Merlin 3070, 1030 Administration Manual
999-507-137IS
®
MERLIN
Communications System
Models 1030 and 3070
With Feature Module 2
Administration Manual
Table of Contents
How to Use This Manual
Administration Overview
Administering Your System for the First Time
Making Changes to Your System Later
MERLIN
Preparing to Administer Your System
Basic Administration
Customizing with Additional System Options
Programming Voice Terminals for Office Priorities
Programming Voice Terminals for Personal Priorities
Special Information about Attendant Consoles
Special Information about 5-Button Voice Terminals
Special Information about Basic Telephones
MERLIN
Appendix: System and Voice Terminal Configuration Forms
Index
Quick Reference Guide to Administration Procedures
System Components
The Model 1030 Control Unit and Expansion Unit
The Administrator/Attendant Console
Using the Console
Optional Equipment
The Square vs. Pooled Decision
About Square Systems
About Pooled Systems
The Forms and Labels You Need
Choosing a Time to Administer Your System
Administration Mode
Entering and Leaving Administration Mode
Setting Your Control Unit
Changing Your System Later
Notes on Resetting Control Unit Switches
Specifying Touch-Tone or Rotary Dialing
Setting Lines for Toll Prefix or Area Code Only
Setting Up Line Pools
Assigning Dial Access to Pools
Assigning Lines and Line Pools to Buttons
Assigning Call Restrictions to Voice Terminals
Assigning Outward and Toll Call Restrictions
Setting Up Allowed Lists
Assigning Allowed-List Call Restrictions
Assigning Voice Terminals to Group Page Zones
Establishing Night Service
Programming System Speed Dial Codes
Administering SMDR (Station Message Detail Recording) Options
Setting Your Printer to Scroll to the Top of the Page
Assigning an Automatic Line Selection Sequence
Assigning Programmable Line Ringing for Incoming Calls
Assigning Cover Buttons
Assigning Features to Programmable Buttons
Feature Programming Chart
Assigning Personal Speed Dial Codes to 5- and 10-Button Voice
Terminals
Using Special Characters in Programmed Dialing Sequences
Selecting a Personalized Ring
Programming Voice Announcement Disable
Basic Telephones Connected to an Off-Premises Telephone
Interface or a Basic Telephone and Modem Interface
Basic Telephones Connected to a Basic Telephone Module
System Features
Page
12
13
14
14
15
19
19
20
20
21
22
24
24
25
26
27
28
29
33
34
34
35
36
37
38
39
40
40
41
44
45
46
48
49
50
53
54
56
57
58
61
62
62
63
64
71
85
86
2
3
3
4
6
6
9
9
1
How to Use This Manual
The advanced technology of the
ibility that allows you to customize the system to your business communication needs.
As system administrator, you may be responsible for customizing your
system immediately after installation, and you will undoubtedly be the person to make
any necessary changes as your business needs change.
This administration manual takes you step by step through the procedures involved
in customizing your system. Here is how to use it:
If you are setting up a new system for the first time:
1. Read the “Administration Overview,” page 3, to learn about the tasks you’ll
be performing as system administrator.
2. Review the
with the equipment you’ll be working with.
3. If you haven’t already decided which features you want your
system to have, look through the
on pages 64 through 70.
4. Get ready to administer your system by following the instructions in “Preparing to Administer Your System,” page 13.
5. Read through "Basic Administration," page 21, and perform those tasks
that apply to your particular system.
6. Similarly, work your way through “Customizing with Additional System Options,” page 33, adding features that fit your needs.
7. If you want some voice terminals to have features that affect how other voice
terminals operate, oversee the programming of those features as suggested in “Programming Voice Terminals for Office Priorities,” page 41.
8. If you choose, further customize features on individual voice terminals by
performing the procedures described in “Programming Voice Terminals
for Personal Priorities,” page 48.
9. To learn how to program your attendant console(s), review “Special Information about Attendant Consoles,” page 58.
10. If you have many 5-button voice terminals or basic telephones connected
to your system, read “Special Information about 5-Button Voice Terminals”
page 61, and “Special Information about Basic Telephones,” page 62.
“MERLIN
MERLIN™
System Components,” page 6, to become familiar
communications system offers a flex-
MERLIN
MERLIN
“MERLIN
System Features” described
If you are changing some options or features that are already in place:
1. Review the information in "Preparing to Administer Your System," page 13.
2. Using the Table of Contents, index, or page references in “MERLIN
System Features,” page 64, locate the procedure for the option or feature
you want to change and perform the necessary steps in the procedure.
3. If you are making a basic modification to the system—that is, modifications
that require changing any of the switch settings on your control unit—read
the information in “Changing Your System Later,” page 24.
2
Administration Overview
Because the effects of system administration are wide-ranging, only you or someone
you delegate should perform administration procedures. The term administer as used
in this manual refers to the act of establishing certain options and features that have
systemwide impact, such as assigning the outside lines that each voice terminal can
access or defining System Speed Dial codes for everyone in the system to use. You
use a particular voice terminal, the administrator/attendant console, and the switches
on your control unit to administer your system. However, before you can perform
administration procedures, you have to put the system in a special state of operation, called administration mode. (See “Administration Mode,” page 20, for more information about this operating state.) In contrast, the term program refers to assign-
ing features to an individual voice terminal from that voice terminal itself. Anyone
can put a voice terminal in programming mode and assign it features without enter-
ing administration mode.
