AT&T 2.1.1 User Manual

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AT&T FAX Attendant Release 2.1.1

AT&T 555-107-100 Issue 1 January 1993

For MERLIN LEGEND

Communications System

System Manager’s Guide

Notice

While reasonable effort was made to ensure that the information in this document was complete and accurate at the time of printing, AT&T cannot assume responsibility for any errors. Changes and/or corrections to the information contained in this document may be incorporated into future issues.

Federal Communications Commission (FCC) Statement

This equipment has been tested and found to comply with the limits for a Class A digital device, pursuant to Part 15 of the FCC rules. These limits are designed to provide reasonable protection against such interference when operated in a commercial environment. Operation of this equipment in a residential area is likely to cause interference, in which case the user at his own expense will be required to take whatever measures may be required to correct the interference.

Security

As a customer of new telecommunications equipment, you should be aware of the signiﬁcant and growing problem of theft of long distance services by third parties, known commonly as "toll fraud." It is particularly important that you understand and take appropriate steps to deal with this crime because under applicable tariffs, you will be responsible for payment of associated charges. AT&T cannot be responsible for such charges and will not make any allowance or give any credit resulting from toll fraud.

Toll fraud can occur despite the preventive efforts of network providers and equipment manufacturers. Toll fraud is a potential risk for every customer with telecommunications equipment having one or more of the following features: (1) remote access, (2) automated attendant, (3) voice mail, (4) remote administration and maintenance, and (5) call forwarding (remote). This is not a product or design defect, but a risk associated with equipment having one or more of the features described above. If your new telecommunications equipment possesses any of these features, please consult the relevant portion of your documentation for further details and speciﬁc procedures to reduce the risk of toll fraud or contact your AT&T dealer for further details.

Trademarks

AUDIX, Voice Power, and AT&T FAX Attendant System are trademarks of AT&T. DEFINITY is a registered trademark of AT&T. UNIX is a registered trademark of AT&T UNIX System Laboratories, Inc. Phillips is a registered trademark of the Phillips Screw Company. HP and LaserJet are registered trademarks of Hewlett-Packard Company. Centronics is a registered trademark of Centronics Data Computer Corp.

Ordering Information

To order copies of this manual, call the Customer Information Center at 1-800-432-6600 and include document number 555-007-103 with your order.

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Contents

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About This Guide 9

Purpose and Scope ix How to Use This Guide xi Related Documents xiii

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1 Introduction 1-1

Overview 1-1 FAX Attendant Services 1-2 FAX Attendant Features 1-2 Telephone System Interface 1-8

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2 Feature and Planning Review 2-1

Review of System Planning 2-1 Planning for FAX Attendant on the MERLIN LEGEND

System 2-1 Planning the FAX Attendant System 2-3 Planning Your Fax Response Service 2-11 Customizing Voice Prompts 2-12

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3 Implementing FAX Attendant 3-1

Entering FAX Attendant Data 3-1 Custom Voice Prompts 3-41

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4 Fax Response Administration 4-1

Entering Fax Response Data 4-1 Accessing Fax Response 4-1 Implementing a New Fax Response Service 4-5 Administering the Main Menu 4-10 Administering the Touch-Tone Gate Prompt and

Goodbye Message 4-18 Fax Response Coversheet Administration 4-23

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Contents

Modifying Your Existing Fax Response Service 4-25 Helpful Hints: Creating and Loading Fax Response

Service 4-34

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5 System Operations 5-1

Introduction 5-1 System Management Operations 5-2 Operating FAX Attendant 5-6 Backing Up Files 5-12 Fax Equipment Operations 5-12

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6 Report Generation 6-1

Generating FAX Attendant Reports 6-1

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7 Troubleshooting 7-1

Troubleshooting 7-1

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A User Interface A-1

User Interface Information A-1

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B System Messages B-1

Introduction to System Messages B-1 Software Architecture B-3 System Message Format B-4 System Message Listings B-5

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Contents

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C FAX Attendant Menu Tree C-1

FAX Attendant Menu Trees C-1

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IN Index IN-1

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Figures

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About This Guide

1. Typical Function Key Labels xii

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3 Implementing FAX Attendant

3-1. Status Screen 3-3 3-2. Integrated Solution III Main Menu 3-4 3-3. AUDIX Voice Power/FAX Attendant Menu 3-5 3-4. Fax System Parameters Administration Menu 3-6 3-5. General Fax Parameter Administration Form 3-7 3-6. Voice System Parameter Administration Form 3-8 3-7. Fax System Parameters Administration Menu 3-10 3-8. Account Code Parameter Administration Form 3-11 3-9. Fax System Parameters Administration Menu 3-13 3-10. Account Code List Administration Form 3-14 3-11. Extension Directory Screen 3-16 3-12. AUDIX Voice Power User Screen 3-17 3-13. Subscriber Administration Screen, Page 1 of 2 3-18 3-14. Subscriber Administration Screen, Page 2 of 2 3-19 3-15. Extension Directory Screen 3-21 3-16. Special Purpose Extension Screen 3-22 3-17. AUDIX Voice Power User Screen 3-23 3-18. Subscriber Administration Screen, Page 1 of 2 3-24 3-19. Subscriber Administration Screen, Page 2 of 2 3-25 3-20. Extension Directory Screen 3-26 3-21. AUDIX Voice Power User Screen 3-27 3-22. Subscriber Administration Screen, Page 1 of 2 3-28 3-23. Subscriber Administration Screen, Page 2 of 2 3-29 3-24. Service Administrator Registration Form 3-33 3-25. Outcalling Administration Form 3-34 3-26. Fax Group List Administration Form 3-36 3-27. Fax Group List Editing Form 3-37 3-28. Fax Group List Administration Form 3-38 3-29. Fax Group List Administration Form 3-40

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Figures

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4 Fax Response Administration

4-1. Status Screen 4-2 4-2. Integrated Solution III Main Menu 4-3 4-3. AUDIX Voice Power/FAX Attendant Menu 4-4 4-4. Fax Response Administration Menu. 4-5 4-5. Fax Response Workspace Administration Menu 4-6 4-6. Edit Workspace/Edit Inactive Fax Messages Form 4-7 4-7. Edit FaxMenu Form. 4-9 4-8. FaxMenu Message Administration Form 4-10 4-9. Fax Response Coversheet Administration Screen 4-24 4-10. Fax Response Workspace Administration Menu 4-26 4-11. Copy Service Into Workspace Menu 4-27 4-12. Edit FaxMenu Form 4-31 4-13. FaxMenu Message Administration Form 4-32 4-14. View Service screen 4-36

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5 System Operations

5-1. Integrated Solution III Main Menu 5-13 5-2. Fax Equipment Operations Screen 5-14 5-3. Fax Channel Administration Screen 5-15 5-4. Change State of Fax Equipment Form 5-16 5-5. Administer Fax Line Extension screen 5-17 5-6. Fax Equipment Diagnostics Screen 5-20 5-7. Fax Equipment Diagnostics - Results Screen 5-21

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6 Report Generation

6-1. Reports Menu 6-2 6-2. AUDIX Voice Power/FAX Attendant Reports Menu 6-3 6-3. System Reports Menu 6-8

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About This Guide

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Purpose and Scope

The information in this guide is organized to help System Managers perform day-to-day management and operation of the FAX Attendant System. In addition, basic information is offered about connections to, and administration of the MERLIN LEGEND Communications System as it is affected by the FAX Attendant System. The MERLIN LEGEND, however, requires detailed installation and administration. The replace the documents that accompany your communications system. The

AT&T AUDIX Voice PowerTM/FAX Attendant System Implementation

to be followed for initial implementation. This guide describes each feature of FAX Attendant and provides information on

administration and daily operation. This guide is divided into the following chapters and appendices:

Chapter 1: Introduction presents an overview of FAX Attendant features and configurations.

Chapter 2: Feature and Planning Review provides a condensed description of system features, system planning, and system planning forms. System planning is covered in more detail in the

Voice PowerTM/FAX Attendant System

document.

document discusses the specific tasks and sequences of tasks

System Manager’s Guide

is not intended to

Planning and

Planning and Implementation

AT&T AUDIX

Chapter 3: Implementing FAX Attendant explains how to enter the data from the system planning forms to administer system-wide features when setting up your FAX Attendant system. It also describes system-wide

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About This Guide

tasks, with related menus and windows, required to administer the system. Additionally, this chapter explains how to enter the voice phrases for FAX Attendant services.

Chapter 4: Fax Response Administration describes how to plan, implement, and modify a Fax Response service for your company.

Chapter 5: System Operations describes operational procedures that need to be performed on a regular basis. Operational procedures include backup, system shut-down, system re-boot, system reset, voice system startup and shutdown.

Chapter 6: Report Generation explains how to generate reports on telephone and message space usage, as well as other system reports.

Chapter 7: Troubleshooting explains general problem resolution. Appendix A: User Interface Information explains how to use menus and

windows, describes function keys and their use, and gives general information that is particularly helpful to the novice system user.

Appendix B: Error Messages gives a full listing of system error messages together with suggested responses.

Appendix C: FAX Attendant Menu Tree provides an overall picture of the menu structure.

Intended Audience

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This guide is for System Managers. The information is organized to help System Managers perform day-to-day the management and operation of the system. Each feature of FAX Attendant is described along with information on administration and daily operation.

Assistance

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If you have questions or problems with FAX Attendant, please try to resolve them by using this guide and other related documents. If you are still unable to resolve the problem, contact the National Service Assistance Center (NSAC) at 1-800-628-2888 for assistance or your AT&T Authorized Dealer.

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About This Guide

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How to Use This Guide

This guide contains a complete description of the FAX Attendant system. During initial implementation, the System Manager should become familiar with

the FAX Attendant System by reading all of this guide and the

Voice PowerTM/FAX Attendant System

document. For day-to-day operations, the System Manager and the Service Administrators

should read those portions of this guide and of the

PowerTM/FAX Attendant System

are related to their job responsibilities.

Conventions Used in this Guide

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The following conventions are used in this guide:

Planning and Implementation

AT&T AUDIX

AT&T AUDIX Voice

document that

Commands and text you should type appear Values, instructions, and prompts that appear on the screen are in this

style of type. Key names that are always located on the keyboard in the same place

appear in smooth-cornered boxes, as in Touch-tone keys on the telephone set keypad are enclosed in squares,

such as Functions keys (keys that start with an F, followed by a number), appear

in boxes with the current meaning following in parentheses such as (SAVE).

The current meanings of the function keys are shown by labels at the bottom of the screen. On the screen diagrams in this manual, each label box may contain two labels (top and bottom). On the actual screen, either the top set of labels or the bottom set of labels will show, not both.

On the screen diagrams, the top label is the meaning of the function key when the screen first appears. These meanings have been selected to be the most useful for that screen. The bottom label is the meaning of the function key after the

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F8 (CHG-KEYS) again restores the top labels.) A typical set of key labels

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on a screen diagram might be:

3 and

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# .

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F8 (CHG-KEYS) key has been pressed. (Pressing

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in this style of type

Enter

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About This Guide

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Any screen information

HELP

LST-MENU

LST-ANNS

DISPLAY CANCEL

SPCM-ADMDEL-MENU

DEFINESAVECHOICES

FRM-MGMT

CHG-KEYS CHG-KEYS

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Figure 1. Typical Function Key Labels

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About This Guide

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Introduction

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Overview

AT&T FAX Attendant System

capabilities of all fax machines attached to a company’s telephone network. FAX Attendant is based on the Integrated Voice Power FAX Attendant Application software that runs on the Master Controller III (80486/SX) computer.

FAX Attendant provides the following features:

Coverage for busy or out-of-paper fax machines Plain paper printing Message arrival notification Privacy for incoming fax messages Off-site access to received messages Automatic retry for busy fax machines Fax delivery reports Faxes sent to multiple destinations at one time (broadcasting) Economy fax transmissions Private fax numbers or personal fax machines for anyone in your

company

is a software application that enhances the

System software and the

Fax information database for your customers (Fax Response service)

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Introduction

FAX Attendant interfaces with a local telephone system and processes fax messages and controls announcements that are stored on disk memory. FAX Attendant prompts internal and external callers to make menu choices by pressing the appropriate touch-tone button.

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FAX Attendant Services

FAX Attendant includes the following services:

Fax Call Answer

Fax Call Answer allows FAX Attendant to receive fax messages for subscribers whose fax machines are busy or out of paper. This feature also enables subscribers to use personal fax mailboxes for confidential receipt and remote access to fax messages.

Fax Mail

Fax Mail allows subscribers to send fax messages to one or more fax numbers or use a distribution list, retrieve fax messages from their mailbox, record personal greetings, change their account passwords, delivery report setting, and autoprint setting, administer outcalling, and create fax distribution lists.

Fax Response

Fax Response allows you to dedicate a phone number for your prospective customers to call and retrieve information on your products or services, news or virtually any other hard copy information. Fax Response directs callers through a series of prompts to retrieve information on their fax machines. Callers are greeted with spoken prompts that guide them in pressing touch-tone buttons to access the information. No more requesting information and waiting for it to arrive in the mail. Fax Response allows interested parties to get their information immediately by fax.

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FAX Attendant Features

FAX Attendant includes the following features:

Broadcast feature

FAX Attendant can broadcast a single fax to up to 1,000 locations. Using the Fax Mail service, a subscriber enters numbers or distribution list numbers, then presses Start on the fax machine. FAX Attendant stores the fax message in memory and sends it using the fax ports administered to distribute fax messages.

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Introduction

Intelligent Auto-Retry

If an outbound fax message is not successfully delivered, FAX Attendant keeps trying to deliver the message until the maximum retry period (an administerable parameter) is reached. When this time period expires, FAX Attendant generates a failed delivery report for the subscriber who initiated the message.

If a fax is interrupted during transmission, FAX Attendant resends the message, sending only the cover page and any previously unsuccessfully transmitted pages.

Economy Delivery

The Economy Delivery option allows a subscriber to defer delivery of a fax until the system administered economy time period; generally, when the telephone rates are lower.

Delivery Reports

FAX Attendant can create a delivery report for every fax. One report is generated regardless of the number of destinations. The report summarizes the status of each delivery.

Each subscriber can choose his or her own delivery report setting. The options for this feature are on or off. If it is turned on, the subscriber receives a delivery report for every fax transmission. The report includes the time the fax was submitted, a reduced image of the cover sheet, and a summary of the delivery status to each destination. If it is turned off, a report is still generated if the system is unable to successfully transmit to any destination.

Additionally, if the delivery report option is turned off, an intermediary delivery report is placed in the subscriber’s mailbox after each pass through the list of destinations. At the end of the retry period, FAX Attendant generates a final delivery report.

Distribution Lists

Distribution lists provide a convenient way to send the same fax message to many locations. Each subscriber can have up to 250 distribution lists with up to 250 members in each list. Subscribers can use their own lists or lists of other subscribers, but cannot change lists stored by other subscribers. Subscribers can program their own distribution lists using any touch-tone telephone. Optionally, the System Manager can enter long lists at the system console.

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Introduction

Call Accounting Integration

FAX Attendant can be administered so that information about each call placed by FAX Attendant is collected by the call accounting system on the telephone switch. Account codes can be administered for each subscriber and for the Fax Response service so they can be tracked separately.

Fax Machine Call Coverage

FAX Attendant can act as a coverage point for fax machines that are either busy, broken, or out of paper.

switch-integrated system.

Personal Fax Extensions

Provided through Direct-Inward-Dial (DID) or Personal Lines and PBX integration, FAX Attendant subscribers can have their own fax extensions, which are routed directly to FAX Attendant.

a switch-integrated system.

DID extension, FAX Attendant prompts senders to enter the subscriber’s voice extension to identify the recipient’s mailbox. If no extension is entered, FAX Attendant sends the fax message to the group administrator’s mailbox.

