07 - hospitality chapter 02duvoice.com/documents/manuals/frontde… · type setting, as discussed...

CHAPTER 2 MAILBOX ADMINISTRATION

IN THIS CHAPTER:

• Guest vs. Employee Mailboxes This section describes the differences between employee, guest and extended-stay guest mailboxes. Includes details on how to change a mailbox from one type to another.

• Add/Delete Mailboxes Learn how to add and delete a single mailbox or a range of mailboxes.

• Edit Mailboxes Learn how to configure each mailbox: turning features on and off, resetting the password, changing the extension number, and accessing personal mailbox options (such as greetings and personal notifications). Range programming of mailboxes is also covered.

• Mailbox Features Learn about the different mailbox features and how to enable and disable them. Features include: audiotext, message-only, subscriber type, interview, and the mailbox class of service.

• Mailbox Menus Learn how to program the one-touch menu associated with each mailbox.

• Master Distribution List Mailbox Learn how to assign the master distribution list privileges to a specific mailbox.

• Global Mailbox Options Learn how to review or change global mailbox-related configuration settings, such as number of digits in a mailbox number, minimum and maximum message lengths, etc.

Mailbox Administration -2

DuVoice System Reference Guide Chapter Two

Mailbox administration addresses voicemail and its many options. The illustration below depicts several of the mailbox options available.

Is the callanswered?

Typical Mailbox

Advanced MailboxFeatures

The Call isTransferred

to Bob’sExtension

Message leftin General

Sales MailboxRep.

• For Bob, press 1

• To have sales brochures

mailed to you, press 2

• To talk to an Operator, press 0

with any extension (perfect fortraveling salesmen or regionalrepresentatives).

This is a messageonly mailbox - it isnot associated with

To program theoptions, see MenuProgramming.

12

ABC

"Hi, this is Bob. Please leave amessage after the tone and I'llget back to you as soon as Ican."

No Key Pressed

BobMessage is

Left in Bob’sMailbox

NOYESCall is

Connected

Incoming Phone Call isDirected to the Sales

Department

This is an AudioTextmailbox - it does notrecord messages.Used in conjunction with

Menu Programming, it can routecallers to the correct destination.

Phone CallIncoming

Mailbox Administration Page 2-3


Guest vs. Employee Mailboxes

This section is relevant to hospitality systems only.

The VMS supports three different types of mailboxes: employee, guest (also called customer mailboxes) and extended stay guest. Employee mailboxes are full-featured mailboxes that support distribution lists and pager notifications as well as customizable personal greetings and passwords; they do not, however, support wakeup calls. Regular guest mailboxes do not allow the guest to change either the greeting or the password; a single generic greeting is used for all guest mailboxes and the password is always equal to the room number. They also do not support either distribution lists or notifications. They do support wakeup calls (if enabled) and allow guests to receive, save and delete messages. Extended stay mailboxes extend the feature set of guest mailboxes by adding support for a personal greeting and the ability to change the password. They also support the undelete messages feature.

Creating Mailboxes When creating individual mailboxes, the type of each mailbox is determined by the default mailbox type setting, as discussed under Set the Hospitality Options in Chapter 7, System Configuration. However, when creating a range of mailboxes, after you enter the end of the range the system will prompt you for the mailbox type (1 for employee, 2 for regular guest or 3 for extended stay guest). See the section on Adding a Range of Mailboxes, below, for more information.

Changing the Mailbox Type After a mailbox is created, you can easily change its type either individually or as part of a range using the steps described later in this chapter in the section Edit Mailbox.



Mailbox administration allows the system administrator to set up mailboxes, review the list of established mailboxes, edit mailbox settings, delete mailboxes and designate which mailbox can be used to create, edit and delete system distribution lists. The following flowchart demonstrates the basic steps for mailbox administration via touch-tone telephone.

7PRS

Edit aMailbox

Dial 97 to accessAdmin Mailbox

Enter Admin Password(9000 unless othewise changed)

Press 1 to accessMailbox Admin.

Press 2 for MainGreetings

+ Add aMailbox

ReviewList of

Mailboxes

List of Mailboxes will beread off in numerical order.

? ??

Enter Mailbox #

abc xyz

pdqtna

Press 3 forDirectory

Press 4 forSystem Admin.

9WXY

2ABC

3DEF

4GHI

1

? ??

Enter Mailbox #

? ??

Enter Mailbox #Delete aMailbox

5JKL

Set MasterDistribution

Mailbox

Navigation Hints:Press at any time to Exit

Press at any time for Help#

*Press to Cancel or Return

9WXY

0Oper

9WXY

0Oper

0Oper

2ABC

3DEF

4GHI

1Admin. Admin.

(Press # for range programming)

(Press # for rangeprogramming)

PersonalMailboxOptions

6MNO

See theUser Guide

SetMailbox

Extension5JKL 123

AudioText14GHI

SetMailbox

Features?

TOGGLE

TOGGLE

InterviewMailbox

5JKL

Urgent MessageFeature

6MNO

TOGGLE

MessageOnly

TOGGLE2

ABC

Change theSubscriber Type

3DEF

ResetMailbox

Password

ReviewMailboxSettings

MailboxMenu

1

2ABC

3DEF

Edit the

ReviewMailbox

Menu

EditMailbox

Menu

Copy aMailbox

Menu

ResetMenu toDefault

1

See MenuProgramming

Flowchart

3DEF

2ABC

4GHI

DistributionMailbox Feature

4GHI

TOGGLE

(Press # for rangeprogramming)

(Hospitality only)

(If at the main greeting,press only 1 star)* *

F2 or



Mailbox administration allows the technician to do everything the system administrator can do (add, edit, delete and review mailboxes, and set the master distribution list mailbox) as well as to configure the global mailbox options (such as the number of digits in a mailbox number).

Edit a

Mailbox

Enter Technician Password

(8000 unless othewise changed)

Press 1 to access

Mailbox Admin.

Press 2 for Main

Greetings

abcxyz

pdqtna

Press 3 for

DirectoryPress 4 for

System Admin.2

ABC3

DEF

0Oper

8TUV

0Oper

0Oper

1

Admin. Admin.

Set MasterDistribution List

Mailbox5

JKL

6MNO

Set GlobalMailboxOptions

Review

Mailbox List1

2ABC

3DEF

Add a

Mailbox

4GHI

5JKL

Press 5 forSystem Config.

?

