Inter-Tel Axxess User Manual

Name: Inter-Tel Axxess
Brand: Inter-Tel
SKU: 774888
Rating: 5 (1 reviews)

5 (1)

Axxess

Administrator’s Guide

Part No. 835.2461-4

QUICK REFERENCE GUIDE TO SYSTEM,

ADMINISTRATOR FEATURES

VOICE MAIL, AND DIAGNOSTICS

These are the basic instructions for the most frequently used system administra-

tor and voice mail administrator features. For detailed information on these fea-

1 2

changing the date.

1 1

ple, enter 0900 for 9:00.) OR press twice to exit without changing the

time.

for PM.

— Use the dialpad buttons to enter the time in hours and minutes. (For exam-

— If the system is set for 12-hour display format, press for AM or press

While on-hook, enter .

TO SYNCHRONIZE NETWORK TIME:

6 0

tures, refer to the Administrator’s Guide.

SYSTEM ADMINISTRATOR FEATURES

TO PLACE THE SYSTEM IN NIGHT OR DAY MODE:

— While on-hook, enter .

(Enable Network Day Mode). Then enter the desired

enter

node number.

TO PLACE A SINGLE NODE IN DAY OR NIGHT MODE:

— While on-hook, enter (Enable Network Night Mode) OR

0 0 9

(Network Date/Time).

press 010300 for January 3, 2000.) OR press to skip ahead without

TO SET SYSTEM OR NETWORK DATE AND TIME:

— While on-hook, enter (System Date/Time) OR enter

— Use the dialpad buttons to enter the month, day, and year. (For example,

5 0

(Clear System

(Clear Network Alarm).

Alarm) OR entering

— While on-hook, clear the alarm by entering

— Look up the alarm in the Administrator’s Guide and take the appropriate

TO RESPOND TO AN ALARM MESSAGE:

— When a minor alarm indication appears, write down the alarm information.

action.

word.

VOICE MAIL ADMINISTRATOR FEATURES

TO RECORD A BROADCAST MESSAGE:

— Call the voice mail extension number.

— Press , then enter the system administrator mailbox number and pass-

— Press , then press .

options.

— Record your message.

— When you have completed your message, hang up OR press for more

TO PERFORM MAILBOX MAINTENANCE:

— Call the voice mail extension number.

word.

— Press , then enter the system administrator mailbox number and pass-

— Press , then press .

Program the personal options, following the prompts, as usual.

— Dial the mailbox, extension ID, or group list number to be programmed.

word.

TO IMPORT A FAX DOCUMENT:

— Using a fax machine, call the voice mail extension.

— Press and then enter the system administrator mailbox number and pass-

— Press , then press .

— Enter the fax document number.

If the document number does not already exist, press if the number is

correct OR press and re-renter the number.

If the document number already exists, press to replace the document

OR press to enter another number.

If the document is being sent, updated, or deleted, that number cannot be

used right now. Enter a new number or hang up.

If you did not enter a valid number, enter a new number.

uments, or press to exit.

— When prompted, press START on your fax machine.

— When the fax transmission is complete, press to continue importing doc-

System Histories

Diagnostic - Spare 1-3

SYSTEM DIAGNOSTICS FEATURES

System diagnostics mode allows a system administrator to perform diagnostics

functions such as freezing/unfreezing the database, printing message logs, and

seizing a device for troubleshooting purposes. Because diagnostics mode affects

system performance, it is recommended that you run the diagnostics program

when the system is idle.

disable diagnostics mode. The display shows DIAGNOSTICS ON/OFF.

You must enable diagnostics mode before you can enter a diagnostics feature

code (99xx).

TO ENABLE/DISABLE SYSTEM DIAGNOSTICS MODE:

— While on hook, enter the Diagnostics Mode feature code (9900) to enable/

DEFAULT DIAGNOSTICS FEATURE CODES

9962 Compress On/Off 9989 Diagnostic: Network Unfreeze Zone –

CODE FEATURE NAME CODE FEATURE NAME

9961 Compression Statistics 9963 Diagnostic - Network Group

9862 Enable Network Day 9810 Set Network Date/Time

9811 Synchronize Network Time

Modem Enable

Modem Disable

9861 Enable Network Night 9800 Set Time/Date

9866

9867

9912

9926 Diagnostic - ASAI Snoop Off 9972 Diagnostic - Print Auxdata

9927 Diagnostic - ASAI Snoop On 9975 Diagnostic - Print Message Log

9943 Diagnostic - Heap Dump 9976 Diagnostic - Print Network Log

9922 Diagnostic - Dump Extension 9978 Diagnostic - Query Node Traffic

9936 Diagnostic - Dump Node Information 9928 Diagnostic - Show Version

9947 Diagnostic - Heap Statistics 9910-

9947 Diagnostic - ISDN View 9974 Diagnostic - System History

9962 Diagnostic - Major Reset 9983 Diagnostic - View Displays

9945 Diagnostic - Mark as Leaks 9932 Program Database

9946 Diagnostic - Mark as Quiescent 9973 Seize Device

9998 System History Unfreeze

9964 Diagnostic - Minor Reset 9993 System History Freeze

9939 Diagnostic: Network Freeze Zone –

System Histories

9851 Clear Network Alarm 9869 Modem Reset

9850 Clear System Alarm 9860 Night Ring On/Off

DEFAULT ADMINISTRATOR FEATURE CODES

CODE FEATURE NAME CODE FEATURE NAME

9900 Diagnostics On/Off 9801 Program System Speed Dial

MUTE

KATAKANA CHARACTERS**

numbers, and punctuation. The number of times a button is pressed deter-

mines which character is entered. When adjoining characters are located

FWD

under the same button, press to advance to the next character. Refer

NUMBER OF TIMES BUTTON IS PRESSED

ENGLISH CHARACTERS

to the following chart to program information in alphanumeric mode. (Note

that letters correspond to the letters printed on the dialpad buttons.)

