Features and Services

4.Refording the Menu Messages

Once the System Administrator finishes entering parameters into all of the menus, next is recording the menu messages.

The menu messages can be the only clue for callers to select an option to which they are transferred. Considering this, you have to make a menu message which contains all of the potential options available for the caller.

The recording of menu messages is carried out by the Message Manager. Access the Message Manager’s service and choose “Recording Custom Service Menu Messages”.

You will hear the following prompt:

Enter the custom service prompt number [I] through [loo].

iTo record custom service exit prompt, press [O].

Enter the menu messages for Custom 1 and Custom 2 as below.

n Menu Messages of the Sample Program

Menu Message

1For repair service orders, press [I]. II For mu-chase orders, press [2].

5.Checking the Program

After you finish both entering and recording all menus, it is important to check your program if there are any problems for the caller. Check if the call is transferred as you have planned, if there is any menu message that has not been recorded, and the like. You should check’it thoroughly comparing with the tree or worksheet.

You have to also check if you have assigned the operation for rotary phone callers.

3-18 Features

Page 68

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Contents

Model ’ KX-TVS751KX-TVS100 Model no Serial no Important Safety Instructions To restore ThatCovered by the operating Instructions Because Improper Extensive work Qualified Incidence of Harm to the Telephone Lines Notify the Tekphone CompanyConnection to Telephone Line Ringer Equivalence No. REN How To Use This Manual Terms to Know System Installation Detailed Feature and Service DescriptionsOverview Chapter Contents Contents SystemManager’s Guide Maintenance Message Manager’s Template for K%TVS75 Specifications Index Worksheets Chapter Overview Ikroduction Welcome to the P&sonic Voice Processing System Introduction 12lCall Services Automated Attendant ServiceService and Voice Mail Chapter 12lCall Services Voice Mail Service Service, by scheduling messages to yourself Interview ServiceCustom Service 13l&her Features Message Waiting NotificationExternal Message Delivery Auto Forwarding 13lOther Features Direct Mailbox AccessDescribes these features in detail Overview Two-Way Recording 14lOutside Caller Handling 15lConfiguration VPS Connections to the PBXTVS100 RS-232C Interface Message Manager Programming System Administrator 16lGuidelines for Preparation Guidelines for Preparation Telephone Programming Messape Manaper When you program, refer to ChapterSvstem Manager 16lGuidelines for Preparation 17lMailbox Management 17lMailbox Management System Reports Utility Command18lSystem Diagnosis You can display the programming of Custom service You can clear the access count of each Custom serviceYou can display the available Utility Commands You can start the Quick Setup Overview System InstallationPower Cable Connection 21lSystem Components Main Cabinet Rotary Switch EIA RS-232C ConnectorInstallation Inside View of the Main Cabinet 21a System Components Main Cabinet Components CPU Card System ComponentsPort Card Hard Disk Drive 220 I&tallation Preparation System Expansion TVS100 only Installing an optional Port Card22a Iktallation Wiring Precautions 22lInstallation .-sInstallation Precautions Hook the unit on the screw heads TVS Installation IfistallationMounting theVPS on the Wall To Mount on a WoodenWall To Mount on Concrete or Mortar Walls TVS100 only TVS100 Installation Extension ConnectionTo connect telephone lines To extension port of the PBX Assignedto the VPS Installation 22lIrktallationKX-TD Series Telephone System Assignedto theVPS Exampie Your PBX Connecting RS-232Ccable 22lI&tallationData Terminal or Printer Connection RS-232C parameters Connection Chart HstallationEIA RS-232C port on Data EIA RS-232C Signals 22lGstallation Power Cable Connection 22lhstallation Chapter Detailed Feature and Service Descriptions Before -Reading-This Chapter Subscriber Auto Configuration D-PITS Only GroupAlternate Extension Auto Forwarding Automated attendant Service Features and Services Automated Attendant Service ~.....