Vodavi MiniVoice User Guide
Voice Mail Processing System
System Administrator / User Manual
P/N: 750-00 May 2001 - Issue 1.0
Issue Release Date Description
1.0 5-01 Initial Release
LIFE SUPPORT APPLICATIONS POLICY
VODAVI Technology, Inc. products are not authorized for and should not
be used within Life Support applications. Life Support systems are
equipment intended to support or sustain life and whose failure to
perform when properly used in accordance with instructions provided
can be reasonably expected to result in significant personal injury or
death.
VODAVI Technology, Inc. warranty is limited to replacement of defective
components and does not cover injury to persons or property or other
consequential damages.
Copyright © 2001 VODAVI Technology, Inc.
All Rights Reserved
This material is copyrighted by VODAVI Technology, Inc. Any unauthorized reproductions, use or
disclosure of this material, or any part thereof, is strictly prohibited and is a violation of the Copyright
Laws of the United States (17 U.S.C. Section 101 et. seq.).
VODAVI reserves the right to make changes in specifications at any time and without notice. The
information furnished by VODAVI in this material is believed to be accurate and reliable, but is not
warranted to be true in all cases.
FCC INFORMATION:
» FCC part 68 ID is: 4U9USA-36143-VM-T
» Ringer Equivalence = 0.7B
mlj/2001
Contents
Introduction .................................................................................................................................1-3
System Capabilities ........................................................................................................1-3
Basic Features ...................................................................................................................1-3
Installing the Voice Mail System ...........................................................................................1-7
Box Contents .....................................................................................................................1-7
Connections ......................................................................................................................1-7
Installing the Memory Expansion Board .................................................................1-8
Specifications ....................................................................................................................1-8
Voice Mail Integration Programming ......................................................................1-10
DHS and DHS-E .........................................................................................................1-10
Other Vodavi Systems ............................................................................................1-12
MiniVoice Programming Devices .........................................................................................1-14
Programming System Functions Via Telephone ............................................................1-16
Administrator Options ...........................................................................................1-17
Programming System Functions Via Computer .............................................................1-29
PC Accessibility ................................................................................................................1-29
Navigating in the System .............................................................................................1-30
Menu Option Screens ....................................................................................................1-31
Signing On ..................................................................................................................1-31
Programming Menus ..............................................................................................1-32
Open and Close Schedule .....................................................................................1-33
System Numbering Plan ........................................................................................1-34
Invalid Digits ..............................................................................................................1-39
Auto Attendant Configuration ............................................................................1-40
System Clock Adjustments ...................................................................................1-42
Version Number ........................................................................................................1-43
Set System Password ..............................................................................................1-44
Mailbox Assignment ...............................................................................................1-45
Class of Service ..........................................................................................................1-49
Recording Time Left ................................................................................................1-50
PBX Integration .........................................................................................................1-51
System Initialization ................................................................................................1-56
Messages Waiting Display ....................................................................................1-57
Debug Information Screen ...................................................................................1-57
ii May 2001
Voice Prompts .............................................................................................................................1-58
Operating System Features ....................................................................................................2-3
How to Use the Voice Mail System ...........................................................................2-3
[*]Key ............................................................................................................................2-3
[#] Key ...........................................................................................................................2-3
Getting Started .................................................................................................................2-4
Setting Up Your Mailbox .......................................................................................2-4
Accessing Your Mailbox .........................................................................................2-4
Disconnecting from the System .........................................................................2-5
Message Options .............................................................................................................2-5
Review Your Messages ...........................................................................................2-5
Send a Message ........................................................................................................2-9
Mailbox Greeting Options ............................................................................................2-9
Changing Your Mailbox Greeting ......................................................................2-9
Reviewing Your Mailbox Greeting .....................................................................2-10
Deleting Your Mailbox Greeting .........................................................................2-10
Recording Your Name ............................................................................................2-10
Reviewing Your Name ............................................................................................2-11
Deleting Your Name ...............................................................................................2-11
Recording Your Temporary Greeting ...............................................................2-11
Reviewing Your Temporary Greeting ...............................................................2-11
Deleting Your Temporary Greeting ...................................................................2-12
Passwords ..........................................................................................................................2-12
Changing Your Password ......................................................................................2-12
Outcall Notification ........................................................................................................2-12
Turning Outcall On/Off ..........................................................................................2-12
System Administrator
1
This chapter includes an introduction and a description of the
installation and system programming.
