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Cadence Telephony User's Manual

1. Barge into or Listen into other people s calls e Perform system administration functions Ask your system administrator about the password and permissions you have been assigned Telephone Operations Pick up Pick Up Ring Group 0 Pick Up Any Ringing Phone 0 0 Pick Up Ringing Speaker 0 1 Your system administrator can group telephones together into ring groups also called pickup groups See the section entitled Ring groups and Pickup groups on page 11 for details To pick up a ringing phone within a ring group from a phone that is not ringing 1 Pick up any phone or otherwise get an inside line dial tone 2 Enter the Pick Up Ring Group sequence 0 followed by the single digit representing the ring group You will be connected to the caller ringing the phone By factory default ring group 0 is defined as the group of all extensions except the PA speaker This means that to pick up any ringing phone in your building you can 1 Pick up any phone or otherwise get an inside line dial tone 2 Enter 0 0 You will be connected to the caller ringing the phone Note Check with your system administrator to see how this ring group is defined for your system Also by factory default ring group 1 is defined as containing the extension which rings over to the PA sys tem This means that if you hear a ringing phone over your PA system usu
2. Deleting a message or messages To delete a message click on it then click the Delete button and answer OK to the confirmation box You can delete more than one message at a time by highlighting multiple messages in the file display by dragging the mouse and optionally using the Shift or Ctrl key in the standard manner of Windows 82 Windows Desktop Tools NexPath Dialer Announce Time and Date and or Caller ID You can have the NexPath Telephony Server insert an audio announcement of the time and date a message was received the default or the Caller ID of the caller or both at the beginning of a voice mail message This is done by clicking Configuration gt Voice Mail Headers from the Voice Mail window The config uration options appear as follows Voice Mail Ext 501 iol x File Configure The NexPath server can add the time of day the caller ID or both to your voice mail messages Voice Mail E IV Announce Time of Day I Announce Caller ID Cancel Play Delete Dialing Method G 1 pial aa a C 10 Digit C 7 Digit Record Alt Greetina J Use Alt Greeting Record Greeting Record Short Name Record Copy Tio Intro Copy Tic x Listen with computer Done Listen with phone FIGURE 4 6 Voice Mail Message Options 83 User s Guide Numeric Pager Notification You can use NexDial to configure nume
3. FIGURE 4 11 Personal Phone Book Windows Desktop Tools NexPath Dialer Viewing the Call Log The system call log may be viewed or saved locally using the NexDial application The system call log is accessible from the main window menu bar at View gt Call Log File Options From _ To Callog Nov29 2000 Dec 3 2000 na na 1200 01 AM 11 58 59 PM 4 Reload 1 e r From A numbers or exts gt E AND To j a numbers or exts H Dec 2 2000 21 47 59 IL5 305 202 Dec 2 2000 21 47 51 ILS 305 Dec 2 2000 21 47 32 IL5 305 202 Dec 2 2000 17 51 37 IL11 311 Dec 2 2000 17 49 48 OL 2 202 650 208 0 120 gt 399 Dec 2 2000 17 13 32 IL 4 304 202 Dec 2 2000 17 13 03 IL 4 304 202 Dec 2 2000 16 46 45 IL 3 303 202 Dec 2 2000 16 40 54 ILS 305 202 Dec 2 2000 16 40 17 ILS 305 202 Dec 2 2000 16 39 27 ILS 305 202 Dec 2 2000 16 39 14 ILS 305 202 Dec 2 2000 16 38 19 IL 5 305 sa Done Dec 2 2000 16 37 40 ILS 305 1 408 255 Dec 2 2000 16 37 13 IL 5 305 1 408 257 Dec 2 2000 16 34 44 ILS 305 202 Dec 2 2000 16 34 05 IL 5 305 202 Dec 2 2000 16 30 57 IL 5 305 202 Dec 2 2000 16 30 41 IL 5 305 202 Dec 2 2000 16 29 24 ILS 305 1 800 457 Dec 2 2000 16 28 02 ILS 305 1 800 457 Nec P2NNNIE2A RA ME NE aan anaa 1 min 48 sec sec 15 sec 1 min 5 sec 1 min 6 sec 7 sec 29 sec 52 sec 58 sec 36 sec 48 sec 12 sec 53 sec 38 sec 26 sec 1 min 24 sec 37 sec 2 min 4 sec 1
4. Keys that callers can use during or after recording a message After recording begins callers can press 1 and they will be prompted with the following choices 0 Operator Send the message and go to the extension defined as the operator s exten sion by your system administrator 1 Rewind and Play Rewind and play message from the beginning 2 Pause Resume toggle between playing and pausing 3 Record Begin recording at the current location in the message if not at the end of the message over writing the message at that point 4 Rewind and Record Start over and re record the message from the beginning 5 Back 5 Skip back 5 seconds and begin continue playing this message 6l Forward 5 Skip forward 5 seconds and begin continue playing this message 7 Call back number Enter a call back number 62 Voice Mail Send and exit Send the message and go to the extension defined as the voice mail exit extension by your system administrator usually the top of the day auto attendant Cancel and exit Cancel the message and go the extension defined as the voice mail exit extension by your system administrator usually the top of the day auto attendant The system announces the menu of choices to assist the caller after they press 1 while in the recording mode 63 User s Guide 64 CHAP
5. You can forward copy a message to another mail box by doing the following 1 Select the message you would like to forward by clicking on it 2 Select the voice mail box or group to which to copy the message using the selector box by the Copy To button at the lower portion of the Voice Mail dialog box 3 Click on the Copy To button 4 If you wish to copy forward the message without an introduction click No 5 If you wish to record an introduction to the message lift your telephone off hook and click OK on the dialog box Your telephone will announce Recording lt beep gt and you can record an introduction up to the maximum message length of your mailbox When you have completed recording your introduc tion either hang up or press the key 6 You can cancel copying the message at any step by clicking Cancel 7 Confirm that you wish to forward the message by clicking OK on the pop up confirmation box You can cancel the copying operation by clicking Cancel Note Ifthe group to which you wish to copy or forward the voice mail message does not appear in the selector box then you need to add or create the group as described below in Adding and Using Voice Mail Distribution Groups on page 87 Recording your Standard Greeting The NexPath voice mail system allows two greetings a standard greeting and an alternate greeting You can record your standard greeting from NexDial by doing the following 1 2 3
6. 4 Lift the telephone extension that NexDial is controlling Click the Record Greeting button on the NexDial Voice Mail window Record your standard greeting after the system announces Recording lt beep gt You can hang up or hit any telephone keypad key to stop recording 81 User s Guide Recording your Alternate Greeting To record your alternate greeting from NexDial do the following 1 Lift the telephone extension that NexDial is controlling 2 Click the Record Alt Greeting button on the NexDial Voice Mail window 3 Record your alternate greeting after the system announces Recording lt beep gt 4 You can hang up or hit any telephone keypad key to stop recording Selecting the Standard or Alternate Greeting If the check box next to the legend Use Alt Greeting is checked then callers will be greeted with your alter nate greeting when they enter this voice mail box If the Use Alt Greeting box is not checked then they will be greeted with your standard greeting You can click on the check box to check and un check it To play back your greetings In addition to any messages left by callers the Voice Mail file browser also displays the files Personal Greet ing your standard greeting Alternate Personal Greeting and Short Name if you have recorded any of these You can play the greetings back and listen to them in the same way you play any message See Play ing back a message on page 80 above
7. Installing the NexPath TAPI 2 1 Telephony Service Provider TSP program 129 Using the NexPath Telephony Service Provider TSP with other programs 134 Uninstalling the NexPath TAPI Telephony Service Provider TSP 135 Frequently asked questions 137 Glossary 143 Index 149 CHAPTER 1 Introduction Welcome to the NexPath Telephony Server The NexPath Telephony Server is a complete integrated tele phone system including switching or PBX type functions voice mail automated attendant automated call distribution or ACD and network access and administration This unique solution to small company tele phone systems allows you to have most if not all of the features of a large company PBX at a fraction of the cost of these larger systems In fact in many ways the NexPath Telephony Server goes beyond the functionality of most traditional tele phone systems The NexPath Telephony Server was the first web enabled telephone system when it was introduced in late 1996 It has unique features not commonly found on larger systems such as allowing you to perform functions like picking up a ringing phone from any other phone checking and retrieving your voice mail from any desktop computer in the building or on the Internet ring groups within call distribution groups and many other features that are unique to NexPath Note This manual along with all other system manuals is available on the NexPath Telephony Server in Adobe Acrobat form
8. The system will ask you for your password If your password is accepted you will get a voice prompt and another inside line dial tone At this point you are under password protection and you can enter your voice mail extension to get into your mailbox Once in voice mail all of your normal voice mail functions will be available such as 1 for PLAY 0 for DELETE CURRENT MESSAGE etc Removing some of the messages in your mailbox at this time will eliminate the mailbox full problem You can also enter the and then your password during the announcement that the mail box is full Alternately if you are connected to the NexPath Telephony Server over a network you can use the NexDial or TelOper program to delete messages from your voice mailbox You can also use NexDial or TelOper to copy messages from your voice mailbox to a local computer for storage Voice Mail To enter a numeric pager number You can program any voice mailbox to dial a numeric pager when a new voice mail message is received The pager will be sent the caller ID of the person that left the message if you have caller ID enabled from your telco and the caller ID is not blocked or unavailable from the call In the event the caller ID is unavail able the extension number of the central office line that the call came in on is sent to the pager In addition the voice mail box number and the number of new messages is also
9. You can return to voice mail after dialing the call back number by pressing the key Getting a help message during voice mail Whenever you are in the voice mail Message Menu or the Main Menu and you pause for a short time the system will prompt you with a voice message explaining the meaning of the telephone keys with regards to voice mail operations You can get help while your are in voice mail as follows e Enter the voice mail Main Menu and doing nothing for a few seconds e Touch the Pound key while in the Main Menu e Pause a message in the Message Menu with the pause key 2 and then wait a few seconds To record your standard or alternate greeting 54 1 Press the Record Greeting key 4 Get into voice mail for your extension as described above and assure you are in the Main Menu by hit ting Then press 1 to record the standard greeting or 2 to record the alternate greeting Wait for the record greeting voice prompt Voice Mail 5 Record your greeting 6 After you have finished speaking press or to end recording your greeting To listen to your standard or alternate greeting 1 Get into voice mail for your extension as described above and assure you are in the Main Menu by hit ting 2 Press 3 the Play Greeting key 3 Then press 1 to play your standard greeting or 2 to play your alte
10. 128 accessing voice mail from an inside line 50 from an outside line 55 from NexDial 79 from the web interface TelOper 113 ACD defined 143 adding a voice mail distribution group 58 adding entries to the desktop web interface phone book TelOper 124 adding to a conference call from a telephone 22 45 from NexDial 75 from the web interface 115 announce line and extension numbers over a telephone 33 audio player selecting from NexDial 78 auto attendant defined 143 automated call distribution ACD defined 144 B bandwidth of system 2 barge in defined 143 performed from a telephone 15 performed from the web interface 115 performing voice mail barge in from NexDial 75 performing voice mail barge in from the web interface TelOper 113 beeps described 9 blind transfers performing from a telephone 44 performing from NexDial 72 performing from the web interface 114 C call control from the desktop using NexDial 74 149 User s Guide from the web interface TelOper 114 call distribution groups defined 144 detailed description 11 call forwarding defined 144 enabling from a telephone 16 enabling from NexDial 76 enabling from the desktop web interface TelOper 128 call waiting defined 144 enabling from a telephone 19 enabling from NexDial 76 enabling from the desktop web interface TelOper 128 cancel call forwarding from a telephone 18 from NexDial 76 from the web interface TelOper 128 Centrex de
11. 146 FSK hook flash inside lines inside dial tone listen in Night mode outside dial tone outside lines park orbit Frequency Shift Keying in this manual referring to the signalling technique for control the voice mail light on compatible telephones and the signalling tech nique for communicating the caller ID of an inbound call The hook flash is used to communicate to the system that some sort of control sequence will follow It is accomplished by depressing the telephone hook switch for an interval of greater than 50 milliseconds and less than 750 milliseconds a millisecond is 1 1000ths of a second so 750 milliseconds is 3 4 of a second Some telephones have a flash button that accomplishes this task Note that your telephone system distinguishes between a hang up which is longer than about three quarters of a second and a hook flash which is a short depression of the hook switch The symbol Flash is used in this manual to indicate a hook flash The physical lines which you will run within your building and connect your telephones FAX machines etc Also called station lines or inside extension lines Designated by the NexPath Telephony Server as IL 1 IL 2 etc A dial tone provided by the NexPath Telephony Server rather than by the local telephone company Note that depending on the dial tone provided by your phone company the tone of an inside dial tone and an outside dial tone may be
12. EXIT REMOVE VOICE MAIL GROUP FIGURE 3 2 Telephone keypad when in voice mail Main Menu Note While you are in voice mail the buttons on your phone will only perform the functions described above The other telephone system control sequences described in Chapter 2 Telephone Operations starting on page 7 are not functional while you are in this mode You can exit voice mail at any time either by hanging up or by pressing the Exit Voice Mail key at which time you will hear an announcement that you are exiting voice mail and then an inside line dial tone To play back the messages in your voice mailbox 1 Get into voice mail for your extension as described above 52 Voice Mail 2 If there are new messages the first message will begin playing immediately Otherwise press the Play key 1 to begin playback of the first message in your mailbox Message are sorted into two groups unread messages and messages that have been listened to For each group note that playback will start with the oldest message in your mailbox for that group The messages are played back oldest first fol lowed by the next and finally the most recent message in each group Once a message has been lis tened to it moves from the unread group to the listened to group and is placed in time order for that group The unread message group is played first followed by the listened to message group 3 Use the keys on the tele
13. Group sequence 0 followed by the ring group number It is also used to cause a group of phones to ring at the same time so that any one of the phones can be answered to accept the call By factory default ring group 0 is defined as all phones in the system except the PA speaker This means that you can usually pick up any ringing phone in the building by entering 0 0 Also by factory default ring group 1 is defined as containing the telephone line which rings through your company s overhead PA speaker Unless your system administrator has changed the definition of ring group 1 you can pick up a call ringing over the overhead PA speaker by picking up any phone and pressing 0 1 Ring groups can also be assigned to extensions by the system administrator so that when the extension num ber is dialed several telephones ring at the same time Any one of the telephones can be answered to receive 11 User s Guide the call the first telephone in the ringing group of extensions that goes off hook gets the call the others get dial tone Extensions numbers in the NexPath Telephony Server There are eight different types of extensions in NexPath system 1 Inside line extensions default is 300 399 2 Outside line extensions default is 200 299 3 Voice mailbox extensions default is 500 599 and 130 131 4 Auto attendant extensions pre configure
14. Server when using features of the system to assure that he or she is in compliance with all applicable laws WARNING The NexPath Telephony Server includes a LAN based protocol NexPath Simple Computer Telephony Protocol N SCTP that allows the system to be programmed to function as an Automatic Dial and Announce Device ADAD ADADs or similar devices that are used for commercial solicitation or used without the consent of the called party are prohibited by many local state and federal laws It is the responsibility of the user of the NexPath Telephony Server when using features of the system to assure that he or she is in compliance with all applicable laws User s Guide CHAPTER 2 Telephone Operations The NexPath Telephony Server allows operations such as placing calls on hold transferring a call and set ting up conference calls to be controlled from any telephone connected to the system This chapter describes the operations available and how to control them Note though that all of the operations described in this chapter can also be performed from a Windows 95 98 NT computer if the computer is connected to the Nex Path Telephony Server through a TCP IP network connection and the program NexDial is installed Some operations are also available from NexDirector Also Windows and non Windows machines connected to the network and running Netscape Navigator 3 03 and certain subsequent versions can run TelOper a web bas
15. To pickup a ringing group select the group then click on Pickup Group Jai Lines Group 0 7 Pickup All Lines FIGURE 6 3 A Ring Group page To use this page pick up your phone select the pickup group you want to pick up from the pull down list then click on the Pick Up Group button 115 User s Guide The Voice Mail page When you receive new voice mail a Voice Mail Alert box similar to that below will appear on your screen and the word VoiceMail in the voice mail button in the Control page will also turn red The alert will indi XE VM Alert Netscape fm E3 2 new mess ages FIGURE 6 4 A voice mail alert box cate the number of new and old messages and the voice mail box to which the new message arrived 116 TelOper the Web Browser Desktop Interface Clicking on the voice mail button in the Control page brings up a window similar to the following Y VoiceMail from Ext 301 Netscape User Name Voice Mail Box P 28 1999a 5 sec From Ext 301 46 1999a 8 sec From Ext 301 55 1999A 16 sec From Ext 303 48 1999A 6 sec From Ext 303 47 1999a 9 sec From Ext 301 __ Dialing method 1 10 digit 7 digit gt Recotd Copy To intro Listen with computer Listen with telephone Clese Window Refresh Window Numeric Pager Settings Voice Mail Preferences Pager Number Fene o Announce Time of Day I on Pager Separa
16. You can place your extension in the Do Not Disturb mode though during which calls made to your exten sion will go directly to your voice mail or directly to the number you specify as a forwarding number with out first ringing at your extension You may want to place your extension in the Do Not Disturb mode when you are in a meeting and do not want your phone to ring or when you are out to lunch and do not want some one else to pick up your phone If your extension is part of a call distribution group and you place your phone in the Do Not Disturb mode then calls to the distribution group Sales for example will not ring at your phone but instead will go on to the next extension in the group Calls placed by dialing your extension number directly however will be routed as described above To put your extension in the Do Not Disturb mode Pick up any phone or otherwise get an inside line dial tone Enter the Do Not Disturb sequence 9 Enter your extension number If prompted enter your password or a password with administrator privileges noose If your password was accepted you will be notified that your extension has been placed in the Do Not Disturb mode 6 Hang up 1 If your extension has not been configured to support voice mail and you have not set up call forwarding for your exten sion your phone will ring even if you place it in the Do Not Disturb mode 2 You will not be asked for a password if you
17. Your party will be put on hold and you will get an inside dial tone TelOper the Web Browser Desktop Interface Dial the next party to be added to the call using either your telephone keypad or the Name list Number box and Dial button in this page Once connected this button will change to Add to Conference Click on Add to Conference to bring your original caller into this new call The button on this page will change back to Set up Conference To add a fourth party to the call click on Set up Conference again then dial the fourth party and click on Add to Conference after the call is established Call Waiting If you have call waiting enabled for your extension and you hear a Obeep beepO tone while in the middle of a conversation you can use this button to pick up the incoming call and place your current caller on hold You can then use the Swap Hold button to transfer between the two Call Barge in If you have barge in privileges you can select an extension from the Name list then click on this button to barge into an existing call on that extension Using the Ring Group button This button can be used as an alternative to entering the Pick Up Ring Group command sequence 0 from your telephone See Pick up on page 43 in the chapter Telephone Operations for details on ring groups Clicking on the Ring Group button brings up a page similar to the following y Netscape Pickup Group for ext 743 P E3
18. barge into your conversations etc many of the advanced features of the NexPath Tele phony Server require that you enter a numerical password to identify yourself to the system before the feature can be accessed The actual telephone lines connected to the NexPath Telephony Server See ring groups below Extensions can be programmed to ring with any of six different ringing patterns or cadences Extensions can also be programmed to ring differently depending on whether the call is an inside call or a call from an outside line Groups of physical telephone lines can be assigned to a ring group also called a pickup group This function is normally used so that a ringing phone can be picked up from another non ringing phone using the pick up group sequence 0 followed by a single digit ring group number An extension can also be assigned to a ring group so that when the extension is dialed the group of phones will ring The first extension picked up in the group of ringing phones will get the call Note that ring groups are not the same as call distribution groups See call distri bution group above for the definition of a call distribution group This is the name that is recorded in a voice mai box so that when a voice mail message is copied to another mail box this name recording is prepended to the message to identify who it is from Also the short name is used to identify all extensions that forward to
19. 516 302 Onhook 30 Onhook 312 Onhook 512 317 Onhook 517 een RO 303 Onhook 308 Onhook 313 Onhook 513 318 Onhook een RD 304 Onhook 309 Onhook 314 Onhook 514 319 Onhook 305 Onhook 505 310 Onhook 315 Onhook 320 Onhook 520 Do Not Disturb Hold Disconnect FIGURE 5 3 NexDirector Screen Inside lines tab Note NexDirector is designed to control calls i e transfer disconnect etc with the telephone off hook Clicking on the buttons with the left mouse button with the telephone_on hook will have no effect 98 Windows Desktop Tools NexPath Call Director Configuration and Setup After logging in as described in Establishing a network connection to the NexPath Telephone Server on page 95 you can set other configuration parameters at Tools gt Options on the menu bar The following dia log box appears x IV Display caller name when available I Popup Call Director on incoming call I Popup Call Director when phone off hook IV Strip Service Code from number IV Strip Carrier Access Code from number 40 Total Inside Lines Range 1 to 160 40 Total Outside Lines Range 1 to 96 w Total Park Orbits Range 1 to 20 s Rows of Buttons per Page Range 1 to 24 E Columns of Buttons per Page Range 1 to 12 Cancel FIGURE 5 4 Options Configuration By default NexDirector will display the caller s number for any call connection information If you would prefer t
20. From filter 743 To filter OR 743 then click on the Reload Log button The From Date and To Date set the inclusive range of dates from which the log records are selected Dates can be Dec 4 or Jan 5 or in the form 12 29 or 11 30 The keyword today is recognized as the current day as determined by the NexPath Telephony Server A single entry such as Dec or 12 is assumed to be 12 1 or Dec 1 in the From Date field and Dec 31 or 12 31 in the To Date field If the entire From Date field is left blank then it is interpreted as the begin ning of the file If the To Date field is left blank it defaults to today Unless you log in as the system administrator you can only view calls made to and from your normal pri mary extension number You can copy the information currently being viewed from your call log to a local computer by clicking on Save Local Copy A pipe separated text file I is the pipe character will be saved which can then be imported directly into Microsoft Excel or Microsoft Word The field format can be determined with a header row which is written as the first line in the file The Close Window button allows you to exit the View Log window altogether 127 User s Guide The status information at the bottom of the Control page At the bottom of the Control page are three columns of check boxes and four status indicators showing your extension s curr
