NEC 408 VM User's Manual
Contents
1. See Call Transfer InfoSet 408 Technician s Guide Issue 1 NEC America Inc U UNIDENTIFIED CALLER An individual calling from outside InfoSet 408 VM If a subscriber calls the system and does not enter a personal ID that subscriber is treated as an unidentified caller V Z VOICE MAILBOX The location where InfoSet 408 VM stores messages InfoSet 408 VM gives each extension on the telephone system a separate voice mailbox VOICE NAME The recorded name of a subscriber InfoSet 408 VM plays the voice name in prompts that reguire identification of the source or destination of a message or call See also Recorded Name InfoSet 408 Technician s Guide C 9 D oe a InfoSet 408 VM Voice Processing System TECHNICIAN S GUIDE NEC America Inc Issue 12. Conflicts can be caused by any of the following e Another mailbox ID Another subscriber ID 9 lt extension gt The technician s password The system manager s password The fax extension To add mailboxes for the default range of extensions 1 When the initialization menu begins select action 7 to add a range of mailboxes When InfoSet 408 VM offers to create mailboxes based on the default extension range press 1 to add these mailboxes After a brief pause the system confirms that the mailboxes have been added To add mailboxes for a range other than the default range 1 When the initialization menu begins select action 7 to add a range of mailboxes When InfoSet 408 VM offers to create mailboxes based on the default range press 2 for No Indicate the starting extension number of the actual range and then press x Indicate the ending extension number of the actual range and then press x Press 1 to confirm the range Perform one of the following actions e To specify another range press 1 Repeat steps 3 5 until all ranges are specified To add mailboxes for the range s you specified press 2 InfoSet 408 Technician s Guide Issue 1 NEC America Inc T When InfoSet 408 VM asks you to confirm the entire range press 1 After a brief pause the system confirms that the mailboxes have been added Note Voice mailboxes can be added later using the system manager s conversa
3. Chapter 3 Setting Up the System on page 3 1 Chapter 4 Training Users on page 4 1 Chapter 5 Maintaining Your System on page 5 1 9 oa 8 Chapter 6 Expanding Your System With Call Routing on page 6 1 InfoSet 408 Technician s Guide Planning the System CHAPTER 2 SECTION 1 Planning the System IDENTIFYING THE SYSTEM MANAGER The system manager makes basic installation decisions and maintains the voice messaging system Identifying a system manager and giving that person the information necessary to perform those tasks helps you complete the installation quickly and easily If the system manager has not already been selected you need to recruit a person to take on the responsibilities The initial duties of the system manager include eeoaosd Help make decisions about how to set up InfoSet VM Configuring and customizing the system Providing minimal training to the operator and subscribers Answering coworkers questions as they open their mailboxes Answering basic questions about InfoSet VMS The system manager is also responsible for maintaining certain aspects of the system A system manager s ongoing duties include eeosd Verifying that InfoSet 408 VM is running normally Recording holiday greetings setting holiday operation Adding deleting and reassigning mailboxes setting up and maintaining Call Routing setting up and maintaining message groups Issue 1 SECTION 2 1 1 NEC America Inc The
4. additional factors that you and the system manager must consider in planning the system setup Each of the setup tasks is explained in Chapter 4 Setting Up Your System That chapter explains the decisions that must be made about the site As you and the system manager decide how to set up InfoSet VM note the decisions on the system Setup Worksheet You must complete the System Setup Worksheet before accessing the technician s conversation to set up the voice messaging system There are two reasons for filling out the worksheet in advance The conversation asks you for codes that you must determine ahead of time The worksheet provides a record of the choices you have made in case you need to reinitialize the system InfoSet 408 Technician s Guide 2 f Issue 1 NEC America Inc After you have completed the System Setup Worksheet program the telephone system and then set up the voice messaging system through the technician s telephone conversation The technician s conversation guides you through all of the setup tasks with simple questions and instructions Refer to O The Technician s Conversation on page 3 1 InfoSet 408 Technician s Guide Issue 1 NEC America Inc SECTION 5 SYSTEM SETUP WORKSHEET Use this section to record settings for your new system initialization For This Which Includes See Select the call 3 2 t10O203 132133 handling method 3 5 1 is default Changing the 3 6 _ Await
5. settings 3 When the system provides the current fax extension setting perform one of the following actions e Press 1 to enable fax routing or change the current fax extension InfoSet 408 Technician s Guide Issue 1 NEC America Inc setting Enter the fax extension number and then press x Press 2 to use the current setting 4 When the system confirms the current fax routing setting perform one of the following actions se Press 1 to turn fax notification ON Press 2 to turn fax notification OFF Refer to Q System System Setup Worksheet on page 2 9 O Using Fax Support on page 3 8 InfoSet 408 Technician s Guide 4 7 Training the System Manager CHAPTER 5 The technician will need the following resources to train the system manager in the use and maintenance of InfoSet VM Completed copies of the Setup Information Record see the InfoSet 408 System Manager s Guide and System Options Worksheet refer to Changing System Options on page A 1 in this guide The InfoSet 408 System Manager s Guide InfoSet 408 VM with two voice mailboxes set up for the training session A working telephone set for the operator A working telephone set for use as a demonstration extension during training The system manager needs to understand telephone system and voice messaging system concepts terminology and procedures Pace the training session according to the needs and experience of the sy
6. to night mode See also Holiday Mode Schedule InfoSet 408 Technician s Guide C 5 Issue 1 NEC America Inc O OLD MESSAGE A message that has been heard but not deleted or archived You and the system manager decide how long old messages are saved See also archived message new message OPENING GREETING The greeting that callers hear when they call the organization s main telephone number if the organization uses the automated attendant P Q PERSONAL ID A unique system ID that identifies a subscriber to the system PORT The standard modular telephone jacks located on the side of the InfoSet 408 VM unit that the system uses to connect to and communicate with the telephone system PROMPT A recording that is played at specific places in the system conversation PUBLIC MESSAGES Messages that can be listened to by the operator system manager or any subscriber that has public message access enabled Usually the operator screens these messages and routes them to the appropriate subscribers InfoSet 408 Technician s Guide Issue 1 NEC America Inc R RECORDED NAME The audio recording of the subscriber s name that InfoSet 408 VM plays in prompts requiring identification of the source or destination of a message or call This may also be referred to as the voice name RELEASE One of the three types of call transfer in which InfoSet 408 VM completes the transfer with out checking whether the call i
