1. Manuals
  2. Brands
  3. Vodavi Manuals
  4. Voicemail
  5. MiniVoice
  6. User manual

Vodavi MiniVoice User Manual

Voice mail processing system
Hide thumbs
Table of Contents

Advertisement

Quick Links

Download this manual
Voice Mail Processing System
System Administrator / User Manual
P/N: 750-00
May 2001 - Issue 1.0

Advertisement

Table of Contents
loading
Need help?

Need help?

Do you have a question about the MiniVoice and is the answer not in the manual?

Questions and answers

Related Manuals for Vodavi MiniVoice

Summary of Contents for Vodavi MiniVoice

  • Page 1 Voice Mail Processing System System Administrator / User Manual P/N: 750-00 May 2001 - Issue 1.0...
  • Page 2 VODAVI reserves the right to make changes in specifications at any time and without notice. The information furnished by VODAVI in this material is believed to be accurate and reliable, but is not warranted to be true in all cases.

  • Page 3: Table Of Contents

    Installing the Memory Expansion Board ..............1-8 Specifications ........................1-8 Voice Mail Integration Programming ..............1-10 DHS and DHS-E ......................1-10 Other Vodavi Systems ....................1-12 MiniVoice Programming Devices ..................1-14 Programming System Functions Via Telephone ............1-16 Administrator Options ...................1-17 Programming System Functions Via Computer .............1-29 PC Accessibility ........................1-29 Navigating in the System .....................1-30...
  • Page 4 May 2001 Voice Prompts ..........................1-58 Operating System Features ....................2-3 How to Use the Voice Mail System ................2-3 [*]Key ..........................2-3 [#] Key ...........................2-3 Getting Started .........................2-4 Setting Up Your Mailbox ..................2-4 Accessing Your Mailbox ..................2-4 Disconnecting from the System .................2-5 Message Options ......................2-5 Review Your Messages ...................2-5 Send a Message ......................2-9 Mailbox Greeting Options ....................2-9...
  • Page 5 System Administrator Guide This chapter includes an introduction and a description of the MiniVoice installation and system programming.

  • Page 7: Introduction

    Introduction Introduction System Capabilities MiniVoice is a compact, high-performance, voice processing system. This feature-rich system will give even the smallest businesses the image of a much larger company. Productivity will increase because messages can be recorded, replied to, or forwarded to the appropriate person when necessary.

  • Page 8: Basic Features

    Since not all users would be accessing the voice mail system at the same time, many users can be supported. Ease-of-Use -- The MiniVoice uses single digit commands, so there are no complex commands to memorize. The system constantly prompts users for the next action to be taken.
  • Page 9 Basic Features Table 1-1: Feature Comparison Chart Features MiniVoice Dispatch/TalkPath Analog Integration only ● Analog/Digital Integration ● Audiotext ● Auto Attendant (Blind Transfers) ● ● Auto Attendant (Supervised Transfers) ● Broadcast Messages to all Mailboxes ● Call Screening ● Class Of Service ●...
  • Page 10 Basic Features Table 1-1: Feature Comparison Chart Features MiniVoice Dispatch/TalkPath Menu Routing – Unlimited Menus ● Message Cascading ● Message Forwarding ● ● Message Options (urgent, Future, confirmation) ● Message Wait light ● ● Multiple Greetings per Mailbox ● Notification (Pager – 18 digits only) ●...

  • Page 11: Installing The Voice Mail System

    Installing the Voice Mail System Installing the Voice Mail System This section describes how to install the MiniVoice and lists the system specifications. Box Contents MiniVoice One 6’ Null Modem Cable One Power Adapter Six Quick Reference Cards One System Administrator / User Manual...

