Intel AXXESS Owner's Manual

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Axxess

Administrator’s Guide

Part No. 835.2461-4

QUICK REFERENCE GUIDE TO SYSTEM,

ADMINISTRATOR FEATURES

VOICE MAIL, AND DIAGNOSTICS

These are the basic instructions for the most frequently used system administra-

tor and voice mail administrator features. For detailed information on these fea-

1 2

changing the date.

1 1

ple, enter 0900 for 9:00.) OR press twice to exit without changing the

time.

for PM.

— Use the dialpad buttons to enter the time in hours and minutes. (For exam-

— If the system is set for 12-hour display format, press for AM or press

While on-hook, enter .

TO SYNCHRONIZE NETWORK TIME:

6 0

tures, refer to the Administrator’s Guide.

SYSTEM ADMINISTRATOR FEATURES

TO PLACE THE SYSTEM IN NIGHT OR DAY MODE:

— While on-hook, enter .

(Enable Network Day Mode). Then enter the desired

enter

node number.

TO PLACE A SINGLE NODE IN DAY OR NIGHT MODE:

— While on-hook, enter (Enable Network Night Mode) OR

0 0 9

(Network Date/Time).

press 010300 for January 3, 2000.) OR press to skip ahead without

TO SET SYSTEM OR NETWORK DATE AND TIME:

— While on-hook, enter (System Date/Time) OR enter

— Use the dialpad buttons to enter the month, day, and year. (For example,

5 0

(Clear System

(Clear Network Alarm).

Alarm) OR entering

— While on-hook, clear the alarm by entering

— Look up the alarm in the Administrator’s Guide and take the appropriate

TO RESPOND TO AN ALARM MESSAGE:

— When a minor alarm indication appears, write down the alarm information.

action.

word.

VOICE MAIL ADMINISTRATOR FEATURES

TO RECORD A BROADCAST MESSAGE:

— Call the voice mail extension number.

— Press , then enter the system administrator mailbox number and pass-

— Press , then press .

options.

— Record your message.

— When you have completed your message, hang up OR press for more

TO PERFORM MAILBOX MAINTENANCE:

— Call the voice mail extension number.

word.

— Press , then enter the system administrator mailbox number and pass-

— Press , then press .

Program the personal options, following the prompts, as usual.

— Dial the mailbox, extension ID, or group list number to be programmed.

word.

TO IMPORT A FAX DOCUMENT:

— Using a fax machine, call the voice mail extension.

— Press and then enter the system administrator mailbox number and pass-

— Press , then press .

— Enter the fax document number.

If the document number does not already exist, press if the number is

correct OR press and re-renter the number.

If the document number already exists, press to replace the document

OR press to enter another number.

If the document is being sent, updated, or deleted, that number cannot be

used right now. Enter a new number or hang up.

If you did not enter a valid number, enter a new number.

uments, or press to exit.

— When prompted, press START on your fax machine.

— When the fax transmission is complete, press to continue importing doc-

System Histories

Diagnostic - Spare 1-3

SYSTEM DIAGNOSTICS FEATURES

System diagnostics mode allows a system administrator to perform diagnostics

functions such as freezing/unfreezing the database, printing message logs, and

seizing a device for troubleshooting purposes. Because diagnostics mode affects

system performance, it is recommended that you run the diagnostics program

when the system is idle.

disable diagnostics mode. The display shows DIAGNOSTICS ON/OFF.

You must enable diagnostics mode before you can enter a diagnostics feature

code (99xx).

TO ENABLE/DISABLE SYSTEM DIAGNOSTICS MODE:

— While on hook, enter the Diagnostics Mode feature code (9900) to enable/

DEFAULT DIAGNOSTICS FEATURE CODES

9962 Compress On/Off 9989 Diagnostic: Network Unfreeze Zone –

CODE FEATURE NAME CODE FEATURE NAME

9961 Compression Statistics 9963 Diagnostic - Network Group

9862 Enable Network Day 9810 Set Network Date/Time

9811 Synchronize Network Time

Modem Enable

Modem Disable

9861 Enable Network Night 9800 Set Time/Date

9866

9867

9912

9926 Diagnostic - ASAI Snoop Off 9972 Diagnostic - Print Auxdata

9927 Diagnostic - ASAI Snoop On 9975 Diagnostic - Print Message Log

9943 Diagnostic - Heap Dump 9976 Diagnostic - Print Network Log

9922 Diagnostic - Dump Extension 9978 Diagnostic - Query Node Traffic

9936 Diagnostic - Dump Node Information 9928 Diagnostic - Show Version

9947 Diagnostic - Heap Statistics 9910-

9947 Diagnostic - ISDN View 9974 Diagnostic - System History

9962 Diagnostic - Major Reset 9983 Diagnostic - View Displays

9945 Diagnostic - Mark as Leaks 9932 Program Database

9946 Diagnostic - Mark as Quiescent 9973 Seize Device

9998 System History Unfreeze

9964 Diagnostic - Minor Reset 9993 System History Freeze

9939 Diagnostic: Network Freeze Zone –

System Histories

9851 Clear Network Alarm 9869 Modem Reset

9850 Clear System Alarm 9860 Night Ring On/Off

DEFAULT ADMINISTRATOR FEATURE CODES

CODE FEATURE NAME CODE FEATURE NAME

9900 Diagnostics On/Off 9801 Program System Speed Dial

MUTE

KATAKANA CHARACTERS**

numbers, and punctuation. The number of times a button is pressed deter-

mines which character is entered. When adjoining characters are located

FWD

under the same button, press to advance to the next character. Refer

NUMBER OF TIMES BUTTON IS PRESSED

ENGLISH CHARACTERS

to the following chart to program information in alphanumeric mode. (Note

that letters correspond to the letters printed on the dialpad buttons.)

To erase the current name and leave it blank: Press repeatedly

until the name is erased. Then press .

To leave the name the same: Press .

— Enter the number (up to 48 digits) to be stored.

BUTTON 1 2 3 4 5 6 7 8 9 10 11

—Press .

1 -&( ) 1A I U E O a

dial number:

In numeric mode, the dialpad buttons are used to enter numbers 0-9, the

button is used for entering a hyphen, and the button is used for entering

a colon.

In alphanumeric mode, dialpad buttons are used to enter the desired letters,

— Enter the speed-dial location code (000-999).

TO PROGRAM SYSTEM SPEED-DIAL NUMBERS:

— To change or program the name: Enter the desired name for the speed-

— While on-hook, enter .

KA KI KU KE KO i

SA SHI SU SE SO u

3 DEF ! 3

2 ABC ' 2

TA CHI TSU TE TO e

5 NA NI NU NE NO o

# or /*

4 GH I * 4

5 JKL

MA MI MU ME MO ya

6 HA HI FU HE HO tsu

Ñ or #*

7 PQR S 7

6 MNO

YA YU YO . , yu

RA RI RU RE RO yo

8 TUV ? 8

9 WXY Z 9

WA WO N pa ba long

0 @: . , 0

*The character available depends on the software version.

**The Japanese characters are only available if the multilingual feature is

enabled.

AXXESS

ADMINISTRATOR’S GUIDE

Part Number

550.8001

Issue 8.2, January 2004

NOTICE

This Inter-Tel® Axxess® Administrator’s Guide is released by INTER-TEL, INC. as a guide for system and voice mail administrators. It provides information necessary to properly administer the system.

The contents of this guide, which reflect current INTER-TEL standards, are subject to revision or change without notice. Some features or applications mentioned may require a future release and are not avail able in the initial release. Future product features and applications are subject to availability and cost. Some features or applications may require additional hardware and/or specific software. Software pack ages released after the publication of this guide will be documented in addenda to the guide or succeeding issues of the guide.

For additional information, please contact your local INTER-TEL service representative.

For sales, service, or technical support,

contact your local authorized Inter-Tel dealer.

If you have any questions or comments regarding this guide or

FCC Regulations

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ADMINISTRATOR’S GUIDE – January 2004

FCC Regulations

Important

1. This equipment complies with Part 68 of FCC rules. On the side of the equipment cabi-

net is a label that contains, among other information, the FCC registration number and ringer equivalence number (REN) for this equipment. Customers connecting this equipment to the telephone network shall, before such connection is made, give notice to the telephone company of the particular line(s) to which such connection is to be made, and shall provide the telephone company with the following information:

— Complies with Part 68 of FCC rules

— FCC registration number: BE2USA-64572-MF-E (for MF-rated systems),

BE2USA- 64573-KF-E (for KF-rated systems), or BE2USA-24359-PF-E (for PBX systems)

— USOC numbers of required interface jacks (see chart on next page)

— Service order code (SOC), as applicable (see chart on next page)

— Facility interface code (FIC) (see chart on next page)

— Ringer equivalence number (REN), as applicable (see chart on next page)

NOTE: The REN is used to determine the quantity of devices which may be con-

nected to the telephone line. Excessive RENs on the telephone line may result in the devices not ringing in response to an incoming call. In most, but not all areas, the sum of the RENs should not exceed five (5.0). To be certain of the number of devices that may be connected to the line, as determined by the total RENs, contact the telephone company to determine the maximum REN for the calling area.

The telephone company should also be given notice upon final disconnection of this equipment from the particular line(s).

It is also the responsibility of the customer to provide the telephone company with registration numbers of any other devices which are configured for connection to the telephone network.

2. This equipment cannot be used on public coin service provided by the telephone com-

pany. Connection to party line service is subject to state tariffs. (Contact the state public utility commission, public service commission, or corporation commission for information.)

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3. If this equipment causes harm to the telephone network, the telephone company will

notify the customer in advance that service may be temporarily discontinued. But if advance notice is not practical, the telephone company will notify the customer as soon as possible. Also, the customer will be advised of the right to file a complaint with the FCC, if necessary.

4. The telephone company may make changes in its facilities, equipment, operations, or

procedures which may affect the operation of this equipment. If so, the customer shall be given advance notice so that any necessary modifications can be made in order to maintain uninterrupted service.

FCC Regulations

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ADMINISTRATOR’S GUIDE – January 2004

5. If trouble is experienced with this equipment, contact a local authorized factory service

representative for repairs and/or warranty information. The customer, users, and unauthorized technicians should not repair, make adjustments to, or attempt to service this equipment in any way.

6. In the event of trouble with the telephone line(s), this equipment must be disconnected

from the telephone line(s). If trouble ceases, the equipment must be repaired by an authorized factory service representative. If the trouble continues to occur with the equipment disconnected, the telephone company should be notified that they have a problem. If this is the case, repairs or adjustments made by the telephone company will be made at their expense.

7. Allowing this equipment to be operated in such a manner as to not provide proper

answer supervision signaling is in violation of Part 68 of FCC rules. This equipment returns answer supervision signals to the public telephone network when: answered by the called station, answered by the attendant, routed to a recorded announcement that can be administered by the equipment user, and routed to a dial prompt. This equipment also returns answer supervision on all DID calls forwarded back to the public telephone network. Permissible exceptions are: a call is unanswered, busy tone is received, and reorder tone is received.

8. This equipment is capable of providing users access to interstate providers of operator

services through the use of equal access codes. Failure to provide equal access capabilities is a violation of the Telephone Operator Consumer Services Improvement Act of

1990 and Part 68 of the FCC Rules.

TYPE OF PORT

INTERFACE

2-Wire Loop 02LS2 0.6B

2-Wire Loop/Ground 02LS2/02GS2 3.6B/4.4B

2-Wire Ground 02GS2 0.6B

OPX Class C* 0L13C

FACILITY INTERFACE

CODE (FIC)

RINGER EQUIV

ALENCE NO. (REN)

–

SERVICE ORDER

CODE (SOC)

–

9.0F RJ11C, RJ21X

USOC JACK

CONNECTOR

RJ21X

2-Wire DID** 02RV2-T 0.0B AS.2 RJ11C, RJ21X

D4 Superframe/AMI 04DU9-BN

D4 Superframe with

04DU9-DN

–

6.0Y RJ48C

B8ZS

Extended

04DU9-1KN

–

6.0Y RJ48C

Superframe (ESF)

ESF with B8ZS 04DU9-1SN

Primary Rate ISDN 04DU9-1SN

–

6.0Y RJ48C

* Also interfaces with Class A and B. ** When using T1 facilities to provide DID service, do not use the DID facility interface code (FIC); instead, pro-

vide the telephone company with DID answer supervision code “AS.2” and the FIC for the requested T1 service.

Page ix

FCC Regulations

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ADMINISTRATOR’S GUIDE – January 2004

CAUTION

THE TELEPHONE INSTRUMENTS SPECIFICALLY DESIGNED FOR THIS SYSTEM HAVE HEARING-AID COMPATIBLE HANDSETS THAT ARE IN COMPLIANCE WITH SECTION 68.316 OF THE FCC RULES.

THE IP SLA COMPLIES WITH UL1950/CSA950 AND EN 60950 STANDARDS AND COMPLIES WITH EN 55022 AND PART 15 OF FCC RULES.

Notice

This equipment generates and uses radio frequency energy and if not installed and used properly, that is, in strict accordance with the manufacturer’s instructions, may cause interference to radio and television reception. It has been type tested and found to comply with the limits for a Class A computing device in accordance with the specifications in Subpart J of Part 15 of FCC Rule. Operation of this equipment in a residential area may cause unacceptable interference to radio and TV reception requiring the operator to take whatever steps are necessary to correct the interference. However, there is no guarantee that interference will not occur in a particular installation. If this equipment does cause interference to radio or television reception, which can be determined by turning the equipment off and on, the user is encouraged to try to correct the interference by one or more of the following measures:

• Reorient the receiving antenna

• Relocate the equipment cabinet with respect to the receiver

• Check that the equipment cabinet and receiver are not on the same circuit; the equip-

ment cabinet must be powered from an isolated, dedicated AC outlet

If necessary, the user should consult the dealer or an experienced radio/television technician for additional suggestions. The user may find the following booklet prepared by the FCC helpful: “How to Identify and Resolve Radio-TV Interference Problems”

This booklet is available from the U.S. Government Printing Office, Washington, D.C. 20402, Stock No. 004-000-00398-5.

If RFI problems persist, contact Inter-Tel Customer Support.

The Axxess for use in both the United States and Canada.

system is now product safety certified by Canadian Standards Association (CSA)

Page x

AXXESS

ADMINISTRATOR’S GUIDE – January 2004

Safety Regulations

Important Safety Instructions

CAUTION

The “NRTL/C” indicator adjacent to the CSA mark on the product label signifies that the

Axxess in both the United States and Canada. NRTL (Nationally Recognized Testing Laboratory) is a designation granted by the U.S. Occupational Health and Safety Administration (OSHA) to laboratories which have been accredited to certify products to U.S. Standards. Before installation, also check the local electrical codes for important information concerning the installation of telephone and electronic equipment.

The following safety information is reprinted from UL 1459. When using your telephone equipment, basic safety precautions should always be followed to reduce the risk of fire, elec tric shock, and injury to persons, including the following:

System has been evaluated to the applicable ANSI/UL and CSA Standards for use

Safety Regulations

1. Read and understand all instructions.

2. Follow all warnings and instructions marked on the product.

3. Unplug this product from the wall outlet before cleaning. Do not use liquid cleaners or

aerosol cleaners. Use a damp cloth for cleaning.

4. Do not use this product near water (for example, in a wet basement).

5. Do not place this product on an unstable cart, stand, or table. The product may fall,

causing serious damage to the product.

6. Slots and openings in the cabinet and the back or bottom are provided for ventilation, to

protect it from overheating; these openings must not be blocked or covered. This prod uct should never be placed near or over a radiator or heat register. This product should not be placed in a built-in installation unless proper ventilation is provided.

7. This product should be operated only from the type of power source indicated in the

manual. If you are not sure of the type of power source to your building, consult your dealer or local power company.

8. This product is equipped with a three-wire grounding type plug, a plug having a third

(grounding) pin. This plug will only fit into a grounding type power outlet. This is a safety feature. If you are unable to insert the plug into the outlet, contact your electri cian to replace your obsolete outlet. Do not defeat the safety purpose of the grounding type plug.

9. Do not allow anything to rest on the power cord. Do not locate this product where the

cord will be abused by persons walking on it.

10. Do not use an extension cord with this product’s AC power cord. The AC outlet for this

product should not be used for any other electrical equipment.

11. Never push objects of any kind into this product through cabinet slots as they may

touch dangerous voltage points or short out parts that could result in a risk of fire or electric shock. Never spill liquid of any kind on the product.

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Safety Regulations

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ADMINISTRATOR’S GUIDE – January 2004

12. To reduce the risk of electric shock, do not disassemble this product, but take it to a

qualified serviceman when some service or repair work is required. Opening or removing covers may expose you to dangerous voltages or other risks. Incorrect reassembly can cause electric shock when the product is subsequently used.

13. Unplug this product from the wall outlet and refer servicing to qualified service person-

nel under the following conditions:

a. When the power supply cord or plug is damaged or frayed.

b. If liquid has been spilled into the product.

c. If the product has been exposed to rain or water.

d. If the product does not operate normally by following the operating instructions.

Adjust only those controls that are covered by the operating instructions because improper adjustment of other controls may result in damage and will often require extensive work by a qualified technician to restore the product to normal operation.

e. If the product has been dropped or the cabinet has been damaged.

f. If the product exhibits a distinct change in performance.

14. Avoid using a telephone (other than a cordless type) during an electrical storm. There

may be a remote risk of electric shock from lightning.

15. Do not use the telephone to report a gas leak in the vicinity of the leak.

Save These Instructions

CAUTION

This exclamation point within a triangle (which, for example, is silk-screened on the front of the system cabinet) is intended to alert the user to the presence

of important operating and maintenance (servicing) instructions in the literature accompanying the product. Be sure to read and follow all of the instructions included in this manual.

Page xii

Introduction

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ADMINISTRATOR’S GUIDE – January 2004

Introduction

CONTENTS PAGE

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Telephone System. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Networking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

System Administrator Duties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Voice Processor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Voice Mail Networks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Voice Mail Administrator Duties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Page 1

Introduction

AXXESS

ADMINISTRATOR’S GUIDE – January 2004

INTRODUCTION

This Administrator’s Guide provides all of the information an administrator should need to know about the system hardware and features, and it gives detailed instructions on their use. Refer to the user guide provided with each phone for simplified instructions on using telephone and voice mail system features.

TELEPHONE SYSTEM

The Inter-Tel Axxess Telephone system is a state-of-the-art, digital, voice/data, hybrid telephone system. As a hybrid system, it incorporates many of the user-friendly features of key systems with many of the expanded features and flexibility of private branch exchange (PBX) systems.

The system is designed to meet the needs of growing businesses. In fact, the system’s unique digital signal processing (DSP) structure allows it to be easily adapted and expanded as business communication needs change, especially with the Caller ID, Automatic Number Identification (ANI), Dialed Number Identification Service (DNIS), and Integrated Services Digital Network (ISDN) features. The modular design makes the system easy to install and service. And, the programmable features provide an abundance of user-friendly applications to meet each customer’s needs. Highlights of the system’s design include:

NETWORKING

With system software versions 5.0 and later, you can connect two or more phone systems to form a network that provides a seamless interface between the systems. To the user, the network appears as though it is one integrated system. With few exceptions, the user can perform all of the functions across the network that he can within a single phone system.

In this manual, all references to a “network” mean two or more connected systems. Each system in a network is called a “node.”

The maximum capacities for networking are listed in the following table.

* The maximum number of stations and trunks that can be installed is limited by the number of voice channels and/or system memory resources available.

• Advanced microprocessor technology.

• Modular, easily replaceable hardware with add-on capabilities for optional features.

• Flexible programming to customize many system and station features.

FEATURE/DEVICES CAPACITY

System Nodes per network 63 Local devices per node 1792* Off-node devices per node 8000 Devices per network 40,000

Page 2

Introduction

SYSTEM ADMINISTRATOR DUTIES

As a system administrator, you can provide the following services:

• Place the local phone system or other systems in the network in night or day mode

• Set the date and time of the local system

• Set the network date and time and re-synchronize clocks in the network.

• Make database changes (see page 12 for a list of programming areas)

• Program system speed-dial numbers on the local system

• Receive and clear displayed system and network alarms

• Use diagnostic mode features to:

— Freeze and unfreeze database history on the local system or other systems in the

network

— Print error logs

— Seize specific devices for troubleshooting purposes

Administrator features are described in detail beginning on page 8.

