Installation and System Administration Guide Hicom Office PhoneMail Entry Version 1.
Warning Hackers who unlawfully gain access to customer telecommunications systems are criminals. Currently, we do not know of any telecommunications system that is immune to this type of criminal activity. Siemens Business Communication Systems, Inc. will not accept liability for any damages, including long distance charges, which result from unauthorized use.
History of Changes History of Changes 0 Revision Number Date Summary 00 October 1998 Original Publication G281-0561-00, December 1, 1998 Hicom Office PhoneMail Entry, Version 1.
History of Changes 0-2 G281-0561-00, December 1, 1998 Hicom Office PhoneMail Entry, Version 1.
Contents Contents 0 1 Important Notices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-1 1.1 Safety. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-1 1.1.1 General Safety . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-1 1.1.2 Safety with Electricity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Contents 3.8 Testing the Connection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-6 4 Setting Up Office PhoneMail. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-1 4.1 Accessing the System Administration Menu for the First Time. . . . . . . . . . . . . . . . . . . 4-1 4.2 Setting the Country Code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-2 4.
Contents 8.3 Removing a Language from Office PhoneMail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-3 8.4 Installing a New Language on Office PhoneMail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-4 8.5 Loading Software Upgrades . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-5 A Office PhoneMail System Planner . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .A-1 B Office PhoneMail Design Checklist . . .
Contents 0-6 G281-0561-00, December 1, 1998 Hicom Office PhoneMail Entry, Version 1.
Important Notices Safety 1 Important Notices 1.1 Safety The following information is included in this publication for the use and safety of installation and maintenance personnel. 1.1.1 General Safety ● Do not attempt to lift objects that you think are too heavy for you. ● Do not wear loose clothing; tie back your hair while working on machines. ● Wear eye protection when you are working in any conditions that might be hazardous to your eyes.
Important Notices Safety ● Never assume that the power is turned off. Always check to ensure that a circuit does not have power. ● Do not work alone. Work with another person who knows the locations of the power-off switches, especially if you are working with exposed electrical circuits. ● Follow the instructions in the manual carefully, especially when working with circuits that are powered. Disconnect power when instructed to do so in the procedures.
Important Notices UL and CSA Standards ● Set controls on testers correctly and use approved probe leads and accessories intended for that tester. ● The surface of a mirror is conductive. Do not touch powered circuits with a mirror. To do so can cause personal injury and machine damage. ● Do not store combustible gases or flammable materials in cabinets near the site. 1.1.2.3 Emergencies ● Be familiar with first aid for electrical shock.
Important Notices FCC and Industry Canada Compliance 1.2.1 Standard A This product is UL listed to the requirements in UL Standard 1459, 2nd Edit, “Telephone Equipment.” This product is CSA certified to the requirements of CSA Standard C22.2 No. 225-M90, “Telecommunication Equipment.” 1.2.2 Standard B This product is UL listed to the requirements of UL Standard 1950, Second Edition, “Safety of Information Technology Equipment, Including Electrical Business Equipment.
Important Notices FCC and Industry Canada Compliance The Hicom 150 E CS OfficePoint has been tested and found to comply with the limits for a Class B digital device, pursuant to Part 15 of the FCC Rules. These limits are designed to provide reasonable protection against harmful interference when the equipment is operated in a residential installation.
Important Notices FCC and Industry Canada Compliance Nonlive Voice Equipment Nonlive voice equipment such as music-on-hold devices and recorded announcements for systems must be approved by Siemens and registered in accordance with the rules and regulations of Subpart C of the FCC Rules, Part 68; or it must be connected through protective circuitry that is approved by Siemens and registered in accordance with the rules and regulations in Subpart C of the FCC Rules, Part 68.
Important Notices FCC and Industry Canada Compliance Connecting Off-Premises Station Facilities Customers who intend to connect off-premises station (OPS) facilities must inform the telephone company of the OPS class for which the equipment is registered and the connection desired. Direct Inward Dialing Answer Supervision Customers operating any Siemens switch discussed in this section without providing proper answer supervision are in violation of Part 68 of the FCC rules.
Important Notices FCC and Industry Canada Compliance Electrical Safety Advisory While each Siemens switch discussed in this section is fully compliant with FCC Rules and Regulations, it is recommended that an alternating current (ac) surge arrestor of the form and capability suitable for the model of the system purchased be installed in the ac outlet to which the system is connected. Consult with your Siemens representative or distributor to determine the surge protector requirements for your system.
Important Notices About This Book 1.3.2.1 REN The REN assigned to each terminal device provides an indication of the maximum number of terminals allowed to be connected to a telephone interface. The termination of an interface may consist of any combination of devices subject only to the requirement that the sum of the RENs of all the devices does not exceed five. 1.3.2.2 Equipment Attachment Limitations The Industry Canada label identifies certified equipment.
Important Notices About This Book 1.4.2 Audience This book is designed for everybody installing, setting up, and maintaining Office PhoneMail Entry systems. 1.4.3 Prerequisite Knowledge We recommend that the readers of this book have some fundamental knowledge about: ● The Hicom CS (either a Hicom 150 E CS or a Hicom 100 E CS, Model 118) to which the PhoneMail Entry system is connected. ● The Optiset E telephone used to configure your PhoneMail Entry system. 1.4.
