Voice Forms Mailbox User Guide Overview Voice Forms allows callers to give specific voice response to individual questions. Callers can be asked up to 25 separate questions, with the allowable length of response controlled by the mailbox manager. Responses from a set of questions are collected by the Voice Forms mailbox and sent message to one or more Transcriber mailboxes, where the answers can be heard. Voice Forms mailboxes can be used with all other types of Call Processing mailboxes to develop complete flexible information collection and dissemination applications. Incomplete answers will sent as an answers set. I. How to Log On. 1. 2. Launch your browser and log on to www.sasktel.com. From the SaskTel.com homepage, under the Quick links menu, click on Manage my Voice Mail. Figure 1 4928(2006 01) Voice Forms Mailbox User Guide 1
3. Enter a 10 digit Voice Form mailbox number in the Phone Number field (area code + telephone number) see figure 2. 4. Enter your assigned 10-digit PIN. (The assigned PIN is your 10-digit Voice Form Mailbox number). 5. Click on LOG IN and it will take you to Voice Form Mailbox Home page. Figure 2 II. How to create an Owner Password (PIN). The assigned Password (PIN) should be changed for security reasons. 1. Click on My Account from the Voice Forms Mailbox Home page. 2. Select a new PIN and enter it in the New PIN field. Re-enter the new PIN to confirm it. Enter your assigned PIN in the Current PIN field. (The assigned PIN is the 10-digit number of the mailbox). Voice Forms Mailbox User Guide 2
3. Click on Update. Figure 5 4. This screen will appear if you have successfully changed your password. (Keep a record of your PIN in a secure place for future log ons.) Figure 6 5. Click on OK to return to the Voice Forms Mailbox Home page. Voice Forms Mailbox User Guide 3
III. How to define the Transcriber Mailboxes used by the Voice Form 1. Click on Mailboxes under Phone Services from Voice Form Home page. Figure 7 2. Enter the 10-digit Transcriber Mailbox number under the Phone number column in the sequence the mailboxes receive answers. (up to 10 Transcriber mailbox can be linked to a Voice Form) Figure 8 3. Click on Update to save the change. Figure 9 Voice Forms Mailbox User Guide 4
4. This Screen will appear and confirm that you have successfully updated the setting. (Note: If a wrong Transcriber Mailbox is entered the screen that appears will notify that you have entered a wrong Transcriber Mailbox). 5. Click on OK to return to the Voice Form Mailbox Home Page. Figure 10 IV. How to Record Questions by Telephone 1. Dial the local access number and enter the 10-digit Voice Form mailbox number after the prompt. Enter the mailbox password, if there is one. 2. From the Main Menu, select 1 for Question Menu. 3. From the Question Menu, select 2 to Record the question. 4. Enter the question number and record the question. 5. Press # to indicate the end of recording the question. 6. Enter the length of the answer to the question. (Max of 10 minutes) 7. Follow the prompt until you record all your questions. (Max of 25 questions) 8. Press * to save and exit from the Question Menu. V. How to Listen to a Recorded Question By Telephone 1. Dial the local access number and the 10-digit Voice Form mailbox number after the prompt. Enter the mailbox password, if there is one. 2. From the Main Menu, select 1 for Question Menu. 3. From the Question Menu, select 1 to Listen to the question. Voice Forms Mailbox User Guide 5
By Computer 1. Click on Questions under Phone Services from the Voice Form Mailbox Home page. Figure 11 2. Click on the Listen button next to the question number and listen to the question. (Note: You can also change the length of the answer to the question from this screen from the drop down menu Maximum answer duration). Figure 12 VI. How to Set Answer Delivery Sequence There are three ways answer to the questions in a Voice Form mailbox can be delivered to a Transcriber mailbox or mailboxes. Answers are delivered to a Transcriber mailbox in a set. They are: All every mailbox receives a set of the answer provided by each respondent. Sequential The answer sets delivered to the mailboxes use round robin order. Overflow Use the first mailbox in the sequence that is not full. 1. Click on Options under Phone Services from Voice Form home page. Figure 13 Voice Forms Mailbox User Guide 6
