Executone Systems MEDLEY, Administrator'S Manual

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Page 2: ...ng taping or information storage and retrieval systems now known or as may be hereafter developed without written permission of EXECUTONE Information Sys tems Medley is a trademark of EXECUTONE Information Systems Inc EXECUTONE is a registered trademark of EXECUTONE Information Systems Inc THE INFORMATION CONTAINED HEREIN IS SUBJECT TO CHANGE WITHOUT NOTICE AS PROGRESS AND ENHANCEMENTS ARE MADE Pr...

Page 3: ...ion from that Station 13 4 Specific Programming Procedures 14 4 1 Function 1 System Parameters 14 Function 13 Administrator Password 14 Function 14 Set Time 14 Function 17 System Speed Dial 14 4 2 Function 3 Extension Programming 15 Function 32 Extension Feature Authorization 15 4 3 Function 5 Voice Mail Programming 16 Function 53 Guest Information Mailboxes 16 Function 54 Group Mailboxes includin...

Page 4: ...il Statistics Report 23 Function 75 System Speed Dial Report 23 5 Programming Tutorial 24 Function 32 Extension Feature Authorization 24 Function 53 Information Only Mailbox 25 Function 53 Guest Mailbox 25 Function 54 Group Mailbox for One Owner 26 Function 54 Group Mailbox for Multiple Owners 26 Function 56 Cascade Paging Notification 27 ...

Page 5: ...ium and voice processing DSP With no boundaries between these once separate tasks Medley delivers the greatest possible efficiency and cost effectiveness 1 1 Hardware Hardware consists of the system cabinet and power source the optional expan sion cabinet and up to 32 M64 phones System Cabinet and Power Source The compact wall mounted cabinet houses the processor memory and station interfaces It i...

Page 6: ... keys provide one touch transfer to stations mailboxes or departments direct line keys speed dial or other feature access Line groups Each outbound line is assigned to a group Icons on a user s LCD display shows how many lines exist whether or not each line is in use Guest extensions Guest extensions are voice mailboxes for employees who work outside the office A guest extension makes it appear as...

Page 7: ... modem System software or built in voice prompts are factory updated through dial up rather than by costly and time consuming EPROM replacement Dealers can also use the modem port for remote real time monitoring of system activity and for debugging 911 alert This feature provides immediate line access if any station dials 911 to report an emergency A warning message will sound at extension 100 and...

Page 8: ...s duration from the beginning of playback and counts down to message completion Call Screening A user can monitor incoming calls in the same way as is done on a home answering machine If the user activates monitor mode then when a caller begins leaving a message his or her voice is output to the user s speaker giving the user the option of intercepting the call or allowing the message to be comple...

Page 9: ... day and a night main greeting and day and night call processing for automatic operation The operator can manually change between day night holiday and auto matic modes with the press of a key Delayed ringing Delayed ringing options allow flexibility in answering incoming calls For example an incoming call intended for a sales person or department can be sent to an administrator and ultimately to ...

Page 10: ...ivated the name and number of the calling party is displayed on incoming calls and during call waiting Addi tionally the caller ID can be used for automatic callback Some limitation based on the service provider and the local dialing patterns may exist Call waiting A second call to a station is indicated by an audible tone and a display message Call pickup A user can answer another ringing station...

Page 11: ...e RDL key for any subsequent attempts Line queuing Should a call be attempted when all outside lines are busy users can elect to be called back and advised by voice announcement as soon as a line becomes available System speed dial Up to 100 names and associated numbers are stored at a system wide level Mute This fixed key mutes the hands free microphone or handset microphone if pressed during a c...

Page 12: ...e Paging Rerecord prompts Medley has all necessary prompts prerecorded to assist in initial setup You can rerecord some or all Rerecord the main greeting Changing between day and night modes Printing statistical reports Training new employees on the system You should assist each user in becoming familiar with station programming and learning to rely on the verbal help mode Once the system has been...

