VoiceTrak Voice Mail Auto Attendant System User Guide

 
 
 
 Department Maintenance 
  VoiceTrak  
 
Root Number 01 Department Number 000 
 
DTMF Action Destination Dept. or 
Key Code Destination Mailbox (not extension) 
0 M 100 
1 D 200 
2 M 150 
3 M  400           
4 D   201 
5 
6 
7 
8 
9 
 
 
 
 
 
 
 
Abort Program  Next Field  Help 
Save   Previous Field   General Help 
 
 
 
Open salutation:  In the above example, callers will transfer to mailbox 100 if they press 
0 or do nothing; department 200 (see below) if they choose 1 for the sales department;...

 
 
 
 Department Maintenance 
  VoiceTrak  
 
Root Number 01 Department Number 200 
 
DTMF Action Destination Dept. or 
Key Code Destination Mailbox (not extension) 
0 M    160 
1 M 161 
2 M 162 
3 M  163           
4 M 164 
5 M 165 
6 
7 
8 
9 D 000 
 
 
 
 
 
 
 
  Abort Program    Next Field  Help 
  Save   Previous Field   General Help 
 
 
 
The above example defines where callers will transfer if they have pressed 1 from the 
open salutation and then choose a keypress for a particular...

Mailbox Mapping 
In the above example, callers transferring to John Smith’s mailbox (161) will hear the 
following personal greeting: 
 
“Hi.  This is John Smith.  I will be out of the office until March 31, but you may leave a 
message at the tone or choose from one of the following options: To speak to another 
sales rep, press 1.  To receive a list of current specials via your fax machine, press 2.  
To listen to directions to our office, press 3.  To find your party using dial by name, 
press 4.  To...

Mailbox Setup 
This section will give a description of mailbox types, instructions on maintenance and 
how to setup mailboxes.  Please refer to the User Guide for more specific information 
on mailbox setup.  Mailboxes will already be entered on turnkey systems.  IF YOU 
NEED TO MODIFY THE MAILBOX USERS NAME, YOU MUST DELETE THE OLD 
MAILBOX AND RE-ENTER WITH THE NEW INFORMATION.  Failure to do this may 
result in dial by name database corruption. 
 
Mailbox Types 
The following mailbox types are...

tone. 
 
Z (Audiotext System Mailbox) 
Same as I mailbox, but caller allowed to leave a message.  Z mailboxes must be 
sponsored to other N or R mailboxes so that messages may be retrieved.  \
(Useful for real estate applications so messages for several properties will be left 
in one box.)  See I box for information on how to record. 
 
J (Audiotext System Mailbox) 
Same as I mailbox, but disconnects caller after message has been played. See I 
box for information on how to record. 
 
X (Fast Transfer...

nothing.  Your call will be handled in the order in which it was received.”  The 
caller will hear a random recording of MESS501.VOX through MESS507.VOX. 
 
If no other calls are in the queue or the caller becomes the oldest caller in the 
queue, the caller will hear, “Thank you. I’m connecting your call \
to .” 
 
If the call is transferred to the station and a busy signal is encountered, the caller 
will hear MESS051.VOX.  “All agents are assisting other customers.  Your call is 
next in line.  Please...

Mailbox Configuration   
 
 
Access VoiceTrak and choose User/Mailbox from the pulldown menus. 
 
Press  and a blank mailbox setup screen will appear. Enter the mailbox number 
and press .  You will then be advised if the mailbox does not exist and be asked 
if you would like to add a mailbox.  Respond accordingly.  Fill in the f\
ollowing fields 
accordingly: 
  
Note: After entering Box Type, default values for all mailboxes will be set by pressing 
F10.  However, you must enter a first or last name in...

im mediately and to do so regularly. 
 
Greet Length 
The number of seconds allowed for recording personal greetings.  Defaults to 
120.  May be set as high as 999. 
 
DND Status 
Do Not Disturb Status.  If set to N, VoiceTrak will attempt to ring the extension.  If 
set to Y, VoiceTrak will immediately transfer the caller to the personal greeting.  
Must be set to Y for mailboxes not tied to extensions.  Set to F if Forward To 
feature is to be used (see below).  Can be controlled from the phone. 
 
DND...

Sample use 2:  If the phone system supports transferring an intercom call to an 
outside line and dialing a phone number, Forward To could be similar to \
9,xxxxxxx.  (Most phone systems dont allow this capability.)   
 
Sample use 3:  If the phone system identifies the attendant console as 0 and 
wont allow a two- or three-digit extension number, a mailbox can be established 
that is forwarded to 0.   
 
If mailboxes need to be restricted so that users may only retrieve and save or 
delete messages,...

Start Time 
Time, expressed in military format,  Auto Forward/DND will begin. 
 
Stop Time 
Time, expressed in military format,  Auto Forward/DND will end. 
 
Example: XYZ Company offers technical support to customers Monday throug\
h 
Friday, from 9 a.m. to 5 p.m.  Callers use the auto attendant to transfer to the 
technical department.  The VoiceTrak mailbox assigned to the technical 
department is 100.  The following parameters would be set so that after-hour 
callers would transfer immediately to a...