BBS Telephone system, IPS 308, IPS 416 User Manual

Download

Page 1

A-1

Contents

CHAPTER 1 INTRODUCTION OF IPS SYSTEM Introduction Welcome To Your BBS Telephone System 2

Technical Support 3

CHAPTER 2 INSTALLATION GUIDE

Installing Your Tools / Equipment Needed 6 Phone System Unit Where To Install The Unit 6

Wall Mounting Instructions 7

About Wiring For Your Central O ce (CO) Lines 8 Connection Instructions: Central O ce (CO) Lines 8-9 About Wiring For Your Internal Phone Lines (Extensions) 10 Connection Instructions: Internal Phone Lines (Extensions) 10-11 Wiring Central O ce Lines (CO) 12 Wiring Internal Lines (Extensions) 13 Single Line Telephone Wiring 14 Key Telephone Wiring 15 Connecting Optional Peripherals 16-18 Checking The System For Proper Operation 18-19 Troubleshooting Tips 20-21

CHAPTER 3 FUNCTIONS OF IPS SYSTEM

Preparing To Designate An Extension For System Manager 24 Program Choosing The Programming Mode 24

– With or Without Password Programming Tips 25

Factory Default Settings 26-27

Entering The Programming Mode Password 28 Changing The Programming Mode Password 28 Resetting The System To Default Values 29

Con guring The Choices When Programming The Extensions 30-31

Extensions Programming The Extensions 32-34

Door Phone Operation Details 34 Call Forwarding / Call Follow Me 35 Activating Programming Mode Using Star Key 36

Page 2

A-2

Central O ce Lines Introduction: Conﬁ guring Outside Line 37 – Incoming Calls Overview: Choices In Handling Incoming Calls 37

Standard Incoming Line or Private Incoming Line 37 Auto-Attendant or Direct Inward Station Access (DISA) 37 Day Time And Night Time Handling Of Incoming Calls 37 Incoming Call Alert Tone To The Paging System 38 Incoming Calls To An Auto-Attendant System 38 Deﬁ ning The Standard Incoming Line 38 The Operator Extension 39 The Standard Incoming List – 40-41 Which Extension Is The Operator Entering The Standard Incoming List 40 Private Incoming Lines 42 Entering The Private Incoming List(s) 42-44 Setting Incoming Calls To Ring Over Paging System 45

Central O ce Lines Choices In Conﬁ guring Central Ofﬁ ce (CO) Lines 46-47

– Programming Dialing “9” To Access Outside Lines 47

Programming Outside Lines 48-49

Auto-Attendant About DISA And Direct Caller Access To Extensions 50 (DISA) Feature Recording A Voice Announcement 51

Enabling The Voice Announcement 52 Setting The Length Of The DISA Input Time 52 What Happens After The DISA Entry 53 What Happens If There Is No DISA Entry 54 Multiple Fax Extensions 55

Central O ce Lines About Outgoing Call Groups 56 – Outgoing Calls De ning Outgoing Call Groups 57

Assigning Extensions To An Outgoing Call Group 58

Direct Outward Enable Direct Outward Station Access (DOSA) 59-60 Station Access (DOSA) Entering The DOSA Password 60

Hunt Groups To Enable The Use Of The Four Di erent Hunt Groups 61

Assigning Extensions To The Hunt Groups 62

Day And Night Automatic Day / Night Mode Switching 63 Modes Automatic Day / Night Mode Switching Times 64

Page 3

A-3

Central O ce Lines Tone or Pulse Dialing Details 65 – Advanced Topics Disconnect Supervision: Polarity Reversal / Clear Forwarding 66

Metering Pulse Detection 67 Metering Pulse Frequency 68 Caller ID 68-69

Rollover Extensions Exclusive Answering Machine Privilege 70-71 – Advanced Topics Rollover Of Intercom Calls 71

Rollover Of Unattached Calls 72 Voice Mail Unit Interface 72 Simpli ed Voice Mail Interface 73 MSG Button On A Key Telephone 73

Call Barring About Call Barring 74 (Toll Restriction) Call Barring (Toll Restriction) Details 74-75

Filling The Call Barring Allow And Disallow Tables 75 Sample Disallow Table 76 Sample Allow Table 76 Assigning Extensions To Tables 76-77 Password To Override Call Barring 77 Restrict Calls At Night 78

Assigning Speed About Speed Dial Numbers 79 – Dial Numbers Record Your Speed Dial Numbers 80

Clear Speed Dialing And Call Barring Tables 81

Dial Tone Detection 81

The System Clock Setting The System Clock 82 – Date And Time Key Telephone Clock Display Format 83

Outgoing Call Records About Outgoing Call Records 84 And Histories How To Output The Outgoing Call Records 84

Output The Complete Contents Of The Outgoing 84 Call Records Output The Call History Of A Single Extension 85 Clearing The Call History Memory 85 Output The Call History After Each Outgoing Call 86 Automatic Call History Retrieval Program 86 Formats For The Call History Records 87 Connection To A Computer or A Printer 88

Page 4

A-4

Interfacing The IPS RS232C Port - Choosing The Operating Mode 89 To A Computer IPS Con guration Program 90

IPS Con guration Program - Remote Operation 91 Computer Aided Telephony (CAT ) Software 91 Report DISA Digits To The CAT Application 92

System Timing About System Timing Parameters 93 Parameters Changing System Timing Parameters 93

Delay After Each RS232C Character 93 Delay After Each RS232C Line 94 Switch-hook (Flash) Timing 94 Reminder Feature Timing 95 Outside Line Guard Time 95 Pulse Dialing Timing 96 Tone (DTMF) Dialing Timing 97 Switch-hook Timing To Outside Line 98 Rollover On Standard Incoming Calls Timing 98-99 Rollover After Call To Extension 99 On Hook Time 100 Speed Dialing Delay Time 100 Multiple Ringing Time 101 Parked Calls Timing 101

CHAPTER 4 IPS SYSTEM USED WITH ORDINARY TELEPHONES

Ordinary Telephones

Introduction 104

How To Switch-hook 104 Extension Types 105

Intercom Calls To Make An Intercom Call 106

Camp On - Extension 106 Call Pick Up - Intercom 106 Hunt Groups - Extension 107

Outside Calls - Central To Make An Outside Call 107 O ce Line (CO) Switch-hook To The Central O ce 108

Camp On - CO Line 108 Making An Outside Call On A Speci c CO Line 108 Auto Redial 109 Call Pick Up - Outside Line 109

Page 5

A-5

Call Holding To Put A Call On Hold 109

- Outside Line Reminder Feature 110

Retrieving A Call On Hold 110 Retrieving Multiple Calls On Hold 110 Retrieving A Call Placed On Hold By Another Extension 111 Retrieving A Call Placed On Hold If Other Extensions 111 Have Multiple Calls On Hold

Call Transferring Transferring An Outside Call 112

- Outside Line Transferring To An Available Extension 112

Transferring To A Busy Extension 113 Transferring To An Unavailable Extension 114

Conference Calling 1 Outside Line, 2 Extensions 114 2 Outside Lines, 1 Extension 115

Special Features Call Forwarding 116 Call Follow Me 116 Call Barring Override System 117 Outside Call Restriction (Extension) 118 Outside Call Restriction Password (Extension) 118 Paging (Internal - External) 119 Message Light / Command 119 Do Not Disturb 120 Alarm Clock 121 Emergency Alarm 122

Speed Dial Numbers Speed Dial Numbers / System 122 Personal Speed Dial Numbers 123

System Ringing-tones Distinctive Ringing 124 Guide To Ring Patterns 125 Guide To Tone Patterns 126 Dialing Code Sequences 127

Page 6

A-6

CHAPTER 5 IPS SYSTEM USED WITH IVT16 KEY TELEPHONES

IVT-16

Key Telephone Welcome To Your Key Telephone System 130

Introduction 130

Key Telephone Extension How To Switch-hook 131

Key Telephone Features Key Telephone Features 132-134 DSS (Direct Station Selection) 100 to115 134 Central O ce (CO) Lines 1 to 4 134

Dial Pad 0 to 9 135

Volume S and Volume T Keys 135

Group Listening Mode 135

LCD Display Features First Display After Power Is Applied 135 Initialization Display 136 Inactive Mode Display 136 Message Waiting Display 137 Intercom Calls Ringing At This Extension 137

LCD Display Of Call Incoming Caller ID Message 137 Information Currently Connected CO Line Message 138

CO Calls Ringing At This Extension 138 CO Calls Being Transferred To This Extension 138 CO Calls Being Parked At This Extension 139 CO Calls Placed On Hold 139 Checking The Status Of CO Lines 140 Reviewing The Caller ID History 140

Programming Of Entering The Programming Mode 141 The Key Telephone Leaving The Programming Mode 141

Ringer Tone Selection 142 Ringer Volume Selection 142 Using A Headset 142-143 LCD Contrast Selection 143

User Message Display User Message Display 143 Caller ID Template Selection 144

Page 7

A-7

Programmable Keys About Programmable Keys 145 Reset All Parameters To Restore Default Values 146

Intercom Calls Camp On - Busy Extension 147 Call Pick Up - Intercom 148 Extension Hunt Groups 148

Outside Calls Switch-hook To The Central O ce 149 Camp On - CO Line 149 Auto Redial 149 Call Pick Up - Outside Line 149

Call Holding Reminder Feature 150 Retrieving A Call On Hold 150

Call Transferring Call Transferring 150 Transfer An Outside Call To A Busy Extension 151 Transferring A Call To An Unavailable Extension 152

Conference Calling 1 Outside Line, 2 Extensions 152 2 Outside Lines, 1 Extension 152

Special Features Call Forwarding 153 Call Follow Me 154 Call Barring Override / System 154 Outside Call Restriction (Extension) 155 Outside Call Restriction (Password) 155 Paging - External / Groups #1 and #2 156 Message Lamp / Waiting 156 Do No Disturb 157 Alarm Clock 158 Emergency Alarm 158

Speed Dial Numbers System / Speed Dial Numbers 159 Personal / Speed Dial Numbers 159 Codes For Personal Speed Dial Numbers 160

System Ringing-tones Guide To Tone Patterns 161 Dialing Code Sequences 162

Page 8

Introduction

Chapter 1

Of IPS System

Page 9

Introduction

Welcome To Your BBS Telephone System

You’ll ﬁ nd that the user-friendly design of this IPS (Integrated Phone Solutions) system from BBS and the clear, step-by-step instructions in this user guide will make it a pleasure to set up the system’s features so that they best serve your ofﬁ ce.

This guide describes enhancements made to the IPS 308 and IPS 416 telephone systems as of the Version 148 release of the software.

If you have a personal computer with Windows® (™ of Microsoft Corporation) installed, you

will want to use our conﬁ guration program included with your system (See “IPS Conﬁ guration Program”, page

90).

Among the wealth of ﬂ exible phone features built into the system, you can pick and choose the one that suit your home or ofﬁ ce. As a ﬁ rst step, browse through this user guide to get acquainted with the various features available.

When your new unit arrives, all of the features are already programmed with default settings. In some cases, these settings will be ﬁ ne just as they are. With others, you will want to change the settings. The instructions in this guide lead you through the simple step-by-step process of setting each feature as desired.

Chapter 3 contains a list showing all of the default settings already programmed. Refer to this list as you set up your system. It lets you see at a glance which features you will need to set. If desired, you can easily return the whole system to all of its default settings at any time (see “Factory Default Settings”, page

26).

We know you’ll enjoy getting to know and use your new phone system.

Introduction

Page 10

Technical Support

Please contact your local BBS distributor for any IPS technical assistance.

Technical Support

Chapter 1 - Introduction Of IPS System

Page 11

Installation

Chapter 2

Guide

Page 12

Your BBS Phone System unit is extremely easy to install. Mount it on the wall by the terminal blocks for your incoming Central Ofﬁ ce (CO) lines. Plug each outside line and internal extension into a jack on the unit. Finally, plug the unit into an electrical outlet. You’re ready to go!

IMPORTANT SAFETY CAUTION: Do not plug the unit into an electrical outlet until all phone lines are installed and the phone jack access panel has been replaced on the IPS unit, with the retaining screw tightened securely.

To install the unit, you will need the following:

Tools / Equipment Needed

Phillips-head and ﬂ at-head screwdrivers Standard Single Line Telephone (SLT) set or “butt-set” for testing.

Where To Install The Unit

It is most practical to install the unit near the terminal blocks for the CO lines installed by the phone company. Cable for the extension wiring will also need to be terminated nearby. You will also need an electrical outlet located within three feet of where the unit is to be installed. The installation of a surge protector is recommended.

These instructions assume that your home/ofﬁ ce has pre-existing telephone wiring with the phone jacks in the wall of each room and wired for separate use. The CO lines should terminate at a point near the IPS unit, and each line should be clearly labeled and have an RJ-11 connector already attached. For further details, refer to pages 12 – 13, “Wiring Diagram for Your Internal Extensions.”

Technical Support Installing Your Phone System Unit

Installing Your Phone System Unit

Page 13

• Avoid direct sunlight, high humidity or areas of extreme temperatures. The unit is designed to function properly within a temperature range of 32° - 104° F (0° - 40° C).

• Avoid areas where dust collects, where water or oil may come in contact with the unit, or where sulfuric gases are produced.

• Avoid areas where vibrations or shocks are expected to occur.

• Install the unit at least ﬁ ve feet away from radios, televisions and broadcast antennas.

• Install a ground wire using a good earth ground and connect it to the IPS ground lug.

Wall Mounting Instructions

The unit is designed to be wall-mounted by hanging it on four screws.

1. Position the paper template on the wall, exactly where you want to mount the unit.

2. Mark the four screw “holes” on the wall.

3. Install the screws at the spots marked. Leave 5/16” (8mm) of each screw protruding.

4. On the back of the unit are four keyhole-shaped openings. Hang the unit by ﬁ tting the openings over the screws. Gently slide the unit down.

Installing Your Phone System Unit

Chapter 2 - Installation Guide

Page 14

About Wiring For Your Central Ofﬁ ce (CO) Lines

Contact your local phone company to arrange for the CO lines to be activated at your home/ofﬁ ce. We recommend that if you have two or more CO lines, the lines be set up for Central Ofﬁ ce “rotary group”. With a rotary group, callers won’t receive a busy signal unless all lines are in use.

For example, if you order four CO lines, you might publish Line 1 as your main number and Line 4 as your fax number. If a call comes into Line 1 and it is busy, the second line will ring. If Line 2 is busy, the third line will ring, then the fourth (fax line). If all lines are busy, the caller receives a busy signal. With a rotary group, it’s not necessary to dedicate a phone line for fax calls. The fax line can serve as an over-ﬂ ow voice line (unless your fax is being used).

Connection Instructions: Central Ofﬁ ce (CO) Lines

The following instructions and associated diagrams illustrate how to connect your Central Ofﬁ ce (CO) lines to an IPS 416 model. The IPS 308 model is identical except that it has only three jacks for connecting Central Ofﬁ ce lines.

1. Remove the screw that holds the phone jack access panel in place (at the bottom of the unit). Gently grasp the sides of the panel and remove it.

2. The block of four jacks from Central Ofﬁ ce lines is located at the far left of the IPS 416 model unit (See Fig. A-1). On an IPS 308 model, it is a block of three jacks (located to the right of the block of eight jacks for extensions).

