Avaya CallPilot Fax Set Up and Operation Guide
Contents
1. M7100 M7208 M7310 M7100N M7208N Button name T7100 T7208 T7316 M7324 M7310N M7324N Feature Feature Fx Handsfree Bottom right hand Handsfree Fandstiee button Mute Hold ws Hold es Volume Control CIN Ph m X Release S RIs Fe You can enter Feature _ or _Fx_ and the code to use a feature For example press Q J to access your mailbox The Avaya 7100 Digital Deskphone works differently from other telephones on your system because it does not have line buttons Where other telephones require that you select a line button to answer a call on the Avaya 7100 Digital Deskphone terminal you pick up the handset Where other telephones require you to select a line button to take a call off hold you press es on the Avaya 7100 Digital Deskphone terminal On Avaya 7100 Digital Deskphone terminals you can answer a second call by pressing es Your active call is put on hold and you connect to the waiting call You can have no more than two active calls at one time Avaya CallPilot Fax Set Up and Operation Guide 16 Chapter 1 Getting started Related Documents This section provides a list of additional documents referred to in this guide Keycode Installation Guide NN40010 301 Avaya CallPilot Manager Set Up and Operation Guide NN40090 300 Avaya CallPilot Reference Guide NN40090 100 Avaya CallPilot Fax User Guide NN40080 1002. Avaya CallPilot Fax Set Up and Operation Guide 30 Chapter 3 Setting up Fax On Demand mailboxes 10 11 12 13 14 15 16 17 18 19 20 21 22 Select the Display in Directory check box if you want the Fax On Demand mailbox to be listed in the Company Directory From the Outdial Type list box select Line Pool or Route If you use line or pool type the line or pool number in the Line Pool box Refer to the Avaya CallPilot Manager Set Up and Operation Guide for information about preventing unauthorized calls using the outdial feature In the Fax Retries box type the number of delivery attempts to make if you use the two call method The default value is 3 The value can be between 1 and 99 For more information about call method see Choosing a Fax On Demand call method on page 34 In the Fax Interval box type the number of minutes to wait between delivery attempts Make this interval long enough that a typical phone call at the receiving end is unlikely to use all the retries The value can be between 1 and 60 minutes The default is 10 Click Submit The Mailbox List page appears with the Fax On Demand mailbox listed Click the Change link for the Fax On Demand mailbox If you want to record a spoken name for the mailbox click Voice The page you can record from appears If you do not want to record a spoken name for the Fax On Demand mailbox go to step 22 In the Connect to box type the ex
3. Customer Service Visit the Avaya Web site to access the complete range of services and support that Avaya provides Go to http www avaya com support or go to one of the pages listed in the following sections Navigation e Getting technical documentation on page 16 e Getting product training on page 16 e Getting help from a distributor or reseller on page 16 e Getting technical support from the Avaya Web site on page 16 Getting technical documentation To download and print selected technical publications and release notes directly from the Internet go to http www avaya com support Getting product training Ongoing product training is available For more information or to register you can access the Web site at http www avaya com support From this Web site you can locate the Training contacts link on the left hand navigation pane Getting help from a distributor or reseller If you purchased a service contract for your Avaya product from a distributor or authorized reseller contact the technical support staff for that distributor or reseller for assistance Getting technical support from the Avaya Web site The easiest and most effective way to get technical support for Avaya products is from the Avaya Technical Support Web site at http www avaya com support NN40080 301 17 Chapter 2 Setting up CallPilot Fax Fax properties Note If you use Avaya Business Communications M
4. 2 If you use the Avaya CallPilot interface e Press to open the Greetings Options menu e Go to step 3 If you use the Norstar Voice Mail interface e Press AGMIH or 6 e Press GREET or 2 e Go to step 3 Primara Greeting 3 Press REC or 1 J REC PLA HEAT Record greeting 4 Press OK or to end the recording RETR Ok Accert greeting 5 Press OK or to accept the recording RETRY PLAY 0E or press PLAY or 1 to listen to the greeting or press RETR or to rerecord the greeting Primar Greeting 6 To record an Alternate Fax On Demand mailbox Greeting press La PORY Sal HET or and follow the instructions that appear on the display 7 Press 48 to end the session NN40080 301 Chapter 3 Setting up Fax On Demand mailboxes 33 Changing a Fax On Demand mailbox You can change any property of a Fax On Demand mailbox except the mailbox number To change a mailbox number you must delete the mailbox and add a new Fax On Demand mailbox Refer to Adding a Fax On Demand mailbox on page 29 If you want to change a Fax On Demand mailbox Use to see page Avaya CallPilot e change the mailbox name Manager e change the Class of Service e change whether the mailbox is displayed in Company Directory e change the spoken name 33 e change the outdial type e change the number of fax delivery retries e change the interval between fax delivery retries
5. AVAYA Avaya CallPilot Fax Set Up and Operation Guide Avaya Business Communications Manager Document Status Standard Document Number NN40080 301 Document Version 04 02 Date October 2010 AVAYA 2010 Avaya Inc All Rights Reserved Notices While reasonable efforts have been made to ensure that the information in this document is complete and accurate at the time of printing Avaya assumes no liability for any errors Avaya reserves the right to make changes and corrections to the information in this document without the obligation to notify any person or organization of such changes Documentation disclaimer Avaya shall not be responsible for any modifications additions or deletions to the original published version of this documentation unless such modifications additions or deletions were performed by Avaya End User agree to indemnify and hold harmless Avaya Avaya s agents servants and employees against all claims lawsuits demands and judgments arising out of or in connection with subsequent modifications additions or deletions to this documentation to the extent made by End User Link disclaimer Avaya is not responsible for the contents or reliability of any linked Web sites referenced within this site or documentation s provided by Avaya Avaya is not responsible for the accuracy of any information statement or content provided on these sites and does not necessarily endorse the products services or info
6. Click the Mailbox Administration heading Click the Group Lists link The Group Lists page appears From the list box select Fax and click Add The Group List page appears with the Fax Group List listed Click the Change link for the Fax Group List The Group List Properties page appears If you want to record a spoken name for the Fax Group List click Voice The page you can record from appears If you do not want to record a spoken name for the Fax Group List go to step 12 In the Connect to box type the extension number or telephone number you are using to record from For a local extension just type the extension number For a telephone number that is not a local extension type the sequence of digits that dial the telephone number from the voice mail system For example you might need to dial 9 the area code and then the telephone number Click Dial The telephone rings Pick up the handset Do not use Handsfree Click Record After the tone record the name of the Fax Group List 10 After you finish recording click Stop NN40080 301 Chapter 2 Setting up CallPilot Fax 25 11 12 13 14 15 16 17 18 19 20 To listen to the recording click Play or to save the recording click Save Click Close and replace your telephone handset The window you record from closes and you return to the Group List Properties page In the Display Name box type a display name for the Group List The
7. For information about how to create a Fax Group List see Creating a Fax Group List on page 24 Make sure the Group List contains all the fax machines that you want to include To send a Fax Group message Norstar Voice Mail 1 Press e BJ Follow the voice prompts or the display button options on your telephone to open your mailbox 2 Press PLAY or 2 to play the current message or press 6 until you find the fax message you want to forward date gt Faxil 3 The date received and the Fax ID number appear on the display lt lt STOP gt gt J End of message 4 Press COPY or 6 COPY ERASE HEST Cory fax 5 Press MBOX or 1 to forward the fax message to another mailbox MBO OTHR Record Intro 6 Press HO or B YES HO Do not record an introduction because Fax Group List recipients do not hear voice introductions Mose 7 Enter the Fax Group List number DIF QUIT 8 Press SEHD or to send the fax message or press OPTS or to assign message delivery options or press CE to send the message to another recipient Msa delivered 9 This display appears briefly to show that the message is delivered Another cory 10 Press YES or f1_ to send this fax message to another Group List ues A vES ouit To end this session press QUIT or 11 Press 4 to end this programming session NN40080 301 Chapter 2 Setting up Call