Important Notices About This Book Appendix E, “The Status Indicator” explains how to interpret the light emitting diode (LED) blinking patterns (cadences) used to indicate the current state of the Office PhoneMail system. Appendix F, “Hicom Office PhoneMail System Administration Menu” contains the Office PhoneMail system administration menu as a quick reference for administering and customizing your system. The appendixes are followed by a list of abbreviations and an index. 1.4.
Important Notices About This Book 1-12 G281-0561-00, December 1, 1998 Hicom Office PhoneMail Entry, Version 1.
Introduction Office PhoneMail Entry Capacities 2 Introduction This chapter discusses Office PhoneMail Entry capacities, which Hicoms it connects to, and two important tools to use before and while installing Office PhoneMail Entry. 2.1 Office PhoneMail Entry Capacities Office PhoneMail Entry supports the following features: ● 25 mailboxes Office PhoneMail provides 25 mailboxes, consisting of: – 20 subscriber mailboxes. A subscriber is an employee with an individual phone extension.
Introduction Possible Hicom Communication Servers for Office PhoneMail ● 2 fax extensions ● 1 language Office PhoneMail Entry cannot be expanded beyond these limits. 2.2 Possible Hicom Communication Servers for Office PhoneMail Currently, Office PhoneMail works with: ● The Hicom 100 E CS Version 2.1F and later, Model 118. ● The Hicom 150 E CS OfficeCom Version 1.0 and later. ● The Hicom 150 E CS OfficePoint Version 1.0 and later. 2.
Installing Office PhoneMail Unpacking Office PhoneMail 3 Installing Office PhoneMail This chapter describes the components of the Office PhoneMail board, explains how to configure the Hicom for Office PhoneMail Entry, and describes how to install Office PhoneMail Entry. Hicom Office PhoneMail Entry is contained on the Office PhoneMail Entry board (or Office PhoneMail board for short), a Hicom interface board that is installed on the backplane of your Hicom.
Installing Office PhoneMail The Components of the Office PhoneMail Board 3.2 The Components of the Office PhoneMail Board You must familiarize yourself with the components of the Office PhoneMail Entry board shown in Figure 3-1.
Installing Office PhoneMail Special Note for the System Administrator ● The on/off switch is used to turn the Office PhoneMail on or off. Always shut down Office PhoneMail (see Section 8.2, “Shutting Down Office PhoneMail”, on page 8-2) before switching this switch to the “off” position. ● The PCMCIA slot is used to insert PhoneMail software cards (for example language cards) for loading. ● The card ejector is used to eject cards from the PCMCIA slot. 3.
Installing Office PhoneMail Configuring Your Hicom and Telephones for Office PhoneMail 1. Assign extension type “Voicemail” to two extensions. Assign these extensions in a master/ slave relationship. 2. Name the Voicemail extensions “VM1” and “VM2”. 3. For each Voicemail port, specify that intrusion is not allowed. 4. Turn off Security camp for each Voicemail port. 5. Specify English, not US English, as the Voicemail port language. 6. Assign the Voicemail extensions to a hunt group number.
Installing Office PhoneMail Turning Off the Hicom 3.5 Turning Off the Hicom You must now turn off the Hicom. If you need help, see your Hicom system administrator or refer to the Hicom 150 E Electronic Service Manual. 3.6 Installing the Office PhoneMail Entry Board in the Hicom You must have configured your Hicom as described in Section 3.4, “Configuring Your Hicom and Telephones for Office PhoneMail”, on page 3-3 and the Hicom must be turned off, before you can install the Office PhoneMail board.
Installing Office PhoneMail Testing the Connection Office PhoneMail is now operational. Note that the following could occur while Office PhoneMail is in an operational state: ● The modular cable could be disconnected. ● The Hicom could be turned off. In either case Office PhoneMail will begin to restart, but will not be able to finish this process until the modular cable is properly reconnected or the Hicom is turned on again. 3.
Setting Up Office PhoneMail Accessing the System Administration Menu for the First Time 4 Setting Up Office PhoneMail This chapter describes basic Office PhoneMail setup tasks performed by the Office PhoneMail system administrator. All tasks are done using the system administration menu (refer to Appendix F, “Hicom Office PhoneMail System Administration Menu”). Your telephones and outside lines remain fully operational during these setup tasks, and your Hicom never needs to be turned off.
Setting Up Office PhoneMail Setting the Country Code 2. Enter your general delivery mailbox number ( 0 or then press . 9 ) and the password 4 3 2 1 , and Do not pause or press while entering the mailbox-password combination; you must enter a single, unbroken string of digits. “4321” is the default password for all Office PhoneMail mailboxes. Change this password now.
Setting Up Office PhoneMail Setting the Call-Progress Tone Plan ID 4. To set the country code, press 1 . Office PhoneMail notes the current country code setting. 5. Enter the new country code. OR Cancel the action by pressing . A complete list of valid country codes is provided in Appendix D, “Country Codes and CallProgress Tone Plan IDs”. 4.