Note: Notice that the order of the CO jacks for the 416 are numbered 4 to 1. (See Fig.A-2.)

The order of the 308 is 1 to 3.

3. Locate your ﬁ rst published telephone number. It should have the telephone number written on one of the RJ-11 connectors installed by the telephone company. Plug one end of the line cord into the RJ-11 connector. Plug the other end into the “CO Line 1” jack on the IPS unit.

4. Repeat this process for the other CO lines. Record the line assignments for future reference.

Installing Your Phone System Unit

Chapter 2 - Installation Guide

Page 15

BBS Telecom

BBSBBS

Fig. A-1 IPS 416

CO Lines

Extensions

Peripherals

Fig. A-2 IPS 416 CO Lines

Installing Your Phone System Unit

Chapter 2 - Installation Guide

Page 16

About Wiring For Your Internal Phone Lines (Extensions)

For proper use and installation of your IPS system, your internal phone wiring for the extensions must be wired in a “Home Run” conﬁ guration. Virtually all ofﬁ ces are wired in this manner, but few homes are. Most homes are wired in a conﬁ guration referred to as “Loop Through”. To test: If you can pick up any telephone in your house and get the same phone line, your home is wired in a Loop Through conﬁ guration. If you are installing the system at home, ﬁ rst have your wiring redone in a “Home Run” conﬁ guration. The system will not function otherwise.

You will need each internal phone (extension) wire to have an RJ-11 connector on the end that connects to the system and a 4-conductor jack at each extension location.

Connection Instructions: Internal Phone Lines (Extensions)

1. The block(s) of eight or 16 jacks for extensions are located beside the CO line jacks (See Fig.D-1; the position of the jacks is reversed on the IPS 308 model.) The extension jacks are numbered from 00 to 15 (See Fig.D-2) or 07 on the IPS 308 model. Select the extension number that you want to assign to each of your extension locations.

2. Take the internal phone line you are assigning to extension 00. Plug it into the corresponding jack. Repeat this step for each extension. Record the extension assignments for future reference.

3. Plug the power cord into an electrical outlet. For safety reasons, this must be done only after all lines and peripherals are installed and the phone jack access panel is securely fastened using the retaining screw.

Recommended extension assignments are:

Extension 00 should be programmed as the system Operator/Receptionist station. Extension 15 on the IPS 416 unit (Station 07 on the IPS 308 unit) is the System Manager (programming extension). Extension 01 to 14 on the IPS 416 unit (01 to 06 on the IPS 308 unit) may be programmed as a BBS key telephone, a single line telephone, a door phone, voice mail port, answering machine extension, or a fax machine station.

Installing Your Phone System Unit

Chapter 2 - Installation Guide

Page 17

BBS

Telecom

BBSBBS

Fig. D-1 IPS 416

Fig. D-2 IPS 416 Extensions

Telephone

J12

Installing Your Phone System Unit

Chapter 2 - Installation Guide

Page 18

Wiring Central Ofﬁ ce Lines (CO)

Depending on who may have installed the CO “Terminal Block,” and your incoming CO lines, there may or may not be modular jacks to connect the 2 conductor (single pair) line cords to the CO terminal block.

If not, you may want to connect the modular jacks and RJ-11’s (not included with system) as shown in the diagram.

If you are familiar with the wiring of telephone equipment, you may choose to wire directly from the CO ports of the system to the terminal block.

C01

C02

C03

C04

CENTRAL OFFICE (CO)

TIP & RING

CO TERMINATOR BLOCK

(CO)

2-CONDUCTOR LINE

CORDS

( EXT)

4-CONDUCTOR LINE CORDS FOR

KEY TELEPHONES, OTHERWISE,

USE 2-CONDUCTOR CORDS

Installing Your Phone System Unit

Chapter 2 - Installation Guide

Page 19

Wiring Internal Lines (Extensions)

At most installations for extension wiring, the modular jacks as shown in the diagram will not be present by the extension “Terminal Block.”

As with the wiring of the CO lines, you may add the modular jacks and RJ-11’s or wire directly from the system to the terminal block for the extensions. With the wiring of extensions, you will need cable and connections for 4 conductor (two pair) line cords for key telephones and connections for 2 conductor (single pair) line cords for all other phone types.

W/B

B/W W/O O/W

(EXT’S 00-07)

W/B

B/W W/O O/W

W/B

B/W W/O O/W

(EXT’S 08-15)

W/B

B/W W/O O/W

EXT TERMINATOR BLOCK

(EXT)

4-CONDUCTOR LINE CORDS FOR KEY TELEPHONES,

OTHERWISE, USE 2-CONDUCTOR CORDS

EXT 15

EXT 08

EXT 07

EXT 00

WALL JACKS

(G) Green White/Blue (W/B) (R) Red Blue/White (B/W) (B) Black White/Orange (W/O) (Y) Yellow Orange/White (O/W)

Color Code Connections

Installing Your Phone System Unit

Chapter 2 - Installation Guide

Page 20

Single Line Telephone Wiring

Single pair (2 conductor) line cord connections:

For all extensions except those connected to key telephones, use only a 2-wire and not a 4wire connection. Some older telephones may use the outer two wires, which can disrupt either the operation of the phones or the operation of key telephones at other locations. Some of the equipment that will require a single pair (2-wire) line cord are: Electronic single line phones, door phones, fax machines, or answering machines.

Some fax and answering machines require a longer ringing time for the machines to recognize an incoming call. To adjust for this extended ring time you may want to program these stations with Distinctive Ringing feature. The Distinctive Ringing feature will allow you to change the ringing pattern of your extension equipment.

To change the ringing pattern:

1. Plug in a single line telephone set at the extension location

2. Lift the handset and dial “4711”

3. The extension is now programmed for a long ring pattern

Some single line telephones are polarity sensitive. If you go off-hook, and cannot break CO dial tone, your phone is polarity sensitive. Reversing the White/Blue, Blue/White pair should correct the problem.

Y G

B R

To Phone

2 Conductor

Line Card

White/Blue or Green Wire

Blue/ White or Red Wire

Cable

Installing Your Phone System Unit

Chapter 2 - Installation Guide

Page 21

Key telephone wiring problems

1. If the key telephone has no response when you press any of its key:

The extension port that the key telephone is plugged into needs to be programmed as a Key

Telephone extension. This can be done by using the conﬁ guration program on a personal computer or from the System Manager’s extension.

2. If the key telephone does not operate at all:

The key telephone WILL NOT work if the polarity is Reversed! The polarity of the White/

Orange, Orange/White wires is VERY IMPORTANT. If the key telephone does not work, try changing the positions of the White/Orange, Orange/White wires on that key telephone’s extension port jack.

Key Telephone Wiring

G Y

R B

White/Blue or Green Wire

Blue/ White or Red Wire

Cable

Y G

B R

Line Cord

White/Orange or Black Wire

Orange/White or Yellow Wire

Telephone Equipment

(BBS IPS Unit Location)

Extension Location (O ce or Room)

Installing Your Phone System Unit

Chapter 2 - Installation Guide

Page 22

Connecting Optional Peripherals

Peripherals are connected to the three special-purpose jacks located on the far right of the unit (See Fig.E-1). You will need to obtain the wires necessary to connect your peripherals to these jacks. Please consult the system guide for descriptions of the features that require these peripherals. If you won’t be using the feature, you won’t need the peripheral.

WARNING: For safety reasons, power must be off before connecting peripheral equipment.

Music On Hold (MOH)

Any external music source can be used to connect Music On Hold to the IPS system. You will need to plug your music source unit into the RCA jack labeled “External Music” (See Fig.E-2). The IPS system has an internal computer-generated music melody source for its Music On Hold. This internal music source is disabled when the RCA mini plug is inserted into the “External Music” jack. When an unconnected mini plug is inserted into the “External Music” jack and an outside call is placed on hold, the caller will only hear silence.

External Paging / Common Audible Ringing

To have external paging and to have incoming calls ring over the paging system, plug your paging system connector into the RCA jack labeled “Pager”. (See Fig.E-2)

Computer / Printer

The connection from the IPS system to a computer is made through the Computer/Printer (RS232C) port (See Fig.E-2). To make the connection to a computer, you will need a straight (not a null Modem) RS232 cable. The RS232 cable is connected from your computer/printer to the jack labeled “RS232” (See Fig.E-2).

Your computer/printer needs to be able to receive information which is sent serially on an RS232C compatible line at a rate of 9600 baud, 8 data bits, 1 stop bit, no parity. (see page 89 for details on the RS 232 applications)

Installing Your Phone System Unit

Chapter 2 - Installation Guide

Page 23

BBS T

elecom

BBSBBS

Fig. E-1 IPS 416

Fig. E-2 IPS 416

J12

External MOH

Computer/Printer Paging/Common Audible

Installing Your Phone System Unit

Chapter 2 - Installation Guide

Page 24

RS232 Pin-out Diagram For Printer Connection

Pin Function

1 No Connection 2 Data out of IPS 3 Data into IPS 4 Data Terminal Ready (Connected to Pin 6 on IPS) 5 Ground 6 Data Set Ready (Connected to Pin 4 on IPS) 7 Request to Send (Connected to Pin 8 on IPS) 8 Clear to Send (Connected to Pin 7 on IPS) 9 No Connection

Checking The System For Proper Operation

After all the necessary extension wiring is properly connected, replace the phone jack access panel and fasten it using the retaining screw. Plug the IPS unit in the A.C. outlet.

Test each extension

1. Plug a single line telephone into the RJ-11 connector at the extension location and listen to the system dial tone.

2. Call another extension and listen for a ring.

3. Dial “9”, then listen for an outside dial tone.

If a dial tone is not heard and/or dialing cannot be performed, check the wiring at the jack for that extension. For all extensions except those connected to key telephones, use only a 2-wire and not a 4-wire connection. Do not connect the second pair. Some older telephones may use the outer two wires which can disrupt the operation of the phones or disrupt the operation of key telephones at other extensions. If the connection is good, it is possible that the telephone you are using is polarity sensitive. Please reverse the wiring at the terminal block for the problem extension. A dial tone should now be heard and you should be able to dial.

Installing Your Phone System Unit

Chapter 2 - Installation Guide

Page 25

Test each outside line

Use a single line telephone at any extension. For each line, dial the testing code from the chart below. You should hear CO dial tone. Attempt to dial a phone number. If the call goes through, the line has been properly connected.

For Line 1 Dial “61” For Line 2 Dial “62” For Line 3 Dial “63” For Line 4 Dial “64”

CONGRATULATIONS!

YOUR UNIT IS NOW FULLY INSTALLED.

Installing Your Phone System Unit

Chapter 2 - Installation Guide

Page 26

Troubleshooting Tips

If your system is not working, check the following:

1. Has the telephone company installed your Central Ofﬁ ce (Outside Lines)?

2. Is your IPS unit plugged into the electrical outlet? Does the electrical outlet have voltage going to it?

To check this, plug a radio, lamp, or any other electrical appliance into the outlet to see if the

appliance works.

3. Are all the RJ-11 connectors properly and securely connected?

4. Have all the key telephones been programmed for Key Telephone operation?

(See Chapter 3 to 5)

Single extension troubleshooting tips

If one extension is not working, check the following:

Plug a single line telephone set that you know works properly into the extension jack location at the IPS unit. Lift the handset and listen for the system dial tone. If a dial tone is not heard, check the connections on the jack. There could be a fault with the IPS unit. If a dial tone is heard, there is a possible problem with the wiring from the IPS unit to the extension’s location.

Central Ofﬁ ce (Outside Line) troubleshooting tips

If the Central Ofﬁ ce line is not working, you may have exchange cable or system trunk port problems. To test the CO lines you will need a single line telephone set. Now go to where your IPS unit is installed and locate where the telephone company brought your Central Ofﬁ ce lines into the building. If needed, this can be done by tracing the line cord that is plugged into your IPS unit’s CO 1 port to the telephone company’s jack. Remove the line cord from the telephone company’s RJ-11 jack. Plug the single line telephone into the jack. Lift the handset of the telephone set and listen for dial tone. If a dial tone is heard, the trouble IS NOT with the telephone company. Check all jack connections, check that all line cords are securely connected, and check the programming to ensure that the CO line is enabled.

If the unit still does not seem to be working, please contact your local IPS distributor.

Troubleshooting Tips

Chapter 2 - Installation Guide

Page 27

Power failure note (Only for use with single line telephones)

If power to the unit fails, the system will not work as usual. The unit does not have an internal backup power source.

However, it is programmed for backup protection. In the event of a power failure, extensions 00 and 01 become directly connected to outside lines 1 and 4 (for IPS 308 model, lines 1 and

3). A single line telephone must be connected at extensions 00 and 01. You will then be able to

receive and make calls as usual. All other extensions and outside lines will be inoperable until power returns.

Troubleshooting Tips

Chapter 2 - Installation Guide

Page 28

Functions Of

Chapter 3

IPS System

Page 29

Preparing To Program

7832

Before entering the system program features, take some time to look over the different options you have in setting up an extension as “System Manager”.

Designate An Extension For System Manager

All programming functions in this guide must be performed from the programming extension. Initial programming of the IPS system must be done from extension #15 (or extension #07 for IPS 308). This extension should be assigned to the person who will program the system and serve as System Manager for the ofﬁ ce.

NOTE: The Auto-Attendant message must be recorded from extension #15 (or #07 for IPS 308). It cannot be recorded from extension #00.

The default programming extension is preset as extension #15 (or #07 for IPS 308). You have the option of changing it to extension #00. This may be desired if the Operator is at extension #00 and you want the Operator to also serve as the System Manager.

7833

To change the programming extension to #00:

At the System Manager’s extension, lift the handset and enter “7832”. Pause for conﬁ rmation tone. Hang up or continue programming.

To set the programming extension to #15 (#07 for IPS 308):

At the System Manager’s extension, lift the handset and enter “7833”. Pause for conﬁ rmation tone. Hang up or continue programming.

Choosing The Programming Mode – With or Without Password

With the default settings, the System Manager is required to enter a 6-digit password from their

extension to place the IPS in the programming mode. The password is entered by dialing the code ‘761’, followed by a 6-digit password (The default value of password is ‘123456’). In this mode, the System Manager can enter any programming codes. The password requirement prohibits unauthorized persons from changing the programming. It can also reduce the likelihood of accidental changes in the conﬁ guration.

Preparing To Program

Page 30

If desired, you can remove the password entry requirement. This may be desirable for installations

where security is not an issue. It is, however, strongly suggested that the password be used so that an accidental dialing sequence does not alter the system programming. For instance, if the System Manager forgets to dial ‘9’ (or ‘0’) to make an outgoing call and then dials a number sequence beginning with a ‘7’, they could be accidentally entering a programming command.

7849

7848

To allow programming without the entry of a password:

At the System Manager’s extension, lift the handset and enter “7849”. Pause for conﬁ rmation tone.

To require the entry of a password to enter programming mode:

At the System Manager’s extension, lift the handset and enter “7848”. Pause for conﬁ rmation tone.

Programming Tips

• All programming described in this guide must be performed in the programming mode (see “Entering The Programming Mode Password”, page 28) and performed from the

programming extension (see “Designate An Extension For System Manager”, page 24).

• We recommend that the programming extension be assigned to the person who will act as System Manager for the ofﬁ ce.