7. Answer transfer types 3 7 LJ Release Edit the default mailbox settings _ No transfer Changing the 3 7 default is 4 transfer rings Changing the 3 7 _ Take message default action L Route to operator E l settings Route to extension Restart conversation New LJ Say goodbye system _ Disconnect j inttializa Add range of Valid extension tion press 4 mailboxes for numbers are 1 59 extensions default range is extension 1 29 maximum is 20 Change Change 3 10 default extension is 10 operator and fax operator 3 11 Ext settings extension and mailbox select fax 3 9 extension set up fax 2 default is OFF notification On _ Off default system Change system 4 4 amp settings options Ap A InfoSet 408 Technician s Guide 2 9 Issue 1 NEC America Inc Use this section to record settings for your new system initialization For This Which Includes See Change default Change transfer mailbox settings type transfer rings or default action settings Change Change transfer Mailbox operator settings type transfer Settings rings or default action settings Change settings Change transfer for a specific type transfer subscriber rings or default action settings Setthe schedule for system Scheduled maintenance or Mainten perform an ance and immediate Database archival or Archival restore of the system database Technician Change Password technician s pa
8. NEC InfoSet 408 VM Voice Processing System ga Cl NEC InfoSet 408 TECHNICIAN S GUIDE NEC America Inc Stock Number 760417 Issue 1 NEC America Inc reserves the right to change the specifications functions or features at any time without notice NEC America Inc has prepared this document for the use by its employees and customers The information contained herein is the property of NEC America Inc and shall not be reproduced without prior written approval from NEC America Inc Electra Elite and InfoSet are registered trademarks of NEC America Inc Copyright 2000 NEC America Inc 1555 Walnut Hill Lane Irving TX 75038 Business Terminals Division GENERAL INFORMATION THIS MANUAL Preface This book is intended to help in the installation and system administration for the InfoSet 408 Voice Mail VM It is intended for use as a reference by anyone needing such information including system managers support personnel sales representatives and account executives It is also intended for technicians who are responsible for system installation maintenance and troubleshooting This manual provides information about the system features configuration and standards Chapters of this manual include About InfoSet VM Describes the initial setup and use of the InfoSet 408 Voice Mail system Planning the System Discusses the duties of the System Manager and how to handle the calls process
9. System Manager s Guide Being system manager is easy and takes very little time Most of the system manager s time is spent during the start up process immediately after installation Complete step by step instructions for all system manager duties are given in the InfoSet 408 System Manager s Guide Encourage the system manager to read Chapter 1 System Overview and Chapter 2 Planning Your System in the InfoSet 408 System Manager s Guide before you begin the installation If the system manager reads this material he or she can better help you make installation decisions Note To provide the system manager with necessary information about the voice messaging system fill out the Setup Information Record in Chapter 3 Setting Up the System of the nfoSet 408 System Manager s Guide Refer to O Training the System Manager on page 5 1 DECIDING How To HANDLE CALLS Before you set up InfoSet 408 VM you need to determine the following Will the operator answer all calls with InfoSet 408 VM being used for voice mail only or will the system help answer calls and transfer them to internal extensions some customers want the operator to handle all incoming calls using InfoSet 408 VM primarily for its voice mail features For these sites you turn off InfoSet 408 VM s call transfer feature InfoSet 408 VM then acts as a voice mail post office collecting and delivering voice mail messages but not transferri
10. The system manager activates holiday mode and records a holiday greeting in the greetings part of the system manager s conversation MAILBOX The location where InfoSet 408 VM stores messages from callers For example InfoSet 408 VM keeps messages for a subscriber in that subscriber s mailbox InfoSet 408 Technician s Guide Issue 1 NEC America Inc MESSAGE GROUP A list of subscribers to whom a subscriber can send the same message at once Any subscriber can be a member of any message group The system manager assigns subscribers to groups in the system manager s conversation MESSAGE NOTIFICATION InfoSet 408 VM s ability to call subscribers at any telephone number they specify when they have new messages The system can also activate pagers and message waiting indicators MESSAGE WAITING INDICATOR A feature on a telephone such as an indication light a distinctive dial tone or an LCD display that lets subscribers know when they have messages waiting N NEW MESSAGE A message that has not yet been heard by the recipient See also Archived Message Old Message NIGHT GREETING The greeting that plays during all days and times except those specified in day mode NIGHT MODE InfoSet 408 VM s operation mode outside of normal business hours You can set up InfoSet 408 VM to handle calls differently during day mode and night mode hours You define what days and hours are day mode All other hours are assigned
11. ager InfoSet 408 Technician s Guide 3 Issue 1 SECTION 7 NEC America Inc To identify or change the operator s extension 1 When the initialization menu begins select action 8 to change operator and fax settings 2 When the system tells you the operator s current extension setting perform one of the following actions Press 1 to change it Enter the new extension number Press 2 to keep the current setting Refer to Q System Setup Worksheet on page 2 9 Q Adding Mailboxes on page 3 5 Q Using Fax Support on page 3 8 USING FAX SUPPORT InfoSet 408 VM fax support requires that you connect your customer s fax machine to a telephone system extension not an external line The system needs to know the extension connected to the fax machine Before accessing the initialization portion of the technician s conversation make a note of the fax extension on the System Setup Worksheet but omit the fax extension from the list of current extension numbers If more than one fax machine is connected in a hunt group use the pilot extension number Notes To delete a voice mailbox created for the fax extension use the system manager s conversation For information on accessing the system manager s conversation see Training the System Manager on page 5 1 Fax settings can be changed after initialization using the options available from the main menu of the technician s conversation To connect a fax machine t
12. aling Characters Jooo 4 3 System Options Worksheet i oooWoWooo A 2 Quick Diagnostic Guide o oooooo B 2 About InfoSet 408 VM CHAPTER 1 SECTION 1 SECTION 2 About InfoSet 408 VM SETUP IS QUICK AND EASY setting up InfoSet 408 VM is quick and easy The technician performs the initial setup and the system manager handles the system customization InfoSet 408 VM is simple to use so minimal training is required People introduce themselves to the system as they use it SUPPORTING DOCUMENTS There are two manuals that support the InfoSet 408 VM system the Technician s Guide and the System Manager s Guide The Technician s Guide contains information on planning and setting up InfoSet 408 VM The guide is organized by chapter Planning the System on page 2 1 Setting Up the System on page 3 1 Training the System Manager on page 5 1 The System Setup Worksheet contained in the first section helps the technician gather and organize all of the information needed for the setup The Technicians Guide also includes the following troubleshooting appendices Changing System Options on page A 1 Troubleshooting System Options on page B 1 Issue 1 NEC America Inc The System Manager s Guide contains information on customizing and maintaining InfoSet 408 VM and training subscribers The guide is organized by chapter Chapter 2 Planning Your System on page 2 1
