Panasonic KX-TVP100E, KX-TVP100, KX-TVP100B Instruction Manual
Voice Processing System
Panasonic
TVP100
VOICE PROCESSING SYSTEM KX-TVP100
NSTALLATION
I
ANUAL
Please read this manual before connecting
the Voice Processing System.
M
MODEL
KX-TVP100E
APPROVED for connection to
telecommunication systems
specified in the instructions for
use subject to the conditions set
out in them.
606168
i
Precaution
WARNING
THIS UNIT MAY ONLY BE INSTALLED AND SERVICED BY QUALIFIED
SERVICE PERSONNEL.
WHEN A FAILURE OCCURS WHICH RESULTS IN THE INTERNAL PARTS
BECOMING ACCESSIBLE, DISCONNECT THE POWER SUPPLY CORD
IMMEDIATELY AND RETURN THIS UNIT TO YOUR DEALER.
DISCONNECT THE TELECOM CONNECTION BEFORE DISCONNECTING
THE POWER CONNECTION PRIOR TO RELOCATING THE EQUIPMENT, AND
RECONNECT THE POWER FIRST.
THIS UNIT IS EQUIPPED WITH AN EARTHING CONTACT PLUG. FOR
SAFETY REASONS THIS PLUG MUST ONLY BE CONNECTED TO AN
EARTHING CONTACT SOCKET WHICH HAS BEEN INSTALLED
ACCORDING TO REGULATIONS.
THE POWER SOCKET WALL OUTLET SHOULD BE LOCATED NEAR THIS
EQUIPMENT AND BE EASILY ACCESSIBLE.
THE POWER CARD/MAINS PLUG IS USED AS THE DISCONNECT DEVICE.
NOTE • This Installation Manual does not show complete model numbers that indicate
the country where your models should be used. The model number of your unit
is found on the label affixed to the unit.
MODEL NO. – – – – – – – –
(label)
73/23/EEC
89/336/EEC
92/31/EEC
93/68/EEC
Precaution
FOR YOUR SAFETY PLEASE READ THE FOLLOWING TEXT
CAREFULLY.
This appliance is supplied with a moulded three pin mains plug for your safety and convenience.
A 5 amp fuse is fitted in this plug.
Should the fuse need to be replaced please ensure that the replacement fuse has a rating of 5 amps and
that it is approved by ASTA or BSI to BS1362.
Check for the ASTA mark or the BSI mark on the body of the fuse.
If the plug contains a removable fuse cover you must ensure that it is refitted when the fuse is replaced.
If you lose the fuse cover the plug must not be used until a replacement cover is obtained.
A replacement fuse cover can be purchased from your local Panasonic Dealer.
IF THE FITTED MOULDED PLUG IS UNSUITABLE FOR THE SOCKET OUTLET IN YOUR HOME
THEN THE FUSE SHOULD BE REMOVED AND THE PLUG CUT OFF AND DISPOSED OF SAFELY.
THERE IS A DANGER OF SEVERE ELECTRICAL SHOCK IF THE CUT OFF PLUG IS INSERTED
INTO ANY 13 AMP SOCKET.
If a new plug is to be fitted please observe the wiring code as shown below.
If in any doubt please consult a qualified electrician.
WARNING : THIS APPLIANCE MUST BE EARTHED.
IMPORTANT : The wires in this mains lead are coloured in accordance with the following code:
Green-and-Yellow : Earth
Blue : Neutral
Brown : Live
As the colours of the wire in the mains lead of this appliance may not correspond with the coloured
markings identifying the terminals in your plug, proceed as follows.
The wire which is coloured GREEN-AND-YELLOW must be connected to the terminal in the plug which
is marked with the letter E or by the Earth symbol or coloured GREEN or GREEN-AND-YELLOW.
The wire which is coloured BLUE must be connected to the terminal in the plug which is marked with
the letter N or coloured BLACK.
The wire which is coloured BROWN must be connected to the terminal in the plug which is marked with
the letter L or coloured RED.
ii
Precaution
How to replace the fuse : Open the-fuse compartment with a screwdriver and replace the fuse and fuse
cover.
FUSE
IMPORTANT INFORMATION
Do not connect KX-TVP100E to any AC outlet other than the standard AC 230–240V, 50Hz.
Ringer Equivalence Number (REN):
This relates to the performance of the apparatus when used in combination with other items of apparatus. It enables the
calculation of the maximum number of items of apparatus that may be connected simultaneously to the line by
summing the REN values of each items. A BT supplied instrument has a REN value of 1 unless otherwise marked. A
maximum REN value of 4 should not be exceeded. The REN value of this apparatus is 3.
Connection:
EThe apparatus is suitable for connection to a direct exchange line on the PSTN or via a compatible PBX.
EThe apparatus is not suitable as an extension to a payphone and should not be used on lines with shared
services.
EIt cannot be guaranteed that the apparatus will operate under all possible conditions of connection to compatible
PBX's.
This apparatus has been approved for the use of the following facilities:
1) Voice Mail Service
2) Auto-calling
3) Auto-answering
4) Auto-clearing
5) PBX timed break register recall
6) MF signalling
7) LD signalling
Any other usage will invalidate the approval of the apparatus if as a result, it then ceases to conform to the standards
against which approval was granted.
