Comdial Interchange User Guide
Interchange
Supervisor’s User Guide
Interchange
Supervisor’s User Guide
Copyright © 2003 Comdial Corporation
All rights reserved. Unauthorized use of this
document is prohibited.
Comdial Corporation
106 Cattleman Road, Sarasota, FL 34232
(941) 554-5000 or (800) 266-3425
-Notice-
Comdial reserves the right to make any
changes and improvements in the product
described in this document at any time and
without prior notice.
Interchange is a trademark of Comdial Corporation. All other product
names are trademarks of their respected owners.
First Edition
March, 2003
Printed in the USA
ii GCA70-391 Mar ‘03
This Interchange Supervisor’s User Guide is applicable for the following
system models.
Product Required Software Version
Interchange Software versions 11.1 and greater
GCA70-391 Mar ‘03 iii
Document Revision History
Date Affected Pages Change
Mar 2003 i-128 Original Release
iv GCA70-391 Mar ‘03
Interchange Supervisor
TABLE OF CONTENTS
Chapter 1. System Supervisor Overview
1.1 What Does Interchange Do? ................................... 1
1.1.1 What is an Automated Attendant? ......................... 2
1.1.2 What is Voice Mail? ............................................... 3
1.2 Understanding Supervisor Responsibilities ............ 5
1.2.1 Creating, Modifying, and Deleting Mailbox
Owner Mailboxes ................................................... 5
1.2.2 Creating and Maintaining Group Distribution Lists .. 5
1.2.3 Issuing Broadcast Messages................................... 6
1.2.4 Disabling Ports and Re-enabling Ports.................. 6
1.2.5 Temporarily Forcing the System into Day, Lunch,
or Night Service Mode ............................................ 6
1.2.6 Changing Designated Company Business Hours.... 7
1.2.7 Changing Designated Company Holidays............... 7
1.2.8 Changing the Greeting Played by a Routing Box .... 8
1.2.9 Changing the Routing in a Routing Box................... 8
1.2.10 Controlling Mailbox Owner Access to System
Features ............................................................... 9
Chapter 2. Using the Telephone to Perform
Supervisor Functions
2.1 Creating, Changing, or Deleting a Mailbox ............. 14
2.2 Creating a Broadcast Message .............................. 19
2.3 Disabling or Re-Enabling a Port ............................. 20
2.4 Temporarily Forcing the System into Day, Lunch, or
Night Service Mode ............................................... 21
Mar ‘03 Comdial v
Contents
2.5 Changing the Greeting Played by a Routing Box ... 22
2.6 Changing the Single-Digit Call Routing in a Routing
Box ........................................................................ 25
Chapter 3. Using the PC to Perform Supervisor
Functions
3.1 Creating, Changing, or Deleting a Mailbox ........... 31
3.1.1 Setting up Call Transfers ...................................... 39
3.1.2 Setting up Follow Me Mode .................................. 44
3.1.3 Setting up Recording ............................................ 51
3.1.4 Setting up Message Delivery ................................ 55
3.1.5 Setting up Pager Notification ................................ 58
3.1.6 Setting up Distribution Lists .................................. 60
3.1.7 Setting up Hotel Feature ....................................... 62
3.1.8 Setting up Enhanced Features ............................. 63
3.1.9 Setting up e-Mail Features .................................... 64
3.1.10 Setting up Schedules .......................................... 67
3.2 Controlling Mailbox Owner Access to Features .... 68
3.2.1 Controlling Messages ........................................... 71
3.2.2 Controlling Greetings ............................................ 73
3.2.3 Controlling Call Holds ........................................... 75
3.2.4 Restricting Calls .................................................... 77
3.3 Creating, Changing, or Deleting a Group Box ...... 79
3.4 Changing Company Business Hours ..................... 83
3.5 Changing Company Holidays ............................... 84
3.6 Changing the Greeting Played by a Routing Box . 86
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Interchange Supervisor
3.7 Changing the Routing in a Routing Box ................ 88
3.7.1 Routing Calls Based On Digits Dialed .................. 92
3.7.2 Routing Calls Based On Call Sequence Number . 94
3.7.3 Routing Calls Based On Day of Week .................. 96
3.7.4 Routing Calls Based On Date ............................... 97
3.7.5 Routing Calls Based On Time of Day ................... 99
3.7.6 Routing Calls Based On Database Lookup ........ 100
3.7.7 Routing Calls Based On Day/Night Service ........ 101
Chapter 4. System Reports
4.1 Generating Reports .............................................. 103
4.2 Accessing Reports ............................................... 104
4.3 Setting up Report Defaults ................................... 104
4.4 Viewing and Working with Reports ....................... 105
4.5 Customizing Reports ............................................ 106
4.6 Report Types ........................................................ 108
4.6.1 System Reports .................................................. 108
4.6.1.1 Class of Service Report ....................................... 109
4.6.1.2 Port Activity Report ..............................................111
4.6.1.3 Hourly Statistics Report ........................................ 113
4.6.1.4 Port Contention Report ........................................115
4.6.1.5 Port Contention Trend by Month Report .............. 116