ADMINISTERING YOUR SYSTEM FOR THE FIRST TIME
System administration involves a series of simple procedures that you perform at
the control unit and at the administrator/attendant console (the voice terminal con-
nected to the intercom 10 jack on the control unit). The
to be up and running with a minimum amount of administration. However, depend-
ing on the conditions of your communications environment or the options you choose,
certain administration procedures may be required to set up a newly installed system.
Before attempting any other procedures, you must review the information in “Basic
Administration,” page 21, and complete the procedures that apply to your system
and business needs. Most administration procedures, however, are optional, depend-
ing on which features you want to use in your business; these features are described
in “Customizing with Additional System Options,” page 33.
MERLIN
system is designed
Expansion Unit
Model 1030 Control Unit
Voice Terminal Module
Jack 10
Administrator/Attendant
Console
3
There are some features that you may want to assign to certain voice terminals
yourself because they influence call-handling throughout your entire business.
Assigning these features does not involve administration procedures, but rather, simple programming procedures at individual voice terminals. These procedures are
described in “Programming Voice Terminals for Office Priorities,” page 41. Finally,
if you want to help people program their voice terminals to meet their individual needs,
follow the procedures outlined in “Programming Voice Terminals for Personal
Priorities,” page 48. Later, if your needs change, you can always alter any system
administration or programming that has been done.
The chart on the following page shows the four types of procedures described in this
manual. If you are about to perform system administration for the first time, be sure
to read “Preparing to Administer Your System,” page 13, before you attempt any
procedures.
MAKING CHANGES TO YOUR SYSTEM LATER
Changes to system features that are administered from the administrator/attendant
console or programmed at individual voice terminals are easiest to implement. To
make these changes after your system has been set up, go to the section of this
manual that gives the procedure for assigning the feature or option you want, and
carry out just that procedure.
Basic changes to the way your system operates—that is, changes to the switch settings on the control unit—may erase important system administration that is now in
place. Before you change any switch settings, review the information in “Changing
Your System Later,” page 24.
4
Prepare for System Administration
These procedures help you get ready to administer your system.
●
Decide how people will access outside lines.
●
Complete and keep handy your System and Voice Terminal Configuration
Forms.
●
Schedule a time to perform administration procedures.
●
Review how to enter and leave administration mode.
Perform Basic Administration
Depending on your system requirements, some of these procedures maybe
necessary immediately after your system is installed; you can also perform
these procedures whenever you need to change your system later. Perform
these procedures at the control unit and the administrator/attendant console.
● Set your control unit.
IMPORTANT:
If you’re resetting the control unit, read "Changing Your
System Later," page 24.
●
Specify Touch-Tone or rotary dialing.
●
Set lines for toll prefix or area code only.
●
Set up line pools.
●
Assign Dial Access to Pools.
●
Assign lines and pools to buttons.
Customize with Additional System Options
These procedures are optional—perform them at the administrator/attendant
console whenever you want to add these features to your system.
●
Assign call restrictions.
●
Assign voice terminals to Group Page zones.
●
Establish Night Service.
●
Program System Speed Dial codes.
●
Administer SMDR (Station Message Detail Recording) options.
Program Voice Terminals for Office Priorities
These procedures are optional—perform them at individual voice terminals
whenever you want to give someone access to these features.
●
Assign Programmable Line Ringing for incoming calls.
●
Assign Cover buttons.
●
Assign an Automatic Line Selection sequence.
Program Voice Terminals for Personal Priorities
These procedures are optional—perform them at individual voice terminals
whenever you want to give someone access to these features.
●
Assign features to programmable buttons.
●
Assign Personal Speed Dial codes to 5- and 10-button voice terminals.
●
Use special characters in programmed dialing sequences.
●
Select a Personalized Ring.
●
Program Voice Announcement Disable.
5
MERLIN System Components
When performing your administration tasks, you work with three components of the
the administrator/attendant console, and individual voice terminals. You may also have some optional equipment that
adds features and capabilities to your system, but does not affect system administration. The following descriptions provide
information that helps you become familiar with the components that make up your system.
For information about system installation, refer to the Installation Guide: Models 1030 and 3070.
THE MODEL 1030 CONTROL UNIT AND EXPANSION UNIT
The Model 1030 control unit provides connections for up to 10 outside lines and 30 voice terminals. The addition of an
Expansion Unit makes the ModeI 1030 control unit a Model 3070 control unit and increases system capacity to up to
30 outside lines and 70 voice terminals.
MERLIN
system: the control unit,
THE MODEL 1030 CONTROL UNIT
6
1. Power Module: Reduces ac power to a level the
system can handle.
●
Circuit Breakers.
Automatically cut the power to
the control unit if an overload occurs.
●
Ring Generator jack.
Optional Ring Generator
Unit plugs in here if you have basic Touch-Tone
or rotary telephones.