• If a desired feature is preset in the “enabled” mode, no programming is needed unless you want to disable the feature.

• If the ﬁ nal step in an operation reads “hang up”, you must do so for the programming to register .

• If the ﬁ nal step reads “hang up or continue with programming” you can stay in the programming mode and proceed directly to programming another feature.

• You probably will want to program a number of features in one sitting. However, please be aware that you will be automatically “bumped” from the programming mode if you hang up for more than two seconds.

• This guide can be used with both the IPS 416 and IPS 308 models of the BBS Hybrid Key System. The IPS 416 accommodates up to 4 outside lines and 16 extensions numbered as #00 to #15. The IPS 308 accommodates up to 3 outside lines and 8 extensions numbered as #00 to #07. This guide is written to the capabilities of the IPS 416 model, with notes as necessary for the IPS 308 model.

Chapter 3 - Functions Of IPS System

Preparing To Program

Page 31

Factory Default Settings

Password Entry for Programming Mode Required System Mode Password 123456 Programming Extension #15 (#07 for IPS 308 model)

Basic Features

RS232C Mode System Mode Call Follow Me Enabled Require “Star” key before user programming Disabled Operator Extension Extension #00

Advanced System Features

Direct Access to Extensions (DISA or Auto-Attendant) Disabled Direct Outward Station Access (DOSA) Disabled Automatic Day / Night Switching Disabled Voice Announcement Message Not Recorded Call History Memory Cleared Call Records Format Short Format Toll Restriction (Call Barring) Disabled Hunt Groups Disabled Key Telephone Clock Display Mode 24-Hour

Outside Line Features

To Access Outside Lines Dial “9” Incoming Call Mode All Standard Incoming Lines Incoming Call List Extension 00 to 15 in that order Outgoing Call Group List Outside Line 1 to 4 in that order Tone (DTMF) Dialing Enabled Incoming Call Ring Over Paging System Disabled Recognition of Incoming Fax Tones Disabled Switch-hook to Outside Line Allowed Clear Forward and Polarity Reversal Detection Disabled Metering Pulse Detection Disabled Rollover of Unattached Calls to Operator Caller ID Detection Disabled All Timing Parameters Default Values

Preparing To Program

Chapter 3 - Functions Of IPS System

Page 32

Extension Features (for all extensions)

Phone Type All ordinary phones, key telephones or door phones Automatically access outside line Disabled Call Transfer/Hold Allow Call Hold Retrieval Allow Call Break-in Disallow Rollover Extension Assignments None Set Emergency Alarm Disallow Paging Groups None Assigned Caller ID Display on IVT-16D key telephone Enabled Extension Numbering Assigned Number is Physical Extension Number

When You Reset The System To Default Values:

All features are reset to the factory default settings. These will be the same as the values on your

new system. In addition:

• All call forwarding is cleared.

• All alarms are cleared.

• Call history memory is erased.

• Extensions assigned to call barring (toll restriction) tables are cleared, but contents of the call barring tables are not affected.

• Speed dial numbers are not affected.

• Your voice announcement message is not affected.

Preparing To Program

Chapter 3 - Functions Of IPS System

Page 33

Entering The Programming Mode Password

If you are required to input a password to enter the programming mode, the following password

command will be used.

2. Enter the 6-digit password (Default = “123456”).

Pause for conﬁ rmation tone.

Changing The Programming Mode Password

If you are requiring the System Manager to input a password to enter the programming mode, you

may change the password if, for security reasons, you do not want unauthorized people changing the system settings. The default value of the password is ‘123456’. To change the value:

1. At the System Manager’s extension, lift the handset and enter “761”.

4. Pause for conﬁ rmation tone.

Hang up or continue programming.

1. At the System Manager’s extension, lift the handset and enter “761”.

Followed by the current 6-digit password (Default = ‘123456’). Pause for conﬁ rmation tone.

2. Enter “762”.

3. Enter the new 6-digit password.

Then enter the new 6-digit password again.

761

“Password”

761

762

“Password”

Preparing To Program

Chapter 3 - Functions Of IPS System

Page 34

Resetting The System To Default Values

This command will reset all features on the system to default values. Please see the default

settings list on page 26 which shows what the settings will be for all features after you perform this command.

Resetting the system to default values allows you to start from a “clean state” when reprogramming

the system after values have been changed.

7873

To reset the system to default values:

1. In the programming mode, enter “7873”.

Pause for the conﬁ rmation tone.

2. Hang up or continue programming.

Preparing To Program

Chapter 3 - Functions Of IPS System

Page 35

Conﬁ guring The Extensions

Choices When Programming The Extensions

Each extension must be individually deﬁ ned in the way that best suits your needs. The options to

be decided upon are described below. These choices are programmed for the extension using the commands given on the following pages.

1. What type of the phone will be connected to the extension?

An extension can be connected to an ordinary phone, a BBS key telephone, a fax machine, or

a door phone. (A door phone is an intercom at the outside door of your ofﬁ ce, which visitors use to reach an operator. See page

34 for further details.) The system needs to know the phone

type to communicate properly.

Almost all ordinary phones with electronic ringers will work on the system, including most

cordless phones. Phones with mechanical (bell) ringers will function but will NOT ring

properly. Most answering machines, either tape or digital based will work with the IPS. Most Voice Mail units with analog interfaces will work but they may require some additional conﬁ guration.

2. Which special feature do you want to allow the extension?

• Call Hold / Transfer: Allows the extension to put an outside call on hold or transfer an

outside call to other extensions. This capability may not be withheld from key telephones.

• Call Hold Retrieval: Allows retrieving a call placed on hold at another extension. This

capability may not be withheld from key telephones.

• Rollover Extension: Typically a voice mail or answering machine. (See “Rollover

Extensions – Advanced Topics”, page

70)

• Exclusive Answering Machine Privilege: Allows this extension to have a dedicated

answering machine on the next numerical extension. (See “Rollover Extensions – Advanced Topics”, page

70)

• Call Break-in: Allows “breaking in” or interrupting another extension’s phone call.

• Emergency Alarm: Allows an extension to generate an emergency alarm signal to other

extensions.

• Paging Groups: Allows a key telephone or a door phone at the extension to be part of a

paging group.

Con guring The Extensions

Page 36

• Caller ID Display: Allows an IVT-16 series key telephone to display the incoming Caller

ID information.

• Automatic Outside Line Seize: Allows an extension to automatically connect to an outside

line when they lift their handset without dialing ‘9’ (or ‘0’). If the person at that extension wants to make an intercom call or use other IPS functions, they can simply switch-hook before dialing any digits to drop the outside line and connect to the IPS dial tone.

3. Do you want to give new numbers to the extension?

Each extension is automatically given a number by the system. This is the number on the jack at the unit into which the extension line is plugged. The numbers are ‘00’ to ‘15’ for the IPS 416 and ‘00’ to ‘07’ for the IPS 308. However, it may be more logical to give your lines different numbers (e.g. ones that correspond to ofﬁ ce or room numbers).

NOTE: Even after you assign new numbers, the extension numbers on the jacks (‘00’ to ‘15’) still need to be used for all system programming where a “2-digit extension number” is required. The new extension numbers you assign are used when:

• Making intercom calls,

• Transferring outside calls to another extension,

• Entering an extension number in the Auto-Attendant (or DISA) mode,

• Forwarding calls to another extension,

• And turning on or off the message lamp of another extension.

If Hunt Groups are used (see “Hunt Groups”, page

61), the extension numbers 122, 133, 144, and

155 are reserved. You may not assign an extension to use one of these numbers.

Con guring The Extensions

Chapter 3 - Functions Of IPS System

Page 37

Programming The Extensions

The conﬁ guration settings for each extension must be programmed separately. The programming

procedure is simple if you take it step-by-step. First, decide on the codes you want to enter for each extension. Write the code for each of your choices in the table provided on page 34. Then program one extension at a time. You must complete all steps for each extension before starting on the next one. The “*” mark indicates the default value of each setting.

1. In the programming mode, enter “75”.

2. Enter the 2-digit extension number (“00” to “15”).

3. Enter the code for the phone type and features:

0 ordinary phone (with no special features) * 1 ordinary phone + enable call hold retrieval 2 key telephone 3 key telephone + enable call hold retrieval 4 ordinary phone + rollover extension 5 ordinary phone + rollover extension + enable call hold retrieval 6 key telephone + rollover extension 7 key telephone + rollover extension + enable call hold retrieval

4. Enter the code for other features:

0 no additional features * 1 enable call transfer / hold 2 enable call break-in 3 enable call transfer / hold + call break-in 4 enable emergency alarm 5 enable call transfer / hold + emergency alarm 6 enable call break-in + emergency alarm 7 enable call transfer / hold + call break-in + emergency alarm

Con guring The Extensions

Chapter 3 - Functions Of IPS System

Page 38

5. Enter the code for paging and door phone assignment.

Door Phone Member of Paging Group:

*0 No 1 Yes 2 No 1 3 Yes 1 4 No 2 5 Yes 2 6 No 1 and 2 7 Yes 1 and 2

6. Enter the code for automatic connection to an outside line, exclusive

answering machine privilege, and Caller ID Enabling.

Automatic Exclusive Display of Outside Line Answering Caller ID Connection Machine Privilege Privilege

*0 No No Yes 1 Yes No Yes 2 No Yes Yes 3 Yes Yes Yes 4 No No No 5 Yes No No 6 No Yes No 7 Yes Yes No

7. Enter the new 2-digit number desired for the extension (or hang up or

re-enter existing extension number). Pause for conﬁ rmation tone. Hang up or continue programming.

Con guring The Extensions

Chapter 3 - Functions Of IPS System

Page 39

Extension Programming Summary – To program the extensions, enter the following:

Enter Extn. Step 3 Step 4 Step 5 Step 6 Step 7 “ 75 ” Number Code Code Code Code New Number

75 00

75 01

75 02

75 03

75 04

75 05

75 06

75 07

75 08

75 09

75 10

75 11

75 12

75 13

75 14

75 15

Door Phone Operation Details

Any extension with the exception of extension #00 and the System Manager’s extension may be

conﬁ gured to be a door phone. The BBS door phone may be placed at any location requiring a hands free intercom station. In addition, any ordinary phone can be used as a door phone. When a person at the door phone goes off hook (or presses the button on the BBS door phone), an alert ring is heard on the ﬁ rst four available extensions in the Standard Incoming List. This is similar to any incoming call where the ﬁ rst four available extensions in the Standard Incoming List are rung.

Any of the ringing phones may go off hook within the next 12 seconds to make a connection with

the Door Phone extension. More than one phone may connect to the Door Phone extension.

Con guring The Extensions

Chapter 3 - Functions Of IPS System

Page 40

Also, any extension can make an intercom call to a BBS door phone and they will be immediately

connected with the BBS door phone operating in a hands-free mode. An intercom call to an ordinary phone connected to an extension programmed to be a door phone will ring normally.

Call Forwarding / Call Follow Me

Occasionally you may be required to work in an associates ofﬁ ce and will want to have your

phone forwarded to the other person’s ofﬁ ce. This feature is called “Call Forwarding” when you enter the forwarding command from your extension. The feature is called “Call Follow Me” when you issue the command from the extension to which you want the calls forwarded.

NOTE: In some installations, it may not be desirable to allow any user the ability to have calls transferred

to it by invoking the Call Follow Me command. For instance, a person at an extension in a hotel could accidentally cause calls meant for the Operator to be directed to them.

7822

To disable the Call Follow Me function:

In the programming mode, lift the handset and enter “7822”. Pause for the conﬁ rmation tone. Hang up or continue programming.

A special exception to Call Forwarding is made to facilitate operation between a manager and

their secretary. If the manager has their calls forwarded to the secretary’s extension, the secretary (but no one else) is able to make an intercom call to the manager’s extension or transfer an outside call to the manager. Any other extension attempting such a call would have the call forwarded to the secretary’s extension.

7823

To enable the Call Follow Me function:

In the programming mode, lift the handset and enter “7823”. Pause for the conﬁ rmation tone. Hang up or continue programming.

Con guring The Extensions

Chapter 3 - Functions Of IPS System

Page 41

Activating Programming Mode Using Star Key

All of the user programming commands begin with the ‘4’ or ‘5’ digit. In some installations, it

may be desirable to require that the user enter a ‘*’ key from the keypad of the phone before entering one of these commands. This will prevent unintentional programming if a person dials a phone number beginning with a ‘4’ or a ‘5’ but forgets to dial ‘9’ (or ‘0’) to connect to an outside line. For instance, an extension could be accidentally placed in the Do Not Disturb mode or the Day/Night setting could be changed. When this new parameter is set, dialing a ‘4’ or a ‘5’ without ﬁ rst dialing a ‘*’ digit will give an error tone.

Note that telephone sets with rotary dials cannot dial a ‘*’ digit. Thus, this setting should not be

enabled if there are pulse dialing telephones connected to the system.

7838

7839

To require a ‘*’ digit to be entered before a ‘4’ or a ‘5’:

At the System Manager’s extension, lift the handset and enter ‘7838’. Pause for conﬁ rmation tone.

To not require a ‘*’ digit to be entered before a ‘4’ or a ‘5’:

At the System Manager’s extension, lift the handset and enter “7839”. Pause for conﬁ rmation tone.

Con guring The Extensions

Chapter 3 - Functions Of IPS System

Page 42

Introduction: Conﬁ guring Outside Lines

Now, we describe how incoming calls are handled in the IPS, begins the discussion of how to

conﬁ gure the outside lines. Later, we describe the main conﬁ guration commands, followed by a discussion of Auto-Attendant or DISA (Direct Inward Station Access), then a description of Outgoing Call Groups, and ﬁ nally a discussion of DOSA (Direct Outward Station Access). And also, in this chapter, there is a discussion of advanced topics concerning the setup of outside lines.

Overview: Choices In Handling Incoming Calls

Your ﬂ exible Hybrid Key System offers many options for handling incoming calls. The choices

are as follows:

Standard Incoming Line or Private Incoming Line

The ﬁ rst choice to be made for each outside line is whether you want the IPS to handle incoming

calls in a “standard” fashion or whether you want a particular line to be a “private incoming line” and ring at an extension other than the Operator. Outside line #1 is always a Standard Incoming Line while each of the others may be optionally conﬁ gured to be Private Incoming Lines.

Auto-Attendant or Direct Inward Station Access (DISA)

Next, you can decide if you want the IPS to automatically connect incoming calls to a recorded

voice announcement which leads the caller through options for reaching individual extensions. In this mode, the IPS can also be programmed to listen for an incoming fax tone and route the call directly to the extension where the fax machine is located. This type of operation called AutoAttendant or DISA (Direct Inward Station Access).

The alternative to DISA is that the IPS will sense an incoming call and cause one or more

extensions to ring. In this case, a connection to the outside line will not be made until one of the ringing extensions goes off hook.

Day Time And Night Time Handling Of Incoming Calls

The IPS can operate in the Day Mode or the Night Mode and each outside line can be set to

operate differently when in the two modes. For instance, an outside line can operate as a Standard Incoming Line during the day and as a Private Incoming Line during the night. You can have an incoming call ring at one group of extensions during the day and a different group of extensions at night. You can also choose to have the Auto-Attendant (or DISA) mode operate during the day, night, or both.

