Toshiba Stratagy Flash Ivp8 User Guide

							The Grand Tour
Message Destination Selections
Stratagy User Guide   06/029
Message Destination Selections
At the beginning of the Send Messages menu, you are asked to enter the message 
destination(s).You can choose to enter a 
single destination (e.g., User ID) or multiple 
destinations (e.g., personal list, User ID, system list). Entering the Multiple 
Destinations option enables you to address your message to all the recipients at the 
start of the menu. 
You can then record your message and, if desired, add additional destinations when 
prompted later in the menu. Valid destinations are:
User ID
NoteIf you don’t know the user’s User ID, you can locate the ID on Stratagy’s
system-wide directory by pressing 
.
Personal distribution list
System distribution list
AMIS local node number
AMIS Gateway number plus a remote mailbox number
See “Send a Message” on page 33 for instructions on using these options.
Personal Distribution Lists
You can originate up to seven Personal Distribution Lists consisting of other system 
users. You can add or delete users at any time. The lists are for only your use.
At the time you create a list, you are given the option of recording a “list comment” 
that serves as the title or name for the list. The comment plays each time you use the 
list to confirm that you have chosen the correct distribution list.
Important!Try not to duplicate users on your distribution lists. Stratagy does not 
check for duplicates when you send a message using more than one list. 
For example, if you select Personal Distribution List #1 and #3 as 
destinations for your message and User ID 1001 is on both lists, User 
ID 1001 receives the same message twice. 
						

							The Grand Tour
User Options
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System Distribution Lists
In addition to Personal Distribution Lists, Stratagy supports system-wide distribution 
lists created by the System Administrator for use by everyone in your company. You 
should check with your System Administrator to find out which lists are available.
Whenever you enter the list number, the “list comment” for the selected system list 
plays to confirm that you have chosen the right list.
Directory
You can enter the Dual Tone Multi-frequency (DTMF) digits corresponding to the 
first few letters of a user’s name and Stratagy plays the recorded name (User ID and 
optionally the extension) that matches the combination of entered digits. You can then 
select the name or go on to the next name in the directory.
Each User ID can be identified with up to two names. These names are entered into 
the automated directory by the System Administrator and enhance the directory’s 
search/find capabilities. Common choices for the names are the first and last names of 
the user or the last name of the user and a commonly misspelled version of the last 
name.
User Options
You can set your telephone for Do Not Disturb (DND) or call screening, select or 
record a busy greeting (plays when your telephone is busy), and designate where or 
how you are notified of a message.
The following is a brief description of each of the options. Please see “Change Your 
User Options” on page 51 for more detailed information. 
Important!The System Administrator must activate these features for them to be 
available.
DND – Stratagy automatically sends calls to your User ID (mailbox) without first 
ringing your telephone.
Call Screening – Stratagy asks callers for their name and company. Without the 
caller’s knowledge, the system relays that information to you. You can decide to 
receive the call, let the call forward to your mailbox, or transfer the call to another 
extension with or without an announcement. 
						

							The Grand Tour
User Prompts
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Busy Greeting – You can record your own custom busy greeting that plays when 
callers reach your extension, and it is busy.
Message Notification – Your User ID can have up to 10 notification records 
programmed by the System Administrator with a specific notification method 
(message waiting lights, stutter dial tone, pagers, voice, etc.) and the time/day 
when that notification record applies.
Once you have turned on a specific notification record, Stratagy automatically calls 
you at the designated number and with the chosen method to notify you of your 
messages. 
User Prompts
The Stratagy system prompts only for menu options available to you. You do not hear 
prompts for options:
Not supported by your Stratagy system (e.g., future delivery)
Not configured for your mailbox by the System Administrator (e.g., guest users, do 
not disturb).
Check with your System Administrator to verify which user options are available to 
you.
User Tutorial (New User)
A first time user of Stratagy systems automatically hears a user-friendly Stratagy 
tutorial upon logging in to his/her mailbox. The tutorial walks the user through the 
process of:
Recording his/her name (if required)
Recording a personal greeting for the mailbox
Changing the default security code
Once the Stratagy tutorial is completed successfully, it cannot be replayed. 
						

							The Grand Tour
User Tutorial (New User)
12Stratagy User Guide   06/02 
						

							Stratagy User Guide   06/0213
Getting Started2
This chapter instructs you on accessing and exiting your mailbox and outlines the user 
tutorial steps.
User Tutorial
When you log on to the Stratagy Voice Processing system for the very first time, you 
hear a tutorial that walks you through the following basic steps:
Record your name (if required). Your name is announced whenever you log onto 
your mailbox (varies by system), the directory is accessed, the system greeting is 
selected, or when another Stratagy user sends a message to you.
Record your personal greeting. Your personal greeting automatically plays when 
you are not available to answer your telephone.
Change the default security code for your mailbox to ensure privacy. You should 
change it on a regular basis.
NoteIf you do not complete the tutorial before hanging up, Stratagy saves any 
completed portion (e.g., your name recording) and restarts where you left off 
the next time you log on to your mailbox. Once the Stratagy tutorial is 
completed successfully, it cannot be replayed. 
						