Guide
MiniVoice
Introduction 1-3
Introduction
System Capabilities
The MiniVoice is a compact, high-performance, voice processing system. This
feature-rich system will give even the smallest businesses the image of a
much larger company. Productivity will increase because messages can be
recorded, replied to, or forwarded to the appropriate person when necessary.
Since nearly half of all telephone transactions require only one-way
communications, the voice mail function streamlines business
communication.
When a message is recorded, the voice mail system converts human speech
to digital data and stores it in flash-memory.
When the message is retrieved, the voice mail system converts the digital
data back to human speech.
When a user is unavailable and has forwarded their calls: the voice mail
system answers the telephone, takes messages, and stores the messages for
retrieval at a later time, from any location.
Basic Features
This single-company basic voice mail system provides the ability to:
Send copies of messages.
Send messages to multiple destinations.
Delete, reply, save, or skip a message.
Receive message information indicating the date, time, and sender
information, if available.
Change recorded name, personal greeting, and password.
Playback controls when sending or reviewing messages.
Record a temporary greeting.
1-4 Basic Features
4-Port System -- More than one person can use the voice mail system
features. Each port allows one user to access to the voice mail system. A port
is a path to the voice mail system. For example, up to four (4) users can be
recording or reviewing messages at the same time with a 4-port voice mail
system. Since not all users would be accessing the voice mail system at the
same time, many users can be supported.
Ease-of-Use -- The MiniVoice uses single digit commands, so there are no
complex commands to memorize. The system constantly prompts users for
the next action to be taken. Experienced users can interrupt prompts or even
skip ahead several steps, if they know the digit for the desired action.
Mailbox Functions -- By using a Touch-Tone telephone, you can receive or
send messages from any location through your voice mailbox. If you are busy
in your office or away on a business trip, customers, vendors, or other
employees can leave you detailed messages in your voice mailbox. Protected
by your password, these messages are completely confidential.
Basic Features 1-5
Table 1-1: Feature Comparison Chart
Features MiniVoice Dispatch/TalkPath
Analog Integration only
●
Analog/Digital Integration
Audiotext
Auto Attendant (Blind Transfers)
Auto Attendant (Supervised Transfers)
Broadcast Messages to all Mailboxes
Call Screening
Class Of Service
Company Directory
Confirmation on message delivery
Date and Time stamp on each message
Deleted message recovery
Dial by Name
Disk storage
Distribution Lists
DTMF Admin Programming
Fax detect
First time help (user tutorial)
●
●
●●
●
●
●
●●
●
●
●●
●
●
●
●
●●
●
●
Holiday greetings (automated)
LED indication for each port
Logs files
Mailboxes (maximum of 32) without Memory expansion
Mailboxes (maximum of 64) with memory expansion
Mailboxes (Unlimited)
Menu Routing – 5 menus
●
●
●
●
●
●
●
1-6 Basic Features
Table 1-1: Feature Comparison Chart
Features MiniVoice Dispatch/TalkPath
Menu Routing – Unlimited Menus
Message Cascading
Message Forwarding
Message Options (urgent, Future, confirmation)
Message Wait light
Multiple Greetings per Mailbox
Notification (Pager – 18 digits only)
Notification (Pager – unlimited digits, if needed)
Password protection
Park and Page
Personal Distribution List
Personal Operator
Port upgrades
Program interface – Communication program needed
Program interface - Windows
Reply to messages (with/without preamble)
Reports
●
●
●●
●
●●
●
●
●
●●
●
●
●
●
●
●
●●
●
Storage (1.5 hours, with additional 3 hours available)
Storage (70 + Hours)
Timed Based Answering (open/close)
Timed Based Answering (chainable time controls up to 10)
●
●
●
●
Installing the Voice Mail System 1-7
Installing the Voice Mail System
This section describes how to install the MiniVoice and lists the system
specifications.
Box Contents
One MiniVoice
One 6’ Null Modem Cable
One Power Adapter
Six Quick Reference Cards
One System Administrator / User Manual
Connections
The MiniVoice consists of two parts - the black case with a printed circuit
board and the plug-in power supply.