Any cases of difficulty should be referred in the first instance to the supplier of the apparatus.
iii
iv
• Keep the unit away from heating appliances and electrical noise generating devices
such as fluorescent lamps, motors and television. These noise sources can interfere
with the performance of the Voice Processing System.
• This unit should be kept free of dust, moisture, high temperature (more than 40˚C /
104˚F) and vibration, and should not be exposed to direct sunlight.
• Never attempt to insert wires, pins, etc. into the vents or other holes of this unit.
• If there is any trouble, disconnect the unit from the telephone line. Plug the
telephone directly into the telephone line. If the telephone operates properly, do not
reconnect the unit to the line until the trouble has been repaired by an authorized
Panasonic Factory Service Center. If the telephone does not operate properly,
chances are that the trouble is in the telephone system, and not in the unit.
• Do not use benzine, thinner, or the like, or any abrasive powder to clean the
cabinet. Wipe it with a soft cloth.
• Do not drop this unit to avoid the damage to the hard disk.
DATE OF PURCHASE
NAME OF DEALER
DEALER’S ADDRESS
Attention
WARNING: TO PREVENT FIRE OR SHOCK HAZARD, DO NOT EXPOSE
THIS PRODUCT TO RAIN OR ANY TYPE OF MOISTURE.
The serial number of this product may be found on the label affixed to the bottom
of the unit. You should note the serial number of this unit in the space provided
and retain this book as a permanent record of your purchase to aid in identification
in the event of theft.
MODEL NO.:
SERIAL NO.:
For your future reference
v
How To Use This Manual
This manual consists of 7 chapters as follows:
— Chapter 1 Overview — explains the outline of the Voice
Processing System (VPS).
— Chapter 2 System Installation — explains the basic
system installation and wiring instructions, as well as how to
install the optional cards.
— Chapter 3 Detailed Feature and Service Descriptions
— explains all features and services in alphabetical order.
It also provides information about the programming required,
conditions and related features.
— Chapter 4 System Administrator’s Guide — explains
terminal based programming through the System
Administrator Interface.
— Chapter 5 System Manager’s Guide — explains
telephone based programming through the System Manager
Mailbox.
— Chapter 6 Message Manager’s Guide — explains
message management, recording system prompts and
company greetings through the Message Manager Mailbox.
— Chapter 7 Maintenance — explains Utility Commands,
System Usage Reports, Initializing the System and
Troubleshooting Guide.
— Specifications
— Index
— Worksheets
vi
Terms to Know
There are terms used throughout this manual.
— System Administrator
The person in charge of system setup tasks such as setting
system parameters and running reports using a data terminal.
— System Manager
The person in charge of daily management of system, such as
creating and deleting mailboxes, changing system parameters,
using touch-tone telephone.
— Message Manager
The person in charge of recording prompts used on systemwide basis.
The Message Manager is also responsible for answering
operator-seeking calls and handling messages left in the
General Delivery Mailbox as an operator.
— Subscriber
The owner of a personal mailbox. Subscribers can retrieve
their messages (left by callers) from any touch-tone
telephone.
Subscribers can also access various features of the VPS by
accessing their own mailboxes.
— Non-Subscriber
Outside callers who do not have their mailboxes. They can
select a mailbox to leave a message by pressing DTMF
keypad of their telephone. As to rotary callers, they can be
automatically sent to the General Delivery Mailbox or the
operator.
— Mailbox
A storage place for messages on the VPS. A Subscriber
(mailbox owner) can access many functions by dialing it.
Also, mailboxes are usually associated with an extension that
is often the same number.
— Port
An interface between the telephone line and the VPS. The
VPS can have a maximum of four ports, so it can handle
four calls at a time.
— Prompts
A recorded list of options or a guidance message played to
the user.
System Prompt......................set in English at the factory
User Prompt ..........................to be recorded by the Message
(User 1 and User 2) Manager so that Multi-Lingual
Service can be available
Contents
(KX-TVP100 Installation Manual)
Chapter 1 Overview
1.1 Introduction .......................................................................................... 1-2
1.2 Call Services ......................................................................................... 1-4
1.3 Other Features ..................................................................................... 1-7
1.4 Outline Caller Handling ..................................................................... 1-9
1.5 Configuration ........................................................................................ 1-10
1.6 Guidelines for Preparation................................................................. 1-11
1.7 Mailbox Management .......................................................................... 1-15
1.8 System Diagnosis .................................................................................. 1-17
Chapter 2 System Installation
2.1 System Components ............................................................................. 2-2
2.1.1 Port Card ..................................................................................... 2-4
2.1.2 CPU Card ................................................................................... 2-4
2.1.3 Hard Disk Drive......................................................................... 2-5
2.2 Installation ............................................................................................ 2-6
2.2.1 Preparation .................................................................................. 2-6
2.2.2 System Expansion ...................................................................... 2-7
2.2.3 Extension or CO Line Connection............................................ 2-11
2.2.4 Data Terminal or Printer Connection ........................................ 2-15
2.2.5 Power Cable Connection ........................................................... 2-18
Chapter 3 Detailed Feature and Service Descriptions
A Alternate Extension Group.................................................................... 3-3
Auto Configuration (D-PITS Only)...................................................... 3-3
Auto Forwarding .................................................................................... 3-3
Automated Attendant Service ............................................................... 3-4
B Broadcasting Messages.......................................................................... 3-7
Busy Coverage Mode ............................................................................ 3-7
C Callback Number Entry ......................................................................... 3-7
Call Blocking ......................................................................................... 3-9
Call Screening ........................................................................................ 3-9
Call Services .......................................................................................... 3-9
Contents 0-1
Contents
Call Transfer Status............................................................................... 3-10
Class of Service..................................................................................... 3-12
