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Partner Messaging 6.0 System Quick Reference

1. Step Programming Task Touch Tone Input 1 Log in to System Administration AND Ow nnnnnn 9 2 Select System Parameters 1 3 Select Maximum Extension Length 5 4 Choose one of the following 2 digits 2 or 3 digits 3 or 4 digits 4 40 Programming System Parameters System Manager s Quick Reference 3 Programming the Messaging System Programming Extensions This section provides procedures to program an extension to be one of the following four types Mailbox Extension Transfer Only Extension Automated Attendant Extension Fax Extension Every extension in PARTNER Messaging must be assigned a type in order to enforce Transfer Restrictions and designate transfer destinations such as a Mailbox extension an Automated Attendant extension a Fax extension or a Transfer Only extension When you program an extension you also identify the phone status of that extension If there is no telephone associated with the extension PARTNER Messaging sends the call directly to Call Answer Service or Automated Attendant Service depending upon the extension type Transfer Only and Fax extensions always have a telephone associated with the extension In Appendix B refer to PARTNER Messaging Planning Form 2 Extension Administration for information required to program the extensions Assigning Mailbox Extensions You can assign up to 200 mailboxes The factory set Mailbox Size is 20
2. 102 ys DENE TP T 104 PARTNER ACO m 104 PARTNER II or PARTNER Plus Communications Systems 104 Programming Coverage Tar LINCS 105 Programming Automatic VMS 107 Programming VMS Cover Rings PARTNER ACS Release 3 0 or 108 Programming VMS Cover Rings All Other PARTNER Systems 109 Telephone Button Programming eee 110 Programming a VMS Cover Button 110 Programming a Do Not Disturb Button 1 111 Programming a Voice Mailbox Transfer Button F14 112 Programming a Voice Mail Auto Dial 113 Programming a Station Lock Button 1 114 Programming a Record a Call Button PARTNER ACS Release 3 0 or laton F m 115 Programming a Call Screening Button PARTNER ACS Release 3 0 r laten e a a 116 5 Managing the System n UR 117 Logging in to System Administration 118 Changing System Administration 118 Changing the System Administration Prompt Language ipsi 11
3. Announcement Announcement Number 1 99 If your system is set up for bilingual operation record the script in both the Primary and Secondary Languages For Day Night Main Menu only direct callers to press 1 to switch to the alternate language Recording Script Primary Language maximum length 2 minutes Secondary Language maximum length 2 minutes 195 B PARTNER Messaging Planning Forms System Manager s Quick Reference PARTNER Messaging Planning Form 4 Automated Attendant Line Assignments Make as many copies of this form as needed If you are using multiple Automated Attendants indicate which Automated Attendant should answer each line Any line not assigned to AA2 AAS or AA4 will be handled by AA1 Enter the line number 01 31 in the Line No column below Check the column of the AA that should handle the line Factory Setting 196 System Manager s Quick Reference B PARTNER Messaging Planning Forms PARTNER Messaging Planning Form 5 Security Settings Transfer Restrictions Transfers Restrictions On Transfer Restrictions Off A SECURITY ALERT When Transfer Restrictions is set to On the PARTNER Messaging System transfers callers only to those extensions that have been administered by the System Manager It is strongly recommended that you choose the Transfer Restrictions On option Choosing the Transfer Restrictions Off option leaves your system vulnerable to toll
4. PARTNER Messaging Release 6 0 System Manager s Quick Reference 518 100 501 Issue 2 May 2003 Copyright 9 2003 Document 518 100 501 Avaya Inc Issue 2 All Rights Reserved May 2003 Printed in USA Notice Every effort has been made to ensure that the information in this Quick Reference is complete and accurate at the time of printing Information however is subject to change See the PARTNER Messaging Installation Programming and Troubleshooting Online Guide for important information Federal Communications Commission Statement This equipment has been tested and found to comply with the limits for a Class A digital device pursuant to Part 15 of the FCC Rules These limits are designed to provide reasonable protection against harmful interference when the equipment is operated in a commercial environment This equipment generates uses and can radiate radio frequency energy and if not installed and used in accordance with the instructions may cause harmful interference to radio communications Operation of this equipment in a residential area is likely to cause harmful interference in which case the user will be required to correct the interference at his own expense This system is Class B compliant in some configurations For additional FCC information see the PARTNER Customer Support Document Canadian Department of Communication DOC Interference Information This digital apparatus does not exceed the Clas
5. 33 Programming the System Language Mode and System Language 33 Setting the System Language 34 Setting the System LANGUAGE uasa cessante ceni uk naa 34 Programming the Call Answer Service Operator Extension 37 Programming the General Mailbox Owners 38 Table of Contents 5 Table of Contents System Manager s Quick Reference Programming the Maximum Extension 39 Fere utet b Ru beu 41 Assigning Transter Only cce teet oper eee use eas Ducis 50 Assigning Automated Attendant 52 Assigning FAX EXTONSIO NG E aaa 56 Programming the Automated Attendants e 59 Programming the Day or Night Main 59 Coping SD NS ANER 65 Ale ccce eta ane A SER Fer cda aree 71 Programming the Schedule Options 74 Administering the Schedule Controller Ned beu 75 Administering the Weekly Business 76 Administering a Temporary 78 Programming Line ASSIS NS 79 Ass
6. 5 Telephone fill in the following 1 ASA Hunt VMS AA VMS MAIL LIVE AU X See back for detalls Who is the customer contact responsible for the layout of the system Name D Form B System Configuration Lines System Manager s Quick Reference C PARTNER ACS Forms Note Sea Form C1 lo enter character codes for Ext Display Form C Extension Settings 203 System Manager s Quick Reference C PARTNER ACS Forms penunuoo sBumeg uoisueix3 29 204 System Manager s Quick Reference C PARTNER ACS Forms eed LLL LLL LLL HL HE LLL LI shug 1 Assign Extensions to Hunt Groups T B e 2 2 2 B 2 lt 5 I xe4 8 dmu9 en Sopa 1 Assign Extensions to Hunt Groups Form F3 Hunt Groups wense FP PPP er PPRRRRRRARR s 205 C PARTNER ACS Forms System Manager s Quick Reference so sw sin ei ex Schaap eo 5 N N gt assuma 72 ONG dapdin furs E manuara T 2 eee 5 Idartfy Restrotons Pann sons t trem Wrtelre runtes E B i i n gt b gy me mp op emma oy ei bad diua mao sa s iu Bm 2v Cee fe w dnm em sna ag ung lg mi mias n cebu i e Ey Av
7. Modifying Extension Programming 127 5 Managing the System System Manager s Quick Reference Changing the Mailbox Language Use this procedure to change the Mailbox Language The Mailbox Language is the language the user hears after logging in The factory set Mailbox Language is the same as the System Language if the system is in Monolingual Mode it is the same as the Primary Language if the system is in Bilingual Mode User mailboxes can be administered for any of the supported languages regardless of the System Language Mode or language s that have been programmed for the system Changing Mailbox Language Step Programming Task Touch Tone Input 1 Log in to System Administration AND Ow nnnnnn 9 2 Select Extension Administration 2 3 Enter extension number nn 4 Select Mailbox Language 6 5 Select Modify Mailbox Language 6 6 Choose one of the following U S English QA or Latin American Spanish 2 or Canadian French OQA or 7 Choose one of the following Confirm 9 or Cancel 6 128 Modifying Extension Programming System Manager s Quick Reference 5 Managing the System Changing the Record a Call Message Length Use this procedure to change the Record a Call message length The Record a Call message length can be programmed to be 2 60 minutes The factory setting is 0 minutes off The Record a Call message length cannot be longer than the Mailb
8. Capacities Mailbox Language z 1 English Mailbox 1 200 2 Spanish Transfer Only 2 400 3 French Automated Attendant 3 10 Fax 4 4 1 per Automated Attendant Letter Key for directory listing 21 G 41 61 T 81 Phantom Mailbox Release 6 0 or later 22 42 N 62 U 82 23 1 43 O 63 V 83 D 31 J 51 P 71 W 91 32 52 Q 72 92 F 33 L 53 R 73 Y 93 74 Z 94 Mailbox Extension Destination Extension 191 B PARTNER Messaging Planning Forms System Manager s Quick Reference 192 PARTNER Messaging Planning Form 3a Automated Attendant Schedule amp Fax Assignment Copy this form form each Automated Attendant Automated Attendant Number 1 4 Schedule Controller for Day Night Service Switch Mode Weekly Business Schedule Both the Switch Mode and the Weekly Business Schedule Weekly Business Schedule Specify a weekly schedule if the Automated Attendant follows the Weekly Business Schedule or follows both the Switch Mode and the Weekly Business Schedule Only enter open closed times if open For 24 hour open operation set Open to 0000 and Closed to 2359 Closed hhmm hh 00 23 Sunday Tuesday CT Wednesday 1 Friday Pf s mos FAX Extension Factory Setting System Manager s Quick Reference B
9. PROBLEM System does not respond to entered digits Possible Cause Corrective Action System is not receiving Touch Tones PARTNER Messaging may not be able to interpret Touch Tones while a prompt or recording plays Wait until the prompt or recording finishes before entering the Touch Tones The line is too noisy Have your incoming phone lines checked for noise and have any problems corrected The speakerphone s microphone is on resulting in excessive background noise Mute the microphone or use the handset The Touch Tone signals are not being transmitted to PARTNER Messaging This can occur when calling from a cellular phone because of the variable quality of signal transmission Problems and Corrective Actions 165 6 Troubleshooting System Manager s Quick Reference PROBLEM Unanswered transferred calls ring continuously Possible Cause Corrective Action In some areas the telephone company does not provide a far end disconnect signal This causes the line to remain open even after the caller hangs up 166 Problems and Corrective Actions Assign VMS Coverage to all extensions in the system this is especially important for extension 10 Also make sure VMS Coverage is on at extension 10 at night when no one is around to manually disconnect calls When a call is sent to a voice mailbox for Call Answer Service if PARTNER Messaging detects 15 consecutive second
10. amp ceu omogo peu gen uiy perag o ew aa og ines efiam fue le ds Form F5 Customized Extensions Pool Access Restrictions 206 C PARTNER ACS Forms System Manager s Quick Reference meh ecc ana aam ye laa od Bun jou mo fo amp ow H i i 5 H 1 04 G preg any wee pod pregu eus amp um T lahanga say pea oy penunuo suoyasoy ssaooy oog suorsuapx3 1 6 4 wo 207 C PARTNER ACS Forms System Manager s Quick Reference 208 We d like your opinion Avaya Inc welcomes your feedback on this document Your comments can be of great value in helping us improve our documentation Messaging System Release 6 0 System Manager s Quick Reference Issue 2 May 2003 518 100 501 1 Please rate the effectiveness of this document in the following areas Excellent Good Fair Poor Ease of Finding Information Clarity Completeness m d d a a Organization a Appearance J J Examples 0 0 Illustrations a a a a Overall Satisfaction a a 2 Please check the ways you feel we could Improve the overview introduction Improve the table of contents Improve the organization Add more figures Add more examples O O
11. 142 Modifying Automated Attendant Programming System Manager s Quick Reference Deleting a Submenu 5 Managing the System Use this procedure to delete an Automated Attendant Submenu Deleting Submenu Step Programming Task Touch Tone Input 1 Log in to System Administration C Ow nnnnnn 9 2 Select Automated Attendant 3 3 Enter Automated Attendant number 1 4 4 Select Submenus 3 5 Enter Submenu number 1 99 6 Delete Submenu 3 7 Choose one of the following Confirm 9 or Cancel 6 Modifying Automated Attendant Programming 143 5 Managing the System System Manager s Quick Reference Modifying an Announcement Use this procedure to modify an existing Automated Attendant Announcement Modifying an Announcement Step Programming Task Touch Tone Input 1 Log in to System Administration 7 0 nnnnnn 9 2 Select Automated Attendant 3 3 Enter Automated Attendant number 1 4 4 Select Announcements 4 5 Enter Announcement number 1 99 6 Select Modify Announcement 144 Modifying Automated Attendant Programming System Manager s Quick Reference 5 Managing the System Modifying an Announcement Continued Step Programming Task Touch Tone Input 7 If system is in Bilingual Mode go to Step 8 If system is in Monolingual Mode choose one of the following Record new Announcement
12. To change the number you just entered press and repeat Steps 4 and 5 To delete the number you just entered press Remove To enter other numbers in this list press and repeat Steps 4 and 5 Overview 101 4 Programming the Communications System System Manager s Quick Reference Assigning a Disallowed Phone Numbers List Step Programming Task 1 Press AOG 2 Enter the number of the PARTNER Messaging port extension to be programmed 3 Enter the list number 01 08 4 To assign the list press until the display reads 1 Assigned 5 To program another PARTNER Messaging port extension press Next Procedure Prev Procedure and repeat from Step 2 Programming Allowed Phone Numbers If Outcalling is permitted or if users will be specifying external phone numbers for www messenger for PARTNER Messaging callback numbers an Allowed Phone Numbers List 407 can be created to identify numbers to which Outcalling or callback is allowed For PARTNER ACS Release 4 0 or later refer to Form F5 to see if the Allowed List Assignment column is checked for PARTNER Messaging extensions If the Allowed List Assignment column is checked continue with the following procedures to create a list of Allowed Phone Numbers and then assign the Allowed Phone Numbers List to all PARTNER Messaging extensions otherwise skip to Call Answer Service on page 104 NOTED If the PARTNER Messaging e
13. The procedures for programming the communications system appear in Chapters 2 and 4 For more information about communications system programming see Installation Initial Configuration and Programming in the PARTNER Messaging Installation Programming and Troubleshooting Online Guide PARTNER Messaging Programming PARTNER Messaging programming is performed locally or remotely using a Touch Tone telephone The procedures for programming PARTNER Messaging using a Touch Tone telephone appear in Chapter 3 System administration can also be performed locally from a PC or laptop running the PARTNER Messaging Release 1 0 or later System Administration software which provides a Graphical User Interface GUI for system programming The PC or laptop must be connected to PARTNER Messaging via the LAN port through either a network or direct connection See PARTNER Messaging Release 6 0 System Administration Getting Started for more information Programming Overview 19 1 Getting Started System Manager s Quick Reference Planning Forms Before beginning initial PARTNER Messaging programming you should have the following forms Acompleted set of PARTNER Messaging Planning Forms For a blank copy of the forms refer to Appendix B in this guide or to the PARTNEH Messaging Installation Programming and Troubleshooting Online Guide An updated set of planning forms for your communications system For a blank copy of the relevant forms for P
14. Transfer to an operator or to another extension Automated Attendant Service Answers incoming lines and presents callers with a list of options Based on callers input they may be Transferred to an extension Played an informational Announcement Transferred to a voice mailbox Presented a Submenu with additional options Transferred to another Automated Attendant Transferred to a pre defined Centrex number The Automated Attendant Service can also detect and route fax calls to a pre determined Fax extension Voice Mail Service Allows mailbox owners to Record and send messages Forward and reply to messages Designate message as Priority Private and or request Return Receipt Listen to messages Return calls to internal callers Record their names and Personal Greetings Activate Personal Greeting s Change their Personal Operators Change their passwords Set up Outcalling if permission provided Create Personal Group Lists Change Call Answer Mode of their mailbox Transfer to another extension Record a call and store it in their mailbox if premission is provided Automatically send a copy of their messages to another mailbox Release 6 0 or later Change message retrieval order Release 6 0 or later Preview new messages without changing the message status Release 6 0 or later Listen to last heard message Release 6 0 or later Tra
15. Press and go to Step 2 of any button programming procedure in this section to program a button for a different extension Press Feature 0 0 to exit 1 In some countries the feature code for Voice Mailbox Transfer is 5 Check the Programming and Use guide for the communications system 112 Overview System Manager s Quick Reference 4 Programming the Communications System Programming a Voice Mail Auto Dial Button This intercom Auto Dial button allows the user to access the voice messaging system with the touch of one button Programming a Voice Mail Auto Dial Button Step Programming Task 1 Press Feature 0 0 System Program System Program Central Program Dial the number of the extension to be programmed Press a programmable button Press left Intercom 7 7 7 At this point do one of the following oa ND Goto Step 3 of the next procedure to program another button for this extension Press and go to Step 2 of any button programming procedure in this section to program a button for a different extension Press Feature 0 to exit Overview 113 4 Programming the Communications System System Manager s Quick Reference Programming a Station Lock Button F21 The Station Lock feature is available to users with a system or standard Touch Tone telephone The Station Lock button can be programmed on a system teleph
16. 50 Programming Extensions System Manager s Quick Reference 3 Programming the Messaging System Assigning Transfer Only Extensions Continued Step Programming Task Touch Tone Input Optional Steps 6 For Directory Listing or Recorded Name Select Directory Listing or Recorded Name then 7 do the following Select Record Name then choose one of the 1 following Listen to name o If finished Oe Record name then after recording press 2 record name and choose one of the following Approve name D or a Play back Recorded Name or m Re record name O or Delete name just recorded f finished recording a name DA Programming Extensions 51 3 Programming the Messaging System System Manager s Quick Reference Assigning Transfer Only Extensions Continued Step Programming Task Touch Tone Input Optional Steps Continued 6cont Select Directory Listing then choose one of the following Enter Directory Listing then choose one of the following m Enter up to first ten letters of name See Appendix A Directory Listing Letter Key to enter letters using Touch Tones Then choose one of the following Approve Re enter m Exit without changes Return to Step 5 If finished administering Directory Listing Return to Step 5 nn nn nn nn nn nn nn nn nn nn or Assigning Automated Atten
17. 9 or 6 Delete Selector Code 3 f finished exit without changing this C3163 Selector Code 9 If finished modifying Submenu definition QDA NOTE You must continue with either Step 10 or Step 11 and follow the instructions to save the Submenu definition and Submenu prompt Modifying Automated Attendant Programming 141 5 Managing the System Modifying Submenu Continued System Manager s Quick Reference Step Programming Task Touch Tone Input 10 If system is in Bilingual Mode go to Step 11 If system is in Monolingual Mode choose one of the following Record a new Submenu prompt then record new prompt after recording press 7 and choose one of the following Approve Procedure is finished DA or Listen to prompt 2 3 or Re record prompt 2 or Delete recording WE Use existing Submenu prompt and save Submenu definition changes Procedure is finished 11 If system is in Bilingual Mode choose one of the following Primary Language or Secondary Language or Save Submenu definition and Submenu prompt changes 12 Record a new prompt then after recording record new prompt press 7 and choose one of the following Approve Heturn to Step 11 or Listen to prompt Then approve listen or re record or delete and return to beginning of Step 12 Re record prompt Repeat Step 12 or Delete recording Return to Step 11
18. nn nn nn nn nn nn Appendix A Directory Listing Letter Key nn nn nn nn to enter letters using Touch Tones Then choose one of the following Approve or Re enter m Exit without changes Return to Step 7 f finished administering Directory Listing Return to Step 7 Programming Extensions 55 3 Programming the Messaging System Assigning Fax Extensions System Manager s Quick Reference You can assign up to four Fax extensions one for each Automated Attendant If an Automated Attendant has been a assigned a Fax extension when an incoming fax call is detected by the Automated Attendant it routes the call to the Fax extension See Assigning a Fax Extension to an Automated Attendant on page 81 for more information When you assign an extension as a Fax extension you are prompted to Administer a Directory Listing or Recorded Name Users and callers can use up to a 10 letter Directory Listing to transfer calls to the Fax Assigning Fax Extensions extension The Fax extension name can also be recorded Step Programming Task Touch Tone Input Required Steps 1 Log in to System Administration 7 0 nnnnnn 9 2 Select Extension Administration 2 3 Enter extension number nn 4 Assign a fax machine to this extension 4 5 Choose one of the following Program Directory Listing or Recorded Name Go to Step 6 Delete this extension then choo
19. then after record new prompt recording press 7 and choose one of the following Approve Procedure is finished or Listen to Announcement Then or approve listen re record or delete Re record Announcement Repeat or Step 7 Delete recording Repeat Step 7 Use existing Announcement For Monolingual Mode procedure is finished 8 If system is in Bilingual Mode choose one of the following Primary Language or Secondary Language or Save any recording changes 9 Record new Announcement then after record new prompt recording press 7 and choose one of the following Approve Heturn to Step 8 or Listen to Announcement or Re record Announcement or Delete recording Return to Step 8 Modifying Automated Attendant Programming 145 5 Managing the System Deleting an Announcement System Manager s Quick Reference Use this procedure to delete an Automated Attendant Announcement Deleting an Announcement Step Programming Task Touch Tone Input 1 Log in to System Administration AND Ow nnnnnn 9 2 Select Automated Attendant 3 3 Enter Automated Attendant number 1 4 4 Select Announcements 4 5 Enter Announcement number 1 99 6 Delete Announcement 8 7 Choose one of the following Confirm 9 or Cancel 6 146 Modifying Automated Attendant Programming System Manager s Quick Reference 5 M
20. 4 2 or Assign Line Ownership Go to Step 5 4 or Modify Line Ownership Go to Step 5 6 or Delete Line Ownership Go to Step 6 86 Assigning Line Ownership System Manager s Quick Reference Assigning Line Ownership Continued 3 Programming the Messaging System Step Programming Task Touch Tone Input 4 If scanning Line Ownership do the following Enter 2 digit line number nn Scan the next line e If finished Return to Step 3 5 If assigning or modifying Line Ownership do the following Enter 2 digit line number you want to nn 2 assign or modify Enter extension number of line owner nn If finished Return to Step 3 6 If deleting Line Ownership do the following Enter 2 digit line number you want to nn delete Choose one of the following Confirm 9 or Cancel 8 If finished Return to Step 3 Assigning Line Ownership 87 3 Programming the Messaging System System Manager s Quick Reference Programming System Group Lists You can program up to ten System Group Lists that allow users to address a message to a group of mailboxes Up to 50 Mailbox extensions can be included in each System Group List A Mailbox extension can be in more than one System Group List In Appendix B refer to PARTNER Messaging Planning Form 7 System Group Lists for information required to program the System Group Lists Programming System Gro