*****m*****o**o**o*a Busy Coverage Mode Notification-Device Description When the callerSubscriber Accesses his mailbox. If the Subscriber receives Broadcasting Messages When the message is specified as urgent Before Nate Callback number is the number WhichYou Without Callback Number Display Call s ervices Call BlockingCall s creening Sorry, no one is available to answer the call Call TransfeLr StatusRecord your name at the tone Then the VPS pages the Subscriber Conditions Subscriber If not, the caller hears Description Conditions Cl ass of ServiceOmpany Greetings Ex. Menu Message Custom ServiceCovering Extension Programming Example Features System Administration Top Menu + 1 + 4 + Worksheets OLSample Custom .Service Settings Screen for Sample Program Custom Features and Services Department Dialing Dav ServiceTime Assignment Dialing by Name Cl6 Direct Mailbox Access D-PITS Only Dialing Parameters External Message Delivery Service Extension GroupExtension Numbering Plan External Message Delivery List More Information Fax M anagement Defiqed by the Fax No-answer Coverage ModeExternal Message Delivery Status Groti~ Distiibution List. Personal Group Distribution List, System Holiday Service Inband Features and Services Example of Inband Integration Incomplete Call Handling Service Hercorn Paging ‘D-PITS Only Will always hear FollowingCallers Calling Service Or to receive repair service ordersHow to Assign the Interview Service Erview Flik Live Call Screenitig D-PITS Only Logical Extension All Calls Transfer to Mailbox Mailbox Creatiw a Mailbox Mailbox NumberMessage Manager’s 9999 99999 MessagesCoinbined See Group Distribution List, System FeaturesMailbox CaDacitv Message Ddivery, InternalMessage Delivery Status Description’ Essage Scan Message Reception ModeOr the Interview mailbox when he is unable to take calls Feature Ref Description Essage TransferMessage Waiting Notification Device Subscriber . l Message Playback Options Subscriber’s Guide 12AM 1012PM2 VPS skips the device and calls the third one VPS calls Device 1 through Device 3 in this order Essage Waiting Notification Lamp Subscriber that there Multi-Lingual Service = Valid setting Features Cos Available Prompt Options = an available option Ex. Custom 1 Menu Message for Bilingual Service Then create the tree as below Custom No-Answer Coverage Mode Operator Service PBX Integration’ Bperator Call Coverage Personal Greetings Business hours Port Service Play System-Prompt After Personal Greeting L Port Assignment Private .MessageReceive Message Feature Receive Message Description Record MessageReply To Message Sender Send a message to the sender’s mailbox Selection Menu Rotary Telephone ServiceSee Multi-Lingual Service Features Ervice Access Commands Special Feature AuthorizationDescription 1 Entering Following System Cloc1 System Reports Feature Ref Description Conditions Subscriber Recording D-PITS Only Utility Commands Voice Mail Service Setting the System Clock l Receiving Messages Service Access Command Voice Prompts31.7 Good morning 316 Turning off a Prompt Prompt 538 Message recorded on date prompt 248 at time Class of Service Setting Special Feature Authorization Automated Attendant Parameters Custom ServiceSystem Group Assignment Day Service 5.3’Holiday Prompt Setting Other Parameters Hardware Settings 41a System Administrator’s Function 41l System Administrator’s Function 42lUsing the Interface Keyboard OperationIll Key 42lU&g the Interface Programming Guidance Status Power Indicator Startup SystemMm=M=l2 Active COs in the above screens means Active Ports Ascii Terminal mode 43lStartup SystemPress Return Press l or 2 to specify the RS-232C terminal type Quick Setup Starting the Quick Setup8System Administrator +4+5-+6-+7 1KX-TD816/1232 Quick Setup PBX typeExtension numbers of VPS ports After pressing Return Enter, the screen shows Extension numbers for mailboxes Creating mailboxes To create or discard the mailboxes Make Make/Delete field Port service setting Password setting Quick S&up Date and time‘ setting Activating the Quick SetupIntegration Date Time are synchronized Between the PBX With When the