Company Greetings ............................................................................... 3-12
Covering Extension ............................................................................... 3-13
Custom Service...................................................................................... 3-13
D Day Service ............................................................................................ 3-19
Daylight Saving Time Assignment ....................................................... 3-19
Department Dialing ............................................................................... 3-19
Dialing by Name ................................................................................... 3-20
Direct Mailbox Access (D-PITS Only)................................................ 3-21
D-PITS ................................................................................................... 3-21
E Extension Group .................................................................................... 3-22
Extension Numbering Plan ................................................................... 3-22
External Message Delivery List ............................................................ 3-22
External Message Delivery Service...................................................... 3-22
External Message Delivery Status ........................................................ 3-24
F Fax Management ................................................................................... 3-24
G Group Distribution List, Personal......................................................... 3-25
Group Distribution List, System........................................................... 3-25
H Hold........................................................................................................ 3-26
Holiday Service ..................................................................................... 3-26
I Inband..................................................................................................... 3-26
Incomplete Call Handling Service........................................................ 3-29
Intercom Paging (D-PITS Only) ........................................................... 3-30
Interview Service ................................................................................... 3-31
L Live Call Screening (D-PITS Only)..................................................... 3-32
Logical Extension (All Calls Transfer to Mailbox) ............................ 3-33
M Mailbox .................................................................................................. 3-33
Mailbox Group ....................................................................................... 3-35
Message Delivery, Internal ................................................................... 3-36
Message Delivery Status ....................................................................... 3-36
Message Reception Mode ..................................................................... 3-37
Message Scan ......................................................................................... 3-37
Message Transfer................................................................................... 3-38
Message Waiting Notification-Device .................................................. 3-38
0-2 Contents
Contents
Message Waiting Notification-Lamp .................................................... 3-41
Multi-Lingual Service ............................................................................ 3-42
N No-Answer Coverage Mode .................................................................. 3-46
O Operator Service .................................................................................... 3-46
P PBX Integration ..................................................................................... 3-47
Personal Greetings ................................................................................. 3-48
Play System Prompt After Personal Greeting ..................................... 3-49
Port Service ............................................................................................ 3-49
Private Message ..................................................................................... 3-50
R Receive Message ................................................................................... 3-50
Record Message..................................................................................... 3-51
Reply to Message Sender ...................................................................... 3-51
Rotary Telephone Service ..................................................................... 3-52
S Selection Menu ...................................................................................... 3-52
Service Access Commands ................................................................... 3-53
Special Feature Authorization............................................................... 3-53
System Clock ......................................................................................... 3-54
System Reports ...................................................................................... 3-54
T Two-Way Recording (D-PITS Only) ................................................... 3-55
U Utility Commands.................................................................................. 3-56
V Voice Mail Service ................................................................................ 3-56
Voice Prompts ....................................................................................... 3-58
Chapter 4 System Administrator’s Guide
4.1 System Administrator’s Function ...................................................... 4-2
4.2 Using the Interface .............................................................................. 4-4
4.2.1 Keyboard Operation ................................................................... 4-4
4.2.2 Programming Guidance .............................................................. 4-5
4.3 Startup System..................................................................................... 4-6
4.3.1 Quick Setup ................................................................................ 4-8
4.4 Programming Menu Structure Diagram.......................................... 4-16
4.5 Programming the System Parameters.............................................. 4-18
4.5.1 Setting up Mailboxes ................................................................. 4-19
Contents 0-3
Contents
4.5.2 Setting COS (Class of Service) Parameters ............................. 4-27
4.5.3 Port Service ................................................................................ 4-37
4.5.4 Service Settings .......................................................................... 4-40
4.5.5 System Parameter Settings ......................................................... 4-53
4.5.6 Hardware Settings ...................................................................... 4-76
4.5.1.1 Creating and Editing Mailboxes .................................... 4-19
4.5.1.2 Deleting a Mailbox......................................................... 4-25
4.5.1.3 Resetting a Mailbox Password ....................................... 4-25
4.5.1.4 Listing Mailboxes ........................................................... 4-26
4.5.2.1 Class of Service Setting ................................................. 4-27
4.5.2.2 Special Feature Authorization ........................................ 4-32
4.5.3.1 Port Assignment .............................................................. 4-37
4.5.4.1 Automated Attendant Parameters ................................... 4-40
