Alcatel-Lucent 4610 IV User Manual

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Alcatel 4610 IV

Release 3.0

User's reference manual

WHEN YOU NEED HELP

If you contact our Technical Support Line, please have the following information: The Name and Version number of the product about the which you are calling: i.e. Alcatel 4610 IV, Release 3.0.18

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Table of Contents

1 Introduction 7

1.1 How to Use the Manual 7

1.2 The Presentation Principle 8

1.3 The System Administrator 9

2 Helpful Terms 13

Feature List 16

3 Administration 17

3.1 General Hints 17

Specific Key Functions 17 Entering the Administration Menu 18

3.2 Overview of Administrative Functions 19

Change of Administrator Password 21 Set Time and Date 22 Define Opening Hours 24 Select Language 26 Switch Opening/Closing Hours 28 Overview of System Administration Parameters 29

3.3 Automated Attendant 30

What is an 'Automated Attendant'? 30 Modify Opening Hours Menu 32 Record Main Menu 37 Record Company Greeting 39 Modify Submenu 41 Record Submenu 44 Change Default Function 46 Short Cut 48 Common Mailbox 50 Operator's Number 51 'Press Star' Question 53 Change Transfer Type 54

Function for 'Non Existing Mailbox' 56 Record 'Good Bye Announcement' 58 'Select Language' Question 59 FAX Switch 60 Modify Closing Hours Menu 61 Copy Opening Hours Menu 62

3.4 Infobox/Audiotex 63

Modify Infobox 64

Record Infobox 65 Modify Function 66 Delete Infobox 68

3.5 Mailbox Administration 69

Install Mailbox 71 Modify Mailbox 72

Reset the Password 73 Change Notification Type 74 Delete Mailbox 75 Enable/Disable Answer Only Mode 76

Switch Standard/Guest Mode 78 Record Notification Announcement 79 Distribution List 80

Create Distribution List 81

Listen/Modify Distribution List 82

Broadcast 83 Overview of Mailbox Parameters 84

3.6 Statistics 85

Mailbox-Statistics 87 Infobox-Statistics 88 Clear Statistics Counters 89 Automated Attendant-Statistics 90 System Utilisation-Statistics 91 Largest Mailboxes-Statistics 94

3.7 Read SW-Version 95

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4 Voice Mail Functions 96

4.1 General Hints 98

Play Back Control 99 Recording Control 100

4.2 Overview of Functions: Standard Mode 101

Open the Mailbox 102 Open the Mailbox the First Time 104 Listen to New Messages 107 Listen to Archived Messages 108 Send a Copy of a Message 109 Reply to a Message 110 Send a Message 111 Dial by Name 112 Distribution List 113

Create Distribution List 114

Listen/Modify Distribution List 115 Check the Receipt of a Message 116 Record the Personal Greeting 117 3 Greetings ON/OFF 118 Record 3 Personal Greetings 119 Modify 3 Personal Greetings 121 Select Personal Greetings 122 Record the Name 123 Notification Number 124 Notification Schedule 126 Notification ON/OFF 128 Notification Call/Remote Consultation of the Mailbox 129 Change of your Personal Password 130 Select your Language 131 Enable/Disable Answer Only Mode 132 Information Service 133

4.3 Overview of Functions: Guest Mode 134

Open the Guest Mailbox the First Time 136 Guest Mailbox: Listen to Messages 137 Guest Mailbox: Remote Consultation 138

5 Overview of Automated

Attendant Parameters 139

6 Index 140

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1 Introduction

By covering voice processing requirements, the Alcatel 4610 IV helps the customers of small and medium enterprises to get out more of their business - especially with regard to the areas "Greeting", and "MobilĆ ity". These specific solutions are called applications. The following geĆ neric applications are available:

• Voice mail / Voice Messaging

• Automated Attendant

• Infobox / Audiotex

The Alcatel 4610 IV provides in Alcatel Office PBXs for hotel applications an integrated voice messaging solution for guests and staff of hotels and related markets.

The intended audience of this manual are people in charge of the adĆ ministration of the Alcatel 4610 IV.

This manual describes the procedures and commands to customize your specific configuration to the needs of your organization and to keep the 'voice image' of your company always up to date.

As more technical details might be interesting for the administrator than for the mailbox user, this manual contains additional information in relation to voice mail and voice messaging as well as 'technical details' about functions (see clause 1.2 "The presentation principle").

1.1 How to Use the Manual

It is presumed that the Alcatel 4610 IV is installed and the basic configuĆ ration is done by authorized maintenance staff.

All chapters which refer to the handling and configuration of the Alcatel 4610 IV are structured according to the tasks to be done either by the user or the system administrator such as creation or modification of a mailbox, the Automated Attendant or an Infobox.

By using the table of contents you can quickly locate any feature or conĆ figuration parameter you want. For more complex parameters you can find a practical example.

1.2 The Presentation Principle

mailbox

The following presentation principle is used in this guide.

Name of the option

 Explanation of the option

Description box

Technical details

Description of the maĆ nipulation

Useful hints

Icons in the description box on the leftĆhand side are representing the required manipulations or system actions.

Press or dial

Listen

Password

Record

Message waiting

Open the

Call

Hang up

Enter

administration

Keys to be pressed are represented by e.g. <1>.

Names of menus to be selected are represented by e.g. 'New messages'.

This icon will draw your attention to warnings.

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1.3 The System Administrator

To be system administrator is a very responsible task. A high percentage of good acceptance of the system by the customer as well as by your own organization lies in your hands. Here are some hints to give you a good start:

Voice Mail and Voice Messaging:

• When the system was set into operation the first time:

Standard Mailbox

- Make sure that all users have their user guide available.

- Organize a common user training. Users feel more comfortĆ able in using their mailboxes during their daily business, when they understand the principles. Point out the benefits how voice messaging can ease commuĆ nication.

- Demonstrate the functionality and how to access the mailbox from intern your company and from outside.

- Explain how they can form their greeting. Give them examples, some are listed in the box below.

Examples:

'Hello! This is the mailbox of .... (name). I am out of my

office until ........ o'clock, inspecting our construction sites.

Please leave me a personal message. I'll return your call within 4 hours. If you need assistance, press 0 now.'

'Hello, you have reached the personal mailbox of ....

Today you can reach me again in the office at ... o'clock. In

urgent cases you can reach me at ....

my colleague ....

will be happy to help you. If you prefer to leave me a message, please do so now'.

(name) at extension ......... (extension number)

(telephone number). Also

(name).

Technical details:

Plug and Phone functionality, available in Alcatel Office release 320A, creates automatically standard mailbox for each installed subscriber set. Therefore, the mailbox owner has just to enter a password and to record his name to setup his mailbox . See clause 3.5 (page 69) and page 104.

- Explain how the diversion to the mailbox can be activated/ deactivated. Ask users not to 'hide' behind their mailbox, when they are in their office the diversion has to be deactivated and calls answered personally.

- Tell them to consult their mailbox, immediately when the 'mesĆ sage waiting' indication becomes switched on and to answer the messages. People will appreciate their fast response. If you are out of the office: Use notification respectively check for voice message twice a day.

- Remember users to delete unused and archived messages after a while.

- Offer general information using the broadcast option.

- Give support in creating distribution lists.

- Let your customers know about your voice mail system.

- Explain how a secretary can transfer a call in someone else's mailbox.

- When a 'common' mailbox is assigned make sure that a reĆ sponsible person consults this mailbox frequently.

- Disable call diversion to a mailbox for services that must be reached (operator, medical care, security services, fire brigade ... ).

Guest Mailbox

- Explain how to enter the personal password and that it is only necessary for external consultation of the guest mailbox.

- If the guest mailbox is used in a hotel environment make sure that the receptionist informs the guest that he has a personal voice mailbox allocated to his room telephone.

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- If the Alcatel 4610 IV is integrated in an Alcatel Office PBX reĆ lease 320A for hotel applications the mailbox password and the language of the voice guidance is allocated during checkĆ in procedure. If the language is not persistent the 'Primary LanĆ guage' is taken as default. The mailbox number is identical to his room telephoneĆnumĆ ber. A password is necessary for direct outward dialling as well as for consultation of his mailbox from outside his room. If the guest is checkedĆout his mailbox is deleted immediately except messages are still in his mailbox. In this case the mailĆ box stays available for consultation at least one hour after checkĆout.

• When you install a mailbox for a new user

- Make sure that the user manual is available.

- Make a short user training covering the same points as in secĆ tion 'When the system was set into operation the first time'.

• Monitoring the application

- Check statistics regularly to control the acceptance by the cusĆ tomers and propose improvements to your management.

- Check statistics regularly to detect problems (e.g. users who do not listen to messages or who do not delete old messages).

Automated Attendant and Infoboxes/Audiotex:

• Designing the application

- Make sure people can always reach a person (operator) and never will get the impression of being trapped in the system.

- Consider callers with rotary phones, not being able to send DTMF-digits. After a short time-out within the main menu the Alcatel 4610 IV should transfer the call to the operator or a free agent. A voice prompt informs the caller of the transfer in progress.

- Keep the structure of your Automated Attendant as simple as possible. A menu should not exceed more than 4 options.

- Record the menus of your application with a friendly and welĆ coming voice. In order to ensure best results of voice quality never use hands-free during recording of voice prompts. People will remind the menu option better, when it starts with the service first and the appropriated key at the end of the opĆ tion.