8. From Avaya CallPilot Manager add a Fax On Demand mailbox From your set initialize the Fax On Demand mailbox See Initializing a mailbox on page 12 for how to initialize a mailbox From your set choose the one call or the two call method and the maximum number of faxes that callers can request From a fax machine telephone add fax messages to the Fax On Demand mailbox From your set record a Fax On Demand mailbox greeting that lists the faxes available and tells callers how to retrieve them You can add a Fax On Demand mailbox to a CCR Tree CCR lets callers select options to direct their own calls For more information about CCR see the Avaya CallPilot Manager Set Up and Operation Guide For how to add a Fax On Demand mailbox to a CCR Tree see Adding a Fax On Demand mailbox to a CCR Tree on page 37 Adding a Fax On Demand mailbox To add a Fax On Demand mailbox Start Avaya CallPilot Manager Click the Mailbox Administration heading Click the Add Mailbox link The Add Mailbox page appears In the Mailbox box type the extension number of the Fax On Demand mailbox From the Mailbox Type list box select Fax On Demand Click Submit The Fax On Demand Mailbox page appears In the Last Name box type the last name of the Fax On Demand mailbox The name can be a maximum of 16 characters Do not create a name that starts with 1 for example 1Calgary From the Class of Service list box select a Class of Service
9. Using Fax Mail to receive faxes The registrar of Paddy s Dance Studio uses a subscriber mailbox to receive registration fax messages from students These fax messages are sent to a subscriber mailbox and not the fax machine because the registration forms contain personal information such as addresses and telephone numbers The registration faxes are collected in the subscriber mailbox and sent to the fax machine when the registrar is available to pick them up The greeting on the registrar s mailbox tells callers how to send a fax message For example Hello You have reached Paddy s Dance Studio registration desk To speak to the receptionist press O To leave a message for the registrar leave your name telephone number and message after the tone If you are calling from a fax machine telephone you can register for a class by fax On your registration fax form include your name telephone number address and the name of the class you are registering for Also remember that payment is due before the start of the first class To register now by fax press the Start button on your fax machine A Fax Overflow mailbox setup Paddy s Dance Studio has only one fax machine and it can get very busy To prevent losing any fax messages due to a busy fax machine a Fax Overflow mailbox is added to Avaya Call Pilot This mailbox collects any incoming fax messages that arrive while the fax machine is busy Avaya CallPilot Fax Set Up and
10. Dial DID or a Target Line two callers can send a fax to the same fax line at the same time The resulting two fax messages go to the mailbox If a third fax is sent to the Express Messaging Line and the line is busy the caller hears a message that asks them to wait or cancel their call For information about Fax Overflow for a fax line see Avaya CallPilot Manager Set Up and Operation Guide About Fax Group Lists You can create a Fax Group List and send Group List messages to it Send a Fax Group List message to notify a group by fax of a message or event that pertains to the group A Fax Group List is a collection of fax machines from other locations When you send a fax message to a Group List each fax machine in the Group List receives the same fax message You can publish a list of fax machines in each Fax Group List so that mailbox owners know which fax machines receive Group List messages For more information about Group Lists see Sending a Fax Group message on page 26 About adding a Fax On Demand mailbox to a CCR Tree You can add Fax On Demand functionality to Custom Call Routing CCR Trees If you want callers to be able to request faxes from a CCR Tree add a Mailbox node to a CCR Tree When you add the mailbox assign a Fax On Demand mailbox as the mailbox number If you want callers to be able to leave fax messages in a mailbox add a Mailbox node to a CCR Tree When you add the mailbox assign a Subscriber mailbox as
11. General Delivery mailbox on a regular basis Off premise Message Notification can be set up to notify you when a message is received in the General Delivery mailbox For more information about setting up Off premise Message Notification and the General Delivery mailbox see the Avaya CallPilot Manager Set Up and Operation Guide You can transfer a fax call to your mailbox If you answer a call from a caller who is leaving a fax message in your mailbox you can transfer the call to your mailbox When you answer the call tell the caller that you will transfer them to your mailbox Enter 9 8 6 and enter your mailbox number The caller hears your mailbox greeting and can leave a fax message Tell the caller to press the Start button on their fax machine If you answer your telephone and hear a fax tone you can transfer the call to your mailbox by entering Q J 6 and entering your mailbox number The fax message is left in your mailbox NN40080 301 43 Appendix A Fax programming record This section provides record sheets for Fax programming You can photocopy these pages for multiple use Avaya CallPilot Fax Set Up and Operation Guide 44 Appendix A Fax programming record Pre installation checklist Extension number mailbox number length Installer name Installation date Model of office fax machines Extension or telephone number of office fax machines NN400
12. Operation Guide 42 Chapter 5 Fax configuration tips Fax tips Use these tips to maximize your Fax efficiency You can print a fax from a Fax Overflow mailbox at another fax machine If a fax machine for a Fax Overflow mailbox is out of order for an extended time you can print the stored fax messages on another fax machine connected to the system To print the fax messages change the extension number of the Fax Overflow mailbox to the extension of a working fax machine After you print the stored fax messages change the extension number back to that of the original fax machine so you do not miss any incoming fax messages For information about setting the extension number of a Fax Overflow mailbox see Changing a Fax Overflow mailbox on page 22 You can increase subscriber mailbox storage space for fax messages Subscriber mailboxes store fax messages and voice messages in the same message space The amount of space available is determined by the mailbox Class of Service If a subscriber expects several fax messages you can change the mailbox Class of Service to allow more message space You can use Off premise Message Notification to notify you of fax machine problems If a fax message goes to the Fax Overflow mailbox and the retry limit is reached the message is sent to the General Delivery mailbox You can open the General Delivery mailbox and forward the fax messages to another fax machine connected to the system Check the
13. alternate language on your system record the Fax On Demand mailbox Greeting in the alternate language An example of a greeting for a one call method Fax On Demand mailbox is Hello You have reached Paddy s Dance Studio fax information hotline If you are calling froma fax machine telephone you can receive information on class schedules and prices registration forms and upcoming special events To receive class schedules and prices press 1_ To receive registration forms press 2 To receive information about upcoming special events press B After you have entered the required numbers press Start on your fax machine An example of a greeting for a two call method Fax On Demand mailbox is Hello You have reached Paddy s Dance Studio fax hotline You can receive information on class schedules and prices registration forms and upcoming special events To receive class schedules and prices select document 1 To receive registration forms select document 2 To receive information about upcoming special events select document 3 Enter the telephone number of the fax machine you wish to have the faxes sent to If you are calling from outside the 403 area code include your area code Avaya CallPilot Fax Set Up and Operation Guide 32 Chapter 3 Setting up Fax On Demand mailboxes To record a greeting 1 Press Q e fj Follow the voice prompts or the display button options to open the Fax On Demand mailbox
14. business and then set the Number of retries and Retry interval accordingly Cover page You can send the system cover page or a custom cover page with fax messages You can create or select a template for the custom cover page For more information about the cover page see Creating a custom cover page on page 19 Setting the Fax properties To set the Fax properties 1 Start Avaya CallPilot Manager Click the Configuration heading Click the Fax Properties link The Fax Properties page appears In the System Extension box type the extension of your main fax machine In the System Name box type the system name The system name can be a maximum of 16 characters You can use your main fax number as the System Name 6 Inthe Number of Retries box type the maximum number of attempts made to print or forward faxes to an external fax number The default is 3 The range is 0 99 7 Inthe Retry Interval box type the number of minutes to wait between retries The default is 10 The range is 1 60 8 Choose the cover page you want to use e if you want to use the default cover page select the Default Cover Page option e if you want to use a custom cover page select the Custom Cover Page option and in the Load Custom Cover Page From box type the location of the file you want to use or click Browse and navigate to the file For more information about the custom cover page see Creating a custom cover page on
