Mitel FaxMemo Service Manual

Issue 1 Release 2.0 January 1996

Voice

Processina Solutjons I

FaxMemo

Manual

TM,

Printed in Canada.

Table of

Contents

About This Manual

Who Should Read This Manual ......................................................................

How to Use This Manual

Reference Chapters Task Lists

Procedures Menu Maps and Other Navigation Aids

Worksheets

Conventions Used in This Manual ..................................................................

Reader Advisories ..............................................................................................

Before You Start

Console Tips and Techniques Preparing for a Configuration Session

1 FaxMemo Features

FaxMemo Applications .................................................................................

Fax Mail Fax Broadcast

Guaranteed Fax Fax Publishing

Walkaway Fax

FaxMemo Flexible Configuration

Class of Service Options .............................................................................

Cover Page Options ...................................................................................

Billing and Statistics FaxMemo Hardware Equipment Supplied With FaxMemo Series 6 Server Requirements

vii

...............................................................................

...................................................................................... vii

.................................................................................................... vii

.................................................................................................. vlll

.....................................................

................................................................................................... ix

...............................................................................................

......................................................................

........................................................

and

Functions

vii

... ...

Ml1

...

xl11

l-2

.....................................................................................................

.............................................................................................

l-2 l-3

.......................................................................................... l-3

............................................................................................ l-3

............................................................................................

.................................................................

1-3

14 l-5

................................................................................... l-6

.....................................................................................

...........................................................

.........................................................................

1-6 l-7

l-7

. . .

111

Table of Contents

2 Planning Outside Caller Access

DID Fax Call Routing Switch Integration Fax Call Routing Switch TIE Trunk

General Access Fax Call Routing.. ................................................................. 2-6

Hardware Installation Planning

How Fax Cards

FaxMemo Application Port Requirements ....................................................

Fax Port Planning for Fax Mail ..................................................................

Fax Port Planning for Fax Broadcast Fax Port Planning for Guaranteed Fax Port Planning for Fax Publishing

Fax Port Planning for Walkaway Fax

FaxMemo Hardware Configuration Rules .....................................................

FaxMemo Card Planning Worksheet Task List and Procedures

and Line Cards

..................................................................................

Integration

Fax Call Routing .......................................... 2-5

4 Software Configuration Planning

2-2

.............................................................

Communicate.. ........................................... 3-l

2-2

3-2

..............................

........................................................

Fax

.........................................................

..........................................................

. ............

................ .3-2

3-2 3-3

3-3

............................................................

3-5

Planning Your FaxMemo Configuration .......................................................

Offline Configuration ...................................................................................

FaxMemo Classes of Service (COSs) .............................................................

Fax Features ...............................................................................................

Fax Limits

Fax Networking Features ............................................................................

FaxMemo and RCOS

Adding FaxMemo Options to COSs.. ........................................................... 4-P

FaxMemo Mailboxes

Fax Mail Mailbox Configuration ..............................................................

Fax Broadcast Mailbox Configuration .....................................................

Guaranteed Fax Mailbox Configuration

Fax Publishing Mailbox Configuration

Company Fax Cover Page

Task List and Procedures

.................................................................................................

.................................................................................

...................................................................................

...................................................

.....................................................

........................................................................... 4-17

4-l 4-1

4-l

4-2

.4-7

4-P 4-P

4-12

-4-l

414

415

5 FaxMemo Billing and Statistics

Billing Parameters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Messages Received Disk Usage

Fax Statistics .................................................................................................

Mailbox Statistics .......................................................................................

System Statistics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ..-... 54

Fax Group Usage

Task List and Procedures

.................................................................................................

......................................................................................

Report . . . . . . . . . . . ..~.................................-....................-...--..-.-

6 FaxMemo Troubleshooting

Table of Contents

5-l

5-3

5-5

Configuration

Hardware Problems . . . . . . . . . . . . . . . . . . . . . . . . ._............_........... . . . . .._..............................

Problems . . . . . . .._...................-............................. ‘: . .._.................