4GHI

Delete aMailbox

Technician Only

Navigation Hints:Press at any time to Exit

Press at any time for Help#

*Press to Cancel or Return

9WXY

DistributionMailbox Feature4

GHI

Message-onlyFeature

2ABC

Change theSubscriber Type

3DEF

InterviewMailbox Feature

5JKL

Urgent MessageFeature

6MNO

Set Class ofService7

PRS

More Options8TUV

AudiotextFeature1

1 Call Screening

2ABC

Logging Options

4GHI

SetMailboxFeatures

1Set Number of

Digits in a MailboxNumber

Set Days UntilMessage Purge

Set MinimumMessage Length

2ABC

3DEF

Set MaximumMessage Length4

GHI

Set ReviewMessagesOptions

5JKL

*Screen Interface OnlyEdit the Mailbox

Translation Table*6MNO

TOGGLESay Name on

Entry to Backend2

ABC

1Change Saying

Time & DateWith Messages

*Screen Interface OnlyEdit a Class of

Service*7PRS

Change the MaxSilence Timeout*8

TUV

*Currently Unvoiced

(HospitalityOnly)

F2

(If at the main greeting,press only 1 star)* *

or

Dial 97 to access

Admin Mailbox9

WXY

7PRS



Review Mailbox List

℡ After you press 1 to review the mailbox list, the VMS will list all active mailboxes. To skip to a specific mailbox at any time, enter the mailbox number and the VMS will continue listing from there. If you enter a mailbox number that is not in use, the system will start listing from the first active mailbox subsequent to the number entered. Upon reaching the end of the list, the VMS will return to the Mailbox Administration menu.

In the screen interface, after you press 1 to review the mailbox list, the VMS will prompt you “For status report, press 1. To list mailbox numbers only, press 2.”

If you press 1 for the status report, the system will display a screen similar to the following: ┌──────────────┐ │ Mailbox List │ └──────────────┘ ┌───────────────────────────────────────────────┐ │ MBox New Saved A M I Class Type │ ├───────────────────────────────────────────────┤ │ 100 1 0 Y 1 1 │ │ 101 0 0 Y 1 1 │ │ 102 2 0 1 1 │ │ 103 0 0 Y 1 1 │ │ 104 0 0 1 1 │ │ 105 0 0 1 1 │ │ 106 0 0 1 1 │ │ 107 0 0 1 1 │ │ 108 0 0 1 1 │ │ 109 0 0 1 1 │ │ 110 0 0 1 1 │ │ 300 0 0 5 3 │ └───────────────────────────────────────────────┘ A = Audiotext M = Message Only I = Interview Type: 1=Employee, 2=Guest-Normal, 3=Guest-XStay To start listing at a different mailbox, enter the number To quit, press Esc; for next page, press ./# >

Figure 2-1 Mailbox Status Report



Review Mailbox List (continued) If you press 2 to list the numbers only, the system will instead display a screen similar to the following: ┌──────────────┐ │ Mailbox List │ └──────────────┘ 100 101 102 103 104 105 106 107 108 109 110 300 301 302 303 304 305 306 307 308 309 310 311 312 313 314 315 316 317 318 319 320 321 322 323 324 325 326 327 328 329 330 400 401 402 403 404 405 514 Press 1 continue, or Esc to cancel >

Figure 2-2 Mailbox List (numbers only)

Add Mailbox After you press 2 to add a mailbox, the VMS will respond with...

Please enter the mailbox number now, or press # to add a range of mailboxes.

Adding a Single Mailbox To add only one mailbox, enter the desired mailbox number. The VMS will verify the number entered and ask for confirmation.

To accept this mailbox number, press 1; to change it, press 2.

If you press 2 to change it, the system will again prompt you to enter the mailbox number to add. Once you accept a number, the system will create the mailbox and configure its features (using the default guest mailbox type on a hospitality system). When it is finished, it will confirm that the mailbox has been added and then return to the Mailbox Administration menu.

To change the default guest type, refer to the Set Hospitality Options section of Chapter 7, System Configuration.

Mailbox numbers should always match the user’s extension number, except in very unique circumstances.

Mailbox numbers should conform to the number of digits (2-4) specified in the system configuration since variable-length mailbox numbers will cause delays in system performance. For exceptions, please contact your authorized DuVoice reseller.

+



Adding a Range of Mailboxes To add a range of mailboxes, press # when the VMS prompts you to enter the mailbox number. It will then prompt you to enter the number for the beginning of the range and then for the end of the range. Once both numbers have been entered, the system will prompt for confirmation.

Once you accept a range, the system will prompt: Please select the mailbox type to add. For employee mailboxes, press 1. For customer mailboxes, press 2. For extended stay mailboxes, press 3.

Select the type of mailbox to create; pressing * will cancel the entire operation. Finally, the VMS will warn you that the process may take awhile and to stay on the line; it will then create each mailbox (and menu) in the specified range that does not already exist. When finished, it will verify the number of mailboxes added and return to the Mailbox Administration menu.

Only the first 500 mailboxes created will have associated one-touch menus.

The VS Ensemble is limited to a maximum of 500 mailboxes.

Edit Mailbox After you press 3 to edit a mailbox, the VMS will respond with...

Please enter the mailbox number now. Or press # to enter a range of mailboxes.

Editing a Single Mailbox Enter the number of the mailbox to be edited; the VMS will confirm the mailbox entry, and then list the following menu of options for editing the mailbox:

To Review the Mailbox Settings, Press 1.

To Reset the Mailbox Password, Press 2

To Edit the Mailbox Menu, Press 3

To Set the Mailbox Features, Press 4.

To Change the Extension, Press 5.

To Access the Personal Mailbox Options, Press 6.

Review Mailbox Settings After you press 1 to review the mailbox settings, the VMS will list all the settings for the mailbox (the extension number, the status—on or off—of each of the mailbox features, and the number of new and saved messages).



Reset Mailbox Password For security reasons, the VMS will not announce the user's password to the administrator. However, should a user forget his or her password—or the mailbox be assigned to a new user—this option may be used to reset the password. The default password for any mailbox is the mailbox number itself. This way the mailbox user is always aware that his or her mailbox has been compromised. After you press 2 to restore the original password, the VMS will reset the password, then respond with…

Your new password is <MAILBOX NUMBER>.

The VMS will then return to the Edit a Mailbox menu.

Edit the Mailbox Menu Mailbox menus provide one-touch call routing options, allowing callers to re-route their calls by pressing a single key during the mailbox greeting. After you press 3 to edit the mailbox menu, you can review, edit, copy over or reset the menu associated with the mailbox currently being edited.

