Vodavi Infostar Vx2 System Administrators Manual

							System Administrator Mailbox 
list plays to subscribers when they enter the list’s number as the destination to which they wish to 
send their messages. , 
You should record and distribute the system distribution lists either as part of your organization’s tele- 
phone directory or as a separate document. 
0 4 ;%st;rn Group --) 2 + InW&r)up + Record 
0 
cl 
2 Rename group 
list 
5.6.3 ERASE GROUP LIST 
If a system group list is no longer needed, it may be erased. 
0 
4 z;;;m Group - 3 ;ge Group + 
cl Dial group --) Group list is erased 
number 
5.6.4 MODIFY GROUP LIST 
When the time comes to add or remove mailbox numbers from a system group list, or if you would 
like to record a new name for an.existing group dial the following. 
0 
4 z;;;m Group + 4 - E~~VFP - 1 
cl 
R Add or Erase - * En? 
Mailboxes cl 
0 
2 Rename group 
list 
5.7 SET DATE AND TIME 
The system administrator’s mailbox can be used to set the system date and time. 
0 5 Set date --) 
and time Follow prompts to set 
system date and time 
5.6 INFOSTARIKX2  
						

							System Administrator Mailbox 
To Enter The System Administrator’s mailbox: 
Dial #, the mailbox number and access code. 
System 
Administrator 
Main Menu 
System 
q 1 
Greetings 
Broadcast 
0 
2 
Message 
Mailbox 
q 3 
Administration 
System 
0 4 
Group Lists 
Set Time 
q 5 and Date Listen 1 
c 
Record 2 
c 
Erase 3 
c I-= 
Record 
Reset 
cl 1 
Access Codes 
Add Mailbox 2 
n 
Delete 
0 
3 
Mailbox 
Record Mail- 
8 box Greetings 0 
Reset 
0 
9 MWI Greetings 
Greeting 1 
q 
Greeting 2 q 
Greeting 3 q 
Greeting 4 q 
Override s 
Greeting 
q 
Greeting 6 q 
;,oyw 7 
0 
Greeting 8 a 
Greeting 9 a 
Listen 
0 1 
Record 0 2 
Erase cl 3 t 
System Group Lists 
List Members 1 
1 
0 
Establish Group 2 
List 0 Add/Erase 1 
Member n 
Rename 2 
Group cl 
Enter time Mailbox 
Greetings 
Name 
q 1 
Mailbox 
0 2 
Temporary a 
No Answer 4 
0 
Busy 
n 
5 
out 
n 6 
Greeting 7 7 
cl 
Greeting 8 m 
Greeting 9 
INFOSTARIVXZ 
System Administrator’s Manual 
revised 2192 - sqftware version 3 5.7  
						

