Fonomail ProAttendant Administrator Guide Software version 3.2 TABLE OF CONTENTS TABLE OF CONTENTS 1- FUNCTIONAL DESCRIPTION..................................................... 4 1.1 General .................................................................................................... 4 1.2 Voice Mail................................................................................................. 4 1.3 Unified Messaging.................................................................................... 5 1.4 Automatic Attendant................................................................................. 5 1.5 SMS Feature (Optional) ........................................................................... 5 1.6 Message Updating via E-mail................................................................... 5 1.7 Music On Hold.......................................................................................... 5 2- VOICE MAIL ADMINISTRATION ................................................ 6 2.1 Mailboxes Creation and Setup via PC...................................................... 6 2.1.1 Sample Mailbox............................................................................... 7 2.1.2 Creating New Mailboxes ................................................................. 7 2.1.3 Mailbox Setup.................................................................................. 8 2.1.3.1 Basic .................................................................................... 8 2.1.3.2 Advanced........................................................................... 11 2.1.3.3 Messages .......................................................................... 12 2.1.3.4 E-mail................................................................................. 13 2.1.4 Deleting Mailboxes ........................................................................ 13 2.2 Mailbox Management by Phone............................................................. 13 2.2.1 Accessing the System Mailbox...................................................... 13 2.2.2 Modification of System Date and Time.......................................... 14 2.2.3 Creating a New Mailbox ................................................................ 15 2.2.4 Deleting a Mailbox......................................................................... 15 2.2.5 Mailbox Password Reset............................................................... 15 2.3 Mailbox Management via the Web ......................................................... 16 2.3.1 Web Access .................................................................................. 16 2.4 Mailbox Groups ...................................................................................... 18 2.4.1 Creating New Groups.................................................................... 19 2.4.2 Modifying Groups .......................................................................... 19 3- AUTOMATIC ATTENDANT ADMINISTRATION ....................... 20 3.1 Day/Night/Break Modes ......................................................................... 20 3.2 Schedules Management ........................................................................ 20 3.2.1 Winter / Summer Schedules.......................................................... 20 3.2.2 Weekly Schedule........................................................................... 21 3.3 ABC Directory Menu .............................................................................. 22 3.4 Automatic Attendant............................................................................... 23 3.5 Schedules / Modes Activation ................................................................ 25 3.5.1 Accessing the System Mailbox...................................................... 26 3.5.2 Checking Current Configuration .................................................... 26 3.5.3 Switching System Modes .............................................................. 27 3.5.4 Return to Automatic Mode............................................................. 27 3.6 Recording Automatic Attendant Greeting Messages.............................. 27 3.6.1 Accessing the System Mailbox...................................................... 27 3.6.2 Recording Messages..................................................................... 28 3.7 Statistics................................................................................................. 28 2 TABLE OF CONTENTS 4- WEB OPTION ............................................................................ 30 4.1 System Parameters................................................................................ 30 4.1.1 IP & E-mail Parameters................................................................. 30 4.1.2 Company Name ............................................................................ 33 4.2 Mailbox Setup ........................................................................................ 33 4.3 GReCo Software .................................................................................... 34 4.3.1 GReCo Installation ........................................................................ 34 4.3.2 GReCo Operation.......................................................................... 35 4.4 Message Updating via E-mail................................................................. 37 4.5 System Management ............................................................................. 39 4.5.1 Web Access .................................................................................. 40 4.5.2 General Parameters ...................................................................... 40 4.6 Voice Mail Administration ....................................................................... 41 4.6.1 Web Access .................................................................................. 41 4.6.2 Voice Mail Administration via the Web .......................................... 42 4.7 Statistics via the Web............................................................................. 44 4.7.1 Web Access .................................................................................. 44 4.7.2 Statistics........................................................................................ 45 4.7.3 Exporting Statistics........................................................................ 46 4.7.4 Reset Statistics.............................................................................. 46 5- MUSIC ON HOLD MANAGEMENT ........................................... 47 6- MESSAGE RECORDING PROCEDURE................................... 48 6.1 Recording by Phone............................................................................... 49 6.2 Importing Sound Files ............................................................................ 50 6.3 Recording via the System Mailbox ......................................................... 52 6.3.1 Accessing the System Mailbox...................................................... 52 6.3.2 Recording Messages..................................................................... 53 Appendix - SYSTEM MESSAGES.................................................. 54 Appendix - ENVIRONMENTAL INFORMATION............................. 59 Appendix - ROHS COMPLIANCY .................................................. 60 3 FUNCTIONAL DESCRIPTION 1- FUNCTIONAL DESCRIPTION The unit described in this manual is a stand-alone vocal server with two main operating functions: Automatic Attendant and Voice Mail. The unit is available in a desktop format and includes accessories for wall mount and “19” rack mount version, or in a Wall-mount plastic case version. The unit is equipped with a LAN card and built-in modem as standard, and optionally may be equipped with an SMS feature. The LAN interface card enables both system programming and mailbox configuration and management via LAN/Internet. It also enables the unified messaging feature (see 1.3) and the message updating feature (see 1.6). The unit can also be used to provide music on hold. 1.1 General The vocal server may be administered via PC or via telephone. Via PC, with help from the setup software supplied. 1.2 Voice Mail The unit may be used as a PBX integrated voice mail system. Unanswered calls are automatically transferred to the unit which then greets the caller with the personal message of that particular extension and offers the possibility of leaving a message in the corresponding mailbox. The unit is then able to notify the mailbox owner of the existence of new messages in a variety of ways: a pilot light on the extension, a change of dialing tone or periodic calls to the extension (depending on the PBX). The unit can also dial a previously programmed number (home, mobile, beeper) for the purpose of remote message notification. The user is able to listen to the messages from any DTMF phone having previously dialed a confidential user password. Once heard, the messages may be erased either manually, or automatically in accordance with a pre-programmable time period. 