Example: '...for the order department, press <2>.'

- Promote also internal information services like: training departĆ ment, medical service, pension fund, etc.

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2 Helpful Terms

Broadcast You can use the number 000 to send ('broadcast') a

message to all subscribers of the application. All installed and initialized mailboxes are included automatically.

Consultation You can open your mailbox to listen to new and/or

archived messages.

Control functions

Play back control:

You can replay, rewind 10 seconds, forward 10 seĆ conds, pause, go to the beginning or to the end of the recording whenever listening to a recording (voice mail or infobox).

Recording control:

You can cancel the recording and re-record, pause

and finish recording, whenever you are recording a

text (voice mailbox, infobox, greetings, name or menu prompts).

Dial by name You can send a message to another mailbox by

dialling the name instead of dialling the mailbox number, using the letters on the key pad of your teleĆ phone set. Dial by name is also applicable in Automated Attendant (AA). Press <#>, followed by

the digits corresponding to the letters of the name.

Distribution list You can use a distribution list to send a message to

a group of persons using one destination number only.

DeleteYou can delete a message when you are listening to

it.

GreetingsYou can record three different greetings. You can

select the greeting which applies best.

InfoboxAn infobox contains any kind of voice info (audiotex

functionality). No messages can be left.

Language An external caller and the mailbox owner can select

their preferred operation language of the voice meĆ

nus, depending on the installation.

Mailbox

Standard Mailbox

A mailbox is dedicated to an owner. It bears the owner's recorded name and welcomes the caller with a personal recorded greeting. Messages can be left in the mailbox. Only the owner can consult the mailbox and act on his messages.

Answer Only Mailbox

If the 'Answer only mode' of a mailbox is enabled the caller can listen to the greeting but can't leave a message.

Common Mailbox

If for a standard mailbox - which is defined for the functions 'Short Cut', 'Default Function for the AutoĆ

mated Attendant' or 'Function for Non Existing MailĆ

box' - no personal greeting is recorded the ComĆ

mon Mailbox Announcement' is played.

Guest Mailbox

This mode of mailbox can be used in a:

Hotel environment (Alcatel Office PBX release 320A)

During checkĆin of the guest a mailbox is automatiĆ

cally installed. A password and the preferred languĆ

age is assigned. The mailbox is deleted at checkĆout

procedure.

The guest may record his name. The password must be entered if he consults his mailbox from outside the hotel room.

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Office environment

The mailbox is installed using the administration menu. During first consultation the name must be recorded and a password entered. Name and passĆ

word can't be changed by the owner. The password must only be used for remote consultation.

Message receipt You can check whether the message, you have sent

to a subscriber, has been listened to.

Message replySubscribers can send the response to a voice

message directly into the sender's mailbox.

Name Each subscriber records his name when he is

initializing his mailbox.

Notification The Alcatel 4610 IV informs you when messages

have arrived

in your mailbox by calling you on any phone speciĆ

fied by you.

Password

Personal Password

The personal password ensures privacy by protectĆ

ing the mailbox against misuse by another person.

Administration Password

The administration password protects the used

Alcatel 4610 IV configuration against misuse by

another person.

Send Copy You can send a copy of a message to another mailĆ

box, to a distribution list or broadcast it. The system

asks you to record an introduction to the message

before the copy is sent.

Subscriber The person who owns a standard mailbox.

Telephone system The Alcatel 4610 IV is part of the Alcatel Office

telephone system.

Timestamp You can request information on time and date when

the message arrived in your mailbox.

Voice Mail The part of the Alcatel 4610 IV which processes

voice messages

Feature List

Archive messages Automated Attendant Broadcast Change of password Check receipt of message Dial by name Distribution lists FAX-Switch Infoboxes/Audiotex Information service (Internal) Listen to new messages Listen to archived messages Notification Mailbox (StandardĆ, GuestĆ and Answer Only Mode) Multi-lingual: Mailbox, Automated Attendant, Infoboxes/Audiotex, InĆ formation service (Internal) (not generally available) Personal greeting Play back control, recording control Read SW-Version Record the name Remote consultation of the mailbox Reply to a message

Select personal greeting 1, 2 or 3 Send a message Send a copy of a message Statistics Submenus for Automated Attendant Timestamp Switch to 'Answer Only Mode'

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3 Administration

3.1 General Hints

These functions help to administrate easily the Alcatel 4610 IV by voice guided communication.

The communication between the administrator and the administration menu is based on inputs via the keys of a multi frequency telephone key pad and voice announcements of the administration menu.

Every input is confirmed with a voice announcement. Correct inputs will let you continue. When a input can't be accepted of some reasons, the administration menu will ask for a new input.

Specific Key Functions

The following keys have specific functions:

 Press

to perform one of the following actions:

- confirm your previous input,

- skip an announcement (example: bypass listening to an announcement),

- step forward in a list.

at any time you

- either want to cancel a previous input or

- exit from a menu or list.

to delete an individually recorded announcement.

If deleted the default announcement is played ('no recording' in case of external Infobox/Audiotex). The following announcements can be deleted: Main menu, Company greeting, Submenu(s), Call release ('Good bye') announcement, Notification

announcement, Infobox/Audiotext, Personal greeting, Mailbox name

Entering the Administration

Password

 The administration menu provides a selection of administrative paraĆ

meters to create and maintain the Alcatel 4610 IV.

Dial the phone number

Phone number of Alcatel 4610 IV

Company greeting

Start consultation

Administration mailbox number

of the Alcatel 4610 IV. The number depends on the usage and can be:

a) Either the number of

the operator group (if the Alcatel 4610 IV is part of an operator

group)

b) System number of the

Alcatel 4610 IV.

Press <#> during listenĆ ing the 'Company greetĆ ing' (only in case a)).

Press <0> for the administration menu.

Enter the password. When you are entering this option the first time the default password is

<4444>.

This basic, recurrent maĆ nipulation 'Entering the administration menu' is represented by the folĆ lowing symbol:

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3.2 Overview of Administrative Functions

Administration menu

OPENING/CLOSING HOURS

INSTALL MAILBOX

MODIFY MAILBOX

MODIFY INFOBOX

SELECT LANGUAGE

DISTRIBUTION LISTS

AUTOMATED

ATTENDANT

TIME AND DATE

CHANGE ADMINISTRATOR PASSWORD

Automated Attendant

OPENING HOURS MENU

CLOSING HOURS MENU

COPY OPENING

HOURS MENU

Time and date menu

SET TIME

SET DATE

DEFINE OPENING HOURS

Miscellaneous

RECORD "GOOD BYE" ANNOUNCEMENT

RECORD NOTIFIĆ CATION ANNOUNCEMENT

ENABLE/DISABLE "SELECT LANGUAGE" QUESTION

MISCELLANEOUS

RELEASE

FAX SWITCH

READ STATISTICS

READ SW-VERSION

Automated Attendant menu

MODIFY MAIN MENU

RECORD MAIN MENU

RECORD COMPANY GREETING

SUBMENU HANDLING

CHANGE DEFAULT FUNCTION

CHANGE "SHORT CUT"

CHANGE OPERATOR'S NUMBER

ENABLE/DISABLE "PRESS STAR" QUESTION

CHANGE TRANSFER TYPE

FUNCTION FOR 'NON EXISTING MAILBOX'

SUBMENU

MODIFY SUBMENU

RECORD SUBMENU

SUBMENU

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Change of Administrator Password

 The administrator password must be changed to protect the Alcatel

4610 IV from misuse.

Enter administration menu

Change administrator password

Enter new password

Confirm

- Don't forget the administrator password.

- If you forget the administrator password it can be reset by the service staff only.

Enter the administration menu.

Press <9> for 'Change administrator password'.

Enter the new password.

Press <#> to confirm.

The number of digits for the password must be four.

Set Time and Date

 Set the Alcatel 4610 IV to the actual time and date.

Enter administration menu

Time and date

Enter the administration menu.

Press <8> for 'Time and date'.

Set time

Enter hour and minutes

Confirm

Set date

Enter day, month and year

Technical details:

If the Alcatel 4610 IV is installed in an Alcatel Office PBX release 4 the date and time is synchronized automatically.

Confirm

Press <1> for 'Set time'.

Enter two digits for the hour and two digits for the minutes.

Press <#> to confirm.

Press <2> for 'Set date'.

Enter two digits for the day, two digits for the month and two digits for the year.

Press <#> to confirm.

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Set Time and Date (continue)

Technical details:

Time

Hours: Two digits from 00 to 23, Minutes: Two digits from 00 to 59,

Example: 8 o'clock in the morning. Enter: 0, 8, 0, 0.

2 o'clock in the afternoon

Enter: 1, 4, 0, 0.

Date

Day: Two digits from 01 to 31

Month: Two digits from 01 to 12

Year: 98 for 1998

02 for 2002

Define Opening Hours

Enter end time 1

Enter start time 1

Enter start time 2

Enter end time 2

 Define the requested schedule. For the following combinations one or

two ranges are possible:

 for each day of the week  for all days of a week  for working days (Mon.-Fri.)  for the weekend (Sat., Sun.)

Enter administration

Enter the administration menu.

Press <8> for 'Time and

Time and date

Define opening hours

Enter day of week

date'.

