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AT&T Models 1030/3070 with Feature Module 4 User's Manual

1. begins the numbering for the first five voice terminal jacks on the module These jacks and the location of the module determine the inter com numbers of the voice terminals plugged in to them For example if a Voice Terminal Module is plugged into the slot labeled intercoms 20 29 the jack labeled is for intercom 20 The jack below it is for intercom 21 and so on 5 begins the numbers for the second five voice terminals 9 Module C optional An Off Premises Telephone In terface to support off premises telephones Addition of the Expansion Unit changes the Model 1030 control unit to a Model 3070 control unit and increases overall system capacity to 30 lines and 70 voice terminals The unit can accommodate e Up to two Power Modules e Up to four Line Modules Up to four Voice Terminal Modules The second Power Module is required for systems with more than 20 lines or more than 60 voice terminals The Expan sion Unit also has two additional module slots for future use NOTE If you add an Expansion Unit to a system configured for 15 outside lines and 20 voice terminals you must remove the Line Module from slot 11 and replace it with a Voice Terminal Module This returns your system to the standard con figuration of 10 outside lines and 30 voice terminals You can then insert modules into the appropriate slots in the Ex pansion Unit If Expansion Unit slots 17 18 21 22 and 23 are empty the po
2. o pojes Jeol __ poles pol Jeol e e en Dial Access to Pools 9 890 899 PO PO mme on en 7 Allowed List Numbers 0 7 D D pol Automatic Line Selection bol gt oj Po po Pa Jeo 109 Dial Code 60 61 62 63 67 68 71 74 th e e N J 77 78 79 110 System Speed Stored Number Dial Directory Dial Code Stored Number 80 81 84 N o 88 89 97 98 99 Group Page Directory Intercom Identification Intercom Identification Intercom Identification Intercom Identification Intercom Identification Intercom Identification Intercom Identification Allowed List Directory Form for Automatic Route Selection Tables TABLE O0 AREA CODE EXCHANGE 0 1 2 3 POOL OTHER DIGITS 0 1 2 jc 4 5 4 5 6 7 8 1 AREA CODE EXCHANGE 0 1 2 3 POOL OTHER DIGITS 0 1 2 3 4 5 4 5 6 7 8 TABLE 2 AREA CODE EXCHANGE je 2 3 4 POOL OTHER DIGITS 0 1 2 3 4 5 5 6 7 8 TABLE 3 AREA CODE EXCHANGE 0 1 2 3 POOL OTHER DIGITS 0 1 2 3 4
3. Cd Primary Coverage 69 70 75 94 e 69 l70 75 94 o4 pl92 Diagnostics Module l7 ExpansionUnit 4 eJ8 116 Extra Alert 7 56 97 119 Feature Module 4 7 Cd Attendant Administer_Option Normal Attendant Opti Pooled Square Option 1 8 Lines gt 8 Lines Option Forms 20 7423 17 183 1 84 System Configuration 20 98 106 Voice Terminal Configuration FEE 1984105107109 General Purpose Adapter 12 138 67 Group Page 55 75 84 95 111 119 Hands Free Unit 12 sd Intercom Ring Intercom Voicel92 Labels Administration Mode Button es Last Number Redial 74 95 Line Code 71 o o Line Module Line Pickup Line Pools Adding nes 32 117 Removing Lines 32 117 Setting Up 31 324117 1 LineRequest j2 Line Ringing Delayed Ring Immediate Ring No Ring Lines Assigning to Buttons 33136 LoudspeakerPagej75 97 Loudspeaker Paging System 7 23 84 Manual Signaling 7 74195 Manual Tip Ring Interface 38 67 Message 76 Message Status Button 10 112 25 Message Waiting 922 ModueCj7 Monitor on Hold 93_ Cd Multiple Line Pools 17 18 31 32 96 Music on Hold 7 123 97 1 1 Night Service 25 56 97 119 Establishing 56 119 Off Premises Telephone Interface
4. 2 e o eel er 9 You use this Shift button to use Auto Intercom but tons for intercom numbers 10 39 1 You set the T P switch to Pto perform system administration 10 You use this Shift button to use Auto Intercom but tons for intercom numbers 40 69 2 You use Adm Tel when assigning lines to voice ter minals and assigning voice terminals Dial Access to 11 You use this Shift button to use Auto Intercom but Line Pools tons for intercom numbers 70 79 3 You use Adm Pool when setting up line pools 12 You use Night Service when assigning lines to ac S tivate extra alerting devices when the attendant is off 4 Line buttons duty 9 Auto Intercom buttons 10 through 79 13 You use Adm Mist when specifying Touch Tone or 6 Buttons in this column represent intercom numbers rotary dialing assigning allowed list call restrictions 10 19 40 49 or 70 79 depending on which Shift but and administering other system options ton you tauen 14 You don t use Message Status during system ad T Buttons in this column represent intercom numbers ministration The light beside Message Statusmust 20 29 or 50 59 depending on which Shift button you be off during administration touch 15 You use Copy to give a voice terminal the same 8 Buttons in this column represent intercom numbers assignments as one that has already been set up 30 39 or 60 69 depending on which Shift button you 16 You use Call Rstr when setting lines to d
5. 4 0 5 7 Joe g 500 __ POOL OTHER DIGITS 0 le n 5 Frank has now set up tables to route long distance calls within New Jersey to other Northeastern states and to Canada The company s cross country WATS line pool is the least expensive method for all other long distance calls his co workers have to make So he wants the system to route 10 or 11 digit calls tas area codes that aren t included in other tables to the pools listed in Table 8 the Default Toll Table Frank s first entry in the Pool Number section of Table 8 is 895 the cross country WATS line pool The second least expensive method for these calls is WHIZ Frank records this as his second choice by entering a 9 for the main pool in the Pool Number sec tion and entering the required access code and account code digits and pauses in the corresponding Other Digits section The Default Toll Table looks like this TABLE 8 DEFAULT TOLL POOL OTHER DIGITS 0 845 3 4 2 Jas 4 5 51 52 The routing patterns set up in Tables 0 through 5 in the default tables meet all Prime s current needs so Frank leaves Tables 6 and 7 blank for now Use the form for Automatic Route Selection tables provided in the Appendix to com plete a similar set of ARS tables for your system It is important to prepare these tables carefully so that your business gains the maximum benefit from Automatic Route Selection
6. See page 60 Set Transfer Return Interval See page 61 Prepare for Centralized Voice Terminal Programming See page 66 Adm Misc Adm Misc Adm Misc Adm Misc Conference Dial 901 and wait for beep Touch Adm Misc Dial 300 and set time then dial 301 and set date Dial 390 and set minimum call duration to be recorded Dial 391 followed by 0 or 1 to specify whether incoming calls are recorded Dial 390 and then 900 to get a printed report on minimum call length and on incoming calls Touch Adm Misc Dial 399 Dial 306 Dial number of rings 1 through 9 preferred before calls return to original voice terminal Dial 0 if transferred calls should not return Touch Adm Misc Touch Auto Intercom button for terminal to be programmed A2 B2 19 M 18 A0 B0 17 Adm Pool A4 Adm Tel 16 A3 How to Use Label Strips 15 1 Type or print the appropriate outside line num 14 ber or namet on each label 13 2 Crease the per forated edges then tear out each label strip 12 11 3 Insert the label strips into the con sole Slot numbers t on the black tabs 10 indicate the cor rect slot for the strip Slot 1 is on the far left slot 4 Adm Misc on the far right Call Rstr Note the control unit jack numbers A0 B2 printed on the line button labels Label each but ton with the telephone number of the outside line that is plugged into the
7. Assign any additional lines or pools to separate buttons Remember not to assign lines or pools to buttons in the columns to the right of the dial pad on 34 button voice terminals since these buttons do not have lights Write the line or pool numbers or names in the numbered buttons on the Voice Terminal Configuration Form Fill in the button labeled 1 first then 2 3 and so on Dial Access to Line Pools If you selected the Dial Access to Line Pools option and the person us ing a particular voice terminal will use dial codes to select lines list the dial codes in the lower left of the Voice Terminal Configuration Form Refer to the System Configuration Form to check which lines are assigned to line pools 103 Assigning Lines Attendant Consoles and Square Systems Although you can assign lines to whichever buttons you choose there are several ways in which you can assign lines to make your system more easily administered and used Assign identical line arrangements to all voice terminals in a standard square system or to all attendant consoles in any system Also if it is convenient have lines appear on voice ter minals in the same order as they are connected to the control unit Once you have decided on line assignments write telephone numbers on available line buttons Call Coverage If a voice terminal needs to cover calls to another voice terminal write Cover and the name or intercom number
8. THE MODEL 1030 CONTROL UNIT AND EXPANSION UNIT The Model 1030 control unit provides connections for up to 10 outside lines and 30 voice terminals or for up to 15 out side lines and 20 voice terminals depending on the combination of Line and Voice Terminal Modules you choose For a 1030 configuration you have Line Modules in slots 7 and 8 10 lines and Voice Terminal Modules in slots 9 10 and 11 30 voice terminals For a 1520 configuration you replace the Voice Terminal Module in slot 11 with a Line Module This increases the number of lines to 15 and decreases the number of voice terminals to 20 The addition of an Expan sion Unit makes the Model 1030 control unit a Model 3070 control unit and increases system capacity to up to 30 outside lines and 70 voice terminals again depending on the combination of Line and Voice Terminal Modules you choose 8 8 8 5 5 5 5 om tens wn aan 3 ui E 3 si w 2 13 15 THE MODEL 1030 CONTROL UNIT bs vicc eerste lee a w N D w N a O Qioto gH ze 8 8 1 Power Module Reduces ac power to a level the Auxiliary Power connector Auxiliary Power Unit system can handle plugs in hereto provide the additional power for eCircuit Breakers Automatically cut the power to systems wiin meny opeong x accesses the control unit if an overload occurs Power light Green light indicates power is on eRing Generator jack Optional Ring Generator On Off switch
9. Touching the button for line AO will assign that line to the next available button the button above the line Al button NOTE If you plan to assign a personal line to a voice terminal be sure not to assign the line to any voice terminals that should not have access to that line Repeat steps 3 through 5 for each voice terminal in your system If you want to give a voice terminal the same line assignments as one that is already set up use this shortcut NOTE When you copy line assignments you also copy call restrictions Dial Access to Line Pools and allowed list permissions e Dial the intercom number or touch the Auto Intercom Button of the new voice terminal eTouch Copy e Dial the intercom number or touch the Auto Intercom button of the original voice terminal 7 Touch Adm Tel The lights next to the administration mode buttons flash again 8 Continue to administer your system or leave administration mode by following the boxed instructions on Assigning Line Pools to Buttons Button Access to Line Pools If you have few line pools and do not use Automatic Route Selection you will probably prefer to set your control unit and administer your voice terminals for Button Access to Line Pools Remember that if you select Button Access it will apply to all voice terminals in your system Your system will automatically assign the main pool to the two buttons above Intercom Voice on each voice terminal To assign a lin
10. Turns the power to the control Unit plugs in here if you have basic Touch Tone unit on and off or rotary telephones 2 Processor Module Works in conjunction with 4 5 Feature Module 4 to control system operating conditions eSwitches A B C D E G and H Selects system options provided by Feature Module 4 eWarning light Red light warns of problem in control unit It also comes on for approximately one minute when you first turn on the system Feature Module 4 Contains the software that con trols your MERLIN system You set eight switches on the Processor Module according to the labels on the Feature Module to select the following options from the programs stored in Feature Module 4 e Attendant Administer 10 option Selects at tendant or administration mode of operation for the administrator attendant console e Normal Attendant 11 12 13 14 options Select normal or attendant mode of operation for these four voice terminals e Pooled Square option Selects mode of opera tion for the system so that line buttons on voice terminals represent either groups of lines pooled or separate lines square For detailed information on this option Ar ESTEE Pooled Decision page 14 e Dial Access Button Access option Sets the system so that line pools can be accessed at a voice terminal by touching a button to which the pool is assigned or by touching a Pool Access button and then dialing the access
11. up to six people can have Cover buttons for a single voice terminal Same call rings If call isn t answered at at Jim s voice terminal Susan s or Jim s voice terminal after 4 rings it begins to ring at Bill s voice terminal as well Y ca co cca LI I c c co C t c c Jim mac ES ES tm a gt tco xa A mam BEN BRE BRE aae racc comm oan Jim provides Bill provides primary secondary coverage for Susan coverage for Susan PRIMARY AND SECONDARY COVERAGE e You will probably always want to program a delayed ring for the voice terminal providing secondary coverage You can program the voice terminal providing primary coverage with an immediate or a delayed ring depending on the users preferences Immediate and delayed ring are described on e Assign primary coverage to someone who must screen a co worker s calls but does not share all lines with that person You can also assign primary coverage to someone who must cover a co worker s intercom calls A secretary who answers someone s calls for example would be assigned primary coverage of that person s voice terminal You may program a primary Cover button for either immediate ring or delayed ring depending upon the situation and personal preferences e Assign secondary coverage to anyone who is a second backup for the covered voice terminal such as a personal secretary who covers calls fo
12. which always require a button Follow the procedure below to assign features at a voice terminal If you prefer to program the voice terminal from the attendant s console follow the procedure for Centralized Voice Terminal Programming on page 66 1 Goto the voice terminal you want to program label the button with the feature name Slide the T P switch on the left side of the voice terminal to P The voice terminal rings every 5 seconds to remind you it is in program mode 4 Touch the button that you want to represent the feature Dial the appropriate feature programming code and additional numbers characters if required from the Feature Programming Chart pages o 74 through 76 If you make a mistake touch the button again and redial the information 6 if you have more features to program on the voice terminal you can do so by repeating steps 4 and 5 Otherwise slide the T P switch to the center position to return to normal operation 73 Feature Programming Chart Use the chart below as a quick reference when you want to program features onto your voice terminal Feature Name Suggested Button Label Description QUICK DIALING FEATURES Outside Auto Dial Name or Location Auto Intercom Name or Location Manual Signaling Signal Name Personal Speed Dial uses a dial code in stead of a button System Speed Dial Name or Location Saved Number Redial Saved Number Last Number R
13. AOW 40 8 940W YIM SW JS S 103 y ey olu auj episino iuese1dei xoe yun uly u0210 uI o lt 140 2 u10249 u ue ui jeu exnjeg uonng pe 04845 abie7 10 sjuauiuBissy ainjyeay jenu 86 Special Information about 5 Button Voice Terminals Calls can be transferred to a 5 button voice terminal from a line that the voice ter minal does not have You can use either Call Pickup or Line Pickup depending on whether you know what line the call you want to transfer to the 5 button voice ter minal is on If you know the line place the call on hold page the person or use his or her Auto Intercom button and announce the call for example Harvey you have a call from headquarters on line 2 Harvey then uses Line Pickup to take the call If you don t know what line the call is on use Call Park to hold the call and use Loudspeaker Page or Group Page to announce the call for example Marie you have a call from headquarters at intercom 17 Marie then uses Call Pickup to take the call 87 S pecial Information about Basic Telephones If you have basic telephones connected to an Off Premises Telephone interface a Basic Telephone and Modem Interface or a Basic Telephone Module review the following information before you administe
14. Copy e Touch Auto intercom button representing voice terminal whose assignments you want to copy eDial 5 Dial list number 0 through 7 then dial entry number 0 through 9 Dial entry area code and or exchange Dial 900 to get a printout of an allowed list eTouch Adm Misc Dial 4 then dial list number through 7 eTouch Auto intercom button representing voice terminal Steady green on access to numbers in list Green off no access to numbers list eTouch Adm Misc Quick Reference Guide to Administration Procedures Continued Procedure Administer Automatic Route Selection ARS See page 46 To add an area code or exchange To delete an area code or exchange To add a pool number and other digits To delete a pool number and other digits To add other digits to Pool 9 in the Special Numbers Table To delete other digits in the Special Numbers Table Get a printout of ARS tables See page 53 Assign voice terminals to groups for Group Page 55 Establish Night Service See page 56 Assign System Speed Dial codes See 57 Adm Misc Adm Misc Adm Misc Adm Misc Adm Misc Adm Misc Adm Misc Night Service Conference Dial 6 Dial table number 0 through 7 Dial entry number 0 through 9 Dial entry area code or exchange eTouch Adm Misc Dial 6 Dial table number 0 thro
15. If you have a printer connected to your system you can printout the ARS tables as you prepare them to serve as worksheets and for future reference After preparing your tables follow the procedures below Administering Area Code Exchange Sections of ARS Tables To administer the Area Code Exchange sections of Tables 0 through 7 follow the pro cedure below Tables B and 9 have no Area Code Exchange sections for you to administer since they are default tables used in calling all area codes and exchanges not specified in the other tables You cannot change the entries in the Area Code Exchange sec tion of the Special Numbers Table 1 If you have not already done so enter administration mode by follow ing the boxed instructions on page 25 2 Touch Adm Misc The lights next to the administration mode buttons stop flashing and the green light next to Adm Misc remains on Dial the 2 character code 6 Dial the table number 0 through 7 Dial the number 0 through 9 of the entry you want to record Dial the area code or exchange you want to record If you want to remove an entry repeat steps 3 through 5 and then touch Drop 8 Repeat steps 3 through 6 or perform step 7 for each table entry you want to administer 9 If you have a printer connected to your system for SMDR you can get a printout of the complete set of ARS tables Sample printouts are shown on pages 49 through 51 To get a printout dial the 4 character c
16. Line Pools Because you set a switch for this option on your control unit the method you select will be used at all the voice terminals in your system If you have only one or two line pools Button Access is the best option for your system if your system has several line pools however Dial Access is preferable because it provides access to all pools using only two buttons on each voice terminal If you want to use Automatic Route Selection you must select Diai Access Diai Access is also necessary if you want basic telephones to have access to line pools or special lines or if you want 5 button voice terminals to have access to more than one special pool Pools Intercom Voice Dial code 893 Line pool 5 Dial code 892 Line pool 4 Dial code 891 Line pool 3 Dial code 890 Line pool 2 Dial code 9 Main pool Di DIAL ACCESS TO POOLS Assume that you have five line pools With the Dial Access option seethe diagram above you arrange the system so that people can access any line pool by lifting the handset touching one of the two buttons above Intercom Voice and dialing the access code assigned to the pool 9 for the main pool or 890 through 899 for the others Even if you set your system for Dial Access you can still assign some pools to particular buttons if you like With the Button Access option see the diagram below people access all line pools directly through pool buttons on each voic
17. Office Priorities These procedures are optional Use Centralized Voice Terminal Programming or perform them at individual voice terminals whenever you want to give some one access to these features e Assign an Automatic Line Selection sequence e Assign Programmable Line Ringing for incoming calls eAssign Cover buttons e Assign Line Pickup buttons Program Voice Terminals for Personal Priorities These procedures are optional Use Centralized Voice Terminal Programming or perform them at individual voice terminals whenever you want to give some one access to these features eAssign features to programmable buttons Personal Speed Dial codes to 5 and 10 button voice terminals and basic telephones eUse special characters in programmed dialing sequences Select a Personalized Ring Program Voice Announcement Disable Program Simultaneous Voice and Data Calls MERLIN System Components When performing your administration tasks you work with three components of theM ERLIN system the control unit the administrator attendant console and individual voice terminals You may also have some optional equipment that adds features and capabilities to your system but does not affect system administration The following descriptions will help you become familiar with the components that make up your system For information about system installation refer to the nstallation Guide Models 1030 and 3070
18. Terminal Configuration Form for Models 1030 and 3070 Non attendant Voice Terminals Square Systems Intercom J 1 Voice Terminal Size Stand Type Accessories 5 Button Wall General Purpose Adapter Acoustic Coupler Adapter 10 Button Q Plastic Headset L Hearing Impaired Handset Q 34 Button Fixed Headset Adapter a Push to Listen Handset Q 34 Button Deluxe Desk Hands Free Unit Voice Terminal Power Supply Basic Touch Tone or Metal Extra Long Cord Attendant Intercom Selector Q Rotary Telephone Adjustable 4 Button ne 5 Button Po pa es es 0 pa Joo aerian pol 7 Automatic Line Selection 108 Voice Terminal Configuration Form for Models 1030 and 3070 Non attendant Voice Terminals Pooled Systems Intercom Identification Voice Terminal Size Stand Type Accessories 5 Button Q Wall C General Purpose Adapter C Acoustic Coupler Adapter 10 Button Plastic Headset Hearing Impaired Handset 34 Button Fixed L Headset Adapter Push to Listen Handset 34 Button Deluxe Desk Hands Free Unit Voice Terminal Power Supply Basic Touch Toneor Metal Extra Long Cord U Attendant Intercom Selector Rotary Telephone Adjustable EERS eee 10 Button nom
19. a Pooled System Order in Which the System Assigns Lines a ue GEL a SEP 0 0 GEL d O A D WD a O EDO GP ED A O 0 0 0 0 0O A A A 7 if gp E qu 0 0 D A A e Note that none of the voice terminals in your system come with preprinted but ton labels Be sure to label the buttons with the correct numbers for the individual lines and line pools that you assign to the voice terminal If you set switch G on your control unit for Button Access to Line Pools the system automatically assigns Pool 9 the main pool to the two buttons above Intercom Voice on voice terminals if you set your system for Dial Access to Line Pools the system automatically assigns these two buttons as dial access buttons Peo ple will touch one of these buttons before dialing the number of the poo they want to use e When you assign a line in a pool to a particular button on a voice terminal you assign all the lines in that pool to that button Therefore if you want to assign a certain pool such as a WATS line pool to a separate button you can do so by assigning any line in the pool to the button You can do this whether switch G is set to Button Access or Dial Access e f someone regulariy covers calls that come in on another person s line for ex ample a secretary who answers someone s personal line try to assign that line to both people if you
20. a printer connected to your system for SMDR you can get a printout of the complete set of ARS tables To get a printout dial the 4 character code 902 The green light next to Adm Misc flashes When the printout is complete you hear a beep and the green light next to Adm Misc remains on Don t go on to step 13 until you hear the beep or you will get an in complete printout Don t remove your printout from the printer until you complete step 13 or your page alignments will be affected 13 Touch Adm Misc 14 The lights next to the administration mode buttons flash again Remove your printout from the printer Continue to administer your system or leave administration mode by following the boxed instructions on page 25 53 54 Activating and Deactivating ARS To activate ARS dial the 5 character code 3041 If you hear a beep ARS cannot be activated Go to the control unit and make sure that switch F is set to Pooled up and switch G is set to Dial Access up then try again To deactivate ARS dial the 5 character code 3040 When ARS is deactivated voice terminal users touch one of the Pool Access buttons and dial the code 9 or 890 through 899 for the pool they want to use ASSIGNING VOICE TERMINALS TO GROUPS FOR GROUP PAGE It maybe convenient to page a particular group of employees such as department heads committee members or a project team without disturbing the entire staff You can use the Group Page feat
21. any buttons because your MERLIN system automatically selects the ringing line when a call comes in Send Message If you re an attendant notify a person that a message is waiting by touchingSend Message Transfer Pass outside calls to any voice terminal in yourMERLIN system Transfer calls with or without an intercom announcement e Attendants can screen calls on intercom as part of transfer Transfer Return Hear unanswered transferred calls ring again at the voice terminal from which they were transferred eTransferred calls are not lost Voice Terminal Program voice terminals with custom features according to business and individual needs Programming Voice Terminal Testing Determine whether all lights and ringing mechanisms are working by sliding the T P switch on the left side of the voice terminal to the T position Volume Control Adjust the sound level of a voice terminal s ring and speaker 93 Custom Features Feature Description Account Number Entry used with SMDR only 1 Auto Intercom LL One Touch Transfer Automatic Line Selection Automatic Route Selection AT Button Access to Line Pools Al Call Coverage See also Line Ringing Al Primary Coverage Secondary Coverage Coverage inhibit Call Forwarding Using Coverage inhibit Use this feature to associate an account code with outside calls made or received elncrease accuracy of call records e Ass