Technical SupportCentral Ofﬁ ce Lines – Incoming Calls

Central O ce Lines- Incoming Calls

Page 43

Incoming Call Alert Tone To The Paging System

Calls can be set up to ring over a paging system in addition to ringing at individual extensions.

Anyone can answer the call from any extension by dialing “3”. This is recommended for businesses where employees are not seated at desks with phones, or where there is no dedicated receptionist/operator.

Incoming Calls T o An Auto-Attendant System

If you are using an external Auto-Attendant / Voice Mail system, you can choose to have incoming

calls ring at the Voice Mail unit or at an operator’s extension. Simply enter the Standard Incoming Line list to reﬂ ect the extensions to which you would like to direct the incoming calls.

Deﬁ ning The Standard Incoming Line

In most installations, all outside lines would be conﬁ gured as a Standard Incoming Line. You will

ﬁ rst deﬁ ne a list of extensions which will ring when an incoming call is detected. You might also

choose to deﬁ ne a second list of extensions which will ring when an incoming call is detected in the Night Mode.

The operation of an outside line conﬁ gured to be a Standard Incoming Line is as follows. When

an incoming call is detected, the IPS checks the extensions starting at the top of the appropriate (day or night) list to ﬁ nd the ﬁ rst available extension. This extension will start ringing. Zero to nine rings later (see “Multiple Ringing Time”, page

101), the IPS will ﬁ nd the next three available extensions in the list and start to ringing. After 5 to 60 seconds have passed (see “Rollover On Standard Incoming Calls Timing”, page

98), the IPS will ring an available Rollover Extension

(usually a Voice Mail unit or answering machine).

Additionally, all BBS key telephones with the ‘RP’ (Ring Position) indicator set will also ring

when incoming calls are detected on outside lines conﬁ gured as Standard Incoming Lines.

Central O ce Lines- Incoming Calls

Chapter 3 - Functions Of IPS System

Page 44

The Operator Extension

One extension is designated to be the Operator. The Operator extension is used by the IPS in the

following ways:

• Any extension may dial ‘0’ (or ‘9’) to place an intercom call to the Operator or to transfer an

outside call to the Operator.

• The Day mode Operator only may issue a ‘56’ command or a ‘57’ command to manually

switch the IPS into the Night mode or the Day mode.

• An incoming call to an extension on a Private Incoming Line that goes unanswered will ring

the Operator extension if the Operator is not busy.

• A call left on hold too long will ring at the extension which placed it on hold. If that extension

does not answer or is busy, the call will ring at the Operator extension if it is not busy.

• A call parked at an extension will ring the Operator (or a Rollover Extension, as programmed

by the System Manager) if the extension at which the call is parked does not become available or if the extension becomes available but does not answer when the phone rings.

• A blind transfer of an outside call to an extension which does not answer will ring the Operator

(or a Rollover Extension, as programmed by the System Manager) if the extension to which the call is being transferred does not answer.

• If an incoming caller to an outside line operating in the Auto-Attendant (or DISA) mode

speciﬁ es an extension which does not answer, the call will transfer to the Operator.

• If no input (either DTMF or a fax Calling Tone) is detected during a DISA call, the call will

ring at either the Operator or the fax extension, as programmed by the System Manager.

Central O ce Lines- Incoming Calls

Chapter 3 - Functions Of IPS System

Page 45

The Standard Incoming List – Which Extension Is The Operator

The ﬁ rst (non-Rollover) extension in the Standard Incoming List is deﬁ ned to be the Operator. This means that if your Standard Incoming Line List directs incoming calls to an Auto-Attendant / Voice Mail, the Operator will be deﬁ ned as the next extension in the list after the Voice Mail extensions (because your Voice Mail extensions would be deﬁ ned as Rollover Extensions). Since there is a separate list for Day and Night operation, a different Operator extension can be deﬁ ned for each mode.

Entering The Standard Incoming List

730 or 790

1. In the programming mode, enter “730” for the Day mode list or enter

“790” for the Night mode list.

2. Enter 2-digit extension numbers (“00” to “15”) assigned to the Standard

Incoming List.

Enter all of the extension numbers in succession. You can assign up

to 16 extensions. Be sure to enter the extensions in the order you want them to be searched.

3. Hang up.

Hanging up is necessary for the assignments to register.

Central O ce Lines- Incoming Calls

Chapter 3 - Functions Of IPS System

Page 46

Keep a record of your Standard Incoming List assignments. Write the 2-digit extension numbers in the following table.

Extension Numbers in the Extension Numbers in the Standard Incoming List, Standard Incoming List, Day Mode Night Mode

Enter 730 790

1st (Operator):

2nd

3rd

4th

5th

6th

7th

8th

9th

10th

11th

12th

13th

14th

15th

16th

Central O ce Lines- Incoming Calls

Chapter 3 - Functions Of IPS System

Page 47

Private Incoming Lines

You may wish to conﬁ gure one or more of the outside lines to operate as a Private Incoming Line. This would allow an incoming call to ring at an extension other than the Operator. Outside lines 2, 3, and 4 may be deﬁ ned as Private Incoming Lines. As such you can deﬁ ne the list of extensions which the IPS will search when an incoming call is detected on that line. Only one extension will ring. This is different from outside lines deﬁ ned as Standard Incoming Lines where more than one extension can ring at the same time.

Entering The Private Incoming List(s)

1. In the programming mode, enter the code for the desired Private

Incoming List.

731 Outside Line 2, Day Mode List 732 Outside Line 3, Day Mode List 733 Outside Line 4, Day Mode List 791 Outside Line 2, Night Mode List 792 Outside Line 3, Night Mode List 793 Outside Line 4, Night Mode List

2. Enter 2-digit extension numbers (“00” to “15”) assigned to the Private

Incoming List.

Enter all of the extension numbers in succession. You can assign up

to 16 extensions. Be sure to enter the extensions in the order you want them to be searched.

3. Hang up.

Hanging up is necessary for the assignments to register.

Central O ce Lines- Incoming Calls

Chapter 3 - Functions Of IPS System

Page 48

For non-DISA calls to a Private Incoming Line, the IPS will ring the ﬁ rst available extension in the appropriate (day or night) list. If the extension does not answer within the “Rollover After Call to Extension” time, the call will start ringing at the next available extension in the Private Incoming List, not including the extension which is currently ringing. This proccess will repeat until the incoming caller hangs up and the ringer signal is no longer present. Thus, the ﬁ rst two available extensions in the Private Incoming List will alternately ring until the call is answered or the ringer input goes away.

One typical conﬁ guration would be to put the Operator as the second extension in a Private Incoming List. If the Operator does not answer, the call will start ringing at an available Rollover Extension. Another typical conﬁ guration would be to put an answering machine or voice mail unit extensions in the list. Since the IPS unit allows both Day mode and Night mode lists, you will want to make sure that an answering machine or voice mail is the ﬁ rst or second extension in the night list so that calls received after hours will never go unanswered.

In any case, it is best that the Private Incoming List be ﬁ lled with enough entries so that the call always has a place to ring. If there is no available extension in the Private Incoming List, the call will park at the ﬁ rst extension in the list and give a beep signal to that extension if it is a single line telephone every few seconds to inform them that a call is waiting.

Central O ce Lines- Incoming Calls

Chapter 3 - Functions Of IPS System

Page 49

Keep a record of the Private Incoming Line List. Enter the extension numbers for each outside line conﬁ gured as a Private Incoming Line:

Outside Line 2 Outside Line 3 Outside Line 4 Day Night Day Night Day Night

Enter 731 791 732 792 733 793

1st

2nd

3rd

4th

5th

6th

7th

8th

9th

10th

11th

12th

13th

14th

15th

16th

Central O ce Lines- Incoming Calls

Chapter 3 - Functions Of IPS System

Page 50

Setting Incoming Calls To Ring Over Paging System

This option allows incoming calls to ring over a paging system in addition to the operator. Anyone can pick up an extension and press “3” to answer the call. This is useful in businesses where employees are not seated at desks with phones, or where there is no dedicated receptionist/ operator. Outside lines must have the Auto-Attendant (or DISA) mode disabled for this feature to work. Also, your paging system must be plugged into paging system jack of the unit.

7810

To enable a ringback tone over the paging system:

In the programming mode, lift the handset, enter “7810”. Pause for conﬁ rmation tone.

To disable a ringback tone over the paging system:

In the programming mode, lift the handset, enter “7811”. Pause for conﬁ rmation tone.

7811

Central O ce Lines- Incoming Calls

Chapter 3 - Functions Of IPS System

Page 51

Central Ofﬁ ce Lines – Programming

Choices In Conﬁ guring Central Ofﬁ ce (CO) Lines

Each CO line should be conﬁ gured so that it best suits your needs. The options that must be decided upon are described below.

1. Do you want to dial ‘9’ or ‘0’ to access an outside line ?

You can choose either ‘9’ or ‘0’ as the code for user to dial when requesting an outside line.

2. Are you using this CO line ?

If you do not use all of the CO line ports of the system, then the vacant ports need to be

programmed as “Disable”. This will make sure the IPS does not allow any extension to connect to this line.

3. How should an incoming call be answered ?

If desired, you may select DISA (Direct Inward Station Access) for answering incoming calls.

This feature is also called Auto-Attendant mode. In this mode, the IPS will answer (Day and / or Night) and prompt the incoming caller to enter the digits or code of the desired extension or department that they wish to speak with. It is suggested that you read more about DISA on page 37 and 50 before selecting this feature so as to better understand its function.

If you choose to use the line so that calls must be answered by an extension before the outside

line is seized, then you will need to enter the code for “No DISA”.

4. Does your CO line accept tone (DTMF) or pulse (rotary) dialing ?

Some older Central Ofﬁ ce switches can interpret only pulse or rotary dialing. Most newer

Central Ofﬁ ce lines can accept tone or DTMF (Dual-Tone Multi-Frequency) dialing. The IPS will need to know how it should dial digits when it is dialing a speed dial number or redialing the last number dialed. See “Tone or Pulse Dialing Details” on page 65 for a complete discussion of the dialing mode.

5. Do you want to be able to send a “switch-hook” to the CO line ?

Some Central Ofﬁ ce features, such as Call Waiting, are enabled by sending a “Switch-hook”

or “Flash” to the Central Ofﬁ ce. Some Central Ofﬁ ce switches will reset the CO line and give a new dial tone in response to a Flash signal. If a new dial tone is given, the caller could bypass the Call Barring (Toll Restriction) protection as the system would not know that a new dial tone was received. If this is a consideration, you may wish to disable the sending of the “Switch-hook” signal to the CO line.

Central O ce Lines- Programming

Page 52

The system Flash signal is set at a default value of 480 ms. This default value should work

with most signaling requirement. If not, the timing duration of this signal may be changed to work with the requirements suggested by the Central Ofﬁ ce for the features that they may provide in your area. (see “Switch-hook (Flash) Timing”, page 94)

6. How do you want the incoming lines to ring ?

All incoming CO lines will ring into the system. This step is used to select the manner in

which you wish them to ring according to the use of the desired CO line. For each line, you can choose to conﬁ gure it to handle incoming calls according to the Standard Incoming Line conﬁ guration or you can conﬁ gure it to be a Private Incoming Line.

7. Do you want the unit to automatically detect incoming FAXes ?

Each CO line can have an assigned FAX extension to allow the system to automatically

direct an incoming fax (when the fax tone is detected) to an extension where a fax machine is connected. The CO line must be in the DISA mode to allow automatic FAX detection.

Dialing “9” To Access Outside Lines

The system is preset so that users dial “9” to access an outside line and dial “0” to make an

intercom call to the Operator. You may want to change the “9” to a “0” if this is the standard in your area.

Note: If you conﬁ gure the system so that “0” accesses an outside line, “9” will then directly dial the

operator. If “9” is the number for outside line access, then “0” will dial the operator.

7801

To access an outside line by dialing “0”:

In the programming mode, lift the handset, enter “7801”. Pause for conﬁ rmation tone. Hang up or continue programming.

To access an outside line by dialing “9”:

In the programming mode, lift the handset, enter “7800”. Pause for conﬁ rmation tone. Hang up or continue programming.

7800

Central O ce Lines- Programming

Chapter 3 - Functions Of IPS System

Page 53

Programming Outside Lines

Each outside line must be programmed separately. The programming procedure is quite simple if

you take it step-by-step. First, decide on the codes you want to enter for each line. Write the code for each of your choices in the table provided on the next page. Then program one line at a time. The default settings are marked with an asterisk (*).

739

1. In the programming mode, lift the handset and dial “739”.

2. Enter the line number (1 to 4).

(For IPS 308 model, 1 to 3.)

3. Enter the code for enabling the CO line and for Auto-Attendant

(or DISA) operation.

* 0 No DISA 1 DISA in day mode only 2 DISA in night mode only 3 DISA always 4 Disable this CO line

4. Enter the code for the desired dialing mode and switch-hook (ﬂ ashing)

capability.

0 Pulse dialing, switch-hook not allowed. 2 Tone (DTMF) dialing, switch-hook not allowed. 4 Pulse dialing, switch-hook allowed. * 6 Tone (DTMF) dialing, switch-hook allowed.

Central O ce Lines- Programming

Chapter 3 - Functions Of IPS System

Page 54

To keep a record of the programming of the outside lines, enter the following:

Enter Enter Step 3 Step 4 Step 5 FAX Pause “739” Line # Code Code Code Extn.

739 1 Pause 739 2 Pause 739 3 Pause 739 4 Pause

5. Enter the code for the desired incoming ringing mode.

4 Private Incoming Line always. 1 Standard Incoming Line in daytime. Private Incoming Line at night. 2 Standard Incoming Line at night. Private Incoming Line in

daytime.

* 3 Standard Incoming Line always.

6. Enter the 2-digit F AX extension (“00” to “15”) used for automatic FAX

detection.

(If automatic FAX detection is not used on this line, hang up.)

7. Pause for conﬁ rmation tone. Hang up or continue programming.

Central O ce Lines- Programming

Chapter 3 - Functions Of IPS System

Page 55

Auto-Attendant (DISA) Feature

About DISA And Direct Caller Access To Extensions

Enabling the Auto-Attendant or DISA (Direct Inward Station Access) feature for outside lines allows incoming callers to connect themselves directly to an extension. The optional Voice Announcement module can be enabled to lead the caller through options for reaching individual extensions. The IPS can also be programmed to listen for an incoming fax tone and route the call directly to the extension where the fax machine is located.

Setting DISA as enabled or disabled is done as part of setting the command sequence for “Programming Outside Lines” (see page

48). This is done separately for each line. You have the option of enabling DISA at all times, during regular business hours (Day Mode), or after regular business hours (Night Mode).

In the IPS, there is only one Voice Announcement module and one circuit to collect the digits coming from the outside caller when the call is answered in the DISA mode. If two incoming calls are received at the same time and both outside lines operate in the DISA mode, the second incoming call will continue to ring and will not be answered until after the caller on the ﬁ rst line has made their DISA selection.

After the IPS answers the incoming call and the optional voice announcement module is playing the recorded message, the incoming caller can dial:

‘0’: to call the Operator.

‘1xx’: to ring extension “1xx” where “xx” is the extension number (“00” to “99”) assigned using the Conﬁ gure Extension command (see page 3

2).