Press <3> for 'Define opening hours'.

Define day(s) of the week <1> Sunday <2> Monday <3> Tuesday <4>Wednesday <5>Thursday <6> Friday <7> Saturday <8> All days of a week <9> Working days <0> Weekend

Define the range.

The data input is announced. To skip a time announcement press <#>.

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Confirm

Press <#> to confirm.

Define Opening Hours (continue)

Examples for the range

One range Two ranges

Enter start time 1

Enter end time 1

Enter start time 2

Enter end time 2

Enter start time 1

Enter end time 1

Technical details:

Hours: Two digits from 00 to 23, In case of 'end time 1' also 24 is accepted. Minutes: Two digits from 00 to 59,

Example: 8 o'clock in the morning. Enter: 0, 8, 0, 0.

2 o'clock in the afternoon

Enter: 1, 4, 0, 0.

08:00 08:00

12:00 12:00

00:00 13:00

00:00 18:00

All day open All day closed

00:00 00:00

24:00 00:00

Select Language

 The administrator can select the language for the following recordings

- AA (Automated Attendant)

- Good-bye

- Infoboxes/Audiotex

- Outgoing call notifications.

Default, when entering administration menu, is the primary language. Before recording of one of the above mentioned announcements the administrator has first to choose in the 'Select language' menu the desired language. Then, without leaving the administration menu, the recording of e.g. the 'Main menu' is done in the language, which corresponds to the selected one.

The choice of the selected language remains unchanged until another language is selected or until leaving the administration menu. When entering the administration menu without selection of a language all recordings are per default for the primary language. This is the language which is - in case of multilingual AA - offered as option 1 to the caller. If the caller does not select the language, the primary language is used.

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Select Language (continue)

Enter administration menu

Select language

Enter number

Enter the administration menu.

Press <5> for 'Select language'.

Enter the number of the selected language.

Selecting the language does not affect the lanĆ guage of the administraĆ tion menus.

Technical details:

The default language, when entering the administration menu, is the primary language.

This option is not announced:

- When the Alcatel 4610 IV supports just one language.

Not generally available.

Switch Opening/Closing Hours

 This option provides a manual switch between opening and closing

hours menu of Alcatel 4610 IV at any time. Basically the switch between opening hours and closing hours depends on the defined time schedule

of the opening hours (see chapter 'Define opening hours)

When the opening/closing hours have been switched manually and afterwards the 'Defined opening hours' time Alcatel 4610 IVcurs, the manually activated switch-over is cancelled. Example: When you switch during opening hours manually to closing hours, next morning the Alcatel 4610 IV will switch to opening hours.

Enter administration menu

Enter the administration menu.

Technical details:

- The time dependent switch is always active.

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Switch opening/closing hours menu

Press <1> for 'Switch opening/closing hours' menu.

Enter the administration menu *)

Phone number of the Alcatel 4610 IV

Start consultation

Administration mailbox number

Password

*) For details see 'Entering the administration menu'

Change administrator password

Change administrator

password

Enter new password

Set time and date

Time and date

Set time

Enter hour/minutes

Confirm

Time and date

Set date

Enter day/month/ year

Confirm

Select language

Enter number

Define opening hours

Time and date

Define opening hours

Select day of the week

Sunday

Monday

Tuesday

Wednesday

Thursday

Friday

Saturday

All days of

a week

Working days

Weekend

Overview of System

Administration

Parameters

Define range

Start time, end time

3.3 Automated Attendant

The following chapter explains the functions of the Automated AttenĆ dant. All terms which represent configuration parameters are printed bold. This should make it easier for you to remember when you listen to the spoken menus.

What is an 'Automated Attendant'?

The 'Automated Attendant' welcomes the caller with the 'company greeting' and 'transfers' the caller dependent on his choice to the apĆ

propriate destination. To establish this, all possible choices offered to the caller are proposed in a spoken 'main menu' and/or 'submenus'.

The Automated Attendant can be customised to the individual requireĆ ments of your company therefore the proposed choices can be different during 'opening hours' and 'closing hours' of your company. This results in two completely independent Automated Attendants. The switching between 'opening hours menu' and a 'closing hours menu' is done either manually by the administrator or automatically following a pre-programmed 'schedule' which is defined in the

'opening hours'. 'Multi-lingual' Automated Attendant: As option the language of

guidance can be selected by the caller.

More details?

To give you more details we will follow a caller on his way through the Automated Attendant. When a caller reaches the Automated Attendant he will hear the 'company greeting' first. Then he is asked to press the star key (the 'press star question' is an optional function) to check whether he is using a dual touch-tone telephone. After pressing the star key the caller has the choice to select his preferred language for guidance (the 'select language question' is optional and depends on the number of installed languages).

The caller reaches now the 'main menu' of the Automated Attendant where specific 'functions' are assigned to the digit keys of the teleĆ phone key pad. He can select one of this proposed functions while he is guided by a recorded 'main menu' announcement.

If configured, the caller can reach one of several submenus. This seĆ cond level of the Automated Attendant allows optimum coherence to the subscriber's organisation.

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Which menu functions can be selected

Out of the following functions can be selected.

Function Type Destination / Action

Transfer to operator Predefined number

Transfer to extension Predefined number

Free dialling The caller dials the extension number

to which he wants to be transferred

Mailbox Predefined mailbox

Leave a message The caller dials the desired mailbox number

Infobox Predefined infobox

Call release (Good bye) The application releases the call

Submenu Another ten choices

Not used None

One function can be performed automatically without offering a choice to the caller. This option is called 'short cut'.

Structure of an Automated Attendant

Company greeting

Press star question

Select language question

Alternatively to main menu

Main menu

Optional

Short cut

Automated Attendant: Modify Opening Hours Menu

 This option provides to define or modify the functions of the main

menu, which can be selected by callers during opening hours.

Enter administration menu

Enter the administration menu.

Automated Attendant

Opening hours menu

Modify main menu

Enter digit key

Enter function

Confirm

Press <7> for 'Automated Attendant'.

Press <1> for 'Opening hours menu' (Note: see also 'Closing hours menu').

Press <1> for 'Modify main menu'.

Press the digit key <1-0> or press <#> to review all. Enter the digit of the desired function.

Press <#> to confirm or leave the function unchanged.

The application asks you to enter the number of the digit key <1-0> to which you like to assign a function. Select out of the 'list of main menu functions' (see table on next page) the number of the desired function.

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List of Main Menu Functions

Number Function

Not used:

The application ignores the digit.

Free dialling:

The caller is asked to enter the extension number of the desired subscriber or an abbreviated dialling code (see 'Transfer to trunk').

and ext. no. or

abbreviated

dialling code

and

infobox

number

and mailbox number

Transfer to extension:

The caller is connected to a predefined extension or to an abbreviated dialling code (see 'Transfer to trunk').

Transfer to operator:

The caller is connected to a predefined operator.

Infobox:

The caller is connected to a predefined infobox.

Leave a message:

The caller is asked to enter the number of the mailbox, where he wants to leave a message.

Mailbox:

The caller is connected to a predefined mailbox, where he can leave a message.

Call release (Good bye):

The application plays the 'Good bye announcement' and releases the call.

Submenu:

The application offers further choices which has to be defined in the function 'submenu'. The digit key which has to be entered by the caller equals to the number of the submenu.

Example

Description: This example shows how to create a simple Automated Attendant application. What is intended to establish is the following: When a caller reaches the main menu he can choose

- Transfer to an extension,

- Transfer to a submenu,

- Free dialling to extension numbers,

- Mailbox

- Operator

Mrs. Braun

Transfer to

extension

101

Delivery Dept.

Transfer to

submenu

Free

dialling

Mailbox 222

OperatorOrders

Transfer to

operator

Main menu

Configuration:

- Enter the administration menu.

- Press <7> for 'Automated Attendant'.

- Press <1> for 'Opening hours menu' (or <2> for 'Closing hours menu').

- Press <1> for 'Modify main menu'.

- Press <1> for digit 1, <3> for 'Transfer to extension', <101> for extension number, press <#> to confirm.

- Press <2> for digit 2, <9> for 'Submenu', press <#> to confirm.

- Press <3> for digit 3, <2> for 'Free dialling', press <#> to confirm.

- Press <4> for digit 4, <7> for 'Mailbox' and <222> for 'Mailbox number', press <#> to confirm.

- Press <0> for digit 0, <4> for 'Transfer to operator', press <#> to confirm.

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Example for announcement of the Automated Attendant

Call at Fulgor Delivery & Co

1 2

4 5 6

Company greeting

(individual announcement, see page 39)

Welcome, you are connected to the Automated Attendant of Fulgar Delivery & Co.

'Press star' question

(fixed announcement, see page 53)

Please press <>.

OPTIONAL

'Select language' question

(individual announcement, see page 59)

Thank you. If you prefer another language than English, press <1> for French or <2> for German.

OPTIONAL

Main menu

(individual announcement, see page 37)

If you want to get price informations from Mrs. Braun, press <1>. If you want to be transferred to our delivery department, press <2>. To dial your partner yourself, press <3>. To leave last minutes orders in our mailbox, press <4>. If you need assistance from our operator, press <0>.