4.6.1.6 Port Contention Trend by Day of Week Report .... 117
4.6.2 Mailbox Reports .................................................. 118
4.6.2.1 Mailbox Information Report ..................................118
4.6.2.2 Mailbox Usage Report .......................................... 119
4.6.2.3 Message Delivery Report ..................................... 121
4.6.2.4 Login Failure Report ............................................. 122
4.6.2.5 Default Password Report ..................................... 123
Mar ‘03 Comdial vii
Contents
List of Figures
Structure of Supervisor Menus ....................................................................13
Interchange System Menus .........................................................................30
Mailbox Screen, General Tab ......................................................................32
Mailbox Screen, Call Transfer Tab .............................................................39
Mailbox Screen, Follow Me Tab .................................................................44
Transfer Configuration Screen ....................................................................45
Mailbox Screen, Recording Tab ..................................................................51
Mailbox Screen, Message Delivery Tab .....................................................55
Mailbox Screen, Pager Tab .........................................................................57
Mailbox Screen, Distribution Lists Tab ......................................................60
Mailbox Screen, Hotel Tab .........................................................................61
Mailbox Screen, Enhanced Tab ..................................................................62
Mailbox Screen, e-Mail Tab ........................................................................63
Schedules Screen .........................................................................................67
Class of Service Screen .............................................................................69
Class of Service Screen, Messages Tab ..................................................71
Class of Service Screen, Greetings Tab .....................................................73
Class of Service Screen, Call Holding Tab ...............................................75
Class of Service Screen, Call Restrictions Tab ........................................77
Group Box Screen .....................................................................................80
Business Hours Screen ................................................................................83
Holidays Screen ...........................................................................................85
Routing Box Screen .................................................................................. 87
Routing Box Screen ....................................................................................89
Report Customization Screen ....................................................................100
Class of Service Report, Top of Screen ....................................................104
Class of Service Report, Bottom of Screen ...............................................105
Port Activity Report ..................................................................................107
Hourly Statistics Report ............................................................................109
Port Contention Report ..............................................................................111
Port Contention Trend by Month Report ..................................................112
Port Contention Trend by Day of Week Report ........................................113
Mailbox Information Report .....................................................................115
Mailbox Usage Report ..............................................................................116
Mailbox Delivery Report ..........................................................................117
Login Failure Report .................................................................................118
Default Password Report ...........................................................................119
viii Comdial Mar ‘03
Interchange Supervisor
1. SYSTEM SUPERVISOR
OVERVIEW
Once the installing technician sets up the Interchange system at a site,
an on site system supervisor must be appointed to perform day-to-day
system maintenance tasks. This manual defines the tasks that you,
the System Supervisor, may need to perform. It also provides information about how to complete each task.
Before you attempt to perform any system supervisor functions, you
must be familiar with the basic capabilities and structure of the Interchange system.
1.1 What Does Interchange Do?
In its simplest form, Interchange acts like a telephone receptionist. It
answers incoming calls and transfers them to the appropriate
extension. If the called extension is not available (busy or no
answer), Interchange offers to take a message or try an alternative
extension.
Interchange functionality includes:
• Automated attendant features
• Voice mail features
These two functions work together to provide smooth call coverage at
an Interchange site.
Mar ‘03 Comdial 1
System Supervisor Overview
1.1.1 WHAT IS AN AUTOMATED ATTENDANT?
The automated attendant features perform the tasks of a live
attendant.
Live Attendant Interchange Automated
Attendant
Answers an incoming call by
lifting telephone.
Greets the caller with a phrase
such as, “Welcome to [XYZ
Company].”