21. Guide You can create your own private distribution groups user groups using NexDial See Adding and Using Voice Mail Distribution Groups on page 87 for details Removing a voice mail distribution group Voice mail distribution groups can be removed from the list of groups for this mail box by pressing 0 from the Main Menu Follow the voice prompts and select which group you wish to remove If you do not make a choice after a few seconds the system will return to the Main Menu The removal of a system voice mail distribution group only affects the current voice mail box Sending a message directly from voice mail It is possible to record a new message while in voice mail and send it to either a group or another voice mail box This feature is selected from the Main Menu by pressing the 9 key You will be prompted to first record your message then allowed to choose whether you want to send the message to a voice mail box or a group If you select a group you will be prompted to select the group from the list of groups configured for this mail box See Adding a voice mail distribution group on page 58 above During recording of your message after pressing the 9 key you can press the 1 key at any time and the system will pause recording and announce a menu of options These options are similar to the options avail able to a caller while leaving a voice mail message see below and allow you to us
22. IP address provided to you by your system administrator Note that in all URLs you must enter the trail ing unless your system administrator has assigned the system a name that you can use instead of the IP address In addition to this manual the User s Guide there is also the System Administration Guide and any Release Notes provided with your system when it was shipped All of these are also available on line at the URL listed above You can also have your system administrator call NexPath Support The telephone number is on the Nex Path web page http www nexpath com Support Policies NexPath provides telephone support for a single contact person the system administrator at no charge for a limited period of time usually 90 days after the purchase of the system Extended telephone support and software upgrade services are also available for an annual charge Check with your system administrator Please relay any questions you cannot resolve to your system administrator Introduction Legal Notices WARNING The NexPath Telephony Server can be programmed to allow users if the feature is enabled by the system administrator and a valid password is entered to listen in to conversations without the partici pants knowledge Listening in to a conversation without the consent of one or both parties may be a viola tion of local state and federal privacy laws It is the responsibility of the user of the NexPath Telephony
23. Mail The following pictorial diagram shows the options as listed in the table above for the Send Message com mand after pressing 1 during recording PRESS 1 DURING RECORD SEND MESSAGE 1 2 3 REWIND amp PLAY MESSAGE PAUSE RESUME RECORD 4 5 6 REWIND amp BACK FORWARD RECORD 5 SECONDS 5 SECONDS 7 ENTER CALL BACK NUMBER CANCEL amp SEND GOTO MAIN MENU MESSAGE FIGURE 3 3 Keypad options for Send Message after pressing 1 during Record 61 User s Guide Features Available When Leaving a Message There are a number of features that are available when a caller is leaving voice mail You may want to make the caller aware of these capabilities in your greeting The Press 1 function operates differently depending on whether the voice mail greeting is still in progress or recording has begun This is described below Keys that callers can use during the greeting when they are in voice mail You may want to let callers know they can press the following buttons while listening to your greeting but before recording begins 0 Go to the extension defined as the operator s extension by your system administrator Exit voice mail and go to the extension defined as the voice mail exit extension by your system administrator usually the top of the day auto attendant x Skip the rest of the greeting and go directly to record
24. and voice mail boxes With NexDirector you can also control and direct calls With NexDirector you can View extension status and determine whether an extension is on hook busy ringing on hold or in Do Not Disturb DND mode View the number that an extension is connected to View which park orbits are occupied and what number they are connected to View voice mail boxes and which ones have unread messages Transfer a call to an extension a voice mail box or a park orbit with the click of the mouse Grab a ringing call and connect it to your extension Place a call to an extension with the click of the mouse Select a specific outside line with the click of the mouse Put calls on hold or place your extension in the DND mode Disconnect from a call on your extension 93 User s Guide NexDirector is designed to provide the user with the capabilities of a traditional call director console on the computer screen Instead of expensive hardware the user is provided with a computer console and the abil ity to control calls with the click of a mouse NexDirector can be installed and run on multiple computers on the network It uses Internet based TCP IP protocols to communicate with the NexPath Server Each desktop installation is associated with a nearby telephone by a login page which requires a valid system extension and a valid user password same as the voice mail password in order to log in System Requirements fo
25. business hours or after hours All of these features depend on the configuration and setup that is done by the system adminis trator when the system is installed or configured To enable day ringing and disable night ringing Pick up any phone or otherwise get an inside line dial tone Enter the Enable Day Ringing sequence 0 1 2 3 If prompted enter your password or a password with administrator privileges 4 If your password was accepted you will be notified that day ringing has been enabled 5 Hang up To enable night ringing and disable day ringing Pick up any phone or otherwise get an inside line dial tone Enter the Disable Day Ringing sequence 1 If prompted enter your password se as ee ae If your password was accepted you will be notified that day ringing has been disabled 1 You will not be asked for a password if you have already entered it once to enable some other command and you have not hung up since then 23 User s Guide 5 Hang up Note Your system can configured to switch automatically between Day mode and Night mode See your system administrator for details on whether or not your system is configured to do so 24 Telephone Operations Disconnecting Disconnect Call Flash You can disconnect from a call without hanging up Once you have entered a password you may want to do this to avoid
26. button assignments and position to customize the label or to put the buttons in an order that is easier for you to use using the right mouse button Windows Desktop Tools NexPath Call Director To change a button setting position the mouse over the button you wish to change Then click the right mouse button and a dialog box will appear For example if you are editing an inside line then an Edit Extension Button dialog box will appear You can select a line to assign to the button by clicking on the line list to the left Edit the name displayed in the edit box to the upper right if you wish to customize the label If you wish to disable a button select UNUSED BUTTON in the line list See Figure 5 7 on page 103 amp NexPath Call Direct lol x Fie Tools Help DutsideLines 4 InsideLines 1 InsideLines 2 41 gt Enter a custom button name here 301 Onhook 501 306 Onhook E Edit Extension Button Select which line you want 302 Onhook 5 the button associated with here Select New Extension and or New Name 300 Operator 301 Exten 301 302 Exten 302 304 Exten 304 304 Onhook 305 Exten 305 306 Exten 306 307 Exten 307 308 Exten 308 305 Onhook 309 Exten 309 310 Exten 310 Right click mouse to bring Do Not Disturb 1311 Exten 311 up this window FIGURE 5 7 Customizing buttons on NexDirector 103 User s Guide Resetting Button Assignments Occasionally you may find that you want to sta
27. contents of an existing contact manager program such as Act into the file and then copy the modified phonebook file back to the NexPath Telephony Server computer by using the Upload PB button The File Name fill in form and the Browse button can be used to select the personal phonebook file to be uploaded The View Log button Another NexPath Telephony Server feature you can access only from a Web page is a review of all calls made to and from your phone including the time and date of each call either the number you dialed or who the call was from and the duration of each call 125 User s Guide To bring up this information click on View Log in the Control page This will bring up a Web page with a format similar to the following sample page XY Phone Log for User Administrator Ext 300 Netscape Log File CallLog x Reload Log From Ext Save Local Copy To Ext Close Window From Date today Help To Date Calls to and from all extensions for administrative user Administrator From Time of Call Line Ext Caller Number To Duration Caller Name Jan 29 16 32 16 OL 2 202 408 778 9726 120 gt 303 gt 303 8 sec Jan 29 17 14 34 OL 2 202 408 235 8917 120 gt 303 gt 303 10 sec Jan 29 17 15 05 OL 2 202 408 235 8917 120 gt 300 gt 300 12 sec FIGURE 6 8 A sample Call Log page The call log feature uses three 1 Mbyte files in a round robin fashion When CallLogA gets full the program starts filling CallLogB When th
28. extension or you have a waiting call you can configure NexDial to de ico nify i e screen pop and focus to the top of your screen You can then view the caller ID of the incoming call before you answer it and you do not have to search for the application among the various windows you are using You can also configure NexDial to screen pop when you take your telephone off hook as well This is set under the Tools gt Options menu Note The buttons listed below will be grayed out unless they are appropriate for the current state of your line For example Dial will be grayed out until you take your phone off hook and Hold will be grayed out until you ve established a call NexDial is designed to make calls with the telephone in the off hook condition In the current software release NexDial does not place on hook calls the TAPI applications do however See the chapter Installing the NexPath TAPI 2 1 Service Provider starting on page 129 for details on installing TAPI NexDial is not a TAPI application Also buttons will change names as appropriate to a line s state For example the Dial button will change to Transfer if you are on a call since dialing would make no sense while in the middle of a call 71 User s Guide The numeric keypad and the Dial Transfer button 72 The numeric keypad within NexDial can be used to enter a phone number or you can type a number in from the PC keyboard If you have dial tone
29. for details on accessing your voice mailbox from a LAN connected computer Determining if you have new messages in your voice mailbox You have a new message or messages if you pick up your telephone and hear a on off on or stutter dial tone for a few seconds instead of the normal steady dial tone 49 User s Guide If you have a telephone with a voice message light one that is compatible with the VMWI or FSK signalling technique then the voice message light will also be illuminated indicating new messages The LAN based programs NexDial NexDirector and TelOper also provide computer screen indications of unread voice mail Accessing voice mail from your telephone To get into your voice mailbox Pick up any telephone in the system Enter your voice mailbox extension number as assigned to you by your system administrator 1 2 3 During the playing of your greeting press the key on your telephone 4 Enter your password when prompted If you make a mistake you can press and start re entering your password or press and return to your greeting 5 If your password is accepted you will be placed in voice mail and the system will announce the num ber of new and old messages in your mailbox or tell you that there are no new messages Note that even if the announcement says you have no new messages you can still play any old messages in your ma
30. gt aa NE X P A T H NexPath Telephony Server User s Guide NexPath Corporation 2972 Scott Boulevard Santa Clara California 95054 PN3097 Rev G 408 235 8916 March 7 2001 Copyright 1997 2001 NexPath Corporation Santa Clara CA 95054 For Software Release 6 All rights reserved This product and related documentation are protected by copyright and distributed under licenses restricting its use copying distribution and decompilation No part of this product or related documentation may be reproduced in any form by any means without prior written authorization of the NexPath Corporation NTS SERVER HARDWARE LIMITED WARRANTY THIS IS TO CERTIFY that the NexPath NTS Server hardware NTS Server is hereby warranted to be free of all defects in material and workmanship for one 1 year from the date of initial purchase This Warranty does not apply to a defect caused by negligence misuse accidents acts of God or to any use not in accordance with the instructions and specifications published by NexPath Corporation NexPath Use of the NTS Server in emergency or time crit ical or medical applications is not appropriate During the period of this Warranty NexPath will repair or replace at our service center located in Santa Clara Cali fornia any part proving defective in material or workmanship All expenses related to replacing or repairing a defec tive part under this Warranty will be assumed by NexPath except for the cost
31. is accepted you will be connected to the person currently leaving you a message Note If your phone is still ringing you can usually pick up the call from any other telephone in the building by picking up a phone and entering the Pick Up Ring Group 0 sequence 0 0 If your system administrator has given your account Barge in Listen in permissions you can also use the sequence described above to barge into other people s conversations while they are on the phone Check with your system administrator to see if you have barge in permission You do not need Barge in Listen in permission to barge in to voice mail in progress in your own voice mail boxes Barge in and Listen in can be blocked on a line by the system administrator by setting the line as a Secure Line Note When you barge into an existing conversation the party at the extension number you barged into will hear three short beeps indicating that someone is barging into his or her call WARNING Barge in permissions also allow Listen in Listening in to a conversation without the consent of one or both parties may be a violation of local state and federal privacy laws It is the responsibility of the user of the NexPath Telephony Server when using features of the system to assure that they are in compliance with all applicable laws 1 You will not be asked for a password if you entered it to enable some other command and have not hung up
32. is subject to the license agreement set forth in the license Please read and agree to the terms before using this software NexPath is aregistered trademark of NexP ath Corporation jal o i Docmet Dooe SSS SL FIGURE 6 1 Log in page for controlling your phone from your computer 1 Replace lt system name gt with the name assigned your specific NexPath Telephony Server by your system administrator or the IP address of the NexPath Telephony Server 110 TelOper the Web Browser Desktop Interface As described in the log in page enter your extension number and password then click the OK button Note Because of security concerns if you are running a Web browser at someone else s computer you can still log in to the NexPath Telephony Server using your extension number and password but you will not be able to perform any of the telephone centric functions like dialing a number from the Web browser since your telephone is physically located elsewhere You will however be able listen to your voice mail using the computer and copy messages to other users Note There are other URLs that can be used in the system other than the call control page some of which are only available to system administrators To get a list of these go to the page at http lt system name gt The trailing may be required if you are using an IP address This will list several links that you can click on to navigate to other we
33. name must be subscribed to from your telephone company in order for it to be available to the NexPath system and NexPath software programs In most locations in North America it is not a standard feature but a special service only available as an extra monthly charge Contact your local phone company for details 92 NexDial must be running it does not matter if it is iconified or not for the caller ID look up interface to these versions of Goldmine or ACT to be functional To dial a call from Goldmine ACT or Outlook you must install the NexPath TAPI service provider as described in the chapter Installing the NexPath TAPI 2 1 Service Provider starting on page 129 Note that TAPI is not required to run just NexDial It is only required to use Goldmine ACT or Outlook The NexDial caller ID interface to Goldmine and ACT is provided since the caller ID interface from TAPI either is non functional or is not implemented by these programs The interface to Goldmine and ACT has only been tested and verified on the versions mentioned above CHAPTER 5 Windows Desktop Tools NexPath Call Director NexDirector is the NexPath Call Director program that runs on any Windows PC desktop Using the TCP IP network NexDirector communicates with the NexPath Telephony Server for status and control information NexDirector allows a user to view the NexPath Telephone System activity for inside and out side lines extensions park orbits
34. of the Dialer that did not have configuration man agement your previous entry will get converted to a configuration named Default The configuration management screen is used to manage multiple dialer windows on the same client computer This will allow you to have several dialer windows running each logged into a different extension or if necessary different NexPath Servers 67 User s Guide Extension you are using 4 digit voice mail password System name or IP address Optional voice mail boxes to monitor If any of these have an unread message the voice mail button will flash red FIGURE 4 2 Configuring setup parameters for NexDial 2 To login to the NexPath Server select the configuration that you want and then click on Login 3 You can always return to the Configuration Management window as follows At the top of the NexDial window click on Tools then Configure The NexDial Configuration window will appear 68 Windows Desktop Tools NexPath Dialer If you are defining a new configuration click inside the System Name box then type in the system name assigned to your NexPath Telephony Server If your system name is not available from DNS Domain Name Service or in the Windows Hosts file then you must type in the IP address of the NexPath Telephony Server instead Add your extension number and password to the boxes in this screen The extension number is the number of the extensio
35. of transporting the product to NexPath s service center which shall be the responsibility of the buyer The buyer must notify NexPath of any defect malfunction or nonconformity promptly upon discovery Within 30 days after receiving the NTS Server from the buyer NexPath will repair or replace the defective part at its own option provided that NexPath has found the NTS Server to be defective CUSTOMER S SOLE AND EXCLUSIVE REME DY HEREUNDER SHALL BE LIMITED TO THE REPAIR OR REPLACEMENT SPECIFIED HEREIN The foregoing warranties are contingent upon 1 the proper use of the hardware in accordance with the instructions and specifications published by NexPath 2 the purchase of the NTS Server from a dealer or distributor authorized by NexPath to sell the NTS Server and 3 return of a properly completed Warranty Registration Card within 30 days of purchase and may not apply to any NTS Server that has been repaired or modified by persons other than NexPath The NTS Server Limited Warranty is non transferable BUYER AGREES THAT ITS EXCLUSIVE REMEDIES AND NEXPATH S ENTIRE LIABILITY WITH RE SPECT TO THE NTS SERVER SHALL BE AS SET FORTH HEREIN BUYER FURTHER AGREES THAT NEX PATH SHALL NOT BE LIABLE TO BUYER OR ANY THIRD PARTY FOR ANY DAMAGES INCLUDING ANY LOST PROFITS LOST SAVINGS OR OTHER INCIDENTAL OR CONSEQUENTIAL DAMAGES ARIS ING OUT OF BUYER S USE OR INABILITY TO USE THE NTS SERVER OR THE BREACH OF ANY EXPRESS OR IMPLIED WARRANTY EVEN IF T
36. picks up then after 20 seconds the caller will be notified that no one is there to take the call and the call will be disconnected 4 If your call was unsuccessful the extension dialed was invalid for example you will receive an error message and be reconnected to your call Another type of transfer is Transfer with Consultation This type of transfer allows you to find the person you want to transfer the call to and notify them that a call is coming To perform a Transfer with Consultation transfer 1 While talking the caller enter the Set Up Transfer sequence 5 2 You will get an inside dial tone and the caller will be put on hold 3 Dial an extension or a succession of extensions to locate the party you wish to contact 1 These are the factory default ring delay times your system administrator can alter this time if desired 44 Telephone Operations 4 When you have the desired party on the line enter the Complete Transfer sequence Flash 6j 5 The two parties will be connected You will be disconnected from the call and will hear an inside dial tone Note If you cannot reach the second party or the other party does not want the call you can retrieve the original caller from hold using the Retrieve Call From Hold sequence 1 If you set up a transfer but do not complete it and then forget that the party is on hold you will get a short reminder rin
37. pressing 7 the Change Pager Number key all digits except 0 or function as shown in Figure 3 2 on page 52 to return to the Main Menu in voice mail After one of these digits is pressed the digits 0 and resume their regular functions as show in the Figure 57 User s Guide The NexPath Telephony Server is compatible with numeric pagers that accept the entry immediately after answering the call Pagers that have an attendant menu or require additional PIN numbers to be entered are not compatible with the current release of the software Note Additional pager characteristics may be set using TelOper or NexDial Recording a short name You should record a short name for your voice mail box since this is the announcement that is prepended to any message that is copied forwarded to another voice mail box Otherwise the copied message will be identified as Extension 501 or the like When you record your short name it is copied to the file dial_nnn au nnn is the extension number such as 301 in the auto attendant area and is used by the Dial By Name auto attendant to announce your extension prior to transfer All extensions that forward to this voice mail box will have the file dial_nnn au updated by the new short name recording To record a short name do the following 1 Get into voice mail for your extension as described above and assure you are in the Main Menu by hit ti
38. ring 3 Two short rings 4 Three short rings 5 Long and short ring 10 Telephone Operations 6 Short and long ring Also each inside line extension can be programmed to ring differently depending on whether the call is an inside call or an outside call using these ring cadences Check with your system administrator if you would like to have different ring cadences for inside or outside calls at your extension Call distribution groups Your system administrator may configure your system s auto attendant to support call distribution groups ACD or automated call distribution that is groups of extensions which represent entire departments such as Sales or Marketing When a caller calls in they are given a message such as Press 1 for Sales 2 for tech nical support When the caller presses one of these selections the call is routed to the call distribution group defined for the selection and each extension within the call distribution that is accepting calls see Accept Calls on page 13 will ring in sequence The exact ring sequence for the group and what happens if no one picks up the call is determined by the system administrator when the call distribution group is configured Ring groups and Pickup groups Your system administrator can assign a ring group number to any group of physical telephone lines This function is normally used so that a ringing phone can be picked up from another phone using the Pick Up
39. routed past any extensions which are in the Do Not Disturb mode and will go on to the next extension in the group Automated Call Distribution or Automatic Call Distribution See call distribu tion groups below An automated call routing system for incoming calls which can be used either instead of or in addition to a live operator The auto attendant is the system which tells incoming callers Press 1 for Sales 2 for Breaking into an existing conversation or picking up a line after a caller has already started leaving voice mail 143 User s Guide 144 call distribution group call forwarding call waiting Centrex Groups of extensions can be grouped into a call distribution group This function is part of the auto attendant function and is normally used to allow callers to dial an entire department such as sales rather than just an individual When the auto attendant routes a call to a call distribution group the phones associated with all extensions set to Accept Calls in the group will ring in sequence one at a time until either the call is picked up by someone or it times out If a call times out depending on how the auto attendant is configured the call is either sent to voice mail or the caller is given a message and disconnected If at least one of the extensions in the group is busy then the call will go into a waiting queue where reassurance messages are played along with hold music i
40. set automatically based on the current configuration You can adjust the numbers on this dialog box to monitor fewer lines By reducing the maximum number of lines that NexDirector scans you can reduce the number of tab views for convenience You can also enter the number of rows and columns you want for this view This is changeable on an instance or view by instance basis Or somewhat more easily you can resize the window using the mouse in the traditional Windows fashion See Resizing the Window on page 104 for more details Although each view or instance of the program see Configuration Management Multiple Views on page 101 has the setting for maximum number of lines only the settings in the first view have effect Tabs and Views 100 At the top of the window just below the file bar on NexDirector there are several tabs that control the dis play you are viewing See Figure 5 5 on page 101 These tabs are labeled Park Orbits 1 Outside Lines 1 Outside Lines 2 Inside Lines 1 etc If your window has been sized so that all tabs do not display then a pair of arrows appears to the upper right hand side which you can click with the left mouse to cycle from tab to tab After cycling the arrows to the tab you are interested in you must then click with the mouse on the tab to bring it into view The arrows will not appear if the window is sized large enough so that all of the tabs can be displayed Windows Desktop Too
