NEC 750370 - Manual

Hardware Specifications iii List of Figures Figure 2-1 DSP-F-21 Unit Installation ............................................................................................. 2-2 Figure 2-2 FMS( )-U10 ETU .................................................................................................

Hardware Specifications 1 - 1 Hardware Description The EliteMail VMS, VMS( )-U10 ETU, is a 2-port, 4-port, or 8-portinterface that can be installed in any interface slot in the Electra Elitesystem. The 2-port or 4-port configuration includes one digital signalprocessor (DSP); the 8-port configuratio...

Hardware Specifications 2 - 1 Installation S ECTION 1 P RECAUTIONS The ETUs used in this system make extensive use of CMOS technologythat is very susceptible to static electricity. Static discharge must beavoided when handling ETUs. Always use the following precautions: Wear a grounded wrist strap a...

Issue 3 EliteMail VMS/EliteMail Limited 2 - 6 Installation Figure 2-3 Install Modem Kit Unit

Programming i Table of Contents Section 1 Overview ............................................................................................... 1-1 Enter Programming Mode ................................................................................. 1-1 Assign Function Keys ......................

Programming 1 - 1 Programming S ECTION 1 O VERVIEW The VMS ETU is recognized by the Electra Elite system as having four oreight digital voice mail (DVM) ports; therefore, make all assignmentsrequired for DVM. The FMS( )-U10 ETU has only four ports 1. Install VMS/FMS( )-U10 ETU. 2. Program the teleph...

Issue 3 EliteMail VMS/EliteMail Limited 1 - 2 Programming Assign Voice Mail Parameters Program Memory Block 7-1, Interface Slot Assignment. This programassigns the VMS/FMS( )-U10 ETU to the right slot. 1. Press LK7. 2. Press LK1. 3. Enter the slot number of the VMS/FMS( )-U10 ETU. Page 3 LK3 for 2 o...

EliteMail VMS/EliteMail Limited Issue 3 Programming 1 - 3 3. Dial . 4. Enter the class of service number. 5. , , to advance to page 4. 6. Press LK5 to enable live record for that class of service. 7. to write data. 8. Repeat Steps 4~7 for each class of service. 9. . Program Memory Block 3-45, Live R...

Issue 3 EliteMail VMS/EliteMail Limited 1 - 8 Programming S ECTION 4 VMS LED I NDICATIONS The front edge of the VMS ETU has 12 LEDs. LEDs CH1 ~ CH8 indicateport status as follows: Off Port idle or not used On Port busy The Live LED is red if the KTU is receiving power. When the MB LED is on, the VMS...

Issue 3 EliteMail VMS/EliteMail Limited 1 - 10 Programming S ECTION 8 FMS LED I NDICATIONS The front edge of the FMS ETU has 8 LEDs. LEDs CH1 ~ CH4 indicateport status as follows: Off Port idle or not used On Port busy The Live LED is red if the KTU is receiving power. When the MB LED is on, the ETU...

Console Maintenance i Table of Contents Chapter 1 Introduction Section 1 General Information ................................................................................ 1-1 Section 2 Connect Host and Remote Computers................................................... 1-1 Section 3 Disk for Remo...

Issue 3 EliteMail VMS/EliteMail Limited ii Table of Contents Section 3 Access Remote Maintenance Menus ..................................................... 3-2 Section 4 Return to DOS ........................................................................................ 3-2 Section 5 Call Host Co...

EliteMail VMS/EliteMail Limited Issue 3 Console Maintenance iii Section 4 Other File Menu Functions ..................................................................... 4-7 4.1 Make Directory Under the Current Directory in the Active List ............. 4-8 4.2 View File Contents ......................

Console Maintenance v List of Figures and Tables Figure 2-1 Main Menu .................................................................................................................. 2-3 Figure 2-2 Call Menu .............................................................................................

Console Maintenance 1 - 1 Introduction S ECTION 1 G ENERAL I NFORMATION Console Maintenance is used for all local and remote maintenance. Acomputer is used to control a customer voice mail system, monitor operation,and transfer files back and forth as needed. Console Maintenance display letsyou solv...

Console Maintenance 2 - 1 Install the Remote Computer Software S ECTION 1 B EFORE Y OU I NSTALL R EMOTE M AINTENANCE S OFTWARE Before you install the remote version of Remote Maintenance software: If you are connecting remotely, verify that a modem is correctly installedon the remote computer. Deter...

EliteMail VMS/EliteMail Limited Issue 3 Console Maintenance 2 - 3 S ECTION 3 S ET U P R EMOTE S OFTWARE Before using the remote software, set up the online telephone book. Todo this, set up a default telephone book entry. After setting the default,add the rest of the telephone Book entries (one for ...

2 - 6 Install the Remote Computer Software Issue 3 EliteMail VMS/EliteMail Limited 14. Press or to view the entire list. If you are using the remote connect option, press the arrow keys tohighlight your modem brand and press . If you do not see your modem in the list, and your modem is 100% Hayescom...

EliteMail VMS/EliteMail Limited Issue 3 Console Maintenance 2 - 7 Figure 2-5 Adding Phone Book Entries 4. Press ! to select the Add option. A NEW NAME pop-up is displayed ( Figure 2-5 Adding Phone Book Entries ). 5. Enter a name for the host computer and press . (Usually, this is the name of the com...

2 - 8 Install the Remote Computer Software Issue 3 EliteMail VMS/EliteMail Limited 8. Add an additional Phone Book entry for each host computer you plan to call. To do this, repeat step 4 through step 7 . 9. When you finish, press !" repeatedly to exit. S ECTION 4 S ET THE H OST M ODEM The seria...

EliteMail VMS/EliteMail Limited Issue 3 Console Maintenance 2 - 9 S ECTION 5 S OLVE P ROBLEMS A FTER I NSTALLATION When the Remote Maintenance software is installed correctly, thereshould be no visible affect during routine operation of the remotecomputer. However, if either the remote computer mode...

Console Maintenance 3 - 1 Using Remote Maintenance S ECTION 1 G ENERAL I NFORMATION This chapter explains how to use Remote Maintenance to make a connectionwith the host computer to control or change a customer voice mail systemfrom the remote computer. No special action is required to load the host...

3 - 2 Using Remote Maintenance Issue 3 EliteMail VMS/EliteMail Limited S ECTION 3 A CCESS R EMOTE M AINTENANCE M ENUS Remote Maintenance is a terminate-and-stay resident (TSR) program,meaning it remains loaded in your computer memory while you use DOSor run other applications. Press - to access the ...

EliteMail VMS/EliteMail Limited Issue 3 Console Maintenance 3 - 3 5.2 Call a Host Computer from the Call Menu 1. From the Main Menu, press to access the Call Menu. 2. Highlight the Phone Book entry you wish to call. Use thearrow keys to move from name to name. 3. Press ! to start dialing. A pop-up i...

3 - 4 Using Remote Maintenance Issue 3 EliteMail VMS/EliteMail Limited S ECTION 7 A CCESS M ENUS D URING C ONNECTION To access other menus during connection: 1. Press - to access the Remote Maintenance Main Menu anytime during a connection just as you did to access from DOS.This allows you to access...

EliteMail VMS/EliteMail Limited Issue 3 Console Maintenance 3 - 5 S ECTION 9 U NLOAD R EMOTE M AINTENANCE FROM M EMORY 9.1 Remote Maintenance Remote Maintenance is a terminate-and-stay resident (TSR)program. TSR programs remain in the computer memory while youuse DOS or run other applications. The f...

Console Maintenance 4 - 1 Transferring Files S ECTION 1 G ENERAL I NFORMATION Remote Maintenance allows you to transfer files from the host computer to theremote computer, including the call report log file (REPLOG file). Related filetransfer features let you change the current directory, view, dele...

4 - 2 Transferring Files Issue 3 EliteMail VMS/EliteMail Limited Set File Transfer Options 1. From the Main Menu, press to select the Files option. 2. Press to select the File Menu expanded menu. 3. Press % to select Options. 4. To reset an option at the Options Menu, highlight it, then press . Sett...

EliteMail VMS/EliteMail Limited Issue 3 Console Maintenance 4 - 3 File Lists The File Menu Screen has two separate windows. The left windowlists files and directories on the local computer (where you are).The right window lists files and directories on the host you areconnected to by modem. The dire...

4 - 4 Transferring Files Issue 3 EliteMail VMS/EliteMail Limited Functions Line The bottom of the screen lists the functions available at thiswindow by function key and abbreviated name. These may varyslightly depending on whether the highlight bar is in the local orhost window. Tagging Files You ca...

EliteMail VMS/EliteMail Limited Issue 3 Console Maintenance 4 - 5 Figure 4-2 Expanded File Menu Tag or untag a group of files: 1. Press right or left arrow to move the highlight bar to thecorrect window on the File Menu Screen. 2. Press to display the expanded File Menu. 3. Press ! to Tag File(s) or...

