AT&T MERLIN MAIL, System Programming And Maintenance Manual

Page 1: ...AT T AT T 585 320 141 Issue 1 MERLIN MAIL Voice Messaging System Multi Lingual Version for MERLIN LEGEND Communications System Installation System Programming and Maintenance...

Page 2: ...le On All Ports On Automated Attendant Ports On Call Answering Ports No Delayed Answer Open Closed Temporarily Closed Open or Closed for Today Operator Extension General Mailbox Owner System Administr...

Page 3: ...Menu Night Menu Create a Mailbox Play the Menu Modify the Menu Submenus Delete a Mailbox Play the Menu Create the Menu Announcements Modify a Mailbox Delete an Announcement Mailboxes Modify the Menu D...

Page 4: ...up Lists Systems Greetings Scan Group Lists Voice Mail Greeting Create a Group List Attendant Greeting Day Greeting Night Greeting Modify or Review a Group List Add Entry Delete Entry Delete a Group L...

Page 5: ...radioelectriques depassant les limites applicable aux appareils num riques de la class A prescrites dans le reglement sur le brouillage radioelectrique edict par le minist re des Communications du Can...

Page 6: ...ollowing Means of Conection Connection to the telephone network shall be through a standard network interface jack USOC RJ11C These USOCs must be ordered from your Telephone Company This equipment may...

Page 7: ...nterrupted telephone service Interference Information Notice FCC Rules require that you be notified of the following This equipment generates uses and can radiate radio frequency energy and if not ins...

Page 8: ...gual Operation Automated Attendant Service Voice Mail Service Call Answer Service MERLIN MAIL ML System Configurations Installation and Programming Responsibilities Subscribers Responsibilities System...

Page 9: ...2 13 Adding or Replacing a Voice Processing Card 2 16 3 MERLIN MAIL ML System Programming MERLIN MAIL ML Forms Before Beginning MERLIN MAIL ML Programming Using the MLX 20L for MERLIN LEGEND Programmi...

Page 10: ...General Mailbox Owner Programming the Schedule Setting the Date and Time Setting the Weekly Business Schedule Setting the Touch Tone Gate Touch Tone Gate Setting in Monolingual Mode Touch Tone Gate S...

Page 11: ...the Group Coverage Delay Interval Redirecting Calls Sent to Unassigned Extensions Call Handling Methods MERLIN LEGEND Planning Forms Immediate Call Handling Fax Call Handling Delayed Call Handling Nig...

Page 12: ...Coverage VMS Off Button Programming a Coverage Inside Button Performing Acceptance Tests Automated Attendant Service Checking Call Answer Service Extension Coverage Checking Call Answer Service Line...

Page 13: ...Contents GL Glossary GL 1 IN I n d e x IN 1 vi...

Page 14: ...allation and system programming instructions in this guide are presented in the order in which they should be performed In addition to instructions this guide contains the following information Listin...

Page 15: ...ress the star button The prompts or responses provided by the MERLIN MAIL ML system are shown in italics This is a system prompt or response Factory settings or defaults are identified by Related Guid...

Page 16: ...mming 555 610 111 PBX System Planning 555 610 113 PBX System Planning Forms 555 610 117 Key System Planning 555 610 112 Key System Planning Forms 555 610 116 MERLIN LEGEND Release 1 1 Release 1 1 Note...

Page 17: ...ant Service can be setup to answer calls and present callers with menus of selectable options such as transferring to specific extensions or playing pre recorded announcements Automated Attendant Serv...

Page 18: ...n a single language monolingual mode or two languages bilingual mode If set up for bilingual mode the MERLIN MAIL ML system lets callers select the language in which they want to hear prompts menus an...

Page 19: ...Listen to Messages Forward Messages Delete Messages Reply to Messages Record Personal Greeting Change Password Administer Outcalling In bilingual mode after logging in subscribers hear prompts in the...

Page 20: ...ry system language is the alternate language which callers can choose to play prompts menus and announcements Whether you choose to operate in a monolingual or bilingual mode depends on the needs of y...

Page 21: ...ring the day and night For example during the day you may want to tell callers to stay on the line for assistance by an operator At night when there maybe no operator you may want to tell callers to s...

Page 22: ...ing example consists of a greeting followed by a menu of options to reach particular extensions Automated Attendant Service Prompts Caller Response Thank you for calling the XYZ Company If you are cal...

Page 23: ...prompt to press 1 the caller selects the primary system language automatically Automated Attendant Service Prompts Caller Response Merci davoir appeler la compagnie XYZ For English press 1 now Caller...

Page 24: ...aining prompts menus and announcements play in Spanish Automated Attendant Service Prompts Caller Response Thank you for calling the XYZ Company Para escuchar en espa ol marque Ios Caller presses 1 1...

Page 25: ...to get directions the directions submenu plays If you are coming by subway press 1 If you are coming by bus press 2 If you are coming by car press 3 Caller presses dialpad buttons in response to the p...

Page 26: ...ough the MERLIN MAIL ML system lets you create up to 99 menus and up to 9 options on each menu it is recommended that you limit the number of menu levels to 3 and the number of options on each menu to...

Page 27: ...flow calls will ring at the system operator s phone as shown in Figure 1 2 Figure 1 2 MERLIN MAIL ML System as Immediate Call Handler Immediate Call Handling plays either your company s day greeting a...

Page 28: ...er calls automatically go to Automated Attendant Service as shown in Figure 1 3 Figure 1 3 MERLIN MAIL ML System as Delayed Call Handler With Delayed Call Handling like Immediate Call Handling Automat...