4.5.4.2 Custom Service ............................................................... 4-50
4.5.5.1 System Group Assignment............................................. 4-53
4.5.5.2 Day Service..................................................................... 4-57
4.5.5.3 Holiday Setting ............................................................... 4-58
4.5.5.4 Daylight Saving Time ..................................................... 4-61
4.5.5.5 Prompt Setting................................................................. 4-62
4.5.5.6 Other Parameters ............................................................. 4-63
4.5.6.1 RS-232C Parameters....................................................... 4-76
4.5.6.2 Port Setting ...................................................................... 4-77
4.5.6.3 PBX Interface Parameters .............................................. 4-78
Chapter 5 System Manager’s Guide
5.1 System Manager’s Function............................................................... 5-2
5.2 Accessing the System Manager’s Mailbox....................................... 5-3
5.3 Setting up Mailboxes........................................................................... 5-4
5.3.1 Creating and Editing a Mailbox................................................ 5-4
5.3.2 Deleting a Mailbox .................................................................... 5-6
5.3.3 Deleting a Mailbox Password .................................................... 5-6
5.4 Setting COS (Class of Service) Parameters..................................... 5-7
5.5 Setting the System Clock .................................................................... 5-11
5.6 Checking System Usage (System Reports) ....................................... 5-12
5.6.1 Obtaining System Reports ......................................................... 5-12
5.6.2 Clearing the Reports .................................................................. 5-13
0-4 Contents
Contents
5.7 Delivering Messages ............................................................................. 5-14
5.7.1 Delivering Messages to All Mailboxes
(Broadcasting Messages) ............................................................ 5-14
5.7.2 Delivering Messages to Specified Mailboxes ........................... 5-14
5.7.3 Checking Mailbox Distribution ................................................. 5-15
5.8 Customizing the System Manager’s Mailbox .................................. 5-16
5.9 Listening to Messages ......................................................................... 5-17
Chapter 6 Message Manager’s Guide
6.1 Message Manager’s Function ............................................................. 6-2
6.2 Accessing the Message Manager’s Mailbox ..................................... 6-3
6.3 Managing the General Delivery Mailbox ......................................... 6-5
6.3.1 Listening to Messages................................................................ 6-5
6.3.2 Transferring Messages ............................................................... 6-6
6.4 Setting up Message Waiting Notification......................................... 6-7
6.4.1 Setting Message Waiting Lamp Status ..................................... 6-7
6.4.2 Setting Notification by Calling Status ...................................... 6-7
6.4.2.1 Setting Device Status ...................................................... 6-7
6.4.2.2 Assigning Notification Numbers.................................... 6-8
6.5 Customizing the Message Manager’s Mailbox................................ 6-10
6.5.1 Message Manager’s Password ................................................... 6-10
6.5.2 Operator’s Extensions ................................................................ 6-10
6.6 Setting the System Clock .................................................................... 6-11
6.7 Recording Company Messages .......................................................... 6-12
6.7.1 Recording Company Greetings .................................................. 6-12
6.7.2 Recording Company Name........................................................ 6-12
6.7.3 Recording Department Dialing Menu Messages ...................... 6-13
6.7.4 Recording Custom Service Menu Messages ............................. 6-14
6.7.5 Recording Voice Labels for Mailbox Lists .............................. 6-15
6.7.6 Recording User Prompts ............................................................ 6-15
6.7.7 Recording Selection Menus ....................................................... 6-16
List of Modifiable Prompts ................................................................ 6-18
Chapter 7 Maintenance
7.1 Utility Commands................................................................................ 7-2
Contents 0-5
Contents
7.1.1 Off-line Set (OFLN) .................................................................. 7-2
7.1.2 On-line Set (ONLN) .................................................................. 7-3
7.1.3 Set Password (PASS)................................................................. 7-3
7.1.4 Set Time (TIME) ....................................................................... 7-4
7.1.5 Print Reports at Specified Time (PSET) .................................. 7-5
7.1.6 Error Log Display (ELOG) ....................................................... 7-5
7.1.7 Saving the System Data to the
7.1.8 Loading the Saved Data to the VPS (LOAD) ......................... 7-9
7.1.9 Print All of the VPS Parameters (GPRN) ................................ 7-10
7.1.10 Program Version Display (VERS) ............................................ 7-10
7.1.11 Custom Service Report (CREP)................................................ 7-11
7.1.12 Custom Service Menu Access Count Clear
7.1.13 Message Waiting Lamp Retry Times (MWL) ......................... 7-12
7.1.14 Setting Minimum Recording Length (MRL) ............................ 7-12
7.1.15 Modified Prompt List (MPLT) .................................................. 7-13
7.1.16 Utility Command List (HELP).................................................. 7-14
7.1.17 Quick Setup (QSET).................................................................. 7-14
Backup Device (SAVE) ........................................................ 7-7
(CCLR) ................................................................................... 7-11
7.2 System Reports ..................................................................................... 7-15
7.2.1 Mailbox Assignments................................................................. 7-15
7.2.2 COS (Class of Service) Assignments ....................................... 7-16
7.2.3 System Service Report............................................................... 7-17
7.2.4 Call Account Report .................................................................. 7-18
7.2.5 Port Usage Report ...................................................................... 7-18
7.2.6 Disk Usage Report ..................................................................... 7-19
7.2.7 Mailbox Usage Report ............................................................... 7-20
7.2.8 Fax Call Report .......................................................................... 7-22
7.3 Initializing the System ......................................................................... 7-23
7.4 Troubleshooting Guide ........................................................................ 7-25
Specifications
Index
Worksheets
0-6 Contents
Chapter 1
Overview
This chapter describes the outline of the
Voice Processing System (VPS).