EliteMail VMS/EliteMail Limited Issue 3 Console Maintenance 4 - 7 5. To select a file, highlight it, then either press or press . A selected (or tagged) file is displayed with a small triangle to the right. To transfer more files, repeat thisprocedure for each. Optionally, you may list and select fi...

4 - 8 Transferring Files Issue 3 EliteMail VMS/EliteMail Limited S ECTION 4 O THER F ILE M ENU F UNCTIONS Additional functions at the File Menu include: Make Directory View Files Delete Files. To use any, start from the File Menu. The function line at the bottom of thescreen lists some functions by ...

EliteMail VMS/EliteMail Limited Issue 3 Console Maintenance 4 - 9 S ECTION 5 REPLOG F ILES The voice mail system keeps a record (log) of every call it answers, dials,or transfers. When the system handles a call, a line is added to a DOS filecalled REPLOG files. REPLOG files are named using the follo...

Console Maintenance A - 1 Advanced Features S ECTION 1 G ENERAL I NFORMATION Remote Maintenance provides several additional features that may be usefulfor advanced applications. This appendix explains how to: Suspend and resume a remote session without ending the connection.This feature is useful if...

A - 6 Advanced Features Issue 3 EliteMail VMS/EliteMail Limited View a screen: 1. Press - to display the Remote Maintenance Main Menu. 2. Press % for Support Menu. 3. At the Support Menu, press . to select Record/Playback Menu. 4. Press . to select View Screen Images. 5. To view the file the system ...

Console Maintenance B - 1 Solving Problems S ECTION 1 F OLLOW T ABLE P ROCEDURE PROBLEM SOURCE/SOLUTION The computer hangs completely during restart. COM port conflict exists.Remove or disable any mouse or expansion board ( e.g. , SIO board or a voice board) that may be using the same COM port as th...

Reference i Table of Contents Chapter 1 Using This Book Section 1 The Reference Book............................................................................... 1-1 Section 2 Sign In to the System ............................................................................. 1-2 Chapter 2 Call Hol...

EliteMail VMS/EliteMail Limited Issue 3 Reference iii Section 10 Live Monitoring Operating Procedures .................................................. 8-8 Chapter 9 Messages Section 1 Message Types ...................................................................................... 9-1 Section 2...

Issue 3 EliteMail VMS/EliteMail Limited iv Table of Contents Section 4 The AVPRMPT File ............................................................................. 11-2 Chapter 12 Operator Box Section 1 The Operator System ID ....................................................................... ...

EliteMail VMS/EliteMail Limited Issue 3 Reference v Section 4 Record Tips .......................................................................................... 15-3 Section 5 Make Voice Field Recordings ............................................................... 15-4 Section 6 Change Openin...

Issue 3 EliteMail VMS/EliteMail Limited vi Table of Contents Section 5 Change Current Schedule By Telephone ............................................. 17-4 Section 6 Holidays ................................................................................................ 17-4 Section 7 Switch to ...

EliteMail VMS/EliteMail Limited Issue 3 Reference vii Section 18 Switch Setup Screen Page 3 .............................................................. 18-37 Chapter 19 Security Codes Section 1 Security Codes and Personal ID .......................................................... 19-1 Section ...

Issue 3 EliteMail VMS/EliteMail Limited viii Table of Contents Section 5 Set Dialing Codes ................................................................................. 21-4 Section 6 Control Touchtone Sensitivity ............................................................... 21-5 Section 7 Set...

EliteMail VMS/EliteMail Limited Issue 3 Reference ix Section 2 Sign In as System Manager ................................................................. 23-1 Section 3 Create System Managers ..................................................................... 23-2 Section 4 Improved System Manage...

Reference 1 - 1 Using This Book S ECTION 1 T HE R EFERENCE B OOK This book lets you quickly find the information you need for a particular system task. Other Chapters are in alphabetical order. Each chapter covers part of thevoice mail system. The Table of Contents is a quick guide to desired chapte...

Reference 2 - 1 Call Hold, Transfer, and Screen S ECTION 1 C ALL H OLD The voice mail system call holding feature allows you to queue up severalcallers holding for a busy extension. The system tells callers on hold howmany calls are waiting before their call and allows each caller to hold, leave ame...

EliteMail VMS/EliteMail Limited Issue 3 Reference 2 - 3 The values allowed in the Holding? field are: Yes Outside callers must press 1 to hold for a busy extension. If anoutside caller presses 2, the system plays the box greeting thentakes the specified action (typically, takes a message). Outsideca...

2 - 4 Call Hold, Transfer, and Screen Issue 3 EliteMail VMS/EliteMail Limited Allow Subscribers to Change Holding by Telephone To allow a subscriber to change call holding by telephone, add K to theAccess field on the subscriber Personal Directory page. (Refer to Figure 2-5 Allow Subscriber to Chang...

EliteMail VMS/EliteMail Limited Issue 3 Reference 2 - 5 Subscribers Cannot Switch Holding Types by Telephone The K access code lets a subscriber turn call holding on or off bytelephone, but does not allow switching between Yes and Vox. If a subscriber is allowed to change call holding by telephone, ...

2 - 6 Call Hold, Transfer, and Screen Issue 3 EliteMail VMS/EliteMail Limited The Holding Queue The first caller in the holding queue is handled differently than other callersfurther back in the queue. First in Line If the caller is first in line for the extension, the voice mail systemplaces the ca...

EliteMail VMS/EliteMail Limited Issue 3 Reference 2 - 7 Or, for voice detect call holding: “You are <second, third,...> in line. To continue to hold, say Yes; toleave a message remain silent <beep>.” If the caller indicates to remain on hold, the voice mail system playsthe next music-on-...

2 - 8 Call Hold, Transfer, and Screen Issue 3 EliteMail VMS/EliteMail Limited Control the Number of Calls on Hold Specify how many calls can wait on hold on Line 14 of Figure 2-7 Call Holding Fields on Switch Setup Screen Page 2 . Each held call ties up one voice mail system port. Maximum lines hold...

EliteMail VMS/EliteMail Limited Issue 3 Reference 2 - 9 When the number of calls holding in the system reaches either thevalue for the Maximum lines holding total field or the Maximumlines holding for ext field, a new call is not placed on hold. The callinstead is handled as if the extension went un...

EliteMail VMS/EliteMail Limited Issue 3 Reference 2 - 11 S ECTION 2 C ALL T RANSFER The voice mail system transfers calls to the Electra Elite. A variety of calltransfer options allow you to customize how a call is transferred and whata caller hears. These settings can be customized for individual s...

EliteMail VMS/EliteMail Limited Issue 3 Reference 2 - 13 Call Transfer Call transfer is active only if the Transfer? field or the Day? or Nite? fieldin a screen Transfer section is Yes. The call transfer type is entered in anunlabeled field directly below these fields and includes: Await Answer (Awa...

2 - 14 Call Hold, Transfer, and Screen Issue 3 EliteMail VMS/EliteMail Limited Set Up Call Transfer Fields Each call transfer is controlled by fields that can be set differently for eachindividual subscriber or box with the call transfer feature. Some fields aredisplayed on a subscriber Personal Dir...

2 - 16 Call Hold, Transfer, and Screen Issue 3 EliteMail VMS/EliteMail Limited You may enter any of these transfer option codes: A Announce C Confirm I Introduce M Message screen S Screen Before changing your call transfer to Release or Wait Ring, youmust first remove any transfer or screening optio...

EliteMail VMS/EliteMail Limited Issue 3 Reference 2 - 17 CM (Confirm and Message Screen)This combination is most commonly used for call screening. Thesystem asks callers to record their name, then lets the subscriberaccept or refuse the call after hearing the caller name. If the call isrefused, the ...

2 - 18 Call Hold, Transfer, and Screen Issue 3 EliteMail VMS/EliteMail Limited Limit the Call Screening Recording You can limit the number of seconds a caller has to record a name duringcall screening by setting the Max screening recording field. Refer to Figure 2-12 The Max Screening Recording Fiel...

Reference 3 - 1 Directory Assistance People who call an office may not know the extension number of the personthey are trying to reach. The caller must determine the extension by speakingto the operator or by looking up the extension in a directory. To free theoperator from answering repetitive requ...

3 - 2 Directory Assistance Issue 3 EliteMail VMS/EliteMail Limited S ECTION 1 A UTOMATIC VERSUS N UMERIC D IRECTORY A SSISTANCE The main differences between numeric and automatic directory assistanceinclude: S ECTION 2 A UTOMATIC D IRECTORY A SSISTANCE To use automatic directory assistance, a caller...

EliteMail VMS/EliteMail Limited Issue 3 Reference 3 - 3 The system then reads the name and extension of each subscriber whoselast name begins with the letters. The caller may dial the extensionanytime, or, in certain cases, may be routed automatically to thesubscriber Extension # ID. You can also se...

3 - 4 Directory Assistance Issue 3 EliteMail VMS/EliteMail Limited Turn Off the Automatic Directory To make the automatic directory inaccessible to callers, delete the SystemID in the ID for Alpha Directory field on Application screen Page 6. You may assign the automatic directory a System ID that i...

