Key Voice Voice Processing System Installation And Maintenance Manual

							INSTALLATION AND MAINTENANCE MANUAL 4/0023-14Installing the Hardware
You must install a compatible network board in the VP system PC.  Follow the manufacturers installation
instructions, taking care that the network board does not use any memory addresses or hardware interrupts
(IRQs) required in the basic VP system configuration.
Programming the Fax Box
The Fax box data should be entered as described in section 24.  In the field DOCUMENT FILE-NAME, enter
the drive number, directory, and file name of the document contained in the Fax box.  For example, if the
VP system node on the network considered the hard disk drive of the fax server to be drive M, and the fax
documents are in the directory FAXDOCS, the entry in this field is:
M:\FAXDOCS\.PCX
Adjusting System Settings for Third-Party Fax Server
When programming the FAX SETUP screen, specify that faxes are to be sent using the method CALL BACK
ALWAYS.
Other entries you must make on the FAX SETUP screen and whether you must use external dial rules
depends on the dialing capabilities of the third-party fax server software.  The fax documents themselves
reside on the remote fax server, which also assumes the task of dialing the callers fax machine and
sending the requested fax(es).  If that unit requires only the callers 7 or 10 digit telephone number and
can add any necessary prefixes and delete any unnecessary area codes, then the balance of this may be left
at its default value, and no dial rules need be built.  However, if the fax server can only dial the exact
numbers sent to it in the fax order (see below), you must follow procedures in section 24 to ensure the VP
system examines the callback digits entered by the party requesting the fax(es), then inserts and /or
deletes the required digits before placing the numbers in the fax order file.
Understanding the Fax Order File
When a caller orders one or more fax documents, the order is sent to a file located in a directory with the
default name FAXORDER (this can be changed as explained later in this section).  The format of the file is
as follows:
date   time
senders company name
recipients fax machine telephone number
recipients extension (or ID) number
cover page filename (no path)
filename of the first fax document (including path)
filename of the second fax document (including path)
file name of the third fax document (including path)
To demonstrate how the VP system sends a typical fax order request, assume the following:
· A caller has requested 3 documents to be delivered to 555-1212, attention of extension 1122.
· The fax server can only dial the exact digits within the fax order, and the fax boards being used
recognize the * digit as a pause.
· The fax server is connected to PBX extensions, and it must dial a 9 to get an outside line. 
						

							INSTALLATION AND MAINTENANCE MANUAL 4/0023-15· The 555 exchange is a long-distance call and requires a 1 prefix.
· The FAX SETUP screen specifies NO COVER PAGE and EXT (for an external dial rule).
Under these conditions, the fax order sent to the server looks like this:
01-18-94   15:55:10
ACME Sales Company
9*15551212
1122
                      (This line is blank as there is no cover page.)
M:\FAXDOCS\PRICES.PCX
M:\FAXDOCS\CONTRACT.PCX
M:\FAXDOCS\PICS.PCX
The VP system automatically generates a filename for this fax order in the format:
FB000xxxx.FBX
where xxxx is an order number in the range of 0000 through 9999.  When the order numbers reach 9999,
it automatically resets to 0000.
Adjusting the Configuration File
To tell the VP system you are using the third-party fax server option, enter the following line in the
VM.CFG configuration file (see section 12):
CUSTOM = 32
To designate a different network drive for the fax order files and/or to use a directory name other than the
default FAXORDER, enter:
FAX ORDER PATH =   
For example, if you want to place the orders in the directory ORDERS on the G drive, enter:
FAX ORDER PATH = G:\ORDERS
Note:The drive location of the fax documents is not necessarily the same drive as the fax orders(drives M: and G:, respectively in this example).The VP system also automatically creates a file in the FAXORDER directory with the filename SERIAL.TXT.
This file contains the VP system serial number and is provided for the use of the third-party fax
application.  It may be used, ignored, or deleted at any time.
Call Logging Files
The only VP system log files available with this configuration are those that record calls to the Fax box.
This would not necessarily indicate that a document was sent, since the caller may have listened to the
document description and decided not to order the document.
Also, the VP system does not keep copies of the fax orders it sends to the fax server.  If possible, set up
the fax server program to add a time and date stamp to fax orders after they have been filled and store
these records to its own log file. 
						

