Vodavi MiniVoice, User Manual

Page 1: ...Voice Mail Processing System System Administrator User Manual P N 750 00 May 2001 Issue 1 0...

Page 2: ...nted to be true in all cases FCC INFORMATION FCC part 68 ID is 4U9USA 36143 VM T Ringer Equivalence 0 7B mlj 2001 Issue Release Date Description 1 0 5 01 Initial Release LIFE SUPPORT APPLICATIONS POLI...

Page 3: ...ministrator Options 1 17 Programming System Functions Via Computer 1 29 PC Accessibility 1 29 Navigating in the System 1 30 Menu Option Screens 1 31 Signing On 1 31 Programming Menus 1 32 Open and Clo...

Page 4: ...essages 2 5 Send a Message 2 9 Mailbox Greeting Options 2 9 Changing Your Mailbox Greeting 2 9 Reviewing Your Mailbox Greeting 2 10 Deleting Your Mailbox Greeting 2 10 Recording Your Name 2 10 Reviewi...

Page 5: ...1 System Administrator Guide This chapter includes an introduction and a description of the MiniVoice installation and system programming...

Page 6: ......

Page 7: ...an speech to digital data and stores it in flash memory When the message is retrieved the voice mail system converts the digital data back to human speech When a user is unavailable and has forwarded...

Page 8: ...of Use The MiniVoice uses single digit commands so there are no complex commands to memorize The system constantly prompts users for the next action to be taken Experienced users can interrupt prompts...

Page 9: ...all Screening Class Of Service Company Directory Confirmation on message delivery Date and Time stamp on each message Deleted message recovery Dial by Name Disk storage Distribution Lists DTMF Admin P...

Page 10: ...needed Password protection Park and Page Personal Distribution List Personal Operator Port upgrades Program interface Communication program needed Program interface Windows Reply to messages with wit...

Page 11: ...stem Administrator User Manual Connections The MiniVoice consists of two parts the black case with a printed circuit board and the plug in power supply 1 Mount the MiniVoice on a flat dry wall surface...

Page 12: ...stem Configuration Diagram to locate the proper placement for the memory expansion board Specifications This table lists the MiniVoice specifications You must power down the system before installing m...

Page 13: ...Configuration Diagram VM SYSTEM Memory Expansion Board Location 1 2 3 4 Connect as required to analog ports Each connector is wired for 2 lines Base unit ports 1 4 are active 12V DC to 115V AC RS 232...

Page 14: ...e VM PORT entry is on the display d Press CHG to mark VM PORT Y e Press HOLD to save the entry f Repeat this procedure for all stations to be entered as VM ports g Press HOLD twice to save the entries...

Page 15: ...ess FEAT then dial 70 6 and press SAVE e Press NEXT until DIS DGT appears f Press CHG then press 666 g Press SAVE then press HOLD twice 5 Change the Ring Scheme as follows a Press BACK twice until 4 R...

Page 16: ...er the single line telephone ports into a VM group 440 447 Flash 65 Button 12 Enter 1 to add or 0 to delete FP3 or newer 4 Enter the desired Leave and Retrieve Tables for the VM group Flash 65 Buttons...

Page 17: ...nnect code used by the MiniVoice b Press the HOLD button to update 8 Assign VM flexible buttons 440 on the stations At each station perform the following a Press the SPEED button twice b Press the des...

Page 18: ...e and Time Debug Free Sectors message storage time remaining Invalid Digits Mailbox Administration Change Access Codes Add a Mailbox Delete a Mailbox Record a Mailbox Greeting Reset Message Wait Indic...

Page 19: ...ephone Table 1 4 Basic Programming Using Computer Programming Programming Type Description PBX Integration Select your telephone system from a list of possibilities Example selection number 00 represe...

Page 20: ...Mailbox 15 in a two digit mailbox system 3 When requested enter the default System Administrator password 9 56 The System Administrator Mailbox menu plays to prompt you to select one of the options li...

Page 21: ...This is important for new subscribers who can get confused and end up leaving unintended messages for others rather than entering their own mailboxes Outside callers who have never encountered a voic...

Page 22: ...dministrator Options Menu Press to exit the system completely Mailbox Administration Mailbox administrative functions are normally accessed using the programming terminal along with the appropriate pr...

Page 23: ...ess code for confirmation then you are returned to the Administrator Options menu in Step 1 6 When you finish changing the access code s you have three choices Press through to select another System A...

Page 24: ...a Mailbox To delete a mailbox 1 Access the System Administrator Mailbox as described on page 1 16 The Administrator Options menu plays 2 Press to access mailbox administration 3 After the prompt enter...

Page 25: ...n you finish recording mailbox greeting activities you have three choices Press through to select another System Administrator task to perform Press to return to the system Main CCR Menu Press to exit...

Page 26: ...greeting This is useful when a Temporary greeting for something like a weather related closing needs to be activated from a remote location To change the Auto Attendant Configuration 1 Access the Sys...

Page 27: ...n you are returned to the Administrator Options Menu or to change data after the first prompt enter the time in four digit military time format e g 0930 for 9 30 a m or 1830 for 6 30 p m After the sec...

