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Vodavi PathFinder User Manual

Voice processing system
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Voice Processing System
U s e r G u i d e

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  • Page 1 F inder Path Voice Processing System U s e r G u i d e...
  • Page 2 Voice Processing System Us er G uide December, 2002 - Issue 4...
  • Page 3 Vodavi Communications Systems, Inc. reserves the right to make changes to this material at any time and without notice. The information provided by Vodavi Communications Systems, Inc. in this manual is believed to be accurate and reliable, but is not warranted to be true in all cases.

  • Page 4: Table Of Contents

    December, 2002 Contents - i Contents Getting Started ................1 Guidelines ....................1 Logging On ....................3 Integration ..................3 Log On Activities ................4 Personalizing Your Mailbox ..............5 Required Information ..............5 First-Time Setup ................5 Retrieving Messages [1] ............. 7 Voice Messages ..................
  • Page 5 Contents - ii December, 2002 Extended Options [6] ..............20 Extension Settings [1] ................. 21 Call Transfer Options ..............21 Changing Extension Settings .............21 Supervised Transfer Options ............22 Personal Note Pad [2] ................23 Sample Scenario ................23 Setting Up a Group & Keyword/ID ...........24 Editing Group/ID Entries ..............24 Personal Options [8] ..............

  • Page 6: Getting Started

    G e t t i n g S t a r t e d This section is intended to familiarize you with many of the basic PathFinder features, provide a basic overview of voice mail and auto- attendant fundamentals, and help you log on to and personalize your own voice mailbox.
  • Page 7 Feature Explanation Key-Ahead As you gain experience and become familiar with PathFinder’s menus, you may not need to listen to all of the menu selections to know what option you want to select. Therefore PathFinder provides a Key-Ahead feature. This feature allows you to override the voice prompts and enter a string of commands without having to wait for the entire voice prompt to be played.

  • Page 8: Logging On

    Logging On Getting Started L o g g i n g O n How you log on to PathFinder depends on whether or not you have an integrated system. I n t e g r a t i o n Integration tells PathFinder whether or not you are calling from your extension.

  • Page 9: Log On Activities

    L o g O n A c t i v i t i e s Once you are logged on, PathFinder will tell you how many new messages you have received since you last logged on to your mailbox, and how many saved messages are currently in your mailbox.

  • Page 10: Personalizing Your Mailbox

    Administrator for assistance. F i r s t - T i m e S e t u p The first time you log on your voice mailbox, the PathFinder tutorial will walk you through the steps needed to personalize your mailbox.
  • Page 11 Access Mailbox Without Tutorial Listen to the voice prompts as you complete these steps: Log on to your mailbox by dialing the PathFinder access number and following the instructions. Refer to “Logging On” on page 3 more information.

  • Page 12: Retrieving Messages [1]

    For that reason, PathFinder mailboxes are called “Universal Mailboxes.” Message Types -- PathFinder will inform you of the number and type of new and saved messages stored in your mailbox. Messages can be any of the following types:...
  • Page 13 Personalizing Your Mailbox Retrieving Messages [1] To Access Retrieve Messages -- Press [1] at the PathFinder main menu to hear the Retrieve Message options available. R E T R I E V E M E S S A G E S...

  • Page 14: Voice Messages

    While Listening -- PathFinder offers three useful message control options that are active while listening to a voice message: [6] = Extended Options...

  • Page 15: Pager Messages

    When you retrieve the pager message, PathFinder plays back the phone number. Notification -- You can set up PathFinder to call your paging company you when you have new pager messages. Depending on how your System Administrator configures your implementation, you can be notified on your pager with either your PathFinder mailbox number or the pager message itself.

  • Page 16: Facsimile Messages

    Press [1] to retrieve messages. Press [3] to retrieve any facsimile messages you may have. (If you have only facsimile messages, PathFinder will go directly to the facsimile retrieval menu.) If you have new facsimile messages, you will be able to select one...

  • Page 17: Managing Messages

    M a n a g i n g M e s s a g e s PathFinder offers several message management options that are available during or after message playback. After a message has been saved or deleted, the other message options are no longer available for that message.

  • Page 18: Forwarding Messages

    Retrieving Messages [1] F o r w a r d i n g M e s s a g e s You can use PathFinder to pass voice, page, and/or fax messages to other mailbox owners. P r e a m b l e s You can forward a message as is, or you can attach your own introductory comment (called a “preamble”) to the message.

  • Page 19: Selecting A Destination

    S e l e c t i n g a D e s t i n a t i o n After adding any preambles, you must then select a destination. PathFinder will allow you to forward a message either to a known mailbox number or to another destination (a guest mailbox, distribution list, outside number, or unknown mailbox number).

  • Page 20: Replying To Messages

    You do not have to enter the original sender’s mailbox number when you send your reply. If a response is not permitted, PathFinder will inform you that you cannot reply to this type of message.

  • Page 21: Message Guidelines

    Retention Period -- PathFinder automatically deletes saved messages after a certain period of time, called the retention period. Messages are typically retained by PathFinder for one week. Ask your System Administrator to determine your message retention period. Automatic Forwarding -- Messages can automatically be forwarded to another PathFinder mailbox or to another extension.
  • Page 22 Stamping Messages with Time & Date Sending Messages [2] To Access Send Messages -- Press [2] at the PathFinder main menu to hear the Send Message options available. S E N D M E S S A G E S...

  • Page 23: Recording

    ] to select one of the other address options: ] = A mailbox based on the spelling of the owner’s name [5] = A system list [6] = A phone number outside your PathFinder system [7] = A personal distribution list (refer to “Personal...

