Vodavi Infostar Vx2 System Administrators Manual

							Operation 
REVIEW AN OUTDIAL BIN 
To review the contents of an outdial bin: 
1. From the main menu, press m for personal options. 
2. Press El 
for message notification, then press El 
for bin number maintenance. 
3. Press 
q to review a bin number. 
4. Dial the desired bin number (l-9). 
ERASE AN OUTDIAL BIN 
Bin 
Erase (l-9) 
Maim. 
To erase an outdial bin: 
1. From the main menu, press a for personal options. 
2. Press El 
for message notification, then press El 
for bin number maintenance. 
3. Press 
q to erase a bin number. 
4. Dial the desired bin number (l-9). 
MODIFY AN OUTDIAL BIN 
Bin 
Maint . Modify (l-9) 
To modify the contents of an outdial bin: 
1. From the main menu, press n for personal options. 
2. Press El 
for message notification, then press El 
for bin number maintenance. 
3. Press u to modify a bin number. 
4. Dial the desired bin number (l-9). The system plays the current contents of the bin. If the contents 
are correct, dial El. 
If the contents are not correct, dial El. The system will prompt for new informa- 
tion. 
6.9.2 OUTDIAL ADMINISTRATION 
The outdial administration selection is used to program the schedules used by outdial when attempting 
to reach ‘a subscriber. Each subscriber can program an outdial schedule for weekdays and a schedule 
for weekends. Both the weekday and weekend schedule can be divided into 2 schedules (schedule 1 
and schedule 2). This allows you to program gaps in the day. The schedules are allowed to overlap. 
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In addition, there is an override schedule (schedule 3) for weekdays and one for weekends. When 
the override schedule is programmed, it takes the place of schedules 1 and 2. 
Each schedule is programmed with: 
l a start and stop time 
0 the outdial bin number containing the telephone number where a subscriber can be reached 
o the number of times to attempt to reach a subscriber 
o an alternate bin number (optional) 
l the type of message (all or priority) which causes an outdial 
l how long after a message has been received to place the outdial 
l message senders who cause an outdial (subscribers in a particular group list, a specific mailbox 
number, or any new message.) 
ADD AN OUTDIAL SCHEDULE 
a-a-a+12_)-,II_) Weekday -. a Schedule 1 - 
Outdial 
Add Admin 
cl 2 Weekend 
j21 Schedule 2 U 
cl 3 Override 
schedule 
Dial start 
- time - Dial stop -) Dial bin 
time number 
+. 1 All 
cl - Dial how long 
messages to wait before 
tl 2 Priority placing the outdial 
messages call. 
To add an outdial schedule: --t Dial number 
of attempts Dial alternate - 
a bin number 
+ Dial a group list, 
mailbox number, or 
# for all subscribers. 
1. From the main menu, press 
q for personal options. 
2. Press El 
for message notification, then press El 
for outdial administration. 
3. Press a to add a schedule. 
4. Press El 
for a weekday schedule, or press i-3 
for a weekend schedule. 
5. Dial the number of the schedule to be programmed (1, 2, or 3 - override schedule). Schedule 4 - 
Wake up is not used at this time. 
6. Dial the time when you will start accepting calls as a 3-digit or 4-digit number in 24-hour clock format 
(i.e., military time). For example, 2 p.m. is enter as 1400. 
7. Dial the time when you will stop accepting calls as a 3-digit or 4-digit number in 24-hour clock format 
(i.e., military time). For example, 8 p.m. is enter as 2000. 
8. Dial the desired bin number (l-9). 
9. Dial the number of attempts to reach you (this number must be at least 1). 
10. Dial an alternate bin number if desired, press El 
for no alternate, or press El 
to skip. 
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							Operation 
11. Press El 
for all messages, or press lizI 
for only priority messages. 
12. Dial how long th,e system is to wait after receiving a non-priority message before outdialing to you. Dial 
1-9 for hours, or lo-99 for minutes. Dial 00 for immediate notification. (The system skips this step if 
requested notification is for priority messages only.) 
13. Dial how long the system is to wait after receiving a priority message before outdialing to you. Dial 1-9 
for hours, or lo-99 for minutes. Dial 00 for immediate notification. 
14. Dial a group list number, a mailbox number, or 
q for all subscribers. 
