Toshiba Stratagy Flash ivp8 User Guide

Telecommunication Systems Division

Voice Processing Systems

Stratagy Flash, IVP8

User Guide

June 2002

Publication Information

Toshiba America Information Systems, Inc., Telecommunication Systems Division, reserves the right, without prior notice, to revise this information publication for any reason, including, but not limited to, utilization of new advances in the state of technical arts or to simply change the design of this document.

Further, Toshiba America Information Systems, Inc., Telecommunication Systems Division, also reserves the right, without prior notice, to make such changes in equipment design or components as engineering or manufacturing methods may warrant.

STG-UG-FL/I8-VA 4016217

Version A, June 2002

All rights reserved. No part of this manual, covered by the copyrights hereon, may be reproduced in any form or by any means—graphic, electronic, or mechanical, including recording, taping, photocopying, or information retrieval systems—without express written permission of the publisher of this material.

Strata is a registered trademark of Toshiba Corporation. Stratagy and Perception are registered trademarks of Toshiba

America Information Systems, Inc. Trademarks, registered trademarks, and service mark s are the

property of their respective owners.

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

Telecommunication Systems Division License Agreement

IMPORTANT: THIS LICENSE AGREEMENT (“AGREEMENT”) IS A LEGAL AGREEMENT BETWEEN YOU (“YOU”) AND TAIS. CAREFULLY READ THIS LICENSE AGREEMENT. USE OF ANY SOFTWARE OR ANY RELATED INFORMATION (COLLECTIVELY, “SOFTWARE”) INSTALLED ON OR SHIPPED WITH A TAIS TELECOMMUNICATION SYSTEM PRODUCT OR OTHERWISE MADE

VAILABLE TO YOU BY TAIS IN WHATEVER FORM OR MEDIA, WILL CONSTITUTE YOUR ACCEPTANCE OF THESE TERMS, UNLESS SEPARATE TERMS ARE PROVIDED BY THE SOFTWARE SUPPLIER. IF YOU DO NOT AGREE WITH THE TERMS OF THIS LICENSE AGREEMENT, DO NOT INSTALL, COPY OR USE THE SOFTWARE AND PROMPTLY RETURN IT TO THE LOCATION FROM WHICH YOU OBTAINED IT IN ACCORDANCE WITH APPLICABLE RETURN POLICIES. EXCEPT AS OTHERWISE AUTHORIZED IN WRITING BY TAIS, THIS SOFTWARE IS LICENSED FOR DISTRIBUTION ONLY TO END-USERS PURSUANT TO THIS LICENSE AGREEMENT.

1. License Grant. The Software is not sold; it is licensed upon payment of applicable charges. TAIS grants to you a personal, non-transferable and non-exclusive right to use the copy of the Software provided under this License Agreement. You agree you will not copy the Software except as necessary to use it on one TAIS system at a time at one location. Modifying, translating, renting, copying, distributing, transferring or assigning all or part of the Software, or any rights granted hereunder, to any other persons and removing any proprietary notices, labels or marks from the Software is strictly prohibited; You agree violation of such restrictions will cause irreparable harm to TAIS and provide grounds for injunctive relief, without notice, against You or any other person in possession of the Software.

ou and any other person whose possession of the software violates this License Agreement shall promptly surrender possession of the Software to TAIS, upon demand. Furthermore, you hereby agree not to create derivative works based on the Software. TAIS reserves the right to terminate this license and to immediately repossess the software in the event that You or any other person violates this License

greement.

2. Intellectual Property. You acknowledge that no title to the intellectual property in the Software is transferred to you. You further acknowledge that title and full ownership rights to the Software will remain the exclusive property of TAIS and/or its suppliers, and you will not acquire any rights to the Software, except the license expressly set forth above. You will not remove or change any proprietary notices contained in or on the Software. The Software is protected under US patent, copyright, trade secret, and/or other proprietary laws, as well as international treaties. Any transfer, use, or copying of the software in violation of the License Agreement constitutes copyright infringement. You are hereby on notice that any transfer, use, or copying of the Software in violation of this License Agreement constitutes a willful infringement of copyright.

