Mail System Planning | AT&T 3 specs

Mail System Planning

A

Contents

Introduction

Planning Responsibilities

■When to Fill Out the Forms

■How to Fill Out the Forms

■Information for the Installer

Form A: System Parameters—Part 1 Description

Form B: Mailboxes Description

■Class of Service

■Instructions

Form C: System Parameters—Part 2 Description

Form D: Schedule Description

Form E: Touch-Tone Gate Description

Form F: Voice Mail Greeting Description

Form G: Main Menu Prompt Description

Form H: Main Menu Definition Description

Form I: Submenu Prompt Description

Form J: Submenu Definition Description

Form K: Announcement Description

Form L: Group List Description

Form M: Line Ownership Description

Form N: System Security Description

Form O: Security Checklist Description

A-1

A-2

A-2

A-2

A-3

A-4

A-6

A-6

A-8

A-10A-11A-12A-14A-15A-17A-19A-20A-21A-22A-23A-24A-25

Mail System Planning A-i

Image 298

AT&T 3 manual Mail System Planning, Introduction Planning Responsibilities

Contents

AT&T Copyright 1996, AT&T All Rights Reserved Issue June Contents Understanding the Mail System Features Upgrading the System Verifying System Operation and TroubleshootingMail System Planning GL Glossary Index Programming Hierarchy Diagrams Mail System Factory SettingsLetter Key and Class of Service Table Communications System Planning Purpose and Audience Terms How to Use This Book Typographical Conventions Partner Mail Voice Messaging System Release Safety LabelsRelated Documents Toll Fraud Security Partner II Communications System Release Partner Plus Communications System Release Introduction Partner Mail Services System Administrator’s Responsibilities Introduction Partner Mail Services Overview of System Services and Features Attendant Automated Attendant ServiceAssignments Interactions with the Communications System Fax Extension and Fax Message Receiver Immediate Call Handling Call Answer Service Interactions with the Communications System Voice Mail Service Operator For more information, see Personal Mailbox Administration System Administrator’s ResponsibilitiesSystem Security Preventative Measures Page Security Policy and User Education Routine Maintenance Helpful Programming Hints Introduction Preparing for Installation Installing the Mail System Important Safety Instructions Preparing for Installation Mail System Hardware Communications System Hardware Mail System Site Requirements Mail System Requirements ConditionRequirement Preparing for Installation Installing the Mail System Mounting the System Unit Mounting the Cabinet Connecting to the Communications System Connecting Cords to the System Unit System Unit Front and Right Side View Connecting to the Remote Maintenance Device Remote Maintenance Device Mail System Initial Programming Introduction Before You Begin After Initial Programming Before You Begin Comlpeting Planning Forms Preparing the Communications System Hunt Group Extensions Line Access Mode Transfer Return Extension Line Assignment for Remote Maintenance Device Outgoing Call Restriction Logging In to System Administration Automatic Extension Privacy for Remote Maintenance DevicePage Mail System Login Accessing the System Administration Menu Programming the Mail System Initial Programming Quick Reference System Parmeters System Greetings Parameter Factory Setting Programming System Parameters Maximum Digit Length System LanguageSingle or Multiple Automated Attendant Automated Attendant Line Assignments Automated Attendant Line Assignments Programming Mailboxes Mailboxes Considerations for Creating Mailboxes Creating Mailboxes Assigning a Group Mailbox Owner Specifying Fax Extensions and System Mailboxes Fax Extension and Fax Message Receiver System Administrator’s Mailbox Call Answer Service OperatorGeneral Mailbox Owner Schedule Administration Programming the Schedule System Date and Time Schedule Controller Business Schedule Setting the Touch-Tone Gate Automated Attendant Administration Recording System Greetings System Greetings Administration Recording Touch-Tone Gate Greetings Recording