4 FUNCTIONAL DESCRIPTION 1.3 Unified Messaging This option enables the notification and forwarding of the messages left in each mailbox by e-mail and requires that the unit is equipped with a LAN interface card. Each message left in a mailbox which has the unified messaging feature activated sends an e-mail to the address programmed for the mailbox owner with the relevant sound file attached. The major advantage of this feature is that, via Internet, a mailbox owner is able to access his/her messages from any worldwide location, without having to call the office. 1.4 Automatic Attendant The unit automatically answers all incoming calls and greets the caller with various options. The caller may choose to be transferred directly to a specific extension number or department, to take advantage of the ABC directory or, to be transferred to the operator. In the case that the selected extension is either engaged or there is no answer, the unit offers the possibility of leaving a message in the mailbox, transferring to another extension, or of transferring to the operator. 1.5 SMS Feature (Optional) This feature enables remote notification via an SMS message and allows a user to send an SMS message to any destination using the web based mailbox management application. 1.6 Message Updating via E-mail This feature allows any message to be updated by e-mail, either manually or automatically. See Section 4.4. 1.7 Music On Hold The unit may also be used to provide music on hold. The music programmed may be personalized by the administrator. This function uses the MoH port located on the rear panel which must be connected to the PBX’s external music input channel. 5 VOICE MAIL ADMINISTRATION 2- VOICE MAIL ADMINISTRATION 2.1 Mailboxes Creation and Setup via PC Select “Programs” in the “Start” menu, followed by the “Voice Mail” group of programs, and finally the “Voice Mail” program. (See the Installation and Programming Manual for the software´s installation) The following screen appears. To change the system date and time, uncheck this box and follow the instructions in section 2.2.2 to modify by phone, or section 4.5.2 to modify via a Web browser. For Serial Port access: • Open the “COM Port” combo box and select the corresponding port to be used. Click OK. For LAN/Internet access: • Click the IP access option, enter the Voice Mail unit´s IP address and password and click OK. Note: This option is only possible if the unit is equipped with a LAN card. • Go into the “Mailboxes” menu on the main screen and select “Define mailboxes”. The unit detects the mailboxes that already exist and lists them on the screen. 6 VOICE MAIL ADMINISTRATION 2.1.1 Sample Mailbox The Sample Mailbox feature, when enabled, will automatically create a mailbox for any extension to which a call is transferred, if the mailbox does not exist. This new mailbox is based on the sample mailbox parameters. • Click the Sample Mailbox button and make any necessary parameter modification. For details of the parameters see Section 2.1.3. Note: The sample mailbox may be created from the System Parameters screen. (See Installation and Programming Manual) 2.1.2 Creating New Mailboxes • Click New to create new mailboxes. The following screen appears. • The mailbox number is the same as the extension number, for those posts for which the Voice Mail function is authorized. • To create several mailboxes with consecutive numbers simply enter the first and last numbers in “From” and “To” and click OK. • For example to create mailboxes 10 to 19. 7 VOICE MAIL ADMINISTRATION • Click OK. The system will now create the specified mailboxes using the default parameters. The new mailboxes now form part of the list. 2.1.3 Mailbox Setup Some of the voice mail functions may be modified by the extension owner, via telephone, and are indicated in the following sections by the icon. Some functions may be modified via the web as well. These functions are indicated by the ¤ icon. Select the mailbox you wish to setup and click Edit. 2.1.3.1 Basic • User Name ¤: Type in the name of the extension owner. The first 3 letters will be used to access the extension via the ABC directory. • Maximum Messages ¤ (default value: 30): The maximum number of messages that may be stored in the mailbox (from 1 to 99), By default this value is 30 and the value 0 will allow an unlimited amount of messages to be stored. 8 VOICE MAIL ADMINISTRATION • Password ¤ (1234 by default): The 4 digit secret password that must be dialed to access messages left in the mailbox. It is modifiable for each mailbox. All mailboxes are created by default with the password 1234. To deactivate the password type 0000 in the “Password” field of the “Define Mailboxes” screen. • Message Used ¤ (Message A by default): Each mailbox owner has 3 different messages which may be personalized via the telephone, from the mailbox query menu. By default this message is “Please leave your message after the tone”. • Language ¤ (selected in the installation wizard): This is the language in which different messages and menus are played to the mailbox owner. It is also used, in the case that it has not been personalized by the owner, for the greeting message that asks callers to leave a message in the mailbox. • Extension Notification ¤ (by default, DTMF): Refers to the type of notification used to inform the owner that new messages have been received. When a message is left, the unit can, depending on the PBX type, notify the owner in a variety of ways. According to the PBX possibilities, notification can be of various types: Call: The unit calls the mailbox extension directly. If the call is answered, the owner is informed that a message has been received, and the system asks for the secret password so that the messages may be heard. If the call is not answered the unit periodically repeats the process. Ring: The unit calls the mailbox extension directly, and hangs up at the second ring. The extension owner must then call the voice mail unit to hear the messages. If the call is not answered the unit periodically repeats the process. DTMF: The unit sends a DTMF character sequence to the PBX, which then takes the responsibility of notifying the extension (pilot light, display...). DTMF2: This is a special notification, used when the system needs two different notification modes. RS232: Used when the unit is PBX integrated via a serial channel. The PBX informs the extension that there is a message (pilot light, display...). Idle: Allows to put the mailbox in Announcement mode only, the mailbox is deactivated and therefore does not allow any notification. When a call is transferred to this mailbox, the greeting message is played, then the unit hangs up. If no greeting message has been recorded for this extension the system will play the message “Mailbox is full”. None: Select this option if no notification is desired. 9 VOICE MAIL ADMINISTRATION • Remote Notification Inactive: ¤ (“Disabled” by default): Remote notification on the specified number doesn’t take place (may be activated by the user from an extension or through the Web access). Disabled: There is no possibility of activating remote notification from a user extension. Call: Notification is made by a call to the number specified in the “R. Notification Number” field (may be deactivated by the user from an extension). SMS: Notification is made by an SMS message sent to the number specified in the “R. Notification Number” field (may be deactivated by the user from an extension). Note: The SMS feature is optional and only available with the Rack version. • Remote Notification Number ¤: The number to which remote notification is made. It is also possible to modify the number from an extension. Special characters are dialed in the following manner: ∗ + key = Special character. Key in ∗1 for: . 100ms pause Key in ∗2 for: , 500ms pause Key in ∗3 for: ; 2000ms pause Key in ∗4 for: T DTMF dialing Key in ∗5 for: P Pulse dialing Key in ∗7 for: R Flash Key in ∗# for: # Key in ∗∗ for: ∗ When programming the remote notification number remember to add the prefix (eg. 0) for outgoing calls in the case that one is used. 10 VOICE MAIL ADMINISTRATION 2.1.3.2 Advanced • Do Not Disturb ¤: This parameter may be activated / deactivated from a telephone. When activated, calls received by the automatic attendant will not be transferred to the mailbox owner’s extension but instead routed to the mailbox. The unit informs the caller that “there is no answer from the extension”, and then offers the possibility of leaving a message in the mailbox or, of transferring to another extension. Default value is Deactivated. • Announcement Mailbox ¤ (Deactivated by default): When this parameter is activated the mailbox acts solely as an Announcement Mailbox. Default value is Deactivated. • Call Diversion ¤ (Disabled by default): Active: Calls received through the automatic attendant are diverted to the number specified in the “Divert Extension” field. (May be deactivated by the user from an extension). Inactive: Call diversion doesn’t take place. (May be activated by the user from an extension). Disabled: There is no possibility of activating call diversion from a user extension. Note: This option is valid only if it has not been prohibited during the creation of the mailboxes. • Divert to Extension ¤: Extension number to which calls received by the automatic attendant are diverted. 