PARTNER MAIL VS®
Voice Messaging System
Release 5
Planning Forms
585-322-533
Comcode 108355132
Issue 1
October 1998
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Form 1: Language
Language Mode:
Monolingual ✓
Bilingual
Monolingual Mode–System Language:
U.S. English ✓
Latin American Spanish
Canadian French
Bilingual Mode–Primary Language:
U.S. English ✓
Latin American Spanish
Canadian French
Bilingual Mode–Secondary Language:
U.S. English
Latin American Spanish ✓
Canadian French
General Information
Completing this Form
Language Mode Check “Bilingual” if the Language Mode
should be set to Bilingual. If you check Bilingual, also see
■
■
Factory defaults are identified by the ✓ symbol.
If the system is set for Bilingual Mode, make sure you record the
Automated Attendant Day Menu Prompts and Night Menu Prompts
and Announcements (if any) in both the Primary and Secondary
Languages. Also, subscribers can record two personal
greetings—one in the Primary Language and another in the
Secondary Language.
below; if not, see
.
Monolingual Mode—System Language Check the Primary
language desired if different from the default.
Bilingual Mode—Primary Language Check the Primary
Language desired if different from the default.
■
■
Subscribers can have a Mailbox Language different from the
languages selected here. Mailbox Language is specified on Form
2.
Bilingual Mode—Secondary Language Check the Secondary
Language desired if different from the default.
You can specify a language for programming prompts that is
Programming Language
different from the system language specified in
or
above. If
■
To program the Language Mode, as well as the System Language
in Monolingual Mode or the Primary and Secondary Languages in
you change the System Administration Language (that is, the
language in which programming prompts are played), specify the
Bilingual Mode, dial
To program the System Administration Language, call the Voice
Mail Service and enter the login and password. Then dial
1
from the Programming Main Menu.
language here
.
■
0
.
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Automated Attendant:
1
2
3
4
Form 2: Mailbox Assignments
(Copy this form for each Automated Attendant. Save the original blank form for future use.
(Check a number to indicate for which Automated Attendant this form is used.)
10 ✓
(11 ✓)
(12 ✓)
(13 ✓)
(14 ✓)
(15 ✓)
(16 ✓)
(17 ✓)
(18 ✓)
(19 ✓)
(20 ✓)
(21 ✓)
(22 ✓)
(23 ✓)
(24 ✓)
(25 ✓)
(26 ✓)
(27 ✓)
(28 ✓)
(29 ✓)
(30 ✓)
(31 ✓)
(32 ✓)
(33 ✓)
(34 ✓)
(35 ✓)
(36 ✓)
(37 ✓)
(38 ✓)
(39 ✓)
(40 ✓)
(41 ✓)
(42 ✓)
(43 ✓)
(44 ✓)
(45 ✓)
(46 ✓)
(47 ✓)
(48 ✓)
(49 ✓)
(50 ✓)
(51 ✓)
(52 ✓)
(53 ✓)
(54 ✓)
(56 ✓)
(57 ✓)
Mailbox
Subscriber Name
Mailbox Language
Outcalling Assigned
RAC Assigned
Message Length
Mailbox Size
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Automated Attendant:
1
2
3
4
Form 2: Mailbox Assignments
(Copy this form for each Automated Attendant. Save the original blank form for future use.
(Check a number to indicate for which Automated Attendant this form is used.)
General Information
Completing this Form
■
■
■
Factory defaults are identified by the ✓ symbol.
Mailbox Cross out any unused mailboxes.
The system comes with 48 mailboxes.
Subscriber Name For every mailbox in use, write the name of the
mailbox subscriber. Mailboxes cannot be assigned to Hunt Groups
or Calling Groups.
Mailbox 10 is reserved for the receptionist at extension 10 and
cannot be deleted.
Mailbox Language For each mailbox that requires a language
different from the System Language or Primary Language
indicated on Form 1, write the name of the language in this space.
Supported languages are listed on Form 1.
■
Mailbox 10 provides 60 minutes of message recording time. All
other mailboxes provide 20 minutes of message recording time.
Each message is four minutes long.
To change the default message length and mailbox size, see
“Resizing a Mailbox” in Chapter 5.
Outcalling Assigned For each mailbox in use, indicate whether
Outcalling is assigned.