To erase the current name and leave it blank: Press repeatedly

until the name is erased. Then press .

To leave the name the same: Press .

— Enter the number (up to 48 digits) to be stored.

BUTTON 1 2 3 4 5 6 7 8 9 10 11

—Press .

1 -&( ) 1A I U E O a

dial number:

In numeric mode, the dialpad buttons are used to enter numbers 0-9, the

button is used for entering a hyphen, and the button is used for entering

a colon.

In alphanumeric mode, dialpad buttons are used to enter the desired letters,

— Enter the speed-dial location code (000-999).

TO PROGRAM SYSTEM SPEED-DIAL NUMBERS:

— To change or program the name: Enter the desired name for the speed-

— While on-hook, enter .

KA KI KU KE KO i

SA SHI SU SE SO u

3 DEF ! 3

2 ABC ' 2

TA CHI TSU TE TO e

5 NA NI NU NE NO o

# or /*

4 GH I * 4

5 JKL

MA MI MU ME MO ya

6 HA HI FU HE HO tsu

Ñ or #*

7 PQR S 7

6 MNO

YA YU YO . , yu

RA RI RU RE RO yo

8 TUV ? 8

9 WXY Z 9

WA WO N pa ba long

0 @: . , 0

*The character available depends on the software version.

**The Japanese characters are only available if the multilingual feature is

enabled.

AXXESS

ADMINISTRATOR’S GUIDE

Part Number

550.8001

Issue 8.2, January 2004

NOTICE

This Inter-Tel® Axxess® Administrator’s Guide is released by INTER-TEL, INC. as a guide for system and voice mail administrators. It provides information necessary to properly administer the system.

The contents of this guide, which reflect current INTER-TEL standards, are subject to revision or change without notice. Some features or applications mentioned may require a future release and are not avail able in the initial release. Future product features and applications are subject to availability and cost. Some features or applications may require additional hardware and/or specific software. Software pack ages released after the publication of this guide will be documented in addenda to the guide or succeeding issues of the guide.

For additional information, please contact your local INTER-TEL service representative.

For sales, service, or technical support,

contact your local authorized Inter-Tel dealer.

If you have any questions or comments regarding this guide or

FCC Regulations

AXXESS

ADMINISTRATOR’S GUIDE – January 2004

FCC Regulations

Important

1. This equipment complies with Part 68 of FCC rules. On the side of the equipment cabi-

net is a label that contains, among other information, the FCC registration number and ringer equivalence number (REN) for this equipment. Customers connecting this equipment to the telephone network shall, before such connection is made, give notice to the telephone company of the particular line(s) to which such connection is to be made, and shall provide the telephone company with the following information:

— Complies with Part 68 of FCC rules

— FCC registration number: BE2USA-64572-MF-E (for MF-rated systems),

BE2USA- 64573-KF-E (for KF-rated systems), or BE2USA-24359-PF-E (for PBX systems)

— USOC numbers of required interface jacks (see chart on next page)

— Service order code (SOC), as applicable (see chart on next page)

— Facility interface code (FIC) (see chart on next page)

— Ringer equivalence number (REN), as applicable (see chart on next page)

NOTE: The REN is used to determine the quantity of devices which may be con-

nected to the telephone line. Excessive RENs on the telephone line may result in the devices not ringing in response to an incoming call. In most, but not all areas, the sum of the RENs should not exceed five (5.0). To be certain of the number of devices that may be connected to the line, as determined by the total RENs, contact the telephone company to determine the maximum REN for the calling area.

The telephone company should also be given notice upon final disconnection of this equipment from the particular line(s).

It is also the responsibility of the customer to provide the telephone company with registration numbers of any other devices which are configured for connection to the telephone network.

2. This equipment cannot be used on public coin service provided by the telephone com-

pany. Connection to party line service is subject to state tariffs. (Contact the state public utility commission, public service commission, or corporation commission for information.)

Page viii

3. If this equipment causes harm to the telephone network, the telephone company will

notify the customer in advance that service may be temporarily discontinued. But if advance notice is not practical, the telephone company will notify the customer as soon as possible. Also, the customer will be advised of the right to file a complaint with the FCC, if necessary.

4. The telephone company may make changes in its facilities, equipment, operations, or

procedures which may affect the operation of this equipment. If so, the customer shall be given advance notice so that any necessary modifications can be made in order to maintain uninterrupted service.

FCC Regulations

AXXESS

ADMINISTRATOR’S GUIDE – January 2004

5. If trouble is experienced with this equipment, contact a local authorized factory service

representative for repairs and/or warranty information. The customer, users, and unauthorized technicians should not repair, make adjustments to, or attempt to service this equipment in any way.

