Vodavi Infostar VX2 Instruction Manual

System Administrator’s Manual Part Number 770804B April 1992 Including Software Version 3.0 Supplement cl 1 7 4 Li 7 7 * *I 1 5 8l Ot

Table of Contents Section Page Section 8 - Custom Call Routing 8.1 lNTRODUCTION ... ...

Custom Call Routing The following steps are used to create a CCR plan: l Design the routing plan and menus (greetings) @ Program th

Custom Call Routing 8.2.2 HOW DO CALLS GET TO CCR? Calls can reach CCR either directly from the Run Dialogue screen when the scre

Custom Call Routing OPERATOR The a digit on each,CCR Mailbox screen should be programmed to route the caller to an extension in the

Custom Call Routing 8.3.1 MAILBOX TYPES The Mailbox Type defines the function of a mailbox. A number of mailbox types have been ad

Custom Call Routing Type 301 Type 302 Type 303 Type 304 Type 305 Type 306 Type 307 Type 308 Type 309 Type 310 Type 311 Type 312 Type 31

Custom Call Routing 8.4 CCR MAILBOX SCREEN Once the CCR plan has been designed, the CCR Mailbox screen is used to enter the plan

Custom Call Routing [CCR MAILBOX SCREEN] CMP 1-l CCR[ -1 Kx# t-II MSG KUST BE HEARD (Y/N) [N] OPEN [ -1 L:- - : ] FROM/TO OTHER TIMES

Custom Call Routing MAX TIME OUT ERRORS Enter the number of times a caller can cause a time out (by not pressing a key within 5

Custom Call Routing 8.4.2 MODIFYING A CUSTOM CALL RECORD From the Main Menu press the Fl key, then press 4. The CCR Mailbox screen

Custom Call Routing 8.5 RECORDING A MENU/GREETING The greeting for each menu is recorded using both the system administrator’s mailbox

Table of Contents Section , Section 9 - Outdial Page 9.1 INTRODUCTION ... 9.1 9.

Custom Call Routing 8.6.1 RUN DIALOGUE SCREEN To program the Run Dialogue with the starting point of your CCR plan: 1. Take the syst

Custom Call Routing 8.8 EXAMPLE 1 Let’s take the example that was described on the first two pages of this section, fill in the

Custom Call Routing 8.8.1 CREATE THE MAILBOXES Aside from subscriber mailboxes, the following special purpose mailboxes must be create

Custom Call Routing 20. Press the F5 key to save the information, The system prompts for confirmation. Press Y to save, or N to retu

Custom Call Routing 5. Press the I key. The CCR Mailbox screen appears. 6. Select CCR Mailbox 1 and message number 1. The F9 and FlO key

Custom Call Routing 8.9 EXAMPLE 2 This example shows a CCR plan using hunt groups, extension numbers, bulletin board mailboxes, and

Custom Call Routing ment containing the company’s business hours and other general information. The voice mail function of the system

Custom Call Routing 8.92 WHY HAVE TWO MAIN MENUS DOING THE SAME THING? ABC Cars has two different working hour schedules: one for

Custom Call Routing 8.9.6 PROGRAMMING THE CCR MAILBOX SCREEN MAIN GREETING/MENU This example requires several CCR Mailboxes to be crea

Custom Call Routing If the caller presses a 4, route the call to CCR record 1 message 4. Each message is another menu. If the c

Table of Contents Section Page .. 10.8 UNINITIALIZED MAILBOX REPORT (N REPORT) ... 10.13 10.8.1 ACCESSING TH

Custom Call Routing NEW CAR SALES Now we have to program a CCR record for New Car Sales. 1. Enter EXC for the company. The curso

Custom Call Routing PARTS DEPARTMENT And finally the Parts department: , 1. Enter EXC for the company. The cursor moves to CCR. 2. E

Custom Call Routing 8.9.7 RECORD GREETINGS FOR THE BULLETIN BOARD MAILBOXES Mailbox 2001 is the bulletin board mailbox used to give