Please refer to Chapter 3—Menu Programming for a more thorough discussion of editing a menu.

Set Mailbox Features There are several features (or properties) that define and control the behavior of a given mailbox. Many of these features may be assigned on a per-mailbox basis, while others are controlled by the mailbox’s class and type (which are themselves assignable on a per-mailbox basis). After you press 4 to set the mailbox features, the system will provide the following menu of options:

To turn on (off) the audiotext feature, press 1.

To turn on (off) the message-only feature, press 2.

To set the subscriber type, press 3.*

To turn on (off) the distribution mailbox feature, press 4.

To turn on (off) the interview feature, press 5.

To turn on (off) urgent message, press 6.

To change the class of service, press 7.

For more options, press 8. *Only available on hospitality systems.

?



The Audiotext Feature An audiotext mailbox does not take messages. Callers will hear the announcement for the mailbox, but will not be able to leave messages. The audiotext feature is useful for passing routine information to callers, thereby relieving company employees from simple but time consuming tasks, such as giving directions to the office or listing job information. It can also be used to present callers with a menu of options by recording the mailbox greeting to list the options and programming the mailbox menu to carry them out.

Only the first 500 mailboxes created have menus associated with them.

Any mailbox may use the audiotext feature. Once you have enabled the audiotext feature for a mailbox, you will need to record a personal greeting as an "announcement" for the caller. You may do this by returning to the Edit a Mailbox menu and pressing 6 to access the personal mailbox options.

For more on Personal Mailbox Options, please refer to the User Guide.

After you press 1 to turn the audiotext feature on (or off), the system will confirm the feature is now on (or off) and return to the Set the Mailbox Features menu. The default setting is off.

The Message-Only Feature

Message-only mailboxes do not ring extensions or turn on MWI lights for new messages.

The message-only feature is used for mailboxes with no extension numbers. Such mailboxes are commonly used for sales people, route drivers and other off-premise employees, vendors and customers who do not have their own telephone extension. Any mailbox that has no extension should use the message-only feature. After you press 2 to turn the message-only feature on, the VMS will confirm that the feature is now on and then return to the Set the Mailbox Features menu. When turning the feature off, the VMS will restore the extension number for the mailbox, assigning it the same number as that of the mailbox. The system will then confirm that the feature is now off and return to the Set the Mailbox Features menu. By default, the message-only feature is off.



The Subscriber Type The subscriber type is used to configure mailboxes for use by employees, guests or extended stay guests; it also allows the administrator to easily identify which category a mailbox belongs to. In combination with the class of service, the subscriber type controls which menu options are available to the user (i.e., for reviewing messages, personal mailbox options, etc.) and how the mailbox is handled by the system (e.g., transfers to guest extensions from the main menu may be blocked). After you press 3 to change the subscriber type, the system will provide the following three options:

To set this as an employee mailbox, press 1.

To set this as a regular customer mailbox, press 2.

To set this as an extended-stay customer mailbox, press 3.

Select the desired subscriber type and the system will reconfigure the mailbox, then return to the Set the Mailbox Features menu.

When changing the subscriber type, the system will also change the class of service: employee mailboxes are set to COS 1; customer mailboxes (of either type) are set to COS 5.

The Distribution Mailbox Feature A distribution mailbox serves as a conduit for distributing copies of a message—whether left by an internal user or an outside caller—to multiple recipients in a simple and convenient manner, and without retaining a copy of the message itself. By default, the distribution mailbox feature is off. For the distribution mailbox to operate correctly, the administrator or user must first access the mailbox and build personal distribution list 1 (refer to the User Guide for details). The distribution mailbox feature uses this distribution list to identify the recipient mailboxes. If the list does not exist, the message will remain in the distribution mailbox itself; otherwise, the message will be converted to a distribution list message and copied to all valid mailboxes in the list, after which the original copy will be deleted.

A distribution mailbox cannot send a message to any other distribution mailbox, including itself. If any such mailbox is found in distribution list 1, the distribution process will skip that mailbox and will not send a copy of the message to it.

The above restriction is required in order to avoid the possibility of an infinite loop, wherein the mailbox forwards a message to itself, which it then forwards to itself again, and so on until the hard drive fills up and the system crashes. Likewise, since one distribution mailbox does not know the recipients in another distribution mailbox’s list, allowing distribution mailboxes to forward to each other could also result in a loop where one mailbox forwards to another, which forwards back to the first, and so on until, again, the hard drive is full and the system crashes. Consequently, distribution mailboxes are simply not allowed to forward to other distribution mailboxes. After you press 4 to turn on (or off) the distribution mailbox feature, the system will confirm that it is now on (or off) and then return to the Set the Mailbox Features menu.



The Interview Mailbox Feature An interview mailbox differs from a regular mailbox in that more than one greeting is played during a call, usually with an opportunity for the caller to record a response after each greeting is played. All responses are then concatenated together into a single message before being saved in the mailbox. Where a normal mailbox only plays a single greeting—whichever is set as active—the interview mailbox plays all of its greetings in numerical order. For an interview mailbox, the ten potential greetings (zero through nine) are divided into three types: introduction, question, and conclusion. The introduction, if recorded, is always played first and is intended to hold any initial remarks or instructions that are likely to remain fairly constant even if the questions change. The introduction is followed immediately by the first recorded question (if any); no opportunity to record a response is provided after the introduction is played. Greetings one through eight comprise the questions. Each question is played in numerical order, followed by an opportunity for the caller to record a response. After the last question has been played, and responded to, the entire set of responses will be concatenated together into a single message and played back to the caller for verification. After the caller has accepted the responses, the conclusion (if recorded) will be played. This greeting is intended for final remarks or instructions that require no recorded response. After the conclusion is played, the caller will be given the normal menu options for sending the message. The mailbox owner may then review the message—containing all of the caller’s responses concatenated together—in the normal manner.

When the interview feature is enabled, all existing greetings are retained. When it is disabled, all greetings are deleted.

After you press 5 to turn the interview feature on (or off), the VMS will confirm that it is now on (or off) and will then return to the Set Mailbox Features menu. The default setting is off.

The Urgent Message Feature When the urgent message feature is enabled for a mailbox, callers leaving a message in that mailbox will be given the option to mark their message as urgent. Then, when the user reviews his or her new messages, the urgent messages will be played first and will be identified to the user as being urgent messages. The default setting is on. After you press 6 to turn the urgent message feature on (or off), the VMS will confirm that it is now on (or off) and will then return to the Set Mailbox Features menu.

