NEC EliteMail Vms/Elitemail Limited Job Specifications Manual

							2 - 18Fill in the Worksheets Issue 1 EliteMail VMS/EliteMail Limited
Call transfer type
Select the call transfer method to apply to the subscribers.  The voice mail
system can transfer a call to a subscriber in the following ways:

Await Answer
The voice mail system puts the caller on hold and dials the extension.
If the extension is answered within the number of rings specified in
the 
rings field, the voice mail system puts the call through.
If the extension is busy or does not answer within the specified
number of rings, the voice mail system plays the extension greeting
and then takes an action (usually takes message). 

Release
The voice mail system puts the caller on hold, dials the extension and
then releases the call to the NEC telephone system.  Voice mail
system does not check call progress or the status of the called
extension.  If the extension is busy or unanswered, the caller can
leave a message when the extension is set up to forward calls to
voice mail.
Releasing a call to an extension clears the voice mail system port.
The subscriber 
cannot use call holding or call screening.

Wait for Ringback
The voice mail system puts the caller on hold and dials the extension.
If the extension rings the number of times specified, the voice mail
system releases the call to the NEC telephone system.
If the extension is answered while the voice mail system is counting
rings, the voice mail system puts the call through.  If the extension is
busy, the voice mail system plays the extension greeting and takes
the specified action.  The subscriber 
cannot use call screening.  For
details on this call transfer type, refer to the
 EliteMail VMS/EliteMail
Limited Technician Guide.

Use call screening?
This feature lets subscribers find out who is calling before the voice
mail system puts the call through.  When call screening is turned on,
the voice mail system asks callers, 
“Who may I say is calling?” before
transferring the call to the subscriber extension.  When the subscriber
answers the call, the voice mail system plays the caller name before
putting the call through.  You can only use call screening with Await
Answer call transfer. 
						

							EliteMail VMS/EliteMail Limited Issue 1
Job Specifications Manual2 - 19

Use call holding?
This feature allows you to queue up several callers who are waiting
for a busy extension to become free.  The voice mail system
periodically tells callers their position in the queue, and allows them
to hold, transfer to another extension or leave a message. 
The system provides two types of call holding.  You can set the
system either to allow outside callers to press 1 or to say 
“Yes” to
hold. With the first type, outside callers must have a touchtone
telephone.  With the second type, outside callers do not need a
touchtone telephone.  The system uses the system voice detect
feature. 
Call holding is available with Await Answer and Wait for Ringback
call transfer.  Call holding is not available with Release call transfer.
On the worksheet, select Ye s if callers should press a touchtone to
hold. Select Vo x if callers should say 
“Yes” to hold.  Select No if call
holding should be turned off for subscribers by default.
Message Notification
When a subscriber or guest has messages pending, the voice mail system
can light a message waiting lamp to notify the subscriber.  This feature,
called message notification, is available with your NEC telephone system.
Activate message waiting lamps for new messages?
Select whether or not you are using message waiting lamps.  The voice
mail system supports message waiting lamps automatically on all NEC
telephone systems.  Select Ye s to use message waiting lamps to notify
subscribers with pending messages.  Message waiting lamps should be
used when they are available.
Message Delivery
The voice mail system can notify subscribers for pending messages.  For
example, when a message comes in, the voice mail system can dial the
subscriber extension number, wait for an answer, and then say: 
This is the voice mail system calling with a message for .  Please enter your Personal ID now to receive the message.”
If the subscriber enters the correct Personal ID (and security code, if
applicable), the voice mail system proceeds with the conversation in the
same way that it does when the subscriber calls the voice mail system
directly. 
						

							2 - 20Fill in the Worksheets Issue 1 EliteMail VMS/EliteMail Limited
Should the system call the subscriber extension?
Check 
Ye s if you want messages delivered to each subscriber work
telephone, as described above.  If 
No, skip the rest of this worksheet.
Wait ___ minutes after a new message arrives
Check to select, and enter the time you want the system to wait before
delivering new messages. This field applies to Batch message delivery
only.  Enter the days and times you want the voice mail system to call you
to deliver your messages.  Select the number of times the voice mail
system rings a subscriber extension on each delivery attempt. 
Each, Batch, or Urgent Delivery
Select whether you want Each, Batch or Urgent delivery.  Also, enter the
time (in minutes) between delivery attempts.

