AT&T merlin legend User Manual

AT&T

MERLIN

Communications System Models 1030 and 3070

With Feature Module 4

Administration Manual

How to Use This Manual

Administration Overview

Administering Your System for the First Time Making Changes to Your System Later

MERLIN System Components

The Model 1030 Control Unit and Expansion

Unit

The Administrator/Attendant Console

Using the Console

Optional Equipment

Preparing to Administer Your System

The Square vs. Pooled Decision

About Square Systems

About Pooled Systems The Forms and Labels You Need Choosing a Time to Administer Your System

Basic Administration

Setting Your Control Unit

Changing Your System Later

Notes on Resetting Control Unit Switches

Entering and Leaving Administration Mode Specifying Touch-Tone or Rotary Dialing Setting Up Square Systems

Preparing to Assign Lines to Voice

Terminals

Assigning Lines to Buttons

Setting Up Pooled Systems

Preparing

Assigning

Preparing

set up Assigning Assigning

Access Assigning

Customizing with Additional System Options

Assigning Call Restrictions to Voice Terminals

Assigning Outward and Toll Call

Restrictions Setting Up Allowed Lists Assigning Allowed-List Call Restrictions

Administering Automatic Route Selection

(ADS)

Preparing to Administer ARS Tables Administering Area Code/Exchange Sections

of ARS Tables

Administering Pool Number and Other Digits

Sections of ARS Tables

Activating and Deactivating ADS

to Set Up Line Pools Lines to Line Pools to Assign Lines to Buttons and Access to Line Pools Individual Lines to Buttons Line Pools to Buttons (Button

to Line Pools)

Dial Access to Line Pools

Page

12 12

21 22 24 24 25 26 27

27 29 31 31 32

33 36

37 38

40 41

42 44 45

46 46

52 53

Page

2 3

3 4

6 9

Assigning Voice Terminals to Groups for

Group Page

Establishing Night Service

Activating Night Service

Programming System Speed Dial Codes

Administering SMDR (Station Message Detail

Recording) Options

Setting Your Printer to Scroll to the Top of

the Page

Setting the Return Interval for Transferred

Calls

Programming Voice Terminals for Office

Priorities

Using Centralized Voice Terminal

Programming

Assigning an Automatic Line Selection

Sequence

Assigning Programmable Line Ringing for

Incoming Calls Assigning Cover Buttons Assigning Line Pickup Buttons

Programming Voice Terminals for Personal

Priorities

Assigning Features to Programmable Buttons Feature Programming Chart Assigning Personal Speed Dial Codes to 5-

and 10-Button Voice Terminals and Basic Telephones

Using Special Characters in Programmed

Dialing Sequences Selecting a Personalized Ring Programming Voice Announcement Disable Programming Simultaneous Voice and

Data Calls

Special Information about Attendant Consoles Special information about 5-Button Voice

Terminals Special Information about Basic Telephones MERLIN System Features Appendix: System and Voice Terminal

Configuration Forms Index Quick Reference Guide to Administration

Procedures

55 56 56 57

59 60

62 66

68 69

72 73 74

77 78

80 81

82 83

87 88 91 98

116

117

How to Use This Manual

The advanced technology of the MERLIN™ communications system offers a flexibility that allows you to customize the system to your business communication needs. As system administrator, you may be responsible for customizing your system immediately after installation, and you will undoubtedly be the person to make any necessary changes as your business needs change.

This administration manual takes you step by step through the procedures involved in customizing your system. Here is how to use the manual:

If you are setting up a new system for the first time:

Read the “Administration Overview,” page 3, to learn about the tasks you’ll be performing as system administrator.

Review the

with the equipment you’ll be working with.

If you haven’t already decided which features you want your MERLIN system to have, look through the on pages 91 through 97.

Get ready to administer your system by filling out the System and Voice Terminal Configuration Forms on pages 98 through 115 and by reviewing the information in “Preparing to Administer Your System,” page 13.

Read through "Basic Administration," page 21, and perform those tasks

5. that apply to your particular system.

Similarly, work your way through “Customizing with Additional System Op

6. tions,” page 40, adding features that fit your needs.

Review the features described in “Programming Voice Terminals for Of-

7. fice Priorities,” page 62. Because these features have systemwide effects, you should program the features on selected voice terminals yourself or oversee any programming done by voice terminal users.

If you choose, further customize features on individual voice terminals by

8. performing the procedures described in "Programming Voice Terminals for Personal Priorities," page 72.

To learn how to program your attendant console(s), review “Special Information about Attendant Consoles,” page 83.

10.

If you have many 5-button voice terminals or basic telephones connected

to your system, read “Special Information about 5-Button Voice Terminals,” page 87, and "Special Information about Basic Telephones," page 88.

"MERLIN

System Components," page 6, to familiarize yourself

“MERLIN

System Features” described

MERLIN

If you are changing some options or features that are already in place:

1. Review the information in "Preparing to Administer Your System," page 13.

2. Using the Table of Contents, Index, or page references in System Features,” page 91, locate the procedure for the option or feature you want to change and perform the necessary steps in the procedure.

3. If you are making a basic modification to the system-that is, a modification that requires changing any of the switch settings on your control unit— read the information in “Changing Your System Later,” page 24.

“MERLIN

Administration Overview

Because the effects of system administration are wide-ranging, only you or someone you delegate should perform administration procedures. The term administrator as used in this manual refers to the act of establishing certain options and features that have systemwide impact, such as assigning the outside lines that each voice terminal can access or defining System Speed Dial codes for everyone in the system to use. You use a particular voice terminal, the administrator/attendant console, and the switches on your control unit to administer your system. However, before you can perform administration, you have to put the system in a special state of operation, called administration mode. (See “Entering and Leaving Administration Mode,” page 25, for more information about this operating state.) In contrast, the term program refers to assigning programmable features to an individual voice terminal. Anyone can put a voice terminal in programming mode and assign it features while the system is in

the regular call-handling mode.