●
Auxiliary Power jack.
Auxiliary Power Unit plugs
in here to provide the additional power for
systems with many optional accessories.
●
Power light.
On/Off switch.
Green light indicates power is on.
Turns the power to the control
unit on and off.
2. Processor Module: Works in conjunction with
Feature Module 2 to control system operating
conditions.
● Switches A, B, C, D, E, F, G, and H. Select
system options provided by Feature Module 2.
● Warning light. Red light warns of problem in
control unit.
3. Feature Module 2:
trols your
●
MERLIN
Attendant/Administer (Intercom 10) option.
Contains the software that con-
system.
Selects attendant or administration mode of
operation for the administrator/attendant
console.
●
Normal/Attendant (Intercoms 11, 12, 13, 14)
options. Select normal or attendant mode of
operation for these four voice terminals.
●
Pooled/Square option.
Selects mode of operation for the system so that line buttons on voice
terminals represent either groups of lines (line
pools) or separate lines (square). For detailed information on this option, see "The Square vs.
Pooled Decision;" page 14.
●
Dial Access/Button Access option.
Sets the
system so that line pools can be accessed at
voice terminals by touching a button only or by
touching a button and dialing an access code.
●
1-8 Lines/ 8 Lines option.
Sets the system size
to eight or fewer outside lines (small system) or
to more than eight lines (large system).
4. Diagnostics Module (optional):
Aids in identifying
faulty components if the system malfunctions.
5. SMDR (Station Message Detail Recording)
Module:
Allows connection of a printer so you can
use the printer to print out call traffic reports
automatically as calls are made and to issue configuration reports whenever you want them during administration procedures.
6.
Services Module B (optional):
Contains the following jacks, switches, and adjusters to connect and control optional equipment.
●
PFTT (Power Failure Transfer Telephone)
jacks. Connects four standard modular
telephones for use as backup during commercial
power outage. The system automatically
switches service to them if power fails.
●
Extra Alert jacks.
Connects strobe lights, bells,
or horns for noisy or remote locations where the
regular voice terminal ring cannot be heard.
●
Page jack. Connects a loudspeaker paging
system for up to three paging zones.
●
Music-in jack. Connects a music source for
Music-on-Hold or background music through a
paging system.
●
Bkgd Vol (Background Volume) control.
Allows
volume adjustment for background music.
●
MOH Vol (Music-on-HoId Volume) control.
Allows volume adjustment for Music-on-Hold.
●
Page Sgnl switch.
Position On provides a short
tone before loudspeaker paging announcements.
Position Off eliminates the signal.
●
Level switch. Sets amplification for music
source. Lo (up) is for sources without their own
amplifiers; Hi (down) is for those with their own
amplifiers.
7.
Line Module:
Provides jacks for up to five outside
lines. You may have one or two Line Modules in the
Model 1030 control unit and up to four additional Line
Modules in the expansion unit.
●
Jacks 0, 1, 2, 3, 4.
MERLIN
system. Line Modules have letters as
Connect outside lines to the
well as numbers. For example, the first Line
Module in the control unit is lettered A, so all the
jacks in that Line Module are called A0, A1, A2,
A3, and A4.
8.
Voice Terminal Module:
Provides jacks for ten voice
terminals. You may have up to three Voice Terminal
Modules for the Model 1030 control unit and up to four
additional Voice Terminal Modules in the Expansion
Unit. A Basic Telephone Module with jacks for basic
TouchTone or rotary telephones is also available.
●
“0” begins the numbering for the first five voice
terminal jacks on the module. These jacks (and
the location of the module) determine the inter-
com numbers of the voice terminals plugged into them. For example, if a Voice Terminal Module
is plugged into the slot labeled “Intercoms
20-29,” the jack labeled “0” is for intercom 20.
The jack below it is for intercom 21, and so on.
●
“5” begins the numbers for the second five voice
terminals.
9.
Module C (optional):
An Off-Premises Telephone In-
terface to support off-premises telephones.
7
Addition of the Expansion Unit changes the Model 1030 control unit to a Model 3070 control unit and increases overall
system capacity to 30 lines and 70 voice terminals. The unit can accommodate:
● Up to two Power Modules
● Up to four Line Modules
●
Up to four Voice Terminal Modules
It also has two additional module slots for future use.
EXPANSION UNIT FOR MODEL 1030
8
THE ADMINISTRATOR/ATTENDANT CONSOLE
The administrator/attendant console is the voice terminal connected to the intercom
10 Voice Terminal Module jack in the control unit. The console operates in either of
two ways:
● It functions as your primary attendant console under ordinary day-to-day
conditions.
●
It functions as the administrator console when it is used to perform many of the
procedures explained later in this manual.
To change the administrator/attendant console from one mode of operation to the
other, you simply set a switch on the control unit and then set another switch on the
console itself. When the console is in administration mode, some of its buttons take
on different functions than they do when the console is in the regular call-handling
mode. Therefore, you insert a special set of administration mode button labels in the
console so that you know which buttons to touch when you administer the system.
You will find two sets of button labels, one for a small console and another for a large
console, in the back of this manual. (See page 20 for procedures for changing modes.)