6. In the event of trouble with the telephone line(s), this equipment must be disconnected

from the telephone line(s). If trouble ceases, the equipment must be repaired by an authorized factory service representative. If the trouble continues to occur with the equipment disconnected, the telephone company should be notified that they have a problem. If this is the case, repairs or adjustments made by the telephone company will be made at their expense.

7. Allowing this equipment to be operated in such a manner as to not provide proper

answer supervision signaling is in violation of Part 68 of FCC rules. This equipment returns answer supervision signals to the public telephone network when: answered by the called station, answered by the attendant, routed to a recorded announcement that can be administered by the equipment user, and routed to a dial prompt. This equipment also returns answer supervision on all DID calls forwarded back to the public telephone network. Permissible exceptions are: a call is unanswered, busy tone is received, and reorder tone is received.

8. This equipment is capable of providing users access to interstate providers of operator

services through the use of equal access codes. Failure to provide equal access capabilities is a violation of the Telephone Operator Consumer Services Improvement Act of

1990 and Part 68 of the FCC Rules.

TYPE OF PORT

INTERFACE

2-Wire Loop 02LS2 0.6B

2-Wire Loop/Ground 02LS2/02GS2 3.6B/4.4B

2-Wire Ground 02GS2 0.6B

OPX Class C* 0L13C

FACILITY INTERFACE

CODE (FIC)

RINGER EQUIV

ALENCE NO. (REN)

–

SERVICE ORDER

CODE (SOC)

–

9.0F RJ11C, RJ21X

USOC JACK

CONNECTOR

RJ21X

2-Wire DID** 02RV2-T 0.0B AS.2 RJ11C, RJ21X

D4 Superframe/AMI 04DU9-BN

D4 Superframe with

04DU9-DN

–

6.0Y RJ48C

B8ZS

Extended

04DU9-1KN

–

6.0Y RJ48C

Superframe (ESF)

ESF with B8ZS 04DU9-1SN

Primary Rate ISDN 04DU9-1SN

–

6.0Y RJ48C

* Also interfaces with Class A and B. ** When using T1 facilities to provide DID service, do not use the DID facility interface code (FIC); instead, pro-

vide the telephone company with DID answer supervision code “AS.2” and the FIC for the requested T1 service.

Page ix

FCC Regulations

AXXESS

ADMINISTRATOR’S GUIDE – January 2004

CAUTION

THE TELEPHONE INSTRUMENTS SPECIFICALLY DESIGNED FOR THIS SYSTEM HAVE HEARING-AID COMPATIBLE HANDSETS THAT ARE IN COMPLIANCE WITH SECTION 68.316 OF THE FCC RULES.

THE IP SLA COMPLIES WITH UL1950/CSA950 AND EN 60950 STANDARDS AND COMPLIES WITH EN 55022 AND PART 15 OF FCC RULES.

Notice

This equipment generates and uses radio frequency energy and if not installed and used properly, that is, in strict accordance with the manufacturer’s instructions, may cause interference to radio and television reception. It has been type tested and found to comply with the limits for a Class A computing device in accordance with the specifications in Subpart J of Part 15 of FCC Rule. Operation of this equipment in a residential area may cause unacceptable interference to radio and TV reception requiring the operator to take whatever steps are necessary to correct the interference. However, there is no guarantee that interference will not occur in a particular installation. If this equipment does cause interference to radio or television reception, which can be determined by turning the equipment off and on, the user is encouraged to try to correct the interference by one or more of the following measures:

• Reorient the receiving antenna

• Relocate the equipment cabinet with respect to the receiver

• Check that the equipment cabinet and receiver are not on the same circuit; the equip-

ment cabinet must be powered from an isolated, dedicated AC outlet

If necessary, the user should consult the dealer or an experienced radio/television technician for additional suggestions. The user may find the following booklet prepared by the FCC helpful: “How to Identify and Resolve Radio-TV Interference Problems”

This booklet is available from the U.S. Government Printing Office, Washington, D.C. 20402, Stock No. 004-000-00398-5.

If RFI problems persist, contact Inter-Tel Customer Support.

The Axxess for use in both the United States and Canada.

system is now product safety certified by Canadian Standards Association (CSA)

Page x

AXXESS

ADMINISTRATOR’S GUIDE – January 2004

Safety Regulations

Important Safety Instructions

CAUTION

The “NRTL/C” indicator adjacent to the CSA mark on the product label signifies that the

Axxess in both the United States and Canada. NRTL (Nationally Recognized Testing Laboratory) is a designation granted by the U.S. Occupational Health and Safety Administration (OSHA) to laboratories which have been accredited to certify products to U.S. Standards. Before installation, also check the local electrical codes for important information concerning the installation of telephone and electronic equipment.

The following safety information is reprinted from UL 1459. When using your telephone equipment, basic safety precautions should always be followed to reduce the risk of fire, elec tric shock, and injury to persons, including the following:

System has been evaluated to the applicable ANSI/UL and CSA Standards for use

Safety Regulations

1. Read and understand all instructions.

2. Follow all warnings and instructions marked on the product.

3. Unplug this product from the wall outlet before cleaning. Do not use liquid cleaners or

aerosol cleaners. Use a damp cloth for cleaning.

4. Do not use this product near water (for example, in a wet basement).

5. Do not place this product on an unstable cart, stand, or table. The product may fall,

causing serious damage to the product.