Transfer to Trunk

'Transfer to trunk' respectively 'Trunk to trunk connection' via the AutoĆ mated Attendant can be made using the function 'Free dialling' or 'Transfer to predefined extension' in combination with the PBX feature abbreviated dialling.

Due to the fact that the Alcatel 4610 IV supports only a maximum of 4Ćdigits dialling the external number must be defined as abbreviated dialling code in the Alcatel Office PBX.

Also the FAX-Switch can route an incoming FAX message to an exterĆ nal FAX machine. Transfer to an external FAX machine is always done on blind transfer function.

36 36

All kinds of transfer (blind, semi-supervised, supervised) are possible but use of semi-supervised or supervised transfer is only recommended when the network sends ISDN information like alert and connect. Otherwise the call fails.

Automated Attendant: Record Main Menu

 This option provides to record the announcement of the main menu of

the Automated Attendant. As long as no individual main menu is recorĆ ded the system announces an "artificially composed" menu. This announcement corresponds to the choices defined for the main menu. For Multi-lingual recording see "Select language".

Enter the administration

Enter administration menu

menu.

Press <7> for 'Automated Attendant'.

Automated Attendant

Opening hours menu

Record main menu

Delete an existing anĆ

nouncement

Record announcement

Technical details:

The maximum length of the recording is 4 minutes.

Finish recording

Replay or

Delete and re-record

Confirm

Press <1> for 'Opening hours menu' (or <2> for 'Closing hours menu'). Press <2> for 'Record main menu'.

- Press <3> to deĆ lete an exĆ isting

use the default

Record the menu announcement. Press <#> to finish reĆ cording.

- Press <1> to re-

- Press <*> to

Press <#> to confirm.

announcement and

announcement.

play the announceĆ ment.

delete and re-record the announcement.

Hints for recording the main menu

It is recommended to consider the sequence of the proposed choices of the announcement. Put probably most frequently used choices on the beginning.

Build the sentences so that the key which need to be pressed is menĆ tioned at the end. Write down the text and check if the text is clear for the caller. Do not announce too many options.

What improves the quality of the recording?

- Make sure that the room in which you are recording has no echoes.

- Use the same distance to the handset for all recording sessions.

- Make sure to avoid any extraneous noise such as paper shuffling or breathing.

Example

Description: Recording the announcement for the main menu.

Text: If you want to get price informations from Mrs. Braun, press <1> If you want to be transferred to our delivery department, press <2>, To dial your partner yourself, press <3>. To leave last minute orders in our mailbox, press <4>. For assistance, press <0>.

38 38

Automated Attendant: Record Company Greeting

 This option provides to record the company greeting.

Enter the administration

Enter administration menu

Automated Attendant

Opening hours menu

Record company greeting

Delete an existing anĆ

nouncement

Record announcement

Finish recording

Replay or

Delete and re-record

Confirm

menu. Press <7> for 'Automated Attendant'. Press <1> for 'Opening hours menu' (or <2> for 'Closing hours menu'). Press <3> for 'Record company greeting'.

- Press <3> to deĆ

lete

use the default

Record the announceĆ ment. Press <#> to finish recording.

- Press <1> to reĆ

- Press <*> to deĆ

Press <#> to confirm.

an existing announcement and

announcement.

play the announceĆ ment.

lete and re-record the announcement.

The default text is:

"Welcome, you are connected to our Automated Attendant"

Technical details:

The maximum length of the recording is 4 minutes.

Example

Description: A personalised company greeting shall be recorded for the 'Opening hours menu'.

Text: Welcome, you are connected to the Automated Attendant of Fulgor Delivery & Co.

Operation:

- Enter the administration menu.

- Press <7> for 'Automated Attendant.'

- Press <1> for 'Opening hours menu'.

- Press <3> for 'Record company greeting'.

- Record the text.

- Press <#> when you have finished.

You want to check the announcement:

- Press <1> for 'Replay'.

You want to re-record it:

- Press <*>, for 'Delete and re-record'.

- Record the text.

- Press <#> when you have finished.

You want to confirm:

- Press <#> to confirm.

You want to delete a previously recorded company greeting and return to the default:

- Press <3> for 'Record company greeting'

- Press <3> while listening the 'Company greeting'.

Technical details:

Multiple languages installed:

- Company greeting itself should be recorded in each of the languages. Example: Welcome, you are connected to the Automated Attendant of Fulgor Delivery & Co. Guten Tag, Sie sind mit der Automatischen Vermittlung der Firma Fulgor Versand & Co. verbunden.

40 40

Automated Attendant: Modify Submenu

 This option provides to define or modify the functions of the submenus.

Enter administration menu

Automated Attendant

Opening hours menu

Submenu handling

Enter number of submenu

Modify submenu

Enter digit key

Enter function

Confirm

Enter the administration menu.

Press <7> for 'Automated Attendant'. Press <1> for 'Opening hours menu' (or <2> for 'Closing hours menu').

Press <4> for 'Submenu handling'. Enter number of sub-menu <1-0>. Press <1> for 'Modify submenu'.

Enter digit key or <#> to review and/or modify all. Enter number of the desired function or <#> to leave it unchanged. Press <#> to confirm.

The application asks you to enter the number of the digit key <1-0> to which you like to assign a function. Select out of the 'list of submenu funcĆ tions' (see table on next page) the number of the desired function.

List of Submenu Functions

Number Function

Not used:

The application ignores the digit.

Free dialling:

The caller is asked to enter the extension number of the desired subscriber or an abbreviated dialling code (see 'Transfer to trunk').

and ext. no. or

abbreviated

dialling code

and

infobox

number

and

mailbox

number

Transfer to extension:

The caller is connected to a predefined extension or to an abbreviated dialling code (see Trunk to trunk).

Transfer to operator:

The caller is connected to a predefined operator.

Infobox:

The caller is connected to a predefined infobox.

Leave a message:

The caller is asked to enter the number of the mailbox, where he wants to leave a message.

Mailbox:

The caller is connected to a predefined mailbox, where he can leave a message.

Call release (Good bye):

The application plays the 'Good bye announcement' and releases the call.

42 42

Modify Submenu

-- Press <5> for 'Infobox', <1> for 'Infobox number', press <#>

The numbers for infoboxes are 1 to 50 (see also 'Modify infobox').

Submenus help the caller to access the desired point in a clearly guided way, especially if more than 6 choices are offered to external callers.

When the caller has selected in the main menu one proposed function the submenu can offer another ten choices, (digit 0 to 9). The handling to set up a submenu is similar to that of the main menu. Allocate one function out of the 'list of submenu functions'.

Example

Description: Create for the submenu three choices, a transfer to a subscriber, a mailbox and an infobox (selected by the digit key 1 to 3).

Mrs. Braun Delivery Dpt. Free diallling Orders Operator

Mr. Miller Mailbox Informations

Extension 201 Mailbox 333

Transfer to submenu

Infobox 1

Submenu 2

Main menu

Configuration:

- Enter the administration menu.

- Press <7> for 'Automated Attendant'.

- Press <1> for 'Opening hours menu'.

- Press <4> for 'Submenu handling'.

- Press <2> for submenu 2.

- Press <1> for 'Modify submenu'.

- Press <1> for digit key 1,

Press <3> for 'Transfer to extension', <201> for extension number,

press <#> to confirm.

Press <2> for digit key 2,

Press <6> for 'Mailbox', <333> for 'Mailbox number', press

<#> to confirm.

Press <3> for digit key 3

to confirm.

Note:

Record Submenu

-- Press <1> to re-

Press <#> to confirm.

 This option provides to record the announcement for the submenu.

Multi-lingual recording: See "Select language".

Enter administration menu

Automated Attendant

Opening hours menu

Submenu handling

Enter number of submenu

Record submenu

Delete an existing

announcement

Record announcement

Enter the administration menu. Press <7> for 'Automated Attendant'. Press <1> for 'Opening hours menu' (or <2> for 'Closing hours menu'). Press <4> for 'Submenu handling'.

Enter number of Submenu <1 - 0> Press <2> for 'Record submenu'.

Press <3> to

delete an existing announcement and use the default announcement.

Record the announcement

Technical details:

The maximum length of the recording is 4 minutes

44 44

Finish recording

Replay or

Delete and re-record

Confirm

Press <#> to finish recording.

play the annoncement.

Press <*> to de-

lete and re-record the announcement.

Example

Description: The announcement for the submenu shall be recorded.

Text: Thank you for calling our delivery department. To discuss special delivery arrangements with our Mr. Miller, press <1>. To leave your preferred delivery date in our mailbox, press <2>. To get information about our truck routes, press <3>.

Configuration:

- Enter the administration menu.

- Press <7> for 'Automated Attendant'.

- Press <1> for 'Opening hours menu'.

- Press <4> for 'Submenu handling'.

- Press <2> for submenu 2.

- Press <2> for 'Record submenu'.

- Record the text.

- Press <#> for 'Finish recording'.

- Press <1> for 'Replay'.

- Press <#> to 'Confirm'.

Change Default Function

 This option provides to change the default function of the Automated

Attendant (different for opening and closing hours).

Enter administration

Enter the administration menu.

Press <7> for

Automated Attendant

Opening hours menu

Change default function

Enter function

Technical details:

The default setting is: Transfer to operator.

The default function is reached in the following cases:

- No input at 'Press star question' (caller may have a rotary phone only).

- No input in main menu.

Confirm

'Automated Attendant'.

