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Octopus F IVM V3.0 User Manual

1. 31 Table 3 3 Setting Up and Recording Greetings 32 Table 3 4 Recording a Private lt 32 Table 3 5 Setting Control Parameters for 33 Table 3 6 Activating and Deactivating Message Recording 34 Table 3 7 Changing the Mailbox Code Number 34 Table 3 8 Changing the Code Number for Private 55 34 Table 3 9 Activating and Deactivating the Notification 35 Table 3 10 Entering and Selecting Notification Call Number 36 Table 3 11 Activating Deactivating the Substitute Function 37 Table 3 12 Creating and Making Selections from the Substitute List 37 Table 3 13 Setting Up Auto Attendant Speed Dialing Destination Numbers 38 Table 3 14 System Messages Language 39 Table 3 15 Recording and Changing the User Name 39 Table 3 16 User settings menus 43 Table 3 17 Alternative destination for busy 44 Table 3 18 Alternative destination for unavailable menu 45 Table 3 19 Set e mail delivery menu 46 Table 3 20 Automatic greeting menu 46 Table
2. Table 3 2 There are different mechanisms available for selection of each greeting see also Section 3 4 4 Setting Control Parameters for Greetings Greetings Overview Depending on the mailbox classes the following mechanisms are available Manual Day Night dependent Depending on the type of call Calendar controlled The day night control is configured with Octopus F In addition to recording greetings with the telephone handset IVM also supports the use of pro fessionally recorded greetings Professionally recorded greetings are especially recommendable for company greetings Note The input of professionally recorded greetings occurs via KC Manager Kundenman ager Please see your system administration about this User Guide 31 Mailbox Use and Operation Individual Mailbox Functions After accessing the function the mailbox owner has the following options ual greeting control is being used Function Key STD XP Select the next greeting only if more than one greeting exists and the man Repeat the selected greeting G Delete personal greeting and replace with system greeting 822 Disable system greeting and replace with a personal greeting new record ing Users have the following options after pressing the key twice Begin the recording anew only during recording no key End recording When the recordin
3. 35 3 4 8 2 Entering and Selecting Notification Call Number 35 3 4 9 Substitute Function eim cei SARE OOS LE bu eta gut Dum 36 3 4 9 1 Activating Deactivating the Substitute Function 36 3 4 9 2 Selecting and Entering the Substitute s Extension Number 37 User Guide 3 Content 3 4 10 Setting Up Auto Attendant Speed Dialing Destination Numbers 38 3 4 11 Selecting a Language for User 38 3 4 12 Changing a User 39 3 97 Mobily tab Musee kon bob bench ad bar debe 40 915 T Basic FUNCIONS bas e ace bea oe p a hele aos 40 S02 Inbound svi oe org or Sect a ats NE 40 3 99 Odtbournd 5 ean te een y tua d 40 3 545 Malt dod at Ue adt en loud QUEM Meis aui acd gs Ap A aen 40 Sos T DIA issus denn dul don ral Ris a ate ISTE do e D o ate qa ra e E 41 3 5 4 2 NUMBERS s s e dum uci Sos le eoo EUER BUE 41 3 5 4 3 Personal Phone book Speed Dial Destination Directory 42 3 5 4 4 Dialing from the personal Phone book Speed Dial Destination Directory 42 304 5 User Settings s tas aodio
4. d 43 3 5 4 6 Set alternative destination for busy 44 3 5 4 7 Set alternative destination for 45 3 54 98 s Sel e mall delivery os enar exe Cas s en eed 45 35459 Automati greeting 46 3 5 4 10 Recording of your own spoken notices 47 30 0 MallDOXG ACCESS a doa pai snas qute wi aha e Pes aa a ah wie ahs VE del den P 48 370 67 Function Gals xax sc dba ifte ar o ceci dren AHORA US RUE ERR 49 3 5 7 Functions Available During a 50 SD TZ Consultations decr eos ee ens eat och 50 OON TOUS IRSE ses oes Oe eRe UE IERI M 51 3 5 7 3 Up a Conference c catene e EG DERE Re RES EE 51 3 5 7 4 Recording Mobility NS e eoe Se ede et M ee aded 52 3 5 7 5 Picking Up Calls Taking Over 53 4 Administration with the SuperUser Function 55 OVerVIQWS do LIU a arid MIELE P Mt dA Ot OO 55 4 2 Accessing the SuperUser 56 4 3 Administration of Mailboxes 58 4 3 1 Setting up a Mailbox i ae E d een 58 43 2 Dele n
5. Note When using IVM in a IP Netpackage environment the entire administration must oc cur via the KC Kundenmanager The SuperUser function is automatically deacti vated in this case User Guide 55 Administration with the SuperUser Function Accessing the SuperUser Function 4 2 Accessing the SuperUser Function The SuperUser function allows basic administration of the system Accessing the function is similar to accessing a mailbox After calling the V3 0 group number enter the prefix followed by the SuperUser code number default code 12345678 All SuperUser activities are recorded in a log file with date and time After accessing the SuperUser function and entering the valid code number the number of ex isting mailboxes and remaining memory capacity are announced see Section 4 3 Adminis tration of Mailboxes Afterwards the various SuperUser functions can be selected by tele phone keys 56 IVM V3 0 Administration with the SuperUser Function Accessing the SuperUser Function The keys back and forward allows to scroll between the functions as it is shown in the following figure Call to the VM number Enter a code number 2 Repeat 5 Set up mailbox Mailbox administration 6 Delete mailbox System messages Number of mailboxes configured Free language memory hr min y Check mailbox status Switch to user mailbox Test
6. gt The message recording function must be activated Interrupting the greeting The caller can interrupt the greeting of the mailbox user using STD XP at any time if message recording is enabled he can start recording the message directly after the tone Call transfer to a substitute If the caller presses the key during the greeting the system immediately switches to the substitute referral extension Note The substitute referral extension function for normal mailboxes needs to be ac tivated by the mailbox owner and message recording needs to be enabled Ending a message The caller can end a message in one of three ways 1 By hanging up The recorded message will be assigned the priority normal 2 By pressing the key Afterwards the caller can post process the message i e change the priority User Guide 19 General Information on Mailboxes Information Mailboxes 3 By pressing The caller will then be transferred to a previously selected substitute The recording will be saved if it is long enough and the message recording function of the mailbox has been switched on e Auto attendant mailboxes Auto attendant mailboxes offer in addition to the standard mailbox the possibility for call ers to transfer their own calls with the help of speed dialing abbreviated numbers digits 0 to 9 Also possible is name selection and the direct dialing of a system extension by di alin
7. e Now dial the new number followed by If you have created a personal phone book see Section 3 5 4 3 Creating a Phone book Speed Dial Destination Directory on page 3 42 you can also enter a speed dial number see Section 3 5 4 4 Dialing from the personal Phone book Speed Dial Destination Di rectory on page 3 42 e To end the consultation call press disconnect The connection to the consultation party is cleared down and you are returned to the first party If you are at the time when you hang up in consultation the partners can be connected or dis connected This is defined by the parameter Conversation on hold allowed in the system 50 IVM V3 0 Mailbox Use and Operation Mobility 3 5 7 2 Toggle Once you have set up a consultation connection see Section 3 5 7 1 Consultation on page 3 50 you can switch back and forth between both parties as often as required This is called toggling The Toggle function is also available if you set up a consultation connection while involved in a teleconference see Section 3 5 7 3 Setting Up a Conference on page 3 51 You can then switch between the conference and the consultation party To toggle press 7 You can do this as often as necessary To completely clear down the connection to the current party and revert to the other waiting par ty press disconnect Replacing the handset disconnects all other parties 3
8. references to the IVM V3 0 interface with XP No information is entered in parenthesis if key input applies to both interfaces Note A system telephone such as Octophon F or analog telephone with DTMF dialing is required for IVM The Record feature is started and stopped via the programmed recording button see the Octopus F200 400 650 service manual on a system telephone such as Octophon F or via a feature procedure on a non system telephone 1 5 Signaling Incoming Messages 1 5 1 Visual or Acoustic Signaling When a new message arrives the message LED Message Waiting Indication automatically illuminates on the assigned Octopus F station A special dial tone is used on devices that do not have an MWI LED With software version HE200V 03 202 and Octopus F system software V5 0 SMR5 or later the number of new messages is shown on the system telephone display Signaling starts when the first message arrives and is automatically stopped after the last mes sage has been retrieved If a notification call is set up and activated for a particular mailbox this is performed in addition to the message being signaled on the phone Depends on Octopus F200 400 650 configuration 1 5 2 E mail Signaling With software version HE200V 03 202 and Octopus F system software V5 0 SMR5 or later new messages in a mailbox can also be signaled via e mail Up to three e mail addresses can be entered with an optional WAV f
9. 1 IVM User Interfaces IVM offers the user a choice of two user interfaces on the telephone e standard IVM interface which was available in Version 1 0 and e newin Version 2 0 an interface which has been adapted to IVM V3 0 The active interface is activated by system administration and is valid system wide for all mail boxes The user interfaces are different with regard to key use however the system voice prompts are largely identical In this documentation references to the standard interface are marked STD key commands referring to IVM V3 0 are marked XP There is no indication if the key command in question is valid for both interfaces 3 2 Mailbox Access Code Numbers Each mailbox is assigned to a specific extension within the telephone system A mailbox owner accesses his or her own mailbox by calling the IVM number A distinction is made between e internal calls from the mailbox owner s extension and e external calls or calls from other internal extensions If an internal call is placed from the mailbox owner s extension the system asks the caller to enter his or her code number The mailbox can be accessed after the valid code number has been entered If an external call or an internal call from another extension is placed the system also asks the caller to enter his code number However after the code number has been entered the system asks the caller to enter the mailbox number If the code number a
10. 5 7 3 Setting Up a Conference When using the Toggle feature see above the two other parties have no contact with each other however you can join them so that you can talk to each other in a three way conversa tion This is called a conference The maximum number of participants in a conference is 12 To set up a conference e First setup a phone connection to one party e Set up a consultation connection see Section 3 5 7 1 Consultation on page 3 50 to an other party e Press conference The two other parties can now speak to each other Repeat the procedure to add more users to the conference Repeat this procedure until all the parties you want are added to the conference Once a conference is set up you cannot disconnect individual parties only the entire confer ence The parties themselves however can exit the conference individually by hanging up Once the last user has hung up you hear an acoustic signal indicating that there are no more parties con nected How you then proceed depends on how this conference was set up e first conference participant was forwarded to you see Section 3 5 2 Inbound Calls on page 3 40 your connection is cleared down e If you called the first participant from the Mobility main menu see Section 3 5 4 Main on page 3 40 you are returned to the main menu User Guide 51 Mailbox Use and Operation Mobility e Press to clear down al
