Inter-Tel Axxess Administrators Guide
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Page 11 Administrator Procedures INTER-TEL AXXESS ADMINISTRATOR’S GUIDE – Issue 5.1, March 2000 Database Programming (4)The display shows ENTER STATION EXTENSION. Enter the extension number of the station to be programmed using one of the following methods. (If you enter an invalid extension number, you hear reorder tones and must try again.) Enter a complete number: Enter the extension number using your keypad. When the circuit information is displayed, press again to continue. Enter a partial number: Enter a partial extension number then press the key, high end of the Volume key, or the ACCEPT menu key. The display shows the extension number, user name and circuit number of the station that most closely matches the par- tial extension number. Press or ACCEPT to program the displayed station, or scroll to another station as described below. Scroll through the numbers: To scroll through the extension number list, press the high end of the Volume key or NEXT key to scroll forward, or press the low end of the key or PREVIOUS key to scroll backward. When the desired extension number is dis- played, press or ACCEPT to continue. (5)The display shows ENTER STATION OPTION. Select one of the following: a.Station Flags: This option allows you to set the Administrator Station, Attendant, and House Phone flags. To select it, press or the STATION FLAGS menu key. There are three flags that can be programmed: Administrator, Attendant, and House Phone. (However, you cannot program the Administrator flag for your own station or for a single-line station.) To program the flags do the following: 1.To scroll to the desired flag: Press the high end of the Volume key or NEXT key to scroll forward, or press the low end of the Volume key or PREVIOUS key to scroll backward. 2.To enable or disable a displayed flag: Press or the ON menu key to enable the flag. Or, press or the OFF menu key to disable the flag. 3.To save your programming when all flags are set correctly: Press or ACCEPT to save the new flag settings. The display shows DATABASE UPDATED and then returns to the ENTER STATION OPTION prompt. 4.To exit without saving your changes: Press or CANCEL to exit. The dis- play shows NO UPDATE PERFORMED and then returns to the ENTER STATION OPTION prompt. b.Station Information: This option allows you to select an attendant for the station or program the station’s username. To select it, press or the STATION INFO menu key. The display shows ENTER STATION INFO OPTION. Select one of the following: 1.Attendant: To assign an attendant to serve this station, press or the ATTENDANT menu key. The display shows ENTER ATTENDANT EXTEN- SION. Enter the desired extension number. When the circuit information is displayed, press again to return to the ENTER STATION INFO OPTION prompt. The display shows DATABASE UPDATED. (Or to cancel your entry, press or CANCEL. The display shows NO UPDATE PERFORMED.) 2.Username: To change the username of the station, press or the USER- NAME menu key. The display shows ENTER USERNAME. Enter the new name as described in paragraph on page 9. (Or, to cancel your entry, press or CANCEL. The display shows NO UPDATE PERFORMED.) # # # # 1 1 2 # * 2 1 # * 2 *
Page 12 Administrator Procedures INTER-TEL AXXESS ADMINISTRATOR’S GUIDE – Issue 5.1, March 2000 Database Programming c.Toll Restriction: This option allows you to set the station class of service for day and or night modes. To select it, press or the TOLL RESTRICTION menu key. Then do the following: 1.The display shows TOLL RESTRICTION OPTION. Press or the COS DAY menu key to program day mode toll restriction. Or, press or the COS NIGHT menu key to program night mode toll restriction. 2.The display shows SET DAY (or NIGHT) COS XX. If this is not the COS you wish to program, scroll to the correct COS by pressing the high end of the Volume key or NEXT menu key to scroll forward, or press the low end of the Volume key or PREVIOUS menu key to scroll backward. The default COS numbers are as follows. See page 107 for definitions. COS 01 – ARS Only COS 02 – Deny Area/Office COS 03 – Deny Operator COS 04 – Deny Toll Access COS 05 – Deny International COS 06 – Deny Equal Access COS 07 – Deny Local Calls COS 08 – Denied Numbers COS 09 – Allowed Numbers 3.When the correct COS is displayed, press or the ON menu key to enable the toll restriction. Or, press or the OFF menu key to disable it. 4.If desired, repeat steps c2 and c3 to program additional COS toll restrictions. 5.Press or ACCEPT to save the COS programming. The display shows DATABASE UPDATED and then returns to the TOLL RESTRICTION OPTION prompt. 