Any Inter-Tel phone can be designated as an administrator station through Database Programming. All designated administrator stations should be equipped with display phones to show system alarms and make programming easier.

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Introduction

ADMINISTRATOR’S GUIDE – January 2004

NOTE: Single-line sets can not be used as an administrator station.

System Administrator Duties

Page 3

Introduction

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ADMINISTRATOR’S GUIDE – January 2004

VOICE PROCESSOR

The system Voice Processor can be used for any of the following applications:

• Voice Mail: This application handles all calls that are directed to voice mail (other than

• Message Notification/Retrieval: The Message Notification/Retrieval application pro-

• Directory Services: Directory services provide callers with a list of mailboxes and

• Automated Attendant: The automated attendant is a programmable feature that can be

• Automated Attendant Recall Destination: If a call, that is transferred by the auto-

• Call Routing Announcement: Call Routing Announcements can be used two ways:

through the Message Notification/Retrieval application) by subscribers and non-subscribers. Callers will hear the main company greeting, followed by a menu of available options. Stations can forward or transfer calls directly to their mailbox.

vides voice mail message notification and quick mailbox access.

extension IDs.

used to provide automated call answering service. Calls can transfer, forward, or directly ring in to an automated attendant. When an automated attendant answers a call, it plays a recording that gives dialing instructions. After hearing the recording (or at any time while it is playing), the caller may then dial an extension or mailbox number.

mated attendant, is not answered before the Transfer Voice Processor timer expires, the call recalls the Automated Attendant Recall Destination. The Recall Destination announces that the station is unavailable and allows the caller to leave a message (if the station has an associated mailbox) or dial another extension.

— A Call Routing Announcement application can be used in place of a playback

device. The playback device function is especially useful for programming hunt group announcement and overflow stations. When called, the Call Routing Announcement application will play a recording and then hang up.

— The Call Routing Announcement application can use Digit Translation which

allows the caller to press a single digit for access to a mailbox, a fax-on-demand function, or a station or hunt group that has an associated mailbox or extension ID. Digit translation can be programmed for each digit 0-9, #, and *, plus a Timeout that is used when the caller does not enter a digit. Each digit can lead to a “digit translation node” that has its own digit translation values. This layered Call Routing Announcement digit translation creates a “tree” of programmable digit translation nodes.

Page 4

Voice Processor

• Record-A-Call: This feature allows a station user to record an ongoing call in a voice

mailbox message. When a station user enters the Record-A-Call feature code, the system places a call to the station’s assigned Record-A-Call application. When the application answers, the system sets up a conference call with the station’s Record-A-Call mailbox. If programmed, the mailbox plays a greeting to indicate that the recording is in progress.

• STAR: The Scheduled Time-Based Application Routing (STAR) enhances the pro-

grammability of the voice mail application greetings. With STAR, applications can be programmed to play alternative greetings for holidays and weekends. A STAR application is a table of up to 20 entries, that serves as a “routing table” which tells the Voice Processor which application will be used, based on day and time information in the table. (The applications are programmed to play the greetings, not the STAR application. The STAR routes the call to the right application.)

• Station Message Detail Recording (SMDR) Information Storage: SMDR informa-

tion can be stored on the Voice Processor’s hard disk and then processed using call

record sorting software, such as Inter-Tel’s Inside Track

VOICE MAIL NETWORKS

A Voice Processor can be installed on any or all nodes in the system network. These Voice Processors can also be networked together to allow a caller to leave a message on the local Voice Processor for a mailbox located on another Voice Processor in the network.

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Introduction

ADMINISTRATOR’S GUIDE – January 2004

The maximum capacities of the network are listed in the following table.

FEATURE/DEVICES CAPACITY

Voice Processors per network

Local or Off-Node Mailboxes and/or Extension IDs per Voice Processor node

System Audio Interface Ports per node 40 Applications per node 150 Group Lists per node

Members per group list Remote Message Notification Numbers per mailbox 18 Audiotex Recordings per node 500 Message Notification/Retrieval Applications per node 1 System Passwords per node 4 Time Slot Groups per node 10

This is the maximum number of nodes supported by the software. System traffic may limit

100

10,000

1000 1500

the actual number of nodes that can be supported without affecting system performance.

This is the maximum number of mailboxes supported by the NT-based software.

Voice Mail Networks

Page 5

Introduction

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ADMINISTRATOR’S GUIDE – January 2004

VOICE MAIL ADMINISTRATOR DUTIES

As the voice mail administrator, you can use special features that are not provided to other voice mail users. The system administrator mailbox has all standard subscriber features plus the ability to do the following:

• Record a broadcast message

• Perform mailbox and group list maintenance

• Create and select custom audiotex recordings (voice mail company greetings, auto

attendant recordings, call routing announcements, and hunt group overflow and announcement station recordings)

• Import fax documents

• Customize voice mail prompts

Voice mail administrator features are described in detail on page 45.

Page 6

Voice Mail Administrator Duties

Administrator Procedures

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ADMINISTRATOR’S GUIDE – January 2004

Administrator Procedures

CONTENTS PAGE

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

System Administrator Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Placing the System in Night Mode. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Placing Nodes in Day or Night Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Setting System Date and Time . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Setting Network Date and Time . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Synchronizing Network Time. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Programming the Database Using an Administrator’s Station. . . . . . . . . . . . . . . . . . . . 12

Station Programming. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

System Programming . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Trunk Programming . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Programming System Speed-Dial Numbers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Programming and Using DSS/BLF Buttons. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Managing System and Network Alarms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

System Alarms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Network Alarms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Clearing Alarms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

Alarm Queue . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

Assigning the CPC Modem to a DSS/BLF Button . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

Resetting the Call Processing Card Modem. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Using the Network Group Diagnostics Feature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Seizing a Device . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Freezing/Unfreezing the System History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

Freezing/Unfreezing the Network History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

Voice Mail Administrator Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Broadcasting Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Maintaining Mailboxes and Group Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

Importing Fax Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

Creating Audiotex Recordings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

Recording Custom Voice Mail Prompts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

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INTRODUCTION

During database programming, any Inter-Tel phone can be designated as a system administrator and/or a voice mail administrator. All administrator stations should be equipped with display phones to show system alarms and to make programming easier.

This section gives you all of the instructions for using the Administrator Features of the system and voice mail.

• System Administrator Features begin below.

• Voice Mail Administrator Features begin on page 45.

A quick reference card is located in the front of this book for your convenience.

Refer to the System Features and Voice Processing Features chapters for detailed descriptions of the system and Voice Processor and for general user procedures.

NOTE: The telephone system provides a choice between American English, British English,

Spanish and Japanese prompts and displays. As an administrator, you must know which language is considered Primary and which is Secondary for the system.

SYSTEM ADMINISTRATOR FEATURES

Any display Inter-Tel phone (attendant or non-attendant) can be assigned as a telephone system administrator. System administrator stations provide the following services:

• Place the local node or other nodes in the network in night or day mode

• Set the date and time of the local node

• Set the network date and time and re-synchronize clocks in the network

• Make database changes (see page 12 for a list of programming areas)

• Enable, disable, and reset local and off-node Call Processing Card modems

• Program system speed-dial numbers on the local node

• Receive and clear displayed system and network alarms

• Use diagnostic mode features:

— Freeze and unfreeze the database history for the local node or any node in the net-

work using programmed freeze zones

— Print error logs

— Seize specific devices for troubleshooting purposes

Any Inter-Tel phone station can be programmed to be an administrator station by the database programmer or by another administrator station.

Page 8

NOTE: Single-line sets can not be used as an administrator station.

If a non-administrator station user attempts to use the administrator features, the user will hear reorder tones, and the display will show CANNOT ACCESS RESERVED FEATURE.

Introduction

AXXESS

PLACING THE SYSTEM IN NIGHT MODE

An administrator station can place the local node in day or night mode. The day/night mode determines which lists the system will use for trunk access, toll restriction, etc.

Night mode also affects the night transfer relays on the Options Card (OPC). The relays are activated when the system is placed in night mode. See SPECIFICATIONS in the Installation Manual for details.

O TURN NIGHT MODE ON OR OFF:

While on hook, enter the Night Ring On/Off feature code (9860). You hear a single confirmation tone. The display shows NIGHT MODE IS ON (or OFF). Then, if night mode was turned on, the display shows THE SYSTEM IS IN NIGHT MODE until day mode is turned on.

PLACING NODES IN DAY OR NIGHT MODE

An administrator station can place one or more nodes in day or night mode. The day/night mode determines which lists the system will use for trunk access, toll restriction, etc.

The network determines the day/night mode status of a call based on the day/night mode status of the node where the trunk resides.

O TURN NIGHT MODE ON:

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ADMINISTRATOR’S GUIDE – January 2004

1. While on hook, enter the Enable Network Night feature code (9861).

2. You are prompted to enter a node number. Enter the desired node number.

3. You hear a single confirmation tone. The display shows NIGHT MODE IS ON. Then

the display shows NODE X IS IN NIGHT MODE until day mode is turned on.

O TURN DAY MODE ON:

1. While on hook, enter the Enable Network Day feature code (9862).

2. You are prompted to enter a node number. Enter the desired node number.

3. You hear a single confirmation tone. The display shows DAY MODE IS ON.

Placing the System in Night Mode

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SETTING SYSTEM DATE AND TIME

NOTE: Software versions 8.2 and later support the automatic Daylight Saving Time feature. To

enable the automatic Daylight Saving Time feature, the Enable Daylight Saving Time flag in Database Programming must be set to Yes. In systems running software versions 8.1 and earlier, you must reset the system time whenever Daylight Saving Time begins and ends.

A system administrator can manually reset the system time or date when it is necessary (for example, when the system is defaulted or for daylight-saving time). Any administrator can change the date and time that appears on all display phones and in the SMDR reports. The day of the week is automatically calculated and set by the system when the date is entered.

O SET THE SYSTEM DATE AND TIME:

NOTE: If you make a mistake, press to backspace or press or CANCEL to leave it

unchanged and start over.

MUTE

1. While on hook, enter the Set Date/Time feature code (9800). Your display shows DATE

(current date).

If you do not need to change the date, press or ACCEPT to skip to the TIME

XX:XX prompt.

2. Use the dialpad buttons to enter the month, day, and year. For example, press 020301

for February 3, 2001. When finished, the display shows TIME (current time). If you entered the date incorrectly, the display shows INVALID DATE, and you are prompted to enter a new date.

NOTE: If using a station programmed for Japanese, enter the date as year, month,

date. For example, 010203 for February 3, 2001.

If you do not need to change the time, press or ACCEPT twice to exit. The display

shows SYSTEM DATE AND TIME UPDATED.

3. Use the dialpad buttons to enter the time in hours and minutes. (For example, enter

0900 for 9:00.) If you entered the time incorrectly, the display shows INVALID TIME and you are prompted to enter a new time.

4. If the system is set for 12-hour display format, the display shows SELECT AM OR PM

(AM=1 PM=2). Press (or the AM menu button) for AM or press (or the PM

1 2

menu button) for PM. The display shows SYSTEM DATE AND TIME UPDATED. If you press any button other than 1 or 2, the display shows INVALID TIME and you are prompted to enter a new time.

Page 10

NOTE: If using a station programmed for Japanese, the prompts will be reversed and

you will set the AM/PM before the hour and minutes.

Setting System Date and Time

SETTING NETWORK DATE AND TIME

Occasionally, the network time or date needs to be reset (for example, when the system is defaulted or for daylight-saving time). Any administrator can change the date and time that appears on all display phones and in the SMDR reports in the network. The day of the week is automatically calculated and set by the system when the date is entered.

O SET THE NETWORK DATE AND TIME:

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NOTE: If you make a mistake, press to backspace or press or CANCEL to leave it

unchanged and start over.

MUTE

1. While on hook, enter the Set Network Date and Time feature code (9810). Your display

shows DATE (current date).

If you do not need to change the date, press or ACCEPT to skip to the TIME

XX:XX prompt.

2. Use the dialpad buttons to enter the month, day, and year. For example, press 020301

for February 3, 2001. When finished, the display shows TIME (current time).

NOTE: If using a station programmed for Japanese, enter the date as year, month,

date. For example, 010203 for February 3, 2001.

If you entered the date incorrectly, the display shows INVALID DATE, and you are prompted to enter a new date.

If you do not need to change the time, press or ACCEPT twice to exit. The display

shows SYSTEM DATE AND TIME UPDATED.

3. Use the dialpad buttons to enter the time in hours and minutes. (For example, enter

0900 for 9:00.)

NOTE: If using a station programmed for Japanese, the prompts will be reversed and

you will set the AM/PM before the hour and minutes.

If you entered the time incorrectly, the display shows INVALID TIME, and you are prompted to enter a new time.

4. If the node is set for 12-hour display format, the display shows SELECT AM OR PM

(AM=1 PM=2). Press (or the AM menu button) for AM or press (or the PM menu button) for PM. The display shows SYSTEM DATE AND TIME UPDATED. If you press any button other than 1 or 2, the display shows INVALID TIME, and you are prompted to enter a new time.

Setting Network Date and Time

1 2

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SYNCHRONIZING NETWORK TIME

Administrators can synchronize the minutes past the hour across the network without changing the hour. This is useful when the nodes are in different time zones.

NOTE: If a node's time is off by more than 30 minutes, synchronizing the minutes may cause

the hour to change. Also, network time is automatically synchronized every day at 12:30 AM (00:30), using the time setting on the node with the lowest number.

An administrator can synchronize the clocks in all nodes in the network using the following procedure.

O SYNCHRONIZE NETWORK TIME:

While on hook, enter the Synchronize Network Time feature code (9811). You hear a confirmation tone, and the display shows NETWORK TIME SYNCHRONIZED.

PROGRAMMING THE DATABASE USING AN ADMINISTRATOR’S STATION

Any administrator station can perform database programming using an Inter-Tel phone. However, it requires a display phone, and an Executive Display, Professional Display or Model 8560 Phone is strongly recommended.

NOTE: If using an analog phone, you will need to use the PREVIOUS/NEXT or UP/DOWN but-

tons in place of the Volume button in the instructions in this section.

The database areas that can be programmed by an administrator station include the following:

Station Programming:

• Create or delete Administrator stations

• Create or delete Attendant stations

• Create or delete House Phones

• Assign stations to Attendants

• Program usernames

• Program station toll restriction

System Option Programming:

• Program Do-Not-Disturb (DND) messages

• Program up to ten passwords for the Database Programming feature

• Program station extensions

• Swap extensions

Page 12

Trunk Programming:

• Individual trunk answer supervision type, caller information, hybrid balance, signaling

type (DTMF or pulse), and trunk group assignment

• Trunk group answer access, ring-in, toll restrictions, and trunk lists

Synchronizing Network Time

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ADMINISTRATOR’S GUIDE – January 2004

Entry to the Database Programming feature at the administrator station can be protected using a password. A password would prevent unauthorized users from altering the system database.

NOTE: Passwords are very important to system security. Without sufficient password protec-

tion, the telephone system database is vulnerable to unauthorized access.

Depending on the database changes you make, the system may require a reset after programming. If so, the system will prompt you for a reset and ask if it should be done immediately or delayed. Delaying the reset would prevent interruption in service. However, if a reset is required it should be done as soon as possible to permit proper system operation.

NOTE: A system reset will drop all calls in progress.

Entering Alphanumeric Information:

When entering alphanumeric information, such as a username, reminder message, or Do-NotDisturb message, press or USE ALPHA MODE/USE NUMERIC MODE menu but-

MSG

ton to switch back and forth between alphanumeric and numeric mode.

• In numeric mode, the dialpad buttons are used to enter numbers 0-9, the pound ( )

button is used for entering a hyphen (-), and the asterisk ( ) button is used for entering a colon (:). For example, 1 00 would enter “1:00” in numeric mode.

• In alphanumeric mode, dialpad buttons are used to enter the desired letters, numbers,

and punctuation. The number of times a button is pressed determines which character is entered. For example, 533266 would enter “JEAN” in English. When adjoining charac-

ters are located under the same button, press to advance to the next character.

FWD

For example, 66

6667776 would enter “NORM.” Refer to the chart below to

program information in alphanumeric mode. (Note that letters correspond to the letters printed on the dialpad buttons.) The Japanese characters will be available only if the Multilingual Support premium feature is included in your software license, Japanese is programmed as a Primary or Secondary Language, and the administrator’s station is set

for Japanese.

NUMBER OF TIMES BUTTON IS PRESSED

BUTTON123 4 567891011

ENGLISH/SPANISH CHARACTERS

-&() 1A I U E O a

ABC’ 2 KA KI KU KE KO i

DEF ! 3 SA SHI SU SE SO u

GHI * 4 TA CHI TSU TE TO e JKL

MNO

PQRS 7MA MI MU ME MO ya

TUV? 8YA YU YO . , yu

WX Y Z 9 RA RI RU RE RO yo

@: . , 0 WA WO N pa ba long

# or /

Ñ or #

5 NA NI NU NE NO o

6 HA HI FU HE HO tsu

FWD

KATAKANA CHARACTERS

*The character available depends on the software version.

**The Japanese characters are only available if the Multilingual feature is enabled and Japanese is installed as the secondary language.

Programming the Database Using an Administrator’s Station

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ADMINISTRATOR’S GUIDE – January 2004

Station Programming

You can use your administrator station to program the following station information:

• Create or delete Administrator stations: You can program any other Inter-Tel phone

to be an additional administrator station, or you can delete administrators. (You cannot program this for your own station or a single-line station.)

• Create or delete Attendant stations: You can program any station to be an Attendant

station, or you can delete Attendants.

• Create or delete House Phones: You can program any station to be a House Phone, or

you can delete House Phones.

• Assign stations to Attendants: You can change the assigned Attendant for each sta-

tion.

• Program usernames: You can program or change the username for any station.

• Program station toll restrictions: You can program toll restriction classes of service

for the stations. Station toll restrictions are described in detail on page 155.

The Station Database Programming process is summarized in the flowchart shown on page 17. See page 65 for a Program Planning Sheet.

NOTE: If necessary, you can press the asterisk ( ) or Speaker button to cancel programming

and discard any unsaved changes, at any time during the following procedure.

TO PROGRAM STATIONS:

1. While on hook, enter the Program Database feature code (9932).

2. If a password is required, the display shows ENTER PASSWORD. Use the dialpad to

enter your 1-8 digit password and press . (If you enter an incorrect password or do not press , the display shows INVALID PASSWORD.)

If a password is not required, skip this step.

3. The display shows ENTER DATABASE OPTION. (Display phones also show the

options: STATION, SYSTEM, and TRUNK.) Press or the STATION menu button.

4. The display shows ENTER STATION EXTENSION. Enter the extension number of the

station to be programmed using one of the following methods. (If you enter an invalid extension number, you hear reorder tones and must try again.)

Enter a complete number: Enter the extension number using your dialpad. When the circuit information is displayed, press again to continue.

Enter a partial number: Enter a partial extension number, then press , the high

end of the Volume button, or the ACCEPT menu button. The display shows the extension number, username and circuit number of the station that most closely matches the

partial extension number. Press or ACCEPT to program the displayed station, or

scroll to another station as described below.

Page 14

Scroll through the numbers: To scroll through the extension number list, press the high end of the Volume button or NEXT to scroll forward, or press the low end of the Volume button or PREVIOUS to scroll backward. When the desired extension number

is displayed, press or ACCEPT to continue.

Station Programming

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ADMINISTRATOR’S GUIDE – January 2004

5. The display shows ENTER STATION OPTION. Select one of the following:

a. Station Flags: This option allows you to set the Administrator Station, Attendant,

and House Phone flags. To select it, press or the STATION FLAGS menu but-

ton. There are three flags that can be programmed: Administrator, Attendant, and House Phone. (However, you cannot program the Administrator flag for your own station or for a single-line station.) To program the flags, do the following:

1. To scroll to the desired flag: Press the high end of the Volume button or

NEXT to scroll forward, or press the low end of the Volume button or PRE- VIOUS to scroll backward.

2. To enable or disable a displayed flag: Press or the ON menu button to

enable the flag. Or, press or the OFF menu button to disable the flag.

3. To save your programming when all flags are set correctly: Press or

ACCEPT to save the new flag settings. The display shows DATABASE UPDATED and then returns to the ENTER STATION OPTION prompt.

