter 5 Glossary This chapter explains the terms used in this manual Contents Deh GIOSSAEV soucis tos ni D s MPO E RESP I SER 5 2 5 1 Glossary Additional message Alternate extension Automated attendant Automatic delivery Broadcast message Bulletin board Bulletin manager Call blocking Call duration Call screening Call services Call transfer A message recorded in addition to an existing message giv ing more information and appended to the end or begin ning A second destination which the VPS will try to call if the first call cannot be connected An electronic switchboard operator which can transfer a caller to a specified extension or to a mailbox to record a message The subscriber has given the VPS instructions on the tele phone number the date and the delivery time of a message that
393. ivery press X 8 Press 1 to record a message You will hear the prompt Please leave me a message at the tone To end recording press 1 To pause and restart recording press 2 9 Speak your message at the tone 1 10 Press 1 to end recording You will hear the prompt review press 1 accept press 2 record a new one press 3 add press 4 erase and exit press 11 Press 2 to accept 2 To record a message Using a rotary phone or no input 1 Dial an extension number which is connected to the Voice Voice Mail Service s Extension Number Mail Service Subscriber s Guide U 3 5 3 1 Recording to Deliver a Message You will hear the prompt Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 2 Wait a moment You will hear the prompt Welcome to the general delivery mailbox Please leave me a message at the tone To end recording hang up To cancel your message press if you have a touch tone phone 3 Speak your message 4 Hang up the phone No matter which step you are in if it is before accepting the message please remember that pressing x m
394. ivery is minutes To change this setting press 1 Otherwise press 2 Press 2 to accept the setting 1 1 6 Automatic Retry on Busy or No Answer To set the automatic retry on busy or no answer 1 9 If the line is busy when the VPS attempts a call to deliver the external delivery message two call retries will be made at 5 minute intervals If the line is still busy after the second retry and the subscriber has turned the external delivery retry function on the VPS will try again one hour later with other two retries The external delivery retry parameter can be set by the subscriber when specifying mailbox parameters Same as the setting Call Duration for External Message Delivery Press 2 to skip to the next step You will hear the prompt External message delivery redial is set to YES NO To change this setting press 1 Otherwise press 2 U 1 14 Subscriber s Guide 1 1 Setting up the Mailbox 1 11 Press 1 to set external message delivery redial You will hear the prompt To set external message delivery redialing to YES press 1 To set to No press 2 12 Select 1 or 2 1 Or You will hear the prompt External message delivery redialing is set to YES NO To change this setting press 1 Otherwise press 2 13 Press 2 to accept the setting 1 1 7 Message Scanning Information When you are in a hurry
395. ization Personal Bulletin Board Authorization O 3 2 Overview of VPS Functions 3 1 System Management External Call Authorization 3 4 CLASS OF SERVICE NUMBER 3 5 The INITIAL THREE OR FOUR LETTERS OF THE SUBSCRIBER S LAST NAME can be used by call ers to specify the subscriber s mailbox or extension if they do not know the numbers 3 6 MESSAGE RETENTION TIME 3 7 MAXIMUM MESSAGE LENGTH 3 8 MAILBOX CAPACITY 3 1 2 Setting Up a System Group Distribution List System group distribution lists allow subscribers to send messages to multiple mailboxes by specifying a single des tination In addition to the System Administrator the Sys tem Manager is also able to set up such lists 3 1 3 Setting System Parameters The System Manager can set several system parameters from a touch tone telephone Parameters for individual mailboxes can also be set separately in response to requests from their owners 1 SYSTEM MAILBOX PARAMETERS System Message Retention Time System Message Maximum Length System Mailbox Capacity 2 PERSONAL GREETING MESSAGE LENGTH 3 EXTERNAL MESSAGE DELIVERY PARAMETERS System External Message Delivery Duration Time System External Message Delivery Redial Mode 4 CALL QUEUING ANNOUNCEMENT Overview of VPS Functions O 3 3 3 1 System Management 3 1 4 Setting the Date and Time The system manager can set the system date and time from a touch tone tele
396. ket pager the VPS will call and terminate processing How ever if the subscriber has not retrieved his or her messages within 30 minutes the system will call the pager once again This process is repeated up to seven times or until the messages are retrieved Subscribers choosing notification at a specified time can set the time or times at which notification is to be made If two notification times are specified the VPS will notify the subscriber twice a day provided there are messages waiting 4 1 5 Managing a Guest Mailbox Setting Up Guest Mailboxes If authorized by the system manager subscribers can create their own guest mailboxes for leaving messages to non subscribers Each subscriber can maintain up to four guest mailboxes Subscribers authorized by the system manager to own guest mailboxes can create up to four such mailboxes and assign passwords to them Overview of VPS Functions O 4 5 4 1 Settings Canceling Guest Mailboxes Reviewing Guest Mailbox Parameters Recording Messages For Guests Guest Message Status Report Subscribers can delete guest mailboxes they own at any time they wish In order to change the number of an already defined guest mailbox the mailbox must first be deleted then recreated with the new number The VPS can provide a voiced review of guest mailbox parameters upon request by the subscriber The informa tion provided includes the guest mailbox number the pass
397. king Call duration Call screening Call services Call transfer A message recorded in addition to an existing message giv ing more information and appended to the end or beginning A second destination which the VPS will try to call if the first call cannot be connected An electronic switchboard operator which can transfer a caller to a specified extension or to a mailbox to record a message The subscriber has given the VPS instructions on the telephone number the date and the delivery time of a message that is to be sent at a latter time A message recorded by the Message Manager for delivery to all subscribers Messages such as product information recorded by the Bulletin Manager can be heard by calling the Bulletin Board The person responsible for recording erasing and updating the company s bulletin messages A service which immediately connects the caller to the Incomplete Call service without ringing the subscriber s extension The maximum time allowed for an external message that is to be delivered by the VPS specified by the subscriber A service preformed by the VPS to allow the subscriber to select whether or not he or she wishes to accept a call without actually speaking to the caller Consists of incoming call services Voice mail Automated attendant Bulletin board and Interview service and an outgoing call service Call service control functions include the port assignment and class of se
398. l callers decide to wait on hold they will be connected to the extension in the order in which they called If the call queuing announcement is authorized by the System Administrator the VPS will announce the number of people who are waiting to call the extension For example Sorry 3 other people are waiting to connect If you would like to hold this call press 2 The factory setting is Enable M 3 18 System Administrator Manager s Guide 3 3 2 Call Service Operator calling Parameters Note Up to three operators Operator 1 Operator 2 and Operator 3 can be specified for the VPS Should a caller wish to speak to an operator the call is transferred first to Operator 1 on the basis of the following seven parameters 1 2 3 4 5 6 7 Operator Service This parameter specifies whether to activate operator service 1 3 or not The factory setting is Enable Operator s Extension The call is transferred to the extension assigned as the Operator 1 s extension The factory setting is 0 Operator s Mailbox The call is transferred to the mailbox assigned as the operator 1 s mailbox and the caller can record a message in it The factory setting is 998 Operator No answer Time If a call transferred from the VPS to the operator is not answered within the time specified by this parameter it is handled using the no answer coverage mode specified by the
399. lbox This is for This prompt is heard when the extension number has been assigned K K SK SK SK SE CK 2K 2K 2K SE SK K K K SK SE CK FK CK K K E E CR FK FK FK CE K CK K K FK SE FK CE K K K K K K 2 ok Hint Step 1 In order to get to the Bulletin Message Editing menu see steps 1 6 in the operation at each level Step 2 If there is no bulletin message There is no bulletin message recorded will be played If there is no extension assigned this step will be skipped o gt E 24 Kok okok ok oko ok 2K ak ok okeok ok 3K 3K 3K 3K 3k ok F 3K 2 16 Bulletin Manager Recording Bulletin Messages 1 Go to the Bulletin Message Editing menu To record a new message press 1 To erase the message press 2 To review the message press 3 To assign an extension press 4 To assign a mailbox press 5 2 Press KB to record a bulletin message Bulletin message is already recorded The message is 3 Review the message To record a new message press 1 Otherwise press 2 4 Press to record a message Please state the bulletin message at the tone To end recording press 1 To pause and restart recording press 2 5 State a message To review press 1 To accept press 2 To record a new one press 3 To add press 4 To erase and exit
400. lbox Creation A subscriber may sometimes want to simultaneously send a message to several mailboxes These mailboxes may be put together into a list known as a group distribution list The VPS can have up to 100 system group distribution lists Each group distribution list can have up to 40 destination mailbox numbers The System Administrator and the System Manager can add delete and review members in the specified list Subscribers can also have up to eight personal group distribution lists to which a number between one and eight is assigned as a group number Each list can have up to 40 members although the total number of entries for the eight lists must not exceed 100 These lists can be used together with the system group distribution list The System Administrator coordinates the operation of the mailbox He or she can create delete mailboxes reset the password of the subscriber s mailbox install extension numbers subscriber s name and the class of service ports Usually the System Manager carries out these operations with his telephone at the request of subscribers The creation of a new mailbox is carried out by either the System Administrator or the System Manager When a new mailbox is created by the System Administra tor an individual mailbox address and standard parameters must be assigned to it Manager s Guide System Administrator 3 23 3 3 3 Setting Voice Mail Parameters When a new mailbox is est
401. lbox until it has checked all the members on the list You will then be guided to the Parameter Setting Menu Press 2 to delete members from the list You will hear the prompt To delete all members from the list press 1 Otherwise press 2 Press 1 to delete all the members or press 2 to delete only certain members from the list Should you select 2 you will hear the prompt Mailbox this is for To delete this member press 1 Otherwise press 2 Press 1 to delete this member or 2 to keep it The VPS will keep asking you whether to delete the mailbox until it has checked all mailboxes on the list Then you will be guided to the Parameter Setting Menu Should you not wish to take any action at the moment press 3 The VPS will review the list and you can then check the members on the list Manager s Guide System Manager M 4 39 4 4 Setting System Parameters System Parameters System Mailbox Parameters Personal Greeting Message Length External Message Delivery Parameters System parameters are first set by the System Administra tor They are used as the default values of the VPS As System Manager you can set most system parameters from your own telephone Refer to Administrator s Guide These are the default values of each mailbox parameter which can naturally be changed according to a subscriber s needs and disk capacity System Message Retentio
402. lboxes maintained by the VPS including the general delivery mailbox the system manager s mailbox the message manager s mailbox and the bulletin board manager s mailbox The initial setting of 64 can be set from 64 to 512 in 64 increments The personal greeting message length can be set from 8 to 60 seconds in 4 second increments The initial setting is 16 seconds The system message retention time is the length of time which a subscriber may wish to keep a message in the mailbox When this time expires the new unretrieved messages are automatically transferred to the Message Man ager and the old ones erased This is for effective utilization of storage capacity It can be set to between 1 and 7 days It is set for 5 days at the factory The maximum recorded length of a message can be set between 1 and 12 minutes It is set for 3 minutes at the factory This is the maximum number of messages which can stay in one mailbox at one time It is set from 5 to 50 depending upon the needs of the subscriber and the storage capacity of the system When the number of messages in the mailbox has reached the limit specified by the parameters a caller can no longer leave any messages It is set to 10 at the factory Standard Mailbox Parameters can be set up by the System Administrator usually in response to a request from a sub Manager s Guide System Administrator 3 21 3 3 3 Setting Voice Mail Parameters scriber If you set
403. lease enter the password followed by a hash sign Enter the password Manager s Guide Message Manager M 5 3 5 2 Managing the General Delivery Mailbox One of your duties as Message Manager will be to check the general delivery mailbox for messages and forward them to the appropriate mailbox This can be done at any time with your telephone You can listen to the messages in the general delivery mailbox after which you can transfer the message to a subscriber s mailbox or delete the message What you will do Listening to the Messages See 5 2 1 Delivering a Message See 5 2 2 M 5 4 Message Manager Manager s Guide 5 2 Managing the General Delivery Mailbox 5 2 1 Listening to the Messages To receive messages from the general delivery mailbox 1 Dial an extension number which is connected to the Voice Voice Mail S Voice Mail Service s Mail Service Extension Number You will hear the prompt Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 2 Press then enter the Message Manager s mailbox num M M Message Manager s bet mailbox number You will hear the prompt
404. ler Refer to Chapter 7 which is the Troubleshooting Guide in this manual To enter system administration the System Administrator must press the RETURN key and enter his password ENTER THE ADMINISTRATOR PASSWORD There is no factory setting for the password of the System Administrator For further details see 3 3 5 Utility Command Set Password and 3 4 Keyboard Operations 3 4 7 3 PASS When the System Administrator starts operations the system asks him or her for the terminal type By pressing 1 he or she can set up system parameters through the interactive menu driven program Please Select Your Terminal Type 1 ASCII TERMINAL 2 VTI0O PLEASE ENTER THE NUMBER The system setup method is provided in Chapter 3 System Administrator s Guide in this Manager s Guide Manager s Guide Configuration amp Installation _ M 2 23 Chapter 3 System Administrator s Guide This chapter explains what a System Administrator is and provides step by step instructions for such system setup tasks as setting up mailboxes setting system parameters and checking system status Contents 3 1 What is a System Administrator M 3 2 3 2 Initializing the System eere M 3 3 3 3 Setting the System Parameters M 3 6 3 3 1 Hardware Settings 4 eoe tne M 3 7 3 5 2 Call Service see e ree e M 3 14 3 3 3 Setting Voice Mail Parameters
405. letin board message he or she can ask the VPS to play it more than once if desired It is possible to record a new bulletin message if so desired at this point The bulletin board manager can assign mailbox numbers to bulletin board messages Once this has been done users requesting such a bulletin board message first hear the message then are connected to the associated mailbox to record messages 3 3 2 Customizing the Bulletin Board Manager s Mailbox Bulletin Board Manager s Password To ensure the security of bulletin board messages the bul letin board manager can set his or her password by tele phone at any time Overview of VPS Functions O 3 11 Chapter 4 Overview of Subscriber e Operations Contents UR O 4 2 4 2 Receiving Messages eee e O 4 9 4 3 Sending Messages eee ee ecce eene eren eene O 4 11 4 1 Settings 4 1 1 Recording a Message in a Mailbox Recording A Personal Greeting Message Setting A Mailbox Password Voice Recording Of Owner s Name 1 2 3 4 Subscribers can set the parameters of their own mailboxes however they like to meet their own usage requirements The following tasks can be performed from any touch tone telephone Mailbox customization personal greeting message pass word voice recording of owner s name Mailbox parameter setting message retrieval order dura tion of outgoing
406. ling And Disabling the Personal Bulletin Board See 1 5 5 Message Reception Mode See 1 5 6 Subscriber s Guide U 1 55 15 Setting the Automated Attendant Parameters 1 5 1 Setting the Call Transfer Status If you have set the call blocking status to ON no one can reach your extension To set the call screening status you have to set the call blocking status to OFF When the call screening status is ON the VPS calls you and asks whether you wish to talk with the caller or not If you do not want to the VPS hangs up and provides the caller with incompleted call services To set the call blocking status and the call screening status 1 Dial an extension number which is connected to the Voice Voice Mail Service s Mail Service Extension Number You will hear the prompt Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 Your mailbox 2 Press gt then enter your mailbox number number You will hear the prompt Please enter the password followed by a hash sign U 1 56 Subscriber s Guide 15 Setting the Automated Attendant Parameters 3 Enterth d Your password nter the passwor 3 L 5
407. ll Services Class of Service COS 1 Port 1 Authorization of Outgoing Call Enable 1 Disable 2 Enable Authorization of Incoming Call Enable 1 Disable 2 Enable Port 2 Authorization of Outgoing Call Enable 1 Disable 2 Enable Authorization of Incoming Call Enable 1 Disable 2 Enable Port 3 Authorization of Outgoing Call Enable 1 Disable 2 Enable Authorization of Incoming Call Enable 1 Disable 2 Enable Port 4 Authorization of Outgoing Call Enable 1 Disable 2 Enable Authorization of Incoming Call Enable 1 Disable 2 Enable Port 5 Authorization of Outgoing Call Enable 1 Disable 2 Enable Authorization of Incoming Call Enable 1 Disable 2 Enable Port 6 Authorization of Outgoing Call Enable 1 Disable 2 Enable Authorization of Incoming Call Enable 1 Disable 2 Enable Port 7 Authorization of Outgoing Call Enable 1 Disable 2 Enable Authorization of Incoming Call Enable 1 Disable 2 Enable Port 8 Authorization of Outgoing Call Enable 1 Disable 2 Enable Authorization of Incoming Call Enable 1 Disable 2 Enable 4 Select Port No Then you can set each port function Press when you finish the setup You will return to the Call Services Menu Manager s Guide System Administrator 3 57 3 4 Keyboard Operations 5 Select 3 Port Setting VT100 compatible terminal Program Call Serv
408. llers to access an inter view mailbox directly by entering its number and not have to pass through the extension and main mailbox This function allows a subscriber to maintain up to four Guest mailboxes The authorized subscriber can set up a guest mailbox so that his her guest can access it and receive the subscriber s messages from it The guest mailbox is a private communication box between the subscriber and his her guests This function enables the subscriber to use one of 16 private bulletin boards where callers who were unable to reach his or her extension can receive announcements via the Automated Attendant service Up to nine bulletin board messages can be posted for callers M 4 12 System Manager Manager s Guide 4 23 Setting Up Mailboxes Class of Service No External Message Delivery Authorization Message Retention Time Maximum Message Length Mailbox Capacity Creating Mailboxes To create a mailbox Voice Mail Service s Extension Number A group of subscribers is assigned to one of eight classes of service The incoming and outgoing call services are as signed to each group and port by the System Administrator or the System Manager This function enables the subscriber to instruct the VPS to call an outside telephone number within the specified call duration time and play a previously recorded message Redialing also can be set up The length of time messages will be kept can b
409. lletin Board Service Call Screening The caller of the port assigned to the Automated Attendant service can access several useful features These include call transfer bulletin board and department dialing There are also a number of functions for handling incomplete calls such as message recording and the personal bulletin board which are useful if the caller is unable to reach the extension belonging to the intended party When the user calls the port assigned to the Automated Attendant the VPS presents an initial prompt offering a selection of features such as call transfer bulletin board service and department dialing At this point the caller can specify an extension to be transferred to by entering the extension number or the first four letters of the owner s last name If the extension specified is busy or there is no answer the VPS provides the option of using one of the incomplete call functions The caller can have the call transferred directly to a specific extension by entering the number of the extension If the caller does not know the extension number he or she can still be connected to the extension by entering the first four letters of the owner s last name If the extension is busy or there is no answer the VPS presents the caller with a prompt inviting him or her to use one of the incomplete call functions The caller can be connected to an extension assigned a department dialing number by entering the depar
410. lletin Manager you will have three basic duties recording erasing and updating bulletin messages with your telephone whenever necessary The bulletin board structure must be considered for effective management After entering the Bulletin Manager s main command you can access each bulletin message like a bulletin board user and record erase the messages by entering 1 2 For example you can record the bulletin message 12 by entering 12 followed by the recording command 1 You can erase the bulletin message 252 by entering 252 followed by M 6 2 Bulletin Manager Manager s Guide 6 1 What is a Bulletin Manager Note What you will do Before Starting the bulletin management the erasing command 2 After recording erasing you can update bulletin messages by returning to the mode at level 0 press the star key receive the voice prompt and press 1 to update the bulletin board In addition to recording messages the Bulletin Message function allows you to register extension or mailbox num bers If an extension number has been registered call will be forwarded to the extension If a mailbox number or an interview mailbox number has been registered users will be able to leave messages in it If an extension or mailbox has been registered in the Bulletin Message function it will not be possible to advance to the lower levels It is possible that during bulletin b
411. lletin board service The bulletin message number corresponds to the DTMF sequence which is en tered from the touch tone keypad by someone calling a bulletin board service port Valid bulletin board message numbers consist of the numbers 1 9 For example the bulletin message number of a message initiated by the input 12 becomes 12 If a message number is initiated by the input 517 it becomes 517 Note The initial bulletin mes sage does not have any bulletin message number It is an nounced as TOP MENU Sub messages below MENU have bulletin message numbers which correspond to the DTMF sequence The user who calls the port assigned to the Bulletin Board Service can receive bulletin messages from five levels 0 4 First he will receive the initial bulletin message at level 0 which provides the menu for bulletin messages of level 1 If he presses 3 at that time he will receive a bulletin message from level 1 which is assigned the number 3 If the level 1 bulletin message provides the menu for level 2 bulletin messages he can press any keys assigned to the messages The user can also return to the previous level by pressing star x and receive another level 1 bulletin message by pressing another key For example the caller who has entered 3 5 0 6 and 7 will receive the bulletin messages TOP MENU 3 35 350 35 356 35 3 37 As a Bu
412. lls to be forwarded to Then you can take your calls in another room or at another desk See Alternate Extension Transfer Status Setting on page 3 5 and Setting Up the Alternate Exten sion on page 3 6 You can have the system tell you the name of the caller before you actually take a call In this way you can make sure you receive only important calls See Setting Call Screening on page 3 4 The system s interview mailbox function is ideal if you wish to collect information in the form of replies to questions When a caller accesses this function the system plays your prerecorded questions to him or her and then records the replies Since you can record any sort of questions you choose this feature gives you a very powerful and flexible data gathering tool Jjequosqng 40 c fog Q x 40 D gt gt co dnjas saquosqns D E 2 o a o 2 o a a E P Subscriber Sending E i io i n E io See Enabling Disabling the Interview Mailbox on page 3 12 and Recording Questions for the Interview Mailbox on page 3 38 For details of other functions and operations please refer to the Detailed Edition B An Outline of the Contents of This Manual This Summary of Operations for Subscribers explains briefly the Voice Processing System VPS operations by touch tone telephone for s
413. lt it then ceases to conform to the standards against which approval was granted Any cases of difficulty should be referred in the first instance to the supplier of the apparatus Contents Manager s Guide Chapter 1 Introduction 1 1 Features of the Voice Processing System eere 1 2 How to Use this Manual 24 4 eee eere ee eren nee eee Chapter 2 System Configuration and Installation 2 1 What is a System Configuration eere ecce eee eere ee eene eene setae sno CO AIG careless snails tibt iid ute M praes IINE D DU NUN MEI ENS 2 125 DSP Catil predetto ueneno iive mesa usas 2 1 3 Hard Disk Drive oie opo t ee See de od 24d CPU CAM ot e stib odia 2 1 5 System Expansion iiec co teta uM E Geer ERA PUER ad 2 2 How to Install the VPS 2 2 1 Where can the VPS be installed ioo eben tI rhet 2 2 2 Connecting Telephone Lines to the VPS 2 2 3 Connecting a Data Terminal or a Printer to the 2 2 4 Connecting the Power Cable to the VPS 2 2 Stabling the System i oe hei Arai sito gie dated Chapter 3 System Administrator s Guide 3 1 What is a System Administrator ccce eee eee ee eee ee eee eene nota 3 2 Initializing System sssiiscecsssc
414. mation or you can contact with the person by pressing the appropriate key Listening to the Bulletin Board Messages using an example 1 Press 4 and 2 at any time after gaining access to the st VPS You will hear the prompt of the top menu Hello this is Bulletin Board Service For product information press 1 For telephone guide press 2 ES 2 Press 1 to get product information N 3 2 Guide for Non Subscribers 3 1 Listening to the Bulletin Board Messages You will hear the prompt Here is product information About PBX press 1 About telephone press 2 To get back to the top menu press x Note If you want to press 2 in Step 2 go to the Step 2 Press 1 if you want to get information about PBX You will hear the prompt Here is information about PBX About KX T30810 press 1 About KX T61610 press 2 To get back to the previous message press Note You may follow similar procedures when pressing 2 in Step 3 to get information about telephone 1 4 Press 1 You will hear the prompt KX T30810 has 3 CO lines 8 extensions TOLL restriction and programmable system features To call sales department for more information press 1 To get back to the previous message press x or Press 2 Guide for Non Subscribers N 3 3 3 1 Listening to the Bulletin Board Messages You will hear the prompt KX T61610 h
415. mber If you have the password you will hear the prompt Please enter the password followed by a hash sign Your password 3 Enter the password LJ s 86 Subscriber s Guide U 2 15 2 5 Scanning Messages 4 Check the announcement of the number of messages You will hear the prompt To receive a message press 1 To deliver a message press 2 For other features press 3 For help at any time press 0 5 Press 0 for Help o You will hear the prompt To receive a message press 1 To deliver a message press 2 For other features press 3 For call transfer press 4 To change playback speed at any time press 9 To end this call press X 1 6 Press 1 to use the Receiving Message menu 7 Review the number of messages and the message informa tion 8 Review the message You will hear the prompt To repeat this message press 1 To play the next message press 2 To erase this message press 3 To reply press 4 To transfer this message press 7 For help press 0 U 2 16 Subscriber s Guide 2 5 Scanning Messages 9 Press 0 for the whole menu for Help o To repeat this message press 1 To replay the previous message press 1 twice To play the next message press 2 To erase this message press 3 To reply press 4 To rewind press 5 To fast forward press 6 To transfer thi
416. mber to be M 5 69 5 9 5 Specifying the Notification Method eee M 5 72 5 9 6 Setting the Notification Time sese M 5 73 Chapter 6 Bulletin Manager s Guide 6 1 What is a Bulletin Manager csscsssssssssssssssscssssscsssscsssesssssesssssesees M 6 2 6 2 Creating a Bulletin Board Message eee eee eene eere e eere ee ene aono M 6 5 6 3 Managing Bulletin Board Messages cese eere eee eee ee eee eene nenne ena M 6 21 6 3 1 Recording MESSASES pte uo IE Nep M 6 21 6 3 2 Assigning Extension Numbers to the Bulletin Board M 6 24 6 3 3 Assigning Mailboxes to the Bulletin M 6 27 6 3 4 Reviewing Messages nee city ica diede M 6 30 6 3 5 Erasing Messages ieu da iei REVERSA in E e PE sig eed Vea M 6 33 6 3 6 Ending Bulletin Board Management sese M 6 36 6 4 Reviewing the Current Bulletin Board Service M 6 37 6 5 Customizing the Bulletin Manager s Mailbox e eeeeeeee M 6 39 Chapter7 Troubleshooting Guide 7 1 Troubleshooting Guide eee eee creer ee eee ee eee eese sese eee M 7 2 Chapter 8 Specifications 8 1 Specifications aie ic EE M 8 2 Subscriber s Guide I