6.Press again to exit to the ENTER STATION OPTION prompt. (6)When the display shows ENTER STATION OPTION, press again to exit to the ENTER STATION EXTENSION prompt. You can then program another station by repeating these steps or press or ACCEPT once more to exit to the ENTER DATA- BASE OPTION prompt. (7)When finished with all programming, press while the ENTER DATABASE OPTION prompt is displayed. This ends the programming session. (8)If a system reset is required, the display shows ENTER SYS RESET OPTION. Do one of the following: —Delayed Reset: Press or the DELAYED menu key to delay the reset. The dis- play shows DELAYED RESET SCHEDULED. The system will be reset at the pre- programmed time. —Immediate Reset: Press or the IMMEDIATE menu key to reset the system now. NOTE A system reset will drop all calls in progress. 3 1 2 1 2 # # # # # 1 2
Page 13 Administrator Procedures INTER-TEL AXXESS ADMINISTRATOR’S GUIDE – Issue 5.1, March 2000 Station Database Programming Flowchart FIGURE 1.Station Database Programming Flowchart Enter Program Database feature code 9932 Press 1 or STATION menu key ENTER DATABASE OPTION ENTER STATION EXTENSION Enter desired station extension number, then # ENTER STATION OPTION Press 2 or STATION INFO menu key STATION INFO OPTION Press 3 or TOLL RESTRICTION menu key TOLL RESTRICTION OPTION Press 1 or STATION FLAGS menu key Select flag to program Press 1 or ATTENDANT menu keyPress 2 or USERNAME menu key Enter new username extensionEnter Attendant’s Press 1 or ON menu key to enable Press 2 orOFF menu keyto disable Press 1 or COS DAY menu key for day modePress 2 or COS NIGHT menu key for night mode SET DAY/NIGHT COS XX If necessary, select COS number Press 1 or ON menu key to enable COS If desired, select another COS numberto program by scrolling Press 2 or OFF menu key to disable COS to program by scrolling YOUR INPUT KEYSET DISPLAYS AT ANY LEVEL: Press * or SPKR to cancel any usaved changes and back up to exit programming. Press # or ACCEPT to save changes and back up one display level. INFORMATION IN THIS CHART IS SHOWN AS FOLLOWS:
Page 14 Administrator Procedures INTER-TEL AXXESS ADMINISTRATOR’S GUIDE – Issue 5.1, March 2000 Station Database Programming Flowchart System Programming Using An Administrator’s Station The system-wide information that can be programmed by an Administrator station includes the following: •Define do-not-disturb messages: The system has default do-not-disturb messages in both English and Japanese that can be reprogrammed through an Administrator’s sta- tion. (See page 189 for information concerning their use.) Administrators can delete or change messages 01-20 to any value (up to 16 characters). The current language of the programming keyset determines which list is programmed. (See page 241 for a descrip- tion of the Change Language feature.) The Japanese translation has the same meaning as the English message. The default messages are: When do-not-disturb messages are changed, the programmer should attempt to keep the meanings for the messages in both lists the same. That is, if the English message 02 is changed to “PA G E M E ,” a similar message should be programmed for the Japanese message 02. •Select an Administrator database programming password: Entry to the database programming feature at the Administrator stations can be protected using a password. A password would prevent unauthorized users from altering the system database. •Define reminder messages: The system reminder messages can be changed using an Administrator’s station. (See page 198 for information about using reminder messages.) The messages are limited to 16 characters each. The system has default reminder mes- sages in both English and Japanese. The current language of the programming keyset determines which list is programmed. (See page 241 for a description of the Change Language feature.) Each Japanese translation has the same meaning as the English mes- sage. The default messages are:01 DO-NOT-DISTURB 11 OUT OF TOWN TIL 02 LEAVE A MESSAGE 12 OUT OF OFFICE 03 IN MEETING UNTIL 13 OUT UNTIL 04 IN MEETING 14 WITH A CLIENT 05 ON VACATION TIL 15 WITH A GUEST 06 ON VACATION 16 UNAVAILABLE 07 CALL ME AT 17 IN CONFERENCE 08 AT THE DOCTOR 18 AWAY FROM DESK 09 ON A TRIP 19 GONE HOME 10 ON BREAK 20 OUT TO LUNCH 01 MEETING 11 CALL ENGINEERING 02 STAFF MEETING 12 CALL MARKETING 03 SALES MEETING 13 CALL ACCOUNTING 04 CANCEL MEETING 14 CANCEL DND 05 APPOINTMENT 15 CANCEL CALL FWD 06 PLACE CALL 16 TAKE MEDICATION 07 CALL CLIENT 17 MAKE RESERVATION 08 CALL CUSTOMER 18 REVIEW SCHEDULE 09 CALL HOME 19 LUNCH 10 CALL CORPORATE 20 REMINDER