6. Slots and openings in the cabinet and the back or bottom are provided for ventilation, to

protect it from overheating; these openings must not be blocked or covered. This prod uct should never be placed near or over a radiator or heat register. This product should not be placed in a built-in installation unless proper ventilation is provided.

7. This product should be operated only from the type of power source indicated in the

manual. If you are not sure of the type of power source to your building, consult your dealer or local power company.

8. This product is equipped with a three-wire grounding type plug, a plug having a third

(grounding) pin. This plug will only fit into a grounding type power outlet. This is a safety feature. If you are unable to insert the plug into the outlet, contact your electri cian to replace your obsolete outlet. Do not defeat the safety purpose of the grounding type plug.

9. Do not allow anything to rest on the power cord. Do not locate this product where the

cord will be abused by persons walking on it.

10. Do not use an extension cord with this product’s AC power cord. The AC outlet for this

product should not be used for any other electrical equipment.

11. Never push objects of any kind into this product through cabinet slots as they may

touch dangerous voltage points or short out parts that could result in a risk of fire or electric shock. Never spill liquid of any kind on the product.

Page xi

Safety Regulations

AXXESS

ADMINISTRATOR’S GUIDE – January 2004

12. To reduce the risk of electric shock, do not disassemble this product, but take it to a

qualified serviceman when some service or repair work is required. Opening or removing covers may expose you to dangerous voltages or other risks. Incorrect reassembly can cause electric shock when the product is subsequently used.

13. Unplug this product from the wall outlet and refer servicing to qualified service person-

nel under the following conditions:

a. When the power supply cord or plug is damaged or frayed.

b. If liquid has been spilled into the product.

c. If the product has been exposed to rain or water.

d. If the product does not operate normally by following the operating instructions.

Adjust only those controls that are covered by the operating instructions because improper adjustment of other controls may result in damage and will often require extensive work by a qualified technician to restore the product to normal operation.

e. If the product has been dropped or the cabinet has been damaged.

f. If the product exhibits a distinct change in performance.

14. Avoid using a telephone (other than a cordless type) during an electrical storm. There

may be a remote risk of electric shock from lightning.

15. Do not use the telephone to report a gas leak in the vicinity of the leak.

Save These Instructions

CAUTION

This exclamation point within a triangle (which, for example, is silk-screened on the front of the system cabinet) is intended to alert the user to the presence

of important operating and maintenance (servicing) instructions in the literature accompanying the product. Be sure to read and follow all of the instructions included in this manual.

Page xii

Introduction

AXXESS

ADMINISTRATOR’S GUIDE – January 2004

Introduction

CONTENTS PAGE

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 Telephone System. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Networking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 System Administrator Duties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Voice Processor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Voice Mail Networks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Voice Mail Administrator Duties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Page 1

Introduction

AXXESS

ADMINISTRATOR’S GUIDE – January 2004

INTRODUCTION

This Administrator’s Guide provides all of the information an administrator should need to know about the system hardware and features, and it gives detailed instructions on their use. Refer to the user guide provided with each phone for simplified instructions on using telephone and voice mail system features.

TELEPHONE SYSTEM

The Inter-Tel Axxess Telephone system is a state-of-the-art, digital, voice/data, hybrid telephone system. As a hybrid system, it incorporates many of the user-friendly features of key systems with many of the expanded features and flexibility of private branch exchange (PBX) systems.

The system is designed to meet the needs of growing businesses. In fact, the system’s unique digital signal processing (DSP) structure allows it to be easily adapted and expanded as business communication needs change, especially with the Caller ID, Automatic Number Identification (ANI), Dialed Number Identification Service (DNIS), and Integrated Services Digital Network (ISDN) features. The modular design makes the system easy to install and service. And, the programmable features provide an abundance of user-friendly applications to meet each customer’s needs. Highlights of the system’s design include:

NETWORKING

With system software versions 5.0 and later, you can connect two or more phone systems to form a network that provides a seamless interface between the systems. To the user, the network appears as though it is one integrated system. With few exceptions, the user can perform all of the functions across the network that he can within a single phone system.

In this manual, all references to a “network” mean two or more connected systems. Each system in a network is called a “node.”

The maximum capacities for networking are listed in the following table.

* The maximum number of stations and trunks that can be installed is limited by the number of voice channels and/or system memory resources available.

• Advanced microprocessor technology.

• Modular, easily replaceable hardware with add-on capabilities for optional features.

• Flexible programming to customize many system and station features.

FEATURE/DEVICES CAPACITY

System Nodes per network 63 Local devices per node 1792* Off-node devices per node 8000 Devices per network 40,000

Page 2

Introduction

SYSTEM ADMINISTRATOR DUTIES

As a system administrator, you can provide the following services:

• Place the local phone system or other systems in the network in night or day mode

• Set the date and time of the local system

• Set the network date and time and re-synchronize clocks in the network.

• Make database changes (see page 12 for a list of programming areas)

• Program system speed-dial numbers on the local system

• Receive and clear displayed system and network alarms

• Use diagnostic mode features to:

— Freeze and unfreeze database history on the local system or other systems in the

network

— Print error logs

— Seize specific devices for troubleshooting purposes

Administrator features are described in detail beginning on page 8.

Any Inter-Tel phone can be designated as an administrator station through Database Programming. All designated administrator stations should be equipped with display phones to show system alarms and make programming easier.

