Lucent Technologies DEFINITY Enterprise Communication Server Release 8.2 Administrators Guide

							DEFINITY ECS Release 8.2
Administrator’s Guide  555-233-506  Issue 1
April 2000
Managing announcements 
367 Adding announcement extensions 
13
Adding announcement extensions
You need to assign an extension for each announcement that you want to record. 
After you define an announcement extension, you use it to record and access the 
announcement.
Instructions
Let’s use extension 1234 for an announcement about business hours. We’ll use the 
integrated announcement circuit pack located on 01B18. 
To add an announcement extension 1234:
1. Type 
change announcements and press RETURN.
The Announcements/Audio Sources
 screen appears.
2. In the Ext field, type 
1234. 
3. In the Type field, type 
integrated. 
4. In the Name field, type business hours.
5. In the Q field, type y.  
This sets up an announcement queue so calls wait in a queue to hear an 
announcement if all the ports on the announcement circuit pack are busy. 
If you leave this field n, there is no announcement queue. When all the 
announcement ports are busy the caller hears busy or other feedback 
depending upon how the announcement was accessed.
6. N/A appears in the QLen (queue length) field. You cannot change this field 
for integrated announcements because they have a pre-set queue length.
7. In the Pro (protected) field, type 
n.
If you enter 
n, users with console permissions can change the 
announcement. If you enter 
y, the announcement cannot be changed.
This field appears only if the Type field is integrated.
ANNOUNCEMENTS/AUDIO SOURCES
    Ext.   Type      COR  TN Name           Q  QLen Pro Rate Port
 1: 1234_  integrated 1_  1_ business hours n N/A n 32 01B18
2: _____ _________ 1_ 1_ _______________ n
3: _____ _________ 1_ 1_ _______________ n
4: _____ _________ 1_ 1_ _______________ n
5: _____ _________ 1_ 1_ _______________ n
6: _____  _________  1_  1_ _______________ n 
						

							DEFINITY ECS Release 8.2
Administrator’s Guide  555-233-506  Issue 1
April 2000
Managing announcements 
368 Recording announcements 
13
8. In the Port field, type 01B18.
9. Press 
ENTER to save your work.
Recording announcements
You can record an announcement for callers to hear when they dial a specific 
extension. You can use the same steps to change an existing announcement.
If you want to change an announcement that is recorded on a circuit pack without 
memory, you have to delete the original message and record a new announcement. 
Refer to ‘‘
Deleting and erasing announcements’’ on page 372.
Before you start
nYou need to have a phone or console with a class of service (COS) that 
provides console permissions to record announcements.
Refer to ‘‘
Command Permission Categories’’ on page 536 for more 
information on COS permissions.
Instructions
To record an announcement to extension 1234, or change the announcement 
already recorded there, we’ll use a phone with console permissions. In our 
example, the announcement feature access code is *56.
To record or change the announcement:
1. Dial 
*56 from a phone or console. 
You hear dial tone.
2. Dial the announcement extension
 1234.
You hear dial tone.
3. Dial 
1 to begin recording.
4. Record the message.
5. Gently hang up the phone to end recording.
NOTE:
The announcement records the sound of the receiver returning to the 
phone. To prevent this from happening, press the drop button, depress 
the switch hook with your finger, or hang up gently,. 
						

							DEFINITY ECS Release 8.2
Administrator’s Guide  555-233-506  Issue 1
April 2000
Managing announcements 
369 Saving announcements 
13
To listen to the announcement you just recorded:
1. Dial the extension from any phone or console.
In our example, dial 
1234.
NOTE:
You have to wait 15 seconds after you record the announcement before you 
can dial the extension to hear your announcement.
Saving announcements
You can save and back-up announcements from an announcement circuit pack to 
system memory. Your system memory is a tape, disk, or memory card, depending 
on your system. Use this procedure primarily for announcement circuit packs 
without built-in memory.
!CAUTION:
Announcements that are recorded on announcement circuit packs without 
built-in memory are lost if they are not saved to system memory before power 
is shut down or the circuit pack is reset or removed.
For extra security, you may also want to save announcements from announcement 
circuit packs that have their own built-in memory to another announcement circuit 
pack with built-in memory or to tape.
!CAUTION:
Do not copy, save, or restore announcements from an announcement circuit 
pack that has built-in memory to one without built-in memory because it may 
corrupt the announcement data.
Instructions
To save or backup announcements when you have only one announcement circuit 
pack:
1. Type 
save announcements and press RETURN to save the changes. 
This process can take up to 40 minutes. You cannot administer your system 
while it is saving announcements.
To save or backup announcements when you have more than one announcement 
circuit pack, specify the circuit pack address in your command. 
						