■
■
For system security, mailboxes should be deleted where they are
not needed; for example, mailboxes should be deleted for
extensions in use by auxiliary equipment (such as a fax or
doorphone) and the extensions assigned to the VMS Hunt Group.
RAC Assigned For each mailbox in use, indicate whether
Record-A-Call privilege is assigned. (Only for PARTNER ACS 3.0
or later with a 4-port PMVS configuration.)
Mailbox Size For each mailbox in use, indicate the mailbox size, if
different from the default (60 minutes for receptionist’s and 20
minutes for all others).
Guest mailboxes can be created for users who don’t have their
own phone by assigning an unused extension number as the
mailbox number. Unused extension numbers include: 1) vacant
extension jacks in installed 206 or 308 modules and 2) extensions
in your DIAL plan higher than the last extension jack in the last
installed module. See “Guest Mailboxes” in Chapter 5 for more
information.
Message Length For each mailbox in use, indicate the message
length if different from the default (4 minutes).
Programming Mailboxes
■
To program mailboxes, dial 4 from the Programming Main menu.
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Automated Attendant:
1
2
3
4
Form 3: Menu Definition
(Copy this form for each Automated Attendant. Save the original blank form for future use.
(Check a number to indicate for which Automated Attendant this form is used.)
Lines assigned: ____________________________________________________________________________________________
Required for Automated Attendant Service
Description
Selector
Code
Selector
Code Action*
Number/Range
of Numbers
1
2
3
4
5
6
7
8
9
(
(
(
(
(
5
5
5
5
5
✓)
✓)
✓)
✓)
✓)
(
5
6
✓)
(
✓)
(Mailbox 10
✓)
Dial 0/Timeout Extension:
Specify the extension to which calls are transferred if the caller dials
*
Selector Code Action Key
1
3
5
6
7
Selector Code Transfer
Announcement
“0” or does not enter a Selector Code.
Direct Extension Transfer
Mailbox Transfer
Centrex Transfer
General Information
■
■
If you use the Centrex Transfer option, all lines assigned to this
Automated Attendant must be Centrex lines.
■
■
Factory defaults are identified by the ✓ symbol.
This Menu Definition applies to both the Day and Night Menu
prompts.
If you use the Mailbox Transfer option, Selector Codes 1–9
represent a mailbox number that you specify to which the call is
transferred.
■
■
■
The Lines Assigned: area is reserved for you to specify the lines
assigned to this Automated Attendant.
■
■
The Selector Code 9 factory setting lets callers transfer directly to
mailbox 10 (receptionist’s mailbox) where they can leave a message.
The Selector Code is the first digit dialed by the caller in
response to menu prompts.
The Description and Selector Code number from this form will be
used to complete the Day and Night Menu Prompts (Forms 4, 4A,
5, and 5A).
In Direct Extension Transfer, Selector Codes 1-5 and 7
represent the first digit for a range of extensions (see table).
These Selector Codes let callers dial extension numbers directly.
■
Announcement entries in Description, Selector Code, and
Number/Range of Numbers of this form will be used to complete
Forms 3A and 3B.
■
In Selector Code Transfer, Selector Codes 1-9 represent a
specific extension, Group Calling number (if available), Hunt
Group number, Centrex number, or guest mailbox number that
you specify, to which the caller is transferred. (See the range of
extensions table.)
PARTNER System
Advanced, R1.0, 1.1
Advanced, R3.0 or later
Endeavor, R1.0 or later
II/Plus
Range of Extensions
|
|
|
|
10-41, 71-74, or 771-776
10-49, 71-74, or 771-776
10-49, 71-74, or 771-776
10-57, 71-74, or 771-776
Selector Code Transfer lets callers dial a single digit to reach a
single extension or group, such as the VP of Sales at extension 37
or the order processing operators assigned to Hunt Group 774.
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Automated Attendant:
1
2
3
4
Form 3: Menu Definition
(Copy this form for each Automated Attendant. Save the original blank form for future use.
(Check a number to indicate for which Automated Attendant this form is used.)
Completing this Form
Programming the Menu
For Direct Extension Transfer…
■
To program the menu definition, dial
3
from the Programming
Main Menu, specify an Automated Attendant number, and select
the Day Menu.
Description Write “Direct Extension Transfer.”