‘2’, ‘3’, ‘4’, or ‘5’: to ring the ﬁ rst available extension in Hunt Group 2, 3, 4, or 5 (see page 61).

‘6’ or ‘7’: to invoke the DOSA feature (see page

59).

Auto-Attendant (DISA) Feature

Page 56

Recording A V oice Announcement

This command allows you to record an announcement to greet callers. The recording can be made only from extension #15 (or #07 for IPS 308). (See “Designate An Extension For System

Manager” on page

24 if you need to change the programming extension to 15)

Time the length of your spoken announcement before recording it. If you want to record a very short announcement, you can enter the digit ‘0’ at the end of your message which will cause the IPS to ring the Operator.

Sample Announcement

“Hello, you have reached XYZ Corporation. To send a fax, press the start button on your fax machine at anytime. If you are calling from a touch-tone phone, you may enter the extension number of your desired party at any time. Press ‘2’ to place an order. Press ‘3’ for customer service. Press ‘0’ to reach the operator. Press ‘106’ for accounting. Thank you.”

728

1. In the programming mode, enter “728”. Pause for the conﬁ rmation tone.

2. Record your announcement by speaking into the handset. When you

have ﬁ nished speaking, keep the phone off the hook until you hear a conﬁ rmation tone. This marks the end of the 20 seconds available. (If the tone cuts you off, re-enter “728” and record a shorter announcement.)

3. Hang up or continue with programming.

Auto-Attendant (DISA) Feature

Chapter 3 - Functions Of IPS System

Page 57

Enabling The Voice Announcement

For an outside line operating in the DISA mode, the voice announcement module may be enabled or disabled. Some hardware models do not have the voice announce module. This parameter must be enabled to allow the IPS to play the voice announcement. If the voice announcement module is not enabled, the incoming caller will hear silence after the IPS answers the call in the DISA mode.

7806

7807

To enable the Voice Announcement Module:

In the programming mode, lift the handset, enter “7806”. Pause for conﬁ rmation tone.

To disable the Voice Announcement Module:

In the programming mode, lift the handset, enter “7807”. Pause for conﬁ rmation tone.

Setting The Length Of The DISA Input Time

The length of the Voice Announcement recording is ﬁ xed at 20 seconds. The length of time that the system waits for the incoming caller to make a choice can be set at 25 seconds or 75 seconds if the Voice Announcement module is enabled or it can be set at 6 seconds or 12 seconds if the voice announcement module is not enabled.

To set the DISA input time at 75 seconds or 12 seconds:

In the programming mode, lift the handset, enter “7812”. Pause for conﬁ rmation tone.

To set the DISA input time at 25 seconds or 6 seconds:

In the programming mode, lift the handset, enter “7813”. Pause for conﬁ rmation tone.

7812

7813

Auto-Attendant (DISA) Feature

Chapter 3 - Functions Of IPS System

Page 58

What Happens After The DISA Entry

After the incoming caller has entered their selection on an incoming line operating in the AutoAttendant (or DISA) mode, the IPS will start ringing at an extension. While the extension is ringing, the caller will either hear a ringback tone or the Music On Hold input.

7808

To enable the Music On Hold input after DISA input:

In the programming mode, lift the handset, enter “7808”. Pause for conﬁ rmation tone.

To enable the ringback tone after DISA input:

In the programming mode, lift the handset, enter “7809”. Pause for conﬁ rmation tone.

7809

If the caller speciﬁ es an extension which is not available, they will hear a short busy signal. Then the call will ring at the ﬁ rst available extension in the appropriate incoming call group if the outside line is conﬁ gured to be a Private Incoming Line or it will ring as a Standard Incoming Line if it is conﬁ gured.

If the DISA call is directed to an extension which does not answer after 5 to 50 seconds, the call will transfer to the operator (see “Rollover After Call to Extension” on pag

e 99). If the operator does not answer after 5 to 60 seconds, the call will transfer to an available Rollover Extension (see “Rollover On Standard Incoming Calls Timing” on pag

e 98).

Any external music source can be used to connect Music On Hold to the IPS system. You will need to plug your music source unit into the RCA jack labeled “External Music” on the IPS. The IPS system has an internal computer-generated music melody source which is disabled when the RCA mini plug is inserted into the “External Music” jack. This music signal is heard by the incoming caller when they are placed on hold.

Auto-Attendant (DISA) Feature

Chapter 3 - Functions Of IPS System

Page 59

What Happens If There Is No DISA Entry

If an outside line answers in the Auto-Attendant (or DISA) mode and the caller does not enter any DTMF digits and no fax tone is detected, the IPS can transfer the call to either the operator or to the designated fax machine. You should choose for these calls to go to the FAX extension if this outside line is used mostly for receiving faxes. This is helpful since some fax machines do not send the calling tone until after the called fax machine answers and thus the IPS cannot detect the incoming fax tone.

You should choose for these calls to go to the “Operator” if the outside line is used mostly for voice callers. A caller using a pulse dial telephone would not be able to enter any DTMF digits and you would want this call be directed to the operator. (If the outside line is set to ring according to the Standard Incoming Line deﬁ nition, the “Operator” setting here will cause these calls to ring extension(s) according to that deﬁ nition. If the outside line is conﬁ gured as a Private Incoming Line, the “Operator” setting will cause these calls to ring at the ﬁ rst available extension in the private incoming call list for that outside line.)

To ring the operator if there is no DISA entry:

In the programming mode, lift the handset, enter “7856”. Pause for conﬁ rmation tone.

To ring the FAX extension if there is no DISA entry:

In the programming mode, lift the handset, enter “7857”. Pause for conﬁ rmation tone.

7856

7857

One option for a line which is to be used mostly for fax reception might be to program the outside line to operate in the DISA mode during the day time with this parameter set to send calls with no DTMF or FAX input to the operator. During the day time, the operator would hear either silence or a fax tone and manually transfer the call to the FAX extension. In the night mode, the outside line could be conﬁ gured to be a Private Incoming Line, ringing only at the FAX extension.

Auto-Attendant (DISA) Feature

Chapter 3 - Functions Of IPS System

Page 60

Multiple Fax Extensions

If a fax tone is detected on an incoming DISA call, the IPS would normally try to transfer the call only to the fax station associated with that outside line. In installations where you have more than one extension with a fax machine, this parameter allows the call to be transferred to the Fax extension assigned to any of the CO lines. This reduces the likelihood that an incoming fax call will not have an available FAX extension to which it can be transferred.

7858

To allow a fax detected on an outside line to ring at a FAX extension

assigned to a different outside line:

In the programming mode, lift the handset, enter “7858”. Pause for conﬁ rmation tone.

T o allow a fax detected on an outside line to only ring at the F AX extension

assigned to that outside line:

In the programming mode, lift the handset, enter “7859”. Pause for conﬁ rmation tone.

7859

If an incoming fax is detected but there is not an available FAX extension, the call will ring at

the operator.

Auto-Attendant (DISA) Feature

Chapter 3 - Functions Of IPS System

Page 61

Central Ofﬁ ce Lines – Outgoing Calls

About Outgoing Call Groups

The purpose of the Outgoing Call Groups is to provide the optimal management of outgoing calls, giving maximum outside line access to the users and extensions that need them most. The system has the capability to deﬁ ne up to 4 Outgoing Call Groups. Each group is a list of outside lines and every extension is assigned to one of these four groups. When the extension dials ‘9’ (or ‘0’) to make an outside call, the system uses the list to ﬁ nd the ﬁ rst available CO line.

Example: An ofﬁ ce with 4 outside phone lines, a fax machine, 10 employees in two departments, and one top executive might create the following trunk groups:

FAX Group You may prefer that the FAX extension use only a certain outgoing line. You

could create an Outgoing Call Group which contains the preferred outside line ﬁ rst with other lines also available.

If you have an outside line dedicated solely for the use of the fax machine and

you do not want anyone to make voice calls on this line, you may want to connect the fax machine directly to the outside line, bypassing the system.

Sales Group All extensions assigned to the sales staff might have access to all of the lines.

This provides them with maximum access to lines on which to make sales calls – which is good for business!

Tech Group If this group needs to make fewer calls, they might be linked with only one or two

outside lines, keeping the rest free for sales calls.

Executive Optionally, the executive may want a dedicated phone line for their extension,

so that they always have a line available and can have a private number. The disadvantage would be that other extensions are left with one less line for outgoing calls.

Central O ce Lines- Outgoing Calls

Page 62

1. In the programming mode, enter “73”.

2. Enter the code for the Outgoing Call Group being created:

4 Outgoing Call Group #1 5 Outgoing Call Group #2 6 Outgoing Call Group #3 7 Outgoing Call Group #4

If you do not want any outside lines in this Outgoing Call Group, hang up.

3. Enter the line numbers of the outside phone lines(s) that are part of this

Outgoing Call Group. Enter one to four entries.

1 Outside Line #1 2 Outside Line #2 3 Outside Line #3 4 Outside Line #4 (IPS 416 model only)

4. Hang up

Hanging up is necessary if fewer than 4 outside lines were entered.

Deﬁ ning Outgoing Call Groups

You can deﬁ ne up to 4 Outgoing Call Groups. Each group can include from none to 4 (3 for IPS 308 model) outside lines. Each outside line can be included in more than one trunk group. The order in which the line numbers are entered (in Step 3) will determine the order in which the system searches them for availability when an extension dials ‘9’ (or ‘0’) to connect to an outside line. If you want a certain line to be tied up the least (i.e., the fax line) but still available for outside calls, enter it last.

Central O ce Lines- Outgoing Calls

Chapter 3 - Functions Of IPS System

Page 63

738

1. In the programming mode, enter “738”.

2. Enter the 2-digit extension number (“00” to “15”).

3. Enter the number of the Outgoing Call Group (“1” to “4”) to which this

extension is assigned.

4. Pause for conﬁ rmation tone. Hang up or continue programming.

Assigning Extensions To An Outgoing Call Group

This feature links each extension to a speciﬁ c Outgoing Call Group. It thereby deﬁ nes which outside phone line(s) the extension can use. Any number of extensions can be assigned to a given group. This command must be repeated separately for each extension.

You could assign an extension to an Outgoing Call Group containing no outside lines which would prohibit the extension from placing any outgoing calls.

With default settings, Outgoing Call Groups #1 and #4 contain CO lines #1, #2, #3 and #4 in the order. Outgoing Call Groups #2 and #3 contain no CO lines. All extensions are assigned to use Outgoing Call Group #1.

Central O ce Lines- Outgoing Calls

Chapter 3 - Functions Of IPS System

Page 64

Direct Outward Station Access (DOSA) allows an incoming caller to enter a password and be connected to a different outside line within the system and make an outgoing call. The original incoming call must be directed to a CO line which is programmed to operate in the DISA mode (See “Choices In Conﬁ guring Central Ofﬁ ce (CO) Lines” on page 46).

After the system answers the incoming call in the DISA mode, the caller should dial a “6” or a “7”, followed by the 6-digit DOSA password. If the password entered matches the password stored in memory, a connection will be made to the ﬁ rst available CO line listed in Outgoing Call Group #4 (See “Deﬁ ning Outgoing Call Groups” on page 57).

If the incoming caller entered a “6”, the system must detect a DTMF digit within 35 seconds in order to allow the connection to continue. If no digit is detected after 20 seconds, a beep tone will be heard. When a digit is entered the beep tone will cease. Thereafter the beep tone will be heard every 4 minutes and a DTMF digit must be entered within 15 seconds to continue the call. This will prevent the situation where the incoming caller hangs up and the system is connected to the CO line indeﬁ nitely. In all cases, the call will be terminated in 15 minutes or when a Clear Forwarding / Polarity Reversal signal is detected, if enabled.

If the incoming caller entered a “7” followed by the 6-digit password, the operation is exactly the same as for a “6” except there will be no prompts for DTMF digits. This can facilitate fax and data transfers via DOSA since it would be impossible to enter a DTMF digit during data transmission. The “6” entry is still preferred for voice conversation so that the CO line can be released in a short time after the conversation has ended.

If the outgoing CO line (to which DOSA is connected) is conﬁ gured for pulse dialing, any digits entered by the caller will also be output as pulses. This conversion of DTMF to pulses will continue until either a “*” or “#” digit is entered. Thus the “*” or “#” are the preferred entry when responding to the disconnect warning signal so that there will not be any pulses output on the CO line.

Direct Outward Station Access (DOSA)

Page 65

7834

To enable DOSA:

In the programming mode, enter “7834”. Pause for conﬁ rmation tone.

To disable DOSA:

In the programming mode, enter “7835”. Pause for conﬁ rmation tone.

Enable Direct Outward Station Access (DOSA)

The DOSA function must be enabled by the System Manager to allow an incoming caller to enter a password and be connected to a different CO line to make an outgoing call.

Entering The DOSA Password

The DOSA password must be speciﬁ ed using this command.

Enter password:

1. In the programming mode, enter “764”.

2. Enter a 6-digit password.

Pause for conﬁ rmation tone.

7835

764

“Password”

Direct Outward Station Access (DOSA)

Chapter 3 - Functions Of IPS System

Page 66

Four separate Hunt Groups can be implemented, allowing a person to dial a number which will ring at the ﬁ rst available extension of that group. This can be used for intercom calls or for incoming DISA calls where the incoming caller can be prompted to “press 3 for sales, press 4 for technical support, etc.”. There are four groups named as Hunt Group #2, #3, #4, and #5 and each Hunt Group can contain 4 extensions. The Hunt Groups are accessed as follows:

To call an For intercom calls or to For an incoming extension in: transfer an outside line: DISA caller:

Hunt Group #2 dial “ 122 ” dial “ 2 ” Hunt Group #3 dial “ 133 ” dial “ 3 ” Hunt Group #4 dial “ 144 ” dial “ 4 ” Hunt Group #5 dial “ 155 ” dial “ 5 ”

If an extension in a Hunt Group desires not to receive calls temporarily, then they may forward their calls to another extension or to a different Hunt Group. If an extension in a Hunt Group desires not to receive calls for a period of time (i.e. out of the ofﬁ ce or vacation), then that extension should enter the Do Not Disturb mode.

To Enable The Use Of The Four Different Hunt Groups

Hunt Groups must be enabled so that the Hunt Group codes will be recognized by the unit.

Hunt Groups

7854

To enable Hunt Groups:

In the programming mode, enter “7854”. Pause for the conﬁ rmation tone.

To disable Hunt Groups:

In the programming mode, enter “7855”. Pause for the conﬁ rmation tone.

7855

Hunt Groups

Page 67

795

1. In the programming mode, enter “795”.

2. You must assign 4 extensions per Hunt Group. Enter the 2-digit

extension numbers (“00” to “15”) of the 4 extensions that will be in Hunt Group #2.

3. Repeat Step 2 for extensions in Hunt Groups #3, #4 and #5.

Pause for conﬁ rmation tone.

Assigning Extensions To The Hunt Groups

This command allows you to specify the extensions in each of the Hunt Groups.

NOTE: If it is desired to have fewer than 4 extensions in any group, the number of one of the extension

members should be repeated more than once to ﬁ ll all four places in the group list.

It is recommended that all four of the Hunt Group Lists be ﬁ lled. This would prevent an incoming caller from accessing a vacant group if they dialed the wrong Hunt Group number. If only using two groups, then it may be best that the other two group extensions be entered as “00” (Operator) or another extension that you wish to answer the calls.