Page 29: ...tendant Service only when your business is closed use Night Only Call Handling Fax Call Handling Automated Attendant Service can be setup to recognize incoming fax calls from machines that produce ind...

Page 30: ...every day to closed on the MERLIN MAIL ML business schedule In this way the MERLIN LEGEND system controls the MERLIN MAIL ML schedule It is not recommended to use the MERLIN MAIL ML business schedule...

Page 31: ...EGEND system notifies the MERLIN MAIL ML system automatically whenever the MERLIN LEGEND system goes into or out of Night Service Night Service with Group Assignment The MERLIN LEGEND system notifies...

Page 32: ...also set the current day to open or closed Voice Mail Service The MERLIN MAIL ML system s Voice Mail Service also called Voice Mail lets subscribers Listen to messages from non subscribers and other...

Page 33: ...ed the sender enters to send the message Addressing Voice Mail by Voice Mailbox Name Subscribers who want to send a voice mail message may not always know the extension number of the message recipient...

Page 34: ...hospital or plant administrator can send a message to a group of employees working on different shifts Addressing Voice Mail to All Subscribers Broadcast Message Sometimes information needs to be sent...

Page 35: ...enter extension and To avoid further notification about this message press For pager beeper calls MERLIN MAIL ML does not play this message The MERLIN MAIL ML system dials the designated outcalling n...

Page 36: ...ot answer When a message is left Call Answer Service deposits the message in the subscriber s voice mailbox then lights the message waiting indicator on the subscriber s phone If the subscriber has Ou...

Page 37: ...le voice processing card and the four port configuration uses two voice processing cards The ports of a voice processing card connect to a Basic Telephone 012 Module in the MERLIN LEGEND system Each M...

Page 38: ...L ML and MERLIN LEGEND systems Collect the completed planning worksheets from the MERLIN LEGEND system manager and from the MERLIN MAIL ML system administrator before installing and programming the ME...

Page 39: ...ervice greetings menus and announcements Maintaining the business schedule Holidays and temporary company closings or openings must be entered to ensure the proper Automated Attendant greetings and me...

Page 40: ...esponsibility for answering calls in the following situations If Delayed Call Handling is used the system operator is expected to handle all calls The MERLIN MAIL ML system serves as a backup to the s...

Page 41: ...message is left in the General Mailbox for a person who is not a subscriber the General Mailbox owner will need to deliver the message to the person in some other way A copy of the instructions for f...

Page 42: ...IN MAIL ML system from your own MERLIN LEGEND system extension you do not have to enter your extension number during Iogin Simply enter when the following prompt plays Please enter extension and sign...

Page 43: ...ML system to the MERLIN LEGEND system Preparing for Installation Read through this chapter before you perform the installation instructions it contains Verify that you have all the required MERLIN MAI...

Page 44: ...a dual voice processing card configuration four 8 foot modular D4BU telephone cords 2 pair T R connection Power cord 6 foot 3 prong male female ends Modem cable Remote Maintenance Device shipped in a...

Page 45: ...that can be supported at the same time by a 012 module model 517F13 or earlier when MERLIN MAIL ML is installed MERLIN MAIL ML Configuration Fax R M D Single Line Sets 2 port 1 1 3 4 port 1 1 2 The 0...

Page 46: ...Installation Figure 2 1 Sample Configuration of MERLIN MAIL ML Voice Messaging System and MERLIN LEGEND Communications System Hardware 2 4 Preparing for Installation...

Page 47: ...he MERLIN MAIL ML unit This ensures permanent mounting and will prevent wall damage If the MERLIN LEGEND processor is connected to an uninterruptible power supply UPS or surge protector it is recommen...

Page 48: ...processor in close proximity to the power supply to which the MERLIN LEGEND processor is connected Connecting the unit to the MERLIN LEGEND system Connecting the Remote Maintenance Device to the unit...

Page 49: ...Be sure to install the wall mounting screws in wall studs or in a piece of plywood to ensure permanent mounting and to prevent wall damage 3 Secure the wall mount and cable manager bracket as shown i...

Page 50: ...the MERLIN MAIL ML Unit 5 Position the cabinet securely on the wall mount and cable manager bracket slot placing the cabinet s bracket lip over the slot on the wall mount as shown in Figure 2 4 2 8 In...

Page 51: ...the MERLIN MAIL ML Unit 6 Tighten the captive retaining screw in the mounting hole on the cabinet s rear panel to secure the MERLIN MAIL ML cabinet to the wall mount and cable manager bracket Install...

Page 52: ...ow to connect 1 Route the 8 foot modular telephone cords through mount and cable manager bracket located on the MAIL ML unit to the MERLIN LEGEND processor module the slots on the wall right side of t...

Page 53: ...the MERLIN LEGEND Basic Telephone 012 Module Refer to MERLIN LEGEND System Form 2a System Numbering Station Jacks for proper jack assignments Set the 115 230V switch to the appropriate voltage Plug th...

Page 54: ...Installation Figure 2 6 The MERLIN MAIL ML Unit Rear Panel 2 12 Installing the MERLIN MAIL ML Unit...

Page 55: ...ottom of the modem are set as follows NOTE If you reset the switches you must switch the Remote Maintenance Device off and back on again before the new settings take effect 2 Use the modem cable provi...

Page 56: ...Installation Figure 2 7 MERLIN MAIL ML Remote Maintenance Device 2 14 Installing the MERLIN MAIL ML Unit...

Page 57: ...Refer to MERLIN LEGEND Form 2a System Numbering Station Jacks for jack number 4 Attach the power cord to the Remote Maintenance Device 5 Plug the power cord into a grounded AC electrical source 6 Swi...