Asks to whom the caller wishes
to speak.
Listens to the caller’s response. Listens to the digits dialed by the
Says, “Please hold.” Plays a pre-recorded phrase,
Calls the required extension by
hook-flashing and dialing the
extension number.
Listens for busy tone, ring tone,
answer, etc.
If the extension is busy, offers to
let the caller hold. If the
extension does not answer, offers
to take a message or try another
extension.
Answers an incoming call by going
“off-hook.”
Greets the caller by playing a prerecorded greeting such as,
“Welcome to [XYZ Company].”
Plays a pre-recorded greeting that
prompts the caller to either:
• dial the extension of the party
they are trying to reach, or
• choose from a list of voiced
options.
caller.
“Please hold...”
Calls the required extension by
hook-flashing and dialing the
extension number.
Listens for busy tone, ring tone,
answer, etc.
If the extension is busy, plays a
pre-recorded prompt offering the
option to hold. If the extension
does not answer, plays a prerecorded prompt offering to take a
message or try another extension.
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Interchange Supervisor
1.1.2 WHAT IS VOICE MAIL?
The term voice mail refers to systems that can record a voice message
and treat it like a mail message.
In a typical office environment, the live attendant takes a message
from a caller and writes it down on a piece of paper. The attendant
then places the slip in the recipient’s in-box or mailbox. The box
owner then retrieves and reads the message placed in the box.
In contrast, the Interchange records a message from a caller and
places it in a voice mailbox. The mailbox owner can later retrieve the
message by calling into the system and listening to the recording.
The following table compares how Interchange processes voice messages compared to a live attendant.
Live Attendant Interchange Voice Mail
Attendant listens as the callers
dictates their messages, writing
it down on a piece of paper.
Attendant places the message
slip in a mailbox belonging to
the recipient.
Attendant dials the code to turn
on message waiting lamp on the
recipient’s telephone.
Recipient sees the message
waiting lamp is on, and retrieves
message slips from the message
mailbox.
Recipient reads messages left on
message slips.
Interchange records the message
as the caller speaks.
Interchange stores the voice
message electronically in the
recipient’s voice mailbox.
Interchange dials the code to
turn on the message waiting
lamp on the recipient’s
telephone.
Recipient sees the message
waiting lamp is on and dials
Interchange to retrieve
messages.
Interchange plays messages
recorded by callers in the voice
mailbox.
Mar ‘03 Comdial 3
System Supervisor Overview
Interchange is designed using the Box concept. A box contains a set
of instructions that tells the program what to do with a call it is handling. By sending calls to different boxes created on the system, the
system effectively processes calls—including playing certain prompts
or greetings to callers, collecting information and messages from
callers, and routing calls to certain extensions based on digits dialed
by callers.
When you use the automated attendant capabilities in Interchange, the
system uses routing boxes to answer incoming calls, play a listing of
options to callers, and route each call to a specific mailbox (or another
type of box on the system) based on either digits dialed by the caller,
or on other criteria the technician defined when the system was set up.
The mailboxes transfer calls to their associated extensions and store
messages for system mailbox owners. Each mailbox can also be set
up to forward calls to another phone or extension number, deliver
messages to another phone or pager, play one of 10 pre-recorded
greetings to callers, screen calls, queue calls when the extension is
busy, or record call conversations.
In addition to routing boxes and mailboxes, the Interchange provides
several other types of boxes:
• Question box
• Directory box
• Account Number box
• Group box
• Customer Service box.
This document discusses how you can make modifications to mailboxes and routing boxes, which are the two most commonly used box
types. Because the other types of boxes are used in conjunction with
more intricate system setups, adjusting their functionality is best left
to a certified Interchange technician. Therefore, if you need to adjust
the operation of any boxes other than mailboxes or routing boxes,
contact your Interchange technician.
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Interchange Supervisor
1.2 Understanding Supervisor Responsibilities
You can perform most administrative functions over the telephone, by
simply calling into the system and logging into a supervisor mailbox.
Other functions, however, must be performed from the Interchange
PC because they require you to make adjustments to fields on Interchange program screens.