417. mber to be Called See 1 2 4 Specifying the Notification Method See 1 2 5 Setting the Notification Time See 1 2 6 Subscriber s Guide U 1 17 1 2 Setting Message Waiting Notification 1 2 1 Notification by Message Waiting Lamp To select the message waiting notification lamp 1 Voice Mail Service s Extension Number Your mailbox number When a new message is recorded in the subscriber s mail box the message notification light on the subscriber s ex tension turns on In this case there is no need to specify a notification destination because the only possible destina tion is the subscriber s extension Subscribers choosing notification by message waiting lamp can also take advantage of the direct notification call fea ture Dial an extension number which is connected to the Voice Mail Service You will hear the prompt Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 Press gt then enter your mailbox number You will hear the prompt Please enter the password followed by a hash sign U 1 18 Subscriber s Guide 12 Setting Message Waiting Notification 3 Enter the password Your password s L L
418. ment Dialing x Message Manager s Mailbox No 3 gt 2 gt 1 Dialing Menu Departmental Extension N Remarks Dialing No Department name etc 6 Lom END M W 5 4 Message Manager Work Sheets Modifying Voice Prompt x Message Manager s Mailbox No 3 gt 3 Prompt Prompt Prompt Work Sheets Message Manager W 5 5 Operator s Extension Message Manager s Mailbox No 3 5 W 5 6 Message Manager Work Sheets Company Name Message Manager s Mailbox No 3 4 Company Name Work Sheets Message Manager W 5 7 Message Manager s Password Message Manager s Mailbox No 3 5 Message Manager s Password W 5 8 Message Manager Work Sheets Chapter 6 Work Sheets for Bulletin Manager Contents Bulletin Messages ssssscssssssssssssssssssssssecssssesssaserses W 6 2 Bulletin Manager s Password W 6 3 Bulletin Messages Bulletin Manager s Mailbox No 1 Message Extension Mailbox No Pe Message Extensfon Mailbox No Message Extension Mailbox No W 6 2 Bulletin Manager Work Sheets Bulletin Manager s Password Bulletin Manager s Mailbox No
419. menu Please enter the port numbers for which this greeting will be assigned followed by a hash sign Enter the port number and sign This greeting will be played at port in day time night time To change this setting press 1 Otherwise press 2 Message Manager 1 11 lt D lt D D A Company Greeting Assignment 7 Press to accept To play this message at night time press 1 Otherwise press 2 This prompt will not be played if you have already set the night time mode D D 8 Press not to assign skckoke kk skcokc ok ok ok ook OK ok ok ok okc ok ok ok ook kc ok ok ok oko OR OK KR ke ok ok OK KR OR OR KK Hint Step 5 You can select not to assign by pressing 2 Step 7 You can change the setting by pressing 1 Step 8 You can select to play the message at night time by pressing 1 2 K SK SK SK SE CK 2K 2K SK SE SK K K FK SK 2K CK FK FK K K E E CR FK FK FK E K CK K K 2k SE FK FK FK K K K 2K 2K 2 K 1 12 Message Manager Recording the Department Dialing Menu 1 2 Go to the Message Manager s main command menu Press E for Other Features To change the company greetings press 1 For department dialing programming press 2 To modify voice prompts press 3 To record a company name pre
420. mproper setting of the busy Readjust the busy signal reconnection when the line is busy signal reconnection procedure procedure to the con nected PBX Unable to make a no Improper setting of the no Readjust the no response reconnection response reconnection response reconnection procedure to the connected PBX procedure M 7 2 Troubleshooting Manager s Guide Chapter 8 Specifications Contents 8 1 Specifications M 8 2 8 1 Specifications DTMF Detection Time Telephone Line Line Capacity No of lines to be connected Hard Disk Capacity No of Mailboxes No of Messages in a Mailbox Length of Message Recorded in a Mailbox Total Length of Messages Held by System Operating Conditions Power Supply Other Interface Specifications On time and interdigit time for DTMF dialing by the VPS Minimum levels for loop current Minimum line voltage Minimum ring voltage necessary for VPS to detect ringing Min 80 msec On Min 80 msec Off Outside CO amp Station lines available both DTMF and Pulse modes are available Standard 2 lines Max 8 lines 264 MB Unformatted Max 512 Max 99 Max 12 minutes approximately 18 hours 10 C 50 F 40 C 104 F AC 230 V 50 Hz 0 9 A 80msec 80msec lt on EMEN off gt 112msece M 8 2 Specifications Manager s Guide Subscriber s
421. mpt Mailbox This is for If this mailbox number is correct press 1 Otherwise press 2 To repeat this information press 3 To cancel message transfer press x Accept the mailbox number and owner s name by pressing 1 You will hear the prompt Manager s Guide Message Manager 5 7 5 2 Managing the General Delivery Mailbox To transfer press 1 To add the mailbox number press 2 To review the mailing list press 3 To cancel message transfer press Press 1 to transfer You can press 2 to add mailbox numbers You can press 3 to review the mailing list You can press x to cancel message transfer You will hear the prompt To add your comment press 1 Otherwise press 2 Press 2 to transfer You can add your comment by pressing 1 You will hear the prompt To add your comment before this message press 1 To add your comment after this message press 2 Select 1 or 2 You will hear the prompt Please state your comment at the tone To end recording press 1 To pause and restart recording press 2 Record your comment Press 1 to end recording You will hear the prompt M 5 8 Message Manager Manager s Guide 5 2 Managing the General Delivery Mailbox To review your comment press 1 To accept press 2 To record a new one press 3 14 Press 2 to acc
422. mpt To change this setting press 1 Otherwise press 2 13 Press 2 to accept the length 14 Review the next question and its answer length 15 Repeat steps 9 13 Subscriber s Guide U 1 53 14 Recording a Message in an Interview Mailbox 1 4 4 Enabling Disabling the Interview Mailbox The subscriber can ask the System Manager or System Administrator to terminate his or her interview mailbox Upon receipt of such a request the System Manager or System Administrator accesses the special functions assigned to the subscriber and cancels his or her authorization to use the interview mailbox feature All recorded questions in the mailbox are automatically deleted when authorization is revoked U 1 54 Subscriber s Guide 15 Setting the Automated Attendant Parameters Automated Attendant Parameters to set The subscriber can specify several parameters which affect the operation of the Automated Attendant service These include call transfer parameters screening and blocking alternate extension transfer authorization alternate exten sion number personal bulletin board messages personal bulletin board authorization and message reception mode Setting the Call Transfer status Call Screening Call Blocking See 1 5 1 Enable Disable Call Transfer to an Alternate Extension See 1 5 2 Setting up an Alternate Extension See 1 5 3 Creating Personal Bulletin Board Messages See 1 5 4 Enab
423. mpt and go back to the original system prompt press 2 Message Manager 1 21 Modifying Voice Prompts 7 Press to record a new prompt Please state the prompt at the tone To end recording press 1 To pause and restart recording press 2 8 State a prompt D c o n gt 9 Review the prompt To review press 1 To accept the prompt press 2 To record a new prompt press 3 To erase and exit press K 10 Press to accept it Your recording has been accepted K K K K ok 2 28 ck FK ok ok K SK SK CR SK SK FK SE CE K K 2K 2K 28 2K FK FK K K CE CE CR 2K 2K 2K E K CK K K K OK OK OK Hint Step 4 For the numbers of the modifiable prompts see the next page Step 5 If you have not recorded any voice prompts you will receive the current system prompt and go to recording prompt menu directly Step 7 You can erase the current prompt and restore the system prompt by pressing 2 Step 10 You can select another key for another feature Kok skok ok oko ok oko ok ak 3K ok RRR OK K 1 22 Message Manager Modifying Voice Prompts Modifiable Prompts ZERO ONE TWO THREE FOUR FIVE SIX SEVEN EIGHT NINE MESSAGES FROM MAILBOX Good morning JeDeue A IN p
424. n Time The length of time which a subscriber may wish to keep a message prior to automatic erasure or transfer can be set to between 1 and 7 days for the most effective utilization of storage capacity It is set for 5 days at the factory System Maximum Message Length The maximum recorded length of a message can be set to between 1 and 12 minutes It is set for 3 minutes at the factory System Mailbox Capacity This is the number of messages which can stay in one mailbox at one time It is set from 5 to 50 depending upon the needs of the subscriber and the storage capacity of the system When the number of messages in the mailbox has reached the limit specified by the parameters a caller can no longer leave any messages It is set to 10 at the factory Personal Greeting Message is the message which is first listened to by callers who access a subscriber s mailbox in the Voice Mail Service External Message Delivery is the function by which the VPS calls a specified telephone to deliver a subscriber s message When a subscriber if authorized wants to deliver a message to a non subscriber he can record the message and then the VPS will deliver it M 4 40 System Manager Manager s Guide 4 4 Setting System Parameters Redialing Sequence Continuous no answer Continuously busy Busy or no answer System External Message Delivery Duration Time The maximum value of the length of a call from the VPS during
425. n addition each line can be assigned two outgoing call services such as Message Waiting Notification and External Delivery With four additional DSP cards installed the VPS is able to handle eight calls simultaneously Each DSP card houses two DSPs Digital Signal Processor each of which is connected to a separate telephone line Each DSP Overview of VPS Functions O 2 3 2 1 System Configuration encodes and decodes incoming and outgoing voice signals respectively and can handle a single incoming call service or a single outgoing call service at a time O 2 4 Overview of VPS Functions 2 2 System Administration With a DEC VT100 or compatible terminal connected to the system the VPS system administrator can set up system parameters and perform system diagnostics using interactive menu based software It is also possible to use a data terminal with an RS 232C interface 2 2 1 Initializing the System Before the VPS is used for the first time the system administrator must initialize the system to clear all mes sages clear all mailboxes and initialize the system tables on the hard drive Initial Parameter Settings See Administrator s Work Sheets System Initialize Menu VALID FIRST DIGITS FOR EXTENSIONS is set to 1 2 3 4 5 6 7 8 at the factory It can be set by the system administrator to 1 2 3 4 5 6 7 8 9 if necessary NUMBER OF DIGITS FOR MAILBOX NUMBERING can be set to f
426. n on the menu screen are used to update the system and all messages are deleted from the hard disk In addition all mailboxes are deleted and the system is rebooted The system parameters are not restored to the factory settings The execution time for System Reset Clear will differ each time because of the System s capacity and its program but it takes at least 3 minutes Manager s Guide System Administrator M 3 31 3 3 7 Custom Service Setting Description Menu Repeat Cycle Call Transfer Anytime Wait for the Second Digit No DTMF Input Operation To program a custom service the System Administrator must select one out of sixteen custom services and program the following six parameters The information typed in this field will be displayed on the custom service selection screen This field is for your refer ence only The Menu Repeat Cycle setting specifies the number of times the custom service menu messages are repeated Menu messages must be recorded by the system administrator Menu Repeat Cycle can be set to play messages from 1 to 3 times The factory setting is 3 times This setting specifies the destination where the call is trans ferred during the custom service top menu The Ext setting enables caller to transfer directly to his party by dialing the extension number The Mbx setting enables the caller to leave a message in the mailbox by entering the mailbox number of the pers
427. n this way you do not need to take notes during a call As a business application the VPS can be used to encourage short concise messages devoid of excessive small talk thus becoming an efficient time management tool M 1 2 Introduction Manager s Guide 1 1 Features of the Voice Processing System Fewer Interruptions Peak Concentration Constant Availability Instant Delivery Action Oriented Low Cost of Preparation Confidential Why Voice Mail Concentration is often hampered by the sound of a ringing telephone With the VPS however this is not a problem you simply choose the most convenient times at which you wish to send or receive messages and proceed undisturbed with the work at hand You can always be reached through the VPS even if several people happen to call at the same time As an option you can also choose to be informed immediately wherever you may be of any messages sent to your mailbox A message can be sent the moment it is ready the only faster way to send a message being a direct call This makes Voice Mail the most practical and efficient way of sending messages in the business world permitting the quick completion of business projects deals etc Upon the receipt of a message several courses of action indicated by voice prompts are available by selecting a corresponding number your command is immediately carried out No lengthy calls need be returned and no memos need
428. nal bulletin message press 4 To set personal bulletin board status press 5 To set message reception mode press 6 A 8 Press 6 to set message reception mode 9 Review the current setting You will hear the prompt Current message reception mode is interview mode message recording mode To set to interview mode press 1 To set to message recording mode press 2 Subscriber s Guide U 1 73 15 Setting the Automated Attendant Parameters 10 Press 1 to set to interview mode You will hear the prompt Current message reception mode is interview mode 10 Press 2 to set to message recording mode 2 You will hear the prompt Message reception mode is set to message recording mode U 1 74 Subscriber s Guide Chapter 2 Receiving Messages This chapter tells you how to receive your messages and what you can do with the received messages Replying immediately transferring messages with or without your additional message and replaying messages Contents 2 1 Receiving Messages U 2 2 2 2 Immediate Reply 2 U 2 6 2 3 Message Transfer cccissesccsssensosnensssnntavenessensnsssnses U 2 10 2 4 Message Transfer with Additional Message U 2 14 2 5 Scanning Messages eese creen eerte ee eene eet enoee U 2 15 2 6 Repeating Messages e ecce U 2 19 2 7 Changing Playback Speed
429. name 2 Bulletin Board Service 3 D 5 Login 6 Voice Mail Service 7 to restart Subscriber s main command 8 to call transfer 9 to exit the menu Note The service access commands amp B e works except in the following cases when messages are being received when the is necessary to enter the specified parameters such as date time or mailbox number Some of the Text in This Manual Is Enclosed in Boxes The system provides voice prompts to persons accessing it In order to distinguish these voice prompts from the rest of the text in the manual they are enclosed in boxes like the one shown below Example Good morning Good afternoon Good evening You have reached the voice processing System D lt D D A wW o H lt D D el D A SOR OR OR IR IO k k k k k Quick Tip tok sk sk sk ke ok ke k kk ke kk When you finish your call make sure to follow the prompt provided by the system to complete the current operation before actually hanging up the phone If you have to hang up before the prompt is finished e Press Then hang up the phone e If you forget to press before hanging up the phone the line will remain engaged until the prompt finishes playing It is therefore necessary to wait about 30 seconds or so before calling the same number back again Message Manager In
430. name and the automatic retry As soon as the message has been received by the destined party the VPS deletes the message and the external mes sage delivery feature is completed You can get information about the status of incomplete external message delivery including pending canceled and deleted external messages as well as the scheduled date and the receiver s name To record an external delivery message Dial an extension number which is connected to the Voice Voice Mail Service s Service Extension Number You will hear the prompt Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 Y Ib 2 Press gt then enter your mailbox number our mailbox number Subscriber s Guide U 3 21 3 3 External Message Delivery You will hear the prompt Please enter the password followed by a hash sign Your password 3 Enter the password 3 b 5 6 4 The VPS will announce the number of messages You will hear the prompt To receive a message press 1 To deliver a message press 2 For other features press 3 For help at any time press 0 5 Press 3 for Other Features You will hear the prompt
431. nd skipping back through the mes sage U 2 2 Subscriber s Guide 2 1 Receiving Messages Note The list below tells you the keypad functions used while receiving the messages 1 Repeating messages Playing the next message Erasing messages Immediate reply Rewind 6 Fast forward 5 Changing playback speed o Help Exit st Scanning messages These features are detailed in the following section The service access commands 3t 1 31 9 do not work while a message is being received Refer to page M 1 7 for further information about the service access commands Subscriber s Guide U 2 3 2 1 Receiving Messages To receive your messages 1 Dial an extension number which is connected to the Voice Mail Service Voice Mail Service s Extension Number You will hear the prompt Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 2 Press gt then enter your mailbox number Your mailbox number If you have the password you will hear the prompt E 2 2 2 Please enter the password followed by a hash sign 3 Enterth d Your password
432. ng hang up To cancel your message press X if you have a touch tone phone ep 2 o 122 ep Speak your message Hang up the phone 2 8 Subscriber Sending Setting Delivery Time Urgent Private Status 1 9 Same as Message Delivery 10 After the recording To set delivery time or private status press 1 Otherwise press 2 Press GB to set message type If this is an urgent message press 1 Otherwise 2 This prompt will be played when the timed notification of the intended mailbox is enabled 12 Press e for the next menu If you wish to specify the delivery time press 1 Otherwise press 2 13 Press KB to set the delivery time 40 c fog A x 40 2 gt co Please enter the delivery time followed by a hash sign 14 Enter the delivery time and Please enter 1 for AM or 2 for PM 15 Select e Please enter the day of the month followed by a hash sign 16 Enter the day and This message will be delivered on at AM PM Subscriber Sending 2 9 Setting Delivery Time Urgent Private Status To change this setting press 1 Otherwise press 2 17 Press to accept If this is a private message press 1 Otherwise press 2 18 Select
433. ng menu Your recording has been accepted Press the key you want and follow the instructions until you accept the recording Manager s Guide Message Manager M 5 25 5 4 Setting Department Dialing 5 4 Programming Department Dialing You can enter up to nine extensions to which the caller can be transferred You can set the extensions after recording the department dialing menu message To program department dialing Dial an extension number which is connected to the Voice Voice Mail e Voice Mail Service s Mail Service Extension Number You will hear the prompt Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 2 Press then enter the Message Manager s mailbox num M M i Message Manager s bes mailbox number s o You will hear the prompt Please enter the password followed by a hash sign Message Manager s 3 Enter the password password 3 4 s e M 5 26 Message Manager Manager s Guide 5 4 Setting Department Dialing Now you are in the Message Manager s main command menu You will hear the prompt You have message s To transfer messages from the general delive
434. nge it Note If you press 0 in Step 1 you are transferred to the oper ator 1 Guide for Non subscribers N 1 9 13 Recording a Message 1 3 3 Accepting a Message Note To accept a message After recording you are asked whether you accept the message or not By doing this you tell the system that you are satisfied with the message and want to store it to deliver Please remember that once you have accepted the message you cannot change it After recording the message you will hear the prompt To review press 1 To accept press 2 To record a new one press 3 To add press 4 To erase and exit press Press 2 to accept the message The VPS will deliver the message 1 3 4 Reviewing a Message To review the message If you do not recall what you said in a message you can replay it for revision so that you can decide whether you wish to store add or cancel the message After recording the message you will hear the prompt N 1 10 Guide for Non subscribers 1 3 Recording a Message To review press 1 To accept press 2 To record a new one press 3 To add press 4 To erase and exit press 2 Press 1 to review the message 1 3 5 Pausing and Continuing Recording When you are recording a message you might want to stop for a while and think about what you will say If you want to stop recording use the pause feature T
435. ngs up If the VPS was not able to deliver the external delivery message and no call back message was delivered the call is treated as a no answer and the system will retry the call later 4 3 3 Group Delivery Message Delivery To Multiple Destinations System Group Distribution List Personal Group Distribution List This feature allows subscribers to send a single message to more than one destination simultaneously The sender either enters more than one mailbox number or specifies a system group distribution list or personal group distribu tion list as the destination The VPS can accommodate up to 100 group distribution lists each of which may contain up to 40 mailbox numbers There may also be up to eight personal group distribution lists containing between them a maximum of 100 mailbox numbers No single personal group distribution list may contain more than 40 entries The subscriber is free to enter up to 40 mailbox numbers as destinations for a single message The VPS can accommodate up to 100 system group distri bution lists for use by subscribers Each distribution list can contain up to 40 entries The subscriber may also maintain a personal group distri bution list These lists are given registration numbers from 1 through 8 and each can contain up to 40 entries although the total number of entries for the eight lists must not exceed 100 O 4 14 Overview of VPS Functions 4 3 Sending Messages
436. nistrator The individual extension number of a subscriber s mailbox Allows a subscriber to alter the settings for his or her mail box E g change some aspect of a guest account A list of choices from which the user can select by using the telephone number keys or keyboard of a data terminal If the line is busy or there is no answer when the VPS makes an external delivery call the subscriber can instruct the VPS to make up to a maximum of 5 retries The person who takes care of the general delivery mailbox recording of company greetings and voice prompts also responsible for transferred calls by the VPS to his or her extension number Overview of VPS Functions O 5 5 5 1 Glossary Message retention time Message retrieval order Message scan Message transfer Message waiting lamp Message waiting notification Modem Modifiable prompt Non subscriber Notification method Operator The amount of time day the system will store a message in a mailbox At the time of expiration of this time unretrieved messages are automatically transferred to the Message Manager s mailbox Messages that have been al ready heard are however erased Either Last In First Out LIFO or First In First Out FIFO to determine in which order messages will be played to a subscriber A function which allows the subscriber to preview all the messages in his or her mailbox by listening to the first 4 seconds o
437. nistrator or the system manager In addition to the above up to eight personal group distri bution lists can be assigned to all the subscribers for their own personal use These lists are given registration num bers from 1 through 8 and each can contain up to 40 entries although the total number of entries for the eight lists must not exceed 100 The personal group distribution lists are used in the same way as the regular group distri bution lists See Administrator s Work Sheets Mailbox Setup Enter Mailbox Creation 1 2 The system administrator can create and delete mailboxes and cancel mailbox passwords When the MAILBOX CREATION function is used to define new mailboxes it is necessary to assign a mail box number to each of them Upon creation all mailbox parameters are automatically set to their default values When a new mailbox is established the system manager has the option of setting or changing the following param eters EXTENSION OF SUBSCRIBER is the number of the extension of the owner of the mailbox Once this parame ter is specified users who are unable to get through to the subscriber s extension using the Automated Attendant are automatically given access to the associated mailbox with the option of leaving a message if they wish to The ALPHABETICAL NAME OF SUBSCRIBER is used to display system reports In addition the initial three or four letters of the subscriber s last name ar
438. nsion he is given the option of listening to the personal bulletin board messages recorded by the subscriber When connected to the Incomplete Call service the caller has the option of listening to the personal bulletin board messages recorded by the subscriber These consist of one main menu message and up to nine sub messages When the caller selects the personal bulletin board the main menu message is played first Sub messages 1 through 9 can be requested by the caller by pressing the appropriate number key Subscribers authorized to maintain personal bulletin boards can create their own bulletin board messages themselves to be played to callers The VPS has a capacity of up to 16 personal bulletin boards It is also possible for multiple subscribers to be assigned to a single personal bulletin board and use it in common Subscribers authorized to own personal bulletin boards can specify whether or not their personal bulletin board should be made available to callers who are unable to connect to their extension Subscribers owning an interview mailbox can specify whether or not they wish to allow callers who are unable to connect to their extension to leave recorded messages to them If the interview mode is specified callers unable to reach the subscriber and who choose to leave are corded message are connected to the interview service The VPS asks them questions and their answers are recorded On the other hand if the message re
439. nt To call the operator press 0 Press then enter the Bulletin Manager s mailbox num ber 97 997 9997 99997 whichever is specified You will hear the prompt Please enter the password followed by a hash sign Enter the password M 6 4 Bulletin Manager Manager s Guide 6 2 Creating a Bulletin Board Message Creating Bulletin Board Messages Level 0 Voice Mail Service s Extension Number The tree structured format of the Bulletin Board Service provides a quick and easy understanding of what a particu lar message or series of messages consists of This section will provide an explanation of the process of accessing the different levels and messages of the Bulletin Board Service TOP Menu Messages Example Hello this is bulletin board service For product information press 1 For telephone guide press 2 The level 0 messages will give you the different types of options available in a particular Bulletin Board Service advertisement For example we see in this prompt that we have a choice of Product Information or the Telephone Guide Thus these are the two main choices available to the user of this particular bulletin board message This is the starting point of the tree structured diagram at Level 0 with each successive level containing increasingly detailed information Dial an extension number which is connected to the Voice Mail Service You will hear the
440. nter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 Press gt then enter your mailbox number You will hear the prompt Please enter the password followed by a hash sign Enter the password The VPS will announce the number of messages You will hear the prompt To receive a message press 1 To deliver a message press 2 For other features press 3 For help at any time press 0 Press 2 for Message Delivery You will hear the prompt Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 U 3 14 Subscriber s Guide 3 1 Recording to Deliver a Message 6 Enter the mailbox number or the name of the recipient Mailbox Number or Recipient Name You will hear the prompt Mailbox This is for If this mailbox number is correct press 1 Otherwise press 2 To repeat mailbox information press 3 To cancel message delivery press fi 7 Press 1 to accept the number if it is correct To record a message press 1 To add mailbox number press 2 To review mailing list press 3 To cancel message delivery press X 8 Press 1 to record a message You will hear the prompt
441. nter the password followed by a hash sign Your password 3 Enter the password 3 L 51 s 4 The VPS will announce the number of messages You will hear the prompt To receive a message press 1 To deliver a message press 2 For other features press 3 For help at any time press 0 5 Press 3 for Other Features You will hear the prompt U 1 38 Subscriber s Guide 13 Recording a Message in a Guest Mailbox o 6 Guest Mailbox Number n To check mailbox distribution press 1 For automated attendant status press 2 For mailbox management press 3 6 Press 0 for the Help menu You will hear the prompt To check mailbox distribution press 1 For automated attendant status press 2 For mailbox management press 3 To set up message waiting notification press 4 For external message delivery press 5 To record guest messages press 6 For interview mailbox management press 7 7 Press 6 to record guest messages You will hear the prompt Guest mailbox is are assigned Please enter the guest mailbox number 1 through 4 8 Enter the guest mailbox number 1 4 You will hear the prompt This guest is messages were recorded One message was recorded There are no messages Subscriber s Guide U 1 39 1 3 Recording a Message in a Guest Mailbox To deliver your message to thi
442. ntroduction 2i Gent c Moi E D ce GR RI Ie U 0 1 Chapter1 Settings 1 1 Setting up the MallbOX tea eon eo rae eR eor eee enun od U 1 2 1 1 1 Recording a Personal Greeting Message eese U 1 2 1 1 2 Setting a Mailbox Password aca U 1 5 1 1 3 Recording of the Owner s Name eee U 1 6 1 1 4 Message Retrieval Order pet teet U 1 7 1 1 5 Call Duration for External Message Delivery U 1 10 1 1 6 Automatic Retry on Busy or No Answer eee U 1 14 1 1 7 Message Scanning Information eee U 1 15 Detailed Edition for Managers Subscribers amp Non Subscribers D 0 3 Contents 1 2 Setting Message Waiting Notification sscsssccsssccsescsssccssescesescsees U 1 17 1 2 1 Notification by Message Waiting U 1 18 1 2 2 Timed Message Notification iuueni ede ete eod U 1 21 1 2 3 Immediate Message Notification U 1 25 1 2 4 Setting the Telephone Number to be U 1 27 1 2 5 Specifying the Notification Method sees U 1 30 1 2 6 Setting the Notification Time uoc ente ette recetas U 1 31 1 3 Recording a Message in a Guest Mailbox ee eeee eere eren U 1 32 1 3 1 Setting up Guest Mailboxes 1 ies petet rhet dede U 1 32 1 3 2 Deleting a Guest Mailbox ds U