22. be removed You can assign lines that you do not want in the main pool to other pools or use them as individual lines e Do not mix different types of lines For example do not put regular telephone lines and WATS lines in the same pool Even within a WATS line pool you can not mix different bands of WATS lines or include both inbound and outbound lines All lines in a pool must be interchangeable since you cannot control which lines people will get when they use the pool e The number of lines available for pooling is affected by the number of lines you must reserve for personal or special purpose use For example if you have ten outside lines and two people need personal lines there are eight lines left for pooling if a line is assigned to a pool it cannot be assigned to a second pool or as an individual line e You can have up to 11 pools with as many lines as you like in each pool if you have Dial Access to Line Pools people can access a particular pool by dialing the code assigned to the pool 9 for the main pool 890 through 899 for addi tional pools 32 Assigning Lines to Line Pools Follow the procedure below to set up line pools 1 If you have not already done so enter administration mode by follow ing the boxed instructions 25 2 Touch Adm Pool If your lines aren t in use the lights next to the administration mode but tons stop flashing the green light next to Adm Pool remains on and the
23. buttons Assign to someone who screens or answers another person s calls eA secretary can answer all calls to a manager s voice terminal Assign to someone who provides a second backup for a covered voice terminal e second secretary can answer the manager s calls when the first secretary is away from the desk Program buttons on voice terminals to turn off Call Coverage temporarily eLimits use of Call Coverage to times when it is needed Program a Cover button on another voice terminal and then program a Coverage Inhibit but ton on your own voice terminal to stop coverage whenever appropriate eHave calls ring at a voice terminal in a different location when necessary A means that the administrator assigns the feature 11 means that the individual can assign the feature Al means that an individual can assign the feature with the administrator s approval 94 Custom Features continued Call Restriction See Outward Call Restriction Toll Call Restriction Allowed List Call Restriction Centralized Voice Terminal Programming A Dial Access to Line Pools See page 38 A Dial Access to Line Pools Restriction Do Not Disturb 1 page 557 Last Number Redial Line and Pool Assignment to Voice Terminals See pages 27 through 36 A Manual Signaling uI Assign call restrictions to any voice terminal as necessary e Re
24. call these area codes so he fists Pool 895 below Pool 891 in Tables 0 third least expensive calling method is WHIZ Frank makes Pool 9 the only pool that provides access to WHIZ the third entry in the Pool Number sections of the two tables In the corresponding Other Digits section he lists the WHIZ access number followed by four pauses then the account code followed by a pause Frank doesn t include Pool 9 as the fourth routing method although it could be used to call these area codes because Prime s financial director prefers that employees wait for a free line rather than use local lines for long distance calls Tables 0 and 1 look like this TABLE O AREA CODE EXCHANGE 0 40 17 8 2 202 3 20 494 5 20 6 5 6 7 2 2 7 7 9 2 5 POOL 0 Qe ye __ a _150 010 2378 3 4 5 TABLE 1 AREA CODE EXCHANGE 0392 9 4 7 2 6 7 4 5 __ POOL OTHER DIGITS 0 D8 lm _ 2 _7_ 950 047255p 2278922 __ 4 __ 5 __ Yess 8 9 Next Frank sets up routing patterns for in state calls area codes 609 and 201 Since employees don t dial 201 when calling within their own area code separate tables are required for calls to these two area codes Frank begins by entering 609 in the Area Code Exchange section of Table 2 Since the in state WATS line pool is the best method for making calls to area code 609 he makes Pool 890 the first entry in the Pool Number section of Table
25. can t use a Cover button keep in mind however that a Cover button covers all calls that come in on the covered voice terminal not just calls on a specific line The procedures that follow show how to assign individual lines to buttons and how to administer either Button Access or Dial Access to Line Pools At this point you should have decided which individual lines to assign to each of your voice terminals if you selected Button Access to line pools you also need to know which pools you want to assign to each voice terminal Be sure you have a completed Voice Terminal Configuration Form for each voice terminal you will be administering 35 36 Assigning Individual Lines to Buttons To assign individual lines to buttons 1 If you have not already done so enter administration mode by following the boxed instructions on page 25 2 Touch Adm Tel 3 The lights next to the adrninistration mode buttons stop flashing and the green tight next to Adm Tel remains on Dial the intercom number 15 for example or touch the Auto Intercom but ton for the voice terminal to which you want to assign lines If the voice terminal is idle a steady green light comes on next to its Auto Intercom button and the system gives you a 2 beep signal to begin If the voice terminal is being used the green lights next to the Auto Inter com button and Adm Tel flash rapidly You must wait until the green lights become steady or
26. characters into a dialing sequence 1 Go to the voice terminal you want to program 2 Label the button with the person s or service s name 3 Slide the T P switch on the left side of the voice terminal to P The voice terminal rings every 5 seconds to remind you it is in program mode 4 Touch the button you have labeled for Outside Auto Dial 5 Dial 90 6 To program a pause a 1 5 second delay into a dialing sequence for example with a PBX or Centrex system where you must dial 9 before dialing an outside number a Dial 9 b Touch Hold Pause c Dial the outside number you want the button to represent 7 To program a stop into a dialing sequence for example between a local telephone number and an alternate long distance authorization code a Dial the local telephone number seven digits b Touch Drop Stop c Dial the authorization code five or six digits 8 To program Touch Tone Enable into a dialing sequence for example between a telephone number and a credit card authorization code a Dial the telephone number b Touch Transfer c Dial the credit card authorization code 9 To program a switchhook flash into a dialing sequence for example for a Custom Calling or PBX or Centrex code that calls for a switchhook flash a Touch Recall b Touch Hold Pause c Dial the PBX or Centrex dial code sequence that accesses the feature you want to program 10 To program a onto a MERLIN system Out
27. choice is busy list possible backup routes as Pool entries 1 2 3 4 and 5 For exam ple after you have listed the pool number for the pool containing the Northeastern WATS lines you would then list the next least expen sive way of calling that area for instance the pool number for the pool containing local lines by which you could call people in the north eastern United States Fill in one table for each group of area codes or exchanges Use the Default Toll Table Table 8 to record route selections for ail toll calls to area codes not already included in a table those with 1 dialed as a prefix that people in your business might make Use the Default Local Table Table 9 to record route selections for local calls to exchanges not included in a table that people in your business might make The Special Numbers Table is used for routing the following numbers 0 411 611 911 800 and 900 If you must dial an access code to make operator assisted calls use this table to list the access code 102 VOICE TERMINAL OPTIONS Now that you ve completed the System Configuration Form begin filling out Voice Terminal Configuration Forms one for each voice terminal in your system You may want to begin by creating a system directory and planning which intercom number and which type of voice terminal each person will use The form for the system direc tory should have been provided with your equipment On pag
28. control unit jack whose number is printed on the button label The numbers 10 20 printed on the button labels indicate the intercom number of the voice ter minal each button represents Label each inter com button with the appropriate person s name Small Console Administration Button Labels Night Service Copy 29 28 27 26 25 24 23 22 21 20 SLOT 2 2 B2 M B1 A0 B0 Adm Pool M Adm Tel A3 How to Use Label Strips 1 Type or print the appropriate outside line num or on each label 2 Crease the per forated edges then tear out each label strip 3 Insert the label strips into the slots on the console Slot numbers on the black tabs in dicate the correct slot for the strip Slot 1 is on the far left slot 7 is on the far right Note the control unit jack numbers A0 F4 printed on the line button labels for slots 1 4 Label each button with the telephone number of the outside line that is plugged into the control unit jack whose number is printed on the button label The numbers 10 79 printed on the button labels for slots 57 are voice terminal intercom numbers for each shift level the button represents Label each intercom button with the appropriate per Son s name SLOT 3 B3 B4 C1 C2 C3 c4 DO D1 D2 D3 Call Rstr SLOT 4 Copy D4 E0 El E2 E3 E4 F0 F2 F3 F4
29. else try again later If you try to assign lines to buttons at a busy voice terminal the system will beep and you will not be able to proceed Refer to the Voice Terminal Configuration Form to see which individual lines should be assigned to this voice terminal Steady green lights show next to any lines currently assigned to the voice terminal Steady red lights show next to all lines contained in any system pool To add a line to or remove a line from this voice terminal touch the button for that line The green light next to the line button tells you its current status Each touch of the line button gives you one of the following codes Green light on line is assigned to the voice terminal Green light off 2 line is not assigned to the voice terminal The order in which you touch the buttons during administration determines the order in which lines appear on the voice terminal For example sup pose that you have three individual lines to assign to a voice terminal that has Dial Access to Line Pools These lines appear in alphabetical and numerical order on your administrator attendant console as shown on pages 85 and 86 If you touch the button for line B2 first it will be assigned to the first available position on the voice terminal in this case the top but ton in the first column above the dial pad If you touch the button for line Al next it will be assigned to the next available position the bottom but ton in the second column
30. extreme you can setup allowed lists which contain groups of numbers that can be dialed regardless of a voice ter minal s call restrictions You can assign these allowed lists to people who need to call numbers that are outside the general restrictions placed on their voice terminals You can assign one of the following basic calling ranges to each of your voice terminals e Outward Call Restricted Intercom calls only with allowed list s if required eToll Call Restricted Intercom and local calls only with allowed list s if required e Unrestricted All calls allowed The sections that follow describe the three steps involved in assigning call restric tions to voice terminals You begin by assigning one of the three basic calling ranges shown above to each voice terminal Next if you want to let people at restricted voice terminals make certain types of outside and toll calls you setup lists of numbers that can be dialed Then you assign the appropriate allowed list s to each restricted voice terminal M 42 Assigning Outward and Toll Call Restrictions You may want to restrict some voice terminals to intercom or local calls only if for example these employees do not need to make outside or long distance business calls You probably also want to restrict any voice terminal located in a public area such as a lobby The procedure for assigning different types of call restrictions is presented below If you want these restricted vo
31. flash 6 Make a list of all Personal Speed Dial code numbers and the telephone numbers they represent 7 If you have more Personal Speed Dial numbers to assign to this voice terminal you can do so Otherwise slide the T P switch to the center position to return to normal operation 77 78 USING SPECIAL CHARACTERS IN PROGRAMMED DIALING SEQUENCES An Outside Auto Dial or Personal Speed Dial code can store up to 16 digits including special characters You use special characters when you need to program an automatic pause stop or switchhook flash which means briefly depressing the switchhook with the number Before you program a special character into a se quence please read the following information e lf your MERLIN system works in combination with a PBX or Centrex system where you have to dial 9 to get an outside line or if your system has Dial Ac cess to Line Pools you should program a pause after the 9 or access code in a programmed dialing sequence e When you use an alternate long distance service you program one Outside Auto Dial button for the special service number and a separate Outside Auto Dial but ton for each person you use the service to call When using an Outside Auto Dial button or a Personal Speed Dial code with a stop resume the dialing sequence by touching the Outside Auto Dial button or dialing the Personal Speed Dial code again Now use the sample procedures below as guidelines to program special
32. for assigning system options and individual features are the same for attendant consoles as for the other voice terminals in your system Keep in mind however that attendant consoles always have a square line arrangement even in pooled systems Programming Tips for Attendant Consoles The attendant console for a small system should be a 34 button deluxe voice terminal which has lights next to every button The lights next to Auto Intercom buttons indicate which voice terminals are busy and which message lights are on Attendants in systems with more than eight outside lines or more than 20 voice terminals should have a large console 34 button deluxe voice terminal that in cludes an Attendant Intercom Selector The system will automatically assign one of the Auto Intercom buttons on the Auto Intercom Selector to every voice terminal in the system These buttons allow the attendant to transfer calls easi ly and the lights beside the buttons tell the attendant which voice terminals are busy and which message lights are on If your system is set for more than eight lines you cannot program any Auto In tercom or Manual Signal buttons on a small console You probably want attendant lines to ring immediately when a tail comes in but there may be exceptions For example some people may not want their per sonal lines answered by someone else If you do not want the attendant to answer calls on certain lines set these lines not to ring on
33. in public places you can set the return interval for one or two rings You can also set your system not to return trans ferred calls at all Follow the procedure below to set the Transfer Return interval 1 If you have not already done so enter administration mode by follow ing the boxed instructions 25 2 Touch Adm Misc The lights next to the administration mode buttons stop flashing and the green light next to Adm Misc remains on 3 Dial the 4 character code 306 4 Dial a number from 1 through 9 to indicate how many rings should occur before the transferred call returns If you do not want transferred calls to return dial 0 5 Touch Adm Misc again The lights next to the administration mode buttons flash 6 Continue to administer your system or leave administration mode by following the boxed instructions on page 25 61 62 Programming Voice Terminals for Office Priorities Your system comes ready to use with certain custom features assigned to the voice terminals The illustrations on pages 63 through 65 show these initial feature assignments for all voice terminals except attendant consoles in both square and pooled systems Initial feature assignments for attendant consoles appear on pages 85 and 86 Initially all button labels on voice terminals are blank so make sure all the buttons on the voice terminals are properly labeled with any initial features retained and any additional f
34. name of each feature marked with an A tells you where you will find instructions on assigning the feature e Optional Featuresrequire the purchase of additional equipment The system comes ready to use with certain custom features in place on all voice terminals see feature assignments eges 63 through 65 Since no two businesses are alike however you may want to change some or all feature assignments You can change any custom feature by following the appropriate set of steps in this manual 91 Fixed Features Feature Description Call Park See also Page Call Pickup See also Call Park Loudspeaker Page Night Service Call Waiting Conference Distinctive Ringing Group Listening Speaker See also Hands Free Unit Hold See also Music on Hold Automatic Hold Release Automatic Hold Reminder Intercom Intercom Ring Intercom Voice See also Voice An nouncement Disable Line Pickup Line Request Message Waiting See also Send Message Put a call on a special kind of hold so the call can be picked up at any voice terminal e Using Call Park an attendant trying to locate someone can park a call and page the person The person can take the call at any voice terminal using the Line Pickup or Call Pickup feature Answer a call for one voice terminal from another voice terminal This feature can be programmed onto a button at any voice terminal e Answer another
35. non attendant console if you need an additional voice terminal Switches B through E on the Processor Module of the control unit represent attendant consoles with intercom numbers 11 through 14 To change the console s function set the appropriate switch to Normal up Turn the power off and then on again and administer the console as you would any non attendant voice terminal IMPORTANT Be aware that when you change the setting of one of these switches you erase all system line administration and voice terminal program ming that is now in place for that voice terminal Initial Feature Assignments for Small Administrator Attendant Console 34 Button Deluxe Voice Terminal bof 7 cof gt of of gt of s of Control unit jack numbers represent the _ outside line plugged into that jack For systems with 8 or fewer lines and 20 or fewer voice ter minals switch H on control unit is up Intercom numbers gt of gt of bof bof gt gt of gt of gt of um gt of ss gt of zm pa bof zx pop pof zx pof zx gt of zx bof pop pop gt of pol pal Message 85 aw OS ER ER NEN EN gt Jn sniels oBessow wig emo 1 lt s 041002 481 390A OZ UBYY
36. of a Line Module in the control unit you should also remove ghost lines from your voice terminals The Initial Feature Assignments diagrams on pages 85 and 86jillustrate the order in which lines are assigned to buttons on the administrator attendant console when your system is first set up The system automatically assigns lines to the buttons in the order in which the lines are plugged into the control unit This is the default arrangement what your system does unless you specify something different You can follow the procedure below to assign lines to buttons in a dif ferent order e When you assign a line to a voice terminal the system automatically assigns the line to the first button that doesn t already have a line assigned to it in the order shown in the diagram on the next page You can assign lines to voice ter minals in a different pattern by touching the line buttons in the order in which you want them to appear Note that none of the voice terminals in your system come with preprinted but ton labels Be sure to label the voice terminal buttons with the telephone numbers of the lines you assign e Always assign lines to one voice terminal at a time Make sure you have a completed Voice Terminal Configuration Form for each voice terminal Remember that voice terminals cannot be administered and used at the same time You cannot assign lines to a voice terminal unless it is idle and the user cannot place or receive ca
37. of the person whose calls are to be covered on an avallable button one that is not already a line or in tercom button Use only a button with lights next to it Also assign an Auto Intercom button for each person to be covered and label the button with the person s name These buttons should have lights Check the initial feature assignments pages 63 through 65 to see if there is a feature there that you can replace with Call Coverage Automatic Answering If a voice terminal has a Hands Free Unit write Auto Answer Intercom on an available button with lights on the Voice Terminal Configuration Form If a voice terminal has a General Purpose Adapter write Auto Answer Outside on an available button with lights on the form Assign Other Features to Buttons Review the initial features assignment diagram pages 63 through 65 Unless you have replaced the initial features with other features copy the feature names onto the appropriate button label on the Voice Terminal Configuration Form Line Ringing Of the lines assigned to the voice terminal determine which ones should ring immediately at the voice terminal which should ring after a delay so that calls ring only if the person who usually answers is unavailable and which should not ring at all Indicate the type of line ringing on the Voice Terminal Configuration Form by writing next to each line button for immediate ringing or D for delayed ringing aft
38. outside lines does your system control 2b How many outside lines do you plan to add during the next year 2c Total number of outside lines 2a 2b 3 Now add the total number of voice terminals 1 to the total number of lines 2c System Size If the answer to Z2c is greater than 8 or if the answer to 3 is greater than 30 check Large on the System Configuration Form Otherwise check Small 4 What sort of telephone system are the people in your system accustomed to using Key System a system such as 1A2 Key where each line appears on a separate button at each telephone Non Key System a system such as Horizon with many lines available through a few System Access or Trunk Access buttons or with basic telephones that each have their own line 5 Do you want Automatic Route Selection ARS ARS allows you to program your system to automatically select the least expen sive and best available route for each outside call You provide the system with the information it needs to make economical routing decisions Otherwise you can have individuals select the appropriate type of line Yes No 98 Line Representation If the answer to 5 is yes then check Pooled and Dial Access ARS on the System Configuration Form and skip to 9 6 Did you order any 5 button voice terminals that need to handle calls on more than three outside lines or any 10 button or 34 button vo
39. the T P switch on the left side of the console to P When you finish administeringyour system leave administration mode by following the steps below Slide the T P switch to the center position eSet switch A on the Processor Module to Attendant up Remove the administration mode button labels from the console and insert the regular call handling labels used by the attendant Procedure PERFORM BASIC ADMINISTRATION Specify Touch Tone or rotary Adm Misc Dial 302 dialing e Touch line buttons Steady green on z Touch Tone See page 26 Green off rotary Touch Adm Misc Assign lines to voice ter Adm Tel e Touch Auto Intercom button representing voice terminal minals in square systems Touch line buttons Steady green on line is assigned 27 Green off line is not assigned Touch Adm Tel Set up line pools in pooled Adm Pool eDial pool code 9 for main pool or 890 through 899 for addi systems tional pools if administering more than one line pool Touch line buttons See 31 Steady red line is in pool Red off line is not in pool Touch Adm Pool Assign lines and line pools to Adm Tel Touch Auto intercom button representing voice terminal voice terminals in pooled eTouch line buttons systems Steady green on line or pool assigned Green off line or pool not assigned See page 33 Touch Adm Tel Assign Dial Access to Line Adm Tel eTouch Auto I
40. the console or remove those lines from the attendant console if you have more than one attendant you can assign delayed ring to lines on one attendant console as a backup for the other and vice versa Someone in your business may have a personal line that doesn t normally ring at the attendant s console However that person may want the attendant to answer calis on the personal line when he or she is out of the office in that case page 69 A Cover button is also necessary if the attendant is expected to cover intercom or transferred calls for anyone the attendant needs a Cover button for the voice terminal to which the personal line is assigned For more information about Cover buttons see Cover Buttons 83 84 eA loudspeaker paging system or the Group Page feature makes it easy for an attendant to announce calls to people who are not always at the same location You can set up the system so the attendant can page separate zones in dependently For example a paging system in a medical group shared by several doctors could be set up with one zone covering only those locations specific to a particular doctor such as a consulting office lab and examining room Similarly the voice terminals in those same areas could make up a group for Group Page Then when a call comes in the attendant can park the call and page the person the call is for without bothering anyone else You may want to change an attendant console to a
41. to contact someone with a prearranged signal If you program this feature on a button with lights the green light goes on when the other person is using his or her voice terminal or is using the Do Not Disturb feature You cannot program Manual Signaling and Auto Intercom for the same voice terminal For 5 and 10 button voice terminals only You assign System Speed Dial codes to frequently called numbers then everyone connected to your MERLIN system can use those codes for abbreviated dialing It is not necessary to assign these codes to buttons If you have a 5 or 10 button voice terminal you can dial a code to use this feature instead of using a button If you have a 5 or 10 button voice terminal you can dial a code to use this feature instead of using a button Feature Programming Chart continued PAGING FEATURES Feature Name Suggested Button Label Loudspeaker Page Ldsp Page All Group Page 1 Use your business loud speaker paging system to make announcements to all or some of the people in your organization Make a voice announce ment through a group of voice terminal speakers in your MERLIN system e Dial 91 e Dial 80 for all zones 81 zone 1 82 zone2 83 zone 3 e Dial 91 e Dial 841 for group 1 842 group 2 844 group 4 845 group 5 846 group 6 847 group 7 Used only with loudspeaker paging equipment You designate the groups Get a l