1. Mount the MiniVoice on a flat, dry wall surface.
2. Connect the transformer to a suitable 115-120V AC outlet.
3. Connect the line cords for the analog stations being connected to the
MiniVoice from left to right in the corresponding RJ-14 jack on the bottom
of the unit.
(Each jack is wired for two analog ports.)
1-8 Installing the Memory Expansion Board
PORT 1 & 2 PORT 3 & 4 OPEN OPEN
Pins 1 & 4
Pins 2 & 3
to connect Port 1
to connect Port 2
Figure 1-1: RJ-14 Pin Connections
4. Cross-connect the source jacks for these ports to the desired station port
locations on the telephone system’s main distribution frame (MDF).
Installing the Memory Expansion Board
Refer to Figure 1-2: System Configuration Diagram to locate the proper
placement for the memory expansion board.
You must power down the system before installing memory expansion.
Specifications
This table lists the MiniVoice specifications.
Table 1-2: System Specifications
Part Number Memory Total Storage Mailboxes Total Messages
703-04 Basic MiniVoice 1.5 hours 32 450
730-03 Expansion Memory 3.0 hrs 4.5 hours 64 999
Specifications 1-9
RS-232 Connector
Memory Expansion Board Location
for Programming,
9600, N-8-1
1-2
3-4
12V DC to
115V AC
Connect as required to analog ports.
Each connector is wired for 2 lines.
Base unit - ports 1-4 are active.
Figure 1-2: System Configuration Diagram
1-10 Voice Mail Integration Programming
Voice Mail Integration Programming
DHS and DHS-E
Perform Steps 1-6 to configure the DHS with the MiniVoice system.
1. Enter System Programming as follows:
a. Connect the single line adapter box to the system (make note of the
extension numbers).
b. Enter programming mode: [FEAT] + [#] + [
c. Press [SHOW].
2. Enter Stations as VM ports as follows:
a. Press [NEXT] to go to the station area. Press [SHOW].
b. Enter the first station number on the keypad to be included as a VM
port, then press [SHOW].
c. Press [NEXT] until the VM PORT entry is on the display.
d. Press [CHG] to mark VM PORT=Y.
e. Press [HOLD] to save the entry.
f. Repeat this procedure for all stations to be entered as VM ports.
g. Press [HOLD] twice to save the entries and exit to System
Programming.
3. Assign VM Type to a Station Hunt Group as follows:
a. Press [NEXT] until SYSTEM APPLICATION appears. Press [SHOW].
b. Press [SHOW] at the STATION HUNT GROUP entry.
c. Enter [1] on the keypad and press [SHOW].
d. Press [CHG] to mark the group as a VM type. Press [NEXT].
e. Press [SHOW] at the GROUP MEMBER entry.
f. Press [CHG], then enter the station number to be assigned in the group
and press [SAVE].
g. Repeat the procedure until all stations are entered in the group.
h. Press [HOLD] twice to save the entries and return to the STATION HUNT
GROUP screen.
6
] + [000000].
Voice Mail Integration Programming 1-11
4. Change In-band digits in “Voice Mail” as follows:
a. Press [NEXT] to go to the Voice Mail screen.
b. Press [SHOW].
c. Press [CHG] at the ICM PREFIX entry.
d. Press [FEAT], then dial [70] + [#] and press [SAVE].
Press [NEXT] to go to the XFR PREFIX.
Press [CHG] at the VFR PREFIX entry.
Press [FEAT ], then dial [70] + [6] and press [SAVE].
e. Press [NEXT] until DIS DGT appears.
f. Press [CHG], then press
666
.
g. Press [SAVE], then press [HOLD] twice.
5. Change the Ring Scheme as follows:
a. Press [BACK] twice until “4 RESOURCE” appears.
b. Press [SHOW].
c. Press [CHG] until “Ring Scheme” reads 1, then press [CLEAR].
6. Assign VM Flexible Buttons at EACH Station as follows:
a. Press [FEAT] + [#] + [3].
b. Press flexible button to program.
c. Press [CHG] (soft key) + [FEAT] (soft key).
d. Press [FEAT] + [64]. Press [SAVE] (soft key).
e. Press [CLEAR] to exit programming.