If the subscriber does not have a personal

This feature operates only in a

This feature operates only in

Group Fax Numbers

A group fax number is a fax telephone number that is assigned to a group of FAX Attendant subscribers. The number allows group members to use inbound fax features, such as receiving fax messages confidentially or from a remote location. to a group fax number.

Receiving Fax Messages Confidentially

This feature refers to the system’s capability of holding fax messages until the subscriber is ready to print them.

Remote Retrieval/Hold Fax Messages

FAX Attendant’s capability of storing all received fax messages allows subscribers to call in from any location to retrieve their faxes. Fax messages can be delivered to a remote site either on the same call (if calling from a fax machine), or to a specified fax number.

Subscribers can administer their own Fax Mail IDs to do one of three things with incoming fax messages: print on a common laser printer, print to a fax machine, or save to the subscriber’s FAX Attendant mailbox. When a subscriber logs in, FAX Attendant announces how many voice messages are present (if AUDIX Voice Power is co-resident) and how many fax messages are being held or have been autoprinted.

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Introduction

Autoprinting

Subscribers have the option to have their messages printed automatically at the system’s default destination. The default destination is set by the System Manager and can be either a fax machine or the system’s laser printer. When autoprinting is on, FAX Attendant automatically forwards messages to the default destination. When autoprinting is off, FAX Attendant holds messages in the subscriber’s mailbox, so they can be printed confidentially or at a remote location.

Message Waiting Lamp (MWL) Notification

Use of this feature depends on whether FAX Attendant is operating in a standalone or co-resident system, as follows:

— MWL with a Co-resident System:

In a co-resident application, where FAX Attendant is operating with AUDIX Voice Power, the MWL is lit for both voice and fax messages. When a subscriber notices that the MWL is lit, that person calls the Voice Mail telephone number to hear how many and what kind of messages are waiting. For example, "You have six voice messages and two held fax messages." The summary message also notes any autoprinted fax messages that have been received. If autoprinted fax messages exist, these faxes only appear in the summary message one time; so that if the same subscriber were to call the system back immediately, no auto printed fax messages would be noted in the summary message.

— MWL with a Standalone System:

When FAX Attendant serves as an adjunct to AUDIX, subscribers still get notification of both fax and voice messages in the same summary message. When a fax message arrives, FAX Attendant sends a Leave Word Calling message to the switch. AUDIX intercepts this message, turns it into a Voice Mail message, and lights the message waiting lamp. When the subscriber calls AUDIX, the summary message notes how many voice messages have been received. Some of these messages may say, "Leave Word Calling message from FAX Attendant," which indicates a fax message has been received. After listening to the rest of the voice messages, the subscriber can log into Fax Mail and pick up the fax messages.

Outcalling

FAX Attendant can provide outcalling notification of received fax messages to a telephone number on a pager or to a telephone that has no MWL. Subscribers can administer their own outcalling numbers, decide when outcalling will be active (24-hours per day, or during system administered hours, such as 8 a.m. to 6 p.m.), and turn outcalling on or off.

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Introduction

Plain Paper Printing

FAX Attendant can print fax messages on an optional system laser printer or plain paper fax machine. The printer can be used to print system reports and can be used as the default destination for a group of subscribers. It is not recommended that you use this printer to print everyone’s fax messages because you can attach only one laser printer to FAX Attendant, and printing fax messages on the laser printer takes longer than printing on a fax machine.

New Features for Release 2.1.1

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FAX Attendant is a PC-based product that provides an integrated voice/fax mailbox, fax broadcasting, fax bulletin board, coverage for busy or off-line fax machines and other touch-tone based fax services. FAX Attendant 2.1.1 runs under Integrated Solution (IS) III and offers the following enhancements to Release 1.0:

Co-residency with the AUDIX Voice Poer System

FAX Attendant 2.1.1 runs under the Integrated Solution (IS) III software and is co-resident with the AUDIX Voice Power system. It is compatible with Integrated Solution III (IS-III) and the MERLIN LEGEND Communications System R2.0.

Integrated Administration

Certain administrative tasks in FAX Attendant, such as assigning services to channels and subscriber administration, can be done using the Integrated Administration feature.

Through a menu-driven interface, this feature allows concurrent administration of the FAX Attendant and the MERLIN LEGEND switch parameters necessary to support the FAX Attendant System. Integrated Administration allows both the telephone switch and the software application to share common information, such as extensions and user names, in their databases. This information sharing saves data entry time during initial FAX Attendant setups, and saves time for the System Manager during ongoing administration.

The Integrated Administration feature is also used with the AT&T AUDIX Voice Power

system which is co-resident with FAX Attendant.

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Introduction

Consolidated Delivery Reports

If a subscriber elects to receive delivery reports for each fax sent, a single-page fax report will be generated containing all confirmation information associated with a particular fax transmission. Since this report contains information for all the intended destinations of a particular fax message, this feature eliminates separate confirmation reports for each targeted destination. If the subscriber turns this feature off, a report is still generated if the system is unable to successfully transmit to any destination.

Outbound Channel Limitations

This feature allows a System Manager to define the maximum number of channels that will be used for outgoing fax delivery calls. By predetermining the maximum number of fax channels that can be simultaneously used for outbound fax delivery calls, the System Manager can better optimize the performance of the system.

Customized System Cover Sheet for Fax Response

This feature allows the System Manager to create and load an optional system-wide coversheet to be attached to each outgoing Fax Response fax message. The coversheet design can be a combination of text and graphics.

Improved Component/Port Level Diagnostics

This enhancement allows the System Manager to identify any faulty ports during a diagnostic test run.

Additional features incorporated into the user interface include:

Name Addressing

Name addressing allows FAX Attendant users with the ability to address fax messages to subscribers by dialing the last name of the subscriber rather than an extension number. This feature can be used wherever addressing is done in the Fax Mail, Fax Call Answer, and Fax Response services.

Fax CNG Tone Recognition

This feature provides detection of the fax calling (CNG) tone of certain autodialing fax machines. The CNG tone recognition allows Fax Call Answer to bypass any prompts and deliver the incoming fax message to the appropriate address.

Administrable Fax Mailbox Size

This feature allows the System Manager to define the fax mailbox capacity in units of pages for each subscriber.

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Introduction

Subscriber Name Administration

Subscriber name administration allows the Fax Mail service administrator to record multiple subscriber names without having to log on as each subscriber. This feature is especially useful since it is desirable to have a recorded name for each subscriber to take advantage of the name addressing feature. Individual subscribers still have the option of recording their own names in their own voices.

Message Overflow to General Mailbox

This feature provides a system-wide option that sends new Fax Call Answer messages to a general mailbox if a subscriber’s mailbox becomes full. The System Manager can define the profile parameters of the general mailbox so that overflow messages will or will not autoprint.

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Telephone System Interface

There are several telephone systems that can support FAX Attendant. Each system has its own particular features and requirements. This switch-specific information for the MERLIN LEGEND the

AT&T AUDIX Voice PowerTM/FAX Attendant System

Implementation

document.

Communications System is discussed in

Planning and

Signaling information from FAX Attendant to the telephone switch is provided over analog voice channels. This includes switch-hook flashing to transfer calls and in-band tone signaling to control message waiting lights.

FAX Attendant can operate in either switch integrated or non-switch integrated mode. In both modes, information is transmitted over voice channels. The MERLIN LEGEND the integrated mode.

Switch-Integrated Mode

In the switch-integrated mode, caller and called party identification information is transferred from the switch. As a result, callers generally do not have to enter extension numbers upon reaching the Fax Call Answer service. However, FAX Attendant can be programmed to prompt callers to enter this information for Group Fax numbers.

In the switch-integrated mode, subscribers are not required to enter extension numbers when logging into FAX Attendant from their own extensions.

Communications System operates with FAX Attendant in

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Introduction

Co-Resident Configuration

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In the co-resident configuration, FAX Attendant is run with AUDIX Voice Power, allowing you to administer both AUDIX Voice Power and FAX Attendant features at any time using the same software.

This guide explains in detail only those features that apply specifically to FAX Attendant. For information on features that are specific to AUDIX Voice Power consult the

AUDIX Voice PowerTM, Release 2.1.1, System Manager’s Guide

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Feature and Planning Review

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Review of System Planning

This chapter reviews the features of FAX Attendant and the planning process you should follow to configure the FAX Attendant system appropriately to meet your company’s needs.

Use the comprehensive instructions and planning forms found in the

AUDIX Voice PowerTM/FAX Attendant System

document to define your system. When you have completed the planning for your system, you can begin the implementation of your plan. Gather the forms that you have filled out and use their content as input in conjunction with the procedures in Chapters 3 and 4 of this guide to implement your system. Be sure to deliver copies of all the completed forms to your implementation team. The completed forms should also be stored safely for ongoing administration.

Planning for FAX Attendant on the

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MERLIN LEGEND System

The planning needed on the system side is discussed in general terms here. For more information on planning for the system, please see the

PowerTM/FAX Attendant System

Planning and Implementation

AT&T AUDIX Voice

AT&T

document.

2-1

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Feature and Planning Review

Call Coverage Paths

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The Fax Call Answer service can be used to provide coverage for calls that are not answered by the fax machine at the called extension, and for personal fax numbers that do not have fax machines. In order to provide this coverage, the switch must direct the call to the Fax Call Answer service when the switch detects that the telephone is busy or the maximum number of rings has occurred. The designation of one or more places to direct a call is known as the call coverage path.

The Fax Call Answer service of FAX Attendant acts as a call coverage point.

If the fax machine’s extension is busy or does not answer, the call will be sent to the Fax Call Answer service.

In other cases, particularly when there is a personal fax extension but no actual fax machine, calls are sent to the Fax Call Answer service.

It is necessary to plan the call coverage path for each subscriber. The FAX Attendant System Manager must work closely with the Switch Administrator to coordinate this effort.

Calling Groups

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A single calling group assigns a single number that rings at any available extension within the group.

The 12 voice channels that are available for AUDIX Voice Power and FAX Attendant services must be arranged into groups for each service that will be used. Fortunately, several of the most used services can share the same group. The MERLIN LEGEND Communications System supplies information about the call that allows AUDIX Voice Power/FAX Attendant to determine which service to provide for the call. Separate calling groups and channels must be assigned for the following services:

Message Drop Service (usually only one channel). Information Service (usually only one channel or replaced by Automated

Attendant). Fax Response Service.

A single calling group (the Automated Attendant group) should be used for Voice Call Answer, Fax Call Answer, Voice Mail, Fax Mail, and Automated Attendant. The service provided is based on whether the call is internal, external, or coverage, and whether the called extension is a voice or fax extension. If you do not want to use the Automated Attendant Service, use the single calling group for for Voice Mail Service to receive Voice Call Answer, Fax Call Answer, Voice Mail, and Fax Mail.

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Feature and Planning Review

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Planning the FAX Attendant System

Assigning Services to Voice Channels

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Each AUDIX Voice Power/FAX Attendant system has from four to twelve analog voice channels to which specific services must be assigned. When a call is received from the switch, the channel that carries the call and the called party information determine what service AUDIX Voice Power or FAX Attendant provides for the call. The number of channels with the same service assignment determines how many simultaneous calls can be processed by that service.

Before assigning channels, take the following factors into account:

Voice Call Answer Service, Fax Call Answer Service, Voice Mail Service, Fax Mail Service, and Automated Attendant can all share a group of voice channels. We recommend you use the Automated Attendant Service for the shared channels. The information passed from the MERLIN LEGEND Communications System to AUDIX Voice Power/FAX Attendant can be used to determine which service is provided. The actual service provided is based on the type of call (internal, external, or coverage) and the extension called (voice or fax). The service provided is selected as shown:

— External Call: Automated Attendant — Voice Extension Coverage (CA Assigned for subscriber): Call

Answer

— Voice Extension Coverage (AA Assigned for subscriber):

Automated Attendant — Fax Extension Coverage: Fax Call Answer — Internal Calls: Voice Mail (switchable to Fax Mail)

In systems that do not use Automated Attendant Service, specify Voice Mail Service for the shared channels.

The Fax Response Service requires dedicated voice channels. There is no point in having more voice channels dedicated to Fax Response than you have fax channels. The system may have from 4 to 12 voice channels, and from 2 to 12 fax channels. Internal and external callers always get Fax Response Service.

When a dedicated group of channels is not provided for Voice Mail Service and Fax Mail Service, subscribers can reach these services as follows:

Internal callers receive Voice Mail Service rather than Automated Attendant. Internal callers can switch from Voice Mail Service to Fax Mail Service by pressing the

External callers receive Automated Attendant service. External callers can switch from Automated Attendant to Voice Mail Service by pressing the

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R buttons at the Automated Attendant Menu. They can switch to the

and

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Fax Mail Service by pressing the

8 button at the Voice Mail Menu.

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8 button at the Voice Mail Menu.

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Feature and Planning Review

Callers to the Fax Response Service can switch from FAX Response to the FAX Mail Service by pressing the Response menu. They can switch to the Voice Mail Service by pressing

8 button at the Fax Mail Activity menu.

the

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In addition to the type of service assigned to each channel, it is necessary to know the extension number assigned to each voice and fax channel at the switch.

Assigning Lines/Pools to Voice Channels

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After assigning services to channels, the integrated administration requests additional information. For all services, it is necessary to specify the outside lines and line pools that will be routed directly to this service by way of the default calling group. Do this planning with your Switch Administrator. These assignments are necessary for operation of AUDIX Voice Power/FAX Attendant, and will be updated in the switch exactly as though they had been entered through the switch programming interface.

information separately a second time for the switch.

Switch Interface Parameters

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The switch interface parameters are specific for each switch with which FAX Attendant can work. The specific values necessary to tell FAX Attendant how to communicate with the MERLIN LEGEND Communications System are automatically set by the switch interface software. The default settings should not be changed.

It is necessary to enter the

* and

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R buttons at the Fax

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System Parameters

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Certain parameters control overall system performance. These parameters must be initially set for each system and are rarely changed. The values for voice system parameters are collected on FORM EA in the

PowerTM/FAX Attendant System

values for fax system parameters are collected on FORM EF in the

Voice PowerTM/FAX Attendant System

2-4

Planning and Implementation

AT&T AUDIX Voice

document. The

AT&T AUDIX

document.

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Feature and Planning Review

The parameters groups are:

Voice System Parameters

— Voice Mail Parameters. Voice Mail parameters are specific to

AUDIX Voice Power. In the co-resident configuration you do not

have to fill in these fields since they have already been populated

by the system. Consult the

Manager’s Guide

— Automated Attendant Parameters. Automated Attendant

parameters are specific to AUDIX Voice Power. In the co-resident

configuration you do not have to fill in these fields since they have

already been populated by the system. Consult the

Power

— Message Waiting Lamp Parameters. Message Waiting Lamp

parameters affect only the operation of message waiting lamps.

The Code to Light and Code to Extinguish parameters are

set automatically to the values preprinted on Form EA and must not

be changed. The default value for Refresh? is

recommended that the value for Refresh? be changed to no.

Consult the

Planning and Implementation

AUDIX Voice Power

for further information.

System Manager’s Guide

AT&T AUDIX Voice PowerTM/FAX Attendant System

for further information.

document for further information.

System

yes

AUDIX Voice

. It is

Fax System Parameters

— General Fax Parameters. General Fax parameters affect all fax

services. You determine the correct values to use according to the

requirements for your business. — Fax Response Parameters. Fax Response parameters affect the

Fax Response Service. You determine the correct values to use

according to the requirements for your business.

Fax Account Code Parameter Administration

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The Account Code feature of FAX Attendant allows you to use the MERLIN LEGEND Communications System Station Message Detail Recording (SMDR) feature to prepare reports on outbound fax usage by account number. With these reports, you can determine how much fax transmission time each subscriber used and then bill the respective departments. Account codes are optional and can be left blank. If you plan to use the account code feature, you will need to obtain the necessary parameter values from your Switch Administrator. Enter the account code parameters on FORM FF1 in the

Attendant System

(on the back of FORM FF1) to enter account codes. These codes can be stored in the system and retrieved during subscriber administration for easier data entry.

