Planning Your Fax Response Service | AT&T 2.1.1 specs

Feature and Planning Review

Planning Your Fax Response Service

The Fax Response Service gives you the ability to set up a database of fax information that you ordinarily mail to people who make inquiries. With Fax Response, the interested parties can call your company and retrieve fax information via an interactive voice prompt/touch tone interface. These callers can receive the fax information on the same call or can specify a fax number for delivery.

While FAX Attendant delivers your information, it also gathers valuable information. For example, you can set FAX Attendant to record the telephone numbers of the people who call your Fax Response service. These telephone numbers are valuable for sales lead follow-ups.

Callers can do the following things once they access Fax Response:

Retrieve fax information on desired products

Listen to voice announcements

Transfer to a specified extension

Speak to an operator

Fax Response offers the following benefits:

Enables you to get specific information to customers almost immediately. This reduction in time allows you to give customers information before the competition.

Enables you to obtain the phone number and fax number of each person who requests information. Fax Response even groups the telephone numbers of the callers with the product or service on which they have inquired. Your sales force can use this information to build up its customer database.

Allows you to keep track of the number of requests each product elicits. You can see what products are generating interest, and which ones are not.

Can also be used as your company’s automated attendant.

Setting up the Fax Response service requires extensive planning. To set up a Fax Response service, you must:

Create a main menu that callers will hear when they first reach the Fax Response service

Create menus wherever necessary

Create a spoken script for each menu

Enter the fax information that will comprise the Fax Response database

Create coversheet art and load the coversheet

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AT&T 2.1.1 manual Planning Your Fax Response Service