AXXESS

Introduction

ADMINISTRATOR’S GUIDE – January 2004

NOTE: Single-line sets can not be used as an administrator station.

System Administrator Duties

Page 3

Introduction

AXXESS

ADMINISTRATOR’S GUIDE – January 2004

VOICE PROCESSOR

The system Voice Processor can be used for any of the following applications:

• Voice Mail: This application handles all calls that are directed to voice mail (other than

• Message Notification/Retrieval: The Message Notification/Retrieval application pro-

• Directory Services: Directory services provide callers with a list of mailboxes and

• Automated Attendant: The automated attendant is a programmable feature that can be

• Automated Attendant Recall Destination: If a call, that is transferred by the auto-

• Call Routing Announcement: Call Routing Announcements can be used two ways:

through the Message Notification/Retrieval application) by subscribers and non-subscribers. Callers will hear the main company greeting, followed by a menu of available options. Stations can forward or transfer calls directly to their mailbox.

vides voice mail message notification and quick mailbox access.

extension IDs.

used to provide automated call answering service. Calls can transfer, forward, or directly ring in to an automated attendant. When an automated attendant answers a call, it plays a recording that gives dialing instructions. After hearing the recording (or at any time while it is playing), the caller may then dial an extension or mailbox number.

mated attendant, is not answered before the Transfer Voice Processor timer expires, the call recalls the Automated Attendant Recall Destination. The Recall Destination announces that the station is unavailable and allows the caller to leave a message (if the station has an associated mailbox) or dial another extension.

— A Call Routing Announcement application can be used in place of a playback

device. The playback device function is especially useful for programming hunt group announcement and overflow stations. When called, the Call Routing Announcement application will play a recording and then hang up.

— The Call Routing Announcement application can use Digit Translation which

allows the caller to press a single digit for access to a mailbox, a fax-on-demand function, or a station or hunt group that has an associated mailbox or extension ID. Digit translation can be programmed for each digit 0-9, #, and *, plus a Timeout that is used when the caller does not enter a digit. Each digit can lead to a “digit translation node” that has its own digit translation values. This layered Call Routing Announcement digit translation creates a “tree” of programmable digit translation nodes.

Page 4

Voice Processor

• Record-A-Call: This feature allows a station user to record an ongoing call in a voice

mailbox message. When a station user enters the Record-A-Call feature code, the system places a call to the station’s assigned Record-A-Call application. When the application answers, the system sets up a conference call with the station’s Record-A-Call mailbox. If programmed, the mailbox plays a greeting to indicate that the recording is in progress.

• STAR: The Scheduled Time-Based Application Routing (STAR) enhances the pro-

grammability of the voice mail application greetings. With STAR, applications can be programmed to play alternative greetings for holidays and weekends. A STAR application is a table of up to 20 entries, that serves as a “routing table” which tells the Voice Processor which application will be used, based on day and time information in the table. (The applications are programmed to play the greetings, not the STAR application. The STAR routes the call to the right application.)

• Station Message Detail Recording (SMDR) Information Storage: SMDR informa-

tion can be stored on the Voice Processor’s hard disk and then processed using call

record sorting software, such as Inter-Tel’s Inside Track

VOICE MAIL NETWORKS

A Voice Processor can be installed on any or all nodes in the system network. These Voice Processors can also be networked together to allow a caller to leave a message on the local Voice Processor for a mailbox located on another Voice Processor in the network.

AXXESS

Introduction

ADMINISTRATOR’S GUIDE – January 2004

The maximum capacities of the network are listed in the following table.

FEATURE/DEVICES CAPACITY

Voice Processors per network

Local or Off-Node Mailboxes and/or Extension IDs per Voice Processor node

System Audio Interface Ports per node 40 Applications per node 150 Group Lists per node

Members per group list Remote Message Notification Numbers per mailbox 18 Audiotex Recordings per node 500 Message Notification/Retrieval Applications per node 1 System Passwords per node 4 Time Slot Groups per node 10

This is the maximum number of nodes supported by the software. System traffic may limit

100

10,000

1000 1500

the actual number of nodes that can be supported without affecting system performance.

This is the maximum number of mailboxes supported by the NT-based software.

Voice Mail Networks

Page 5

Introduction

AXXESS

ADMINISTRATOR’S GUIDE – January 2004

VOICE MAIL ADMINISTRATOR DUTIES

As the voice mail administrator, you can use special features that are not provided to other voice mail users. The system administrator mailbox has all standard subscriber features plus the ability to do the following:

• Record a broadcast message

• Perform mailbox and group list maintenance

• Create and select custom audiotex recordings (voice mail company greetings, auto

attendant recordings, call routing announcements, and hunt group overflow and announcement station recordings)

• Import fax documents

• Customize voice mail prompts

Voice mail administrator features are described in detail on page 45.