Planning and Implementation

AT&T AUDIX Voice PowerTM/FAX

document. Use FORM FF2

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Feature and Planning Review

Fax Account Code List Administration

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Account code list administration is an optional convenience feature that allows you to define a list of up to 30 account codes and assign it to the F2 (CHOICES) key to simplify data entry for subscribers. This feature is only of value if you have account codes that are used by more than one subscriber. Pressing the F2 (CHOICES) key when entering the Account Code field for subscribers will display the list so that a choice can be made instead of typing the account code. Enter the list of account codes on FORM FF2 (located on the back of FORM FF1) in the

AT&T AUDIX Voice PowerTM/FAX Attendant System

Implementation

Subscriber Administration

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document.

Planning and

The Integrated Solution III environment provides means that data for both the MERLIN LEGEND Communications System and for the AUDIX Voice Power and FAX Attendant applications systems is entered only once and routed and copied where it is needed.

Extension Directory

Both the MERLIN LEGEND Communications System and the AUDIX Voice Power/FAX Attendant system maintain databases.

The switch database contains information relating the MERLIN LEGEND hardware port addresses to the extension numbers and adjuncts, features provided to extension numbers (such as Call Restrictions, Labels), features provided on the extension station sets, coverage paths, calling groups, etc.

The AUDIX Voice Power/FAX Attendant database contains information about the services provided to each subscriber (extension) such as: switch call coverage, private fax extension, autoprinting on/off, etc.

The Integrated Solution III environment allows integrated administration as follows:

1. A portion of the switch database for extensions and adjuncts (the Extension Directory) is downloaded from the switch to the AUDIX Voice Power/FAX Attendant database. The Extension Directory contains the System Numbering Plan information already administered for the switch.

integrated administration

. This

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2. Changes are made in the AUDIX Voice Power/FAX Attendant database when the System Manager enters data.

3. When the changes made in the AUDIX Voice Power/FAX Attendant database will affect how the switch operates, they are uploaded to the switch as programming requests. This programming is done automatically, as the database changes are made, and is reported to the person making the changes.

4. The System Numbering Plan and the Extension Directory are synchronized daily by downloading the switch database automatically.

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Feature and Planning Review

Subscriber Administration Planning

Subscriber administration is a multi-step process, and therefore has multiple forms that match the data entry process step-by-step. Subscriber administration follows these steps:

1. The Extension Directory is downloaded from the switch. This information is used to update the local extension directory used by AUDIX Voice Power and FAX Attendant. In all cases, the information downloaded takes precedence if the information in the local directory does not match.

2. Additions and deletions of AUDIX Voice Power/FAX Attendant subscribers are recorded in the local extension directory and are propagated to the switch by adding or deleting extensions from the default Call Coverage group and making other changes as necessary. Physical extensions are not deleted from the switch database, they are only disconnected from the AUDIX Voice Power/FAX Attendant configuration. "Special" extensions that are not part of the System Numbering Plan are added and deleted as necessary for use in AUDIX Voice Power/FAX Attendant.

You record the basic Extension Directory information on FORM DX in the

AT&T AUDIX Voice PowerTM/FAX Attendant System Implementation

3. Once the basic information has been established for an extension, other operational parameters are requested. This includes whether the extension has call coverage provided by the switch, whether this is a new "special" extension, whether an automatic dialing button is to be programmed for the station set, and the subscriber’s associated private fax extension. (For additional information, see later in this chapter.)

You also record this information on FORM DX.

4. The voice associated parameters for the subscriber are entered. You record this information on FORM DA. (FORM DA is on the same sheet of paper as FORM DX.)

5. Finally, the fax associated parameters for the subscriber are entered. You record this information on FORM DF. (FORM DF is on the back of FORMS DX and DA.)

document.

Planning and

Types of Fax Subscribers

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Feature and Planning Review

Types of Fax Subscribers

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Generally, there are three FAX Attendant subscriber classes:

1. Personal Fax Number Subscribers without Fax Machines (Class 1)

2. Subscribers with Fax Mailboxes but without Personal Fax Numbers (Class

3. Fax Machine Call Coverage Subscribers (Class 3)

Personal Fax Number Subscribers without Fax Machines (Class 1)

Each Class 1 subscriber will have a personal fax number. This may be a Direct Inward Dial (DID) number from the Central Office telephone switch or a private line administered on the subscriber’s personal fax extension. A personal fax number will:

guarantee that all faxes for the subscriber will flow directly to the subscriber’s confidential mailbox.

give subscribers one fax number for distribution to anyone who wishes to send them faxes. These subscribers will have more control over their fax communications, with the ability to retrieve faxes from any location, any time of day.

alert subscribers to the arrival of all new fax messages, via their message waiting lamp and/or outcalling notification.

The Class 1 subscriber category includes anyone who will have a personal fax number, but does not have a fax machine. The exception will be group fax number administrators who are discussed later.

Subscribers with Fax Mailboxes but without Personal Fax Numbers (Class 2)

Class 2 subscribers are those who have confidential mailboxes, but do not have personal fax numbers. Incoming fax messages are sent to a group fax number and then stored in private mailboxes. Group fax accounts are useful for individuals who:

occasionally receive confidential messages and can give special instructions to those who send them faxes in order to receive them confidentially. Therefore, it is not important for these individuals to have a personal fax number.

travel occasionally and can give special instructions to those who would like to send them a fax while they are away. Therefore, it is not important for these individuals to have a personal fax number.

often need to broadcast fax messages, but do not often require special inbound fax services, such as those described above.

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Feature and Planning Review

Group Fax Number Administrator

The Group Fax Number Administrator is a special class of subscriber. The Group Fax Number Administrator will typically be the group secretary. The Group Fax Number Administrator will need to record a personal greeting for the group fax number to prompt callers to enter the voice telephone extension of the person to whom they wish to send a fax. (See the

System

not entered, the fax will be delivered to the Group Fax Number Administrator’s fax machine. The Group Administrator needs a private fax extension and has the Subscriber Administration field System Wait for Touchtone After FCA Greeting? set to yes.

Fax Machine Call Coverage Subscribers (Class 3)

The primary use of the FAX Attendant is as a coverage point for fax machines that are busy, broken, or out of paper. This allows callers to have a much higher probability of getting through on the first try. It also makes better use of your existing fax machines.

All subscribers who have fax machines should be administered as Class 3 subscribers. The extension used for the fax machine will always be the private fax extension of some subscriber and the default fax destination. The fax machine being set up for coverage should be programmed to auto-answer on the first ring.

User’s Guide, How to Record a Personal Greeting

AT&T FAX Attendant

.) If an extension is

The FAX Attendant will buffer the fax messages in its memory and continue trying to send the fax to the fax machine for the maximum retry period. If the FAX Attendant is unsuccessful in delivering the fax to the fax machine, the fax machine owner will be notified via the message waiting lamp.

If the fax machine will be broken for an extended period of time, the fax machine owner should notify the FAX Attendant System Manager to change the default printer to that of another nearby group.

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Feature and Planning Review

Service Administrator Registration

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An administrator assigned to each of the eight voice and fax services has the authority to change the voice prompts and control other service variables. In most cases, one person is assigned as the administrator for all services. Initially one person should be assigned as the administrator for all services to ensure that the voice system prompts are set up consistently.

The Service Administrators must already be registered as subscribers to AUDIX Voice Power/FAX Attendant so that the system can identify them as authorized to make changes. These administrators should be listed on FORM G in the

AT&T AUDIX Voice PowerTM/FAX Attendant System Implementation

Outcalling Administration

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Outcalling is an optional feature that allows subscribers to request that AUDIX Voice Power/FAX Attendant call a telephone number inside or outside the system and inform them when new voice or fax messages have arrived. This feature is controlled on both a system-wide basis and on an individual subscriber basis. All subscribers who have outcalling enabled will receive outcalls during the hours you specify, or for 24 hours a day. If you turn outcalling off on a system-wide basis, no one will receive outcalls. Outcalling messages will not be accepted as voice mail messages by another AUDIX Voice Power system or an AUDIX system.

document.

Planning and

The outcalling service parameters specify how the outcalling will operate on a system-wide basis. These parameters are collected on FORM H in the

AUDIX Voice PowerTM/FAX Attendant System

document.

Planning and Implementation

AT&T

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Feature and Planning Review

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Planning Your Fax Response Service

The Fax Response Service gives you the ability to set up a database of fax information that you ordinarily mail to people who make inquiries. With Fax Response, the interested parties can call your company and retrieve fax information via an interactive voice prompt/touch tone interface. These callers can receive the fax information on the same call or can specify a fax number for delivery.

While FAX Attendant delivers your information, it also gathers valuable information. For example, you can set FAX Attendant to record the telephone numbers of the people who call your Fax Response service. These telephone numbers are valuable for sales lead follow-ups.

Callers can do the following things once they access Fax Response:

Retrieve fax information on desired products Listen to voice announcements Transfer to a specified extension Speak to an operator

Fax Response offers the following benefits:

Enables you to get specific information to customers almost immediately. This reduction in time allows you to give customers information before the competition.

Enables you to obtain the phone number and fax number of each person who requests information. Fax Response even groups the telephone numbers of the callers with the product or service on which they have inquired. Your sales force can use this information to build up its customer database.

Allows you to keep track of the number of requests each product elicits. You can see what products are generating interest, and which ones are not.

Can also be used as your company’s automated attendant.

Setting up the Fax Response service requires extensive planning

Fax Response service, you must:

Create a main menu that callers will hear when they first reach the Fax Response service

Create menus wherever necessary Create a spoken script for each menu

. To set up a

Enter the fax information that will comprise the Fax Response database Create coversheet art and load the coversheet

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Feature and Planning Review

Consult the

Implementation

setting up a Fax Response service.

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Customizing Voice Prompts

FAX Attendant provides the ability to customize prompts and announcements. For Fax Call Answer and Fax Mail service, you may specify your own custom prompts, and determine whether to use your custom prompts or the system default prompts. Enter your custom messages for Fax Call Answer, Fax Mail, and Fax Response on FORM P in the

Attendant System

AT&T AUDIX Voice PowerTM/FAX Attendant System

document for the proper forms and procedures to use when

Planning and Implementation

AT&T AUDIX Voice PowerTM/FAX

document.

Planning and

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Implementing FAX Attendant

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Entering FAX Attendant Data

This chapter describes the procedures for entering data into the FAX Attendant System from the forms that were completed when you planned your system.

NOTE:

Use your keyboard to fill in forms and to select menu items displayed on the screen. If you are not familiar with keyboard operations and on-screen forms or menus, refer to Appendix A, instructions.

You should use the comprehensive instructions and planning forms that accompany the

and Implementation

NOTE:

If you have not yet completed the system planning forms, do so NOW before continuing. Have your completed forms ready as you proceed through this chapter. Also, be sure to update the forms in the Planning document as you make changes during ongoing administration.

For an overall picture of the FAX Attendant Menu Tree, please refer to Appendix C.

AT&T AUDIX Voice PowerTM/FAX Attendant System

document to describe your system.

User Interface Information

, for basic

Planning

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Implementing FAX Attendant

Information Conventions

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The following conventions are used in this guide to describe the different types of data that appear on your screen.

Menus A menu is a list of options which appears on your screen or is spoken.

By selecting an option, you can access a submenu or a form.

Forms Forms which appear on your screen are similar to the paper forms.

Forms appear when you enter or edit data for the database. They contain information that you can change and blanks for you to provide new

information. Fields The areas in a form where you change or provide information. Choice List In some forms, in addition to the cursor highlighting a field, a list of

logical choices appears on the screen for that field. This list may show

previously entered data or the default values for the field. Window A box of text that appears on the screen for information purposes. A

typical information window will instruct you to perform a certain action such as

Press any Key to Continue. No data is entered in a window.

Logging In to IS-III

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Before you can enter data, you must log in and move to the AUDIX Voice Power/FAX Attendant menu. To log in to IS-III, perform the following steps:

1. At the Console Login: prompt, type — If a password has been administered, the system prompts you to

enter your password. In this case, proceed to step 2.

— If no password has been administered, the Status Screen

appears, proceed to step 3.

2. At the Password: prompt, type your password and press

security reasons, your password does not appear on the screen as you type it in.)

— The Status Screen appears.

NOTE:

For comprehensive instructions on how to interpret the Status Screen items, see the

Manager’s Guide

Integrated Solution III, System

and press

Enter

. (For

3-2

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Implementing FAX Attendant

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Status Screen

Available Disk Space:

Database Reconciliation last run on:

Enter Name. Press SAVE to continue.

Connection to Switch:

Extensions added:

Extensions deleted:

Extensions changed:

Name:

HELP

SAVE

DISPLAY

CANCEL

CHG-KEYS CHG-KEYS

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Figure 3-1. Status Screen

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3. At the Status Screen, type your name and press — The system records your name in the Status Screen Access Log.

The IS-III Main Menu appears.

F3 (SAVE).

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Implementing FAX Attendant

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Integrated Solution III

AUDIX Voice Power/FAX ATTENDANT (AVP/FA)

Call Accounting System (CAS) Extension Directory System Programming & Maintenance Utility (SPM) User Maintenance Exit

Move to an item using arrow keys and hit Enter to select

HELP

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Figure 3-2. Integrated Solution III Main Menu

NOTE:

AUDIX Voice Power and FAX Attendant will appear as one option in the IS-III Main Menu.

4. The cursor is positioned at the AUDIX Voice Power/FAX Attendant (AVP/FA) option. At this point, you can select any of the IS-III applications that are installed on your system, or, if you wish, simply press

Enter

to go to the AUDIX Voice Power/FAX Attendant Main Menu.

NOTE:

If a password has been administered for the AUDIX Voice Power/FAX Attendant system, the Password: prompt appears. Type your password and press password does not appear on the screen as you type it.) The AUDIX Voice Power/FAX Attendant menu appears.

Enter

. (For security reasons, your

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Implementing FAX Attendant

The AUDIX Voice Power/FAX Attendant Menu

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When the AUDIX Voice Power/FAX Attendant menu appears, the cursor will be positioned at Automated Attendant Administration and you may press the ↓key to select the menu item you want to administer.

NOTE:

Automated Attendant service administration is covered in the

PowerTM, Release 2.1.1, System Manager’s Guide

Attendant’s Fax Response service can be used as your company’s main automated attendant. In this case, you will not be able to administer Night Service or holidays. Also, you still must assign channels for Voice Mail and Call Answer services.

AUDIX Voice

. Note that the FAX

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AUDIX Voice Power/FAX Attendant

Automated Attendant Administration

Fax Equipment Operations Fax Response Administration Fax System Parameter Administration Outcalling Administration Service Administrator Registration Subscriber Administration Voice System Parameter Administration System Programming/Switch Administration

Highlight menu choice using arrow keys, then press Enter key

HELP PREV-FRM NEXT-FRM CANCEL

FRM-MGMT

CHG-KEYS CHG-KEYS

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Figure 3-3. AUDIX Voice Power/FAX Attendant Menu

NOTE:

If you are administering your system for the first time, go to the next section, ‘‘General Fax System Parameter Administration’’, and continue through this chapter in the order in which it is written. If you are updating the system, go directly to the procedure that you need. Planning for Fax Response is covered in the

System

Planning and Implementation

AT&T AUDIX Voice PowerTM/FAX Attendant

document. The Fax Response

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Implementing FAX Attendant

administration information is covered in Chapter 4, Fax Response Information.

General Fax System Parameter Administration

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When setting up FAX Attendant for the first time, you must first administer the general fax system parameters. Once these parameters are set, you will most likely not have to change them. To enter this information, perform the following steps:

1. At the AUDIX Voice Power/FAX Attendant menu, move the cursor to Fax System Parameter Administration and press

— The Fax System Parameters Administration menu appears.