1-12 Voice Mail Integration Programming
Other Vodavi Systems
Perform the following steps to configure Vodavi systems, other than the DHS,
with the MiniVoice system.
1. On the single line telephone ports that are to be assigned to the VM
group, disable the conference feature. Flash 50, XXX-XXX, Button #3,
where XXX-XXX are the SLT extension range numbers to be assigned to
the VM group.
2. Enter the VM group programming for VM group 1 (440). Flash 65,
Button #1. This button should be lit for Steps 3-4.
3. Enter the single line telephone ports into a VM group (440-447). Flash 65,
Button #12. Enter [1] to add or [0] to delete (FP3 or newer).
4. Enter the desired Leave and Retrieve Tables for the VM group. Flash 65,
Buttons #10 and #11. Program the Leave Table as Table 0 and the Retrieve
Table as Tab l e 1.
Note that Steps 5 and 6 are accomplished in the Flash 66 programming field.
These steps should be completed by default.
5. Leave Table Programming:
a. Press Button #1 (Table 0).
b. Enter a [0] + [TRANS] + [
6
] on the keypad, where:
0 indicates a prefix digit.
The [TRANS] button represents a pause based on the system
pause timer.
The 6 is used to activate a mailbox and prepare it to accept a new
message.
c. Press the [HOLD] button to update.
Voice Mail Integration Programming 1-13
6. Retrieve Table Programming:
a. Press Button #2 (Table 1).
b. Enter a [0] + [TRANS] + [#] on the keypad, where:
0 indicates a prefix digit.
The [TRANS] button represents a pause based on the system
pause timer.
# represents an owner on the VM system.
c. Press the [HOLD] button to update.
d. Press Button #2 (Table 1).
e. Enter [1].
f. Press the [HOLD] button to update (when you update, this field is blank).
7. Press Button #9 (disconnect table).
a. Enter [
6666
], where
6666
is the disconnect code used by the
MiniVoice.
b. Press the [HOLD] button to update.
8. Assign VM flexible buttons (440) on the stations. At each station perform
the following:
a. Press the [SPEED] button twice.
b. Press the desired flexible button to be programmed.
c. Dial [440] on the keypad.
d. Press the ON/OFF button.
Note that you can adjust the volume level on each SLT port by using the
volume up or down code. This provides additional control for both internal
and external calls into the voice mail system. For example, while using a
single line telephone and on a CO Line call, to increase volume: perform a
hook flash, then dial [638] + [8] followed by another hook flash. A
confirmation tone sounds.
1-14 MiniVoice Programming Devices
MiniVoice Programming Devices
MiniVoice programming is accomplished by using a touch-tone telephone
and a personal computer. Table 1-3 shows the categories of programming
that can be performed by each device.
Table 1-3: Programming Device Comparison
Administration Telephone Computer
Class of Service
Date and Time
Debug
Free Sectors (message storage time remaining)
Invalid Digits
Mailbox Administration
Change Access Codes
Add a Mailbox
Delete a Mailbox
Record a Mailbox Greeting
Reset Message Wait Indication
Notification
Activate
Edit Number
New Number
Numbering Plan
Open and Close Schedule
Operating Mode
Day
Night
Automatic
Password (System)
PBX Integration ( Telephone Type)
PBX Integration parameters
Record Prompts
Review Prompts
Select System Greeting / per Port
Normal
Night
Tem po ra r y
System Greeting
Review
Record
Delete
Version Number
●
●●
●
●
●
●●
●●
●●
●
●●
●●
●
●
●
●
●●
●●
●●
●
●●
●
●
●
●●
●●
●●
●
●
●
●
MiniVoice Programming Devices 1-15
The following is the recommended sequence for programming the system to
perform basic operations. Perform programming in the order shown in
Table 1-4 starting at the top of the table and continuing to the bottom of the
table. This table illustrates the flow of programming; detailed programming
steps are contained in sections titled Programming System Functions Via
Computer and Programming System Functions Via Telephone.
Table 1-4: Basic Programming
Using Computer Programming
Programming Type Description
PBX Integration Select your telephone system from a list of possibilities. Example -
Open & Close Schedule Identify the hours of your business operation.
Number Plan Activate the numbers that will appear as menu selections.
