NEC 750176-1 SECTION 13 WORKSHEET 13: PUBLIC INTERVIEW B

EliteMail VMS/EliteMail Limited Issue 1

Job Specifications Manual 2 - 47

SECTION 13 WORKSHEET 13: PUBLIC INTERVIEW

BOX This is a special interview box. Mess age s in the P ub lic Int erv iew Box are

public messages that are available to subscribers with public message

access. When no operator is on duty, the Public Interview Box collects

messages from callers who don’t know where to send their message.

By default, the Public Interview Box u ses the System ID, $ PM. Do not

change this System ID.

If using the Public Interview Box, remove the P access code from the

subscriber Access field to set at least one subscriber for public message

access. Most systems set the System Manager and the receptionist for

public message access.

Questions

Enter the full text for each interview qu estion. You are allowed up to 20

questions for the Public Intervie w B ox. It is not lim ited to q uest ions – y ou

may want to make a statement. For exam ple, at the end of all the

questions, you might want to say

“Thank you for your order.”

The Public Interview Box comes with six prerecorded quest ions, listed

below:

1. “I’m going to ask you several questio ns. After each, please reply.

First, whom are you trying to reach?”

2. “Who is calling please?”

3. “At what number can you be reached ?”

4. “What’s this in reference to?”

5. “What additional message would yo u lik e to leave?”

6. “Thank you, I’ll make sure your messa ge gets attention.”

For each question you want to change, enter the maximum time (in

seconds) for reply a caller may le ave. For ques tions that nor mally have

short replies, such as “What is your telepho ne numb er?” a rep ly time of 6

to 10 seconds is usually enough. For each question or sta tement that

does not require a reply, enter a zero reply time.

