Home

Vodavi MiniVoice Admin & User Manual

Contents

1. Administration Telephone Computer Class of Service e Date and Time e e Debug e Free Sectors message storage time remaining e Invalid Digits e Mailbox Administration Change Access Codes e e Add a Mailbox e e Delete a Mailbox e e Record a Mailbox Greeting e Reset Message Wait Indication o e Notification Activate e e Edit Number e New Number e Numbering Plan e Open and Close Schedule e Operating Mode Day e e Night e e Automatic o e Password System e PBX Integration Telephone Type e e PBX Integration parameters e Record Prompts e Review Prompts e Select System Greeting per Port Normal e e Night e e Temporary e e System Greeting Review e Record e Delete e Version Number e MiniVoice Programming Devices 1 15 The following is the recommended sequence for programming the system to perform basic operations Perform programming in the order shown in Table 1 4 starting at the top of the table and continuing to the bottom of the table This table illustrates the flow of programming detailed programming steps are contained in sections titled Programming System Functions Via Computer and Programming System Functions Via Telephone Table 1 4 Basic Programming Using Computer Programming Programming Type Description PBX Integration Select your telephone system from a list of possibilit
2. to per O Press ES to return to the system Main CCR Menu O Press ES to exit the system completely Programming System Functions Via Computer 1 29 Programming System Functions Via Computer PC Accessibility Cable Connection The cable between the MiniVoice unit and the PC must be a NULL MODEM arrangement with a 9 pin female connector on each end o Lift the cover of the unit to access the programming port H After connecting the cable to the PC plug the other end into the programming port on the MiniVoice unit Desktop or Laptop Programming is accomplished through the use of a laptop or standard PC desktop system No special software is required Any communications package that supports ANSI terminal emulation will work The required port speed and protocol is 9600 BAUD N 8 1 If HyperTerminal is the communications package to be used perform the following steps before programming 1 Select Start Programs Accessories Communications HyperTerminal 2 Setup a new connection using the following settings a Select COM1 or COM2 as required by your PC then press OK b Onthe Comport Settings screen set 9600 N 8 1 Flow Control to XON XOFF Click OK Click on File Properties then select the Settings tab Select Auto Detect as the emulation Click on the ASCII setup button and uncheck the Wrap lines that exceed terminal width option g C
3. O Change recorded name personal greeting and password O Playback controls when sending or reviewing messages H Record a temporary greeting 1 4 Basic Features 4 Port System More than one person can use the voice mail system features Each port allows one user to access to the voice mail system A port is a path to the voice mail system For example up to four 4 users can be recording or reviewing messages at the same time with a 4 port voice mail system Since not all users would be accessing the voice mail system at the same time many users can be supported Ease of Use The MiniVoice uses single digit commands so there are no complex commands to memorize The system constantly prompts users for the next action to be taken Experienced users can interrupt prompts or even skip ahead several steps if they know the digit for the desired action Mailbox Functions By using a Touch Tone telephone you can receive or send messages from any location through your voice mailbox If you are busy in your office or away on a business trip customers vendors or other employees can leave you detailed messages in your voice mailbox Protected by your password these messages are completely confidential Basic Features 1 5 Table 1 1 Feature Comparison Chart Features Analog Integration only MiniVoice Dispatch TalkPath Analog Digital Integration Audiotext Auto Attendant Blind T
4. Programming 3 Assign VM Type to a Station Hunt Group as follows Q OONDE Press NEXT until SYSTEM APPLICATION appears Press SHOW Press SHOW at the STATION HUNT GROUP entry Enter 1 on the keypad and press SHOW Press CHG to mark the group as a VM type Press NEXT Press SHOW at the GROUP MEMBER entry Press CHG then enter the station number to be assigned in the group and press SAVE Repeat the procedure until all stations are entered in the group Press HOLD twice to save the entries and return to the STATION HUNT GROUP screen oa oso n Voice Mail Integration Programming 1 11 4 Change In band digits in Voice Mail as follows a b c d e f g Press NEXT to go to the Voice Mail screen Press SHOW Press CHG at the ICM PREFIX entry Press FEAT then dial 70 and press SAVE H Press NEXT to go to the XFR PREFIX H Press CHG at the VFR PREFIX entry o Press FEAT then dial 70 EK and press SAVE Press NEXT until DIS DGT appears Press CHG then press KX Press SAVE then press HOLD twice 5 Change the Ring Scheme as follows a b C Press BACK twice until 4 RESOURCE appears Press SHOW Press CHG until Ring Scheme reads 1 then press CLEAR 6 Assign VM Flexible Buttons at EACH Station as follows a pan y Press FEAT 3 Press flexible button to program Press
5. This screen controls mailbox user options There are a total of 64 mailboxes available in the MiniVoice Each mailbox may be assigned any of the four available Classes of Service and be allowed or denied the ability to make outcalls to a beeper A description of the fields on the mailbox assignment screen are provided below Mailbox Access Ext No Class of Dial Beeper No Msg Ind No Ext Code Service Out 1 100 9000 100 1 Off 0 2 101 0000 101 1 Off 0 3 102 0000 102 1 Off 4 103 0000 103 1 Off 0 5 104 9000 104 1 Off 0 6 105 0000 105 1 Off 0 7 106 9000 106 1 Off 0 8 107 9000 107 1 Off 0 9 108 0000 108 1 Off 0 10 109 0000 109 1 Off 0 11 110 0000 110 1 Off 0 12 111 0000 111 1 Off 0 13 112 0000 112 1 Off 0 14 113 0000 113 1 Off 0 15 114 0000 114 1 Off 0 16 115 0000 115 1 Off 0 1 116 0000 116 1 Off 0 18 117 0000 117 1 Off 0 19 118 0000 118 1 Off 0 20 119 0000 119 1 Off 0 21 12 0000 120 1 Off 0 Press ESC to return to previous menu Figure 1 15 Mailbox Assignment Screen Field Description MAILBOX This heading contain two fields NO O Mailbox index number 1 64 This is generated automatically by the system EXT O Mailbox number that relates to the physical extension number Example 100 163 ACCESS CODE Password designated by the mailbox owner for accessing the mailbox The default password is 0000 It is changeable from 0000 9999 1 46 Menu Option Screens Field Description EXT NO Number of the physical extension for t
6. the caller is politely disconnected The system does this to allow as many callers on the system as possible Key Use the K key to perform the following functions O Cancel what you are doing H Skip personal greetings and introductory prompts It gets you directly to the recording tone O Return to the previous menu while listening to a prompt O Disconnect when at the Main Menu Key Use the key to perform the following functions O Complete a step O Senda message o Skip a message O Denote the end of a variable length number such as a password This keeps the system from having to wait to determine if you are finished entering digits 2 4 Getting Started Getting Started Setting Up Your Mailbox You need the following information from your system administrator to set up your mailbox the number to reach the voice mail system your mailbox number and your temporary password After you have this information follow these steps 1 2 10 Call the voice mail system For example 440 If you hear the system greeting press then enter your mailbox number With some telephone systems this step is not required When asked for your temporary password enter For example 0000 Press 3 for Mailbox Options Press 2 for Passwords When prompted enter your new password The system will confirm the new number selected and will then take you back to the Personal Option
7. when the system prompts with the After Reviewing menu you can replay that message in its entirety 1 Atthe Main Menu press 1 to review the message 2 When the message ends press 1 again to replay the message Save a Message If the message needs to be acted on later it may be saved Saved messages are kept in a separate queue They will be played after new messages 1 Atthe Main Menu press 1 to review the message 2 Press 2 to save the message Message Options 2 7 Delete a Message Deleting messages keeps the mailbox clear and reduces the need for system storage capacity To delete a message 1 Atthe Main Menu press 1 to review the message 2 Press 3 to delete the message 3 Press to confirm deletion After a message has been deleted it cannot be restored Forward a Copy to Another Mailbox You may wish to forward a copy of a message to another user You can record introductory remarks and send the remarks plus a copy of the message to another user or just send the message Copies may be sent to one or more users You may send copies of messages that are received in either voice mail or telephone answering mode To send a copy of a message 1 Atthe Main Menu press 1 to review the message 2 Press 4 to forward the message 3 Select the desired option Send w Comments 1 then record your comments Or Send w o Comments 2 4 Press then enter destination Reply to
8. 1 to select normal greeting or press 2 to select temporary greeting 4 After the prompt press the appropriate port number to change 1 2 s You are returned to the Administrator Options Menu in Step 1 5 youarereturned to the Administrator Options Menu in Step 1 6 When you finish Auto Attendant Configuration activities you have three choices H Press 1 through to select another System Administrator task to perform H Press ES to return to the system Main CCR Menu H Press ES to exit the system completely Programming System Functions Via Telephone 1 23 Setting Date and Time You may use the System Administrator Mailbox to set the system date and time The time and date stamp is used for all envelope information and to check delivery notifications It is important to set the system date and time accurately The time and date must be reset whenever there is a local time change such as Daylight Savings Time To set the system date and time 1 Access the System Administrator Mailbox as described on page 1 16 The Administrator Options menu plays Press 4 to Set Date and Time After the prompt press to review data the current date and time settings in the Voice Mail are announced then you are returned to the Administrator Options Menu or to change data after the