443. number to be called You will hear the prompt This telephone number is To change the telephone number press 1 To accept press 2 To review press 3 To add more digits to the number press 4 To insert a pause press 5 To set dial mode press 6 To insert a wait for dial tone press 7 Press 2 to accept the number Specifying the Notification Method 1 11 12 Subscribers choosing notification by direct call can specify a telephone or a pocket beeper as the destination for notification calls If the destination is a telephone the VPS will call play a message stating that there are messages waiting prompt the subscriber to enter his or her password and once the password has been entered correctly play the messages in the mailbox If the destination is a pocket beeper the VPS will call and terminate processing However if the subscriber has not retrieved his or her messages within 30 minutes the system will call the beeper once again This process is repeated seven times or until the messages are retrieved Same as Setting the Telephone Number to be Called Press 2 to accept the number U 1 30 Subscriber s Guide 12 Setting Message Waiting Notification You will hear the prompt Select 1 or 2 13 1 2 6 Setting the Notification Time Subscribers choosing notification at a specified time can set the time or times at which notification is to b
444. o op Recording External Delivery Messages To change the telephone number press 1 To accept press 2 To review press 3 To add more digits to the number press 4 To insert a pause press 5 To set dial mode press 6 To insert a wait for dial tone press 7 6 _ 1to accept the number Please enter the 4 digits password If you don t need a password press Enter the password Please say the receiver s name at the tone To end recording press 1 Kecord your name Please enter the time for external message delivery followed by a hash sign If you wish to call now please press a hash sign now For help press 0 Enter the time and press EF Please enter 1 for AM or 2 for PM 10 Scicct or Please enter the day of the month followed by a hash sign 2 14 Subscriber Sending Recording External Delivery Messages Enter the Date and press The telephone number is The password is Password is unassigned This external message delivery is scheduled to call on at right away To change this setting press 1 Otherwise press 2 12 Press o accept the setting 13 Record your message See Recording Messages LLELLLLLELLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLILI Hint Step 3 You
445. o change the company greetings press 1 For department dialing programming press 2 modify voice prompts press 3 record a company name press 4 customize your mailbox press 5 set the clock press 6 set up message waiting notification press 7 5 Press 3 to modify voice prompts 3 You will hear the prompt Please enter the prompt number followed by a hash sign Prompt number 6 Enter the modifiable prompt number followed by a 86 Note For the numbers of the modifiable prompts see Modifiable prompts lists in the following pages Manager s Guide Message Manager M 5 37 5 5 Modifying Voice Prompts Note Note 10 11 You will hear the prompt Current prompt is Review the current prompt You will hear the prompt To change this prompt press 1 Otherwise press 2 If you have not recorded any voice prompts for this number you will review the original system prompt and go to the recording prompt menu in step 9 Press 1 to change the prompt You will hear the prompt To record a new prompt press 1 To erase the current prompt and back to the original system prompt press 2 Press 1 to record a new prompt You can delete the current prompt and restore the system prompt by pressing 2 You will hear the prompt Please state the prompt at the tone To end recording press 1 To pause and restart recording pr
446. o change this setting press 1 Otherwise press 2 5 Press To retrieve messages beginning with the most recent message press 1 To retrieve messages beginning with the oldest message press 2 6 Select e Review the retrieval order and accept by pressing oB E i io a oO E io 3 16 Subscriber Sending Changing Mailbox Parameters 8 10 11 12 13 14 Review the setting and accept it by pressing The first part of your message will be Played with time and date stamp and sender s name during message scanning or Only the first part of your message will be played during messages canning To change this setting press 1 Otherwise press 2 Press to set message scanning information To play the first part of your message with time and date stamp and sender s name press 1 To play only the first part of your message press 2 Select e Review the information and accept it by pressing e Review the call duration time setting The current call duration time of external message delivery is minutes To change this setting press 1 Otherwise press 2 Press to set the call duration time Please enter the call duration time from 1 to 9 minutes Ent
447. o connect the telephone line to the extension port Use a 2 conductor wiring cord The maximum length of the wire varies according to your PBX type Please refer to your PBX Installation Manual Remember the connected extension port number on the PBX You will call it when accessing one of the assigned incoming call services The following models are recommended to be connected to the VPS Panasonic KX T30810BE 2 Panasonic KX T61610BE Panasonic KX T123210BE The apparatus is suitable for connection to a direct exchange line on the PSTN or via a compatible PBX Place the front cover to the VPS and PBX if the cover is removed Reverse the procedure of step 1 Tighten the four screws firmly Reverse the procedure of step 1 M 2 16 Configuration amp Installation Manager s Guide 2 2 3 Connecting a Data Terminal or a Printer to the VPS RS 232C parameters Connecting RS 232C cable Note 1 Data terminal or Printer For the system administration system setup mailbox set up and system diagnosis the RS 232C terminal must be connected to a serial interface EIA port of the unit If the DEC VT100 or VT100 compatible terminal is used the System Administrator can set up system parameters and diagnose the system with the interactive menu driven program Other RS 232C terminals can be also used If you wish to output reports and the like to a printer it must first be connected to the system using a RS 232C
448. o pause recording Press 2 while you are in the message recording process Restart the recording within 15 seconds or the VPS will stop the recording automatically To restart recording Press 2 again Keypad operation during pausing End recording Restart recording Cancel recording Guide for Non subscribers N 1 11 1 3 Recording a Message 1 3 6 Adding a Message If you realize that you want to say more you may want to change the message It isn t necessary to make a new one If the message has not been accepted yet you can add a message at the end of the message you have just recorded Note If a message has already been accepted you cannot add a message To add to a message After recording the message you will hear the prompt To review press 1 To accept press 2 To record a new one press 3 To add press 4 To erase and exit press 1 Press 4 to add to a message 4 You will hear the prompt Please leave me a message at the tone To end recording hang up or press 1 for more features To pause and restart recording press 2 2 State an additional message You will hear the prompt To review press 1 To accept press 2 To record a new one press 3 To add press 4 To erase and exit press N 1 12 Guide for Non subscribers 1 3 Recording a Message 3 Press 2 if it is acceptable 2 1 3 7 Making
449. o record guest messages press 6 For interview mailbox management press 7 7 Press 3 for mailbox management You will hear the prompt To customize your mailbox press 1 To change the mailbox parameters press 2 To set the group distribution lists press 5 For guest account management press 4 U 1 12 Subscriber s Guide 1 1 Setting up the Mailbox 8 Press 2 to change the mailbox parameter You will hear the prompt Your messages are retrieved beginning with the most recent message the oldest message To change this setting press 1 Otherwise press 2 9 Press 2 to skip to the next step 2 You will hear the prompt The first part of your message will be played with time and date stamp and sender s name during message scanning Only the first part of your message will be played during message scanning 10 Press 2 to skip to the next step 2 You will hear the prompt The current call duration time of external message delivery is minutes To change this setting press 1 Otherwise press 2 a 11 Press 1 to set the call duration time You will hear the prompt Please enter the call duration time from 1 to 9 min utes Subscriber s Guide U 1 13 1 1 Setting up the Mailbox Call duration time 12 13 Enter the call duration time You will hear the prompt The current call duration time of external message del
450. o set an urgent message This prompt will be played when the timed notification of the intended mailbox is enabled U 3 12 Subscriber s Guide 3 1 Recording to Deliver a Message 3 1 7 Setting Delivery Time and Date To set delivery time and date Subscriber Voice Mail Service s Extension Number When you are recording a message you can also specify its delivery time and date You do not have to record a message on the day you want it to be delivered For example you may want to deliver a message to your friend who is also a subscriber on his or her birthday but you won t have enough time to do it on that day If you assign this feature you can record a message in ad vance and the VPS will deliver the message as it is speci fied You can set the delivery time and date after you record a message Only the voice in the message specifying date and time will be recorded The message will not be stored in the mailbox until the specified date and time arrives The retention time of the message with specified date and time will be counted from the day it is delivered Dial an extension number which is connected to the Voice Mail Service You will hear the prompt Good morning Good afternoon Good evening You have reached the voice processing system Subscriber s Guide U 3 13 3 1 Recording to Deliver a Message Your mailbox number Password 3 b s 2 5 Please e
451. o the fact that the silent segments take up recording time and so with the Silence Recording Time function these are erased thus allowing the entire message to be included within the recording time M 3 8 System Administrator Manager s Guide 3 3 1 Hardware Settings 3 3 1 4 PBX Interface Parameters Two types of parameters are used to program the VPS for optimal signaling and performance with the PBX Dialing Parameters and Inband Signaling Parameters 3 3 1 4 1 Dialing Parameters PBX Type Inband Integration Extension Length Number of Digits to Access Outside Line These parameters tell the VPS how to initiate and control call transfers set up outgoing calls and control message waiting lamps on the PBX The easiest way to verify the correct code sequences for non Panasonic KX T Series systems is to manually execute the sequence from a single line telephone SLT on the PBX This parameter specifies whether the PBX is a non Panasonic system or a Panasonic KX T Series system If the PBX is a KX T Series system this parameter is also used to specify the model T308 T616 T1232 etc The factory setting is T1232 This parameter should be enabled if the PBX sends tone codes to the voice processing system to indicate the state of the call busy answered disconnected etc The VPS performance has been improved with Inband Integra tion since call state recognition is faster than with standar
452. oard management a caller will receive old bulletin messages When you ask the VPS to update the bulletin board it will wait until all Bulletin Board servicing is terminated before replacing old messages with the newly recorded ones Create Bulletin Board Messages Manage Bulletin Board Messages Recording Bulletin Messages Assigning Extension Number to Bulletin Messages Reviewing Messages Erasing Messages Customize the Bulletin Manager s Mailbox Use the work sheets provided to record the information you will need to manage the bulletin board throughout the system Just fill in the blanks with the information requested Once you have finished filling out the work sheets you can use them as quick reference cards to aid you in managing the bulletin board Manager s Guide Bulletin Manager 6 3 6 1 What is a Bulletin Manager To access the bulletin board mailbox 1 Voice Mail Service s Extension Number Bulletin Manager s mailbox number L Ez Bulletin Manager s password 5 Dial an extension number which is connected to the Voice Mail Service You will hear the prompt Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a mome
453. od afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 2 Press then enter the Message Manager s mailbox num Message Manager s ber mailbox number s You will hear the prompt Please enter the password followed by a hash sign 3 Enter the password Message Manager s password 3 4 s e Now you are in the Message Manager s main command menu M 5 22 Message Manager Manager s Guide 5 4 Setting Department Dialing You will hear the prompt You have message s To transfer messages from the general delivery mailbox press 1 To change the company greetings mode press 2 For other features press 3 For help at any time press 0 4 Press 3 for Other Features You will hear the prompt To change the company greetings press 1 For department dialing programming press 2 To modify voice prompts press 3 To record a company name press 4 To customize your mailbox press 5 To set the clock press 6 To set up message waiting notification press 7 5 Press 2 for Department Dialing Programming 2 You will hear the prompt To set up department dialing press 1
454. ollowed by hash sign lt D lt D 2 D A 10 Enter the day and press m Please enter the last two digits of the year followed by a hash sign 11 Enter the last two digits of the year and press The current date is Nov 14 1994 To change the date press 1 Otherwise press 2 1 Pres to acc date S ept the OK OK KE AR OO OE KR OR OR OK OK OK RRR Hint Step 5 You can press 0 for help here For example to enter 5 o clock press five and hash sign or to enter 5 15 press five one five and hash sign Step 9 Press 0 for help with this setting You will hear the prompt For example to enter January press one and hash Please enter the month followed by a hash sign You can press at anytime to exit s eset sk kak ERU M ok SOIC SOS SIO AI IIR ICR Message Manager 1 35 Setting up Message Waiting Notification l Goto the Message Manager s main command menu 2 Press for Other Features To change the company greetings press 1 For department dialing programming press 2 To modify voice prompts press 3 To record a company name press 4 To customize your mailbox press 5 To set the clock press 6 To set up message waiting notification press 7 o gt
455. ompt To review press 1 To accept press 2 To record a new one press 3 To add press 4 To erase and exit press X A 14 Press 2 to accept the message You will hear the prompt Your recording has been accepted Subscriber s Guide U 2 9 2 Message Transfer You can transfer the messages you received to other subscriber s mailboxes The VPS allows you to specify a maximum of 40 destination mailboxes You can also use the group distribution list You cannot however transfer a private message To transfer a message 1 Dial an extension number which is connected to the Voice Voice Mail Service s Mail Service Extension Number 2 You will hear the prompt Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 Your mailbox 2 Press then enter your mailbox number number If you have the password you will hear the prompt Please enter the password followed by a hash sign Your password 3 Enter the password LJ Ls U 2 10 Subscriber s Guide Message Transfer 4 Check the announcement of the number of messages You will hear the prompt To receive a messag
456. ompts can be backed up in separate data files on a data terminal connected to the RS 232C port of the VPS You cannot back up all of them at a time Once the data has been backed up it can be restored to the system s hard disk in case of a disk crash or inadvertent erasure by reversing the above process The SAVE and LOAD commands can be executed for each data file It may take much time to complete SAVE or LOAD for all the data When performing this operation please wait until the end process indication appears The memory which is required for the data terminal to be used for this feature 1 Program 400 kByte 2 Parameters 0 5 kByte Oo System Prompts approximately 5 MByte 4 User Prompts depending upon the length of the recorded messages 5 Bulletin Messages depending upon the length of the recorded messages Manager s Guide System Administrator 3 29 3 3 5 Utility Command Note Set Password PASS On line Service Control ONLN OFLN Bulletin Board Message List BREP Print Reports At Specified Time PSET Device Error Display ELOG Print All of the VPS Parameters GPRN Note Utility Command List HELP The data terminal used must be equipped with communi cations software that supports the X modem file transfer protocol The System Administrator can use this command to change the system password in order to ensure system security Valid passwor
457. on The question is erased 7 Review the next question 8 Repeat steps 5 6 3 40 Subscriber Sending Erasing Questions from the Interview Mailbox FKK K 2k 2K k 2k 2K K 2k 3K 3K 2K 3K K 2K K 2K 2K K FK 2K 3K 2K 3K 3K 2K 2K K 2K K K 2K 3K K 2K K K 2K K KKK Hint Step 3 You can skip hearing the Help menu Step 6 You can jump to the question by pressing then the question number and 9K K K K ok 2 SK FK ok ok ok K K SK CR SK 2K SK FK K K K SK FK E KR FK FK K K FK CE CR CK FK 2K K K K K K K Ok OK OK C Q O D C E Subscriber Sending 3 41 Matsushita Electric Industrial Co Ltd Central P O Box 288 Osaka 530 91 Japan Printed in Japan PQQX11376YA F0295Y0
458. on whom the caller wishes to leave a message The No setting disables call transfer The factory setting is Ext This parameter is used to resolve the problem when the first digit of the extension number is the same as one of the Custom Service menu choices The VPS will wait this amount of time for the second digit to be dialed If this time expires the VPS assumes the caller wants the menu choice and not a call transfer This parameter is used only if Call Transfer Anytime is set to Ext or Mbx The factory setting is 1 second This setting specifies what service the caller should be transferred to after the custom service menu message has been played the number of times specified by the Menu Repeat Cycle setting There are six services that may be specified using this setting Transfer to Mailbox Transfer to Extension Operator Exit Previous Menu and Custom service These six services are described in the Keypad Assignment section below The factory setting is d Exit M 3 32 System Administrator Manager s Guide 3 3 7 Custom Service Setting Keypad Assignment The System Administrator can assign any of the 12 services listed below to the 1 through 9 and keys on the tele phone keypad Callers are then able to access these services by pressing the corresponding keys on their telephones a Transfer to Mailbox Allows the caller to leave messages in a specific mailbox b Transfer
459. on Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 Press then enter the System Manager s mailbox number If Port 1 is not set to Voice Mail service instead of 9 9 9 input 9 9 9 Manager s Guide System Manager M 4 65 4 8 Remote Administration You will hear the prompt Please enter the password followed by a hash sign 3 Enter the password Then press System Manager s password 1 2 3 fe You will hear the prompt To receive a message press 1 To deliver a message press 2 For a system report press 3 For other features press 4 For help at any time press 0 4 Press 0 for Help Menu o You will hear the prompt To receive a message press 1 To deliver a message press 2 For a system report press 3 For other features press 4 For remote administration press 7 For call transfer press 7 5 Press 7 for the Remote Administration Menu You will hear the prompt Please connect your MODEM to the telephone line M 4 66 System Manager Manager s Guide 4 8 Remote Administration 6 Switch to the Modem after hearing the Modem tone signal After th
460. onal bulletin board can choose whether or not callers to their extensions transferred to incomplete call service shall have access to their personal bulletin boards Subscribers who own interview mailboxes can select one of two ways for messages from callers to be processed when they are out If the interview mode is selected callers requesting to leave messages are transferred to the interview service The VPS plays questions to them and their answers are recorded and stored as a message in the subscriber s mailbox If the subscriber chooses the message recording mode callers are able to leave messages in the usual way O 4 8 Overview of VPS Functions 42 Receiving Messages 4 2 1 Receiving Messages Listening To Messages Immediate Reply Message Transfer Message Transfer With Additional Comment Appended Message Scan Mailbox owners can listen to messages left for them by callers at any time Anyone can leave messages in a sub scriber s mailbox by specifying the mailbox number or the first four letters of the subscriber s name To listen to mes sages and access the various subscriber services available however it is necessary to correctly supply the subscriber s password if the password is assigned The subscriber can listen to messages in his or her mailbox by calling the VPS port assigned to the Voice Mail service When messages are retrieved the system not only plays back the message itself but also
461. operations please refer to the Detailed Edition B An Outline of the Contents of This Manual This Summary of Operations for Managers explains briefly the Voice Processing System VPS operation by touch tone telephone for the Message Manager and the Bulletin Manager This consists of two chap ters Chapter 1 Operation and setup for Message Manager 1 1 1 36 Chapter 2 Operation and setup for Bulletin 2 1 2 20 Chapter 1 explains the operation and setup for the Message Manager Chapter 2 explains the operation and setup for the Bulletin Manager If you want to get more detailed information see the Manager s Guide available separately If you become familiar with operating the VPS but you do not remember the introductory telephone key number use the Quick Reference for Manager It shows you complete menus of operation accompanied with the key numbers In the Voice Mail and Automated Attendant services the following functions are always available after main command entry They cannot be used however in cases where functions have been assigned to each number or when entering the number as some value such as mailbox numbers where it represents the original meaning ex Key 1 means the figure 1 9 to change playback speed 0 to repeat the Help menu to call Operator for Non Subscriber x to back up 1 to dial by
462. ording Once a password has been assigned to a mailbox it must be entered cor rectly every time the subscriber wishes to enter the system It is therefore very important that each subscriber remem ber his or her password If however a subscriber does happen to forget it as System Manager you can erase the current password This will allow the subscriber to set a new one Dial an extension number which is connected to the Voice Mail Service You will hear the prompt Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 Press then enter the System Manager s mailbox number You will hear the prompt M 4 8 System Manager Manager s Guide 4 23 Setting Up Mailboxes Please enter the password followed by a hash sign 3 Enter the password Then press System Manager s password 1 2 3 fe You will hear the prompt To receive a message press 1 To deliver a message press 2 For a system report press 3 For other features press 4 For help at any time press 0 4 Press 4 to go to the Other Features Menu 4 You will hear the prompt check mailbox distribution press 1 set up mailbox press
463. orized to use the external mes sage delivery feature by the system manager he or she can use this function to deliver messages to any non subscriber The subscriber simply records the message to be delivered and specifies the delivery date and time and destination telephone number It is also possible to assign a password to the message for security Additional options include voice recording of the receiver s name for confirmation when the call is received The VPS allows the subscriber to specify a destination telephone number up to 32 digits in length The destination can be either an extension or an outside telephone number The subscriber may assign a password to any external delivery message Once a password is assigned the party receiving the call must enter it when prompted in order to receive the message This function prevents unauthorized persons from hearing confidential messages The subscriber also has the option of making a voice recording of the recipients s name for confirmation by the person receiving the call The recording of the recipients s name must be no longer than four seconds It is played by the VPS as part of the voice prompt played when the receiver first answers the telephone After recording the name of the external delivery message recipient the subscriber is prompted to enter the time and date for delivery Any date up to 30 days in advance can be specified In the case of external delivery messages
464. ort the System Administrator can tailor the Customized service by allocating any one of the various services e g Voice Mail service Bulletin Board service to each dial key on the telephone keypad Callers are then able to access these services by pressing the corresponding keys on their telephones while hearing a custom service menu message recorded by the Message Manager If PROHIBITION OF CALL TRANSFER is set to on callers using the Voice Mail service are not allowed to ring other extensions This parameter is only valid for ports assigned to the Voice Mail service If PROHIBITION OF SUCCESSIVE RECORDING is set to on callers are not allowed to record messages in more than one mailbox This parameter is only valid for ports assigned to the Voice Mail service The PROHIBITION OF OUTGOING CALL SERVICE is used to prohibit outside calls from being made from a particular port Ports for which this parameter is set to Enable are limited to incoming call service The COMPANY GREETING MODE setting determines whether switching between the daytime and nighttime company greeting messages is automatic or manual If it is set to automatic the company greeting messages for each port will change automatically at specified times The COMPANY GREETING ASSIGNMENT parameter is used to assign appropriate company greeting messages to each port The system can accommodate up to 16 company greeting messages of which two one for business hours
465. osing notification by direct call can have the VPS call them immediately whenever a messages is left in his or her mailbox This service can be used together with notification at a specified time As with that service operation can be turned on and off as required Either Notification at a Specified Time or Immediate Notification can be set to operate together with Message Waiting Notification Lamp The subscriber can specify the telephone number for mes sage waiting notification This number can be an extension 0 4 4 Overview of VPS Functions 4 1 Settings Specifying The Notification Method Setting The Notification Time other than the one belonging to the subscriber or even an outside line and can be up to 48 digits long The same number is used by both the notification at specified time and immediate notification services If the subscriber wishes to specify a pocket pager as the destination for noti fication calls the pager password and the message to be displayed on the pager s LCD screen can also be specified Subscribers choosing notification by direct call can specify a telephone or a pocket pager as the destination for notifi cation calls If the destination is a telephone the VPS will call play a message stating that there are messages waiting prompt the subscriber to enter his or her password and once the password has been entered correctly play the messages in the mailbox If the destination is a poc
466. ot answered and the subscriber has selected the interview service mode by calling the port assigned the Interview Processing Service Recording Questions See 1 4 1 Erasing Questions See 1 4 2 Setting Answer Length See 1 4 3 Enabling Disabling the Interview Mailbox See 1 4 4 Subscriber s Guide U 1 43 14 Recording a Message in an Interview Mailbox 1 4 1 Recording Questions The subscriber can record up to 10 questions in his or her interview mailbox The maximum length of each question is the same as the maximum message length of his mailbox To record a question Dial an extension number which is connected to the Voice Voice Mail Service s Mail Service Extension Number You will hear the prompt Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 2 Press gt then enter your mailbox number number You will hear the prompt Please enter the password followed by a hash sign Your password 3 Enter the password 3 b s U 1 44 Subscriber s Guide 14 Recording a Message in an Interview Mailbox 4 The VPS will announce the number of messages You will hear the prompt To receive a me
467. ox distribution press 1 set up mailbox press 2 set the system group distribution list press 3 set system parameters press 4 set the clock press 5 customize your mailbox press 6 5 Press 4 for the System Parameter Setting Menu System Parameter Setting Menu First you will hear the prompt System message retention time is days To change this setting press 1 Otherwise press 2 fA 6 Press 1 to change the default setting Then you will hear the prompt Please enter the message retention time from 1 to 7 days Manager s Guide System Manager 4 43 4 4 Setting System Parameters 7 Enter the number of days Retention Time Then you will again hear the prompt System message retention time is days To change this setting press 1 Otherwise press 2 8 Press 2 to accept it Then the VPS will ask if you wish to change the system maximum message length You will hear the prompt System message length is minutes To change this setting press 1 Otherwise press 2 A 9 Press 1 to change the default setting Then you will hear the prompt Please enter the message length from I to 12 minutes followed by a hash sign 10 Enter the number of minutes and press Length of Message 1 8t Then you will hear the prompt M 4 44 System Manager Manager s Guide 4 4 Setting System Parameters Syst