4. To exit without saving your changes: Press or CANCEL to exit. The dis-

play shows NO UPDATE PERFORMED and then returns to the ENTER STATION OPTION prompt.

b. Station Information: This option allows you to select an attendant for the station or

program the station’s username. To select it, press or the STATION INFO

menu button. The display shows ENTER STATION INFO OPTION. Select one of the following:

1. Attendant: To assign an attendant to serve this station, press or the

ATTENDANT menu button. The display shows ENTER ATTENDANT

EXTENSION. Enter the desired extension number. When the circuit information is displayed, press again to return to the ENTER STATION INFO

OPTION prompt. The display shows DATABASE UPDATED. (Or, to cancel your entry, press or CANCEL. The display shows NO UPDATE PERFORMED.)

2. Username: To change the username of the station, press or the USER-

NAME menu button. The display shows ENTER USERNAME. Enter the new name as described on page 13. (Or, to cancel your entry, press or CANCEL. The display shows NO UPDATE PERFORMED.)

Station Programming

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c. Toll Restriction: This option allows you to set the station class of service for day

and/or night modes. To select it, press or the TOLL RESTRICTION menu but-

ton. Then do the following:

1. The display shows TOLL RESTRICTION OPTION. Press or the COS

DAY menu button to program day mode toll restriction. Or, press or the

COS NIGHT menu button to program night mode toll restriction.

2. The display shows SET DAY (or NIGHT) COS XX. If this is not the COS

you wish to program, scroll to the correct COS by pressing the high end of the Volume button or NEXT to scroll forward, or press the low end of the Volume button or PREVIOUS to scroll backward. The default COS numbers are as follows. See page 155.

COS 01 – ARS Only COS 02 – Deny Area/Office COS 03 – Deny Operator COS 04 – Deny Toll Access COS 05 – Deny International COS 06 – Deny Equal Access COS 07 – Deny Local Calls COS 08 – Denied Numbers COS 09 – Allowed Numbers

3. When the correct COS is displayed, press or the ON menu button to

enable the toll restriction. Or, press or the OFF menu button to disable it.

4. If desired, repeat steps c2 and c3 to program additional COS toll restrictions.

5. Press or ACCEPT to save the COS programming. The display shows

DATABASE UPDATED and then returns to the TOLL RESTRICTION OPTION prompt.

6. Press again to exit to the ENTER STATION OPTION prompt.

6. When the display shows ENTER STATION OPTION, press again to exit to the

ENTER STATION EXTENSION prompt. You can then program another station by repeating these steps or press or ACCEPT once more to exit to the ENTER DATA-

BASE OPTION prompt.

7. When finished with all programming, press while the ENTER DATABASE

OPTION prompt is displayed. This ends the programming session.

8. If a system reset is required, the display shows ENTER SYS RESET OPTION. Do one

of the following:

— Delayed Reset: Press or the DELAYED menu button to delay the reset. The

display shows DELAYED RESET SCHEDULED. The system will be reset at the pre-programmed time.

— Immediate Reset: Press or the IMMEDIATE menu button to reset the system

now.

NOTE: A system reset will drop all calls in progress.

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Station Programming

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FIGURE 1. Station Database Programming Flowchart

Enter Program Database

feature code 9932

ENTER DATABASE OPTION

Press 1 or STATION

menu button

ENTER STATION EXTENSION

Enter desired station extension number, then #

ENTER STATION OPTION

Administrator Procedures

ADMINISTRATOR’S GUIDE – January 2004

Press 1 or STATION FLAGS

menu button

Select flag to program

Press 1 or

ON menu button

to enable

AT ANY LEVEL:

Press * or the Speaker button to cancel any unsaved changes and back up to exit programming.

Press # or ACCEPT to save changes and back up one display level.

INFORMATION IN THIS CHART IS SHOWN AS FOLLOWS:

Press 2 or

OFF menu button

to disable

ATT ENDA NT

YOUR INPUT

Press 2 or STATION INFO

menu button

STATION INFO OPTION

Press 1 or

menu button

Enter

Attendant’s

extension

Press 2 or

USERNAME

menu button

Enter

new

username

Press 3 or TOLL RESTRICTION

Press 1 or COS

DAY menu button

for day mode

If necessary, select COS number

ON menu button

to enable COS

If desired, select another COS number

menu button

TOLL RESTRICTION OPTION

Press 2 or COS

NIGHT menu button

for night mode

SET DAY/NIGHT COS XX

to program by scrolling

Press 1 or

to program by scrolling

Press 2 or

OFF menu button

to disable COS

PHONE DISPLAYS

Station Database Programming Flowchart

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System Programming

You can use your administrator station to program the following system-wide information:

• Define Do-Not-Disturb messages: The messages for the Do-Not-Disturb feature can

be reprogrammed through an administrator’s station. (See page 247 for information concerning their use.) Administrators can delete or change messages 01-20 to any value (up to 16 characters). When the system has a programmed Primary and Secondary Language, the system has default Do-Not-Disturb messages in both languages. (Available languages are American English, British English, Spanish, and Japanese.) The current language of the programming phone determines which list is programmed. (See

page 172 for a description of the Change Language feature.) The Secondary Language

translation has the same meaning as the Primary Language message. The default messages are:

01 DO-NOT-DISTURB 11 OUT OF TOWN 'TIL

02 LEAVE A MESSAGE 12 OUT OF OFFICE

03 IN MEETING UNTIL 13 OUT UNTIL

04 IN MEETING 14 WITH A CLIENT

05 ON VACATION 'TIL 15 WITH A GUEST

06 ON VACATION 16 UNAVAILABLE

07 CALL ME AT 17 IN CONFERENCE

08 AT THE DOCTOR 18 AWAY FROM DESK

09 ON A TRIP 19 GONE HOME

10 ON BREAK 20 OUT TO LUNCH

When two languages are enabled and DND messages are changed, the programmer should attempt to keep the meanings for the messages in both lists the same. That is, if the Primary Language message 02 is changed to “PAGE ME,” a similar message should be programmed for the Secondary Language message 02.

• Select an administrator Database Programming password: Entry to the Database

Programming feature at the administrator stations can be protected using a password. A password would prevent unauthorized users from altering the system database.

• Define reminder messages: System reminder messages can be changed using an

administrator’s station. (See page 258 for information about using reminder messages.) The messages can have up to 16 characters each. When Primary and Secondary Languages are enabled, the system has default reminder messages in both languages. The current language of the programming phone determines which list is programmed. (See

page 172 for a description of the Change Language feature.) Each Secondary Language

translation has the same meaning as the Primary Language message. The default messages are:

01 MEETING 11 CALL ENGINEERING

02 STAFF MEETING 12 CALL MARKETING

03 SALES MEETING 13 CALL ACCOUNTING

04 CANCEL MEETING 14 CANCEL DND

05 APPOINTMENT 15 CANCEL CALL FWD

06 PLACE CALL 16 TAKE MEDICATION

07 CALL CLIENT 17 MAKE RESERVATION

08 CALL CUSTOMER 18 REVIEW SCHEDULE

09 CALL HOME 19 LUNCH

10 CALL CORPORATE 20 REMINDER

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When two languages are enabled and reminder messages are changed, the programmer should attempt to keep the meanings for the messages in both lists the same. That is, if the Primary Language message 02 is changed to “GO TO AIRPORT,” a similar message should be programmed for the Secondary Language message 02.

• Program new extension numbers for stations: The extension number for any station

can be changed by an administrator. The new extension number cannot conflict with an existing number.

• Swap extensions: An extension number can be relocated (swapped) to another station.

To swap extensions, the two affected stations must meet the following criteria:

— Both devices must reside on the same node as the administrator who performing

the swap.

— Both devices must be the same type (i.e., both digital phones or both single-line

sets).

— Neither device can be the administrator phone performing the swap.

The System-Wide Database Programming process is summarized in the flowchart shown on

page 23. See page 65 for a Program Planning Sheet.

If necessary, you can press or the Speaker button to cancel programming and discard any unsaved changes, at any time during the following procedure.

O PROGRAM THE SYSTEM DATABASE:

NOTE: If you wish to change the Japanese DND or reminder message sets, make sure your

station is set in Japanese mode. See page 172 for an explanation of the Change Language feature.

1. While on hook, enter the Program Database feature code (9932).

2. If a password is required, the display shows ENTER PASSWORD. Use the dialpad to

enter your 1-8 digit password and press . (If you enter an incorrect password, the dis-

play shows INVALID PASSWORD.)

If a password is not required, skip this step.

3. The display shows ENTER DATABASE OPTION. (Display phones show the options:

STATION, SYSTEM, and TRUNK.) Press or the SYSTEM menu button.

4. The display shows ENTER SYSTEM OPTION. Select one of the following:

a. Do-Not-Disturb Messages: This option allows you to program the DND messages

used by the stations. To select it, press or the DND MESSAGES menu button.

Then do the following:

System Programming

1. The display shows SELECT DND MESSAGE #. Enter a message number or

scroll to the desired message. (To scroll to the correct message, press the Volume button or the SCROLL plus NEXT and PREVIOUS menu buttons.)

2. When the display shows the desired DND message, enter the new message as

described on page 13.

3. Press or ACCEPT to save the new message. The display shows DATA-

BASE UPDATED and then returns to the SELECT DND MESSAGE prompt. (Or, to cancel your entry, press or CANCEL. The display shows NO UPDATE PERFORMED.)

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4. To program another message, scroll to the desired message and repeat these

steps.

5. Press again to exit to the ENTER SYSTEM OPTION prompt.

b. Password: This option allows you to set a password that limits access to the admin-

istrator programming feature. To select it, press or the PASSWORD menu but-

ton. Then do the following:

1. The display shows CHANGE PASSWORD TO. Enter a password of up to

eight digits, then press . (Or, to erase the password and leave it blank, just

press .)

2. The display shows VERIFY PASSWORD. Enter the password exactly as you

did in the step above, followed by . The display returns to the ENTER

SYSTEM OPTION prompt. (If you hear reorder tones and see an error message, the passwords did not match and you must start over at the CHANGE PASSWORD prompt.)

c. Reminder Messages: This option allows you to program the reminder messages

used by the stations. To select it, press or the REMINDER MSGS menu but-

ton. Then do the following:

1. The display shows SELECT REMINDER MSG #. Enter a message number or

scroll to the desired message. (To scroll to the correct message, press the Volume button or the SCROLL plus NEXT and PREVIOUS menu buttons.)

2. When the display shows the desired message, enter the new message as

described on page 13.

3. Press or ACCEPT to save the new message. The display shows DATA-

BASE UPDATED and then returns to the SELECT REMINDER MSG prompt. (Or, to cancel your entry, press or CANCEL. The display shows NO UPDATE PERFORMED.)

4. To program another message, scroll to the desired message and repeat these

steps.

5. Press again to exit to the ENTER SYSTEM OPTION prompt.

d. Station Extensions: This option allows you to assign new extension numbers to sta-

tions. To select it, press or the STN EXTENSION menu button.

If programming a station:

1. Press

or CHANGE EXT. The display shows ENTER STATION EXTEN-

SION. Enter the extension number of the station to be programmed using one of the following methods. (If you enter an invalid extension number, you hear reorder tones and must try again.)

Enter a complete number: Enter the extension number using your dialpad. When a valid number is entered, the circuit information is displayed. Press

again to continue.

Enter a partial number: Enter a partial extension number, then press , the

high end of the Volume button, or the ACCEPT menu button. The display shows the extension number, username and circuit number of the station that

most closely matches the partial extension number. Press or ACCEPT to

program the displayed station, or scroll to another station as described below.

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System Programming

Administrator Procedures

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ADMINISTRATOR’S GUIDE – January 2004

Scroll through the numbers: To scroll through the extension number list, press the high end of the Volume button or the NEXT menu button to scroll forward, or press the low end of the Volume button or the PREVIOUS menu button to scroll backward. When the desired extension number is displayed,

press or ACCEPT to continue.

2. The display shows CHANGE X (number) TO EXTENSION. Enter the new

extension number for the station. If you enter an invalid number, you hear reorder tones and must try again. If you entered an extension number that is already assigned, the display shows CONFLICTING EXTENSION and you hear reorder tones. When the display returns to ENTER STATION EXTENSION, you must start over and select a new extension number.

3. Press or ACCEPT to exit to the ENTER STATION EXTENSION prompt.

The display shows UPDATING DATABASE for four seconds and then DATABASE UPDATED. (Or, to cancel your entry, press or CANCEL. The display shows NO UPDATE PERFORMED.)

NOTE: Although the system begins to update the database when you press or

ACCEPT, it may take longer than the four-second display to change the extension in

the system – especially in a large or busy system.

4. Press or ACCEPT again to exit to the ENTER SYSTEM OPTION

prompt. (If an extension number is displayed, press to exit, instead of

or ACCEPT.)

If swapping stations:

1. Press or SWAP EXTS. The display shows ENTER STATION EXTEN-

SION. Enter the first extension number to be swapped using one of the following methods. (If you enter an invalid extension number, you hear reorder tones and must try again.)

Enter a complete number: Enter the extension number using your dialpad. When a valid number is entered, the circuit information is displayed. Press

or ACCEPT to continue.

System Programming

Enter a partial number: Enter a partial extension number, then press the

button, the high end of the Volume button, or the ACCEPT menu button. The display shows the extension number, user name and circuit number of the sta-

tion that most closely matches the partial extension number. Press or

ACCEPT to continue, or scroll to another station as described below.

press or ACCEPT to continue.

NOTE: If the feature times out while entering an extension number, the displays

shows INCOMPLETE EXTENSION.

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ADMINISTRATOR’S GUIDE – January 2004

2. The display shows SWAP (extension) WITH EXTENSION. Enter the second

extension number to be swapped using the same methods previously described. The display shows DATABASE UPDATED.

NOTE: If you cancel or terminate the feature without entering the second extension

number, the system discards any changes that have not yet been saved, and the display shows NO UPDATE PERFORMED. If the entered extension is the administrator station performing the swap, the same extension number as the target station, or the wrong device type, the display shows CONFLICTING EXTENSION.

5. When the display shows ENTER SYSTEM OPTION, press again to exit to the

ENTER DATABASE OPTION prompt.

6. When finished with all programming, press while the ENTER DATABASE

OPTION prompt is displayed. This ends the programming session.

7. If a system reset is required, the display shows ENTER SYS RESET OPTION. Do one

of the following:

— Delayed Reset: Press or the DELAYED menu button to delay the reset. The

display shows DELAYED RESET SCHEDULED. The system will be reset at the pre-programmed time.

— Immediate Reset: Press or the IMMEDIATE menu button to reset the system

now.

NOTE: A system reset will drop all calls in progress.

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System Programming

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FIGURE 2. System Database Programming Flowchart

Enter Program Database

feature code 9932

ENTER DATABASE OPTION

Press 2 or SYSTEM menu button

ENTER SYSTEM OPTION

Administrator Procedures

ADMINISTRATOR’S GUIDE – January 2004

Press 1 or

DND MESSAGES

menu button

SELECT DND

MESSAGE

Enter message

number or select

DND message to

program by scrolling

(DND message)

SCROLL OR EDIT

Enter the new

message using alpha

or numeric mode

and press #

If desired, select

another message

to program

AT ANY LEVEL:

Press * or the Speaker button to cancel any unsaved changes and back up to exit programming.

Press # or ACCEPT to save changes and back up one display level.

INFORMATION IN THIS CHART IS SHOWN AS FOLLOWS:

Press 2 or

PASSWORD

menu button

CHANGE

PASSWORD

Enter 0-8 digit password and

press #

VERIFY

PASSWORD

Enter the new

password again

and press #

YOUR INPUT

Press 3 or

REMINDER MSGS

menu button

SELECT

REMINDER MSG

Enter message

number or select

message to program

by scrolling

(Reminder message)

SCROLL OR EDIT

Enter the new

message using alpha

or numeric mode

and press #

If desired, select

another message

to program

Press 4 or

STN EXTENSIONS

menu button

Press 1 or

CHANGE EXT

menu button

ENTER STATION

EXTENSION

Enter the extension

number of the station

to be changed

CHANGE (number)

SCROLL OR EDIT

Enter the new

extension number

for the station

and press #

Press 2 or

SWAP EXTS

menu button

ENTER STATION

EXTENSION

Enter the extension

number of the first

station to be swapped

and press #

SWAP (extension)

WITH EXTENSION

Enter the extension number of the second station to be swapped

and press #

PHONE DISPLAYS

System Database Programming Flowchart

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ADMINISTRATOR’S GUIDE – January 2004

Trunk Programming

The trunk information that can be programmed by an administrator station includes the following:

Individual trunks:

• Answer supervision type: Answer supervision determines whether the system should

consider a call valid when it receives polarity reversal from the central office or wait for the Valid Call timer to expire. Any outside call put on hold becomes valid immediately, regardless of Answer Supervision or Valid Call timer status. There are three options available under answer supervision type:

— Polarity Reversal: A loop reversal must be received to consider the call valid.

— Valid Call Timer: After the Valid Call Timer expires, the call is validated. All

— Valid Call Timer with Polarity Reversal: If a loop reversal is received before the

When the first loop reversal is received, the call is made valid immediately, and the Inter-Tel phone display will begin call cost. When a second loop reversal is received, the system will terminate the call.

NOTE: If a second loop reversal is not received, the system will not terminate the

call unless the inside party hangs up or loss-of-loop is received from the Telephone company.

polarity reversals received before and after the Valid Call Timer are ignored.

Valid Call Timer expires, the call will be made valid immediately, and the Inter-Tel phone display will begin call cost. When a second loop reversal is received, the system will terminate the call. If a loop reversal is not received before the Valid Call Timer expires, the call will be made valid by the timer. If a loop reversal is received after the timer expires, the loop reversal is ignored, but the call cost is reset. If a second loop reversal is then received, the system will terminate the call.

NOTE: If a second loop reversal is not received, the system will not terminate the

call unless the inside party hangs up or loss-of-loop is received from the Telephone company.

• Caller ID: When selected, the Caller ID option indicates that the associated trunk will

provide caller identification signals. This cannot be programmed unless the Advanced CO Interfaces premium feature is included in your software license.

• Hybrid balance: Hybrid balance can be set to Normal or Short to allow the installer to

adjust the hybrid impedance of the trunk based on local central office conditions.

— Short: The short balance is used when trunks are supplied by other equipment

located within the same building, using private, copper wire termination (e.g., an OPX supplied by another PBX that does not use the public network) or when the site is located close to the central office.

— Normal: The normal balance can be used by most trunks.

• DTMF or dial-pulse signaling: Trunks can be set for DTMF or dial pulse signals.

• Trunk group assignment: Trunks can be assigned to trunk groups on an individual

basis.

• Busy trunk: This feature allows you to temporarily remove a trunk from service. While

the trunk is out of service, it cannot be used for placing outgoing calls. However, incoming calls on analog trunks will ring in and can be answered. Incoming calls on ISDN trunks cannot be answered. The trunk will remain out of service until the Trunk Busy Out timer expires or you place the trunk back in service.

Page 24

Trunk Programming

Administrator Procedures

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ADMINISTRATOR’S GUIDE – January 2004

Trunk groups:

• Day/Night Answer Access: You can program separate lists for stations with allowed-

answer access in day and night modes.

• Day/Night Ring-In: You can program separate lists of stations with ring-in for day and

night modes.

• Change Toll Restrictions: You can program toll restriction classes of service for the

trunk groups. Classes of service are described in detail on page 155.

• Trunk List: Each trunk group has a programmed list of individual trunks.

The Trunk Database Programming process is summarized in the flowchart shown on page 29. See page 65 for a Program Planning Sheet.

NOTE: If necessary, you can press the asterisk ( ) or Speaker button to cancel programming

and discard any unsaved changes at any time during the following procedure.

Entering extension numbers:

When the procedure asks you to enter a station, trunk, or trunk group extension number, you can use any of the following methods (If you enter an invalid extension number, you hear reorder tones and must try again.)

• Enter a complete number: Enter the extension number using your dialpad. When the

circuit information is displayed, press again to continue.

• Enter a partial number: Enter a partial extension number then press , the high end

of the Volume button, or the menu button. The display shows the extension number, username and circuit number of the station, trunk, or trunk group that most closely matches the partial extension number. Press or ACCEPT to accept the displayed extension, or scroll to another station as described below.

• Scroll through the numbers: To scroll through the extension number list, press the

high end of the Volume button or the NEXT menu button to scroll forward, or press the low end of the Volume button or the PREVIOUS menu button to scroll backward.

When the desired extension number is displayed, press or ACCEPT to continue.