EliteMail VMS/EliteMail Limited Issue 3 Reference 3 - 5 Prevent Subscriber From Changing Directory Listing 1. At the voice mail system Banner Screen, press to sign in. Enter a System Manager ID, and press . If asked, enter the System Manager security code, and press . 2. Press - to view the Personal...

3 - 6 Directory Assistance Issue 3 EliteMail VMS/EliteMail Limited To use first names 1. Connect to EliteMail using CoSession. 2. Exit to DOS prompt from voice mail application on EliteMail. 3. From C:\vmail, Enter NAMES FIRST, and press . 4. Enter VM START, and press to run voice mail application. ...

EliteMail VMS/EliteMail Limited Issue 3 Reference 3 - 7 Directory Groups A directory group lists subscribers with a common characteristic, such asa department, location or schedule. Each directory group on the systemhas a Groups Screen page. It is easy to distinguish between the pages formessage gro...

3 - 8 Directory Assistance Issue 3 EliteMail VMS/EliteMail Limited Both a message group and a directory group may be needed for somedepartments or subscribers. The message group allows you to send thesame message to subscribers, and the directory group allows the systemto list them in the same place...

EliteMail VMS/EliteMail Limited Issue 3 Reference 3 - 9 A directory menu has its own System ID in the Directory ID field at the topof the screen. Outside callers can enter this System ID to hear this menu.You can use the Directory ID to route callers to this menu automaticallyby using the GotoID Act...

3 - 10 Directory Assistance Issue 3 EliteMail VMS/EliteMail Limited Figure 3-4 Numeric Directory Assistance Using Directory Groups and Directory Menu Opening Greeting Thank you for calling the XYZ Corporation! Ifyou are calling from a touchtone telephone,you may enter the extension anytime. If youdo...

EliteMail VMS/EliteMail Limited Issue 3 Reference 3 - 11 Set Up Numeric Directory Assistance Setting up numeric directory assistance involves these main steps: 1. Create a directory group for each group of subscribers (by location,schedule, or department) you want listed in the numeric directory att...

3 - 12 Directory Assistance Issue 3 EliteMail VMS/EliteMail Limited 7. To skip adding a System ID, press . 8. To add a System ID, enter up to 10 characters (either letters,numbers, or $), and press . 9. Record a name for the directory group or menu using a localconnection. For details, refer to Chap...

3 - 14 Directory Assistance Issue 3 EliteMail VMS/EliteMail Limited Remove a Choice from a Directory Menu Removing a choice from a directory menu does not delete the directorygroup or directory submenu from the system. It prevents the system fromlisting it on the directory menu one-key dialing menu....

3 - 16 Directory Assistance Issue 3 EliteMail VMS/EliteMail Limited Figure 3-6 Using Departments Box for Directory Assistance The Transaction Directory page for the departments box is shown in Figure 3-7 The Departments Box . You can use it as a model for any other call routing applications you migh...

EliteMail VMS/EliteMail Limited Issue 3 Reference 3 - 17 S ECTION 5 O FFER A UTOMATIC AND N UMERIC D IRECTORY A SSISTANCE You can also use transaction boxes to route callers to either automaticdirectory assistance or numeric directory assistance. For more details about how to use transaction boxes f...

Reference 4 - 1 Faxes and the Public Fax Box The voice mail system Public Fax Box provides fax detect, routing, andnotification for incoming faxes to eliminate the need for a separate dedicatedtelephone line for the fax machine. The system can send a public notice when a call is routed to the Public...

EliteMail VMS/EliteMail Limited Issue 3 Reference 4 - 3 Fax ID The System ID to reach the fax machine. The ID must be unique andcannot conflict with any other Personal IDs, Extension # IDs, orSystem IDs. Callers press this ID to send manual faxes. You shouldmention this ID in the opening greeting, s...

4 - 4 Faxes and the Public Fax Box Issue 3 EliteMail VMS/EliteMail Limited Alt Action Use this field to specify what should happen if the fax extension doesnot answer or is busy (and holding is not allowed). This optionrequires the Await Answer or Wait for Ringback call transfer. Enterthe letter for...

EliteMail VMS/EliteMail Limited Issue 3 Reference 4 - 5 If the fax machine is located in the same office with the operator orsystem manager, you should set the field to Voice (if you wantcallers to be able to record a message), or Never (callers are notasked to record a message). That way, the opera...

4 - 6 Faxes and the Public Fax Box Issue 3 EliteMail VMS/EliteMail Limited S ECTION 3 S ET THE CNG S TARTUP O PTION To use the Public Fax Box, you must add the CNG startup option to theStartup field on Line 58 of Application screen Page 6. This option sets thevoice mail system to recognize incoming ...

Reference 5 - 1 Guests Subscribers can provide a more personal interface through the voice mailsystem for special clients, contacts, friends, or family to greet them by nameand direct access to exchange messages with a particular subscriber. Such people are enrolled on the system as subscriber guest...

EliteMail VMS/EliteMail Limited Issue 3 Reference 5 - 3 The system then: Plays any messages the host left for the guest. Offers to take a message or reply from the guest or host. Says good-bye as follows: “If you’d like to try an extension, you may do so now (pause). Seeyou later!” The system conver...

Reference 6 - 1 Interview Boxes The system can ask callers a series of questions using an interview box. Aninterview box may be used to ask for names and addresses, take salesorders, or take names, problems and telephone numbers in a product supportorganization. Each interview box is owned by a subs...

6 - 2 Interview Boxes Issue 3 EliteMail VMS/EliteMail Limited A caller may route to an interview box in any of these ways: You can set the Action to route a caller to the interview box SystemID (For example, GotoID $PM) or set the Action to GotoID for a transaction box, a voice detect box, or the Op...

EliteMail VMS/EliteMail Limited Issue 3 Reference 6 - 3 Voice name Record a name for the interview box using a local connection. Fordetails, refer to Chapter 15 Recording Voice Fields . The system plays the recorded name to the subscriber who owns the box when itannounces that the box has messages. ...

6 - 4 Interview Boxes Issue 3 EliteMail VMS/EliteMail Limited After Select an applicable action to be taken after the interview iscompleted. The possible actions are the same as for transactionboxes, except that T (For Take-msg) is not allowed. The mostcommon actions after an interview are Say good-...

EliteMail VMS/EliteMail Limited Issue 3 Reference 6 - 5 S ECTION 3 D ELETE AN I NTERVIEW B OX 1. Sign in to the system, and press - to jump to the Transaction Directory. 2. Press or or use the Jump command to display the correct interview box. 3. Press for the Delete Menu. 4. Press to select Box. 5....

Reference 7 - 1 Keypad Maps Telephone manufacturers in many countries have tried to standardize thelocation of the letters that appear on a telephone keypad. For example, in theUnited States, A, B, and C are always on key 2. However, the location ofletters on the keypad can vary among countries and ...

7 - 2 Keypad Maps Issue 3 EliteMail VMS/EliteMail Limited Figure 7-1 Keypad Maps W i l d c a r d = 0 !" N o W i l d c a r d # $ % & ' & ( ) * + W i l d c a r d = 1 , ! " W i l d c a r d = 1 -. / - 0 ! " & W i l d c a r d = 1 ( f o r g r o u p s o n l y ) 1 '2 3 & 4 "

EliteMail VMS/EliteMail Limited Issue 3 Reference 7 - 3 S ECTION 2 C HECK THE K EYPAD M AP You can check the name of the current keypad map in the Keypad field on Line 56 of Figure 7-2 Application Screen Page 6 Showing Keypad Map . This field is for display only. Figure 7-2 Application Screen Page 6...

7 - 4 Keypad Maps Issue 3 EliteMail VMS/EliteMail Limited What do you want callers to hear? If the letters Q and Z do not appear on most caller telephonekeypads, consider using the Q=7, Z=9 keypad map. A system usingthis keypad map tells callers where to find Q and Z. Callers leavingmessages or usin...

Reference 8 - 1 Live Record/Live Monitoring Live Record allows subscribers to record a telephone conversation from anoutside caller and leave it as a message in a voice mailbox. Live Monitoringallows a subscriber to hear a message through the speaker of the telephoneas the message is being left by a...

8 - 2 Live Record/Live Monitoring Issue 3 EliteMail VMS/EliteMail Limited Figure 8-1 Live Record Settings Live Record beep interval Many locales require telephone systems to issue a beep duringconversations being recorded. This field allows you to set an interval(in seconds, from 0 to 65) for a shor...

EliteMail VMS/EliteMail Limited Issue 3 Reference 8 - 3 Figure 8-2 Live Record Features Programmed at Each Extension FUNCTION DESCRIPTION BUTTON Record Starts a recording:Enter the number of a voice mailbox anytime. The recording is sent when you end the call or the recording session. Required Pause...