468. p Assignment Mailbox Setting SELECT ITEM AND PRESS RETURN KEY or Other RS 232C terminal ASCII Terminal System Mailbox Parameter External Message Delivery Parameter Program Voice Mail Parameter Menu System Group Assignment Mailbox Setting Enter the Number M 3 40 System Administrator Manager s Guide 3 4 Keyboard Operations 2 Select 1 Mailbox Parameter then press RETURN The menu will appear VT100 compatible terminal Program Voice Mail Parameter System Mailbox Parameter Menu Number of Mailboxes 64 Personal Greeting Length 8 60 16 System Message Retention Time vob System Message Length 1 12 9 System Mailbox Capacity 5 50 10 Other RS 232C Program Voice Mail Parameter System Mailbox Parameter Menu terminal ASCII Terminal Number of Mailboxes 64 1 64 2 128 3 192 4 256 5 320 6 384 7 448 8 512 Personal Greeting Length 16 8 60 in 4 sec increments 8 12 16 20 24 28 32 36 40 44 48 52 56 60 System Message Retention Time 5 1 7 System Message Length 3 1 12 System Mailbox Capacity 10 5 50 3 Enter the parameters according to the work sheet Mailbox Parameter Menu 4 Press RETURN or V when finishing the setup You will return to the Voice Mail Parameter Menu
469. pacity 5 50 10 Personal Greeting Length sec 8 60 16 System External Message Delivery Duration Time min System External Message Disable Delivery Redialing Mode Enable Default Work Sheets System Manager W 4 5 Setting System Manager s Password x System Manager s Mailbox No 4 6 System Manager s Mailbox W 4 6 System Manager Work Sheets Chapter 5 Work Sheets for Message Manager Contents Mailbox Owner s cccscccsssssssssccsssscessescesees W 5 2 Company Greetings ccccccssssssssssssesscsssscssssscssecces W 5 3 Department Dialing cesse eere ee eren eene W 5 5 Modifying Voice Prompt scccsscccssscesssscesesccesees W 5 5 Operator s Extension ccsccccsssscssssccsssccssessceseces W 5 6 Company Name pices ents W 5 7 Message Manager s Password W 5 8 Mailbox Owner s Name Mailbox No Mailbox Owner s Name W 5 2 Message Manager Work Sheets Company Greetings Recording Message Manager s Mailbox No 3 gt 4 1 Selecting Mode Message Manager s Mailbox No 2 Message Port No Daymode Nightmode Message Port No Daymode Nightmode Message Port No Daymode Nightmode Work Sheets Message Manager W 5 3 Depart
470. paper and of course do not require any preparatory paperwork just spontaneous natural speech There are three basic operations involved in the VPS receiving messages mailbox management and sending messages Whether you are in out or just do not want to answer the phone the VPS can take messages The caller will be met with a pre recorded greeting asking for certain informa tion and perhaps at the same time will be told why you are unavailable and when you shall return The caller will then be given simple instructions on how to start end review and in some cases add a message after recording Messages can be of any length you wish depending on what parameters you have set for your mailbox You can receive messages at any time of the day or night One of the many options available is whether to be informed at certain specified hours of the arrival of a message or whenever a new message arrives A personal password using the touch tone keys of your telephone gives you access to your mailbox You can then review your messages and decide which to answer keep for future reference throw away and so on In addition the contents of the mailbox can be scanned until a certain message is found All these commands are executed simply by pressing the touch tone keys on your telephone Should you forget a function voice prompts will remind you M 1 4 Introduction Manager s Guide 1 1 Features of the Voice Pro
471. perates efficiently and effectively The System Manager can perform a whole range of func tions using any touch tone telephone anywhere in the world These include daily maintenance the creation and editing of mailboxes in response to requests from users and the deletion of unneeded mailboxes to prevent the system s storage capacity from being exceeded In addition to the above you will have to set up a special password for yourself to prevent unauthorized access to System Man ager commands You will also have your own mailbox number set to either 99 999 9999 or 99999 these default values can be changed through which other users will be able to contact you Setting up mailboxes See 4 2 Setting a system group distribution list See 4 3 Setting system parameters See 4 4 Setting the date and time See 4 5 Checking system usage See 4 6 Broadcasting messages See 4 7 Remote administration See 4 8 Customizing the System Manager s Mailbox See 4 9 Use the work sheets provided to record the information you will need to manage the system Just fill in the blanks with the information requested Once you have finished filling out the work sheets you can use them as quick reference cards to aid you in system management M 4 2 System Manager Manager s Guide 4 1 What is a System Manager To access the System Manager s mailbox 1 Dial an extension number which is connected to the Voice Voice Mail Se
472. perator press 0 Subseribetismaibox 2 Press k then enter the subscriber s mailbox number number You will hear the prompt Please enter the password followed by a hash sign Subscriber s Guide U 1 41 13 Recording a Message in a Guest Mailbox 3 Enter th t d Guest Password nter the guest passwor GJ GJ B Bu amp You will hear the prompt You have message s 4 Receive the message You will hear the prompt To repeat this message press 1 To play the next message press 2 To reply press 4 For help press 0 5 Press 0 for the Help menu You will hear the prompt To repeat this message press 1 To replay the previous message press 1 twice To play the next message press 2 To reply press 4 To rewind press 5 To fast forward press 6 To end this call press 6 Select the feature you want U 1 42 Subscriber s Guide 14 Recording a Message in an Interview Mailbox A subscriber can have his or her own interview mailbox if it has been authorized by the System Manager He or she can record a series of questions in the mailbox to which a caller will be asked to respond The VPS user can access interview mailboxes through one of three ways by calling the port assigned the Voice Mail Service and entering the interview mailbox number by calling the port assigned the Automated Attendant Service only when the call is n
473. phone 3 1 5 System Usage Reports The system manager and system administrator can output six types of system usage reports to help monitor the VPS operating status The following six types of report can be output via the RS 232C port either to a printer or a termi nal System Service Report Disk Usage Report Port Usage Report Mailbox Usage Report Mailbox Listing Call Account Report 3 1 6 Broadcasting Messages The system manager can deliver an identical message to all VPS subscribers at the same time This procedure is re ferred to as broadcasting messages and the message to be broadcast is recorded in the system manager s mailbox This feature is useful for informing all subscribers about the current VPS status such as remaining hard disk capac ity requesting that unnecessary messages be erased etc 3 1 7 Customizing the System Manager s Mailbox In order to ensure system security the system manager can establish a password consisting of up to eight alphanu meric characters Anyone requesting access to the system manager s mailbox will then be required to enter this pass word before proceeding O 3 4 Overview of VPS Functions 3 2 Message Management By accessing the message manager s mailbox the message manager can administer the general delivery mailbox mod ify company greeting messages and modify the voice prompts which guide users of the system In addition the message manager
474. please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 Press x then enter the system Manager s mailbox number You will hear the prompt Manager s Guide System Manager M 4 55 4 6 Checking System Usage Please enter the password followed by a hash sign 3 Enter the password Then press System Manager s password 1 2 3 fe You will hear the prompt To receive a message press 1 To deliver a message press 2 For a system report press 3 For other features press 4 For help at any time press 0 4 Press 3 for the System Report Menu First you will hear the prompt For a system service report press 1 For a disk usage report press 2 For a port usage report press 3 For a mailbox usage report press 4 For a mailbox parameter report press 5 For a call account report press 6 System Service Report m 1 Press 1 Then you will hear the prompt The system service report is listed on the terminal Disk Usage Report 1 Press 2 M 4 56 System Manager Manager s Guide 4 6 Checking System Usage n 2 2 Note Port Usage Report 1 2 9 Note You will hear the prompt To report disk usage press 1 To clear disk usage counts press 2 Press 1 to list the report Then you will hear the prompt The disk usage report is listed on
475. press X wW o lt D m D Q D A 6 Press to accept Bulletin Manager 2 17 Recording Bulletin Messages FK 2 K K K sk ck ck ok ok ok K ck ck oko FK FK ck ck K oe oe 2K ck ck FK FK oe FK FK ce c o e o e o K e K OK K oe OR OK OK Hint Step 1 In order to get to the Bulletin Message Editing menu see steps 1 6 in the operation at each level Step 2 If there is no bulletin message you can directly go to the Recording message menu Step 3 You can accept the message by pressing 2 9K K ck ok ok 2 2K ck ok ok ok K K SK 2K 2K FK FK SE K K SK 2K 2K E 2K FK SK K K FK CE 2K 2K 2K FK E K CR K SK 2k OK OK OK o gt E 5 25 24 2 18 Bulletin Manager Assigning Mailboxes to Bulletin Board 1 Go to the Bulletin Message Editing menu To record a new message press 1 To erase the message press 2 To review the message press 3 To assign an extension press 4 To assign a mailbox press 5 2 Press to assign a mailbox 3 Review the current mailbox number To change this setting press 1 Otherwise press 2 4 Press KB to change the setting Please enter the mailbox number followed by a hash sign To delete please press a hash sign now 5 Enter the mailbox number and press a hash sign 6 Review the number To change this setting press 1 Otherwise press
476. press 3 For call transfer press 4 To change playback speed at any time press 9 To end this call press 1 6 Press 1 to use the Receiving Message menu 7 Review the number of messages and the message information 8 Review the message You will hear the prompt To repeat this message press 1 To play the next message press 2 To erase this message press 3 To reply press 4 To transfer this message press 7 For help press 0 Subscriber s Guide 2 2 Immediate Reply 9 o 10 1 12 13 Press 0 for the whole menu for Help To repeat this message press 1 To replay the previous message press 1 twice To play the next message press 2 To erase this message press 3 To reply press 4 To rewind press 5 To fast forward press 6 To transfer this message press 7 For message scan press Press 4 to use the Immediate Reply menu You will hear the prompt To call message sender press 1 To record a message press 2 Press 2 to record a message I ll deliver this message to mailbox You will hear the prompt Please leave me a message at the tone To end recording press 1 To pause and restart recording press 2 Record your message at the tone Press 1 to end recording U 2 8 Subscriber s Guide 2 2 Immediate Reply The VPS will replay the message and present the pr
477. prompts of the VPS as the job of the Message Manager Chapter 6 Bulletin Manager s Guide explains the recording and maintenance of the bulletin board messages as the job of the Bulletin Manager Chapter 7 Troubleshooting Guide explains what to do when the VPS malfunctions Chapter 8 Specifications explains the specifications of the VPS If you bear in mind the basic key operation from the data terminal keyboard and or from the touch tone telephone of the VPS it will help you to operate the VPS quickly M 1 6 Introduction Manager s Guide 1 2 How to Use this Manual Telephone Key Operation Exits the current menu in the voice prompt back up o Calls the operator for Non Subscriber Helps guidance for Subscriber Controls playback speed when listening to a message 1 EE Various functions assigned depending on the program st Bulletin Board Service st Department Dialing st Login for reselecting a mailbox in the Subscriber s main menu Restarts Subscriber s main command Note Key listed above cannot be used when functions have been assigned to each number or when entering the number as some value such as mailbox numbers which represents the original meaning e g key 1 means the figure 1 Manager s Guide Introduction M 1 7 1 2 How to Use this Manual Data Terminal Keyboard Operation VT100 Compatible Terminal Rey Moves reversed line up DEN RETURN Other R
478. r VT100 compatible Program Voice Mail Parameter System Group Assignment terminal Enter GROUP LIST No 801 1 100 2 101 3 102 6 105 7 106 8 107 11 110 12 111 13 112 16 115 17 116 18 117 21 120 22 121 23 122 26 125 27 126 28 127 31 130 32 131 33 132 36 37 Enter the Mailbox Number or Other RS 232C Program Voice Mail Parameter System Group Assignment terminal Enter ASCII Terminal Enter The Group List Number 801 1 111 2 112 3 113 4 114 5 115 6 116 7 117 8 118 9 119 10 120 Enter the Mailbox Number Then enter the parameters according to the work sheet System Group Assignment Press when you finish the setup You will return to the Program Voice Mail Parameter System Group Assignment Menu Manager s Guide System Administrator 3 43 3 4 Keyboard Operations 9 VT100 compatible terminal or Other RS 232C terminal ASCII Terminal 10 Select 2 Delete The menu will appear Program Voice Mail Parameter System Group Assignment Delete GROUP LIST No 801 1 100 2 101 3 102 6 105 7 106 8 107 11 110 12 111 13 112 16 115 17 116 18 117 21 120 22 121 23 122 26 125 27 126 28 127 31 130 32 131 33 132 36 135 37 136 38 137 Enter the Number You Want to Delete Program Voice Mail Parameter System Group Assignment Delete Enter The Group List Number 801 1 111 2
479. r s Mailbox You will hear the prompt To receive a message press 1 To deliver a message press 2 For a system report press 3 For other features press 4 For help at any time press 0 4 Press 4 You will hear the prompt check mailbox distribution press 1 set up mailbox press 2 set the system group distribution list press 3 set system parameters press 4 set the clock press 5 customize your mailbox press 6 5 Press 6 to customize the System Manager s mailbox 6 You will hear the prompt The current password is or Password is unassigned To change this setting press 1 Otherwise press 2 1 6 Press 1 to set the new password You will hear the prompt Manager s Guide System Manager 4 69 4 9 Customizing the System Manager s Mailbox Please enter the password followed by a hash sign Enter the new password up to 8 digits 2 4 t Then you will hear the prompt again The password you just entered is To change this setting press 1 Otherwise press 2 8 Press 2 to accept it Then you will end system manager s mailbox customization M 4 70 System Manager Manager s Guide Chapter 5 Message Manager s Guide This chapter explains what a Message Manager is and provides step by step instructions for such message management tasks as routing messages in the general d
480. r s mailbox An additional comment can be added to this message Private messages cannot be transferred A light on an extension phone that will be lit when the subscriber owning the phone has new messages pending If the System Manager has so authorized a subscriber can be called each day at a specified time or whenever a message is recorded to notify him or her of unplayed messages left in his or her mailbox Mo dulator Dem odulator A device used for converting digital computer signals into audio signals to be sent for communication purposes over the telephone network A voice prompt which can be re recorded by the Message Manager replacing the system prompts A caller to the VPS who does not own a mailbox and does not have a guest mailbox See Message waiting notification The subscriber is con tacted by the VPS via a message waiting lamp an outside call or a pager The person to whom the VPS refers some calls for answers to questions This can be the Message Manager This determines the type of service e g call operator or forward to alternate extension or operator s mailbox a user will receive if they request an operator call Co ordinates the delivery of external delivery messages A voice recording by the user of his her name which will be played by the VPS when a reference is made to that mailbox e g because of message transfer A number chosen by a subscriber or a manager to protect access to his or he
481. r to Operator 2 if Operator 1 does not answer set this parameter to Next Operator The factory setting is Caller Select 7 Message Repeat Cycle This is the number of times the initial prompt for the Automated Attendant service will be played The factory setting is 3 times Settings 2 3 5 and 6 above are required for operators 2 and 3 2 2 4 Setting Voice Mail Parameters Mailbox Parameters See Administrator s Work Sheets Mailbox Parameter Menu System Mailbox Parameters NUMBER OF MAILBOXES defines the total number of mailboxes maintained by the VPS including the general delivery mailbox the system manager s mailbox message manager s mailbox and bulletin board manager s mailbox The initial setting of 64 can be set to any value between 64 and 512 The PERSONAL GREETING MESSAGE LENGTH can be set anywhere between 8 and 60 seconds The initial setting is 16 seconds The system mailbox parameters are set by the system administrator When a new mailbox is created the default values are used automatically for all settings These can be changed as required to meet the requirements of mailbox owners match the hard disk capacity etc SYSTEM MESSAGE RETENTION TIME specifies how many days recorded messages should be kept to free up space on the hard disk At the expiration of this time unretrieved messages are automatically transferred to the Message Manager s mailbox Messages that have been alre
482. r a Message 6 7 10 You will hear the prompt Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 Enter the mailbox number of your intended recipient You will hear the prompt Mailbox This is for If this mailbox number is correct press 1 Otherwise press 2 To repeat mailbox information press 3 To cancel message delivery press Press 1 to accept the number if it is correct To record a message press 1 To add mailbox number press 2 To review mailing list press 3 To cancel message delivery press X Press 1 to record a message You will hear the prompt Please leave me a message at the tone To end recording press 1 To pause and restart recording press 2 Speak your message at the tone Press 1 to end recording Subscriber s Guide U 3 11 3 1 Recording to Deliver a Message 12 Note You will hear the prompt To review press 1 To accept press 2 To record a new one press 3 To add press 4 To erase and exit press X Press 2 to accept Your recording has been accepted To set delivery time or private status press 1 Otherwise press 2 Press 1 to set message type You will hear the prompt If this is an urgent message press 1 Otherwise press 2 Press 1 t
483. r her mailbox password and replace it with a new one The System Administrator can display a list of all the mailbox numbers registered in the system If a subscriber requires a mailbox and there is no room left for a new mailbox according to the list the System Administrator may have to increase the total number of mailboxes in the system M 3 26 System Administrator Manager s Guide 3 3 4 System Usage Reports The System Administrator can output six types of system usage reports to help monitor the VPS operating status The reports can be output via the RS 232C port either to a printer or a terminal The following six report options are available Mailbox Assignments System Service Report Call Account Report Port Usage Report Disk Usage Report Ec XO ie Mailbox Usage Report 3 3 4 1 Mailbox Assignments The Mailbox List Up command provides information about authorized features for each mailbox and current settings for mailbox parameters and system mailbox parameters The features listed in this command are interview mailbox external message delivery message waiting notification guest accounts and personal bulletin board 3 3 4 2 System Service Report The System Service Report command provides information about the usable resources of the VPS one hard drive and eight ports It also indicates the services assigned to each VPS port the incoming and outgoing calling service 3 3 4 3 Call Account Report
484. r mailbox See also Guest password Private Branch Exchange An electronic telephone system Glossary Glossary Personal bulletin message Personal bulletin number Personal greeting Personal group distribution list Playback speed Port Private message Prompt Remote administration Rescheduling Review Rewind Rotary telephone A message recorded by a subscriber on the personal bulletin board which he or she has been assigned to use The number 1 to 16 given to each personal bulletin board that is to be assigned for use by a subscriber A brief personal message the caller hears first when he or she accesses the subscriber s mailbox Used for sending a message to a personal group of 40 or less VPS subscribers See System Group Distribution List The VPS allows the subscriber to select normal or accel erated play back speed An interface between the telephone line and the VPS A message which is specified to be read by only one VPS user and which can be password protected This message type cannot be forwarded A prerecorded list of options or a guidance message played to the user from which he or she can select using the telephone keypad By using an optional modem card or a modem the administration of the VPS with a data terminal can be performed via telephone line If the VPS cannot deliver an external delivery message the sender has the option of rescheduling i e rerouting or
485. r mailbox press 6 5 Press 2 to go to the Mailbox Setup Menu You will hear the prompt To assign and edit the mailbox press 1 To delete the mailbox press 2 To reset the mailbox password press 5 6 Press 2 to delete the mailbox You will hear the prompt M 4 6 System Manager Manager s Guide 42 Setting Up Mailboxes Note Mailbox Number 3 2 bU fe Note Please enter the mailbox number followed by a hash sign If the mailbox that you wish to delete is being used at this time the action is cancelled with the prompt Sorry cannot delete a mailbox now and the VPS returns you to the Mailbox Setup Menu Enter the mailbox number to delete You will hear the prompt Mailbox To keep this mailbox press 1 To delete press 2 Press 2 to confirm the deletion of the mailbox The VPS will then guide you to the Mailbox Setup Menu Step 5 Remember you can exit the current menu by pressing at any time Manager s Guide System Manager M 4 7 4 23 Setting Up Mailboxes 4 2 2 Deleting a Mailbox Password To delete a password Voice Mail Service s Extension Number System Manager s mailbox number 9 1 2 Subscribers have the option of assigning a password to their mailboxes to personalize and protect them This pre vents other subscribers from using any of their mailbox functions other than Message Rec
486. r subscribers and non subscribers Subscribers amp Non subscribers U 0 3 Introduction Subscriber from telephone Message Recording Message Receiving Message Waiting Notification External Message Delivery Personal Group Distribution List Message Delivery gt Record the message Review the message Cancel the message Add the message Make the message urgent Pause for recording Receive the message Keep delete the message Repeat the message Skip ahead back a short segment Skip ahead back the message Transfer the message Transfer the message with additional message Immediate reply to the message 9 Scan messages 10 Select the message playback speed 11 Pause for recording 12 Delete the message Set the message waiting notification external calling beeper message waiting notification light Set the immediate message forwarding Set the telephone number for notification Set the notification time Message waiting notification mode On Off Immediate forwarding On Off Record an external delivery message Set the telephone number for delivery Set the delivery time and date Set the delivery password 4 digits Record the receiver s name Enable redialing on no answer Report the status of delivery status cancelled messages pending messages Reschedule for redialing Cancel external mes
487. r the prompt To receive a message press 1 To deliver a message press 2 For other features press 3 For help at any time press 0 5 Press 3 for Other Features 3 You will hear the prompt To check mailbox distribution press 1 For automated attendant status press 2 For mailbox management press 3 1 6 Press 1 to check distribution status You will hear the prompt You have messages to verify U 3 46 Subscriber s Guide 3 5 Checking Delivery Status Message for was received on Message sent on at for has not been received Message sent on at for has been erased because message retention time has expired To play the message press 1 To check the previous message press 1 twice To check the next message press 2 To cancel this message or verification press 3 Press 1 to review the message Press 2 to check the next message Repeat steps 7 8 Press x if your want to exit Subscriber s Guide U 3 47 3 5 Checking Delivery Status 3 5 2 Deleting an Undelivered Message To delete an undelivered message Voice Mail Service s Extension Number 2 Your mailbox number When a subscriber has a message which no longer needs to be delivered he can delete it before it is sent to the receiver In addition if the subscriber has sent a group message which no longer needs to be
488. r this level already exists you can review it directly after the selection and go to Step 7 Step 8 You can return to level 0 by pressing You can select a bulletin message for level 3 by entering the 2 digits starting with the second digit of its number You can select a bulletin message for level 4 by entering the 3 digits starting with the second digit of its number SSR RK wW o Ek z D m D el D A Bulletin Manager 2 7 Creating Bulletin Board Messages Level 2 1 Select a bulletin message for level 2 as in the operation at previous levels The bulletin message number is There is no bulletin message recorded or destination assigned To record a message press 1 Otherwise press 2 2 Press B to record a message 3 Record a message See Recording Message To review press 1 To accept press 2 To record a new one press 3 To add press 4 To erase and exit press X 4 Press to accept To assign an extension press 1 Otherwise press 2 5 Press to proceed to the next step 5 Press KB to assign an extension and go to the Extension Assignment menu If you assign an extension you cannot go to the next level o gt E 24 6 To assign a mailbox press 1 Otherwise press 2 Press to proceed to the next step 6 Press Kl to assi
489. ransfer sequence It is set to FWW Flash Wait for 2 seconds at the factory If the extension that a caller wants does not answer the Reconnect Sequence allows the VPS to reconnect with the caller It has the same letters dial codes and factory setting as the Reconnect Sequence from Busy This Reconnect Sequence is used if the extension the caller wants is off the hook and neither the 1 answer the call nor the 2 otherwise key has been pressed It has the same letters dial codes and factory setting as the Reconnect Sequence from Busy Overview of VPS Functions O 2 9 2 2 System Administration Light On Sequence for Message Waiting Lamp Light Off Sequence for Message Waiting Lamp Call Waiting Sequence Release Sequence for Call Waiting This is the dialing sequence that the VPS must perform to cause the PBX to turn on the waiting lamp on an extension The light on sequence for the message waiting lamp has the same letters and dial codes as the transfer sequence It is set to W701 X Wait for 1 second Dial 701 Extension and This is the dialing sequence that the VPS must perform to cause the PBX to turn off the waiting lamp on an extension The light off Sequence for the message waiting lamp has the same letters and dial codes as the transfer sequence It is set to W702X Wait for 1 second Dial 702 Extension and This sequence is used by the VPS to perform call waiting when
490. rase this message press 3 To reply press 4 To transfer this message press 7 For help press 0 9 Press 0 for the whole menu for Help Subscriber s Guide U 2 33 2 10 Skipping Messages To repeat this message press 1 To replay the previous message press 1 twice To play the next message press 2 To erase this message press 3 To replay press 4 To rewind press 5 To fast forward press 6 To transfer this message press 7 For message scan press 10 Press 2 to play the next message 2 U 2 34 Subscriber s Guide Chapter 3 Sending Messages This chapter tells you how to send messages recording and delivery Contents 3 1 Recording to Deliver a U 3 2 3 2 Call Transfer Ede po teh U 3 19 3 3 External Message Delivery U 3 21 34 Group Delivery U 3 34 3 5 Checking Delivery Status U 3 44 3 1 Recording to Deliver a Message 3 1 1 Recording a Message During recording During changing the Message recording is one of the primary features of the Voice Mail Service and must be well understood by the subscriber as it is used in other features as well Message Transfer with Additional Message Message Delivery Group Delivery Guest Account The user including the outside caller
491. rates It is administered by the message manager By accessing the message manager s mailbox the message manager can monitor the status of the general delivery mailbox and listen to messages stored in it After listening to a message the message manager can transfer it to the mailbox of the intended recipient erase it repeat it or lis ten to the next message It is also possible to listen to the previous message The message manager can transfer messages left in the gen eral delivery mailbox to the mailboxes of individual sub scribers appending additional voice comments if appropri ate Once a message has been transferred the original can be deleted from the general delivery mailbox If the Message Manager decides that a message which is left in the general delivery mailbox is no longer needed he or she can erase it to create more space for other messages 3 2 2 Managing Company Greetings Recording Company Greeting Messages The message manager is authorized to administer the com pany greeting messages which are played to callers when they first connect to the VPS Of the 16 company greeting messages the system can accommodate one can be allo cated to each port The message manager can record up to 16 company greet ing messages These can be used either during business hours or during nonbusiness hours and one is played for each caller to the VPS when he or she first connects O 3 6 Overview of VPS Functions
492. receiving confirming message receipt and mail box management Consists of the functions system setup mailbox setup and system diagnosis using a computer terminal The person responsible for the VPS system administration This indicates the physical units of a computer system and how they relate to each other i e CPU card CO card DSP card Hard disk drive etc in the VPS A list of subscribers held in VPS for use by subscribers wishing to make group deliveries of messages Subscribers can also have their own personal group distribution lists The person in charge of co ordinating the VPS system to ensure that it operates efficiently and effectively Glossary Glossary System parameters System reports System usage report Tone Top menu Touch tone telephone Urgent message Voice data Voice mail Voice prompt Wild card character Work sheets System statistics which are initially pre recorded at the fac tory and which determine for example system communica tion operators extension number etc A Statistical report available through keyboard operation to the System Administrator Gives statistical data on a variety of VPS usages e g disk usage port usage and mailbox usage requested by the System Administrator or the System Manager A beep that indicates that the user s voice will be recorded until he or she presses 1 2 key or hangs up The sole message on level 0 of the bull
