Lucent Technologies FAX Attendant System Release 2.1.1 System Manager's Manual

Download

FAX Attendant System Release 2.1.1

For MERLIN LEGEND Communications System Release 2.0

System Manager’s Guide

555-601-100 Issue 1 January, 1993

1993 AT&T

January 1993

Issue 1

Printed in U.S.A.

Notice

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

Federal Communications Commission (FCC) Statement

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

Security

As a customer of new telecommunications equipment, you should be aware of the significant and growing problem of theft of long distance services by third parties, known commonly as "toll

fraud." It is particularly important that you understand and take appropriate steps to deal with this crime because under applicable tariffs, you will be responsible for payment of associated toll charges. AT&T can not be responsible for such charges and will not make any allowance or give any credit resulting from toll fraud.

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

Trademarks

AUDIX, Voice Power, and AT&T FAX Attendant System are trademarks of AT&T. HP and LaserJet are registered trademarks of Hewlett-Packard. UNIX is a registered trademark of UNIX System Laboratories, Inc.

Ordering Information

To order copies of this document, call the AT&T Customer Information Center at 1-800-432-6600 and include the document number 555-601-100 with your order.

Contents

About This Guide

Purpose and Scope

■

How to Use This Guide

■

About This Guide

Purpose and Scope

The information in this guide is organized to help System Managers perform day-to-day management and operation of the FAX Attendant System. In addition, basic information is offered about connections to, and administration of the MERLIN LEGEND Communications System as it is affected by the FAX Attendant System. The MERLIN LEGEND, however, requires detailed installation and administration. The System Manager’s Guide is not intended to replace the documents that accompany your communications system. The

AT&T AUDIX Voice Power™/FAX Attendant System™ Planning and Implementation document discusses the specific tasks and sequences of

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

on administration and daily operation.

This guide is divided into the following chapters and appendices:

Chapter 1: Introduction presents an overview of FAX Attendant

■

features and configurations.

About This Guide

■

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

Voice Power™/FAX Attendant System™ Planning and Implementation

document. Chapter 3: Implementing FAX Attendant explains how to enter the

■

data from the system planning forms to administer system-wide features when setting up your FAX Attendant system. It also describes system-wide tasks, with related menus and windows, required to administer the system. Additionally, this chapter explains how to enter the voice phrases for FAX Attendant services.

Chapter 4: Fax Response Administration describes how to plan,

■

implement, and modify a Fax Response service for your company.

■

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

Chapter 6: Report Generation explains how to generate reports on

■

telephone and message space usage, as well as other system reports.

■

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

■

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

Appendix B: Error Messages gives a full listing of system error

■

messages together with suggested responses. Appendix C: FAX Attendant Menu Tree provides an overall picture of

■

the menu structure.

Intended Audience

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

About This Guide

Assistance

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

How to Use This Guide

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

with the FAX Attendant System by reading all of this guide and the AT&T

AUDIX Voice Power™/FAX Attendant System™ Planning and Implementation

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

Administrators should read those portions of this guide and of the AT&T

AUDIX Voice Power™/FAX Attendant System™ Planning and Implementation

document that are related to their job responsibilities.

Conventions Used in this Guide

The following conventions are used in this guide:

■

Commands and text you should type appear in this style of type.

Values, instructions, and prompts that appear on the screen are in

■

this style of type.

Key names that are always located on the keyboard in the same place

■

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

■

such as [

3 ] and [ # ].

 Enter .

About This Guide

iii

About This Guide

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

■

appear in boxes with the current meaning following in parentheses such as [

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

On the screen diagrams, the top label is the meaning of the function key when the screen first appears. These meanings have been selected to be the most useful for that screen. The bottom label is the meaning of the function key after the [ pressed. (Pressing [ typical set of key labels on a screen diagram might be:

F3 ] (SAVE).

F8 ] (CHG-KEYS) key has been

F8 ] (CHG-KEYS) again restores the top labels.) A

About This Guide

Any screen information

Figure 1. Typical Function Key Labels

Introduction

Overview

AT&T FAX Attendant System™ is a software application that enhances the capabilities of all fax machines attached to a company’s telephone network.

FAX Attendant is based on the Integrated Voice Power™ System software and the FAX Attendant Application software that runs on the Master Controller III (80486/SX) computer.

FAX Attendant provides the following features:

■

Coverage for busy or out-of-paper fax machines

■

Plain paper printing Message arrival notification

■

Privacy for incoming fax messages

■

Off-site access to received messages

■

Automatic retry for busy fax machines

■

Introduction

1-1

Introduction

Fax delivery reports

■

Faxes sent to multiple destinations at one time (broadcasting)

■

Economy fax transmissions

■

Private fax numbers or personal fax machines for anyone in your

■

company Fax information database for your customers (Fax Response service)

■

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

FAX Attendant Services

FAX Attendant includes the following services:

Fax Call Answer

■

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

Fax Mail

■

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

Fax Response

■

Fax Response allows you to dedicate a phone number for your prospective customers to call and retrieve information on your products or services, news or virtually any other hard copy information. Fax Response directs callers through a series of prompts to retrieve information on their fax machines. Callers are greeted with spoken prompts that guide them in pressing touch-tone buttons to access the

1-2

Introduction

information. No more requesting information and waiting for it to arrive in the mail. Fax Response allows interested parties to get their information immediately by fax.

FAX Attendant Features

FAX Attendant includes the following features:

■

Broadcast feature

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

■

Intelligent Auto-Retry

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

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

■

Economy Delivery

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

■

Delivery Reports

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

Each subscriber can choose his or her own delivery report setting. The options for this feature are on or off. If it is turned on, the

Introduction

1-3

Introduction

subscriber receives a delivery report for every fax transmission. The report includes the time the fax was submitted, a reduced image of the

cover sheet, and a summary of the delivery status to each destination. If it is turned off, a report is still generated if the system is unable to

successfully transmit to any destination. Additionally, if the delivery report option is turned off, an intermediary

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

Distribution Lists

■

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

■

Call Accounting Integration

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

Fax Machine Call Coverage

■

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

switch-integrated system.

Personal Fax Extensions

■

Provided through Direct-Inward-Dial (DID) or Personal Lines and PBX integration, FAX Attendant subscribers can have their own fax extensions, which are routed directly to FAX Attendant. This feature operates only in a switch-integrated system. If the subscriber does not have a personal DID extension, FAX Attendant prompts senders to enter the subscriber’s voice extension to identify the recipient’s

1-4

Introduction

mailbox. If no extension is entered, FAX Attendant sends the fax message to the group administrator’s mailbox.

Group Fax Numbers

■

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

■

Receiving Fax Messages Confidentially

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

■

Remote Retrieval/Hold Fax Messages

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

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

Autoprinting

■

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

■

Message Waiting Lamp (MWL) Notification

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

Introduction

1-5

Introduction

—

MWL with a Co-resident System: In a co-resident application, where FAX Attendant is operating

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

—

MWL with a Standalone System: When FAX Attendant serves as an adjunct to AUDIX,

subscribers still get notification of both fax and voice messages in the same summary message. When a fax message arrives, FAX Attendant sends a Leave Word Calling message to the switch. AUDIX intercepts this message, turns it into a Voice Mail message, and lights the message waiting lamp. When the subscriber calls AUDIX, the summary message notes how many voice messages have been received. Some of these messages may say, "Leave Word

Calling message from FAX Attendant," which indicates a fax message has been received. After listening to the rest of the voice messages, the subscriber can log into Fax Mail and pick up the fax messages.