Press <1>for 'Opening hours menu' (or <2> for 'Closing hours menu').

Press <5> for 'Change default function'.

Enter the digit of the desired function.

Press <#> to confirm.

46 46

List of Default Functions

Number Function

and ext. no. or

abbreviated

dialling code

and infobox

number

Not used:

The application plays the 'Good bye announcement' and releases the call.

Free dialling:

The caller is asked to enter the extension number of the desired subscriber or an abbreviated dialling code (see 'Trunk to Trunk').

Transfer to extension:

The caller is connected to a predefined extension or to an abbreviated dialling code (see 'Trunk to Trunk').

Transfer to operator:

The caller is connected to a predefined operator.

Infobox:

The caller is connected to a predefined infobox.

Leave a message:

The caller is asked to enter the number of the mailbox, where he wants to leave a message.

and mailbox number

Mailbox:

The caller is connected to a predefined mailbox, where he can leave a message. (See also 'Common Mailbox').

Call release (Good bye):

The application plays the 'Good bye announcement' and releases the call.

In general the 'default function' is reached when the caller did not choose any of the proposed functions or when his choice could not be interpreted correctly because no touchĆtone signal was sent. See also function 'Press star' question. Thus, just the following functions are recommended: 1, 4, 7, 8.

Short Cut

 This option provides to define or modify the function of the 'short cut'

(different for opening and closing hours).

Enter administration menu

Automated Attendant

Opening hours menu

Change 'short cut'

Enter function

Confirm

Enter the administration menu.

Press <7> for 'Automated Attendant'.

Press <1> for 'Opening hours menu' (or <2> for 'Closing hours menu').

Press <6> for change 'Short cut'.

Enter number of the desired function.

Press <#> to confirm.

Short cut

If the caller should not have the need to select a function in the main menu, there is the possibility to perform one defined function automatiĆ cally.

Technical details:

The default setting is: Common mailbox. You must not record a name and personal greeting for this mailbox. An default announcement is used.

48 48

List of 'Short Cut' Functions

Number Function

Not used:

The main menu is reached.

Free dialling:

The caller is asked to enter the extension number of the desired subscriber or an abbreviated dialling code (see 'Trunk to Trunk').

and ext. no. or

abbreviated

dialling code

and

infobox

number

and mailbox number

Transfer to extension:

The caller is connected to a predefined extension or to an abbreviated dialling code (see 'Trunk to Trunk').

Transfer to operator:

The caller is connected to a predefined operator.

Infobox:

The caller is connected to a predefined infobox.

Leave a message:

The caller is asked to enter the number of the mailbox, where he wants to leave a message.

Mailbox:

The caller is connected to a predefined mailbox, where he can leave a message. (See also 'Common Mailbox').

Call release (Good bye):

The application plays the 'Good bye announcement' and releases the call.

Common Mailbox

The Common Mailbox is a standard mailbox defined for the functions 'Short Cut', 'Default Function for the Automated Attendant' or 'Function for Non Existing Mailbox'. If no personal greeting is recorded the'Common Mailbox AnnounceĆ ment' is played.

Example

- Create mailbox 199

- Access to mailbox 199 and program a password XXXX.

- Do not personalise the 'Name' and 'Greeting'

- In 'Automated Attendant' menu, program 'Default function' as mailbox 199.

Every time the default function will be requested, 'you have reached the common mailbox' message will be announced with the possibility to leave a message. To consult message, access to mailbox 199.

50 50

Automated Attendant: Operator's number

 This option provides to define or modify the extension number of the

operator (can be different for opening and closing hours).

Enter administration

Enter the administration menu.

Press <7> for

Automated Attendant

Opening hours menu

Change operator's number

Enter extension number

Confirm

'Automated Attendant'.

Press <1> for 'Opening hours menu' (or <2> for 'Closing hours menu').

Press <7> for 'Change operator's number'.

Enter the extension number.

Press <#> to confirm.

Operator's number

It is necessary to define the extension number of the operator for the function 'transfer to operator'.

Do not use the access code of the operator's group to avoid re-routing to the Automated Attendant. Enter the extension number of the person who is answering calls. This ensures

that a caller gets 'human' assistance (e.g. caller who has a rotary phone only).

Example

Description: The operator's number should be changed to '111'.

Configuration:

- Enter the administration menu.

- Press <7> for 'Automated Attendant'.

- Press <1> for 'Opening hours menu'.

- Press <7> for "Change operator's number'.

The application announces the actual operator's number.

- Press three times <1>.

- Press <#> to confirm.

- The application repeats the number.

52 52

Automated Attendant: 'Press Star' Question

 This option enables or disables the function 'Press star'.

Enter administration

Enter the administration menu.

Press <7> for

Automated Attendant

Opening hours menu

Enable/disable 'Press star' question

Announcement of the new status.

The "Press star' question can be used to check whether the dialling information sent by the caller could be interpreted correctly or not. The application can only react on signals created by digit keys of a touch-tone phone. (See also 'default function').

'Automated Attendant'.

Press <1> for 'Opening hours menu' (or <2> for 'Closing hours menu').

Press <8> for enable/ disable 'Press star' quesĆ tion.

The new status is announced.

If there are more languages installed and 'Select Language' is enabled the 'Press Star Question' is announced in all installed languages.

Automated Attendant: Change Transfer Type

 This option provides to change the transfer type of a call to an extenĆ

sion.

Enter administration menu

Automated Attendant

Opening hours menu

Change transfer type

Enter number

Confirm

Enter the administration menu.

Press <7> for 'Automated Attendant'.

Press <1> for 'Opening hours menu' (or <2> for 'Closing hours menu').

Press <9> for 'Change transfer type'.

Enter the appropriate number.

Press <#> to confirm.

54 54

List of Transfer Types

Number Function

'Recall after Blind Transfer' (depends on the telephone system softĆ

ware). If a call is transferred blind to an extension and the transfer is not sucĆ cessful the call is routed back to the Automated Attendant. The call is again answered and transferred to the mailbox associated with the subĆ scriber number. If no mailbox is associated with, the function 'Non exĆ isting mailbox' is executed.

Blind transfer:

This means that the application transfers the call indeĆ pendent of the state of the "transferred to" party, i.e. the "transferred to" party may be idle or busy.

Semi-supervised transfer:

This means that the Automated Attendant transfers the call only to an idle party. In case of busy or wrong number, the caller is informed about this and returned to the Automated Attendant main menu.

Supervised transfer:

When the "transferred to" party answers the call an anĆ nouncement informs him, that a call will be transferred. When the call is not answered or the extension is busy, the call is put to the Automated Attendant main menu. The caller is informed that the transfer failed.

Function for 'Non Existing Mailbox'

 This option changes the function for a 'Non Existing Mailbox'. This funcĆ

tion is executed in case of :

- diversion to voicemail but corresponding mailbox is not installed or personnalised

- corrupt mailbox number

. - during 'Extra Hour' of a guest mailbox after checkout

- answer only - mailbox with no personal greeting

Enter the administration

Enter administration menu

Automated Attendant

Opening hours menu

Function for non exisĆ ting mailbox

menu.

Press <7> for 'Automated Attendant'.

Press <1>for 'Opening hours menu' (or <2> for 'Closing hours menu').

Press <0> for 'Function for non existing mailbox'.

Enter function

Technical details:

The default setting is: not used (The caller reaches the "Company greeting').

56 56

Confirm

Enter the digit of the desired function.

Press <#> to confirm.

List of Functions for 'Non ExistĆ ing Mailbox'

Number Function

Not used:

The application plays the 'Good bye announcement' and releases the call.

Free dialling:

The caller is asked to enter the extension number of the desired subscriber or an abbreviated dialling code (see 'Trunk to Trunk').

and ext. no. or

abbreviated

dialling code

and infobox

number

and mailbox

number

Transfer to extension:

The caller is connected to a predefined extension or to an abbreviated dialling code (see 'Trunk to Trunk').

Transfer to operator:

The caller is connected to a predefined operator.

Infobox:

The caller is connected to a predefined infobox.

Leave a message:

The caller is asked to enter the number of the mailbox, where he wants to leave a message.

Mailbox:

The caller is connected to a predefined mailbox, where he can leave a message. (See also 'Common MailĆ box').

Call release (Good bye):

The application plays the 'Good bye announcement' and releases the call.

Automated Attendant: Record 'Good Bye Announcement'

 This option provides to record a good bye announcement. The AutoĆ

mated Attendant plays the 'Good bye announcement' before the call is released. Multi-lingual recording: See "Select language".

Enter administration menu

Miscellaneous

Record 'Good bye announcement'

Delete an existing

announcement

Record announcement

Finish recording

Replay or

Delete or re-record

Confirm

Enter the administration menu. Press <0> for 'MiscellaĆ neous'. Press <1> for record 'Good bye announceĆ ment'.

- Press <3> to delete an existing

announcement

and use the default

announcement. Record the announcement. Press <#> to finish recording.

- Press <1> to reĆ play the announceĆ ment.

- Press <*> to deĆ lete and re-record the announcement.

Press <#> to confirm.

Technical details:

The maximum length of the recording is 20 seconds. The default text is:

"Thank you for your call, good bye'.

58 58

Automated Attendant: 'Select Language' Question

 This option enables or disables the 'Select language' question.

