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AT&T 3 manual Announcements Automated Attendant, At a Glance, Description

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Announcements (Automated Attendant)

Announcements (Automated Attendant)

At a Glance

System Administration Menu	[ 3 ] Automated Attendant
	[ 4 ] Announcements
	[ 2	] Play Announcement
	[ 7	] Record Announcement

[ ★ ] [ D ] ([ ★ ] [ 3 ]) Delete Announcement

Programmable by

Caller Options

Hear Announcement again

Play Automated Attendant Main Menu

Play previous menu Dial 0/Timeout Action Transfer to another extension

Play Announcement in alternate language (Bilingual mode only)

System Administrator

[ ★ ] [ 4 ]

[ ★ ] [ 7 ]

[ ★ ] [ # ] [ 0 ]

[ ★ ] [ T ] ([ ★ ] [ 8 ]) [ ★ ] [ 1 ]

Capacities

Announcement Length

Maximum Number of

Announcements

Up to two minutes each 99

Selector Code Action	[ 3 ] Play an Announcement
Mail System Planning Form	K

Description

Announcements are recordings of up to two minutes in length that are included as options on Automated Attendant Main Menus and Submenus. If the system is in bilingual mode, each Announcement consists of one recording in each language.

Announcements can be programmed only by you, the System Administrator. To program an Announcement, you must first record it. Then you can include it in Main Menu and Submenu definitions by assigning it a Selector Code and Action 3.

You can record up to 99 Announcements. You can include the same Announcement as an option on more than one menu.

