VANGARD Mail. Voice Mail with Automated Attendant. System Guide

Transcription

1 Read Chapter 1: Installation, to: Learn how to program your telephone system (page 1). Follow 9 easy steps to connect Voice Mail to your telephone system (page 25). Follow 13 basic programming steps to get Voice Mail up and running (page 59). Read Chapter 2: Features, to: Find out more on the Voice Mail features (page 81). Each feature description will tell you how to use the feature and customize the feature s programming. You ll also find out to which Voice Mail software versions the feature is applicable. Read Chapter 3: Programming, to: Learn about every Voice Mail programmable option (page 133). Each program description also provides the available data entry options, the default setting and the Voice Mail software version to which the program is applicable. Also review the telephone programming options available on the System Administrator (page 311)and Database Management (page 329) Menus. Read Chapter 4: Voice Prompts, to: Review the Voice Mail prerecorded voice prompts (page 339). You ll find this an invaluable tool if you ever need to tailor the prerecorded prompts. VANGARD Mail Voice Mail with Automated Attendant System Guide Part No INS10 Issue 1-0, July

2 This manual has been developed by NEC America, Inc. It is intended for the use of its customers and service personnel, and should be read in its entirety before attempting to install or program the system. Any comments or suggestions for improving this manual would be appreciated. Forward your remarks to: NEC America, Inc., Corporate Networks Group 4 Forest Parkway Shelton, CT Attention: Manager, Technical Publications Nothing contained in this manual shall be deemed to be, and this manual does not constitute, a warranty of, or representation with respect to, any of the Equipment covered. This manual is subject to change without notice and NEC America, Inc. has no obligation to provide any updates or corrections to this manual. Further, NEC America, Inc. also reserves the right, without prior notice, to make changes in equipment design or components as it deems appropriate. No representation is made that this manual is complete or accurate in all respects and NEC America, Inc. shall not be liable for any errors or omissions. In no event shall NEC America, Inc. be liable for any incidental or consequential damages in connection with the use of this manual. This document contains proprietary information that is protected by copyright. All rights are reserved. No part of this document may be photocopied or reproduced without prior written consent of NEC America, Inc by NEC America, Inc. All Rights Reserved Printed in U.S.A.

3 Introduction Introduction About the Voice Mail System VANGARD Mail Voice Mail System Welcome to the VANGARD Mail Voice Mail system! The cabinet of your Voice Mail will look like one of those shown in Figure 1. Cabinet P/N VAN-V1 Cabinet P/N 17770A Figure 1: VANGARD Mail Cabinets Introduction VANGARD Mail System Guide i

4 Types of Voice Mail VANGARD Mail is available as an analog Voice Mail (P/N P or -4P) or as a digital Voice Mail (P/N PDIG). An anlog VANGARD Mail is shipped with either 2 or 4 ports. Using analog 2-port cards (P/N 17772A) or anlog 4-port cards (P/N 17774A), you can expand your system to have up to 8 ports. For information about analog expansion cards, see Analog Expansion Cards on page 25. For instructions on installing port cards, see Increase the Number of Voice Mail Ports on page 28. A digital VANGARD Mail (P/N PDIG) is shipped with 4 ports. Using a digital 4-port card (P/N 17774ADIG), you can expand your system to have up to 8 ports. (There are no digital 2-port cards). The digital VANGARD Mail system requires 17770A cabinet (see Figure 1). For information about digital expansion cards, see Digital Expansion Cards on page 26. For instructions on installing port cards, see Increase the Number of Voice Mail Ports on page 28. Note: You cannot install an analog and digital port card in the same system. In addition, VANGARD Mail Systems with software version 9.08 or higher have ROM-DOS as the operating system. Previous versions of the Voice Mail used MS-DOS. ROM-DOS is a DOS operating system made by a different manufacturer (Datalight, Inc.). Any differences between these DOS operating systems will not affect you program or use the Voice Mail. Built-in Modem and Communications Ports When the VANGARD Mail system is shipped to you, it has a 2400 baud modem. It also has two communications ports: COM1 and CONSOLE/COM2. You can access the modem mailbox by calling into any Voice Mail port. You can use COM1 for most Voice Mail operations in these instructions. CONSOLE/COM2 is reserved for HOSTKEY (see Running or Installing HOSTKEY on page 56). ii VANGARD Mail System Guide Introduction