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aiver shall be effective unless made in writing and signed by an authorized representative of the waiving party.

OU ACKNOWLEDGE THAT YOU HAVE READ THIS LICENSE AGREEMENT AND THAT YOU UNDERSTAND ITS PROVISIONS. YOU AGREE TO BE BOUND BY ITS TERMS AND CONDITIONS. YOU FURTHER AGREE THAT THIS LICENSE AGREEMENT CONTAINS THE COMPLETE AND EXCLUSIVE AGREEMENT BETWEEN YOU AND TAIS AND SUPERSEDES ANY PROPOSAL OR PRIOR

GREEMENT, ORAL OR WRITTEN, OR ANY OTHER COMMUNICATION RELATING TO THE SUBJECT MATTER OF THIS LICENSE AGREEMENT.

Toshiba America Information Systems, Inc. Telecommunication Systems Division

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

TSD 081601

5932

Toshiba America Information Systems, Inc.

Telecommunication Systems Division

Limited Warranty

Toshiba America Informat ion Systems, Inc., (“TAIS”) warrants that this voice processing equipment (except for fuse s, lamps, and other consumabl es) wi ll , up on delivery by TAIS or an authorized TAIS dealer to a retail customer in new condition, be free from defe ct s in mat erial and workmanship for twent y-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 modifi c at ion or alteration is expressly author iz ed 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 number is defaced or missing, or (f) if the equipme nt i s inst al led 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.

The sole obligation of TAIS or Toshiba Corporation under this warranty, or under any other legal obligation w it h re sp ec t 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 option). If TAIS or one of its authorized dealers does not replace or repair su ch parts, the retail cu st om er’s sole remedy will be a refund of the pric e 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 la ter than thirty (30) days after such malfunction, whichever first oc curs.

Under no circumstances will the retail customer or any user or dealer or other person be ent itled to any direct, special , indirect, consequential, or exemplary damages, for breach of contract, tort, or otherwise. Under no circumstances will any such person be entitled to an y sum greater than the purcha s e price paid for the item of equi pm ent that is malfunction ing.

To obtain service under this warranty, the retail customer must bring the ma lfunction of the machine to th e a tt en ti on of one of TAIS’ authorized dealers within the tw enty-four (24) month period and no later than thirty (30) days a fte r suc h malfunction, whichever first occurs. Failure to bring the malfunction to the attention of an authorized TAIS dealer within the prescribed time results in the customer being not entitled to warranty service.

THERE ARE NO OTHER W AR RANTIES 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 writ in g and signed by the vice president and ge ne ral manager, Telecommunication Systems Division.

Introduction

Organization ................................................................................................................ v

Conventions ................................................................................................................ vi

Action/Response Table .......................................................................................vii

Related Documents/Media .........................................................................................vii

Stratagy eBrochure and Advisor CD-ROM .......................................................viii

Chapter 1 – The Grand Tour

Overview ......................................................................................................................2

Features to Personalize Your Mailbox ........................................................................ 4

Message Queues .......................................................................................................... 4

New Message Queue ............................................................................................. 4

Saved Message Queue ...........................................................................................5

Message Types .............................................................................................................6

Forwarded Message .............................................................................................. 6

Reply Message .................................................... ......... ......................................... 6

Greetings ......................................................................................................................7

Personal ................................................................................................................. 7

System ................................................................................................................... 7

Busy .......................................................................................................................7

Special Delivery Options ............................................................................................. 8

Urgent ....................................................................................................................8

Private ................................................................................................................... 8

Return Receipt ....................................................................................................... 8

Future Delivery ............................................................................................................ 8

Stratagy User Guide 06/02 i

Contents

Chapter 2 – Getting Started

Message Destination Selections ...................................................................................9

Personal Distribution Lists .....................................................................................9

System Distribution Lists .....................................................................................10

Directory ..............................................................................................................10