9. 1 51 System Initialization iro de icr e be En b Dici tl decla 1 56 Messages Waiting Display cas 1 57 Debug Information Screen ses see see eese RR eek ee tnn Gee tontos tnn 1 57 ii May2001 Voice PIT OCS RE 1 58 Operating System Features scada 2 3 How to Use the Voice Mail System cesssssssecssscssccsssccssessscssccssesssecssccsscesseesscensesses 2 3 P IKEY camen addu MEM OD ert E M ee MD ME 2 3 LI Cs T O EE N 2 3 o Gods ba dam ERU QE 2 4 Setting Up Your MallbD6X aa 2 4 ACCESSING Your MADONNA Hd RR 2 4 Disconnecting from the System uses see esse ese eene ee Ge Roe Gee Gee ee 2 5 Message Options esse ee ERA Rei EER eke RE KG Ee EE 2 5 Review Your Messages innata 2 5 kle E RII a NT DT 2 9 Mailbox Greeting DBCOFDBS smart 2 9 Changing Your Mailbox Greeting eese eene Ge RR ee 2 9 Reviewing Your Mailbox Greeting see seen Rek RR Ge Ge RR eek eek 2 10 Deleting Your Mailbox Greeting esee eseeeeetennn ego Rek 2 10 Recording Your Name rara lanas 2 10 Reviewing Your NANG de 2 11 Deleting Your Name snm na 2 11 Recording Your Temporary Greeting eee oe ee Rea 2 11 Reviewing Your Temporary Greeting ou essseseesesecsescescesseeseeseeseeseeseeeeeenees 2 11 Deleting Your Temporary Greeting seesssecssecsecssecssecseccsecssccseecseecseeeseesseeese 2 12 PasSWOrAS vasca M mE DENM MEME 2 12 Changing Your Password auct inira p OUR CE UO EI ER DI ds Riad E diode
10. 128 Default Voice Menu greeting 129 Welcome 1 System Greeting 01 130 Welcome 2 System Greeting 02 131 Greeting 3 System Greeting 03 132 Greeting 4 System Greeting 04 133 Greeting 5 System Greeting 05 134 Initially empty System Greeting 06 135 Initially empty System Greeting 07 136 Initially empty System Greeting 08 137 Initially empty System Greeting 09 138 Open prompt 139 Open prompt 140 Open prompt 141 Open prompt 142 Open prompt 143 Open prompt 144 Select port number 145 Port number 146 ls set to 147 Normal greeting 148 Temporary greeting 149 Administrator options For System greetings press 1 Mailbox Administration press 2 Auto Attendant configuration press 3 Set date and time press 4 Set operating mode press 5 To select PBX integration press 6 To record a prompt press 7 To listen to a prompt press 8 150 Your request has been processed 151 Enter greeting number Voice Prompts 1 63 Table 1 5 Voice Prompts Defaults Number Prompt 152 Greeting was recorded 153 Greeting was erased 154 To review data press 1 to change press 2 to exit press 155 Enter time in 24 hour format 156 Enter date in MMDDYY format 157 Mode 158 Select mode for day mode press 1 for night mode press 2 for automatic mode press 3 159 Di
11. 2 101 9000 101 1 Off 3 102 0000 102 1 Off 4 103 9000 103 1 Off 0 9 0000 104 1 Off 0 6 0000 105 1 Off 7 106 9000 106 1 Off 8 107 9000 107 1 Off 9 108 0000 108 1 Off 10 109 0000 109 1 Off 0 11 110 000 110 1 Off 0 12 111 9000 111 1 Off 0 13 112 9000 112 1 Off 14 113 9000 113 1 Off 15 114 0000 114 1 Off 0 16 115 9000 115 1 Off 0 17 116 0000 116 1 Off 0 18 117 0000 117 1 Off 0 19 118 9000 118 1 Off 0 20 119 0000 119 1 Off 21 1 0000 1 Off Press ESC to return to previous menu Figure 1 16 Mailbox Only Anabbreviatedentryis possible if both the mailbox number and the extension number are identical In this case enter the index number space mailbox number and then press ENTER The MiniVoice will automatically apply all other required entries Menu Option Screens 1 49 Deleting a Mailbox From the Programming Menu 1 Se NI Press 9 to enter Mailbox Assignments Move the cursor bar down to the mailbox that is to be deleted Press F4 to delete the mailbox Press Y to confirm delete When you finish press ESC to save your changes and return to the Programming Menu Class of Service The MiniVoice provides four Classes of Service Each COS has three parameters that may be specified Class of Service Service Save Period Length of Msg Number of in days in minutes Messages Class Press ESC to return to previous menu Figure 1 17 Class of Service Screen 1 50 Menu Option
12. 2 12 Qutcall INGDTICSEIOEI ssi aie ai I EH RS MR EXER Qu Ob c a 2 12 Turning Outcall DOOR 2 12 1 System Administrator Guide This chapter includes an introduction and a description of the MiniVoice installation and system programming Introduction 1 3 Introduction System Capabilities The MiniVoice is a compact high performance voice processing system This feature rich system will give even the smallest businesses the image of a much larger company Productivity will increase because messages can be recorded replied to or forwarded to the appropriate person when necessary Since nearly half of all telephone transactions require only one way communications the voice mail function streamlines business communication When a message is recorded the voice mail system converts human speech to digital data and stores it in flash memory When the message is retrieved the voice mail system converts the digital data back to human speech When a user is unavailable and has forwarded their calls the voice mail system answers the telephone takes messages and stores the messages for retrieval at a later time from any location Basic Features This single company basic voice mail system provides the ability to O Send copies of messages O Send messages to multiple destinations o Delete reply save or skip a message H Receive message information indicating the date time and sender information if available
13. Example 1 System answers a call and receives a three digit extension number 104 The system receives an entry for MMM The Action for this protocol is TakeMsg Once the match is made the system opens mailbox 104 plays the mailbox greeting to the caller and records the message Example 2 System answers a call and receives a code followed by a 3 digit extension number 104 The system receives an entry for DEIMMM The Action for this protocol is TakeMsg Once the match is made the system opens mailbox 104 plays the mailbox greeting to the caller and records the message Example 3 System answers a call and receives a code followed by a 3 digit extension number 104 The system receives an entry for MMM The Action for this protocol is EnterMB Once the match is made the system opens mailbox 104 plays the mailbox name to the caller and asks for their password 1 56 Menu Option Screens System Initialization Initializing system amp erasing all messages Are you sure _ Enter Y to initialize the voice mail system and erase all messages Enter N or press Esc to exit this option without initializing the voice mail system Menu Option Screens 1 57 Messages Waiting Display This screen displays how many new messages are waiting in the voice mail system and the mailboxes that own them o Ifa line has multiple mailbox numbers this indicates that the message has been copied to
14. a before the extension number of their intended party By customizing the system greeting explicit directions can be given to the outside caller To program system greetings 1 Access the System Administrator Mailbox as described on page 1 16 The System Administrator Mailbox Menu plays 2 Press 1 to access system greetings The system will prompt you for the greeting number 1 9 3 Enter the desired greeting number For example 1 Default Day greeting 2 Default Night greeting 3 Default Temporary greeting 4 9 Open for customized greetings Programming System Functions Via Telephone 4 You will be prompted with the following three choices Press 1 to Review The greeting selected in Step 3 is played then you are returned to Step 4 Press 2 to Record You will be prompted to record the greeting selected in Step 3 When you finish recording press to save the recording Then you are returned to Step 4 Press to Delete The system will announce that the greeting selected in Step 3 is deleted then you are returned to Step 4 When you finish work on the greeting initially selected in Step 3 you have three choices H Press Es to go back to Step 3 and select another greeting to manage O Press ES ES to return to the Administrator Options Menu H Press 58 E Es to exit the system completely Mailbox Administration Mai
15. add After the next prompt press 2 to add a mailbox The system confirms addition of mailbox and then returns you to the Administrator Options When you finish adding a mailbox you have three choices H Press EI through to select another System Administrator task orm H Press ES to return to the system Main CCR Menu O Press Es to exit the system completely 2 3 4 Menu in Step 1 5 to per Deleting a Mailbox Deleting a mailbox is a permanent action and the mailbox or its messages cannot be recovered after the delete action is confirmed by pressing s i To delete a mailbox 1 Access the System Administrator Mailbox as described on page 1 16 The Administrator Options menu plays Press 2 to access mailbox administration After the prompt enter the mailbox number for which you want to delete After the next prompt press to delete the mailbox After the prompt press to confirm deletion or to cancel You are then returned to the Administrator Options Menu in Step 1 When you finish mailbox deletion activities you have three choices H Press 1 through 8 to select another System Administrator task to perform O Press Es to return to the system Main CCR Menu H Press ES to exit the system completely Programming Sy
16. first prompt enter the time in four digit military time format e g 0930 for 9 30 a m or 1830 for 6 30 p m After the second prompt enter the date as a six digit number in MMDDYY format You are then returned to the prompt that asks if you want to review data change data or exit Or ES to exit you are returned to the Administrator Options Menu When you finish setting Date and Time activities you have three choices O Press 1 through to select another System Administrator task to perform H Press ES to return to the system Main CCR Menu H Press Es to exit the system completely 1 24 Programming System Functions Via Telephone Setting Operating Mode Under normal conditions the pre programmed Auto Attendant screen controls the greeting that plays when MiniVoice answers a caller This screen tells MiniVoice which greeting to play based upon the time of day Day or Night which is programmed in the Open amp Close screen There may be a time when it is desirable to change the system from Day Mode 1 to Night Mode 2 at an other than normal time The System Administrator can accomplish this by dialing into the system rather than having to access the programming terminal When the mode is changed manually to either Mode 1 or Mode 2 MiniVoice stays in that mode until the System Administrator changes the mode back to Automatic mode through the Administration Options men