5 Expandable Number of Mailboxes The total number of default mailboxes in your system and the default configuration for each mailbox type both depend on the phone system that you are integrating with the Voice Mail. The Digital VANGARD Mail integrates with the DS-2000 and the i-series phone sytems. The analog VANGARD Mail integrates with ONYX VS/VSI/DS100/DS01; ONYX VS/VSI 24x72; Alliance-S, M,L; Electra Pro I Plus; iseries, Portrait 308/824 and DS2000.This information is shown in the DEFAULT MAILBOX CAPABILITY TABLE below. DEFAULT MAILBOX CAPABILITY TABLE Phone System Tot# MB Trunk MB Subscbr MB Ancmt MB CR MB Msg Ctr MB Guest MB Dist MB FD MB Mdm MB ONYX VS/VSI/ DS100/ DS01* 126 (below sv 9.08) 127 (sv 9.08 & higher) 16 ( ) 48 ( ) 10 ( ) 17 (810-14, , , ) 16 (815-18, , , ) 8 (819-20, , , ) 10 (851-60) 1 (861) 1 (862) (sv 9.08) ONYX VS/VSI 24X72 * 158 (below sv 9.08) 159 (sv 9.08 & higher) 24 ( ) 72 ( ) 10 ( ) 17 (810-14, , , ) 16 (815-18, , , ) 8 (819-20, , , ) 10 (851-60) 1 (861) 1 (862) (sv 9.08) Alliance- S/Electra Pro I Plus * 84 (below sv 9.08) 85 (sv 9.08 & higher) 6 (01-06) 16 (10-25) 10 ( ) 17 (810-14, , , ) 16 (815-18, , , ) 8 (819-20, , , ) 10 (851-60) 1 (861) 1 (862) (sv 9.08) Alliance- ML * 174 (below sv 9.08) 175 (sv 9.08 & higher) 56 ( ) 56 ( ) 10 ( ) 17 (810-14, , , ) 16 (815-18, , , ) 8 (819-20, , , ) 10 (851-60) 1 (861) 1 (862) (sv 9.08) 28i/124i 186 (below sv 9.08) 187 (sv 9.08 & higher) 52 ( ) 72 ( ) 10 ( ) 17 (810-14, , , ) 16 (815-18, , , ) 8 (819-20, , , ) 10 (851-60) 1 (861) 1 (862) Portrait 308/824 * 135 (below sv 9.08) 136 (sv 9.08 & higher) 8 (01-08) 65 (10-74) 10 ( ) 17 (810-14, , , ) 16 (815-18, , , ) 8 (819-20, , , ) 10 (851-60) 1 (861) 1 (862) (sv 9.08) DS2000 ** ( ) 31 ( ) 10 ( ) 17 (810-14, , , ) 16 (815-18, , , ) 8 (819-20, , , ) 10 (851-60) 1 (861) 1 (862) (sv 9.08) Key to the Default Mailbox Capability Table Tot # MB Total Number of Mailboxes Dist MB Distribution Mailbox * Not Available on Digita VANGARD Subscr MB Subscriber Mailbox FD MB Future Delivery Mailbox ** Analog VANGARD requires sv 9.08 or higher Ancmt MB Announcment Mailbox Mdm MB Modem Mailbox All Versions of the Digital VANGARD CR MB Call Routing Mailbox Guest MB Guest Mailbox Msg Ctr MB Message Center Mailbox If you wish, you can increase the number of mailboxes in your Voice Mail system from the default listed in this table, up to 200 mailboxes. You calso change the mailbox type for any mailbox. Introduction VANGARD Mail System Guide iii

6 Specifications Voice Storage Capacity In addition, the Voice Mail provides your system with at least 130 hours of voice storage. Cabinet Dimensions Electrical Requirements Registrations Maximum Number of Ports Maximum Number of Tenants Reliability Safety Approvals EMI Emissions Approved for Direct Connection to CO Lines Length: 12 inches Width: 8.75 inches Height: 2 inches Weight: 5 lb. Dedicated and grounded outlet ( VAC, 60 Hz) FCC part 68; REG# TBD DOC complies with DOC CS03 For Analog VANGARD: 2 or 4 (can be expanded to 6 or 8) For Digital VANGARD: 4 (can be expanded to 8) Designed to meet 50,000 hours MTBF 1 UL, cul FCC part 15, class A No iv VANGARD Mail System Guide Introduction

