Synectix EZ VMS Lite User Manual
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Synectix EZ VMS Lite User Manual

4 port stand alone voice mail system
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Summary of Contents for Synectix EZ VMS Lite

  • Page 2 EZ VMS Lite USER MANUAL EZ VMS Lite 4 Port Stand Alone Voice Mail System for the Hospitality Industry...
  • Page 3 The EZ VMS Lite must only be used behind a PABX and shall not be connected to the PSTN. Caution: The EZ VMS Lite shall not be set up to make automatic calls to the Telecom '111' Emergency Service in New Zealand.

  • Page 4: Table Of Contents

    TABLE OF CONTENTS Connection Diagram..........5 System Overview..........7 General Features..........7 Installation............9 Functional Check..........9 Operating Basics..........10 Programming the EZ VMS Lite ......11 1.0 Administrator Mailbox........12 1.1 Mailbox Settings...........12 1.2 Greeting Settings..........14 1.3 Program Parameters..........15 1.4 Shut Down............22 1.5 System Parameters..........23 2.0 Staff Mailbox User Guide........30 2.1 Leave a Message...........30...
  • Page 5 EZ VMS Lite...

  • Page 6: Connection Diagram

    EZ VMS Lite Connection Diagram Extensions Route all incoming calls to Connect EZ VMS Lite to Analog EZ VMS Lite Extensions...
  • Page 7 EZ VMS Lite Specifications No. of ports 2 or 4 Message Memory 32 MB No. of hours storage Default Prompts Built-in Mailboxes 8 / 64 / 128 Max message length 7 minutes Max no. of messages 240 Per mail box...

  • Page 8: System Overview

     Automatic adjustment for Day Light Savings time The users may call the EZ VMS Lite to retrieve their messages. When calling from their own extension, they may use the speed dial key to access the mailbox directly, or when calling from outside their premises or from some one else’s extension, they may retrieve...

  • Page 9: Installation

     Call Statistics report gives the number of calls landed per port and per operator. This report contains a statistics for calls for 8 days including the current date.  A standard RJ14 phone jack is used to connect the EZ VMS Lite to the PBX as an extension.

  • Page 10: Functional Check

    Serial Cable Template for wall mounting Select a suitable location for the EZ VMS Lite to be placed - it may be wall mounted or kept on the tabletop. A suitable location should have 4 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

    Lite and call into it from the phone. The unit should pick up the call and start playing the Main greeting. If the EZ VMS Lite does not pick up the call, check the extension into which the EZ VMS Lite is plugged in by plugging that extension into a regular phone instrument. The extension may be faulty or you may be calling some other extension number.

  • Page 12: Programming The Ez Vms Lite

    RPI. Touch-Tone Programming Call into any port of the EZ 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

    EZ 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 Global Mailbox Settings The Global Mailbox Settings are the settings that affect all the mailboxes in the EZ VMS Lite system. After you press 6 for Global Mailbox Settings, EZ VMS Lite prompts you with the following options… Press 1 to Edit Date & Time Stamp Option (1.1.6.1) Press 2 to Edit External Notification Feature (1.1.6.2)

  • Page 15: Greeting Settings

     Press 2 to Disable Greeting Settings The EZ VMS Lite system has 6 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 EZ 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 1.3.2.4 Answer Detection Time This is the amount of time for which the EZ 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 18 VMS Lite. Delete Extensions: You will be prompted to enter the extension to be deleted. The existing extension is deleted by EZ VMS Lite. If that extension does not exist, you will hear “This entry does not exist”. Review Extensions: EZ VMS Lite plays all the existing extensions one by one, with a pause of 0.6 seconds between extensions.
  • Page 19 Press 1 to Edit  Press 2 to Review Edit Extensions: Add the extensions one by one as the EZ VMS Lite prompts with “Extension 1” or “Extension 2” etc. To terminate creating extensions, press #. The existing entries are always overwritten.
  • Page 20 1.3.3.5 Prompt Extension While Transferring If this option is enabled, the EZ VMS Lite plays the prompt “Please hold while your call is transferred to <extension number>, when it transfers a call to that extension. If the call is being transferred to an Extension-with-Mailbox and if the Mailbox owner has recorded his/her Name and enabled it, the unit will play the name instead of the extension number in the above prompt.
  • Page 21 1.3.4.2 Select an Existing List After you press 2 to ‘Select an Existing List’, the EZ 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 22 1.3.6.1 Volume Control The EZ VMS Lite has the facility to adjust the output volume level digitally for all the messages being played back. This level control is common for all the ports and cannot be set differently for each port.