41. since then 15 User s Guide Call Forwarding Forward Calls 2 Cancel Forwarding You can forward your calls to ring at any extension on the NexPath Telephony Server or to an offsite num ber To set up call forwarding mn 1 2 Enter the Forward Calls sequence 2 3 4 Enter the number either an extension or an off site number to which you want your calls forwarded fol Pick up any phone or otherwise get an inside line dial tone Enter your extension number lowed by the key or wait four seconds If prompted enter your password or a password with administrator privileges If your password was accepted you will be notified that call forwarding has been enabled followed by the announcement of the forwarded number i e you can verify that the number you entered is correct Hang up Note You do not have to enter a 9 to seize an outside line if you are forwarding your calls offsite The system automatically seizes an outside line if the number is seven or more digits However you must enter a one if required for a long distance number Outside calls that are forwarded offsite may have reduced quality and reduced audio levels Consider using Centrex or CLASS type outside CO lines for best forwarding quality You can also use speed dial extensions for offsite forwarding and get more control over the call See the Administrators Gu
42. size tab selected button customization etc are all stored separately in the Windows registry for each run ning configuration of the program You could example create two configurations both with the same login with one having the outside lines presented and the other the inside lines presented in a larger win dow Start each one from the Configuration Management window so that two windows are running As long as each one has its own unique configuration name any window customization or settings will be remembered the next time you run the program Configuration Management q x New Configuration Select Configuration Logon HERE Enter name of new configuration Edit phonel Cancel Delete Done FIGURE 5 6 NexDirector Configuration Management Dialog Box Remember that the login extension is the extension that is controlled by NexDirector Each window has its own separate login extension when started from the Configuration Management dialog box So you can only click on a button to transfer a call or dial a number if the login extension of the window you are clicking in matches the extension that you currently have off hook All call control is done with the extension off hook Customizing Buttons and Views 102 When each instance of NexDirector is started extensions are automatically assigned to the buttons in that view using the active configuration from the NexPath Server You can modify the
43. speed dial extensions are monitored by the NexPath Telephony Server and the system will attempt to determine if a caller has answered If not the call will go to the exit extension such as voice mail if the exit extension has been configured for the extension that was for warded However the monitoring of the progress of calls to outside lines depends on the ability to detect call progress sounds on the telephone line This is not a precise process and it may not be successful in all cases There can also be a delay before the call is connected Note Offsite forwarding is only permitted from extensions that have offsite forwarding enabled in the system configuration Check with your system administrator to see if offsite forwarding is enabled on your extension Offsite forwarding will use Centrex or CLASS features hook flash transfers if the CO line involved has been designated as a Centrex or CLASS line Calls forwarded to a speed dial extension are handled differently If an extension is forwarded to a speed dial number then the call progress monitoring is handled as specified in the speed dial extension configura tion The system will not attempt to determine if the call connects unless so designated in the speed dial setup The exit extension as specified in the speed dial extension setup is used if the call fails to complete If callers are experiencing delays in calls that forward off site try using speed dial extensions where
44. telephone 35 User s Guide 4 Enter your password when prompted If you make a mistake you can press and start re entering your password or press and return to your greeting 5 If your password is accepted you will be placed in voice mail and the system will announce the num ber of new and old messages in your mailbox or tell you that there are no new messages Note that even if the announcement says you have no new messages you can still play any old messages in your mail box by following the instructions presented above for playing back messages 6 Use the telephone keypad as described in the diagrams on page 50 and page 52 to play back your mes sages Note that if you do not remember the key sequences available you can wait a short time and the system will announce them to you Note If you do not remember your voice mail extension number you can dial your normal extension number and wait for it to roll over to voice mail Getting into your voice mail box if your mailbox is full 56 If your voice mailbox is full and you try to access your voice mailbox from a telephone you will get a This voice mailbox is full message You can still get into your mailbox from your telephone however by first going under password protection as follows 1 Pick up a phone or otherwise get an inside line dial tone 2 Enter 3 Enter your password 4 3
45. the Paging extension 111 and announcing that so and so has a call on 100 The other person just has to pick up any phone and dial 100 to pick up the caller from the park orbit Sometimes I m in another person s office when I hear my phone ring How can I avoid having to run to my office to catch the call ol l0 Pick up the phone closest to you and enter the Pick Up Ring Group 0 sequence Late at night I sometimes hear the phone ringing over our PA system What is this and how to I pick up the call When your system is set to night ringing incoming calls may be set to ring over the PA sys tem so that anyone left in the building will hear it and be given the chance to answer To pick up these calls enter the Pick Up Ring Group 1 sequence 0 1 My phone occasionally rings with a short ring but when I pick it up no one is there You have a call waiting on hold or stuck in a park orbit You can retrieve it by getting an inside dialtone at the phone which is giving the short rings and using the Retrieve From Hold sequence 1 or dialing the park orbit number such as 100 I put a caller on hold then started another conversation and accidentally put the second caller on hold also How do I get back to the first caller You have to pick up your second caller from hold using 1 then either use the Swap Hold sequence Flash to p
46. then the button below the Number to Dial box will say Dial and can be clicked with the left mouse button to dial that number You can enter extension numbers or 7 or more digit offsite numbers in the Number to Dial box It is not necessary to enter a 9 but you must enter a 1 if it is required by your telco You can seize a particular outside line by entering the extension number of the outside line followed by a comma for a short delay If you are on a call the button below the Number to Dial box will say Transfer and can be clicked to trans fer your call to the number entered This is equivalent to the Direct Blind Transfer as described in the chapter Telephone Operations starting on page 44 You can only transfer to three digit extension numbers such as inside extensions park orbits voice mail boxes automated attendant extensions and speed dial extensions To transfer to offsite numbers you must use either a speed dial extension or a Setup Complete transfer as described below You can retrieve a call from a Park Orbit by entering the park orbit extension number in the Number to Dial box and clicking Dial You must be receiving inside dial tone to retrieve a call from a Park Orbit Windows Desktop Tools NexPath Dialer The NexDial application should appear similar to the following amp NexPath Dialer Ext 301 NexPath NI File View Edit Tools Help Number To Dial Speed Dial Home Anita s Cell Phone Transfer Liste
47. to the central office line see the note above 1 While connected to an outside central office line enter Flash 9 You should receive the signal from the central office that the sequence is recognized usually three short beeps and then central office dial tone For example to setup a three way call using CLASS features 1 While connected to an outside central office line and talking to the first party enter Flash 9 You should receive the signal from the central office that the sequence is recognized three short beeps and then central office dial tone 2 Dial the second party 3 When you are connected enter Flash 9 again You should now have a three way call Note You must subscribe to CLASS features from your telephone company in order to use the three way calling described above 30 Telephone Operations Inside Lines When you first pick up your phone the dial tone you hear is an inside line dial tone This is a dial tone provided directly by the NexPath Telephony Server and not by the phone company When you have an inside line the NexPath Telephony Server is ready to accept both phone numbers to be dialed and the key presses of the command sequences for the advanced operations described in this chapter and in the chapter Voice Mail starting on page 49 Some notes After getting an inside line dial tone if you do not press any keys you
48. version installed The desktop web interface program is called TelOper Note TelOper is not compatible with Microsoft Internet Explorer version 4 or 5 as of Release 6 of the NexPath Telephony Server software Talk to your system administrator about getting your computer to meet these criteria To Control your Phone from your Web Browser 1 Start your Netscape Web Browser program 109 User s Guide 2 Select Open URL in your Web Browser 3 Specify the location to open as http lt system name gt teloper A Web page similar that below should appear Su NexPath Telephone Control Netscape s j ioj xj Fie Edit View Go Communicator Help lt 2 gt I3 A2 E Ss SF Back Foward Reload Home Search Guide Print Security Stop zl A Bookmarks Location EIMA amp Instant Message Internet ca Lookup New amp Cool Netcaster A BeA NexPath Telephone System Login NexPath Inc 4701 Patrick Henry Drive 5 Suite 701 Extension 301 Password Santa Clara CA 95054 Ao CLEAR Enter the extension number and password in the boxes above and click on the OK button To clear your entries and start over click on CLEAR x The extension number that The password you enter is the you enter identifies the access code ofthe voice mail telephone you are using near box for your voicemail your computer Copyright 1998 NexPath Corporation All Rights Reserved This software
49. via AdminTool by the sys tem administrator In AdminTool administrator only go to Edit Configuration gt Extensions gt Edit and click on Include in Phonebook See the Figure 5 2 on page 97 below This is described in more detail in Inside Line Extensions on page 43 in the chapter Software Configuration and Outside Line Extensions on page 47 in the chapter Software Configuration in the System Administration Guide The NexPath Telephony Server configuration must be saved and activated before the extension will appear in the NexDirector display if it was not previously included in the system phonebook It may also be nec essary to re initialize the button settings by clicking on Tools gt Reset Button Assignment on the menu bar Edit Outside Line Extension Extension number 203 Extension owner Administrator x Outside Line 3 Card 1 Jack 4 YB x M include in phonebook Extension name foutsideL ine 3 as it will appear in the phonebook Keep changes and return Cancel and return Copyright 1996 1997 NexPath Corporation All Rights Reserved FIGURE 5 2 Including Extensions in the system phonebook using AdminTool 97 User s Guide You are now ready to use NexDirector amp NexPath Call Director Ext 301 1 A lol x Fie Tools Help Park Orbits OutsideLines 1 OutsideLines2 InsideLines 1 InsideLines2L o o o eena Sen 301 Onhook 306 Onhook 506 311 Onhook 511 316 Onhook
50. with Goldmine 4 0 and ACT 3 amp ACT 4 92 Table of Contents CHAPTER 5 CHAPTER 6 Windows Desktop Tools NexPath Call Director 93 System Requirements for NexDirector 94 Installing the NexDirector program 94 Establishing a network connection to the NexPath Telephone Server 95 NTS Server Configuration Issues Related to NexDirector 97 Configuration and Setup 99 Tabs and Views 100 Configuration Management Multiple Views 101 Customizing Buttons and Views 102 Resetting Button Assignments 104 Resizing the Window 104 Activity and Status 104 Controlling Calls 105 Call An Extension 105 Transfer A Call 105 Retrieve a call from a Park Orbit 106 Putacallon Hold 106 Seizing a particular outside line 106 Picking up a ringing call 106 Do Not Disturb 107 Disconnect a call 107 TelOper the Web Browser Desktop Interface 109 To Control your Phone from your Web Browser 109 The Control page 112 Selecting a voice mail box to monitor 113 VM Barge in 113 Send to VM 113 Hold 113 Call Control 114 Using the Ring Group button 115 The Voice Mail page 116 User s Guide CHAPTER 7 CHAPTER 8 APPENDIX A INDEX vi Setting message pager and email parameters 118 Dialing Method for Call Back 119 Other Voice Mail Features 119 System Information 121 Using the Phone Book page 123 The View Log button 125 The status information at the bottom of the Control page 128 Installing the NexPath TAPI 2 1 Service Provider 129
51. 4 from the web interface TelOper 115 Picking up a ringing call from NexDirector 106 picking up a waiting call from a telephone 19 from NexDial 75 from the web interface TelOper 115 pickup groups defined 147 placing a call on hold from a telephone 28 from NexDial 74 from NexDirector 106 from the web interface TelOper 112 playing back your mail box greeting from NexDial 82 your mailbox greeting over a telephone 55 your mailbox greeting using the web interface 119 R record a greeting using a telephone 54 using NexDial 81 using the web interface 120 recording a copy to intro from web interface TelOper 120 recording your short name 58 removing a voice mail distribution group 59 retrieve a call from a park orbit using NexDial 72 using NexDirector 106 using the telephone 39 retrieving a call from hold from a telephone 28 from the web interface TelOper 113 using NexDial 74 using NexDirector 106 ring cadence defined 147 detailed description 10 ring groups defined 147 detailed description 11 picking up from NexDial 74 picking up using a telephone 43 picking up using the web interface TelOper 115 rings 9 S screening voice mail 153 User s Guide from NexDial 75 from the telephone 34 seizing an outside line from NexDial 72 from NexDirector 106 from the telephone 37 sending a call to voice mail from NexDial 76 from the web interface TelOper 113 sending a message directly from voice mail 59 sett
52. 4sec 1 min 15 sec 1 min 18 sec 1 min 19 can Line From _ Caler Num To Duration CallerName lt Not Available amp Call Log Click on the column bar to sort on that column Click again to reverse sort order FIGURE 4 12 Viewing the system call log using NexDial You can filter the log for certain times and dates by setting the filter parameters and clicking Filter If you do not have Administrator privileges you will only be able to view calls to and from your extension Calls are stored on the server in multiple log files each limited in size to about one megabyte The most recent call log is the file Cal 1Log next most recent CallLog 0 etc up to CallLog 9 The call log history is not stored past Cal 1Log 9 so you may want to save these logs locally if you have or nearly have ten call log files 91 User s Guide Integration with Goldmine 4 0 and ACT 3 amp ACT 4 The NexDial program when running will contact Goldmine and ACT if they are also running and initiate a database look up based on the Caller ID Goldmine will popup a dialog box informing the user that an incoming call is available and indicate if it is found in the database It allows the user to decide if the con tact record should be accessed ACT does not pop up a dialog box but silently selects the contact record if the caller ID is found in the database Note Caller ID number and or
53. HE BUYER HAS BEEN ADVISED OF THE POSSIBILITY OF THOSE DAMAGES THE EXPRESS WARRANTIES SET FORTH IN THIS AGREEMENT ARE IN LIEU OF ALL OTHER WARRAN TIES EXPRESS OR IMPLIED INCLUDING WITHOUT LIMITATION ANY WARRANTIES OF MERCHANT ABILITY OR FITNESS FOR A PARTICULAR PURPOSE NexPath Corporation 2972 Scott Boulevard Santa Clara CA 95054 This Warranty is effective only if the enclosed registration card is returned to NexPath within thirty 30 days of the date of initial purchase NexPath neither assumes nor authorizes any representative or other person to assume for Nex Path any other liability in connection with the sale or shipment of NexPath products Table of Contents CHAPTER 1 CHAPTER 2 Introduction 1 Where to go for assistance 4 Support Policies 4 Legal Notices 5 Telephone Operations 7 General Concepts 7 Hook flashes 8 Beeps and rings 9 Ring Cadence 10 Call distribution groups 11 Ring groups and Pickup groups 11 Extensions numbers in the NexPath Telephony Server 12 System speed dial numbers 12 Accept Calls Do Not Disturb 13 Accept Calls 13 Do Not Disturb 13 Barge In 15 BargeIn 15 User s Guide ii Call Forwarding 16 Forward Calls 16 Cancel Forwarding 16 Call Waiting 19 Enable Call Waiting 19 Pick up a Waiting Call 19 Swap Between a Current Call and a Call on Hold Cancel Call Waiting 19 Clear 21 Clearing a Command Sequence 21 Conference Calls 22 Set Up Conference 22 Add To Conference 22 D
54. Microsoft TAPI interface only supports ON HOOK dialing It will not dial the telephone with the extension off hook Uninstalling the NexPath TAPI Telephony Service Provider TSP To uninstall any version of the NexPath TSP do the following Click on Start gt Settings gt Control Panel to bring up the Control Panel file viewer 2 Click on Add Remove Programs then Select File gt Open or double click to bring up the Add Remove Program Properties window 3 Click on the Install Uninstall tab then locate NexPath TSP32 in the browser window and click on Add Remove Follow the prompts to remove the NexPath TSP32 program 4 Next remove the NexPath TSP from the service providers by opening the Telephony icon in the Con trol Panel as described in Item 5 6 in the installation procedure above 5 Click on NexPath TSP32 and then click on the Remove button Click Yes at the prompt to remove it from the recognized service providers 6 Next using the Windows File Explorer locate the Windows System subdirectory and delete the file NexPathxx tsp where xx may or may not be present or may be numbers such as 16 or 32 On Windows NT4 this file is located in the directory WinNT System32 7 Reboot your PC 8 The NexPath TSP is now completely removed 135 User s Guide 136 Frequently asked questions CHAPTER 8 Question How do I put a caller on hold Answer During your c
55. TER 4 Windows Desktop Tools NexPath Dialer NexPath provides a network based dialer application called NexDial for use on Win95 98 ME and WinNT4 2000 systems with the Release 6 software NexDial is similar to Microsoft s dialer but includes the many features of the NexPath system such as hold transfer consultation transfer conferencing and addi tionally voice mail access There is also a Voice Mail indicator and a Do Not Disturb indicator You can maintain your own phone book and view and filter the call log The NexDial program interfaces to the NexPath system using the Nexpath API a LAN based Simple Com puter Telephony Protocol SCTP that is more powerful and far easier to use than Microsoft TAPI NexDial was the first commercial implementation of SCTP SCTP is an emerging new standard for client server computer telephony The NexDial program will run on any Win95 98 ME or WinNT 4 0 2000 system with TCP IP installed You must have TCP IP installed and configured and an IP address and or a system name assigned to the NTS Server in order for NexDial to be able to contact the NTS Server See the chapter Network Installa tion starting on page 21 of the System Administration Guide for details on connecting the NexPath Tele phony Server to a network 65 User s Guide Installing the NexDial dialer program 1 Insert the NexPath Telephony Server Release 6 CD ROM in the Win95 98 ME or WinNT 2000 syst
56. VMWI defined 148 voice mail accessing from NexDial 79 the web interface TelOper 113 Index accessing from an inside line 50 accessing from an outside line 55 adding a distribution group 58 alternate greeting 55 announce time and or date setting from NexDial 83 setting from the web interface TelOper 118 creating and using voice mail distribution groups NexDial 87 deleting a message using NexDial 82 deleting a message using the web interface 120 determining if you have new messages using your telephone 49 dialing a call back number from NexDial 80 from the telephone 54 email notification setup from NexDial 86 setup from web interface TelOper 119 features available when leaving a message 62 forwarding messages to a group from NexDial 81 from the telephone 53 forwarding messages to other mail boxes from NexDial 81 from the telephone 53 from the web interface TelOper 120 help over telephone 54 listen to your greeting from a telephone 55 main menu 52 message menu 51 message sorting order 53 playing back messages from the telephone 52 playing back your greeting using NexDial 82 playing back your greeting using the web interface 119 press one during record keypad options 61 recording a greeting from a telephone 54 from NexDial 81 from the web interface 120 recording your short name 58 removing a distribution group 59 sending a message directly from voice mail 59 setting the audio player in NexDial 78 setting the
57. a message or after a message has completed playing you can forward the message to a If groups have been configured for your mailbox then the system will announce a list of groups to select from After selecting a group from the list you can optionally recording an introduction group by pressing Complete your introduction or skip it by pressing the 7 key You are then prompted to proceed to forward 53 User s Guide copy the message to the group selected by pressing the key You can cancel the forwarding operation by pressing the key on the telephone keypad In order to forward a message to a group the group must first be added to this mail box See Adding a voice mail distribution group on page 58 for details Call the person who left a message Callers can enter a call back number by pressing 1 then 7 after leaving a message You can dial the call back number of a person who left a message by pressing 3 while the message is playing or after the mes sage has completed playing Dialing the call back number will dial the number left by the caller or will dial the caller ID of the caller if available If the caller ID is dialed then 11 digit calling is used starting with a 1 followed by the area code and number Otherwise the call back number is dialed exactly as entered by the caller with no other digits prepended
58. a touch tone keypad Everything but numbers commas and the and characters will be ignored The dialer will convert each comma in an entry into a second delay Also entries which start with a 9 will cause an outside line to be seized then all numbers after the 9 to be dialed To add an entry for 911 for example you will want to set the number to be dialed to 9 911 The comma between the nines gives the system time to seize the outside line Finally any entry with seven or more digits will be assumed to be for an outside number and the system will automatically seize an outside line before dialing No prefix of 9 is needed in this case and if one is added it will be removed before the number is dialed Only the first grouping before the first comma is analyzed to determine if it is an inside or outside call For example to seize the outside line that is associated with extension 203 then dial 555 1234 then wait four seconds and enter 111 type the following 203 555 1212 111 This will work the same way whether it is in the phonebook or typed in the Number entry box on the Control page To edit an entry in your personal phonebook select it from the pull down list then make your changes and click on Add Update again Note Entries in the phonebook are arranged by name so each name must be unique For example If you change the name of the entry for Steve to Steve Sampson then click on Add Update you will have two entrie
59. ally a system is configured so that this happens for incoming calls when the system is in Night Mode to answer it you 1 Pick up any phone or otherwise get an inside line dial tone 2 Enter 0 1 You will be connected to the caller ringing the phone Note Check with your system administrator to see how this ring group is defined for your system 43 User s Guide Transferring Calls Direct Blind Transfer Flash 4 Set Up Transfer Complete Transfer Flash 6 A direct or blind transfer is when you transfer a call to another extension without first checking at that extension to see if the party is available Calls may be blind transferred to any valid three digit extension including park orbits voice mail extensions speed dial extensions or auto attendant extensions To perform a direct blind transfer 1 While connected to a caller enter the Direct Blind Transfer sequence Flash 4 2 Enter the number of the extension to which the call is to be transferred 3 If your transfer was successful you will get a confirmation message followed by an inside dial tone Note If you perform a blind transfer to an extension that has voice mail but no one picks up then after 20 seconds the call will go to that extension s voice mail However if you perform a blind transfer to an extension that does not have voice mail and no one
60. any effect though The Listen feature is not implemented at this time in TelOper Send to VM If your telephone is ringing and you do not wish to take the call right now you can send it directly to voice mail by clicking on Send to VM Send to Voice Mail while it is ringing It will immediately be transferred to your voice mail box instead of ringing until it rolls over to voice mail Hold While you are on a call you can click on the Hold button to put the caller on hold Click again on the Hold button to bring the call back or Swap Hold to simultaneously put a current conversation on hold and retrieve the call on hold 113 User s Guide Note You can put up to three calls on hold simultaneously but to retrieve them you will have to take them off hold in the last in first out order The hold system works like a stack of boxes and so is called a hold stack The last call put on the top of the hold stack is the first one that you get when you take a call off of hold Call Control In the upper right of the Control page is a pull down list labelled Name which contains a list of all exten sions available in your system Below it is a fill in box labelled Number The buttons in the Call Control area Dial Number Blind Transfer etc will use the number in the Number box as the phone number to dial transfer to etc The pull down Name list in turn can be used as a convenient way of filling the Num ber box Once you h
61. ash Sometimes it is desirable to get an inside dial tone from outside your facility especially when you want to check your voice mail from home or from another facility To get an inside line dial tone from outside your building 1 Dial your company and wait for your system to pick up 1 These are factory default times and can all be altered by your system administrator 2 If your system is configured to perform area code lockouts the NexPath Telephony Server will also check that the inside line being used has permission to obtain an outside line and that the area code being dialed is allowed for that line 31 User s Guide 2 During your company s auto attendant greeting dial the number specifically set up by your system administrator to give you an inside dial tone If your system is not programmed for an inside dial tone selection during the auto attendant answering sequence it is not in the factory default you can still get an inside dial tone by doing the following 1 Dial your company and wait for your system to pick up 2 During your company s auto attendant greeting dial your own voice mail extension number 3 When you hear your pre recorded greeting hit the key then enter your password You will be in voice for mail at this point and if your intention was to check your voice mail then you are ready to press 1 Play 2 for Pause etc as outline