Enter administration menu

Miscellaneous

Enable/disable 'Select language' question

Technical details:

The default configuration is: OFF Only available in multi-lingual systems.

When the application supports several languages the caller is asked to select his preferred language. This option is placed in the Automated Attendant flow before the main menu is reached. The 'Select language' question is not asked:

- When there is only one language in the application.

- When the 'Select language' question is disabled.

Enter the administration menu.

Press <0> for 'Miscellaneous'.

Press <3> for enable/ disable 'Select language' question.

The mailbox application is not affected! I.e. the language chosen by the mailbox owner will alĆ ways be used during consultation.

Not generally available, additional memory is required.

FAX Switch

 This option defines the extension number of the FAX machine, which

serves for both, the opening and closing hours menu.

Enter the administration

Enter administration menu

Miscellaneous

menu.

Press <0> for 'Miscellaneous'.

Define FAX number

Enter the number

Technical details:

- The entered number can be:

 an extension number,  a hunting group number or an  abbreviated dialling code (max. 4 digits) for the connection

- Input is terminated when 2 seconds no input is given.

- Input is not checked.

- NO 'dial-by-name'.

Confirm

of an FAX to an external FAX.

Press <4> for 'Define FAX number'.

Enter the number.

Press <#> to confirm.

60 60

Automated Attendant: Modify Closing Hours Menu

 This option defines or modifies the functions of the main menu

which can be selected from the callers during closing hours.

Enter administration menu

Automated Attendant

Closing hours menu

Enter the administration menu.

Press <7> for 'Automated Attendant'.

Press <2> for 'Closing hours menu'.

 Since all options are the same as for the 'Opening hours menu' all

manipulations for 'Closing hours menu' are referred in the related chapter for the 'Opening hours menu'. The text proposes to press <1> for 'Opening hours menu' or press <2> for 'Closing hours menu'.

See:

- Modify main menu

- Record main menu

- Record company greeting

- Submenu handling

- Change default function

- Change 'Short cut'

- Change operator's number

- Enable/disable 'Press star' question

- Change transfer type

- Function for 'Non Existing Mailbox'.

Automated Attendant: Copy Opening Hours Menu

 This option copies the opening hours menu to the closing hours menu.

If the closing hours menu is similar to the opening hours menu, it can

be copied and slightly adapted.

Enter administration menu

Automated Attendant

Copy opening hours menu

Enter the administration menu.

Press <7> for 'Automated Attendant'.

Press <3> for 'Copy opening hours menu'.

What will be copied?

- The main menu definition (including the announcement).

- All submenu definitions (including announcements).

- The company greeting.

- The setting of 'Press star question'.

- The operator's number.

- The transfer type definition.

- The default function.

- The 'Short cut'

- The 'Non Existing Mailbox ' function.

62 62

3.4 Infobox/Audiotex

The infobox can be used as

- Internal Information Service

- External Infobox and as

- Audiotex

Information Service

5 infoboxes (number 46 to 50) are predefined for that service and canĆ not be used in the Automated Attendant. All 5 infoboxes are concateĆ nated. Recording of the information is done by the system administraĆ tor.

External Infobox

45 infoboxes (number 1 to 45) are accessible to external callers. Due to multiĆlingual announcements they can be offered in up to 3 (4) lanĆ guages.

Audiotex

Audiotex is the subject-related concatenation of infoboxes in different branches to offer a sophisticated information system to external callers.

Maximum Recording Length

The maximum length of the recording is 4 minutes.

Modify Infobox

 This option modifies the following infobox parameters:

- Record infobox announcement,

- Change 'end of text' function,

- Delete an infobox.

Enter the administration

Enter administration menu

Modify infobox

Enter infobox number

Announcement of:

- infobox number,

- Recorded text,

- 'End of text' function.

menu.

Press <4> for 'Modify infobox'.

Enter the infobox number or press <#> to step through all existing infoĆ boxes.

Announcement of current infobox parameters.

Continue with:

- Record infobox announcement,

- Modify function or

- Delete an infobox.

Technical details:

There are 50 infoboxes (numbers are from 1 to 50) available in the application. Thereof 5 (numbers 46 to 50) can be listened by mailbox owners only. 'End of text' function:

The default for infobox 1 to 45 and 50 is 'not used' The default for infobox 46 to 49 is 'Infobox n + 1'.

64 64

Modify Infobox: Record Infobox

 This option records the announcement for an infobox.

For Multi-lingual recording see "Select language".

Enter the administration menu.

Enter administration menu

Press <4> for 'Modify infobox'.

Modify infobox

Enter infobox number

Record infobox

Delete an existing

announcement

Record announcement

Technical details:

Per default (until changes by the administrator), an infobox has an "empty" recording and "not used" as end of text function. This is valid for all installed languages. So whenever an infobox is specified, the whole number range (1-50) is allowed without further checks (except where "external infobox" (1-45) and "internal information service" (46-50) have to be distinguished.)

Finish recording

Replay or

Delete and re-record

Confirm

Enter the infobox numĆ ber.

Press <1> for 'Record infobox'.

Record the announceĆ ment.

- Press <3> to delete an existing

announcement

and use the default

announcement. Press <#> to finish recording.

- Press <1> to replay your recording.

- Press <*> to delete and re-record the announcement.

Press <#> to confirm.

Modify Infobox: Modify Function

 This option modifies the 'end of text' function of the infobox.

Enter the administration menu.

Enter administration menu

Press <4> for 'Modify infobox'.

Modify infobox

Enter infobox number

Modify 'end of text' function

Enter function

Confirm

Enter the infobox numĆ ber.

Press <2> for 'Modify function'.

Enter number of the desired function.

Press <#> to confirm.

The 'end of text' function defines what will happen after having played the infobox announcement to a caller. It allows to 'chain' several infoboxes and/or to offer AutoĆ mated Attendant funcĆ tionality. Default 'end of text' configuration is 'not used', means return to that menu, where the inĆ fobox was 'linked into' (i.e. AA main or submeĆ nu, mailbox menu for info service.)

66 66

List of 'End of Text' Functions

Number Function

and ext. no. or

abbreviated

dialling code

Not used:

Return to the menu (main- or submenu).

Free dialling:

The caller is asked to enter the extension number of the desired subscriber or an abbreviated dialling code (see 'Trunk to Trunk').

Transfer to extension:

The caller is connected to a predefined extension or to an abbreviated dialling code (see 'Trunk to Trunk').

Transfer to operator:

The caller is connected to a predefined operator.

and infobox

number

Infobox:

The caller is connected to a predefined infobox.

Leave a message:

The caller is asked to enter the number of the mailbox, where he wants to leave a message.

and mailbox

number

Mailbox:

The caller is connected to a predefined mailbox, where he can leave a message.

Call release (Good bye):

The application plays the 'Good bye announcement' and releases the call.

Recommended functions

1 Return to the menu, so that the caller can select further options. 5 Infobox. For chaining of infoboxes, to ease recording of new infos. 7 Mailbox. E.g. to leave the callers name and address for further

information.

8 Good bye. To release the call.

Modify Infobox: Delete Infobox

 This option deletes an infobox.

Enter administration menu

Modify infobox

Enter infobox number

Enter the administration menu.

Press <4> for 'Modify infobox'.

Enter the infobox numĆ ber.

Delete

When an infobox is deleted, no checks are done. The infobox announcement is deleted but the funcĆ tion remains unchanged.

Press <3> for 'Delete infobox'.

Example

Description: Delete infobox 1.

Configuration:

- Enter the administration menu.

- Press <4> for 'Modify infobox'.

- Enter infobox number 1.

- Announcement of the text and the function.

- Press <3> to 'Delete' the infobox announcement.

- Press <#> when you want to continue with deleting the next infobox.

68 68

3.5 Mailbox Administration

This chapter explains all options necessary to administrate mailboxes. Mailboxes can be installed all at the same time or individually when they are required.

Mailbox Mode:

The Alcatel 4610 IV provides the following mailbox modes:

 Standard Mode

The Standard Mode can be switched to Answer Only Mode or Guest Mode.

 Guest Mode

'Office' environment:

The Guest-Mode mailbox must be installed as Standard-Mode mailbox and then switched to Guest Mode. The Guest Mode can be switched back to Standard Mode

'Hotel' environment: (Alcatel Office PBX release 320A)

The Guest-Mode mailbox is installed during check-in procedure

and can be switched to Standard Mode.

Function

Record mailbox name x x Personal greeting x Greeting 1,2,3 x Select language 1) 2) Notification x Password x 3) Distribution list x Listen to messages x x Play back controls: x x

Replay x x Archive x Delete x x Timestamp x x Send a copy x Reply x Rewind x x Pause x x

Forward x x Send a message x Check receipt x Internal information Service x Broadcast x Answer Only Mode x Recording controls x Audiotex x x

Standard

Mode

Guest Mode

1)+2) Not generally available

2) Hotel: allocated during check-in Office: defined by system setting

3) Personal password for remote mailbox consultation Hotel: password defined during checkĆin

Office: password defined during first mailbox consultation

70 70

Install Mailbox

 This option enables you to install a mailbox instandard mode.

Enter the administration

Enter administration menu

Install mailbox

Enter the mailbox number

Confirm

menu. Press <2> for 'Install mailbox'. Enter the number of the mailbox. Press <#> to confirm.