Each
The voice mail system calls the subscriber each time a new message
comes in, regardless of when it last tried to call the subscriber.  This
method speeds up the delivery of new messages, but also increases
system dial out time.  This means that the dial-out ports may be tied
up more frequently. If the dial-out ports are constantly busy, the voice
mail system may have to hold dial-out requests in a queue until a
dial-out port is free.  This could cause delivery delays.

Batch
Any message that comes in since the last attempted delivery is
added to the batch and delivered at the next specified time interval.
A 30-minute delivery time is suitable for most installations.  Using
batch message delivery lessens the time the voice mail system ties
up voice ports dialing out to deliver messages.

Urgent
Urgent message delivery works like Each message delivery, except
the voice mail system only calls you when an urgent message comes
in. The system won’t call when new messages that are not urgent are
waiting. 
						

							EliteMail VMS/EliteMail Limited Issue 1
Job Specifications Manual2 - 21
Table 2-5  Sample Worksheet 5 – Default Subscriber Settings
Worksheet
5Default Subscriber Settings
Use this worksheet to specify settings that apply to most subscribers, including settings for Personal IDs, 
how calls are transferred, if message waiting lamps are used, and if the system calls the subscriber to de-
liver messages. Although these settings apply to most subscribers, you may specify custom settings for in-
dividual subscribers on another worksheet.
Personal ID & Access Codes
The system automatically assigns a Personal ID to a new subscriber by adding one or more digits to the 
subscriber extension (X). For example, 9X creates a Personal ID of 9100 for extension 100.
Access codes allow or deny subscribers particular features of the system. See the 
Application Manual  or 
the system on-line help for access code definitions.
Default Change to:
Personal ID for Subscribers   9X  
______________________
Access Codes  PCBF 
______________________
Call Transfer
Transfer calls to subscribers?

Yes  
  No
   Call transfer type
      

Await Answer for        4
  rings
      
Release
      
Wait for Ringbackfor ______ rings
               (3 rings or more)Use call screening?   
  Yes  

  No
(Use only with Await Answer call transfer)
Use call holding?
  Yes  
  Vox  

  No
(Do not use with Release call transfer)
Message Notification
Activate message waiting lamps for new messages?

  Yes

  No
(The telephone system must be programmed to support message waiting lamps or indicators)
Message Delivery
Should the system call the subscriber extension to deliver new messages?

  Yes  
 No
Wait   
 30         minutes after a new message arrives before trying to call.
Hours to deliver:   
  8:00
     
am
 / pm  t o        5 : 3 0
   
am / pm  on  
Mon  Tue  Wed  THu  Fri  
Sat
  S
Un
Ring the extension for    
 4     rings before hanging up   (3 or more rings)
Choose one of the following:
   Deliver 
each new message as it arrives. If no answer, try again every _____ minutes.

   Deliver a 
batch of new messages every     30
  minutes.
  
    D e l i v e r  
urgent messages, as soon as they arrive. If no answer, try again every _____ minutes.
Application Screen Page 5 
						

							2 - 22Fill in the Worksheets Issue 1 EliteMail VMS/EliteMail Limited
SECTION 6    
W
ORKSHEET 6:  
S
YSTEM SECURITYThe voice mail system offers system-wide features that protect the system
from unauthorized access and from certain system errors.
Use Table 2-6 Sample Worksheet 6 – System Security to identify:

Number of times a caller is allowed to misdial

If caller should be routed to another System ID for help after
misdialing 

The minimum available message storage space the system requires

Who should receive a voice message if certain system errors occur.
53.  How many times should caller be allowed to misdial?
Identify the number of times a caller is allowed to misdial. This includes the
number of times an outside caller can try to enter a valid System ID to
route the call, and the number of times a subscriber can try to enter a valid
Personal ID and security code. 
Should caller be routed to another System ID for help after 
misdialing repeatedly?
Identify how the system handles a caller who exceeds the number of
invalid entries allowed.  At most sites, the system is set to hang up on
callers who misdial the number of times specified.  However, the system
can also route callers to another System ID for additional help.  For
example, you could route these callers to the operator, who can help
determine the correct Extension # ID or Box ID.
55.  When should the system ask subscribers to delete 
unnecessary messages?
Identify the minimum minutes of available message storage space the
system requires before asking subscribers to delete unnecessary
messages.  To help prevent the system from running out of storage space,
the system asks subscribers to delete unnecessary messages when
space is getting low. Most systems set the minimum to 15 minutes.  You
should not decrease this amount.  However, you may increase it for larger
systems with many subscribers or ports.
56.   Who should receive a voice message if a system error occurs?
Identify who should receive a voice message if a system error occurs. 
If a system error occurs, the system can display a text message at the
system console, or, for some errors, can also send a voice message.  
						