17. give callers information about your schedule and to encourage callers to leave detailed messages Mailbox Greeting Options To change your mailbox greeting 1 Atthe Main Menu press 3 to access Personal Options Press 1 to access Mailbox Greeting Options Press 2 to select the Record option Press 2 to record a Mailbox Greeting Record your greeting then press ew NS If a mailbox greeting has not been recorded the system uses your recorded name Reviewing Your Mailbox Greeting You may use Personal Options to review your recorded greeting To review your mailbox greeting 1 Atthe Main Menu press 3 to access Personal Options 2 Press 1 to access Mailbox Greeting options 3 Press 1 to select the Review option 4 Press 2 to review the Mailbox Greeting Deleting Your Mailbox Greeting The standard system greeting recorded name may be selected at any time by deleting your recorded greeting without recording a new one To delete your mailbox greeting 1 Atthe Main Menu press 3 to access Personal Options 2 Press 1 to access Mailbox Greeting options 3 Press 3 to select the Delete option 4 Press 2 to delete the Mailbox Greeting Recording Your Name You record your name the first time you use your mailbox The recording of the name will be used to verify destinations or as part of a system generated personal greeting You may change the way your name is recorded at any t
18. press 5 to send a copy press 6 for message information press 8 010 NO CURRENT PROMPT 011 Record a message at the tone when you have finished press 012 To activate 013 Mailbox options Greetings press 1 Password press 2 Outcall notification press 3 014 Hanging up now goodbye 015 Message deleted 016 To confirm deletion of this message press to cancel press 017 To copy with comments press 1 to copy without comments press 2 018 Enter destination number 019 The mailbox is not empty 020 The system is full 021 Enter a new password 022 Press 1 023 No 024 You have Voice Prompts 1 59 Table 1 5 Voice Prompts Defaults Number Prompt 025 new 026 and 027 saved 028 message 029 messages 030 Zero 031 One 032 Two 033 Three 034 Four 035 Five 036 Six 037 Seven 038 Eight 039 Nine 040 Ten 041 Eleven 042 Twelve 043 Thirteen 044 Fourteen 045 Fifteen 046 Sixteen 047 Seventeen 048 Eighteen 049 Nineteen 050 Twenty 051 Thirty 052 Forty 053 Fifty 054 Sixty 055 Seventy 056 Eighty 057 Ninety 1 60 Voice Prompts Table 1 5 Voice Prompts Defaults Number Prompt 058 1999 059 Two thousand 060 Mes
19. the entire message After dialing 1 to review a message you can press 1 Rewind to the beginning of the message 6 Pause and restart the message 7 Rewind 5 seconds 9 Fast Forward 5 seconds Skip to the next message Mailbox Greeting Options 2 9 Send a Message 1 Atthe Main Menu press 2 to access options to send a message 2 Press 2 to Record a Message The system prompts you to begin recording your message 3 Record the message 4 Press to end the recording The system prompts you to send the message after giving you a chance to O 1 listen to the message you have just recorded H 2 re record the message or O 3 append to the recording or o delete the message and begin again 5 When the message is acceptable press 6 Enter the destination o The destination is the mailbox number of the person who is to receive the message Messages may be sent individually or in combination with other destinations O Once you enter the mailbox number the system plays back the name of the person whose mailbox you have selected O If you have selected the wrong mailbox press the 2k key and enter a new number 7 Press if there are no more destinations or continue from Step 5 Mailbox Greeting Options Changing Your Mailbox Greeting Your mailbox greeting is played to outside callers who enter a system mailbox in the telephone answering mode This greeting enables you to
20. the system searches the mailbox to see if there are any remaining new messages to be reviewed In particular if new messages arrive during message review they are presented in the same order as before but are considered skipped 2 6 Message Options To review the messages in your mailbox 1 Atthe main menu press 1 The system plays your messages 2 After each message is reviewed the system prompts you for an action The available options are 1 2 3 4 5 8 X Replay Save Delete Forward Copy Reply Message Information Cancel Skip repeats the entire message keeps the message in your mailbox for future reference allows you to discard the message and confirm deletion allows you to forward a copy of the message to another user When you send a copy you have the option to send the copy with or without introductory comments allows you to record a reply to a message sent from another user s mailbox with a single keystroke plays the time and date the message was sent and where the message originated from cancels message review skips to next message in the queue Any message not completely reviewed and either saved or deleted remains in the new message queue If you forget to press gt to cancel review and just hang up all partially reviewed and unheard messages will remain in the new message queue Replay a Message At the end of a message
21. CHG soft key FEAT soft key Press FEAT 64 Press SAVE soft key Press CLEAR to exit programming Voice Mail Integration Programming Other Vodavi Systems Perform the following steps to configure Vodavi systems other than the DHS with the MiniVoice system 1 On the single line telephone ports that are to be assigned to the VM group disable the conference feature Flash 50 XXX XXX Button 3 where XXX XXX are the SLT extension range numbers to be assigned to the VM group Enter the VM group programming for VM group 1 440 Flash 65 Button 1 This button should be lit for Steps 3 4 Enter the single line telephone ports into a VM group 440 447 Flash 65 Button 12 Enter 1 to add or 0 to delete FP3 or newer Enter the desired Leave and Retrieve Tables for the VM group Flash 65 Buttons 10 and 11 Program the Leave Table as Table 0 and the Retrieve Table as Table 1 Note that Steps 5 and 6 are accomplished in the Flash 66 programming field These steps should be completed by default 5 Leave Table Programming a Press Button 1 Table 0 b Enter a 0 TRANS K on the keypad where o Oindicates a prefix digit o The TRANS button represents a pause based on the system pause timer O The xis used to activate a mailbox and prepare it to accept a new message c Press the HOLD button to update Voice Mail Integration Programming 1 13 6 Retrieve Table Pro
22. Code Off A21 Mail Box Length 3 Internal Call Prefix Minimum On Hook Delay 20 Hangup Code e Last Digit Timeout 100 ms 25 DTMF Protocol Action HMMM Enter MB VcMail ficc Press ESC to return to previous menu Figure 1 20 PBX Integration Screen continued Field Description PBX CODE Number the system uses to determine which PBX screen to reference for system parameters Example If 00 is selected as the PBX Integration the system will use the entries located on screen 00 to determine integration patterns MWI on amp off codes etc NAME Descriptive name used to visually identify the particular Integration Screen This name is the one displayed in the PBX Integration Selection Menu Menu Option Screens 1 53 Field MWI CODE ON MWI CODE OFF MWI OUTDIAL PORT CONTROL MAIL BOX LENGTH TRANSFER SEQUENCE INTERNAL CALL PREFIX RECONNECT SEQUENCE Description Code the system sends when a mailbox has a new message O This code tells the telephone system to activate the MWI indicator for that mailbox s extension O When entering the code the colon character represents the extension number Example If your MWI On code is 420 followed by the extension number enter the following sequence 420 O It is recommended to always end the sequence with a comma 1 second pause to allow the telephone system enough time to accept the command Code the system sends when a mailbox use
23. DIGIT TIME OUT LAST DIGIT TIME OUT DIRECT VOICE MAIL ACCESS PROTOCOL AREA DTMF ACTION DTMF PROTOCOL Description Period of time that a port will wait after hanging up before attempting to use that port for an outdial operation O This prevents collisions when a new call appears at the port right after it has released a previous caller O If no new incoming call is detected before this timer expires the outdial request will be processed Dialing pattern used to tell the PBX an outside line is needed such as during an outdial operation Default 9 If your trunk access code is different change this value as required Most PBX systems are either programmed or automatically send a disconnect code O When the PBX port is about to close EX an outside caller has hung up a digit string is sent to the voice mail system O If this string matches the entry in this field the system saves any messages being recorded and then the port closes and waits for the next call When receiving an incoming call O Thisisthe time that the system waits to see if DTMF integration strings are being sent to the system LH If no digits are received during this period the system will then play the main greeting for that port and be ready to accept caller dialed digits Default value 20 which represents 2000 ms or 2 seconds When the system receives DTMF integration strings O This is the period of time to wait after each di
24. ETING If Temp Greeting is active Y this is the greeting that plays when this port answers NOANSGREETING Future option not currently active AUTOATT START O If this option is set to Y the system goes off hook on an incoming call and waits for integration digits NOTE This is the default setting and it should not be changed unless necessary O If this option is set to N the system goes off hook on an incoming call and immediately plays the programmed greeting according to the Open amp Close Schedule but does not respond to DTMF tones 1 42 Menu Option Screens System Clock Adjustments This screen is used to adjust the Real Time Clock settings of the MiniVoice Use the arrow keys to navigate left and right then make the desired changes Date amp Time Wed Jan 17 2001 2 55 PM Enter 1 for weekday sunday is 1 Enter one at a time or all at once Press ESC to return to previous menu Figure 1 13 Date amp Time Screen To enter a new date and time 1 Enter a value of 1 7 to identify the day of the week 1 Sunday 5 Thursday 2 Monday 6 Friday 3 Tuesday 7 Saturday 4 Wednesday Press the right arrow key or press the ENTER key Enter a value of 1 12 to indicate the month Press the right arrow key or press the ENTER key Enter a four digit value to indicate the year Press the right arrow key or press the ENTER key Qv ML w Ni Menu Option Screens 1 43 7 Enter a