11 VOICE MAIL ADMINISTRATION • Call Screening ¤ (by default, deactivated): When activated, callers requesting a particular mailbox from the automatic attendant will be asked to indicate who is calling. The voice mail unit will then inform the extension owner about the identity of the caller. The extension owner may then choose to accept or reject the call. Default value is Deactivated. For the Day, Night and Break fields described hereafter, various different programs may be selected to establish a particular result. For normal voice mail use, it is recommended to use the default program, MBENTRY. See the Installation and Programming Manual for full information regarding the mailbox programs available. • Day: This parameter defines which program will be used when a call reaches this mailbox in Day mode. By default this is MBENTRY which is the standard message deposit program. • Night: This parameter defines which program will be used when a call reaches this mailbox in Night mode. By default this is MBENTRY. • Break: This parameter defines which program will be used when a call reaches this mailbox in Day mode. By default this is MBENTRY. 2.1.3.3 Messages These fields cannot be modified. They are counters which contain information regarding mailbox status. - Stored: Total number of messages stored in the mailbox, heard and unheard. - Unheard: The number of new messages. 12 VOICE MAIL ADMINISTRATION • Details: Click <<Details to obtain the date, time and origin (Caller ID) of the message. The Caller ID may be seen depending on the PBX protocol. 2.1.3.4 E-mail See Section 4.2 Mailbox Setup. 2.1.4 Deleting Mailboxes • Select one or various mailboxes and click Delete to erase them (the system will ask for confirmation). To select consecutive mailboxes, click on the first mailbox, then while pressing the SHIFT key, click on the last one. To select various isolated mailboxes, click on the first one, then while pressing the CTRL key, click on the others. 2.2 Mailbox Management by Phone The vocal server assigns a mailbox specifically for the system administrator. This mailbox is called the system mailbox, and by default is assigned the number 99, 999, 9999, 99999 or 999999, depending whether the extensions are numbered using 2, 3, 4, 5 or 6 digits respectively. The password is 9999 by default. This password may be modified in the same way any other password, from the mailbox query menu. This chapter only deals with the system mailbox features which are related to Voice Mail. 2.2.1 Accessing the System Mailbox Call the Voice Mail number as given during the installation process. There are three possible cases (depending on the interactivity protocol): 13 VOICE MAIL ADMINISTRATION 1. The system plays the message “Please enter the extension number”. • Dial the system mailbox number (99, 999,...). • The system responds “Enter your password”. • Press hash (#). • The system responds “Maintenance program. Please enter your password”. • Enter the four-digit password (by default 9999). • You are now in the maintenance program. 2. The system plays the message “Please enter the password”. • Press hash (#). • The system responds “Maintenance program. Please enter your password”. • Enter the four-digit password (by default 9999). • You are now in the maintenance program. 3. The system plays the message “You are connected to an automatic attendant,...” • Press asterisk (*). • The system responds “Please enter the extension number”. • Dial the system mailbox number (99,999,...). • The system responds “Enter your password”. • Press hash (#). • The system responds “Maintenance program. Please enter your password”. • Enter the four-digit password (by default 9999). • You are now in the maintenance program. 2.2.2 Modification of System Date and Time In the Maintenance Menu: • Press six (6). • Type in six digits for the date, four digits for the time. • The system responds “Operation accepted”. Example: The date and time are 02/03/04, 12:34. Press 0203041234 14 VOICE MAIL ADMINISTRATION 2.2.3 Creating a New Mailbox It is necessary to have a reference mailbox from which the parameters will be duplicated for the new mailbox, in order to use this feature. In the Maintenance Menu: • Press hash (#). • Press the reference mailbox number, followed by the mailbox to be created. • The system responds “Operation accepted”. Example: Reference mailbox: 10 Mailbox to be created: 23 Press #1023 2.2.4 Deleting a Mailbox In the Maintenance Menu: • Press hash (#). • Enter the extension number followed by as many asterisks as the extension length. • The system responds “Operation accepted”. Example: Mailbox to be deleted: 23 Press #23** Mailbox to be deleted: 121 Press #121*** 2.2.5 Mailbox Password Reset In the Maintenance Menu: • Press hash hash (##). • Press the number of the mailbox for which you wish to reset the password. • The system reponds “Operation accepted”. Example: Mailbox to modify: 23 Press ##23 • The mailbox password returns to its default value, 1234. 15 VOICE MAIL ADMINISTRATION 2.3 Mailbox Management via the Web With the aid of an Internet browser (Internet Explorer™, Netscape™,...) installed in your PC, it is possible to access mailbox parameters. The Web access allows the administrator to modify the following parameters: Maximum Number of Messages, Extension Notification, Remote Notification, Call Diversion and E-mail Diversion. 2.3.1 Web Access Open your web browser and enter the Voice Mail IP address (for example 192.168.xxx.xxx), as if it were the name of a web page, and the following screen appears. • Leave the “Extension” field blank. • Enter the administrator´s password (9999 by default) in the Password field. • Check the “Supervisor” box and click the Login button. The following screen appears. 16 VOICE MAIL ADMINISTRATION • Enter the number of the mailbox you wish to modify in the “User Mailbox” field and click Read. The following screen appears. Maximum Messages Maximum number of messages (heard and new) that may be stored in this mailbox. The value 0 allows for unlimited messages. Extension Notification Refers to the type of notification used to inform the owner that new messages have been received. The unit calls the mailbox extension directly. If the call is Call: answered, the owner is informed that a message has been received and the system asks for the secret password so that the messages may be heard. If the call is not answered the unit periodically repeats the process. Ring: The unit calls the mailbox extension directly, and hangs up at the second ring. The extension owner must then call the voice mail unit to hear 17 VOICE MAIL ADMINISTRATION the messages. If the call is not answered the unit periodically repeats the process. DTMF: The unit sends a DTMF character sequence to the PBX, which then takes the responsibility of notifying the extension (pilot light, display...). DTMF2: This is a special notification, used when the system needs two different notification modes. RS232: Used when the unit is PBX integrated via a serial channel. The PBX informs the extension that there is a message (pilot light, display...). Idle: Allows to put the mailbox in Announcement mode only, the mailbox is deactivated and therefore does not allow any notification. When a call is transferred to this mailbox, the greeting message is played, then the unit hangs up. If no greeting message has been recorded for this extension the system will play the message “Mailbox is full”. None: Select this option if no notification is desired. Remote Notification If disabled, the extension owner will not be able to activate remote notification from the phone set or via web. Call Forwarding If disabled, the extension owner will not be able to activate call diversion from the phone set or via web. E-mail Notification If disabled, the extension owner will not be able to activate unified messaging from the phone set or via web. Day/Night/Break Modes These fields show the current mailbox setup for the three modes. Press Send to confirm the selection. 2.4 Mailbox Groups The “Groups” option of the “Mailbox” menu allows the creation of distribution lists used to send and resend messages. These lists may be used to transfer any given received message to many mailboxes simultaneously or to leave a new message to many users at the same time. A maximum of 9 groups may be created to organize the existing mailbox structure and any particular mailbox may appear in one or more groups. 18 VOICE MAIL ADMINISTRATION 2.4.1 Creating New Groups • In the left hand column select the group you wish to create. • In the right hand column select those mailboxes you wish to assign to this group. The SHIFT and CTRL keys can be used for consecutive or separated mailboxes respectively. • Click Add to carry out the operation. • Click OK to store the on screen settings. • Click Close if you do not wish to store the on screen settings. 2.4.2 Modifying Groups • Double click a group to view the mailboxes already assigned. • To delete mailboxes from a group, first select them, then click Remove. 