21. Add more details Please add details about your major concerns O O O C O O improve this document Make it more concise Add more step by step procedures tutorials Add more troubleshooting information Make it less technical Add more better quick reference aids Improve the index 3 What did you like most about this document 4 Feel free to write any comments below or on an attached sheet If we may contact you concerning your comments please complete the following Name Telephone Number Company Organization Date Address You may FAX your response to 908 953 6912 Thank you PARTNER Messaging Release 6 0 System Manager s Quick Reference System Information Sheet If you have a problem with your system you may be able to resolve it quickly and easily by following the appropriate troubleshooting procedure in this guide If the problem persists or is not listed in this guide call the helpline at 1 800 628 2888 for further assistance consultation charges may apply When you call the helpline have the following system information and troubleshooting information available System Information Company Name as on equipment order Account Number if known Customer Identification Number Main Listed Telephone Number for this location Authorized Dealer and Telephone Number Troubleshooting Information Type of equipment experiencing th
22. Guide Throughout this section references to specific forms in the PARTNER ACS Release 4 0 System Planner are provided For all other PARTNER communications systems refer to the appropriate forms in the System Planner for the communications system Automated Attendant Service Before you begin determine if Automated Attendant Service is indicated For PARTNER ACS Release 4 0 or later refer to Form B in the System Planner Locate the Answering Option column and see if VMS AA is entered for any lines Overview 93 4 Programming the Communications System If Automated Attendant Service is indicated use the procedures in this section to assign Automated Attendant Service for each line requiring it otherwise skip to Call Answer Service on page 104 If you are assigning Automated Attendant Service you will need information from a completed copy of Forms B C and F5 Assigning Group Call Distribution 206 Option 1 Use this procedure to specify the outside lines for which Automated Attendant Service is required and assign these lines to Hunt Group 7 For PARTNER ACS Release 4 0 or later refer to Form B Answering Option column for VMS AA lines Assigning Group Call Distribution 206 Option 1 Step Programming Task 1 At extension 101 press Feature 0 0 System Program System Program 2 Press 3 2 0 6 3 At the Group prompt press 7 4 At the
23. PARTNER Messaging Planning Forms PARTNER Messaging Planning Form 3b Day Night Main Menu Make two copies of this form for each Automated Attendant Specify the Automated Attendant number and indicate whether the form is for the Day Main Menu or Night Main Menu Day Main Menu L_ Night Main Menu L_ Automated Attendant Number 1 4 Selector Codes Extension Mailbox Announcement No Submenu No Centrex No Description 6 Dial 0 Timeout Action Menu Selection Day Service Night Service Call Answer Service Call Answer Service Operator Operator General Mailbox General Mailbox Transfer to Ext Transfer to Ext 4 Transfer to Transfer to Mailbox Mailbox Factory Setting 193 B PARTNER Messaging Planning Forms System Manager s Quick Reference PARTNER Messaging Planning Form 3c Submenu Copy this form for each Submenu Submenu No 1 99 Selector Codes Extension Mailbox Selector Action Announcement No Code Code Submenu No Centrex No Description Waibox transfer 194 System Manager s Quick Reference B PARTNER Messaging Planning Forms PARTNER Messaging Planning Form 3d Recording Script Copy this form for each Day Main Menu Script Night Main Menu Script Submenu Script and Announcement Script Day Main Menu Automated Attendant Number 1 4 Night Main Menu Automated Attendant Number 1 4 Submenu Submenu Number 1 99
24. Submenu definition or prompt There can be up to 99 Submenus shared among four Automated Attendants A Submenu can be assigned to one or more Automated Attendants and each Submenu can be up to two minutes long The Submenu uses the same Dial 0 Timeout Action defined for the Day or Night Main Menu Modifying Submenu Step Programming Task Touch Tone Input 1 Log in to System Administration 7 0 nnnnnn 9 2 Select Automated Attendant 3 3 Enter Automated Attendant number 1 4 4 Select Submenus 3 5 Enter Submenu number 1 99 6 Select Modify the Submenu 6 7 Enter Selector Code 1 9 140 Modifying Automated Attendant Programming System Manager s Quick Reference Modifying Submenu Continued 5 Managing the System Step Programming Task Touch Tone Input 8 Modify Selector Code Then choose one of 9 the following Selector Code Actions Selector Code Transfer ext number or Play Submenu 2 submenu number Or Play Announcement 3 announce number Direct Extension Transfer 5 or Mailbox Transfer 6 mailbox ext number or e Centrex Transfer After entering Centrex 7 centrex number number wait four seconds for the system prompt Then choose one of the following Enter remaining Centrex digits 1 nnnn or f finished entering Centrex digits QDA m Confirm or cancel
25. System Step Programming Task Touch Tone Input 7 Modify Selector Code Then choose one 9 the following Selector Code Actions Selector Code Transfer 1 ext number or Play Submenu submenu number Play Announcement 3 announce number Direct Extension Transfer 5 or Mailbox Transfer 6 mailbox ext number Or e Centrex Transfer After entering 7 Centrex number number wait four seconds for the system prompt Then choose one of the following Enter remaining Centrex digits nnnn or f finished entering Centrex digits Confirm or cancel 9 or 6 Delete Selector Code To modify another Selector Code return to beginning of Step 7 8 If you want to modify the Dial 0 Timeout Action perform this step Otherwise go to Step 10 Modifying Automated Attendant Programming 137 5 Managing the System System Manager s Quick Reference Modifying Day or Night Menu Continued Step Programming Task Touch Tone Input 9 Change Dial 0 Timeout Action then 9 choose one of the following actions Transfer to Call Answer Service Q or Operator Transfer to General Mailbox 1 or Disconnect 2 or Transfer to extension 3 ext number or Transfer to mailbox 4 mailbox ext number Or f finished DA 10 If finished modifying menu definition DA NOTE You must
26. continue with either Step 11 or Step 12 and follow the instructions to save the menu definition and menu prompts 138 Modifying Automated Attendant Programming System Manager s Quick Reference 5 Managing the System Modifying Day or Night Main Menu Continued Step Programming Task Touch Tone Input 11 If system is in Bilingual Mode go to Step 12 If system is in Monolingual Mode choose one of the following Record a new prompt then after record new prompt recording press and choose one of the following Approve Procedure is finished DA or Listen to prompt 2 3 or Re record prompt Hepeat Step 11 or Delete recording Repeat Step 11 WO Use existing menu prompt and save menu definition changes For Monolingual Mode procedure is finished 12 If system is in Bilingual Mode choose one of the following Primary Language or Secondary Language or Save menu definition and menu prompt changes 13 Record a new prompt then after recording record new prompt press 7 and choose one of the following Approve Heturn to Step 12 or Listen to prompt Then approve listen or re record or delete Re record prompt Repeat Step 13 or Delete recording Return to Step 12 Modifying Automated Attendant Programming 139 5 Managing the System Modifying a Submenu System Manager s Quick Reference Use this procedure to change a
27. f finished administering Directory Listing Heturn to Step 5 58 Programming Extensions System Manager s Quick Reference 3 Programming the Messaging System Programming the Automated Attendants This section provides procedures to Program Day and Night Main Menus Create Submenus Create Announcements that may be used with the Main Menus or Submenus Program the Schedule Options Specify the lines assigned to each Automated Attendant dentify a Fax extension to which each Automated Attendant transfers fax calls In Appendix B refer to PARTNER Messaging Planning Form 3a Automated Attendant Schedule and Fax Assignment Form Sb Day Night Main Menu Form 3c Submenu and Form 3d Recording Script for the information you need to program the Automated Attendants Programming the Day or Night Main Menus The Automated Attendant Service Day Main Menu is the top level menu heard during the scheduled day hours when the business is open or during a temporary open schedule From the Day Main Menu callers can transfer to an extension Centrex number Hunt Group Calling Group or mailbox hear a Submenu or hear an Announcement The Automated Attendant Service Night Main Menu is heard during the scheduled night hours when the business is closed or during a temporary closed schedule When you program a Day or Night Main Menu you are prompted to Specify the Automated Attendant number The choic
28. four times before being sent to PARTNER Messaging for coverage Programming a Do Not Disturb Button F01 Step Programming Task 1 Press Feature 0 0 System Program System Program Central Tel Program Enter the number of the extension to be programmed Press a programmable button with lights Press Feature 0 1 At this point do one of the following Goto Step 3 of the next procedure to program another button for this extension Press and go to Step 2 of any button programming procedure in this section to program a button for a different extension Press Feature 0 to exit Overview 111 4 Programming the Communications System System Manager s Quick Reference Programming a Voice Mailbox Transfer Button F14 This button lets any system user transfer calls directly to a user s mailbox including Guest Mailboxes if the Guest Mailbox is in the communications system Dial Plan without ringing the extension first Programming a Voice Mailbox Transfer Button F14 Step Programming Task 1 Press Feature 0 0 System Program System Program Central Tel Program Enter the number of the extension to be programmed 2 3 Press a programmable button 4 Press Feature 1 4 5 At this point do one of the following Goto Step 3 of the next procedure to program another button for this extension
29. fraud by unauthorized persons Minimum Password Length Length 0 15 digits 6 A SECURITY ALERT A minimum password length of at least 6 digits is strongly recommended The shorter the minimum password length the more vulnerable your system is to toll fraud by unauthorized persons Factory Setting 197 B PARTNER Messaging Planning Forms System Manager s Quick Reference PARTNER Messaging Planning Form 6 Line Ownership Make as many copies of this form as needed Owner s Line Number 01 31 Extension Number 198 System Manager s Quick Reference B PARTNER Messaging Planning Forms PARTNER Messaging Planning Form 7 System Group Lists System Group List Number Members Name and or Mailbox Extension You can put up to fifty extensions in each System Group List 199 B PARTNER Messaging Planning Forms System Manager s Quick Reference A 200 C PARTNER ACS Forms The PARTNER Advanced Communications System ACS Release 4 0 or later forms required for programming communications system features for PARTNER Messaging are provided in this appendix These blank forms are for reference only you need a completed copy of the forms that were filled in when your communications system was installed For all other PARTNER communications system forms refer to the System Planner for the communications system 201 C PARTNER ACS Forms System Manager s Quick Reference E NUMBER Cov
30. minutes and the factory set Message Length is four minutes When you assign an extension as a Mailbox extension you are prompted to Identify whether a telephone is associated with the extension If a telephone is associated with a Mailbox extension when a caller transfers from PARTNER Messaging to that extension the call is sent to the extension s telephone If a telephone is not associated with the extension the call is sent directly to the extension s mailbox A Mailbox extension without a telephone is frequently referred to as a Guest Mailbox A Guest Mailbox can be used by traveling sales people who don t have telephones and who are frequently out of the office to receive and retrieve messages Programming Extensions 41 3 Programming the Messaging System System Manager s Quick Reference 42 Administer a Directory Listing or Recorded Name Users and callers can use up to a 10 letter Directory Listing to address messages or transfer calls The mailbox user s name can also be recorded The System Manager and the mailbox user can record a name but only the System Manager can administer a Directory Listing for an extension Administer the Message Length and Mailbox Size The Message Length is the maximum amount of time available for a caller to leave a message It is also the maximum length of a message the user can create when sending replying to and forwarding a message The Mailbox Size is the maximum amount of message storage
31. password prompt NOTED The first time you log in you are prompted to set the password Until you create it the System Administration Password is not set 30 Initially Logging in to System Administration System Manager s Quick Reference Initially Logging in to System Administration Continued 3 Programming the Messaging System Step Programming Task Touch Tone Input 4 Enter new password nnnnnn 5 Re enter new password NOTED Write down the password and store it in a secure location If you forget or lose this password you will not be able to log in to the system and make updates and changes nnnnnn Select System Administration NOTED This option is not heard on the System Administration Activity Menu The menu item is deliberately hidden to minimize your system s vulnerability to abuse You should select it even though it is not heard Initially Logging in to System Administration 31 3 Programming the Messaging System System Manager s Quick Reference Selecting the System Administration Prompt Language The System Administration Prompt Language is the language you hear when you program the system You can administer the System Administration Prompt Language for any of the supported languages U S English Latin American Spanish or Canadian French regardless of the mode or the language s that are administered for the System Language or user mailbox
32. the Communications System Programming Coverage for Lines For PARTNER ACS Release 4 0 or later if VMS Mail is entered on any lines in the Answering Option column on Form B follow the procedure in Programming Line Coverage Extension PARTNER ACS For all other PARTNER ACS releases locate the appropriate form to determine if VMS Mail is specified for any lines and follow the same procedure For PARTNER Il or PARTNER Plus if the VMS Mail column is checked for any lines in the Line Coverage column on Form A follow the procedure in Programming VMS Line Coverage PARTNER Il or PARTNER Plus Programming Line Coverage Extension PARTNER ACS Step Programming Task 1 Press 0 8 2 At the Line prompt enter the first line for which an extension is specified for VMS Mail 3 At the Data prompt enter the number of the extension specified in the VMS Mail column 4 To program another line press Next item or Prev until the appropriate line number displays 5 At the Data prompt enter the number of the extension specified for VMS Mail 6 Repeat Steps 4 and 5 for each VMS Mail line for which an extension number is specified 7 Continue with Programming Automatic VMS Cover 1 Extension Line Coverage 208 is not available on all systems Check the Programming and Use guide for the communications system Overview 105 4 Programming the Communications System Sys
33. the mailbox Mailbox Release 6 0 or configuration See Removing later the Phantom Mailbox Status from a Mailbox Extension on page 134 PROBLEM User complains they are receiving messages for another mailbox Possible Cause Corrective Action User s mailbox may be Reinitialize the user s mailbox assigned as a destination See Reinitializing a Mailbox on mailbox for a Phantom page 125 This will remove the Mailbox or Auto Copy mailbox as a destination for a originator s mailbox Release Phantom Mailbox or for an 6 0 or later Auto Copy originator mailbox PROBLEM Mailbox owner complains they are hearing their messages in a different order the newer messages before the older messages Possible Cause Corrective Action User has set their message retrieval order to Last In First Out Release 6 0 or later 186 Problems and Corrective Actions User should log in to their mailbox and press 9 11 A Directory Listing Letter Key You may enter up to a 10 letter Directory Listing for any extension To program the letters for the Directory Listing using Touch Tones use the codes shown in this table Codes for Directory Listing Letter Code Letter Code 21 N 62 B 22 63 23 P 71 D 31 Q 72 E 32 R 73 F 33 S 74 G 41 T 81 H 42 U 82 43 V 83 J 51 91 K 52 X 92 L 53 Y 93 M 61 Z 94 187 A Directory Listing Letter Key System Manager s Quick Reference 188 B PARTNER Messagin
34. user can create Changing Maximum Message Length Step Programming Task Touch Tone Input 1 Log in to System Administration OC Ow nnnnnn 9 2 Select Extension Administration 2 3 Enter extension number nn 4 Select Message Length and Mailbox Size 5 Change Message Length and Mailbox Size 6 Enter Maximum Message Length nn 7 Skip Mailbox Size 8 Choose one of the following Approve Procedure is finished or Re enter Return to Step 6 Modifying Extension Programming 123 5 Managing the System Changing the Mailbox Size System Manager s Quick Reference Use this procedure to change the Mailbox Size The Mailbox Size can be programmed to be 5 180 minutes The factory setting is 20 minutes The Mailbox Size is the maximum amount of storage time available in a user s mailbox Changing Mailbox Size Step Programming Task Touch Tone Input 1 Log in to System Administration ADD Ow nnnnnn 9 2 Select Extension Administration 2 3 Enter extension number nn 4 Select Message Length and Mailbox Size 2 5 Change Message Length and Mailbox Size 1 6 Skip Message Length 7 Enter Maximum Mailbox Size nnn 8 Choose one of the following Approve Procedure is finished or Re enter Return to Step 6 124 Modifying Extension Programming System Manager s Quick Reference 5 Managing the System Reinitializing a Mailb
35. 9 Modifying System osina 120 Modifying Extension Programming siiis ca a da CY d vac d rasa pat 120 Modifying Mallbox Extensions use disse otv octet 121 Changing a Directory Listing or Recorded Name rr Pm 121 Changing the Maximum Message Length 123 Changing he Mailbox 1268 ic ord lotir ease adnan 124 Reinitializing a Mailbox Password ETE TR 125 a Malba 125 Changing Outcalling M Tee 127 Ghanging the Mailbox Language 128 Changing the Record a Call Message Length TE ied 129 Ghanging Ihe Phone Status uec prr th spi ertt ecc hec pad 130 m ssea Table of Contents 7 Table of Contents System Manager s Quick Reference pc Deleting a Mailbox Mm INL D LENT 131 Programming a Phantom MAND OX oc recorre testate tn e aae 132 Changing the Destination Extension of a Phantom Mailbox 133 Removing the Phantom Mailbox Status from a Mailbox Extension 134 Modifying Automated Attendant 135 Modifying a Day or Night Main Menu cscccceeescceeeeeeceeeeeeeseeeerentees 136 A SUB NTI ess cadets DS 140 aiias carita ccu sip 143 Modifying an Anngunigembl
36. ARTNER ACS Release 4 0 or later locate Forms B and F5 in the System Planner For all other PARTNER ACS releases locate the appropriate form Refer to Form B Answering Option column to see if VMS Mail is entered for any lines If it is see the procedure for Programming Line Coverage Extension PARTNER ACS on page 105 Refer to Form F5 to see if Automatic VMS Cover is assigned to any extensions If it is see Programming Automatic VMS Cover on page 107 Also refer to Form F5 to see if there is an entry for VMS Cover Rings for any extensions If there is see Programming VMS Cover Rings PARTNER ACS Release 3 0 or later on page 108 If none of the above are specified skip to Telephone Button Programming on page 110 PARTNER Il or PARTNER Plus Communications Systems For PARTNER or PARTNER Plus communications systems locate Forms A and B2 in the System Planner Refer to Form A Page 1 Line Coverage If the VMS Mail column is checked see the procedure for Programming VMS Line Coverage PARTNER or PARTNER Plus on page 106 Refer to Form B2 to see if Automatic VMS Cover is assigned to any extensions If it is see Programming Automatic VMS Cover on page 107 and if appropriate Programming VMS Cover Rings All Other PARTNER Systems on page 109 f neither of the above are specified skip to Telephone Button Programming on page 110 104 Overview System Manager s Quick Reference 4 Programming
37. ARTNER Advanced Communications System ACS Release 4 0 or later refer to Appendix C in this guide or to the PARTNER Messaging Installation Programming and Troubleshooting Online Guide For all other PARTNER communications systems refer to the System Planner for the communications system Be sure to update the appropriate planning forms when you make changes to the system after initial installation and setup so there is a written record of your system s configuration You can also print out a system configuration report using a PC connected to PARTNER Messaging See the PARTNER Messaging Installation Programming and Troubleshooting Online Guide for more information 20 Programming Overview 2 Initial Preparation Overview This chapter provides initial communications system programming procedures that must be performed before the procedures in Chapter 3 Programming the Messaging System and Chapter 4 Programming the Communications System The initial communications system programming procedures are Assigning VMS Hunt Group Extensions Assigning Transfer Return Extensions Assigning Outgoing Call Restriction You must perform the first two procedures for every installation The procedure for Assigning Outgoing Call Restriction is strongly recommended to ensure System security For these procedures you need to know the extension numbers associated with the PARTNER Messaging module For the extension numbers appropriate fo
38. Call Answer Service Operator extension Programming System Parameters 37 3 Programming the Messaging System System Manager s Quick Reference Programming the Call Answer Service Operator Extension Step Programming Task Touch Tone Input 1 Log in to System Administration ADD Ow nnnnnn 9 2 Select System Parameters 1 3 Select Call Answer Service Operator 3 4 Enter Call Answer Service Operator extension nn number Programming the General Mailbox Owners PARTNER Messaging provides four General Mailboxes one for each Automated Attendant The General Mailbox extensions are 9991 9992 9993 and 9994 You cannot delete these extensions or change their phone status Automated Attendant Service calls are directed to the Automated Attendant s General Mailbox when the Automated Attendant s Dial O Timeout Action is set to record a message in the General Mailbox and Caller does not make a selection from an Automated Attendant Service Menu Caller presses 0 while in Automated Attendant Service Caller presses 0 while using the Directory to transfer The General Mailbox Owner is the extension whose Message Waiting Light is turned on whenever a message is placed in the General Mailbox The factory setting for the General Mailbox Owner is extension 10 You can program a different General Mailbox Owner for each General Mailbox or you can have the same owner for all the General Mailboxes