Setting Up Office PhoneMail Enabling PhoneMail Extensions and Mailboxes After the new call-progress tone plan ID is accepted, Office PhoneMail performs a courtesy shutdown and restarts automatically. 4.4 Enabling PhoneMail Extensions and Mailboxes You cannot enable or disable the extension you are working from. To enable or disable your current extension, you will need to call from a different telephone.
Setting Up Office PhoneMail Enabling PhoneMail Extensions and Mailboxes To enable an extension: 1. Access the system administration menu. 2. Access the Installation options by pressing 6 . Office PhoneMail prompts you for the Installation password. 3. Enter the Installation password: 4. Elect to enable extensions by pressing 4 6 7 8 2 2 5 5 (INSTALL). . Office PhoneMail prompts you for the number of the extension you wish to enable. 5. Enter the extension number you wish to enable.
Setting Up Office PhoneMail Disabling Office PhoneMail Extensions and Mailboxes Office PhoneMail notes whether the mailbox number you have entered is currently enabled or disabled. If it is already enabled, cancel the action. Office Phonemail also notes whether the respective extension is enabled or disabled. 4. – If the extension is disabled, Office PhoneMail allows you to enable it as an information mailbox (up to two) or a guest mailbox (up to two).
Setting Up Office PhoneMail Disabling Office PhoneMail Extensions and Mailboxes To disable an extension: 1. Access the system administration menu. 2. Access the Installation options menu by pressing 6 . Office PhoneMail prompts you for the Installation password. 3. Enter the Installation password: 4. Elect to disable extensions by pressing 4 6 7 8 2 2 5 5 (INSTALL). . Office PhoneMail prompts you for the number of the extension you wish to disable. 5.
Setting Up Office PhoneMail Setting Up Office PhoneMail Fax Machines The general delivery mailbox cannot be disabled. Mailboxes are disabled one at a time. To disable a mailbox: 1. Access the system administration menu. 2. Elect to disable a mailbox by pressing 3 . Office PhoneMail prompts you for the number of the mailbox you wish to disable. 3. Enter the number of the mailbox you wish to disable. Office PhoneMail notes whether the mailbox number you have entered is currently enabled or disabled.
Setting Up Office PhoneMail Setting Up Office PhoneMail Fax Machines 4.6.1 Setting Up One Fax Machine 1. Access the system administration menu. 2. Enable an analog extension (compare Section 4.4.1, “Enabling Extensions”, on page 4-4). 3. Connect your fax machine to this extension. 4. Return to the system administration menu by pressing 5. Elect to change system parameters by pressing 6. Elect to set fax extensions by pressing 7. Enter the extension you enabled in step 2. 8.
Setting Up Office PhoneMail Setting the Human Attendant Parameters OR To cancel the action, press . For this setting, Office PhoneMail routes a fax tone to the first fax machine of the hunt group number. If this fax machine is busy, the fax tone will be routed to the second fax machine. If this fax machine is also busy, a busy signal is returned to the transmitter. 4.
Setting Up Office PhoneMail Setting the Human Attendant Parameters ing 0 or 9, or by “timing out”). In this manner, the caller continues to loop between the Auto Attendant and the extension specified in Parameters 1 and 2 until either the human attendant answers or the caller hangs up.
Setting Up Office PhoneMail Setting the Human Attendant Parameters OR To cancel and re-enter the extension number, press . Office PhoneMail confirms your new setting and returns to the Set Attendant Parameters menu. ● To set Parameter 2—the or 9 transfer extension: 7. Select Parameter 2 by pressing 2 . 0 Office PhoneMail prompts you to enter the new transfer extension number. 8. Enter the attendant transfer extension by pressing the appropriate keys on your telephone keypad.
Setting Up Office PhoneMail Remote System Administration Access 4.8 Remote System Administration Access Remote access allows the system administrator to access the system administration menu from an external telephone. Initially, this feature is disabled. To enable remote access: Enabling remote access must be done from an internal telephone. 1. Access the system administration menu. 2. Access the Maintenance options menu by pressing 8 . Office PhoneMail prompts you for the Maintenance password.
Setting Up Office PhoneMail Verifying the Software Level – If the Auto Attendant answers, press . 2. Enter your mailbox-password combination. 3. Elect to access the system administration menu by pressing 4. Enter the system administration password. 4.9 9 . Verifying the Software Level At times, you might need to know the software level of your Office PhoneMail. For example, if a software upgrade is released, you must know your current level before you can load the new software (see Section 8.
Customizing Office PhoneMail Accessing the System Administration Menu From Any Enabled Mailbox 5 Customizing Office PhoneMail This chapter discusses how to customize Office PhoneMail. This includes recording company greetings, initializing an information mailbox, and setting up a caller controlled routing (CCR) system. ● The system administrator is responsible for all tasks described in this chapter.
Customizing Office PhoneMail Recording Your Company Greetings For information on changing the system administration password, see Chapter 6, “Changing Office PhoneMail System Settings”. 4. Enter the system administration password and press . Office PhoneMail takes you to the top level of the system administration menu. 5.2 Recording Your Company Greetings You need to record two different greeting types for your Auto Attendant: ● The company greeting. ● The top-level greeting(s).