  • Page 12: Installing The Memory Expansion Board

    Figure 1-2: System Configuration Diagram to locate the proper placement for the memory expansion board. You must power down the system before installing memory expansion. Specifications This table lists the MiniVoice specifications. Table 1-2: System Specifications Part Number Memory Total Storage...
  • Page 13 Specifications RS-232 Connector Memory Expansion Board Location for Programming, 9600, N-8-1 1-2 3-4 Connect as required to analog ports. 12V DC to Each connector is wired for 2 lines. 115V AC Base unit - ports 1-4 are active. VM SYSTEM Figure 1-2: System Configuration Diagram...

  • Page 14: Voice Mail Integration Programming

    Voice Mail Integration Programming Voice Mail Integration Programming DHS and DHS-E Perform Steps 1-6 to configure the DHS with the MiniVoice system. 1. Enter System Programming as follows: a. Connect the single line adapter box to the system (make note of the extension numbers).
  • Page 15 Voice Mail Integration Programming 1-11 4. Change In-band digits in “Voice Mail” as follows: a. Press [NEXT] to go to the Voice Mail screen. b. Press [SHOW]. c. Press [CHG] at the ICM PREFIX entry. d. Press [FEAT], then dial [70] + [#] and press [SAVE]. Press [NEXT] to go to the XFR PREFIX.

  • Page 16: Other Vodavi Systems

    1-12 Voice Mail Integration Programming Other Vodavi Systems Perform the following steps to configure Vodavi systems, other than the DHS, with the MiniVoice system. 1. On the single line telephone ports that are to be assigned to the VM group, disable the conference feature. Flash 50, XXX-XXX, Button #3, where XXX-XXX are the SLT extension range numbers to be assigned to the VM group.
  • Page 17 7. Press Button #9 (disconnect table). a. Enter [ ], where is the disconnect code used by the MiniVoice. b. Press the [HOLD] button to update. 8. Assign VM flexible buttons (440) on the stations. At each station perform the following: a.

  • Page 18: Minivoice Programming Devices

    1-14 MiniVoice Programming Devices MiniVoice Programming Devices MiniVoice programming is accomplished by using a touch-tone telephone and a personal computer. Table 1-3 shows the categories of programming that can be performed by each device. Table 1-3: Programming Device Comparison Administration...
  • Page 19 Programming Type Description PBX Integration Select your telephone system from a list of possibilities. Example - selection number 00 represents Vodavi telephone systems. Open & Close Schedule Identify the hours of your business operation. Number Plan Activate the numbers that will appear as menu selections.

  • Page 20: Programming System Functions Via Telephone

    1-16 Programming System Functions Via Telephone Programming System Functions Via Telephone To access the System Administrator Mailbox: 1. Dial into voice mail. 2. When the system answers, dial [#] followed by the System Administrator Mailbox number: [#]+[0] = 2 digit mailbox system [#]+[00] = 3 digit mailbox system [#]+[000] = 4 digit mailbox system The system will announce: “Mailbox 15-0”...