EliteMail VMS/EliteMail Limited Issue 3 Reference 8 - 5 S ECTION 5 L IMITED R ECORDING T IME ON THE V OICE M AIL S YSTEM If a site uses Live Record frequently, System Managers should carefullymonitor available recording time. Recording time is displayed on theBanner Screen at the top right corner, j...

8 - 8 Live Record/Live Monitoring Issue 3 EliteMail VMS/EliteMail Limited S ECTION 10 L IVE M ONITORING O PERATING P ROCEDURES 1. Press the Feature Access key or One-Touch key assigned asLive Monitoring. 2. Dial the password (same as Station Outgoing Lockout password;default is ). 3. Live Monitoring...

Reference 9 - 1 Messages This chapter presents an overview of messages and their life cycle. It alsoexplains message options, that include: Edit Mark for special delivery. S ECTION 1 M ESSAGE T YPES The system handles messages differently depending on whether or not itknows the identity of the sende...

9 - 4 Messages Issue 3 EliteMail VMS/EliteMail Limited S ECTION 2 I DENTIFY Y OURSELF TO THE S YSTEM Subscribers who forget to enter a Personal ID when calling the system,are handled by the system like an outside caller and any messages theyleave are one-way messages or public messages. However, sub...

EliteMail VMS/EliteMail Limited Issue 3 Reference 9 - 5 If a subscriber is authorized to use special delivery options, the systemasks each time the subscriber records a message if the message shouldbe marked for special delivery. Subscribers can mark messages for more than one special deliveryoption...

9 - 8 Messages Issue 3 EliteMail VMS/EliteMail Limited Figure 9-1 Error Notices to Field on Application Screen Page 6 Like other voice messages, an error notice includes a day and timestamp and can be redirected to other subscribers or groups.However, you cannot reply to it. You can specify one or m...

9 - 10 Messages Issue 3 EliteMail VMS/EliteMail Limited The Message Delivery Conversation When the system calls to deliver a subscriber messages, it dials a numberthen waits for a certain number of rings for an answer. If the telephone isanswered, the system says: “This is the voice mail system call...

EliteMail VMS/EliteMail Limited Issue 3 Reference 9 - 11 Each field is explained in detail below. The fields that control messagewaiting lamps (Lamp #, Activate Lamps?, and On Now?) are describedin Section 13 Message Waiting Lamps. S ECTION 6 M ESSAGE D ELIVERY T ELEPHONE N UMBERS You can set four d...

9 - 14 Messages Issue 3 EliteMail VMS/EliteMail Limited Subscribers may use a touchtone telephone to turn message delivery onor off or change their delivery method between Each and Urgent.Subscribers cannot change between Batch and Urgent delivery bytelephone. To use Each or Urgent delivery, the aft...

EliteMail VMS/EliteMail Limited Issue 3 Reference 9 - 17 Set Default Urgent Message Delivery Number By default, delivery number #4 (Your spare telephone) is set for Urgentdelivery and is active 24 hours a day. Over the telephone, a subscriber canturn on message delivery to a spare telephone, set a m...

9 - 18 Messages Issue 3 EliteMail VMS/EliteMail Limited Use Special Characters for Pagers In most cases, you only need to call a pager to activate it. To set the voicemail system to call these pagers, enter the pager telephone number in thefield for the message delivery telephone number followed by ...

9 - 20 Messages Issue 3 EliteMail VMS/EliteMail Limited If a group member listens to only the beginning of the message then savesthe message as new, the system does not mark the message as received.Other group members may still retrieve the message until one of the groupmembers listens to the entire...

9 - 22 Messages Issue 3 EliteMail VMS/EliteMail Limited Last Contacted This field displays the date and time the member of the group lastreceived a group message. If the Last Contacted field is blank, themember has not received the most recent group message. Or, ifevery member Last Contacted field i...

EliteMail VMS/EliteMail Limited Issue 3 Reference 9 - 23 Use Numeric Access with Numbered Groups Numbered groups are usually used on systems with numeric access.Under numeric access, subscribers press a special System ID fornumbered groups, followed by the group number to send a messageto the group....

9 - 24 Messages Issue 3 EliteMail VMS/EliteMail Limited Choose Group Names and Numbers A group spelled name or number is important for two reasons. The systemsorts groups in the Groups Screen based on the name or number in theName field. Also, a subscriber uses the first three characters of the grou...

EliteMail VMS/EliteMail Limited Issue 3 Reference 9 - 25 Add Group Members at the Console 1. At the voice mail system Banner Screen, press to sign in. Enter a System Manager ID, and press . Enter the System Manager security code, and press . 2. Press - to display the Groups Screen. Press or (or use ...

9 - 26 Messages Issue 3 EliteMail VMS/EliteMail Limited 4. Press to remove the subscriber from the group. Press to remove the subscriber from the group. Press to cancel. 5. To remove other members from the group, repeat steps 3 and 4. Delete Groups or Group Messages at the Console 1. At the voice ma...

9 - 28 Messages Issue 3 EliteMail VMS/EliteMail Limited 3. Press (or use the Jump command) to display the subscriber. 4. Press the arrow keys to move to the subscriber Access field. Movethe cursor to the end of the field. Enter Y, and press . You do not need to change any other access codes in the f...

EliteMail VMS/EliteMail Limited Issue 3 Reference 9 - 29 Before you decide to cancel a message, you can find out who in the grouphas not heard it. For details on using message groups by telephone, referto the EliteMail VMS/EliteMail Limited Voice Mail User Guide #750178-0. Also Refer To: Chapter 10 ...

9 - 30 Messages Issue 3 EliteMail VMS/EliteMail Limited Constant Message Count EliteMail displays the number of new messages on NEC displaytelephones using a feature called Constant Message Count. WithConstant Message Count, the subscriber looks at the display telephoneLCD to determine how many new ...

EliteMail VMS/EliteMail Limited Issue 3 Reference 9 - 31 No New Messages When Constant Message Count is inactive or there are no new messages,the second line displays the day, date, and time. The Electra Elite – not thevoice mail system – controls the display showing the day, date, and time. S ECTIO...

EliteMail VMS/EliteMail Limited Issue 3 Reference 9 - 33 Optional Announcement of Total Messages Time The system can also announce the total time the messages last.This feature can be turned on or off for each subscriber. A subscribercould hear an announcement like this when first checking messages:...

EliteMail VMS/EliteMail Limited Issue 3 Reference 9 - 39 Whether the subscriber redirects the message or not, thesystem asks: “Would you like me to archive this?” If the subscriber answersYes the system saves the message for a programmed numberof days. If the subscriber responds no the system immedi...

9 - 40 Messages Issue 3 EliteMail VMS/EliteMail Limited To increase or decrease the number of seconds the systemmoves backward or forward for each press of the 7 or 9 key, theSystem Manager should increase or decrease the value in theSkip back time of # field. Subscribers can accelerate movingbackwa...

EliteMail VMS/EliteMail Limited Issue 3 Reference 9 - 41 • Repeat Press - during message playback to cause the system to function as if 7 were pressed. However, # can also be used torepeat the system yes-and-no questions and in messageplayback. A subscriber using menu mode, can press - to step back ...

EliteMail VMS/EliteMail Limited Issue 3 Reference 9 - 43 Here are some sample receipt summaries: “Hugh Yale got all your messages, and left a message...” “Sue Ying got your last message today at 1:30pm, but left no reply.” “Sue Ying hasn’t heard your last message, but left a message...” The Message ...

9 - 44 Messages Issue 3 EliteMail VMS/EliteMail Limited If someone opens a dispatch group message and saves it as new,the system does not send a message receipt. For dispatchmessages, the system sends a message receipt only after someonelistens to the entire message (and it becomes an old message). ...

EliteMail VMS/EliteMail Limited Issue 3 Reference 9 - 45 Avoid the following: • X and Z. The system automatically marks every message withreturn receipt requested. Subscriber can’t cancel the request. • Z only. The system plays receipt summaries and returnreceipts for each message, resulting in redu...

9 - 46 Messages Issue 3 EliteMail VMS/EliteMail Limited If the Action field is Take-msg, the system takes a message from anycaller who is routed to the box and passes through the Transfer andGreeting sections of the sequence. For example, if call transfer is activefor a subscriber, the voice mail sy...

EliteMail VMS/EliteMail Limited Issue 3 Reference 9 - 49 Beep on Record? When this field is Yes, the system plays a beep after requesting acaller to leave a message to tell the caller when to begin speaking. Disk full warning at mins left Use this field to control when the system warns subscribers t...

EliteMail VMS/EliteMail Limited Issue 3 Reference 9 - 51 Send Msg Urgent? Use this field to control whether or not messages left by outsidecallers should be marked urgent. Urgent messages are heard first ina subscriber message stack. Three values are allowed: After Msg Use this field to control what...

9 - 52 Messages Issue 3 EliteMail VMS/EliteMail Limited Figure 9-17 Message-Taking Fields on Application Screen Page 5 Message Counts When the Expanded Transfer Options window is closed, you can seethe following display-only message counts for a subscriber. New Msgs: 0 =0:00 Total: 0 =0:00 The first...

