Toshiba CTX28 User Manual 3

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726+,%$ Digital Solutions Division

Voice Processing System

System Administrator Guide

June 2004

Publication Information

Toshiba America Information Systems, Inc., Digital Solutions Division, r es erves the rig ht, without prio r notice, to rev ise this information publicatio n for any reason, including, but not limited to, utilization of new advan ce s in th e sta t e of te chnical arts or to simply change the design of this document.

Further, T oshiba America Information Systems, Inc., Digital Solutions Division, also reserves th e right, without prior notice, to make such changes in equipment design or components as engine ering or manufacturing methods may w a rrant.

CTX-AG-GVMU-VA

Version A, June 2004

Digital Solutions Division

All rights reserved. No part o f thi s ma nual, covered by the copyrig hts hereon, may be reproduced in any form or by any means—graphic, electronic, or mechani ca l , in cl udi ng recording, taping, photocopying, or information retrieval systems—without express written permission of the publisher of this mater ia l.

Strata is a registered trademark of Toshiba Corporation. Stratagy is a registered trademark of Toshiba America Information

Systems, Inc. Trademark s, regis tere d trademar ks, and s ervic e marks are the prope rty

of their respective owners.

TOSHIBA AMERICA INFORMATION SYSTEMS, INC. (“TAIS”)

Digital Solutions Division License Agreement

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Toshiba America Information Systems, Inc. Digital Solutions Division

9740 Irvine Boulevard Irvine, California 92618-1697 United States of America

Toshiba America Information Systems, Inc.

Digital Solutions Divis io n

Limited Warranty

Toshiba America Information Systems, Inc., (“TAIS”) warrants that this voice processing equipment (except for fuses, lamps, and other consumables) will, upon delivery by TAIS or an authorized T AIS dealer to a retail customer in new condition, be free from defects in material and workmanship for twenty-four (24) months after delivery. This warranty is void (a) if the equipment is used under other than normal use and maintenance conditions, (b) if the equipment is modified or altered, unless the modification or alteration is expressly authorized by TAIS, (c) if the equipment is subject to abuse, neglect, lightning, electrical fault, or accident, (d) if the equipment is repaired by someone other than TAIS or an authorized TAIS dealer, (e) if the equipment’s serial n umb er is defaced or missing, or (f) if the equipment is installed or used in combination or in assembly with products not supplied by TAIS and which are not compatible or are of inferior quality, design, or performance.

Customer will, at its sole cost and expense, provide the necessary Uninterruptible Power Supply (UPS) equipment as specified by TAIS in the Strata CTX General Description for use with the Strata CTX28 voice processing system at all times. System failures and/or damages resulting from eith er not us ing a UPS with the Strata CTX28 voice processing system or the use of a UPS not equivalent to that specified by TAIS are not covered by this warranty.

The sole obligation of TAIS or Toshiba Corporation under this warranty, or under any other legal obligation with respect to the equipment, is the repair or replacement by TAIS or its authorized dealer of such defective or missing parts as are causing the malfunction with new or refurbished parts (at their op tion) . If TAIS or one of its authorized dealers does not replace or repair such parts, the retail customer’s sole remedy will be a refund of the price charged by TAIS to its dealers for such parts as are proven to be defective, and which are returned to TAIS through one of its authorized dealers within the warranty period and no later than thirty (30) days after such malfunction, whicheve r first occurs.

Under no circumstances will the retail customer or any user or dealer or other person be entitled to any direct, special, indirect, consequential, or exemplary damages, for breach of contract, tort, or other wise. Under no circumstances will any such person be entitled to any sum greater than the purchase price paid for the item of equipment that is malfunctioning.

To obtain service under this warranty, the retail customer must bring the malfunction of the machine to the attention of one of TAIS’ authorized dealers within the twenty-four (24) month period and no later than thirty (30) days after such malfunction, whichever first occurs. Failure to bring the malfunction to the attent ion of an autho rized TAIS dealer within the prescribed time results in the customer being not entitled to warranty service.

THERE ARE NO OTHER WARRANTIES FROM EITHER TOSHIBA AMERICA INFORMATION SYSTEMS, INC., OR TOSHIBA CORPORATION WHICH EXTEND BEYOND THE FACE OF THIS WARRANTY. ALL OTHER WARRANTIES, EXPRESS OR IMPLIED, INCLUDING THE WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND FITNESS FOR USE, ARE EXCLUDED.

No TAIS dealer and no person other than an officer of TAIS may extend or modify this warranty. No such modification or extension is effective unless it is in writing and signed by the vice president and general manager, Telecommunication Systems Division.