15. display name can be a maximum of 16 characters If you do not type a display name the ID number of the Group List is displayed Click Submit The Group Lists page appears with your new Group List on it Click the Members link for the Group List you created The Members List page appears for the Group List Click Add The Fax Member Properties page appears In the Name box type the name of the member you want to add to the Fax Group List The name can be up to 16 characters long The name appears on the cover page sent to the recipient This information is optional Do not create a name that starts with 1 for example 1Calgary In the Phone Number box type the fax telephone number of the recipient From the Outdial Method list box select an outdial method If you select Line or Pool in the Line Pool box enter the line or pool number Click Submit The member appears in the Members List Repeat steps 16 through 19 for each member you want to add to the Fax Group List Note For more information about Group Lists see the Avaya CallPilot Manager Set Up and Operation Guide Avaya CallPilot Fax Set Up and Operation Guide 26 Chapter 2 Setting up CallPilot Fax Sending a Fax Group message Send a Fax Group message to notify a group by fax of an event or notice that pertains to the group Before you send a Fax Group message the fax you want to send must be in your mailbox and you must have created the Fax Group List
16. incoming calls with a Company Greeting plays a list of options to a caller and performs call routing functions in response to caller selections Call method How a fax message from a Fax On Demand mailbox is sent to a caller There are two call methods one call and two call In the one call method the fax message is sent to the caller in the original call In the two call method the fax message is sent in a second call from CallPilot to the number that is specified by the caller Class of Service A Class of Service COS defines the values for the special features of a mailbox When you add a mailbox you choose a Class of Service that provides the level of service appropriate for the subscriber A mailbox cannot be added without a Class of Service Company Directory An internal list of the names of subscribers with initialized mailboxes designated to appear in the directory Custom Call Routing CCR Tree Call paths that give callers options to direct their own calls Defaults The parameters preset for CallPilot Dialing Translation A CallPilot feature that converts digits to be dialed into acceptable call routing information Dialing Translation is required to use the two call method with Fax On Demand mailboxes Avaya CallPilot Fax Set Up and Operation Guide 50 Glossary Display A one or two line screen on a display telephone that shows CallPilot commands and options Display buttons The three but
17. number of times to try to deliver queued faxes Undelivered faxes go to the General Delivery Mailbox This number can be between 1 and 99 The default is 99 This is the maximum number of attempts the system makes to deliver queued faxes before it abandons the attempt and sends the faxes to the General Delivery Mailbox In the Fax Interval box type the number of minutes to wait between delivery attempts Set this interval to be as short as possible so that queued faxes get sent to the fax machine before it becomes busy with more incoming faxes The number can be between 1 and 60 minutes The default is 1 Click Submit Changing a Fax Overflow mailbox You can change any property of a Fax Overflow mailbox except for the mailbox number If you want to change a mailbox number you must delete the mailbox and then create a new Fax Overflow mailbox To delete a mailbox see Deleting a Fax Overflow mailbox on page 22 To create a Fax Overflow mailbox see Adding a Fax Overflow mailbox on page 21 To change the properties of a Fax Overflow mailbox 1 2 Start Avaya CallPilot Manager Click the Mailbox Administration heading The Mailbox List page appears Click the Change link for the Fax Overflow mailbox you want to modify The Fax Overflow Mailbox page appears Make the changes you require Click Submit Deleting a Fax Overflow mailbox You can delete a Fax Overflow mailbox at any time Fax messages that are in the Fax
18. page 19 NN40080 301 Chapter 2 Setting up CallPilot Fax 19 9 Click Submit You can set up the system extension with a Fax Overflow mailbox for improved performance Refer to Adding a Fax Overflow mailbox on page 21 Changing the Fax properties You can change any of the Fax properties at any time To change the Fax properties 1 Start Avaya CallPilot Manager Click the Configuration heading Click the Fax Properties link The Fax Properties page appears Make the changes you require to the Fax properties Click Submit Creating a custom cover page The fax image file you use for a custom fax cover page is e asingle page that is 8 5 x 11 inches 215 mm x 280 mm e atwo color black and white tif file with CCITT Group 3 1d Fax Compression with normal not reversed bit order e of two possible image resolutions 204x98 normal resolution or 204x196 fine resolution e blank in the middle third of the page This area is used by CallPilot for cover page information such as To and From depending on the type of information being printed on the fax You can create a custom cover page if you have Imaging for Windows on your computer On Windows 98 and Windows NT Imaging for Windows is sometimes called Wang Imaging On Windows Me and Windows 2000 Imaging for Windows is sometimes called Kodak Imaging To convert an image to a custom cover page 1 Create or find the image you want to use as a
19. programming session NN40080 301 Chapter 3 Setting up Fax On Demand mailboxes 37 Adding a Fax On Demand mailbox to a CCR Tree To make a Fax On Demand mailbox accessible from a Custom Call Routing CCR Tree add a Mailbox node to a CCR Tree Assign to the Mailbox node the mailbox number of the Fax On Demand mailbox This mailbox gives callers single digit access to a Fax On Demand mailbox For more information about CCR Trees see the Avaya CallPilot Manager Set Up and Operation Guide To add a Fax On Demand mailbox to a CCR Tree 1 2 Start Avaya CallPilot Manager Click the Custom Call Routing heading The CCR Tree Administration page appears Click the Change link for the Tree you want to add an Information Mailbox to The CCR Tree Properties page appears Click the Mailbox link for the Tree The CCR Tree Properties page appears with the Mailbox node Click the Change link for the Mailbox node The CCR Mailbox Node Properties page appears In the Mailbox box type the mailbox number of the Fax On Demand mailbox From the Destination list box select where you want callers to go after they access the Fax On Demand mailbox e Previous returns the caller to the Previous menu e Home returns the caller to the Home node Voice Prompt e Disconnect disconnects the call Click Submit The CCR Tree Properties page shows the mailbox is added to the CCR Tree Click Close Avaya CallPilot Fax Set Up and Operatio
20. that a caller can request You must set how many messages callers can request Callers can request up to eight fax messages To choose a call method and the number of fax messages 1 Press Q ejfj Follow the voice prompts or the display options to open the Fax On Demand mailbox FaxOnDemand 2 Press AGMIH or B FARES ADMIN Mailbox admin 3 Press 6 GREET PSWO QUIT Method Two call 4 Press CHH G or 1 to choose the one call method ou HEXT In this display Two represents the current call method The two call method is the default call method If the current call method is correct press HEXT or Limit amp 5 Press CHHG or and enter the number of faxes a caller can hhg or request The maximum is eight Limit 6 Press OK or RETRY Ok Limit 7 7 Press OE or again to accept the number of faxes a caller can CHHG OF request In this example the limit is changed to 7 8 Press to end the programming session NN40080 301 Chapter 3 Setting up Fax On Demand mailboxes 35 Adding a fax message to a Fax On Demand mailbox You add fax messages to a Fax On Demand mailbox from a fax machine telephone If you use the Unified Messaging option you can use Unified Messaging to add fax messages to a Fax On Demand Mailbox For information about creating and sending fax messages in Unified Messaging see the Avaya CallPilot Desktop Messaging Quick Refer
21. the Express Messaging Line You can assign an Express Messaging Line to a Subscriber mailbox Any fax calls sent to the Express Messaging Line bypass the Automated Attendant The system detects the calling fax machine s fax tone and the fax message is immediately sent to the subscriber s mailbox A line that is to be used as an Express Messaging Line must be configured not to appear or ring at any set You must assign the Voice Mail DN as the prime set for the line An Express Messaging Line can Avaya CallPilot Fax Set Up and Operation Guide 10 Chapter 1 Getting started be set up as Fax Only If the Fax Only option is selected the caller will not hear a greeting and will not be able to leave a voice message Selecting this option allows a fax to be sent immediately For information about assigning an Express Messaging Line and creating subscriber mailboxes see the Avaya CallPilot Manager Set Up and Operation Guide The line used for Express Messaging must be between 125 and 268 for Avaya BCM50 Give the corresponding telephone number to the subscriber For example if line 125 is chosen as the Express Messaging Line give the corresponding telephone number of 735 5822 to the subscriber The subscriber can then inform people that the Express Messaging Line number is their fax number and have it printed on their business cards If you are using the Express Messaging Line as a virtual fax line and the line used is either a Direct Inward