Contents

Main Page Preface SECTION 1 GENERAL I SECTION 2 T SUPPORTING D Table of Contents Chapter 1 Job Specification Worksheets Chapter 2 Fill in the Worksheets Chapter 3 Fill in the Screens Appendix A Worksheets List of Figures Page List of Tables Job Specification Worksheets Does the organization use a fax machine? SECTION 3 THE QUICK INSTALL M SECTION 4 A BOUT THIS M Appendix A Page Page Fill in the Worksheets 1. Site name 2. Contact name and telephone # Calls Answered 3. Total number of trunks/Total number of stations System Access Numbers 6. Trunk Pilot Number Number of trunks answered by system Alternate trunk number s 7. Voice Port Stations Telephone System Information Keypad Map 2 - 4 Fill in the Worksheets Table 2-1 Sample Worksheet 1 Site Information 1 Calls Answered System Access Numbers Application Screen Page 1 Greeting Day Greeting / Night Greeting Use one-key dialing during greeting? Action After Greeting If Take a Message is Used If you need further assistance, press the pound key now. Thank you and good-bye 2 - 8 Fill in the Worksheets 2 20. When is an operat or available to handle calls? Transferring Calls to the Operator What is the operator extension number? Call transfer type to use for the operator extension 3 31. Daytime Schedule not Ignore holidays? 32. Schedule #4 33. Holidays 34. Automatically adju st system for Daylight Savings Time? Job Specifications Manual 2 - 13 Table 2-4 Sample Worksheet 4 System Schedules 4 SECTION 5 WORKSHEET 5: DEFAULT SUBSCRIBER S Personal ID and Access Codes Personal ID for Subs cribers Access Codes except You have 3 new messages totaling 3 minutes, 20 seconds. Would you like to hear them? Would you like to hear them? Would you like to do anything else? Transfer calls to subs cribers? every Who may I say is calling? Message Notification Activate message waiting lamps f or new messages? Message Delivery Should the system call the subscriber extension? Wait ___ minutes after a new message arrives Each, Batch, or Urgent Delivery Job Specifications Manual 2 - 21 Table 2-5 Sample Worksheet 5 De fault Subscriber Settings 5 Personal ID & Access Codes Call Transfer Message Delivery 53. How many times should caller be allowed to misdial? Should caller be routed to another System ID for help after misdialing repeatedly? 55. When should the system ask subscribers to delete unnecessary messages? 56. Who should receive a voice message if a sy stem error oc curs? 6 SECTION 7 WORKSHEET 7: D A Directory Assistance System IDs for Directory Assistance Notes on the Department Transaction Box Fax ID 7 Voice Name The Public Fax Box Transfer calls to the P ublic Fax Box? Use call holding? Alternate Action Announce Options 2 - 30 Fill in the Worksheets Table 2-8 Sample Worksheet 8 Public Fax box Application Screen Page 6 8 Ways to Enroll Subscribers Extension # ID Range 1, 2 and 3 Extension / Last Name / First & Middle Names Unlisted 2 - 32 Fill in the Worksheets 9 SECTION 10 WORKSHEET 10: G Host Subscriber Guest Name Guest Personal ID Urgent? 10 SECTION 11 WORKSHEET 11: M ESSAGE G Considerations Spelled Names or Numb ered Names Group Name or Number Group Owner Deliver message only to the first person to hear it? Page 2 - 38 Fill in the Worksheets Table 2-11 Sample Worksheet 11 Message Groups Groups Screen first 11 (Application Screen Page 6) SECTION 12 WORKSHEET 12: SPECIAL SUBSCRIBER S Personal data Transfer calls to subs criber? Turn screening options on? Use call holding? Transfer options Please press 1 to take the call o r 2 and Ill take a message. Call for <subscriber recorded name> Action After Greeting Page Message Notification and Delivery each Page 2 - 46 Fill in the Worksheets Table 2-12 Sample Worksheet 12 Special Subscriber Set ti ng s Personal Directory Screen 12 Call Transfer Action After Greeting Message Notification & Deliv ery SECTION 13 WORKSHEET 13: PUBLIC INTERVIEW B Questions Should Outside Callers Mark Messages Urgent? Action after last question If you need further assist ance, press th e pound key now. Thank you and good-bye Job Specifications Manual 2 - 49 Table 2-13 Sample Worksheet 13 The Public Interview Box 13 Page Job Specifications Manual 2 - 51 Table 2-14 Sample Worksheet 14 Menus and Interviews M ap 14 Example A Directory of Departments Job Specifications Manual 2 - 53 Table 2-15 Sample Worksheet 15 Menus and Interviews Ma p Transaction Di rectory Interview Box 15 2 - 54 Fill in the Worksheets Page 2 - 56 Fill in the Worksheets Page 2 - 58 Fill in the Worksheets System ID Name Owner Transfer the calls reac hing this box to an ex tension? Transfer options Please press 1 to take the call or 2 and Ill take a mes sage. Whom may I say is calling? Call for <box name> Greeting Day Greeting / Night Greeting Use one-key dialing during greeting? Action After Greeting If Take a Message is Used 2 - 64 Fill in the Worksheets Table 2-16 Sample Worksheet 16 Transaction Boxes 16 Box Name What is your telephone number? Thank you for your order. Owner System ID Action after last question key now. Thank you and good-bye, Job Specifications Manual 2 - 67 Table 2-17 Sample Worksheet 17 Interview Boxes 17 Fill in the Screens Use the Completed Worksheets Sign In to the System SECTION 2 PROGRAM WORKSHEET 1: SITE I Calls Answered Access Numbers NEC Telephone System Information Keypad Map All Ports Establish a local connection: On the worksheet, if you chose: Transfer Call to Opera tor Interview the caller SECTION 4 PROGRAM WORKSHEET 3: OPERATOR HANDLING Application Screen 20. Set up System Operator Page Page SECTION 6 PROGRAM WORKSHEET 5: DEFAULT SUBSCRIBER S Add or remove codes at the Access Code Options window: Page Page Page Page e.g Automatic Directory Ass istance Numeric Directory Assistance Department Transacti on Box Page Public Fax Box Page Page Page The Add Menu Page Page Record Names SECTION 11 PROGRAM WORKSHEET 10: G Add Guests Page SECTION 12 PROGRAM WORKSHEET 11: M ESSAGE G Adding Message Groups at th e Console SECTION 13 PROGRAM WORKSHEET 12: SPECIAL SUBSCRIBER S Name, IDs, Hold/Archive Time Add or Remove Access Codes Page Page Expanded Transfer Options Page Page Page Page Message delivery telephone numbers Page SECTION 14 PROGRAM WORKSHEET 13: PUBLIC INTERVIEW B Record Interview Box Questions Page Add a Transaction Box Transfer Page Action Page Page Add an Interview Box Record Interview Box Questions Page Job Specifications Manual A - 1 Worksheets Worksheet 1 Site Information Switch Setup Screen Page 1 Job Specifications Manual A - 3 Worksheet 2 The Opening Greeting Job Specifications Manual A - 5 Worksheet 3 Operator Handling Application Screen Page 4 Application Screen Page 3 Worksheet 4 System Schedules Job Specifications Manual A - 7 Worksheet 5 Default Subscriber Settings Application Screen Page 5 Application Manual most Job Specifications Manual A - 9 Worksheet 6 System Security Transaction Directo ry Application Screen Page 6 Worksheet 7 Directory Assistance Job Specifications Manual A - 11 Worksheet 8 Public Fax Box Application Screen Page 6 Job Specifications Manual A - 13 Worksheet 9 Subscriber List Job Specifications Manual A - 15 Worksheet 10 Guests Job Specifications Manual A - 17 Worksheet 11 Message Groups Groups Screen (Application Screen Page 6) Job Specifications Manual A - 19 Worksheet 12 Special Subscriber Settings Personal Directory Screen Job Specifications Manual A - 21 Worksheet 13 The Public Interview Box Transaction Directory, Public Interview Job Specifications Manual A - 23 Worksheet 14 Menus & Interviews Map Job Specifications Manual A - 25 Worksheet 15 Menus & Interviews List Interview Box Transaction Box Job Specifications Manual A - 27 Worksheet 16 Transaction Boxes Job Specifications Manual A - 29 Worksheet 17 Interview Boxes