Contents

AT&T FAX AttendantTM Release Security Federal Communications Commission FCC StatementTrademarks Ordering Information Contents System Operations TroubleshootingReport Generation User Interface FAX Attendant Menu Tree IndexIii Figures Fax Response Administration Page Purpose and Scope About This Guide Assistance Intended Audience Conventions Used in this Guide How to Use This Guide Typical Function Key Labels Xii Xiii Related Documents Overview Introduction FAX Attendant Features FAX Attendant Services Economy Delivery Intelligent Auto-RetryDelivery Reports Distribution Lists Fax Machine Call Coverage Call Accounting IntegrationPersonal Fax Extensions Group Fax Numbers Autoprinting Message Waiting Lamp MWL NotificationOutcalling Integrated Administration New Features for ReleasePlain Paper Printing Co-residency with the Audix Voice Poer System Administrable Fax Mailbox Size Improved Component/Port Level DiagnosticsConsolidated Delivery Reports Outbound Channel Limitations Subscriber Name Administration Switch-Integrated ModeTelephone System Interface Message Overflow to General Mailbox Co-Resident Configuration Planning for FAX Attendant on Merlin Legend System Review of System Planning Calling Groups Call Coverage Paths Planning the FAX Attendant System Assigning Services to Voice Channels Switch Interface Parameters Assigning Lines/Pools to Voice ChannelsSystem Parameters Fax Account Code Parameter Administration Fax Account Code List Administration Subscriber AdministrationExtension Directory Subscriber Administration Planning Personal Fax Number Subscribers without Fax Machines Class Types of Fax Subscribers Fax Machine Call Coverage Subscribers Class Group Fax Number Administrator Outcalling Administration Service Administrator Registration Planning Your Fax Response Service Customizing Voice Prompts Entering FAX Attendant Data Implementing FAX Attendant Logging In to IS-III Information Conventions Status Screen Integrated Solution III Main Menu Integrated Solution Audix Voice Power/FAX Attendant Audix Voice Power/FAX Attendant Menu Fax System Parameters Administration General Fax System Parameter Administration Updating General Fax System Parameters General Fax Parameters Administration Voice System Parameter Administration Voice System Parameter Administration Updating System Parameters Account Code Parameter Administration Account Code Parameter Administration form appears Updating Account Code Parameters Account Code Parameter Administration Account Code List Administration Account Code List Administration form appears 10. Account Code List Administration Form Account Code List Administration Adding a New Subscriber Updating Account Codes 11. Extension Directory Screen Extension Directory 12. Audix Voice Power User Screen Audix Voice Power User 13. Subscriber Administration Screen, Page 1 Subscriber Administration 14. Subscriber Administration Screen, Page 2 Adding a Special Purpose Extension 15. Extension Directory Screen 16. Special Purpose Extension Screen Special Purpose Extension Screen 17. Audix Voice Power User Screen 18. Subscriber Administration Screen, Page 1 Changing a Subscriber Profile 19. Subscriber Administration Screen, Page 2 20. Extension Directory Screen 21. Audix Voice Power User Screen 22. Subscriber Administration Screen, Page 1 Renumbering an Extension for a Subscriber 23. Subscriber Administration Screen, Page 2 Removing a Subscriber from Audix Voice Power/FAX Attendant Displaying the Subscriber Database Deleting a Subscriber’s Profile from the System Printing the Subscriber Database 24. Service Administrator Registration Form Service Administrator Registration Outcalling Administration Updating Service Administrator Registration Fax Group List Administration Creating a Fax Distribution ListUpdating Outcalling Parameters 26. Fax Group List Administration Form Fax Group List Administration 27. Fax Group List Editing Form Fax Group List Editing Modifying a Fax Distribution List 28. Fax Group List Administration Form Deleting a Fax Distribution List 29. Fax Group List Administration Form Logging In to the Voice System Custom Voice Prompts General Fax Mail Greeting Administration Listening to the Fax Mail Greeting Message General Fax Call Answer Greeting AdministrationRecording Custom Fax Mail Greetings Selecting Greetings Recording Custom Fax Call Answer Greetings Listening to the Fax Call Answer Greeting Subscriber Recorded Name Administration General Mailbox Greeting Administration Recording a General Mailbox Greeting Message Listening to the General Mailbox Greeting Message Changing the Greeting In Use Accessing Fax Response Entering Fax Response DataLogging Status Screen Fax Response Administration Audix Voice Power/FAX Attendant Menu Fax Response Administration Implementing a New Fax Response Service Fax Response Workspace Administration Menu Fax Response Workspace Administration Edit Workspace/Edit Inactive Fax Messages Form Edit Workspace/Edit Inactive Fax Messages Creating Menus Printing Out MenusCreating Faxmenus Edit FaxMenu Form Edit FaxMenu FaxMenu Message Administration Administering the Main Menu Administer Fax Mail Greeting Main Menu General Administration Listening to the Main MenuRecording the Main Menu Recording Menu Messages, Faxmenu Messages Announcements Page FAX-ADM Loading Fax Messages Installing the Workspace Page Administering the Touch-Tone Gate Prompt and Goodbye Message Page Touch-Tone Gate Prompt General Administration Listening to the Custom Touch-Tone Gate PromptRecording a Custom Touch-Tone Gate Prompt Selecting Touch-Tone Gate Prompts Goodbye Message General Administration Listening to the Custom Goodbye Message Recording a Custom Goodbye MessageSelecting the Goodbye Message Designing the Fax Response Coversheet Fax Response Coversheet AdministrationFax Coversheet Header Information Loading the Fax Response Coversheet Fax Response Coversheet Administration Screen FAX Response Coversheet Administration Modifying Your Existing Fax Response Service Viewing the Fax CoversheetPrinting the Fax Coversheet 10. Fax Response Workspace Administration Menu Copy Service Into Workspace Administering Menus Modifying Menus Modifying Deep Menus Modifying Non-Deep Menus Removing Menus 