Custom Call Routing 13. Display CCR 0000001 Msg# 3 on the screen. Record a greeting similar to the following, then pressm. “New Car

Custom Call Routing 8.10 EXAMPLE 3 - CCR AS AN AUTO ATTENDANT Custom Call Routing can also perform the same tasks as the automated

Custom Call Routing 8.10.3 CHANGE THE CCR MENU/GREETINGS The weekday and Saturday greeting must be recorded with instructions includin

Custom Call Routing CCRMAILBOX[ 1 [ , RECORD MESSAGE # OPEN [ 1 r: - : 1 - DAYS OF FROM TO THE WEEK DESTINATION MUST HEZAR ENTIRE GREETI

Section 9 - Outdial . 9.1 INTRODUCTION The system uses the optional outdial feature to call subscribers and notify them that a new

Outdial 9.3 SYSTEM ADMINISTRATIQN As system administrator, you program each mailbox to allow outdialing using the Mailbox Set-up screen.

Outdial 9.4.1 BBX FUNCTIONS SCREEN - OUTDIAL The PBX Functions screen is used to integrate the message waiting indication (MWI) and

Section 1 - Introduction 1 .I INTRODUCTION The INFOSTAR”/VX2 is a compact high performance voice processing system which connects to

Outdial 2. Enter OCL. The system prompts for confirmation. Press Y. The present PBX Functions programming is displayed. , 3. Press the

Outdial 1. Enter EXC for the company. The cursor moves to Mailbox. 2. Enter the mailbox number to be programmed, and press the RETURN

Outdial [MAILBOX BIN NUMBER SCREEN] This Is an example of a possible dialing sequence needed , for a display pager. The sequence va

Outdial 9.4.4 OUTDIAL SCHEDULE The Outdial Schedule screen is used to program the user’s schedule. Each subscriber can have an out-

Outdial PCMA , Sched From Until Bin1 Attempt Bin2 Override Status Outdial Canceled Priority Message Call After - how long after a priorit

Outdial 8. Enter the amount of time the system is to wait after receiving a message before outdialing. Enter a single digit l-9 for

Outdial MODIFYING A SCHEDULE From the Main Menu press the Fl key, press 8, press 7, then press 1. The programming screen ap- pears.

Outdial 9.4.5 OUTDIAL PARAMETERS SCREEN The Outdial Parameters screen is used to program the maximum number of retires and the time

Outdial 4. Enter the desired delay between tries in seconds for this class of service, then press the RETURN key. The cursor moves to

Outdial 9.5 SUBSCRIBER PROGRAMMING 9.5.1 OUTDIAL BINS The first task in creating an outdial schedule is to program the telephone numb

Introduction 1.1.2 MAILBOXES As messages are recorded, they need to be stored in such a way that they can be retrieved efficiently.

Outdial ERASE AN OUTDIAL BIN To erase an outdial bin: 1. From the main menu, press q for personal options. 2. Press El for message no

Outdial ADD AN OUTDIAL SCHEDULE ~+~-~Y~+~ Weekday + m Schedule 1 - Outdial Add Admit-t R 2 Weekend cl 2 Schedule 2 Cl ?I Override schedule

Outdial REVIEW AN OUTDIAL SCHEDULE •-~-~+~--) Weekday + a Schedule 1 Outdial Review 2 Weekend Admin 0 0 2 Schedule 2 Ll 3 Override schedu

Outdial 3. Press m to modify a schedule. 4. Press El for a weekday schedule, or press a for a weekend schedule. 5. Dial the number o

Outdial 9.5.5 THINGS TO KNOW ABOUT THE OUTDIAL SCHEDULE When a call is received in a your mailbox, the system first checks to see

Section 10 - System Administration Reports 10.1 INTWODUCTION The optional System Administration reports are designed to help system admi

System Administration Reports report also lists the number of transfers out of the system, the number of times all ports were busy

System Administration Reports 10.2.1 SELECTING A REPORT Press the PAGE Uq or PAGE DOWN key to select the desired On Line Programming

System Administration Reports From the second page of the On Line Programming Menu: WI Mailbox Directory WI Mailbox Summary WI Uninitializ