25. MiniVoice Voice Mail Processing System System Administrator User Manual P N 750 00 May 2001 Issue 1 0 VODAMI Issue Release Date Description 1 0 5 01 Initial Release LIFE SUPPORT APPLICATIONS POLICY VODAVI Technology Inc products are not authorized for and should not be used within Life Support applications Life Support systems are equipment intended to support or sustain life and whose failure to perform when properly used in accordance with instructions provided can be reasonably expected to result in significant personal injury or death VODAVI Technology Inc warranty is limited to replacement of defective components and does not cover injury to persons or property or other consequential damages Copyright 2001 VODAVI Technology Inc All Rights Reserved This material is copyrighted by VODAVI Technology Inc Any unauthorized reproductions use or disclosure of this material or any part thereof is strictly prohibited and is a violation of the Copyright Laws of the United States 17 U S C Section 101 et seq VODAVI reserves the right to make changes in specifications at any time and without notice The information furnished by VODAVI in this material is believed to be accurate and reliable but is not warranted to be true in all cases FCC INFORMATION FCC part 68 ID is 4U9USA 36143 VM T Ringer Equivalence 0 7B mlj 2001 Contents de
26. O Press ES to return to the system Main CCR Menu H Press Es to exit the system completely 1 28 Programming System Functions Via Telephone Listening to a Prompt MiniVoice includes a method of listening to any or all of the recorded prompts This may be used to determine whether it is necessary to modify a prompt You can listen to a single prompt a range of prompts or the last prompt that was recorded To listen to System Prompts 1 Access the System Administrator Mailbox as described on page 1 16 The Administrator Options Menu plays 2 Press to Listen to a Prompt 3 After the prompt enter one of the following options H Athree digit prompt number then when prompted enter the same number a second time The selected prompt plays and then you are returned to the Administrator Options Menu Or O The first three digit number of the range followed by the second three digit number of the range The selected prompts play and then you are then returned to the prompt that asks if you want to listen to a single prompt listen to a range of prompts or listen to the last prompt recorded Or O Press E to listen to the last prompt recorded After the prompt plays you are returned to the Administrator Options Menu 4 When you finish Listening to Prompts you have three choices O Press 1 through to select another System Administrator task orm
27. Screens Field Description SAVE PERIOD Specifies the number of days that a message is retained before being IN DAYS automatically deleted No warning is given before the message is deleted It is important to delete messages so that the storage space is not completely consumed LENGTH OF MSG Controls the allowable recorded length of a message that may be left in a user s IN MINUTES NUMBER OF MESSAGES mailbox Controls the total number of messages that a given mailbox user may have in their mailbox at any one time The mailbox will indicate that it is full once this count is matched For example if set to 5 the 6th caller receives a message I m sorry the mailbox is full Recording Time Left This screen is used to display the amount of voice storage space that is currently available in the MiniVoice The memory expansion increases the storage space by 180 minutes Number of free sectors 30452 representing 86 minutes 37 seconds of record time Press ESC to return to previous menu Figure 1 18 Free Sectors Screen Menu Option Screens 1 51 PBX Integration The MiniVoice provides several pre programmed integration modules for the most popular telephone systems PBK Integration Screens Screen in effect 00 00 01 Vodavi 3 Digits Vodavi 4 Digits Vodavi DHS Vodavi DHSE Comdial Executone Generic PBX 3 Digits Lucent Legend 3 Digits Lucent Partner Nitsuko DS01 TIE Onyx NEC Pro I II Pa
28. a Message You can reply to a message sent from another user s mailbox by pressing one key Therefore users should enter their own mailbox to record a message before sending so recipients can conveniently reply 1 Atthe Main Menu press 1 to review the message 2 Press 5 to reply to the message 3 Press f if the message is acceptable 4 Press again to send the reply 2 8 Message Options Message Information Details about a message are available who sent it and the time and date it was delivered This information is called Message Information To access message information press 8 after listening to the message to hear the information that relates to that message O The time and date stamp on a new message always relates to message delivery o Once a message is saved the time and date stamp refers to the time it was first saved a This time and date stamp allows the user to know how much longer the message can stay in the mailbox before it is automatically deleted O Reviewing a message and re saving it does not change the time and date stamp or when the system automatically deletes the message Options While Reviewing As you become more experienced you may want to control the playback of the messages you receive The system playback controls are designed to give you that flexibility For example with playback controls you can scan through a long message to find a telephone number without reviewing
29. al integration number 160 Integration number 161 This mailbox already exists 162 You selected an invalid integration number 163 The system has reached 80 percent of capacity 164 your mailbox is already in use 165 your outcall number needs to be programmed 166 dial extension number 167 dial class of service number 168 the mailbox is now active 169 enter the 3 digit prompt number and record at the tone Press when finished 170 enter new value 171 for DISA operation press 4 172 this feature is not available 173 this feature is currently in use please try again later 174 dial destination number 175 end of messages Voice Prompts P User Guide The MiniVoice features are described in this chapter Two quick reference cards are provided at the end of the book Operating System Features 2 3 Operating System Features This section explains how to operate the voice mail features How to Use the Voice Mail System Oo Oo a The system is programmed to respond when any of the 12 telephone keys are pressed If no key is pressed in response to a prompt the system assumes the caller is confused The system repeats the caller s options If there is still no response the system automatically transfers an external caller to an attendant or politely disconnects a user from the call The system counts the number of errors incorrect key presses that a caller makes If the count exceeds a certain number usually 3
30. es first three digit prompt number followed by the second three digit prompt number To listen to the prompt that was recorded last press the key 105 Please enter your three digit number 106 Enter the extension number of the party you are calling 107 0 7 seconds of silence NO RECORDING NEEDED HERE 108 That mailbox is full and cannot accept any new messages 109 Remaining recording time is sixty seconds 110 You have no messages in your mailbox 111 Please hold while I transfer your call 112 Press any key to continue 113 Greetings Review press 1 Record press 2 Delete press 3 114 To review your name press 1 mailbox greeting press 2 temporary greeting press 3 115 To record your name press 1 mailbox greeting press 2 temporary greeting press 3 116 To delete your name press 1 mailbox greeting press 2 temporary greeting press 3 117 Greeting has not been recorded 118 Name has not been recorded 119 Temporary greeting has not been recorded 120 Greeting was deleted 1 62 Voice Prompts Table 1 5 Voice Prompts Defaults Number Prompt 121 Name was deleted 122 Temporary greeting was deleted 123 There is no free mailbox 124 Is located in table entry 125 Press to confirm deletion of this mailbox to cancel 126 Mailbox was deleted 127 To select normal greeting press 1 to select temporary greeting press 2
31. g open close Timed Based Answering chainable time controls up to 10 Installing the Voice Mail System 1 7 Installing the Voice Mail System This section describes how to install the MiniVoice and lists the system specifications Box Contents Oo Oo n n Connections One MiniVoice One 6 Null Modem Cable One Power Adapter Six Ouick Reference Cards One System Administrator User Manual The MiniVoice consists of two parts the black case with a printed circuit board and the plug in power supply 1 2 3 Mount the MiniVoice on a flat dry wall surface Connect the transformer to a suitable 115 120V AC outlet Connect the line cords for the analog stations being connected to the MiniVoice from left to right in the corresponding RJ 14 jack on the bottom of the unit Each jack is wired for two analog ports 1 8 Installing the Memory Expansion Board PORT 1 amp 2 PORT3 amp 4 111 n Pins 1 amp 4 Pins2 amp 3 to connect Port 2 to connect Port 1 Figure 1 1 RJ 14 Pin Connections 4 Cross connect the source jacks for these ports to the desired station port locations on the telephone system s main distribution frame MDF Installing the Memory Expansion Board Refer to Figure 1 2 System Configuration Diagram to locate the proper placement for the memory expansion board You must power down the system before installing memory expansion Specifications Thi
32. git to determine if more digits are coming O As each digit is received this timer is re started O Once this timer expires the system assumes that all DTMF integration digits have been received O The received string is then analyzed to determine how the call must be processed This is the digit that allows a caller to bypass the recorded greetings and go directly to a mailbox user s greeting Area has two fields Values are matched pairs a DTMF Protocol and an Action to take if that protocol is found O All protocol entries are compared in sequence to the inbound DTMF digits until a match is found O If no match is found the call is directed to the main greeting for that port The pattern is matched against the incoming DTMF string for all call processing After the correct pattern has been matched then the corresponding action is taken e g Protocol pattern MMM represents 3 digits Menu Option Screens 1 55 Field ACTION TAKEMSG ENTERMB VCMAIL ACC IGNORE PROTOCOL ENTRY ORDER Description Once a matching DTMF protocol is found the Action column tells the system what to do with that particular call The allowable actions are O Take a message into the requested mailbox O Open the requested mailbox ask caller for password O Take no action when this DTMF protocol is received This is the order of integration information as the telephone system sends it to the voice mail port Integration Examples