Enter

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Fax System Parameters Administration

Account Code List Administration

Account Code Parameter Administration Fax Group List Administration General Fax Parameters Administration

HELP

PREV-FRM

NEXT-FRM

FRM-MGMT

CHG-KEYSCANCEL CHG-KEYS

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Figure 3-4. Fax System Parameters Administration Menu

2. At the Fax System Parameters Administration menu, move the cursor to General Fax Parameters Administration and press

— The General Fax Parameter Administration form appears.

Enter

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Implementing FAX Attendant

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General Fax Parameters Administration

Fax Mail Parameters

Economy Time Period Begins(hhmm):

Economy Time Period Ends(hhmm):

Dial String For Outside Call:

Length of Time to Retry Fax Transmission(hours):

Maximum Time to Keep Fax in System(days):

Is "1" ever used to dial in this area code?:

Maximum Number of Channels to use for Fax Delivery:

Number of entries in Fax Response Usage report:

Delivery to Alternate Destination Allowed?:

Fax Mail Telephone Number:

Fax Response Parameters

Attendant Extension:

Destination for printing:

Main Menu Plays:

Touch-Tone Gate Active?:

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Figure 3-5. General Fax Parameter Administration Form

3. Using Form EF, type in the information requested on this screen. Press

Enter

after completing each field, if cursor does not automatically go to

next line.

4. After you enter all of the information, press parameters.

— A window appears informing you that the system parameters have

been updated.

5. Press any key to continue.

— You return to the Fax System Parameters Administration menu.

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6. Press menu.

Updating General Fax System Parameters

F6 (CANCEL) to return to the AUDIX Voice Power/FAX Attendant

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NEXT-FRM

CANCEL CHG-KEYS

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F3 (SAVE) to save the

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FRM-MGMTHELP CHOICES SAVE PREV-FRM

CHG-KEYS

To update the general fax system parameters, use the preceding procedure. The new values will replace the old values. Be sure to record the new values on Form EF.

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Implementing FAX Attendant

Voice System Parameter Administration

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Before you can perform ongoing administration functions for your FAX Attendant system, you must administer the voice system parameters. Once these parameters are set, you will most likely not have to change them. To enter this information, perform the following steps:

1. At the AUDIX Voice Power/FAX Attendant menu, move the cursor to Voice System Parameter Administration and press

— The Voice System Parameter Administration form appears.

Enter

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Voice System Parameter Administration

System Operator Extension:

Pause for Touch Tone Input:

Maximum Extension Length:

Transfer to Subscribers Only?:

System Mode of Addressing:

Maximum Message Length:

General Mailbox Owner Extension: Enable General Mailbox for Call Answer? Allow Voice Mail/Call Answer transfers?

Auto Attendant Parameters

Touch-tone Gate Active?:

Auto Attendant Timeout Action:

Auto Attendant Menu Plays:

Fax Transfer Number:

Present Options Before Leaving Message?:

______ __sec __ ___ _________ ___sec ______ ___ ___

Day:

Day: __ ____ ____

Night:

Message Waiting Lamp Parameters

Code to Light: _____ Code to Extinguish: _____ Refresh?: _____

HELP

CHOICES

CANCELNEXT-FRMPREV-FRMSAVE

FRM-MGMT

CHG-KEYS CHG-KEYS

bbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbb

Figure 3-6. Voice System Parameter Administration Form

2. Using Form EA, type in the information requested on this screen. Press

Enter

after completing each field. For some entries this may not be

required.

3. After you enter all the information, press parameters.

— A window appears informing you that the system parameters have

been updated.

4. Press any key to continue.

bbb

F3 (SAVE) to save the

cbbbc

3-8

bbbbb

bbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbb

Implementing FAX Attendant

— You return to the AUDIX Voice Power/FAX Attendant menu.

Updating System Parameters

To update the voice system parameters, use the preceding procedure. The new values will replace the old values. Be sure to record the new values on Form EA.

Account Code Parameter Administration

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When setting up AUDIX Voice Power/FAX Attendant for the first time, you should first enter the Account Code parameters for the entire system as described in Chapter 2. To enter the account code parameters, perform the following steps:

1. At the AUDIX Voice Power/FAX Attendant menu, move the cursor to Fax System Parameter Administration and press

— The Fax System Parameters Administration menu appears.

Enter

3-9

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bbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbb

Implementing FAX Attendant

bbbbbbbbbbbbbbbbbbbbb

Fax System Parameters Administration

Account Code List Administration

Account Code Parameter Administration Fax Group List Administration General Fax Parameters Administration

PREV-FRMHELP

NEXT-FRM CANCEL CHG-KEYS

FRM-MGMT

CHG-KEYS

bbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbb

Figure 3-7. Fax System Parameters Administration Menu

2. At the Fax System Parameters Administration menu, move the cursor to Account Code Parameter Administration and press

— The Account Code Parameter Administration form appears.

Enter

3-10

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bbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbb

Implementing FAX Attendant

bbbbbbbbbbbbbbbbbbbbb

Account Code Parameter Administration

Use Switch Account Code Entry?:

Feature Access Code: Account Code Length:

Default Account Code:

Fax Response Account Code:

CHOICES

SAVEHELP PREV-FRM

bbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbb

Figure 3-8. Account Code Parameter Administration Form

3. Using Form FF1, type in the information requested on this screen. Press

Enter

after completing each field.

4. After you enter all of the information, press parameters.

— A window appears informing you that the Account Code

parameters have been updated.

5. Press any key to continue.

— You return to the Fax System Parameter Administration menu.

bbb

6. Press menu.

Updating Account Code Parameters

To update the Account Code parameters, use the preceding procedure. The new values will replace the old values. Be sure to record the new values on Form FF1.

F6 (CANCEL) to return to the AUDIX Voice Power/FAX Attendant

cbbbc

FRM-MGMT

bbb

F3 (SAVE) to save the

cbbbc

CHG-KEYSCANCELNEXT-FRM CHG-KEYS

3-11

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bbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbb

Implementing FAX Attendant

NOTE:

Changing the Account Code length will remove all entries currently in the account code list. If you change the Account Code length, you must reenter the Default Account Codes on the Account Code Parameter Administration screen. Also, you must reenter all Account Codes on the Account Code List Administration screen (see the following procedure, Account Code List Administration.)

Account Code List Administration

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When setting up FAX Attendant for the first time, you should administer the account codes that will most commonly be assigned to the subscribers. It is recommended that you complete the Account Code List Administration screen before you begin entering subscriber profiles.

NOTE:

Before administering the list, be sure you have administered the proper Account Code parameters (see, the previous procedure, Account Code Parameter Administration).

To enter the account code information, perform the following steps:

1. At the AUDIX Voice Power/FAX Attendant menu, move the cursor to Fax System Parameters Administration and press

— The Fax System Parameters Administration menu appears.

Enter

3-12

bbbbb

bbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbb

Implementing FAX Attendant

bbbbbbbbbbbbbbbbbbbbb

Fax System Parameters Administration

Account Code List Administration

Account Code Parameter Administration Fax Group List Administration General Fax Parameters Administration

PREV-FRMHELP

NEXT-FRM CANCEL CHG-KEYS

FRM-MGMT

CHG-KEYS

bbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbb

Figure 3-9. Fax System Parameters Administration Menu

2. At the Fax System Parameters Administration menu, move the cursor to Account Code List Administration and press

— The Account Code List Administration form appears.

Enter

3-13

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bbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbb

Implementing FAX Attendant

bbbbbbbbbbbbbbbbbbbbb

Page 1 of 1

Account Code List Administration

Acc. Codes

CHOICES

DISP-PGE

SAVE

PREV-PGE

PREV-FRMHELP NEXT-PGE

Comments

NEXT-FRM CANCEL

FRM-MGMT

CHG-KEYS CHG-KEYS

bbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbb

Figure 3-10. Account Code List Administration Form

3. Press hand corner of the screen to the Acc. Codes field.

4. Using Form FF2, type in the information requested on this screen.

5. After you enter all of the information, press parameters.

Enter

to move the cursor from the page # field in the upper right-

— Press — If you need to enter more than one page of account codes, press

bbb cbbbc

account codes. Press finished to return to the first set of function keys.

Enter

after completing each field.

F8 (CHG-KEYS) and then

bbb

F8 (CHG-KEYS) again when you are

cbbbc

bbb

F4 (NEXT-PGE) to enter additional

cbbbc

bbb

F3 (SAVE) to save the

cbbbc

3-14

— A window appears informing you that the Account Codes have

been updated.

6. Press

7. Press menu.

Enter

to continue.

— You return to the Fax System Parameters Administration menu.

bbb

F6 (CANCEL) to return to the AUDIX Voice Power/FAX Attendant

cbbbc

bbbbb

bbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbb

Implementing FAX Attendant

Updating Account Codes

To update the Account Codes, use the preceding procedure. The new values will replace the old values. Be sure to record the new values on Form FF2. Additionally, be sure to update the Subscriber Administration screens for all subscribers using Account Codes.

Subscriber Administration

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Subscriber administration is a multi-step process, and therefore, has multiple planning forms that match the data entry process step-by-step. During the initial implementation of your system, subscriber information was entered into the system using the planning forms and the Integrated Administration feature mentioned in Chapter 2.

changes, or deletions to the subscriber database, you must use the Integrated Administration feature via the Extension Directory screen.

Administration provides a path to a set of administrative screens on which you fill in data. Once these screens are completed, Integrated Administration ensures that the Extension Directory database and the telephone switch database share the common subscriber information.

For all subscriber administration, that is, for all additions,

Integrated

The following sections discuss the various procedures you must perform to update the subscriber database. These procedures include:

Adding a new subscriber to the database Adding a special purpose extension to the database Changing a subscriber profile Renumbering an extension for a subscriber Removing a subscriber from AUDIX Voice Power/FAX Attendant Deleting a subscriber’s profile from the system Displaying the subscriber database Printing the subscriber database

Be sure to update your planning forms before making any changes to the subscriber database. For more details on the subscriber administration process, consult the

Implementation

Adding a New Subscriber

To add a new subscriber, follow these steps:

AT&T AUDIX Voice PowerTM/FAX Attendant System

document.

NOTE:

All AUDIX Voice Power/FAX Attendant subscribers must be added through the Extension Directory screen. Note that you cannot add new subscriber switch extensions to the switch’s System Numbering Plan through the Extension Directory. Special purpose extensions, which are never part of

Planning and

3-15

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bbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbb

Implementing FAX Attendant

the System Numbering Plan, can be added only to the Extension Directory.

1. Write the information for the new subscriber on Forms DX, DA, and DF from the

and Implementation

2. From the IS-III Main Menu, move the cursor to the Extension Directory field, and press appears.

AT&T AUDIX Voice PowerTM/FAX Attendant System

document.

Enter

. The Extension Directory form

Planning

bbbbbbbbbbbbbbbbbbbbb

Extension Directory

Extension :

Name (first) :

Name (last) :

Extension Label :

Location : Comments :

Comments : Application 1 : Application 2 : Application 3 : Application 4 : Application 5 :

DISPLAY

HELP

CHOICES

SAVE SAVE

PREV-RECDELETE

NEXT-REC CANCEL

CANCEL CHG-KEYS

CHG-KEYS

bbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbb

Figure 3-11. Extension Directory Screen

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3. Using Form DX, enter a valid extension number and press to display the information about this extension.

If the extension entered does not exist on the telephone switch, a message appears saying Record Not Found, Type ENTER to continue. The invalid extension number is cleared from the field. Check your entry and try again if necessary.

4. Using Form DX, enter the additional information pressing field.

5. When all the data requested on the screen is entered, press to save the data. Press

The AUDIX Voice Power User form for this extension appears.

Enter

to continue.

F1 (DISPLAY)

cbbbc

Enter

after each

bbb

F3 (SAVE)

cbbbc

3-16

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bbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbb

Implementing FAX Attendant

bbbbbbbbbbbbbbbbbbbbb

AUDIX Voice Power User

Extension:

Add User to AUDIX Voice Power Cover Group?

Audix Voice Power button number:

Private Fax Extension:

Enter Y, N, or Press F2 (CHOICES) to select option

HELP CANCEL

SAVECHOICES

CHG-KEYS CHG-KEYS

bbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbb

Figure 3-12. AUDIX Voice Power User Screen

6. Using the data on Form DX, enter the information requested. — Be sure to enter the Auto Dial button number for the AUDIX Voice

Power system and, if appropriate, enter the Private Fax Extension.

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7. Press

F3 (SAVE). The Subscriber Administration screen appears.

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3-17

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Implementing FAX Attendant

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Page 1 of 2

Subscriber Administration

Extension:

Name:

Password:

Comments:

CANCEL

FRM-MGMT FRM-MGMTCANCEL

min

CHG-KEYS CHG-KEYS

HELP HELP

TT Equivalent of Name Addressing Identifier:

Custom Class of Service Parameters

Does Subscriber have Switch Call Coverage?:

If No Call Coverage, Enter Maximum Rings:

CHOICES CHOICES

SAVE

DB MGMT

Name Addressing Identifier:

Mode of Addressing:

Voice Mail Box Size:

Personal Operator:

Class of Service:

Coverage Service:

Outcalling Allowed?:

DISPLAY

bbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbb

Figure 3-13. Subscriber Administration Screen, Page 1 of 2

8. Using Form DA from the

System

requested on the screen. Press

9. After you have entered all the data,

10. When FAX Attendant is included in the system, the Subscriber Administration form, Page 2 displays.

Planning and Implementation

— If a fax extension is defined for this subscriber, press

continue with the second page (step 10).

— If a fax extension is not defined for this subscriber, press

(SAVE) to save the data. Skip step 10 and continue with step 11.

AT&T AUDIX Voice PowerTM/FAX Attendant

document, enter the information

Enter

after each field.

Page Down

bbb

cbbbc

3-18

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Implementing FAX Attendant

bbbbbbbbbbbbbbbbbbbbb

Page 2 of 2

Subscriber Administration

FAX Parameters

Private Fax Extension:

Autoprint Fax Messages?:

Fax Delivery Report?:

Default Fax Destination:

System Wait for Touchtones After FCA Greeting?:

Account Code:

Fax Mail Box Size: pages

HELP HELP

CHOICES CHOICES

SAVE

DB MGMT

DISPLAY

______ ___ ___ _____________________ ___ ________________ ____

CANCEL CANCEL FRM-MGMT

FRM-MGMT

CHG-KEYS CHG-KEYS

bbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbb

Figure 3-14. Subscriber Administration Screen, Page 2 of 2

— Enter the data from Form DF.

NOTE:

If Account Codes have been administered, you may use (CHOICES) to simplify data entry at the Account Code field on this screen. Once you press select the Account Code from the previously created list, rather than typing in the Account Code for each subscriber.

— When you have filled in the fields, press

subscriber will be added. (If necessary, press

bbb

F8 (CHG-KEYS) to access the

cbbbc

11. Press any key to return to the Extension Directory screen which displays the record of the subscriber you just added.

bbb

F2 (CHOICES), you may

cbbbc

bbb

F3 (SAVE), and the

cbbbc

bbb

F3 (SAVE) key.)

cbbbc

bbb

cbbbc

12. If you wish to add another subscriber, repeat Steps 3-11, otherwise press

bbb

F6 (CANCEL) to return to the IS-III Main Menu.

cbbbc

3-19

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Implementing FAX Attendant

Adding a Special Purpose Extension

Special purpose extensions are added to the database for purposes other than as normal end-points for voice, fax, or data transmission. For example, special purpose extensions can be used to provide a mail box for subscribers who do not need a physical telephone extension but who would like to be able to receive and retrieve voice mail (guest mailboxes).

NOTE:

For this procedure, you must use an extension number that is not already defined in the Extension Directory database. Do not use an extension that starts with the same digits as regular extensions and adjuncts on the switch. For example, do not use 123 as a special purpose extension if 12 is a regular extension. For more information about special purpose extensions and guidelines to use when creating special purpose extension numbers, see the

Planning and Implementation

To add a special purpose extension, follow these steps:

1. Write the information for the new special purpose extension on Forms DX, DA, and DF from the

System

Planning and Implementation

AT&T AUDIX Voice PowerTM/FAX Attendant System

AT&T AUDIX Voice PowerTM/FAX Attendant

document.

