Programming Playing a Main Menu Prompt or Definition | AT&T 3

Main Menus (Automated Attendant)

Both the Day and the Night Main Menus must be programmed, even if they are identical.

RECOMMENDATION:

Although you can create up to 99 menus with up to nine options on each menu, it is recommended that you limit the number of menu levels to three and the number of options on each menu to five so as not to confuse callers. Also, remind callers from each menu that they can get assistance by dialing [ 0 ].

If you delete a Bulletin Board mailbox, Announcement, or Submenu that is assigned as a Selector Code transfer destination on a Main Menu, the Selector Code is deleted automatically from the menu definition. However, you must re-record all menu prompts that refer to the item that is deleted.

If you delete an extension, Calling Group, Hunt Group, Bulletin Board, Guest mailbox, or Automated Attendant, you may need to re-record any menu prompt that refers to the item that is deleted.

Related Mail System Features

■Announcements (Automated Attendant) must be created before they can be assigned to a menu.

■If the caller does not press a button within four seconds after the menu finishes playing, or if the caller presses [ 0 ], the call is handled as specified by the Dial 0/Timeout Action (Automated Attendant) for the Day or Night Main Menu.

■If you change the Language mode (bilingual or monolingual) or the languages administered, you may need to re-record the Main Menu prompts.

■Submenus (Automated Attendant) must be created before they can be assigned to a Main Menu.

Programming

Playing a Main Menu Prompt or Definition

Action

You Hear...

Step 1 Log in to the mail system as the System Administrator.

Name, number of new messages and old messages, Voice Mail Activity Menu.

Step 2 Press [ 9 ] for System Administration.

Prompt to enter the System Administration Password + [ # ].

Step 3	Enter System Administration	Security message, then System
	Password + [ # ].	Administration Menu.

Main Menus (Automated Attendant) 5-103

Image 197

AT&T 3 manual Programming Playing a Main Menu Prompt or Definition, Recommendation

