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NEC 750176-1 User's Manual

1. Personal Directory Screen Job Specifications Manual A 15 EliteMail VMS EliteMail Limited Issue 1 Worksheet 11 Message Groups Page of__ Subscribers that want to regularly send messages to a group of other subscibers or guests can create a message group by phone Decide whether messages should begin with letters or numbers If a message group begins with numbers include the special System ID for sending group messages For each group you need enter the group name or number and the group owner Indicate if the owner is the only one that can send messages to the group A group can also be set for dispatch distribution so that only the first person to hear the message actually receives it Select message groups by name or by number 0O Use named groups Message group names begin with 3 letters 0O Use numbered groups Message group names begin with 3 numbers System ID for numbered groups Application Screen Page 6 Group Name or Number Group Owner Deliver the message only to the first person who Can someone besides the owner send a message to hears it this group 0O Yes DISPATCH distribution 0O Yes OPEN group 0O No default 0O No default PRIVATE group Group Members Groups Screen Job Specifications Manual A 17 EliteMail VMS EliteMail Limited Issue 1 Worksheet 12 S
2. Worksheet 15 Menus amp Interviews List Page of__ List here the transaction boxes or interview boxes you need to complete the application features designed in the previous worksheet Make as many copies of this worksheet as you need For each box listed here you should also complete an individual Transaction Box or Interview Box worksheet System ID Owner Transfer Greeting C1 None Action after Greeting Yes to Ext Use One Key Dialin T No Oo y g System ID Name Owner Transfer Greeting C1 None Action after Greeting Yes to Ext I No O Use One Key Dialing System ID Name Owner Transfer Greeting m None Action after Greeting C Yes to Ext No O Use One Key Dialing System ID Name Owner Transfer Greeting C1 None Action after Greeting Yes to Ext No 1 Use One Key Dialing Transaction Directory Job Specifications Manual EliteMail VMS EliteMail Limited Issue 1 Worksheet 16 Transaction Boxes Page of Transaction boxes are the building blocks of special applications They can be used to provide audiotext one key menus special message taking and special call routing For each transaction box in your application fill out a copy of this work sheet System ID Name Owner Call Transfer Transfer the calls reaching this box to an extension Day hours Yes to extensio 1 No default Night hours im Yes to extension 1 No def
3. Worksheet 9 Subscriber List Page _of__ If you are adding subscribers by range list the range s of Extension IDs for example 210 320 If you are adding sub scribers one by one make as many copies of this worksheet as necessary to list all subscribers For each person enter the full name and extension number with the lowest extension number first Also check off any subscribers you do NOT want listed in directory assistance If you have a list or directory of all personnel and their extension numbers you may use it in place of this worksheet Extension ID Range 1Start Stop Extension ID Range 2Start Stop Extension ID Range 3Start Stop Extension Last Name First amp Middle Names Unlisted o o o o o o o o o o o o o o Personal Directory Screen Job Specifications Manual A 13 EliteMail VMS EliteMail Limited Issue 1 Worksheet 10 Guests Page of A subscriber may have one or more guests Like subscribers guests can leave and receive messages on the system Guests are usually important clients family members or others with whom a subscriber wants regular two way communication Make as many copies of this worksheet as you need to list the host subscriber guest name and guest personal ID If the subscriber wants to receive the guest messages as urgent messages put a check mark next to the guest name Host Subscriber Guest Name Guest Personal ID Urgent
4. 33 Holidays Write in the day and month of up to eighteen holidays 34 Automatically adjust system for Daylight Savings Time O Yes Date On Date Off O No Application Screen Page 4 Job Specifications Manual A 5 EliteMail VMS EliteMail Limited Issue 1 Worksheet 5 Default Subscriber Settings Use this worksheet to specify settings that apply to most subscribers including settings for Personal IDs how calls are transferred if message waiting lamps are used and if the system calls the subscriber to deliver messages You may spec ify custom settings for individual subscribers on another worksheet Personal ID amp Access Codes The system automatically assigns a Personal ID to a new subscriber by adding one or more digits to the subscriber exten sion X For example 9X creates a Personal ID of 9100 for extension 100 Access codes allow or deny subscribers particular features of the system Refer to the Application Manual or the system on line help for access code definitions Default Change to Personal ID for Subscribers_9X Access Codes PCBF Call Transfer Transfer calls to subscribers Yes default 1 No Call transfer type o Await Answer for rings default Use call screening Yes 0 No default O Release Use only with Await Answer call transfer 0O Wait for Ringback for rings Use call holding Yes 0 Vox 0 No default 3 rings or more Do not use with IBas
5. lt ID and name of mailbox gt and was not added Please make a note of this Do you want to continue with the next Extension ID Y N Issue 1 EliteMail VMS EliteMail Limited 11 To continue adding the remaining Extension IDs in the range press Q 12 To stop the process altogether press N Repeat these steps to add different ranges of Extension IDs without conflicting IDs 13 When the system finishes adding the range of Extension IDs look through the Personal Directory to find the pages the system added Each new subscriber has a spelled name with the Extension ID in curly brackets For each subscriber added by range you can enter each subscriber name in the Name field if you want ERSONAL DIRECTORY NAME SORT Personal ID 9312 Voice name 0 00 Extension ID 312 Hold Archive msgs 0 72 days Access PCBF New Msgs 0 0 00 Total 0 0 00 gt Transfer _____ gt Greeting 7 gt Action _ _ Transfer Yes gt X Std 0 00 Take msg Await Ans gt 4 rings Int 0 00 Screening No Holding No Alt 0 00 Max msg 90 sec Edits OK Yes Message Notification Lamp X Activate Lamps Yes On Now No 1 X after 0 min 8 00am 6 00pm MTWHF 4 rings 30 min Off 2 after 0 min 6 00pm 9 00pm MTWHF 5 rings 60 min Off 3 after 0 min 12 00am 11 59pm MTWHFSU rings 30 min Off 4 after 0 min 12 00am 11 59pm MTWHFSU 4 rings 60 min Ur
6. 3 At what number can you be reached 4 What s this in reference to 5 What additional message would you like to leave 6 Thank you I ll make sure your message gets attention For each question you want to change enter the maximum time in seconds for reply a caller may leave For questions that normally have short replies such as What is your telephone number a reply time of 6 to 10 seconds is usually enough For each question or statement that does not require a reply enter a zero reply time Issue 1 EliteMail VMS EliteMail Limited Should Outside Callers Mark Messages Urgent Select how the system marks the priority of messages left in the Public Interview Box Select Yes to automatically mark all messages from outside callers urgent Select No to leave messages from outside callers unmarked Select Ask if you want the system to ask outside callers if the message should be marked urgent Action after last question Decide what action you want the voice mail system to take after asking the questions The most common choices are Say Good bye or Hang up The possible actions are as follows Transfer to operator Transfer the caller to the operator Say Good bye The system says If you need further assistance press the pound key now Thank you and good bye and hangs up Hang up The system hangs up without saying good bye Go to another ID The
7. Select the action for Day and Night Mode the system should take if the caller doesn t press touchtones during the greeting If greeting is not recorded the voice mail system takes this action immediately You may specify a different action to be taken during Day Mode than during Night Mode The possible actions are described below Take a message Take a message from the caller This is the most commonly used option Transfer to operator Transfer the caller to the operator Say Good bye The system says If you need further assistance press the pound key now Thank you and good bye and hangs up Hang up The system hangs up without saying good bye Goto another ID The system routes the caller to the System ID you enter Restart the call Except in special applications the call returns to the opening greeting that answered the call Fill in the Worksheets EliteMail VMS EliteMail Limited Issue 1 Job Specifications Manual If Take a Message is Used If you want the transaction box to take a message answer the rest of the questions on the worksheet Maximum Message Length Enter time in seconds a message from an outside caller can last Allow caller to edit message Specify if callers can record again or add to their message Mark the messages urgent Indicate the message priority of outside callers Select Yes to automatically mark all messages from outside call
8. Batches of new messages Urgent messages only Phone 2 Wait minutes before trying to call Hours to deliver am pm to am pm on Mon Tue Wed THu Fri Sat SUn Try for rings before hanging up Try again in minutes Deliver Each new message Batches of new messages Urgent messages only Phone 3 Wait minutes before trying to call Hours to deliver am pm to am pm on Mon Tue Wed THu Fri Sat SUn Try for rings before hanging up Try again in minutes Deliver Each new message Batches of new messages Urgent messages only Personal Directory Screen Job Specifications Manual A 19 EliteMail VMS EliteMail Limited Issue 1 Worksheet 13 The Public Interview Box Page of The Public Interview Box is a special interview box owned by the system When an operator is not on duty it can collect mes sages from callers who don t know where to send their message The messages are delivered to all subscribers with public message access There is only one Public Interview Box and it cannot be removed from the system If you are not using the Public Interview Box you may skip this worksheet Enter the questions to be asked the caller and the maximum time allowed for the caller answer System ID for Public Interview Box 0 PM default J Other Question Max Response in seconds Fe SO 00 PAO OR ON 0 11 12 13 14 15 16 17 18 19 20 Should outside callers be allowed to
9. Figure 2 3 Figure 2 4 Figure 2 5 Figure 2 6 Figure 3 1 Figure 3 2 Figure 3 3 Figure 3 4 Figure 3 5 Figure 3 6 Figure 3 7 Figure 3 8 Figure 3 9 Figure 3 10 Figure 3 11 Figure 3 12 Figure 3 13 Figure 3 14 Figure 3 15 Figure 3 16 Figure 3 17 List of Figures ElteMail Limited Bannier Seron ccuiccimicctscescanceutciasieaeueemiemingihicaimatmecmnmmmaucen 1 4 PR FUTO ETU cirar i Sree a a 1 5 FloppySoft Menus and Interviews MAD cscscsicecspeccctccctteceactcedeceseanuesdosoouccseestecdnecdeucieeus 2 52 FloppySoft Technical Support Menu BOXES acceccestcectsctcesdickesscceoscereoctetoctseeseuescieasecsneds 2 54 FloppySoit Acco mting Transaction BOX accs 2 55 FloppySoft Product information and Ordering Menu Boxes c ieee eee eee 2 56 FloppySoit Sales Hunt Group Bees ciscisisiaiatriariepisundiaaaiapierpiieueienaines 2 58 Final Box in FloppySoft Sales Hunt Group scsceccese cc cssccccsce ce oteceeseseesccecesssecstennntcecasecamess 2 59 Easymade Application Screen Page cca cscs ecaseccks sc cec sce ce cet ceesec esecccecsesesedeedences ceeesses 3 2 Easymade Switch Setup Screen Page 1 sccc2cccccccccccesesscckcccctencesensedceet sazsdcansccecnentsaescuas 3 5 Wes FIC Mannan dacs eetankata eeeananAs 3 6 Easymade Application Screen Pago 2 occcaccsmnnccnirninnrarsencrniciancnionmmenamennenimeniE 3 6 Easymade Application Screen Page I esnnsninenitinnsncanani iaaii 3 8 E symade Application Sereen Page 4 srisisisriniisosissoicririnraiurininsi
10. Fill in the Worksheets EliteMail VMS EliteMail Limited Issue 1 SECTION 10 WORKSHEET 10 GUESTS Job Specifications Manual Some subscribers may wish to provide more personal call handling for special clients contacts friends or family Rather than accessing the system as outside callers these individuals can be enrolled as guests of a particular subscriber Each guest receives a Personal ID The system greets guests by name and gives them immediate access to their host subscriber voice mailbox A guest can leave messages for the host subscriber and receive messages from the host subscriber the same way other subscribers leave two way messages Use this worksheet to list each guest on the system and the guest host subscriber Be sure to ask subscribers to identify guests they would like added to the system Host Subscriber List the name of the subscriber who hosts the guest Only the subscriber host can leave messages for the guest and receives two way messages from the guest Guest Name List the guest name There is no limit to the guests a subscriber may host If the system uses a lettered keypad the host can use the first three letters of the guest last name to leave messages for the guest Otherwise the host can use the guest Personal ID Guest Personal ID Enter the Personal ID the guest uses to access messages from the host subscriber Like any other System ID the guest Personal ID must be unique For details
11. Message Notification Should the system call the subscriber to deliver messages 1 If you answered Yes on the worksheet move the cursor to the 1 field 2 Enter X and press Enter if you want the system to call a subscriber extension number after min Enter the time in minutes you want the voice mail system to wait after a new message arrives and press Enter ts This applies only to Batch message delivery Delivery Schedule The fields where you enter a delivery number and schedule for the subscriber extension are not marked 1 After you enter X for the subscriber extension number the cursor automatically moves to the next field 2 Enter the time the voice mail system should start delivering messages and press Enter 3 Enter the time the voice mail system should stop delivering messages and press Enter 4 Enter the days of the week the voice mail system should follow this delivery schedule and press Enter Use these letters Monday Tuesday Wednesday Friday M T w H Thursday F Ss Saturday U Sunday 3 16 Fill in the Screens EliteMail VMS EliteMail Limited Issue 1 5 Enter the number of times the voice mail system should ring the extension before hanging up and press Enter 6 Enter the time delay in minutes between tries and press Enter 7 On the far right of the 1 Line enter a code to select a delivery method and press Enter Use these letters B Bat
12. Press to close the window Transfer 1 If Yes highlight this field enter Y and press Enter 2 After gt enter X and press 2Enter X indicates the voice mail system transfers calls to the subscriber extension Extension IDs are assigned to individual subscribers as you add them to the system 3 If No enter N press Enter and skip this section Job Specifications Manual 3 13 Issue 1 3 14 EliteMail VMS EliteMail Limited Call transfer type This field located directly below the Transfer field is not labeled It can be Release Await Ans or Wait ring To change the setting position the cursor over the existing setting and enter Worksheet Choice Enter Release R and press Enter Await Answer A and press Enter Wait for Ringback W and press 2Enier gt Rings Enter the number of times the extension should ring before the caller is transferred to the subscriber voice and press tEnter This parameter does not apply if you selected Release call transfer Screening Press Cwi E then press 4 and press Enter to expand the screen 1 If you want to use call screening in the Screening Options field enter SC for Screen Confirm and press Enter 2 Move the cursor to the Screening field enter Y and press Enter You can turn on call screening only with Await Answer call transfer 3 If you do not want to use call screening set the Screening field to No 4 Move t
13. 3 5 Easymade Application Screen Page 3 EASY MADE APPLICATIO 20 Set up System Operator System ID 0 Voice name 0 01 Se gt Greeting 7 gt Action Day Yes gt 0 sDay 0 10 Day GotoID gt 5PM Nite No Nite 0 08 Nite GotoID gt PM Release 0 Rings Alt 0 06 Max msg 90 sec Intro 0 02 Holding No Edits OK Yes Transfer Options Active DZH Send Msg Urgent No After Msg Hangup Figure 3 5 Easymade Application Screen Page 3 Fill in the Screens EliteMail VMS EliteMail Limited Issue 1 20 Set up System Operator System ID 1 Select this field 2 Enter 0 and press Enter If your operator ID is different enter it instead of 0 Day 1 Move the cursor to this field 2 Enter N and press Enter if an operator is not available 3 Enter Y and press Enter if an operator is available during the hours your organization is open Day Mode 4 After the gt enter the operator actual extension number and press Enter Nite 1 Move the cursor to this field 2 Enter Y and nter if an operator is available during the hours your organization is not open Night Mode 3 Enter N and press Enter if an operator is not available Transfer Type The call transfer type field directly below the Nite field is not labeled It can be Release Await Ans or Wait ring To change the setting position the cursor on the existing field and enter Worksheet Ch
14. Refer ta Figure 2 2 FloppySoft Technical Support Menu Boxes 200 Technical Support Transfer Greeting Action none Press 1 for NetWork 2 for Say bye DataBase or 3 for SpreadSheet pause One key dialing 1 gt 201 2 gt 202 3 gt 203 201 NetWork Support Transfer Greeting Action Ext 125 I m sorry all our technicians are Go to 0 answering other calls Please hold and I ll connect you to an operator 202 DataBase Support Transfer Greeting Action Ext 138 I m sorry all our technicians are Go to 0 answering other calls Please hold and I ll connect you to an operator 203 SpreadSheet Support Transfer Greeting Action Ext 126 I m sorry all our technicians are Go to 0 answering other calls Please hold and I ll connect you to an operator Figure 2 2 FloppySoft Technical Support Menu Boxes 2 54 Fill in the Worksheets EliteMail VMS EliteMail Limited Issue 1 Job Specifications Manual The System ID 300 transaction box rings the company accountant If the accountant does not answer the voice mail system takes a message Refer to Figure 2 3 FloppySoft Accounting Transaction Box 300 Accounting Transfer Greeting Action Ext 213 I m sorry our accountant is Take msg unavailable Please leave a message Figure 2 3 FloppySoft Accounting Transaction Box System ID 400 is a transaction box linked to a series of transaction boxes in much the same way that
15. call transfer type Action After Greeting B Take a message J Other Action If taking message Maximum Message Length seconds Allow caller to edit message J Yes 1 No Mark the messages urgent 0 Yes O No Ask Action after message hang up Use one key dialing during greeting 0 Yes Hi No Message Notification amp Delivery Lamp 221 Activate message waiting lamps for new messages Yes 0 No The telephone system must be programmed to support message waiting lamps or indicators Phone 1 221 Wait 0 minutes before trying to call Hours to deliver 7 30 _am pm to 6 00 am pm on Mon Tue Wed THu Fri Sat SUn Try for 6 rings before hanging up Try againin 15 minutes Deliver Each new message Batches of new messages 7 Urgent messages only Phone 2 555 1234 Wait 0 minutes before trying to call Hours to deliver 6 30 am pm to 10 00 am pm on Mon Tue Wed THu Fri Sat SUn Try for 6 rings before hanging up Try againin 30 minutes Deliver Each new message Batches of new messages Urgent messages only Phone 3 555 1234 Wait 0 minutes before trying to call Hours to deliver 10 01 am pm to 7 00 am pm on Mon Tue Wed THu Fri Sat SUn Try for 12 rings before hanging up Try again in 15 minutes Deliver Each new message Batches of new messages W Urgent messages only Phone 4 Wait minutes before trying to call Hours to deliver am pm to am pm on Mon Tue Wed THu Fri Sat SUn Try for_____ rings bef
16. caller to the operator Restart the call Return the caller to the opening greeting Goto another ID The system routes the caller to another System ID Enter the System ID if you choose this option Hang up The system hangs up without saying good bye 2 28 Fill in the Worksheets EliteMail VMS EliteMail Limited Issue 1 Job Specifications Manual Announce Options Indicate if the system should send a public notice when it transfers a call to the fax machine and if it asks the person sending a manual fax to record a message describing the fax and who it is for Values include Always Voice Post and Never Ask Callerto Notity when Fax Call is Record a Transferred Message Always Yes Yes Voice Yes Only when caller records a voice message Post No Yes Never No No If you use fax notification the fax notice is delivered to the Operator Box and received by any subscriber who has public message access Typically this is the operator or System Manager Issue 1 EliteMail VMS EliteMail Limited Table 2 8 Sample Worksheet 8 Public Fax box Worksheet i 8 Public Fax Box You can route incoming faxes to a particular extension called the Public Fax Box This extension is then con nected to one or more fax machines Use this worksheet to specify how to set up the Public Fax Box If you are not using the Public Fax Box you may skip this worksheet Fax ID 0 _FAXBOX
17. choices or just leave a message Should internal calls forward to voice mail automatically What does the organization want to happen when someone calls an extension in the organization and it is not answered or is busy Do they want the call to forward automatically to the voice mail system Do subscribers use message notification How do people want to be informed when they have messages Will message waiting lamps be used Is automatic calling of a telephone at certain hours required Does the organization use a fax machine Does the organization want to use fax detect What telephone extension should the fax machine use Should the voice mail system ask outside callers to record a message describing their fax Should the voice mail system send a public notice each time a call is transferred to the fax machine The Quick Install method organizes the answers to all of these questions to easily define an application that is structured around the most important considerations The Quick Install method includes worksheets that facilitate setting up your voice mail system These should be completed at least one week prior to the scheduled installation date Job Specification Worksheets EliteMail VMS EliteMail Limited SECTION 4 ABOUT THIS MANUAL SECTION 5 ELITEMAIL LIMITED Job Specifications Manual Issue 1 The Quick Install method has two basic functions Fill in the Worksheets The first half of this manua
18. codes enter the access codes and press Enter 3 To remove codes press Del Fill in the Screens EliteMail VMS EliteMail Limited Issue 1 You can also use a special pop up window to add or remove access codes Refer to Figure 3 8 Access Code Options Window On the pop up window an active code has in its checkbox EASYMADE APPLICATION for each new Subscriber Personal ID 9X Hold Archive msgs 0 2 days ACCESS CODE OPTION s555 Press ESC to Exit AC 1 No Setup Options J 7 Auto Live Monitor S Can t Send Message B No Rec t Summary K C Can Edit Holding T Traditional Order C No Public Notify L 1 Message Length UC J Not to Subscribers D 1 Not in Directory M C Menu Mode Y 1 No Private Message E 1 Messages by Ext N 1 Hands Free Play WOE 1 No Future Delivery F x First Time Enroll 0 1 No Old Messages KX C No Receipt Request G Can t Edit Greet F x No Public Message Y 1 No Open Groups HC 1 Unused Q 1 No Urgent Message 20 1 Automatic Receipts I 1 Live Monitor On R Can t Redirect Press AY TAB or Shift TAB to move Press SPACE to add or remove a code PA E E a ee ee J Figure 3 8 Access Code Options Window Add or remove codes at the Access Code Options window 1 Press Ctr E 2 Press Enter 3 Press Tab Shift Tab 4 or G key to highlight the checkbox for the code you want 4 Press to add or remove a code 5
19. dial to turn a message waiting lamp on or off for the subscriber and press amp Enter Use X for the subscriber extension number Activate Lamps 1 Enter Y and press Enter to indicate if the voice mail system should activate message waiting lamps 2 Ifyou select Y also check the Message Lamp On and Off codes at the top of Switch Setup Screen Page 2 to verify that they are the correct codes for your telephone system These codes were configured automatically when you selected your NEC telephone system Refer to Section 2 Program Worksheet 1 Site Information on page 3 2 3 Enter N and press Emer to indicate if the voice mail system should not activate message waiting lamps Message delivery telephone numbers Fill in the specifics for each message delivery telephone number on the last 4 lines of the Message Notification screen For each telephone number you want the voice mail system to call to deliver messages fill in the following ts For details about the special characters you can use in message delivery telephone numbers refer to the EliteMail VMS EliteMail Limited Technician Guide These characters allow you to program pauses and other special dialing for your NEC telephone system 1 Enter the telephone number or X you want the system to dial and press Enter Job Specifications Manual 3 43 Issue 1 EliteMail VMS EliteMail Limited after min Enter the number of minutes you want the voic
