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Avaya BCM 2.0 FAX User's Manual

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1. Paddy s Dance Studio fax mailbox 5813 Press DE or to end the recording Accert name 7 Press OK or to accept the recording RETRY FLAY DE or press FLAY or to listen to the recording or press RETR or 2 to re record your name 8 Press to end the session CallPilot Fax Set Up and Operation Guide 12 Chapter 1 About CallPilot Fax Checking which mailbox interface you use CallPilot supports two interfaces Norstar Voice Mail and CallPilot Use this procedure to check which mailbox interface you use then follow the procedures in the guide that apply to the interface you use Some procedures apply to both interfaces To check which mailbox interface you use 1 Press 6 9 8 1 Follow the voice prompts or the display button options to open your mailbox 2 Check the display to see which interface you use EB new B saved e zu PLAY FEC ADMIN This is the Norstar Voice Mail interface Ho messages This is the CallPilot interface COMF MBOX Ex zl 3 Press to end the session P0919426 02 13 Chapter 2 Setting up CallPilot Fax About the Fax properties Note If you use Business Communications Manager 2 5 before you set up fax properties use Unified Manager to e enable the fax software authorization code assign voice channels to fax Refer to the Business Communications Manager 2 5 Programming Operations Guide for details Th
2. To record a greeting Frimars Greeting FEC PLA HEAT Record greeting RETRY OK er Accert greeting RETR PLAY DE Frimars Greeting FEC PLA HEAT 1 Press 2 P B 1 Follow the voice prompts or the display button options to open the Fax On Demand mailbox If you use the CallPilot interface e Press 8 2 to open the Greetings Options menu e Go to step 3 If you use the Norstar Voice Mail interface e Press ABMIM or e Press GREET or Go to step 3 Press REC or 1 Press DE or f to end the recording Press DE or f to accept the recording Or press PLAY or 1 to listen to the greeting Or press RETE or 2 to rerecord the greeting To record an Alternate Fax On Demand mailbox Greeting press HEAT or B and follow the instructions that appear on the display Press to end the session CallPilot Fax Set Up and Operation Guide 32 Chapter 3 Setting up Fax On Demand mailboxes Changing a Fax On Demand mailbox You can change any property of a Fax On Demand mailbox except the mailbox number To change a mailbox number you must delete the mailbox and add a new Fax On Demand mailbox Refer to Adding a Fax On Demand mailbox on page 28 If you want to change a Fax On Demand mailbox Use to see page CallPilot Manager change the mailbox name change the
3. Return to Menu Part No P0919426 02 CallPilot Fax Set Up and Operation Guide RTEL NETWORKS CallPilot Fax Set Up and Operation Guide Copyright O 2001 Nortel Networks All rights reserved 2001 The information in this document is subject to change without notice The statements configurations technical data and recommendations in this document are believed to be accurate and reliable but are presented without express or implied warranty Users must take full responsibility for their applications of any products specified in this document The information in this document is proprietary to Nortel Networks NA Inc The software described in this document is furnished under a license agreement and may be used only in accordance with the terms of that license The software license agreement is included in this document Trademarks NORTEL NETWORKS is a trademark of Nortel Networks Microsoft MS MS DOS Windows and Windows NT are registered trademarks of Microsoft Corporation All other trademarks and registered trademarks are the property of their respective owners P0919426 02 Contents 3 Contents Chapter 1 About CallPllot Fak iiiasassuu seu ERR ARARRARRRARRARRARR AR RRER RA 5 vici d M HER ELT h ie eas eee NUT E 5 Who cen use FAK usut eus xr E uhr RAW PRuer RE PE EIER RE dq WEE dea 5 What you NGOC Id KNOW Sus su RENEE EE ERE CERE rd 5 Learning abot FAX uscuconaead deed quesca qeasedeaxeeux ides
4. maximum number of faxes e number of retry attempts interval in minutes between retry attempts selection ID of each fax e size in message minutes of each fax Directory report Shows which mailboxes are Fax On Demand CCR Tree Usage report Shows which nodes are Fax On Demand mailboxes and when they were accessed Fax Usage report For Fax On Demand mailboxes shows e Fax On Demand requests e date and time of faxes e document number requested delivery fax number e CLID of callers For more information about CallPilot reports refer to the CallPilot Manager Set Up and Operation Guide CallPilot Fax Set Up and Operation Guide 10 Chapter 1 About CallPilot Fax About telephone buttons This table shows the Nortel Networks Business Series Terminal buttons Use the buttons that pertain to the type of telephone you use M7100 M7208 M7310 M7100N M7208N Button name T7100 T7208 T7316 M7324 M7310N M7324N Feature Feature Fx Handsfree Bottom right hand Handsfree Handsfree button Hold ws Hold as Volume Control GT sp at Release T Ris k Sod You can enter e Feature or Fx and the code to use a feature For example press 9 8 t to access your mailbox The T7100 works differently from other telephones on your system because it does not have line buttons Where othe
5. system storage is full If there is no space available it still answers calls but disconnects the call when it discovers there is no space left Retry limit for Fax Overflow mailboxes If the retry limit is reached for a fax message the message is automatically sent to the General Delivery Mailbox You can open the General Delivery Mailbox and forward the fax messages to a fax machine connected to the system Check the General Delivery mailbox regularly You can set up Off premise Message Notification to notify you when a message is received in the General Delivery Mailbox For more information about the General Delivery Mailbox refer to the CallPilot Manager Set Up and Operation Guide CallPilot Fax Set Up and Operation Guide 8 Chapter 1 About CallPilot Fax CallPilot Fax features You can set up other CallPilot Fax features that maximize your company s fax efficiency e assign a subscriber an Express Messaging Line as a private fax line e create Fax Group Lists to send group fax messages e add Fax On Demand functionality to CCR Trees e generate CallPilot reports to check how fax is set up and how frequently fax is accessed on your system About the Express Messaging Line You can assign an Express Messaging Line to a Subscriber mailbox Any fax calls sent to the Express Messaging Line bypass the Automated Attendant The system detects the calling fax machine s fax tone and the fax message is immediately sent to the subscr
6. 18 Changing a Fax Overflow mailbox 00 000 ee 20 Deleting Fax Overllow Mailbox 3 5 4 0 suc Rr Se wea Rr eee 21 Gresdng a Fax Group LIE 2223225292289 44 ERR eed eda dowd eee ered dad UE RE 22 Sending a Fax Group message 6 00 e eee tes 24 CallPilot Fax Set Up and Operation Guide 4 Contents Chapter 3 Setting up Fax On Demand mailboxes sues 27 About Fax On Demand mellbidxes 2zszacecczeXPARCXYTXTRT TXR4A444d Beda 27 Adding a Fax On Demand Mailhost iussea obe s RR m x Race RR Sr mar dap EORR OR ORO 28 Recording a Fax On Demand mailbox greeting liliis 30 Changing a Fax On Demand mailbox leslie 32 Choosing a Fax On Demand call method 0 000 eee ene 33 Setting how many fax messages callers can request unnu anaana 33 Adding a fax message to a Fax On Demand mailbox aeaaea 34 Deleting a fax from a Fax On Demand mailbox 0 ae 35 Adding a Fax On Demand mailbox to a CCR Tree ee 36 Chapter 4 Troubleshootng Fax cosccar a a E es 37 Poems SNE oras qup zo a Rs dc de OC E Ro REID PEDE rabo doped po af Chapter 5 Fax configuration UPS acria e RIDE RE EIER ETE EISE ELA EYE 39 Using CallPilot Fax for a small business 0 00 cece eee nes 39 A Fax On Demand mailbox setup iusesase hr RRERERRRRRRRRR RR RR RR 39 Using Fax Mail to receive faxes 0 00 eee eee 39 A Fax Overflow mailbox setup 000 ees 39