a Voice Mail Greeting Programming the Automated Attendant Menus Recording Announcements Creating Submenus Programming Day and Night Menus + Announcement number + # Group Lists Administration Creating Group Lists Assigning Line Ownership Line Ownership Assignment Setting System Security Options 10. System Security Administration Minimum Password Length Security Violation Notification Assigning a System Administration Password Assigning the System Administrator’s Mailbox PasswordAfter Initial Programming Page Call Answer Service Communications System Initial Programming Telephone Button Programming Introduction VMS Hunt Delay Entering Programming ModeAutomated Attendant Service Group Call Distribution Fax Hunt Group Fax Machine ExtensionsLine Ringing Automatic Extension Privacy VMS Hunt Schedule Night Service Music on Hold Assigning the Disallowed Phone Number List Disallowed Phone NumbersCreating a Disallowed List To save the number in memory, you must press Enter Creating an Allowed Phone Number List Allowed Phone NumbersAssigning the Allowed Phone Number List Line Coverage Call Answer ServiceVMS Line Cover Automatic VMS Cover Exiting Programming ModeVMS Cover Rings Communications System Release 4.0 or later VMS Cover Telephone Button ProgrammingDo Not Disturb Voice Mailbox Transfer Voice Mail Messages After Initial Programming Announcements Automated Attendant Administering FeaturesAutomated Attendant Service Broadcast Message Bulletin Board Business Schedule and Temporarily Closed Call Answer Service OperatorDial 0/Timeout Action Automated Attendant Directory Language Group ListsGroup Mailbox Owner Line Assignments Open or Closed for Today Main Menus Automated AttendantMaximum Digit Length Outcalling Personal Operator PasswordsPersonal Mailbox Administration Schedule Controller System Date and Time System Administrator’s MailboxSubmenus Automated Attendant System Language Administering Features Logging In to System Administration Logging In to Voice Mail At a Glance Announcements Automated AttendantDescription Announcement Options Announcements and Bulletin Boards Related Mail System Features Applications Programming Recording an Announcement Procedure is complete Monolingual modeBilingual mode For the secondary language Playing an Existing Announcement Enter the Announcement number 1-99 + # Deleting an Announcement Related Communications System Features Related Mail System Features Broadcast Message Broadcast Messages and Group Lists Programming Sending a Broadcast Message Bulletin Board Bulletin Boards and Announcements Monolingual or Bilingual ModeDial 0 Destination Bulletin Board Mailbox Password Other Bulletin Board Options Considerations and Constraints Programming Procedures Accessing a Bulletin Board MessageMailbox Message. Go to Step Bilingual mode onlyRecording or Deleting a Bulletin Board Message Go to Step 20Bulletin Board Changed. Procedure is complete Setting a Dial 0 DestinationChanging a Bulletin Board Mailbox Password Enter extension number + # Business Schedule and Temporarily Closed Weekly Business Schedule Temporarily Closed Programming Playing the Business Schedule Today Creating or Changing the Weekly Business Schedule 26Business Schedule and Temporarily Closed Programming a Temporary Closing Confirm. Go to Step Repeat 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 Programming Changing a Dial 0/Timeout Action Menu. Go to Step Prompt. Go to Step Procedure is complete. Bilingual mode, primary language Directory Transferred. Procedure is complete Procedure Using the Directory to Reach a SubscriberUsing the Directory to Address a Message Changing a Directory Listing Description Fax Extension Fax Extension and Fax Message ReceiverFax Message Receiver Considerations and Constraints Hunt Group. Procedure is complete Receiver. Go to Step Deleting a Fax Extension or Fax Message Receiver Enter Fax Message Receiver + # Extension. Procedure is complete General Mailbox Programming Changing the General Mailbox Owner’s Extension Automated Attendant Extension. Go to Step Procedure Forwarding a Message from