REVIEW AN OUTDIAL SCHEDULE 
~-~+~-~-~ Weekday --) a Schedule 1 
Outdial Review 2 Weekend 
Admin 
5 Cl 2 Schedule 2 
5 3 Override 
schedule 
To review an outdial schedule: 
1. From the main menu, press @ for personal options. 
2. Press El 
for message notification, then press El 
for outdial administration. 
3. Press 
q to review a schedule. 
4. Press El 
for a weekday schedule, or press a 
for a weekend schedule. 
5. Dial the number of the schedule to be reviewed (1, 2, or 3 (override schedule)). Schedule 4 - Wake 
up is not used at this time. 
ERASE AN OUTDIAL SCHEDULE 
~-~-~-~-.~ Weekday - 111 Scl-dule 1 
Outdial Erase 
Admin 
5 2 Weekend 
5 2 Schedule 2 
5 3 Override 
schedule 
To erase an outdial schedule: 
1. From the main menu, press 
q for personal options. 
2. Press El 
for message notification, then press El 
for outdial administration. 
3. Press a to erase a schedule. 
4. Press El 
for a weekday schedule, or press a 
for a weekend schedule. 
5. Dial the number of the schedule to be erased (1, 2, or 3 (override schedule)). Schedule 4 -Wake up is 
not used at this time. 
MODIFY AN OUTDIAL SCHEDULE 
n-~-~+~-,~ Weekday + n Schedule 1 
Outdial Modify 2 Weekend 
Admin 
5 5 2 Schedule 2 
5 3 Override 
schedule 
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							Operation 
To modify an outdial schedule: 
1. From the main menu, press @ for personal options. 
2. Press El for message notification, then press El 
for outdial administration. 
3. Press 
q to modify a schedule. 
4. Press El 
for a weekday schedule, or press a for a weekend schedule. 
5. Dial the number of the schedule to be modified (1, 2, or 3 (override schedule)). Schedule 4 - Wake 
up is not used at this time. The system plays the schedule, and request confirmation for each entry. 
Press EL 
if the entry is correct, or press El 
and change the entry as needed. 
6.9.3 TURN OUTDIAL ON/OFF 
Once the desired outdial schedules have been programmed, outdial can be turned on and off whenev- 
er desired. Outdial On/Off is a toggle. If outdial is on, this procedure turns it off. If outdial is off, this 
procedure turns it on. 
pJ+J-n 
Activate/Deactivate 
To turn outdial on or off: 
1. From the main menu, press a for personal options. 
2. Press El 
for message notification, then press El. 
6.9.4 ANSWERING AN OUTDIAL CALL 
When the system places an outdial call, it waits until it detects that the call has been answered. As 
soon as the call is answered the system plays, “This is the (recorded company name) voice mail sys- 
tem with a message for (recorded mailbox name). If you are an operator, please transfer this call to 
(recorded mailbox name). If (recorded mailbox name) cannot be reached at this number, please dial 
star, and please have (recorded mailbox name) call the (recorded company name) voice mail system. 
If you are (recorded mailbox name), dial your access code now.” 
NOTE: The system uses your recorded name as part of the outdial greeting. If your name is 
not recorded, the system will use your mailbox number as part of the greeting. For this 
reason, make certain you have recorded your name for your mailbox. 
Dial your access code, then press H and listen to your messages. 
NOTE: If an outdial call is answered and whoever answers the call dials am in response to 
the outdial greeting (indicating the called party is not at that number), the system auto- 
matically turns off outdial. A message is then left in the subscriber’s mailbox that outdial 
has been turned off. Outdial remains off until the subscriber turns it back on. See Section 
-9.5.3 - Turn Outdial On/Off. 
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							Operation 
6.9.5 THINGS TO KNOW ABOUT THE OUTDIAL SCHEDULE 
When a call is received in a your mailbox, the system first checks to see if outdial notification is 
turned on. If it is, the system checks to see if you are using the mailbox (no outdials will be made if 
you are using your mailbox when a message is received). If not, the system checks your outdial sched- 
ule to determine if the message received matches the message type (priority, all, from a group list, 
etc.) of a schedule. The system then determines when to begin the outdial process. 
If there is nothing programmed for “normal message call after” or “priority message call after” (de- 
pending upon the type of message), the system queues the outdial process immediately and follows the 
schedule(s) in effect at the time (weekday, weekend, schedule 1, etc.). 
If there is a value programmed for “normal message call after” or “priority message call after,” that 
value is added to the time the message is received and then compared to the schedule start and stop 
times. If the time falls within the schedule, the outdial process is queued for the delayed delivery 
time. If the time falls outside of the start and stop time, the system queues the outdial for the next 
scheduled time you are available for an outdial call based on all outdial schedules for the mailbox. 