62. at if your PC is connected to the LAN The URL for the list of manuals is http lt system name gt manuals Other URLs that are useful are available on the NexPath Telephony Server at the URL http lt system name gt or http lt system name gt help 1 Replace lt system name gt with the name assigned your specific NexPath Telephony Server by your system administrator or the IP address assigned to the NexPath Telephony Server If you use the IP address you must put in the trailing 7 User s Guide The NexPath Telephony Server combines the following subsystems into a single tightly integrated easy to install easy to maintain package e A complete switching system PBX like functions e Up to 136 line outside inside lines capability e Functions such as call routing and switching can be performed using standard touch tone codes from conventional telephones No expensive proprietary phones are necessary e High bandwidth 64 kilobits per second all digital signal paths pass fax and modem signals trans parently e Automatic fax detection e An auto attendant system e Allows automated answering and routing of calls e Fully configurable including custom messages and flexible numbering plans e Multiple auto attendants with a different auto attendant on each line if desired A voice message recording and retrieval i e voice mail system e Over 50 hours of voice mail and custom messages can be stored pe
63. at gets full information goes in CallLogC When that gets full CallLogA is wiped out and restarted You can use the pull down list in the upper left corner of this window to select between the logs available The system automatically selects the latest call log when you open the screen The filters can be used to reduce the amount of information shown in the call log When these fields are blank all calls in the currently selected call log are displayed By entering either whole phone numbers or substrings of numbers you can reduce the display to just the information in which you are interested For example to show only calls made from 752 to anywhere set the filters to From filter 752 To filter blank then click on the Reload Log button To enter more than one telephone number or substring in a field separate the numbers with the pipe char acter For example to show all calls made from extension 743 to either extension 120 or 152 type in 126 TelOper the Web Browser Desktop Interface From filter 743 To filter 120 152 then click on the Reload Log button By default the filters used on the call log are ANDed that is only entries which contain the information specified by both the filters simultaneously are shown You can OR the two filters together however by adding the word OR anywhere in your To filter entry For example to list all calls made either to or from extension 743 type in
64. ave filled in Number you can click on the Dial button to dial it or click Enter on your key board When your party picks up Dial will turn to Disconnect allowing you to hang up without releasing the line the same as if you used the Disconnect sequence Flash see Disconnecting on page 25 in the chapter Telephone Operations for details Note You can use the PhoneBook button in the Call Control area to both add numbers to the pull down Name list and to add speed dial buttons to the browser frame area to the right of the Call Control area 114 Other buttons on this page include Blind Transfer Select the extension from the Name list then click this button to transfer a call to that extension Set up Consul Transfer To set up a transfer with consultation click Set up Consul Transfer This will put your current call on hold and give you inside dial tone Dial the party to whom the call is to be trans ferred using either your telephone keypad or the Name list Number box and Dial button in this page Once connected the Set up Consul Transfer button will change to Complete Transfer You can click on Complete Transfer to complete the transfer or From Hold to get the caller back if the party did not answer or does not want the call Set up Conference To set up a conference call your first party and tell them you are going to put them on hold while contacting the next party then click on Set up Conference
65. ay Ringing Night Ringing 23 Enable Day Ringing 23 Enable Night Ringing 23 Disconnecting 25 Disconnect Call 25 Do Not Disturb 26 Help 27 Help 27 Hold 28 Put A Call On Hold 28 Retrieve A Call From Hold 28 Swap Between a Current Call and a Call on Hold 19 28 Hook Flash the Central Office Line Centrex and CLASSsm features 30 Hook Flash the Central Office Line 30 Inside Lines 31 Line and Extension Numbers 33 Announce Line Number and Extensions 33 Listen In 34 ListenIn 34 Night ringing 35 Operator 36 Dial the operator 36 Table of Contents CHAPTER 3 Outside Lines 37 Obtain an Outside Line 37 Paging Public Address 38 Park Orbits 39 Passwords 41 Enter Password 41 Change Password 41 Pick up 43 Pick Up Ring Group 43 Pick Up Any Ringing Phone 43 Pick Up Ringing Speaker 43 Transferring Calls 44 Direct Blind Transfer 44 Set Up Transfer 44 Complete Transfer 44 Summary of the keypad sequences 46 Voice Mail 49 Determining if you have new messages in your voice mailbox Accessing voice mail from your telephone 50 Forwarding a message to another mail box 53 Forwarding a message toa group 53 Call the person who left a message 54 Getting a help message during voice mail 54 To record your standard or alternate greeting 54 To listen to your standard or alternate greeting 55 To set your Standard Greeting or Alternate Greeting 55 Accessing your voice mail from an outside line 55 Getting into your voice mail
66. b pages in the NexPath Telephony Server Administration passwords are required to view some of these links 2 If this page does not appear check that you have entered the proper URL and try again If it still does not appear consult your system administrator 111 User s Guide The Control page If both the extension number and password you entered are correct a new window will appear containing a page similar to that shown below 3 NexPath Telephone Control for Ext 301 Netscape User Name Administrator Extension 301 Monitor VMB 500 Number faa CALL CONTROL 8 CBE Cin E Scere CEB con se a VOICEMAIL HOLD Extension Status Accept Calls Call waiting on No Forwarding C Do Not Disturb Call waiting off Forward calls to Call on Hold Conference Cons Transfer Voice Mail Monitor Ext 301 Mail Box 500 z Ey E Nerpath Telephone Operations 4 FIGURE 6 2 The Control Page The buttons displayed the Control page can be used in place of or in addition to the command sequences described previously in this manual In other words instead of having to place a call on hold by pressing Flash on your telephone keypad you can simply press the Hold button in this page while you are con nected to a caller and the call will be put on hold These functions will only apply though to the telephone associated with your ext
67. box if your mailbox is full 56 To enter a numeric pager number 57 Recording a short name 58 Adding a voice mail distribution group 58 Removing a voice mail distribution group 59 Sending a message directly from voice mail 59 49 User s Guide CHAPTER 4 iv Features Available When Leaving a Message 62 Keys that callers can use during the greeting when they are in voice mail 62 Keys that callers can use during or after recording a message 62 Windows Desktop Tools NexPath Dialer 65 Installing the NexDial dialer program 66 Configuring the dialer 66 Features available with NexDial Dialer Window 71 Screen pops 71 The numeric keypad and the Dial Transfer button 72 User speed dial buttons 73 The function buttons below the keypad 74 Status information 77 Setting Day Night Mode 78 Changing your password 78 Selecting the audio player 78 Voice Mail Access from NexDial 79 Playing back a message 80 Calling the call back number 80 Saving a copy of the voice mail file to the local computer 80 Forwarding a message to another voice mail box or a group 81 Recording your Standard Greeting 81 Recording your Alternate Greeting 82 Selecting the Standard or Alternate Greeting 82 To play back your greetings 82 Deleting a message or messages 82 Announce Time and Date and or Caller ID 83 Numeric Pager Notification 84 Email Notification 86 Adding and Using Voice Mail Distribution Groups 87 Personal Phone Book 89 Viewing the Call Log 91 Integration
68. button below will save the current settings and preferences of user Steve to the NexPath server Save Current Settings System Configuration Show System Configuration Close Window FIGURE 6 6 The System Information page 121 User s Guide 122 You can use this window to change your password Additionally if your account has been set up with per mission to change the system from Day mode to Night mode and vice versa you can use the checkboxes in the center of this page to change the system mode See Day Ringing Night Ringing on page 23 in the chapter Telephone Operations for details on these modes If you have system administrative privileges you can also click on Show System Configuration and get detailed information on the system s current configuration though you will not be able to make any changes to the system configuration from the window displayed See the NexPath Telephony Server System Adminis tration Guide for more details You can use the System Information Page to save your current settings Click on the button Save Current Settings and your settings will be saved The server will pop up a confirmation box if the operation was suc cessful The following settings are currently saved to the server when the Save Current Settings button is clicked e Main Page Monitor VMB selector box Name selector box e Voice mail page Voice mail box selector Listen message radio button Copy Message T
69. c on hold input Multiple auto attendants and ACD groups can be set up Call waiting and call forwarding A complete system activity log Ring groups including ring groups in ACD groups Distinctive ringing Reminder rings Multiple hold stack Park orbits Barge in to voice mail in progress Listen in to voice mail in progress Caller ID pass through and decoding inside and outside calls Visual Call Waiting waiting call Caller ID Power failure bypass relays on all CO lines Multiple extension number assignment capability per line Numeric page upon receipt of voice mail System speed dial numbers Email notification upon receipt of voice mail Announce name screening of calls based on Caller ID Distintive Ringing for inside verses outside calls User s Guide Where to go for assistance Every company has its own way of handling support for the NexPath System Most have a person that is responsible for the setup and administration of the NexPath Telephony Server for making configuration changes and answering questions about use of the telephone system This person the system administrator can provide you with information on use of the features of the system and help you troubleshoot problems if they arise All manuals on the system can be viewed from your web browser if your system is LAN connected The URL is http lt system_IP_address gt then click on the link Manuals Fill in lt system_IP_address gt with the
70. command sequence you can get back to an inside dial tone by pressing the Clear sequence 21 User s Guide Conference Calls Set Up Conference Flash 7 Add To Conference The NexPath Telephony Server can allow up to four parties to be conferenced on a single conference call with the four parties being any combination of inside or outside lines To initiate a conference call 1 Call your first party This could be either an inside or an outside number Enter the Set up Conference sequence Flash 7 This will put your current call on hold and request a conference circuit from the system If a conference circuit is available you will get an inside dial tone If no conference circuits are available you will receive an error message and be re connected to your first call Wait and try again later After getting a conference circuit and an inside dial tone dial the number of the next party you wish to conference in This can include making calls to parties on either inside or outside lines If you cannot get your second party retrieve your first call from hold using 1 and try again later Upon reaching your second party enter the Add To Conference sequence 8 You your first party and your second party will all be talking to each other To add a fourth party to the conference enter Flash 7 again The firs
71. d as 120 Day Program and 121 Night Program 5 Park orbit extensions default is 100 110 6 Speed dial extensions none predefined 7 Public address extensions special case of item 2 above default is 111 8 Extensions that ring several phones at once special case of item 1 above none predefined Any of these extensions types can be directly dialed from a telephone The resulting function will be deter mined by the system programming for that extension type i e you will ring a phone seize an outside line enter voice mail execute an auto attendant program etc The concept of extension numbers and their symmetric use throughout the system is a very powerful feature of the NexPath Telephony Server System speed dial numbers Your system administrator can program the NexPath Telephony Server to recognized special three digit numbers called speed dial extensions that translate to 7 or more digit off site numbers These can be used for convenient direct dialing or for convenience in transferring calls Contact your system administrator to determine if any speed dial extensions have been configured for your system 12 Telephone Operations Accept Calls Do Not Disturb Accept Calls 8 Do Not Disturb 9 When the NexPath Telephony Server is first started your extension will automatically be placed in the Accept Calls mode which means that your phone will ring when someone calls you
72. d in the chapter Voice Mail starting on page 49 If on the other hand you really need an inside line dial tone to perform some other function such as enabling call forwarding for your extension or putting your system in Night Mode then once you are in your voice mail press at this point is the Exit Voice Mail sequence and you will get an inside dial tone Once you get an inside line dial tone from an outside line you can perform all of the functions you would from inside the building EXCEPT pressing 9 to get an outside line dial tone This is done to prevent users from dialing in from outside and then placing long distance calls which get charged to the company 32 Telephone Operations Line and Extension Numbers Announce Line Number and Extensions 8 The Announce Line and Extension Number sequence 8 is primarily of value when performing system administration of the NexPath Telephony Server The system will announce the physical line number and all extension numbers associated with any telephone from which the sequence is entered 8 can also used for performing system administration from a telephone If you use 3 and enter a password with system administrative permissions and then press 8 after the password is accepted you will get a list of all user numbers and their passwords see the NexPath Te
73. d to toggle between the two calls Note information on the incoming call will be displayed on the Incom ing Call status line Pressing the Setup Conference button puts the current caller on hold and reserves a conference circuit After connecting to a second party pressing Add to Conference brings the first caller back from hold and puts all three of you together in a conference call You can press Setup Conference again to place both parties on hold then call another party and add them into the conference by pressing Add to Conference again Clicking the Listen VM button will allow you to screen your voice mail while it is in progress You can listen without the caller s knowl edge and determine if you want to take the call After you press the Listen VM button the button legend will change to Barge VM Click ing it when it is labelled Barge VM will barge into the voice mail in progress if a caller is currently leaving a voice mail message The voice mail box used is the first voice mail extension that was setup in the Tools gt Configure screen 75 User s Guide 76 Send to VM Call Waiting Do Not Disturb Not Forwarded Forward To Pressing the Send to VM button will send a ringing call or a waiting call to the first voice mail extension that was setup in the Tools gt Con figure screen Your telephone may be either on or off hook for this operation You can enable call waiting on your extension by chec
74. dex determining if you have new voice mail messages from your telephone 49 dial by name recording your name announcement 58 dialing a number from NexDial 72 from the web interface TelOper 114 dialing a number from the computer based phone book in the web interface TelOper 123 dialing a voice mail call back number from NexDial 80 from the telephone keypad 54 direct transfers performing from a telephone 44 performing from NexDial 72 performing from NexDirector 105 performing from the web interface 114 disable numeric paging 57 disabling call waiting from a telephone 20 from NexDial 76 from the desktop web interface TelOper 128 disconnecting from a call without hanging up from a telephone 25 from NexDial 74 from NexDirector 107 Do Not Disturb mode defined 145 enabling from a telephone 13 enabling from NexDial 76 enabling from NexDirector 107 enabling from the desktop web interface TelOper 128 E email setup notification of new voice mail from NexDial 86 from web interface TelOper 119 entering a password when using a telephone 41 extension numbers announcing over a telephone 33 defined 145 F forward calls enabling from a telephone 16 enabling from NexDial 76 enabling from the desktop web interface TelOper 128 forwarding a voice mail message to a group using NexDial 81 to a group using the telephone keypad 53 to another mail box using NexDial 81 to another mail box using the telephone keypad 53 to ano
75. e only one configuration If you have multiple configurations you will need to choose one and click the Logon button Establishing a network connection to the NexPath Telephone Server NexDirector communicates with the NexPath Telephony Server using the local area network LAN or Ethernet You must have TCP IP enabled on your Windows PC an Ethernet card installed and connected the LAN and a compatible IP address assigned to your Windows PC in order to communicate with the Nex Path Telephony Server You must also have assigned a compatible IP address to the NexPath Telephony Server as well See the the chapter Network Installation starting on page 21 in the System Administration Guide for details on setting the IP address on the NexPath Server Login to the NexPath Server by selecting Tools gt Configure on the menu bar using the login Configura tion dialog box as shown in Figure 5 1 on page 96 Click inside the System Name entry box and type in the system name assigned to your NexPath Telephony Server If your system name is not available from DNS Domain Name Service or in the Windows Hosts file then type in the IP address of the NexPath Tele phony Server instead 95 User s Guide Add your phone extension number and password to the boxes in this screen as indicated The extension number is the number of the extension that you are controlling next to your computer i e the extension from which you will answer and transfer ca
76. e retrieved from any extension use park orbits public hold See Park Orbits on page 39 for a detailed description Calls placed on hold using the above sequences or placed into park orbits receive hold music if enabled for the line and external hold music is supplied to the system To place a call on hold 1 Enter the Put Call On Hold sequence 1 You will get an inside dial tone and are free to call a new number enter a command or hang up Note If you inadvertently leave a call on hold and forget about it you will get a short reminder ring every 45 seconds To retrieve the call most recently put on hold 1 Pick up the phone or otherwise get an inside line dial tone at the phone where the call was put on hold 2 Enter the Retrieve Call From Hold sequence 1 You will be connected to the call most recently put on hold 1 This is the factory default value for the reminder ring delay time Your system administrator can alter this time if desired 28 Telephone Operations To swap your current call with the call most recently put on hold 1 Enter the Swap Hold sequence Flash Your current call will go to the top of the hold stack and you will be connected with the most recent caller put on hold To get at a call on the hold stack when more than one call is on the stack 1 Get an inside line If you are on a call you can hang up on this call without putting do
77. e the NexPath Tele phony Server as a simple transcription device You can replay the message pause it skip forward or back 5 seconds and resume recording or record over portions of the message If you resume recording you must press the 1 key to pause recording and access this menu again 59 User s Guide During recording of a message after the Send Message command you can press 1 and you will be prompted with the following choices 1 Rewind and Play Rewind and play message from the beginning 2 Pause Resume Toggle between playing and pausing 3 Record Begin recording at the current location in the message if not at the end of the message over writing the message at that point 4 Rewind and Record Start over and re record the message from the beginning 5 Back 5 Skip back 5 seconds and begin continue playing this message 6 Forward 5 Skip forward 5 seconds and begin continue playing this message 7 Call back number Enter a call back number Send Send the message x Cancel and return Cancel the message and go to the Main Menu The system announces the menu of choices to assist the caller after a user presses 1 while in the recording mode of the Send Message command If you resume recording and want to pause again you must press the key to access this menu again 60 Voice
78. ed desktop call control program See CHAPTER 4 Windows Desktop Tools NexPath Dialer starting on page 65 and CHAPTER 5 Windows Desktop Tools NexPath Call Director starting on page 93 for details Also all voice mail operations can be performed from either a telephone or a computer However the key sequences described in this chapter for call control from a telephone will be unavailable while you are actively retrieving voice mail from a telephone For details on voice mail operation see CHAPTER 3 Voice Mail starting on page 49 General Concepts Below is a list of topics which are common to the commands described throughout the rest of this chapter Please take the time to read this information before proceeding to the actual commands available in the Nex Path Telephony Server User s Guide Hook flashes Hook flashes are one of the more complicated operations needed in the NexPath Telephony Server The rea son we need them though is that if you press the keys on your telephone keypad while in the middle of a normal call the NexPath Telephony Server simply passes these key presses on to the other party This is handy when the other party s phone system can do something with them such as route your call to an exten sion within their building but it makes it difficult to signal the NexPath Telephony Server that you want to do something special like put a call on hold once you are in the middle of a call Some telephone syste
79. em from which you want to run the dialer 2 Click on Start then Run then Browse and select the file setup exe in the Release6 NexPathDialer sub directory of the CD ROM Follow the prompts to install the program on your system Note If you are upgrading a previous version of NexDial it is not necessary to uninstall the previous version of NexDial The Install program will copy your configuration data to the proper place in the Windows Registry and label your current configuration Default as described in the steps below The old version of the NexDial executable will be overwritten with the new version Configuring the dialer Select Configuration ie 2 Edit Add Delete Cancel FIGURE 4 1 Configuration Management Screen 1 Once installed start the NexDial program by clicking on Start then Programs then NexPath Dialer 66 then NexDial Windows Desktop Tools NexPath Dialer The NexDial Configuration Management window shown above will only appear if you have more than one configuration defined In situations where this is the first installation there will not be any configurations defined In this event click on Add and a window will pop up prompting you for a con figuration name Enter a descriptive name such as Ext 301 and click OK The Configuration win dow will then appear as show in Figure 4 2 You can then enter the system parameters as described below Otherwise if you have previously installed a version
80. emain green until the call is successfully transferred or returned to you Finally the Voice Mail button will turn red and blink when you have unread voice mail in your voice mail box 128 CHAPTER 7 Installing the NexPath TAPI 2 1 Service Provider NexPath provides a TAPI service provider for installation on WinNT4 2000 Workstation and Windows 95 98 ME systems as a general dialing interface to Windows programs written to the TAPI standard Examples of compatible programs are the Microsoft Dialer Outlook and some versions of ACT and Goldmine Installing the NexPath TAPI 2 1 Telephony Service Provider TSP program Before installing the NexPath TSP make sure that your network in operational and that you can contact the NexPath Telephony Server from your Windows PC via TCP IP using the ping program or other method See the chapter Network Installation starting on page 21 of the System Administrators Manual or contact your system administrator for details on establishing a network connection to the NexPath Telephony Server 1 If you have a previous version of NexPath TAPI installed uninstall it first See Uninstalling the Nex Path TAPI Telephony Service Provider TSP on page 135 for directions on uninstalling a previous version of the NexPath TSP 2 Insert the NexPath Telephony Server Release 6 CD ROM in the Win95 98 ME or WinNT4 2000 Work station system from which you want to run the TAPI compatible programs 3 Ify
81. eminder ring delay time can be changed by your system administra tor and might be set differently for your system User s Guide You will hear three short beeps if you are on the phone and someone uses the barge in sequence to break into your conversation Table 1 Rings Sound Meaning Single normal ring repeated every 5 seconds By default an Internal or External call Your system administrator can assign different ring cadences to outside calls if you wish Short ring every 60 seconds A Reminder ring meaning a call is on hold or in a park orbit Double ring short long ring or other combinations An Internal or External call depending on how your extension is config ured Check with your system administrator for different ring cadences Table 2 Tones Sound Meaning Busy Tone An outside or inside line is in use Dial Tone You can make a call or access a feature One short beep every 45 seconds A call is on hold or in a park orbit Two short beeps A waiting call is trying your extension Three short beeps Someone is barging in to your call telephone Several short tones followed by dial tone when picking up You have unread voice mail messages Ring Cadence Each inside line extension in the NexPath Telephony Server can be programmed to ring with one of six dif ferent ring cadences or ringing patterns 1 Long ring 2 Medium