13. cian s conversation Many of these system settings affect the way the voice messaging system works with the telephone system In most cases you do not need to change any system settings related to the telephone system Other Issue 1 NEC America Inc system settings provide a way to further customize the system by enabling additional features Review these features with the system manager to determine how to set the settings 2 1 2 2 System Settings Worksheet Indicate your choices on the System Settings Worksheet before accessing the technician s conversation In the conversation settings are identified and confirmed by number rather than description so you must record your decisions on the worksheet before accessing the conversation To change system settings 1 Access the technician s conversation 2 Select action 5 to change system settings 3 Enter the system option number of the first setting you want to change The system tells you the current setting 4 When the system asks you to confirm that you want to change the setting press 1 5 Enter the new value for the setting and then press x The system repeats the value you have entered Special Dialing Characters some system settings use special characters to control certain functions of the telephone system for example pause hookflash and disconnect Because your responses during the technician s conversation are limited to the keys on the touch
14. ciding How to Handle Calls 2 2 21 Using InfoSet 408 VM for Voice Mail Bah Gn NN NE ET eres 2 3 2 2 Using InfoSet VM s Automated TIAL es A makanan 2 4 2 21 What Is the Automated AMENGANE ea aka 2 4 2 2 2 Calls Can Route to Voice Mail 2 4 2 2 3 Automatic Fax Routing 2 5 2 2 4 Call Routing seba 2 5 Section 3 Special Voice Messaging Features 2 5 3 1 Message Notification 2 5 3 2 Call Forward to Personal Greeting 2 6 InfoSet 408 Technician s Guide Issue 1 NEC America Inc 3 3 Automatic Subscriber Log In 2 6 Section 4 Completing the System Setup Worksheet 2 Section 5 System Setup Worksheet Ji oo 2 9 Chapter 3 Setting Up the System Section 1 The Technician s Conversation 3 1 Section 2 Initializing the System 00 0 eee 3 1 section 3 Choosing How to Handle Calls 3 3 Section 4 Changing Mailbox Settings 3 4 Section 5 Adding Mailboxes ce cccccc eee eceeeeen eens 3 5 Section 6 Identifying the Operator s Extension 3 Section 7 Using Fax Support cece cence eee es 3 8 section 8 Activating Fax Notification 0 0000 3 9 Section 9 Checking System Initialization Information 3 9 Section 10 Testing InfoSet VM ce eeece scence ees 3 10 Chapter 4 Customizing the System s
15. d to night mode See also Holiday Mode Schedule DEFAULT The option the system uses if you do not select another option DIRECTORY ASSISTANCE A directory of subscribers extension IDs that is available to callers with lettered keypads Callers can use directory assistance to reach a subscriber s extension ID without speaking to an operator E EASY MESSAGE ACCESS A function enabling subscribers to check messages by dialing voice mail or pressing a single button on their telephones EXTENSION The actual telephone number of a telephone in your customer s system EXTERNAL CALLER See unidentified caller F FAX DETECT A function that allows InfoSet 408 VM to detect an incoming fax tone and automatically deliver faxes to the fax extension InfoSet 408 Technician s Guide C 3 Issue 1 NEC America Inc FAX NOTIFICATION A function that allows InfoSet 408 VM to notify the operator each time it delivers a fax G GREETING A recording that gives information welcomes callers to the system offers menu options or offers a chance to leave a message If the organization uses the automated attendant the opening greeting is what callers hear when they dial the main telephone number for the organization A subscriber s personal greeting is what callers hear when they reach a subscriber s voice mailbox GROUP see Message Group H L HOLIDAY MODE A special schedule mode that overrides the normal schedule
16. e InfoSet 408 VM offers up to 20 subscriber voice mailboxes on a 2 port system Before accessing the conversation make a note on the System Setup Worksheet of the mailbox extension numbers you plan to use The conversation offers to set up a range of mailboxes based on the default extension numbers 10 29 You can accept this default range or specify another range or a series of extension numbers If the extensions set up on the telephone system do not match the default range do not accept the system s offer to create mailboxes based on the default plan Doing so makes the system manager s task of adding new subscribers more difficult Notes The system directory is automatically created during setup subscribers enter individual information while enrolling Do not include the operator s extension number in the extension list if the number is 0 InfoSet 408 VM creates a special mailbox 0 automatically If the operator s extension has a different number include it on your extension list on the System Setup Worksheet Do not include the fax extension in the extension list because a fax extension cannot have a voice mailbox InfoSet 408 Technician s Guide 3 5 Issue 1 NEC America Inc InfoSet 408 VM automatically prevents you from creating an extension number that duplicates an existing system ID The initialization portion of the technician s conversation lists the mailboxes that cannot be added because of numbering conflicts
17. e call for an individual mailbox This option allows you to change the number of rings for one subscriber s mailbox at a time InfoSet 408 Technician s Guide Issue 1 NEC America Inc Option Suggested Your KALA SEA Setting Setting o an TI 0 a o e 320 0 9999 centiseconds 65 centi seconds 321 0 9999 centiseconds 200 centi seconds 171 0 15 rings 4 rings set for each subscriber InfoSet 408 Technician s Guide A 5 Issue 1 NEC America Inc Table A 1 System Options Worksheet continued Mailbox default action after How the call is handled after the mailbox greeting greeting is played Mailbox Public Message This allows access to public messages Access such as operator fax and public message box messages Mailbox transfer type Transfer type for an individual mailbox If you select Await answer you must specify the number of rings that InfoSet 408 VM waits before it transfers the call This option is available only through the technician s conversation Maximum personal ID Number of retries subscribers are allowed attempts to enter a personal ID Off hook delay Length of time InfoSet 408 VM waits after answering the telephone before speaking or recognizing touchtones Operator transfer rings Number of rings that InfoSet 408 VM waits before it transfers the call to the Operator mailbox Operator transfer type Transfer type for the Operator mailbox If you choose Await answer you m
18. e extension programming Confirm that you have designated the correct fax extension Confirm that you have the correct adapter converter connecting the fax ma chine and the telephone system InfoSet 408 Technician s Guide Customizing the System CHAPTER 4 SECTION 1 SECTION 2 Customizing the System ACCESSING THE TECHNICIAN S CONVERSATION After you have initialized the system you can customize InfoSet 408 VM by changing system mailbox and fax settings scheduling system maintenance or changing your technician s password You can do this by accessing the technician s conversation If you call InfoSet 408 VM from an extension that has a mailbox you will hear a subscriber greeting rather than the opening greeting To access the technician s conversation 1 Call InfoSet 408 VM If on site dial the extension for the voice messaging system If off site dial the number that the voice messaging system is set to answer 2 If on site press 2 when the subscriber greeting begins you will then hear the opening greeting When the opening greeting begins enter the technician s password initially 8324 3 If off site when the opening greeting begins enter the technician s password initially 8324 CHANGING SYSTEM SETTINGS Choosing System Options in Appendix A describes many system settings that affect how InfoSet 408 VM works As technician you can change these system settings by accessing the techni