Page 6

Voice Mail Administrator Duties

Administrator Procedures

AXXESS

ADMINISTRATOR’S GUIDE – January 2004

Administrator Procedures

CONTENTS PAGE

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

System Administrator Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Placing the System in Night Mode. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Placing Nodes in Day or Night Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Setting System Date and Time . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Setting Network Date and Time . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Synchronizing Network Time. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Programming the Database Using an Administrator’s Station. . . . . . . . . . . . . . . . . . . . 12

Station Programming. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

System Programming . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Trunk Programming . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Programming System Speed-Dial Numbers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Programming and Using DSS/BLF Buttons. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Managing System and Network Alarms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

System Alarms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Network Alarms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Clearing Alarms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

Alarm Queue . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

Assigning the CPC Modem to a DSS/BLF Button . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

Resetting the Call Processing Card Modem. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Using the Network Group Diagnostics Feature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Seizing a Device . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Freezing/Unfreezing the System History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

Freezing/Unfreezing the Network History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

Voice Mail Administrator Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Broadcasting Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Maintaining Mailboxes and Group Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

Importing Fax Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

Creating Audiotex Recordings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

Recording Custom Voice Mail Prompts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

Page 7

Administrator Procedures

AXXESS

ADMINISTRATOR’S GUIDE – January 2004

INTRODUCTION

During database programming, any Inter-Tel phone can be designated as a system administrator and/or a voice mail administrator. All administrator stations should be equipped with display phones to show system alarms and to make programming easier.

This section gives you all of the instructions for using the Administrator Features of the system and voice mail.

• System Administrator Features begin below.

• Voice Mail Administrator Features begin on page 45.

A quick reference card is located in the front of this book for your convenience.

Refer to the System Features and Voice Processing Features chapters for detailed descriptions of the system and Voice Processor and for general user procedures.

NOTE: The telephone system provides a choice between American English, British English,

Spanish and Japanese prompts and displays. As an administrator, you must know which language is considered Primary and which is Secondary for the system.

SYSTEM ADMINISTRATOR FEATURES

Any display Inter-Tel phone (attendant or non-attendant) can be assigned as a telephone system administrator. System administrator stations provide the following services:

• Place the local node or other nodes in the network in night or day mode

• Set the date and time of the local node

• Set the network date and time and re-synchronize clocks in the network

• Make database changes (see page 12 for a list of programming areas)

• Enable, disable, and reset local and off-node Call Processing Card modems

• Program system speed-dial numbers on the local node

• Receive and clear displayed system and network alarms

• Use diagnostic mode features:

— Freeze and unfreeze the database history for the local node or any node in the net-

work using programmed freeze zones

— Print error logs

— Seize specific devices for troubleshooting purposes

Any Inter-Tel phone station can be programmed to be an administrator station by the database programmer or by another administrator station.

Page 8

NOTE: Single-line sets can not be used as an administrator station.

If a non-administrator station user attempts to use the administrator features, the user will hear reorder tones, and the display will show CANNOT ACCESS RESERVED FEATURE.

Introduction

AXXESS

PLACING THE SYSTEM IN NIGHT MODE

An administrator station can place the local node in day or night mode. The day/night mode determines which lists the system will use for trunk access, toll restriction, etc.

Night mode also affects the night transfer relays on the Options Card (OPC). The relays are activated when the system is placed in night mode. See SPECIFICATIONS in the Installation Manual for details.

O TURN NIGHT MODE ON OR OFF:

While on hook, enter the Night Ring On/Off feature code (9860). You hear a single confirmation tone. The display shows NIGHT MODE IS ON (or OFF). Then, if night mode was turned on, the display shows THE SYSTEM IS IN NIGHT MODE until day mode is turned on.

PLACING NODES IN DAY OR NIGHT MODE

An administrator station can place one or more nodes in day or night mode. The day/night mode determines which lists the system will use for trunk access, toll restriction, etc.

The network determines the day/night mode status of a call based on the day/night mode status of the node where the trunk resides.

O TURN NIGHT MODE ON:

Administrator Procedures

ADMINISTRATOR’S GUIDE – January 2004

1. While on hook, enter the Enable Network Night feature code (9861).

2. You are prompted to enter a node number. Enter the desired node number.

3. You hear a single confirmation tone. The display shows NIGHT MODE IS ON. Then

the display shows NODE X IS IN NIGHT MODE until day mode is turned on.

O TURN DAY MODE ON:

1. While on hook, enter the Enable Network Day feature code (9862).

2. You are prompted to enter a node number. Enter the desired node number.

3. You hear a single confirmation tone. The display shows DAY MODE IS ON.

Placing the System in Night Mode

Page 9

Administrator Procedures

AXXESS

ADMINISTRATOR’S GUIDE – January 2004

SETTING SYSTEM DATE AND TIME

NOTE: Software versions 8.2 and later support the automatic Daylight Saving Time feature. To

enable the automatic Daylight Saving Time feature, the Enable Daylight Saving Time flag in Database Programming must be set to Yes. In systems running software versions 8.1 and earlier, you must reset the system time whenever Daylight Saving Time begins and ends.

A system administrator can manually reset the system time or date when it is necessary (for example, when the system is defaulted or for daylight-saving time). Any administrator can change the date and time that appears on all display phones and in the SMDR reports. The day of the week is automatically calculated and set by the system when the date is entered.

O SET THE SYSTEM DATE AND TIME:

NOTE: If you make a mistake, press to backspace or press or CANCEL to leave it

unchanged and start over.

MUTE

1. While on hook, enter the Set Date/Time feature code (9800). Your display shows DATE

(current date).

If you do not need to change the date, press or ACCEPT to skip to the TIME

XX:XX prompt.

