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TVM Voice Mail Admin Manual - BCT Communication Systems Inc.

1. 102 Feature Manual 3 2 Message Manager s Guide 3 2 9 List of Prompts for Voice Mail and AA Service There are over 1000 system prompts in the VPS These prompts can be customised by re recording them to change their content or can be recorded in various languages KX TVM50 3 languages KX TVM200 10 languages The maximum length of a prompt is fixed at 6 min When recording prompts in other languages most often it is not necessary to record all prompts contained in the VPS recording over 1000 system prompts is a big undertaking When a caller is connected to AA service or VM service most likely he or she will only hear a small selection of the following prompts Therefore it is necessary only to record or modify the prompts that callers will hear Please change prompts to suit the application For example prompt no 1068 could be re recorded to announce Thank you for calling ABCD Travel instead of Welcome to the Voice Processing System Prompts Common to VM and AA Services Prompt No Modifiable Prompts 324 Good afternoon 325 Good evening 326 Good morning 1068 Welcome to the Voice Processing System 876 To enter by name press the pound sign and 1 196 Enter the first 3 or 4 letters of the person s last name 272 For Q press 7 273 For Z press 9 639 Sorry there are no more matching names 647 Sorry this name cannot be found 3
2. Feature Manual 113 Remote Call Forwarding Set Available with DPT Integration only Allows subscribers and the Message Manager to program their extensions from a remote location to forward various types of calls all calls no answer busy etc to a desired extension or to an outside telephone Remote Call Forward to CO Remote Call Forward to CO Available with DPT Integration only Allows subscribers and the Message Manager to program their extensions from a remote location to forward their calls to an outside telephone if authorised Rewind Allows a subscriber to replay the last 4 seconds of a message Rotary Telephone A telephone that is not capable of emitting DTMF touchtone signals Callers using rotary telephones will be automatically forwarded to an operator or the General Delivery Mailbox because they cannot dial numbers as directed by the VPS prompts Service Group A group of settings which determine how incoming calls are handled by the VPS One of 8 call service groups is assigned to each VPS port or PBX trunk Service Mode Determines if incoming calls are handled by the VPS according to settings made for day mode night mode lunch mode or break mode The current mode can be changed automatically either by the VPS or by the time mode settings of the PBX or can be changed manually by the System Administrator and System Manager Each Service Group is assigned a Service Mode Subscriber A person who ha
3. Unlimited Message Length Allows a subscriber to record telephone conversations of an unlimited length of time when using Two way Record and Two way Transfer The maximum recording time for other messages will be automatically set to 60 minutes Urgent Message A message designated by the sender as urgent Urgent messages are played back before other messages when the recipient listen to his or her messages VM Menu Available with KX TDA series PBXs using DPT Integration only Displays VPS text prompts on the display of a compatible PT allowing the subscriber to operate the VPS by following text prompts and pressing soft buttons and the Navigator Key Voice prompts are not used Voice Mail A general term used for messages recorded by the VPS and stored in subscriber mailboxes VPS A Voice Processing System such as the Panasonic KX TVM50 and KX TVM200 116 Feature Manual Index Feature Manual 117 Index A Alternate Extension Group 14 APT Integration KX TVM50 only 12 Assigning Notification Numbers 91 Auto Configuration APT DPT Integration Only 62 Auto Forwarding 14 Auto Receipt 39 Automated Attendant 15 Automatic Log in APT DPT Integration Only 40 Autoplay New Message 40 Basic Features 8 Bookmark 42 Broadcasting Messages 15 Busy Coverage Mode 15 C Call Services 17 Call Transfer Status 43 Call Transfer to Outside 17 Callback Number Entry 43 Caller ID Call Routing APT DPT Integration Onl
4. KX TVM200 1 600 mm Unlimited KX TVM50 1 120 min 0 Unlimited e Message Retrieval Order Settings are LIFO Last In First Out or FIFO First In First Out e Prompt Mode Settings is one of installed languages e Message Envelope Setting Settings are Before After or Require e Intercom Paging Group 1 32 AlF e Number of Caller IDs for Caller Name Announcement 1 30 0 None es Number of New Messages Announcement Settings are Subscriber Service Receiving Message or None es Total Number of Message Announcement Settings are Subscriber Service Receiving Message or None e Mailbox Capacity Warning 1 60 min O None Not available for COS No 63 Message Manager and COS No 64 System Manager Note e Ifthe VPS is being programmed via KX TVM Maintenance Console the System Manager cannot set COS parameters The VPS will announce Sorry this function is not available Log in to the Main Menu Press 4 for Other Features Press 2 to set Class of Service Enter the Class of Service Number 1 64 Feature Manual 73 3 1 System Manager s Guide 74 Personal Greeting Length 5 a The current setting is announced Press 1 to change the current setting b Enter the retention time 1 360 s Cl Confirm the entry is correct then press 2 to accept it New Message Retention Time 6 a The current setting is announced Press 1 to change the current setting b Enter the retentio
5. Programming Manual References 1 8 Utility 66 Feature Manual Section 3 Programming Instructions Feature Manual 67 3 1 System Manager s Guide 3 1 3 1 1 68 System Manager s Guide Logging in to the System Manager s Mailbox The System Manager must log in before performing any System Manager task To log in as the System Manager 3 items of information must be known the extension number of a port connected to the VPS the System Manager s mailbox number and the System Manager s mailbox password The System Manager s mailbox number is 99 999 9999 or 99999 depending on the mailbox number length specified in System Programming The System Manager s password can be assigned by the System Administrator using KX TVM Maintenance Console or by the System Manager using his or her extension telephone refer to 3 1 8 Changing the System Manager s Password Before the System Manager can perform System Manager task System Manager Access from Telephone must be enabled and Password for System Manager must be set by the System Administrator using KX TVM Maintenance Console Refer to 2 8 1 Administrator in Programming Manual The VPS will announce the number of total messages the number of new messages or the length of new messages depending on the COS settings of the System Manager If there are new messages in the mailbox the messages will be played automatically The System Manager can listen to them continuously witho
6. e 3 Erase this Message es 4 Reply e 5 Rewind e 6 Fast Forward e Lei Transfer Transferring Messages Messages left in the General Delivery Mailbox should be transferred to their intended recipients on a regular basis The Message Manager can add his or her own voice comments when necessary When a message is transferred the original message is not deleted from the General Delivery Mailbox it must be deleted manually 1 Log in to the Main Menu 2 Press 1 to transfer new messages press 2 to transfer old messages or press 3 to transfer deleted messages from the General Delivery Mailbox 3 The VPS plays the first next last message Press 7 to transfer the message 88 Feature Manual 3 2 Message Manager s Guide 4 Enter the destination mailbox number 5 Press 2 to accept the number 6 Press 2 to record a comment Note e Press 1 to transfer messages without comment Press 3 to add a mailbox number Press 4 to review the Mailing List 7 Record comments and press 1 8 Press 2 to accept the recorded comments Feature Manual 89 3 2 Message Manager s Guide 3 2 3 Setting Up Message Waiting Notification The VPS can notify the Message Manager when unplayed messages are waiting in his or her mailbox by turning on the message waiting lamp and or calling a external device i e telephone or beeper pager The VPS can also send notification via e mail if the System Adm
7. 63 and 64 are assigned by default to the Message Manager and to the System Manager respectively No other mailboxes can be assigned to COS No 63 and 64 Conditions e The System Administrator using a PC and the System Manager using a telephone can change COS assignments Programming Manual References 2 2 Class of Service Feature Manual References Creating and Editing a Mailbox in 3 1 2 Setting Up Mailboxes 3 1 3 Setting Class of Service COS Parameters 20 Feature Manual 2 2 System Features 2 2 13 Company Greeting Description Is a prerecorded message designed to greet all incoming callers and provide relevant information A maximum of 32 Company Greetings can be recorded and a Company Greeting can be assigned for each time mode day night lunch and break and holiday for each Service Group The start time of morning greeting afternoon greeting and evening greeting can be set Conditions e The System Manager can change the Company Greeting setting remotely by simply calling the VPS see 3 1 6 Changing the Company Greeting and Incoming Call Service Setting e The System Administrator can assign specific greetings for holidays Programming Manual References Company Greeting No in 2 3 1 Service Group Company Greeting No in 2 4 2 Holiday Settings Daily Hours Setting in 2 5 4 Parameters Feature Manual References 3 1 6 Changing the Company Greeting and Incoming Call Service Setting 3 2 6 Recordi
8. APT DPT Integration Only 27 Interview Service 28 Introduction to VPS Features 8 L List All Names 28 List of Prompts for Voice Mail and AA Service 103 Live Call Screening APT DPT Integration Only 48 Logging in to the Message Manager s Mailbox 86 Logging in to the System Manager s Mailbox 68 Logical Extension All Calls Transfer to Mailbox 29 M Mailbox 48 Mailbox Capacity Warning 50 Managing the General Delivery Mailbox 88 Message Delivery Internal 29 Message Manager s Guide 86 Message Reception Mode 30 Message Transfer 50 Message Waiting Notification Device 30 Message Waiting Notification Lamp 31 Multilingual Service 31 N No Answer Coverage Mode 32 O On Hold Announcement Menu 32 One touch Two way Transfer DPT Integration Only 51 Operator Service 33 Operator s Extensions 93 P Password Administration 63 PBX Integration Features 12 Personal Custom Service 51 Personal Greeting for Caller ID APT DPT Integration Only 52 Personal Greetings 52 Index PIN Call Routing 33 Play System Prompt After Personal Greeting 34 Playback Volume Speed Control 53 Port Service 34 Private Message 53 Programming Instructions 67 R Receive Message 54 Recording by System Administrator 63 Recording Menus and Voice Labels 96 Recording Messages 96 Recording System Caller Names 99 Recording System Prompts 97 Recovery Message 54 Remote Call Forwarding Set 100 Remote Call Forwarding Set DPT Integra
9. For more information consult your dealer Every system programming setting can be accessed using a PC and the Panasonic KX TVM Maintenance Console software For programming details refer to the on line help which is installed along with KX TVM Maintenance Console Feature Manual 3 Table of Contents 4 1 Voice Processing System Overview c s seeesseeeeeeeeneeenneeeeeeeeeeeeeees 7 1 1 LO ATTEN E 8 1 1 1 Introduction to VPS Features icsoc cette essere cestietect state ocs Noecieiat dete enngede inceee eee 8 1 1 2 Basie FR I aca cata caesar eect ears ace EER SEa AAA tandem cease 8 1 2 System Administration Management and USC cccseeeeesseeeeeeeeeneeeeeeeeneneesseeeeeenees 9 1 2 1 System Administration EE 9 1 2 2 System Management beet 9 1 2 3 Subscriber RE 9 2 2 11 2 1 PBX Integration TTT 12 2 1 1 Integration TY POS sisirin iiaa a EEEE EE EATEN ERETTE 12 2 2 Syst m LTE 14 221 Alternate Extension Group E 14 2 2 2 Auto Forwarding EE 14 2 2 3 Automated Attendant E 15 2 2 4 Broadcasting WNCSS e 15 2 2 5 Busy Coverage IO E 15 2 26 Gal Senice Scaer a Orne eee ee ee ee eee eee 17 2 2 7 Call Transfer to Oe scascsc cc decitescuicccncas vedetiegsncisaxcagnecdevesactenees ceenasey manedeeienecanaycaveenajaeeeas 17 2 2 8 Caller ID Call Routing APT DPT Integration On 18 2 2 9 Caller ID Screening APT DPT Integration On 18 2 2 10 Caller Name Announcement Personal APT DPT Integration On 19 2 2 11 Caller Name
10. In order for the VPS to function it must be integrated with the PBX it serves The type of integration that is used determines how voice caller messages VPS prompts etc and data extension status button presses etc are sent between the VPS and the PBX Depending on the model and or the software version of the connected PBX you may not be able to utilise some of the features For more information consult your dealer DPT Integration When the VPS and PBX use DPT Integration voices and data are sent digitally DPT Integration provides certain VPS features which are not available with analogue integration i e Inband Integration including Auto Configuration Automatic Log in Caller ID Call Routing Caller ID Screening DID Call Routing Caller Name Announcement System Personal Intercom Paging Live Call Screening Personal Greeting for Caller ID Service Mode PBX Control Mode Trunk Service Universal Port Remote Call Forwarding Set Time Synchronisation with PBX Timed Reminder Setting Two way Record Two way Transfer available for DPT Integration only APT Integration KX TVM50 only When the VPS and PBX use APT Integration voices are sent using analogue technology and data is sent digitally APT Integration provides certain VPS features which are not available with analogue integration i e Inband Integration including Auto
11. Press 1 for Mailbox Setup 4 Press 1 to Assign or Edit 5 Enter the mailbox number Feature Manual 3 1 System Manager s Guide 6 Press 2 to accept the entry 7 As each parameter is announced a Press 1 to enter the new parameter or 2 to leave the parameter unchanged b Enter the parameter c Confirm the new parameter is correct then press 2 to accept it 8 The Auto Forwarding Status parameter is the last parameter to be entered When this entry is completed the prompt at Step 4 will appear Continue assigning or editing other mailboxes by repeating Steps 5 7 9 To return to the Main Menu press x twice Deleting a Mailbox The System Manager should delete mailboxes that are no longer needed When another person accesses the VPS the action is automatically cancelled 1 Log in to the System Manager s mailbox 2 Press 4 for Other Features 3 Press 1 for Mailbox Setup 4 Press 2 for Delete 5 Enter the mailbox number 6 Press 1 to delete the mailbox Feature Manual 71 3 1 System Manager s Guide 72 Resetting a Mailbox Password When a password is forgotten the System Manager must reset the password before it can be reassigned by the subscriber 1 Log in to the System Manager s mailbox 2 Press 4 for Other Features 3 Press 1 for the Mailbox Setup 4 Press 3 for Password Reset 5 Enter the mailbox number 6 Press 1 to delete the password
12. When the date and time is set for the PBX or when DPT Integration is established date and time data is sent from the PBX to the VPS Feature Manual 115 Timed Reminder Setting Available with DPT Integration only Allows a subscriber to set a Timed Reminder by following system prompts provided by the VPS Timed Reminder is a PBX feature that is similar to an alarm clock the telephone will ring at the set time once or daily as set by the subscriber or Message Manager Toll Saver Allows a subscriber to check his or her mailbox for new messages by calling the VPS from a preprogrammed Caller ID number by dialling a preprogrammed DID number or by dialling a telephone number that connects the call to a preprogrammed trunk of the PBX Toll Saver is a cost saving feature that lets the subscriber know if he or she has new messages by the number of rings heard before the VPS answers the outside call from the subscriber If the VPS does not answer the call within a preprogrammed time period the subscriber can disconnect the call and thus avoid telephone charges Two way Record Available with APT DPT Integration only Allows a subscriber to record his or her telephone conversations into his or her mailbox Two way Transfer Available with APT DPT Integration only Allows a subscriber to record his or her telephone conversations into another subscriber s mailbox The subscriber must specify the desired extension number when using this feature
13. the regular operation will be required after each message is played This feature is only available when Yes is set for Autoplay New Message in the Class of Service COS settings Programming Manual References Autoplay New Message in 2 2 2 Personal Options Feature Manual 41 2 3 Subscribers Features 2 3 4 Bookmark Description Enables a subscriber to set one Bookmark per message while pausing a message After setting a Bookmark a subscriber can listen to the message from that Bookmark by pressing the specified key while pausing the message or after the message was played Conditions e Only one Bookmark can be set per message If the second bookmark is set the first bookmark will be deleted automatically Subscriber s Manual References 5 19 Bookmark 42 Feature Manual 2 3 Subscribers Features 2 3 5 Call Transfer Status Description Allows subscribers to specify how the VPS will handle calls to their individual extensions Call Transfer Status options include Call Screening Call Blocking Intercom Paging Calling a Beeper Pager Transfer to Mailbox and Custom Service Programming Manual References Call Transfer Status in 2 1 3 Mailbox Parameters Feature Manual References 2 3 8 Calling a Beeper Pager 2 2 25 Intercom Paging APT DPT Integration Only 2 3 6 Callback Number Entry Description Enables the caller to leave a callback number in several different ways depending upon which o
14. 5 Enter the current time and press For example to enter 5 o clock press 5 and or to enter 5 15 press 5 1 5 and 6 Press 1 for AM or 2 for PM Note e This selection is not available if 24 h is set as the time format for time stamps see Position of AM PM in Time Stamp in 2 5 4 Parameters in Programming Manual 7 Press 2 to accept the time 8 Press 1 to change the current setting 9 Enter the current month and press For example to enter January press 1 and 10 Enter the day and press 11 Enter the last 2 digits of the year and press 12 Press 2 to accept the date 78 Feature Manual 3 1 System Manager s Guide 3 1 5 Changing the Service Mode Setting When an incoming call is received by a Service Group the way the call is handled is determined by the Service Mode assigned to the Service Group which received the call Ifthe Service Mode is set to Automatic the call will be handled by the Call Service assigned to the current time mode Ifthe Service Mode is set to one of the manual modes day night lunch or break the Call Service assigned to that time mode will always handle the call Ifthe Service Mode is set to PBX Control Mode the VPS will switch time modes when the PBX does and the call will be handled by the Call Service assigned to the current time mode available with APT DPT Integration only Only the System Manager or System Admin
15. Available with APT DPT Integration only Allows the subscriber to use his or her PT to monitor incoming calls as messages are being recorded The subscriber has the option of answering calls while monitoring or allowing the message to be recorded without interruption Logical Extension All Calls Transfer to Mailbox An extension that always receives calls directly into its mailbox This feature is used by subscribers who are often unavailable or who do not have a telephone Mailbox Capacity recording time The total length of time for all messages that can be recorded in a subscriber s mailbox The System Administrator or System Manager can set each subscriber s maximum mailbox capacity Each subscriber s mailbox capacity is determined by COS Mailbox Capacity Warning Allows the VPS to alert subscribers when recording time for their mailboxes are running low The warning announcement will be heard at the beginning of Subscriber s Service Mailbox Group A preprogrammed list of subscriber mailboxes that can be used by any subscriber to deliver a message to several recipients in one operation Up to 20 Mailbox Groups can be created Feature Manual Mailbox Number Normally the same number as the corresponding subscriber s extension number Message Envelope Setting Specifies when message envelopes message date and time name of the person who recorded or transferred the message telephone number of the caller are announced Env