Contents
1.1 Introduction .......................................................... 1-2
1.2 Call Services.......................................................... 1-4
1.3 Other Features...................................................... 1-7
1.4 Outline Caller Handling ...................................... 1-9
1.5 Configuration........................................................ 1-10
1.6 Guidelines for Preparation .................................. 1-11
1.7 Mailbox Management .......................................... 1-15
1.8 System Diagnosis .................................................. 1-17
1.1 Introduction
Welcome to the Panasonic Voice Processing System
The Voice Processing System (VPS) is a flexible, automated communication tool
that may have a profound effect on the productivity of your work place.
The TVP100 is a 4-port system. It can store up to six hours of voice data. Each
VPS port is connected to an extension port of a PBX. How the VPS and PBX communicate is quite simple. The PBX thinks that the VPS is a single line telephone.
The VPS will mimic all the actions that a live attendant would carry out from an
ordinary single line telephone. The voice prompts help you command the VPS.
You can communicate with the VPS using keys on your phone.
The VPS enables you to receive and deliver messages using mailboxes which are
assigned to each of you. You can control all your calls responding to voice
prompts with the touch of a key entry on a phone, even if you are away from your
office. The VPS follows your instructions quickly and gives you reliable, accurate
services. Whether you are out of the office, on the phone, or just unavailable to
answer the phone, the VPS handles all your calls accordingly. For example, transferring to an extension directly, paging over the intercom system, taking a message
in a mailbox, and so forth.
If messages arrive in your mailbox, the VPS will notify you by using a lamp on the
phone, a beeper or a telephone call. With this feature, you do not have to worry
about missing important calls.
Exchanging information with the VPS is fast and simple. You can leave a voice
message without speaking directly to the recipient by accessing the desired mailbox.
You do not need any extra paperwork. The editing function in the system enables
you to review and change messages. Also you can assign a password to your message to protect it from being heard by any other person.
The VPS increases the value of time spent in your business and personal life by
minimizing paperwork. It sends messages and notifies you of new messages at the
exact time you designate. It never wastes time by tying you up with lengthy calls.
For both you and outside callers, the VPS will contribute greatly to the growth of
your telephone service.
1-2 Overview
1.1 Introduction
The VPS provides four incoming call services: Automated Attendant service,
Voice Mail service, Custom service, or Interview service. A number of features
incorporated into the VPS can be carried out depending upon your communication
needs. By assigning one of the incoming call services to a VPS port, people who
dial the VPS telephone number can select specific communication features by responding to the voice prompts. You can use the VPS as a backup receptionist to
handle the overflow of unanswered calls to your live attendant. Or you can use the
system to guide your callers to the services you provide. The VPS is equipped
with many convenient features which will allow you to create an effective communication system to suit your needs.
Overview 1-3
1.2 Call Services
You can set the VPS to answer incoming calls with the following four call services: Automated Attendant service, Voice Mail service, Custom service, or Interview service. These services can be assigned to each VPS port. See Port Assign-
ment in Chapter 4.
Each service can not only be assigned to a VPS extension as an independent service, but also can be used in combination with other services. Refer to these four
services in Chapter 3.
Callers can also access the Automated Attendant service and Voice Mail service
any time by pressing the appropriate Service Access Command key during the
other call services (see Service Access Command in Chapter 3).
Automated Attendant Service
When callers reach this service, they will hear a list of options. Callers can reach
their desired party by entering the extension number followed by [#]. Callers may
also dial by department (Department Dialing) or by name (Dialing by Name).
The VPS responds to the command by either routing the caller to the extension or
the operator. When a station is specified, the call will be treated with the Call
Transfer status set up by each station:
— Call Blocking
You can block incoming calls so as not to be connected with your extension.
— Call Screening
The VPS tells you the caller’s name before connecting the call. You can decide
whether or not to answer the call.
— Intercom Paging
The VPS pages you over the intercom paging system.
— Calling a Beeper
The VPS calls your beeper and displays the caller’s callback number on the beeper
display.
For further information, refer to Call Transfer Status in Chapter 3. You also have
the option of not setting a Call Transfer Status. Call will be directly connected
with your extension. Even if the extension is busy or there is no answer, the VPS
will handle the call with one of the following:
— Hold
When the extension is busy, the caller has the option of holding the call temporarily. After a short period, the VPS will call the extension again.
— Leaving a Message
The caller is automatically transferred to the mailbox of the extension.
1-4 Overview
1.2 Call Services
— Transfer to the Covering Extension
The call is transferred to the covering extension which handles the call by its own
Call Transfer status.
— Intercom Paging
The VPS pages you over the intercom paging system.
— Calling a Beeper
The VPS calls your beeper and displays the caller’s callback number on the beeper
display.
— Calling the Operator
The caller can talk to the operator.
— Returning to the Automated Attendant Top Menu
The call is sent back to the top menu of the Automated Attendant service and may
have the option of calling another extension.
You can activate several options simultaneously so that the caller can choose one
among them. See Incomplete Call Handling Service in Chapter 3 which describes this in detail.
Voice Mail Service
This service is a voice message receiving and delivery service which allows callers
to leave messages. After accessing this service, callers reach the desired mailbox
by entering the mailbox number followed by [#]. Meanwhile, you can use other
versatile features (Subscriber service):
— Message Scan
You can listen to the first four seconds of each recorded message.
— Receive Message
You can playback messages.
— Message Transfer
After listening to the messages, you can transfer them to other mailboxes with your
additional comments.
— Message Delivery, Internal
The VPS will automatically deliver your message to other mailboxes.