12. Edit FaxMenu Form Administering Faxmenus 13. FaxMenu Message Administration Form Removing Faxmenus Modifying Faxmenus Allowing Callers to Return to the Main Menu Helpful Hints Creating and Loading Fax Response Service Test Your Fax Response Service 14. View Service screen View Service Backing Up Your Fax Response Service Page Introduction Resetting the voice systemStarting the voice system Stopping the voice system Retrieving Messages from the General Mailbox System Management Operations Viewing the Event Log Discarding Old Fax Messages Using the Explain Command TSMRCV, Critical Starting the Voice System Operating FAX Attendant Stopping the Voice System Displaying the System Status Resetting the Voice System Shutting Down and Rebooting the Unix System Displaying the System Monitor Changing the Refresh Rate Changing the State of Voice Channels Backing Up Files Fax Equipment OperationsRestoring Files Fax Equipment Administration FAX Equipment Operations Fax Channel Administration Change State of Fax Equipment Fax Channel Administration Change State of Fax Equipment Form Change State of Fax Equipment Administer FAX Line Extension Administering Fax Lines Fax Transmission Control Canceling Subscriber Fax Transmissions Fax Equipment Diagnostics Fax Equipment Diagnostics Screen Fax Equipment Diagnostics Fax Equipment Diagnostics Results Fax Equipment Diagnostics-Results Reaching the Reports Menu Generating FAX Attendant Reports Reports Accessing FAX Attendant Reports Audix Voice Power/FAX Attendant Reports Menu Fax Channel Utilization Report Reset Log OptionFax Channel Utilization Report Print Option Fax Response Usage Report Fax Subscriber Usage Print Option Fax Subscriber Usage ReportMailbox Usage Report Mailbox Usage Print OptionPage Subscribers Over Mailbox Limit Report Phone Line Usage Print OptionSubscribers Over Mailbox Print Option Most Recent Audit System Reports Accessing System Reports Event Log Report Event Log Report Options Page Event Log Print Option Troubleshooting Application operation problemsHardware verification Master Controller Verification Hardware Verification Fax Board Diagnostics Circuit Board Diagnostics Trouble Indication User Response Application Operation Problems Trouble Indication Trouble Indication Trouble Indication Trouble Indication User Response Trouble Indication User Response FAX Attendant is failing to make calls outside the switch Trouble Indication Trouble Indication User Response Trouble Indication Trouble Indication Trouble Indication User Interface Information Accessing Windows Types of Windows On-line HelpMoving Within a Window Cursor Movement Menu Selection AlternativesType of Movement Keys Form Fill-in Alternatives Function Keys Standard Function Keys Frame Management Move Active Window List Open WindowsReshape Window Refresh Window Command Menu Procedures Introduction to System Messages System MessagesPage Software Architecture Critical 904 Cscfuse Cabinet Fuse Blown System Message Format Speech Processing Library Spplib System Message ListingsSPPNOSAVE, Major Cannot Save Shared Memory integer During string To Disk Transaction State Machine TSM Process TSMNOSLOT, Major TSMTRAN, MajorTSMNOSCRIPT, Major TSMSCRD, Major TSMPCFAIL, Major TSMSHMFAIL, CriticalTSMTSTART, Major TSMNOSCPTP, Major TSMINVLDMSG, Inform TSMSEPREAD, MajorTSMNOSPACE, Major TSMTRCMD, Major VROPRESIZESP, Major Voice Response Output Process VropVROPLRULIST, Major VROPUSAGECNT, Major VROPHWERR, Major VROPCONFIG, MajorVROPNOSPACE, Critical VROPBADFS, Major VROPNONEX, Major VROPTIMEOUT, InformVROPSHMERR, Major VROPMSGERR, Major VROPNOSPCHBLK, Major VROPBADTAG, InformVROPBADCODE, Major VROPBADPHR, Major VROPFSIO, Major VROPBADFREE, Major SHMEMSHOW, Status Error Tracker ET ProcessREADDB, Status ETATT, Inform ETESLOT, Inform ETCKSHMEM, MajorETMSGRCV, Critical ETMSGSND, Critical ETNOSHMEM, Critical ETNORULES, MajorETNOVAR, Inform ETSHMIT, Inform ETURB, Critical ETURS, CriticalETWIPE, Inform ETSTUCK, Major ETDYKE, Status ETNEWPID, MajorETNEWS, Status ETPRIORITY, Status Maintenance MTC Process SENDMSG, Critical RCVEMSG, CriticalUNKTYPE, Major SYSFAIL, Major SHMFAIL, Critical SETSEMA, MajorSHMINVD, Critical CLRSEMA, Major Tip/Ring Interface Process Trip Data Base Initialization Dbinit Trip Shared Memory devtbl Attach Failure, Reason integer TRIPDTBL, CriticalTRIPEVNT, Critical Trip Tip/Ring Event Receipt Failure, Reason integer User Applications APP Fax Database Library Error MessagesLIBSYSERR, Major LIBOUTERR, Inform LIBMSGERR, Major LIBSCRERR, MajorLIBPHRDEL, Inform LIBREQERR, Major LIBUNKCALL, Inform LIBMSGSRC, Inform VMDOUTERR, Inform FAX Attendant DIP Error Messages VMDMSGERR, Major VMDSCRERR, MajorVMDPHRDEL, Inform VMDREQERR, Major VMDMSGSRC, Inform VMDADMERR, Major admin process error stringVMDSTARTUP, Critical startup failed VMDMSGUNEX, Inform unrecognized message FFAXIODISABLE, Critical Fax Manager DIP Error MessagesFFAXMGRTERM, Major FFAXIOTERM, Major FNOTIFYFAIL, Major FPRINTFAIL, MajorFMAILBOXFAIL, Major FMEMORYFAIL, Major FLOOKUPFAIL, Major FUPDATEFAIL, MajorFUNIDENTIFIED, Major FTRANSFERFAIL, Major FTXDISC, Inform Voice Mail Database DIP Error MessagesFRXDISC, Inform VMDSYSERR, Major VMDOUTERR, Inform VMDMSGUNEX, Inform unrecognized message integer VMDVROPERR, Major Vrop problem string VMDSHMFAIL, Major problem with shmem stringVMDMDWARN, Major couldn’t send MD warning string DCP Communications Process Error Messages Administration Error MessagesAdmsyserr Major Admmsgerr Major Dcpbadname Inform Dcpdcpifail Major Dcpgetscr MajorDcpmsgerr Major Dcpmsgsrc Inform Dcpdcpiprob Inform Reports Error MessagesRptsyserr Major Rptmsgerr Major Outcalling Error Messages RPTMEMERR, MajorOcsyserr Major Ocmsgerr Major Ocscrerr MajorOcreqerr Major Ocmsgsrc Inform Ocbadext Inform Ocgetscr MajorOclongnbr Inform Fax Data Interface Process FAXCNGINFO, InformFAXCNGWARN, Warning FAXCNGMAJOR, Major Could not attach shared memory Invalid state for channel channel numberFAXCNGMAJOR, Major Could not malloc memory FAXCNGMAJOR, Major Failure on TRopen CREATSHMFL, Major string Switch Information Data Interface ProcessATSHMFL, Major string MSGRECVERR, Major string FAX Attendant Menu Trees FAX Attendant Menu Tree IN-1 Index IN-2 IN-3 IN-4 IN-5 IN-6 IN-7