ADMINISTERING YOUR SYSTEM FOR THE FIRST TIME

System administration involves a series of simple procedures that you perform at the control unit and at the administrator/attendant console (the voice terminal connected to the intercom 10 jack on the control unit). The MERLIN system is designed to be up and running with a minimum amount of administration. However, depending on the conditions of your communications environment or the options you choose, certain administration procedures may be required to set up a newly installed system. Before attempting any other procedures, you must review the information in “Basic Administration,” page 21, and complete the procedures that apply to your system and business needs. Most administration procedures are optional, however, depending on which features you want to use in your business; these features are described in “Customizing with Additional System options,” page 40. There are some features

Model 1030 control unit

Voice terminal module jack 10

Administrator/Attendant console

Voice terminal module jack 10

Model 3070 control unit

Administrator/Attendant console

There are some features that you may want to assign to certain voice terminals yourself because they influence call-handling efficiency throughout your entire business. Assigning these features does not involve administrative procedures, but rather, simple programming procedures at individual voice terminals. These procedures are described in “Programming Voice Terminals for Office Priorities,” page

62. Finally, if you want to help people program their voice terminals to meet their individual needs, follow the procedures outlined in “Programming Voice Terminals for

Personal Priorities,” page 72. Later, if your needs change, you can always alter any

system administration or programming that has been done. The chart which follows shows the five types of procedures described in this manual.

If you are about to perform system administration for the first time, be sure to read

“Preparing to Administer Your System,” page 13, before you attempt any procedures.

MAKING CHANGES TO YOUR SYSTEM LATER

Changes to system features that are administered from the administrator/attendant console or programmed at individual voice terminals are easiest to implement. To make these changes after your system has been set up, go to the section of this manual that gives the procedure for assigning the feature or option you want, and carry out just that procedure.

Basic changes to the way your system operates—that is, changes to the switch set-

tings on the control unit—may erase important system administration that is now in

place. Before you change any switch settings, review the information in “Changing

Your System Later,” page

24.

Prepare for System Administration These procedures help you get ready to administer your system.

●

Decide how people will access outside lines.

●

Complete and keep handy your System and Voice Terminal Configuration

Forms.

●

Schedule a time to perform administration procedures.

Perform Basic Administration

Depending on your system requirements, some of these procedures maybe necessary immediately after your system is installed; you can also perform these procedures whenever you need to change your system later. Perform these procedures at the control unit and the administrator/attendant console.

●

Set your control unit.

●

Learn how to enter and leave administration mode.

●

Specify Touch-Tone or rotary dialing.

●

Set up a square system, with Iines assigned to buttons.

●

Set up a pooled system, with line pools, line-to-button assignments, and

either Button Access or Dial Access to Line Pools.

Customize with Additional System Options These procedures are optional. Perform them at the administrator/attendant console whenever you want to add these features to your system.

●

Assign tail restrictions.

●

Administer Automatic Route Selection.

●

Assign voice terminals to groups for Group Page.

●

Establish Night Service.

●

Program System Speed Dial codes.

●

Administer Station Message Detail Recording options.

●

Set return interval for transferred calls.

Program Voice Terminals for Office Priorities

These procedures are optional. Use Centralized Voice Terminal Programming

or perform them at individual voice terminals whenever you want to give someone access to these features.

●

Assign an Automatic Line Selection sequence.

●

Assign Programmable Line Ringing for incoming calls.

●

Assign Cover buttons.

●

Assign Line Pickup buttons.

Program Voice Terminals for Personal Priorities These procedures are optional. Use Centralized Voice Terminal Programming or perform them at individual voice terminals whenever you want to give someone access to these features.

●

Assign features to programmable buttons.

●

Assign Personal Speed Dial codes to 5- and 10-button voice terminals and

basic telephones.

●

Use special characters in programmed dialing sequences.

●

Select a Personalized Ring.

●

Program Voice Announcement Disable.

●

Program Simultaneous Voice and Data Calls.

MERLIN System Components

When performing your administration tasks, you work with three components of the

MERLIN

system: the control unit, the administrator/attendant console, and individual voice terminals. You may also have some optional equipment that adds features and capabilities to your system but does not affect system administration. The following descriptions will help you become familiar with the components that make up your system.

For information about system installation, refer to the Installation Guide: Models 1030 and 3070.

THE MODEL 1030 CONTROL UNIT AND EXPANSION UNIT

The Model 1030 control unit provides connections for up to 10 outside lines and 30 voice terminals, or for up to 15 outside lines and 20 voice terminals, depending on the combination of Line and Voice Terminal Modules you choose. For a 1030 configuration, you have Line Modules in slots 7 and 8 (10 lines) and Voice Terminal Modules in slots 9, 10, and 11 (30 voice terminals). For a 1520 configuration, you replace the Voice Terminal Module in slot 11 with a Line Module. This increases the number of lines to 15 and decreases the number of voice terminals to 20. The addition of an Expansion Unit makes the Model 1030 control unit a Model 3070 control unit and increases system capacity to up to 30 outside lines and 70 voice terminals, again depending on the combination of Line and Voice Terminal Modules you choose.

THE MODEL 1030 CONTROL UNIT

1. Power Module: Reduces ac power to a level the

system can handle.

●

Circuit Breakers.

Automatically cut the power to

the control unit if an overload occurs.

Ring Generator jack.

●

Optional Ring Generator

Unit plugs in here if you have basic Touch-Tone

or rotary telephones.

●

Auxiliary Power connector.

Auxiliary Power

plugs in hereto provide the additional power for systems with many optional accessories.

●

Power light.

●

On/Off switch.

Green light indicates power is on.

Turns the power to the control

unit on and off.

Unit

Processor Module:

Works in conjunction with Feature Module 4 to control system operating conditions.

●

Switches A, B, C, D, E, F, G,

and

Selects

system options provided by Feature Module 4.

●

Warning light.

Red light warns of problem in control unit. It also comes on for approximately one minute when you first turn on the system.

Feature Module 4: Contains the software that con-

3. trols your

MERLIN

system. You set eight switches on

the Processor Module, according to the labels on the

Feature Module, to select the following options from

the programs stored in Feature Module

Attendant/Administer (10) option.

●

Selects attendant or administration mode of operation for the administrator/attendant console.

Normal/Attendant (11, 12, 13, 14) options.

●

Select normal or attendant mode of operation for these four voice terminals.

●

Pooled/Square option.

Selects mode of opera-

tion for the system so that line buttons on voice

terminals represent either groups of lines

(pooled) or separate lines (square). For detailed

information on this option, see "The Square vs. Pooled Decision," page

Dial Access/Button Access option.

●

14.