Page 13: ...eature Authorization Voice Mail Programming Guest Information Mailboxes Group Mailboxes Cascade Paging Mailboxes Recording Record System Prompts Record Directory Names MOH Programming MOH Source Record MOH MOH Volume Reports Line and Auto Attendant Statistics Extension and Department Statistics Voice Mail Statistics System Speed Dial List ...

Page 14: ...ns and choices on the LCD display Once you get familiar with the system you don t have to let a voice prompt complete before pressing a key 3 1 Entering Programming Mode 1 Press the MENU F1 key 2 PARK 3 to stop the station programming prompt 3 Input the administrator password The default is 456 4 Press While in programming mode your extension is automatically placed in DND until you exit programmi...

Page 15: ... of extension numbers you separate each entry by Pressing exits the list Toggle PARK 3 Scrolls through possible selections on the LCD display A greater than sign at the right of the display indi cates additional choices are available Back up Backs up to the previous prompt without changing the current prompt s value Delete HOLD Deletes data or recording Help MENU F1 When pressed during pro grammin...

Page 16: ...h are A B C 2 When B is displayed press to confirm and to move to the next character to be input Press the BACK key to delete any errors completes the name 3 5 System Numbering Plan The system s fixed numbering plan is as shown 1 to 16 CO Lines 100 Operator Extension default 100 to 131 User Extensions 191 to 192 Analog Extensions 200 to 209 Department Pilots 300 to 499 Guest Information Mailboxes ...

Page 17: ...s the user station s programming mode and operate within it To access user station programming From the user s station input the administrator password when the system prompts for the user password Example From station 105 entering 456 instead of the user password 105 will enter the station for user programming default passwords are used here for example purposes ...

Page 18: ... at the factory and requires no updating Function 17 System Speed Dial Up to 100 system speed dial names and associated numbers can be stored in location numbers 600 to 699 for access by any station System speed dial is available to a station regardless of the station s line access or toll restriction To enter a system speed dial number 1 Enter the 3 digit bin number that you are programming 2 Ent...

Page 19: ... for his station 4 Do Not Disturb Allows the user to activate DND from his station 5 Auto Attendant Block Blocks calls from being transferred to the station from the auto attendant 6 Live Recording Feature If enabled will allow the user to record conver sations 7 Service Observing Allows the user to monitor the conversations of those stations listed in the service observing list for his station If...

Page 20: ...ox requires no programming other than the name assigned Default 300 to 499 as guest NOTE A guest mailbox can be handled like a regular extension e g listed in the directory assigned a station key etc A guest mailbox cannot have a message light Messages are retrieved from the outside by dialing and the mailbox number during the main greeting Messages are retrieved from a station by pressing the VOI...

Page 21: ... a completed programming worksheet MB NAME TYPE CF DAY CF NIGHT 300 Dana Guest 302 Literature Information X MB ID X MB ID Function 54 Group Mailboxes including Broadcast Group Mailboxes Up to 16 group mailboxes 501 to 516 can be assigned each group mailbox can have up to 16 members These can be used by anyone who knows the password to leave messages for all users listed as members of that group Th...

Page 22: ... Guest mailboxes are not included in the broadcast group Function 56 Cascade Paging Mailboxes In addition to individual mailbox paging up to 10 cascade paging mailboxes in range 520 to 529 can be created These can be assigned to anyone who requires additional levels of paging beyond the single level available in all user mailboxes The paging numbers and number of times each is to be paged before t...

Page 23: ...onfirm Delete a recording by pressing the HOLD key instead of will return to the default recording if a system prompt Busy Prompt 530 The busy prompt is played to the outside caller if an extension is busy Default That extension is busy Hold Prompt 532 The hold prompt is played to the caller after he has made a menu selection or has input an extension number Default One moment please Q Z Prompt 53...

Page 24: ...ions Default To reach the operator press 0 or to leave a message begin record ing at the tone Press 1 when finished End of Recording Prompt 537 After a caller leaves a message and presses 1 to stop recording this prompt instructs the caller as to other options Default To continue this recording press 1 to return to the main menu press 8 or if finished press star and hang up ACD Queue Prompt 538 Th...