If you retrieve all new messages from your mailbox while an outdial is in queue, the outdial attempt 
will be canceled. 
The system knows an outdial was successful when your mailbox access code is dialed. If the system 
was not successful on an outdial attempt, the system waits five minutes before the next attempt, until 
the number of attempts programmed on the schedule is reached. The system then repeats the process 
for an alternate bin if one is programmed. If after all attempts the system was not successful in reach- 
ing you, a message is left in your mailbox informing you of the failed attempts to outdial to you. 
NOTE: If the system is dialing a pager number (Tel Type 3)) the system will call the pager 
the number of times programmed for attempts, or until the mailbox is accessed and a valid 
access code is entered. 
6.10 RETURN TO ATTENDANT 
Many systems are configured to allow callers to be transferred from the system to persons who can 
assist them (e.g., telephone system attendant, department secretary, etc.). The system also automati- 
cally returns callers to attendants if they make too many consecutive mistakes. 
The system allows you to establish different attendants for different subscribers. When outside callers 
enter a subscriber’s mailbox and wish to reach an attendant, they dial 
q . The call is transferred to 
the attendant who serves the called subscriber. 
6.11 TELEPHONE ANSWERING MODE 
We’ve just seen how powerful a tool the system is for subscribers, but what about non-subscribers? 
How do they use the system to leave messages for subscribers? 
6.11 .I SHORTCUT FOR NON-SUBSCRIBERS 
Non-subscribers who know the desired mailbox number and who do not require a two-way conversa- 
tions, may call the system’s access number (i.e., 
the system’s phone number), enter the appropriate 
mailbox number, and leave a message. Once they have entered the mailbox number, they can dial 
q 
to skip the personalized greeting. 
6.11.2 CALLS FORWARDED TO THE SYSTEM 
The-system can answer phones that are forwarded to it. Some system subscribers may want their 
phones answered by the system, while other subscribers may want their phones answered by a secre- 
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							Operation 
tary. That choice is up to each individual subscriber and is controlled by the forwarding patterns in 
the PBX or Centrex. 
Station Identificatiok 
Certain systems will be interfaced with the telephone system and the system will not know the identity 
of the phone that was forwarded to it. On interfaced systems, when the system answers the phone, 
the caller is prompted to enter the number of the person called. The caller then must give the system 
the identity of the extension originally called. Except where two or more persons share an extension, 
mailbox numbers and extension numbers should always be the same for interfaced units. 
If the call went to an attendant first, the attendant should advise the caller of the called party’s mail- 
box number. In this way the caller knows what to enter if the call is forwarded to the system. 
The system is 
integrated with some types of telephone systems and automatically knows the identity 
of the called party. In this instance, callers immediately hear the personal greetings of the persons 
they are trying to reach. 
Greeting Played 
Once the identity of the forwarded phone is known to the system, the system plays the subscriber’s 
personal greeting. The system is then prepared to record a message from the caller. Dialing 
q during 
the personal greeting cancels entry into this mailbox and allows the caller to enter another mailbox 
number (or W for subscriber entry). Dialing during the personal greeting skips the greeting and 
takes the caller directly to the recording tone. 
Recording Messages and Reviewing the Recording 
Upon hearing the tone, a caller should begin recording a message. Dialing W before any other key 
erases the message and instructs the caller to re-record the message. Dialing 
q immediately sends the 
message and tells the system to transfer the caller to an operator, if available. If callers forget to dial 
a key at the end of their messages and just hang up, their messages are still sent. 
If the caller dials 
q at the end of his or her message, the following choices are given. 
“If this message is acceptable, dial pound. To listen to your message, dial one. To erase and 
re-record, dial two. To continue recording, dial three. To cancel dial star.” 
The caller can listen to the message a number of times and can keep modifying it, as desired. These 
options give the caller the ability to get the message just right and help eliminate the fear that a few 
people have about “talking to machines.” 
If the caller hangs up at any time while recording and reviewing their message, whatever was recorded 
will be sent. 
Options After Sending a Message 
After callers leave messages for subscribers in the telephone answering mode, they are presently given 
the options of disconnecting or leaving messages for other subscribers. In particular, callers are pres- 
ented with the following options: 
“To disconnect, dial star. To continue, dial pound.” 
If the caller dials &/, he or she will be asked for a new mailbox number. 