82. ension number so your phone will have to be off hook and connected to a call before the Hold button will do anything 112 TelOper the Web Browser Desktop Interface Selecting a voice mail box to monitor Your user name will be shown in the upper left corner of this page along with your extension number Below them is a pull down list labelled Monitor VMB containing all voice mail mailboxes to which you have access There is an additional entry at the bottom labelled USER The USER selection represents all voice mail boxes that you own and will activate monitoring of all of those mail boxes For most people this will be a list with only two entries the user s voice mail box and the USER entry and both represent the same thing The voice mail mailbox selected from this pull down list will be the one used by the voice mail VM Barge in Send to VM and Password buttons on this page If you own more than one voice mail box and you select USER then the mail box selected by these functions will be the first one that you own in the list You can tell which voice mail boxes are being monitored by looking at the information in the status frame in the lower left hand corner of the main screen VM Barge in If you miss picking up your phone before a call rolls over to voice mail you can still connect to the caller while he or she is leaving you a message by clicking this button Your phone must be off hook for this button to have
83. ent status The check boxes in the leftmost column can be used to set your extension to the Accepting Calls mode or the Do Not Disturb mode See Accept Calls Do Not Disturb on page 13 in the chapter Telephone Operations for details on these two modes of operation The check boxes in the middle column can be used to enable or disable call waiting for your extension See Call Waiting on page 19 in the chapter Telephone Operations for details on call waiting The rightmost column of check boxes at the bottom of the control page can be used to enable or disable call forwarding The text box next to check box labelled Forward calls to allows you to enter a number either an extension or offsite number to which to forward calls If the number is seven digits or more an outside line is seized Long distance numbers must be preceeded by a 1 Note You can only select one of the two check boxes in any one column at a time Along the bottom of the page are four status indicators Call on Hold Conference Cons Transfer and Voice Mail When you have a call on hold the Call on Hold indicator will turn red and blink Note that you can use the From Hold button to retrieve the call The Conference indicator will turn blue and blink when you initialize a conference circuit and will remain blue until you leave the conference The Cons Transfer indicator will turn green and blink when you initialize a transfer with consultation and will r
84. er name when available I Popup Dialer on incoming call J Popup Dialer when phone off hook IV Strip Service Codes from number IV Strip Carrier Access Codes from number Directory in which to cache voice mail files Ctemp Browse Cancel Listen VM Do Not Disturb Not Forwarded I Callwaiting Current Call Hold 1 Hold 2 Hold 3 Incoming Call Voice Mail Phone Book Exit Send to Yh FIGURE 4 3 The Tools gt Options menu in NexDial You can also select Strip Service Codes and Strip Carrier Access Codes to cause NexDial to pro cess the dialed number display Current Call in the bottom status area Selecting these options will delete codes like 82 or 10222 from the number that is displayed for visual clarity 70 Windows Desktop Tools NexPath Dialer You are now ready to use NexDial To login to the NexPath Server select the configuration that you want and then click on Login Note When a new configuration is activated using AdminTool on the NexPath Telephony Server the network connection will be terminated and restarted to all clients This will cause an error box to pop up on the clients running NexDial Click Okay on this pop up and then restart NexDial to re login to the Server Otherwise NexDial will not be operational Features available with NexDial Dialer Window Screen pops Whenever a call is ringing your
85. f a second which is a fairly long time Some telephone do not properly collect the keys you enter during this flash interval If you begin entering other keys of a sequence before the pre pro grammed flash time has ended many older phones will block the subsequent tones and the NexPath Tele phony Server will not hear these other keys and you will likely get an error message Test the telephones you are using and if the telephone does not queue the keys make sure you have waited until the preprogrammed flash time is over before pressing other keys Or better yet if you have one of 1 The hook switch is the switch that gets depressed by the handset when you hang up your phone Telephone Operations these older phones learn how to depress and release the hook switch properly by hand instead of using the Flash key Note Many telephones are now being produced that properly queue other keypad keys after the flash key so that it can be depressed along with the other keys at any rate In particular the flash key on the Nortel 9316 the flash key is called Link on the Nortel phone and the Panasonic KX TSC50 or KS TSC55 telephones works properly with the NexPath Telephony Server In this manual we will designate a hook flash with the symbol Beeps and rings You will hear one short beep in your conversation if you are on the phone and you leave another call on hold for too long You can use the Swap Ho
86. f enabled until either a time out is reached or one of the group extensions becomes available Note that call distribution groups are not the same as ring groups See ring groups for the definition of a ring group When call forwarding is enabled for an extension callers dial one extension for example 752 but the call rings and can be answered at another extension for example 805 The extension dialed 752 is the forwarded extension The extension where the call actually rings 805 is the forwarding extension Note that in this example if no one answers at the phone at extension 805 the call will go to the voice mailbox of extension 752 When call waiting is enabled for your extension you will hear a short beep at your end of the conversation if you are on the phone and another call comes in Note that when you hear a call waiting beep you can simultaneously place your current call on hold and pick up the incoming call by entering the Pick Up Wait ing Call sequence Flash 3 You can then toggle between the calls using the Swap Hold sequence Flash Centrex lines are a type of central office line with special features Centrex lines are standard analog loop start lines but have different capabilities at the central office The only Centrex capability that is relevant for the NexPath Telephony Server is the ability to transfer a call using hook flash signalling so that the Nex Path Tele
87. f no one is in Hold 1 then the current call will go into Hold 1 If there is already a call in Hold 1 though and you press Hold the call that was in Hold will be pushed down to Hold 2 and the current call will go in Hold 1 If you have inside line dial tone e This button will retrieve whatever call is currently in Hold 1 pulling any other calls in the hold stack up one level Swap Hold Swaps your current call with any call in Hold 1 Disconnect Disconnects your current call giving you back an inside line dial tone 74 Windows Desktop Tools NexPath Dialer Set up Complete Transfer Pick up Set up Add to Conference Listen Barge VM Will set up a consultation transfer to the number listed in the Number to Dial box That is it will put the current call in hold and give you back inside dial tone allowing you to dial another number When con nected to this new number the button will change to Complete Trans fer Click on Complete Transfer to transfer the call currently on hold to the party you just dialed If the party you called doesn t want the call disconnect from the new party using Disconnect then try another number or use Hold to retrieve the first caller If you are in the middle of a call and have call waiting enabled you will hear two beeps if a new call is received while you are off hook Pressing Pick up will place your existing call on hold and pick up the waiting call You can then use Swap Hol
88. fined 144 change numeric pager number from NexDial 85 from the telephone 57 from the web interface TelOper 118 changing a password from NexDial 78 from the web interface TelOper 122 over atelephone 41 channel banks connecting to the NexPath Telephony Server 145 clearing a command sequence when using a telephone 21 CO lines defined 146 completing a consultation transfer from NexDial 75 completing a transfer from a telephone 45 150 from the web interface TelOper 114 conference call setting up from a telephone 22 setting up from NexDial 75 setting up from the web interface TelOper 114 consultation transfer from a telephone 44 from NexDial 75 from the web interface TelOper 114 Control page typical TelOper 112 controlling your phone from a web browser 109 copy to intro use with web interface 120 copying a voice mail message to a local computer using NexDial 80 to a local computer using the web interface 120 CPC defined 145 CPC delay defined 145 current system configuration displaying with the web interface TelOper 121 D Day mode defined 145 enabling from a telephone 23 enabling from NexDial 78 enabling from the web interface TelOper 122 delete numeric pager number from NexDial 85 from the telephone 57 from the web interface TelOper 118 deleting a voice mail message from NexDial 82 from the web interface TelOper 120 deleting an entry from the TelOper phone book web interface 124 In
89. g every 45 seconds You can retrieve a call from hold using 1 If after setting up a transfer using Flash 5 you decide to make the call a conference call instead of com pleting the transfer you can use the Add to Conference sequence Flash 8 instead of the Complete Trans fer sequence Flash 6 and you the party you put on hold and the person to whom you were going to transfer the call will be connected together 1 This is the factory default reminder ring time and can be altered by your system administrator 45 User s Guide Summary of the keypad sequences 46 Accept Calls Do Not Disturb e Accept Calls 8 e Do Not Disturb 9 Barge in See also Listen in 2 Call Forwarding e Forward Calls 2 nnn e Cancel Call Forwarding 8 Call Waiting e Enable Call Waiting f4 e Pick Up a Waiting Call Flash 3 e Swap Between a Current Call and a Call on Hold Flash e Disable Call Waiting 5 Clearing a Command Sequence g Conference Calls e Set Up Conference Flash 7 e Add To Conference Flash 8 Day Ringing Night Ringing e Enable Day Ringing 0 e Enable Night Ringing aif Disconnect From a Call Flash Help F Telephone Ope
90. hat this is the user password on the NexPath system the same that you used for logging into NexDial or for accessing your voice mail and must be four numeric digits Take care to remember your new password Your system administrator can recover your user password if you forget it but recovering the administrator password is very difficult and requires factory assistance Selecting the audio player 78 You can select the audio player of your choice for playing voice mail messages The Windows program mplayer32 exe is used by default You may find that the component player mplay2 exe or wmplay exe in the Windows Media Player directory is preferable Windows Desktop Tools NexPath Dialer Voice Mail Access from NexDial By clicking the Voice Mail button at the lower left hand corner of the NexDial window you will get a pop up window that shows current voice mail and allows you to listen to messages either on your computer using multi media or through the telephone delete them copy them to other mailboxes etc The voice mail box that you are accessing is shown in the selector box at the top of the window If your password allows you access to other mailboxes then they can also be viewed by changing the selector box next to the label Voice Mail Box Otherwise you may have access to only one voice mailbox The voice mail access window appears as follows File Configure Click on column bar to sort on that column Click again t
91. have already entered it once to enable some other command and you have not hung up since then 13 User s Guide To return your extension to the Accept Calls mode DO ae eS Pick up any phone or otherwise get an inside line dial tone Enter the Accept Calls sequence 8 Enter the number of the extension you wish to change to Accepting Calls If prompted enter your password or a password with administrator privileges If your password is accepted you will be notified that your extension is now accepting calls Hang up Note There is no indication at your phone whether your extension is in the Accept Calls mode or the Do Not Disturb mode If you want to be sure to receive calls you can enter the Accept Calls sequence at any time even if your extension is already in the Accept Calls mode 1 You will not be asked for a password if you entered it to enable some other command and have not hung up since then 14 Telephone Operations Barge In Barge In 2 Barge in is the process of breaking into a conversation To barge into your own voice mail extension for example while someone is leaving you voice mail Pick up any phone or otherwise get an inside line dial tone Enter the Barge in sequence 2 Enter the number of your voice mail extension If prompted enter your password or a password with administrator privileges nA wWN If your password
92. have not hung up since then 19 User s Guide To disable call waiting at your extension Pick up any phone or otherwise get an inside line dial tone Enter the Disable Call Waiting sequence 5 Enter your extension number If prompted enter your password or a password with administrator privileges If your password was accepted you will be notified that call waiting has been disabled ONO RT Hang up The NexPath Telephony Server s default configuration allows a phone to ring 20 seconds before being for warded or 20 seconds before being sent to voice mail or getting disconnected though your system adminis trator can alter these times If you do not pick up a waiting call and you have set up call forwarding for your extension a waiting call will forwarded after 20 seconds If you do not have call forwarding enabled but do have a voice mailbox then after 20 seconds the waiting call will go to your voice mailbox If you have nei ther call forwarding enabled nor voice mail then after the 20 second delay time has expired the caller will be notified that there is no one to take the call and the call will be disconnected 1 You will not be asked for a password if you have already entered it once to enable some other command and you have not hung up since then 20 Telephone Operations Clear Clearing a Command Sequence After getting an inside dial tone but before finishing a
93. he caller s name then check the check box at the top Note Caller number and caller name Caller ID are services provided by your telephone company and must be subscribed to in order for the functions to operate on the NexPath software This dialog box allows you to set the NexDirector to focus or pop up on an incoming call to your exten sion or when the phone is taken off hook It also allows the choice of caller name instead of caller num ber for each connection that is displayed on each view Note This information is provided in the Caller ID service which must be subscribed for with your telephone company in order for the NexDirector to receive the information To select one of these options click in the box next to the option 99 User s Guide You can control the display of the number that calls are connected to and remove certain number sequences that are not important For example if you click on Strip Service Code then the displayed number will have entries such as 67 or 82 these block or unblock Caller ID for example removed from the dialed number display If you check Strip Carrier Access Code then long distance access codes are removed from the displayed number These are dialing patterns such as 1010288 to access a long distance carrier of your choice NexDirector can scan and display the status of up to 96 outside lines and 160 inside lines When you first run NexDirector the maximum numbers will be
94. ide for details on speed dial extensions and CO line types When you enable call forwarding for your extension an incoming call will ring at your phone for 20 sec onds before being forwarded The call will then ring at the forwarding extension for 20 more seconds If after this additional 20 seconds no one has picked up the call and you have an exit extension such as a 1 Your extension must have offsite forwarding enabled in the system configuration Check with your system administrator 2 You will not be asked for a password if you have already entered it once to enable some other command and you have not hung up since then 3 These are the factory default forwarding and ringing delay times Your system administrator can alter both of these times 16 Telephone Operations voice mailbox extension associated with your extension the call will go to the exit extension That is the call will eventually go to the exit extension of the original extension the caller dialed If the extension is forwarded to a speed dial extension and the speed dial number does not answer the call will go to the exit extension programmed in the speed dial extension configuration On the other hand if you do not have an exit extension programmed after the forwarding phone rings for its additional 20 seconds the caller will be notified that there is no one to take the call and will be disconnected Calls that are forwarded offsite not using
95. igits will be dialed without a 1 or 7 digit dialing where the area code will be removed and just the last seven digits dialed Then lift your telephone from the receiver and click on Dial See Figure 6 5 above This setting has no effect when dialing inside extensions Other Voice Mail Features Below the voice mailbox list is a window which lists your voice mail greeting if you ve recorded one the introductory message to be used with the Copy Message to command explained in more detail below if you ve recorded one and all voice mail messages currently in the selected mailbox Each message in the mailbox is identified by the time and date it was recorded along with its length and the telephone number of the caller Caller ID if available New messages are identified with a prefix Message are listed in reverse chronological order i e newest messages are listed first To play back either a message your greeting or the copy to introductory message use your mouse to highlight an item in the listing window then click the Play button See below for details on selecting whether the message will be played over your computer s speakers or through a telephone 119 User s Guide You can delete an item from this window by selecting it and then clicking on Delete Only one message can be deleted at a time To copy the audio file associated with an item in this window to a local drive press Save Local Yo
96. il box by following the instructions presented below for playing back messages When you are in voice mail there are two menus that you can access the Main Menu and the Message Menu If you have unread messages then you directly enter the Message Menu as show in Figure 3 1 50 Voice Mail below Or if you press 1 from the Main Menu you will reach the Message Menu When in the Message Menu of voice mail the buttons on your telephone will have the following meanings MESSAGE MENU 1 2 3 PLAY CALL PERSON CURRENT PAUSE WHO LEFT MESSAGE RESUME MESSAGE 4 5 6 FORWARD BACK FORWARD MESSAGE 5 SECONDS 5 SECONDS 7 8 9 FOWARD PREVIOUS NEXT MESSAGE MESSAGE 0 DELETE CURRENT MESSAGE RETURN TO VOICE MAIL MAIN MENU FIGURE 3 1 Telephone keypad when in voice mail Message Menu When you press 1 from the Main Menu and there are messages in your voice mail box then the first mes sage will begin playing immediately 51 User s Guide If you do not have any unread messages when you enter voice mail or you press from the Message Menu you will be at the voice mail Main Menu When in the Main Menu of voice mail the buttons on your telephone will have the following meanings MAIN MENU 1 2 3 GO TO SET NORMAL MESSAGE ALTERNATE MENU GREETING 4 5 6 RECORD PLAY RECORD GREETING NAME NAME PLAY GREETING 7 8 9 PASEN ADD SEND NUVER GROUP MESSAGE 0
97. in privileges to listen in to voice mail in progress on your own voice mail boxes WARNING Listening in to a conversation without the consent of one or both parties may be a violation of local state and federal privacy laws It is the responsibility of the user of the NexPath Telephony Server when using features of the system to assure that they are in compliance with all applicable laws 1 You will not be asked for a password if you entered it to enable some other command and have not hung up since then 34 Telephone Operations Night ringing See Day Ringing Night Ringing 35 User s Guide Operator Dial the operator 0 To reach the operator from inside your company 1 Pick up any phone or otherwise get an inside line dial tone 2 Dial 0 3 The operator s phone will ring Your system administrator will set up a normal extension number as the operator s extension Dialing 0 from an inside line is a shortcut for dialing this extension though you can get the same result by dialing the full extension number Your system administrator can configure your system so that if the operator is busy or does not answer your call will go to the auto attendant Note Both inside and outside callers will get an entry error message if they try to dial 0 or for that matter any other number while ringing an inside line To get back to the operator they will need to a
98. in this mode and there is no method of start stop skip ahead when you are playing the message over the telephone using your computer You can also play a message by double clicking it rather than clicking on it and then clicking the Play but ton Note The Play button will be grayed out if you have not selected a file to play or you have selected Listen with phone and your telephone is not off hook Calling the call back number You can dial the caller ID or callback number of the person that left the message and select whether the call back should be a 1 10 digit or 7 digit number to dial For each voice message that is highlighted the call back number if the caller left one or the caller ID is displayed near the center of the voice mail screen You can dial the displayed number by clicking the Dial button next to the number with your extension off hook and receiving inside dial tone You can edit the call back number if necessary before clicking on Dial Saving a copy of the voice mail file to the local computer You can save a copy of any voice mail message to you local PC file system by doing the following 1 Select the message you would like to save by clicking on it 2 Select File gt Save on the voice mail dialog box menu bar 3 Pick the name and location to save the file using the pop up file browser 80 Windows Desktop Tools NexPath Dialer Forwarding a message to another voice mail box or a group
99. indistinguishable from one another Listening into an existing conversation or listening to a line after a caller has already started leaving voice mail screening voice mail Each extension can be assigned to ring at a specific phone or group of phones depending on whether the system is in the Day mode or Night Mode Usually systems are configured so that calls placed to the operator ring at the operator s phone when the system is in Day mode but ring over the overhead PA speaker when the system is in Night Mode Individual extensions may be similarly con figured Day and night mode can be changed from the telephone keypad and from the web application TelOper as described in the Users Manual A dial tone the local telephone company Note that depending on the dial tone provided by your phone company the tone of an inside dial tone and an outside dial tone may be indistinguishable from one another Sometimes called CO for Central Office lines trunk lines or telco lines All of these terms are synonymous and refer to the physical lines which come into your building from the phone company A special way of putting a call on hold which allows anyone to pick the call up by dialing the number of the park orbit a type of public hold Glossary password protection physical lines pickup groups ring cadence ring groups Short Name system administrator To insure that unauthorized people do not retrieve your voice mail
100. ing up a conference call from atelephone 22 from NexDial 75 from the web interface TelOper 114 setting up consultation transfers from atelephone 44 from NexDial 75 from the web interface TelOper 114 short name defined 147 speed dial using buttons in NexDial 73 speed dial buttons on the desktop web interface TelOper adding and deleting 124 stutter dial tone 49 summary of the keypad sequences used with a telephone for call control 46 swapping between a current call and a call on hold from a telephone 19 29 from NexDial 74 from the web interface 113 system administrator defined 147 system configuration displaying via the web interface TelOper 121 T TAPI Installing the NexPath TAPI TSP 129 154 NexPath TAPI Interface 129 Uninstalling the NexPath TAPI TSP 135 Using the NexPath TSP with other programs 134 telco lines defined 146 telephone keypad when in voice mail diagram 51 three beeps 10 time and date announcement setting from NexDial 83 setting from web interface TelOper 118 tranferring calls from NexDirector 105 transferring calls from a telephone 44 from NexDial 72 using the web interface TelOper 114 transferring calls with consultation from a telephone 44 from NexDial 75 from the web interface TelOper 114 trunk lines defined 146 two beeps 9 U URL of browser based call control program TelOper 110 user defined 148 Vv viewing the call logs from the desktop web interface TelOper 126
101. is mean This is known as a stutter dial tone It indicates that you have new messages in your voice mailbox You can have more than one voice mail box causing a stutter dial tone on you exten sion See the next question for details When I pick up my phone I get a beep beep beep tone instead of a steady dial tone but when I access my voice mailbox there are no new messages The phone you are picking up may have more than one extension associated with it and the new message or messages indicated by the stutter dial tone may be for one of these other exten sions Use the Announce Line and Extension Numbers sequence 8 to determine the physi cal line number and all extension numbers associated with the telephone being used then try accessing the voice mailboxes of any other extensions mentioned For example in the default configuration Ext 303 has both mailboxes 503 and 599 that cause stutter dial tones on its line 139 User s Guide Question Answer Question Answer Question Answer 140 Do I have to be at my computer to use the computer interface programs For dialing functions you have to be able to lift the receiver But you can control any phone if you have proper permissions You can access the Web browser page or NexDial or NexDirec tor from any computer on your network but will still need to log in using your usual exten sion number and password Also unless you have system admi
