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Telrad Integrated Multi-Application Generator User Manual

Integrated multi-application generator for all types of telephone sets
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Integrated Multi-Application Generator
User guide
for All Types of Telephone Sets
76-110-0893/B
Issue 1

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Summary of Contents for Telrad Integrated Multi-Application Generator

  • Page 1 Integrated Multi-Application Generator User guide for All Types of Telephone Sets 76-110-0893/B Issue 1...
  • Page 3 76-110-0893/B, Issue 1 User Guide for All Types of Telephone Sets Telrad Connegy, Inc., Woodbury, New York...
  • Page 4 76-110-0893/B, Issue 1 Telrad Connegy Inc., Woodbury, New York...
  • Page 6 Integrated Multi Application Generator, Release 1.0, connected to Telrad UNITe 128, 400, and 1000 exchanges, Release SB7/DB7/LB7, as of May 2003. Telrad Connegy, Inc. reserves the right to modify the equipment and software described herein without prior notice. However, changes made to the equipment or software described herein do not necessarily render this publication invalid.

  • Page 9: Table Of Contents

    CONTENTS WHAT IS emaGEN? ......1 BASIC CONCEPTS ......2 WHAT IS A MAILBOX? ...........
  • Page 10 COPYING OR TRANSFERRING A MESSAGE TO ANOTHER MAILBOX ........28 CARBON COPYING OR CARBON SENDING A MESSAGE TO ANOTHER MAILBOX ....30 MESSAGE ANNOTATION -- ADDING YOUR OWN COMMENTS ..... 32 INDEXING YOUR MESSAGES ....36 TRANSFERRING CALLS TO YOUR MAILBOX .

  • Page 11: What Is Emagen

    WHAT IS emaGEN? emaGEN is the UNITe system’s application generator, incorporating an electronic voice mail system. It provides you with an easy, fast and dependable way to communi- cate with people inside and outside your organization. • For outside callers dialing in to your organization, emaGEN plays a recorded announcement that offers assistance in reaching the person with whom they want to speak, and provides options for proceeding if that...

  • Page 12: Basic Concepts

    BASIC CONCEPTS WHAT IS A MAILBOX? Every internal emaGEN user is assigned a mailbox for her own personal use. This is where the recorded messages you receive are stored. Each mailbox has a unique number (up to six digits). Your mailbox number is usually the same as your extension number.

  • Page 13: Your Password

    You make a selection from a menu by pressing the appro- priate key. You may then receive another, different list of options, depending upon your selection. You do not have to listen to the entire recorded menu before making your selection. Your system may have been programmed with menus that are slightly different from the ones in this manual.
  • Page 14 • record your telephone conversations; • screen incoming calls; • store messages intended for future delivery; • have a message time tag (date and time that a mes- sage was sent) attached to incoming messages; • attach an annotation to a message you are redirecting; •...

  • Page 15: Accessing Emagen

    ACCESSING emaGEN The emaGEN External Main Menu (below) is played to external callers dialing in to the emaGEN system. You can access this menu from outside the system by dialing the emaGEN telephone number, given to you by the system administrator.
  • Page 16 If a caller from outside the system dials an extension that is busy or doesn't answer, emaGEN responds with the follow- ing options: To wait for the extension Dial [1] To leave a message Dial [2] To reach the operator Dial [0] To return to the previous menu Dial [...

  • Page 17: Getting Started

    GETTING STARTED WITH YOUR MAILBOX ENTERING YOUR MAILBOX You generally enter your mailbox from your own extension, using the emaGEN access code that the system adminis- trator has defined. However, you can also enter your mail- box from any standard tone dial telephone. For example, if you are at home and want to listen to the messages you received at the office, you can dial the emaGEN telephone number and then enter your mailbox.
  • Page 18 3. Enter your password; you receive the MAILBOX Menu. To view a list of your messages To listen to your new messages To record a group message To listen to your saved messages To leave a message for another mailbox To record personal greetings To set mailbox options To undelete messages...

  • Page 19: Recording Your Name And Personal Greetings

    3. Enter your password; you receive the MAILBOX Menu. RECORDING YOUR NAME AND PERSONAL GREETINGS You personalize your mailbox by recording your name and your own personal greetings. To record your name 1. Press [3] from the MAILBOX Menu; you receive the PERSONAL GREETINGS Menu: To record your mailbox greeting To record your personal busy greeting To record your name...
  • Page 20 4. When you finish recording, press [#]; you receive the END OF RECORD Menu: To review your recorded message To save your message To erase this message To add to this message To erase this message and record a new one 5.

  • Page 21: Changing Your Password

    greeting (if programmed) as an alternative to your mailbox greeting. • Callers hear your hold greeting if you put them on hold. CHANGING YOUR PASSWORD You receive your initial password from the system adminis- trator, but can change it at any time. You may also delete your password.