Announcements (Automated Attendant) 5-3

Image 97

AT&T 3 manual Announcements Automated Attendant, At a Glance, Description

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 Letter Key and Class of Service Table Mail System Factory SettingsGL Glossary Index Programming Hierarchy Diagrams Communications System PlanningTerms Purpose and AudienceTypographical Conventions How to Use This BookRelated Documents Safety LabelsPartner Mail Voice Messaging System Release Toll Fraud SecurityPartner Plus Communications System Release Partner II Communications System ReleaseSystem Administrator’s Responsibilities Introduction Partner Mail ServicesIntroduction Partner Mail Services Overview of System Services and Features Attendant Automated Attendant ServiceAssignments Fax Extension and Fax Message Receiver Interactions with the Communications SystemImmediate Call Handling Call Answer Service Interactions with the Communications System Operator Voice Mail ServiceFor more information, see Personal Mailbox Administration System Administrator’s ResponsibilitiesSystem Security Preventative Measures Page Security Policy and User Education Routine Maintenance Helpful Programming Hints Installing the Mail System Introduction Preparing for InstallationImportant Safety Instructions Preparing for Installation Communications System Hardware Mail System HardwareMail System Requirements ConditionRequirement Mail System Site RequirementsPreparing for Installation Mounting the System Unit Installing the Mail SystemMounting the Cabinet Connecting Cords to the System Unit Connecting to the Communications SystemSystem Unit Front and Right Side View Remote Maintenance Device Connecting to the Remote Maintenance DeviceIntroduction Before You Begin Mail System Initial ProgrammingAfter Initial Programming Comlpeting Planning Forms Before You BeginHunt Group Extensions Preparing the Communications SystemTransfer Return Extension Line Access ModeOutgoing Call Restriction Line Assignment for Remote Maintenance DeviceAutomatic Extension Privacy for Remote Maintenance Device Logging In to System AdministrationPage Mail System Login Programming the Mail System Accessing the System Administration MenuSystem Parmeters Initial Programming Quick ReferenceSystem Greetings Programming System Parameters Parameter Factory SettingMaximum Digit Length System LanguageSingle or Multiple Automated Attendant Automated Attendant Line Assignments Automated Attendant Line AssignmentsMailboxes Programming MailboxesCreating Mailboxes Considerations for Creating MailboxesAssigning a Group Mailbox Owner Fax Extension and Fax Message Receiver Specifying Fax Extensions and System MailboxesSystem Administrator’s Mailbox Call Answer Service OperatorGeneral Mailbox Owner Programming the Schedule Schedule AdministrationSchedule Controller System Date and TimeBusiness Schedule Automated Attendant Administration Setting the Touch-Tone GateRecording System Greetings Recording Touch-Tone Gate Greetings System Greetings AdministrationRecording a Voice Mail Greeting Programming the Automated Attendant Menus Creating Submenus Recording AnnouncementsProgramming Day and Night Menus + Announcement number + # Creating Group Lists Group Lists AdministrationLine Ownership Assignment Assigning Line Ownership10. System Security Administration Setting System Security OptionsSecurity Violation Notification Minimum Password LengthAssigning a System Administration Password Assigning the System Administrator’s Mailbox PasswordAfter Initial Programming Page Communications System Initial Programming Call Answer ServiceTelephone Button Programming Introduction Automated Attendant Service Entering Programming ModeVMS Hunt Delay Group Call DistributionFax Hunt Group Fax Machine ExtensionsLine Ringing VMS Hunt Schedule Automatic Extension PrivacyMusic on Hold Night ServiceCreating a Disallowed List Disallowed Phone NumbersAssigning the Disallowed Phone Number List To save the number in memory, you must press EnterCreating 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 Mail Messages Voice Mailbox TransferAfter Initial Programming Automated Attendant Service Broadcast Message Administering FeaturesAnnouncements Automated Attendant Bulletin BoardDial 0/Timeout Action Automated Attendant Call Answer Service OperatorBusiness Schedule and Temporarily Closed DirectoryGroup Mailbox Owner Group ListsLanguage Line AssignmentsMaximum Digit Length Main Menus Automated AttendantOpen or Closed for Today OutcallingPersonal Mailbox Administration PasswordsPersonal Operator Schedule ControllerSubmenus Automated Attendant System Administrator’s MailboxSystem Date and Time System LanguageAdministering Features Logging In to Voice Mail Logging In to System AdministrationAt a Glance Announcements Automated AttendantDescription Announcements and Bulletin Boards Announcement OptionsApplications Related Mail System FeaturesProgramming Recording an Announcement Bilingual mode Monolingual modeProcedure is complete For the secondary languageEnter the Announcement number 1-99 + # Playing an Existing AnnouncementDeleting an Announcement Related Communications System Features Related Mail System Features Broadcast Messages and Group Lists Broadcast MessageProgramming Sending a Broadcast Message Bulletin Board Bulletin Boards and Announcements Monolingual or Bilingual ModeDial 0 Destination Other Bulletin Board Options Bulletin Board Mailbox PasswordConsiderations and Constraints Programming Procedures Accessing a Bulletin Board MessageMailbox Recording or Deleting a Bulletin Board Message Bilingual mode onlyMessage. Go to Step Go to Step20Bulletin 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 ScheduleToday Programming Playing the Business ScheduleCreating or Changing the Weekly Business Schedule 26Business Schedule and Temporarily Closed Programming a Temporary Closing Repeat Step Confirm. Go to StepBusiness 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 ActionPrompt. 