16. Feature Manual 2 2 System Features 2 2 40 Rotary Telephone Service Description Provides guidance to callers using rotary telephone systems or when several seconds pass without anything being entered by the caller Programming Manual References Rotary Telephone Service in 2 4 3 Parameters 2 2 41 Service Access Commands Description Allow the caller to directly access several standard features 0 to repeat the current menu or call an operator X to return to previous menu 1 to dial by name 2 Custom Service Menu 5 Login 6 Voice Mail Service 7 to restart Subscriber s main menu 8 to call transfer 9 to exit Subscriber s Manual References 2 6 Common Service Commands and Navigation Commands Feature Manual 35 2 2 System Features 2 2 42 Service Group Description Is a group of parameters that determine how incoming calls will be handled by the VPS 8 different Service Groups can be configured one Service Group can be assigned to each VPS port and PBX trunk Programming Manual References Service Mode and Time Frame in 2 3 1 Service Group 2 3 1 Service Group Feature Manual References 2 4 6 Service Mode 2 2 45 Time Service 3 1 5 Changing the Service Mode Setting 2 2 43 System Clock Description Controls how time and or date related features function Can be set independently or to be synchronised with the PBX clock PBX Synchronisation is on
17. Installation Manual References 6 2 4 Custom Services Programming Manual References Custom Service Builder in 2 4 4 Custom Service 2 4 3 Default Mailbox Template Description Is used as a template when the System Administrator creates consecutive mailboxes It enables the System Administrator to apply basic settings Mailbox Parameters Message Waiting Notification External Message Delivery Auto Forwarding to multiple mailboxes simultaneously Installation Manual References 6 3 1 Creating the Default Mailbox Template Programming Manual References 2 1 2 Default Mailbox Template 62 Feature Manual 2 4 System Setting Features 2 4 4 Password Administration Description Allows the System Administrator or System Manager to clear a subscriber password so that a new one can be assigned Feature Manual References Resetting a Mailbox Password in 3 1 2 Setting Up Mailboxes 2 4 5 Recording by System Administrator Description Allows the System Administrator to record the following prompts a Group names can be recorded when creating Extension Groups Group Distribution Lists etc b Names of callers System Caller Name Announcement c System Guidance d Custom Service Menu e Company Name f Company Greetings g Language Selection Menu h On Hold Announcement Menu All items other than b can be recorded through the Utility menu in KX TVM Maintenance Console and can also be recorded with a telephon
18. Mailbox in 3 1 2 Setting Up Mailboxes Subscriber s Manual References 5 4 Interview Mailbox 2 2 2 List All Names Description Allows callers to listen to all of subscriber s name and their extension number in Automated Attendant Service or Custom Service Conditions e This feature is only available in the following conditions a subscriber s name is recorded b subscriber s extension number is set c Yes is set for Directory Listing in the Class of Service COS settings e To return to previous menu in Automated Attendant Service or Custom Service press x Programming Manual References Automated Attendant in 2 4 3 Parameters 2 4 4 Custom Service 28 Feature Manual 2 2 System Features 2 2 28 Logical Extension All Calls Transfer to Mailbox Description Is an extension that always receives calls directly into its mailbox This feature is used by subscribers that are often unavailable or that do not have a telephone Programming Manual References All Calls Transfer to Mailbox in 2 1 3 Mailbox Parameters Feature Manual References Creating and Editing a Mailbox in 3 1 2 Setting Up Mailboxes 2 2 29 Message Delivery Internal Description Allows the VPS to automatically deliver a single message to multiple mailboxes Feature Manual References 2 3 12 Group Distribution List Personal 2 3 13 Group Distribution List System Feature Manual 29 2 2 System Features 2 2 30 Message Recepti
19. Prompt e 10 System 10 Prompt KX TVM50 e 1 System 1 Prompt e 2 System 2 Prompt es 3 System 3 Prompt b Confirm the entry is correct then press 3 to accept it Message Envelope Setting 12 a The current setting is announced Press 1 2 or 3 to change the current setting Before After or Require e 1 Before e 2 After e LI Require b Confirm the entry is correct then press 4 to accept it Intercom Paging Group 13 a The current setting is announced Press 1 to change the current setting b Enter the group number 1 33 Cl Confirm the entry is correct then press 2 to accept it Note e If set to 33 Group 33 the Intercom Paging feature is activated for all groups Feature Manual 75 3 1 System Manager s Guide Number of Caller IDs for Personal Caller Name Announcement 14 a The current setting is announced Press 1 to change the current setting b Enter the number of announcements that can be programmed by subscribers 1 30 0 None Cl Confirm the entry is correct then press 2 to accept it Number of New Message Announcement 15 a The current setting is announced Press 1 2 or 3 to change the current setting Subscriber Service Receiving Message or None e 1 Subscriber Service es 2 Receiving Message e 3 None b Confirm the entry is correct then press 4 to accept it Total Number of Message Announcement 16 a The current setting
20. Toll Saver APT DPT Integration Only ccecceeeeeeeeeeeeeeeeeeeeeeeaeeee encase eteeeeeeeeetiaaeeeeenaas 58 Two way Record APT DPT Integration Only cccceeeeeeeeeeeeeenee erences eeeceeeeeeeeeaaeeeeenaas 59 Two way Transfer APT DPT Integration Only 59 Unlimited Message Length scccseceicatcecestucnsntrenanecestiencntmeedieaneneonetdcancummccuenenemcsetuearecnateds 60 Urgent Cees E 60 VM Menu DPT Integration On 61 Feature Manual 5 6 2 4 SYSTEM Setting Features iscsi cc sec pseseda ccc ptasccceticenctcenmnccncetciaceneetnncencinsioiedenicceeinedceeeee 62 2 4 1 Auto Configuration APT DPT Integration Onhy 62 2 4 2 Custom Service EE 62 2 4 3 Default Mailbox Template 2 2 ccccceeeeeeeeeeeee reer ee eeeeeeeenenee eee eaaaaaeseeeeeeeneeneeseeeeneeeeneeaes 62 244 Password AIMS UO EE 63 2 4 5 Recording by System Administrator 63 246 Service Mode eigene Seege eeben 64 2 4 7 SYSIGIN Reports xececersecrudecvieasenieccstdenorndscettaiantateat nauctisacehdaeceranan crane nivetesenweetendeeices 64 24 8 Systemi SOCUIMY seisoessa i niea REE ERER EE egEEegmegen 65 2 4 9 System Backupiestore AANEREN 65 2 4 10 Time Synchronisation DPT Integration Only 65 EK HEEN 65 3 Programming INSITUCTIONS svssisscccacscccccsascsnsnacteacesvanantanscddeanaaacncentttnssaan 67 3 1 System Manager s GUC eegzebereussegEaen Eugene EE egeeeE erbe 68 3 1 1 Logging in to the System Manager s Malbon 68 3 1 2 Setting Up Mailbox
21. a nonexistent extension number has been entered as the destination It is also possible that the model of the connected PBX does not support the Remote Call Forwarding Set feature or its software version is lower than required For more information consult your dealer Feature Manual 101 3 2 Message Manager s Guide 3 2 8 Setting the Timed Reminder The Message Manager can set or cancel the Timed Reminder The telephone will ring at the set time according to the set mode Once Daily Note e This setting is only available when the VPS is connected to a KX TDA series PBX MPR Version 2 1 or higher using DPT Integration 1 Log in to the Main Menu 2 Press 7 to set Timed Reminder 3 Press 1 to change the setting Press 2 to accept the current setting then go on hook to finish Press 3 to cancel turn off the Timed Reminder then go on hook to finish 4 Enter the desired time then 5 Press 1 for AM or 2 for PM Note e This selection is not available if 24 h is set as the time format When setting via VM Menu feature the time format 12 or 24 hour is determined by the System Clock see System Date Time in 2 5 4 Parameters in Programming Manual When setting via System Guidance the time format is determined by the setting of Position of AM PM in Time Stamp see 2 5 4 Parameters in Programming Manual 6 Press 1 to set Once or 2 to set Daily 7 Press 2 to accept the setting
22. a specified mailbox rather than to the General Delivery Mailbox Caller ID Callback Available with APT DPT Integration only Enables a subscriber to use the Caller ID number information included with a message to call back the message sender without dialling the caller s telephone number Caller ID Call Routing Available with APT DPT Integration only The VPS automatically sends calls from preprogrammed Caller ID numbers to a specified extension mailbox including Mailbox Group or Custom Service Caller Name Announcement System Personal Available with APT DPT Integration only The VPS announces prerecorded Caller ID caller names when 1 subscribers listen to messages received from preprogrammed telephone numbers left in their mailboxes 2 the VPS transfers calls from preprogrammed telephone numbers to subscribers Caller ID Screening 3 the VPS pages subscribers by intercom Intercom Paging Caller names can be recorded and played for all subscribers system or can be recorded by individual subscribers and played for their own calls only personal If the same Caller ID number is programmed for both System and Personal Caller Name Announcements the VPS will use the caller name recorded by the subscriber 106 Feature Manual Company Greeting A maximum of 32 Company Greetings can be recorded to greet callers One or System Greeting or none can be selected for each Day Night Lunch Break and Holiday service ba
23. accept the date Feature Manual 95 3 2 Message Manager s Guide 3 2 6 Recording Messages The Message Manager is responsible for recording various system messages menus voice labels system prompts and system caller names and is also responsible for maintaining the following Company Greetings A maximum of 32 company greetings for business non business and lunch break hours as well as holidays can be selected recorded or deleted as necessary Company Name Custom Service Menus maximum length 6 min each A maximum of 100 custom service menus can be recorded These menus guide callers to the services they require without the need for a human operator Voice Labels maximum length 6 min each A maximum of 20 Mailbox Groups can be created by the System Administrator Each list can have a voice label System Prompts maximum length 6 min each The Message Manager can change system prompts by recording new prompts and restoring them Multilingual Selection Menu maximum length 6 min With this menu callers can select the language they prefer for voice guidance For example the Message Manager can record a menu that announces For English press 7 For French press 8 For Chinese press 9 The System Caller Names maximum length 10 s each A maximum of 200 Caller ID numbers can be registered by the System Administrator The Message Manager is responsible for recording a name for each Caller ID nu
24. call from name of caller Caller names must be recorded beforehand Caller names can be recorded by each subscriber Caller Name Announcement Personal and for the entire VPS Caller Name Announcement System Conditions e This feature is only available when Yes is set for Caller ID Screen in the Class of Service COS settings e ifthe same telephone number is programmed for both the system and personal caller name announcement the VPS will announce the personal caller name Programming Manual References Caller ID Screen in 2 2 2 Personal Options Feature Manual References 2 2 10 Caller Name Announcement Personal APT DPT Integration Only 2 2 11 Caller Name Announcement System APT DPT Integration Only 3 1 3 Setting Class of Service COS Parameters 18 Feature Manual 2 2 System Features 2 2 10 Caller Name Announcement Personal APT DPT Integration Only Description Allows subscribers to store a maximum of 30 telephone numbers and record a caller name for each telephone number The caller name is announced when playing a message in their mailbox from one of the preprogrammed callers when the VPS directs a call to the subscriber from one of the preprogrammed callers Caller ID Screening and when the VPS pages the subscriber by intercom Intercom Paging Conditions e Ifthe same telephone number is programmed for both the system and personal caller name announcement the VPS will announce the
25. callers when the VPS is in night mode Personal Greeting for Caller ID Available with APT DPT Integration only A subscriber can record a maximum of 4 Personal Greeting messages that are played for callers whose telephone numbers Caller ID numbers have been assigned to a Personal Greeting for Caller ID A maximum of 8 Caller ID numbers can be assigned to each greeting Personal Group Distribution List A preprogrammed list of subscriber mailboxes that can be used by the subscriber who created the list to deliver a message to several recipients in one operation Each subscriber can create 4 Personal Group Distribution Lists Each list can have 40 members Personal Programming Also known as Station Programming PBX programming that is performed by an extension user to customise his or her extension s settings In order to user certain VPS features such as Live Call Screening LCS personal programming may be required PIN Call Routing Allows preferred callers to be directed to a specific extension mailbox or Custom Service when they enter their assigned PIN Playback Volume Speed Control Allows subscribers to control playback volume and speed while listening to messages Port The point of connection between the PBX and the VPS Pound Sign The key on the telephone keypad Also known as the hash sign Private Message A message designated by the sender as private Private messages cannot be forwarded by the recipient
26. create a maximum of 100 Custom Services Common uses for Custom Services include callers press a button to connect themselves with the desired destination callers press buttons to navigate through a series of other Custom Services before being connected with the desired destination callers enter PIN numbers to connect themselves with the desired destination PIN Call Routing callers enter the first few letters of the desired parties Dial by Name to connect themselves with the desired destination Programming Manual References 2 7 8 Custom Service Report 2 4 4 Custom Service Feature Manual References Recording Menus and Voice Labels in 3 2 6 Recording Messages 22 Feature Manual 2 2 System Features 2 2 17 Daylight Saving Time Assignment Description Adjusts the VPS s clock on the preprogrammed days for Daylight Saving Time Both a start and end date for Daylight Saving Time must be programmed Programming Manual References Daylight Saving Time in 2 5 4 Parameters 2 2 18 Dialling by Name Description Allows the caller to be connected to the desired subscriber s mailbox or extension by searching for the subscriber by name Using the dialling keys the caller can enter the first few letters of the subscriber s first and or last name The VPS searches for possible matches and offers to connect the caller with the subscriber Subscriber names are included or excluded from the Directory Listing acco
27. e 2 To select the System Greeting Go to Step 13 e 3 To disable Go to Step 13 10 Enter a Company Greeting number 1 32 Go to Step 13 11 Press 1 2 3 4 or 5 to choose the desired setting entry e 1 To set Voice Mail Service Go to Step 13 e 2 To set Automated Attendant Service Go to Step 13 e 3 To set Custom Service e HI To set Interview Service 12 Enter the Custom Service number 1 through 100 or the Interview Mailbox number 13 Confirm the entry is correct then press 2 to accept it Changing Service Group Assignment zech D Log in to the Main Menu 2 Press 4 for Other Features 3 Press 5 to change Port Trunk setting 4 Press 1 to change Service Group Assignment 5 Press 1 for Port setting or Press 2 for Trunk setting 6 Enter the Port Trunk number 7 The current port trunk number and assigned service group number are announced Press 1 to change the service group or 2 to accept it If you press 1 go to Step 8 8 Enter the Service Group Number 1 8 9 Confirm the entry is correct then press 2 to accept it 82 Feature Manual 3 1 System Manager s Guide 3 1 7 Delivering Messages The System Manager can deliver a message to multiple subscribers with one operation Messages can be sent to all subscribers Broadcasting Message feature or to specified subscribers only When delivering a message to specified subscribers the System Manager can receive v
28. extension is busy After Hours Played when the VPS is in night mode Programming Manual References 2 2 Class of Service Subscriber s Manual References 2 3 Changing or Deleting Your Personal Greeting Messages 52 Feature Manual 2 3 Subscribers Features 2 3 23 Playback Volume Speed Control Description Enables subscribers to adjust the volume and playback speed of messages by pressing 8 for volume and 9 for speed The setting applies to the current message only There are 5 levels as shown below Conditions e Pressing 9 0 continuously the changed level for speed returns the default setting level 3 RW Level 1 gt Level 2 gt Level 3 Level 4 gt Level 5 t Subscriber s Manual References 3 1 Playing Messages 2 3 24 Private Message Description Allows a subscriber and the System Manager to mark a message as Private when sending it to other subscribers the Message Manager and or the System Manager A Private message cannot be transferred It is also possible to mark messages recorded in the Voice Mail Service as Private Feature Manual References Delivering Messages to Specified Mailboxes in 3 1 7 Delivering Messages Subscriber s Manual References 4 2 Message Delivery Feature Manual 53 2 3 Subscribers Features 2 3 25 Receive Message Description Allows subscribers to listen to messages left in their mailboxes After listening to messages 2 options are availa
29. for each time mode day night lunch break In a Custom Service callers can be required to enter a PIN number in order to be directed to a destination Conditions This feature is available only when PIN is set as the value for Call Transfer Anytime in Custom Service Setting Programming Manual References 2 4 1 Caller ID DID PIN Call Routing Call Transfer Anytime in 2 4 4 Custom Service Feature Manual 33 2 2 System Features 2 2 38 Play System Prompt After Personal Greeting Description Allows the Guidance for Recording message to be played for the caller after the Personal Greeting The Guidance for Recording message instructs the caller how to terminate the call access more features and rerecord the message Programming Manual References Play System Prompt after Personal Greeting in 2 2 2 Personal Options Feature Manual References 3 1 3 Setting Class of Service COS Parameters 2 2 39 Port Service Description Allows assignment of call services to each port The incoming call service determines which service is used when answering incoming calls These services include Voice Mail Service Automated Attendant Service Interview Service and Custom Service Conditions e The System Manager can change the Company Greeting setting remotely by simply calling the VPS see 3 1 6 Changing the Company Greeting and Incoming Call Service Setting Programming Manual References 2 3 Port Trunk Service 34