Worksheets

List of Centigram Procedures

Index

Menu Maps

6-l

6- 1

About This Manual

This manual describes how to configure the FaxMemo software in any of the

Centigram Series 6 Communications Servers:

Model 640

Model 120

Model 70

Who

Should

This manual is intended for technicians and administrators who are responsible for configuring the FaxMemo application on the Centigram Series 6 server.

Read This Manual

How to Use This Manual

This manual contains detailed reference information, a list of tasks that you can

perform, a collection of procedures for performing the tasks, and reader aids such as menu maps.

Reference Chapters

Use the material in chapters 1 through 6 for detailed inquiry into the installation and configuration of FaxMemo in a Centigram Series 6 Communications Server. These chapters discuss how components are related, elaborates on concepts, gives operational details, and contains all necessary tables and figures about configuration. Use the Cent&am Series Glnstalkztion and Service Man&appropriate for your platform for an actual server installation and the VoiceMemo Reference and

Configzcration Manualfor VoiceMemo software configuration.

Task lists

Task lists follow Reference chapters that include procedures. Use the task list, starting with a principal task (shown FaxMemo. Each task listed is described in more detail in a procedure. The task list

is alphabetized, which helps most readers find the desired task (and procedure)

in boldface),

to install and configure

vii

Procedures

quickly. No particular sequence of tasks is implied. The following example shows how a task list is organized:

Task List

VoiceMemo Release &On&d later

Message Delivery Catiguration-

Procedures follow the task list in the Reference chapter. Follow the steps in Centigram Procedures (G’s) to accomplish the desired tasks. Readers familiar with a Centigram Series G server can use the CPs as a checklist if desired, while readers new to a Centigram Series 6 server can use CPs for step-by-step instructions.

A reference column in each CP contains pointers, when necessary, to supplemental

information such as another procedure, another manual, a technical reference, or a menu map.

Each CP is numbered for document identification and referencing; numbering does not indicate a sequence of performance. also provided. It gives each CP’s title, Chapter number, and which other procedures either call it or are called by it.

Menu Maps and Other Navigation Aids

Most of the documents in the new Centigram Series 6 document library have menu maps. You can refer to these document navigation aids at any point to help you reach a menu. And don’t overlook the index; it is the fastest way to fmd all

references to a specific topic.

A numerical list of all Cl?s in this manual is

Worksheets -

You will find blank worksheets in the back of this manual.

completing the worksheets are in the Reference chapters.

you have completed the appropriate worksheet.

Conventions Used in This Manual

The procedures in this manual use the following conventions to describe how you

enter FaxMemo configuration information and how information is displayed on the Centigram Series G server console:

Press

Enter

Press

the Enter

number is correct.” On some keyboards, this key is labeled

“Return” or has a return arrow

key. For example, “Press

(J)

Instructions for

Many of the CPs assume

Enter

if the current

on it.

Enter

bold

Select:

Prompt:

Response; Number of the line group

Type

the

text shown, then press the line and then press

Words or characters in bold rype indicate either a value to be

entered by you exactly as shown or, when used to indicate a variable entry, describe the type of value to be supplied by you. above.

What you select from

a displayed menu

(G) Current Group

number (l-24)”

Enter a group number =

What you enter iv

response to the prompt

the Enter

means type a number from 1 through 24,

key.

A displayed prompt

for information

(l-24)

to be used for the application.

key. For example, “Enter

See example

Note:

Unless otherwise stated, press Enter after each response you enter.

Reader Advisories

Reader advisories used in this manual are shown below.

Note:

Information especially useful in relation to this procedure.

CAUTION!

Information that helps you prevent equipment or sofiware

damage.

CAUTION! Information that helps you avoid electrostatic discharge

(ESD) damage to the equipment.

WARNING!

Information that helps you prevent an interruption to telecommunications traffic.

WARNING! A hazard that can cause you personal injuxy.

DANGER!

Warns of a condition that could severely injure or kill

you.

Before

You Start

This manual assumes that you are familiar with using a console and keyboard. This

section describes how to use the Centigram Series G server effectively.

Console lips and Techniques

The tips and techniques offered in the following paragraphs can make configuration entry sessions at the Centigram Series 6 server maintenance console more productive.