User Options ...............................................................................................................10

User Prompts ..............................................................................................................11

User Tutorial (New User) ...........................................................................................11

Chapter 2 – Getting Started

User Tutorial ...............................................................................................................13

Chapter 3 – Play Messages

Access Messages ........................................................................................................21

Playback Controls .......................................................................................................22

Play Your Messages ...................................................................................................24

Special Functions .......................................................................................................27

Chapter 4 – Send Messages

Recording Controls .....................................................................................................32

Send a Message ..........................................................................................................33

Forward a Message .....................................................................................................37

Reply to the Current Message ....................................................................................40

Special Delivery Options ............................................................................................43

Future Delivery ...........................................................................................................44

Chapter 5 – Manage Mailbox

Change Your Greeting ................................................................................................46

Create or Record Over a Personal Greeting .........................................................47

Change Your Greeting Selection .........................................................................49

Review a Greeting ...............................................................................................50

Change Your User Options ........................................................................................51

Change Your Do Not Disturb (DND) Setting .....................................................52

Change Your Call Screening Setting ...................................................................53

Change Your Security Code ....................................................... ......... ......... .......54

ii Stratagy User Guide 06/02

Appendix A – Using Stratagy with a Strata CTX

Create or Record Over Your Busy Greeting .......................................................55

Select Your Busy Greeting .............................................. ....................................56

Record Your Name ..............................................................................................57

Change Your Message Notification ....................................................................58

Review Your Option Settings ..............................................................................59

Manage Your Lists .....................................................................................................60

Manage Guest User IDs .............................................................................................62

Use Guest User IDs ....................................................................................................63

Appendix A – Using Stratagy with a Strata CTX

Call Forward ..............................................................................................................65

Message Waiting ........................................................................................................67

Responding to a Lit Msg LED ............................................................................67

Turning On/Off Message Waiting LED on Another Extension ..........................68

Call Record to Stratagy ..............................................................................................68

Pause/Resume Recording ....................................................................................69

Direct Transfer to Voice Mailbox ..............................................................................70

Voice Mail Conference ..............................................................................................70

Contents

Appendix B – Using Stratagy with a Strata Legacy System

Call Forward ..............................................................................................................72

Set Call Forward to Stratagy ...............................................................................72

Cancel Call Forward ............................................................................................76

Cancel the Programmed Call Forward Voice Mail Code ....................................76

Message Retrieval ......................................................................................................77

Glossary........................................................................................................................79

Index............................................................................................................................... 83

Stratagy User Guide 06/02 iii

Contents

Appendix B – Using Stratagy with a Strata Legacy System

iv Stratagy User Guide 06/02

Introduction

This guide describes the voice messaging capabilities and procedures for making the Stratagy Flash and Stratagy IVP8 Voice Processing Systems work for you.

Organization

This guide is divided as follows:

• Chapter 1 – The Grand Tour is an overview of the Stratagy system. Topics

covered are: features to personalize your mailbox; an explanation of message queues, types and destinations; special delivery options; playback/recording controls; and available user options.

• Chapter 2 – Getting Started provides instructions on those features you need

when accessing Stratagy for the first time, including changing your security code and recording your name.

• Chapter 3 – Play Messages contains step-by-step instructions on playing

messages.

• Chapter 4 – Send Messages details how to send, forward, and reply to a message.

• Chapter 5 – Manage Mailbox provides step-by-step instructions on recording

greetings, using destination (distribution) lists, and activating options such as Do Not Disturb (DND) and Call Screening.

• Appendix A – Using Stratagy with a Strata CTX outlines Call Forward,

Message Waiting, Call Record, Direct Transfer to Voice Mail and Voice Mail Conferencing features.

• Appendix B – Using Stratagy with a Strata Legacy System explains how to

program your Toshiba proprietary telephone for Call Forward and Message Retrieval when using your integrated Stratagy system.

Stratagy User Guide 06/02 v

Introduction

Conventions

• Glossary defines frequently-used Stratagy voice processing system features and

functions.