Introduction

This guide has been customized for your u se and d escri bes how t o use t he St rata CTX28 voic e mail processing System Administrator User ID Mailbox (User ID 999).

Organization

This System Administrator User Guide includes one or more of the following topics.

• System Administrator tells how to create a system-wide distribution list and describes

the available System Administration Menu functions.

• How Voice Processing Operates covers in detail call processing control and the use of

User IDs and User ID mailboxes and how voice mail processes them.

• Users Menu provides detailed information on the three Users Menu screens and how to

create, modify, copy, delete and list the User ID mailboxes. Includes instructions on accessing and exiting the menu/screens, menu options, and field descriptions for each screen.

• Auto (Schedu ling) Menu provides detailed information on the Auto (Scheduling) Menu

and how to create, modify or disable a record. Includes instructions on accessing and exiting the menu, menu options, field descriptions, and information on how voice mail uses the records.

• Notify Menu provides detailed information on the Notify Menu and how to create,

modify or disable a record or template. Includes instructions on accessing and exiting the menu, menu options, field descriptions and information on how voice mail uses the records.

Strata CTX28 V oice Processing System Administrator Guide 06/04 1

Introduction

Conventions

Conventions Description

Elaborates specific ite ms or references other information. Within

Note

some tables, general notes apply to the entire table and numbered notes apply to specific items.

Important!

CAUTION!

Courier Shows a computer keyboard entry or screen display.

Helvetica Bold represents tokens. For example: M( ).

Italics

“Type” Indicates entry of a string of text.

“Press”

Plus (+)

Tilde (~) Means “through.” Example: 350 ~ 640 Hz frequency range.

Calls attention to important instructions or information.

Advises you that hardware, software applications, or data could be damaged if the instructions are not followed closely.

represent parameter and menu/ sc re en field names, and book titles. For example:

Indicates entry of a single key. For example: Type prog then press

Enter.

Shows a multiple PC keyboard or phone button entry. Entries without spaces between them show a simultaneous entry. Example: a sequenti al entry. Example:

Denotes the step in a one-step procedure. Denotes a procedure.

hot_box parameter, Extension field.

Esc + Enter. Entries wit h sp aces b etween them show

# + 5.

Grey words within the printed text denote cross-r eferences. I n the

See Figure 10

electronic version of this document (Strata DK Library CD-ROM or FYI Internet download), cross-references appear in blue hypertext.

2 Strata CTX28 Voice Processing System Administrator Guide 06/04

Action/Response Table

Introduction

Overview

Strata CTX28 voic e proce ssing h as a spec ial Use r ID mail box known as the Syst em Admin istrato r User ID mailbox. It is User ID 999, and you access it through the telephone just as any other User ID mailbox.

Note The System Administrator mailbox (User ID 999) cannot be assigned to another User ID

number.

In addition to normal options avail able on the Main Menu, the System Administ rator’ s Main Menu includes a System Administration option ().

All procedures in this chapter assume that you are logged on to the System Administrator’s mailbox.

System Administrator

Your co mpany will assign all or so me System Ad minist rator functi ons to an emplo yee who knows your telephone system, organizational structure, and the needs of your customers and employees. The T ech nical Ser vice Repr esentati ve will p erform th e remaining f unctions. System Administra tor functions may include:



Initial setup (assisting the Installer with defining your company’s configuration and customization requ ir ements)



Customizing User ID mailboxes



Customizing special Us er ID mailboxes



Generating reports



Performing system shutdown and restart



Backing up the system



Using Strata CTX28 voice mail’s Filecopy utility



Using the System Administrator User ID mailbox

GVMU System Administrator Guide 04/04 5

Overview

System Administrator Menu

System Administration is an option designed for the System Administrator to create system lists and to manag e system-wide functions (see

Main Menu

1 Play Messages

2 Send Messages

3 Manage Mailbox

8 System Administration

0 Exit User Mode

# Hang Up

Select Option:

1 Record System Announcement

2 Delete System Announcement

3 Record Busy-Hold Music

4 Manage User IDs

5 Add User IDs

6 Set Date and Time

Review System Status

9 Return to Main Menu

Figure 1).

1 Lock User ID. 2 Unlock User ID. 3 Reset User ID. 4 Delete User ID. 5 Reset Password. 9 Cancels function/returns to previous

menu.

Enter User ID, press #.

1 Confirms/returns to previous menu. 2 Erases entry and prompts for re-entry. 3 Changes Extension for User ID. 4 Adds user name to directory.