33. gramming a Press Button 2 Table 1 b Entera 0 TRANS on the keypad where o Oindicates a prefix digit H The TRANS button represents a pause based on the system pause timer o represents an owner on the VM system C Pressthe HOLD button to update d Press Button 2 Table 1 e Enter 1 f Pressthe HOLD buttonto update when you update this field is blank 7 Press Button 9 disconnect table a Enter kx where kK is the disconnect code used by the MiniVoice b Press the HOLD button to update 8 Assign VM flexible buttons 440 on the stations At each station perform the following a Press the SPEED button twice b Pressthe desired flexible button to be programmed c Dial 440 on the keypad d Press the ON OFF button Note that you can adjust the volume level on each SLT port by using the volume up or down code This provides additional control for both internal and external calls into the voice mail system For example while using a single line telephone and on a CO Line call to increase volume perform a hook flash then dial 638 8 followed by another hook flash A confirmation tone sounds 1 14 MiniVoice Programming Devices MiniVoice Programming Devices MiniVoice programming is accomplished by using a touch tone telephone and a personal computer Table 1 3 shows the categories of programming that can be performed by each device Table 1 3 Programming Device Comparison
34. his mailbox O Thisis the station that will be the destination of callers when transferred by the voice mail system O Itisalso the number used when activating or deactivating MWI indicators CLASS OF SERVICE Number of the assigned Class of Service as programmed in Class of Service screen DIAL OUT Controls whether a given mailbox is allowed to make outcalls to a beeper pager BEEPER NO Allows beeper outcalls O Only enter the beeper pager telephone number O The system will verify the outdial access code entered on the PBX Integration Screen MSG IND Shows the current status of the telephone MWI indicator according to the system O 0 0FF O 1 0N When the integration type is changed on screen 12 MiniVoice will automatically insert the correct mailboxes into this screen as a default condition When there are more mailboxes than appear on the screen press F1 to go forward 1 screen and F2 to go back 1 screen Menu Option Screens 1 47 Adding a Mailbox From the Main Menu 1 Press 9 to enter Mailbox Assignments 2 Movethe cursor to the first available line at a position left of the index number field Press F1 to go to the next page if necessary 3 Enter in order a Nextindex number then space b Mailbox extension number then space A system can use 2 digit 3 digit or 4 digit mailbox numbers However a system cannot number mailboxes using a combination of 2 3 and 4 digit lengths For example if 2 digit
35. ice switches from Day to Night mode or Night to Day mode Separate greetings are available for each mode The greetings introduce callers to your company and tell them what digits to press to access certain departments extensions mailboxes etc The Day Opening greeting plays from the time you specify in the Open field until the time specified in the Close field The Night Close greeting plays after the time specified in the Close field until the next specified time in the Open field For example in Figure 1 5 the Day greeting is played during weekdays from 9 00 a m through 5 00 p m The Night greeting is played from 5 00 p m through 9 00 a m Monday through Friday and from 5 00 p m Friday through 9 00 a m Monday Open amp Close Schedule MON TUE WED THU FRI 9 00 AM 9 00 AM 9 00 RM 9 00 AM 9 00 AM 9 00 PM 5 00 PM 5 00 PM 5 00 PM 5 00 PM Press ESC to return to previous menu Figure 1 5 Open amp Close Schedule Screen 1 Enter the desired time schedule for each day as required For example Open 9 00 AM Close 5 00 PM 1 34 Menu Option Screens 2 Press ENTER to store each entry Leaving the Open and Close entries blank for a given day will represent a 24 hour period Entries can be made using 24 hour notation e g 18 00 represents 6 00 p m To delete an entry 1 Press the arrow key until the desired field is selected 2 Then press F4 If you use the F4 key to clear all of the times
36. ies Example selection number 00 represents Vodavi telephone systems Open amp Close Schedule Identify the hours of your business operation Number Plan Activate the numbers that will appear as menu selections Mail Box Assignment O Identify mailbox and extension numbers O Activate pager beeper notification option Class of Service Verify COS settings Auto Attendant Config Verify Auto Attendant Configuration Using Telephone Programming Programming Type Description DTMF Record system greeting 1 9 1 16 Programming System Functions Via Telephone Programming System Functions Via Telephone To access the System Administrator Mailbox 1 Dialinto voice mail 2 When the system answers dial followed by the System Administrator Mailbox number 0 2 digit mailbox system 00 3 digit mailbox system 000 4 digit mailbox system The system will announce Mailbox 15 0 which is the System Administrator Mailbox number This number does not conflict with Mailbox 15 in a two digit mailbox system 3 When requested enter the default System Administrator password 9 56 To change the System Administrator password refer to Mailbox Administration on page 1 18 The System Administrator Mailbox menu plays to prompt you to select one of the options listed below Press 1 for system greetings 2 for Mailbox Administration 3 for Auto At
37. ilbox This operation will re synchronize the physical MWI with the mailbox message status To reset an MWI 1 Accessthe System Administrator Mailbox as described on page 1 16 The Administrator Options menu plays 2 Press 2 to access mailbox administration 1 22 Programming System Functions Via Telephone 3 After the prompt enter the mailbox number for which you need to reset the MWI 4 Afterthe next prompt press 5 to reset MWI The system confirms that the request has been processed and you are returned to the Administrator Options Menu in Step 1 5 When you finish resetting MWI activities you have three choices H Press 1 through to select another System Administrator task to perform H Press ES to return to the system Main CCR Menu O Press ES to exit the system completely Auto Attendant Configuration Using this option allows you to easily change the greeting a caller will hear on a given port between the programmed Day Night greeting and the programmed Temporary greeting This is useful when a Temporary greeting for something like a weather related closing needs to be activated from a remote location To change the Auto Attendant Configuration 1 Accessthe System Administrator Mailbox as described on page 1 16 The Administrator Options menu plays 2 Press 3 for Auto Attendant Configuration 3 After the prompt press
38. ilbox number O Your temporary password Dial voice mail system access number Or Call into the auto attendant then press amp and enter your mailbox number After prompt enter temporary password Press 3 to access Personal Options Press 2 to access Passwords After prompt enter new password Press 1 to access Greeting Options Press 2 to select the Record option Press 1 to record your Name Press 2 to record your Greeting then press to end recording MiniVoice Quick Reference EE M MAIN MENU Listen to Senda Personal Confi C l Messages Message Options onfirm ance ABC DEF 1 2 3 While 2 Record Msg Mailbox j Greeting Pl Msgs End M aying Msgs 4 En sg ii Recien 1 Rewind 2 Record 6 Pause 3 Delete 7 Rewind 5 sec 9 Fast Fwd 5 sec Skip to next msg 1 Review Cancel pla of ul 2 Re record 1 Name 3 Append 2 MB Greeting PK Cancel 3 Temp Greeting Accept Msg 4 To end recording ANST Password Listening Enter Mailbox 1 Replay Number Enter New Password 2 Save 3 Delete Di is n
39. ime Mailbox Greeting Options 2 11 To record your name 1 Atthe Main Menu press 3 to access Personal Options 2 Press 1 to access Mailbox Greeting options 3 Press 2 to select the Record option 4 Press 1 to record your name 5 Record your name then press Reviewing Your Name You may use Personal Options to review your recorded name To review your name 1 Atthe Main Menu press 3 to access Personal Options 2 Press 1 to access Mailbox Greeting options 3 Press 1 to select the Review option 4 Press 1 to review the recording of your name Deleting Your Name To delete your name 1 Atthe Main Menu press 3 to access Personal Options 2 Press 1 to access Mailbox Greeting options 3 Press 3 to select the Delete option 4 Press 1 to delete the recording of your name Recording Your Temporary Greeting To record a Temporary Greeting 1 Atthe Main Menu press 3 to access Personal Options 2 Press 1 to access Mailbox Greeting options 3 Press 2 to select the Record option 4 Press 3 to record a Temporary Greeting 5 Record the greeting then press Reviewing Your Temporary Greeting To review your temporary greeting 1 Atthe Main Menu press 3 to access Personal Options 2 Press 1 to access Mailbox Greeting options 2 12 Passwords 3 Press 1 to select the Review option 4 Press 3 to review the Temporary Greeting Deleting Your Temp
40. in any valid extension number as the destination For example for Sales press 2 extension 101 is dialed and the caller is connected to Sales Figure 1 6 This field contains the greeting number to be played when this digit is dialed Active greeting numbers are 01 09 and they are recorded via telephone programming An entry in the Greeting field requires an associated entry in the CCR Number field even if the CCR Number is the same as the CCR Menu from which you are configuring Custom Call Routing CCR This field may contain a CCR menu number of 1 5 that links a to an additional number plan when the caller presses the digit in the left column Up to five number plans can be used Figure 1 8 CCR numbers can also be tiered as described by the second example below To access CCR menus for configuration press F1 to increment ascending from CCR 1 5 or press F2 to increment descending from CCR 5 1 For example O ACCRMenu 1 entry of 2 in the CCR field could link to a number plan for Sales 3 for Tech Support 4 for Services and 5 for Repairs Figure 1 9 graphically portrays this example O ACCR Menu 1 entry of 2 in the CCR field will link to CCR Menu 2 number plan Sales Sales can be subdivided into In State and Out of State sales making two entries 3 amp 4 in the CCR field of CCR Menu 2 Figure1 10 graphically portrays this example Dual action keys have a 3 second pause prior to switching to another CCR For example you are promp