7. Class of Service change whether the mailbox is displayed in Company Directory change the spoken name 32 e change the outdial type change the number of fax delivery retries change the interval between fax delivery retries 9 8 ft change the mailbox greeting 30 change the call method 33 e change how many fax messages callers can request 33 e delete a fax message 35 a fax machine add fax messages to the mailbox 34 telephone To change a Fax On Demand mailbox 1 Start CallPilot Manager 2 Click the Mailbox Administration heading The Mailbox List page appears 3 Click the Change link for the mailbox you want to change The page for the mailbox appears Modify the properties you want to change Click the Submit button P0919426 02 Chapter 3 Setting up Fax On Demand mailboxes 33 Choosing a Fax On Demand call method For each Fax On Demand mailbox you must choose whether the call method is the one call method or the two call method One call method the fax message transmits during the original call e the caller must use the telephone at a fax machine to call the Fax On Demand mailbox the caller pays for any long distance charges that are incurred Two call method the caller provides the fax telephone number that the fax is delivered to the caller can call from any touchtone telephone e the fax can be sent to any fax machine the fax message transmits in the second ca
8. Glossary 47 Greetings Fax On Demand mailbox Greetings can be recorded in Primary and Alternate Languages These greetings provide a list or a description of the faxes available from the Fax On Demand mailbox Home node The Home node is the first node a caller goes to on a CCR Tree Initializing a mailbox Preparing a mailbox to receive messages This includes changing a mailbox default password and recording a Company Directory name Language CallPilot software is available in Primary and Alternate languages Mailbox A storage place for messages on the CallPilot system Mailbox number length The number of digits allowed in a mailbox number The mailbox number length ranges from two to seven digits Mailbox properties Optional parameters in addition to the Class of Service values Mailbox properties are Include in Company Directory Alternate extensions Express Messaging Line Call Screening Message Waiting Notification and Outdial route Non voice introduced fax message A fax message without an introductory voice message Off premise Message Notification A CallPilot feature you can program to call you at a telephone number extension or pager to let you know that you have a voice or fax message Option A CallPilot choice given to a subscriber through voice or display prompts PBX A PBX Private Branch eXchange is the electronic equipment that controls the operation of a telephone system and provides many call co
9. and press 4 then enter the Fax On Demand mailbox password and then press 4 Press 1 Press again to add a fax message Enter the Fax On Demand selection identification number The Fax On Demand selection identification number must be a unique number that is a maximum of eight digits The number cannot start with O or 9 Press amp Press START SEND on your fax machine when you are prompted to The CallPilot session ends when the transmission is complete P0919426 02 Chapter 3 Setting up Fax On Demand mailboxes 35 Deleting a fax from a Fax On Demand mailbox You can change or view a fax selection number using a telephone If you delete a fax selection number the fax message associated with the fax selection number is deleted from the Fax On Demand mailbox To delete a fax from a Fax On Demand mailbox 1 Fax nDemancd 2 FARES ADMIH ix faxes 3 ACD CHHG BLIT Select lt x gt 4 UPDATE DEL MEAT Select deleted 5 Press Ce Q BJA Follow the voice prompts or the display button options to open the Fax On Demand mailbox Press FASES or f Press CHHG or 2 If you want to view the fax selection numbers press NEXT or If you know the number of the fax message you want to view enter it now or if you want to delete the fax message associated with the fax selection number shown press DEL or 7 J To
10. buttons 10 Telephone interfaces 12 CallPilot 12 Norstar Voice Mail 12 Troubleshooting fax 37 P0919426 02
11. cover page select the Default Cover Page option e if you want to use a custom cover page select the Custom Cover Page option and in the Load Custom Cover Page From box type the location of the file you want to use or click the Browse button and navigate to the file For more information on the custom cover page refer to Creating a custom cover page on page 16 9 Click the Submit button You can set up the system extension with a fax overflow mailbox for improved performance Refer to Adding a Fax Overflow mailbox on page 18 P0919426 02 Chapter 2 Setting up CallPilot Fax 15 Changing the Fax properties You can change any of the Fax properties at any time To change the Fax properties 1 Start CallPilot Manager Click the Configuration heading Click the Fax Properties link The Fax Properties page appears Make the changes you require to the Fax properties Click the Submit button CallPilot Fax Set Up and Operation Guide 16 Chapter 2 Setting up CallPilot Fax Creating a custom cover page The fax image file you use for a custom fax cover page are a single page that is 8 5 x 11 inches 215 mm x 280 mm a two color black and white TIFF file with CCITT Group 3 1d Fax Compression with normal not reversed bit order of two possible image resolutions 204x98 normal resolution or 204x196 fine resolution blank in the middle third of the page This area is used by CallPilot for
12. cover page information such as To and From depending on the type of information being printed on the fax You can create a custom cover page if you have Imaging for Windows on your computer On Windows95 Windows98 and WindowsNT Imaging for Windows is sometimes called Wang Imaging On Windows Me and Windows2000 Imaging for Windows is sometimes called Kodak Imaging To convert an image to a custom cover page 1 A OQ o Oo OC 11 Create or find the image you want to use as a custom fax cover page The image can be a GIF TIF JPG BMP or PCX Click the Windows Start button point to Programs point to Accessories and click Imaging Imaging for Windows appears Open the graphic you want to use as a cover page On the File menu click Save As The Save As dialog box appears Select the folder in which you want to create the new image From the Save as type list box select TIFF Document tif Click the Save button On the Page menu click Properties The Page Properties dialog box appears with the Color tab displayed Click the Black and White option Click the Compression tab and from the Compression list box select CCITT Group 3 1d Fax Click the Resolution tab and from the Resolution list box select Custom set X to 204 e set Y to 98 for normal resolution or 196 for fine resolution P0919426 02 Chapter 2 Setting up CallPilot Fax 17 12 Click the Size tab and from the Size li
13. d dada wu addis 6 About Fax Answering escas cR ba dee be RR GRE Oe eRe ERA E LEGE 6 AOO PRX Mall sexos pree6rborntERA GG Rep RA AOR PL ERRCRC OR duedE CR RR 6 Abg Fax OD ESI 314 seus pound NR ata dria dora e Oodd te dH qe dew ede 6 About Fax OverlloW iosaua elas ieaae cused cea eH Ree RARE RA RAE EAE RE TRE 7 Storage limit for Fax Overflow mailboxes lessen 7 Retry limit for Fax Overflow mailboxes aravannnnnnnnnere ee F SE GE Lures qure DeReiPbRertuc4aAsReF Red GR REPRE P EX REG C RP 8 About the Express Messaging Line 000 eee 8 About Fax Group Lists 30252 cevuc deus isses beni SEa ce G4 Fekk ike de whee 8 About adding a Fax On Demand mailbox to a CCR Tree uuuun 9 About CallPilot repor cccdicee sued Xs eire ARE donasi Nnt dA SENER 9 About telephone buttofig uus sesso eu eh meer xem to RR ER EORR canes 10 Erst S DEDE SEE TESE 11 Checking which mailbox interface you use 1 2 iles 12 Chapter 2 Setting up CallPIlIgE Fax iicoacacuelbesarlcssteR ne E ERR REC PP ERST 13 About th Fax POPES iuda reci RXN OE RR OERR ERR C XPRTNWG ECRRRCREO 13 Seng the Fax POPES iuga dace dace wa bg Re YR ARR d EH ear dde RP ER 14 Changing the Fax properties icsscccuuauuue exu zr gxere ex DRE AURA RUE D HR Ra 15 Creating custom cover page os 45 cl ecu nakke RR ee Ra mA AR m Ed 16 Uploading a custom cover page usus ounce need a doe URGE d URGE ROC RR 17 Adding a Fax Overflow mailbox 0 cece tees
14. system you must specify the telephone number of the fax machine and the line or line pool You can add a maximum of 125 fax machine members to a Fax Group List To create a Fax Group List Start CallPilot Manager Click the Mailbox Administration heading Click the Group Lists link The Group Lists page appears From the list box select Fax and click the Add button The Group List Properties page appears If you want to record a spoken name for the Fax Group List click the Voice button The page you can record from appears If you do not want to record a spoken name for the Fax Group List go to step 12 In the Connect to box type the extension number or telephone number you are using to record from For a local extension just type the extension number For a telephone number that is not a local extension type the sequence of digits that dial the telephone number from the voicemail system For example you might need to dial 9 the area code and then the telephone number Click the Record button The telephone rings Pick up the handset Do not use Handsfree After the tone record the name of the Fax Group List After you finish recording click the Stop button To listen to the recording click the Play button or to save the recording click the Save button P0919426 02 Chapter 2 Setting up CallPilot Fax 23 11 12 13 14 15 16 17 18 19 Click the Close button and replace your teleph
15. update a fax message you must use a fax machine telephone For information about loading or updating fax messages refer to Adding a fax message to a Fax On Demand mailbox on page 34 or Deleting a fax from a Fax On Demand mailbox on page 35 Press to end this programming session CallPilot Fax Set Up and Operation Guide 36 Chapter 3 Setting up Fax On Demand mailboxes Adding a Fax On Demand mailbox to a CCR Tree To make a Fax On Demand mailbox accessible from a Custom Call Routing CCR Tree add a Mailbox node to a CCR Tree Assign to the Mailbox node the mailbox number of the Fax On Demand mailbox This mailbox gives callers single digit access to a Fax On Demand mailbox For more information on CCR Trees refer to the CallPilot Manager Set Up and Operation Guide To add a Fax On Demand mailbox to a CCR Tree 1 2 Start CallPilot Manager Click the Custom Call Routing heading The CCR Tree Administration page appears Click the Change link for the Tree you want to add an Information Mailbox to The CCR Tree Properties page appears Click the Mailbox link for the Tree The CCR Mailbox Node Properties page appears From the Assigned Key list box select the key you want callers to press to access the mailbox In the Mailbox box type the mailbox number of the Fax On Demand mailbox From the Destination list box select where you want callers to go after they access the Fax On Demand mailbox e Previous
16. 6 7 38 Mailbox name Class of Service Display in Directory Spoken name Outdial type Line Pool Fax retries Fax interval Delivery method One call Two call Maximum number of faxes 1 2 3 4 5 6 7 38 A caller can request a maximum of 8 faxes A mailbox can store as many faxes as space permits CallPilot Fax Set Up and Operation Guide 44 Fax programming record Fax Group Lists Group List leading digit 901 999 Spoken name Display name 1 16 characters Group List members Name Fax machine telephone number 1 30 digits Route The Group List leading digit can be changed from the default of 9 during system initialization P0919426 02 45 Glossary ATA An Analog Terminal Adapter is a product such as the Nortel Networks ATA2 that connects an analog device such as a single line telephone or a fax machine to your system ASM An Analog Station Module connects up to eight analog devices such as single line telephones or fax machines to your system Automated Attendant The CallPilot answering service that answers incoming calls with a Company Greeting plays a list of options to a caller and performs call routing functions in response to caller selections Call method How a fax message from
17. Before you send a Fax Group message the fax you want to send must be in your mailbox and you must have created the Fax Group List For how to create a Fax Group List refer to Creating a Fax Group List on page 22 Make sure the Group List contains all the fax machines that you want to include To send a Fax Group message Norstar Voice Mail datet Faxil lt lt lt STOP gt gt gt End of message COPY ERASE HEAT Cory fax MBO OTHE Record Intro VES HO box DIF GJIT GList name OPTS cc SEND Hz8 delivered Another cory VES QUIT 1 10 11 Press 6 9 BJA Follow the voice prompts or the display button options on your telephone to open your mailbox Press FLAY or 2 or press 6 to play the current message until you find the fax message you want to forward The date received and the Fax ID number appear on the display Press COF or 5 Press MBOX or 1 J to forward the fax message to another mailbox Press HO or 2 Do not record an introduction because Fax Group List recipients do not hear voice introductions Enter the Fax Group List number Press SEHD or or press OFTE or 3 or press CE to send the message to another recipient to send the fax message to assign message delivery options This display appears briefly to show that the message is de
18. Demand mailbox Greeting prepare a greeting for each Fax On Demand mailbox In your greeting describe the documents available and tell callers how to retrieve them If you use an alternate language on your system record the Fax On Demand mailbox Greeting in the alternate language An example of a greeting for a one call method Fax On Demand mailbox is Hello You have reached Paddy s Dance Studio fax information hotline If you are calling from a fax machine telephone you can receive information on class schedules and prices registration forms and upcoming special events To receive class schedules and prices press 1 To receive registration forms press 2 To receive information about upcoming special events press 8 After you have entered the required numbers press Start on your fax machine An example of a greeting for a two call method Fax On Demand mailbox is Hello You have reached Paddy s Dance Studio fax hotline You can receive information on class schedules and prices registration forms and upcoming special events To receive class schedules and prices select document 1 To receive registration forms select document 2 To receive information about upcoming special events select document 3 Enter the telephone number of the fax machine you wish to have the faxes sent to If you are calling from outside the 403 area code include your area code P0919426 02 Chapter 3 Setting up Fax On Demand mailboxes 31
19. GET RE EE RE py eee aa 40 Chapter 6 Fax programming record cse snsuu e m Rx ERROR Eu xA een we 41 co e cp Ma 45 INDEX RE EEE qux wed cans 49 P0919426 02 Chapter 1 About CallPilot Fax This guide leads a System Administrator through setting up CallPilot Fax and is an ongoing reference aid What Fax is Fax is a CallPilot option that enhances your office communications by providing incoming and outgoing fax capability With Fax callers can send and retrieve fax messages as easily as they send and retrieve voice messages To use Fax on your system you must enable a Fax software authorization code Contact your vendor if you want to trial or purchase Fax For information on enabling a keycode refer to the CallPilot Manager Set Up and Operation Guide Who can use Fax Fax can be used by any outside caller or mailbox owner in your company Away from the office Fax can be used from any touchtone telephone At the office Fax can be used from any Business Series Terminal or touchtone telephone connected to a CallPilot system Callers who use a rotary dial telephone cannot access Fax What you need to know To set up and operate CallPilot Fax you need to know e how to use Nortel Networks Business Series Terminals See About telephone buttons on page 10 for information on using telephone buttons and the CallPilot Reference Guide for information on telephone displays e how to initialize a mailbox See Initializing
20. a Fax On Demand mailbox is sent to a caller There are two call methods one call and two call In the one call method the fax message is sent to the caller in the original call In the two call method the fax message is sent in a second call from CallPilot to the number that is specified by the caller Class of Service A Class of Service COS defines the values for the special features of a mailbox When you add a mailbox you choose a Class of Service that provides the level of service appropriate for the subscriber A mailbox cannot be added without a Class of Service Company Directory An internal list of the names of subscribers with initialized mailboxes designated to appear in the directory Custom Call Routing CCR Tree Call paths that give callers options to direct their own calls Defaults The parameters preset for CallPilot Dialing Translation A CallPilot feature that converts digits to be dialed into acceptable call routing information Dialing Translation is required to use the two call method with Fax On Demand mailboxes Directory number length The number of digits in a CallPilot extension and mailbox number This number can be from two to seven digits long CallPilot Fax Set Up and Operation Guide 46 Glossary Display A one or two line screen on a display telephone that shows CallPilot commands and options Display buttons The three buttons that appear below an two line display Callers c
21. a mailbox on page 11 for specific information e which mailbox interface you use See the Checking which mailbox interface you use on page 12 for information on how to check which interface you use e how to start CallPilot Manager and use the CallPilot Manager interface For information see the CallPilot Manager Set Up and Operation Guide e how to set up Custom Call Routing CCR For information see the CallPilot Manager Set Up and Operation Guide CallPilot Fax Set Up and Operation Guide 6 Chapter 1 About CallPilot Fax Learning about Fax CallPilot Fax includes e Fax Answering e Fax Mail e Fax On Demand e Fax Overflow About Fax Answering Fax Answering lets outside callers send faxes to the main site telephone number Fax Answering is available even if you do not have the Fax option installed on your system With Fax Answering a fax call that arrives through the Auto Attendant or CCR transfers to a specified extension The extension is usually a fax machine connected by an Analog Terminal Adapter ATA or an Analog Station Module ASM About Fax Mail Fax Mail lets callers leave a fax message in a subscriber mailbox The subscriber can print the fax message on a fax machine Callers can leave a voice message to introduce the fax document About Fax On Demand With Fax On Demand callers can retrieve documents stored in Fax On Demand mailboxes You can create a Fax On Demand mailbox to make a collection of faxes
22. ailbox collects any incoming fax messages that arrive while the fax machine is busy CallPilot Fax Set Up and Operation Guide 40 Chapter 5 Fax configuration tips Fax Tips Use these tips to maximize your Fax efficiency You can print a fax from a Fax Overflow mailbox at another fax machine If a fax machine for a Fax Overflow mailbox is out of order for an extended time you can print the stored fax messages on another fax machine connected to the system To print the fax messages change the extension number of the Fax Overflow mailbox to the extension of a working fax machine After you print the stored fax messages change the extension number back to that of the original fax machine so you do not miss any incoming fax messages For information about setting the extension number of a Fax Overflow mailbox refer to Changing a Fax Overflow mailbox on page 20 You can increase subscriber mailbox storage space for fax messages Subscriber mailboxes store fax messages and voice messages in the same message space The amount of space available is determined by the mailbox Class of Service If a subscriber expects several fax messages you can change the mailbox Class of Service to allow more message space You can use Off premise Message Notification to notify you of fax machine problems If a fax message goes to the Fax Overflow mailbox and the retry limit is reached the message is sent to the General Delivery mailbox You can
23. an press these buttons to select specific CallPilot options Display options The choices that appear on the two line display Callers can press dialpad buttons to select specific options DTMF Dual Tone MultiFrequency The type of audio signals that are generated when you press the buttons on a touch tone telephone Extension A number used to reach a designated telephone The extension length can be between two to seven digits Fax Mail Fax Mail lets a caller leave a fax message in a Personal mailbox The fax messages can later be retrieved by the mailbox owner and printed on a fax machine Fax On Demand mailbox A Fax On Demand mailbox is a CallPilot mailbox that lets a caller retrieve fax messages stored in CallPilot Fax Overflow mailbox The Fax Overflow mailbox is a CallPilot mailbox for a fax machine If the fax machine cannot answer an incoming fax call CallPilot answers the call and stores the fax message in the Fax Overflow mailbox Later when the fax machine is ready to print CallPilot sends the stored fax message to the fax machine Fax telephone A fax machine that can be used to make voice telephone calls Feature code A unique three digit code used to access CallPilot features and options General Delivery Mailbox One of the two Special Mailboxes that hold messages for individuals who are not assigned a Subscriber mailbox The other Special Mailbox is the System Administrator Mailbox P0919426 02
24. available to callers A Fax On Demand mailbox has a greeting that plays to callers and a collection of fax messages each with a document number Callers hear the mailbox greeting and can select a fax document by its assigned number You create the Fax On Demand mailbox and give it to the department The department creates the password records the greeting and maintains the fax documents Callers can access a Fax On Demand mailbox e from the Auto Attendant by mailbox number or directory name lookup e from Feature 980 Leave Message or Feature 986 Transfer Caller to Mailbox e through Custom Call Routing as either a Home node or a Mailbox node P0919426 02 Chapter 1 About CallPilot Fax 7 About Fax Overflow With Fax Overflow you can set up a Fax Overflow mailbox If your fax machine cannot answer an incoming fax call CallPilot answers the call and temporarily stores the fax message in a Fax Overflow mailbox When the fax machine is ready to print CallPilot sends the stored fax messages to the fax machine If CallPilot cannot send the fax messages on the first attempt it tries to send the documents several more times The number of retry attempts can be from 1 to 99 Between each retry attempt CallPilot waits a specified amount of time The interval of time can be from 1 to 60 minutes Storage limit for Fax Overflow mailboxes A Fax Overflow mailbox does not have an explicit storage limit It accepts new messages until the
25. e Fax properties are System extension The system fax extension lets callers use the autosend feature on their fax machines to send faxes to the CallPilot system The Automated Attendant recognizes the fax tone and transfers fax calls to the system extension fax machine for printing The system extension must be a valid extension The system extension is not assigned by default Connect the fax machine to either an extension equipped with an ATA or an extension on an ASM The system extension is available even if no Fax options are installed at your site The other properties are available only if you have installed the corresponding fax options System name The system name is a text name up to 16 characters long The system name can be a company name a department a location or any other name The name transmits to external fax machines at the beginning of fax messages The system name is also printed in the fax machine s log files Number of retries The number of retry attempts is the number of times that the System tries to print faxes It is also the number of times the System tries to deliver faxes forwarded to an external fax machine The number of retry attempts range from 1 to 99 The default number of Fax System retry attempts is 3 If a fax message s reaches its retry attempt limit CallPilot stops trying to send the message and generates a non delivery notification message The messages that are not sent are shown in the no
26. ension number of the Fax On Demand mailbox From the Mailbox Type list box select Fax On Demand Click the Submit button The Fax On Demand Mailbox page appears In the Last Name box type the last name of the Fax On Demand mailbox The name can be a maximum of 16 characters From the Class of Service list box select a Class of Service Select the Display in Directory check box if you want the Fax On Demand mailbox to be listed in the Company Directory If you want to record a spoken name for the mailbox click the Voice button The page you can record from appears If you do not want to record a spoken name for the Fax On Demand mailbox go to step 17 In the Connect to box type the extension number or telephone number you are using to record from For a local extension just type the extension number For a telephone number that is not a local extension type the sequence of digits that dial the telephone number from the voicemail system For example you might need to dial 9 the area code and then the telephone number Click the Record button The telephone rings Pick up the handset Do not use Handsfree After the tone record the name of the Fax On Demand mailbox After you finish recording click the Stop button To listen to the recording click the Play button or to save the recording click the Save button Click the Close button and replace your telephone handset The page you record from closes and you return to t