19 AUTOMATIC ATTENDANT ADMINISTRATION 3- AUTOMATIC ATTENDANT ADMINISTRATION The standard automatic attendant allows incoming calls to be routed according to an extension number, or to the first three letters of an extension owner’s name. It is also possible to personalize the automatic attendant in order to route calls according to the department with which the caller wishes to make contact, by means of a predefined menu. 3.1 Day/Night/Break Modes The unit works according to a weekly schedule programmed with an automatic change for each port depending on the day of the week and the time. Thus, a different program may be used for each of the Day, Night and Break modes respectively. These modes are also customizable for each port, which enables different programs to be used according to the port at which the call arrives. • Select the “Maintenance” menu from the main screen followed by the “Modes Settings” option. The following screen appears. • Click Read… to see the current programs and Vocal Server setup for the selected port. • Use the arrow to select the program to be used in the DAY, NIGHT and BREAK modes respectively. Click Send... to confirm the selection and select the port with which this configuration is to be used. 3.2 Schedules Management 3.2.1 Winter / Summer Schedules • The system creates two schedules, Winter and Summer, which allow two different automatic attendant modes, for example depending on the period of the year. Note: The names Winter and Summer are subjective and are not necessarily associated with the seasons of the year which use the same name. 20 AUTOMATIC ATTENDANT ADMINISTRATION The official “Winter Time” and “Summer Time” concepts are not related to these schedules. The system runs these two schedules automatically, according to the schedule of the current year. • To activate one of the two schedules, select the “Change Schedule” option from the “Maintenance” menu. • It is also possible to activate the schedules through the maintenance program (via telephone). 3.2.2 Weekly Schedule • Select the “Maintenance” menu from the main screen, then select the “Weekly Schedule” option and either Winter or Summer, depending on the schedule to be created. • Click Read and select a port. The unit will show the configuration for this port. Define the time intervals associated to the DAY, NIGHT and BREAK modes for each day of the week and for holidays. • To modify the current schedule click the box located to the left of the program interval, then click the right mouse button. There are two options: Remove and Change time. 21 AUTOMATIC ATTENDANT ADMINISTRATION • To repeat the time intervals used on one day for one or more days, select the Edit... option. • Once all intervals for each day of this “standard” week have been defined, including the column “Holidays”, click Send and the port or ports to which it is wished to apply this schedule. • Click Close to return to the main screen. 3.3 ABC Directory Menu The ABC Directory allows a caller to access the extension he/she wants to talk to by dialing the first three letters of the extension owner´s name. For example a user called SMITH would have the code 764. 2 - ABC 3 - DEF 4 - GHI 5 - JKL 6 - MNO 7 - PQRS 8 - TUV 9 - WXYZ • Type in the name of the extension owner (“User Name” field) for each associated mailbox. Select “Define Mailboxes” from the “Mailboxes” menu. The following screen appears. 22 AUTOMATIC ATTENDANT ADMINISTRATION This operation may also be carried out directly by the user from the user´s mailbox query menu or via the LAN/Web. The system will use this information both to request the caller´s confirmation of the selected name, and to create a list of all the people whose name generates the same sequence of digits. For example: The previously shown sequence 764 is valid for both Smith and Rogers. The system then offers the following possibilities: - To contact Peter Smith by pressing 1, or - To contact Arthur Rogers by pressing 2. The list of people for an identical sequence is limited to 9. 3.4 Automatic Attendant The utility described in this section allows to create a menu for each of the 3 DAY, NIGHT, BREAK modes previously defined. In a single level the system allows up to 12 options (numbers 0 to 9, * and #) plus the “Time Out” event which corresponds to the absence of selection by the caller. • Select the “File” menu followed by “Automatic Attendant Definition” and the information about the automatic attendant appears. 23 AUTOMATIC ATTENDANT ADMINISTRATION • Associate a function for each desired button: Play Message: Plays a message to the caller. Message: Enter a user message or “_n”, where n represents the number of a virtual mailbox in which a greeting is stored. Parameter: None. Options: Return to previous Menu or hang up after playing the message. Transfer to Extension: Transfers to an extension or group. Message: Message played to the caller prior to the transfer (enter a user message or select a system message). Parameter: Extension or group number. Options: Transfer type consulted). Language: (standard, blind, supervised or Allows the caller to change the menu language. Message: None. Parameter: Language. Options: Fixed return to menu. Note: This option implies that the automatic attendant messages are recorded both in the default language and the proposed second language. Message Deposit: Directs the caller to a mailbox. Message: None. Parameter: Mailbox Number. Options: None. Human Attendant Transfer: Transfers the call to the human attendant. Message: Message played to the caller prior to the transfer (enter a user message or select a system message or enter “_n”, where n represents the number of a virtual mailbox in which a greeting is stored). Parameter: None. Options: Blind always. 24 AUTOMATIC ATTENDANT ADMINISTRATION ABC Menu: The caller is given the possibility of selecting the extension by dialing the first 3 letters of the extension owner´s name. Message: None. Parameter: None. Options: None. • Click on the Day, Night and Break icons to switch between the screens which correspond to the automatic attendant in each of these modes. • Once the Day, Night and Break modes are setup, select the option “Save” from the “File” menu to compile and load the data: • In the case of a compilation error, check the automatic attendant setup, with help from the list of found errors. • Once compilation has taken place without errors click OK and the setup program will conclude. • Click OK then select “File” followed by the “Exit” option to return to the main menu. 3.5 Schedules / Modes Activation For exceptional reasons, it could be useful to activate one of the three DAY, NIGHT, BREAK modes manually in order to temporarily override the programmed time intervals. This may be done using the System mailbox. 25 AUTOMATIC ATTENDANT ADMINISTRATION 3.5.1 Accessing the System Mailbox From an extension, call the Voice Mail number as given during the installation process. There are three possible cases (depending on the interactivity protocol): 1. The system plays the message “Please enter the extension number”. • Dial the system mailbox number (99,999,...). • The system responds “Enter your password”. • Press hash (#). • The system responds “Maintenance program. Please enter your password”. • Enter the four-digit password (by default 9999). • You are now in the maintenance mailbox. 2. The system plays the message “Please enter the password”. • Press hash (#). • The system responds “Maintenance program. Please enter your password”. • Enter the four-digit password (by default 9999). • You are now in the maintenance mailbox. 3. The system plays the message “You are connected to an automatic attendant,...” • Press asterisk (*). • The system responds “Please enter the extension number”. • Dial the system mailbox number (99,999,...). • The system responds “Enter your password”. • Press hash (#). • The system responds “Maintenance program. Please enter your password”. • Enter the four-digit password (by default 9999). • You are now in the maintenance program. 3.5.2 Checking Current Configuration To check the current system configuration from the maintenance menu: • Press seven (7) to check date, time and mode (Day, Night, Break, Automatic). 26 AUTOMATIC ATTENDANT ADMINISTRATION 3.5.3 Switching System Modes From the maintenance menu, in order to activate one of the 3 modes manually: • Press one (1) to switch the unit to DAY mode. • Press two (2) to switch the unit to NIGHT mode. • Press three (3) to switch the unit to BREAK mode. 3.5.4 Return to Automatic Mode From the maintenance menu, 2 options may be used to return to the automatic mode, according to the weekly schedule: • Press four (4) to switch the unit to WINTER AUTOMATIC mode. • Press five (5) to switch the unit to SUMMER AUTOMATIC mode. 3.6 Recording Automatic Attendant Greeting Messages The greeting messages played for each of the DAY, NIGHT, BREAK modes may be personalized from the maintenance menu. Although generally unlimited, the maximum length of each recording (message or music on hold) is for some versions limited to 110 seconds. Contact your supplier for more information. Each of these messages must be personalized to present the caller the previously defined options. 3.6.1 Accessing the System Mailbox From an extension, call the Voice Mail number as given during the installation process . There are three possible cases (depending on the interactivity protocol): 1. The system plays the message “Please enter the extension number”. • Dial the system mailbox number (99,999,...). • The system responds “Enter your password”. • Press hash (#). • The system responds “Maintenance program. Please enter your password”. • Enter the four-digit password (by default 9999). • You are now in the maintenance program. 