11. a conference totally A conference is terminated and all lines are disconnected as soon as the conference leader hangs up If the system setting Continue the conference without leader is enabled the confe rence leader should use the Disconnect function T or 8 before hanging up to make sure the conference is terminated 6 5 1 2 Temporarily continuation without conference leader If Continue the conference without leader is enabled in the system settings the conference can continue for a limited time defined by the system administration after the conference lea der has hanged up The conference leader can return at any time within the continuation by just dialing into the con ference room A conference room code is not needed then 30 seconds before automatic disconnection of all participants the end of the conference is an nounced The remaining time gives a chance to say goodbye 6 5 1 3 End of one conference starting another Conferences are terminated without closing the conference room if just the conference leader stays in the conference room e g e after the last guest participant hangs up e conference leader disconnects all participants by pressing or CJ Now the conference leader can build up another conference using the same initiation parame ters 6 5 2 End a conference via web browser Look at the online help of the WBM for description 70 IVM V3 0 Index Index A A
12. are routed to the relevant menu and hear an announcement If you dial the key sequence CJ a comprehensive status announcement is output User Guide 43 Mailbox Use and Operation Mobility Note You can also use function calls to activate the functions keys J 2 3 GJ 3 5 4 6 Set alternative destination for busy If an activated forwarding destination is busy incoming calls can be forwarded to an alternative destination If this function is deactivated your calls are routed to the mailbox s answering machine You can make the relevant settings for this in the Alternative destination for busy 1 Select 6 in the User settings menu menu You are now in the Alternative destination for busy menu and the system announces the current setting It then announces the various options that you can select with the appro priate key The following options are available Key selected The current setting for the alternative destination on busy is an nounced Activate alternative destination for busy Alternative answering machine for busy Activate answering machine for busy Check status Return to the main menu Table 3 17 2 Make the required user setting by pressing the relevant key Alternative destination for busy menu The selected user setting is executed and you are returned to the User settings menu 44 IVM V3 0 Mail
13. be set according to time weekday and time The time control is configured by system administration via KC Manager Upon receiving a notification call the user enters his or her code number and can listen to the new message immediately With KC Manager the notification call function can be set to notify users of every incoming message or only messages which have been classified as urgent Note Before the notification call can be activated a destination telephone number for the notification call must be entered Function Key Key STD XP Announce current status Activate or deactivate the notification call Table 3 9 Activating and Deactivating the Notification Call 3 4 8 2 Entering and Selecting Notification Call Number A notification call number must be entered before the notification function can be activated Up to five notification call numbers can be entered in a list The currently announced notification call number is used New notification call number are activated by scrolling forward If the notification call should be sent in the form of an SMS to a mobile phone or a pager mes sage system administration must configure the function with KC Manager User Guide 35 Mailbox Use and Operation Individual Mailbox Functions Note There is no confirmation of receipt for notification via pager or SMS It thus cannot be determined if such a notification has reached its recipient
14. machine function Your calls are forwarded to the answering machine in the following cases e Mobility is deactivated e The forwarding destination is busy and the alternative destination for busy is deactivated e The forwarding destination does not respond and the alternative destination for unavail able is deactivated Depending on the user settings recordings are delivered either to the mailbox and or as a WAV file to your e mail address User Guide 45 Mailbox Use and Operation Mobility You can activate or deactivate e mail delivery in the Set e mail delivery menu 1 Select 8 in the User settings menu You are now in the Set e mail delivery menu and the system announces the current set ting It then announces the functions that you can select with the appropriate key The following options are available Key selected The current message delivery setting is announced Activate e mail delivery Deactivate e mail delivery Check status Return to the main menu Table 3 19 Set e mail delivery menu 2 Make the required user setting by pressing the relevant key The relevant user settings are executed by dialing and 5 Click to return to the User settings menu Note The settings in this menu are only effective if message recording is deactivated in your mailbox 3 5 4 9 Automatic greeting Your caller can hear an automatic greeting before a call is accepted at
15. of the Internet connection scroll back 3 scroll forward 1 Test of the Internet connection System announcement IP address network mask standard gateway 3 Software Upgrade ystem announcement Download active versions of 4 Update the software possibly available upgrade packages Change SuperUser code number 0 Change SuperUser code number scroll back language of the system announcement 8 Select language Figure 4 1 SuperUser Function Access to the SuperUser function is ended by hanging up the telephone i e by interrupting the connection User Guide 57 Administration with the SuperUser Function Administration of Mailboxes 4 3 Administration of Mailboxes After a successful dial in as SuperUser first the mailbox administration is made available The status announcement informs about the number of existing mailboxes and the remaining mem ory capacity Note This announcement is repeated if the system administrator returns to the mailbox administration function by scrolling forward or back The following functions are available to the system administrator Function Key Set up a mailbox Delete a mailbox Query the status of a mailbox Table 4 1 Accessing Mailbox Administration F
16. phone number has no effect on the current status active in active of the substitute function However if the currently selected substitute number is deleted without selecting a new number the substitute function is deactivated User Guide 37 Mailbox Use and Operation Individual Mailbox Functions 3 4 10 Setting Up Auto Attendant Speed Dialing Destination Numbers If a caller selects a speed dialing destination number which has not been set up the call is han dled as follows 1 The call is forwarded to a mailbox specific number 2 The call is forwarded to a mailbox specific operator 3 The call is forwarded to a system wide operator 4 The is forwarded to a system mailbox If none of the above mentioned destination numbers have been set up the connection is inter rupted All auto attendant mailboxes can have speed dial numbers The caller can select another user internal or external or another mailbox during the announcement by pressing the appropriate number key on his or her telephone The caller must be informed of the available options by the announcement On accessing the function to change speed dial numbers the last selected speed dial number or the speed dial list is announced The speed dial numbers occupy the range 0 9 and can be linked to an internal destination number an external destination number or a mailbox Function Key Key STD XP Announce currently
17. 3 21 Functions available during a 50 Table 4 1 Accessing Mailbox Administration Functions see also Figure 4 1 58 Table 4 2 Test the Internet connection 60 Table 4 3 Changing the Code 60 Table 4 4 Changing the Language for System Announcements 61 User Guide 9 Tables 10 IVM V3 0 Introduction Target Group 1 Introduction 1 1 Target Group This manual is intended for users and system administrators of IVM 1 2 Functions Description Overview IVM V3 0 is ais a system for operating voice mailboxes with various feature sets including the AutoAttendant function menu prompted call transfer The system is designed for use as an add on module in Octopus F communication systems System management is performed via Kundenmanager or KC Manager IVM V3 0 offers the following functions e Depending on the type of the system and product variant of IVM V3 0 up to 8 and 24 ports respectively i e up to 8 and 24 processing of parallel forwarding calls or processing of par allel answering respectively e 100 hours voice recording capacity e Two user interfaces telephone user interface the standard interface is the same interface used in Version 1 0 The IVM interface has been added it allows keys to be adapted for IVM V3 0 same key for the same function e Supports Octopus F mul
18. 8 6 3 1 5 Hold Alternate Add participant Transfer of a conference 68 6 3 2 Conference control web 69 6 4 Joining a conference as a participant 69 6 5 End a suc ni aire dese LER e edes gta 70 6 5 1 End conference via telephone 70 6 5 1 1 End a conference totally 202 253 ve Fi beh bed wee 70 6 5 1 2 Temporarily continuation without conference leader 70 6 5 1 3 End of one conference starting 70 6 5 2 End a conference via web 70 Index oto ed eis ERE Se tae ee 71 User Guide 5 Content 6 IVM V3 0 Figures Figures Figure 3 1 Mailbox Functions acte e Pee hosed ete pane te Peres 27 Figure 3 2 Arrangement of Messages in the Input and Storage Areas 29 Figure 4 1 Superdser Feb 0 5 ea naa e deo edo nox 57 User Guide 7 Figures 8 IVM V3 0 Tables Tables Table 2 1 Caller Control Options for Announcement 21 Table 3 1 Possible Mailbox Functions depending on mailbox class 30 Table 3 2 Greetings
19. Dial Destination Directory To create your personal phone book proceed as follows 1 Enter a speed dial number 1 9 or 1 99 depending on the system setting followed by in the main menu When prompted enter a phone number followed by J 3 Correct with 0 or confirm with J Record the relevant name after the prompt and click J Confirm with J You hear a message stating that speed dialing is configured and you can now perform di rect dialing with reprogram the speed dial destination with or cancel the operation with You are returned to the main menu if you cancel the operation 3 5 4 4 Dialing from the personal Phone book Speed Dial Destination Directory To dial the number of a speed dial destination proceed as follows 1 Enter the relevant speed dial number in the main menu followed by IVM announces the associated name and prompts you to dial it with reprogram the speed dial destination with 0 or cancel the operation with J 2 To dial press The telephone connection is established You are returned to the main menu if you cancel the operation To delete a speed dial destination proceed as follows 1 First dial the speed dial number followed by 2 Then dial 0 followed by This deletes the speed dial destination 42 IVM V3 0 Mailbox Use and Operation Mobility 3 5 4 5 User settings Your administrator has created a user profile user settings for yo