20. different Day Mode schedules In most cases however you use only Schedule 1 This worksheet defines only one schedule You can define others later 31 Daytime Schedule Enter regular business hours for your organization Sample completed Schedules Worksheet is shown below Each working schedule you define for a site can be specified in three different time ranges These ranges a b c define the hours classified as Day Mode You may specify any range as Day Mode it need not fall in the range that is normally considered daytime For any hours not specified the voice mail system operates in Night Mode Typically you specify only one range such as 8 00 am 5 00 pm Monday through Friday However if your organization has different weekend hours you may specify ranges for Saturday and Sunday The sample schedule is completed for a business that is open from 9 00 am to 8 00 pm Monday through Friday from 10 00 am to 5 00 pm on Saturday and 11 00 am to 3 00 pm on Sunday If your organization closes for lunch hour you can specify Day hours as 8 00 am to 12 00 pm in range a and 1 00 pm to 5 00 pm in range b The voice mail system is then in Night Mode from noon to 1 00 pm Ignore holidays In most cases because your organization is closed on holidays you want the voice mail system to operate in Night Mode for 24 hours on those days This is the default setting If Schedule 1 should not follow your regular Day Mode and Night Mode h
21. group messages Specify any combination except M and T of the following access codes A No Setup Options Access This denies subscriber access to change setup options by telephone The subscriber cannot change personal greetings message groups call transfer options message delivery recorded name spelled name security code or directory listing The access codes A and T may be combined to deny access to all setup options except personal greetings No Receipt Summary The system does not tell the subscriber that the messages sent to a particular person are received unless the subscriber marks a message for explicit return receipt No Public Notify This prevents the system from notifying the subscriber when a public message is received A public message is not addressed to a particular extension Use this code for subscribers who have public message access no P code but want their message waiting lamp lit only for messages sent specifically to them Not in Directory Excludes subscriber from automatic directory Messages by Extension The subscriber leaves messages by extension number instead of the first three letters of the last name First Time Enroll The system enrolls the subscriber by telephone the next time the subscriber calls the system The system does not deliver messages to subscriber with the F access code Can t Edit Greeting The subscriber cannot change personal greetings Live Monitor On En
22. icassesccviccviearctantereierieicrnennbaieneneaoaniauaniuaniie 3 1 Program Worksheet 1 Site Information eecccceeeeeeseeeeeeeeeeeeeeeeees 3 2 Program Worksheet 2 The Opening Greeting cceeeeeeeeeees 3 6 Program Worksheet 3 Operator Handling ccceeeeeeeeeeeeeeeeeeeeeees 3 8 Program Worksheet 4 System Schedules ceeeeseeeeeesneeeeeeeeees 3 10 Program Worksheet 5 Default Subscriber Setup eeeeeeeees 3 12 Program Worksheet 6 System Security 2 0 0 0 ee ceeccceeeeeeeeeeeeeeeeeeeees 3 17 Program Worksheet 7 Directory ASSiStanCe cceessceeeeeeneeeeeeees 3 19 Program Worksheet 8 Public Fax BOX siccscssicdeiisssseuceriediessinvenecessnanne 3 22 Program Worksheet 9 Subscriber List ccceseeeeeeeesseseeeeeneneeeees 3 26 Programi Worksheet 10 CRG aarti sats ceadcdieanic ereninadtbaadssnnencinte 3 30 Program Worksheet 11 Message Groups cccceeeeeseeeeeeeeeeeeeees 3 32 Program Worksheet 12 Special Subscriber Settings 0 3 34 Program Worksheet 13 Public Interview BOX ecceeeeeeeeeeeeeeeeeees 3 45 Program Worksheets 14 amp 15 Menus and Interviews 3 46 Program Worksheet 16 Transaction BOXeS ccccceeeeeeeeeenseeeeees 3 47 Program Worksheet 17 Interview Boxes ccccccsssseesesseereeesseeeee 3 53 Appendix A Worksheets Table of Contents Figure 1 1 Figure 1 2 Figure 2 1 Figure 2 2
23. mark messages urgent Yes No default Ask Action after last question 0 Say goodbye then hang up default Transfer call to operator Restart the call at the opening greeting Route the call to another subscriber or transaction box Use Go to ID Hang up The system does not say anything after the last question oO O Oo Oo Transaction Directory Public Interview Job Specifications Manual A 21 EliteMail VMS EliteMail Limited Issue 1 Worksheet 14 Menus amp Interviews Map Use this sheet to draw a map or diagram of any personnel directories information menus or special call routing to use in your application You can then use the Menus amp Interviews List worksheet to list the transaction boxes required for this part of your application Thank you for calling FloppySoft For Support press 200 For Accounting press 300 For product information press 400 For Sales press 500 Otherwise please stay on the line and an operator will be right with you If the caller presses 200 200 Technical Support Box To other boxes depending on selection 400 Product Information Box 300 Accounting Box To accountant s extension Job Specifications Manual 400 To other boxes depending on selection 500 Sales Box To each sales person in turn EliteMail VMS EliteMail Limited Issue 1
24. on their touchtone keypads to use automatic directory assistance Numeric directory assistance The numeric directory allows outside callers to press numbers instead of letters to look up a subscriber extension Numeric directory assistance groups subscribers by a common characteristic such as department location or schedule and creates a menu of choices that assign a single touchtone to each directory grouping Use Worksheet 7 to select the type of directory assistance to offer outside callers Or if you are not using directory assistance for this application write that on the worksheet and skip to the next worksheet If you are using numeric directory assistance you should also complete Table 2 11 Sample Worksheet 11 Message Groups t You can also use transaction boxes to set up other call routing for outside callers who do not know the extension number The system comes with a sample transaction box Departments Box to help you set up special call routing to departments Directory Assistance Some sites may want to use both automatic and numeric directory assistance if some outside callers have lettered keypads Indicate the type of directory assistance the system should offer You can offer automatic directory assistance numeric directory assistance or both 2 24 Fill in the Worksheets EliteMail VMS EliteMail Limited Issue 1 Job Specifications Manual Using automatic directory assistance requires only that
25. outside callers have letters on their keypad that match the system keypad map and that you mention the System ID for directory assistance in the opening greeting Using numeric directory assistance or transaction boxes for directory assistance requires additional setup at the system console If you are using automatic directory assistance the system can automatically route a caller to the correct Extension ID when only one name matches the three letters the caller enters Indicate on the worksheet whether you want to use this feature with automatic directory assistance System IDs for Directory Assistance Enter on the worksheet the System ID callers should dial to reach directory assistance The default System ID for automatic directory assistance is 555 If you are changing the System ID enter that information on the worksheet Numeric directory assistance requires special configuration at the system console The system comes with several sample directory groups installed to help get you started For details on how to set up numeric directory assistance refer to the EliteMail VMS EliteMail Limited Technician Guide Ensure that the System ID for directory assistance is mentioned in the opening greeting Notes on the Department Transaction Box The system is shipped with a department directory in a transaction box that has the System ID 411 This transaction box announces Press 1 for Sales 2 for support or 3 for a list of a
26. specified action The operator cannot use call screening features For details on this call transfer option refer to the EliteMail VMS EliteMail Limited Technician Guide rings This specifies the number of rings the voice mail system waits for a call to be answered The minimum number of rings is three Enter the number of rings for your application Using three or four rings is recommended Table 2 3 Sample Worksheet 3 Operator Handling Worksheet 3 Operator Handling 20 When is an operator available to handle calls Day E Yes 1 No Night Yes W No Transfer Calls to the Operator What is the operator extension number on the telephone system Day W 0 zero O Night 0 0 zero O Call transfer type to use for operator extension Jf Release C Await Answer for rings C Wait for Ringback for rings 3 rings or more Application Screen Page 3 Fill in the Worksheets EliteMail VMS EliteMail Limited Issue 1 SECTION 4 WORKSHEET 4 SYSTEM SCHEDULES Job Specifications Manual Most organizations set regular working hours You can set up the voice mail system to handle calls differently when your organization is open and closed The voice mail system uses a Day Mode schedule to define the hours your organization is open The rest of the time the system operates in Night Mode You can define up to four different Day Mode schedules and then assign to different voice ports or transaction boxes
27. that plays this opening greeting for callers Thank you for calling FloppySoft For Technical Support press 200 For Accounting press 300 For product information press 400 For Sales press 500 Otherwise please stay on the line and an operator will be right with you Each selection in this menu corresponds to a System ID for a transaction box In this example the Technical Support transaction box with System ID 200 routes calls for a specific FloppySoft product depending on the selection the caller makes Refer to Figure 2 1 FloppySoft Menus and Interviews Map Thank you for calling FloppySoft For Support press 200 For Accounting press 300 For product information press 400 For Sales press 500 Otherwise please stay on the line and an operator will be right with you To other boxes To other boxes depending on depending on selection selection 200 Technical Support Box 400 Product Information Box 300 500 Accounting Box Sales Box To accountant s To each sales extension person in turn Figure 2 1 FloppySoft Menus and Interviews Map Fill in the Worksheets EliteMail VMS EliteMail Limited Issue 1 Table 2 15 Sample Worksheet 15 Menus and Interviews Map Worksheet 15 Menus amp Interviews List Page 1 of 4 List here the transaction boxes or interview boxes you need to complete the application features designed in the previous workshe
28. the transaction box you are viewing when you add the box Add a Transaction Box 1 If necessary press Ctr T to access the Transaction Directory 2 Press E8 for the Add Menu 3 Select Transaction box You are prompted with Add transaction box for lt System Manager name gt Y N 4 Enter Y and press tnter if you want the box for the system manager or enter N and press 4Enter if you want the box to belong to a different subscriber 5 Ifyou enter N You are then prompted with Add transaction box for which subscriber enter last name Job Specifications Manual 3 47 Issue 1 10 11 Day 1 2 3 EliteMail VMS EliteMail Limited Enter the last name of the subscriber who owns the box Any letter or word that you enter puts you into an alphabetical list of subscribers with the following confirmation prompts Add transaction box for subscriber lt NAME gt Press ESC to quit Y N If you enter N and press Enter the same prompt offers the name of the next subscriber in the system If you press Enter for Yes you are then prompted for the System ID and name of the transaction box Enter the System ID for the transaction box and press Enter Enter the name of the transaction box and press Enter The name must be entered The first three letters of this name may be used by the subscriber owning the box to record new greetings If your system has been set up for numer
29. 0 Max msg 90 sec Edits OK Yes lessage Notification Activate Lamps Yes On Now No after 0 min 8 00am 6 00pm MTWHF 4 rings 30 min Off after 0 min 6 00pm 9 00pm MIWHF 5 rings 60 min Off after 0 min 12 00am 11 59pm MTWHFSU rings 30 min Off after min 12 00am 11 59pm MTWHFSU 4 rings 60 min Urgent Ctr1 E for expanded options Figure 3 17 Personal Directory Screen Subscriber If you are not viewing the Personal Directory Screen press Cwl D and then press PageUp or PageDown or use the Jump command to display the correct subscriber Fill in the fields on the Personal Directory Screen using step 1 or step 2 1 Enter new field values and press 2Enter 2 Enter a code in the field and press 2Enter The codes turn different features on or off depending on the field Determine the correct codes before you fill in Name IDs Hold Archive Time To change a subscriber Name Personal ID Extension ID or Hold Archive time move the cursor to the field you want to change enter the change and press Enter Add or Remove Access Codes Access codes turn on or off certain features for the subscriber Each code is a single letter representing a feature You can add access codes to or remove them from the subscriber Access field or you can use a special pop up window to view all access code options and add or remove access codes for a subscriber Refer to Figure 3 18 Access Code Options
30. 2 00am 11 59pm MTWHFSU 4 rings 60 min Urgent Figure 3 14 Personal Directory Screen Guest If you re not viewing the Personal Directory Screen press Ctr 0 Add Guests Follow these steps for each guest 1 Press PageUp or PageDown to display the page belonging to the host subscriber 2 Press E8 to display the Add Menu 3 Press G to select Guest and press Enter 4 Press Enter to confirm the name of the host subscriber 5 Enter the guest Personal ID and press 2Enter 3 30 Fill in the Screens EliteMail VMS EliteMail Limited Job Specifications Manual 6 7 8 Issue 1 Enter the last name and press Enter Enter the first name and press 2Enter Record a name for the guest For details refer to Worksheet 8 Send Msg Urgent 1 If the guest can send the host subscriber urgent messages move the cursor to this field Enter Y and press t Enter to mark all messages from the guest Urgent Enter A and press Emer to ask the guest each time if the message is urgent Message Notification Even though guests do not use an internal extension you can set the system to call a guest at up to 4 outside telephone numbers 1 2 Highlight the 1 field Enter the number the voice mail system should call to deliver messages and press Enter In the after field enter the number of minutes you want the voice mail system to wait after a new message arrive
31. 3 40 secs 13 0 00 Q secs 6 0 03 Q secs 14 0 00 Q secs 7 0 00 OQ secs 15 0 00 Q secs Send Msg Urgent No 6 0 00 secs 16 0 00 0 secs After Say bye Figure 3 20 Transaction Directory Public Interview Box If not viewing the Transaction Directory press Ct 77 Press or PageDown or use the Jump command to display the Public Interview Box Record Interview Box Questions To record questions in an interview box first establish a local connection then make the recordings To establish a local connection refer to 3 Program Worksheet 2 The Opening Greeting on page 3 6 After you record each question enter the maximum reply time in seconds immediately to the right of the question Send Msg Urgent 1 Move the cursor to this field 2 To set the system to mark all messages left in the interview box urgent enter Y and press Enter 3 To keep outside callers from marking messages urgent enter N and press 2Enter 4 To set the system to ask callers if the message is urgent enter A and press 2Enter Job Specifications Manual 3 45 Issue 1 SECTION 15 PROGRAM WORKSHEETS 14 amp 15 MENUS AND INTERVIEWS EliteMail VMS EliteMail Limited After Depending on checked action on the worksheet enter the following Worksheet Choice Enter Say bye and Hang up S and press 2Enter Transfer Caller to Operator O and press Enter Restart Call R and press Enter Try another System ID
32. 3 digit group number is not a System ID so it does not have to be unique ts You should not use your system wildcard character usually 1 or 0 in the group number You can have more than one message group with the same spelled name or group number If this occurs subscribers choose the correct group by listening to the group recorded name just as they do when choosing between subscribers with the same last name Group Owner Enter the name of the subscriber that owns this group Only the owner of the group can change the group by telephone Deliver message only to the first person to hear it Select whether the group has dispatch or broadcast distribution Most groups have broadcast distribution Fill in the Worksheets EliteMail VMS EliteMail Limited Issue 1 Job Specifications Manual Can others send a message to this group Indicate whether the message group is open or private If the group is open all authorized subscribers can send messages to the group If the group is private only the group owner can send messages to the group Group Members List the names of the subscribers included in the group Any subscriber can be a member of a group A guest can be a member only of the host private message groups Issue 1 EliteMail VMS EliteMail Limited Table 2 11 Sample Worksheet 11 Message Groups Worksheet 11 Message Groups Page 3 of 9 If a subscriber wants to regularly send messages to a group of
33. 7 Establish a local connection with the voice mail system For details refer to Bection 3 Program Worksheet 2 The Opening Press Ctr 1 to access the Transaction Directory Press PageUp or PageDown or use the Jump command to display the transaction box you want to change Departments Sales or Technical Support Box Highlight the Greeting Day field Press F9 Press to start recording the new greeting Press any key to stop recording Listen to the greeting to make sure it sounds the way you want Press to hear it Repeat steps 5 and 6 until you are satisfied with the recording Change the System ID callers dial to reach the department directory 1 2 3 4 Press Ctr 1 to access the Transaction Directory Press PageUp or PageDown or use the Jump command to display the Departments Box Move the cursor to the System ID field Enter the new System ID and press Enter Delete the transaction boxes 1 2 Press CrI to access the Transaction Directory Press PageUp or PageDown or use the Jump command to display the transaction box you want to delete Departments Sales or Technical Support Box Press 7 Press Enter to select Box Press Y to delete the transaction box Repeat steps 1 5 for each box in the department directory Issue 1 SECTION 9 PROGRAM WORKSHEET 8 PUBLIC FAX BOX EliteMail VMS EliteMail Limited To set up th
34. AX 329 7 Other Voice Name _ the Public Fax Box default 1 Other NOTE If you use the default Fax System ID callers cannot dial the Public Fax Box directly Transfer calls to the Public Fax Box Yes to extension Call transfer type Await Answer for Use call holding Yes Vox No default rings default Release 1 Wait for Ringback for rings Do not use holding with Release call transfer C No Turn off Public Fax Box default Alternate Action if fax call transfer is unsuccessful 0O Say Goodbye then hang up J Route call to another subscriber or transaction 0O Transfer call to the operator default box Use Go to ID gt 0O Restart call at the opening greeting Hang up Announce Options the Public Fax Box Circle the choice you want for Announce YES v Send a public announcement when a fax call is transferred YES NO Use this decision chart to decide how to handle manual fax calls and how to announce calls that are transferred to Ask caller to record an introduction YES NO y Send a public announcement when a fax call is transferred NO Announce ALWAYS Announce Announce VOICE POST Announce NEVER Application Screen Page 6 Job Specifications Manual A 11 EliteMail VMS EliteMail Limited Issue 1
35. E FAX 329 J Other Voice Name the Public Fax Box O Other NOTE If you use the default Fax System ID callers cannot dial the Public Fax Box directly Transfer calls to the Public Fax Box Yes to extension 345 O No Turn off Public Fax Box Call transfer type Await Answer for 4 rings J Release Waitfor Ringback for rings Use call holding J Yes 1 Vox J No Do not use holding with Release call transfer type Alternate Action if fax call transfer is unsuccessful 0O Say Goodbye then hang up J Route call to another subscriber or transaction B Transfer the call to the operator box Use Go to ID gt O Restart the call at the opening greeting J Hang up Announce Options Use this decision chart to decide how to handle manual fax calls and how to announce calls that are transferred to the Public Fax Box Circle the choice you want for Announce E Ask caller to record an introduction YES NO Send a public announcement Send a public announcement when a fax call is transferred o when a fax call is transferred YES NO YES NO Announce Announce Announce Announce ALWAYS VOICE POST NEVER Application Screen Page 6 2 30 Fill in the Worksheets EliteMail VMS EliteMail Limited Issue 1 SECTION 9 WORKSHEET 9 SUBSCRIBER LIST Job Specifications Manual Subscribers can be enrolled on the system by range or individually There are advantages and disadvantages to ea
36. Enter Disk full warning at___ mins left Use this field to set the number of minutes of available message storage space remaining before the system asks subscribers to delete unnecessary messages 1 To change this setting highlight this field 2 Enter the new value and press Enter Error notices to Use this field to set who should receive a voice message if certain system errors occur The system is set by default to the System ID for the Operator Box System ID 0 that sends the messages to everyone with public message access If the System ID for the Operator Box is different on your system replace 0 with the correct ID 1 To send the messages to a subscriber replace the Operator Box System ID with a subscriber Personal ID 2 To send the messages to more than one subscriber separate the subscriber Personal IDs with commas e g 8123 8456 8678 You can also send the message to everyone with public message access and to one or more subscribers e g 0 8123 8456 8789 If you use the Operator Box System ID to send error notices to everyone with public message access remove the P access code for at least one subscriber For details refer to Worksheet 12 Fill in the Screens EliteMail VMS EliteMail Limited Issue 1 SECTION 8 PROGRAM WORKSHEET 7 DIRECTORY ASSISTANCE Use the information you gathered to set up automatic directory assistance Automatic Directory Assistance To turn on automatic di
37. G and press Enter Specify ID Hang up H and press Enter The Menus amp Interviews Map Worksheet 14 and the Menus amp Interviews List Worksheet 15 are a guide to help design your application transaction boxes voice detect boxes and interview boxes Complete separate Worksheet 16 for each transaction box or voice detect box or Program Worksheet 17 Interview Boxes for an interview box Then configure each transaction box voice detect box or interview box from those worksheets Fill in the Screens EliteMail VMS EliteMail Limited Issue 1 SECTION 16 PROGRAM WORKSHEET 16 TRANSACTION BOXES For each copy you fill in add_a_ transaction box to the system at the Transaction Directory Refer to Figure 3 21 Sample Transaction Box TRANSACTION DIRECTORY Name Network Support Transaction box of Winter Jonathan System ID 201 Yoice name 0 02 Schedule gt Transfer gt Greet ing gt Act ion Day Yes gt 125 Day 0 13 Day Operator Nite No Nite 0 00 Nite Take msg Await Ans gt 4 Rings Alt 0 00 Max msg 90 sec Intro 0 00 Holding No Edits OK Yes Transfer Options A Active D N Send Msg Urgent No After Msg Say bye One key dialing 1 gt 2 gt 3 gt 4 gt o gt 6 gt 7 gt 8 gt g gt 0 gt Figure 3 21 Sample Transaction Box To view the Transaction Directory press Ctr 7 ts When you add a transaction box the system copies the call transfer and action parameters from