  • Page 21: Administrator Options

    Programming System Functions Via Telephone 1-17 Administrator Options System Greetings The programmed Day or Night greeting for each port, as programmed in the Number Plan screen, is the first announcement played to outside callers when they reach the system. Callers will either dial the system’s access number directly or they might be forwarded when the dialed extension is busy or unanswered.
  • Page 22 1-18 Programming System Functions Via Telephone 4. You will be prompted with the following three choices: Press to Review. The greeting selected in Step 3 is played, then you are returned to Step 4. Press to Record. You will be prompted to record the greeting selected in Step 3.
  • Page 23 Programming System Functions Via Telephone 1-19 Changing a Mailbox Access Code If a subscriber forgets their access code, you can reset it without deleting the mailbox and its messages. Once they are given the new temporary access code, the subscriber should immediately enter their mailbox and change the temporary access code to one of their own.
  • Page 24 1-20 Programming System Functions Via Telephone To add a mailbox: 1. Access the System Administrator Mailbox as described on page 1-16. The Administrator Options menu plays. 2. Press to access mailbox administration. 3. After the prompt, enter the mailbox number for which you want to add. 4.
  • Page 25 Programming System Functions Via Telephone 1-21 Recording a Mailbox Greeting You can use the System Administrator’s Mailbox to record the mailbox greeting for any system mailbox. To record a mailbox greeting: 1. Access the System Administrator Mailbox as described on page 1-16.
  • Page 26 1-22 Programming System Functions Via Telephone 3. After the prompt, enter the mailbox number for which you need to reset the MWI. 4. After the next prompt, press to reset MWI. The system confirms that the request has been processed and y ou are returned to the Administrator Options Menu in Step 1.
  • Page 27 Programming System Functions Via Telephone 1-23 Setting Date and Time You may use the System Administrator Mailbox to set the system date and time. The time and date stamp is used for all envelope information and to check delivery notifications. It is important to set the system date and time accurately.
  • Page 28 Programming System Functions Via Telephone Setting Operating Mode Under normal conditions, the pre-programmed Auto Attendant screen controls the greeting that plays when MiniVoice answers a caller. This screen tells MiniVoice which greeting to play based upon the time of day, Day or Night, which is programmed in the Open &...
  • Page 29 Programming System Functions Via Telephone 1-25 To change the Operating Mode: 1. Access the System Administrator Mailbox as described on page 1-16. The Administrator Options menu plays. 2. Press to Set Operating Mode. 3. After the prompt, press: to review data - the system will announce the current Mode and then you are returned to the prompt that asks if you want to review data, change data, or exit.
  • Page 30 MiniVoice uses a set of pre-programmed PBX Integration screens. These screens provide standard configurations for various PBX systems that might be used with MiniVoice. The current PBX Integration may be changed from the System Administrator Mailbox. To change the PBX Integration: 1.
  • Page 31 Programming System Functions Via Telephone 1-27 Recording a Prompt MiniVoice is shipped with a complete set of system voice prompts. These system prompts cover all system operations and functions. There may be occasions, however, when it is desired to change the wording of a prompt to meet a specific requirement.
  • Page 32 1-28 Programming System Functions Via Telephone Listening to a Prompt MiniVoice includes a method of listening to any or all of the recorded prompts. This may be used to determine whether it is necessary to modify a prompt. You can listen to a single prompt, a range of prompts, or the last prompt that was recorded.

  • Page 33: Programming System Functions Via Computer

    Click OK, then click OK again. 3. The HyperTerminal connection is now configured properly for programming the MiniVoice. 4. Exit HyperTerminal, then re-start the program. 5. After connected to the MiniVoice, press ESC to access the Main Programming Menu.

  • Page 34: Navigating In The System

    1-30 Navigating in the System Navigating in the System Programming the MiniVoice requires that you make entries in specific fields on several programming screens. These screens are accessed from the main menu by selecting a number and pressing the <ENTER> key.

  • Page 35: Menu Option Screens

    The default factory password is 0000. It can be changed by selecting Option 8 on the Programming Menu. Figure 1-3: Sign-On Screen To enter the programming area, type in the correct password, then press <ENTER>. MiniVoice displays the Programming Menu shown in Figure 1-4...

  • Page 36: Programming Menus

    1-32 Menu Option Screens Programming Menus The programming functions available are shown in Figure 1-4 . Each function shown in the Programming Menus screen is linked to another screen where its parameters can be set. Each screen is described on the following pages. Figure 1-4: Programming Menus Screen 1.

  • Page 37: Open And Close Schedule

    1-33 Open and Close Schedule This time control screen is used to set the time when the MiniVoice switches from Day to Night mode or Night to Day mode. Separate greetings are available for each mode. The greetings introduce callers to your company and tell them what digits to press to access certain departments, extensions, mailboxes, etc.

