User's Guide To Voice Mail System

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Chapter 11: System Administrator Remote Access

Chapter 11: System Administrator Remote Access

Introduction

Overview

'Remote Access' simply means that you may access your Voice Mail application from an area other than your computer (in this case, by touch tone phone). This chapter discusses the processes and procedures that allow you to call into your system from a remote location (while it's running) and edit the system. Although it may seem hard to believe, you can do almost everything you've learned about adding tree objects, configuring, etc., just by calling into your system! As the System Administrator, you have nearly all the power on the phone as you do when you're in front of the computer. Also you will be able to act as a 'super user' in the system--you can act as a Branch Administrator and a Mailbox owner, and you have all of the power that these other users have.

The sections in this chapter discuss the procedures for entering the remote access feature of Voice Mail, and also discuss in detail the System Administrator remote access menu system. There is also a section that discusses specific procedures for common remote user tasks.

In this chapter, you will learn about:

Terms

Reference Number

In Remote Access, this is the object's absolute ID number.

Touch Tone Number

In Remote Access, this is the object's referential ID number.

Planning Your Remote Access Session

When you're working on your system at the computer, you get to see what you're doing. You don't have this advantage when you call in and remotely work on your system. To compensate, it is important that you make some notes before you call. This allows you to map out the task you want to perform when you call your system.

There are two important things to keep in mind when you call into your system to edit remotely:

The Print command on the File menu allows you to print reports that show all parts of your system tree, as well as the information and control settings for each object. You should keep these handy when you access the system remotely, and keep the printed copies updated. This allows you to see how the system tree looks, and aids you in mapping the modifications you make. You should also keep a record of the System Password.

Before you begin planning out a live remote access session, you should plan some practice sessions. This gives you some time to move around using remote access, so that you can become familiar with the way it works. The last section of this chapter, "Performing Specific Remote Access Tasks", contains some specific tasks you may use to practice. Once you feel comfortable with the remote access system, it's time to move on to the real thing.

Beginning To Use Remote Access

When you are ready to access your system remotely, make sure that the system is up and running, and that you call using a touch tone phone. Use the following procedure to access the remote user portion of your Voice Mail system:

Keep in mind that the System Greeting speech must not be disabled. If it is, then you will not be able to remotely access the system.

• Begin by dialing your system's phone number. When the System Greeting plays, Press the # key followed by the 0 (zero) key. You must make sure to press these keys during the System Greeting.

• If you've pressed the keys in time, you hear a beep. At this point you should enter your system password followed by the # key. When you finish entering the password, the System Administrator menu plays.

• If you enter the password incorrectly, then the call continues as a normal call. This is so a nosy caller can't attempt to access your system.

Notice in the above procedure that the system requires you to press the # key after you enter a series of numbers. As a general rule, you will need to press the # key after you enter a series of touch tones, such as a password, ID number, etc.

Now that you know how to get in, let's look at your options. The next section details the remote access menu structure.

The Remote Access Menus

The remote access spoken menus provide you with almost all of the functionality of the Voice Mail System Editor. As you might imagine, this added level of control over the phone also adds to the complexity of the menus. When we say complex, we don't mean difficult. We mean that things can get a bit confusing if you're just wandering around the menus.

When you work in front of the computer, you have a mouse and a keyboard to move you around the System Editor, as well as a screen to see the changes. With remote access, you have twelve buttons to press and spoken menus to guide you. That is why it is important that you have a good understanding of the menus, what they do, and how they do it. This section prepares you for this.

Remote Access Main Menu

This is the first remote access menu that you hear when you reach the remote access portion of the system. This menu contains the following in speech form:

Now that we know what the options are, let's take a closer look at what each of these options does:

You may not edit the System Greeting with this option.

1 Navigate Using Application Menus - This option allows you to locate the object you wish to access by using the menus that the normal caller hears. This means that you may go through the menus on the Prompt tree objects. When you locate the tree object you wish to modify, press the # key to switch back to the remote access menus. The system then tells you what the object's reference number is, and what type of tree object it is. The system then plays the Edit menu for that object.