42. two you might prefer to set switch to gt 8 Lines down in order to simplify administering the system later If you change the setting of this switch later you cancel any special line administration of programmed features on your attendant consoles e f you have more than eight outside lines or more than 20 voice ter minals or if you expect your system to grow to this size in the next year or so set switch H to gt 8 Lines down 7 If your system has an SMDR Station Message Detail Recording Module and a printer with an RS 232 connector connect the printer to the SMDR Module refer to the instructions that come with the module 8 Turn on the control unit by setting the On Off switch on the Power Module to On right This causes the system to record the changes you just made The warning light on the module will go on Wait for the light to go off before continuing If you have a printer hooked up a page header will be printed 9 If your system has a Services Module make the following adjustments Otherwise go to step 10 e If you have background music through a loudspeaker paging system you can adjust its volume by turning the Bkgd Vol control clockwise to raise the volume or counterclockwise to lower it If you do not have background music through a loudspeaker pag ing system turn the control counterclockwise as far as it goes e If you have Music on Hold you can adjust its volume by turning the MOH Vol control cloc
43. whenever you need to administer your system from the administrator attendant console When you finish administering set switch A to Attendant up NOTE Switch A which sets the mode of the administrator attendant console is the only switch on the control unit that you can reset with the power on If you reset any other switch with the power on the con trol unit does not record any of the changes you make until you turn the power off then on again 3 Set switches B through E Switches B through E control intercom numbers 11 through 14 respec tively These consoles normally function as voice terminals but you can designate any of them as backup attendant consoles If you designate a voice terminal to function as an attendant console each outside line appears on a separate button regardless of whether you select the pooled or square option The four voice terminals selected by switches B through E plus the administrator attendant console intercom number 10 provide a max imum of five attendant consoles if you need them e For those voice terminals that function as attendant consoles set the switch to Attendant down e For those voice terminals that function as regular telephones set the switch to Normal up 4 Set switch F f you have chosen to pool your lines set switch F toPooled up and go to step 5 IMPORTANT If you are resetting this switch from Square to Pooled be aware that you erase all system line a
44. 2 WHIZ is the second best method for placing these calls so Frank enters Pool 9 below Pool 890 in the Pool Number section and enters the WHIZ access and account codes and the required pauses in the Other Digits section Table 2 looks like this TABLE 2 AREA CODE EXCHANGE 0 607 1 2 3 4 5S 6 POOL OTHER DIGITS 08 o 2 2 45010 fT2ggp 123 7872 2 3 z M 5 8 9 49 50 Next Frank considers how best to route calls to numbers in area code 201 Local lines are the least expensive method for making calls to the 20 exchanges in the im mediate area and all other calls should be made on the in state WATS lines Frank sets up Tables 3 and 4 to establish a routing method for calls to Prime s local ex changes He lists the 20 exchanges in the Area Code Exchange sections of the two tables putting the maximum often entries in each His first entry in the Pool Number section of the tables is Pool 9 the local line pool His second entry is Pool 890 the in state WATS line pool which is the next lowest cost way to make these calls Tables 3 and 4 look like this TABLE 3 AREA CODE EXCHANGE 08324 0449 2 f46 3 275 4 204 5 43 v 530 8 75 9 77 POOL OTHER DIGITS 09 5 210 2 3 5 TABLE 4 AREA CODE EXCHANGE 0 Sal 1 507 2 51 JCU 4297 5 737 674 7147 7 0 9 He POOL OTHER DIGITS 09 2 18 f0 v NC 3 4 5 Frank can now complete his tables f
45. 3 03 10 10 46 912135586452 00 00 20 03 50 10 50 9180022557781 00 00 19 03 50 1236547893214567 Setting Your Printer to Scroll to the Top of the Page Normal ly your printer scrolls to the top of the next page and prints a header when it completes a report if the heading is being printed in the middle of the page reset the printer by following the procedure below 1 2 Or Bo Turn off the printer and scroll the paper to the top of the next page Enter administration mode by following the boxed instructions on page Touch Adm Misc Dial the 4 character code 399 Leave administration mode by following the boxed instructions on Turn your printer on SETTING THE RETURN INTERVAL FOR TRANSFERRED CALLS When your system is installed it is setup so that a call that is transferred from one voice terminal to another rings four times at the second voice terminal Then if nobody answers the call continues to ring at this voice terminal and also begins to ring again at the voice terminal from which it was transferred If you wish you can vary the number of times that transferred calls ring to suit the needs of your particular business For example if your voice terminals serve large areas or if employees cannot stop their work immediately to answer calls you may want to provide as many as nine rings before a transferred call is returned On the other hand if you prefer to minimize ringing at voice terminals that are unattended or
46. 5 5 6 7 8 9 9 9 9 113 114 Form for Automatic Route Selection Tables continued TABLE 4 AREA CODE EXCHANGE 0 1 2 3 4 5 6 7 8 POOL OTHER DIGITS 0 1 2 3 4 5 TABLE 5 AREA CODE EXCHANGE 0 1 2 3 4 5 69 7 8 POOL OTHER DIGITS 0 1 2 3 4 5 TABLE 6 AREA CODE EXCHANGE 0 1 2 3 4 5 69 7 8 POOL OTHER DIGITS 0 1 2 3 4 5 9 9 9 Form for Automatic Route Selection Tables continued TABLE 7 AREA CODE EXCHANGE 0 1 2 3 4 5 6 7 8 POOL OTHER DIGITS 0 1 2 3 4 5 TABLE 8 DEFAULT TOLL POOL OTHER DIGITS 0 1 2 3 4 5 TABLE 9 DEFAULT LOCAL POOL OTHER DIGITS 0 1 2 lt 5 4 5 SPECIAL NUMBERS TABLE AREA CODE EXCHANGE 0 911 1 411 2 611 3 800 4 900 5 0 POOL OTHER DIGITS 0 9 9 115 Index Account Number En Special Information about 83 84 Attendant Intercom Selector 9 12 83 Tip Ring Interface 38 67 Basic Telephones 7 12 77 88 190 Button Access to Line Pools 7 19 33 37 194 117 1 1 Call Coverage See Cover Assigning 69 170 175
47. 60 9plp2135586758 Dial Code 61 9plp2135586759 Dial Code 62 Dial Code 63 Dial Code 64 Dial Code 65 9p1p5152236596 Dial Code 66 9p1p5152236597 Dial Code 67 9plp5152236598 Dial Code 68 Dial Code 69 Dial Code 70 Dial Code 71 Dial Code 72 Dial Code 73 Dial Code 74 Dial Code 75 56548 88888t4444r6666p8888n9999955555666 Dial Code 76 Dial Code 77 Dial Code 78 D D ial Code 79 ial Code 80 ADMINISTERING SMDR STATION MESSAGE DETAIL RECORDING OPTIONS Station Message Detail Recording SMDR enables your business to keep records of incoming and outgoing calls To use this feature you need an SMDR Module in the control unit and a 1200 baud printer with an RS 232 C interface connector Before administering SMDR please read the following information e SMDR gives you information in a call report This is a report of outgoing and incoming calls which is printed automatically as the calls occur The report in cludes the date and time of each call its duration the line and voice terminal on which the call is made and if the call is outgoing the number dialed The header illustrated below is printed automatically when you turn the system on DATE TIME CALLED NUMBER OUR LINE STN ACCOUNT The information in call reports helps you to develop records of your telephone traff
48. 90 to select intercom numbers 70 through 79 in the gray band If you want to dial a particular intercom number you must first touch the Shift button that provides access to the group of intercom numbers that includes the one you want For example if you want to assign lines to the voice ter minal represented by intercom 31 touch the left Shift button The light next to the Shift button comes on and the Auto Intercom buttons now represent intercom numbers 10 through 39 Message Status Button large systems only The Message Status button is used only when your console is in the attendant mode You use this button to find out which voice terminals have messages waiting for them OPTIONAL EQUIPMENT You may also have optional equipment that adds features and capabilities to your system e Attendant Intercom Selector Provides an attendant with 70 Auto intercom buttons Basic Telephone and Modern Interface Connects telephones and data com munication devices such as autodialers answering machines cordless telephones facsimile machines and auto answer or originating modems to your MERLIN system You can also use a transformer to connect a timer to a Basic Telephone and Modem interface e Basic Telephone Module Lets you connect basic Touch Tone and rotary telephones to the MERLIN system e Hands Free Unit Provides you with full speakerphone capability including hands free telephone conversation On Hook Dialing Monitor on Hold a
49. AMMABLE LINE RINGING FOR INCOMING CALLS You can customize the line buttons pool buttons and Cover buttons on your voice terminals so that calls coming in on those lines ring in one of three different ways im mediate ring delayed ring and no ring All lines at attendant consoles are set to ring immediately When your system is first installed all lines above the dial pad on non attendant consoles are set to immediate ring except for lines assigned to the pool buttons in a pooled system These lines are initially set to ring Lines to the right of the dial pad are also set to no ring initially The ringing assignment for outside calls in no way affects internal calls such as intercom and transferred calls if you are assigning line ringing for the first time please read the following information Immediate ring Assign immediate ringing of a line to anyone responsible for answering that line first for example the attendant a secretary or a receptionist This option is also useful for private lines that should not be screened or for peo ple who answer their own calls e Delayed ring Delayed ring provides backup coverage on shared lines The voice terminal assigned delayed ringing for a certain line does not ring unless someone else fails to answer after two rings Assign delayed ringing of a line to anyone responsible for answering a shared line only if someone else doesn t pick it up A delayed ring backup is useful for
50. MERLIN Communications System Models 1030 and 3070 With Feature Module 4 Administration Manual PAER S Wr aP F a 4 KA Ae y x ev SN DESI Gree am 4 AE NUES UR Mu MES EAE EA 4 319 d gt a Ee Lad iy EA Were Py 4 4 o 4 Pony r ee e EN at ge See US OCE TREDE MON 234 4 y T enat MS os 4 sq de eas Lx x PS 3 A E ies lt M E 2 Yei 5 t 7 at 4 DAE 5 vti re nist DC at me 126 i VAL t a noA LON Fille ues _ SO V e c LLL CE Se re ere ae a pe ES CUERO Ne two v HP Met Ed PES ee M Ed dh e ome 9 f x 2 DU U fous a waste 2 XX C T vu gt m oF 4 ES is ques N ds ee Ba ea any or STRE ise UM LC Loo Ya Uge e ES tx GC ag H e C t EE gt T Ld 4 n o4 rum It wa 7 gt zd t 5 2 M 7 x ut Table of Contents Page How to Use This Manual Administration Overview 3 Administering Your System for the First Time Making Changes to Your System Later 4 MERLIN System Components The Mod
51. OICE ANNOUNCEMENT DISABLE When your system is installed all voice terminals can receive either announced or ringing intercom calls However some people may not want their intercom calls signaled by a voice announcement For some voice terminals such as those in public locations voice announcements may be impractical Using Voice Announcement Disable you can program voice terminals to block intercom voice announcements As a result all intercom calls to those voice terminals ring even if the callers try to place an announced intercom call Use Centralized Voice Terminal Programming or follow the procedure below to program this feature 1 Go to the voice terminal you want to program 2 Slide the T P switch on the left side of the voice terminal to P The voice terminal rings every 5 seconds to remind you it is in program mode 3 Touch the Intercom Voice button successively until the green light next to it shows the appropriate code Each successive touch gives you one of these codes Steady green on voice announcements permitted Green off voice announcements blocked 4 If you have more features to program on this voice terminal you can do so Otherwise slide the T P switch to the center position to return to normal operation 81 82 PROGRAMMING SIMULTANEOUS VOICE AND DATA CALLS When a voice terminal in your system is connected to a General Purpose Adapter and a modem itcan link the user s computer terminal to a loca
52. Office Priorities Programming Voice Terminals for On Hook Dialing 93_ o Outside Auto Dial 74 78 96 Outward CallRestrictions a1 45 1 Personal Priorities Assigning to 5 and Terminals ie Power ModuleJ6 8 privacy Recall Return Interval for Transferred Calls 61 120 3 O Ringing Line Selection 93 Rotary Dialing 26 17 1 Saved Number R Send Message ServicesModule 7 23 o 1 11h12 1 l y Shift Button Simultaneous Voice and Data Calls 76 82 97 20 SMDR Station Message Detail Recording 7 59 Administering pone Speaker 92 93 O O Z o OO Special Characters 53 78 47153 Cd System Options Customizing with ditiona System Speed Dial 57 58 74 Voice Terminal Testing 93 Voice Terminals 5 Button Volume Control Quick Reference Guide to Administration Procedures This chart summarizes the administrative procedures described on pages 26 through 82 For more information about a procedure refer to the page listed Before you perform any of these procedures enter administratiormode by following the steps below e Set switch A on the Processor Module in the control unit toAdminister down elnsert the administration mode button labels see the back of this manual in the administrator attendant console eSlide
53. On up provides a short tone before loudspeaker paging announcements Off down eliminates the signal e Level switch Sets amplification for music source Hi down is for sources with their own amplifiers Lo up is for those without Line Module Provides jacks for up to five outside lines Normally there are two Line Modules in the Model 1030 control unit You may have a third however if you decide to replace the Voice Terminal Module normally found in slot 11 with a Line Module in order to have 15 lines instead of 10 1520 configura tion If you add an Expansion Unit you will not need this extra line capacity and you can return your con trol unit to the 1030 configuration The Expansion Unit contains up to four Line Modules These modules combined with two Line Modules in the 1030 control unit provide the system maximum of six Line Modules 30 lines e jacks 0 1 2 3 4 Connect outside lines to the MERLIN system Line Modules have letters as well as numbers For example the first Line Module in the control unit is lettered A so the jacks in that Line Module are called A0 A1 A2 and 4 Voice Terminal Module Provides jacks for ten voice terminals You may have up to three Voice Terminal Modules for the Model 1030 control unit and up to four additional Voice Terminal Modules in the Expansion Unit A Basic Telephone Module with jacks for basic Touch Tone or rotary telephones is also available
54. PD gt O gt O gt O gt O PD Pu 65 USING CENTRALIZED VOICE TERMINAL PROGRAMMING Using Centralized Voice Terminal Programming you can assign features convenient ly to all voice terminals from the administrator attendant console You can use Cen tralized Voice Terminal Programming to assign any of the features described in this section of the manual to individual voice terminals throughout your system 1 If you have not already done so enter administration mode by follow ing the boxed instructions page 25 2 Touch Conference The red light next to Adm Tel goes on 3 Dial the intercom number or touch the Auto Intercom button of the voice terminal you want to program The red light next to Adm Tel goes out and a single tone sounds every 5 seconds as a reminder that you are programming This is similar to what you would hear if you were progmmming the voice terminal itself The voice terminal you are programming cannot be used to make or receive calls and callers get a busy signal If the voice terminal you want to program is busy the red light next to Adm Tel and the green light next to the Auto Intercom button of the voice terminal flash altemately You must wait for the voice terminal to become idle before continuing to step 4 If you prefer not to wait you can touch Conference again and select another voice terminal to program or touch Conference twice to terminate the programming procedure Program an
55. SLOT 5 SLOT 6 SLOT 7 19 29 39 49 59 69 79 t 18 28 33 48 58 68 78 17 27 37 47 57 67 77 16 26 36 46 56 66 76 15 25 35 45 55 65 75 _ ir 14 24 34 44 54 64 74 ee 13 23 33 43 53 63 73 12 22 32 42 52 62 72 11 21 31 41 51 61 71 10 20 30 40 50 60 70 Night Status Service Large Console Administration Button Labels
56. Selection skip to the next section entitled Voice Terminal Options Automatic Route Selection For a detailed explanation of this feature see page 46 If you plan to use Automatic Route Selection you need to fill out the Selection Table on pages 113 through 115 You can fill out up to eight tables numbered 0 7 1 Fill in a group of area codes or exchanges to which calls could be routed through the same set of pools For example if you decide that Northeastern WATS lines are the least expensive way of calling peo pie in the northeastern states then you might list the most frequently used area codes in the northeastern United States that could be accessed using the WATS lines You can list up to ten area codes or exchanges on a table if you need to list more than ten use a second table NOTE it does not matter in which order you list these area codes or exchanges Beginning with entry 0 in the portion of the table labeled Pool list the 3 digit 890 899 pool number for the pool you have chosen for making these calls For example you might fill in the pool number for the pool containing the Northeastern WATS lines if any extra digits need to be automatically inserted when using this pool list these after the pool number under the heading Other Digits For example alternate long distance companies may require special dialing codes or account numbers in case the pool that you have listed as your first
57. a secretary on someone s private line Delayed ring may also be used on an attendant console as a backup for a different attendant if you want to provide coverage for inside or transferred calls or forliines that are not shared use the Cover feature described on page e No ring Assign no ring to lines on a voice terminal that are always screened first at another voice terminal such as pooled lines or someone s lines that ring first at a secretary s voice terminal This option is also appropriate for voice ter minals with no regular users or voice terminals in public places such as lobbies or conference rooms When you assign no ring to an individual line the green light next to the line button still flashes when a call comes in on the line However if you assign no ring to a pool button the green light next to the button does not flash Use Centralized Voice Terminal Programming to assign line ringing from the ad ministrator attendant console or follow the procedure below 1 Go to the voice terminal you want to program 2 Slide the T P switch on the left side of the voice terminal to P The voice terminal rings every 5 seconds to remind you it is in program mode 3 Touch the outside line button that you want to program until the red light beside it shows the appropriate code Each successive touch gives you one of these codes Steady red on immediate ring Flashing red delayed ring Red off no ring 4 Repeat step 3 f
58. ack of this manual one set for a small administrator attendant console systems with switch H on the control unit set to 1 8 Lines and another set for a large administrator attendant console systems with switch set to 8 Lines Fill in the appropriate set for your system and keep the labels and completed forms to use whenever you administer your system CHOOSING A TIME TO ADMINISTER YOUR SYSTEM Before you begin administration procedures choose a time when you do not expect many people to be using their voice terminals When you perform some administra tion procedures the system blocks all calls on the lines or voice terminals with which you are working Blocked voice terminals generate soft periodic beeps to alert peo ple that they cannot be used If you accidentally try to administer a voice terminal that has an active call you do not cut off the caller Rather you are unable to con tinue administering that voice terminal until it is idle 20 Basic Administration Once your system planning and paperwork are complete you can perform basic ad ministration procedures The chart below lists the procedures described in this sec tion Remember that if you are administering a new system that has just been in stalled some of these basic procedures maybe required to set the proper operating conditions for your particular environment and you must perform them first before you goon to do any other system administration Carry out the pr
59. al Access Button Access L Dial Access ARS Attendant Configuration SMDR Options 11 0 12 0 13 14 Minimum length of calls recorded minutes Incoming calls recorded Y N Line Pool Check if Telephone Control Unit code Special Number Area Code Circle if Check if Number Jack Number Number Line Type 9 890 899 Only Rotary Night Ring AO 01 r M 02 r A2 03 r A3 04 r A4 05 r BO 06 r 61 07 r B2 08 r B3 09 r B4 10 r co 11 r C1 12 r C2 13 r C3 14 r C4 15 r DO 16 r 01 17 r D2 18 r D3 19 r D4 20 r EO 21 r E1 22 r E2 23 r E3 24 r E4 25 r FO 26 r F1 27 r F2 28 r F3 29 r F4 30 r 106 Voice Terminal Configuration Form for Models 1030 and 3070 Attendant Consoles Intercom Stand Type L Wall Q Plastic L Fixed Desk Metal Adjustable Identification Accessories L General Purpose Adapter Q Headset Q Headset Adapter Q Hands Free Unit Q Extra Long Cord 34 Button LI Acoustic Coupler Adapter Hearing Impaired Handset Push to Listen Handset Voice Terminal Power Supply Attendant Intercom Selector PH PO 4 PO POD PO _ PO PO 4 PO 4 Pd ru J Pd cobs col oe pol Pn Calling Restriction Toll Call Restriction Outside Call Restriction Allowed List Numbers 0 7 Automatic Line Selection PO a Pol PH a x x pol PO pal pola 107 Voice
60. als can use this feature by dialing the 3 character code 23 Any voice terminal may have more than one Saved Number button Assign System Speed Dial codes to a maximum of 40 telephone numbers Codes are stored so that people throughout your business can dial them at any voice terminal e Assign codes to frequently dialed numbers such as the numbers of your branch offices e Assign codes to numbers that you may not want everyone in your business to know Adjust the system to temporarily generate Touch Tone signals when connected to lines that carry rotary signals elf your business is hooked up to rotary lines use alternate long distance service banking by phone credit card authorization and other electronic services that require Touch Tone dialing Adjust the system to work with either Touch Tone or rotary lines or both e Keep your system flexible connect some voice terminals to Touch Tone lines others to rotary lines if necessary Program voice terminals to block intercom voice announcements and to ring instead to signal intercom calls eProgram this feature on voice terminals in public places such as lobbies and conference rooms A means that the administrator assigns the feature I means that the individual can assign the feature Al means that an individual can assign the feature with the administrator s approval 96 Optional Features Feature Description Extra Alert See also Night Service Requ
61. answer to 9 is 2 check the box next to 11 for attendant configuration If the answer to 9 is 3 check the boxes beside 11 and 12 If the answer to 9 is 4 check the boxes beside 11 12 and 13 If the answer to 9 is 5 check the boxes beside 11 12 13 and 14 The system supports a maximum of five attendant positions Listing Telephone Numbers In the column labeled Telephone Number on the System Configura tion Form list the telephone numbers for your outside lines Start at the top of the column and work down without skipping any spaces The order in which you list lines determines the order in which lines appear initially on attendant consoles and on all voice terminals in systems with square line representation Group lines of the same type together for example group WATS lines together FX lines together etc Special Lines Indicate which lines are special purpose lines for example WATS Foreign Exchange personal lines outward calls only incoming calls only NOTE If you checked Square for line representation skip to question 10 Assigning Lines to Pools Now consider any groups of lines that can be used interchangeably for placing calls for example all regular local lines or all in state WATS lines Assign the access code 9 to the pool that contains your group of local lines write 9 for Pool Number on the System Configuration For
62. as Dial Access to Line Pools you give each voice terminal access to the pools the user needs The following sections describe how to setup a pooled system See vs Pooled Decision page 14 for more information about pooled systems Preparing to Set Up Line Pools If you plan to pool the lines in your system you must first assign individual lines to the appropriate pools Before you set up your line pools please read the informa tion below e Even though you may not be using the full capacity of a Line Module in the con trol unit the lines that would be represented by that module are automatically assigned to buttons on the administrator attendant console A port with no line cord plugged into it is called a nonequipped line appearance or ghost line Remove any ghost lines from the buttons to which the system assigned them so that these buttons can be used for custom features If you have eight or fewer lines you may also have to remove ghost lines from your voice terminals You cannot set up line pools unless all the voice terminals in your system are idle Once you touch Adm Pool and see the steady green light that indicates you are free to administer your system the system cannot receive incoming tails Any callers will get a busy signal e Whenever you set switch F on the control unit to Pooled the system automatically assigns all your lines to the main pool Local lines should remain in the main pool but all otherlines can