Page 58: ...o electrostatic discharge The wrist strap should be connected to the ground through a one meg ohm resistor usually built into the grounding cord 1 Switch the MERLIN MAIL ML unit off The on off switch...

Page 59: ...sturdy flat table top with the bracket side down 6 Using a Phillips head screwdriver loosen the four cover screws located on the right and left sides of the MERLIN MAIL ML cabinet See Figure 2 9 for p...

Page 60: ...and Plastic Card Spacer 10 Verify that the following DIP switch processing card s being installed settings are set on the voice see Figure 2 11 Figure 2 11 Voice Processing Card DIP Switch Settings 2...

Page 61: ...cted into the slots Card 1 goes in Slot 1 and Card 2 goes in Slot 2 Figure 2 12 Installing the Voice Processing Card 12 Insert and tighten the screw 13 Re install the plastic card spacer 14 Replace th...

Page 62: ...sure to connect the cords from lowest numbered port to lowest numbered jack and highest numbered port to highest numbered jack Refer to MERLIN LEGEND System Form 2a System Numbering Station Jacks for...

Page 63: ...tor s extension and password to program these features Although the MERLIN MAIL ML system provides a default factory set administrator extension and password you should change them at some point durin...

Page 64: ...MERLIN MAIL ML System Programming Figure 3 1 MERLIN MAIL ML System Programming Menus 3 2...

Page 65: ...h the System Administration guide Form A System Parameters Form B Voice Mailbox Assignments Form C Automated Attendant Service Greeting Form D Voice Mail Greeting Form E Automated Attendant Service Da...

Page 66: ...Planning Guide and Forms Once you have completed the MERLIN LEGEND and MERLIN MAIL ML forms you are ready to begin programming the system You can use either of the following to program the MERLIN LEG...

Page 67: ...utton when there are additional menu options Inspct View inspect programmed buttons on a telephone or system features which have been programmed The remaining five buttons on each side of the display...

Page 68: ...computer keyboard key corresponding to the one displayed next to the menu option Figure 3 2 shows the MLX 20L and SPM display and button configurations MLX 20L Display and Buttons SPM Screen and Key...

Page 69: ...A displays next to the More button label when there are additional menu options View inspect programmed buttons on a telephone or system features which have been programmed When programming using SPM...

Page 70: ...llowed by The Password prompt plays NOTE Until you change it the system administrator s extension is 9 9 9 7 3 Enter the system administrator s PASSWORD followed by The system administrator s name pla...

Page 71: ...extensions of the members of the MERLIN MAIL ML Calling Group Step Instruction MLX 20L PC 1 Enter programming mode Menu S P M Enter any key Sys Program F1 Exit F5 2 Select Extensions Extensions F6 3...

Page 72: ...Group Calling Grp Calling F4 11 Display next page of menu More PgUp 12 Select Group Type Group Type F1 13 Enter extension of the nnn nnn MERLIN MAIL ML Calling Enter F10 Group 14 Select Integrated VMI...

Page 73: ...L System Parameters The MERLIN MAIL ML System Parameters must be programmed regardless of the services being used Figure 3 3 shows these parameters Figure 3 3 MERLIN MAIL ML System Parameters Programm...

Page 74: ...systems a split allocation that is 2 ports Automated Attendant Service AA and 2 ports Call Answer Service CA should be used only when you need to provide Automated Attendant Service for calls on some...

Page 75: ...tside callers to access Voice Mail Service directly 3 to split allocation 2 ports AA 2 ports CA The system plays the new port allocation followed by the System Parameters Menu Confirming No Delayed An...

Page 76: ...s back the current Delayed Answer setting followed by the Delayed Answer Administration Menu 5 Choose one If the setting is correct press to return to the System Parameters Menu This procedure is comp...

Page 77: ...ling group To program the fax extension follow the instructions below 1 Log in to the MERLIN MAIL ML system as the system administrator The system administrator s name plays then the Voice Mail Activi...

Page 78: ...tension To specify the maximum number of digits in an extension follow the instructions below 1 Log into the MERLIN MAIL ML system as the system administrator The system administrator s name plays the...

Page 79: ...to return to bilingual operation The factory setting is monolingual mode with English as the system language MERLIN MAIL ML Form A System Parameters identifies the language mode and language s support...

Page 80: ...he MERLIN MAIL ML system is set up for monolingual operation the system plays back the mode and language selected Go to Step 8 If you setup MERLIN MAIL ML for bilingual operation the system prompts yo...

Page 81: ...ived These voice mailbox options are designated by the Class of Service COS The Class of Service COS key shown in Creating Mailboxes the next topic lists all 16 available option combinations If you ha...

Page 82: ...ir corresponding extension Class of Service language selection and directory name A total of 100 voice mailboxes can be created but to avoid trafficking problems a maximum of 40 is recommended for 4 p...

Page 83: ...ration Menu plays 4 for Mailbox programming The Mailbox Administration Menu plays 4 to create a new mailbox The system prompts you to enter the mailbox number Enter the mailbox number followed by The...

Page 84: ...10 Supervised Yes Call Answer 13 60 Supervised Yes Call Answer 14 60 No Transfer Yes Call Answer 15 o Unsupervised No Automated Attendant 16 60 No Transfer No Call Answer Classes 7 and 14 are used fo...

Page 85: ...N MAIL ML system is set for monolingual operation you are prompted to enter the mailbox name Skip to Step 9 If the MERLIN MAIL ML system is set for bilingual operation the system prompts you to select...

Page 86: ...trator s mailbox language is Spanish The letters Q and Z may not appear on your telephone dialpad and are assigned the values 74 and 94 respectively Use the values in the Letter Key to enter mailbox n...