Page 28: ...me The System Administrator can accomplish this by dialing into the system rather than having to access the programming terminal The following are the System Operating Mode Numbers and their meanings...

Page 29: ...ode choice is confirmed then you return to prompt asking if you want to review change or exit or for Night Mode choice is confirmed then you return to prompt asking if you want to review change or exi...

Page 30: ...tion 3 After the prompt press to review data the system will announce the current PBX Integration and then you are returned to the prompt that asks if you want to review data change data or exit or to...

Page 31: ...three digit prompt number of the prompt that you want to re record 4 After the beep record your new prompt then press when finished recording You are then returned to the Administrator Options Menu 5...

Page 32: ...ted enter the same number a second time The selected prompt plays and then you are returned to the Administrator Options Menu or The first three digit number of the range followed by the second three...

Page 33: ...nd protocol is 9600 BAUD N 8 1 If HyperTerminal is the communications package to be used perform the following steps before programming 1 Select Start Programs Accessories Communications HyperTerminal...

Page 34: ...y to save your change If you are working in an area with multiple pages such as the mailbox screen press F1 to go forward 1 screen and F2 to go back 1 screen When you finish work on a particular scree...

Page 35: ...ogramming terminal is connected The default factory password is 0000 It can be changed by selecting Option 8 on the Programming Menu Figure 1 3 Sign On Screen To enter the programming area type in the...

Page 36: ...rogramming Menus screen is linked to another screen where its parameters can be set Each screen is described on the following pages Figure 1 4 Programming Menus Screen 1 To go to a specific screen use...

Page 37: ...ays from the time you specify in the Open field until the time specified in the Close field The Night Close greeting plays after the time specified in the Close field until the next specified time in...

Page 38: ...ol how the MiniVoice system processes digits entered by a caller Figure 1 6 Number Plan Screen Leaving the Open and Close entries blank for a given day will represent a 24 hour period Entries can be m...

Page 39: ...greeting numbers are 01 09 and they are recorded via telephone programming An entry in the Greeting field requires an associated entry in the CCR Number field even if the CCR Number is the same as the...

Page 40: ...l transfer to extension 108 If the numbers 2 3 or 5 are dialed the caller will go directly to the corresponding extension or UCD ACD group 101 102 or 550 If number 4 is dialed greeting 1 will be playe...

Page 41: ...Menu Option Screens 1 37 Figure 1 8 Five Possible Number Plans...

Page 42: ...creens Figure 1 9 CCR Menus Example Figure 1 10 CCR Menu Tiering Example Sales Repairs Tech Support Services CCR MENU 4 CCR MENU 5 CCR MENU 2 CCR MENU 1 CCR MENU 3 Out of State Company X Sales In Stat...

Page 43: ...tion Screens 1 39 Invalid Digits This screen is used to instruct the MiniVoice to ignore certain digits that may be dialed When these digits are encountered they are ignored Figure 1 11 Invalid Digits...

Page 44: ...ng Figure 1 12 Auto Attendant Screen Each column in Figure 1 12 represents a given port from 1 to 4 The fields in each column are explained below Field Description OPRERATOR EXT This is the extension...

Page 45: ...edule TEMP GRT ON If this field is set to Y the programmed TEMP GREETING message will be played to a caller If this field is set to N the programmed GREETING NO message will be played This message may...

Page 46: ...te Time Screen To enter a new date and time 1 Enter a value of 1 7 to identify the day of the week 1 Sunday 5 Thursday 2 Monday 6 Friday 3 Tuesday 7 Saturday 4 Wednesday 2 Press the right arrow key or...

Page 47: ...nges are saved Any or all settings may be changed at the same time 10 When you finish making changes press the ENTER key to save the new settings Version Number This choice will display the current So...

Page 48: ...change the system password If you wish to change the voice mail system password from the default value of 0000 enter the new password here The password MUST be four digits The new password takes effec...

Page 49: ...beeper A description of the fields on the mailbox assignment screen are provided below Figure 1 15 Mailbox Assignment Screen Field Description MAILBOX NO EXT This heading contain two fields Mailbox i...

Page 50: ...rols whether a given mailbox is allowed to make outcalls to a beeper pager BEEPER NO Allows beeper outcalls Only enter the beeper pager telephone number The system will verify the outdial access code...

Page 51: ...to step 3a 4 After you finish adding mailboxes press ESC to save your changes and return to the Programming Menu An example of a valid entry is 32 space 100 space 0000 space 100 ENTER ESC A system ca...

Page 52: ...x To program this arrow over to the mailbox then press F4 This deletes the extension number and leaves only a mailbox Mailbox extension numbers 104 105 in Figure 1 16 are examples Figure 1 16 Mailbox...

Page 53: ...to the mailbox that is to be deleted 3 Press F4 to delete the mailbox 4 Press Y to confirm delete 5 When you finish press ESC to save your changes and return to the Programming Menu Class of Service...

Page 54: ...automatically deleted No warning is given before the message is deleted It is important to delete messages so that the storage space is not completely consumed LENGTH OF MSG IN MINUTES Controls the a...