7 Introduction i Introduction i VANGARD Mail Voice Mail System i Types of Voice Mail ii Built-in Modem and Communications Ports ii Expandable Number of Mailboxes iii Voice Storage Capacity iv Specifications iv Chapter 1: Installation 1 Preparing Your Phone System Phone Programming for VANGARD Mail and i-series Required Hardware and Software Hardware Software (for integrating with the Analog VANGARD Mail) Software (for integrating with the Digital VANGARD Mail) Phone System Programming Phone Programming for VANGARD Mail and i-series Voice Mail Programming Default Dial Action Tables for i-series Systems Operation Phone Programming for VANGARD Mail and Portrait 308/ Required Hardware and Software Hardware Software Phone System Programming General Programming Information Programming the Portrait Phone System Voice Mail Programming Default Dial Action Tables for Portrait 308/ Phone Programming forvangard Mail and DTS Required Hardware and Software Hardware Software Phone System Programming Terminal Programming Telephone Programming Voice Mail Programming Default Dial Action Tables for DTS Phone Programming for VANGARD Mail and DS Required Hardware and Software Phone System Hardware and Software Requirements Phone Programming for VANGARD Mail and DS Voice Mail Programming Default Dial Action Tables for DS Operation Table of Contents System Guide TOC-i

8 Phone Programming with Alliance-S / Electra Pro I Plus Required Hardware and Software Hardware Software Phone System Programming Default Dial Action Tables for Aliance-S / Electra Pro I Plus 22 Phone Programming with Alliance-M/L Required Hardware and Software Hardware Software Phone System Programming Default Dial Action Tables for Alliance-M/L Basic Installation Guide Step 1: What You Need for Installation General Requirements Analog and Digital Expansion Cards Analog Expansion Cards Digital Expansion Cards Phone System Requirements Site Requirements Optional Equipment Step 2: Install the Voice Mail System Increase the Number of Voice Mail Ports Installing Analog Port Cards Installing Digital Port Cards Place the Voice Mail in the Proper Location Wall-Mounting Procedure Ground VANGARD Mail Install a Ferrite Bead on Each Line Cord 37 Step 3: Connect a Laptop to the Voice Mail Description Connect COM1 to a DCE Device and Allow Use of Link Mode Feature Setting the Communication Parameters Step 4: Connect Voice Mail to the Telephone System Connecting Analog VANGARD Ports to a Phone System Connecting to a Portrait Phone System Connecting to a DS2000 Phone System To Another Phone System Connecting Digital VANGARD Ports to a Phone System Connecting to an I-Series Phone System Connecting to ads2000 Phone System Step 5: Install Phone System in the Voice Mail & Program Ports Installing the Phone System in the Voice Mail and Programming Ports Installing the Phone System Required Programming for the Voice Mail Ports Additional Installation Menu Options Step 6: Reset the Voice Mail When Necessary Reset the Voice Mail When Necessary Reset Procedure Normal Shutdown Procedure Step 7: Using HOSTKEY TOC-ii System Guide Table of Contents

9 Use HOSTKEY for Special Diagnostics HOSTKEY Prerequisites Connecting the Laptop to the Voice Mail COM Port Running or Installing HOSTKEY Rebooting VANGARD Mail Exiting from HOSTKEY Step 8: Test the Voice Mail Step 9: Tell Subscribers About the Master Extension Step 1: Modify the Time and Date Basic Programming Guide Description Modifications to Default Programming Step 2: Assign Extensions to the VANGARD Mail Ports Description Default Modifications to Default Programming Step 3: Check the Default Automated Attendant Description Default Modifications to Default Programming For more information Step 4: Assign Answering Schedule Tables to Ports or Trunks Description Default Modifications to Default Programming For more information Step 5: Fill Out AST Worksheet Description Default Modifications to Default Programming For more information Step 6: Create and/or Customize the Call Routing Mailboxes Description Default Modifications to Default Programming For more information Step 7: Program the ASTs Description Default Modifications to Default Programming For more information Step 8: Modify Welcome Messages Description Default Table of Contents System Guide TOC-iii