— Private Message
You can prohibit your message from being transferred to other mailboxes.
— Group Distribution List, System/Personal
You can send the identical message to several mailboxes with a single operation.
— Extension Group
You can share one mailbox with other people in your company.
Overview 1-5
1.2 Call Services
— Message Delivery Status
You can check if your message has been already sent to the desired destination.
See Chapter 3 for other available features. And for Subscribers, the Subscriber’s
Guide has been edited to show how to use these features from a telephone.
Your VPS messages are safely locked in a mailbox guarded by a password known
only to you. The VPS also reduces “telephone tag” and illegibly-written messages
as well as giving you a confidential form of communication. Likewise, this service
can be used to encourage development of concise messages, making it an efficient
time-management tool. For example, you can minimize interruptions when you
need to focus on work at hand by forwarding your calls to the VPS. The Voice
Mail service can also be a reminder service, by scheduling messages to yourself.
Interview Service
When most of your callers will want a service like service scheduling and order
taking, using the interview mailbox. It will help you gather concise information in
a methodical way. You can set up a questionnaire mailbox with as many as ten
questions, and obtain specific information from customers calling the VPS. When
callers access this mailbox, they can leave messages responding to a series of questions presented to them. An interview mailbox can be assigned to each mailbox
owner depending upon the Class of Service setting. Therefore, the questions can
be recorded by the owner of the interview mailbox by telephone. One of the interview mailboxes can be used for the Interview service on a port basis.
Custom Service
By assigning specific functions to the telephone keypad digits, callers can access
the services or people they need. This service is the key to making your business
stronger. For example, the VPS can give your customers 24-hour service: they can
leave orders in mailboxes, obtain product information, or notify your service staff
of an emergency. Callers can reach their desired extensions or mailboxes by selecting a key one by one. On the other hand, callers can skip the Custom service
menus to go to either the desired party or mailbox.
The System Administrator is responsible for programming each custom service
menu. The custom service menu messages are recorded by the Message Manager.
In regarding the Custom service and Interview service, it is necessary to program
the details on your own. You will find a programming example in Chapter 3. See
Custom Service and Interview Service.
1-6 Overview
1.3 Other Features
Some of the mailbox features are restricted in some mailboxes. The following features are only available to mailbox owners who are authorized by the Class of Service (COS) setting.
Message Waiting Notification
The VPS will notify you of messages which came in your mailbox by illuminating
the message waiting lamp on your extension and by calling a pre-programmed telephone or beeper. The telephone number of the caller can be displayed on the
beeper instead of a VPS extension number. In this case, you can directly contact
with the caller in an emergency without retrieving the message in the mailbox.
When you often work out of the office, this service eliminates the need to regularly
check your mailbox. Also up to two time frames can be set on each day of the
week. You can not only concentrate on your work but also deal with an urgent
matter wherever you are.
External Message Delivery
In addition to message delivery to other mailboxes, the VPS can send your message to people outside of your company. You can also set the delivery date and
time. When the set time comes, the VPS will call the destination. The VPS voice
prompts will tell the receiver to receive the message. Only the person who knows
the password can listen to the message. With the password (four digits), the VPS
gives you a reliable, confidential communication service.
Auto Forwarding
You can set the unreceived messages to be forwarded or copied automatically to
another mailbox. With this feature, you can assign your job to another extension
on your day-off.
When the VPS is connected to a Panasonic KX-TD series telephone system with
D-PITS Voice Mail Integration, the following convenient features will enhance the
mailbox operation.
Live Call Screening (LCS)*
LCS is like having an answering machine right at your desk. It combines the functions of the VPS with a proprietary telephone set. When the LCS feature is activated, you can monitor incoming messages to the mailbox, and decide whether or
not to take the call.
Overview 1-7
1.3 Other Features
Two-Way Recording*
This feature reduces the trouble of writing down messages. You can record a conversation in the mailbox or another person’s mailbox while talking on the phone.
If you press the feature key on your proprietary telephone, the VPS will start to
record your telephone conversation.
Direct Mailbox Access*
You can reach your mailbox by simply dialing a VPS extension without dialing
your mailbox number. All you have to do is to enter the correct password.
* Applicable only when you have a Panasonic KX-TD series telephone system and the D-PITS
Voice Mail Integration is activated.
Chapter 3 describes these features in detail.
1-8 Overview
1.4 Outside Caller Handling
The VPS helps the callers access his desired party. The VPS plays voice prompts
to instruct him what to do next. The caller has only to press the suitable key on the
phone following the voice prompts.
Even rotary telephone callers can make use of the VPS. The system can be set to
send callers to the operator or the General Delivery Mailbox (G.D.M.). When they
leave messages in the G.D.M., the Message Manager will transfer the message to
other mailboxes. See Rotary Telephone Service in Chapter 3.
With the VPS, you can also communicate with people all over the world. To expand your business field, the VPS has been designed to support up to three languages. Callers can choose the language of the instructions of the VPS. The first
language, English, is recorded at the factory. The second and the third languages
are recorded by the Message Manager according to your business needs. See
Multi-Lingual Service and Voice Prompts in Chapter 3.
When the callers accesses the VPS, he is greeted by one of 32 company greetings.
The Message Manager records the greetings so that they greet the callers properly
also on holidays or in after-hours. See Company Greetings in Chapter 3.
