Vodavi Infostar Vx2 System Administrators Manual

							System Administration 
10. Enter the mailbox numbers that are to be members of this group, pressing the RETURN key after each 
one. If you make a mistake use the backspace key to correct it. If you notice a mistake in a previously 
programmed mailbox, use the arrow keys to move to it. Press Fl to erase the mailbox field and start 
over. After the mailbox has been entered, the mailbox number and the last name of the subscriber 
appear at the lower left edge of the screen. 
11. When all the desired mailboxes have been entered, press the F5 key (save), then press Y to confirm. 
12. To enter another group, move the cursor to Group, press the Fl key, and enter the new group to be 
programmed. The group must have already been established using the System Group programming 
screen. 
13. To return to the Main Menu, press the ESCAPE key, then press 8. 
[SYSTEM GROUP HEADER SCREEN] 
COMPANY: 
CROUP: - 
MEMBERS: 
NAME: 
=[F3]Clear [FB]Save [FB]D~~ [F7]Scroll [FI]Find [Fg]Prev [FlO]Next [Esc]Quit 
Figure 4-3 System Group Programming Screen 
INFOSTARIVX2 
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							System Administration 
~~YSTEM CROUP MEMBERS SCREENS 
A 
-- 
B 
-- 
c 
-- 
D 
-- 
E 
-- 
F 
-- G 
-- 
H 
-- 
I 
-- 
J 
-- 
Y 
---I- 
L 
-- 
Y 
-- 
N 
-- 
0 
-- 
P 
-- 
Q 
-- 
R 
-- 
S 
-- 
J. 
-I- 
= [FB]Clear -I- 
-I- -l- -- 
-~ 
-- 
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[F5] Save [FB]D~~ [Esc]Quit I 
-I -I -I- 
-l-l-l- 
NAME : 
I51 tB1 , 171 , t’31 , tB1 
q--(-!E 
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Figure 4-4 System Group Members Programming Screen 
4.3.2 MODIFY A SYSTEM GROUP LIST 
System group lists are numbered 30-79. 
From the Main Menu press the Fl key, then press 9. A second menu appears. Press 2. The System 
Group Members programming screen appears. 
1. Enter EXC for the company. The cursor moves to Group. 
2. Enter the number of the group you wish to modify, and press the RETURN 
key. The system displays 
the members of the group. The cursor moves to the first member position. 
3. To add a member, move the cursor to the next empty position, and enter the mailbox numbers that are 
to be members of this 
group, pressing the RETURN key after each one. 
To delete a member, move the cursor to the desired mailbox, the press the Fl key. The field is 
cleared. 
4. When all the desired changes have been made, press the F5 key (save), then press Y. 
5. To return to the Main Menu, press the ESCAPE key, then press 8. 
4.3.3 ERASE AN ENTIRE SYSTEM GROUP LIST 
System group lists are numbered 30-79. 
From the Main Menu press the Fl key, then press 9. A second menu appears. Press 1. The System 
Group programming screen appears. 
1. Enter EXC for the company. The cursor moves to Group. 
2. Enter the number of the group you wish to erase, and press the RETURN key. The system prompts for 
confirmation. Press Y. 
3. Press the F6 key (delete), then press RETURN. The system prompts to delete the record. 
4. Press the Y key to confirm. 
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							System Administration 
5. To return to the Main Menu, press the 
ESCAPE key, then press 8. 
4.4 PERSONAL GROUP LISTS 
As system administrator you may establish personal group lists for subscribers. The number of group 
lists a subscriber may have is programmed by Class of Service up to 19. Personal group lists enable 
subscribers to send the same message to multiple mailboxes by simply entering the group list number 
as a destination for a message. Personal group lists are numbered 11-29. 
The individual subscriber is responsible for recording a name or title for each personal group list. The 
members of the group list can be entered using the subscriber’s mailbox (see the Mailbox section), or 
using the monitor and keyboard. 
4.4.1 ESTABLISHING A PERSONAL GROUP LIST 
Personal group lists are numbered 11-29. There are no pre-programmed personal group lists. 
From the Main Menu press the 
Fl key, then press 9. A second menu appears. Press 3. The Personal 
Group programming screen appears. See Figure 4-5. 
1. Enter 
EXC for the company. The cursor moves-to Box. 
2. Enter the mailbox number this list is being established for, then press the 
RETURN key. The cursor 
moves to Group. 
3. Enter the number of the group you are establishing, and press the 
RETURN key. The system informs 
you that the group does not exist, “Information not found.” 
Attempting to enter an existing group 
number results in a message “Information found display it (y/n) ?” 
