Synectix VMS Lite User Manual
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Synectix VMS Lite User Manual

2 port stand alone voice mail system
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  • Page 2 Synectix VMS Lite USER MANUAL Synectix VMS Lite 2 Port Stand Alone Voice Mail System...
  • Page 3 Synectix VMS Lite Synectix VMS Lite User Manual Edition July 2010 Firmware Version 6.67 RPI Software Version 5.6.11 All Rights reserved All specifications, information contained herein is subject to change without prior notice. Notice: Please read this manual thoroughly before operating the unit and retain it for future reference.

  • Page 4: Table Of Contents

    Synectix VMS Lite TABLE OF CONTENTS Connection Diagram System Overview General Features Installation Functional Check Operating Basics Programming the Synectix VMS Lite Administrator Mailbox Mailbox Settings 1.1.1 Create Mailboxes 1.1.2 Delete Mailboxes 1.1.3 Review Mailboxes 1.1.4 Reset Password 1.1.5 External Notification for a Particular Mailbox 1.1.6...
  • Page 5 Synectix VMS Lite File Menu 3.1.1 Open Saved Configuration 3.1.2 Import from Unit 3.1.3 Save / Save As 3.1.4 Export 3.1.5 Exit Mailbox Administration 3.2.1 Mailbox Options 3.2.2 Reset User Password 3.2.3 Global Mailbox Settings Program Parameters 3.3.1 Time Settings 3.3.2...

  • Page 6: Connection Diagram

    Synectix VMS Lite Connection Diagram...

  • Page 7: Specifications

    Synectix VMS Lite Specifications No. of ports Message Memory 32 MB No. of hours storage Default Prompts Built-in Mailboxes Max message length 7 minutes Max no. of messages 240 Per mail box Voice Sampling rate 64 Kbps Serial Port Indicators...

  • Page 8: System Overview

    Synectix VMS Lite System Overview The Synectix VMS Lite is a 2-port stand-alone Voice Mail System which is designed to be a complete telephone call management solution for small to medium business organizations, featuring Plug-and-Play ease of installation and use combined with an unmatched Value-for-Money.

  • Page 9: Installation

    This report contains a statistics for calls for 8 days including the current date. A standard RJ11 phone jack is used to connect the Synectix VMS Lite to the PBX as an extension. The unit works on 9 Volts AC power.

  • Page 10: Functional Check

    Power Adapter Serial Programming cable Select a suitable location for the Synectix VMS Lite to be placed - it may be wall mounted or kept on the tabletop. A suitable location should have 2 analog phone extension sockets for the system, preferably another phone for testing and a power socket close by and should be easily accessible for any service or maintenance work.

  • Page 11: Operating Basics

    Operating Basics The Synectix VMS Lite has several built-in features. To make the best use of these features, it is necessary to understand the working of the unit as well as some features of your PBX and the site where it is being installed.

  • Page 12: Programming The Synectix Vms Lite

    RPI. Touch-Tone Programming Call into any port of the Synectix VMS Lite and Press * # while the Main Greeting is being played. Press 1 to leave a message or Press 2 for mailbox options.

  • Page 13: Administrator Mailbox

    Synectix VMS Lite Administrator Mailbox Dial 999 for Administrator mailbox where 999 is the mailbox number pre-assigned for the Administrator. Enter the Admin password to go into programming. The general password allows access to the following options: Mailbox Settings (1.1) Greeting Settings (1.2)

  • Page 14: Reset Password

    7 to 29. This indicates the lifetime of a new or saved message. For example: If the value is set to 10, any message older than 10 days will be purged or deleted. Synectix VMS Lite first prompts the current value for this option. After that it allows to enter the new value in two-digit format.

  • Page 15: Greeting Settings

    Press 2 to Disable Greeting Settings The Synectix VMS Lite system has 8 different types of greetings. You may listen to each of these or change them by recording over. The choices are listed below: Press 1 for Day Greeting.