Customizing Office PhoneMail Recording Your Company Greetings Following is a sample top-level nighttime greeting: “Thank you for calling the _____ company. Our business hours are ____________. If you know the extension of the person you are trying to reach, please press 0 , followed by the person’s extension number, or press to access the company directory. If you would like to leave a general message for the office, please stay on the line. Otherwise, please call back during normal business hours.
Customizing Office PhoneMail Initializing an Information Mailbox To record another greeting, repeat steps 3 and 4. 5.3 Initializing an Information Mailbox Information mailboxes do not take messages, rather they impart information to callers (such as your normal operating hours, directions to your facility, and so on). Your Office PhoneMail system supports up to 2 such information mailboxes. To use an information mailbox, you must: 1. Enable the mailbox. 2. Create a password. 3.
Customizing Office PhoneMail Setting CCR Destinations ● Play or record an informational message (greeting). ● Change the information mailbox password. To record an informational message (greeting): 1. Log into the information mailbox. 2. Elect to play or record an informational message by pressing 3. To play the current message, press 1 1 . . OR To record a new message, press 4. If you pressed phone. 2 2 .
Customizing Office PhoneMail Enabling or Disabling Automatic Message Deletion To set a CCR node and its corresponding destination: 1. Access the system administration menu. 2. Elect to change system parameters by pressing 3. Elect to set CCR nodes by pressing 4. Select the digit of the CCR node you wish to set ( 2 , 5. 4 2 . . 3 , 4 , 5 , 6 , 7 , or 8 ). – If the selected key is already set for a CCR destination, Office PhoneMail announces its current destination.
Customizing Office PhoneMail Enabling or Disabling Automatic Message Deletion To enable or disable automatic message deletion: 1. Log into the system administration menu. 2. Elect to enable or disable automatic message deletion by pressing 5 . For this operation, 5 is a toggle key. If automatic message deletion is currently disabled (default setting), then pressing 5 enables it, and vice versa. Office PhoneMail announces the new setting and returns you to the system administration menu.
Customizing Office PhoneMail Enabling or Disabling Automatic Message Deletion 5-8 G281-0561-00, December 1, 1998 Hicom Office PhoneMail Entry, Version 1.
Changing Office PhoneMail System Settings Changing the System Administrator Password 6 Changing Office PhoneMail System Settings This chapter describes Office PhoneMail settings that can be changed by the system administrator. All system administration functions are started with the following procedure: 1. Log into your mailbox or any enabled mailbox. 2. Access the system administration menu by pressing 3. Enter the system administrator password. 9 .
Changing Office PhoneMail System Settings Resetting the System Administrator Password OR To cancel and re-enter the password, press . After the password is accepted, it is in effect. You can now hang up or press 6.2 to return to the system administration menu. Resetting the System Administrator Password If you have forgotten your system administration password, call your Office PhoneMail service provider. 6.
Changing Office PhoneMail System Settings Changing Offsite Message Notification Parameters Refer to the Hicom 150 E Electronic Service Manual or ask your Hicom system administrator for help if you do not know how to perform these tasks. 6.5 Changing Offsite Message Notification Parameters Offsite message notification (OMN) informs subscribers of newly arrived messages. The subscriber can specify up to two numbers (for example a mobile telephone number or a pager number) at which he wants to be notified.
Changing Office PhoneMail System Settings Changing Offsite Message Notification Parameters 5. Enter the new value for this parameter (any number from 0 to 9). Office PhoneMail requests confirmation for the new setting. 6. To accept the new setting, press . OR To cancel and re-enter the new setting, press 6.5.2 . Changing the OMN Retry Time Interval By default, the time interval between retry attempts is 15 minutes. To set the retry time interval: 1. Access the system administration menu. 2.
Changing Office PhoneMail System Settings Changing the Feature Access Code for Message Waiting Indication 6.6 Changing the Feature Access Code for Message Waiting Indication The message waiting indication (MWI) feature access code defines the dialing sequence for the Office PhoneMail to invoke the send or delete message function on the Hicom CS. Since the MWI feature access code is configurable on the Hicom, the Office PhoneMail must maintain a corresponding parameter.
Changing Office PhoneMail System Settings Resetting an Office PhoneMail Parameter to its Default Value 6.7 Resetting an Office PhoneMail Parameter to its Default Value You can reset all changed Office PhoneMail parameters to their default value. To reset a specific Office PhoneMail parameter: 1. Access the system administration menu. 2. Elect to perform Maintenance Administration procedures by pressing 8 . Office PhoneMail does not prompt you with this menu choice. 3.
Changing Office PhoneMail System Settings Resetting the Database Office PhoneMail prompts you to enter the number of the parameter you wish to change. 99 is the number for resetting all parameters to their default values. 4. Enter 5. Accept the reset procedure by pressing 9 9 . . OR Cancel the reset procedure and retain the current settings by pressing 6.9 . Resetting the Database The Office PhoneMail system writes the configuration of your customized Office PhoneMail to a database.
Changing Office PhoneMail System Settings Shutting Down Office PhoneMail Cancel the reset procedure and retain the current database by pressing 6. . To proceed with the reset procedure, turn off Office PhoneMail by switching the on/off switch to the off position. (For the location of the on/off switch, see Figure 3-1 on page 3-2). Then turn Office PhoneMail back on.) 6.10 Shutting Down Office PhoneMail For instructions on shutting down Office PhoneMail, refer to Section 8.