4. Enter a name for the group in the Name field. 
5. Press the RETURN key. 
6. Press the 
F5 key to save the screen, then press Y to confirm. 
[PERSONAL CRoup HEADER SCREENER 
COMPANY: _ 
BOX: Croup: 
MEMBERS: - 
NAME: 
I 
[FB]Clear [FS]Save [FB]Del [FII]Scroll [FB]Find [FQ]Prev [FlO]Next [Esc]Quit 
Figure 4-5 Personal Group Programming Screen 
INFOSTARIKY2 4.5  
						

							k 
: [FJ]Clear A 
_- rrj-,, [21 , [31 , [41 , 151 , ISI , [71 [31 , [aI 
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System Administration 
[PERSONAL GROUP MEMBER SCREEN] 
CMP: BOX: GROUP: NAME: 
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[FS]Run Or Save 
[FB]D~~ [Esc]Quit 
Figure 4-6 Personal Group Members Programming Screen 
‘; 
7. Press the ESCAPE key. The Group List menu appears. 
8. Press 4. The Personal Group Members screen appears. See Figure 4-6. 
9. Enter 
EXC for the company. The cursor moves to Box. 
10. Enter the mailbox number this list is being established for, then press the 
RETURN key. The cursor 
moves to Group. 
11. Enter the number of the group you just established, and press the 
RETURN key. The cursor moves to 
the first member position, and displays the name of the group (from the Name field of the previous 
screen). 
12. Enter the mailbox numbers that are to be members of this group, pressing the 
RETURN key after each 
one. If you make a mistake use the backspace key to correct it. If you notice a mistake in a previously 
programmed mailbox, use the arrow keys to move to it. Press 
Fl to erase the mailbox field and start 
over. After the mailbox has been entered, the mailbox number and the last name of the subscriber 
appear at the lower left edge of the screen. 
13. When all the desired mailboxes have been entered, press the 
FS key (save), then press Y to confirm. 
14. To enter another group, move the cursor to Group, press the 
Fl key, and enter the new group to be 
programmed. The group must have already been established using the Personal Group programming 
screen. 
15. To return to the Main Menu, press the 
ESCAPE key, then press 8. 
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							System Administration 
4.4.2 MODIFY A PERSONAL GROUP LIST 
From the Main Men,u press the Fl key, then press 9. A second menu appears. Press 4. The Personal 
Group Members 
programming screen appears. 
1. Enter 
EXC for the company. The cursor moves to Box. 
2. Enter the mailbox number this list is being modified for, then press the RETURN key. The cursor 
moves to 
Group. 
3. Enter the number of the group you wish to modify, and press the RETURN key. The system displays 
the members of the group. The cursor moves to the first member position. 
4. TO add a member, move the cursor to the next empty position, and enter the mailbox numbers that are 
to be members of this group, pressing the 
RETURN key after each one. 
To delete a member, move the cursor to the desired mailbox, the press the 
Fl key. The field is 
cleared. 
5. When all the desired changes have been made, press the F5 key, then press Y. 
6. To return to the 
Main Menu, press the ESCAPE key, then press 8. 
4.4.3 ERASE AN ENTIRE PERSONAL GROUP LIST 
From the Main Menu press the Fl key, then press 9. A second menu appears. Press 3. The System 
Group 
programming screen appears. 
1. Enter 
EXC for the company. The cursor moves to Box. 
2. Enter the mailbox number this list is being erased for, then press the RETURN key. The cursor moves 
to 
Group. 
3. Enter the number of the group you wish to erase, and press the RETURN key. The system prompts for 
confirmation. Press Y. 
4. Press the F6 key (delete), then press 
RETURN. The system prompts to delete the record. 
5. Press Y. 
6. To return to the 
Main Menu, press the ESCAPE key, then press 8. 
INFOSTARIVX2 
System Administrator’s Manual 
revised 7191 4.1  
						

							Section 5 - System Administrator Mailboxes 
, 
5.1 lNTRQDUCTlON 
The system administrator mailboxes allow access to special features. These non-standard mailboxes 
have a unique main menu that provides options which are dedicated to the system administrator’s 
needs and functions. 
NOTE: System administrator’s mailboxes cannot receive or send messages. 
5.2 SYSTEM ADMINISTRATOR’S OPTIONS 
From the Main Menu of the system administrator’s mailbox, there are options to: 
l Select a standard sign-on (opening) greeting, or record a custom system greeting for the system 
e Create or erase a broadcast message 
e Add/Delete mailboxes 
l Reset mailbox passwords 
o Record greetings for any mailbox in the system 
o Reset message waiting indicators 
0 Manage group distribution lists 
l Set system date and time 
A system administration mailbox is accessed in the same manner as a regular mailbox. Use of these 
special functions is as easy as using any of the system’s standard subscriber features. Upon entering a 
system administrator mailbox, you are prompted by the system for the keys that you need to dial. 