Mewing Menus

When you finish entering a value for a parameter, the server displays an

abbreviated form of the current menu, called the “short menu.” To view the complete current menu when a short menu is displayed, just press Enter.

l To

return to the Main Menu from any VoiceMemo application

configuration menu, press X (Exit), until the Main Menu appears.

Accepting Defaults

To accept a default displayed in a

To accept a default displayed in a menu, no action is necessary.

prompt;

just press

Enter.

Avoiding Automatic Exit

CAUTION!

The Centigram Series 6 server “times out” after

This means that if you do not enter anything at the console for

15 minutes, the server automatically exits from the current program. When this happens, all work that has not been saved on the disk is lost.

To avoid being timed out and losing your work, follow these steps:

1. When you need time to think, write down the name of the current menu.

minutes.

2. Exit to the (server) Main Menu.

3. When you want to continue your work, enter the appropriate menu options to regain your place.

If you find that the Centigram Series 6 server has timed out, follow the steps below. If your screen is blank, press any key to reactivate the screen and then continue with these steps.

Press any key to start the login sequence.

2. Enter your user ID and password (if requested).

3. Starting from the Main Menu, enter menu options to proceed to the menu from which the server timed out.

4. Reenter data as needed to regain lost work.

Quitting an Entry Session

At any point during entry of offline or online parameters, you&n quit. Quitting

discards all parameter entries you have made and leaves the VoiceMemo application configuration the way it was before you started entering parameters.

To quit from the VoiceMemo Configuration Oflline or Online Menu:

Select:

Prompt

Response: Y to return to the VoiceMemo Configuration Main Menu.

Q+-

Quit and forget changes? (y/n) =

Forget Changes

Shortcut Commands

You can use the Ctrl (Control) key or the / (slash) key while simu.lmneously pressing

another key to execute shortcut commands at an Centigram Se&s 6 server maintenance console.

GCOS menus, return to the VoiceMemo Configuration Menu and save any entries.

From the oflline or online menus, or FCOS, LCOS, GCOS menus, return to the VoiceMemo

Configuration Menu without saving any entries. Stop scrolling a displayed report. Resume scrolling a displayed report.

xii

Preparing

for

a Configuration Session

Before you begin a configuration session, you need the following:

The

VoiceMemo R&wnce and ConJ;guation Manual

Centigram Series G server maintenance console (video monitor and

keyboard) and VoiceMemo module, with power on

At least two telephones for configuration testing

A blank 3.5-inch diskette on which you can copy your configuration

Completed worksheets (an initial supply of blank worksheets is included in

the VoiceMemo ltejmence and Configuration Manmzl)

”

. . .

Xl11

1 FaxMemo Features and Functions

FaxMemo is an optional feature that allows VoiceMemo users and outside callers to exchange faxes through user mailboxes and special mailboxes. It consists of one or more FaxMemo cards and software integral to the Centigram Series 6 Communication Server, and provides a set of fax-related features and limits that you can assign to VoiceMemo mailboxes.

In a common fax transmission, the sender inserts a document into the sending fax machine. The document is scanned and sent as data to the receiving fax machine, where it is printed out, as shown in Figure l-l.

FAX

. . . . . . . . . . . . -

. . . . . .

Figure l-1 Common Fax Transmission

. . . . . . . . . . . . a

. . . . . .

FAX

WOlFAX

With FaxMemo, fax documents are stored electronically as “fax messages” in VoiceMemo mailboxes. From there, faxes can be delivered to any fax machine at any

time, distributed to other mailboxes, sent over a network, or viewed on a PC

(requires the OneView optional feature). Figure l-2 shows the basic operation of

FaxMemo.

FAX

. . . . . . . . . . . . -

. . . . . . 1

. . . -

. . . . . . -

. . . . . .

f&3

Figure 1-2

FAX

Fax Transmission

With

6002FAX

FaxMemo

1-l

FaxMemo Features and Functions

FaxMemo overcomes many of the problems inherent in typical fax communication:

Callers sending a fax do not have to wait due to the receiving fax machine being busy with another transmission.

Faxes are stored in password-protected user mailboxes. Faxes do not sit at the fax machine for anyone to read.