Sets the system so that line pools can be accessed at a voice terminal by touching a button to which the pool is assigned or by touching a Pool Access button and then dialing the access code for that line pool.

●

1-8 LineS/>8 Lines option.

Sets the system size

to eight or fewer outside lines (small system) or to more than eight lines (large system).

Diagnostics Module (optional):

Aids in identifying

faulty components if the system malfunctions.

SMDR (Station Message Detail Recording)

5. Module: Allows connection of a printer so you can print out call traffic reports automatically as calls are made. You can also issue configuration reports whenever you want them during administration procedures.

Services Module (optional):

Contains the following jacks, switches, and adjusters to connect and control optional equipment:

●

PFTT

(Power Failure Transfer Telephone) jack. With an adapter, connects up to four standard modular telephones for use as backup during commercial power outage. The system automatically switches service to them if power fails.

Extra Alert jacks.

●

Three jacks connect strobe

lights, loud bells, or horns for three noisy or

remote zones where the regular voice terminal

ring cannot be heard.

Page jack.

●

Connects a loudspeaker paging

system. With an adapter, you can have up to

three paging zones.

Music-In jack.

●

Connects a music source for Music-on-Hold or background music through a paging system.

●

Bkgd Vol (Background Volume) control.

Allows

volume adjustment for background music.

MOH Vol (Music-on-Hold Volume) control.

●

Allows volume adjustment for Music-on-Hold.

Page Sgnl switch.

●

On (up) provides a short tone before loudspeaker paging announcements. Off (down) eliminates the signal.

●

Level switch.

Sets amplification for music source. Hi (down) is for sources with their own amplifiers; Lo (up) is for those without.

Line Module:

Provides jacks for up to five outside lines. Normally, there are two Line Modules in the Model 1030 control unit. You may have a third, however, if you decide to replace the Voice Terminal Module normally found in slot 11 with a

in order to have 15 lines instead of 10 (1520 configuration). If you add an Expansion Unit,

Line Module

you will not need this extra line capacity, and you can return your control unit to the 1030 configuration.

The Expansion Unit contains up to four Line Modules. These modules, combined with two Line Modules in the 1030 control unit, provide the system maximum of six Line Modules (30 lines).

●

Jacks 0, 1, 2, 3, 4.

MERLIN

system. Line Modules have letters as

Connect outside lines to the

well as numbers. For example, the first Line

Module in the control unit is lettered A, so the jacks in that Line Module are called A0, A1, A2, A3, and A4.

Voice Terminal Module:

Provides jacks for ten voice

terminals. You may have up to three Voice Terminal

Modules for the Model 1030 control unit and up to four additional Voice Terminal Modules in the Expansion Unit. A Basic Telephone Module with jacks for basic

Touch-Tone or rotary telephones is also available.

●

“O” begins the numbering for the first five voice terminal jacks on the module. These jacks (and the location of the module) determine the intercom numbers of the voice terminals plugged into them. For example, if a Voice Terminal Module is plugged into the slot labeled “intercoms 20-29,” the jack labeled “O” is for intercom 20. The jack below it is for intercom

●

“5” begins the numbers for the second five voice

21, and so on.

terminals.

Module C (optional):

An Off-Premises Telephone In-

terface to support off-premises telephones.

Addition of the Expansion Unit changes the Model 1030 control unit to a Model 3070 control unit and increases overall

system capacity to 30 lines and 70 voice terminals. The unit can accommodate:

●

Up to two Power Modules

●

Up to four Line Modules

●

Up to four Voice Terminal Modules

The second Power Module is required for systems with more than 20 lines or more than 60 voice terminals. The Expansion Unit also has two additional module slots for future use.

NOTE: If you add an Expansion Unit to a system configured for 15 outside lines and 20 voice terminals, you must remove the Line Module from slot 11 and replace it with a Voice Terminal Module. This returns your system to the standard configuration of 10 outside lines and 30 voice terminals. You can then insert modules into the appropriate slots in the Expansion Unit.

If Expansion Unit slots 17, 18, 21, 22, and 23 are empty, the power switch on the first Power Module (slot 16) must be set to Off (left). If modules are inserted in any of these slots, the power switch must be set to On (right).

If Expansion Unit slots 19,20, and 24 are empty, the power switch on the second Power Module (slot 27) must be set

to Off (left). If modules are inserted in any of these slots, the power switch must be set to On (right).

Circuit Breakers

5 5 5

Power

Off

EXPANSION UNIT FOR MODEL 1030

THE ADMINISTRATOR/ATTENDANT CONSOLE

The administrator/attendant console is the voice terminal connected to the intercom

10 Voice Terminal Module jack in the control unit. The console operates in either of

two ways:

●

It functions as your primary attendant console under ordinary day-to-day

conditions.

●

It functions as the administrator console when it is used to perform many of the

procedures explained later in this manual.

To change the administrator/attendant console from one mode of operation to the other, you simply set a switch on the control unit and then set another switch on the console itself. When the console is in administration mode, some of its buttons take on different functions than they do when the console is in the regular call-handling mode. Therefore, when you administer the system, you insert a special set of ad-

ministration mode button labels in the console so that you know which buttons to touch. You will find two sets of button labels, one for a small console and another for a large console, in the back of this manual. (See page 25 for procedures for chang-

ing modes.) The type of administrator/attendant console you have depends on the size of your

system. In systems with 20 or fewer voice terminals and eight or fewer lines (small systems—switch H on the control unit set to 1-8 Lines), the administrator/attendant console is a 34-button deluxe voice terminal. Only a 34-button deluxe model is suitable for administering small systems because it has lights next to each programmable button. You use the lights to keep track of what is happening on the lines and voice terminals you are working with.

In systems with more than eight lines or more than 20 voice terminals (large systems-switch H on the control unit set to > 8 Lines), the administrator/attendant console consists of a 34-button deluxe voice terminal with an attached Attendant In- tercom Selector. Only this type of console is suitable for administering a large system because some aspects of administration require the use of the Attendant Intercom Selector. Lights on the Attendant Intercom Selector also help you keep track of the system’s status. For example, whenever you are administering your system, the light

Message Status

beside

must be off.

Small and large consoles with administration mode button labels are illustrated on pages 10 and 11.

Small Administrator/Attendant

Console* in Administration Mode

You set the T/P switch to P to perform system administration.