5.3 SYSTEM GREETINGS 
The sign-on greeting is the first announcement callers hear when they reach the system. The callers 
may have dialed the system’s access number directly or may have been forwarded to the VX2 system 
when the persons they called are busy or away from their desks. (On integrated systems, callers for- 
warded to the system hear a subscriber’s personal greetings.) 
The INFOSTAWVX2 is shipped with the following standard sign-on greeting: 
“Good Morning (Afternoon or Evening). You have reached the INFOSTAIUVX voice pro- 
cessing system. Dial the mailbox number of the person you are calling. If you are a subscrib- 
er, dial pound.” 
In addition, the system administrator may want the option of recording several different greetings for 
each time of the day to provide callers with information and instructions. The greeting list is com- 
posed of five selections: 
Greeting 1 
Greeting 2 
Greeting 3 
Greeting 4 
Override Greeting 
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The first four greetings can be programmed to play on any day of the week, and between certain 
hours. The fifth greeting is designed to override the programming of the first four greetings and is de- 
, 
signed to deliver urgent information to the caller. The fifth greeting can be programmed to play on 
only one day, and plays all day. This programming is accomplished on the Company Parameters 
screen. 
53.1 SAMPLE GREETINGS 
Greeting 1: 
“Good Morning. This is the XYZ Publishing Company. Please dial the number of the per- 
son you’re calling. If you have a mailbox on this system, please dial pound.” 
Greeting 2: 
“Good Afternoon. You have reached the XYZ Publishing Company. Please dial the number 
of the person you’re calling. If you have a mailbox on this system, please dial pound.” 
Greeting 3: 
“Good Evening. You have reached the XYZ Publishing Company. Please dial the number of 
the person you’re calling. If you have a mailbox on this system, please dial pound.” 
NOTE: While the above examples contain the same message and instructions, the record- 
ings have been programmed for different times of the day. 
5.3.2 RECORDING SYSTEM GREETINGS 
Should you wish to customize the system greeting to meet your organization’s individual needs, you 
can record your own system sign-on using a system administrator mailbox as follows: 
n 
1 Greetings A 2 Record - 1 
0 n Greeting 1 --) Record the 
cl # -e System replays 
greeting, then press greeting 
0 
2 Greeting 2 
0 
3 Greeting 3 
n 
4 Greeting 4 
n 
5 Override 
Greeting 
If you choose to record a customized greeting, you should remember to tell subscribers to “dial the 
[#I key (pound key) on your dial pad.” This is important for new subscribers who might get confused 
about how to enter their own mailboxes instead of leaving a message for someone else. 
Outside callers who have never encountered a voice message system before should be given clear in- 
structions on what to do when they reach the system. Since mailbox numbers are generally assigned to 
be the same as the extension numbers, a caller can leave a message in the correct mailbox by re-dial- 
ing the extension number. Customizing the system sign-on greeting permits you to give more explicit 
directions to the outside caller, e.g., “Please enter the last 3 digits of the number you are calling, or 
press “0” for operator assistance.” 
Once-you have recorded a customized sign-on greeting, you still have the option of returning to the 
standard sign-on greeting or recording a new customized greeting at any time. 
5.2 INFOSTARIVX:!  
						

							System Administrator Mailbox 
53.3 PLAYING SYSTEM GREETINGS 
You may play any of the system greetings at any time. 
11-1 - m Listen 
5.3.4 ERASING 
You may erase any 
n - q Erase 
--c 1 
R Greeting 1 + The greeting 
is played 
0 
2 Greeting 2 
17 
3 Greeting 3 
cl 
4 Greeting 4 
cl 
5 Override 
Greeting 
SYSTEM GREETINGS 
of the system greetings at any time. 
-P cl 1 Greeting 1 
cl 
2 Greeting 2 
5 
3 Greeting 3 
cl 
4 Greeting 4 
cl 5 Override 
Greeting 
5.4 BROADCAST MESSAGE 
‘As system administrator you have the ability to automatically send a message to every subscriber on 
the system. Broadcast messages, unlike regular messages, are not delivered into the main part of sub- 
scribers’ mailboxes. Instead, the broadcast message is played automatically after subscribers enter their 
access codes. 
5.4.1 SENDING A BROADCAST MESSAGE 
To send a broadcast message, dial: 
Subscribers cannot save a broadcast message, nor can they skip listening to the broadcast message. 
The message can be replayed after the subscriber has heard it all the way through, but the subscriber 
must erase the broadcast message in order to continue on to any of the system’s standard features. 