63. at an alerting device 4 Touch Night Service The lights next to the administration mode buttons flash again 5 Continue to administer your system or leave administration mode by following the boxed instructions on pag Activating Night Service To activate Night Service the administrator attendant console must be in the atten dant mode eTo turn on extra alerting devices to announce incoming calls press Night Ser vice on the attendant s console The green light next to the button goes on turn off the extra alerting devices press Night Service The green light next to the button goes off PROGRAMMING SYSTEM SPEED DIAL CODES You can assign System Speed Dial codes to selected telephone numbers and store them in your system so that people can reach the numbers by dialing the abbreviated codes Before programming System Speed Dial codes please read the following information and fill out the System Speed Dial Directory in the Appendix System Speed Dial codes may be unmarked or marked Marked codes are very useful for alternate long distance company numbers access codes and other numbers you may not want everyone in your business to know e When a person uses an unmarked System Speed Dial code to make a call on a restricted voice terminal the telephone number the code represents is sub ject to the same outward and toll restrictions as a normally dialed number Also if your system has Station Message Detail Recording t
64. atically assigns lines and intercom numbers to the buttons on attendant consoles it also determines the function of certain buttons on the attendant administrator console when the console is in administration mode Assignments for Attendant Consoles pages 85 and 86 Note that the switch setting you select does not always have to correspond to the number of outside lines you actually have For example if you have eight or fewer lines but plan to grow beyond eight lines within a year or two you might be wise to set switch to gt 8 Lines in order to simplify administering the system later ENTERING AND LEAVING ADMINISTRATION MODE Administration mode is an operating state of your control unit and of your administrator attendant console that is very different from their everyday state of operation With the system in administration mode you are able to set up or change systemwide options or features When you finish using the administrator attendant console to administer your system you must leave administration mode to resume normal attendant operations You must enter administration mode to set up a new system and again each time you use the attendant console to administer your system The boxed instructions below tell you how to enter administration mode Entering Administration Mode 1 Switch A is located on the Processor Module slot 2 color coded purple of the control unit Set Switch A toAdminister down 2 Inse
65. ble features to an individual voice terminal Anyone can put a voice terminal in programming mode and assign it features while the system is in the regular call handling mode ADMINISTERING YOUR SYSTEM FOR THE FIRST TIME System administration involves a series of simple procedures that you perform at the control unit and at the administrator attendant console the voice terminal con nected to the intercom 10 jack on the control unit The MERLIN system is designed to be up and running with a minimum amount of administration However depend ing on the conditions of your communications environment or the options you choose certain administration procedures may be required to set up a newly installed system Before attempting any other procedures you must review the information in Basic Administration page 21 and complete the procedures that apply to your system and business needs Most administration procedures are optional however depend ing on which fea in your business these features are described res you want to use in in Customizing with Additional System options page 40 There are some features Voice terminal module jack 10 Model 1030 control unit Administrator Attendant console Voice terminal module Model 3070 control unit Administrator Attendant 3 console There are some features that you may want to assign to certain voice terminals yourself because they influence call handling eff
66. code for that line pool 1 8 LineS gt 8 Lines option Sets the system size to eight or fewer outside lines small system or to more than eight lines large system Diagnostics Module optional Aids in identifying faulty components if the system malfunctions SMDR Station Message Detail Recording Module Allows connection of a printer so you can print out call traffic reports automatically as calls are made You can also issue configuration reports whenever you want them during administration procedures Services Module optional Contains the following jacks switches and adjusters to connect and control optional equipment e PFTT Power Failure Transfer Telephone jack With an adapter connects up to four standard modular telephones for use as backup during commercial power outage The system automatically switches service to them if power fails e Extra Alert jacks Three jacks connect strobe lights loud bells or horns for three noisy or remote zones where the regular voice terminal ring cannot be heard T e Page jack Connects a loudspeaker paging system With an adapter you can have up to three paging zones e Music In jack Connects a music source for Music on Hold or background music through a paging system e Bkgd Vol Background Volume control Allows volume adjustment for background music e MOH Vol Music on Hold Volume control Allows volume adjustment for Music on Hold e Page Sgnl switch
67. console gives a 2 beep signal for you to begin If this happens go to step 4 If not go to step 3 3 If the green light next to Adm Pool flashes instead of remaining on and you don t hear a 2 beep signal your lines are in use You cannot set up line pools unless all the voice terminals in your system are idleTo find out which voice terminals are busy set the T P switch to the center position Steady green lights show next to the Auto Intercom buttons for terminals that are in use If you want to proceed with setting up line pools return the T P switch to Ptouch Adm Pool again and wait As soon as the system is idle the console gives the 2 beep signal for you to begin Go on to step 4 NOTE If someone is on a data call his or her voice terminal will not show a busy signal However you will not be able to proceed with set ting up line pools until that voice terminal is idle When you enter administration mode andtouch Adm Pool the system puts you in the main pool the one that must contain your local lines The main pool is Pool 9 Refer to your System Configuration Form to review the numbers that you assigned to the rest of your line pools You must dial these access codes 890 through 899 in order to administer each of your line pools NOTE If a line appears as an individual line at a voice terminal in your system it will disappear from that terminal if you add it to a line pool Before adding lines to pools make sure t
68. d then dial two digits for minutes For example if you want to specify a minimum length of 2 minutes dial the 6 character code 39002 To specify a minimum of 0 minutes the only minimum length shorter than minute that the system can set dial the 6 character code 39000 6 To specify SMDR for incoming calls dial one of the following codes If you want calls printed dial the 5 character code 3910 If you do not want calls printed dial the 5 character code 3911 59 60 T 8 DATE C 07 02 85 C 07 02 85 C 07 02 85 C 07 02 85 C 07 02 85 C 07 02 85 C 07 02 85 To get a printout of call records like the sample printout shown below dial the 8 character code 390 900 The green light next to Adm Misc flashes When the printout is completed a beep sounds and the green light next to Adm Misc becomes steady Don t go on to step 8 until you hear the beep or you will get an in complete printout Don t remove your printout until you have completed step 8 or your page alignments will be affected Touch Adm Misc The lights next to the administration mode buttons flash again Remove your printout from the printer Continue to administer your system or leave administration mode by following the boxed instructions on page 25 TIME CALLED NUMBER OUR LINE STN ACCOUNT 10 42 913129761212 00 01 10 01 10 10 44 983421662 00 00 16 03 50 85613324 10 45 98342162 00 00 07 03 50 2162 10 45 IN 00 00 10 02 50 10 45 3263 00 00 1
69. dministration and voice terminal programming that is now in place f you want every outside line to appear on a separate button set switch to Square down The eight lines plugged into jacks 0 through B2 appear automatically on all non attendant voice ter minals Go to step 6 5 Set switch NOTE The instructions that follow apply if switch F is set to Pooled If switch F is set to Square switch G may beset to either position without having any effect on the system e f have decided to arrange your pooled system so that people can access line pools directly by simply touching the associated button on a voice terminal set switch G to Button Access down f you have decided to arrange your pooled system so that people can access any line pool by dialing the pool s access code set switch G to Dial Access up You must set switch G for Dial Access if you want to use Automatic Route Selection Even if you set your system for Dial Access to Pools you can still program buttons at individual voice terminals to provide one touch access to particular line pools 6 Set switch H If you have eight or fewer outside lines and 20 or fewer voice ter minals set switch to 7 8 Lines NOTE The switch setting you select does not always have to cor respond to the number of outside lines you actually have For ex ample if you have eight or fewer lines but plan to grow beyond eight lines within a year or
70. dors telephone numbers and the area code and first three digits of the firm s Chicago telephone number Assigning Allowed List Call Restrictions the section that follows explains how to assign allowed lists to restricted voice terminals You can establish up to eight allowed lists which you number O through 7 each with a maximum of ten entries which you number O through 9 Before you begin setting up allowed lists fill out an Allowed List Directory for each allowed list using the form provided on page 112 Then follow the procedure below 1 If you have not already done so enter administration mode by follow ing the boxed instructions on page 25 2 Touch Adm Misc The lights next to the administration mode buttons stop flashing and the green light next toAdm Misc remains on Dial the 2 character code 5 Dial the list number 0 through 7 Dial the number 0 through 9 of the entry you want to record Dial the new entry which may consist of an area code an exchange code or both The entry may also be a special purpose number such as 911 7 Repeat steps 3 through 6 to add more entries to the same list or to add entries to a different list oa o 8 If you want to remove an entry from a list perform steps through 5 and touch Drop 9 You may have a printer connected to your system for SMDR Station Message Detail Recording To order a printout of one of your allowed lists repeat steps 3 a
71. e C C pol DO SS qm Em o bola BME INE EN BG NO 1 You set the T P switch to Pto perform system rotary dialing assigning allowed list call restrictions administration and administering other system options 2 Youuse Adm Tel when assigning lines to voice ter 7 You use Night Service when assigning lines to ac minals and assigning voice terminals Dial Access to tivate extra alerting devices when the attendant is off Line Pools duty 3 You use Adm Pool when setting up line pools 8 You use Copy to give a voice terminal the same assignments as one that has already been set up 4 Line buttons 5 Auto Intercom buttons 10 through 29 9 You use Call Rstr when setting lines to detect a toll prefix or area code only and when assigning outward 6 You use Adm Misc when specifying Touch Tone or and toil call restrictions to voice terminals For systems with 8 or fewer lines and with 20 or fewer voice terminals switch H on control unit is up 10 Large Administrator Attendant Console in Administration Mode The large console provides the same features as the small console but it has more line and Auto Intercom buttons Lee c paz i i E gt EIE ceo JKL A Cem oC Bw cC
72. e pool to a button 1 If you have not already done so enter administration mode by follow ing the boxed instructions on page 25 Touch Adm Tel The lights next to the administration mode buttons stop flashing and the green lights next to Adm Tel remain on Dial the intercom number or touch the Auto Intercom button for the voice terminal to which you want to assign line pools to buttons If the voice terminal is idle a steady green light comes on next to its Auto Intercom button and the system gives you a 2 beep signal to begin If the voice terminal is being used the green lights next to its Auto Intercom button and Adm Tel flash rapidly You must wait until the green lights become steady or try again later Refer to the Voice Terminal Configuration Form to see which line pools should be assigned to this voice terminal Green lights show next to the buttons of any lines already assigned to this voice terminal Red lights show next to the line buttons for each line in any system pool Touch the button of any line in the line pool you want to add to or remove from this voice terminal Each successive touch of the line button gives you one of the following codes Green light on line pool is assigned to a button Green light off line pool is not assigned to a button NOTE The system automatically assigns the main pool to the two but tons above the Intercom buttons and you cannot change this assign ment The
73. e system automatically selects an available line from among those you ve assigned to that telephone Be sure to assign interchangeable lines If you have a pooled system you can follow the procedures on pages 37 and 38 to assign basic telephones button Access to Line Pools or Dial Access to Line Pools If your system has Button Access to Line Pools people with basic telephones dial 9 to access the main pool If you assign additional lines to their telephones these people dial 88 to access an available line assaigned to that telephone Be sure to assign interchangeable lines If your system has Dial Access to Line Pools people with basic telephones ac cess pools by dialing 9 and then a pool access code For example to access the main pool access code 9 people dial 9 and then dial 9 again If they want to access a different pool for instance the one with access code 891 they dial 9 and then dial 891 If your system uses Automatic Route Selection however people m basic telephones simply dial 9 and then dial the telephone number If you assign additional lines to basic telephones users dial 88 to access an available line assigned to that telephone Be sure to assign interchangeable lines Once you have assigned lines and line pools to a basic telephone be sure to provide the person using the telephone with a list of codes for the lines and line pools to which he or she has access The attendant can use Centralized Voice Teminal Progra
74. e terminal in such an arrangement the first two buttons above Intercom Voice provide access to the main pool You may assign additional buttons for access to other pools that may include WATS lines FX lines or lines used for special purposes Additional line pool mm Main a pool LI jum Ea co Intercom Voice m a BUTTON ACCESS TO POOLS 19 THE FORMS AND LABELS YOU NEED Before you begin performing administration procedures be sure to complete all the necessary forms e ASystem Configuration Form to keep a record of how the lines in your system are arranged e Voice Terminal Configuration Forms to record the lines and features assigned to all voice terminals Fill out one of these for each voice terminal When you ordered your system you should have filled out these forms when you completed the MERLIN Communications System Planning Guide Models 7030 and 3070 If you did not turn to the Appendix copy the forms included there and fill them out before you proceed further These forms serve as important references throughout later system administration procedures During system administration the buttons on the administrator attendant console per form completely different functions than they do when the console is being used to handle calls Therefore you need a different set of button labels whenever you use the console for system administration There are two sets of administration mode button labels in the b
75. e to access any list Touch the Auto intercom buttonfor each voice terminal whose status you want to change until the correct code is showing Green light on terminal can access the numbers in the list Green light off terminal cannot access the numbers in the list Repeat steps 3 through 5 for each allowed list that you want to assign to voice terminals in your system Touch Adm Misc The lights next to the administration mode buttons flashagain Continue to administer your system or leave administration mode by following the boxed instructions on 45 46 ADMINISTERING AUTOMATIC ROUTE SELECTION ARS To setup Automatic Route Selection you the system administrator must determine which of your line pools provide the lowest cost most efficient dialing methods for particular types of calls For example you may have several WATS line pools that provide the most economical means of making calls to different areas of the coun try You may also use an alternate long distance company whose lines are accessi ble through your main pool for certain types of calls When you have decided which routing patterns you prefer to use you take the follow ing steps to administer your ARS system Rank your line pools in order of preference for calls to specific area codes and exchanges Exchanges are the first three digits of 7 digit telephone numbers Record your choices in the forms for Automatic Route Selection Tables provid
76. ea code on y 4 Touch Call Rstr The lights next to the administration mode buttons flash again 5 Touch Adm Tel The lights next to the administration mode buttons stop flashing and the green light next to Adm Tel remains on 6 Dial the intercom number or touch the Auto Intercom button for the voice terminal you want to restrict If the voice terminals idle a steady green light comes on next to the Auto intercom button and the system gives a 2 beep signal for you to begin If the voice terminal is being used green lights next to the Auto Inter com button and Adm Tel flash rapidly Wait until the green lights become steady or try again later 7 Refer to the Voice Terminal Configuration Form for this user to see what restrictions you plan to assign to this voice terminal Then touclf all Rstr until the green light beside it shows the code for the call restric tions you want this voice terminal to have Each successive touch gives you one of the following codes Steady green on unrestricted all calls allowed Flashing green toll restricted intercom and local calls only plus allowed lists if you assign any Green off outward restricted intercom calls only plus allowed lists if you assign any See page 44 for more information about allowed lists 8 Repeat steps 6 and 7 of this procedure until you have assigned call restrictions to all your voice terminals If you want to give a voice terminal the same call restriction
77. eatures assigned You may wish to give voice terminal users a copy of the Voice Terminal Configuration Form The people in your business can customize their voice terminals by changing initial custom feature assignments to suit their needs Alternatively you can program in dividual voice terminals from the administrator attendant console using Centralized Voice Terminal Programming Most of the custom features are designed primarily for the convenience of the per son using them but some have a broader application because they affect the call ing patterns of your business These features include Automatic Line Selection Pro grammable Line Ringing Call Coverage and Line Pickup Because these features have a businesswide influence you may want to assign them yourself or oversee their assignment This section begins with a discussion of how to use Centralized Voice Terminal Pro gramming followed by descriptions of the procedures listed in the chart below Program Voice Terminals for Office Priorities eAssign an Automatic Line Selection sequence e Assign Programmable Line Ringing for incoming calls eAssign Cover buttons eAssign Line Pickup buttons Initial Feature Assignments for Non attendant Voice Terminals with 1030 or 3070 Configuration in Standard Square Systems 34 Button 10 Button j Buon The system automatically assigns your first eight lines to positions abo9ve the dial pad If you have
78. ed all circuits are busy message When this happens the caller touches the same Pool Access button again to route the call to the next entry in the list of line pools People dial calls as usual with one exception Even if callers don t normally have to dial atoll prefix or 1 before dialing a long distance call they must dial a toll prefix when using ARS Allcallers must dial 1 before the area code and telephone number when p acing a direct call and 0 before the area code and telephone number when placing an operator assisted call You administer ARS by developing a group of ten tables like the sample table below TABLE 1 AREA CODE EXCHANGE 0 1 2 3 4 5 6 7 8 9 POOL OTHER DIGITS 0 Tables O through 7 consist of three sections The Area Code Exchange section at the top of each table contains up to ten 3 digit area codes or exchanges You need to use two tables if you have more than ten entries that should follow the same pool routing pattern for example if you have a WATS band that covers more than ten area codes The Pool Number section of each of these tables contains the numbers of line pools 9 890 899 listed in the order you want them selected for calls made to the area codes and exchanges entered in the corresponding Area Code Exchange section The Other Digits section of each of the tables contains any additional digits required for the call such as access codes and account code
79. ed in the Appendix on pag Input this information into the system e Activate ARS Once you have administered ARS your MERLIN system will automatically select the most appropriate line pool currently available whenever someone in your business places an outside call Preparing to Administer ARS Tables REMEMBER When you set up your control unit you set switches F and G to the cor rect positions for ARS Before you begin to administer ARS make sure that switch F on the control unit is set to Pooled up and switch G on the control unit is set to Dial Access up See Button Access vs Dial Access to Line Pools page 19 When ARS is activated the caller does not have to dial the number of a pool to make an outside call He or she just has to eTouch a Pool Access button eLift the handset eDial the outside number The system automatically selects the line pool that contains the preferred lines for a call to that area code or exchange The caller hears beeps instead of Touch Tone signals while the system puts the call through on the line it has selected If all lines in the first choicepool are busy the system selects the next best pool If all the lines in the second choice pool are busy the system routes the call to the third choice pool If all lines in every pool listed on the table for the area code or exchange being dialed are busy the caller hears a busy signal If a trunk line is busy the caller hears a record
80. edial Last Number 74 Dial outside telephone numbers or PBX Centrex feature codes with one touch Place ringing intercom calls with one touch Generate a beep at another person s voice terminal Assign a 3 character code 01 through 22 to each telephone number you call frequently If you programmed System Speed Dial codes for frequently dialed numbers you can assign any of them to buttons for one touch dialing Save a number indefinitely for later redialing Redial the number you dialed most recently e Dial 90 e Dial an outside number an account number or a PBX Centrex or Custom Calling feature code e Dial 91 eDiala MERLIN system intercom number e Dial 6 eDial the intercom number for the person you want to signal e Dial a Personal Speed Dial code 01 through 22 e Dial 90 eDial an outside tele phone number a PBX Centrex or Custom Calling feature code or an account number eDial 95 e Dial a System Speed Dial code 60 through 99 e Dial 74 eDial 73 A button with lights is recom mended but not required The green light goes on when the other person is using his or her voice ter minal or is using the Do Not Disturb feature You can use an Auto Inter com button whenever instructions call for dialing an intercom number You cannot program both Auto In tercom and Manual Signaling for the same voice terminal Use Manual Signaling
81. el 1030 Control Unit and Expansion a i D The Administrator Attendant Console Using the Console 1 Optional Equipment 1 Preparing to Administer Your System 13 ne auare Pooled De on 1 About Square Systems 4 Setting Your Control Unit Changing Your System Late INO Preparing to Assign Lines to Voice Terminals Preparing to Set Up Line Pools 31 Preparing to Assign Lines to Buttons and set up Access to Line Pools Assigning Individual Lines to Buttons Assigning Line Pools to Buttons Button Access to Line Pools Assigning Dial Access to Line Pools 38 Assigning Call Restrictions to Voice Terminals 41 Assigning Outward and Toll Call Restrictions Setting Up Allowed Lists 44 45 Administering Automatic Route Selection ADS 46 Administering Area Code Exchange Sections of ARS Tables 52 Administering Pool Number and Other Digits Sections of ARS Tables 53 ivatino activating Page Assigning Voice Terminals to Groups for Group Page 5 Establishing Night Service 56 ating Programming System Speed Dial Codes 57 Administering SMDR Station Message Detail Recording Options 59 the Page 60 Setting the Return Interval for Transferred Programming Voice Terminals for Office Priorities Using Centralized Voice Terminal Programming 66 Assigning an Automatic Line Selection Sequence 67 Assigning Programmable Line Ringing for Incoming Calls Assigning Cover Buttons Assigning Line Pickup Buttons Pr