The Class of Service Feature The class of service (COS) controls the basic operation of the mailbox, defining both required features and permitted features. Required features are options that, when enabled, are immediately in effect for all mailboxes using the given COS. An example would be the transfer type. Permitted features are options that, when enabled, allow a mailbox to use the feature but do not automatically enable it. These features are enabled on a per-mailbox basis either directly from the Set Mailbox Features menu or indirectly by setting the mailbox type (on hospitality systems). Examples include: urgent messaging, distribution mailbox, and call screening, among others.



The Class of Service Feature (continued) The VMS currently provides six pre-defined classes of service.

COS 1 – General User Default

This class is the most commonly used COS and is used by default when creating mailboxes on business systems and employee mailboxes on hospitality systems. It is set to use the default transfer type (which is set when you install the switch integration) and permits mailbox greetings, a password, urgent messaging, message undeletion and the distribution mailbox feature. It does not permit call screening.

COS 2 – General User Supervised

This class is identical to COS 1 except that it is set to use supervised transfers.

COS 3 – General User Screening

This class is essentially the same as COS 1 except that it is set to use semi-supervised transfers and permits call screening.

COS 4 – Guest

This class is the original guest COS and is now obsolete. Use COS 5 instead.

COS 5 – Extended Stay Guest

This class is the same as COS 1 except that it does not permit urgent messaging or the distribution mailbox feature. It is used when creating guest and extended-stay guest mailboxes on hospitality systems. Note: although regular guest mailboxes do not allow user-settable passwords or personal greetings, these restrictions are handled by setting the subscriber type, not by changing the COS settings. The COS permits greetings and passwords; the subscriber type enables/disables those items.

COS 6 – Record Conversation

This is a special-use COS that configures the mailbox to immediately record without playing a greeting, without playing a beep before the record, and without playing any prompts after the recording is ended. Further, it ignores the standard limitations on silence timeout and message length, and will also ignore touch-tones while recording (ending only on disconnect). All other settings are the same as those in COS 1.

When using COS 6 in its default configuration, it is critical that the switch provide a positive disconnect (e.g., loop current drop). Otherwise, the port may remain offhook indefinitely.

After you press 8 to set the class of service, the VMS will prompt…

The current setting is <NUMBER>. To accept this, press 1. To change it, press 2.

Press 2 to change it, and the VMS will state:

Please enter the number now. The valid range is from 1 to <NUMBER>.

If you are using the screen/keyboard interface, you will see a descriptive tag next to each class number; this information is not available in the touch-tone interface, however. After you enter and accept a valid class of service number, the VMS will return to the Set Mailbox Features menu.



More Options The additional mailbox features listed under More Options are only accessible by the technician. At the administrator password-level, this menu will not be available. If you select 8 for more options, the system will prompt:

To turn on (off) call screening, press 1.

To set the logging options, press 2.

The option to turn call screening on or off will only be made available if the class of service allows it.

Call Screening

When a mailbox is configured to use call screening, all transfers to that mailbox’s extension will employ supervised transferring. Further, before the extension is dialed, the system will prompt the caller to record his or her name. After the name is recorded, the system will dial the extension, then employ call progress analysis to determine if the line is busy or ringing. If the line is busy, the call will automatically be routed to the mailbox to leave a message. If the line is ringing, the system will wait a certain number of rings (or a certain amount of time) to see if the line is answered. If there is no answer, the caller will be put into the mailbox to leave a message, just as if the line were busy. If, however, the system detects that the line was answered, it will announce the caller to the called party by playing “Call from…” followed by the name recording it just had the caller record. It will then give the called party the opportunity to accept the call or send it to voice mail. If the person accepts the call, then the transfer is completed; otherwise, the caller is shunted to the mailbox to leave a message. After you press 1 to turn call screening on (or off), the system will announce that the feature is now on (or off) and then return to the More Options menu.

Logging Options

Occasionally, it may be useful to enable certain types of logging on a per-mailbox basis for debugging purposes. Currently, the VMS only supports message logging on a per-mailbox basis. After you press 2 to set the logging options, the system will prompt…

To turn on (off) message logging, press 1.

Message logging is used to trace the movement of a message through the system, including: when it is recorded, when it is sent (saved), when the MWI process is completed, when the message is reviewed and deleted, saved, forwarded or replied to, when it is undeleted, and so on. Due to the sheer amount of information that may potentially be logged for any given message, it is not recommended that message logging be left on indefinitely. It should only be used as an aid in debugging if there is reason to suspect message-related problems in a given mailbox. After you press 1 to turn on (or off) message logging, the system will confirm that it is now on (or off) and then return to the Set the Logging Options menu.



Set Mailbox Extension After you press 5 to change the mailbox extension, the VMS will state the current extension number and ask for confirmation. If you choose to change it, the VMS will prompt you to enter the new number. After you enter the number, the VMS will state the new number and again give you the chance to accept or change it. Once you have accepted the setting, the system will return to the Edit a Mailbox menu.

A mailbox may have an extension number that differs from its mailbox number. Please note: the message-waiting light process uses the extension number when turning the light on or off.

Access Personal Mailbox Options Selecting this option takes you into the Personal Mailbox Options menu for the mailbox being edited. This allows you to review and record the personal greeting for the mailbox, record the mailbox tag (name recording), and change other settings. Please see the User Guide.

The password can only be changed via the subscriber menu of the mailbox.

Editing a Range of Mailboxes When the system prompts you to enter the mailbox number to edit, press # to indicate that you wish to edit a range of mailboxes. The system will then prompt you to enter the beginning and ending numbers of the range to be edited, after which it will confirm your entries…

Edit mailboxes starting at <NUMBER> and ending at <NUMBER>. To accept this, press 1. To change it, press 2.

If you press * to cancel, you will be returned to the Mailbox Administration menu. If you press 2 to change the range of mailboxes, the system will again prompt you for the beginning and ending mailboxes. Once you accept a range, the system will provide the following menu of options:

To set the audiotext flag, press 1.

To set the message-only flag, press 2.

To set the class of service, press 3.

To reset the extension numbers, press 4.

To change the mailbox type, press 8.

Set the Audiotext Flag After you press 1 to set the audiotext flag, the system will prompt:

To turn on the audiotext feature, press 1.

To turn off the audiotext feature, press 2.

Select either option—on or off—and the system will then announce: This may be a lengthy operation. Please hold on the line.

After cycling through and changing the audiotext flag for each valid mailbox in the range, the system will announce how many mailboxes were edited, then return to the Edit a Range of Mailboxes menu.

