Related Manuals for Lucent Technologies PARTNER Voice Messaging PC Card Release 2
Summary of Contents for Lucent Technologies PARTNER Voice Messaging PC Card Release 2
- Page 1 ® PARTNER Voice Messaging PC Card Release 2 Installation and Programming 585-322-706 Comcode 108355181 Issue 1 August 1998...
- Page 2 Communications du Canada. Trademarks PARTNER, PARTNER MAIL VS, PARTNER MAIL, MLS-34D, MLS-18D, MLS-12D, MLS-12, MLS-6, MLC-6, MDC 9000, MDW 9000, MDW 9010, and MDW 9030P are registered trademarks of Lucent Technologies in the U.S. and other countries. Ordering Information Call:...
- Page 3 Important Safety Instructions WARNING: The following list provides basic safety precautions that should always be followed when using the system: 1. Read and understand all instructions. 2. Follow all warnings and instructions marked on the product. 3. Unplug all telephone connections before cleaning. DO NOT use liquid cleaners or aerosol cleaners.
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Page 4: Table Of Contents
Contents About This Document Terminology Key Sequences Reference Materials How To Get Help Overview What Are the Voice Messaging Services? Automated Attendant Service Call Answer Service Voice Mail Service Mailboxes Security System Security Guidelines Planning Planning Checklist Communications System Features Affecting Automated Attendant Service Group Call Distribution (#206, Option 1) - Page 5 Contents PARTNER Voice Messaging Planning Forms Communications System Planning Forms Installation Instructions Important Safety Instructions Programming Initial Settings PARTNER Voice Messaging Initial Settings Initial Programming Checklist Using PARTNER Voice Messaging System Programming Logging Into System Administration Logging Into System Administration from Another Location Programming Guidelines The System Administration Menu...
- Page 6 Contents VMS Cover Rings (#321) - PARTNER ACS Release 3.0 or later 4-17 VMS Cover Rings (#117) - All Other Communications Systems 4-17 VMS Hunt Delay (#506) - PARTNER ACS Release 3.0 or later 4-18 VMS Hunt Delay (#506) - All Other Communications Systems 4-18 VMS Hunt Schedule (#507) - PARTNER ACS...
- Page 7 Contents Voice Messaging Planning Forms Form 1: Mailbox Assignments Completing this form Programming Procedure Form 2: Automated Attendant Selector Codes General Information Completing this Form Programming the Menu Selector Codes Form 3: Automated Attendant Menu Prompt General Information Completing this Form Recording the Automated Attendant Menu Prompt Index IN-1...
- Page 8 Figures Overview 1-1. PARTNER Voice Messaging Services Installation Instructions 3-1. PARTNER ACS Processor Power Cord Connection 3-2. Opening Cover of PARTNER ACS 5-Slot Carrier 3-3. Inserting PARTNER Voice Messaging PC Card 3-4. Closing Cover of PARTNER ACS 5-Slot Carrier Programming 4-1.
- Page 9 Figures viii Issue 1 August 1998...
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Page 10: About This Document
About This Document This guide provides instructions for installing, programming, and using the PARTNER ® Voice Messaging PC Card Release 2.0 with the PARTNER Advanced Communications System (ACS) Release 1.1 or later and PARTNER Endeavor System Release 1.0. This guide is intended for: The technician who installs the hardware and programs the initial system settings. -
Page 11: Key Sequences
Using the PARTNER Voice Messaging System Release 2 (585-322-705) To order these materials, call the Lucent Technologies’ BCS Publications Fulfillment Center at 1 800 457-1235 in the continental U.S. Outside the continental U.S., call 1 317 361-5353. -
Page 12: Overview
Overview The PARTNER Voice Messaging PC Card Release 2.0 works with your PARTNER communications system and ensures that your customers’ calls are handled quickly and efficiently—day or night—according to your specifications. You can program the voice messaging system, which handles up to two calls simultaneously and provides service for up to four subscribers, to complement your business environment. -
Page 13: What Are The Voice Messaging Services
Overview What Are the Voice Messaging Services? The voice messaging system provides three types of service: Automated Attendant Service. Acts like an automated receptionist. It answers outside calls and transfers them to the destination selected by the caller. Call Answer Service. Acts like a sophisticated answering machine. It allows the caller to leave a message or to transfer to another extension if the called party is busy or does not answer. -
Page 14: Automated Attendant Service
Automated Attendant Service Automated Attendant Service The Automated Attendant Service can answer and route outside calls without assistance from a receptionist. After an outside call is answered, the Automated Attendant Service plays either the factory-set menu prompt shown below or a customized message that you record . -
Page 15: Call Answer Service