2. Use the dialpad buttons to enter the month, day, and year. For example, press 020301

for February 3, 2001. When finished, the display shows TIME (current time). If you entered the date incorrectly, the display shows INVALID DATE, and you are prompted to enter a new date.

NOTE: If using a station programmed for Japanese, enter the date as year, month,

date. For example, 010203 for February 3, 2001.

If you do not need to change the time, press or ACCEPT twice to exit. The display

shows SYSTEM DATE AND TIME UPDATED.

3. Use the dialpad buttons to enter the time in hours and minutes. (For example, enter

0900 for 9:00.) If you entered the time incorrectly, the display shows INVALID TIME and you are prompted to enter a new time.

4. If the system is set for 12-hour display format, the display shows SELECT AM OR PM

(AM=1 PM=2). Press (or the AM menu button) for AM or press (or the PM

1 2

menu button) for PM. The display shows SYSTEM DATE AND TIME UPDATED. If you press any button other than 1 or 2, the display shows INVALID TIME and you are prompted to enter a new time.

Page 10

NOTE: If using a station programmed for Japanese, the prompts will be reversed and

you will set the AM/PM before the hour and minutes.

Setting System Date and Time

SETTING NETWORK DATE AND TIME

Occasionally, the network time or date needs to be reset (for example, when the system is defaulted or for daylight-saving time). Any administrator can change the date and time that appears on all display phones and in the SMDR reports in the network. The day of the week is automatically calculated and set by the system when the date is entered.

O SET THE NETWORK DATE AND TIME:

AXXESS

Administrator Procedures

ADMINISTRATOR’S GUIDE – January 2004

NOTE: If you make a mistake, press to backspace or press or CANCEL to leave it

unchanged and start over.

MUTE

1. While on hook, enter the Set Network Date and Time feature code (9810). Your display

shows DATE (current date).

If you do not need to change the date, press or ACCEPT to skip to the TIME

XX:XX prompt.

2. Use the dialpad buttons to enter the month, day, and year. For example, press 020301

for February 3, 2001. When finished, the display shows TIME (current time).

NOTE: If using a station programmed for Japanese, enter the date as year, month,

date. For example, 010203 for February 3, 2001.

If you entered the date incorrectly, the display shows INVALID DATE, and you are prompted to enter a new date.

If you do not need to change the time, press or ACCEPT twice to exit. The display

shows SYSTEM DATE AND TIME UPDATED.

3. Use the dialpad buttons to enter the time in hours and minutes. (For example, enter

0900 for 9:00.)

NOTE: If using a station programmed for Japanese, the prompts will be reversed and

you will set the AM/PM before the hour and minutes.

If you entered the time incorrectly, the display shows INVALID TIME, and you are prompted to enter a new time.

4. If the node is set for 12-hour display format, the display shows SELECT AM OR PM

(AM=1 PM=2). Press (or the AM menu button) for AM or press (or the PM menu button) for PM. The display shows SYSTEM DATE AND TIME UPDATED. If you press any button other than 1 or 2, the display shows INVALID TIME, and you are prompted to enter a new time.

Setting Network Date and Time

1 2

Page 11

Administrator Procedures

AXXESS

ADMINISTRATOR’S GUIDE – January 2004

SYNCHRONIZING NETWORK TIME

Administrators can synchronize the minutes past the hour across the network without changing the hour. This is useful when the nodes are in different time zones.

NOTE: If a node's time is off by more than 30 minutes, synchronizing the minutes may cause

the hour to change. Also, network time is automatically synchronized every day at 12:30 AM (00:30), using the time setting on the node with the lowest number.

An administrator can synchronize the clocks in all nodes in the network using the following procedure.

O SYNCHRONIZE NETWORK TIME:

While on hook, enter the Synchronize Network Time feature code (9811). You hear a confirmation tone, and the display shows NETWORK TIME SYNCHRONIZED.

PROGRAMMING THE DATABASE USING AN ADMINISTRATOR’S STATION

Any administrator station can perform database programming using an Inter-Tel phone. However, it requires a display phone, and an Executive Display, Professional Display or Model 8560 Phone is strongly recommended.

NOTE: If using an analog phone, you will need to use the PREVIOUS/NEXT or UP/DOWN but-

tons in place of the Volume button in the instructions in this section.

The database areas that can be programmed by an administrator station include the following:

Station Programming:

• Create or delete Administrator stations

• Create or delete Attendant stations

• Create or delete House Phones

• Assign stations to Attendants

• Program usernames

• Program station toll restriction

System Option Programming:

• Program Do-Not-Disturb (DND) messages

• Program up to ten passwords for the Database Programming feature

• Program station extensions

• Swap extensions

Page 12

Trunk Programming:

• Individual trunk answer supervision type, caller information, hybrid balance, signaling

type (DTMF or pulse), and trunk group assignment

• Trunk group answer access, ring-in, toll restrictions, and trunk lists

Synchronizing Network Time

Administrator Procedures

AXXESS

ADMINISTRATOR’S GUIDE – January 2004

Entry to the Database Programming feature at the administrator station can be protected using a password. A password would prevent unauthorized users from altering the system database.

NOTE: Passwords are very important to system security. Without sufficient password protec-

tion, the telephone system database is vulnerable to unauthorized access.