22. the mailbox number For more information about using Fax On Demand with CCR see Adding a Fax On Demand mailbox on page 29 About CallPilot reports You can generate CallPilot reports to see how Fax is set up on your system and how frequently Fax is accessed NN40080 301 Chapter 1 Getting started 11 The CallPilot reports that show Fax information Mailbox Information report Lists Fax Overflow mailboxes For Fax On Demand mailboxes shows delivery method maximum number of faxes number of retry attempts interval in minutes between retry attempts selection ID of each fax size in message minutes of each fax Directory report Shows which mailboxes are Fax On Demand CCR Tree Usage report Shows which nodes are Fax On Demand mailboxes and when they were accessed Fax Usage report For Fax On Demand mailboxes shows Fax On Demand requests date and time of faxes document number requested delivery fax number CLID of callers For more information about CallPilot reports see the Avaya CallPilot Manager Set Up and Operation Guide Avaya CallPilot Fax Set Up and Operation Guide 12 Chapter 1 Getting started Initializing a mailbox Initializing a mailbox prepares your mailbox to receive messages A mailbox cannot receive and store messages until it is initialized Initializing a mailbox involves e choosing a password from four to eight digits long that does not s
23. 3 e change the mailbox greeting 31 e change the call method 34 e change how many fax messages callers can request 34 e delete a fax message 36 a fax machine e add fax messages to the mailbox 35 telephone To change a Fax On Demand mailbox 1 Start Avaya CallPilot Manager 2 Click the Mailbox Administration heading The Mailbox List page appears 3 Click the Change link for the mailbox you want to change The page for the mailbox appears Modify the properties you want to change Click Submit Avaya CallPilot Fax Set Up and Operation Guide 34 Chapter 3 Setting up Fax On Demand mailboxes Choosing a Fax On Demand call method For each Fax On Demand mailbox you must choose whether the call method is the one call method or the two call method One call method e the fax message transmits during the original call e the caller must use the telephone at a fax machine to call the Fax On Demand mailbox e the caller pays for any long distance charges that are incurred Two call method e the caller provides the fax telephone number that the fax is delivered to e the caller can call from any touchtone telephone e the fax can be sent to any fax machine e the fax message transmits in the second call which is made by Avaya CallPilot e the owner pays for any long distance charges that are incurred Setting how many fax messages callers can request Each Fax On Demand mailbox contains fax messages
24. 80 301 Appendix A Fax programming record 45 Fax Overflow mailboxes Mailbox number Fax machine extension number Mailbox name Spoken name Fax retries 1 99 Fax interval 1 60 min Mailbox number Fax machine extension number Mailbox name Spoken name Fax retries 1 99 Fax interval 1 60 min Mailbox number Fax machine extension number Mailbox name Spoken name Fax retries 1 99 Fax interval 1 60 min Mailbox number Fax machine extension number Mailbox name Spoken name Fax retries 1 99 Fax interval 1 60 min Mailbox number Fax machine extension number Mailbox name Spoken name Fax retries 1 99 Fax interval 1 60 min Avaya CallPilot Fax Set Up and Operation Guide 46 Appendix A Fax programming record Fax On Demand mailboxes Mailbox number Mailbox name Class of Service Display in Directory Y N Spoken name Outdial type Line Pool Fax retries Fax interval Delivery method One call Two call Maximum number of faxes 1 2 3 4 5 6 7 8 Mailbox number Mailbox name Class of Service Display in Directory Y N Spoken name Outdial type Line Pool Fax retries Fax interval Delivery method One call Two call Maximum number of faxes 1 2 3 4 5 6 7 8 Mailbox number Ma
25. AND THE ENTITY FOR WHOM YOU ARE INSTALLING DOWNLOADING OR USING THE SOFTWARE HEREINAFTER REFERRED TO INTERCHANGEABLY AS YOU AND END USER AGREE TO THESE TERMS AND CONDITIONS AND CREATE A BINDING CONTRACT BETWEEN YOU AND AVAYA INC OR THE APPLICABLE AVAYA AFFILIATE AVAYA Copyright Except where expressly stated otherwise no use should be made of the Documentation s and Product s provided by Avaya All content in this documentation s and the product s provided by Avaya including the selection arrangement and design of the content is owned either by Avaya or its licensors and is protected by copyright and other intellectual property laws including the sui generis rights relating to the protection of databases You may not modify copy reproduce republish upload post transmit or distribute in any way any content in whole or in part including any code and software Unauthorized reproduction transmission dissemination storage and or use without the express written consent of Avaya can be a criminal as well as a civil offense under the applicable law Third Party Components Certain software programs or portions thereof included in the Product may contain software distributed under third party agreements Third Party Components which may contain terms that expand or limit rights to use certain portions of the Product Third Party Terms Information regarding distributed Linux OS source code for those Products that have distribut
26. ES a NNO iscate eaaa aea 12 To check which mailbox interface YOU USC 0 2sc0cccssccceenensascenssnssascoeneessecctenenbaceeneneseae 13 setting Up CallPlot Fax iiserissirinissriss idi rsa rins riiin 17 Te Sette Fak HOPO S osrin E ENa 18 Tochange ihe Fax proporties an ih acces d aunt mamnsa le aaie aE ad ENEA 19 TO convert an image to a custom COVE pag ve sccccsciestececevesscocseeansectenerenstecseiarecceeenverte 19 TS e iT e S T E N E E E vec and een adan satoe actin 20 Toadda Fas Overloon malik oe Sea sccctesccecccdabevessdteatacndacearieessiead sis incadataueadeasaueeaiencaieeasete 21 To change the properties of a Fax Overflow Mailbox cccccccessseeceesssseeeesssneeeeeseee 22 Todelte amp Fax Overlow MalDOX ascienden a ai 23 Tepate a Fax Group Ostinin erent piretrrectre reer Renter ee tere rei rererratee 24 To send a Fax Group message Norstar Voice Mail ccccesssecceeesseeeeeesesseeeeeees 26 To send a Fax Group message Avaya CallPilot c ccecceeeeseeeeeneeeeeeeeeteneeeeteaeeeeaes 27 Setting up Fax On Demand mailboxes 0000 see e eee eens 29 To add a Fax On Demand ipeilx siadascessiadininanbecensienivnanraasaniadsdueiivadatinaibdexaieiontatieantbes 29 DA eee ake e E A E N mere E E E E try ere tt tre 32 T change a Fax On Demand AIO sisscessccstaciccaecdsscdiadees ssteadeinsasacesened riasenka na 33 To choose a call method and the number of fax MESSAGES eeeeeeeeeeerreen 34 To add a fax messag
27. Manager and telset based administration About CallPilot Fax Fax is a CallPilot option that enhances your office communications by providing incoming and outgoing fax capability With Fax callers can send and retrieve fax messages as easily as they send and retrieve voice messages The Fax option includes Fax Mail Fax On Demand and Fax Overflow Fax Answering is available even if you do not have the Fax option installed on your system Fax Answering lets outside callers send faxes to the main site telephone number With Fax Answering a fax call that arrives through the Auto Attendant or CCR transfers to a specified extension The extension is usually a fax machine connected to an analog telephone port on the system For more information about each of the Fax components see Learning about Fax on page 8 To use Fax on your system you must enable a Fax keycode Contact your vendor if you want to trial or purchase Fax For information about enabling a keycode see the Keycode Installation Guide Who can use Fax Fax can be used by any outside caller or mailbox owner in your company Away from the office Fax can be used from any touchtone telephone At the office Fax can be used from any Business Series Terminal or touchtone telephone connected to an Avaya CallPilot system Callers who use a rotary dial telephone cannot access Fax Requirements for setting up Fax To set up and operate CallPilot Fax you need to know e how to
28. Overflow mailbox before it is deleted are automatically printed NN40080 301 Chapter 2 Setting up CallPilot Fax 23 To delete a Fax Overflow mailbox Start Avaya CallPilot Manager 2 Click the Mailbox Administration heading The Mailbox List appears 3 Click the Delete link for the Fax Overflow mailbox you want to delete A message appears that asks you to confirm the deletion 4 Click OK Avaya CallPilot Fax Set Up and Operation Guide 24 Chapter 2 Setting up CallPilot Fax Creating a Fax Group List A Fax Group List is a list of external fax telephone numbers sends a fax message to multiple recipients can be used for applications such as faxing product announcements to distributors is available if the Fax option is installed at your site A Fax Group List sends the same fax to all the members of a list This eliminates sending the same fax several times You can have a maximum total of 99 Voice and Fax Group Lists on your system Members of a Fax Group List are fax machines at other locations These fax machines do not have to be connected to your system These fax machines can have internal or external numbers Since not all the fax machine members of this list are connected to your system you must specify the telephone number of the fax machine and the line or line pool You can add a maximum of 125 fax machine members to a Fax Group List To create a Fax Group List 1 Start Avaya CallPilot Manager
29. Pilot Fax 27 To send a Fax Group message Avaya CallPilot End message RESP DEL HEXT End message PRIHT DEL HEXT To HAME SPEC CHEL To HAME SPEC DONE Emrts REC J M29 options UFG PFI OTHR Med delivered 1 Press Q e f Follow the voice prompts or the display button options on your telephone to open your mailbox Press PLAY or to play the current message or press 6 until you find the fax message you want to forward Press 5 7 8 to forward the message 2 8 Enter the Group List number and press OK or J Press DOME or when you have entered all the addresses you want to send the message to If you want to attach a voice message press REC or and record your message The message must be longer than three seconds The system times out after five seconds External Group List recipients do not receive voice introductions to fax messages If you want to attach message options press 7 0 to assign message options Press 7 R to send the message Press to end the session Avaya CallPilot Fax Set Up and Operation Guide 28 Chapter 2 Setting up CallPilot Fax NN40080 301 29 Chapter 3 Setting up Fax On Demand mailboxes About Fax On Demand mailboxes A Fax On Demand mailbox lets external callers retrieve fax messages from Avaya CallPilot To set up a Fax On Demand mailbox you must 1 2