1.2.1 CREATING, MODIFYING, AND DELETING
MAILBOX OWNER MAILBOXES
All employees are assigned a mailbox in the system. They can use
Interchange to record voice mail messages in a mailbox, or to forward
calls to other phones or extension numbers. As employees join and
leave the company, you must create or delete their associated mailboxes. If employees’ need to access certain system features changes,
you may need to modify their mailboxes. You must also modify mailboxes when employees want to change numbers the system uses with
its message delivery and pager notification features.
While you can perform most modifications by calling into the system
over the telephone, certain modifications require you to use the Interchange PC (such as modifying the second through fifth phone or
pager numbers for message delivery).
1.2.2 CREATING AND MAINTAINING GROUP
DISTRIBUTION LISTS
Group distribution lists provide mailbox owners an easy way to send
one message they record to multiple individuals, without specifying
each individual recipient’s extension. Though mailbox owners can
set up one to four personal distribution lists specific to their needs,
many organizations also set up group distribution lists that can be
used by all company employees. A group list a company maintains
Mar ‘03 Comdial 5
System Supervisor Overview
may contain, for example, the names of all company employees, of all
employees in a particular department, of all employees that work a
specified shift, etc. You must update these group distribution lists as
employees join or leave your organization.
You must create and maintain group distribution lists using the Interchange PC (you cannot call into the system over the telephone to
create/modify them).
1.2.3 ISSUING BROADCAST MESSAGES
The broadcast message feature allows you to easily distribute informational messages to all mailboxes on the system. Only a system
supervisor has access to this feature.
You must issue broadcast messages by calling into the system over
the telephone.
1.2.4 DISABLING PORTS AND RE-ENABLING
PORTS
Should a telephone line or port be malfunctioning, the Interchange
system technician may ask you to disable the line until it can be serviced.
You can only disable ports by calling into the system over the telephone.
1.2.5 TEMPORARILY FORCING THE SYSTEM INTO
DAY, LUNCH, OR NIGHT SERVICE MODE
Interchange can be set up to play different greetings and to process
calls differently according to the time of day each call is received.
Three different modes can be set up on the system: Day Service,
Lunch Service, and Night Service. Each service mode is assigned a
specific time segment of the day. Calls received within a mode’s time
segment are routed to a particular box, which plays a particular
greeting. Many systems, for instance, have calls route to a different
6 Comdial Mar ‘03
Interchange Supervisor
box that plays an Office Closed greeting during the Night Service
hours. Occasionally you may need to force Interchange to temporarily process calls according to a service mode that is other than the
current mode (to extend the Lunch hour mode for example).
You can only temporarily change the service mode by calling into the
system over the telephone.
1.2.6 CHANGING DESIGNATED COMPANY
BUSINESS HOURS
You may need to permanently change the hours associated with the
Day Service, Lunch Service, and Night Service modes. If, for
example, your company extends its business hours from 5:00 PM to
6:00 PM during a particular time of the year, you may need to extend
the Day Service hours (during which the system routes calls to a box
that plays an Office Open greeting) to last until 6:00 PM.
To permanently adjust the business hours you must use the Interchange PC to access the Business Hours screen.
1.2.7 CHANGING DESIGNATED COMPANY
HOLIDAYS
Up to 20 holiday dates can be defined on the system. On each
holiday, calls can be routed to a special Routing box, in which you
can record a specific holiday greeting. From time to time, especially
from year to year, you may need to add, modify, or delete specified
holiday dates.
You must use the Interchange PC to modify the holiday dates. (You
can record holiday greetings over the telephone, however.)
Mar ‘03 Comdial 7
System Supervisor Overview
1.2.8 CHANGING THE GREETING PLAYED BY A
ROUTING BOX
When a call comes into Interchange, it is processed by a routing box,
which plays a greeting to the caller and may offer the caller options
on how the call can proceed (“Press 2 for Sales,” for example). You
may need to modify the greeting played by a particular routing box.
For example, you may want to customize the greeting played by the
routing box that answers calls on a particular holiday. Or, you may
need to add or eliminate a routing option voiced to callers (such as,
“Press 5 for Customer Service”).
You may use either the Interchange PC to modify the holiday dates or
you can call in over the telephone.
1.2.9 CHANGING THE ROUTING IN A ROUTING BOX
At times you may need to add or eliminate a routing option available
to callers (such as, “Press 5 for Customer Service”). Or, you may
need to modify the box to which the call is routed when callers select
the option (you may want to send the call to mailbox 399 instead of
395, for example). Remember that when you change single-digit key
routing, you must also change the greeting voiced by the routing box
(as described in Section 1.2.8, Changing the Greeting Played by a
Routing Box).