You use minals and assigning voice terminals Dial Access to Line Pools.

You use

Line buttons.

Auto Intercom buttons (10 through 29).

You use

Adm Tel

Adm Pool

Adm Misc

* For systems with 8 or fewer lines and with 20 or fewer voice terminals—switch

when assigning lines to voice ter-

when setting up line pools.

when specifying Touch-Tone or

rotary dialing, assigning allowed-list call restrictions, and administering other system options.

You use

tivate extra-alerting devices when the attendant is off duty.

You use

assignments as one that has already been set up.

You use

prefix or area code only and when assigning outward and toil call restrictions to voice terminals.

Night Service

Copy

Call Rstr

when assigning lines to ac-

to give a voice terminal the same

when setting lines to detect a toll

on control unit is up.

Large Administrator/Attendant

Console* in Administration Mode

The large console provides the same features as the small console, but

has more line and Auto Intercom buttons.

You use this Shift button to use Auto Intercom but-

You set the T/P switch to P to perform system administration.

You use

minals and assigning voice terminals Dial Access to

Line Pools.

You use

Line buttons.

Auto Intercom buttons (10 through 79).

Buttons in this column represent intercom numbers

10-19,40-49, or 70-79, depending on which Shift but-

ton you touch.

Buttons in this column represent intercom numbers 20-29 or 50-59, depending on which Shift button you touch.

Buttons in this column represent intercom numbers

30-39 or 60-69, depending on which Shift button you touch.

* For systems with more than 8 lines or more than 20 voice terminals—switch H on control unit is down.

Adm Tel

Adm Pool

when assigning lines to voice ter-

when setting up line pools.

tons for intercom numbers 10-39.

10.

You use this Shift button to use Auto Intercom but-

tons for intercom numbers 40-69.

You use this Shift button to use Auto Intercom but-

11.

tons for intercom numbers 70-79.

12.

You use

tivate extra-alerting devices when the attendant is off

duty.

13.

You use

rotary dialing, assigning allowed-list call restrictions,

and administering other system options.

14.

You don’t use

ministration. The light beside Message Status must be off during administration.

15.

You use assignments as one that has already been set up.

You use

16.

prefix or area code only and when assigning outward and toll call restrictions to voice terminals.

Night Service

Adm Mist

Copy

Call Rstr

when specifying Touch-Tone or

Message Status

to give a voice terminal the same

when setting lines to detect atoll

when assigning lines to ac-

during system ad-

Using the Console

When you administer your system, you frequently use the Auto Intercom buttons and Shift buttons (large systems only) on the administrator/attendant console. The paragraphs below describe how to use these buttons.

Auto Intercom Buttons

Each person’s voice terminal has a unique 2-digit intercom number similar to an ex-

tension number. These intercom numbers (10 through 39 for a Model 1030 system,

10 through 79 for a Model 3070 system) are automatically assigned to Auto Intercom buttons on the console. During system administration, you use the lights next to each

Auto Intercom button to determine the status of voice terminals in your system.

Shift Buttons (large systems only)

The large console has three Shift buttons that enable you to administer as many as 70 voice terminals by using only the 30 Auto Intercom buttons on the Attendant lntercorn Selector. When you touch one of the Shift buttons, you change the intercom numbers assigned to the Auto Intercom buttons. Use the left Shift button labeled 10-20-30 to select intercom numbers 10 through 39 in the blue band, the center Shift button labeled 40-50-60 to select intercom numbers 40 through 69 in the white band, and the right Shift button labeled 70-80-90 to select intercom numbers 70 through 79 in the gray band. If you want to dial a particular intercom number, you must first

touch the Shift button that provides access to the group of intercom numbers that

includes the one you want. For example, if you want to assign lines to the voice terminal represented by intercom 31, touch the left Shift button. The light next to the

Shift button comes on, and the Auto Intercom buttons now represent intercom

numbers 10 through 39.

Message Status Button (large systems only)

The Message Status button is used only when your console is in the attendant mode. You use this button to find out which voice terminals have messages waiting for them.

OPTIONAL EQUIPMENT

You may also have optional equipment that adds features and capabilities to your system.

Attendant Intercom Selector.

●

Provides an attendant with 70 Auto intercom

buttons.

Basic Telephone and Modern Interface.

●

munication devices such as autodialers, answering machines, cordless

Connects telephones and data com-

telephones, facsimile machines, and auto-answer or originating modems to your

MERLIN

system. You can also use a transformer to connect a timer to a Basic

Telephone and Modem interface.

●

Basic Telephone Module.

telephones to the

Hands-Free Unit.

●

MERLIN

Provides you with full speakerphone capability including

Lets you connect basic Touch-Tone and rotary

system.

hands-free telephone conversation, On-Hook Dialing, Monitor-on-Hold, and teleconferencing.

●

Headset and Headset Adapter.

Enables an attendant to answer and listen to

calls without lifting the handset.

General Purpose Adapter

●

(only for use with 10-button and 34-button voice ter-

minals). Enables you to connect accessories, such as data terminals, cordless telephones, and autodialers, to a

Off-Premises Telephone Interface.

●

MERLIN

system.

MERLIN

system voice terminal.

Connects off-premises telephones to your

Preparing to Administer Your

System

Before you start to administer your system, review this section to make sure you have

the information and completed forms that you need.

Preparation Procedures

●

Decide how people will access outside lines.

●

Complete your System and Voice Terminal Configuration Forms.

●

Schedule a time to perform administration procedures.

THE SQUARE VS. POOLED DECISION

For systems that have just been installed, you have to make a decision about a basic system characteristic-how people access outside lines with their voice terminals. You have the option of setting your system to be either square or pooled. In a square system, each outside line can appear on a separate button at each voice terminal. In a pooled system, outside lines are grouped together so that one button provides access to several outside lines. On attendant consoles, however each outside line

appears on a separate button, whether your sytem is pooled or square, and you cannot change this arrangement.

Whether your system should be square or pooled depends on your specific business needs. If you want to use the Automatic Route Selection feature, your lines must be

pooled and your system must be set for Dial Access to Line Pools (Dial Access is discussed on page 79). The characteristics of both configurations are discussed in

greater detail in the paragraphs that follow.