30. not yet been recorded go to Step 7 Press 1 to record the message Press 2 to erase the current message and return to Step 3 or 4 Record the message after the tone and press 1 Press 2 to accept the message e Press 1 to review the recorded message e Press 3 to erase the recorded message and try again Return to Step 7 e Press 4 to add a message e Press X to erase the recorded message and exit Return to Step 3 Repeat steps 4 8 to record other Company Greetings Custom Service Menus and or Voice Labels Recording System Prompts zech D N w Log in to the Main Menu Press 5 to modify messages Press 5 to modify system prompts Enter the System Prompt Number you want to change Feature Manual 97 3 2 Message Manager s Guide 5 To change specific prompts go to Step 6 To change all prompts one after another without reviewing the current recording go to Step 7 6 To change specific prompts a Press 1 b Enter the prompt number you want to change c The VPS plays the prompt number and its prompt If a prompt has not yet been recorded the VPS plays the system prompt If a prompt is turned off The prompt is now turned off will play before the prompt d Press 1 to record a new prompt e Press 2 to erase the current recording Return to Step 6b This is not available when the selected prompt is currently turned on and not recorded or when the selected prompt has
31. receive transferred calls via the sequence specified as the group s Alternate Extension Transfer Sequence APT Integration Digital integration between the VPS and certain KX T series PBXs Requires upgraded software in the PBX When the VPS and PBX use APT Integration voices are sent using analogue technology and data is sent digitally Depending on the model and or the software version of the connected PBX you may not be able to utilise certain features available only with APT Integration For more information consult your dealer Auto Configuration Available with APT DPT Integration only Simplifies initial system setup by reading information from the PBX and automatically creating mailboxes in the VPS to correspond to the extensions connected to the PBX Auto Configuration can be initiated with the appropriate Mode Switch setting or by System Administration Quick Setup Auto Forwarding Allows unplayed messages to be copied or moved to another mailbox Auto Receipt Allows a subscriber or the System Manager to receive a message to confirm the reception of sent messages to other subscribers Automated Attendant The Automated Attendant feature of the VPS requests the caller to enter an extension number and then the VPS dials the number If there is no answer or the line is busy the caller is given certain options including the option to leave a message in a mailbox This is the advantage of calling an extension indirectly thro
32. will be disconnected all day Disconnect Only After Hours The line will be disconnected only after hours Programming Manual References 2 1 8 Personal Custom Service Subscriber s Manual References 5 17 Personal Custom Service Feature Manual 51 2 3 Subscribers Features 2 3 21 Personal Greeting for Caller ID APT DPT Integration Only Description Allows subscribers to record a maximum of 4 personal greetings that are played for calls received from preprogrammed telephone numbers Each greeting can be assigned to a maximum of 8 telephone numbers Conditions e This feature is only available when Yes is set for Personal Greeting for Caller ID in the Class of Service COS settings Programming Manual References Personal Greeting for Caller ID in 2 2 2 Personal Options Feature Manual References 3 1 3 Setting Class of Service COS Parameters Subscriber s Manual References 5 10 Personal Greeting for Caller ID 2 3 22 Personal Greetings Description Are the greetings heard when a caller reaches a subscriber s mailbox Subscribers can record 3 types of personal greetings No Answer Played during business hours day lunch and break modes when the caller is connected to the subscriber s extension but the call is not answered the caller logs in to the mailbox directly the Busy Signal greeting or the After Hours greeting has not been recorded Busy Signal Played whenever the subscriber s
33. with this feature The VPS will recall the preprogrammed telephone a specified number of times if the call is not answered If the first device cannot be called the second then third device will be called Programming Manual References 2 1 4 Notification Parameters Message Waiting Notification in 2 5 4 Parameters 30 Feature Manual 2 2 System Features Feature Manual References 3 2 3 Setting Up Message Waiting Notification Subscriber s Manual References 5 8 Message Waiting Notification 2 2 32 Message Waiting Notification Lamp Description Automatically lights the message waiting lamp on the subscribers telephones when subscribers have new messages When a proprietary telephone with display is used the number of unplayed messages will be displayed when the message waiting lamp is lit The number will be 0 when the message waiting lamp is turned off Conditions e In order to display the number of unplayed messages on the display A compatible Panasonic Proprietary Telephone with 6 line display such as the KX T7636 must be used The VPS must be connected to a KX TDA series PBX MPR Version 2 1 or higher using DPT Integration The subscriber must have his or her own extension The Message Manager s extension number must be assigned as Operator 1 in the Day Mode e Extensions assigned as operators can be called by dialling 0 however when setting this feature the extension number n
34. 1 8 3 Utility System Prompts Customisation Feature Manual References 3 1 3 Setting Class of Service COS Parameters Recording System Prompts in 3 2 6 Recording Messages 2 2 45 Time Service Description Allows VPS features and call handling to behave differently during different times of day 4 time modes day night lunch and break can be programmed for each Service Group Programming Manual References Service Mode and Time Frame in 2 3 1 Service Group Feature Manual References 2 4 6 Service Mode Feature Manual 37 2 2 System Features 2 2 46 Trunk Service Universal Port APT DPT Integration Only Description Allows VPS call handling features to behave differently depending on the PBX trunk that the calls are received on A VPS service can be assigned to each trunk including Voice Mail Service Automated Attendant Service Interview Service and Custom Service Programming Manual References 2 3 Port Trunk Service 2 2 47 Voice Mail Service Description Allows a caller non subscriber to leave a message in a mailbox Installation Manual References 6 2 1 Voice Mail Service Programming Manual References 2 3 Port Trunk Service 38 Feature Manual 2 3 Subscribers Features 2 3 Subscribers Features 2 3 1 Auto Receipt Description Allows a subscriber or the System Manager to receive a message to confirm the reception of sent messages to other subscribers When the sent messages are r
35. 50 Incorrect entry 346 If you are using a rotary telephone stay on the line 785 To call the operator press 0 82 Calling the operator 548 Please wait a moment 1066 Welcome to the general delivery mailbox 545 Please leave a message at the tone 869 To end recording hang up or press 1 for more features 918 To pause and restart recording press 2 943 To review press 1 761 To accept press 2 881 To erase and try again press 3 Feature Manual 103 3 2 Message Manager s Guide 104 Prompt No Modifiable Prompts 772 To add press 4 880 To erase and exit press 911 To make this message private press 1 508 Otherwise press 2 679 Thank you for calling VM Prompts Prompt No Modifiable Prompts 542 Please enter your party s mailbox number 194 ____ of the person s first name 195 ____ of the person s first or last name 912 To make the message urgent press 1 AA Prompts Prompt No Modifiable Prompts 541 Please enter your party s extension 1078 You have a call 636 Sorry no one is available to answer the call 906 To leave a message press 1 873 To enter another extension press 644 Sorry this line is busy 349 If you would like to hold press 1 790 To cancel holding press 2 now Otherwise I ll try your party again Feature Manual Glossary Alternate Extension Group The extensions assigned to an Alternate Extension Group
36. 8 1 Administrator The VPS will announce the number of total messages the number of new messages or the length of new messages depending on the COS settings of the Message Manager If there are new messages in the mailbox the messages will be played automatically The Message Manager can listen to them continuously without listening to the system prompts This feature is only available when Yes is set for Autoplay New Message in the Class of Service COS settings see Autoplay New Message in Programming Manual While listening to messages playback volume and speed can be adjusted by pressing 8 for volume and 9 for speed To Log in to the Message Manager s Mailbox 1 Either dial the extension number for a port connected to the VPS that is set to Voice Mail service or dial the extension number of any port connected to the VPS and enter 6 to change the port to Voice Mail service Please enter your party s mailbox number To enter by name press and 1 If you are using a rotary telephone stay on the line To call the operator press 0 2 Press X then enter the Message Manager s mailbox Number 98 998 9998 or 99998 Enter your password followed by Feature Manual 3 2 Message Manager s Guide 3 Enter the Password followed by The Message Manager Service main menu will be played To transfer General Delivery Mailbox messages press 1 To set up message wai
37. Announcement System APT DPT Integration Only ecceeeeeeeeeees 19 2212 Class Of Service COS scini ieia EEE EE EKE TAREA RERE RETREAT 20 2 2 13 Company Greeting wiciensderairecratescwtsdenocansdeccacwtadieamtdetatvincectadecindenerdecentenndteetenecinundy becreenadlee te 21 2214 Company NaMe scsi nioni ERER RERE REE ETRE RERE 21 2 2 15 Covering Extension scans sai g pockets sae ato a ses eae ees 22 22 16 Custom EE 22 2 2 17 Daylight Saving Time Assionment ke 23 2 2 18 Dialling by NaMe geseet gees 23 2 2 19 DID Call Routing DPT Integration Only c cee eeceeeeeeceeeeeeeeneeeeeeeeeeeeeeeaaaeeeenenaeeeteeneeees 24 2 2 20 E mail Integration EE 24 22 2N Ee E 26 2 2 22 Fax Management E 26 PAPAPK WONG EE 26 2 2 24 Holiday Service EE 27 2 2 25 Intercom Paging APT DPT Integration Only ssssssssseeeesnneesserrrserrrnnetenrertnnnrssrnressrrnn net 27 2 2 26 Interview EI ieeggegeheefeend ege Eege Zeta E ekefgEEC EES Eder e gege 28 2 227 MSE PNAS E 28 2 2 28 Logical Extension All Calls Transfer to Mailbox 29 2 2 29 Message Delivery Internal 222 cccceeeeeseeecee cree eeeeeee eens eens ee eeaaaeeeeeeeeneneeeeeeeeneneeeeneeaes 29 2 2 30 Message Reception E 30 2 2 31 Message Waiting Notification Device REENEN 30 2 2 32 Message Waiting Notification Lamp cccceceesseeccceeeeeeeeeeeeeeeeeeeeeseseeeeeneneeeeneesnenes 31 2 2 33 Eur EE 31 2 2 34 NO Answer Coverage Mode aisstercsxnccninattercic
38. COS parameters The VPS will announce Sorry this function is not available 1 Log in to the Main Menu 2 Press 4 for Other Features 3 Press 2 to set Class of Service 4 Enter the Class of Service Number 1 64 5 The current setting is announced Press 1 to change the setting enable or disable 6 Confirm the entry is correct then press 2 to accept it Feature Manual 77 3 1 System Manager s Guide 3 1 4 Setting the System Clock The system clock can be set directly from the telephone It is important to set the clock accurately because Message Waiting Notification External Message Delivery redialling and rescheduling of External Message Delivery and Automatic Message Deletion are all scheduled using this setting The System Administrator and Message Manager are also able to set the clock If the start and end dates for daylight saving time are programmed the VPS automatically adjusts the time for daylight saving time Note e The System Manager cannot set the system clock while the VPS is being programmed via KX TVM Maintenance Console the Message Manager is setting the system clock recording Voice Labels and System Caller Names or customising the Message Manager s Mailbox The VPS will announce Sorry this function is not available 1 Log in to the Main Menu 2 Press 4 for Other Features 3 Press 3 to set the time and date 4 Press 1 to change the current setting
39. Configuration Automatic Log in except DID setting Caller ID Call Routing Caller ID Screening Caller Name Announcement System Personal Intercom Paging Live Call Screening 12 Feature Manual 2 1 PBX Integration Features Personal Greeting for Caller ID Service Mode PBX Control Mode Trunk Service Universal Port Two way Record Two way Transfer Toll Saver Inband Integration KX TVM50 only When the VPS and PBX use Inband Integration voices are sent using analogue technology and data is sent to the VPS through the use of standard audio signals such as DTMF tones busy signals ringback tones etc Feature Manual 13 2 2 System Features 2 2 System Features 2 2 1 Alternate Extension Group Description A group of extensions that require a different call transfer sequence than other extensions and are therefore placed into a separate group Programming Manual References Alternate Extension in 2 4 3 Parameters 2 2 2 Auto Forwarding Description Moves or copies unplayed messages from one mailbox to another after a specified period of time has passed This feature is only available when Yes is set for Active in 2 1 6 Auto Forwarding in Mailbox Settings A message can be forwarded up to 9 times and forwarding stops at the 9th designated mailbox Note that you cannot auto forward messages to the Mailbox Group and messages marked as private cannot
40. Note Feature Manual The password for System Manager Message Manger cannot be deleted here The System Administrator needs to reset their password using KX TVM Maintenance Console see Password for System Manager and Password for Message Manager in Programming Manual After the password is reset the conditions will be as follows lt Subscribers mailboxes gt If the System Administrator has set Default Password For New Mailbox to Enable the password will be set to the default password If set to Disable the mailbox will have no password 3 1 System Manager s Guide 3 1 3 Setting Class of Service COS Parameters A Class of Service COS defines the set of VPS services available to the mailboxes assigned to it There are 64 Classes of Service they can be assigned to mailboxes by the System Administrator using KX TVM Maintenance Console or by the System Manager using a telephone COS No 63 and No 64 are assigned by default to the Message Manager and the System Manager respectively For a complete explanation of COS parameters please see 2 2 Class of Service in the Programming Manual Class of Service Follow the steps detailed below to set the following Class of Service parameters e Personal Greeting Length 1 360 e e New Message Retention Time 1 30 days 0 Unlimited e Saved Message Retention Time 1 30 days 0 Unlimited e Message Length 1 60 min 0 Unlimited e Mailbox Capacity Maximum Message Time
41. Panasonic Voice Processing System Feature Manual KX TVM50 moat KX TVM200 Z Ed lt Ed lt Esc a N gt gt Z SS gt 5 gt gt SS SS SS SS ES E gt gt gt gt Ze Thank you for purchasing a Panasonic Voice Processing System Please read this manual carefully before using this product and save this manual for future use KX TVM50 KX TVM200 Version 1 0 Introduction 2 About this Manual This Feature Manual is designed to serve as an overall reference describing the features of the Panasonic Voice Processing System It explains what this VPS can do and how to obtain the most of its many features The Feature Manual is divided into the following sections Section 1 Voice Processing System Overview Provides an introduction to the Voice Processing System Section 2 Features Describes the PBX integration features system features subscribers features and system setting features Section 3 Programming Instructions Describes the programming that can be performed by the System Manager and Message Manager Glossary An alphabetical listing of features terms and abbreviations as well as their definitions Index An alphabetical listing of features and terms
42. The password contains a maximum of 10 numeric characters It must be entered to execute the message management operation Operator s Extensions When callers require help they can dial 0 to be transferred to an operator A maximum of 3 operators can be programmed for each time mode these operators are not necessarily the same as the operator extensions programmed for the PBX The extension assigned as Operator 1 for the day mode is designated as the Message Manager Telephone Numbers 1 and 2 for Remote Call Forward to CO After programming changing the telephone numbers used for Remote Call Forward to CO the Message Manager must reset the remote call forwarding setting see 3 2 7 Remote Call Forwarding Set even if it was already enabled Telephone numbers set here will not be effective until remote call forwarding is reset If you do not reset remote call forwarding calls will be forwarded to the old telephone numbers zech D Log in to the Message Manager s mailbox 2 Press 3 to customise Mailbox 3 The VPS announces the current password setting Press 1 to change the password Press 2 to accept the current setting Go to Step 6 4 Enter the password and press 5 The VPS announces the current password setting Press 2 to accept it 6 The VPS announces the current operator s extension setting Press 1 to change or assign the operator s extension Press 2 to accept the current setting or press 3 to del
43. achussacedtesibenetiuconniedieiedemetusebitaranubieenndebeleesatteneds 32 Feature Manual 2 2 35 2 2 36 2 2 37 2 2 38 2 2 39 2 2 40 2 2 41 2 2 42 2 2 43 2 2 44 2 2 45 2 2 46 2 2 47 2 3 2 3 1 2 3 2 2 3 3 2 3 4 2 3 5 2 3 6 2 3 7 2 3 8 2 3 9 2 3 10 2 3 11 2 3 12 2 3 13 2 3 14 2 3 15 2 3 16 2 3 17 2 3 18 2 3 19 2 3 20 2 3 21 2 3 22 2 3 23 2 3 24 2 3 25 2 3 26 2 3 27 2 3 28 2 3 29 2 3 30 2 3 31 2 3 32 2 3 33 2 3 34 2 3 35 2 3 36 On Hold Announcement Men 32 Operator Service cs cated cease teat Peers estes Ee ege 33 PIN Call ROUINO Renee eee ee a eee ene eee ee ee eee 33 Play System Prompt After Personal Greetng 34 ee 34 Rotary Telephone Service Au 35 Service ACCESS HEIEREN 35 BIST VIOS al OUI E 36 System CLOCK eege reg ge eugEn eege ee TARE REAR EERE 36 System Prompts ececcucastreersiceantandeteanotcter giaenectesatenicoted ocpian sactetvelanaettsacs ljecsinaeteeeeuniibaeiecreitiees 37 TIME SOV TEE 37 Trunk Service Universal Port APT DPT Integration On 38 Voice Mail E 38 Subscribers TT 39 UE EE eege Eed ee ere 39 Automatic Log in APT DPT Integration Only cccceeeeeceeeeeeeeeeeeeeeeeeeeeeaeeeeeeenaeeeeeeaees 40 Autoplay New Message sic sa cost dea cabs siedacniciencisdestetnciedntaccashutetenea Mneeteenea nic dageey ddeseteved saith dte 40 B okmatk sessies ieina naea AAEN OEE EE ATATEN AAKER aka 42 Call Transfer StatUS sietas reee eaaa eE E Ee EEEE E AEREAS EERE REEE 43 Callb
44. ack Number EEN gewegtc keeten ege Ee 43 Caller ID Callback APT DPT Integration Only ccccceeeeeeeeeeeeeneeeeeeeenaeeeteteeeeeeeeneneees 44 Calling a Beeper e xcccwssiccassercacesseiteadinentecartehectaneuebeaes ineieeractinttuanl AARE REA 44 Delete Message Confirmation 45 External Message Delivery List een 45 External Message Delivery Genice ENEE 46 Group Distribution List Personal ek 46 Group Distribution List System EE 47 Incomplete Call Handling Service essseenssnnnessnernsernrreennerssrrrssrtrrntrtnnnnsnnnnnssernserrn ntet 47 Live Call Screening APT DPT Integration Onhy 48 PVM i ignada SE 48 Mailbox Capacity WEE uereg ANERO NEER Ti 50 Message Transfer deere cone ener emer ee emery Pence ert ea eee eer a ee ae et eee 50 One touch Two way Transfer DPT Integration On 51 Personal Custom Service scccccisscacsiesterce iendvavenenituncneasgecoeantasactdvacsedesheasiaeretediantzacentondeidede 51 Personal Greeting for Caller ID APT DPT Integration On 52 Personal Greetings a ee canara eee eee 52 Playback Volume Speed Control 53 Private IMCS SAG cs sos seca ssc eee ee sees 53 Receive Message sc gach zcerecits ee ccd cya Secctemtoreua eee ctnwc ccna cahscuc be erapieelienc Suacedeagherteaeoenciatane 54 Recovery Eeer 54 Remote Call Forwarding Set DPT Integration Onhy 55 Subscriber Tea egzeegege ierenege Segen 56 Temporary Personal Greeting nk 57 Timed Reminder Setting DPT Integration Only 57