39. Extensions 49 3 Programming the Messaging System System Manager s Quick Reference Assigning Transfer Only Extensions You can assign up to 400 Transfer Only extensions Transfer Only extensions are extensions that do not require a mailbox An example of an extension that could be assigned as a Transfer Only extension is a conference room telephone Transfer Only extensions must be identified in PARTNER Messaging so that they can receive transferred calls see Setting Transfer Restrictions on page 83 for more information You should assign PARTNER Calling Groups PARTNER Hunt Groups and the PARTNER ACS Release 3 0 and later Remote Maintenance Extension 76 as Transfer Only extensions When you assign an extension as Transfer Only you are prompted to Administer a Directory Listing or Recorded Name Users and callers can use up to a 10 letter Directory Listing to transfer calls to the Transfer Only extension The Transfer Only extension name can also be recorded Assigning Transfer Only Extensions Step Programming Task Touch Tone Input Required Steps 1 Log in to System Administration 7 nnnnnn 9 2 Select Extension Administration 2 3 Enter extension number nn 4 Assign Transfer Only permission to this extension 5 Choose one of the following Program the Directory Listing or Recorded Name Go to Step 6 Delete this extension If finished administering this extension
40. Feature System Program System Program Central Tel Program Enter the number of the extension to be programmed 2 3 Press a programmable button with lights 4 Press Feature 1 5 5 At this point do one of the following Goto Step 3 of the next procedure to program another button for this extension Press and go to Step 2 of any button programming procedure in this section to program a button for a different extension Press Feature 0 to exit 110 Overview System Manager s Quick Reference 4 Programming the Communications System Programming a Do Not Disturb Button F01 Used in conjunction with either Automatic VMS Cover or manual VMS Cover this button lets a user send callers immediately to his or her mailbox instead of ringing the extension first The Do Not Disturb button can be used to prevent calls for the extensions from audibly alerting lights still flash Users with PARTNER Il Communications System Release 4 0 or any PARTNER ACS release who have VMS Extension Coverage either automatic or manual can use this communications system feature when they want calls sent to their mailboxes immediately The Do Not Disturb feature applies to internal calls transferred calls and incoming calls on lines for which Line Coverage Extension is assigned to the extension This feature does not apply to calls assigned VMS Coverage 206 Option 3 these calls ring
41. In Appendix B refer to PARTNER Messaging Planning Form 1 System Parameters for the General Mailbox Owners 38 Programming System Parameters System Manager s Quick Reference 3 Programming the Messaging System Programming the General Mailbox Owners Step Programming Task Touch Tone Input 1 Log in to System Administration AND Ow nnnnnn 9 2 Select System Parameters 1 3 Select General Mailbox Owners 4 4 Enter Automated Attendant number 1 4 5 Enter General Mailbox Owner extension number nn 6 Repeat Steps 3 to 5 for each Automated Attendant Programming the Maximum Extension Length The Maximum Extension Length refers to the maximum number of digits two three or four callers dial to reach an extension Calling Group Hunt Group mailbox or Automated Attendant The factory setting is two digits PARTNER Messaging transfers calls when one of the following conditions occurs Number of digits entered by the caller equals the Maximum Extension Length Caller presses digits and indicating they have finished entering the extension Five second time out period has expired In Appendix B refer to PARTNER Messaging Planning Form 1 System Parameters for the Maximum Extension Length specified for your system Programming System Parameters 39 3 Programming the Messaging System System Manager s Quick Reference Programming Maximum Extension Length
42. Input 7 Choose one of the following Listen to Announcement f in Bilingual 2 or Mode after pressing 2 go to Step 8 Modify Announcement Go Step 9 6 or Delete Announcement Confirm deletion 9 or Cancel deletion 6 If finished Return to Step 5 x 8 Choose one of the following Listen to Announcement in Primary 7 Language Listen to Announcement in Secondary 2 Language If finished Return to Step 7 G9 72 Programming the Automated Attendants System Manager s Quick Reference Creating Announcements Continued 3 Programming the Messaging System Step Programming Task Touch Tone Input 9 If system is in Bilingual Mode go to Step 10 If system is in Monolingual Mode choose one of the following Record new Announcement then after record new prompt recording press 1 and choose one of the following Approve Procedure is finished DA or Listen to Announcement Then 2 3 or approve listen re record or delete Re record Announcement Repeat a or Step 9 Delete recording Repeat Step 9 8 Use existing Announcement Procedure is finished 10 If system is in Bilingual Mode choose one of the following Record Primary Language or Record Secondary Language or Save any recording changes Return to Step 5 11 Record new Announcement then after record new prompt recording press and choose one of t
43. Length Message Storage 100 hours N A 1 When System Language is set to Bilingual Mode the factory set Primary Language is U S English and the factory set Secondary Language is Latin American Spanish System Configurations 15 1 Getting Started System Manager s Quick Reference System Capacities Continued Factory Feature Capacity Settings Extensions Mailbox Extensions 200 maximum for any port None configuration Maximum No of 120 messages N A Messages per Mailbox Mailbox Size 5 180 minutes 20 minutes administered per mailbox Maximum Message 2 60 minutes administered 4 minutes Length per mailbox Mailbox Language U S English Latin System American Spanish and Primary Canadian French Language Outcalling Permission On or Off Off Record a Call 1 60 minutes or 0 for no 0 Off Message Length Record a Call privilege administered per mailbox Phantom Mailbox Assigned or unassigned unassigned Transfer Only Extensions 400 maximum None Automated Attendant 10 maximum None Extensions Fax Extensions 4 One for each Automated None Attendant Fax extensions can be shared among Automated Attendants General Mailboxes 4 One for each Automated 9991 9992 Attendant 9993 9994 Release 6 0 or later 16 System Configurations System Manager s Quick Reference System Capacities Contin
44. Line prompt enter the first VMS AA line in a 2 digit format 5 Press until the display reads 1 Assigned 6 To program another line press Next Item or Prev Item until the appropriate line number displays 7 Press until the display reads 1 Assigned 8 Repeat Steps 6 and 7 for each VMS AA line specified 9 Continue with the next section Programming VMS Hunt Delay PARTNER ACS Release 3 0 or later 1 Some systems also allow programming from extension 11 2 n some countries the procedure code for Group Call Distribution is 205 Check the Programming and Use guide for the communications system 94 Overview System Manager s Quick Reference System Manager s Quick Reference 4 Programming the Communications System Programming VMS Hunt Delay PARTNER ACS Release 3 0 or later For PARTNER ACS Release 3 0 or later use this procedure to specify the VMS Hunt Delay for each line For all other PARTNER communications systems see the next procedure If you do not need to program the VMS Hunt Delay skip to Programming VMS Hunt Schedule PARTNER ACS Release 3 0 or later on page 97 NOTE The VMS Hunt Delay factory setting is 2 but you can change this value for more immediate call handling If you do not subscribe to Caller ID service from your local telephone company you can specify 0 rings for Immediate Call Handling If you do subscribe to Caller ID service specify 1 for Immediate Call Handling For Delayed Call Han
45. Programming System Manager s Quick Reference 5 Managing the System Deleting a Mailbox Extension Use this procedure to delete a Mailbox extension You can also follow Steps 1 4 of this procedure to delete a Transfer Only Automated Attendant or Fax extension Deleting a Mailbox Extension Step Programming Task Touch Tone Input 1 Log in to System Administration CC Ow nnnnnn 9 2 Select Extension Administration 2 3 Enter extension number nn 4 Delete this extension number 5 Choose one of the following Confirm 9 or Cancel 6 Modifying Extension Programming 131 5 Managing the System Programming a Phantom Mailbox System Manager s Quick Reference Use this procedure to program a Phantom mailbox To program a Phantom Mailbox you must enter a valid destination extension number Programming a Phantom Mailbox Step Programming Task Touch Tone Input 1 Log in to System Administration 0 nnnnnn 9 2 Select Extension Administration 3 Enter extension number nn 4 Select Phantom Mailbox 9 5 Enter the destination mailbox nn 6 When finished 132 Modifying Extension Programming System Manager s Quick Reference 5 Managing the System Changing the Destination Extension of a Phantom Mailbox Use this procedure to change the destination extension of a Phantom mailbox Changing the Destination Extension of a Pha
46. R ACS Release 4 0 or later refer to Form F3 in the System Planner Assigning VMS Hunt Group Extensions Step Programming Task 1 At extension 101 press Fears 0 0 System Program System Program 2 Press 5 0 5 3 At the Group prompt press 7 4 At the Extension prompt enter the first PARTNER Messaging extension number 5 Press until the display reads 1 Assigned 6 Press Wext or Prev Item until the next PARTNER Messaging extension number displays 7 Press until the display reads 1 Assigned 8 Repeat Steps 6 and 7 for each additional PARTNER Messaging extension number 1 Some systems also allow programming from extension 11 Overview 23 2 Initial Preparation System Manager s Quick Reference Assigning Transfer Return Extensions Use this procedure for extensions associated with the voice messaging system If the voice messaging system transfers a call to an extension that does not answer and does not have coverage the communications system transfers the call to the designated Transfer Return extension The call rings at this extension unit it is answered Typically the Transfer Return extension is the receptionist s extension or extension 10 Assigning Transfer Return Extensions Step Programming Task 1 Press 3 0 8 2 At the Extension prompt enter the first PARTNER Messaging extension numbe
47. R and Use guide for the Messaging was not updated communications system to with the correct time check the day date or time settings If the day date and time are correct choose one of these procedures and re enter the correct value After one minute this updates the day date and time on PARTNER Messaging If message headers for new messages i e messages that are received after the day date or time has been reset are still incorrect call 1 800 628 2888 for help PROBLEM User cannot forward messages to another user Possible Cause Corrective Action The system is full or does not The sender cannot forward the have enough space message until messages are remaining to accommodate deleted freeing up message the message storage space The message has been Verify the number of times the forwarded the maximum of 13 message has been forwarded times Problems and Corrective Actions 171 6 Troubleshooting System Manager s Quick Reference PROBLEM The PARTNER Messaging system is not answering calls Possible Cause Corrective Action All PARTNER Messaging ports are in use This is normal operation when all ports are in use 172 Problems and Corrective Actions If you have a 2 port or 4 port System you can upgrade the system with more ports by replacing the Port Card with a 4 port or 6 port card as appropriate If the systems users are using the Record a Call feature each call bein
48. Return to Step 9 64 Programming the Automated Attendants System Manager s Quick Reference 3 Programming the Messaging System Creating Submenus An Automated Attendant Day or Night Main Menu is the first set of choices a caller hears The Day or Night Main Menu provides nine options If you need to provide more than nine you must create a Submenu From the Day or Night Main Menu the caller can select the Submenu to hear additional choices There can be up to 99 Submenus shared among four Automated Attendants A Submenu can be assigned to one or more Automated Attendants Each Submenu can be up to two minutes long The Submenu uses the same Dial O Timeout Action defined for the Day or Night Main Menu When you create a Submenu you are prompted to Specify the Automated Attendent number Specify the Automated Attendant 1 4 to which this Submenu belongs Specify a Submenu number and create the Submenu The choices are 1 99 Listen to the Submenu prompt and menu definition The factory settings indicate the prompt has not been recorded and the Selector Codes for the Submenu definition are not used This step is not required when creating a new Submenu it is useful when modifying an existing Submenu Modify the Submenu This option allows you to modify the Selector Code Actions Selector Codes are the choices on the Submenu Selector Code Actions indicate what happens when choices are made from the Submenu The
49. Slot 1 then power on the communications system If the System Status LED does not light then the module may be defective Call the helpline at 1 800 628 2888 or your authorized dealer for help If the System Status LED is red other than for the instant in which the system is starting up power down the communications system remove the PARTNER Messaging module and reseat the module in the communications system s carrier Make sure the Port Card is securely connected in Card Slot 1 then power on the communications system If the System Status LED stays red for more than just an instant then the module may be defective Contact your authorized dealer or call the helpline at 1 800 628 2888 System Manager s Quick Reference 6 Troubleshooting Possible Cause Corrective Action None of the PARTNER Verify in the communications Messaging extensions system programming that all the have been assigned to PARTNER Messaging port Hunt Group 7 extensions are assigned to Hunt Group 7 Refer to the appropriate planning form for your communications system to determine the correct extension numbers for the PARTNER Messaging ports Then on the communications system use Hunt Group Extensions 505 programming to assign the port extensions to Hunt Group 7 If none of these corrective actions solve the problem call the helpline at 1 800 628 2888 or your authorized dealer for help PROBLEM The caller cannot s
50. amming Line Assignments on page 79 To change or program a Fax extension to receive fax calls transferred by an Automated Attendant see Assigning a Fax Extension to an Automated Attendant on page 81 The extension must also be assigned as a Fax extension type See Assigning Fax Extensions on page 56 To modify the Schedule Options see Programming the Schedule Options on page 74 Procedures to modify a Day or Night Main Menu a Submenu or an Announcement to delete a Submenu or Announcement and to administer a Temporary Schedule follow Modifying Automated Attendant Programming 135 5 Managing the System Modifying a Day or Night Main Menu Use this procedure to modify the Day or Night Main Menu prompt the Selector Codes and the Dial O Timeout Action of an Automated Attendant Day or Night Main Menu Modifying Day or Night Main Menu System Manager s Quick Reference Step Programming Task Touch Tone Input 1 Log in to System Administration 7 nnnnnn 9 2 Select Automated Attendant 3 3 Enter Automated Attendant number 1 4 4 Choose one of the following Day Menu or Night Menu 5 Select Modify the Menu 6 6 If you want to modify a Selector Code 1 9 enter Selector Code number Otherwise go to Step 8 136 Modifying Automated Attendant Programming System Manager s Quick Reference Modifying Day or Night Main Menu Continued 5 Managing the
51. anaging the System Administering a Temporary Schedule The Temporary Schedule overrides both the Switch Mode and the Weekly Business Schedule For each day with a temporary opening or temporary closing schedule you specify the start and end time of the special schedule During other periods of that day the Automated Attendant operates in the appropriate mode based on its Schedule Controller setting For a temporary opening schedule the regular Day Main Menu prompt plays For a temporary closing schedule you may record a Temporary Closure Greeting that plays before the regular Night Main Menu prompt or specify that only the regular Night Main Menu prompt be played There is only one Temporary Closure Greeting for each Automated Attendant If you set the system for temporary closings on more than one day and choose to use the Temporary Closure Greeting the same greeting will be used for each day If the system is in Bilingual Mode the Temporary Closure Greeting must include recordings in both languages The Temporary Schedule can be programmed for the current day and or the following six days It also can be canceled anytime before or while the Temporary Schedule is in effect The Temporary Schedule does not carry over from week to week it expires at the end of the day for which you created it NOTE To set the Temporary Schedule for the entire day enter 0000 as the starting time and 2359 as the ending time Administering Temporary Sch
52. ave exceeded its assigned capacity Setthe Call Answer Mode for the destination mailbox to Record Mode Delete old unneeded messages in the destination mailbox Then increase the maximum number of minutes assiged to the destination mailbox See Changing the Mailbox Size on page 124 If this mailbox is administered as an Auto Copy mailbox Release 6 0 or later The Auto Copy originator mailbox and or the destination mailbox may have the Call Answer Mode set to Answer Only The number of messages in the Auto Copy originator mailbox and or the destination mailbox may be close to or exceeding the maximum number of minutes assigned to them Auto Copy mailbox owner and destination mailbox owner should change their Call Answer Mode to Record Mode Auto Copy mailbox owner and destination mailbox owner should delete old unneeded messages from their mailbox Then increase the maximum number of minutes assigned to the Auto Copy originator mailbox and or destination mailbox See Changing the Mailbox Size on page 124 Problems and Corrective Actions 185 6 Troubleshooting System Manager s Quick Reference PROBLEM Callers claim they are leaving messages in a mailbox but the mailbox owner is not getting any messages and their message waiting light is not being turned on Possible Cause Corrective Action The mailbox may be Remove Phantom Mailbox administered as a Phantom status from
53. ax call it transfers the call to a specific extension or Hunt Group The extension must first be programmed as a Fax extension type in order to identify it as a Fax extension for an Automated Attendant see Assigning Fax Extensions on page 56 PARTNER Messaging allows a maximum of one Fax extension per Automated Attendant Multiple Automated Attendants can share the same Fax extension NOTE Do not assign a Fax extension to an Automated Attendant if you are using the PARTNER ACS Release 3 0 or later Fax CNG Detection feature In Appendix B refer to PARTNER Messaging Planning Form 3a Automated Attendant Schedule and Fax Assignment for site specific information you need to complete this programming task Assigning a Fax Extension to an Automated Attendant Step Programming Task Touch Tone Input 1 Log in to System Administration AND Ow nnnnnn 9 2 Select Automated Attendants 3 Programming the Automated Attendants 81 3 Programming the Messaging System System Manager s Quick Reference Assigning a Fax Extension to an Automated Attendant Continued Step Programming Task Touch Tone Input 3 Enter Automated Attendant number 1 4 4 Select Fax extension 5 Choose one of the following Enter extension number nn or nnn or Remove the Fax extension for this NOTE This removes the Fax extension assignment from this Automated Attendant only other Automated Attendan
54. aya Customer Care Center at 1 800 628 2888 Warranty Avaya Inc provides a limited warranty on this product Refer to the Limited Use Software License Agreement card provided with your package For additional warranty information see the PARTNER Customer Support Document Trademarks PARTNER is a registered trademark of Avaya Inc in the U S and other countries Ordering Information Call Avaya Publications Center Voice 1 800 457 1235 International Voice 1 207 866 6701 Fax 1 800 457 1764 International Fax 1 207 626 7269 Write Globalware Solutions 200 Ward Hill Avenue Haverhill MA 01835 USA Order Avaya Publications Center Document No 518 100 501 Issue 2 May 2003 For additional documents refer to the PARTNER Customer Support Document Customer Support If you need assistance when programming or using your system contact your local Authorized Dealer or call the Avaya Customer Care Center at 1 800 628 2888 Consultation charges may apply Obtaining Products See Obtaining Products in the PARTNER Customer Support Document Avaya Web Page For related documents go to www avaya com support Heritage Statement Intellectual property related to this product including trademarks and registered to Lucent Technologies Inc has been transferred or licensed to Avaya Inc Any reference within the text to Lucent Technologies Inc or Lucent should be interpreted as reference to Avaya Inc The exception is cross references to
55. be left in a user s voice mailbox Possible Cause Corrective Action Voice mailbox is full or Delete messages that are no System is full longer needed from the mailbox Mailbox is set for Set mailbox for Record Mode Answer Only Mode NOTE Mailbox Sizes range from 5 to 180 minutes or 120 messages The message capacity of PARTNER Messaging is 100 hours If a user frequently hears Mailbox 80 Full or Mailbox Full the System Manager may want to increase the storage size of the user s voice mailbox PROBLEM Calls are not being transferred properly Possible Cause Corrective Action Automated Attendant Service sure the menu prompt may not be administered matches the programmed properly Selector Codes If the problem involves the Call Answer Service Operator be sure the proper extension has been designated as the Call Answer Service Operator The Phone Status for the Change the Phone Status to Yes extension is set to No i e the extension has a phone i e the extension does not have a phone Problems and Corrective Actions 157 6 Troubleshooting System Manager s Quick Reference PROBLEM Message Waiting Light is not turning on and off Possible Cause Corrective Action The Phone Status for the extension is set to No i e the extension does not have a phone This is a normal operation If Message Waiting Light activation is desired change the Phone Status for th
56. bers for the PARTNER Messaging ports Then on the communications system use Hunt Group Extensions 8505 programming to verify that the port extensions are assigned to Hunt Group 7 Verify that the lines to be answered by the Automated Attendants have been correctly assigned to Hunt Group 7 on the communications system use the Group Call Distribution procedure 206 Option 1 Assigned f you are using the communications system s VMS Line Cover feature to assign lines for Automated Attendant Service verify that the lines have been correctly assigned using the VMS Line Cover programming procedure 206 Option 3 VMS Line Cover 180 Problems and Corrective Actions System Manager s Quick Reference 6 Troubleshooting PROBLEM Outside callers hear silence tones or ringing during transfer Possible Cause Corrective Action Music On Hold is not set up Program Music On Hold 602 on the communications for the communications system system PROBLEM The Automated Attendant does not answer immediately Possible Cause Corrective Action The VMS Hunt Delay feature PARTNER ACS Release 3 0 or on the communications later On the communications system has been set up to system for each line for both send calls to PARTNER Day and Night Service use the Messaging after a delay VMS Hunt Delay 506 procedure to check that the number of rings is either set to 0 if you do not subscribe to Caller ID servi