10 Modifications to Default Programming For more information Step 9: Modify the Dial Action Tables Description Default Modifications to Default Modifications to Default Programming For more information Step 10: Modify Instruction Menus Description Default Modifications to Default Programming For more information Step 11: Record Names for the Subscriber Mailboxes Description Default Modifications to Default Programming For more information Step 12: Customize the Features for the Internal Modem Description Default Modifications to Default Programming For more information Step 13: Select the Active Language Description Selecting Languages Selecting Languages Other Programming TOC-iv System Guide Table of Contents

11 Chapter 2: Features The VANGARD Mail Features Introducing VANGARD Mail About VANGARD Mail Compatibility About the Automated Attendant About Voice Mail VANGARD Mail Specifications Specifications System Features Caller ID with Return Call Caller ID Automatic Transfer Pre-installed Voice Prompts in English, Spanish and French Voice Mail Networking About the Voice Prompts Description Voice Prompt Customization Bilingual Voice Prompts Automated Attendant Features Answering Schedule Override Automatic Routing for Rotary Dial Callers Call Announcing Call Blocking Call Parking/Paging Call Waiting External Extension Flexible Answering Schedules Flexible Call Routing Transfer to an extension Transfer to an Automatic Call Distribution Group Go to a mailbox Select Voice Prompts in Another Language Leave a Quick Message Access the Directory Dialing feature Access (Log Onto) the Voice Mail System Hang up the Call Undefined Routing Forced Unscreened Transfer Status Monitor Transfer Calls to a FAX Machine Additional Automated Attendant Features Mailboxes Announcement Mailbox ACD Announcement Mailbox Call Routing Mailbox Directory Dialing Mailbox Distribution Mailbox/List Flexible Mailbox Numbering Plan Future Delivery Mailbox Guest Mailbox Message Center Mailbox Table of Contents System Guide TOC-v

12 Modem Mailbox Next Call Routing Mailbox Security Code (Default) Subscriber Mailbox System Administrator Mailbox Trunk Mailbox Messaging Options Announcement Message Automatic Message Erase/Save Broadcast Message Directory Dialing Message Distribution List First Time Tutorial Instruction Menu Mailbox Name Message Length Message Listen Mode Message Notification Message Playback Direction Message Retention Message Storage Limit Message Waiting Lamp Music On Hold Recording Conversation Beep Voice Compression Rate Welcome Message System Administration Archive and De-Archive 109 Database Backup and Restore Diagnostics Disk Maintenance Link Mode Programming Voice Mail Reports Set Ports In/Out of Service Shutting Down the System System Re-initialization System Time and Date System Version Number User Features Personal Answering Machine Auto Forward Auto Help Auto Time-Stamp Call Announcing Call Waiting Calling (Logging Onto) a Mailbox Calling the Automated Attendant Checking a Message Confidential Message Exiting a Mailbox Forward to a Mailbox TOC-vi System Guide Table of Contents

13 Getting Recorded Help Leaving a Message Listening Options Listening to Messages Mailbox Greeting Mailbox Name Multiple Mailbox Greetings Message Notification Message Notification For Urgent Messages Recording a Conversation Recording a Future Delivery Message Recording a Message Record a Paging Message Recording Options Return Receipt Security Code Time and Date Transfer to a Mailbox Transfer to the Automated Attendant Urgent Message Table of Contents System Guide TOC-vii

14 Chapter 3: Programming Introduction Introduction Moving Around, Exiting, and Remotely Calling Voice Mail About the Main Menu Install System Customize Database View/Print Reports Maintenance Diagnostics Shut Down Using a Menu Using the System Password Moving Around the Database Getting Help Shutting Down VANGARD Mail Exiting VANGARD Mail Remotely Calling VANGARD Mail Customizing System and Port Options System Options Accessing System Options Tenant 1-4 Site ID System password Time limit for mailbox logon Limit on mailbox logon attempts Auto disk maintenance time Silence limit for recording Mailbox Default Security Code Time limit for dialing commands Limit on dialing command attempts Subscriber msg length Nonsubscriber msg length Call Announce msg length Greeting for qck msg/mailbox trf RNA, Hold retrieval string Busy, Hold retrieval string RNA,External Hold retrieval string Busy, External Hold Retrieval string Lamp On string Lamp Off string Hang Up string Transfer string External Transfer string Ringdown string Tenant 1 FAX detect dial string Call pickup string Off hook Call Announce string Min entry for Directory Dialing Play Ext. Number For Dir. Dialing TOC-viii System Guide Table of Contents