45. ages left for a subscriber are stored Several mailbox options exist Subscriber mailbox Interview Mailbox System Manager s mailbox and Message Manager s mailbox General Delivery Mailbox Installation Manual References 6 3 Setting Mailboxes and Groups Programming Manual References 2 1 Mailbox Settings 2 7 5 Mailbox Usage Report Feature Manual References 3 1 2 Setting Up Mailboxes 48 Feature Manual 2 3 Subscribers Features Subscriber s Manual References 2 Logging in to and Configuring Your Mailbox Feature Manual 49 2 3 Subscribers Features 2 3 17 Mailbox Capacity Warning Description Allows the VPS to alert subscribers when recording time for their mailboxes is running low The warning announcement will be heard at the beginning of Subscriber s Service Conditions The warning threshold in minutes is determined by Class of Service COS If the setting is longer than the Mailbox Capacity Maximum Message Time this feature is not available Programming Manual References Mailbox Capacity Maximum Message Time and Mailbox Capacity Warning in 2 2 1 Class of Service Subscriber s Manual References 5 21 Mailbox Capacity Warning 2 3 18 Message Transfer Description Allows the subscriber to transfer messages to other mailboxes after listening to them The subscriber can also add a personal comment at the beginning of the message before transferring it One or more individual mailboxes can be specified
46. and press 1 8 Press 2 to accept the entry 9 Press 1 to specify the delivery time Note e Press 2 to send the message immediately and go to step 15 10 Press 1 to specify the delivery time 11 Enter the time and press 12 Press 1 for AM or 2 for PM Note e This selection is not available if 24 h is set as the time format for time stamps see Position of AM PM in Time Stamp in 2 5 4 Parameters in Programming Manual 13 Enter the day of the month and press example If today is February 16 and you enter 1 7 the message will be delivered tomorrow If today is February 16 and you enter 5 the message will be delivered on March 5 14 Press 2 to accept the entry 15 Press 1 to make this message urgent otherwise press 2 16 Press 1 to make this message private otherwise press 2 17 Press 1 to request an auto receipt otherwise press 2 Feature Manual 3 1 System Manager s Guide 3 1 8 Changing the System Manager s Password The System Manager must enter the System Manager password in order to log in before performing any System Manager task In order to ensure system security we recommend selecting a long maximum 16 digits password that can not be easily guessed Note e Ifthe VPS is being programmed via KX TVM Maintenance Console the System Manager cannot change the System Manager password The VPS will announce Sorry this function is not
47. as well as the page numbers of related sections About the Other Manuals Installation Manual The Voice Processing System Installation Manual provides instructions for installing the VPS hardware configuring the connected PBX for use with the VPS and getting started with the KX TVM Maintenance Console software Relevant sections from the Installation Manual are listed throughout this manual for your reference Programming Manual The Voice Processing System Programming Manual is an overall reference for programming the VPS using KX TVM Maintenance Console It explains how to use KX TVM Maintenance Console and obtain the most out of system administration Sections from the Programming Manual are listed throughout this manual for your reference Subscriber s Manual The Voice Processing System Subscriber s Manual describes how subscribers can access commonly used VPS features and functions with their extensions and mailboxes Relevant sections from the Subscriber s Manual are listed throughout this manual for your reference Note e This manual may refer to products not available in your country area e Model number suffixes are omitted throughout this manual Feature Manual For KX TD500 KX TDA series PBXs the term trunk used in this manual indicates a trunk group Depending on the model and or the software version of the connected PBX you may not be able to utilise some of APT DPT Integration features described in this manual
48. available 1 Log in to the Main Menu 2 Press 3 to customise the mailbox 3 The VPS announces the current password setting Press 1 to change the mailbox password If a password has not yet been assigned go to Step 4 Press 2 to accept the current setting 4 Enter the password and press 5 The VPS announces the current password setting Press 2 to accept it Feature Manual 85 3 2 Message Manager s Guide 3 2 3 2 1 86 Message Manager s Guide Logging in to the Message Manager s Mailbox The Message Manager must log in before performing any Message Manager task To log in as the Message Manager 3 items of information must be known the extension number of a port connected to the VPS the Message Manager s mailbox number and the Message Manager s mailbox password The Message Manager s mailbox number is 98 998 9998 or 99998 depending on the mailbox number length specified in System Programming The Message Manager s password can be assigned by the System Administrator using KX TVM Maintenance Console or by the Message Manager using his or her extension telephone refer to 3 2 4 Customising the Message Manager s Mailbox Before the Message Manager can perform Message Management recording Custom Service Menus messages etc Message Manager Access from Telephone must be enabled and Password for Message Manager must be set by the System Administrator using KX TVM Maintenance Console Refer to 2
49. be forwarded Also a message is never forwarded to the original sender of the message Programming Manual References 2 1 6 Auto Forwarding 14 Feature Manual 2 2 System Features 2 2 3 Automated Attendant Description Allows you to direct incoming calls without the use of an operator Automated Attendant AA answers incoming calls and redirects them to the desired extension based on numbers dialled by callers The service can be programmed for Day Night Lunch and Break time modes and is available for both Port and Trunk Services When calls from extensions are transferred to other subscribers Transferring you to lt name gt can be heard by callers before the calls are transferred This feature is not available when the name of called party is not recorded Also a caller can listen to all subscriber names and select the desired extension when both name and extension number are stored recorded in the VPS Installation Manual References 6 2 2 Automated Attendant Service Programming Manual References Automated Attendant in 2 4 3 Parameters 2 2 4 Broadcasting Messages Description Allows the System Manager to deliver the same message to all VPS subscribers mailboxes simultaneously Broadcast Messages have priority over other regular or urgent messages during playback but otherwise are treated like regular messages They are not treated as Urgent messages if Only Urgent Messages is selected as the Notification Ty
50. bers can choose to have the voice message attached to the e mail notification and can also select to have the voice message deleted after it has been sent by e mail Subscribers must designate their e mail addresses up to 3 addresses and usernames beforehand Conditions e The System Administrator can enable or disable this feature for each mailbox and can customise the time frame during which notifications are sent For example if the System Administrator sets the time frame for Monday to Friday between 9AM and 5PM e mail notifications will be sent only during those hours e When sending e mails with long voice messages note the followings and confirm the e mail settings for setting of the length of the voice message see Maximum Message Length in 2 5 4 Parameters in the Programming Manual a If you attach a voice message that is longer than the Maximum Message Length the surplus parts of the message may be discarded when sending the e mail b E mail with a voice message cannot be sent depending on e mail settings of a sender and a receiver c When itis selected to delete the original voice message after sending by e mail and the e mail fails in being sent the original message would be lost For the setting of deleting the original message after sending see Time Frame in E mail Schedule in the Programming Manual 24 Feature Manual 2 2 System Features e Here are any errors when the VPS tries to send e mail messag
51. ble to subscribers Reply to Message Sender allows subscribers to reply to the message sender without specifying the extension Message Transfer allows subscribers to transfer their messages to other mailboxes Feature Manual References 2 3 18 Message Transfer Subscriber s Manual References 3 1 Playing Messages 3 2 Replying to Messages 2 3 26 Recovery Message Description Enables a subscriber to recover deleted messages After deleting messages they will remain in the Deleted Message Box until the end of the following day Until then the subscriber can retrieve the deleted messages from the Deleted Message Box and move them to the Old Message Box Message retention time is reset when a message is recovered Subscriber s Manual References 5 20 Recovering Deleted Messages 54 Feature Manual 2 3 Subscribers Features 2 3 27 Remote Call Forwarding Set DPT Integration Only Description Allows subscribers and the Message Manager to programme their extensions from a remote location in order to forward calls to another extension or to an outside telephone There are 6 forwarding settings available FWD All Forwards all incoming calls to the desired extension number FWD Busy Forwards all incoming calls to the desired extension number when the line is busy FWD No Answer Forwards all incoming calls to the desired extension number when there is no answer FWD Busy or No Answer Forwards all incoming calls to th
52. bscriber s Covering Extension Intercom Paging notify the subscriber by paging the subscriber Beeper Pager Access notify the subscriber by paging the subscribers beeper pager transfer to Custom Service transfer to operator return the caller to the top menu allowing the caller to call another extension 3 4 5 6 7 Intercept Routing No Answer A PBX feature that transfers an unanswered call to another extension or to the VPS Feature Manual 109 Intercom Paging Available with APT DPT Integration only If a subscriber has set Intercom Paging the VPS will page the subscriber and announce that he or she is receiving a call The VPS can announce prerecorded caller names using the Caller Name Announcement feature or prompt the caller to record his or her name and announce the recorded name Pages can be heard through PT speakers or through external speakers connected to the PBX Interview Service Allows the VPS to interview a caller by playing a series of prerecorded questions and recording the caller s responses Subscribers are able to record questions directly into their interview mailboxes After a caller records his or her answers the Message Waiting Lamp turns on at the subscriber s telephone This feature is very useful for claims departments order desks job applications etc Keypad The dial keys 0 9 on a telephone LCD Liquid crystal display Live Call Screening LCS
53. digitally Depending on the model and or the software version of the connected PBX you may not be able to utilise certain features available only with DPT Integration For more information consult your dealer DTMF Dual Tone Multi Frequency Commonly referred to as touchtone E mail Integration Allows subscribers and the Message Manager to receive notification by e mail when they receive new messages Subscribers can also have the voice message attached to the e mail notification if the System Administrator has enabled this feature for their mailboxes External Delivery Message A message recorded by a subscriber and then delivered to outside parties and or extensions The VPS dials the outside telephone number or extension number and plays the message for the recipient The message can be delivered immediately or at a specified time External Message Delivery List A preprogrammed list of outside parties and extensions that can be used to deliver an External Delivery Message to several recipients in one operation Each subscriber can create 2 External Message Delivery Lists Each list can have 8 destinations External Message Delivery Retry Determines how many times the VPS will attempt to deliver an External Delivery Message when the called line recipient is busy or does not answer Fast Forward Allows a subscriber to fast forward through a message in 4 second intervals 108 Feature Manual Follow On ID see Called Pa
54. e Manual References 2 3 11 External Message Delivery Service Subscriber s Manual References 5 7 External Message Delivery Lists Feature Manual 45 2 3 Subscribers Features 2 3 11 External Message Delivery Service Description Allows a subscriber to send a message to several subscribers and non subscribers including outside parties at a specified time or immediately This feature also allows the receiver to reply to the message without having to specify the mailbox number Note e Ifthe sender wishes he or she can require the receiver to enter a 4 digit password to receive the sender s message If the receiver enters the password incorrectly 3 times the VPS plays the Company Name if it has been recorded the Company s Telephone Number if registered and the sender s extension if both the Company s Telephone Number and the Extension of the Owner have been registered With this information the receiver can possibly track down the message even if he or she does not remember the password Conditions e This feature is only available when Yes is set for Active in 2 1 5 External Message Delivery in Mailbox Settings see 2 1 5 External Message Delivery in Programming Manual Programming Manual References Extension in 2 1 3 Mailbox Parameters 2 1 5 External Message Delivery External Message Delivery in 2 5 4 Parameters Subscriber s Manual References 4 3 External Message Delivery 4 4 Receiving Ex
55. e Message Waiting Notification External Message Delivery redialling and rescheduling of External Message Delivery and Automatic Message Deletion are all scheduled using this setting The System Administrator and System Manager are also able to set the clock If the start and end dates for daylight saving time are programmed the VPS automatically adjusts the time for daylight saving time Note e The Message Manager cannot set the system clock while the VPS is being programmed via KX TVM Maintenance Console the System Manager is configuring mailboxes Classes of Service COS or customising the System Manager s Mailbox The VPS will announce Sorry this function is not available zech D Log in to the Main Menu 2 Press 4 to set the time and date 3 Press 1 to change the current setting 4 Enter the current time and press For example to enter 5 o clock press 5 and or to enter 5 15 press 5 1 5 and 5 Press 1 for AM or 2 for PM Note e This selection is not available if 24 h is set as the time format for time stamps see Position of AM PM in Time Stamp in 2 5 4 Parameters in Programming Manual 6 Press 2 to accept the time 7 Press 1 to change the current setting 8 Enter the current month and press For example to enter January press 1 and 9 Enter the day and press 10 Enter the last 2 digits of the year and press 11 Press 2 to
56. e by the Message Manager There are 2 ways to add or change prompts by recording them through a telephone or by importing as WAV files When recording using a telephone the extension number of the telephone to be used for recording must first be specified then the System Administrator can start and stop recording using the PC Programming Manual References List No 1 List No 4 in 2 1 7 Personal Distribution List 2 5 2 Extension Group 2 5 3 System Caller Name Announcement 1 8 3 Utility System Prompts Customisation 2 5 1 Mailbox Group Feature Manual 63 2 4 System Setting Features 2 4 66 Service Mode Description Allows the System Administrator or the System Manager to change the call handling method that is programmed for each Service Group 1 8 Once the Service Mode has been changed it is retained unless the System Manager or System Administrator changes it again even after the power is turned off There are 6 Service Modes available Automatic Mode The current Call Service used by the Service Group is determined by the settings made for the current time mode day night lunch break Manual Day Mode The Call Service programmed for day mode is used regardless of the current time mode Manual Night Mode The Call Service programmed for night mode is used regardless of the current time mode Manual Lunch Mode The Call Service programmed for lunch mode is used regardless of the current time mode Man
57. e desired extension number when the line is busy or there is no answer FWD to CO Forwards all incoming calls to the Telephone number 1 or 2 programmed in the Mailbox Setting or to any other number This feature is only available when Yes is set for Remote Call Forward to CO in the Class of Service COS settings see Remote Call Forward to CO in 2 2 2 Personal Options in Programming Manual FWD Cancel Cancels the forwarding setting Conditions e With respect to PBX programming it is possible that Call Forward to CO is disabled To enable VPS Remote Call Forwarding the KX TDA100 for example must be programmed properly For the COS of the extensions whose calls are to be forwarded to a trunk enable the following 504 Call Forward to Outside Line e Extensions assigned as operators can be called by dialling 0 however when setting this feature the extension number not 0 must be specified Programming Manual References 2 1 9 Remote Call FWD to CO Remote Call Forward to CO in 2 2 2 Personal Options Feature Manual References 3 1 3 Setting Class of Service COS Parameters 3 2 7 Remote Call Forwarding Set Subscriber s Manual References 5 14 Remote Call Forwarding Feature Manual 55 2 3 Subscribers Features 2 3 28 Subscriber Tutorial Description Provides voice guidance to subscribers when they log in to their mailboxes for the first time By following the guidance subscribers can configure th
58. e following items Password Owner s Name Personal Greetings No Answer Greeting Busy Signal Greeting After Hours Greeting Installation Manual References 6 3 5 Subscriber Tutorial Programming Manual References Tutorial in 2 2 2 Personal Options Feature Manual References 3 1 3 Setting Class of Service COS Parameters Subscriber s Manual References 2 2 Subscriber Tutorial Easy Mailbox Configuration 56 Feature Manual 2 3 Subscribers Features 2 3 29 Temporary Personal Greeting Description Is a greeting message often used to inform callers of the subscriber s absence I m out of the office today I m on vacation this week etc The Temporary Personal Greeting overrides other Personal Greetings it is always played regardless of the time mode whether or not the line is busy etc This feature is activated automatically the subscriber records it and the subscriber will be asked whether or not it should be turned off each time the subscriber logs into his or her mailbox When the Temporary Personal Greeting is turned off it will be deleted automatically and other Personal Greetings will be played as normal Subscriber s Manual References 2 3 Changing or Deleting Your Personal Greeting Messages 2 3 30 Timed Reminder Setting DPT Integration Only Description Allows a subscriber to set a Timed Reminder by following system prompts provided by the VPS Timed Reminder is a PBX feature that is simi
59. eceived a subscriber will receive a message as follows lt Mailbox Name Number gt has received your message Subscribers need to request the Auto Receipt when they send messages Conditions e This feature is only available when Yes is set for Auto Receipt in the Class of Service COS settings e This feature is not available when the System Manager sends a Broadcasting Message e The reception of the External Delivery Message can be confirmed using this feature as well Subscribers can request the Auto Receipt per the External Delivery Message List and confirm the reception of each member in the list Programming Manual References Auto Receipt in 2 2 2 Personal Options Feature Manual 39 2 3 Subscribers Features 2 3 2 Automatic Log in APT DPT Integration Only Description Allows subscribers to log in to their mailbox directly without entering the mailbox number A subscriber can log in to his or her mailbox directly by dialling an extension number of the VPS from his or her extension dialling from an outside telephone the DID number assigned to log him or her into the mailbox calling the VPS from a telephone number that is assigned to log him or her into the mailbox calling the VPS so that the call is received on the trunk assigned to log him or her into the mailbox Conditions e This feature can be enabled or disabled for each mailbox by the System Administrator e The access from outside phones w