							Section 6 - Operation 
, 
6.1 INTRODUCTION 
The INFOSTAR”NX2 is designed to meet the needs of a wide range of users. This section provides 
a detailed reference guide on the system’s voice messaging features. Within each description of a fea- 
ture is a short guide to using the feature. The guide contains the dial pad key to press (for example, 
cl ’ )VPl us any other steps required for the feature. Some features present the subscriber with a choice 
of options. These choices are listed vertically. 
6.2 GENERAL OPERATION 
There are a number of general rules of operation that apply no matter what part of the system a sub- 
scriber or outside caller is using. 
6.2.1 SYSTEM PROMPTS 
The INFOSTAWVX:! communicates to subscribers and outside callers via prompts. These prompts 
outline a caller’s choices at any given point or give helpful explanations about the system. 
As subscribers become more familiar with the system, they know which keys to press without hearing 
the entire prompt. At these times they can press the correct key and interrupt the prompt. 
It is also possible to “key ahead,” i.e., enter several commands very quickly without waiting for the 
system to respond. For example, when the system first answers, subscribers enter 
q . their mailbox 
numbers and passwords to advance to the Main Menu. 
The system does not allow interruption of certain prompts. For example, the system does not permit 
interruption of a recorded name when it is played after entering a destination. This prevents subscrib- 
ers from sending a message to the wrong destination. 
6.2.2 IF NO RESPONSE FROM THE USER 
The system is programmed to respond when any of the 12 keys on a DTMF dial pad are pressed. If 
no key is pressed in response to a prompt the system assumes the user is confused. The system re- 
peats the user’s options through a prompt. If there is still no response, the system automatically trans- 
fers a non-subscriber to an attendant, or politely disconnects a subscriber from the call. 
6.2.3 IF TOO MANY ERRORS 
The system counts the number of errors (incorrect key presses) that a user makes. If the count ex- 
ceeds a certain number (usually 3) the caller is politely disconnected. 
6.2.4 WHY THE SYSTEM TRANSFERS USERS AUTOMATICALLY 
There are three reasons for an automatic transfer to an attendant: 
l In the telephone answering mode, callers might not be able to respond to the system’s prompts 
because they have rotary dial phones. Help is needed from someone who can enter touch-tones 
for them. 
0 Callers could be confused about what to do. Getting a brief explanation often helps. 
l The VX2 tries to get people to use the system efficiently so that many people can have access to 
its lines. People who continually take too long to respond to prompts might cause other callers to 
encounter busy signals. They should be encouraged to get help before using that part of the sys- 
tem. 
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System Administrator’s Manual 
revised 7191 6.1  
						

							Operation 
6.2.5 ALLOWABLE TlME BETWEEN KEYS WHEN ENTERING NUMBERS 
There are a number, of places in the system where numbers must be entered: mailbox numbers, group 
list numbers, phone numbers, and times, for example. The system waits a few seconds between num- 
bers, and if no additional key is entered in the allowable time, the system assumes that there are no 
more digits. The system then responds based on the digits it received. If, for example; when entering 
mailbox 563 as a destination, if there is too long a pause between the 6 and 3, the system will think 
that the destination is system group list 56. The system always confirms the destination and gives the 
subscriber a chance to correct any mistake (using IZl to cancel the last input). 
6.2.6 THE IXl KEY AS A NUMBER TERMINATOR 
For the person who does not want to wait for the system’s timer to automatically signal the end of a 
number, the key can be entered to mark the end of an entry-even though it is not required. This 
step is useful for entries with a variable number of digits, such as access codes. 
6.2.7 THE KEY AS A RECORDING TERMINATOR 
When the system does not know how long an action will take (e.g., recording a message or personal 
greeting), the system requires use of a 
q key to indicate the end of the action. If the system hears a 
certain amount of silence, it assumes that the key was inadvertently omitted. The system reminds 
the caller to press lJ!l if the desired action has been completed. (If there is a very noisy telephone 
circuit or loud background noise, the system may think that the person is still talking.) 
6.2.8 DIALING IXI TO HANG UP 
When subscribers end a system session, they should dial the W key as many times as it takes for the 
system to say “Exiting the system. Good-bye.” The system is always listening for silence on the line 
and hangs up automatically when it realizes that no one is there. It can hang up a few seconds faster 
if subscribers dial 
q . Saving a few seconds of connect time for each subscriber results in higher sys- 
tem availability for all users. 
6.3 FIRST TIME USE 
The system teaches new subscribers the basics during their first sessions by means of a new user tuto- 
rial. The first time a mailbox is used, the subscriber must go through the entire tutorial. Every new 
subscriber is given a mailbox number and a temporary access code. When new subscribers enter their 
mailboxes for the first time, the system helps them establish permanent access codes, and record their 
names for the mailboxes. 
6.4 SPECIAL SYSTEM NOTICES 
As soon as subscribers enter their mailboxes, they may hear certain system notices that are played 
automatically. 
6.4.1 BROADCAST 
Broadcast messages are recorded by the system administrator and are sent to all subscribers. These 
messages contain important announcements about the system (e.g., “The following system enhance- 
ments will be available to all subscribers effective . ..“) or the company (e.g., “Tomorrow will be a 
half-day holiday.“). Subscribers 
must listen to broadcast messages. 
6.4.2 ERASED MESSAGE NOTICES 
An erased message notice informs a subscriber that a message was automatically erased, or is about to 
be erased. An erased message notice may be skipped. Subscribers cannot save these messages and 
skipping them simply saves subscribers from having to listen to the entire notice. 
6.2 INFOSTARIVXZ 
System Administrator’s Manual 
revised 7191  
						