Recipients receive notification when a new fax arrives. Incoming faxes do not sit for days because recipients do not know they are there.

Faxes can be annotated with voice messages (also called voice coversheets), relieving the sender of typing out explanatory notes.

The recipient decides when and where a fax is printed out. a FaxMemo user away from the office could call his VoiceMemo mailbox and direct a fax, deposited there by someone else, to be delivered to his

hotel, the airport, or wherever there is a convenient fax machine. After reading the fax, he could call back into his mailbox and send the fax to another party, perhaps a prospect waiting for a quotation.

For a description of end-user features and functions, see the User Gaidefor

VoiceMemo and Fdmo.

FaxMemo Applications

FaxMemo applications include Fax Mail, Fax Broadcast, Guaranteed Fax, Fax Publishing, and Walkaway Fax. You can use one or more of these applications, in any combination. For more information about planning and configuring these applications, see the “Sofiware Configuration Planning” chapter.

Fax Mail

Fax Mail is the most general and widely used application of FaxMemo. With Fax Mail, incoming faxes are stored electronically as “fax messages” in a user’s mailboxthe same mailbox that stores voice messages. Users are then notified of their new fax messages in the same manner as with voice messages (for example, message waiting light, pager, stutter dial tone).

For example,

l-2

By calling into their mailboxes, users can retrieve their fax messages at any time by sending them to any fax machine. In addition, users can call into their mailboxes from fax phones and retrieve their fax messages “online” at that fax machine. Users

of Fax Mail have the same options that are available to them through voice mail: fax messages can be played, answered,

given to another mailbox, distribution list, or

off-system telephone (fax> number.

Fax Broadcast

Guaranteed Fax

FaxMemo Feanues and Functions

Fax Broadcast allows a user to make and send a fax message simultaneously to multiple destinations using a distribution list. The destinations can include any other users’ mailboxes, users on another VoiceMemo system connected with Centigram’s MESA-Net digital network, or outside telephone numbers. For example, a product manager could disseminate price changes to the sales force with a copy of the new price list and an attached voice message explaining the changes. Fax Broadcast messages can be scheduled for future delivery (when rates are lower), and the Series 6 server can automatically retry calls to numbers that are busy or do not answer.

with FaxMemo, delivery of incoming faxes can be guaranteed even when the company or department fax machine is busy, runs out of paper, or is otherwise disabled. One or more Guaranteed Fax mailboxes are assigned to a hunt group with

the fax machine. When the machine is busy, the incoming faxes are routed to and stored in the mailboxes; the caller never realizes that the fax did not go directly to a fax machine. The mailboxes then automatically and continually try to deliver the stored faxes to the same or another f$x machine.

Fax Publishing

Walkaway Fax

You can configure a FaxMemo mailbox to deliver a voice message and a fax to any

caller on reaching the mailbox. This provides a convenient way to publish frequently requested information to employee users, customers, or any outside callers.

The caller can reach the mailbox containing the appropriate information directly or

be led by voice prompts through a mailbox tree or chain structure. The mailbox containing the fax can do either of the following:

Play a voice coversheet or a menu or both, giving the caller the choice to

either receive the fax online or enter a telephone number for delivery of the fax.

Immediately begin transmitting the fax.

Walkaway Fax appears to the sender exactly like a regular fax machine. With this

feature, callers dial a telephone number (from a fax machine or a PC running fax software) and immediately send a fax, without a voice coversheet, directly into a user’s mailbox. Callers do not have to respond to prompts or monitor the call. The walkaway Fax Mailbox listens for fax tone while playing a greeting, and if detected, receives the incoming fax. If none is detected, normal message recording ensues.

1-3

FaxMemo Features and Functions

FaxMemo Flexible Configuration

The FaxMemo configuration software includes menu selections so the system

administrator can assign FaxMemo resources to line groups and add the fax options to existing FCOSs (Features Classes of Service), LCOSs (Limits Classes of Service), and NCOSs (Network Classes of Service) e settings can also be used to control fax delivery destinations.

Class of Service Options

RCOS (Restriction Class of Service)

Following are lists of FaxMemo feature, limit, and network options.