The following table gives an example of how to use this command.

First dial “795”

• then dial “01 03 04 11” Hunt Group #2: Extension #1, #3, #4, #11

• then dial “05 06 06 06” Hunt Group #3: Extension #5, #6

• then dial “12 13 14 14” Hunt Group #4: Extension #12, #13, #14

• then dial “00 00 00 00” Hunt Group #5: Extension #0

• then pause for the conﬁ rmation tone.

Keep a record of your Hunt Groups in the following table:

First dial “795”, then

Hunt Group #2:

Hunt Group #3:

Hunt Group #4:

Hunt Group #5:

Hunt Groups

Chapter 3 - Functions Of IPS System

Page 68

Automatic Day / Night Mode Switching

The operator extension can manually switch the system into Night mode by dialing “56” or into the Day mode by dialing “57”. This command is only valid if issued from the Day mode operator extension (see “The Standard Incoming List” on page

40). It is also possible for the system to

automatically switch from one mode to another at certain times of the day.

Day And Night Modes

7826

To enable automatic switching between modes:

In the programming mode, enter “7826”. Pause for the conﬁ rmation tone.

To disable automatic switching between modes:

In the programming mode, enter “7827”. Pause for the conﬁ rmation tone.

7827

If this automatic switching option is desired, the System Manager would need to inform the daytime operator of feature commands “56” and “57”, plus the feature functions.

The IPS can be programmed to refrain from automatically switching into the Day mode on days deﬁ ned as weekends (Friday, Saturday, and/or Sunday). There may be times you want to temporarily disable automatic switching into the Day mode on other days due to holidays and long weekends. You can enter the manual switching commands (“56” and “57” from the Day mode Operator’s extension) which disables automatic switching. At a later time you can re-enable automatic switching to return to your normal schedule.

Day And Night Modes

Page 69

1. In the programming mode, enter “794”.

2. Enter the desired 4 digits to specify the hour (“00” to “23”) and the

minutes (“00” to “59”) at which the system switches into the Night mode.

3. Enter the digit that speciﬁ es the weekend day/days during which

automatic switching into the day mode is enabled.

0 Disable switching into Day mode on Friday, Saturday and Sunday. 1 Enable Day mode on Sunday only. 2 Enable Day mode on Saturday only. 3 Enable Day mode on Sunday and Saturday only. * 4 Enable Day mode on Friday only. 5 Enable Day mode on Friday and Sunday. 6 Enable Day mode on Friday and Saturday only. 7 Enable Day mode on Friday, Saturday and Sunday only.

4. Pause for conﬁ rmation tone.

Hang up or continue programming.

If Automatic Day/Night Switching is enabled, the IPS will automatically determine (upon power up or Switching time changes) whether it should be in the Day or Night mode. For proper operation, it is necessary that the time speciﬁ ed for switching into the Day mode must be earlier in the day than the time speciﬁ ed for switching into the Night mode. Otherwise, improper operation will result.

If the Operator enters the “56” or “57” command to manually change the operating mode, automatic switching will be disabled and must be re-enabled by the System Manager (if desired) by entering the “7826” command from the System Manager’s extension.

Automatic Day / Night Mode Switching Times

When the automatic Day/Night switching is enabled, the command to specify the switching times are as follows:

794

Day And Night Modes

Chapter 3 - Functions Of IPS System

Page 70

Tone or Pulse Dialing Details

Each outside line can be set in the programming command to be a default tone (DTMF) or rotary (pulse) dialing type. During speed dialing or redialing, digits will always be output in the tone mode if the outside line is set to tone. If the outside line is programmed to dial in the pulse mode, digits will be output as dial pulses until a star (‘*’) or a pound (‘#’) is encountered. Dialing will then switch to the tone mode. The initial ‘*’ or ‘#’ digit will not be sent to the outside line.

In a simple connection from an extension to an outside line, extensions with ordinary phones are treated differently than extensions with key telephones. An ordinary phone can send either DTMF tones or pulses to the IPS. If the outside line is conﬁ gured for tone dialing, the DTMF digits from the phone simply pass through the IPS to the outside line. If the phone sends pulses, the IPS will receive the entire digit and then output digit pulses onto the outside line using the pulse mode timing programmed by the System Manager (see “Pulse Dialing Timing”, p

age 96). Note that

when an extension invokes the Last Number Redial command, the IPS will output DTM

F tones since the outside line is conﬁ gured for tone mode dialing, even if extension originally dialed the number using pulse dialing.

If the outside line is conﬁ gured for pulse dialing, the IPS can receive dial pulses from an ordinary phone and will receive each entire digit and then output digit pulses onto the outside line. If the phone is sending DTMF digits, the IPS will receive the DTMF digits and send dial pulses to the outside line. Note that the DTMF tones sent from the phone will be passed through to the outside line even though the IPS will also send dial pulses. The IPS will convert the DTMF tones into dial pulses until a ‘*’ or a ‘#’ digit is encountered which will disable pulses from being sent to the outside line for the duration of the call.

For extensions connected to key telephones, each key telephone has a TONE/PULSE key which causes a light on the phone to be lit if the phone is in the pulse mode. In the pulse mode, digits pressed are sent to the IPS in computer code and the IPS will send the equivalent dial pulses to the outside line. Thus, unlike with an ordinary phone, DTMF tones are not passed through to the outside line before the dial pulses are sent. In the tone mode, the phone sends the DTMF tones which are simply passed through the unit to the outside line. Note that the default dialing mode set for the outside line only affects speed dialing and redialing operations. If a key telephone sends a DTMF tone to an outside line which is conﬁ gured to operate in the pulse mode, the IPS will only pass the DTMF digit dialed and will not end dial pulses. The PAUSE key on the key telephone can be pressed during dialing which will insert a 2-second pause during a subsequent Last Number Redial.

Central Ofﬁ ce Lines – Advanced Topics

Central O ce Lines – Advanced Topics

Page 71

Disconnect Supervision: Polarity Reversal / Clear Forwarding

Some Central Ofﬁ ce switches signal the unit when the remote party in an outside call has disconnected from the line. For example, if an outside call is placed on hold and during that time the outside party hangs up, the system will know to release the line. The IPS supports two types of signaling. With Clear Forward signaling, the Central Ofﬁ ce removes the battery feed from the Tips and Ring lines to signal that the remote party has disconnected. With Polarity Reversal signaling, the Central ofﬁ ce reverses the polarity of the Tip and Ring signals to inform the unit when a connection has been completed and when it has been disconnected. If a disconnect signal is detected during an outside line conversation, the extension hears special tone (on for 1 second, then 2 brief beeps, then the system dial tone) to indicate that the call has been disconnected.

If you are being inappropriately disconnected from outside calls, disable both of these parameters.

7844

To enable Polarity Reversal detection:

In programming mode, enter “7844”. Pause for conﬁ rmation tone. Hang up or continue with programming.

To disable Polarity Reversal detection:

In programming mode, enter “7845”. Pause for conﬁ rmation tone. Hang up or continue with programming.

7845

When Polarity Reversal detection is enabled, the IPS software will only store the details of an outgoing call into Call History memory if the ﬁ rst polarity reversal is received, indicating that the connection to the called party is made. Thus if an outgoing call is made and the called phone rings for longer than 20 seconds but never answers, the call is not recorded.

7820

To enable Clear Forward Detection

In programming mode, enter “7820”. Pause for conﬁ rmation tone. Hang up or continue with programming..

Central O ce Lines – Advanced Topics

Chapter 3 - Functions Of IPS System

Page 72

To disable Clear Forward Detection:

In programming mode, enter “7821”. Pause for conﬁ rmation tone. Hang up or continue with programming.

7821

There are 4 DIP switches on the Trunk Board of the IPS 416 (or 3 DIP switches on the main board of the IPS 308) which must be set in the “Up” or “Off” position to allow Polarity Reversal to be detected or in the “Down” or “On” position to allow Clear Forwarding to be detected.

If the DIP switches on the Trunk Board are set differently from the system software setting, improper operation will result.

If the System Manager inadvertently conﬁ gures the system to detect both the Polarity Reversal and the Clear Forwarding signals, the system software will look only for the Polarity Reversal signal.

Metering Pulse Detection

Some Central Ofﬁ ce switches send 12 KHz or 16 KHz metering pulses to indicate to the system that a unit of connection time has been used. These pulses can be counted by the IPS and appear as part of the Call History record output. If your unit is equipped with the metering pulse detection hardware, this command will enable the detection of the metering pulses.

To enable metering:

In programming mode, enter “7816”. Pause for conﬁ rmation tone. Hang up or continue with programming.

To disable metering:

In programming mode, enter “7817”. Pause for conﬁ rmation tone. Hang up or continue with programming.

7816

7817

Central O ce Lines – Advanced Topics

Chapter 3 - Functions Of IPS System

Page 73

Metering Pulse Frequency

If metering is enabled, you must select either 12 KHz or 16 KHz as the frequency to be detected.

7818

To select 16 KHz as the metering frequency:

In programming mode, enter “7818”. Pause for conﬁ rmation tone. Hang up or continue with programming.

To select 12 KHz as the metering frequency:

In programming mode, enter “7819”. Pause for conﬁ rmation tone. Hang up or continue with programming.

7819

Caller ID

If your IPS is equipped with the optional Caller ID feature, this parameter should be enabled to allow IPS to capture the Caller ID data sent by the Central Ofﬁ ce switch between the ﬁ rst and second ring of any incoming call. This information will be output on the RS232C port of the system to a computer equipped with appropriate translation and display software. The RS232C port must be in the “Features Mode” to allow the information to be output normally or in the “System Mode” to allow the information to be transmitted via the CAT interface if your IPS is equipped with the CAT version of the software (see “RS232C Port – Choosing The Operating Mode”, page 89 and “Computer Aided Telephony (CAT) Software”, page

91).

7828

To enable Caller ID detection:

In the programming mode, enter “7828”. Pause for conﬁ rmation tone. Hang up or continue with programming.

To disable Caller ID detection:

In the programming mode, enter “7829”. Pause for conﬁ rmation tone. Hang up or continue with programming.

7829

Central O ce Lines – Advanced Topics

Chapter 3 - Functions Of IPS System

Page 74

It is also possible to display the Caller ID information on the LCD screen of the key telephones. The IVT-16 series of key telephones can display both the name and number.

In some ofﬁ ce situations, it may not be desirable to allow all key telephones to display and keep a record of the Caller ID information describing the name and number of incoming callers. A new parameter has been added to instruct the IVT-16D key telephone as to whether it will display the Caller ID information as it is sent from the Central Ofﬁ ce and keep a Caller ID history in memory. (See “Programming The Extensions”, page

32)

IVT-16 key telephones which are not given this privilege will still be able to display the Caller ID information for any call which is transferred to the key telephone while the call is in progress. After the key telephone is no longer connected to the outside line, the Caller ID information is lost from that phone. Be aware that this parameter setting is sent to the key telephone only when the key telephone is ﬁ rst plugged into the IPS system. Thus, the key telephone should be unplugged from the system and then reconnected for a “Display Caller ID” programming change to take effect.

Central O ce Lines – Advanced Topics

Chapter 3 - Functions Of IPS System

Page 75

Rollover Extensions – Advanced Topics

Any number of extensions can be conﬁ gured to be a Rollover Extension. These extensions have special properties. Generally, calls directed to extensions which are busy or do not answer will be directed to an available Rollover Extension. Typically, extensions connected to a Voice Mail unit or to an answering machine would be designated as Rollover Extensions though it is possible to conﬁ gure any extension to be a Rollover Extension. It is also possible to assign an Exclusive Answering Machine to an extension. When the IPS wants to ring an available Rollover Extension (due to the conditions listed below), it will ﬁ rst check to see if there is an Exclusive Answering Machine available for the extension.

The IPS will ring an available Rollover Extension or Exclusive Answering Machine when:

• An incoming call has been ringing for greater than a specify amount of time (5 to 60 seconds).

See “Rollover On Standard Incoming Calls Timing”, page

98.

• The MSG button on a key telephone is pressed (if Voice Mail is enabled).

• An intercom call was attempted to an extension which is in the Do Not Disturb mode (if

Rollover on Intercom Calls is set), see “Rollover of Intercom Calls”, page

71.

• An intercom call was attempted to an extension connected to an ordinary phone which is busy

(if Rollover on Intercom Calls is set).

• An intercom call was attempted to an extension connected to a busy key telephone or to any

phone which does not answer within ﬁ ve rings (if Rollover on Intercom Calls is set).

• An outside line has been blind transferred to an extension which does not answer or parked at

an extension which does not answer (provided the “Transfer to operator / Rollover Extension” parameter speciﬁ cs Rollover Extension).

• After the operator is rung and does not answer after a call left on hold for too long rings at the

Operator, see “Rollover On Standard Incoming Calls Timing”, page

98.

When the IPS is looking for a Rollover Extension, it checks the extensions in the order of physical extension #00 to extension #15 to ﬁ nd an extension which is both available and designated to be a Rollover Extension.

Exclusive Answering Machine Privilege

The Rollover Extensions feature allows you to specify which extension(s) will be rung when a call is directed to an extension which is busy or does not answer. More than one extension can be speciﬁ ed as a Rollover Extension so that a multi-channel Voice Mail unit can be attached to the IPS.

In some installations, it may be desirable to give separate answering machines to certain people to allow messages intended for them to be stored and retrieved independently. This may now be done as part of the “Programming the Extensions” command (see “Programming The Extensions”, page

32).

Rollover Extensions – Advanced Topics

Page 76

When an extension is enabled to have the Exclusive Answering Machine privilege, the next numerical extension will be used as the Answering Machine extension. For example, if physical extension #05 is enabled for this feature, calls directed to extension #05 will ring at extension #06 if extension #05 is busy or does not answer. If extension #06 (the answering machine) also happened to be busy, the IPS would look for an available Rollover Extension. Please note that calls may not be forwarded from the answering machine extension (in this case extension #06) to a different extension.

In order to use this feature, the System Manager must correctly assign the extensions such that a person’s answering machine is assigned to be the extension immediately after that person’s phone extension.

Some answering machines will not respond to an incoming ring if the length of the ringing signal is too short. Therefore, it is advisable to set the distinctive ringing feature for the answering machine extension to have the IPS give the longest possible ringing signal. This can be done by attaching a single-line telephone to the answering machine extension and dialing “4711” at the IPS dial tone.

Rollover Of Intercom Calls

You can specify when and how the Rollover Extension are to be used. In most installations, the Rollover Extension are used to take outside calls which are not answered by the desired extension. If this parameter is set, the IPS will also cause unanswered intercom calls to be directed to the Rollover Extensions. This will occur if an intercom call is made to (1) an extension which is in the Do Not Disturb mode, (2) an extension connected to an ordinary phone which is busy, (3) an extension which does not answer after 20 seconds, or (4) an extension connected to a key telephone which is busy and does not answer the intercom call with 20 seconds.

For unanswered intercom calls to transfer to a Rollover Extension:

In the programming mode, lift the handset and enter “7803”. Pause for conﬁ rmation tone.

For unanswered intercom calls to continue ringing at the dialed extension:

In the programming mode, lift the handset and enter “7802”. Pause for conﬁ rmation tone.

