Administrator Guide

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
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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):
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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
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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.
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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.
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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
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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.
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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.
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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.
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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.
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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.
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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.
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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.