You may use either the Interchange PC to modify single-digit call
routing or you can call in over the telephone. However, you can only
modify the routing technique (routing based on day of week, call
sequence, etc.), through the screen interface.
8 Comdial Mar ‘03
Interchange Supervisor
1.2.10 CONTROLLING MAILBOX OWNER ACCESS
TO SYSTEM FEATURES
You can modify the features to which a group of mailbox owners is
permitted access by modifying the class of service assigned to the
mailbox owners. Making class of service modifications allows you to
also prevent the system from dialing certain phone numbers, such as
long distance numbers, when making outgoing calls from a mailbox
owner’s mailbox. Outgoing calls may be made by the system to
deliver messages to a mailbox owner, page a mailbox owner, or to
have the system place an outgoing call (when the mailbox owner calls
into the mailbox and selects this option).
You must use the Interchange PC to adjust the Class of Service
screen.
Mar ‘03 Comdial 9
System Supervisor Overview
THIS PAGE INTENTIONALLY LEFT BLANK
Figure 1-1
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Interchange Supervisor
2. USING THE TELEPHONE TO
PERFORM SUPERVISOR
FUNCTIONS
To access system supervisor functions by calling into the system, you
must log into a supervisor mailbox. A supervisor mailbox is any
mailbox that has been assigned supervisor privileges in the mailbox’s
assigned class of service. (The mailbox’s assigned class of service
defines the features and options to which the mailbox owner is permitted access.) Consult with the technician who installed the Interchange system for a list of which mailboxes have been assigned
supervisor privileges.
To log into a supervisor mailbox from the telephone, and access
supervisor functions, perform the following steps.
1. From a telephone, call into voice mail and log into a supervisor
mailbox. The system voices the Main Menu:
“To listen to your messages press 1. To send a message press
2. To change your options press 3.”
Mar ‘03 Comdial 11
Using the Telephone to Perform Supervisor Functions
2. To access the Supervisor menu, press 6 (the system does not
voice this option).
Next, the system voices the Supervisor menu options:
Supervisor Menu
For Mailbox Administration Press 1
For Routing box Administration Press 2
For Question box Administration Press 3
For Port Administration Press 4
To Change the System Broadcast Message Press 5
To Change the voice mail Day / Night Service Press 6
To Change the System Time Press 7
To Change the System Date Press 8
To Modify System Parameters Press 9
To Perform First Time Setup Press 0
To Exit Press #
The following illustration shows the structure of the Supervisor
menus.
12 Comdial Mar ‘03
Figure 2-1 Structure of Supervisor Menus
1. Mailbox Functions
2. Routing box f unctions
3. Question box f unctions*
4. Port f unctions
5. Broadcast functions
6. Night/day functions
7. System time*
8. System date*
9. System parameters*
0. First time setup*
Enter box number
Enter port
number
Interchange Supervisor
Enter bo x
number
1. Day serv ice
2. Night service
3. Lunch serv ice
# Ex it
1. Hear Current
2. Re-recor d
3. Delete
# Ex it
Re co r d
messag
e
*CAUTION: Select and modif y these options ONLY under the guidance of
your system tec hnician. Using these options incorrectly may keep the
sy stem from eff ectively pr ocessing calls and perf orming messaging
functions. This guide does not include information on w orking w ith these
options.
1. Disable a port
2. Enable a port
# Ex it
1. Add
2. Delete
3. Modify
# Exit
1. Modify greeting
2. Modify routing
# Ex it
1. Add
2. Delete
3. Modify
4. Suspend
5. Restore
6. Reset
# Ex it
En t e r
greeting
number
Enter di g it
Mar ‘03 Comdial 13
Using the Telephone to Perform Supervisor Functions
2.1 Creating, Changing, or Deleting a Mailbox
You can create, modify, or delete a mailbox using options on the
Mailbox Administration menu. Specifically, you can use this menu
to:
• add or delete a mailbox,
• change a mailbox greeting (the mailbox owner can also perform
this function by logging into the mailbox),
• change a mailbox password (the mailbox owner can also
perform this function by logging into the mailbox),
• change the call transfer, pager, and message notification
numbers (the mailbox owner can also perform this function by
logging into the mailbox), or
• suspend a mailbox (making it inaccessible to the mailbox
owner) and restore access to a suspended mailbox.