The VPS connects the caller who needs a human help with the operators. He can
reach a live operator by pressing [0] at any time. Up to three operators can be assigned in case the first operator answer the call. See Operator Service in Chapter
3.
Callers can access the desired extension by dialing a one-digit number (1–9) when
they are in the Department Dialing menu. For callers to access the Department Dialing service, the Service Access Command [#] [3] is available. See Department
Dialing in Chapter 3.
Some callers who do not know the number of their desired extensions or mailboxes
may be unable to enter the correct number when asked by the VPS. However, they
can also reach the desired party by dialing the first three or four letters of the persons’ last name. For callers to access this feature, the Service Access Command
[#] [1] is available. See Dialing by Name in Chapter 3.
Because written communication is also essential to enhance the efficiency of your
business capability, you may want to have fax calls received frequently. To avoid
being interrupted by fax signals, the VPS identifies a fax call and transfers it to a
fax extension for you. Up to two fax extensions can be specified as the destination,
so that one serves as a backup for the other. The system notifies a specified person
whether the fax call was successfully completed. See Fax Management in Chapter 3.
Overview 1-9
1.5 Configuration
D1232
DIGITAL SUPER HYBRID SYSTEM
Panasonic
VPS Connections to the PBX
TVP100
VOICE PROCESSING SYSTEM KX-TVP100
Panasonic
(CO Line)
Fax
RS-232C Interface
Data Terminal
Subscriber
System Manager
Message Manager
(Operator)
Panasonic
DIGITAL
Panasonic
DIGITAL
Panasonic
CO Line
1-10 Overview
1.6 Guidelines for Preparation
Programming
System Administrator
The System Administrator is responsible for setting up system parameters, administrating the parameters, or diagnosing the system with the use of an interactive
screen based program. The VPS can be programmed using VT100, Compatible
Terminals or other ASCII Terminals. On top of each screen display in this manual,
you will find a programming instruction indicated by an arrow (see page 4-5).
This will help you locate the desired programming screen quickly.
To begin with, confirm that the system installation preparations are complete and
that the rotary switch is set to the right value (see Chapter 2).
After you finish system startup, we recommend that you employ the Quick Setup
feature. This provides a quick way of setting up the VPS for basic Voice Mail or
Automated Attendant service. It includes mailbox creation, incoming call service
setting for all ports, time setting, password setting and several other programming
items which must be done initially in order to start the VPS operation. See Quick
Setup in Chapter 4.
The VPS provides a remarkable setup which is a combination of the startup system
and the Quick Setup. In other words, the Quick Setup can be done automatically
when you start up the VPS when D-PITS Voice Mail Integration with a Panasonic
KX-TD series telephone system is activated (see page 4-3). The VPS obtains necessary information from your PBX over data link: extension numbers which the
VPS refers to create mailbox and the time. See Auto Configuration in Chapter 3.
If you select the Program mode at the System Administration top menu (see page
4-7), you can customize the VPS:
— Mailbox Setting
You can edit the parameters of each mailbox. Also, you can set parameters for the
Message Waiting Notification-Device feature, including the time frame setting.
— Class of Service
You can define a set of services (1–64) available for each mailbox.
— Port Service
You can assign one of four incoming call services to each VPS port. According to
the set port service, you need to select a proper company greeting.
— Service Setting
You can set up some features which are related to the Automated Attendant service: Department Dialing, Operator Service, Alternate Extension.
Overview 1-11
1.6 Guidelines for Preparation
Furthermore, you can program the Custom service by assigning a specific functions or services to each key.
— System Parameter Setting
• System Group Assignment
You can set up mailbox groups and extension groups. Up to 20 group lists can
be programmed respectively.
• Holiday Setting
You can specify the incoming call service parameters which will be used on
holidays.
• Daylight Saving Time
You can set the VPS to adjust the clock for daylight savings time.
• Prompt Setting
You can program the Multi-Lingual service.
• Other Parameters
You can specify the parameters used for outgoing call services: Message Waiting Notification, External Message Delivery.
You can allow callers to hold when the line is busy.
You can define how to handle rotary telephone callers.
You can program the intercom paging parameters in accordance with your PBX.
You can enable the VPS to transfer fax calls to the fax machine automatically.
— Hardware Setting
You can modify RS-232C parameters.
You can also specify the dialing parameters such as an integration mode to your
PBX.
Chapter 4 describes in detail how to set these parameters.
Telephone Programming
The System Manager and the Message Manager can also log in the VPS by telephone to change the system parameters and to record the voice prompts.
To log in by telephone, call the VPS and gain access to the Voice Mail service.
Then enter the star key and one of their mailbox numbers. You can set the password (up to eight digits) to prevent other people from logging into these two mailboxes.
1-12 Overview
1.6 Guidelines for Preparation
System Manager
You can change the system parameters through the System Manager’s mailbox.
In the System Manager’s main command menu, you can coordinate the VPS, even
though some of the programming items overlap those by the System Administrator:
— Setting up Mailboxes
You can assign a mailbox to people in your company. Up to 62 mailboxes can be
created excluding the System Manager’s mailbox and the Message Manager’s
mailbox.
On the other hand, you can delete a mailbox. Or you can delete a mailbox password so that the mailbox owner can reset the password.