Outcalling

■

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

1-6

Introduction

Plain Paper Printing

■

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

New Features for Release 2.1.1

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

■

Co-residency with the AUDIX Voice Power System

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

■

Integrated Administration

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

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

The Integrated Administration feature is also used with the AT&T AUDIX Voice Power™ system which is co-resident with FAX Attendant.

Introduction

1-7

Introduction

■

Consolidated Delivery Reports

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

■

Outbound Channel Limitations

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

■

Customized System Cover Sheet for Fax Response

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

■

Improved Component/Port Level Diagnostics

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

Additional features incorporated into the user interface include:

■

Name Addressing

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

1-8

■

Fax CNG Tone Recognition

This feature provides detection of the fax calling (CNG) tone of certain autodialing fax machines. The CNG tone recognition allows Fax Call

Introduction

Answer to bypass any prompts and deliver the incoming fax message to the appropriate address.

■

Administrable Fax Mailbox Size

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

■

Subscriber Name Administration

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

Message Overflow to General Mailbox

■

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

Telephone System Interface

There are several telephone systems that can support FAX Attendant. Each system has its own particular features and requirements. This switch-specific information for the MERLIN LEGEND™ Communications System is discussed in the AT&T AUDIX Voice Power™/FAX Attendant System™ Planning and Implementation document.

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

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

Introduction

1-9

Introduction

Switch-Integrated Mode

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

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

Co-Resident Configuration

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

This guide explains in detail only those features that apply specifically to FAX Attendant. For information on features that are specific to AUDIX Voice Power consult the AUDIX Voice Power™, Release 2.1.1, System Manager's Guide.

1-10 Introduction

Feature and Planning Review

Contents

Review of System Planning Planning for FAX Attendant on the MERLIN

LEGEND System

■

Call Coverage Paths

■

Calling Groups

Planning the FAX Attendant System

Assigning Services to Voice Channels

■

Assigning Lines/Pools to Voice Channels

■

Switch Interface Parameters

■

System Parameters

■

Fax Account Code Parameter Administration

■

Fax Account Code List Administration

■

Subscriber Administration

■

Extension Directory Subscriber Administration Planning

■

Types of Fax Subscribers

2-1

2-2 2-2 2-2

2-3 2-3 2-5 2-5 2-5 2-6 2-7 2-7 2-7 2-8 2-9

Personal Fax Number Subscribers without Fax Machines

(Class 1)

Subscribers with Fax Mailboxes but without Personal Fax

Numbers (Class 2)

Fax Machine Call Coverage Subscribers (Class 3)

■

Service Administrator Registration

2-9

2-10 2-11 2-11

Table of Contents

■

Outcalling Administration

Planning Your Fax Response Service Customizing Voice Prompts

2-12 2-12 2-14

Feature and Planning Review

Review of System Planning

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

Use the comprehensive instructions and planning forms found in the AT&T

AUDIX Voice Power™/FAX Attendant System™ Planning and Implementation

document to define your system. When you have completed the planning for

your system, you can begin the implementation of your plan. Gather the

forms that you have filled out and use their content as input in conjunction

with the procedures in Chapters 3 and 4 of this guide to implement your system. Be sure to deliver copies of all the completed forms to your implementation team. The completed forms should also be stored safely for

ongoing administration.

Feature and Planning Review

2-1

Feature and Planning Review

Planning for FAX Attendant on the MERLIN LEGEND System

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

Voice Power™/FAX Attendant System™ Planning and Implementation

document.

Call Coverage Paths

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

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

■

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

■

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

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

Calling Groups

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

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

2-2

Feature and Planning Review

which service to provide for the call. Separate calling groups and channels must be assigned for the following services:

Message Drop Service (usually only one channel).

■

Information Service (usually only one channel or replaced by

■

Automated Attendant).

■

Fax Response Service.

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

Planning the FAX Attendant System

Assigning Services to Voice Channels

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

Before assigning channels, take the following factors into account:

Voice Call Answer Service, Fax Call Answer Service, Voice Mail

■

Service, Fax Mail Service, and Automated Attendant can all share a group of voice channels. We recommend you use the Automated Attendant Service for the shared channels. The information passed from the MERLIN LEGEND Communications System to AUDIX Voice Power/FAX Attendant can be used to determine which service is provided. The actual service provided is based on the type of call

Feature and Planning Review

2-3

Feature and Planning Review

(internal, external, or coverage) and the extension called (voice or fax). The service provided is selected as shown:

External Call: Automated Attendant

— —

Voice Extension Coverage (CA Assigned for subscriber):

Call Answer

Voice Extension Coverage (AA Assigned for subscriber):

—

Automated Attendant

Fax Extension Coverage:

— —

Internal Calls: Voice Mail (switchable to Fax Mail)

Fax Call Answer

NOTE:

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

The Fax Response Service requires dedicated voice channels. There

■

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

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

■

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

8 ] button at the Voice Mail Menu.

2-4

■

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

* ] and [ R ] buttons at the Automated Attendant Menu.

8 ] button at

the Voice Mail Menu.

■

Callers to the Fax Response Service can switch from FAX Response to the FAX Mail Service by pressing the [ * ] and [ R ] buttons at the Fax Response menu. They can switch to the Voice Mail Service by pressing the [

8 ] button at the Fax Mail Activity menu.

Feature and Planning Review

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

Assigning Lines/Pools to Voice Channels

After assigning services to channels, the integrated administration requests additional information. For all services, it is necessary to specify the outside lines and line pools that will be routed directly to this service by way of the default calling group. Do this planning with your Switch Administrator. These assignments are necessary for operation of AUDIX Voice Power/FAX Attendant, and will be updated in the switch exactly as though they had been entered through the switch programming interface. It is not necessary to enter

the information separately a second time for the switch.

Switch Interface Parameters

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

System Parameters

Certain parameters control overall system performance. These parameters must be initially set for each system and are rarely changed. The values for voice system parameters are collected on FORM EA in the AT&T AUDIX Voice Power™/FAX Attendant System™ Planning and Implementation document. The values for fax system parameters are collected on FORM EF in the AT&T

AUDIX Voice Power™/FAX Attendant System™ Planning and Implementation

document. The parameters groups are:

Voice System Parameters

■

— Voice Mail Parameters. Voice Mail parameters are specific to

AUDIX Voice Power. In the co-resident configuration you do not have to fill in these fields since they have already been

Feature and Planning Review

2-5

Feature and Planning Review

populated by the system. Consult the AUDIX Voice Power™ System Manager’s Guide for further information.

—

Automated Attendant Parameters. Automated Attendant parameters are specific to AUDIX Voice Power. In the coresident configuration you do not have to fill in these fields since they have already been populated by the system. Consult the AUDIX Voice Power™ System Manager’s Guide for further information.

—

Message Waiting Lamp Parameters. Message Waiting Lamp parameters affect only the operation of message waiting lamps. The Code to Light and Code to Extinguish parameters are set automatically to the values preprinted on Form EA and must not be changed. The default value for

Refresh? Refresh?

Power™/FAX Attendant System™ Planning and Implementation

document for further information.

yes.

It is recommended that the value for

be changed to

no.

Consult the AT&T AUDIX Voice

■

Fax System Parameters

General Fax Parameters. General Fax parameters affect all fax

—

services. You determine the correct values to use according to the requirements for your business.