20. Octopus IVM V3 0 User Manual Content Content 1 Introduction soo eee eee est es Sea ere ees 11 Target TOU co andae SEAR Ark m duet 11 1 2 Functions Description Overview 11 1 3 User Interfaces from IVM via Web Based Management WBM 12 1 4 User Interfaces from via telephone 12 1 5 Signaling Incoming lt 13 1 5 1 Visual or Acoustic 510 13 1 52 E mail vreine ook par ea ewe tan asad eles a eee 13 1 6 Integrating Mobile Terminals Mobility 14 16 1 Basic Functions scire re pu Ebo MEM bise rien Cees 14 1 6 2 OUIDOURG Calls 3 583 33 deca re Seco ea ew ot Yen tee Op ee eoi 15 2 General Information on Mailboxes 17 21 Mailbox Classes eec ded 48 oboe ee Gee REAPS AE RET 17 2 2 Functions Available to 19 2 9 Information Mailboxes ic seca ioe ee Sa EAE a 20 2 4 Switchboard Auto Attendant 21 2 Group Vat taht dig QUA IE d Unt tal AW at o Meet oi zd Es d 22 2 6 D
21. Only DTMF based services are supported Function Key Key STD XP Announce current status of notification call number Change the notification call number Scroll through the list of notification call numbers to select a number Table 3 10 Entering and Selecting Notification Call Number Note Changing the destination telephone number for the notification call has no effect on the status active inactive of the notification call function However if the currently selected notification call number is deleted without select ing a new number the notification call function is deactivated 3 4 9 Substitute Function Users of an entitled mailbox can forward calls to a substitute To do this they must enter the phone number of the substitute and activate the function 3 4 9 1 Activating Deactivating the Substitute Function To forward calls to a substitute s number this function must be activated After reaching this function the current status of the substitute function is announced After wards the substitute function can be activated deactivated How the mailbox responds to calls depends upon whether or not the message recording func tion is activated or deactivated see Section 3 4 5 Activating and Deactivating Message Re cording If message recording is activated the system begins with the message recording function If silence persists for the first 5 seconds of recording or i
22. Voice Prompt of recording is played back for all participants e Beep a particular tone will be replayed to all participants e None no acoustical signaling 52 IVM V3 0 Mailbox Use and Operation Mobility Directly after the recording has been stopped it will be delivered as a massage to your mobility mailbox If a conversation with only one partner was recorded the telephone number of this partner if transmitted will be stored on the massage file If a conference was recorded a system information will indicate that the message you listen to is a conference recording When Recording Mobility it is irrelevant whether the message recording for your mailbox has been activated or not same as Call Live Recording 3 5 7 5 Picking Up Calls Taking Over Calls Changing telephones is possible during a current call It is unimportant whether you have been called or if you have made the call yourself via Mobility Taking over a current call at another telephone is very easy Dial into the Mobility main menu from the desired registered telephone see Section 3 5 5 Mailbox Access on page 3 48 The system recognizes you as a user and immediately switches the current call to this tele phone User Guide 53 Mailbox Use and Operation Mobility 54 IVM V3 0 Administration with the SuperUser Function Overview 4 Administration with the SuperUser Function This ch
23. ameters 6 3 1 5 Hold Alternate Add participant Transfer of a conference or puts a conference on hold and the conference leader can call another single person beside the conference for consultation Advices inform about available control functions in this state Provided functions in this state e Alternate Toggle The conference leader can repeatedly toggle between both parties by pressing or The party the conference leader is not talking to is put on hold any time e Add participants With CK or the conference leader and the single person both enter the confe rence This ends the hold status of the conference e Disconnect or disconnects the party the conference leader it currently talking to If he is talking to the single person this connection is discontinued and the conference lea 68 IVM V3 0 Audio Conferences Joining a conference as a participant der returns to the conference If he is talking to the conference the whole conference is terminated and the conference leader talks just to the single person e Transfer of a conference To transfer the conference to the single person the conference leader just hangs up The single person then is taken into the conference and is it s leader Note This function allows a secretary to build up a conference and transfer it to a boss 6 3 2 Conference control via web browser How to control the conference server via web browser is in detail described
24. an activate one of up to three forwarding destinations available cell phone home office phone for instance Alternatively you can activate message recording If you can not be reached at the active forwarding destination or if it is busy alternative options are avail able You can activate or deactivate all user defined forwarding destinations when on the move As an additional service you can address callers with a standardized or personal greeting Please hold for instance The caller hears the greeting before call acceptance at the for warding destination If the caller suppressed call number display the user number is shown instead IVM Mobility displays the caller s number on the forwarding destination 14 IVM V3 0 Introduction Integrating Mobile Terminals Mobility 1 6 2 Outbound Calls IVM Mobility recognizes the forwarding destinations defined as registered phone numbers de vices You can use Mobility to set up phone calls from all registered phones cell phone home office phone for instance A number of general functions are also available to you e Callback e Redial Number e Phone book If your cell phone supports twin cards you can also use Mobility with the twin card Prerequisite This number must also be entered in your user settings User Guide 15 Introduction Integrating Mobile Terminals Mobility 16 IVM V3 0 General Information on Mailboxes Mailbox C
25. an owner s conference room is always the owner s extension num ber The number of an owner s conference room is always the owner s extension number After entering the conference room number and identification opening of the conference room continues by prompting e Number of conference participants including the conference leader followed by J This is a reservation preventing simultaneous other conferences from taking away required licenses 66 IVM V3 0 Audio Conferences Conference control e Conference room code terminated by to skip entry just press An arbitrary code number which is the access code for this conference This number must before be given to those who are invited to dial into the conference themselves The length of the conference room code number equals the length of the mailbox code number 6 2 2 Opening a conference via web browser To access the web browser e Select as language Sprache English e Login as User and e enter your Mailbox number and your PIN Code A click on the menu Conference room on the left side under Mailbox administration opens the entry mask of the conference server How to control the conference server via web browser is in detail described in the help function online 6 3 Conference control Depending on the control unit the telephone or web browser several control functions are pro vided to the conference leader 6 3 1 Conference co
26. apter is intended for the system administrator more precisely for users with special ad ministration rights so called SuperUser IVM V3 0 can be administered via telephone SuperUser function via Internet Browser or via KC Kundenmanager Basic administration of the system is possible with the SuperUser function The full administra tion of all mailbox parameters is possible either with the KC Manager or via the Internet Brows er The online program offers a description of administration with KC Kundenmanager WBM is described in the Administration Manual and in the online help function re This manual only describes SuperUser administration via telephone Access via spectively 4 1 Overview In order to administer the system the administrator must first access the SuperUser function and identify him or herself with a code number After successfully logging on to the system the following functions are made available to the administration e Set up a mailbox by entering the appropriate extension number and a mailbox class e Delete a mailbox permanently e Query a mailbox status e Test the connection to the Internet e Installation of available software upgrade packages e Change of the SuperUser code number e Changing the Language for System Announcements of these functions are initiated via entries at the telephone keypad The system includes a user interface consisting of corresponding voice announcements
27. box Use and Operation Mobility 3 5 4 7 Set alternative destination for unavailable If an activated forwarding destination cannot be reached call is not answered after a set period of time incoming calls can be forwarded to an alternative destination If this function is deactivated your calls are routed to the mailbox s answering machine You can make the relevant settings for this in the Alternative destination for unavailable menu 1 Select in the User settings menu You are now in the Set alternative destination for unavailable menu and the system an nounces the current setting It then announces the various options that you can select with the appropriate key The following options are available Key selected The current setting for the alternative destination on unavailable is announced Activate alternative destination for unavailable Activate answering machine for unavailable Change alternative destination for unavailable Timeout before a call should be forwarded to the alternative destination for unavailable Check status Return to the main menu Table 3 18 Alternative destination for unavailable menu 2 Make the required user setting by pressing the relevant key The selected user setting is executed and you are returned to the User settings menu 3 5 4 8 Set e mail delivery As the owner of a Mobility mailbox you can also use the answering
28. chronological order e Messages classified as urgent are reclassified as normal after they have been heard in their entirety The priority change does not occur until after the messages have been heard e Each message is provided with a date and time stamp which is announced at the end of the message The caller s number can also be played back provided it was transmitted with the call this feature must be switched on during set up e Messages in the input area that are identified as private cannot be forwarded e All normal and private messages can be moved from the input area to the storage are saved and vice versa Urgent messages cannot be moved until they have received the priority normal after being played entirely e New messages are always placed in the input area 28 IVM V3 0 Mailbox Use and Operation Individual Mailbox Functions Characteristics of the storage area e Only a limited number of messages can be saved the capacity is set by the system ad ministration Messages in the storage area are played back as a never ending loop see Figure 3 2 An advance announcement informs you that you have entered the storage ar ea e All messages are arranged in chronological order Depending on the configuration by the system administrator the oldest messages or the newest will be played first see also Section 2 8 Order of Message Inquiry e Private messages are indicated by a corresponding announcemen