Page 15 Administrator Procedures INTER-TEL AXXESS ADMINISTRATOR’S GUIDE – Issue 5.1, March 2000 Station Database Programming FlowchartWhen reminder messages are changed, the programmer should attempt to keep the meanings for the messages in both lists the same. That is, if the English message 02 is changed to “GO TO AIRPORT,” a similar message should be programmed for the Japa- nese message 02. •Program new extension numbers for stations: The extension number for any station can be changed by an Administrator. The new extension number cannot conflict with an existing number. The System-Wide Database Programming process is summarized in the flowchart shown on page 18. See page 47 for a Program Planning Sheet. If necessary, you can press or SPKR, to cancel programming and discard any unsaved changes, at any time during the following procedure. S YSTEM DATABASE PROGRAMMING: NOTE If you wish to change the Japanese do-not-disturb or reminder message sets, make sure your station is set in Japanese mode. See page 241 for an explanation of the Change Language feature. (1)While on hook, enter the Program Database feature code (9932). (2)If a password is required, the display shows ENTER PASSWORD. Use the keypad to enter your 1-8 digit password and press . (If you enter an incorrect password, the dis- play shows INVALID PASSWORD.) If a password is not required, skip this step. (3)The display shows ENTER DATABASE OPTION. (Executive Keysets also show the options: STATION, SYSTEM, and TRUNK.) Press or the SYSTEM menu key. (4)The display shows ENTER SYSTEM OPTION. Select one of the following: a.Do-Not-Disturb Messages: This option allows you to program the do-not-disturb messages used by the stations. To select it, press or the DND MESSAGES menu key. Then do the following: 1.The display shows SELECT DND MESSAGE #. Enter a message number or scroll to the desired message. (To scroll to the correct message press the Vol- ume key or the SCROLL plus NEXT and PREVIOUS menu keys.) 2.When the display shows the desired DND message, enter the new message as described in paragraph on page 9. 3.Press or ACCEPT to save the new message. The display shows DATA- BASE UPDATED and then returns to the SELECT DND MESSAGE prompt. (Or to cancel your entry, press or CANCEL. The display shows NO UPDATE PERFORMED.) 4.To program another message, scroll to the desired message and repeat these steps. 5.Press again to exit to the ENTER SYSTEM OPTION prompt. * # 2 1 # * #
Page 16 Administrator Procedures INTER-TEL AXXESS ADMINISTRATOR’S GUIDE – Issue 5.1, March 2000 Station Database Programming Flowchart b.Password: This option allows you to set a password that limits access to the Administrator programming feature. To select it, press or the PASSWORD menu key. Then do the following: 1.The display shows CHANGE PASSWORD TO. Enter a password of up to eight digits then press . (Or, to erase the password and leave it blank, just press #.) 2.The display shows VERIFY PASSWORD. Enter the password exactly as you did in the step above, followed by . The display returns to the ENTER SYSTEM OPTION prompt. (If you hear reorder tones and see an error mes- sage, the passwords did not match and you must start over at the CHANGE PASSWORD prompt.) c.Reminder Messages: This option allows you to program the reminder messages used by the stations. To select it, press or the REMINDER MSGS menu key. Then do the following: 1.The display shows SELECT REMINDER MSG #. Enter a message number or scroll to the desired message. (To scroll to the correct message press the Vol- ume key or the SCROLL plus NEXT and PREVIOUS menu keys.) 2.When the display shows the desired message, enter the new message as described in paragraph on page 9. 3.Press or ACCEPT to save the new message. The display shows DATA- BASE UPDATED and then returns to the SELECT REMINDER MSG prompt. (Or to cancel your entry, press or CANCEL. The display shows NO UPDATE PERFORMED.) 4.To program another message, scroll to the desired message and repeat these steps. 5.Press again to exit to the ENTER SYSTEM OPTION prompt. d.Station Extensions: This option allows you to assign new extension numbers to stations. To select it, press or the STN EXTENSION menu key. Then do the following: 1.The display shows ENTER STATION EXTENSION. Enter the extension number of the station to be programmed using one of the following methods. (If you enter an invalid extension number, you hear reorder tones and must try again.) Enter a complete number: Enter the extension number using your keypad. When a valid number is entered, the circuit information is displayed. Press again to continue. Enter a partial number: Enter a partial extension number then press the key, high end of the Volume key, or the ACCEPT menu key. The display shows the extension number, user name and circuit number of the station that most closely matches the partial extension number. Press or ACCEPT to program the displayed station, or scroll to another station as described below. Scroll through the numbers: To scroll through the extension number list, press the high end of the Volume key or NEXT menu key to scroll forward, or press the low end of the Volume key or PREVIOUS menu key to scroll back- ward. When the desired extension number is displayed, press or ACCEPT to continue. 2 # # 3 # * # 4 # # # #