EliteMail VMS/EliteMail Limited Issue 3 Reference 9 - 53 Transaction Box Message Fields Transaction boxes can also take messages. The message-taking fields fora transaction box are shown below. These fields are only active if at leastone of the Day: or Nite: fields is Take-msg. The fields operate th...

9 - 54 Messages Issue 3 EliteMail VMS/EliteMail Limited Chapter 11 Opening Greeting Chapter 20 Subscribers Appendix B Action Codes S ECTION 13 M ESSAGE W AITING L AMPS The voice mail system can alert subscribers with new messages by turningon a message waiting indicator on the telephone. This elimin...

EliteMail VMS/EliteMail Limited Issue 3 Reference 9 - 55 Activate Lamps? Enter Yes to turn on the message waiting lamp function for anindividual subscriber. On Now? This field indicates the current state of the subscriber messagewaiting lamp. It can be changed manually when you are testing orresetti...

9 - 56 Messages Issue 3 EliteMail VMS/EliteMail Limited Retries: Use this field to set the number of times the system sends theMessage Lamp On or Message Lamp Off sequence to the subscriber telephone. Retries are necessary if the message waitinglamp does not light after a single attempt. Interval (m...

9 - 58 Messages Issue 3 EliteMail VMS/EliteMail Limited A/D (Answer/Dial out) This port answers incoming calls. When the port is not answering anincoming call, it dials out to deliver messages and to light messagewaiting lamps. A/L (Answer/Light Lamps) This port answers incoming calls. When the port...

Reference 10 - 1 Numeric Access The voice mail system is flexible enough to allow subscribers to leavemessages for subscribers, guests, and message groups by pressing eithernumbers or letters. This chapter describes how a system is set up for numericaccess. S ECTION 1 S ET U P THE S YSTEM FOR N UMER...

10 - 2 Numeric Access Issue 3 EliteMail VMS/EliteMail Limited S ECTION 2 L EAVE M ESSAGES B Y N UMBER A comparison of the conversation for numeric access and theconversation for lettered access is shown below: Figure 10-1 Comparison of Conversations for Numeric and Lettered Access Codes With numeric...

EliteMail VMS/EliteMail Limited Issue 3 Reference 10 - 3 Set Up Special System ID for Numbered Groups With numeric access, message groups have numbers instead of spelledgroup names. Subscribers send a message to a numbered group by firstpressing a special System ID for numbered groups, followed by t...

11 - 2 Opening Greeting Issue 3 EliteMail VMS/EliteMail Limited Each column on this screen represents one port. Line 11, the OpeningGreeting Box ID is the message box that contains the Day/Night openinggreeting. The bottom half of the screen shows the port-specific options set. Display Additional Po...

EliteMail VMS/EliteMail Limited Issue 3 Reference 11 - 3 Figure 11-2 AVPRMPT Subdirectory Location and Filename Each AVPRMPT file has sections that list the prompts in each prompt set.Each section contains a command ( QP= ) that defines which prompts in the prompt set should be used for Quick Play. ...

11 - 4 Opening Greeting Issue 3 EliteMail VMS/EliteMail Limited Change the Prompts Used for Quick Play You can edit the QP= command in the AVPRMPT file to change which prompts are used in Quick Play, or use one of these 3 AVPRMPT filesshipped with the system: AVPRMPT.ENV Includes the prompts used mo...

EliteMail VMS/EliteMail Limited Issue 3 Reference 11 - 5 Use Your Own List of Prompts in Quick Play You can also use your own list of prompts in Quick Play. To do this, youchange the prompts defined for Quick Play on the QP= lines in the AVPRMPT file. If you do this, choose only the prompts the syst...

11 - 6 Opening Greeting Issue 3 EliteMail VMS/EliteMail Limited Figure 11-4 Sample Music-on-Hold Prompts Used in Quick Play shows how to change the AVPRMPT file so that the music-on-hold prompts(holding prompts 23-32) are used in Quick Play. Turn Off Quick Play You can turn off the Quick Play featur...

Reference 12 - 1 Operator Box An automated attendant cannot completely replace a human operator. Thevoice mail system provides a special Application Screen, called the OperatorBox, for handling calls that go to the operator. Use the Operator Box to define the operator extension, call transfer settin...

12 - 2 Operator Box Issue 3 EliteMail VMS/EliteMail Limited If the caller does not press any touchtones while listening to the openinggreeting, the system automatically takes the action set in the action field ofthe $Greeting transaction directory. If the caller presses the Operator Box System ID (t...

EliteMail VMS/EliteMail Limited Issue 3 Reference 12 - 3 Await Answer Await-Ans is used when the operator does not answer calls. If theoperator does not answer a call routed through the voice mail systemafter the designated number of rings, the voice mail system plays theOperator Box greeting and pe...

12 - 4 Operator Box Issue 3 EliteMail VMS/EliteMail Limited The greeting does not have to be an actual greeting. It can be anymessage you wish. However, it should be consistent with the action takenafter the greeting. The actions you may select are described below. Default Greetings The Operator Box...

EliteMail VMS/EliteMail Limited Issue 3 Reference 12 - 5 Operator Messages Are Public Messages If you set the Operator Box action to T (take a message), any message leftin the Operator Box is a public message. This is because most callersreach this message box as a last resort, after trying to reach...

Reference 13 - 1 Port Applications S ECTION 1 S ET O PENING G REETING O PTIONS BY P ORT In most applications, the voice mail system answers every incoming call thesame way, regardless of which port the call comes in on. Refer to Figure 13-1 Application Screen Page 2 for 4-Port System . Program speci...

13 - 2 Port Applications Issue 3 EliteMail VMS/EliteMail Limited S ECTION 2 P ORT S TATUS O PTIONS The bottom part of the screen has port-specific options that control how aport is used for answering calls and/or dialing out, how many rings to waitbefore answering a call, and which Day Mode schedule...

EliteMail VMS/EliteMail Limited Issue 3 Reference 13 - 3 Lamp Light Lamps only. The port is dedicated to dialing out to lightmessage waiting lamps exclusively. The port does not dial out todeliver new messages or answer incoming calls. Msg Message Delivery only. The port is dedicated to dialing out ...

Reference 14 - 1 Public Interview Box and Public Messages The voice mail system provides a Public Interview Box in the TransactionDirectory. Messages left in the Public Interview Box or Operator Box or PublicFax Box are public messages that are available to all subscribers with publicmessage access....

14 - 2 Public Interview Box and Public Messages Issue 3 EliteMail VMS/EliteMail Limited Public Interview Box ID: $PM The Public Interview Box comes with a default $PM System ID. You canchange the box ID, but you cannot delete the Public Interview Box or add anew one. If you do change the box System ...

EliteMail VMS/EliteMail Limited Issue 3 Reference 14 - 3 S ECTION 3 D ELETE P UBLIC I NTERVIEW B OX M ESSAGES You can delete all messages in the Public Interview Box. You should delete Public Interview Box messages when system traffic islow. If the box has many messages, the system may not be able t...

Reference 15 - 1 Recording Voice Fields A voice field on a system screen allows access to a recording. The SystemManager accesses voice field recordings at the console. Subscribers canaccess some voice fields by telephone. Voice field recordings include:prompts, recorded names, greetings, introducti...

15 - 2 Recording Voice Fields Issue 3 EliteMail VMS/EliteMail Limited Many voice fields throughout the system store recordings by the SystemManager or individual subscribers, such as voice names, individualgreetings, or group voice names. S ECTION 2 H OW V OICE F IELDS A RE D ISPLAYED If a voice fie...

EliteMail VMS/EliteMail Limited Issue 3 Reference 15 - 3 Most prompts recorded in the system voice are displayed on the VoicePrompt Editor Screen. The Voice Prompt Editor has a prompt set for each language installed. Aprompt set is a group of prompts relating to a specific part of theconversation. T...

15 - 4 Recording Voice Fields Issue 3 EliteMail VMS/EliteMail Limited If you decide to record part of the system conversation, remember that thevoice mail system is often the first contact people have with yourorganization. The quality of the system recordings (the volume, tone,clarity, and timing) ...

EliteMail VMS/EliteMail Limited Issue 3 Reference 15 - 5 Establish a Local Connection To change any other voice field recording, use a telephone near theconsole, so you can speak into the telephone and reach the consolekeyboard at the same time: 1. Call the system. Monitor the port status found in t...

15 - 6 Recording Voice Fields Issue 3 EliteMail VMS/EliteMail Limited Listen to the Recording After you make a recording, listen to it to verify that it is correct. 1. If necessary, establish a local connection. 2. Move the cursor to highlight the voice field containing the recordingyou want to hear...

EliteMail VMS/EliteMail Limited Issue 3 Reference 15 - 7 Copy a sound file to a voice field: 1. Sign in to the system and highlight the voice field where you want tocopy the recording. 2. Press . The system displays the Command Menu. 3. Press to Copy. 4. Press ! for Into current field. 5. Enter the ...