System Administration Reports 10.3 DISPLAYING A REPORT ON THE SCREEN 1. After selectinga report to review, press the designated lette

Introduction menu, and which dial pad digits are used to route calls are completely under the system administra- tor’s control. Base

System Administration Reports 10.4.2 SYSTEM ADMINISTRATION REPORTS 1. After selecting a report to print, press the designated letter. F

System Administration Reports ,‘- 10.4.3 A WORKING EXAMPLE Let’s say that the system administrator would like to see a listing of al

System Administration Reports 10.5 COPYING A FILE TO A DISK The System Administration reports (L through T) can be copied to a dis

System Administration Reports 10.6 MAILBOX DIRECTORY REPORT (L REPORT) The Mailbox Directory report provides a listing of the mailboxe

System Administration Reports 10.6.3 PRINTING THE MAILBOX DIRECTORY REPORT 1. While in the Mailbox Directory report, you will notice tha

System Administration Reports 10.7 MAILBOX SUMMARY REPORT (M REPORT) The Mailbox Summary report provides a usage report for each mailbo

System Administration Reports 10.7.3 PRINTING THE MAILBOX SUMMARY REPORT 1. While in the Majlbox Summary report, you will notice that t

System Administration Reports ,’ 10.8 UNINITIALIZED MAILBOX REPORT (N REPORT) The Uninitialized Mailbox report provides a listing of mail

System Administration Reports 10.8.3 PRINTING THE UNINITIALIZED MAILBOX REPORT 1. While in the Uninitialized Mailbox report, you will not

System Administration Reports 10.9 SYSTEM GROUP LIST REPORT (0 REPORT) The System Group List report provides a listing of the members

Introduction 1.4.3 SUBSCRIBER TRAINING Each system administrator must determine, in conjunction with the installing organization, the mo

System Administration Reports 10.9.3 PRINTING THE SYSTEM GROUP LIST REPORT 1. While in the System Group List report, you will notice t

System Administration Reports 10.10 PERSONAL GROUP LIST REPORT (P Report) The Personal Group List report provides a listing of the mem

System Administration Reports 10.10.3 PRINTING THE PERSONAL GROUP LIST REPORT 1. While in the Personal Group List report, you will noti

System Administration Reports 10.11 PORT STATISTICS BY PORT REPORT (Q REPORT) The Port Statistics By Port report is a port by port l

System Administration Reports 10.11.3 PRINTING THE PORT STATISTICS BY PORT REPORT 1. While in the Port Statistics report, you will noti

System Administration Reports 10.12 SYSTEM PORT STATISTICS REPORT (R REPORT) The System Port Stgtistics report provides a summary of po

System Administration Reports - 0 0 0 0 0 0 0 - SYSTEM PORT STATISTICS ===========================================================================

System Administration Reports 10.13 HOURLY PORT STATISTICS REPORT (S REPORT) The Hourly Port Statistics report provides the number of c

System Administration Reports 10.13.3 PRINTING THE HOURLY PORT STATISTICS REPORT 1. While in the Hourly Port Statistics report, you will

System Administration Reports 10.14 OUTDIALING DETAIL REPORT (T REPORT) The Outdialing Detqil report provides a detailed listing of each

Introduction 1.5.7 HARD DISK DRIVE This is the storage device for the system. It provides storage for: , 8 operating system 0 system

System Administration Reports 10.14.3 PRINTING THE OUTDIALING DETAIL REPORT 1. While in the Ou@ialing Detail report, you will notice th

System Administration Reports IO.15 CALL STATUS REPORTS There are three Call Status reports located on the first page of the On Line

System Administration Reports 10.16.2 PRINTING THE MONTHLY CALL COUNT REPORT 1. Press the ALT and P keys simultaneously to print the

System Administration Reports /’ 10.17.2 PRINTING THE MONTHLY CALL DURATION (OB) REPORT 1. Press the ALT and P keys simultaneously to

System Administration Reports 10.18.2 PRINTING THE DAILY CALL COUNT (OC) REPORT 1. Press the AL+ and P keys simultaneously to print