O PROGRAM TRUNK INFORMATION:

1. While on hook, enter the Program Database feature code (9932).

2. If a password is required, the display shows ENTER PASSWORD. Use the dialpad to

enter your 1-8 digit password and press . (If you enter an incorrect password, the dis-

play shows INVALID PASSWORD.)

Trunk Programming

If a password is not required, skip this step.

3. The display shows ENTER DATABASE OPTION. (Executive Display, Professional

Display and Model 8560 Phones also show the options: STATION, SYSTEM, and TRUNK.) Press or the TRUNK menu button. The display shows ENTER TRUNK

OPTION.

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ADMINISTRATOR’S GUIDE – January 2004

4. To Program an Individual Trunk: Press or the INDIVIDUAL TRUNK menu but-

ton. Then program trunk options as follows:

a. The display shows ENTER TRUNK EXTENSION. Enter the extension number of

the trunk to be programmed using one of the methods described on page 25.

b. The display shows INDIVIDUAL TRUNK OPTION. Enter one of the following

options. To view the last two options on a display phone, press the arrow (<< or >>) menu button at the bottom of the display.

Answer Supervision: To program the answer supervision for the trunk, press or

the ANS SUPERVISION menu button. When the display shows ANS SUPERVISION OPTION, press or the POLARITY REVERSE menu button for the polarity-reversal supervision type. Or, press or the VALID CALL menu button for Valid Call timer supervision. Or, press or the VALID + POLARITY menu button for Valid Call timer with Polarity Reversal supervision. Then press or

ACCEPT to continue.

Caller ID: To enable or disable Caller ID, press or the CALLER ID menu but- ton. When the display shows SET CALLER ID, press or ON to enable the feature, or press or OFF to disable it. Then press or ACCEPT to continue.

Hybrid Balance: To set the hybrid balance of the trunk to normal or short, press

or the HYBRID BALANCE menu button. When the display shows HYBRID BALANCE OPTION, press or the NORMAL menu button, or press or the

SHORT menu button. Then press or ACCEPT to continue.

1 2

DTMF/Dial-Pulse Signaling: To set the trunk for DTMF or dial-pulse signaling,

press or the SIGNALING menu button. When the display shows ENTER SIGNALING OPTION, press or the DTMF menu button, or press or the PULSE menu button. Then press or ACCEPT to continue.

Trunk Group Number: To assign the trunk to a trunk group, press or the

1 2

TRUNK GROUP menu button. When the display shows ENTER TRUNK GRP

EXTENSION, enter the desired trunk group number using one of the methods described on page 25.

Busy Trunk: To temporarily remove the trunk from service, press or the BUSY TRUNK menu button. When the display shows MARK TRUNK BUSY, press or the ON menu button, or press or the OFF menu button. Then press or

ACCEPT to continue.

c. To exit, press or ACCEPT to move backward through the prompts until you

reach the ENTER DATABASE OPTION prompt.

5. To Program A Trunk Group: Press or the TRUNK GROUP menu button. Then

program the trunk group, as follows:

a. The display shows ENTER TRUNK GRP EXTENSION. Enter the extension num-

ber of the trunk group to be programmed using one of the methods described on

page 25.

Page 26

b. The display shows ENTER TRUNK GROUP OPTION. Select one of the following

options. To view the last three options on a display phone, press the arrow (<< or >>) menu button at the bottom of the display.

Trunk Programming

Administrator Procedures

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ADMINISTRATOR’S GUIDE – January 2004

Answer Access For Day Or Night Mode: To program the station(s) that will have answer access for this trunk group for day mode, press or the ANS-ACCESS

DAY menu button. To program for night mode, press or the ANS-ACCESS

NIGHT menu button. When the display shows ENTER STATION EXTENSION,

do the following:

1. Enter a station extension using one of the methods described on page 25.

2. The display shows the extension number and a Yes/No prompt. Press or

the YES menu button, followed by , to include the station in the list. Or,

press or the NO menu button, followed by , to exclude the station from

the list.

3. When the display returns to ENTER STATION EXTENSION, select another

extension number. Or, if finished programming the station list, press or

ACCEPT to continue.

Ring-In For Day Or Night Mode: To program the station that will have ring in for this trunk group for day mode, press or the RING-IN DAY menu button. To program for night mode, press or the RING-IN NIGHT menu button. When the

display shows ENTER STATION EXTENSION, enter stations into the list one at a time as described above for Answer Access.

Toll Restriction: To program the toll restrictions for the trunk group, press or

the TOLL RESTRICTION menu button. When the display shows TOLL RESTRICTION OPTION, press the numbers that correspond to the toll restrictions you wish to program, as follows:

1. COS for day or night mode: To program the toll restriction class of service for

day mode, press or the COS DAY menu button. To program class of ser- vice for night mode, press or the COS NIGHT menu button. The display

shows SET DAY (or NIGHT) COS XX. If this is not the COS you wish to program, scroll to the correct COS by pressing the high end of the Volume button or the NEXT menu button to scroll forward, or press the low end of the Volume button or the PREVIOUS menu button to scroll backward. The default COS numbers are listed below. (See page 155 for definitions. COS 01

is not used for trunks.) When the correct COS is displayed, press or the

ON menu button to enable the toll restriction. Or, press or the OFF menu

button to disable it. If desired, repeat this step to program additional COS toll restrictions. Then press or ACCEPT to continue.

Trunk Programming

COS 02 – Deny Area/Office COS 03 – Deny Operator COS 04 – Deny Toll Access COS 05 – Deny International COS 06 – Deny Equal Access COS 07 – Deny Local Calls COS 08 – Denied Numbers COS 09 – Allowed Numbers

2. Exempt from ARS: To program the Exempt from ARS option, press or the

EXEMPT FROM ARS menu button. When the display shows EXEMPT FROM ARS, press or the YES menu button to enable the option. Or,

press or the NO menu button to disable it. Then press or ACCEPT to

continue.

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ADMINISTRATOR’S GUIDE – January 2004

c. To exit, press or ACCEPT to move backward through the prompts until you

3. Subject to toll restriction: To program the trunk group Subject to Toll Restric-

tion option, press or the SUBJECT TO TOLL menu button. When the display shows SUBJECT TO TOLL, press or the YES menu button to enable the option. Or, press or the NO menu button to disable it. Then

press or ACCEPT to continue.

Trunk List: To program the list of trunks for the trunk group, press or the

TRUNK LIST menu button. When the display shows ENTER TRUNK EXTEN-

SION, enter trunks into the list as follows:

1. Enter a trunk extension using one of the methods described on page 25.

2. The display shows the extension number and a Yes/No prompt. Press or

the YES menu button, followed by , to include the trunk in the list. Or,

press or the NO menu button, followed by , to exclude the trunk from

the list.

3. When the display returns to ENTER TRUNK EXTENSION, select another

extension number. Or, if finished programming the trunk list, press or

ACCEPT to continue.

reach the ENTER DATABASE OPTION prompt.

6. When finished with all programming, press while the ENTER DATABASE

OPTION prompt is displayed. This ends the programming session.

7. If a system reset is required, the display shows ENTER SYS RESET OPTION. Do one

of the following:

• Delayed Reset: Press or the DELAYED menu button to delay the reset. The

display shows DELAYED RESET SCHEDULED. The system will be reset at the pre-programmed time.

• Immediate Reset: Press or the IMMEDIATE menu button to reset the system

now.

NOTE: A system reset will drop all calls in progress.

Page 28

Trunk Programming

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FIGURE 3. Trunk Database Programming Flowchart

Enter Program Database

feature code 9932

ENTER DATABASE OPTION

Press 3 or TRUNK menu button

ENTER TRUNK OPTION

Administrator Procedures

ADMINISTRATOR’S GUIDE – January 2004

Press 1 or INDIVIDUAL TRUNK

ENTER TRUNK EXTENSION

INDIVIDUAL TRUNK OPTION

menu button

Enter desired trunk

extension number

Press 1 or

ANSWER SUPERVISION

menu button

Press 2 or

CALLER ID

menu button

Press 3 or

HYBRID BALANCE

menu button

Press 4 or

SIGNALING

menu button

Press 5 or

TRUNK GROUP

menu button

Press 6 or

TRUNK BUSY

menu button

ANS SUPERVISION OPTION

Press 1 or POLARITY

REVERSE menu button

SET CALLER ID

Press 1 or ON

menu button

HYBRID BALANCE OPTION

Press 1 or NORMAL

menu button

ENTER SIGNALING OPTION

Press 1 or DTMF

menu button

ENTER TRUNK GRP EXTENSION

Enter the trunk group number

MARK TRUNK BUSY

Press 1 or ON

menu button

Press 2 or VALID

CALL menu button

Press 2 or OFF

menu button

Press 2 or SHORT

menu button

Press 2 or PULSE

menu button

Press 2 or OFF

menu button

Press 2 or TRUNK GROUP

ENTER TRUNK GRP EXTENSION

menu button

SEE NEXT PAGE

Press 3 or VALID +

POLARITY menu button

AT ANY LEVEL:

Press * or the Speaker button to cancel any unsaved changes and back up to exit programming.

Press # or ACCEPT to save changes and back up one display level.

INFORMATION IN THIS CHART IS SHOWN AS FOLLOWS:

YOUR INPUT

PHONE DISPLAYS

Trunk Database Programming Flowchart

Page 29

Administrator Procedures

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ADMINISTRATOR’S GUIDE – January 2004

FIGURE 3. Trunk Database Programming Flowchart (Continued)

CONTINUED FROM PREVIOUS PAGE

Enter the number of the trunk group

to be programmed

TRUNK GROUP OPTION

Press 1 or

ANS ACCESS DAY

menu button

Press 2 or

ANS ACCESS NIGHT

menu button

Press 3 or

RING-IN DAY

menu button

Press 4 or

RING-IN NIGHT

menu button

Press 5 or

TOLL RESTRICTION

menu button

Press 1 or COS DAY menu button

SET DAY/NIGHT COS XX

If necessary, select COS number

to program by scrolling

Press 2 or COS

NIGHT menu button

ENTER STATION EXTENSION

Enter the desired extension number

(Extension number) YES/NO

Press 1 or YES

menu button menu button

TOLL RESTRICTION OPTION

Press 3 or EXEMPT

FROM ARS menu button

EXEMPT FROM ARS

Press 1 or YES

menu button menu button

Press 2 or NO

Press 4 or SUBJECT

TO TOLL menu button

SUBJECT TO TOLL

Press 1 or YES

menu button menu button

Press 2 or NO

Page 30

Press 1 or ON

menu button menu button

Press 6 or

TRUNK LIST

menu button

Press 2 or OFF

ENTER TRUNK EXTENSION

Enter the desired trunk number

(Extension number) YES/NO

Press 1 or YES

menu button menu button

Press 2 or NO

Trunk Database Programming Flowchart

AXXESS

ADMINISTRATOR’S GUIDE – January 2004

PROGRAMMING SYSTEM SPEED-DIAL NUMBERS

System speed-dial numbers and names can be programmed by the installer or at any administrator station.

The system speed-dial numbers can contain up to 48 digits each and can include hookflashes and/or pauses for dialing a series of numbers. For example, the speed-dial number can contain an SCC local number, a pause, an access code, and the telephone number. For using PBX trunks, the other system’s trunk access codes, followed by a pause, may be included in speeddial numbers. The lengths of the hookflash and the pause are determined by the programmable CO Hookflash and Pause Digit timers.

To program system speed-dial numbers, use one of the following methods:

Administrator Procedures

• Use the dialpad to manually dial the number. If you make a mistake, press to

MUTE

backspace.

• Press to enter the last number dialed or saved at the station (up to 48 digits).

REDIAL

• Press one of the speed-dial buttons on the Inter-Tel phone to enter the outside telephone

number (up to 16 digits) programmed under that button.

Speed-dial names can contain up to 16 characters. To program speed-dial names, dialpad buttons are used to enter the desired letters, numbers, and punctuation in English/Spanish, or Japa-

nese (Katakana). When programming speed-dial names, you can press or USE ALPHA MODE/USE NUMERIC MODE menu button to switch back and forth between alphanumeric and numeric mode.

MSG

Programming System Speed-Dial Numbers

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ADMINISTRATOR’S GUIDE – January 2004

• In numeric mode, the dialpad buttons are used to enter numbers 0-9, the pound ( )

button is used for entering a hyphen (-), and the asterisk ( ) button is used for entering a colon (:). For example, 1 00 would enter “1:00” in numeric mode.

• In alphanumeric mode, dialpad buttons are used to enter the desired letters, numbers,

and punctuation. The number of times a button is pressed determines which character is entered. For example, 533266 would enter “JEAN.” When adjoining characters are located under the same button, press to advance to the next character. For example, 66 6667776 would enter “NORM.” Refer to the chart on the follow-

FWD

ing page to program information in alphanumeric mode. (Note that letters correspond to the letters printed on the dialpad buttons.) The Japanese characters will be available only if the Multilingual Support premium feature is included in your software license, and Japanese is set as the Primary or Secondary Language.

NUMBER OF TIMES BUTTON IS PRESSED

BUTTON1234567891011

ENGLISH/SPANISH CHARACTERS

-&()1A I U E O a

ABC' 2KA KI KU KE KO i

DEF ! 3 SA SHI SU SE SO u

GHI * 4 TA CHI TSU TE TO e

JKL/ or #* 5 NA NI NU NE NO o

MNOÑ or /* 6 HA HI FU HE HO tsu

PQRS7MA MI MU ME MO ya

TUV?8YA YU YO . , yu

WXYZ9RA RI RU RE RO yo

@:.,0WA WO N pa ba long

FWD

KATAKANA CHARACTERS

* The character available depends on the software version.

**The Japanese characters are only available if the Multilingual feature is enabled and Japanese is installed as the secondary language.

Page 32

Programming System Speed-Dial Numbers

AXXESS

O PROGRAM OR CHANGE SYSTEM SPEED-DIAL NUMBERS AND NAMES:

ADMINISTRATOR’S GUIDE – January 2004

Administrator Procedures

NOTE: If you make a mistake, use the button to backspace. Or, press or CANCEL

at any time to cancel the operation (the name and number in memory remains unchanged and the display shows FEATURE CANCELED); then start over.

MUTE

1. While on hook, enter the Program System Speed-Dial feature code (9801). Display

phones show PROGRAM SYS SPD # (000-999).

2. Enter the speed-dial location code (000-999). The display shows ENTER NAME: (cur-

rent name). If you do not continue to the next step, the display times out after the Long

Interdigit timer expires and you must start over.

3. To change or program the name: Enter the desired name for the speed-dial number

using your dialpad as described on page 31, then press or ACCEPT. Refer to the chart on the previous page. If you make a mistake, use the button to back up and

MUTE

erase existing characters or the CLEAR button to erase the whole entry.

To erase the current name and leave it blank: Press CLEAR or press repeatedly until the name is erased. Then press or ACCEPT.

To leave the name the same: Press or ACCEPT.

MUTE

4. When the display shows ENTER NUMBER, enter the number (up to 48 digits) to be

stored using the dialpad, one of the speed-dial buttons, or the button. If neces- sary, use the button to back up and erase existing numbers. (Display phones

MUTE

REDIAL

show the number as it is entered.) To include *, #, pause, or hookflash in the number, press the Special button once for an asterisk (*), twice for a pound (#), three times for a hookflash (F), or four times for a pause (P). Executive Display, Professional Display or

Model 8560 Phone users can press the , , FLASH, or PA U S E menu buttons to

enter special characters. You cannot exceed 48 digits.

5. Press or ACCEPT to save the number. You hear a single progress tone when the

number is accepted. Your display shows SYS SPD BIN #XXX UPDATED.

O ERASE SYSTEM SPEED-DIAL NAMES OR NUMBERS:

1. While on hook, enter the Program System Speed-Dial feature code (9801). Display

phones show PROGRAM SYS SPD # (000-999).

2. Enter the speed-dial location code (000-999). The display shows ENTER NAME: (cur-

rent name).

3. You may erase the name and/or number:

To erase the name: Press repeatedly until the name is erased or press

CLEAR.

To erase the number: Press or ACCEPT to display the ENTER NUMBER prompt, then press repeatedly until the number is erased or press CLEAR.

4. Press or ACCEPT to exit. You hear a single progress tone when accepted. Your dis-

play shows SYS SPD BIN #XXX UPDATED.

Programming System Speed-Dial Numbers

MUTE

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ADMINISTRATOR’S GUIDE – January 2004

PROGRAMMING AND USING DSS/BLF BUTTONS

Direct Station Selection/Busy Lamp Field (DSS/BLF) buttons (located on a DSS/BLF unit, Mini-DSS unit, or an Inter-Tel phone) provide one-button access to extension numbers. If the button is equipped with a lamp, you can visually monitor the status of the associated extension. DSS/BLF buttons are not available on single-line sets.

NOTE: You can program a DSS button for an off-node device, but not for “wildcard” off-node

extensions.

Together, the lamps in the buttons create a busy lamp field that indicates the status of the resource (e.g., station, trunk, hunt group, or feature) assigned to the buttons. The table shown

below explains what DSS lamps indicate about the associated resource.

IF THE LAMP IS... THEN...

Solidly Lit The associated resource is busy or all stations in the associated hunt group

are unavailable (in Do-Not-Disturb, busy, or with hunt group remove enabled).

Or, the associated feature is enabled. Slow Flash The associated resource is in Do-Not-Disturb. Fast Flash The associated resource has a call ringing in or a call is camped on to the

hunt group. (This option is programmable. If DSS ring flash is disabled, a call

ringing in to a station will show a solidly lit lamp.) Continuous Flutter The associated resource is causing a STATION OFF-HOOK system alarm.

In Database Programming, DSS/BLF buttons may also be programmed for direct access to other resources (such as paging zones) or they can be assigned feature codes (see page 167). Busy lamp indication is provided to show the idle/busy status of the resource or feature.

NOTE: Programming a DSS button as a resource does not always provide a transfer capability.

For example, a DSS button programmed for paging will not transfer a party to the paging system.

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Programming and Using DSS/BLF Buttons

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ROGRAMMING DSS/BLF BUTTONS:

1. With the handset in the cradle, dial

ADMINISTRATOR’S GUIDE – January 2004

3 9 7

2. Press the DSS button(s) and dial the desired extension number.

Once programmed, you can use your DSS button as follows:

• You can place an intercom call to the extension that the DSS button is programmed for

by pressing the button once.

• You can transfer a call to the extension that the DSS button is programmed for by press-

ing the button once and hanging up. (For transferred calls that are forwarded to voice mail you will hear repeating double tones, and the display will show DEST FORWARDED TO VOICE MAIL.)

• If the DSS button has a lamp, you can visually monitor the status of the extension.

LACING AN INTERCOM CALL USING DSS/BLF BUTTONS:

1. To use the handset: Lift the handset. The display shows ENTER EXTENSION NUM-

BER.

To use the speakerphone: While on hook, press the Speaker button or . The

Speaker button lights. The display shows ENTER EXTENSION NUMBER.

2. If you want to place a private (non-handsfree) call to an Inter-Tel phone, press the

pound ( ) button. The display shows RING EXTENSION NUMBER.

3. Press the desired DSS/BLF button.

If calling an Inter-Tel phone with handsfree answering enabled, you are immediately connected.

If placing a private call, calling a hunt group, calling a single-line set, or calling an Inter-Tel phone with the Handsfree feature disabled, you hear repeating double tones

until the call is answered.

If the called OHVA-enabled station is busy and your station is enabled for immediate OHVA transmit, do not hang up when calling a busy phone. Press the DSS/BLF button

again. If the phone’s secondary voice path is available, you are immediately connected for an off-hook voice announce call and may speak.

Programming and Using DSS/BLF Buttons

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ADMINISTRATOR’S GUIDE – January 2004

RANSFERRING CALLS TO STATIONS:

1. While on a call, press the desired DSS/BLF button. The call is placed on transfer hold.

a. Transfer to a station that is forwarded to voice mail: You hear repeating double

b. Transfer to voice mail: The system waits for you to enter the mailbox number.

c. Transfer-to-park: If transferring to a park location, hang up or press the Hold but-

2. If desired, wait for an answer and announce the call. If you are calling a device that

does not accept handsfree calls (such as an automated attendant or transfer-to-park location), the display shows HANG UP TO FINISH TRANSFER.

3. You have the following options:

tones and the display shows DEST FORWARDED TO VOICE MAIL.