the General MailboxEnter General Mailbox Owner + # Single Automated Attendant List. Repeat Step Group List. Repeat Step Greetings Personal Procedures Recording a Personal Greeting Call Answer Service Operator Complete For Monolingual Mode, procedure isGreeting. Go to Step For Bilingual Mode, primary language Activating a Personal Greeting Deleting a Personal Greeting Monolingual Mode, procedure is Greetings System Voice Mail Greeting Examples Automated Attendant Touch-Tone Gate GreetingMonolingual Mode-Touch-Tone Gate On Monolingual Mode-Touch-Tone Gate Off Main Menu, Primary Language Programming Recording the Voice Mail Greeting Greetings Personal Repeat for the secondary Recording a Touch-Tone Gate Greeting New greeting. Repeat Step Menu. Return to Step Group Lists Group Lists and Broadcast Messages Enter Group List number + # Programming Creating Group ListsScanning Group Lists Repeat until all extensions are Modifying or Reviewing a Group List If desired, return to Step Group List. When finished, go toDeleting Group Lists For each mailbox to be added to Procedure Sending a Message to a Group List Under Personal Mailbox Administration Forwarding a Message to a Group List Group Mailbox Owner Programming Assigning or Deleting the Group Mailbox Owner If the mailbox has no owner Enter Group Mailbox NumberIf the mailbox has an owner No owner. Return to Step Mode only Language Announcements Automated Attendant Programming Recovering from a Language Choice ErrorMain Menus Automated Attendant Submenus Automated Attendant Changing the Language Mode or the Language Language. Repeat Step Line Assignments Programming Reviewing Line Assignments Adding Line Assignments Automated Attendant 2 or Removing Line AssignmentsIf the line is not currently assigned to Repeat until finished 76Line Assignments Line Ownership Programming Scanning Line Ownership If a line owner is assigned If no owner is assigned Modifying Line Ownership If the line number has an owner Deallocating Line Ownership Deleted.Return to Step Mailbox Class of Service COS Class of Service Table Mailbox Storage Transfer Permitted Message LengthGreeting Length Mailbox TypePage Mailbox Language Bilingual Mode only Outcalling Permission Mailbox Name Letter Key Considerations and Constraints Administration Group Mailbox Owner Programming Playing a Mailbox Configuration Enter Mailbox Number + # Class of Service + # Monolingual mode only Bilingual mode only. Choose an option Number. Go to Step Changing a Mailbox Name Deleting a MailboxMailbox and any messages in it Mailbox number. Return to Step Initializing a Mailbox Password Changing the Class of ServiceEnter Class of Service + # Changing the Mailbox Language Bilingual Mode Only Language Bilingual Mode only Main Menus Automated Attendant Monolingual Mode Example with Touch-Tone Gate On Menu Prompt Monolingual Mode Example with Touch-Tone Gate Off Selector CodesPage Caller Options Programming Playing a Main Menu Prompt or Definition Recommendation Menu. Go to Step Multiple Automated Attendant only Recording the Main Menu Prompt OnlyDefinition. Repeat Step Monolingual mode 106Main Menus Automated Attendant If the Selector Code is already assigned Change the Dial 0/Timeout ActionModifying a Day or Night Main Menu If the Selector Code is not already assigned Selector Code. Return to Step Monolingual mode 110Main Menus Automated Attendant Maximum Digit Length Programming Changing the Maximum Digit Length Menu. Procedure is complete Enter Maximum Digit Length Open or Closed for Today Open for Today Close for Today Resume Regular Schedule Default Temporary Closure Greetings French Primary/English Secondary Spanish 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 Cycles Outcalling Schedule Listening to Instructions for Outcalling Procedures Turning Outcalling On/OffReviewing the Outcalling List Creating or Changing the Outcalling List Pager. Go to Step Enter Outcalling number + # Schedule. Go to Step Setting Up the Outcalling ScheduleNot set to all hours Set to all hours Setting the Minimum Time Between Outcalling Attempts