Each of these

options is described in detail in chapter 4, Software Configuration Planning.

FCOS Fax Options

Receive fax messages Make fax messages Give fax messages Deliver fax to default fax phone number Deliver fax online

Deliver fax to designated telephone number User changeable default fax phone number for fax delivery Fax on demand Receive fax messages only

Automatic receipt for fax message sent

Fax cover page

Walkaway Fax

Discard fax messages after delivery Fax verify Deny user change of fax cover page

Display a FROM field on fax cover pages Display a promotional message on fax cover pages

Automatic fax retrieval

End of session delivery Retrieve all unplayed faxes

Receive fax on record timeout Play fixed initial prompt for walkaway fax

1-4

LCOS Fax Options

Maximum number of digits allowed for the fax delivery phone number

Number of fax messages per mailbox

CNG tone detection length

Fax delivery retry frequency

Cover Page Options

FaxMemo provides three cover page options for faxes sent out from the server:

FaxMemo Features and Functions

Fax delivery retry interval

Retention time for played, unplayed, and urgent fax messages

Retention time for fax receipts

NCOS Fax Options

Make fax message to the network

Give fax message to the network

Answer fax message to the network

Each mailbox owner can have a personal fax cover page. This option allows a mailbox owner to fax their own cover. page into their mailbox

(via the User Options Menu). The system sends the personal cover page

with any fax sent from the mailbox to a telephone number. Faxes

retrieved online do not include a cover page.

The system can send a company cover page. If a cover page is put in the administrator’s mailbox, it becomes the cover page for all faxes sent from that line group for all mailboxes that do not have a personal cover page. You can assign separate administrator’s mailboxes, each with a different

cover page, to each outbound line group with fax capability.

3. The system generates a default cover page for any mailboxes that do not have a personal or company cover page. The default cover page contains the following information:

A “To” field showing the name of the sending mailbox

A “From” field, indicating the system or service that the fax was

sent from (optional)

The number of pages in the fax

A time field, showing the time that the fax was sent, including a

time zone designator

The date that the fax was sent from the mailbox (not the date the fax was sent to the mailbox)

A promotional or greeting message of up to 60 characters

(optional)

Note:

If feature bit 200 is not enabled for a mailbox, the system does not send any cover page.

l-5

FaxMemo Features and Functions

Billing and Statistics

The Series 6 server keeps records of fax traffic, both at the system and mailbox level. Mailbox owners can be billed for faxes sent and.received, either in terms of the

number of faxes, or in terms of the total number of pages

Series 6 servers offer two other methods of billing mailbox owners for fax usage. transactions are recorded in Call to a computerized billing system for interpretation and billing. Or the server can place fax calls using mailbox owners’ long distance carriers and calling card numbers. This can eliminate the need for any further billing, because there is no toll incurred by the server.

Fax

statistics

storage.

See the topics.

FaxMemo

FaxMemo Hardware

The MVIP faxcards used in Series 6 servers work with the line cards to provide fax

services during call sessions. interfaces. They communicate over the MWP bus with the line cards, which contain the telephone interface hardware and control the call sessions. -Figure these communication paths.

Detail

reports are also available to monitor the use of fax

Billing and Statistics chapter for more information on these

The MVIP fax cards do not have direct telephone

Recorder records, which can be downloaded

groups

and fax

l-3

illustrates

Fax

MVIP Bus

Figure 1-3 Fax Card to Line Card Communication

Because MVIP fax cards are not physically attached to an individual line or line card, they can communicate over the MVIP bus with any line card.

In this way, they can

1-6

serve as a fax resource to any line card. MVIP fax cards can be a dynamicallyallocated resource pool for several line card groups, or they can be assigned to a single

line group. When a fax group is assigned to a line group and the number of fax channels is the same as the number of line ports, the fax group is dedicated fax group, there is always a fax resource available for every line port.

See the Hardware Installation l%nnin g chapter for a further explanation of FaxMemo hardware.