38. If you select No you may still manually reset the computer clock twice a year for Daylight Savings Time Fill in the Worksheets EliteMail VMS EliteMail Limited Issue 1 Table 2 4 Sample Worksheet 4 System Schedules Worksheet 4 System Schedules Use this worksheet to define the system Day Mode operating schedule This usually matches the company office hours All other hours the system operates in Night Mode You may specify up to three ranges of hours and days for Day Mode operation 31 Daytime Schedule Enter up to three ranges of hours and days for Schedule 1 a 9 00 am pm to 8 00 am pm on Mon Tue Wed THu Fri Sat SUn b 10 00 am pm to 5 00 am pm on Mon Tue Wed THu Fri Sat SUn Cc 11 00 am pm to 3 00 am pm on Mon Tue Wed THu Fri Sat SUn Ignore holidays O Yes W No 32 Special Schedule 4 W Day Night 33 Holidays Write in the day and month of up to eighteen holidays 1 Jan 25 Dec 34 Automatically adjust system for Daylight Savings Time Yes Date On 1 Apr Date Off __28 Oct oO No Application Screen Page 4 Job Specifications Manual 2 13 Issue 1 SECTION 5 WORKSHEET 5 DEFAULT SUBSCRIBER SETTINGS 2 14 EliteMail VMS EliteMail Limited This worksheet helps you plan the default settings for every new subscriber EliteMail makes adding subscribers with standard features quick and easy Just fill in Application Screen Page 5 with the settings you want for each subs
39. Limited Le Ai 4 4 Opes Dar Lede ve 3 A BeEGE aime Tik LU EliteMisil LIMITED FL Help Fl Select Pert Fi Waceions F Sign in Fi Copel om off Fac Frit Enter any character NEC Corporation should read NEC America Inc Figure 1 1 EliteMail Limited Banner Screen Refer to Figure 1 2 FMS U10 ETU The 64 MB IDE Flash Memory module is configured as a single drive partition for the Electra Elite 48 telephone system it can also be used in the Electra Elite 192 System configuration and differences are described below System Configuration e 40 subscriber mailboxes 2 or 4 ports 4 hours message storage and live recording time Single system language EliteMail Limited has No softkey or Live Monitoring ability but they are being considered as add on options Job Specification Worksheets EliteMail VMS EliteMail Limited Issue 1 BIOS Options Figure 1 2 FMS U10 ETU Available Recording Space Warning The Disk Full warning at 15 mins left field on Easymade Application Page 6 also sets the minimum storage space allowed for live record messages For EliteMail Limited only subscribers are prevented from using live record when the available storage space is less than or equal to twice the indicated disk full warning value ts Live record messages can quickly fill up available storage space Subscribers are encouraged to promptly delete all unnecessary voice and live record messages Job Spe
40. M MANAGER Personal ID 9890 3C Yoice name 0 02 Extension ID 890 Hold frchive msgs O72 days EXPANDED TRANSFER OPTIONS Press ESC to Exit gt Transfer gt Greet ing gt Act ion Transfer Yes gt x Std 0 00 Take msg Await Ans gt 4 Rings Int 0 00 Screening No Holding No Alt 0 00 Max msg 90 sec Edits OK Yes Transfer Options A Active STD Send Msg Urgent No Screening Options Int Yes After Msg Say bye One key dialing 1 gt 2 gt I gt 4 gt 5 gt 6 gt 7 gt 8 gt g gt Q gt Figure 3 19 Personal Directory Page with Expanded Transfer Options Displayed After you open the Expanded Transfer Options window it stays open as you scroll through the Personal Directory 3 ts Voice mail uses these options if call transfer is Await Ans and turned on Move cursor to Transfer Options field 4 Enter as many of these codes in the field as you need Worksheet Choice Enter Announce A and press Enter Confirm C and press 2Enter Introduce and press Enter Message Screen Screen Ss Screening Options 1 Move the cursor to this field and call transfer is Await Ans Job Specifications Manual M and press Enter S and press Enter Do not use both M and S The voice mail system uses these options when call screening is turned on Issue 1 EliteMail VMS EliteMail Limited 2 Enter as many of these codes in the field as you need Worksheet Ch
41. NEC Elite Mail VUs Elitehail Limited JOB SPECIFICATIONS MANUAL NEC America Inc Stock Number 750176 1 Issue 1 Contents of this manual are subject to change without prior notice at the discretion of NEC America Inc This document has been prepared for the use of employees and customers of NEC America Inc and may not be reproduced without prior written approval of NEC America Inc EliteMail and Electra Elite are trademarks of NEC America Inc Copyright 1999 NEC America Inc 1555 Walnut Hill Lane Irving TX 75038 Business Terminals Division SECTION 1 GENERAL INFORMATION SECTION 2 THIS MANUAL SUPPORTING DOCUMENTS Preface The EliteMail VMS EliteMail Limited system is people oriented and speeds communication between people using the very latest technology The EliteMail VMS EliteMail Limited has a set of manuals that provide all the information necessary to install and support the system The manuals are described in this preface This manual provides detailed information to tailor the application to the customer needs Worksheets are provided to collect information about the NEC telephone system that can be used by the service technician when customizing the system EliteMail VMS EliteMail Limited Technician Guide Stock Number 750370 This manual provides general information about the system features configuration and standards Sections of this manual include Hardware Specifications Describ
42. NEC Model Electra Elite Software Release Switch Setup Screen Page 1 Keypad Map o Default Q 7 Z 9 O QZ on the 0 Key 0 Numbers Only Keypad g QZ on the 1 Key 0O Swedish Keypad 2 4 Fill in the Worksheets EliteMail VMS EliteMail Limited Issue 1 SECTION 2 WORKSHEET 2 THE OPENING GREETING Job Specifications Manual You should customize the opening greeting for your application Ensure that the quality of the recording is good Keep background noise to a minimum and don t overwhelm callers with a long list of options Include the name of your organization and be sure to thank people for calling This worksheet helps you plan your opening greeting You can set up different opening greeting prompts for the system Day Mode and Night Mode Greeting Day Greeting Night Greeting Enter the text of the day and night greetings for the transaction box The caller hears either the day or night greeting when call transfer is turned off or the extension is busy or does not answer Use one key dialing during greeting If this transaction box uses one key dialing enter the System IDs The one key dialing menu lets you set up single digits to represent full System IDs for other transaction boxes interview boxes or extension numbers Enter an existing System ID for each single digit the caller may press As you record the greeting include pauses in your recording so the caller has time to make a selection One key dialing lets the c
43. Press SPACE to add or remove a code Ea Hm EEEE ea pa ca RR Mg Pa a eR E A ANA E J Figure 3 18 Access Code Options Window Fill in the Screens EliteMail VMS EliteMail Limited Job Specifications Manual Issue 1 An active code On the pop up window has in its checkbox After you open the Access Code Options window it stays open as you scroll through the Personal Directory to view subscriber pages Transfer When call transfer is turned on for a subscriber you can set several custom features that control how the voice mail system transfers calls The subscriber can turn call transfer on off from any touchtone telephone When call transfer is on the custom settings configured on the Personal Directory page take effect Even if call transfer is turned off for a particular subscriber you may want to set up custom call transfer features That way when the subscriber turns call transfer on the custom features are available 1 Highlight this field 2 To turn call transfer on enter Y and press nter 3 After the gt enter X and press Enter if calls should be transferred to the subscriber extension Or enter a different telephone extension number and press Enter 4 To turn call transfer off enter N press Enter and skip the rest of this section Call transfer type The transfer type field below the Transfer field is not labeled The type can be Release Await Ans or Wait ring To change the sett
44. Sample Interview Ta a ae ce edt 3 53 Table of Contents Table 2 1 Table 2 2 Table 2 3 Table 2 4 Table 2 5 Table 2 6 Table 2 7 Table 2 8 Table 2 9 Table 2 10 Table 2 11 Table 2 12 Table 2 13 Table 2 14 Table 2 15 Table 2 16 Table 2 17 List of Tables Sample Worksheet 1 Site Information cccsascviarccsnirccoarecsssnaveencccansdensiseseniqatnneueinacsaraesets 2 4 Sample Worksheet 2 The Opening Greeting cceecnceeeeeeeseseeeeeeeeeeeeeseceeeeees 2 8 sample Worksheet 3 Operator Man iig vvceicsccaceccccsicsscsscusstceecesesscesoucienescexeusauesosnases 2 10 Sample Worksheet 4 System Schedules cccccessecseeecereeeeseeseeneeeeeeneneseeceeeee 2 13 Sample Worksheet 5 Default Subscriber Settings cceeeeeeeseeeeeeeeeeeeneeteees 2 21 Sample Worksheet 6 System Security cs seccss etc cee daceis cece sacceccaccecestaceacciectcberacceewase 2 23 Sample Worksheet 7 Directory Assistance cccceeeeeeseeeeeeeeeeeeeeeeeneeeeeeeneeetees 2 26 Sample Worksheet Publie Fax DOX ciusceadisusiiniicinmianceensunasatanensind 2 30 Sample Worksheet 9 Subscriber List osc iisisscscvaraciieiseiaisnicatesiatiscssignsusiaeausieied 2 32 Sample Worksheet TO CAE vc ranessrcsesnnsiscasscsiteiisinlieiniauseaeaiaienpaaeiaiacel 2 34 Sample Worksheet 11 Message Groups cccseessesenceceeceeeesseeeeeeeeseeteseenesses 2 38 Sample Worksheet 12 Special Subscriber S
45. Say Goodbye Transaction Directory Fill in the Worksheets EliteMail VMS EliteMail Limited Issue 1 SECTION 3 WORKSHEET 3 OPERATOR HANDLING Job Specifications Manual When callers reach your organization during normal business hours they must have easy access to an operator Callers need to know how and when they can be connected to an operator 20 When is an operator available to handle calls Identify when an operator is available to answer calls Most organizations have operator coverage only during normal business hours Operator availability during night hours varies widely from one organization to another If operator is not available for either day or night check the No boxes and go to the next worksheet Transferring Calls to the Operator What is the operator extension number Enter the actual operator extension number on the NEC telephone system both for day and night At many organizations the operator extension number is 0 If your operator has a different extension number fill in the blank with the number The voice mail system automatically dials this extension when transferring a call to your operator The extension numbers can be different for Day Mode and Night Mode Call transfer type to use for the operator extension The voice mail system can transfer a call to the operator three ways If you are not sure which to use select Release the most common method for transferring to the operat
46. Screen Page 2 If you are not viewing the Easymade Application Screen press Ctri A then press PageDown to view Page 2 3 6 Fill in the Screens EliteMail VMS EliteMail Limited Issue 1 All Ports 11 Opening Greeting Box ID Prompts were recorded for a default opening greeting but you may record them again to personalize the voice mail system for your application The default opening greeting is recorded in the Greeting transaction directory If you are not viewing this screen press Ctr 1 then press PageDown until you are actually viewing the Greeting transaction directory Recording prompts involves two main steps 1 Establish a local connection with the voice mail system Local connection is made using the F3 Select Port and F4 Local on off command keys This is a quick 4 step process You need a telephone within arm reach of the system console 2 Press F9 or to listen to or record the prompts Establish a local connection 1 Dial the system If you are on a busy system you might have to wait until a port is free to answer calls 2 After you dial watch the port status indicators in the upper left corner of the Banner Screen Look for the port taking your call RINGING is followed shortly by DAY ANSWER or NIGHT ANSWER as your line rings is answered and the system plays the opening greeting 3 The port selection indicator gt gt shows the port connecting locally Press F3 to move gt gt to t
47. Window Issue 1 EliteMail VMS EliteMail Limited Add or Remove an access code 5 Highlight the Access field Make sure your keyboard is in INSERT mode To add a code enter any missing letters Move the cursor to any code you want to delete To remove a code press Delete Press 2Enter when you finish View all access code options and add or remove access codes at the pop up window Press Ctrl E Press Enter to select Access Codes Press fab Shitt Tab Q or to highlight the checkbox to the left of the description of the code Press to add or remove the code Press to close the window NAL DIRECTORY NAME SORT SYSTEM MANAGER Personal ID NEC Voice name 0 02 Extension ID 9696 Hold Archive msgs 0 72 days ACCESS CODE OPTION s Press ESC to Exit SsIOgare o gt 1 1 1 Auto Live Monitor Can t Edit Hold Message Length Menu Mode Hands Free Play No Old Messages No Public Message No Urgent Message Can t Redirect No Setup Options No Rec t Summary No Public Notify Not in Directory Messages by Ext First Time Enroll Can t Edit Greet Unused Live Monitor On Can t Send Message Traditional Order Not to Subscribers No Private Message No Future Delivery No Receipt Request No Open Groups Automatic Receipts Nee ECC wW Ses essesesese See ZAoWortzArroa Sess essessese Se Press AY TAB or Shift TAB to move
48. ables Live Monitoring for the subscriber ts Upgrade option on EliteMail Limited 2 15 Issue 1 2 16 EliteMail VMS EliteMail Limited Auto Live Monitor Sets enabled Live Monitoring to automatic mode ts Upgrade option on EliteMail Limited Can Edit Hold The subscriber can change call holding by telephone Message Length The system announces how long new and old messages last for example You have 3 new messages totaling 3 minutes 20 seconds Would you like to hear them Menu Mode Exclusively The subscriber hears the system quick option menus for all voice mail features instead of the usual yes and no conversation This code cancels the T access code Hands Free Play This code turns on handsfree message retrieval The system does not ask the subscriber Would you like to hear them between message sources No Old Messages The subscriber cannot review old messages No Public Messages The subscriber cannot access public messages Usually only one or two people at any site need access to public messages No Urgent Messages The subscriber cannot mark messages urgent Can t Redirect The subscriber cannot redirect received messages Can t Send Message The subscriber cannot leave messages for other subscribers guests or groups Traditional Order The subscriber hears four basic questions in this order Check new messages Leave messages Change greetings Review old messages To reac
49. ail Limited Use to add new subscribers to the system on the Personal Directory Screen Refer to Figure 3 12 Personal Directory Screen Subscriber PERSONAL DIRECTORY Name Yale Hugh Personal ID 9312 5c Voice name 0 02 Extension ID 312 Hold frchive msgs O72 days Access PCB New Msgs 0 0 00 Total 0 0 00 gt Transfer gt Greet ing gt Act ion Std 0 00 Take msg sInt 0 00 Alt 0 00 Max msg 90 sec Edits OKT Yes Transfer Yes gt K Activate Lamps Yes On Now No Await Ans gt 4 rings Screening No Holding No lessage Notification after min 8 00am 6 00pm MTWHF 4 rings 30 min Off after 0 min 6 00pm 9 00pm MTIWHF 5 rings 60 min Off after 0 min 12 0 am 11 59pm MTWHFSU rings 30 min Off after 0 min 12 0 am 11 59pm MTWHFSU 4 rings 60 min Urgent Ctr1 E for expanded options Figure 3 12 Personal Directory Screen Subscriber Before you add subscribers set up the default settings for each subscriber on Application Screen Page 5 Any subscribers you add to the system are set up with the default features automatically that saves time For details refer to Worksheet 5 After you set subscriber defaults press Ctr 0 to display the Personal Directory Screen To view each subscriber press PageUp or PageDown Press Home to display the first subscriber alphabetically and press End to display the last subscriber The Personal Directory Screen keeps a page
50. aller press a single digit during or after the greeting the system translates that single digit to the corresponding System ID and routes the call accordingly Action After Greeting Select the action for Day and Night Mode the system should take if the caller doesn t press touchtones during the greeting If greeting is not recorded the voice mail system takes this action immediately You may specify a different action to be taken during Day Mode than during Night Mode The possible actions are described below Take a message Take a message from the caller This is the most commonly used option Issue 1 EliteMail VMS EliteMail Limited Transfer to operator Transfer the caller to the operator Say Good bye The system says If you need further assistance press the pound key now Thank you and good bye and hangs up Hang up The system hangs up without saying good bye Go to another ID The system routes the caller to another System ID you enter Restart the call Except in special applications return the call to the opening greeting that answered the call If Take a Message is Used If you want the transaction box to take a message answer the rest of the questions on the worksheet Maximum Message Length Enter maximum time in seconds a message from an outside caller can last Allow caller to edit message Specify if callers should be asked if they want to record again or add to t
51. an also add message groups at the system console Program Worksheet 11 Message Groups is used for message groups added at the console Adding a new message group from the console involves two procedures Add anew message group 1 2 If necessary press Ctrl G to display the Groups Screen Press F8 to add a new group To add a private message group press PF To add an open message group press To assign the System Manager as the group owner press Enter Issue 1 EliteMail VMS EliteMail Limited 5 To assign another subscriber as the group owner press N Enter the first few letters of the owner last name and press Enter The system shows the first matching name 6 Press to select the name or N to view the next matching name 7 Press N until you refer to the name you want Then press Y 8 After you select the message group owner enter the group name or number and press Enter For numbered groups the first three characters of the group name should be digits e g 234 Sales Group For lettered groups subscribers use the first three letters of the group name to leave messages for the group 9 Record a name for the group Establish a local connection and record the name For details refer to ection 3 Program orksheet 2 The Opening Greeting on page 3 6 Add members to the message group 1 Press F8 2 Press Enter to select Member 3 Enter the first few l
52. angs up Transfer the call to the operator Transfer the caller to the operator Restart the call Except in special applications the caller is returned to the opening greeting that answered the call Route the call to another subscriber or transaction box Use Go to ID gt The system routes the caller to the entered System ID 2 66 Fill in the Worksheets EliteMail VMS EliteMail Limited Issue 1 Table 2 17 Sample Worksheet 17 Interview Boxes Worksheet 17 Interview Boxes Interview boxes allow you to ask specific questions of callers All the responses of a caller are joined together in a single message that is sent to the owner of the interview box For each interview box in your application fill out a copy of this worksheet Write in the questions to be asked the caller and the maximum time allowed for the caller answer Box Name Order Interview Owner Troy Thompson System ID 404 Question Max Response in seconds What product would you like to order and how many copies 10 What is your telephone number 10 How would you like this shipped 15 Please tell me the complete shipping address 30 To what purchase order number should this be billed 10 Any additional instructions or requests 40 Thank you We will confirm your order in one day 0 neka lines 8 through 20 omitted for example Should outside callers be allowed to mark messages urgent 7 Yes W No 0 Ask Action after last question ME Sa
53. announcement to the Public Fax Box If you plan to use the voice mail system fax detect feature complete this worksheet Specify the fax extension number System ID and call transfer parameters Also indicate whether or not the person sending the fax is asked to record a message describing the fax The Public Fax Box is quite flexible For details on the various options available refer to the EliteMail VMS EliteMail Limited Technician Guide Fax ID Indicate the System ID for the Public Fax Box You can choose an ID that allows callers to manually dial the fax machine extension or make it accessible only when a fax machine calls the system In the opening greeting tell callers what System ID to dial to send a fax By default the System ID is set to _FAXBOX If the System ID begins with the symbol callers cannot select the fax machine by pressing touchtones Thus the system can only route automatic faxes sent directly from a fax machine 2 26 Fill in the Worksheets EliteMail VMS EliteMail Limited Issue 1 Job Specifications Manual Voice Name Indicate whether you want to change the Public Fax Box recorded name The Public Fax Box f you decide to change the recording enter the name you want to use Transfer calls to the Public Fax Box To use the fax detect feature you must indicate the actual telephone extension the fax machine is connected to Select Yes and enter the fax machine extension number Call transf
54. ant question to answer Do you want the voice mail system to answer all trunks so that all callers hear the voice mail system first and use it to route to the correct person Do the receptionists answer the bulk of the calls with the voice mail system answering only overflow calls during peak periods Is the voice mail system used exclusively for voice messaging answering only lines dedicated to that purpose What should the voice mail system say when it answers Should the different trunks be answered differently Should A toll free line require a special greeting Do you want lines answered differently depending on whether it is day or night Do you want to use directory assistance Should callers be given a numeric or alphabetic directory of personnel Issue 1 SECTION 3 THE QUICK INSTALL METHOD EliteMail VMS EliteMail Limited Which calls should be transferred to an operator What happens when a caller without a touchtone telephone wants to go to the operator Should the transfer be made automatically What touchtone should callers press to get to the operator and how many operator lines are there How should calls be transferred to extensions What happens after an extension is selected Are calls answered differently for different individuals in the organization Should the voice mail system ask for the caller name before transferring a call If the extension doesn t answer or is busy should the caller be given other
55. ault Call transfer type Await Answer for __ rings default J Release Waitfor Ringback for rings 3 rings or more 3 rings or more Transfer options J Announce J Confirm J Introduce 0 Message Screen Screen J None Use only with Await Answer call transfer Use call holding Yes J Vox No default Do not use with Release call transfer Greeting Day Greeting Night Greeting Use one key dialing during greeting J Yes J No default 1 2 3 4 5 6 7 8 9 0 Action After Greeting Day Night check one box for Day hours and one box for Night hours Say Goodbye then hang up Transfer the caller to the operator Restart the call at the opening greeting Route the call to another subscriber or transaction box Use Go to ID gt Interview the caller Use Go to ID PM Take a message OOOOOOD OOOOOOD If taking message Maximum Message Length seconds Allow caller to edit message Yes default No Mark the messages urgent 0 Yes J No default Ask Action after message Transaction Directory Job Specifications Manual A 27 EliteMail VMS EliteMail Limited Issue 1 as Interview Boxes Page of__ Interview boxes allow you to ask specific questions of callers All the responses of a caller are joined together in a single message that is sent to the owner of the interview box For each interview box in your ap
56. aximum time in seconds for messages from outside callers Allow caller to edit message Specify whether or not callers are asked if they want to record again or add to their message to the subscriber Mark the messages urgent Select how the system marks the priority of messages from outside callers Select Yes to automatically mark all messages from outside callers urgent Select No to mark none of the messages from outside callers urgent Select Ask if you want the system to ask outside callers if the message should be marked urgent Action after message Choose how you want the system to handle the callers after they record a message for the subscriber You cannot have the system take another message The possible choices are Transfer to operator Say Good bye Hang up Go to another ID Restart the call Use one key dialing during greeting Select whether or not callers can press single touchtones to route to other System IDs during the subscriber personal greeting If Yes indicate on the back of the worksheet which touchtones and System IDs are to be used Issue 1 EliteMail VMS EliteMail Limited Message Notification and Delivery When a subscriber or guest has messages pending the voice mail system can light a message waiting lamp or a special display or set a distinctive dial tone on the subscriber extension to notify the subscriber This feature is supported by the NEC teleph