Page 55: ...election then press the ENTER key Your selection is displayed in the Screen in Effect field For example if you scroll to 00 for Vodavi phone systems and press ENTER the Screen In Effect field displays...

Page 56: ...and there is no way to recover them Field Description PBX CODE Number the system uses to determine which PBX screen to reference for system parameters Example If 00 is selected as the PBX Integration...

Page 57: ...is recommended to always end the sequence with a comma 1 second pause to allow the telephone system enough time to accept the command MWI OUTDIAL PORT CONTROL Digit position tells the system which por...

Page 58: ...nt to the system If no digits are received during this period the system will then play the main greeting for that port and be ready to accept caller dialed digits Default value 20 which represents 20...

Page 59: ...r 104 The system receives an entry for MMM The Action for this protocol is TakeMsg Once the match is made the system opens mailbox 104 plays the mailbox greeting to the caller and records the message...

Page 60: ...1 56 Menu Option Screens System Initialization Enter Y to initialize the voice mail system and erase all messages Enter N or press Esc to exit this option without initializing the voice mail system...

Page 61: ...lbox owners listen to their messages and delete them their numbers will be removed from the screen Figure 1 21 Messages Waiting Screen Debug Information Screen This screen shows various trouble shooti...

Page 62: ...ou are satisfied with this message press to review press1 re record press 2 append press 3 to cancel press 009 To replay the message press 1 to save this message press 2 delete it press 3 reply press...

Page 63: ...34 Four 035 Five 036 Six 037 Seven 038 Eight 039 Nine 040 Ten 041 Eleven 042 Twelve 043 Thirteen 044 Fourteen 045 Fifteen 046 Sixteen 047 Seventeen 048 Eighteen 049 Nineteen 050 Twenty 051 Thirty 052...

Page 64: ...074 April 075 May 076 June 077 July 078 August 079 September 080 October 081 November 082 December 083 AM 084 PM 085 Press 1 to change an access code 2 to add a mailbox 3 to delete a mailbox 4 to reco...

Page 65: ...ompt number To listen to the prompt that was recorded last press the key 105 Please enter your three digit number 106 Enter the extension number of the party you are calling 107 0 7 seconds of silence...

Page 66: ...ty System Greeting 06 135 Initially empty System Greeting 07 136 Initially empty System Greeting 08 137 Initially empty System Greeting 09 138 Open prompt 139 Open prompt 140 Open prompt 141 Open prom...

Page 67: ...selected an invalid integration number 163 The system has reached 80 percent of capacity 164 your mailbox is already in use 165 your outcall number needs to be programmed 166 dial extension number 16...

Page 68: ...1 64 Voice Prompts...

Page 69: ...2 User Guide The MiniVoice features are described in this chapter Two quick reference cards are provided at the end of the book...

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Page 71: ...number of errors incorrect key presses that a caller makes If the count exceeds a certain number usually 3 the caller is politely disconnected The system does this to allow as many callers on the sys...

Page 72: ...n prompted enter your new password The system will confirm the new number selected and will then take you back to the Personal Options Menu 7 Press 1 for Greetings 8 Press 2 to Record 9 Press 1 to Rec...

Page 73: ...e Options Review Your Messages Messages in your mailbox come from either external callers who leave messages while in the telephone answering mode or from other internal users Messages are presented t...

Page 74: ...s 2 to save the message 1 Replay repeats the entire message 2 Save keeps the message in your mailbox for future reference 3 Delete allows you to discard the message and confirm deletion 4 Forward Copy...

Page 75: ...messages that are received in either voice mail or telephone answering mode To send a copy of a message 1 At the Main Menu press 1 to review the message 2 Press 4 to forward the message 3 Select the...

Page 76: ...er the message can stay in the mailbox before it is automatically deleted Reviewing a message and re saving it does not change the time and date stamp or when the system automatically deletes the mess...

Page 77: ...ation The destination is the mailbox number of the person who is to receive the message Messages may be sent individually or in combination with other destinations Once you enter the mailbox number th...

Page 78: ...ress 2 to review the Mailbox Greeting Deleting Your Mailbox Greeting The standard system greeting recorded name may be selected at any time by deleting your recorded greeting without recording a new o...

Page 79: ...view the recording of your name Deleting Your Name To delete your name 1 At the Main Menu press 3 to access Personal Options 2 Press 1 to access Mailbox Greeting options 3 Press 3 to select the Delete...

Page 80: ...to access Personal Options 2 Press 2 for Passwords 3 Enter the desired password Outcall Notification You can use the optional outcall notification feature to have the system call your pager and notify...

Page 81: ...r or Call into the auto attendant then press and enter your mailbox number 3 After prompt enter temporary password 4 Press to access Personal Options 5 Press to access Passwords 6 After prompt enter n...

Page 82: ...nd Msg 1 Review 2 Re record 3 Append 6 Cancel Accept Msg Mailbox Greeting 1 Review 2 Record 3 Delete 2 ABC 3 DEF 1 Listen to Messages Send a Message Personal Options Cancel Confirm MAIN MENU After Lis...