Page 25: ...hen finished 4 Press to accept recording If the directory type is by alpha the name key first letter of either the first or last name must also be programmed in this function The name key field is the numeric equivalent to the letters appearing on a phone keypad for Q or Z use key number 1 Make photocopies of the blank worksheet for preparing directories and making future changes As names change y...

Page 26: ...ion number if known Prompt 594 598 Customer recorded message on hold Function 631 MOH Source This selects the source that will be played to callers on hold Range 590 to 598 Default 592 generic message on hold Function 632 MOH Recording To record an MOH 1 Connect the message or music source to the MOH port on the side of the cabinet 2 Input the prompt number to be recorded 3 Press 1 to begin record...

Page 27: ...stem Speed Dial Report can not have the data cleared In the following reports outbound calls shorter than one minute are not counted in system totals Function 72 Line Auto Attendant Report This report shows line usage Function 73 Extension Department Report This report shows extension usage Function 74 Voice Mail Statistics Report This report shows message activity in each mailbox The report group...

Page 28: ...l features allowed and to have a lobby phone that can only make intercom or local calls and cannot be reached by someone dialing the extension number It wants a conference room phone that can record conversations make toll calls and be placed in DND Programming Technique See the sample worksheet Sample worksheet EXT NAME CAMP DND AABlock REC S OB TOLL 100 JANE Y Y N Y N Y 101 ROGER Y Y N Y N Y 102...

Page 29: ...ng for the corresponding information mailbox Mailboxes 300 to 499 can be used Sample worksheet EXT TYPE NAME CF DAY CF NIGHT 300 Information House 6044 X100 9999 Function 53 Guest Mailbox Customer Requirement A company wants its outside sales rep to receive messages at the home office Programming Technique In the sample worksheet below Thomas has been given extension mailbox number 321 Any outside...

Page 30: ...essages Sample worksheet MB Members 500 All Broadcast 501 114 115 108 109 111 Function 54 Group Mailbox for Multiple Owners Customer Requirement Jane in the preceding example also wants to be able to have her five sales reps leave sales tips for each other Programming Technique Jane is assigned an additional group mailbox number In this case Jane gives out the group mailbox number 502 to her reps ...

Page 31: ... the mailbox either as a no answer from the tech support department pilot or as a result of the caller selecting emergency page as one of the options presented by the auto attendant during night mode In the sample worksheet below the on call pager 4228621 is passed to the technician on duty each night 5962322 belongs to the supervisor and 5966565 belongs to the department manager The period of tim...

Page 32: ...ilots 12 DND key 6 do not disturb 6 E End of Recording prompt 20 entering programming mode 10 ExecuDex 7 exiting programming mode 10 expansion cabinet 1 extensions 12 features authorizing 15 24 programming 15 F FAX 3 features 1 2 5 fixed feature keys 12 fixed numbering plan 12 flash 7 function 1 14 function 13 14 function 14 14 function 17 14 function 3 15 function 32 15 tutorial 24 function 5 16 ...

Page 33: ...eeting 5 MENU key 11 menu programming 9 message on hold 6 programming 21 recording 22 source selecting 22 message waiting 4 modem 3 MOH 6 programming 21 recording 22 recordings 12 source 22 mute 7 N No Names Matched prompt 20 numbering plan 12 O operator extension 12 P paging 2 PARK 3 key 11 password 14 personal greeting reminder 4 phones 1 power source 1 programmable keys 2 programming 10 enterin...

Page 34: ... stations accessing user stations 13 system cabinet 1 system numbering plan 12 system parameters 14 system prompts 19 system speed dial 7 12 14 T time 14 toll restriction 5 transformer 1 tutorial 24 U updates software 3 user stations accessing 13 V voice groups 4 voice mail 4 programming 16 voice prompts 2 ...