• Index

Conventions

Conventions Description

Note

Elaborate s specific i tems or references other information. Within some tables, general notes apply to the entire table and numbered notes apply to specific items.

Important!

Extension

Number

$ULDOEROG

Courier Shows a computer keyboard entry or screen display.

“Type” Indicates entry of a string of text.

“Press”

Plus (+)

Calls attention to important instructions or information.

Press to answer a call to the Extension Number. Each station can have multiple extensi on but t ons. Incoming calls ring the extensio n button(s) from the top down. For example, station 10’s extensions ring 10-1 first, then 10-2, 10-3, and 10-4. A station is considered busy when all extensions are being used.

Note The naming convention for DKT assignments within

Toshiba is Directory Numbers. For clarity and ease of understanding, the terms Extension Number and Phantom Extension Number will be used in this document in lieu of PDN and PhDN.

Represents telephone buttons.

Indicates entry of a singl e key. For example: T ype prog then press Enter.

Shows a multiple PC keyboard or phone button entry. Entries without spaces bet ween them show a simultaneous entry. Example: Esc+Enter. En trie s with s paces between them show a seq uentia l entry. Example:

# + 5.

vi Stratagy User Guide 06/02

Overview

Stratagy manag es multipl e voice pr ocessing f unctions simultane ously 24-h ours-a-da y, 7-days-a-week. Your mailbox, referred to as a User ID in Stratagy, is always availabl e for callers to leave private voice messages. In addition, you can update your greeting at your convenience or send and receive messages from any tone-dialing telephone.

Callers control the ir own progr ess throu gh the syst em. They no long er have to wait fo r a person to answer the telephone. If your extension is busy or you do not answer, callers can transfer to an operator, call another extension, or record a private, detailed message.

A representative in your company has been assigned as the System Administrator for the system. The System Administrator is responsible for configuring the system and your mailbox to suit your company’s needs.

The configuratio n af fe cts ho w and which f eatures you can ac cess. Whenev er pos sible , this guide provides inf ormation conce rning feature exc eptions and whic h features may be configured to work differently.

You can access your mailbox from any tone-dialing telephone using your security code. After you access Stratagy, you hear the number of messages you have in your message queue(s), followed by a prompt from the Main Menu options (see Figure 1). You can then:

• Listen to your messages

• Send or forward messages

• Reply to messages

• Manage your mailbox (e.g., change your greetings, create distribution lists, etc.)

2 Stratagy User Guide 06/02

LAY MESSAGES

AIN MENU

END MESSAGES

Exit User Mode

ANG UP

ANAGE MAILBOX

The Grand Tour

Overview

Play the next message Save the current message Delete the current message Forward the current message Reply to the current message Special Functions

Replay the current message Play the Previous message

Return to Main Menu

(number of messages to be deleted plays)

Message Date and Time

Future Delivery Review

(Play, Save, Delete)

Continuous Delete New/Saved message queue (toggle) Continuous Play Return to previous menu

Set the Hour (1~12)

AM PM

Set the Minutes (0~59) Set the Day (1~31) Set the Month (1~12) Set the Year (last two digits) Return to previous menu

(message delivery time plays)

†

Not supported by all Stratagy systems

Figure 1 Stratag y Main Menu

Enter one of the following:

User ID plus

Directory plus name

Personal List (1~7)

System List (1~7)

Multiple Destinations

Record

Record a message, comment or reply

(Press when finished.)