2. Select one of the three Options available (All, Sequential & Overflow) from the Answer Delivery drop down menu. 3. Click on Update to save the change. Figure 14 VII. How to set Notification and Call PIN (Optional) 1. Click on Options under Phone Services from Voice Form home page. Figure 15 2. Enter the 10-digit number at which you want to be notified. It has to be either local or toll free number. (Administrator/Owner only) 3. Enter 4 to 15 digit number callers have to enter to listen to the questions. Figure 16 Voice Forms Mailbox User Guide 7
4. Click on Update to save the changes. Figure 17 VIII. How to Create Greetings. (Optional) There are three methods available to create/load your greeting: 1. By telephone 2. By computer and telephone 3. By computer By telephone i. Dial the local Message Manager Access number. ii. Press #. iii. Enter your 10-digit mailbox number. (Administrator only) iv. Enter your Password (PIN) followed by #. (Only if there is a PIN) v. From the Voice Form Mailbox Main Menu Press 3 for Greeting. vi. Press 1 for Main Greeting. vii. Press 2 to Record your greeting. viii. Press # to Save it. ix. Press * to Exit. x. Press * to disconnect. By Computer and telephone 1. Click on Greeting under the Phone services from the Voice Form Home Page. Figure 18 Voice Forms Mailbox User Guide 8
2. To record new or change an existing Mailbox greeting click on the Voice Forms Mailbox Greeting icon. To record new or change an existing Name Greeting click on the Name Greeting Change icon. Figure 19 3. Click the Click here and we ll call you button. Figure 20 4. An Explorer User Prompt will appear. Enter a 10-digit telephone number at which you want to receive the call. (Note: It has to be a number at your desk since the call is instantaneous). 5. Click OK. Figure 21 6. A Greeting Management screen will appear and notify you that your number will ring. 7. The system will then prompt you to enter your password (PIN) followed by # and take you to the Main Menu. 8. Press 3 for Greeting. 9. Press 1 for Main Greeting. 10. Press 2 to Record your Greeting and press # to Save it. 11. Press * to Exit. Figure 22 Voice Forms Mailbox User Guide 9
How to LOAD WAV file Greeting using your Computer 1. Repeat step 1 to 3 under By telephone and Computer option above. 2. On the Change Greeting Tab (Figure 13) locate the WAV file that contains your greeting using the Browse button. 3. Click on OK and the system will prompt you that you have successfully changed your Greeting. Figure 23 IX. How to Delete Greeting There are two ways of deleting a greeting that is in transfer mailbox. 1. By Telephone 2. By Computer By Telephone 1. Dial the local Message Manager Access number. 2. Press #. 3. Enter your 10-digit mailbox number. (Administrator only) 4. Enter your Password (PIN) followed by #. (Only if there is a PIN) 5. From the Voiceforms Mailbox Main Menu Press 3 for Personal Option. 6. Press 2 for Main Greeting from Greeting Menu. 7. Press 3 to delete your greeting. 8. Press * to Exit. 9. Press * to disconnect. By Computer 1. Click on Greetings under the Phone Services option from Transfer mailbox Home page. Figure 24 Voice Forms Mailbox User Guide 10
2. Click on Voice Forms Mailbox Greeting Change button. A Greeting screen will appear. (Note: If there is a recorded greeting there will be a Listen icon, see Voice Form Mailbox Greeting. There is no Name Greeting and there is no Listen icon for Name Greeting). Figure 25 3. From Greeting screen click on Delete Greeting. The Voice Form Mailbox Greeting will be deleted. Figure 26 4. A warning screen will appear to warn you that the greeting will be permanently deleted. Figure 27 5. Greeting Management screen will appear and confirm that the greeting is deleted. Figure 28 Voice Forms Mailbox User Guide 11
Voice Forms Mailbox User Guide Main Menu Question 1 Question Menu Administration 2 Listen 1 Greeting 3 Record 2 Exit Delete 3 Reorder 4 Time Limit 5 Administration Password 1 Return Greeting Menu Greeting Options Main Greeting 1 Listen 1 Name Greeting 2 Record 2 Delete 3 Return Voice Forms Mailbox User Guide 12