To create, modify, or delete a mailbox over the telephone, perform the
following steps.
1. From the Supervisors menu, press 1 for Mailbox Administra-
tion.
2. When prompted, enter the number of the mailbox you want to
add, modify, or delete. The system repeats the number back to
you.
14 Comdial Mar ‘03
Interchange Supervisor
3. When prompted, press 1 to confirm the number or press # if the
number you entered was incorrect. Once you confirm, the system tells you the Mailbox menu options:
Mailbox Menu
To Add Press 1
To Delete Press 2
To Modify Press 3
To Suspend Press 4
To Restore Press 5
To Reset Press 6
To Exit Press #
4. To add a new the mailbox to the system, press 1. The system
adds the new mailbox to the mailbox database. All default settings in the mailbox are set to the default parameters settings
specified in prototype mailbox 9994. The default password for
the mailbox is the same as the mailbox number.
5. To delete the mailbox from the system, press 2. The system
deletes the mailbox from the mailbox database.
Mar ‘03 Comdial 15
Using the Telephone to Perform Supervisor Functions
6. To modify the mailbox on the system, press 3. The system tells
you the Options Menu choices.
Options Menu
To Record your Name Press 1
To Record your Greeting Press 2
To Change your Password Press 3
To Change your Call-Transfer feature Press 4
To Change your Message Notification feature Press 5
To Change your Pager feature Press 6
To Review msgs scheduled for Future Delivery Press 7
To Change your Personal Distribution Lists Press 8
To Retrieve a Message Previously Sent Press *
To Return to the Main Menu Press #
7. To record the mailbox owner’s name, press 1. Note: Each
mailbox owner can also log into the mailbox and complete this
task—this does not need to be performed by a system supervisor.
Once you record the name, the system speaks the following
prompts:
To Replay Press 1
To Re-record Press 2
To Delete Pr ess 3
To Exit Pr ess #
Follow the prompts to complete the procedure.
8. To record a personal greeting for the mailbox, press 2. You can
record up to ten personal greetings for the mailbox (numbered
0 through 9). Note: Each mailbox owner can also log into the
mailbox and complete this task—this does not need to be performed by a system supervisor.
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Interchange Supervisor
Once you record a greeting, the system gives you the following
options:
To Replay the Greeting Press 1
To Re-record the Greeting Press 2
To Delete the Greeting Press 3
To Choose a New Greeting Press 5
To Exit Press #
Follow the prompts to complete the procedure.
9. To change the mailbox password, press 3. Note that to change
the password, you must first enter the current password when
prompted by the system. By default, the mailbox password is
the same as the mailbox number. Note: Each mailbox owner
can log into the mailbox and complete this task—this does not
need to be performed by a system supervisor.
Once you enter a new mailbox password and confirm the entry
as prompted, the system tells you that the new password will
be in effect the next time the mailbox is accessed.
10. To change the call transfer feature, press 4. Note: Each mail-
box owner can also log into the mailbox and complete this
task—this does not need to be performed by a system supervisor.
The system tells you the current call transfer set up, then gives
you options:
Press 1 if you would like to change the number
Press * to turn this feature on or off, or
Press # if you are satisfied
Follow the prompts to complete the procedure.
11. To change the message notification feature, press 5. Note:
Each mailbox owner can also log into the mailbox and complete this task—this does not need to be performed by a system
supervisor.
Mar ‘03 Comdial 17
Using the Telephone to Perform Supervisor Functions
The system identifies the current message notification setup,
then tells you the notification options:
Press 1 if you would like to change the number
Press * to turn this feature on or off, or
Press # if you are satisfied
Follow the prompts to complete the procedure.
12. To change the pager feature, press 6. Note: Each mailbox
owner can also log into the mailbox and complete this task—
this does not need to be performed by a system supervisor.
The system voices a prompt identifying the current pager set
up, then voices the paging options:
Press 1 if you would like to change the number
Press * to turn this feature on or off, or
Press # if you are satisfied
Follow the prompts to complete the procedure.
13. To review messages scheduled for future delivery, press 7.
Note: Each mailbox owner can also log into the mailbox and
complete this task—this does not need to be performed by a
system supervisor.