Changeable and Fixed Office PhoneMail System Settings Changeable Settings 7 Changeable and Fixed Office PhoneMail System Settings This chapter lists the changeable and the fixed settings of Office PhoneMail. 7.1 Changeable Settings Table 7-1 lists the changeable settings of Office PhoneMail.
Changeable and Fixed Office PhoneMail System Settings Changeable Settings Name Definition Default Actual extension None Human attendant parameters of human attendant Valid Options Any extension Refer To Section 4.
Changeable and Fixed Office PhoneMail System Settings Fixed Settings Name Definition Default MWI feature access code Code to invoke the send or delete message function on the Hicom *68 for sending message; #68 for deleting message Table 7-1 7.2 Valid Options Refer To Section 6.6 Office PhoneMail Changeable Default Settings (Sheet 3 of 3) Fixed Settings Table 7-2 lists the fixed settings of Office PhoneMail.
Changeable and Fixed Office PhoneMail System Settings Fixed Settings Setting Name Permanent Default Setting Minimum free space in sys- 60 seconds tem required to record any new messages Assigned mailbox numbers Any available extension number (2 to 5 digits in length) whose digits do not match the first part of an existing extension; for example, “501” is a valid mailbox extension unless “50” is an existing extension.
Loading a New Language or Software Upgrades 8 Loading a New Language or Software Upgrades The main part of this chapter explains how to load a new language. Only the last section of chapter, Section 8.5, “Loading Software Upgrades”, on page 8-5, talks about software upgrades and refers you to the correct instructions on how to load these upgrades from an UpIssue card.
Loading a New Language or Software Upgrades Using the Status Indicator and the Software Load/Diagnostic Button ● Install the new language. It is not necessary to shut down your Hicom during the process of erasing the old language and installing the new one. Following is a detailed description of loading a new language card. 8.
Loading a New Language or Software Upgrades Removing a Language from Office PhoneMail When all ports are idle, Office PhoneMail calculates and reports the recording space currently used for loaded prompts and the amount of free recording space available in the Office PhoneMail system. 5. To continue with the shutdown, hang up. OR To cancel the shutdown, press ! 6. . Caution Office PhoneMail starts blinking in cadence 1, signaling “System Shutting Down”.
Loading a New Language or Software Upgrades Installing a New Language on Office PhoneMail 5. Turn off Office PhoneMail by switching the on/off switch to the off position. 6. Remove the language eraser card from the language card slot by pressing the card ejector. The card is released from its position, but does not pop out very far. Place a finger on either edge of the card and slide it out. 8.
Loading a New Language or Software Upgrades Loading Software Upgrades 4. Press and hold down the Software load/Diagnostic button for at least one second before releasing it to begin the language loading process. The status indicator starts blinking in cadence 1, signaling “Language Loading Properly”. Do not turn off Office PhoneMail or press the Software load/Diagnostic button for a second time during this state.
Loading a New Language or Software Upgrades Loading Software Upgrades 8-6 G281-0561-00, December 1, 1998 Hicom Office PhoneMail Entry, Version 1.
Office PhoneMail System Planner A Office PhoneMail System Planner ● This appendix can be used for planning a Hicom Office PhoneMail (HOP) system and a Hicom Office PhoneMail Entry system. ● Starting with Section “Power Requirements (HOP Only)” below, this appendix contains material from the Hicom Office PhoneMail training class. This planner helps you to document the installation requirements.
Office PhoneMail System Planner Hicom Office PhoneMail Extensions and Voicemail Hunt Group VM1 (Master) VM2 (Slave) VM3 (HOP ONLY) (Master) VM4 (HOP ONLY) (Slave) VM Hunt Group Group Type Cyclic Prime Line On Off Linear Because it is easier to test and service type “cyclic”, we recommend type “cyclic” for the Voicemail hunt group.
Office PhoneMail System Planner Trunk Routing - Night (Trunk 1) (Trunk 8) (Trunk 15) (Trunk 22) (Trunk 29) AA AA AA AA AA MB MB MB MB MB (Trunk 16) (Trunk 23) (Trunk 30) (Trunk 2) (Trunk 9) AA AA AA AA AA MB MB MB MB MB (Trunk 10) (Trunk 17) (Trunk 24) (Trunk 31) (Trunk 3) AA AA AA AA AA MB MB MB MB MB (Trunk 11) (Trunk 18) (Trunk 25) (Trunk 32) (Trunk 4) AA AA AA AA AA MB MB MB MB MB (Trunk 12) (Trunk 19) (Trunk 26) (Trunk 5) AA AA AA AA
Office PhoneMail System Planner Offsite Message Notification (OMN) Retry Interval and Attempts OMN Retry Interval: (default = 15) OMN Retry Attempts: (default = 0) Extensions to Enable Note: Write in the extension numbers to enable. A-4 G281-0561-00, December 1, 1998 Hicom Office PhoneMail Entry, Version 1.