493. reeting D n To record press 1 To erase press 2 If you press 2 you will go to the prompt at Step 6 of the Company Greeting Assignment menu 7 Press B to record the greeting Please state the company greeting at the tone To end recording press T To pause and restart recording press 2 8 Record the greetings To review press 1 To accept press 2 To record a new one press 3 To add press 4 To erase and exit press K 9 Press B to accept Your recording has been accepted k k kk Hint Step 4 If you have not recorded the greeting for this number you can directly record a greeting Ni beoe Od PEASE the gr esl SPON pressing 2 1 10 Message Manager Company Greeting Assignment 1 Go to the Recording Company Greetings menu See steps 1 4 in Recording Company Greetings Review the greeting To change this greeting press 1 Otherwise press 2 Press e to accept it This greeting will be played at port in day time night time To change this greeting press 1 Otherwise press 2 Press B to change the setting To play this message in day time press 1 Otherwise press 2 Press to play it in daytime or press e o choose the night time
494. res You will hear the prompt To change the company greetings press 1 For department dialing programming press 2 To modify voice prompts press 3 To record a company name press 4 To customize your mailbox press 5 To set the clock press 6 To set up message waiting notification press 7 M 5 70 Message Manager Manager s Guide 5 9 Setting Message Waiting Notification 5 Press 7 to set Message Waiting Notification 7 You will hear the prompt To notify with a message waiting lamp press 1 Otherwise press 2 6 Press 2 for a sub menu You will hear the prompt To set timed message notification press 1 To set immediate message notification press 2 To assign a telephone number press 3 7 Press 3 to assign the telephone number You will hear the prompt Current telephone number is or Telephone number is unassigned To change this setting press 1 Otherwise press 2 aul 8 Press 1 to set the telephone number You will hear the prompt You can enter any digits via keypad Please enter the telephone number and wait a moment Manager s Guide Message Manager M 5 71 5 9 Setting Message Waiting Notification 5 9 5 To specify the notification 9 10 Enter the telephone number to be called You will hear the prompt This telephone number is To change the telephone number press 1
495. res press 3 For help at any time press 0 5 Press 3 for Other Features You will hear the prompt To check mailbox distribution press 1 For automated attendant status press 2 For mailbox management press 3 6 Press 2 for automated attendant status 2 You will hear the prompt To set call transfer status press 1 To set alternate extension transfer status press 2 For other options press 0 U 1 60 Subscriber s Guide 15 Setting the Automated Attendant Parameters 7 Press 2 to set the alternate extension transfer status 8 Review current status You will hear the prompt Alternate extension transfer is enabled disabled To enable alternate extension transfer press 1 To disable press 2 9 Press 1 to enable the status or Press 2 to disable the status You will hear the prompt Alternate extension transfer is enabled disabled 1 5 3 Setting up an Alternate Extension You can specify the person who has the alternate extension This person should be someone whom you can rely on as he she will be handling your calls when you are not available You can set up the alternate extension with a touch tone telephone After you have set the alternate extension if you do not want to provide the caller with this feature you can disable it See 1 5 2 Enabling Disabling Call Transfer to an Alternate Extension Subscriber s Guide U 1 61
496. ress 1 For automated attendant status press 2 For mailbox management press 3 6 Press 0 for the Help menu o You will hear the prompt To check mailbox distribution press 1 For automated attendant status press 2 For mailbox management press 3 To set up message waiting notification press 4 For external message delivery press 5 To record guest messages press 6 For interview mailbox management press 7 U 1 28 Subscriber s Guide 12 Setting Message Waiting Notification 7 8 9 10 Press 4 to set Message Waiting Notification You will hear the prompt To notify with a message waiting lamp press 1 Otherwise press 2 Press 2 for sub menu You will hear the prompt To set timed message notification press 1 To set immediate message notification press 2 To assign a telephone number press 3 Press 3 to assign the telephone number You will hear the prompt Current telephone number or Telephone number is unassigned To change this setting press 1 Otherwise press 2 Press 1 to set the telephone number You will hear the prompt You can enter any digits via keypad Please enter the telephone number and wait a moment Subscriber s Guide U 1 29 1 2 Setting Message Waiting Notification 1 2 5 To specify the notification method 11 12 Enter the telephone
497. ress 9 Last Name s First 3 2 Enter the first 3 or 4 letters of the intended person s last or 4 Letters name using the following keypad 7 e L To enter the letter press 7 To enter the letter Z press 9 The VPS will tell you the name of the first member specified by that name You will hear the prompt Mailbox This is for If this is the person to whom you wish to leave a message press 1 Otherwise press 2 To try again press N 1 4 Guide for Non subscribers 1 2 Calling the VPS 1 3 If that is the desired name press 1 Note If you wish to skip that name continue pressing 2 until you find the name that you want When found select by pressing 1 Guide for Non subscribers N 1 5 13 Recording a Message During recording After recording Note You can record a message in the subscriber s mailbox by specifying the mailbox or extension number If you do not specify the mailbox number your message will be recorded in the General Delivery Mailbox Even if you are using a rotary telephone and so cannot press any touch tone keys there s no need to worry The VPS has the General Delivery Mailbox available for those who can t use the keypad operation When you are record ing a message on this mailbox however you cannot use any other features These are the keypad codes for operation 1 End recording
498. riber s mail box or to the system manager s mailbox it is necessary to input the appropriate mailbox number The caller will then hear a tone and can record the message by speaking it into the telephone During the process of recording the caller can access the functions described in the following section using the telephone keypad Overview of VPS Functions 1 1 Voice Mail Service 1 1 2 1 Additional Operations When Recording Reviewing Messages Canceling Messages Appending Messages Pausing During Recording Private Messages Specifying A Message Delivery Date And Time Urgent Messages After recording a message the caller can choose to review it before selecting whether it should be stored erased re recorded or have an additional message appended The caller can erase a message during the recording pro cess by using the telephone keypad If the message has already been recorded and the caller has accepted it it cannot be erased unless the caller is a subscriber The user can append an additional message to the end of a message which has just been recorded if desired Note that it is no longer possible to append additional messages after the call has been completed While recording a message the caller can put the VPS on hold and release it Subscribers have the option of designating messages as confidential after recording Private messages cannot be transferred to other mailboxes Subscribers
499. rnal Message Delivery Parameter Menu 1 System External Message Delivery Duration Time 3 2 System External Message Delivery Redialing Mode Enable 3 4 7 11 HELP 1 Type HELP then press RETURN The menu will appear System On line System Off line Password setting Time amp Date setting Bulletin Board Listing Report Print Out Time setting Device Error Log Listing VPS Program amp Data Save VPS Xmodem VPS Program amp Data Load VPS Xmodem Parameter Global Printing only ASCII Terminal mode Program Version Check Manager s Guide System Administrator 3 103 3 4 Keyboard Operations 3 4 8 System Reset Clear Menu 1 Select 4 System Reset Clear Menu to clear the system settings or reset them VT100 compatible System Reset Clear Menu terminal Mailbox No Length 79 First Digit of Extensions 12345678 System Manager s Mailbox 999 Message Manager s Mailbox No 998 Bulletin Manager s Mailbox No 997 Will you change the setting Y N or Other RS 232C terminal ASCII Terminal Mailbox No Length 3 First Digit of Extensions 1 2 3 4 5 6 7 8 System Manager s Mailbox No 999 Message Manager s Mailbox No 998 Bulletin Manager s Mailbox No 997 Sys
500. rnate Transfer Sequence Enter the Number Manager s Guide System Administrator M 3 61 3 4 Keyboard Operations 2 VT100 compatible terminal or Other RS 232C terminal ASCII Terminal Select 1 Department Dialing to assign No to an exten sion Program Auto Attn Setting Department Dialing Menu Department Dialing 1 Department Dialing 2 Department Dialing Department Dialing 4 Department Dialing 5 Department Dialing 6 Department Dialing 7 Department Dialing 8 Department Dialing 9 Program Auto Attn Setting Department Dialing Menu Department Department Department Department Department Department Department Department Department 1 2 3 4 5 6 7 8 9 Dialing Dialing Dialing Dialing Dialing Dialing Dialing Dialing Dialing No 1 No 2 No 3 No 4 No 5 No 6 No 7 No 8 No 9 M 3 62 System Administrator Manager s Guide 3 4 Keyboard Operations
501. rom 2 to 5 digits The default settings for the three main mailboxes SYSTEM MANAGER S MAILBOX NUMBER MES SAGE MANAGER S MAILBOX NUMBER and BULLE TIN MANAGER S MAILBOX NUMBER are as shown in the table below begin with the digit 9 Number of Digits for Mailbox 2 3 4 5 Numbering System Manager s Mailbox Number 9 99 9999 99999 Message Manager s Mailbox Number 998 9998 99998 Bulletin Manager s Mailbox Number 997 9997 99997 Overview of VPS Functions O 2 5 2 2 System Administration 2 2 2 Setting System Parameters To ensure effective utilization of the system ports and stor age capacity the system administrator should set the fol lowing system parameters via the RS 232C port RS 232C Parameters See Administrator s Work Sheets RS 232C BAUD RATE is set to 9600 bits per second at the factory It can be changed if necessary The initial setting for WORD BIT LENGTH is 8 which can be changed to 7 PARITY is initially set to NONE It can be changed to EVEN or ODD if necessary STOP BIT LENGTH is set to 1 at the factory It can be changed if necessary Telephone Line Parameters See Administrator s Work Sheets Port Setting HOOKSWITCH FLASH TIMING is the duration time for the hookflash during call transfer It is initially set to 600 milliseconds but can be changed to match the charac teristics of the telephone system PBX to which the VPS is connected CAL
502. rompt U 1 58 Subscriber s Guide 15 Setting the Automated Attendant Parameters Call blocking is disabled Call screening is enabled disabled 1 5 2 Enabling Disabling Call Transfer to an Alternate Extension You can specify an alternate extension for when you are not available In this way callers can obtain information concerning you either by speaking to someone on the alternate extension or by listening to a message which you have left at that number To set alternate extension transfer status 1 Dial an extension number which is connected to the Voice Voice Mail Service s Mail Service Extension Number You will hear the prompt Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 Subscriber s Guide U 1 59 15 Setting the Automated Attendant Parameters onma 2 Press gt then enter your mailbox number number You will hear the prompt Please enter the password followed by a hash sign 3 Enter the password Your password 3 b s 6 4 The VPS will announce the number of messages Then you will hear the prompt To receive a message press 1 To deliver a message press 2 For other featu
503. rompt and hangs up If the VPS was not able to deliver the message and no call back message was re ceived the call is treated as a no answer and the system will retry the call later Overview of VPS Functions O 1 11 1 1 Voice Mail Service External Message Delivery Sending an External Delivery Message Enter the mailbox _ number and pass word Entering Sub scriber Service Specify Record an External Telephone Number 9 Delivery Message Password Delivery Day Time Calling the Voice Mail Service Hello Please enter the mailbox number Record Receiver s Name Subscriber s Mailbox Receiving an External Delivery Message Checking the Call the Receiver External Message Delivery Queue Outdialing Schedule Receive a Prompt Enter Receive the message the Password Hello You have a call from 000 z O 1 12 Overview of VPS Functions 1 1 Voice Mail Service 1 1 2 3 Group Delivery This feature allows subscribers to send a single message to more than one destination simultaneously The sender either enters more than one mailbox number or specifies the system group distribution list or personal group distri bution list as the destination Message Delivery To Multiple Destinations The subscriber is free to enter up to 40 mailbox numbers as destinations for a single message The message will then
504. rresponding number Then press RETURN Have the prepared work sheets by you before programming on the data terminal You may exit and return to the previous screen by pressing In the screen menu a parameter in shows the current setting and a parameter in shows the choices you can set M 3 38 System Administrator Manager s Guide 3 4 Keyboard Operations 1 Select 1 Program from the System Administration Top Menu then press RETURN VT100 compatible terminal System Administration Top Menu 1 Program 2 System Reports 3 Utility Command 4 System Reset Clear SELECT ITEM AND PRESS RETURN KEY Program Menu Voice Mail Parameter Call Services Auto Attn Setting Hardware Settings Custom Service Settings SELECT ITEM AND PRESS RETURN KEY or Other RS 232C terminal System Administration Top Menu ASCII Terminal Program System Reports Utility Command System Reset Clear Enter the Number Program Menu Voice Mail Parameter Call Services Auto Attn Setting Hardware Settings Custom Service Settings Enter the Number Manager s Guide System Administrator M 3 39 3 4 Keyboard Operations 3 4 1 Voice Mail Parameter 1 Select 1 Voice Mail Parameter then press RETURN The menu will appear VT100 compatible terminal Program Voice Mail Parameter Menu System Mailbox Parameter External Message Delivery Parameter System Grou
505. rry this line is busy other people are waiting to connect If you would like to hold press 1 Otherwise press 2 Press 1 to go on hold Press 2 if you do not wish to wait You are then free to take another course of action You will hear the prompt To leave a message press 1 If your message is urgent press 2 To listen to a message from this party press 3 The VPS will call the extension automatically at 15 second intervals Other callers also on hold for the same extension will be waiting according to the order in which they called If you want to press 1 see 2 3 2 Message Recording If you want to press 3 see 2 3 4 Listening to the Personal Bulletin Board If you press 2 see 2 3 3 Call Transfer to an Alternate Ex tension Guide for Non Subscribers N 2 9 2 3 Incomplete Call Service 2 3 2 Message Recording When you can t get a message through to your intended person This message is recorded in the person s mailbox to be retrieved later If the person you call doesn t have a mailbox the message will be left in the General Delivery Mailbox If the called person has prepared an interview you will be given these questions instead of leaving a message See Chapter 4 Interview Service To leave your message when the line isn t available 1 The line you want is not available You will hear the prompt Sorry no one is available to answer the call To leav
506. rs from the list press 2 See Step 7 If you press 0 you will hear the prompt To add members to the list press 1 To delete members from the list press 2 To review the list press 3 Manager s Guide System Manager 4 37 4 3 Setting a System Group Distribution List Adding Members 7 Press 1 to add members to the list You will hear the prompt You have members left to enter or If you already have the full group capacity of 40 members this prompt will appear You have no members left to enter You will then be guided to the Parameter Setting Menu If there is any space to add more members you will hear the prompt Please enter the mailbox number followed by a hash sign Enter the mailbox number to add Mailbox number s 3 You will hear the prompt Mailbox This is for To change this mailbox number press 1 Otherwise press 2 9 To accept the new member s mailbox number press 2 2 You will hear the prompt To continue adding members press 1 To end press 2 M 4 38 System Manager Manager s Guide 4 3 Setting a System Group Distribution List 10 Note Deleting Members 7 9 8 1 2 9 3 2 Reviewing the list 7 Press 1 to add more members or Press 2 to keep what you have and end this menu The VPS will continue asking you whether you wish to add a mai
507. rsonal greeting press 1 To accept press 2 To erase the greeting press 3 Press B to set the personal greeting Please state your greeting at the tone To end recording press 1 To pause and restart recording press 2 Record your greeting and press The personal greeting is To change the personal greeting press 1 To accept press 2 To erase the greeting press 3 n O D f C Press to accept the greeting Subscriber Sending 3 13 E i io a P Customizing Your Mailbox 9 Review the current password status Current password is Password is unassigned To change this setting press 1 Otherwise press 2 10 Press KB to set the mailbox password Please enter the password followed by a hash sign If you don t need a password press 11 Enter the password and a hash sign 12 Review the password The password you just entered is To change this setting press 1 Otherwise press 2 13 Press to accept 14 Review the owner s name Current owner s name is No owner s name is recorded To change the name press 1 To accept press 2 To erase the name press 3 3 14 Subscriber Sending Customizing Your Mailbox
508. rvice authorization The Automated attendant service transfers a caller to the requested destination or to an alternate extension Glossary Glossary Class of service CO card Company greeting Company greeting mode CPU card Decode Default setting Delivery status Delivery time Department dialing number Disk capacity DSP card DTMF of 8 groups to which a subscriber is allocated AII members of a class of service are allowed to use the same call service of a particular port Incoming and or outgoing service e g Voice mail service Automated attendant service Interview service and Bulletin board service Central Office card The telephone line interface between the speaker using the telephone and the VPS A message played to all users of the VPS when they first call Can be changed by the Message Manager Determines whether a particular company greeting will be played in the day time or night time at a particular port Central Processing Unit card Main device which controls and coordinates the VPS To alter data from one coded format to another e g digital to analog A parameter e g mailbox capacity which was defined for the system at the factory and which can be changed by authorized persons System Administrator or System Man ager One of 84 settings which records the status of a message which the subscriber ordered to be delivered A time specified by the subscriber for t
509. rvice s MI servis Extension Number You will hear the prompt Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 2 Press then enter the System Manager s mailbox num System Manager s ber 99 999 9999 99999 whichever is specified mailbox number 9 You will hear the prompt Please enter the password followed by a hash sign 3 Enter the password Then press System Manager s password 1 2 3 fe Manager s Guide System Manager M 4 3 4 23 Setting Up Mailboxes Your primary duty as System Manager will be to create mailboxes for new VPS subscribers and to keep the system organized by deleting unneeded passwords and mailboxes You will also have the task of System Administrator All you need to carry out such a request is the mailbox number What you will do Deleting a Mailbox See 4 2 1 Deleting a Mailbox Password See 4 2 2 Creating a Mailbox See 4 2 3 Editing a Mailbox See 4 2 4 M 4 4 System Manager Manager s Guide 4 2 Setting Up Mailboxes 4 2 1 Deleting a Mailbox On occasions a user may ask you to delete his or her mail box because it is no longer needed
510. ry Destination The VPS allows the subscriber to specify a destination telephone number up to 32 digits in length including num bers switching tone pulse and a pause The destina tion can be either an extension or an outside telephone number 3 3 2 Password Protection for External Delivery The VPS allows each external delivery message to have a password thus when you answer an external message as the recipient of the message the VPS will play a prompt requesting the password If you cannot enter the correct password you will not receive the message In this way only someone who knows the password the recipient can receive the message Subscriber s Guide U 3 25 3 3 External Message Delivery 3 3 3 3 3 4 3 3 5 Recording the Receiver s Name You can also voice record the receiver s name for confir mation The receiver s name can be up to 4 seconds in length and is played by the VPS with the prompt at the beginning of an external delivery message The request for recording a receiver s name follows the password setting Setting the External Delivery Time and Date After recording the name of the external delivery message recipient the subscriber is prompted to enter the time and date for delivery Any date up to one month in advance can be specified In the case of an external delivery message the system counts the message retention period from the delivery date for the message W
511. ry mailbox press 1 To change the company greetings mode press 2 For other features press 3 For help at any time press 0 4 Press 3 for Other Features 3 You will hear the prompt To change the company greetings press 1 For department dialing programming press 2 To modify voice prompts press 3 To record a company name press 4 To customize your mailbox press 5 To set the clock press 6 To set up message waiting notification press 7 5 Press 2 for department dialing programming 2 You will hear the prompt To set up department dialing press 1 For department dialing report press 2 To exit press 6 Press 1 to set department dialing You will hear the prompt Manager s Guide Message Manager M 5 27 5 4 Setting Department Dialing Department Dialing No a Note Note To change the department dialing menu press 1 To change an extension press 2 Press 2 to set change department dialing You will hear the prompt To assign an extension press 1 To delete press 2 Press 1 to assign an extension You will hear the prompt Please enter the department number 1 through 9 or to exit Enter the department number If an extension has already been assigned you will hear Current extension number is To change this setting press 1 Otherwise press 2 You can accep
512. s 8 4 The VPS will announce the number of messages You will hear the prompt To receive a message press 1 To deliver a message press 2 For other features press 3 For help at any time press 0 5 Press 3 for Other Features You will hear the prompt To check mailbox distribution press 1 For automated attendant status press 2 For mailbox management press 3 6 Press 0 for the Help menu You will hear the prompt To check mailbox distribution press 1 For automated attendant status press 2 For mailbox management press 3 To set up message waiting notification press 4 For external message delivery press 5 To record guest messages press 6 For interview mailbox management press 7 Subscriber s Guide U 1 19 12 Setting Message Waiting Notification 7 8 n 9 9 Press 4 to set Message Waiting Notification You will hear the prompt To notify with a message waiting lamp press 1 Otherwise press 2 Press 1 to enable Notification with a Message Waiting Lamp You will hear the prompt You can be notified with a message waiting lamp To set timed message notification press 1 To set immediate message notification press 2 To assign a telephone number press 3 To set Timed Message Notification follow the steps 9 to 16 on pages U 1 23 through U 1 25 To set Immediate Message Notification follo
513. s Then you will hear the prompt Message waiting notification is enabled disabled Manager s Guide System Manager 4 17 4 2 Setting Up Mailboxes 16 External message delivery Note 17 18 Note You will hear the prompt External message delivery is enabled disabled Current call duration time of external message delivery is minutes External message delivery redialing is enabled disabled The above messages are not played when the external message delivery status is disabled To change this setting press 1 Otherwise press 2 Press 1 You will hear the prompt To enable external message delivery press 1 To disable press 2 Select 1 to enable external message delivery Select 2 to disable external message delivery Then you will be guided to the prompt at step 21 Then you will hear the prompt Current call duration time of external message delivery is minutes M 4 18 System Manager Manager s Guide 42 Setting Up Mailboxes 19 20 External message delivery call duration time s 21 External message delivery redialing 3 a 2 To change this setting press 1 Otherwise press 2 Press 1 if you want to change the setting You will hear the prompt Please enter the call duration time of external message delivery from 1 to 9 minutes Enter the value Then you will hear
514. s 1 Otherwise press 2 Press 2 not to assign the message at night time and end the company greeting assignment If you want to assign it as nightmode press 1 here and follow the instruction from step 3 Port Assignment Menu M 5 16 Message Manager Manager s Guide 5 3 Company Greetings Operation 5 3 3 Changing Company Greetings Mode To inform the VPS of the hours for the changes Voice Mail Service s 1 Extension Number Message Manager s 2 mailbox number o 9 3 Message Manager s password 4 5 st You can change the company greetings mode at the beginning and end of business hours Dial an extension number which is connected to the Voice Mail Service You will hear the prompt Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 Press x then enter the Message Manager s mailbox number You will hear the prompt Please enter the password followed by a hash sign Enter the password Manager s Guide Message Manager M 5 17 5 3 Company Greetings Operation Now you are in the Message Manager s main command menu You will hear the prompt You have message s To
515. s Custom Service menu if programmed f Custom Service Allows the caller access to the next Custom Service if programmed g Voice Mail Service Allows the caller access to the Voice Mail Service h Call Transfer Service Allows the caller access to the Call Transfer Service i Bulletin Board Service Allows the caller access to the Bulletin Board Service j Department Dialing Transfers the caller to the Department Dialing menu k Dial by Name Lets the caller transfer an extension by dialing the first three letters of the person s last name 1 Repeat Menu Repeats the Custom Service menu message once Overview of VPS Functions O 1 27 1 5 Custom Service Note This example shows how keypad assignment can be used to switch from one Custom Service menu to another Assume that Custom Service 1 is assigned to Port 1 and Custom Service 2 to Port 2 If Custom Service 2 is assigned to the 1 key on the telephone keypad see diagram below the caller can access Custom Service 2 by pressing the 1 key while a Custom Service 1 menu message is being played Custom Service Custom 1 Keypad Assignment 1 Custom 2 2 Voice Mail Service 5 8 dial by name 0 Operator Reserved Custom Service Custom 2 Keypad Assignment 1 Previous menu 2 A A Service 4 5 Interview Service 7 8 dial by name Exit 0 Operator Reserved O 1 28 Overview of VPS Functions 1 5 Custom S
516. s a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 Your mailbox 2 Press gt then enter your mailbox number number You will hear the prompt Please enter the password followed by a hash sign U 3 38 Subscriber s Guide 3 4 Group Delivery Your password 3 Enter the password 3 b s 4 The VPS will announce the number of messages You will hear the prompt To receive a message press 1 To deliver a message press 2 For other features press 3 For help at any time press 0 5 Press 2 for Message Delivery 2 You will hear the prompt Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 The system group 6 Enter the system group distribution list number distribution list number 1 Mailbox This is for If this mailbox number is correct press 1 You will hear the prompt Otherwise press 2 To repeat mailbox information press 3 To cancel message delivery press a 7 Press 1 to accept the number Subscriber s Guide U 3 39 3 4 Group Delivery You will hear the prompt To record a message press 1 To add mailbox number press 2 To review mailing list press 3 To cancel message delivery press X ES 8 Press 1 to record your message
517. s guest press 1 Otherwise press 2 9 Press 1 to deliver your message You will hear the prompt Please leave me a message at the tone To end recording press 1 To pause and restart recording press 2 10 Speak the message at the tone 1 11 Press 1 to end the recording You will hear the prompt To review press 1 To accept press 2 To record a new one press 3 To add press 4 To erase and exit press X 12 Press 2 to accept the message 2 U 1 40 Subscriber s Guide 1 3 Recording a Message a Guest Mailbox 1 3 5 Receiving Messages The non subscriber who knows the guest password can access the guest mailbox and receive guest messages by calling the VPS and entering the guest password after the mailbox number Note that guest messages will be auto matically deleted by the VPS at the end of the call so the guest will be unable to receive an already delivered mes sage in a subsequent call To receive a guest messages 1 Dial an extension number which is connected to the Voice Voice Mail Service s Mail Service Extension Number You will hear the prompt Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the o
518. s message press 7 For message scan press 10 Press for scanning messages These are the brief segments of your messages 11 Review the top 4 seconds of the message To replay the information of the previous message press 1 To play the information of the next message press 2 To play the message press To replay the previous message press 1 To play the next message press 2 To play the entire message press 12 Press while scanning if you want to play the current message entirely again This allows you to write down a memo or confirm the telephone number a second time Subscriber s Guide U 2 17 2 5 Scanning Messages In addition to this you can skip to the next previous message as you wish 13 Press 1 twice to skip to the previous message Press 2 to skip to the next message You can have the message repeated if you want see the next page U 2 18 Subscriber s Guide 2 6 Repeating Messages To repeat the message Voice Mail Service s Extension Number Your mailbox number Your password 3 LJ L You can repeat the current message while receiving mes sages Dial an extension number which is connected to the Voice Mail Service You will hear the prompt Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom yo