19. e your call handling method Refer to O System Setup Worksheet on page 2 9 OQ Initializing the System on page 3 1 CHANGING MAILBOX SETTINGS You can add mailboxes based on the default settings or based on settings you designate using the initialization portion of the technician s conversation If you choose to change the default settings all subsequent mailboxes that you add will be based on the revised mailbox settings Table 3 2 Voice Mailbox Default Settings Transfer rings for application Four rings method 2 only Default action Callers are prompted to leave a message Note Changing the transfer type for a voice mailbox will override the call handling method chosen during initialization To change mailbox settings 1 When the initialization menu begins select action 6 to change default mailbox settings 2 Perform one of the following actions InfoSet 408 Technician s Guide Issue 1 NEC America Inc To change transfer settings select action 5 To change transfer rings select action 6 To change default actions select action 7 3 Select action 1 to confirm that you want to change the current setting 4 Follow the system prompts to enter your preferred setting 5 Repeat steps 1 4 to change any additional mailbox settings SECTION 5 ADDING MAILBOXES Using the initialization portion of the technician s conversation you need to designate an extension number for each mailbox you creat
20. ection 1 Accessing the Technician s Conversation 4 1 Section 2 Changing System Settings 4 1 21 System Settings Worksheet 4 2 2 2 Special Dialing Characters 4 2 section 3 Changing Mailbox Settings 4 3 Li Table of Contents NEC America Inc Issue 1 Section 4 Scheduling System Maintenance 4 4 41 Archiving and Restoring the VADOS O Lian 4 4 Section 5 Changing the Technician s Password 4 6 Section 6 Changing the Fax Settings J c b 4 6 Chapter 5 Training the System Manager Appendix A Changing System Options Section 1 Changing Default Options J oo A 1 Section 2 System Options Worksheet JJ A 1 Section 3 System Options By Option Number A 10 Appendix B Troubleshooting System Options Section 1 Troubleshooting System Options B 1 Section 2 Quick Diagnostic Guide J beooo B 1 Appendix C Glossary InfoSet 408 Technician s Guide Table 2 1 Table 3 1 Table 3 2 Table 3 3 Table 4 1 Table A 1 Table B 1 InfoSet 408 Technician s Guide List of Tables Speed Dial Key Programming oo 2 Call Handling Methods cece nce eee ee eeeeees 3 3 Voice Mailbox Default Settings Joooo 3 4 Voice Mail Testing cee cec eee eceeeeeeerenaeees 3 10 Special Di
21. ed on the voice processing system Special features are addressed and the System Setup Worksheet is described Setting Up the System Provides direction on how to utilize and change mailbox settings in the system Fax support is also discussed Customizing the System Provides directions for editing or modifying system features Training the System Manager Provides training topics and directions for the technician to train the System Manager SUPPORTING DOCUMENTS Q Changing System Options Provides directions for changing the system options by option number and provides the settings that the technician needs for setting up his own system Troubleshooting System Options Provides directions for diagnosing and troubleshooting system problems Glossary Provides definitions of the words and phrases that are used in this Technician s Guide InfoSet 408 VM Voice Processing System System Manager s Guide Stock Number 706418 InfoSet Voice Mail User Guide Stock Number 50204 0 InfoSet 408 System Manual Stock Number 760409 InfoSet 408 Voice Processing System CD ROM Stock Number 305260 0 Table of Contents Chapter 1 About InfoSet 408 VM Section 1 Setup is Quick and Easy eee 1 1 Section 2 Supporting Documents J bo 1 1 Chapter 2 Planning the System Section 1 Identifying the System Manager 2 1 11 The System Managers Guide 2 2 Section 2 De
22. er subscriber s message without entering a personal ID The system automatically identifies the sender of the message Manual Transfer to Voice Mail Demonstrate the manual transfer procedure both from the operator s telephone set and the demonstration extension Let the system manager practice manual transfers Database Archiving and Restoration Explain database archiving for InfoSet VMS Describe the benefits of an archived database when restoring system data Ask the system manager how often he or she plans to archive the system InfoSet 408 Technician s Guide Issue 1 NEC America Inc System Handoff Answer any remaining questions the system manager may have Make sure the system manager knows whom to call if he or she has questions about the customization or maintenance of InfoSet VM Refer to Q System Setup Worksheet on page 2 9 Q Checking System Initialization Information on page 3 10 Q Changing Default Options on page A 1 Q InfoSet 408 System Manager s Guide Understanding Your System InfoSet 408 Technician s Guide Setup Changing System Options APPENDIX A SECTION 1 CHANGING DEFAULT OPTIONS As a technician you can change the default system options to control how InfoSet 408 VM works with the telephone system Record your option settings at installation on the System Options Worksheet Give a copy of this worksheet to the system manager during the training session The System Options Worksheet also
23. he setup tasks you perform through the technician s conversation you can also check important information about the system The system information summary includes Call handling method Number of mailboxes Operator s extension Fax extension eoa 8 Fax notification setting L You can use the System Setup Worksheet to indicate all of the current settings To check system information 1 Access the technician s conversation 2 When asked to select an action press Oto hear initialization status 3 10 InfoSet 408 Technician s Guide Issue 1 NEC America Inc SECTION 10 TESTING INFOSET VM After you have initialized the system you must test it for proper operation Use the extensions specified below to perform the following six tests Table 3 3 Voice Mail Testing Test Correct Result Solution For Incorrect Result Automated The extension rings Confirm that call transfer is attendant turned on by checking system Call InfoSet 408 VM setting 170 from an external line During the opening greeting enter a valid extension number Check several extensions Operator transfers Call InfoSet 408 VM from an external line During the opening Greeting press 0 Message notification Call InfoSet 408 VM from an external line Enter a valid extension number When you are transferred to the voice mailbox leave a message that is longer than six seconds InfoSet 408 Technician s Guide The o
24. hen prompted choose from the following actions Refer to Press 5 to change the transfer type The system conversation will confirm the current setting When prompted press 1 to change it Otherwise press 2 When prompted enter 4 5 or 6 to choose the new transfer type Press 6 to change the number of transfer rings The system conversation will confirm the current setting When prompted press 1 to change it Otherwise press 2 When prompted enter the new value for the number of transfer rings Press to change the default action settings The system conversation will confirm the current setting When prompted press 1 to change it Otherwise press 2 When prompted enter 4 5 6 7 8 or 9 to choose the new default action Q System Setup Worksheet on page 2 9 SCHEDULING SYSTEM MAINTENANCE To ensure optimum performance you need to shut down and restart InfoSet 408 VM periodically You can instruct the system to automatically shut down and restart daily or weekly by specifying a scheduled maintenance time in the system settings portion of the technician s conversation Schedule system maintenance during nonbusiness hours because the voice messaging system is unavailable for several minutes while it is shut down 41 Archiving and Restoring the Database The voice messaging system lets you archive the database so that you can restore customized settings You can set up the system to automatically archive the database at the sa