57. books published prior to May 1 2001 which may retain their original Lucent titles Avaya Inc formed as a result of Lucent s planned restructuring designs builds and delivers voice converged voice and data customer relationship management messaging multiservice networking and structured cabling products and services Avaya Labs is the research and development arm for the company IMPORTANT SAFETY INSTRUCTIONS The following list provides basic safety precautions that should always be followed when using your telephone equipment 1 Read and understand all instructions Follow all warnings and instructions marked on the product Unplug all telephone connections before cleaning DO NOT use liquid cleaners or aerosol cleaners Use a damp cloth for cleaning This product should be serviced by or taken to a qualified repair center when Service or repair work is required DO NOT use this product near water for example in a wet basement location DO NOT place this product on an unstable cart stand or table Never push objects of any kind into slots or openings as they may touch dangerous voltage points or short out parts that could result in a risk of fire or electric shock Never spill liquid of any kind on the product DO NOT use the telephone to report a gas leak in the vicinity of the leak A CAUTION DO NOT block or cover the ventilation slots or openings they prevent the product from overheating DO NOT place the p
58. ce or set to 2 if you do subscribe to Caller ID service All other PARTNER communications systems On the communications system check that the VMS Hunt Delay 8506 has been set to Immediate Problems and Corrective Actions 181 6 Troubleshooting Possible Cause System Manager s Quick Reference Corrective Action All PARTNER Messaging ports are in use 182 Problems and Corrective Actions If you have a 2 port or 4 port system you can upgrade the system with more ports by replacing the Port Card with a 4 port or 6 port card as appropriate If the systems users are using the Record a Call feature each call being recorded uses one PARTNER Messaging port while the message is being recorded or listened to If your system has four ports you may want to upgrade the system to six ports System Manager s Quick Reference Possible Cause 6 Troubleshooting Corrective Action One or more PARTNER Messaging extensions have not been assigned to Hunt Group 7 Verify in the communications system programming that all the PARTNER Messaging port extensions are correctly assigned to Hunt Group 7 Referto the appropriate planning form for your communications system to determine the correct extension numbers for the PARTNER Messaging ports Then on the communications system use Hunt Group Extensions 505 programming to verify that the port extensions are assigned to Hunt Group If none of these
59. corrective actions solve the problem call the helpline at 1 800 628 2888 or your authorized dealer for help Problems and Corrective Actions 183 6 Troubleshooting System Manager s Quick Reference PROBLEM When a 1 answered by PARTNER Messaging the caller immediately is informed that the call is being transferred to the operator Possible Cause Corrective Action One or more PARTNER Verify in the communications Messaging extensions have system programming that all the not been assigned to Hunt PARTNER Messaging port Group 7 extensions are correctly assigned to Hunt Group 7 Refer to the appropriate planning form for your communications system to determine the correct extension numbers for the PARTNER Messaging ports Then on the communications system use Hunt Group Extensions 505 programming to verify that the port extensions are assigned to Hunt Group 7 If none of these corrective actions solve the problem call the helpline at 1 800 628 2888 or your authorized dealer for help 184 Problems and Corrective Actions System Manager s Quick Reference 6 Troubleshooting Callers hear prompt that they cannot leave a message because this mailbox is full Possible Cause Corrective Action If this is a Phantom Mailbox Release 6 0 or later The destination mailbox may have its Call Answer Mode set to Answer Only The number of messages in the destination mailbox may h
60. current Selector Code action 6 To modify another Selector Code return to beginning of Step 10 When finished modifying Submenu definitions NOTE You must continue with either Step 11 or Step 12 and follow the instructions to save the Submenu definitions and Submenu prompt Programming the Automated Attendants 69 3 Programming the Messaging System Creating Submenus Continued System Manager s Quick Reference Step Programming Task Touch Tone Input 11 If system is in Bilingual Mode go to Step 12 If system is in Monolingual Mode choose one of the following Record new Submenu prompt then after record new prompt recording press 7 and choose one of the following Approve Procedure is finished DA or Listen to prompt 2 3 or Re record prompt or Delete recording G9 3 Use existing Submenu prompt and save Submenu definition changes Procedure is finished 12 If system is in Bilingual Mode choose one of the following Primary Language or Secondary Language or Save Submenu definition and Submenu prompt changes 13 Record a new prompt then after recording record new prompt press 7 and choose one of the following Approve Heturn to Step 12 Listen to prompt Then approve listen re record or delete and repeat Step 13 Re record prompt Hepeat Step 13 Delete recording Return to Step 12 Or or or 70 P
61. d persons Choose the largest acceptable minimum length in order to maximize the security of your system 84 Setting System Security Parameters System Manager s Quick Reference Setting Minimum Password Length 3 Programming the Messaging System Step Programming Task Touch Tone Input 1 Log in to System Administration AND Ow nnnnnn 9 2 Select System Security Parameters 5 3 Select Minimum Password Length 2 4 Choose one of the following Enter Minimum Password Length nn Factory set length is 6 range is 0 15 f finished Setting System Security Parameters 85 3 Programming the Messaging System System Manager s Quick Reference Assigning Line Ownership If you have used VMS Line Coverage 206 Option 3 on the communications system to assign coverage for a line you must assign PARTNER Messaging Line Ownership to indicate which PARTNER Messaging mailbox or Automated Attendant extension should handle the call NOTED On the PARTNER communications system be sure you have programmed VMS Line Coverage 206 Option 3 In Appendix B refer to PARTNER Messaging Planning Form 6 Line Ownership for the information required to assign Line Ownership Assigning Line Ownership Step Programming Task Touch Tone Input 1 Log in to System Administration 00 0 nnnnnn 9 2 Select Line Ownership 8 3 Choose one of the following Scan Line Ownership Go to Step
62. dant Extensions You can assign up to 10 Automated Attendant extensions An Automated Attendant extension is one that sends the caller to one of the four Automated Attendants When you assign an extension as an Automated Attendant extension you are prompted to Identify whether a telephone is associated with the extension telephone is associated with the Automated Attendant extension calls transferred to that extension from PARTNER Messaging ring at the telephone and if unanswered are handled by an Automated Attendant If a telephone is not associated with the Automated Attendant extension calls transferred by PARTNER Messaging do not ring at a telephone but go directly to the Automated Attendant Service 52 Programming Extensions System Manager s Quick Reference 3 Programming the Messaging System Administer a Directory Listing or Recorded Name Users and callers can use up to a 10 letter Directory Listing to transfer calls to the Automated Attendant extension The Automated Attendant extension name can also be recorded Assigning Automated Attendant Extensions Step Programming Task Touch Tone Input Required Steps 1 Log in to System Administration 00 nnnnnn 9 2 Select Extension Administration 2 3 Enter extension number nn 4 Assign Automated Attendant to this extension 3 5 Enter Automated Attendant number for this 1 4 extension 6 Choose one of the
63. dling pick a value from 2 to 6 rings Programming VMS Hunt Delay PARTNER ACS Release 3 0 or later Step Programming Task 1 Press 9 0 0 6 At the Mode prompt enter 1 Day or 2 Night 2 3 At the Line prompt enter the first line number 4 Press until the appropriate value displays 5 To program another line press Next item or Prev until the appropriate line number displays Then repeat Step 4 To specify Hunt Delay for the other mode return to Step 1 6 Continue with Programming VMS Hunt Schedule PARTNER ACS Release 3 0 or later Overview 95 4 Programming the Communications System System Manager s Quick Reference Programming VMS Hunt Delay All Other PARTNER Systems For all PARTNER communications systems other than PARTNER ACS Release 3 0 or later use this procedure to change the VMS Hunt Delay setting to Delay for all lines The VMS Hunt Delay factory setting is Immediate For PARTNER ACS Release 3 0 or later see the previous procedure If you do not need to program the VMS Hunt Delay skip to Programming VMS Hunt Schedule All Other PARTNER Systems on page 98 Programming VMS Hunt Delay All Other PARTNER Systems Step Programming Task 1 Press AOAO 2 Press until the appropriate value displays 3 Continue with Programming VMS Hunt Schedule All Other PARTNER Systems 96 Overview System Manager s Quic
64. e Action All PARTNER Messaging ports are in use This is normal operation when all ports are in use If you have a 2 port or 4 port system you can upgrade the system with more ports by replacing the Port Card with a 4 port or 6 port card as appropriate If the systems users are using the Record a Call feature each call being recorded uses one PARTNER Messaging port while the message is being recorded or listened to If your system has four ports you may want to upgrade the system to six ports Problems and Corrective Actions 177 6 Troubleshooting System Manager s Quick Reference Possible Cause Corrective Action The Port Card is installed If the Port Card is not is not installed correctly or is installed install it defective Check that the Port Card is installed in Card Slot 1 the left most PCMCIA card slot in the PARTNER Messaging module If the Port Card is in the incorrect slot remove it and install it in the correct slot If a Port Card is installed in Card Slot 1 the left most PCMCIA card slot remove it from the PARTNER Messaging module and reinstall it in Card Slot 1 making sure it is connected securely f the Port Card is defective it must be replaced Contact your authorized dealer or call the helpline at 1 800 628 2888 178 Problems and Corrective Actions System Manager s Quick Reference Possible Cause 6 Troubleshooting Corrective Action Th
65. e PARTNER Messaging module is not seated correctly in the communications system carrier or the module is defective f the System Status LED is not lit power down the communications system remove the PARTNER Messaging module and reseat the module in the communications system s carrier Make sure the Port Card is securely connected in Card Slot 1 then power on the communications system If the System Status LED does not light then the module may be defective Call the helpline at 1 800 628 2888 or your authorized dealer for help If the System Status LED is red other than for the instant in which the system is starting up power down the communications system remove the PARTNER Messaging module reseat the module in the communications system s carrier then power on the communications system If the System Status LED stays red for more than just an instant then the module may be defective Call your authorized dealer or call the helpline at 1 800 628 2888 Problems and Corrective Actions 179 6 Troubleshooting System Manager s Quick Reference Possible Cause Corrective Action PARTNER Messaging or the Verify in the communications communications system may system programming that the not be programmed properly PARTNER Messaging port extensions are correctly assigned to Hunt Group 7 Refer to the appropriate planning form for your communications system to determine the correct extension num
66. e problem for example PARTNER Messaging or a particular system component System Information Sheet continued A description of the problem Has this problem occurred before Have you attempted to troubleshoot the problem PARTNER Messaging System Release 6 0 System Administration 1 2 3 5 6 7 8 System Extension Automated System Line System System Backup Parameters Administration Attendant Administration Security Parameters Ownership Administration Group Lists and System Restore 1 3 4 5 g If 1 2 3 4 5 6 7 If 1 3 E 8 9 If System CAS General Maximum finished Day Night Sub Announce Schedule Line Fax finished Create Revie
67. e system You may be able to resolve a problem quickly and easily by following the appropriate steps If you are unable to resolve a problem call the helpline at 1 800 628 2888 or your authorized dealer Overview 155 6 Troubleshooting System Manager s Quick Reference Problems and Corrective Actions PROBLEM System terminates recording of a name greeting message or an Automated Attendant Main Menu Submenu or Announcement before the user finishes Possible Cause Corrective Action Recording may have reached Be sure the recording does not the time limit set for it exceed the time limit then re record it Speaker s voice sounded lie the message a Touch Tone digit PROBLEM Caller hears a busy signal when calling into Voice Mail Service Possible Cause Corrective Action All ports are in use or Try again later If the condition maintenance is being persists call the helpline at performed on the PARTNER 1 800 628 2888 or your Messaging module authorized dealer There are no ports assigned Assign the ports to Hunt Group 7 to Hunt Group 7 programming procedure 505 PROBLEM The first part of a Menu Submenu Announcement or Personal Greeting is cut off Possible Cause Corrective Action You may have begun Re record speaking after the recording too early beep ends 156 Problems and Corrective Actions System Manager s Quick Reference 6 Troubleshooting PROBLEM Messages cannot
68. ed to program the VMS Hunt Schedule skip to the next section Programming Automatic Extension Privacy on page 99 The VMS Hunt Schedule factory setting is Always If Day Only or Night Only is required follow this procedure to change the VMS Hunt Schedule for all lines The setting that you specify in this procedure applies to all Automated Attendants whose lines were assigned to Hunt Group 7 using programming procedure 206 Option 1 Programming VMS Hunt Schedule Other PARTNER Systems Step Programming Task 1 Press AOOO 2 Press until the appropriate value displays 3 Continue with the next section Programming Automatic Extension Privacy 98 Overview System Manager s Quick Reference 4 Programming the Communications System Programming Automatic Extension Privacy This feature prevents users from accidentally picking up calls sent to the voice messaging system For PARTNER ACS Release 4 0 or later refer to Form F5 to identify extensions with Automatic Extension Privacy checked NOTE Program this feature only if all Automated Attendant lines will be programmed for Immediate Call Handling and you will not be using the Call Screening feature Call Screening will not work if Automatic Extension Privacy is programmed for PARTNER Messaging extensions Programming Automatic Extension Privacy Step Programming Task 1 Press 9 00 Enter the first PARTNER Messaging extension n
69. edule Step Programming Task Touch Tone Input 1 Log in to System Administration 7 0 nnnnnn 9 2 Select Automated Attendants 3 3 Enter Automated Attendant number 1 4 4 Select Schedule Options 5 Modifying Automated Attendant Programming 147 5 Managing the System Administering Temporary Schedule Continued System Manager s Quick Reference Step Programming Task Touch Tone Input 5 Choose one of the following Administer Temporary Schedule Go to Step 6 f finished 6 Choose one of the following Enter day to be administered as follows Sunday 1 or Monday 2 or Tuesday 3 or Wednesday 4 or Thursday 5 or Friday 6 or Saturday 7 or All days 9 f finished DA 7 Choose one of the following Open 1 or Closed or Delete temporary opening or closing for the 0 3 or If finished WH 8 Enter starting time for Temporary Schedule hhmm where hh hour 00 23 mm minute 00 59 148 Modifying Automated Attendant Programming System Manager s Quick Reference 5 Managing the System Administering Temporary Schedule Continued Step Programming Task Touch Tone Input 9 Enter ending time for Temporary Schedule where hhmm hh hour 00 23 mm minute 00 59 10 Choose one of the following Approve For a temporary opening schedule or procedure i
70. eekly Business Schedule System Manager s Quick Reference If the Schedule Controller is set to follow the Weekly Business Schedule or to follow both the Switch Mode and the Weekly Business Schedule a Weekly Business Schedule must be programmed Administering Weekly Business Schedule Step Programming Task Touch Tone Input 1 Log in to System Administration 7 0 nnnnnn 9 2 Select Automated Attendants 3 3 Enter Automated Attendant number 1 4 4 Select Schedule Options 5 5 Choose one of the following Select Weekly Business Schedule 3 f finished X 76 Programming the Automated Attendants System Manager s Quick Reference 3 Programming the Messaging System Administering Weekly Business Schedule Continued Step Programming Task Touch Tone Input 6 Choose one of the following Enter day to be administered as follows Sunday 1 or Monday 2 or Tuesday 3 or Wednesday 4 or Thursday 5 or Friday 6 or Saturday 7 or All days 9 ffinished QA 7 Choose one of the following Open Go to Step 8 1 Closed Return to Step 6 2 NOTE For the Weekly Business Schedule if the schedule for the day is closed time is not programmed The Night Menu is in effect for the 24 hour period If finished Programming the Automated Attendants 77 3 Programming the Messaging System Administeri
71. er to the Centrex Transfer destination phone number If www messenger for PARTNER Messaging will be used and the phone numbers designated by users during login will be external phone numbers then all PARTNER Messaging port extensions must have Allowed Phone Numbers Lists assigned to them that will permit the voice messaging system to dial those external phone numbers Overview 25 2 Initial Preparation System Manager s Quick Reference Assigning Outgoing Call Restriction Step Programming Task 1 Press 2 4 0 1 2 At the Extension prompt enter the first PARTNER Messaging extension number specified 3 Press Next Data until the display reads 2 Inside Only 4 Press ext or Prev Item until the next PARTNER Messaging extension number displays 5 Press Next Data until the appropriate value displays 6 Repeat Steps 4 and 5 for each PARTNER Messaging extension 7 Press Feature 0 0 to exit programming 26 Overview 3 Programming the Messaging System Overview This chapter describes the PARTNER Messaging programming tasks that must be performed after the module is initially installed NOTE You can program PARTNER Messaging locally from a PC or laptop running the PARTNER Messaging System Administration software which provides a Graphical User Interface GUI for system programming See PARTNER Messaging Release 6 0 System Administration Getting Started for
72. es See Programming the System Language Mode and System Language on page 33 for more information In Appendix B refer to PARTNER Messaging Planning Form 1 System Parameters for the System Administration Prompt Language identified for your system NOTED Select a language even if you want the System Administration Prompt Language to remain in U S English This will ensure a change to the System Language Mode or System Language does not affect the System Administration Prompt Language Selecting the System Administration Prompt Language Step Programming Task Touch Tone Input 1 Dial the Hunt Group extension for PARTNER 7 Messaging 2 Enter the System Administration extension Q 3 Enter password nnnnnn 4 Select System Administration Prompt Language 5 Choose one of the following U S English oA or Latin American Spanish Or Canadian French 3 32 Selecting the System Administration Prompt Language System Manager s Quick Reference 3 Programming the Messaging System Programming System Parameters This section provides procedures for programming the System Parameters Some System Parameters have factory settings that you do not need to program if they are appropriate for your system In Appendix B refer to PARTNER Messaging Planning Form 1 System Parameters for specific parameters for your system Programming the System Language Mode and System Language The System Langua
73. es are 1 4 Select the Day Main Menu or the Night Main Menu Even if the Night Menu is identical to the Day Menu you must program both if you plan to use both Listen to the menu prompt and menu definition Once you listen to the current definitions you can decide which you want to modify Programming the Automated Attendants 59 3 Programming the Messaging System System Manager s Quick Reference Modify the menu definition This includes modifying the Selector Code Actions for the Selector Codes and the Dial O Timeout Action Selector Codes are the choices on the menu A Selector Code Action is what occurs when a choice is made from the menu Factory settings for the Selector Code Actions for Selector Codes 1 4 in the Day and Night Main Menus are set to Direct Extension Transfer For each Day Main Menu the factory set Dial O Timeout Action is Transfer to Call Answer Service Operator For each Night Main Menu the factory set Dial O Timeout Action is Record a Message in the General Mailbox SECURITY ALERT For security purposes delete all unused Selector Codes Record a new menu prompt If you make any changes to Selector Codes or to the Dial O Timeout Action you may want to record a new menu prompt The factory set Day Main Menu prompt is Your call is being answered by PARTNER Messaging Please enter the extension of the person you wish to reach To transfer using the Directory press star two For a
74. factory set Selector Code assignments are not used Record new Submenu prompt You must record a Submenu prompt The factory set Submenu prompt is The Submenu prompt has not been recorded In Appendix B refer to PARTNER Messaging Planning Form 3c Submenu and Form Recording Script for the information you need to program Submenus Programming the Automated Attendants 65 3 Programming the Messaging System Creating Submenus System Manager s Quick Reference Step Programming Task Touch Tone Input 1 Log in to System Administration 7 nnnnnn 9 2 Select Automated Attendant 3 3 Enter Automated Attendant number 1 4 4 Select Submenus 3 5 Enter Submenu number 1 99 6 If you want to listen to or modify an existing Submenu go to Step 7 If you want to create a new Submenu choose one of the following Create Submenu 8 or Cancel Heturn to Step 5 8 7 Choose one of the following Listen to Submenu Go to Step 8 2 Modify Submenu Go to Step 10 e Delete Submenu G9 3 Confirm deletion 9 or Cancel deletion 6 If finished Return to Step 5 66 Programming the Automated Attendants System Manager s Quick Reference 3 Programming the Messaging System Creating Submenus Continued Step Programming Task Touch Tone Input 8 Choose one of the following To listen to Submenu prompt To listen t
75. following If atelephone is associated with this extension 9 or If atelephone is not associated with this extension 7 Choose one of the following Program Directory Listing or Recorded Go to Step 8 Delete this extension If finished administering this extension Programming Extensions 53 3 Programming the Messaging System Assigning Automated Attendant Extensions System Manager s Quick Reference Step Programming Task Touch Tone Input Optional Steps 8 For Directory Listing or Recorded Name Select Directory Listing or Recorded Name then do the following Select Record Name then choose one of the following Listen to name m f finished Record name then after recording press and choose one of the following m Approve name m Play back Recorded Name m Re record name Delete name just recorded f finished recording a name Qj or 3 or or c amp 9 9 M 69 54 Programming Extensions System Manager s Quick Reference 3 Programming the Messaging System Assigning Automated Attendant Extensions Step Programming Task Touch Tone Input Optional Steps Continued 8cont Select Directory Listing then choose one of the following Administer Directory Listing then choose one of the following m Enter up to first ten letters of name See