2. From the IS-III Main Menu, move the cursor to the Extension Directory field, and press appears.

Enter

. The Extension Directory form

3-20

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bbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbb

Implementing FAX Attendant

bbbbbbbbbbbbbbbbbbbbb

Extension Directory

Extension :

Name (first) :

Name (last) :

Extension Label :

Location : Comments :

Comments : Application 1 : Application 2 : Application 3 : Application 4 : Application 5 :

DISPLAY

HELP

CHOICES

SAVE SAVE

PREV-RECDELETE

NEXT-REC CANCEL

CANCEL CHG-KEYS

CHG-KEYS

bbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbb

Figure 3-15. Extension Directory Screen

NOTE:

Before following this procedure, check to be sure you are using the correct extension number as the special purpose extension. If you use an extension number that is currently administered on the switch and save the new data associated with it, the old information will be overwritten, and you will not have added a special purpose extension. As a precaution, you can enter the extension number on the Extension Directory screen and press procedure. The system should respond Record Not Found, Press ENTER to Continue. If it does not respond with this message, check your records and use a different extension number.

3. Using Form DX, enter the special purpose extension number and all the other associated information pressing

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4. Press The Special Purpose Extension screen appears and asks you if you wish

to add this extension as a special purpose extension.

F3 (SAVE) to save the data.

cbbbc

Enter

Display

before using this

after each field.

3-21

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bbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbb

Implementing FAX Attendant

bbbbbbbbbbbbbbbbbbbbb

Special Purpose Extension Screen

This extension does not exist on the switch.

Do you want to use this extension for a

special purpose?: ____[No/Yes]

Enter Y or N or Press F2 (CHOICES) to select; then Press SAVE

HELP SAVECHOICES CANCEL

Extension: xxxx

CHG-KEYS CHG-KEYS

bbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbb

Figure 3-16. Special Purpose Extension Screen

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5. Press

6. Press Special Purpose extension has been added to the database. Press to continue.

The AUDIX Voice Power User form appears.

F2 (CHOICES) to select Yes or No. Select Yes and press

cbbbc bbb

F3 (SAVE) to save your choice. A message appears stating the

cbbbc

Enter

3-22

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bbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbb

Implementing FAX Attendant

bbbbbbbbbbbbbbbbbbbbb

AUDIX Voice Power User

Extension:

Add User to AUDIX Voice Power Cover Group?

Audix Voice Power button number:

Private Fax Extension:

Enter Y, N, or Press F2 (CHOICES) to select option

HELP CANCEL

SAVECHOICES

CHG-KEYS CHG-KEYS

bbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbb

Figure 3-17. AUDIX Voice Power User Screen

7. Using the data on Form DX, enter the Private Fax Extension.

8. Press

bbb

F3 (SAVE). The AUDIX Voice Power Subscriber Administration

cbbbc

screen appears.

3-23

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bbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbb

Implementing FAX Attendant

bbbbbbbbbbbbbbbbbbbbb

Page 1 of 2

Subscriber Administration

Extension:

Name:

Password:

Comments:

CANCEL

FRM-MGMT FRM-MGMTCANCEL

min

CHG-KEYS CHG-KEYS

HELP HELP

TT Equivalent of Name Addressing Identifier:

Custom Class of Service Parameters

Does Subscriber have Switch Call Coverage?:

If No Call Coverage, Enter Maximum Rings:

CHOICES CHOICES

SAVE

DB MGMT

Name Addressing Identifier:

Mode of Addressing:

Voice Mail Box Size:

Personal Operator:

Class of Service:

Coverage Service:

Outcalling Allowed?:

DISPLAY

bbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbb

Figure 3-18. Subscriber Administration Screen, Page 1 of 2

9. Using Form DA from the

System

requested on the screen. Press

10. After you have entered all the data,

11. When FAX Attendant is included in the system, the Subscriber Administration screen, Page 2 displays.

Planning and Implementation

NOTE:

For special purpose extensions used for guest mailboxes or other features where calls should never be transferred, use class of service 5 or 6. For special purpose extensions that are calling groups, use class of service 1, 2, 7, or 8.

— If a fax extension is defined for this subscriber, press

continue with the second page (step 11).

— If a fax extension is not defined for this subscriber, press

(SAVE) to save the data. Skip step 11 and continue with step 12.

AT&T AUDIX Voice PowerTM/FAX Attendant

document, enter the information

Enter

after each field.

Page Down

bbb

cbbbc

3-24

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bbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbb

Implementing FAX Attendant

bbbbbbbbbbbbbbbbbbbbb

Page 2 of 2

Subscriber Administration

FAX Parameters

Private Fax Extension:

Autoprint Fax Messages?:

Fax Delivery Report?:

Default Fax Destination:

System Wait for Touchtones After FCA Greeting?:

Account Code:

Fax Mail Box Size: pages

HELP HELP

CHOICES CHOICES

SAVE

DB MGMT

DISPLAY

______ ___ ___ _____________________ ___ ________________ ____

CANCEL CANCEL FRM-MGMT

FRM-MGMT

CHG-KEYS CHG-KEYS

bbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbb

Figure 3-19. Subscriber Administration Screen, Page 2 of 2

— Enter the data from Form DF — When you have filled in the fields, press

special purpose extension will be added.

12. Press any key to return to the Extension Directory screen.

13. If you wish to add another special purpose extension, repeat Steps 3-12, otherwise press

bbb

F6 (CANCEL) to return to the IS-III Main Menu.

cbbbc

bbb

F3 (SAVE), and the

cbbbc

Changing a Subscriber Profile

There are times when you may need to change information in a subscriber’s profile. For example, if a subscriber has a new secretary with a different extension, you will have to access that subscriber’s profile and change the personal operator extension. Use the following procedure to make changes to a subscriber profile.

1. Write the new information for this subscriber on Forms DX, DA, and DF from the

and Implementation

2. From the IS-III Main Menu, move the cursor to Extension Directory and press

The Extension Directory form appears.

AT&T AUDIX Voice PowerTM/FAX Attendant System

Enter

document.

Planning

3-25

bbbbb

bbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbb

Implementing FAX Attendant

bbbbbbbbbbbbbbbbbbbbb

Extension Directory

Extension :

Name (first) :

Name (last) :

Extension Label :

Location : Comments :

Comments : Application 1 : Application 2 : Application 3 : Application 4 : Application 5 :

DISPLAY

HELP

CHOICES

SAVE SAVE

PREV-RECDELETE

NEXT-REC CANCEL

CANCEL CHG-KEYS

CHG-KEYS

bbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbb

Figure 3-20. Extension Directory Screen

bbb

3. Enter the extension number and press Any information about this extension existing in the Extension Directory

appears here.

4. Using Form DX, enter any updated information, pressing field.

NOTE:

If you change a subscriber’s switch call coverage by changing the option Add User to AUDIX Voice Power Cover Group?, you must also update the Class of Service field on the Subscriber Administration screen.

5. When you have finished entering all updated information on this screen,

bbb

press

cbbbc

updated.

F3 (SAVE). A message appears stating the database has been

F1 (DISPLAY).

cbbbc

Enter

after each

3-26

6. Press The AUDIX Voice Power User form appears.

Enter

to continue.

bbbbb

bbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbb

Implementing FAX Attendant

bbbbbbbbbbbbbbbbbbbbb

AUDIX Voice Power User

Extension:

Add User to AUDIX Voice Power Cover Group?

Audix Voice Power button number:

Private Fax Extension:

Enter Y, N, or Press F2 (CHOICES) to select option

HELP CANCEL

SAVECHOICES

CHG-KEYS CHG-KEYS

bbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbb

Figure 3-21. AUDIX Voice Power User Screen

7. Using Form DX, enter any updated information, pressing field.

NOTE:

Do not re-administer the AUDIX Voice Power button unless you want to add or move the location of the button.

— If necessary, using the updates on Form DX, press

to change the Add User to AUDIX Voice Power Cover Group? field selection and press

bbb

8. Press The Subscriber Administration screen appears.

F3 (SAVE).

cbbbc

Enter

after each

bbb

F2 (CHOICES)

cbbbc

3-27

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bbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbb

Implementing FAX Attendant

bbbbbbbbbbbbbbbbbbbbb

Page 1 of 2

Subscriber Administration

Extension:

Name:

Password:

Comments:

CANCEL

FRM-MGMT FRM-MGMTCANCEL

min

CHG-KEYS CHG-KEYS

HELP HELP

TT Equivalent of Name Addressing Identifier:

Custom Class of Service Parameters

Does Subscriber have Switch Call Coverage?:

If No Call Coverage, Enter Maximum Rings:

CHOICES CHOICES

SAVE

DB MGMT

Name Addressing Identifier:

Mode of Addressing:

Voice Mail Box Size:

Personal Operator:

Class of Service:

Coverage Service:

Outcalling Allowed?:

DISPLAY

bbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbb

Figure 3-22. Subscriber Administration Screen, Page 1 of 2

9. Using Form DA, enter any updated information, pressing field.

10. After you have entered all the data, — If you need to change any fax parameters for this subscriber, press

Page Down

— If you do not need to change any fax parameters for this

subscriber, press continue with step 11.

11. When FAX Attendant is included in the system, the Subscriber

Administration screen Page 2 displays.

to continue with the second page (step 10).

bbb

F3 (SAVE) to save the data. Skip step 10 and

cbbbc

Enter

after each

3-28

bbbbb

bbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbb

Implementing FAX Attendant

bbbbbbbbbbbbbbbbbbbbb

Page 2 of 2

Subscriber Administration

FAX Parameters

Private Fax Extension:

Autoprint Fax Messages?:

Fax Delivery Report?:

Default Fax Destination:

System Wait for Touchtones After FCA Greeting?:

Account Code:

Fax Mail Box Size: pages

HELP HELP

CHOICES CHOICES

SAVE

DB MGMT

DISPLAY

______ ___ ___ _____________________ ___ ________________ ____

CANCEL CANCEL FRM-MGMT

FRM-MGMT

CHG-KEYS CHG-KEYS

bbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbb

Figure 3-23. Subscriber Administration Screen, Page 2 of 2

— Enter the data from Form DF — When you have finished entering all updated information on this

screen, press

12. Press any key to return to the Extension Directory screen.

13. If you wish to change any other subscriber’s information, repeat steps 311, otherwise press

bbb

F3 (SAVE) to save your changes.

cbbbc

bbb

F6 (CANCEL) to return to the IS-III Main Menu.

cbbbc

Renumbering an Extension for a Subscriber

If you need to renumber a subscriber’s extension from an old number to a new extension number that does not yet exist in the System Numbering Plan, follow these steps:

1. At the end of the work day, have the subscriber listen to all voice mail messages, and empty the voice mailbox. Also, have the subscriber empty the fax mailbox.

NOTE:

If the subscriber is unavailable to empty his or her voice and fax mailboxes, and you have a concern the subscriber will lose messages, you can do the following:

3-29

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bbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbb

Implementing FAX Attendant

— Before doing Step 2, make the old extension a special

— By doing this, the subscriber’s mailbox with messages will be

2. At the end of the work day, when there is little traffic on the telephone system, have the Switch Administrator renumber the extension in the System Numbering Plan and on the switch.

3. Immediately, go to the IS-III Main Menu and select the User Maintenance screen.

4. From the User Maintenance screen, select the Reconcile Dial Plan option and press

— The telephone switch database will be reconciled with the

Extension Directory, adding the new extension, and deleting the old one unless you have made it a special purpose extension.

purpose extension by entering on the Extension Directory screen for this extension.

preserved. At a later time, the subscriber can log in and retrieve the mail messages, and you can then delete this special purpose extension from the Extension Directory.

Enter

special

in the Location field

5. Add the subscriber’s profile information to the Extension Directory by following the procedures given in the "Adding a New Subscriber" section provided earlier in this chapter.

Removing a Subscriber from AUDIX Voice Power/FAX Attendant

You can remove a subscriber from having AUDIX Voice Power/FAX Attendant privileges, and still keep the individual’s profile in the Extension Directory by doing the following procedure. This procedure will remove the subscriber from the Call Coverage Group, but preserve the individual’s name, extension label, location, and any comments associated with the individual.

One reason you may want to do this is if there is a possibility you will need to readminister this individual as a subscriber at a later time, and you want to avoid re-entering the subscriber profile information. Another reason is to retain the extension label for this individual in the system.

NOTE:

Be sure to mark the deletion on Form DX from the

PowerTM/FAX Attendant System

Also, if the subscriber you are deleting is registered as a Service Administrator, you must register another subscriber as the Service Administrator.

Planning and Implementation

AT&T AUDIX Voice

document.

3-30

1. From the IS-III Main Menu, move the cursor to Extension Directory and press

2. Enter the extension number and press

Enter

. The Extension Directory Screen appears.

bbb

F1 (DISPLAY).

cbbbc

bbbbb

bbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbb

Implementing FAX Attendant

3. Move the cursor to the Application field where AUDIX Voice Power is listed and press the space bar to blank out the entry.

NOTE:

This removes all the AUDIX Voice Power data and all the subscriber’s mail messages (voice and fax).

bbb

4. Press

5. Press

Deleting a Subscriber’s Profile from the System

From time to time, you may need to remove a subscriber from AUDIX Voice Power/FAX Attendant and the system completely. For example, if a subscriber leaves the company, you should delete that individual’s profile and AUDIX Voice Power/FAX Attendant privileges promptly.

The following procedure will remove the subscriber and the subscriber’s profile, including the extension label, from the Extension Directory.

F3 (SAVE). A window confirms that the changes have been made.

cbbbc

Enter

to continue.

NOTE:

Be sure to mark the deletion on Forms DX, DA, and DF from the

AUDIX Voice PowerTM/FAX Attendant System Implementation

1. From the IS-III Main Menu, move the cursor to Extension Directory and press

2. Enter the extension number and press

3. With the cursor in any field, press asking you to confirm your deletion. If you want to delete, enter Y (yes) and press

NOTE:

The subscriber and the subscriber’s profile, including the extension label and the subscriber’s mail (voice and fax) are removed from the Extension Directory.

4. Press The Extension Directory screen appears.

Displaying the Subscriber Database

You can list the current subscriber database on your screen to assist in administering the system. Whenever you add a subscriber, remove a subscriber, or change subscriber information, you can display the new subscriber list to verify the changes. To display the subscriber database, perform the following steps:

Enter

document.

Enter

. The Extension Directory Screen appears.

bbb

F3 (SAVE).

cbbbc

to continue.

Planning and

bbb

F1 (DISPLAY).

cbbbc

bbb

F2 (DELETE). A display appears,

cbbbc

AT&T

3-31

bbbbb

bbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbb

Implementing FAX Attendant

1. From the IS-III Main Menu, move the cursor to AUDIX Voice Power/FAX Attendant (AVP/FA) and press

2. At the AUDIX Voice Power/FAX Attendant menu, move the cursor to Subscriber Administration and press

Enter

— The Subscriber Administration form appears.

bbb

3. Press (DB-MGMT) to display the option menu.

4. Use ↓or ↑to highlight the Display option.

5. Press

Printing the Subscriber Database

If you have a printer connected to your system, you can print a list of the current subscriber database. Use this printout when you are administering the system. Whenever you add a subscriber, remove a subscriber, or change subscriber information, print the new subscriber list for your records. To print the subscriber database, perform the following steps:

1. Make sure the printer is connected to your computer and turned on.

2. From the IS-III Main Menu, move the cursor to AUDIX Voice Power/FAX Attendant (AVP/FA) and press

3. At the AUDIX Voice Power/FAX Attendant menu, move the cursor to Subscriber Administration and press

4. Press (DB-MGMT) to display the options menu.

F8 (CHG-KEYS) to display the alternate key labels, then press

cbbbc

Enter

to select the highlighted option.

— The Subscriber Administration form appears.