27 AUTOMATIC ATTENDANT ADMINISTRATION 2. The system plays “Please enter the password”. • Press hash (#). • The system plays “Maintenance program. Please enter your password”. • Enter the four-digit password (by default 9999). • You are now in the maintenance program. 3. The system plays “You are connected to an automatic attendant,...” • Press asterisk (*). • The system responds “Please enter the extension number”. • Dial the system mailbox number (99,999,...). • The system responds “Enter your password”. • Press hash (#). • The system plays “Maintenance program. Please enter your password”. • Enter the four-digit password (by default 9999). • You are now in the maintenance program. 3.6.2 Recording Messages To record messages from the maintenance menu: • Press nine (9) to start the procedure. - Select the language associated to the greeting messages. - Press 1 to record DAY message (HELLO_DAY). - Press 2 to record NIGHT message (HELLO_NIGHT). - Press 3 to record BREAK message (HELLO_BREAK). - Press 4 to delete DAY message (return to system message). - Press 5 to delete NIGHT message (return to system message). - Press 6 to delete BREAK message (return to system message). If the automatic attendant offers to change languages, recording the messages in that same language is also needed. - Press 0 to select language. - Record the messages for the new language. 3.7 Statistics The unit incorporates built-in counters. These counters are used to store the different selections made by callers in the automatic attendant. • Select Statistics from the main screen menu bar and the following screen appears. 28 AUTOMATIC ATTENDANT ADMINISTRATION - The 0 to 9, * and # options are associated to keys 0 to 9, * and #. - The Time Out counter counts the number of “No Reactions”. - The Extension counter counts the times a caller reached the desired extension by directly dialing the number. - The Total Calls counter counts the total number of calls that have reached the automatic attendant. • Click Titles to edit the title of each counter. • Click Reset to return the counters to zero. • Click Print for printed details of the counters. • Click Graph to see a graphic representation. • Click Export to save the records in a text file. • Select Exit to return to the counters screen. 29 WEB OPTION 4- WEB OPTION This feature requires that the unit is equipped with a LAN interface card. The Web Option allows: - Messages left in a mailbox to be listened to via a user PC. - Voice mail and automatic attendant management via an Internet browser (Internet Explorer™, Netscape™,...). - User mailbox management via an Internet browser in the user’s PC. 4.1 System Parameters Connect your PC to the vocal server and run the setup program from the “Voice Mail” group of programs. 4.1.1 IP & E-mail Parameters In the main screen, go into the “Maintenance” menu and select the “System Parameters” option. Click the “IP & Email Settings” tab and the following screen appears. Device IP Address: The voice mail unit´s IP address, as given by the administrator. Subnet Mask: Subnet mask associated with the IP address, which allows to identify the LAN segment where the voice server may be found. 30 WEB OPTION Router Address: Enter the Router IP address. This address allows the vocal server to establish, for example, a connection between the server and Internet. SMTP Server address: Enter the Mail Server IP address in the case of an internal mail server (such as Exchange™, for example). Enter the SMTP server IP address in the case of an external mail server (such as Yahoo®, for example). SMTP Authentication: Authentication protocol related to the mail type: - None: Opens an SMTP session without authentication. - Login: SMTP standard authentication protocol. - POP3: The mail server needs a POP3 session to be opened before SMTP connection. POP3 Server Address: Enter the Mail Server IP address in the case of an internal mail server (such as Exchange™, for example). Enter the POP3 server IP address in the case of an external mail server (such as Yahoo®, for example). Public IP Address (optional): IP address to allow Internet access to the voice server. Note: In order to access the setup and administration functions via the Web, and for any other possible special uses, it is necessary that the router acting as gateway to Internet is configured as follows: Port Type Destination Function 1025 80 2050 3075 UDP TCP UDP UDP IP Voice Server IP Voice Server IP Voice Server IP Voice Server Setup Program WEB Server, GReCo IJA (Interface Jerte Application) IJA (Interface Jerte Application) For more information regarding router configuration contact your supplier. Authorized Message Origin: This parameter allows the messages received by the unit to be filtered according to their origin. If the parameter is left blank the device will accept emails from any address, if the parameter is defined then the unit will only accept messages from the authorized origin. If the parameter begins with *, this indicates that the rest of the characters must coincide with the end of the 31 WEB OPTION sender´s address. For example, if the parameter used is: *@my_domain.xx, the unit will accept messages from my_mailbox@my_domain.xx SMS Email Address: Enter the e-mail address in which replies to SMS messages sent by the unit will be received. Enable Automatic POP3 Service (Active or Inactive): When active, the unit searches for new messages each time it is started up. As the device re-boots automatically every 24 hours at the programmed time, if this parameter is active, a search for new e-mails will be done every 24 hours. Email User Account (optional, depending on the type of mail server for the company): Unit´s Email User Account name. Email User Password (optional, depending on the type of mail server for the company): Password which allows access to the mail account. Email address (optional): Voice server´s e-mail address. Email Subject: Enter the subject to be shown in all messages notified by e-mail. Email Body: Enter the text which will appear in the body of all messages notified by e-mail. Once the different folders’ parameters have been completed the Save... option allows these input values to be sent to the unit for configuration purposes. Select “Device” and click OK. Before using this function it is necessary to restart the device in order to make the IP parameter effective. Disconnect the unit from the power supply and connect it again after 56 seconds. 32 WEB OPTION 4.1.2 Company Name • Open the “File” menu from the main Voice Mail screen. Select the “Company Name” option. • Enter the name you wish to appear in the Voice Mail web access. Click OK. 4.2 Mailbox Setup Go into the “Mailboxes” menu on the main screen and select “Define mailboxes”. Select a mailbox and click Edit. Click the Email tab. • E-mail Notification: Disabled- the mailbox owner cannot use this feature. Inactive- this feature is inactive, but may be activated by the user from the Web interface. Voice- Each message left in the mailbox generates an e-mail notification to the e-mail address specified in the “E-mail address” field, with the voice message attached as a sound file. Text only- The attachment is not sent with the e-mail notification. • E-mail address: Type in the e-mail address at which message notification is to be made. Click OK to validate the parameters. 33 WEB OPTION 4.3 GReCo Software When an e-mail notification message is received, the sound file attached with the vocal message may be listened to using Windows Media Player™ or with a specific software application called GReCo. (See Installation CD-ROM) The advantage of installing and using “GReCo” is that automatic message denotification takes place on the extension and, the user is additionally able to delete, protect or forward the message to another mailbox. 4.3.1 GReCo Installation • Make sure there are no applications running in the PC. • Insert the CD-ROM supplied. Open the GReCo folder and double click the setup.exe program or select “Run” from the “Start” menu and type “X:\GReCo\setup.exe” (where the CD-ROM device is X), and click OK. • Click the Next button to continue. • Press Next to install the GReCo files to the default selection shown on the screen. • To change the default selection press Browse..., navigate to the desired folder and press Next to continue. 34 WEB OPTION • Press Next to create the program group “GReCo” in which the program icon appears. • Wait until the software has been installed. Select “Yes, I want to restart my computer now” and press Finish to end the installation of GReCo. 4.3.2 GReCo Operation Messages left in the mailbox may be listened to via PC using Windows Media Player™. However, the “GReCo” software application, that may be found on the CD-ROM supplied with the unit, must be installed in order to interact with the mailbox, for example to delete, protect or forward messages. • Double click the attached file: • The following screen appears. 