Page 17 Administrator Procedures INTER-TEL AXXESS ADMINISTRATOR’S GUIDE – Issue 5.1, March 2000 Station Database Programming Flowchart2.The display shows CHANGE X (number) TO EXTENSION. Enter the new extension number for the station. If you enter an invalid number, you hear reorder tones and must try again. If you entered an extension number that is already assigned, the display shows CONFLICTING EXTENSION and hear reorder tones. When the display returns to ENTER STATION EXTENSION, you must start over and select a new extension number. 3.Press or ACCEPT to exit to the ENTER STATION EXTENSION prompt. The display shows UPDATING DATABASE for four seconds and then DATABASE UPDATED. (Or to cancel your entry, press or CANCEL. The display shows NO UPDATE PERFORMED.) NOTE: Although the system begins to update the database when you press or ACCEPT, it may take longer than the four-second display to change the extension in the system – especially in a large or busy system. 4.Press or ACCEPT again to exit to the ENTER SYSTEM OPTION prompt. (If an extension number is displayed, press to exit, instead of or ACCEPT.) (5)When the display shows ENTER SYSTEM OPTION, press again to exit to the ENTER DATABASE OPTION prompt. (6)When finished with all programming, press while the ENTER DATABASE OPTION prompt is displayed. This ends the programming session. (7)If a system reset is required, the display shows ENTER SYS RESET OPTION. Do one of the following: —Delayed Reset: Press or the DELAYED menu key to delay the reset. The dis- play shows DELAYED RESET SCHEDULED. The system will be reset at the pre- programmed time. —Immediate Reset: Press or the IMMEDIATE menu key to reset the system now. NOTE A system reset will drop all calls in progress. # * # # *# # # 1 2
Page 18 Administrator Procedures INTER-TEL AXXESS ADMINISTRATOR’S GUIDE – Issue 5.1, March 2000 System Database Programming Flowchart FIGURE 2.System Database Programming Flowchart Enter Program Database feature code 9932 Press 2 or SYSTEM menu key ENTER DATABASE OPTION Press 2 orPASSWORD menu key Enter the new message using alpha or numeric mode and press # ENTER SYSTEM OPTION Enter message number or select DND message to program by scrolling Press 1 orDND MESSAGESmenu key Press 4 or STN EXTENSIONS menu keyPress 3 or REMINDER MSGS menu key SELECT DND MESSAGE If desired, select another message to program (DND message) SCROLL OR EDIT Enter the new password CHANGE PASSWORD VERIFY PASSWORD Enter the new message using alpha or numeric mode and press # Enter message number or select message to program by scrolling SELECT REMINDER MSG If desired, select another message to program (Reminder message) SCROLL OR EDIT Enter the new extension number for the station and press # Enter the extension number ENTER STATION CHANGE (number) SCROLL OR EDIT Enter 0-8 digit password and press # again and press # EXTENSION of the station to be changed YOUR INPUT KEYSET DISPLAYS AT ANY LEVEL: Press * or SPKR to cancel any usaved changes and back up to exit programming. Press # or ACCEPT to save changes and back up one display level. INFORMATION IN THIS CHART IS SHOWN AS FOLLOWS:
Page 19 Administrator Procedures INTER-TEL AXXESS ADMINISTRATOR’S GUIDE – Issue 5.1, March 2000 System Database Programming FlowchartTrunk Programming Using An Administrator’s Station The trunk information that can be programmed by an Administrator station includes the fol- lowing: Individual trunks: •Answer supervision type: Answer supervision determines whether the system should consider a call valid when it receives polarity reversal from the central office or wait for the Valid Call timer to expire. Any outside call put on hold becomes valid immediately, regardless of Answer Supervision or Valid Call timer status. •Caller ID: When selected, the Caller ID option indicates that the associated trunk will provide caller identification signals. This cannot be programmed unless the Advanced CO Interfaces premium feature is enabled. Caller information features require DSP pro- gramming. Caller ID uses Caller ID receivers. •Hybrid balance: Hybrid balance can be set to Normal or Short to allow the installer to adjust the hybrid impedance of the trunk based on local central office conditions. —Short: The short balance is used when trunks are supplied by other equipment located within the same building, using private, copper wire termination (e.g., an OPX supplied by another PBX that does not use the public network) or when the site is located close to the central office. —Normal: The normal balance can be used by most trunks. •DTMF or dial-pulse signaling: Trunks can be set for DTMF or dial pulse signals. •Trunk group assignment: Trunks can be assigned to trunk groups on an individual basis. •Busy trunk: This feature allows the administrator to temporarily remove a trunk from service. While the trunk is out of service, it cannot be used for placing outgoing calls. However, incoming calls on analog trunks will ring in and can be answered. Incoming calls on ISDN trunks cannot be answered. They receive a message, from the AXXESS system, that the trunk is not available. Typically, the CO sends busy signal or an “all trunks busy” message to the caller. The trunk will remain out of service until the Trunk Busy Out timer expires or the administrator places the trunk back in service. Trunk groups: •Day/Night Answer Access: The Administrator can program separate lists for stations with allowed-answer access in day and night modes. •Day/Night Ring-In: The Administrator can program separate lists of stations with ring- in for day and night modes. •Change toll restrictions: The Administrator can program toll restriction classes of ser- vice for the trunk groups. Classes of service are described in detail on page 107. •Trunk List: Each trunk group has a programmed list of individual trunks. The Trunk Database Programming process is summarized in the flowchart shown on page 24. See page 47 for a Program Planning Sheet. If necessary, you can press the asterisk (*) key or SPKR, to cancel programming and discard any unsaved changes, at any time during the following procedure.
Page 20 Administrator Procedures INTER-TEL AXXESS ADMINISTRATOR’S GUIDE – Issue 5.1, March 2000 System Database Programming Flowchart When the procedure asks you to enter a station, trunk, or trunk group extension number, you can use any of the following methods (If you enter an invalid extension number, you hear reor- der tones and must try again.) •Enter a complete number: Enter the extension number using your keypad. When the circuit information is displayed, press again to continue. •Enter a partial number: Enter a partial extension number then press the key, high end of the Volume key, or the ACCEPT menu key. The display shows the extension number, user name and circuit number of the station, trunk, or trunk group that most closely matches the partial extension number. Press or ACCEPT to accept the dis- played extension, or scroll to another station as described below. •Scroll through the numbers: To scroll through the extension number list, press the high end of the Volume key or NEXT menu key to scroll forward, or press the low end of the Volume key or PREVIOUS menu key to scroll backward. When the desired extension number is displayed, press or ACCEPT to continue. T RUNK DATABASE PROGRAMMING: (1)While on hook, enter the Program Database feature code (9932). (2)If a password is required, the display shows ENTER PASSWORD. Use the keypad to enter your 1-8 digit password and press . (If you enter an incorrect password, the dis- play shows INVALID PASSWORD.) If a password is not required, skip this step. (3)The display shows ENTER DATABASE OPTION. (Executive Keysets also show the options: STATION, SYSTEM, and TRUNK.) Press or the TRUNK menu key. The display shows ENTER TRUNK OPTION. (4)To Program An Individual Trunk: Press or the INDIVIDUAL TRUNK menu key. Then program trunk options as follows: a.The display shows ENTER TRUNK EXTENSION. Enter the extension number of the trunk to be programmed using one of the methods described in paragraph 41.34. b.The display shows INDIVIDUAL TRUNK OPTION. Enter one of the following options. To view the last two options on an Executive Keyset, press the arrow (>) menu key at the bottom of the display. Answer Supervision: To program the answer supervision for the trunk, press or the ANS SUPERVISION menu key. When the display shows ANS SUPERVISION OPTION, press or the POLARITY REVERSE menu key for the polarity-rever- sal supervision type. Or, press or VALID CALL menu key for Valid Call timer supervision. Then press or ACCEPT to continue. Caller ID: To enable or disable Caller ID, press or the CALLER ID menu key. When the display shows SET CALLER ID, press or ON to enable the feature, or press or OFF to disable it. Then press or ACCEPT to continue. Hybrid Balance: To set the hybrid balance of the trunk to normal or short, press or the HYBRID BALANCE menu key. When the display shows HYBRID BAL- ANCE OPTION, press or the NORMAL menu key, or press or the SHORT menu key. Then press or ACCEPT to continue. # # # # # 3 1 1 1 2 # 2 1 2# 3 12 #