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F8 (CHG-KEYS) to display the alternate key labels, then press

cbbbc

Enter

bbb

cbbbc

bbb

cbbbc

5. Use ↓or ↑to highlight the Print option.

6. Press

Service Administrator Registration

bbbbbbbbbbbbbbb

FAX Attendant gives you the ability to customize the voice prompts for your system. To prevent unauthorized modification of voice prompts, you must register an administrator for each service. The data is compiled on Form G from the

AT&T AUDIX Voice PowerTM/FAX Attendant System

Implementation

Each Service Administrator must be registered with AUDIX Voice Power/FAX Attendant as a subscriber prior to being assigned as a Service Administrator so that the system can identify them as authorized to make changes.

NOTE:

You must first register all the service administrators before any subscriber or outside caller uses your FAX Attendant system. Otherwise, the system will not function properly. For example, if you do not register the service

3-32

Enter

to select the highlighted option.

document.

Planning and

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bbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbb

Implementing FAX Attendant

administrator for the Fax Call Answer service, the system will provide the following message when answering calls:

The main menu has not been recorded yet.

To enter the data from Form G, perform the following steps:

1. At the AUDIX Voice Power/FAX Attendant menu, move the cursor to Service Administrator Registration and press

— The Service Administrator Registration form appears.

Enter

bbbbbbbbbbbbbbbbbbbbb

Service Administrator Registration

Automated Attendant Call Answer Fax Call Answer Fax Mail Fax Response Information Service Message Drop Voice Mail

HELP

Service

SAVECHOICES CHG-KEYS

Administrator’s Name

PREV-FRM

CANCELNEXT-FRM

Extension

FRM-MGMT

CHG-KEYS

bbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbb

Figure 3-24. Service Administrator Registration Form

2. Using Form G, type in the name and extension number of the subscriber(s) assigned as administrator for each of the services. Press

Enter

after each field.

3. When you are finished, press

— A window appears informing you that the information has been

saved.

bbb

F3 (SAVE) to save the information.

cbbbc

4. Press

Enter

to continue.

— You return to the AUDIX Voice Power/FAX Attendant menu.

3-33

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bbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbb

Implementing FAX Attendant

Updating Service Administrator Registration

To update Service Administrator information, use the preceding procedure. The new information will replace the old information.

NOTE:

Be sure to update Form G from the

Attendant System

information.

Outcalling Administration

bbbbbbbbbbbbbbb

Parameters that control Outcalling must be set during initial implementation. They are generally not changed. The information is collected on Form H from the

AT&T AUDIX Voice PowerTM/FAX Attendant System

Implementation

document. To set the outcalling parameters, follow these steps:

Planning and Implementation

AT&T AUDIX Voice PowerTM/FAX

document with the new

Planning and

1. Get your updated Form H from the

Attendant System

2. At the AUDIX Voice Power/FAX Attendant menu, move the cursor to Outcalling Administration and press

— The Outcalling Administration form appears.

Planning and Implementation

AT&T AUDIX Voice PowerTM/FAX

document.

Enter

bbbbbbbbbbbbbbbbbbbbb

Outcalling Administration

Is outcalling active?:

Start Time:

End Time:

Retry Interval:

Initial Delay: Maximum Number of Attempts: Maximum Simultaneous Ports:

Maximum Number of Digits:

___

___:___ ___ ___:___ ___ ___ min ___ min ___ ___ ___

3-34

CHOICES SAVE

PREV-FRMHELP

NEXT-FRM CANCEL CHG-KEYS

FRM-MGMT

CHG-KEYS

bbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbb

Figure 3-25. Outcalling Administration Form

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bbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbb

Implementing FAX Attendant

3. Using your completed Form H from the

Attendant System

information for each item and press

4. When you are finished, press — A window appears to inform you that the information has been

saved.

5. Press any key to continue. — You return to the AUDIX Voice Power/FAX Attendant menu.

Updating Outcalling Parameters

To update outcalling parameters, use the preceding procedure. The new parameter values will replace the previous parameter values.

NOTE:

Be sure to update Form H from the

Attendant System

information.

Fax Group List Administration

bbbbbbbbbbbbbbb

FAX Attendant allows you to create, modify, and remove fax distribution lists for individual subscribers. Subscribers can create, modify and remove their own lists using their telephones, but these procedures can be tedious for large lists. If any subscribers want long fax distribution lists, give them a copy of Form RX to fill out. A blank copy of Form RX is provided in the

PowerTM/FAX Attendant System

When they complete the form and return it to you, follow this procedure for creating a fax distribution list.

Planning and Implementation

bbb

F3 (SAVE) to save your information.

cbbbc

Planning and Implementation

AT&T AUDIX Voice PowerTM/FAX

document, type the

Enter

after each field.

document with the new

AT&T AUDIX Voice

document.

NOTE:

The system automatically converts any subscriber’s private fax extension to that subscriber’s voice extension.

Creating a Fax Distribution List

bbbbbbbbbbbbbbb

To create a fax distribution list, perform the following steps:

1. At the AUDIX Voice Power/FAX Attendant menu, move the cursor to Fax

System Parameter Administration and press

— The Fax System Parameter Administration menu appears.

2. At the Fax System Parameter Administration menu, move the cursor to

Fax Group List Administration and press

— The Fax Group List Administration form appears.

Enter

3-35

bbbbb

bbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbb

Implementing FAX Attendant

bbbbbbbbbbbbbbbbbbbbb

Fax Group List Administration

Voice extension:

Name:

Private fax extension:

List ID:

HELP

CHOICES SAVE

DISP-GRP

PREV-FRM

DISPLAY

NEXT-FRM CANCEL CHG-KEYS

FRM-MGMT

CHG-KEYS

bbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbb

Figure 3-26. Fax Group List Administration Form

3. Using Form RX, enter the voice extension for the subscriber and press

Enter

— The cursor moves to the List ID field.

4. Enter the List ID (a numeric).

5. Press

6. Press

7. Press

bbb

F8 (CHG-KEYS) to select the alternate keyset.

cbbbc bbb

F4 (DISPLAY).

cbbbc

— FAX Attendant displays the subscriber’s name and private fax

extension (if any).

bbb

F3 (DISP-GRP).

cbbbc

— The Fax Group List Editing form appears.

3-36

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bbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbb

Implementing FAX Attendant

bbbbbbbbbbbbbbbbbbbbb

Fax Group List Editing

HELP

Page 1 of 1

Phone numbers

_____________________ _____________________ _____________________ _____________________ _____________________ _____________________

SAVECHOICES

DELETE

PREV-FRM

NEXT-PGEPREV-PGEDISP-PGE

Group list:

Phone Numbers

_____________________ _____________________ _____________________ _____________________ _____________________ _____________________

FRM-MGMT

CHG-KEYSCANCELNEXT-FRM CHG-KEYS

bbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbb

Figure 3-27. Fax Group List Editing Form

8. Press

numbers field.

9. Enter the information from Form RX. The maximum entries per list is

1,000. If you completely fill page 1 and need to start another page, press

(CHG-KEYS) to select the alternate keyset, and press add a blank page. Press

10. When you are finished entering the information, press

Enter

to move the cursor from the page # field to the phone

bbb

F5 (NEXT-PGE) to

bbb

F8 (CHG-KEYS) when you are finished.

cbbbc

— A window appears confirming that the information was saved.

cbbbc

bbb

F3 (SAVE).

cbbbc

bbb

cbbbc

11. Press

12. Repeat steps 3 to 11 for other lists.

13. When you are finished, press keyset.

14. Press Administration menu.

Enter

to continue.

— You return to the Fax Group List Administration screen.

bbb

F8 (CHG-KEYS) to access the alternate

cbbbc

bbb

F6 (CANCEL) to return to the Fax System Parameters

cbbbc

3-37

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bbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbb

Implementing FAX Attendant

bbb

15. Press menu.

Modifying a Fax Distribution List

To modify a fax distribution list, perform the following steps:

1. At the AUDIX Voice Power/FAX Attendant menu, move the cursor to Fax System Parameter Administration and press

2. At the Fax System Parameters Administration menu, move the cursor to Fax Group List Administration and press

F6 (CANCEL) to return to the AUDIX Voice Power/FAX Attendant

cbbbc

— The Fax System Parameters Administration menu appears.

— The Fax Group List Administration form appears.

Enter

bbbbbbbbbbbbbbbbbbbbb

Fax Group List Administration

Voice extension:

Name:

Private fax extension:

List ID:

HELP

CHOICES SAVE

DISP-GRP

PREV-FRM

DISPLAY

NEXT-FRM CANCEL CHG-KEYS

FRM-MGMT

CHG-KEYS

bbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbb

Figure 3-28. Fax Group List Administration Form

3. Enter the voice extension for the subscriber and press

— The cursor moves to the List ID field.

4. Enter the List ID (a numeric).

— Use

5. Press

bbb

F2 (CHOICES) to display List IDs.

cbbbc

bbb

F8 (CHG-KEYS) to select the alternate keyset.

cbbbc

Enter

3-38

bbbbb

bbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbb

Implementing FAX Attendant

bbb

6. Press

7. Press

8. Make the changes to the list. To delete a number, put the cursor on that number and press the

9. When you are finished modifying the information, press

F4 (DISPLAY).

cbbbc

— FAX Attendant displays the subscriber’s name and private fax

extension (if any).

bbb

F3 (DISP-GRP).

cbbbc

— The Fax Group List Editing form appears.

— A window appears confirming that the information was changed.

spacebar

bbb

F3 (SAVE).

cbbbc

10. Press

11. Repeat steps 3 to 10 for any other lists.

12. Press Administration menu.

13. Press menu.

Deleting a Fax Distribution List

To delete a fax distribution list, perform the following steps:

1. At the AUDIX Voice Power/FAX Attendant menu, move the cursor to Fax System Parameter Administration and press

2. At the Fax System Parameter Administration menu, move the cursor to Fax Group List Administration and press

Enter

to continue.

— You return to the Fax Group List Administration screen.

bbb

F6 (CANCEL) to return to the Fax System Parameters

cbbbc

bbb

F6 (CANCEL) to return to the AUDIX Voice Power/FAX Attendant

cbbbc

— The Fax System Parameter Administration menu appears.

— The Fax Group List Administration form appears.

Enter

3-39

bbbbb

bbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbb

Implementing FAX Attendant

bbbbbbbbbbbbbbbbbbbbb

Fax Group List Administration

Voice extension:

Name:

Private fax extension:

List ID:

HELP

CHOICES SAVE

DISP-GRP

PREV-FRM

DISPLAY

NEXT-FRM CANCEL CHG-KEYS

FRM-MGMT

CHG-KEYS

bbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbb

Figure 3-29. Fax Group List Administration Form

3. Enter the voice extension for the subscriber and press — The cursor moves to the List ID field.

4. Enter the List ID (a numeric).

5. Press

6. Press

7. Press

8. Press

9. Press

bbb

F8 (CHG-KEYS) to select the alternate keyset.

cbbbc bbb

F4 (DISPLAY).

cbbbc

— FAX Attendant displays the subscriber’s name and private fax

extension (if any).

bbb

F3 (DISP-GRP).

cbbbc

— The Fax Group List Editing form appears.

bbb

F8 (CHG-KEYS) to select the alternate keyset.

cbbbc bbb

F3 (DELETE) to delete the fax distribution list.

cbbbc

— A window appears prompting you to confirm your selection.

Enter

3-40

10. Press y to confirm. — A window appears confirming that the information was deleted.

11. Press

Enter

to continue.

bbbbb

bbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbb

Implementing FAX Attendant

— You return to the Fax Group List Administration screen.

12. Repeat steps 3 to 11 for any other lists you wish to delete.

13. Press

14. Press

bbbbbbbb

Custom Voice Prompts

Many of the voice prompts in the AT&T FAX Attendant System can be customized. In fact, some of the prompts must be customized. This section describes the procedures used to enter custom prompts from the forms you completed in the Planning document. To administer the prompts, you will need a telephone.

NOTE:

Fax Response voice prompt planning and administration procedures are covered in Chapter 4, Fax Response Administration.

Logging In to the Voice System

bbbbbbbbbbbbbbb

For security purposes, only the registered Service Administrator can change the voice prompts for a service. For example, only the Service Administrator for the Fax Call Answer service can change the Fax Call Answer prompts.

bbb

F6 (CANCEL) to return to the Fax System Parameters

cbbbc

Administration menu.

bbb

F6 (CANCEL) to return to the AUDIX Voice Power/FAX Attendant

cbbbc

menu.

All voice prompts are administered from the Service Administration menu. To access the Service Administration menu, follow these steps:

1. Dial the Voice Mail or the Automated Attendant Service number and wait for the system to answer.

— Since FAX Attendant is co-resident with AUDIX Voice Power, the

system greeting for AUDIX Voice Power plays. This is followed by a request to enter your extension number.

2. Enter your own extension number followed by

— You are prompted to enter your password.

3. Enter your password followed by

— You have now accessed AUDIX Voice Power/FAX Attendant. The

system announces your name, the number of held fax messages in your account (if any), the number of autoprinted fax messages (if any), and the number of voice mail messages (if any). AUDIX Voice Power/FAX Attendant then recites the AUDIX Voice Power Activity menu:

4. To hear the FAX Attendant Activity menu, press

# .

cbbc

bb cbbc

# .

bbbb

cbbbbc

3-41

bbbbb

bbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbb

Implementing FAX Attendant

— The following FAX Attendant Activity menu plays:

cbbc

cbbc bb

cbbc

5. Press Administration menu.

9 at any time during the Activity menu to access the Service

cbbc

— There will be no spoken prompt for the Service Administration

menu. You can access the Service Administration menu only if you are registered as a Service Administrator. Once you press will hear only the part of the Service Administration menu that applies to the services for which you are the registered Service Administrator. The full Service Administration menu consists of:

cbbc

Send a Fax Message Get Fax Messages Administer Your Name, Fax Call Answer Greeting, Autoprint Setting, or Delivery Report Setting Change Your Password or Administer Your Fax Distribution Lists Go to Voice Mail

Administer Fax Mail Greeting Administer Fax Call Answer Greeting Administer Fax Response Prompts Administer Subscriber Recorded Names

bbb

Return to Fax Mail Activity Menu

cbbbc

9 you

cbbc

General Fax Mail Greeting Administration

bbbbbbbbbbbbbbb

NOTE:

If a customized greeting is desired, you should customize the Voice Mail Greeting in AUDIX Voice Power, since AUDIX Voice Power will be the initial application accessed when users log in. See AUDIX Voice Power documentation for details on customizing the Voice Mail Greeting.