The system identifies any message scheduled for future delivery, then lists your options:
To Listen to the Message Press 1
To Hear the Next Message
(scheduled for future delivery) Press 2
To Cancel the Message Press 4
To Exit Press #
Follow the prompts to complete the procedure.
18 Comdial Mar ‘03
Interchange Supervisor
2.2 Creating a Broadcast Message
A broadcast message is heard by all mailbox owners when they open
their mailboxes. The broadcast message can only be recorded by a
mailbox owner with supervisor privileges. This type of message is
different from any other message in the system in the following ways:
• The broadcast message does not activate any mailbox
notification services (message waiting lamps, pagers, etc.).
• The mailbox owner’s new and old message counts are not
affected by a broadcast message.
• The broadcast message is sent to all mailboxes. It is not possible
to select which mailboxes are to receive the broadcast message.
Once you record a broadcast message, the system plays it to all
mailbox owners the next time they open their mailboxes. The system
plays the message only one time to mailbox owners. The next time
owners log in to their mailboxes, the system does not repeat the
broadcast message.
Note:If you record a broadcast message, each new mailbox that you
later create will receive that broadcast message. To prevent newly
created mailboxes from receiving a currently recorded broadcast
message, you must first delete the broadcast message before creating
the new mailboxes.
To issue a broadcast message perform the following steps.
1. From the Supervisors menu, press 5 for System Broadcast Mes-
sage. The system voices the following options.
To Hear the Current Broadcast Message Press 1
To Re-record the Broadcast Message Press 2
To Delete the Broadcast Message Press 3
To Exit Press #
2. To record a broadcast message, press 2. Follow the prompts to
complete the procedure.
Mar ‘03 Comdial 19
Using the Telephone to Perform Supervisor Functions
2.3 Disabling or Re-Enabling a Port
If you want to prevent Interchange from answering calls on one or
more of its ports (usually because the port is not functioning
properly), you can disable the port(s) over the telephone. If you want
to later re-enable a port that you previously disabled, you can also
perform this function by calling into the system.
To disable or re-enable a port perform the following steps.
1. From the Supervisors menu, press 4 for Port Administration.
2. When prompted, enter the number of the line with which you
want to work.
3. When prompted, press 1 to confirm the number you entered or
press # if the number you entered was incorrect. Once you
press 1 to confirm, the system tells you the port administration
options.
To Disable a Port Press 1
To Enable a Port Press 2
To Exit Press #
4. To shut down a port, press 1 to disable it. If you disable a port,
all calls using that port are immediately terminated.
5. To enable a port that is currently shut down, press 2.
20 Comdial Mar ‘03
Interchange Supervisor
2.4 Temporarily Forcing the System into Day, Lunch, or Night Service Mode
You can override the regular Day Service, Lunch Service, or Night
Service mode by forcing Interchange into another mode. The system
switches to the new service mode and remains in that mode until the
next scheduled mode change. For example, assume that Day Service
mode runs from 8:00
from noon until 1:00
Day Service mode) and force the system into Night Service mode, the
system remains in Night Service mode until noon. It then automatically switches to Lunch Service mode.
To force Interchange into Day Service, Lunch Service, or Night
Service mode, perform the following steps.
1. From the Supervisors menu, press 6 for Day / Night service.
The system gives you the following options.
To Change to Day Service Mode Press 1
To Change to Night Service Mode Press 2
To Change to Lunch Service Mode Press 3
To Exit Pr ess #
AM until 5:00 PM, and Lunch Service mode runs
PM. If you call in at 9:00 AM (the system is in
2. Press a number to indicate the mode in which you want the sys-
tem to temporarily operate. Follow the prompts to complete
the procedure.
Mar ‘03 Comdial 21
Using the Telephone to Perform Supervisor Functions
2.5 Changing the Greeting Played by a Routing Box
Understanding the Routing Box Setup and Routing Box
Greetings
By default, Interchange is pre-configured with 3 routing boxes to
process calls. Routing box 800 answers calls during office open
business hours (Day Service), box 801 answers calls after Day
Service hours, and box 821 routes calls after they have already passed
through box 800 or 801.
The Interchange technician who set up the system can familiarize you
with modifications that were made to this routing box structure,
including additional routing boxes that were created.
Up to 10 different greetings can be recorded and stored in each
routing box. The following chart is provided for you to note routing
box greetings set up on your system.
Box Greeting
Number
22 Comdial Mar ‘03
Greeting
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