Equipment Supplied With FaxMemo

Each FaxMemo package includes the following items:

Two 3.5-&h FaxMemo Optional Feature software ‘diskettes

One or more MVIP Faxh4erno cards with two, four, or eight-port capacities

One V&Nemo F’cMemo Manual (this document)

The number of user guides ordered

FaxMemo Features and Functions

a’tdicated.

With a

If any of these items are missing, contact your Centigram distributor.

Series 6 Server Requirements

FaxMemo can be installed and enabled in any Series 6 server with VoiceMemo Release 5.02 Revision A software or later. Your system must have Release 6.0 or later to use MSQP FaxMemo cards that work with line cards on the MVIP bus.

Your system must have one empty card slot for each FaxMemo card to be installed.

You must take the sewer out of service for about I5 to 30 minutes for FaxMemo

card installation. The total time required depends on the number of FaxMemo cards that you will iustall. tier you install the hardware and configure the software, you must activate the new corr&uration, resulting in a momentary loss of call processing capabilities.

Note:

If your Series G server was ordered as a new system with the FaxMemo optional feature, the FaxMemo cards and software were installed at the factory.

1-7

2 Planning Outside Caller Access

With the FaxMemo optional feature, outside callers can leave fax messages for

mailbox owners just as if they were sending a fax to a fax machine. instances, callers believe they are dialing directly to a fax machine, and are not prepared to perform any special functions to deliver a fax. Therefore, for the fax mail application to be effective, the system must allow the callers to deposit faxes into the appropriate mailboxes without any unexpected requirements.

In most non-service provider FaxMemo installations, mailbox owners have two mailboxes on the system. The first is their standard mailbox where they receive and play their messages. The second is a broadcast mailbox with walkway fk enabled which is transparent to the mailbox owner and automatically sends fax messages into the mailbox’owner’s standard mailbox upon message receipt, as shown in Figure 2-1. The reason for the broadcast mailbox is to allow mailbox owners to publish a

telephone number where callers can send a fax directly to them. This second number goes directly to the broadcast mailbox without first ringing at any telephone. This allows for a situation that is familiar to both the caller and the mailbox owner.

PBX/CO

Voice calls to ext. 1234

. . . . . . . . .

. . .

In most

RNA/Busy forward

Fax cells to ext 1235

Figure 2-l The Broadcast Fax Mailbox Setup

There are several ways that callers sending faxes can be routed to the correct

mailboxes. These include DID routing, Switch Integration routing, Switch Tie

Trunk Integration routing, and General Access. It is possible to combine two or

more of these methods to meet user needs and cost requirements.

2-1

Planning Outside Caller Access

Note:

DID Fax Call Routing

The simplest routing method is to connect a second FaxMemo-equipped inbound

line group to DID trunks directly from the CO. In this scenario, each mailbox owner that has fax mail capability is provided with a DID telephone number that allows a caller to deposit a fax message, or voice and fax message, into a broadcast mailbox on the system. Because the DID method involves additional trunks from the central office that bypass the PBX, it can be used in any &itch environment. It does incur the expense of the DID lines and DID numbers for all users with FaxMemo capability. Figure 2-2 shows this configuration.

and Messages

The primary purpose of the call routing scenarios in this chapter is to show possible switch connections. There are many ways to

configure line groups and assign fax resources. Fax resources can be dedicated to a single lime group or shared by inbound and outbound line groups.

A - Inbound Integrated Line Group without Fax Resources

B - inbound DID Line Group with Assigned Fax Resources

Fax Retrieval

Figure 2-2

C - Outbound Line Group with Assigned Fax Resources

DID Fax Call Routing

Switch Integration Fax Call Routing

Fax Mail is supported by most of Centigram’s PBX and Centrex integrations. Switch integration works the same way as DID fax call routing in that the caller is directed immediately to the appropriate mailbox. This method requires every person with Fax Mail capability to have a-second DID number (both CO and PBX) that

2-2

goes to a software-only phantom extension on the PBX. The phantom extension numbers must correspond to the broadcast mailbox numbers, and must be hardforwarded to the VoiceMemo pilot number. This method of fax call routing is shown in Figure 2-3.

voice Calls

and Messages

FAX

. . . -

. . .