102. king the check box next to this legend With call waiting enabled while you are on a call if another call comes in it will generate a beep beep sound in the telephone The caller ID of the incoming call if you subscribe to caller ID from the telephone company will be displayed on the Incoming Call status area at the bottom of the NexDial window You can pickup the waiting call by clicking the Pickup button as described above under Pickup You can disable call waiting at your extension by click ing on the Call Waiting check box until there is no check mark Pressing the Do Not Disturb button will toggle the extension on and off line i e will toggle the extension from Accept Calls to the Do Not Disturb mode When in the Do Not Disturb mode the red Do Not Disturb legend will appear in the lower right hand region and the but ton will be red In this mode all calls will either go directly to voice mail or will go to the forwarded extension or will ring busy The extension will also be removed from any call distribution group for which it has been configured It will be returned to the call distribution group and begin accepting calls when in the Accept Calls mode grey button To forward the extension to another number enter the number in the edit box and click the adjacent button It should turn red with Forward To on the button Click the button again to cancel forwarding You can enter seven or more digit offsite numbers if yo
103. ld sequence Flash i e performing a hook flash followed by pressing the button on your telephone to toggle between your existing call and the call on hold Note If you are not on the phone and you leave a call on hold too long you will receive a short ring on your phone but when you pick up the phone no one will be there You can retrieve this call from hold using the Retrieve Call From Hold sequence 1 Two short beeps in your conversation indicates that you have a call waiting You can put the current call on hold and pick up the new call using the Pick up Waiting Call sequence Flash 3 You can then use the Swap Hold sequence Flash to toggle between the two Note that if you are done with your current call you can still use Flash 3 to pick up the incoming call The pre existing call you put on hold with the Flash 3 will disappear when the person you were talking to hangs up 1 If you program a sequence into a phone with speed dial and Flash is programmed as one of the keys in the pro grammed sequence the phone will automatically wait until the end of its own flash time before issuing the other keys in the sequence Therefore this 3 4 second blanking time is not a problem for flash sequences programmed into a speed dialer 2 This delay time is usually 45 seconds However the r
104. lephony Server System Administra tion Guide for details on user numbers 33 User s Guide Listen In Listen In 5 Listen in is the process of monitoring a conversation without notifying the participants You can also listen in screen voice mail in progress To listen into your own voice mail extension for example while someone is leaving you voice mail Pick up any phone or otherwise get an inside line dial tone Enter the Listen in sequence 5 Enter the number of your voice mail extension If prompted enter your password or a password with barge in privileges If your password is accepted you will be listening to the person currently leaving you a message ON SNE RS Be a If you want to Barge in take the call enter Flash The voice mail recorded up to that point will be saved the recording will terminate and you will be connected to the caller If your system administrator has given your account Barge in Listen in permissions you can also use the sequence described above to listen into other people s conversations while they are on the phone for quality control and monitoring purposes Check with your system administrator to see if you have Barge in Listen in permission Listen in and Barge in can be blocked on a line by the system administrator by setting the line as a Secure Line You do not need Barge in Listen
105. lick on NexPath TSP32 to highlight it then click on Configure The NexPath Configuration window should appear as shown below NexPath Configuration x omen Nexpath Server System Name rerpathi LineList ADD LINE __REMOVE LINE LINE m Line Properties Line Name Ext 301 Extension List ADD EXT REMOVE EXT Extension Properties Extension Password IV Check this box if you will be using the ACT Softwre product FIGURE 7 2 The NexPath TAPI 2 1 Configuration Window 132 Installing the NexPath TAPI 2 1 Service Provider Fill in your system name or IP address If you are using a system name it must be in the hosts file or published in DNS for it to work See Using your System Name rather than the IP Address on page 27 in the chapter Network Installation or the System Administration Manual for details Then click on Add Line click on the text area Line Name and type in a descriptive text name such as Ext 301 for your line delete the NewLine text unless you want this to be your line name Note Take care to enter the information correctly in the NexPath configuration window Errors such as invalid extensions or passwords can cause the Windows TAPI Server to repeatedly crash making it very difficult to recover Note The NexPath TSP can only be configured to connect to a single NexPath Telephony Server However it can be configured to support multiple extension
106. lick on the outside line extension button must be green or unused Your extension must be off hook and receiving inside dial tone Picking up a ringing call When a call is ringing the extension that is ringing turns white and blinks To capture the call to your exten sion click on the blinking white button You must be off hook and receiving dial tone at your extension to grab a call 106 Windows Desktop Tools NexPath Call Director Do Not Disturb To set the logged in extension as Do Not Disturb click the Do Not Disturb button at the bottom of the screen This button will turn red when in the Do Not Disturb mode To put the extension in the Accept Calls mode click the button again Disconnect a call To disconnect from the call you are on click the Disconnect button your extension must be off hook and connected to a call 107 User s Guide 108 CHAPTER 6 TelOper the Web Browser Desktop Interface In addition to the command sequences outlined in previous sections of this manual and the NexDial and NexDirector Windows programs you can control many of the functions of the NexPath Telephony Server from your desktop computer using your web browser if your computer meets the following criteria e Your computer is connected to the NexPath Telephony Server over a network which supports the TCP IP protocol e Your computer has Netscape Navigator 3 03 or Netscape Communicator 4 06 or Netscape 4 6 or later
107. llow voice mail to pick up then press 0 36 Telephone Operations Outside Lines Obtain an Outside Line 9 You will get an inside dial tone when you lift your telephone handset unless your extension has been spe cially set up otherwise Once you have an inside line dial tone to get an outside line 1 Pick up any phone or otherwise get an inside line dial tone 2 Dial 9 Note You will get a busy signal if you dial 9 and all of the outside lines connected to your system are busy Your NexPath Telephony Server can be programmed to block dialing specific area codes from specific phones or groups of phones If you try to dial an area code that has been blocked on the phone you are using you will be disconnected and hear an error message then get an inside dial tone On the other hand your system administrator can assign you your own set of area code lockouts and permis sions To override the area code lockouts on a particular phone with the area code permissions you have been assigned personally Pick up any phone or otherwise get an inside line dial tone Enter 3 The system will ask you for your password Enter your password If your password was accepted you will get a voice prompt and another inside dial tone Enter 9 After receiving an outside dial tone dial the long distance number desired DAunAwWN Check
108. lls The password is a valid four digit user i e voice mail password on the NTS Server The password must be the password of a user that owns or has permission to control the extension you have typed in the extension box The owner of an extension has permission to control it and any user with administrative privileges has permission to control any extension If you enter the password of a user that does not have permission to control this extension you will get a connection error Note will not be operational When a new configuration is activated using AdminTool on the NexPath Telephony Server the network connection will be terminated and restarted to all clients This will cause an error box to pop up on the clients running NexDirector Click Okay on this pop up and then either exit and restart NexDirector or select Tools gt Configure gt Okay to re login to the Server Otherwise NexDirector 96 Call Director Configuration x System Name or F System Name IP address Extension you are using peran Phone Ext a 4 digit voice mail password E Password Cancel FIGURE 5 1 NexDirector login dialog box Windows Desktop Tools NexPath Call Director NTS Server Configuration Issues Related to NexDirector NexDirector will display only the outside extensions or inside extensions that are included in the system phonebook Extensions are included or excluded from the system phonebook
109. losing password protection or perhaps for other reasons If your are using an inside extension that automatically seizes an outside line sometimes called assumed dial nine this sequence will disconnect from the outside line and return inside dial tone To disconnect from a call or to disconnect from an outside line and obtain inside dial tone without actually hanging up the phone 1 Enter the Disconnect sequence Flash 2 You will receive an inside dial tone 3 Enter a new command or the next number you want to dial 25 User s Guide Do Not Disturb See Accept Calls Do Not Disturb 26 Telephone Operations Help Help To get a summary of all commands listed here from your phone 1 Pick up any phone or otherwise get an inside line dial tone E 2 Dial the Help sequence 27 User s Guide Hold Put A Call On Hold Flash 1 Retrieve A Call From Hold Swap Between a Current Call and a Call on Hold Flash The NexPath Telephony Server can place up to three calls on hold at a time on any one extension The calls are place on a stack much like a stack of boxes or books The last call placed on the stack using is the first one retrieved when 1 is entered Calls place on hold at an extension can only be retrieved from that extension private hold If you want to place calls on hold to b
110. ls NexPath Call Director The tab that is displayed is remembered for each instance of the program see Configuration Management Multiple Views on page 101 below and stored in the Windows registry When you run the program at another time the same tab settings are presented for each instance of the program By clicking on the tabs you can select which type of lines and which group of lines you are viewing Click each tab to see each view Click to cycle through tabs NexPath Cali Director Ext 30 File Tools Help OutsideLines 4 InsideLines 1 InsideLines 2 4 gt only present if not enough room for all tabs VM VM 301 Onhook 501 306 Onhook 506 302 Onhook 502 30 Onhook 507 303 nhook 503 308 Onhook 508 304 Onhook 504 309 Onhook 509 305 Onhook 505 310 Onhook 510 Do Not Disturb Hold Disconnect FIGURE 5 5 Using Call Director Configuration Management Multiple Views You can have multiple views of NexDirector by opening several NexDirector windows Each window has its own login parameters to allow for different extensions or systems to be managed Additional logins are created using the Configuration Management dialog which is accessed at Tools gt Configure on the menu bar See Figure 5 6 on page 102 for an example of the Configuration Management dialog box 101 User s Guide For each Configuration there is a separate system name extension and password Settings for window
111. mount of time that is chopped off of the end of all voice mail messages If you find voice mail messages cut off at the end the CPC delay compensation factor may have been set too large Contact your system administrator Each extension can be assigned to ring at a different phone or group of phones depending on whether the system is in the Day mode or Night Mode Usually systems are configured so that calls placed to the operator ring at the operator s phone when the system is in Day mode but ring over the overhead PA speaker when the system is in Night Mode Individual extensions may be similarly con figured Day and night mode can be changed from the telephone keypad and from the web application TelOper as described in the Users Manual Individual extensions can be placed in either an Accept Calls mode or a Do Not Disturb mode When an extension is in Do Not Disturb mode calls placed to it will not ring the phone but instead will be sent directly to voice mail If the extension is part of a call distribution group incoming calls will be routed past any extensions which are in the Do Not Disturb mode and will go on to the next extension in the group The number an outside caller dials to get to a specific person or department Extension numbers are also used to access outside lines ring groups PA speak ers voice mail boxes speed dial numbers park orbits and automated attendants 145 User s Guide
112. ms solve this problem by requiring that you use special keys on their proprietary phones sometimes misleadingly called digital phones The problems with special phones are that they are expensive they only work on one system they become obsolete quickly and they often do not have other wise commonly available features such as speed dial On the NexPath Telephony Server you can signal the system that you want to do something special like put a call on hold while in the middle of a call by performing a hook flash then entering the command sequence for the operation desired Hook flashes are done by quickly depressing and releasing the hook switch on your phone or by pressing the flash key on your phone Note though that perfecting the art of performing hook flashes using the hook switch might take a little practice You must depress the switch for long enough to make it obvious to the system that you want to sig nal it but not so long that the system thinks you hung up A valid hook flash is accomplished by depressing the telephone hook switch for an interval of greater than 50 milliseconds and less than 1000 milliseconds a millisecond is 1 1000ths of a second so 1000 milliseconds is one second Some phones come with a Flash button which performs the hook flash function Nortel telephones label it the Link key Care must be used with some telephones that have this button however since they can issue a hook flash for a full 3 4 o
113. n park orbit or voice mail box by clicking on the extension park orbit or voice mailbox button to which you wish to transfer the call Your extension will go to inside dial tone when the call is transferred 105 User s Guide To transfer the call you are connected to into a park orbit click the park orbit button your extension must be off hook and connected to a call To retrieve a call that is in a park orbit click the park orbit button your extension must be off hook and receiving dial tone To transfer a call to voice mail you must first answer the call While connected to the call click on the voice mail box button to which you wish to transfer the call your extension must be off hook and connected to the call Your extension will go to inside dial tone when the call is transferred Retrieve a call from a Park Orbit To retrieve a call that is in a park orbit click the park orbit button your extension must be off hook and receiving dial tone and the park orbit button must have a call parked there as indicated by a red park orbit button A green park orbit button is empty Put a call on Hold To put the current call on hold click the Hold button at the bottom of the screen your extension must be off hook and connected to a call To retrieve the call click the Hold button again your extension must be off hook and receiving dial tone Seizing a particular outside line To seize a particular outside line c
114. n YM Send to VM Do Not Disturb Not Forwarded M Callw aiting Current Call Hold 1 Hold 2 Hold 3 Incoming Call Phone Book Exit FIGURE 4 4 NexDial Network Dialer Application User speed dial buttons Up to seven user defined speed dial numbers can be specified for use inside NexDial Use Edit gt Speed Dial 1 7 at the top of the NexDial window to set up the names and numbers to be associated with each speed dial button Whenever you are off hook and have dial tone you can click on any speed dial button and that number will be dialed for you When you are on a call clicking one of the speed dial buttons will transfer your call to that number 73 User s Guide Note User speed dial buttons created in NexDial are not the same thing as system speed dial extensions setup by the system administrator You can program a speed dial button to pickup a ring group by entering the group number a number between 0 and 9 in the Speed Dial Number box and clicking on the option box Group to pickup at the bot tom of the Edit Speed Dial dialog window The function buttons below the keypad The six buttons below the numeric keypad and the speed dial buttons allow complete call control from the desktop These buttons have the following functionality Hold If you are in the middle of a call e Pressing this button will push the current call onto the top of the hold stack This means that i
115. n that you are controlling next to your computer The password is a valid pass word on the NTS Server The password must be the password of a user that owns or has permission to control the extension you have typed in the extension box The owner of an extension has permission to control it and any user with administrative privileges has permission to control any extension If you enter the password of a user that does not have permission to control this extension you will get a con nection error If desired you can also specify the extension numbers of up to three voice mailboxes that will be moni tored If there is any unread voice mail in any of these voice mail boxes an indicator will flash indicat ing new messages The first voice mailbox in the list is the one that a call is sent to if the button Send to VM is clicked when a call is ringing in If you do not wish to be notified of any voice mail or send calls to voice mail these entries may be left empty The password you use must have access to voice mail boxes in order for the voice mail window to allow access Click OK when done 69 User s Guide 9 If you would like for the dialer to screen pop upon an off hook condition or upon an incoming call or display the caller name instead of the caller number Caller ID these options can be selected under the Tools gt Options menu amp NexPath Dialer Ext 301 File View Edit Tools Help Ortons xl IV Display call
116. ng 2 Press 6 and begin speaking at the recording prompt You have three seconds to say your name and then recording automatically stops 3 You can play your short name by pressing 5 make sure you are in the Main Menu as described in 1 Adding a voice mail distribution group 58 You can use the telephone keypad to add a voice mail distribution group to which you can distribute or for ward messages Only system groups i e groups created by the system administrator can be added using the telephone keypad See Voice Mail Distribution Groups on page 78 in the System Administration Guide for details on adding system groups User groups can be added using the Windows program NexDial See Adding and Using Voice Mail Distribution Groups on page 87 in this manual Voice mail distribution groups must first be added before they can be used to which to send messages Select which group you want to add as announced by the voice prompts Voice Mail The addition of a system voice mail distribution group makes it available for forwarding only in the current voice mail box Note You cannot forward or send messages to groups unless the group has been added for use by this voice mail box You can only add system groups from the telephone keypad System groups are created by the system administrator See Voice Mail Distribution Groups on page 78 of the System Administration
117. nistration privileges none of the operations that require a phone such as listening to your voice mail over the phone or using your speed dialer to dial a number will be accessible from any other phone but the one on your desk What do I do when I can t dial out from the Web browser First make sure you have a 9 at the beginning of your number then a before the area code if one is present If these are both present then it s possible that your problem is that you are not successfully seizing an outside line The 9 at the beginning of your number causes the NexPath Telephony Server to seize an out side line wait one second the dial the remaining digits If the system is running slow perhaps a lot of people are making conference calls then it may take more than one second to seize an outside line Try adding one or two commas after the 9 at the beginning of the number each comma creates an additional one second delay I cannot get my web browser to properly log into the NexPath Telephony Server What could be wrong First make sure you are using Netscape 3 03 or later or Communicator 4 04 or later browser version If you do not have DNS you must enter the system name in the Windows HOSTS file see next paragraph or your system administrator or you must use the IP address instead JavaScript and cookies must be enabled in the browser To be sure you have a good network connection try pinging the NexPath Telephony Serve
118. ntrol application 65 NexDirector call director program NexDir 93 Night mode defined 146 enabling from a telephone 23 enabling from NexDial 78 enabling from the web interface TelOper 122 numeric pager setting up from the telephone 57 setting up notification of new voice mail from NexDial 84 setting up notification of new voice mail from the web interface TelOper 118 O one beep or ring 9 on off on dial tone 49 operator dialing from the voice mail greeting 62 dialing the operator from a telephone 36 outside dial tone defined 146 outside lines defined 146 detailed description 37 P PA system making announcements through the 38 picking up calls ringing over the 11 page upon receiving voice mail setting up from NexDial 84 setting up from the telephone 57 setting up from the web interface Index TelOper 118 pager setup numeric pager notification of new voice mail from the telephone 57 from web interface TelOper 118 paging public address from a telephone 38 park orbit defined 146 detailed description 39 retrieve a call using NexDial 72 retrieve a call using NexDirector 106 retrieve a call using the telephone 39 passwords changing from NexDial 78 changing using the telephone 41 defined 147 detailed description 41 phone book maintaining with Windows program NexDial 89 page on the desktop web interface TelOper 123 physical lines defined 147 picking up a ring group from a telephone 43 from NexDial 7
119. o reverse sort order Voice Mail Box 501 Useri VMB z You have 1 unread messages and 2 that have been read Voice Mail Messages Date a Caller lt M T 7 Notes Short Name 2 sec Wed Nov 29 9sec Exten 323 Sales Call Tue Nov 14 20 10sec Exten 311 Tech support needs r 501 Nov 14 16 4 22sec Exten 311 Notes can be added for each voice message Play Delete Save Local more x Record Greeting Record Alt Greeting Record Short Name J Use Alt Greeting Copy To x Done Listen with computer Listen with phone FIGURE 4 5 The Voice Mail Window in NexDial 79 User s Guide Playing back a message To play a voice mail message on your computer select the Listen with computer radio button at the bottom of the Voice Mail screen Then select a message to play by clicking on it Then click the Play button and the audio player will pop up and play the message on your computer s multimedia system You must have an audio card and speakers installed for this function to work If you do not have multimedia or do not wish to listen with your computer you can click on the Listen with phone radio button and select a file to play Lift the telephone receiver of the extension NexDial is logged into and click the Play button You will hear the message being played on the telephone Note that the stan dard voice mail control buttons on the keypad do not work
120. o selector box e Phonebook page Name number selector box TelOper the Web Browser Desktop Interface Using the Phone Book page When you click on the Phone Book button a page similar to that shown below will appear y Netscape PhoneBook PopUp for Ext 300 Administrator _ 5 x Select the phonebook number or type in the name or number Time Service 767 2676 Name Time Service Company The Phone Company 4 Memo Call this number for the time of day Number 767 2676 Speed fs Clear Fields Dial Add Update Delete Entry Save PB Local File Name l Browse Upload PB Close Window FIGURE 6 7 A sample Phone Book page This pull down list at the top of this page can be used to select a phone number from either the system wide phone book which you cannot alter or your personal phonebook which you can alter The system wide phone book is handy in that you can select an entry from the list then either dial that num ber by pressing Dial button or use the entry as the starting point for creating a new entry of your own 123 User s Guide To create an entry in your personal phonebook fill in at least the Name and Number entry forms and then click on Add Update Your entry will be added to your pull down list Note that you can enter values in the Number field either from your keyboard or by clicking on the numbers displayed on the picture of
121. oice mail box with unread messages When an extension is connected to a call the originating extension or phone number is shown followed by a lt gt which indicates a connection followed by the destination extension or phone number A Dead Line indicates a non connected or possibly non functional outside line or an inside extension that has been off hook for a long time until the dial tone time out state has been reached The voice mailbox buttons will be blue if there are no unread messages and a light red color if the mailbox contains unread messages Controlling Calls NexDirector can be used to originate an inside call transfer a call to an extension park a call transfer a call to voice mail or capture a ringing extension All call control is accomplished with the left mouse button and your extension must be off hook NexDirector controls and transfers calls associated with the_controlling extension The controlling exten sion is the login extension as described in Establishing a network connection to the NexPath Telephone Server on page 95 All call control must be done with the controlling extension off hook Call An Extension To call an extension with your extension off hook and receiving dial tone simply click using the left mouse button on the extension button of the extension you wish to call Transfer A Call If you are connected to a call you can transfer the call to another extensio
122. onversation enter the Put Call on Hold sequence Flash 1 The caller will be put on hold and you will get an inside dial tone You can hang up call another party what ever To retrieve the call from hold pick up your phone or otherwise get an inside dial tone then use the Retrieve Call from Hold sequence 1 Question How do I transfer a call Answer You can e Doa blind transfer using Flash 4 then enter the extension number to which you wish to transfer the call e Doa transfer with consultation by entering the Set Up Transfer sequence Flash 5 which will put your caller on hold and give you an inside dial tone At this point dial the party you plan on transferring the call to and tell them that a call is coming then complete the transfer using the Complete Transfer sequence Flash 6 Note that if you can t reach the second party or they don t want the call you can retrieve the original caller by getting an inside line dial tone and using the Retrieve from Hold sequence 1 137 User s Guide Question Answer Question Answer Question Answer Question Answer 138 e You can put the caller in a park orbit using a the Blind Transfer sequence Flash 4 then transferring them to a park orbit 100 for example You can then page the person you want to have pick up the call by dialing