Office PhoneMail System Planner Subscriber Mailboxes to Enable Note: Write in the subscriber mailboxes to enable. Guest Mailboxes to Enable Note: Write in the guest mailboxes to enable. Information Mailboxes to Enable Note: Write in the information mailboxes to enable. Message Deletion Automatic 21-Day Delete: Yes No Fax Extensions None G281-0561-00, December 1, 1998 Hicom Office PhoneMail Entry, Version 1.
Office PhoneMail System Planner Human Attendant Parameters Parameter 1 Parameter 2 Parameter 3 System Administrator Password Default Value: 79723646 Customized Value: CCR Destinations CCR Destination 2 Route To: CCR Destination 3 Route To: CCR Destination 4 Route To: CCR Destination 5 Route To: CCR Destination 6 Route To: CCR Destination 7 Route To: CCR Destination 8 Route To: Fax Options (HOP Only) Note: Write in the fax-overflow mailboxes.
Office PhoneMail System Planner Company Greeting Use the space below to script the first company greeting played. G281-0561-00, December 1, 1998 Hicom Office PhoneMail Entry, Version 1.
Office PhoneMail System Planner Top-Level Menu, Day Mode Use the space below to script the day-mode top-level menu greeting in the primary language. If applicable, use the space below to script the day-mode top-level menu greeting in the secondary language (HOP only). A-8 G281-0561-00, December 1, 1998 Hicom Office PhoneMail Entry, Version 1.
Office PhoneMail System Planner Top-Level Menu, Night Mode Use the space below to script the night-mode top-level menu greeting in the primary language. If applicable, use the space below to script the night-mode top-level menu greeting in the secondary language (HOP only). G281-0561-00, December 1, 1998 Hicom Office PhoneMail Entry, Version 1.
Office PhoneMail System Planner Information Mailboxes Use the templates below to script the outgoing messages played to callers when they access an information mailbox. Photocopy this page as necessary to accommodate all enabled information mailboxes. Mailbox Number: Informational Message (up to three minutes long): Mailbox Number: Informational Message (up to three minutes long): A-10 G281-0561-00, December 1, 1998 Hicom Office PhoneMail Entry, Version 1.
Office PhoneMail System Planner Subscriber Data Sheets Use the template below to record configuration details for each subscriber mailbox. Photocopy this page as necessary to accommodate all enabled subscriber mailboxes.
Office PhoneMail System Planner Guest Data Sheets Use the template below to record configuration details for each guest mailbox. Photocopy this page as necessary to accommodate all enabled guest mailboxes.
Office PhoneMail System Planner Fax-on-Demand Data Sheets - HOP Only with Fax Option Use the template below to record configuration details for each fax-on-demand mailbox. Photocopy this page as necessary to accommodate all fax-on-demand mailboxes.
Office PhoneMail System Planner Fax-Overflow Data Sheets - HOP Only with Fax Option Use the template below to record configuration details for each fax-overflow mailbox. Mailbox Name: Mailbox Number: Language Preference: Retry Attempts: Retry Interval: Mailbox Name: Mailbox Number: Language Preference: Retry Attempts: A-14 Retry Interval: G281-0561-00, December 1, 1998 Hicom Office PhoneMail Entry, Version 1.
Office PhoneMail Design Checklist B Office PhoneMail Design Checklist Starting with Section “Determine that Electrical Power is Available - HOP Only” below, this appendix contains material from the Hicom Office PhoneMail training class. Use this checklist to complete the planner in Appendix A, “Office PhoneMail System Planner”. Note that some information refers to HOP only, and does not refer to Hicom Office PhoneMail Entry.
Office PhoneMail Design Checklist Indicate Hicom Office PhoneMail Prime Line Indicate the Prime Line setting in the System Planner. • HOP only: If your Office PhoneMail system contains the fax-on-demand capability, then you should turn the prime line to “ON” (otherwise your faxon-demand number must be preceded by a prefix [usually 9], a fact easily forgotten by the customer).
Office PhoneMail Design Checklist Determine Whether an Office PhoneMail Option Card is Needed - HOP Only This information indicates whether an Office PhoneMail card is needed to increase Auto Attendant or message storage capacity. This requirement should have been identified in the sales process. Note: If the application uses the Auto Attendant for primary answering, serves 20 or more extensions, or uses information mailboxes, the system should be configured with 4 ports.
Office PhoneMail Design Checklist Indicate OMN Retry Attempts This indicates the number of attempts the Hicom Office PhoneMail will make to call the telephone numbers entered in the mailbox OMN dialing sequence. The default is 0, which turns off retry attempts. The range is 0-9 attempts. When this limit has been met, or if the destination party requests, the Hicom Office PhoneMail system will cease calling the number.
Office PhoneMail Design Checklist Determine Whether Automatic Message Deletion is Required Indicate whether automatic message deletion should be enabled in the System Planner. When this is enabled, the Hicom Office PhoneMail system automatically deletes any messages with a date stamp older than 21 days. Determine Fax Extension Numbers Indicate the fax machine extension numbers to which the Hicom Office PhoneMail system routes calls when fax tone is detected.
Office PhoneMail Design Checklist Determine the Fax Header Telephone Number - HOP Only with Fax Option Indicate the telephone number that will appear on the header of transmitted faxon-demand documents in the System Planner. The Hicom Office PhoneMail system will print this number on the header of fax-on-demand documents.