30. Pilot Reports let you view information such as CallPilot programming amount of available message storage time and CCR programming and administration Subscriber A mailbox owner System Administrator The person responsible for configuring updating and maintaining the Avaya CallPilot system Voice prompts Avaya CallPilot Fax Set Up and Operation Guide 52 Glossary The prerecorded voice instructions that play to callers when they access Avaya CallPilot features and options Voice prompts also guide callers along the call paths of CCR Trees NN40080 301 53 Index Business Series Terminals telephone buttons 15 C Call methods Fax On Demand 34 one call method 34 two call method 34 CCR adding a Fax On Demand mailbox 10 37 changing a Fax On Demand mailbox 33 Custom cover page creating 19 default 20 no cover page 20 requirements 19 uploading 20 D Default mailbox password 12 E Express Messaging Line 9 F Fax adding Fax On Demand to CCR 10 Express Messaging Line 9 Fax On Demand mailbox 29 prerequisites for setting up 7 reports 10 troubleshooting 39 what faxis 7 who can use fax 7 Fax Answering 8 Fax call transferring to your mailbox 42 Fax features adding Fax On Demand to CCR 10 CallPilot reports 10 Express Messaging Line 9 Fax Group Lists 10 Fax Group List creating 24 maximum number of lists 24 maximum number of members 24 recording a name 24 sending a Fax Group messa
31. Telephone interfaces 13 CallPilot 13 Norstar Voice Mail 13 Troubleshooting fax 39 NN40080 301
32. a remote fax machine e verify that you entered the correct fax number e verify that there are no dialing restrictions applied to the subscriber s extension Faxes cannot be sent from the Fax Overflow mailbox If a message is left in the General Delivery Mailbox that says The attached fax message could not be printed to lt fax machine extension gt the Fax Overflow mailbox has reached its maximum number of retries and the fax message was not sent If this occurs e verify that the fax machine works e verify that the fax machine is connected to the system through an Analog Telephone port e increase the maximum number of retries assigned to the Fax Overflow mailbox To change the number of retries see Changing a Fax Overflow mailbox on page 22 Fax messages are left in the General Delivery mailbox If the Fax Overflow mailbox retry limit is reached for a fax message the message is automatically sent to the General Delivery Mailbox To correct this problem e verify that the fax machine is working e verify that the fax machine is connected to the system through an Analog Telephone port e open the General Delivery Mailbox and forward the fax messages to another fax machine Be sure to check the General Delivery mailbox on a regular basis e you can set up Off premise Message Notification to notify you when a message is received in the General Delivery Mailbox For more information about Off premise Message Notification
33. ages reaches its retry attempt limit CallPilot stops trying to send the message and generates a non delivery notification message The messages that are not sent are shown in the non delivery notification message Most non delivery notification messages are caused by fax machine problems such as a paper jam or the fax machine running out of paper Avaya CallPilot Fax Set Up and Operation Guide 18 Chapter 2 Setting up CallPilot Fax Retry interval The number of minutes the system waits between retry attempts The retry interval ranges from 1 to 60 minutes The default Fax system retry interval time is 10 minutes The fax retry interval is used in two ways 1 You send a fax to a single party fax machine but that fax machine is busy The fax transmission is retried after the fax retry interval The default is 10 minutes 2 There are not enough resources to send the fax For example you send a fax to three parties but your Avaya BCM configuration only supports two simultaneous fax sessions The third fax is sent after the retry interval The default is 10 minutes You can change the Number of retries and the Retry interval to optimize the rate of faxes being sent For short faxes a lower Retry Interval works more efficiently For longer faxes which might take hours to send you do not want to run out of retries A higher number of retries would be better You decide what types of faxes are typical for your
34. ail lets callers leave a fax message in a subscriber mailbox The subscriber can print the fax message on a fax machine Callers can leave a voice message to introduce the fax document About Fax On Demand With Fax On Demand callers can retrieve documents stored in Fax On Demand mailboxes You can create a Fax On Demand mailbox to make a collection of faxes available to callers A Fax On Demand mailbox has a greeting that plays to callers and a collection of fax messages each with a document number Callers hear the mailbox greeting and can select a fax document by its assigned number You create the Fax On Demand mailbox and give it to the department The department creates the password records the greeting and maintains the fax documents Callers can access a Fax On Demand mailbox e from the Auto Attendant by mailbox number or directory name lookup NN40080 301 Chapter 1 Getting started 9 e from Feature 980 Leave Message or Feature 986 Transfer Caller to Mailbox e through Custom Call Routing as either a Home node or a Mailbox node About Fax Overflow With Fax Overflow you can set up a Fax Overflow mailbox If your fax machine cannot answer an incoming fax call CallPilot answers the call and temporarily stores the fax message in a Fax Overflow mailbox When the fax machine is ready to print CallPilot sends the stored fax messages to the fax machine If CallPilot cannot send the fax messages on the first attempt i
35. anager Avaya BCM before you set up fax properties use Business Element Manager to e enable the fax keycode e assign voice channels to fax Refer to the Avaya CallPilot Manager Set Up and Operation Guide for details System extension The system fax extension lets callers use the autosend feature on their fax machines to send faxes to the Avaya CallPilot system The Automated Attendant recognizes the fax tone and transfers fax calls to the system extension fax machine for printing The system extension must be a valid extension The system extension is not assigned by default Connect the fax machine to an Analog Telephone port on the system The system extension is available even if no Fax options are installed at your site The other properties are available only if you have installed the corresponding fax options System name The system name is a text name up to 16 characters long The system name can be a company name a department a location or any other name The name transmits to external fax machines at the beginning of fax messages The system name is also printed in the fax machine s log files Number of retries The number of retry attempts is the number of times that the system tries to print faxes It is also the number of times the system tries to deliver faxes forwarded to an external fax machine The number of retry attempts range from 1 to 99 The default number of Fax system retry attempts is 3 If a fax mess
36. and the General Delivery Mailbox see the Avaya CallPilot Manager Set Up and Operation Guide NN40080 301 41 Chapter 5 Fax configuration tips Using Avaya CallPilot Fax for a small business The following examples describe how a small business called Paddy s Dance Studio uses Fax This business uses CallPilot Fax to tell callers about upcoming events and let students register A Fax On Demand mailbox setup Paddy s Dance Studio uses a Fax On Demand mailbox to inform students of upcoming events The Fax On Demand mailbox contains three fax messages that are updated every month The first fax message is a schedule for regular and drop in classes The second fax message lists the current prices for each class The third fax message is a schedule for the upcoming special events Each of the fax messages is sent using the one call method This means that the caller pays for any charges incurred Since the Fax On Demand mailbox contains three fax messages the greeting for the Fax On Demand mailbox tells callers how to get the information they want For example Hello You have reached Paddy s Dance Studio fax information mailbox If you are calling from a fax machine telephone you can receive information on class schedules prices and upcoming special events To retrieve class schedules select document 1 To get a detailed price list select document 2 To get information about upcoming special events select document 3
37. custom fax cover page The image can be a gif tif jpg bmp or pcx file 2 Click the Windows Start button point to Programs point to Accessories and click Imaging Imaging for Windows appears 3 Open the graphic you want to use as a cover page 4 On the File menu click Save As The Save As dialog box appears Avaya CallPilot Fax Set Up and Operation Guide 20 Chapter 2 Setting up CallPilot Fax N Oo Oo 11 12 13 14 15 Select the folder in which you want to create the new image From the Save as type list box select TIFF Document tif Click Save On the Page menu click Properties The Page Properties dialog box appears with the Color tab displayed Click the Black and White option Click the Compression tab and from the Compression list box select CCITT Group 3 1d Fax Click the Resolution tab and e from the Resolution list box select Custom e set X to 204 e set Y to 98 for normal resolution or 196 for fine resolution Click the Size tab and e from the Size list box select Custom e inthe Width box type 8 5 e in the Height box type 11 from the Units list box select Inches Click OK On the File menu click Save You can now exit Imaging for Windows Selecting a cover page After you create a custom cover page upload it or select the default cover page or no cover page To select a cover page 1 5 Start Avaya CallPilot Manager Click the Configuration head