35 WEB OPTION Delete button Allows a message to be deleted from the mailbox. Forward button Allows a message to be forwarded to another mailbox. This option is used to forward the message, not the e-mail. The e-mail editor must be used to forward the e-mail itself. The addressee of the e-mail must either have Windows Media Player™ or the GReCo software installed in order to be able to listen to the message. (See 4.3) The following screen appears. Enter the mailbox you wish to resend or forward the message to, and click OK. The “Acknowledgement request” option allows for the reception of a message confirming that your forwarded voice mail has been heard. Lock button Allows the message to be protected from deletion when the automatic deletion system for the heard messages is activated. The automatic deletion parameters are entered in the Global Parameters section of the “Supervisor Options” web page. (See section 4.5.2) 36 WEB OPTION Message Information Date and Time: Date and Time the message was left. Caller ID: Provided depending on the PBX protocol. Sent by: Number of the mailbox which sent the message. Forwarded to: Number of the mailbox which received the message. Duration: Message duration. Messages in mailbox Number of messages (stored and pending) in the mailbox. This information corresponds to the moment the e-mail notification message was sent. Go to mailbox button Allows access to the mailbox setup, after entering the password. Audio controls : Play the message. : Pause the message. : Stop the message. : Volume control. 4.4 Message Updating via E-mail Any message may be updated by e-mail as long as all parameters relative to the POP Service are correctly setup in the unit. (See Section 4.1.1) Updating may take place automatically (see Section 4.1.1) or manually from either the Setup program or the Supervisor web page. Setup program Supervisor’s Web page The e-mail messages used for message updating must have the following format: To: Address of the mailbox assigned to the unit (the server must be able to support a POP3 Client) Text: Not used. Recommended to be left empty. Attachment: WAV file recorded at 8kHz, 16 bits MONO with the message that is to be updated. The name of the file is not relevant. 37 WEB OPTION Subject: Used to identify the message. Its contents must follow the format in the following table: Subject <FONOMAIL,PROMPT=name> The WAV file will be loaded as the message “name” for the unit’s default language. <FONOMAIL,PROMPT=name.ll> The WAV file will be loaded as the message “name” for the language defined by ll in Table 1.0 (see below). <FONOMAIL,DAY> The WAV file will be loaded as the automatic attendant DAY greeting for the unit’s default language. <FONOMAIL,DAY.ll> The WAV file will be loaded as the automatic attendant DAY greeting for the language defined by ll in Table 1.0 (see below). <FONOMAIL,NIGHT> The WAV file will be loaded as the automatic attendant NIGHT greeting for the unit’s default language. <FONOMAIL,NIGHT.ll> The WAV file will be loaded as the automatic attendant NIGHT greeting for the language defined by ll in Table 1.0 (see below). <FONOMAIL,BREAK> The WAV file will be loaded as the automatic attendant BREAK greeting for the unit’s default language. <FONOMAIL,BREAK.ll> The WAV file will be loaded as the automatic attendant BREAK greeting for the language defined by ll Table 1.0 (see below). <FONOMAIL,HELLOA=mailbox> The WAV file will be loaded as greeting A for the mailbox “mailbox”. <FONOMAIL,HELLOB= mailbox > The WAV file will be loaded as greeting B for the mailbox “mailbox”. <FONOMAIL,HELLOC= mailbox > The WAV file will be loaded as greeting C for the mailbox “mailbox”. <FONOMAIL,NAME= mailbox > The WAV file will be loaded as the User Name for the mailbox “mailbox”. <FONOMAIL,VM= mailbox > The WAV file will be loaded as a message in the mailbox “mailbox”. <FONOMAIL,_xxx> The WAV file will be loaded as the message _xxx. Ll Language ES Spanish UK English FR French DE German IT Italian NL Dutch NO Norwegian PT Portuguese OT “Others” 38 Table 1.0 WEB OPTION If <FONOMAIL,… is substituted by <FONOMAIL+ACK,… the device will automatically send an acknowledgement e-mail to the sender indicating that the update has been correctly carried out, or if an error occurs this will be specified. The only exception is when the sender’s e-mail address does not coincide with the authorized origin, in which case the acknowledgement mail is NOT sent. Example: This message will replace the night greeting used in the Dutch language and an acknowledgement will be sent when updating has taken place. Notes: 1. Messages must always be sent as plain text, NEVER as Rich text. If a message is sent as Rich text the following error message will be displayed “Attached file format incorrect”. 2. The _xxx type messages used in the applications are HELLOA messages from the xxx mailbox. 3. The HELLOA, HELLOB, HELLOC, NAME, VM and _xxx messages may only be recorded if the mailbox has been previously created. 4. The Automatic Attendant DAY, NIGHT and BREAK messages are recorded as virtual mailbox greetings. The device only creates mailboxes for the languages loaded in the unit, therefore greetings in other languages may NOT be recorded. 5. The information used in subject is not caps sensitive. 4.5 System Management With the aid of an Internet browser (Internet Explorer™, Netscape™,...) installed in your PC, it is possible to access the general parameters for the vocal server, and mailbox setup. 39 WEB OPTION 4.5.1 Web Access Start your web browser and enter the Voice-Mail Web IP address (for example 192.168.xxx.xxx), as if it were the name of a web page, and the following screen appears. • The “Extension” field should be left blank. • Enter the administrator password (9999 by default) in the “Password” field. • Check the “Supervisor” box and click the Login button. 4.5.2 General Parameters 40 WEB OPTION Supervisor Password: This secret 4-digit-password is used for access via the Web, and also for access to the maintenance program by phone. Device Date and time: Shows the date and time currently used in the system. Modify Date and Time: Check this box and click the Send button in order to update the system date and time with the current date and time in the PC. Ports Schedule: Allows the supervisor to select between automatic schedules (Summer or Winter) or fixed modes (Day, Night, Break). Press Send to confirm the selection. 4.6 Voice Mail Administration With the aid of an Internet browser (Internet Explorer™, Netscape™,...) installed in your PC, it is possible to access the global voice mail parameters. 4.6.1 Web Access Start your web browser and enter the Voice-Mail Web IP address (for example 192.168.xxx.xxx), as if it were the name of a web page, and the following screen appears. 41 WEB OPTION • The “Extension” field should be left blank. • Enter the administrator´s password (by default 9999) in the Password field. • Check the “Supervisor” box and click the Login button. 4.6.2 Voice Mail Administration via the Web In this section only the voice mail parameters are described. Global Parameters Maximum Message Duration (Secs.): This is the maximum duration of the messages left in the mailbox. This value is the same for all user mailboxes. Remove Heard Msgs. after (Days): Frequency (in days) for the automatic removal of heard messages. Remove Unheard Msgs. after (Days): Frequency (in days) for the automatic removal of unheard messages. Receive E-mail Automatically: When enabled messages may be updated by e-mail automatically. Authorized E-mail Origin: This parameter allows the messages received by the unit to be filtered according to their origin. If the parameter is left blank the device will accept emails from any address, if the parameter is defined then the unit will only accept messages from the authorized origin. If the parameter begins with *, this indicates that the rest of the characters must coincide with the end of the 42 WEB OPTION sender´s address. For example, if the parameter used is: *@my_domain.xx, the unit will accept messages from my_mailbox@my_domain.xx. Press Send to confirm the selection. Mailbox Values User Mailbox: Enter the number of the mailbox you wish to modify and click Read. The following screen appears. Maximum Nº Messages: Maximum number of messages (heard and new) that may be stored in this mailbox. The value 0 allows for unlimited messages. Extension Notification: Refers to the type of notification used to inform the owner that new messages have been received. Call: The unit calls the mailbox extension directly. If the call is answered, the owner is informed that a message has been received and the system asks for the secret password so that the messages may be heard. If the call is not answered the unit periodically repeats the process. Ring: The unit calls the mailbox extension directly, and hangs up at the second ring. The extension owner must then call the voice mail unit to hear the messages. If the call is not answered the unit periodically repeats the process. DTMF: The unit sends a DTMF character sequence to the PBX, which then takes the responsibility of notifying the extension (pilot light, display...). DTMF2: This is a special notification, used when the system needs two different notification modes. 