When you press the hash key, the Alcatel 4610 IV confirms the installation of the new mailbox and asks you to enter another mailbox number. You can continue. When you do not intend to install another mailĆ box, please press the star key to return to the adĆ ministration menu. To alĆ low easy identification of the mailbox key for the mailbox owner, the mesĆ sage waiting will be switched on.

Technical details: Mailbox number for:

- An internal subscriber shall be equal to his telephone number.

- An external subscriber, i.e. non residents, shall be not equal to any existing telephone number of the system, but should have the same number of digits.

Remarks: subset. Plug & Phone feature (Alcatel Office release 320A) creates autoĆ maticaly standard mailbox for each installed subscriber set. Therefore, the mailbox owner has hust to enter a password and his name to setup the mailbox.

A mailbox key should be defined on the internal subscriber's

Modify Mailbox

 This option provides to:

- Reset the password

- Change the notification type

- Delete the mailbox

- Enable/disable answer only mode

- Switch standard/guest mode

Enter administration menu

Enter the administration menu.

Modify mailbox

Enter mailbox number

Press <3> for 'Modify mailbox'.

Enter the mailbox number.

You can either enter a mailbox number, when you intend to modify a single mailbox, or you can press <#> and the Alcatel 4610 IV starts with the first mailbox. After completion of the selected function the Alcatel 4610 IV automatĆ ically selects the next mailbox and asks for a new command.

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Modify Mailbox: Reset the Password

 The administrator can reset the personal password for a mailbox.

Enter administration

Enter the administration menu.

Press <3> 'Modify

Modify mailbox

Enter mailbox number

Reset password

mailbox`.

Enter the mailbox number.

Press <1> for 'Reset password'.

When the subscriber opens his mailbox, he is asked for his new passĆ word. Message waiting will be switched on as reĆ minder for the mailbox owner.

Modify Mailbox: Change Notification Type

 The notification option informs the mailbox owner when a new message

has arrived by initiating an (outgoing) call.

Enter administration menu

Modify mailbox

Enter mailbox number

Change notification type

No notification

Signalling only

Access to mailbox

Technical details:

No notification - the mailbox owner is not informed, when a new

message arrives.

Signalling only - the mailbox owner is informed, when a new

message arrives. The Alcatel 4610 IV asks him

to press star to confirm the notification. The

mailbox owner must call the Alcatel 4610 IV to

listen to the message.

Enter the administration menu.

Press <3> for 'Modify mailbox'.

Enter the mailbox number.

Press <2> for 'Change notification type'.

Select the appropriate notification type.

Access to mailbox - The mailbox owner can immediately listen to the message and need not set up a new call.

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Modify Mailbox: Delete Mailbox

 This option deletes a installed mailbox.

Enter administration

Enter the administration menu.

Press <3> for 'Modify

Modify mailbox

Enter mailbox number

Delete the mailbox

If a mailbox is deleted, no checks are done. All mails, the recorded name and greetings are deleted. If a guest mailbox of a hotel application is deleted the time-out of at least 1 hour is not active.

mailbox'.

Enter the mailbox number.

Press <3> for 'Delete the mailbox'.

Modify Mailbox: Enable/Disable Answer Only Mode

 This option determines whether a mailbox can receive voice messages

after having heard the personal greeting.

Enter the administration

Enter administration menu

Modify mailbox

Enter mailbox number

Enable/disable answer only mode

menu.

Press <3> for 'Modify mailbox'.

Enter the mailbox number.

Press <4> for 'Enable/ disable the answer only mode' of the mailbox.

ON = Enable answer only mode:

- the caller can listen to the mailbox greeting, but can't leave a message. OFF = Disable answer only mode:

- the caller can leave a message after listening to the mailbox greeting.

Technical details:

Default configuration: Answer only mode disabled (OFF). Switching to answer mode (and back) is also possible for the mailbox owner inside his mailbox

76 76

Modify Mailbox (continue)

Example

Description:

Operation:

2 0 1

The answer only mode for mailbox 201 should be set to OFF (disabled). Thus callers can leave a message in the mailbox.

Enter the administration menu

Press <3> for 'Modify mailbox'

Enter the mailbox number e.g. <201>

The Alcatel 4610 IV announces:

- Mailbox number

- Name of the mailbox owner

- Notification type

- Setting of 'Answer only mode'.

(e.g.: Mailbox 201 - John Silver -

Notification type: Signalling only Answer only mode: ON)

Press <4> to disable the 'Answer only mode'.

Modify Mailbox: Switch Standard/Guest Mode

 This option provides to switch between standard and guest mode of a

mailbox.

Enter the administration

Enter administration menu

Modify mailbox

Enter mailbox number

Switch standard/guest mode

menu.

Press <3> for 'Modify mailbox'.

Enter the mailbox number.

Press <5> for 'Switch standard/guest mode'.

You can toggle between standard mode and guest mode.

If a standard mode mailbox is switched to a guest mode

mailbox consider that the range of options is reduced.

78 78

Record Notification Announcement

-- Press <1> to replay

Press <#> to confirm.

 This recorded announcement replaces the default announcement.

For multi-lingual recording see "Select language".

Enter the administration

Enter administration menu

Miscellaneous

Record notification announcement

Delete an existing

announcement

Record the announcement

Finish recording

menu. Press <0> for 'Miscellaneous'. Press <2> for 'NotificaĆ tion announcement'.

- Press <3> to delete an existing

announcement

and use the default

announcment.

Record the announcement Press <#> to finish recording.

Technical details:

When the notification is set and a new message arrived in the mailbox the Alcatel 4610 IV initiates a notification call. When the called party answers, the Alcatel 4610 IV will play the subsequent announcement:

" This is a call from a voice mail system......"

The administration option "Record notification announcement " allows you to replace this default announcement by a user specific announceĆ ment. It is limited to a duration of 20 seconds.

Replay or

Delete and re-record

Confirm

the notification

announcement.

Press <*> to delete

and re-record the notification announcement.

Distribution List

 A distribution list is a convenient means to send a message to a number

of persons. The persons, who are part of the list can be defined by a subscriber or by the administrator. The subscriber can record a name

for this distribution list and the Alcatel 4610 IV automatically allocates a number to the list. This number can be entered instead of a mailbox

number, when the Alcatel 4610 IV asks for the destination mailbox

number.

Distribution lists must always be entered with 3 digits (001 to 050). A maximum of 50 lists are provided with up to 128 entries each.

A distribution list can be

- Created

- Reviewed

- Modified and

- Deleted.

Distribution lists can be used by everyone. A subscriber can modify or delete only those lists created by him. The administrator may modify or delete all distribution lists.

80 80

Create Distribution List

 This option provides the administrator to create new distribution lists.

Enter the administration

Enter administration menu

Distribution list

Create a new list

Record name of the list

Finish recording

Replay or Delete and re-record

Confirm

Enter destination mailbox number

Delete and re-enter

Confirm

Enter next destination mailbox number

Confirm

Terminate

menu. Press <6> for 'Distribution list'. Press <2> for 'Create a new list'. The Alcatel 4610 IV allocates a list number and tells it to you. Record the name. Press <#> when you have finished recording.

- Press<1> to replay the name.

- Press <*> to delete

and re-record the

name.

Press <#> to confirm the recording. Enter the destination mailbox number or 'dial-by-name'. Press <#> to confirm or <*> to cancel. Enter the next destination mailbox numĆ ber and press again <#> to confirm. This procedure can be reĆ peated until the last desĆ tination mailbox number has been entered. Press <*> to indicate that the list is complete.

Listen/Modify Distribution List

 The administrator can listen/modify all distribution lists.

Enter administration menu

Distribution list

Listen/modify a distribution list

Enter the administration menu.

Press <6> for 'Distribution list'.

Press <1> for 'Listen or modify a distribution list'.

Enter 3 digits for a list number or # for all distribution lists

Listen

Modify

Delete the list

Step through the list members

Delete a member

Enter the list number.

Press <1> to listen to the list members. Press <2> to modify the list or press <3> to delete the list.

Press <#> to step through the members of the list. Stop when the subscriber is reached and press <3> to delete a member.

Or/and enter the number of a new member.

Enter additional destinaĆ tion mailbox number

82 82

Confirm

Terminate

Press <#> to confirm.

Press <*> to indicate, that the list is complete.

Broadcast

 This option needs no administration. It is used to send ('broadcast') a

message to all installed and initialised mailboxes. The destination mailbox number for broadcast is 000.

Enter the administration menu *)

Phone number of Alcatel 4610 IV

Install mailbox

Enter mailbox number

Confirm

Start consultation

Administration mailbox

Password

Modify mailbox

Enter mailbox number

Miscellaneous

Record notification

announcement

Reset password

Change notification type

Delete mailbox

*) For details see 'Entering the administration menu'

Distribution list

Listen/Modify

Distribution list

Create

Distribution list

Enable / disable

answer only mode

Switch standard/

guest mode

No notification

Signalling only

Overview of

Mailbox Parameters

Access to mailbox

84 84

3.6 Statistics

 The statistic option of the Alcatel 4610 IV is intended to enable

- User (i.e. person in charge of system administration at

customer's site)

- Maintenance staff (i.e. Alcatel or distributor technician) to gather

information on load situation and characteristics of usage.