  • Page 22: Leaving Messages

    LEAVING MESSAGES LEAVING ORDINARY MESSAGES You can leave a message from inside or outside of your mailbox. To leave a message 1. From outside your mailbox, dial the emaGEN access code; you receive the emaGEN MAIN Menu: To leave a message To enter a mailbox To enter your mailbox [#][#]...
  • Page 23 To view a list of your messages To listen to your new messages To listen to your saved messages To leave a message for another mailbox To record personal greetings To set mailbox options To record a group message To undelete messages [7] * To review your future delivery messages [8] **...
  • Page 24 changed by the system administrator on a per user basis. 3.1 Enter the number of the first mailbox you wish to add to carbon record the message. You hear the CONFIRMATION menu: To confirm the mailbox To skip the mailbox To proceed with the operation To cancel the operation To end list...

  • Page 25: Leaving Special Types Of Messages

    To return to previous menu 7. Press [2]; your message is sent and you return to the MAILBOX Menu. NOTE If you hang up without pressing any key, your mes- sage is sent and you exit emaGEN. If you dial [1] you hear the message again and remain in the END OF RECORD Menu.
  • Page 26 another mailbox. (See Making Sure Messages Are Taken Care Of.) 3. Confirmation. If you tag a message for confirmation, you will receive a recorded announcement at the time the person to whom you sent the message listens to it: Your message to <name of recipient> on <date and time that you sent the message>...

  • Page 27: Managing Future Delivery Messages

    message. When you dial [ ], you return to the MAILBOX Menu if you are inside your mailbox, or to the MAIN Menu if you are outside your mailbox. To tag messages as ‘FUTURE DELIVERY’ 1. After dialing [4] from the MESSAGE ATTRIBUTES Menu, you are asked to enter the delivery month.

  • Page 28: Leaving A Message For A Group List

    announced and you hear a modified LISTEN Menu To repeat this message To save this message and play the next To erase this message and play the next To review current delivery time To modify delivery time To exit 2. Press [4]; you hear the date and time at which the mes- sage is to be sent.
  • Page 29 You can also define a list of mailboxes to which you want to send a specific message. Unlike your personal group list, which is permanent, this list is temporary and used only for the current message. Sending a message to such a list is called carbon record.
  • Page 30 You hear this option only if there are deleted messages which may still be recovered. You hear this option only if there are future delivery messages waiting in your mailbox. 2. Dial [5]; you hear a message: Please enter a system group list number, or pound for private group distribution.
  • Page 31 4. When you finish recording, press [#]; you hear the END OF RECORD Menu: To review your recorded message To confirm and save this message in the system To erase this message To add to this message To erase this message and record a new one To confirm and save this message with options...

  • Page 32: Receiving Messages

    RECEIVING MESSAGES LISTENING TO YOUR MESSAGES If there are any messages waiting for you in your mailbox, you hear a broken dial tone when you lift the handset. To listen to your messages 1. Enter your mailbox; you hear a recorded announce- ment telling you how many emaGEN messages are waiting for you, and then you are asked to enter your password.
  • Page 33 3. To listen to your messages, press [6]; the MESSAGE TYPE SELECTION Menu appears: To listen to your new messages To listen to your saved messages To listen to your future delivery messages To listen to your confirmation messages To listen to your indexed messages To listen to your email messages Fax messages 4.
  • Page 34 In such case, you listen to your new messages by pressing [1], and saved messages can be heard by pressing [6], while future delivery messages can be heard by pressing [8]. The LISTEN Menu is then played). If you dial [6] while listening to a message, you receive the MORE LISTEN OPTIONS Menu: To lower volume For normal volume...

  • Page 35: Changing A Saved Message To A New Message

    SELECTION Menu, you are informed how many of these were tagged ‘Urgent’ by the sender. ‘Urgent’ messages are played first and are prefixed by an 'URGENT!' announce- ment. Once a message has been heard, its classification changes to 'SAVED', and can be reheard by selecting [2] from the MESSAGE TYPE SELECTION Menu.

  • Page 36: Recovering A Message That You Have Deleted

    2. Press [9]; the message is repeated with its time tag and the mailbox from which it was sent. RECOVERING A MESSAGE THAT YOU HAVE DELETED If you delete a message, and then decide you require the message after all, it is possible -- within 1 to 365 days, as defined by the system administrator -- to recover it.
  • Page 37 recorded announcement: This message arrived from an outside party -- Please enter mailbox number. 2. If you dial [ ], the system continues playing your other messages. 3. If you do not know the number of the mailbox that called you, you can press [#] to access Directory Assistance.

  • Page 38: Copying Or Transferring A Message To Another Mailbox

    You hear the following menu: To call this number To send a reply message If you press [2], you are prompted to enter the mailbox number. At this point, you can press [9] to obtain Direc- tory Assistance and find out the number of the calling mailbox.
  • Page 39 from your mailbox. To copy or transfer a message, you must first be listening to it. 1. When you hear a message you want to copy or trans- fer, press [5] from the LISTEN Menu; You receive the COPY/SEND Menu: To keep this message and send a copy to another mailbox To transfer this message to another mail-...