82. elf with the equipment you ll be working with If you haven t already decided which features you want your MERLIN system to have look through the MERLIN System Features described on pages 91 through 97 Get ready to administer your system by filling out the Terminal Configuration Formsjon pages 98 through 115 and by reviewing the information in Preparing to Administer Your System 13 Read through Basic Administration page 21 and perform those tasks that apply to your particular system Similarly work your way through Customizing with Additional System Op tions page 40 adding features that fit your needs Review the features described in Programming Voice Terminals for Of fice Priorities page 62 Because these features have systemwide effects you should program the features on selected voice terminals yourself or oversee any programming done by voice terminal users 8 If you choose further customize features on individual voice terminals by performing the procedures described in Programming Voice Terminals for Personal Priorities page 72 9 To learn how to program your attendant console s review Special Infor mation about Attendant Consoles page 83 10 If you have many 5 button voice terminals or basic telephones connected to your system read Special Information about 5 Button Voice Terminals page 87 and Special Information about Basic Telephones page 88 If yo
83. er for a large console in the back of this manual 25 for procedures for chang ing modes The type of administrator attendant console you have depends on the size of your system In systems with 20 or fewer voice terminals and eight or fewer lines small systems switch on the control unit set to 1 8 Lines the administrator attendant console is a 34 button deluxe voice terminal Only a 34 button deluxe model is suitable for administering small systems because it has lights next to each programmable button You use the lights to keep track of what is happening on the lines and voice terminals you are working with In systems with more than eight lines or more than 20 voice terminals large systems switch H on the control unit set to 8 Lines the administrator attendant console consists of a 34 button deluxe voice terminal with an attached Attendant In tercom Selector Only this type of console is suitable for administering a large system because some aspects of administration require the use of the Attendant Intercom Selector Lights on the Attendant Intercom Selector also help you keep track of the system s status For example whenever you are administering your system the light beside Message Status must be off Small and large consoles with administration mode button labels are illustrated on pages 10 and 11 Small Administrator Attendant Console in Administration Mode s
84. er two rings Similarly indicate whether cover buttons should ring immediately after a 2 ring delay 0 or after a 4 ring delay DD If a line shouldn t ring at the voice terminal leave the space next to its button blank Calls transferred on this line will still ring 104 Calling Restrictions If the voice terminal should be restricted from making toll long distance calls check Toll Call Restriction on the Voice Terminal Configuration Form If the voice terminal should be restricted from making any outside calls check Outside Call Restriction For a more detailed explanation see Allowed List Assignment If you are assigning one or more allowed lists lists of area codes and or exchanges that people with restricted voice terminals can call to the voice terminal record the numbers of the lists on the Voice Terminal Configura tion Form For a more detailed explanation see Automatic Line Selection If lines don t appear on the voice terminal in the order in which they are most likely to be used list them in the appropriate order under Automatic Line Selection on the Voice Terminal Configuration Form For a more detailed explanation see pag Return to box P and repeat this process for each voice terminal in your system 105 System Configuration Form for Model 1030 and 3070 System Size Line Representation L Small 1 8 Lines Square Pooled Large gt 8 Lines Di
85. es 107 through 109 there are forms for voice terminals in square systems and pooled systems and for attendant consoles Make copies of these forms so you can fill out an appropriate form for each of your voice terminals since some of the forms are for pooled systems and some are for square systems be sure you copy the ones that are appropriate for your system Basic Information Fill in an intercom number 10 through 39 for Model 1030 10 through 79 for Model 3070 and the user s name Fill out a form for intercom 10 first this should be your primary attendant s console refer to your System Configuration Form for the intercom numbers for additional attendant con soles then fill out forms for remaining intercoms in numerical order without skipping numbers On each Voice Terminal Configuration form check the appropriate boxes to indicate voice terminal size the type of voice terminal stand and the type of accessories used with the voice ter minal Group basic telephones together for example reserve intercom numbers 60 through 69 for basic telephones and use remaining inter com numbers for MERLIN system voice terminals Assigning Lines Pooled Systems If you have a square system or if the voice terminal serves as an atten dant console skip to box S For voice terminals in pooled systems the first two buttons above the intercom buttons will be used for Dial Access to Line Pools or for Button Access to the main pool access code 9
86. etect atoll touch prefix or area code only and when assigning outward and toll call restrictions to voice terminals For systems with more than 8 lines or more than 20 voice terminals switch H on control unit is down 11 Using the Console When you administer your system you frequently use the Auto Intercom buttons and Shift buttons large systems only on the administrator attendant console The paragraphs below describe how to use these buttons Auto Intercom Buttons Each person s voice terminal has a unique 2 digit intercom number similar to an ex tension number These intercom numbers 10 through 39 for a Model 1030 system 10 through 79 for a Model 3070 system are automatically assigned to Auto Intercom buttons on the console During system administration you use the lights next to each Auto Intercom button to determine the status of voice terminals in your system Shift Buttons large systems only The large console has three Shift buttons that enable you to administer as many as 70 voice terminals by using only the 30 Auto Intercom buttons on the Attendant In tercorn Selector When you touch one of the Shift buttons you change the intercom numbers assigned to the Auto Intercom buttons Use the left Shift button labeled 10 20 30 to select intercom numbers 10 through 39 in the blue band the center Shift button labeled 40 50 60 to select intercom numbers 40 through 69 in the white band and the right Shift button labeled 70 80
87. ew York eastern Pennsylvania Delaware Maryland and Washington D C It is the least expensive way to make calls to area codes 401 718 202 301 914 203 516 212 717 215 302 413 and 617 Pool 892 contains the three cross country Band 5 WATS lines This pool can be used for calls anywhere in the United States except New Jersey and Alaska It is the second least expensive way to make calls to area codes covered by the Northeastern WATS lines and the least expensive way to make calls to other area codes WHIZ the alternate long distance company is more expensive than the WATS lines for all calls It is more expensive than local lines for calls within area code 201 but less expensive than the local lines for calls to all other area codes Frank the system administrator begins to set up Automatic Route Selection by preparing tables for specific area codes covered by Prime s WATS lines His first step is to enter the area codes covered by the Northeastern Band 1 WATS line pool in the Area Code Exchange section of Table 0 Since there are 13 area codes and only ten can be included in a table Frank places the last three area codes in His next step is to specify the routing for calls to these area codes Because the North eastern WATS line pool is the least expensive method Frank makes Pool 891 the first entry in the Pool Number sections of Tables 0 and1 The cross country WATS line pool provides the second least expensive way to
88. fewer than eight lines the feature shown on the left of each of these buttons is assigned T If you have more than eight lines you must assign them to the buttons to the right of the dial pad The numbers in the lower right hand comer of each button in dicate the order in which lines are assigned If you don t use a button for a line you can program a feature on the button Initial Feature Assignments for Non attendant Voice Terminals with 1520 Configuration in Standard Square Systems NENNEN 0 Button 5 Button m Your system assigns your first eight lines automatically to positions above the dial pad You must assign the remaining lines to the but tons to the right of the dial pad The numbers in the lower right hand comer of each button show the order in which lines are assigned to buttons If you don t use a button for a line you can program a feature on the button 64 34 Button pol pop pol pol pol pol pol on bof bof m D Trid gt of pof pof gt of bof bof m Initial Feature Assignments for Non attendant Voice Terminals in Pooled Systems 34 Button ecc a m 5 Button e When you assign lines or pools to a DL voice terminal they appear on the but tons in the order indicated by the numbers t These buttons may be used for Button Po Access or Dial Access to Line Pools 1 rms NNNNNNNYNNY gt O PU PD DU
89. fice or plant after hours when no attendant is on duty Use a button on the attendant console to turn this feature on and off e Alert people who are working late to incoming calls that ring in only one place such as the attendant console They can use the Call Pickup feature to answer incoming calls from any location Make voice and data calls at the same time e Obtain data from a computer while you are on the telephone eMake a voice call while you are sending data to someone outside your business 97 Appendix System and Voice Terminal Configuration Forms This brief guide helps you decide how to set up your MERLIN communications system Models 1030 and 3070 with Feature Module 4 to satisfy the needs of your business Read through this guide and answer the questions as you come to them Boxed instructions help you fill out a System Configuration Form 106 Voice Terminal Configuration Form pages 107 through 109 for each voice terminal in your system You need these forms and the administration manual to customize your MERLIN system SYSTEM OPTIONS The following questions help you fill out the System Configuration Form Complete this form before filling out any Voice Terminal Configuration Forms 1a How many voice terminals are connected to your MERLIN System 1b How many additional voice terminals do you plan to add during the next year 1c Total number of voice terminals la 16 2a How many
90. gn individual lines to buttons in a standard or customized square system follow the procedure below 1 If you have not already done so enter administration mode by follow ing the boxed instructions on page 25 2 Touch Adm Tel The lights next to the administration mode buttons stop flashing and the green light next to Adm Tel remains on 3 Dial the intercom number 14 for example or touch the Auto Intercom button for the voice terminal to which you want to assign lines If the voice terminals idle a steady green light comes on next to its Auto Intercom button and the system gives a 2 beep signal for you to begin If the voice terminal is being used the green lights next to the Auto Intercom button and Adm Tel flash rapidly You must wait until the green lights become steady or try again later If you try to assign a line to a busy voice terminal you will hear a beep and will not be able to proceed 4 Refer to the Voice Terminal Configuration Form to see which lines to assign to this voice terminal If you plan a standard square configura tion you will be assigning all your lines to every voice terminal Steady green lights come on next to any lines already assigned to the voice terminal 5 Touch the appropriate line buttons to add or remove lines from this voice terminal The green light next to each line button tells you the current status of the line Each successive touch of a line button gives you one of the follo
91. gn individual voice terminals Dial Access to selected line pools With this arrangement a person can access any line pool by touching the Pool Access button and dialing the access code for the pool 9 for the main pool or 890 through 899 for additional pools If you plan to use Automatic Route Selection you must use Dial Access to Line Pools Even if your system is set up for Dial Access to Line Pools you can still provide But ton Access to Line Pools at selected voice terminals For example say that you have seven line pools and you have chosen Dial Access to Line Pools to avoid tying up buttons on voice terminals unnecessarily This arrangement works well for most staff members who use different line pools for different types of calls But Pat an accounts receivable clerk makes many calls a day using local lines only You may choose to assign the main pool to a button on Pat s voice terminal NOTE If you have Automatic Route Selection you do not have to provide Button Ac cess to save people time in accessing the line pools that they use frequently The system will select the appropriate pools for all calls automatically NOTE Some voice terminals in your system maybe equipped with an Automatic Tip Ring Interface ATRI a Manual Tip Ring interface MTRI or a General Purpose Adapter GPA If you have Dial Access to Line Pools you must assign a personal line or assign one of your line pools to a particular button on these voice te
92. gnals If some of your lines are rotary you need to reset your system accordingly If you have rotary lines or if you are not sure what type of lines you have follow the procedure below If all your lines are Touch Tone turn to the next page to continue administering your system To determine if your lines are Touch Tone or rotary go to the administrator attendant console and make sure that the T P switch is in the center position Then touch each line button and dial out If a line is Touch Tone you hear tones and the dial tone stops If a line is rotary you hear tones but the dial tone is not interrupted Follow the pro cedure below to specify Touch Tone or rotary dialing 1 If you have not already done so enter administration mode by following the boxed instructions on 2 Touch Adm Misc The lights next to the administration mode buttons stop flashing and the green light next toAdm Mist remains on Dial the 4 character code 302 4 One by one touch the line button for each line in your system until the green light beside it shows the appropriate code Each successive touch of a but ton gives you one of the following codes Steady green on z Touch Tone dialing Green off rotary signaling 5 Touch Adm Misc again The lights next to the administration mode buttons flash 6 Continue to administer your system or leave administration mode by follow ing the boxed instructions on pag SETTING UP SQUARE SYSTEMS In square
93. he phone number represented by the System Speed Dial code not the e itself is listed in the 0 1 1 Number Dialed field of the SMDR report see Administering SMDR Station Message Detail Recording Options page 59 e lf a person makes a call using a marked System Speed Dial code however the restrictions applied to the voice terminal do not apply unless the voice terminal is outward restricted without any allowed lists An outward restricted voice ter minal with an empty allowed list assigned to it can be used to dial a marked System Speed Dial code If the caller uses a marked System Speed Dial Code the phone number dialed is not recorded by SMDR Instead the System Speed Dial code for example 63 is printed This preserves the confidentiality of ac cess codes and account numbers Follow the procedure below to assign System Speed Dial codes 1 If you have not already done so enter administration mode by follow ing the boxed instructions 25 2 Touch Conference The red light next to Adm Tel goes on 3 Dial 0 Dial the 3 character code 460 through 99 that you want to assign to the telephone number 5 If you are storing a marked Speed Dial code dial after dialing the Speed Dial code 6 Dial the telephone number A number for a marked Speed Dial code can have a maximum of 39 characters a number for an unmarked Speed Dial code can have up to 40 characters These characters can include H
94. hey are not needed as in dividual lines If you want to administer the main pool go on to step 5 If you want to administer one of your other pools dial the access code for that pool then goon to step 5 5 Steady red lights appear beside each line that is assigned to this pool Refer to your completed System Configuration Form to see which lines you want to have in the pool 6 Touch the button of any line whose pool assignment you want to change 10 Each touch of the button gives you one of the following codes Steady red light on line is assigned to pool Red light off line is not assigned to pool NOTE If you hear a beep the line is already in another pool You must remove the line from its current pool by dialing that pool s access code and touching the line button before you can assign the line to this pool To administer another pool dial the appropriate access code 9 or 890 through 899 and repeat steps 5 and 6 To make sure that your line pools are setup as you want them dial the access code of each line pool in turn and verify that the steady red lights are on next to the correct line buttons Touch Adm Pool The lights next to the administration mode buttons flash again Continue to administer your system or leave administration mode by following the boxed instructions on page 25 Preparing to Assign Lines to Buttons and Set Up Access to Line Pools You can assign individual lines and li
95. ic patterns and identify abuses in phone privileges so that you can use your system efficiently If an account code is entered when the call is made the call report prints it out for you Account codes are helpful in billing customers and different departments of your company for telephone calls that should be charged to them The system is set to record only outgoing calls that last 1 minute or more however you can set the system for a longer or shorter minimum duration Although the system is also set to record incoming calls you can set the system not to record them Follow the procedure below to administer SMDR 1 If you have not already done so enter administration mode by follow ing the boxed instructions on page 25 2 Touch Adm Misc The lights next to the administration mode buttons stop flashing and the green light next to Adm Misc remains on 3 To set the time dial the 4 character code 300 plus two digits for hours and two digits for minutes in the 24 hour format For example if the time is 4 23 a m dial the 6 character 3000423 If the time is 4 23 p m dial the 6 character code 3001623 4 To set the date dial the 4 character code 301 and then dial two digits for the month two digits for the day and two digits for the year For example if the date is March 15 1985 dial the lo character code 301031585 5 To specify a minimum length of more than 1 minute for SMDR calls dial the 4 character code 390 an
96. ice terminals that need to handle calls on more than eight outside lines Yes No Line Representation If the answer to 6 is no and the answer to 4 is Key check Square for the type of line representation on the System Configuration Form and skip to 9 7 Did you order any 5 button voice terminals that need to handle calls on more than two types of lines for example local lines and personal lines or any 10 button or 34 button voice terminals that need to handle calls on more than seven types of lines Yes No Line Representation If the answer to 7 is yes check Pooled and Dial Access on the System Configuration Form and skip to 9 8 Circle A or B Would you rather A Dial an access code for example 9 to get a line leaving more but tons available for features B Dedicate one button to each line or group of lines making it un necessary to dial an access code Access to Pooled Line Representation If the answer to 8 is A check Dial Access as the type of pool access on the System Configuration Form If the answer to 8 is B check But ton Access as the type of pool access 9 How many attendant consoles did you order to be used for answering and transferring calls coming into your business or for monitoring call traffic 99 Attendant Configuration On the System Configuration Form if the answer to 49 is 1 or 0 don t check any of the attendant configuration boxes If the
97. ice terminals to have limited addi tional calling capacity follow the procedures for setting up and assigning allowed lists that are described in the following pages In order to restrict voice terminals to local calls only your system must be able to iden tify toll calls as they are dialed Your lines are automatically set to detect the toll prefix 0 or 1 used in most parts of the country when people dial a long distance call If you use atoll prefix you should skip steps 2 through 4 of the procedure below These extra steps are needed to allow systems installed in areas where toll prefixes aren t used to detect long distance calls using area codes alone 1 If you have not already done so enter administration mode by follow ing the boxed instructions on page 25 If you must dial 0 or 1 before dialing a long distance call go to step 5 If you do not dial 0 or 1 before dialing a long distance call go to step 2 2 Touch Call Rstr The lights next to the administration mode buttons stop flashing and the green light next to Call Rstr remains on 3 Green lights next to each line button show whether a toll prefix is required to detect a long distance call placed on this line Touch each line button until the light beside it shows the appropriate code Each successive touch gives you one of the following codes Steady green toll prefix is needed to detect a long distance call Green off system detects long distance call by ar
98. iciency throughout your entire business Assigning these features does not involve administrative procedures but rather simple programming procedures at individual voice terminals These pro cedures are described in Programming Voice Terminals for Office Priores page 62 Finally if you want to help people program their voice terminals to meet their in dividual needs follow the procedures outlined in Programming Voice Terminals for Personal Priorities page 72 Later if your needs change you can always alter any system administration or programming that has been done The chart which follows shows the five types of procedures described in this manual If you are about to perform system administration for the first time be sure to read Preparing to Administer Your System page 13 before you attempt any procedures MAKING CHANGES TO YOUR SYSTEM LATER Changes to system features that are administered from the administrator attendant console or programmed at individual voice terminals are easiest to implement To make these changes after your system has been set up go to the section of this manual that gives the procedure for assigning the feature or option you want and carry out just that procedure Basic changes to the way your system operates that is changes to the switch set tings on the control unit may erase important system administration that is now in place Before you change any switch settings review the informati
99. ies recordkeeping on calling patterns within your business The departments at a car dealership for example may have different calling needs Say that Ultimate Motors has eight local lines three WATS lines and one Foreign Exchange FX line The sales and office staff use the out f state WATS line frequently to speak with manufacturers representatives haulers and other dealerships This group uses one of the in state WATS lines to contact customers vendors and the Division of Motor Vehicle Registration in the state capital The third WATS line is an incoming in state WATS line used by customers who live outside the immediate area The service staff doesn t usually have to make long distance calls However one major equipment supplier is located 25 miles away and calls to this supplier would nor mally be toll calls To reduce this expense Ultimate has a Foreign Exchange line for the supplier s exchange code 560 When the service staff uses this line calls to the supplier are treated as the equivalent of local calls Because the manager handles many confidential negotiations over the telephone he requires a personal line 15 A customized square configuration is the most appropriate system arrangement for Ultimate Motors varied communication requirements The administrator assigns the three WATS lines and three of the eight local lines to the sales and clerical staff The service department voice terminals get three different loca
100. ired equipment e Services Module in control unit e Extra alerting devices Loudspeaker Page Required equipment eServices Module in control unit eLoudspeaker paging system Music on Hold Required equipment eServices Module in control unit eMusic source Night Service See page 56 See also Extra Alert Simultaneous Voice and Data Calls Required equipment e General Purpose Adapter Provide audible or visual signal by means of alerting devices such as bells horns or strobe lights The system can accommodate alerting devices in up to three different areas of the building Your business must supply alerting devices ePeople in noisy areas can better tell when a call is ringing eUse with Night Serviceto aert people who are working late to pick up incoming calls by means of Call Pickup People can page each other using a loudspeaker paging system The MERLIN system can accommodate up to three zones that can be paged individually or together Your business must provide the paging system ePeople can quickly locate others who are away from their desk or work areas eProvide background music throughout your office or plant Provide callers with music when they are put on hold Your business provides the music source for example a tape player or FM radio eReassure callers that they have not been disconnected when they are on hold Provide extra alert in up to three different areas of your of
101. ist of the people assigned to in dividual groups AUTO ANSWER FEATURES Auto Answer All Auto Answer All Auto Answer Intercom Have a modem or answer ing machine go on automatically whenever a call rings at your voice terminal Have a Hands Free Unit goon automatically when you receive intercom calls e Dial 75 e Dial 70 Used only with a modem or answering machine Requires a button with lights and a General Purpose Adapter Used only with a Hands Free Unit Requires a button with lights CALL COVERAGE FEATURES Primary Coverage Cover John Secondary Coverage Cover John Coverage Inhibit Conerage Receive calls for someone who is unable to answer his or her voice terminal Receive calls after a delay as a backup for a co worker who covers some one else s Calls Temporarily deactivate the Cover feature to make sure your calls don t ring at someone else s voice terminal eDial 4 e Dial the intercom number of the person you want to cover e Dial 5 e Dial the intercom number of the person you want to cover e Dial 77 Requires a button with lights You can program up to six dif ferent Cover buttons Requires a button with lights You can program up to six dif ferent Cover buttons Requires a button with lights 75 76 Feature Programming Chart continued Feature Name Suggested Button Label Description Prog