Mail Box Assignment
Class of Service Verify COS settings.
Auto Attendant Config Verify Auto Attendant Configuration
Programming Type Description
DTMF Record system greeting (1- 9)
selection number 00 represents Vodavi telephone systems.
Identify mailbox and extension numbers.
Activate pager/beeper notification option.
Using Telephone Programming
1-16 Programming System Functions Via Telephone
Programming System Functions Via Telephone
To access the System Administrator Mailbox:
1. Dial into voice mail.
2. When the system answers, dial [#] followed by the System Administrator
Mailbox number:
[#]+[0] = 2 digit mailbox system
[#]+[00] = 3 digit mailbox system
[#]+[000] = 4 digit mailbox system
The system will announce: “Mailbox 15-0”, which is the System
Administrator Mailbox number. This number does not conflict with
Mailbox 15 in a two-digit mailbox system.
3. When requested, enter the default System Administrator password
[9]+[#]+[56].
To change the System Administrator password refer to
Administration” on page 1-18
.
“Mailbox
The System Administrator Mailbox menu plays to prompt you to select
one of the options listed below.
Press: [1] for system greetings
[2] for Mailbox Administration
[3] for Auto Attendant configuration
[4] to set date and time
[5] to set operating mode
[6] to select PBX integration
[7] to record a prompt
[8] to listen to a prompt
4. Select the appropriate button to select the desired option. Descriptions
of the options are provided on the next several pages.
Programming System Functions Via Telephone 1-17
Administrator Options
System Greetings
The programmed Day or Night greeting for each port, as programmed in the
Number Plan screen, is the first announcement played to outside callers
when they reach the system. Callers will either dial the system’s access
number directly or they might be forwarded when the dialed extension is
busy or unanswered.
You have the option to record up to nine programmable greetings to provide
callers with certain information and instructions upon their entering the
system.
You can customize the system sign-on greetings to meet your organization’s
needs. When you record a customized greeting, remind subscribers to dial [#]
to identify themselves to the system as subscribers. This is important for new
subscribers who can get confused and end up leaving unintended messages
for others rather than entering their own mailboxes.
Outside callers who have never encountered a voice message system should
be given clear instructions on what to do when they reach the system. Since
mailbox numbers are generally the same as the extension numbers, a caller
can leave a message by just dialing a [
their intended party. By customizing the system greeting, explicit directions
can be given to the outside caller.
6
] before the extension number of
To program system greetings:
1. Access the System Administrator Mailbox as described on page 1-16. The
System Administrator Mailbox Menu plays.
1
2. Press to access system greetings. The system will prompt you for the
1
greeting number (1-9).
3. Enter the desired greeting number.
For example:
1 = Default Day greeting
2 = Default Night greeting
3 = Default Temporary greeting
4 - 9 = Open for customized greetings
1-18 Programming System Functions Via Telephone
4. You will be prompted with the following three choices:
1
Press to Review. The greeting selected in Step 3 is played, then you
1
are returned to Step 4.
1
Press to Record. You will be prompted to record the greeting
2
selected in Step 3. When you finish recording, press [#] to save the
recording. Then you are returned to Step 4.
1
Press to Delete. The system will announce that the greeting
3
selected in Step 3 is deleted, then you are returned to Step 4.
5. When you finish work on the greeting initially selected in Step 3, you
have three choices:
1
Press to go back to Step 3 and select another greeting to
6
manage.
161
Press to return to the Administrator Options Menu.
Press to exit the system completely.
6
16161
6
Mailbox Administration
Mailbox administrative functions are normally accessed using the
programming terminal along with the appropriate programming screens on
the system. However, for your convenience, a number of functions can be
performed using your System Administrator mailbox. These include:
Changing an unknown/forgotten mailbox access code to a new
temporary access code.
Adding new mailboxes. You may need to use the Mailbox Setup Screen to
enter any additional information.
Deleting an existing mailbox.
Recording personal mailbox greetings.
Resetting a Message Waiting Indicator (MWI).
These five activities are described in detail below.
When accessing any of these features, you are first asked to enter a mailbox
number. This is the mailbox that will be acted upon.