76. g Planning Forms The PARTNER Messaging Planning Forms are provided in this appendix If you need to print the forms so that you can fill them out print a copy from the PARTNER Messaging Installation Programming and Troubleshooting Online Guide so that the forms are a standard 8 1 2 by 11 inch size 189 B PARTNER Messaging Planning Forms System Manager s Quick Reference PARTNER Messaging Planning Form 1 System Parameters System Administration Prompt Language English System Primary Language System Language Mode Language Monolingual English Spanish Bilingual Primary Language Secondary Language Maximum Extension Length Maximum Number of Digits Factory Setting f you choose Bilingual the initial setting for the Primary Language is U S English and the Secondary Language is Spanish 190 System Manager s Quick Reference B PARTNER Messaging Planning Forms PARTNER Messaging Planning Form 2 Extension Administration Codes All Type Codes Type Code 1 only Mailbox Msg Length Size Outcalling RAC Msg Length Type AA no 10 Letter Directory Listing 2 60 min 5 180 min On 9 Mailbox 1 60 min Optional optional 4min 20 min Factory Setting Extension Type
77. g recorded uses one PARTNER Messaging port while the message is being recorded or listened to If your system has four ports you may want to upgrade the system to six ports System Manager s Quick Reference 6 Troubleshooting Possible Cause Corrective Action The Port Card is not installed Ifthe Port Card is not is not installed correctly or is installed install it defective Check that the Port Card is installed in Card Slot 1 the left most PCMCIA card slot in the PARTNER Messaging module If the Port Card is in the incorrect slot remove it and install it in the correct slot f a Port Card is installed in Card Slot 1 the left most PCMCIA card slot remove it from the PARTNER Messaging module and reinstall it in Card Slot 1 making sure it is connected securely Ifthe Port Card is defective it must be replaced Call your authorized dealer or call the helpline at 1 800 628 2888 Problems and Corrective Actions 173 6 Troubleshooting Possible Cause System Manager s Quick Reference Corrective Action The PARTNER Messaging module is not seated correctly in the communications system carrier or the module is defective 174 Problems and Corrective Actions If the System Status LED is not lit power down the communications system remove the PARTNER Messaging module and reseat the module in the communications system s carrier Make sure the Port Card is securely connected in Card
78. ge is the language callers hear It can be set to one of three languages U S English Latin American Spanish or Canadian French The System Language Mode can be set to Monolingual or Bilingual When the System Language Mode is set to Monolingual callers hear system prompts in one of the three languages the language that is programmed as the System Language When the System Language Mode is set to Bilingual callers hear system prompts in two of the three languages The first language the caller hears is the Primary Language The Secondary Language is the alternate language the caller can hear by pressing GJ 1 When a system is in Bilingual Mode the users include instructions in their Personal Greeting for the caller to press to hear system prompts in the alternate language The same System Language Mode and System Language s apply to all Automated Attendants The factory setting is Monolingual Mode with U S English as the System Language When the System Language Mode is set to Bilingual the factory set Primary Language is U S English and the factory set Secondary Language is Latin American Spanish System Language is different from the System Administration Prompt Language The System Administration Prompt Language is the language the System Manager hears when programming the system In addition System Language is different from the Mailbox Language that is programmed for each Mailbox extension The Mailbox Language is the language the u
79. ging 2 Enter System Administration extension number 4 3 Enter password nnnnnn 4 Select Change Password 5 Enter new password nnnnnn 6 Re enter new password nnnnnn Changing the System Administration Prompt Language Use this procedure to change the language you hear when you administer the system Changing System Administration Prompt Language Step Programming Task Touch Tone Input 1 Dial the Hunt Group extension for PARTNER Messaging 2 Enter System Administration extension number 0 2 3 Enter password nnnnnn 4 Select System Administration Prompt Language 7 5 Choose one of the following U S English QA or Latin American Spanish 2 or Canadian French Ow Overview 119 5 Managing the System System Manager s Quick Reference Modifying System Parameters To modify System Parameters refer to the procedures in Chapter 3 Setting the System Language Mode on page 34 Setting the System Language on page 34 Programming the Call Answer Service Operator Extension on page 37 Programming the General Mailbox Owners on page 38 Programming the Maximum Extension Length on page 39 Modifying Extension Programming To modify programming for Transfer Only extensions Automated Attendant extensions or Fax extensions refer to the procedures in Chapter 3 as follows 120 Assigning Transfer Only Extensions on page 50 Assigning Automated A
80. gned to the wrong Automated Attendant 160 Problems and Corrective Actions Check PARTNER Messaging Line Assignments Make necessary corrections System Manager s Quick Reference 6 Troubleshooting PROBLEM Outcalling is delayed Possible Cause Corrective Action There is heavy call traffic and or Outcalling volume on PARTNER Messaging The Outcalling port s is also used in Call Handling If your system performs heavy Outcalling or has heavy call volume the port s may frequently be unavailable for Outcalling You may need to add more ports or reduce the frequency of Outcalling or Record a Call privileges A line may not be available to place a call If all lines are in use when the system attempts to Outcall the Outcall does not go through The system counts the attempt toward the total number of attempts to be made during the specified time interval If the user s Outcalling Schedule end time is reached before the remaining attempts these attempts will not be made by the system You may need to obtain more lines if the problem occurs frequently Problems and Corrective Actions 161 6 Troubleshooting System Manager s Quick Reference PROBLEM Outcalling to a pager is not working Possible Cause Corrective Action The Outcalling number is not properly programmed Check that the Outcalling number is correct If not reprogram the number Restrictions are still a
81. gramming and Troubleshooting Online Guide Welcome 9 1 Getting Started System Manager s Quick Reference System Services and Features To automate the call handling call answering and voice messaging needs of your company PARTNER Messaging offers three voice messaging services Automated Attendant Service AAS Call Answer Service CAS and Voice Mail Service VMS The capabilities provided by these services are highlighted in the illustration on page 11 The system features include System Administration Diagnostics and Maintenance and Backup and Restore The System Administration feature allows the System Manager to administer the system locally or remotely using a Touch Tone telephone This Quick Reference describes the Touch Tone telephone method for System Administration System Administration can also be performed locally from a PC or laptop running the PARTNER Messaging System Administration software which provides a Graphical User Interface GUI for system programming In Release 6 0 or later the GUI System Administration software also provides the Unified Messaging Application that allows mailbox owners to access their voice messages as email from a PC See PARTNER Messaging 6 0 System Administration Getting Started for more information In addition www messenger software is available for mailbox owners to access their voice messages via a Web browser on any PC See the www messenger User Guide for PARTNER Messaging for m
82. he following Approve Return to Step 10 or Listen to Announcement or Re record Announcement or Delete recording Return to Step 10 Programming the Automated Attendants 73 3 Programming the Messaging System System Manager s Quick Reference Programming the Schedule Options The Schedule Options control the Day and Night Service operation of the Automated Attendants The Schedule Options are Administer the Schedule Controller Determines which schedule the Automated Attendants follow the Switch Mode the Weekly Business Schedule or a combination of both The factory setting is to follow the Switch Mode Administer the Weekly Business Schedule If the Schedule Controller is set to follow the Weekly Business Schedule or to follow both the Switch Mode and the Weekly Business Schedule a Weekly Business Schedule must be programmed The factory setting is closed all days Administer the Temporary Schedule Allows the Automated Attendants to operate in temporary closure or temporary open mode The Temporary Schedule overrides both the Switch Mode and the Weekly Business Schedule For each day with a temporary opening or temporary closing schedule you specify the start and end time of the special schedule During other periods of that day the Automated Attendant operates in the appropriate mode based on its Schedule Controller setting The Temporary Schedule can be programmed for the current day and or t
83. he following six days It also can be cancelled anytime before or while the Temporary Schedule is in effect The Temporary Schedule does not carry over from week to week it expires at the end of the day for which you created it In Appendix B refer to PARTNER Messaging Planning Form Automated Attendant Schedule and Fax Assignment for the information you need to program the Schedule Options 74 Programming the Automated Attendants System Manager s Quick Reference Administering the Schedule Controller 3 Programming the Messaging System The Schedule Controller determines which schedule the Automated Attendant follows the Switch Mode the Weekly Business Schedule or a combination of both Administering Schedule Controller Step Programming Task Touch Tone Input 1 Log in to System Administration cC Ow nnnnnn 9 2 Select Automated Attendant 3 3 Enter Automated Attendant number 1 4 4 Select Schedule Options 5 5 Choose one of the following Listen to Schedule Controller and 1 schedule settings Administer Schedule Controller then 2 choose one of the following Follow Switch Mode Follow Weekly Business Schedule 2 or Follow Both 3 or If finished administering Schedule QA Controller If finished programming Schedule DA Options Programming the Automated Attendants 75 3 Programming the Messaging System Administering the W
84. ible Cause Corrective Action If only one Message Waiting From a system phone check the Light is affected the LED Message Waiting Light the telephone set may be off hook on the extension defective Enter 0 9 followed by the extension number to turn the Message Waiting Light on Enter O followed by the extension number to turn the Message Waiting Light off Ifthe light is defective replace the telephone Problems and Corrective Actions 159 6 Troubleshooting Possible Cause System Manager s Quick Reference Corrective Action There is heavy call traffic and or Outcalling usage on PARTNER Messaging The Outcalling port s is also used in Call Handling If your system performs heavy Outcalling or has heavy call volume the port s may frequently be unavailable for Message Waiting Light activation deactivation You may need to add more ports or reduce the frequency of Outcalling Message Waiting Light remains lit if there are any new messages in the mailbox Once the user listens to all new messages the Message Waiting Light goes off Message Waiting Light may be indicating that there is a message in the General Mailbox If the user is the General Mailbox Owner check the General Mailbox and listen to all new messages PROBLEM Calls are not being answered by the correct Automated Attendant Possible Cause Corrective Action The line may be assi
85. igning a Fax Extension to an Automated Attendant TEN 81 Setting System Secutity Paramete S simon 83 Seting Traneter uices orici dr dr Erant 83 Setting Minimum Password secet 84 Assigning Line Ce posses rr ria RR PUDE Ro dh tr bra Hao ga RH RR Pa 86 Programming System Group aiiis sciet 88 Backing Up the System to the Port 90 inp Loa ob np peas ua 91 4 Programming the Communications System CUIU NDERIT 93 Automated Attendant Servigbs secet a 93 Assigning Group Call Distribution 206 Option 1 94 Programming VMS Hunt Delay PARTNER ACS Release 3 0 or later 95 Programming VMS Hunt Delay All Other PARTNER Systems 96 Programming VMS Hunt Schedule PARTNER ACS Release 3 0 NE 97 Programming VMS Hunt Schedule All Other PARTNER Systems 98 Programming Automatic Extension 99 Progamming Night SORES eese ceo tr oe 100 Programming Masie OfncHeld us edis 101 n SS M at 6 Table of Contents System Manager s Quick Reference Table of Contents eee Programming Disallowed Phone 101 Programming Allowed Phone
86. il uacuum epe Eph 144 Deleting an AUC IN e 146 Administering a Temporary 147 150 Modiiying Line Ownership eai 150 RES 151 Reviewing or Modifying System Group 152 Modifying System Security Parameters 153 Backing Up and Restoring the System eese 153 6 Troubleshooting A LII Pe RE 155 Problems and Corrective ACON S iui renean arn ihe ta ia ed n 156 A Directory Listing Letter Key B PARTNER Messaging Planning Forms C PARTNER ACS Forms FlowChart E 8 Table of Contents 1 Getting Started Welcome This Quick Reference is designed to help you perform all programming required for proper operation of PARTNER Messaging once the messaging module has been initially installed It includes programming tasks you must perform for the communications system as well as for PARTNER Messaging Procedures for routine tasks that a System Manager is required to perform in order to manage PARTNER Messaging are also included in this Quick Reference For instructions on how to install the PARTNER Messaging module in the communications system carrier as well as for information regarding every feature the system offers refer to the PARTNER Messaging Installation Pro
87. ine no and Line no and 1 Directory Listing 6 Cancel 6 Modify for next line if finished if finished if finished Announcement 1 On Minimum Password if finished essage Lengt 3 Delete Announcement 2 Off Length and and Mailbox Size T If finished E Lo 3 Reinitialize Password 1 Directory Listing sne If finished If finished Te or Recorded Name 4 Reinitialize Mailbox 2 Change Phone 5 Outcalling Status g Hii oe 3 Assign Different 4 Change Phone Automated Attendant Status 3 Delete 9 Phantom Mailbox If finished 3 Delete If finished 1 Directory Listing or 1 Directory Listing or Recorded Name Recorded Name 3 Delete 3 Delete If finished If finished
88. ing excluding some error messages You can also use the following shortcuts Global Commands Press To Back up one menu level Play the current prompt or menu again From the System Administration SA Main Menu go to the SA Activity Menu From any SA Submenu go to the SA Main Menu Hear prompt for transferring to an extension If you press 0 after you press X 8 go to what has been programmed as the Call Answer Service Operator 00090 Exit from the system You can also hang up Overview 29 3 Programming the Messaging System System Manager s Quick Reference Initially Logging in to System Administration The first time you log in to PARTNER Messaging System Administration you are prompted to set the password Use the following procedure the first time you log in Once you have set the System Administrator s Password you can use the login procedure described in Logging in to System Administration on page 118 in Chapter 5 Managing the System NOTE To log in to System Administration you can press a voice messaging autodial button or press For purposes of brevity is documented in the PARTNER Messaging procedures Initially Logging in to System Administration Step Programming Task Touch Tone Input 1 Dial the Hunt Group extension for PARTNER Messaging 2 Enter the System Administration extension 4 3 Enter initial System Administration Password at
89. ing Extensions System Manager s Quick Reference Assigning Mailbox Extensions Continued 3 Programming the Messaging System Step Programming Task Touch Tone Input Optional Steps 7 For Directory Listing or Recorded Name Select Directory Listing or Recorded Name then do the following Select Record Name then choose one of the following Listen to name a If finished Record name then after recording press and choose one of the following m Approve name m Play back Recorded Name m Re record name Delete name just recorded If finished recording a name 0 2 record name or 3 or 1 or 3 A C 9 J 69 Programming Extensions 45 3 Programming the Messaging System System Manager s Quick Reference Assigning Mailbox Extensions Continued Step Programming Task Touch Tone Input Optional Steps Continued cont Select Directory Listing then choose one of the following Enter Directory Listing then choose one of the following m Enter up to first ten letters of name See nn nn nn nn nn nn Appendix A Directory Listing Letter Key nn nn nn nn to enter letters using Touch Tones Then choose one of the following Approve or Re enter or m Exit without changes Return to Step 6 f finished administering the Directory Listing Return to Step 6 46 Programming Extens
90. ions System Manager s Quick Reference Assigning Mailbox Extensions Continued 3 Programming the Messaging System Step Programming Task Touch Tone Input Optional Steps Continued 8 For Message Length and Mailbox Size Select Message Length and Mailbox Size then choose one the following Change Message Length and Mailbox Size Choose one of the following m Enter Maximum Message Length m Skip Maximum Message Length m If finished Return to Step 6 Choose one of the following m Enter Mailbox Size then choose one of the following Approve Heturn to Step 6 Re enter Skip Mailbox Size then choose one of the following Approve Heturn to Step 6 m If finished Return to Step 6 If finished administering Message Length and Mailbox Size Return to Step 6 nn or or nn QA or 7 A QA or 7 o Programming Extensions 47 3 Programming the Messaging System Assigning Mailbox Extensions Continued System Manager s Quick Reference Step Programming Task Touch Tone Input Optional Steps Continued 9 For Outcalling Select Outcalling then choose one of the 5 following Turn Outcalling On Heturn to Step 6 9 or Turn Outcalling Off to Step 6 6 10 For Mailbox Language Select Mailbox Language then choose one of the 6 following Lis
91. is extension to Yes i e the extension has a phone The Message Waiting Light on the phone is broken From a system phone check the Message Waiting Light Go off hook on the extension Enter Feature 0 9 followed by the extension number to turn the light on Enter Feature 1 0 followed by the extension number to turn the light off Ifthe light is defective replace the telephone The extension has a mailbox and is also a General Mailbox Owner for one or more General Mailboxes The Message Waiting Light will remain on if there are only new messages in either the extension s mailbox or in any of the General Mailboxes for which the extension is the owner 158 Problems and Corrective Actions Check the extension s mailbox and any General Mailboxes owned by the extension for new messages System Manager s Quick Reference 6 Troubleshooting PROBLEM Auseris unable to log in to Voice Mail Service Possible Cause Corrective Action Password may be incorrect Check to see that the password is correct If the user has forgotten the password log in to PARTNER Messaging as the System Manager and reinitialize the Mailbox Password Someone else is already Only one person can log in to a logged in to that mailbox mailbox at a time Change the Mailbox Password to prevent unauthorized use PROBLEM Message Waiting Lights are not being turned on off in a timely manner Poss
92. k Reference 4 Programming the Communications System Programming VMS Hunt Schedule PARTNER ACS Release 3 0 or later For PARTNER ACS Release 3 0 or later use this procedure to change the VMS Hunt Schedule for individual lines For all other PARTNER communications systems see the next procedure If you do not need to program the VMS Hunt Schedule skip to Programming Automatic Extension Privacy on page 99 The VMS Hunt Schedule factory setting for each line is Always If Day Only or Night Only is required follow this procedure to change the VMS Hunt Schedule for a line Programming VMS Hunt Schedule PARTNER ACS Release 3 0 or later Step Programming Task 1 Press 0 7 2 At the Line prompt enter the first line number 3 Press until the appropriate value displays 4 To program another line press Next tem or Prev until the appropriate line number displays 5 Press until the appropriate value displays 6 Repeat Steps 4 and 5 as necessary 7 Continue with Programming Automatic Extension Privacy Overview 97 4 Programming the Communications System System Manager s Quick Reference Programming VMS Hunt Schedule Other PARTNER Systems For all PARTNER communications systems other than PARTNER ACS Release 3 0 or later use this procedure to change the VMS Hunt Schedule for all lines For PARTNER ACS Release 3 0 or later see the previous procedure If you do not ne
93. lanning Form 5 Security Settings for the Transfer Restrictions setting for your system SECURITY ALERT Setting the Transfer Restrictions to Off leaves your system vulnerable to toll fraud We strongly recommend that you keep the Transfer Restrictions set to On Setting System Security Parameters 83 3 Programming the Messaging System System Manager s Quick Reference Setting Transfer Restrictions Step Programming Task Touch Tone Input 1 Log in to System Administration 7 0 nnnnnn 9 2 Select System Security Parameters 5 3 Select Transfer Restrictions 0 4 Choose one of the following On 1 or Off 2 e f finished DA Setting Minimum Password Length The minimum number of digits in user and System Administrator Passwords can be set to any number between 0 and 15 however a password length of less than six digits is highly discouraged Setting the Minimum Password Length to 0 digits means that no password checking will be done for users who do not program a password for their mailbox The factory setting for the Minimum Password Length is six digits In Appendix B refer to PARTNER Messaging Planning Form 5 Security Settings for the Minimum Password Length specified for your system SECURITY ALERT A Minimum Password Length of at least six digits is strongly recommended The shorter the Minimum Password Length the more vulnerable your system is to abuse by unauthorize
94. le on all systems Check the Programming and Use guide for the communications system 100 Overview System Manager s Quick Reference 4 Programming the Communications System Programming Music On Hold If desired program Music On Hold See the Programming and Use guide for the communications system for instructions Continue with the following section Programming Disallowed Phone Numbers Programming Disallowed Phone Numbers If Outcalling is permitted or if users will be specifying external phone numbers for www messenger for PARTNER Messaging callback numbers a Disallowed Phone Numbers List 404 can be created to restrict calling destinations For PARTNER ACS Release 4 0 or later refer to Form F5 to see if the Disallowed List Assignment column is checked for PARTNER Messaging extensions If the Disallowed List Assignment column is checked continue with the following procedures to create a list of Disallowed Phone Numbers and then assign the Disallowed Phone Numbers List to all PARTNER Messaging extensions otherwise skip to Programming Allowed Phone Numbers on page 102 Creating a Disallowed Phone Numbers List Step Programming Task 1 Press 4 2 0 4 2 At the List Number prompt enter the list number 01 08 3 At the Entry prompt select a list entry 01 10 4 Atthe Data prompt enter the first number 5 To save the number in memory you must press Enter 6 At this point