41. lbox administrative functions are normally accessed using the programming terminal along with the appropriate programming screens on the system However for your convenience a number of functions can be performed using your System Administrator mailbox These include a a Changing an unknown forgotten mailbox access code to a new temporary access code Adding new mailboxes You may need to use the Mailbox Setup Screen to enter any additional information Deleting an existing mailbox Recording personal mailbox greetings Resetting a Message Waiting Indicator MWI These five activities are described in detail below When accessing any of these features you are first asked to enter a mailbox number This is the mailbox that will be acted upon Programming System Functions Via Telephone 1 19 Changing a Mailbox Access Code If a subscriber forgets their access code you can reset it without deleting the mailbox and its messages Once they are given the new temporary access code the subscriber should immediately enter their mailbox and change the temporary access code to one of their own This is the only method for changing the administrator mailbox access code To change a Mailbox Access Code 1 Accessthe System Administrator Mailbox as described on page 1 16 The Administrator Options Menu plays 2 Press to access mailbox administration 3 After the prompt enter the mailbox number for which you want
42. lick OK then click OK again 3 The HyperTerminal connection is now configured properly for programming the MiniVoice 4 Exit HyperTerminal then re start the program 5 After connected to the MiniVoice press ESC to access the Main Programming Menu gt oan 1 30 Navigating in the System Navigating in the System Programming the MiniVoice requires that you make entries in specific fields on several programming screens Oo These screens are accessed from the main menu by selecting a number and pressing the ENTER key While working on a particular screen use the arrow keys or the ENTER key to move through the fields After you change a given field press the ENTER key to save your change The TAB key does not provide field to field movement If you are working in an area with multiple pages such as the mailbox screen press F1 to go forward 1 screen and F2 to go back 1 screen When you finish work on a particular screen press the lt ESC gt key to return to the Programming Menu When you finish programming type exit and press the ENTER key to shut down the programming interface Access to the MiniVoice is protected by password to prevent unauthorized changes to voice mail system parameters The voice mail password must be re entered each time you access the Programming area Menu Option Screens 1 31 Menu Option Screens Signing On This is the screen first sho
43. ls ia ele ie GR didas 1 3 Syster Capabilities see Ee 1 3 ie SIC as ld EE N EE 1 3 Installing the Voice Mail System se cire pecie pice ene Ge eg 1 7 Tod eir a MT 1 7 CONNECTIONS T AAA ee ie ee 1 7 Installing the Memory Expansion Board sesse see sesse see eek ek Gee ee Re Re 1 8 Specilicatiofis aa oU Ee N Ge Ge ee ier 1 8 Voice Mail Integration Programming esee ee ee RR ee Rek 1 10 FS To DHS ER EE EE EE EO e 1 10 Other V da vi SYSTEMS se ta iia 1 12 MiniVoice Programming Devices see ee ee Seg oe eg Se Se ge oe ee state sto ee Gegee age 1 14 Programming System Functions Via Telephone serene 1 16 Administrator ODUDIIS sarta 1 17 Programming System Functions Via Computer esse seen ee ee ee bee gee Gee Gee ee ee ee ee ee 1 29 PC Accessibility SG NUMEN EE Oe ese 1 29 Navigating in the System ese Rek iese RR cobi Ee RR Re 1 30 Menu Option Screens da 1 31 SINN ie RE EE N EE c 1 31 Programming MENUS sesse ie cea 1 32 Open and Close Schedule con 1 33 System Numbering Plan Janice titi ato 1 34 invalid Dietse EE RENE GO MEME EE 1 39 Auto Attendant Configuration cti 1 40 System Clock Adjustments uas ceto c Ge Rg 1 42 Version NUMDET rana ir xd p CEU D GE ARA 1 43 Set System Password uso iei OE EE EN 1 44 Mailbox Assiupnmehb asia edat alae i er eR cp EDAM UM dM 1 45 Class of SENICE cus onem anaua De eM Cs UE 1 49 RECOFGING Time Lean 1 50 PBX Integraatio M ar ii e ne Ge nea eue
44. mp Greeting 03 03 03 03 NofinsGreeting 00 00 00 00 flutofitt Start V V V V Press ESC to return to previous menu Figure 1 12 Auto Attendant Screen Each column in Figure 1 12 represents a given port from 1 to 4 The fields in each column are explained below Field Description OPRERATOR EXT This is the extension number of the Operator s extension for this port When a caller dials 0 this is the destination extension HUNT Future option not currently active VMS Future option not currently active Menu Option Screens 1 41 Field Description DAY MODE GREETING NO The greeting number 01 09 that plays when this port is accessed during the day hours as defined in the Open amp Close Schedule DAY MODE The number 01 05 identifying the CCR menu that answers during the day hours CCR as defined in the Open amp Close Schedule NIGHT MODE GREETING NO The greeting number 01 09 that plays when this port is accessed during the night hours as defined in the Open amp Close Schedule NITE MODE The number 01 05 identifying the CCR menu that answers during the night hours CCR as defined in the Open amp Close Schedule TEMP GRT ON O If this field is set to Y the programmed TEMP GREETING message will be played to a caller O If this field is set to N the programmed GREETING NO message will be played This message may be changed from any telephone internal or external TEMP GRE
45. nasonic DBS Premier ESP Samsung DCS Sprint Protege Toshiba DK Series Toshiba Perception Press ESC to return to previous menu Figure 1 19 PBX Integration Screen Selecting a Telephone System Use the arrow keys to scroll to the desired name or type the number corresponding to the selection then press the ENTER key Your selection is displayed in the Screen in Effect field For example if you scroll to 00 for Vodavi phone systems and press ENTER the Screen In Effect field displays 00 Changing a Parameter In cases where you need to change a parameter used by the PBX integration screen perform the following steps 1 Usethe arrow keys to scroll to select your PBX integration then press the ENTER key 2 Press the ENTER key a second time to display the next PBX Integration Screen Menu Option Screens PBX Integration Programming Sub Menu Changing from one PBX integration to another will wipeout all ofthe existing mailboxes and there is no way to recover them A description of the fields of the PBX integration screen is provided below PBK INTEGRATION SCREEN PBK Code 00 MWI Code On 420 MWI Outdial Port Control 00030000 Transfer Sequence T amp 6H Reconnect Sequence T amp Dutdial Call Prefix 29 First Digit Timeout 100 ms 25 Direct Voice Mail Access DTMF Protocol Action MMM TakeMSG MMM TakeMSG Protocol Entry Order PMMM Name Vodavi 3 Digit MWI
46. nother System Administrator task to perform O Press ES to return to the system Main CCR Menu H Press Es to exit the system completely 1 26 Programming System Functions Via Telephone Selecting PBX Integration MiniVoice uses a set of pre programmed PBX Integration screens These screens provide standard configurations for various PBX systems that might be used with MiniVoice The current PBX Integration may be changed from the System Administrator Mailbox To change the PBX Integration 1 Access the System Administrator Mailbox as described on page 1 16 The Administrator Options menu plays Press 6 to Select PBX Integration After the prompt press 1 to review data the system will announce the current PBX Integration and then you are returned to the prompt that asks if you want to review data change data or exit Or 2 to change data after the prompt enter the desired two digit Integration Number You are then returned to the prompt that asks if you want to review data change data or exit Or to exit you are returned to the Administrator Options Menu 4 When you finish Selecting a PBX Integration you have three choices o Press 1 through to select another System Administrator task to perform H Press ES to return to the system Main CCR Menu H Press ES to exit the s
47. numbering is used then all mailboxes must be numbered with 2 digits C Access code if available otherwise 0000 valid codes are 0000 9999 then space d Extension number to be associated with this mailbox this must be the same number as the mailbox number e Press ENTER To continue adding mailboxes return to step 3a 4 After you finish adding mailboxes press lt ESC gt to save your changes and return to the Programming Menu An example of a valid entry is 32 space 100 space 0000 space 100 ENTER lt ESC gt When adding a mailbox the Class of Service field automatically updates to a default value of 1 and the Dial Beeper No Out field automatically updates to Off After the mailbox is established these fields and the beeper pager No can be modified as desired Ifan invalid beeper pager numberis entered a user cannot activate this type of notification remotely 1 48 Menu Option Screens Mailbox Capability Only Not all employees have traditiona offices so they do not have telephones on the system and a call doesn t need to be transferred to an extension The call goes directly to a mailbox To program this arrow over to the mailbox then press F4 This deletes the extension number and leaves only a mailbox Mailbox extension numbers 104 105 in Figure 1 16 are examples Mailbox Access Ext No Class of Dial Beeper No Msg Ind No xt ode Service Out 1 100 9000 100 1 Off
48. orary Greeting To delete a temporary greeting 1 Atthe Main Menu press 3 to access Personal Options 2 Press 1 to access Mailbox Greeting options 3 Press 3 to select the Delete option 4 Press 3 to delete the Temporary Greeting Passwords There is one password that is associated with each user mailbox Each password is 4 numeric digits in length A zero 0 should not be used as the first digit Changing Your Password To change your password 1 Atthe Main Menu press 3 to access Personal Options 2 Press 2 for Passwords 3 Enter the desired password Outcall Notification You can use the optional outcall notification feature to have the system call your pager and notify you that a new message has been received in your mailbox Your system administrator will set up your notification schedule and program your pager number Turning Outcall On Off Once the outcall schedules have been programmed outcall notification can be turned on and off whenever desired Outcall On Off is a toggle If outcall notification has been turned on this procedure will turn it off 1 From the Main Menu press 3 to access Personal Options 2 Press 3 for Outcall Notification 3 Press 1 to activate or deactivate this option If no number is entered outcall cannot be activated MiniVoice Quick Start For First Time User Obtain System Administrator information O Voice mail system access number O Your ma