Based on this information conclusions regarding

- The degree of customer/user service and

- Required modifications of the current Alcatel 4610 IV applications

can be done.

Access to all statistical data is given via the voice guided administration

menu.

Statistic counters are based on 2 time periods:

Period for characteristics of usage (described in 'Mailbox-Statistics',

'Infobox-Statistics' and 'Automated Attendant-Statistics') are

calculated based on the time between the last reset of statistical counters and the current time. In this way, any time frame (e.g. one weekend, 3½ weeks, 2 months, duration of a specific advertising campaign, etc.) can be the base for the calculation.

Period for load situation (described in 'System Utilisation-Statistics')

is available for the last week. The time period covers 24 hours on the

last 7 days counters are updated automatically as the time period shifts continuously. In this way, a complete overview on the system utilisation of the last week is given. If the statistic counters have been reset within the last week, the information is available since this reset.

i.e. 168 time slices until the last completed hour. The

This option provides to gather the following statistic information:

Characteristics of usage:

- Mailbox-Statistics

- Automated Attendant-Statistics

- Infobox-Statistics

Load situation:

- System Utilisation-Statistics

- Largest Mailboxes-Statistics

and to

- Clear Statistics Counters

Technical details:

After entering the 'Read Statistics' menu the Alcatel 4610 IV informs since when the statistics data are collected.

86 86

Mailbox - Statistics

 This option provides two counters per mailbox:

- Mailbox reached Counts how often a mailbox was reached and the caller listens to the greeting, independent if a message was left or not.

- Message left Counts how often a messages was left after listening to the greeting of the mailbox.

Enter administration menu

Miscellaneous

Read Statistics

Mailbox counters

Enter Mailbox number

Mailbox counters

Enter the administration menu.

Press <0> for 'Miscellaneous'.

Press <9> for 'Read Statistics'.

Press <1> for 'Mailbox counters'.

Enter the mailbox number or press <#> to review all of them.

Listen to the mailbox counters:

 mailbox number,  value of mailbox

reached-counter,

 value of message

left-counter.

Technical details:

Messages sent directly from one mailbox to another are not counted. Excluded are also:

- Messages or copies of messages sent to one or more subscribers, distribution list or are broadcasted,

- Reply to a message.

Infobox - Statistics

 This option provides one counter per infobox:

- Listened to Infobox counter How often an infobox is reached

Enter administration menu

Miscellaneous

Read Statistics

Infobox counters

Enter Infobox number

Infobox counters

Enter the administration menu.

Press <0> for 'Miscellaneous'.

Press <9> for 'Read Statistics'.

Press <2> for 'Infobox counters'.

Enter the Infobox numĆ ber or press <#> to reĆ view all of them.

Listen to the Infobox counters:

 Infobox number,  value of listen

counter.

88 88

Clear Statistics Counters

 This option clears all statistic counters.

Enter administration

Enter the administration menu.

Miscellaneous

Read Statistics

Clear counters

Confirm

Press <0> for 'Miscellaneous'.

Press <9> for 'Read Statistics'.

Press <3> for 'Clear counters'.

Press <#> to confirm.

Clears all statistic counters !

Technical details:

Also power up and power failure cause a counter reset.

Automated Attendant - Statistics

 This option provides the following counters for the opening and closing

hours of the Automated Attendant :

- Number of calls

- Total call duration

- Number of failed calls (i.e. calls reaching the Automated Attendant default function).

Enter the administration

Enter administration menu

Miscellaneous

menu.

Press <0> for 'Miscellaneous'.

Read Statistics

Automated Attendant

Opening hours

Closing hours

Automated Attendant counters

90 90

Press <9> for 'Read Statistics'.

Press <4> for 'Automated Attendant'.

Press <1> for 'Opening hours' or <2> for 'Closing hours'.

Listen to the Automated Attendant counters:

 number of calls,  total duration in

minutes,

 number of failed

calls.

System Utilisation - Statistics

 This option checks each full hour the free voice memory and the total

seizure duration.

Enter administration menu

Miscellaneous

Read Statistics

System utilisation

Enter the administration menu.

Press <0> for 'Miscellaneous'.

Press <9> for 'Read Statistics'.

Press <5> for 'System utilisation'.

History of one week

Please read out the counters at least every week,

because otherwise data will be lost !

Example of an announcement:

February 23rd:

8 o'clock

 free memory,  seizure duration,

9 o'clock

 free memory,  seizure duration,

. . 23 o'clock

 free memory,  seizure duration,

. . . February 28th:

0 o'clock

 free memory,  seizure duration,

. . 23 o'clock

 free memory,  seizure duration,

Example

March 1st:

0 o'clock

 free memory,  seizure duration;

Current free voice memory:

 . . minute(s).

92 92

System Utilisation - Statistics (continue)

Playback options: The statistics history starts either 7 days before or with the point of counter -reset:

Step back in history by

one day

step forward in history by one day

go to end (announceĆ ment of current free voice memory)

step forward in history by one hour

To have an overview on the current system load, each full hour a check of free voice memory is done and the total seizure duration is counted:

- Free memory: free voice memory in the system measured in

minutes within the specific hour.

- Seizure duration: Mean value of seizure duration of the access lines to the Alcatel 4610 IV as percentage of the maximum posĆ sible seizure within the specific hour.

Example:

- Seizure duration for access line 1: 24 minutes

- Seizure duration for access line 2: 12 minutes Total seizure duration is 36 minutes of the maximum possible duration of 120 minutes (60 minutes per access): 30% seizure duration.

The information on the load situation is available for the last week.

Technical details:

Seizure duration includes notification calls, message waiting LED update. Free memory is stored in 'minutes' and the seizure duraĆ tion in 'percent'. The statistics history starts at the last system or counter reset (whatever was later). The maximum period covered by the history is 168 (7x24) hours. Note: The first hour may be incomplete.

Largest Mailboxes - Statistics

 This option provides a hitlist to identify the 3 mailboxes, which occupies

the most memory time for new and archived messages.

Enter administration menu

Miscellaneous

Read Statistics

Largest mailbox

Mailbox counter

Step through

Enter the administration menu.

Press <0> for 'Miscellaneous'.

Press <9> for 'Read Statistics'.

Press <6> for 'Largest mailbox'.

Listen to the Mailbox counter:

 mailbox number or

name,

 total duration of both,

new and archived messages in minutes.

Press <#> to step through.

Technical details:

In case of 'equal' time of messages lengths the choice of the anĆ nounced mailboxes is performed 'randomly'.

94 94

3.7 Read SW-Version

 This option provides to read out the SW-Version and the feature level.

Enter administration menu

0 Read SW-Version

Miscellaneous

SW-Version

Enter the administration menu.

Press<0> for 'Miscellaneous'.

Press <0> for 'Read SW-Version'.

Listen to the SW-Version:

 SW-Version

'EPROM',

 SW-Version 'Control

file'.

4 Voice Mail Functions

The Alcatel 4610 IV provides different mailbox modes

- standard mode

- guest mode

- answer only mode

and two areas of voice communication

- voice mail and

- voice messaging.

Standard mode mailbox

This mode provides a standard set of functions.

Guest mode mailbox

This mode provides a basic set of functions. These are to record mesĆ sages for the guest and play them one by one when he consults his mailbox. A password is only necessary when the guest consults from reĆ mote.

Answer only mailbox

This mode provides an announcement i.e the personal greeting of the mailbox owner to the caller but do not record messages.

Voice mail

The voice mail functionality can help you to keep in touch with your cusĆ tomer, even when you are not in your office. He can leave you a mesĆ sage. Privacy is guaranteed because only the mailbox owner can consult his mailbox.

The greeting, which is played to the caller can be recorded and changed by the owner himself and can therefore give additional informations to the caller.

Voice messaging

The voice messaging functionality offers a new dimension of internal communication. Communication of teams is supported by the option of sending a copy of a message to other team members. Distribution lists allow fast transfer of voice information to several team members at once.

96 96

New messages are indicated at your telephone and - if you like - via a notification call at any predefined internal or external telephone/pager.

Both functionalities are based on mailboxes. The Alcatel 4610 IV supĆ ports up to 128 mailboxes. Each mailbox can be tailored according to individual requirements of the owner and greet the callers and record messages. The Alcatel 4610 IV provides a wide range of options which are described briefly in the chapter 'helpful terms'.

4.1 General Hints

A few general hints that will help you every time you use the Alcatel Office Communicator. The following keys have specific functions when supported:

 Press

Note: If the OC does not offer any more options

 Press

Note: When you exit from a menu you "return"

if you want more options.

(- out of your current situation -), the Alcatel 4610 IV will play the announcement "No more options".

to perform one of the following actions:

- confirm your previous input,

- skip an announcement (example: bypass a user's personal greeting),

- step forward in a list.

at any time you

- either want to cancel a previous input or

- exit from a menu or list.

to the previous menu.

98 98

Play Back Control

Forward 10 seconds

'Play back control' menu

Skip to the end of recording

 When you listen to a voice mail or an announcement, these keys are

assigned to following functions:

Begin of recording

Rewind 10 seconds

Pause, press again to continue

Technical details:

Pause: The maximum length of a pause is 20 seconds. When key

8 is not pressed again the Alcatel 4610 IV skips to the end of the recording.

Alcatel-Lucent 4610 IV User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual