Telrad Digital Emagen Unified Messaging System Manual

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Section 11 
MAILBOX
11.1   MAILBOX MAINTENANCE
The most basic element of the system, the mailbox, is created and 
maintained thru the Mailbox --> Properties screen, shown in Figure 
11-1, below.
 
Figure 11-1   Mailbox --> Properties screen
  
						

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11.2   ESSENTIAL FIELDS TO SET WHEN 
CREATING NEW MAILBOXES
•Department: Make sure you use a valid department number.
Extension number: By default, the first extension number is simi-
lar to the mailbox number.
Class of Service: Make sure you enter a valid class of service.
Last/First Name: This will identify the mailbox to callers using the 
directory assistance feature.
Message Waiting Indicator (MWI): Select the type of message 
waiting indicator – most digital phones need the A type. For 
phones without MWI, use the R type.
Transfer Calls: Select Y if this is an active extension, or N to send 
calls directly to voice mail.
To move between mailboxes you can use one of the following op-
tions:
 Enter the number of mailbox you want to access in the mailbox 
field and press R. 
 Click the [NEXT], [PREV], [FIRST] and [LAST} buttons in the 
mailbox toolbar -- at the top of the Mailbox screens, below the 
various folder titles -- to move forward, backward, first or last.
 Double click a mailbox number from the list on the side of the 
screen.
11.3   CREATING A MAILBOX
To add a single mailbox:
1. Click the [NEW MAILBOX] button -- in the Mailbox toolbar of the 
Mailbox --> Properties screen. The Mailbox Toolbar is shown in 
Figure 11-2, below.
Figure 11-2   Mailbox Toolbar
The Create New Mailbox screen appears -- as shown in Figure 
11 - 3 ,  b e l o w.
  
						

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Figure 11-3   Create New Mailbox screen 
2. Fill in -- on the Create New Mailbox screen -- the number of the 
New Mailbox you want to create.
3. Select -- in the Copy From field drop box -- the number of the 
existing mailbox from which you want to copy the information for 
the new mailbox. 
4. Check the Copy Conversion Table, if desired.
5. Fill in the New Password for the new mailbox. 
6. Click the [CREATE] button. 
The new mailbox is created and saved in the database.
To add multiple mailboxes:
1. Repeat steps 1 through 4, above, for creating a single mailbox.
2. Enter a value in the To field.
3. Fill in the New Password for the first of the new mailboxes. 
4. Click the [CREATE] button. 
The new mailboxes are created and saved in the database.
11.4   MAILBOX PROPERTIES FIELDS
Mailbox No.
This entry identifies the user’s mailbox and typically (though not re-
quired) is the same as the users extension number.  
Legal values:1 to 7 digits
Default:Blank
Action:Select a mailbox number by one of the 
options in Section 11.2, above.
  
						

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Message Light
This field controls the message waiting light for each mailbox. There 
are three different message light methods you can use for each mail-
box:
A - use the codes programmed for type A fields in PBX -- 
Parameters --> Dial Strings --> MWI; see Section 9.6.1.
B - use the codes programmed for type B fields in PBX -- 
Parameters --> Dial Strings  --> MWI; see Section 9.6.1.
R - ring the primary extension (1) of the mailbox at the interval 
set in the corresponding COS. This selection is often used 
when the phones have no MWI.
N - disables message indication for the mailbox.
You can use type A or type B if certain extensions need a special 
message light sequence or in networked switches. You can program 
the MWI code  -- in PBX -- Parameters --> Dial Strings -->MWI -- to 
send either the extension  number or the  mailbox number, as well as 
the number of messages in the mailbox.
Message waiting indication light is sent to the extension specified in 
Ext. 1 field on this screen. See explanation of Ext.1 in Section 11.5, 
below.
MWI2 -- 2nd Message Light
You can light an MWI for an additional mailbox. This is useful when 
there is a need to light a MWI for the mailboxs owner and also for 
the secretary, who has a different extension number.
Special MWI
You can light a message waiting indicator with a custom code. 
Check the Active check box and enter the digits you would like the 
system to dial for MWI on and MWI off. 
Legal values:A / B / R / N
Default:A
Action:Click a button to select method type.
Legal values:A / B / R / N
Default:N
Action:Enter up to a 7-digit mailbox number for 
MWI indication at a specific extension, and 
Click a button to select method type. 
						

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This code will be used in addition to the first MWI and second MWI, 
unless they are explicitly disabled -- by being set to N.
Department
This field relates the mailbox to a specific department, thereby giving 
the mailbox certain department properties, including the operator 
number, working hours and the department main menu. When a call-
er exits a mailbox (For example: after leaving a message and press-
ing a key to save it, or when accessing a message only mailbox and 
listening to its greeting), they will return to the main menu of the de-
partment.
Class of Service
This field shows the current Class of Service that has been assigned 
to this particular mailbox.  It is through this field that you can assign 
different levels of features and privileges to the mailbox owner.  
Since you can assign different class of service, you can assign dif-
ferent privileges to different mailbox owners.
Mailbox Type
This field determines the type of mailbox:
Message mailbox
Message mailbox is the simplest type of mailbox. This mailbox 
can receive messages and transfer calls to extensions. It has all 
the 
emaGEN features, such as message notification, sending 
messages to other owners or groups, paging etc.
Legal values:check / uncheck; 
Default:unchecked
Action:Enter up to a 7-digit mailbox number for 
MWI ON and /or MWI OFF at a specific 
extension.
Click the Active check box to activate or 
deactivate the special MWI.
Legal values:1 to 9
Default:1
Action:Select a department from the drop list.
Legal values:001 to 999
Default:001
Action:Select class of service from the drop box. 
You can click the [COS] button on the tool-
bar, to edit class of service parameters. 
						