							Getting Started
Step 1: Access Your Mailbox
14Stratagy User Guide   06/02
Step 1: Access Your Mailbox
The Main Menu (shown below) is your starting point for all of Stratagy’s messaging 
features. Pressing
 


 from most menus returns you to the Main Menu.
To access your mailbox, you need to know:
The telephone number to access Stratagy
Yo u r  U s e r  I D  n u m b e r
Your default security code
Please ask your System Administrator if you do not have this information. 
Each time you access your User ID (mailbox), Stratagy announces:
Your name (and extension, if applicable)
NoteSome Stratagy systems may not be configured to play your name when you log 
on to your mailbox.
The number of new and saved messages you have in your message queue(s)
The number of messages that will be purged upon exiting your mailbox, if 
applicable
Stratagy then plays the Main Menu options. 
If you receive new messages while you are logged on to your mailbox, Stratagy 
informs you that you have new messages when you return to the Main Menu.
MAIN MENU
Play Messages
Send Messages
Manage Mailbox
Exit user mode
Hang Up



 
						

							Getting Started
Step 1: Access Your Mailbox
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1. From an internal 
telephone, call Stratagy 
on ___________
...or from an external 
telephone, call Stratagy 
on ___________.The system answers with your standard company 
greeting.
2. When Stratagy answers, 
press 

.Stratagy prompts you to enter your User ID. 
3. Enter your User ID +
. If your Stratagy system is designed with a fixed length 
number for your User ID, do not press 
 after entering 
a User ID. See your System Administrator for specific 
operation of your system.
Stratagy prompts you to enter your security code.
4. Enter the default security 
code +
.
If you make a mistake 
while entering the code, 
press 

 to re-enter.If your Stratagy system is designed with a fixed length 
number for your security code, do not press 
 after 
entering the security code. See your System 
Administrator for specific operation of your system.
You are now in your mailbox. Stratagy plays your 
name and the number of messages you have and then 
prompts you with a list of choices from the Main 
Menu. 
						

							Getting Started
Step 2: Record Your Name
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Step 2: Record Your Name
Your name is announced whenever you log onto your mailbox, the directory is 
accessed, the system greeting is selected, or when a message is sent by another 
Stratagy user. 
NoteSome Stratagy systems may not be configured to play your name when you log 
on to your mailbox.
When you first enter your mailbox, the Stratagy tutorial prompts you to record your 
name and walks you through the entire recording sequence. You can re-record your 
name at any time (see “Record Your Name” on page 57).
1. At the tone, state your 
name slowly and clearly 
(if you like, you can also 
state your extension).
2. Press
when done. Stratagy plays your name recording.
3. After your name plays, 
press:

To accept the 
recordingYour recording becomes part of your mailbox and 
Stratagy prompts you to record your personal greeting.
Re-record Stratagy returns you to the record your name prompt. 
						

							Getting Started
Step 3: Record Your Personal Greeting(s)
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Step 3: Record Your Personal Greeting(s)
The tutorial now prompts you to record your personal greeting. This greeting becomes 
your Personal Greeting #1. You can record up to six other greetings (see “Create or 
Record Over a Personal Greeting” on page 47 for instructions).
Personal greetings should be informative and advise callers when you will be 
available to return their calls or respond to their messages. You can update personal 
greetings as often as you want.
Sample Greeting
“Hi. This is Mary Smith of the Toshiba Marketing Department. It is Monday, June 19, 
and I am in the office today. I am either on the telephone or have stepped away for a 
few minutes and your call has been forwarded to my voice mailbox. If at the tone you 
leave a detailed message and a telephone number where I can reach you, I will be 
happy to return your call.”
1. At the tone, begin 
recording your greeting.The following information should be included in your 
Personal Greeting:
Your name
Company and/or department
Date
Your availability
Instructions to leave a detailed message
Call coverage options
2. Press 
 when done. Stratagy plays your greeting.
3. After your greeting plays, 
press:

To accept the 
recordingYour greeting becomes Personal Greeting #1 and 
Stratagy prompts you to change your security code.
Re-record Stratagy returns you to the record your greeting 
prompt. 
						

							Getting Started
Step 4: Change Your Security Code
18Stratagy User Guide   06/02
Step 4: Change Your Security Code
The tutorial prompts you to change your mailbox’s security code from the preassigned 
code. You should change your security code on a regular basis thereafter to ensure the 
privacy of your messages and personal greetings (see “Change Your Security Code” 
on page 54).
You have completed the tutorial. Stratagy announces “mailbox number xxx is 
enabled,” plays your recorded name and announces the number of messages in your 
mailbox. You can now perform any of the functions available on the Stratagy Main 
Menu or exit the mailbox. 1. Enter your new security 
code +
.The minimum and maximum number of digits for the 
security code are determined by your System 
Administrator. Please ask your System Administrator 
for confirmation on the number.
Stratagy prompts you to re-enter your new security 
code for verification.
2. Re-enter your new 
security code +
.After entering the security code a second time, 
Stratagy announces that your security code has been 
changed.