Contents

AT&T Copyright 1996, AT&T All Rights Reserved Issue June Contents Understanding the Mail System Features Mail System Planning Verifying System Operation and TroubleshootingUpgrading the System Letter Key and Class of Service Table Mail System Factory SettingsGL Glossary Index Programming Hierarchy Diagrams Communications System Planning Terms Purpose and Audience Typographical Conventions How to Use This Book Related Documents Safety LabelsPartner Mail Voice Messaging System Release Toll Fraud Security Partner Plus Communications System Release Partner II Communications System Release System Administrator’s Responsibilities Introduction Partner Mail Services Introduction Partner Mail Services Overview of System Services and Features Assignments Automated Attendant ServiceAttendant Fax Extension and Fax Message Receiver Interactions with the Communications System Immediate Call Handling Call Answer Service Interactions with the Communications System Operator Voice Mail Service System Security System Administrator’s ResponsibilitiesFor more information, see Personal Mailbox Administration Preventative Measures Page Security Policy and User Education Routine Maintenance Helpful Programming Hints Installing the Mail System Introduction Preparing for Installation Important Safety Instructions Preparing for Installation Communications System Hardware Mail System Hardware Mail System Requirements ConditionRequirement Mail System Site Requirements Preparing for Installation Mounting the System Unit Installing the Mail System Mounting the Cabinet Connecting Cords to the System Unit Connecting to the Communications System System Unit Front and Right Side View Remote Maintenance Device Connecting to the Remote Maintenance Device Introduction Before You Begin Mail System Initial Programming After Initial Programming Comlpeting Planning Forms Before You Begin Hunt Group Extensions Preparing the Communications System Transfer Return Extension Line Access Mode Outgoing Call Restriction Line Assignment for Remote Maintenance Device Automatic Extension Privacy for Remote Maintenance Device Logging In to System AdministrationPage Mail System Login Programming the Mail System Accessing the System Administration Menu System Parmeters Initial Programming Quick Reference System Greetings Programming System Parameters Parameter Factory Setting Single or Multiple Automated Attendant System LanguageMaximum Digit Length Automated Attendant Line Assignments Automated Attendant Line Assignments Mailboxes Programming Mailboxes Creating Mailboxes Considerations for Creating Mailboxes Assigning a Group Mailbox Owner Fax Extension and Fax Message Receiver Specifying Fax Extensions and System Mailboxes General Mailbox Owner Call Answer Service OperatorSystem Administrator’s Mailbox Programming the Schedule Schedule Administration Schedule Controller System Date and Time Business Schedule Automated Attendant Administration Setting the Touch-Tone Gate Recording System Greetings Recording Touch-Tone Gate Greetings System Greetings Administration Recording a Voice Mail Greeting Programming the Automated Attendant Menus Creating Submenus Recording Announcements Programming Day and Night Menus + Announcement number + # Creating Group Lists Group Lists Administration Line Ownership Assignment Assigning Line Ownership 10. System Security Administration Setting System Security Options Security Violation Notification Minimum Password Length After Initial Programming Assigning the System Administrator’s Mailbox PasswordAssigning a System Administration Password Page Communications System Initial Programming Call Answer Service Telephone Button Programming Introduction Automated Attendant Service Entering Programming ModeVMS Hunt Delay Group Call Distribution Line Ringing Fax Machine ExtensionsFax Hunt Group VMS Hunt Schedule Automatic Extension Privacy Music on Hold Night Service Creating a Disallowed List Disallowed Phone NumbersAssigning the Disallowed Phone Number List To save the number in memory, you must press Enter Assigning the Allowed Phone Number List Allowed Phone NumbersCreating an Allowed Phone Number List VMS Line Cover Call Answer ServiceLine Coverage VMS Cover Rings Communications System Release 4.0 or later Exiting Programming ModeAutomatic VMS Cover Do Not Disturb Telephone Button ProgrammingVMS Cover Voice Mail Messages Voice Mailbox Transfer After Initial Programming Automated Attendant Service Broadcast Message Administering FeaturesAnnouncements Automated Attendant Bulletin Board Dial 0/Timeout Action Automated Attendant Call Answer Service OperatorBusiness Schedule and Temporarily Closed Directory Group Mailbox Owner Group ListsLanguage Line Assignments Maximum Digit Length Main Menus Automated AttendantOpen or Closed for Today Outcalling Personal Mailbox Administration PasswordsPersonal Operator Schedule Controller Submenus Automated Attendant System Administrator’s MailboxSystem Date and Time System Language Administering Features Logging In to Voice Mail Logging In