25. intenance 3 Perform one of the following actions e Select action 6 to immediately archive the database InfoSet 408 Technician s Guide 4 5 Issue 1 SECTION 5 SECTION 6 NEC America Inc e Select action 7 to restore the archived database 4 Follow the system prompts CHANGING THE TECHNICIAN S PASSWORD The technician s password identifies you as the technician and gives you access to the technician s conversation Because the entire system is set up in this conversation it is essential to remember the technician s password and to prevent others from learning it The password is initially set to 8324 TECH on keypads with letters For security reasons change the password regularly Choose a password that you will not forget This is very important since this password cannot be restored to the default setting To change the technician s password 1 Access the technician s conversation Select action 8 to change technician s password 2 3 Enter a password between four and ten digits and press x 4 When asked to confirm the password reenter the password followed by x CHANGING THE FAX SETTINGS Once you have completed the new system initialization process you may want to change your fax setup You can do this by accessing the technician s conversation Record these changes on the System Setup Worksheet 1 Access the technician s conversation 2 When prompted select action 9 to change the fax
26. me time that you schedule maintenance You may want to manually InfoSet 408 Technician s Guide Issue 1 NEC America Inc archive the database immediately before you add or delete subscribers or change any system settings in case you want to restore these settings later System settings along with all recorded names and greetings are saved when the database is archived Notes Check with the system manager for the appropriate time and frequency for system maintenance and database archiving some subscriber messages may be lost during database archive and restoration Restoring the database takes about five minutes To set a scheduled maintenance time 1 Access the technician s conversation 2 Select action to schedule maintenance 3 Perform one of the following actions When prompted select action 4 to schedule daily system maintenance When prompted enter the time that you want the system to perform maintenance each day When prompted select action 5 to schedule weekly system maintenance When prompted enter the day of the week and the time of day that you want the system to perform maintenance 4 When asked press 1 for A M or 2 for P M The system confirms the time you have entered 5 Press 1 to perform database archiving at the same time as system maintenance Otherwise press 2 To archive or restore the database 1 Access the technician s conversation 2 Section action 7 to schedule ma
27. n is busy or unanswered Automatic Subscriber Log In With automatic subscriber log in subscribers can access the voice messaging system from their extension without entering their personal ID This feature also lets a subscriber check messages by pressing a single button on the telephone To do this InfoSet 408 VM uses programmable speed dialing The speed dial key at each extension can be programmed to dial InfoSet VMS wait for an answer and if necessary send the appropriate DTMF signals to identify the correct mailbox and retrieve messages When programming the speed dial keys you can adjust the Direct message retrieval setting system option 365 to determine the number the speed dial key should dial to reach the voice messaging system for each extension For example if the extension for the voice messaging system is 50 and InfoSet 408 Technician s Guide Issue 1 NEC America Inc system option 365 is set to 0 you must program the speed dial key to dial 50915 to let the subscriber at extension 15 use a speed dial key to check messages Table 2 1 Speed Dial Key Programming Direct Message Retrieval Setting Program Speed Dial Keys To Dial Voice messaging system extension 9 the subscriber s extension number Voice messaging system extension only Voice messaging system extension only Refer to Q Changing System Options on page A 1 SECTION 4 COMPLETING THE SYSTEM SETUP WORKSHEET There are several
28. nager recorded on the System Setup Worksheet Issue 1 NEC America Inc In the initialization portion of the technician s conversation you specify the settings that define basic system operations To complete system initialization you need to specify these settings before hanging up or moving on to other parts of the conversation Steps for system initialization 1 2 3 4 5 6 Access the technician s conversation Choose how the system answers calls the call handling method Specify default mailbox settings optional Add mailboxes Identify the operator s extension Identify the fax machine extension WARNING Initializing the voice messaging system deletes all current settings Ihe system reminds you of this when you begin initializing action 4 Before initializing you can listen to the system information action 0 from the main menu of the technician s conversation and write down the current settings To begin system initialization 1 2 3 Access the technician s conversation When prompted select action 4 When prompted select action 4 to begin new system initialization Select action 5 if you want to shut down the voice messaging system and restore factory default settings before initializing the system When prompted select action 1 to confirm that you want to initialize When the initialization menu begins use the System Setup Worksheet as a guide and answer the sys
29. ng calls to other extensions InfoSet 408 Technician s Guide Issue 1 2 1 InfoSet 408 Technician s Guide NEC America Inc some customers want InfoSet 408 VM to help the operator answer incoming calls and transfer calls to extensions For these customers you and the system manager need to determine how to set up the automated attendant If your customer wants the operator to handle all incoming calls read Using InfoSet 408 VM for Voice Mail Only on page 2 3 If your customer chooses to have InfoSet 408 VM answer some or all calls read Using InfoSet VM s Automated Attendant on page 2 4 later in this chapter When you initialize InfoSet 408 VM you indicate the customers choices about call transfer by selecting a call handling method For details see Choosing How to Handle Calls on page 3 3 Using InfoSet 408 VM for Voice Mail Only Your customer may want InfoSet 408 VM set up as an extension of the telephone system with no external lines answered by InfoSet 408 VM Internal callers can check messages and leave messages by dialing the voice mail extension External callers can reach voice mail during business hours The operator can transfer the call to voice mail manually If call forwarding is set callers can be transferred to voice mail automatically when an extension is busy or not answered Voice mail can also be available after business hours The telephone system can be programmed to route incoming calls
30. o a telephone system extension use a special telephone system converter Refer to the InfoSet 408 system Manual for details To identify or change the fax extension InfoSet 408 Technician s Guide Issue 1 NEC America Inc 1 When the initialization menu begins select action 8 to change operator and fax settings 2 Press 2 to identify fax settings 3 When the system confirms the current fax extension perform one of the following actions e Press 1 to change it Enter the new extension number and then press x e Press 2 to use the current setting Refer to QO InfoSet 408 System Manual SECTION 8 ACTIVATING FAX NOTIFICATION If you turn on fax notification the system sends a public message to the operator mailbox simply stating that a call was transferred to the fax machine If you do not turn on fax notification callers can still send faxes to the fax extension but the system does not notify the operator Fax notification is set to ON by default when fax routing is enabled To activate fax notification After identifying or changing the fax extension the system asks if you want fax notification turned on Press 1 for Yes Refer to O System Setup Worksheet on page 2 9 Q Identifying the Operator s Extension on page 3 7 O Training the System Manager on page 5 1 InfoSet 408 Technician s Guide 3 9 Issue 1 NEC America Inc SECTION 9 CHECKING SYSTEM INITIALIZATION INFORMATION In addition to t