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Set the Message-Only Flag After you press 2 to set the message-only flag, the system will prompt:

To turn on the message-only feature, press 1.

To turn off the message-only feature, press 2.

Select either option—on or off—and the system will then announce: This may be a lengthy operation. Please hold on the line.

After changing the message-only flag for each valid mailbox in the range, the system will announce how many mailboxes were edited, then return to the Edit a Range of Mailboxes menu.

Set the Class of Service After you press 3 to set the class of service, the system will prompt:

Please enter the class of service number now. The valid range is from 1 to <NUMBER>.

You will need to know which COS number you wish to use. Enter that number (it must fall within the specified range) and the system will announce:

This may be a lengthy operation. Please hold on the line.

After cycling through and changing the COS for each valid mailbox in the range, the system will announce how many mailboxes were edited, then return to the Edit a Range of Mailboxes menu.

In the screen interface, after you press 3 to set the class of service, the system will display a box listing the currently defined classes—showing the COS number, a brief descriptive name, and the transfer type used by the class. This will make it easier to decide which COS number to select. If not all defined classes are shown, you may press # to view the next ‘page’ of classes.

Reset the Extension Numbers This option allows you to make a uniform modification of extension numbers across a range of mailboxes. After you press 4 to reset the extension numbers, the system will prompt:

To use the mailbox number only, press 1.

To add an amount to the mailbox number, press 2.

To subtract an amount from the mailbox number, press 3.

Select either 2 or 3 and the system will prompt:

Enter the translation amount, followed by pound.

After you enter the amount and press # to signify that you are finished—or if you chose option 1 to use the mailbox number only—the system will announce:


After cycling through and changing the extension for each valid mailbox in the range, the system will announce how many mailboxes were edited, then return to the Edit a Range of Mailboxes menu.

Because message-only mailboxes are marked by having their extensions set to 0, the system will skip over any message-only mailbox in the range and will not change its extension.



Change the Mailbox Type After you press 8 to change the mailbox type, the system will prompt:

For employee mailboxes, press 1.

For customer mailboxes, press 2.

For extended stay mailboxes, press 3.

Select the mailbox (subscriber) type you wish to use for all mailboxes in the selected range and the system will announce:


After changing the mailbox subscriber type for each valid mailbox in the range, the system will announce how many mailboxes were edited, then return to the Edit a Range of Mailboxes menu.

Delete Mailbox After you press 4 to delete a mailbox, the VMS will respond with...

Please enter the mailbox number now, or press # to delete a range of mailboxes.

All messages, directory entries and greetings will be lost when a mailbox is deleted. Check for important messages before deleting it.

Deleting a Single Mailbox Enter a valid mailbox number. The VMS will then confirm entry of the correct mailbox:

To accept this, press 1; to change it, press 2.

Once you have accepted a mailbox number, the VMS will delete all aspects of the mailbox. When finished, it will confirm deletion of the mailbox and return to the Mailbox Administration menu.

Deleting a Range of Mailboxes As with Adding a Range of Mailboxes, the VMS will first prompt you to enter the mailbox number of the beginning of the range, then for the end of the range, and then will confirm both numbers. Once you have accepted a range, it will warn you that the process may take awhile and to stay on the line, and will then proceed to delete each mailbox in the range. When finished, the VMS will state the number of mailboxes deleted and then return to the Mailbox Administration menu.

Set Master Distribution List Mailbox The Master Distribution List Mailbox is the one mailbox in the system that has the privilege of creating, editing and deleting system-wide distribution lists. System distribution lists are “visible” to—and, therefore, can be used from—any mailbox in the system (except on hospitality systems—only employee mailboxes can use distribution lists). They may be assigned any number between 10 and 99 (the range 0-9 is reserved for personal distribution lists that are only accessible to the mailbox in which they are created).



Set Master Distribution List Mailbox (continued) After pressing 5 to set the master distribution list mailbox, the VMS will state which mailbox currently has the privilege and will then give you the chance to accept or change it.

The current setting is…<MAILBOX NUMBER> -or- The current setting is no mailbox.

To accept this, press 1; to change it, press 2

If you choose to change it, the VMS will prompt you for a mailbox number. Please enter the mailbox number now.

After you enter and accept a valid mailbox number, the VMS will return to the Mailbox Administration menu.

Set Global Mailbox Options The global mailbox options are those settings that affect all mailboxes in the system (e.g., the number of digits in a mailbox number). After you press 6 to set the global mailbox options, the VMS will respond with…

To set the number of digits in a mailbox number, press 1

To set the days until message purge, press 2

To set the minimum message length, press 3

To set the maximum message length, press 4

To set the review messages options, press 5

To edit the mailbox translation table, press 6*

To edit a class of service (COS), press 7* *Accessible only in the screen interface

There is also an unvoiced option… To set the maximum silence timeout, press 8

Set Number of Digits in a Mailbox Number The number of digits in a mailbox number (2, 3, or 4) is automatically set when you select a switch integration, and is generally set to match the number of digits in an extension number. In most cases, this setting should not be changed, as the integration modules are designed to configure the system for maximum performance with a given telephone switch. If, however, you should need to change this setting, use the following steps. After you press 1 to set the number of digits in a mailbox number, the system will prompt…

The number of digits in a mailbox is <NUMBER>. To accept this, press 1; to change it, press 2.

Press 2 to change it and the VMS will respond with…

Please enter the number of digits in a mailbox

Enter a number between 2 and 4. The VMS will ask for confirmation. Once you have accepted the setting, the VMS will return to the Set Global Mailbox Options menu.



Set Days Until Message Purge This setting governs the length of time new and saved messages may remain in the system before being purged. The default setting is 30 days. As there is a limited amount of recording time in the system, the VMS may run out of recording space if users do not delete their messages in a reasonable amount of time after listening to them. The standard system comes with at least 120 hours of recording time. The message purge feature will automatically delete any messages older than the number of days specified in this setting. It is part of the maintenance routine that is run each night, and works by comparing the date and time when the message was created with the current system date and time. After you press 2 to set the days until message purge, the VMS will respond with…

The current setting is <NUMBER> days. To accept this, press 1; to change it, press 2.

Press 2 to change it and the VMS will respond with…

Using two digits, please enter the number of days before automatic message purge.

Once you enter and accept a setting, the system will return to the Set Global Mailbox Options menu.