Setting the Number of Outcalling Cycles Passwords System Administrator’s Passwords Password Cautions Password Initialization Programming Initializing a Mailbox Password Setting the Minimum Password Length Procedures Changing a Mailbox Password Changing the System Administration PasswordEnter Minimum Password Length + # Changing a Bulletin Board Mailbox Password Personal Mailbox Administration Transfer-Only Mailboxes Personal Greetings Old and New MessagesPersonal Operator Programming Logging In to Voice Mail Ss System FeaturesOutcalling From Automated Attendant Recording and Sending a Message Activity Menu. Procedure is completeMessage. Repeat Step Names. Go to Step Use 7 for the letter Q 9 for the letter ZGroup List. Return to Step Listening to Messages Replying to a Message Forwarding a Message Use 7 for the letter Q 9 for Letter Z Recording and Activating Personal Greetings Recording a Mailbox NameChoosing a Personal Operator Personal Operator Programming Administering a Personal Operator Follow the Switch Mode Schedule Controller Follow the Partner Mail Business Schedule Business Schedule Programming Setting the Schedule Controller Security Violation Notification No Security Violation Notification Mailbox Unlock Unsuccessful Login AttemptsNotification Length Programming Changing the Security Violation NotificationAttempts. Go to Step 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 Creation Other Submenu OptionsSubmenu Modification Press 3 for Submenus Submenu Administration Menu Programming Playing a Submenu Prompt or Definition Creating a Submenu Submenu number + # 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 Deleting a Submenu Submenu number + # Prompt to confirm deletion System Administrator’s Mailbox Changing the System Administrator’s Mailbox Changing the System Administrator’s Mailbox Password Programming Re-assigning the System Administrator’s MailboxEnter new extension + # System Date and Time Personal Mailbox AdministrationProgramming Updating the System Date and Time If System Administrator’s mailbox Language is English Time. Go to Step System Language Touch-Tone Gate Setting Touch-Tone Gate Considerations and Constraints Programming Turning the Touch-Tone Gate On or Off Troubleshooting Verifying System Operation Contents Verifying System Operation Verify Mail Service GreetingDealer Delayed Call Handling Immediate Call Handling Day Menu Night Menu VMS Extension Coverage Fax MachinesVMS Line Coverage Mail system does not answer immediately TroubleshootingCallers hear ringing, but the mail system does not answer Authorized Dealer Calls are routed to the wrong Automated Attendant Calls are not transferred properly Touch-tones are entered but not detected Message cannot be left in a mailbox Caller is cut off while leaving a message in a mailbox Subscriber receives a busy signal when calling Voice MailSubscriber is unable to log in to Voice Mail Subscriber is unable to log in to Voice Mail Possible Cause Corrective Action 12Verifying System Operation and Troubleshooting Possible Cause Corrective Action Outcalling is delayed Outcalling is not working On next Outcalling is not working Press 1 for English, 2 for French, or 3 for Spanish Upgrading the System Introduction Disconnecting the Mail System Captive Retaining Screw Location Removing the Mail System Unit from the Wall Removing the Cover Removing the Cover Screws Voice Processing Card DIP Switch Settings Adding a Voice Processing Card Installing the Voice Processing Card Putting the System Unit Back Together Security Alert Mail System Planning Introduction Planning Responsibilities Table A-1. Partner Mail Mail System Planning Forms Name How to Fill Out the Forms When to Fill Out the FormsPlanning Responsibilities Information for the Installer Maximum Digit Length = Form a System Parameters-Part 1 DescriptionSingle or Multiple Automated Attendant = Single Page Form B Mailboxes Description Class of ServiceSecurity Alert Mail System Planning A-7 Instructions COSPage Form C System Parameters-Part 2 Description Call Answer Service Operator =System