VoiceTrak Voice Mail Auto Attendant System User Guide

Press 1 to re-record system prompts.    
 
Important Note:  All system prompts are set as read only when shipped.  This 
prevents accidental erasure.  You must unprotect the prompts before the 
recordings can be changed.   
 
1.  Exit VoiceTrak. 
2.  At C2C:\, type CD PROMPTS  
3.  At C2C:\PROMPTS>, type ATTRIB *.*  -R  
4.  At C2C:\PROMPTS>, type CD ..  
5.  At C2C:\, type C2C  
 
System will restart and prompts can now be recorded.  Prompts can 
be obtained by calling VoiceTrak. 
 
Enter system setup...

Salutation Maintenance 
 
 
Overview 
Salutations are the main greetings callers hear when they call the system.  One 
salutation can be programmed to play 24 hours a day, 365 days a year, or\
 multiple 
salutations can be programmed to play based on time, date, day or port called.  Turnkey 
systems shipped to the customer will include all recordings and salutati\
ons requested 
prior to installation.    Most companies using full or overflow auto attendant usually opt 
to have an open and closed...

*500=Thursday 
*600=Friday 
*700=Saturday 
Time On  The time the salutation will begin playing.  Expressed in 
military time (IE 8:00 a.m.=0800, 8:00 p.m. = 2000.) 
Day Off  The day the salutation will stop  playing.  Expressed as a 
date (Jan. 1=0101, Dec. 21=1221) or a day: 
(See Day On for codes:  *100=Sunday, etc.) 
Time Off  The time the salutation will stop playing.  Expressed in 
military time (IE 8:00 a.m.=0800, 8:00 p.m. = 2000.) 
 
S Boxes  
S boxes can provide an efficient way to route callers...

1. Call into the VoiceTrak system and then press **. 
2.  Enter the master password. 
3.  You will then be advised that you have selected system setup and given a list 
of options.  Choose option 5, then option 1 for salutation recording 
maintenance. 
4.  Enter the two-digit salutation number followed by the # to record or * to hear 
the salutation if you have already made a recording. 
5.  When you are satisfied with the recording, press the # to exit. 
 
  
Note:  Do not attempt to record salutations...

Department Maintenance 
 
 
Department mapping determines where callers will be transferred if they press keys 
while hearing a salutation.  EVERY SALUTATION MUST HAVE A CORRESPONDING 
DEPARTMENT MAPPING.  All departments begin at the 000 level and proceed 
accordingly, with three-digit numbers assigned. 
 
Mapping can also be developed from the mailbox.  Please see Mailbox Mapping. 
Department Setup 
Determine what options callers will be given during the main salutation.\
  Use a turnkey 
worksheet and...

greeting.) 
Destination  Where the caller will be transferred when he chooses the 
keypress.  Enter the mailbox number, not the extension 
number (if they are not the same), the department number 
if the caller will be given another directory of choices or the 
function number. 
 
 
  
Note:  The DTMF entry for 0 defines the drop operator where the caller will transfer if 
he presses 0 or stays on the line without interacting with the system. A different drop 
operator can be defined for each salutation,...

mailboxes) in the MB Dept field on the Mailbox Setup Screen. 
 
From Mapping/Department Maintenance, establish a salutation MB with the department 
number listed as the number defined above in the mailbox setup screen.  Fill in the 
blanks accordingly. 
 
DTMF Key  The keypress corresponding to the telephone touch-tone 
pad. If nothing is mapped for the DTMF key, the caller will 
hear, Im sorry.  That is not a valid entry. 
Action Code  Determines what type of transfer will be made. 
M Transfer to a...

 
Open salutation: Thank you for calling the XYZ Company.  If you know you\
r partys 
extension number, please dial it now.  To find your party using dial by name, press 8.  
For the sales department press 1.  For customer service press 2.  For directions to our 
office, press 3.  To speak with an operator, press 0 or stay on the line. 
 
When callers press 1 for the sales department, they will hear: 
For John Smith, press 1. 
For Sally Jones, press 2. 
For Mary Martin, press 3. 
For Jack Best, press 4....

 
 
 
 Salutation Maintenance 
 VoiceTrak  
 
 
Sal  Board Day Time Day Time 
Number Channel On On Off Off 
 
00  00 *100 0000 *700 2400 
01  00 *200 0900 *600 1700  
  
 
 
 
 
   
 
 
 
 
 
 
 Abort Program  Next Field     Help 
 Save      Previous Field       General Help   
 
 
 
© VoiceTrak  
 VoiceTrak Administration Manual - Page  38    

The department maintenance screens would appear as follows: 
 
Closed salutation:   
 
 
 
 
 
                                     Department Maintenance 
  VoiceTrak  
 
Root Number 00 Department Number 000 
 
DTMF Action Destination Dept. or 
Key Code Destination Mailbox (not extension) 
0 M 100 
1 
2 
3 
4 
5 
6 
7 
8 
9 
    
 Abort Program  Next Field  Help 
 Save     Previous Field    General Help 
 
 
 
In the closed salutation, callers are given only three options:  Touch 0 or stay on the line...