The display shows ENTER MAILBOX. Enter the desired mailbox number. If you do not enter a mailbox number before you hang up, the caller will be connected to the voice mail unit and must enter the mailbox number after listening to the introductory prompts.

ton to complete the transfer. Then page the desired party and announce the call. The party must reverse transfer the call. Note that if the call is not answered, it will recall your station if transferred directly, or it will recall the called transfer-to-park location’s attendant if transferred to hold.

To complete the transfer: Hang up or press another Call button. The display shows CALL TRANSFERRED TO (username).

To transfer the call to hold: Press the Hold button or press and enter the Indi-

∞

vidual Hold feature code (336). The call will not ring or send call waiting signals until the Hold timer expires.

To try another station: Press another DSS/BLF button.

To return to the caller: Press the lit Call button, trunk button, or button.

EVERSE TRANSFERRING (PICKING UP A CALL RINGING OR HOLDING AT ANOTHER EXTENSION):

EITHER, enter the Reverse Transfer feature code (4) and then press the DSS/BLF button of the station where the call is ringing.

OR, press the desired DSS/BLF button, and then press and enter the Reverse

∞

Transfer feature code (4).

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Programming and Using DSS/BLF Buttons

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MANAGING SYSTEM AND NETWORK ALARMS

To allow one administrator to monitor multiple nodes, the system provides both system alarms and network-wide alarms.

System Alarms

The system’s Alarm Reporting feature detects equipment failures. If there is a system failure that affects service, a major alarm is displayed at all affected phones. If all Inter-Tel phones in the system are inoperative, any alarm messages are sent to the system’s primary serial port (on the CPU).

When a minor equipment failure occurs, a minor alarm is generated and appears on the primary attendant’s display and, if enabled, at administrators’ stations. If enabled in the Message Print programming, the alarm also appears in the error/message report.

Alarms 1-99 indicate problems that can be corrected without calling service personnel. Alarms 100-199 (telephone system) and 200-299 (voice mail) require attention from service personnel. Note that when a voice mail alarm is in effect, the telephone system may be functioning properly, but the Voice Processor may be inoperative.

Network Alarms

Each node has two flags which determine whether the node broadcasts or receives networkwide alarms.

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• The Send Network Alarms flag determines whether a node will broadcast alarms that

occur on that node to the rest of the network.

• The Receive Network Alarms flag determines whether the node will receive and dis-

play alarms sent by other nodes in the network.

To differentiate between network-wide and local alarms, network-wide alarms appear on administrator phones preceded by “NET ALARM,” and local system alarms are preceded with “SYS ALARM.” Network-wide alarms will override system alarms on an administrator’s phone display.

On remote nodes, network-wide alarms will indicate the name of the node on which the alarm occurred. The node name is obtained from the username.

Managing System and Network Alarms

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ADMINISTRATOR’S GUIDE – January 2004

O RESPOND TO A MINOR ALARM FROM ANY ALARM DISPLAY STATION:

1. When a minor alarm indication appears, write down the alarm information.

2. While on hook, clear the alarm by entering the Clear System Alarm feature code (9850)

or the Clear Network Alarm feature code (9851). The display shows SYSTEM (or NETWORK) ALARM CLEARED.

3. Take the appropriate action as indicated in the following table.

ALARM TEXT DESCRIPTION/ACTION NEEDED

#10 XXXXX OFF-HOOK

A station remained off hook and inactive until the Inactivity Alarm timer expired. The display and the SMDR indicate which station is off hook. The station’s button on DSS/ BLF Units and on other stations’ speed-dial buttons flutters continuously. Locate the station and replace the handset in the cradle. The station’s display shows STATION OFF HOOK.

NOTE: Calls being transmitted over the secondary voice path are not affected or

interrupted by an off-hook alarm condition.

#11 XXXXX EMERGENCY

#12-13 & 20 CHECK PRINTER

#14 SET DATE/TIME

#21 V-MAIL 80% FULL/ #22 V-MAIL 100% FULL

#23 SMDR 80% FULL/ #24 SMDR 100% FULL

#32 X <ext> INSUF BAND

#100-199 & 200-299 CALL TECHNICIAN

O RESPOND TO A MINOR ALARM FROM ANY ALARM DISPLAY STATION:

A user has dialed the Emergency Call feature code (911) and the system has selected a trunk and dialed the programmed emergency number.

The printer is not functioning properly. Check that the cable and the power cord are connected and that it has paper and ribbon.

The system real-time clock has not been initialized or has been corrupted. Set the system time and date as described on page 10

The voice mail disk space is either 80% or completely full. If it reaches 100%, voice mail cannot accept any messages until disk space is made available.

The SMDR disk space is either 80% or completely full. If it reaches 100% before the SMDR information is cleared, no further SMDR recording will be possible.

The IP Network does not have enough bandwidth to support the IP call that is currently connected to the extension. If this alarm is generated frequently, it could indicate a network problem that requires the attention of your network administrator. Make sure the affected device is not behind a firewall or NAT.

NOTE: This alarm is displayed only if the Insufficient Bandwidth Alarm flag is enabled

in Database Programming (System\Flags).

These alarms indicate that an equipment failure has occurred that requires the attention of service personnel. When calling for service, be prepared to provide them with the alarm information as well as what was taking place when the alarm occurred, if anything

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A major alarm message, MAJOR ALARM, appears on all display phones in the event of a system-wide failure. If the major alarm appears on a group of phones, the associated Keyset Card may have failed. The warning might also appear on a single phone if the phone or its cabling may be defective. Because they indicate that all or part of the system is inoperative, major alarms require immediate attention from service personnel.

Network Alarms

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Clearing Alarms

An administrator can clear a network-wide alarm on the local node only or on every node in the network. To clear an alarm, you can use either the administrator feature codes or the menu buttons on your phone.

O USE THE FEATURE CODES TO CLEAR ALARMS:

Enter the appropriate feature code to clear the alarm. The clear alarms feature codes are as follows:

ADMINISTRATOR’S GUIDE – January 2004

• Clear Network Alarm (9851): This feature code clears network-wide alarms on every

node in the network, but will not affect system alarms. The Clear Network Alarm feature code may be entered on any node in the network, but the Send Network Alarms flag must be set for you to clear alarms on other nodes in the network.

• Clear System Alarm (9850): This feature code clears all local and network-wide sys-

tem alarm displays on your node.

After you enter the feature code, the display shows SYSTEM (or NETWORK) ALARM CLEARED, and the highest priority alarm is cleared. If another alarm is active, the display shows that alarm. Enter the feature code again to clear the next alarm in the queue (only one alarm is cleared at a time). When all alarms are cleared next highest priority alarm is displayed.

O USE MENU BUTTONS TO CLEAR ALARMS:

• EITHER, Press CLEAR ALARM to clear the currently displayed alarm. The display

shows SYSTEM (or NETWORK) ALARM CLEARED, and the next highest priority alarm is displayed. If there are no more alarms, the display shows the idle menu.

• OR, Press CLEAR ALL ALARMS to clear all alarms. The display shows ALL

ALARMS CLEARED, and the idle menu is shown.

NOTE: You can press IDLE MENU at any time to view the idle menu instead of the

clear alarm menu.

Alarm Queue

Software versions 8.2 and later support the Alarm Queue feature. This feature prioritizes system and network alarms based on severity and allows system administrators to view and handle critical alarms before addressing minor alarms. You can then clear the individual alarm, or clear all the alarms in the queue (up to 30). When clearing alarms individually, the alarms are displayed in order of severity. The Emergency Alarm (when an extension has dialed emergency services) is the only priority 1 alarm. Other prioritized alarms have a 2, 3, or 4 priority, based on the severity of the alarm.

Clearing Alarms

Not all alarms have a number 1,2, 3, or 4 priority. The numbered priority scheme is limited to alarms that can cause a major or minor system reset. Those alarms in the Alarm Queue that have a numbered priority (1-4) are displayed before the alarms that do not receive a numbered priority. Alarms that do not have a numbered priority are prioritized in the queue by date and time.

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When alarms are generated:

• The highest priority alarm is placed in the front of the queue, regardless of when lower

priority alarms are generated. For example, if A114 (priority 3) and A116 (priority 4) are currently in the queue, but A119 (priority 2) is generated, A119 is placed first in the queue.

• Alarms with the same priority level are placed in the queue based on the time the alarm

was generated. For example, if A010 (priority 3) is generated at 10:30 AM, and A012 (priority 3) is generated at 10:32 AM, A012 is placed in the queue after A010.

• If the queue contains 30 alarms, the oldest, lowest priority alarm is overwritten with the

new alarm. For example, if the queue currently holds 30 alarms, 20 of which are priority 4, and a priority 3 alarm is generated, the oldest priority 4 alarm is overwritten.

• Repetitive alarms such as A125, are placed in the queue only once. If the alarm is

regenerated, the alarm that is currently in the queue is overwritten with the new alarm data (if applicable) and time. For example, A125 is overwritten each time it is regenerated, which is every five minutes. This prevents the queue from being filled with duplicate alarms.

The following table shows which alarms have a numbered priority.

PRIORITY ALARM NUMBER PRIORITY ALARM NUMBER

1 A011 4 A017 2A1194A018 2A1214A020 2A1224A021 2A1234A022 2A1254A023 2A2034A024 2A2044A025 3A1044A026 3A1094A032 3A1104A100 3 A111 4 A101 3A1124A102 3A1144A103 3A1154A105 3A1204A106 3A1244A107 3A1264A108 3 A127 4 A116 4 A010 4 A117 4 A012 4 A118 4A0134A200 4A0144A201 4A0154A202 4 A016

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Alarm Queue

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Networked systems containing nodes that are running version 8.1 or earlier require special attention because not all nodes will have an alarm queue. In networks such as this, a broadcast message is sent only when the most recent network alarm is cleared. When the message is sent, that network alarm is cleared on all nodes in the system. Once the alarm is cleared, any pre-8.2 nodes will not show any other alarms because these nodes do not have a queue to store alarms.

8.2 or later nodes, however, may still have additional alarms in the queue. When this happens, each 8.2 node must manually clear the other network alarms.

For example, suppose you have a three-node network: node 1 running 8.0; node 2 running 8.2; and node 3 running 8.2. Node 1 then generates two network alarms, one immediately after the other. At this point, node 1 shows one network alarm (the latest) and nodes 2 and 3 show two network alarms. Node 1 then clears the alarm, and a broadcast message is sent. Node 1 now shows no alarms, but nodes 2 and 3 still show the first alarm. Node 2 then clears the first alarm, but a broadcast message is NOT sent. Now nodes 1 and 2 show no alarms, but node 3 still has one in the queue. This alarm will stay in the queue until node 3 clears it or until the alarm is overwritten as previously described.

ADMINISTRATOR’S GUIDE – January 2004

ENABLING/DISABLING THE CALL PROCESSING CARD MODEM

The Call Processing Card (CPC), available in versions 8.0 and later, has a built-in modem that can be used for a number of functions. Once the modem has been enabled, it can be used for Database Programming, Message Print, and SMDR and for uploading the system software license.

If disabled, the modem and extension is placed into DND. In DND, the modem rejects all calls and does not allow camp ons. Any outside calls that attempt to ring a disabled modem are automatically transferred to the Primary Attendant.

O ENABLE/DISABLE A MODEM:

NOTE: Programming off-node modems across an IPRC connection is not supported.

1. While on hook, enter the Modem Enable (9866) or Modem Disable (9867) feature code.

The display shows ENABLE (DISABLE) MODEM EXT #.

2. Enter the extension of the modem (local or off-node) to enable/disable. The display

shows MODEM ENABLED (DISABLED).

NOTE: If an invalid modem extension is entered, the display shows INVALID MODEM

EXTENSION.

ASSIGNING THE CPC MODEM TO A DSS/BLF BUTTON

To easily monitor the CPC modem, it is recommended that you program a Direct Station Selection/Busy Lamp Field (DSS/BLF) button to reflect the modem’s status (see page 34). When programmed for a local or off-node CPC modem, the DSS/BLF button indicates the following states:

• Unlit: Modem is not active.

• Fast Flash: Modem is ringing.

• Slow Flash: Modem is disabled.

• Solid: Modem is connected to a call.

Enabling/Disabling The Call Processing Card Modem

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ADMINISTRATOR’S GUIDE – January 2004

RESETTING THE CALL PROCESSING CARD MODEM

Do not reset the modem if it is connected to a Database Programming session. If you do, the programming session is dropped, potentially corrupting the database. For this reason, Inter-Tel strongly recommends that you assign the modem extension to a DSS/BLF button.

Occasionally the CPC modem will need to be reset if it is unable to answer an incoming call or out of sync with the external modem.

O RESET THE MODEM:

NOTE: A modem reset drops any call that is currently connected to the modem.

1. Enter the Modem Reset (9869) feature code. The display shows RESET MODEM

EXT#.

2. Enter the extension of the modem (local or off-node) to reset. The display shows

MODEM RESET.

NOTE: If an invalid modem extension is entered, the display shows INVALID MODEM

EXTENSION.

CAUTION

USING THE NETWORK GROUP DIAGNOSTICS FEATURE

NOTE: The Network Group diagnostics feature works on Inter-Tel proprietary IP devices for the

local node only. It does not work across nodes.

Version 8.1 supports a Network Group Diagnostics feature that allows an administrator to verify that the Network Groups are programmed properly. When the Network Group Diagnostics feature code is entered, the phone system initiates pings from each Inter-Tel IP device and determines if the other devices respond to the ping. If a device does not respond to the ping or if a firewall is detected, the system issues a Message Print message (see page 265). It is recommended that you enable a port for Message Print before you run this diagnostics feature.

NOTE: Because this feature affects system performance, it is recommended that you run the

diagnostics program when the system is idle (i.e., after normal business hours).

TO RUN THE NETWORK GROUP DIAGNOSTICS:

1. While on hook, enter the Diagnostics Mode feature code (9900) to turn on diagnostics

mode. The display shows DIAGNOSTICS ON.

2. Enter the Network Group Diagnostics feature code (9963 by default). The display

shows NET GRP CHECK (YES = 1 NO = 2).

3. When prompted, press 1 or

NET GROUP DIAG IN PROGRESS.

When the diagnostics is complete, the phone displays one of the following messages:

ACCEPT to start the diagnostics feature. The display shows

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• NET GROUP CHECK COMPLETED: Indicates that all IP devices within the Network

Groups are capable of communicating via P2P audio.

• NET GROUP CHECK ERRORS FOUND: Indicates that either some of the IP devices

are offline or there are NATs/firewalls located between the devices. Check Message Print to determine which errors occurred.

Resetting the Call Processing Card Modem

SEIZING A DEVICE

For troubleshooting purposes, the Seize Device feature code allows an administrator to enable diagnostics mode and then seize a specific trunk or extension by entering the board, circuit, and device number.

The Seize Device is affected by trunk restriction. The administrator’s station must have outgoing access permission for the trunk to seize it. Toll restriction is applied to any calls placed after the seizure of the trunk.

O SEIZE A DEVICE:

1. While on hook, enter the Diagnostics Mode feature code (9900) to turn on diagnostics

2. Press the Special button and enter the Seize Device feature code (9973). The display

3. Enter the board number on which the device to be seized is located (if you enter a single

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mode. The display shows DIAGNOSTICS ON.

shows ENTER BOARD.

digit, press after the digit to continue). (If you enter an invalid board number, the

display shows INVALID BOARD NUMBER.) Do not enter the CPU board number (0). The display shows ENTER PORT.

4. Enter the port (circuit) number of the device to be seized (if you enter a single digit,

press after the digit to continue). Valid numbers depend on the type of board. (If you enter an invalid board number, the display shows INVALID BOARD NUMBER.)

If there is only one device on the selected port, the selected device is seized as if the user had directly entered the extension or trunk number.

If there is more than one device on the selected port, the display shows ENTER DEVICE. Enter the number of the device to be seized. Valid numbers depend on the type of devices installed. (If you enter an invalid board number, the display shows INVALID BOARD NUMBER.) When the device has been selected, it is seized as if the user had directly entered the extension or trunk access number.

5. Enter the Diagnostics Mode feature code (9900) to turn off diagnostics mode. The dis-

play shows DIAGNOSTICS OFF.

For example, if you wanted to seize the T1 trunk on the tenth circuit of the T1C in card slot 3 (circuit 3.10.0), the entries would be as follows:

ENTER BOARD: 3

ENTER PORT: 10

(Device number not required.)

However, to select the first single-line device connected to the second circuit of the KSC in card slot 5 (circuit 5.2.1), the entries would be as follows:

Seizing a Device

ENTER BOARD: 5

ENTER PORT: 2

ENTER DEVICE: 1

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ADMINISTRATOR’S GUIDE – January 2004

FREEZING/UNFREEZING THE SYSTEM HISTORY

When certain system failures occur, service personnel might request a “system history freeze.” This allows them access to the system database so that they can analyze system activity for the time period preceding the alarm.

O FREEZE OR UNFREEZE SYSTEM HISTORY:

NOTE: Do not perform this procedure unless directed to do so by service personnel.

1. While on hook, enter the Diagnostics Mode feature code (9900) to turn on diagnostics

mode. The display shows DIAGNOSTICS ON.

2. Enter the Freeze System History feature code (9993) or Unfreeze System History fea-

ture code (9998). The display shows HISTORY FROZEN (or UNFROZEN). If you attempt change the state of the system history to its current status, the display shows HISTORY ALREADY FROZEN (or UNFROZEN).

3. Enter the Diagnostics Mode feature code (9900) to turn off diagnostics mode. The dis-

play shows DIAGNOSTICS OFF.

FREEZING/UNFREEZING THE NETWORK HISTORY

Administrators can freeze or unfreeze the fault history for any node in the network. Service personnel can then pull the information from each node for troubleshooting purposes. Nodes are assigned to freeze zones by the database programmer to allow selective freezes. You must know which zone to freeze/unfreeze and then enter the freeze feature code followed by the zone number.

A node can be in more than one freeze zone. If you freeze a zone that contains a node that is already frozen, the display will show “SOME NODES ALREADY FROZEN” and the node will remain frozen. If you unfreeze a zone with unfrozen nodes in it, the display shows “SOME NODES ALREADY UNFROZEN.” To determine the individual freeze status of the nodes, check the message print output.

NOTE: Do not perform this procedure unless directed to do so by service personnel.

TO FREEZE OR UNFREEZE NETWORK HISTORY:

1. While on hook, enter the Diagnostics Mode feature code (9900) to turn on diagnostics

mode. The display shows DIAGNOSTICS ON.

2. Enter the Network Freeze Zone System Histories feature code (9939) or Network

Unfreeze Zone System Histories feature code (9989). Display shows SELECT FRZ ZONE (0-9) #.

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3. Enter the number of the zone you wish to freeze or unfreeze. The display shows

FREEZE ZONE XX IS FROZEN (or UNFROZEN). If you attempt change the state of the system history to its current status, the display shows FREEZE ZONE XX

ALREADY FROZEN (or UNFROZEN).

4. Enter the Diagnostics Mode feature code (9900) to turn off diagnostics mode. The dis-

play shows DIAGNOSTICS OFF.

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VOICE MAIL ADMINISTRATOR FEATURES

The voice mail administrator can use special features that are not provided to other mailbox owners. The system administrator mailbox has all standard mailbox features plus the ability to do the following:

• Record a broadcast message

• Perform mailbox and group list maintenance

• Create and select custom audiotex recordings (voice mail company greetings, auto

attendant recordings, call routing announcements, and hunt group overflow and announcement station recordings)

• Import fax documents

• Customize voice mail prompts

To access the system administrator’s mailbox, the system administrator dials the voice mail access number, presses to access the main menu, enters the system administrator’s mailbox number, then presses to reach the System Administrator Menu. (There is not a prompt for entering the .)

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BROADCASTING MESSAGES

The system administrator has the ability to make a single recorded message and send it to all Standard and Receive-Only mailboxes. (Extension IDs do not receive Broadcast Messages.)

O RECORD A BROADCAST MESSAGE:

1. Dial the voice mail application access number. You hear the main menu.

2. During or after the greeting, press to identify yourself as a mailbox owner.

3. Enter the system administrator mailbox number and password.

4. Press to access the System Administrator Menu.

5. When you hear the System Administrator Menu list of options, press to send a

6. Record your message.

broadcast message.

To pause while recording: Press . To continue, press any button except .

To erase and re-record your message: Press .