Page 87: ...s name 12 Enter one of the following options or go to Step 13 2 3 to play back the name recording 2 1 to re record the name Go back to Step 11 D or 3 to delete the name recording The mailbox number wi...

Page 88: ...identifies the planned Delayed Call Handling extension Set the MERLIN MAIL ML Class of Service for the mailbox to 15 To program the Delayed Call Handling mailbox follow the instructions below 1 Log i...

Page 89: ...ed Go to Step 9 1 to re enter the language selected Go back to Step 7 9 Use dialpad to enter the mailbox name To name this mailbox DLAY enter 3 1 5 3 2 1 9 3 To enter a different mailbox name substitu...

Page 90: ...er and sign 14 Choose one Repeat Steps 5 through 13 to add another voice mailbox to return to the Mailbox Administration Menu Creating the Night Only Call Handling Group Coverage Mailbox If you are us...

Page 91: ...stem Programming These factory programming settings can be changed using the System Parameters menus show in Figure 3 5 Figure 3 5 System Parameters Administration Programming Menus Changing Factory S...

Page 92: ...xes earlier in this chapter If your system is set up for bilingual mode change the mailbox language for the system administrator s mailbox if it is not correct After you change it disconnect and log i...

Page 93: ...is recommended that you change the system administrator s password after the MERLIN MAIL ML system installation is complete To change the system administrator s password follow the instructions below...

Page 94: ...on an intercom button in Hybrid PBX mode calls ring on a line button If the system operator has a Queued Call Console calls ring on a Call button If you want Dial 0 Timeout calls directed to an extens...

Page 95: ...not necessary for the owner to also have a subscriber mailbox The mailbox number 9999 cannot be changed To change the password log on as the General Mailbox owner and press 6 to change the password ME...

Page 96: ...eral Mailbox owner s extension plays followed by a prompt to enter the General Mailbox owner s number 5 Enter the new General Mailbox owner s extension number followed by The General Mailbox owner s e...

Page 97: ...RLIN MAIL ML system switches to day or night operation automatically by comparing the time of day to the MERLIN LEGEND system Night Service settings or to the MERLIN MAIL ML business schedule It also...

Page 98: ...system as the system administrator The system administrator s name plays then the Voice Mail Activity Menu plays 2 9 to program the system The System Administration Menu plays 3 2 for the Schedule The...

Page 99: ...system plays back the date and asks you to confirm it by pressing or re enter it by pressing 1 6 Choose one of the following options to confirm the date The system plays the current time and prompts y...

Page 100: ...n to determine when to switch from Day mode to Night mode and which greeting to present the Day Greeting or the Night Greeting It is recommended that you do not change the business schedule from the M...

Page 101: ...ministration Menu plays 3 2 for the Schedule The Schedule Administration Menu plays 4 2 to program the Weekly Business Schedule The system prompts you to enter the day 5 Choose the appropriate day 1 f...

Page 102: ...e Greeting Menu plays If you specify a temporary closing for today the system prompts you to confirm it Press 9 for Yes or 6 for No NOTE to quit Go back to Step 5 7 Choose one of the following greetin...

Page 103: ...ting will be used then plays the Closure Greeting Menu Press to quit The system prompts you to choose a day for programming Go back to Step 5 to quit The system states the changes made and prompts you...

Page 104: ...is new greeting will be used plays Then the Temporary Closure Greeting Menu plays Go back to Step 8 13 Enter the opening time in hhmm format hours minutes 24 hour format 0000 2359 12 hour format 0100...

Page 105: ...s in response to the prompt 1 for A M 2 for P M The system prompts you to select another day 15 To program the schedule for the next consecutive day press or enter the appropriate number for the day t...

Page 106: ...It serves different purposes depending upon whether the MERLIN MAIL ML system is set up for monolingual or bilingual operation Figure 3 7 illustrates the Touch Tone Gate programming Automated Attenda...

Page 107: ...seconds if Fax Call Handling is activated the call is processed as determined by the Dial 0 Timeout Action setting for the menu Setting the Touch Tone Gate to On ensures that the callers from rotary p...

Page 108: ...administrator s name plays then the Voice Mail Activity Menu plays 9 to program the system The System Administration Menu plays 3 for Automated Attendant Service The Automated Attendant Service Admini...

Page 109: ...the system plays all system prompts menus and announcements in the primary language The Touch Tone Gate is automatically set to On and cannot be turned Off when the MERLIN MAIL ML system is set up for...

Page 110: ...ng scheduled business hours and a Night Greeting for calls received after scheduled business hours or when the company is closed If you plan to use Automated Attendant Service you need to create the D...

Page 111: ...greeting follow the instructions below 1 Log in to the MERLIN MAIL ML system as the system administrator The system administrator s name plays then the Voice Mail Activity Menu plays 2 9 to program th...

Page 112: ...gual mode the greeting must tell callers in the alternate language to press 1 to select the alternate system language 8 1 after recording the greeting The system plays the Greeting Editing Menu 9 Ente...

Page 113: ...Greeting provides the planned Voice Mail Greeting script For better sound quality use the handset instead of the speaker phone when recording greetings To record a Voice Mail Greeting follow the instr...

Page 114: ...the current greeting The message The current greeting will be used plays If the MERLIN MAIL ML is setup for monolingual operation the System Greeting Choice Menu plays This procedure is completed If t...

Page 115: ...ip to Step 10 If the MERLIN MAIL ML system is set up for bilingual operation the system prompts you to record the greeting in the secondary language Go to Step 9 9 Bilingual Operation Only Repeat Step...