							INSTALLATION AND MAINTENANCE MANUAL 4/0023-16 
						

							INSTALLATION AND MAINTENANCE MANUAL 4/0024-124. Using the Fax Distribution Module
Note:Refer to instructions in section 23 for information on installing the Fax Distribution moduleon VP systems.Using the optional Fax Distribution (also known as Fax Retrieval) module, you can store fax documents
on the VP system and allow callers to retrieve them.  Any mailbox owner can be given the ability to send
fax documents into the VP system.  Any caller can then call in to retrieve those documents.
Note:You can control caller access to documents by assigning passwords to documents.  TheVP system prompts callers to enter the document’s password before permitting fax accessto the document.A caller can retrieve a fax two ways:
· Using the Call Back method, the caller identifies which document(s) he/she requests, then enters
the number of his/her fax machine.  The VP system calls the fax machine and delivers the
documents.
· Using the Same Call method, the caller must be placing a call from a fax machine and the VP
system line receiving the call must be connected to a fax board or fax-port sharing must be
enabled. The VP system faxes the caller the document(s) he/she requests during the same call.
24.1 Setting up a Fax BoxEvery fax document is contained in a Fax box, and each Fax box contains one document, referenced by a
DOS filename.  This file in the Fax box can contain several pages of text or graphics.
24.1.1 Accessing the Fax Box Screen
Note:Refer to section 29 for graphical illustrations of all VP system screens.To access the Fax box screen through the DOS-based VP system screen interface:
1. From the LINE STATUS screen, press .  The Main menu displays and you are prompted to enter
a system password.
2. Type 1234 then press  to log on using the default Technician level password.  You can
change both the Technician and Customer level passwords on the GENERAL INFORMATION screen.
3. From the Main menu, select BOX INFORMATION.  The Box Information menu displays.
4. Select the OPTIONAL FEATURES option, then from the menu that displays, select FAX BOX. When you
have made necessary modifications to the screen, press  to save the changes. You return to the
Box Information menu. 
						

							INSTALLATION AND MAINTENANCE MANUAL 4/0024-2To access the Fax box screen through the NT-based VP system screen interface:
1. From the Windows NT desktop, double-click the DATABASE ADMINISTRATOR icon.  You are
prompted to enter a password.
2. Type 1234 then press  to log on using the default Technician level password.  You can
change both the Technician and Administrator level passwords on the GENERAL INFORMATION
screen.
3. Access the BOXES pull-down menu.
4. Select the OPTIONAL FEATURES option, then from the menu that displays, select FAX BOX. When you
have made any necessary modifications to the screen press  to save the changes or click on the
Save icon on the screen.  You return to the main screen.
Note:Field names and screen descriptions for both DOS-based and NT-based VP systemsscreens are presented in this section.  Each field description identifies the field name usedin both types of products.  Be advised that due to differences in the screen designbetween DOS-based and NT-based VP systems, the placement of fields on severalscreens vary slightly.  All fields on all screens are discussed in this section.Note:To locate the information on a particular field most easily, consult the Index to findthe page number of this document that contains the field description.24.1.2 Fax Box Field Descriptions
Be advised that due to differences in the screen design between DOS-based and NT-based VP systems,
the placement of fields on several system screens vary slightly.  To locate the information on a particular
field most easily, consult the Index to find the page number of this document that contains the field
description.
Fields used in DOS-based VP systems are prefaced below with VP, and fields used in NT-based VP
systems are prefaced with NTVP.  If the NTVP field resides on a certain tab on the screen or if the VP
field resides on a certain screen page, the tab or page is identified next to the field name.
Several field descriptions discuss setting fields to YES or NO settings.  In NT-based VP systems, this
equates to checking or un-checking the field’s checkbox, which you do by clicking on it.
     VP:Box Number
NTVP:Box Number
This field displays the Fax box number.  A box number can be any number between 1 and 9899 (boxes
9900 - 9999 are reserved for the system).  You cannot change the box number on the screen.  To view a
new box, use keys  (select a box number),  (previous Fax box), or  (next Fax box).  To
add a new Fax box, press  (add).  (NT-based VP system users can also select from icons at the top of
the screen.) 
						

							INSTALLATION AND MAINTENANCE MANUAL 4/0024-3     VP:Box Name
NTVP:Box Name
This field identifies the name of the Fax box. The name is used for administration purposes only, and it
appears in the database listing.
     VP:Document Name Recorded
NTVP:Name Recorded button
This field identifies whether the document name has been recorded.  On NT-based VP systems, an
existing recording is signified by a red light displaying on the button.
The name is normally a short description of the document (for example, “Summer price list”).  When a
caller requests this document, the document name is played to confirm that this is the correct document:
“Summer price list.  If this is correct, press 1.”
On DOS-based VP systems, when you bring the cursor into this field, a menu appears, offering the option
to play, delete, copy, or record the name.  By selecting RECORD you can record the name via a telephone
line connected to the voice processing board.  To record the name, select RECORD, press , and call
into voice mail line 1.  When voice mail answers, select RECORD and speak the name.  To end the
recording, press  again.  To hear the recording, select PLAY.
On NT-based VP systems, you can record the name by clicking on the Record Name button, then using
the controls on the Sound Recorder dialog box.  At the lower-right of the dialog, click on the circle button
to begin recording.  Click on the rectangle button (to the left of the circle button) to end the recording.
See section 15 for more information on using the Sound Recorder dialog box.
     VP:Owner Box
NTVP:Owner
This field contains the mailbox number of the owner of the Fax box. The owner is the only caller who can
send a fax document into the Fax box (all other callers can retrieve the document).
     VP:Document File-Name
NTVP:Document Filename
This field identifies the actual file containing the fax document.  If the files do not reside in the default
directory \VM\M, then you must include the full path and filename.
If you leave this field blank, the VP system automatically names the files for you and places them in the
\VM\M directory.
     VP:Document Type
NTVP:Document Type area
If the document to be placed in this box is a text file, this field must be set to TEXT (or WIDE TEXT if there
are more than 80 characters per line), otherwise it should be set to GRAPHICS. If the document is faxed
into this fax box, select GRAPHICS.
If you are using this Fax box to send IVR confirmation (in conjunction with the optional IVR module),
select IVR RESPONSE. 
						

							INSTALLATION AND MAINTENANCE MANUAL 4/0024-4     VP:Document Security Code
NTVP:Document is Password Protected
This field identifies the security code a caller must enter to access the document.  The security code
allows you to restrict access to a document (specify the code using digits 0 through 9). The fax is not sent
unless the code is entered correctly by the caller. Leave this field blank if you do not want to protect this
document.
     VP:When Exiting Box, If Caller May Order More Documents
NTVP:If Caller Can Order More Documents
Once the VP system has confirmed that the document will (or will not) be delivered, it continues with the
call.  It tells the caller how many more documents he/she can order on this call.  If the caller has not yet
ordered the maximum number of documents, the call follows the routing instructions indicated in this
field.  The options are:OptionDescriptionGO TO BOXChoosing this option allows the call to be routed to another box.
The new box number can be entered in the next field.SAY GOODBYEThe VP system says, “Good-bye,” then hangs up.RETURNThe VP system goes back to the box from which it came.HANG UPThe VP system immediately hangs up.     VP:Box
NTVP:(Unlabeled Box field)
This field is valid only if the option in the corresponding field is set to GO TO BOX.  The field contains the
box number to which the call is to be routed if the caller enters a valid account number.
     VP:When Exiting Box, If Caller Has Ordered Max Number of Docs
NTVP:If Maximum Number of Documents Ordered
If the caller has ordered the maximum number of documents, the call follows the routing instructions
indicated in this field.  The options are:OptionDescriptionGO TO BOXChoosing this option allows the call to be routed to another box.
The new box number can be entered in the next field.SAY GOODBYEThe VP system says, “Good-bye,” then hangs up.RETURNThe VP system goes back to the box from which it came.HANG UPThe VP system immediately hangs up. 
						

							INSTALLATION AND MAINTENANCE MANUAL 4/0024-5     VP:Box
NTVP:(Unlabeled Box field)
This field is valid only if the option in the corresponding field is set to GO TO BOX.  The field contains the
box number to which the call is to be routed.
24.2 Setting up System Settings for FaxThere are several system parameters you can change to customize operation of the Fax Distribution
module.  You modify these parameters on the FAX SETUP screen.
24.2.1 Accessing the Fax Setup Screen
Note:Refer to section 29 for graphical illustrations of all VP system screens.To access the Fax Setup screen through the DOS-based VP system screen interface:
1. From the VP system main screen, press .  The Main menu displays, and you are prompted to
enter a password.
2. Type 1234 then press  to log on using the default Technician level password.  You can
change both the Technician and Customer level passwords on the GENERAL INFORMATION screen.
3. From the Main menu, select SYSTEM INFORMATION.  The System Information menu displays.
4. Select the OPTIONAL FEATURES option, then from the menu that displays, select FAX SETUP. When
you have made necessary modifications to the screen, press  to save the changes. You return to
the System Information menu.
To access the Fax Setup screen through the NT-based VP system screen interface:
1. From the Windows NT desktop, double-click the DATABASE ADMINISTRATOR icon.  You are
prompted to enter a password.
2. Type 1234 then press  to log on using the default Technician level password.  You can
change both the Technician and Administrator level passwords on the GENERAL INFORMATION
screen.
3. Access the System pull-down menu.
4. Select the OPTIONAL FEATURES option, then from the menu that displays, select FAX SETUP. When
you have made any necessary modifications to the screen press  to save the changes or click on
the Save icon on the screen.  You return to the main screen.
Note:Field names and screen descriptions for both DOS-based and NT-based VP systemsscreens are presented in this section.  Each field description identifies the field name usedin both types of products.  Be advised that due to differences in the screen designbetween DOS-based and NT-based VP systems, the placement of fields on severalscreens vary slightly.  All fields on all screens are discussed in this section. 
						

							INSTALLATION AND MAINTENANCE MANUAL 4/0024-6Note:To locate the information on a particular field most easily, consult the Index to findthe page number of this document that contains the field description.24.2.2 Fax Setup Screen Field Descriptions
Be advised that due to differences in the screen design between DOS-based and NT-based VP systems,
the placement of fields on several system screens vary slightly.  To locate the information on a particular
field most easily, consult the Index to find the page number of this document that contains the field
description.
Fields used in DOS-based VP systems are prefaced below with VP, and fields used in NT-based VP
systems are prefaced with NTVP.  If the NTVP field resides on a certain tab on the screen or if the VP
field resides on a certain screen page, the tab or page is identified next to the field name.
Several field descriptions discuss setting fields to YES or NO settings.  In NT-based VP systems, this
equates to checking or un-checking the field’s checkbox, which you do by clicking on it.
     VP:Fax Cover-Page Preference
NTVP:Fax Cover Page area
This field allows you to specify whether and what type of cover page the VP system is to generate with
the fax.  If you choose DEFAULT from the menu, the VP system sends the default cover-page, which
contains the company name and the extension number of the recipient of the fax.  It also contains the
company logo, if you specify the name of a file in the next field (see below).  If you choose CUSTOM, the
VP system transmits the contents of the file you specify in the next field (see below).  If you choose NONE
or NO COVER PAGE, then no cover page is sent.
     VP:Filename for Cover-Page Logo
NTVP:Custom – From File
This field identifies the name of the file to be used as or on the fax cover page.  If the fax cover page
option is set to CUSTOM, specify in this field the name of a .PCX file (VP systems) / .TIF file (NTVP
systems) containing the image you want the VP system to send as a cover page.  The file should be stored
in the directory housing the VP system (by default this is \VM).  If you selected DEFAULT as the fax
cover page option, and you want to have the company logo included on the cover page, specify in this
field the name of a .PCX file (VP systems) / .TIF file (NTVP systems) containing the logo.  This file also
should be stored in the directory housing the VP system.
Note: To create a .TIF file on the VP system containing a custom fax cover page, fax thedocument you want to use into a file on the VP system by following the procedures forFaxing a Document on Disk into the VP System or Faxing a Document on Paper into theVP system. 
						

							INSTALLATION AND MAINTENANCE MANUAL 4/0024-7     VP:How to Transmit Faxes
NTVP:Send options area
This field allows you to specify how faxes are to be sent to callers.  The options are:OptionDescriptionOFFER OPTIONIf there is a fax board connected on this line (or fax-port sharing is
enabled), the VP system asks the caller if he/she is calling from a fax
machine.  If the caller is calling from a fax machine, then the VP system
sends the documents before ending this call.  If the caller is not calling
from a fax machine, then the VP system asks the caller for the number of
the fax machine to which it should send the documents.  At the end of the
call, the VP system looks for a line that is free and that has a fax board
connected to it.  It uses that line to make an outgoing call to the number
supplied by the caller.CALL BACK ALWAYSThe VP system never sends fax documents as part of this call.  It always
asks the caller for his/her fax number (and also an extension number, if
you are using the default cover-page option), and calls the number back.SAME CALL ALWAYSThe VP system never offers to call the callers fax machine.  It sends the
documents as part of the current call.  This means that the caller must be
calling from a fax machine.  You should make this clear to the callers
before routing them to a Fax box.  Do not use SAME CALL ALWAYS
unless you have a fax board connected to every line or fax-port sharing is
enabled.The flow chart in Figure 24-1 illustrates how the VP system uses this information.
     VP:Max Faxes We Will Send Per Call
NTVP:Maximum Number of Documents to Send per Call
A caller can request more than one document per call.  The VP system accepts orders for up to ten
documents. If you want to restrict callers to fewer than ten documents, enter the new number here.  Once
a document has been ordered, the VP system tells the caller how many more documents he/she can order
on this call.  For example:
“You may order up to 4 more fax documents.”
If a caller attempts to order more than the allowed number of documents, the VP system says:
“Im sorry, you have already ordered the maximum number of faxes.” and continues as normal.
     VP:Sending Resolution
NTVP:Resolution area
This field indicates the resolution at which the fax is sent.  Select FINE if you want to send faxes at the
higher resolution. Select STANDARD for lower-resolution faxes. High-resolution faxes take longer to send,
but may look better.