The type of administrator/attendant console you have depends on the size of your
system. In systems with 20 or fewer voice terminals or eight or fewer lines (small
systems—switch H up), the administrator/attendant console is a 34-button deluxe
voice terminal. Only a 34-button deluxe model is suitable for administering small
systems, because it has lights next to each programmable button. You use the lights
to keep track of what is happening on the lines and voice terminals you are working
with. In systems with more than eight lines or 20 voice terminals (large systems—
switch H down), the administrator/attendant console consists of a 34-button deluxe
voice terminal with an attached Attendant Intercom Selector. Only this type of console is suitable for administering a large system, because some aspects of administration require the use of the Attendant Intercom Selector. Illustrations of small and large
consoles with administration mode labels are on pages 10 and 11.
Using the Console
When you administer your system, you frequently use the Auto Intercom buttons and
Shift buttons (large systems only) on the administrator/attendant console. The
paragraphs below describe how to use these buttons.
Auto Intercom Buttons.
Each person’s voice terminal has a unique 2-digit intercom
number similar to an extension number. These intercom numbers (10 through 29 for
a small system, 10 through 79 for a large system) are automatically assigned to Auto
Intercom buttons on the console. During system administration, you use the lights
next to each Auto Intercom button to find out which call restrictions and other options are assigned to each voice terminal in your system.
Shift Buttons (large systems only).
The large console has three Shift buttons that
enable you to administer as many as 70 voice terminals by using only the 30 Auto
Intercom buttons on the Attendant Intercom Selector. When you touch one of the Shift
buttons, you change the intercom numbers assigned to the Auto Intercom buttons.
Use the left Shift button labeled 10-20-30 to select intercom numbers 10 through 39
in the blue band, the center Shift button labeled 40-50-60 to select intercom numbers
40 through 69 in the white band, and the right Shift button labeled 70-80-90 to select
intercom numbers 70 through 79 in the gray band. If you want to dial a particular intercom number, you must first touch the Shift button that provides access to the group
of intercom numbers that includes the one you want. For example, if you want to
assign lines to the voice terminal represented by intercom 31, touch the left Shift button. The light next to the Shift button comes on, and the Auto Intercom buttons now
represent intercom numbers 10 through 39.
9
Small Administrator/Attendant
Console* in Administration Mode
1. Line buttons.
2.
Touch
Adm Pool
3.
Touch
Adm Tel
and assigning voice terminals Dial Access to Pools.
4.
Set the T/P switch to P during system administration.
5.
Auto Intercom buttons (10 through 29).
6.
Touch
Adm Misc
dialing, assigning allowed-list call restrictions, and administering other system options.
*
For systems with 8 lines or fewer or with 20 or fewer voice terminals—switch H up on control unit.
10
when setting up line pools.
when assigning lines to voice terminals
when specifying TouchTone or rotary
7.
Touch
Night Service
extra-alerting devices when attendant is off duty.
8. Touch Copy to give a voice terminal the same
assignments as one that has already been set up.
9.
Touch
Call Rstr
code only and assigning outward and toll call restrictions to voice terminals.
when assigning lines to activate
when setting lines for toll prefix or area
Large Administrator/Attendant
Console* in Administration Mode
The large console provides the same features as the small console but it has more lines and Auto Intercom buttons.
1. Line buttons.
2.
Auto Intercom buttons (10 through 79).
3. Buttons in this column represent intercom numbers
10-19, 40-49, or 70-79, depending on which Shift button you touch.
4. Buttons in this column represent intercom numbers
20-29 or 50-59, depending on which Shift button you
touch.
*
For systems with more than 8 lines or more than 20 voice terminals—switch H down on control unit.
5.
Buttons in this column represent intercom numbers
30-39 or 60-69, depending on which Shift button you
touch.
6.
Touch this Shift button to use Auto Intercom buttons
for intercom numbers 10-39.
7.
Touch this Shift button to use Auto Intercom buttons
for intercom numbers 40-69.
8.
Touch this Shift button to use Auto Intercom buttons
for intercom numbers 70-79.
11
OPTIONAL EQUIPMENT
Although you need only the control unit and the administrator/attendant console to
administer your system, you may also have optional equipment that adds features
and capabilities to your system.
●
Attendant Intercom Selector.
Provides an attendant with 30 additional Auto
Intercom buttons.
● Automatic Multipurpose Adapter. Connect manually and automatically
operated accessories to any
●
Basic Telephone and Modem Interface.
MERLIN
system voice terminal.
Connects telephones and data com-
munication devices, such as autodialers, answering machines, cordless
telephones, facsimile machines, and auto-answer or originating modems to your
MERLIN
system. You can also use a transformer to connect a timer to a Basic
Telephone and Modem Interface.
● Basic Telephone Module. Lets you connect basic Touch-Tone and rotary
telephones to the
● Hands-Free Unit. Provides you with full speakerphone capability including
MERLIN
system.
hands-free telephone conversation, On-Hook Dialing, Monitor-on-Hold, and
teleconferencing. The unit requires a programmable button on the voice ter-
minal if you want it to go on automatically when intercom calls ring at the voice
terminal.