123. oth par ties may be a violation of local state and federal privacy laws It is the responsibil ity of the user of the NexPath Telephony Server when using features of the system to assure that they are in compliance with all applicable laws CHAPTER 3 Voice Mail The NexPath Telephony Server incorporates a complete integrated voice mail system essentially allowing each user of the NexPath Telephony Server to have his or her own answering machine Each user can be assigned his or her own voice mailbox Each voice mailbox can be associated with one or more normal voice extensions and is assigned its own unique extension number so that it can be dialed directly Voice mail boxes can also be created and utilized independently of any inside extensions Voice mail messages are stored in each mail box until they are specifically deleted by the user Messages continue to accumulate up to the maximum limits set for each mail box in the configuration set up by the system administrator See Voice mail on page 50 in the System Administration Guide for further details You can access your voice mail from any telephone either inside or outside your building by dialing your voice mail extension number or if the system is connected to a network by accessing your voice mailbox from a computer See Chapter 4 Windows Desktop Tools NexPath Dialer starting on page 65 and Chapter 6 TelOper the Web Browser Desktop Interface starting on page 109
124. ou are using Windows 95 first install Microsoft TAPI 2 1 by clicking on Start then Run then Browse and select the file Tapi2195 exe in the Release6 NexpathTapi2 1 Win95_ONLY subdirectory 129 User s Guide Note WARNING Do not run the Tapi2195 exe program on any system but Windows 95 Running this program on NT or Win98 will overwrite the Microsoft TAPI program with a version that will not work 130 Then install the NexPath TSP as follows Click on Start then Run then Browse and select the file setup exe in the Release6 NexpathTapi21 subdirectory of the Release 6 CD ROM Follow the prompts to install the program on your system After the NexPath TSP is installed you need to add it to the recognized service providers Click on Start then Settings then Control Panel to bring up the Control Panel file viewer Locate the Telephony icon in the control panel and click on it then select File gt Open to bring up the Dialing Properties dialog box Installing the NexPath TAPI 2 1 Service Provider 7 Click on the Telephony Drivers tab and the NexPath TSP32 should be visible as below Dialing Properties BEI My Locations The following telephony drivers are installed on this computer TAPI Kemel Mode Service Provider Unimodem Service Provider Add Remove Configure Cancel Apply FIGURE 7 1 Telephony Dialing Properties Window 131 User s Guide 8 C
125. phone keypad as defined in the Message Menu diagram above Figure 3 1 to pause resume skip forward 5 seconds jump back 5 seconds delete or proceed to the next or previous message Note After playback of the first message completes the second message will not start playing until you press to delete the message If you wait a few seconds after a message has completed you will get a voice prompt to help you with the key assignments the Next key 9 or the delete key 0 Forwarding a message to another mail box While playing a message or after a message has completed playing you can forward the message to another mailbox by pressing which to forward the message You can optionally record an introduction to this message The message plus introduction if recorded will be also be prefixed with your Short Name or your extension number as described below in Recording a short name on page 58 Complete your introduction or skip it by press ing the key You can also cancel the forwarding operation by pressing the key on the telephone key pad 4 then entering the mailbox extension number when prompted of the mailbox to If instead of entering a voice mail box you enter an inside extension number the system will forward the selected message to the voice mail box associated with that inside extension Forwarding a message to a group While playing
126. phony Server can drop out of the call Centrex lines are sometimes known by different names in other parts of the US Glossary CPC CPC Delay Day mode Do Not Disturb mode extension number Calling party control also known as line supervision or wink disconnect signal ling All of these terms refer to the brief interruption in the battery current on an analog line to indicate to connected equipment when a distant party has discon nected The CPC signal is required by the NexPath Telephony Server on inbound CO lines to prevent calls that are in the auto attendant or conferenced with other CO lines from becoming connected indefinitely even though the out side party has hung up Most if not all central offices in the US provide this sig nal but some channel banks analog line conversion from T1 digital lines do not NexPath does not recommend connecting the NexPath Telephony Server to channel bank or ISDN to analog equipment that does not provide the CPC sig nal The CPC delay is the time from when the caller actually has disconnected to when the central office sends the CPC signal The NexPath Telephony Server has a programmable CPC delay compensation adjustment to compensate for this time delay to eliminate long periods of silence at the end of voice mail messages This can be programmed by the system administrator See the System Adminis tration Guide for details The CPC delay compensation is merely a fixed a
127. r This can be done from a DOS window by typing the command ping followed by the system name or IP address You should get a response If you do not either TCP IP is not installed correctly or the network cable is not properly connected Remember that the NexPath Telephony Server only uses the 10BaseT net work connector RJ 45 phone jack style connector Frequently asked questions The HOSTS file on Windows 95 is located at Windows Hosts On Windows NT it is located at Winnt system32 drivers etc Hosts Make sure you are not trying to use the HOSTS SAM file or LMHOSTS These will not work The HOSTS file should contain at least two lines 127 0 0 1 localhost IFILL TIITLI nexpath Substitute your IP address for 111 111 111 111 and your NexPath system name for nexpath Also see Testing your network connection on page 26 in the chapter Network Installa tion of the System Administration Guide 141 User s Guide 142 APPENDIX A Glossary Accept Calls mode ACD auto attendant barge in Individual extensions can be placed in either an Accept Calls mode or a Do Not Disturb mode The Accept Calls mode is the normal mode of operation In comparison when an extension is in Do Not Disturb mode calls placed to it will not ring the phone associated with the extension but instead will be sent directly to voice mail If the extension is part of a call distribution group incoming calls will be
128. r NexDirector NexDirector can be used on any Win95 98 ME or WinNT 2000 system with a network card and TCP IP enabled NexDirector uses 2 4M of memory so it should run on most computers with fairly modest memory capacity NexDirector communicates with the NexPath Telephony Server using the TCP IP protocol and the local area network You must have TCP IP installed and configured with an IP address assigned to your Windows PC and an IP address assigned to the NexPath Telephony Server in order for NexDirector to be able to communicate with the NexPath Telephony Server Other network parameters must be programmed properly for the two systems to communicate See the the chapter Network Installation starting on page 21 in the System Administration Guide for details on network setup Installing the NexDirector program Note If you are upgrading a previous version of NexDirector it is not necessary to uninstall the previous version before installing the new version The old executable will be overwritten and the registry entries created or copied automatically by the InstallShield program 94 1 Insert the NexPath Telephony Server Release 6 CD ROM in the Win95 98 ME or WinNT 2000 system from which you want to run NexDirector 2 Click on Start then Run then Browse and select the file setup exe in the Release6 NexPathCallDirec tor subdirectory of the CD ROM Follow the prompts to install the program on your system Windows Desktop Tool
129. r system e Password protection provided for all voice mail access e Personal greetings can be recorded for each extension e 64 kilobits per second digitization storage and playback gives your messages unsurpassed clarity e 30 port simultaneous voice mail access capability e Support of the VMWI FSK voice mail waiting light e An Automatic Call Distribution ACD system e Allows calls to be directed to a group such as sales rather than just to an individual e Multiple overlapping distribution groups with priority settings e Custom reassurance messages and hold music while the caller is waiting in the hold queue Other features include e Integrated TCP IP LAN for network control and administration e System administration is performed using standard Web browser Netscape or Internet Explorer software running on any desktop computer e Control of any extension can be performed either from a telephone from the Windows programs NexDial or NexDirector or from a Netscape Web browser software running on any desktop com Introduction puter e Complete backup via LAN command and retrieval of the backup file via ftp e A completely open network API NexPath Simple Computer Telephony Protocol N SCTP for custom application development and 1st and 3rd party call control Voice prompts and error messages available for all telephone operations A public address output for announcements speaker ringing and background music A musi
130. rations Hold e Puta Call On Hold Flash M e Retrieve a Call From Hold H e Swap Between a Current Call and a Call on Hold Flash Hook Flash to Central Office Line Centrex CLASS Flash 9 Inside Line Disconnect from CO line Flash Line and Extension Numbers e Announce Line and Extension Numbers 8 Listen in Screen Voice Mail See warning below e Listen in to a call or voice mail in progress 5 e Barge in after listening Flash Operator e Dial the Operator 0 Outside Lines e Obtain an Outside Line 9 Paging e Default extension number for paging 111 Park Orbits e Default park orbit extension numbers 100 110 e Transfer to a park orbit Flash l4 Passwords e Enter Password B e Change Password 4 47 User s Guide 48 Pick Up e Pick Up Ring Group 0 e Pick Up Any Ringing Phone 0 0 e Pick Up Ringing Speaker og Transferring Calls e Direct Blind Transfer Flash l4 e Set Up Transfer Flash 5 e Complete Transfer Flash l6 a This feature must be enabled for the Central Office line you are using with Admin Tool See The NexPath Telephony Server System Administration Guide b WARNING Listening in to a conversation without the consent of one or b
131. reated It is recorded using the logged in telephone extension as is common on the NexPath sys tem If this recording is not created then the group will not be added The user should be aware of all groups that are added in his or her mailbox and make sure that audio clips for his or her personal groups are descriptive and distinguishable from other groups in the list Once groups have been added or created whether system groups or user defined groups messages can be forwarded to groups using NexDial via the Copy To button on the Voice Mail page Groups to forward messages to are listed in the selector box along with the other voice mail boxes on the system Ext 501 voice mail groups J Sales Edit Staff Add New Add System Delete Done PAE FIGURE 4 9 Voice Mail Distribution Groups Windows Desktop Tools NexPath Dialer Edt croup Mail boxes in group Add Member 501 Useri YMB 506 User YMB 507 User VMB x Delete Member Record Name FIGURE 4 10 Editing a user voice mail distribution group Personal Phone Book The NexDial program can be used to maintain a personal phone book This phone book is stored on the NexPath Telephony Server and so is available at any client workstation The phone book is unique to the individual user identified by the secret password that is used to log in The phone book is accessed from the main NexDial window by clicking the Phone Book b
132. ric pager notification of new voice mail The numeric pager settings setup screen is accessible from the voice mail window under Configuration gt Paging Parameters and appears as follows Message Pager Settings Record Greeting Record Copy fic Intra ol FIGURE 4 7 Numeric Pager Notification for Voice Mail 84 Windows Desktop Tools NexPath Dialer There is an edit box for entering your pager number It is not necessary to enter a 9 to seize an outside line pagers are assumed to be outside numbers but you must enter a 1 if is it required to dial the number In addition to the pager number you can set the separator character and a pager delay for fine tuning the inter face to a paging service The separator character is sent to visually separate the caller ID of the caller leav ing voice mail from the voice mail box number and the number of unread messages to assist in readability It defaults to a and is displayed as a on many pocket pagers You can change this to none or Note The Nexpath system in the current software release does not support pagers that have a voice menu and require additional digits to be entered to select numeric paging or require PIN numbers to be entered The pager delay is the number of seconds of delay before sending tone information after connecting to the pager service Some pager services are not prepared to accept the touch
133. rk orbit the called party can answer the call anywhere in the building Calls in park orbits receive hold music if enabled for the line and external hold music is supplied to the sys tem A call is placed in a parking orbit in the same way that it is transferred to a regular inside line extension To put a call in a parking orbit 1 While connected to the party enter the Blind Transfer sequence Flash 4 2 Enter the desired park orbit extension number 3 If your transfer was successful you will hear a prompt telling you that the call was transferred and the caller will be put on hold If the park orbit you dialed is busy you will get a busy tone and be reconnected to your caller To announce that the call is on hold over the PA system Get an inside dial tone Dial the paging extension configured for your system the factory default is extension 111 Make your announcement BQ Hang up To retrieve a call from park orbit 1 Pick up any phone or otherwise get an inside line dial tone 2 Dial the desired park orbit number 39 User s Guide Note Calls left in a park orbit too long will cause a reminder ring a single short ring to be sent to the originating extension every 45 seconds Your system administrator will reserve a specific set of consecutively numbered extensions as park orbits 1 This is the factory default reminder ring delay time Your system administra
134. rnate greeting To set your Standard Greeting or Alternate Greeting You can choose between two greetings for your voice mail box This is useful if you have a regular daily greeting and a different greeting when you are out of the office The Set Normal Alternate greeting key 2 toggles between these modes To set you standard or alternate greeting do the follow 1 Get into voice mail for your extension as described above and assure you are in the Main Menu by hit ting 2 Press 2 to toggle the greeting mode between standard and alternate The system will announce the set ting Standard or Alternate It will stay in this mode until you hit 2 again from the Main Menu Note If you have not recorded your own personal Standard or Alternate greeting then the system standard greeting will be used The person you dialed is not available Accessing your voice mail from an outside line To access your voice mailbox from outside your facility 1 Dial your company and wait for your system to pick up 2 During your company s auto attendant greeting dial your voice mail extension number as assigned by your system administrator Or if your company phone is generally answered by a receptionist have the receptionist transfer you to your voice mail box extension 3 During the playing of your greeting press the key on your
135. rt over on the button assignments because the telephone sys tem configuration has changed significantly This can be done by resetting the button assignments To reset the button assignments to the defaults in the current Telephone System configuration select Tools gt Reset Button Assignment on the menu bar and confirm by clicking Okay in the confirmation dialog box Resizing the Window You can resize the window of each instance of NexDirector as follows Position the mouse at the edge of the display window until the cursor changes to a double arrow Depress the left mouse button and while holding the button down drag the window to the size you want NexDirector will force the window size to be the next smallest size that contains an even multiple of buttons so that no buttons are cut off You can also set the window size indirectly by specifying the number of rows and columns of buttons using the dialog box at Tools gt Options on the menu bar See Configuration and Setup on page 99 Activity and Status The extension assigned to each button is located immediately below the button The following colors are used to indicate status e Green Inactive e Red Busy or occupied i e in use e Red and Blinking On Hold e Yellow Do Not Disturb mode e Black Dead Line e White and blinking Ringing 104 Windows Desktop Tools NexPath Call Director e Blue voice mail no unread messages e Light Red v
136. s NexPath Call Director 3 Once installed start the NexDirector program by clicking on Start then Programs then NexPath Call Director then NexDirector 4 When you first run NexDirector an error box appears indicating that there are no configurations set up yet Click OK on this dialog box then go to the NexDirector file bar NexDirector will be small and located in the upper left hand portion of your desktop and select Tools gt Configure A blank Configu ration Management dialog box appears Click on Add and you are prompted to add a new configura tion You can choose any name you wish to identify this configuration no embedded spaces then click on OK At this point a Call Director Configuration dialog appears where you can enter the net work and login parameters See the next section Establishing a network connection to the NexPath Telephone Server on page 95 for details on entering these parameters 5 After you enter the parameters and click okay the Configuration Management screen re appears as shown in Figure 5 6 on page 102 It now has the configuration you just created Click on this configu ration to highlight it and then click on Logon After a few seconds you should be logged into the Nex Path Telephony Server with a view of the inside line extensions and mailboxes In the future when you start the NexDirector program these settings will be remembered and the program will automatically log you in if you hav
137. s one for Steve and one for Steve Sampson You can remove the extra entry by selecting it from the pull down list then clicking on Delete Entry You will receive an error message if you attempt to modify or delete entries from the system wide phone book By specifying a Speed number to be associated with an entry you will create a speed dial button back on your Control page The number you enter in the Speed box determines the order in the list of buttons that 1 If you use an entry from the system wide list as a starting point you will need to change at least the Name field before you will be able to save any modifications 124 TelOper the Web Browser Desktop Interface the entry will be located A one places the speed button at the top larger numbers place it towards the bot tom To remove a speed dial button from your Control page select the entry associated with the speed dial button as it appears in the phonebook remove the speed dial number from it then click on Add Update It is possible that over time you may generate a long list of entries in your personal phonebook If so you can make a copy of your personal phonebook to your computer by clicking on Save PB Local By applying a normal text editor to the file you saved you can see that the personal phonebook file is a pipe separated list where I is the pipe character You can edit or otherwise revise your personal phonebook file perhaps by dumping the
138. s on a given NexPath system 10 11 12 13 14 15 Then click on Add Ext and click in the text area Extension Properties delete the 0 and type in your extension number such as 301 Click on the Password text box and type in a valid NexPath system password such as the default for mailbox 501 1001 Click on the checkbox for ACT if you are using ACT Carefully check your settings and click on OK at the top and then Close to close the Dialing Properties window If any settings are incorrect or there is a problem with the network there may be a long delay 60 sec onds or more and you will get a network or NexPath TSP error The NexPath TSP contacts the Nex Path Telephony Server via the LAN so the LAN TCP IP interface must be functional for the TSP to function Installation is now complete You are now ready to use Microsoft TAPI programs for dialing numbers 133 User s Guide Using the NexPath Telephony Service Provider TSP with other programs Programs such as the Microsoft Dialer Programs gt Accessories gt Phone Dialer on Win98 ME and WinNT and Programs gt Accessories gt Communications gt Phone Dialer on Win2000 Outlook Gold mine and ACT are TAPI compliant so they allow calls to be dialed using these applications with the Nex Path TSP installed You should consult the documentation for these programs on how to select the address and line to work with the NexPath Telephon
139. sent to the pager To announce your numeric pager number do the following 1 Get into voice mail for your extension as described above and assure you are in the main menu by hit ting 2 Press 7 the Change Pager Number key either during or after the announcement of the number of messages in your mailbox to announce your pager number 3 Press any key but 0 or to return to the Main Menu in voice mail To delete your current pager number do the following 1 Get into voice mail for your extension as described above and assure you are in the main menu by hit ting 2 Press 7 the Change Pager Number key either during or after the announcement of the number of messages in your mailbox 3 Then enter 0 to delete the current pager number and disable paging To enter a new pager number do the following 1 Get into voice mail for your extension as described above and assure you are in the main menu by hit ting 2 Press 7 the Change Pager Number key either during or after the announcement of the number of messages in your mailbox 3 Then press to enter a new pager number and terminate the entry with a key If your pager number is a long distance 10 digit number then you must precede it with a 1 The system does not automatically add a 1 to 10 digit numbers After
140. ser groups exist System groups can be added from the Voice Mail window by selecting Configure gt Voice Mail Groups on the menu bar User groups can be created and added using the same procedure System distribution groups must be first created by the administrator using AdminTool Then the system group can be added to the choice of possible groups to each voice mail box System groups may be added to the group distribution choice from either the telephone keypad or using NexDial System groups cannot be changed or edited User created groups can only be created and added to a given mail box using NexDial The group creation function is not available from the telephone keypad However once created and added user groups can be utilized for forwarding messages from the telephone keypad Distribution groups created by a user are pri vate to that user and are not available for other users 87 User s Guide 88 All voice mail distribution groups whether system or user have associated with the group a short audio announcement that enunciates a descriptive name of the group This audio announcement is used only from the telephone keypad to identify each group so that the user can select one for forwarding messages If the user creates his or her own local group then he or she must also record a brief audio announcement of the group name This recording for user distribution groups is created from the same dialog box where the group is c
141. standard or alternate greeting from NexDial 82 from the telephone 55 setting up numeric pager notification from NexDial 84 from the telephone 57 from the web interface TelOper 118 standard greeting 55 use of telephone keypad when in 51 Voice Mail Alert pop up on the web browser interface TelOper 116 red indicator on NexDial program 77 voice mailbox full 56 155 User s Guide 156
142. t two callers will remain con nected to each other and you will receive an inside dial tone 6 Dial the number of the next party you wish to conference in 7 Upon reaching your third party enter the Add To Conference sequence Flash 8 You will be con nected to all three callers 8 You may hang up at any time and leave the conference active The conference will end when no more inside lines are involved in the call Note You can obtain a conference circuit before calling your first party by skipping step 1 above 22 Telephone Operations Day Ringing Night Ringing Enable Day Ringing 0 Enable Night Ringing 4 1 The NexPath Telephony Server has two modes of operation that affect both the ringing of all extensions and the auto attendant Day Mode day ringing and Night Mode night ringing Each extension can pro grammed to ring at different lines or groups of lines when the system is switched from Day Mode to Night Mode For example an extension may be programmed so that calls placed to it ring one particular phone when the system is in Day Mode but ring all the phones in an entire ring group when the system is in Night mode so that anyone left in the building can pick it up The auto attendant may also have a Day Mode program and a Night Mode program A different message and set of choices may be presented to the caller depending on whether it is during regular
143. the voice announcements are recorded as part of the message so the settings only take affect on future voice mail messages Similarly your numeric pager settings can be changed In addition to the pager number you can set the sep arator character and a pager delay for fine tuning the interface to a paging service The separator character defaults to a and is displayed as a on most pocket pagers This assists in readability to separate the caller ID from the voice mail box number and the number of unread messages currently in the mail box You can change this to none or Note The Nexpath system in the current software release does not support pagers that have a voice menu and require additional digits to be entered to select numeric paging or require PIN numbers to be entered The pager delay is the number of seconds of delay before sending tone information after connecting to the pager service Some pager services are not prepared to accept the touch tones DTMF tones as soon as a connection is made It may be necessary to use this delay to make the paging work properly When the pager entry is blank or none numeric paging is disabled Note Pager services are notoriously unreliable due to both equipment variations on receiving paging requests and antenna coverage and blackouts when inside buildings etc You may find that occasionally paging requests are sent by the NexPath Telephony Ser