57. box at the Transaction Directory TRANSACTION DIRECTORY Name Sales Interview Box Interview box of Ronk Amy System ID 500 Yoice name 0 02 Question Reply Quest ion Reply Quest ion Reply 1 0 08 7 secs 9 0 00 0 secs 17 0 00 Q secs 2 0 06 8 secs 10 0 00 0 secs 18 0 00 0 secs 3 0 05 9 secs 11 0 00 Q secs 19 0 00 Q secs 4 0 09 9 secs 12 0 00 Q secs 20 0 00 0 secs 5 0 10 30 secs 13 0 00 Q secs 6 0 03 Q secs 14 0 00 Q secs 7 0 00 OQ secs 15 0 00 0 secs Send Msg Urgent Yes 6 0 00 O secs 16 0 00 Q secs After Say bye Figure 3 22 Sample Interview Box If you are not viewing the Transaction Directory press Ctrl 7 Add an Interview Box 1 Press F8 for the Add Menu 2 Press and Enter to select Interview box You are prompted with Add interview box for lt System Manager name gt Y N 3 Enter Y and press nter if you want the box to belong to a system manager or enter N and press if you want the box to belong to a different subscriber 4 Ifyou enter N You are then prompted with Add interview box for which subscriber enter last name Job Specifications Manual 3 53 Issue 1 10 EliteMail VMS EliteMail Limited Enter the last name of the subscriber who owns the box Any letter or word you enter puts you in an alphabetical list of subscribers with the following confirmation prompts Add interview box for subscriber lt NAME gt Press ESC to quit Y N If you e
58. ch E Each U Urgent O Off SECTION 7 PROGRAM WORKSHEET 6 SYSTEM SECURITY Use the information from Worksheet 6 for Easymade Application Screen Page 6 R EASYMADE APPLICATION Page 6 of 6 Ma um Message Life 999 days Call Report Ag 14 days 51 Public Hold Archive msgs 0 42 New Msgs 0 0 00 Total 0 0 00 52 Max person person recording 300 secs Max screening recording 53 Skip back time on 4 ax ID attempts 4 Bad ID Goto gt 54 Record Pauses Beginning 7 55 Beep on record Yes Disk full warning at 15 mins left 56 Blank PC screen Yes Screen Type Auto 57 DOS Surrender Daily Wee 58 Startup 59 ID for Alpha Directory 555 Au Sc Voice name 0 02 Await Ans gt 4 Rings Holding No Announce Always SSUES ESET ESRI URE Public Fax Box e da ea learns eee Fax ID _FAXBOX Transfer No Alt Action Operator Figure 3 9 Easymade Application Screen Page 6 If you are not viewing the Easymade Application Screen press Ctr A then press PageDown until you display Page 6 Job Specifications Manual 3 17 Issue 1 EliteMail VMS EliteMail Limited Max ID attempts Use this field to set the number of times a caller can misdial 1 To use a value other than the default of 4 highlight this field 2 Enter the new value and press Enter 3 Ifa caller should be routed to another System ID for help after misdialing highlight the Bad ID Goto field Enter the new value and press 2
59. ch method Before you fill in read Ways to Enroll Subscribers below to decide which method to use If you enroll subscribers by range use worksheet to list starting and stopping Extension ID of each range If you enroll subscribers individually use worksheet to list the extension number and name of each subscriber you want to add to the system If you already have a list of subscribers use it instead of this worksheet Ways to Enroll Subscribers A System Manager can enter each subscriber ID and spelled name record a name and set any special options to enroll individual subscribers at the console A System Manager can add a range of subscriber mailboxes with the F access code and let subscribers enroll themselves by telephone when they first call the system When using enrollment by telephone the System Manager may want to go through the Personal Directory in ID sort order and enter the full name of each subscriber Extension ID Range 1 2 and 3 If you decide to add subscribers by range write down the starting and stopping Extension ID of each range If you have more than three ranges make copies of the worksheet Extension Last Name First amp Middle Names Enter each subscriber you want to add to your system in extension number order beginning with the lowest extension number This makes it easier to add the subscriber to the system later Unlisted Indicate if any subscribers should not be listed
60. cifications Manual 1 5 Fill in the Worksheets CHAPTER 2 SECTION 1 WORKSHEET 1 SITE INFORMATION Job Specifications Manual Use this worksheet to collect information about the NEC telephone system that may be helpful to a service technician in the future Although providing the information on Lines 1 6 has no effect on how the voice mail system operates filling in this worksheet is a good way to keep the information in one place 1 Site name Enter the name of the site where the voice mail system is installed 2 Contact name and telephone Enter the name of the contact person at the site The person is usually a System Manager Enter the work telephone number of the contact person including the extension number Calls Answered 3 Total number of trunks Total number of stations Enter the number of trunks and stations in the NEC telephone system Number of calls per day Enter the average daily number of calls the telephone system handles 4 Day calls Night calls to be answered Select the calls the voice mail system answers and when It can answer all incoming calls or only certain trunks depending on the site needs You can also set whether or not it answers calls differently during normal office hours Day Mode than after hours Night Mode Your choices are Alltrunks The system is a primary automated attendant and answers all incoming calls Callers may reach an operator or receptionist if they press a
61. copy of the message With dispatch distribution only the first person to hear the message receives it Issue 1 EliteMail VMS EliteMail Limited Spelled Names or Numbered Names Indicate whether the message groups on the system should begin with three letters or three numbers If message group names begin with numbers also indicate the System ID subscribers press before leaving group messages The special System ID for numbered groups must be unique The number should be short two or three digits to speed the flow of the conversation the system prompts a subscriber for the System ID each time a subscriber leaves a message Remember that the ID you choose prevents you from using a range of other System IDs For example using 14 for the special System ID for numbered groups makes the ranges 140 149 and 1400 1499 unavailable Group Name or Number Indicate the name or 3 digit number of the message group Remember that subscribers use the message group name or number to leave messages for the group For sites using spelled name groups carefully consider the names you give open groups Subscribers use the first three letters of the group name to send messages to it so the name you choose should be easy to remember For example it would be easier to remember that entering ALL sends a message to a group containing all staff than to remember to enter EMP for the same group that was named employees For sites using numbered groups a
62. criber Then each new subscriber you add has the settings you choose on this default screen This saves you time because you do not have to configure each subscriber individually Of course you can still change any setting for any particular subscriber that wants settings different from the default Use this worksheet to specify default settings for Personal IDs feature access call transfer message waiting lamps and message delivery Personal ID and Access Codes Personal ID for Subscribers First write down the convention you want the system to use when creating Personal IDs for the subscribers On the default setup when you add a new subscriber the system automatically creates a unique Personal ID for the subscriber by adding 9 to the beginning of the subscriber Extension ID write as 9X You can change 9 to another number or string of numbers plus X the extension number t Although you do not have to base the Personal IDs on extension numbers this saves you from having to think of a unique Personal ID each time you add a subscriber to the system If you want to change the default convention enter that on the worksheet Fill in the Worksheets EliteMail VMS EliteMail Limited Job Specifications Manual Issue 1 Access Codes Set up the access codes for each subscriber Access codes allow or deny particular features such as special delivery options the enrollment conversation and if subscribers can send open
63. d press Emer Access Numbers 6 Trunk Pilot Enter area code and telephone number outside callers use to reach the voice mail system and press Ener If the voice mail system answers only internally forwarded calls press Enter to leave the field blank of trunks answered Enter number of trunks the voice mail system answers and press Enter Alternate Trunk s Enter another number for outside callers to use to reach voice mail and press Enter You can enter additional numbers in three fields Press Enter after you enter each number to move the cursor to the next telephone number field 7 Voice Port Stations Pilot Enter the area code and telephone number and press Enter Station Numbers Enter numbers in ascending order separated by commas If the station numbers are sequential you may enter a range of numbers e g 101 104 Enter all the NEC telephone system station numbers connected to a voice mail system port and press Enter Fill in the Screens EliteMail VMS EliteMail Limited Job Specifications Manual Issue 1 NEC Telephone System Information The NEC Electra Elite is the only telephone system the EliteMail card supports Switch Integration Options CRR DT DT8 0 DTI 0 ELECTRA EASYMNADE SWITCH SETUP Page 1 of 3 NEC Electra Elite DEFAULTS 2 Outdial Access 9 4 Transfer Initiate amp X Recall R Comect T Busy Reca
64. dials the extension If the extension rings the number of times specified the voice mail system releases the call to the NEC telephone system If the extension is answered while the voice mail system is counting rings the voice mail system puts the call through If the extension is busy the voice mail system plays the extension greeting and takes the specified action The subscriber cannot use call screening For details on this call transfer type refer to the EliteMail VMS EliteMail Limited Technician Guide Use call screening This feature lets subscribers find out who is calling before the voice mail system puts the call through When call screening is turned on the voice mail system asks callers Who may say is calling before transferring the call to the subscriber extension When the subscriber answers the call the voice mail system plays the caller name before putting the call through You can only use call screening with Await Answer Call transfer Fill in the Worksheets EliteMail VMS EliteMail Limited Issue 1 Job Specifications Manual Use call holding This feature allows you to queue up several callers who are waiting for a busy extension to become free The voice mail system periodically tells callers their position in the queue and allows them to hold transfer to another extension or leave a message The system provides two types of call holding You can set the system either to allow outside caller
65. e call transfer Message Notification Activate message waiting lamps for new messages 0 Yes default J No The telephone system must be programmed to support message waiting lamps or indicators Message Delivery Should the system call the subscriber extension to deliver new messages Yes No default g Wait minutes after a new message arrives before trying to call Hours to deliver am pm to am pm on Mon Tue Wed THu Fri Sat SUn Ring the extension for rings before hanging up 3 or more rings Choose one of the following 0O Deliver each new message as it arrives If no answer try again every minutes 0O Deliver a batch of new messages every minutes 0O Deliver urgent messages as soon as they arrive If no answer try again every minutes Application Screen Page 5 Job Specifications Manual A 7 EliteMail VMS EliteMail Limited Issue 1 Worksheet 6 System Security Use this worksheet to specify several system wide features that protect your system from unauthorized access and from certain system errors How many times should a caller be allowed to misdial C 4 times default o times Should a caller be routed to another System ID for help after misdialing repeatedly C No system hangs up default Yes route to System ID When should the system ask subscribers to delete unnecessary messages C When there is less than 15 minutes of message storage space left default C When th
66. e caller name Before the call is transferred the subscriber hears Call from lt caller name gt The M option also adds the caller name to a message the caller leaves Do not use both options at the same time Screening options If the subscriber uses call screening indicate which transfer options the subscriber uses when call screening is turned on You can use call screening only with Await Answer call transfer In most cases you use at least M and C for the screening options The call screening feature lets subscribers find out who is calling before the voice mail system puts the call through Choose any single or multiple options A C D I M or S described above under Transfer Options Do not use M and S at the same time Action After Greeting Specify how you want the voice mail system to handle callers after they listen to the subscriber personal greeting Choose one of the following options Take a message Take a message from the caller This is the most commonly used option Other Action Transfer the caller to the operator restart the call go to another ID or hang up Except in special applications return the caller to the opening greeting that answered the call Fill in the Worksheets EliteMail VMS EliteMail Limited Job Specifications Manual Issue 1 If taking a message If the system is to take a message after the greeting specify Maximum Message Length ___ Enter the m
67. e fax detect feature refer to Figure 3 11 Public Fax Box t fill in the Public Fax Box fields If you are not viewing this screen press Ctr A Press PageUp or PageDown until Page 6 is displayed EASY YMADE APPLICATION Page 6 of 6 Maximum Message Life 999 days Call Report Aging 14 days Public Hold Archive msgs 0 42 New Msgs O 0 00 Total 0 0 00 Max person person recording 300 secs Max screening recording 6 Skip back time on 4 Max ID attempts 4 Bad ID Goto gt Record Pauses Beginning 5 Short ending Z Long ending 3 Beep on record Yes Disk full warning at 15 mins left Blank PC screen Yes Screen Type Auto Keypad Q 7 Z 9 keys DOS Surrender Daily Weekly Monthly Startup Error notices to 0 ID for Alpha Directory 555 Auto xfer Yes ID for Num Groups Fax ID _FAXBOX Transfer No Alt Action Operator Voice name 0 02 Await Ans gt 4 Rings Holding No Announce Always Figure 3 11 Public Fax Box Public Fax Box Fax ID 1 Move the cursor to this field 2 Enter the System ID of the Public Fax Box and press Enter The default System ID is FAXBOX Voice Name To change the voice name establish a local connection and record the Public Fax Box name again The default recorded name is The Public Fax Box For local connection refer to Program Worksheet 2 1 After a local connection is established highlight this field 2 To record press F9 th
68. e features that protect the system from unauthorized access and from certain system errors Use Table 2 6 Sample Worksheet 6 System Security to identify Number of times a caller is allowed to misdial lf caller should be routed to another System ID for help after misdialing The minimum available message storage space the system requires Who should receive a voice message if certain system errors occur 53 How many times should caller be allowed to misdial Identify the number of times a caller is allowed to misdial This includes the number of times an outside caller can try to enter a valid System ID to route the call and the number of times a subscriber can try to enter a valid Personal ID and security code Should caller be routed to another System ID for help after misdialing repeatedly Identify how the system handles a caller who exceeds the number of invalid entries allowed At most sites the system is set to hang up on callers who misdial the number of times specified However the system can also route callers to another System ID for additional help For example you could route these callers to the operator who can help determine the correct Extension ID or Box ID 55 When should the system ask subscribers to delete unnecessary messages Identify the minimum minutes of available message storage space the system requires before asking subscribers to delete unnecessary messages To help prevent the sys
69. e g your organization could be open from 8 00 am to 12 00 pm closed for lunch from 12 00 pm to 1 00 pm and then reopen from 1 00 pm to 6 00 pm Enter the days of the week MTWHFSU for each schedule range entered Ignore holidays 1 If Schedule 1 follows normal hours on holidays move the cursor to this field 2 Enter Y and press Enter Schedule 2 and Schedule 3 are for advanced applications as described in the EliteMail VMS EliteMail Limited Technician Guide Leave the fields for these schedules blank for now 32 Schedule 4 Enter D or N and press Enter to set Schedule 4 to Day Mode or Night Mode 33 Holidays Enter the dates your organization is closed on the two rows below Line 33 Enter the day of the month followed by and the first three letters of the month and press Enter e g Enter 1 Jan and press lt nter You may enter up to nine holidays on each row The date is considered a holiday in any year 34 Daylight Savings 1 Enter Y or N and press Enter to set this field to Yes or No 2 If you entered Y enter the date the system turns on Daylight Savings Time in the Date On field 3 Enter the day that the system turns off Daylight Savings In the Off field Use the same format day month as you did for your holidays e g 31 Dec 3 11 Issue 1 SECTION 6 PROGRAM WORKSHEET 5 DEFAULT SUBSCRIBER SETUP EliteMail VMS EliteMail Limited If you are not view
70. e mail system to wait after a new message arrives and press 2Enter ts This applies only to batch message delivery Delivery Schedule 1 Enter the time the voice mail system should start delivering messages and press Enter 2 Enter the time the voice mail system should stop delivering messages and press Enter 3 Enter the days of the week the voice mail system should follow this delivery schedule and press Enter Use these letters M Monday Tuesday Wednesday Thursday Friday Saturday Sunday conmnzrzea 4 Enter the number of times the voice mail system should ring the extension before hanging up and press Enter 5 Enter the time between retries and press Enter 6 Enter a code to select a delivery method and press 2Enter Use these letters Batch Each Urgent Off ocm w 3 44 Fill in the Screens EliteMail VMS EliteMail Limited Issue 1 SECTION 14 PROGRAM WORKSHEET 13 PUBLIC INTERVIEW Box Use this information on the Public Interview Box page Refer to 3 20 Transaction Directory Public Interview Box TRANSACTION DIRECTORY Name Public Interview Interview box of Public Access System ID SPM Voice name 0 02 Question Reply Quest ion Reply Question Reply 1 0 08 6 secs 9 0 00 Q secs 17 0 00 Q secs 2 60 02 9 secs 10 0 00 O secs 18 0 00 secs 3 0 02 9 secs 11 0 00 0 secs 19 0 00 Q secs 4 0 02 9 secs 12 0 00 O secs z0 0 00 0 secs 5 0 0
71. efault Q 7 Z 9 O QZ on the 0 Key 0 Numbers Only Keypad Ol QZ on the 1 Key O Swedish Keypad Job Specifications Manual A 1 EliteMail VMS EliteMail Limited Issue 1 Worksheet 2 The Opening Greeting The opening greeting is recorded in a default transaction Box Greeting You may select the default prompt or enter an announcement suitable for your application Also identify what should happen if the caller does not respond to the prompts System ID Call Transfer Transfer the calls reaching this box to an extension Day hours o Yes to extensio 0 No default Night hours o Yes to extension 1 No default Call transfer type Await Answer for __ rings default J Release Waitfor Ringback for rings 3 rings or more 3 rings or more Transfer options J Announce J Confirm J Introduce Message Screen Screen J None Use only with Await Answer call transfer Use call holding Yes 0 Vox No default Do not use with Release call transfer Greeting Day Greeting Night Greeting Use one key dialing during greeting J Yes J No default Aes o 3 4 5 6 7 8 9 0 Action After Greeting Day Night check one box for Day hours and one box for Night hours Say Goodbye then hang up Transfer the caller to the operator Restart the call at the opening greeting Route the call to another subscriber or transaction box Use Go to ID gt Interview the caller U
72. em wide features that protect your system from unauthorized access and from certain system errors 53 How many times should a caller be allowed to misdial E 4 times oO times Should a caller be routed to another System ID for help after misdialing repeatedly E No system hangs up Yes route to System ID 55 When should the system ask subscribers to delete unnecessary messages E When less than 15 minutes of message storage space is left C When less than minutes of message storage space is left 58 Who should receive a voice message if a system error occurs C Everyone who receives public messages Mi These subscribers Name Jonathan Winter Personal ID 92219 Name Personal ID Name Personal ID Application Screen Page 6 Job Specifications Manual 2 23 Issue 1 EliteMail VMS EliteMail Limited SECTION 7 WORKSHEET 7 DIRECTORY ASSISTANCE People who call your organization may not know the extension number of the person they are trying to reach The caller must then speak to the operator to find the extension or look up the extension in a directory The voice mail system offers two kinds of directory assistance to help outside callers determine a subscriber extension Automatic directory assistance The automatic directory provides a list of subscriber names and extensions Outside callers get a subscriber extension by spelling the first three letters of the last name Outside callers must have letters
73. en press SpaceBar Say the name and press any key to stop recording 3 Press to listen to the name to make sure it sounds the way you want 4 Repeat steps 2 and 3 until you are satisfied with the recording Fill in the Screens EliteMail VMS EliteMail Limited Issue 1 Transfer 1 Move cursor to this field 2 Enter Y and press Enter 3 Enter the fax machine extension number on the NEC telephone system and press Enter If using more than one fax machine set up a hunt group on your telephone system for the fax machine extensions and enter the pilot extension number here Call transfer type The transfer type field located directly below the Transfer field is not labeled You can select Release Await Ans or Wait ring To change the setting position the cursor over the existing setting and enter Worksheet Choice Enter Release R and press Enter Await Answer A and press Enter Wait for Ringback W and press Enter ___ Rings Enter the number of times the fax extension should ring before the system takes the alternate action and press Enter ts This parameter does not apply if you selected Release call transfer Job Specifications Manual 3 23 Issue 1 EliteMail VMS EliteMail Limited Holding In this field enter Worksheet Choice Enter Yes Y and press Enter Vox V and press Enter No N and press Enter Alt Action Set how the system reacts if the
74. ension is busy or is not answered the caller can leave a message only when the telephone system supports Call Forward to Personal Greeting Releasing a call to an extension clears the voice mail system port to take other calls However the subscriber cannot hold or screen calls Fill in the Worksheets EliteMail VMS EliteMail Limited Issue 1 Job Specifications Manual Wait for Ringback The voice mail system puts the caller on hold and dials the extension If the extension rings the number of specified times the voice mail system releases the call to the NEC telephone system If the extension is answered while the voice mail system is counting rings the voice mail system puts the call through If the extension is busy the voice mail system plays the extension greeting and takes the specified action The subscriber cannot screen calls Turn screening options on When call screening is turned on the system uses the screening options to control how calls are transferred to the subscriber extension Use call holding Indicate if the subscriber uses the voice mail system call holding feature The call holding feature allows you to queue up several callers who are waiting for a busy extension The voice mail system periodically tells callers their position in the queue and allows them to hold transfer to another extension or leave a message The system provides two types of call holding You can set the system so that ou