6.11.3 TRANSFER TO OPERATOR 
If a caller wishes to reach someone, and not leave a message, they can dial zero while the greeting is 
playing. When a caller dials 
q QJ, the system plays a prompt instructing the caller to enter an extension 
number or press zero to reach an operator. 
6.24 INFOSTARIW2 
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							Operation 
Command Summary 
I 
Reply I 
Sender 
1 
El 
Orlglnator 2 
0 
I Orlglnator @ ( 
1 
. 
While listening 
Repeat m 
Save 
El 
Erase 
EHEI 
Reply 
El 
Envelope a 
COPY 
El 
Rewind 
El 
Pause1 
Resume El 
Forward g 
0 
Expert 
mode El 
h	sag* H Q 
Cancel 
El 
Options 
El Expert mode  After listening 
Repeat B 
Save 
El 
Erase 
EIEI 
Reply 
El 
Envelope a Auto scan 3 
envelope CJ 
Prevlous 
message El 
Mass auto * 
delete 0 
Skip 
message El 
Sklp new 
messages El 
I Options a 
I 
Subscribers 
ci;ml#erm;lbor 
access ‘code 
t I l Delivery Options 
II 
Confidential 
El 
Priority 
El 
Proof of 
Delivery El 
Specified 
Delivery Time El 
Cancel 
El  Send Options 
Mailbox Number/ x 
Group List cl 
Spell name 
El 
Cancel/ 
Rerecord El 
Options 
El 
-L Main Menu 
Listen 
El 
Send 
El 
Personal 3 
Options 0 
Check 
Delivery El 
Box 
Status El 
Start 
again El 
Hang-w @ 
Transfer 0 
0 Proof of Delivery 
Delivery 
verification El 
Undelivered 2 
message cl 
notification 
I- 
t 1 Greetings 1 
Personal ootlons I 
Listen 
aI 
Access 
codes 
Q 1-1 1 Erase y ’ ’ Mallbox 
Greeting El 
Temporary a 
Greeting 
More 
Greetings El 1 Deactivate 
q 1 
I l-3 
1 Access codes 1 More Greetings 1 
No Answer 4 q / 
Llsten El El Busy 
Personal El 
L-J 
out 
El  Notification 
Erase 
El Guest 
(Z-9) El Enter guest 
number (2-9) J 1 Check Delivery 1 
Enter mailbox x 
number cl 
Spell name 
El Outdialing 
(Contlnued on 
) next page.) 1 
I , Group list 
II-4 Enter list 
number (11-29) 
Replay f?-J 
Erase 
El 
Envelope 
q 
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							Operation 
Command Summary 
- 
~ 
1 
Bin # 
I 1 Outdlal type 1 
Verify 
f=l 
Correct 
El 
Review 
III 
Add 
El 
Erase 
El 
Modify 
El { %ker t 
Cancel 
@I 
r Outdialing 
On/Off 
El 
Bin # 
Maintenance El 
Outdial 
Administratlon El 
Cancel 
El Cancel 
HI 
Schedule 
Schedule 1 
El- 
Schedule 2 
El 
Overrlde 
Schedule El 
Cancel 
El 
--I 
Dial the tlme you wish 
to start receiving calls 
In 24-hour clock  Schedule 
Weekday 
m 
I 
Weekend 
El 
Cancel 
El 1 ::;a’, e.g;. 2pmIs 1 
Dlal the time you wish 
to stop recelvlng calls 
Dial the bin 
L--J 
number to be 
used 
Dial the number of 
attempts to reach 
you. Minimum of 1, 
Dial an alternate bin 
number to dial In the 
event of no answer. 
Dial 0 or # to skip. 
Dial how long after Dlal how long after 
- receiving a non-priority - recelvlng a prlorlty 
message to outdial 
l * message to outdlal l * Messages From 
Enter group 
El 
list or mailbox 
All subscribers # 
cl 
I I 
I 
‘* NOTE: Dial l-digit (l-9) for how long after In hours 
Dial 2-digit (10-99) for how long after In minutes 
Dial 00 for immediate outdial. 
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							Section 7 - Auto Attendant 
7.1 INTRODLjCTlON 
This section explains how to setup and use the system’s automated attendant, which allows callers to 
route themselves to extensions on the PBX without operator assistance. 