Send and Return to Main Menu Review recording Re-record Append recording Select Additional Destinations User ID plus

Directory Personal List (1~7)

System List (1~7) Press when finished Special Delivery Options

Set Urgent status (On/Off) Set Private status (On/Off)

Set Return Receipt request (On/Off )

Return to previous menu Set Future Delivery Cancel message and select new

destination

Cancel and Return to Main Menu

Enter notification template number

Enable/Disable notification template (toggle)

Change notification digits Save changes Return to previous menu

†

Change your Greeting Change your User Options Manage your Lists Select ~ for a Personal List

Review your current list Add a User ID to the list Delete a User ID from the list Record a list Comment Return to a previous menu

Return to a previous menu

Manage Guest User IDs

Create a Guest User ID Delete a Guest User ID Review your Guest User IDs Return to a previous menu

Return to a Main Menu

Select ~ for a Personal Greeting or for the System Greeting

Review selected greeting Record (new) greeting

Review greeting Re-record Append to recording Cancel recording Save recording

Return to a previous menu Review current greeting Return to a previous menu

Change your Do Not Disturb (On/Off) Change your Call Screening (On/Off) Change your Security Code Select your Busy Greeting (toggle) Record your Busy Greeting Record your Name Change message Notification Review your Option Settings Return to previous menu

†

Not available

for System

greeting

6231

Stratagy User Guide 06/02 3

The Grand Tour

Features to Personalize Your Mailbox

The Stratagy Voice Processing System offers a variety of features to personalize your User ID Mailbox. The following are a few of those features:

• User ID Mailbox Security Code – Your User ID mailbox has a securi ty co de. The

code must be entered by you in order to “log into” your User ID mailbox, giving you access to your messages, settings, greetings, etc. (see “Change Your Security

Code” on page 18).

• Name Recording – Your name is announced whenever you log onto your mailbox,

the directory is acces sed, the system greet ing is sele cted, or when a mess age is sent by another Stratagy user. When you first enter your mailbox, you need to record your name (see “Record Your Name” on page 16).

• Personal Greetings – You can record up to seven personal greetings that are

played when you are unavailable (see “Change Your Greeting” on page 46).

• Guest Users

etc. Users frequently use this featu r e to create guest IDs for clients, so that they may easily exchange confidential information (see “Manage Guest User IDs” on

page 62).

– You can create Guest User IDs that can be used by clients, friends,

Note The Guest User feature is not supported by all Stratagy systems. Check with

your System Administ rator to find out if your system is con figured fo r this feature.

Message Queues

Your messages reside in one of two queues—new or saved. Messages play in FIFO (First In, First Out) or LIFO (Last In, First Out) order. Ask your System Administrator to find out how your mailbox is configured.

New Message Queue

Messages in the New Message Queue are New or Pending messages. New messages consist of messages that are unheard or partially heard (less than five

seconds). They remain in the queue, the Message Waiting LED remains on, and a Return Receipt is not sent, if applicable, until the messa ge is completely heard.

4 Stratagy User Guide 06/02

The Grand Tour

Message Queues

Messages that you have partially heard (five seconds or longer) are called Pending messages. They remain in the New Message Queue, the Message Waiting LED is turned off, and a Return Receipt is sent, if applicable.

Note The Pending messages feature is available on a mailbox-to-mailbox basis.

Check with your System Administrator to find out if your mailbox is configured for this feature.

When you press

from the Main Menu to play messages, Stratagy automatically

accesses the New Message Queue. A new message begins to play based on the type (urgent messages play first) and order received (F IFO/LIFO) . If no new messages exist, Stratagy automatically accesses the Saved Message Queue. If you are in the Saved Message Queue, you can toggle back to the New Message Queue by pressing



After you play the last message in the queue, Stratagy prompts, “End of messages.” You can choose to return to the top of the queue, go to the top of the other queue, etc.

Saved Message Queue

Saved messages are messages that you saved or that were automatically saved by Stratagy at the end of the message.

Access the Saved Message Queue from the Main Menu by pressing New Message Queue by pressing

. Stratagy au tomatically accesses the S aved

Message Queue when no new messages exist. Saved messages play based on order received (FIFO/LIFO).

After you play the last message in the queue, Stratagy prompts, “End of messages.” You can choose to return to the top of the queue, go to the top of the other queue, etc.

Note Ask your System Administrator to find out if your mailbox is configured with

one or two (New and Saved) message queue(s).

or from th e



Stratagy User Guide 06/02 5

The Grand Tour

Message Types

New and Saved Messages can consist of the following special types of messages— forwarded and message reply.