Quick Setup is finished, the screen shows VPS begins to change system programming data Programming Menu Structure Diagram 44lProgramming Menu Structure Diagram Before starting the system parameterssetup 45lProgramming the System Ptirameters Setting up Mailboxes System Administration Top Menu + 1 +System Administration Top Menu + 1 + 1 + Creating and Editing. Mailboxes Value Range Parameter Default Mailbox Number 2-5 digits System Administration Top Menu -+ 1 + 1 + 1 + Mailbox NoSystem Administrator Editing Mailboxes Set Services Before assigning a Class of Service COSOr deactivated using telephone by the Subscriber Using Notification Setting Dekription/Function Device Parameter Number to Dial Device 2 Resetting a Mailbox Password System Administration Top Menu -+ 1 + 1 + 2 + Mailbox NoSystem Administration Top Menu + 1 -+ 1 + 3 + Mailbox No Deleting a Mailbox Sitting up Mailboxes Listing Mailboxes Setting COS Class of Service Parameters Class of. Service SettingSystem Administration Top Menu + 1 + 2 + COS No. l-64 System Administration Top Menu + 1 -+ 2 + COS No. l-62 + Setting COS Class of Service Parameters Cancel Yes For AccessVPS signals Busy Live Call Screening feature is available if D-PITS Prompt Mode By default, both User 1 and User 2 prompts areSystem Administration Top Menu + 1 + 2 + COS No ,64 + Specifies Language Message during messagescan New MessageSender’sname and the recording date and time to Special Feature Authorization System Administration Top Menu -+ 1 + 2 + COS No. l-62 + If you took the Quick Setup step to create Access Type System AdministratorYes NoI Select Without Before After Mailboxes, this parameter in COS No has been Already Delay Time Forwarding Copy Mode MoveParameter Ialue 4uthorization 2 ,Setting COS Class of Service Parameters Authorization Yes Message NotificationDisable Number Beeper Select Allows Value Range Parameterdefault DisableWhen Disable Mailbox after the Message Manager’s access Lets Port Service Port 1 Day ModeSystem Administration Top Menu 4 1 + 3 + Port Assignment PDrt Service Pbrt Service Port 1 Night ModePort 2, 4, i Day Mode Port 1, 2, 5, i Night Mode Sixvice Settings System Administration Top Menu + 1 + 4 -+System Administration Top Menu + 1 + 4 + 1 + Automated Attendant Parameters Service Settings Operator’s ParametersSpecifies any valid extension number Dialing No Service Settings ODerator 1 Day ModeOperator Service 1. Disable System Administration Top Menu -+ 1 --+ 4 + 1 + 2 + 1 -+ Busy Coverage Hold Mode Treat calls when Operator 1 isTreat Calls when Operator Value Range Parameter Yf&!zge Description/Function Operator 2 Day ModeSystem Administration Top Menu + 1 + 4 -+ 1 + 2 -+ 1 + Parametqr Value Iperator’s Digits Zxtension NonePvlailbox No None I3usy Coverage Hold Rdiode Overage ODerator 3 Day Mode Operator 3 Night Mode Operator 1 Night ModeOperator 2 Night Mode System Administration Top Menu + 1 + 4 -+ 1 -+ System Administration Top Menu + 1 + 4 + 1 + 3 +Alternate Extension Assignment Alternate Extension Group Enter Alternate Extension- Listing System Administration Top Menu + 1 4 4 + 1 + 3 +Alternate Extension- Delete Characters Settings Department Dialing Service System AdministratorAssignment Mailbox Group System Parameter SettingsSystem Group Assignment 54System Administrator Mailbox Grow EnterMailbox Group Delete Specifies mailbox numbers belonging to this group System Parameter Settings System Administration Top Menu + 1 + 5 + 1 + 1 -+Mailbox Group Listing Extension Group Extension Group Enter Day Service Extension Group DeleteExtension Group Listing You can specify extensions to be deleted from the list 5 Sj&m Parameter Settings Holiday SettingSystem Administration Top Menu -+ 1 -+ 5 + Parameter Description/Function Specifies Start Holiday Setting Enter System AdministrationMenu + + 5 + Name Holiday Holiday Setting Delete Holiday Setting Listing Daylight Saving Time 5.5 Pmn~t Setting Other Parameters Extension Numbering Plan System Administration Top Menu + 1 + 5 + 6 + 64System Administrator Dialing Parameters Default Outgoing Call Ip to 66System AdministratorX, # Seiup Sequence 100 Port Parameter Outgoing Call PortsPort1,2 System Callback No 68System Administrator‘ 