519. s or her interview mailbox Upon receipt of such a request the system manager or system administrator accesses the special functions as signed to the subscriber and cancels his or her authoriza tion to use the interview mailbox feature All recorded questions in the mailbox are automatically erased when authorization is revoked 4 1 5 Setting Automated Attendant Parameters Setting Call Transfer Parameters Alternate Extension Transfer Authorization The subscriber can specify several parameters which affect the operation of the Automated Attendant service These include call transfer parameters screening and blocking alternate extension transfer authorization alternate exten sion number personal bulletin board messages personal bulletin board authorization and message reception mode If the subscriber sets call blocking status to on no one can be transferred to his or her extension by the VPS If the status is off the subscriber still has the option of turning on call screening In this case when a caller asks to be transferred to the subscriber s extension the VPS will first call to confirm whether the caller should be connected If the subscriber accepts the call by pressing the 1 button the caller is connected to his or her extension If the sub scriber presses the 2 button the caller is transferred to incomplete call service If the extension to which the caller has been transferred by the Automated Attendant
520. s the star key Then enter your mailbox number Please enter the password followed by a hash sign 3 Enter the password if you have the password Now you are in the subscriber s main command menu sk sk ok sk ok ok sk ok ok ok ok ok ok ok ok ok ok ok 2K ok ok ok Hint Step 3 If you don t have a password but own a guest mailbox enter 2 2k ok SK SK SE 2 ok ok 2K SE SK FK K ok SK FK 2K FK FK K K CE E CR FK FK 2K E K CR K K FK ECKE CR FK K K K K 2K 2 K E i io i a E io 3 2 Subscriber Sending Setting the Call Blocking Status 6 PTET TTT ok ok ok ok ok ok ok ok ok ok ok sk ok ok sk ok ok sk ok ok k ok ok ok ok 2K Fk ok 2K 3K ok ok ok ok K FK ok oko ok ok oko ok ok K Go to the subscriber s main command menu Press L3 for Other Features To check mailbox distribution press 1 For mailbox management press 3 For automated attendant status press 2 Press e for automated attendant status To set call transfer status press 1 To set alternate extension transfer Status press 2 For other options press 0 Press to set the call transfer status Review current status Call blocking is enabled or Call blocking is disabled Call scre
521. sage delivery Add members to the list Delete members from the list Delete all members from the list Listen to the members list Record a certified message Record a normal message Check distribution status Cancel certification U 0 4 Subscribers amp Non subscribers Introduction Guest Account Subscriber from telephone Mailbox Customization Automated Attendant Guest from telephone Subscriber s Message Receiving Record the guest message up to 4 messages 2 Set up the guest account guest s password 4 digits guest s name Delete the guest account Check the status of guest messages delete keep List guests Record delete a personal greeting Set the mailbox password up to 8 digits Record erase the subscriber s name Select message retrieval order Last In First Out First In First Out Call screening On Off Call blocking On Off Set the extension number for immediate transfer Immediate transfer of the message Record erase a personal bulletin message Personal bulletin message On Off Receive the message Repeat the message Skip ahead back a short segment Skip ahead back the message Reply to the message immediately Subscribers amp Non subscribers U 0 5 Introduction Pause for receiving Record a message Review a message Cancel a message Add to a message Pause for recording
522. sage of Custom Service 16 Exit Message of Custom Service Exit Message of Operator Service M 5 44 Message Manager Manager s Guide 5 6 Recording the Company Name To record the company name Voice Mail Service s Extension Number Message Manager s mailbox number 2 9 a Message Manager s 3 password 3 4 5 e You will record the company name that the external message receiver will hear when he or she forgets the external message delivery password The VPS provides a call back message including the company name Dial an extension number which is connected to the Voice Mail Service You will hear the prompt Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 Press then enter the Message Manager s mailbox num ber You will hear the prompt Please enter the password followed by a hash sign Enter the password Manager s Guide Message Manager M 5 45 5 6 Recording the Company Name Now you are in the Message Manager s main command menu You will hear the prompt You have message s To transfer messages from the general delivery mailbox press 1
523. scsstessacesesccenscnssecaiacsesoasssscscesaceneses U 3 21 3 3 1 Specifying the External Delivery Destination U 3 25 3 3 2 Password Protection for External Delivery U 3 25 3 3 3 Recording the Recetrver Name U 3 26 3 3 4 Setting the External Delivery Time and Date U 3 26 3 3 5 Automatic Retry on Busy or No Answer eene U 3 26 3 3 6 Checking External Message Delivery Status U 3 27 3 3 7 Deleting Pending External Delivery Messages U 3 30 3 3 8 Rescheduling Canceled External Delivery Attempts U 3 31 3 4 Group Delivery t U 3 34 3 4 1 Delivering a Message to Multiple Destinations U 3 35 3 4 2 System Group Distribution List erret ete enne U 3 38 3 4 3 Personal Group Distribution List eeeeeeeeee U 3 40 3 5 Checking Delivery Status eere e eee ee eee eee rese ene ee eene eene sess essa U 3 44 3 5 1 Confirmation of Receipt us cote RIS e Vo i de tug oet ORI U 3 45 3 5 2 Deleting an Undelivered Message erret tinte tret U 3 48 3 5 3 Deleting an Unnecessary Delivery Status U 3 51 Guide for Non Subscribers Chapter1 Voice Mail Service 1 1 What is a Voice Mail Service
524. service of a particular port Incoming and or outgoing ser vice e g Voice mail service Automated attendant service Interview service Bulletin board service and Custom ser vice Central Office card The telephone line interface between the speaker using the telephone and the VPS A message played to all users of the VPS when they first call Can be changed by the Message Manager Determines whether a particular company greeting will be played in the day time or night time at a particular port Central Processing Unit card Main device which controls and coordinates the VPS A service which the system administrator can allocate any one of the various services e g Voice Mail service Bulle tin Board service to each dial key on the telephone key pads according to the demand of the customer Callers are then able to access these services by pressing the corre sponding keys on their telephones To alter data from one coded format to another e g digital to analog A parameter e g mailbox capacity which was defined for the system at the factory and which can be changed by authorized persons System Administrator or System Man ager One of 84 settings which records the status of a message which the subscriber ordered to be delivered A time specified by the subscriber for the VPS to deliver a prerecorded message A number 1 to 9 assigned to represent a department telephone extension number to save time when di
525. setting of 6 below The default value is 30 seconds and the allowable range is 10 to 60 seconds Busy Coverage Mode Specifies the treatment of calls transferred from the VPS to the operator when it is busy The default setting is Hold No answer Coverage Mode Specifies the treatment of calls transferred from the VPS to the operator that are answered within the specified time To have the call transferred to the next operator to Operator 2 if Operator does not answer set this parameter to Next Operator The factory setting is Caller Select Message Repeat Cycle This is the number of times the initial prompt for the Automated Attendant service will be played The factory setting is 3 times Settings 2 3 5 and 6 above are required for operators 2 and 3 Interaction of Extension Call Forwarding with Operator Call Coverage Settings Extension Call Forwarding to the voice mail may override Manager s Guide System Administrator 3 19 3 3 2 Call Service Call Hold Retrieval Settings Menu Alternate Transfer Sequence Operator Call Coverage settings depending on the timing parameters of the PBX and VPS Even if the Operator Call Coverage parameters are set to forward to the next operator on busy no answer the call may go to voice mail if the Operator has set Call Forwarding to voice mail on their extension This function is part of the Automated Attendant Service It is the menu
526. ss 1 to end recording review press 1 accept press 2 record a new one press 3 add press 4 erase and exit press X U 1 46 Subscriber s Guide 14 Recording a Message in an Interview Mailbox 12 Press 2 to accept the question 13 Review the next question 14 Repeat steps 9 12 1 4 2 Erasing Questions The subscriber can erase a question in his interview mailbox whenever he wants To erase a question 1 Dial an extension number which is connected to the Voice Voice Mail Service s Mail Service Extension Number You will hear the prompt Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 Your mailbox 2 Press gt then enter your mailbox number number You will hear the prompt Please enter the password followed by a hash sign Subscriber s Guide U 1 47 14 Recording a Message in an Interview Mailbox 3 Enter the password Your password 3 L 51 8 4 The VPS will announce the number of messages You will hear the prompt To receive a message press 1 To deliver a message press 2 For other features press 3 For help at any time press 0 5 Press 3
527. ss 4 To customize your mailbox press 5 To set the clock press 6 To set up message waiting notification press 7 lt D lt D 2 D A Press for the Department Dialing Progra ming menu m To set up department dialing press 1 For a department dialing report press 2 To exit press X Press to set up the department dialing To change the department dialing menu press 1 To change the extension press 2 Press Kl to record the Department Dialing Menu Department dialing menu is not recorded To record press 1 Otherwise press 2 or Current department dialing menu is To change this menu press 1 Otherwise press 2 Message Manager Recording the Department Dialing Menu 6 Press KB to record Please state the department dialing menu at the tone To end recording press 1 To pause and restart recording press 2 7 State a message o o To review press 1 To accept press 2 To record a new one press 3 To add press 4 To erase and exit press X 8 Press to accept it Your recording has been accepted OK KA OK KK ok ok ok ok OK ok ok ok okc ok ok ok ook KO OK OK KR AR OR OK OK Hint Step 5 If you have already recorded the menu you will review i
528. ssage press 1 To deliver a message press 2 For other features press 3 For help at any time press 0 5 Press 3 for Other Features 3 You will hear the prompt To check mailbox distribution press 1 For automated attendant status press 2 For mailbox management press 3 E 6 Press 0 for the Help menu You will hear the prompt To check mailbox distribution press 1 For automated attendant status press 2 For mailbox management press 3 To set up message waiting notification press 4 For external message delivery press 5 To record guest messages press 6 For interview mailbox management press 7 7 Press 7 for Interview Mailbox Management You will hear the prompt To record the question press 1 To set the answer length press 2 To erase the question press 3 Subscriber s Guide U 1 45 14 Recording a Message in an Interview Mailbox 8 Press 1 to record a question or No question is recorded 9 Review question No 1 You will hear the prompt To change this question press 1 Otherwise press 2 To skip back to the previous question press 3 To go directly to a question please press a hash sign now 10 Press 1 to record the question You will hear the prompt Please state the question at the tone To end recording press 1 To pause and restart recording press 2 11 Pre
529. st printed statistical reports either by telephone or by keyboard input System Usage Report System Service Report This shows the available disk and ports of the VPS and pro vides information about the services which are assigned to each port i e Incoming call services Outgoing call ser vices Call Transfer Authorization and Successive Record ing Authorization Disk Usage Report This shows the amount of used and available disk space in minutes It also provides the following information The total number of messages recorded since the counter was last cleared The total number of messages which were transferred by the subscribers The total number of messages which were deleted by the subscribers The total number of messages which were automatically deleted by the system because the storage duration had expired Port Usage Report This report provides traffic information for the VPS ports This information helps you determine if the current config uration of incoming lines to the VPS is meeting the needs of your company It provides the total incoming and outgoing calls as well as the total connect time Mailbox Usage Report This report provides information on a mailbox s usage It can be used to receive information on the learning curve of the user his callers and guests It presents the number of recorded messages times and total minutes of outgoing call and times of using special functions External
530. stem Group Assignment Mailbox Setting Enter the Number 4 Program Voice Mail Parameter Mailbox Setting Menu Enter Delete Password Reset Mailbox Listing Enter the Number Manager s Guide System Administrator M 3 49 3 4 Keyboard Operations 17 Select 2 Delete The menu will appear VT100 compatible terminal Program Voice Mail Parameter Mailbox Setting Delete 1 Enter 2 Delete 3 Password Reset 4 Mailbox Listing Enter the Mailbox Number or Other RS 232C Program Voice Mail Parameter Mailbox Setting Delete terminal ASCII Terminal Enter the Mailbox Number Enter the mailbox number which you want to delete The VPS will ask you to confirm whether to delete it or not 18 Press when you finish the setup You will return to the Mailbox Setting Menu M 3 50 System Administrator Manager s Guide 3 4 Keyboard Operations 19 Select 3 Password Reset for a mailbox owner who wants to change his her password The menu will appear VT100 compatible terminal Program Voice Mail Parameter Mailbox Setting Password Reset 1 Enter 2 Delete 3 4 Mailbox Listing Password Reset Enter the Mailbox Number or Other RS 232C Program Voice Mail Parameter Mailbox Setting Password terminal Reset ASCII Terminal Enter the Mailbox Number 20 Enter the mailbox No Then press to return
531. t O 3 5 32 1 3 2 2 3 2 3 3 2 4 3 2 5 3 2 6 3 2 3 3 1 3 3 2 Managing the General Delivery Mailbox O 3 6 Managing Company O 3 6 Programming Department Dialing INUIDDGTS ide deacon eats O 3 8 Modifying Voice Prompts O 3 8 Recording the Company Name O 3 9 Customizing the Message Manager s Mal DO SM E O 3 9 Setting the Date and Lime ee O 3 9 3 3 Bulletin Board Management O 3 10 Bulletin Board Management O 3 10 Customizing the Bulletin Board Manager s MailboX 5s reete petia O 3 11 O 0 9 Overview of VPS Functions Contents Chapter 4 Overview of Subscriber Operations 4 1 SeBlIngss 4 1 1 Recording a Message in a Mailbox O 4 2 4 1 2 Setting Message Waiting Notification O 4 3 4 3 Managing a Guest O 4 5 4 1 4 Managing an Interview Mailbox O 4 6 4 1 5 Setting Automated Attendant Parameters O 4 7 4 2 Receiving Messages O 4 9 42 Receiving Messages eeu O 4 9 4 3 Sending Messages O 4 11 4 3 1 Recording Messages eI O 4 11 4 3 2 External Message Delivery eos O 4 12 433 Group Del Very
532. t Bulletin Manager In this section system operation for users subscribers is explained 1 Setup Before Using the VPS 2 Receiving Messages 3 Sending Messages Finally the terms in the VPS manuals are explained in the Glossary section O 0 6 Overview of VPS Functions Contents Chapter 1 Calling the VPS 1 1 Voice Mail Service O 1 2 1 1 1 Receiving Messages from the User O 1 3 1 1 1 1 Message Waiting Notification at a Speciied Time oe ep eee O 1 4 1 1 1 2 Immediate Message Waiting Notification O 1 5 1 1 1 3 Message Waiting Notification Lamp O 1 5 1 1 1 4 Immediate Reply to Message Waiting Notification 35e deo de pasa aa dd O 1 5 1 1 1 5 Message Scanning Message Transfer O 1 7 1 1 2 Sending Messages to the User O 1 7 1 1 2 1 Additional Operations When Recording O 1 8 1 1 2 2 External Message O 1 8 T 2 3 Group Delivery smerni eee Batwa O 1 13 Dele 2 eh Cr ugst ACCOUNTS O 1 13 1 2 Automated Attendant Service O 1 16 1 221 mitral Servicen taei nara O 1 16 1 2 2 Incomplete Call Functions ac O 1 17 1 2 3 Personal Bulletin O 1 18 1 3 Bulletin Board Service O 1 22 1 3 1 Listening To Bulletin Board Messages
533. t 4 Mailbox Setting VT100 compatible 4 Program Voice Mail Parameter Mailbox Setting Menu terminal Enter Delete Password Reset Mailbox Listing SELECT ITEM AND PRESS RETURN KEY or Other RS 232C terminal ASCII Terminal Enter Delete Password Reset Mailbox Listing Program Voice Mail Parameter Mailbox Setting Menu Enter the Number 14 Select 1 Enter Manager s Guide System Administrator 3 47 3 4 Keyboard Operations 15 or Other RS 232C terminal ASCII Terminal 16 Enter the mailbox No to edit The menu will appear Program Voice Mail Parameter Mailbox Setup Enter MAILBOX NO 111 The Extension of the Owner Message Retention Time 1 30 S 5 Message Length 1 12 S 3 Mailbox Capacity 5 99 S 10 Mailbox Class of Service No 1 8 23 Authorization of Message Notification Y N No Authorization of External Message Delivery Y N No Authorization of Guest Account Y N No Authorization of Interview Mailbox Authorization of Personal Bulletin Message Y N The Spelling of the Owner Program Voice Mail Parameter Mailbox Setting Enter Enter the Mailbox N
534. t first and then select whether to change it or not Step 8 You can change the message by pressing 1 You can record add review accept and erase the message SSR KR x 1 14 Message Manager Programming the Department Dialing l Goto the Message Manager s main command menu 2 Press for Other Features To change the company greetings press 1 For department dialing programming press 2 To modify voice prompts press 3 To record a company name press 4 To customize your mailbox press 5 To set the clock press 6 To set up message waiting notification press 7 lt D lt D D A 3 Press for the Department Dialing Program ming menu To set up department dialing press 1 For department dialing report press 2 To exit press X 4 Press B to set the department dialing To change the department dialing menu press 1 To change the extension press 2 5 Press to set change the department dialing To assign an extension press 1 To delete press 2 6 Press to assign an extension or e to delete Please enter the department number 1 through 9 or X to exit 7 Enter the department number Message Manager 1 15 Programming the Department Dialing 8 Review the current extension number Current extension No is
535. t level 0 by pressing 9K K K K ok 2 28 ck ok ok ok K SK SK 2K 2K FK FK SE KR K K 2K 2K E 2K FK FK K K CE CE CR 2K 2K 3K E K K K K 2k OK OK OK 2 20 Bulletin Manager Memo Memo Memo Memo Matsushita Electric Industrial Co Ltd Central P O Box 288 Osaka 530 91 Japan Printed in Japan PQQX11377YA F0295Y0 Panasonic Voice Processing System KX TVP150E Summary of Operations for Subscribers Introduction The Voice Processing system VPS is a convenient easy to use telecommunications system With it recorded messages can be sent received and retrieved at any time from any touch tone telephone in the world The VPS ensures that important calls will never go unanswered and will receive an appropriate response without fail B Summary of Functions of the Voice Processing System VPS The following functions are available by calling the system You can specify the telephone number of a person to whom you want a message sent and the time you wish it delivered Then at the preset time the system calls the number you specified and plays your recorded message automatically See Recording External Delivery Messages on page 2 13 f you are out the system will record incoming calls for you You can retrieve your messages whenever you wish See Receiving Messages on page 1 3 You can specify the number of an extension for your ca
536. t the current menu in the voice prompt back up Call the operator for Non Subscriber Help guidance for Subscriber Control playback speed when listening to a message Lo Ea Various functions assigned depending on the program HB Je O O O O ms Note Keys listed above cannot be used when functions have been assigned to each number or when entering the num ber as some value such as mailbox numbers which represents the original meaning ex Key 1 means the fig ure 1 o Al i 8 1 2 5 4 7 8 9 Work Sheets W 1 3 1 2 Basic Operation Data Terminal Keyboard Operation VT100 Compatible Terminal Rey Moves the reversed line up mI RETURN Other RS 232C Terminal ASCII Terminal 1 9 then RETURN Selects an item from the menu on the screen INI Exits and returns to the previous step in the menu W 1 4 Work Sheets 1 3 How to Use the Work Sheets Example 1 Example 2 Use the work sheets when setting parameters of the system or mailboxes To perform settings effectively it is recom mended to note the values on the work sheets before enter ing them into the system The procedure to reach each setting is described on top of each worksheet Key names on the keyboard for System Administrator and telephone key numbers for other man agers System Manager Message Manager and Bulletin Manager System
537. t the extension by pressing 2 Press 1 to assign change the extension You will hear the prompt M 5 28 Message Manager Manager s Guide 5 4 Setting Department Dialing Please enter the extension for department dialing followed by a hash sign Extension No 11 Enter the extension and press 7 z Ez 8B Note You can delete the extension by pressing only 12 Review the current extension extension number you just entered is To change this setting press 1 Otherwise press 2 13 Press 2 to accept Manager s Guide Message Manager 5 29 5 4 Setting Department Dialing 5 4 3 Resetting Department Dialing You can delete all department dialing extensions and the department dialing menu message To reset department dialing 1 Dial an extension number which is connected to the Voice Voice Mail Service Voice Mail Service s Mail Service Extension Number You will hear the prompt Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 Message Manager s 2 Press then enter the Message Manager s mailbox num mailbox number ber I 9 You will hear the prompt
538. t this message press 1 To play the next message press 2 To reply press 4 For help press 0 1 24 Message Manager Modifying Voice Prompts Modifiable Prompts To repeat this message press 1 To replay the previous message press 1 twice To play the next message press 2 To reply press 4 To rewind press 5 To fast forward press 6 To end this call press To repeat this message press 1 To replay the previous message press 1 twice To reply press 4 For help press 0 Please leave me a message at the tone To end recording hang up or press 1 for more features To pause and restart recording press 2 Please leave me a message at the tone To end recording hang up To cancel your message press if you have a touch tone phone Sorry there is no space for recording in this mailbox Your recording has been accepted To review press 1 To accept press 2 To record a new one press 3 To add press 4 To erase and exit press If this is an urgent message press 1 Otherwise press 2 If this is a private message press 1 Otherwise press 2 Sorry I cannot add anything further Message Manager 1 25 Modifying Voice Prompts Modifiable Prompts Please answer the following question at the tone To end answering and recei
539. tch setting was required has been accomplished reset the switch to 0 and again reboot the system The RS 232C interface can be used to connect a terminal or printer to the system It can then be used to establish system settings administer the system and check usage status The clock generator supplies the clock signal to the time sharing switch which connects the CO card with DSP cards The time sharing circuit performs parallel serial data conversion 2 1 5 System Expansion The basic VPS configuration utilizes two phone lines and is capable of handling two calls at a time It can store approximately 18 hours of voice data This basic configuration can be expanded to handle up to a maximum of eight simultaneous calls In order to add more telephone lines additional CO cards can be installed This will make it possible to provide more incoming call services such as the Voice Mail service Automated Attendant service and the Bulletin Board service To enable the system to handle more calls simultaneously more DSP cards should be added M 2 6 Configuration amp Installation Manager s Guide 2 What is a System Configuration Increasing the Number of CO Cards Phone Lines Increasing the Number of DSP Cards Other Options Modem Card Battery Adaptor By installing up to four CO cards in free slots the number of lines the VPS can handle may be increased to eight One of five incoming call services Voice Mail
540. tec Rot cecil cents teu O 4 14 4 34 Checking Delivery Status ene O 4 15 O 0 10 Overview of VPS Functions Contents Chapter 5 Glossary SL GIOSSAEy O 5 2 Overview of VPS Functions O 0 11 Voice Processing System Overview of the Voice Processing System Unit Alarm Indicator Running Panasonic KX TVP150 Indicator Power Indicator Power Switch Reset Button gt To EIA 232 gt Interface 4 To Battery Adaptor Option To Telephone To AC Line Outlet O 0 12 Overview of VPS Functions Voice Processing System Voice Processing System Connection y Panasonic v Data Terminal RS 232C Interface 2 Operator ELECTRONIC Message Manager MODULAR SWITCHING SYSTEM Overview of VPS Functions O 0 13 Voice Processing System Features Voice Mail Service Scheduled Message Delivery Message Waiting Notification VPS Saving Cost amp Time When Sending Receiving Messages Group Delivery of Messages Automated Attendant Service Bulletin Board Service Leen pr
541. tem VPS effectively you have to set up the VPS First note the setting values on work sheets before entering them into the VPS Then perform settings from the touch tone telephone or from the keyboard of the data terminal connected to the VPS system If you are not sure of how to set up the system or if you have any questions consult Index in this manual It will help you to find the detailed information from Manager s Guide These Work Sheets are divided into chapters for each manager Introduction eese W 1 1 W 1 7 W 2 1 W 2 6 Work Sheets for System Administrator W 3 1 W 3 20 Work Sheets for System W 4 1 W 4 6 Work Sheets for Message W 5 1 W 5 8 Work Sheets for Bulletin Manager W 6 1 W 6 3 Note A few copies of work sheets are provided If more copies are necessary please make a photocopy from original work sheets If you are familiar with these type of settings you may perform them with only work sheets in your hand Remember the following basic operation of the telephone keys and the keyboard of the data terminal It may help you with the operation when setting up the system with work sheets only Work Sheets 1 2 Basic Operation Telephone Key Operation 0B Exi
542. tem Reset Clear Menu Will you change the setting Y N Enter Y yes or N no If you enter Y the menu will appear M 3 104 System Administrator Manager s Guide 3 4 Keyboard Operations VT100 compatible System Reset Clear Menu terminal Mailbox No Length eese iu First Digit of Extensions 12345678 System Manager s Mailbox No 999 Message Manager s Mailbox 998 Bulletin Manager s Mailbox No 997 Reset System Parameters Press Quit Press RESET sw or Other RS 232C terminal ASCII Terminal Mailbox No Length 3 First Digit of Extensions 1 2 3 4 5 6 7 8 System Manager s Mailbox No 999 Message Manager s Mailbox No 998 Bulletin Manager s Mailbox No 997 System Reset Clear Menu Are these parameters acceptable Y N Note If you want to quit the menu press the RESET switch on the VPS 3 4 9 System Parameters Default Value The system parameters are set at the factory as follows Mailbox Parameter 66 Number of Mailboxes Personal Greeting Length 16 System Message Retention Time System Message Length System Mailbox Capacity Manager s Guide System Administrator 3 105 3 4 Keyboard Operations External Message Delivery Parameter System External Message Deli
543. ten to the bulletin board message press 1 followed by a hash sign Guide for Non Subscribers N 2 3 2 2 Initial Service 2 2 1 Call Transfer In order to be connected with someone you must first contact the Automated Attendant through the VPS to receive the necessary instructions This is required regard less of whether you are calling from within or without the system The VPS will then ask you to enter the extension number of the intended party What should you do if you do not know their extension number No problem you can enter the first 3 or 4 letters of the Mailbox owner s last name instead To carry out the Call Transfer Now you have heard the following Automated Attendant prompt Please enter the extension of the person for whom you wish to call To enter by name please press a hash sign and 1 For department dialing press star To listen to the bulletin board message press 1 followed by a hash sign You can specify the destination of your call by entering the extension number or by entering the name Using the extension number Intended Person s 1 Ext No Enter the extension number The VPS connects you to the extension Note You may be asked for your name by the VPS If you hear the following prompt Incomplete Call service will be provided See 2 3 Incomplete Call Service Sorry no one is available to answer the call N 2 4 Guide for Non Subscribers
544. th pauses in between for the caller s replies There are three ways for callers to access the interview service once they have been connected to the VPS Calling the Voice Mail service and entering the number of the interview mailbox Calling the Automated Attendant service and requesting an extension which is busy or is not answered provided that the extension is assigned an interview mailbox Calling an extension to which the interview service has been assigned The subscriber can record up to 10 questions for use by his or her private interview mailbox The subscriber can erase the questions recorded for use by his or her private interview mailbox at any time The subscriber can set the answer duration for interview mailbox questions to 4 8 16 or 32 seconds The subscriber can make a request to the system manager that the interview service assigned to his or her extension be discontinued The system manager will then cancel the interview service authorization for the extension thereby erasing all of the recorded interview questions O 1 24 Overview of VPS Functions 1 4 Interview Service Interview Service A series of questions in an interview mailbox are announced to the caller The caller can leave her or his message by responding to each question Call Interview Service and have an Interview Receive a question Give an answer Hello Please answer the following questions