EliteMail VMS/EliteMail Limited Issue 3 Reference 15 - 9 5. Enter SILENCE, and press . The system asks if you want to append or replace the prompt. 6. Press / to append the silence or press 8 to record only silence in the field. The voice field displays how many seconds the recording,including the s...

16 - 2 Reports Issue 3 EliteMail VMS/EliteMail Limited The system can store a file for each of the last 365 days, but to conservedisk space you should set the value in the Call Report Aging field to no more than 31 days. If you choose a start date for a report that is earlier than the number of days...

EliteMail VMS/EliteMail Limited Issue 3 Reference 16 - 3 The bar graph report for the entire system shows the percentage ofeach hour that the voice mail system ports were in use. Refer to Figure 16-3 Sample System Usage Bar Graph Report . This percentage equals the number of minutes the ports were b...

EliteMail VMS/EliteMail Limited Issue 3 Reference 16 - 5 S ECTION 3 D IRECTORY R EPORTS Directory reports show you the structure of the system, its subscribers,System IDs, message groups, and numeric directory assistance. You canrun the report for everyone enrolled in the system, for all Extension #...

16 - 6 Reports Issue 3 EliteMail VMS/EliteMail Limited Figure 16-7 Extension List Report The Extension List uses these codes: Y Yes N No X A telephone extension that matches subscriber Extension # ID A Await Answer call transfer R Release call transfer W Wait for Ringback call transfer In the transf...

EliteMail VMS/EliteMail Limited Issue 3 Reference 16 - 7 When listing groups owned by an individual subscriber, the reportincludes open and private groups. Figure 16-8 Group List Group Membership Lists all members of a group. Refer to Figure 16-9 Group Membership . It also includes the last time a m...

16 - 10 Reports Issue 3 EliteMail VMS/EliteMail Limited Figure 16-14 Call Log Data Fields FIELD LENGTH DESCRIPTION Port 2 Voice mail answering port answering this call. Date 10 Date of call: YYMMDD format. Time 10 Time of call: HH:MM:SS format. Call Length 4 Duration in seconds Origin 3 A – Answered...

EliteMail VMS/EliteMail Limited Issue 3 Reference 16 - 11 S ECTION 6 E RROR L OG This report lists system errors, including the error code, the port on whichthe error occurred, and the date and time the error occurred. Use thisreport to identify system problems. Write down the error code and contact...

16 - 14 Reports Issue 3 EliteMail VMS/EliteMail Limited S ECTION 9 C HOOSE THE R EPORT O UTPUT After a report is created, you can view it on-screen or copy it to a new diskfile that can be imported to other programs. View a Report On Screen 1. Run the report. The Output Menu is displayed. 2. Press ....

EliteMail VMS/EliteMail Limited Issue 3 Reference 16 - 15 Copy the Report to a File 1. Run the report. The system displays the Output Menu. 2. Press to highlight Copy, and press . 3. Select a filename for the report. By default, the system displays the filename that appears at the top of theOutput M...

16 - 16 Reports Issue 3 EliteMail VMS/EliteMail Limited Figure 16-16 Filenames for Reports Use the Previous Report Option to View Other Files You can use the Previous Report option to view a text file on a floppy diskor the system hard drive without shutting down the voice mail software. 1. At the R...

Reference 17 - 1 Schedules Most offices are not open around the clock. You can configure the voice mailsystem to handle calls differently during the hours your company is closed.You define for the system the hours and days of the week your office is openfor business. You can also specify holidays wh...

17 - 2 Schedules Issue 3 EliteMail VMS/EliteMail Limited S ECTION 2 M ULTIPLE S CHEDULES You can define up to four different Day Mode schedules (#1 - #4) thenassign particular system ports or transaction boxes a different Day Modeschedule. For example, if you had a Customer Service Department thatwa...

17 - 4 Schedules Issue 3 EliteMail VMS/EliteMail Limited S ECTION 5 C HANGE C URRENT S CHEDULE B Y T ELEPHONE 1. Call the system and sign in with your Personal ID and security code. 2. Press 0 to skip to the System Manager conversation. 3. Press 9 to skip to the system schedule options. S ECTION 6 H...

EliteMail VMS/EliteMail Limited Issue 3 Reference 17 - 5 S ECTION 8 S ET D AYLIGHT S AVINGS T IME You may configure the system to automatically adjust to Daylight SavingsTime. To activate this feature, set the Daylight Savings? field to Yes. In the Date On and Off fields, enter the dates that Daylig...

EliteMail VMS/EliteMail Limited Issue 3 Reference 18 - 3 Day or Night Mode Between the time and date, the system shows either DAY or NIGHT,depending on whether Schedule #1 is in Day Mode or Night Mode. Keylock Status Just below the date and time is an area that shows if the Caps Lock , Numb Lock , o...

18 - 4 Screens Issue 3 EliteMail VMS/EliteMail Limited One-line Reminder At the bottom of the screen, immediately below the function key list,is a one-line reminder. This tells you what the system expects you toenter. As you enter information in the system, watch this area forquick reminders. Refer ...

EliteMail VMS/EliteMail Limited Issue 3 Reference 18 - 9 Voice Name The Operator Box recorded name. Rings This field indicates the number of times the voice mail system shouldring the operator extension before taking the next step in theTransfer Greeting Action structure for Await Answer and Wait fo...

EliteMail VMS/EliteMail Limited Issue 3 Reference 18 - 13 Transfer Controls if and how calls are transferred to a subscriber telephoneextension. For more details, refer to Chapter 2 Section 2 Call Transfer on page 2-11 , Section 3 Screen Calls on page 2-16 , and Chapter 9 Section 12 Take a Message o...

18 - 14 Screens Issue 3 EliteMail VMS/EliteMail Limited Expanded Transfer Options Press - , then press , and press to view additional call transfer settings on Application screen Page 5. Refer to Figure 18-10 Application Screen Page 5 with Expanded Transfer Options For more details, refer to Chapter...

EliteMail VMS/EliteMail Limited Issue 3 Reference 18 - 15 S ECTION 8 A PPLICATION S CREEN P AGE 6 Use Page 6 to configure system-wide parameters. Figure 18-11 Application Screen Page 6 . Figure 18-11 Application Screen Page 6 Maximum Message Life The number of days the system keeps a new message on ...

EliteMail VMS/EliteMail Limited Issue 3 Reference 18 - 23 S ECTION 13 G ROUPS S CREEN Use the Groups Screen to set up message groups, directory groups, anddirectory menus. Message Group Use a message group to send the same message to several subscribersat once. Refer to Figure 18-16 A Message Group ...

18 - 24 Screens Issue 3 EliteMail VMS/EliteMail Limited Directory Group Lets you create numeric directory assistance. Refer to Figure 18-17 A Directory Group . The fields on this screen are described in detail in Chapter 3 Directory Assistance . Figure 18-17 A Directory Group Name The directory grou...

EliteMail VMS/EliteMail Limited Issue 3 Reference 18 - 25 Directory Menu A one-key dialing menu for numeric directory assistance. Refer to Figure 18-18 A Directory Menu . For details, refer to Chapter 3 Directory Assistance . Figure 18-18 A Directory Menu Name The directory menu name. DIRECTORY Menu...

18 - 28 Screens Issue 3 EliteMail VMS/EliteMail Limited Edits OK? Applies only if the Action field is Take-msg and controls whether ornot outside callers are asked if they want to add to, listen to, or recordtheir message again. Refer to Chapter 9 Section 12 Take a Message on page 9-45 . Send Msg Ur...

EliteMail VMS/EliteMail Limited Issue 3 Reference 18 - 29 Voice name The interview box recorded name. Question The recording for each of the questions in the interview and thenumber of seconds the question lasts. You can record up to 20questions per interview. Reply The time in seconds outside calle...

18 - 30 Screens Issue 3 EliteMail VMS/EliteMail Limited Voice Detect You can use voice detect boxes to program the voice mail system torecognize when an outside caller says Yes or remains silent to answer aquestion. Refer to Figure 18-22 Sample Voice Detect Box . This screen is described in detail i...

18 - 36 Screens Issue 3 EliteMail VMS/EliteMail Limited S ECTION 18 S WITCH S ETUP S CREEN P AGE 3 Use Line 20 through Line 28 on Page 3 to modify ring detection values.Refer to Figure 18-26 Switch Setup Screen Page 3 . The fields on this screen should be changed only if you are experiencing problem...

19 - 2 Security Codes Issue 3 EliteMail VMS/EliteMail Limited S ECTION 3 U SE A S ECURITY C ODE When a subscriber who has set a security code calls the system andenters a Personal ID, the system asks: “Please enter your personal security code.” The subscriber then enters the security code on the key...

EliteMail VMS/EliteMail Limited Issue 3 Reference 19 - 3 If your organization uses the first-time enrollment conversation, you canfurther protect the voice mail system by limiting the number of unusedvoice mailboxes on the system. Check the Personal Directory frequently tofind out if new subscribers...