About Square Systems

In the

MERLIN

4, a square configuration is one in which outside lines are represented by separate buttons on every voice terminal

communications system, Models 1030 and 3070 with Feature Module

in the system. A square configuration simplifies call-

handling because people can join in on calls or pickup calls on hold just by touching

the appropriate line button at almost any voice terminal. You can choose between two kinds of square configurations: standard or custom-

ized. in the standard configuration, you give all voice terminals in the system access

to the same lines. In the customized arrangement, on the other hand, you assign

specific lines or sets of lines to selected groups of voice terminals. You can also assign personal lines to individual voice terminals in a customized square configuration.

Standard Square Configurations

The standard square configuration is ideal for offices in which all staff members use the same lines to make and receive calls. In this arrangement, every line in the system appears at each voice terminal that has enough buttons to accommodate that number of lines. Depending upon the size of your system, you can assign up to 30 lines to as many as 70 voice terminals.

You will assign each of your lines to the same buttons at each voice terminal. To get the most from a standard square configuration, all your voice terminals should have enough buttons to handle all the lines in your system. If you have smaller capacity voice terminals, see “Special Information about 5-Button Voice Terminals,” page 87.

An example of a standard square configuration appears on the following page. All six lines in the system are available for general use and appear on the same buttons at each voice terminal, as shown.

●

Lines A, B, G D, E, F

Lines are assigned to the same buttons at each voice terminal.

EXAMPLE OF STANDARD SQUARE CONFIGURATION

Pages 27 through 30 explain how to assign lines to buttons on voice terminals in a

standard square configuration.

Customized Square Configurations

In a customized square configuration, you assign individual lines or groups of lines to selected voice terminals with similar requirements for placing and receiving calls. This arrangement lets you tailor your communications system to meet the needs of different departments. It also simplifies recordkeeping on calling patterns within your business.

The departments at a car dealership, for example, may have different calling needs.

Say that Ultimate Motors has eight local lines, three WATS lines, and one Foreign Exchange (FX) line. The sales and office staff use the out-f-state WATS line frequently to speak with manufacturers’ representatives, haulers, and other dealerships. This group uses one of the in-state WATS lines to contact customers, vendors, and the Division of Motor Vehicle Registration in the state capital. The third WATS line is an incoming in-state WATS line used by customers who live outside the immediate area. The service staff doesn’t usually have to make long distance calls. However, one major equipment supplier is located 25 miles away, and calls to this supplier would normally be toll calls. To reduce this expense, Ultimate has a Foreign Exchange line for the supplier’s exchange code, 560. When the service staff uses this line, calls to the supplier are treated as the equivalent of local calls. Because the manager handles many confidential negotiations over the telephone, he requires a personal line.

A customized square configuration is the most appropriate system arrangement for Ultimate Motors’ varied communication requirements. The administrator assigns the

three WATS lines and three of the eight local lines to the sales and clerical staff. The

service department voice terminals get three different local lines and the Foreign

Exchange line. The seventh local line is assigned to the voice terminal at the parts desk, and the eighth is assigned as a personal line at the manager’s voice terminal. The figure below illustrates this type of configuration.

Telephone Lines of Automobile Dealership

BDFHJL

Service

(Lines A, B, C, D)

I I

●

Sales and office

(Lines F, G, H, 1, J, K)

Parts

(Line E)

EXAMPLE OF CUSTOMIZED SQUARE CONFIGURATION

Manager

(Line L)

As the figure shows, this type of system provides complete flexibility in line assignment. You can assign lines to any available buttons on a voice terminal, in any order you wish. A person in a customized square system does not have to have a line assigned to his or her voice terminal in order to answer a ringing, parked, or held call on that line. Say that a customer calls on the in-state WATS line to ask if Ultimate

has a particular gasket in stock. The salesperson who receives the call notifies the parts desk of the call. The parts clerk can use the Line Pickup feature described on page 71 to answer the call. If a voice terminal in the service area is ringing and nobody

is free at the moment to answer it, someone in the adjacent office area can use the Call Pickup feature described on page 76 to answer the call.

Pages 27 through 30 explain how to assign lines to buttons on voice terminals in a customized square configuration.

About Pooled Systems

In a pooled configuration, you group several outside lines together into a pool that people can access with a single button on their voice terminals. When they place a call, they either touch the button assigned to a particular line pool (Button Access

to Line Pools) or touch a Pool Access button and dial the code of the pool best suited

for this type of call (Dial Access to Line Pools). The system then selects a free line from that pool, and the user dials the number he or she is trying to reach. If your

system has Automatic Route Selection, users simply touch a Pool Access button and dial the number. The system routes the call automatically to the most appropriate

pool available for that type of call, following the order of preference setup by you,

the administrator.

Your system can have as many as 11 different line pools. Each type of special-purpose line that your business has, such as WATS or Foreign Exchange (FX) lines, should

be assigned to a separate pool. You should not mix types of lines in a pool, because you cannot control which line people get when they access the pool. If your business has local lines, in-state WATS lines, and Band 1 out-of-state WATS lines, for example, you must set up at least three line pools.

you

When assigning lines in a pooled system,

can assign all, some, or none of your

lines to a single pool (see diagram below), but you cannot assign any line to more than one pool. By the same token, you do not need to assign all your lines to pools; you can also assign individual lines that are not included in any pool to any voice terminal in your system. A diagram of a pooled system with eight lines appears on the following page.

Line B Line D

Line A

I I I

Line C

●

Lines A, B, C, D, E pooled

Lines A, B, C, D, E

Intercom-Voice

Line E

SIMPLE POOLED SYSTEM

Line C

Line B Line G

Line H

Attendant console

Line not assigned to pool = Line D

Line pool 3 Main pool

lntercom-

Voice

Main pool Line pool 2 Line pool 3

Line A

Intercom

Voice

Intercom

Ring

= Lines A, B, C

= Lines E, F = Lines G, H

Line D Main pool

Intercom-

Voice

Line F

Line E

Line D

Line pool 2 Main pool

lntercomVoice

Voice terminal 1

Voice terminal 2

POOLED SYSTEM WITH 8 LINES

Voice terminal 3

Line use is very efficient in a pooled system, so you may need fewer outside lines than you would with a square system. Furthermore, more programmable buttons on voice terminals are available for assignment as special-purpose line buttons or feature buttons.