Set the Minimum Message Length This setting is important when a caller decides not to leave a message and hangs up after the VMS has already started recording. By setting the minimum message length, short silence and line noise will not be recorded as a message if the caller hangs up before the minimum time has been exceeded. Any messages shorter than the minimum are ignored by the system. This prevents users from responding to a message waiting light and finding only silence. The default setting is 2 seconds. After you press 3 to set the minimum message length, the VMS will respond with…

The current minimum message length is <NUMBER> seconds.

To accept this, press 1; to change it, press 2.

Press 2 to change it and the VMS will prompt…

Please enter the minimum message length in seconds.

The valid range is 0 to 9 seconds. Once you have entered and accepted a setting, the VMS will return to the Set Global Mailbox Options menu.

Set the Maximum Message Length This setting limits the length (in minutes) of a message recording. It can be important when recording space is at a premium (you may need to purchase more storage if the system is constantly short of time). It may also be important if the switch does not indicate to the VMS that the caller has hung up, and the VMS continues to record line noise. The VMS has several ways of telling that a caller has hung up, but not all switches provide this information accurately. The default setting is 5 minutes. After you press 4 to set the maximum message length, the VMS will respond with…

The current maximum message length is <NUMBER> minutes.

To accept this, press 1; to change it, press 2

Press 2 to change it and the VMS will prompt…

Please enter the maximum message length in minutes.

The valid range is 1 to 99 minutes. Once you have entered and accepted a setting, the VMS will return to the Set Global Mailbox Options menu.



Set the Review Messages Options After you press 5 to set the review messages options, the VMS will respond with…

To change saying time and date with messages, press 1

To turn on (off) saying name on entry to backend, press 2

Say Time and Date With Messages This setting determines if the date-time stamp is played before or after each message during message review, or not at all. The default setting is off. After you press 1 to change saying time and date with messages, the VMS will review the current setting and ask for confirmation…

The current setting is off. To accept this, press 1; to change it, press 2.

If you press 2 to change it, the VMS will list the available options…

To say time and date before messages, press 1.

To say time and date after messages, press 2.

After you select either 1 or 2, the VMS will restate your selection and again ask for confirmation. If you decided to change it, the VMS would give you a slightly different set of options. For example, if you had selected option 1 above, to say time and date before messages, and then decided to change it, the VMS would then prompt…

To say time and date after messages, press 1.

To turn off saying time and date with messages, press 2.

You could then choose one of these options, or press * to cancel. No selection will be saved until

you press 1 to accept it when the VMS asks for confirmation. After you have accepted a setting, the VMS will return to the Set the Review Messages Options menu.

Say Name on Entry to Backend If this setting is enabled, the VMS will play the name recording each time the user accesses the backend of his or her mailbox (to listen to messages, send messages, etc.) before announcing the number of new and saved messages. If there is no recording, the VMS will say “Mailbox <NUMBER>” instead. When the setting is disabled, the VMS will just skip directly to announcing the number of new and saved messages. The default setting is off. After you press 2 to turn it on (or off), the VMS will confirm that saying name on entry to backend is now on (or off), and will then return to the Review Messages Options menu.

Edit the Mailbox Translation Table

The Edit the Mailbox Translation Table option is only available in the screen interface. You cannot edit the translation table using the touch-tone menus.

The mailbox translation table provides a way to translate from one range of numbers to another range of numbers. For example, on some hospitality systems, each room may have two separate extensions: one in the range 100-199 and the other in the range 7100-7199. Since you want both extensions to leave messages in the same mailbox, you could add an entry in the mailbox translation table to translate numbers in the range 7100-7199 to mailboxes in the range 100-199.



Edit the Mailbox Translation Table (continued)

Mailbox translation occurs only on integrated calls; if you type # or * at the main menu and then enter a mailbox number, that number will not be translated.

Because mailbox translation only occurs on integrated calls, you should carefully consider all the ramifications before employing the mailbox translation table. Keep in mind that mailbox translation (or reverse translation) will not automatically take place when a user attempts a transfer from within the system or when the system initiates the MWI process to light message waiting lamps. Nor does such translation automatically occur when the VMS is communicating with the PMS. In many cases, the MWI process and transferring issue can be resolved by changing the extension numbers for the range of mailboxes involved (see the “Editing a Range of Mailboxes” section earlier in this chapter). However, it should be noted that changing the extensions will not affect PMS communications; the VMS will still expect the room numbers contained in messages from the PMS to match up with mailbox numbers in the VMS. After you press 6 to edit the mailbox translation table, a screen similar to that shown in Figure 2-1 will be displayed. Notice that each record defines a separate mailbox translation range, with a starting mailbox number, an ending number, and a translation amount (which may be either positive or negative). ┌───────────────────────────┐ │ Mailbox Translation Table │ └───────────────────────────┘ ┌─────────────────────────────────────────────────┐ │ REC# RANGE START RANGE END TRANS AMT │ ├─────────────────────────────────────────────────┤ │ 1 0 0 0 │ │ 2 0 0 0 │ │ 3 0 0 0 │ │ 4 0 0 0 │ │ 5 0 0 0 │ └─────────────────────────────────────────────────┘ 1 - Edit an entry 2 - Add an entry 3 - Delete an entry #/. - Next Page Press * or Esc to Cancel Command >

Figure 2-3 Mailbox Translation Table



Edit the Mailbox Translation Table (continued) As shown in Figure 2-3, you may either add, edit or delete an entry in the database, or you may press # to display the next five entries or * to cancel and return to the previous menu.

Edit an Entry

Press 1 to edit an entry and you will be prompted to enter the number of the entry to edit. The valid range depends on what range of entries is currently displayed. After you enter a valid entry number, a screen similar to Figure 2-2 will be shown. ┌───────────────────┐ │ MBT Edit Record 1 │ └───────────────────┘ ┌─────────────────────────────────────────────────┐ │ REC# RANGE START RANGE END TRANS AMT │ ├─────────────────────────────────────────────────┤ │ 1 0 0 0 │ └─────────────────────────────────────────────────┘ 1 - Edit start of range. 2 - Edit end of range. 3 - Edit translation amount. 4 - To SUBTRACT the amount. Press * or Esc to Cancel Command >

Figure 2-4 Edit a Mailbox Translation Table Record To enter the mailbox range to be translated, press 1 to edit the start of the range and then enter the

starting mailbox when prompted. Then, press 2 to edit the end of the range and enter the ending mailbox number when prompted. Please note that the ending mailbox number must be a higher number than the starting mailbox number. Next, press 3 to edit the translation amount and, when prompted, enter the amount; you do not need to enter a negative sign if you’re subtracting the amount—that will be taken care of in the next step. Finally, to toggle between adding and subtracting the translation amount, press 4. Each time you

press 4, the setting will be toggled from ADD to SUBTRACT (or vice-versa) and a minus sign will appear (or disappear) next to the translation amount as displayed in the table. Once the entry is edited to your satisfaction, press * to return to the previous menu. If you want to

get rid of the entry you just made, simply press * to back up to the previous menu, then use option

3 to delete an entry and enter the record number you just edited.