  • Page 40: Carbon Copying Or Carbon Sending Amessage To Another Mailbox

    4. If you want to attach an annotation, see the next sec- tion, Message Annotation -- Adding your own com- ments. 5. Press [2]; emaGEN informs you that the message has been copied or sent to the appropriate mailbox or mail- box group;...
  • Page 41 box. To carbon copy or carbon send a message, you must first be listening to it. 1. When you hear a message you want to carbon copy or carbon send, press [5]; you receive the COPY/SEND Menu: To keep this message and send a copy to another mailbox To transfer this message to another mailbox To keep this message and send copies...

  • Page 42: Message Annotation

    5. Repeat step 3 for each mailbox to which you want to carbon copy or carbon send the message. 6. When the list is completed, dial [#]. Proceed as for sending a message to a group of mailboxes. MESSAGE ANNOTATION -- ADDING YOUR OWN COMMENTS You may want to add your own comments to a message that you are copying or transferring to someone else's...
  • Page 43 NOTE Just as you can record an annotation for a mes- sage to a single mailbox, so you can add an anno- tation to a group message. If you hang up while in the ANNOTATION Menu, your message nonetheless will be transferred or copied.
  • Page 44 To delete an annotation from a message • After recording the annotation, before saving it, press [3] in the END OF RECORD Menu. To change the annotation of a message 1. Press [5] while listening to either the annotation or the message itself;...
  • Page 45 ing the ANNOTATION Menu: • Dial [0] to repeat the ANNOTATION Menu options; • Dial [ ] to return to the COPY/SEND Menu; User Guide for all telephone sets...

  • Page 46: Indexing Your Messages

    INDEXING YOUR MESSAGES emaGEN offers you the possibility of tagging your saved messages, and sorting them into indices for future retrieval. This allows you to identify and access a specific message without having to first listen to all chronologically preceding messages. You can allocate your messages to your own Personal index, which can hsaved up to a maximum of 9 messages (tagged 1 to 9);...
  • Page 47 2. Press [8]; you hear the following message: Enter a message index number between 1 and 9, or dial pound for the System index. 3. Select a number between 1 and 9, for example 7, to tag the message as ‘7’ in your personal index; or dial [#];...
  • Page 48 You are then transferred to the LISTEN Menu. To remove a message from an index After retrieving and listening to the message you wish to remove from the index, you receive the MORE LISTEN OPTIONS Menu: 1. Dial [8]; you hear the following announcement: To remove identification tag, dial pound (#).

  • Page 49: Transferring Calls To Your Mailbox

    TRANSFERRING CALLS TO YOUR MAILBOX You can indicate that all incoming calls are to be received by your mailbox. When this feature is activated, callers are informed that you are not receiving calls, and are invited to leave you a message. To transfer incoming calls to your mailbox 1.

  • Page 50: Programmed Interview

    PROGRAMMED INTERVIEW If the system administrator has programmed this feature, it conducts a recorded interview with an outside caller. For example, the system administrator can program an interview that takes orders over the phone. The recorded interview questions might ask the customer her name and address, what product they want to order, what size, what color, etc.
  • Page 51 NOTE Your system administrator may program up to nine different interviews into the system. If there is more than one interview, the main opening greeting con- tains dialing instructions for accessing the different interviews. For example, To order a catalog item, dial [7].

  • Page 52: Foreign Language

    FOREIGN LANGUAGE ANNOUNCEMENTS emaGEN offers you the option of having your mailbox operate in languages other than English. If this option has been installed in your system your system administrator can program your mailbox so that you and people calling your mailbox have a choice of hearing announcements and instructions in up to ten different lan- guages.

  • Page 53: Advanced Emagen

    ADVANCED emaGEN SUBSCRIBER FEATURES This section contains a description of a number of more advanced mailbox features. If you prefer, each of these features can also be programmed for you by your system administrator, on the dedicated emaGEN Personal Com- puter.

  • Page 54: To Add Members To A List

    To delete a group list 1. From the MAILBOX OPTIONS Menu, press [6] to access the GROUP LIST Menu. 2. Press [3], then enter the number of the list you wish to delete. 3. Press [#]. 4. You are requested to confirm the deletion by entering [#], or to press [0] to exit.
  • Page 55 2. Press [4] to access the MEMBER OPTIONS menu; 3. Enter the number of the list, followed by [#]. 4. Press [1] to list the members of the list. 5. After all members of the list are read out, you are returned to the MEMBER OPTIONS menu.

  • Page 56: Emagen At A Glance

    emaGEN AT A GLANCE To enter your mailbox At your extension: 1. Enter the emaGEN access number; 2. Dial [#] twice; 3. Enter your password (if applicable). From another extension: 1. Enter the emaGEN access number; 2. Dial [#]; 3. Enter your mailbox number; 4.
  • Page 57 User Guide for all telephone sets...
  • Page 58 User Guide for all telephone sets...

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