75. er type Select the transfer method that the voice mail system uses for the Public Fax Box The voice mail system can transfer a call using Await Answer Release or Wait for Ringback Await Answer The voice mail system reminds the caller to press the Start button on the fax machine at the fax tone puts the caller on hold then dials the fax extension If the extension is answered within the number of specified rings the voice mail system waits for the caller to press the Start button then puts the fax through If the extension is busy or does not answer within the specified number of rings and call holding for the fax extension is turned off the voice mail system takes the alternate action typically transfer to the operator Release The voice mail system puts the caller on hold dials the fax extension and then releases the call to the NEC telephone system The voice mail system does not check the progress of the fax call or the status of the fax extension Releasing a call to the fax extension clears the voice mail system port to take other calls However the caller cannot hold for the fax machine Wait for Ringback The voice mail system puts the caller on hold and dials the fax extension If the extension rings the number of specified times the voice mail system releases the call to the NEC telephone system The number of rings should be at least three Issue 1 EliteMail VMS EliteMail Limited If the fax e
76. ere is less than minutes of message storage space left o should receive a voice message if a system error occurs C Everyone who receives public messages default 0 These subscribers Name Personal ID Name Personal ID Name Personal ID Application Screen Page 6 Worksheet 7 Directory Assistance The voice mail system offers an automatic directory of extensions numeric directory assistance and a special De partments transaction box to help callers find out the extension number of the person or department they are trying to reach Use this worksheet to choose the directory assistance the system provides Directory Assistance Default ID Change to Make change on o Automatic directory assistance _555 Application Screen Page 6 Should the system automatically route the caller if there is only one matching name in the automatic directory 0 Yes default J No 0O Numeric directory assistance _ 411 Groups Screen 0O Departments transaction box 411 Transaction Directory Job Specifications Manual A 9 EliteMail VMS EliteMail Limited Worksheet 8 Public Fax Box Issue 1 the Public Fax Box you may skip this worksheet You can route incoming faxes to a particular extension known as the Public Fax Box This extension is then connect ed to one or more fax machines Use this worksheet to specify how to set up the Public Fax Box If you are not using Fax ID 0 FAXBOX default F
77. ers urgent Select No to leave messages from outside callers unmarked Select Ask if you want the system to ask outside callers if the message should be marked urgent Issue 1 EliteMail VMS EliteMail Limited Table 2 16 Sample Worksheet 16 Transaction Boxes Worksheet 1 6 Transaction Boxes Page 1 of 1 Transaction boxes are the building blocks of special applications They can be used to provide audiotext one key menus special message taking and special call routing For each transaction box in your application fill out a copy of this worksheet System ID 201 Name Network Support Owner Jonathan Winter Call Transfer Transfer the calls reaching this box to an extension Day hours Yes to extension 125 No Night hours Yes to extension ___ W No Call transfer type Await Answer for 4 rings J Release Wait for Ringback for___ rings 3 rings or more 3 rings or more Transfer options Announce 0 Confirm J Introduce Message Screen Screen J None Use only with Await Answer call transfer Use call holding Yes Vox W No Do not use with Release call transfer Greeting Day Greeting I m sorry all of our technicians are answering other calls Please hold and I ll connect you to an operator Night Greeting You ve reached our network support desk after hours You may leave a message for our technicians Be sure to include your telephone number Use one
78. es installation and operation of VMS FMS _ U10 ETU Programming Provides Memory Block assignment to program VMS FMS _ U10 ETU Console Maintenance Provides procedures for all local and remote maintenance Reference Book Provides detailed information to enable the technician to set up and maintain the EliteMail VMS EliteMail Limited system Glossary Defines terms used in this guide Table of Contents Chapter 1 Job Specification Worksheets Section 1 ye cS 1es alli Oe bi Tt f meseis a te tier een etre sy ree aiare 1 1 Section 2 What You Should Know about Your Site saseseccicseccinatetasscnicenirtessacawnee 1 1 Section 3 The Quick Install Method siceraria RR 1 2 Section 4 About This Peal se este ntact nbd bandosddadaddnebaeensedendedehatensboiended 1 3 Section 5 EliteMail Limited ices tic baonencisaecdentnaen enh tbesdonbdidegancinbarcedeesdodnnusnedeninades 1 3 Chapter 2 Fill in the Worksheets Section 1 Worksheet 1 Site Information sseivskcceeisacsnaseseremncereciavssenteerixerentneessananees 2 1 Section 2 Worksheet 2 The Opening Greeting cccesssseeceeeeeeeeeeeeeeeeeeneees 2 5 Section 3 Worksheet 3 Operator Handling oicccceccccsncedeeciceestsassascesctenneebincccnennsauiece 2 9 Section 4 Worksheet 4 System SCHOAUICS wisscnciciecesesesiencsciedsseuentsivdesvinnerexeeeanen 2 11 Section 5 Worksheet 5 Default Subscriber SettingS cccceecceeeeeeeseeeeeeees 2 14 Section 6 Worksheet 6 Sys
79. ess 2Enter introduce and press Enter Message Screen M and press Enter Screen S and press 4 Enter ts Do not use the M and the S transfer options together Holding 1 To turn call holding on or off move the cursor to this field 2 To turn it on enter Y and press Enter 3 To turn call holding off enter N and press t Enter t You cannot use call holding with Release call transfer Action Day 1 Move the cursor to this field 2 Refer to table below and enter the code that indicates how you want the voice mail system to handle day calls after playing the box greeting Nite 1 Move the cursor to this field 3 50 Fill in the Screens EliteMail VMS EliteMail Limited Issue 1 2 Refer to table below and enter the code that indicates how you want the voice mail system to handle night calls after playing the box greeting Worksheet Choice Enter Take a Message T and press Enter Transfer to Operator O and press Enter Say bye S and press Enter Hang up H and press Enter Go to Another ID G and press Enter Specify System ID Restart a Call R and press amp Enter Take msg The additional fields below affect the way the system takes the message Max msg 1 Move the cursor to this field 2 Enter the time in seconds a message from an outside caller can last and press Enter Edits OK 1 Move the cursor to this field 2 _ To all
80. et Make as many copies of this worksheet as you need For each box listed here you should also complete an indi vidual Transaction Box or Interview Box worksheet System ID 200 Name Technical support Box Owner Jonathan Winter Transfer Greeting C1 None Action after Greeting O Yes to Ext Press 1 for network 2 for database or 3 for Say bye E No Spreadsheet pause Hi Use One Key Dialing System ID 300 Name Accounting Owner Lisa Smith Transfer Greeting T None Action after Greeting H Yes to Ext 213 I m sorry our accountant is O No not available Please leave a message Take amessage Use One Key Dialing System ID 400 Name Product Information Box Owner JonathanWinter Transfer Greeting C1 None Action after Greeting Yes to Ext For network press 1 For database press 2 For Hi No Spreadsheet press 3 Say bye Use One Key Dialing System ID 500 Name Sales Box Owner Bob Thompson Transfer E Yes to Ext 212 O No Greeting C None Thank you I ll transfer you to the next available repre sentative Use One Key Dialing Action after Greeting Go to 501 Transaction Directory Job Specifications Manual Issue 1 EliteMail VMS EliteMail Limited SECTION 15 WORKSHEET 15 MENUS AND INTERVIEWS LIST Each Technical Support department transaction box routes calls to a hunt group If technicians are unavailable the voice mail system takes a message
81. etters of the first group member last name The system displays the first matching name 4 Press to add the subscriber to the group or press to display the next matching name Press Y or N until you have added all the members to the message group SECTION 13 PROGRAM WORKSHEET 12 SPECIAL SUBSCRIBER SETTINGS Use this information to set up custom features for individual subscribers on the Personal Directory Refer to Figure 3 17 Personal Directory Screen Subscriber The subscribers added to the system with Worksheet 9 receive the default settings on Application Screen Page 5 However there may be some subscribers who want features other than the default Using this sheet as your guide configure custom features by changing the settings on individual Personal Directory pages for those subscribers ts This section assumes you have added the subscribers to the system To add a new subscriber follow the procedure in Figure 3 17 Personal 3 34 Fill in the Screens EliteMail VMS EliteMail Limited Issue 1 Job Specifications Manual Directory Screen Subscriber PERSONAL DIRECTORY Name Yale Hugh AME SORT Personal ID 9312 S5C Yoice name 0 02 Extension ID 312 Hold frchive msgs O72 days Access PCB New Msgs 0 0 00 Total 0 0 00 gt Transfer gt Greet ing gt Act ion Transfer Yes gt X Std 0 00 Take msg Await Ans gt 4 rings Int 0 00 Screening No Holding No Alt 0 0
82. ettings cccsssssssceeeeeeeeeesseeeeees 2 46 Sample Worksheet 13 The Public Interview Box s sccccssccssosseteesessseeseesnseees 2 49 Sample Worksheet 14 Menus and Interviews Map ccceeeeeeeeeeeeeteeeeeeeneeeees 2 51 Sample Worksheet 15 Menus and Interviews Map ecsee esses eeeeeeeeeeeeeneeeees 2 53 Sample Worksheet 16 Transaction Boxes ssccssscesssescecessssssceeseessssersessssnee 2 64 Sample Worksheet 17 Interview BOXGS cccceeeeeeeeeeeeeceeeeeeeeseneeaeeeeeeeeeeeneeneees 2 67 Job Specifications Manual Vv Job Specification Worksheets GHarter 1 SECTION 1 GENERAL INFORMATION SECTION 2 WHAT You SHOULD KNOW ABOUT YOUR SITE Job Specifications Manual You can set up the digital voice mail system for a particular application quickly and easily An application is the way you set up the voice mail system at a site to meet individual needs Every company has unique telephone communication requirements The decisions you make about the company specific needs determine the way you set up the voice mail system The Quick Installation worksheets define everything that happens to a telephone call after it reaches an organization and how it is answered transferred and answered again Before you begin filling out the worksheets determine the answer to these questions Which trunks does the voice mail system answer This is the most import
83. gent Figure 3 13 Subscriber Added by Range Add subscribers individually 1 Press to display the Add Menu 2 Press S to select Subscriber 3 Enter the Extension ID and press Enter 4 Enter the last name and press Enter 5 Enter the first name and press Enter 6 Press Ener to accept the default Personal ID for this subscriber or enter a different ID and press Enter To make it easy to add several subscribers at once the system automatically prompts you for the next Extension ID Fill in the Screens EliteMail VMS EliteMail Limited Issue 1 Continue adding the rest of the subscribers on your list by repeating steps 3 6 for each one Press to return to the Personal Directory Page For a subscriber that should not be listed in the automatic directory add D to that subscriber Access field Remember that subscribers can also change their automatic directory listing anytime from any touchtone telephone Record Names For sites that are not using the subscriber enrollment conversation F in subscriber Access field you should record a name for each subscriber you just added The subscriber can record the voice name later The system plays a subscriber name to identify the source or destination of a message To reduce confusion each subscriber needs a recorded name Making a recording at the system console involves establishing a local connection with the voice mail system then recording t
84. h setup options other than greetings press after the system asks Would you like to do anything else The M access code cancels this code Fill in the Worksheets EliteMail VMS EliteMail Limited Call Transfer Issue 1 Not to Subscribers The subscriber cannot send messages to other subscribers The subscriber can leave messages for guests and message groups No Private Messages The subscriber cannot mark messages private Any message the subscriber sends may be redirected by the recipient No Future Delivery The subscriber cannot mark messages for future delivery No Receipt Request Subscriber cannot mark messages for explicit return receipt The subscriber cannot cancel a return receipt marked automatically by the system No Open Groups The subscriber cannot create open message groups or leave messages for open message groups The subscriber can still create and leave messages for private message groups Automatic Receipts The system automatically marks every message sent by the subscriber for return receipt requested ts To avoid redundant return receipts and receipt summary announcements never use this code without also using the B access code Transfer calls to subscribers Select Yes if you want the voice mail system to transfer calls to subscribers When call transfer is Yes the voice mail system transfers callers to the actual subscriber extension If the extension is busy or does not a
85. he automatic directory 1 Move the cursor to this field 2 Press repeatedly until the field is empty and press Enter Auto xfer 1 Highlight the field 2 Enter Y and press Enter to set the field to Yes 3 Enter N and press Enter to set the field to No Numeric Directory Assistance Setting up numeric directory assistance requires special configuration at the system console To set up numeric directory assistance add directory menus and directory groups at the Groups Screen then manually add subscribers to directory groups Numeric directory assistance requires ongoing maintenance as new subscribers or groupings are added or deleted from the system Subscribers cannot change their listing in the numeric directory by telephone For details on setting up numeric directory assistance refer to the EliteMail VMS EliteMail Limited Technician Guide Department Transaction Box The system is shipped with a department directory using a transaction box with the System ID 411 If you decided to use this directory on your system you may want to record the greeting again or change the System ID If you decide not to use this department directory you should delete the Departments Sales and Technical Support transaction boxes 3 20 Fill in the Screens EliteMail VMS EliteMail Limited Job Specifications Manual Issue 1 Record greetings again for the Department Sales or Technical Support Box 1
86. he cursor to the Transfer Options field 5 Enter A for Announce and press lt Enter Subscribers hears a beep before the voice mail system connects an outside caller 6 If you are using Release call transfer leave the Screening Options and Transfer Options fields blank Fill in the Screens EliteMail VMS EliteMail Limited Issue 1 Holding 1 Setup call holding in the Holding field enter Worksheet Choice a Yes Y and press Enter Vox V and press Enter No N and press Enter t You cannot use call holding with Release call transfer 2 Press to close the expanded window Message Notification Lamp If you are using message waiting lamps in the Lamp field enter the telephone number the system should dial to turn a message waiting lamp on or off for the subscriber and press Enter Enter X to indicate the subscriber extension number Activate Lamps 1 Enter Y for Yes or N for No and press nter to indicate if the voice mail system should activate message waiting lamps for every subscriber 2 If you select Y also check the Message Lamp On and Off codes at the top of Switch Setup Screen Page 2 to ensure that they are the correct codes for your NEC telephone system These codes were configured automatically when you_entered the name of the NEC telephone system Refer to orksheet 1 Site Information Job Specifications Manual 3 15 Issue 1 EliteMail VMS EliteMail Limited
87. he names using a telephone handset 1 Job Specifications Manual Establish a local connection For details refer to orksheet 2 The Opening Greeting Press or PageDown or use the Jump command to display the subscriber Personal Directory Page Highlight the Voice name field Press 9 Press to start recording Say the subscriber first and last name Press any key to stop recording Listen to the name to make sure it sounds the way you want Press to hear the name Repeat steps 3 and 4 until you are satisfied with the recording Repeat steps 2 through 5 for each new subscriber Issue 1 EliteMail VMS EliteMail Limited 7 After you finish recording names press again to disconnect locally ts Don t forget to disconnect A port is tied up until the local connection is disconnected For details on making recordings refer to the EliteMail VMS EliteMail Limited Technician Guide SECTION 11 PROGRAM WORKSHEET 10 GUESTS Use the information to add que on the Persona Refer to Figure 3 14 Personal Directory Screen Guest ERSONAL DIRECTORY Mike Guest of Personal ID 9555 Yoice name 0 02 New Msgs 0 0 00 Total 0 0 00 Directory Screen NAME SORT Send Msg Urgent No Message Notification 1 after 0 min 8 00am 6 00pm MTWHF 4 rings 30 min Off td after 0 min 6 00pm 9 00pm MTWHF 5 rings 60 min Off 3 after 0 min 12 00am 11 59pm MTWHFSU rings 30 min Off 4 after 0 min 1
88. he port that answered your call 4 Press to connect locally The port status indicator changes to Local Connect and any message you hear playing stops ts After you are connected locally leave the telephone handset off hook If you hang up the telephone before you are finished with the local connection you must disconnect and establish your connection again On the worksheet if you chose Transfer Call to Operator Enter the operator ID usually 0 and press Enter Job Specifications Manual 3 7 Issue 1 SECTION 4 PROGRAM WORKSHEET 3 OPERATOR HANDLING EliteMail VMS EliteMail Limited Interview the caller Enter PM and press Enter Callers are routed to the Public Interview Box Hang Up Leave the field blank no System ID To delete an existing ID position the cursor on the ID press several times until the field is empty and press 2 Enter Other Enter the System ID of the transaction box interview box or other System ID where you want the voice mail system to route the caller and press Enter ts A System ID may have up to 10 digits but only three digits are displayed in this field You can scroll left and right through the field To guarantee that nothing is hidden to right of the entry press Cin K to delete to the end of the field Application Screen If you are not viewing the Easymade Application Screen press Ctri A then press PageDown until you display Page 3 Refer to Figure
89. heir message to the subscriber Mark the messages urgent Indicate how the system marks the priority of messages from outside callers Select Yes to automatically mark all messages from outside callers urgent Select No to leave messages from outside callers unmarked Choose Ask if you want the system to ask outside callers if the message should be marked urgent Fill in the Worksheets EliteMail VMS EliteMail Limited Job Specifications Manual Issue 1 Action after message Choose how the system handles callers after they record a message The system cannot take another message The possible choices are Transfer to operator Transfer the caller to the operator Say Good bye The system says If you need further assistance press the pound key now Thank you and good bye and hangs up Hang up The system hangs up without saying good bye Go to another ID The system routes the caller to another System ID you Enter Restart the call Except in special applications return the caller to the opening greeting that answered the call Issue 1 EliteMail VMS EliteMail Limited Table 2 2 Sample Worksheet 2 The Opening Greeting Worksheet i 2 The Opening Greeting The opening greeting is recorded in a default transaction box Greeting You may select the default prompt or write an announcement suitable for your application Also identify what should happen if the caller does not respond to the pro
90. ic access only the owner may use the box System ID to record greetings The system then displays the new transaction box on screen After adding a transaction box record a name and greetings for the box To establish a local connection and make recordings refer to Transfer Highlight this field Enter Y and press Enter Enter the extension number and press 2Enter Fill in the Screens EliteMail VMS EliteMail Limited Job Specifications Manual Issue 1 Nite 1 Highlight this field 2 Enter Y and press Enter 3 Enter the extension number and press Enter Call transfer type Set the call transfer type This field below the Nite field is not labeled Select Await Ans Release or Wait ring To change the setting position the cursor on the field and enter Worksheet Choice Enter Release R and press Enter Await Answer A and press Enter Wait for Ringback W and press Enter gt rings In the rings field enter the number of times the extension should ring before giving up on call transfer and press 2Enter This does not apply if you selected Release call transfer Transfer options 1 Move cursor to this field Voice mail uses these options when call transfer is on and transfer type is Await Ans Issue 1 EliteMail VMS EliteMail Limited 2 Enter as many of these codes in the field as you need Worksheet Choice Enter Announce A and press Enter Confirm C and pr
91. in directory assistance Some subscribers may not want to be in directory assistance so that outside callers can t get their extension number without asking the operator If the site uses automatic directory assistance subscribers can change their automatic directory listing by telephone anytime by accessing setup options If the site uses numeric directory assistance only a System Manager can add or remove someone in the numeric directory Issue 1 EliteMail VMS EliteMail Limited Table 2 9 Sample Worksheet 9 Subscriber List Worksheet 9 Subscriber List Page1 of 1 To add subscribers by range list the range of Extension IDs for example 210 320 To add subscribers one by one make copies of this worksheet and create a list of all subscribers For each person enter the full name and extension number with the lowest extension first Check off any subscriber you do not want listed in directory assistance If you have a list or directory of all personnel and their extension numbers you may use it in place of this worksheet Extension ID Range 1Start 220 Stop 241 Extension ID Range 2Start 247 Stop 360 Extension ID Range 3Start Stop EXTENSION LAST NAME FIRST amp MIDDLE NAMES UNLISTED o o o o o o o o o o o o o o o o o o Personal Directory Screen
92. ing position the cursor over the existing setting and enter Worksheet Choice Enter Release R and press Enter Await Answer A and press Enter Wait for Ringback W and press Enter gt rings In the rings field enter the number of times the extension should ring before the caller is transferred to the subscriber voice mailbox and press Enter This does not apply if you select Release call transfer Issue 1 EliteMail VMS EliteMail Limited Screening 1 To turn call screening on or off move the cursor to this field 2 To turn it on enter Y and press Enter ts You can use call screening only with Await Answer call transfer 3 To turn call screening off enter N and press 2Enter Holding Set up call holding In this field enter Worksheet Choice Enter Yes Y and press 2Enter Vox V and press Enter No N and press Enter t You cannot use call holding with Release call transfer Expanded Transfer Options Set up several custom call transfer features using the Expanded Transfer Options window Refer to Figure 3 19 Personal Directory Page wi Expanded Transfer Options Displayed View Expanded Transfer Options for a subscriber 1 At the subscriber Personal Directory Page press Ctr E 2 to highlight Transfer Options and press 2Enter Fill in the Screens EliteMail VMS EliteMail Limited Issue 1 PERSONAL DIRECTORY AME SORT Name Aaronson Chris SYSTE
93. ing the Easymade Application Screen press Ctri A then press PageDown until you display Page 5 The parameters on this screen are applied to new subscribers as they are added to the system Later you can change these parameters for individual subscribers on Personal Directory Screens ts Changing parameters on Application Screen Page 5 does not change parameters for subscribers already enrolled in the system Refer to Figure 3 7 Easymade Application Screen Page 5 EASYMADE APPLICATION A or each new Subscriber Personal ID 9X Page 5 of 6 Access PCMBF gt Transfer ________ gt Greeting 7 gt Action Transfer Yes gt X Take nsg Await Ans gt 4 Rings Screening No Holding No Max msg 90 sec Edits OK Yes Message Notification _____ ___________t4t 7777771 1 Lamp X Activate Lamps Yes 1 X after 0 min 8 00am 6 00pm MTWHF 4 rings 30 min Off 2 after 0 min 6 00pm 9 00pm MTWHF 5 rings 60 min Off 3 after 0 min 12 00am 11 59pm MTWHFSU rings 30 min Off 4 after 0 min 12 00am 11 59pm MTWHFSU 4 rings 60 min Urgent Figure 3 7 Easymade Application Screen Page 5 40 Defaults for each new subscriber Personal ID To use a different numbering convention for Personal IDs enter a different prefix in this field and press Enter Access 1 To turn on or off specific features for subscribers highlight this field 2 To add