Edit the Mailbox Translation Table (continued)

Add an Entry

From the Mailbox Translation Menu, press 2 to add an entry to the database. When you choose this option, the system will automatically select the first empty record in the database (that is, the first record in which the starting and ending mailboxes are both set to zero). You will then see a series of prompts displayed on the bottom line of the screen. The first prompt asks you to enter the beginning of the range. Enter the mailbox number (you can press # or . when finished). You will then be prompted to enter the end of the range. The third prompt is to enter the translation amount. Finally, the last prompt is “To add the amount, press 1. To subtract the amount, press 2.” Press the appropriate key and the system will then display, in the first available record, the entry you just added.

Delete an Entry

From the Mailbox Translation Menu, press 3 to delete an entry from the database. The system will prompt you to enter the record number to delete. Enter the record number. The system will then reset that record so that all values are zeros, which indicates the record is not in use.

Go to Next Page In the Mailbox Translation Menu screen, you will see only five database entries (ranges) displayed at a time, starting with records 1 to 5. To display the next “page” of entries (e.g., records 6 to 10), press either # or . and the system will refresh the screen to show the next five entries. You can keep

pressing # or . until the end of the database is reached, at which point the system will return to the

Global Mailbox Options menu. You can also press * at any time to return to the Global Mailbox Options menu.

Edit a Class of Service

The Edit a Class of Service option is only available in the screen interface. You cannot edit a COS using the touch-tone menus.

As noted earlier in this chapter, the Class of Service (COS) defines much of a mailbox’s behavior and controls what options are available to the user in the user menu. The VMS comes with six pre-defined classes of service (see the section Set the Class of Service, above, for descriptions of each COS). In most cases, the default classes of service are sufficient (on business systems: COS 1 for all mailboxes; on hospitality systems: COS 1 for employee mailboxes and COS 5 for both regular and extended stay guest mailboxes). Occasionally, a particular site may require either that one of the default classes be modified or that a new COS be defined. The Edit a Class of Service option allows you to do both. After you press 7 to edit a class of service, the system will display a screen similar to the following (details may differ if the classes have been previously edited):



Edit a Class of Service (continued) ┌───────────────────────┐ │ Edit Class of Service │ └───────────────────────┘ ┌─────────────────────────────────────────────────────────────┐ │ COS# NAME/DESCRIPTION XFR TYPE REQUIRED PERMITTED │ ├─────────────────────────────────────────────────────────────┤ │ 1 USER - DEFAULT 0 28946 │ │ 2 USER - SUPERVISED supervised 0 28944 │ │ 3 USER - CALL SCREEN semi-super 0 28945 │ │ 4 GUEST - BASIC blind 0 16400 │ │ 5 GUEST - EXTND STAY blind 0 28688 │ └─────────────────────────────────────────────────────────────┘ 1: Edit a class of service 2: Add a new class of service Press . (or #) for the next page Press Esc (or *) to Cancel Command >

Figure 2-5 List of Classes to Edit Only the first five classes will be displayed initially; to see other classes (if any), press # or . to view the next page. Each page will display up to five COS definitions. As shown in Figure 2-5, each COS consists of five fields. The class number is used when assigning a COS to a mailbox, while the class name provides a short, descriptive identifier intended purely as an aid to the technician. The transfer type identifies which type of transfers the COS supports. The required flags field is a bit field indicating the status of certain features which the mailboxes either must or must not employ (i.e., the COS either enables or disables the feature). Similarly, the permitted flags field is a bit field indicating the state of certain features the mailboxes may or may not employ (i.e., the COS either permits or denies the feature; for each permitted feature, the mailbox may either enable or disable the feature). Note: Due to screen space constraints (maximum of 80 characters per line), the binary bit fields used for the required flags and permitted flags are translated into decimal numbers before being displayed on-screen. That is why the numbers may appear arbitrarily large (such as those shown in Figure 2-5). When you edit a COS, you will have the option of viewing a separate screen showing the exact status of all flags represented by those bit fields.



Edit a Class of Service (continued)

Edit a COS

Press 1 to edit a COS and the prompt at the bottom of the screen will change to ask for the record number. Enter the number of the COS to be edited and a screen similar to the following will appear: ┌────────────┐ │ Edit COS 1 │ └────────────┘ ┌─────────────────────────────────────────────────────────────┐ │ COS# NAME/DESCRIPTION XFR TYPE REQUIRED PERMITTED │ ├─────────────────────────────────────────────────────────────┤ │ 1 USER - DEFAULT 0 28946 │ └─────────────────────────────────────────────────────────────┘ Note: REQUIRED and PERMITTED are bit flag settings. To see the actual options, press 2 or 3 to edit the flags. 1: Change transfer type. 2: Edit the required flags. 3: Edit the permission flags. Press Esc (or *) to Return to the Previous Menu. Command >

Figure 2-6 Edit a Class of Service

Change Transfer Type

Press 1 to change the transfer type and the following menu will be displayed: ┌──────────────────────┐ │ Change Transfer Type │ └──────────────────────┘ 0: No transfers. 1: Blind transfers. 2: Supervised transfers. 3: Semi-supervised transfers. 4: Confirmed transfers. 5: Semi-confirmed transfers. Press Esc (or *) to cancel and return Select a transfer type >

Figure 2-7 Change Transfer Type Select the transfer type you wish to assign to this class and the system will make the change and then return to the Edit COS screen shown in Figure 2-6.