. . . -

m-9

Planning Outside Caller Access

A - inbound Integrated Line Group with Assigned Fax Resources

Fax Retrieval

Figure 2-3

The advantage of this method is that fax calls are answered immediately by the

desired party’s FaxMemo broadcast mailbox, and it does not require any trunks directly from the central office. However, it does require the expense of an additional DID number for each mailbox owner with fax capability.

Not all switches support a phantom extension capability. If your switch does not support this, then you must use another method If your switch supports multiple in-bound line groups, you can use the second method of switch integration.

B - Outbound, Line Group with Assigned Fax Resources

Switch Integration Fax Call Routing, Method 1

2-3

Planning Outside Caller Access

Voice Calls

and Messages

FAX

. . . -

. . .

. . . -

. . . . . .

VoiceEax

Message Deposit

PBX

RI&BUS

Fonvar

Hunt 1

.._..__.-..

-gzB

..A..........

d&l

. . . a

. . . -

. . .

. . . a

. . . . . .

w -

FAX

Fax Retrieval

Figure 2-4

A+-

A - Inbound Integrated Line Group without Fax Resources

B - Inbound Integrated Line Group with Assigned Fax Resources C - Outbound Line Group with Assigned Fax Resources

Switch Integration Fax Call Routing, Method 2

ema=Ax

2-4

Planning Outside Caller Access

Switch TIE Trunk Integration Fax Call Routing

This method utilixes the tandem switching capabilities of many PBXs. If the integration routing method is not supported by your switch, this method still allows you to use a line group to the switch from the CO, but could require additional

cards in the PBX This method also requires everyone with fax capabiliry to have a

second DID number from the CO.

When the switch receives a call on one of the DID lines, it passes the call and its related information to the Series 6 server over a set of TIE trunks. The call information allows the server to connect the caller to the appropriate mailbox. Figure 2-5 shows this method of fax call routing.

. . .

:::

voice call.5

and Messages

vok9/mt

Message Deposit

m7FAx

A - Inbound Integrated Line Group without Fax Resources

B - Inbound TIE Trunks Line Group with Assigned Fax Resources

Fax Retrieval _

C - Outbound Line Group with Assigned Fax Resources

Figure 2-5 Switch TIE Trunk Integration Fax Call Routing

One disadvantage of TIE trunk integration is that many PBXs do not allow callers to transfer on TIE trunks. If most of the calls on these trunks are fax calls though, few

callers need to transfer.

2-5

Planning Outside Caller Access

General Access Fax Call Routing

The alternative to DID or switch integration routing is to have a single fax message number that, upon answering, requests that the caller enter the mailbox number of the party who will receive the fax. inbound line group. The advantage of this access method is the security arid screening that it offers, since only those who know the mailbox number can access it. This method is available on any PBX or key system with no special hardware or software requirements.

Voice calls

and Messages

Figure 2-6 shows these calls routed directly to the

PBX

RNA/BUS

Forwe JJ

I \

Hunt

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A - Inbound Line Group with Assigned Fax Resources

Fax Retrieval

Figure 2-6 General Access Fax Call Routing

B - Outbound Line Group with Assigned Fax Resources

2-G

3 Hardware Installation Warming

Planning the hardware to support FaxMemo involves:

Knowing how you will route fax calls to the Series G server (Chapter 2)

Understanding the relationship of fax cards to line cards

Understanding the requirements of the FaxMemo application(s) that you

will use on your system

Knowing the expected volume of fax call traffic for your system

Following the five hardware configuration rules

You need all of this information to fill out the FaxMemo Card Worksheets.

How Fax

Cards and

Fax cards and line cards work together to provide fax services on a Series 6 server.

The line card handles all line signaling, supetision, and voice/f+ transmissions.

The fax cards have no direct connection to telephone services, but communicate with the line cards over the MVIP bus, as shown in Figure 3-l.

line Cards Communicate

MVIP Buss

Figure 3-l Fax Card to line Card Communication

A voice port requests a fax resource over the ANIP bus when it detects an incoming

fax tone during a walkaway fax call session or when a user pushes a key to leave a fax.