Office PhoneMail Design Checklist Complete Guest Mailbox Data Sheets Document guest mailbox information in the System Planner. Include in the guest information their name, mailbox number, personal fax extension (if applicable), language preference (if applicable), and OMN dialing destination sequence (if applicable). Assist each subscriber in scripting a personal greeting.
Office PhoneMail Design Checklist B-8 G281-0561-00, December 1, 1998 Hicom Office PhoneMail Entry, Version 1.
Installation Checklist Hicom Administration C Installation Checklist This appendix provides a checklist for installing and setting up your Office PhoneMail Entry. Use it together with Appendix A, “Office PhoneMail System Planner”. In contrast to Appendix A, “Office PhoneMail System Planner” and Appendix B, “Office PhoneMail Design Checklist”, the steps described in this appendix apply only to Hicom Office PhoneMail Entry. They do not apply to Hicom Office PhoneMail. C.
Installation Checklist Hicom Administration 2. Name Office PhoneMail Stations Enter the station names “VM1” and “VM2” for subscriber extensions connected to PhoneMail. Use the following order for the Up0e connection: ● Master - VM1 Slave - VM2 Hicom Assistant E Options—Set Up Station—Station—Name Hicom Assistant T Hicom 118: 1312 Hicom 150: 1412 3. Set Busy Override on Office PhoneMail Extensions Set “Busy Override” for extensions VM1 and VM2 to “Denied”.
Installation Checklist Hicom Administration 5. Set Headset on Office PhoneMail Extensions Set the “Headset” for extensions VM1 and VM2 to “Off” (default value). Hicom Assistant E Options—Set Up Station—Station—Param—Flags—Headset “Off” Hicom Assistant T Hicom 118: 1316 Hicom 150: 1417 6. Set Display Text Data Compression Set “Data Compression” for extensions VM1 and VM2 to “Off” (default value is “On”).
Installation Checklist Hicom Administration 9. Assign the Office PhoneMail Extensions to a Hunt Group Determine the Voicemail hunt group number. Add the Office PhoneMail extensions to this number in the following order: VM1, VM2 (and if applicable, VM3, VM4). Hicom Assistant E Options—Incoming Calls—Hunt group—Drag each Office PhoneMail extension from the Selection window to the Member window Hicom Assistant T Hicom 118: 15161 Hicom 150: 16151 10.
Installation Checklist Hicom Administration 12. Set Call Destination Lists Enter the Voicemail hunt group number as target 1 for Call Destination List 1 (Voicemail Access). Next enter the Voicemail hunt group number as target 2 for Call Destination Lists 14, 15 and 16 (Voicemail Call Coverage). Hicom Assistant E Options—Incoming Calls—Call destination lists Hicom Assistant T Hicom 118: 15191 Hicom 150: 16181 13.
Installation Checklist Hicom Administration 15. Set Hicom Extensions - Internal Call Parameters Set all Hicom extensions to Destination List 16 (“Internal calls”). This provides call coverage for internal calls. Hicom Assistant E Options—Incoming Calls—Assignment int./ext. calls —Allocation of Call References to Hunt Lists—for each extension in Name field, click Internal field and select Call destination list 16 Hicom Assistant T Hicom 118: 15192 Hicom 150: 16182 16.
Installation Checklist Hicom Administration 17.
Installation Checklist Hicom Administration 19. Set Automatic DTMF on the Hicom Set “Automatic DTMF” to “Yes” (default). Hicom Assistant E Options—System Parameters—Flags/CMI —DTMF automatic “On” Hicom Assistant T Hicom 118: 2120 Hicom 150: 2220 20. Set Hicom Prime Line (Automatic line seizure) Set the “Prime Line” (“Automatic line seizure”) parameter. For detailed information see Section “Indicate Hicom Office PhoneMail Prime Line”, on page B-2.
Installation Checklist Office PhoneMail Installation C.2 22. Office PhoneMail Installation Unpack the Hicom Office PhoneMail Check to be certain that all items listed in Section “Unpacking Office PhoneMail” have been included. If anything is missing in your Office PhoneMail package, contact your Office PhoneMail supplier. 23. Install the Hicom Office PhoneMail Install Office PhoneMail by following the directions of Chapter “Installing Office PhoneMail”.
Installation Checklist Office PhoneMail Administration 30. Enable PhoneMail Mailboxes See Section 4.4.2, “Enabling Mailboxes”, on page 4-5. 31. Set Up Office PhoneMail Fax Machines See Section 4.6, “Setting Up Office PhoneMail Fax Machines”, on page 4-8. 32. Set the Human Attendant Parameters See Section 4.7, “Setting the Human Attendant Parameters”, on page 4-10. 33. Set Remote System Administration Access Section 4.8, “Remote System Administration Access”, on page 4-13. 34.
Installation Checklist Office PhoneMail System Test 40. Set the Message Waiting Indication Feature Codes See Section 6.6, “Changing the Feature Access Code for Message Waiting Indication”, on page 6-5. 41. Set up Subscriber Mailboxes Assist subscribers to set up their mailboxes. Use the script in Section “Subscriber Data Sheets”, on page A-11. 42. Set up Guest Mailboxes Assist guests to set up their mailboxes. Use the script in Section “Guest Data Sheets”, on page A-12. C.4 43.