31. oSet 408 system Manager s Guide Chapter 5 Expanding Your System Refer to O The Technician s Conversation on page 3 1 SECTION 3 SPECIAL VOICE MESSAGING FEATURES InfoSet 408 VM has several voice messaging features that use special capabilities found on the InfoSet telephone system These features are 3 1 InfoSet 408 Technician s Guide Message Notification InfoSet 408 VM can notify a subscriber that new messages have arrived It does this in one or more of the following ways Issue 1 3 2 3 3 NEC America Inc By activating a message waiting lamp at the extension telephone By calling the extension telephone an external telephone or pager at specified intervals to deliver messages By announcing that messages are waiting when the subscriber calls the system Call Forward to Personal Greeting When call forwarding is enabled the telephone system automatically forwards calls to the voice messaging system When the telephone system forwards a call to InfoSet VMS it sends a follow along ID This ID identifies the extension the call was forwarded from When InfoSet 408 VM answers the forwarded call it interprets the follow along ID information and knows to route the call directly to the extension s voice mailbox where the personal greeting plays Notes Call forwarding must be enabled at each extension Call forwarding can be set to forward all calls or to forward calls only when an extensio
32. perator s extension rings The extension receives message notification within one minute Confirm that the operator s extension is set correctly Confirm that call transfer is turned on by checking system setting 190 Confirm that the owner of the test mailbox has completed the enrollment conversation The system does not send message notification until the enrollment conversation has been completed Issue 1 NEC America Inc Table 3 3 Voice Mail Testing Continued Call forwarding Activate call forwarding to a personal greeting at the extension you plan to test Simulate call forwarding on no answer by calling the test extension and not answering it Simulate call forwarding on busy by taking an extension off hook and then calling it Fax detection Using a second fax machine send a two page test document to InfoSet 408 VM The sending fax machine must be in automatic mode so that it begins transmitting a fax tone as soon as the voice messaging system answers Refer to InfoSet 408 VM forwards the call to the voice mailbox after a few rings ora busy signal You hear Extension lt number gt is not available on no answer or busy InfoSet 408 VM recognizes the fax tone from the sending machine and automatically transfers the call to the receiving fax extension O InfoSet 408 System Manual Solution For Incorrect Result Check both the telephone system and th
33. play the opening greeting InfoSet 408 Technician s Guide Issue 1 NEC America Inc Option Suggested Your na oc ung SN ea B a E KG ee Kes TN 391 o InfoSet 408 Technician s Guide A 3 Issue 1 NEC America Inc Table A 1 System Options Worksheet continued Ending record pause Number of seconds InfoSet 408 VM listens short messages for silence after a caller leaves a short message 30 seconds or less before assuming the message is complete This option also applies to pauses when you record personal or opening greetings Ending record pause Number of seconds InfoSet 408 VM listens long messages for silence after a caller leaves a long message 30 seconds or more before assuming the caller has finished speaking Group message ID system ID subscribers use to send messages to numbered groups Hold time for public Number of days InfoSet 408 VM saves a messages public message if the operator or system manager listens to it but does not archive it Hold time for subscriber Number of days InfoSet 408 VM saves a messages subscriber message if the subscriber listens to it but does not archive it Hookflash timer Length of the on hook period represented by an ampersand amp in a dialing sequence Long hookflash timer Length of the on hook period represented by a percent sign in a dialing sequence Mailbox transfer rings Number of rings that InfoSet 408 VM waits before it transfers th
34. provides valid ranges and suggested values for the options where applicable A list of system options by option number is also included as a reference guide SECTION 2 SYSTEM OPTIONS WORKSHEET Use this worksheet to record system option settings at installation Changing System Options A 1 Issue 1 NEC America Inc Table A 1 System Options Worksheet Archive time for public time public Number of days a public message is saved _ of days a public message is saved messages if it is archived Archive time for subscriber Number of days a subscriber message is messages saved if the subscriber archives it Automatic directory transfer During directory dialing the caller is automatically transferred to the extension only if the three digits entered match only one directory entry Beep before recording A beep is added to the end of prompts that request callers to leave a message Beginning record pause Number of seconds InfoSet 408 VM waits for a caller to begin speaking before going on to the next prompt without recording a message Call Routing key pause time Number of seconds InfoSet 408 VM pauses for additional touchtones before routing callers Dial tone check at dial out Dial tone check before dialing out to deliver messages or light lamps When this option is turned on InfoSet 408 VM does not attempt dial out unless it hears dial tone if it does not hear dial tone it assumes there is an incoming call and will
35. s answered or whether there is a busy signal See a so await answer call transfer S SCHEDULE The method for determining how calls are handled at different times and or different days You can define up to three different schedules for the system See also day mode holiday mode night mode SECURITY CODE A series of characters that subscribers set so that no one else can access their voice mailboxes SUBSCRIBER Anyone who is enrolled in InfoSet 408 VM The system identifies a caller as a subscriber when the subscriber enters a personal ID SUBSCRIBER S PERSONAL GREETING The greeting callers hear when they reach a subscriber s voice mailbox SWITCH The telephone system InfoSet 408 Technician s Guide C f Issue 1 NEC America Inc SYSTEM GREETINGS see Opening Greeting SYSTEM ID A unique system ID that is assigned to each subscriber SYSTEM MANAGER The individual in an organization who sets up and maintains InfoSet 408 VM SYSTEM MANAGER S CONVERSATION The collection of prerecorded prompts questions choices and menus that the system plays to the system manager to allow the system manager to maintain InfoSet 408 VM T TECHNICIAN S CONVERSATION The collection of prerecorded prompts questions choices and menus that the system plays to the technician to allow the technician to set up InfoSet VMS TOUCHTONES The sounds made by pressing the keys on touchtone telephones TRANSFER
