Lucent Technologies partner voice messaging card manual

Lucent Technologies Bell Labs Innovations PARTNER ® Voice Messaging PC Card For the PARTNER Advanced Communications System Installation, Programming and Use[...]

Copyright © 1997, Lucent Technologies 518-456-100 All Rights Reserved Issue 1 Printed in USA November 1997 Notice Every effort was made to ensure that the information in this book was complete and accurate at the time of printing. However, information is subject to change. Your Responsibility for Your System's Security Toll fraud is the unaut[...]

Table of Contents Purpose of This Guide 2 Terminology 2 Key Sequences 2 Voice Messaging Service Overview 3 Communications System Features Affecting Call Answer Service 5 VMS Coverage 5 Do Not Disturb (F01) 6 Group Call Distribution (#206) 6 Line Coverage Extension (#208) 6 Voice Mailbox Transfer (F14) 6 Voice Mail Service 7 Security 9 System Securi[...]

Purpose of this Guide This guide provides instructions for installing, programming, and using the PARTNER ® Voice Messaging PC Card with the PARTNER Advanced Communications System (ACS) Release 1.1 or later. This guide is intended for: ■ ■ ■ The technician who installs the hardware and programs the initial system settings The System Manager?[...]

Voice Messaging Service Overview The PARTNER Voice Messaging PC Card is designed to work with the communications system. The system configuration consists of two voice channels (ports) and four mailboxes, providing the following basic voice messaging capabilities: ■ ■ ■ ■ ■ Handles up to two calls simultaneously and provides service for f[...]

Figure 1 provides an overview of the features associated with each service. PARTNER Voice Messaging PC Card Call Answer Service Voice Mail Service Prompts caller to leave a message or transfer to another extension when the party is busy. Allows subscribers to: ■ ■ ■ ■ ■ ■ Listen to messages Delete messages Record personal greeting(s) Ch[...]

Communications System Features Affecting Call Answer Service Call Answer Service works with the following communications system features: ■ VMS Coverage ■ Do Not Disturb ■ Group Call Distribution ■ Line Coverage Extension ■ Voice Mailbox Transfer Each of these features is explained briefly below. For more information about these communica[...]

Do Not Disturb (F01) A Do Not Disturb button can be programmed on a user's phone to prevent calls for that extension from audibly alerting (lights still flash). Subscribers who have VMS Extension Coverage—either automatic or manual—can use this communications system feature when they want calls sent to the voice messaging system immediatel[...]

Voice Mail Service Voice Mail service allows subscribers to manage their own mailboxes. With it, a subscriber can: ■ ■ ■ ■ ■ Listen to messages Delete messages Skip Messages Record a personal greeting. Change the default password for the mailbox to ensure that messages are kept confidential. Voice Mail service offers callers the following[...]

The PARTNER Voice Messaging PC Card provides four mailboxes. The factory-set mailbox assignments are: ■ ■ ■ ■ Mailbox 1, the general mailbox, is assigned to extension 10. Mailbox 2, is assigned to extension 11. Mailbox 3, is assigned to extension 12. Mailbox 4, is assigned to extension 13. When a call is transferred to PARTNER Voice Messagi[...]

Security The System Manager is responsible for the security of the system. As the System Manager, it is important that you fully understand and appropriately administer this product to reduce your risk of incurring charges that result from unauthorized use of the system. Under the law, you, the customer is responsible for paying for part or all of [...]

You should also: ■ ■ ■ ■ ■ Ask users to tell you if any of the following suspicious activity occurs: — Inability to log into PARTNER Voice Messaging — Lost mail messages or altered greetings — Inability to get an outside line — Series of calls with silence on the other end or with the caller hanging up — Sudden increase in wrong[...]

Installation Instructions The PARTNER Voice Messaging PC Card is used with PARTNER Advanced Communications System processor module Release 1.1 or later (available separately). The processor module uses PC cards for backup or restore functions, for software upgrades, for Automatic System Answer/Direct Extension Dialing (ASA/DXD) functions, as well a[...]

2. 3. 4. B) Disconnect the power cord from the power jack on your installation. If you have a standalone or a 2-Slot carrier, skip to Step 3. If you have a 5-Slot carrier, continue with Step 2A. A) Loosen the screw on the lower front of the cover. Then place one hand on the handle on the lower front and place your other hand on the top of the cover[...]

5. 6. Check that the green light on the front of each module is lit: A ) If a single light is out, power down the system, reseat the module, then power up the system. If multiple lights are out, power down the system, reseat the leftmost module that has a light out, then power up the system. B) If the lights are still out, in the continental U. S.,[...]

PARTNER Voice Messaging Programming This section provides the following information: ■ ■ Initial settings for the communications system and PARTNER Voice Messaging when the PARTNER Voice Messaging PC Card is installed General instructions for programming PARTNER Voice Messaging followed by instructions for changing the initial PARTNER Voice Mes[...]

PARTNER Voice Messaging Initial Settings The following are the initial settings for PARTNER Voice Messaging: ■ Mailbox 1—the general mailbox—is assigned to extension 10. ■ Mailbox 2 is assigned to extension 11. ■ Mailbox 3 is assigned to extension 12. ■ Mailbox 4 is assigned to extension 13. ■ The following factory-set general mailbox[...]