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• Script mailbox
A script mailbox can contain pre-programmed sets of instructions 
that control a callers options while they are in the mailbox.  It is 
possible to create custom applications with relative ease, by uti-
lizing simple scripting tools available in a menu.  Either the sys-
tem administrator or the system installer can perform this 
programming. See Section 14, Scripts, for more information.
Administrator mailbox 
An Administrator mailbox is a regular message type mailbox, 
with the additional privilege of having access to the administra-
tion interface.  
This mailbox  type is to be assigned to a person responsible for 
system administration. Some of the tasks being performed by the 
administrator are: changing operation modes, resetting pass-
words, recording greetings, defining group lists and changing 
system time. See Section 15, The System Administrator, for 
more information.  
If a mailbox is defined as an Administrator mailbox, the mailbox 
owner enters the administrator menu by pressing the # key after 
the mailbox password, .
 AMIS mailbox 
An AMIS (Audio Messaging Interchange Specification) Mailbox is 
used for message exchange between different voice mail sys-
tems.
Hotel mailbox 
A Hotel mailbox is a limited features mailbox, customized for 
hotel guests.
Password
This is a display-only field which shows the password entered by the 
mailbox owner.  The number of  password digits allowed in the sys-
tem is set in the Site --> Settings --> Security --> Password length 
field
.
Legal values:Message, Script, Administrator, AMIS, Hotel
Default:Message
Action:Select mailbox type from the drop list.
Legal values:Up to 9 digits
Default:1234
Action:None -- display-only field. 
						

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Last Name
This field is where you enter the mailbox holders last name, or a 
specific department name, such as Accounting.
First Name
This field is where you enter the mailbox holders first name.
NOTE
The Directory Assistance feature is pro-
grammed in Section 10.6 under Depart-
ments. You can import the names from the
mailbox table into the directory assistance
table. Only names which appear in the
directory assistance table will be included in
the list. 
When using directory assistance, the sys-
tem will only read-out the mailboxes with
their name recorded. A mailbox which
matches the search digits, but whose name
is not recorded, will be disregarded.
Call record timer
Some PBX’s allow for a user to record calls by pressing a key. This 
timer defines the duration of a conversation that can be recorded. 
The range is between 1 and 999 seconds. Click the unlimited check 
box for unlimited record time.
Legal values:Up to 19 characters
Default:Blank
Action:Enter the desired mailbox holders name.
Legal values:up to 10 characters
Default:Blank
Action:Enter the mailbox holders first name.
Legal values:0 to 999 seconds
Default:Unlimited
Action:Enter the number of seconds for call record. 
						

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Message monitor duration 
Some PBX’s allow for a message monitor function. The message 
monitor (also known as “Answering machine emulation”) allows the 
owners to screen messages left in their mailboxes and access a call-
er out of voice mail by pressing a key. This timer defines the duration 
in which the message will be heard over the user’s speakerphone. 
The range is between 1 and 999 seconds. Click the unlimited check 
box for unlimited monitor time.
Language
You can set a default language for each user. This is the language 
of the prompts users will hear when calling into their mailbox. If this 
field is empty, the user will hear the language which the department 
he entered through is set to. 
Fax DID
For inbound fax messages, you may define a DID number associat-
ed with the mailbox. An incoming fax to this number will be automat-
ically stored in the mailbox.
Copy To / Delay / Type
This field is where you may enter a destination mailbox to which any 
message left in the originating mailbox will be copied.  When re-
trieved from the target mailbox all copied messages will announce 
message from mailbox number [x] (or message from the recorded 
name for the originating mailbox).
By default, only priority messages are copied to the “Copy to” mail-
Legal values:0 to 999 seconds
Default:15 seconds
Action:Enter the number of seconds for messages 
to be heard over the speaker, or, click the 
unlimited check box -- for unlimited monitor 
time.
Legal values:Available languages
Default:Blank
Action:Select a language from the drop box.
Legal values:DID number
Default:Blank
Action:Enter the mailbox Fax DID number. 
						

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box. However, you can specify other types of messages by checking 
the different message type option fields.
You can define a delay timer, after which the message will be copied. 
If the message was heard by the mailbox owner before this timer ex-
pires, the “copy to” operation will be cancelled for this message.
Applications:  A sales manager wants to have a copy of all messages 
left in a salespersons mailbox copied to his mailbox for later review 
and follow-up.  More than one mailbox can be assigned for an exten-
sion.  By copying the messages, it is possible to consolidate them to 
one mailbox, thus avoiding checking multiple mailboxes.
11.5   TRANSFER CALLS
Ext. 1/2/3
NOTE
This is the only entry that refers to the
actual extension number.
emaGEN will attempt to transfer a call to a total of  three physical ex-
tensions.  This is a feature referred to as cascading. 
The first entry of the three fields is defaulted to match the mailbox 
number.  You may change this to another extension number if you 
like, or you may leave it empty, if it is not to transfer to an extension 
at all.  
If more than 1 extension is entered here, 
emaGEN will try the next 
extension in the list.  If 
emaGEN tries all three extensions and all are 
either busy or no answer, the caller will be offered the option to leave 
a message.
The cascading feature is very useful in situations where a  person of-
ten spends time in more than one location on site (such as at a desk, 
in the warehouse and at a loading dock), and wishes to receive calls 
Legal values:Mailbox / 0 to 999 Minutes
Default:No entry
Action:Select a copy to mailbox from the drop list. 
Enter copying time delay in Delay field.
Check/uncheck message type check boxes 
to select/cancel message types to be cop-
ied.