Page 116: ...There are two main menus Day Menu that plays after the Day Greeting when your business is open Night Menu that plays after the Night Greeting when your business is closed Figure 3 9 shows the Automat...

Page 117: ...y a submenu listing additional options For example a caller to the Travel Agency would hear the following greeting Automated Attendant Service Prompts Caller Response Thank you for calling Travel Agen...

Page 118: ...g Submenu Automated Attendant Service plays a submenu listing additional options from which callers choose another Selector Code For example at the Travel Agency when callers press 1 at the main menu...

Page 119: ...ndant Service Prompts Caller Response Caller presses 4 for information on discounted trips Automated Attendant Service plays the following announcement The Travel Agency is p eased to offer the follow...

Page 120: ...r Codes offered in a menu For example the Travel Agency has twenty agents with extension numbers ranging from 11 to 31 If a caller attempts to dial extension 31 from the main menu the caller is connec...

Page 121: ...nt Service Prompts Caller Response If you know the extension of the person you are calling dial that person s extension now For cruises press 4 For corporate travel press 5 For personal travel press 6...

Page 122: ...Automated Attendant Service Announcements MERLIN MAIL ML Form G Automated Attendant Service Submenus MERLIN MAIL ML Form F Automated Attendant Service Night Main Menu MERLIN MAIL ML Form E Automated A...

Page 123: ...ncement The system prompts you to enter the announcement number 6 Enter the announcement number 1 99 followed by The system tells you if the announcement already exists and prompts DO you want to reco...

Page 124: ...The system plays the Message Editing Menu 9 Choose an option or go to Step 10 2 3 to play back the announcement 2 1 to re record the announcement D or 3 to delete the announcement and use the one pre...

Page 125: ...nguage The Announcement Administration Menu plays Creating Submenus If you want to program more than nine menu options in a Main Menu you will need to program one or more submenus to provide the addit...

Page 126: ...ystem The System Administration Menu plays 3 3 for Automated Attendant Service The Automated Attendant Service Administration Menu plays 4 3 to program a submenu The Submenu Administration Menu plays...

Page 127: ...uncement to this number and in response to the Selector Code prompt Assign Selector Code Action 4 Prompted Transfer to this Selector Code 4 Assign Selector Code Action 5 Direct Extension Transfer to t...

Page 128: ...submenu script to approve the submenu script The message Approved plays If the MERLIN MAIL ML system was setup for monolingual operation the Submenu Administration Menu plays This procedure is comple...

Page 129: ...nnouncements must be created before the Main Menus Refer to the preceding instructions for Creating Submenus and Creating Announcements Even if the Night Main Menu is identical to the Day Main Menu yo...

Page 130: ...igned the system plays the Selector Code definition and a prompt asking you to confirm the requested modification Go to Step 7 If the Selector Code is not already assigned the Selector Code Menu plays...

Page 131: ...ction 4 Prompted Transfer to this Selector Code Assign Selector Code Action 5 Direct Extension Transfer to this Selector Code Delete this Selector Code 1 then enter the extension number and in respons...

Page 132: ...Action The system then prompts you to record the main menu script at the tone 12 Choose one to use the existing script The message The existing menu prompt will be used plays If the MERLIN MAIL ML sys...

Page 133: ...RLIN MAIL ML system was setup for bilingual operation the system prompts you to record the main menu script in the secondary language Go to Step 16 15 to approve the new main menu script The message A...

Page 134: ...igned to a single group That group of extensions is assigned a Group List number When a subscriber sends a message to a Group List number instead of an extension number the message is sent to all of t...

Page 135: ...Menu plays 2 9 to program the system The System Administration Menu plays 3 5 for Group Lists The Group List Administration Menu plays 4 4 to create a Group List The system prompts you to enter the ne...

Page 136: ...MERLIN MAIL ML System Programming 7 8 Repeat Step 6 for each extension to be added to the Group List to save the Group List and return to the Group List Administration Menu 3 74 Creating Group Lists...

Page 137: ...ons to press or menu items to select in the remaining two columns If you are using the console follow the instructions in the MLX 20L column if you are using SPM follow the instructions in the PC colu...

Page 138: ...s the Delayed Call Handling extension Form 4f Tip Ring Equipment Defines MERLIN LEGEND ports used for fax machines and the RMD Forms 4b 4d 5a 5b or 5d Define the extensions to be used for fax machine...

Page 139: ...Transfer Return Time Before completing any of these procedures you must create the Calling Group for the MERLIN MAIL ML ports For this procedure see Preparing MERLIN LEGEND for MERLIN MAIL ML Program...

Page 140: ...F5 Transfer Return Time Exit The Transfer Return Time is the number of rings that occur before a transferred call returns to the extension from which it was transferred If all stations are covered onl...

Page 141: ...s before n n calls are transferred to Enter F10 originator 7 Return to previous menu VMS Transfer Return Interval Exit F5 The VMS Transfer Return Interval defines the number of rings that occur before...

Page 142: ...ue greater than the sum of the Coverage Delay and Delay Ring intervals The VMS Transfer Return Interval does not appear on a MERLIN LEGEND Form The factory setting is 4 rings Step Instruction MLX 20L...

Page 143: ...lect the MERLIN MAIL ML Calling Group as the Group Coverage receiver Any number of extensions can be assigned to a Coverage Group Unanswered calls to extensions in the Coverage Group senders are redir...

Page 144: ...e Menu S P M Enter any key Sys Program F1 Exit F5 2 Select Extensions Extensions F6 3 Display next page of menu More PgUp 4 Select Group Coverage Group Cover F3 5 Enter the Group Number nn nn The grou...