102. kwise to raise the volume or counterclockwise to lower it If you do not have Music on Hold turn the control counterclockwise as far as it goes elf you have a music source with its own amplifier set the Level switch to Hi down otherwise set the switch to Lo up elf you have a loudspeaker paging system and want a short tone to precede loudspeaker announcements set the Page Sgnl switch to On up Otherwise set the switch to Off down 10 If you are setting up a new system for the first time enter administra tion mode as described 25 and continue following the pro cedures in this section 23 24 CHANGING YOUR SYSTEM LATER Basic changes to the way your system operates that is changes to the switch set tings on the control unit may erase important system administration that is now in place To change switch settings turn to Setting Your Control Unit page 22 and follow the instructions for the switch you want to reset Sinceyou won t be perform ing the entire procedure be especially careful not to skip any steps that are required Follow the general instructions below to prevent this from happening General instructions for resetting control unit switches 1 Set the On Off switch on the Power Module to Off 2 Set switch A to Administer down 3 Follow the instructions for the switch you intend to reset 4 Turn the On Off switch on the Power Module to On 5 Perform any required readminist
103. l lines and the Foreign Exchange line The seventh local line is assigned to the voice terminal at the parts desk and the eighth is assigned as a personal line at the manager s voice terminal The figure below illustrates this type of configuration Telephone Lines of Automobile Dealership B D F H J L Service Lines A B C D Sales and office Lines F G H 1 J K saan 0i 10000 ununi DRRR 0 Parts Manager Line E Line L i 0800 EXAMPLE OF CUSTOMIZED SQUARE CONFIGURATION As the figure shows this type of system provides complete flexibility in line assign ment You can assign lines to any available buttons on a voice terminal in any order you Wish A person in a customized square system does not have to have a line assigned to his or her voice terminal in order to answer a ringing parked or held call on that line Say that a customer calls on the in state WATS line to ask if Ultimate has a particular gasket in stock The salesperson who receives the call notifies the parts desk of the call The parts clerk can use the Line Pickup feature described on answer the call If a voice terminal in the service area is ringing and nobody is free at the moment to answer it someone in the adjacent office area can use the Call Pickup feature described on 76 to answer the call Pages 27 through 30Jexplain how to assign lines to buttons on voice terminals in a cust
104. l or remote host com puter With the Simultaneous Voice and Data Call feature the user can place or receive calls on his or her voice terminal without interrupting the exchange of data between the computer terminal and the host computer Use Centralized Voice Ter minal Programming or follow the procedure below to program this feature 1 Go to the voice terminal you want to program 2 Slide the T P switch on the left side of the voice terminal to P The voice terminal rings every 5 seconds to remind you it is in program mode 3 Touch Message until the green light next to it shows the appropriate code Each successive touch gives you one of these codes Steady green simultaneous voice and data calls permitted Green off simultaneous voice and data calls not permitted 4 If you have more features to program on this voice terminal you can do so Otherwise slidethe T P switch to the center position to return to normal operation Special Information about Attendant Consoles When the MERLIN system is installed your attendant consoles come with features that are convenient for most businesses see initial feature assignments for small and large attendant consoles pages 85 and 86 The Attendant s Guide Models 1030 and 3070 wit eature Module 4 describes all the attendant console features and how to use them Attendant consoles seine you best when they are customized to handle the calling patterns of your business Procedures
105. lls while you are assigning lines While you are ad ministering a voice terminal it beeps softly as a reminder that it cannot be used Preparing to Assign Lines to Voice Terminals If you want to have a standard square system and have eight or fewer lines your system has already been set up for you The system automatically assigns the lines plugged into control unit jacks AO through B2 to the eight line buttons above the dial pad on each voice terminal If you have more than eight lines however you must follow the procedure below to assign the rest of your lines to each voice terminal in your system The lines will be assigned to buttons in the order in which you touch them 27 i g S 8 amp 8 LE u EL EL GER dd EI fi A A LL C Z e System n Whic h the igns Lin a Squa LLLI Ep me ep O A A A A If you are setting up a customized square system for the first time you should begin by removing all existing lines from each voice terminal in your system If the primary attendant needs to have access to all general use lines remove only those lines that you are reserving for personal use from the administrator attendant console Follow the procedure below to assign lines to buttons on the voice terminals in your system Remember that the lines will be assigned to buttons in the order in which you touch them Assigning Lines to Buttons To assi
106. ls so that lines that provide the same service are pooled together Your business may have up to 11 line pools eAssign regular lines to one pool WATS lines to another pool and so on Program buttons for one touch dialing of frequently dialed account codes or outside telephone numbers For 5 and lo button voice terminals only Assign a 3 character Personal Speed Dial code to each account number or telephone number you frequently dial Then use a Personal Speed Dial code whenever you want to dial any of those numbers Each person assigns Personal Speed Dial codes for use at his or her voice terminal only eUse Personal Speed Dial codes when your voice terminal doesn t have room for many Outside Auto Dial buttons Select one of eight ringing signals for your voice terminal eDistinguish the ringing of your voice terminal from that of others Prevent others from joining calls on a personal line or a shared line in a square system Program outside line buttons pool buttons and cover buttons to ring immediately after a delay or not at all for incoming calls This does not apply to transferred or intercom calls eProgram voice terminals in lobbies and conference rooms not to ring Store a dialed number for later one touch dialing The stored number remains the same until replaced with another number A person can make other calls and then redial the saved number by touching the Saved Number button People having 5 or 10 button voice termin
107. m Assign a pool number 890 through 899 to each of the other groups of lines Note that each pool can have as many or as few lines as you like but that each line can be in only one pool For a more detailed explana tion see 10 Is it necessary to dial 0 or 1 to place long distance calls on any of your lines 100 Yes No Toll Environment For each line that does not require dialing 0 or 1 before placing long distance calls check Area Code Only on the System Configuration Form Rotary Lines If you have any rotary outside lines circle the r next to each line the System Configuration Form If you aren t sure if you have rotary orTouch Tone lines call your local telephone company Night Service If your system will have an extra alerting device check Night Ring on the System Configuration Form to indicate which lines will activate this device when the person who usually answers calls is not available if you have more than one extra alerting device indicate on the form which device will be activated by which lines For a more detailed explanation see pag SMDR Options If your system will use SMDR Station Message Detail Recording to keep a record of calls fill in the minimum length of calls to be recorded If you don t specify a minimum call length the system doesn t record calls that last less than 1 minute If you want to record all calls enter Also in dicate whether or no
108. minal eTouch Copy eDial the intercom number or touch the Auto intercom button of the original voice terminal 8 Touch Adm Tel Lights next to the administration mode buttons flash again 9 Continue to administer your system or leave administration mode by following the boxed instructions on pag 39 40 Customizing with Additional System Options Once basic administration is completed you can assign additional options to your system The chart below summarizes the procedures described in this section You may not need to perform all of them to meet your immediate business needs Read the description of each procedure first to see if it applies to you Customize with Additional System Options e Assign call restrictions to voice terminals Set area code detection if required and assign outward and toll call restrictions Set up allowed lists Assign allowed list call restrictions eAdminister Automatic Route Selection e Assign voice terrminals to paging groups for Group Page eStabiish Night Service erogram System Speed Dial codes dminister SMDR Station Message Detail Recording options eSet return interval for transferred calls ASSIGNING CALL RESTRICTIONS TO VOICE TERMINALS When your system is first installed all voice terminals can be used to place inter com local and toll calls If you want you can restrict selected voice terminals to in tercom or local calls only If those restrictions are too
109. mming to program Per sonal Speed Dial for basic telephone The user accesses this feature using the Speed Dial codes linsted anaa If you want to assign call restrictions to a basic telephone follow the instruc tions in Assigning Call Restrictions to Voice Terminals page 41 MERLIN System Features Your MERLIN system offers features that provide exceptional telephone service on both a businesswide and a personal basis As system administrator you make deci sions about how the system operates as a whole and about which features should appear at each voice terminal The chart on the next few pages describes all the features available to your system and suggests ways to use some of these features It should help you decide which features are best for your business The features are grouped alphabetically in three categories eFixed Featuresare built into the system and require no programming Fixed features associated with factory labeled buttons appear in bold type in the chart eCustom Features can be changed according to company priorities and per sonal needs Those that you the system administrator must assign are coded with the symbol A in the chart Those that individuals may assign to their own voice terminals are coded with the symbol I Features coded with Al may be assigned by individuals but you maywant to approve such assignmentsto ensure that they meet the overall needs of your business A page number under the
110. mmming Code OTHER FEATURES Privacy Privacy Do Not Disturb Do not Disturb Touch Tone Enable Touch Tone Enable Account Number Entry Account Number Call Park Call Park Call Pickup Call Pickup Line Pickup Line Pickup Message Message Simultaneous Voice and Data Calls Prevent people from join ing your calls Temporarily prevent calls from finging at yourvoice terminal If your system has lines that carry rotary pulse signals you can switch to Touch Tone signl to use services such as alternate long distance or credit card authorization Associate an account number with incoming or outgoing calls Park a call at your voice terminal for someone to pick up from any voice ter minal in your MERLIN system Pick up a tail that is ring ing parked or held at another MERLIN system voice terminal Pick up a line that is ring ing held or parked any where in the system Have your MERLIN system attendant notify you when you have a message waiting Place a telephone call and a data call at the same time e Dial 72 e Dial 84 or 84 and a 2 digit line code eDial 98 eTouch Message Needed only if you share lines with other people Requires a button with lights Requires a button with lights Does not affect calls transferred from a covered voice terminal Requires a button with lights Use this feature when you aren t sure where t
111. n you have a call on hold Call people in your business using 2 digit numbers eSignal others by ringing or voice announcement without cutting off your active tails or theirs Intercom tail comes in with a distinctive ring Make or receive short announcements using a MERLIN system voice terminal e Announce calls before transferring them Answer a tail on a specific line that is ringing parked or on hold at one voice terminal by picking up the line at another voice terminal or the attendant console This feature can be programmed onto a button at any voice terminal Request a busy line and receive a signal when the line becomes available See a green light beside Message when your system attendant has a message for you Fixed Features continued Feature Description Monitor on Hold Use your voice terminal s speaker to listen for a caller to return when you ve been put on hold Speaker eFrees you to do other work when you ve been put on hold On Hook Dialing Turn on the speaker nd dial an outside or intercom call without lifting the handset Speaker See also Hands Free Unit Recall Touch Recall instead of pressing the switchhook to access PBX Centrex or Custom Call ing features If your MERLIN system isn t connected to a PBX or Centrex system and if you aren t using a Custom Calling feature use Recall to disconnect a call without hanging up your handset Ringing Line Selection Answer a call without touching
112. names The chart below lists the procedures presented in this section Program Voice Terminals for Personal Priorities eAssign features to programmable buttons eAssign Personal Speed Dial codes to 5 and 10 button voice terminals eUse special characters in programmed dialing sequences Select a Personalized Ring Program Voice Announcement Disable Program Simultaneous Voice and Data Calls ASSIGNING FEATURES TO PROGRAMMABLE BUTTONS As system administrator you may have to decide which custom features certain voice terminals should have taking into consideration the individual s needs and the capabilities of the voice terminal The Feature Programming Chart on pages 74 through 76 1115 the programming codes needed to assign the features and the in itial feature assignments diagrams pages 63 through 65 show what features are automatically assigned to the voice terminals Before assigning features please read the following information Certain features require buttons with lights to indicate if the feature is on or off These features are Do Not Disturb Call Coverage Privacy Message Coverage Inhibit Auto Answer Intercom Auto Answer All and Account Number Entry A button with lights is recommended but not required for Auto Intercom Loudspeaker Page and Manual Signaling Features that require optional equipment are Loudspeaker Page which may require a button and Auto Answer Intercom and Auto Answer All
113. nate a call from the device This button should be the first entry in the Automatic Line Selection sequence described below Do not place both intercom and outside lines in the Automatic Line Selection sequence for any voice terminal If all the outside lines on a voice terminal are assigned to pool buttons or if they are assigned to separate buttons but are interchangeable with one another for example all regular telephone company lines you will probably prefer to pro gram this feature But if a voice terminal has two or more different types of lines such as a line pool plus a private line or a WATS line it may not be wise to pro gram the order for Automatic Line Selection Users will probably prefer to select the most appropriate line or line pool for the type of call either themselves or with Automatic Route Selection Use Centralized Voice Terminal Programming or follow the procedure below to assign an Automatic Line Selection sequence 1 Goto the voice terminal you want to program 2 Slide the T P switch on the left side of the voice terminal to P The voice terminal rings every 5 seconds to remind you it is in program mode Dial 4 Touch the individual line and line pool buttons in the order you want them to be selected 5 If you have more options to program on this voice terminal you can do so Otherwise slide the T P switch to the center position to return to nor mal operation 67 68 ASSIGNING PROGR
114. nd teleconferencing e Headset and Headset Adapter Enables an attendant to answer and listen to calls without lifting the handset e General Purpose Adapter only for use with 10 button and 34 button voice ter minals Enables you to connect accessories such as data terminals cordless telephones and autodialers to a MERLIN system voice terminal e Off Premises Telephone Interface Connects off premises telephones to your MERLIN system 12 Preparing to Administer Your System Before you start to administer your system review this section to make sure you have the information and completed forms that you need Preparation Procedures eDecide how people will access outside lines Complete your System and Voice Terminal Configuration Forms eSchedule a time to perform administration procedures 13 THE SQUARE VS POOLED DECISION For systems that have just been installed you have to make a decision about a basic system characteristic how people access outside lines with their voice terminals You have the option of setting your system to be either square or pooled In a square system each outside line can appear on a separate button at each voice terminal In a pooled system outside lines are grouped together so that one button provides access to several outside lines On attendant consoles however each outside line appears on a separate button whether your sytem is pooled or square and you can not change this arra
115. nd 4 then dial the 4 character code 900 When the printout is completed you hear a beep Don t go on to step 10 until you hear the beep or you will get an in complete printout Don t remove the printout until you have completed step 10 or your page alignments will be affected 10 Touch Adm Misc The lights next to the administration mode buttons flash again Remove the printout from the printer 11 Continue to administer your system or leave administration mode by following the boxed instructions pag A printout of a typical allowed list is shown below A ALLOWED LIST O Entry 212558 Entry 1 212688 Entry 4 2 212795 Entry 3 224 Entry 4 355 Entry 5 878 gt gt gt gt Assigning Allowed List Call Restrictions Once you have created an allowed list you can assign it to any voice terminal Follow the procedure below to assign allowed list call restrictions 1 If you have not already done so enter administration mode by follow ing the boxed instructions on page 25 Touch Adm Misc The lights next to the administration mode buttons stop flashing and the green light next to Adm Misc remains on Dial the 2 character code 4 Dial the number of the list 0 through 7 that you want to assign or reassign to voice terminals Green lights come on next to the Auto Intercom buttons for all voice ter minals that can access the allowed list When you first set up your system no terminals are abl
116. ne pools to particular buttons on voice terminals and remove them from buttons whenever necessary You can also assign individual voice terminals Dial Access to selected line pools Before you begin assigning lines and line pools to buttons on voice terminals or assigning voice terminals Dial Ac cess to Line Pools please read the following information NOTE If you plan to use Automatic Route Selection you must set your system for Dial Access to Line Pools The procedures for setting up Dial Access to Line Pools are presented on page 38 Always assign lines and line pools to one voice terminal at a time Make sure you have a completed Voice Terminal Configuration Form for each voice terminal The Initial Feature Assignments diagrams on pages 85 and 86lillustrate the order in which lines are assigned to buttons on attendant consoles when your system is first set up The system automatically assigns lines to the attendant console in the order in which the lines are plugged into the control unit This is the default arrangement what your system does unless you specify something different You can change the order in which lines appear on the console by following the procedure given below Each line in your system must appear on a separate button at attendant con soles If you assign a line pool to an attendant console your system automatically assigns all the lines to buttons in the order in which they appear in the line pool Be awa
117. ngement Whether your system should be square or pooled depends on your specific business needs f you want to use the Automatic Route Selection feature your lines must be pooled and your system must be set for Dial Access to Line Pools Dial Access is discussed 79 The characteristics of both configurations are discussed in greater detail in the paragraphs that follow About Square Systems In the MERLIN communications system Models 1030 and 3070 with Feature Module 4 a square configuration is one in which outside lines are represented by separate buttons on every voice terminal in the system A square configuration simplifies call handling because people can join in on calls or pickup calls on hold just by touching the appropriate line button at almost any voice terminal You can choose between two kinds of square configurations standard or custom ized in the standard configuration you give all voice terminals in the system access to the same lines In the customized arrangement on the other hand you assign specific lines or sets of lines to selected groups of voice terminals You can also assign personal lines to individual voice terminals in a customized square configuration Standard Square Configurations The standard square configuration is ideal for offices in which all staff members use the same lines to make and receive calls In this arrangement every line in the system appears at each voice terminal that has en
118. ns 25 2 Touch Adm Misc NO oO gt 10 11 12 The lights next to the administration mode buttons stop flashing and the green light next to Adm Misc remains on Dial the 2 character code 7 Dial the table number 0 through 9 Dial the number 0 through 5 of the entry you want to record Dial the pool number 9 890 899 you want to record Dial any additional numbers needed such as an access code and an account code for an alternate long distance company after the pool number NOTE Each entry in the table may include up to 20 characters Characters permitted 0 through 9 pause Hold button a timed switch hook flash Recall button and Touch Tone enable Transfer button is not permitted Make sure to enter the required number of pauses between the access code and the account code for an alternate long distance company The average number of pauses required is four but you may find that your system works best with more or fewer pauses Be sure to add one pause after the account code as well If you want to remove an entry from a tableperform steps 3 through 5 and then touch Drop Repeat steps 3 through 7 or perform step 8 for each table entry you want to administer To add other digits to the Special Numbers Table dial the 4 character code 800 and perform step 7 To remove other digits from Special NumbersTable dial the character code 800 and touch Drop If you have
119. ntercom button representing voice terminal Pools eTouch same Auto Intercom button again Touch line buttons See 38 Steady green on dial access to pool containing line Green off dial access to pool containing line eTouch Adm Tel 117 Quick Reference Guide to Administration Procedures Continued Procedure CUSTOMIZE WITH OTHER SYSTEM OPTIONS Assign outward and toll call restrictions to voice terminals NOTE If you do not need to dial a toll prefix O or 1 to place a long distance call follow steps 1 and 2 below If you use a toll prefix just follow step 2 below 1 Set lines to identify long distance calls by area code only 2 Assign restrictions to voice terminals See page 42 Give a voice terminal the same line and call restriction assignments as another voice terminal Set up alloweci lists See page 44 Assign allowed list call restrictions to voice terminals See page 45 118 Call Rstr Adm Tel Adm Tel Adm Misc Adm Misc Touch line buttons Steady green on toll prefix Green off area code only Touch Call Rstr e Touch Auto Intercom button representing voice terminal Touch Call Rstr Steady green all calls permitted Flashing green z local and intercom calls and any assigned lists Green off intercom calls and any assigned lists Touch Adm Tel Touch Auto Intercom button representing new voice terminal eTouch
120. o transfer a tail You can also use a dial sequence to activate this feature if you don t ta to use a button See page You can also dial a code to use this feature The 2 digit line codes are listed on For 5 button voice terminals only Light next to button shows whether simultaneous voice and data tails are permitted Green on simultaneous voice and data calls permitted Green off simultaneous voice and data calls are not permitted ASSIGNING PERSONAL SPEED DIAL CODES TO 5 AND 10 BUTTON VOICE TERMINALS AND BASIC TELEPHONES On 5 and 10 button voice terminals you can program Personal Speed Dial codes instead of Outside Auto Dial buttons for frequently used numbers You can also give basic telephones this capability but only if you use Centralized Voice Terminal Pro gramming Use Centralized Voice Terminal Programming or follow the procedure below to program Personal Speed Dial codes 1 Go to the voice terminal you want to program 2 Slide the T P switch on the left side of the voice terminal to P The voice terminal rings every 5 seconds to remind you it is in program mode 3 Dial the 3 character code you want to assign to the telephone number available codes are 01 through 22 4 Dial 90 5 Dial the telephone number 16 digit maximum You can include the following special characters Hold Pause for a pause Drop Stop for a stop Transfer for Touch Tone Enable and Recall for a switchhook
121. ocedures in the order listed in the chart but keep in mind that you may not need to perform all of them to customize your system to your particular environment Read each procedure first to see if it applies to you IMPORTANT Administer your system at a time when you do not expect many peo ple to be using their voice terminals Basic Administration Procedures eSet your control unit eLearn how to enter and leave administration mode e Specify Touch Tone or rotary dialing elf you have a square system assign lines to buttons on voice terminals elf you have a pooled system set up line pools assign individual lines and line pools to voice terminals and establish Button Access to Line Pools or Dial Access to Line Pools 21 SETTING YOUR CONTROL UNIT The first step in customizing the MERLIN system is to set the control unit to the operating conditions you select IMPORTANT If your control unit has been set previously and you just want to hange the setting of a particular switch be sure to read System Later page 24 before resetting the switch Follow these steps to set your control unit 1 Turn off the control unit by setting the On Off switch on the Power Module to Off 2 Set switch A which is located in slot 2 color coded purple on the Pro cessor Module to Administer down Switch A controls intercom number 10 which is always the main atten dant position Set switch A to the Administer position
122. ode 902 The green light next to Adm Misc flashes When the printout is completed you hear a beep and the green light next toAdm Misc becomes steady Don t go on to step 10 until you hear the beep or you will get an in complete printout Don t remove the printout until you ve completed step 10 or your page alignments will be affected 10 Touch Adm Misc The lights next to the administration mode buttons flash again Remove your printout from the printer o r ee 11 Continue to administer your system or leave administration mode by following the boxed instructions on pag Administering Pool Number and Other Digits Sections of ARS Tables To administer the Pool Number and Other Digits sections of each table follow the procedure below Tables 0 through 9 contain specific pool numbers plus any access numbers required for an alternate long distance company Your system automatically places 9 the number for the main pool in the Pool Number section of the Special Numbers Table You cannot change this entry If you want a particular special number to be routed to some other pool place that special number in the Area Code Exchange section of one of your other tables You can make an entry in the Other Digits section of the Special Numbers Table if you need to dial an access number such as 9 before dialing 0 Operator 1 If you have not already done so enter administration mode by follow ing the boxed instructio
123. ogramming Voice Terminals for Personal Priorities Assigning Features to Programmable Buttons Feature Programming Chart Assigning Personal Speed Dial Codes to 5 and 10 Button Voice Terminals and Basic Telephones Using Specia aracters in Programmed Dialing Sequences Programming Voice Announcement Disable Programming Simultaneous Voice and 82 Data Calls Special Information about Attendant Consoles 83 Special information about 5 Button Voice Terminals 8 Special Information about Basic Telephones 88 MERLIN System Features 91 9 o Appendix System and Voice Terminal Configuration Forms Quick Reference Guide to Administration Procedures 117 How to Use This Manual The advanced technology of the MERLIN communications system offers a flex ibility that allows you to customize the system to your business communication needs As system administrator you may be responsible for customizing your MERLIN system immediately after installation and you will undoubtedly be the person to make any necessary changes as your business needs change This administration manual takes you step by step through the procedures involved in customizing your system Here is how to use the manual If you are setting up a new system for the first time Read the Administration Overview page 3 to learn about the tasks you ll be performing as system administrator Review the MERLIN System Components page 6 to familiarize yours
124. old Pause for a pause Drop Stop for a stop Tansfer for Touch Tone enable and Recall for a switchhook flash 7 Repeat steps 4 through 6 for each System Speed Dial code you want to assign 8 Touch Conference twice 57 9 If you have a printer connected to your system for SMDR you can follow the procedure below to get a printout of your System Speed Dial code numbers An example of a portion of this type of printout appears below a Touch Adm Misc The lights next to the administration mode buttons stop flashing and the green light next to Adm Misc remains on b Dial the 4 character code 901 The green light next to Adm Misc flashes All 40 codes 60 through 99 are printed out even if some are not yet assigned to telephone numbers If a number includes special characters they will appear as t for Touch Tone enable S for stop p for pause or r for recall When the printout is completed you hear a beep and the green light next to Adm Misc becomes steady Don t goon to step c until you hear the beep or you will get an incomplete printout Don t remove your printout until you com plete step c or your page alignments will be affected c Touch Adm Misc The lights next to the administration mode buttons flash again Remove your printout from the printer 10 Continue to administer your system or leave administration mode by following the boxed instructions on pag m SYSTEM SPEED DIAL NUMBERS Dial Code
125. omized square configuration 16 About Pooled Systems In a pooled configuration you group several outside lines together into a pool that people can access with a single button on their voice terminals When they place a call they either touch the button assigned to a particular line pool Button Access to Line Pools or touch a Pool Access button and dial the code of the pool best suited for this type of call Dial Access to Line Pools The system then selects a free line from that pool and the user dials the number he or she is trying to reach If your system has Automatic Route Selection users simply touch a Pool Access button and dial the number The system routes the call automatically to the most appropriate pool available for that type of call following the order of preference setup by you the administrator Your system can have as many as 11 different line pools Each type of special purpose line that your business has such as WATS or Foreign Exchange FX lines should be assigned to a separate pool You should not mix types of lines in a pool because you cannot control which line people get when they access the pool If your business has local lines in state WATS lines and Band 1 out of state WATS lines for exam ple you must set up at least three line pools When assigning lines in a pooled system you can assign all some or none of your lines to a single pool see diagram below but you cannot assign any line to more
126. on in Changing Your System Later page 24 Prepare for System Administration These procedures help you get ready to administer your system e Decide how people will access outside lines e Complete and keep handy your System and Voice Terminal Configuration Forms Schedule a time to perform administration procedures Perform Basic Administration Depending on your system requirements some of these procedures maybe necessary immediately after your system is installed you can also perform these procedures whenever you need to change your system later Perform these procedures at the control unit and the administrator attendant console e Set your control unit eLearn how to enter and leave administration mode e Specify Touch Tone or rotary dialing eSet up a square system with lines assigned to buttons eSet up a pooled system with line pools line to button assignments and either Button Access or Dial Access to Line Pools Customize with Additional System Options These procedures are optional Perform them at the administrator attendant console whenever you want to add these features to your system Assign tail restrictions e Administer Automatic Route Selection Assign voice terminals to groups for Group Page e Establish Night Service Program System Speed Dial codes Administer Station Message Detail Recording options Set return interval for transferred calls Program Voice Terminals for
127. on next to the Auto Intercom button representing the voice terminal on the attendant console e Avoid being interrupted by ringing calls Assign voice terminals to paging groups so that people can page each other through voice terminal speakers e You do not need a loudspeaker paging system to use this feature Program a button for one touch dialing of the last number you called People having 5 or 10 button voice terminals can use this feature by dialing 24 Assign any combination of pooled personal and special purpose lines to any voice terminal eCustomize line assignments to control costs eReassign lines easily Program a button so that touching it causes a beep at another voice terminal eUse the button to signal another person A means that the administrator assigns the feature means that the individual can assign the feature Al means that an individual can assign the feature with the administrator s approval 95 Custom Features continued Feature Multiple Line Pools Seo pages 31 and 327 Outside Auto Dial uJ Personal Speed Dial Personalized Ring See page 80 Privacy O1 Programmable Line Ringing See also Call Coverage Saved Number Redial UI System Speed Dial See page 57 A Touch Tone Enable Touch Tone Rotary Option See pag A Voice Announcement Disable AI Description Assign outside lines to different line poo
128. or calls within area code 201 by setting up a routing pattern for all 7 or 8 digit calls to exchanges not listed in Tables 3 and 4 For this he uses Table 9 the Default Local Table The system follows the sequence of line pools specified in Table 9 to route all calls that don t match any of the entries in the Area Code Exchange sections of the rest of the tables Table 9 has no Area Code Exchange section to fill in since the table covers all numbers not listed in other tables The least expensive method for making these calls is the in state WATS line pool so Pool 890 is the first entry in the Pool Number section of the Default Local Table The only other way to make these calls is to use local lines so Pool 9 is Frank s se cond entry The Default Local Table looks like this TABLE 9 DEFAULT LOCAL POOL OTHER DIGITS 0 870 2 3 4 5 Next Frank considers the areas outside the Northeastern United States to which Primo employees make calls The salespeople frequently tail the firm s Canadian distributors WHIZ is the only company approved method for these calls Frank lists the nine Canadian area codes that the salespeople call in the Area Code Exchange section of Table 5 He enters a 9 for the main pool in the Pool Number section and the WHIZ access and account codes with the required pauses in the Other Digits section Table 5 looks like this TABLE 5 AREA CODE EXCHANGE 0604 1 403 2 5 4 s OF 4 08
129. or each line that you want to program 5 If you have more options to program on this voice terminal you can do so Otherwise slide the T P switch to the center position to return to nor ma operation ASSIGNING COVER BUTTONS The Call Coverage feature is useful for people who cover calls for others with whom they do not share lines A Cover button permits coverage of all lines on a voice ter minal regardless of whether the covering voice terminal shares lines with the covered voice terminal The lights next to a Cover button work like those next to any line but ton but you cannot use a Cover button to make a call If you are assigning Cover buttons for the first time please read the following information e Cover button may be programmed for primary or secondary coverage Sup pose that you assign Jim primary coverage for Susan s voice terminal see diagram below Then each time a call rings at Susan s voice terminal it also rings at Jim s voice terminal To make certain that Susan s calls are answered when both Susan and Jim are away from their desks you assign secondary coverage with delayed ring for Susan s voice terminal to Bill This means that when a call comes in for Susan it rings at Susan s voice terminal and at Jim s voice terminal then starts ringing at Bill s voice terminal on the fifth ring Jim s calls do not ring at Bill s voice terminal however unless you assign Call Coverage for Jim s calls to Bill With this system
130. ough buttons to accommodate that number of lines Depending upon the size of your system you can assign up to 30 lines to as many as 70 voice terminals You will assign each of your lines to the same buttons at each voice terminal To get the most from a standard square configuration all your voice terminals should have enough buttons to handle all the lines in your system If you have smaller capacity voice terminals see Special Information about 5 Button Voice Terminals 87 An example of a standard square configuration appears on the following page All six lines in the system are available for general use and appear on the same but tons at each voice terminal as shown 14 Lines A BB D a mH mm mm mm mm Cc a oo 00 NEN mum BEN mum Ez3 EJ EZ Lines are assigned to the same buttons at each voice terminal EXAMPLE OF STANDARD SQUARE CONFIGURATION Pages 27 through 30Jexplain how to assign lines to buttons on voice terminals in standard square configuration Customized Square Configurations In a customized square configuration you assign individual lines or groups of lines to selected voice terminals with similar requirements for placing and receiving calls This arrangement lets you tailor your communications system to meet the needs of different departments It also simplif
131. p to which you want to assign or reassign voice terminals 7 Touch Adm Misc The lights next to the administration mode buttons flash again 8 Continue to administer your system or leave administration mode by following the boxed instructions 25 55 56 ESTABLISHING NIGHT SERVICE If your system has extra alerting devices such as bells or flashing lights you can use them to provide Night Service for your business when the person who usually answers calls is not on duty Three extra alerting devices can be connected to the optional Services Module in the control unit to alert people to incoming calls Follow ing the procedure below you can assign individual lines to activate each of the extra alerting devices for Night Service You can assign each line to only one extra alerting device 1 If you have not already done so enter administration mode by follow ing the boxed instructions on 2 Touch Night Service The lights next to the administration mode buttons stop flashing and the green light next to Night Service remains on 3 One by one touch each line button to be covered by Night Service until the green light beside the line button shows the appropriate code Each successive touch gives you one of the following codes Steady green on line activates alerting device Flashing green line activates alerting device 2 Rapidly flashing green line activates alerting device 3 Green off line does not ring
132. person s voice terminal without leaving your desk eUse this feature to retrieve parked and held calls and to pick up Night Service calls When you are busy with a call listen for a brief ring or voice announcement from your speaker and watch for a flashing greenliight that tells you a call is ringing on another line at your voice terminal Make conference tails that include as many as five people the originator of the call two people on intercom lines and two people on outside lines eConference the calling person to someone outside the system put the call on hold and be free to do other business eMake long distance calls from outside by calling your office and being conference to a WATS line Hear different ringing patterns for outside transferred and intercom calls eidentify the type of call and answer it accordingly Disconnect one person at a time from a conference call or drop a busy or unanswered line when you are trying to set up a conference call Let others in the room hear a caller through your voice terminal s speaker Keep someone on the line so you can answer a second tail or attend to another matter The green light next to the line button holding your call flashes rapidly The green lights next to line buttons on which others are holding tails flash at a slower rate Know immediately when a person on hold hangs up because the greenliight next to the line button goes off Hear a brief ring once every minute whe
133. place the special number in the Area Code Exchange section of a table that routes calls to the pool you prefer instead of to the main pool 47 48 To get the maximum benefit from ARS it is important to consider the calling patterns of people in your business and the relative costs of calls placed on different lines in your system For example Primo Foods is a northern New Jersey area code 201 firm that distributes its specialty meat products in the United States and Canada Primo has six local lines two in state Band O WATS lines two Northeastern Band 1 WATS lines and three cross country Band 5 WATS lines it also uses the alternate long distance company WHIZ for some types of calls Users must dial 9501099 and wait for a dial tone then dial 123789 and wait for a dial tone to access the lines used by WHIZ Prime s system administrator has set up the following line pools Pool 9 contains the company s six local lines Pool 9 is the least expensive way to call the 20 exchanges in Prime s immediate calling area Pool 890 contains the two in state Band 0 WATS lines This pool canonly be used for calls to area codes 609 and 201 It is the least expensive method for calling anywhere in New Jersey except the immediate calling area the county in which the Primo plant is located Pool 891 contains the two Northeastern Band 1 WATS lines This pool can only be used for calls to Massachusetts Rhode Island Connecticut eastern N
134. r a group secretary when the group secretary doesn t answer calls for which he or she has a primary Cover button In most cases a secondary Cover button would be programmed for delayed ring e Ifall calls in your business in through the attendant console a Cover but ton for the console set to no ring is useful for people who sometimes work dur ing times when the attendant is not on duty In this way they can tell by the flashing green light that someone is calling and they can answer the call if they want to but do not have to be bothered by ringing during regular business hours 69 70 Use Centralized Voice Terminal Programming or follow the procedure below 1 2 Go to the voice terminal you want to program Label the Cover button with the name of the person whose calls will be covered for example Cover Susan Slide the T P switch on the left side of the voice terminal to P The voice terminal rings every 5 seconds to remind you it is in program mode Touch the button you want to be the Cover button You must use a pro grammable button with lights and you may program no more than six Cover buttons on anyone voice terminal Dial 4 to program primary coverage or dial 5 to program secondary coverage Dial the 2 digit intercom number of the voice terminal you want the but ton to cover Cover buttons are set initially for no ring To select the preferred line ringing option touch the Cover button un
135. r the telephones BASIC TELEPHONES CONNECTED TO AN OFF PREMISES TELEPHONE INTERFACE OPTI OR A BASIC TELEPHONE AND MODEM INTERFACE BTMI Follow the procedure below to administer a basic telephone 1 Enter administration mode by following the boxed instructions on page 2 Assign lines and pools to the intercom number assigned to the OPTI or BTMI by following the instructions in Setting Up Square Systems page 27 or Setting Up Pooled Systems page 31 3 If you want to assign call restrictions to an OPTI or BTMI follow the in structions in Assigning Call Restrictions to Voice Terminals page 41 4 Leave administration mode by following the boxed instructions on page 5 Use Centralized Voice Terminal Programming or connect a MERLIN voice terminal directly to the control unit voice terminal jack to which you plan to connect the OPTI or BTMI to program the terminal 6 Since basic telephones may not answer voice announced intercom calls immediately you must follow the instructions on page 81 to pro gram Voice Announcement Disable As a result voice announced inter com calls to basic telephones become ringing intercom calls 7 If you want to change the order in which the system selects available lines follow the instructions on page 67 to assign an Automatic Line Selection sequence to the telephone Do not include intercom lines in the sequence 8 Set programmable line ringing on lines and line pools a
136. ration or reprogramming discussed below in Notes on Resetting Control Unit Switches 6 Set switch A back to Attendant up Notes on Resetting Control Unit Switches Whenever you change the setting of a switch on the control unit you will probably have to make other changes in your system Keep the following in mind If you add or remove attendant consoles switches B through E you have to reassign special lines and features to the voice terminals whose function you have just changed If you change the setting of the Pooled Square switch switch F you erase all system line administration and voice terminal programming that was formerly in p ace You have to completely readminister all your lines set up pools and Dial Access to Line Pools if these apply and reprogram all your voice terminals If you change the setting of the Dial Access Button Access switch switch G you must reprogram individual voice terminals accordingly The system will automatically assign a different function to the two buttons above Intercom Voice You must assign line pools to particular buttons Button Access or give the voice terminal access to specified line pools Dial Access You must also assign individual lines to buttons f you change the setting of the 1 8 lines gt 8 lines switch switch you cancel any special line administration or programmed features on yourttendant con soles The setting of this switch determines how the system autom
137. rcom button or dial the same intercom number again A steady red light comes on next to the green light beside Adm Tel If you are trying to assign Dial Access to a line pool to an attendant s console or if the voice terminal is busy the red light will not come on and the system will beep You won t be able to perform this procedure 6 Touch the button next to one of the lines in each of the pools whose status you want to change The green light beside the button for the line tells you whether the voice terminal has Dial Access to the pool that con tains this line Each successive touch of a line button gives you one of the following codes Green light on voice terminal has Dial Access to this pool Green light off voice terminal does not have Dial Access to this pool Keep in mind that the lines in a pool always change as a group Touching any button representing a line in a pool affects a the lines in that pool 7 Repeat steps 3 through 6 for each voice terminal whose Dial Access to Line Pools you want to change if you want to give a different voice terminal the same Dial Access to Line Pools as a voice terminal that has already been set up use the shortcut described below NOTE When you copy the Dial Access assignments you also copy ail call restrictions allowed list permissions and line and pool assignments from the original voice terminal eDial the intercom number or touch the Auto intercom button of the new voice ter
138. re that you may change the positions of your lines on the attendant con sole when you assign line pools For example say that you setup two pooils Pool 9 contains lines 1 3 and 4 and Pool 890 contains lines 2 5 and 6 Lines 1 through 6 initially appear on your attendant console in numerical order If you assign Pool 9 then Pool 890 to the attendant console however the lines will appear in this order 1 3 4 2 5 6 If you change your line order by assigning pooled lines to attendant consoles be sure to relabel your buttons to show the correct line numbers If you remove a pool from the attendant console remember that you remove all the lines in that pool Remember that voice terminals cannot be administered and used at the same time You cannot assign lines and line pools to a voice terminal unless it is idle and the user cannot place or receive calls while you are assigning lines The voice terminal beeps softly while you are administering it as a reminder that it cannot be used When you assign a line to a voice terminal the system automatically assigns the line to the first button that doesn t already have a line assigned to it in the order illustrated in the diagram on the following page You can assign lines to voice terminals in a different pattern by changing the order in which you touch the line buttons The procedures that follow show how to assign lines to but tons on voice terminals in whatever order you prefer 33 in
139. rminals so that users can originate calls from these devices For more information about DialAccess to Line Pools see Button Access vs Dial Access to Line Pools page 19 When your system is first set up all your voice terminals have access to all the line pools in the system Follow the procedure below to assign voice terminals Dial Access to particular line pools 1 If you have not already done so enter administration mode by follow ing the boxed instructions on page 25 2 Touch Adm Tel The lights next to the administration mode buttons stop flashing and the green light next to Adm Tel remains on 3 Dial the intercom number 16 for example or touch the Auto Intercom button for the voice terminal to which you want to assign Dial Access to selected line pools If the voice terminal is idle a steady green light comes on next to its Auto Intercom button and the system gives you the 2 beep signal to begin If the voice terminal is being used the green lights next to the Auto Intercom button and Adm Tel flash rapidly You must wait untilthe green lights become steady or try again later 4 Refer to your Voice Terminal Configuration Form to see to which pools this voice terminal should have Dial Access Steady green lights come on next to the buttons of the lines assigned to this voice terminal Steady red lights come on next to the buttons of each line assigned to one of the system pools 5 Touch the same Auto Inte
140. rt the administration mode button labels provided at the back of this manual in the administrator attendant console Different sets are provided for large and small systems 3 Ifthe light next to Message Status is on touch it once to turn it off before beginning to administer your system large systems only 4 Slide the T P switch on the left side of the console to P On small consoles red and green lights start flashing next to the administra tion mode buttons labeled Adm Pool Adm Tel Adm Mist Call Rstr and Night Service On large consoles red and green lights start flashing next to the buttons labeled Adm Pool Adm Tel and Call Rstr Green lights flash next to the buttons labeled Adm Mist and Night Service When you finish administration procedures at the console you must leave administra tion mode to resume normal operation Do this when you complete your initial system administration and whenever you complete any system changes in the future The boxed instructions below tell you how to leave administration mode Leaving Administration Mode 1 Slide the T P switch to the center position 2 Set switch A on the Processor Module of the control unit to Attendant up 3 Remove the administration mode button labels from the console and in sert the regular call handling labels used by the attendant 25 26 SPECIFYING TOUCH TONE OR ROTARY DIALING When your system is installed it is set to generate Touch Tone si
141. s especially timesaving if you have a standard square system since all your voice terminals will have the same line assignments NOTE When you copy line assignments you also copy restrictions and allowed list permissions Dial the intercom number or touch the Auto intercom button of the new voice terminal eTouch Copy e Dial the intercom number or touch the Auto intercom button of the original voice terminal 7 Touch Adm Tel The lights next to the administration mode buttons flash again 8 Continue to administer your system or leave administration mode by following the boxed instructions on pag SETTING UP POOLED SYSTEMS In pooled systems you group similar types of outside lines into a pool that people can access with a single button on their voice terminals For example you might group five local lines into one pool three in state WATS lines into a second pool and two cross country WATS lines into a third pool This would free up several buttons on voice terminals that would otherwise be required for individual lines If you decide to set up a pooled system you will probably want to pool ail your lines except single special purpose lines and those that are needed as personal lines To setup a pooled system you begin by assigning lines to pools Next you assign individual lines to buttons on voice terminals If your system has Button Access to Line Pools you also assign selected pools to particular buttons If your system h
142. s as one that has already been set up use the shortcut below NOTE When you copy the call restrictions you also copy allowed list permissions Dial Access to Line Pools and line and pool assignments from the original voice terminal Dial the intercom number or touch the Auto Intercom button of the new voice terminal eTouch Copy e Dial the intercom number or touch the Auto Intercom button of the voice terminal whose restrictions you want to copy 9 Touch Adm Tel The lights next to the administration mode buttons flash again 10 Continue to administer your system or leave administration mode by following the boxed instructions on page 25 43 44 Setting Up Allowed Lists Call restriction by allowed lists adds a group of permitted numbers to the calling range of an outward or toll restricted voice terminal Permitted numbers consist of an area code an exchange code the first three digits of a 7 digit telephone number both codes or an emergency number such as 911 For example a customer service representative in New York City with a toll restricted voice terminal might need to speak with customers in northern New Jersey area code 201 This person should have area code 201 in his or her allowed list A clerk in Houston with an outward restricted voice terminal might need to call several local vendors and the company s headquarters in Chicago The clerk s allowed list would include the first three digits of the local ven
143. s needed to place calls using alternate long distance companies When someone places a call that is routed through this table entry the system automatically dials the necessary digits and pauses before the telephone number Tables 8 and 9 the default tables have Pool Number and Other Digits sections only Table 8 the Default Toll Table is used for long distance calls to all areacodes that aren t listed in Tables through 7 9 the Default Local Table is used for local calls to all exchanges that aren t listed in If someone dials digits that do not match any of the entries in the system automatically routes toll calls to the pools listed in Table 8 local calls to the pools listed in People in your business may need to call the following special numbers for informa tion or for help or to place toll free calls 0 411 611 911 800 and 900 When your system was first set up these six numbers were automatically assigned as the only entries in the Area Code Exchange section of the Special Numbers Table Pool 9 the main pool was automatically assigned asthe only entry inthe Pool Number sec tion of the Special Numbers Table You cannot change these table entries If you must dial an access number such as 9 before dialing 0 to reach the operator you can enter this access code in the Other Digits section of the Special Numbers Table If you want to use a different pool to reach one of these special numbers you can
144. s preferred Remove custom features assigned to buttons above the dial pad 9 Disconnect the voice terminal or leave Centralized Voice Terminal Pro gramming and connect the OPTI or BTMI to the same voice terminal jack 10 Connect the basic telephone to the OPTI or to the BTMI 1 If you later add or change the features assigned to a basic telephone inform the person using the OPTI or BTMI Users dial the following codes to place calls on a basic telephone connected to an OPTI or BTMI To get Automatic Line Selection dial 9 To place a ringing intercom call dial the 2 digit intercom number To place a voice announced intercom call dial 881 and the 2 digit intercom number To access the lines or line pools assigned to particular buttons above the dial pad on the voice terminal associated with the user s OPTI or BTM intercom number dial the codes shown in the illustrations on the following page 88 Dial Codes to Access Lines Pools Intercom Features Assigned to Voice Terminal Buttons pa pof pol pol pof bof pop SQUARE SYSTEMS POOLED SYSTEMS WITH DIAL ACCESS TO LINE POOLS pop e pof pe bof oof pop pof pol intercom POOLED SYSTEMS WITH BUTTON ACCESS TO LINE POOLS 89 BASIC TELEPHONES CONNECTED A BASIC TELEPHONE MODULE 90 If you have a square system People with basic telephones get an outside line by dialing 88 Th
145. side Auto Dial button to access certain PBX or Centrex features a Touch the Outside Auto Dial button you want to program with a b Dial 90 and c Dial the PBX or Centrex dial code sequence that accesses the feature you want to program 11 If you have more options to program on this voice terminal you can do so Otherwise slide the T P switch to the center position to return to nor mal operation 79 80 SELECTING A PERSONALIZED RING The MERLIN system offers a choice of eight different ringing patterns for any voice terminal This feature is particularly useful in offices where many people sit in the same room because it enables people to distinguish the ringing of their voice ter minals from the ringing of others The personalized part of the ring occurs at the end of the ringing pattern so it does not interfere with the distinctive ringing patterns that signal whether a call is transferred intercom or from the outside Follow the pro cedure below to program a Personalized Ring 1 Go to the voice terminal you want to program 2 Slide the T P switch on the left side of the voice terminal to P The voice terminal rings every 5 seconds to remind you it is in program mode 3 Touch Speaker repeatedly until you hear the ring you want 4 If you have more features to assign to this voice terminal you can do so Otherwise slide the T P switch to the center position to return to nor mal operation PROGRAMMING V
146. strict voice terminals according to your business needs Restrict some voice terminals to intercom calls only e Restrict voice terminals in public places such as lobbies Restrict voice terminals to intercom and local calls only e Prevent abuse of telephone privileges Allow toll restricted voice terminals to make toll calls to a specific list of area codes and or exchanges Allow outward restricted voice terminals to make local and toll calls e Control telephone costs Program any voice terminal from the administrator attendant console e Conveniently program voice terminals for people who do not do their own programming e Program voice terminals for business priorities without leaving the administrator at tendant console Assign all line pools to two buttons on each voice terminal then access the pools using dial codes eHave access to as many as 11 line pools using only two buttons on a voice terminal eSave buttons on voice terminals for other features Restrict some voice terminals from dial access to certain line pools People using these voice terminals however may receive transferred calls on lines in these pools e Restrict voice terminals used by people who have no need to make WATS line or Foreign Exchange calls Prevent a voice terminal from ringing for a temporary period While Do Not Disturb is in ef feet outside tails ring at the attendant console intercom callers get a busy signal and the green light goes
147. system automatically assigns the other line pools to buttons in the order illustrated on page 34 To change the order in which pools other than the main pool appear on the voice terminal remove all lines and line pools assigned to the voice terminal following the procedure given above Then touch the line buttons in the order you want the indi vidual lines and line pools to appear on the voice terminal If you re readministering a system and you don t know the order in which lines and pools appear on the voice terminal remove all the indi vidual lines and line pools and reassign them 6 Repeat steps 3 through 5 for each voice terminal in your system If you want to give a voice terminal the same line pool assignments as one that has already been set up use this shortcut NOTE When you copy pool assignments you also copy call restric tions Dial Access to Line Pools and line assignments e Dial the intercom number or touch the Auto Intercom button of the new voice terminal Touch Copy Dial the intercom number or touch the Auto Intercom button of the original voice terminal 7 Touch Adm Tel The lights next to theadministration mode buttons flash again 8 Continue to administer your syste or leave administration mode by following the boxed instructions on page 25 37 38 Assigning Dial Access to Line Pools If you have a pooled system and switch on the control unit is set to Dial Access up you can assi
148. systems individual lines appear on separate buttons at voice terminals If you want a standard square system you will give all your voice terminals access to the same outside lines and assign the lines to the same buttons at every voice terminal If you prefer a customized square system you can assign different lines or groups of lines to selected voice terminals in whatever order you want If someone routinely carries on private telephone conversations you may want to assign a per sonal line to his or her voice terminal as part of your customized square setup A per sonal line will not ring at the attendant s console and cannot be picked up at any other voice terminal in your system The information that follows describes how to assign lines to buttons in square systems See page 14 The Square vs Pooled Decision for more information on square systems Before you assign lines to buttons please read the following information Even though you may not be using the full capacity of a Line Module in the con trol unit all five of the lines that would be represented by that module are automatically assigned to buttons on the administrator attendant console A port with no line cord plugged into it is called a nonequipped line appearance or ghost line Remove any ghost lines from your administrator attendant console so that these buttons can be used for custom features If you have a small con sole and are not using the full capacity
149. t the system should record incoming calls For a more detailed explanation soe page 603 System Speed Dial Numbers If you want to store numbers that anyone in your business can dial using a 3 character code fill in these numbers on the System Speed Dial Direc Itory page 110 You can associate up to 40 digits and special characters including pause p recall r and Touch Tone Enable t with each System Speed Dial code For more detailed explanation see page 57 Group Page Groups If you plan to use the Group Page feature which allows people to receive paging messages through their voice terminal speakers you need to assign intercom numbers to Group Page groups On the Group Page Directory page 111 fill in the intercom numbers and names of people designated for each group You may establish up to seven groups each c a maximum of ten people For a more detailed explanation see Yad 101 Allowed Lists if you need to restrict the numbers that certain people can call but you want them to be able to call some specific area codes or exchanges for business reasons list the allowed area codes and exchanges on the Allowed List Directory page 112 Each entry can have up to six digits for example an area code followed by an exchange You may create up to eight lists each containing a maximum often allowed numbers For a more detailed explanation see page 44 NOTE If you decided not to use Automatic Route
150. than one pool By the same token you do not need to assign all your lines to pools you can also assign individual lines that are not included in any pool to any voice terminal in your system A diagram of a pooled system with eight lines appears on the following page Line B Line D Lines A B C D E pooled Dp c co ca Lines A B D E mm ico Gm C3 oo rm co Intercom Voice BER BER mmu Ban C2 EZ SIMPLE POOLED SYSTEM 17 Line Line G Line F LL C3 co C2 co Coa Co Co LL LII LE Loc co mmm Intercom Line E Voice Attendant console Intercom Ring Line D egg Main pool z Lines A B C Line pool 2 Lines E F Line pool Lines G Line not assigned to pool Line D Line pool 3 Line D Line pool 2 A N M Main pool Main pool Intercom Intercom Intercom Voice Voice Voice Voice terminal 1 Voice terminal 2 Voice terminal 3 POOLED SYSTEM WITH 8 LINES Line use is very efficient in a pooled system so you may need fewer outside lines than you would with a square system Furthermore more programmable buttons on voice terminals are available for assignment as special purpose line buttons or feature buttons 18 Button Access vs Dial Access to Line Pools You can choose one of two access options for line pools Button Access to Line Pools or Dial Access to
151. til the red light beside it shows the appropriate code Each successive touch gives you one of the following codes Steady red on immediate ring Flashing red delayed ring Red off no ring If the green light beside the Cover button flashes andyou hear a beep you have not performed the procedure correctly Repeat steps 4 through 7 If you have more options to program on this voice terrninal you can do so Otherwise slide the T P switch to the center position to return to nor mal operation ASSIGNING LINE PICKUP BUTTONS The Line Pickup feature allows a person to pickup a ringing parked or held call on a specific line at any voice terminal This feature is especially convenient with parked or held calls The attendant or another voice terminal user simply announces the call by intercom or by page specifying the line number to be picked up The per son being called does not need to know where the call was received in order to pick it up It is a good idea to number the lines on the attendant console if you re going to use Line Pickup This feature offers voice terminal users three options eProgram individual buttons to pick up specific lines Program one Line Pickup button and use it with 2 digit line codes to pick up lines e Dial 8 and a 2 digit line code to pick up a line You must program voice terminals for the first and second options in which buttons are used No programming is required for the third option When yo
152. u are changing some options or features that are already in place 1 Review the information in Preparing to Administer Your System page 13 2 Using the Table of Contents Index or page references in MERLIN System Features page 91 locate the procedure for the option or feature you want to change and perform the necessary steps in the procedure 3 If you are making a basic modification to the system that is a modifica tion that requires changing any of the switch settings on your control unit read the information in Changing Your System Later page 24 Administration Overview Because the effects of system administration are wide ranging only you or someone you delegate should perform administration procedures The term administrator as used in this manual refers to the act of establishing certain options and features that have systemwide impact such as assigning the outside lines that each voice terminal can access or defining System Speed Dial codes for everyone in the system to use You use a particular voice terminal the administrator attendant console and the switches on your control unit to administer your system However before you can perform ad ministration you have to put the system in a special state of operation called ad ministration mode Seo Entering and Leaving Administration Mode page 25 for more information about this operating state In contrast the term program refers to assigning programma
153. u have deter mined which option to assign to a particular voice terminal use Centralized Voice Terminal Programming to program the voice terminal from the administrator atten dant console or follow the procedure below 1 Go to the voice terminal that you want to program 2 Slide the T P switch on the left side of the voice terminal to P The voice terminal rings every 5 seconds to remind you it is in program mode 3 Touch the button that you want to program 4 Dial 84 5 If you plan to have only one Line Pickup button that will be used with various line codes as required to pick up calls go to step 6 If you want to program the Line Pickup button for a specific line dial the line code shown in the list below for thatline 6 If you have more options to program on this voice terminal you can do so Otherwise slide the T P switch to the center position to return to nor mal operation Control Unit Line Code Control Unit Line Code Jack Number Number Jack Number Number 71 72 Programming Voice Terminals for Personal Priorities By programming their own voice terminals people can change the features on all but the fixed feature buttons and the line pool and intercom buttons This allows almost everyone to have features that provide personal convenience such as an Out side Auto Dial button for calling home Whether you assign the features or someone else does be sure the buttons are labeled with the proper feature
154. ugh 7 Dial entry number 0 through 9 eTouch Drop eTouch Adm Misc Dial 7 Dial table number 0 through 9 Dial entry number 0 through 5 Dial entry pool number and access or account code if required eTouch Adm Misc Dial 7 Dial table number 0 through 9 eDial entry number 0 through 5 eTouch Drop eTouchAdm Misc eDial 800 Dial entry access and account code Touch Adm Misc eDial 800 e Touch Drop eTouch Adm Misc Dial 902 and wait for beep eTouch Adm Misc Dial 84 then dial Group Page group number Touch Auto intercom button representing voice terminal Steady green on assigned to paging group Green off notassigned to paging group eTouch Adm Misc eTouch line buttons Steady green line activates alerting device 7 Flashing green line activates alerting device 2 Rapidly flashing green line activates aletering device 3 Green off line does not activate alerting device eTouch Night Service Dial 0 Dial System Speed Dial Codes and if marked code Dial telephone number eTouch Conference two times 119 Quick Reference Guide to Administration Procedures Continued 120 Procedure Get a printout of System Speed Dial codes See page 58 Administer Station Message Detail Recording SMDR options See page 59 Set printer to scroll to top of page automatically with printer off and scrolled to top of next page
155. ure that charges for outside calls are billed to the appropriate account job or department Program buttons on voice terminals for one touch dialing of frequent y called intercom numbers eLook at the lights next to the buttons to see if someone is using his or her voice ter minal the green light goes on when the person is on a call or is using the Do Not Disturb feature Transfer a call by touching the appropriate Auto Intercom button eTransfer calls with one touch Get an available line when you lift your handset to make a call Anyone can program a voice terminal to select lines in a specific order e Program voice terminals to select long distance lines in the most economical order for example WATS line first then regular service Set up your system so that each time a person makes an outside call the system selects a line pool that includes the most appropriate lines for that call For this feature to operate Switch F on the control unit must be set to Pooled up and switch G must be set to Dial Ac cess up elncrease voice terminal efficiency and reduce costs for your business eEliminate dialing of pool numbers Assign line pools to individual buttons e Access a pool simply by touching a button Program buttons on voice terminals to cover calls for people with whom you do not share lines Program buttons for either primary or secondary coverage and for immediate delayed or no ring eHave as many as six Cover
156. ure to page up to ten people through their voice terminal speakers You do not need an external paging system to use this feature You may create up to seven paging groups Initially no voice terminals are assigned to paging groups You may assign a voice terminal to more than one paging group if necessary but you cannot assign more than ten voice terminals to one group Follow the procedure below to assign and reassign voice terminals to paging groups 1 If you have not already done so enter administration mode by follow ing the boxed instructions on page 25 2 Touch Adm Misc The lights next to the administration mode buttons stop flashing and the green light next to Adm Misc remains on 3 Dial the 3 character code 84 4 Dial the number of the paging group 1 through 7 to which you want to assign or reassign voice terminals 5 Refer to your completed Group Page Directory in the Appendix to see which voice terminals should be assigned to the paging group The green light next to the Auto Intercom button for each voice terminal shows the voice terminal s Group Page assignments Touch the Auto Intercom button to include or remove a voice terminal Each successive touch gives you one of these codes Steady green light on terminal in paging group Green light off terminal not in paging group If you hear a beep the group already has the maximum of ten voice ter minals assigned 6 Repeat steps 3 through 5 for each paging grou
157. wer switch on the first Power Module slot 16 must be set to Off left If modules are inserted in any of these slots the power switch must be set to On right If Expansion Unit slots 19 20 and 24 are empty the power switch on the second Power Module slot 27 must be set to Off left If modules are inserted in any of these slots the power switch must be set to On right Circuit Breakers LI dk Be 2 EXPANSION UNIT FOR MODEL 1030 THE ADMINISTRATOR ATTENDANT CONSOLE The administrator attendant console is the voice terminal connected to the intercom 10 Voice Terminal Module jack in the control unit The console operates in either of two ways e functions as your primary attendant console under ordinary day to day conditions e functions as the administrator console when it is used to perform many of the procedures explained later in this manual To change the administrator attendant console from one mode of operation to the other you simply set a switch on the control unit and then set another switch on the console itself When the console is in administration mode some of its buttons take on different functions than they do when the console is in the regular call handling mode Therefore when you administer the system you insert a special set of ad ministration mode button labels in the console so that you know which buttons to touch You will find two sets of button labels one for a small console and anoth
158. wing codes Green light on line is assigned to this voice terminal Green light ofl 2 line is not assigned to this voice terminal The order in which you touch the line buttons determines the order in which lines appear on the voice terminal For example assume that eight lines lines AO through B2 are already assigned to the voice ter minal you are administering and you want to add eight more If you touch the line buttons in the order in which they appear on the administrator attendant console B3 B4 CO etc they will appear in the same order on the voice terminal However if you touch the button for line C4 first that line will appear on the first available button on the voice terminal If you touch the button for line CO next line CO will ap pear on the button below the line C4 button and so on Be sure that the correct telephone number for each line appears on the associated button on the voice terminal 6 Repeat steps 3 through 5 for each voice terminal to which you want to assign lines NOTE If you are setting up a customized square system try to admin ister groups of voice terminals that share the same line assignments at the same time If you plan to assign a personal line to a voice terminal be sure not to assign the line to any voice terminals that should not have access to that line You can use the shortcut below to give another voice terminal the same line assignments as one you have already set up This procedure i
159. y features you wish to assign to the voice terminal To program another voice terminal repeat steps 2 through 4 Touch Conference twice o gt Continue to administer your system or leave administration mode by following the boxed instructions on page 25 ASSIGNING AN AUTOMATIC LINE SELECTION SEQUENCE Automatic Line Selection is a MERLIN system feature that gives you a free line whenever you pick up the handset When a voice terminal is first installed it automatically selects lines in the order in which they appear on the voice terminal However you can rearrange the Automatic Line Selection sequence if necessary For each voice terminal you can specify which line the system gives you first and if that line is busy which line the system gives you second and soon A maximum of eight lines may be included in an Automatic Line Selection sequence Before assigning an Automatic Line Selection sequence please read the following information When you program several features at once Automatic Line Selection must be the first feature you program If the voice terminal is already in programming mode slide the T P switch to the center position and then back to P elf your system has Dial Access to Line Pools any voice terminal with an Automatic Tip Ring Interface ATRI a Manual Tip Ring Interface MTRI or a General Purpose Adapter GPA must have a personal line or a button assigned to a particular pool in order to origi

AT&T Models 1030/3070 with Feature Module 4 User's Manual

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AT&amp;T Models 1030/3070 with Feature Module 4 User's Manual

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AT&T Models 1030/3070 with Feature Module 4 User's Manual