94. key dialing during greeting J Yes W No 1 2 3 4 5 6 7 8 9 0 Action After Greeting D check one box for Day hours and one box for Night hours Say Goodbye then hang up Transfer the caller to the operator Restart the call at the opening greeting Route the call to another subscriber or transaction box Use Go to ID gt Interview the caller Use Go to ID gt PM Take a message OOOO z BOJE If taking message Maximum Message Length 180 seconds Allow caller to edit message Jf Yes J No Mark the messages urgent J Yes No W Ask Action after message Say Goodbye Transaction Directory 2 64 Fill in the Worksheets EliteMail VMS EliteMail Limited Issue 1 SECTION 17 WORKSHEET 17 INTERVIEW BOXES Job Specifications Manual An interview box is a special transaction box that can ask up to 20 questions and record the caller responses in a single message Make a copy of this sheet for each interview box your application uses including the Public Interview Box Then fill in the worksheet with the box name owner and System ID Enter the text of each question you want the voice mail system to ask Box Name Enter the name of the interview box Give the box a name that describes the purpose such as Sales Order Box Owner Enter the name of the subscriber who owns the interview box The owner receives the messages left in the interview box The Pub
95. l explains how to fill in each worksheet After the worksheets are completed you should have a solid understanding of what the application really is and how to make it successful A complete set of blank worksheets is included in Appendix A Worksheets 1 13 are basic worksheets that should be completed for every installation using automated attendant or voice mail features Worksheets 14 17 are advanced worksheets that cover such features as automatic call routing audiotext applications interviews multilingual systems and numeric directory assistance They should be completed only if required for the site application Many system features are preset with default values when the software is shipped The default setting for an option is marked with Fill in the Screens The second half of the manual helps you to fill in the system screens After you complete the worksheets it is easy to configure the system because the line numbers and blanks on the worksheets correspond with the field numbers and labels on the screen Each worksheet identifies the corresponding system screen Descriptions and procedures in this manual are intended for both EliteMail Limited and EliteMail VMS Refer to Figure 1 1 EliteMail Limited Banner Screen The only difference between the banner screens should be the system title and the recording time The differences that make the EliteMail Limited unique are described below Issue 1 EliteMail VMS EliteMail
96. lic Interview Box is owned by the system System ID Choose a System ID for the interview box Ensure that this ID does not conflict with any other System IDs in the system Question Enter the full text for each interview question You are allowed up to 20 questions for the interview box Statements are also allowed for questions For example at the end of all the questions you might want to say Thank you for your order Enter the time in seconds the caller has to answer For questions that normally have short replies such as What is your telephone number a reply time of 6 to 10 seconds is usually enough For each question or statement that does not require a reply enter a zero reply time Should outside callers mark messages urgent Select how the system marks the priority of messages in the interview box Select Yes to automatically mark all messages from outside callers urgent Select No to leave messages from outside callers unmarked Select Ask if you want the system to ask outside callers if the message is urgent Issue 1 EliteMail VMS EliteMail Limited Action after last question Decide what action you want the voice mail system to take after asking the questions The most common choices are Say Good bye or Hang up The possible actions are as follows Say goodbye then hang up The system says If you need further assistance press the pound key now Thank you and good bye and h
97. ll R TT Prompt Msg Record 4 74 77 Release on LCR Yes Amswer on ring low Yes Off hook delay 50 coo uw Ring on time 30 Ring off time 50 Pooled delay 450 Figure 3 2 Easymade Switch Setup Screen Page 1 To reinitialize the switch parameters to the factory default settings press cir S and Refer to Figure 3 2 Easymade Switch Setup Screen Page 1 1 In the Switch field enter NEC and press Enter The system finds the name of first NEC Electra Elite telephone system in the Switch Setup library Enter Y and press lt Enter to select the telephone system or Enter N and press lt Enter to display the next match When the system asks Is it the NEC Electra Elite Y N Enter Y and press Enter to verify Then the system asks Are you sure you want to initialize all switch parameters Enter Y and press Enter and the fields on the screen pages 1 3 are automatically filled with the factory default parameters best suited for your NEC Electra Elite telephone system Some fields on Switch Setup Screen Page 2 are used to set how Live Record and Constant Message Count work at your site For details refer to the EliteMail VMS EliteMail Limited Technician Guide Issue 1 EliteMail VMS EliteMail Limited Keypad Map The keypad map used system wide is displayed in the Keypad field on Application Screen Page 6 This is a display only field If you want to set the system for a keypad map other than
98. ll personnel Once again press 1 for Sales 2 for Support or 3 for a list of all personnel To use this department transaction box you can modify the greeting or System ID to fit your application If the system uses the default department transaction box indicate that on the worksheet Otherwise enter remove on the worksheet Issue 1 EliteMail VMS EliteMail Limited Table 2 7 Sample Worksheet 7 Directory Assistance Worksheet 5 7 Directory Assistance The voice mail system offers an automatic directory of extensions numeric directory assistance and a spe cial Departments transaction box to help callers find out the extension number of the person or department they are trying to reach Use this worksheet to choose the directory assistance the system provides Directory Assistance Default ID Change to Make change on Automatic directory assistance _555 Application Screen Page 6 Should the system automatically route the caller if there is only one matching name in the automatic directory E Yes O No 0O Numeric directory assistance _ 411 Groups Screen 0O Departments transaction box_ 411 Transaction Directory SECTION 8 WORKSHEET 8 PUBLIC FAX BOX The voice mail system can detect incoming faxes and route them to a fax machine This feature eliminates the need for a separate dedicated telephone line for the fax machine Each time the system transfers a call to the fax extension it can send a public
99. ll to another subscriber or transaction box use Go to ID gt Hang up The system does not say anything after the last question OoOdda Transaction Directory Public Interview Job Specifications Manual 2 49 Issue 1 SECTION 14 WORKSHEETS 14 amp 15 MENUS AND INTERVIEWS MAP EliteMail VMS EliteMail Limited By using transaction boxes voice detect boxes and interview boxes you can set up the voice mail system to do more than transfer calls to subscriber telephones You can offer menus to allow callers to select between departments directories of services or submenus You can route callers to interview boxes ask a series of questions then route them to another transaction box You can create practically unlimited special applications For details refer to the EliteMail VMS EliteMail Limited Technician Guide Use Worksheets 14 and 15 to plan and create special call routing applications using transaction boxes and interview boxes Use Worksheet 14 to draw a picture of the overall flow and structure of the application transaction boxes and interview boxes Then use Worksheet 15 Menus and Interviews List to write down the System IDs names and owners of all the transaction boxes voice detect boxes and interview boxes you need Also indicate if the box routes callers to other System IDs and if it uses one key dialing After you plan the overall scheme for your application use copies of Worksheet 16 and Work
100. mpts System ID Greeting Call Transfer Transfer the calls reaching this box to an extension Day hours O Yes to extension E No Night hours O Yes to extension E No Call transfer type Await Answer for 4 rings J Release Wait for Ringback for rings 3 rings or more 3 rings or more Transfer options J Announce Confirm Introduce Message Screen Screen 0O None Use only with Await Answer call transfer Use call holding Yes Vox W No Do not use with Release call transfer Greeting Day Greeting I m sorry all of our technicians are answering other calls Please hold and I ll connect you to an operator Night Greeting You ve reached our network support desk after hours You may leave a message forourtechnicians Besuretoinclude yourtelephone number Use one key dialing during greeting J Yes W No 1 2 oi 4 5 6 Tia 8 gs 0S Action After Greeting D Night check one box for Day hours and one box for Night hours Say Goodbye then hang up Transfer the caller to the operator Restart the call at the opening greeting Route the call to another subscriber or transaction box Use Go to ID gt Interview the caller Use Go to ID PM Take a message OOOO BOOO04 If taking message Maximum Message Length 180 seconds Allow caller to edit message J Yes O No Mark the messages urgent J Yes No W Ask Action after message
101. must press 1 to be connected to a caller Introduce l The person who answers the telephone hears Call for lt box name gt before being connected to a caller Message Screen M or S With S the caller is asked Whom may I say is calling then the system records the caller name The M option adds the caller name to a message the caller leaves Before the call is transferred for S the person who answers the telephone hears Call from lt caller name gt Do not use these options at the same time Greeting Day Greeting Night Greeting Enter the text of the day and night greetings for the transaction box The caller hears either the day or night greeting when call transfer is turned off or the extension is busy or does not answer Issue 1 EliteMail VMS EliteMail Limited Use one key dialing during greeting If this transaction box uses one key dialing enter the System IDs The one key dialing menu lets you set up single digits to indicate full System IDs for other transaction boxes interview boxes or extension numbers Enter an existing System ID for each single digit the caller may press As you record the greeting include pauses in your recording so the caller has time to make a selection One key dialing lets the caller press a single digit during or after the greeting the system translates that single digit to the corresponding System ID and routes the call accordingly Action After Greeting
102. n Job Specifications Manual 2 39 Issue 1 EliteMail VMS EliteMail Limited Call Transfer Transfer calls to subscriber Indicate if call transfer should be turned on Y N When call transfer is turned on for a subscriber the voice mail system transfers incoming calls to the subscriber extension The subscriber can turn call transfer on or off from any touchtone telephone If you select N outside callers may still leave a message in the subscriber voice mailbox but they cannot directly reach the subscriber extension without going through the operator Select N if the subscriber uses voice mail only Call transfer type Select the call transfer type that the voice mail system uses for the subscriber The voice mail system can transfer a call to a subscriber using Await Answer Release or Wait for Ringback Await Answer The voice mail system puts the caller on hold and dials the extension If the extension is answered within the range of specified rings the voice mail system puts the caller through If the extension is busy or does not answer within the specified number of rings the voice mail system plays the extension greeting and then takes an action usually take message Release The voice mail system puts the caller on hold dials the extension and then releases the call to the NEC telephone system The voice mail system does not check the progress of the call or the status of the called extension If the ext
103. name gt Please enter your Personal ID now to receive the message If the subscriber enters the correct Personal ID and security code if applicable the voice mail system proceeds with the conversation in the same way that it does when the subscriber calls the voice mail system directly 2 19 Issue 1 EliteMail VMS EliteMail Limited Should the system call the subscriber extension Check Yes if you want messages delivered to each subscriber work telephone as described above If No skip the rest of this worksheet Wait minutes after a new message arrives Check to select and enter the time you want the system to wait before delivering new messages This field applies to Batch message delivery only Enter the days and times you want the voice mail system to call you to deliver your messages Select the number of times the voice mail system rings a subscriber extension on each delivery attempt Each Batch or Urgent Delivery Select whether you want Each Batch or Urgent delivery Also enter the time in minutes between delivery attempts Each The voice mail system calls the subscriber each time a new message comes in regardless of when it last tried to call the subscriber This method speeds up the delivery of new messages but also increases system dial out time This means that the dial out ports may be tied up more frequently If the dial out ports are constantly busy the voice mail system may have to hold dial
104. niniaren 3 10 Easymade Application Screen Page Ossie eck eieiineeleesieeetiesien 3 12 Access Code Options PN snot ac cece kon aake raaa Aa ea 3 13 Easymade Application Screen Page Gx peccissicdiesiciczinsincdanesasesnsedicucsicecaciesssieeeuieiieiieds 3 17 Easymade Application Screen Page 6 sessssseesssssssssrtinrrrrrerrtnserrtntrnttseeerrernernnense 3 19 PURIG Fo pate aa iad EE ET anne AET E EEA A 3 22 Personal Directory Screen Subscriber 2 c 2cccceccccscccecseccceeceesessesccccecseansseinccecteoreaeess 3 26 Subscriber Added by Range sass ieee teehee dd cn ctedsnts ccna neesctanindeenctoheoteseestnessineegee 3 28 Personal Directory Sereen Guest execs soccescetc cess ccc ce ccctmcemcescetesceccesssenacccueteeneceenends 3 30 Groups SECON acccaitiunamaa imine 3 32 ID tor Num Groupe PIGS cccotcincisiccminastenetteiotnibernnbivenioslccnnmasseensieeehdatarumbeiaiteds 3 33 Personal Directory Screen Subscriber x cisicssscccsnincsnsicessaiesssiceverdeoesrneveecertsineueinconancene 3 35 Job Specifications Manual iii Issue 1 Figure 3 18 Figure 3 19 Figure 3 20 Figure 3 21 Figure 3 22 EliteMail VMS EliteMail Limited Access Code Options WINdOW een eriertudince ne ceeieee en E RAE 3 36 Personal Directory Page with Expanded Transfer Options Displayed 0 3 39 Transaction Directory Public Interview BOX e ceeeeeeeeeeeeeeeeeeeeeeeeeeenseesseeeneeens 3 45 Sampe ie ty co De g ll ee eee nee OES OP E EEES 3 47
105. nswer the caller may leave a message If you select No callers may leave a message in a subscriber voice mailbox but they cannot directly reach a subscriber extension without going through the operator Select No if you want to use voice mail only Job Specifications Manual 2 17 Issue 1 2 18 EliteMail VMS EliteMail Limited Call transfer type Select the call transfer method to apply to the subscribers The voice mail system can transfer a call to a subscriber in the following ways Await Answer The voice mail system puts the caller on hold and dials the extension If the extension is answered within the number of rings specified in the rings field the voice mail system puts the call through If the extension is busy or does not answer within the specified number of rings the voice mail system plays the extension greeting and then takes an action usually takes message Release The voice mail system puts the caller on hold dials the extension and then releases the call to the NEC telephone system Voice mail system does not check call progress or the status of the called extension If the extension is busy or unanswered the caller can leave a message when the extension is set up to forward calls to voice mail Releasing a call to an extension clears the voice mail system port The subscriber cannot use call holding or call screening Wait for Ringback The voice mail system puts the caller on hold and
106. nter N and press Enter the same prompt offers the name of the next subscriber alphabetically in the system If you press Enter you are prompted for the System ID and name of the interview box Enter the System ID and press Enter Enter the name of the interview box and press nter You must enter a name The system then displays the new interview box on screen After adding an interview box record a name for the box Follow the steps to establish a local connection and record the name To establish a local connection refer to Program Worksheet 2 The Opening Greeting on page 3 6 Record Interview Box Questions To record an interview box questions establish a local connection and make the recordings After you record each question enter the maximum reply time in seconds immediately to the right of the question Send Msg Urgent Move the cursor to this field To set the system to mark all messages left in the interview box urgent enter Y and press Enter To keep outside callers from marking messages urgent enter N and press Enter To set the system to ask callers if the message is urgent enter A and press 2Enter Fill in the Screens EliteMail VMS EliteMail Limited Issue 1 After Depending on checked action on the worksheet enter the following in the After field Worksheet Choice Enter Say bye and Hang up S and press Enter Transfer Caller to Operator O and pres
107. of settings for each subscriber ts Changing parameters on Application Screen Page 5 does not change those parameters for subscribers already enrolled in the system The Add Menu You can add subscribers one by one or by range of Extension IDs Refer to Figure 3 13 Subscriber Added by Range If the subscribers use consecutive Extension IDs adding by range can save time Fill in the Screens EliteMail VMS EliteMail Limited Job Specifications Manual Issue 1 Add subscribers by range _ 4 Press to Add Press to select Range and press 2Enter Enter Range of Extension IDs Start Stop Enter the starting number of the range and press Tab Enter the ending number of the range and press Enter If desired enter any numbers or letters as a prefix to the Extension IDs you are adding 10 Constant prefix Press Tab Enter any numbers or letters as a suffix to the Extension IDs you are adding and press Enter Constant suffix The system displays the selected range and asks to confirm To accept the range press Otherwise press N Follow these steps again to add new range of Extension IDs After you confirm the range the system displays a series of status messages as it adds the Extension IDs If an ID in the range conflicts with a System ID already in your system that particular ID is not added Refer to this message ID conflicts with existing
108. oice Enter Announce A and press 2Enter Confirm C and press Enter Introduce and press Enter Message Screen M and press Enter Screen S and press Enter ts Do not use the M and S options together Action 1 Move the cursor to the field underneath Action 2 Enter the code that indicates how you want the voice mail system to handle the call after playing the subscriber personal greeting Your options are Worksheet Choice Enter Take a Message T and press Enter Transfer to Operator O and press Enter Say bye S and press Enter Hang up H and press 2Enter Go to Another ID G and press Enter Specify System ID Restart a Call R and press Enter 3 40 Fill in the Screens EliteMail VMS EliteMail Limited Issue 1 Take msg If the Action is Take msg these additional parameters affect the way the system takes the message Max msg 1 Move the cursor to this field 2 Enter the number of seconds a message from an outside caller can last and press Enter Edits OK 1 Move the cursor to this field 2 To allow outside callers to record their messages to this subscriber enter Y and press Enter 3 To prevent callers from recording their message again enter N and press Enter Send Msg Urgent 1 Move the cursor to this field 2 To set the system to mark all messages from outside callers urgent enter Y and press lt Enter 3 To keep outside callers f
109. oice Enter Release R and press Enter Await Answer A and press Enter Wait for Ringback W and press Enter Rings Enter the number of Rings to Wait and press Enter ts This parameter does not apply if you selected Release transfer Job Specifications Manual 3 9 Issue 1 EliteMail VMS EliteMail Limited SECTION 5 PROGRAM WORKSHEET 4 SYSTEM SCHEDULES If you are not viewing the Easymade Application Screen press Ctri A then press until you display Page 4 Refer to Easymade Application Screen Page 4 MADE APPLICATION Time Now 31 Schedule 1 Schedule 2 Schedule 3 a 8 00am 5 00pm MTWHF a a b b b Cc c c Current mode DAY Current mode MIGHT Current mode NIGHT Ignore holidays No Ignore holidays No Ignore holidays No 33 Holidays 34 Daylight Savings No On Now N A Date On off Hours 1 Figure 3 6 Easymade Application Screen Page 4 31 Schedule 1 Schedule 2 Schedule 3 1 Move the cursor to Schedule 1 2 Enter the beginning time in HH MM format and press 2Enter 3 Enter the ending time and press Enter 4 Enter the letters for the days of the week this range applies to The valid letters are Monday Tuesday Wednesday Friday M T Ww H Thursday F Ss Saturday U Sunday 3 10 Fill in the Screens EliteMail VMS EliteMail Limited Issue 1 Job Specifications Manual You can enter up to 3 ranges for each separate schedule
110. ole using a System Manager Personal ID If you don t know a System Manager Personal ID check with the installer 1 Press F2 The system prompts Please enter your ID 2 Enter a System Manager Personal ID and press Enter If asked enter the System Manager security code and press Enter The system displays Application Screen Page 1 Issue 1 SECTION 2 PROGRAM WORKSHEET 1 SITE INFORMATION EliteMail VMS EliteMail Limited Now you can enter your answers to the questions on the worksheet ts Ifyou get interrupted as you configure the application the system may sign out and return to the Banner Screen The system does this automatically to protect the system from unauthorized access If this occurs sign back in and continue from where you left off You enter most of the site information on Application Screen Page 1 Refer to Figure 3 1 Easymade Application Screen Page 1 1 Site name Your Company Name 2 Contact Phonet inca Calls Anewered 3 Total trunks stations 0 0 Calls day 0 4 Day Calls Answered All trunks Night Calls All trunks 5 All ports busy action Ring until answered e e AIK a EARS Access Numbers 6 Trunk Filot of Trunks Answered 0 Alternate Trunk s 7 Voice Port Stations Pilot Station Numbers Figure 3 1 Easymade Application Screen Page 1 Application Screen Page 1 gives an overview of how your s
111. one system Lamp Enter the number the voice mail system should dial to turn a message waiting lamp on or off for the subscriber In most cases use the subscriber extension number Activate message waiting lamps for new messages Indicate if the voice mail system should activate message waiting lamps for the subscriber when new messages come in For telephone 1 4 For each telephone number you want the voice mail system to call to deliver messages for the subscriber enter the following Phone Enter the telephone number you want the system to dial Wait minutes Indicate time you want the voice mail system to wait after a new message arrives before dialing batch message delivery only Delivery Schedule Enter the time the voice mail system should start delivering messages and stop delivering messages Circle the days of the week the voice mail system should follow this delivery schedule Enter the number of times the voice mail system should ring before hanging up and how long it should wait before trying the telephone number again Fill in the Worksheets EliteMail VMS EliteMail Limited Issue 1 Select one of the following delivery methods gt Each The voice mail system calls the subscriber each time a new message comes in This speeds up the delivery of new messages but increases system dialing The dial out ports may be tied up more frequently If the dial out ports are constantly bu