You may not edit the System Greeting with this option.

2 Navigate directly to a Reference Number - This allows you to locate a tree object by entering the object's Reference Number, followed by the # key. If you recall, an object's Reference number is its object ID.

After you enter the object's ID and press the # key, the system takes you to that object. The system then tells you what the object's reference number is, and what type of tree object it is. The system then plays the Edit menu for that object.

3 Edit The System Greeting - This option allows you to access the System Greeting object for editing. Once you get there, the System Greeting Edit menu plays.

4 Edit the Initial Prompt - This option allows you to access the Initial Prompt object for editing. Once you get there, the Initial Prompt Edit menu plays.

5 Instructions For Remote Access - This option allows you to hear the special instructions for remote access. Here are those instructions:

The Editing Menus

Editing menus allow you to change or configure the tree object that they pertain to. There is an Editing Menu for each tree object, including the System Greeting and the Initial Prompt.

Prompt Edit Menu

This menu allows you to perform all of the necessary editing functions for Prompts in your system tree. You reach this Edit menu whenever you choose to edit a tree object that is a Prompt. The following speech plays when you reach the Prompt Edit menu:

Now let's take a look at the functions that each of these options allow you to perform:

0 Change Your Password - This option allows you to change this object's Password. When you press the 0 key (zero, not the letter "O"), a speech tells you to enter the new password, followed by the pound (#) key. If you press the pound key without entering any numbers, you return to the Prompt menu. If you enter the new password and press #, then the system asks you to enter the number again to verify the change.

When changing a password, the system will tell you: "Operation successful" or "Operation Failed".

1 Enable Or Disable This Prompt - When you select this option, a speech tells you if the Prompt is currently enabled or disabled. You may then press 1 to disable or enable the Prompt, or wait for about five seconds. If you wait (which you would do if you do not want to change the setting), you return to the Prompt Edit menu.

2 Change ID Speech - This allows you to change the ID speech of the Prompt. When you select this option, you have five options:

• You may press the 1 key to record a new ID speech, and begin recording after the tone (pressing # allows you to stop recording, or you may simply stop speaking).

• You may press the 2 key to listen to your newly recorded speech.

• You may press the 3 key to play the old ID speech.

• You may press the 4 key to save the new ID speech and exit to the Prompt Edit menu.

• You may press the 5 key to discard the new ID speech and exit this menu.

3 Change Main Speech - This allows you to change the Main speech of the Prompt. When you select this option, a speech tells you whether or not the Main Speech is enabled. You may press the 1 key to change the current setting. Pressing any other key (or waiting five seconds) keeps the current setting. You then have five options:

• You may press the 1 key to record a new Main speech, and begin recording after the tone (pressing # allows you to stop recording, or you may simply stop speaking).

• You may press the 2 key to listen to your newly recorded speech.

• You may press the 3 key to play the old Main speech.

• You may press the 4 key to save the new Main speech and exit to the Prompt Edit menu.

• You may press the 5 key to discard the new Main speech and exit this menu.

4 Enable Or Disable Auto Menuing - When you select this option, a speech tells you if the Auto Menuing option is currently enabled or disabled. You may then press 1 to disable or enable Auto Menuing, or wait for about five seconds. If you wait (which you would do if you do not want to change the setting), you return to the Prompt Edit menu.

5 Branch Administration - Selecting this option allows you to change the settings on the Prompt that the Branch Administrator uses to manage and maintain their branch. This option plays a menu containing the following options:

If you press 1, 2, 3, or 4, The current setting for that control (enabled or disabled) plays. To change the current setting, press 1. Press any other phone button to keep the current setting and return to the Branch Administration menu.

If you press 5, then an instruction speech plays. The instructions tell you to "Record your message after the beep. Press the pound key when done to send the message, or the star key to erase the message and return to the Prompt menu." (When a message is broadcast, the same message is left in every Mailbox in the branch. If any of the Mailboxes have forwarding options set, then the system forwards the message as if a normal caller left a message).