Section 2 - Initial Setup 2.1 INTRODUiTlON Before the system actually begins processing calls, certain information must be entered to

Initial Setup 2.2.2 CONFIRMATION REQUIRED For some functions you may be asked to confirm the action you requested before it is actu

System- Ad.min,istrato.& M:an.u.al~: S-u pp&vmt- “” ..i : ..: The lNFOSTAR’“W2 is now being shipped with softwareversion 3.0. This

Initial Setup NOTE: Select IDS for new system installations when integrating to any configuration of the EXECUTONE IDS. The code S96

Initial Setup In addition to defining the task for each of the system's ports, the Run Dialogue screen is used to link a port t

Initial Setup 2.7 COMPANY INFORMATION The first thing to program is the name and address of the installation. This information is p

Initial Setup 2.8 COMPANY PARAMETERS The Company Parameters screen is used to enter information about mailboxes and access codes, sys

Access Code Max Length System Group Range Personal Group Range General Delivery Box Initial Setup This value is the maximum number of

Initial Setup Broadcast Message No entry is permitted in this area. This area indicates if there is a sys- tem broadcast message ac

Initial Setup 2.9 PBX PARAMETERS SCREEN The PBX Parameter; screen is used to describe the telephone system to the VX2 system. There

InitiaZ Setup Minimum On-hook Duration Wait For Dial Tone PBX Area Code Pause Wink HANG-UP AREA Silence On Duration Silence Off Duration

Initial Setup next field. To move to the next field before a field is filled, press the RETURN key. Use the DELETE key to remove inf

Initial Setup NOTE: In software versions prior to release 2.0, if a change is made to a PBX Parameter screen, and the change is

Q Reports - The optional Reports feature is designed to help system administrators analyze data and monitor subscriber’s usage so t

Initial Setup NOTE: In software versions prior to release 2.0, if a change is made to a PBX Function screen, and the’change is sa

Initial Setup be the same code used on the Line Set-up screen and the PBX Parameters screen (System code and PBX code are the sa

Initial Setup 2.12 INTEGRATING THE VX2 AND A TELEPHONE SYSTEM If the telephone system you are connecting the VX2 system to is not list

Section 3 - Mailboxes 3.1 INTRODUeTION There are two programming screens the system administrator uses to add, modify, or delete mai

Mailboxes NAME Each class of service should have a descriptive name assigned to it (e.g., secretary class, executive class, etc.). Th

Mailboxes MINIMUM MESSAGE LENGTH A message must be at least this value in seconds before it is considered a valid message. This va

Mailboxes DESTINATION The maximum number of destinations per group list. Both the number of group lists and the number of destination

Mailboxes If this field contains a 2, each new message received in the mailbox will cause the MWI turn on to be sent to the tel

Mailboxes 5. Enter the new value, and press the RETURN key if the value does not fill the field. 6. Program the remaining fields

Mailboxes 3.3 MAILBOX SET-UP SCREEN The Mailbox Set-up screen is used to add, modify, or delete individual subscribers’ mailboxes. The

Changes To Existing Features 0 On Line Programming Menu - The On Line Programming menu has been updated to include the new feature

Mailboxes GUESTS . The maximum number of guests is programmed on the Class of Ser- vice screen. This field is used to increase the

Mailboxes [MAILBOX SCREEN] CMP L-1’ BOX[ -1 I NAME LAST FIRST... STREET... P.O.BOX.. CITY... STATE... ZIP: TELEPHONE - - - ATR/CRT TYPE .