If you exceed the maximum allotted time for message length, a prompt will notify you and allow you to re-record the message or send it.

If voice mail is full, a message will notify you that it cannot accept your message. Hang up and try again later.

7. When you have completed your message, you have the following options:

If you are satisfied with your message, hang up. OR press for more options.

If you wish to hear your message, press .

If you wish to add to your message, press and continue your message as described in

step 6.

To erase and re-record your message, press .

Voice Mail Administrator Features

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MAINTAINING MAILBOXES AND GROUP LISTS

Using the system administrator’s mailbox, you may provide basic voice mail mailbox and group list system maintenance. This maintenance includes the following:

• Record the name of a standard mailbox, extension ID, or a group list

• Record the mailbox greeting and set personal options for a mailbox

• Set the password for a mailbox or extension ID

NOTE: To provide system security, all mailboxes and extension IDs should have a password.

To make the passwords difficult to guess, they should not match the mailbox number or consist of one digit repeated several times. This is especially important in the system administrator's mailbox which allows programming access to the other mailboxes.

The system administrator does not need to know the mailbox’s password to perform maintenance on another mailbox.

O PERFORM MAILBOX/GROUP LIST MAINTENANCE:

1. Dial the voice mail application access number. You hear the main menu.

2. During or after the greeting, press to identify yourself as a mailbox owner.

3. Enter the system administrator mailbox number and password.

4. Press to access the System Administrator Menu.

5. When you hear the System Administrator Menu list of options, press to access the

Mailbox/Group List Maintenance option.

6. Dial the mailbox, extension ID, or group list number to be accessed.

If programming a mailbox or extension ID, you hear the Personal Options menu. Follow the instructions on page 301 to program the personal options (name, password, message envelope, or greeting) for the selected mailbox.

If programming a group list, the current name is played. You are prompted to enter a name. After the tone, record the name for the selected list. When you are finished, press

# #

. Then press again to accept the name. (Or, press to replay the name you just

recorded, or to erase and re-record it.)

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Maintaining Mailboxes and Group Lists

IMPORTING FAX DOCUMENTS

If you have a fax card in your Voice Processor, you can use the voice mail administrator’s mailbox to import fax documents. Imported documents can then be requested by callers who use the Call Routing Announcement application that is programmed to provide the Fax-OnDemand service.

O IMPORT A FAX DOCUMENT:

1. Using a fax machine, dial the voice mail application access number. You hear the main

menu.

2. During or after the greeting, press to identify yourself as a mailbox owner.

3. Enter the system administrator mailbox number and password.

4. Press to access the System Administrator Menu.

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5. When you hear the System Administrator Menu list of options, press to select the

Import Fax option. (Note that, if the Fax-On-Demand feature is not enabled, the system will not accept this digit). The system may inform you of one the following, if not, continue to the next step.

All system fax ports are busy: Hang up and try again later.

The system already contains the maximum number of fax documents allowed: Until one

or more fax documents are deleted from the system, there is no room for additional documents.

The system does not have enough disk space to import any more documents: Until one or more fax documents are deleted from the system, there is no room for additional documents.

The system currently is at or above the Maximum Fax Library Size: Until one or more fax documents are deleted from the system, there is no room for additional documents.

6. When prompted, enter the fax document number. (Or, to exit to the System Administra-

tor Menu, press .) One of the following occurs when you enter the number:

If the document number does not already exist, the system asks you to verify the number. Press if the number is correct and go to the next step. Or, press if you wish

# 3

to re-renter the number.

If the document number already exists, the system asks if you wish to replace it. Press

# 3

if you wish to replace the document and go to the next step. Or, press if you

wish to re-renter the number.

If the document is currently being sent, updated, or deleted, that document number cannot be used right now. You are prompted to enter a new number. Repeat step 6.

If you did not enter a valid number, you are prompted to enter a new number. Repeat step 6.

7. When prompted, press the Start button on your fax machine. One of the following may

occur:

If the system cannot communicate with your fax machine, check that it is working properly and press to try again.

If the system runs out of disk space while importing the document or if the document will cause the system to exceed the Maximum Fax Library Size, you cannot import this

document until one or more fax documents have been deleted from the system to create disk space. Press to return to step 6.

8. When the fax transmission is complete, the system tells you that the document was

received. Press to continue importing documents, or press to exit.

Importing Fax Documents

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ADMINISTRATOR’S GUIDE – January 2004

CREATING AUDIOTEX RECORDINGS

The voice mail administrator can create and select up to 500 custom audiotex recordings (voice mail company greetings, auto attendant greetings, call routing announcements, and hunt group announcement/overflow recordings). Each recording has an assigned number. Numbers are then assigned to specific applications using the system administrator’s mailbox or through Database Programming.

Any recording number (001-500) can be assigned to any Voice Processor application. In the default state, Recording 001 is automatically defaulted to play the system-provided voice mail main greeting, and Recording 002 is the Automated Attendant main greeting. The default recordings can be changed, but will be returned to system-provided values if the Voice Processor is defaulted. A single recording may be used for multiple applications.

After making the required recordings, the system administrator must determine which ones play during the telephone system’s day and night modes of operation. This can be done from either the system administrator’s mailbox or through Database Programming.

The system administrator must enter a valid three-digit recording number (or a single digit followed by for recordings 1-9) before a custom audiotex recording can be made. If a valid number has been entered and a previous recording exists, the Voice Processor will play it.

(This includes the two standard default greetings.) When no recording is associated with a recording number, the system administrator will be prompted to create a recording.

Once the recording is installed, it replaces any previous recording. The only recordings that can be retrieved are system default recordings 001 and 002. They can be retrieved by defaulting the Voice Processor database.

The maximum recording time for each custom audiotex recording is determined in Database Programming when the maximum greeting lengths are established for all mailbox owners.

In Database Programming, several greetings can be linked together for one application and/or use the special UCD/ACD hunt group characters that tell the caller how many calls are ahead and how long the wait will be. If you use the system administrator’s mailbox to record or assign a recording to an application with a list of several recordings, your input will change only the first entry in the list. You cannot change the other entries using the system administrator’s mailbox.

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O RECORD CUSTOM AUDIOTEX RECORDI NGS:

ADMINISTRATOR’S GUIDE – January 2004

1. Dial the voice mail application access number. You hear the main menu.

2. During or after the greeting, press to identify yourself as a mailbox owner.

3. Enter the system administrator mailbox number and password.

4. Press to access the System Administrator Menu.

5. When you hear the System Administrator Menu, press to select the Custom Record-

ings option.

6. The next prompt asks if you wish to make a custom recording or select a custom

recording. Press (make a recording).

7. When prompted, enter the desired recording number (001-500). If a recording exists, it

is played. If not, go to the next step. After the recording has played, you have the following options:

To hear the recording again, press .

If you wish to leave the recording unchanged, press .

If you wish to re-record the recording, press and continue to the next step.

8. When prompted, record the greeting or message.

To pause while recording, press . To continue, press any button.

If you exceed the maximum allotted time for recording length, a prompt will notify you and allow you to re-record or save it.

If the Voice Processor PC disk is full, a prompt will notify you that it cannot accept your recording. Hang up and try again later.

9. When you have completed your recording, you have the following options:

If you are satisfied with your recording, hang up. Or, press for more options.

If you wish to hear your recording, press .

If you wish to add to your recording, press and continue your recording as described

in step 3.

To erase and re-record your recording, press .

Creating Audiotex Recordings

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ADMINISTRATOR’S GUIDE – January 2004

O ASSIGN CUSTOM AUDIOTEX REC ORDINGS TO SPECIFIC APPLICATION EXTENSION NUMBERS:

1. Dial the voice mail access number. You hear the main menu.

2. During or after the greeting, press to identify yourself as a mailbox owner.

3. Enter the system administrator mailbox number and password.

4. Press to access the System Administrator Menu.

5. When you hear the System Administrator Menu list of options, press to select the

Custom Recordings options.

6. The next prompt asks if you wish to make a custom recording or select a custom

recording. Press (select a recording).

7. When prompted, enter the extension number of the application to be programmed. (For

example, if users dial 299 to reach voice mail, enter 299 to program the voice mail greeting.) Or, press to exit to the System Administrator Menu.

8. When prompted, select whether the recording will be played during day mode (by

pressing ) or during night mode (by pressing ).

1 2

9. When prompted, enter the desired recording number (001-500). If a recording exists, it

is played. (If not, you hear a warning that the recording has not yet been made.)

10. If it is the correct recording, press . Return to step 7.

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RECORDING CUSTOM VOICE MAIL PROMPTS

All of the pre-recorded prompts in the Voice Processor can be customized, using the voice mail administrator’s mailbox.

If the Multilingual feature is enabled, and the Secondary Language prompts have been loaded, the system administrator can change either the Primary or Secondary Language prompts. When the system administrator’s phone is in the Primary Language mode, those prompts will be changed when the following procedure is performed. If the system administrator’s phone is in Secondary Language mode, those prompts will be changed.

A list of all pre-recorded prompt numbers (001-595) and their text is provided in Figure 4, beginning on page 52. The Secondary Language prompts have the equivalent text in the same prompt numbers. If you change any of the prompts, you should create a chart that shows the new text.

NOTE: If you change the text of the prompts, keep the content similar to the default text. Other-

wise, the prompts will not make sense to the listeners when played by voice mail.

TO RE CORD CUSTOM SYSTEM PROMPTS (OR REST ORE SYSTEM PROMPTS):

1. Dial the voice mail application access number. You hear the main menu.

Administrator Procedures

ADMINISTRATOR’S GUIDE – January 2004

2. During or after the greeting, press to identify yourself as a mailbox owner.

3. Enter the system administrator mailbox number and password.

4. Press to access the System Administrator Menu.

5. When you hear the System Administrator Menu, press to select the System Prompt

Replacement option.

6. Enter the desired prompt number (001-545) followed by or the ACCEPT menu but-

ton. If the number is valid, the current system and/or custom prompt is played. (If the number is not valid, you hear an error message and must choose another prompt num-

ber.)

7. Do one of the following:

To hear the prompt again, press .

If you wish to replace the current system or custom prompt with a new custom prompt,

press and continue to the next step.

To delete a custom prompt and reinstate the system prompt, press .

If you wish to leave the prompt unchanged and return to the previous menu, press .

8. Record the new prompt. (To pause while recording the prompt, press . To continue,

press any button.)

If the Voice Processor PC disk is full, a prompt will notify you that it cannot accept your prompt. Hang up and try again later.

9. When you have completed recording your prompt, you have the following options:

If you are satisfied with your prompt, hang up.

If you wish to hear your prompt, press .

If you wish to add to your prompt, press and continue as described in step 8.

To erase and re-record your prompt, press .

Recording Custom Voice Mail Prompts

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ADMINISTRATOR’S GUIDE – January 2004

FIGURE 4. Default Voice Mail Prompts

PROMPT CONTENT

001 To leave a message, please enter a mailbox number. 002 For the directory, press pound. 003 To reach an operator, press 0. 004 I'm sorry... 005 ...is not available. 006 The number entered is not valid. 007 Using the buttons on your telephone, please spell the last name of the person,

then press POUND. For the letter Q, press 7. For the letter Z, press 9. 008 To exit the directory, press STAR. 009 Mailbox number... 010 If this is correct, press POUND. 011 For the previous name in the directory, press 1. 012 To hear additional information, press 2. 013 To hear the next directory name, press 3. 014 To spell a new name, press 4. 015 Extension number... 017 ...is not a valid choice. 018 Please try again. 019 After the tone, please record your message. When finished, you may hang up to

deliver the message or press POUND for more options. 020 Message delivered. 021 To replay, press 1. 022 To erase and re-record, press 3. 023 To append this recording, press 2. 024 To accept, press POUND. 025 Please record after the tone. To end, press POUND. 026 Recording erased. 027 Recording stopped. 028 Please begin speaking after the tone. 029 Message play stopped. To continue, press POUND. 030 Enter the destination mailbox or group list number. 031 Logon canceled. 032 Enter your password. Then press POUND. 033 There have been 3 invalid attempts to log onto your mailbox. 034 Invalid password. 035 Thank you for calling. Good-bye. 036 To access voice mail features, you must change your system-assigned pass-

word. 037 You have not finished setting up your mailbox. 038 Subscriber access denied. 039 Because this is the first time you are accessing your mailbox, you must record

your name for the company directory.

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PROMPT CONTENT (Continued)

040 Since you are accessing your mailbox for the first time, you should be aware of

a few standard features. To cancel an option you have accessed and return to

the previous menu, press STAR. To accept your recording or dialing sequence,

or to advance to your next message, press POUND. For help, you may press 0

at any time you are at a menu and voice mail will replay the current menu and

or give you additional information. Certain voice mail features such as remote

messaging are available from your mailbox only if authorized by your system

administrator. Your mailbox is now fully set up. 041 Your password may be up to 12 digits. 042 Enter your new password, then press POUND. If you don't want a password,

press POUND now. 043 You new password is... 044 The number entered is too long. 045 To accept this entry, press POUND. 046 To erase and re-enter, press 3. 047 Password erased. 048 Password saved. 049 Your mailbox is full and cannot receive any new messages. Please delete old

messages. 050 Not used. 051 Not used. 052 Your mailbox is almost full. Please delete any messages you no longer need so

new messages may arrive. 053 You have... 054 You have one new message. 055 ...new messages. 056 ...of which is priority. 057 You have no new messages. 058 You have one saved message. 059 ...saved messages. 060 Remote messaging is currently enabled. 061 To listen to new messages, press 1. 062 To record a message, press 2. 063 To listen to saved messages, press 3. 064 For personal options, press 4. 065 To setup remote messaging, press 5. 066 For your primary setup, press 1. 067 For your alternate setup, press 2. 068 If this is the correct destination, press POUND. 069 To send this message now, press POUND. 070 For special delivery options, press 9. 071 To return to the previous menu, press STAR. 072 Message canceled. 073 To mark this message private, press 1. 074 To mark this message for certified delivery, press 2.

ADMINISTRATOR’S GUIDE – January 2004

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ADMINISTRATOR’S GUIDE – January 2004

PROMPT CONTENT (Continued)

075 To mark this message priority, press 3. 076 Message marked private. 077 Message marked certified. 078 Message marked priority. 079 To send this message to additional mailboxes, press POUND. 080 To backup within your message or recording, press 1. 081 To pause at any time, press 2. 082 To advance press 3. 083 To lower the voice mail volume, press 4. 084 To increase volume, press 6. 085 To save this message, press 7. 086 To delete this message, press 9. 087 To skip to the end of your message or re cording, press POUND. 088 To return to the main menu, press STAR. 089 To reply to this message, press 2. 090 To forward a copy of this message to another destination, press 3. 091 To skip back to the previous message, press 4. 092 To replay the message envelope, press 5. 093 To listen to your next message, press 6. 094 There are no previous messages. 095 Message saved. 096 Message deleted. 097 There are no further messages. 098 Message received... 099 ...at... 100 ...from... 101 ...totaling... 102 ...minutes... 103 ...minute... 104 ...seconds... 105 ...second... 106 Message received from an outside caller. 107 To record an introduction with a copy of this message, press 1. 108 To change your personal greeting, press 1. 109 To change your name in the directory, press 2. 110 To change your password, press 3. 111 To change your message envelope, press 4. 112 To replay the message, press 1. 113 To use your primary greeting, press 1. 114 To select your alternate greeting, press 2. 115 To select the system greeting, press 3. 116 After the tone, please record your greeting, then press POUND.

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PROMPT CONTENT (Continued)

117 Greeting saved. 118 After the tone, please record your name, then press POUND. 119 Name saved. 120 Your message envelope is currently set to return... 121 ...all information. 122 ...time and date... 123 ...message source... 124 ...and... 125 ...message length... 126 To turn on all envelope options, press 4. 127 For message source, press 2. 128 For message length, press 3. 129 This option is now off. 130 This option is now on. 131 For time and date, press 1. 132 Your message envelope will play all options. 133 ...is turned on to call you at... 134 AM 135 PM 136 ...Extension ID number... 137 ...Every day. 138 ...Monday through Friday. 139 Sunday 140 Monday 141 Tuesday 142 Wednesday 143 Thursday 144 Friday 145 Saturday 146 To turn this number on or off, press 1. 147 To change the phone number, press 2. 148 To change times of day, press 2. 149 To change days of the week, press 3. 150 For pager notification, press 1. 151 For personal phone notification, press 2. 152 For notification of all new messages, press 1. 153 For priority-only, press 2. 154 Please enter the destination telephone number and wait for further instructions. 155 The new number is... 156 Please enter the start time. 157 Please enter the stop time. 158 I'm sorry. You must program a telephone number first.

ADMINISTRATOR’S GUIDE – January 2004

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ADMINISTRATOR’S GUIDE – January 2004

PROMPT CONTENT (Continued)

159 Invalid time. 160 For AM, press 1. 161 Please select the days of the week on which you wish to be notified. 162 Not used. 163 Please enter your mailbox number. 164 Today 165 Yesterday 166 January 167 February 168 March 169 April 170 May 171 June 172 July 173 August 174 September 175 October 176 November 177 December 178 First 179 Second 180 Third 181 Fourth 182 Fifth 183 Sixth 184 Seventh 185 Eighth 186 Ninth 187 Tenth 188 Eleventh 189 Twelfth 190 Thirteenth 191 Fourteenth 192 Fifteenth 193 Sixteenth 194 Seventeenth 195 Eighteenth 196 Nineteenth 197 Twentieth 198 Twenty-first 199 Twenty-second 200 Twenty-third

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PROMPT CONTENT (Continued)

201 Twenty-fourth 202 Twenty-fifth 203 Twenty-sixth 204 Twenty-seventh 205 Twenty-eighth 206 Twenty-ninth 207 Thirtieth 208 Thirty-first 209 ...the voice mail system. 210 The system is set to notify you between... 211 ...is turned off. 212 ...is turned on to call your pager at... 213 ...with all new messages. 214 ...with all priority messages. 215 ...starting at... 216 ...ending at... 217 For mailbox and group list maintenance, press 2. 218 To send a message to all subscribers, press 1. 219 To make a custom recording, press 1. 220 To select a custom recording, press 2. 221 Not used. 222 Please enter the recording number. 223 After the tone, please record. Then press POUND. 224 Recording saved. 225 To continue recording, press POUND. 226 Not used. 227 No saved messages. 228 To change and spell the first name, press 5. 229 To change and spell the last name, press 5. 230 Using the buttons on your telephone, please spell the first name of the person.

Then press POUND. For the letter Q, press 7. For the letter Z, press 9. 231 No message left. 232 ...last... 233 ...an outside caller at... 234 Message was sent from... 235 This matches the mailbox of... 236 ...an unknown caller. 237 To turn off the envelope, press 5. 238 To accept the changes, press POUND. 239 The envelope is turned off. 240 Please enter the application extension number. 241 To select a day recording, press 1. 242 To select a night recording, press 2.

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ADMINISTRATOR’S GUIDE – January 2004

PROMPT CONTENT (Continued)

243 If this is the correct recording, press POUND. 244 Warning, no recording has been made. 245 Invalid application entered. 246 ...is not a valid recording number.

247-252 Not used.

253 This is a return receipt verifying the message sent has been heard. 254 I'm sorry. Private messages cannot be for warded. 255 This is the message center calling for... 256 If you are the correct person, press POUND. 257 ...One 258 ...Two 259 ...Three 260 ...Four 261 ...Five 262 ...Six 263 ...Seven 264 ...Eight 265 ...Nine 266 ...Ten 267 ...Eleven 268 ...Twelve 269 ...Thirteen 270 ...Fourteen 271 ...Fifteen 272 ...Sixteen 273 ...Seventeen 274 ...Eighteen 275 ...Nineteen 276 ...Twenty 277 ...Thirty 278 ...Forty 279 ...Fifty 280 ...Sixty 281 ...Seventy 282 ...Eighty 283 ...Ninety 284 ...Hundred 285 This mailbox is currently full and cannot receive new messages. 286 Oh 287 ...of which are priority. 288 Priority message received... 289 Otherwise, press STAR.