Cancels function/returns to previous

menu.

The Strata CTX28 system clock controls the time for the GVMU.

Enter User ID, press #.

1 Confirms entry. 2 Cancels function/returns to previous

menu.

Enter User ID, press #.

1 Confirms entry. 2 Cancels function/returns to previous

menu.

Enter extension, press #.

1 Confirms entry/assigns supervised

transfer/returns to previous menu

2 Erases entry and prompts for re-entry 3 Marks extension for blind transfer 4 Marks extension for blind transfer

w/supervised busy

Cancels function/returns to previous

menu.

Enter User's first name, press #. Enter User's last name, press #.

7401

Figure 1 System Administrator Menu

6 GVMU System Administrator Guide 04/04

Select Option on System Administration Menu

Overview

System Administrator Menu

1. From the Main Menu,

press

.

The System Administration Menu plays.

2. From the System Administration Menu, press:

 Record system

announcement

 Delete system

announcement

 Record busy-hold

music

 Manage User IDs  Add User IDs

 Set date and time This option is not supported. The Strata CTX28 controls the

time for the voice mail.

Review system status



 Return to Main Menu

GVMU System Administrator Guide 04/04 7

Overview

System Administrator Menu

8 GVMU System Administrator Guide 04/04

Features

Record System Announcement

System announcements are useful in disseminating system-wide information. With this option, you can record an announcement that voice mail plays to every user when he/she accesses his/her mailbox.

Users can interrupt the system announcement by selecting from the User Main Menu during playback. However, the announcement plays each time the user accesses his/her mailbox until it has completely played. Once played in its entirety, voice mail deletes the announcement from the user’s mailbox.

1. From the Main menu, press

System

Administration.

2. From the System Administration menu, press Record System Announcement.

3. After recording, you can press:

 Review recording The complete greeting plays.  Rerecord

Press  when done.

 Append recording

Presswhen done.

 Cancel recording The greeting is canceled. The system returns to the previous

 Save recording Voice mail tells you that greeting (number) has been recorded

You are prompted to enter the U ser ID.

Voice mail prompts you to record the system announcement.

You can repeat options 1~3 as many times as you wish.

The system prompts you to record at the beep.

The appended greeting p lays after the a lready recor ded portion of the greeting. The system prompts you to record at the beep.

menu.

and returns to the previous menu. Again, you are given the option to review or record over the greeting you have just recorded.

4. When finished, press . Returns to the main menu.

GVMU System Administrator Guide 04/04 9

Features

Delete System Announcement

With this option, you can purge a previously recorded system announcement.

1. From the Main menu, press

System

Administration.

2. From the System Administration menu, press Delete System Announcement.

3. When finished, press . Returns to the main menu.

You are prompted to enter the U ser ID.

Voice mail confirms the deletion.

10 GVMU System Administrator Guide 04/04

Record the Busy-Hold Music

Features

Record the Busy-Hold Music

By pressing extension.

When the system is delivered, it plays approximately 30 seconds of music. You can replace this music with another recording which plays either music or recorded information about your company or its pro ducts and se rvice s. To make a recording, you can use the t eleph one han dset. We recommend that you prepare a professional recording.

1. From the Main menu,

press

Administration.

2. From the System Administration menu, press  Hold Music.

3. When finished, press . Returns to the main menu.

, the busy-hold music is heard by callers when they elect to hold for a busy



Voice mail plays the entire recording before re-trying the busy extension.

You are prompted to enter the U ser ID.

 System

Voice mail confirms the deletion.

Record Busy-

GVMU System Administrator Guide 04/04 11

Features

Manage User IDs

Manage User IDs enables you to perform special User ID functions.

1. From the Main menu,

press

 System

You are prompted to enter the U ser ID.

Administration.

2. From the System

Voice mail prompts you to enter the User ID. Administration menu, press Manage User IDs.

3. Enter the User ID to be

added and press

.

Voice mail repeats the User ID entered.

4. Select one of the following:

 Lock User ID Prohibits the user access to the mailbox.  Unlock User ID Unlocks a locked User ID.  Reset User ID Clears the User ID specified. Resets the Info/Status field

values to 0. Changes the Users Menu and Auto and Notify record field values to those specified in the Defaults Box (default User ID 997).

See Chapter 6 – Menus for information on creating a User ID Mailbox.

 Delete Us er ID Enter User ID to be deleted and press . You are asked to

confirm the number:

 - Confirms entry and returns you to the previous menu.  - Cancels functions and returns to previous menu.