29. ctivating the personal assistant 36 Add participants to the telephone conference 68 Audio Conference Overview 65 Audio Conferences 65 Auto attendant mailbox with distribution lists 17 B Basic mailbox 17 C Caller callback 30 Caller s number 28 Changing a user name 39 Changing the language for super user system announcements 61 Changing the super user password 60 Conference control 67 via telephone 67 conference participants number of 66 Conference room code 67 D Date stamp 28 Delete message 30 Distribution lists 23 E End a conference 70 via telephone 70 Exclusive mailbox 17 F Fast forward message 30 Forward message 30 Functions description overview 11 G Greetings Changing the password for the private message 34 User Guide 71 Index Controlling greetings 33 Manual selection 31 Overview 31 Recording and selection 31 Setting up and recording greetings 32 Group mailbox 17 Information mailbox 17 Input range 28 30 Interruption for five seconds pause 30 J Joining a conference as a participant 69 K KC Kundenmanager 55 L Language selection Normal mailbox owner 38 M Mailbox Auto attendant mailbox with distribution lists 17 Basic mailbox 17 Changing the mailbox password 34 Classes 17 Delete 59 Exclusive mailbox 17 Functions overview 30 General information 17 Group mailbox 17 Information mailbox 17 Navigatiion 26 Preferred auto attendant mailbox 17 Preferred auto att
30. curity If your number is entered in a Mobility mailbox you can access the Mobility main menu without entering a password If your number is entered in multiple mailboxes you are prompted to enter the mailbox number You are routed to the Mobility main menu after you enter a suitable mailbox num ber If you did not enter the mailbox number correctly you are prompted again to enter the mail box number If you accessed the Mobility main menu with the mailbox number you are only prompted to enter the password when you switch to the message block with CJ If your Mobility mailbox is a member of one or more group mailboxes this is taken into ac count during password verification Exception If your extension is registered at a Mobility mailbox and a dedicated mailbox exists for your extension you are prompted to enter this mailbox number followed by the password when you call the IVM hunt group from your extension In this case you are immediately routed to your mailbox s message block Press to switch to the Mobility main menu e High security You are immediately prompted to enter the mailbox password here If your Mobility mailbox is a member of one or more group mailboxes this is taken into ac count during password verification that is you can access a group mailbox without further verification if the Mobility mailbox is one of your members 48 IVM V3 0 Mailbox Use and Operation Mobility If the system is abl
31. dcast Mailbox Class 16 preferred group mailbox Mailbox class 17 MOH announcement mailbox Individual configuration of mailbox features set up only with KC Manager User Guide 17 General Information on Mailboxes Mailbox Classes Note You can determine which options are included by accessing your mailbox All avail able functions are announced via internal system messages Mailbox Class 1 3 4 5 6 7 9 10 1 12 o 17 Record retrieve messages X Save messages Record and send messages Message forwarding X X X X N X xX xX back caller Number of possible greetings XI X Xx XI X Xx XI X Xx XI X Greeting control XI x eA AIX X XI X X AIX X XI X AIX X X X X AIX X X X Information mailbox Private message Record user name gt lt gt lt Notification call XX Xx Xx Substitute function Language selection xXx XX DX Speed dialing AutoAttendant Group mailbox Distribution list Broadcast Fax intercept target Speed dial destinatio
32. e A user name must be recorded to use vanity dialing 006922 Recording and Changing the User Name User Guide 39 Mailbox Use and Operation Mobility 3 5 Mobility 3 5 1 Basic Functions The Mobility function lets you integrate external telephones cell phones home office phones etc like extension phones in PABXs Basic PABX functions such as consultation toggle and conference setup can thus be ex tended to external connections your cell phone for instance The recording of your own spoken notices see Section 3 5 4 10 on page 3 47 or calls execut ed via Mobility see Section 3 5 7 4 Recording Mobility on page 3 52 is possible These records will be stored in the appropriate mailbox 3 5 2 Inbound Calls Callers can reach you with the same number either at your workstation and when you are on the move As a user you choose the forwarding destination where inbound calls for your ex tension are forwarded You can activate one of up to three forwarding destinations available cell phone home office phone for instance If in your mailbox administration the checkbox Mobility activated is set your calls are routed to the mailbox If you cannot be reached at the active forwarding destination or if it is busy alternative options are available If you answer the call a short gentle signal is played signalizing that your Mobility functionality consultation call
33. e current mailbox number is announced and can be changed after that Function Key Key STD XP Announce current mailbox code number Change the mailbox code number For security reasons a new mail box code number must be entered a second time after the prompt Table 3 7 Changing the Mailbox Code Number 3 4 7 Changing the Code Number for Private Message The caller must enter a special code number in order to listen to a private message The mail box owner creates this code number Function Key Key STD XP Announce current code number for private message Change the code number for private message Table 3 8 Changing the Code Number for Private Message 34 IVM V3 0 Mailbox Use and Operation Individual Mailbox Functions 3 4 8 Notification Call IVM informs users of incoming messages via out bound call Short Message Service SMS or pager message Only DTMF based services are supported 3 4 8 1 Activating and Deactivating the Notification Call In order to receive a notification of messages received at your mailbox on any other desired telephone cell phone home phone etc the notification call function can be activated When the mailbox owner accesses the function the current status is announced first notifica tion call on off Afterwards the notification call function can be activated deactivated The notification call function can
34. e to uniquely identify a mailbox on the basis of the password entered you are routed to the Mailbox main menu in a Mobility box or the message block Other wise you are prompted to enter the mailbox number If the entries password and mailbox number are correct you are routed to the Mobility main menu or the message block If the entries are not correct you are given a second chance to enter the password and the mail box number If you accessed the Mobility main menu with these credentials you are not prompted to enter a password when you switch to the message block You can also access the Mobility main menu if the mailbox is locked provided it is not pass word protected 3 5 6 Function Calls System wide function numbers can be configured to simplify the administration of Mobility mail boxes from a registered phone cell phone These numbers are configured by the administrator and are not assigned to any user but rather to a function You can use function numbers to e request a callback e activate forwarding to a specific alternative destination e completely deactivate forwarding e activate deactivate e mail delivery You can check the function numbers configured in your system at any time over the IVM Web interface You can execute an action by simply calling the relevant function number from a registered phone cell phone This call is answered by IVM and then immediately cleared down In the case of a callback you a
35. eactivation results either when the programmed record key is pressed again or when the conversation is ended The current status is displayed in the system telephone display The recording is delivered as a normal message and is stored in the input area It is not specifically identified as a recording This feature is only configurable with the KC Manager According to the configuration and in dependent of legal requirements one of the following audio information messages is played back e Notification that the conversation is being recorded e A short notification tone e acoustic notification The end of recording is never signaled acoustically Recording may be automatically stopped or not started in the following situations e When the maximum storage capacity has been reached e message recording is deactivated User Guide 63 Recording Live Recording 64 IVM V3 0 Audio Conferences Overview 6 Audio Conferences Note The audio conference feature is available only if enabled by conferencing licenses Only if conferencing is licensed you are able to use the functions described in this chapter 6 1 Overview With this conference server feature you can initiate audio conferences as a conference leader or participate in audio conferences initiated by another conference leader All participants of a conference are connected acoustically equal in an audio conference
36. endant mailbox with distribution lists and broadcast 17 Preferred group mailbox 17 Preferred mailbox 17 Preferred mailbox with greeting control and distribution lists 17 Premium mailbox 17 Query status 59 Setup 58 Standard auto attendant mailbox 17 72 IVM V3 0 Index Standard mailbox 17 Standard mailbox with 4 greetings 17 Standard mailbox with greeting control 17 Use and operation 25 Mailbox access code numbers 25 Mailbox password 26 Message Private message 28 Recording a private message 32 Urgent message 28 Messages to all mailbox users 23 MWI 13 N Notification call Activating deactivating 35 Notification call number Enter select 36 number of an owner s conference room 66 Opening a conference 66 Opening a conference via telephone 66 Out bound call 35 Overview 11 P Pager message 35 Preferred auto attendant mailbox 17 Preferred auto attendant mailbox with distribution lists and broadcast 17 Preferred group mailbox 17 Preferred mailbox 17 Preferred mailbox with greeting control and distribution lists 17 Premium mailbox 17 Previous message 30 Private message 28 Q Query status 59 Querying mailbox messages 28 R Record and send a new message 30 Recording 63 Recording conference 68 User Guide 73 Index Recording a private message 32 Replay message 30 Reply to message 30 Rewind message 30 5 Save move message 30 Scroll back 26 Scroll forward 26 Signaling incoming mes
37. er name Figure 3 1 Mailbox Functions Note The size of the menu offered depends on the assigned mailbox authorizations User Guide 27 Mailbox Use and Operation Individual Mailbox Functions 3 4 Individual Mailbox Functions 3 4 1 Querying Mailbox Messages Each mailbox is equipped with an area allocated for messages received input area and an area for stored messages storage area Exception The basic information mailbox only in cludes an input area and is incapable of storing messages All messages in the storage area are maintained in chronological order Whether the newest message is positioned at the beginning or end is configured in the IVM Whichever order has been chosen is valid for all mailboxes see Section 2 8 Order of Message Inquiry Charac teristics of the input area The messages in the input area can be classified as urgent standard or private Messages in the storage area which stores messages which have already been heard are classified as ei ther normal or private Characteristics of the input area e Unlimited number of messages until memory capacity is fully occupied e Eachmessage is classified as either urgent private or standard classification can only be assigned by the sender caller e Urgent messages are played back first in chronological order when the mailbox is queried see Figure 3 2 Standard and private messages are then played back ungrouped also in