							DEFINITY ECS Release 8.2
Administrator’s Guide  555-233-506  Issue 1
April 2000
Managing announcements 
370 Copying announcements 
13
For example to save the announcements from the circuit pack at 01B18:
1. Type 
save announcements from 01B18 and press RETURN.
NOTE:
If you have announcement circuit packs with and without built-in 
memory, save the circuit pack without built-in memory. 
If you have a duplicated system with an active processor and a stand-by processor, 
you can save announcements from the announcement circuit pack to both 
processors. Simply add system memory for both processors to the save 
announcements command.
If the save announcements procedure fails on one of the processors, it continues 
on the other processor, which results in inconsistent announcement data between 
the two processors. 
To verify that the save announcements command was successful:
1. Type 
display integrated announcement boards and press RETURN.
The Integrated Announcement Boards screen appears.
This screen shows the date, time, and location of the announcement circuit pack 
most recently saved. If the save announcement command failed or the save 
translations were not run before rebooting, “N/A” appears in these fields. 
Copying announcements
You can copy recorded announcements between back-up disks and tapes when 
you want to store your recorded announcements in more than one place.
Instructions
Let’s copy the announcements stored in our weekly disk back-up to the tape 
back-up we take off company premises for a month. To copy announcements 
between your back-up disk and tape: 
1. Type
 copy announcements and press RETURN to save the changes. 
This process can take up to 40 minutes. You cannot administer your system 
while it is copying announcements. 
						

							DEFINITY ECS Release 8.2
Administrator’s Guide  555-233-506  Issue 1
April 2000
Managing announcements 
371 Restoring announcements 
13
Restoring announcements
You can restore announcements from system memory to an announcement circuit 
pack. Your system memory is a tape, disk, or memory card, depending on your 
system.
If you have a duplicated system, you system always restores the announcements 
located on the active processor.
Instructions
Let’s restore announcements from our system memory (stored on a disk) to the 
integrated announcement circuit pack on our system.
To restore announcements from system memory to the integrated announcement 
circuit pack:
1. Type 
restore announcements disk and press RETURN.
Let’s restore announcements from system memory to an announcement circuit 
pack that has built-in memory. We know that the announcement circuit pack is 
located at 01B18:
1. Type 
restore announcements from cabinet 01. carrier B, slot 18 and 
press 
RETURN.
2. Press 
ENTER to restore announcements.
Fixing problems
If the system crashes or there is a processor interchange during restore 
announcements, the restore fails and there is no valid announcement on the circuit 
pack. Repeat the process when the system is operating properly.
Problem Possible causes and solutions
You receive 
error code 
E28You do not have an integrated announcement circuit pack in the system. 
Refer to your DEFINITY ECS System Description for more information.
You receive 
error code 
E31A call is connected to the announcement on the circuit pack and the port is 
busy. Wait for the call to disconnect and try restore announcements again. 
						

							DEFINITY ECS Release 8.2
Administrator’s Guide  555-233-506  Issue 1
April 2000
Managing announcements 
372 Deleting and erasing announcements 
13
More information
When someone powers up the system or inserts or resets an announcement circuit 
pack, the system checks the circuit pack for announcements. If the system finds no 
announcements on the circuit pack, and there are recorded announcements stored 
in system memory, the system restores the announcements from system memory 
to the announcement circuit pack.
!CAUTION:
The announcements that are automatically restored are the last 
announcements saved to system memory. If multiple circuit packs are used, 
system memory might not contain the announcement for the B or A circuit 
pack.
The system automatically restores announcements to only one announcement 
circuit pack. The system does not restore to announcement circuit packs that have 
built-in memory.
Deleting and erasing announcements
You can delete recorded announcements from an announcement circuit pack that 
does not have stored memory. When you delete the announcement from the circuit 
pack, you do not delete the announcement from your system backup tape or disk.
You can also erase the announcements stored on an integrated announcement 
circuit pack that has stored memory. 
Instructions
Let’s use a phone with console permissions to delete the recorded announcement 
assigned to extension 1234. In our example, we know that the announcement 
feature access code is *56.
1. Dial 
*56 from a phone or console.
You hear dial tone.
2. Dial 
1234.
You hear dial tone.
3. Dial 
3 to delete the announcement from the announcement circuit pack.
4. Hang up the phone. 
						