Forwarded Message

Any message sent to you can be forwarded to a single destination or a personal or system distribution list. When forwarding a message, recording a message (comment) is optional.

Reply Message

Messages to which you want to send an immediate answer can be sent as a reply message. When replying to a message, Stratagy does not prompt you to select the destination since it “remembers” the source. The Reply feature only works if the original message is sent from a Stratagy user.

When listening to a reply message, a prompt notifies the user of the name/User ID of the person who sent the reply.

6 Stratagy User Guide 06/02

Greetings

You can select either a personal or system greeting to play to callers when you do not answer or when your telephone is busy.

Depending on how your system is configured, callers may hear a separate busy greeting—the system or th e custom busy greetin g. See “Change Your User Options” on page 51 for details.

Personal

Personal greetings are greetings that you record for callers. Stratagy stores all recorded greetin gs und er the personal greeting number (1~7) fo r you r mai lbox. Using the greeting number, you can select the greeting which plays.

The System Administrator can also schedule your greetings to automatically play at different times. If you choose, you can override the automatic schedule using the

“Change Your Greeting Selection” on page 49.

System

The system greeting is a standard prerecorded greeting with all Stratagy systems. It cannot be recorded over or deleted. The greeting states, “Please leave a message for (name).” Stratagy adds your name from the name recording that you have made (see

“Record Your Name” on page 16).

The Grand Tour

Greetings

Busy

If your User ID mailbox is configured for a personal busy greeting, you can record a custom busy greeting that plays when your extension is busy. If a custom greeting is not recorded, the default system busy greeting plays. See “Create or Record Over

Your Busy Greeting” on page 55 for details.

The custom busy greeting can also be turned on/off using the Select Your Busy Greeting option on the Change Your User Options Menu (see “Select Your Busy

Greeting” on page 56).

Note The System Administrat or must co nfigure your User ID mailbox for the cust om

busy greeting option to be available.

Stratagy User Guide 06/02 7

The Grand Tour

Special Delivery Options

In addition to recording and sending a new message, you can mark the message urgent, private, or request a return receipt.

Urgent

Messages can be marked urgent by the sender and always play first in the New Message Queue. After the message plays, the urgent status is removed.

Private

Messages can be marked private by the sender. The same options, such as saving and deleting, apply to the private messages; however, a private message cannot be forwarded. Once a message is sent, the private status cannot be removed.

Return Receipt

You can mark a message Return Receipt i f you want ve rificat ion of it s receip t. When a user plays (completely or partially) a message marked for Return Receipt, a notification is s ent back to the sender. Stratagy noti fi es the sender when and by whom the message was received and plays the original message.

Future Delivery

Stratagy can be configured so that your message is delivered at a future time and date specified by you. After mar king the message for future de livery, you can review (play, save, delete) the message at any time before it is sent.

Note Future Delivery is not supported by all Stratagy systems. Check with your

System Administrator to find out if your system is configured for this feature.

8 Stratagy User Guide 06/02

Message Destination Selections

Message Destinat io n Sele ct ion s

At the beginning of the Send Messages menu, you are asked to enter the message destination(s).You can choose to enter a destinations (e.g., personal list, User ID, system list). Entering the Multiple Destinations option enables you to address your message to all the recipients at the start of the menu.

You can then record your message and, if desired, add additional destinations when prompted later in the menu. Valid destinations are:

• User ID

Note If you don’t know the user’s User ID, you can locate the ID on Stratagy’s

system-wide directory by pressing

• Personal distribution list

• System distribution list

• AMIS local node number

• AMIS Gateway number plus a remote mailbox number

See “Send a Message” on page 33 for instructions on using these options.

single destination (e.g., User ID) or multiple

.

The Grand Tour

Personal Distribution Lists

You can originate up to seven Personal Distribution Lists consisting of other system users. You can add or delete users at any time. The lists are for only your use.

