DuVoice DV2000 Mailbox Administration Instructions Manual
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DV2000 Mailbox Administration - Service Release 3.0
31 Mailbox Editor Menu- Owner Settings Tab Options Field:
Call Blocking On
This feature sends callers straight to the Call Blocking prompt (greeting) and must be enabled for all
Auto Attendant, Message Only and Audiotext Mailboxes. Individual subscribers can use this feature as
a DND (Do Not Disturb) to temporarily block callers from transferring to their extension from the auto
attendant. A COS setting allows a subscriber to enable or disable Call Blocking through touch tones in
the mailbox. IMPORTANT: A Call Blocking greeting must be recorded and assigned when call
blocking is turned on! Related Features:
Scheduled Events: A Scheduled Event is often used to turn on (or keep on) Call
Blocking such as the Day Schedule in mailbox 991.
Call Screening On
This allows a subscriber to screen calls by having the DV2000 auto attendant ask the caller to record
their name before ringing the extension. The callers name will be played to the user and allow the
subscriber to accept the call or put the caller into their mailbox. A COS setting will allow a subscriber to
enable or disable call screening through touch tones the their mailbox. Important: This feature requires
the Call Progress box to be checked in the Subscriber COS and tone training may have to be performed
for this feature to work properly. Also a user of this feature cannot use DND (Send All Calls) at their
extension if their station is forwarded to voice mail.
Hide from Directory
Indicates that this mailbox will not be in the subscriber list for purposes of the lookup directory. This
should always be checked for a System Mailbox (see below).
Tutorial Complete
Indicates that the user has initialized this mailbox. The first time the user accesses his mailbox and either
completes the user interface instructional tutorial or cancels out (with *), the tutorial done box is
automatically checked. This tutorial, which walks the user through recording prompts, setting up a unique
password, etc., is not re-offered if declined by the user unless this box is manually unchecked or is reset
through the Reset Mailbox option on the Mailbox menu.
Administrator
Indicates that this mailbox belongs to an Administrator-level user. Checking this box gives the owner
access to the Administrator-level menu functions in the voice mail system over the phone. It also allows
access to the Administrator System Events tab. An Administrator can add and delete mailboxes, reset
mailbox passwords and administer System Distribution Lists using touch tones within the mailbox. For
more details, see the Touch Tone Administration section on page97).
System Mailbox
Indicates that the mailbox is a dedicated system mailbox, used for auto attendant greetings, prompts or
operator functions. It also allows access to the Q&A Dialog tab. System mailboxes are excluded from
Distribution messages. If you check this box, check the Hide from Directory.
DV2000 Mailbox Administration - Service Release 3.0
32 Mailbox Editor Menu- Owner Settings Tab - Greetings
Greetings Field
(Prompt Assignments)
Prompts are the voice recordings that are played by the mailbox to callers. Use this dialog to review or
assign voice prompts to various greetings in the mailbox.
RNA
This is the most common mailbox greeting played in a mailbox when the extension is forwarded to voice
mail. The tutorial will insert Prompt #2 as the default. Many telephone systems (including all mode-code Lucent applications) do not provide a
unique RNA code to the DV2000, so the RNA greeting will play for all calls forwarded from this extension
to voice mail. In these applications, a greeting unique to RNA calls cannot be created on these telephone
systems.
Blocking
The prompt number assigned in this box will be played when the Call Blocking box is checked. This
prompt will be used as the night greeting in mailbox 991 and as the greeting in any Audiotext or Message
Only mailbox. Some telephone systems allow this prompt to be played when the subscribers extension
is set to DND to send calls straight to the mailbox. Many telephone systems (including all mode-code Lucent applications) do not provide a
unique DND code to the DV2000, so the RNA greeting will play instead. The tutorial will insert Prompt #2
as the default
Busy
Some telephone systems allow this greeting to be played when an extension is forwarded to voice mail
under a busy condition. Many telephone systems (including all mode-code Lucent applications) do not provide a
unique busy code to the DV2000, so the RNA greeting will play instead. The tutorial will insert Prompt #2
as the default
Name/Extension
This is the name and extension recording (e.g. “Joe Smith, extension 520”) used in the spell by name
directory and in other places in the DV2000. The tutorial will insert Prompt number 9 as the default.
Users should be sure to press # immediately after recording their name and extension to prevent delays
in the system.
Note: If any of the above greetings are not enabled, the field will be zero.
Prompt Details button
Click on this button to view the list of recorded prompts available for the RNA, Busy, Blocking and
Name/Extension greetings above. Allows the administrator to assign System Greetings or prompts to a
mailbox.