19 - 4 Security Codes Issue 3 EliteMail VMS/EliteMail Limited Delete a subscriber security code at the console 1. Press to sign in at the voice mail system Banner Screen. 2. Enter a System Manager ID, and press . If asked, enter the System Manager security code, and press . 3. Press - to jump to the...

Reference 20 - 1 Subscribers Most people enrolled in the voice mail system are called subscribers. Asubscriber can receive messages from outside callers, leave messages forother subscribers, be a host for guests, create message groups by telephone,and use many of the system voice mail and automated ...

EliteMail VMS/EliteMail Limited Issue 3 Reference 20 - 7 Remove an access code 1. Highlight the [ ] to the left of the description of the code. 2. Press #" . 3. Repeat steps 1 and 2 for each access codes to delete. 4. Press to close the Access Code Options window. S ECTION 5 E XPANDED T RANSFER ...

20 - 10 Subscribers Issue 3 EliteMail VMS/EliteMail Limited Set up the personal secretary feature for a subscriber Use the Action field to tell the system how to handle the caller if notouchtones are entered during the subscriber greeting. Use the After Msg field if you want the system to automatica...

EliteMail VMS/EliteMail Limited Issue 3 Reference 20 - 11 The Main Steps to Add Subscribers Program the default settings for new subscribers. Set the fields for thefeatures most subscribers use, including access codes, call transfer, callholding, message notification and delivery, and the enrollment...

20 - 12 Subscribers Issue 3 EliteMail VMS/EliteMail Limited 1. At the voice mail system Banner Screen, press to sign in. Enter a System Manager ID, and press . If asked, enter the System Manager security code, and press . 2. Press - to display the Personal Directory. 3. Press to Add. 4. Press to sel...

EliteMail VMS/EliteMail Limited Issue 3 Reference 20 - 13 Figure 20-6 Subscriber Added by Range Record a Name Unless the system is using the enrollment conversation, record a voicename for each subscriber you add to the system. Refer to Chapter 15 Recording Voice Fields . S ECTION 8 P ERSONAL G REET...

EliteMail VMS/EliteMail Limited Issue 3 Reference 20 - 15 Active This field tells you whether the standard (STD) or alternate (ALT)greeting is currently active. The internal greeting is used only when the standard greeting isactive. Int This field indicates when the subscriber internal greeting is a...

EliteMail VMS/EliteMail Limited Issue 3 Reference 20 - 17 S ECTION 10 T HE S UBSCRIBER C ONVERSATION Subscribers use the voice mail system by calling from any touchtonetelephone and entering a Personal ID and security code. Most subscribersuse the system by answering a series of yes-and-no questions...

20 - 18 Subscribers Issue 3 EliteMail VMS/EliteMail Limited Quick Option Menus Some subscribers may want to hear special quick option menus in place ofthe yes-and-no subscriber conversation. To do this, add the M accesscode to the subscriber Access field. For details on the quick keysequences and ho...

Reference 21 - 1 Switch Setup The voice mail system works with the NEC Electra Elite telephone system (orswitch) at the Switch Setup screen. The voice mail system is shipped withpredefined parameters for each NEC telephone system, and filling in the fieldson the Switch Setup screen usually is as eas...

21 - 2 Switch Setup Issue 3 EliteMail VMS/EliteMail Limited The Switch Setup screen sets the following information about the NECElectra Elite telephone system: Call transfer access codes Message waiting lamp activation codes Outdial access code DTMF (touchtone) sensitivity Ring and busy cycle charac...

21 - 8 Switch Setup Issue 3 EliteMail VMS/EliteMail Limited S ECTION 10 C ONTROL C ALL H OLDING When the voice mail system tries to transfer a call and the line is busy, thecaller can hold until the line becomes free. This process is described inCall Holding. The following field on Switch Setup scre...

EliteMail VMS/EliteMail Limited Issue 3 Reference 21 - 11 Switch Setup screen Page 3, Lines 20 through 28 list the fields that tell thevoice mail system what signal patterns to expect on the NEC Electra Elitetelephone system. Refer to Figure 21-6 Switch Setup Screen Page 3 . Figure 21-6 Switch Setup...

Reference 22 - 1 System IDs System IDs are crucial to proper system operation. They route calls to theproper extensions and mailboxes and can be used to link boxes for advancedcall routing and audiotext features. Each subscriber, guest, interview box, transaction box, voice detect box,directory grou...

22 - 2 System IDs Issue 3 EliteMail VMS/EliteMail Limited Extension # IDs The caller dials An Extension # ID to reach a subscriber. Think of it asthe address of the subscriber voice mailbox on the system. Usually an Extension # ID matches a subscriber actual telephoneextension number. However, this ...

EliteMail VMS/EliteMail Limited Issue 3 Reference 22 - 3 S ECTION 2 S PECIAL S YSTEM ID FOR N UMBERED G ROUPS You may allow subscribers to leave messages for message groups bypressing numbers to identify the group, instead of spelling the groupname. To allow subscribers to do this, you enter a speci...

22 - 4 System IDs Issue 3 EliteMail VMS/EliteMail Limited S ECTION 4 H OW THE S YSTEM L ISTENS FOR ID S When the system asks a subscriber a question, it listens for touchtonesthat indicate the subscriber answer, usually 1 for yes, 2 for no, or a quickoption menu choice. When the system asks for an e...

EliteMail VMS/EliteMail Limited Issue 3 Reference 22 - 7 Ranges of System IDs You may want to assign particular ranges of IDs to a particular purpose.You could reserve System IDs 10 through 19 for menus (transactionboxes) that can be accessed by outside callers, IDs 200 to 399 forExtension # IDs for...

22 - 8 System IDs Issue 3 EliteMail VMS/EliteMail Limited The following rules apply for System IDs: Each System ID must be unique. Each System ID can have up to 10 characters, but can vary in length. A shorter System ID cannot duplicate the beginning digits of another,longer System ID ( e.g. , 234 a...

EliteMail VMS/EliteMail Limited Issue 3 Reference 22 - 9 Sample Boxes and Directories Three sample transaction boxes and one sample voice detect box areincluded in the default system. You can study these examples to see howSystem IDs are used. These examples are not required features of thesystem. Y...

Reference 23 - 1 System Manager The System Manager is responsible for day-to-day management of the voicemail system. System Managers can sign in at the computer console to modify system fields,create subscribers, groups, guests, or other boxes. Only System Managerscan record voice prompts or fields ...

23 - 2 System Manager Issue 3 EliteMail VMS/EliteMail Limited S ECTION 3 C REATE S YSTEM M ANAGERS Only a System Manager can create or demote another System Manager.Before you can create another System Manager that subscriber must beenrolled on the system. Promote a subscriber to a System Manager 1....

EliteMail VMS/EliteMail Limited Issue 3 Reference 23 - 3 S ECTION 4 I MPROVED S YSTEM M ANAGER C ONVERSATION The new System Manager conversation is easy to access and allows theSystem Manager to maintain the voice messaging system over thetelephone. After you have System Manager access in the consol...

Reference 24 - 1 Transaction Boxes A transaction box is a special mailbox that you can use to program special callrouting, create menus, or provide announcements of recorded information. The applications for transaction boxes can be as simple or complex as youwish. Some organizations use transaction...

24 - 2 Transaction Boxes Issue 3 EliteMail VMS/EliteMail Limited Figure 24-1 Sample Transaction Box Each box has a spelled name, a unique System ID, and an owner. Theowner name is displayed in the Transaction Box of field in the upper-rightcorner of the screen. The owner of the box receives all mess...

EliteMail VMS/EliteMail Limited Issue 3 Reference 24 - 5 After Msg This field controls how the system handles the call after recording amessage from the caller and applies only if the Action field isTake-msg. S ECTION 3 O NE -K EY D IALING (S INGLE -D IGIT M ENUS ) This section at the bottom of the ...

24 - 6 Transaction Boxes Issue 3 EliteMail VMS/EliteMail Limited Delay between Single Digits You can set the system to pause a certain number of seconds foradditional touchtones before routing the call according to any transactionbox one-key-dialing menu. Figure 24-2 Startup Options, Application Scr...

EliteMail VMS/EliteMail Limited Issue 3 Reference 24 - 7 S ECTION 4 S AMPLE T RANSACTION B OXES The voice mail system includes sample transaction boxes. The samplesillustrate how you might use transaction boxes to handle sales calls andtechnical support calls. These sample transaction boxes are: Fig...

24 - 8 Transaction Boxes Issue 3 EliteMail VMS/EliteMail Limited If the caller does not press any touchtones during the greeting, the systemtransfers the call to the operator. One-key dialing is programmed for thisbox. If the caller presses 1, the system routes the call to transaction box700. If the...

EliteMail VMS/EliteMail Limited Issue 3 Reference 24 - 9 Figure 24-5 Sample Technical Support Box This box plays the greeting: “ All of our support lines are currently busy. Please leave your name and number and someone will return your call.” S ECTION 5 T HE T RANSACTION B OX O WNER Before adding a...