38. ers or mailboxes also auto attendant boxes Complex customer demands can be realized by selection of further auto attendant mailboxes Note If the caller is transferred to a further mailbox he or she hears the new mailbox greeting User Guide 21 General Information on Mailboxes Group Mailbox 2 5 Transferring calls to internal extensions If the caller dials a known extension number during the mailbox greeting he or she will be transferred directly to the extension Note There can only be a maximum of 2 5 seconds between digits while entering the extension number Name selection By entering the keys followed by up to three letters of the name of the mailbox list ing via KC Kundenmanager the caller can reach an internal user Callers enter the num ber using the keys characters of the telephone A selection of users beeing considered is provided The selection the of the relevant user is carried out with CJ The selection is supported with context sensitive system help mes sages Note The mailbox owner must record his or her mailbox name to enable call transfer according to name selection Group Mailbox Group mailboxes can have up to 20 equally entitled members All group mailbox members can hear messages and take over the administration of the group mailbox Parallel accessing of several group members is not possible Members of a group mailbox can also have a perso
39. eys or GJ the Internet connection can be tested if necessary After having selected the function see Section 4 2 SuperUser Function on page 4 57 the system announcement will guide through the process Firstly the IP address the network mask and the standard gateway will be announced Function Key Repeat the announcement User Guide 59 Administration with the SuperUser Function System Software Upgrade Function Key Start the test of the Internet connection Table 4 2 Test the Internet connection 4 5 System Software Upgrade After a successful dial in as SuperUser and after selection of the function Upgrade scrolling backwards or forwards by pressing the keys or GJ the system software can be upgrades to the newest version The system announcement will guide through the process Firstly the announcement informs whether any software packages are available and if actually a download of software packages is in process These downloaded packages are afterwards available to upgrade the system software Function Key Repeat the announcement Start the Upgrade of available software packages to the system 4 6 Changing the Code Number for the SuperUser Function The SuperUser function is protected against unauthorized access by a code number After the system administrator has accessed the SuperUser function and entered the valid code number the code number can be chan
40. f the caller presses recording is stopped and the system forwards the call to the substitute If message recording is deactivated the system switches directly to the substitute number referral extension after the greeting Message recording is not possible in this case 36 IVM V3 0 Mailbox Use and Operation Individual Mailbox Functions Note The substitute s telephone number must be entered and possibly selected before call forwarding can be activated Function Key Key STD XP Announce substitute status Change status activate or deactivate Table 3 11 Activating Deactivating the Substitute Function 3 4 9 2 Selecting and Entering the Substitute s Extension Number The personal substitute function can only be activated after entering the substitute s phone number Phone numbers for up to 5 substitutes can be entered in a list allowing for the assign ment of different substitutes if required Any desired telephone numbers can be entered The currently announced substitute number is used After activating this dialog the current substitute number is announced Afterwards the number can be changed or reselected Function Key Key STD XP Announce phone number of currently selected substitute Scroll though the entries in the list Change an entry Table 3 12 Creating and Making Selections from the Substitute List Note Changing a substitute
41. from certain manufacturers support voice dialing for entries in the cell phone s phone book The number is then received by IVM and dialed a few seconds later Note You can completely program dial in to dialing to a specific number in your cell phone s phonebook Prerequisite You can insert pauses with the character for instance Programming example may vary depending on the cell phone manufacturer Enter the access number for IVM for pause and trunk access number 3 5 4 2 Redial Number IVM saves the last five numbers dialed and lets you dial them directly with the Redial Number feature Just dial The system announces the last number dialed and prompts you to dial it with cancel the operation with or delete the number with 0 If you delete the number the system offers the next to last number dialed etc In total the last five consecutive numbers dialed are avail able User Guide 41 Mailbox Use and Operation Mobility You are returned to the main menu if you cancel the redial operation for one of the numbers announced or if you delete all of the numbers consecutively announced 3 5 4 3 Personal Phone book Speed Dial Destination Directory You can create a personal phone book with speed dial destination numbers from 1 through 9 or 1 through 99 depending on the system setting This makes it quicker and easier to dial fre quently used numbers Creating a Phone book Speed
42. g 2 Greeting selection depending on the type of call Forwarded calls internal line free gt Greeting 1 Forwarded calls internal busy gt Greeting 2 Forwarded calls external line free gt Greeting 3 Forwarded calls external busy gt Greeting 4 3 Calendar controlled greeting control Day greeting gt Greeting 1 Night greeting gt Greeting 2 Lunch greeting gt Greeting 3 Special greeting gt Greeting 4 Important The calendar is administrated via the KC Manager Function Key STD Key XP Announce current status Select and simultaneously change status Table 3 5 Setting Control Parameters for Greetings User Guide 33 Mailbox Use and Operation Individual Mailbox Functions 3 4 5 The mailbox owner decides whether or not callers can leave messages Activating and Deactivating Message Recording Function Key Key STD XP Announce status Change status activate deactivate message recording Table 3 6 Activating and Deactivating Message Recording Access Code Numbers Note A newly set up mailbox is not activated and is unable to record caller messages until the owner has accessed the mailbox for the first time see also Section 3 2 Mailbox 3 4 6 Changing the Mailbox Code Number Each mailbox is protected against unauthorized access with its own code number If the change mailbox code number function is accessed th
43. g a Mailbox EDITO 59 4 3 3 Querying the Status of a 59 4 4 Test the Internet connection 00 000 eee eae 59 4 5 System Software Upgrade 60 4 6 Changing the Code Number for the SuperUser 60 4 7 Changing the Language for System 61 5 Recording Call Live Recording 63 6 Audio Conferences vs sisi M o X ARCET SIUE era ae 65 D D OVBIVIBW S otk Gg eu a diui eS Eae iC Gh ot a v 65 6 2 Opening a conference eed tas lote diei ia sts Let es IL Ga ed Lees 66 6 2 1 Opening a conference via telephone 66 6 2 2 Opening a conference via web 67 4 IVM V3 0 Content Conference contol 2 4 cs duc ados tien bod eee Rees tia Ped 67 6 3 1 Conference control via telephone 67 6 3 T MOVE nIe W etse as RAS REQUE AU AV A RR RO dta MEE fee 67 6 312 Start e COPIE k n bp Seah d ober tee dus dub 68 D 3 1 3 S IoD recor diN gt bee o me bsp 68 6 3 PAODISCODIBCL At Dod Ea e ERU depart Oi s 6
44. g is finished it is played back immediately HE Table 3 3 Setting Up and Recording Greetings If no personal greeting is recorded the caller hears the system greeting 3 4 3 Recording a Private Message A private message can be recorded for authorized mailboxes Function Key STD Key XP Play back private message 3 Delete a private message Record a private message End recording While recording begin recording again DOBEH Table 3 4 Recording a Private Message ing preceded by a CJ Note A caller hears a private message after entering an agreed upon numeric code code number for private messages The caller enters the code number during the greet 32 IVM V3 0 Mailbox Use and Operation Individual Mailbox Functions 3 4 4 Setting Control Parameters for Greetings After accessing this function the status is announced Mailbox greetings are controlled by pressing the 8 key STD or the O key XP The fol lowing options are available e Manual greeting control One of the 3 or 4 greetings depending on the mailbox class is selected manually and used e Automatic greeting control The type of greeting control must be selected accordingly The following control types are available 1 Day night control dependent on the current setting of the Octopus F Greeting 1 day greeting greeting 2 night greetin
45. g the extension number during the greeting See a detailed description in Section 3 4 10 Setting Up Auto Attendant Speed Dialing Destination Numbers on page 3 38 e Direct dialing of an IVM Mailbox via auto attendant By pressing the key twice and entering the desired mailbox number right after that the greeting of the mailbox will be played after a short announcement that the call is being transferred The caller can begin speaking the message after the signal tone Important gt The message recording function must be activated e Switching to the administration mode During the greeting text the caller can switch to the mailbox administration mode To do this the caller enters followed by his or her personal mailbox code e Listening to a private message If the caller activates the key during the greeting message and then immediately enters an agreed upon numeric code the private message is played back Note The mailbox owner must inform the caller of the private access code in advance 2 3 Information Mailboxes All class 1 mailboxes can be configured to have a 20 minute greeting announcement e g a movie program Callers can navigate within the announcement see Table 2 1 Messages can also be recorded for information mailboxes However the message recording function should be deactivated if the mailbox is used purely for informative announcement ser vices When the end of the announcement ha
46. ged if necessary On accessing this function see Figure 4 1 the system administrator is guided through the corresponding procedure via ap propriate system announcements Note The and characters are not part of the code number but a control prefix required by the system Function Key Announce current code number Change the code number New code numbers must be entered twice for secu rity reasons Table 4 3 Changing the Code Number 60 IVM V3 0 Administration with the SuperUser Function Changing the Language for System Announcements 4 7 Changing the Language for System Announcements After the system administrator has accessed the SuperUser function and entered the valid code number the language for SuperUser system announcements can be changed if required On accessing this function see Figure 4 1 the SuperUser is guided through the correspond ing procedure via appropriate system announcements Function Key Announce current language Scroll through available languages and select one Table 4 4 Changing the Language for System Announcements User Guide 61 Administration with the SuperUser Function Changing the Language for System Announcements 62 IVM V3 0 Recording Call Live Recording 5 Recording Call Live Recording During a telephone call the record function can be activated by pressing the programmed record key or with a key sequence D