If you press the 6, then you begin the process of retrieving messages from all Mailboxes in the current Prompt's Mailbox group. You go to the first Mailbox in their branch, and a speech says "Now on Mailbox number ___ " and the Mailbox ID plays, followed by the Mailbox ID speech. A speech then tells you how many new messages and how many old messages are in the Mailbox (a 'new' message is a message that has not yet been listened to, while an 'old' message is a message that has been listened to).

The following menu then plays:

If you press 1 or 2, the first new or old message plays. Before the message, the date and time the message was received plays. When the message finishes playing, the following menu plays:

After deciding what to do with the message, you continue to listen to the rest of the new or old messages.

If you press 3 to move to the next Mailbox, then you go to that Mailbox. The Mailbox ID number plays, followed by the Mailbox ID speech. Then the number of new and old messages in this Mailbox plays.

After you move though all of the Mailboxes, they return to the Prompt menu.

6 Add a New Tree Object - Selecting this option allows you to add a tree object as a branch from this Prompt. Once you press 6, a system speech asks you to enter the reference number of the object to add. This simply means you would enter the object's relative ID (i.e., The ID it has under the originating Prompt, not its absolute ID). Press the pound (#) key after the reference number. If you enter an ID that already exists, a speech tells you that the operation cannot be performed. You return to the Prompt Edit menu, and you may choose a new ID.

If the system accepts the new ID number, it plays the number back to you. If this is the correct ID number, you press the 1 key. Pressing any other key tells the system that this is not the correct number, and you may enter the ID number again.

You then hear a menu of add options. You may choose to add a Mailbox by pressing 1, press 2 to add a Prompt, or press 3 to add a Control point.

Once you add the tree object, you then hear the appropriate menu for that tree object. At this point, you may configure the object as you see fit using the new object's Edit menu.

7 Enter a New Object ID to Edit - This option allows you to move to another object in the tree. When you press 7, a speech tells you to enter the object's ID, then press #. If you enter an ID number that does not exist, a speech tells you that the operation cannot be performed. You return to the Prompt Edit menu, and you may press 7 again and enter a new ID. Once you enter a valid ID number and press #, you go to that tree object. The reference number for that object plays, followed by the Edit menu. You may then make the necessary edits.

Mailbox Edit Menu

This menu allows you to perform all of the necessary editing functions for Mailboxes in your system tree. You reach this Edit menu whenever you choose to edit a tree object that is a Mailbox. The following menu plays when you reach the Mailbox Edit menu:

Here is a breakdown of these menu options and how they work:

0 Change Your Password - This option allows you to change this object's Password. When you press the 0 key (zero, not the letter "O"), a speech tells you to enter the new password, followed by the pound (#) key. If you press the pound key without entering any numbers, you return to the Mailbox menu. If you enter the new password and press #, then the system asks you to enter the number again to verify the change.

When changing a password, the system will tell you: "Operation successful" or "Operation Failed".

1 Retrieve Messages - This option allows you to retrieve all old and new messages left in a Mailbox. An 'old' message is a message that has already been listened to, while a 'new' message is a message that has not yet been listened to. Once you press 1, the following menu plays:

If you press 1 or 2, the messages play, preceded by the date and time they were left. After each message, a menu allows you to save, repeat, erase, or forward the message before moving to the next one.

2 Change ID Speech - This allows you to change the ID speech of the Mailbox. When you select this option, you have five options:

• You may press the 1 key to record a new ID speech, and begin recording after the tone (pressing # allows you to stop recording, or they may simply stop speaking).

• You may press the 2 key to listen to the newly recorded speech.

• You may press the 3 key to play the old ID speech.

• You may press the 4 key to save the new ID speech and exit to the Mailbox menu.

• You may press the 5 key to discard the new ID speech and exit this menu.