 Reset Password Resets password to password designated in default Mailbox

(999). Enter User ID and pr ess

#. You ar e asked to conf irm th e

number:

 - Confirms entry and returns you to the previous menu.  - Cancels functions and returns to previous menu.

 Cancel Cancels function and returns to the System Administration

menu.

12 GVMU System Administrator Guide 04/04

Add User IDs

Features

Add User IDs

1. From the Main menu,

press

 System

You are prompted to enter the U ser ID.

Administration.

2. From the System

Voice mail prompts you to enter the User ID. Administration menu, press 

3. Enter the User ID to be

added and press

Add User IDs.

.

Voice mail repeats the User ID entered and prompts you to

confirm your entry.

4. Select one of the following:

 Confirm Confirms and assigns the User ID, and returns you to the

System Administration menu.

 Erase Erases first entry and prompts you to re-enter the correct

number.

 Change Extension Changes the extension number for the User ID.

Enter the extension number an d press . Voice mail repeats t he extension number entered and prompts you for the following:

 – Confirms and assigns the extension number with a

supervised transfer and returns you to Add User ID menu.

 – Erases first entry and prompts you to re-enter the correct

number.

 – Confirms and assigns the extension number for a blind

transfer. Returns you to the Add User ID menu.

 – Confirms and assigns the extension number for a blind

transfer with supervised busy. Returns you to the Add User ID menu.

– Cancels function and returns to the System Administrator



menu.

 Add User’s Name to

System Distr ibution Lists

System Distribution Lists

System lists ar e avail able as a s pecia l attribu te of t he System Admi nistrat or Main M enu, and a re an excellent means of distributing interoffice memos to a large group of people in a timely manner. The lists also eliminate the need of every user creating a similar personal list.You can create up to seven syst em-wide lists. Examples o f such lists include all users in the syst em or in a specific department and all company managers.

Voice mail processes mail sen t to mai ling li sts as a low-prio rity task. There fore, it may tak e several minutes to send the message to everyone on a large list, especially if the system is busy.

Create System Distribution List

1. From the Main Menu,

press

 Manage Mailbox.

2. From the Manage

Mailbox Menu, press



Manage Your Lists.

3. Select the Distribution List number (

~).

4. After selecting a list, you can press:

 Review your current

list

 Add a User ID to the

list

Enter the User ID. Press

 when done.

 Delete a Use r ID

from the list

Enter the User ID. Press

 when done.

 Record a list

Comment

The Manage Mailbox Menu plays.

The Manage Your Lists Submenu plays.

You are prompted to enter an option.

The system prompts you with the name (and extension) of each User ID on the list.

Voice mail prompts you to enter the User ID.

The name (and extension) plays. You can add additional User IDs as needed.

Voice mail prompts you to enter the User ID.

The name (and extension) plays. The system prompts “Deleted.”

When sending a messag e, the comment plays each t ime the destination list is selec ted.

Record your comment. Press



Voice mail prompts you to record the comment.

when done.

5. Press  to return to the Manage Your Lists Submenu.

You can creat e another System List or press  to return to the Main Menu.

Once defined, you can easily add or delet e User IDs a s needed to the list.

14 GVMU System Administrator Guide 04/04

Send Message Using a System List

Each system distribution list ( ~ ) in User ID 999 is available to all users and may be accessed when a user sends or forwards a message to a list.

Processing System User Guide.

1. Access voice mail from

your telephone by pressing ID number +

2. Enter your security code

.

+ your User



.

Features

System Distribution Lists

For more details, see the Strata CTX28 Voice

3. From the Main Menu,

press

.

The Send Messages Menu plays.

4. Press .

5. Select the Distribution

List number (

 ~ ).

6. Record your message. T o pause du ring the r ecordi ng, pres s . To restart and continue

recording, press

 again.

7. Press  to send your

message immediately and return to the Main Menu.

GVMU System Administrator Guide 04/04 15

Features

System Distr ibution Lists

16 GVMU System Administrator Guide 04/04

Toshiba CTX28 User Manual 3

Specifications and Main Features

Frequently Asked Questions

User Manual

Publication Information

Introduction

Organization

Conventions

Action/Response Table

Related Documents/M edi a

Overview

System Administrator

System Administrator Menu

Select Option on System Administration Menu

Features

Record System Announcement

Delete System Announcement

Record the Busy-Hold Music

Manage User IDs

Add User IDs

System Distr ibution Lists

Create System Distribution List

Send Message Using a System List