Fax Response Parameters. Fax Response parameters affect

—

the Fax Response Service. You determine the correct values to use according to the requirements for your business.

Fax Account Code Parameter Administration

The Account Code feature of FAX Attendant allows you to use the MERLIN LEGEND Communications System Station Message Detail Recording (SMDR) feature to prepare reports on outbound fax usage by account number. With

these reports, you can determine how much fax transmission time each subscriber used and then bill the respective departments. Account codes are optional and can be left blank. If you plan to use the account code feature,

you will need to obtain the necessary parameter values from your Switch Administrator. Enter the account code parameters on FORM FF1 in the AT&T

2-6

Feature and Planning Review

AUDIX Voice Power™/FAX Attendant System™ Planning and Implementation

document. Use FORM FF2 (on the back of FORM FF1 ) to enter account codes. These codes can be stored in the system and retrieved during subscriber administration for easier data entry.

Fax Account Code List Administration

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

Subscriber Administration

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

Extension Directory

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

■

The switch database contains information relating the MERLIN LEGEND hardware port addresses to the extension numbers and adjuncts, features provided to extension numbers (such as Call

Restrictions, Labels), features provided on the extension station sets, coverage paths, calling groups, etc.

The AUDIX Voice Power/FAX Attendant database contains information

■

about the services provided to each subscriber (extension) such as: switch call coverage, private fax extension, autoprinting on/off, etc.

Feature and Planning Review

2-7

Feature and Planning Review

The Integrated Solution III environment allows integrated administration as follows:

A portion of the switch database for extensions and adjuncts (the

1. Extension Directory) is downloaded from the switch to the AUDIX Voice Power/FAX Attendant database. The Extension Directory contains the System Numbering Plan information already administered for the switch.

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

When the changes made in the AUDIX Voice Power/FAX Attendant

3. database will affect how the switch operates, they are uploaded to the switch as programming requests. This programming is done automatically, as the database changes are made, and is reported to the person making the changes.

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

Subscriber Administration Planning

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

The Extension Directory is downloaded from the switch. This

1. information is used to update the local extension directory used by

AUDIX Voice Power and FAX Attendant. In all cases, the information downloaded takes precedence if the information in the local directory does not match.

Additions and deletions of AUDIX Voice Power/FAX Attendant

2. subscribers are recorded in the local extension directory and are propagated to the switch by adding or deleting extensions from the default Call Coverage group and making other changes as necessary. Physical extensions are not deleted from the switch database, they are only disconnected from the AUDIX Voice Power/FAX Attendant

configuration. “Special” extensions that are not part of the System Numbering Plan are added and deleted as necessary for use in AUDIX

Voice Power/FAX Attendant.

2-8

You record the basic Extension Directory information on FORM DX in

Feature and Planning Review

the AT&T AUDIX Voice Power™/FAX Attendant System™ Planning and Implementation document.

Once the basic information has been established for an extension,

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

You also record this information on FORM DX. The voice associated parameters for the subscriber are entered. You

4. record this information on FORM DA. (FORM DA is on the same sheet of paper as FORM DX.)

Finally, the fax associated parameters for the subscriber are entered.

5. You record this information on FORM DF. (FORM DF is on the back of FORMS DX and DA.)

Types of Fax Subscribers

Generally, there are three FAX Attendant subscriber classes:

Personal Fax Number Subscribers without Fax Machines (Class 1)

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

Fax Machine Call Coverage Subscribers (Class 3)

Personal Fax Number Subscribers without Fax Machine (Class 1)

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

Feature and Planning Review

2-9

Feature and Planning Review

■

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

give subscribers one fax number for distribution to anyone who wishes

■

to send them faxes. These subscribers will have more control over their fax communications, with the ability to retrieve faxes from any location, any time of day.

■

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

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

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

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

■ occasionally receive confidential messages and can give special

instructions to those who send them faxes in order to receive them

confidentially. Therefore, it is not important for these individuals to

have a personal fax number.

■

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

■

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

Group Fax Number Administrator

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

2-10

Feature and Planning Review

System™ User’s Guide, How to Record a Personal Greeting.) If an extension is not entered, the fax will be delivered to the Group Fax Number Administrator’s fax machine. The Group Administrator needs a private fax extension and has the Subscriber Administration field System Wait for Touchtone After FCA Greeting? set to yes.

Fax Machine Call Coverage Subscribers (Class 3)

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

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

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

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

Service Administrator Registration

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

The Service Administrators must already be registered as subscribers to AUDIX Voice Power/FAX Attendant so that the system can identify them as authorized to make changes. These administrators should be listed on FORM G in the AT&T AUDIX Voice Power™/FAX Attendant System™ Planning and Implementation document.

Feature and Planning Review

2-11

Feature and Planning Review

Outcalling Administration

Outcalling is an optional feature that allows subscribers to request that AUDIX Voice Power/FAX Attendant call a telephone number inside or outside the system and inform them when new voice or fax messages have arrived. This feature is controlled on both a system-wide basis and on an individual subscriber basis. All subscribers who have outcalling enabled will receive outcalls during the hours you specify, or for 24 hours a day. If you turn outcalling off on a system-wide basis, no one will receive outcalls.

NOTE:

Outcalling messages will not be accepted as voice mail messages by another AUDIX Voice Power system or an AUDIX system.

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

AUDIX Voice Power™/FAX Attendant System™ Planning and Implementation

document.

Planning Your Fax Response Service

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

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

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

2-12

Feature and Planning Review

■

Retrieve fax information on desired products Listen to voice announcements

■

Transfer to a specified extension

■

Speak to an operator

Fax Response offers the following benefits:

Enables you to get specific information to customers almost

■

immediately. This reduction in time allows you to give customers information before the competition.

■

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

Allows you to keep track of the number of requests each product

■

elicits. You can see what products are generating interest, and which ones are not.

■

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

Setting up the Fax Response service requires extensive planning. To set up a Fax Response service, you must:

■

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

■

Create menus wherever necessary

■

Create a spoken script for each menu

■

Enter the fax information that will comprise the Fax Response database

■

Create coversheet art and load the coversheet

Consult the AT&T AUDIX Voice Power™/FAX Attendant System™ Planning and Implementation document for the proper forms and procedures to use when setting up a Fax Response service.

Feature and Planning Review

2-13

Feature and Planning Review

Customizing Voice Prompts

FAX Attendant provides the ability to customize prompts and announcements. For Fax Call Answer and Fax Mail service, you may specify your own custom prompts, and determine whether to use your custom prompts or the system default prompts. Enter your custom messages for Fax Call Answer, Fax Mail, and Fax Response on FORM P in the AT&T AUDIX Voice Power™/FAX Attendant System™ Planning and Implementation document.