43 WEB OPTION RS232: Used when the unit is PBX integrated via a serial channel. The PBX informs the extension that there is a message (pilot light, display...). None: Select this option if no notification is desired. Remote Notification: If disabled, the extension owner will not be able to activate remote notification from the phone set or via the web. Call Forwarding: If disabled, the extension owner will not be able to activate call diversion from the phone set or via the web. Email Notification: If disabled, the extension owner will not be able to activate unified messaging from the phone set or via the web. Day/Night/Pause Modes: These fields show the current mailbox setup for the three modes. Press Send to confirm the selection. 4.7 Statistics via the Web With the aid of an Internet browser (Internet Explorer™, Netscape™,...) installed in your PC, it is possible to access the statistics related to the automatic attendant or your personalized application. 4.7.1 Web Access Start your web browser and enter the Voice-Mail Web IP address (for example 192.168.xxx.xxx), as if it were the name of a web page, and the following screen appears. 44 WEB OPTION • The “Extension” field should be left blank. • Enter the administrator´s password (by default 9999) in the Password field. • Check the “Supervisor” box and click the Login button. 4.7.2 Statistics In the main “Supervisor” screen, press Statistics to check the state of the counters. The system proposes 20 counters associated partly or totally to the application, which may be viewed in the following table. 45 WEB OPTION 4.7.3 Exporting Statistics This option allows the counters to be viewed on an independent screen, and saved as a text file. • Press the File Statistics button in the main “Statistics” screen, and the following screen appears. • To save this data as a text file, select “Save as...” from the “File” menu and select file type = txt. 4.7.4 Reset Statistics In order to reset the current counter status to zero, click “Reset Statistics”. 46 MUSIC ON HOLD MANAGEMENT 5- MUSIC ON HOLD MANAGEMENT To use the Music on Hold feature connect the unit´s MoH port (rear panel) to the PBX’s external music input channel. The unit comes with pre-recorded music named MUSIC_ON_HOLD. For alternative music, wav audio files with the following format may be imported: “PCM µ law, 8 KHz, 8 bits, mono and normalized to audio level -14 dB”. To import audio files double click the MoH_UP.exe program supplied on the CD-Rom. The following screen appears. • Select the type of connection: Serial Port or IP Access specifying the COM port or IP address as required. • Click Connect to check the connection. If the connection is valid a message will indicate OK. • Click the button and select the audio file to be uploaded making sure the file format is the correct one (see above). • Click the Upload button to begin file upload. • Once upload has finished, select the desired Audio level control. Positions to the right increase the volume. • Click Exit to finish. 47 MESSAGE RECORDING PROCEDURE 6- MESSAGE RECORDING PROCEDURE The procedure to record the different types of messages via the telephone set and to download sound files (.wav - PCM, Mono, 16 bits, 8 KHz- or .dlg) is described in this chapter. It is necessary to have a PC equipped with the Setup software in order to carry out these operations. Although generally unlimited, the maximum length of each recording (message or music on hold) is for some versions limited to 110 seconds. Contact your supplier for more information. Run the Voice Mail program from the Programs group in the “Start” menu. The following screen appears. For a connection via serial port: • Click the Serial Port Access option and open the “COM Port” combo box. Select the corresponding port to be used and click OK. For a connection via LAN or Internet: • Click the IP Access option, enter the unit´s IP address and password (identical to the maintenance mailbox password, 9999 by default). Note: IP Access can only be used after installation. • On the main screen, select the “Voice Prompts” menu. The following screen will appear: 48 MESSAGE RECORDING PROCEDURE Select type: System Messages. (See the list in the Appendix) Numbers: messages with the numbers and digits used by the system. Do not modify these messages. Months: messages with the days of the week and the months of the year. Do not modify these messages. User Messages: messages created in the automatic attendant menus or with the aid of the Graphic Applications Generator. Mailboxes Messages: greeting messages (A, B or C) for the mailboxes. Attendant Greetings: greeting messages from the automatic attendant, for each of the DAY, NIGHT and BREAK modes. Language: Select among the languages available. (Up to 3 depending on the system) Port: Select an available port. 6.1 Recording by Phone • Call the previously selected port, then click OK when it rings. • The screen that appears is different depending on the type of message selected. System and User Messages Use the following procedure: • Select the message to record and click OK. • If the message already exists press Play to listen to it. • Press Record to record a new message (Stop to finish the recording). • Press Save and confirm the replacement of the existing file. • Press Cancel. Repeat the previous 5 steps to record new messages or press Close to finish the operation. 49 MESSAGE RECORDING PROCEDURE Mailbox and Greeting Messages Use the following procedure: • Enter the mailbox number, select Message A, B or C and click OK. • If the message already exists press Play to listen to it. • Press Record to record a new message (Stop to finish the recording). • Press Cancel or Finish. Repeat the previous 4 steps to record new messages or press Close to finish the operation. Note: To store the message on a PC use the Save to File button. The file format is *.dlg. 6.2 Importing Sound Files • Press OK and the corresponding voice prompt type screen appears. System and User Messages Use the following procedure: • Select the message to record and click OK. • If the message already exists, click Play to listen to it. • Click the message to select it and press Load from File to locate the sound file. The unit supports only the following formats: .dlg and .wav (PCM, 8KHz, 16 bits, Mono). 50 MESSAGE RECORDING PROCEDURE • Wait until the file is loaded in the system. • After loading, press Save and confirm that you wish to replace the existing message. • Press Cancel. Repeat the previous 6 steps to record new messages or press Close to finish the operation. Mailbox and Greeting Messages Use the following procedure: • Enter the mailbox number, select Message A, B or C and click OK. • If the message already exists press Play to listen to it. • Click the message to select it and press Load from File to locate the sound file. The unit supports only the following formats: .dlg and .wav (PCM, 8KHz, 16 bits, Mono). • Wait until the file is loaded in the system. • Press Cancel or Finish. Repeat the previous 5 steps to record new messages or press Close to finish the operation. 51 MESSAGE RECORDING PROCEDURE 6.3 Recording via the System Mailbox 6.3.1 Accessing the System Mailbox From an extension, call the Voice Mail number as given during the installation process. There are three possible cases (depending on the interactivity protocol): 1. The system plays the message “Please enter the extension number”. • Dial the system mailbox number (99,999,...). • The system responds “Enter your password”. • Press hash (#). • The system responds “Maintenance program. Please enter your password”. • Enter the four-digit password (by default 9999). • You are now in the maintenance mailbox. 2. The system plays the message “Please enter the password”. • Press hash (#). • The system responds “Maintenance program. Please enter your password”. • Enter the four-digit password (by default 9999). • You are now in the maintenance mailbox. 3. The system plays the message “You are connected to an automatic attendant,...” • Press asterisk (*). • The system responds “Please enter the extension number”. • Dial the system mailbox number (99,999,...). • The system responds “Enter your password”. • Press hash (#). • The system responds “Maintenance program. Please enter your password”. • Enter the four-digit password (by default 9999). • You are now in the maintenance program. 52 MESSAGE RECORDING PROCEDURE 6.3.2 Recording Messages In the maintenance menu there are two options to record the messages associated to a menu. In a specific application, user messages may correspond to mailbox greeting messages (virtual mailboxes). These greeting messages must not be associated to any extension on installation. • Press eight (8) to start the procedure. - Type the mailbox number. - Press 1 to record the message and validate with #. - Repeat this operation for each mailbox. The second possibility proposes the recording of the automatic attendant greeting messages HELLO_DAY, HELLO_NIGHT and HELLO_BREAK. • Press nine (9) to start the procedure. - Select the language associated to the greeting messages. - Press 1 to record DAY message (HELLO_DAY). - Press 2 to record NIGHT message (HELLO_NIGHT). - Press 3 to record BREAK message (HELLO_BREAK). - Press 4 to delete DAY message (return to system message). - Press 5 to delete NIGHT message (return to system message). - Press 6 to delete BREAK message (return to system message). If the automatic attendant offers to change languages, recording the messages in that same language is also needed. - Press 0 to select language. - Record the messages for the new language. 