95. log in to the system once you have created the System Administration Password as described in Initially Logging in to System Administration on page 30 in Chapter 2 Logging in to System Administration Step Programming Task Touch Tone Input 1 Dial the Hunt Group extension for PARTNER AND Messaging 2 Enter System Administration extension number Of 3 Enter password nnnnnn 4 Select System Administration 9 NOTED This option is not heard on the System Administration Activity Menu The menu item is deliberately hidden to minimize your system s vulnerability to abuse You should select it even though it is not announced Changing System Administration Password It is recommended that you change the System Administration Password after the initial administration of PARTNER Messaging has been completed or after a service technician has accessed your system and you have provided the technician with the password The System Administration Password can also be changed through the terminal interface Ah SECURITY ALERT Changing the System Administration Password after initial programming is complete is strongly recommended to protect the security of the system 118 Overview System Manager s Quick Reference Changing the System Administration Password 5 Managing the System Step Programming Task Touch Tone Input 1 Dial the Hunt Group extension for PARTNER Messa
96. lot Card Slot 2 12 The Module System Manager s Quick Reference 1 Getting Started Module Components The module components and Port Cards are described in the following table Module Components Component Description Module e System Status LED Indicates system status See the PARTNER Messaging Installation Programming and Troubleshooting Online Guide for more information about the System Status LED RS232 Serial Port Used to directly connect a PC or laptop to the system e Local Area Network Used to connect the system to a LAN LAN connection PCMCIA Slots Used to house the 2 port 4 port or 6 port card Only the left most slot Card Slot 1 should be used Port Cards The Port Cards provide 2 port 4 port or Remote Maintenance Device RMD used for 6 port card remote diagnostics and access to reports Media for backing up and restoring the system Port licensing for the system s port configuration that is a 2 port 4 port or 6 port configuration The Module 13 1 Getting Started System Manager s Quick Reference System Configurations PARTNER Messaging is available in a 2 port 4 port or 6 port configuration with a message storage capacity of 100 hours regardless of configuration One module supports all three configurations The Port Card installed determines the number of ports available Port Assignments The communications system assigns an extension to each port
97. mber whose owner you nn want to change 5 Enter extension number of new line owner nn 6 If finished 150 Modifying Line Ownership System Manager s Quick Reference Deleting Line Ownership Use this procedure to delete Line Ownership Deleting Line Ownership 5 Managing the System Step Programming Task Touch Tone Input 1 Log in to System Administration OC Ow nnnnnn 9 2 Select Line Ownership 8 3 Select Delete Line Ownership G9 3 4 Enter the 2 digit line number you want to delete nn 5 Choose one of the following Confirm 9 or Cancel 6 6 If finished Modifying Line Ownership 151 5 Managing the System System Manager s Quick Reference Reviewing or Modifying System Group Lists Use this procedure to review or modify an existing System Group List Modifying System Group Lists Step Programming Task Touch Tone Input 1 Log in to System Administration ADD Ow nnnnnn 9 2 Select System Group Lists 7 3 Review or modify a System Group List 3 4 Choose one of the following Review or modify this list Go to Step 5 or Delete this list 3 or Skip this list and go to the next one or f finished QA 5 Choose one of the following To skip this extension or To delete this extension from the list or To add an extension to this list Go to Step 6 f finished 152 Reviewi
98. more information Before beginning this chapter be sure all procedures described in Chapter 2 Initial Preparation have been completed Then perform the following programming tasks provided in this chapter Initially Logging in to System Administration Selecting System Administration Prompt Language Programming System Language Mode Programming System Language Programming Call Answer Service Operator Extension Programming General Mailbox Owner Programming Maximum Extension Length Overview 27 3 Programming the Messaging System System Manager s Quick Reference Programming Extensions Assigning Mailbox Extensions Assigning Transfer Only Extensions Assigning Automated Attendant Extensions Assigning Fax Extensions Programming Day or Night Menu Creating Submenus Creating Announcements Programming Schedule Controller Programming Weekly Business Schedule Programming Line Assignments Identifying Fax Extensions Setting Transfer Restrictions Setting Minimum Password Length Programming Line Ownership Programming System Group Lists A hierarchy of the first several levels of the System Administration Menu is provided at the end of this Quick Reference 28 Overview System Manager s Quick Reference 3 Programming the Messaging System Global Commands To save time when performing the programming tasks described in this chapter you can enter an option before a menu or system response completes play
99. must be a 4 port or 6 port system and the user must have a system telephone The Record a Call button allows the user to begin recording a call in progress with one touch of a button If the system detects 15 seconds of silence after recording has begun the system automatically turns off the Record a Call feature and the user must press the programmed feature button to resume recording the conversation The new recording will be saved as a separate message The recorded conversation is saved in the user s mailbox The button programmed for this purpose must have lights Programming a Record a Call Button PARTNER ACS Release 3 0 or later F24 Step Programming Task 1 Press Feature System Program System Program Central Tel Program Enter the number of the extension to be programmed 2 3 Press a programmable button with lights 4 Press Feature 2 4 5 At this point do one of the following Goto Step 3 of the next procedure to program another button for this extension Press and go to Step 2 of any button programming procedure in this section to program a button for a different extension Press Feature 0 to exit Overview 115 4 Programming the Communications System System Manager s Quick Reference Programming a Call Screening Button PARTNER ACS Release 3 0 or later F25 The Call Screening feature is available only on PARTNER ACS Release 3 0 o
100. n to an internal telephone associated with this mailbox Each time a new message is received while Outcalling is in effect the system will send the notification to this mailbox according to the specified number of Outcalling Cycles Verify that Outcalling numbers are correctly entered Problems and Corrective Actions 169 6 Troubleshooting System Manager s Quick Reference PROBLEM User is unable to log in to Voice Mail Service Possible Cause Corrective Action The user entered the mailbox sure the user enters the extension incorrectly mailbox extension number followed by If the user tries again and succeeds the problem is solved If the user still cannot log in see the next Possible Cause The user forgot his or her The user should try entering the password or entered it password followed by again incorrectly If the user can log in the problem is solved If the user still cannot log in re initialize the Mailbox Password If you forget the password for System Administration you must call 1 800 628 2888 for help 170 Problems and Corrective Actions System Manager s Quick Reference 6 Troubleshooting PROBLEM Date or time in message headers is incorrect Possible Cause Corrective Action The day date or time Refer to System Date 101 programmed for the System Day 102 or System communications system is Time 103 in the Programming incorrect or PARTNE
101. nd Language Selection 36 Programming System Parameters System Manager s Quick Reference 3 Programming the Messaging System Programming the Call Answer Service Operator Extension The Call Answer Service Operator extension is the extension to which PARTNER Messaging transfers calls in the following situations In Automated Attendant Service when the Dial 0 Timeout Action is set to Call Answer Service Operator and the Caller presses 0 or presses then 0 Caller makes no selection Caller presses 0 while using the Directory to transfer n Voice Mail Service when the User presses then 0 User presses 0 while using the Directory to transfer Call Answer Service when the Extension does not have a Personal Operator and caller presses 0 or presses then 0 while the greeting is playing Mailbox is in Answer Only Mode the extension does not have a Personal Operator and the caller presses 0 or presses then 0 during the five second timeout following the greeting Caller presses 0 or presses then 0 before or after leaving a message in a mailbox that does not have a Personal Operator Caller presses 0 while using the Directory to transfer The factory setting for the Call Answer Service Operator is extension 10 It is recommended that you do not change the factory setting In Appendix B refer to PARTNER Messaging Planning Form 1 System Parameters for the
102. ng Weekly Business Schedule Continued System Manager s Quick Reference Step Programming Task Touch Tone Input 8 Enter opening time where hh hour 00 23 mm minute 00 59 NOTE To administer a day as open all day enter 0000 as the opening time and 2359 as the closing time hhmm Enter closing time where hh hour 00 23 mm minute 00 59 hhmm 10 Choose one of the following Approve and save Return to Step 6 to administer another day Re enter Heturn to Step 8 Administering a Temporary Schedule See Administering a Temporary Schedule in Managing the System on page 117 A Temporary Schedule is typically administered prior to when it s needed such as before holidays not during initial system programming 78 Programming the Automated Attendants System Manager s Quick Reference 3 Programming the Messaging System Programming Line Assignments NOTE Skip this procedure if your system uses only Automated Attendant 1 For each line that is to receive Automated Attendant Service you must assign an Automated Attendant number There are no factory set Line Assignments If a call comes in on a line not assigned to an Automated Attendant Automated Attendant 1 handles the call A maximum of 31 lines the communications system maximum can be assigned among the four Automated Attendants Line numbers should be entered as 2 digit numbers For exam
103. ng or Modifying System Group Lists System Manager s Quick Reference 5 Managing the System Modifying System Group Lists Continued Step Programming Task Touch Tone Input 6 Choose one of the following Enter Mailbox extension number nn Add an extension using the directory Enter up to first ten letters of name nnnnnnnnnn f there s more than one match to the 7 or 2 or 3 or 4 or 5 name you entered press the number or corresponding to the correct name as prompted or press for more matches Delete last extension entered for this list 7 Repeat Step 6 for each mailbox you want to add to this System Group List 8 End modifying this System Group List Modifying System Security Parameters To modify Security Parameters refer to the procedure in Chapter 3 as follows Setting Transfer Restrictions on page 83 Setting Minimum Password Length on page 84 Backing Up and Restoring the System See Backing Up the System to the Port Card on page 90 and Restoring the System on page 91 in Chapter 3 Modifying System Security Parameters 153 5 Managing the System System Manager s Quick Reference HITuERUEANIENCCI A nre 154 Backing Up and Restoring the System 6 Troubleshooting Overview This chapter provides procedures for solving the most common problems that you may encounter with th
104. ntom Mailbox Step Programming Task Touch Tone Input 1 Log in to System Administration 0 nnnnnn 9 2 Select Extension Administration 3 Enter extension number nn 4 Select Phantom Mailbox 9 5 Enter the new destination mailbox nn amp Modifying Extension Programming 133 5 Managing the System System Manager s Quick Reference Removing the Phantom Mailbox Status from a Mailbox Extension Use this procedure to remove the Phantom mailbox status from the mailbox extension This procedure deletes the destination extension from the mailbox and sets the Call Answer Mode to Record Mode Removing the Phantom Mailbox Status from a Mailbox Extension Step Programming Task Touch Tone Input 1 Log in to System Administration 8 nnnnnn 8 2 Select Extension Administration 3 Enter extension number nn 4 Select Phantom Mailbox 9 5 Remove Phantom Mailbox status 134 Modifying Extension Programming System Manager s Quick Reference 5 Managing the System Modifying Automated Attendant Programming To modify the following Automated Attendant programming refer to the following procedures in Chapter 3 n To create a new Submenu see Creating Submenus on page 65 To create a new Announcement see Creating Announcements on page 71 To add a line to an Automated Attendant or to delete a line from an Automated Attendant see Progr
105. nue with Telephone Button Programming 108 Overview System Manager s Quick Reference 4 Programming the Communications System Programming VMS Cover Rings All Other PARTNER Systems For all PARTNER communications systems other than PARTNER ACS Release 3 0 or later use this procedure to specify the VMS Cover Rings 117 for all covered extensions The factory setting is 3 Programming VMS Cover Rings All Other PARTNER Systems Step Programming Task 1 Press 2 Enter the number of rings 1 to 9 that you want to occur before the call goes to VMS coverage 3 Press Feature 0 C to exit programming mode 4 Continue with Telephone Button Programming Overview 109 4 Programming the Communications System System Manager s Quick Reference Telephone Button Programming Before you begin locate Form C for PARTNER ACS Release 4 0 or later For other communications systems locate the appropriate form Be sure you have a version of the form for each user s phone Use the Central Telephone Programming procedures described in this section to program buttons on phones including the receptionist s phone NOTED When you are finished programming be sure to label all programmed buttons on the phones Programming a VMS Cover Button F15 This button allows the user to turn voice mail coverage on and off Programming a VMS Cover Button F15 Step Programming Task 1 Press
106. o Submenu definition If finished Return to Step 7 9 If system is in Bilingual Mode choose one of the following Listen to Submenu prompt in Primary Language Listen to Submenu prompt in Secondary Language If finished Return to Step 8 Programming the Automated Attendants 67 3 Programming the Messaging System System Manager s Quick Reference Creating Submenus Continued Step Programming Task Touch Tone Input 10 Choose one of the following Enter Selector Code then choose one of 1 9 the following Modify Selector Code then choose 9 one of the following Selector Code Transfer 1 ext number or Play Submenu submenu number or m Play Announcement 3 announce number m Direct Extension Transfer or a Mailbox Transfer mailbox ext number or Q 9 Centrex Transfer After entering Centrex number Centrex number wait four seconds for the system prompt Then choose one of the following Enter remaining Centrex digits nnn or f finished entering Centrex digits Confirm or cancel 9 or 6 68 Programming the Automated Attendants System Manager s Quick Reference Creating Submenus Continued 3 Programming the Messaging System Step Programming Task Touch Tone Input 10 cont Delete Selector Code If finished exit without changing Selector Code Keep
107. o program the Directory Listing for their extension Modifying Extension Programming 121 5 Managing the System Changing Directory Listing or Recorded Name System Manager s Quick Reference Step Programming Task Touch Tone Input 1 Log in to System Administration cC Ow nnnnnn 9 2 Select Extension Administration 2 3 Enter extension number nn 4 Administer Directory Listing or Recorded Name 7 then do the following Select Record Name 1 Record name then after recording press 2 record name and choose one of the following Approve name QA or Play back Recorded Name 2 3 or Re record name a or Delete name just recorded G9 8 Administer Directory Listing 2 Select Directory Listing then enter up to first ten 7 nn nn nn nn nn letters of name See Appendix A Directory Listing Letter Key to enter letters using Touch Tones Then choose one of the following Approve Re enter nn nn nn nn nn Or 122 Modifying Extension Programming System Manager s Quick Reference Changing the Maximum Message Length 5 Managing the System Use this procedure to change the Maximum Message Length The Maximum Message Length can be programmed to be 2 60 minutes The factory setting is 4 minutes Maximum Message Length is the maximum amount of time available a caller has to leave a message and is the maximum length of a message that a
108. on the PARTNER Messaging module The first extension assigned to the PARTNER Messaging module is assigned to Port 1 the second to Port 2 etc The communications System assigns six extensions to the PARTNER Messaging module PARTNER Messaging Port Assignments Card Port 1 Port 2 Port 3 Port 4 Port 5 Port 6 2 port Voice Voice N E N E N E N E 4 port Voice Voice Voice Voice Voice Voice 6 port Voice Voice Voice Voice Voice Voice 1 Not Equipped If an Outcalling action needs to be performed the following ports are used Port 2 if a 2 port card is installed Port 4 if a 4 port card is installed Ports 5 and 6 if a 6 port card is installed The Remote Maintenance Device RMD is not assigned to an extension and can be accessed from any voice port 14 System Configurations System Manager s Quick Reference 1 Getting Started System Capacities PARTNER Messaging capacities are provided in the following table System Capacities Factory Feature Capacity Settings System Administration U S English Latin American U S English Prompt Language Spanish and Canadian French System Parameters System Language U S English Latin American U S English Spanish and Canadian French Language Mode Monolingual or Bilingual Monolingual Call Answer Service 1 maximum Ext 10 Operator General Mailbox Owners 1 per General Mailbox Ext 10 Maximum Extension 2 3 or 4 digits 2 digits
109. onal Greeting System greeting active for all calls no Personal Greetings recorded Personal Operator None Personal Group Lists None Call Answer Mode Record Mode Phantom Mailbox Property None Release 3 0 or later Message Retrieval Order Release 3 0 or later First In First Out FIFO Reinitializing a Mailbox Step Programming Task Touch Tone Input 1 Log in to System Administration AND 0 nnnnnn 9 2 Select Extension Administration 2 3 Enter extension number nn 4 Select Reinitialize Mailbox 4 5 Choose one of the following Confirm 9 or Cancel 6 126 Modifying Extension Programming System Manager s Quick Reference 5 Managing the System Changing Outcalling Permission When Outcalling Permission is On users can program up to five telephone numbers or pager beeper numbers for the messaging system to call in order to notify the users that a new message has arrived in their voice mailbox Users who use Outcalling can choose to be notified about all new messages or only new Priority messages Changing Outcalling Permission Step Programming Task Touch Tone Input 1 Log in to System Administration OC Ow nnnnnn 9 2 Select Extension Administration 2 3 Enter extension number nn 4 Select Outcalling 5 Choose one of the following Turn Outcalling On 9 or Turn Outcalling Off 6
110. one through Centralized Telephone Programming Users with standard Touch Tone telephones can invoke this feature using Feature Code 21 This button allows users to lock their telephones when they leave their desks for an extended period of time To lock the telephone the user presses the programmed Station Lock button and enters a four digit code To unlock the telephone the user presses the button then re enters the code It is recommended that the button programmed for this purpose have lights The Station Lock feature should be used for all phones that have a Call Screening button Programming a Station Lock Button F21 Step Programming Task 1 Press Feature System Program System Program Central Tel Program Enter the number of the extension to be programmed Press a programmable button Press Featue 2 1 At this point do one of the following 2 3 4 5 Goto Step 3 of the next procedure to program another button for this extension Press and go to Step 2 of any button programming procedure in this section to program a button for a different extension Press Feature 0 to exit 114 Overview System Manager s Quick Reference 4 Programming the Communications System Programming a Record a Call Button PARTNER ACS Release 3 0 or later F24 The Record a Call feature is available only on PARTNER ACS Release 3 0 or later PARTNER Messaging
111. ore information The Diagnostics and Maintenance features provide for on site and remote System serviceability The Backup and Restore features allow the System Manager to copy data and voice recordings onto external storage media and then copy this data back to PARTNER Messaging Two Backup and Restore methods are available Backup and Restore to the PARTNER Messaging Port Card provides a backup of a defined set of data and voice recordings Backup and Restore using the PC based PARTNER Messaging Release 1 0 or later System Administration software provides a backup of all system data and voice recordings as well as the option to back up all voice messages in all mailboxes For more information about Diagnostics and Maintenance and Backup and Restore to the Port Card see the PARTNER Messaging Installation Programming and Troubleshooting Online Guide For more information on Backup and Restore using the PC based system administration software see PARTNER Messaging Release 6 0 System Administration Getting Started 10 System Services and Features System Manager s Quick Reference PARTNER Messaging System Release 6 0 Call Answer Service Functions as a personal answering machine allowing a caller to Hear the Personal Greeting recorded by the mailbox owner Switch to the alternate language if the system is configured in Bilingual mode Leave a voice message Designate voice message as a Priority or Private message
112. owed Phone Numbers and Lists 404 405 have been programmed correctly for the Outcalling port s A line may not be available to place a call If all lines are in use when the system attempts to Outcall the Outcall does not go through The system counts the attempt toward the total number of attempts to be made during the specified time interval If the user s Outcalling Schedule end time is reached before the remaining attempts these attempts will not be made by the system You may need to obtain more lines if the problem occurs frequently The message was received outside the hours programmed in the user s Outcalling Schedule or the Outcalling period was ended 164 Problems and Corrective Actions This is normal operation Outcalling is performed only during the hours specified by the user s Outcalling Schedule Outcalling will be done only for messages received during the Outcalling period System Manager s Quick Reference Possible Cause 6 Troubleshooting Corrective Action Outcalling may not be turned On Have the mailbox owner verify that Outcalling is turned on The System Manager should also verify that the Outcalling privilege is assigned The number may be on the Disallowed Phone Numbers List or may not be on the Allowed Phone Numbers List assigned to the Outcalling port s Check Outgoing Call Restrictions Allowed and Disallowed Phone Numbers Lists and list assignments