2-14

Feature and Planning Review

Implementing FAX Attendant

Contents

Entering FAX Attendant Data

■

Information Conventions

■

Logging In to IS-III

■

The AUDIX Voice Power/FAX Attendant Menu

■

General Fax System Parameter Administration

Updating General Fax System Parameters

Voice System Parameter Administration

■

Updating System Parameters

■

Account Code Parameter Administration

Updating Account Code Parameters

Account Code List Administration

■

Updating Account Codes

Subscriber Administration

■

Adding a New Subscriber Adding a Special Purpose Extension Changing a Subscriber Profile Renumbering an Extension for a Subscriber

3-1 3-2 3-3 3-6 3-8 3-10 3-10 3-12 3-12 3-15 3-15 3-18 3-18 3-19 3-24 3-31 3-37

Removing a Subscriber from AUDIX Voice Power/FAX

Attendant Deleting a Subscriber’s Profile from the System Displaying the Subscriber Database Printing the Subscriber Database

3-38 3-39 3-40 3-40

Table of Contents

■

Service Administrator Registration

Updating Service Administrator Registration

■

Outcalling Administration

Updating Outcalling Parameters

Fax Group List Administration

■

Creating a Fax Distribution List Modifying a Fax Distribution List Deleting a Fax Distribution List

Custom Voice Prompts

■

Logging In to the Voice System

■

General Fax Mail Greeting Administration

Listening to the Fax Mail Greeting Message Recording Custom Fax Mail Greetings Selecting Greetings

■

General Fax Call Answer Greeting Administration

Listening to the Fax Call Answer Greeting Recording Custom Fax Call Answer Greetings Selecting Greetings

■

Subscriber Recorded Name Administration

■

General Mailbox Greeting Administration

Listening to the General Mailbox Greeting Message

3-41 3-43 3-43 3-45 3-45 3-45 3-48 3-50

3-52 3-53 3-54 3-55 3-55 3-56 3-56 3-57 3-57 3-58 3-58 3-59 3-61

Recording a General Mailbox Greeting Message Changing the Greeting In Use

3-61 3-62

Implementing FAX Attendant

Entering FAX Attendant Data

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

NOTE:

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

You should use the comprehensive instructions and planning forms that accompany the AT&T AUDIX Voice Power™/FAX Attendant System™ Planning and Implementation document to describe your system.

Implementing FAX Attendant

3-1

Implementing FAX Attendant

NOTE:

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

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

Information Conventions

The following conventions are used in this guide to describe the different

types of data that appear on your screen.

Menus

Forms Forms which appear on your screen are

Fields

Choice List

Window

A menu is a list of options which appears on your screen or is spoken. By selecting an option, you can access a submenu or a form.

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

The areas in a form where you change or provide information.

In some forms, in addition to the cursor highlighting a field, a list of logical choices appears on the screen for that field. This list may show previously entered data or the default values for the field.

A box of text that appears on the screen for information purposes. A typical information window will instruct you to perform a certain action such as Press any Key to

Continue.

No data is entered in a window.

3-2

Implementing FAX Attendant

Logging In to IS-III

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

At the Console Login: prompt, type is and press

— If a password has been administered, the system prompts you

to enter your password. In this case, proceed to step 2. If no password has been administered, the Status Screen

—

appears, proceed to step 3.

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

 Enter .

 Enter . (For

—

The Status Screen appears.

NOTE:

For comprehensive instructions on how to interpret the Status Screen items, see the Integrated Solution III, System

Manager’s Guide.

Implementing FAX Attendant

3-3

Implementing FAX Attendant

------------------------------

Database Reconciliation last run on:

Extensions deleted:

Status Screen

Available Disk Space: Connection to Switch:

Extensions added:

Extensions changed:

Name:

Enter Name. Press SAVE to continue.

Figure 3-1. Status Screen

At the Status Screen, type your name and press [

3. —

The system records your name in the Status Screen Access Log. The IS-III Main Menu appears.

F3 ] (SAVE).

3-4

Implementing FAX Attendant

-----------------------------

Integrated Solution III

AUDIX Voice Power/FAX ATTENDANT (AVP/FA)

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

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

Figure 3-2. Integrated Solution III Main Menu

NOTE:

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

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

 Enter  to go to the AUDIX Voice Power/FAX Attendant

Implementing FAX Attendant

3-5

Implementing FAX Attendant

NOTE:

If a password has been administered for the AUDIX Voice Power/FAX Attendant system, the Type your password and press  Enter . (For security reasons, your password does not appear on the screen as you type it.) The AUDIX Voice Power/FAX Attendant menu appears.

Password:

prompt appears.

The AUDIX Voice Power/FAX Attendant Menu

When the AUDIX Voice Power/FAX Attendant menu appears, the cursor will be positioned at Automated Attendant Administration and you may press the

 ↓ 

key to select the menu item you want to administer.

NOTE:

Automated Attendant service administration is covered in the AUDIX Voice Power™, Release 2.1.1, System Manager’s Guide. Note that the

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

3-6

Implementing FAX Attendant

lmplementing FAX Attendant

----------------------------------

AUDIX Voice Power/FAX Attendant

Automated Attendant Administration

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

Highlight menu choice using arrow keys, then press Enter key

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

NOTE:

If you are administering your system for the first time, go to the next section, “General Fax System Parameter Administration”, and continue through this chapter in the order in which it is written. If you are updating the system, go directly to the procedure that you need. Planning for Fax Response is covered in the AT&T AUDIX Voice Power™/Fax Attendant System™ Planning and Implementation document. The Fax Response administration information is covered in Chapter 4, Fax Response Information.

Implementing FAX Attendant

3-7

Implementing FAX Attendant

General Fax System Parameter Administration

When setting up FAX Attendant for the first time, you must first administer the general fax system parameters. Once these parameters are set, you will most

likely not have to change them. To enter this information, perform the following steps:

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

1. Fax System Parameter Administration and press

—

The Fax System Parameters Administration menu appears.

 Enter .

Fax System Parameters Administration

--------------------------------

Account Code List Administration

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

Figure 3-4. Fax System Parameters Administration Menu

3-8

At the Fax System Parameters Administration menu, move the cursor to General Fax Parameters Administration and press  Enter .

Implementing FAX Attendant

—

The General Fax Parameter Administration form appears.

--------------------------------------

General Fax Parameters Administration

Fax Mail Parameters

Economy Time Period Begins (hhmm):

Economy Time Period Ends (hhmm):

Dial String For Outside Call:

Fax Mail Telephone Number:

Length of Time to Retry Fax Transmission (hours):

Maximum Time to Keep Fax in System(days):

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

Maximum Number of Channels to use for Fax Delivery:

Fax Response Parameters

Attendant Extension:

Destination for printing:

Main Menu Plays:

Number of entries in Fax Response Usage report:

Touch–Tone Gate Active?:

Delivery to Alternate Destination Allowed?:

Figure 3-5. General Fax Parameter Administration Form

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

 Enter  after completing each field, if cursor does not automatically go

to next line. After you enter all of the information, press [ F3 ] (SAVE) to save the

4. parameters.

A window appears informing you that the system parameters

—

have been updated.

Implementing FAX Attendant

3-9

Implementing FAX Attendant

Press any key to continue.

You return to the Fax System Parameters Administration menu.

—

Press [

] (CANCEL) to return to the AUDIX Voice Power/FAX

Attendant menu.

Updating General Fax System Parameters

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

Voice System Parameter Administration

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

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

Voice System Parameter Administration

and press



Enter

.

3-10

—

The Voice System Parameter Administration form appears.

Implementing FAX Attendant

lmplementing FAX Attendant

------------------------------------

Voice System Parameter Administration

System Operator Extension:

Pause for Touch Tone Input:

Maximum Extension Length:

Transfer to Subscribers Only?:

System Mode of Addressing:

Maximum Message Length:

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

Auto Attendant Parameters

Touch-tone Gate Active?:

Auto Attendant Timeout Action:

Auto Attendant Menu Plays:

Fax Transfer Number:

Present Options Before Leaving Message?:

Message Waiting Lamp Parameters

Code to Light:

Code to Extinguish:

sec

Day: Day:

sec

Night:

Refresh?:

Figure 3-6. Voice System Parameter Administration Form

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

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

required.