DV2000 Mailbox Administration - Service Release 3.0 33 Mailbox Editor Menu- Owner Settings Tab – Prompt Details To open this dialog, click on the button at the bottom of the Owner Settings Tab. Mailbox Prompt Details Prompts are the voice recordings that are played by the mailbox to callers. Use this dialog to review or assign voice prompts to various greetings in the mailbox. The user can assign and record prompts from the DTMF interface in the mailbox. After the tutorial is complete and the user has recorded the prompts, the RNA, Busy and Blocking greetings will automatically be assigned prompt 2, the Name /Mailbox greeting will automatically be assigned prompt 9. The administrator can copy and paste pre-recorded prompts into these fields. Note: If the User bypasses the Tutorial, the default prompt 0, “Please leave a message for extension number nn”, will be automatically be assigned to the Blocking greeting, and, “I’m sorry, the extension you have called is unanswered, Please leave a message at the tone”, will be assigned to the Busy greeting..
DV2000 Mailbox Administration - Service Release 3.0 34 Mailbox Editor Menu- Owner Settings Tab – Prompt Details Default Prompt Assignments (Note: the user can change these assignments in the DTMF interface in the mailbox.) Prompt 2 This is the filename of the prompt for the default mailbox greeting for a mailbox, also known as the Ring No Answer greeting. Prompt 9 This is the filename of the prompt for the mailbox name and extension recording. Prompts 1, and 3-8 These are the filenames of other pre-recorded prompts, or greetings. These prompt numbers correspond to those used in the Greeting fields on the Mailbox Owner Settings tab and the Scheduled Events Template tab. Browse - click on the Browse button to locate a recorded prompt to assign. This displays the Select Mailbox Prompt dialog, which is a windows-standard File Open dialog. Note: User recordings have a .grt extension and system prompts will have a .vox extension. .VOX greetings cannot be re-recorded by telephone. . User interface The touch-tone interface appears in the following page. Mailbox Recordings – User interface During the User Tutorial, Users record Prompt 2, which is automatically assigned to the RNA, Call Blocking and Busy Greetings, and Prompt 9, which is automatically assigned to the Name and Mailbox Greeting. If the User bypasses the User Tutorial, the system automatically assigns the default Prompt 0, “Please leave a message for mailbox nn,” to the Blocking and, “I’m sorry, the extension you have called is unanswered, Please leave a message at the tone” to the Busy greetings. If allowed to do so in class of service (see page 22), the mailbox user can re-record Prompts and assign the greetings that play in particular situations. This interface allows the user to: ¨ Change Ring No Answer Greeting - Re-Record, or Delete the prompt that plays for the Ring No Answer greeting (Prompt 2 by default) or assign another prompt in its place. ¨ Re-record the name / extension greeting (the one which plays when an entry is accessed in the directory assistance, or when another user “sends” a message from his or her mailbox. ¨ Change Mailbox prompts; the user can review, or re-record mailbox prompts. ¨ Change Queuing Greetings ¨ Change Question and Answer Greetings The following section outlines the touch-tone interface in the user mailbox. Also refer to the User Guide pamphlet that is provided with each system.
DV2000 Mailbox Administration - Service Release 3.0 35 Mailbox Editor Menu- Recording Prompts DTMF Interface from the user’s mailbox After the user logs-into the mailbox, option number 4 is Greetings Menu: 4 Greetings Menu 1 Change Ring No Answer Greeting (plays current greeting- greeting 2 by default) 1 To accept – The user can accept this prompt as it is. 2 Record – The user can re-record this prompt. 3 De-activate – Assigns Prompt 0 to the RNA Greeting (does not change Busy or Blocking Prompt assignments) 4 Assign another mailbox prompt to this Greeting – Allows the user to assign any of the nine prompts to the RNA Greeting (does not change Busy or Blocking Prompt assignments) Enter the greeting number from 1-8 2 Change Mailbox Name / Extension Prompt (plays current greeting – greeting 9 by default) 1 To accept - The user can accept this prompt as it is 2 Record – The user can re-record this prompt. 3 De-activate - Assigns Prompt 0 to the Name/Extension Greeting 3 Change Mailbox prompts - Assign another mailbox prompt to this Greeting 1 Review Prompt Assignments- The system announces the prompt numbers used for Call Blocking greeting, Busy greeting, Ring No Answer greeting, and Name & Extn. greeting. 2 Record Mailbox Prompt – Allows user to rerecord any of the 8 mailbox prompts Select Prompt Number from 1-8 (plays current Prompt if there is one) 1 Accept as this Prompt - The user can accept this prompt as it is 2 Re-record Prompt - The user can re-record this prompt. 3 Delete Select Prompt Number from 1-9 (plays current Prompt if there is one) 1 Delete this Prompt- Deletes the current Prompt 6 Change Call Queuing Prompts Enter Prompt number 1-9 (plays current Prompt if there is one) 1 Record this prompt - The user can re-record this prompt 7 Change Question and answer Prompts Enter prompt number 1-9 (plays current Prompt if there is one) 1 Record this prompt - The user can re-record this prompt
DV2000 Mailbox Administration - Service Release 3.0 36 Mailbox Editor Menu- Mailbox Statistics Tab Mailbox Statistics tab Date of Mailbox Creation The date the mailbox was created. Date of Last Modifications The date the mailbox properties were last changed, or if no modifications have occurred since creation, 0/0/0. Date of Last Statistics Refresh The date these statistics were last cleared with the reset button, or if never reset, 0/0/0. New Messages – Current number of new messages in this mailbox. Archived Messages Total number of messages currently stored. Total Messages Received Number of messages received by this mailbox since creation or last reset. Mailbox Statistics tab Use this dialog to View mailbox history and activity for this mailbox, and to reset the mailbox statistics as required.