7803

7802

Rollover Extensions – Advanced Topics

Chapter 3 - Functions Of IPS System

Page 77

Rollover Of Unattached Calls

Certain outside calls which are “forgotten” can be programmed to ring at either the operator or an available Rollover Extension. The types of calls affected by this setting are:

• Blind transfers to an extension which does not answer within 5 to 50 seconds (see “Rollover

After Call To Extension”, page

99).

• Calls parked at a busy extension for too long (see “Reminder Feature Timing”, page

95).

• Incoming DISA calls directed to a busy extension.

• Incoming DISA calls directed to an extension which does not answer.

7804

To transfer unattached calls to an available Rollover Extension:

At the System Manager’s extension, lift the handset and enter “7804”. Pause for conﬁ rmation tone.

To transfer unattached calls to the operator:

At the System Manager’s extension, lift the handset and enter “7805”. Pause for conﬁ rmation tone.

7805

Voice Mail Unit Interface

A Voice Mail unit can be attached to the Rollover Extension(s) of your IPS system. It will have a voice announcement to enable callers to your business to access employees and/or their voice mailboxes. Enabling this parameter allows information to be sent from the IPS to the Voice Mail unit to tell the original extension dialed that the Voice Mail unit can play the appropriate outgoing message. Also, this parameter allows the MSG key from a key telephone to be interpreted as a call to the Voice Mail unit.

7824

To enable operation with the Voice Mail unit:

At the System Manager’s extension, lift the handset and enter “7824”. Pause for conﬁ rmation tone.

To disable operation with the Voice Mail unit:

At the System Manager’s extension, lift the handset and enter “7825”. Pause for conﬁ rmation tone.

7825

Rollover Extensions – Advanced Topics

Chapter 3 - Functions Of IPS System

Page 78

Simpliﬁ ed Voice Mail Interface

When the Voice Mail Unit Interface is enabled, the IPS will send DTMF (touch tone) digits to the Rollover Extension to inform the Voice Mail unit as to (1) the original extension dialed so that the Voice Mail unit can play the appropriate outgoing message, or (2) the extension dialing directly into the Voice Mail unit to retrieve their messages.

The Simpliﬁ ed Voice Mail Interface setting has been implemented to allow the IPS to easily interface with simpler voice mail and message storage devices. These devices typically accept only a single digit to direct the caller into one of the limited number of internal mailboxes. If “Voice Mail Unit Interface” is enabled and “Simpliﬁ ed Voice Mail Interface” is also enabled, the IPS will send only a single digit to the Rollover Extension. This digit will be the last digit in the extension’s physical number. Thus, a call intended for extension ‘104’ would cause a ‘4’ digit to be sent to the Rollover Extension. A call intended for extension ‘100’ would cause a ‘0’ digit to be sent to the Rollover Extension. A call intended for extension ‘110’ would also cause a ‘0’ digit to be sent to the Rollover Extension.

REMEMBER: Voice Mail must be enabled (“7824”) for this command to cause a single digit to be sent to the Rollover Extension.

To enable operation in the Simpliﬁ ed Voice Mail mode:

At the System Manager’s extension, lift the handset and enter “7862”. Pause for conﬁ rmation tone.

To enable operation in the Standard Voice Mail mode:

At the System Manager’s extension, lift the handset and enter “7863”. Pause for conﬁ rmation tone.

7862

7863

MSG Button On A Key Telephone

If the System Manager has enabled the Voice Mail setting, a person at a key telephone can press the MSG key and make an intercom call directly into a Rollover Extension. If the key telephone extension has Exclusive Answering machine privilege, pressing the MSG key causes an intercom call to be made to the answering machine extension associated with the extension.

Rollover Extensions – Advanced Topics

Chapter 3 - Functions Of IPS System

Page 79

Call Baring (Toll Restriction)

About Call Barring

The Call Barring (or Toll Restriction) feature lets you bar speciﬁ c extensions from calling certain types of phone numbers (or preﬁ xes). This feature is most commonly used to bar toll calls, i.e. long-distance, international, and/or 1-900 number calls. If this is not a concern in your ofﬁ ce, there is no need to program this feature.

When Call Barring is operating, the system consults a Call Barring Disallow Table of phone number (or preﬁ xes) each time a call is placed. It scans the table as each digit is entered. If a match with the Disallow Table is found, the call is denied. If no match is found, the call is permitted. Most commonly a Disallow Table will include the preﬁ xes “1” (long-distance calls) and “011” (overseas calls).

Exception to the Disallow Table are needed to allow users to call “1-800” numbers when all other numbers beginning with “1” are barred. In this case, you will need to create an Allow Table and enter the “1-800” preﬁ x. Similarly, you can enter any other “exceptions” to numbers barred such as out of town suppliers or clients. Because the system searches the Allow Table(s) ﬁ rst, the Disallow Table will not bar the call.

The system can store up to three call barring Allow Tables and three Disallow Tables. For most ofﬁ ces, one Disallow Table, or one per call group, is sufﬁ cient. But if you want to have a wide variety of restriction options, you can use up to three Disallow Tables and three Allow Tables.

Call Barring (Toll Restriction) Details

As an extension dials each digit, the IPS scans the complete sequence of digits dialed to check if the extension is barred from dialing the sequence. If the extension is restricted from dialing the number, the outside line is immediately released and the person at the extension will hear the fast error tone.

A special case can arise if an outgoing call is made from an unrestricted extension and then transferred to a restricted extension. If the extension were to dial another digit, the unit would normally examine the complete sequence of digits dialed and determine that the extension is not allowed to make the call. The extension would be disconnected from the outside line. A special provision has been made to the operation of the IPS such that it will not check the call barring restrictions on a transferred call, unless and until the extension ﬂ ashes, in order to place the call on hold or transfer the call. This allows the caller to enter additional digits (perhaps to a remote Voice Mail unit) without getting disconnected from the outside line.

Call Baring (Toll Restriction)

Page 80

A second special case can arise if the outside lines are conﬁ gured to allow a switch-hook (ﬂ ash) to be sent to the outside line. A switch-hook to an outside line may be needed to affect certain features like Call Waiting. However, some Central Ofﬁ ce switches may give a new dial tone in response to the switch-hook. In this case, the caller could possibly dial an allowed number, send the switch-hook, and then dial a restricted number. The IPS is only able to examine the digits dialed starting at the beginning of the sequence and the call would not be from being sent to an outside line. (see “Programming Outside Lines”, page

48)

Filling The Call Barring Allow And Disallow Tables

The system can store up to three call barring Allow Tables and three Disallow Tables. Each table has 10 slots (numbered 0 to 9). Each slot stores one phone number or preﬁ x. (See the sample table on following page)

You must program all 10 slots for the table to work. If a slot is to be left empty, you must still program it as an “empty” slot by simply hanging up, as described below. You can clear all slots of all tables by entering the “Clear Speed Dialing And Call Barring Tables” command on page

81.

To ﬁ ll a Call Barring Allow or Disallow Table:

1. In the programming mode, enter the code for the desired table:

720 Allow Table #1 721 Allow Table #2 722 Allow Table #3 723 Disallow Table #1 724 Disallow Table #2 725 Disallow Table #3

2. Enter the number (0 to 9) of the slot you want to program.

3. Enter the phone number or preﬁ x you are putting in that slot .

(maximum 12 digits)

If the slot is to be left empty, hang up.

4. Hang up

You must hang up after each slot for the programming to register.

720

Call Baring (Toll Restriction)

Chapter 3 - Functions Of IPS System

Page 81

Sample Disallow Table

Slot Preﬁ x or Number to Disallow

0 1 1 011 2 empty 3 empty 4 empty 5 empty 6 empty 7 empty 8 empty 9 empty

Sample Allow T able

Slot Preﬁ x or Number to Disallow

0 1800 1 empty 2 empty 3 empty 4 empty 5 empty 6 empty 7 empty 8 empty 9 empty

Assigning Extensions To T ables

Once you have generated your Call Barring Table(s), you need to assign each extension to a table. This is the step that bars speciﬁ c extensions from calling the numbers on the table(s). Any extension can be assigned to one or more tables. Extensions you do not wish to bar can be left unassigned.

1. In the programming mode, enter “726”. Then enter the 2-digit extension

number (“00” to “15”)

2. Assign the Allow Table(s) to this extension. Enter the 1-digit code from

the table:

Code Table Assigned 0 None 1 Allow Table #1 2 Allow Table #2 3 Allow Table #1 and #2 4 Allow Table #3 5 Allow Table #1 and #3 6 Allow Table #2 and #3 7 All three Allow tables

726

Call Baring (Toll Restriction)

Chapter 3 - Functions Of IPS System

Page 82

3. Assign the Disallow Table(s) to this extension.

Enter the 1-digit code from the above table:

Code Table Assigned 0 None 1 Disallow Table #1 2 Disallow Table #2 3 Disallow Table #1 and #2 4 Disallow Table #3 5 Disallow Table #1 and #3 6 Disallow Table #2 and #3 7 All three Disallow tables

4. Pause for the conﬁ rmation tone.

Hang up or continue with programming.

Password To Override Call Barring

This feature gives you the ﬂ exibility to allow extensions to override call barring (toll restrictions) for a single phone call. To override Call Barring, the user must be provided with a 6-digit password. This feature would most likely be used if a manager needs to make restricted calls from any telephone in the system. It is also possible to restrict all extensions and this requires password to be entered whenever a toll call is to be made.

To set the override Call Barring password:

1. In the programming mode, enter “763”.

2. Enter a 6-digit password. Pause for conﬁ rmation tone.

3. Hang up or continue with programming.

To use this password, from any extension dial ‘40’, followed by the 6digit password entered in this command. A conﬁ rmation tone will be given if the password is entered correctly. The extension can continue making unrestricted calls until it goes on hook for at least 2 seconds.

763

“Password”

Call Baring (Toll Restriction)

Chapter 3 - Functions Of IPS System

Page 83

Restrict Calls At Night

This setting will force all extensions to use Allow Table #3 and Disallow Table #3 when the IPS enters the Night mode (see “Automatic Day / Night Mode Switching”, page 63). Tables #3 would typically contain a very restrictive set of dialing sequences, perhaps allowing only local and emergency calls.

7830

To force all extensions to use restrictive call barring at night:

In the programming mode, enter “7830”. Pause for the conﬁ rmation tone.

To allow all extensions to use their normal call barring at night:

In the programming mode, enter “7831”. Pause for the conﬁ rmation tone

7831

Once this parameter causes an extension to use the restricted call barring tables, the individual extension password must be entered to remove the extension from the restricted mode. This password is entered by dialing ‘50’, followed by the 6-digit password which they have previously set. (The individual extension password is programmed by dialing “255” followed by the 6digit password and can only be entered while the extension is NOT in the restricted mode. The default value is “111 111”. When the IPS switches back into the Day mode, the extensions are not automatically removed from the restricted calling mode.

Additionally, individual extensions can dial a code (‘59’) which forces the extension to use the restrictive tables, perhaps when they leave the ofﬁ ce for lunch or at the end of the day. At a later time, the person at the extension can dial ‘50’, followed by the 6-digit password to allow the extension to use its normally assigned call barring tables.

Call Baring (Toll Restriction)

Chapter 3 - Functions Of IPS System

Page 84

This feature allows you to assign a 2-digit speed dial number for as many as 45 frequently called phone numbers. The assigned speed dial numbers can be used by everyone ofﬁ ce-wide. (The system also lets individual users program up to 4 speed dial numbers for their extensions only. See page 122 & 159 for more details.)

When a speed dial number is used, the system automatically accesses an outside line. This saves the step of dialing ‘9’. The speed numbers are used by dialing ‘2’, followed by the 2-digit speed dial number. From a key telephone, you can press the MEM button, followed by the 2-digit speed dial number.

Record your speed dial number assignments on the following page. You may want to provide everyone in the ofﬁ ce with a copy of this chart.

Assigning Speed Dial Numbers

To enter a speed dial number:

1. In the programming mode, lift the handset and enter “71”

2. Enter a 2-digit speed dial number (“06” to “50”)

3. Enter the phone number (up to 20 digits) that you are assigning

to the code.

To insert a two-second pause in the string of digits, switch-hook (or

press PAUSE from a key telephone)

4. Hang up

You must hang up after each number in order for the system to

store the number

Assigning Speed Dial Numbers

Page 85

Speed Dial # Assignment Speed Dial # Assignment

06 29

07 30

08 31

09 32

10 33

11 34

12 35

13 36

14 37

15 38

16 39

17 40

18 41

19 42

20 43

21 44

22 45

23 46

24 47

25 48

26 49

27 50

Assigning Speed Dial Numbers

Chapter 3 - Functions Of IPS System

Page 86

Clear Speed Dialing And Call Barring Tables

This command will erase all of the values in the global speed dialing table and all of the values in the Call Barring (Toll Restriction) tables. The speed dialing numbers assigned to individual extensions are not affected. This command also resets the individual extension Call Barring passwords to their default value (“111111”). (See page 117 & 154 for more information about individual call barring.)

In the programming mode, enter “7875”. Pause for the conﬁ rmation tone. Hang up or continue programming.

7875

Dial Tone Detection

Specially equipped versions of the IPS can be programmed to detect that a dial tone is present from the Central Ofﬁ ce before a speed dial or redial operation will start sending the digits to the Central Ofﬁ ce. When this command is disabled (default condition), the IPS will wait the amount of time set in the “Speed Dialing Delay Time” parameter before dialing the digits (see “Speed Dialing Delay Time”, page

100).

Dial Tone Detection will only operate on IPS units which contain the optional dial tone detection hardware.

To enable Dial Tone Detection for speed dialing and redialing:

At the System Manager’s extension, lift the handset and enter “7840”. Pause for conﬁ rmation tone.

To disable Dial Tone Detection and use the speed dial delay time:

At the System Manager’s extension, lift the handset and enter “7841”. Pause for conﬁ rmation tone.

7840

7841

Assigning Speed Dial Numbers

Chapter 3 - Functions Of IPS System

Page 87

The System Clock – Date And Time

The IPS contains an on-board clock which contains the date and time. The system records into Call History memory the details of an outgoing call which includes the date and time. The key telephone is also able to show the date and time on its display.

Setting The System Clock

Setting the “Clock” on your system allows it to correctly record the date and time when calls are made. This is necessary for accurate outgoing call records.

1. In the programming mode, lift the handset and enter “729”.

2. Enter two digits each for the following settings:

Date: ‘01’ to ‘31’ Month: ‘01’ to ‘12’ Year: ‘00’ to ‘99’ Hour: ‘00’ to ‘23’ Minute: ‘00’ to ‘59’

3. Enter a digit for the day of week

‘1’ = Sunday ‘2’ = Monday ‘3’ = Tuesday ‘4’ = Wednesday ‘5’ = Thursday ‘6’ = Friday ‘7’ = Saturday

4. Pause for conﬁ rmation tone.

Hang up or continue with programming.

729

The System Clock – Date And Time

Page 88

Key Telephone Clock Display Format

The key telephone is capable of displaying the current time in the 12-hour mode or the 24-hour mode. For example, 2.00 pm in the 12-hour mode would correspond to 14:00 in the 24-hour mode.

To display the time in the 12-hour mode:

In the programming mode, lift the handset and enter “7836”.

To display the time in the 24-hour mode:

In the programming mode, lift the handset and enter “7837”.