36. sage 310 1 26 digits any dialing 9 digits character 0 9999 centiseconds 45 centi seconds 0 Off 1 Direct message retrieval 2 Direct message retrieval and subscriber to subscriber messaging 10 45 in 1 decibel units InfoSet 408 Technician s Guide A 9 Issue 1 SECTION 3 NEC America Inc SYSTEM OPTIONS BY OPTION NUMBER The following list can be used as a cross reference tool to locate a system option by its number InfoSet 408 Technician s Guide Issue 1 NEC America Inc Option Number Option Name Long hookflash timer RDMR Direct message retrieval Dial tone check at dial out InfoSet 408 Technician s Guide Troubleshooting System Options APPENDIX B SECTION 1 TROUBLESHOOTING SYSTEM OPTIONS You may need to change the system options to resolve telephone system problems This Quick Diagnostic Guide is designed to help you identify the InfoSet 408 VM system option settings that are related to some common telephone system problems SECTION 2 QuicK DIAGNOSTIC GUIDE This guide cross references some possible unexpected behavior related to InfoSet 408 VM s system options and suggests possible solutions Troubleshooting System Options B 1 Issue 1 NEC America Inc Table B 1 Quick Diagnostic Guide Problem Description cones Option Suggested p Number Action Name Caller hears DTMF during Hookflash maar increase the setting attempted transfer timer InfoSet 408 VM is ou
37. ssword Fax Change the fax 4 6 Options settings system Hear system 4 6 Status Information and status 2 10 InfoSet 408 Technician s Guide Setting Up the System CHAPTER 3 SECTION 1 SECTION 2 setting Up the System THE TECHNICIAN S CONVERSATION You can access InfoSet 408 VM from any telephone either on site or off site Identify yourself as the technician by entering a special technician s password The technician s password is initially set to 8324 TECH on keypads with letters For security reasons you should change this password regularly by using the technician s conversation Note It is very important to choose a password that you will not forget since it cannot be restored to the default technician s password To access the technician s conversation 1 Call InfoSet VM If on site dial the extension for the voice messaging system If off site dial the number that the voice messaging system is set to answer 2 During the opening greeting enter the technician s password initially 8324 Refer to OQ Initializing the System on page 3 1 INITIALIZING THE SYSTEM You can use the technician s conversation to set up InfoSet VMS This conversation guides you through the entire setup including initializing the system system maintenance and several other options Note Before accessing the technician s conversation review the procedures in this chapter as well as the choices you and the system ma
38. stem manager Keep in mind that successful completion of the training session instills confidence in the system manager and ensures the success of the voice messaging system Include the following topics in the training session Training the System Manager system Orientation Familiarize the system manager with the features of InfoSet VMS including individual and operator mailboxes call routing and automatic subscriber log in Issue 1 NEC America Inc system Power Explain that InfoSet 408 VM automatically starts when the InfoSet telephone system is turned on Note that the voice messaging system will require a few extra minutes to complete startup after the telephone system is up and running setup Information Record and System Settings Worksheet Review the completed worksheet with the system manager Explain key concepts such as personal IDs and valid extension numbers Automated Attendant If the site uses the automated attendant explain how it works and then have the system manager call the voice messaging system to hear it answer Call Forward to Personal Greeting Explain how to activate call forwarding to personal greeting at individual telephones Let the system manager practice activating this feature at the demonstration extension Subscriber to Subscriber Messaging If InfoSet 408 VM is setup for subscriber to subscriber messaging explain how this feature lets a subscriber reply directly to anoth
39. t of recording space Subscriber hears a long silence after a message ends Subscriber is given insufficient time to finish recording a personal greeting Subscriber is unable to access an external line for message delivery Subscriber wants fewer rings before a call is transferred to a voice mailbox with option 170 Mailbox transfer type set to Await answer Archive time Set to 0 Public for Public messages cannot be mailbox archived messages Archive time Reduce the setting for after discussing with subscriber the system manager messages Hold time for Set to 0 Public Public messages once mailbox heard are deleted at messages the end of the day Hold time for Reduce the setting subscriber after discussing with messages the system manager Reduce the setting to three seconds Ending 151 152 Increase the setting Record to not more than five Pause seconds 310 Outdial Verify the setting access sequence Mailbox 171 Reduce the setting to transfer rings no fewer than 3 InfoSet 408 Technician s Guide Issue 1 NEC America Inc Table B 1 Quick Diagnostic Guide Continued Maak Option Suggested Problem Description Option P gge Name Number Action Subscriber wants more rings Mailbox 471 T increase the setting before a call is transferred to transfer rings to no more than 15 a voice mailbox with option 170 Mailbox transfer type set to Await answer System
40. tem prompts to continue with each part of the initialization InfoSet 408 Technician s Guide Issue 1 NEC America Inc Note If you shut down the voice messaging system and restore the factory default settings action 5 before beginning system initialization the technician s password is reset to its initial setting 8324 Refer to system Setup Worksheet on page 2 9 Choosing How to Handle Calls on page 3 3 Adding Mailboxes on page 3 5 Identifying the Operator s Extension on page 3 Using Fax Support on page 3 8 OOO00 0 Checking System Initialization Information on page 3 10 SECTION 3 CHOOSING HOW TO HANDLE CALLS InfoSet 408 VM supports three call handling methods These tell the system how to handle incoming calls The default setting for call handling is method 1 Make a note of your chosen call handling method on the System Setup Worksheet before accessing the initialization portion of the technician s conversation to indicate your choice Table 3 1 Call Handling Methods Call Automated Call Call Handling Attendant Forward Transfer Method Used Enabled Type Release None Await answer Note Call forwarding must be enabled at each extension InfoSet 408 Technician s Guide 3 3 Issue 1 SECTION 4 NEC America Inc To choose a call handling method 1 When the initialization menu begins select action 5 to change call handling 2 Select action 4 3 Enter 1 2 or 3 to choos
41. times out while a Ending Increase the setting caller is leaving a message Record to not more than five Pause seconds Silence Increase the negative detection decibel units level 45 lowest 10 highest InfoSet 408 Technician s Guide B 3 Glossary Glossary APPENDIX G A B ARCHIVED MESSAGE Any message a subscriber listens to and then saves for a number of days The technician sets the number of days that messages are archived All old or archived messages must be saved each time they are heard or they are deleted See also New Message Old Message AUDIOTEXT Recorded information that is available to callers 24 hours a day about whatever your customer s organization wants callers to hear You can provide menus of information or other messages and you can use audiotext messages in Call Routing AUTOMATED ATTENDANT A way of setting up InfoSet 408 VM so that it acts as a receptionist answering and routing incoming calls AUTOMATIC DIRECTORY ASSISTANCE A directory of subscriber extension IDs that is available to callers when they spell the first three letters of the subscriber s last or first name depending on your setup on the telephone keypad AWAIT ANSWER One of two types of call transfer in which InfoSet 408 VM waits for the extension to be answered before completing a transfer to that extension See also Release Issue 1 NEC America Inc C CALL FORWARDING TO A PERSONAL GREETING The abilit