47. ges can be stored according to the First In First Out default or the Last In First Out principle The active storage method applies for all mailboxes e FIFO principle the oldest message first Even if the mailbox queue is configured according to the FIFO principle the most recent unheard message is played first Once it has been heard however the message is sent to the back of the queue and sorted according to the FIFO principle the oldest message at the front of the queue e LIFO principle the newest message first If the LIFO method has been chosen the new messages are played first in the opposite order in which they came into the mailbox the newest first Afterwards heard but not yet deleted old messages are played To prevent an overflow of the mailbox old messages can be automatically deleted The adjustable period 1 to 90 days is configured by your system administrator via KC Manag er and applies system wide Note Stored messages are not deleted see Section 3 4 1 Querying Mailbox Mes sages on page 3 28 User Guide 23 General Information on Mailboxes Mobility 2 9 Mobility When Mobility is activated a diverted call is immediately routed to the active forwarding desti nation The answering machine only activates if the forwarding destination is busy or cannot be reached 24 IVM V3 0 Mailbox Use and Operation IVM User Interfaces 3 Mailbox Use and Operation 3
48. ile attachment for each address There are three methods of deleting voicemail e Manually Voicemail can only be deleted manually via the TUI User Guide 13 Introduction Integrating Mobile Terminals Mobility e Automatically once notified Voicemail is automatically deleted once a notification has been sent e Automatically after set time Voicemail is deleted once a set time period has elapsed see Automatic deletion of mes sages after a set time Only voicemail that has already been retrieved is deleted This feature can only be configured using KC Manager 1 6 Integrating Mobile Terminals Mobility 1 6 1 Basic Functions The IVM Mobility function integrates external telephones cell phones home office phones etc like extension phones in PABXs Basic fixed network functions such as consultation toggle transfer and conference setup can thus be extended to external connections your cell phone for instance IVM also picks up calls if the line called was busy or if the caller did not reach the answering machine Furthermore the recording of your own spoken notes or calls executed via mobility is possible These records will be stored in the appropriate mailbox Inbound calls With IVM callers can reach you with the same number either at your workstation and when you are on the move As a user you choose the forwarding destination where inbound calls for your extension are forwarded You c
49. in the help function online see Section 6 2 2 on page 6 67 6 4 Joining a conference as a participant To join a conference guest participants first call the conference servers phone number and enter the conference leader s room number If this conference room has not been opened yet this is announced and music is played If the opening is not made in time system setting the caller will be disconnected As soon as the conference leader opens the conference room the participants will get in after an announcement If the conference leader has defined a conference room code the callers must enter this code also to get in Any participant entering a conference room is signaled to already present participants by a tone signal A participant who left a conference e g disconnection by unstable cellular network can re enter if conferencing licenses are not occupied in the meantime Dialing in is not possible in a continued conference after the conference leader has left see Section 6 5 1 2 on page 6 70 User Guide 69 Audio Conferences End a conference 6 5 End a conference There are three methods to end a conference as a leader of conference totally with immediate disconnection of all lines Temporarily continued conference without conference leader Disconnection of participants but remaining in the conference room for another con ference 6 5 1 End a conference via telephone 6 5 1 1 End
50. istribution of Voice Messages According to Distribution Lists 23 2 7 Distribution of Messages to All Mailbox 23 2 0 Order of Message Inquiry Ix he ESL b eR x ved 23 2 0 ota tS reales dae de DOT e E Yada eto EQ OPES cet 24 3 Mailbox Use and Operation ec ee Se Or Y wr ETE 25 3 1 IVM User Interlde8s os adc sues ets CS dde et RI EE E du dete dett uad 25 3 2 Mailbox Access Code Numbers 25 3 3 Navigating through the 26 3 4 Individual Mailbox Functions 28 3 4 1 Querying Mailbox 28 3 4 2 Recording and Selecting 31 3 4 3 Recording a Private lt lt 32 3 4 4 Setting Control Parameters for 5 33 3 4 5 Activating and Deactivating Message Recording 34 3 4 6 Changing the Mailbox Code Number 34 3 4 7 Changing the Code Number for Private Message 34 31 9 Noliticalton Call Poe Co CR CR 35 3 4 8 1 Activating and Deactivating the Notification
51. l connections to the participants and return to the Mobility main menu If you hang up during a conference the participants can be connected or disconnected This is defined by the parameter Conversation on hold allowed in the system 3 5 7 4 Recording Mobility To use this function an authorization for Recording Mobility is necessary This au thorization has to be given for your mobility mailbox by the administrator To start a recording e Access the main menu Section 3 5 5 Mailbox Access on page 3 48 e press Depending on the system setting you will hear an announcement or a short notification tone see Chapter 5 Recording Call Live Recording During the recording of a telephone call it is not possible to add more participants to the conference consultation connection and dialing another number Settings for recording see Chapter 5 Recording Call Live Recording e Announcement before recording Voice Prompt Beep none e Maximum recording duration 1 60 minutes valid also for Recording of your own spoken notices To end the recording press CJ The recording will also be stopped e When the maximum time for recording duration has been reached e when you hang up e when the last participant of a conference hangs up The end of the recording will be acoustically indicated This signaling depends on the setting Recording announcement e
52. lasses 2 2 1 General Information on Mailboxes Mailbox Classes Features and functions of the individual mailboxes can be configured Depending on the mail box class the number of features varies as does the corresponding mailbox administration menu IVM offers 17 defined mailbox classes In addition to assigning a defined mailbox class the fea ture scope of each mailbox can be individually configured The following mailbox classes are differentiated Class 1 mailbox basic information mailbox Class 2 mailbox standard mailbox Class 3 mailbox preferred mailbox Class 4 mailbox exclusive mailbox Class 5 mailbox standard auto attendant mailbox Class 6 mailbox preferred auto attendant mailbox Mailbox Class 7 group mailbox Mailbox Class 8 standard mailbox with greeting control Mailbox Class 9 preferred mailbox with greeting control and distribution lists Mailbox Class 10 exclusive mailbox with greeting control and distribution lists Mailbox Class 11 standard mailbox with 4 greetings greeting control and distribution lists without the possibility of an external line Mailbox class 12 standard mailbox such as COS 11 plus distribution to all mailboxes Broadcast without the option of an external connection Mailbox Class 13 premium mailbox Mailbox Class 14 auto attendant mailbox with distribution lists Mailbox Class 15 preferred auto attendant mailbox with distribution lists and broa
53. licenses for 6 12 or 18 participants on the system s settings and on the current availability of free lines 6 2 Opening a conference If you are authorized to be a conference leader you can start open a conference A telephone or internet browser is used to open a conference The max number of simultaneous confe rences and the max number of conference participants in the IVM may not be exceeded other wise an appropriate fault message will be played displayed If a conference is initiated via web browser advanced functions are available If a telephone is used for control just a basic set of functions is available 6 2 1 Opening a conference via telephone To open a conference a specific conference extension functional phone number which is per manently rerouted to the IVM must be called The IVM s conferencing server answers the call and advices lead through the opening procedure If you call from your extension and enter a conference room number identical to your exten sion number you are automatically recognized as the conference leader and the conference will start If you call from another telephone enter your conference room number with in front E g If you extension your conference room is 123 enter CJC 2 GJ End with J Then you are prompted to enter your mailbox code number in addition for user legitimacy If the code number corresponds to your mailbox the conference starts Note The number of
54. nal mailbox Note If a group member has a personal mailbox the access code numbers for the per sonal mailbox and the group mailbox should be different If both codes are identical the mailbox number must be entered as well as the mailbox code Incoming messages are shown to all group members simultaneously the message waiting lamp MWI is deleted when the last group mailbox message has been heard Users for a group mailbox are set up and maintained by system administration 22 IVM V3 0 General Information on Mailboxes Distribution of Voice Messages According to Distribution Lists 2 6 Distribution of Voice Messages According to Distribution Lists Entitled mailbox users can send voice messages to other mailboxes in distribution lists Up to 20 such lists can be set up system wide via KC Manager Each list may include up to 20 entries The entitled mailbox user is automatically offered the use of a distribution list as an option when sending a voice message The list is selected by entering a list number 2 7 Distribution of Messages to All Mailbox Users Entitled mailbox owners can send voice message to all mailbox owners Broadcast The entitled mailbox user is automatically offered the use of broadcast distribution as an option when sending a voice message Note The incoming message is signalized to the recipients at intervals of one second 2 8 Order of Message Inquiry Voice messa
55. nd the mailbox number match the mailbox can be accessed Mailbox access is also possible while the caller is listening to his or her own mailbox greeting after being switched to the mailbox The caller must first press the key and then enter the code number for the mailbox If the valid mailbox code is entered the mailbox can be accessed Otherwise the system asks the caller to enter a mailbox number If this mailbox number match es the entered code number the corresponding mailbox can be accessed If the code number and the mailbox number do not match a corresponding announcement in dicating this is made by the system User Guide 25 Mailbox Use and Operation Navigating through the Mailbox Note Immediately after setting up the mailbox the default code number is usually 1234 If you cannot gain access with this default code number contact your system admin istration Change the code number when you access your mailbox for the first time 3 3 Navigating through the Mailbox After gaining access to the mailbox the first function which is always made available after an nouncement of the system status See above is the message querying function The other mailbox functions cannot be accessed until all current messages have been played back or skipped see Figure 3 1 An active mailbox connection can be ended at any time by hanging up Navigation through the mailbox is controlled via the keypad on your