15 Eliminate recording silence Flash timer Hang up timer Wait for first protocol digit Wait for subsequent protocol digit Wait after last protocol digit Message backup/go-ahead time Page/Meet-me Page hold timer Default bilingual mode First Trunk equip. #./Trunk MB offset Immediate Self Test of Port (s) Port Self Test timer Port Options Accessing Port Options In Service Allow Lamp callouts Allow Notification/Wake-Up callouts Extension Answering Schedule Table Status Monitor Self Test Clear Port s failure Customizing Mailbox Options Introduction The Default Mailbox Numbering Plan Creating and Accessing Mailboxes Deleting a Mailbox Variable Length Mailbox Numbers Call Routing Mailboxes Description Type Name Department Dial Action Table Dly.(rng. or sec.) before redir. trf Directory List Play Default Messages Directory List to use Time limit for dialing commands Subscriber Mailboxes Description Type Security Code Name Department Extension Msg Wait Lamp Next Call Routing Mailbox Block auto att System Admin Msg Notification Table of Contents System Guide TOC-ix

16 Local callouts Long distance calls Notification Number Call type Mode Security Code required Notification number Call type Mode Security Code required Notification number Call type Notification mode Security Code required Number of msg Msg playback Msg listen mode Directory List Forced unscreened transfer External Extension External Extension Number Park/Paging string Call Waiting String Acc. Dgt./Lamp On string Acc.Dgt./Lamp Off string Call Announcing Auto Forwarding Auto erase/save of messages Message retention Recording conversation beep Transfer-only Mailbox Bilingual mode Use Remote Logon as Direct logon Alternate Next CRMB dial option Ask Caller s Number First Log In Announcement Mailbox First Log In option Urgent Msg. Return Time Trunk Mailboxes Description Type Name Department Extension Answering Schedule Table Directory List Bilingual mode Message Center Mailboxes Description Type Security Code Name TOC-x System Guide Table of Contents

17 Department Extension Msg Wait Lamp Next Call Routing Mailbox Msg Notification Local callouts Long distance callouts Notification Number Call type Mode Security Code required Number of msg Msg playback Msg listen mode Directory List Forced unscreened transfer External Extension External Extension Number Acc. Dgt./Lamp On string Acc. Dgt./Lamp Off string Auto Forwarding Auto erase/save of messages Message retention Recording conversation beep Transfer-only Mailbox Bilingual mode Use Remote Logon as Direct logon Alternate Next CRMB dial option Ask Caller s Number Urgent Msg. Return Time Guest Mailboxes Description Type Security Code Name Department Extension Msg Wait Lamp Msg Notification Local callouts Long distance callouts Notification Number Call type Mode Security Code required Number of msg Record reply only Msg playback Msg listen mode Directory List Forced unscreened transfer External Extension Table of Contents System Guide TOC-xi

18 External Extension Number Acc. Dgt./Lamp On string Acc. Dgt./Lamp Off string Auto Forwarding Auto erase/save of messages Message retention Recording conversation beep Transfer-only Mailbox Bilingual mode Use Remote Logon as Direct logon Ask Caller s Number First Log In Announcement Mailbox First Log In Option Urgent Msg. Return Time Distribution Mailboxes Description Type Name Department Distribution List Directory List Announcement Mailboxes Description Type Security Code Name Department Next Call Routing Mailbox Repeat announcement Hang up after announcement (Y/N) Directory List Enable callouts (Y/N) Phone Number Call Type Callout begin time HH:MM Callout end time HH:MM Wait between callouts ( min) Day (s) for callouts (SU-SA, A - ll) ACD Announcement Mailboxes Description Type Name Department Next Call Routing Mailbox Directory List Directory Dialing Mailboxes Description Type Name Department Dial Action Table Dly. (rng. or sec.) before redirect trf TOC-xii System Guide Table of Contents