  • Page 24: Send Options

    Sending Sending Messages [2] Select one of the following send options: [#] = Send message as is ] = Re-enter the mailbox number [3] = Cancel [6] = Send Options To send the message to more addresses, repeat this procedure (starting with Step 1).

  • Page 25: Extended Options [6]

    Extended Options menu. The personal Note Pad can be used to store and retrieve information over the telephone. To Access Extended Options -- Press [6] at the PathFinder main menu to hear the various Extended Options available. E X T E...

  • Page 26: Extension Settings [1]

    PathFinder offers the following types of call transfer options: Immediate Transfer -- If immediate transfer to a mailbox is selected, PathFinder does not ring your extension. The call is immediately forwarded to your mailbox. Blind Transfer -- Blind transfers are often referred to as unsupervised transfers because PathFinder transfers the call to your extension and does not wait to see if you answer.

  • Page 27: Supervised Transfer Options

    Hear the person’s name again Call Holding -- allows callers to wait on hold if your extension is busy. PathFinder informs the caller that your line is busy and asks if they want to hold, transfer to a different extension, or leave a message.

  • Page 28: Personal Note Pad [2]

    Extended Options [6] P e r s o n a l N o t e P a d [ 2 ] Selecting the Personal Note Pad gives you access to PathFinder’s programmable voice database. The Note Pad records any kind of information that you want to retrieve at a later time.

  • Page 29: Setting Up A Group & Keyword/Id

    Extended Options [6] S e t t i n g U p a G r o u p & K e y w o r d / I D Log on to PathFinder (refer to “Logging On” on page Press [6] for extended options.

  • Page 30: Personal Options [8]

    Personal Note Pad [2] Personal Options [8] To edit or review a keyword/ID, enter the keyword/ID for the desired entry in a group, then press [#]. PathFinder will play the selected entry. You can then choose from the following options:...
  • Page 31 Personal Note Pad [2] Personal Options [8] To Access Personal Options -- Press [8] at the PathFinder main menu to hear the various Personal Options available. P E R S O N A L O P T I O N S...

  • Page 32: Greeting [1]

    The mailbox greeting is a message from you that callers hear when they reach your mailbox. It usually tells callers that you are not available and instructs them to leave a message. PathFinder supports three types of greetings as described.

  • Page 33: Other Greetings

    O t h e r G r e e t i n g s You can customize your greeting based on the following parameters: [1] = Internal Greeting heard only by other PathFinder users when they reach your mailbox. [2] = Busy Greeting plays only while you are using your phone and Supervised Transfers have been enabled.

  • Page 34: Password [2]

    Using the keypad to spell out a word that is meaningful only to you also works well. E d i t i n g Y o u r P a s s w o r d Log on to PathFinder (refer to “Logging On” on page Press [8] to change personal options.

  • Page 35: Mailbox Name [3]

    You can leave messages untouched by pressing only [# ] (without entering a mailbox number first). As PathFinder plays each sent message, press either [#] to retain the message or [3] to delete it. If you press [3] to delete a message … you must then press either...

  • Page 36: Other Options [8]

    “Mailbox State” on page [3] = Edit personal lists (refer to “Personal Distribution Lists” on page [4] = Administer guest mailboxes (refer to “Guest Mailboxes” on page 36). At the PathFinder main menu, press [8] to hear the various Personal Options available.
  • Page 37 Other Options [8] Personal Options [8] To Access Other Personal Options -- Press [8] at the PathFinder main menu to hear the Other Personal Options available. P E R S O N A L O P T I O N S...

  • Page 38: Notification Options

    [1] = Listen to the Tells you what the current notification current mailbox settings settings are. [2] = Turn notification off Disables this feature. PathFinder does not notify you of new messages. Only available if notification previously has been activated. [3] = Immediately notify...

  • Page 39: Mailbox State

    Personal Options [8] M a i l b o x S t a t e The mailbox state determines how PathFinder processes a call when someone tries to leave a message. Typically, PathFinder plays your personal greeting and prompts the caller to leave a message.

  • Page 40: Personal Distribution Lists

    P e r s o n a l D i s t r i b u t i o n L i s t s PathFinder provides the ability to automatically send a message to more than one person through the use of distribution lists. PathFinder recognizes two kinds of distribution lists: System Lists -- are created and administered by your System Administrator.

  • Page 41: Guest Mailboxes

    If an eleventh message is sent, the oldest message in the guest » mailbox is automatically deleted. A guest on PathFinder can only leave a reply in the guest mailbox » if the mailbox owner has left a message for the guest. Otherwise, they leave messages in the standard manner.
  • Page 42 You must create a guest mailbox before trying to leave a message in it. To Edit a Guest Mailbox: Log on to PathFinder (refer to “Logging On” on page Press [8] to change Personal Options. Press [8] to edit Other Options.
  • Page 43 Access to the guest mailbox is granted only if the mailbox owner has left a message for the guest. Otherwise, PathFinder allows the guest to record a message for the owner’s mailbox just as it would allow any...
  • Page 44 Personal Mailbox Information System Access #: ________________________________ Mailbox #:______________________________________ Initial Password:_________________________________ (Change your password periodically) System Administrator’s Name: _____________________ System Administrator’s Extension: __________________ System Administrator’s Mailbox #: __________________ Personal Distribution Lists List # 1 ______________________________ ____________ 2 ______________________________ ____________ 3 ______________________________ ____________ 4 ______________________________ ____________...
  • Page 45 Personal Directory Name Mailbox Extension...
  • Page 46 Vodavi Communications Systems, Inc. “We’re Talking Technology” Visit our website at … www.vodavi.com...

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