After you enter all the information, press [ F3 ] (SAVE) to save the parameters.

—

A window appears informing you that the system parameters

have been updated.

Press any key to continue.

Implementing FAX Attendant

3-11

Implementing FAX Attendant

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

—

Updating System Parameters

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

Account Code Parameter Administration

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

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

Fax System Parameter Administration

—

The Fax System Parameters Administration menu appears.

and press



Enter

.

3-12 Implementing FAX Attendant

Implementing FAX Attendant

Fax System Parameters Administration

--------------------------------

Account Code List Administration

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

Figure 3-7. Fax System Parameters Administration Menu

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

—

The Account Code Parameter Administration form appears.

Implementing FAX Attendant

 Enter .

3-13

Implementing FAX Attendant

––––––––––––––––––––––––––––––––––––

Account Code Parameter Administration

Use Switch Account Code Entry?:

Feature Access Code: Account Code Length:

Default Account Code:

Fax Response Account Code:

Figure 3-8. Account Code Parameter Administration Form

3-14

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

After you enter all of the information, press [

 Enter  after completing each field.

F3 ] (SAVE) to save the

parameters.

—

A window appears informing you that the Account Code parameters have been updated.

Press any key to continue.

You return to the Fax System Parameter Administration menu.

—

Implementing FAX Attendant

Press [

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

Attendant menu.

Updating Account Code Parameters

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

NOTE:

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

Account Code List Administration

When setting up FAX Attendant for the first time, you should administer the

account codes that will most commonly be assigned to the subscribers. It is recommended that you complete the Account Code List Administration screen before you begin entering subscriber profiles.

NOTE:

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

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

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

Fax System Parameters Administration

The Fax System Parameters Administration menu appears.

—

and press



Enter

.

Implementing FAX Attendant

3-15

Implementing FAX Attendant

Fax System Parameters Administration

--------------------------------

Account Code List Administration

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

Figure 3-9. Fax System Parameters Administration Menu

At the Fax System Parameters Administration menu, move the cursor to

3-16

Account Code List Administration

The Account Code List Administration form appears.

—

Implementing FAX Attendant

and press



Enter

.

Implementing FAX Attendant

Page 1 of 1

--------------------------------

Account Code List Administration

Acc. Codes

Comments

Figure 3-10. Account Code List Administration Form

Press

3. right-hand corner of the screen to the Ac

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

 Enter  to move the cursor from the page # field in the upper

C. Codes field.

——Press



Enter



after completing each field.

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

additional account codes. Press [

F8 ] (CHG-KEYS) and then [ F4 ] (NEXT-PGE) to enter

F8 ] (CHG-KEYS) again

when you are finished to return to the first set of function keys.

After you enter all of the information, press [ F3 ] (SAVE) to save the parameters.

Implementing FAX Attendant

3-17

Implementing FAX Attendant

—

A window appears informing you that the Account Codes have been updated.

Press

Press [



Enter



to continue.

You return to the Fax System Parameters Administration menu.

—

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

Attendant menu.

Updating Account Codes

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

Subscriber Administration

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

the system using the planning forms and the Integrated Administration feature

mentioned in Chapter 2. For all subscriber administration, that is, for all

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

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

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

■

Adding a new subscriber to the database Adding a special purpose extension to the database

■

3-18

Implementing FAX Attendant

■

Changing a subscriber profile

■

Renumbering an extension for a subscriber Removing a subscriber from AUDIX Voice Power/FAX Attendant

■

Deleting a subscriber’s profile from the system

■

Displaying the subscriber database

■

Printing the subscriber database

Be sure to update your planning forms before making any changes to the subscriber database. For more details on the subscriber administration process, consult the AT&T AUDIX Voice Power™/FAX Attendant System™ Planning and Implementation document.

Adding a New Subscriber

To add a new subscriber, follow these steps:

NOTE:

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

1.2.Write the information for the new subscriber on Forms DX, DA, and DF from the AT&T AUDIX Voice Power™/FAX Attendant System™ Planning and Implementation document.

From the IS-III Main Menu, move the cursor to the Directory field, and press  Enter . The Extension Directory form appears.

Extension

Implementing FAX Attendant

3-19

Implementing FAX Attendant

––––––––––––––––––––––––––––––––––

Extension :

Name (first) :

Name (last) :

Extension Label :

Location : Comments :

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

Extension Directory

Figure 3-11. Extension Directory Screen

3. Using Form DX, enter a valid extension number and press [ F1 ] (DISPLAY) to display the information about this extension.

If the extension entered does not exist on the telephone switch, a message appears saying Record Not Found, Type ENTER to

3-20

continue.

Check your entry and try again if necessary. Using Form DX, enter the additional information pressing

4. each field.

When all the data requested on the screen is entered, press [

5. (SAVE) to save the data. Press

The AUDIX Voice Power User form for this extension appears.

Implementing FAX Attendant

The invalid extension number is cleared from the field.

 Enter  to continue.

 Enter  after

F3 ]

Implementing FAX Attendant

AUDIX Voice Power User

–––––––––––––––––––––––––

Add User to AUDIX Voice Power Cover Group?

Audix Voice Power button number:

Extension:

Private Fax Extension:

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

Figure 3-12. AUDIX Voice Power User Screen

Using the data on Form DX, enter the information requested.

6. —

Be sure to enter the Auto Dial button number for the AUDIX Voice Power system and, if appropriate, enter the Private

Fax Extension.

Press [

F3 ] (SAVE). The Subscriber Administration screen appears.

Implementing FAX Attendant

3-21

Implementing FAX Attendant

Page 1 of 2

––––––––––––––––––––––––––––––––––––––––––

TT Equivalent of Name Addressing Identifier:

Custom Class of Service Parameters

Does Subscriber have Switch Call Coverage?:

If No Call Coverage, Enter Maximum Rings:

Subscriber Administration

Extension:

Name:

Password:

Name Addressing Identifier:

Mode of Addressing:

Voice Mail Box Size:

Personal Operator:

Comments:

Class of Service:

Coverage Service:

Outcalling Allowed?:

min

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

Using Form DA from the AT&T AUDIX Voice Power™/FAX Attendant

8. System™ Planning and Implementation document, enter the information requested on the screen. Press  Enter  after each field.

After you have entered all the data,

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

 Page Down  to continue with the second page (step 10).

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

—

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

11.

3-22

Implementing FAX Attendant

F3 ]

Implementing FAX Attendant

10.

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

Page 2 of 2

–––––––-------------------------------

Subscriber Administration

FAX Parameters

Private Fax Extension:

Autoprint Fax Messages?:

Fax Delivery Report?:

Default Fax Destination:

System Wait for Touchstones After FCA Greeting?:

Account Code:

Fax Mail Box Size:

pages

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

Enter the data from Form DF.

—

NOTE:

If Account Codes have been administered, you may use

F2 ] (CHOICES) to simplify data entry at the Account

[ Code field on this screen. Once you press [

(CHOICES), you may select the Account Code from the previously created list, rather than typing in the Account Code for each subscriber.

Implementing FAX Attendant

F2 ]

3-23

Implementing FAX Attendant

When you have filled in the fields, press [

—

F3 ] (SAVE), and the

subscriber will be added. (If necessary, press

F8 ] (CHG-KEYS) to access the [ F3 ] (SAVE) key.)

[

Press any key to return to the Extension Directory screen which

11. displays the record of the subscriber you just added.

12.

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

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

Adding a Special Purpose Extension

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

to receive and retrieve voice mail (guest mailboxes).

NOTE:

For this procedure, you must use an extension number that is not already defined in the Extension Directory database. Do not use an extension that

starts with the same digits as regular extensions and adjuncts on the switch. For example, do not use 123 as a special purpose extension if 12 is a regular extension. For more information about special purpose extensions and guidelines to use when creating special purpose extension numbers, see the AT&T AUDIX Voice Power™/FAX Attendant System™ Planning and Implementation document.

To add a special purpose extension, follow these steps:

Write the information for the new special purpose extension on Forms

1. DX, DA, and DF from the AT&T AUDIX Voice Power™/FAX Attendant System™ Planning and Implementation document.

From the IS-III Main Menu, move the cursor to the

Directory

field, and press



Enter

.

The Extension Directory form

appears.

3-24

Implementing FAX Attendant

Extension

Implementing FAX Attendant

----------------------------------

Extension :

Name (first) :

Name (last) :

Extension Label :

Location : Comments :

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

Application 5 :

Extension Directory

Figure 3-15. Extension Directory Screen

Implementing FAX Attendant

3-25

Implementing FAX Attendant

NOTE:

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

Found, Press ENTER to Continue.

with this message, check your records and use a different extension number.

Using Form DX, enter the special purpose extension number and all

3. the other associated information pressing

 Display  before

If it does not respond

 Enter  after each field.

Press [

F3 ] (SAVE) to save the data.

The Special Purpose Extension screen appears and asks you if you wish to add this extension as a special purpose extension.

3-26

Implementing FAX Attendant

----------------------------------

Special Purpose Extension Screen

Extension: xxxx

This extension does not exist on the switch.

Do you want to use this extension for a

special purpose?:

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

[No/Yes]

Figure 3-16. Special Purpose Extension Screen

Press [ F2 ] (CHOICES) to select



Enter

.

Press [ F3 ] (SAVE) to save your choice. A message appears stating

Yes

NO.

Select

Yes

and press

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



Enter



to continue.

The AUDIX Voice Power User form appears.

Implementing FAX Attendant

3-27

Implementing FAX Attendant

AUDIX Voice Power User

-------------------------

Add User to AUDIX Voice Power Cover Group?

Audix Voice Power button number:

Extension:

Private Fax Extension:

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

Figure 3-17. AUDIX Voice Power User Screen

Using the data on Form DX, enter the

Press [ F3 ] (SAVE). The AUDIX Voice Power Subscriber Administration screen appears.

Private Fax Extension.

3-28

Implementing FAX Attendant

------------------------------------------

Name Addressing Identifier:

TT Equivalant of Name Addressing Identifier:

Custom Class of Service Parameters

Does Subscriber have Switch Call Coverage?:

If No Call Coverage, Enter Maximum Rings:

Subscriber Administration

Extension:

Name:

Password:

Mode of Addressing:

Voice Mail Box Size:

Personal Operator:

Comments:

Class of Service:

Coverage Service:

Outcalling Allowed?:

Page 1 of 2

min

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

Using Form DA from the AT&T AUDIX Voice Power™/FAX Attendant System™ Planning and Implementation document, enter the information

requested on the screen. Press  Enter  after each field.

NOTE:

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

groups, use class of service 1, 2, 7, or 8.

10.

After you have entered all the data,

Implementing FAX Attendant

3-29

Implementing FAX Attendant

If a fax extension is defined for this subscriber, press

—

 Page Down  to continue with the second page (step 11).

—

If a fax extension is not defined for this subscriber, press [ (SAVE) to save the data. Skip step 11 and continue with step

12.

11.

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

Subscriber Administration

-------------------------------------

FAX Parameters

Private Fax Extension:

Autoprint Fax Messages?:

Fax Delivery Report?:

Default Fax Destination:

System Wait for Touchtones After FCA Greeting?:

Account Code:

Fax Mail Box Size:

F3 ]

Page 2 of 2

pages

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

Enter the data from Form DF

—

F3 ] (SAVE), and the

3-30

When you have filled in the fields, press [

—

special purpose extension will be added.

Implementing FAX Attendant

12.

Press any key to return to the Extension Directory screen.

13.

If you wish to add another special purpose extension, repeat Steps 312, otherwise press [ F6 ] (CANCEL) to return to the IS-III Main Menu.

Changing a Subscriber Profile

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

Write the new information for this subscriber on Forms DX, DA, and DF from the AT&T AUDIX Voice Power™/FAX Attendant System™ Planning and Implementation document.

From the IS-III Main Menu, move the cursor to

Directory

and press



Enter

.

The Extension Directory form appears.

Extension

Implementing FAX Attendant

3-31

Implementing FAX Attendant

----------------------------------

Extension :

Name (first) :

Name (last) :

Extension Label :

Location : Comments : Comments :

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

Extension Directory

Figure 3-20. Extension Directory Screen

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

appears here.

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

3-32

Implementing FAX Attendant

F1 ] (DISPLAY).

 Enter  after

Implementing FAX Attendant

NOTE:

If you change a subscriber’s switch call coverage by changing the option you must also update the Subscriber Administration screen.

When you have finished entering all updated information on this screen, press [ has been updated.

Press The AUDIX Voice Power User form appears.

Add User to AUDIX Voice Power Cover Group?,

F3 ] (SAVE). A message appears stating the database



Enter



to continue.

Class of Service

field on the

------------------------

AUDIX Voice Power User

Extension:

Add User to AUDIX Voice Power Cover Group?

Audix Voice Power button number:

Private Fax Extension:

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

Figure 3-21. AUDIX Voice Power User Screen

Implementing FAX Attendant

3-33

Implementing FAX Attendant

Using Form DX, enter any updated information, pressing  Enter  after each field.

NOTE:

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

—

If necessary, using the updates on Form DX, press [ F2 ] (CHOICES) to change the

Power Cover Group? field selection and press  Enter .

Press [ F3 ] (SAVE).

The Subscriber Administration screen appears.

Add User to AUDIX Voice

3-34

Implementing FAX Attendant

Page 1 of 2

------------------------------------------

Subscriber Administration

Extension:

Name:

Password:

Name Addressing Identifier:

TT Equivalent of Name Addressing Identifier:

Custom Class of Service Parameters

Does Subscriber have Switch Call Coverage?:

If No Call Coverage, Enter Maximum Rings:

Mode of Addressing:

Voice Mail Box Size:

Personal Operator:

Comments:

Class of Service:

Coverage Service:

Outcalling Allowed?:

min

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

Using Form DA, enter any updated information, pressing

9. each field.

After you have entered all the data,

10.

If you need to change any fax parameters for this subscriber,

—

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

—

subscriber, press [ and continue with step 11.

When FAX Attendant is included in the system, the Subscriber

11. Administration screen Page 2 displays.

 Page Down  to continue with the second page (step 10).

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

Implementing FAX Attendant



Enter



after

3-35

Implementing FAX Attendant

Subscriber Administration

--------------------------------------

FAX Parameters

Private Fax Extension:

Autoprint Fax Messages?:

Fax Delivery Report?:

Default Fax Destination:

System Wait for Touchtones After FCA Greeting?:

Account Code:

Fax Mail Box Size:

Page 2 of 2

pages

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

Enter the data from Form DF

—

When you have finished entering all updated information on

—

3-36

this screen, press [

12.

Press any key to return to the Extension Directory screen. If you wish to change any other subscriber’s information, repeat steps

13. 3-11, otherwise press [

Implementing FAX Attendant

F3 ] (SAVE) to save your changes.

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

Implementing FAX Attendant

Renumbering an Extension for a Subscriber

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

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

NOTE:

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

Before doing Step 2, make the old extension a special

—

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

special

in the

Location

—

By doing this, the subscriber’s mailbox with messages will be preserved. At a later time, the subscriber can log in and retrieve the mail messages, and you can then delete this special purpose extension from the Extension Directory.

At the end of the work day, when there is little traffic on the telephone

2. system, have the Switch Administrator renumber the extension in the System Numbering Plan and on the switch.

Immediately, go to the IS-III Main Menu and select the User

Maintenance screen.

From the User Maintenance screen, select the

Plan

—

option and press

The telephone switch database will be reconciled with the



Enter

.

Reconcile Dial

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

extension.

Implementing FAX Attendant

3-37

Implementing FAX Attendant

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

Removing a Subscriber from AUDIX Voice Power/FAX Attendant

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

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

NOTE:

Be sure to mark the deletion on Form DX from the AT&T AUDIX Voice Power™/FAX Attendant System™ Planning and Implementation document.

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

From the IS-III Main Menu, move the cursor to

Directory

and press



Enter

.

The Extension Directory Screen

appears.

Enter the extension number and press [ Move the cursor to the Application field where AUDIX Voice Power is

F1 ] (DISPLAY).

listed and press the space bar to blank out the entry.

Extension

3-38

Implementing FAX Attendant

lmplementing FAX Attendant

NOTE:

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

Press [

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

made.

Press



Enter



to continue.

Deleting a Subscribers Profile from the System

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

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

NOTE:

Be sure to mark the deletion on Forms DX, DA, and DF from the AT&T AUDIX Voice Power™/FAX Attendant System™ Planning and Implementation document.

From the IS-III Main Menu, move the cursor to

Directory

and press



Enter

.

The Extension Directory Screen

Extension

appears.

Enter the extension number and press [ F1 ] (DISPLAY). With the cursor in any field, press [

F2 ] (DELETE). A display appears,

asking you to confirm your deletion. If you want to delete, enter Y (yes) and press [ F3 ] (SAVE).

Implementing FAX Attendant

3-39

Implementing FAX Attendant

NOTE:

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

Press



Enter



to continue.

The Extension Directory screen appears.

Displaying the Subscriber Database

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

From the IS-III Main Menu, move the cursor to

Power/FAX Attendant (AVP/FA)

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

and Press

AUDIX Voice



Enter

.

Subscriber Administration and press  Enter .

—

The Subscriber Administration form appears.

Press [

F3 ] (DB-MGMT) to display the option menu.

[ Use

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

 ↓ 

 ↑ 

to highlight the

Display

option.

Press  Enter  to select the highlighted option.5.

Printing the Subscriber Database

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

3-40

Implementing FAX Attendant

Make sure the printer is connected to your computer and turned on. From the IS-III Main Menu, move the cursor to

Power/FAX Attendant (AVP/FA)

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

Subscriber Administration

—

The Subscriber Administration form appears.

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

and press

AUDIX Voice



Enter



Enter

.

[ F3 ] (DB-MGMT) to display the options menu.

Use

 ↓ 

 ↑ 

Press



Enter

to highlight the



to select the highlighted option.

option.

Service Administrator Registration

FAX Attendant gives you the ability to customize the voice prompts for your system. To prevent unauthorized modification of voice prompts, you must register an administrator for each service. The data is compiled on Form G from the AT&T AUDIX Voice Power™/FAX Attendant System™ Planning and Implementation document.

Each Service Administrator must be registered with AUDIX Voice Power/FAX Attendant as a subscriber prior to being assigned as a Service Administrator

so that the system can identify them as authorized to make changes.

NOTE:

You must first register all the service administrators before any subscriber or outside caller uses your FAX Attendant system. Otherwise, the system

will not function properly. For example, if you do not register the service administrator for the Fax Call Answer service, the system will provide the following message when answering calls:

The main menu has not been recorded yet.

Implementing FAX Attendant

3-41

Implementing FAX Attendant

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

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

Service Administrator Registration

The Service Administrator Registration form appears.

—

Service Administrator Registration

-----------------------------------

and press



Enter

.

Service

Automated Attendant Call Answer

Fax Call Answer Fax Mail

Fax Response Information Service Message Drop Voice Mail

Administrator’s Name

Figure 3-24. Service Administrator Registration Form

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



Enter



after each field.

Extension

When you are finished, press [ F3 ] (SAVE) to save the information.

3-42 Implementing FAX Attendant

Implementing FAX Attendant

—

Press

—

A window appears informing you that the information has been saved.



Enter



to continue.

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

Updating Service Administrator Registration

To update Service Administrator information, use the preceding procedure.

The new information will replace the old information.

NOTE:

Be sure to update Form G from the AT&T AUDIX Voice Power™/FAX

Attendant System™ Planning and Implementation document with the new

information.

Outcalling Administration

Parameters that control Outcalling must be set during initial implementation.

They are generally not changed. The information is collected on Form H from

the AT&T AUDIX Voice Power™/FAX Attendant System™ Planning and

Implementation document. To set the outcalling parameters, follow these

steps:

Get your updated Form H from the AT&T AUDIX Voice Power™/FAX

1. Attendant System™ Planning and Implementation document.

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

2. Outcalling Administration and press  Enter .

—

The Outcalling Administration form appears.

Implementing FAX Attendant

3-43

Implementing FAX Attendant

Outcalling Administration

-------------------------

Is outcalling active?:

Start Time:

End Time:

Retry Interval:

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

Maximum Number of Digits:

Figure 3-25. Outcalling Administration Form

Using your completed Form H from the AT&T AUDIX Voice

Power™/FAX Attendant System™ Planning and Implementation

document, type the information for each item and press  Enter  after each field.

min min

3-44

When you are finished, press [

4. —

A window appears to inform you that the information has been saved.

Press any key to continue.

5. —

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

Implementing FAX Attendant

F3 ] (SAVE) to save your information.

Implementing FAX Attendant

Updating Outcalling Parameters

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

NOTE:

Be sure to update Form H from the AT&T AUDIX Voice Power™/FAX Attendant System™ Planning and Implementation document with the new

information.

Fax Group List Administration

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

Voice Power™/FAX Attendant System™ Planning and Implementation

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

NOTE:

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

Creating a Fax Distribution List

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

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

Fax System Parameter Administration and press  Enter .

The Fax System Parameter Administration menu appears.

—

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

Implementing FAX Attendant

 Enter .

3-45

Implementing FAX Attendant

—

The Fax Group List Administration form appears.

Fax Group List Administration

--------------------------------

Voice extension:

Name:

Private fax extension:

List ID:

Figure 3-26. Fax Group List Administration Form

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



Enter

.

3-46

—

Enter the List ID (a numeric).

4. Press [

5. Press [

—

The cursor moves to the

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

F4 ] (DISPLAY).

FAX Attendant displays the subscriber’s name and private fax extension (if any).

Implementing FAX Attendant

List ID

field.

Implementing FAX Attendant

Press [ F3 ] (DISP-GRP).

7. The Fax Group List Editing form appears.

—

-----------------------------

Fax Group List Editing

Page 1 of 1

Phone numbers

Figure 3-27. Fax Group List Editing Form

Press  Enter  to move the cursor from the page # field to the phone numbers field.

Group list:

Phone Numbers

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

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

[

F8 ] (CHG-KEYS) to select the alternate keyset, and press [ F5 ]

(NEXT-PGE) to add a blank page. Press [

F8 ] (CHG-KEYS) when you

are finished.

Implementing FAX Attendant

3-47

Implementing FAX Attendant

When you are finished entering the information, press [ F3 ] (SAVE).

10. A window appears confirming that the information was saved.

—

11.

Press



Enter



to continue.

You return to the Fax Group List Administration

—

screen.

Repeat steps 3 to 11 for other lists.

12.

When you are finished, press [

13.

F8 ] (CHG-KEYS) to access the alternate

keyset.

Press [ F6 ] (CANCEL) to return to the Fax System Parameters

14.

Administration menu.

15.

Press [

] (CANCEL) to return to the AUDIX Voice Power/FAX

Attendant menu.

Modifying a Fax Distribution List

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

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

Fax System Parameter Administration and press

The Fax System Parameters Administration menu appears.

—

At the Fax System Parameters Administration menu, move the cursor to

Fax Group List Administration and press

 Enter .

3-48

The Fax Group List Administration form appears.

—

Implementing FAX Attendant

--------------------------------

Fax Group List Administration

Voice extension:

Name:

Private fax extension:

List ID:

Figure 3-28. Fax Group List Administration Form

Enter the voice extension for the subscriber and press  Enter .

3. —

Enter the List ID (a numeric).

Press [

The cursor moves to the

Use [

—

F8 ] (CHG-KEYS) to select the alternate keyset. F4 ] (DISPLAY).

FAX Attendant displays the subscriber’s name and private fax

—

F2 ] (CHOICES) to display List IDs.

List ID

field.

extension (if any).

Implementing FAX Attendant

3-49

Implementing FAX Attendant

Press [ F3 ] (DISP-GRP).

—

The Fax Group List Editing form appears.

Make the changes to the list. To delete a number, put the cursor on

8. that number and press the

When you are finished modifying the information, press [ F3 ] (SAVE).

— A window appears confirming that the information was

changed.

 spacebar .

Press

10.

11.

Repeat steps 3 to 10 for any other lists. Press [ F6 ] (CANCEL) to return to the Fax System Parameters

12.



Enter



to continue.

—

You return to the Fax Group List Administration screen.

Administration menu. Press [ F6 ] (CANCEL) to return to the AUDIX Voice Power/FAX

13. Attendant menu.

Deleting a Fax Distribution List

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

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

1. Fax System Parameter Administration and press  Enter .

The Fax System Parameter Administration menu appears.

—

3-50

At the

Fax System Parameter Administration

menu, move the

cursor to Fax Group List Administration and press  Enter .

The Fax Group List Administration form appears.

—

Implementing FAX Attendant

Fax Group List Administration

--------------------------------

Private fax extension:

Voice extension:

Name:

List ID:

Figure 3-29. Fax Group List Administration Form

Enter the voice extension for the subscriber and press  Enter .

3. —

The cursor moves to the

Enter the List ID (a numeric).

Press [ Press [

F8 ] (CHG-KEYS) to select the alternate keyset. F4 ] (DISPLAY).

FAX Attendant displays the subscriber’s name and private fax

—

extension (if any).

List ID

Implementing FAX Attendant

field.

3-51

Implementing FAX Attendant

Press [

8. Press [

10.

Press y to confirm.

11.

Press

] (DISP-GRP).

The Fax Group List Editing form appears.

—

F8 ] (CHG-KEYS) to select the alternate keyset. F3 ] (DELETE) to delete the fax distribution list.

A window appears prompting you to confirm your selection.

—

A window appears confirming that the information was deleted.

—



Enter



to continue.

— You return to the Fax Group List Administration

screen.

12.

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

13.

Administration

F6 ] (CANCEL) to return to the Fax System Parameters

menu.

14.

Press [ F6 ] (CANCEL) to return to the AUDIX Voice Power/FAX Attendant menu.

Custom Voice Prompts

Many of the voice prompts in the AT&T FAX Attendant System can be customized. In fact, some of the prompts must be customized. This section describes the procedures used to enter custom prompts from the forms you

completed in the Planning document. To administer the prompts, you will

need a telephone.

3-52

Implementing FAX Attendant

NOTE:

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

Logging In to the Voice System

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

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

Dial the Voice Mail or the Automated Attendant Service number and

1. wait for the system to answer.

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

—

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

Enter your own extension number followed by [

2. You are prompted to enter your password.

—

Enter your password followed by [

3. You have now accessed AUDIX Voice Power/FAX Attendant.

—

# ].

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

To hear the FAX Attendant Activity menu, press [

4. The following FAX Attendant Activity menu plays:

—

# ].

Implementing FAX Attendant

3-53

Lucent Technologies FAX Attendant System Release 2.1.1 System Manager's Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

Table of Contents

About This Guide

Purpose and Scope

Intended Audience

Assistance

How to Use This Guide

Conventions Used in this Guide

Related Documents

Introduction

Overview

FAX Attendant Services

FAX Attendant Features

New Features for Release 2.1.1

Telephone System Interface

Switch-Integrated Mode

Co-Resident Configuration

Feature and Planning Review

Review of System Planning

Planning for FAX Attendant on the MERLIN LEGEND System

Call Coverage Paths

Calling Groups

Planning the FAX Attendant System

Assigning Services to Voice Channels

Assigning Lines/Pools to Voice Channels

Switch Interface Parameters

System Parameters

Fax Account Code Parameter Administration

Fax Account Code List Administration

Subscriber Administration

Extension Directory

Subscriber Administration Planning

Types of Fax Subscribers

Personal Fax Number Subscribers without Fax Machine (Class 1)

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

Fax Machine Call Coverage Subscribers (Class 3)

Service Administrator Registration

Outcalling Administration

Planning Your Fax Response Service

Customizing Voice Prompts

Implementing FAX Attendant

Entering FAX Attendant Data

Information Conventions

Logging In to IS-III

The AUDIX Voice Power/FAX Attendant Menu

General Fax System Parameter Administration

Updating General Fax System Parameters

Voice System Parameter Administration

Updating System Parameters

Account Code Parameter Administration

Updating Account Code Parameters

Account Code List Administration

Updating Account Codes

Subscriber Administration

Adding a New Subscriber

Adding a Special Purpose Extension

Changing a Subscriber Profile

Renumbering an Extension for a Subscriber

Removing a Subscriber from AUDIX Voice Power/FAX Attendant

Deleting a Subscribers Profile from the System

Displaying the Subscriber Database

Printing the Subscriber Database

Service Administrator Registration

Updating Service Administrator Registration

Outcalling Administration

Updating Outcalling Parameters

Fax Group List Administration

Creating a Fax Distribution List

Modifying a Fax Distribution List

Deleting a Fax Distribution List

Custom Voice Prompts

Logging In to the Voice System