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 ListingDescription Fax Extension Fax Extension and Fax Message ReceiverFax Message Receiver Considerations and Constraints Receiver. Go to Step Hunt Group. Procedure is completeEnter Fax Message Receiver + # Deleting a Fax Extension or Fax Message ReceiverExtension. Procedure is complete General Mailbox Automated Attendant Programming Changing the General Mailbox Owner’s ExtensionExtension. 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 Call Answer Service Operator Procedures Recording a Personal GreetingGreeting. Go to Step For Monolingual Mode, procedure isComplete For Bilingual Mode, primary languageDeleting a Personal Greeting Activating a Personal GreetingMonolingual Mode, procedure is Voice Mail Greeting Greetings SystemExamples Automated Attendant Touch-Tone Gate GreetingMonolingual Mode-Touch-Tone Gate On Main Menu, Primary Language Monolingual Mode-Touch-Tone Gate OffGreetings Personal Programming Recording the Voice Mail GreetingRepeat for the secondary Recording a Touch-Tone Gate Greeting Menu. Return to Step New greeting. Repeat StepGroup Lists Group Lists and Broadcast Messages Scanning Group Lists Programming Creating Group ListsEnter Group List number + # Repeat until all extensions areModifying or Reviewing a Group List Deleting Group Lists Group List. When finished, go toIf desired, return to Step For each mailbox to be added toProcedure Sending a Message to a Group List Forwarding a Message to a Group List Under Personal Mailbox AdministrationGroup 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 StepLanguage Mode onlyAnnouncements Automated Attendant Programming Recovering from a Language Choice ErrorMain Menus Automated Attendant Submenus Automated Attendant Language. Repeat Step Changing the Language Mode or the LanguageLine Assignments Adding Line Assignments Programming Reviewing Line AssignmentsIf the line is not currently assigned to Removing Line AssignmentsAutomated Attendant 2 or Repeat until finished76Line Assignments Line Ownership Programming Scanning Line Ownership If no owner is assigned If a line owner is assignedIf the line number has an owner Modifying Line OwnershipDeleted.Return to Step Deallocating Line OwnershipMailbox Class of Service COS Mailbox Storage Class of Service TableGreeting Length Message LengthTransfer Permitted Mailbox TypePage Outcalling Permission Mailbox Language Bilingual Mode onlyLetter Key Mailbox NameConsiderations and Constraints Group Mailbox Owner AdministrationEnter Mailbox Number + # Programming Playing a Mailbox ConfigurationMonolingual mode only Class of Service + #Number. Go to Step Bilingual mode only. Choose an optionChanging 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 + # Only Changing the Mailbox Language Bilingual ModeMain Menus Automated Attendant Language Bilingual Mode onlyMenu Prompt Monolingual Mode Example with Touch-Tone Gate OnSelector Codes Monolingual Mode Example with Touch-Tone Gate OffPage Caller Options Recommendation Programming Playing a Main Menu Prompt or DefinitionMenu. Go to Step Multiple Automated Attendant only Recording the Main Menu Prompt OnlyDefinition. Repeat Step 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 assignedSelector Code. Return to Step Monolingual mode 110Main Menus Automated Attendant Programming Changing the Maximum Digit Length Maximum Digit LengthEnter Maximum Digit Length Menu. Procedure is completeOpen for Today Open or Closed for TodayResume Regular Schedule Close for TodayDefault Temporary Closure Greetings Spanish Primary/English Secondary French Primary/English SecondaryProgramming 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 CyclesReviewing the Outcalling List Procedures Turning Outcalling On/OffListening to Instructions for Outcalling Creating or Changing the Outcalling ListEnter Outcalling number + # Pager. Go to StepNot set to all hours Setting Up the Outcalling ScheduleSchedule. Go to Step Set to all hoursSetting the Minimum Time Between Outcalling Attempts Setting the Number of Outcalling Cycles System Administrator’s Passwords PasswordsPassword Initialization Password CautionsSetting the Minimum Password Length Programming Initializing a Mailbox PasswordProcedures Changing a Mailbox Password Changing the System Administration PasswordEnter Minimum Password Length + # Changing a Bulletin Board Mailbox Password Transfer-Only Mailboxes Personal Mailbox AdministrationPersonal Greetings Old and New MessagesPersonal Operator Outcalling Ss System