●
Headset and Headset Adapter.
Enable an attendant to answer and listen to
calls without lifting the handset.
●
Manual Multipurpose Adapter.
cessories, such as computer modems, to any
●
Off-Premises Telephone Interface.
MERLIN
system.
Allows you to connect manually operated ac-
MERLIN
system voice terminal.
Connect off-premises telephones to your
12
Preparing to Administer Your System
Before you start to administer your system, review this section to make sure you have
the information and completed forms that you need.
Preparation Procedures
●
Decide how people will access outside lines.
●
Complete your System and Voice Terminal Configuration Forms.
●
Schedule a time to perform administration procedures.
●
Review how to enter and leave administration mode.
13
THE SQUARE VS. POOLED DECISION
For systems that have just been installed, you have to make a decision about a basic
system characteristic—
how people access outside lines with their voice terminals.
You have the option of setting your system to be either square or pooled. In a square
system, each outside line appears on a separate button at each voice terminal. In
a pooled system, outside lines are grouped together so that one button provides
access to several outside lines. On attendant consoles, however each outside line
appears on a separate button, whether your system is pooled or square.
Whether your system should be square or pooled depends on several factors, including the number of outside lines that you have, the number of people in your
business, and the types of voice terminals in your system. The characteristics of both
configurations are discussed in greater detail in the paragraphs that follow.
About Square Systems
In a square configuration, every outside line is represented by a separate button in
the same position on every voice terminal in the system (see diagram below), except for those voice terminals with too few buttons to accommodate all the lines. (See
"Special Information about 5-Button Voice Terminals," page 61.)
Line B Line D
Line A
Line C
Line C
Line B
Line A
Line E
Line D
Line E
SIMPLE SQUARE SYSTEM
A square arrangement simplifies call handling, because people can join in on calls
or pickup calls on hold just by touching the appropriate line button at any voice terminal. Generally, however, square systems are practical only if you have eight or fewer
outside lines because only the buttons above the dial pad can be used as line buttons. On 10- and 34-button voice terminals, you can assign a maximum of eight line
buttons; on 5-button voice terminals, only three buttons are available for this purpose.
14
About Pooled Systems
In a pooled configuration, you group several outside lines together into a pool that
people can access with a single button on their voice terminals. Your system can
have as many as 11 different line pools, and in fact, you will probably want to have
more than one pool if you have many special-purpose lines, such as WATS or Foreign
Exchange (FX) lines. Each line in a pool should be interchangeable with all other
lines in that pool because you cannot control which line people get when they access
a pool.
When assigning lines in a pooled system, you can assign any number of lines to a
single pool (see diagram below), but you cannot assign any line to more than one
pool. By the same token, you do not need to assign all your lines to pools; you can
also assign individual lines that are not included in any pool to any voice terminal
in your system. A diagram of a pooled system with eight lines appears on page 16.
Line B
Line A
I I I
Line C
Line D
●
Lines A, B, C, D, & E pooled
Lines A, B, C, D, & E
pooled
lntercom-Voice
Line E
SIMPLE POOLED SYSTEM
15
A pooled configuration is recommended for systems with more than eight lines, since
eight is the maximum number of line buttons that a square system accommodates.
Line use is very efficient in a pooled system, so you may need fewer outside lines
than you would with a square system. Furthermore, more programmable buttons on
voice terminals are available for assignment as special-purpose line buttons or
feature buttons.
Attendant console
Line not assigned to pool = Line D
Line C
Line B
Line A
Intercom-
Voice
Intercom-
Ring
Main pool = Lines A, B, C
Line Pool 2
Line pool 3 = Lines G, H
= Lines E, F
Line H
Line G
Line F
Line E
Line D
Voice terminal 1
16
Line pool 3
Main pool
Intercom-
Voice
Line D
Main pool
Intercom- Intercom-
Voice
Voice terminal 2
POOLED SYSTEM WITH 8 LINES
Voice terminal 3
Line pool 2
Main pool
Voice
Button Access vs. Dial Access to Pools.
You can choose one of two access op-
tions for line pools: Button Access to Pools or Dial Access to Pools. If your system
has several line pools, Dial Access is advantageous because it uses only two but-
tons on each voice terminal to provide access to all pools. Dial Access is necessary
if you want basic telephones to have access to pools or special lines. Dial Access
is also necessary if you want 5-button voice terminals to have access to more than
one special line or pool. Dial Access is practical only if you have several line pools,
so if you have only one or two line pools, Button Access is the best option for your
system.
With the Dial Access option (see the diagram below), you arrange the system so that
people can access any line pool by lifting the handset, touching one of the two buttons above
Intercom-Voice,
and dialing the access code assigned to the pool (9 for
the main pool, or 890 through 899 for the others). But even if you set your system
for Dial Access, you can still assign some pools to buttons, if you like. When you have
Dial Access to Pools, all incoming calls (with the exception of those coming in on lines
and pools assigned to buttons) ring and flash only at the attendant console and must
be transferred to the appropriate person.