Button Access vs. Dial Access to Line Pools

You can choose one of two access options for line pools: Button Access to Line Pools or Dial Access to Line Pools. Because you set a switch for this option on your control unit, the method you select will be used at all the voice terminals in your system.

If you have only one or two line pools, Button

Access is the best option

for your system.

if your system has several line pools, however, Dial Access is preferable because it provides access to all pools using only two buttons on each voice terminal. If you want to use Automatic Route Selection, you must select Diai Access. Diai Access

is also necessary if you want basic telephones to have access to line pools or special lines or if you want 5-button voice terminals to have access to more than one special pool.

IntercomVoice

DIAL ACCESS TO POOLS

Pools

Dial code 893 Dial code 892 =

Dial code 891 = Line pool 3

Dial code 890 = Line pool 2

Dial code 9 =

= Line pool 5

Line pool 4

Main pool

Assume that you have five line pools. With the Dial Access option (seethe diagram above), you arrange the system so that people can access any line pool by lifting the handset, touching one of the two buttons above Intercom-Voice, and dialing the access code assigned to the pool (9 for the main pool or 890 through 899 for the others). Even if you set your system for Dial Access, you can still assign some pools to particular buttons, if you like.

With the Button Access option (see the diagram below), people access all line pools directly through pool buttons on each voice terminal. in such an arrangement, the first two buttons above

Intercom-Voice

provide access to the main pool. You may assign additional buttons for access to other pools that may include WATS lines, FX lines, or lines used for special purposes.

Additional line pool

Main pool

Intercom-Voice

BUTTON ACCESS TO POOLS

THE FORMS AND LABELS YOU NEED

Before you begin performing administration procedures, be sure to complete all the necessary forms:

System Configuration Form to keep a record of how the lines in your system

●

are arranged.

●

Voice Terminal Configuration Forms to record the lines and features assigned

to all voice terminals. Fill out one of these for each voice terminal.

When you ordered

completed the

your system, you should have filled out these forms when you

MERLIN

Communications System Planning Guide: Models 7030 and

3070. If you did not, turn to the Appendix, copy the forms included there, and fill them

out before you proceed further. These forms serve as important references’ throughout later system administration procedures.

During system administration the buttons on the administrator/attendant console per-

form completely different functions than they do when the console is being used to

handle calls. Therefore, you need a different set of button labels whenever you use the console for system administration. There are two sets of administration mode button labels in the back of this manual: one set for a small administrator/attendant console (systems with switch H on the control unit set to 1-8 Lines) and another set for a large administrator/attendant console (systems with switch H set to >8 Lines). Fill in the appropriate set for your system, and keep the labels and completed forms to use whenever you administer your system.

CHOOSING A TIME TO ADMINISTER YOUR SYSTEM

Before you begin administration procedures, choose a time when you do not expect many people to be using their voice terminals. When you perform some administra-

tion procedures, the system blocks all calls on the lines or voice terminals with which

you are working. Blocked voice terminals generate soft, periodic beeps to alert people that they cannot be used. If you accidentally try to administer a voice terminal

that has an active call, you do not cut off the caller. Rather, you are unable to continue administering that voice terminal until it is idle.

Basic Administration

Once your system planning and paperwork are complete, you can perform basic administration procedures. The chart below lists the procedures described in this sec-

tion. Remember that if you are administering a new system that has just been in-

stalled, some of these basic procedures maybe required to set the proper operating conditions for your particular environment, and you must perform them first before you goon to do any other system administration. Carry out the procedures in the

order listed in the chart, but keep in mind that you may not need to perform all of them to customize your system to your particular environment. Read each procedure first to see if it applies to you.

IMPORTANT:

Administer your system at a time when you do not expect many peo-

ple to be using their voice terminals.

Basic Administration Procedures

●

Set your control unit.

●

Learn how to enter and leave administration mode.

●

Specify Touch-Tone or rotary dialing.

●

If you have a square system, assign lines to buttons on voice terminals.

●

If you have a pooled system, set up line pools, assign individual lines and

line pools to voice terminals, and establish Button Access to Line Pools

or Dial Access to Line Pools.

SETTING YOUR CONTROL UNIT The first step in customizing the

MERLIN

system is to set the control unit to the

operating conditions you select.

IMPORTANT If your control unit has been set previously and you just want to change the setting of a particular switch, be sure to read "Changing Your System Later," page 24, before resetting the switch.

Follow these steps to set your control unit:

Turn off the control unit by setting the On/Off switch on the Power Module to Off.

Set switch A which is located in slot 2 (color-coded purple) on the Processor Module, to Administer (down).

Switch A controls intercom number 10, which is always the main attendant position. Set switch A to the Administer position whenever you need to administer your system from the administrator/attendant console. When you finish administering, set switch A to Attendant (up).

NOTE:

Switch A, which sets the mode of the administrator/attendant console, is the only switch on the control unit that you can reset with the power on. If you reset any other switch with the power on, the con-

trol unit does not record any of the changes you make until you turn the power off, then on again.

Set switches B through E. Switches B through E control intercom numbers 11 through 14, respec-

tively. These consoles normally function as voice terminals, but you can designate any of them as backup attendant consoles. If you designate a voice terminal to function as an attendant console, each outside line appears on a separate button, regardless of whether you select the pooled or square option.

The four voice terminals selected by switches B through E plus the administrator/attendant console (intercom number 10) provide a maximum of five attendant consoles if you need them.

For those voice terminals that function as attendant consoles, set

●

the switch to Attendant (down).

●

For those voice terminals that function as regular telephones, set the switch to Normal (up).

Set switch F.

If you have chosen to pool your lines, set switch F to Pooled (up) and go to step 5.

lMPORTANT

lf you are resetting this switch from Square to Pooled,

be aware that you erase all system line administration and voice

terminal programming that is now in place.

If you want every outside line to appear on a separate button, set switch F to Square (down). The eight lines plugged into jacks A0 through B2 appear automatically on all non-attendant voice terminals. Go to step 6.

5. Set switch G.

NOTE:

The instructions that follow apply if switch F is set to Pooled. If switch F is set to Square, switch G may beset to either position without having any effect on the system.

If you have decided to arrange your pooled system so that people

●

can access line pools directly by simply touching the associated button on a voice terminal, set switch G to Button Access (down).