You must perform the following two procedures for every installation: ■ ■ Assign the PARTNER Voice Messaging PC Card's virtual extensions 78 and 79 to PARTNER ACS Hunt Group 7 (ICOM 777) used for voice mail systems. Assign an extension as the destination extension for Transfer Return calls from Hunt Group 7 (ICOM 777). This ensures that wh[...]

Using PARTNER Voice Messaging System Programming Mailbox 0 is a special mailbox with no storage capacity that is used to program PARTNER Voice Messaging. The System Manager uses this mailbox to: ■ ■ ■ ■ Change the System Manager's password for mailbox 0. Reinitialize passwords for mailboxes 1–4 if a subscriber forgets the password. A[...]

PARTNER Voice Messaging Press [ Intercom ] [ 7 ] [ 7 [ 7 ] (if calling internally) or Press [ * ] [ R ] ([ * ] [ 7 ]) while listening to general mailbox greeting (if calling from an outside tine) Enter 0 and password (factory setting = 1234) to select mailbox 0 Assign Record General Mailbox to Mailbox Extension Greeting (Press [ 1 ]) (Press [ 3 ]) [...]

Accessing the Programming Main Menu To access the Programming Main Menu: 1 . Call PARTNER Voice Messaging. ■ If calling internally, press [ Intercom ] [ 7 ] [ 7 ] [ 7 ] or the programmed VMMsgs button. ■ If calling from outside the system, press [ * ] [ R ] ([ * ] [ 7 ]) during the general mailbox greeting. The system plays a greeting followed [...]

Assigning a Mailbox to an Extension Before you begin, locate Form 1: Mailbox Assignments for PARTNER Voice Messaging. Check to see whether mailboxes have been changed from the factory defaults. If mailboxes are not numbered differently, skip to "Recording the General Mailbox Greeting." Assign mailboxes to extensions as specified on Form 1[...]

2 . 3. Press [ 3 ] to record the general mailbox greeting. Do one of the following: ■ To approve the greeting, press [ 1 ]. ■ To re-record the greeting, press [ 2 ]. ■ To exit without changing the greeting, press [ * ] [ 7 ]. Unlike some voice mail systems, PARTNER Voice Messaging allows you to record the general mailbox greeting from a remot[...]

3. 4. 5. Enter four digits for the new password. The prompt asks you to re-enter your new password. Re-enter your new password. The new password is now active. Press [ * ] [ R ] ([ * ] [ 7 ]) to return to the Programming Main Menu or press [ * ] [ * ] [ 9 ] to exit programming, or hang up. Reinitializing a Mailbox To prepare a previously used mailb[...]

If you entered a mailbox number in Step 3: The system plays: Reinitialized. 4 . Press [ * ] [ * ] [ 9 ] to quit, or hang up. Reinitializing a Password If a subscriber forgets the password for his or her mailbox, you can reinitialize the password to the factory setting of 1234 so the user can retrieve messages. Remind the subscriber to change the pa[...]

PARTNER ACS Programming When the PARTNER ACS is installed, it uses factory settings that reflect the most common usage of the equipment. You can change these settings as required to customize them for the business. You can program the communications system from extension 10 or extension 11. You may find it more convenient to program from extension [...]

■ ■ ■ Cycle Method. You cucle through a sequence of procedures in numerical order by pressing [ Next Procedure ] or [ Prev Procedure ]. You should use this method when programming the communications system for the first time, or when you are changing a series of related settings. However, procedures #399, #609, and #728 cannot be changed by t[...]

The Programming Overlays During System Programming, the normal functions of several buttons on the phone at extension 10 (or 11 if available) change. For example, left [ Intercom ] becomes [ System Program ], which is the button used to enter programming mode. To identify these buttons while programming, place the appropriate programming overlay pr[...]

4 . Enter specific programming procedure codes. You must program the following for every new installation ■ VMS Hunt Group (Hunt Group 7) Extensions (#505) ■ Transfer Return Extensions (#306) You may also need to program the following: Line Coverage — Group Call Distribution (#206) — Line Coverage Extension (#208) Automatic VMS Cover (#310)[...]

Transfer Return Extensions (#306) For virtual extension 78 and 79 assigned to PARTNER Voice Messaging, use the following procedure to assign an extension as the Transfer Return extension. If a caller chooses to transfer to another extension before, during or after leaving a message in a subscriber mailbox and the call is unanswered, the communicati[...]

Line Coverage Refer to Form A, Page 1, Line Coverage, VMS-Mail: 1. If check marks appear for any lines in this column, use the procedure in "Group Call Distribution" below. 2. If extension numbers are specified for any lines in this column, use the procedure in "Line Coverage Extension" below. Group Call Distribution (#206) To a[...]

3. 4. 5. 6. At the Data: prompt, enter the number of the extension specified in the VMS-Mail column. To program another line, press [ Next Item ] or [ Prev Item ] until the appropriate line number displays, Repeat Steps 3 and 4 for each VMS-Mail line for which an extension num- ber is written on Form A. Continue with the next section, "Automat[...]