4.5.5.6.4 External Message Delivery Parameters System External Message Delivery Duration Time Used For External Message Delivery100 Port Min Specifies Up to This telephone number Call Gold Parameters 30 set 15 set 45 set Rotary Telephone Service System Administration Top Menu + 1 -+ 5 + 6 -+IValue Range Parameter Default Intercom Paging Parameter System Administration Top Menu -+ 1 + 5 + 6 + Fax Management Repeat Cycle Description/FunctionReferenceExample There is a call for mailbox owner’s name Paging Retry Code For Group Transfer Enable Fax Management ServiceFax Fax Digits Disconnect Parameter Silence Time Description/Function Hardware Settings 6.1 RS-232C Parameters Ikrdware Settings Port SettingSetting Menu ReferenceData Hardware Settings PBX Interface Parameters System Administration Top Menu + 1 -+ 6 + 3 + PBX TypeManu Factures Pits Integration None Mode Inband Parameter Value Range Desc,ription/Function SequenceUsed Transfer Calls Any Extension Operator’s Used Transfer Calls Extension Hkdware Settings Inband Signaling ParametersDisturb feature System Administration Top Menu + 1 + 6 -+ 3 + Parameter Answer Forward to VM Ringing Forward to VM Busy Forward to Other Extension Confirmation DisconnectVM Ringing Forward to Inter Digit Timeout Inter-digit Set TimeoutSystem Administration Top Menu + 1 + 6 + 3 + 3 + Digit Translation Table Parameters Parameter Value Range default Input Up to Digit 86System AdministratorDigit Translatio Table Menu System Manager’s Guide System Usage System Reports System Manager’s Function Before starting systemmanagement 52lAccessing the System Manager’s Mailbox To Access the System Manager’s Mailbox 53lSetting up Mailboxes Creating and Editing a MailboxSubscriber’s VoicedName All you need to carry out such a job is the mailbox number Class of Service No Exteusion NumberInitial 3 or 4 Letters of Subscriber’s Last Name Interview Mailbox No 53a Setting up Mailboxes Deleting a Mailbox PasswordDeleting a Mailbox Xxxx 54lSetting COS Class of Service Parameters Personal Greeting LengthNew Message Retention Time Saved Message Retention Time Message Length Number of MessagesTotal Message Time Message Retrieval Order 54lSetting COS Class of Service Phameters External MessageDelivery Status Auto Forwarding Status 55a Setting the System Clock Step If you press 0 for help with this setting 56lChecking System Usage System Reports Obtaining System Reports Clearing the Reports Delivering Messages DeliveringMessages to All Mailboxes Broadcasting Messages Delivering ‘MeSsagesto Specified Mailboxes Delivering Messages Checking MailboxDistribution You Can listen to the messageby pressing l 58lCustomizing the System Manager’s Mailbox TipStep 4 Listening to Messages You can end your call by pressing #Repeat This message Play Previous message Next message Rewind Fast Forward Message Manager’s Guide List of Modifiable Prompts Before starting messagemanagement Message Manager’s Function610 62lAccessing the Message Manager’s Mailbox To accessthe messagemanager’smailboxCa,,v Mail service Dial an extension .number which is connected to the Voice Accessing the Message Manager’s Mailbox 63a Managing the General Delivery Mailbox Listening to Messages 63lManaging the General Delivery Mailbox Transferring Messages 64a Setting up Message Waiting Notification Setting Message Waiting Lamp StatusSetting Notification by Calling Status Setting Device Status 64lSetting up Message Waiting Ndification Assigning Notification Numbers Setting up Message Waiting Notification Tip Message Manager’s Password 65lCustomizing the Message Manager’s MailboxOperator’s Extensions Pressing 66a Setting the System Clock Recording Company Name 67lRecording Company MessagesRecording Company Greetings Hto Recording Company Messages6i7.3 Recording Department Dialing Menu Messages Recording Custom Service Menu Messages If you have not recorded a menu Recording Voice Labels for Mailbox Lists Recording User PromptsYou can erase the label by pressing At the end of this chapter 67a Recording Company Messages Recording Selection Menus 67lRecording Company Messages List of Modifiable Prompts Five11 TEN Eleven FoURTEEN List of IkIodifiable Prompts Modifiable Prompt 139~. .