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Hardware Installation Planning

Once an association with a fax channel is made, the voice port passes all fax-related data to the fax channel, which converts it into a format suitable for storage on the system hard disks. When the fax transmission/reception is complete, the voice port releases the fax channel and continues with the call session. The fax channel is immediately available to service other voice ports.

FaxMemo Application Port Requirements

Each FaxMemo application has unique requirements for fax-equipped ports on a Series 6 server. You can combine any or all FaxMemo applications on the same line groups, provided you allow enough FaxMemo cards to carry the call traf&.

Fax Port Planning for Fax Mail

For general purpose Fax Mail between outside callers and mailbox owners, and between mailbox owners, you need fax groups connected with both inbound and outbound line groups. The requirements parallel those for voice message handling. Inbound line groups with fax are required for outside callers or users depositing faxes in mailboxes and for users retrieving faxes online. Outbound line groups with fz are required for users to deliver their faxes to a fax machine, or to send a fax to an offsystem number. (The “give fax message” option is handled by software and does not use a fax port.)

Fax Port Planning for Fax Broadcast

Fax Broadcast is like Fax Mail, but with many recipients for each fax message. Broadcast allows a user to send a fax message to a number of people by using the

VoiceMemo distribution list features. The sender uses an inbound fax-equipped

port to send the fax to a personal distribution list or to a master broadcast mailbox. The server distributes the fax directly to on-system users (no fax port is needed for distribution). Fax groups connected with inbound and outbound line groups are required for users to retrieve their faxes as described in Fax Mail.

If users broadcast often to off-system numbers, you must size the system with the appropriate number of outdialing ports that can use fax resources.

Fax Port Planning for Guaranteed Fax

In Guaranteed Fax, you include FaxMemo mailboxes in a hunt group with company or department fax machines to handle the overflow when the machines are busy or out of service. Guaranteed Fax requires an inbound line group with fax for the mailboxes on the hunt group. Faxes outbound from these mailboxes to fax machines need outbound fax port capability. port capability to Fax Mail or Fax Broadcast outbound ports.

Fax

If traffic allows, you can assign the outbound

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Fax Port Planning for Fax Publishing

A Fax Publishing application usually has some number of documents stored in special fau mailboxes on the Series G server. Callers that reach the system use their push-button phones to request that certain documents be faxed to them. Fax

Publishing requires a minimum number of fax channels connected with inbound line groups to place the documents in the system for retrieval.

If you allow callers to receive the fax documents online (that is, while calling from a fax machine), you need fax groups connected with an inbound line group. If you require callers to input the phone number of their fax machine for delivery, you only need fax groups connected with an outbound line group. If you offer callers their choice of methods, you need fax groups for both inbound and outbound line groups. You might require dedicated fax groups, depending on the number of calls expected and the number of faxes published sirnultaneonsly.

Fax Port Planning for Walkaway Fax

Walkaway Fax is a special feature that you can activate for Fax Mail, Fax Broadcast,

and Guaranteed Fax applications. When Walkaway Fax is activated, callers can send from a normal fax machine (or PC with a fax card) to the Series G server just as if they were sending to another fax machine - they do not need to listen or respond to any voice prompts before sending a fax.

Hardware Installation Planning

Walkaway Fax by itself only requires fax groups connected with inbound line groups to deposit faxes. Depending on which other FaxMemo applications you are using with Walkaway Fax, mailbox owners may be able to use the same inbound line

group to retrieve the faxes on line, or you may need fax groups on an outbound line

group so that users can deliver their faxes to fax machines.

FaxMemo Hardware Configuration Rules

Rule #l: Every voice port that either sends or rece’nres a fax must have

It is easier to plan fax cards if you familiarize yourself with these five hardware

configuration rules.

access to a fax channel.

Any call that either deposits a fax or retrieves a fax message on line (caller is calling

from a fax phone) must be answered by a voice port with access to a fax channel. Likewise, any outbound call that delivers a fax must be made from a voice port with access to a fax channel. Voice ports in line groups that are not assigned to a fax

group cannot send or receive faxes.

Fax channels do not have to be assigned in a one-to-one relationship with voice ports. Because the FaxMemo cards use the h4VIP bus to communicate with the line

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