Page 145: ...aybe necessary to change the Transfer Return Time and VMS Transfer Return Intervals For details refer to Transfer Return Time and VMS Transfer Return Interval earlier in this chapter If any station ha...

Page 146: ...RLIN MAIL ML where there is no answer and no coverage Calls to unassigned numbers to extensions Calls can be redirected to a QCC hybrid PBX only a Calling Group extension or another extension Use MERL...

Page 147: ...n or a Calling Extension Group select QCC Queue or Extension or Group Calling Grp then Enter 6 To erase the current setting Calling or F3 then F10 Drop Alt P 7 To enter phone extension or nnn Calling...

Page 148: ...ing Night Only Call Handling The following sections describe each call handling method and the programming steps required for each method NOTE Fax Call Handling can be combined with Immediate Call Han...

Page 149: ...nd MERLIN LEGEND Release 1 0 and later Can also be combined with Night Only Call Handling and MERLIN LEGEND Release 2 0 and later Fax Call Handling cannot be combined with Delayed call handling Figure...

Page 150: ...the Automated Attendant Service greeting and Main Menu makes a selection from the menu and either gets transferred to a department or extension hears an announcement or hears another menu listing addi...

Page 151: ...MERLIN LEGEND System Programming Figure 4 3 Immediate Call Handling Call Handling Methods 4 15...

Page 152: ...e factory setting is 2 rings Step Instruction MLX 20L PC 1 Enter programming mode Menu S P M Enter any key Sys Program F1 Exit F5 2 Display next page of menu More PgUp 3 Select Centralized Telephone C...

Page 153: ...r s extension The MERLIN MAIL ML Calling Group will receive calls when the number of calls waiting in the queue is equal to or greater than the programmed overflow coverage threshold Use MERLIN LEGEND...

Page 154: ...Attendant Service that also appear at other telephones and to the MERLIN MAIL ML ports Use MERLIN MAIL ML Form 2c to identify which lines are set to No Ring The factory setting is for lines to ring Us...

Page 155: ...10 7 Set all lines at an extension 3 4 5 3 4 5 to No Ring 8 Return to previous menu Exit F5 Assigning Trunks Pools to the MERLIN MAIL ML Calling Group Assign the trunks pools to the MERLIN MAIL ML Cal...

Page 156: ...l Handling Identify the station jacks that connect to fax machines Also identify the extension that will display a message waiting indication when a fax is received If more than one fax machine extens...

Page 157: ...determine extension of message waiting indication Use MERLIN LEGEND Form 4f Tip Ring station jack for fax machine Step Instruction MLX 20L Equipment to determine PC 1 Enter programming mode Menu Sys...

Page 158: ...Group If there is more than one fax machine use this procedure to assign fax machines to a Calling Group Use MERLIN LEGEND Form 2a System Numbering to determine the fax extension Use MERLIN LEGEND Fo...

Page 159: ...nn nnn extension of Fax Machine Enter F10 Repeat this step for each fax machine 8 Exit Exit F5 9 Display next page of menu More PgUp 10 Select Group Type Group Type F1 11 Enter Extension number of nnn...

Page 160: ...the Delayed Call Handling extension phantom station See Figure 4 4 If the system operator does not answer a call the Delayed Call Handling extension s coverage sends the call to the MERLIN MAIL ML Ca...

Page 161: ...MERLIN LEGEND System Programming Figure 4 4 Delayed Call Handling Call Handling Methods 4 25...

Page 162: ...ep Instruction MLX 20L PC 1 Enter programming mode 2 Select Extensions 3 Display next page of menu 4 Select Group Coverage 5 Enter the Group Number The group number can be 1 30 Menu Sys Program Exit E...

Page 163: ...Step Instruction MLX 20L PC 1 Enter programming mode Menu Sys Program Exit 2 Select Extensions Extensions 3 Select lines and trunks LinesTrunks 4 Enter the Delayed Call nnn Handling extension number...

Page 164: ...Operator Set the system operator s extension and the Delayed Call Handling extension to Immediate Ring so that incoming calls ring at both extensions Use MERLIN LEGEND Form 2a to determine the system...

Page 165: ...ediate Ring 3 7 3 7 Feature for 1 line Select Immediate Ring 3 4 7 3 4 7 Feature for all lines 9 Return to previous menu Exit F5 Setting No Ring for Other Extensions Set lines covered by the Automated...

Page 166: ...Button Press button on Shift or Alt console and function key then F10 7 Select No Ring Feature 3 5 3 5 Select No Ring Feature for 3 4 5 3 4 5 all lines 8 Return to previous menu Sys Prog F5 Night Onl...

Page 167: ...alls to ring at other extensions for Night Service assign cover buttons for the Night Service receiver at those extensions See the MERLIN LEGEND System Programming Guide Use MERLIN LEGEND Form 7a Grou...

Page 168: ...d all MERLIN MAIL ML ports to the Exclusion List Use MERLIN LEGEND Form 7b to determine the extensions on the Exclusion List Step Instruction MLX 20L PC 1 Enter programming mode Menu S P M Enter any k...

Page 169: ...gramming Guide Optional System Features The following features are available for your convenience but are not required for the operation of the MERLIN MAIL ML system Message Waiting Receiver It is use...

Page 170: ...ions F 6 3 Display next page of menu More PgUp 4 Select Group Calling Grp Calling F4 5 Select Message Waiting Message F 4 Receiver 6 Enter extension number of nnn nnn Calling Group Enter F10 7 Enter e...