							Operation 
6.4.3 CONFIRMATION NOTICES 
Subscribers may request.confirmation from the system regarding the status of messages they sent. 
There are two types of confirmation notices: 
0 A positive confirmation of receipt. This notice indicates that the recipient has listened to at least 
part of the message sent. This notice is generated only if the original message was sent with the 
“proof of delivery” option. 
* A notification of an undelivered message. This notice indicates that a message has resided in the 
recipient’s mailbox for X days and that it has not been listened to. The number of days (“X”) is 
determined on a per class of service basis by the system administrator. This notice may be gener- 
ated only if the original message was sent with the “notification of non-delivery” delivery option. 
Confirmation notices may be skipped. 
6.5 MESSAGE PLAYBACK FEATURES 
The system provides subscribers with a wide range of capabilities to facilitate playing and responding 
to messages in their mailboxes. Messages in subscriber mailboxes come from several places: from non- 
subscribers who leave messages in the telephone answering mode, from other subscribers, or from spe- 
cial limited-use subscribers called guest users. 
6.5.1 ORDER OF REVIEW 
Messages are presented to the subscriber in the following order: broadcast messages, confirmation 
messages, new messages (priority messages first), skipped messages, and saved messages. The oldest 
messages within each category are played first (but can be changed to newest messages first using the 
Mailbox Set-up screen). 
After the last new message has been presented to the subscriber, the system searches the mailbox to 
see if there are any remaining new messages to be reviewed. In particular, if new messages arrive dur- 
ing message review, they are presented in the same order as before (priority, normal, etc.) but are 
labeled “skipped.” Thus, if a new priority message arrives after the subscriber has passed priority mes- 
sages during message playback, this new message is played after all other new messages and is labeled 
skipped. 
6.5.2 FEATURES AVAILABLE WHILE LISTENING TO MESSAGES 
After subscribers elect to play their messages, they have a number of options: 
l Replay the message 
0 Save the message 
o Erase the message 
l Reply to the message 
0 Obtain envelope information 
l Send a copy of the message to another subscriber 
l Rewind 5 seconds 
l Pause and restart 
l Forward 5 seconds 
l Skip through messages 
l Review previous message 
0 Cancel message review 
INFOSTARWX2 
System Administrator’s Manual 
6.3  
						