							EliteMail VMS/EliteMail Limited Issue 1
Job Specifications Manual2 - 23
Most systems are set to send a voice message to everyone with public
message access (no P access code).  A public message is a special
message available only to authorized subscribers.  If you choose to send
error messages to subscribers with public message access, ensure that
you set at least one subscriber for public message access when you
complete Table 2-12 Sample Worksheet 12 – Special Subscriber Settings.
You may also want to remove the C access code for subscribers with
public message access, so the system can call them or light a lamp when
new public messages are waiting. 
You may also specify one or more specific subscribers who should receive
these messages. This may or may not be the same subscribers who
receive public messages.  Write each subscriber name and Personal ID on
the worksheet.  
For details about public messages or error messages, refer to the EliteMail
VMS/EliteMail Limited Technician Guide.
  
Table 2-6  Sample Worksheet 6 – System Security
Worksheet
 6System Security
Use this worksheet to specify several system-wide features that protect your system from unauthorized access 
and from certain system errors.
53. How many times should a caller be allowed to misdial?
   

  4 times
  ___________ times
Should a caller be routed to another System ID for help after misdialing repeatedly?
   

 No (system hangs up) 
 Yes, route to System ID ____________
55. When should the system ask subscribers to delete unnecessary messages?
   

 When less than 15 minutes of message storage space is left
   
  When less than ________ minutes of message storage space is left
58. Who should receive a voice message if a system error occurs?
   
 Everyone who receives public messages
   

  These subscribers:Name:Jonathan Winter                                
 Personal ID: 92219       
          Name:__________________________ Personal ID: _________
          Name:__________________________ Personal ID: _________
Application Screen Page 6 
						

							2 - 24Fill in the Worksheets Issue 1 EliteMail VMS/EliteMail Limited
SECTION 7 
W
ORKSHEET 7:  
D
IRECTORY 
A
SSISTANCEPeople who call your organization may not know the extension number of
the person they are trying to reach. The caller must then speak to the
operator to find the extension or look up the extension in a directory.
The voice mail system offers two kinds of directory assistance to help
outside callers determine a subscriber extension:

Automatic directory assistance
  
The automatic directory provides a list of subscriber names and
extensions.  Outside callers get a subscriber extension by spelling
the first three letters of the last name.  Outside callers must have
letters on their touchtone keypads to use automatic directory
assistance.

Numeric directory assistance
  
The numeric directory allows outside callers to press numbers
instead of letters to look up a subscriber extension. Numeric directory
assistance groups subscribers by a common characteristic (such as
department, location, or schedule), and creates a menu of choices
that assign a single touchtone to each directory grouping.
Use Worksheet 7 to select the type of directory assistance to offer outside
callers.  Or, if you are not using directory assistance for this application,
write that on the worksheet, and skip to the next worksheet.   If you are
using numeric directory assistance, you should also complete Table 2-11
Sample Worksheet 11 – Message Groups
. 
You can also use transaction boxes to set up other call routing for outside
callers who do not know the extension number.  The system comes with a
sample transaction box (Departments Box) to help you set up special call
routing to departments.
Directory Assistance
Some sites may want to use both automatic and numeric directory
assistance if some outside callers have lettered keypads.
Indicate the type of directory assistance the system should offer. You can
offer automatic directory assistance, numeric directory assistance, or both. 
						