545. the Message Urgent To specify an urgent message After recording the message you will hear the prompt To review press 1 To accept press 2 To record a new one press 3 To add press 4 To erase and exit press 1 Select 2 2 f you accept the message in Step 3 or after you have changed it you will hear the prompt Your recording has been accepted The VPS will store the message You will hear the prompt If this is an urgent message press 1 Otherwise press 2 m 3 Press 1 to set an urgent message The VPS will deliver your message soon If the intended person is out and the location is specified beforehand your message will be delivered to that location Guide for Non subscribers N 1 13 1 3 Recording a Message 1 3 8 Making the Message Private To specify a private message Note In the VPS you can have a private message which is like a private letter in the actual post office service This allows you to have your message received only by the intended recipient If you want to record a private message you can specify it after recording After recording the message you will hear the prompt To review press 1 To accept press 2 To record a new one press 3 To add press 4 To erase and exit press x Press 2 You will hear the prompt Your recording has been accepted Then If this is an urgent message press 1
546. the Reset Button Dialing does not register pulse phone is being used Change to a tone phone by mistake The line is disconnected Improper setting of the Adjust to the transfer sequence of the during the transferring of an transfer sequence connected PBX and reset outside call Improper setting of the Adjust to the hooking time of the Outside calls cannot be hooking time connected PBX and reset transferred e Improper setting of the CPC Adjust to the CPC signal of the signal connected PBX and reset Unable to make outside Improper setting of the Reset the outside call dial mode tone calls outside call dial mode pulse properly mproper setting of the Reset the outside line access sequence outside call dial procedure of the connected PBX Unable to call an extension Improper setting of the Adjust to the number of digits in the number of digits in the mail box number extension number Unable to access the mail Improper setting of the Readjust to the number of digits in the box number of digits in the mail box number mailbox number Connected terminal RS Improper connection Connect the connected cable properly 232C port does not operate Improper setting of the Adjust the terminal parameter to the parameter VPS parameter If the terminal still fails to operate properly set to the desired parameter from the terminal Unable to make reconnection I
547. the prompt Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 mbox Press gt then enter your mailbox number number You will hear the prompt Please enter the password followed by a hash sign Your password Enter the password 3 b 5 4 The VPS will announce the number of messages You will hear the prompt To receive a message press 1 To deliver a message press 2 For other features press 3 For help at any time press 0 5 Press 3 for Other Features U 1 72 Subscriber s Guide 15 Setting the Automated Attendant Parameters You will hear the prompt To check mailbox distribution press 1 For automated attendant status press 2 For mailbox management press 3 6 Press 2 for Automated Attendant Status You will hear the prompt To set call transfer status press 1 To set alternate extension transfer status press 2 For other options press 0 7 Press 0 for the Help menu You will hear the prompt To set call transfer status press 1 To set alternate extension transfer status press 2 To set up alternate extension press 3 To record a perso
548. the terminal Press 2 to clear the accumulated data You can press here to return to the System Report Menu if you have not chosen any option Press 3 You will hear the prompt To report port usage press 1 To clear port usage counts press 2 Press 1 to list up the report Then you will hear the prompt The port usage report is listed on the terminal Press 2 to clear the accumulated data You can press here to go back to the System Report Menu if you have not chosen any option Manager s Guide System Manager M 4 57 4 6 Checking System Usage Mailbox Usage Report 1 Press 4 You will hear the prompt To report mailbox usage press 1 To clear mailbox usage counts press 2 2 Press 1 You will hear the prompt Please enter the mailbox number You can use the hash sign key as a wild card character 3 Enter the desired mailbox number Mailbox number 3 2 x Note If you use as a wild card character you can enter only one number to include multiple mailboxes For example 3 4 indicates 3 digit mailbox numbers that begin with 3 You will hear the prompt If you specify the mailbox range press 1 Otherwise press 2 4 If you only want information for the specified mailbox press 2 Then you will hear the prompt M 4 58 System Manager Manager s Guide 4 6 Checking System Usage Note Mailbox number
549. the tone To end recording press 1 To pause and restart recording press 2 9 Speak your message 10 Press 1 to end recording You will hear the prompt review press 1 accept press 2 record a new one press 3 add press 4 erase and exit press Subscriber s Guide U 3 43 3 5 Checking Delivery Status The VPS allows the subscriber to have up to 84 delivery statuses for the messages he or she has sent The delivery status includes the information about the recording and receiving date and the destination mailbox address In this way the subscriber can confirm whether the message has been delivered or not and can delete the message before the VPS has delivered it should he wish to do so When all 84 of the delivery statuses have been set the oldest status will be deleted automatically when there are new message recordings One delivery status data is for one recipient mailbox therefore when the message is destined for several mail boxes such as a group message the delivery status will be as many as the members in the group Confirmation of Receipt See 3 5 1 Deleting an Undelivered Message See 3 5 2 Deleting an Unnecessary Delivery Status See 3 5 3 U 3 44 Subscriber s Guide 3 5 Checking Delivery Status 3 5 1 Confirmation of Receipt To be provided with information on the delivery status Voice Mail Service s Extension N
550. tification 5 9 1 Notification by Message Waiting Lamp When a new message is recorded in the Message Manager s mailbox the message notification light on the Message Manager s extension turns on In this case there is no need to specify a notification destination because the only possible destination is the Message Manager s extension By choosing the notification by the message waiting lamp the Message Manager can also take advantage of the direct notification call feature To select the message waiting notification lamp 1 Dial an extension number which is connected to the Voice Voice Mail Service s Mail Service Extension Number You will hear the prompt Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 2 Press x then enter the Message Manager s mailbox Message Manager s number mailbox number You will hear the prompt Please enter the password followed by a hash sign M 5 60 Message Manager Manager s Guide 5 9 Setting Message Waiting Notification Messana abel 3 Enter the password Then press password LJ s fe Now you are in the Message Manager s main command menu You will h
551. tions press 0 Press 0 for other options You will hear the prompt To set call transfer status press 1 To set alternate extension transfer status press 2 To set up alternate extension press 3 To record a personal bulletin message press 4 To set personal bulletin board status press 5 To set message reception mode press 6 Press 3 to set up the alternate extension The VPS will announce the current status The alternate extension you just entered is The alternate extension is unassigned n Subscriber s Guide 1 5 Setting the Automated Attendant Parameters Extension Number s s 5 s 10 11 Then you will hear the prompt To change this setting press 1 Otherwise press 2 Press 1 to set the extension You will hear the prompt Please enter the alternate extension followed by a hash sign Enter the extension number You will hear the prompt The alternate extension No you just entered is To change this setting press 1 Otherwise press 2 Press 2 to accept U 1 64 Subscriber s Guide 15 Setting the Automated Attendant Parameters 1 5 4 Creating Personal Bulletin Board Messages To record personal bulletin board messages Voice Mail Service s Extension Number Users transferred to incomplete call service can listen to personal bulletin board messages consisting of a menu message and
552. tment dialing entry number The department dialing menu prompt is then heard and the caller can be connected to the desired extension by entering the appropriate number 1 9 The caller can access the bulletin board service at the Automated Attendant top menu If the owner of the extension specified has set the call screening function to on the VPS will request that the caller speak his or her name before ringing the extension Once the name has been spoken the VPS puts the caller on hold and rings the extension O 1 16 Overview of VPS Functions 1 2 Automated Attendant Service 1 2 Call Blocking If the extension is answered the VPS asks the person answering whether he or she wishes to accept the call or not The person answering can then either talk to the caller or hang up in which case the caller is connected to the Incomplete Call service If the extension is busy or if there is no answer the VPS informs the caller of this with a voice prompt and connects him or her to the Incomplete Call service If the owner of the extension specified has set the call blocking function to the VPS will not ring the exten sion and immediately connect the caller to the Incomplete Call service 1 2 2 Incomplete Call Functions Call Redial Message Recording Transfer To Secondary Extension Calling Another Extension If the extension specified is busy the VPS provides a voice prompt informin
553. to change the message It is not necessary to make a new one If the message has not been accepted yet you can add a message at the end of the message you have just recorded Note If a message has already been accepted the sender cannot add a message To add a message After recording you will hear the prompt To review press 1 To accept press 2 To record a new one press 3 To add press 4 To erase and exit press X 1 Press 4 to add a message You will hear the prompt Please leave me a message at the tone To end recording hang up or press 1 for more features To pause and restart recording press 2 2 State an additional message You will hear the prompt 3 Press 2 if it is acceptable 2 3 1 5 Pausing Recording When you are recording a message you might want to stop for a while and think about what you will say If you want to stop recording use the pause feature U 3 8 Subscriber s Guide 3 1 Recording to Deliver a Message To pause recording To restart recording Press 2 while you are in the message recording process Restart the recording within 15 seconds or the VPS will stop the recording automatically Press 2 again Keypad operation during pausing 1 End recording 2 Pause and Restart recording Cancel recording 3 1 6 Specifying an Urgent Message To specify an urgent message Subscriber Voice Mail Service s E
554. to 7 on pages 3 31 and 3 32 OK SK SK SE SE 2K SK 2k SK SE CK E K K SK CE CK 3K CK SK K E FK CR FK FK FK CE KR CK K FK FK E FK CK FK K K K 2K 2K GE Hint Step 3 You do not have to listen to the Help menu if you do not want to 3k ok ok ok ok ok ok oko ok ok ok ok RRR RK E i io a P 3 28 Subscriber Sending Setting Timed Message Notification You have to assign the telephone number to be called beforehand See Notification Telephone Number Assignment 1 Go to the subscriber s command menu and press E for Other Features To check mailbox distribution press 1 For automated attendant status press 2 For mailbox management press 3 2 Press 03 for the Help menu then for Message Notification To notify with a message waiting lamp press 1 Otherwise press 2 3 Press e for sub menu To set timed message notification press 1 To set immediate message notification press 2 To assign a telephone number press 5 4 Press KB for setting timed message notification First notification time is Second notification time is Messages will be forwarded by out dialing Message will be forwarded to a pager or To change this setting press 1 Otherwise press 2 Q O D f n Su
555. to the Mail box Setting Menu 21 Select 4 List to review the list of mailbox numbers Manager s Guide System Administrator 3 51 3 4 Keyboard Operations VT100 compatible terminal Program Voice Mail Parameter Mailbox Setting Listing 61 System manager s mailbox No Message manager s mailbox No Bulletin manager s mailbox No or Other RS 232C terminal ASCII Terminal Program Voice Mail Parameter Mailbox Setting Mailbox Listing 1 100 6 105 11 110 16 115 21 120 26 125 31 130 36 135 41 140 46 145 51 150 56 61 System manager s mailbox No Message manager s mailbox No Bulletin manager s mailbox No M 3 52 System Administrator Manager s Guide 3 4 Keyboard Operations Note Pressing 3 times you will then get back to the Program Menu When there are more than 64 mailboxes in the system they will be displayed on more than one screen in VT100 mode so press 1 NEXT to go to the next screen and 2 PREVIOUS to go to the previous screen Manager s Guide System Administrator 3 53 3 4 Keyboard Operations 3 4 2 Call Services Menu 1 Select 2 Call Services to assign a special function The Call Services Menu will appear on the screen VT100 compatible terminal Program Call Services Menu Day Service Class of Service Port Setting Outgoing Call Service Prompt Rotary Telephone Service SELE
556. tor press 0 Manager s Guide System Manager M 4 35 4 3 Setting a System Group Distribution List 2 Press x then enter the system manager s mailbox num System Manager s ber mailbox number 9 You will hear the prompt Please enter the password followed by a hash sign 3 Enterth d System Manager s nter the passwor password 1 2 3 fe You will hear the prompt To receive a message press 1 To deliver a message press 2 For a system report press 3 For other features press 4 For help at any time press 0 4 Press 4 and you will go to the Parameter Setting Menu You will hear the prompt check mailbox press 1 set up mailbox press 2 set the system group distribution list press 3 set system parameters press 4 set the clock press 5 customize your mailbox press 6 M 4 36 System Manager Manager s Guide 4 3 Setting a System Group Distribution List 5 Press 3 You will hear the prompt Please enter the system group distribution list number followed by a hash sign ETE 6 Enter the same digits as assigned to the mailbox number Group distribution number 2 27 18 You will hear the prompt No members in this group or Group number is Mailbox This is for You will hear the prompt To add members to the list press 1 See Step 7 To delete membe
557. tor press 0 U 2 24 Subscriber s Guide 2 8 Rewinding Fast Forwarding Messages Your mailbox 2 Press gt then enter your mailbox number number If you have the password you will hear the prompt Please enter the password followed by hash sign Your password 3 Enter the password HOH Check the announcement of the number of messages You will hear the prompt To receive a message press 1 To deliver a message press 2 For other features press 3 For help at any time press 0 fol 5 Press 0 for Help You will hear the prompt To receive a message press 1 To deliver a message press 2 For other features press 3 For call transfer press 4 To change playback speed at any time press 9 To end this call press 1 6 Press 1 to use the Receiving Message menu 7 Review the number of messages and the message informa tion s 8 While playing a message press 6 for fast forwarding Subscriber s Guide U 2 25 2 9 Erasing Messages You can erase the message while receiving messages To erase messages 1 Dial an extension number which is connected to the Voice Voice Mail Service s Mail Service Extension Number 2 You will hear the prompt Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a mess
558. transfer messages from the general delivery mailbox press 1 To change the company greetings mode press 2 For other features press 3 For help at any time press 0 4 Press 2 for Changing the Company Greetings Mode menu You will hear the prompt Current company greeting mode is mode day night automatic To change this setting press 1 Otherwise press 2 5 Press 1 to set change the mode Note You can accept the mode by pressing 2 You will hear the prompt To set the company greeting mode to day mode press 1 To set the mode to night mode press 2 To set the mode to automatic mode press 3 M 5 18 Message Manager Manager s Guide 5 3 Company Greetings Operation 6 a o 2 13 Note 9 Time 1 Lo Ls s 10 orin Press 1 for day mode 2 for night mode 3 for automatic mode You will hear the prompt Company greeting mode is set to mode day night automatic If you choose the automatic mode you will hear the prompt Current day service start time for Monday Tuesday Sunday is To change the day service start time press 1 Otherwise press 2 Press 1 to set change the time You will hear the prompt Please enter the new time followed by a hash sign You can accept the current setting by pressing 2 Enter the time and press a hash sign You will hear the prompt Please ent
559. two notification times are specified the VPS will notify the Message Manager twice a day provided there are messages waiting Same as Timed Message Notification To set another time repeat steps 11 14 Manager s Guide Message Manager M 5 73 Chapter 6 Bulletin Manager s Guide This chapter explains what a Bulletin Manager is and provides step by step instructions for creating and managing a bulletin board message Contents 6 1 What is a Bulletin M 6 2 6 2 Creating a Bulletin Board Message M 6 5 6 3 Managing Bulletin Board Messages M 6 21 6 3 1 Recording Messages M 6 21 6 3 2 Assigning Extension Numbers to the Bulletin Board ui eite ctae M 6 24 6 3 3 Assigning Mailboxes to the Bulletin Board sese M 6 27 6 3 4 Reviewing M 6 30 6 3 5 Erasing Messages eese eee eene M 6 33 6 3 6 Ending Bulletin Board Management 6 4 Reviewing the Current Bulletin Board dau Poe E RC M 6 37 6 5 Customizing the Bulletin Manager s r M 6 39 6 1 What is a Bulletin Manager The VPS can have up to 100 bulletin messages which are used to provide information and company advertisements to the caller Each message has assigned an individual bulletin message number which is used for the organizational pur poses of the bu
560. u to send and receive messages and proceed with the work at hand without interruption You can send messages the mo ment they are ready The only faster way would be to call directly The VPS may appear complicated at first but its basic operations are really very simple They are the following Receiving messages Mailbox management Sending messages O 0 4 Overview of VPS Functions Read This Manual First You may find it helpful to read this manual first It will enable you to gain an understanding of how the VPS works systematically before you go on to read the operating manuals such as the Subscriber s Guide and the Manager s Guide Overview of VPS Functions O 0 5 Read This Manual First A B C D E This manual is divided into the following five parts desig nated A through E An overview of operations in which the user calls the VPS and in which the VPS delivers messages to the user 1 Voice Mail Service Automated Attendant Service 2 3 Bulletin Board Service 4 Interview Service 5 Custom Service The next part covers the initial setup of the VPS by describing the tasks of the System Administrator 1 System Configuration 2 System Administration The following section on the duties of the manager explains how to perform daily system maintenance 1 System Management System Manager 2 Message Management Message Manager 3 Bulletin Managemen
561. u wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 Press gt then enter your mailbox number If you have the password you will hear the prompt Please enter the password followed by a hash sign Enter the password Check the announcement of the number of messages You will hear the prompt To receive a message press 1 To deliver a message press 2 For other features press 3 For help at any time press 0 Subscriber s Guide U 2 19 2 6 Repeating Messages 5 Press 0 for Help o You will hear the prompt To receive a message press 1 To deliver a message press 2 For other features press 3 For call transfer press 4 To change playback speed at any time press 9 To end this call press sk J 3 6 Press 1 to use the Receiving Message menu 7 Review the number of messages and the message informa tion 8 Review the message You will hear the prompt To repeat this message press 1 To play the next message press 2 To erase this message press 3 To reply press 4 To transfer this message press 7 For help press 0 9 Press 0 for the whole menu for Help o You will hear the prompt U 2 20 Subscriber s Guide 2 6 Repeating Messages To repeat this message press 1 To repla
562. ubscriber s main command menu Press for Other Features 3 Press O for the Help menu then press C3 for Message Waiting Notification To notify with a message waiting lamp press 1 Otherwise press 2 4 Press e for sub menu To set timed message notification press 1 To set immediate message notification press 2 To assign a telephone number press 5 5 Press KJ to assign the telephone number Current telephone number is or Telephone number is unassigned To change this setting press 1 Otherwise press 2 6 Press to set the telephone number You can enter any digits via a keypad Please enter the telephone number and wait a moment Subscriber Sending 3 33 C O D f C E E i io a oO E io Notification Telephone Number Assignment 7 Enter the telephone number This telephone number is To change the telephone number press 1 To accept press 2 To review press 3 To add more digits to the telephone number press 4 To insert a pause press 5 To set dial mode press 6 To insert a wait for dial tone press 7 8 Press e to accept the number For notification by out dialing press 1 For a pager press 2 9 Select KB or e EK SK SK SK SE CK S
563. ubscribers This consists of three chapters Chapter 1 Operation for Subscribers Receiving Messages 1 1 1 14 Chapter 2 Operation for Subscribers Sending Messages 2 1 2 17 Chapter 3 Setup for Subscribers 3 1 3 41 Chapter 1 explains the Receiving Message operation by describing the telephone keys to be pressed and the corresponding prompts First find your desired operation from the titles then call the VPS Chapter 2 explains the Sending Message operation in the same way as Chapter 1 Chapter 3 explains Setups for subscribers in the same way as Chapter 1 If you want to get more detailed information see the Subscriber s Guide available separately If you become familiar with operating the VPS but you do not remember the introductory telephone key number use the Quick Reference for Subscribers It shows you whole menus of operation accompanied with the key numbers In the Voice Mail and Automated Attendant services the following functions are always available after main command entry They cannot be used however in cases where functions have been assigned to each number or when entering the number as some value such as mailbox numbers where it represents the original meaning ex Key 1 means the figure 1 9 to change playback speed 0 to repeat the Help menu to call Operator for Non Subscriber K to back up 1 to dial by name 2
564. ueue The OPERATOR CALLING PARAMETERS can be used to define up to three operators Operator 1 Operator 2 and Operator 3 for the VPS Should a caller wish to speak to an operator the call is transferred first to Operator 1 on the basis of the following seven parameters 1 Operator Service This parameter specifies whether or not to activate operator service operators 1 through 3 The factory setting is Enable 2 Operator s Extension The call is transferred to the extension assigned as the Operator 1 s extension The factory setting is 0 3 Operator s Mailbox The call is transferred to the mailbox assigned as the operator 1 s mailbox and the caller can record a message in it The factory setting is 998 4 Operator No answer Time If a call transferred from the VPS to the operator is not answered in the time specified by this parameter it is handled using the no answer coverage mode specified by the setting of 6 below The default value is 30 seconds and the allowable range is 10 to 60 seconds 5 Busy Coverage Mode Specifies the treatment of calls transferred from the VPS to the operator when it is busy The default setting is Hold 6 No answer Coverage Mode Specifies the treatment of calls transferred from the VPS to the operator is not answered in the specified time To have the call O 2 18 Overview of VPS Functions 2 2 System Administration transferred to the next operato
565. uide U 2 29 2 10 Skipping Messages 5 Press 0 for Help o You will hear the prompt To receive a message press 1 To deliver a message press 2 For other features press 3 For call transfer press 4 To change playback speed at any time press 9 To end this call press P 6 Press 1 to use the Receiving Message menu 7 Review the number of messages and the message informa tion 8 Review the message You will hear the prompt To repeat this message press 1 To play the next message press 2 To erase this message press 3 To reply press 4 To transfer this message press 7 For help press 0 E 9 Press 0 for the whole menu for Help You will hear the prompt U 2 30 Subscriber s Guide 2 10 Skipping Messages To repeat this message press 1 To replay the previous message press 1 twice To play the next message press 2 To erase this message press 3 To reply press 4 To rewind press 5 To fast forward press 6 To transfer this message press 7 For message scan press 10 Press 1 twice for replaying the previous message nam Subscriber s Guide U 2 31 2 10 Skipping Messages To play the next message Voice Mail Service s Extension Number Your mailbox 2 number 3 Your password is LJ L When the message is playing you can stop it and start playing the next messag
566. uide U 3 23 3 3 External Message Delivery You will hear the prompt Please say the receiver s name at the tone To end recording press 1 12 Record the name You will hear the prompt Please enter the time for external message delivery followed by a hash sign If you wish to call now please press a hash sign now For help press 0 13 Enter the time and press You will hear the prompt Please enter 1 for AM or 2 for PM 14 Select 1 or 2 L or You will hear the prompt Please enter the day of the month followed by a hash sign 15 Enter the date and press s You will hear the prompt The telephone number is The password is Password is not set This external message delivery is scheduled to call on dt right away U 3 24 Subscriber s Guide 3 3 External Message Delivery 17 18 19 To change this setting press 1 Otherwise press 2 Press 2 to accept the setting You will hear the prompt Please leave me a message at the tone To end recording press 1 To pause and restart recording press 2 Speak your message at the tone Press 1 to end recording You will hear the prompt To review press 1 To accept press 2 To record a new one press 3 To add press 4 To erase and exit press X Press 2 if it is acceptable 3 3 1 Specifying the External Delive
567. umber 111 The Extension of the Owner Message Retention Time S 1 30 5 Message Length S 1 12 3 Mailbox Capacity S 5 99 S 10 Mailbox Class of Service No 1 1 8 Authorization of Message Notification No Y N 2 n Authorization of External Message Delivery No Y N 2 n Authorization of Guest Account No Y N Authorization of Interview Mailbox No Y N 2 n Authorization of Personal Bulletin Message No Y N 2 n The Spelling of the Owner Enter the values according to the work sheet You may have to enter the specified mailbox no when you authorize Guest Account or Interview Mailbox Press X when you finish the setup You will return to the Program Voice Mail Parameter Mailbox Setting Menu Select 4 The menu will appear M 3 48 System Administrator Manager s Guide 3 4 Keyboard Operations VT100 compatible terminal Program Voice Mail Parameter Menu System Mailbox Parameter External Message Delivery Parameter System Group Assignment Mailbox Setting SELECT ITEM AND PRESS RETURN KEY Program Voice Mail Parameter Mailbox Setting Menu Enter Delete Password Reset Mailbox Listing SELECT ITEM AND PRESS RETURN KEY or Other RS 232C terminal ASCII Terminal Program Voice Mail Parameter Menu System Mailbox Parameter External Message Delivery Parameter Sy
568. umber Each subscriber can use up to 84 delivery status data entries and can review their contents by receiving a voice prompt In the case of messages which have already been delivered the VPS also announces the date and time of delivery It is also possible to review the delivery status for each individual destination on a group delivery list Finally messages which have not yet been delivered can be canceled by the sender if desired When all 84 of the delivery statuses have been set the oldest status will be deleted automatically and you cannot check the delivery of that message any more Once the subscriber has listened to the delivered status data entries they are deleted automatically Dial an extension number which is connected to the Voice Mail Service You will hear the prompt Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 Subscriber s Guide U 3 45 3 5 Checking Delivery Status omab 2 Press gt then enter your mailbox number number You will hear the prompt Please enter the password followed by a hash sign Your password 3 Enter the password i L 8 4 The VPS will announce the number of messages You will hea
569. up to nine sub messages When a caller selects the personal bulletin board service the VPS first plays the menu message and then prompts the caller to press a button 1 9 on the telephone to hear the sub message of his or her choice Subscribers authorized to maintain a personal bulletin board can record their own bulletin board messages in order to provide callers to their extensions with useful information Up to 16 personal bulletin boards can be assigned to the VPS which are numbered 1 through 16 Personal bulletin boards can be assigned either to one subscriber or to a group of subscribers Dial an extension number which is connected to the Voice Mail Service You will hear the prompt Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 Subscriber s Guide U 1 65 15 Setting the Automated Attendant Parameters Your mailbox 2 Press gt then enter your mailbox number number You will hear the prompt Please enter the password followed by a hash sign Enter th d Your password 3 nter the passwor 3 L 8 4 The VPS will announce the number of messages You will hear the prompt To receive a message press 1 To deliver