~~ 140 Prompt Modifiable Linked to Pk~pt 213 1 Sixth 214 1 Seventh 21s Eighth List of Modifiable Prompts 2811, 2871, 2831 Message Manager List of lkodifiable PromptsW81, 12821,4421,5811,X9, 5831,5841,5851 List of RiIodifiable Prompts Prompt 308 309 Modifiable For help, pressTo make this message private Will Delivered T3281,WUI List of l%iodifiable Prompts3281,P821 Modifiable List 363 &Iodifiable Prompt Linked to Prompt Nos 388 389Is not Signed 390 Modifiable Prompts Delete Delete, press 435Play the next, press 4601 Set the answer length using the following options Message To nameBeing Now To change the personal greeting Mess List of Ihodifiable Prompts Greeting erasedGroup name, press Add group Members, press C2.481 You can add up to number Sjj More MembersMessage sender is unknown To call message sender, press 1 To record a message, press X21 Ls=l‘WI 328 , 4421, 15811, 5821, t5831, 5841, SW 598 Cancel 599600 Exceeded 603 Record a message, press Linked Prompts List DistributionMessage for name 417 Received On date 248 At time Messages Times MessageManager List of Modifiable TromptsAnswer length is number Error Log Display Elog Saving the System Data to Print All of the VPS Parameters GprnPrompt List Mplt Utility Initializing the System Off-line Set Ofln 71lUtility CommandsSystem Administration Top J Set Password Pass On-line Set Onln Utility Commands Changing a Password Select l orEnter the new password Set Time Time Error Log Display Elog Press 1 to enable this function. or Press 2 to disable itPrint Reports at Specified Time Pset Enter the time to print the report 71a Utility Commands Device Error log indicationsType ELOG, then press Return Follows Saving the System Data to the Backup Device Save Error indications at system startupError and warning indications during system operation Example terminal display when errors are generated Select item to be backed up, then press Return Save Loading the Saved Data to the VPS Load Load Is only valid in the Ascii terminal mode CommandPrint All of tlie VPS Parameters Gprn Program Version Display Vers Custom Service Report Crep Custom Service Menu Access Count Clear Cclr Message Waiting Lamp Retry Times MWL 71lUtilitymCommandsSetting Minimum Recording Length MRL Modified Prompt List Mplt Utility Command List Help Quick Setup Qset Mailbox Assignments System Administration Top Menu + 2 +72lSystem Reports COS Class of Service Assignments System Administration Top Menu + 2 + 1 +72l System Reports + 1 + SystemService Report CustomService‘X’ Screen indicates That Feature marked with X is Used 72l LOO Port Maintenance 72lSystem ReportsCall Account Report Port Usage Report Clear command Maintenance Port UsageStatistics ClearDisk UsageReport On the report System Administration Top Menu + 2 + 2 + System Administration Top Menu + 2 + 1 -+Disk UsageStatisticsClear Mailbox UsageReport Mailbox UsageStatisticsClear System Administration Top Menu -+ 2 -+ 1 + System Administration Top Menu + 2 3 2 +Fax Call Report Fax Call StatisticsClear Setup in the above screen does not appear in the Ascii Press Y this moves the VPS to the off-line mode73lInitializing the System Press 4 for System Initialization Press r\ to start the system resetting 73lItiitializing the System Troubleshooting Guide Problem Template for KX-TVS75 Copy the template and place it on the wall Specifi,irations*I ExtensionsSLT extensions Connections Telephone Line 34,s DeliveringCard Time Set Initialization Intercom31,3-44 Live Version For IncomingSpecial 53, 4-32 Worksheets HOW to Use.theWorksheets Worksheetsfor MessageManager Worksheetsfor SystemManager Example for System Manager How to Use the WorksheetsExample for System Administrator How to Use the Worksheets Example for Reference Planning the Application Switch Capabilities Information YES I no YES I no YES / no YES / no YES /. no Can Switch provide Message Waiting Indicator?What is the on sequence? What is the OFF sequence? Type Can Switch Support Any Following types of Hunt groups? Special Voice MailGroups Pilot Hunt Groups Customer’s call Handling Survey Backup Receptionist Does the Customer require the VPS forReceptionist Call Routing Worksheets for System Manager Setting System