●

If you have decided to arrange your pooled system so that people can access any line pool by dialing the pool’s access code, set switch G to Dial Access

(up). You

must set switch G for Dial Access

if you want to use Automatic Route Selection. Even if you set your

system for Dial Access to Pools, you can still program buttons at individual voice terminals to provide one-touch access to particular line pools.

6. Set switch H.

●

If you have eight or fewer outside lines and 20 or fewer voice ter-

minals, set switch H to 1-8 Lines (up).

NOTE:

The switch setting you select does not always have to correspond to the number of outside lines you actually have. For example, if you have eight or fewer lines but plan to grow beyond eight lines within a year or two, you might prefer to set switch H to>8 Lines (down) in order to simplify administering the system later. If you change the setting of this switch later, you cancel any special

line administration of programmed features on your attendant consoles.

If you have more than eight outside lines or more than 20 voice ter-

●

minals, or if you expect your system to grow to this size in the next year or so, set switch H to >8 Lines (down).

7. If your system has an SMDR (Station Message Detail Recording) Module and a printer with an RS-232 connector, connect the printer to

the SMDR Module (refer to the instructions that come with the module).

8. Turn on the control unit by setting the On/Off switch on the Power Module to On (right). This causes the system to record the changes you

just made. The warning light on the module will go on. Wait for the light

to go off before continuing. If you have a printer hooked up, a page header will be printed.

9. If your system has a Services Module, make the following adjustments. Otherwise, go to step 10.

If you have background music through a loudspeaker paging

●

system, you can adjust its volume by turning the Bkgd Vol control

clockwise to raise the volume, or counterclockwise to lower it. If you do not have background music through a loudspeaker paging system, turn the control counterclockwise as far as it goes.

●

If you have Music-on-Hold, you can adjust its volume by turning

the MOH Vol control clockwise to raise the volume, or counterclockwise to lower it. If you do not have Music-on-Hold, turn the control counterclockwise as far as it goes.

●

If you have a music source with its own amplifier, set the Level

switch to Hi (down); otherwise, set the switch to Lo (up).

●

If you have a loudspeaker paging system and want a short tone

to precede loudspeaker announcements, set the Page Sgnl switch to On (up). Otherwise, set the switch to Off (down).

10. If you are setting up a new system for the first time, enter administration mode, as described on page 25, and continue following the pro-

cedures in this section.

CHANGING YOUR SYSTEM LATER

Basic changes to the way your system operates—that is, changes to the switch settings on the control unit—may erase important system administration that is now in place. To change switch settings, turn to "Setting Your Control Unit," page 22, and follow the instructions for the switch you want to reset. Since

you won’t

be performing the entire procedure, be especially careful not to skip any steps that are required. Follow the general instructions below to prevent this from happening.

General instructions for resetting control unit switches:

1. Set the On/Off switch on the Power Module to Off.

2. Set switch A to Administer (down).

3. Follow the instructions for the switch you intend to reset.

4. Turn the On/Off switch on the Power Module to On.

5. Perform any required readministration or reprogramming discussed below in “Notes on Resetting Control Unit Switches.”

6. Set switch A back to Attendant (up).

Notes on Resetting Control Unit Switches

Whenever you change the setting of a switch on the control unit, you will probably have to make other changes in your system. Keep the following in mind:

If you add or remove attendant consoles (switches B through E), you have to

●

reassign special lines and features to the voice terminals whose function you

have just changed. If you change the setting of the Pooled/Square switch (switch F), you erase all

●

system line administration and voice terminal programming that was formerly in p/ace. You have to completely readminister all your lines; set up pools and Dial

Access to Line Pools, if these apply; and reprogram all your voice terminals. If you change the setting of the Dial Access/Button Access switch (switch G),

●

you must reprogram individual voice terminaIs accordingly. The system will automatically assign a different function to the two buttons above

Voice.

You must assign line pools to particular buttons (Button Access) or give

lntercom-

the voice terminal access to specified line pools (Dial Access). You must also assign individual lines to buttons.

●

If you change the setting of the 1-8 lines/>8 lines switch (switch H), you cancel any special line administration or programmed features on your attendant con- soles. The setting of this switch determines how the system automatically assigns lines and intercom numbers to the buttons on attendant consoles. it also determines the function of certain buttons on the attendant/administrator

console when the console is in administration mode. (See “Initial Feature Assignments for Attendant Consoles,” pages 85 and 86.)

setting you select does not always have to correspond to the number of outside lines you actually

have. For example, if you have eight or fewer lines but plan

Note that the switch

to grow beyond eight lines within a year or two, you might be wise to set switch H to >8 Lines in order to simplify administering the system later.

ENTERING AND LEAVING ADMINISTRATION MODE

Administration mode is an operating state of your control unit and of your administrator/attendant console that is very different from their everyday state of operation. With the system in administration mode, you are able to set up or change

systemwide options or features. When you finish using the administrator/attendant

console to administer your system, you must leave administration mode to resume normal attendant operations.

You must enter administration mode to set up a new system and again each time you use the attendant console to administer your system. The boxed instructions below tell you how to enter administration mode.

Entering Administration Mode

Switch A is located on the Processor Module (slot 2, color-coded purple)

of the control unit. Set Switch A to Administer (down).

Insert the administration mode button labels provided at the back of this

2. manual in the administrator/attendant console. Different sets are provided

for large and small systems. If the light next to

Message Status

is on, touch it once to turn it off before

beginning to administer your system (large systems only).

Slide the T/P switch on the left side of the console to P.

On small consoles, red and green lights start flashing next to the administration mode buttons labeled

Adm Pool, Adm Tel, Adm Mist, Call Rstr,

and Night Service. On large consoles, red and green lights start flashing next to the buttons labeled next to the buttons labeled

Adm Pool, Adm Tel,

Adm Mist

and

Night Service.

Call Rstr.

Green lights flash

When you finish administration procedures at the console, you must leave administration mode to resume normal operation. Do this when you complete your initial system administration and whenever you complete any system changes in the future. The boxed instructions below tell you how to leave administration mode.

Leaving Administration Mode

1. Slide the T/P switch to the center position.

2. Set switch A on the Processor Module of the control unit to Attendant (up).

3. Remove the administration mode button labels from the console and insert the regular call-handling labels used by the attendant.