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PROMPT CONTENT (Continued)

290 When you are finished entering mailbox numbers, press POUND. 291 Otherwise, press POUND. 292 For PM, press 2. 293 For Sunday, press 1. 294 For Monday, press 2. 295 For Tuesday, press 3. 296 For Wednesday, press 4. 297 For Thursday, press 5. 298 For Friday, press 6. 299 For Saturday, press 7. 300 For Monday through Friday service, press 1. 301 For all the days of the week, press 2. 302 Thousand 303 The hard disk is... 304 ...percent full. 305 I'm sorry. Voice mail is full and cannot re cord any messages. 306 Zero 307 POUND 308 STAR 309 Group list number... 310 Please speak louder. 311 You have recorded for the maximum time permitted. 312 Not used. 313 Resuming playback. 314 You have one priority message. 315 Use 2 digits for the hour and 2 digits for the minutes.

316-317 Not used.

318 You have chosen not to have a password. 319 I'm sorry. This mailbox is currently in use and cannot be accessed. Please try

again later. 320 Not used. 321 If you are calling from a rotary-type telephone, please stay on the line and your

call will be answered. 322 You can not reply to a system sent message. 323 Zero is not a valid entry. To spell a name, please press one number on the tele-

phone dialpad for each letter of the person's name you are entering. For the let-

ter A, press the number 2 button one time and for the letter F, press the number

3 button one time. When you are finished, press POUND. 324 Zero is not a valid entry. To spell a name, please press the associated number

on the telephone dialpad with the desired letter of the person's name you are

entering. For the letter A, press the number 2 button once. for the letter B, press

it twice and for the letter C, three times. When you are finished, press POUND. 325 Please select the days of the week. 326 To select individual week days, press 3.

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PROMPT CONTENT (Continued)

327 Service is set for Monday through Friday. 328 Service is set for each day of the week. 329 Recording canceled. 330 The system was busy and could not deliver message notification at the speci-

331 The system was unable to deliver message notification due to a programming

332 Extension ID... 333 ...the operator. 334 ...the operator... 335 Remote Messaging will call... 336 To change a cascade level, press 1. 337 To select a message notification category, press 4. 338 Please enter the cascade level you wish to program. 339 ...with a pager number of... 340 To change the pager dial string, press 3. 341 To call an internal extension, press 1. 342 To call an outside number, press 2. 343 Not used. 344 Please enter the digits for your digital pager and wait for further instructions. 345 The new pager number is... 346 Mailbox Number 347 New Message Count 348 Pause 349 You must program a telephone number first. 350 You have chosen not to have a pager number. 351 Cascade Level... 352 You did not enter a valid document number. 353 This document is currently unavailable. 354 ... is not a valid document number. 355 You have already selected that document. 356 To cancel, press STAR. 357 You have selected the maximum number of documents allowed. 358 To send your fax, press pound. 359 You have selected one document. 360 You haven't selected any documents yet. 361 You may select one more document during this call. 362 You may select up to... 363 ... more documents during this call. 364 Selections Canceled. 365 The number that will appear on your fax cover sheet is... 366 You have chosen not to have your extension appear on your cover sheet.

fied time.

error.

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PROMPT CONTENT (Continued)

367 If you would like to have your fax automatically delivered to you later, press

pound. 368 To re-enter the number, press 3. 369 If you wish to have your extension appear on your cover sheet, enter the exten-

sion followed by the POUND button. 370 If you are calling from your fax machine, press 1. 371 Press the start button on your fax machine now. 372 All of our fax lines are currently busy. 373 Please try again later. 374 Your fax will be delivered to... 375 Your fax will be delivered shortly. 376 I am unable to communicate with your fax machine. Please make sure it is

operating properly and try again. 377 Please enter the 10 digit area code and telephone number of your fax machine. 378 The number you enter may be up to twenty digits in length. 379 Your fax is scheduled to be delivered at... 380 Please enter a document number. 381 When you have finished importing documents, press star. 382 Document number... 383 ...is currently in use. 384 ...already exists. 385 To replace this document, press POUND. 386 Document received. 387 Press POUND to continue. 388 To import a fax document, press 4. 389 If this is an international call, enter 011 followed by your country code and your

fax number. Then, press POUND. 390 I'm sorry. I'm not allowed to dial that number. 391 To receive your documents, please hang up and call from your fax machine. 392 The system does not have enough disk space to import your document. 393 The system is unable to import your document because it will exceed the Maxi-

mum Fax Library Size. 394 For recording options, press 3. 395 There are... 396 ... calls ahead of you. 397 Your call should be answered within... 398 You have selected... 399 ...documents. 400 Hello, you've reached the Inter-Tel voice processing system. 401 Hello, you've reached the Inter-Tel automated call processing system. 402 To change your message search order, press 2. 403 Your current message search order is first in first out. 404 Your current message search order is last in, first out. 405 To search for messages first in first out, press 1.

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PROMPT CONTENT (Continued)

406 To search for messages last in first out, press 2. 407 To change the search order for new messages, press 1. 408 To change the search order for saved messages, press 2.

409-499 Not used.

500 If you know your party's extension number, enter it now. 501 To leave a message, press 1. 502 To try another extension, press 2. 503 Please hold while your call is being transferred to... 504 Not used. 505 To return to the menu, press 2. 506 Your fax is scheduled to be delivered on... 507 The system already contains the maximum number of fax documents allowed. 508 The system does not have enough disk space to import any more documents. 509 The system is currently at or above the Maximum Fax Library Size. 510 Levels 1 through 9 are currently disabled. 511 Your call will be answered in the order it was received. 512 There is one call ahead of you. 513 To change your transfer method, press 5. 514 Your current transfer method is unannounced. 515 Your current transfer method is screened. 516 Your current transfer method is announce only. 517 To select unannounced transfers, press 1. 518 For screened transfers, press 2. 519 For announce only, press 3. 520 Who should I say is calling? 521 To replay the announcement, press 1. 522 To send this call to voice mail, press 2. 523 To forward this call to another extension, press 3. 524 To accept this call, press POUND. 525 To refuse this call, press STAR. 526 You have a call from...

527-534 Not used.

535 Please enter the extension number.

536-537 Not used.

538 For system prompt replacement or reinstatement, press 6. 539 Please enter the number of the system prompt. 540 The system prompt has been replaced by the following custom prompt... 541 The original system prompt is... 542 To replace this system prompt with a custom prompt, press 3. 543 ...is not a valid system prompt number. 544 To delete the custom prompt and reinstate the system prompt, press 9. 545 To replace this custom prompt with a new custom prompt, press 3.

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PROMPT CONTENT (Continued)

546 You have no deleted messages. 547 You have one deleted message. 548 ...deleted messages. 549 To recover deleted messages, press 2. 550 To recover this message, press 7. 551 Message recovered. 552 To purge this message, press 9. 553 Message purged. 554 To listen to deleted messages, press 1. 555 To recover all messages, press 2. 556 To purge all messages, press 3. 557 ...messages recovered. 558 ...messages purged. 559 ...message recovered. 560 ...message purged. 561 For message options, press 5. 562 For more options, press 9. 563 To change the fax destination number, press 1. 564 Please enter the extension number of your fax destination, followed by the [#]

button. 565 Your fax destination is... 566 You have chosen not to have a fax destination. 567 Invalid extension. 568 Fax destination saved. 569 Fax destination erased. 570 To cancel unheard sent messages, press 1. 571 All sent messages have been heard. 572 Enter the destination mailbox. 573 This mailbox has one unheard message. 574 ...unheard messages. 575 To append to the message, press 2. 576 To leave a voice mail message, press 1. 577 To make a return call, press 2. 578 Please hold while your call is being transferred to an outside number.

579-580 Not used.

581 …has just listened to the original message. 582 This mailbox has... 583 This message was canceled by the originator. 584 I’m sorry, there are no network mailboxes available for node... 585 For the directory, press # now. 586 I’m sorry, you cannot reply to this network message. 587 The following message could not be delivered to... 588 This nonsubscriber message could not be delivered to...

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PROMPT CONTENT (Continued)

589 Enter the number of the remote extension. 590 To cancel this message, press *. 591 Fax-on-demand was unable to deliver one or more faxes. Please view the Fax

592 I'm sorry. I'm not allowed to dial that number. 593 Message received from an outside number with no Caller ID information. 594 I'm sorry. I do not have valid Caller ID information. 595 ...the network... 596 Your call is being handled by the Inter-Tel voice processing system.

Delivery Report for details.

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ADMINISTRATOR’S GUIDE – January 2004

FIGURE 5. Administrator Database Programming Planning Sheets

CUSTOM AUDIOTEX RECORDINGS: If you record special recordings for the Voice Processor applications (see page 51 for instructions), record the information here:

RECORDING # TEXT WHERE USED (EXT #)

Sample

Thank you for calling XYZ Company. All of our representatives are busy right now. Please hold.

Ext.2011 (Hunt Group

Overflow Station)

Administrator Database Programming Planning Sheets

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ADMINISTRATOR’S GUIDE – January 2004

FIGURE 5. Administrator Database Programming Planning Sheets (Continued)

STATION PROGRAMMING: For each station to be programmed, record the following information:

Station Extension #: Administrator station? Yes or No Attendant station? Yes or No House Phone? Yes or No This station's attendant: Username: Toll restriction classes of service:

SYSTEM PROGRAMMING: Record the following system-wide information:

Administrator Database Programming Password: ___________________________

Do-Not-Disturb Messages:

DEFAULT MESSAGE PRIMARY LANGUAGE MESSAGE SECONDARY LANG. MESSAGE

MESSAGE 01 (DO-NOT-DISTURB) MESSAGE 02 (LEAVE A MESSAGE) MESSAGE 03 (IN MEETING UNTIL) MESSAGE 04 (IN MEETING) MESSAGE 05 (ON VACATION 'TIL) MESSAGE 06 (ON VACATION) MESSAGE 07 (CALL ME AT) MESSAGE 08 (AT THE DOCTOR) MESSAGE 09 (ON A TRIP) MESSAGE 10 (ON BREAK) MESSAGE 11 (OUT OF TOWN 'TIL) MESSAGE 12 (OUT OF OFFICE) MESSAGE 13 (OUT UNTIL) MESSAGE 14 (WITH A CLIENT) MESSAGE 15 (WITH A GUEST) MESSAGE 16 (UNAVAILABLE) MESSAGE 17 (IN CONFERENCE) MESSAGE 18 (AWAY FROM DESK) MESSAGE 19 (GONE HOME) MESSAGE 20 (OUT TO LUNCH)

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ADMINISTRATOR’S GUIDE – January 2004

FIGURE 5. Administrator Database Programming Planning Sheets (Continued)

Reminder Messages:

DEFAULT MESSAGE PRIMARY LANGUAGE MESSAGE SECONDARY LANG. MESSAGE

MESSAGE 01 (MEETING): MESSAGE 02 (STAFF MEETING): MESSAGE 03 (SALES MEETING): MESSAGE 04 (CANCEL MEETING): MESSAGE 05 (APPOINTMENT): MESSAGE 06 (PLACE CALL): MESSAGE 07 (CALL CLIENT): MESSAGE 08 (CALL CUSTOMER): MESSAGE 09 (CALL HOME): MESSAGE 10 (CALL CORPORATE): MESSAGE 11 (CALL ENGINEERING): MESSAGE 12 (CALL MARKETING): MESSAGE 13 (CALL ACCOUNTING): MESSAGE 14 (CANCEL DND): MESSAGE 15 (CANCEL CALL FWD): MESSAGE 16 (TAKE MEDICATION): MESSAGE 17 (MAKE RESERVATION): MESSAGE 18 (REVIEW SCHEDULE): MESSAGE 19 (LUNCH): MESSAGE 20 (REMINDER):

Administrator Database Programming Planning Sheets

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Administrator Procedures

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ADMINISTRATOR’S GUIDE – January 2004

FIGURE 5. Administrator Database Programming Planning Sheets (Continued)

Changing Station Extension Numbers:

OLD EXTENSION NUMBER NEW EXTENSION NUMBER

Swapping Stations:

EXTENSION NUMBER SWAPPED WITH EXTENSION

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Administrator Procedures

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ADMINISTRATOR’S GUIDE – January 2004

FIGURE 5. Administrator Database Programming Planning Sheets (Continued)

TRUNK PROGRAMMING:

Individual Trunks: Record the following information for each trunk to be programmed:

Answer Supervision Type: Polarity Reversal or Valid Call or Valid Call with Polarity

Reversal Caller ID? Yes or No Hybrid Balance: Normal or Short Signaling: DTMF or Dial Pulse Trunk Group Number: Username:

Trunk Groups: Record the following information for each trunk group to be programmed:

Stations with Day Answer Access:

Stations with Night Answer Access:

Stations with Day Ring In:

Stations with Night Ring In:

Toll Restriction Classes of Service:

Trunks in Trunk Groups:

Administrator Database Programming Planning Sheets

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ADMINISTRATOR’S GUIDE – January 2004

System Hardware

CONTENTS PAGE

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73

Station Instruments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74

Inter-Tel Phones . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75

Model 8000 Digital Phones, Standard Display Phone, Associate Display Phone

and Basic Digital Phone Speakerphones. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75

Executive and Professional Display Phone Speakerphones . . . . . . . . . . . . . . . . . . 76

Enhanced Speakerphones for Digital Phones . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76

Analog, IDS, and Wave Phone Speakerphones. . . . . . . . . . . . . . . . . . . . . . . . . . . . 77

Six-Line Liquid Crystal Display (LCD) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78

Two-Line LCD . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79

LCD Contrast Adjustment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79

Node and Circuit Number on Power-Up. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80

Keymaps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80

Default Inter-Tel Phone Feature Buttons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84

Secondary Extension Appearances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85

Light-Emitting Diode (LED) Indications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86

Red and Green LEDs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88

Connecting a Headset . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88

“Send Alert Burst To Headset” Station Flag . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89

Digital Phone Data Port Modules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89

Data Port Module for 12-Line and 24-Line Analog Phones . . . . . . . . . . . . . . . . . . 90

Optional Data Devices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90

8-Line IMX AIM Analog Phones on Dual Circuits . . . . . . . . . . . . . . . . . . . . . . . . 93

Digital Phone Desktop Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94

AgentSet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95

Single-Line Sets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95

Single-Line Caller ID . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95

Single-Line DTMF Sets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95

Single-Line Set Message Lamps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96

Single-Line Ring Zones and Extended Ring Cadences. . . . . . . . . . . . . . . . . . . . . . 96

Off-Premises Extensions (OPX) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97

Digital Direct Station Selection/Busy Lamp Field (DSS/BLF) Units . . . . . . . . . . . . . . 98

Mini-DSS Units . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98

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CONTENTS PAGE

IP and SIP Devices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99

IP and SIP Phone Identification . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99

Installation and Configuration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99

IP Limitations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99

IP SoftPhone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100

Model 8690 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100

MGCP Gateway and Endpoints . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104

Peer-to-Peer Audio for IP and SIP Devices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105

Axxess IP and SIP Operating Modes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105

SIP Default Feature Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106

Axxess IP Default Feature Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106

Power Supplies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107

IP Troubleshooting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107

Optional System Equipment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108

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INTRODUCTION

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The Inter-Tel hardware houses the system power supply unit and the circuit cards. Together, the circuit cards in the phone system’s cabinet perform the switching activities for the system, detect incoming calls, process data-controlled features, and control the interaction of station instruments, trunks, intercom calls, and Voice Processor applications.

The basic cabinet has slots for up to seven circuit cards. For increased port capacity, two, three, or four basic cabinets may be connected together to form one expanded cabinet. For maximum capacity, up to four dual-cabinet systems can be connected via an Asynchronous Transfer Mode (ATM) Switch, creating an eight-cabinet system.

The actual number of phones and lines available depends on the number and type of cards and stations installed on the system. For example, there could be as many as 512 outside lines, 448 Inter-Tel phones, or 512 single-line sets, depending on the circuit card configuration.

The circuitry and software in the basic cabinet combine to produce an “integrated switching matrix” of 128 time slots (voice channels). A quad-cabinet system has 512 time slots.

With system software version 5.0 (and later), you can connect two or more systems to form a network that provides a seamless interface between the systems. To the user, the network appears as though it is one integrated system. With few exceptions, the user can perform all of the functions across the network that can be performed on a single system.

ADMINISTRATOR’S GUIDE – January 2004

Standard system hardware features include:

• A Central Processing Unit (CPU) Card for storing the system software programs, the

customer’s database, and call processing history files.

• Light-emitting diode (LED) indicators for showing main processor operation, database

error occurrences, minor system alarms, and database back-up battery connection.

• External ports for connecting a personal computer (PC) or modem to program the sys-

tem database and/or for connecting output devices for the Station Message Detail Recording (SMDR) and programming reports. Ports are also provided for the Voice Processor interface.

• Database back-up battery for preserving the system database in the event of a power

failure.

• Reset switch to manually reset the system during troubleshooting.

• Easily accessible voltage test points for checking the system operating voltages.

• Relays for connecting power failure transfer equipment.

• Circuitry for connecting an external music source (radio, tape player, etc.).

Introduction

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STATION INSTRUMENTS

To allow system flexibility and cost efficiency, a variety of Inter-Tel and industry-standard third-party station instruments can be used on the Inter-Tel phone system. These include:

• Model 8000 Digital Phones (8560, 8520, 8500)

• Digital Display Phones (Executive, Professional, Standard, and Associate)

• Digital Non-Display Phones (Axxess Basic, and Eclipse

2™

Basic)

• AIM Analog Phones (8-, 12-, and 24-Line)

• Inter-Tel/DVK Analog Phones (8-, 12-, and 24-Line)

• GMX Analog Phones (12-, and 24-Line)

• IMX Analog Phones (8-, 12-, and 24-Line)

• IDS Phones (Model Numbers 160, 64, 32, 18, and 12, and Agent Terminals)

• Wave Phones (29- and 17-Button)

• Single-Line Sets

• DSS/BLF Units – single or tandem (60-,50-, and 48-Button)

• Mini-DSS Units (Available for Model 8560 and 8520 Phones Only)

• IP/SIP Endpoints (Model 8690, Model 8662, Model 8620, Model 8600, Model 8660,

Model 8664, Model 8665, Model 8601, IP Phone Plus, IP Single-Line Adapter (IP SLA), IP SoftPhone, and Media Gateway Control Protocol (MGCP) endpoints)

System software will support any configuration of station instruments with the limitation that there must be a minimum of one Keyset Card. The actual configuration is defined by the type of cards and the number of circuits in use on the system. The following list explains the function of the various Keyset Cards.

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• Digital Keyset Card (DKSC, DKSC-16, DKSC-16 +): Provides eight or 16 circuits

for connecting digital display and non-display phones. Digital Keyset Card circuits can be equipped with a Single-Line Adapter (SLA) and programmed to support two singleline sets (instead of an Inter-Tel phone).

• Analog Keyset Card (AKSC)/Executone Keyset Card (EKSC): Provides up to 12

circuits for connecting GMX and IMX Analog phones, Executone IDS phones, and Executone Wave phones and devices to the system.

• Single-Line Card (SLC, SLC-16, or SLC-16+): Provides eight or 16 circuits for con-

necting on-premises AC ringing single-line DTMF sets and playback devices. The SLC-16+ is available for software versions 8.2 and later.

• Internet Protocol Card (IPC): Supports up to eight IP SoftPhone devices. The IPC

provides the functionality that is required to make phone calls through the IP network using the telephone system.

• Internet Protocol Resource Card (IPRC): Supports up to 32 (V8.1 and later) IP/SIP

devices. The 32-device IPRC provides the functionality that is required to make phone calls through the IP network using the telephone system. Thee 32-device IPRC cannot be installed behind a firewall or Network Address Translation (NAT).

Station Instruments

INTER-TEL PHONES

The features supported by Inter-Tel digital and analog phones are described in the following paragraphs.

NOTE: Throughout this guide, the term “Inter-Tel phone” refers to the full-feature phones man-

ufactured and sold by Inter-Tel. The term does not apply to industry-standard single-line, dualtone multi-frequency sets.

Model 8000 Digital Phones, Standard Display Phone, Associate Display Phone and Basic Digital Phone Speakerphones

The following display and non-display digital phones have a built-in speaker and microphone that allow the user to answer intercom calls handsfree, dial while on hook, monitor calls, and listen to background music.

• Model 8000 Digital Phones (8560, 8520, and 8500)

• Standard Display Phone

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• Associate Display Phone

• Axxess Basic Digital Phone

• Eclipse Basic Digital Phone

These phones can be programmed in individual station programming to be allowed to use system resources for standard and enhanced speakerphones. Enhanced mode allows for fullduplex operation over a limited volume range (the range depends on trunk characteristics, typically the range is 1-3). Enhanced speakerphones are explained below.