49. ossible Number Plans 1 38 Menu Option Screens CCK Nenu 11 First ligit Pernission te DVS E CINE ee i lt lt lt ZRLTLLLALC C C C C m am un em cf cum cmm cum cum am cm cum Company X Hunber_P Lan Lutension Greeting CER Humber o 2 2 I gj 4 3 4 4 Press FSC la relurn la previous menu Figure 1 9 CCR Menus Example In State Sales CCR MENU 3 CCR MENU 2 Out of State CCR MENU 1 Other Department CCR MENU 4 CCR MENU 5 Figure 1 10 CCR Menu Tiering Example Sales Tech Support Services Repairs Menu Option Screens 1 39 Invalid Digits This screen is used to instruct the MiniVoice to ignore certain digits that may be dialed When these digits are encountered they are ignored Invalid Digits a b c d Press ESC to return to previous menu Figure 1 11 Invalid Digits Screen 1 40 Menu Option Screens Auto Attendant Configuration This Voice Lines screen is used to control what a caller will hear when a given port answers Each port may play a different greeting Port 1 Port 2 Port 3 Port 4 Operator Ext 9 8 8 0 Hunt N N N N VHS V V V V Day Mode Greeting No 01 01 01 01 Day Mode CCR 01 01 01 01 Night Mode Greeting No 02 02 02 02 Nite Mode CCR 02 02 02 02 Temp Grt On N N N N Te
50. other mailboxes O As mailbox owners listen to their messages and delete them their numbers will be removed from the screen Mail Boxes 100 101 102 103 104 100 100 100 101 102 103 104 Press ESC to return to previous menu Figure 1 21 Messages Waiting Screen Debug Information Screen This screen shows various trouble shooting information fields They will usually be used in conjunction with a Vodavi technician when trying to identify a problem that may be occurring This screen is accessible only when the Dealer Password is used to enter System Programming Contact Technical Support for details 1 58 Voice Prompts Voice Prompts The following table provides a listing of the default voice prompts that the system contains Table 1 5 Voice Prompts Defaults Number Prompt 001 Hello Please enter the extension number of the person that you are trying to reach To reach an Operator press 0 002 Enter your mailbox number 003 am sorry there is no such mailbox number 004 Enter your password 005 Invalid password 006 Mailbox menu To review your messages press 1 Send a message press 2 Mailbox options press 3 007 You have entered an incorrect digit 008 If you are satisfied with this message press to review press1 re record press 2 append press 3 to cancel press 009 To replay the message press 1 to save this message press 2 delete it press 3 reply
51. r has checked all new messages O This code tells the telephone system to deactivate the MWI indicator for that mailbox s extension O When entering the code the character represents the extension number Example If your MWI Off code is 421 followed by the extension number enter the following sequence 421 O Itis recommended to always end the sequence with a comma 1 second pause to allow the telephone system enough time to accept the command Digit position tells the system which ports are allowed to make outdials The first 4 positions correspond to ports 1 through 4 from left to right The last four digit positions must contain zeroes Default 00030000 This tells the system to use port 4 to make all outdial calls Tells the system how many digits are required for the mailbox numbers used in the system The default is 3 digits The setting is changeable between 2 4 digits Dialing pattern the system uses to transfer a caller from the Auto Attendant to a mailbox user s telephone Default T amp System dials prefix to access internal dial tone This field is normally blank since most telephone systems supply dial tone when the port is taken off hook to dial Dialing pattern the system will use to reconnect to a caller when there is no answer at the called telephone extension Default T amp 1 54 Menu Option Screens Field MINIMUM ON HOOK DELAY OUTDIAL CALL PREFIX HANG UP CODE FIRST
52. ransfers Auto Attendant Supervised Transfers Broadcast Messages to all Mailboxes Call Screening Class Of Service Company Directory Confirmation on message delivery Date and Time stamp on each message Deleted message recovery Dial by Name Disk storage Distribution Lists DTMF Admin Programming Fax detect First time help user tutorial Holiday greetings automated LED indication for each port Logs files Mailboxes maximum of 32 without Memory expansion Mailboxes maximum of 64 with memory expansion Mailboxes Unlimited Menu Routing 5 menus 1 6 Basic Features Table 1 1 Feature Comparison Chart Features Menu Routing Unlimited Menus MiniVoice Dispatch TalkPath Message Cascading Message Forwarding Message Options urgent Future confirmation Message Wait light Multiple Greetings per Mailbox Notification Pager 18 digits only Notification Pager unlimited digits if needed Password protection Park and Page Personal Distribution List Personal Operator Port upgrades Program interface Communication program needed Program interface Windows Reply to messages with without preamble Reports Storage 1 5 hours with additional 3 hours available Storage 70 Hours Timed Based Answerin
53. s Menu Press 1 for Greetings Press 2 to Record Press 1 to Record your Name and 2 to Record your Mailbox Greeting Follow the prompts to record both Press to stop recording Your mailbox is now set up and ready to use You may wish to change your mailbox greeting from time to time To change your mailbox greeting refer to Changing Your Mailbox Greeting Accessing Your Mailbox 1 2 Call the voice mail system If you hear the system greeting press and your mailbox number Some telephone systems do not require this step Enter your password The system will then tell you how many new and how many saved messages you have The main mailbox menu is then played Message Options 2 5 Disconnecting from the System 1 When you finish using the system press X until the system says Hanging up now Goodbye 2 If after pressing 1 you attempt to disconnect while there are new messages in your mailbox the system plays a message The mailbox is not empty Press 1 if you wish to listen to the new message Press 2k to hang up Message Options Review Your Messages Messages in your mailbox come from either external callers who leave messages while in the telephone answering mode or from other internal users Messages are presented to you in the following order new messages skipped messages and saved messages After the last new message has been presented to you
54. s table lists the MiniVoice specifications Table 1 2 System Specifications Part Number Memory TotalStorage Mailboxes Total Messages 703 04 Basic MiniVoice 1 5 hours 32 450 730 03 Expansion Memory 3 0 hrs 4 5 hours 64 999 Specifications 1 9 RS 232 Connector Memory Expansion Board Location for Programming 9600 N 8 1 i A n KA a Me A f bn dt m Li thy we ed unu i Connect as required to analog ports 12VDCto Each connector is wired for 2 lines 115VAC Base unit ports 1 4 are active Figure 1 2 System Configuration Diagram Voice Mail Integration Programming Voice Mail Integration Programming DHS and DHS E Perform Steps 1 6 to configure the DHS with the MiniVoice system 1 Enter System Programming as follows a b c Connect the single line adapter box to the system make note of the extension numbers Enter programming mode FEAT XK 000000 Press SHOW 2 Enter Stations as VM ports as follows a b ampan Press NEXT to go to the station area Press SHOW Enter the first station number on the keypad to be included as a VM port then press SHOW Press NEXT until the VM PORT entry is on the display Press CHG to mark VM PORT Y Press HOLD to save the entry Repeat this procedure for all stations to be entered as VM ports Press HOLD twice to save the entries and exit to System
55. sage from 061 Mailbox 062 Message sent 063 an outside party 064 Sunday 065 Monday 066 Tuesday 067 Wednesday 068 Thursday 069 Friday 070 Saturday 071 January 072 February 073 March 074 April 075 May 076 June 077 July 078 August 079 September 080 October 081 November 082 December 083 AM 084 PM 085 Press 1 to change an access code 2 to add a mailbox 3 to delete a mailbox 4 to recorda mailbox greeting 5 to reset MWI 086 Make your selection now 087 Dial system greeting 088 This message is too short please record a longer message 089 Outcall notification is active Voice Prompts 1 61 Table 1 5 Voice Prompts Defaults Number Prompt 090 Outcall notification is deactivated 091 If you have a mailbox on this system press 092 Message delivered 093 Message saved 094 Message deleted 095 To send your message now press to cancel press 096 ifthere are no other recipients or enter next recipient s mailbox number now 097 am sorry you are experiencing difficulties 098 First message 099 Next message 100 First saved message 101 You have entered too few digits 102 Password 103 At the tone record your message when you have finished recording press 104 System prompt review To listen to one prompt enter the three digit prompt number twice To listen to a range of prompts enter the rang
56. stem Functions Via Telephone 1 21 Recording a Mailbox Greeting You can use the System Administrator s Mailbox to record the mailbox greeting for any system mailbox To record a mailbox greeting 1 Accessthe System Administrator Mailbox as described on page 1 16 The Administrator Options menu plays 2 Press 2 to access mailbox administration 3 Afterthe prompt enter the mailbox number for which you want to record a greeting 4 Afterthe next prompt press 4 to record a mailbox greeting 5 Afterthe beep record the mailbox greeting then press when finished 6 After the prompt press E to confirm the recording is satisfactory You are then returned to the Administrator Options Menu in Step 1 7 When you finish recording mailbox greeting activities you have three choices O Press 1 through to select another System Administrator task to perform O Press Es to return to the system Main CCR Menu H Press ES to exit the system completely Resetting a Message Waiting Indicator The System Administrator can reset the message waiting indicator MWI for a mailbox When this option is selected the system checks the current status of any messages stored in the mailbox The system then dials the appropriate MWI turn on code if there are new messages in the mailbox and the appropriate turn off code if there are no new messages in the ma