To administer the Fax Mail greeting, follow these steps:

1. Log into the AUDIX Voice Power/FAX Attendant system.

2. Press

3. At the FAX Attendant Activity menu, press

4. At the Service Administration menu, press

8 to go to the FAX Attendant Activity menu.

cbbc

— FAX Attendant announces the Service Administration menu.

the Fax Mail Greeting Administration menu.

bb cbbc

1 0 *

Record custom Fax Mail greeting Listen to custom Fax Mail greeting

Select between system or custom Fax Mail greeting

cbbc

bbbb

cbbbbc

bbbb

FAX Attendant presents

cbbbbc

3-42

bbbbb

bbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbb

Implementing FAX Attendant

bbb

cbbc

Return to Fax Mail Activity Menu

cbbbc

bbb

Replay the current choices

cbbbc

Listening to the Fax Mail Greeting Message

To listen to the Fax Mail greeting message,

1. See steps 1-4 in the General Fax Mail Greeting Administration procedure above.

2. Press

0 to listen to the Fax Mail Greeting Message.

cbbc

Recording Custom Fax Mail Greetings

To record a custom Fax Mail greeting, follow these steps:

1. See steps 1-4 in the General Fax Mail Greeting Administration procedure above.

2. At the Fax Mail Greeting Administration menu, press

3. At the prompt, speak your greeting, reading it from Form P.

4. Press

5. You may then do one of the following:

6. After approving your greeting, press

1 to stop recording.

cbbc

— To approve your greeting, press — To play back your greeting, press — To re-record your greeting, press — To delete your greeting, press

bbb

press

N to select the system greeting.

cbbbc

# .

cbbc

bbbb

cbbc

cbbbbc

bbbb

cbbc

cbbbbc

bbbb

cbbc

cbbbbc

bbb

Y to select your custom greeting, or

cbbbc

bbbb

cbbbbc

Selecting Greetings

To select the standard system greeting or a previously recorded custom greeting, follow these steps:

1. See steps 1-4 in the General Fax Mail Greeting Administration procedure above.

2. At the Fax Mail Greeting Administration menu, press

3. At the prompt, press select the system greeting.

bbb

Y to select your custom greeting, or press

cbbbc

General Fax Call Answer Greeting Administration

bbbbbbbbbbbbbbb

To administer the Fax Call Answer greeting, follow these steps:

# .

cbbc

bbb

N to

cbbbc

3-43

bbbbb

bbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbb

Implementing FAX Attendant

1. Log into the AUDIX Voice Power/FAX Attendant system.

2. Press

8 to go to the FAX Attendant Activity menu.

cbbc

3. At the FAX Attendant Activity menu, press — FAX Attendant announces the Service Administration menu.

4. At the Service Administration menu, press — FAX Attendant presents the Fax Call Answer Greeting

Administration menu:

bb cbbc

1 0 * * *

Record custom Fax Call Answer greeting Listen to custom Fax Mail greeting

Select between system or custom Fax Mail greeting

cbbc

bbb

Return to Fax Mail Activity Menu

cbbbc

bbb

Replay the current choices

cbbbc

Listening to the Fax Call Answer Greeting

To listen to the Fax Call Answer greeting, follow these steps:

1. See steps 1-4 in the General Fax Call Answer Greeting Administration

procedure above.

2. At the Fax Call Answer Greeting Administration menu, press

bbbb

cbbbbc

bbbb

cbbbbc

bbbb

cbbbbc

Recording Custom Fax Call Answer Greetings

To record a custom Fax Call Answer greeting, follow these steps:

1. See steps 1-4 in the General Fax Call Answer Greeting Administration

procedure above.

2. At the Fax Call Answer Greeting Administration menu, press

3. At the prompt, speak your greeting, reading it from Form P.

4. Press

5. You may then do one of the following:

6. After approving your greeting, press

1 to stop recording.

cbbc

— To approve your greeting, press — To play back your greeting, press — To re-record your greeting, press — To delete your greeting, press

bbb

press

N to select the system greeting.

cbbbc

bbbb

cbbbbc

# .

cbbc

bbbb

cbbc

cbbbbc

bbbb

cbbc

cbbbbc

bbbb

cbbc

cbbbbc

bbb

Y to select your custom greeting, or

cbbbc

3-44

bbbbb

bbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbb

Implementing FAX Attendant

Selecting Greetings

To select the standard system Fax Call Answer greeting or a previously recorded custom greeting, follow these steps:

1. See steps 1-4 in the General Fax Call Answer Greeting Administration procedure above.

2. At the Fax Call Answer Greeting Administration menu, press

3. At the prompt, press select the system greeting.

Subscriber Recorded Name Administration

bbbbbbbbbbbbbbb

Because subscribers can receive faxes by name, it is desirable for all subscribers to have a name recorded so that the caller can hear the name in confirmation rather than just the extension number. The Subscriber Recorded Name Administration feature allows all subscriber names to be recorded at the same time so that you don’t need to log in to the Fax Mail Service separately for each subscriber.

bbb

Y to select your custom greeting, or press

cbbbc

bb cbbc

# .

cbbc

bbb

N to

cbbbc

NOTE:

If you have already completed the Recorded Name Administration for AUDIX Voice Power, you do not need to do this again for FAX Attendant.

To record subscriber names, follow these steps:

1. Log into the AUDIX Voice Power/FAX Attendant system.

2. Press

3. At the FAX Attendant Activity menu, press

4. At the Service Administration menu, press

5. Enter the extension followed by

6. Press

7. Record the name of the subscriber.

8. Press

8 to go to the FAX Attendant Activity menu.

cbbc

— FAX Attendant requests that you enter an extension followed by

— FAX Attendant plays the name if one was already recorded or

indicates that one has not been recorded.

— FAX Attendant presents the Record Names for Individual

Subscribers menu.

cbbc bb

cbbc

1 to begin recording the name.

cbbc

1 to end recording.

cbbc

Record Name for Current Extension

Return to Prompt for Extension

cbbc bbb

Return to Fax Mail Activity Menu

cbbbc

# .

cbbc

bbbb

cbbbbc

bbbb

cbbbbc

bb cbbc

3-45

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bbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbb

Implementing FAX Attendant

9. You may then do one of the following: — Press

the next extension). — Press — Press — Press

10. When you have approved the name recording (by pressing are prompted for the next extension. Continue recording names as necessary. After recording the last name, press Activity menu.

General Mailbox Greeting Administration

bbbbbbbbbbbbbbb

A special system greeting for the General Mailbox is provided with AUDIX Voice Power. This text is tailored for users with Call Answer Service where callers know who they are trying to reach. The greeting should be modified if the General Mailbox is to be used primarily for Automated Attendant time-outs where callers may not know exactly to whom they wish to talk. The greeting should also be modified if no system operator is defined. The General Mailbox greeting provided with AUDIX Voice Power is:

You will now be able to leave a message in a general mailbox. You can press 0 to speak to an operator at any time. If you know the intended recipient of your message be sure to include their name in your message. This will enable the system administrator to forward your message to them. Please wait for the tone to begin recording.

# to approve your name recording (and be prompted for

cbbc

3 to play back your name recording.

cbbc

1 to re-record your name recording.

cbbc

bbb

D to delete your name recording.

cbbbc

cbbc

bbb

R to return to the

cbbbc

cbbc

bbbb

cbbbbc

you

)

3-46

A new General Mailbox greeting can be recorded in the same manner as any other subscriber would record a new greeting. To administer the greeting for the General Mailbox, follow these steps:

1. Log in as extension 9999 with the password assigned to that mailbox. (The default password is 1-2-3-4.)

— The system presents the AUDIX Voice Power Activity menu.

Record Messages

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Get Messages

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Administer Name or Greeting

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Administer Lists and Password

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Administer Outcalling

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To Go to FAX Attendant

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Transfer to Another Extension

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Implementing FAX Attendant

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2. Press

3. Press

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— AUDIX Voice Power presents the Name and Greetings

Administration submenu.

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1 to administer a greeting.

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— AUDIX Voice Power announces the greeting that is currently in use

and presents the Greetings Administration submenu.

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Administer Greeting Administer Name

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Return to Activity Menu

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Administer Primary Personal Greeting Administer Alternate Personal Greeting Change the Greeting In Use

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Return to Activity Menu

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Listening to the General Mailbox Greeting Message

1. See steps 1-3 in the General Mailbox Greeting Administration procedure above.

2. At the Greetings Administration submenu, select the greeting to be listened to by pressing

1 or

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cbbbbc

and press

Recording a General Mailbox Greeting Message

To record a General Mailbox Greeting Message, follow these steps:

NOTE:

You must be logged in as the General Mailbox (extension 9999) to record the greeting.

1. See steps 1-3 in the General Mailbox Greeting Administration procedure above.

2. At the Greetings Administration submenu, press either record the primary or alternate personal greeting.

3. Press

4. At the prompt, speak your greeting, reading it from Form P.

5. Press

6. You may then do one of the following:

1 to begin recording.

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1 to stop recording.

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# to approve your greeting.

Press Press

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3 to play back your greeting.

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1 or

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3-47

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Implementing FAX Attendant

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Press Press

Changing the Greeting In Use

To change the greeting in use, follow these steps:

1. See steps 1-3 in the General Mailbox Greeting Administration procedure above.

2. At the Greetings Administration submenu, press in use.

— Choose — Choose — Choose

NOTE:

Fax Response voice prompt planning and administration procedures are covered in Chapter 4, Fax Response Administration.

1 to re-record your greeting.

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D to delete your greeting.

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3 to change the greeting

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1 to use the primary personal greeting

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2 to use the alternate personal greeting, or

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3 to use the system greeting.

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3-48

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Fax Response Administration

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Entering Fax Response Data

Once you complete all of the Fax Response forms, you must transfer the data from the forms to the FAX Attendant system. This transfer not only includes entering data into the FAX Attendant console, but also recording prompt and other voice messages with a phone, and loading fax files with a fax machine.

If you are entering a new Fax Response service, perform the steps listed in this chapter in the order in which they appear. If you need to modify an existing service, perform the steps listed in "Accessing Fax Response" and proceed to the section of this chapter titled "Modifying Your Existing Fax Response Service."

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Accessing Fax Response

Before you can enter data, you must log in and move to the AUDIX Voice Power/FAX Attendant menu.

Logging In

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To log in to IS-III, perform the following steps:

1. At the Console Login: prompt, type — If a password has been administered, the system prompts you to

enter your password. In this case, proceed to step 2.

and press

Enter

— If no password has been administered, the Status Screen appears,

proceed to step 3.

4-1

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bbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbb

Fax Response Administration

2. At the Password: prompt, type your password and press security reasons, your password does not appear on the screen as you type it in.)

— The Status Screen appears.

NOTE:

For comprehensive instructions on how to interpret the status screen items, see the

Guide.

Integrated Solution III System Manager’s

Enter

. (For

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Status Screen

Available Disk Space:

Database Reconciliation last run on:

Connection to Switch:

Extensions added:

Extensions deleted:

Extensions changed:

Name:

Enter Name. Press SAVE to continue.

HELP

SAVE

DISPLAY

CANCEL

CHG-KEYS CHG-KEYS

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Figure 4-1. Status Screen

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3. At the Status Screen, type your name and press

— The system records your name in the Status Screen Access Log.

The IS-III Main Menu appears.

F3 (SAVE).

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4-2

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Fax Response Administration

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Integrated Solution III

AUDIX Voice Power/FAX ATTENDANT (AVP/FA)

Call Accounting System (CAS) Extension Directory System Programming & Maintenance Utility (SPM) User Maintenance Exit

Move to an item using arrow keys and hit Enter to select

HELP

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Figure 4-2. Integrated Solution III Main Menu

4. The cursor is positioned at the AUDIX Voice Power/FAX Attendant (AVP/FA) option. Press

Attendant Main Menu.

NOTE:

If a password has been administered for the AUDIX Voice Power system, the Password: prompt appears. Type your password and press appear on the screen as you type it.) The AUDIX Voice Power/FAX Attendant Menu appears.

5. When the AUDIX Voice Power/FAX Attendant menu appears, the cursor will be positioned at Automated Attendant Administration, and you must press the ↓key to select the function that you want to administer.

Enter

. (For security reasons, your password does not

Enter

to go to the AUDIX Voice Power/FAX

4-3

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Fax Response Administration

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AUDIX Voice Power/FAX Attendant

Automated Attendant Administration

Highlight menu choice using arrow keys, then press Enter key

HELP PREV-FRM NEXT-FRM CANCEL

FRM-MGMT

CHG-KEYS CHG-KEYS

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Figure 4-3. AUDIX Voice Power/FAX Attendant Menu

6. At the AUDIX Voice Power/FAX Attendant menu, move the cursor to Fax Response Administration and press

— The Fax Response Administration menu appears.

Enter

4-4

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Fax Response Administration

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Fax Response Administration

Fax Response Workspace Administration View Fax Response Administration Fax Response Coversheet Administration

HELP PREV-FRM NEXT-FRM CANCEL

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Figure 4-4. Fax Response Administration Menu.

If you are implementing your Fax Response service for the first time, consult the section of this chapter titled ‘‘Implementing a New Fax Response Service.’’

If you are making changes to your existing Fax Response service, consult the section of this chapter titled ‘‘Modifying Your Existing Fax Response Service.’’

Implementing a New Fax Response

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Service

This section describes how to implement a new Fax Response service.

NOTE:

Be sure to administer the fax channels as documented in the

Voice PowerTM/FAX Attendant System

document prior to performing the following procedure.

FRM-MGMT

Planning and Implementation

AT&T AUDIX

CHG-KEYS CHG-KEYS

Here is an overview of the steps you should follow to implement your new Fax Response service:

1. Enter the data from the forms

4-5

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bbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbb

Fax Response Administration

2. Record the Main Menu

3. Record Menu Messages, Faxmenu Messages, and Announcements

4. Load Fax Messages

5. Install the Workspace

6. Record the Touch-Tone Gate prompt

7. Record the Goodbye message

8. Administer the coversheet

To transfer the data from the forms to the Fax Response workspace, perform the following steps:

1. At the Fax Response Administration menu, move the cursor to Fax Response Workspace Administration and press

— The Fax Response Workspace Administration menu appears.

Enter

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Fax Response Workspace Administration

Copy Service into Workspace Edit Workspace Install Workspace

Verify Workspace

HELP

CANCEL CHG-KEYS

FRM-MGMT

CHG-KEYS

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Figure 4-5. Fax Response Workspace Administration Menu

The workspace is used to create, modify, verify and install menus for a Fax Response service. If you are administering your system for the first time, or after installing a new service, you will work with an empty Edit Workspace form.

4-6

When the menus have been completed in the workspace, you will need to

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Fax Response Administration

administer the corresponding voice prompts and announcements before the menus may be installed. Instructions for administering voice prompts and announcements are presented later in this chapter.

2. From the Fax Response Workspace Administration menu, select Edit Workspace and press

— The Edit Workspace/Edit Inactive Fax Messages screen appears.

Enter

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Edit Workspace/Edit Inactive Fax Messages

Menu Name: ___________ Menu Path: ___________________________________ Touch-Tone

1: 2: 3: 4: 5: 6: 7: 8: 9: 0:

HELP

LST-MENU

CHOICES

LST-ANNS

Main FAX Response Main Menu

SAVE

LST-FAX

Description: __________________________

DescriptionObjectAction

DEFINE

CANCEL

SPCH-ADMFAX-ADM

DEL-MENU

FRM-MGMT

CHG-KEYS CHG-KEYS

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Figure 4-6. Edit Workspace/Edit Inactive Fax Messages Form

3. Transfer the data from your main menu worksheet (FORM K) to the screen. As you enter your data, keep the following things in mind:

— You can enter an action in the Action field in one of two ways:

1. Just enter the first letter of the desired action, and the system fills in the rest of the word.

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2. Press

— The

Tab

field. For example, after you enter an action in the Action field, press the

Backspace

previous field.

F2 (CHOICES), select the desired action, and press

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Enter

Tab

key allows you to move the cursor to the next

Enter

key allows you to move the cursor back to the

key to move the cursor to the Object field.

4-7

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Fax Response Administration

— An ‘‘*’’appears before all announcements and faxes you enter in the

Object field, signifying that the voice message has not been recorded or the fax message has not been loaded.

— A ‘‘-*’’ appears before all menus and faxmenus you enter in the

Object field. The ‘‘-’’ signifies that the menu or faxmenu has not been defined yet, while the ‘‘*’’ signifies that the voice message has not been recorded for the menu or faxmenu.

4. When you are finished entering your data into the main menu, press (SAVE) to save your work.

— You return to the FAX Response Workspace Administration menu.

Creating Menus

Menus can appear at any level of your Fax Response system. Whether you are creating a menu in the main menu or three levels lower, the procedures are the same. To create a menu, follow these steps:

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1. In your main menu or a menu, move the cursor to the menu you want to define and press

— A new workspace appears with the Menu Name and Path already

filled in.

2. Enter the data for this menu using the same techniques for entering data in the main menu.

3. When you are finished entering the data, press

— You return to the main menu. Notice that the ‘‘-’’ in front of the

menu you just defined has disappeared.

4. Repeat steps 1 to 3 for any other menus you want to create.

Printing Out Menus

After you define a menu, you should print out a copy of it for your records. To print a copy of a menu, follow these steps:

1. Move the cursor to the menu and press

— The menu you selected appears.