38. e the system to fail or work l f improperly Note Alerts you to important information Tip Alerts you to additional information that can help you perform a task Security note Indicates a point of system security where a default should be changed or where the administrator needs to make a decision about the level of security required for the system Warning Alerts you to ground yourself with an antistatic grounding e strap before performing the maintenance procedure NN40080 301 Chapter 1 Getting started 15 Warning Alerts you to remove the Avaya BCMS0 main unit and expansion unit power cords from the ac outlet before performing any maintenance procedure eS These conventions and symbols are used to represent the Business Series Terminal display and dialpad Convention Example Used for Word in a special font shown in Psu Command line prompts on display telephones the top line of the display Underlined word in capital letters FLAY Display option Available on two line display shown in the bottom line of a two telephones Press the button directly below the line display telephone option on the display to proceed Dialpad buttons Buttons you press on the dialpad to select a particular option About telephone buttons This table shows the Business Series Terminal buttons Use the buttons that pertain to the type of telephone you use
39. e to a Fax On Demand mailbox ccccceessceeceesesseeeeeeesneeeeseees 35 To delete a fax from a Fax On Demand mailboX cccccssccceeeenseeeeeeesseeeeessenaeeeeseees 36 To add a Fax On Demand mailbox toa CCR Tee sccsicccissecctids xteicieiniesnssscseeectemanrtense 37 Troubleshooting Fax ississiisrirsirserissrrsrsrssresi tses tesss 39 Fax configuration UPS sc iccaseteeecis tenet auseteen dear deerdnaaes 41 Fax Programming record 2 cer eis n ee des seen ines scenseenesoas 43 GOSSA ccc ccncebieneth arare es dents eceedecdceseonennes 49 Avaya CallPilot Fax Set Up and Operation Guide 4 Task List NN40080 301 Contents Chapter 1 Getting Starlet cic icc cei ces tubes ier reared oede een Sess eeerecenees 7 ADORNS GNE 4 o366 ideo es ad ce eere 88 Cop Oho eee se Ae E eee ee FEES PRE ee 7 Son CAPIO F aX a conc scans idtr td GENESEE SANAA DA ENAERE 7 Who ca USS FAX i cto ee RGR EEE G eRe itk EEIE CRE ES ERS 7 Requirments for setting up Fax ccc cee ce cee shee eae ake eee oe ob acd 7 LONG abCUl hak svaned de an ceudaeeua Gece a Peete iene Rees 8 GaliPial Fax tealiies 4 2 sess paedaeeesd eg ee eaee seas e ie iiesenss 9 About CallPilot repons sc ood dee ene ee Seen tlle pw odes E 10 initializing a MANION ccc an cook See PRS HHL Eo RT tnr ERE EERE RES 12 Checking which mailbox interface you use 0 0 eee 13 ceed ee ee ee ee re one reer eee ee ee er eee ee ee ee eee 13 AGOMO 5 25450 5eet se Re Le eee eee hag ee
40. e to check which mailbox interface you use then follow the procedures in the guide that apply to the interface you use Some procedures apply to both interfaces To check which mailbox interface you use 1 Press Q ejfj Follow the voice prompts or the display options buttons to open your mailbox 2 Check the display to see which interface you use Anew A saved P _ PLAY REC ADMIH This is the Norstar Voice Mail interface Ho messages This is the CallPilot interface COMP MBO EXIT 3 Press to end the session Audience This guide is for system administrators who configure and maintain CallPilot on an Avaya BCM To use this guide you must be an authorized system administrator Acronyms The following is a list of acronyms used in this guide Table 1 Acronym Description BCM Avaya Business Communications Manager CCR Custom Call Routing CLID Calling Line Identification Avaya CallPilot Fax Set Up and Operation Guide 14 Chapter 1 Getting started Table 1 Acronym Description DID Direct Inward Dial DN Directory Number Symbols and text conventions These symbols are used to Highlight critical information for the Avaya BCMS0 system e Caution Alerts you to conditions where you can damage the equipment Danger Alerts you to conditions where you can get an electrical shock Warning Alerts you to conditions where you can caus
41. ed the Linux OS source code and identifying the copyright holders of the Third Party Components and the Third Party Terms that apply to them is available on the Avaya Support Web site http support avaya com Copyright Trademarks The trademarks logos and service marks Marks displayed in this site the documentation s and product s provided by Avaya are the registered or unregistered Marks of Avaya its affiliates or other third parties Users are not permitted to use such Marks without prior written consent from Avaya or such third party which may own the Mark Nothing contained in this site the documentation s and product s should be construed as granting by implication estoppel or otherwise any license or right in and to the Marks without the express written permission of Avaya or the applicable third party Avaya is a registered trademark of Avaya Inc All non Avaya trademarks are the property of their respective owners Downloading documents For the most current versions of documentation see the Avaya Support Web site http www avaya com support Contact Avaya Support Avaya provides a telephone number for you to use to report problems or to ask questions about your product The support telephone number is 1 800 242 2121 in the United States For additional support telephone numbers see the Avaya Web site http www avaya com support Task List Geng SIA oon as ccc elcsapteucs sc tuaecenesedeusuteweseses 7 To MUTE
42. emand mailbox 0 0 0 cc ee 33 Choosing a Fax On Demand call method anaana 34 Setting how many fax messages callers can request 0 000 eee ee eee 34 Avaya CallPilot Fax Set Up and Operation Guide 6 Contents Adding a fax message to a Fax On Demand mailbox 00 0c eee ee eee 35 Deleting a fax from a Fax On Demand mailbox 0 00 ees 36 Adding a Fax On Demand mailbox toa CCR Tree 0 ccs 37 Chapter 4 Troubleshooting Fax is csicavecsesiasee vets este ei vearienrenen res 39 Frobleme and SOIUONG 4 idee Geko Sietbdekeod hee bets VaR I RESSE 39 Chapter 5 Fax GConligquration TIPS lt lt 6 sec esc iee secs eeeiiae sscndpeaeeseas 41 Using Avaya CallPilot Fax fora small business 0 0 0 0 eee 41 A Fax On Demand mailbox setup 0 0000 cece eee 41 Using Fax Mail to receive fax6S 2 2 4 2c es een eae on ee bee deh eke ee REE 41 A Fax Overflow mailbox setup 0 000 cece eee 41 rA E E E E E AE E A EE E TEETE E EE ETE TET 42 Appendix A Fax Programming rec rd 2 0 0 ceeds eka ie secu nerade 43 GIGSEANY 6c ick tie teecd iedieetidedniedseus kaisi gai piani wesc 49 INEX steered insieecn teks ee enieniadinnedind tee ineenienias iis 53 NN40080 301 Chapter 1 Getting started About this Guide The Avaya CallPilot Fax Set Up and Operation Guide describes how to configure CallPilot fax on an Avaya Business Communications Manager Avaya BCM using Avaya CallPilot
43. ence Guide and Mailbox Manager online help You must enter a selection identification number when you add a fax message from a fax machine telephone to a Fax On Demand mailbox The selection identification number is used by callers to select the document they want to retrieve Immediately after you add or update a fax message in the Fax On Demand mailbox verify that the fax message is received and is ready for customer use To verify the message is ready access the Fax On Demand mailbox and print the new or updated fax messages To add a fax message to a Fax On Demand mailbox 1 Place the fax in the fax machine 2 From the system fax machine telephone call the Voice mail DN If you do not know the Voicemail DN on a display set press J 3 Log on to the Fax On Demand mailbox e Ifyou use the Norstar Voice Mail interface and the fax machine telephone does not have a mailbox enter the Fax On Demand mailbox number and password and press e If you use the Norstar Voice Mail interface and the fax machine telephone has a mailbox press enter the Fax On Demand mailbox number and password and then press e If you use the Avaya CallPilot interface enter the Fax On Demand mailbox number and press then enter the Fax On Demand mailbox password and then press Press fi Press again to add a fax message Enter the Fax On Demand selection identification number The Fax On Demand selection identification number must be a uniq
44. ge 26 Fax Group Message introductory voice message 27 Fax machine connected to an ASM 40 connected to an ATA 40 Fax Mail 8 example of 41 Fax message adding to a Fax On Demand mailbox 35 sending to Fax Group List 26 storage space in mailboxes 42 Fax On Demand 8 adding a Fax On Demand Mailbox 29 one call method 34 two call method 34 Fax On Demand mailbox adding a fax message 35 adding to a CCR Tree 37 changing 33 deleting a fax 36 fax interval 30 fax retries 30 maximum number of faxes 34 properties 33 recording a greeting 31 36 setup example 41 Fax Overflow mailbox 21 adding 21 changing 22 deleting 22 fax interval 9 22 fax retries 9 22 printing messages at another fax machine 42 recording aspoken name 21 retry limit 9 setup example 41 storage limit 9 Fax Overflow about 9 Fax properties changing 19 cover page 18 retry interval 18 setting 18 Avaya CallPilot Fax Set Up and Operation Guide 54 Index G Group List creating 24 maximum number of lists 24 maximum number of members 24 recording aname 24 Initializing a mailbox 12 Mailbox adding Fax On Demand 29 default mailbox password 12 increasing storage space 42 initializing 12 Message minimum length 27 recording 27 O Off premise Message Notification for notification of fax problems 42 R related publications 16 Reports CCR Tree Usage 10 Directory 10 Fax Usage 10 Mailbox Information 10 T Telephone buttons 15