							DEFINITY ECS Release 8.2
Administrator’s Guide  555-233-506  Issue 1
April 2000
Managing announcements 
373 Setting up continuous-play announcements 
13
You may also want to remove the announcement extension from the system. To 
remove the extension, use your system administration terminal to complete the 
following steps:
1. Type 
change announcements and press RETURN.
The Announcements/Audio Sources
 screen appears.
2. Delete the information in the Ext and Type fields.
3. Press 
ENTER to save your work.
Finally, to erase announcements on the announcement circuit pack located at 
01B18:
1. Type 
erase announcements 01B18.
A warning message appears.
2. Press 
ENTER to erase the announcements on the circuit pack.
Setting up continuous-play 
announcements
You can set up announcements to keep on repeating while callers are connected to 
the announcement, so a caller listens until the system plays the entire 
announcement.With a “barge-in” queue, you do not need a separate port for each 
announcement.
For example, you can set up an Automatic Wakeup announcement to repeat and 
use a barge-in queue. When guests pick up the phone to hear an announcement at 
a particular time, they use only one port and the message repeats on that port until 
the last guest goes off-hook and the message ends.
Before you start
You must use an integrated, multiple-integrated, or external announcement for 
barge-in announcements.
Instructions
Let’s set up a continuous-play announcement for our integrated announcement on 
extension 1234:
1. Type 
change announcements and press RETURN.
The Announcements/Audio Sources screen appears. 
						

							DEFINITY ECS Release 8.2
Administrator’s Guide  555-233-506  Issue 1
April 2000
Managing announcements 
374 Setting up continuous-play announcements 
13
2. Type b in the Q field on the same line as extension 1234.
3. Leave 
business hours in the name field, or enter a new description for the 
announcement.
4. Press 
ENTER to save your work.
ANNOUNCEMENTS/AUDIO SOURCES
    Ext.   Type      COR  TN Name           Q  QLen Pro Rate Port
1: 1234_   integ-rep  1_  1_ business hours  b N/A n 32 01B18
2: _____ _________ 1_ 1_ _____________ n
3: _____ _________ 1_ 1_ _____________ n
4: _____ _________ 1_ 1_ _____________ n
5: _____ _________ 1_ 1_ _____________ n
6 
						

							Managing group communication 
375 Setting up voice paging over loudspeakers 
14
DEFINITY ECS Release 8.2
Administrator’s Guide  555-233-506  Issue 1
April 2000
14
Managing group communication
Group communication features allow coworkers to communicate with each other 
more efficiently. This chapter shows you how to administer your system so users 
can place a variety of pages from their phones or use their phones as intercoms. 
You can also give specific users permission to monitor other users’ calls or to 
interrupt active calls with important messages.
Setting up voice paging over 
loudspeakers
Use this procedure to allow users to make voice pages over an external 
loudspeaker system connected to your DEFINITY ECS. If you’re using an 
external paging system instead of an auxiliary trunk circuit pack, don’t use this 
procedure. External systems typically connect to a trunk or station port and are not 
administered through the Loudspeaker Paging screen.
Before you start
Your switch must have one or more auxiliary trunk circuit packs with enough 
available ports to support the number of paging zones you define. Each paging 
zone requires 1 port. Refer to the DEFINITY ECS System Description for 
information on specific circuit packs. 
						

							DEFINITY ECS Release 8.2
Administrator’s Guide  555-233-506  Issue 1
April 2000
Managing group communication 
376 Setting up voice paging over loudspeakers 
14
Instructions
As an example, let’s set up voice paging for an office with 5 zones. We’ll allow 
users to page all 5 zones at once, and we’ll assign a class of restriction of 1 to all 
zones.
1. Type 
change paging loudspeaker and press RETURN.
The Loudspeaker Paging
 screen appears. 
2. In the Voice Paging Timeout field, type 
30.
This field sets the maximum number of seconds a page can last. In our 
example, the paging party will be disconnected after 30 seconds.
3. In the Port field for Zone 1, type 
01C0501.
Use this field to assign a port on an auxiliary trunk circuit pack to this zone.
4. In the Voice Paging — TAC field type 
301.
Use this field to assign the trunk access code users dial to page this zone. 
You cannot assign the same trunk access code to more than one zone.
5. In the Voice Paging — COR field type 
1. 
Use this field to assign a class of restriction to this zone. You can assign 
different classes of restriction to different zones.
6. On the Zone 1 row, type 
Reception area in the Location field.
Give each zone a descriptive name so you can easily remember the 
corresponding physical location.
                             LOUDSPEAKER PAGING
                                   CDR? y
            Voice Paging Timeout (sec): 30
           Code Calling Playing Cycles:
PAGING PORT ASSIGNMENTS
                 Voice Paging     Code Calling
 Zone  Port      TAC  COR  TN     TAC  COR  TN     Location:
   1:  01C0501 301 1 1                1 Reception area
   2: 01C0502 302 1 1 1 Shipping & receiving
   3: 01C0503 303 1 1 1 Staff offices
   4: 01C0504 304 1 1 1 Management suite
   5: 01C0601 305 1 1 1 Breakroom
   6:                      1                1 
   7:                      1                1 
   8:                      1                1 
   9:                      1                1 
 ALL: 310 1 1 1