Page 171: ...miIliseconds MLX 20L PC 1 Enter programming mode M e n u S P M Enter any key Sys Program F 1 Exit F 5 2 Select Auxiliary Equipment AuxEquip F 9 3 Select VMS AA VMS AA F 6 4 Select Touch Tone Duration...

Page 172: ...illiseconds Step Instruction MLX 20L PC 1 Enter programming mode Menu S P M Enter any key Sys Program F1 Exit F 5 2 Select Auxiliary Equipment AuxEquip F9 3 Select VMS AA VMS AA F6 4 Select Touch Tone...

Page 173: ...Sys Program F 1 Exit F 5 2 Display next page of menu More PgUp 3 Select Labeling Labeling F1 4 Select Group Calling Grp Calling F4 5 Enter MERLIN MAIL ML nnn nnn Calling Group extension Enter F10 6 E...

Page 174: ...MERLIN LEGEND System Programming 12 Save your entry Enter Repeat Steps 10 to 12 for each MERLIN MAIL ML port F6 13 Return to previous menu Exit F7 4 38 Optional System Features...

Page 175: ...d into the MERLIN LEGEND system to help automate system operation for subscribers Auto Dial Button when pressed directly dials into Voice Mail Delete Message Button when pressed turns off the message...

Page 176: ...al button for all subscribers either at the subscribers telephones or through MERLIN LEGEND Centralized Telephone Programming shown below Step Instruction MLX 20L PC 1 Enter programming mode Menu S P...

Page 177: ...label MERMAIL appears on the display after the subscriber presses the Message button The Delete Message feature turns off the message waiting indicator and deletes the label MERMAIL that appears on t...

Page 178: ...Sys Program Programming a Message Return Call Button F5 When a subscriber with a display phone receives a message from the MERLIN MAIL ML system the message waiting indicator lights and the label MER...

Page 179: ...g F4 Programming 4 For SPM Release 2 09 and later select Program Extension F1 For prior releases skip this step Program Ext 5 Enter the extension you want nnn to program Enter nnn F10 6 Start centrali...

Page 180: ...low Step Instruction MLX 20L PC 1 Enter programming mode Menu S P M Enter any key F1 F5 Sys Program Exit 2 Display next page of menu More PgUp 3 Select Centralized Telephone Cntr Prg Programming F4 4...

Page 181: ...ones or through MLX 20L PC 1 Enter programming mode Menu Sys Program Exit S P M Enter any key F1 F5 2 Display next page of menu More PgUp 3 Select Centralized Telephone Cntr Prg Programming F4 4 For S...

Page 182: ...m the following applicable tests Immediate Call Handling 1 2 3 Delayed 1 2 3 Call in on a line answered by Automated Attendant Service Listen for the Automated Attendant Service Greeting You should he...

Page 183: ...nsfer without MERLIN MAIL ML Coverage 1 2 3 4 5 Place an internal call to the MERLIN MAIL ML system Do not answer the call When the MERLIN MAIL ML system answers press T or 8 and dial a mailbox number...

Page 184: ...has an alternate telephone covering its calls the call should also ring at the alternate telephone If the call is not answered the call should be directed to the MERLIN MAIL ML system 5 Perform this t...

Page 185: ...eeting and Night Main menu If you are using Night buttons and passwords to enable Night Service press the Night button on one console and enter the password to enable Night Service NOTE If you are usi...

Page 186: ...performed Repeat this test for each Selector Code on the Night Main Menu Reset the system time to the current setting Checking Call Answer Service Extension Coverage 1 2 3 4 5 Call an extension that...

Page 187: ...the call When the Call Answer Service answers you should hear the subscriber s personal message or the Call Answer Service greeting with the subscriber s name or extension number Bilingual Operation...

Page 188: ...finishes before entering the touch tones If you are using a speakerphone turn off the microphone PROBLEM A call transferred by the system appears on both the intercom button and a phone s line button...

Page 189: ...en you answer a call wait a moment after the two beeps then speak again The caller should be connected Use Unsupervised Transfer together with group coverage by the MERLIN MAIL ML system Unsupervised...

Page 190: ...slightly longer The message waiting indicator remains lighted until all messages are removed from the voice mailbox unless you turn it off The message waiting indicator may be indicating that there is...

Page 191: ...s voice mailbox is full new messages to that subscriber are deposited in the General Mailbox along with a recording identifying the name and extension of the called party Voice mailbox may be too smal...

Page 192: ...extension On the MERLIN LEGEND system check the setting for Unassigned under Options PROBLEM Callers hear ringing but the system does not answer Possible Cause This is normal when all the ports are b...

Page 193: ...gs via MERLIN LEGEND system programming Check the modular cords on the unit to make sure they are securely connected PROBLEM Busy signal received when calling into Voice Mail Possible Cause Corrective...

Page 194: ...r No Delayed Answer Yes Number of Rings for No Delayed Answer 1 No Number of Rings for Delayed Answer 4 No Fax Extension None Yes System Operator s Extension 768 Yes General Mailbox Owner 10 Yes Syste...

Page 195: ...ox Touch Tone Gate Monolingual mode On Yes Touch Tone Gate Bilingual mode On No Mailboxes Name Recording 4 seconds maximum No Personal Greetings 2 minutes maximum No System Administrator s Mailbox 999...

Page 196: ...Factory Settings MERLIN MAIL ML Parameters Factory Settings Changeable System Greetings Voice Mail Greeting 2 minutes maximum No Automated Attendant Service Greetings 10 seconds maximum No MERLIN MAI...

Page 197: ...station port as the Night Only Call Handling extension Night Service Receiver to receive incoming calls Place the Night Service Receiver in a Coverage Group and program the MERLIN MAIL ML Calling Gro...