45. ia gee ROE RO ERR SESS Rie cae ede ews 13 Symbols and text conventions 020000 cee ees 14 About telephone buttons 5 ccccy been ee kG eee tssir ER eee nes eke ea ewes 15 elated Docume lt 5 5550 494495494948 989 59819 EAR nE eEere bee hs 16 CUSIOINGY SENGE rodri nue Ear aein deleks che ba baum nd oad nga 16 Chapter 2 Setting Up CallPilot Fat c iscsi ccivscnicstcastscesesiceinecwicsics 17 FAX PMOPSISS oc ico ccc beed eee RETR REE EOE RTE TR Ree eRe Hae S 17 Seting the Fax propries uit oc le eee ee el Oe eae bee we 18 Changing the Fax properties vce ccsck eee hee e een eee ee et eee edeeeawe es 19 Creating a custom COVE Page cick seian rissie ar de ehes chbag seen eendereds 19 Selecing A cover PANE cake cccun aden greek esGbee ne ee a eee sue x hw geen we ees 20 Adding a Fax Overflow Mailbox 226 5es cave senesced ease eee cue esas eadewus 21 Changing a Fax Overiow mailbox eses okt sce da ee hee Sake eee 22 Deleting a Fax Overflow mMallbox sc eriririsikecsreriririns s deck G ew ecae ses 22 Creainigia Fax Group Uist 2c open i Shsce woke teks keds eebedeSeciaease rete 24 Sending a Fax Group message 000s 26 Chapter 3 Setting up Fax On Demand mailboxes 00 0c eee eee eee 29 About Fax On Demand mailboxes 222 5240 sc5b ed eebecwe sed eb eebeasauets 29 Adding a Fax On Demand Mailbox 2 ccc ek be hewn deunak eee eee a a 29 Recording a Fax On Demand mailbox greeting 0 0c eee eee eee 31 Changing a Fax On D
46. ign the mailbox a different Class of Service with more mailbox space Avaya CallPilot mailboxes are equipped with the Never Full Mailbox Feature which allows external callers to leave voice and fax messages in a mailbox even if the mailbox is full The message is stored but cannot be accessed until the mailbox owner deletes at least one saved message The Never Full Mailbox Feature is available only to external callers Internal callers cannot leave messages if a mailbox is full Faxes sent when the fax machine is busy are lost If fax messages sent when the fax machine is busy are not being received e verify that a default fax extension is set up e verify that a Fax Overflow mailbox is added to CallPilot Avaya CallPilot Fax Set Up and Operation Guide 40 Chapter 4 Troubleshooting Fax e verify that the extension defined in the Fax Overflow mailbox is the extension number of the fax machine e make sure that the fax machine is connected to the system through an Analog Telephone port Faxes cannot be sent to the fax machine If this occurs on a local fax machine e verify that the fax machine is ready to receive and is not jammed or out of paper e verify that the fax machine is connected to the system through an Analog Telephone port e increase the number of retries assigned to the Fax Overflow mailbox for the fax machine To change the number of retries see Changing a Fax Overflow mailbox on page 22 If this occurs on
47. ilbox name Class of Service Display in Directory Y N Spoken name Outdial type Line Pool Fax retries Fax interval Delivery method One call Two call Maximum number of faxes 1 2 3 4 5 6 7 8 A caller can request a maximum of 8 faxes A mailbox can store as many faxes as space permits NN40080 301 Appendix A Fax programming record 47 Fax Group Lists Group List leading digit 901 999 Spoken name Display name 1 16 characters Group List members Name Fax machine telephone number 1 30 digits Route The Group List leading digit can be changed from the default of 9 during system initialization Avaya CallPilot Fax Set Up and Operation Guide 48 Appendix A Fax programming record NN40080 301 49 Glossary Analog Telephone port An Analog Telephone port can be an analog port on the Avaya BCMS50 main cabinet an ASM in the expansion cabinet or an ATA attached to a digital port ATA An Analog Terminal Adapter is a product such as the ATA2 that connects an analog device such as a single line telephone or a fax machine to your system ASM An Analog Station Module connects up to eight analog devices such as single line telephones or fax machines to your system Auto Attendant The Avaya CallPilot answering service that answers
48. ing Click the Fax Properties link If you want to use a custom cover page select the Custom Cover Page option and in the Load Custom Cover Page From box type the location of the custom cover page or click Browse and locate the file you want to use as the cover page or If you do not want to use a custom cover page select Default Cover Page or If you do not want to use a cover page select No Cover Page Click Submit NN40080 301 Chapter 2 Setting up CallPilot Fax 21 Adding a Fax Overflow mailbox A Fax Overflow mailbox is a mailbox for your fax machine Add a Fax Overflow mailbox for each fax machine connected to the system If a fax machine cannot answer an incoming fax call the call is answered by CallPilot The fax messages received are stored in the Fax Overflow mailbox When the fax machine is ready to accept fax calls CallPilot sends the messages stored in the Fax Overflow mailbox to the fax machine gt Note You do not initialize a Fax Overflow mailbox before it receives fax messages To add a Fax Overflow mailbox 1 10 11 12 13 14 15 Start Avaya CallPilot Manager Click the Mailbox Administration heading Click the Add Mailbox link The Add Mailbox page appears In the Mailbox box type the extension of the Fax Overflow machine From the Mailbox Type list box select Fax Overflow Click Submit The Fax Overflow Mailbox page appears In the Extension box type the extension
49. m the Fax On Demand mailbox Home node The Home node is the first node a caller goes to on a CCR Tree NN40080 301 Glossary 51 Initializing a mailbox Preparing a mailbox to receive messages This includes changing a mailbox default password and recording a Company Directory name Mailbox A storage place for messages on the Avaya CallPilot system Mailbox number length The number of digits allowed in a mailbox number The mailbox number length ranges from two to seven digits Mailbox properties Optional parameters in addition to the Class of Service values Mailbox properties are Include in Company Directory Alternate extensions Express Messaging Line Call Screening Message Waiting Notification and Outdial route Off premise Message Notification A CallPilot feature you can program to call you at a telephone number extension or pager to let you know that you have a voice or fax message Option 1 A CallPilot choice given to a subscriber through voice or display prompts 2 An optional Avaya CallPilot feature that you enable with a keycode Password A four to eight digit number entered using the dialpad You must enter a password to open a mailbox or perform configuration tasks Node An option along the call Path of a CCR Tree A node can be a menu the Home Menu an Information Message a mailbox or an extension You can set up a Mailbox node as a Fax On Demand mailbox Reports Avaya Call
50. n Guide 38 Chapter 3 Setting up Fax On Demand mailboxes NN40080 301 39 Chapter 4 Troubleshooting Fax Troubleshooting Fax involves solving problems related to Fax options For more information about Avaya CallPilot troubleshooting see the Avaya CallPilot Manager Set Up and Operation Guide Problems and solutions A caller cannot retrieve a fax from a Fax On Demand mailbox If a caller cannot retrieve a fax message from a Fax On Demand mailbox e verify that the mailbox is a Fax On Demand mailbox e verify that fax messages are added to this mailbox e make sure your greeting tells the caller how to retrieve the fax message including information about which call method is used e if you use the two call method make sure that you have created a Dialing Translation Table and set the Dialing Translation parameters For more information on Dialing Translation see the Avaya CallPilot Manager Set Up and Operation Guide A caller cannot leave a fax in a Personal mailbox If a caller cannot leave a fax message in a mailbox ensure that the greeting tells the caller that the call must be made from a fax machine A caller cannot reply or send messages to other mailboxes A subscriber cannot reply to or send messages to other mailboxes if the subscriber s mailbox is full This means that too many voice and fax messages are stored in the mailbox and the subscriber must delete old messages If this problem occurs frequently ass
51. number of the Fax Overflow mailbox This number is the same as the extension for the fax machine Any faxes stored in the Fax Overflow mailbox are delivered to this fax machine In the Last Name box type the name of the Fax Overflow mailbox This name can be a maximum of 16 characters Click Submit Click the Change link for the mailbox If you want to record a spoken name for the mailbox click Voice The page you can record from appears If you do not want to record a spoken name for the mailbox go to step 16 In the Connect to box type the extension number or telephone number you are using to record from For a local extension just type the extension number For a telephone number that is not a local extension type the sequence of digits that dial the telephone number from the voice mail system For example you might need to dial 9 the area code and then the telephone number Click Dial The telephone rings Pick up the handset Do not use Handsfree Click Record After the tone record the name of the Fax Overflow mailbox After you finish recording click Stop Avaya CallPilot Fax Set Up and Operation Guide 22 Chapter 2 Setting up CallPilot Fax 16 17 18 19 20 To listen to the recording click Play or to save the recording click Save Click Close and replace your telephone handset The page you record from closes and you return to the Fax Overflow Mailbox page In the Fax Retries box type the