570. ustom Incoming Call Night Service V M CT amp CC 1 V M 2 Auto Attn 3 Bulletin 4 Interview 5 Custom Company Greeting Mode DAY 1 AUTO 2 DAY 3 NIGHT Day Service Greeting No 1 16 Night Service Greeting No 1 16 Incoming Call Service Prompt USER PROMPT 1 SYSTEM PROMPT 2 USER PROMPT Delayed Answer Time 0 0 15 CT Authorization of Call Transfer CC Authorization of Call Continuance Successive message recording by the non subscriber Callers are generally accustomed to their calls being answered within 10 seconds and most callers abandon the call in under 45 seconds if no reply is obtained This unit will answer incoming calls in under 10 seconds if required Delayed Answer Time Press twice when you finish the setup You will return to the Call Services Menu Manager s Guide System Administrator 3 59 3 4 Keyboard Operations VT100 compatible terminal or Other RS 232C terminal ASCII Terminal VT100 compatible terminal or Other RS 232C terminal ASCII Terminal Select 4 Outgoing Call Service Prompt Menu The menu will appear Program Call Services Outgoing Call Service Prompt Menu Outgoing Call Service USER PROMPT 1 SYSTEM PROMPT 2 USER PROMPT Program Call Services Outgoing Call Service Prompt Menu 1 Outgoing Call Ser
571. ve message s To transfer messages from the general delivery mailbox press 1 To change the company greetings mode press 2 For other features press 3 For help at any time press 0 4 Press 3 for Other Features 3 You will hear the prompt To change the company greetings press 1 For department dialing programming press 2 To modify voice prompts press 3 To record a company name press 4 To customize your mailbox press 5 To set the clock press 6 To set up message waiting notification press 7 5 Press 6 for the Clock Setting Menu Manager s Guide Message Manager 5 55 5 8 Setting the Date and Time Setting the Date and Time First you will hear the prompt The current time is To change the time press 1 Otherwise press 2 E 6 Press 1 to change the current setting You will hear the prompt Please enter the new time followed by a hash sign Note You can press 0 for help with this setting Then you will A hear the prompt For example to enter 5 o clock press 5 and a hash sign or to enter 5 15 press 5 1 5 and a hash sign Please enter the new time followed by a hash sign Time 7 Enter the current time and press 1 e 3 fe You will hear the prompt Please enter 1 for AM or 2 for PM 8 Enter 1 or 2 is ag You will hear the prompt again M 5 56 Message M
572. ve the next question press 1 To end interview press Message Manager If you have any comment please state it at the tone Please enter the extension of the person whom you wish to call To enter by name please press a hash sign and 1 For department dialing press To listen to the bulletin board message press 1 followed by a hash sign If this is the person to whom you wish to call press 1 Otherwise press 2 To try again press There are no more names To try again press Extension Please wait a moment Please state your name at the tone To leave a message press 1 If your message is urgent press 2 To listen to a message from this party press 3 To call the operator press 0 To enter another extension press This call has been transferred from voice processing system This call is for Calling the operator please wait a moment 1 26 Message Manager Modifying Voice Prompts Modifiable Prompts This call is from To answer the call press 1 Otherwise press 2 and hang up Redialing now Please wait a moment To retrieve the call press 2 To continue redialing press 1 Otherwise press 2 You have a call from Sorry this line is busy Sorry no one is available to ans
573. vered messages It is also possible to specify new delivery dates and times for messages which could not be delivered due to busy lines or no answers Since messages which have been delivered successfully are deleted by the system automatically the report provides no information on them Dial an extension number which is connected to the Voice Mail Service You will hear the prompt Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 Subscriber s Guide U 3 27 3 3 External Message Delivery Your mailbox 2 Press gt then enter your mailbox number number You will hear the prompt Please enter the password followed by a hash sign Your password Enter the password 3 b 5 6 The VPS will announce the number of messages You will hear the prompt To receive a message press 1 To deliver a message press 2 For other features press 3 For help at any time press 0 5 Press 3 for Other Features You will hear the prompt To check mailbox distribution press 1 For automated attendant status press 2 For mailbox management press 3 A 6 Press 0 for the Help menu U 3 28 Subscr
574. very Duration Time 3 System External Message Delivery Redialing Mode Company s Telephone No Mailbox Setup The Extension of the Owner Message Retention Time S Mailbox Capacity Mailbox Capacity Mailbox Class of Service No Authorization of External Message Delivery Authorization of Guest Account Authorization of Interview Mailbox Authorization of Personal Bulletin Message The Spelling of the Owner Day Service fe 9 00 AM EndTime Time 5 00 PM _ EndTim Time 9 00 AM Thu EndTime Time Sun 5 00 PM M 3 106 System Administrator Manager s Guide 3 4 Keyboard Operations Class of Service ze 2 3 4 Port Setting Call Services Outgoing Call Service Incoming Call Day Service V M CT amp CC Incoming Call Night Service V M CT amp CC Company Greeting Mode Day Service Greeting No Night Service Greeting No Incoming Call Service Prompt USER PROMPT Delayed Answer Time Outgoing Call Service Prompt Outgoing Call Service Prompt USER PROMPT Rotary Telephone Service Item Rotary Telephone Call Coverage Day Mode Rotary Telephone Call Coverage Night Mode Call Queuing Announcement Mode Call Queuing Announcement Mode Manager s Guide System Administrator 3 107 3 4 Keyboard Operations Operator 1 s Parameter Item Operator Service Operator s Extension a n Operator
575. via pocket pager and notification by message waiting lamp A schematic illustration of message waiting notification is given on the next page Overview of VPS Functions 0 4 3 4 1 Settings Message waiting notification Notification By Message Waiting Lamp Notification At Specified Time Immediate Notification Note Specifying The Telephone Number For Notification Message waiting lamp Notification ON Notification at preset time s direct pocket pager OFF Immediate notification direct pocket pager If the subscriber chooses notification by message waiting lamp the VPS lights the message waiting lamp on the sub scriber s telephone as soon as a new message has been left in his or her mailbox In this case there is no need to spec ify a notification destination because the only possible des tination is the subscriber s extension Subscribers choosing notification by message waiting lamp can also take advantage of the direct notification call feature Subscribers choosing notification by direct call can have the VPS call them at a specified time or two specified times each day to notify him or her if there are unplayed messages waiting in the mailbox This eliminates the need for frequent checks of the mailbox to see if there are any waiting messages In order to receive this service the subscriber must set the timed message notification status to on and set the notifica tion time Subscribers cho
576. vice e g call operator or forward to alternate extension or operator s mailbox a user will receive if they request an operator call Coordinates the delivery of external delivery messages A voice recording by the user of his her name which will be played by the VPS when a reference is made to that mailbox e g because of message transfer A number set up by a subscriber or a manager to protect access to his or her mailbox See also Guest password Private Branch Exchange An electronic telephone system A message recorded by a subscriber on the personal bulle tin board which he or she has been assigned to use The number 1 to 16 given to each personal bulletin board that is to be assigned for use by a subscriber A brief personal message the caller hears first when he or she accesses the subscriber s mailbox Used for sending a message to a personal group of 40 or less VPS subscribers See System Group Distribution List The VPS allows the subscriber to select normal or acceler ated playback speed An interface between the telephone line and the VPS A message which is specified to be read by only one VPS user and which can be password protected This message type cannot be forwarded A prerecorded list of options or a guidance message played to the user from which he or she can select using the tele phone keypad By using an optional modem card or a modem the admin istration of the VPS with a data termin
577. vice Prompt USER PROMPT 1 SYSTEM PROMPT 2 USER PROMPT Press X when you finish the setup You will return to the Call Services Menu Select 5 Rotary Telephone Service Menu The menu will appear Program Call Services Rotary Telephone Service Menu Rotary Telephone Call Coverage Day Mode G D M Rotary Telephone Call Coverage Night Mode G D M 1 G D M 2 OPERATOR EXTENSION Program Call Services Rotary Telephone Service Menu 1 Rotary Telephone Call Coverage Day Mode G D M 1 G D M 2 OPERATOR EXTENSION 1 Rotary Telephone Call Coverage Night Mode G D M 1 G D M 2 OPERATOR EXTENSION Press V twice when you finish the setup You will return to the Program Menu M 3 60 System Administrator Manager s Guide 3 4 Keyboard Operations 3 4 3 Auto Attn Setting Menu 1 Select 3 Automated Attendant Setting from the Program Menu The menu will appear VT100 compatible terminal Program Auto Attn Setting Menu 1 Department Dialing 2 Call Queuing Announcement Mode 3 Operator s Parameters 4 Call Hold Retrieval Settings 5 Alternate Transfer Sequence SELECT ITEM AND PRESS RETURN KEY or Other RS 232C terminal ASCII Terminal 1 Department Dialing Program Auto Attn Setting Menu 2 Call Queuing Announcement Mode 3 Operator s Parameters 4 Call Hold Retrieval Settings 5 Alte
578. voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 Press x then enter the System Manager s mailbox number You will hear the prompt Please enter the password followed by a hash sign M 4 62 System Manager Manager s Guide 4 7 Broadcasting Messages 3 Enter the password Then press System Manager s password Li s You will hear the prompt To receive a message press 1 To deliver a message press 2 For a system report press 3 For other features press 4 For help at any time press 0 4 Press 2 You will hear the prompt To deliver a broadcast message press 1 Otherwise press 2 5 Press 1 to record a broadcasting message You will hear the prompt Please leave me a message at the tone To end recording press 1 To pause and restart recording press 2 6 State the message You will hear the prompt review press 1 accept press 2 record a new one press 3 add press 4 erase and exit press Manager s Guide System Manager 4 63 47 Broadcasting Messages 7 Press 2 to accept your message 2 You will hear the prompt Your recording has been accepted Then you will end the broadcasting m
579. w by entering the appro priate command TIME SAVE LOAD PASS ONLN OFLN BREP PSET or ELOG at the prompt O 2 24 Overview of VPS Functions 2 2 System Administration Set Time TIME System Backup SAVE LOAD Set Password PASS Online Service Control ONLN OFLN Bulletin Board Message List BREP Print Reports At Specified Time PSET Device Error Display ELOG This command should be used to set the correct system date and time to ensure accurate scheduling A number of functions require that the system s time and date be set correctly in order to operate properly These include mes sage waiting notification external message delivery call retries after initial failure to connect and automatic dele tion of messages All system parameters programs bulletin board messages and voice prompts can be backed up on a data terminal connected to the RS 232C port of the VPS The system translates all of the above into ASCII format before trans ferring it to the data terminal Once the data has been backed up it can be restored to the system s hard disk in case of a disk crash or inadvertent erasure by reversing the above process The system administrator can use this command to change the system password in order to ensure system security Valid passwords can be up to eight alphanumeric charac ters long These commands can be used to turn all online services on and off For example it is
580. w the steps 9 to 11 on pages U 1 25 and U 1 26 U 1 20 Subscriber s Guide 1 2 Setting Message Waiting Notification 1 2 3 Timed Message Notification Note To set notification at specified times Voice Mail Service s Extension Number The subscriber can specify the time at which he would like the VPS to notify him of unplayed messages If he wants to be informed twice a day he can set another notification time With this feature you do not need to regularly check your mailbox to see if there is a new message or not In order to receive this service the subscriber must set the timed message notification status on Timed Message Notification and Immediate Message Notification cannot both be specified at once However if Timed Message Notification is the current setting and the caller specifies a recorded message as an Urgent Message the VPS will nevertheless immediately inform the subscriber that the message has been recorded The telephone number to be called should be set beforehand See 1 2 4 Dial an extension number which is connected to the Voice Mail Service You will hear the prompt Subscriber s Guide U 1 21 1 2 Setting Message Waiting Notification Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you
581. wer the call You have a call To answer the call press 1 Otherwise press 2 and hang up other people are waiting to connect One other person is waiting to connect If you would like to hold press 1 Otherwise press 2 Sorry this number is unassigned Sorry bulletin board service is not available Hello I have a message for To receive the message press 1 To hold this call press 2 If you want me to call back later press 8 Thank you To retrieve the call press 2 To repeat this message press 1 To reply press 2 To end this call press For help press 0 Message Manager 1 27 Modifying Voice Prompts Modifiable Prompts To repeat this message press 1 To reply press 2 To rewind press 5 To fast forward press 6 To end this call press This message is from Message Manager Please call Company name is Extension number is To repeat press 1 To end this call press I ll deliver this message to To receive the message press 1 To hold this call press 2 Hello I have a message for mailbox Hello I have an urgent message for Hello I have an urgent message for mailbox If you wish to enter the voice mail service press 1 Otherwise press 2 To leave a messag
582. wered and terminates the call if the specified length of time is exceeded It can be set from 1 to 9 minutes the default setting is 3 If SYSTEM EXTERNAL MESSAGE DELIVERY REDIAL MODE is set to YES the VPS will retry the call at 1 hour intervals up to a maximum of 5 times if it is unable to deliver the message either because the line was busy there was no answer or the message could not be delivered within the set message delivery duration If it is set to NO only an initial two retries at 5 minute intervals will be attempted The TELEPHONE NUMBER value is announced in the call back message to the recipient as the number he or she should call to retrieve the sender s message The VPS delivers such a call back message to the recipient if it was unable to deliver the message because the person answer ing the phone was unable to supply the correct password See Administrator s Work Sheets System Distribution List Group distribution lists allow the subscriber to send a mes sage to a group of mailbox numbers by specifying a single destination The VPS can accommodate up to 100 such lists and each can contain up to 40 mailbox numbers Each O 2 20 Overview of VPS Functions 2 2 System Administration Mailbox Settings group distribution list is assigned a number containing the same number of digits as the mailbox numbers used by the system Entries can be added to or deleted from group dis tribution lists by the system admi
583. whatever reason it can be deleted by the subscriber before delivery To delete pending external delivery messages 1 9 Same as Checking External Message Delivery 1 10 Press 1 to reschedule You will hear the prompt If you wish to cancel this external message delivery press 1 Otherwise press 2 1 11 Press 1 to cancel the external message delivery U 3 30 Subscriber s Guide 3 3 External Message Delivery 3 3 8 Rescheduling Canceled External Delivery Attempts 1 9 10 13 The subscriber has the option of rescheduling external delivery messages which were canceled because the recipient s telephone was busy or there was no answer Canceled calls can be rescheduled within the message retention limit of the mailbox Same as Checking External Message Delivery Press 1 to reschedule You will hear the prompt If you wish to cancel this external message delivery press 1 Otherwise press 2 Press 2 to change the setting You will hear the prompt To change the telephone number press 1 Otherwise press 2 Press 1 to set the number You will hear the prompt You can enter any digits via key pad Please enter the telephone number and wait a moment Enter the telephone number You will hear the prompt This telephone number is Subscriber s Guide U 3 31 3 3 External Message Delivery change the telephone number press 1
584. will return to the Alternate Transfer Sequence Menu Select 4 Extension Listing The menu will appear Program Auto Attn Setting Alternate Transfer Sequence Listing 1 101 2 102 Program Auto Attn Setting Alternate Transfer Sequence Extension Listing 1 101 2 102 Press when you finish the setup You will return to the Alternate Transfer Sequence Menu Manager s Guide System Administrator 3 69 3 4 Keyboard Operations 3 4 4 Hardware Setting Menu 1 Select 4 Hardware Setting Menu from the System Admin istration Top Menu VT100 compatible terminal Program Hardware Settings Menu RS 232C Port Setting Silence Reduction PBX Interface Parameters SELECT ITEM AND PRESS RETURN KEY or Other RS 232C terminal ASCII Terminal RS 232C Port Setting Program Hardware Settings Menu Silence Reduction PBX Interface Parameters Enter the Number M 3 70 System Administrator Manager s Guide 3 4 Keyboard Operations 2 VT100 compatible terminal or Other RS 232C terminal ASCII Terminal 3 Select 1 RS 232C to set a data terminal Program Hardware Settings RS 232C Menu Baud Rate E eie Rp RR TE esten 9600 Word Bit Length A n 8 yp None Stop Bit Lengthy ect RUNDEN RUE 1 Program Hardware Settings RS 232C Menu 1 Baud Rate 9600 1 150 2 300 3 600 4 1200 5 2400
585. word given to a subscriber s guest to protect access to the guest mailbox of the subscriber The physical units making up a computer system The key on the telephone keypad A VPS voice prompt which allows the user to receive the complete list of available options in the current menu at any time A feature which allows the message receiver to reply to a message without specifying the extension number of the message sender this information is held by the VPS A variety of features to which a non subscriber will be directed if he or she cannot complete his or her call E g call holding calling another extension Clearing the VPS of all messages and mailboxes and initializing the system tables Glossary Glossary Interview mailbox Interview service Keypad LCD Mailbox capacity Mailbox extension number Mailbox management Menu Message delivery redial Message manager Message retention time Message retrieval order Message scan A special type of subscriber mailbox where the owner can record questions for the caller to leave answers to A series of prerecorded questions are given to the VPS caller to which he or she can leave a recorded reply All touch tone keys on the telephone Liquid crystal display The number of messages that can be recorded in a sub scriber s mailbox set to between 5 and 99 by the System Administrator The individual extension number of a subscriber
586. write error Accessed by the CPU card CO DSP combination test errors CO DSP DTME Detect Test Error Test in which codes 1 2 0 are generated by CO card and received by DSP was carried out and resulted in an error CO DSP Record Playback Test Error Test in which DTMF codes 1 2 0 generated by CO card are recorded in DSP voice buffer and then the recorded DTMF codes are played back one after another and received by the CO card resulting in an error CO DSP CPU CO Com Time out Error CPU card CO card FIFO communication timeout error CO DSP CPU DSP Com Time out Error CPU card DSP card FIFO communication timeout error CO DSP CPU CO Com Hard Error CPU card CO card FIFO communication hardware error CO DSP CPU DSP Com Hard Error CPU card DSP card FIFO communication hardware error CO DSP DSP Data R W Error DSP voice processing error Manager s Guide System Administrator M 3 99 3 4 Keyboard Operations Error and warning indications during system operation Indication Meaning DISK SPACE IS NOW EXECUTING 80 80 or more of the HDD voice message save area is in use COOLING FAN HAS STOPPED The HDD cooling fan has stopped FUNCTIONING BATTERY IS LOW Memory clock backup battery voltage is low ASCII TERMINAL Program Load Error Error loading ASCII terminal control program VT100 Program Load Error Error loading VT 100 control program Errors
587. x See 1 5 Receiving a Message from the Guest Mailbox Guide for Non subscribers 1 2 Calling the VPS When you call your customer whose company is provided with the VPS you will be welcomed by the Automated Attendant Service like a telephone switch board operator Otherwise you will leave a message by dialing the exten sion number connected to the Voice Mail Service 1 2 1 Calling the Voice Mail Service You have to know the extension number connected to the Voice Mail Service 1 Dial an extension number which is connected to the Voice Voice Mail Service s Mail Service Extension Number You will hear the prompt Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 You can specify the destination of your call by entering the mailbox number or by entering the name Using the mailbox number Intended Person s 1 Enter the mailbox number Mailbox No 2 3 4 Guide for Non subscribers N 1 3 1 2 Calling the VPS Using the primary initials 8 faa 1 Press and 1 You will hear the prompt Please enter the first 3 or 4 letters of the person s last name For the letter Q press 7 For the letter Z p
588. x press 1 To change the mailbox parameters press 2 To set the group distribution lists press 5 For guest account management press 4 8 Press 1 to customize your mailbox You will hear the prompt Current personal greeting is Personal greeting is not recorded To change the personal greeting press 1 To accept press 2 To erase the greeting press 3 9 Press 1 to set the personal greeting You will hear the prompt U 1 4 Subscriber s Guide 1 1 Setting up the Mailbox 10 Note Please state your greeting at the tone To end recording press 1 To pause and restart recording press 2 Speak your greeting and press 1 to end recording You will hear the prompt The personal greeting is To change this message press 1 To accept press 2 To erase greeting press 3 It is helpful to include a statement of your answering telephone number with the exchange name or national code in the greeting message A greeting message begins within 3 seconds of answering of paytone ceasing or of answering ceasing as appropriate Press 2 to accept the greeting 1 1 3 Setting a Mailbox Password To set a password 1 8 9 The subscriber has the option of setting a password for his or her mailbox to prevent other users from accessing fea tures other than message recording Once this has been done anyone accessing
589. x No Message Manager s mailbox Reset Clear No Bulletin Manager s mailbox No Work Sheets W 1 7 Chapter 2 Index This Index may be useful when searching for the work sheet that you need or when searching for more information in the Manager s Guide First find the term from the index arranged in alphabetical order then look up the page for the Work Sheets or in the Manager s Guide for more information Index A Alarm Indicator eee ASCII Terminal Automated Attendant Setting Automated Attendant Setting Call Queuing Announcement Mode Automated Attendant Setting Department Dialing Automated Attendant Setting Operator s Parameters B Back up Battery Battery Adapter aee ee ees Broadcasting Bulletin Board Messages Bulletin Board Service Bulletin manager Bulletin Manager s Password C Call Queuing Announcement Call Services Class of Service Setting Call Services Day Service Time Call Services Outgoing Call Service di Call Services Port Setting pees ETE Company Greetings Company Name CPU hi bus Ref Page in Work Sheets Ref Pag
590. xtension Number If you must get a message from one place to another in a hurry specify it as Urgent This can be done only if the subscriber to whom the urgent message is addressed has his Timed Message Notification Status set to ON Specifying an urgent message should be done after you record the message When an urgent message is recorded the VPS will call the specified telephone number and deliver the message directly Dial an extension number which is connected to the Voice Mail Service Subscriber s Guide U 3 9 3 1 Recording to Deliver a Message Your mailbox number fel eel es ae gt 5 You will hear the prompt Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 Press gt then enter your mailbox number You will hear the prompt Please enter the password followed by a hash sign Enter the password The VPS will announce the number of messages You will hear the prompt To receive a message press 1 To deliver a message press 2 For other features press 3 For help at any time press 0 Press 2 for Message Delivery U 3 10 Subscriber s Guide 3 1 Recording to Delive
591. y telephone please wait a moment To call the operator press 0 Manager s Guide Message Manager M 5 49 5 7 Customizing the Message Manager s Mailbox Message Manager s mailbox number Lo e Message Manager s password 4 5 8 2 4 Press then enter the Message Manager s mailbox number You will hear the prompt Please enter the password followed by a hash sign Enter the password Now you are in the Message Manager s main command menu You will hear the prompt You have message s To transfer messages from the general delivery mailbox press 1 To change the company greetings mode press 2 For other features press 3 For help at any time press 0 Press 3 for Other Features You will hear the prompt M 5 50 Message Manager Manager s Guide 5 7 Customizing the Message Manager s Mailbox To change the company greetings press 1 For department dialing programming press 2 To modify voice prompts press 3 To record a company name press 4 To customize your mailbox press 5 To set the clock press 6 To set up message waiting notification press 7 5 Press 5 to customize your mailbox 5 You will hear the prompt The current password is or Password is unassigned To change this setting press 1 Otherwise press 2 1 6 Press 1 to set the password
592. y the previous message press 1 twice To play the next message press 2 To erase this message press 3 To reply press 4 To rewind press 5 To fast forward press 6 To transfer this message press 7 For message scan press ERI 10 Press 1 to repeat the message Subscriber s Guide U 2 21 2 7 Changing Playback Speed There may be some situations in which you are very busy but must find a particular message The VPS can help all you have to do is change the playback speed To change the playback speed s 1 While playing messages press 9 to select the accelerated speed 2 If you want to reset it to the normal speed press 9 again o U 2 22 Subscriber s Guide 2 8 Rewinding Fast Forwarding Messages To rewind messages Voice Mail Service s Extension Number 2 3 Your mailbox number 3 Your password LJ s You can rewind the current message for 4 seconds while receiving messages You can fast forward the current message for 4 seconds while receiving messages Dial an extension number which is connected to the Voice Mail Service You will hear the prompt Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone pl
593. ying the new one into your telephone Managing the General Delivery Mailbox See 5 2 Company Greetings Operation See 5 3 Setting Department Dialing See 5 4 Modifying Voice Prompts See 5 5 Recording the Company Name See 5 6 Customizing the Message Manager s Mailbox See 5 7 Setting the Date and Time See 5 8 M 5 2 Message Manager Manager s Guide 5 1 What is a Message Manager Before starting message management To access the Message Manager s mailbox Voice Mail Service s Extension Number Message Manager s 2 mailbox number 9 9 3 Message Manager s password 4 Ls e Use the work sheets provided to record the information you will need to do your tasks throughout the system Just fill in the blanks with the information requested Once you have finished filling out the work sheets you can use them as quick reference cards to aid you in message management Dial an extension number which is connected to the Voice Mail Service You will hear the prompt Good morning Good afternoon Good evening You have reached the voice processing system Please enter the mailbox number of the person for whom you wish to leave a message To enter by name please press a hash sign and 1 If you are using a rotary telephone please wait a moment To call the operator press 0 Press then enter the Message Manager s mailbox number You will hear the prompt P
594. you can hear only the top 4 seconds of all messages in your mailbox Also you can hear the recording date and the sender s name with each message There are two types of information that can be provided in a scanned message the top segment of the message only the top segment of the message with the recording date and the sender s name To set the message information 1 10 Same as the Automatic Retry on Busy or No Answer 11 Press 2 to skip to the next step You will hear the prompt on the next page Subscriber s Guide U 1 15 1 1 Setting up the Mailbox The first part of your message will be played with time and date stamp and sender s name during message scanning Only the first part of your message will be played dur ing message scanning To change this setting press 1 Otherwise press 2 12 Press 1 to set the message scanning information You will hear the prompt To play the first part of your message with time and date stamp and sender s name press 1 To play only the first part of your message press 2 13 Select 1 or 2 You will hear the prompt The first part of your message will be played with time and date stamp and sender s name during message scan ning Only the first part of your message will be played during message scanning To change this setting press 1 Otherwise press 2 14 Press 2 to accept the setting U 1 16 Subscri
595. ype BREP then press RETURN The menu will appear BREP Top MENU 16sec 4 MAR 1 1 24sec 29 NOV 1 11 28sec 12 DEC Ext 34 1 1 24sec 29 NOV Note Number in Selected Number in Bulletin Board message Number preceded by Message No Information in Message Length Recording Date Destination Ext Mbx M 3 96 System Administrator Manager s Guide 3 4 Keyboard Operations 3 4 7 6 PSET Report Printing Time Set 1 Type PSET then press RETURN The menu will appear PSET Report Print Out Service Disable 1 Enable 2 Disable 2 Press 1 to enable this function or Press 2 to disable it The menu will appear Enter the Print Out Time hh mm AM PM Enter the time to print the report 3 4 77 ELOG Error Log 1 Type ELOG then press RETURN The menu will appear ELOG DEVICE ERROR CO2 DSP1 SYS TEST 02 DISK1 DATA R W 52 12A3B CO2 DSP1 SYS TEST 02 CPU MEM GET CPU SOFTWARE CPU CO COM CPU DSP1 COM CO2 SELF TEST 01 DSP1 DATA R W 0 DSP CARD2 ROM Clear Y N Manager s Guide System Administrator 3 97 3 4 Keyboard Operations Note Types of errors displayed on the screen and their meanings are as follows Device error log indications Displays an error log for the CO card DSP card CPU card hard disk etc Types of errors and their significanc

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