Edit a Class of Service (continued)

Edit the Required Flags

The required flags identify those features that a COS enables or disables for all mailboxes using that COS. Press 2 to edit the required flags and a screen like the following will be displayed: ┌─────────────────────┐ │ Edit Required Flags │ └─────────────────────┘ ┌───────────────────────────────────────┐ │ Class : 1 : USER - DEFAULT │ ├───────────────────────────────────────┤ │ Use Alternate MWI Strings : NO │ │ Use Alternate Transfer Strings : NO │ │ Skip Mailbox Greeting : NO │ │ Disable Record Beep : NO │ │ Ignore Tones During Rec : NO │ │ Ignore Silence During Rec : NO │ │ Ignore Max Msg Length : NO │ └───────────────────────────────────────┘ 1: Toggle Using Alt MWI Codes. 2: Toggle Using Alt Xfr Codes. 3: Toggle Skip Greeting. 4: Toggle Disable Record Beep. 5: Toggle Ignore DTMF During Record. 6: Toggle Ignore Silence During Rec. 7: Toggle Ignore Max Message Length. Press Esc (or *) to Return to the Previous Menu. Command >

Figure 2-8 Edit Required Flags Use Alternate MWI Strings. When enabled, a mailbox using this COS will use the alternate MWI codes by default when turning message waiting lamps on or off. Use Alternate Transfer Strings. When enabled, a mailbox using this COS will use the alternate transfer codes when transferring to the mailbox’s extension.

To review or edit either the alternate MWI codes or the alternate transfer codes, refer to the section: Set the MWI Strings in Chapter 7, System Configuration.

Skip Greeting. When enabled, a mailbox using this COS will not play its mailbox greeting when taking a message, even if the greeting has been recorded (and even if it is an audiotext mailbox). Disable Record Beep. When enabled, a mailbox using this COS will not play a beep before recording messages.



Ignore DTMF During Record. When enabled, a mailbox using this COS will ignore any DTMF digits while recording messages. The recording will continue until a positive disconnect (i.e., loop current drop) is detected, or the maximum silence timeout threshold or maximum message length threshold is reached. Ignore Silence During Record. When enabled, a mailbox using this COS will continue to record no matter how long a period of silence is detected. It is critical that this option not be used with a switch that does not provide positive disconnect (i.e., loop current drop), especially if both DTMF and max message length are being ignored as well. Ignore Max Message Length. When enabled, all mailboxes using this COS will ignore the maximum message length setting while recording messages, allowing the messages to record indefinitely until some other condition is met. This generally should not be used unless the switch provides positive disconnect (i.e., loop current drop). Each time you press a key between 1 and 7, the corresponding setting displayed in the box in the upper center of the screen will change from “NO” to “YES” or vice-versa. When the flags are set to the desired values, press * to return to the Edit COS screen.

Edit the Permission Flags

Press 3 to edit the permission flags and a screen like the following will be displayed: ┌───────────────────────┐ │ Edit Permission Flags │ └───────────────────────┘ ┌───────────────────────────────────────┐ │ Class : 1 : USER - DEFAULT │ ├───────────────────────────────────────┤ │ Permit Call Screening : NO │ │ Permit Distrib Mailbox : YES │ │ Permit Mailbox Logging : YES │ │ Permit Urgent Messaging : YES │ │ Permit Mailbox Greeting : YES │ │ Permit Mailbox Password : YES │ │ Permit Undelete Messages : YES │ └───────────────────────────────────────┘ 1: Toggle Permit Call Screening. 2: Toggle Permit Distrib Mailbox. 3: Toggle Permit Mbox Logging. 4: Toggle Permit Urgent Msgs. 5: Toggle Permit Mbox Greeting. 6: Toggle Permit Mbox Password. 7: Toggle Permit Undelete Msgs. Press Esc (or *) to Return to the Previous Menu. Command >

Figure 2-9 Edit Permission Flags Each setting listed in Figure 2-9 is either permitted or denied by the COS; it is up to the individual mailbox to either enable or disable a permitted feature.



Edit a Class of Service (continued) The call screening, distribution mailbox, mailbox logging and urgent messages features are all configured in the Set Mailbox Features menu, as discussed earlier in this chapter. Options for enabling or disabling these features will only appear in that menu if the corresponding permission flag is enabled in the COS; if the flag is disabled (i.e., the feature is denied), then the option to enable or disable the feature will not appear in the Set Mailbox Features menu. The mailbox greeting, mailbox password and undelete messages features currently cannot be enabled or disabled in the Set Mailbox Features menu. Currently, they are only enabled or disabled as part of setting the mailbox type (employee, normal guest or extended stay guest), which also changes the COS at the same time. Generally, you will not want to change these three settings in the COS. Each time you press one of the options 1 through 7, the system will toggle the value displayed in

the box from “YES” to “NO” or vice-versa. When all flags are set as desired, press * to return to the Edit COS screen.

Add a COS

After you press 2 to add a new class of service, the system will display a screen similar to the following: ┌────────────┐ │ Edit COS 7 │ └────────────┘ ┌─────────────────────────────────────────────────────────────┐ │ COS# NAME/DESCRIPTION XFR TYPE REQUIRED PERMITTED │ ├─────────────────────────────────────────────────────────────┤ │ 7 COS 7 - User Defd blind 0 0 │ └─────────────────────────────────────────────────────────────┘ Note: REQUIRED and PERMITTED are bit flag settings. To see the actual options, press 2 or 3 to edit the flags. 1: Change transfer type. 2: Edit the required flags. 3: Edit the permission flags. Press Esc (or *) to Return to the Previous Menu. Command >

Figure 2-10 Add a Class of Service Note that the system will automatically select the first unused COS record available and will also automatically generate the class name. You can then edit the transfer type, required flags and permission flags in the same was as previously described. This class of service will then be available for use when assigning a COS to a mailbox under the Set Mailbox Features menu (described earlier in this chapter).



Set the Maximum Silence Timeout On some telephone systems that do not provide loop current drop on disconnect, when a call is hung up the line may remain silent for several seconds. Consequently, when the VMS records messages, it must be able to determine if a stretch of silence is merely the caller pausing or if it means the caller has hung up. The maximum silence timeout is the amount of time, in seconds, that the system will wait (and continue to record) when it detects silence on the line. The default setting is 5 seconds. Once the threshold has been reached, the system will stop recording, inform the caller why it has stopped, and give the caller the opportunity to press a key and continue recording. If there is no response, the system will assume that the call was disconnected and, after trimming off the recorded silence, will save or delete the message depending on whether the recording is long enough to qualify as valid.

This option is currently not voiced as part of the Set Global Mailbox Options menu, but may still be selected.

After you press 8 to set the maximum silence timeout, the system will review the current setting…

The current setting is <NUMBER> seconds. To accept this, press 1. To change it, press 2.

Press 2 to change it and the system will prompt you to enter a new value…

Enter the new field value.

Enter a number from 5 to 60 seconds. The system will again review the setting. Press 1 to accept it and the system will return to the Set Global Mailbox Options menu.

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