SPECIFYING TOUCH-TONE OR ROTARY DIALING

When your system is installed, it is set to generate Touch-Tone signals. If some of your lines are rotary, you need to reset your system accordingly. If you have rotary lines or if you are not sure what type of lines you have, follow the procedure below. If all your lines are Touch-Tone, turn to the next page to continue administering your

system. To determine if your lines are Touch-Tone or rotary, go to the administrator/attendant

console and make sure that the T/P switch is in the center position. Then touch each

line button and dial out. If a line is Touch-Tone, you hear tones and the dial tone stops. If a line is rotary, you hear tones but the dial tone is not interrupted. Follow the procedure below to specify Touch-Tone or rotary dialing.

you have not already

1. If

done so, enter administration mode by following the

boxed instructions on page 25.

2. Touch

Adm Misc.

The lights next to the administration mode buttons stop flashing, and the

green light next to

Adm Mist

remains on.

3. Dial the 4-character code #302.

4. One by one, touch the line button for each line in your system until the green light beside it shows the appropriate code. Each successive touch of a but-

ton gives you one of the following codes:

Steady green on = Touch-Tone dialing

rotary signaling

5. Touch

Adm Misc

Green off =

again.

The lights next to the administration mode buttons flash.

6. Continue to administer your system or leave administration mode by follow-

ing the boxed instructions on page 25.

SETTING UP SQUARE SYSTEMS

In square systems, individual lines appear on separate buttons at voice terminals.

you

want a standard square system, you will give all your voice terminals access

If to the same outside lines and assign the lines to the same buttons at every voice terminal. If you prefer a customized square system, you can assign different lines or groups of lines to selected voice terminals, in whatever order you want. If someone routinely carries on private telephone conversations, you may want to assign a personal line to his or her voice terminal as part of your customized square setup. A personal line will not ring at the attendant’s console and cannot be picked up at any other voice terminal in your system.

The information that follows describes how to assign lines to buttons in square systems. (See page 14, “The Square vs. Pooled Decision,” for more information on

square systems.)

Before you assign lines to buttons, please read the following information:

Even though you may not be using the full capacity of a Line Module in the con-

●

trol unit,

all

five of the lines that would be represented by that module are automatically assigned to buttons on the administrator/attendant console. A port with no line cord plugged into it is called a nonequipped line appearance or

“ghost line.” Remove any ghost lines from your administrator/attendant console so that these buttons can be used for custom features. If you have a small console and are not using the full capacity of a Line Module in the control unit, you

should also remove ghost lines from your voice terminals.

●

The Initial Feature Assignments diagrams on pages 85 and 86 illustrate the order

in which lines are assigned to buttons on the administrator/attendant console

when your system is first set up. The system automatically assigns lines to the

buttons in the order in which the lines are plugged into the control unit. This is the “default” arrangement, what your system does unless you specify something different. You can follow the procedure below to assign lines to buttons in a different order.

●

When you assign a line to a voice terminal, the system automatically assigns the line to the first button that doesn’t already have a line assigned to it, in the order shown in the diagram on the next page. You can assign lines to voice ter-

minals in a different pattern by touching the line buttons in the order in which

you want them to appear.

●

Note that none of the voice terminals in your system come with preprinted button labels. Be sure to label the voice terminal buttons with the telephone numbers of the lines you assign.

●

Always assign lines to one voice terminal at a time.

Make sure you have a completed Voice Terminal Configuration Form for each voice terminal.

●

Remember that voice terminals cannot be administered and used at the same

time. You cannot assign lines to a voice terminal unless it is idle, and the user cannot place or receive calls while you are assigning lines. While you are administering a voice terminal, it beeps softly as a reminder that it cannot be used.

Preparing to Assign Lines to Voice Terminals

If you want to have a standard square system and have eight or fewer lines, your system has already been set up for you. The system automatically assigns the lines plugged into control unit jacks AO through B2 to the eight line buttons above the dial pad on each voice terminal. If you have more than eight lines, however, you must follow the procedure below to assign the rest of your lines to each voice terminal in your system. The lines will be assigned to buttons in the order in which you touch them.

Order in Which the System Assigns Lines

in a Square System

If you are setting up a customized square system for the first time, you should begin by removing all existing lines from each voice terminal in your system. If the primary attendant needs to have access to all general-use lines, remove only those lines that you are reserving for personal use from the administrator/attendant console. Follow

the procedure below to assign lines to buttons on the voice terminals in your system.

Remember that the lines will be assigned to buttons in the order in which you touch

them.

Assigning Lines to Buttons

To assign individual lines to buttons in a standard or customized square system, follow the procedure below.

If you have not already done so, enter administration mode by following the boxed instructions on page 25.

Touch

Adm Tel.

The lights next to the administration mode buttons stop flashing, and the

green light next to

Dial the intercom number (14, for example) or touch the Auto Intercom

Adm Tel

remains on.

button for the voice terminal to which you want to assign lines.

If the voice terminals idle, a steady green light comes on next to its Auto Intercom button, and the system gives a 2-beep signal for you to begin.

If the voice terminal is being used, the green lights next to the Intercom button and

Adm Tel

flash rapidly. You must wait until the green

Auto

lights become steady or try again later. If you try to assign a line to a busy voice terminal, you will hear a beep and will not be able to proceed.

Refer to the Voice Terminal Configuration Form to see which lines to assign to this voice terminal. (If you plan a standard square configuration, you will be assigning all your Iines to every voice terminal.) Steady green lights come on next to any lines already assigned to the voice terminal.

Touch the appropriate line buttons to add or remove lines from this voice terminal. The green light next to each line button tells you the current status of the line. Each successive touch of a line button gives you one of the following codes:

Green light on = Green light ofl =

line is assigned to this voice terminal line is not assigned to this voice terminal

The order in which you touch the line buttons determines the order in which lines appear on the voice terminal. For example, assume that eight lines (lines AO through B2) are already assigned to the voice terminal you are administering, and you want to add eight more. If you touch the line buttons in the order in which they appear on the administrator/attendant console (B3, B4, CO, etc.), they will appear in the same order on the voice terminal. However, if you touch the button for line C4 first, that line will appear on the first available button on the voice terminal. If you touch the button for line CO next, line CO will appear on the button below the line C4 button, and so on. Be sure that the correct telephone number for each line appears on the associated button on the voice terminal.

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