							EliteMail VMS/EliteMail Limited Issue 1
Job Specifications Manual2 - 25
Using automatic directory assistance requires only that outside callers
have letters on their keypad that match the system keypad map, and that
you mention the System ID for directory assistance in the opening
greeting.  Using numeric directory assistance or transaction boxes for
directory assistance requires additional setup at the system console.
If you are using automatic directory assistance, the system can
automatically route a caller to the correct Extension # ID when only one
name matches the three letters the caller enters.  Indicate on the
worksheet whether you want to use this feature with automatic directory
assistance.
System IDs for Directory Assistance
Enter on the worksheet the System ID callers should dial to reach directory
assistance.  The default System ID for automatic directory assistance is
555.  If you are changing the System ID, enter that information on the
worksheet. 
Numeric directory assistance requires special configuration at the system
console.  The system comes with several sample directory groups
installed to help get you started.  For details on how to set up numeric
directory assistance, refer to the EliteMail VMS/EliteMail Limited
Technician Guide.
Ensure that the System ID for directory assistance is mentioned in the
opening greeting.
Notes on the Department Transaction Box
The system is shipped with a department directory in a transaction box
that has the System ID $411.  This transaction box announces:
“Press 1 for Sales, 2 for support, or 3 for a list of all personnel.  Once
again: press 1 for Sales, 2 for Support, or 3 for a list of all personnel.”
To use this department transaction box, you can modify the greeting or
System ID to fit your application.  If the system uses the default
department transaction box, indicate that on the worksheet. Otherwise,
enter remove on the worksheet. 
						

							2 - 26Fill in the Worksheets Issue 1 EliteMail VMS/EliteMail Limited
SECTION 8 
W
ORKSHEET 8:  
P
UBLIC FAX BOXThe voice mail system can detect incoming faxes and route them to a fax
machine.  This feature eliminates the need for a separate, dedicated
telephone line for the fax machine.  Each time the system transfers a call
to the fax extension, it can send a public announcement to the Public Fax
Box.
If you plan to use the voice mail system fax detect feature, complete this
worksheet.  Specify the fax extension number, System ID, and call transfer
parameters.  Also, indicate whether or not  the person sending the fax is
asked to record a message describing the fax.
The Public Fax Box is quite flexible.  For details on the various options
available, refer to the EliteMail VMS/EliteMail Limited Technician Guide.
Fax ID
Indicate the System ID for the Public Fax Box. You can choose an ID that
allows callers to manually dial the fax machine extension, or make it
accessible only when a fax machine calls the system.  In the opening
greeting, tell callers what System ID to dial to send a fax.
By default, the System ID is set to $_FAXBOX. If the System ID begins
with the $ symbol, callers cannot select the fax machine by pressing
touchtones.  Thus, the system can only route automatic faxes sent directly
from a fax machine. Table 2-7  Sample Worksheet 7 – Directory Assistance
Worksheet
7Directory Assistance
The voice mail system offers an automatic directory of extensions, numeric directory assistance, and a spe-
cial Departments transaction box to help callers find out the extension number of the person or department 
they are trying to reach. Use this worksheet to choose the directory assistance the system provides.
Directory Assistance
    Default ID Change to:        Make change on:

Automatic directory assistance   555  
            _______            Application Screen Page 6
Should the system automatically route the caller if there is only one matching name in the automatic 
directory?

  Yes
  No
Numeric directory assistance   $411  
            _______             Groups Screen
Departments transaction box     411              _______             Transaction Directory 
						

							EliteMail VMS/EliteMail Limited Issue 1
Job Specifications Manual2 - 27
Voice Name
Indicate whether you want to change the Public Fax Box recorded name,
The Public Fax Box.  If you decide to change the recording, enter the
name you want to use.
Transfer calls to the Public Fax Box?
To use the fax detect feature, you must indicate the actual telephone
extension the fax machine is connected to.  Select Yes, and enter the fax
machine extension number.
Call transfer type
Select the transfer method that the voice mail system uses for the Public
Fax Box.  The voice mail system can transfer a call using: Await Answer,
Release, or Wait for Ringback.

Await Answer
The voice mail system reminds the caller to press the Start button on
the fax machine at the fax tone, puts the caller on hold, then dials the
fax extension. If the extension is answered within the number of
specified rings, the voice mail system waits for the caller to press the
Start button, then puts the fax through.
If the extension is busy or does not answer within the specified
number of rings, and call holding for the fax extension is turned off,
the voice mail system takes the alternate action (typically, transfer to
the operator). 

Release
The voice mail system puts the caller on hold, dials the fax extension
and then releases the call to the NEC telephone system.  The voice
mail system does not check the progress of the fax call or the status
of the fax extension.
Releasing a call to the fax extension clears the voice mail system port
to take other calls.  However, the caller cannot hold for the fax
machine.

Wait for Ringback
The voice mail system puts the caller on hold and dials the fax
extension. If the extension rings the number of specified times, the
voice mail system releases the call to the NEC telephone system.
The number of rings should be at least three.