VMS Cover Rings (#117) Check Form A, to see if VMS Cover Rings is different from the factory setting of 3. If it is, follow the procedure below beginning with Step 1. If not, skip to Step 3 of the procedure below. To change the number of times calls ring before they are sent to the voice messaging system as indicated on Form A, Page 2, VMS Cover Ri[...]

5. At this point, do one of the following: ■ Go to Step 3 of the next procedure to program another button for this extension. ■ Press [ Central Tel Program ] and go to Step 2 of any button programming procedure in this section to program a button for a different extension. ■ Press [ Feature ] [ 0 ] [ 0 ] to exit. Do Not Disturb (F01) Used in [...]

5. At this point, do one of the following: ■ Go to Step 3 of the next procedure to program another button for this extension. ■ Press [ Central Tel Program ] and go to Step 2 of any button programming procedure in this section to program a button for a different extension. ■ Press [ Feature ] [ 0 ] [ 0 ] to exit. Voice Mail Messages This inte[...]

Verifying System Operation After you finish programming the PARTNER Voice Messaging and the communications system, you should perform the tests described in this section to verify system operation. If your system allows programming from extension 11, you should perform these tests from extension 11 leaving extension 10 for the receptionist to handl[...]

Group Call Distribution (#206) 1. Call in on the first line that is programmed for Group Call Distribution. 2. PARTNER Voice Messaging should answer the call on the fifth ring and you should hear the general mailbox greeting. 3. Repeat this procedure for every line that has Group Call Distribution. Line Coverage Extension (#208) 1 . Make sure VMS C[...]

Using PARTNER Voice Messaging This system serves as your personal answering machine. Callers from inside and outside your company can hear your personal greeting and leave messages in your mailbox. You can listen to your messages, save them, or discard them. You can create your own password to keep messages private. Helpful Hints ■ ■ ■ ■ ?[...]

Logging into the System 1. Call PARTNER Voice Messaging. ■ If calling internally, press [ Intercom ] [ 7 ] [ 7 ] [ 7 ] or the programmed VMMsgs button. ■ If calling from outside the system, press [ * ] [ R ] ([ 8 ] [ 7 ]) during the general mailbox greeting. The system plays a greeting followed by: Enter mailbox number followed by a password. 2[...]

✏ ■ After the message plays, do any of the following: ■ Press [ 2 ] [ 3 ] to replay the current message header. Go back to Step 3. ■ Press [ 0 ] to replay the current message. Repeat Step 4. ■ Press [ # ] to skip the message and go to the next message header. Go back to Step 3. NOTE: If you press [ # ] after listening only to the message [...]

1. 2. 3. 4. 5. Changing Your Password To prevent unauthorized access to your mailbox and maximize system security, change your password the first time you log into PARTNER Voice Messaging and periodically thereafter. Log into PARTNER Voice Messaging. The Voice Mail Menu plays. Press [ 5 ] to change your password. The prompt says, "Please enter[...]

Recording Your Personal Greeting Before you record, note that callers who hear your personal greeting can enter an extension number to transfer to another extension, or they can press [ 0 ] to reach the receptionist before or after your greeting plays. In your personal greeting, you may want to prompt the caller for these options. NOTE: ✏ 1. 2. 3[...]

Help If you have a problem with your voice messaging system, contact your System Manager. If the problem is not solved, in the continental U.S. call the Lucent Technologies Technical Service Center at 1 800 628-2888. Outside the continental U. S., contact your Lucent Technologies Representative or local Authorized Dealer.[...]

PARTNER Voice Messaging Planning Forms Form 1: Mailbox Assignments ■ ■ PARTNER Voice Messaging comes with four mailboxes which are factory-set with the extensions 10–13. Mailboxes provide 5 minutes of message recording time or a maximum of 30 messages Mailbox Extension Subscriber Name 1 10 2 11 3 12 4 13 Completing this form To assign a mailb[...]

Form 2: General Mailbox Greeting The general mailbox greeting can supply frequently requested information so that your staff is free to assist customers or to perform other tasks more efficiently. Greetings can be up to two minutes long. Let callers know who owns each mailbox. For example, a greeting could be: "You have reached Hair It Is Salo[...]

Lucent Technologies Bell Labs Innovations PARTNER ® Voice Messaging PC Card Quick Reference Card Logging In 1 2 3 Call PARTNER Voice Messaging: ■ If calling internally, press [ Intercom ] [ 7 ] [ 7 ] [ 7 ] or the programmed VMMsgs button. ■ if calling from outside the system, press [ * ] [ R ] ([ * ] [ 7 ]) during the general mailbox greeting.[...]

Listening to Messages 1 2 3 4 Log into PARTNER Voice Messaging The Voice Mail Menu plays. Press [ 2 ] to get messages. Press [ 3 ] to play the message. The Message plays. After message plays, press: [ 2 ] [ 3 ] to replay header. [ 0 ] to replay message. [ # ] to save message and skip to next header. [ * ] [ 3 ] to delete message. Recording Your Per[...]