Overview Call Answer Service This service plays a greeting and offers callers the following options when they reach a mailbox of an extension that is not answering their call: Leave a detailed, confidential message in the called party’s mailbox. Press 0 to transfer to the receptionist’s extension. Press *8 to transfer to another extension. -
Page 16: Mailboxes
Security Mailboxes The PARTNER Voice Messaging PC Card provides a maximum of four mailboxes (01 through 04), which are assigned to extensions 10 through 13 respectively by default. The System Manager can assign these mailboxes to other extensions. The System Manager’s mailbox is 0. When a caller leaves a message, the voice messaging system places the message in the mailbox and turns on the message light (if available) at the subscriber’s phone. -
Page 17: System Security Guidelines
Collect old office telephone directories and shred them. Never discuss your telephone system’s numbering plan with anyone outside your company. Any time a call appears to be suspicious, in the continental U.S., contact your Lucent Technologies Representative or local Authorized Dealer. Issue 1 August 1998... -
Page 18: Planning
Planning This section explains how the voice messaging services interact with specific communications system features. It also identifies the activities that you must perform and what forms you must complete to prepare your voice messaging system for installation and programming. Planning Checklist Review voice messaging service interactions with communications system features. -
Page 19: Group Call Distribution (#206, Option 1)
Planning Group Call Distribution (#206, Option 1) Specifies the outside lines that are to be answered by Automated Attendant Service. You can specify some or all of your company’s outside lines. Group Call Distribution assigns outside lines to Hunt Groups. If you want an outside line to be answered by PARTNER Voice Messaging Automated Attendant Service, assign the line to Hunt Group 7, which is used exclusively for voice messaging systems. -
Page 20: Automatic Extension Privacy (#304)
Automated Attendant Service Scenarios Automatic Extension Privacy (#304) If VMS Hunt Delay remains at the factory setting of two (or fewer) rings, you can use this feature to prevent subscribers from accidentally picking up calls sent to the voice messaging system. Transfer Return Extension (#306) Allows you to ensure that unanswered calls transferred by the voice mail system return to a designated extension, where they ring until answered. -
Page 21: Music On Hold
Planning Case 3: The receptionist answers calls during the day; Automated Attendant Service answers calls at night. a. Use Group Call Distribution (#206) Option 1 to identify the lines to be answered by Automated Attendant Service. b. Set VMS Hunt Schedule (#507) to Night Only. c. -
Page 22: Do Not Disturb
Communications System Features Affecting Call Answer Service subscriber’s personal greeting. The caller can leave a message for the subscriber, transfer to another extension by dialing *8, or transfer to the receptionist by dialing 0. Manual VMS Cover (F15): Regardless of the Automatic VMS Cover setting, the communications system enables subscribers to press a programmed button to turn voice mail coverage on and off at their extension. -
Page 23: Partner Voice Messaging Planning Forms
Planning PARTNER Voice Messaging Planning Forms To complete the PARTNER Voice Messaging forms (see Appendix B), obtain completed copies of the relevant planning forms for the communications system. See “Communications System Planning Forms,” in the next section, for a description of these forms that provide the names, extensions, and other information required to program PARTNER Voice Messaging. -
Page 24: Installation Instructions
Partner ACS processor module, you will need to upgrade to Release 1.1 or later before you can install the PARTNER Voice Messaging PC Card. Contact your Lucent Technologies Representative, or your local Authorized Dealer. Issue 1 August 1998... -
Page 25: Important Safety Instructions
Installation Instructions Important Safety Instructions Always follow these basic safety precautions when using this product: 1. Read and understand all instructions. 2. Follow all warnings and instructions marked on the product. 3. Do not drop, bend, or crush the card. 4. - Page 26 Figure 3-2. Opening Cover of PARTNER ACS 5-Slot Carrier 3. Insert the PARTNER Voice Messaging PC Card by holding it with the Lucent Technologies label facing to the right, and sliding it gently into one of the PC card slots on the communications system processor module.
- Page 27 If the lights are still out, in the continental U. S., call the Lucent Technologies hotline at 1 800 628-2888 for support. Outside the continental U.S., contact your Lucent Technologies Representative or local Authorized Dealer. 6. If you have a 2-Slot carrier or a standalone configuration, you are finished with this procedure.
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Page 28: Programming
Programming This chapter provides the following information: Initial settings for the communications system and PARTNER Voice Messaging when the PARTNER Voice Messaging PC Card is installed General instructions for programming PARTNER Voice Messaging followed by instructions for changing the initial PARTNER Voice Messaging settings The order of the procedures in this section enables you to program the Automated Attendant Selector Codes, record the Automated Attendant Menu... -
Page 29: Initial Settings
Programming Initial Settings When the PARTNER ACS or PARTNER Endeavor system is installed, it uses factory settings that reflect the most common usage of the equipment. You can change these settings as required to customize them for the business. When the PARTNER Voice Messaging PC Card is installed in the PARTNER communications system processor module (see Chapter 3) and the system is powered up, some settings are established for both PARTNER Voice Messaging and the PARTNER ACS system or PARTNER Endeavor system. -
Page 30: Initial Programming Checklist
Initial Programming Checklist Initial Programming Checklist You must perform the following for every installation: VMS Hunt Group Extensions (#505) You must program this feature first before programming any other feature. Assign the PARTNER Voice Messaging PC Card’s extensions 78 and 79 to PARTNER ACS or PARTNER Endeavor Hunt Group 7 (#505). -
Page 31: Using Partner Voice Messaging System Programming
Programming Using PARTNER Voice Messaging System Programming The System Manager’s mailbox (Mailbox 0) is a special mailbox that is used to program PARTNER Voice Messaging. The System Manager uses this mailbox to: Reinitialize passwords for mailboxes 01–04 if a subscriber forgets the password. -
Page 32: Logging Into System Administration From Another Location
Using PARTNER Voice Messaging System Programming Logging Into System Administration from Another Location To log into System Administration from a telephone outside your communications system: 1. Call in on a line answered by PARTNER Voice Messaging. 2. When the call is answered and you hear the Automated Attendant Menu Prompt or mailbox greeting, press *7. -
Page 33: The System Administration Menu
Programming The System Administration Menu The System Administration Menu enables you to assign mailboxes to extensions, play mailbox assignments, record the Automated Attendant Menu Prompt, assign Selector Codes, change the password for mailbox 0, initialize mailboxes, and reinitialize mailbox passwords. PARTNER Voice Messaging i 7 7 7 Press... -
Page 34: Assigning A Mailbox To An Extension
Assigning a Mailbox to an Extension Assigning a Mailbox to an Extension Before you begin, locate Form 1: Mailbox Assignments for PARTNER Voice Messaging. Check to see whether mailbox assignments have been changed from the factory defaults. By default, mailboxes 01, 02, 03, and 04 are assigned to extensions 10, 11, 12, and 13 respectively. -
Page 35: Assigning Automated Attendant Selector Codes
Programming Assigning Automated Attendant Selector Codes Before you begin, locate Form 2: Automated Attendant Selector Codes for PARTNER Voice Messaging. NOTE: All Selector Codes are factory set to Direct Extension Transfer. To assign the Automated Attendant Selector Codes for PARTNER Voice Messaging: 1. -
Page 36: Listening To The Automated Attendant Menu Prompt
Listening to the Automated Attendant Menu Prompt The system prompts you to press 1 when you are finished recording. 4. At the tone, record the Automated Attendant Menu Prompt. 5. Press 1 to end recording. 6. Do one of the following: —... -
Page 37: Reinitializing A Password
0. If you change the System Manager’s password and forget it, you can contact the National Customer Care Center at 1 800 628-2888 or call your Lucent Technologies Representative or local Authorized Dealer for instructions for how to reset the password. -
Page 38: Changing The System Manager's Password
You cannot reinitialize the System Manager’s password. If you change the password and forget it, you can contact the National Customer Care Center at 1 800 628-2888 or call your Lucent Technologies Representative or local Authorized Dealer for assistance. To change the password for mailbox 0: 1. -
Page 39: Using Communications Systems Programming
Programming Using Communications Systems Programming You can program the communications system from extension 10 or extension 11. You may find it more convenient to program from extension 11. This capability allows the receptionist to continue handling calls at extension 10 while you program. -
Page 40: Vms Hunt Group Extensions (#505)
VMS Hunt Group Extensions (#505) VMS Hunt Group Extensions (#505) You must program this feature first before programming any other feature. You must use this procedure to assign extensions 78 and 79 associated with PARTNER Voice Messaging to Hunt Group 7. To assign voice messaging system extensions 78 and 79 to Hunt Group 7: 1. -
Page 41: Automatic Vms Cover (#310)
Programming Automatic VMS Cover (#310) If you assign this feature for an extension, intercom and transferred calls are transferred to the voice messaging system when the called person does not answer by the fourth ring (or by the number of rings specified within the communications system VMS Cover Rings feature). -
Page 42: Line Coverage Extension (#208)
Line Coverage Extension (#208) Line Coverage Extension (#208) To assign line coverage for the extension numbers specified in the VMS-Mail column on Form A, Page 1, Line Coverage: 1. Press #208. 2. At the Line: prompt, enter the first line for which an extension is specified in the VMS-Mail column of Form A, Page 1, Line Coverage. -
Page 43: Transfer Return Extensions (#306)
Programming — If you want to assign Night Service to a specific button, press 3. The display reads: Night Service 3 Select Button Press the desired programmable button with lights to assign Night Service to that button. 3. Label the Night Service button at extension 10. Transfer Return Extensions (#306) For extensions 78 and 79 assigned to PARTNER Voice Messaging, use the following procedure to assign an extension as the Transfer Return extension. -
Page 44: Vms Cover Rings (#321) - Partner Acs Release 3.0 Or Later
VMS Cover Rings (#321) - PARTNER ACS Release 3.0 or later VMS Cover Rings (#321) - PARTNER ACS Release 3.0 or later To specify the number of times calls ring before they are sent to the voice messaging system as indicated on Form A, Page 2, VMS Cover Rings: 1. -
Page 45: Vms Hunt Delay (#506) - Partner Acs Release 3.0 Or Later
Programming VMS Hunt Delay (#506) - PARTNER ACS Release 3.0 or later Check Form A, Page 2, VMS Hunt Delay. If the default setting is changed, follow the procedure below. To specify the VMS Hunt Delay for the appropriate number of rings (a value from 0 to 6) as specified on Form A, Page 2: 1. -
Page 46: Vms Hunt Schedule (#507) - Partner Acs Release 3.0 Or Later
VMS Hunt Schedule (#507) - PARTNER ACS Release 3.0 or later VMS Hunt Schedule (#507) - PARTNER ACS Release 3.0 or later Check Form A, Page 2, VMS Hunt Schedule. If Day Only or Night Only is selected, follow the procedure below. The factory setting is Always. To change the VMS Hunt Schedule setting: 1. -
Page 47: Centralized Telephone Programming
Programming Centralized Telephone Programming Before you begin, locate Form C of the System Planner for the communications system. Be sure you have a copy of the form for each subscriber's phone. Use this section to program buttons on subscribers’ phones, including the receptionist’s phone. -
Page 48: Do Not Disturb (F01)
Centralized Telephone Programming Do Not Disturb (F01) Used in conjunction with either automatic VMS cover or manual VMS cover, this button lets a subscriber send calls immediately to his or her mailbox (instead of ringing the extension first). To program a Do Not Disturb (DND) button as specified on Form C: 1. -
Page 49: Voice Mail Auto Dial
Programming Voice Mail Auto Dial This intercom Auto Dial button allows the subscriber to access PARTNER Voice Messaging with the touch of one button. To program a Voice Mail Auto Dial button as specified on Form C: 1. Press f00ssc. 2. -
Page 50: Checking Your System's Operation
Checking Your System’s Operation If you cannot solve a problem with your voice messaging system after using the procedures contained in this section, call the Lucent Technologies Technical Service Center at 1 800 628-2888 or your local Authorized Dealer. Verifying the System Programming... -
Page 51: Test 1
Checking Your System’s Operation Test 1 Make an internal call to the ports that have been assigned to the VMS Hunt Group by doing the following: 1. Press i78 . See “Expected Result.” Hang up and go to Step 2. 2. -
Page 52: Test 3
Verifying the System Programming Expected Result: Make sure your call is transferred to the appropriate extension or group. Then do the following: 1. Repeat Steps 1 through 4 for each option on the menu. 2. Repeat Steps 1 and 2 for each line that has Automated Attendant Service coverage. -
Page 53: Test 4
Checking Your System’s Operation Test 4 1. To verify Line Coverage Extension, make sure VMS Cover is on at the line owner's extension. 2. Call in on the assigned line and make sure the call goes to VMS Cover by the number of rings specified by VMS Cover Rings (#321 for PARTNER ACS Release 3.0 or later;... -
Page 54: Troubleshooting
Troubleshooting Troubleshooting Responding to Caller Complaints About System Operation Outside callers hear ringing, but the system does not answer. 1. Use #206 to verify that lines have been assigned for Automated Attendant Service (Option 1). 2. Use Hunt Group Extensions (#505) to verify that the VMS extensions are assigned to Hunt Group 7. - Page 55 Checking Your System’s Operation Outside callers hear silence, tones, or ringing during transfer. See Music On Hold (#602) in the Programming and Use guide for the communications system. The system does not transfer calls properly. 1. If this problem occurs when the Automated Attendant Service answers calls, verify that the menu has been programmed correctly by performing Test 2, earlier in this section.
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Page 56: Responding To Problems Reported By Subscribers
Troubleshooting The mailbox is full and messages cannot be deposited in the mailbox. Remind subscribers to delete old messages from their mailboxes on a regular basis. Also let callers know that they can press *8 to transfer to another extension. Responding to Problems Reported by Subscribers A subscriber is unable to log into voice mail. - Page 57 Checking Your System’s Operation Issue 1 August 1998...
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Page 58: Specifications
Specifications System Capacities and Default Settings 2 voice channels (ports) - assigned extensions 78 and 79 Mailboxes 4 mailboxes - each mailbox has 10 minutes of storage — Mailbox 01 assigned to extension 10 — Mailbox 02 assigned to extension 11 —... - Page 59 Specifications Communications System PARTNER Advanced Communications System Release 1.1 or later PARTNER Endeavor System Release 1.0 Issue 1 August 1998...
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Page 60: Voice Messaging Planning Forms
Voice Messaging Planning Forms Form 1: Mailbox Assignments Each mailbox provides 10 minutes of message recording time or a maximum of 30 messages, whichever comes first. Mailbox Extension Subscriber Name Completing this form To assign a mailbox to an extension other than the factory default, cross out the factory default and write in the extension to be used. -
Page 61: Programming Procedure
Voice Messaging Planning Forms Programming Procedure To assign a mailbox to an extension, dial 1 from the System Programming Menu. Issue 1 August 1998... -
Page 62: Form 2: Automated Attendant Selector Codes
Form 2: Automated Attendant Selector Codes Form 2: Automated Attendant Selector Codes Range of Selector Extensions for Ext. # or Group # Description Code Direct for Selector Extension Code Transfer Transfer 10-19 20-29 30-39 40-49 71-74, 771-776 General Information The factory defaults ( ) are listed in the “Range of Extensions for Direct Extension Transfer”... -
Page 63: Completing This Form
Voice Messaging Planning Forms Completing this Form For Direct Extension Transfer: 1. In the “Description” column, write “Direct Extension Transfer.” 2. In the “Range of Extensions for Direct Extension Transfer” column, leave the factory default. 3. Leave blank the “Ext. # or Group # for Selector Code Transfer” column. For Selector Code Transfer: 1. -
Page 64: Form 3: Automated Attendant Menu Prompt
Form 3: Automated Attendant Menu Prompt Form 3: Automated Attendant Menu Prompt The menu prompt can be up to two minutes long. It can supply frequently requested information so that your staff is free to assist customers or to perform other tasks more efficiently. -
Page 65: Completing This Form
Voice Messaging Planning Forms The menu options should contain instructions that correspond to the Selector Codes assigned on Form 3. — If callers can dial extension numbers (Direct Extension Transfer), the prompt should instruct callers to dial the extension number. For example, “If you know the extension of the person you want to reach, dial it now.”... -
Page 66: Index
Index extensions, VMS Hunt Group 4-13 Auto Dial button 4-22 Automated Attendant Menu Prompt Group Call Distribution Selector Codes initial programming 4-14 Automated Attendant Menu Prompt overview listening to recording Automated Attendant Selector Codes assigning Automated Attendant Service communications system options Hunt Group 7 4-13 overview... - Page 67 Index voice messaging service interactions with communications system Voice Messaging Services voice messaging system extensions 4-13 password forms reinitializing 4-10 initial settings System Manager 4-10 4-11 programming personal greeting Personal Mailbox greeting programming guidelines security Selector Code Selector Code Action Selector Codes assigning factory setting...