3 Change Main Speech - This allows you to change the Main speech of their Mailbox. When the you select this option, a speech tells you whether or not the Main Speech is enabled. You may press the 1 key to change the current setting. Pressing any other key (or waiting five seconds) keeps the current setting. If the Main speech is enabled, you then have five options:

• You may press the 1 key to record a new Main speech, and begin recording after the tone (pressing # allows you to stop recording, or you may simply stop speaking).

• You may press the 2 key to listen to the newly recorded speech.

• You may press the 3 key to play the old Main speech.

• You may press the 4 key to save the new Main speech and exit to the Mailbox menu.

• You may press the 5 key to discard the new Main speech and exit this menu.

4 Set Touch Tone Directory Options - When you select this option, a speech tells you if the Mailbox is currently enabled (included) or disabled (excluded) from the Touch Tone Directory. You can then press 1 to switch the status or press the * to keep the current setting.

If the current setting is "enabled", wait for a few seconds and the current entry will be announced.. You may then change the touch tone directory entry you want to assign to this Mailbox by spelling out the name on the phone keypad with up to 10 digits or press the * key to retain the current setting. If you switch from "excluded" to "included", at the prompt, spell out the name on the phone keypad, with up to 10 digits, you will need for the directory entry. Once you finish, you return to the Mailbox menu.

5 Enable or Disable this Mailbox - When you select this option, a speech tells you if the Mailbox is currently enabled or disabled. You may then press 1 to change the current setting, or any other phone button to keep the current setting and return to the Mailbox Edit menu.

6 Select Forwarding Options - This option allows you to set the options for the message forwarding feature. When you select this option, a speech tells you if forwarding is currently enabled or disabled. You may then press 1 to change the current setting, or any other phone button to keep the current setting.

If the Long Distance option for this Mailbox is set, then a speech tells you so. You may press 1 to cancel long distance forwarding, or any other key to keep the current setting.

You then hear the Forwarding Options menu. This menu allows you to do one of five things:

• You may press the 1 key to forward the message in voice form to a telephone.

• You may press the 2 key to forward the message to a beeper. This causes the Mailbox owner's beeper to sound, indicating that a caller left a message in their Mailbox.

• You may press the 3 key to forward the message to a display pager. This causes the Mailbox owner's pager to sound, and it displays the system's phone number. This alerts the Mailbox owner that a caller left a message in their Mailbox.

• You may press the 4 key to disable this Mailboxes' message forwarding feature. This means that none of the messages left in this Mailbox will be forwarded.

• You may press the 5 key to cancel this operation and exit this menu. You then return to the Mailbox menu.

If you press 1,2, or 3, then the Phone Number menu plays. This menu allows you to record a phone number that the system dials and delivers a forwarded message to. The Phone Number menu gives you the following options:

• You may press the 1 key to record a new forwarding number. This phone number must be seven digits long. After the tone, you enter the seven-digit phone number, then return to the Phone Number menu.

• You may press the 2 key to play back the newly recorded phone number. The phone number plays, then you return to the Phone Number menu.

• You may press the 3 key to play the current phone number. The phone number plays, then you return to the Phone Number menu.

• You may press the 4 key to save the newly recorded phone number and exit this menu. You then return to the Mailbox menu.

• You may press the 5 key to cancel this operation and return to the Mailbox menu.

7 Choose the Next Action - (This option is only available to System Administrators.) This option allows you to switch between the Hangup and Goto controls. A speech tells you the current setting, either the object number of the Goto or the word "Hangup".

To retain the current setting, press the * key. To set the "Hangup" control, just press the # key. To set the Goto control, enter the ID number of the object you wish to go to, followed by the pound (#) key. After pressing the # key, a message asks you to press the 1 key if this is correct. Pressing 1 confirms the setting, while pressing any other key does not save the setting.