Programming System Functions Via Telephone 1-19
Changing a Mailbox Access Code
If a subscriber forgets their access code, you can reset it without deleting the
mailbox and its messages. Once they are given the new temporary access
code, the subscriber should immediately enter their mailbox and change the
temporary access code to one of their own.
This is the only method for changing the administrator mailbox access code.
To change a Mailbox Access Code:
1. Access the System Administrator Mailbox as described on page 1-16. The
Administrator Options Menu plays.
1
2. Press to access mailbox administration.
2
3. After the prompt, enter the mailbox number for which you want to
change the access code.
1
4. After the next prompt press to change an access code.
5. Enter the new access code, then press to accept. The system will
1
1
#
announce the new access code for confirmation, then you are returned to
the Administrator Options menu in Step 1.
6. When you finish changing the access code(s), you have three choices:
1
Press through to select another System Administrator task
1
1
8
to perform.
1
Press to return to the system Main CCR Menu.
Press to exit the system completely.
6
161
6
7. Give the new temporary access code to the subscriber. Tell the subscriber
to enter their mailbox immediately to change the access code to one of
their own choice.
Adding a Mailbox
When you add a mailbox to the system, several default values are assigned:
the extension number will be the same as the mailbox number, the password
will be , the Class of Service will default to 1, and the
1010101
0
Outcall function will be turned OFF. If you need to change these options from
the default values, you will have to use the Programming Terminal.
1-20 Programming System Functions Via Telephone
To add a mailbox:
1. Access the System Administrator Mailbox as described on page 1-16. The
Administrator Options menu plays.
1
2. Press to access mailbox administration.
2
3. After the prompt, enter the mailbox number for which you want to add.
1
4. After the next prompt, press to add a mailbox. The system confirms
2
addition of mailbox and then returns you to the Administrator Options
Menu in Step 1.
5. When you finish adding a mailbox, you have three choices:
1
Press through to select another System Administrator task
1
1
8
to perform.
1
Press to return to the system Main CCR Menu.
Press to exit the system completely.
6
161
6
Deleting a Mailbox
Deleting a mailbox is a permanent action and the mailbox or its messages
cannot be recovered after the delete action is confirmed by pressing
.
1
#
To delete a mailbox:
1. Access the System Administrator Mailbox as described on page 1-16. The
Administrator Options menu plays.
1
2. Press to access mailbox administration.
2
3. After the prompt, enter the mailbox number for which you want to
delete.
1
4. After the next prompt, press to delete the mailbox.
5. After the prompt, press to confirm deletion or
then returned to the Administrator Options Menu in Step 1.
3
1
#
1
6
to cancel. You are
6. When you finish mailbox deletion activities, you have three choices:
1
Press through to select another System Administrator task
1
1
8
to perform.
1
Press to return to the system Main CCR Menu.
Press to exit the system completely.
6
161
6
Programming System Functions Via Telephone 1-21
Recording a Mailbox Greeting
You can use the System Administrator’s Mailbox to record the mailbox
greeting for any system mailbox.
To record a mailbox greeting:
1. Access the System Administrator Mailbox as described on page 1-16. The
Administrator Options menu plays.
1
2. Press to access mailbox administration.
2
3. After the prompt, enter the mailbox number for which you want to record
a greeting.
1
4. After the next prompt, press to record a mailbox greeting.
5. After the beep, record the mailbox greeting, then press when
4
1
#
finished.
1
6. After the prompt, press to confirm the recording is satisfactory.
are then returned to the Administrator Options Menu in Step 1.
#
You
7. When you finish recording mailbox greeting activities, you have three
choices:
1
Press through to select another System Administrator task
1
1
8
to perform.
1
Press to return to the system Main CCR Menu.
Press to exit the system completely.
6
161
6
Resetting a Message Waiting Indicator
The System Administrator can reset the message waiting indicator (MWI) for
a mailbox. When this option is selected, the system checks the current status
of any messages stored in the mailbox. The system then dials the appropriate
MWI “turn on” code if there are new messages in the mailbox and the
appropriate “turn off” code if there are no new messages in the mailbox. This
operation will re-synchronize the physical MWI with the mailbox message
status.
To reset an MWI:
1. Access the System Administrator Mailbox as described on page 1-16. The
Administrator Options menu plays.
1
2. Press to access mailbox administration.
2
Loading...