At the time you create a list, you are given the option of recording a “list comment” that serves as the title or name for the list. The comment plays each time you use the list to confirm that you have chosen the correct distribution list.

Important! Try not to duplicate users on your distribution lists. Stratagy does not

check for duplic ates when you send a mes sage u sing mor e tha n one list . For example, if you select Personal Distribution List #1 and #3 as destinations for your message and User ID 1001 is on both lists, User ID 1001 receives the same message twice.

Stratagy User Guide 06/02 9

The Grand Tour

User Options

System Distribution Lists

In addition to Personal Distribution Lists, Stratagy supports system-wide distribution lists created by the System Administrator for use by everyone in your company. You should check with your System Administrator to find out which lists are available.

Whenever you enter the list number, the “list comment” for the selecte d system list plays to confirm that you have chosen the right list.

User Prompts

The Stratagy syst em pr ompts only for menu options available to you. You do not hear prompts for options:

• Not supported by your Stratagy system (e.g., future delivery)

• Not configured for your mail box by t he System Administra tor (e.g ., guest users, do

not disturb).

Check with your System Administrator to verify which user options are available to you.

The Grand Tour

User Prompts

User Tutorial (New User)

A first time user of Stratagy systems automatically hears a user-friendly Stratagy tutorial upon logging in to his/her mailbox. The tutorial walks the user through the process of:

• Recording his/her name (if required)

• Recording a personal greeting for the mailbox

• Changing the default security code

Once the Stratagy tutorial is completed successfully, it cannot be replayed.

Stratagy User Guide 06/02 11

The Grand Tour

User Tutorial (New User)

12 Stratagy User Guide 06/02

Getting Started 2

This chapter i nstruc ts yo u on a ccess ing and e xiti ng your mailb ox and outli nes t he us er tutorial ste ps.

User Tutorial

When you log on to the Stratagy Voice Processing system for the very first time, you hear a tutorial that walks you through the following basic steps:

• Record your name (if required). Your name is announced whenever you log onto

your mailbox (varies by system), the directory is accessed, the system greeting is selected, or when another Stratagy user sends a message to you.

• Record your personal greeting. Your personal greeting automatically plays when

you are not available to answer your telephone.

• Change the default security code for your mailbox to ensure privacy. You should

change it o n a regular basis.

Note If you do not complete the tutorial before hanging up, Stratagy saves any

completed portion (e.g., your name recording) and restarts where you left off the next time you log on to your mailbox. Once the Stratagy tutorial is completed successfully, it cannot be replayed.

Stratagy User Guide 06/02 13

Getting Started

Step 1: Access Your Mailbox

The Main Menu (shown below) is your starting point for all of Stratagy’s messaging features. Pressing

To access your mailbox, you need to know:

• The telephone number to access Stratagy

• Your User ID number

• Your default security code

Please ask your System Administrator if you do not have this information.

 from most menus returns you to the Main Menu.

MAIN MENU



Play Messages



Send Messages



Manage Mailbox



Exit user mode



Hang Up

Each time you access your User ID (mailbox), Stratagy announces:

• Your name (and extension, if applicable)

Note Some Stratagy sy ste m s may not be configured to play your name when you log

on to your mailbox.

• The number of new and saved messages you have in your message queue(s)

• The number of messages that will be purged upon exiting your mailbox, if

applicable Stratagy then plays the Main Menu options. If you receive new messages while you are logged on to your mailbox, Stratagy

informs you that you have new messages when you return to the Main Menu.

14 Stratagy User Guide 06/02

Getting Started

Step 1: Access Your Mailbox

1. From an internal telephone, call Stratagy on ___________

...or from an external telephone, call Stratagy on ___________.

2. When Stratagy answers, press

3. Enter your User ID +



. If your Stra tagy syst em is desi gned with a fixed le ngth

4. Enter the default s ecurity code +

.

If you make a mistake while entering the code, press

to re-enter.



The system answers with your standard company greeting.

Stratagy prompts you to enter your User ID.

number for your User ID, do not press

 after entering

a User ID. See your System Administra tor for spec ific operation of your system.