27. he Fax Overflow Mailbox page From the Outdial Type list box select Line Pool or Route If you use line or pool type the line or pool number in the Line Pool box Refer to the CallPilot Manager Set Up and Operation Guide for information about preventing unauthorized calls using the outdial feature P0919426 02 Chapter 3 Setting up Fax On Demand mailboxes 29 18 In the Fax Retries box type the number of delivery attempts to make if you use the two call method The default value is 3 The value can be between 1 and 99 For more information about call method see Choosing a Fax On Demand call method on page 33 19 In the Fax Interval box type the number of minutes to wait between delivery attempts Make this interval long enough that a typical phone call at the receiving end is unlikely to use all the retries The value can be between 1 and 60 minutes The default is 10 20 Click the Submit button Note Before you can use a Fax On Demand mailbox you must initialize it For how to initialize a mailbox refer to Initializing a mailbox on page 11 CallPilot Fax Set Up and Operation Guide 30 Chapter 3 Setting up Fax On Demand mailboxes Recording a Fax On Demand mailbox greeting You must record a greeting for each Fax On Demand mailbox This greeting plays to callers who access the Fax On Demand mailbox The maximum length of this greeting is designated by the Class of Service Before you record the Fax On
28. he Fax Overflow mailbox for the fax machine To change the number of retries refer to Changing a Fax Overflow mailbox on page 20 If this occurs on a remote fax machine e verify that you entered the correct fax number e verify that there are no dialing restrictions applied to the subscriber s extension Faxes cannot be sent from the Fax Overflow mailbox If a message is left in the General Delivery Mailbox that says The attached fax message could not be printed to fax machine extension the Fax Overflow mailbox has reached its maximum number of retries and the fax message was not sent If this occurs e verify that the fax machine works e verify that the fax machine is connected to the system through anATA or an ASM e increase the maximum number of retries assigned to the Fax Overflow mailbox To change the number of retries refer to Changing a Fax Overflow mailbox on page 20 Fax messages are left in the General Delivery mailbox If the Fax Overflow mailbox retry limit is reached for a fax message the message is automatically sent to the General Delivery Mailbox To correct this problem e verify that the fax machine is working e verify that the fax machine is connected to the system through anATA or an ASM e open the General Delivery Mailbox and forward the fax messages to another fax machine Be sure to check the General Delivery mailbox on a regular basis e you can set up Off premise Message Notification to n
29. iber s mailbox When Message for you appears on the display the subscriber can open their mailbox and access their voice and fax messages A line that is to be used as an Express Messaging Line must be configured not to appear or ring at any set You must assign the Voice Mail DN as the prime set for the line For information about assigning an Express Messaging Line refer to the CallPilot Manager Set Up and Operation Guide The line used for Express Messaging must be between 1 and 500 Give the corresponding seven digit telephone number to the subscriber For example if line 20 is chosen as Express Messaging line give the corresponding telephone number of 735 5822 to the subscriber The subscriber can then inform people that the Express Messaging Line number is their fax number and have it printed on their business cards If you are using the Express Messaging Line as a virtual fax line and the line used is either a Direct Inward Dial DID or a Target Line two callers can send a fax to the same fax line at the same time The resulting two fax messages go to the mailbox If a third fax called is sent to the Express Messaging Line and the line is busy the caller hears a message that asks them to wait or cancel their call For information on Fax Overflow for a fax line refer to CallPilot Manager Set Up and Operation Guide About Fax Group Lists You can create a Fax Group List and send Group List messages to it Send a Fax Group List message
30. ith an ATA 6 Fax Mail 6 example of 39 Fax message adding to a Fax On Demand mailbox 34 sending to Fax Group List 24 storage space in mailboxes 40 Fax On Demand 6 adding a Fax On Demand Mailbox 28 one call method 33 two call method 33 Fax On Demand mailbox adding a fax message 34 adding toa CCR Tree 36 changing 32 deleting a fax 35 fax interval 29 fax retries 29 maximum number of faxes 33 properties 32 recording a greeting 30 35 setup example 39 Fax Overflow about 7 Fax Overflow mailbox 18 adding 18 changing 20 deleting 21 fax interval 7 19 fax retries 7 19 printing messages at another fax machine 40 recording a spoken name 18 retry limit 7 setup example 39 storage limit 7 CallPilot Fax Set Up and Operation Guide 50 Index Fax properties changing 15 cover page 13 number of retries 13 retry interval 13 setting 14 system extension 13 system name 13 G Group List creating 22 maximum number of lists 22 maximum number of members 22 recording aname 22 Initializing a mailbox 11 Mailbox adding Fax On Demand 28 default mailbox password 11 increasing storage space 40 initializing 11 Message minimum length 25 recording 25 N Nortel Networks Business Series Terminals telephone buttons 10 O Off premise Message Notification using to notify you of fax problems 40 R Reports CCR Tree Usage 9 Directory 9 Fax Usage 9 Mailbox Information 9 S System extension 13 T Telephone
31. lbox page P0919426 02 Chapter 2 Setting up CallPilot Fax 19 16 In the Fax Retries box type the number of times to try to deliver queued faxes Undelivered faxes go to the General Delivery Mailbox This number can be between 1 and 99 The default is 99 This is the maximum number of attempts the system makes to deliver queued faxes to the before it abandons the attempt and sends the faxes to the General Delivery Mailbox 17 In the Fax Interval box type the number of minutes to wait between delivery attempts Set this interval to be as short as possible so that queued faxes get sent to the fax machine before it becomes busy with more incoming faxes The number can be between 1 and 60 minutes The default is 1 18 Click the Submit button CallPilot Fax Set Up and Operation Guide 20 Chapter 2 Setting up CallPilot Fax Changing a Fax Overflow mailbox You can change any property of a Fax Overflow mailbox except for the mailbox number If you need to change a mailbox number you must delete the mailbox and then create a new Fax Overflow mailbox To delete a mailbox refer to Deleting a Fax Overflow mailbox on page 21 To create a Fax Overflow mailbox refer to Adding a Fax Overflow mailbox on page 18 To change the properties of a Fax Overflow mailbox 1 Start CallPilot Manager 2 Click the Mailbox Administration heading The Mailbox List page appears 3 Click the Change link for the Fax Overflow mailbox you wa
32. livered Press ES or fi to send this fax message to another Group List To end this session press QUIT or Press to end this programming session P0919426 02 Chapter 2 Setting up CallPilot Fax 25 To send a Fax Group Message CallPilot End message RESP DEL HEAT End message FRIHT DEL HEAT To HAME SPEC CHCL To HAME SPEC DOHEJ Emrtu FEC Ma9 ortions URG FEIL OTHE Hz8 delivered 1 Press 2 J 9 8 1 Follow the voice prompts or the display button options on your telephone to open your mailbox Press PLAY or 2 to play the current message Or press 6 until you find the fax message you want to forward Press 7 8 to forward the message Enter the Group List number and press OK or 4 Press DOME or when you have entered all the addresses you want to send the message to If you want to attach a voice message press REC or and record your message The message must me longer than three seconds The system times out after five seconds External Group List recipients do not receive voice introductions to fax messages If you want to attach message options press 7 0 to assign message options Press 7 8 to send the message Press 7 to end the session CallPilot Fax Set Up and Operation Guide 26 Chapter 2 Setting u