  • Page 16: Program Parameters

    Press 2 to Listen to Date & Time Now if you press 1 to set the Date & Time of the Synectix VMS Lite, you need to enter year, month, date in two-digit format. For example, 29th July, 2003 is entered as 030729 (Year: 03, Month: 07 and Date: 29).
  • Page 17 1.3.1.4 Weekly Holiday You may specify a Weekly holiday in the Synectix VMS Lite or if so desired, you may not have a Weekly holiday at all. To set the Weekly holiday, enter the corresponding digit. For example: 0 = No Weekly holiday, 1 = Sunday and so on, 7 = Saturday.

  • Page 18: External Notification Feature

    Press 2 to “Delete” a holiday date. Press 3 to “Review” holiday dates. In the first two options (Add & Delete), Synectix VMS Lite prompts you to enter month and date in two-digit format. If the month and date are valid, Synectix VMS Lite Adds or Deletes the holiday dates.

  • Page 19: Extension Options

    1.3.2.4 Answer Detection Time This is the amount of time for which the Synectix VMS Lite will wait to detect a voice frame to decide that the call has been answered. You may enter any value between 01 and 29. (This value must be entered in two-digit format).
  • Page 20 Synectix VMS Lite. Delete Extensions: You will be prompted to enter the extension to be deleted. The existing extension is deleted by Synectix VMS Lite. If that extension does not exist, you will hear “This entry does not exist”.
  • Page 21 Press 2 to Review Press 3 for Serial Operator transfer feature Edit Extensions: Add the extensions one by one as the Synectix VMS Lite prompts with “Extension 1” or “Extension 2” etc. To terminate creating extensions, press #. The existing entries are always overwritten.
  • Page 22 Press 1 to Edit Press 2 to Review The Synectix VMS Lite supports Audiotext messages and these are also programmed under the Single Digit Plan. A maximum of 32 Audiotext messages are allowed. While programming the Audiotext menus, the extension length is not considered and the entries must correspond to the fixed pattern outlined below irrespective of the Extension length.

  • Page 23: Distribution List

    A maximum of 4 extensions are allowed for each digit. Add the extensions one by one as the Synectix VMS Lite prompts with “Extension 1” or “Extension 2” etc. To terminate, press #. The existing entries are always overwritten. A maximum of 4 extensions or 6 message numbers following the first 9xx message entry are allowed.

  • Page 24: Change Admin. Password

    1.3.4.2 Select an Existing List After you press 2 to ‘Select an Existing List’, the Synectix VMS Lite prompts you with the names of all the Distribution lists sequentially asking you to press a digit corresponding to each List. The following options are available after you choose a name.

  • Page 25: Voice Settings

    Flash memory for efficient usage. If the Synectix VMS Lite is abruptly powered off while it is in the middle of an important task, it could result in unexpected data loss. Hence, it is highly...

  • Page 26: System Parameters

    Waiting Lamp, In-band Strings, Transfer & Retrieve Strings, you have to enter a Pause or a Hook-flash etc. as part of the desired string to be used by the Synectix VMS Lite. For all such special entries, the following two-digit combination must be used while...
  • Page 27 Synectix VMS Lite When you select the “PBX Parameters” programming menu, the Synectix VMS Lite prompts you with: Press 1 to Edit Hook-flash Timing (1.5.1.1) Press 2 to Edit Off-hook To Message Delay (1.5.1.2) Press 3 to Edit Delay after Hook-flash (1.5.1.3) Press 4 to Select Dialing Mode (1.5.1.4)
  • Page 28 Press 8 for Other Strings (Hang up string and Invalid string) Wait Time For 1st Digit: This is the maximum time up to which the Synectix VMS Lite waits after going off hook to receive the in-band strings. Enter new value in two-digit format.
  • Page 29 Synectix VMS Lite If this value is set too small by the installer, the Synectix VMS Lite may miss the first few digits of the string or treat the digits as extension transfer digits. If this value is set too high, outside callers may find a slightly longer silence between the time the unit answers the call and the main greeting starts playing.
  • Page 30 Cadence values are the Timings corresponding to the different Call Progress patterns unique to each PBX. When the Synectix VMS Lite transfers a call to an extension, it monitors the call progress cadences and calculates the ON and OFF timings of the signal.
  • Page 31 1.5.2.1 Rings to Pickup per Port: The Synectix VMS Lite can handle four incoming calls at a time on its four ports. However, each port may be programmed separately for the number of rings to wait before answering the call by going off-hook. Valid range is from 0 to 9. By default, this value is 1 for each port.
  • Page 32 Synectix VMS Lite Conflict Timer Value is the time for which the Synectix VMS Lite waits for the caller to dial the second digit after the caller has dialed the first digit. If the second digit is not dialed before the conflict timer delay elapses, the first digit is treated as a Single digit dial entry and the call is transferred as per the Single digit dial plan.
  • Page 33 Synectix VMS Lite Press 3 For Fully supervised Mode of Call Transfer. Once you choose any one of these three options, Synectix VMS Lite prompts you: <…… mode of call transfer is enabled>. Default : Fully supervised mode of call transfer.

  • Page 34: Mailbox User Guide

    Mailbox, who uses the system to retrieve his/her messages, reply or delete the messages etc. Call in to the Synectix VMS Lite and press * # while the main greeting is playing. The system responds with a prompt “Press 1 to leave a message or press 2 for mailbox options”.
  • Page 35 2.2.1 Listen to New Messages After you press 1 to listen to new message(s), Synectix VMS Lite plays the first new message along with date and time stamp and prompts you with the following options: Press 1 to Save the Message...
  • Page 36 For example: if somebody leaves a message on 30th July, at 10 A.M. to a mailbox, Synectix VMS Lite plays the date & time stamp as: <30th July 10 A.M.>. The year is regarded as current year.
  • Page 37 If you press 1, you are prompted to enter the mailbox number. If you press 2, Synectix VMS Lite prompts you with “Press 1 to Select All, Press 2 to Select a Programmed List” and then if you press 2, all the Distribution list names are played back one by one – for example “Press 1 to select Sales Distribution list, press 2 to select Factory distribution...

  • Page 38: Undelete Deleted Message

    Reminder Call Options If you want Synectix VMS Lite to remind you of any important event at any given point of time, all you need to do is, set the time at which you want to be reminded of the event.

  • Page 39: Remote Programming Interface

    Synectix VMS Lite Remote Programming Interface Synectix VMS Lite provides a user-friendly screen based GUI interface to program the various parameters of the unit. However, it must be noted that this interface allows only the parameters to be programmed and any voice recordings like greetings, names etc., must be recorded by calling into the unit and going through the touch-tone...
  • Page 40 All the other menu options are enabled as shown below, once an existing binary file is loaded successfully or a new binary file is imported from a Synectix VMS Lite unit. Each of these menu options has several related sub menus to guide you through the various sections of Synectix VMS Lite programming.
  • Page 41 Synectix VMS Lite 3.1.1 Open Saved Configuration Here you are prompted to select an already existing binary file. 3.1.2 Import from Unit Select ‘Serial Port’ and click ‘Next’ to proceed. Select a COM port and click on ‘Import Now’.
  • Page 42 If you are working with an unsaved file loaded from a Synectix VMS Lite, the following screen appears to prompt you to “Save As”. Choose a new file name to save as or overwrite an existing file.

  • Page 43: Mailbox Administration

    Synectix VMS Lite 3.1.5 Exit This option terminates the application. Mailbox Administration The sub options under ‘Mailbox Administration’ are: Mailbox Options (3.2.1) Reset User Password (3.2.2) Global Mailbox Settings (3.2.3) 3.2.1 Mailbox Options User may create, delete, modify and view mailboxes. It also displays the details of newly created and existing mailboxes as shown in the following screen.
  • Page 44 Global Mailbox Settings are the settings that affect all the mailboxes maintained by Synectix VMS Lite. Any changes made to these parameters will be applied to all the mailboxes created so far. There are three different parameters shown which are considered to be global parameters as shown below.
  • Page 45 If the external notification is to be sent to a Pager, the Synectix VMS Lite dials the pager number, waits for the answer beep and then dials the “Pager display string”...
  • Page 46 “Delete” button above it. The Synectix VMS Lite answers an incoming call and plays the greeting according to the current time as follows. If the current date is a Holiday date, the “Holiday greeting”...
  • Page 47 Pager Display String: Pager Display String is a string of characters, maximum 11 characters long and consists of digits 0 to 9 and *. The Synectix VMS Lite notifies the mailbox owner about a new message by dialing his/her pager number and then dialing the “Pager display string”.
  • Page 48 Synectix VMS Lite Time before No Answer: When the Synectix VMS Lite calls a number for external notification, this is the duration of time after which it decides that there is No-Answer from the called number when it does not receive any answer.
  • Page 49 Synectix VMS Lite Operator Transfer Mode is of three types: Blind Mode: This is a mode of transfer where the Synectix VMS Lite transfers the call and hangs up immediately without monitoring the call status. If the Dialed extension is busy, invalid or there is no-answer, the PBX rings the unit back.
  • Page 50 Synectix VMS Lite Single Digit Plan: The Single Digit Plan allows the callers to dial a department or access an Audiotext menu directly by pressing a single digit. The digits 0, 9 and the Operator digit (if other than 0 or 9) are excluded from the Single digit plan digits.
  • Page 51 To change the password, the Administrator has to enter his old password first and if it is correct, Synectix VMS Lite allows to enter the new password. The Administrator may enter the new password and re-type the new password for confirmation. If both the passwords match, the old password is changed to the new one successfully.
  • Page 52 System Parameters consist of important and sensitive usage parameters and should be changed by qualified installers or service personnel only. A password is required to access the ‘System Parameters’ option. The serial number of the Synectix VMS Lite unit and the software version number may also be verified under this option.
  • Page 53 Synectix VMS Lite Most PBX systems use hook-flash timings in the range of 200 to 800 msec. If the Hook Flash duration is too short, the caller hears the digits being dialed by the PBX when the call is to be transferred to the extension. If the Hook Flash duration is too long, the call is disconnected.
  • Page 54 3.4.1.6 In-Band Signaling Strings These are strings sent by PBX to inform Synectix VMS Lite about the status of the call. There are various types of in-band strings as may be seen in the screen view. The text box for entering In-band signaling strings accept digits, *, # and a few alphabets like p, P, h, H, e, E, where, “p, p = Pause”, “H, h = Hook-flash”...
  • Page 55 Synectix VMS Lite If this value set by the installer is too small, the Synectix VMS Lite may miss the first few digits of the string or treat the digits as extension transfer digits. If this value is set too high, outside callers may find a slightly longer silence between the time the unit answers the call and the main greeting starts playing.
  • Page 56 Hang-up String: This is a string that may be sent by the PBX at any time during the call that is already in progress, to signal the Synectix VMS Lite that the caller has hung up and hence this call may be terminated.
  • Page 57 You may program the delay period here and the Synectix VMS Lite starts the cadence detection only after this delay period has elapsed.
  • Page 58 3.4.2.2 Conflict Timer Value Conflict Timer Value is the time for which the Synectix VMS Lite waits for the caller to dial the second digit after the caller has dialed the first digit. If the second digit is not dialed before the conflict timer delay elapses, the first digit is treated as a Single digit dial entry and the call is transferred as per the Single digit dial plan.
  • Page 59 In the Blind mode, the unit transfers the call and hangs up. If the called extension is busy or if there is no answer, the PBX calls the Synectix VMS Lite back and sends an in-band string to inform that this is a call-back on busy / no answer.
  • Page 60 Synectix VMS Lite Update Unit date and time The current date and time of the Synectix VMS Lite may be imported from the unit and displayed by clicking the menu option “Update Unit Date & Time”. An option to update the current date and time of the unit is also provided.
  • Page 61 Percentage of free memory is the percentage of amount of space left for recording in Synectix VMS Lite. This field of information may vary from report to report as amount of free space may vary. This percentage tells about the free memory of the unit when...
  • Page 62 Synectix VMS Lite Call Statistics Report: This report appears as follows. This report shows the number of calls handled by each port for the current day plus the past 7 days (from the day when the binary file was created). The last column gives the total number of calls handled by each port for the past 8 days.
  • Page 63 Synectix VMS Lite Flow Charts...
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