FeaturesProgramming Logging In to Voice Mail From Automated AttendantRecording 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 Schedule Controller Follow the Switch ModeBusiness Schedule Follow the Partner Mail Business ScheduleProgramming Setting the Schedule Controller No Security Violation Notification Security Violation NotificationMailbox 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 Programming Playing a Submenu Prompt or Definition Press 3 for Submenus Submenu Administration MenuSubmenu number + # Creating a Submenu160Submenus 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 SubmenuSystem 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 Time. Go to Step If System Administrator’s mailbox Language is EnglishSystem Language Touch-Tone Gate Touch-Tone Gate SettingConsiderations and Constraints Programming Turning the Touch-Tone Gate On or Off Verifying System Operation TroubleshootingContents Verifying System Operation Verify Mail Service GreetingDealer Immediate Call Handling Delayed Call HandlingNight Menu Day MenuVMS Extension Coverage Fax MachinesVMS Line Coverage Callers hear ringing, but the mail system does not answer TroubleshootingMail system does not answer immediately Authorized DealerCalls 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 detectedCaller 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 not working Outcalling is delayedOn 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 SystemRemoving the Mail System Unit from the Wall Removing the Cover Screws Removing the CoverAdding a Voice Processing Card Voice Processing Card DIP Switch SettingsInstalling the Voice Processing Card Putting the System Unit Back Together Security Alert Introduction Planning Responsibilities Mail System PlanningTable 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 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 = ClosedTouch-Tone Gate Greetings Form E Touch-Tone Gate DescriptionPage Form F Voice Mail Greeting Description Day or Night Main Menu Form G Main Menu Prompt DescriptionMain Menu Prompt Page Main Menu Definition Form H Main Menu Definition DescriptionMultiple Automated Attendant only Submenu Number Form I Submenu Prompt DescriptionSubmenu Name Submenu PromptSubmenu Definition Form J Submenu Definition DescriptionAnnouncement Number Form K Announcement DescriptionAnnouncement Name AnnouncementGroup List Number Form L Group List DescriptionGroup List Name Group List MembersLine Ownership Form M Line Ownership DescriptionForm N System Security Description Minimum Password Length =Security Violation Notification Form O Security Checklist Description Maximum Digit Length 2 3 InstructionsForm B Mailboxes System Administrator’s Mailbox Mailbox No Security Alert Call Answer Service Operator ExtFax Extension Fax Message ReceiverWeekly Business Schedule Form D ScheduleForm E Touch-Tone Gate Voice Mail Greeting Form F Voice Mail GreetingDay or Night Main Menu 1 Day Form G Main Menu PromptForm H Main Menu Definition Form H Main Menu Definition Form I Submenu Prompt Submenu Number 01-99 Submenu Name Submenu Definition Form J Submenu DefinitionForm K Announcement Group List Number Group List Name Group List Members Form L Group ListForm M Line Ownership Form N System Security Minimum Password LengthCommunications System Yes Mail System Yes NoSecurity Policy Yes Form B2 Customized Extension Settings Introduction Form a System Configuration,Form B1 System Extensions Form C PhoneOrder Number Communications SystemForm a Page 1 Description Form a System Configuration,Method VMS-Mail Receptionist answers calls during business hours? Form a Page 2 DescriptionVMS Cover Rings #117 = VMS Hunt Delay #506 = ImmediateRing on Transfer #119 = Active Music on Hold 602 = ActiveForm B1 Description Form B1 System ExtensionsWrite Name/Description Write Transfer Return Ext. No. #306 FAX Machine Extensions #601Form B2 Description Form B2 Customized Extension SettingsAutomatic Extension Privacy #304 = Not Assigned No Ring Automatic VMS Cover #310 = Not AssignedLines/Pools Not Assigned Outgoing Call Restriction #401 = No RestrictionAllowed List Assignment #408 Disallowed List Assignment #405Do Not Disturb Feature 0 Night Service Button #503 = Not AssignedForm C Phone Form C DescriptionVoice 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 Default Menus Introduction Factory Settings Default GreetingsFeature Factory Setting Valid Entries Factory SettingsSystem Parameters Schedule Mailboxes Automated Attendant ServicePersonal Operator Security SystemOutcalling Group Lists Mail Setting ValueSystem Greetings MessagesTouch-Tone Gate On-Monolingual Default GreetingsTouch-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 GeneralTouch-Tone Gate On-Monolingual Bilingual Day/Night Main MenuEnglish Day/Night Menu French Day/Night MenuEnglish 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 MenuLetter Key Class of Service Table Table D-1. Letter Key Letter KeyTable D-2. Class of Service Class of Service TableGlossary GL-2Glossary See Dial Plan Group Mailbox OwnerGL-4Glossary See Automated Attendant Touch-Tone Gate Greeting See Primary language and Secondary languageSee Subscriber Index Index IN-2 IndexIndex 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