33. ll which is made by CallPilot e the owner pays for any long distance charges that are incurred Setting how many fax messages callers can request Each Fax On Demand mailbox contains fax messages that a caller can request You must set how many messages callers can request Callers can request up to eight fax messages To choose a call method and the number of fax messages Fax nDemancd FARES ADMIH Mailbox admin GREET PSC QUIT Method Two call CHHG HEST Limit 8 CHHG OK J Limit RETR DE Limiti CHHG OF i Press Ce Q BJA Follow the voice prompts or the display button options to open the Fax On Demand mailbox Press ADMIH or 8 Press 5 Press CHHG or to choose the one call method In this display Two represents the current call method The two call method is the default call method If the current call method is correct press HEXT or Press CHHG or and enter the number of faxes a caller can request The maximum is eight Press OK or Press DE or again to accept the number of faxes a caller can request In this example the limit is changed to 7 Press to end the programming session CallPilot Fax Set Up and Operation Guide 34 Chapter 3 Setting up Fax On Demand mailboxes Adding a fax message to a Fax On Demand mailbox You add fax messages to a Fax On Demand mailbox from a fax machi
34. n delivery notification message Most non delivery notification messages are caused by fax machine problems such as a paper jam or the fax machine running out of paper Retry interval The number of minutes the system waits between retry attempts The retry interval ranges from 1 to 60 minutes The default Fax System retry interval time is 10 minutes Cover page You can send the system cover page or a custom cover page with fax messages You can create or select a template for the custom cover page For more information on the cover page refer to Creating a custom cover page on page 16 CallPilot Fax Set Up and Operation Guide 14 Chapter 2 Setting up CallPilot Fax Setting the Fax properties To set the fax properties Start CallPilot Manager Click the Configuration heading Click the Fax Properties link The Fax Properties page appears In the System Extension box type the extension of your main fax machine In the System Name box type the system name The system name can be a maximum of 16 characters You can use your main fax number as the System Name 6 Inthe Number of Retries box type the maximum number of attempts made to print or forward faxes to an external fax number The default is 3 The range 0 99 7 Inthe Retry Interval box type the number of minutes to wait between retries The default is 10 The range is 1 60 8 Choose the cover page you want to use e if you want to use the default
35. ne telephone If you use the Unified Messaging option you can use Unified Messaging to add fax messages to a Fax On Demand Mailbox For information about creating and sending fax messages in Unified Messaging refer to the CallPilot Desktop Messaging Quick Reference Guide You must enter a selection identification number when you add a fax message from a fax machine telephone to a Fax On Demand mailbox The selection identification number is used by callers to select the document they want to retrieve Immediately after you add or update a fax message in the Fax On Demand mailbox verify that the fax message is received and is ready for customer use To verify the message is ready access the Fax On Demand mailbox and print the new or updated fax messages To add a fax message to a Fax On Demand mailbox Place the fax in the fax machine 2 From the system fax machine telephone call the Voicemail DN If you do not know theVoicemail DN on a display set press 9 6 5J 3 Logon to the Fax On Demand mailbox e If you use the Norstar Voice Mail interface and the fax machine telephone does not have a mailbox enter the Fax On Demand mailbox number and password and press e If you use the NorstarVoice Mail interface and the fax machine telephone has a mailbox press enter the Fax On Demand mailbox number and password and then press e If you use the CallPilot interface enter the Fax On Demand mailbox number
36. nt to modify The Fax Overflow Mailbox page appears Make the changes you require Click the Submit button P0919426 02 Chapter 2 Setting up CallPilot Fax 21 Deleting a Fax Overflow mailbox You can delete a Fax Overflow mailbox at any time Fax messages that are in the Fax Overflow mailbox before it is deleted are automatically printed To delete a Fax Overflow mailbox Start CallPilot Manager 2 Click the Mailbox Administration heading The Mailbox List appears 3 Click the Delete link for the Fax Overflow mailbox you want to delete A message appears that asks you to confirm the deletion 4 Click the OK button CallPilot Fax Set Up and Operation Guide 22 Chapter 2 Setting up CallPilot Fax Creating a Fax Group List A Fax Group List is a list of external fax telephone numbers sends a fax message to multiple recipients can be used for applications such as faxing product announcements to distributors is available if the Fax option is installed at your site A Fax Group List sends the same fax to all the members of a list This eliminates sending the same fax several times You can have a maximum total of 99 Voice and Fax Group Lists on your system Members of a Fax Group List are fax machines at other locations These fax machines do not have to be connected to your system These fax machines can have internal or external numbers Since not all the fax machine members of this list are connected to your
37. ntrol features Password A four to eight digit number entered using the dialpad You must enter a password to open a mailbox or perform configuration tasks CallPilot Fax Set Up and Operation Guide 48 Glossary Path number An identification number assigned to a Path on each CCR Tree The number represents the sequence of digits that callers press to route themselves along the call path Node An option along the call Path of a CCR Tree A node can be a menu the Home Menu an Information Message a mailbox or an extension You can set up a Mailbox node as a Fax On Demand mailbox Reports CallPilot Reports let you view information such as CallPilot programming amount of available message storage time and CCR programming and administration Resetting passwords A System Administrator task that changes a mailbox password from its current setting back to the CallPilot default setting of 0000 Special Mailboxes The two mailboxes used by the System Administrator are the System Administrator Mailbox and the General Delivery Mailbox Subscriber A mailbox owner System Administrator The person responsible for configuring updating and maintaining the CallPilot system System Administrator Mailbox One of the two Special Mailboxes This mailbox is used by the System Administrator for sending Broadcast Messages and is also the System Administrator s personal mailbox The other Special Mailbox is the General Delive
38. on Guide 42 Fax programming record Fax Overflow mailboxes Mailbox number Fax machine extension number Mailbox name Spoken name Fax retries 1 99 Fax interval 1 60 min Mailbox number Fax machine extension number Mailbox name Spoken name Fax retries 1 99 Fax interval 1 60 min Mailbox number Fax machine extension number Mailbox name Spoken name Fax retries 1 99 Fax interval 1 60 min Mailbox number Fax machine extension number Mailbox name Spoken name Fax retries 1 99 Fax interval 1 60 min Mailbox number Fax machine extension number Mailbox name Spoken name Fax retries 1 99 Fax interval 1 60 min P0919426 02 Fax programming record 43 Fax On Demand mailboxes Mailbox number Mailbox name Class of Service Display in Directory Spoken name Outdial type Line Pool Fax retries Fax interval Delivery method One call Two call Maximum number of faxes Mailbox number 1 2 3 4 5 6 7 38 Mailbox name Class of Service Display in Directory Spoken name Outdial type Line Pool Fax retries Fax interval Delivery method One call Two call Maximum number of faxes Mailbox number 1 2 3 4 5