  • Page 23: Shut Down

    Press 9 for Cancel & Return to Previous Menu. If you confirm the shutdown procedure, the EZ VMS Lite terminates all its tasks one by one, busies out all its ports so that no calls are forwarded to it by the PBX and then goes into an idle mode.
  • Page 24 The EZ VMS Lite should be configured to work correctly with the PBX to which it is connected, as a lot of parameters are very PBX-specific. Some global parameters (Usage Parameters) are also set through ‘System Parameters’.
  • Page 25  Pulse  Long Tone EZ VMS Lite announces the current dialing mode by numbers. Enter new value in numbers to indicate tone, pulse or long tone dialing mode. Default value is 1 (Tone). 1.5.1.5 Message Waiting Lamp Parameters: The Message Waiting Lamp (MWL) is normally available on most digital phone instruments and some analog phones.
  • Page 26 50 milliseconds. The Default value = 30 If this value is set too small by the installer, the EZ 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 27 Busy / No answer strings : The Busy / No answer strings is a stream of characters sent by the PBX to the EZ VMS Lite to signal the status of a call which was transferred by the EZ VMS Lite earlier.
  • Page 28 This is very useful in trouble shooting or setting up the EZ VMS Lite to interface with a new PBX. When the unit is working in the Blind mode, the call progress cadences are not available and hence the unit prompts the...
  • Page 29 1.5.2.2 Conflict Timer Value: Conflict Timer Value is the time for which the EZ 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 30 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 EZ VMS Lite back and sends an in-band string to inform that this is a call-back on busy / no answer.

  • Page 31: Staff Mailbox User Guide

    Call in to the EZ 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 32 Press 7 to Undelete a Message. (2.2.7) 2.2.1 Listen to New Messages After you press 1 to listen to new message(s), EZ VMS Lite plays the first new message along with date and time stamp and prompts you with the following options: ...
  • Page 33 If you select this option, EZ VMS Lite plays the date & time stamp of that particular message. For example: if somebody leaves a message on 30th July, at 10 A.M. to a mailbox, EZ VMS Lite plays the date & time stamp as: <30th July 10 A.M.>. The year is regarded as current year.
  • Page 34 Accept, Press 2 to Listen, Press 3 to Re-record, Press 9 to Cancel & Return to Previous Menu.” Name & Greeting is saved if you press 1 to accept. Now EZ VMS Lite prompts you with “Press 1 to Enable, Press 2 to Disable, Press 3 to Record, Press 4 to Listen.”...
  • Page 35 Reminder Call Options If you want EZ 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 36: Guest Mailboxes And Hospitality Features

    Guest Mailbox Once the Guest is logged into their mailbox, the EZ VMS Lite plays the number of new (unread) and saved (already read) messages that they have in their mailbox. Then EZ VMS Lite prompts you with: ...
  • Page 37 If this option is selected, EZ VMS Lite plays the date & time stamp of that particular message. For example: if somebody leaves a message on 30th July, at 10 A.M. to a mailbox, EZ VMS Lite plays the date & time stamp as: <30th July 10 A.M.>. The year is regarded as current year.

  • Page 38: Hospitality Features

    3.1.6 Wake up Call Options The EZ VMS Lite allows the guests to set wake up calls, listen to the time set or cancel a previously set wake up call. If there is no Wake up Call programmed, EZ VMS Lite prompts you to set the Wake up call.
  • Page 39 EZ VMS Lite Touch tone operation : Call the hunt group of the unit, wait for the unit to answer the call and start with the main greeting. Check in : Dial * * 555 <Extn> For example, to check in Room No. 315, you must dial **555315.

  • Page 40: Remote Programming Interface

    EZ VMS Lite provides a user-friendly screen based GUI interface to program the various parameters of the EZ VMS Lite. 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 programming.

  • Page 41: File Menu

    ‘Open Saved Configuration’ allows you to select an already saved file (*.bin) from the hard disk and loads the parameters. If you select ‘Import from Unit’, the Import dialog screen opens up. The parameter file from the EZ VMS Lite may be imported through serial port or through the LAN port.
  • Page 42 EZ VMS Lite  Wake up Call Time – is displayed if set. Atypical view of the main screen is shown below. Click on the “Refresh” button to get fresh data from the unit. If any programming changes are done in the Settings, click on the “Update the unit”...
  • Page 43 4.1.5 Detect IP Settings Use this option to find the IP address of the built-in Ethernet port of the EZ VMS Lite or if an external Serial to Ethernet converter is being used. Keep the unit powered off, select the “Detect IP address” option and then switch on the power to the unit.

  • Page 44: Connection Setup

    EZ VMS Lite programming. Update Unit date and time The current date and time of the EZ 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 45: Settings

    EZ VMS Lite After making the changes as desired, click on the `Update Unit’ button to send the new date and time information back to the unit. If the `Admin’ is logged into the remote unit at that time the unit will not accept the new date and time information and an error will be reported on the screen.
  • Page 46 If the external notification is to be sent to a Pager, the EZ VMS Lite dials the pager number, waits for the answer beep and then dials the “Pager display string”...
  • Page 47 90 seconds. The default value is 15 seconds. Operator Transfer Mode is of three types: Blind Mode: This is a mode of transfer where the EZ VMS Lite transfers the call and hangs up immediately without monitoring the call status. If the Operator’s extension is busy, invalid or there is no-answer, the PBX rings the unit back.
  • Page 48 EZ VMS Lite playback volume is low or high, this level may be adjusted as desired. Max volume level is 19 and minimum is 1. AGC – Automatic gain control is a feature by which the recording volume levels are automatically adjusted so that all the recorded messages are at a uniform volume level.
  • Page 49 EZ VMS Lite Operator extensions are not dependent on extension-length. For example, if the extension length is 3, you may enter operator extensions that consist of 1, 2 or 4 digits also. The current entries are displayed in the window on the right side as well as the complete tree of the extensions is shown in the Extension details window.
  • Page 50 `MWL Enabled’ check box is selected. Example: ‘Enable String’ = ‘*761E’. In this case, for example, to glow the Message Waiting Lamp of Extension 539, the EZ VMS Lite goes off hook and dials *761539 and to put off the lamp, it dials *762539.
  • Page 51 You may program the delay period here and the EZ VMS Lite starts the cadence detection only after this delay period has elapsed.
  • Page 52 Default value = 30 If this value set by the installer is too small, the EZ 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 53 EZ VMS Lite calls the EZ VMS Lite and sends the appropriate string to inform the unit that this is a call that was transferred earlier and is now being transferred back to it because the called extension was busy or there was no answer from it. The unit plays the appropriate message back to the original caller after decoding the string sent by the PBX.
  • Page 54 33 milliseconds. Conflict Timer Value : Conflict Timer Value is the time for which the EZ VMS Lite waits for the caller to dial the second digit after the caller has dialed the first digit.
  • Page 55 Default : Blind mode of call transfer. Rings to Pickup per Port : The EZ 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.
  • Page 56 The Resync string is usually sent by the PMS to synchronize the operations between the two systems. The EZ VMS Lite sends an Ack to signify that it is present and listening. 4.4.2 Distribution List The Distribution List is accessible to the Staff and Admin mailbox users only.

  • Page 57: Reports

    Firmware version of the unit connected to the PC, import the data from the unit and view these details. Reports EZ VMS Lite provides following two types of reports: Mailbox Report Call Statistics Report These reports may be exported in Excel or Text format for use by others or for archiving purposes.

  • Page 58: Flow Charts

    EZ VMS Lite Flow Charts...
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  • Page 78: Statutory Information

    EZ VMS Lite Statutory Information FCC Information: This equipment has been tested and found to comply with the limits for a Class A digital device, pursuant to Part 15 of the FCC rules. These limits are designed to provide reasonable protection against harmful interference in a residential installation.

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