113. ox Password Use this procedure to reinitialize a user s Mailbox Password For occasions when the user has forgotten the Mailbox Password this procedure allows you to remove that password from the mailbox so that the user can create a new one Mailbox parameters Personal Greetings and messages are retained Reinitializing a Mailbox Password Step Programming Task Touch Tone Input 1 Log in to System Administration AND Ow nnnnnn 9 2 Select Extension Administration 2 3 Enter extension number nn 4 Select Reinitialize Password Password is reset to 3 factory setting Reinitializing a Mailbox Use this procedure to reinitialize a mailbox Reinitializing a mailbox deletes all messages in the mailbox and sets all mailbox parameters except Phone Status to the factory settings It also deletes all Personal Greetings Mailbox Parameters after Reinitialization Parameter Factory Settings Directory Listing Blank Recorded Name Blank Message Length 4 minutes Mailbox Size 20 minutes Password Blank Outcalling No Outcalling Privilege Modifying Extension Programming 125 5 Managing the System System Manager s Quick Reference Mailbox Parameters after Reinitialization Continued Parameter Factory Settings Mailbox Language System or Primary Language Record a Call No Record a Call Privilege Phone Status Unchanged Pers
114. ox Size Changing the Record a Call Message Length Step Programming Task Touch Tone Input 1 Log in to System Administration AND Ow nnnnnn 9 2 Select Extension Administration 2 3 Enter extension number nn 4 Select Record a Call 7 5 Choose one of the following Enter the Record a Call message length The nn or Record a Call message length cannot be longer than the Mailbox Size Turn this feature off If finished 0 9 Modifying Extension Programming 129 5 Managing the System Changing the Phone Status System Manager s Quick Reference Use this procedure to change the Phone Status of a Mailbox extension If a phone is associated with the Mailbox extension calls are sent to the extension s telephone when callers transfer from PARTNER Messaging to that extension If a phone is not associated with the Mailbox extension calls are sent directly to the extension s mailbox when callers transfer from PARTNER Messaging to that extension Changing Phone Status Step Programming Task Touch Tone Input 1 Log in to System Administration ADD Ow nnnnnn 9 2 Select Extension Administration 2 3 Enter extension number nn 4 Change Phone Status 8 5 Choose one of the following If atelephone is associated with this extension 9 or If atelephone is not associated with this 6 extension 130 Modifying Extension
115. ple to designate line 1 enter 01 In Appendix B refer to PARTNER Messaging Planning Form 4 Automated Attendant Line Assignments to determine which Automated Attendant to assign to each line that is to receive Automated Attendant Service Programming Line Assignments Step Programming Task Touch Tone Input 1 Log in to System Administration CC Ow nnnnnn 9 2 Select Automated Attendants 3 Programming the Automated Attendants 79 3 Programming the Messaging System Programming Line Assignments Continued System Manager s Quick Reference Step Programming Task Touch Tone Input 3 Enter Automated Attendant number 1 4 4 Select Line Assignments 8 5 Choose one of the following Review Line Assignments Adda line to Automated Attendant then Enter the 2 digit line number 01 31 nn Repeat this step for each line you want to add to this Automated Attendant f finished Delete a line then Enter the 2 digit line number 01 31 nn then choose one of the following m Confirm deletion 9 or Cancel deletion 8 Repeat the above deletion steps for each line you want to delete from this Automated Attendant If finished 80 Programming the Automated Attendants System Manager s Quick Reference 3 Programming the Messaging System Assigning a Fax Extension to an Automated Attendant When an Automated Attendant detects a f
116. r later The user must have a system telephone This feature allows a user to listen to a caller leaving a message in his or her mailbox A user can turn this feature on or off by pressing the programmed button The button programmed for this purpose must have lights Programming a Call Screening Button PARTNER ACS Release 3 0 or later F25 Step Programming Task 1 Press Feature 0 System Program System Program Central Tel Program Enter the number of the extension to be programmed Press a programmable button with lights Press Feature 2 5 At this point do one of the following 2 3 4 5 Goto Step 3 of the next procedure to program another button for this extension Press and go to Step 2 of any button programming procedure in this section to program a button for a different extension Press Feature 0 0 to exit 116 Overview 5 Managing the System Overview This chapter describes procedures for routine tasks that you may need to perform in order to manage PARTNER Messaging Use these procedures to modify system programming after PARTNER Messaging has been installed and initially administered Be sure to update the PARTNER Messaging Planning Forms when you make changes to PARTNER Messaging system programming Overview 117 5 Managing the System System Manager s Quick Reference Logging in to System Administration Use this procedure to
117. r this installation if your communications system is a PARTNER Advanced Communications System ACS Release 4 0 or later refer to a completed copy of Forms F3 and F5 in the System Planner A blank copy of these forms is provided for your reference in Appendix C For all other PARTNER communications systems refer to the appropriate form in the System Planner for your communications system Overview 21 2 Initial Preparation System Manager s Quick Reference NOTED The communications system recognizes the PARTNER Messaging module as a 6 extension module although the PARTNER Messaging module has no physical jacks PARTNER Messaging ports are assigned to extensions on a communications system module beginning with the lowest extension number For example if the six extensions allotted on a communications system module were extensions 24 through 29 PARTNER Messaging Port 1 would be assigned to extension 24 Port 2 to extension 25 etc This is in contrast to PARTNER MAIL VS Voice Messaging System where Port 1 would be assigned to the highest extension number or extension 29 in the example provided here 22 Overview System Manager s Quick Reference 2 Initial Preparation Assigning VMS Hunt Group Extensions You must use this procedure to assign the extensions associated with the voice messaging system module to Hunt Group 7 This Hunt Group which is called the VMS Hunt Group is used exclusively for the voice messaging system For PARTNE
118. r specified 3 At the Data prompt enter the extension number of the Transfer Return extension 4 Press ext or Prev Item until the next PARTNER Messaging extension number displays 5 At the Data prompt enter the extension number of the Transfer Return extension 6 If additional PARTNER Messaging extensions are specified repeat Steps 4 and 5 for each one 1 In some countries the procedure code for Transfer Return Extension is 309 24 Overview System Manager s Quick Reference 2 Initial Preparation Assigning Outgoing Call Restriction Use this procedure to restrict all extensions associated with the voice messaging system from making outside calls Outgoing Call Restriction is strongly recommended in particular to protect system security when Outcalling privileges are assigned to users For PARTNER ACS Release 4 0 or later refer to Form F5 in the System Planner NOTE If Outcalling is permitted be sure to create and assign Allowed and Disallowed Phone Numbers Lists to the Outcalling ports The Outcalling ports are Port 2 on a 2 port system Port 4 on a 4 port system and Ports 5 and 6 on a 6 port system See Programming Disallowed Phone Numbers and Programming Allowed Phone Numbers in Chapter 4 for instructions If Centrex Transfer will be assigned for Automated Attendants all PARTNER Messaging port extensions must have Allowed Phone Numbers Lists assigned to them that will permit the transf
119. rence Setting System Language 3 Programming the Messaging System Step Programming Task Touch Tone Input 1 Log in to System Administration ADD Ow nnnnnn 9 2 Select System Parameters 1 3 Select System Language Mode 1 4 Select System Language 2 5 If system is in Bilingual Mode go to Step 6 If system is in Monolingual Mode choose one of the following Listen to System Language 2 Accept language Monolingual procedure is D or complete Modify System Language then choose one of 6 the following U S English 1 4 or Latin American Spanish 2 or Canadian French OM Confirm language Monolingual procedure 9 or is complete Cancel update 6 Programming System Parameters 35 3 Programming the Messaging System Setting System Language Continued System Manager s Quick Reference Step Programming Task Touch Tone Input 6 If system is in Bilingual Mode choose one of the following Primary Language or Secondary Language or f finished 7 Choose one of the following Listen to System Language 2 Accept language DA or Modify Language then choose one of the 6 following U S English QA or Latin American Spanish 2 or Canadian French Ow m Then choose one of the following Confirm language 9 or Cancel update 6 8 Repeat Steps 6 and 7 for Secondary Language 9 E
120. roduct in a separate enclosure unless proper ventilation is provided DO NOT place the product flat on a surface The control unit must be wall mounted SAVE THESE INSTRUCTIONS Contents 1 Getting Started D 9 System Services and FestUleg acd 10 ee Module Dora DoD eius d dod 13 EO IM cosas cendo aic cad 14 Ss TIERE EH RR 14 NW Res TIERE 15 Programming PG TETTE 19 COMMUNICATIONS System 19 PARTNER Messaging Programming uto 19 Planning FONE e a 20 2 Initial Preparation CPE EN Tc 21 Assigning VMS Hunt Group 2 Assigning Transfer Return Extensions 24 Assigning Outgoing Gall Restriction mins renta diners 25 3 Programming the Messaging System mls lo KOe 27 Gopal ECT BN MNS cuoco Dust ya cep ulla bbe radios a dsl coo cu Cid su nd uc dba era 29 Initially Logging in to System 30 Selecting the System Administration Prompt Bois m er 32 System Parameters
121. rogramming the Automated Attendants System Manager s Quick Reference 3 Programming the Messaging System Creating Announcements An Automated Attendant Announcement is the information you record for a caller to hear Once you create the Announcement you can associate it with an Automated Attendant Main Menu or Submenu Up to 99 Announcements be recorded Announcements can be up to two minutes in length The same Announcement can be used for more than one Main Menu or Submenu and with more than one Automated Attendant The factory setting is Announcement nn does not exist In Appendix B refer to PARTNER Messaging Planning Form Recording Script for the information you need to create Announcements Creating Announcements Step Programming Task Touch Tone Input 1 Log in to System Administration CC Ow nnnnnn 9 2 Select Automated Attendant 3 3 Enter Automated Attendant number 1 4 4 Select Announcements 4 5 Enter Announcement number 1 99 6 If you want to listen to or modify an existing Announcement go to Step 7 If you want to create a new Announcement choose one of the following Create Announcement 9 or Cancel Return to Step 5 8 Programming the Automated Attendants 71 3 Programming the Messaging System Creating Announcements Continued System Manager s Quick Reference Step Programming Task Touch Tone
122. s A limits for radio noise emissions set out in the radio interference regulations of Industry Canada Le Pr sent Appareil Nom rique n met pas de bruits radio lectriques d passant les limites applicables aux appareils num riques de la class A pr scrites dans le reglement sur le brouillage radio lectrique dict par le Industrie Canada Preventing Toll Fraud Toll fraud is the unauthorized use of your telecommunications system by an unauthorized party for example a person who is not a corporate employee agent subcontractor or working on your company s behalf Be aware that there may be a risk of toll fraud associated with your system and that if toll fraud occurs it can result in substantial additional charges for your telecommunications services The final responsibility for securing both this system and its networked equipment rests with you an Avaya Inc system administrator your telecommunications peers and your managers Avaya Inc does not warrant that this product or any of its networked equipment is either immune from or will prevent either unauthorized or malicious intrusions Avaya Inc will not be responsible for any charges losses or damages that result from such intrusions For important information regarding your system and toll fraud see the PARTNER Customer Support Document Avaya Fraud Intervention If you suspect you are being victimized by toll fraud and you need technical support assistance call the Av
123. s complete Return to Step 6 to administer a Temporary Schedule for another day For a temporary closing schedule go to Step 11 Re enter Return to Step 8 11 If this is a temporary closing schedule choose one of the following Use regular Automated Attendant Night Main or Menu prompt Return to Step 6 to administer a Temporary Schedule for another day Play a Temporary Closure Greeting before the regular Night Main Menu prompt 12 Choose one of the following Listen to current Temporary Closure Greeting or Record new greeting then after recording record new press 7 and choose one of the following greeting Approve G9 or Listen to greeting 2 3 or Re record greeting aor Delete greeting If finished QA Modifying Automated Attendant Programming 149 5 Managing the System Modifying Line Ownership After PARTNER Messaging is installed you may need to assign modify or delete Line Ownership To assign Line Ownership see Assigning Line Ownership on page 86 in Chapter 3 Modifying Line Ownership Use this procedure to modify existing Line Ownership Modifying Line Ownership System Manager s Quick Reference Step Programming Task Touch Tone Input 1 Log in to System Administration AND Ow nnnnnn 9 2 Select Line Ownership 8 3 Select Modify Line Ownership 6 4 Enter the 2 digit line nu
124. s of silence it will disconnect the call System Manager s Quick Reference 6 Troubleshooting PROBLEM Call Answer Service takes too long to answer calls Possible Cause Corrective Action The communications system Use the appropriate setting for the number of communications system times a call rings before programming procedure to being sent to PARTNER decrease the number of rings Messaging for VMS before a call is sent for VMS Coverage may be too long Coverage For PARTNER Advanced Communication Systems Release 3 0 or later the factory setting for VMS Coverage is 3 rings it is set on a per extension basis For all other PARTNER communication systems the factory setting for VMS Coverage is 3 rings it is set once for all extensions Recommend that users program a Do Not Disturb button on their system phones They should turn on the feature when they leave their desks or whenever they are too busy to answer calls Calls to extensions with Do Not Disturb on are sent immediately to Call Answer Service All ports are busy If you have a 2 port or 4 port system increase the number of ports PARTNER Messaging supports a maximum of six ports Problems and Corrective Actions 167 6 Troubleshooting System Manager s Quick Reference PROBLEM Call Answer Service terminates message while caller is recording Possible Cause Corrective Action The caller s recording time exceeded the mailbox s mes
125. sage time limit as specified in the mailbox Maximum Message Length setting Increase the Maximum Message Length setting for the mailbox The setting can be from 2 60 minutes the factory setting is 4 minutes The message capacity of the mailbox has been reached If the user requires more message storage capacity increase the amount of time specified in the Mailbox Size setting The Mailbox Size can be set from 5 180 minutes The factory setting is 20 minutes The message storage capacity of PARTNER Messaging 100 hours has been reached 168 Problems and Corrective Actions Instruct users to delete unneeded messages System Manager s Quick Reference 6 Troubleshooting PROBLEM Message cannot be deposited in mailbox Possible Cause Corrective Action The mailbox is full When a user s mailbox is full the caller cannot leave a message in that mailbox but is given the option of transferring to another extension For all users mailboxes can store up to 180 minutes of recorded messages or 120 messages whichever is reached first The factory set Mailbox Size is 20 minutes Instruct the user to delete unneeded messages Increase the Mailbox Size if necessary The system is full The system can store a maximum of 100 hours of voice mail messages Instruct users to delete unneeded messages An Outcalling number is incorrectly programmed forwarding Outcalling notificatio
126. se one of the 3 following Confirm 9 or Cancel 8 If finished administering this extension 4 56 Programming Extensions System Manager s Quick Reference 3 Programming the Messaging System Assigning Fax Extensions Continued Step Programming Task Touch Tone Input Optional Steps 6 For Directory Listing or Recorded Name Select Directory Listing or Recorded Name then 7 do the following Select Record Name then choose one of the 1 following Listen to name o If finished We Record name then after recording press 2 record name and choose one of the following Approve name D or a Play back Recorded Name or m Re record name O or Delete name just recorded f finished recording a name DA Programming Extensions 57 3 Programming the Messaging System System Manager s Quick Reference Assigning Fax Extensions Continued Step Programming Task Touch Tone Input Optional Steps Continued 6cont Select Directory Listing then choose one of the following Administer Directory Listing then choose one of the following m Enter up to first ten letters of name See nn nn nn nn nn nn Appendix A Directory Listing Letter Key nn nn nn nn to enter letters usingTouch Tones Then choose one of the following Approve or Re enter m Exit without changes Return to Step 5
127. sers hear after they call in to Voice Mail Service Programming System Parameters 33 3 Programming the Messaging System System Manager s Quick Reference Setting the System Language Mode The factory set System Language Mode for a new system is Monolingual If you are programming a new system follow this procedure if you want to change the mode to Bilingual Setting System Language Mode Step Programming Task Touch Tone Input 1 Log in to System Administration AND Ow nnnnnn 9 2 Select System Parameters 1 3 Select System Language Mode 1 4 Select Language Mode 1 5 Select Bilingual 2 Setting the System Language The factory set System Language for a new system in Monolingual Mode is U S English If you are programming a new system follow this procedure if you want to change the System Language to Latin American Spanish or Canadian French If the Language Mode has been changed to Bilingual the factory set Primary Language is U S English and the factory set Secondary Language is Latin American Spanish Follow this procedure if you want to change the Primary and or Secondary System Languages from their factory settings NOTED If you have not set a System Administration Prompt Language or Mailbox Language changing the System Language will affect the System Administration Prompt Language and the Mailbox Language 34 Programming System Parameters System Manager s Quick Refe
128. sions each with a different greeting NOTED Confirm the Mailbox Size of the destination mailbox is sufficient enough to accommodate the additional messages that could be stored there Programming Extensions System Manager s Quick Reference Assigning Mailbox Extensions 3 Programming the Messaging System Step Programming Task Touch Tone Input Required Steps 1 Log in to System Administration C Ow nnnnnn 9 2 Select Extension Administration 2 3 Enter extension number nn 4 Assign a mailbox to this extension 5 Choose one of the following If atelephone is associated with this extension 9 or If atelephone is not associated with this 6 extension Programming Extensions 43 3 Programming the Messaging System System Manager s Quick Reference Assigning Mailbox Extensions Continued Step Programming Task Touch Tone Input Required Steps Continued 6 Choose one of the following To program optional features for this extension go to the appropriate step as follows Directory Listing or Recorded Name Go to Step 7 Message Length and Mailbox Size Go to Step 8 Outcalling Go to Step 9 Mailbox Language Go to Step 10 Record a Call Go to Step 11 Phantom Mailbox Go to Step 12 Delete this extension Confirm 9 or Cancel 6 If finished administering this extension 44 Programm
129. ssigned to the Outcalling port s Outcalling ports are Port 2 if a 2 port card is installed Port 4 if a 4 port card is installed and Ports 5 and 6 if a 6 port card is installed Check the communications system programming to ensure that Outgoing Call Restriction 401 Allowed Phone Numbers and Lists 407 408 and Disallowed Phone Numbers and Lists 404 405 have been programmed correctly for the Outcalling port s Insufficient number of pauses in Outcalling number 162 Problems and Corrective Actions is a good idea to include a pause between the line access number and the telephone number It is also important to include a sufficient number of pauses between the pager number and the Personal Identification Number PIN or between the pager number and the Callback Number Leave at least seven pauses after the pager number You must allow enough time for the paging service to answer before the PIN and or Callback Number is dialed System Manager s Quick Reference Possible Cause 6 Troubleshooting Corrective Action There may not be a line available to place a call If all lines are in use when the system attempts to Outcall the Outcall does not go through The system counts the attempt toward the total number of attempts to be made during the specified time interval If the user s Outcalling Schedule end time is reached before the remaining attempts these attempts will not be made by
130. ssistance press zero or wait on the line The factory set Night Main Menu prompt is Your call is being answered by PARTNER Messaging Please enter the extension of the person you wish to reach To transfer using the Directory press star two Otherwise please wait Save the menu definition You may use the existing menu prompt while saving any changes you have made to the menu definition 60 Programming the Automated Attendants System Manager s Quick Reference Programming Day or Night Main Menu 3 Programming the Messaging System Step Programming Task Touch Tone Input 1 Log in to System Administration 7 OW nnnnnn 9 2 Select Automated Attendant 3 3 Enter Automated Attendant number 1 4 4 Select Day Menu or Night Menu or 5 Choose one of the following Listen to menu Go to Step 6 2 or Modify menu Go to Step 7 6 f finished DA 6 Choose one of the following Listen to menu prompt If system is in 1 Bilingual Mode Listen to menu prompt in Primary or Language Listen to menu prompt in Secondary 2 Language f finished DA Listen to menu definition 2 f finished G9 Programming the Automated Attendants 61 3 Programming the Messaging System Programming Day or Night Main Menu Continued System Manager s Quick Reference Step Programming Task Touch Tone Input 7 Choose one of the following En
131. st be replaced or if data becomes corrupted Refer to Backing Up the System to the Port Card in the PARTNER Messaging Installation Programming and Troubleshooting Online Guide to see what information is backed up to the Port Card If you need your entire system backed up and restored use the PC based system administration software See PARTNER Messaging Release 6 0 System Administration Getting Started for more information NOTED PARTNER Messaging must be in an idle state in order for the backup to begin Prior to starting the backup process the system will busy out the messaging ports During the backup process the system will not answer calls Backing up to the Port Card can take up to 20 minutes Wait for a confirmation message or error message before hanging up Backing Up the System to the Port Card Step Programming Task Touch Tone Input 1 Log in to System Administration 7 0 nnnnnn 9 2 Select System Backup and Restore 8 3 Select Backup then choose one of the 8 following Confirm wait for confirmation that 9 or backup was successful Cancel 8 90 Backing Up the System to the Port Card System Manager s Quick Reference 3 Programming the Messaging System Restoring the System CAUTION Restore should only be used to restore information to a new system when the old system fails If a Restore is necessary call the helpline or your authorized dealer When a sys