  • Page 38: System Numbering Plan

    If you use the F4 key to clear all of the times, the system will continue to use the greeting that was active at the time that you cleared the entries. System Numbering Plan This menu screen is used to control how the MiniVoice system processes digits entered by a caller. Figure 1-6: Number Plan Screen...
  • Page 39 Menu Option Screens 1-35 Field Description FIRST DIGIT This field tells the system whether a given digit is allowed to process additional digits. PERMISSION For example: If your extension numbers start with 1, this field will contain a Y and other fields to its right will be blank.
  • Page 40 1-36 Menu Option Screens The example in Figure 1-7 shows that when the number 1 and additional digits of an extension are dialed, the call will be transferred to that extension. For example, if 108 is dialed, the call will transfer to extension 108. If the numbers 2, 3, or 5 are dialed, the caller will go directly to the corresponding extension or UCD/ACD group (101, 102, or 550).
  • Page 41 Menu Option Screens 1-37 Figure 1-8: Five Possible Number Plans...
  • Page 42 1-38 Menu Option Screens Sales Tech Support Services Repairs Figure 1-9: CCR Menus Example In-State CCR MENU 3 Sales CCR MENU 2 Out-of-State Company X CCR MENU 4 CCR MENU 1 Other Department CCR MENU 5 Figure 1-10: CCR Menu Tiering Example...

  • Page 43: Invalid Digits

    Menu Option Screens 1-39 Invalid Digits This screen is used to instruct the MiniVoice to ignore certain digits that may be dialed. When these digits are encountered, they are ignored. Figure 1-11: Invalid Digits Screen...

  • Page 44: Auto Attendant Configuration

    1-40 Menu Option Screens Auto Attendant Configuration This “Voice Lines” screen is used to control what a caller will hear when a given port answers. Each port may play a different greeting. Figure 1-12: Auto Attendant Screen Each column in Figure 1-12 represents a given port from 1 to 4.
  • Page 45 Menu Option Screens 1-41 Field Description DAY MODE GREETING NO. The greeting number (01-09) that plays when this port is accessed during the day hours, as defined in the Open & Close Schedule. DAY MODE The number (01-05) identifying the CCR menu that answers during the day hours, as defined in the Open &...

  • Page 46: System Clock Adjustments

    Menu Option Screens System Clock Adjustments This screen is used to adjust the Real Time Clock settings of the MiniVoice. Use the arrow keys to navigate left and right, then make the desired changes. Figure 1-13: Date & Time Screen To enter a new date and time: 1.

  • Page 47: Version Number

    Menu Option Screens 1-43 7. Enter a value of 1-24 to set the hour field. Use military 24-hour format to set the Time. 8. Press the right arrow key or press the <ENTER> key. 9. Enter a value of 0-59 to set the minutes field. Example -- To set the time to 6PM, enter 18:00.

  • Page 48: Set System Password

    1-44 Menu Option Screens Set System Password This screen is used to change the system password. If you wish to change the voice mail system password from the default value of 0000, enter the new password here. (The password MUST be four digits.) The new password takes effect next time you access programming menus.

  • Page 49: Mailbox Assignment

    Mailbox Assignment This screen controls mailbox user options. There are a total of 64 mailboxes available in the MiniVoice. Each mailbox may be assigned any of the four available Classes of Service, and be allowed or denied the ability to make outcalls to a beeper.
  • Page 50 0 = OFF 1 = ON When the integration type is changed on screen 12, MiniVoice will automatically insert the correct mailboxes into this screen as a default condition. When there are more mailboxes than appear on the screen, press [F1] to go forward 1 screen...
  • Page 51 Menu Option Screens 1-47 Adding a Mailbox From the Main Menu: 1. Press <9> to enter Mailbox Assignments. 2. Move the cursor to the first available line, at a position left of the index number field. Press [F1] to go to the next page, if necessary. 3.
  • Page 52 Figure 1-16: Mailbox Only An abbreviated entry is possible if both the mailbox number and the extension number are identical. In this case, enter the index number, space, mailbox number, and then press <ENTER>. The MiniVoice will automatically apply all other required entries.

  • Page 53: Class Of Service

    5. When you finish, press <ESC> to save your changes and return to the Programming Menu. Class of Service MiniVoice provides four Classes of Service. Each COS has three parameters that may be specified: Figure 1-17: Class of Service Screen...