Mailboxes Type 15 Type 200 Type 201 Type 202 Type 300 Type 301 Type 302 Type 303 Type 304 Type 305 Type 306 Type 307 Type 308 Type 309 T

Mailboxes Type 402 calls to mailboxes with this type are routed to the starting point for non-subscriber voice mail. However, it pro

Mailboxes 3. The Telephone Ext. field contains the number entered as the mailbox number. The system presumes that mailbox numbers and t

Mailboxes [MAILBOX SCREEN] cMpt-1 * BOX t- II NAME LAST STREET... P.O.BOX.. IV,... FIRST... LIIX... STATE... ZIP: TELEPHONE - - -- ATR/CRT

Mailboxes 3.3.4 DELETE A MAILBOX You may delete any #of the mailboxes. From the Main Menu press the Fl key, then press 2. The Mailb

Mailboxes Class of Service Configuration Sheet , Date - -I-- / CLASS OF SERVICE [-I Name[ 1 A) MAXIMUM NUMBER OF MESSAGES...

Mailboxes Mailbox Configuration Sheet Company - (EXC) Date -/-.J-- * The system assigns a temporary password after the mailbox is creat

Section 4 - System Administration , 4.1 INTRODUCTION In addition to the programming necessary to make the system function, the system

. Mailbox Type 17 - calls to mailboxes with this type are routed to the starting point for non-subscriber voice mail with prompts

System Administration many more mailbox numbers. Access to system group lists is granted by class of service. System group lists are

System Administration 10. Enter the mailbox numbers that are to be members of this group, pressing the RETURN key after each one.

System Administration ~~YSTEM CROUP MEMBERS SCREENS A -- B -- c -- D -- E -- F -- G -- H -- I -- J -- Y ---I- L -- Y -- N -- 0 -- P -- Q -- R -- S

System Administration 5. To return to the Main Menu, press the ESCAPE key, then press 8. 4.4 PERSONAL GROUP LISTS As system administr

k : [FJ]Clear A _- rrj-,, [21 , [31 , [41 , 151 , ISI , [71 [31 , [aI ----- -- B l ----- -- c ----- -- D ----- -- E ----- -- F ----- --

System Administration 4.4.2 MODIFY A PERSONAL GROUP LIST From the Main Men,u press the Fl key, then press 9. A second menu appears. Pre

Section 5 - System Administrator Mailboxes , 5.1 lNTRQDUCTlON The system administrator mailboxes allow access to special features. Thes

System Administrator Mailbox The first four greetings can be programmed to play on any day of the week, and between certain hours.

System Administrator Mailbox 53.3 PLAYING SYSTEM GREETINGS You may play any of the system greetings at any time. 11-1 - m Listen 5.3

System Administrator Mailbox 5.42 LISTENING TO A BROADCAST MESSAGE The system may only have one broadcast message effective at any t

Section , Table of Contents Section 1 - Introduction Page 1.1 INTRODUCTION ...

5.5.4 RECORDING MAILBOX GREETINGS Should you wish to record greetings for certain mailboxes record a greeting using a system administr

System Administrator Mailbox list plays to subscribers when they enter the list’s number as the destination to which they wish to s

System Administrator Mailbox To Enter The System Administrator’s mailbox: Dial #, the mailbox number and access code. System Administrat

Section 6 - Operation , 6.1 INTRODUCTION The INFOSTAR”NX2 is designed to meet the needs of a wide range of users. This section pro

Operation 6.2.5 ALLOWABLE TlME BETWEEN KEYS WHEN ENTERING NUMBERS There are a number, of places in the system where numbers must be

Operation 6.4.3 CONFIRMATION NOTICES Subscribers may request.confirmation from the system regarding the status of messages they sent. Th

Operation 6.5.3 REVIEW A MESSAGE l Listen to the message. l Replay, reply, or send a copy of the message (if desired). . R 1 Erase or

Operation 6.5.5 PLAYBACK CONTROLS As subscribers become more and more comfortable leaving voice messages, the length and complexity of

Operation Auto Listen/Skip When messages are listened to using Auto Listen/Skip, the system plays aU messages one after the other unti

Operation Auto Scan Envelope information The envelope information of all messages can be played without listening to the messages the

Table of Contents Section 2.8 COMPANY PARAMETERS ... 2.6 2.8.1 MAILBOX.. ...