							Operation 
6.5.3 REVIEW A MESSAGE 
l 
Listen to the message. 
l Replay, reply, or send a copy of the message (if desired). 
. 
R 
1 
Erase or save the original 
R 
1 
Listen to 
--) the message - 0 5 
R 
6 
message. 
Replay the message 
Get envelope info 
Send a copy 
cl 2 
-3 
cl 
R 4 Save 
Erase 
Reply 
*R 
-t # 
R * Confirm erase 
Cancel 
6.5.4 WHILE LISTENING TO A MESSAGE 
Any feature that is available after a message has been reviewed can be used while listening to the 
message. In addition to those features, a message can be skipped or the review can be canceled. If 
you attempt to erase a message before it is finished playing, the system prompts for confirmation. 
Skipping a Message 
Subscribers with limited time may use the skip feature to scan through their messages, or to look for 
an important message from a certain person. There are two variations on this form of message scan- 
ning: 
l Listen to the first few seconds of each message, then skip to the next message. Repeat this pro- 
cess for each message. 
0 Listen to message envelope information as soon as each message begins to play, then skip to the 
next message. It is not necessary to listen to the entire envelope. 
NOTE: The envelope information for messages may also be scanned through use of the 
secretary access code. 
A subscriber may skip to the next message at any time by dialing q twice. Skipping a message means 
that it retains its original place in the new message queue. It is available for review as a skipped mes- 
sage during this session or as a new message in a subsequent session. 
R 1 - During Review- [#I pl - Next Message 
El-Et - Listen to envelope info - 
Em- Next Message 
The system plays skipped messages (if any) after new messages and before saved messages. After dial- 
ing IL to play, subscribers may skip to saved messages directly by dialing @I and Fl closely together. 
NOTE: If a message is skipped, and the sender does a “check receipt,” the message is 
considered undelivered and can be erased by the sender. 
Cancelling Play of Messages 
A subscriber may cancel message playing while listening to messages by dialing I33 Any message not 
completely reviewed remains in the new message queue. If a subscriber forgets to dial 
q to cancel 
play and just hangs up, all partially listened to messages also remain in the new message queue. 
6.4 INFOSTARIKXZ 
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							Operation 
6.5.5 PLAYBACK CONTROLS 
As subscribers become more and more comfortable leaving voice messages, the length and complexity 
of messages increases: Sometimes an important phone number is embedded in a three-minute mes- 
sage. As subscribers become more experienced, they will want to control the playback of the messages 
they receive. 
The system playback controls are designed to give exactly that flexibility. With playback controls, a 
subscriber can scan through a three or five minute message to find a phone number without listening 
to the whole message. After dialing [II to listen to a message, subscribers have the playback controls 
listed below: 
cl 1 Rewind to the beginning of the message 
cl 
7 Rewind 5 seconds 
Li 8 Pause and restart the message 
D g Forward 5 seconds 
m m Skip to the next message 
6.56 EXPERT MODE FEATURES 
There are a number of features which help to automate the review of messages: 
l Skip to saved messages 
l Automatically play all messages and mark them as skipped. 
l Automatically play ah messages and save them 
l Automatically play all messages and erase them 
l Automatically scan the envelope information for all messages. 
l Play previous message 
The auto mode can be changed back to the normal mode at any time by dialing 
q m. 
Skip to saved messages 
If subscribers wish to bypass the new messages in their mailbox, they can skip the new messages and 
go directly to their saved messages. 
0 1 Replay the message 
0 
3 Erase 
a - [“I F1 - ~-;~;~ssages - n Get Envelope info - 
q Reply 
0 
6 Send a copy 
Ll 2 Save 
cl 0 Return to 
normal mode 
INFOSTARWX2 
System Administrator’s Manual 
revised 7191 6.5  
						

							Operation 
Auto Listen/Skip 
When messages are listened to using Auto Listen/Skip, the system plays aU messages one after the 
other until interrupted by the subscriber. Messages listened to in this fashion are considered skipped, 
and appear as new messages the next time the subscriber listens to messages. 
01 I Replay the message 
cl 
3 Erase 
a - E) 1’1 - f$tz$ages - n Get Envelope info - 
q Reply - f$tEzages 
R 
6 Send a copy 
cl 2 Save 
R 0 Return to 
normal mode 
Auto Listen/Save 
When messages are listened to using Auto Listen/Save, the system plays all messages one after the 
other until interrupted by the subscriber. Messages listened to in this fashion are saved after they are 
played. 
cl 1 Replay the message 
cl 3 Erase 
IIJ - F11’1 -c ,“hi;tgezages - n Get Envelope info - Ifl Reply - f&tgezages 
0 
6 Send a copy 
R 2 Save 
R o Return to 
normal mode 
Auto Listen/Erase 
When messages are listened to using Auto Listen/Erase, the system plays all messages one after the 
other until interrupted by the subscriber. Messages listened to in this fashion are erased after they are 
played. After Auto Listen/Erase is selected, the system plays a message to remind the subscriber that 
messages will be automatically deleted after being played. 
cl I Replay the message 
R 
3 Erase 
a - F] /-i-l - ,“hiiEzages 4 a Get Envelope info - m Reply - L&tzezages 
cl 
6 Send a copy 
R 2 Save 
cl 0 Return to 
normal mode 
6.6 INFOSTARIW2 
System Administrator’s Manual 
revised 7191  
						