56. nding on the system setting you will hear an announcement or a short notification tone see Chapter 5 Recording Call Live Recording During a recording it is not possible to dial another number Settings for recording see Chapter 5 Recording Call Live Recording e Announcement before recording Voice Prompt Beep none e Maximum recording duration 1 60 minutes valid also for Recording Mobility To end the recording press J The recording will also be stopped e When the maximum time for recording duration has been reached User Guide 47 Mailbox Use and Operation Mobility e when you stop the conversation by hanging up The end of the recording will be acoustically indicated This signaling depends on the setting Recording announcement e Voice Prompt a corresponding text will be played back e Beep a particular tone will be replayed e None no acoustical signaling This system wide setting can be configured by the administrator Directly after the recording has been stopped the spoken notification will be delivered as a massage to the mobility mailbox Your mailbox number will be stored as caller s number on the massage file 3 5 5 Mailbox Access To reach the Mobility main menu you must call the hunt group from a registered phone cell phone The subsequent procedure depends on the system wide Security level parame ter e Normal se
57. ns for four periods of a day Deactivation of direct dialing Mailbox AutoAttendant E mail notification each mailbox Note The amount of features for the individual mailbox class is configured separately for IVM V3 0 General Information on Mailboxes Functions Available to Callers 2 2 Functions Available to Callers The Voicemail system provides callers with the following functions The classic dialing of a mailbox Most callers reach the mailbox when the person being called is away from his or her desk rerouting for overflow or because the person being called is already on the phone re routing when busy In both cases the caller hears the current mailbox greeting Usually the caller can leave a message afterwards the message recording function must be acti vated Direct dialing of a mailbox in order to leave a message By calling the IVM number and then dialing and the mailbox number the caller reaches the desired mailbox directly If a caller transfers a call to this mailbox the greeting text of the box is repeated Example The switchboard receives a call for a user who is not in the building The caller would like to leave this user a mailbox message In this case the operator can dial the mailbox of the user directly The caller immediately hears the greeting text and can leave a message af terwards Important
58. ntrol via telephone Note At any time during a conference initiated via telephone the conference leader can switch over to web browser control see Section 6 3 2 on page 6 69 There a list of present participants is displayed and control of the conference can be continued via the web browser 6 3 1 1 Overview Control functions provided to the conference leader Function Key s Start recording respectively Stop recording Disconnect respectively Hold consultation including Toggle Add participants respectively Transfer of the conference User Guide 67 Audio Conferences Conference control 6 3 1 2 Start recording respectively starts a recording on demand All participants get an announce ment Note While recording is active no other functions described in Section 6 3 1 1 on page 6 67 except stop of recording key CJ are available 6 3 1 3 Stop recording The key stops recording Note A recording automatically is terminated if the conference leader hangs up The record file is send to the conference leader s mailbox after end of recording If mailbox messages are received as E mails also the record file is send as an E mail 6 3 1 4 Disconnect or is disconnecting all participants except the conference leader himself from the conference room The conference leader can stay in the room for another conference using the same initiation par
59. ouncements for internal uniform call distribution UCD for in stance e Group mailboxes for up to 20 subscribers e Information mailboxes with 20 minute announcement facility Continuous playback and navigation in announcement text possible e Recording of phone calls e Integration of external phones cell phones home office phones etc like extension phones in PABXs with the Mobility function Only with DTMF touch tone Octopus F200 400 650 Version 4 5 or later a corresponding license is required for opera tion 1 3 User Interfaces from IVM via Web Based Management WBM To access the web browser WBM e select as language Sprache English e Login as User and e enter your Mailbox number and your PIN Code The Web Based Management WBM is in detail described in the help function online 1 4 User Interfaces from IVM via telephone IVM offers the user a choice of two user interfaces on the telephone e he default IVM interface as used in Version 1 0 e An interface adapted for IVM V3 0 12 IVM V3 0 Introduction Signaling Incoming Messages The active interface is enabled by system support and applies throughout the system to all mailboxes The user interfaces feature different key assignments The voice announcements for user prompts are as similar as possible in both interfaces In this documentation all references to the standard interface are marked with STD and all
60. re called back by IVM If the number of your phone cell phone is registered at several Mobility mailboxes you are prompted to enter the mailbox number If the security level is set to High in your system IVM will prompt you to enter the mailbox password in the event of a callback A password is not needed for other function calls User Guide 49 Mailbox Use and Operation Mobility 3 5 7 Functions Available During a Call A number of keys have special functions during calls set up via the IVM Mobility function Keys Function Consultation set up a consultation call or toggle back and forth between two parties Conference set up a conference with a par ty extend a conference Disconnect clear down the connection to the current party Call recording or recording of an own notice Finish a recording of a call own spoken no tice or dial interruption Table 3 21 Functions available during a call 3 5 7 1 Consultation You can set up a connection while a call is in progress without losing the connection to the first party This is called a consultation e Dial consultation The first connection is placed on hold The first party now hears music on hold Music on hold is not played if you are already in a teleconference with multiple participants see Section 3 5 7 3 Setting Up a Conference on page 3 51 This allows conference participants to continue their conversation
61. room There are different tone signals played to the present participants if someone is entering or lea ving the conference room Regarding initiation and control of a conference the role of the conference leader is different from other participants The initiator of a conference always is the conference leader Conference control functions are available only to the conference leader The authorization to be a conference leader can be set in the system administration Conferences can be initiated and controlled via telephone or standard web browser Provided conference leader functions e Conference initiation via telephone or internet browser e Adding participants to a conference via Hold consultation function e Hold Alternate toggle during a conference e Ondemand recording announced e Additional functions if controlled via internet browser Display of present participants Direct call of participants to be added to the conference Muting of particular participants Saving an unlimited number of groups participants lists Language selection for spoken system advices Provided conference participant functions e Dial in for meet me conferences User Guide 65 Audio Conferences Opening a conference e Optional continuation of the conference without chairperson The max number of simultaneous conferences and the max number of participants in a con ference depend on the number of available conferencing
62. ry endless loop 7 X DJ Replay the last message listened to ais Interrupt playback for up to five seconds pause press any key to proceed the system replays the last five seconds before the pause Rewind the current message by five seconds and replay it X Fast forward the current message by five seconds X Delete message X Save message move message to another location X Ea Skip all messages Reply to message record a message in the caller s mailbox only for messages from internal users with a personal mailbox Forward message Call back caller connection is automatically set up Record and send a new message Switch to a different mailbox enter a code number enter an extension The system continues to use the old mailbox if the switch failed Switch between the input and storage area X Ea Table 3 1 Possible Mailbox Functions depending on mailbox class 30 IVM V3 0 Mailbox Use and Operation Individual Mailbox Functions 3 4 2 Recording and Selecting Greetings The owner of a mailbox can use his or her telephone to record all available greetings Depend ing on the mailbox class up to 4 greetings are available Greeting Mailbox Class 1 Mailbox Classes 2 5 Mailbox Class 6 and Classes 7 10 manual selection 15 Greeting X X X 2nd Greeting X X 3 9 Greeting X X 4 Greeting x
63. s been reached the information mailbox can automat ically end the call configuration via KC Manager 20 IVM V3 0 General Information on Mailboxes Switchboard Auto Attendant Mailbox Functions available to the caller DTMF dialing required Key STD Key XP Replay greeting 2 7 3 Rewind greeting by five seconds 7 8 Pause E Fast forward greeting by five seconds e Table 2 1 Caller Control Options for Announcement Playback Note The caller should be informed of control options available for information mailboxes at the start of the announcement 2 4 Switchboard Auto Attendant Mailbox All switchboard auto attendant mailboxes additionally offer the following features e A greeting length of eight minutes If the caller does not react the greeting message will be repeated automatically Note The caller should be informed of all control options available for the auto atten dant mailbox at the start of the announcement e Call transfer by speed dialing abbreviated dialing digits 0 to 9 If a single digit has been assigned a target number a caller can transfer his or her own call by pressing the appropriate number key Setting up the speed dialing is described in Section 3 4 10 Setting Up Auto Attendant Speed Dialing Destination Numbers on page 3 38 Speed dialing targets can be internal external phone numb
64. sages 13 Skip messages 30 SMS 35 Speed dialing for call forwarding 38 Standard auto attendant mailbox 17 Standard mailbox 17 Standard mailbox with 4 greetings 17 Standard mailbox with greeting control 17 Standard password 26 Storage range 28 30 Substitute Selecting a substitute 37 Substitute function Activating deactivating 36 Super user Changing the language for super user system announcements 61 Changing the super user password 60 Superuser administration 55 Super user function Access 56 End 57 Overview 55 Switch mailbox 30 Switchboard Auto Attendant mailbox 21 T Target group 11 Time stamp 28 Transfer of a conference 69 U Urgent message 28 User instruction language 38 User instruction messages 38 User name Changing a user name 39 74 IVM V3 0 Index V Voice announcements 55 WBM 55 User Guide 75 Important telephone numbers For problems For questions regarding sales Upon delivery of the equipment please enter telephone numbers Issued by Deutsche Telekom AG Right of modification reserved Reference number A31003 E8400 X91 5 8 7619 Softwarestand 3 0 Stand 02 2009 Printed on environmentally compatible recycled paper