39. one handset The window you record from closes and you return to the Group List Properties page In the Display Name box type a display name for the Group List The display name can be a maximum of 16 characters If you do not type a display name the ID number of the Group List is displayed Click the Submit button The Group Lists page appears with your new Group List on it Click the Members link for the Group List you created The Members List page appears for the Group List Click the Add button The Fax Member Properties page appears In the Name box type the name of the member you want to add to the Fax Group List The name can be up to 16 characters long The name appears on the cover page sent to the recipient This information is optional In the Phone Number box type the fax telephone number of the recipient From the Outdial Method list box select an outdial method If you select Line or Pool in the Line Pool ft box enter the line or pool number Click the Submit button The member appears in the Members List Repeat steps 15 through 19 for each member you want to add to the Fax Group List Note For more information about Group Lists refer to the CallPilot Manager Set Up and Operation Guide CallPilot Fax Set Up and Operation Guide 24 Chapter 2 Setting up CallPilot Fax Sending a Fax Group message Send a Fax Group message to notify a group by fax of an event or notice that pertains to the group
40. open the General Delivery mailbox and forward the fax messages to another fax machine connected to the system Check the General Delivery mailbox on a regular basis Off premise Message Notification can be set up to notify you when a message is received in the General Delivery mailbox For more information about setting up Off premise Message Notification and the General Delivery mailbox refer to the CallPilot Manager Set Up and Operation Guide You can transfer a fax call to your mailbox If you answer a call from a caller who leaving a fax message in your mailbox you can transfer the call to your mailbox When you answer the call tell the caller that you will transfer them to your mailbox Enter 9 8 6 and enter your mailbox number The caller hears your mailbox greeting and can leave a fax message Tell the caller to press the Start button on their fax machine If you answer your telephone and hear a Fax tone you can transfer the call to your mailbox by entering 9 8 6 and entering your mailbox number The fax message is left in your mailbox P0919426 02 Chapter 6 Fax programming record Note You can photocopy these pages gt Pre installation checklist Extension number mailbox number length Installer name Installation date Model of office fax machines Extension or telephone number of office fax machines CallPilot Fax Set Up and Operati
41. otify you when a message is received in the General Delivery Mailbox For more information about Off premise Message Notification and the General Delivery Mailbox refer to the CallPilot Manager Set Up and Operation Guide P0919426 02 39 Chapter 5 Fax configuration tips Using CallPilot Fax for a small business The following examples describe how a small business called Paddy s Dance Studio uses Fax This business uses CallPilot Fax to tell callers about upcoming events and let students register A Fax On Demand mailbox setup Paddy s Dance Studio uses a Fax On Demand mailbox to inform students of upcoming events The Fax On Demand mailbox contains three fax messages that are updated every month The first fax message is a schedule for regular and drop in classes The second fax message lists the current prices for each class The third fax message is a schedule for the upcoming special events Each of the fax messages is sent using the one call method This means that the caller pays for any charges incurred Since the Fax On Demand mailbox contains three fax messages the greeting for the Fax On Demand mailbox tells callers how to get the information they want For example Hello You have reached Paddy s Dance Studio fax information mailbox If you are calling from a fax machine telephone you can receive information on class schedules prices and upcoming special events To retrieve class schedules select documen
42. ow machine From the Mailbox Type list box select Fax Overflow Click the Submit button The Fax Overflow Mailbox page appears In the Extension box type the extension number of the Fax Overflow mailbox This number is the same as the extension for the fax machine Any faxes stored in the Fax Overflow mailbox are delivered to this fax machine In the Last Name box type the name of the Fax Overflow mailbox This name can be a maximum of 16 characters If you want to record a spoken name for the mailbox click the Voice button The page you can record from appears If you do not want to record a spoken name for the mailbox go to step 16 In the Connect to box type the extension number or telephone number you are using to record from For a local extension just type the extension number For a telephone number that is not a local extension type the sequence of digits that dial the telephone number from the voicemail system For example you might need to dial 9 the area code and then the telephone number Click the Record button The telephone rings Pick up the handset Do not use Handsfree After the tone record the name of the Fax Overflow mailbox After you finish recording click the Stop button To listen to the recording click the Play button or to save the recording click the Save button Click the Close button and replace your telephone handset The page you record from closes and you return to the Fax Overflow Mai
43. p CallPilot Fax P0919426 02 27 Chapter 3 Setting up Fax On Demand mailboxes About Fax On Demand mailboxes A Fax On Demand mailbox lets external callers retrieve fax messages from CallPilot To set up a Fax On Demand mailbox you must 1 From CallPilot Manager add a Fax On Demand mailbox 2 From your set initialize the Fax On Demand mailbox See Initializing a mailbox on page 11 for how to initialize a mailbox 3 From your set choose the one call or the two call method and the maximum number of faxes that callers can request From a fax machine telephone add fax messages to the Fax On Demand mailbox From your set record a Fax On Demand mailbox greeting that lists the faxes available and tells callers how to retrieve them You can add a Fax On Demand mailbox to a CCR Tree CCR lets callers select options to direct their own calls For more information on CCR refer to the CallPilot Manager Set Up and Operation Guide For how to add a Fax On Demand mailbox to a CCR Tree see Adding a Fax On Demand mailbox to a CCR Tree on page 36 CallPilot Fax Set Up and Operation Guide 28 Chapter 3 Setting up Fax On Demand mailboxes Adding a Fax On Demand mailbox To add a Fax On Demand mailbox 1 10 11 12 13 14 15 16 17 Start CallPilot Manager Click the Mailbox Administration heading Click the Add Mailbox link The Add Mailbox page appears In the Mailbox box type the ext
44. r telephones require that you select a line button to answer a call on the T7100 terminal you pick up the handset Where other telephones require you to select a line button to take a call off hold you press gt on the T7100 terminal On T7100 terminals you can answer a second call by pressing Your active call is put on hold and you connect to the waiting call You can have no more than two active calls at one time The T7100 terminal does not have a amp button P0919426 02 Chapter 1 About CallPilot Fax 11 Initializing a mailbox Initializing a mailbox prepares your mailbox to receive messages A mailbox cannot receive and Initializing a mailbox involves choosing a password from four to eight digits long that does not start with zero changing the CallPilot default password to the new password recording a mailbox name in the Company Directory To initialize a mailbox 1 Press 6 J 9 8 1 2 Logon by following the prompts Must change Pswd 3 This display appears briefly to indicate that you must change your password Pwd 4 Entera new password from four to eight digits long that does not SET DK start with zero Press DK or Again 5 Re enter your new mailbox password and press OK or ff J RETRY DE Record name 6 At the tone record the mailbox name in the Company Directory RETRY ok Include the mailbox number in the recording For example