Selector Code Action Leave the factory default.
After defining the menu, the system will prompt you to record the
Number/Range of Numbers Enter the appropriate range (see
table).
For Announcement…
Description Write “Announcement.”
Selector Code Action Enter the appropriate code (see table).
■
To program the lines, dial
specify an Automated Attendant number, and select Line
Assignment.
3
from the Programming Main Menu,
Number/Range of Numbers Enter the announcement number
(1 or 2).
■
To program the Dial 0/Timeout Extension, dial
3
from the
Programming Main Menu, specify an Automated Attendant
number, and select the Day Menu.
For Selector Code Transfer…
Description Write the name of the person or group to receive the
transfer.
Selector Code Action Enter the appropriate code (see table).
Number/Range of Numbers Enter the extension,
announcement, or group number to receive the transfer.
For Mailbox Transfer…
Description Write the name of the mailbox owner to receive the
transfer.
Selector Code Action Enter the appropriate code (see table).
Number/Range of Numbers Enter the mailbox number to
receive the transfer.
For Centrex Transfer…
Description Write “Centrex Transfer.”
Selector Code Action Enter the appropriate code (see table).
Number/Range of Numbers Enter the Centrex number to
receive the transfer.
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Automated Attendant:
1
2
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Form 3A: Automated Attendant Announcement—
Form 3A: System Language or Primary Language
(Copy this form for each Automated Attendant. Save the original blank form for future use.
(Check a number to indicate for which Automated Attendant this form is used.)
Required if Selector Code Transfer is set to Announcement
Announcement # ______ :
Announcement # ______ :
General Information
Completing this Form
■
■
An Announcement can be up to four minutes long.
Write the Announcement and its number in the space provided.
In the Announcement, you can offer callers the option of pressing
*4 (to repeat this Announcement), *7 (to return to the Main Menu),
*8 (to transfer to an extension), or 0 (to transfer to the
programmed Dial 0/Timeout Extension). After playing the
Announcement, the system waits five seconds to allow the caller
to press one of these digit. If the caller does not press a digit, the
system hangs up.
Recording the Announcement(s)
■
To record the Announcement, dial
Menu.
3
from the Programming Main
■
■
If the system is set for Bilingual Mode, let callers know they can
switch the language they hear while listening to the
Announcement. For example, “Para español, marque *1.”
Announcements can supply frequently requested information so
that your staff is free to assist customers or to perform other
tasks more efficiently.
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Automated Attendant:
1
2
3
4
Form 3B: Automated Attendant Announcement—Secondary Language
(Copy this form for each Automated Attendant. Save the original blank form for future use.
(Check a number to indicate for which Automated Attendant this form is used.)
Required for Bilingual Mode only if Selector Code transfer is set to Announcement
Announcement # ______ :
Announcement # ______ :
General Information
Completing this Form
■
■
An Announcement can be up to four minutes long.
Write the Announcement and its number in the space provided.
In the Announcement, you can offer callers the option of pressing
*4 (to repeat this Announcement), *7 (to return to the Main Menu),
*8 (to transfer to an extension), or 0 (to transfer to the
programmed Dial 0/Timeout Extension). After playing the
Announcement, the system waits five seconds to allow the caller
to press one of these digit. If the caller does not press a digit, the
system hangs up.
Recording the Announcement(s)
■
To record the Announcement, dial
Menu.
3
from the Programming Main
■
■
Let callers know they can switch to the Primary Language while
listening to the Announcement. For example, “For English, press
* 1.”
Announcements can supply frequently requested information so
that your staff is free to assist customers or to perform other
tasks more efficiently.
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Automated Attendant:
1
2
3
4
Form 4: Day Menu Prompt—
Form 4: System Language or Primary Language
(Copy this form for each Automated Attendant. Save the original blank form for future use.
(Check a number to indicate for which Automated Attendant this form is used.)
Required if VMS Hunt Schedule is set to Day Only or Always
General Information
Completing this Form
■
The Day Menu Prompt plays to callers when the VMS Hunt
Schedule is set to Always or Day Only and Night Service is off.
The Day Menu Prompt and the Night Menu Prompt use the same
Menu Definition.
Write the message that you want callers to hear when they call during
normal business hours, including the instructions to the caller for
selecting menu options.