53 APPENDIX Appendix - SYSTEM MESSAGES $$$1 $$$10 $$$11 $$$12 $$$2 $$$3 $$$4 $$$5 $$$6 $$$7 $$$8 $$$9 Monday Tuesday Wednesday Thursday Friday Saturday Sunday Today Yesterday Day_bef_yest ###0 ###00 ###05 ###1 ###10 ###11 ###12 ###13 ###14 ###15 ###16 ###17 ###18 ###19 ###2 ###20 ###2000 ###21 ###22 ###23 ###24 ###25 ###26 ###27 ###28 ###29 ###3 ###30 ###31 ###35 ###4 ###40 ###45 ###5 ###50 ###55 ###6 January October November December February March April May June July August September Monday Tuesday Wednesday Thursday Friday Saturday Sunday Today Yesterday Day Before yesterday Zero Zero zero Zero five 1 10 11 12 13 14 15 16 17 18 19 2 20 2000 21 22 23 24 25 26 27 28 29 3 30 31 35 4 40 45 5 50 55 6 54 APPENDIX ###7 ###8 ###9 AUT_MODE BREAK_MODE CONFIRM_OPC DATE DATE_PROMPT DAY_MODE DEL_CONFIRM CONF_CANC_OPC DEL_OPC DND_ACTIVATED DND_DEACTIVATED DND_MENU ERR_ERRORES EXIT_MENU EXT_CALL EXT_CALL_SUPER EXT_ERROR EXT_NANSW EXT_NUM EXT_PRMT EXT&LIST HELLO HELLO_DAY HELLO_BREAK HELLO_NIGHT HELLO_PRMT HSEP MSEP LANG1 LANG2 LANG3 MAIL_FULL MBOX_PROMPT MENU_DESVIO MENU_GENERAL MNT_HELLO MNT_GREETINGS MNT_SUBMENU 7 8 9 Automatic Mode is active Break Mode is active Press 1 to confirm Current date: Enter 6 digits for the date and 4 digits for the time Day Mode is active Press 1 to confirm deletion 2 to cancel it. Press 8 to delete all heard messages Do Not Disturb Mode is active Do Not Disturb Mode is not active Press 1 to activate Do Not Disturb mode 2 to cancel Do Not Disturb mode 0 to exit Too many errors 0 to exit Call from the automatic attendant. Press 0 to accept the call, or 9 to reject it. Call from the automatic attendant. The selected extension does not exist The selected extension does not answer Extension number... Please enter the extension number Please enter the extension number or press hash, followed by the distribution list number You are connected to an automatic attendant. You are connected to an automatic attendant, please enter the extension number or hold the line. You are connected to an automatic attendant. The operator is momentarily unavailable. Please enter the extension number or hold the line Sorry, your call cannot be attended. If you wish to leave a message please enter the extension number, or hold the line. Please record your message after the tone. At the end press hash. Hours... ...Minutes Press 1 for English Press 2 for English Press 3 for English The mailbox cannot accept further messages Type in the source and destination mailbox numbers. Press 1 to activate call diversion 2 to deactivate cancel call diversion 3 to enter the call diversion number 0 to go back to previous menu Press 1 to activate 2 to deactivate 3 to enter the telephone number 0 to exit Maintenance program. Please enter your password. Press 1 to record the mailbox greeting message 2 to record the user name Press 1 to record DAY message 2 to record NIGHT message 3 to record BREAK message 55 APPENDIX MOD_ACK MOD_NACK MSG_COUNT MUSIC_ON_HOLD NEW_MSG NEW_PSW NIGHT_MODE NO_MORE_MSG NO_MSG NOTES_MENU NOTIF_REMOTA_MENU NOTIFY OPCION_ERR PHONE_PRMT PSW_ERROR PSW_PRMT PSW_REPETITION QUERY_MENU_FIRST QUERY_OUTC_SECOND RECORD_BACK RECORD_PRMT RETRY_MENU RETRY_MENU_AA MBSETUP_MENU ST_MENU_NIGHT MBE_MENU 4 to delete DAY message 5 to delete NIGHT message 6 to delete BREAK message 0 to select language Operation accepted Operation rejected Stored messages... Space reserved for the recording/importation of sound files to be used as music on hold themes. New messages... Enter your new password using 4 digits. Night mode is active No more messages You have no messages Press 1 to add notes 2 to continue Press 1 to activate remote notification 2 to deactivate remote notification 3 to enter the remote notification number 0 to exit Call from your mailbox. You have received new messages This option is not available Enter the phone number then press hash. Wrong password Enter your password Please repeat the new password Press 1 to hear the next message 2 to repeat the current message 3 to delete the current message 4 to send this message to another mailbox 5 to personalize your mailbox 6 to hear the previous message 7 to send a message to another mailbox 0 to exit 8 to contact the caller 9 to hear the telephone number of the caller asterisk to protect the message 0 to exit Please leave your message after the tone or press the star key to go back to the automatic attendant. Please leave your message after the tone Press 1 to reach another extension 9 to leave a message in the mailbox 0 to contact the operator Press 1 to reach another extension 0 to contact the operator Press 1 to modify your password 2 for the Greeting Message menu 3 for the Do Not Disturb menu 4 for the Remote Notification menu 5 for the Call Diversion menu 6 for the ABC Directory menu * (asterisk) to select the mailbox language 0 to go back to the previous menu Please type in the extension number. Otherwise, press 0 or hold to leave a message in the general mailbox Press 1 to reach the back up extension. 9 to leave a message in the mailbox 0 to contact the operator 56 APPENDIX MBE_MENU_NODEP MBE_MENU_NOEXT UN_MENU UN_PRMT MFUC_PRMT GREETING_MENU PRESS YOUVE_SELECTED TO_SELECT ABC_PRMT MANY_OPTIONS MBOX_NUM START_MENU WAIT REC_CALLER CALL_SCREEN C_SCREEN_MENU CONF_RECEPT SEC_CONF_REC WARN_MEM WARN_75M WARN_TEC HEADER EXT_BUSY EXT_HEADER EXT_HEADER2 BUSY NANS FWD RETRY_BUSY MORE30 CONFIRM_REC GREETING_SELEC Press: 1 to reach the back up extension 0 to contact the operator 9 to leave a message in the mailbox 0 to contact the operator Press: 1 to hear the recording of your name 2 to record your name 3 to delete your name 4 to type in the first 3 letters of your name. 5 to remove your name from the ABC Directory. Record your name after the tone. At the end press hash. Type in the first 3 letters of your name. Press: 1 to hear your greeting message 2 to record your greeting message 3 to delete your greeting message 0 to return to previous menu Press... You have selected... To select... Type in the first 3 letters of the name of the person you wish to speak to Too many names match the code you have typed in Enter the mailbox number, at the end press hash. Please: enter the extension number, press hash for the ABC Directory or press 0 to contact the operator. Thanks for calling us. Please, hold the line for a few moments. Who's calling please? You have a call from... Press 0 to accept the call 9 to reject it The message sent to the mailbox… …has been heard The voice mail unit’s memory is full. The unit will not record further messages. The voice mail unit’s memory is almost full A technical problem has been detected, please get in touch with after sales service. Message sent by… Selected extension is busy. Extension… The extension owner …is busy …does not reply …is not available Press 1 to contact another extension 2 to hold 9 to leave a message in the mailbox 0 to contact the operator More than 30 Press 1 for acknowledgement of receipt 2 to continue Press 1 for the "A message" menu 2 for the "B message" menu 3 for the "C message" menu 4 to activate the "A greeting" 5 to activate the "B greeting" 6 to activate the "C greeting" 7 to activate the "standard mailbox" 8 to activate the "announcement mailbox" 57 APPENDIX WINTER_MODE SUMMER_MODE MNT_MENU 9 for the "user name" menu 0 to return to the previous menu Winter automatic mode activated Summer automatic mode activated Press 1 for day mode 2 for night mode 3 for break mode 4 for winter automatic mode 5 for summer automatic mode 6 to modify date and time 7 to hear current status 8 to record personalized mailbox messages 9 to record greeting messages for the automatic attendant *(asterisk) to listen to messages from the system mailbox #(hash) to create a new mailbox ##(hash, hash) to reset the mailbox password 0 to exit 58 APPENDIX Appendix - ENVIRONMENTAL INFORMATION Waste Electrical and Electronic Equipment (WEEE Directive) The European Union (EU) Directive on WEEE (waste from electrical and electronic equipment) is intended to protect the quality of the environment and human health through the prudent use of natural resources and the adoption of waste management strategies that focus on recycling and reuse. This product is marked in accordance with European Directive 2002/96/CE of the European Parliament and of the Council of the European Union dated 27 January 2003 (known as the WEEE directive “Waste Electronic and Electrical Equipment”). In the European Union, this symbol indicates that when the last user wishes to discard this product, it must be sent to appropriate facilities for recovery and recycling. By not discarding this product along with other household-type waste, the volume of waste sent to incinerators or landfills will be reduced and natural resources will be conserved. To locate a recycling / disposal site near you, contact your local city recycling program, your regular waste disposal service or the agent from whom the purchased was purchased. 59 Appendix - ROHS COMPLIANCY This stand-alone vocal server complies with the European Parliament and Council Directive on the Restrictions of the Use of Certain Hazardous Substances in Electrical and Electronic Equipment (2002/95/EC). Reference: D227XXJUSAX01EN The manufacturer reserves the right, for the benefit of its customers, to modify the product specifications without prior notice.