DV2000 Mailbox Administration - Service Release 3.0
37 Mailbox Editor Menu- Mailbox Statistics Tab
Completed Notifications
Total number of notifications that have been processed by this mailbox.
Subscriber Logins
Number of times the mailbox has been logged into.
Total Minutes in Use
Total number of minutes this mailbox has been in use.
Available Message Storage
Number of minutes allowed for all messages, from the Class of Service template assigned to this
mailbox.
Message Storage in Use
Number of minutes used by all messages.
Reset button
Zeroes all statistics except Available Message Storage and Message Storage in Use.
DV2000 Mailbox Administration - Service Release 3.0 38 Mailbox Editor Menu- Distribution List Tab Distribution List tab First, click on the message list number you would like to work with. When it is highlighted, you will see the Subscriber Name and Mailbox Number for each mailbox already included in the list (if any) in the display area. Click on other message list numbers or use your up and down arrow keys to scroll through them to review other distribution lists. To add a mailbox to an existing list or set up a new distribution list, click on the button. Then enter the mailbox number and click on OK. This will bring up the Add a Message List Member dialog. To delete a mailbox from an existing list, highlight the mailbox you wish to delete by clicking on the subscriber name part of the display area, then click on the button. Note: when you do this, the highlighted mailbox will immediately be removed from the list; there is no confirmation message. Distribution List tab Distribution Lists allow the user to make a single message to be sent to many other users. Use this dialog to specify 10 unique lists of mailboxes to receive group messages and: ¨ review the mailboxes included in an existing message list ¨ add mailboxes to a list ¨ remove mailboxes from a list ¨ set-up a new message list Users can also manage distribution lists in the DTMF interface in the mailbox. In addition to the functions described below, users can also record names and descriptions for the distribution lists. Also refer to the User Guide pamphlet that is provided with each system. .
DV2000 Mailbox Administration - Service Release 3.0 39 Mailbox Editor Menu- Address List Tab Address List tab Address Name - the description of the location or destination address, such as office extension, pager number, home number, etc. Mailbox Address - definition of the address, usually an extension or telephone nmbr. Address List tab The address list contains the “addresses” for all out-dial functions on the DV2000, including Message Waiting Light on and off string, Pager Number, Cellular and Telephone Notification and Delivery, Fax Mail and V-email addresses. These addresses are then used in the Notification, Delivery and Scheduled Event tabs. The default addresses set by the system make the Mailbox Address the same as the mailbox’s extension: ¨ Office Extension ¨ Message Waiting Indicator ¨ Pager Display Use this dialog to add or remove destination addresses for this mailbox. Each Address consists of two elements. First is the “mailbox address”, which describes the action. An address can be selected from a drop down menu of addresses, or you can create your own. The second element is the “address definition”, which consists of the actual address such as a cellular number, e-mail address, or the extension number for MWI. There is no need to include “9 , “ in the dial string for pagers and telephones; except for e-mail addresses and MWI indicators, all other addresses automatically include the “9” for outside access. .
DV2000 Mailbox Administration - Service Release 3.0 40 Mailbox Menu - Address List Tab To add an address for this mailbox, click on the button, then enter the address and definition on the Edit Address dialog. To delete an address from this mailbox’s list, highlight the address you wish to delete by clicking on the address name part of the display area, then click on the button. To edit an address name or mailbox, double-click on the address name to display the Edit Address dialog. Mailbox Address - (“Address Name” on previous dialog) the description of the location or destination address, such as office extension, pager number, home number, etc. Enter your own description or click on the down arrow to see a pick list of choices, such as: ¨ Office Extension (defaulted to extension number from the General Info tab) ¨ Office Number ¨ Fax Number ¨ Personal Fax Number ¨ Home Number ¨ Cellular Number ¨ Pager Number ¨ E-mail (for Notification) ¨ Fwd to e-Mail (for delivery ¨ Message Waiting Indicator (defaulted to extension number from the General Info tab) ¨ Pager Display (defaulted to extension number from the General Info tab) ¨ Forward to Mailbox .