45. returns the caller to the Previous menu Home returns the caller to the Home node Voice Prompt e Disconnect disconnects the call Click the Submit button The CCR Tree Properties page shows the mailbox is added to the CCR Tree Click the Close button P0919426 02 37 Chapter 4 Troubleshooting Fax Troubleshooting Fax involves solving problems related to Fax options For more information about CallPilot troubleshooting refer to the CallPilot Manager Set Up and Operation Guide Problems and solutions A caller cannot retrieve a fax from a Fax On Demand mailbox If a caller cannot retrieve a fax message from a Fax On Demand mailbox e verify that the mailbox is a Fax On Demand mailbox e verify that fax messages are added to this mailbox e make sure your greeting tells the caller how to retrieve the fax message including information about which call method is used e if you use the two call method is used make sure that you have created a Dialing Translation Table and set the Dialing Translation parameters For more information on Dialing Translation see the CallPilot Manager Set Up and Operation Guide A caller cannot leave a fax in a Personal mailbox If a caller cannot leave a fax message in a mailbox ensure the greeting tells the caller that the call must be made from a fax machine A caller cannot reply or send messages to other mailboxes A subscriber cannot reply to or send messages to other mailboxes if the
46. ry Mailbox Tone dial telephone A push button telephone that emits DTMF tones Voice introduced fax message A fax message with an introductory message Voice prompts The prerecorded voice instructions that play to callers when they access CallPilot features and options Voice prompts also guide callers along the call paths of CCR Trees P0919426 02 49 Index A Analog Station Module 6 13 Analog Terminal Adapter 6 13 ASM 6 13 ATA 6 13 C Call methods Fax On Demand 33 one call method 33 two call method 33 CCR adding a Fax On Demand mailbox 9 36 changing a Fax On Demand mailbox 32 Cover page creating 16 requirements 16 uploading 17 Custom cover page creating 16 requirements 16 uploading 17 D Default mailbox password 11 E Express Messaging Line 8 F Fax adding Fax On Demand to CCR 9 Express Messaging Line 8 Fax On Demand mailbox 28 prerequisites for setting up 5 reports 9 troubleshooting 37 what fax is 5 who can use fax 5 Fax Answering 6 Fax call transferring to your mailbox 40 Fax features adding Fax On Demand to CCR 9 CallPilot reports 9 Express Messaging Line 8 Fax Group Lists 8 Fax Group List creating 22 maximum number of lists 22 maximum number of members 22 recording a name 22 sending a Fax Group message 24 Fax Group Message introductory voice message 25 Fax machine connected to an ASM 13 37 connected to an ATA 13 37 connected with an ASM 6 connected w
47. st box select Custom e in the Width box type 8 5 e in the Height box type 11 e from the Units list box select Inches 13 Click the OK button 14 On the File menu click Save 15 You can now quit Imaging for Windows Uploading a custom cover page After you create a custom cover page upload it To upload a custom cover page Start CallPilot Manager Click the Configuration heading Click the Fax Properties link Select the Custom Cover Page option a fF Q N In the Load Custom Cover Page From box type the location of the custom cover page or click the Browse button and locate the file you want to use as the cover page 6 Click the Submit button CallPilot Fax Set Up and Operation Guide 18 Chapter 2 Setting up CallPilot Fax Adding a Fax Overflow mailbox A Fax Overflow mailbox is a mailbox for your fax machine Add a Fax Overflow mailbox for each fax machine connected to the system If a fax machine cannot answer an incoming fax call the call is answered by CallPilot The fax messages received are stored in the Fax Overflow mailbox When the fax machine is ready to accept fax calls CallPilot sends the messages stored in the Fax Overflow mailbox to the fax machine To add a Fax Overflow mailbox 10 11 12 13 14 15 Start CallPilot Manager Click the Mailbox Administration heading Click the Add Mailbox link The Add Mailbox page appears In the Mailbox box type the extension of the Fax Overfl
48. subscriber s mailbox is full This means that too many voice and fax messages are stored in the mailbox and the subscriber must delete old messages If this problem occurs frequently assign the mailbox a different Class of Service with more mailbox space CallPilot mailboxes are equipped with the Never Full Mailbox Feature which allows external callers to leave voice and fax messages in a mailbox even if the mailbox is full The message is stored but cannot be accessed until the mailbox owner deletes at least one saved message The Never Full Mailbox Feature is available only to external callers Internal callers cannot leave messages if a mailbox is full Faxes sent when the fax machine is busy are lost If fax messages sent when the fax machine is busy are not being received e verify that a default fax extension is set up e verify that a Fax Overflow mailbox is added to CallPilot e verify that the extension defined in the Fax Overflow mailbox is the extension number of the fax machine e make sure the fax machine is connected to the system through an ATA or an ASM CallPilot Fax Set Up and Operation Guide 38 Chapter 4 Troubleshooting Fax Faxes cannot be sent to the fax machine If this occurs on a local fax machine e verify that the fax machine is ready to receive and is not jammed or out of paper e verify that the fax machine is connected to the system through an ATA or an ASM e increase the number of retries assigned to t
49. t 1 To get a detailed price list select document 2 To get information about upcoming special events select document 3 Using Fax Mail to receive faxes The registrar of Paddy s Dance Studio uses a subscriber mailbox to receive registration fax messages from students These fax messages are sent to a subscriber mailbox and not the fax machine because the registration forms contain personal information such as addresses and telephone numbers The registration faxes are collected in the subscriber mailbox and sent to the fax machine when the registrar is available to pick them up The greeting on the registrar s mailbox tells callers how to send a fax message For example Hello You have reached Paddy s Dance Studio registration desk To speak to the receptionist press 0 To leave a message for the registrar leave your name telephone number and message after the tone If you are calling from a fax machine telephone you can register for a class by fax On your registration fax form include your name telephone number address and the name of the class you are registering for Also remember that payment is due before the start of the first class To register now by fax press the Start button on your fax machine A Fax Overflow mailbox setup Paddy s Dance Studio has only one fax machine and it can get very busy To prevent losing any fax messages due to a busy fax machine a Fax Overflow mailbox is added to CallPilot This m
50. to notify a group by fax of a message or event that pertains to the group A Fax Group List is a collection of fax machines from other locations When you send a fax message to a Group List each fax machine in the Group List receives the same fax message You can publish a list of fax machines in each Fax Group List so that mailbox owners know which fax machines receive Group List messages For more information about Group Lists refer to Sending a Fax Group message on page 24 P0919426 02 Chapter 1 About CallPilot Fax 9 About adding a Fax On Demand mailbox to a CCR Tree You can add Fax On Demand functionality to Custom Call Routing CCR Trees If you want callers to be able to request faxes from a CCR Tree add a Mailbox node to a CCR Tree When you add the mailbox assign a Fax On Demand mailbox as the mailbox number If you want callers to be able to leave fax messages in a mailbox add a Mailbox node to a CCR Tree When you add the mailbox assign a Subscriber mailbox as the mailbox number For more information on using Fax On Demand with CCR refer to Adding a Fax On Demand mailbox to a CCR Tree on page 36 About CallPilot reports You can generate CallPilot reports to see how fax is set up on your system and how frequently fax is accessed The CallPilot reports that show Fax information Mailbox Information report Lists Fax Overflow mailboxes For Fax On Demand mailboxes shows delivery method

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