60. elopes can be played back before or after messages automatically or only when the subscriber presses 2 3 during or after message playback Message Manager Mailbox 998 The person who takes care of message related maintenance such as General Delivery Mailbox maintenance and recording and deleting messages System Prompts Company Greetings Custom Service Menus System Caller Names etc Message Recovery Allows a subscriber to change the status of a message from deleted to old preventing the message from being permanently deleted Message Retention Time Determines the number of days before a message is automatically deleted New Message Retention Time Determines when new unplayed messages are deleted Saved Message Retention Time Determines when old played messages are deleted Message Retrieval Order When a subscriber has several messages in his or her mailbox determines whether messages are played back from newest to oldest Last In First Out LIFO or from oldest to newest First In First Out FIFO Message Transfer Allows a subscriber to reroute a message to another mailbox and add his or her comments to the message if necessary Receipt messages and messages originally marked as private cannot be transferred Message Waiting Lamp The lamp on a PT that lights when there are messages in the extension user s mailbox Message Waiting Notification Notifies subscribers and the Message Manager when they ha
61. erences Incomplete Call Handling for No Answer Incomplete Call Handling for Busy in 2 1 3 Mailbox Parameters Feature Manual References 2 3 8 Calling a Beeper Pager 2 2 25 Intercom Paging APT DPT Integration Only Subscriber s Manual References 5 2 Incomplete Call Handling Feature Manual 47 2 3 Subscribers Features 2 3 15 Live Call Screening APT DPT Integration Only Description Allows the subscriber to monitor incoming calls as messages are being recorded The subscriber has the option of answering calls while monitoring or allowing the message to be recorded without interruption There are 2 modes in this feature Hands free and Private Hands free mode allows the subscriber to hear the caller through the telephone s speaker and answer the call by lifting the handset Private mode alerts with a tone and requires the telephone handset to be lifted before the message can be monitored Two way communication is established by pressing the feature button Installation Manual References 4 3 KX TDA Series Feature Programming for DPT Integration 4 9 KX TA KX TD and KX TE Series PBX Feature Programming for APT DPT Integration Programming Manual References Message Cancel for Live Call Screening in 2 2 2 Personal Options Feature Manual References 3 1 3 Setting Class of Service COS Parameters Subscriber s Manual References 5 12 Live Call Screening LCS 2 3 16 Mailbox Description Is a place where all mess
62. erification when the recipients listen to the message Delivering Messages to All Mailboxes Broadcasting Messages The Broadcasting Messages feature allows the System Manager to deliver the same message to all subscribers mailbox at the same time The message has top priority to other regular message to be heard other than that it is treated like a regular message This feature is useful when informing subscribers about the current VPS status such as remaining hard disk capacity requesting that unnecessary messages be erased etc 1 Log in to the Main Menu 2 Press 2 to deliver a message 3 Press 1 to record a broadcast message 4 Record a broadcast message and press 1 5 Press 2 to accept the message recorded Delivering Messages to Specified Mailboxes Use this feature to deliver the same message to one or more subscribers by specifying their mailbox numbers 1 Log in to the Main Menu 2 Press 2 to deliver a message 3 Press 2 to deliver a message 4 Enter the mailbox number of the intended recipient Note e Enter by name by Pressing 1 first Use a Mailbox Group by specifying its number 5 Press 2 to accept the number if it is correct Note e Press 2 to add mailbox numbers Press 8 to review the mailing list Press X to cancel message transfer Feature Manual 83 3 1 System Manager s Guide 84 6 Press 1 to record a message 7 Record the message after the tone
63. ers and to maintain system organisation by deleting unneeded passwords and mailboxes Note If the VPS is being programmed via KX TVM Maintenance Console the System Manager cannot create or edit mailboxes The VPS will announce Sorry this function is not available Creating and Editing a Mailbox The System Manager can create and edit subscriber mailboxes by following the steps below While editing a mailbox s parameters press 1 to save the current setting or press 2 to leave the setting unchanged When creating a new mailbox the following parameters can be set Mailbox Number Subscriber s Spoken Name The VPS allows a maximum of 10 s for each name The name should be spoken slowly and clearly We recommend using the subscriber s last name Extension Number Initial 3 or 4 Letters of the Subscriber s First Name Enter only the first 3 or 4 letters of the owner s first name Initial 3 or 4 Letters of the Subscriber s Last Name Enter only the first 3 or 4 letters of the subscriber s last name Class of Service Number Enter any COS number 1 62 Interview Mailbox Number lInterview Mailbox Numbers must not be the same number as an existing mailbox All Calls Transfer Mailbox Message Notification External Message Delivery Auto Forwarding Status Follow the steps listed below to create edit or delete any mailbox parameter 1 Log in to the System Manager s mailbox 2 Press 4 for Other Features 3
64. es error messages will be sent to the preset e mail address see Mail Address in 2 5 4 Parameters in the Programming Manual Programming Manual References 2 1 11 E mail Option E mail Integration in 2 5 4 Parameters 2 7 13 E mail Report Subscriber s Manual References 5 9 E mail Integration Message Notification by E mail Feature Manual 25 2 2 System Features 2 2 21 Extension Group Description An Extension Group is a group of extensions that share a common mailbox Extension Groups are created by the System Administrator Each group has an Extension Group number There are 20 group lists available and each group list can have a maximum of 100 members Programming Manual References 2 5 2 Extension Group 2 2 22 Fax Management Description Allows the VPS to automatically direct incoming faxes to a specific destination i e fax machine A maximum of 2 fax destinations main and alternate can be assigned Outside callers can also reach a fax machine via Custom Service selection if programmed A mailbox can be assigned as the Fax Manager allowing this person to receive notification when a fax is received Programming Manual References Fax Management in 2 5 4 Parameters 2 7 6 Fax Call Report 2 2 23 Hold Description Provides the caller with the option of temporarily going on hold when the called extension is busy The VPS automatically recalls the extension after a specified period of time When se
65. es EE 70 213 Setting Class of Service COS Parameters esssnesssssrnrerrerteeenresstrrrssrrrnnerrnnnnrnnennsene 73 3 14 Setting the Systemi ClOGK oss meirein ea aeni E NEEE EER TERRES 78 3 1 5 Changing the Service Mode Setting AEN 79 3 1 6 Changing the Company Greeting and Incoming Call Service Gettmg 81 3 1 7 Delivering E e 83 3 1 8 Changing the System Manager s Paseword 85 3 2 Message Manager s GHElEeesussktugeueEkgEEEAEEEENEESRSCEEENEEEEERENAEESEEEEEESEEEE ee 86 3 2 1 Logging in to the Message Manager s Mailbox 86 3 2 2 Managing the General Delivery Mailbox 0 ceecceeeeeeneeeeeeeeeeeeeeeeeeeeeeeaaeeeesennaeeeeenneeees 88 3 2 3 Setting Up Message Waiting Notification cece ce eeeceeeeeeeceeeeeeeeeeeeeeeaeeeeseenaeeeteeneeees 90 3 2 4 Customising the Message Manager s Malbon 93 3 2 5 Setting the System Clock EE 95 3 226 R c ording MGSSAQCS E 96 3 2 7 Remote Call Forwarding Set sccccccsinnccivecenecesrcscdsnceecncsiarceceunennacteteeveconleiausceeudtesteaienens 100 3 2 8 Setting the Timed Reminder eccccciccncdscceetateadegela Masso cteciiseetdsinesds gege i 102 3 2 9 List of Prompts for Voice Mail and AA Service cccceceeeeeeeeeeeeeeeeeeeeeeeeaeeeeeettaeeeneniees 103 GIOSSANY E 105 WINGO sissdaccess cea E E E 117 Feature Manual Section 1 Voice Processing System Overview Feature Manual 7 1 1 What is a VPS 1 1 1 1 1 What is a VPS Introduction to VPS Features De
66. ete the current setting Go to Step 9 Note e Operator 1 s extension number cannot be deleted Feature Manual 93 3 2 Message Manager s Guide 7 Enter the extension number 8 The VPS announces the current extension setting Press 2 to accept it 9 Repeat steps 6 8 to assign or to delete the extension number for the Day Night Lunch and Break Modes for each operator 10 The VPS announces the current Telephone number 1 setting Press 1 to change or assign the telephone number Press 2 to accept the current setting Go to Step 13 11 Enter the telephone number using 0 9 and X Note e Please make sure you begin the telephone number with a Trunk Access number to seize a trunk e When connected to the KX TD500 or the KX TDA series the maximum number of characters allowed to be entered is 24 when connected to any other KX T series PBX 16 12 The VPS announces the current telephone number 1 setting Press 2 to accept it 13 The VPS announces the current telephone number 2 setting Press 1 to change or assign the telephone number Press 2 to accept the current setting 14 Enter the telephone number using 0 9 and x 15 The VPS announces the current telephone number 2 setting Press 2 to accept it 94 Feature Manual 3 2 Message Manager s Guide 3 2 5 Setting the System Clock The system clock can be set directly from the telephone It is important to set the clock accurately becaus
67. for message transfer Messages can also be transferred using either the System or Personal Group Distribution Lists Feature Manual References Transferring Messages in 3 2 2 Managing the General Delivery Mailbox Subscriber s Manual References 3 3 Transferring Messages 50 Feature Manual 2 3 Subscribers Features 2 3 19 One touch Two way Transfer DPT Integration Only Description Allows a subscriber to record two way conversations into another person s mailbox with one touch Available only with KX TDA series PBXs Installation Manual References 4 3 10 One Touch Two way Transfer One Touch TWT Button Assignment 4 3 16 One Touch Two way Transfer One Touch TWT into Mailbox 2 3 20 Personal Custom Service Description Allows a subscriber to use the following Custom Services in his or her Personal Greeting Personal Custom Service Transfer to Mailbox Transfer to Extension VM Service Voice Mail Service AA Service Call Transfer Service Custom Service Transfer to Operator Transfer to Outside Page the Party Repeat Greeting A caller can select the desired service from those above while listening to the Personal Greeting or recording a message You can also choose what happens if a caller does not dial anything after the Personal Greeting No DTMF Input Operation as follows Message Recording The caller will be guided to leave a message Disconnect All Day The line
68. from their telephones until the System Administrator enables the relevant settings and sets a password The System Manager and Message Manager always need to enter this password to access the VPS The System Administrator can also choose to set a default password for subscribers mailboxes If this setting is enabled a default password is automatically assigned when mailboxes are created Programming Manual References 2 8 System Security 2 4 9 System Backup Restore Description Allows the System Administrator to back up or restore the following data as individual files Program System Parameters System Prompts Mailbox Prompts and Mailbox Messages Manual Backup performs the backup of the specified data Backup data can be saved as a file Backup History displays the backup record Description Completion Status Date amp Time and Total Elapsed Time Restoration of Backup Data restores the backup data as a specified type of file Programming Manual References 1 8 2 Utility System Back Up 2 4 10 Time Synchronisation DPT Integration Only Description Allows the PBX to set the time and date of the VPS automatically Time Synchronisation occurs during Auto Configuration and each time the PBX time and date setting is updated 2 4 11 Utility Description Allows the System Administrator to access essential VPS functions Feature Manual 65 2 4 System Setting Features Installation Manual References 7 4 Utility
69. g in to the Main Menu e Press 2 to set Message Waiting Notification SS Press 2 to change the Device Status 4 Enter the device number 1 3 90 Feature Manual 3 2 Message Manager s Guide Note e fatelephone number has not been assigned to the selected device number you cannot set the device status See Assigning Notification Numbers to assign a telephone number 5 Press 1 or 2 to select the message type es 1 Notify of all messages e 2 Notify of urgent messages 6 Press 1 2 or 3 to select when the device will be used for message notification e 1 Schedule notification is sent each time a message is received but only during the times programmed by the System Administrator e 2 Continuously notification is sent each time a message is received e B Not Use notification is never sent Assigning Notification Numbers A maximum of 3 telephone or beeper numbers can be set for message notification Use the number keys 0 to 9 and the Beeper Callback Number Display Entry Code X to make these assignments When the Beeper Callback No Entry Code is added at the end of a beeper number the VPS will ask the caller to enter the callback number that will be displayed on the beeper System Programming determines if the Callback Number Entry is to be entered before after or without the message It is also possible to have the caller select whether or not he or she wishes to enter a cal
70. he desired forwarding setting es 1 FWD All e 2 FWD Busy e 3 FWD No Answer e 4 FWD Busy or No Answer e 5 FWD to CO Go to Step 6 e 6 FWD Cancel Go to Step 9 100 Feature Manual 3 2 Message Manager s Guide 4 Enter the extension number 5 Confirm the entry is correct then press 2 to accept it Go to Step 10 Note e Press 1 to change the extension number Return to Step 4 6 Press 1 or 2 to select telephone number 1 or telephone number 2 go to Step 8 or press 3 to select another telephone number 7 Enter the telephone number using 0 9 and x Note e Please make sure you begin the telephone number with a Trunk Access number to seize a trunk e When connected to the KX TD500 or the KX TDA series the maximum number of characters allowed to be entered is 24 when connected to any other KX T series PBX 16 8 Confirm the entry is correct then press 2 to accept it Go to Step 10 Note e Press 1 to change the telephone number Return to Step 6 9 Call Forwarding is cancelled Press 2 to accept it 10 The new settings are transmitted to the PBX If the forwarding setting or cancelling has been completed properly you will hear Call forwarding accepted or Call forwarding is cancelled Note e Ifthe VPS announces Call Forwarding not accepted Please check the destination number the forwarding setting has not been completed properly at the PBX possibly because
71. ic KX T7630 KX T7633 KX T7636 KX NT 136 Requires upgrade of the KX TDA series PBX For more information consult your dealer The Service Access Command can not be used while using VM Menu The number of subscribers that can access VM Menu at the same time is limited If too many subscribers try to access VM Menu it will not operate properly lower the number of ports to be able to access VM menu see Number of Ports for VM Menu Service in Programming Manual Some features during message playback may not be available while using VM Menu In order to use these features you need to set No for VM Menu in the Class of Service COS settings and use in the Voice Prompt mode Programming Manual References VM Menu in 2 2 2 Personal Options VM Menu in 2 5 4 Parameters Subscriber s Manual References 1 1 Introduction to the VPS Feature Manual 61 2 4 System Setting Features 2 4 System Setting Features 2 4 1 Auto Configuration APT DPT Integration Only Description Simplifies initial system setup by automatically creating mailboxes in the VPS to correspond to the extensions connected to the PBX Also sets the time and date to match the time and date set for the PBX 2 4 2 Custom Service Builder Description Allows the System Administrator to create Custom Services visually using KX TVM Maintenance Console Each Custom Service and its functions can be edited arranged using a familiar drag and drop interface
72. ill be enabled automatically after Caller ID numbers DID number or trunk number are assigned The trunk numbers and DID number can be assigned by the System Administrator only e When this feature is activated Toll Saver is also available e DID number setting for this feature is only available for the following PBXs using DPT Integration KX TD500 Software production date code 040901 or later KX TD500C Q951AB or higher KX TD500RU Q971AB or higher all other Q271AD or higher KX TDA series Version 1 1 or higher Programming Manual References 2 1 10 Automatic Log in Toll Saver in 2 4 3 Parameters Feature Manual References 2 3 31 Toll Saver APT DPT Integration Only Subscriber s Manual References 5 16 Assigning Your Telephone Numbers for Remote Automatic Log in and Toll Saver 2 3 3 Autoplay New Message Description Enables the VPS to play new messages automatically when a subscriber or the System Manager Message Manager logs into his or her mailbox There is no need to press 1 to receive the new messages If there is more than one new message in the mailbox they will be played continuously without system prompts The Subscriber s Service Top Menu will be heard after all of the messages are played 40 Feature Manual 2 3 Subscribers Features Conditions e f one of the assigned keys as a selection key for the Message Receive Option Menu is pressed the selected option will be activated after that
73. ing Notification External Message Delivery Auto Forwarding to multiple mailboxes simultaneously Default Setting A parameter defined for the VPS at the factory which can be changed through system programming by the System Administrator or the System Manager Delayed Ringing There are 2 kinds of delayed ringing applications 1 The VPS is used as the no answer destination for the Intercept Routing feature of your PBX 2 DIL 1 N trunk to several extensions terminates on telephones and VPS ports To give the telephone users a chance to answer calls the VPS lines should be programmed for delayed ringing Otherwise the VPS will answer the calls immediately Feature Manual 107 Delete Message Confirmation The VPS requests confirmation from the subscriber before erasing a message left in his or her mailbox Delivery Time The time specified by the subscriber for the VPS to deliver a prerecorded message Subscribers can specify the delivery time when leaving messages for other subscribers or when sending a message via External Message Delivery DID Call Routing Available with DPT Integration only The VPS automatically sends calls from preprogrammed DID numbers to a specified extension mailbox including Mailbox Group or Custom Service DPT Integration Digital integration between the VPS and certain KX T series PBXs Requires upgraded software in the PBX When the VPS and PBX use DPT Integration voices and data are sent