Because a broadcast message is not delivered into a subscriber’s regular mailbox, this type of message 
does not reduce the total number of messages that a mailbox can accommodate. 
Broadcast messages appear in the mailboxes of new subscribers who were added to the system after 
the original broadcast was sent. 
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							System Administrator Mailbox 
5.42 LISTENING TO A BROADCAST MESSAGE 
The system may only have one broadcast message effective at any time. To listen to the existing 
broadcast message, dial: 
5.4.3 TO ERASE A BROADCAST MESSAGE 
The system gives you the opportunity to erase a broadcast message whenever the information in the 
message becomes out-dated or you have a new message to send. 
To erase a broadcast message dial: 
a + a Erase - System confirms broadcast 
message has been erased. 
An existing broadcast message is deleted automatically when a new one is recorded. 
Since broadcast messages cannot be interrupted or skipped by subscribers, they should be used spar- 
ingly. The maximum length of a broadcast message is limited to one minute and cannot be adjusted. 
In many instances, a large group distribution list may be a better vehicle for sending a message. 
5.5 MAILBOX ADMINISTRATION 
If it is inconvenient to stop the system to add or delete a mailbox, the system administrator’s mail- 
boxes can be used to add/delete mailboxes. The information needed on the Mailbox Set-up screen 
can then be added at a later time. The system administrator’s mailboxes can also be used to reset a 
forgotten mailbox access code. 
5.5.1 RESET ACCESS CODES 
If a subscriber forgets their access code, or if a subscriber no longer has access to the system, the sys- 
tem administrator can reset the access code of a mailbox without having to delete the mailbox and its 
messages. 
II 
3 Mailbox -cl Reset -) Dial mailbox + Dial new 
Administration Ll Access code 
number to reset access code 
5.52 ADD MAILBOXES 
To add a mailbox to the system using the system administrator’s mailbox: 
cl 
3 Mailbox 
Administration - 2 $dibox - EtAb:,ailldd - In)ial;pion + a + 
cl 
Dial attendant 
extension number + Dial mailbox - Dial class of + Dial department 
me service number 
5.5.3 DELETE MAILBOXES 
To delete a mailbox using the system administrator’s mailbox: 
cl 
3 Mailbox 
-Cl 3 Delete + Dial mailbox + # To confirm 
Administration mailbox number to delete Ll 
cl $ To cancel 
and continue 
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							5.5.4 RECORDING MAILBOX GREETINGS 
Should you wish to record greetings for certain mailboxes 
record a greeting using a system administrator mailbox as  System Administrator Mailbox 
(including subscribers’ mailboxes), you can 
follows: 
e 3 -ma 0 - Enter mailbox - 
0 2 Record - 
n 1 Greeting 1 + Record the 
cl # 
number 
Mailbox greeting, then press 
Greetings 0 
2 Greeting 2 
0 
3 Greeting 3 
CI 4 Greeting 4 
0 5 Greeting 5 
cl 6 Greeting 6 
El 
7 Greeting 7 
NOTE: For subscriber mailboxes, greeting 1 is the mailbox greeting. Greeting 2 is the 
mailbox name. Greeting 3 is the temporary greeting. 
5.5.5 RESET MESSAGE WAITING INDICATOR 
The system administrator can reset the message waiting indicator of a mailbox. The system dials the 
appropriate code (turn on if there are new messages in the mailbox, turn off if there are no new mes- 
sages in the mailbox). 
cl 
3 Mailbox 9 Reset - Dial mailbox 
Administration -0 
MWI number to reset 
5.6 SYSTEM GROUP LISTS 
As system administrator, you may establish up to 50 system group lists. System group lists, like person- 
al group lists established by individual subscribers, enable subscribers to send the same message to 
multiple mailboxes by simply entering the group list number as a destination for a message. System 
group lists, unlike personal group lists, can be shared by many subscribers and can accommodate 
many more mailbox numbers. Access to system group lists is granted by class of service. System group 
lists are numbered 30-79. 
5.6.1 LIST GROUP MEMBERS 
The members of a system group can be listed using the system administrator’s mailbox. 
cl 4 System Group - 1 List 
Lists Ll -) Dial group + Name and members 
Members number of group are played. 
5.6.2 ESTABLISHING GROUP LISTS 
System distribution list numbers range from 30 to 79 (numbers 11 through 29 are reserved for person- 
al distribution lists). If you are creating a new list, it is a good idea to verbally record the name of the 
system distribution list. Like a personal distribution list, the recorded name of the system distribution 
INFOSTARIKY2 
System Administrator’s Manual 
revised 7191 5.5