Suggested options include:
■
■
■
The Day Menu Prompt should contain a welcome and a list of
menu options.
■
■
■
“Remain on the line for assistance.”
“Dial 0 for assistance.”
The welcome should introduce the company. For example, “Thank
you for calling the Any Travel Agency.”
“To hear this menu again, dial * 4.”
If the system is set for Bilingual Mode, let callers know they can
switch the language they hear while on the call. For example,
“Para español, marque * 1.”
Recording the Day Menu Prompt
■
To record the Day Menu Prompt, dial
Main Menu.
3
from the Programming
■
The menu options should contain instructions that correspond to
the Menu Definition set up on Form 3.
–
–
If callers can dial extension numbers (Direct Extension
Transfer), the prompt should instruct callers to dial the
extension number. For example, “If you know the extension of
the person you want to reach, dial it now.”
If callers can dial a single digit to transfer to an extension or
group (Selector Code Transfer), to a mailbox (Mailbox
Transfer), or to a Centrex number (Centrex) Transfer), the
prompt should provide instructions such as “To speak to
someone in sales, press 6.”
–
If callers can can choose an Announcement, include that
information. For example, “For directions to our office, press 4.”
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Automated Attendant:
1
2
3
4
Form 4A: Day Menu Prompt—Secondary Language
(Copy this form for each Automated Attendant. Save the original blank form for future use.
(Check a number to indicate for which Automated Attendant this form is used.)
Required for Bilingual Mode only if VMS Hunt Schedule is set to Day Only or Always
General Information
Completing this Form
■
The Day Menu Prompt plays to callers when the VMS Hunt
Schedule is set to Always or Day Only and Night Service is off.
The Day Menu Prompt and the Night Menu Prompt use the same
Menu Definition.
Write the message that you want callers to hear when they call during
normal business hours, including the instructions to the caller for
selecting menu options.
Suggested options include:
■
■
■
■
The Day Menu Prompt should contain a welcome and a list of
menu options.
■
■
■
“Remain on the line for assistance.”
“Dial 0 for assistance.”
The welcome should introduce the company. For example, “Thank
you for calling the Any Travel Agency.”
“To hear this menu again, dial * 4.”
Let callers know they can switch back to the Primary Language.
For example, “For English, press * 1.”
Recording the Day Menu Prompt
The menu options should contain instructions that correspond to
the Menu Definition set up on Form 3.
■
To record the Day Menu Prompt, dial
Main Menu.
3
from the Programming
–
–
If callers can dial extension numbers (Direct Extension
Transfer), the prompt should instruct callers to dial the
extension number. For example, “If you know the extension of
the person you want to reach, dial it now.”
If callers can dial a single digit to transfer to an extension or
group (Selector Code Transfer), to a mailbox (Mailbox
Transfer), or to a Centrex number (Centrex) Transfer), the
prompt should provide instructions such as “To speak to
someone in sales, press 6.”
–
If callers can can choose an Announcement, include that
information. For example, “For directions to our office, press 4.”
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Automated Attendant:
1
2
3
4
Form 5: Night Menu Prompt—
Form 5: System Language or Primary Language
(Copy this form for each Automated Attendant. Save the original blank form for future use.
(Check a number to indicate for which Automated Attendant this form is used.)
Required if VMS Hunt Schedule is set to Night Only or Always
General Information
■
The Night Menu Prompt plays to callers when the VMS Hunt
Schedule is set to Always or Night Only and Night Service is on.
The Night Menu Prompt and the Day Menu Prompt use the same
Menu Definition.
–
If Selector Code 9 is left as the default, the prompt should
instruct callers to press 9 to leave a message with the
receptionist.
■
■
The Night Menu Prompt should contain a welcome and a list of
menu options.
Completing this Form
Write the message that you want callers to hear when they call after
normal business hours, including instructions to the caller for
selecting menu options.
The welcome should introduce the company. For example,
“You have reached the Any Travel Agency. Our hours are 9 AM to
5 PM, Monday through Friday.”
Suggested options include:
■
■
If the system is set for Bilingual Mode, let callers know they can
switch the language they hear while on the call. For example,
“Para español, marque * 1.”
■
■
“Dial 9 or remain on the line to leave a message.”
“To hear this menu again, dial * 4.”