65. see Figure 4 1 The administrator is guided through the corresponding procedure via appropriate system announcements The system administrator enters the number of the mailbox to be deleted The system checks to see whether or not the mailbox number is valid if the mailbox is empty and if it is currently being used If all of the preconditions for deletion have been fulfilled the mailbox is permanently deleted If any of these preconditions have not been met the SuperUser receives a corre sponding system announcement 4 3 3 Querying the Status of a Mailbox After a successful dial in as SuperUser a query of the status of any existing mailbox can be made However the administrator cannot listen to the messages left in the mailbox The user is supported by system messages After pressing see Figure 4 1 the system administrator must enter the mailbox number extension number of the mailbox owner The mailbox class the number of received messag es the number of stored messages and the length of the messages as well as other additional information are then announced The system administrator now has the following options Function Key Repeat announcement Select another mailbox Abort query Querying Mailbox Status 4 4 Test the Internet connection After a successful dial in as SuperUser and after the selection of the function Connection to the Internet scrolling backwards or forwards by pressing the k
66. selected speed dial number speed dial list Scroll forward speed dial list Scroll backward speed dial list Delete or change the destination number Table 3 13 Setting Up Auto Attendant Speed Dialing Destination Numbers 3 4 11 Selecting a Language for User Prompts The language used for system messages can be changed if required After initializing the function by scrolling the currently selected language is announced After wards one of three system languages can be selected Note The three languages are determined by system administration 38 IVM V3 0 Mailbox Use and Operation Individual Mailbox Functions Function Key Key STD XP Announce current language Select any one of the available languages Table 3 14 System Messages Language 3 4 12 Changing a User Name The user name is used as a label for internal functions such as the transmission of messages If no user name has been recorded the corresponding mailbox number is announced instead After accessing the function the current status of the user name is announced Afterwards the name can be changed deleted Note Users are advised to record their names for this function since this improves trans parency and simplifies use of the IVM V3 0 system for all users Function Key STD XP Announce current user name 2 3 Change user name Record user name Delete user name Table 3 15 Not
67. t e Messages the storage area cannot be forwarded nor can the caller be called back e Messages can be moved back to the input area or deleted Messages that are moved back to the input area are arranged in chronological order The following diagram illustrates how messages are arranged in the input and storage areas Input Area Urgent Normal Private 9 N Start oldest 219 oldest newest oldest 219 oldest newest Playback newest 219 newest oldest newest 219 newest oldest H y Change back and forth between ranges with 5 Change to storage aerea Eor to input aerea BJ Transfer messages with 5 Wor oldest 2nd oldest newest newest 2d newest oldest normal privat Storage Area Figure 3 2 Arrangement of Messages in the Input and Storage Areas User Guide 29 Mailbox Use and Operation Individual Mailbox Functions Function Key Key Possible STD XP in Storage Area When in the input area all messages are played back the next mailbox function will be active In the storage area there is always a skipping to the next message in the ring memory infinite loop Previous message the first message is played back as soon as you reach the start of the input area In the storage area the system always skips to the previous message in the ring memo
68. telephone The most important functions include scroll forward STD XP and scroll back STD XP Each mailbox function begins with a system help announcement which informs users about the valid keys and their meaning The user can implement the current function or skip to the next previous function The available functions are different depending on the selected mailbox class Details on the individual functions are presented in the following chapters Note Only one user at a time can access a mailbox either for querying messages or for administrative functions New messages can be recorded during querying administration 26 IVM V3 0 Mailbox Use and Operation Navigating through the Mailbox Call to the VM number from owner s extension Enter code number Mailbox statud announcement vH Mobility main menu 1 72 a a Play mailbox administrate messages SD Record greetings Record a private message Set greeting control Message recording on off Change the mailbox code number Change the code number for private messages Notification on off Enter select the message call number Substitute function on off Enter select the agent s number Call forwarding with speed dialing Change the mailbox language Record a us
69. the forwarding destina tion You can make settings for this in the Automatic greeting menu Note The greeting set ex works is Please hold The start time for the greeting is set to seven seconds To change the settings for the automatic greeting proceed as follows 1 Press 9 in the User settings menu You are brought to the Automatic greeting menu The following options are available Key selected The current greeting set is announced Activate automatic greeting Table 3 20 Automatic greeting menu 46 IVM V3 0 Mailbox Use and Operation Mobility Key selected The current greeting set is announced Deactivate automatic greeting Edit greeting Timeout before the greeting should be announced Check status Return to the main menu Table 3 20 Automatic greeting menu 2 Make the required user setting by pressing the relevant key The automatic greeting is activated or deactivated by dialing 1 or 2 You can record the greeting again by pressing You remain in the Automatic greeting menu You can enter the time when the automatic greeting should start by pressing 4 You re main in the Automatic greeting menu Click to return to the User settings menu 3 5 4 10 Recording of your own spoken notices To record your own spoken message e Access the main menu Section 3 5 5 Mailbox Access on page 3 48 e press Ce Depe
70. tiple customer functionality in innovation centers with common telephone systems for example e Maximum message greeting length per voice mailbox 3minutes for standard preferred exclusive mailboxes 20 minutes for information mailboxes 8minutes for AutoAttendant mailboxes 20 minutes for MOH announcement mailboxes e Timed notification call when a voice message is received either as a phone call pager message or Short Message Service SMS e Messages answers and comments classified as private urgent or normal e Date and time specified for each message e Messages distributed to all mailboxes broadcast or to distribution lists e Option to call back callers who have left messages this requires the CLIP service e Old voice messages deleted automatically according to age User Guide 11 Introduction User Interfaces from IVM via Web Based Management WBM e Alternative greetings according to time of day type of call or calendar entry e AutoAttendant automatic call acceptance greeting and switching day and night modes This includes the option of using name controlled speed dialing to forward calls e Automatic fax tone recognition and forwarding of faxes to a mailbox specific fax destina tion e Context sensitive mailbox administration performed by the user via telephone e Playback of professionally recorded greetings using KC Manager e with endless loop e Playback of individual ann
71. toggle conference etc are available You can activate or deactivate all user defined forwarding destinations when on the move As an additional service you can inform callers with a standardized or personal greeting Please hold for instance The caller hears the greeting before call acceptance at the for warding destination 3 5 3 Outbound Calls The forwarding destinations defined are recognized as registered phone numbers phones From each registered phone cell phone home office phone for instance you can use the Mo bility function to set up phone connections and then use the basic functions listed above 3 5 4 Main Menu Functions in the main menu e Dial Number e Redial Number 40 IVM V3 0 Mailbox Use and Operation Mobility e Personal phone book speed dial destinations 1 9 or 1 99 depending on the system setting e Change User Settings e Recording of your own spoken notices page 3 48 The access to the main menu is described in Section 3 5 5 Mailbox Access on 3 5 4 1 Dial Number You can set up phone connections from the main menu Dial the number where applicable with trunk access and area code of the relevant user fol lowed by J The telephone connection is established You can clear down the connection with the key sequence 8 You are then returned to the main menu where you can use other functions from the cell phone directory Cell phones
72. u You can use this profile to access the main menu and operate the system as permitted by your settings and authoriza tions You can also modify a number of these user settings from your cell phone Note System announcements provide detailed guidance through the individual menu op tions in the User settings menu To access the User settings menu proceed as follows 1 Dial into the main menu and 2 Enter the key sequence 3 You are now in the User settings menu and the system announces the current forwarding setting It then announces functions and other menus that you can select with the appro priate key Key selected The current forwarding setting is announced 1 Select forwarding to the phone Select forwarding to 1st alternate destination Select forwarding to 2st alternate destination Forwarding to the answering machine Opens the menu gt Alternative destination for busy Opens the menu gt Alternative destination for unavailable Opens the menu gt Set e mail delivery Opens the menu gt Set automatic greeting Check status Return to the main menu sc ala Table 3 16 User settings menu Perform the required function or dial into another menu by pressing the relevant key If you dial B 3 or GJ the selected function is performed You are then returned to the User settings menu If you dial through 9 J you
73. unctions see also Figure 4 1 Note The SuperUser can also access the administration mode of an individual mailbox by entering followed by the code number of the mailbox 4 3 1 Setting up a Mailbox After a successful dial in as SuperUser a new mailbox can be set up by pressing see Figure 4 1 The administrator is guided through the corresponding procedure via appropriate system announcements To set up a new mailbox a mailbox number must be entered The system checks to make sure the entered number is valid or has been previously assigned A system message will help guide the SuperUser if needed If the entered number is valid and has not been previously assigned the system asks for mail box class for the new mailbox After the class has been entered the mailbox is installed auto matically by the system Note The user can now access his or her newly set up mailbox by using the standard code The mailbox does not become active and is unable to record messages until its owner has accessed the mailbox for the first time The owner must therefore be informed this his or her mailbox has been set up The KC Manager enables the individual configuration of all features for a new mail box 58 IVM V3 0 Administration with the SuperUser Function Test the Internet connection 4 3 2 Deleting a Mailbox After a successful dial in as SuperUser it is possible to delete a mailbox permanently by press ing 6

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