— Setting Class of Service (COS) Parameters
You can define each set of services (1–64) available for the mailbox owners. Class
of Service determines the mailbox capacity, whether or not to enable the special
features and so forth. It is also possible to assign a sub-mailbox called an Interview mailbox. The mailbox owner who has this mailbox can record questionnaires
to the callers.
— Setting the System Clock
You can set the time after a prolonged power loss.
— Checking System Usage
You can obtain eight types of system reports to monitor the VPS operating status.
There is a feature called Broadcasting Messages which is unique to the System
Manager. You can deliver a message to all the mailbox owners at the same time.
For example, you can report the schedule of a company event. You do not have to
type a letter or make copies and deliver them to all the people in your company.
By using Broadcasting Messages, your message is distributed through the VPS.
When you program, refer to Chapter 5.
Message Manager
Via the Message Manager’s mailbox, you can record voice prompts which are
played to callers, such as company greetings, department dialing menu messages
and so on.
In the Message Manager’s main command menu, you can manage following items:
— Recording Company Greetings
You can record up to 32 company greetings which played to callers when they
reach the VPS.
Overview 1-13
1.6 Guidelines for Preparation
— Recording Company Name
When the person who receives an external message fails to enter the password
which is assigned to that message, he receives the recorded company name.
— Recording Department Dialing Menu Messages
You can record the voice prompts that will guide callers to a speed dialing feature.
— Recording Custom Service Menu Messages
You can record the voice prompts that will guide callers to their desired service by
going down the layers of menus.
— Recording Voice Labels for Mailbox Lists
You can record a name for each mailbox list.
— Recording User Prompts
You can record the voice prompts in other languages to support the Multi-Lingual
service.
— Recording Selection Menus
You can record the language selection menu message that prompts callers to select
the desired language.
When you program, refer to Chapter 6.
1-14 Overview
1.7 Mailbox Management
When you have a mailbox, you are regarded as a Subscriber. You can receive and
send messages and answer incoming calls via a mailbox. Before you begin normal
operations, you have to log into the main command menu to customize your mailbox. You can set up your mailbox by telephone. Just call the VPS Voice Mail
service and enter the star key and your mailbox number. It is important to also
have a password (up to eight digits) to access the Subscriber service menu.
You have to set up your mailbox about the following before use:
— Recording your name
Played to the callers when they enter the spelling of your name to reach you.
— Recording Personal Greetings
Greet the callers who reach your mailbox. You can record three types.
— Setting up a Covering Extension
This extension may answer the call which you could not answer.
— Recording Questions for the Interview Mailbox
When you have an Interview mailbox by COS setting, callers can leave messages
by responding to your questions.
— Setting the Message Reception Mode
Specifies whether to receive messages in the usual mailbox or the Interview mailbox.
— Setting the Incomplete Call Handling Status
Specifies how to treat calls when you are unable to answer. Six options are available: leaving a message, covering extension transfer, intercom paging, calling a
beeper, operator transfer, or returning to top menu Automated Attendant service.
See Incomplete Call Handling Service in Chapter 3.
— Setting the Call Transfer Status
Specifies how the VPS should handle incoming calls before connecting them to
your extension. Five options are available; call blocking, call screening, intercom
paging, calling a beeper, or transferring directly to your extension. See Call
Transfer Status in Chapter 3.
You can also set the following additional features to use your mailbox more efficiently:
— Entry of Personal Group Distribution Lists
If you have put mailboxes together into a list, you can send the same message to
these mailboxes by simply specifying the mailbox group number (1–4). You can
create up to two lists with 20 entries per each list.
Overview 1-15
1.7 Mailbox Management
— Message Waiting Lamp Notification Setting
Specifies whether the VPS should notify you of recorded messages by illuminating
the message waiting lamp of your telephone. Authorization by the COS is required.
— Setting Notification by Calling
Specifies whether the VPS should notify you of recorded messages by calling a
pre-assigned telephone or a beeper. Authorization by the COS is required.
The Subscriber’s Guide will explain the above in detail.
1-16 Overview
1.8 System Diagnosis
Using a data terminal connected to a RS-232C port of the VPS, you can maintain
the VPS: running reports, backing up data, getting error logs. Besides the task of
programming the system (see Chapter 4), the System Administrator is responsible
for diagnosing the system (see Chapter 7).
System Reports
If you select the System Reports mode at the System Administration top menu (see
page 4-7), you can get detailed information about VPS activities.
The System Reports provide statistics on system-wide operation and usage of the
VPS. Therefore you can monitor various operational aspects of the VPS. These
reports can be printed or displayed on a terminal.
— Mailbox Assignments
— Class of Service Assignments
— System Service Report
— Call Account Report
— Port Usage Report
— Disk Usage Report
— Mailbox Usage Report
— Fax Call Report
For more information, see System Reports in Chapter 7. Also, running system reports can be done by telephone via the System Manager’s mailbox (See Chapter 5).
Utility Command
If you select the Utility Command mode at the System Administration top menu,
the following Utility Commands can be used:
— OFLN
You can turn off the call progressing mode of the VPS, used for deleting a mailbox.
— ONLN
You can restore the call progressing mode of the VPS.
— PASS
You can create and change system passwords.
— TIME
You can set the system date and time.
— PSET
You can set some of the system reports at designated time everyday.
Overview 1-17
Loading...