If a user presses the Speaker button while on hook, the standard switched speakerphone function is activated and the speakerphone resource is assigned to that phone for the length of the call. If a user requests the speakerphone function when speakerphone resources are not available, the user will hear reorder tones, and the display will show NO SPKRPHN AVAIL STAY OFF HOOK.

If the user attempts to change to the speakerphone and hangs up during a call when speakerphones are unavailable, the user will be forced into a monitor-only mode. The user will be able to hear the other party but will not be allowed to transmit to them. In this mode, the user’s

MUTE

button will be lit, and the display shows NO SPKRPHN AVAIL COME OFF HOOK.

Pressing the lit button will result in a burst of reorder tone; you must lift the handset to speak.

MUTE

Inter-Tel Phones

NOTE: On certain handsfree-to-handsfree intercom calls, voice volume levels may cause feed-

back to occur. If this happens; one station user should pick up the handset. Two Display Phones cannot be in enhanced mode while on a call together; one phone must be off hook to allow the other phone to enter enhanced speakerphone mode. If both phones are on hook, there is no benefit to having one phone in enhanced mode.

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Executive and Professional Display Phone Speakerphones

Each Executive and Professional Display Phone has a built-in, integrated speakerphone that allows on-hook dialing and handsfree operation on outside calls and inside (intercom) calls. The speakerphone can be used in standard mode or in enhanced mode which allows for fullduplex operation over a limited volume range (the range depends on trunk characteristics, typically the range is 1-3). Enhanced speakerphones are explained on the next page.

The Executive and Professional’s speaker can also provide background music (if an external music source is installed) and is used to receive pages.

A programming option can be used to disable the phone’s speakerphone capabilities. Or, the user can disable the speakerphone for intercom calls using the Handsfree On/Off and/or Ring Intercom Always On/Off feature code.

NOTE: On certain handsfree-to-handsfree intercom calls, voice volume levels may cause feed-

Enhanced Speakerphones for Digital Phones

The following display and non-display digital phones have enhanced speakerphone capabilities:

• Model 8000 Series Phones (8560, 8520, and 8500)

• Executive, Professional, Standard, and Associate Display Phones

• Axxess and Eclipse Basic Digital Phones

To use an enhanced speakerphone on a Digital Phone, the user establishes a call and presses

(the Special button) and then the Speaker button (or presses and enters the

∞ ∞

Enhanced Speakerphone feature code – 310). There will be about one second of white noise at this point. (Both parties should avoid speaking during this white noise.) This white noise is used to calibrate the echo-canceling circuitry. After the white noise, there will be a confirmation tone that both parties will hear (except for Executive Display and Professional Display Phone users who will hear the tone, but the other party will not). Then the user will be connected in an enhanced handsfree call. If the speakerphone cannot be calibrated correctly, due to trunk conditions, the enhanced speakerphone will not be enabled and the display will show CANNOT ENABLE ENHANCED MODE.

NOTE: It is normal for an outside party to hear a minimal amount of his or her own echo when

speaking to a Digital Phone in enhanced speakerphone mode. This is usually acceptable to most callers on local calls and on most long-distance calls. However, on some T1 and long-distance calls involving significant delays (for example, cross-country T1 calls, overseas calls or calls via satellite), the amount of echo may be objectionable, and the enhanced speakerphone mode should not be used on these types of long-distance calls.

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If an enhanced speakerphone call is placed on hold and then taken off hold on an Executive or Professional Display Phone, it remains an enhanced speakerphone call. For all other digital phones, if the call is placed on hold, the call is returned to standard speakerphone mode.

A station can only have one enhanced speakerphone call. For example, if an Executive or Professional Display Phone user makes an enhanced speakerphone call, puts it on hold, and establishes another enhanced speakerphone call, the first call will be turned back into a standard speakerphone call.

Inter-Tel Phones

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A digital phone user can set up a conference and then, once it is established, presses the

(Special button) and Speaker (or presses and enter the Enhanced Speakerphone

∞ ∞

feature code – 310) to have an enhanced speakerphone call in the conference.

Analog, IDS, and Wave Phone Speakerphones

NOTE: The volume adjustment range of non-AIM and non-DVK analog phones may not be

suitable in all user environments. In such cases, Inter-Tel recommends using AIM and/or DVK phones, if possible.

Every Analog, IDS, and Wave Phone station has a built-in, integrated speakerphone that allows the user to dial while on hook and allows handsfree operation on outside calls and inside (intercom) calls. In addition, the speaker may provide background music (if an external music source is installed) and is used to receive pages. Analog, IDS, and Wave Phones cannot use the shared speakerphone resources or the Enhanced Speakerphone option that is provided for the digital display and non-display phones.

NOTE: IDS Model 12 and Agent Terminal Phone have only a speaker. They do not have a

microphone.

The speakerphone can be disabled with the Handsfree Answering feature (see page 176). If the handsfree option is enabled, the speakerphone can still be used for receiving handsfree intercom calls, but the user must lift the handset to speak when placing intercom calls and when

placing or receiving outside calls. The button is lit when the speaker is activated for

MUTE

outside calls or outgoing intercom calls. Call monitoring and on-hook dialing are not affected.

NOTE: On certain handsfree-to-handsfree intercom calls, voice volume levels may cause feed-

back to occur. If this happens, one user should pick up the handset.

Inter-Tel Phones

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Six-Line Liquid Crystal Display (LCD)

All Model 8560, Executive, and Professional Display Phones have a six-line LCD. Each line has 16 characters. (A picture of the Model 8560 display is shown in the Figure below. A picture of the Executive display is shown on the following page.) The top two lines are for standard call information and show the same displays as other display phones. The remaining four lines are used for displaying feature-related menus that change with the function being performed by the phone (intercom call, outside call, programming, etc.). These lines have menu selection buttons on both sides (eight buttons) that are used for menu features. When there are two prompts on a line, like PREVIOUS and NEXT, the button next to the word is the one that will select that feature. When there is only one prompt on a line, like DO NOT DISTURB, then pressing the button on either side of the prompt will select it.

NOTE: Version 7.0 or later system software is required to support the menu display and but-

tons on the Model 8560.

There is a system-wide flag, called “Alternate Keyset Menu Displays,” that determines the display that Model 8560, Executive, and Professional Phone users will see during an outside call. In the

HOLD TRANSFER TRANSFER-TO-HOLD MUTE

SYS HOLD CNF

MORE...

default state, the display shows the following menu with Transfer-To-Hold on the first menu and Flash on the “More...” menu:

If the Alternate Keyset Menu Displays flag is enabled, the Model 8560, Executive, and Professional Phone users will see the following menu with Flash on the first menu and Transfer-To-Hold on the “More...” menu:

Enabling the Alternate Keyset Menu flag allows Centrex features to be accessed more easily, using the FLASH menu option.

FIGURE 6. Model 8560 Phone Displays

LCD WITH SIX 16-CHARACTER LINES

HOLD TRANSFER

FLASH

MUTE

SYS HOLD CNF

MORE...

8 LCD MENU SELECTION KEYS

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Inter-Tel Phones

FIGURE 7. Executive Phone Display

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LCD WITH SIX 16-CHARACTER LINES

Two-Line LCD

The Model 8520, Standard, and Associate Display Phones have a two-line Liquid Crystal Display that supports 16-characters per line.

When the phone is not in use, the LCD shows the station extension number, username, time of day, and date. Other displays include reminder messages, Do-Not-Disturb messages, numbers dialed, call sources, elapsed time of calls, current call costs, error messages, station status, programming messages, etc. The displayed information is described throughout the instructions in this section of the manual.

8 LCD MENU SELECTION KEYS

Older Inter-Tel phone types are available in a standard or display model. The non-display phones can be converted to display phones by installing LCD Units (refer to REPLACEMENT PARTS for unit part numbers). Installation instructions are in the INSTALLATION section of the manual.

NOTE: Most Analog, IDS, and Wave phones also have an LCD display that supports 16 char-

acters per line.

LCD Contrast Adjustment

The contrast for the Model 8000 Series Display Phones is adjustable. There are eight different contrast levels available. The LCD Contrast Control feature is supported on software versions

7.0 and later.

O ADJUST THE LCD CONTRAST ON THE MODEL 8560 PHONE:

1. While the phone is idle, press the Special button ( ) and enter the LCD Contrast fea-

∞

ture code (303).

2. EITHER, Select LIGHTER or DARKER on the menu buttons.

OR, Use the Volume button to make your selection.

OR, Press the desired level (1-8).

3. Press the Speaker button or ACCEPT to save your change.

The Model 8520 Phone has a contrast control wheel to adjust the contrast level. This wheel is located on the back of the phone and can be adjusted while viewing the display.

Inter-Tel Phones

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O ADJUST THE LCD CONTRAST ON THE MODEL 8520 PHONE:

4. While the phone is idle, locate the contrast control wheel on the back, upper-right section

of the phone.

5. Adjust the contrast of the LCD screen by turning the wheel clockwise (lighter) or counter-

clockwise (darker).

Node and Circuit Number on Power-Up

To aid in installation and troubleshooting procedures, display phones show their station identification for five seconds when power is turned on, when the system is reset, or when the phone line cord is first plugged in (or removed and replaced). The extension number and assigned username appear on the top line of the display, and the node number and circuit number appears on the bottom line (for example, circuit 1.1.1 on node 2 would appear as 2:1.1.1). After the five-second identification display, the phone returns to the appropriate display, depending on its current status.

Keymaps

A keymap group determines the layout of the buttons for all the stations assigned to that group. If any of the buttons in the keymap group are user-programmable or undefined, they can be changed by the station user. There can be up to 250 different phone keymap groups. Each node contains its own keymap programming. (There are also 20 maps for DSS/BLF Units.)

Each Inter-Tel phone is assigned a standard keymap and can also have an alternate keymap. See page 169 for information about switching between standard and alternate keymaps.

When the system is in the default state all phones are assigned to the default Keyset Keymap

01. There are no individual pre-programmed keymaps for each of the specific phone types. (Previous software had an Executive/Standard map and a Basic map. If you convert from a previous version to the current version, those keymaps will be preserved. However, in the current

software, the default Speaker, , and buttons are not programmable.)

MSG MUTE

NOTE: The Model 8560, 8520, and 8500 Phones have more buttons and lamps than the Exec-

utive Display, Standard Display, and Basic Digital Phones. If running system version 6.0 or earlier software, the additional buttons and lamps will not operate. To use the buttons and lamps, version 7.0 or later software is required. Contact your local Inter-Tel dealer for upgrade information.

As part of the installation procedure, the installer must make sure the phone buttons are labeled to match their functions.

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The buttons in each keymap can be assigned the following functions:

• Accept Key: (This button type is not required for Digital Phones. It is intended for

Analog Phone use.) This button is used to accept an entry when using numeric mode.

(Digital Phones use the Volume button, by pressing both arrows at once.)

• Cancel Key: No further programming is necessary. This button will be used to cancel a

feature or cancel an entry when in numeric mode.

• Call Key: Up to 10 Call buttons can be assigned in each keymap. These buttons are

used for call access. They are not associated with specific trunks. Instead, they are assigned to calls in the order that the calls are placed or received. In the following example, the user has three Call buttons.

ACTION CALL KEY 1 CALL KEY 2 CALL KEY 3

User places call #1 Shows status of call

Call #2 rings in while call #1 is active

Calls #1 and #2 on hold, call #3 placed

Shows status of call #1Shows ring flash for

call #2

Shows hold flash for call #1

Shows hold flash for call #2

Shows status of call #3

If there are more calls in progress than there are Call buttons (e.g., if another call rings in to the phone in the example), the new call will not have an available call button and will camp on to the station until a Call button becomes available; it will then appear under the available button. Pressing an idle Call button will enter the programmed Out-

going Call feature for that station. If there is no button programmed in the key-

map, intercom calls will appear under Call buttons.

NOTE: All keymaps should have at least one Call button if there is not an individual

trunk button for every trunk.

• Down Key: (This button type is not required for Digital Phones. It is intended for Ana-

log Phone use.) No further programming is necessary. This button can be used scrolling

backward through displays. When the phone is idle, it can be used for adjusting volume, in place of the Volume button. (Digital Phones use the Volume button.)

• DSS/BLF Key: A DSS/BLF button will dial the associated extension number when

pressed. If assigned to a button with a lamp, it will also show the status of the associated station, as described for DSS/BLF Units on page 34. DSS/BLF buttons cannot be changed by the station user.

• Feature Key: These are programmed with feature codes. The feature code appears in

the same button location on all stations assigned to the keymap and cannot be changed by the phone user.

Inter-Tel Phones

• Forward Key: The forward button can be programmed with any of the Call Forward-

ing feature codes. The forwarding code used by the button can be changed by the phone user.

• Hunt Group Key: Like a DSS/BLF button, this button dials a hunt group pilot number

when pressed and, if assigned to a button with a lamp, will show the status of that hunt group.

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System Hardware

AXXESS

ADMINISTRATOR’S GUIDE – January 2004

• Individual Trunk Key: This button is associated with one trunk. It can be used for

placing outgoing calls, and for picking up calls on hold and answering incoming calls on that trunk.

• Intercom (IC) Key: The button allows access to intercom channels for placing

and answering calls. If an button is not assigned, an intercom call will appear under a Call button.

• Next Key: (This button type is not required for Digital Phones. It is intended for Ana-

log Phone use.) This button is used for scrolling forward through displays. (Digital

Phones use the Volume button.)

• Page Zone Key: A page zone button is programmed with one of the page access codes

(9600-9609 or 9600-9649 depending on the software version) for quick access to page zones (0-9 or 0-49 respectively).

• Previous Key: (This button type is not required for Digital Phones. It is intended for

Analog Phone use.) This button is used for scrolling backward through displays. (Digi-

tal Phones use the Volume button.)

• Programmable Key: Up to 35 user-programmable buttons can be designated and given

default values in the keymap database. They can then be reprogrammed to enter any of the trunk group access codes, extension numbers, or feature codes by the individual phone users as desired. Or, they can be programmed as system or station speed-dial bins, or as secondary extension buttons (see below). The phone user or programmer can return the buttons to default values at any time.

• Save Key: (This button type is not required for Digital Phones. It is intended for Ana-

log Phone use.) This button is used for saving volume levels or programmed phone fea-

tures. (Digital Phones use the Volume button, by pressing both ends at once.)

• Secondary Extension Key: This type of button allows a station user to have one-button

access to calls ringing or holding at another station. It should be assigned to a button with a lamp so that the secondary extension button can show the call status. If desired, a station can have several secondary extension buttons, each associated with a different station. For details, see page 85.

• SPKR Key: This button is used for turning the phone speaker or headset on and off.

• Speed-Dial Keys: Each keymap can have up to 10 speed-dial buttons. Each speed-dial

button can be programmed by the phone user to dial one digit string. If assigned to a button with a lamp, the lamp will show the status of an extension number if it is associated with that button.

• Trunk Group Key: These buttons are associated with specific trunk group access

codes and are used for placing outgoing calls on trunks in the selected trunk group. If assigned to a button with a lamp, the lamp will be lit if all trunks in the trunk group are in use.

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Inter-Tel Phones

System Hardware

AXXESS

ADMINISTRATOR’S GUIDE – January 2004

• Undefined Key: Any button can be left undefined if it will not be needed. It can be

programmed, like a user-programmable button, as described above. If the phone user or programmer returns the phone to default values, the button will return to being “undefined.”

• Up Key: (This button type is not required for Digital Phones. It is intended for Analog

Phone use.) No further programming is necessary. This button can be used for scrolling

forward through displays. When the phone is idle, it can be used for adjusting volume, in place of the Volume button. (Digital Phones use the Volume button.)

NOTE: The volume adjustment button on the Digital Phones also can be used for

scrolling through displays. However, the Analog Phone volume buttons are used only for adjusting volume; Analog Phones need to have Previous and Next buttons programmed in their keymaps to scroll through displays. They also need an Accept button to accept entries when in numeric programming mode.

Inter-Tel Phones

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AXXESS

ADMINISTRATOR’S GUIDE – January 2004

Default Inter-Tel Phone Feature Buttons

When the system is in the default state, all phones are in the same keymap group and have the following feature buttons. Feature code descriptions start on page 116. (The Special button is

represented by keycaps with on the Inter-Tel phone.)

KEY FUNCTION

CALL KEYS 1-4

DND

PROGRAMMABLE KEYS 2-6, 14-16, 18, and 21-35

CNF

HOLD

TRANSFER

SYS SPD

REDIAL

PAG E

QUEUE

MUSIC

PAG E ZONE 1

STN SPEED DIAL

FWD

SPECIAL

ANSWER

OUTGOING

SPEAKER

MSG

MUTE

DATA

STATION SPEED DIAL KEYS 0-9

UNDEFINED

∞

Selects an outgoing trunk, if idle, or answers a call on the button. Selects a voice channel or picks up a holding or camped-on intercom

call. Programmable button 1: Do-Not-Disturb On/Off (372) Undefined values. Can be programmed with any feature code, trunk

access code, or extension number, or can be programmed as a station or system speed-dial bin.

Programmable Button 7: Conference (5) Programmable Button 8: Individual Hold (336) Programmable Button 9: Transfer to Ring (345) Programmable Button 10: System Speed Dial (381) Programmable Button 11: Redial (380) Programmable Button 12: Page (7) Programmable Button 13: Queue Request (6) Programmable Button 17: Background Music (313) Programmable Button 19: Selects Page Zone 1 for making a page. Programmable Button 20: Station Speed Dial (382) Call Forward All Calls (355) Also used for canceling Call Forward. Signals the system to expect a feature code. Answer (351) Selects a trunk for placing an outgoing call using the station’s Outgo-

ing Call feature (8). Speakerphone On/Off Message (365) – Also retrieves messages when the flashing MSG

button is pressed. Microphone Mute On/Off (314) (This is a fixed-function button on Digi-

tal Phones.) Data (340) Used for storing and dialing one station speed-dial number each.

Some Analog Phones have several undefined buttons that can be programmed as desired.

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Inter-Tel Phones

Intel AXXESS Owner's Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

Table of Contents

FCC Regulations

Safety Regulations

Introduction

Introduction

TELEPHONE SYSTEM

NETWORKING

SYSTEM ADMINISTRATOR DUTIES

VOICE PROCESSOR

VOICE MAIL NETWORKS

VOICE MAIL ADMINISTRATOR DUTIES

Administrator Procedures

INTRODUCTION

SYSTEM ADMINISTRATOR FEATURES

PLACING THE SYSTEM IN NIGHT MODE

PLACING NODES IN DAY OR NIGHT MODE

SETTING SYSTEM DATE AND TIME

SETTING NETWORK DATE AND TIME

SYNCHRONIZING NETWORK TIME

PROGRAMMING THE DATABASE USING AN ADMINISTRATOR’S STATION

Station Programming

System Programming

Trunk Programming

PROGRAMMING SYSTEM SPEED-DIAL NUMBERS

PROGRAMMING AND USING DSS/BLF BUTTONS

MANAGING SYSTEM AND NETWORK ALARMS

System Alarms

Network Alarms

Clearing Alarms

Alarm Queue

ENABLING/DISABLING THE CALL PROCESSING CARD MODEM

ASSIGNING THE CPC MODEM TO A DSS/BLF BUTTON

RESETTING THE CALL PROCESSING CARD MODEM

USING THE NETWORK GROUP DIAGNOSTICS FEATURE

SEIZING A DEVICE

FREEZING/UNFREEZING THE SYSTEM HISTORY

FREEZING/UNFREEZING THE NETWORK HISTORY

VOICE MAIL ADMINISTRATOR FEATURES

BROADCASTING MESSAGES

MAINTAINING MAILBOXES AND GROUP LISTS

IMPORTING FAX DOCUMENTS

CREATING AUDIOTEX RECORDINGS

RECORDING CUSTOM VOICE MAIL PROMPTS

System Hardware

INTRODUCTION

STATION INSTRUMENTS

INTER-TEL PHONES

Model 8000 Digital Phones, Standard Display Phone, Associate Display Phone and Basic Digital Phone Speakerphones

Executive and Professional Display Phone Speakerphones

Enhanced Speakerphones for Digital Phones

Analog, IDS, and Wave Phone Speakerphones

Six-Line Liquid Crystal Display (LCD)

Two-Line LCD

LCD Contrast Adjustment

Node and Circuit Number on Power-Up

Keymaps

Default Inter-Tel Phone Feature Buttons