to System Administration Description Announcements Automated AttendantAt a Glance Announcements and Bulletin Boards Announcement Options Applications Related Mail System Features Programming Recording an Announcement Bilingual mode Monolingual modeProcedure is complete For the secondary language Enter the Announcement number 1-99 + # Playing an Existing Announcement Deleting an Announcement Related Communications System Features Related Mail System Features Broadcast Messages and Group Lists Broadcast Message Programming Sending a Broadcast Message Bulletin Board Dial 0 Destination Monolingual or Bilingual ModeBulletin Boards and Announcements Other Bulletin Board Options Bulletin Board Mailbox Password Considerations and Constraints Mailbox Procedures Accessing a Bulletin Board MessageProgramming Recording or Deleting a Bulletin Board Message Bilingual mode onlyMessage. Go to Step Go to Step 20Bulletin Board Changing a Bulletin Board Mailbox Password Setting a Dial 0 DestinationChanged. Procedure is complete Enter extension number + # Business Schedule and Temporarily Closed Temporarily Closed Weekly Business Schedule Today Programming Playing the Business Schedule Creating or Changing the Weekly Business Schedule 26Business Schedule and Temporarily Closed Programming a Temporary Closing Repeat Step Confirm. Go to Step Business Schedule and Temporarily Closed Call Answer Service Operator Dial 0/Timeout Action for Main Menus Automated Attendant Dial 0/Timeout Action Automated Attendant Menu. Go to Step Programming Changing a Dial 0/Timeout Action Prompt. Go to Step Procedure is complete. Bilingual mode, primary language Directory Using the Directory to Address a Message Procedure Using the Directory to Reach a SubscriberTransferred. Procedure is complete Changing a Directory Listing Fax Message Receiver Fax Extension and Fax Message ReceiverDescription Fax Extension Considerations and Constraints Receiver. Go to Step Hunt Group. Procedure is complete Enter Fax Message Receiver + # Deleting a Fax Extension or Fax Message Receiver Extension. Procedure is complete General Mailbox Automated Attendant Programming Changing the General Mailbox Owner’s Extension Enter General Mailbox Owner + # Single Automated Attendant Procedure Forwarding a Message from the General MailboxExtension. Go to Step List. Repeat Step Group List. Repeat Step Greetings Personal Call Answer Service Operator Procedures Recording a Personal Greeting Greeting. Go to Step For Monolingual Mode, procedure isComplete For Bilingual Mode, primary language Deleting a Personal Greeting Activating a Personal Greeting Monolingual Mode, procedure is Voice Mail Greeting Greetings System Monolingual Mode-Touch-Tone Gate On Automated Attendant Touch-Tone Gate GreetingExamples Main Menu, Primary Language Monolingual Mode-Touch-Tone Gate Off Greetings Personal Programming Recording the Voice Mail Greeting Repeat for the secondary Recording a Touch-Tone Gate Greeting Menu. Return to Step New greeting. Repeat Step Group Lists Group Lists and Broadcast Messages Scanning Group Lists Programming Creating Group ListsEnter Group List number + # Repeat until all extensions are Modifying or Reviewing a Group List Deleting Group Lists Group List. When finished, go toIf desired, return to Step For each mailbox to be added to Procedure Sending a Message to a Group List Forwarding a Message to a Group List Under Personal Mailbox Administration Group Mailbox Owner Programming Assigning or Deleting the Group Mailbox Owner If the mailbox has an owner Enter Group Mailbox NumberIf the mailbox has no owner No owner. Return to Step Language Mode only Main Menus Automated Attendant Submenus Automated Attendant Programming Recovering from a Language Choice ErrorAnnouncements Automated Attendant Language. Repeat Step Changing the Language Mode or the Language Line Assignments Adding Line Assignments Programming Reviewing Line Assignments If the line is not currently assigned to Removing Line AssignmentsAutomated Attendant 2 or Repeat until finished 76Line Assignments Line Ownership Programming Scanning Line Ownership If no owner is assigned If a line owner is assigned If the line number has an owner Modifying Line Ownership Deleted.Return to Step Deallocating Line Ownership Mailbox Class of Service COS Mailbox Storage Class of Service Table Greeting Length Message LengthTransfer Permitted Mailbox TypePage Outcalling Permission Mailbox Language Bilingual Mode only Letter Key Mailbox Name Considerations and Constraints Group Mailbox Owner Administration Enter Mailbox Number + # Programming Playing a Mailbox Configuration Monolingual mode only Class of Service + # Number. Go to Step Bilingual mode only. Choose an option Mailbox and any messages in it Deleting a MailboxChanging a Mailbox Name Mailbox number. Return to Step Enter Class of Service + # Changing the Class of ServiceInitializing a Mailbox Password Only Changing the Mailbox Language Bilingual Mode Main Menus Automated Attendant Language Bilingual Mode only Menu Prompt Monolingual Mode Example with Touch-Tone Gate On Selector Codes Monolingual Mode Example with Touch-Tone Gate OffPage Caller Options Recommendation Programming Playing a Main Menu Prompt or Definition Definition. Repeat Step Recording the Main Menu Prompt OnlyMenu. Go to Step Multiple Automated Attendant only Monolingual mode 106Main Menus Automated Attendant Modifying a Day or Night Main Menu Change the Dial 0/Timeout ActionIf the Selector Code is already assigned If the Selector Code is not already assigned Selector Code. Return to Step Monolingual mode 110Main Menus Automated Attendant Programming Changing the Maximum Digit Length Maximum Digit Length Enter Maximum Digit Length Menu. Procedure is complete Open for Today Open or Closed for Today Resume Regular Schedule Close for Today Default Temporary Closure Greetings Spanish Primary/English Secondary French Primary/English Secondary Programming Programming Open or Closed for Today 118Open or Closed for Today Resuming the Regular Schedule Outcalling Outcalling List Minimum Time Between Outcalling Attempts Outcalling Schedule Outcalling Cycles Reviewing the Outcalling List Procedures Turning Outcalling On/OffListening to Instructions for Outcalling Creating or Changing the Outcalling List Enter Outcalling number + # Pager. Go to Step Not set to all hours Setting Up the Outcalling ScheduleSchedule. Go to Step Set to all hours Setting the Minimum Time Between Outcalling Attempts Setting the Number of Outcalling Cycles System Administrator’s Passwords Passwords Password Initialization Password Cautions Setting the Minimum Password Length Programming Initializing a Mailbox Password Enter Minimum Password Length + # Changing the System Administration PasswordProcedures Changing a Mailbox Password Changing a Bulletin Board Mailbox Password Transfer-Only Mailboxes Personal Mailbox Administration Personal Operator Old and New MessagesPersonal Greetings Outcalling Ss System FeaturesProgramming Logging In to Voice Mail From Automated Attendant Message. Repeat Step Activity Menu. Procedure is completeRecording and Sending a Message Group List. Return to Step Use 7 for the letter Q 9 for the letter ZNames. Go to Step Listening to Messages Replying to a Message Forwarding a Message Use 7 for the letter Q 9 for Letter Z Choosing a Personal Operator Recording a Mailbox NameRecording and Activating Personal Greetings Personal Operator Programming Administering a Personal Operator Schedule Controller Follow the Switch Mode Business Schedule Follow the Partner Mail Business Schedule Programming Setting the Schedule Controller No Security Violation Notification Security Violation Notification Notification Unsuccessful Login AttemptsMailbox Unlock Attempts. Go to Step Programming Changing the Security Violation NotificationLength Single/Multiple Automated Attendant For each Automated Attendant, you can program the following Programming Setting Single or Multiple Automated Attendants Submenus Automated Attendant Selector Codes and Selector Code Actions Submenu Modification Other Submenu OptionsSubmenu Creation Programming Playing a Submenu Prompt or Definition Press 3 for Submenus Submenu Administration Menu Submenu number + # Creating a Submenu 160Submenus Automated Attendant Recording the Submenu Prompt Only Repeat to Step Modifying a Submenu 164Submenus Automated Attendant Choose an option # to use the existing Submenu Submenu number + # Prompt to confirm deletion Deleting a Submenu System Administrator’s Mailbox Changing the System Administrator’s Mailbox Enter new extension + # Programming Re-assigning the System Administrator’s MailboxChanging the System Administrator’s Mailbox Password Programming Updating the System Date and Time Personal Mailbox AdministrationSystem Date and Time Time. Go to Step If System Administrator’s mailbox Language is English System Language Touch-Tone Gate Touch-Tone Gate Setting Considerations and Constraints Programming Turning the Touch-Tone Gate On or Off Verifying System Operation Troubleshooting Contents Dealer Verify Mail Service GreetingVerifying System Operation Immediate Call Handling Delayed Call Handling Night Menu Day Menu VMS Line Coverage Fax MachinesVMS Extension Coverage Callers hear ringing, but the mail system does not answer TroubleshootingMail system does not answer immediately Authorized Dealer Calls are routed to the wrong Automated Attendant Calls are not transferred properly Message cannot be left in a mailbox Touch-tones are entered but not detected Subscriber is unable to log in to Voice Mail Subscriber receives a busy signal when calling Voice MailCaller is cut off while leaving a message in a mailbox Subscriber is unable to log in to Voice Mail Possible Cause Corrective Action 12Verifying System Operation and Troubleshooting Possible Cause Corrective Action Outcalling is not working Outcalling is delayed On next Outcalling is not working Press 1 for English, 2 for French, or 3 for Spanish Upgrading the System Introduction Captive Retaining Screw Location Disconnecting the Mail System Removing the Mail System Unit from the Wall Removing the Cover Screws Removing the Cover Adding a Voice Processing Card Voice Processing Card DIP Switch Settings Installing the Voice Processing Card Putting the System Unit Back Together Security Alert Introduction Planning Responsibilities Mail System Planning Table A-1. Partner Mail Mail System Planning Forms Name Planning Responsibilities When to Fill Out the FormsHow to Fill Out the Forms Information for the Installer Single or Multiple Automated Attendant = Single Form a System Parameters-Part 1 DescriptionMaximum Digit Length = Page Security Alert Class of ServiceForm B Mailboxes Description Mail System Planning A-7 COS InstructionsPage System Administrator’s Mailbox = Call Answer Service Operator =Form C System Parameters-Part 2 Description General Mailbox Owner = System Date and Time Form D Schedule DescriptionMultiple Automated Attendant only Weekly Business Schedule = Closed Touch-Tone Gate Greetings Form E Touch-Tone Gate DescriptionPage Form F Voice Mail Greeting Description Main Menu Prompt Form G Main Menu Prompt DescriptionDay or Night Main Menu Page Main Menu Definition Form H Main Menu Definition Description Multiple Automated Attendant only Submenu Number Form I Submenu Prompt DescriptionSubmenu Name Submenu Prompt Submenu Definition Form J Submenu Definition Description Announcement Number Form K Announcement DescriptionAnnouncement Name Announcement Group List Number Form L Group List DescriptionGroup List Name Group List Members Line Ownership Form M Line Ownership Description Security Violation Notification Minimum Password Length =Form N System Security Description Form O Security Checklist Description Maximum Digit Length 2 3 Instructions Form B Mailboxes System Administrator’s Mailbox Mailbox No Security Alert Call Answer Service Operator ExtFax Extension Fax Message Receiver Weekly Business Schedule Form D Schedule Form E Touch-Tone Gate Voice Mail Greeting Form F Voice Mail Greeting Day or Night Main Menu 1 Day Form G Main Menu Prompt Form H Main Menu Definition Form H Main Menu Definition Form I Submenu Prompt Submenu Number 01-99 Submenu Name Submenu Definition Form J Submenu Definition Form K Announcement Group List Number Group List Name Group List Members Form L Group List Form M Line Ownership Form N System Security Minimum Password Length Security Policy Yes Mail System Yes NoCommunications System Yes Form B2 Customized Extension Settings Introduction Form a System Configuration,Form B1 System Extensions Form C Phone Order Number Communications System Form a Page 1 Description Form a System Configuration, Method VMS-Mail Receptionist answers calls during business hours? Form a Page 2 Description VMS Cover Rings #117 = VMS Hunt Delay #506 = ImmediateRing on Transfer #119 = Active Music on Hold 602 = Active Write Name/Description Form B1 System ExtensionsForm B1 Description Write Transfer Return Ext. No. #306 FAX Machine Extensions #601 Automatic Extension Privacy #304 = Not Assigned Form B2 Customized Extension SettingsForm B2 Description No Ring Automatic VMS Cover #310 = Not AssignedLines/Pools Not Assigned Outgoing Call Restriction #401 = No Restriction Allowed List Assignment #408 Disallowed List Assignment #405 Do Not Disturb Feature 0 Night Service Button #503 = Not AssignedForm C Phone Form C Description Voice Mail Messages Intercom 7 7 VMS Cover Feature 1Voice Mailbox Transfer Feature 1 Disallowed Phone Number Lists #404 Form D Number ListsForm D Description Allowed Phone Number Lists #407 Default Menus Introduction Factory Settings Default Greetings System Parameters Factory SettingsFeature Factory Setting Valid Entries Schedule Mailboxes Automated Attendant Service Outcalling Security SystemPersonal Operator Group Lists Mail Setting ValueSystem Greetings Messages Touch-Tone Gate On-Monolingual Default Greetings Touch-Tone Gate On-Bilingual Temporary Closure Greetings Touch-Tone Gate Off-Monolingual Touch-Tone Gate Off-Bilingual Voice Mail Greetings Personal Mailbox Greetings English Default Mailbox Name General Mailbox Default MenusFrench Default Mailbox Name Boîte Vocale Centrale Spanish Default Mailbox Name Buzón General Touch-Tone Gate On-Monolingual Bilingual Day/Night Main MenuEnglish Day/Night Menu French Day/Night Menu English Primary/Spanish Secondary-English Day/Night Menu English Primary/French Secondary-English Day/Night MenuFrench Primary/English Secondary-French Day/Night Menu Spanish Primary/English Secondary-Spanish Day/Night Menu Letter Key Class of Service Table Table D-1. Letter Key Letter Key Table D-2. Class of Service Class of Service Table Glossary GL-2Glossary See Dial Plan Group Mailbox Owner GL-4Glossary See Subscriber See Primary language and Secondary languageSee Automated Attendant Touch-Tone Gate Greeting Index Index IN-2 Index Index IN-3 IN-4 Index Index IN-5 IN-6 Index Index IN-7 IN-8 Index Index IN-9 IN-10 Index Index IN-11 IN-12 Index Index IN-13 IN-14 Index Index lN-15 IN-16 Index Nota Remarque Page Page AT&T Comcode Issue