Depending on the database changes you make, the system may require a reset after programming. If so, the system will prompt you for a reset and ask if it should be done immediately or delayed. Delaying the reset would prevent interruption in service. However, if a reset is required it should be done as soon as possible to permit proper system operation.

NOTE: A system reset will drop all calls in progress.

Entering Alphanumeric Information:

When entering alphanumeric information, such as a username, reminder message, or Do-NotDisturb message, press or USE ALPHA MODE/USE NUMERIC MODE menu but-

MSG

ton to switch back and forth between alphanumeric and numeric mode.

• In numeric mode, the dialpad buttons are used to enter numbers 0-9, the pound ( )

button is used for entering a hyphen (-), and the asterisk ( ) button is used for entering a colon (:). For example, 1 00 would enter “1:00” in numeric mode.

• In alphanumeric mode, dialpad buttons are used to enter the desired letters, numbers,

and punctuation. The number of times a button is pressed determines which character is entered. For example, 533266 would enter “JEAN” in English. When adjoining charac-

ters are located under the same button, press to advance to the next character.

FWD

For example, 66

6667776 would enter “NORM.” Refer to the chart below to

program information in alphanumeric mode. (Note that letters correspond to the letters printed on the dialpad buttons.) The Japanese characters will be available only if the Multilingual Support premium feature is included in your software license, Japanese is programmed as a Primary or Secondary Language, and the administrator’s station is set

for Japanese.

NUMBER OF TIMES BUTTON IS PRESSED

BUTTON123 4 567891011

ENGLISH/SPANISH CHARACTERS

-&() 1A I U E O a

ABC’ 2 KA KI KU KE KO i

DEF ! 3 SA SHI SU SE SO u

GHI * 4 TA CHI TSU TE TO e JKL

MNO

PQRS 7MA MI MU ME MO ya

TUV? 8YA YU YO . , yu

WX Y Z 9 RA RI RU RE RO yo

@: . , 0 WA WO N pa ba long

# or /

Ñ or #

5 NA NI NU NE NO o

6 HA HI FU HE HO tsu

FWD

KATAKANA CHARACTERS

*The character available depends on the software version.

**The Japanese characters are only available if the Multilingual feature is enabled and Japanese is installed as the secondary language.

Programming the Database Using an Administrator’s Station

Page 13

Administrator Procedures

AXXESS

ADMINISTRATOR’S GUIDE – January 2004

Station Programming

You can use your administrator station to program the following station information:

• Create or delete Administrator stations: You can program any other Inter-Tel phone

to be an additional administrator station, or you can delete administrators. (You cannot program this for your own station or a single-line station.)

• Create or delete Attendant stations: You can program any station to be an Attendant

station, or you can delete Attendants.

• Create or delete House Phones: You can program any station to be a House Phone, or

you can delete House Phones.

• Assign stations to Attendants: You can change the assigned Attendant for each sta-

tion.

• Program usernames: You can program or change the username for any station.

• Program station toll restrictions: You can program toll restriction classes of service

for the stations. Station toll restrictions are described in detail on page 155.

The Station Database Programming process is summarized in the flowchart shown on page 17. See page 65 for a Program Planning Sheet.

NOTE: If necessary, you can press the asterisk ( ) or Speaker button to cancel programming

and discard any unsaved changes, at any time during the following procedure.

TO PROGRAM STATIONS:

1. While on hook, enter the Program Database feature code (9932).

2. If a password is required, the display shows ENTER PASSWORD. Use the dialpad to

enter your 1-8 digit password and press . (If you enter an incorrect password or do not press , the display shows INVALID PASSWORD.)

If a password is not required, skip this step.

3. The display shows ENTER DATABASE OPTION. (Display phones also show the

options: STATION, SYSTEM, and TRUNK.) Press or the STATION menu button.

4. The display shows ENTER STATION EXTENSION. Enter the extension number of the

station to be programmed using one of the following methods. (If you enter an invalid extension number, you hear reorder tones and must try again.)

Enter a complete number: Enter the extension number using your dialpad. When the circuit information is displayed, press again to continue.

Enter a partial number: Enter a partial extension number, then press , the high

end of the Volume button, or the ACCEPT menu button. The display shows the extension number, username and circuit number of the station that most closely matches the

partial extension number. Press or ACCEPT to program the displayed station, or

scroll to another station as described below.

Page 14

Scroll through the numbers: To scroll through the extension number list, press the high end of the Volume button or NEXT to scroll forward, or press the low end of the Volume button or PREVIOUS to scroll backward. When the desired extension number

is displayed, press or ACCEPT to continue.

Station Programming

+ 312 hidden pages

Inter-Tel Axxess User Manual

Table of Contents

FCC Regulations

Safety Regulations

Introduction

Introduction

TELEPHONE SYSTEM

NETWORKING

SYSTEM ADMINISTRATOR DUTIES

VOICE PROCESSOR

VOICE MAIL NETWORKS

VOICE MAIL ADMINISTRATOR DUTIES

Administrator Procedures

INTRODUCTION

SYSTEM ADMINISTRATOR FEATURES

PLACING THE SYSTEM IN NIGHT MODE

PLACING NODES IN DAY OR NIGHT MODE

SETTING SYSTEM DATE AND TIME

SETTING NETWORK DATE AND TIME

SYNCHRONIZING NETWORK TIME

PROGRAMMING THE DATABASE USING AN ADMINISTRATOR’S STATION

Station Programming