Stratagy prompts you to enter your security code. If your Stra tagy syst em is desi gned with a fixed length

number for your security code, do not press

 after

entering the security code. See your System Administrator for specific operation of your system.

You are now in your mailbox. Stratagy plays your name and the number of messages you have and then prompts you with a list of choices from the Main Menu.

Stratagy User Guide 06/02 15

Getting Started

Step 2: Record Your Name

Your name is announced whenever you log onto your mailbox, the directory is accessed, the system greeting is selected, or when a message is sent by another Stratagy user.

Note Some Stratagy sy ste m s may not be configured to play your name when you log

on to your mailbox.

When you first enter your mailbox, the Stratagy tutorial prompts you to record your name and walks you through the entire recording sequence. You can re-record your name at any time (see “Record Your Name” on page 57).

1. At the tone, state your name slowly and clearly (if you like, you can also state your extension).

2. Press

3. After your name plays,

when done. Stratagy plays your name recording.

press:

 To accept the

recording

 Re-record Stratagy returns you to the record your name prompt.

Your recording becomes part of your mailbox and Stratagy pro mpts you to re cor d your perso nal gr eeti ng.

16 Stratagy User Guide 06/02

Step 3: Record Your Personal Greeting(s)

The tutorial now pr ompts you to r ecord your personal greetin g. This gree ting beco mes your Personal Greeting #1. You can record up to six other greetings (see “Create or

Record Over a Personal Greeting” on page 47 for instructions).

Personal greetings should be informative and advise callers when you will be available to return their calls or respond to their messages. You can update personal greetings as often as you want.

Sample Greeting

“Hi. This is Mary Smith of the Toshiba Marketing Departmen t. It is Monday, June 19, and I am in the office today. I am either on the telephone or have stepped away for a few minutes and your call has been forwarded to my voice mailbox. If at t he t one you leave a detailed message and a telephone number where I can reach you, I will be happy to return your call.”

Getting Started

1. At the tone, begin recording your greeting.

The following information should be include d in your Personal Greeting:

• Your name

• Company and/or department

• Date

• Your availability

• Instructions to leave a detailed message

• Call coverage options

2. Press

3. Afte r your greeting pla ys,

Stratagy User Guide 06/02 17

 when done. Stratagy plays your greeting.

press:

 To accept the

recording

 Re-record Stratagy returns you to the record your greeting

Your greeting becomes Personal Greeting #1 and Stratagy prompts you to change your security code.

prompt.

Getting Started

Step 4: Change Your Security Code

The tutorial prompts you to change your mailbox’s security code from the preassigned code. You should change your security co de on a regular basis thereafter to ensure the privacy of your messages and personal greetings (see “Change Your Security Code” on page 54).

1. Enter your new security code +

2. Re-enter your new security code +

You have completed the tutorial. Stratagy announces “mailbox number xxx is enabled,” plays your recorded name and announces the number of messages in your mailbox. You can now perform any of the functions available on the Stratagy Main Menu or exit the mailbox.

.

The minimum and maximum number of digits for the security code are determined by your System Administrator. Please ask your System Administrator for confirmation on the number.

Stratagy prompts you to re-enter your new security code for ve rification.

After entering the sec urity code a second time , Stratagy announces that your security code has been changed.

18 Stratagy User Guide 06/02

+ 68 hidden pages

Toshiba Stratagy Flash ivp8 User Guide

Publication Information

Contents

Introduction

Organization

Conventions

Related Documents/M edi a

Action/Response Table

Stratagy eBrochure and Advisor CD-ROM

Overview

Features to Personalize Your Mailbox

Message Queues

New Message Queue

Saved Message Queue

Message Types

Forwarded Message

Reply Message

Greetings

Personal

System

Busy

Special Delivery Options

Urgent

Private

Return Receipt

Future Delivery

Message Destination Selections

Personal Distribution Lists

User Options

System Distribution Lists

Directory

User Prompts

User Tutorial (New User)

User Tutorial