  • Page 54: Recording Time Left

    . Recording Time Left This screen is used to display the amount of voice storage space that is currently available in the MiniVoice. The memory expansion increases the storage space by 180 minutes. Figure 1-18: Free Sectors Screen...

  • Page 55: Pbx Integration

    <ENTER> key. Your selection is displayed in the Screen in Effect field. For example, if you scroll to 00 for Vodavi phone systems and press <ENTER>, the Screen In Effect field displays 00.
  • Page 56 1-52 Menu Option Screens PBX Integration Programming - (Sub Menu) Changing from one PBX integration to another will wipeout all of the existing mailboxes and there is no way to recover them. A description of the fields of the PBX integration screen is provided below. Figure 1-20: PBX Integration Screen (continued) Field Description...
  • Page 57 Menu Option Screens 1-53 Field Description MWI CODE ON Code the system sends when a mailbox has a new message. This code tells the telephone system to activate the MWI indicator for that mailbox’s extension. When entering the code, the colon character “:” represents the extension number. Example -- If your MWI On code is 420 followed by the extension number, enter the following sequence: ,420:, It is recommended to always end the sequence with a comma (1-second pause) to...
  • Page 58 1-54 Menu Option Screens Field Description MINIMUM Period of time that a port will wait after hanging up before attempting to use that port for ON-HOOK DELAY an outdial operation. This prevents collisions when a new call appears at the port right after it has released a previous caller.
  • Page 59 Menu Option Screens 1-55 Field Description - ACTION Once a matching DTMF protocol is found, the Action column tells the system what to do with that particular call. The allowable actions are: TAKEMSG Take a message into the requested mailbox. ENTERMB Open the requested mailbox, ask caller for password.

  • Page 60: System Initialization

    1-56 Menu Option Screens System Initialization Enter [Y] to initialize the voice mail system and erase all messages. Enter [N] or press [Esc] to exit this option without initializing the voice mail system.

  • Page 61: Messages Waiting Display

    Debug Information Screen This screen shows various trouble-shooting information fields. They will usually be used in conjunction with a Vodavi technician when trying to identify a problem that may be occurring. This screen is accessible only when the Dealer Password is used to enter...

  • Page 62: Voice Prompts

    1-58 Voice Prompts Voice Prompts The following table provides a listing of the default voice prompts that the system contains. Table 1-5: Voice Prompts (Defaults) Number Prompt Hello, Please enter the extension number of the person that you are trying to reach. To reach an Operator, press 0.
  • Page 63 Voice Prompts 1-59 Table 1-5: Voice Prompts (Defaults) Number Prompt saved message messages Zero Three Four Five Seven Eight Nine Eleven Twelve Thirteen Fourteen Fifteen Sixteen Seventeen Eighteen Nineteen Twenty Thirty Forty Fifty Sixty Seventy Eighty Ninety...
  • Page 64 1-60 Voice Prompts Table 1-5: Voice Prompts (Defaults) Number Prompt 1999 Two thousand Message from Mailbox Message sent an outside party Sunday Monday Tuesday Wednesday Thursday Friday Saturday January February March April June July August September October November December Press 1 to change an access code, 2 to add a mailbox, 3 to delete a mailbox, 4 to record a mailbox greeting, 5 to reset MWI Make your selection now Dial system greeting...
  • Page 65 Voice Prompts 1-61 Table 1-5: Voice Prompts (Defaults) Number Prompt Outcall notification is deactivated If you have a mailbox on this system, press # Message delivered Message saved Message deleted To send your message now, press #, to cancel, press * * if there are no other recipients or enter next recipient’s mailbox number now I am sorry you are experiencing difficulties First message...
  • Page 66 1-62 Voice Prompts Table 1-5: Voice Prompts (Defaults) Number Prompt Name was deleted Temporary greeting was deleted There is no free mailbox Is located in table entry Press # to confirm deletion of this mailbox, * to cancel Mailbox was deleted To select normal greeting press 1, to select temporary greeting press 2 - Default Voice Menu greeting - - Welcome 1 = System Greeting 01...
  • Page 67 Voice Prompts 1-63 Table 1-5: Voice Prompts (Defaults) Number Prompt Greeting was recorded Greeting was erased To review data press 1, to change press 2, to exit press * Enter time in 24 hour format Enter date in MMDDYY format Mode Select mode: for day mode press 1, for night mode press 2, for automatic mode press 3 Dial integration number...
  • Page 68 1-64 Voice Prompts...
  • Page 69 User Guide features are described in this chapter. Two quick reference MiniVoice cards are provided at the end of the book.