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2. Press

3. Press

F7 (PRINT).

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— A copy of the menu prints on the default printer.

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F6 (CANCEL) to return to the previous menu.

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F4 (DEFINE).

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F3 (SAVE).

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F4 (DEFINE).

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4-8

Creating Faxmenus

Faxmenus can appear at any level of your Fax Response system. Whether you are creating a faxmenu in the main menu or three levels lower, the procedures are the same. To create a faxmenu, follow these steps:

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Fax Response Administration

1. In your main menu or a menu, move the cursor to the faxmenu you wish to define and press

— The Edit FaxMenu screen appears with the Faxmenu Name and

Path already filled in.

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F4 (DEFINE).

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bbbbbbbbbbbbbbbbbbbbb

Edit FaxMenu

FaxMenu Name: ____________ Description: ______

FaxMenu Path: _______________________________

Access Code: ______

Calling Number Request?: ____

Number of Digits in Fax Code __

CHOICES

SAVE FAX-DEF SPCH-ADM

CANCEL CHG-KEYS

DEL-MENU

PRINTHELP

FRM-MGMT

CHG-KEYS

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Figure 4-7. Edit FaxMenu Form.

2. Enter the data for the faxmenu from FORM N.

3. When you are finished entering the data, press

— The FaxMenu Message Administration form appears.

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F4 (FAX-DEF).

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4-9

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Fax Response Administration

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FaxMenu Message Administration

Page 1 of NFaxMenu Name: ________

Code

: : : : : :

: :

PREV-PGE CHG-KEYS

LST-FAX FAX-ADM

CommentsFax Messages

CANCELSEARCH SAVEHELP NEXT-PGE

DISP-PGE FRM-MGMT

CHG-KEYS

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Figure 4-8. FaxMenu Message Administration Form

4. Enter the corresponding fax data from FORM O. — Notice that a ‘‘*’’ appears before each fax file. This signifies that

the file has not been loaded yet.

5. If you fill the entire screen with information, press

access a blank screen.

6. When you are finished entering the data, press — You return to the previous Edit Workspace screen.

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F5 (NEXT-PGE) to

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F3 (SAVE).

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7. Repeat these procedures for any other faxmenus in your service.

When you are finished entering the data from the forms, proceed to the next section.

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Administering the Main Menu

This section describes how to administer the Main Menu. The tasks in this section include:

Recording the Main menu

4-10

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Fax Response Administration

Listening to the Main menu.

Before you can administer of these features, you must first log in to the voice system.

Logging In to the Voice System

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In order to administer the Main Menu, you must access the Fax Response Prompts menu from a Touch-Tone telephone. To access this menu, perform the following steps:

1. Dial the Voice Mail or the Automated Attendant Service number and wait for the system to answer.

— Since FAX Attendant is co-resident with AUDIX Voice Power, the

system greeting for AUDIX Voice Power plays. This is followed by a request to enter your extension number.

2. Enter your own extension number followed by

— You are prompted to enter your password.

3. Enter your password followed by

— You have now accessed AUDIX Voice Power/FAX Attendant. The

4. To hear the FAX Attendant Activity menu, press

— The following FAX Attendant Activity menu plays:

Send a Fax Message

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Get Fax Messages

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Administer Your Name, Fax Call Answer Greeting,

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Autoprint Setting, or Delivery Report Setting

Change Your Password or Administer

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Your Fax Distribution Lists

Go to Voice Mail

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5. Press Administration menu.

9 at any time during the Activity Menu for the Service

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# .

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bb cbbc

# .

bb cbbc

8 .

— There will be no spoken prompt for the Service Administration

menu. You will hear only the part of the Service Administration menu that applies to the services for which you are the registered Service Administrator.

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Administer Fax Mail Greeting

4-11

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Fax Response Administration

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6. At the Service Administration menu, press — FAX Attendant presents the Fax Response Prompts Administration

menu.

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Main Menu General Administration

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Administer Fax Call Answer Greeting Administer Fax Response Prompts Administer Recorded Names

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Return to Fax Mail Activity Menu

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Replay the Current Choices

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Administer Touch-Tone Gate Prompt Administer Fax Response Goodbye Message Administer Fax Response Main Menu Administer Recorded Names Administer Fax Response Workspace Menus, Faxmenus, and Announcements

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Return to Fax Mail Activity Menu

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3 .

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The Main Menu explains a list of choices to the caller. To administer the Main Menu, perform the following steps:

1. At the Fax Response Prompts Administration menu, press — FAX Attendant presents the Fax Response Main Menu

Administration menu.

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Listening to the Main Menu

1. See step 1 in the Main Menu General Administration section above.

2. To listen to the Main Menu, press

Administration menu.

Recording the Main Menu

To record the Main Menu, follow these steps:

1. See step 1 in the Main Menu General Administration section above.

2. At the Fax Response Main Menu Administration menu, press

3. At the prompt, speak your greeting, reading it from FORM P.

Record Main Menu Listen to Main Menu Return to Fax Mail Activity Menu Replay the Current Choices

0 at the Fax Response Main Menu

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3 .

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1 .

4-12

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Fax Response Administration

4. Press

5. You may then do one of the following:

6. After approving your greeting, press press

1 to stop recording.

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— To approve your greeting, press — To play back your greeting, press — To re-record your greeting, press — To delete your greeting, press

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N to select the system greeting.

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Y to select your custom greeting, or

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Administering Workspace Menus, Announcements, and Fax Messages

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Recording the announcements, menu messages, and faxmenu messages, and loading the fax messages to the database are the most complicated of the administrative tasks for Fax Response because you must use the computer, telephone, and fax machine at the same time. The computer is used to select the menu, faxmenu, or announcement within the workspace that is to be recorded. The telephone is used for the actual recording of the voice messages, and the fax machine is used for loading the fax messages.

You must record all announcements and messages for menus and faxmenus, and also load all the fax messages for your Fax Response database. When you are ready to begin recording, consult the following forms:

FORM L (menus) FORM Q (faxmenus) FORM M (announcements).

NOTE:

Be sure you are the registered Service Administrator for Fax Response so that you will be able to administer the Fax Response voice prompts.

Recording Menu Messages, Faxmenu Messages, and Announcements

To record menu messages, faxmenu messages, and announcements for Fax Response, perform the following steps:

1. Make sure you are viewing the main menu in the Edit Workspace/Edit Inactive Fax Messages screen.

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2. Press

3. Press

F8 (CHG-KEYS) to access the alternate function keys.

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— The alternate function keys will be displayed.

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F5 (SPCH-ADM).

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4-13

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bbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbb

Fax Response Administration

— A window will open listing this menu and all of the announcements

used on this menu. The names of menus, faxmenus, and announcements that have not yet been recorded will be preceded by an asterisk (*).

4. Dial the Voice Mail Service and log in.

5. To hear the FAX Attendant Activity menu, press

6. Press

7. At the Service Administration menu, press

8. At the Fax Response Administration menu, press

9 at any time during the Activity Menu for the Service

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Administration menu.

— There will be no spoken prompt for the Service Administration

menu. You will hear only the part of the Service Administration menu that

applies to the services for which you are the registered Service Administrator.

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— FAX Attendant presents the Fax Response Administration menu.

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cbbc bb

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— FAX Attendant presents the Workspace Menu and Announcement

Administration menu.

Administer Fax Mail Greeting Administer Fax Call Answer Greeting Administer Fax Response Prompts

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Return to Fax Mail Activity Menu

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Administer Touch-Tone Gate Prompt Administer Fax Response Good-bye Message Administer Fax Response Main Menu Administer Fax Response Workspace Menus, Faxmenus, and Announcements

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Return to Fax Mail Activity Menu

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3 .

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8 .

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bb cbbc

5 .

4-14

Move the cursor to the menu or announcement to be administered and press the Record or Listen function key.

9. At the computer, move the cursor to any of the menus, faxmenus, or announcements listed in the Speech Administration menu and press (RECORD) to record a message.

— On the telephone, you will hear ‘‘To begin recording, press

10. Press

11. At the prompt, speak your menu, faxmenu, or announcement, reading it from FORM L (menu), FORM Q (faxmenu), or FORM M (announcement).

12. Press

1 .

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1 to stop recording.

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cbbbbc

bbb

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.’’

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Fax Response Administration

13. You may then do one of the following: — To approve your menu, faxmenu, or announcement,

press

— To play back your menu, faxmenu, or announcement,

press

— To re-record your menu, faxmenu, or announcement,

press

— To delete your menu, faxmenu, or announcement,

press

14. When you are satisfied with your menu, faxmenu, or announcement,

15. After approving your menu, faxmenu, or announcement, you will be

bb cbbc

press

prompted to select another menu, faxmenu, or announcement by moving the cursor and pressing faxmenus, and announcements until all have been recorded. The Speech Administration menu only contains the menus, faxmenus, and announcements for the menu you are currently viewing. You must enter each menu in order to record the associated announcements. Remember that an asterisk (*) will appear at the beginning of any menu, faxmenu, or announcement name that has not yet been recorded. The asterisk in front of the menu, faxmenu, or announcement name will disappear in the Speech Administration menu as soon as you record the menu, faxmenu, or announcement, but will remain in the Edit Workspace form until you close the Speech Administration menu by pressing you are done.

cbbc

bbb

cbbbc

cbbc

# to approve it.

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F2 (RECORD). Continue recording menus,

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F6 (CANCEL) when

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NOTE:

You should work down the menu tree, visiting all levels and recording all menus and announcements. Start by recording the script for any announcements that are referred to by the main menu, and then proceed to each menu in turn, working down the hierarchy.

16. When you have finished recording, press

Activity Menu, or hang up.

17. At the computer, press

main menu.

Loading Fax Messages

To load fax messages into the Fax Response service, perform the following steps:

1. Make sure you are at the main menu.

2. Press

3. Press

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R to return to the Fax Mail

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cbbc

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F6 (CANCEL) repeatedly until you return to the

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F8 (CHG-KEYS) to access the alternate function keys.

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F4 (FAX-ADM).

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4-15

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bbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbb

Fax Response Administration

— The Fax Administration menu appears. This menu lists all the fax

messages located in that particular menu. The names of fax messages that have not yet been loaded will be preceded by an asterisk (*).

4. Using the cursor, select a fax message that has not been loaded.

5. Press

6. Write down the telephone number displayed in the Information screen,

7. Place the document you want to load into the fax machine, dial the FAX

8. Once the fax is loaded into Fax Response, the Fax Administration

9. Repeat steps 4 to 8 for any other fax messages you want to load into this

10. When you are done loading fax messages in this menu, press

11. Press

12. Press

13. If you need to load fax messages in any of your other menus, enter those

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F2 (LOAD) to load the selected fax message.

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— The Information screen appears. This screen prompts you to place

the documents in the fax machine, dial the FAX Attendant number specified, and press ‘‘start’’ on your fax machine.

and press any key to continue.

— The Fax Administration Message screen appears. This screen lists

the name of the fax message you want to load.

Attendant number that was presented in the Information, and press "start" on the fax machine.

— The fax machine transmits the document to FAX Attendant.

Message window disappears.

menu.

(CANCEL).

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F8 (CHG-KEYS) to access the alternate function keys.

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F3 (SAVE) to return to the previous menu.

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menus and repeat steps 4 to 12.

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cbbbc

14. When you are finished loading all the fax messages, return to the main menu.

Installing the Workspace

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After you enter all the information, record all the menus, faxmenus, and announcements, and load all the fax messages, you must install the workspace, which contains your Fax Response service. To install the workspace, follow these steps:

1. At the Workspace Administration menu, move the cursor to Install Workspace and press

— A window appears prompting you to confirm that you want to install

the workspace.

2. Type y.

4-16

Enter

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bbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbbb

Fax Response Administration

— You are asked if you want to remove unused speech from the

workspace before installing. (Unused speech corresponds to deleted or canceled menus and announcements.)

NOTE:

You may want to keep unused speech for another time.

— You are asked if you want to remove unused fax messages from

the workspace before installing. (Unused fax messages correspond to deleted or canceled menus and announcements.)

NOTE:

You may want to keep unused fax messages for a later time.

3. Type y. — A window appears informing you either that the installation was

successful or unsuccessful.

4. Press any key to continue. — If the installation was successful, you return to the Workspace

Administration menu. If the installation was unsuccessful, you return to the Edit Workspace form.

5. After a successful installation, it is a good idea to dial the phone number

you assigned to your Fax Response service to ensure that your information was properly installed. When you are finished installing the workspace, proceed with the next section.

NOTE:

The workspace becomes empty after it has been installed.

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Fax Response Administration

Administering the Touch-Tone Gate

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Prompt and Goodbye Message

This section describes how to administer the Touch-Tone Gate prompt and the Goodbye message. The tasks in this section include:

Recording a custom Touch-Tone Gate prompt and Goodbye message Selecting between the system prompt or message and the custom prompt

or message Listening to the prompt or message

Before you can administer these features, you must first log in to the voice system.

Logging In to the Voice System

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In order to administer the Touch-Tone Gate prompt and Goodbye message, you must access the Fax Response Prompts menu from a Touch-Tone telephone. (For a more detailed logging in procedure, see the procedure in the beginning of this section.) To access this menu, perform the following steps:

1. Dial the Voice Mail or the Automated Attendant Service number and wait for the system to answer.

— Since FAX Attendant is co-resident with AUDIX Voice Power, the

system greeting for AUDIX Voice Power plays. This is followed by a request to enter your extension number.

2. Enter your own extension number followed by

— You are prompted to enter your password.

3. Enter your password followed by

— You have now accessed AUDIX Voice Power/FAX Attendant. The

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4-18

AT&T 2.1.1 User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

Figures

About This Guide

Purpose and Scope

Intended Audience

Assistance

How to Use This Guide

Conventions Used in this Guide

Related Documents

Introduction

Overview

FAX Attendant Services

FAX Attendant Features

Telephone System Interface

Feature and Planning Review

Review of System Planning

Call Coverage Paths

Calling Groups

Planning the FAX Attendant System

Assigning Services to Voice Channels

Assigning Lines/Pools to Voice Channels

Switch Interface Parameters

System Parameters

Fax Account Code Parameter Administration

Fax Account Code List Administration

Subscriber Administration

Types of Fax Subscribers

Service Administrator Registration

Outcalling Administration

Planning Your Fax Response Service

Customizing Voice Prompts

Implementing FAX Attendant

Entering FAX Attendant Data

Information Conventions

Logging In to IS-III

The AUDIX Voice Power/FAX Attendant Menu

General Fax System Parameter Administration

Updating General Fax System Parameters

Voice System Parameter Administration

Updating System Parameters

Account Code Parameter Administration

Updating Account Code Parameters

Account Code List Administration

Updating Account Codes

Subscriber Administration

Adding a New Subscriber

Adding a Special Purpose Extension

Changing a Subscriber Profile

Renumbering an Extension for a Subscriber

Removing a Subscriber from AUDIX Voice Power/FAX Attendant

Deleting a Subscriber’s Profile from the System

Displaying the Subscriber Database

Printing the Subscriber Database

Outcalling Administration

Updating Outcalling Parameters

Fax Group List Administration

Creating a Fax Distribution List

Modifying a Fax Distribution List

Deleting a Fax Distribution List

Custom Voice Prompts

Logging In to the Voice System

General Fax Mail Greeting Administration

Listening to the Fax Mail Greeting Message

Recording Custom Fax Mail Greetings

Selecting Greetings

General Fax Call Answer Greeting Administration

Listening to the Fax Call Answer Greeting

Recording Custom Fax Call Answer Greetings

Selecting Greetings

Subscriber Recorded Name Administration

General Mailbox Greeting Administration

Listening to the General Mailbox Greeting Message

Recording a General Mailbox Greeting Message

Changing the Greeting In Use

Fax Response Administration

Entering Fax Response Data

Accessing Fax Response