Administrator’s Mailbox = General Mailbox Owner = Multiple Automated Attendant only Form D Schedule DescriptionSystem Date and Time Weekly Business Schedule = Closed Form E Touch-Tone Gate Description Touch-Tone Gate GreetingsPage Form F Voice Mail Greeting Description Day or Night Main Menu Form G Main Menu Prompt DescriptionMain Menu Prompt Page Form H Main Menu Definition Description Main Menu Definition Multiple Automated Attendant only Submenu Name Form I Submenu Prompt DescriptionSubmenu Number Submenu Prompt Form J Submenu Definition Description Submenu Definition Announcement Name Form K Announcement DescriptionAnnouncement Number Announcement Group List Name Form L Group List DescriptionGroup List Number Group List Members Form M Line Ownership Description Line Ownership Form N System Security Description Minimum Password Length =Security Violation Notification Form O Security Checklist Description Instructions Maximum Digit Length 2 3 Form B Mailboxes Fax Extension Call Answer Service Operator ExtSystem Administrator’s Mailbox Mailbox No Security Alert Fax Message Receiver Form D Schedule Weekly Business Schedule Form E Touch-Tone Gate Form F Voice Mail Greeting Voice Mail Greeting Form G Main Menu Prompt Day or Night Main Menu 1 Day Form H Main Menu Definition Form H Main Menu Definition Form I Submenu Prompt Form J Submenu Definition Submenu Number 01-99 Submenu Name Submenu Definition Form K Announcement Form L Group List Group List Number Group List Name Group List Members Form M Line Ownership Minimum Password Length Form N System Security Communications System Yes Mail System Yes NoSecurity Policy Yes Form B1 System Extensions Introduction Form a System Configuration,Form B2 Customized Extension Settings Form C Phone Communications System Order Number Form a System Configuration, Form a Page 1 Description Method VMS-Mail Form a Page 2 Description Receptionist answers calls during business hours? Ring on Transfer #119 = Active VMS Hunt Delay #506 = ImmediateVMS Cover Rings #117 = Music on Hold 602 = Active Form B1 Description Form B1 System ExtensionsWrite Name/Description FAX Machine Extensions #601 Write Transfer Return Ext. No. #306 Form B2 Description Form B2 Customized Extension SettingsAutomatic Extension Privacy #304 = Not Assigned Lines/Pools Not Assigned Automatic VMS Cover #310 = Not AssignedNo Ring Outgoing Call Restriction #401 = No Restriction Disallowed List Assignment #405 Allowed List Assignment #408 Form C Phone Night Service Button #503 = Not AssignedDo Not Disturb Feature 0 Form C Description Voice Mailbox Transfer Feature 1 VMS Cover Feature 1Voice Mail Messages Intercom 7 7 Form D Description Form D Number ListsDisallowed Phone Number Lists #404 Allowed Phone Number Lists #407 Introduction Factory Settings Default Greetings Default Menus Feature Factory Setting Valid Entries Factory SettingsSystem Parameters Schedule Automated Attendant Service Mailboxes Personal Operator Security SystemOutcalling System Greetings Mail Setting ValueGroup Lists Messages Default Greetings Touch-Tone Gate On-Monolingual Touch-Tone Gate On-Bilingual Temporary Closure Greetings Touch-Tone Gate Off-Monolingual Touch-Tone Gate Off-Bilingual Voice Mail Greetings Personal Mailbox Greetings French Default Mailbox Name Boîte Vocale Centrale Default MenusEnglish Default Mailbox Name General Mailbox Spanish Default Mailbox Name Buzón General English Day/Night Menu Day/Night Main MenuTouch-Tone Gate On-Monolingual Bilingual French Day/Night Menu French Primary/English Secondary-French Day/Night Menu English Primary/French Secondary-English Day/Night MenuEnglish Primary/Spanish Secondary-English Day/Night Menu Spanish Primary/English Secondary-Spanish Day/Night Menu Letter Key Class of Service Table Letter Key Table D-1. Letter Key Class of Service Table Table D-2. Class of Service Glossary GL-2Glossary Group Mailbox Owner See Dial Plan GL-4Glossary See Automated Attendant Touch-Tone Gate Greeting See Primary language and Secondary languageSee Subscriber Index IN-2 Index 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