  • Page 71: Operating System Features

    Operating System Features Operating System Features This section explains how to operate the voice mail features. How to Use the Voice Mail System The system is programmed to respond when any of the 12 telephone keys are pressed. If no key is pressed in response to a prompt, the system assumes the caller is confused.

  • Page 72: Getting Started

    Getting Started Getting Started Setting Up Your Mailbox You need the following information from your system administrator to set up your mailbox: the number to reach the voice mail system, your mailbox number, and your temporary password. After you have this information, follow these steps: 1.

  • Page 73: Disconnecting From The System

    Message Options Disconnecting from the System 1. When you finish using the system, press [ ] until the system says, "Hanging up now. Goodbye." 2. If after pressing [1] you attempt to disconnect while there are new messages in your mailbox, the system plays a message, "The mailbox is not empty."...
  • Page 74 Message Options To review the messages in your mailbox: 1. At the main menu, press [1]. The system plays your messages. 2. After each message is reviewed, the system prompts you for an action. The available options are. Replay repeats the entire message. Save keeps the message in your mailbox for future reference.
  • Page 75 Message Options Delete a Message Deleting messages keeps the mailbox clear and reduces the need for system storage capacity. To delete a message: 1. At the Main Menu, press [1] to review the message. 2. Press [3] to delete the message. 3.
  • Page 76 Message Options Message Information Details about a message are available: who sent it and the time and date it was delivered. This information is called Message Information. To access message information, press [8] after listening to the message to hear the information that relates to that message.

  • Page 77: Send A Message

    Mailbox Greeting Options Send a Message 1. At the Main Menu, press [2] to access options to send a message. 2. Press [2] to Record a Message. The system prompts you to begin recording your message. 3. Record the message. 4.

  • Page 78: Reviewing Your Mailbox Greeting

    2-10 Mailbox Greeting Options To change your mailbox greeting: 1. At the Main Menu, press [3] to access Personal Options. 2. Press [1] to access Mailbox Greeting Options. 3. Press [2] to select the Record option. 4. Press [2] to record a Mailbox Greeting. 5.

  • Page 79: Reviewing Your Name

    Mailbox Greeting Options 2-11 To record your name: 1. At the Main Menu, press [3] to access Personal Options. 2. Press [1] to access Mailbox Greeting options. 3. Press [2] to select the Record option. 4. Press [1] to record your name. 5.

  • Page 80: Deleting Your Temporary Greeting

    2-12 Passwords 3. Press [1] to select the Review option. 4. Press [3] to review the Temporary Greeting. Deleting Your Temporary Greeting To delete a temporary greeting: 1. At the Main Menu, press [3] to access Personal Options. 2. Press [1] to access Mailbox Greeting options. 3.
  • Page 81 MiniVoice - Quick Start For First Time User … 1. Obtain System Administrator information: Voice mail system access number Your mailbox number Your temporary password 2. Dial voice mail system access number, -or- Call into the auto attendant, then press and enter your mailbox number.
  • Page 82 MiniVoice - Quick Reference -------------------------------------- MAIN MENU ------------------------------------ Listen to Send a Personal Confirm Cancel Messages Message Options Mailbox [2] Record Msg While Greeting Playing Msgs … [#] End Msg [1] Review [2] Record [1] Rewind [3] Delete [6] Pause...

Table of Contents