74. inistrator has enabled this feature Setting Notification by Message Waiting Lamp The VPS lights the message waiting lamp on the Message Manager s extension when a new message is recorded in the Message Manager s mailbox Note e Extensions assigned as operators can be called by dialling 0 however when setting this feature the extension number not 0 must be specified e When a proprietary telephone with 6 line display is used the number of new unplayed messages will be displayed while the message waiting lamp is lit This feature is only available when the VPS is connected to a Panasonic KX T series PBX using DPT Integration see DPT Integration in the Glossary 1 Log in to the Main Menu 2 Press 2 to set Message Waiting Notification 3 Press 1 to change the Message Waiting Lamp Notification Status 4 Press 1 to change the Message Waiting Lamp Notification Status or 2 to accept it Setting Notification by External Device The VPS calls the preprogrammed telephone number or beeper pager when a new message is recorded in the Message Manager s mailbox Set the following parameters as needed Setting Device Status For each device the notification is enabled or disabled according to a preset schedule The Message Manager can enable a device according to a schedule The System Administrator must accomplish this task see Time Frame 1 2 MON SUN in 2 1 4 Notification Parameters in Programming Manual 1 Lo
75. iority over other messages in a mailbox i e they will be played first if First Playback Urgent Messages is set to Yes for the subscriber s Class of Service COS If Only Urgent Messages is set as the Notification Type for the subscriber s mailbox Message Waiting Notification will be activated only when an urgent message is received When a message is sent using a Group Distribution List the message can be specified as Urgent for all group members but not for individual members only Programming Manual References Notification Schedule in 2 1 4 Notification Parameters First Playback Urgent Messages in 2 2 2 Personal Options Feature Manual 2 3 Subscribers Features 2 3 36 VM Menu DPT Integration Only Description Allows a subscriber to access subscriber services retrieving messages changing mailbox settings etc by following visual prompts guidance on the display of a proprietary telephone PT The subscriber can access and operate each item by using the PT s Navigator Key or soft buttons When using VM Menu only the guidance will be displayed system prompts will not be heard unless playing a message or confirming a recorded message Conditions This feature is only available when Yes is set for VM Menu in the Class of Service COS settings This feature is only available when the VPS is connected to a KX TDA series PBX MPR Version 2 2 using DPT Integration the subscriber is using a Panason
76. is announced Press 1 2 or 3 to change the current setting Subscriber Service Receiving Message or None b Confirm the entry is correct then press 4 to accept it Mailbox Capacity Warning 17 a The current setting is announced Press 1 to change the current setting b Enter the warning threshold 1 60 min or 0 None Cl Confirm the entry is correct then press 2 to accept it Personal Options These are settings which enable or disable certain features by COS Follow the steps detailed below to set the following parameters e Delete Message Confirmation e Caller ID Callback e Remote Call Forward to CO 2 e Play System Prompt after Personal Greeting e Use Call Waiting on Busy e Message Cancel for Live Call Screening es VM Men e Personal Greeting for Caller Ir e Caller ID Screen e Call Transfer to Outsider 76 Feature Manual 3 1 System Manager s Guide e Subscriber Tutorial e Notify of Transfer e Directory Listing e Auto Receipt e Autoplay New Message e First Playback Urgent Messages e Announce Message Transferred Information e Caller ID Number Announcement e Announce Option Menu After Erasing Messages e New Message Length Announcement 1 Not available for COS No 63 Message Manager and COS No 64 System Manager 2 Not available for COS No 64 System Manager Note e Ifthe VPS is being programmed via KX TVM Maintenance Console the System Manager cannot set
77. istrator can change the Service Mode Once it is changed the setting is retained even after if the VPS is shutdown Note If the VPS is being programmed via KX TVM Maintenance Console the System Manager cannot change the Service Mode The VPS will announce Sorry this function is not available Assigning the Service Mode There are following Service Modes available Note Automatic Mode Incoming calls will be handled by the Call Service assigned to the current time mode Manual Day Mode Incoming calls will be handled by the Call Service assigned to the day mode regardless of the time of day Manual Night Mode Incoming calls will be handled by the Call Service assigned to the night mode regardless of the time of day Manual Lunch Mode Incoming calls will be handled by the Call Service assigned to the lunch mode regardless of the time of day Manual Break Mode Incoming calls will be handled by the Call Service assigned to the break mode regardless of the time of day PBX Control Mode The VPS will switch time modes according to when the PBX changes time modes and incoming calls handled by the Call Service assigned to the current time mode This mode is available only with APT DPT Integration If this mode is selected when using other integration types the VPS will operate in Automatic Mode Depending on the model and or the software version of the connected PBX PBX Control Mode may not function properly For more informa
78. lar to an alarm clock the telephone will ring at the set time once or daily as set by the subscriber or message manager A special dial tone or prerecorded message will be heard by the subscriber when going off hook to answer the Timed Reminder Conditions e The time format 12 or 24 hour used when setting the Timed Reminder is determined by the following settings when setting via VM Menu feature the time format is determined by the System Clock see System Date Time in 2 5 4 Parameters in the Programming Manual when setting via System Guidance the time format is determined by the setting of Position of AM PM in Time Stamp see 2 5 4 Parameters in Programming Manual e A subscriber must have his or her own extension in order to use this feature e Extensions assigned as operators can be called by dialling 0 however when setting this feature the extension number not 0 must be specified e This feature is only available when the VPS is connected to a KX TDA series PBX MPR Version 2 1 or higher using DPT Integration Programming Manual References 2 5 4 Parameters Feature Manual References 3 2 8 Setting the Timed Reminder Feature Manual 57 2 3 Subscribers Features Subscriber s Manual References 5 18 Timed Reminder 2 3 31 Toll Saver APT DPT Integration Only 58 Description Allows a subscriber to check his or her mailbox from preprogrammed Caller ID numbers DID number or the telephone numbe
79. lback number The System Manager must authorise the use of the Beeper Callback No Entry Code zech D Log in to the Main Menu 2 Press 2 to set Message Waiting Notification 3 Press 3 to assign a telephone beeper pager number 4 Press 1 to change the first telephone number 2 to change the second telephone number or 3 to change the third telephone number 5 Press 1 to set the telephone number 6 Enter the telephone number 7 Press 2 to accept the entry e 1 Change the telephone number Feature Manual 91 3 2 Message Manager s Guide 92 2 Accept 3 Review 4 Add more digits 5 Insert a pause 6 Insert a wait for dial tone 7 Insert a beeper display command 8 Press 1 to be notified by telephone or 2 by beeper pager Feature Manual 3 2 Message Manager s Guide 3 2 4 Customising the Message Manager s Mailbox The Message Manager is able to customise the Message Manager s mailbox by specifying 1 the password 2 the extension numbers of Operator 1 2 and 3 or 3 Telephone numbers 1 and 2 as the call forwarding destinations when Remote Call Forwarding is set to a trunk Note e Ifthe VPS is being programmed via KX TVM Maintenance Console the Message Manager cannot customise his or her mailbox The VPS will announce Sorry this function is not available Message Manager s Password The Message Manager can change the password at any time using the telephone
80. lear subscriber passwords when they are forgotten set Class of Service parameters set the System Clock etc System Prompt Recorded voice guidance messages that help subscribers and callers use VPS features Over 1000 prompts are prerecorded in the VPS The System Administrator and Message Manager can rerecord prompts as necessary The System Administrator and the Message Manager can turn system prompts on and off as needed Each system prompt has a unique number System Report The System Administrator or the System Manager can generate various System Reports to monitor the status of the VPS System Security By default the System Manager and Message Manager cannot access the VPS from their telephones until the System Administrator sets their passwords and allows them to access the VPS via their telephones The System Manager and Message Manager must always enter their passwords in order to access the VPS The System Administrator can also choose to set a default password for subscriber s mailboxes If this setting is enabled a default password is automatically assigned when mailboxes are created Temporary Personal Greeting A special greeting that if recorded by a subscriber is heard by callers instead of the subscribers other Personal Greetings Often used to inform callers of a temporary absence A common example might be This is name I m out of the office this week Time Synchronisation Available with DPT Integration only
81. lers can review and edit messages before leaving them in a mailbox Subscribers can send messages to an individual or to several mailboxes at once Extension users can also receive verification when messages they send to other subscribers have been received Receiving Messages Subscribers can receive messages from outside callers and other subscribers The total amount of recording time for all messages as well as the maximum length of each message may be limited by the subscriber s Class of Service COS The VPS can notify subscribers when they have new messages by sending a beeper pager page an e mail and even by calling subscribers home or mobile phones For subscribers who are on premises the VPS can also light the message waiting lamp on their extension telephones Subscribers can choose their preferred notification method If the VPS is connected to the PBX using APT DPT Integration subscribers can press a preprogrammed button to record their telephone conversations into their own mailboxes or into other subscribers mailboxes 8 Feature Manual 1 2 System Administration Management and Use 1 2 System Administration Management and Use 1 2 1 System Administration Description System administration programming diagnosis system prompt administration etc can be performed with a PC running the KX TVM Maintenance Console software For more information refer to the Programming Manual 1 2 2 System Management De
82. ly available when the VPS is connected to a Panasonic KX T series PBX using DPT Integration Programming Manual References System Clock in 2 5 4 Parameters Feature Manual References 3 1 4 Setting the System Clock 3 2 5 Setting the System Clock 36 Feature Manual 2 2 System Features 2 2 44 System Prompts Description Are announcement that instruct a caller A maximum of 10 KX TVM200 or 3 KX TVM50 languages can be stored as system prompts The name of each language can be stored as well When the System Administrator selects a language for the system settings the desired language can be selected using this name label data Primary can be specified by selecting one of the stored languages and become the default setting unless other language is selected in the system setting Note e System prompts can be changed or turned on off system prompts data in each language can be imported as WAV files and each imported system prompt can be recorded in the System Administrator s own voice see 1 8 3 Utility System Prompts Customisation in Programming Manual e For KX TVM50 only In order to leave more time for recording the System Administrator is also able to delete the specific System Prompt or the installed language used for System Prompts see 1 8 3 Utility System Prompts Customisation in Programming Manual Programming Manual References Prompt Mode in 2 2 1 Class of Service Prompt Setting in 2 5 4 Parameters
83. mber If the VPS is being programmed via KX TVM Maintenance Console the Message Manager cannot record all system messages menus voice labels system prompts and system caller names The VPS will announce Sorry this function is not available On Hold Announcement Menu maximum length 6 min With this menu callers in a queue can listen to the announcement or music while they are on hold Recording Menus and Voice Labels Log in to the Main Menu 2 Press 5 to modify messages 3 Select the desired number to be recorded e 1 Record the Company Greetings 96 Feature Manual 3 2 Message Manager s Guide e 2 Record the Company Name e 3 Record the Custom Service Menus e DI Record the Voice Labels for Mailbox Groups e 6 Record the Multilingual Selection Menu e 8 Record the On Hold Announcement Menu 4 For the item selected in Step 3 follow these steps e For the Company Greetings Enter the Company Greeting Number 1 32 e For the Company Name Go to Step 5 e For the Custom Service Menus Enter a Custom Service Number 1 100 Enter 0 to record the Custom Service exit prompt e For the Voice Labels Enter a Mailbox Groups number to be labelled The System Administrator assigns list numbers e For the Multilingual Selection Menu Go to Step 5 e For the On Hold Announcement Menu Go to Step 5 The VPS plays the current message Press 1 to change the message If a message has
84. n time a maximum of 30 days or 0 Unlimited Cl Confirm the entry is correct then press 2 to accept it Saved Message Retention Time 7 a The current setting is announced Press 1 to change the current setting b Enter the retention time a maximum of 30 days or 0 Unlimited c Confirm the entry is correct then press 2 to accept it Message Length 8 a The current setting is announced Press 1 to change the current setting b Enter the message length 1 60 min or 0 Unlimited Cl Confirm the entry is correct then press 2 to accept it Mailbox Capacity Maximum Message Time 9 a The current setting is announced Press 1 to change the current setting b Enter the total message time KX TVM200 1 600 min or 0 Unlimited KX TVM50 1 120 min or 0 Unlimited Cl Confirm the entry is correct then press 2 to accept it Message Retrieval Order 10 a The current setting is announced Press 1 to change the current setting LIFO or FIFO b Confirm the entry is correct then press 2 to accept it Feature Manual 3 1 System Manager s Guide Prompt Mode 11 a Thecurrent setting is announced Press 1 to 10 KX TVM200 or press 1 to 3 KX TVM50 to change the desired mode KX TVM200 e 1 System 1 Prompt e 2 System 2 Prompt e 3 System 3 Prompt e HI System 4 Prompt es 5 System 5 Prompt e 6 System 6 Prompt e 7 System 7 Prompt es 8 System 8 Prompt es 9 System 9
85. nal use only All other reproduction in whole or in part is prohibited without the written consent of Panasonic Communications Co Ltd 2005 Panasonic Communications Co Ltd All Rights Reserved PSQX3301WA KK0105KY3065
86. never been recorded and is currently turned off in Utility by the System Administrator e Press 8 to turn off the specified prompt Return to Step 6b e Press 4 to accept Return to Step 6b e Erased prompts can be restored if they were backed up using KX TVM Maintenance Console refer to 1 8 2 Utility System Back Up in Programming Manual For KX TVM50 You can restore the original system prompts included with the KX TVM50 using the included CD ROM For KX TVM200 The original system prompts included with the KX TVM200 are retained in the hard disk drive and are restored automatically when the current prompt is erased e Record a prompt after the tone and press 1 to end recording f Press 2 to accept the recorded prompt e Press 1 to review the recorded prompt e Press 8 to erase the recorded prompt and try again Return to Step 6e e Press X to erase the recorded prompt and exit Return to Step 6b g Repeat steps 6b to 6f to record other prompts 7 To change all prompts one after another a Press 2 b Enter the prompt number you want to change c The VPS announces the prompt number d Press 1 to change the prompt e Press 2 to go to Step 7g e Press 8 to turn off the prompt e Record a prompt after the tone and press 1 to end recording f Press 2 to accept the recorded prompt e Press 1 to review the recorded prompt e Press 8 to erase the recorded prompt and try again Return
87. ng Messages Subscriber s Manual References 4 4 Receiving External Delivery Messages 2 2 14 Company Name Description Is used by External Message Delivery Service when the intended receiver enters the password incorrectly 3 times The VPS announces the Company Name so that the receiver realises what company placed the call to him or her Feature Manual References 3 2 6 Recording Messages Feature Manual 21 2 2 System Features 2 2 15 Covering Extension Description Forwards calls to a second extension when the first extension s subscriber is not available to take the call The caller can also access the Covering Extension by pressing 0 while a Personal Greeting is being played or while leaving a message Programming Manual References Covering Extension in 2 1 3 Mailbox Parameters Subscriber s Manual References 5 3 Assigning Your Covering Extension 2 2 16 Custom Service Description Allows callers to perform specific functions by pressing dial buttons on their telephones while listening to voice guidance Custom Service Messages Custom Services allow callers to connect themselves to an extension mailbox Mailbox Group operator fax machine etc without the assistance of an operator Custom Service Messages Press 1 for Sales press 2 for Service etc can be recorded by the System Administrator or the Message Manager and can be recorded in several languages if needed The System Administrator can
88. nistrator can choose The appropriate company greeting for each time mode Day Night Lunch and Break of each call service The default company greeting is the System Greeting The desired Incoming Call Service for each time mode of each call service The default service is Automated Attendant service The assignment of the Service Group for each Port Trunk e Ifthe VPS is being programmed via KX TVM Maintenance Console the System Manager cannot change the Company Greeting and Incoming Call Service Setting The VPS will announce Sorry this function is not available Changing Service Group Setting 1 Log in to the Main Menu 2 Press 4 for Other Features 3 Press 5 to change Port Trunk setting 4 Press 2 to change Service Group setting 5 Enter the Service Group Number 1 8 6 Press 1 2 3 or 4 to choose the desired Time Service period entry e 1 Day Time service e 2 Night Time service e 3 Lunch Time service e HI Break Time service 7 Press 1 to change the Company Greeting or 2 to change the Incoming Call Service 8 The current setting is announced Press 1 to change the setting or 2 to accept it If you press 1 go to Step 9 for the Company Greeting setting or go to Step 11 for the Incoming Call Service setting 9 Press 1 2 or 3 to choose the desired setting entry e 1 To select a Company Greeting number Feature Manual 81 3 1 System Manager s Guide
89. o the next operator Operator 2 or 3 1 Assignable for Operator 1 2 and 3 2 Assignable for Operator 1 and 2 Programming Manual References No Answer Coverage Mode in 2 4 3 Parameters 2 2 35 On Hold Announcement Menu Description Allows callers other than the first caller in a queue to listen to a prerecorded announcements or music The On Hold Announcement Menu can be recorded by the System Administrator with a telephone while using KX TVM Maintenance Console or by importing WAV files and also by the Message Manager using a telephone When the On Hold Announcement Menu is recorded this feature is automatically enabled Programming Manual References 1 8 3 Utility System Prompts Customisation Feature Manual References 3 2 6 Recording Messages 32 Feature Manual 2 2 System Features 2 2 36 Operator Service Description Allows callers to request a live operator by pressing 0 on the telephone keypad A maximum of 3 operators can be specified to receive calls in the Day Night Lunch and Break Modes Programming Manual References Operator Service in 2 4 3 Parameters Feature Manual References Operator s Extensions in 3 2 4 Customising the Message Manager s Mailbox 2 2 37 PIN Call Routing Description Allows the System Administrator to store a maximum of 200 PIN Personal Identification Number max 20 digits numbers and assign a destination extension mailbox or Custom Service to each PIN