							Operation 
Auto Scan Envelope information 
The envelope information of all messages can be played without listening to the messages themselves. 
While the envelope information is playing any of the playback commands can be used. The envelope 
information can be interrupted and the message played, saved, replied to, etc. After the interruption, 
the system then continues playing envelope information for the remaining messages. 
cl 1 Play message 
cl 
3 Erase 
n - PI F[ - ~~~&~~ - B Reply - K$z$ages - q Send a COPY 
c1 
o Return to 
normal mode cl 2 Save 
Play previous message 
During message review, a subscriber may backup and play the previous message. 
cl 1 Play message 
D 
3 Erase 
Listen to 
the messages 
Listen t0 preViOUS --c 6 Send a copy cl -a 4 Reply 
cl ,, Return to 
normal mode 
D 
2 Save 
6.5.7 AFTER LISTENING TO A MESSAGE 
Replaying a Message 
At the end of a message (when the system prompts with the “After Listening” menu) a subscriber 
can 
replay that message in its entirety. 
cl 1 - End of message - 1 
0 - Message replays 
Save 
If the message needs to be acted on later, it may be saved. Saved messages are kept in a separate 
queue. They will be played after new messages. The procedures for returning a message to storage 
and for storing a new message are the same. 
cl 1 - End of message - 2 
cl - Message is saved 
Erase 
If the message does not require action, it should be erased. Erasing messages keeps the mailbox clear 
and reduces the need for additional system storage capacity. 
# Confirm erase - Message is erased 
0 
1 - End of message - B - { : 
* Cancel 
-NOTE: Once a message has been erased, it cannot be retrieved. 
INFOSTARIVX2 
System Administrator’s Manual 
6.7  
						

							Operation 
Reply to a Message 
A subscriber can send a reply to a message by dialing one key. If the message has been copied from 
another subscriber, the reply can be sent to the person who originally sent the message, or to the per- 
son who sent the copy of the message. 
Replies may only be sent to messages from subscribers re- 
ceived in the voice mail mode. Therefore, subscribers should enter their own mailbox before 
sending messages, so recipients may conveniently reply. 
At the end of 
the message 
0 2 Reply to 1 
originator cl 
cl 
2 
0 3 
* 
cl Message + # 
c1 To send 
Acceptable your reply 
Listen to 
tIl 
0 For delivery 
reply options 
Erase and 
re-record 
Continue 
recording 
Cancel 
reply 
Envelope Information 
Sometimes a subscriber wants to know details about a message: who sent it, the date and time it was 
delivered, and whether it is priority and/or confidential. This information is called the envelope infor- 
mation. It can be obtained immediately after the message ends by dialing 03. After playing envelope 
information, the system automatically returns the subscriber to the point at which envelope informa- 
tion was requested. 
cl l- At the end of - 5 
the message 
cl --c Listen to envelope - Return to options 
mformation menu 
The time and date stamp on a new message always relates to message delivery. 
For messages sent with one or more introductions, the system prompts for your choice of the sender 
or the person who originated the message. 
NOTE: To skip envelope information and return to message review, dial twice. 
Send a Copy to Someone Else 
A subscriber may wish to send a copy of a message to another subscriber. In this situation, the sub- 
scriber may record introductory remarks and then send the remarks plus a copy of the message to 
another subscriber. Copies may be sent to one or more subscribers, including group distribution lists. 
A subscriber may send copies of messages that are received in either the voice mail mode or tele- 
phone answering mode. 
6.8 INFOSTARIVX2 
System Administrator’s Manual 
revised 7191