112. or Release The voice mail system puts the caller on hold dials the extension and then releases the call to the NEC telephone system The voice mail system does not check the progress of the call or the status of the called extension If the extension is busy or not answered the telephone system determines what happens to the call Releasing a call to the operator clears the voice mail system port to take other calls Await Answer The voice mail system puts the caller on hold and dials the operator If the operator answers within the number of rings specified in the rings field the voice mail system puts the caller through Issue 1 2 10 EliteMail VMS EliteMail Limited If the extension is busy or does not answer within the specified number of rings the voice mail system plays the operator greeting and then takes an action typically goes to a special interview box For details on this call transfer type refer to the EliteMail VMS EliteMail Limited Technician Guide Wait for Ringback The voice mail system puts the caller on hold and dials the operator extension If the extension rings the number of times specified in the rings field the voice mail system releases the call to the NEC telephone system If the extension is answered while the voice mail system is counting rings the voice mail system puts the call through If the extension is busy the voice mail system plays the extension greeting and takes the
113. ore hanging up Try againin minutes Deliver Each new message Batches of new messages Urgent messages only Personal Directory Screen 2 46 Fill in the Worksheets EliteMail VMS EliteMail Limited Issue 1 SECTION 13 WORKSHEET 13 PUBLIC INTERVIEW Box Job Specifications Manual This is a special interview box Messages in the Public Interview Box are public messages that are available to subscribers with public message access When no operator is on duty the Public Interview Box collects messages from callers who don t know where to send their message By default the Public Interview Box uses the System ID PM Do not change this System ID t If using the Public Interview Box remove the P access code from the subscriber Access field to set at least one subscriber for public message access Most systems set the System Manager and the receptionist for public message access Questions Enter the full text for each interview question You are allowed up to 20 questions for the Public Interview Box It is not limited to questions you may want to make a statement For example at the end of all the questions you might want to say Thank you for your order The Public Interview Box comes with six prerecorded questions listed below 7 Tm going to ask you several questions After each please reply First whom are you trying to reach 2 Who is calling please
114. other subscribers or guests create a message group Subscribers can also create their own message group by telephone Decide whether message groups should begin with letters or numbers If message groups begin with numbers in clude the special System ID for sending group messages For each group you need enter the group name or number and the group owner Indicate if the owner is the only person who can send mes sages to the group A group can also be set for dispatch distribution so that only the first person to hear the message actually receives it Select message groups by name or by number Use named groups Message group names begin with 3 letters oO Use numbered groups Message group names begin with 3 numbers System ID for numbered groups Application Screen Page 6 Group Name or Number Sales Group Owner Jonathan Winter Deliver message only to the first person who Can someone besides the owner send a hears it message to this group g Yes DISPATCH distribution HM Yes OPEN group No 1 No PRIVATE group Group Members Ron Shadbolt William Richmond James Cole Diana Peck Groups Screen 2 38 Fill in the Worksheets EliteMail VMS EliteMail Limited Issue 1 SECTION 12 WORKSHEET 12 SPECIAL SUBSCRIBER SETTINGS It is easy to customize features for individual subscribers with special needs The System Manager can change the
115. ours on official holidays that is if you want Schedule 1 to operate in Night Mode for 24 hours select No and fill in 33 Holidays If you want the system to follow your regular Day and Night schedule on holidays select Yes and skip the 33 Holidays section of the worksheet 2 11 Issue 1 2 12 EliteMail VMS EliteMail Limited 32 Schedule 4 Schedule 4 is a special schedule that stays in either Day Mode or Night Mode 24 hours a day all days a year The mode does not change unless you change it at the console Use Schedule 4 to set a group of ports or transaction boxes to stay in a particular mode regardless of the time of day By changing the setting of Schedule 4 you can reset all the ports or transaction boxes that use Schedule 4 This field has no effect on Schedules 1 2 or 3 33 Holidays At most sites the voice mail system operates in Night Mode for 24 hours on any day marked as a holiday You may specify up to 18 holidays List only the day and month for each holiday You must update the holiday schedule each year to cover holidays that fall on a different date each year 34 Automatically adjust system for Daylight Savings Time The voice mail system can automatically adjust its internal clock for Daylight Savings Time in those countries and locations that recognize it Select Yes if you want the voice mail system to adjust for Daylight Savings Time and enter the dates when Daylight Savings Time changes
116. out requests in a queue until a dial out port is free This could cause delivery delays Batch Any message that comes in since the last attempted delivery is added to the batch and delivered at the next specified time interval A 30 minute delivery time is suitable for most installations Using batch message delivery lessens the time the voice mail system ties up voice ports dialing out to deliver messages Urgent Urgent message delivery works like Each message delivery except the voice mail system only calls you when an urgent message comes in The system won t call when new messages that are not urgent are waiting Fill in the Worksheets EliteMail VMS EliteMail Limited Issue 1 Table 2 5 Sample Worksheet 5 Default Subscriber Settings Worksheet s 5 Default Subscriber Settings Use this worksheet to specify settings that apply to most subscribers including settings for Personal IDs how calls are transferred if message waiting lamps are used and if the system calls the subscriber to de liver messages Although these settings apply to most subscribers you may specify custom settings for in dividual subscribers on another worksheet Personal ID amp Access Codes The system automatically assigns a Personal ID to a new subscriber by adding one or more digits to the subscriber extension X For example 9X creates a Personal ID of 9100 for extension 100 Access codes allow or deny subscribers particula
117. ow outside callers to record messages to this box again enter Y and press Enter 3 To prevent callers from recording messages to this box enter N and press Enter Job Specifications Manual 3 51 Issue 1 EliteMail VMS EliteMail Limited Send Msg Urgent 1 Move the cursor to this field 2 To set the system to mark all messages for this transaction box urgent enter Y and press Enter 3 To keep outside callers from marking messages urgent enter N and press 2Enter 4 To set the system to ask callers if they want to send their message urgent enter A and press Enter After Msg 1 Move the cursor to this field 2 Enter the code for the action you want the system to take after recording a message from an outside caller The choices are Worksheet Choice Enter Transfer to Operator O and press Enter Say bye S and press Enter Hang up H and press Enter Go to Another ID G and press Enter Specify System ID Restart a Call R and press Enter One key dialing Use this part of the screen to set up single digits to represent full System IDs for other transaction boxes interview boxes or subscriber extension numbers 1 Move the cursor to the number you want to use 2 Enter the System ID and press t Emer 3 52 Fill in the Screens EliteMail VMS EliteMail Limited Issue 1 SECTION 17 PROGRAM WORKSHEET 17 INTERVIEW BOXES For each completed copy add an interview
118. owner can use the box System ID Owner Enter the name of the subscriber who owns the transaction box This person can listen to the box messages and record the box greetings Issue 1 EliteMail VMS EliteMail Limited Call Transfer Transfer the calls reaching this box to an extension Indicate if you want calls reaching this transaction box to be transferred to a telephone extension during Day Mode or Night Mode Select Yes and enter the extension number if callers reaching the transaction box should be immediately transferred to an extension Callers do not hear the transaction box greeting before being transferred Select No to turn call transfer off for this transaction box Call transfer type Select transfer type the voice mail system uses for this transaction box Await Answer Release or Wait for Ringback Await Answer The voice mail system puts the caller on hold and dials the extension If the extension is answered within the number of specified rings the voice mail system puts the call through If the extension is busy or does not answer by the specified number of rings the voice mail system plays the extension greeting and then takes an action usually takes message Release The voice mail system puts the caller on hold dials the extension and then releases the call to the NEC telephone system The voice mail system does not check the progress of the call or the status of the called e
119. particular touchtone or have a telephone that lacks touchtones Some trunks A live operator answers most calls The system is a back door automated attendant to answer either overflow calls or incoming calls on a particular set of trunks Issue 1 EliteMail VMS EliteMail Limited No trunks An operator answers all incoming calls first then may forward certain calls to the voice mail system In this configuration the system automated attendant features are not used 5 Action to Take for Overflow Calls Choose how the voice mail system handles incoming calls when all its ports are busy Ring system until it answers When all ports are busy an incoming call continues to ring until an EliteMail port is free If the system is being used as an automated attendant this causes all outside ports to be handled by EliteMail Ensure that the number of ports on the system can handle the call traffic you expect Forward calls to Operator When all EliteMail ports are busy an incoming call is forwarded to a live operator Issue busy tone When all EliteMail ports are busy incoming callers hear a busy signal They must hang up and call back System Access Numbers 6 Trunk Pilot Number Enter the telephone number that outside callers dial to reach the voice mail system Leave this field blank if the voice mail system only answers forwarded calls Number of trunks answered by system Enter the number of trunks tha
120. pecial System ID for leaving numbered group messages Refer to 16 ID for Num Groups Field Set this System ID in the field 3 32 Fill in the Screens EliteMail VMS EliteMail Limited Job Specifications Manual Maximum Message Life 999 days Call Report Aging 14 days Public Hold Archive msgs 0 42 New Msgs O 0 00 Total 0 0 00 Max person person recording 300 secs Max screening recording 6 Skip back time on 4 Max ID attempts 4 Bad ID Goto gt Record Pauses Beginning 5 Short ending Z Long ending 3 Beep on record Yes Disk full warning at 15 mins left Blank PC screen Yes Screen Type Auto Keypad Q 7 Z 9 keys DOS Surrender Daily Weekly Monthly Startup Error notices to ID for Alpha Directory 555 Auto xfer Yes aa aa Public Fax Box y _ __ _____________ _ Fax ID _FAXBOX Transfer No Alt Action Operator Voice name 0 02 Await Ans gt 4 Rings Issue 1 EASYMADE APPLICATION Page 6 of ID for Num Groups 77 Holding No Announce Always Figure 3 16 ID for Num Groups Field Press Ctrl A to view the Easymade Application Screen Press PageUp or PageDown until you refer to Page 6 Press repeatedly until you highlight the ID for Num Groups field Enter the System ID and press nter Adding Message Groups at the Console Subscribers can add message groups from any touchtone telephone The System Manager c
121. pecial Subscriber Settings Page of __ Name Personal ID Extension ID Hold Archive messages days Access Codes Call Transfer Transfer calls to subscriber 7 Yes default J No Call transfer type Await Answer for rings default 0 Release 0 Wait for Ringback for rings 3 rings or more 3 rings or more Turn screening options on Yes No default Use call holding Yes 0 Vox No default Do not use with Release call transfer Transfer options J Announce Confirm Introduce Message Screen Screen None Screening options Announce JConfirm Introduce J Message Screen Screen None Use transfer and screening options only with Await Answer call transfer Action After Greeting Take amessage Other Action If taking message Maximum Message Length seconds Allow caller to edit message Yes default 1 No Mark the messages urgent J Yes No default Ask Action after message Use one key dialing during greeting 1 Yes No default Message Notification amp Delivery Lamp Activate message waiting lamps for new messages _ Yes default J No The telephone system must be programmed to support message waiting lamps or indicators Phone 1 Wait minutes before trying to call Hours to deliver am pm to am pm on Mon Tue Wed THu Fri Sat SUn Try for rings before hanging up Try again in minutes Deliver Each new message
122. plication fill out a copy of this worksheet Enter the questions to be asked the caller and the maximum time allowed for the caller answer Box Name Owner System ID Question Max Response in seconds ONO Oh tN 16 17 18 19 20 mmm Should outside callers be allowed to mark messages urgent Yes J No default J Ask Action after last question Say goodbye then hang up Transfer the call to the operator Restart the call Route the call to another subscriber or transaction box Use Go to ID gt _ Hang up The system does not say anything after the last question OOOO Transaction Directory Job Specifications Manual A 29 NEC EliteMak VMS EliteMai Limited JOB SPECIFICATIONS MANUAL NEC America Inc Issue 1
123. r features of the system See the Application Manual or the system on line help for access code definitions Default Change to Personal ID for Subscribers __9X Access Codes PCBF Call Transfer Transfer calls to subscribers Yes 0 No Call transfer type Use call screening Yes W No E Await Answer for 4 rings Use only with Await Answer call transfer Use call holding 0 Yes 0 Vox W No Rel z A rings Do not use with Release call transfer I l l 3 rings or more Message Notification Activate message waiting lamps for new messages W Yes 0 No The telephone system must be programmed to support message waiting lamps or indicators Message Delivery Should the system call the subscriber extension to deliver new messages Yes 0 No g Wait 30 minutes after a new message arrives before trying to call Hours to deliver 8 00 am pmito 5 30 am pm on Mon Tue Wed THu Fri Sat SUn Ring the extension for 4 rings before hanging up 3 or more rings Choose one of the following Deliver each new message as it arrives If no answer try again every minutes Hi Deliver a batch of new messages every 30 minutes Deliver urgent messages as soon as they arrive If no answer try again every minutes Application Screen Page 5 Job Specifications Manual 2 21 Issue 1 SECTION 6 WORKSHEET 6 SYSTEM SECURITY EliteMail VMS EliteMail Limited The voice mail system offers system wid
124. rectory assistance requires no special configuration The default system comes with the automatic directory already set to the System ID 555 in the ID for Alpha Directory field Refer to Figure 3 10 Easymade Application Screen Page 6 EASYMNADE APPLICATION Page 6 of 6 age Life 999 days Call Report 14 days Public Hold Archive msgs 0 72 New Msgs 0 0 00 Total 0 0 00 Max person person recording 300 secs Max screening recording 6 Skip back time on 4 Max ID attempts 4 Bad ID Goto gt Record Pauses Beginning 5 Short ending Z Long ending 3 Beep on record Yes Disk full warning at 15 mins left Blank PC screen Yes Screen Type Auto Keypad Q 2 9 keys 57 DOS Surrender Daily Weekly Monthly Bet Error notices to 0 59 ID for Alpha Directory 555 Auto xfer Yes ID for Num Groups 77 c Fax Box Fax ID _FAXBOX Transfer No Alt Action Operator Voice name 0 02 Await Ans gt 4 Rings Holding No Announce Always Figure 3 10 Easymade Application Screen Page 6 If you are not viewing the Application Screen press Ct A then press PageDown until you display Page 6 t Inthe opening greeting mention the System ID that outside callers use to reach automatic directory assistance Change 59 ID for Alpha Directory 1 Move the cursor to this field 2 Enter the new System ID and press 2Enter Job Specifications Manual 3 19 Issue 1 EliteMail VMS EliteMail Limited _ Turn off t
125. refer to the EliteMail VMS EliteMail Limited Technician Guide Urgent Specify if the guest can send urgent messages to the host subscriber Issue 1 EliteMail VMS EliteMail Limited Table 2 10 Sample Worksheet 10 Guests Worksheet 10 Guests Page 1 of 1 Page 1 of 1 A subscriber may have one or more guests Guests can leave and receive messages on the system but only with their host subscriber Guests are usually important clients family members or others with whom a subscriber wants regular two way communication Copy this worksheet and enter each host subscriber guest name and guest Personal ID If the subscriber wants to receive the guest messages as urgent mes sages check the urgent block HOST SUBSCRIBER GUEST NAME GUEST PERSONAL ID URGENT Doug Wood Alice Wood 925423 0O Brian Wood 94437 0O Jaime Wood 559 0O o James Cole Alan Green 92626 g o o Bob Thompson Helen Thompson 943536 0O Oo Oo Oo Personal Directory Screen 2 34 Fill in the Worksheets EliteMail VMS EliteMail Limited Issue 1 SECTION 11 WORKSHEET 11 MESSAGE GROUPS Job Specifications Manual The voice mail system lets you create message groups of subscribers to make it easy to send the same message to several people at once When you send a message to a message group it is available to all members of the group Subscribers can create and maintain their own message groups from any touchtone
126. rom marking messages urgent enter N and press Enter 4 To set the system to ask callers if they want to send their message urgent enter A and press Enter Job Specifications Manual 3 41 Issue 1 EliteMail VMS EliteMail Limited After msg 1 Move the cursor to this field 2 Enter the code for the action you want the system to take after recording a message from an outside caller The choices are Worksheet Choice Enter Transfer to Operator O and press Enter Say bye S and press Enter Hang up H and press Enter Go to Another ID G and press Enter Specify ID Restart a Call R and press 2Enter One key dialing 1 Use the One key dialing portion of the Expanded Transfer Options screen to set up single digits to indicate full System IDs for other transaction boxes interview boxes or subscriber extension numbers 2 Move the cursor to the number you want to use 3 Enter the System ID and press Enter 4 Press to close the Expanded Transfer Options window 3 42 Fill in the Screens EliteMail VMS EliteMail Limited Issue 1 Message Notification If you are looking at the Expanded Transfer Options on the subscriber Personal Directory page press Esc to close it The system displays the Message Notification part of the screen This is where you set up message notification and delivery settings for the subscriber Lamp Enter the area code and number the voice mail system should
127. s Enter Restart a Call R and press Enter Go to Another ID G and press Enter Specify System ID Hang up H and press Enter Job Specifications Manual 3 55 Worksheets APPENDIX A Worksheet 1 Site Information 1 Site name 2 Contact name Phone Calls Answered 3 Total number of trunks Number of calls per day Total number of stations Day calls to be answered check one Night calls to be answered check one All trunks default O All trunks default Some trunks 0O Some trunks No trunks forwarded calls only 0O No trunks forwarded calls only Action to take for overflow calls when all system ports are busy check one Ring system until it answers default System answers as soon as a port is free Forward calls to Operator Live Operator handles overflow calls Issue busy tone OOO e ddd S System Access Numbers 6 Trunk pilot number Numberoftrunks answered by system Alternate trunk numbers 7 Voice Port Stations Station pilot number Station Number for each port 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 Telephone System Information Manufacturer Model Software Release Switch Setup Screen Page 1 Keypad Map 0O D
128. s and press Q Ener ts This applies only to batch message delivery 4 Enter the time the voice mail system should start delivering messages and press Enter Enter the time the voice mail system should stop delivering messages and press Enter Enter the days of the week the voice mail system should follow this delivery schedule and press Enter Use these letters M Monday Tuesday Wednesday Thursday Friday Saturday Sunday comnzea Issue 1 EliteMail VMS EliteMail Limited 7 Enter the number of times the voice mail system should ring the extension before hanging up and press 2Enter 8 Enter the time between tries and press 2Enter 9 On the far right of the 1 Line enter a code to select a delivery method and press Enter Use these letters Batch Each Urgent Off oOo c m o 10 Repeat this process to add more delivery numbers and schedules for the guest if desired SECTION 12 PROGRAM WORKSHEET 11 MESSAGE GROUPS Use this information to add message groups Refer to Figure 3 15 Groups creen fo view the Groups Screen press Ctrl G GROUPS Name All Staff Open Group of Aaronson Chris Dispatch No Voice 6 02 Member name Last contacted Member name Last contacted Xavier Jan Yale Hugh Yeoman Mike Ying Sue Zaftig Pat Zeller Nell Zink Jay Figure 3 15 Groups Screen ID for Num Groups If you are using numbered message groups you must set a s
129. s to press 1 or to say Yes to hold With the first type outside callers must have a touchtone telephone With the second type outside callers do not need a touchtone telephone The system uses the system voice detect feature Call holding is available with Await Answer and Wait for Ringback call transfer Call holding is not available with Release call transfer On the worksheet select Yes if callers should press a touchtone to hold Select Vox if callers should say Yes to hold Select No if call holding should be turned off for subscribers by default Message Notification When a subscriber or guest has messages pending the voice mail system can light a message waiting lamp to notify the subscriber This feature called message notification is available with your NEC telephone system Activate message waiting lamps for new messages Select whether or not you are using message waiting lamps The voice mail system supports message waiting lamps automatically on all NEC telephone systems Select Yes to use message waiting lamps to notify subscribers with pending messages Message waiting lamps should be used when they are available Message Delivery The voice mail system can notify subscribers for pending messages For example when a message comes in the voice mail system can dial the subscriber extension number wait for an answer and then say This is the voice mail system calling with a message for lt subscriber
130. se Go to ID PM Take a message OOOOO OD OOOOO OD If taking message Maximum Message Length seconds Allow caller to edit message Yes default No Mark the messages urgent J Yes No defaulkt J Ask Action after message Transaction Directory Job Specifications Manual A 3 EliteMail VMS EliteMail Limited Issue 1 Worksheet 3 Operator Handling 20 When is an operator available to handle calls Day 1 Yes default No Night Yes No default Transferring Calls to the Operator What is the operator extension number on the telephone system Day O 0 zero Night 0 0 zero Call transfer type to use for operator extension Release default Await Answer for rings Wait for Ringback for rings 3 rings or more Application Screen Page 3 Worksheet 4 System Schedules Use this worksheet to define the system Day Mode operating schedule This usually matches the company office hours All other hours the system operates in Night Mode You may specify up to three ranges of hours and days for Day Mode oper ation 31 Daytime Schedule Enter up to three ranges of hours and days for Schedule 1 a am pm to am pm on Mon Tue Wed THu Fri Sat SUn b am pm to am pm on Mon Tue Wed THu Fri Sat SUn Cc am pm to am pm on Mon Tue Wed THu Fri Sat SUn Ignore holidays Yes 0 No default 32 Special Schedule 4 0 Day 0 Night
131. sheet 17 to enter the specific requirements you have for each transaction box voice detect box or interview box The following application example should give you a feel for how you could use transaction boxes for call routing Fill in the Worksheets EliteMail VMS EliteMail Limited Issue 1 Table 2 14 Sample Worksheet 14 Menus and Interviews Map Worksheet 14 Menus amp Interviews Map Use this sheet to draw a map or diagram of any personnel directories information menus or special call routing you use in your application You can then use the Menus amp Interviews Listworksheet to list the transaction boxes required for this part of your application Thank you for calling FloppySoft For Support press 200 For Accounting press 300 For product information press 400 For Sales press 500 Otherwise please stay on the line and an operator will be right with you If the caller I presses 200 300 500 l 200 400 Technical Support Box Product Information Box To other boxes To other boxes depending on depending on selection selection 300 500 Accounting Box Sales Box To accountant s To each sales extension person in turn Job Specifications Manual 2 51 Issue 1 If the caller presses I 200 300 400 500 L L EliteMail VMS EliteMail Limited Example A Directory of Departments FloppySoft Corporation is used as an example name for a software company