57. ted to dial an extension 100 series or press 1 for Sales After pressing 1 the system pauses until either additional digits are entered for an extension or 3 seconds elapse whichever occurs first 1 36 Menu Option Screens The example in Figure 1 7 shows that when the number 1 and additional digits of an extension are dialed the call will be transferred to that extension For example if 108 is dialed the call will transfer to extension 108 If the numbers 2 3 or 5 are dialed the caller will go directly to the corresponding extension or UCD ACD group 101 102 or 550 If number 4 is dialed greeting 1 will be played to the caller If number 6 is dialed the caller will be linked to the CCR Menu 2 number plan The system administrator has designated numbers 7 8 and 9 as invalid numbers in this example Number Plan CCR Menu 1 First Digit Extension Greeting CCR Number Permission 101 102 550 1 2 3 4 9 6 7 8 9 0 SR Eg EP EE EN CEELEEEEEEEE EE ED ee RE Press ESC to return to previous menu Figure 1 7 Number Plan Example Menu Option Screens 1 37 Hunber_P Lan CCK Nenu 51 Hunber_P Lan CCH Nenu 41 Hunber_P Lan CCK Nenu 31 Hunber_P Lan CCK Nenu 21 Hunber_P Lan CCK Nenu 11 First ligit Lxtension Greeting CER Humber Pernission te DIAL OIR eee eee AAA AAA wa ee um um am af af a a Press FSC la reborn da previous menu Figure 1 8 Five P
58. tendant configuration 4 to set date and time 5 to set operating mode 6 to select PBX integration 7 to record a prompt 8 to listen to a prompt 4 Select the appropriate button to select the desired option Descriptions of the options are provided on the next several pages Programming System Functions Via Telephone 1 17 Administrator Options System Greetings The programmed Day or Night greeting for each port as programmed in the Number Plan screen is the first announcement played to outside callers when they reach the system Callers will either dial the system s access number directly or they might be forwarded when the dialed extension is busy or unanswered You have the option to record up to nine programmable greetings to provide callers with certain information and instructions upon their entering the system You can customize the system sign on greetings to meet your organization s needs When you record a customized greeting remind subscribers to dial to identify themselves to the system as subscribers This is important for new subscribers who can get confused and end up leaving unintended messages for others rather than entering their own mailboxes Outside callers who have never encountered a voice message system should be given clear instructions on what to do when they reach the system Since mailbox numbers are generally the same as the extension numbers a caller can leave a message by just dialing
59. the system will continue to use the greeting that was active at the time that you cleared the entries System Numbering Plan This menu screen is used to control how the MiniVoice system processes digits entered by a caller Number Plan CCR Menu 1 First Digit Extension Greeting CCR Number Permission 101 102 550 E COMDCcOo JON Cn OME SR ee EA AZ ZE AA AAA EE DR Press ESC to return to previous menu Figure 1 6 Number Plan Screen Menu Option Screens 1 35 Field FIRST DIGIT PERMISSION EXTENSION GREETING CCR Description This field tells the system whether a given digit is allowed to process additional digits For example O If your extension numbers start with 1 this field will contain a Y and other fields to its right will be blank When a caller dials a 1 the system knows additional digits will follow and be acted on Figure 1 6 O If this field contains a Y the system will check the following fields and perform the actions designated in these fields EXTENSION dials the extension number specified and connects the caller GREETING plays the specified greeting to the caller CCR takes the caller to the specified one of five possible pre programmed routing menus and plays the greeting for that menu O If the field contains an N the system will tell the caller that they have dialed an incorrect digit and they will be allowed to dial again This field may conta
60. to change the access code 4 After the next prompt press 1 to change an access code 5 Enterthe new access code then press E to accept The system will announce the new access code for confirmation then you are returned to the Administrator Options menu in Step 1 6 When you finish changing the access code s you have three choices H Press 1 through to select another System Administrator task to perform H Press Es to return to the system Main CCR Menu H Press ES to exit the system completely 7 Givethe new temporary access code to the subscriber Tell the subscriber to enter their mailbox immediately to change the access code to one of their own choice Adding a Mailbox When you add a mailbox to the system several default values are assigned the extension number will be the same as the mailbox number the password will be o Lo Lo Lo the Class of Service will default to 1 and the Outcall function will be turned OFF If you need to change these options from the default values you will have to use the Programming Terminal 1 20 Programming System Functions Via Telephone To add a mailbox 1 Access the System Administrator Mailbox as described on page 1 16 The Administrator Options menu plays Press 2 to access mailbox administration After the prompt enter the mailbox number for which you want to
61. u The mode cannot be changed from the programming terminal The following are the System Operating Mode Numbers and their meanings O Mode 1 Fixed Day Mode the system is in Day Mode all of the time O Mode 2 Fixed Night Mode the system is in Night Mode all of the time O Mode 3 Automatic Mode the system follows the Open amp Close times as programmed Programming System Functions Via Telephone 1 25 To change the Operating Mode 1 Accessthe System Administrator Mailbox as described on page 1 16 The Administrator Options menu plays Press 5 to Set Operating Mode 3 Afterthe prompt press 1 to review data the system will announce the current Mode and then you are returned to the prompt that asks if you want to review data change data or exit Or 2 to change data after the prompt press 1 for Day Mode choice is confirmed then you return to prompt asking if you want to review change or exit Or 2 for Night Mode choice is confirmed then you return to prompt asking if you want to review change or exit Or for Automatic Mode choice is confirmed then you return to prompt asking if you want to review change or exit Or to exit you are returned to the Administrator Options Menu 4 When you finish Setting the Operating Mode you have three choices o Press 1 through to select a
62. umber entry 4 Forward Send Msg 5 Reply Outcall Pager EAE E 1 Activate Deactivate Confirm Delete IM d
63. value of 1 24 to set the hour field Use military 24 hour format to set the Time 8 Pressthe right arrow key or press the ENTER key 9 Enter a value of 0 59 to set the minutes field Example To set the time to 6PM enter 18 00 The voice mail system will automatically convert the military time to standard time notation when the changes are saved Any or all settings may be changed at the same time 10 When you finish making changes press the ENTER key to save the new settings You can press the Enter key after each value entered A shortcut is to enter a string of values separated by a space between each value then pressing Enter For example an entry of 2 space 3 space 18 space 2001 space 18 space 30 Enter will represent Monday March 18 2001 6 30 p m Version Number This choice will display the current Software version number This information is useful when speaking with technical support personnel 1 44 Menu Option Screens Set System Password This screen is used to change the system password If you wish to change the voice mail system password from the default value of 0000 enter the new password here The password MUST be four digits The new password takes effect next time you access programming menus Password 0000 Press ESC to return to previous menu Figure 1 14 Password Screen Menu Option Screens 1 45 Mailbox Assignment
64. wn when the programming terminal is connected The default factory password is 0000 It can be changed by selecting Option 8 on the Programming Menu L I S T RUTO RTTENDRNT VOICE MAIL Enter Password Please Press ESC to return to previous menu Figure 1 3 Sign On Screen To enter the programming area type in the correct password then press ENTER The MiniVoice displays the Programming Menu shown in Figure 1 4 1 32 Menu Option Screens Programming Menus The programming functions available are shown in Figure 1 4 Each function shown in the Programming Menus screen is linked to another screen where its parameters can be set Each screen is described on the following pages L I S T RUTO RTTENDRNT VOICE MRIL PROGRRMMING MENUS 1 Open amp Close Schedule 2 Number Plan 3 Invalid Digits 4 Auto Attendant Configuration 9 Future 6 Real Time Clock 7 Version Number 8 Set System Password 9 Mailbox Assignment 10 Class of Service 11 Recording Time Left 12 PBK Integration 13 System Initialization 14 Messages Maiting 15 Debug Type EMIT to close Figure 1 4 Programming Menus Screen 1 To go to a specific screen use the arrow keys to scroll down to your choice Or Type in the desired menu choice number 2 Press the lt ENTER gt key to go to that screen Menu Option Screens 1 33 Open and Close Schedule This time control screen is used to set the time when the MiniVo
65. ystem completely Programming System Functions Via Telephone 1 27 Recording a Prompt MiniVoice is shipped with a complete set of system voice prompts These system prompts cover all system operations and functions There may be occasions however when it is desired to change the wording of a prompt to meet a specific requirement This function allows such changes Refer to Voice Prompts on page 1 58 for a complete listing of the system s default voice prompts All of the supplied prompts are the same voice and volume level If you desire to re record a prompt you should ensure that you use the same volume level and a similar tonal quality as the original You must not change any of the listed options and their activation keys If you do you will become confused when the options do not work as expected There is no way to change these options in the field To re record a System Prompt 1 Access the System Administrator Mailbox as described on page 1 16 The Administrator Options menu plays Press to Record a Prompt After the prompt enter the three digit prompt number of the prompt that you want to re record After the beep record your new prompt then press when finished recording You are then returned to the Administrator Options Menu When you finish Recording a Prompt you have three choices H Press 1 through to select another System Administrator task to perform

Download Pdf Manuals

Related Search

Related Contents

  取扱説明書 305mm カッタ  2038_48 front.indd  Poetic Guitar 2 User Manual  2/5  取扱説明書 - 瀧住電機工業株式会社  CMV IgG Avidity    link is external  KSIL 19 SEER user manual 9~18K.CDR  

Copyright © All rights reserved. Failed to retrieve file