8 Enter a New Reference Number to Edit - This option allows you to move to another object in the tree. When you press 8, a speech tells you to enter the object's ID, then press #. After you enter the number and press #, you go to that tree object. The number and type of object reached plays, followed by the object's Edit menu. If you enter an ID number that does not exist, then the system tells you that it can't perform the operation. You then return to the Mailbox Edit menu.

Control Point Edit Menu

You cannot change the phone number in the call transfer control through Remote Access.

This menu allows you to perform all of the necessary editing functions for Control Points in your system tree. You reach this Edit menu whenever you choose to edit a tree object that is a Control Point. The following speech plays when you reach the Control Point Edit menu:

Now let's take a look at the functions that each of these options allow you to perform:

1 Enable Or Disable This Control Point - When you select this option, a speech tells you if the Control Point is currently enabled or disabled. You may then press 1 to disable or enable the Control Point, or wait for about five seconds. If you wait (which you would do if you do not want to change the setting), you return to the Control Point Edit menu.

2 Change ID Speech - This allows you to change the ID speech of the Control Point. When you select this option, you have five options:

• You may press the 1 key to record a new ID speech, and begin recording after the tone (pressing # allows you to stop recording, or you may simply stop speaking).

• You may press the 2 key to listen to your newly recorded speech.

• You may press the 3 key to play the old ID speech.

• You may press the 4 key to save the new ID speech and exit to the Control Point Edit menu.

• You may press the 5 key to discard the new ID speech and exit to the Control Point Edit menu.

3 Chaining and Touch Tone Directory Operations - A Control Point may only have one of the three following settings; Chained, Touch Tone Directory or neither. This option allows you to switch between the enabled and disabled states for "chaining". If "chaining" is disabled, then you may choose to create or remove a Touch Directory at this Control Point. A speech first tells you the current setting for chaining, either the application ID number of the target application or the word disabled

To retain the current setting, press the * key. To set the disabled state, just press the # key. To set or change the Chain to state, enter the application ID number of the application you wish to chain to, followed by the pound (#) key. After pressing the # key, a message asks you to press the 1 key if this is correct. Pressing 1 confirms the setting, while pressing any other key does not save the setting. You will then be asked for the Object ID to chain to in the target application. Enter that Object ID number followed by the # key. After pressing the # key, a message asks you to press the 1 key if this is correct. Pressing 1 confirms the setting, while pressing any other key does not save the setting.

If chaining is disabled wait and you will then hear the status of the Touch Tone Directory. Press 1 to switch the status or press * to retain the current status.

If you intend to chain to a ECS Phone Application that you created, make sure you know that Phone Application's ID number.

If you don't know the ID number of the Application you wish to chain to, you can find this number in the Business Manager application. When you enter Business Manager, the Application ID Number appears on the Application Configuration box for the currently selected application. Selecting another application displays that application's ID number.

4 Set Advertising Options where available - This option is not available in Voice Mail.

5 Choose the Next Action - (This option is only available to System Administrators.) This option allows you to switch between the Hangup and Goto controls. A speech tells you the current setting, either the object number of the Goto or the word Hangup

To retain the current setting, press the * key. To set the Hangup control, just press the # key. To set the Goto control, enter the ID number of the object you wish to go to, followed by the pound (#) key. After pressing the # key, a message asks you to press the 1 key if this is correct. Pressing 1 confirms the setting, while pressing any other key does not save the setting.

6 Enter a New Object ID to Edit - This option allows you to move to another object in the tree. When you press 6, a speech tells you to enter the object's ID, then press #. After you enter the number and press #, you go to that tree object. The reference number and Edit menu for that object plays, and you may make the necessary edits. If you enter an ID number that does not exist, then the system tells you that it can't perform the operation. You then return to the Control Point Edit menu.