Page 198: ...ce Receiver If you want calls to ring at other buttons for the Night Service Receiver at those B 2 extensions for Night Service assign cover extensions See the LEGEND System Programming Guide MERLIN R...

Page 199: ...6 Return to System Programming Exit F5 menu Exit F5 7 Display next page of menu More PgUp 8 Select Centralized Telephone Cntr Prg F4 Programming 9 Start Centralized Programming Start F10 10 Enter the...

Page 200: ...mode Menu Sys Program Exit S P M Enter any key F1 F5 2 Select Extensions Extensions F6 3 Display next page of menu M o r e PgUp 4 Select Group Coverage Group Cover F3 5 Enter the Group Number nn nnn T...

Page 201: ...are installing the MERLIN MAIL ML system with MERLIN LEGEND Communications System Release 1 0 1 1 or 1 2i and you are using Night Only Call Handling you must program an unused multiline station port...

Page 202: ...Call Handling followed by The system prompts you to enter the Class of Service COS 6 Enter 1 5 followed by as the Class of Service assigned to this mailbox If the MERLIN MAIL ML system is set for mono...

Page 203: ...firm them Letter Key A B C D E F G H I J K L M N 21 22 23 31 32 33 41 42 43 51 52 53 61 62 O P Q R S T U V W X Y Z 64 63 71 74 72 73 81 82 83 91 92 93 94 NOTE The letter can be entered if the system a...

Page 204: ...it RECOMMENDATION For better clarity it is recommended that you use the handset when recording the subscriber s name 12 Enter one of the following options or go to Step 13 2 1 to re record the name 2...

Page 205: ...o languages in which system prompts menus and announcements are played Bilingual language combinations are English French French English English Spanish and Spanish English See also Primary System Lan...

Page 206: ...See Class of Service Coverage This feature designates an alternate answering position when the extension called is busy or does not answer It is programmed by the MERLIN LEGEND system manager Coverag...

Page 207: ...ns when a caller presses 0 zero See also Touch Tone Gate E Exclusion List When the MERLIN LEGEND Night Service with Outward Restriction feature is used the subscribers who can make external calls with...

Page 208: ...d to the group and is used by internal and external callers to reach the group See also Calling Group Group Coverage Extensions that are grouped together so that they get coverage by the designated gr...

Page 209: ...next available extension for answering a call The MERLIN MAIL ML Calling Group should be administered for a linear hunt pattern If this search pattern is specified the first member is selected If the...

Page 210: ...o Fax Message Waiting Receiver Monolingual Mode MERLIN MAIL ML system operation in which a single language is used for system prompts menus and announcements The available languages are English French...

Page 211: ...PBX only to receive calls when the number of calls waiting in the queue for the primary Calling Group is equal to or greater than the programmed Overflow Coverage Threshold See also Overflow Coverage...

Page 212: ...type of action taken when a caller enters a Selector Code The possible actions are transfer calls to a predetermined extension play a submenu play an announcement prompt to transfer to an extension o...

Page 213: ...ator is a registered Voice Mail subscriber and is also responsible for the Trouble Mailbox System Operator The person to whom calls are transferred when the Dial 0 Timeout Action is set to Transfer to...

Page 214: ...essaging system Transfer Redirect Extension The extension number to which calls are redirected if the calls have been transferred to busy and unavailable extensions that do not have coverage The defau...

Page 215: ...g before the call is redirected to the Transfer Redirect Extension See also Transfer Redirect Extension Voice Mail Greeting The greeting that plays to subscribers who call Voice Mail for messages Voic...

Page 216: ...g 3 17 Broadcast Message description 1 18 limitation to System Administrator 1 23 Business Schedule description 1 14 1 16 3 36 Button Auto Dial 5 1 Coverage inside Off 5 2 Coverage VMS Off 5 2 Delete...

Page 217: ...ettings Remote Maintenance Device 2 13 voice processing card 2 16 Direct extension dialing 3 58 Directory of subscribers accessing 1 18 description 1 5 mailbox name ordering 3 24 E English language 1...

Page 218: ...using to record messages 1 26 Hardware requirements MERLIN LEGEND 2 2 MERLIN MAIL ML 2 2 Hunt Type 4 3 I Immediate Call Handling description 1 11 programming 4 14 Immediate Ring setting for system op...

Page 219: ...ML Planning Forms description 1 26 list of 3 3 MERLIN MAIL ML System Programming Menus 3 2 Message date and time stamp 3 35 recording 1 26 sending 1 17 Message waiting programming a receiver 4 31 Mes...

Page 220: ...on programming 3 12 Pound button defined viii Primary system language description 1 4 See also Bilingual mode Principal User Delayed Call Handling extension 4 24 4 28 Night Only Call Handling extensio...

Page 221: ...an Existing Announcement Action 3 3 57 Play an Existing Submenu Action 2 3 56 IN 6 Prompted Transfer Action 4 3 58 Selector Code Transfer Action 1 3 56 Services Automated Attendant 1 5 Call Answer 1 2...

Page 222: ...ouble Mailbox description 1 24 message waiting indicator 1 24 6 3 Troubleshooting 6 1 U Unassigned Extensions redirecting calls to 4 10 Uninterruptible power supply 2 5 Unsupervised Transfer performin...

Page 223: ...e waiting indicator 1 20 name 3 23 B 7 recommended maximum number 3 20 selecting mailbox language 3 23 storage size 6 4 Voice mailbox number description 1 17 1 18 programming 3 21 Voice processing car...

Page 224: ...AT T 585 320 141 Graphics AT T 1988...