Installation Checklist Office PhoneMail System Test 47. Test Attendant Parameters Confirm that the Office PhoneMail is consistent with the settings made to the attendant parameters (compare Section “Human Attendant Parameters”, on page A-6). 48. Test Message Delivery Record a test message at least 30 seconds in length and send it to all enabled mailboxes.
Country Codes and Call-Progress Tone Plan IDs D Country Codes and Call-Progress Tone Plan IDs This appendix lists the country code, the general delivery mailbox number, and the callprogress tone plan ID for various countries. If you have questions about the availability of Office PhoneMail in a specific country, contact your local distributor.
Country Codes and Call-Progress Tone Plan IDs ! D-2 Caution Once you have set the country code for your Office Phonemail system, you can change it at any time—but note that changing this setting reinitializes your system administration database, returning all changeable parameters to their default settings, and erasing all messages and greetings currently stored in the Office PhoneMail system. G281-0561-00, December 1, 1998 Hicom Office PhoneMail Entry, Version 1.
The Status Indicator Cadences and Their Meanings E The Status Indicator The status indicator uses light emitting diode (LED) patterns to indicate the current status of Office PhoneMail. This appendix discusses all possible LED patterns (cadences) and explains how to read them. E.1 Cadences and Their Meanings Table E-1 lists all possible Office PhoneMail states and their respective LED patterns. Turn to Section E.2, “Interpreting Cadences”, on page E-2 for help on how to read cadences.
The Status Indicator Interpreting Cadences Office PhoneMail State LED Pattern System Shutdown Completed Cadence 7 Reserved Cadence 8 Table E-1 E.2 Status Indicator Cadences(Sheet 2 of 2) Interpreting Cadences Except for a “Normal Operation” state of Office PhoneMail, each Office PhoneMail state is signaled by a repeating blinking pattern, called a cadence. Table E-1 on page E-1 list each cadence identified by a digit between 1 and 8. These digits denote how often the specific cadence blinks.
The Status Indicator Language Loading Error, Version Mismatch E.3 Language Loading Error, Version Mismatch A language version mismatch refers to situations where the digits of the software release and the language card version differ before the decimal point. It does not refer to situations where the digits differ after the decimal point but have the same digit before the decimal point. This is illustrated in Table 8-1. Software Release Language Version Match 1.02 1.00 yes 1.03 1.00 yes 1.03 1.
The Status Indicator Language Loading Error, Version Mismatch E-4 G281-0561-00, December 1, 1998 Hicom Office PhoneMail Entry, Version 1.
F 9 System Administration Password 0 1 3 4 5 Record Change Enable Reset a Enable or Company System or Mailbox Disable Greetings Parameters Disable a Password Automatic Mailbox Message Deleting 1 2 3 4 * Change Set Fax Set Set CCR System Extensions Attendant Nodes Admin.
Hicom Office PhoneMail System Administration Menu F-2 G281-0561-00, December 1, 1998 Hicom Office PhoneMail Entry, Version 1.
Abbreviations Abbreviations Y This table shows some important abbreviations. Abbreviation Definition CAID call appearance identifier CCR caller-controlled routing CS communication server DID direct inward dialing HOP Hicom Office PhoneMail ISDN integrated services digital network LED light emitting diode MWI message waiting indication OMN off-site message notification RNA ring no answer VM VoiceMail G281-0561-00, December 1, 1998 Hicom Office PhoneMail Entry, Version 1.
Abbreviations Y-2 G281-0561-00, December 1, 1998 Hicom Office PhoneMail Entry, Version 1.
Index Index A access remote 4-13 automatic message deletion procedure 5-6 C caller-controlled routing (CCR) setting 5-5 CCR see caller-controlled routing changeable system settings 7-1 changing languages 8-4 system administration password 6-1 checklist design 25, B-1 company greetings creating 5-2 recording 5-2 country codes D-1 D default system settings changeable 7-1 permanent 7-3 deleting messages automatically 5-6 design checklist 25, B-1 disabling extensions 4-6 mailboxes 4-7 E enabling mailboxes 4-5
Index types general delivery 2-1 guest 2-1 information 2-1, 5-4 subscriber 2-1 menus see information mailbox, main menu 5-4 see system administration menu 4-1 messages automatic deletion 5-6 disabling 5-7 enabling 5-7 informational 5-5 time limit for stored messages 2-1 O Office PhoneMail country codes D-1 default settings changeable 7-1 permanent 7-3 deleting messages automatically 5-6 design checklist 25, B-1 disabling extensions 4-6 disabling mailboxes 4-7 enabling mailboxes 4-5 installation configuring
Index system administration menu accessing for the first time 4-1 quick reference card F-1 U upgrade 8-5 UpIssue 8-5 V Voicemail extensions 3-4 Voicemail hunt group number setting 3-3 G281-0561-00, December 1, 1998 Hicom Office PhoneMail Entry, Version 1.
Index Z-4 G281-0561-00, December 1, 1998 Hicom Office PhoneMail Entry, Version 1.
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