7836

7837

The System Clock – Date And Time

Chapter 3 - Functions Of IPS System

Page 89

Outgoing Call Records And Histories

About Outgoing Call Records

Setting the “Clock” on your system allows it to correctly record the date and time when calls are made. This is necessary for accurate outgoing call records.

Each time an outgoing call lasting longer than 25 seconds is made (or the ﬁ rst polarity reversal is detected when Polarity Reversal signaling is enabled), the system stores a record of the call. The outgoing call record is also called Station Message Detail Recording or SMDR. Keeping the history of outgoing calls is useful for tracking and billing long distance calls. If this is not a concern in your ofﬁ ce, there is no need to program this feature.

How To Output The Outgoing Call Records

The IPS can connect to a computer or printer via the RS232C port. The Outgoing Call Records can be output to the RS232C port in a variety of ways.

Output The Complete Contents Of The Outgoing Call Records

You can choose to output the calling history for all extensions. The history shows a record for all calls made since the last “Clear Call History” command.

To output the complete contents of the Call History memory:

1. In the programming mode, lift the handset and enter “741”.

2. The IPS will send all records, followed by the conﬁ rmation tone.

Hang up or continue with programming.

741

This procedure will tie up the programming extension until all data has been sent. No dial tone will be available on the System Manager’s phone. A conﬁ rmation tone will be heard when the output is complete.

Outgoing Call Records And Histories

Page 90

Output The Call History Of A Single Extension

You can also choose to output the Call History records of a single extension. This command will search the Call History memory to ﬁ nd only those calls by the speciﬁ ed extension.

To output the Call History of one extension:

1. In the programming mode, lift the handset and enter “742”.

2. Enter the 2-digit extension number (‘00’ to ‘15’)

3. The IPS will send all records, followed by the conﬁ rmation tone.

Hang up or continue with programming.

742

Clearing The Call History Memory

The Call History Memory has room for about 120 records. Once the memory is full, no new records can be stored until the memory is cleared. It is recommended that you print out call records regularly (i.e. at the end of each day, week, or month), then clear the memory.

To clear the contents of Call History Memory:

In the programming mode, lift the handset and enter “749”. Pause for the conﬁ rmation tone. Hang up or continue with programming.

749

Outgoing Call Records And Histories

Chapter 3 - Functions Of IPS System

Page 91

Output The Call History After Each Outgoing Call

You can choose to have the IPS output the Call History records at the end of each outgoing call lasting more than 25 seconds. The information will also be stored into Call History Memory if space is available.

7842

To output the Call History record at the end of each call:

In the programming mode, lift the handset and enter “7842”.

To not output the Call History record at the end of each call:

In the programming mode, lift the handset and enter “7843”.

7843

Automatic Call History Retrieval Program

The IPS allows an external computer program to retrieve the call records stored in Call History memory to send commands to the IPS via the RS232C port. This feature must be enabled by the following command to allow the IPS to respond to these commands from the PC. Also, the RS232C port must be in the “Feature Mode” (see “RS232C Port – Choosing The Operating Mode”, page

89).

7852

To enable the Automatic Call History Retrieval program:

In the programming mode, lift the handset and enter “7852”.

To disable the Automatic Call History Retrieval program:

In the the programming mode, lift the handset and enter “7853”.

7853

Outgoing Call Records And Histories

Chapter 3 - Functions Of IPS System

Page 92

There are two commands which can be sent by the computer to the IPS, each command consisting of two ASCII characters. The characters ‘%’, then ‘d’ cause the IPS to output the complete contents of Call History memory. The characters ‘%’, then ‘E’ cause the IPS to output the complete contents of Call History memory after which the Call History memory is cleared. The second character ‘d’ or the ‘E’ must be sent within 120 milliseconds of the ﬁ rst character (‘%’) for the command to be recognized.

Please note that this feature is not available in the Computer Aided Telephony (CAT) version of the IPS software.

Formats For The Call History Records

Records of outgoing calls can be output in either a long format or a short format. The long format is an easy-to-read log. For each call, it shows in table format the line number, extension number, date and time, number dialed, duration of call, and the number of metering pulses. The short format organizes the same data in a comma delimited format, so that it can be ready by call accounting software packages. The records will be output in short format unless you switch to the long format.

To enable the long format for Call History record output:

In the programming mode, lift the handset and enter “7815”. Pause for the conﬁ rmation tone. Hang up or continue with programming.

To enable the short format for Call History record output:

In the programming mode, lift the handset and enter “7814”. Pause for the conﬁ rmation tone. Hang up or continue with programming.

7815

7814

An example of one line of the short format is shown below. The long format contains the same information separated by spaces.

Outside Line number

Extension number Number Dialed

Number Of Metering Pluses

Date, Month, Year Time (Hours, Minutes) Duration Of Call: Hours, Minutes, Seconds

1, 05, 15, JUL, 95, 14, 10, 5551212, 00, 04, 21, 0

Outgoing Call Records And Histories

Chapter 3 - Functions Of IPS System

Page 93

Connection To A Computer or A Printer

To print records, the system must be connected to either a printer or a computer. The device used must have an RS232C port capable of receiving data at 9600 baud. The protocol is 8 bits, 1 stop bit, and no parity.

An IBM® compatible PC can be connected to the IPS using a straight (not a null modem) cable.

You can use the following procedure to retrieve Call History records to your computer.

1. In Windows®, enter the Program Manager window, then the Accessories window. Select the

Terminal icon.

2. Pull down the Settings menu and select “Communications”. Verify that the communication

settings are as follows. Change settings to match if necessary.

Baud Rate: 9600 Data Bits: 8 Parity: None Stop Bits: 1 Flow Control: None Connector: Either COM1 or COM2, whichever corresponds to the RS232 port being used.

3. Pull down the Transfer menu. Select “Receive Text” ﬁ le. Create a new text ﬁ led named

“CALL.TXT”.

4. Once these steps are successfully completed, you are ready to receive call history data. Enter

the Call History output command on page 84. This writes the data to the text ﬁ le. It then can be printed out directly in the long format. Or you can import it in the short format into an accounting or spreadsheet program.

Outgoing Call Records And Histories

Chapter 3 - Functions Of IPS System

Page 94

There are many instances where the IPS can be connected to a computer to enhance the overall operation of the system. These include:

• IPS Conﬁ guration Program: This program is designed to run under Windows® and can

guide the System Manager through every detail concerning the setup of the IPS. After the selections have been made in the program, the entire conﬁ guration program can be written into the IPS via the RS232C port. There is no need to manually enter all of the commands detailed in this guide (see “IPS Conﬁ guration Program”, page

90).

• Call History Reporting: The details of outgoing calls can be sent from the IPS to the

computer. An application on the computer can collect the information into a data base and generate useful reports. (See “Connection To A Computer or A printer”, page

88).

• Caller ID Processing: On IPS units equipped with the optional Caller ID detection capability,

the unit will send the Caller ID information to the computer. An application on the computer can collect the information into a data base and generate useful reports (see “Caller ID”, page

68).

• Computer Aided Telephony (CAT) Interface: On IPS units equipped with the optional

Computer Aided Telephony (CAT) software, the system can operate in a computer environment where it can be controlled by an application running on the computer (see “Computer Aided Telephony (CAT) Software”, page

91).

RS232C Port – Choosing The Operating Mode

The RS232C port on the IPS mode can operate in one of the two modes.

• System Mode: The IPS must be in this mode in order to communicate with the IPS Conﬁ guration

Program. It must also be in this mode to operate in the Computer Aided Telephony (CAT) environment (if your unit is equipped with the CAT version of the software).

• Features Mode: The IPS must be in the mode to allow it to (1) output the Call History

information, (2) output the Caller ID data at the beginning of incoming calls (except for CAT units), or (3) respond to the Automatic Call History Retrieval program running on attached computer (see page

86).

Interfacing The IPS To A Computer

Page 95

7851

To enable the System Mode of the RS232C Port:

In the programming mode, lift the handset and enter “7851”. Pause for the conﬁ rmation tone. Hang up or continue programming.

To enable the Features Mode of the RS232C Port:

In the programming mode, lift the handset and enter “7850”. Pause for the conﬁ rmation tone. Hang up or continue programming.

7850

IPS Conﬁ guration Program

This program is designed to run under Windows® and can minimize the need to manually enter

all of the commands detailed in this manual. (To install the program, simply insert the “IPS User Guide CD” into your CD-Rom then explore the CD, select folder “IPS Programming Software”, click SETUP). There are still many instances where you will need to use the telephone at the System Manager’s extension to set certain features or operating modes. These are as follows:

• Set the mode of the RS232C serial port. The “System Mode” must be set to allow the

conﬁ guration program to communicate with the IPS. This mode must also be set for the CAT version of the IPS software to function. The “Features Mode” is enabled to allow it to (1) output the Call History information, (2) output the Caller ID data at the beginning of incoming calls (except for the CAT version of the software), or (3) respond to the Automatic Call History Retrieval program running on attached computer.

• The message in the voice announcement module can only be recorded from extension #15 (or

extension #7 for the IPS 308) when that extension is designated as the System Manager. (See “Recording A Voice Announcement”, page

51).

• If a person loses their Individual Call Barring Password, enter the ﬁ rst part of the Conﬁ gure

Extension command. Enter “75 nn” then hang up. “nn” is the physical extension number 00 to 15 (See “Programming The Extensions”, page

32).

• Manually output the Call History Buffer contents to the RS232C port (See “Output The

Complete Contents Of The Outgoing Call Records”, page 84).

• Clear the contents of the Call History Buffer (See “Clearing The Call History Memory”,

page 85).

Interfacing The IPS To A Computer

Chapter 3 - Functions Of IPS System

Page 96

• Reset the entire system to default values (See “Resetting The System To Default Values”,

page

29).

• Set the date, time and the day of the week (See “Setting The System Clock”, page

82).

IPS Conﬁ guration Program – Remote Operation

It is possible for a computer running the Conﬁ guration Program in one location to communicate with an IPS unit at another site.

Remote conﬁ guration is enabled when the System Manager enters the “772” command. When this command is entered, the IPS will answer the next incoming Central Ofﬁ ce call in the DISA mode. If the incoming caller enters an ‘8’, the unit will enter a mode allowing a remote program to conﬁ gure the IPS via tones sent through the incoming line. An external modem is not required. A special translation unit is required at the host computer site in order to allow the standard PCbased IPS Conﬁ guration Program to connect to the remote IPS.

In this conﬁ guration mode, the resources required for answering calls in the DISA mode will be in use. Therefore, all incoming calls will be answered in the non-DISA mode for as long as the conﬁ guration process is in progress.

NOTE: The ability to remotely pr ogram by using an external modem at the IPS unit site (using the “771”

command) which was supported by earlier versions of the software is no longer supported.

Computer Aided Telephony (CAT) Software

The Computer Aided Telephony (CAT) version of the IPS software can operate in a computer environment where it can be controlled by an application running on the computer. All of the modes and commands discussed in this Chapter will operate as described. A person at any extension can use all of the features listed. However, there may be other commands and capabilities which can be accessed from the computer application controlling the IPS.

Chapter 3 - Functions Of IPS System

Interfacing The IPS To A Computer

Page 97

7860

To report incoming DISA digits to the CAT Applications:

In the programming mode, lift the handset and enter “7860”. Pause for the conﬁ rmation tone. Hang up or continue programming.

To enable the normal mode of DISA Operation:

In the programming mode, lift the handset and enter “7861”. Pause for the conﬁ rmation tone. Hang up or continue programming.

7861

Report DISA Digits To The CAT Application

The CAT software can be conﬁ gured to send a message to the CAT application as each digit is entered by an incoming caller to an outside line conﬁ gured to operate in the DISA mode. In this mode, the IPS will not try to interpret the digits entered. It will not cause the call to ring at any extension. The CAT application would typically process the digits entered and send a command to the IPS causing the incoming call to ring at a speciﬁ ed extension.

Chapter 3 - Functions Of IPS System

Interfacing The IPS To A Computer

Page 98

About System Timing Parameters

The default value for the system timing parameters should be suitable for most applications and will never need to be changed. There may be for most applications and will never need to be changed. There may be some changes you will desire to make which will affect the operation of the system under certain conditions. Any changes made affect all outside lines and all extensions.

Changing System Timing Parameters

The command to change the system timing parameters requires that each setting be entered in the order shown. If you are modifying only a few of the settings in the list, you should enter the default value, shown with an “*”, for other parameters which you do not intend to change.

System Timing Parameters

1. In the programming mode, enter “727”.

727

Delay After Each RS232C Character

This determines the amount of delay inserted after a character is sent across the RS232C port to the printer or PC. This setting is important only if you directly connect a computer or dedicated printer to the RS232C port.

2. Enter the 2-digit code for the character delay.

00 0 milliseconds * 01 8 milliseconds 02 16 milliseconds … 99 792 milliseconds

System Timing Parameters

Page 99

Delay After Each RS232C Line

This determines the amount of delay inserted after each line of Call History information is sent across the RS232C port to the printer or PC. This setting is important only if you directly connect a computer or dedicated printer to the RS232C port.

3. Enter the 2-digit code for the line delay:

00 0 milliseconds 01 16 milliseconds … * 04 64 milliseconds … 99 1584 milliseconds

Switch-hook (Flash) Timing

This is the minimum amount of time necessary to perform a switch-hook. If the switch-hook is depressed for less than this amount of time, the system recognizes it as a dial pulse and not as a switch-hook (or ﬂ ash). The “200 ms” and “300 ms” entries have been included because some phone instruments do not go on hook cleanly and this can cause an outside call to be inadvertently placed on hold when trying to hang up on the call. The longer switch-hook times can help to compensate for these phones.

4. Enter the “switch-hook time” code:

0 300 milliseconds ± 8 ms. 1 200 milliseconds ± 8 ms. 2 112 milliseconds ± 8 ms. 3 104 milliseconds ± 8 ms. 4 96 milliseconds ± 8 ms. * 5 88 milliseconds ± 8 ms. 6 80 milliseconds ± 8 ms. 7 72 milliseconds ± 8 ms. 8 64 milliseconds ± 8 ms. 9 56 milliseconds ± 8 ms.

Chapter 3 - Functions Of IPS System

System Timing Parameters

Page 100

5. Enter the “Reminder Feature Timing” code.

This parameter sets the time for calls placed on hold by an extension. 0 25 seconds

1 50 seconds * 2 175 seconds 3 300 seconds 4 425 seconds 5 550 seconds 6 675 seconds 7 800 seconds 8 925 seconds 9 5 seconds

Reminder Feature Timing

When a call is put on hold, this setting determines the amount of time to wait to ring the person that placed the call on hold or to ring the Operator or a Rollover Extension if the extension which placed the call on hold is not available.

Outside Line Guard Time

Once an outside call is complete (i.e., one of the parties hangs up), that particular outside line is inactive for a deﬁ ned period of time. This gives the Central ofﬁ ce an on hook condition for this amount of time.

6. Enter the “outside line guard time” code:

0 0.75 seconds 1 1.5 seconds * 2 2.25 seconds 3 3.0 seconds 4 3.75 seconds 5 4.5 seconds 6 5.25 seconds 7 6.0 seconds 8 6.75 seconds 9 7.5 seconds

Chapter 3 - Functions Of IPS System

System Timing Parameters