90. of the page Conditions e If the same telephone number is programmed for both the system and personal caller name announcement the VPS will announce the personal caller name e To utilise this feature follow the procedure below 1 Open KX TVM Maintenance Console Click Class of Service select a COS number to edit and click Edit COS In COS Parameters select an Intercom Paging Group 1 32 All in Intercom Paging Group 1 32 All If set to All the Intercom Paging feature is activated for all 2 In KX TVM Maintenance Console click System Parameters and select Parameters in the bottom of the screen In Intercom Paging Parameters adjust No Answer Time for Intercom Paging 1 30 s to your preference For the Intercom Paging Group you selected in Step 1 set the Paging Code for All Groups or the selected group Programming Manual References Intercom Paging Group in 2 2 1 Class of Service Intercom Paging Parameters in 2 5 4 Parameters Feature Manual 27 2 2 System Features 2 2 26 Interview Service Description Allows the VPS to interview a caller by playing a series of prerecorded questions and recording the caller s responses Subscribers are able to record questions directly into their interview mailboxes Installation Manual References 6 2 3 Interview Service Programming Manual References Interview Mailbox in 2 1 3 Mailbox Parameters Feature Manual References Creating and Editing a
91. on Mode Description Determines whether incoming calls are directed to the subscriber s regular mailbox or interview mailbox This mode is effective for Incomplete Call Handling Service when the subscriber s line is busy when the subscriber cannot take the call or when the subscriber has enabled Call Blocking and when the transfer destination of calls is set to a Logical Extension Programming Manual References All Calls Transfer to Mailbox in 2 1 3 Mailbox Parameters Feature Manual References 2 2 26 Interview Service 2 2 28 Logical Extension All Calls Transfer to Mailbox Subscriber s Manual References 5 5 Message Reception Mode 2 2 31 Message Waiting Notification Device Description Automatically calls a preprogrammed telephone number or beeper pager number when subscribers have new messages New messages will be automatically played back when the subscriber answers the call When a beeper pager is called the subscriber must call the VPS and log in to his or her mailbox to listen to the messages Notification can be scheduled either for a maximum of 2 times during any 24 hour period Conditions e Notification can be sent for all messages or for only urgent messages depending on the preprogrammed Notification Type When set to Only Urgent Messages the device is called whenever an urgent message is recorded in the mailbox e Subscribers can programme a maximum of 3 telephones or beepers pagers for use
92. ot 0 must be specified Programming Manual References Message Waiting Notification in 2 5 4 Parameters Feature Manual References 3 2 3 Setting Up Message Waiting Notification Subscriber s Manual References 5 8 Message Waiting Notification 2 2 33 Multilingual Service Description Allows a maximum of 3 languages KX TVM50 or 10 languages KX TVM200 to be used for system prompts The System Administrator can select 3 languages KX TVM50 or 5 languages KX Feature Manual 31 2 2 System Features TVM200 for the multilingual selection menu and assign a key for each language in the menu Callers can select the desired language by pressing the assigned key The language used for system prompts heard by subscribers is determined by Class of Service COS Programming Manual References Prompt Setting in 2 5 4 Parameters Feature Manual References Recording Menus and Voice Labels and Recording System Prompts in 3 2 6 Recording Messages 2 2 34 No Answer Coverage Mode Description Determines how calls will be handled when Operators 1 2 and or 3 do not answer within the time specified for Operator No Answer Time There are 4 options Caller Select Callers may leave a message or call another extension Leave Message Callers may leave a message in the operator s mailbox Disconnect Message Callers are disconnected from the VPS after hearing Thank you for calling Next Operator 2 Callers are transferred t
93. pe in the Notification Schedule setting the Message Waiting Notification is not activated when a Broadcast Message is received Conditions e This feature is only available to the System Manager Feature Manual References Delivering Messages to All Mailboxes Broadcasting Messages in 3 1 7 Delivering Messages 2 2 5 Busy Coverage Mode Description Specifies how the VPS will handle calls to an operator when the line is busy The Busy Coverage options that are available include Hold No Answer Coverage Call Waiting and Disconnect Message Feature Manual 15 2 2 System Features Programming Manual References Busy Coverage Mode in 2 4 3 Parameters 16 Feature Manual 2 2 System Features 2 2 6 Call Services Description Include a series of both incoming and outgoing call services Incoming Call Services Automated Attendant Service Voice Mail Service Interview Service Custom Service Outgoing Call Services Message Waiting Notification and External Message Delivery Programming Manual References Call Service in 2 3 1 Service Group 2 2 7 Call Transfer to Outside Description Enables the VPS to transfer a call to a trunk from the following services Custom Service Call Transfer Service Personal Custom Service Caller ID Callback Conditions e This feature is not supported when the PBX cannot transfer incoming trunk calls to a trunk The following PBXs do not support this fea
94. personal caller name Programming Manual References Number of CIDs for Caller Name Announcement in 2 2 1 Class of Service Feature Manual References 3 1 3 Setting Class of Service COS Parameters Subscriber s Manual References 5 11 Personal Caller Name Announcement 2 2 11 Caller Name Announcement System APT DPT Integration Only Description Allows the System Administrator to store a maximum of 200 telephone numbers and record a caller name for each telephone number The caller name is announced when playing a message in their mailbox from one of the preprogrammed callers when the VPS transfers a call to the subscriber from one of the preprogrammed callers Caller ID Screening and when the VPS pages the subscriber by intercom Intercom Paging Conditions e ifthe same telephone number is programmed for both the system and personal caller name announcement the VPS will announce the personal caller name Programming Manual References 2 5 3 System Caller Name Announcement Feature Manual 19 2 2 System Features Feature Manual References 3 1 3 Setting Class of Service COS Parameters Recording System Caller Names in 3 2 6 Recording Messages 2 2 12 Class of Service COS Description Each mailbox is assigned a Class of Service COS that determines the set of services that are available to its subscriber There are 64 classes Mailboxes can be assigned to their own or to the same COS as needed COS No
95. ption is programmed into the VPS The VPS can forward the callback number to a beeper pager Programming Manual References 2 1 4 Notification Parameters Message Waiting Notification in 2 5 4 Parameters Feature Manual References 3 2 3 Setting Up Message Waiting Notification Feature Manual 43 2 3 Subscribers Features 2 3 7 Caller ID Callback APT DPT Integration Only Description Enables a subscriber to call back a message sender with the Caller ID number attached to the message Installation Manual References Transfer to Outside Parameters in 5 2 3 PBX Interface Parameters Programming Manual References Caller ID Callback in 2 2 2 Personal Options Caller ID Callback in 2 5 4 Parameters Feature Manual References 2 2 7 Call Transfer to Outside 2 3 8 Calling a Beeper Pager Description Allows a subscriber to be notified by a beeper pager when he or she has messages If the beeper pager has a display it is possible to send it a callback number The callback number can be recorded when a caller leaves a message If the caller does not leave a callback number the System Callback No or the caller s number if it is received through a telephone company s Caller ID service will be sent instead Conditions e To utilise this feature follow the procedure below 1 Open KX TVM Maintenance Console Click Mailbox Setting select a mailbox to edit and click Edit Mailbox In Notification Paramete
96. r make one selection from the available options in Beeper Callback No Entry Mode 2 In Notification Parameters edit Notification Schedule click Click to edit then enter the beeper pager number under Dial Number make sure to enter the connected PBX s Trunk Access number before the beeper number for dialling outward then enter an X after the beeper number the X is for the caller to enter his or her number as the callback number which will appear on your beeper later Finally select Beeper in Type of Device Programming Manual References 2 1 4 Notification Parameters System Callback No in 2 5 4 Parameters 44 Feature Manual 2 3 Subscribers Features 2 3 9 Delete Message Confirmation Description Requests confirmation from the subscriber before erasing a message left in the mailbox Conditions e When messages are deleted they will be retained until the end of the next day e This feature is only available when Yes is set for Delete Message Confirmation in the Class of Service COS settings Programming Manual References Delete Message Confirmation in 2 2 2 Personal Options Feature Manual References 3 1 3 Setting Class of Service COS Parameters 2 3 10 External Message Delivery List Description Allows a subscriber to send a message to outside parties and or extensions with a single operation One subscriber can maintain up to 2 lists with a maximum of 8 entries on each Featur
97. r specified to the preprogrammed trunk number without incurring telephone charges Conditions e DID number setting for this feature is only available for the following PBXs using DPT Integration KX TD500 Software production date code 040901 or later KX TD500C Q951AB or higher KX TD500RU Q971AB or higher all other Q271AD or higher KX TDA series Version 1 1 or higher Programming Manual References 2 1 10 Automatic Log in Toll Saver in 2 4 3 Parameters Feature Manual References 2 3 2 Automatic Log in APT DPT Integration Only Subscriber s Manual References 5 16 Assigning Your Telephone Numbers for Remote Automatic Log in and Toll Saver Feature Manual 2 3 Subscribers Features 2 3 32 Two way Record APT DPT Integration Only Description Allows a subscriber to record the conversation that he or she is having with a caller The recording is stored in the subscriber s mailbox Note e You should inform the other party that the conversation will be recorded before beginning to record any telephone conversation Installation Manual References 4 3 8 Two way Recording TWR Button Assignment 4 3 14 Two way Recording TWR into Mailbox 4 9 9 Two way Recording Button Assignment 4 9 15 Two way Recording into Mailbox Subscriber s Manual References 5 13 Recording Your Conversations 2 3 33 Two way Transfer APT DPT Integration Only Description Allows a subscriber to record the conversation tha
98. rcom Paging and when callers use the Dialling by Name feature Second the System Administrator can assign a text name for each subscriber This allows callers to dial subscribers extension s by name Dialling by Name rather than by number For example a caller can dial S M I T Smith rather than Smith s mailbox number which can be hard to remember Password A combination of numbers that protects a subscriber s mailbox from unauthorised access If forgotten the System Administrator or the System Manager can clear it so that the subscriber can select a new password Personal Custom Service Similar to a Custom Service allows callers to perform specific functions by pressing dial buttons on their telephones while listening to the subscriber s Personal Greeting Message A subscriber s Personal Custom Service can allow callers to connect themselves to another extension mailbox outside telephone such as the subscriber s mobile phone etc without the assistance of an operator Each subscriber can create his or her own Personal Custom Service Feature Manual Personal Greetings Subscribers can record 3 greeting messages that greet callers who are directed to their mailboxes The Personal Greeting heard by callers depends on the status of the subscriber or VPS No Answer Greeting Heard by callers when the subscriber does not answer Busy Signal Greeting Heard by callers when the subscriber is busy After Hours Greeting Heard by
99. rding to their Class of Service COS Conditions e The System Administrator can change the Name Entry Mode first last or full name entry in Service Settings Programming Manual References First Name and Last Name in 2 1 3 Mailbox Parameters Directory Listing in 2 2 2 Personal Options Feature Manual 23 2 2 System Features 2 2 19 DID Call Routing DPT Integration Only Description Allows the System Administrator to store a maximum of 200 DID numbers and assign a specific destination extension mailbox Mailbox Group or Custom Service to each telephone number When a DID number is received that matches one of the stored telephone numbers the call is automatically directed to its destination Conditions e The Company Greetings will not be played for callers when calls are routed by this feature e This feature is only available for the following PBXs using DPT Integration KX TD500 Software production date code 040901 or later KX TD500C Q951AB or higher KX TD500RU Q971AB or higher all other Q271AD or higher KX TDA series Version 1 1 or higher Programming Manual References 2 4 1 Caller ID DID PIN Call Routing 2 2 20 E mail Integration Description Enables subscribers including the message manager to be notified by e mail when they have new messages The notification will contain the message sender s information the length of the message and the number of messages new old Subscri
100. rty ID General Delivery Mailbox A special mailbox that is maintained by the Message Manager If a caller does not have a DTMF compatible telephone the caller cannot dial numbers in order to connect himself or herself to an extension or mailbox Callers who do not dial any numbers can be directed to the General Delivery Mailbox Periodically daily is best the Message Manager should transfer messages in the General Delivery Mailbox to the appropriate subscriber mailboxes Hash Sign The key on the telephone keypad Also known as the pound sign Immediate Reply Allows the message recipient to reply to a message without specifying the extension number or the mailbox number of the sender Inband Integration When the VPS and PBX use Inband Integration voices are sent using analogue technology and data is sent using analogue DTMF tones The PBX informs the VPS of the status of extensions by sending DTMF tones and Call Progress tones to the VPS Many features such as Intercom Paging Live Call Screening LCS etc are not available with Inband Integration Incomplete Call Handling Service Calls are considered incomplete when is the called extension does not answer is busy or has set Call Blocking Incomplete Call Handling can handle calls in 7 different ways Each subscriber can specify the options available to callers when their calls are incomplete 1 leave a message in the subscriber s mailbox 2 transfer to the su
101. s an assigned mailbox Subscriber Tutorial Guides subscribers through the mailbox configuration process the first time they access their mailboxes The subscriber s password owner s name and Personal Greetings can be configured using the Subscriber Tutorial System Administration Includes system programming diagnosis system prompt administration etc They are performed by the System Administrator using a PC running the KX TVM Maintenance Console software System Administration can be performed locally on site by connecting to the VPS via USB or LAN or remotely off site by connecting to the VPS via the optional modem card Feature Manual System Administrator Is the person responsible for programming the most essential VPS settings Unlike the Message Manager and the System Manager who use a telephone to perform their duties the System Administrator uses a PC running the KX TVM Maintenance Console software to program the VPS The System Administrator s handbook is the Programming Manual Only one programming session is possible at a time System External Message Delivery Duration Time Specifies the maximum telephone connection time allowed for External Message Delivery Prevents excessive telephone charges System Manager Mailbox 999 The person who can perform a subset of the items that can be programmed by the System Administrator The System Manager using a telephone connected to the VPS can create delete mailboxes c
102. s of calls to the desired extension or an outside telephone There are 6 forwarding settings available es FWD All Forwards all incoming calls to a specified extension number e FWD Busy Forwards all incoming calls to a specified extension number when the line is busy e FWD No Answer Forwards all incoming calls to a specified extension number when there is no answer e FWD Busy or No Answer Forwards all incoming calls to a specified extension number when the line is busy or there is no answer es FWD to CO Forwards all incoming calls to telephone number 1 or 2 preprogrammed in the Mailbox Setting or to any other telephone number e FWD Cancel Cancels the forwarding setting Note e The Remote Call Forwarding Set feature is only available when the VPS is connected to a Panasonic KX T series PBX using DPT Integration e By default the extension number for the Message Manager s extension assigned for Operator 1 in the Day Mode is 0 However the default setting cannot be used with this feature e FWD to CO must be enabled for the Class of Service COS assigned to the Message Manager see Remote Call Forward to CO in 2 2 2 Personal Options in Programming Manual e FWD to CO must also be enabled in the COS setting in the PBX for the Message Manager Assigning Remote Call Forwarding Set 1 Log in to the Main Menu 2 Press 6 to set Remote Call Forwarding 3 Press 1 2 3 4 5 or 6 to select t
103. scription 1 1 2 The VPS handles incoming and outgoing calls When a call comes in it answers forwards to appropriate extensions takes and stores messages and notifies subscribers when messages are left Subscribers may send and transfer messages to other subscribers within the VPS The VPS is easy to use providing voice guidance referred to as system prompts to callers directing them to press certain buttons to access desired features Unlike handwritten messages or those left with answering services VPS messages are confidential they are stored in a mailbox and retrieved only with the subscriber s password Other advantages of the VPS are clarity and accuracy which are commonly lacking with written messages The messages come directly from the caller in the caller s own voice To further ensure accuracy the VPS allows the sender to correct or change messages before saving them Messages can be erased or transferred by the recipient Basic Features Description Greeting Callers The VPS greets callers with a prerecorded message that includes directions for leaving and editing messages The VPS can list single digit numbers for each available extension or mailbox Callers who know the extension of the person they wish to reach may dial the extension number at any time Callers with rotary phones are transferred to a preprogrammed destination which is normally an operator or the General Delivery Mailbox Sending Messages Cal