— Pools —
IntercomVoice
Dial code 893
Dial code 892
Dial code 891
Dial code 890
Dial code 9
= Line pool 5
= Line pool 4
= Line pool 3
= Line pool 2
= Main pool
DIAL ACCESS TO POOLS
17
With the Button Access option (see the diagram below), people access all line pools
directly through pool buttons on each voice terminal. In such an arrangement, the
first two buttons above Intercom-Voice provide access to the main pool. You may
assign additional buttons for access to other pools that may include WATS lines,
Foreign Exchange (FX) lines, or lines used for special purposes.
Additional
line pool
Main
pool
Intercom-Voice
BUTTON ACCESS TO POOLS
18
THE FORMS AND LABELS YOU NEED
Before you begin performing administration procedures, be sure to complete all the
necessary forms:
●
A System Configuration Form to keep a record of how the lines in your system
are arranged.
●
Voice Terminal Configuration Forms to record the lines and features assigned
to all voice terminals. Fill out one of these for each voice terminal.
When you ordered your system, you should have filled out these forms in the process of competing the
MERLIN
Communications System Planning Guide: Models
1030 and 3070. If you did not, turn to the Appendix, copy the forms included there,
and fill them out before you proceed further. These forms serve as important
references throughout later system administration procedures.
During system administration, the buttons on the administrator/attendant console
perform completely different functions than they do when the console is being used
to handle calls. Therefore, you need a different set of button labels whenever you
use the console for system administration. Two sets of preprinted administration mode
button labels are in the back of this document: one set for an administrator/
attendant console in systems with switch H on the control unit set to eight or fewer
lines, and one set for an administrator/attendant console in systems with switch H
set to more than eight lines. Keep the labels and completed forms to use whenever
you administer your system.
CHOOSING A TIME TO ADMINISTER YOUR SYSTEM
Before you begin administration procedures, choose a time when you do not expect
many people to be using their voice terminals. When you perform some administration procedures, the system blocks all tails on the lines or voice terminals with which
you are working. Blocked voice terminals generate soft, periodic beeps to alert peo-
pie that they cannot use them. If you accidentally try to administer a voice terminal
that has an active call, you do not cutoff the caller. Rather, you are unable to to continue administering that voice terminal until it is idle.
19
ADMINISTRATION MODE
Administration mode is an operating state of your control unit and of your
administrator/attendant console that is very different from their everyday state of
operation. With the system in administration mode, you are able to set up or change
systemwide options or features. When you put the system into administration mode,
the buttons of the administrator/attendant console take on entirely different functions
from those they perform when the console is in the regular call-handling mode.
Entering and Leaving Administration Mode
You must enter administration mode whenever you use the attendant console to administer your system. The boxed instructions below tell you how to enter administration mode.
Entering Administration Mode
1. Set switch A on the Processor Module of the control unit to Administer
(down).
2. Insert the administration mode button labels (see the back of this document)
in the administrator/attendant console.
3. Slide the T/P switch on the left side of the console to P.
Red and green lights start flashing next to the administration mode buttons
labeled
When you finish administration procedures at the console, you must leave administration mode to resume normal operation. Do this when you complete your initial system
administration and whenever you complete any system changes in the future. The
boxed instructions below tell you how to leave-administration mode.
Adm Pool, Adm Tel, Adm Misc, Call Rstr,
and
Night Service.
Leaving Administration Mode
1. Slide the T/P switch to the center position.
2. Set switch A on the Processor Module of the control unit to Attendant (up).
3. Remove the administration mode button labels from the console and insert
the regular call-handling labels used by the attendant.
20
Basic Administration
Once your system planning and paperwork are complete, you can perform basic ad-
ministration procedures. The chart below summarizes the procedures described in
this section. Remember that if you are administering a new system that has just been
installed, some of these basic procedures maybe required to set the proper operating
conditions for your particular environment, and you must perform them first before
you goon to do any other system administration. Carry out the procedures in the
order listed in the chart, but keep in mind that you may not need to perform ail of them
to customize your system to your particular environment. Read each procedure first
to see if it applies to you.
IMPORTANT:
Whenever you perform any administration procedures, remember to
choose a time when you do not expect many people to be using their voice terminals.
Basic Administration
● Set your control unit.
●
Specify Touch-Tone or rotary dialing.
●
Set lines for toll prefix or area code only.
● Set up line pools.
●
Assign Dial Access to Pools to voice terminals.
●
Assign lines and line pools to buttons.
21
SETTING YOUR CONTROL UNIT
The first step in customizing the
MERLIN
operating conditions you select.
system is to set the control unit to the
IMPORTANT:
If your control unit has been set previously and you just want
to change the setting of a particular switch, be sure to read "Changing Your
System Later," page 24, before resetting the switch.
Follow these steps to set your control unit:
1.
Turn off the control unit by setting the On/Off switch on the Power Module
to Off.
2.
Set switch A to Administer (down).
Set switch A to this position whenever you need to customize your system
from the administrator/attendant console. When you finish customizing, set
switch A to Attendant (up).
NOTE: Switch A is the only switch on the control unit that you can reset
with the power on. If you reset any other switch with the power on, the con-
trol unit does not record any of the changes you make.