52. rmation described or offered within them Avaya does not guarantee that these links will work all the time and has no control over the availability of the linked pages Warranty Avaya provides a limited warranty on this product Refer to your sales agreement to establish the terms of the limited warranty In addition Avaya s standard warranty language as well as information regarding support for this product while under warranty is available to Avaya customers and other parties through the Avaya Support Web site http www avaya com support Please note that if you acquired the product from an authorized reseller the warranty is provided to you by said reseller and not by Avaya Licenses THE SOFTWARE LICENSE TERMS AVAILABLE ON THE AVAYA WEBSITE HTTP SUPPORT AVAYA COM LICENSEINFO ARE APPLICABLE TO ANYONE WHO DOWNLOADS USES AND OR INSTALLS AVAYA SOFTWARE PURCHASED FROM AVAYA INC ANY AVAYA AFFILIATE OR AN AUTHORIZED AVAYA RESELLER AS APPLICABLE UNDER A COMMERCIAL AGREEMENT WITH AVAYA OR AN AUTHORIZED AVAYA RESELLER UNLESS OTHERWISE AGREED TO BY AVAYA IN WRITING AVAYA DOES NOT EXTEND THIS LICENSE IF THE SOFTWARE WAS OBTAINED FROM ANYONE OTHER THAN AVAYA AN AVAYA AFFILIATE OR AN AVAYA AUTHORIZED RESELLER AND AVAYA RESERVES THE RIGHT TO TAKE LEGAL ACTION AGAINST YOU AND ANYONE ELSE USING OR SELLING THE SOFTWARE WITHOUT A LICENSE BY INSTALLING DOWNLOADING OR USING THE SOFTWARE OR AUTHORIZING OTHERS TO DO SO YOU ON BEHALF OF YOURSELF
53. t tries to send the documents several more times The number of retry attempts can be from 1 to 99 Between each retry attempt CallPilot waits a specified amount of time The interval of time can be from 1 to 60 minutes Storage limit for Fax Overflow mailboxes A Fax Overflow mailbox does not have an explicit storage limit It accepts new messages until the system storage is full If there is no space available it still answers calls but disconnects the call when it discovers there is no space left Retry limit for Fax Overflow mailboxes If the retry limit is reached for a fax message the message is automatically sent to the General Delivery Mailbox You can open the General Delivery Mailbox and forward the fax messages to a fax machine connected to the system Check the General Delivery mailbox regularly You can set up Off premise Message Notification to notify you when a message is received in the General Delivery Mailbox For more information about the General Delivery Mailbox see the Avaya CallPilot Manager Set Up and Operation Guide CallPilot Fax features You can set up other CallPilot Fax features that maximize your company s fax efficiency e assign a subscriber an Express Messaging Line as a private fax line e create Fax Group Lists to send group fax messages e add Fax On Demand functionality to CCR Trees e generate Avaya CallPilot reports to check how Fax is set up and how frequently Fax is accessed on your system About
54. tart with zero e changing the CallPilot default password to the new password e recording a mailbox name in the Company Directory Note You do not initialize a Fax Overflow mailbox before it receives fax messages Avaya CallPilot automatically sends the faxes to the Fax Overflow mailbox if your fax machine cannot answer an incoming fax call CallPilot answers the call and temporarily stores the fax message in a Fax Overflow mailbox To initialize a mailbox 1 Press Qj j 2 Log on by following the prompts Must change Pswd 3 This display appears briefly to indicate that you must change your password Pswd 4 Enter a new password from four to eight digits long that does not RETRY e start with zero Press OK or J Again 5 Re enter your new mailbox password and press OE or J RETRY Ok ei name aig 6 At the tone record the mailbox name in the Company Directory Include the mailbox number in the recording For example Paddy s Dance Studio fax mailbox 5813 Press OK or to end the recording Accert name 7 Press OK or to accept the recording RETRY PLAY OF or press PLA or fi to listen to the recording or press RETR or to re record your name 8 Press to end the session NN40080 301 Chapter 1 Getting started 13 Checking which mailbox interface you use Avaya CallPilot supports two interfaces Norstar Voice Mail and CallPilot Use this procedur
55. tension number or telephone number you are using to record from For a local extension just type the extension number For a telephone number that is not a local extension type the sequence of digits that dial the telephone number from the voice mail system For example you might need to dial 9 the area code and then the telephone number Click Dial The telephone rings Pick up the handset Do not use Handsfree Click Record After the tone record the name of the Fax On Demand mailbox After you finish recording click Stop To listen to the recording click Play or to save the recording click Save Click Close and replace your telephone handset The page you record from closes and you return to the Fax Overflow Mailbox page Click Submit Note Before you can use a Fax On Demand mailbox you must initialize it For information about initializing a mailbox see Initializing a mailbox on page 12 NN40080 301 Chapter 3 Setting up Fax On Demand mailboxes 31 Recording a Fax On Demand mailbox greeting You must record a greeting for each Fax On Demand mailbox This greeting plays to callers who access the Fax On Demand mailbox The maximum length of this greeting is designated by the Class of Service Before you record the Fax On Demand mailbox Greeting prepare a greeting for each Fax On Demand mailbox In your greeting describe the documents available and tell callers how to retrieve them If you use an
56. tons that appear below a two line display Callers can press these buttons to select specific Avaya CallPilot options Display options The choices that appear on a two line display Callers can press dialpad buttons to select specific options Extension A number used to reach a designated telephone The extension length can be between two to seven digits Fax Mail Fax Mail lets a caller leave a fax message in a Personal mailbox The fax messages can later be retrieved by the mailbox owner and printed on a fax machine Fax On Demand mailbox A Fax On Demand mailbox is a CallPilot mailbox that lets a caller retrieve fax messages stored in Avaya CallPilot Fax Overflow mailbox The Fax Overflow mailbox is a CallPilot mailbox for a fax machine If the fax machine cannot answer an incoming fax call Avaya CallPilot answers the call and stores the fax message in the Fax Overflow mailbox Later when the fax machine is ready to print CallPilot sends the stored fax message to the fax machine Fax telephone A fax machine that can be used to make voice telephone calls General Delivery Mailbox One of the two Special Mailboxes that hold messages for individuals who are not assigned a Subscriber mailbox The other Special Mailbox is the System Administrator Mailbox Greetings Fax On Demand mailbox greetings can be recorded in Primary and Alternate Languages These greetings provide a list or a description of the faxes available fro
57. ue number that is a maximum of eight digits The number cannot start with 0 or 9 Press Press START SEND on your fax machine when you are prompted to The CallPilot session ends when the transmission is complete Avaya CallPilot Fax Set Up and Operation Guide 36 Chapter 3 Setting up Fax On Demand mailboxes Deleting a fax from a Fax On Demand mailbox You can change or view a fax selection number using a telephone If you delete a fax selection number the fax message associated with the fax selection number is deleted from the Fax On Demand mailbox To delete a fax from a Fax On Demand mailbox 1 FaxOnbernand 2 FARES ADMIH tx Taxes 3 ADD CHHG QUIT Select lt x gt 4 UPDATE DEL HEXT Select deleted 5 Press eJBJEJ Follow the voice prompts or the display button options to open the Fax On Demand mailbox Press FAXES or 1 J Press CHHG or B If you want to view the fax selection numbers press HEXT or J If you know the number of the fax message you want to view enter it now or if you want to delete the fax message associated with the fax selection number shown press DEL or 7 To update a fax message you must use a fax machine telephone For information about loading or updating fax messages see Adding a fax message to a Fax On Demand mailbox on page 35 or Deleting a fax from a Fax On Demand mailbox on page 36 Press to end this
58. use Business Series Terminals See Initializing a mailbox on page 12 for information on using telephone buttons and the Avaya CallPilot Reference Guide for information on telephone displays e how to initialize a mailbox See Initializing a mailbox on page 12 for specific information Avaya CallPilot Fax Set Up and Operation Guide 8 Chapter 1 Getting started e which mailbox interface you use See the Checking which mailbox interface you use on page 13 for information on how to check which interface you use e how to start Avaya CallPilot Manager and use the Avaya CallPilot Manager interface For information see the Avaya CallPilot Manager Set Up and Operation Guide e how to set up Custom Call Routing CCR For information see the Avaya CallPilot Manager Set Up and Operation Guide e how to enable a keycode For information about enabling a keycode see the Keycode Installation Guide Learning about Fax CallPilot Fax includes e Fax Answering e Fax Mail e Fax On Demand e Fax Overflow About Fax Answering Fax Answering lets outside callers send faxes to the main site telephone number Fax Answering is available even if you do not have the Fax option installed on your system With Fax Answering a fax call that arrives through the Auto Attendant or CCR transfers to a specified extension The extension is usually a fax machine connected to an Analog Telephone port on the system About Fax Mail Fax M
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