The system’s automated attendant feature may be used to answer calls to a company’s main number 
(or alternate main number). Depending upon how the automated attendant is set up, callers may then 
be directed to either enter an extension number, spell a subscriber’s name, enter a subscriber’s mail- 
box number, or spell a subscriber’s name to reach a mailbox. 
The automated attendant allows calls to be routed to the appropriate telephone system extension, or 
system mailbox, without operator assistance. Automated attendant can help eliminate the bottleneck of 
calls at the attendant console during peak traffic hours, and allows callers to reach the destination 
they need very quickly. If a caller is unfamiliar with extension numbers, the automated attendant can 
be programmed to prompt callers to spell the person’s name and then connect the call. Auto atten- 
dant can be used to: 
0 Answer all calls to a company’s/departments main number. 
l Answer overflow calls from the operator. 
0 Answer calls from employees and frequent callers on an alternate number. 
0 Answer calls to the main number when the switchboard is unattended. 
7.2 HOW CALLERS USE AN AUTOMATED ATTENDANT 
The VX2 system must be attached to a telephone system or Centrex using extension appearances in 
order for the automated attendant feature to function. The extension is connected to a VX2 port pro- 
grammed for automated attendant tasks. 
Once callers reach the automated attendant, they simply dial the appropriate extension or mailbox 
number. If callers are unfamiliar with extension or mailbox numbers on your system, you can create 
an automated attendant that allows callers to spell the name of a person. 
Callers may be given the option of reaching an attendant (operator) if they require “live” assistance. 
Callers are transferred to an attendant when they press “0” on their touch-tone key pads. Callers us- 
ing rotary dial telephones are automatically transferred to an attendant after a brief time-out period. 
NOTE: All calls transferred from the VX2 system back to the telephone system are trans- 
ferred unsupervised and unscreened. 
7.3 SETTING UP AN AUTOMATED ATTENDANT 
An automated attendant may be set up in several different ways. 
l The system ports can be programmed for automated attendant tasks. With this method, when the 
system answers, a caller is greeted with the either a standard automated attendant greeting, or 
with a customized system greeting. 
0 Individual mailboxes can be set up with automated attendant tasks. This method is usually used 
for calls which are forwarded from a telephone system extension to a specific mailbox. The mail- 
INFOSTARWX2 
System Administrator’s Manual 
7.1  
						

							Auto Attendant 
box can then greet the caller with the automated attendant greeting. This is useful for setting up 
departmental automated attendants. 
l Custom Call Routing can be used to perform automated attendant tasks. 
Regardless of which method is used there are two basic steps are required to set up an Automated 
Attendant. 
0 Program the system’s ports or mailboxes for Automated Attendant use. 
o Create greetings which give callers dialing instructions. 
7.4 PROGRAM SYSTEM PORTS 
Each of the system ports can be programmed to route the call to the voice mail task, auto attendant 
tasks, or to Custom Call Routing tasks. There are three types of auto attendant tasks. The first ac- 
cepts only dialed extensions numbers. The second permits the caller to chose between dialing by ex- 
tension number or dialing by name. The third permits the caller to dial a mailbox number or spell the 
name of a mailbox holder. This programming is accomplished on the Run DiaZogue screen. 
To change the tasks on the Run Dialogue screen, if the system is running, the system must be taken 
off-line. If the system is not running, from the Main Menu, press the F3 key, then press 
1. The sys- 
tem is taken off-line by pressing F4 then F7 and then the ESCAPE key. When the ESCAPE key is 
pressed, system message processing stops. The system prompts for confirmation to stop running. Press 
Y. The Dialogue screen appears. 
1 [T][AuToS OOOl] 
JG 3 
II  [WAITIP NC ] 1104 [WAITING 
I I I I 
LEFT - 
i-1 [ 
--i [-I [ 
05 t 06 1 - --‘1 [-I[- 07 1 
(b;p--j//gll--1 
- -j 11 L-1 1 1 I I I-1 [ 
w- -. 1 I I L-1 I 
.- -- _- -4 I 
’ II 22 1 
’ II 23 I ’ II 24 1 ’ I 
InfoStar Vx2 02/04/81 12:09 
Figure 7-l Run Dialogue Screen Programmed For Auto Attendant With Spell By Name 
At the top of the screen in the left comer is a place to enter the run code. This is a 3-digit code 
used to define which Line Set-up screen to use. 
NOTE: The F9 and FlO keys can be used to scroll back and forth through the records 
instead of entering information to find a record. 
7.2 
INFOSTARIVX2 
System Administrator’s Manual 
revised 7191