3.
Set switches B through E.
Switches B through E control intercom numbers 11 through 14, respectively.
You can designate any of these four voice terminals as attendant consoles.
If you designate a voice terminal to function as an attendant console, each
outside line appears on a separate button, regardless of whether you select
the pooled or square option.
The four voice terminals selected by switches B through E plus the administrator/attendant console (intercom 10) provide a maximum of five attendant consoles if you need them.
●
For those voice terminals that function as attendant consoles, set the
switch to Attendant (down).
●
For those voice terminals that function as regular telephones, set the
switch to Normal (up).
4.
Set switch F.
●
If you have chosen to pool your lines, set switch F to Pooled (up).
IMPORTANT:
If you are resetting this switch from Square to Pooled, be
aware that you erase all system line administration and voice terminal
programming that is now in place.
●
If you want every outside line to appear on a separate button, set switch
F to Square (down) and go to step 6.
5.
Set switch G.
● If switch F is set to Pooled and you have decided to arrange your
system so that people can access a line pool directly by simply
touching a button on a voice terminal, set switch G to Button Access
(down).
● If switch F is set to Pooled and you have decided to arrange your
system so that people can access any line pool by dialing an access
code, set switch G to Dial Access (up).
NOTE:
If switch F is set to Square, switch G may be set to either posi-
tion without having any effect on the system.
22
6. Set switch H.
●
If you have eight or fewer outside lines and 20 or fewer voice terminals,
set switch H to 1-8 Lines (up).
NOTE:
The switch setting you select does not always have to correspond to the number of outside lines you actually have. For example,
if you have eight or fewer lines, but plan to grow beyond eight lines
within a year or two, you might be wise to set switch H to > 8 Lines
(down) in order to simplify administering the system later. If you change
the setting of this switch later, you cancel any special line administra-
tion or programmed features on your attendant consoles..
●
If you have more than eight outside lines or more than 20 voice terminals, or if you expect your system to grow to this size in the next year
or so, set switch H to > 8 Lines (down).
7. If your system has an SMDR (Station Message Detail Recording) Module
and a printer with an RS-232 connector, connect the printer to the SMDR
Module (refer to the instructions that come with the module).
8. If your system has a Services Module, make the following adjustments.
Otherwise, go to step 9.
●
If you have background music through a loudspeaker paging system,
you can adjust its volume by turning the Bkgd Vol control clockwise
to raise the volume, or counterclockwise to lower it. If you do not have
background music through a loudspeaker paging system, turn the
control counterclockwise as far as it goes.
●
If you have Music-on-Hold, you can adjust its volume by turning the
MOH Vol control clockwise to raise the volume, or counterclockwise
to lower it. If you do not have Music-on-Hold, turn the control
counterclockwise as far as it goes.
●
If you have a music source with its own amplifier, set the Level switch
to Hi (down); otherwise, set the switch to Lo (up).
●
If you have a loudspeaker paging system and want a short tone to
precede loudspeaker announcements, set the Page Sgnl switch
to
On
(up). Otherwise, set the switch to Off (down).
9. Turn on the control unit by setting the On/Off switch on the Power Module
to On. This causes the system to record the settings you just made.
10. If you are setting up a new system for the first time, enter administration
mode, as described on page 20, and continue following the procedures in
this chapter.
23
CHANGING YOUR SYSTEM LATER
Basic changes to the way your system operates—that is, changes to the switch set-
tings on the control unit—may erase important system administration that is now in
place. To change switch settings, go to “Setting Your Control Unit,” page 22, and
follow the instructions for the switch you want to reset. Since you will be skipping
steps in these instructions, you must be sure not to skip any that are required. Follow
the general instructions below to prevent this from happening.
General instructions for resetting control unit switches:
1. Set the On/Off switch in the Power Module to Off.
2. Set switch A to Administer (down).
3. Follow the instructions for the switch you intend to reset.
4. Set the On/Off switch in the Power Module to On.
5. Perform any required readministration or reprogramming discussed below
in “Notes on Resetting Control Unit Switches.”
6. Set switch A back to Attendant (up).
Notes on Resetting Control Unit Switches
Whenever you change the setting of a switch on the control unit, you will probably
have to make other changes in your system. Keep the following in mind:
●
If you add or remove attendant consoles (switches B through E), you have to
reassign special lines and features to the voice terminals whose function you
have just changed.
●
If you change the setting of the Pooled/Square switch (switch F), you erase all
system line administration and voice terminal programming that was formerly in
place. You have to completely readminister all your lines, setup pools and Dial
Access to pools, if these apply, and reprogram all your voice terminals.
●
If you change the setting of the 1-8/>8 switch (switch H), you cancel any special
line administration or programmed features on your attendant consoles. The
setting of this switch determines how the system automatically assigns lines
and intercom numbers to the buttons on attendant consoles. It also determines
the function of certain buttons on the attendant/administrator console when the
console is in administration mode (see the initial feature charts on pages 59 and
60). Note that the switch setting you select does not always have to correspond
to the number of outside lines you actually have. For example, if you have eight
or fewer lines, but plan to grow beyond eight lines within a year or two, you might
be wise to set switch H to >8 in order to simplify administering the system later.