42. tion The first voice mailbox in the range of extensions is automatically designated as the operator extension and is granted public message access Talk to the system manager about which mailboxes should receive public message access You can use the main menu of the technician s conversation to access system settings to change public message access for a particular voice mailbox Refer to Q System Setup Worksheet on page 2 9 Q Identifying the Operator s Extension on page 3 7 Q Changing System Options on page A 1 SECTION 6 IDENTIFYING THE OPERATOR S EXTENSION Callers are routed to the operator mailbox when the operator is busy or unavailable In addition the system transfers daytime callers to the operator extension when They press 0 during the opening greeting They do not press any digits during the opening greeting When you add voice mailboxes the system designates the first voice mailbox in the range of extensions as the operator extension This extension is automatically granted public message access You can determine the current operator s extension or assign a different extension for the operator by following the initialization portion of the technician s conversation If you want to use a hunt group use the pilot extension number Include the operator s extension in the list of mailbox extensions on the system Setup Worksheet If you are unsure which extension to assign to the operator ask the system man
43. to InfoSet VM s extension Refer to the InfoSet 408 System Manual for more details Later in the installation process the system conversation asks you to pick a call handling method To turn off call transfer choose Call Handling Method 3 Voice Mail Only Note When call transfer is turned off the system cannot use the fax detection or Call Routing features Issue 1 2 2 NEC America Inc Using InfoSet VM s Automated Attendant Your customer may want InfoSet 408 VM to help the operator answer and transfer calls and to transfer callers to voice mail during nonbusiness hours This is the automated attendant feature 2 2 1 What Is the Automated Attendant As an Automated Attendant InfoSet 408 VM answers greets and routes incoming calls Callers hear an opening greeting that gives them instructions and options The automated attendant lets an external caller with a touchtone telephone reach a person directly by dialing an extension number Callers who do not know the correct extension number can use the system s directory assistance feature InfoSet 408 VM listens for touchtones while playing the opening greeting If the caller dials a valid extension InfoSet 408 VM transfers the call ringing that extension A valid extension is one with a corresponding voice mailbox During business hours callers who need personal assistance can dial O at any time to reach the operator InfoSet 408 VM even handles callers
44. tone telephone enter the digits listed in the following table to indicate the special dialing characters InfoSet 408 Technician s Guide Issue 1 NEC America Inc For example to change the Outdial access sequence setting system option number 310 to 8 followed by a pause press 8 1 Table 4 1 Special Dialing Characters To Indicate These Dialing To Represent Characters ey IHeokiashandtansiee and transfer A short pause one second The subscriber s extension SECTION 3 CHANGING MAILBOX SETTINGS Mailboxes created during the initialization process use the default mailbox settings that you specified You can change mailbox settings by accessing the technician s conversation Record these changes on the system Setup Worksheet 1 Access the technician s conversation 2 When prompted select action 6 to change mailbox settings 3 Perform one of the following actions e Select action 4 to change the default settings for all subscriber mailboxes If you choose to change the default settings all InfoSet 408 Technician s Guide 4 3 Issue 1 SECTION 4 NEC America Inc subsequent mailboxes that you add will be based on the revised mailbox setting Select action 5 to change the settings for the operator mailbox Select action 6 to change the settings for a specific mailbox When asked enter the first three letters of the subscriber s last name or press to enter the extension number 4 W
45. ust specify the number of rings that InfoSet 408 VM waits before it transfers the call A 6 InfoSet 408 Technician s Guide Issue 1 NEC America Inc Option Suggested Your NANGA SE NG Setting Setting Route to Operator Depends on Setforeach mailbox subscriber usage Route to extension Disconnect Return to Opening Greeting say Goodbye Take message ON OFF Set for each subscriber Release Release Await Answer OFF 0 10 000 centiseconds 50 centi seconds 0 15 rings Release Depends on Await answer telephone Off system pro gramming InfoSet 408 Technician s Guide A f Issue 1 NEC America Inc Table A 1 System Options Worksheet continued Operator default action after How the call is handled after the mailbox greeting greeting is played Outdial access sequence Dialing sequence to reach an external line Pooled delay Length of time InfoSet 408 VM waits after a ring signal is detected RDMR Direct message Controls message retrieval and subscriber retrieval to subscriber message options Silence detection level The level below which voices are detected as silence Increase this value if recordings are cut short InfoSet 408 Technician s Guide Issue 1 NEC America Inc Option Suggested Your NANGA SE NG Setting Setting Route to Operator Depends on operator box Route to Extension usage Disconnect Return to Opening Greeting Say Goodbye Take mes
46. who are not using a touchtone telephone for callers who do not respond during the opening greeting InfoSet 408 VM then transfers them to the operator automatically 22 2 Calls Can Route to Voice Mail If the extension is busy or unanswered InfoSet 408 VM places the caller in the extension s voice mailbox The caller hears a personal greeting from the subscriber Hi this is Chris Pm away from my phone right now After the personal greeting plays the caller can leave a message InfoSet 408 Technician s Guide Issue 1 2 2 3 2 2 4 NEC America Inc Automatic Fax Routing If InfoSet 408 VM hears a fax tone when it answers it transfers the call to a fax machine connected to a specified fax extension Your site does not need a separate fax telephone number or a dedicated external line Note Because the separate fax jack connection on the side of the KSU is not an extension InfoSet Voice Mail can not route faxes to it Connecting a fax machine to an internal extension requires a special converter Please see the nfoSet 408 System Manual for more information Call Routing The InfoSet 408 VM Call Routing lets the system manager create simple menus that callers can choose from during the opening greeting With a single touchtone callers can transfer to a specified extension For Sales press 1 or hear a recorded message For product information press 2 Call Routing is explained in detail in the nf
47. y to automatically forward calls to InfoSet 408 VM when an extension is busy or unanswered The telephone system sends a follow along ID with the forwarded call This ID identifies for InfoSet 408 VM the extension the call was forwarded from CALL ROUTING The organization of menus audio messages and call routing choices which the system manager designs and sets up that provides callers with easy access to frequently requested departments and information CALL TRANSFER The transfer of calls from InfoSet 408 VM to the telephone system which takes control of connecting the call to an extension You can turn call transfer on and off See a so Await Answer Release CONVERSATION The collection of prerecorded questions choices and responses that InfoSet 408 VM plays to guide callers through the voice messaging system The conversation consists of greetings and prompts Greetings can be changed over the telephone See also System Manager s Conversation Technician s Conversation D DAY GREETING The greeting that plays during the days and times you have designated as normal business hours See also Night Greeting InfoSet 408 Technician s Guide Issue 1 NEC America Inc DAY MODE InfoSet VM s operating mode during normal business hours You can set up InfoSet 408 VM to function differently during day mode and night mode hours You define what days of the week and hours of the day are day mode All other hours are assigne
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