132. sy the voice mail system may be delayed by holding dial out requests in a queue until a dial out port is free gt Batch With Batch message delivery any message that comes in since the last attempted delivery is added to the batch and delivered at the next specified time interval A 30 minute delivery interval is suitable for most installations This option decreases the time the voice mail system ties up system ports dialing out to deliver messages gt Urgent Urgent message delivery works like Each message delivery except the voice mail system only calls you when an urgent message comes in Job Specifications Manual 2 45 Issue 1 EliteMail VMS EliteMail Limited Table 2 12 Sample Worksheet 12 Special Subscriber Settings Worksheet 12 Special Subscriber Settings Page 1 of 3 Name Jonathan Winter Personal ID 92219 Extension ID 221 Hold Archive messages days Access Codes PCL Call Transfer Transfer calls to subscriber Yes No Call transfer type Await Answer for 6 rings Release J Wait for Ringback for rings 3 rings or more 3 rings or more Turn screening options on J Yes No Use call holding Yes 0 Vox Mf No Do not use with Release call transfer Transfer options Announce W Confirm Introduce Message Screen Screen J None Screening options Announce W Confirm Introduce Message Screen Screen J None Use transfer and screening options only with Await Answer
133. system routes the caller to another System ID If you choose this option enter the System ID Restart the call Return the caller to the opening greeting Fill in the Worksheets EliteMail VMS EliteMail Limited Issue 1 Table 2 13 Sample Worksheet 13 The Public Interview Box Worksheet 13 The Public Interview Box Page 1 of 3 The Public Interview Box is a special interview box owned by the system When no operator is on duty it can collect messages from callers who don t know where to send their message The messages are delivered to all subscribers with public message access There is only one Public Interview Box and it cannot be removed from the system If you are not using the Public Interview Box skip this worksheet Write in the questions to be asked the caller and the maximum time allowed for the caller answer System ID for Public Interview Box Mf PM O Other Question Max Response in seconds 1 Who is calling please 6 2 Who are you trying to reach 6 3 What is this in reference to 9 4 At what number can you be reached 9 5 What additional message would you like to leave 45 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 Should outside callers be allowed to mark messages urgent O Yes W No O Ask Action after last question Hi Say Goodbye then hang up Transfer call to operator Restart the call at the opening greeting Route the ca
134. t the voice mail system answers Alternate trunk numbers Enter other published telephone numbers that outside callers use to reach the system such as 800 numbers and service numbers 7 Voice Port Stations Enter the number of voice mail ports on the system Fill in the Worksheets EliteMail VMS EliteMail Limited Issue 1 Job Specifications Manual Station Pilot Number Enter the extension or telephone number that subscribers use to dial the voice mail system internally This is also called the master hunt group number Station Number for each voice mail system port Enter the physical station number of the NEC telephone system that is connected to each port of the voice mail system e g a 4 port system has only 4 blanks filled in Telephone System Information Keypad Map Indicate which keypad map the voice mail system uses The keypad map defines how letters and numbers are arranged on the touchtone keypad The system supports several keypad maps including a numbers only map The keypad map is set automatically during installation If the numbers only keypad map is used subscribers send messages to other subscribers guests and message groups by pressing numbers instead of letters You can also set up numeric directory assistance for outside callers If you want to set the system for a keypad map other than the default you must run a special utility For details about the numbers only keypad map numeric director
135. telephone A System Manager can also create and maintain message groups at the system console This worksheet helps you plan the message groups created at the console Make a copy of the worksheet for each message group you plan to add Considerations When you add message groups to the system consider the following Does the system keypad map have letters or numbers only If the system uses a lettered keypad map message group names may begin with three letters Subscribers send a message to a group by spelling the group name using the touchtone keypad If some or all subscribers have only numbers on their keypads choose a System ID for sending messages to numbered groups Group names should begin with three numbers Subscribers send messages to groups by pressing the System ID for numbered groups then the group number Can anyone but the owner send a message to the group A message group can be open or private All authorized subscribers can send messages to open message groups A private message group belongs to a single subscriber called the group owner Only the group owner can send messages to a private group The members of a private group can hear group messages but they cannot send messages to the group Should the message be delivered only to the first person who hears the message A message group can have broadcast or dispatch distribution With broadcast distribution every member of the group receives a
136. tem Security dee ne ere ee ese 2 22 Section 7 Worksheet 7 Directory Assistance aiciciccccscicsiiesccedcesesnsacrecmedinersesnne tends 2 24 Section 8 Worksheet 8 Public Fax BOX ecciiciccsascinestciasarsesbateateeniaosaconnemcres 2 26 Section 9 Worksheet 9 Subscriber LiSt ssisrisssssiserisssisssirersrriseriisseiarsreisenideaiins 2 31 Section 10 Worksheet 10 Guests cccceeeeeeeeeceeeeeeeeeeeaeeeeeeeeeeseeeeeeeeeeneeeaeeeeees 2 33 Section 11 Worksheet 11 Message Groups eescccceeeeeeeeeeeeeeeeeeeeeseeeeeeeeeeee 2 35 Section 12 Worksheet 12 Special Subscriber Settings ccescceeeeeeeeeeees 2 39 Section 13 Worksheet 13 Public Interview BOX sisiciciessimsscraccreiasienianecionnieiventunnnies 2 47 Job Specifications Manual i Issue 1 Section 14 Section 15 Section 16 Section 17 EliteMail VMS EliteMail Limited Worksheets 14 amp 15 Menus and Interviews Map cceceeeeee 2 50 Worksheet 15 Menus and Interviews List cccsseeeeeeeeeeeeeees 2 54 Worksheet 16 Transaction Boxes 5 patiecieieiieneracisiciensieneieviensincauien 2 59 Worksheet 17 Interview BOX6eS essssneeeessennnessrererenrerrrrernnserrrrenee 2 65 Chapter 3 Fill in the Screens Section 1 Section 2 Section 3 Section 4 Section 5 Section 6 Section 7 Section 8 Section 9 Section 10 Section 11 Section 12 Section 13 Section 14 Section 15 Section 16 Section 17 Before You Fill In the SCS se
137. tem from running out of storage space the system asks subscribers to delete unnecessary messages when space is getting low Most systems set the minimum to 15 minutes You should not decrease this amount However you may increase it for larger systems with many subscribers or ports 56 Who should receive a voice message if a system error occurs Identify who should receive a voice message if a system error occurs If a system error occurs the system can display a text message at the system console or for some errors can also send a voice message Fill in the Worksheets EliteMail VMS EliteMail Limited Issue 1 Most systems are set to send a voice message to everyone with public message access no P access code A public message is a special message available only to authorized subscribers If you choose to send error messages to Saa oe Lee ee access ensure es you set complete You may also want to remove the public message access so the system can call them or light a lamp when new public messages are waiting You may also specify one or more specific subscribers who should receive these messages This may or may not be the same subscribers who receive public messages Write each subscriber name and Personal ID on the worksheet For details about public messages or error messages refer to the EliteMail VMS EliteMail Limited Technician Guide Worksheet 6 System Security Use this worksheet to specify several syst
138. the Technical Support department transaction boxes are linked together Refer to Figure 2 4 FloppySoft Product information and Ordering Menu Boxes The difference is that while the Technical Support department uses transaction boxes to route calls to the hunt groups the product information line uses transaction boxes to provide information on each of its products Issue 1 EliteMail VMS EliteMail Limited 400 Product Information Transfer Greeting Action none Press 1 for NetWork 2 for Say bye DataBase or 3 for SpreadSheet pause One key dialing 1 gt 401 2 gt 402 3 gt 403 401 NetWork Information Transfer Greeting Action none Voted Product of the Year by Network Go to 400 Today magazine FloppySoft Network Management is the perfect tool for any office using personal computers To order NetWork press 1 One key dialing 1 gt 404 402 DataBase Information Transfer Greeting Action none FloppySoft DataBase is a Go to 400 full featured robust database program To order FloppySoft DataBase press 1 One key dialing 1 gt 404 403 SpreadSheet Information Transfer Greeting Action none FloppySoft s SpreadSheet is an Go to 400 arithmetically dynamic spreadsheet To order SpreadSheet press 1 One key dialing 1 gt 404 404 Order Interview Box Question 1 What product would you like to order Question 2 What is your telephone number Question 3 What is yo
139. the default you must run a special utility For details on changing the keypad map refer to the EliteMail VMS EliteMail Limited Technician Guide EASYMADE APPLICATION Maximum Message Life 999 days Call Report Aging 51 Public Hold Archive msgs 0 42 New Msgs O 0 00 Total 0 0 00 52 Max person person recording 300 secs Max screening recording 6 53 Skip back time on 4 Max ID attempts 4 Bad ID Goto gt 54 Record Pauses Beginning 5 Short ending Z Long ending 3 55 Beep on record Yes Disk full warning at 15 mins left 56 Blank PC screen Yes Screen Type Auto 57 DOS Surrender Daily Weekly 58 Startup Error notices to 0 59 ID for Alpha Directory 555 Auto xfer Yes ID for Num Groups yr Public Fax Box Fax ID _FAXBOX Transfer No Alt Action Operator Voice name 0 02 Await Ans gt 4 Rings Holding No Announce Always Figure 3 3 Keypad Map SECTION 3 PROGRAM WORKSHEET 2 THE OPENING GREETING Use this worksheet to help you as you record your opening greetings and set up how the system handles incoming calls Refer to Easymade Application Screen Page 2 ASYMADE APPLICATION Page Z of 6 All Ports Port 1 Port 2 Port 3 Port 4 Day Nt Day Nt Day Nt Day Nt Day Nt 11 Opening Greeting Box ID SGR SGR __ pt pt PO 14 Port Status Ans Ans Ans ArD 15 Rings to answer 0 gt pool 1 1 1 1 16 Day Night Schedule 1 4 1 1 1 1 Figure 3 4 Easymade Application
140. transfer to the fax extension is unsuccessful The most common choice is Transfer to operator Depending on which alternate action was checked on the worksheet enter the applicable choice in this field Worksheet Choice Enter Say Good bye and Hang up S and press Enter Transfer Caller to Operator O and press 2Enter Restart Call R and press Enter Try another System ID G and press 2Enter Specify ID Hang up H and press Enter 3 24 Fill in the Screens EliteMail VMS EliteMail Limited Job Specifications Manual Issue 1 Announce Set if the system should send a public notice when it transfers a call to the fax machine and if it asks the person sending a manual fax to record a message describing the fax and who it is for Depending on the choice circle on the worksheet enter one of the following Worksheet Enter Choice Always A and press Enter Voice V and press Enter Post P and press Enter Never N and press Enter Startup To use the Public Fax Box you must add the CNG startup parameter to this field on Line 58 of Application Screen Page 6 This parameter sets the voice mail system to recognize incoming fax tone 1 Highlight the field 2 If necessary press 2 repeatedly to move the cursor to the end of any startup options already entered in the field 3 Enter CNG and press 2Enter Issue 1 SECTION 10 PROGRAM WORKSHEET 9 SUBSCRIBER LIST EliteMail VMS EliteM
141. tside callers can either press 1 or say Yes to hold for an extension With the first type outside callers must have touchtone telephones With the other type outside callers do not need touchtone telephones The system listens for spoken sound using the system voice detect feature Call holding is available with Await Answer and Wait for Ringback call transfer Call holding is not available with Release call transfer On the worksheet select Yes if callers should press a touchtone to hold for the subscriber extension Select Vox if callers should say Yes to hold Select No if call holding should be turned off for the subscriber by default Transfer options Indicate which call transfer options the subscriber uses Transfer options control how the voice mail system transfers calls to the subscriber and are active only when call transfer is turned on and set to Await Answer Choose any or all of the following options Announce A The subscriber hears a beep before being connected to a caller Issue 1 EliteMail VMS EliteMail Limited Confirm C The subscriber hears Please press 1 to take the call or 2 and I ll take a message The subscriber can press1 to be connected to a caller Introduce l The subscriber hears Call for lt subscriber recorded name gt before being connected to a caller Screen S or M With S The caller is asked Whom may I say is calling then the system records th
142. ur shipping address Question 4 To what purchase order number should this be billed Figure 2 4 FloppySoft Product information and Ordering Menu Boxes 2 56 Fill in the Worksheets EliteMail VMS EliteMail Limited Issue 1 Job Specifications Manual System ID 500 is a transaction box that is linked to several other transaction boxes Refer to Figure 2 5 FloppySoft Sales Hunt Group Boxes Each box routes calls to a specific sales representative Incoming callers who do not dial the number of a specific representative are routed to the first transaction box in the chain The first box attempts to route the caller to a sales representative If the sales representative is not available the voice mail system routes the caller to the next transaction box in the chain that repeats the attempt Issue 1 EliteMail VMS EliteMail Limited 500 Sales Hunt Group Boxes Transfer Greeting Action none Thank you I ll transfer you to Go to 501 the next available sales representative 501 Sales Representative 1 Transfer Greeting Action Ext 163 Please hold while try another Go to 502 extension 502 Sales Representative 2 Transfer Greeting Action Ext 164 Please hold while try another Go to 503 extension 503 Sales Representative 3 Transfer Greeting Action Ext 101 Please hold while try another Go to 504 extension 504 Sales Representative 4 Transfer Greeting Action E
143. values on a subscriber Personal Directory page to configure features individually for any subscriber anytime Subscribers can also change many features themselves from any touchtone telephone Make a copy of Table 2 12 Sample Workshest 12 Special Subscriber Settings for each subscriber that requires a configuration different from the default settings you entered on Table 5 8 Sample Worksheet 5 Default Then complete a separate worksheet for each subscriber to document the customized features Personal data Name Enter the name of the special subscriber Personal ID Enter the subscriber Personal ID You may change the Personal ID to something other than the default numbering scheme but each subscriber Personal ID must be unique Extension ID Indicate the ID outside callers press to reach the subscriber telephone or voice mailbox The best Extension ID is usually the same as the subscriber actual telephone extension number but it doesn t have to be Hold Archive Messages If different from the default subscriber settings indicate the number of days the system saves old and archived messages Access Codes To Indicate the features you want to turn on or turn off enter the access code for those features An access code is a single letter that turns on or off a specific feature for a subscriber You can specify any combination except M and T of the access codes listed in the Worksheet 5 discussio
144. xt 135 Please hold while try another Go to 505 extension Figure 2 5 FloppySoft Sales Hunt Group Boxes 2 58 Fill in the Worksheets EliteMail VMS EliteMail Limited Issue 1 SECTION 16 WORKSHEET 16 TRANSACTION BOXES Job Specifications Manual This cycle continues until the caller reaches a sales representative or until the system has tried to reach every sales representative in the hunt group At this point the system transfers the caller to the operator Refer to Figure 2 6 Final Box in FloppySoft Sales Hunt Group 505 Sales Representative 5 Transfer Greeting Action Ext 131 All of our sales representatives Goto 0 are currently handling other calls I ll transfer you to an operator so that your call gets attention Figure 2 6 Final Box in FloppySoft Sales Hunt Group After you plan the overall flow of your transaction boxes voice detect boxes and interview boxes and complete the Menus and Interviews List you must specify how each box in your application works First make a copy of this sheet for each transaction box you need Then complete a worksheet for each transaction box System ID Enter the transaction box System ID Name Enter a name for the transaction box that describes the purpose such as Customer Information Box If the system is set for a lettered keypad the owner can use the first three letters of the box name to record a greeting for the box by telephone Otherwise the
145. xtension If the extension is busy or is not answered the caller can leave a message when the extension is set up to forward calls to voice mail Releasing a call to an extension clears the voice mail system port to take other calls However the box cannot use call holding or call screening Fill in the Worksheets EliteMail VMS EliteMail Limited Job Specifications Manual Issue 1 Wait for Ringback The voice mail system puts the caller on hold and dials the extension After the extension rings the number of specified times the voice mail system releases the call to the NEC telephone system If the extension is answered while the voice mail system is counting rings the voice mail system puts the call through If the extension is busy the voice mail system plays the extension greeting and takes the specified action The box cannot screen calls Transfer options Indicate call transfer options the transaction box uses These options control how the voice mail system transfers calls to the subscriber who answers the telephone when a call is transferred from this transaction box These options are active only when call transfer is turned on Choose any or several of the following options Announce A The person who answers the telephone hears a beep before being connected to the caller Confirm C The person who answers the telephone hears Please press 1 to take the call or 2 and I ll take a message You
146. xtension is answered while the voice mail system is counting rings the voice mail system puts the fax call through If the extension is busy and call holding for the fax extension is turned off the voice mail system takes the alternate action typically transfer to the operator Use call holding Indicate whether or not caller can hold if the fax extension is busy To use call holding you must use Await Answer or Wait for Ringback call transfer The system provides two call holding types You can set the system so that outside callers can press 1 or say Yes to hold for an extension With this first type outside callers must have touchtone telephones With the second type outside callers do not need touchtone telephones The system listens for sooken sound using the system voice detect feature On the worksheet select Yes if callers should press a touchtone to hold for the Public Fax Box Select Vox if callers should say Yes to hold Select No if call holding should be turned off for the Public Fax Box by default Alternate Action Indicate how the system should handle the caller if the transfer to the fax extension is unsuccessful and call holding is not allowed The most common choice is transfer to operator The possible actions are as follows Say Good bye The system says If you need further assistance press the pound key now Thank you and good bye and hangs up Transfer to operator Transfer the
147. y assistance or changing the keypad map refer to the EliteMail VMS EliteMail Limited Technician Guide Issue 1 EliteMail VMS EliteMail Limited Table 2 1 Sample Worksheet 1 Site Information 1 Site Information 1 Site name The Franklin Shipping Company 2 Contact name Jonathan Winter Telephone 214 555 1000 Calls Answered 3 Total number of trunks 12 Total number of stations 75 Number of calls per day 800 Day calls to be answered select one HAM trunks 1 Some trunks 1 Notrunks forwarded calls only Night calls to be answered select one All trunks 1 Some trunks C No trunks forwarded calls only Action to take for overflow calls when all system ports are busy select one System answers as soon as a port is free 0O Forward calls to Operator Live Operator handles overflow calls Ring system until it answers 0O Issue busy tone System Access Numbers 6 Trunk pilot number 214 555 1000 Alternate trunk numbers 800 555 2001 Number of trunks answered by system 4 Voice Port Stations 4 Station pilot number 71 Station Number for each port 1 201 2 202 5 6 9 10 13 14 17 18 21 22 25 26 29 30 33 34 11 15 19 23 27 31 35 203 4 204 12 16 20 24 28 32 36 Application Screen Page 1 Telephone System Information Manufacturer
148. y goodbye then hang up J Transfer the call to the operator 0 Restart the call C Route the call to another subscriber or transaction box Use Go to ID Transaction Directory Job Specifications Manual 2 67 Fill in the Screens CHAPTER 3 SECTION 1 BEFORE YOU FILL IN THE SCREENS Job Specifications Manual Now that you have filled in all of your worksheets you can actually fill in the system screens with the configuration you have chosen Before you begin to fill in screens read through this section Use the Completed Worksheets It s easy to use completed worksheets to configure the system the worksheets correspond to the voice mail system screens The screen name is printed in the lower right corner of the worksheet For those screens with numbered lines the line numbers on the worksheets correspond to the line numbers on each screen This section of the guide walks you through using each worksheet to fill in the system screens step by step Sign in to the system find the screen you want and answer the worksheet questions in the fields on the screen Your application can be configured in no time If you have any questions as you configure the application refer to this manual or to the EliteMail VMS EliteMail Limited Technician Guide for details about system features Sign In to the System Only a System Manager can access and change the system screens To configure the voice mail system sign in at the cons
149. ystem is configured It keeps important telephone traffic and contact information in one place 1 Site name 1 Move cursor to this field 2 Enter the name of the site and press Enter 2 Contact 1 Move cursor to this field 2 Enter the contact name and press Enter Fill in the Screens EliteMail VMS EliteMail Limited Issue 1 Move cursor to this field Enter the contact work telephone number and press Enter Calls Answered Job Specifications Manual 3 Total trunks stations Enter the number of trunks and press nter followed by the number of stations and press nter for the NEC telephone system Calls day Enter the average number of calls received on the site busiest days and press Enter 4 Day Calls Answered Move cursor to this field and enter one of the following Worksheet Choice Enter All Trunks A and press Enter Some Trunks S and press Enter No Trunks F and press Enter Night calls Move cursor to this field and enter one of the following Worksheet Choice Enter All Trunks A and press Enter Some Trunks S and press Enter No Trunks F and press Enter Issue 1 EliteMail VMS EliteMail Limited 5 All ports busy action Move cursor to this field and enter one of the following Worksheet Choice Enter Ring until Answered R and press Enter Operator Forward O and press lt Enter Busy Tone B an

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