The menu options should contain instructions that correspond to
the Menu Definition set up on Form 3.
Recording the Night Menu Prompt
–
If callers can dial extension numbers (Direct Extension
Transfer), the prompt should instruct callers to dial the
extension number. For example, “If you know the extension of
the person you want to reach, dial it now and leave a
message.”
■
To record the Night Menu Prompt, dial
Main Menu.
3
from the Programming
–
If callers can dial a single digit to transfer to an extension or
group (Selector Code Transfer), to a mailbox (Mailbox
Transfer), or to a Centrex number (Centrex) Transfer), the
prompt should provide instructions such as “To leave a
message for Pat, press 6.” Keep in mind that there are no
group mailboxes.
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Automated Attendant:
1
2
3
4
Form 5A: Night Menu Prompt—Secondary Language
(Copy this form for each Automated Attendant. Save the original blank form for future use.
(Check a number to indicate for which Automated Attendant this form is used.)
Required for Bilingual Mode only if VMS Hunt Schedule is set to Night Only or Always
General Information
■
The Night Menu Prompt plays to callers when the VMS Hunt
Schedule is set to Always or Night Only and Night Service is on.
The Night Menu Prompt and the Day Menu Prompt use the same
Menu Definition.
–
If Selector Code 9 is left as the default, the prompt should
instruct callers to press 9 to leave a message with the
receptionist.
■
■
The Night Menu Prompt should contain a welcome and a list of
menu options.
Completing this Form
Write the message that you want callers to hear when they call after
normal business hours, including instructions to the caller for
selecting menu options.
The welcome should introduce the company. For example,
“You have reached the Any Travel Agency. Our hours are 9 AM to
5 PM, Monday through Friday.”
Suggested options include:
■
■
Let callers know they can switch back to the Primary Language.
For example, “For English, press *1.”
■
■
“Dial 9 or remain on the line to leave a message.”
“To hear this menu again, dial * 4.”
The menu options should contain instructions that correspond to
the Menu Definition set up on Form 3.
Recording the Night Menu Prompt
–
If callers can dial extension numbers (Direct Extension
Transfer), the prompt should instruct callers to dial the
extension number. For example, “If you know the extension of
the person you want to reach, dial it now and leave a
message.”
■
To record the Night Menu Prompt, dial
Main Menu.
3
from the Programming
–
If callers can dial a single digit to transfer to an extension or
group (Selector Code Transfer), to a mailbox (Mailbox
Transfer), or to a Centrex number (Centrex) Transfer), the
prompt should provide instructions such as “To leave a
message for Pat, press 6.” Keep in mind that there are no
group mailboxes.
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Form 6: Line Ownership
Required if VMS Line Coverage exists for one or more lines
Line #
Telephone Number
Line Owner (Subscriber Name)
Mailbox
General Information
Completing this Form
■
■
■
Lines in the system are assigned either ownership or Automated
Attendant Service coverage—a single line cannot be assigned
both types of coverage.
Line # Write the number of the outside line to be covered by the
voice mailbox of the line owner.
■
■
■
For PARTNER PLUS, specify an outside line number
from 01–12.
Note that more than one line may be assigned to the same
mailbox, but a single line cannot be assigned to more than one
mailbox.
For PARTNER Advanced and Endeavor, specify an outside
line number from 01–15.
Lines that are assigned ownership typically are used for personal
lines or outside access to the voice messaging system if
Automated Attendant Service is not used. If the company has
users who need to access mailboxes when no one is around to
transfer them to their mailboxes, you can set up the system as
follows:
For PARTNER II, specify an outside line number from 01–24.
Telephone Number Write the telephone number of the outside
line to be covered.
Line Owner Write the name of the person responsible for
picking up messages on this line. This is a subscriber from Form
2, “Mailbox Assignments.”
–
–
Assign extension 10 as owner of the covered lines.
Instruct users to press * 7 when they hear the personal
Mailbox Write the mailbox number assigned to the subscriber.
greeting from extension 10.
■
■
See the communications system planning forms to determine line
numbers, telephone numbers, and line owners’ extensions.
Programming Line Ownership
■
To program line ownership, dial
Menu.
6
from the Programming Main
As an alternative to VMS Line Coverage you can use Extension
Line Coverage. See Chapter 5 for more information.
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