132. t without changing Dial G9 O Timeout Action Keep current Dial O Timeout Action Return to beginning of Step 7 f finished modifying menu definition G9 NOTED You must continue with either Step 8 or Step 9 and follow the instructions to save the menu definition and menu prompts Programming the Automated Attendants 63 3 Programming the Messaging System Programming Day or Night Main Menu Continued System Manager s Quick Reference Step Programming Task Touch Tone Input 8 If system is in Bilingual Mode go to Step 9 If system is in Monolingual Mode choose one of the following e Record a new prompt then after recording record new prompt press 7 and choose one of the following Approve Procedure is finished G9 or Listen to prompt 2 3 or Re record prompt Hepeat Step 8 or Delete recording Repeat Step 8 WO Use existing menu prompt and save definition changes For Monolingual Mode procedure is finished 9 If system is in Bilingual Mode choose one of the following Primary Language or Secondary Language or Save menu definition and menu prompt changes 10 Record a new prompt then after recording record new prompt press 7 and choose one of the following Approve Heturn to Step 9 or Listen to prompt Then approve listen or re record or delete Re record prompt Hepeat Step 10 or Delete recording
133. tem Manager s Quick Reference Programming VMS Line Coverage PARTNER II or PARTNER Plus Step Programming Task 1 Press 90 0 6 At the Group prompt press 7 At the Line prompt enter the first line identified for VMS Mail 2 3 4 Press until the display reads 3 VMS Line Cover 5 To program another line press Next Item or Prev Item until the appropriate line number displays Press until the display reads 3 VMS Line Cover o 7 Repeat Steps 5 and 6 for each line identified for VMS Mail 8 Continue with the next section Programming Automatic VMS Cover 106 Overview System Manager s Quick Reference 4 Programming the Communications System Programming Automatic VMS Cover If Automatic VMS Cover is assigned to any extensions use this procedure to change the Automatic VMS Cover setting for an extension to Assigned as indicated on the form If Automatic VMS Cover is not assigned skip to the next section Programming VMS Cover Rings PARTNER ACS Release 3 0 or later For PARTNER ACS Release 4 0 or later refer to Form F5 to see if Automatic VMS Cover is assigned to any extensions Programming Automatic VMS Cover Step Programming Task 1 Press AOOO 2 Enter the number of the first extension to which Automatic VMS Cover is to be assigned 3 Press until the display reads 1 Assigned 4 To program another extension press Ne
134. tem restore is performed PARTNER Messaging reads data that was previously stored on the Port Card during a successful backup and writes it to the PARTNER Messaging system s memory For more information about a system restore see Backing Up and Restoring the System in the PARTNER Messaging Installation Programming and Troubleshooting Online Guide Restoring the System 91 3 Programming the Messaging System System Manager s Quick Reference C O 92 Restoring the System 4 Programming the Communications System Overview This chapter describes the communications system programming tasks that depending on the features you require must be performed after the PARTNER Messaging module has been initially installed and programmed Before you begin the tasks in this chapter be sure you have completed the tasks in Chapter 2 Initial Preparation and Chapter 3 Programming the Messaging System Communications system programming requires a system display phone at extension 10 or 11 if available with a programming overlay placed over the phone s dialpad Programming procedures are identified by and a 3 digit code for example the procedure code for System Date is 101 For more information about communications system programming see Programming the Communications System under Installation Initial Configuration and Programming in the PARTNER Messaging Installation Programming and Troubleshooting Online
135. ten to current Mailbox Language 2 f finished Return to Step 6 G9 e Modify Mailbox Language and choose one of the following U S English or Latin American Spanish IAH or Canadian French 3 4 m After modifying 9 Confirm Heturn to Step 6 Cancel 8 If finished administering the Mailbox Language GJ Return to Step 6 48 Programming Extensions System Manager s Quick Reference Assigning Mailbox Extensions Continued 3 Programming the Messaging System Step Programming Task Touch Tone Input Optional Steps Continued Step 6 11 For Record a Call Select Record a Call then choose one of the following Enter the Record a Call message length The nn or Record a Call message length cannot be longer than the Mailbox Size Return to Step 6 Turn this feature off Heturn to Step 6 4 or f finished Return to Step 6 12 For Phantom Mailbox Property To set the Phantom Mailbox property you must enter a valid destination extension number Select Phantom Mailbox then choose one of the 9 following Enter destination mailbox Return to Step 6 nn s or Change destination mailbox if the destination is nn 4 or already assigned Heturn to Step 6 Remove Phantom mailbox status Return to or Step 6 Leave destination mailbox unchanged Return to Programming
136. ter Selector Code then choose one of the following Modify Selector Code then choose one of the following m Selector Code Transfer Play Submenu Play Announcement Direct Extension Transfer Mailbox Transfer Centrex Transfer After entering Centrex number wait four seconds for the system prompt Then choose one of the following Enter remaining Centrex digits If finished entering Centrex digits Confirm or cancel Delete Selector Code If finished exit without changing Selector Code Keep current Selector Code To modify another Selector Code return to beginning of Step 7 1 9 ext number or submenu number or announce number or mailbox ext number or 3 5 or 7 Centrex number nnn or or 6 or CJ 62 Programming the Automated Attendants System Manager s Quick Reference Programming Day or Night Main Menu Continued 3 Programming the Messaging System Step Programming Task Touch Tone Input cont Select Dial O Timeout Action then 0 one of the following Change Dial 0 Timeout Action then 9 choose one of the following m Transfer to Call Answer Service or Operator m Transfer to General Mailbox 1 or m Disconnect 2 or m Transfer to extension 3 ext number m Transfer to mailbox 2 mailbox ext number a If finished exi
137. tes 15 minutes Outcalling Schedule Range is 0000 2359 24 hours Personal Greetings 6 maximum System recorded by user Greeting for all calls Personal Group Lists 10 maximum with upto 50 List numbers administered by user extensions in each list 1 through 10 Personal Operator 1 per user Call Answer Service Operator Call Answer Mode Record Mode Answer Only Record Mode Mode or Auto Copy Mode e Message Retrieval Order First In First Out or Last In First In First First Ou Out Release 6 0 or later 18 System Configurations System Manager s Quick Reference 1 Getting Started Programming Overview This Quick Reference provides procedures for all programming required for proper operation of PARTNER Messaging If you are performing initial programming for PARTNER Messaging refer to Chapters 2 3 and 4 and perform the programming tasks in the order presented Programming for both the communications system and PARTNER Messaging is required f you are performing a routine task required to manage PARTNER Messaging for example reinitializing a mailbox password refer to Chapter 5 Communications System Programming Communications system programming requires a system display phone at extension 10 or 11 with a programming overlay placed over the phone s dialpad Programming procedures are identified by and a 3 digit code for example the procedure code for System Date is 101
138. the system You may need to obtain more lines if the problem occurs frequently The message was received outside the hours programmed in the user s Outcalling Schedule or the Outcalling period is over This is normal operation Outcalling is performed only during the hours specified by the user s Outcalling Schedule Outcalling will be done only for messages received during the Outcalling period Outcalling may not be turned On Have the mailbox owner verify that Outcalling is turned On The System Manager should also verify that the Outcalling privilege is assigned The number may be on the Disallowed Phone Numbers List Check Outgoing Call Restrictions Allowed and Disallowed Phone Numbers Lists and list assignments Problems and Corrective Actions 163 6 Troubleshooting System Manager s Quick Reference PROBLEM Outcalling to a telephone is not working Possible Cause Corrective Action The Outcalling number is not properly programmed Check that the Outcalling number is correct If necessary reprogram the number Restrictions are still assigned to the Outcalling port s Outcalling ports are Port 2 if a 2 port card is installed Port 4 if a 4 port card is installed and Ports 5 and 6 if a 6 port card is installed Check the communications system programming to ensure that Outgoing Call Restriction 401 Allowed Phone Numbers and Lists 407 408 and Disall
139. time available in a mailbox Administer Outcalling Outcalling permission can be turned On or Off The Outcalling feature dials up to five designated telephone numbers or pager beeper numbers to notify a user that a new message has arrived in the user s voice mailbox Users who use Outcalling are notified about new messages all messages or only Priority messages whether they are at their desks on the road or at alternate work locations Program the Mailbox Language The Mailbox Language is the language users hear after they log in to their mailbox It is programmed for each Mailbox extension and can be administered for any of the supported languages regardless of the Language Mode or language s that have been programmed for the system Administer Record a Call Record a Call is a feature that allows users at internal extensions to record their conversations in their mailbox while active on a call This feature is available only if the communications system is PARTNER ACS Release 3 0 or later Administer Phantom Mailbox Property Available in Release 6 0 or later the Phantom mailbox capability allows messages left for a Phantom mailbox to be deposited in a different mailbox Messages are not left in the Phantom mailbox but are left in the destination mailbox you specify This feature can be used to assure messages are forwarded to an active mailbox when a mailbox becomes vacant It can also be used to provide a common mailbox for two exten
140. ts that share this Fax extension remain unchanged If finished 82 Programming the Automated Attendants System Manager s Quick Reference 3 Programming the Messaging System Setting System Security Parameters System Security Parameters include Transfer Restrictions and Minimum Password Length These features enhance the security of your system by reducing the risk of abuse by unauthorized users and by helping to prevent toll fraud In Appendix B refer to PARTNER Messaging Planning Form 5 Security Settings for the information required to program the Security Parameters Setting Transfer Restrictions The factory setting for Transfer Restrictions is On When Transfer Restrictions are set to On transfers G9 8 transfers Automated Attendant Direct Extension Transfers and Personal Operator transfers are restricted to extensions that are included in the PARTNER Messaging extension list The extension list includes extensions assigned as Mailbox extensions Automated Attendant extensions Transfer Only extensions Fax extensions and the Call Answer Service Operator extension This helps to prevent users and callers from committing toll fraud by transferring to an outside operator who could place a call for them Transfer Restrictions can be set to Off however changing the factory setting to this option is strongly discouraged as it leaves your system vulnerable to toll fraud In Appendix B refer to PARTNER Messaging P
141. ttendant Extensions on page 52 Assigning Fax Extensions on page 56 Modifying System Parameters System Manager s Quick Reference 5 Managing the System Modifying Mailbox Extensions This section provides procedures to Change a Directory Listing or Recorded Name Change the Maximum Message Length for messages left in a mailbox or for messages created Change the Mailbox Size Reinitialize the Mailbox Password Reinitialize a Mailbox Change Outcalling Permission Change the Mailbox Language Change the Record a Call Message Length Change the Phone Status Delete a Mailbox Extension Program a Phantom Mailbox Change the Destination Extension of a Phantom Mailbox Remove Phantom Mailbox Status from a Mailbox Extension Changing a Directory Listing or Recorded Name Use this procedure to change the Directory Listing or Recorded Name for a Mailbox extension You can also use this procedure to change the Directory Listing or Recorded Name for Transfer Only Automated Attendant or Fax extensions Users and callers can use up to a 10 letter Directory Listing to address or transfer calls The System Manager has the capability to record a name and program the Directory Listing for any extension However if the System Manager does not record a name for Mailbox extensions mailbox users are forced to record a name the first time they log in to their mailbox Mailbox users do not have the capability t
142. ued 1 Getting Started Schedule Controller Menu Prompts Submenu Prompts and Announcements Number of Line Assignments System Security Minimum Password Length Maximum Password Length Transfer Restrictions Line Ownership System Group Follow Switch Mode Weekly Business Schedule or both 2 minutes maximum for each 31 per PARTNER Messaging system 0 15 digits 15 digits On or Off If owner assigned call is handled based on extension type otherwise call is transferred to the Call Answer Service Operator 10 maximum with up to 50 Mailbox extensions in each list Factory Feature Capacity Settings Automated Attendants Number of Automated 4 maximum 4 Attendants Modes of Operation 2 Day Mode and Night N A Mode e Submenus 99 maximum None Announcements 99 maximum None N A List numbers 50 through 59 Follow Switch Mode N A N A 6 digits 15 digits fixed On System Configurations 17 1 Getting Started System Manager s Quick Reference System Capacities Continued Factory Feature Capacity Settings User Options e Outcalling Status On or Off Off e Outcalling Activation Outcalling for all new All new messages or for Priority messages messages only Outcalling 5 maximum N A Telephone Pager Numbers administered by user Outcalling Cycles 1 9 3 Outcalling Interval 5 99 minu
143. umber specified 2 3 Press Next Data until the display reads 1 Assigned 4 Press Next Item or Prev item until the next PARTNER Messaging extension number displays 5 Press Next Data until the display reads 1 Assigned 6 If additional PARTNER Messaging extensions are specified repeat Steps 4 and 5 for each one 7 Continue with the next section Programming Night Service Overview 99 4 Programming the Communications System System Manager s Quick Reference Programming Night Service For PARTNER ACS Release 4 0 or later refer to Form C for extension 10 to determine if a Night Service button is specified The button for which you program Night Service must have lights If Night Service is indicated follow this procedure Programming Night Service Step Programming Task 1 Press AOOO 2 At this point do one of the following If you want to assign Night Service to the first available button on the system phone press until the display reads Night Service 1 Assigned Ext10 Go to Step 3 f you want to assign Night Service to a specific button press 3 The display reads Night Service 3 Select Button Press the desired programmable button with lights to assign Night Service to that button 3 Label the Night Service button at extension 10 4 Continue with the next section Programming Music On Hold 1 Select button option 3 is not availab
144. up Lists Enter up to first ten letters of name If there is more than one match for the name you entered press the number corresponding to the correct name as prompted Delete last extension entered for this list Step Programming Task Touch Tone Input 1 Log in to System Administration 00 nnnnnn 9 2 Select System Group Lists 7 3 Create a System Group List 1 4 Enter System Group List Number 50 59 5 Choose one of the following Enter Mailbox extension number nn Add an extension using the Directory nnnnnnnnnn or 2 or 3 or 4 or 88 Programming System Group Lists System Manager s Quick Reference 3 Programming the Messaging System Programming System Group Lists Continued Step Programming Task Touch Tone Input 6 Repeat Step 5 for each mailbox you want to add to this System Group List 7 End programming for this System Group List 8 Return to Step 3 to create another System Group List Programming System Group Lists 89 3 Programming the Messaging System System Manager s Quick Reference Backing Up the System to the Port Card Following PARTNER Messaging programming you can back up programmed configuration data and a subset of the Automated Attendant Main Menu prompts and Submenu prompts onto the Port Card The backed up information may be used to perform a System Restore if the system fails and mu
145. verse message list backward to listen to previously heard messages Release 6 0 or later Change message status back to new Release 6 0 or later Speed up or slow down mailbox prompts and messages Release 6 0 or later 1 Getting Started Overview of PARTNER Messaging Services and Features Diagnostics and Maintenance Provides on site and remote system serviceability functionality including Terminal based reporting Trouble fault isolation Backup and Restore System Administration Allows individuals responsible for configuring and programming the PARTNER Messaging System to Administer System Parameters such as System Language Mode and Call Answer Service operator extension Administer an extension to be either a Mailbox Fax Transfer Only or Automated Attendant Extension Mailbox administration includes programming a Phantom Mailbox Release 6 0 or later Administer up to four Automated Attendants Administer System Security Parameters Administer Line Ownership Administer System Group Lists Perform a System Backup or System Restore System Services and Features 11 1 Getting Started System Manager s Quick Reference The Module PARTNER Messaging is a single module that resides in the communications system carrier PARTNER Messaging Module Local Area Network LAN Port RS232 Serial Port System Status LED V PCMCIA Slot Card Slot 1 PCMCIA S
146. w If finished Backup Restore finished Language Operator Mailbox Extension Menu Menu menus ments Options Assign Group or Modify Mode Owner Length ments List Group List 1 Language Mode No and Max Ext Length 2 Listen to Submenu No Announcement Ext No and System 1 Review or Modify 8 2 System Language It finished If finished Meni and No and 3 Remove Group Group List Confi Cancel I finished 6 eld If finished List 3 Delete Group List Sn ance enu in thie lj yen Skip this list Automated Attendant No if finished 9 Create 2 Listen to 1 Listen to Schedule pared 4 If finished If finished Ext No and Submenu Submenu Controller and n hed 6 Cancel 6 Modify Settings inishe Submenu n General Mailbox Owner 2 Schedule 1 Review Lines Ext N 3 Delete Controller 2 Add Line AE s Submenu Weekly Business 8 If finished dii 3 Delete Line If finished 5 I L emporary 4 Schedule Scan Assign Modify Delete finished 1 2 3 4 lf If finished 2 Line Line Line Line Mailbox Transfer Automated Fax finished 1 If Ownership Ownership Ownership Ownership Extensions Only Attendant Extensions 2 Eisen fo Menu Transfer Min finished 6 Modify Menu 96 2 Listen to Restrictions Password Extensions Extensions MEE reate 1 If finished Announcement Announcement Length Line no and Line no and L
147. witch between Primary and Secondary Languages Possible Cause Corrective Action The system is set for Refer to Programming the Monolingual Mode System Language Mode and System Language on page 33 to determine the system s Language Mode and change the mode to Bilingual if not already set for that mode Problems and Corrective Actions 175 6 Troubleshooting System Manager s Quick Reference PROBLEM Cannot understand language prompts Possible Cause Corrective Action Either a language you do not Change the language to one you understand was inadvertently understand chosen while programming or you do not understand the factory set language Note that the language for the programming prompts can differ from the System or Primary Language See Selecting the System Administration Prompt Language on page 32 to determine if the System Administration Prompt Language needs to be changed See Setting the System Language on page 34 if the system is set for Monolingual Mode and the System Language needs to be changed See Setting the System Language on page 34 if the system is set for Bilingual Mode and the Primary Language needs to be changed 176 Problems and Corrective Actions System Manager s Quick Reference 6 Troubleshooting PROBLEM Outside callers who should receive Automated Attendant Service hear ringing but the system does not answer Possible Cause Correctiv
148. xt Item or Prev Item until the extension number shows on the display 5 Press until the display reads 1 Assigned 6 Repeat Steps 4 and 5 for each extension to which Automatic VMS Cover is to be assigned 7 Continue with the next section Programming VMS Cover Rings PARTNER ACS Release 3 0 or later Overview 107 4 Programming the Communications System System Manager s Quick Reference Programming VMS Cover Rings PARTNER ACS Release 3 0 or later For PARTNER ACS Release 3 0 or later use this procedure to specify the VMS Cover Rings for each covered extension For all other PARTNER communications systems see the next procedure Programming VMS Cover Rings All Other PARTNER Systems If your communications system is PARTNER ACS Release 4 0 or later Form F5 provides information for VMS Cover Rings 321 The factory setting is 3 Programming VMS Cover Rings PARTNER ACS Release 3 0 or later Step Programming Task 1 Press HOOO 2 Enter the number of the first extension for which VMS Cover Rings is to be specified 3 Press until the appropriate value displays 4 To program another extension press Next item Prev ttem until the extension number shows on the display 5 Press until the appropriate value displays 6 Repeat Steps 4 and 5 for each extension for which VMS Cover Rings setting is to be specified 7 Press Feature 0 0 to exit programming mode 8 Conti
149. xtensions were restricted to Inside Only using Outgoing Call Restriction 401 Outcalling will not work unless an Allowed Phone Numbers List is created and assigned Outcalls can be made only to the numbers included in the list 102 Overview System Manager s Quick Reference 4 Programming the Communications System Creating an Allowed Phone Numbers List Step Programming Task 1 Press 4 0 7 2 At the List Number prompt enter the list number 01 08 3 At the Entry prompt select a list entry 01 10 4 At the Data prompt enter the first number 5 To save the number in memory you must press Enter 6 At this point To change the number you just entered press and repeat Steps 4 and 5 To delete the number you just entered press Remove Toenter other numbers in this list press and repeat Steps 4 and 5 Assigning the Allowed Phone Numbers List to the Extensions Step Programming Task 1 Press 4 0 8 2 Enter the number of the PARTNER Messaging port extension to be programmed 3 Enter the list number 01 08 4 To assign the list press until the display reads 1 Assigned 5 To program another PARTNER Messaging port extension press Next Procedure Prev Proceaure and repeat from Step 2 Overview 103 4 Programming the Communications System System Manager s Quick Reference Call Answer Service PARTNER ACS For P

Partner Messaging 6.0 System Quick Reference

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