24
SPECIFYING TOUCH-TONE OR ROTARY DIALING
When your system is installed, it is set to receive Touch-Tone signals, so if some of
your lines are rotary, you need to reset your system accordingly. To determine if your
lines are Touch-Tone or rotary, go to the administrator/attendant console and make
sure that the T/P switch is in the center position. Then touch each line button and
dial out. If a line is Touch-Tone, you hear tones and the dial tone stops. If a line is rotary,
you hear tones but the dial tone is not interrupted. Follow the procedure below to
specify Touch-Tone or rotary dialing.
1.
If you have not already done so, enter administration mode by following the
boxed instructions on page 20.
2.
Touch
Adm Misc.
The lights next to the administration mode buttons stop flashing and the green
light next to
3.
Dial #302.
4.
One by one, touch the line button for each line in your system until the green
light beside it shows the appropriate code. Each successive touch of a button
gives you one of the following codes:
Touch
5.
The lights next to the administration mode buttons flash again.
6.
Continue to administer your system or leave administration mode by following the boxed instructions on page 20.
Adm Misc
Steady green on = Touch-Tone dialing
Adm Misc.
remains on.
Green off
= rotary dialing
25
SETTING LINES FOR TOLL PREFIX OR AREA CODE ONLY
If you plan to restrict any voice terminals to local calls only, you must perform this
procedure. When your system is first installed, it is automatically set to detect a toll
prefix (0 or 1) when people dial a long distance call. However, if you are in an area
of the country in which people need not dial a toll prefix before placing long distance
calls, you must follow the procedure below to set your system to detect area codes
only. The system can then detect calls properly.
1. If you have not already done so, enter administration mode by following the
boxed instructions on page 20.
2. Touch
3. One by one, touch each line button until the green light next to it shows the
4. Touch
The lights next to the administration mode buttons flash again.
5. Continue to administer your system or leave administration mode by follow-
ing the boxed instructions on page 20.
Call Rstr.
The lights next to the administration mode buttons stop flashing, and the green
light next to
appropriate code. Each successive touch of a button gives you one of the
following codes:
Call Rstr
Steady green on = toll prefix
Call Rstr.
remains on.
Green off
= area code only
26
SETTING UP LINE POOLS
If you plan to pool the lines in your system (as discussed in the section, “The Square
vs. Pooled Decision,” page 14), you must designate the lines in each pool. Before
you set up your line pools, please read the information below.
●
Whenever you set switch F on the control unit to Pooled and set switch G to either
Button Access or Dial Access, the system automatically assigns all lines to the
main pool. You must remove any lines that you do not want in this pool. You can
assign these lines to other pools or use them as individual lines.
●
Do not mix different types of lines. For example, do not put regular telephone
company lines and WATS lines in the same pool. All lines in a pool must be interchangeable, since people cannot tell which lines they are on when they use
the pool.
●
Assign the type of line most commonly used throughout your business to the
main pool. In most cases, these are regular telephone company lines, but in
some cases they might not be. For example, if most of the calls made in your
business are long distance, you may want the main pool to consist of WATS lines
instead of regular lines.
●
The number of lines available for pooling is affected by the number of lines you
must reserve for personal or special-purpose use. For example, if you have ten
outside lines and two people need personal lines, there are eight lines left for
pooling.
●
You can have up to 11 pools, with as many lines as you like in each pool. However,
a line cannot be in more than one pool. If you have Dial Access to Pools, people can access a particular pool by dialing the code assigned to the code (9 for
the main pool, 890 through 899 for additional pools).
Now, follow the procedure below.
1.
If you have not already done so, enter administration mode by following the
boxed instructions on page 20.
2.
Touch
Adm Pool.
The lights next to the administration mode buttons stop flashing and the green
light next to
Adm Pool
remains on. The console gives a 2-beep signal for
you to begin.
If the light flashes rapidly instead, your lines are in use. Wait until the system
signals you to begin, or try again later.
3.
You are now administering the main pool, the one people access by dialing 9. A steady red light next to any line button means the line is currently
assigned to the main pool. Refer to your completed System Configuration
Form to see which lines you want to have in the main pool. Touch the button of any line showing a steady red light that you do not want in the pool.
The red light goes off, confirming that the line is no Ionger part of the pool.
If you want a line in the main pool but the red light beside it is off, touch the
4.
line button.
A steady red light comes on next to the line button, confirming that the line
is now in the pool.
NOTE:
If a line is already in another pool, you hear a beep. You must remove
the line from the other pool before you can assign the line to the pool you
are administering.
5.
To administer any of the additional pools, dial the appropriate access code
(890 through 899), and repeat steps 4 and 5 after dialing each code. To return
to pools you’ve already administered:
●
If you want to administer the main pool again, dial 9.
● If you want to administer one of the other pools again, dial the ap-
propriate access code (890 through 899).
Touch
6.
Adm Pool.
The lights next to the administration mode buttons flash again.
7.
Continue to administer your system or leave administration mode by following the boxed instructions on page 20.
27
Loading...