Manager’s Password See System Manager Top Menu + Mailbox-Settings See pages Class of Service Setting See pages System Manager Top Menu + 16 + Worksheets for System Administrator Inband SignalingHoliday Call Hold Rotary Mailbox Settings MON SUN System Administration Top Menu + + 2 -+ COS No. -+ No. -+ CosTop Menu + 2 + Port Assignment See pages 4-40 SystemAdministration Top Menu + 1 + 4 3 1 --+ Department Dialing Day Mode Operator OperatoYs ParametersSee pages 4-41 Top Menu + + 1 + + 1 -+ Operator’s Parameters Day Mode OperatorNight Mode Operator Nigh1 Mode Operator Operator’s Parameters Alternate Extension Assignment Custom Service Mailbox Group Extension Group Extension No Worksheets Day Service See System Administration Top Menu + 1 -+ 5 -+Day Service Start Time End time Day Service Start Time End Holiday Setting See SystemAdministration Top Menu -+ 1 -+ 5 + Daylight Saving Time Prompt Setting See pages 4-62 SystemAdministration Top Menu + 1 -+ 5 -+ See SystemAdministration Top Menu + 1 + 5 -+ 6 -+ Extension Numbering Plan Dialing Parameters Message Waiting Notification Parameters + 6 + Top Menu + See pages System AdministrationExternal Message Delivery Parameters Call Hold See + 1 + 5 -+ Rotary Tdephone ServiceSee System Administration Intercom Paging Parameter Fax Top Menu --+ 1 + + 6 -+ See System Administration Top Menu + 1 + 5 + 6 + Disconnect Parameter RS-232C -Parameters System Admhistration Top Menu --+ 1 -+ 6 + Port Setting CPC Dialing Parameters Inband Signaling Parameters See page A-86 Digit Translation Table ParametersTop Menu -+ 1 + + 3 + Mailbos Selection Message Manager’s Password See MessageManager Top Menu + Mailbox- Owner’s Address Company Greetings See 1IessageManager Top Menu -+ 5 -+ l Company hame Company NameSee pages 6-E MessageManager Top Menu -+ 5 3 Didin hlcnu Department DialingSee pages 6-13 MessageManager Top Menu + 5 + Custom Service Menus Custom Service No. Llenu \lessageSee Message ‘Manager Top Menu -+ S + Assignment Esit Operator Mailbox Distribution Group Name See MessageManager Top Menu + S --+ Prompt No Modifying Voice PromptSee pages 6- 15 Message Manager Top Menu -+ 5 + Selection- Menu See pages 6-16 Message Manager Top Menu + 5 + Additional Features Describes the programming and operation of thesefeatures Table of Contents Feature References ConditionsProgramming References Voice Mail Number Assignment Feature References Operation References Live Call Screening LCSProgramming References Description Sent LCS Conditions Feature-References Operation ReferencesTwo-Way Reqwding into Voice Mailbox Manager Programming Address Flexible CO Button Assignment System Programming Address Flexible Numbering Default Voice Mail Number AssinmentSelection Programming Conditions Feature References Voice Mail Number Assignment Selection Default Programming Voice Mail Extension Number AssignmentDisplay EXT No. Set Display NO?+ Feature References None 118 Voice Mail Extension Group Assignment Description SelectionEnter Display Group Asn VoiceMail Extension Group Assignment At sep Live Call Screening Recording Mode Assignment Feature References , Features Live Call Screening LCSConditionsNone All Jacks = Stop Ret Stop recording Flexible CO Wltton Assignment Selectiw of ValueFlexible Numbering 1181 1191 Programming Tables 6101Keep Ret Live Call kreening Cancel Button Assignment Indicator Light Turns on DisplayLive Call ,%reening Button Assignment Button Two-Way Record Button Assignment Conditions Two-Way Transfer Button Assignment Live Gail S&&g Password Control Enter the extension number or 3~key Station Programming To stop the tone To monitor Pizq To cancel monitoring To intercept callTo set LCS on To set LCS on Press LCS button To cancel LCS When using the handset in the Private ModeEnter the password IPress Setting the password Cancelling the password Hands-free mode Sem’ng Live Call $reeningHaving a conversation with the party Stopping monitoring Private mode Stopping the alert toneMonitoring the recording message Lift the hand+ or press the SP-PHONE/MONITOR button, While having a conversation with another party Monitoring Program References Recording into another mailbox Recording into yourStopping recording