144. the voice mail box where it is recorded to identify the extensions in the dial by name auto attendant This is the person in charge of administering the system that is adding or remov ing users assigning users extension numbers and passwords and changing other system parameters as needed Please refer to the NexPath Telephony Server Sys tem Administration Guide for more details on what the system administrator can and cannot do 147 User s Guide 148 user VMWI In this manual the term user is used to describe someone who has been assigned an account on the system by the system administrator i e someone who has been assigned a password an extension number a voice mailbox etc A particular user is identified by the system via his secret password Visual Mail Waiting Indicator the light on compatible telephones that indicates if there is unread voice mail The VMWI standard for voice mail lights is also called the FSK technique see the FSK definition in this glossary and refers to a signalling technique for controlling the voice mail light with low speed modem like tones Telephones that are caller ID compatible that have a voice mail indi cator are almost universally VMWI compatible since both signalling techniques are in the same Bellcore standard Index A Accept Calls mode defined 143 enabling from a telephone 13 enabling from NexDial 76 enabling from the desktop web interface TelOper
145. ther mail box using the web interface 120 FSK defined 146 G greeting listen to your voice mail greeting 55 recording using a telephone 54 recording using NexDial 81 recording using the web interface 120 setting the standard or alternate greeting from NexDial 82 from the telephone 55 groups creating and using voice mail distribution groups NexDial 87 H help announcing the command sequences over a telephone 27 announcing the use of the telephone keypad when in voice mail 54 151 User s Guide hold performing hold operations from NexDial 74 performing hold operations from NexDirector 106 performing hold operations from the web interface TelOper 113 placing a call on hold from a telephone 28 retrieving a call using a telephone 28 swapping hold from the web interface 113 on a telephone 29 hook flash defined 146 detailed description 8 sending toa CO line 30 I initiating a conference from atelephone 22 from NexDial 75 from the web interface 115 inside dial tone defined 146 inside lines defined 146 detailed description 31 L line numbers announcing over a telephone 33 listen listen to your voice mail greeting 55 listen in defined 146 performed from a telephone 34 screening voice mail from NexDial 75 logs viewing the call log from Windows programs NexDial 91 viewing the call logs from the desktop web interface TelOper 125 152 M mailbox full 56 N NexDial Windows desktop call co
146. tone Enter 3 The system will ask for a password 1 2 3 Enter your password 4 If your password was accepted you will get a voice prompt and another inside dial tone 5 Perform the operation desired Note that instead of hanging up you can finish one operation and start another by using the Disconnect sequence Flash To change your password 1 Pick up any phone or otherwise get an inside line dial tone 2 Enter the Change Password sequence 4 The system will ask for the old password 41 User s Guide 3 Enter your old password The system will ask for the new password 4 Ifthe old password was valid and the new password was accepted you will get a voice prompt saying the password has been changed Note Some passwords are reserved for system use only You will get an error message if you attempt to use the Change Password sequence 4 to change your password to one of the reserved passwords 42 Your system administrator is in charge of assigning all passwords and permissions In addition to allowing you to access your voice mail and perform basic telephone operations your system administrator can assign you permission to e Change the system mode from Day Mode to Night Mode and back again e Override the area code lockouts in place on a particular phone with your own set of area code permissions and lockouts
147. tones DTMF tones as soon as a connection is made It may be necessary to use this delay to make the paging work properly When you have entered your pager settings click on Save to stored them on the NexPath Telephony Server Numeric paging is disabled when the pager number is saved as a blank entry which will display as none Note Pager services are notoriously unreliable due to both equipment variations on receiving paging requests and antenna coverage and blackouts when inside buildings etc You may find that occasionally paging requests are sent by the NexPath Telephony Server but not successfully delivered to your pager Some voice mail systems automatically send three requests to be sure of delivery The NexPath system does not do this at present but it is under consideration 85 User s Guide Email Notification You can use NexDial to configure notification by email when you have new voice mail The configuration screen is accessible from the Voice Mail window under the menu bar Configure gt Email Parameters and appears as follows E IT A Email Parameters 100 1 1 1 123 i FIGURE 4 8 Email Notification for Voice Mail 86 Windows Desktop Tools NexPath Dialer Note The Configure gt Email Parameters selection will be grayed out and will not be accessible if email notification has not been enabled for this voice mailbox Contact your system administra
148. tor fr Announce Caller ID off Pager Delay Jo seconds Ghange Pager Settings Change Voice Mail Settings Sets the pager number to be called Sets whether the time and date and or the caller when you have new voice mail ID is announced at the beginning of messages Email Settings Email address go mydom com V Attach Voice Mail File to E Mail Email Host f201 1 2 24 I Delete Voice Mail File after sending E Mail Change Email Settings Sets the email parameters to send you email when you have new voice mail FIGURE 6 5 A sample voice mail page 117 User s Guide Your user name is listed at the top of this window Below it is a pull down list of all voice mailboxes to which you have access For most people this will be a list with only one entry so clicking on it will not actu ally bring up any more entries Setting message pager and email parameters At the bottom of the Voice Mail page you can set whether you want a voice announced time and date at the beginning of each voice mail message or if you want the caller ID announced at the beginning of each mes sage or both See Figure 6 5 above Select Announce Time of Day on or off and Announce Caller ID on or off Then click on Change Voice Mail Settings to submit it to the NexPath Telephony Server A confir mation box will appear to ask if you are sure and the voice mail window will refresh if the submit was suc cessful Note that
149. tor can alter this time 2 The factory default is to use extension numbers 100 to 110 as the system s park orbits though your system administrator can alter this 40 Telephone Operations Passwords Enter Password 3 Change Password 4 Passwords are required for a number of the operations described in this chapter as well as for accessing voice mail Each user is assigned a unique password When you enter your password you identify yourself to the system This allows the system to block unauthorized users from forwarding your calls retrieving your voice mail for example Note The factory default configuration is for all passwords to be four digits long Once you enter a password the system will know who you are and you will remain under password protec tion until you hang up This means that any further operations you may want to perform which require a password can be done without re entering a password If you attempt to perform an operation which requires a password and you have not already gone under password protection the system will prompt you for a password If this happens enter your password at the prompt to complete the operation You will then be under password protection from then until you hang up the phone In addition you can also go under password protection by doing the following Pick up any phone or otherwise get an inside line dial
150. tor to enable email notification for your voice mailbox if the setup screen is not accessible Enabling email notification must be done in AdminTool by an administrator Fill in your email address and the IP address of your mail server You can use the system name if DNS has been enabled on the NexPath Telephony Server and you have DNS service Unless you have the services of a network expert who is very familiar with DNS setup and mail hosts you will have fewer configuration problems if you use the IP address of your mail host Note It may be necessary to provide the NexPath Telephony Server with a DNS server IP address and a Domain Name in order for email to work with certain mail hosts such as with Linux RedHat 6 0 and later The reason for this is anti spamming protections in mail host software e g sendmail that will not allow a connection from a client unless it provides a fully qualified domain name in the protocol interchange In order for the NexPath system to provide a domain name both DNS and Domain Name must be programmed See the the chapter Network Installation starting on page 21 in the System Administration Guide for details on setting the network parameters Adding and Using Voice Mail Distribution Groups Groups may be added to each voice mail box so that voice mail messages can be distributed copied or for warded in one operation to multiple mail boxes In the NexPath Telephony Server both system groups and u
151. trieving the call in Hold 1 will move a call from Hold 2 to Hold 1 Shows the same information as the Current Call line above but shows it for the call placed in the bottom of the hold stack Retrieving the call in Hold 1 will move a call from Hold 3 to Hold 2 Shows either the extension number of an incoming call or if the call originated outside the building Caller ID information if available You can use this information to decide whether or not to take the call 77 User s Guide Voice mail If you have new unread voice mail the VOICE MAIL button will turn red in the lower left hand corner of the NexDial window while there are unread voice mail messages You can press this button to pop up a separate window to review your voice mail messages Do Not Disturb The words Do Not Disturb will flash in red whenever your extension is in the Do Not Disturb mode Setting Day Night Mode If you have Day Night Mode permissions you can set the NexPath Telephony Server Day or Night mode Select Tools gt Day Night from the NexDial menu bar Click on the radio button for the mode you wish to set the click OK to change the Day Night mode setting Click Cancel to cancel any changes and keep the Day Night mode the same Changing your password To change your NexPath Telephony Server password select Tools gt Chg Password from the NexDial menu bar Enter your old four digit password and your new four digit password then click OK Note t
152. u may want to save important voice mail messages on your local computer because you will eventually run out of room in your voice mailbox on the system To review your voice mail greeting click on the message entitled Personal greeting in the message win dow and then click the Play button You can re record your greeting by clicking on the Record Greeting button and following the prompts You can copy a voice mail message from your mailbox to someone else s To copy a message record an introductory message using the Record Copy to Intro button if you have not already done so then select the message you want to copy use the pull down list at the bottom of the screen to select the mailbox to which you want to send the message then press the Copy Message To button Your copy to intro mes sage will automatically be added to the beginning of all copied messages so you should record something like This message was forwarded from lt your name gt s mailbox You can record and re record your copy to intro message as many times as you want so theoretically it can be tailored for each user as each mes sage is sent In the current version of the software copying a voice mail message to another mail box using TelOper will not trigger email notification for the destination mail box Note When recording your Copy to Intro or your Greeting you can terminate the recording by hitting any key on the keypad or by simpl
153. ur extension has Offsite Forwarding permissions A leading 9 is not required but you must enter a 1 if your telco requires it See your system administrator for details Windows Desktop Tools NexPath Dialer Voice Mail Phone Book The voice mail button located at the lower left hand corner of the screen will turn red if there is unread voice mail in one of the voice mail boxes setup in the Tools gt Configure screen When button is clicked a separate voice mail window will pop up that allows you to review and manage your voice mail See the next section Voice Mail Access from NexDial for details This button allows you to maintain a personal phone book on the Nex Path Server See Chapter 2 Telephone Operations for further information on using various telephone system call control features Status information Status information for your extension is shown below the ten buttons including Current call Hold 1 Hold 2 Hold 3 Incoming call Shows who called whom in the current call For incoming calls from outside the building Caller ID information is displayed if available Shows the same information as the Current Call line above but shows it for the call placed at the top of the hold stack This call can be retrieved by getting inside line dial tone and pressing the Hold button Shows the same information as the Current Call line above but shows it for the call placed in the middle of the hold stack Re
154. ut the second caller on hold and retrieve the first caller or finish your call with the second caller hang up or disconnect using Flash then pick up and retrieve the first call from hold using 1 Frequently asked questions Question Answer Answer Question Answer Question Answer Question Answer When people call my extension my phone doesn t ring Instead their calls go to my voice mail When I call them back they say they heard my phone ring but I didn t pick up What s going on If your phone is equipped with a switch to turn the ringer on and off check it and make sure that the ringer is turned on If the ringer is on but the phone still won t ring you may have your extension in the Do Not Disturb mode Change the mode to Accept Calls as described on page 13 Sometimes when I m in the middle of a conversation I hear two beeps What does this mean This is the call waiting indicator meaning that another caller is calling You can put your exist ing call on hold and pick up the new call or let the new call go to voice mail By the way one beep would be a reminder that you have another call on hold and three beeps would indicate that someone else has barged into your conversation by using the Barge In sequence 2 When I pick up my phone I hear a beep beep beep tone then a steady dial tone What does th
155. utton at the bot tom of a page Each phone book entry can be added edited or deleted by using the buttons at the bottom of the page The phone book can be sorted alphabetically on a given column by positioning the mouse cursor at the top of the chosen column and clicking the left mouse button Click again and the column is re sorted in reverse order The phone book can be down loaded to the local system or uploaded from the local client system by select ing the File button on the menu bar as shown in the figure below 89 User s Guide 90 By applying a normal text editor to the file you save locally you can see that the personal phone book file is a pipe separated list where I is the vertical bar or pipe character You can edit or otherwise revise your per sonal phone book file perhaps by dumping the contents of an existing contact manager program such as Act into the file and using either Notepad or Excel to maintain the file The file should be stored as a text file and each field should be separated by the I character amp Personal Phone Book A ioj x File Edit Save Local Load Local Exit 650 555 4455 408 555 1234 408 235 8916 Select option 1 RG71234 o Jones Company Bob Smith XYZ Company Sales NexPath Corporation Time Service Pac Bell Click on any column to sort on that column Edit Add Delete Dial Disconnect E m
156. ver but not successfully delivered to your pager Some voice mail systems automatically send three requests to be sure of delivery The NexPath system does not do this at present but it is under consideration 118 TelOper the Web Browser Desktop Interface You can use TelOper to configure notification by email when you have new voice mail The parameters are entered at the bottom of the Voice Mail window Note The Email settings will not be accessible if email notification has not been enabled for this mail box Contact your system administrator to enable email notification for your voice mail box if the setup parameters are not accessible Enabling email notification must be done in AdminTool by an administrator Fill in your email address and the IP address of your mail server You can use the system name if DNS has been enabled on the NexPath Telephony Server and you have DNS service Unless you have the services of a network expert who is very familiar with DNS setup and mail hosts you will have fewer configuration problems if you use the IP address Dialing Method for Call Back You can select the method for dialing the person that left you a voice mail message First click on the mes sage that has the caller ID you wish to re dial then click on the radio button for the method of dialing you wish to use This may be 1 dialing where a 1 will be prefixed to the 10 digit number or 10 digit dialing where the 10 d
157. will get a dial tone time out message after 90 seconds Similarly once you start dialing a phone number or command sequence if you wait more than 15 seconds between digits the system will give you a keypad dialing time out message and then return you to an inside line dial tone Also if you make a call to another inside line and get a busy signal and then forget to either hang up or otherwise disconnect from the call you will get a busy signal time out message after 60 seconds Often the first thing you do after picking up your phone is dial 9 to get an outside line Once you do this however the NexPath Telephony Server stops trying to interpret all key presses except hook flashes as described in the beginning of this chapter Not all commands start with hook flashes however so it is important to know how to get back to inside line dial tone The easiest method is to hang up for a second or two and then pick your handset again Another way is to wait until the phone company decides that your phone has been off hook too long and disconnects you This is similar to leaving a phone off hook too long at home but instead of hearing silence and then the loud beep beep beep that the phone company usually puts out the NexPath Telephony Server detects this condition hangs up the outside line and returns you to an inside line dial tone Yet another method is to disconnect from your current call is to use the Disconnect sequence Fl
158. with your system administrator to determine the area code lockouts and permissions in place in your system Note Each inside line can be programmed by your system administrator to seize a different group of outside lines when 9 is dialed You can seize a particular outside line by dialing the outside line extension number 37 User s Guide Paging Public Address If your system is connected to a PA system your system administrator can configure one extension per card as the paging extension When you dial this extension you will be connected to the PA system and can make announcements For example Jim Williams please dial 455 To make an announcement 1 Pick up any phone or otherwise get an inside line dial tone 2 Dial the paging extension number 3 Begin speaking 4 Hang up when done 1 The factory default number for the paging extension is 111 An external amplifier is required not supplied 38 Telephone Operations Park Orbits Calls on the NexPath Telephony Server may be put on hold such that any caller can pick them up This type of public hold is called a park orbit Park orbits are essentially a special type of extension one which does not ring anywhere and anyone can pick up Park orbits are useful in a company where a call must be put on hold and a PA Public Address system is available to notify the called party to pick up the call By putting the call in a pa
159. wn the handset by entering Flash You can also transfer the current call using the Blind Transfer sequence Flash 4 or the Set Up Transfer and Complete Transfer sequences Flash 5 and Flash 6 respectively 2 Take the most recent call which was placed on hold off of hold by entering the Retrieve Call From Hold sequence 1 Hang up or transfer this call Take the next call off of hold by entering the Retrieve Call From Hold sequence 1 5 If necessary hang up or transfer this call and take the first call which was placed on hold off of hold by entering the Retrieve Call From Hold sequence 1 ee 6 When done hang up 29 User s Guide Hook Flash the Central Office Line Centrex and CLASS features Hook Flash the Central Office Line Flash 9 You can send a hook flash to the central office line rather than have the hook flash interpreted by the Nex Path Telephony Server This is only useful if you have Centrex lines or CLASS features such as three way calling enabled on your outside lines Note The ability to hook flash a Central Office line can be enabled or disabled on a CO line by CO line basis in the NexPath Telephony Server This feature must be enabled with the administration software in order for the sequence to work Otherwise the sequence is ignored To send a hook flash
160. y Server For example when you are running the Microsoft Phone Dialer click on Tools gt Connect Using to bring up the Connect Using dialog box Select the line and extension in the Line and Address selector boxes respectively that you configured above in the installation process to configure the MS Phone Dialer to dial using the NexPath system The display should appear as below amp Phone Dialer File Edit Tools Help Number to dial eee dial m Connect Using 21 x Di ac f i 1 2 m Address GHI JK 4 5 ao ba oe P u V Use Phone Dialer to handle voice call requests from other programs Cancel a Line Line Properties FIGURE 7 3 Configuring the Microsoft Phone Dialer to use the NexPath Telephony Server TAPI interface Note that numbers are dialed with the telephone ON HOOK for TAPI calls This is different than calls placed with NexDial which are done off hook The telephone extension that you configured for TAPI will ring when the call is placed 134 Installing the NexPath TAPI 2 1 Service Provider For outside calls the call that is placed will roll over to voice mail if voice mail is configured for this exten sion if the calling extension is not picked up within the time out time usually 20 seconds For inside calls the call will be disconnected if the calling extension is not picked up within 10 seconds Note The
161. y hanging up The check boxes at the bottom of this screen allow you to select whether to playback of messages is per formed through your computer or through your telephone Playback through your computer uses the browser s built in audio playback capabilities so this will only work if your computer and browser are already able to play audio files Alternately you can play messages over a telephone by clicking the Listen with telephone check box The telephone used will be the one associated with the extension you logged in with 1 The amount of time you are allowed for messages in your mailbox is set by your system administrator 120 TelOper the Web Browser Desktop Interface Normally the NexPath Telephony Server updates this screen as soon as a new message is completed If you think you have a new voice mail message but it does not appear in the list of messages click the Reload button at the bottom of the screen to update the screen contents Alternately you can close this window by clicking on the Close Window button at the bottom of the screen System Information The button labelled with a key in the Control page is the System Information button Clicking on it brings up a window similar to the following Ye System Information Netscape Change Password New Password Confirm New Password l Change Password Day Night Mode Day Ringing Night Ringing Save Current Settings Clicking the
162. you have more control of the call progress monitoring You may also want your system administrator to create a custom automated attendant which is used as an exit extension in place of your voice mail box This will allow you to play customized messages to a caller before fowarding off site to prepare the caller for delays and to allow the caller the option of going directly to voice mail Speed dial extensions and exit extensions must be configured by your system administrator 17 User s Guide Note An extension can only be forwarded once Call forwarding for your extension will remain in effect until you cancel call forwarding To cancel call for warding 1 Pick up any phone or otherwise get an inside line dial tone 2 Enter the Cancel Forwarding sequence 3 3 Enter your extension number 4 If prompted enter your password or a password with administrator privileges 5 If your password was accepted you will be notified that call forwarding has been cancelled 6 Hang up 1 You will not be asked for a password if you entered it to enable some other command and have not hung up since then 18 Telephone Operations Call Waiting Enable Call Waiting 4 Pick up a Waiting Call Flash Swap Between a Current Call and a Call on Hold Flash Cancel Call Waiting 5 When call waiting is enabled for your extension
163. you will hear two beeps in your conversation when you are on the phone and a new call comes in When you hear these two beeps you can decide whether to put your current caller on hold and take the new call or continue talking to your current caller and depending on how you extension is set up let the new caller go to either your voice mail get forwarded or be disconnected You can eliminate call waiting beeps from your conversations by disabling call waiting for your extension To enable call waiting at your extension Pick up any phone or otherwise get an inside line dial tone Enter the Enable Call Waiting sequence 4 Enter your extension number If prompted enter your password or a password with administrator privileges If your password was accepted you will be notified that call waiting has been enabled N R S Hang up If you enable call waiting for your extension and you are on the phone when another call comes in you will hear two short beeps in the middle of your existing call You can press 3 to put the current call on hold and answer the new call or you can ignore the new call and let it go to your voice mail Note that if you pick up the incoming call you can use the Swap Hold sequence Flash to toggle between the two calls 1 Your caller will not hear these beeps only you will 2 You will not be asked for a password if you have already entered it once to enable some other command and you

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