24 - 10 Transaction Boxes Issue 3 EliteMail VMS/EliteMail Limited Record Transaction Box Greetings by Telephone The transaction box owner can record the transaction box greeting fromany touchtone telephone. Transaction box owners who use numeric access cannot record atransaction box greeting by tele...

EliteMail VMS/EliteMail Limited Issue 3 Reference 24 - 11 Add Transaction Boxes by Range To speed up adding transaction boxes to the system, you can add manyboxes at once in a range of System IDs. This process may take several minutes and keep the system fromanswering calls, depending on how many tr...

24 - 12 Transaction Boxes Issue 3 EliteMail VMS/EliteMail Limited After the system adds the range of System IDs, look through theTransaction Directory to find the new boxes. On systems with letteredkeypad maps, each new transaction box has a three-letter spelled namethat corresponds to the System ID...

EliteMail VMS/EliteMail Limited Issue 3 Reference 25 - 3 Call Transfer Type This unlabeled field, below the Nite? field, sets the way the voicemail system transfers calls to the NEC telephone system and can be:Await-Ans (Await Answer), Release, or Wait-Ring (Wait forRingback). For details on the cal...

25 - 4 Voice Detect Issue 3 EliteMail VMS/EliteMail Limited Action Day:/Nite: In a voice detect application, the Action is taken only if the callerpresses a touchtone during the voice detect box greeting. If youdecide to set an Action for the voice detect box, the Actions you canchoose are: G Go to ...

EliteMail VMS/EliteMail Limited Issue 3 Reference 25 - 5 S ECTION 3 S ET U P A V OICE D ETECT A PPLICATION To set up a voice detect application 1. Plan the voice detect application Decide how many voice detect boxes you need, and how callers arerouted to them. Each voice detect box offers two choice...

25 - 6 Voice Detect Issue 3 EliteMail VMS/EliteMail Limited Example: Use Voice Detect for Operator Transfers You can use the voice detect feature to verify that a caller is still on the linebefore the caller reaches the Operator Box. With voice detect, the systemasks a caller to say Yes before the c...

EliteMail VMS/EliteMail Limited Issue 3 Reference 25 - 7 Use voice detect before routing callers to the Operator Box 1. Add a voice detect box and a transaction box to handle calls for theoperator For details, refer to Chapter 24 Transaction Boxes . For the voice detect box: Record a name and greeti...

25 - 10 Voice Detect Issue 3 EliteMail VMS/EliteMail Limited Record a Greeting for the Voice Detect Box You can record the greeting or announcement you want callers tohear when they reach this voice detect box. When the standardgreeting is active, but not recorded, the system plays one of thesedefau...

EliteMail VMS/EliteMail Limited Issue 3 Reference 25 - 11 Delete the messages for a voice detect box 1. Sign in to the system, and press - to view the Transaction Directory. 2. Press repeatedly (or use the Jump command), to display the voice detect box you want to delete. 3. Press . 4. Press until y...

25 - 12 Voice Detect Issue 3 EliteMail VMS/EliteMail Limited S ECTION 7 T EST THE V OICE D ETECT A PPLICATION Always test a voice detect application after you set it up. Call the systemand check that the system handles the call correctly when you say Yesand when you remain silent. A voice detect box...

EliteMail VMS/EliteMail Limited Issue 3 Reference 25 - 13 Figure 25-6 Maximum Time to Wait for Voice Field Change the time outside callers can wait before speaking 1. Sign in to the system, and press - # to view the Switch Setup screen. Press to view Page 3. 2. Press until you highlight the Max time...

Reference 26 - 1 Back Up and Restore The backup and restore functions of EliteMail VMS/EliteMail Limited arelargely self-functioning. CoSession is used when a technician performsmanual backup or restore functions. CoSession, a communication software tool available from NEC, is used forEliteMail to p...

26 - 2 Back Up and Restore Issue 3 EliteMail VMS/EliteMail Limited Archive is not a replacement for the total system backup described below.The conditions that can damage data in the working directories can alsodamage the archive, but this is less likely. Feature Input/Output Archive This feature re...

EliteMail VMS/EliteMail Limited Issue 3 Reference 26 - 3 User Interface Archive The system manager sets the time to archive the database files from theconsole. He enters time and day archive in the Daily, Weekly, andMonthly surrender to DOS fields on the application general settingsscreen. When the ...

26 - 4 Back Up and Restore Issue 3 EliteMail VMS/EliteMail Limited The second method requires the technician to initiate restore byattaching to the system using CoSession, exiting voice mailapplication to DOS, and running one of three batch files (Archive 1,Archive 2, or Defaults). The technician mu...

EliteMail VMS/EliteMail Limited Issue 3 Reference 26 - 5 Begin the backup/restore function 1. Connect to EliteMail VMS/EliteMail Limited using CoSession. 2. Exit to DOS from voice mail application on EliteMail. 3. At Utility Menu, select option 3. 4. Press Alt key and left Shift simultaneously. 5. T...

26 - 6 Back Up and Restore Issue 3 EliteMail VMS/EliteMail Limited The directory exists and does not contain a previous backup The utility continues the backup. The utility then displays the EliteMail directory to be backed up and thelocal directory used for backup, and asks: Is this correct? (Y/N)....

EliteMail VMS/EliteMail Limited Issue 3 Reference 26 - 7 Configure This option allows the technician to define how to communicate withEliteMail from the support PC. The configuration must be established priorto the first EliteMail backup. Parameters set here must match those set inthe CoSession conf...

26 - 8 Back Up and Restore Issue 3 EliteMail VMS/EliteMail Limited Baud rate This defines serial communication speed between the support PCand EliteMail. Default (maximum) speed is 19200. Local COM port This defines the communication port on the support PC used toconnect to EliteMail. After all para...

Reference A - 1 Access Codes A No Setup Options AccessSubscriber cannot change options by telephone. Access codes A and T may be combined to deny access to all setup options except personal greetings. B No Receipt SummaryThe system does not tell the subscriber that messages were received, unless the...

A - 2 Access Codes Issue 3 EliteMail VMS/EliteMail Limited M Menu Mode ExclusivelySubscriber hears the system quick option menus for all voice mail features, instead of yes-and-no conversation. This code cancels the T access code. N Hands-free Message RetrievalThis code turns on hands-free message r...

EliteMail VMS/EliteMail Limited Issue 3 Reference A - 3 Z Automatic Return ReceiptThe system automatically marks every message sent by the subscriber for return receipt requested. To avoid redundant return receipts and receipt summary announcements, neveruse Z without also using access code B.

Reference B - 1 Action Codes G Go to System IDThe system routes the call to another System ID. You mustenter a valid System ID directly to the right of the GotoID arrow. ( e.g. , GotoID $PM routes a call to the Public Interview Box.) Do not create a closed loop of linked SystemIDs, in which each ID ...

Reference C - 1 Call Transfer Options A Announce The person who answers the telephone hears a beep beforebeing connected to the caller. This lets the operator knowexactly when the call is being connected or that a call is anoutside call. C Confirm Before a call is transferred, the person who answers...

Reference D - 1 Console Shortcut Keys These keys jump to a console screen: - / Application Screen - Personal Directory Screen - Groups Screen - Transaction Directory Screen - Voice Prompt Editor Screen - # Switch Setup Screen These keys move between pages of a particular screen (pages are listedalph...

Reference E - 1 Special Dialing Characters You may include the following special characters in telephone numbers dialedby the voice mail system. They affect how the voice mail system dials thesenumbers. The timing characteristics of the special characters (,), (;), (&) and(%) can be changed on S...

Reference F - 1 Integration Option Codes I n an integration, both the NEC Electra Elite telephone system and the voice mail system share information on the origin and destination of calls. Theintegration option codes are entered on Line 2 of Switch Setup Screen Page 1to help the NEC Electra Elite te...

F - 2 Integration Option Codes Issue 3 EliteMail VMS/EliteMail Limited SKT=n, n This option controls softkey timeout. Two separate timers are used.The first timer controls the time that the softkeys are displayed whenfirst calling in to voice mail. If softkeys are not pressed, the systemchanges to n...

Issue 3 EliteMail VMS/EliteMail Limited 2 Glossary Audiotext Messages Found in transaction boxes, audiotext messages are used to deliverinformation to a caller or lead a caller through a series of questions. Auto Dial Automatically routes caller to subscriber Extension # ID from theautomatic directo...

Issue 3 EliteMail VMS/EliteMail Limited 8 Glossary Personal Secretary Ensures every important call for a subscriber is answered. If thesubscriber is unavailable, callers can be routed to another extensionautomatically or can make a menu selection to choose where to routethe call. Port A telephone ch...

EliteMail VMS/EliteMail Limited Issue 3 Glossary 9 Screening Options Call transfer options that the subscriber can turn on and off bytelephone. This field may or may not include call screening codes ( e.g. , C, I, M, or S). Spelled Name The name or three-character sequence that is displayed in the N...