104. scription System management can be performed with an extension telephone by the system manager and the message manager For more information see Section 3 Programming Instructions An example of items which are programmed by the system manager include Creating editing deleting and resetting mailboxes Class of Service COS settings Service mode settings Changing the company greeting An example of items which are programmed by the message manager include General Delivery Mailbox maintenance Message notification settings Recording deleting messages system prompts company greetings custom service menus system caller names etc 1 2 3 Subscriber Use Description PBX users who are assigned a mailbox in the VPS are called subscribers Subscribers can customise their mailboxes in the following ways Sets their password Records their names Records Personal Greetings Enters Personal Group Distribution Lists Sets Personal Custom Service Sets Call Transfer Status Sets Covering Extensions Sets Message Reception Mode Sets Incomplete Call Handling Status Sets Message Waiting Notification Records questions for an interview mailbox Feature Manual 9 1 2 System Administration Management and Use 10 Feature Manual Section 2 Features Feature Manual 11 2 1 PBX Integration Features 2 1 PBX Integration Features 2 1 1 Integration Types Description
105. sed on a port and trunk Company Name This is played by the VPS to the intended receiver of an External Delivery Message when he or she is unable to enter correctly the password if a password is required to listen to the message This helps him or her to realise where the call came from and contact the message sender if necessary Covering Extension Allows subscribers to set another extension as the destination for their calls Callers can be directed to the covering extension either by the Incomplete Call Handling feature or by pressing 0 while listening to a subscriber s personal greeting message or while leaving a message Custom Service Builder Allows the System Administrator to create Custom Services visually using KX TVM Maintenance Console Each Custom Service and its functions can be edited and arranged using a familiar drag and drop interface Custom Service Allows callers to perform specific functions by pressing dial buttons on their telephones while listening to voice guidance Custom Service Menus Custom Services allow callers to connect themselves to an extension mailbox Mailbox Group operator fax machine etc without the assistance of an operator The System Administrator can create a maximum of 100 Custom Services Default Mailbox Template Is used as a template when the System Administrator creates consecutive mailboxes It enables the System Administrator to apply basic settings Mailbox Parameters Message Wait
106. t he or she is having with a caller The recording is stored into another subscriber s mailbox Note e You should inform the other party that the conversation will be recorded before beginning to record any telephone conversation Installation Manual References 4 3 9 Two way Transfer TWT Button Assignment 4 3 15 Two way Transfer TWT into Mailbox 4 9 10 Two way Transfer Button Assignment 4 9 16 Two way Transfer into Mailbox Subscriber s Manual References 5 13 Recording Your Conversations Feature Manual 59 2 3 Subscribers Features 2 3 34 Unlimited Message Length Description Allows subscribers to record for an unlimited length of time when recording two way conversations into their own or another subscriber s mailbox Two way Record or Two way Transfer The maximum recording time for other messages will automatically be set to 60 min To allow unlimited recording time the Message Length parameter must be set to Unlimited for the subscriber s Class of Service COS Programming Manual References Message Length in 2 2 1 Class of Service Feature Manual References 2 3 32 Two way Record APT DPT Integration Only 2 3 33 Two way Transfer APT DPT Integration Only 3 1 3 Setting Class of Service COS Parameters 2 3 35 Urgent Message 60 Description Allows subscribers callers and the System Manager to specify a message as Urgent When a subscriber listens to messages urgent messages will be given pr
107. ternal Delivery Messages 2 3 12 Group Distribution List Personal Description Allows a subscriber to simultaneously send a message to several mailboxes using a Group Distribution List This list is established by the subscriber Each subscriber can maintain a maximum of 4 lists with up to 40 entries on each list Feature Manual References 2 3 13 Group Distribution List System Subscriber s Manual References 5 6 Personal Group Distribution Lists 46 Feature Manual 2 3 Subscribers Features 2 3 13 Group Distribution List System Description Allows subscribers and callers to send messages to all mailboxes that belong to the list at once Group Distribution Lists are created by the System Administrator There are 20 group lists available and each group list can have a maximum of 62 members for KX TVM50 or 100 members for KX TVM200 Programming Manual References 2 5 1 Mailbox Group Feature Manual References 3 1 7 Delivering Messages 2 3 14 Incomplete Call Handling Service Description Allows the subscriber to offer callers several service options when the extension is busy or there is no answer Options available for Incomplete Call Handling for Busy or No Answer are Leaving a Message Transfer to Covering Extension Returning to the Automated Attendant Top Menu Intercom Paging APT DPT Integration only Calling a Beeper Pager Custom Service Calling Operators Programming Manual Ref
108. ting notification press 2 To customise your mailbox press 3 To set the clock press 4 To modify message press 5 To set station call forwarding press er To set Timed Reminder press 7 To end this call press X Played only when the VPS communicates with the PBX via DPT integration Feature Manual 87 3 2 Message Manager s Guide 3 2 2 Managing the General Delivery Mailbox One of the Message Manager s functions is to check the General Delivery Mailbox for messages and transfer them to the appropriate mailbox or mailboxes Mailbox Groups may be used This can be done at any time using the telephone Listening to Messages The Message Manager can monitor the status of the General Delivery Mailbox through his or her mailbox He or she can listen to the messages stored in the General Delivery Mailbox and if necessary transfer them to their intended recipients 1 Log in to the Main Menu 2 Press 1 to listen to new messages press 2 to listen to old messages or press 3 to listen to deleted messages 3 The VPS plays each message identifying the sender and indicating when the message was recorded Press 0 to listen to the entire menu e 1 Repeat this Message e 1 1 Replay the Previous Message es 1 2 Play the Next Message e 2 3 Listen to the Message Envelope e 2 5 Resume Bookmark when Bookmark is set e 2 6 Save as new when the new message is listened
109. tion consult your dealer In the Automatic Mode services have the following order of priority Automatic Log in Toll Saver gt Holiday Service gt Caller ID Call Routing gt DID Call Routing gt Trunk Service gt Port Service Automatic Log in Toll Saver has the highest priority In the Manual Modes Day Night Lunch or Break services have the following order of priority Feature Manual 79 3 1 System Manager s Guide Automatic Log in Toll Saver gt Caller ID Call Routing gt DID Call Routing gt Trunk Service gt Port Service Holiday Service are disregarded Follow the steps below to assign a Service Mode to each Service Group 1 8 1 Log in to the main menu 2 Press 4 for other features 3 Press 4 to change Service Mode setting 4 Enter the Service Group number 1 8 5 The VPS announces the current setting Press 1 to change the setting 6 Press 1 2 3 4 5 or 6 to choose the desired Service Mode entry e 1 Automatic Mode e 2 Manual Day Mode es 3 Manual Night Mode e HI Manual Lunch Mode es 5 Manual Break Mode e 6 PBX Control Mode 7 Confirm the entry is correct then press 2 to accept it 80 Feature Manual 3 1 System Manager s Guide 3 1 6 Changing the Company Greeting and Incoming Call Service Setting When the VPS answers calls it greets the callers with a Company Greeting and then activates an Incoming Call Service The System Manager or System Admi
110. tion Only 55 Resetting a Mailbox Password 72 Rotary Telephone Service 35 S Service Access Commands 35 Service Group 36 Service Mode 64 79 Setting Class of Service COS Parameters 73 Setting the System Clock 78 95 Setting the Timed Reminder 102 Setting Up Mailboxes 70 Setting Up Message Waiting Notification 90 Subscriber Tutorial 56 Subscriber Use 9 Subscribers Features 39 System Administration 9 System Administration Management and Use 9 System Backup Restore 65 System Clock 36 78 System Features 14 System Management 9 System Manager s Guide 68 System Prompts 37 System Reports 64 System Security 65 System Setting Features 62 T Temporary Personal Greeting 57 Time Service 37 Time Synchronisation DPT Integration Only 65 Timed Reminder Setting DPT Integration Only 57 Toll Saver APT DPT Integration Only 58 Transferring Messages 88 Trunk Service Universal Port APT DPT Integration Only 38 Two way Record APT DPT Integration Only 59 Two way Transfer APT DPT Integration Only 59 U Unlimited Message Length 60 Urgent Message 60 Utility 65 V VM Menu DPT Integration Only 61 Voice Mail Service 38 Voice Processing System Overview 7 W Whatisa VPS 8 Feature Manual 119 Panasonic Communications Co Ltd 1 62 4 chome Minoshima Hakata ku Fukuoka 812 8531 Japan Copyright This material is copyrighted by Panasonic Communications Co Ltd and may be reproduced for inter
111. to Step 7e e Press X to erase the recorded prompt and exit Go to Step 7g 98 Feature Manual 3 2 Message Manager s Guide g The VPS plays the next prompt number h Repeat Steps 7d to 7g to record other prompts Recording System Caller Names Before recording System Caller Names the associated telephone numbers must first be programmed See 2 5 3 System Caller Name Announcement in the Programming Manual 1 Log in to the Main Menu N Press 5 to modify messages 3 Press 7 to modify system caller names 4 Enter the Caller ID List Number 1 200 to be modified e Enter X to return to Step 3 5 The VPS announces the Caller ID number and its name To change the name press 1 If a name has not yet been recorded for this Caller ID number go to Step 6 e Press 2 to accept the current name Return to Step 4 e Press 8 to erase the current name Return to Step 4 6 Record the name after the tone and press 1 7 The VPS announces the recorded name Press 2 to accept it e Press 1 to change the recorded name Return to Step 6 e Press 8 to erase the recorded name Return to Step 4 8 Repeat Steps 4 7 to record names for other Caller ID List numbers Guidance is Caller Name Announcement number Feature Manual 99 3 2 Message Manager s Guide 3 2 7 Remote Call Forwarding Set The Message Manager can programme his or her extension from a remote location to forward various type
112. ture KX TA series KX TDA series Version 1 1 or later is required Programming Manual References Call Transfer to Outside in 2 2 2 Personal Options Transfer to Outside in 2 5 4 Parameters Feature Manual References 3 1 3 Setting Class of Service COS Parameters Subscriber s Manual References 5 15 Assigning and Cancelling Telephone Numbers for Call Transfer to Outside Line Feature Manual 17 2 2 System Features 2 2 8 Caller ID Call Routing APT DPT Integration Only Description Allows the System Administrator to store a maximum of 200 telephone numbers and assign a specific destination extension mailbox Mailbox Group or Custom Service to each telephone number When Caller ID information is received that matches one of the stored telephone numbers the call is automatically directed to its destination Calls that are Private when the caller s number is not received and Out of Area when the caller is calling from an area that does not support Caller ID can also be directed to a specific extension mailbox or Custom Service Conditions e The Company Greetings will not be played for callers when calls are routed by this feature Programming Manual References 2 4 1 Caller ID DID PIN Call Routing 2 2 9 Caller ID Screening APT DPT Integration Only Description Allows the VPS to announce the name of the caller when transferring a call to an extension from a preprogrammed caller Ex You have a
113. ual Break Mode The Call Service programmed for break mode is used regardless of the current time mode PBX Control Mode The current Call Service used by the Service Group is determined by the settings made for the current time mode day night lunch break The VPS will change time modes according to when the PBX changes time modes APT DPT Integration only Programming Manual References Service Mode in 2 3 1 Service Group Feature Manual References 2 4 7 2 2 42 Service Group 2 2 45 Time Service 3 1 5 Changing the Service Mode Setting System Reports Description There are several System Reports available to the System Administrator to monitor VPS operating status These reports include Mailbox Information Call Account Port Usage HDD Memory Usage Mailbox Usage Fax Call Call Handling Statistic Custom Service Message Status Subscriber Setup Security Information Hourly Statistic E mail The System Administrator can print or export the System Reports The System Reports such as Call Account Port Usage Disk Usage Mailbox Usage and Call Handling Statistic can be printed in tabular form or graph form Installation Manual References 7 5 Reports 64 Feature Manual 2 4 System Setting Features Programming Manual References 2 7 Reports 2 4 8 System Security Description Protects the VPS from unauthorised programming and or use By default the System Manager and Message Manager cannot access the VPS
114. ugh the Automated Attendant rather than calling it directly Automatic Log in Available with APT DPT Integration only Allows subscribers to access their mailboxes directly without entering their mailbox numbers Subscribers can access their mailboxes directly from their extensions or from outside phones by dialling a preprogrammed telephone number either a DID number or a telephone number that reaches the PBX via a preprogrammed trunk or by calling the VPS from a preprogrammed telephone number Caller ID number Feature Manual 105 Autoplay New Message The VPS plays new messages automatically when a subscriber the System Manager or the Message Manager logs in to his or her mailbox Bookmark Enables a subscriber the System Manager or the Message Manager to set a specific point Bookmark in a message and easily resume playback later from that point Call Blocking Allows subscribers to have their calls handled by the Incomplete Call Handling Service without ringing at their extensions Call Screening Allows subscribers to screen calls The VPS prompts the caller with the message Record your name at the tone and records the caller s name The caller is put on hold while the VPS calls the subscriber and plays back the caller s name The subscriber can then decide whether to take the call or not Called Party ID Sometimes referred to as Follow On ID Allows the PBX to dial extra digits to bring the caller directly to
115. ut listening to the system prompts This feature is only available when Yes is set for Autoplay New Message in the Class of Service COS settings see Autoplay New Message in Programming Manual If the VPS is being programmed via KX TVM Maintenance Console the System Manager cannot create or edit mailboxes The VPS will announce Sorry this function is not available To Log in to the System Manager s Mailbox 1 Either dial the extension number for a port connected to the VPS that is set to Voice Mail service or dial the extension number of any port connected to the VPS and enter 6 to change the port to Voice Mail service Please enter your party s mailbox number To enter by name press and 1 If you are using a rotary telephone stay on the line To call the operator press 0 2 Press x then enter the System Manager s mailbox Number 99 999 9999 or 99999 Enter your password followed by Feature Manual 3 1 System Manager s Guide 3 Enter the Password followed by The System Manager Service main menu will be played To receive the message press 1 To deliver a message press 2 To customise your mailbox press 3 For other features press 4 To end this call press X Feature Manual 69 3 1 System Manager s Guide 3 1 2 70 Setting Up Mailboxes The System Manager s primary function is to create mailboxes for new subscrib
116. ve received messages by lighting the Message Waiting Lamp on their PTs by calling a preprogrammed telephone number or by paging a beeper pager Feature Manual 111 112 Multilingual Selection Menu Allows callers to select the language they would like to hear for voice guidance system prompts 3 languages can be selected for the Multilingual Selection Menu of the KX TVM50 5 languages for the KX TVM200 Non Subscriber A caller to the VPS who does not own a mailbox Notification Method see Message Waiting Notification On Hold Announcement Menu Allows callers in a queue to listen to the prerecorded announcement or music while they are on hold One touch Two way Transfer One touch TWT Available with KX TDA series PBXs using DPT Integration only Allows a subscriber to record his or her telephone conversations into another subscriber s mailbox with a one touch operation Operator 3 different extensions can be assigned as operators for each time mode Callers can be directed to an operator when they dial 0 when they have rotary or pulse telephones and thus cannot dial while listening to VPS prompts or when certain VPS features are programmed to direct callers to an operator Owner s Name Each mailbox has an owner s name subscriber name and there are 2 ways that these names are stored in the VPS First subscribers can record their own names the VPS can announces this recorded name during transfers Inte
117. veral callers are holding for the same extension callers are connected to the extension in the order in which they originally called Programming Manual References Call Hold Mode in 2 4 3 Parameters 26 Feature Manual 2 2 System Features 2 2 24 Holiday Service Description Allows the VPS to override the normal settings assigned for the appropriate trunk port service by playing a special holiday greeting Ex Happy New Year Our office is closed today If you wish to record a message please press 1 now A maximum of 20 holidays can be programmed A holiday can be a specific day or range of days Conditions e Holidays cannot overlap Programming Manual References 2 4 2 Holiday Settings 2 2 25 Intercom Paging APT DPT Integration Only Description Allows callers to page subscribers by PBX paging there are different kinds of PBX paging and these can be specified by VPS programming when the subscribers have set Intercom Paging for Call Transfer or when the subscribers have set Intercom Paging for Incomplete Call Handling The caller is briefly placed on hold while the VPS announces the page and until the subscriber answers the page The subscriber can answer the page from any extension using the paging answer code this code is specified in the PBX User Manual If Caller ID information is received and the caller s name has been recorded for the Caller Name Announcement feature the name will be announced at the end
118. y 18 Caller ID Callback APT DPT Integration Only 44 Caller ID Screening APT DPT Integration Only 18 Caller Name Announcement Personal APT DPT Integration Only 19 Caller Name Announcement System APT DPT Integration Only 19 Calling a Beeper Pager 44 Changing Service Group Assignment 82 Changing Service Group Setting 81 Changing the Company Greeting and Incoming Call Service Setting 81 Changing the Service Mode Setting 79 Changing the System Manager s Password 85 Class of Service COS 20 Company Greeting 21 81 Company Name 21 Covering Extension 22 Creating and Editing a Mailbox 70 Custom Service 22 Custom Service Builder 62 Customising the Message Manager s Mailbox 93 D Daylight Saving Time Assignment 23 Default Mailbox Template 62 Delete Message Confirmation 45 Delivering Messages 83 Delivering Messages to All Mailboxes Broadcasting Messages 83 Delivering Messages to Specified Mailboxes 83 Dialling by Name 23 DID Call Routing DPT Integration Only 24 DPT Integration 12 E E mail Integration 24 Extension Group 26 External Message Delivery List 45 External Message Delivery Service 46 118 Feature Manual F Fax Management 26 Features 11 G Glossary 105 Group Distribution List Personal 46 Group Distribution List System 47 H Hold 26 Holiday Service 27 l Inband Integration KX TVM50 only 13 Incomplete Call Handling Service 47 Integration Types 12 Intercom Paging

TVM Voice Mail Admin Manual - BCT Communication Systems Inc.

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