Operation Reply to a Message A subscriber can send a reply to a message by dialing one key. If the message has been copied from

Operation Sending a Copy with Dial-By-Name Subscriber may use Dial-By-Name when sending a copy of a message to another subscriber. T

Operation Dial-By-Name Have you ever recorded a message and realized you forgot your mailbox directory? This experience can be extreme

Operation 6.6.2 DELIVERY OPTIONS Delivery options allow subscribers to have a greater degree of control over the messages they send.

Operation Specified Delivery Time Subscribers may tell the system to deliver messages at a specific time in the future. This feature

Operation 6.6.3 SEND TO GUEST MAILBOXES Guest mailboxes allow a subscriber to send messages to people who are not subscribers. . Gues

Operation 6.8 PERSONAL OPTIONS The system has a variety of other powerful features which are accessed by subscribers from the Per- s

Operation 6.8.2 TEMPORARY GREETING As customers and subscribers begin to appreciate the speed of information flow with voice mail, it

Operation 6.8.4 NOTES ABOUT ACCESS CODES All access codes should represent numbers that are easy for the user to remember yet not

Operation Erasing Existing Lists Subscribers may erase an entire personal group distribution list. q - a Ggv I a $=e + EzAial& (11-2

Table of Contents Section Page Section 5 - System Administrator Mailboxes 5.1 INTRODUCTION ...

Operation When a subscriber selects outdialing (4 under Personal Options) the system tells the user if outdial is active. If a user

Operation REVIEW AN OUTDIAL BIN To review the contents of an outdial bin: 1. From the main menu, press m for personal options. 2.

Operation In addition, there is an override schedule (schedule 3) for weekdays and one for weekends. When the override schedule is p

Operation 11. Press El for all messages, or press lizI for only priority messages. 12. Dial how long th,e system is to wait after rece

Operation To modify an outdial schedule: 1. From the main menu, press @ for personal options. 2. Press El for message notification, t

Operation 6.9.5 THINGS TO KNOW ABOUT THE OUTDIAL SCHEDULE When a call is received in a your mailbox, the system first checks to s

Operation tary. That choice is up to each individual subscriber and is controlled by the forwarding patterns in the PBX or Centrex.

Operation Command Summary I Reply I Sender 1 El Orlglnator 2 0 I Orlglnator @ ( 1 . While listening Repeat m Save El Erase EHEI Reply El Envelo

Operation Command Summary - ~ 1 Bin # I 1 Outdlal type 1 Verify f=l Correct El Review III Add El Erase El Modify El { %ker t Cancel @I r Outdia

Section 7 - Auto Attendant 7.1 INTRODLjCTlON This section explains how to setup and use the system’s automated attendant, which allo

Table of Contents Section Page 6.5 MESSAGE PLAYBACK FEATURES ... 6.3 6.51 ORDER OF REVIEW .

Auto Attendant box can then greet the caller with the automated attendant greeting. This is useful for setting up departmental autom

Auto Attendant 1. If the screen is blank, enter the 3-character run code for your application (this is usually EXC) . The system pro

Auto Attendant The system administrator may want the option of recording several different greetings for each time of the day to pr

Auto Attendant 7.5.2 RECORDING SYSTEM GREETINGS Should you wish to customize the system greetings to meet your organization’s individu

Auto Attendant 7.6 PROGRAM A MAILBOX FOR AUTOMATED ATTENDANT A group of mailbox types are available to use a mailbox as a starting

Auto Attendant 7.8 TEST THE APPLICATION Before allowing external callers and employees to use this application, make sure each step

Auto Attendant AUTOMATED ATTENDANT T AUTO1 0001 4 Caller dials: extension number - or l or n O- I or dials nothing I I dialed less than Call

Auto Attendant AUTOMATED ATTENDANT T AUTOS 0001 tl 1 I or cl # I or * cl I or dialed less than length of extension Call is transferred to e

Auto Attendant or 4 Zaller di 1 mailbox number cl 1 1 or cl # i or * n I or n 0 I or dials nothinc I AUTOMATED ATTENDANT T AUTOM 0001 als: dialed

Section 8 - Custom Call Routing 8.1 INTRODUCTION Voice messaging and automated attendant are basic functions of the INFOSTAR/VX2. The