The System Greeting Edit Menu

You may reach the System Greeting Edit menu by pressing 3 from the Main menu. This menu allows you to perform all of the necessary editing functions for the System Greeting. The following speech plays when you reach the System Greeting Edit menu:

Now let's take a look at the functions that each of these options allow you to perform:

0 Change the System Password - This option allows you to change the System Password. When you press the 0 key (zero, not the letter "O"), a speech tells you to enter the new password, followed by the pound (#) key. If you press the pound key without entering any numbers, they return to the System Greeting Edit menu. If you enter the new password and press #, then you are asked to enter the number again to verify the change.

When changing a password, the system will tell you: "Operation successful" or "Operation Failed".

If you disable the Main speech on the System Greeting, no one will be able to remotely access the system.

1 Change Main Speech - This allows you to change the Main speech of the System Greeting. When you select this option, a speech tells you whether or not the Main Speech is enabled. You can press the 1 key to change the current setting. Pressing any other key (or waiting a few seconds) keeps the current setting. If the Main speech in enabled, you then have five options:

• You may press the 1 key to record a new Main speech, and begin recording after the tone (pressing # allows you to stop recording, or you may simply stop speaking).

• You may press the 2 key to listen to your newly recorded speech.

• You may press the 3 key to play the old Main speech.

• You may press the 4 key to save the new Main speech and exit to the System Greeting Edit menu.

• You may press the 5 key to discard the new Main speech and exit this menu.

2 Set the Ring Count for Answer - Selecting this option allows you to set the number of times you phone rings before the system answers. A speech asks you to press a number between 1 and 9, to select the number of rings. After you make your selection, a message asks you to press the 1 key if this is correct. Pressing 1 confirms the setting, while pressing any other key does not save the setting. You then return to the System Greeting Edit menu.

3 Set the Maximum Announcement Time - This option allows you to enter the maximum length in seconds for any and all speeches in the system (other than left messages). When you select this option, you enter the time in seconds, then press the # button. Pressing # alone allows you to exit back to the System Greeting Edit menu without changing the current setting.

4 Set the Maximum Message Time - This option allows you to enter the maximum length in seconds for all messages left on the system. When you select this option, you enter the time in seconds, then press the # button. Pressing # alone allows you to exit back to the System Greeting Edit menu without changing the current setting.

5 Set System Forwarding Options - This option allows you to set the options for message forwarding, such as the interval between forwarding retries and the number of forwarding retries. When you select this option, the following menu plays:

If you press 1 to select the Forwarding Interval option, a speech tells you to enter the interval in minutes between forwarding retries, then press the pound (#) key. (Pressing the pound key alone keeps the current setting). Once you enter the number and press #, the number plays back to you and the system asks if this is the correct number. Press 1 if this is the correct number, or any other key if this is incorrect. You then return to the Forwarding Options menu.

If you press 2 to select the Forwarding Retries option, a speech tells you to enter the number of forwarding retries for each forwarded call, then press the pound (#) key. (Pressing the pound key alone keeps the current setting). Once you enter the number and press #, the number plays back to you. Press 1 if this is the correct number, or any other key if this is incorrect. You then return to the Forwarding Options menu.

6 Choose the Next Action - (This option is only available to System Administrators.) This option allows you to switch between the Hangup and Goto controls. A speech tells you the current setting, either the object number of the Goto or the word Hangup

To retain the current setting, press the * key. To set the Hangup control, just press the # key. To set the Goto control, enter the ID number of the object you wish to go to, followed by the pound (#) key. After pressing the # key, a message asks you to press the 1 key if this is correct. Pressing 1 confirms the setting, while pressing any other key does not save the setting.

7 Enter a New Reference Number to Edit - This option allows you to move to another object in the tree. When you press 7, a speech tells you to enter the object's ID, then press #. After you enter the number and press #, you go to that tree object. The reference number and Edit menu for that object plays, and you may make the necessary edits. If you enter an ID number that does not exist, then the system tells you that it can't perform the operation. You then return to the System Greeting Edit menu.

Initial Prompt Edit Menu

You may reach the Initial Prompt Edit menu by pressing 4 from the Main menu. This menu allows you to perform all of the necessary editing functions for the Initial Prompt. You reach this Edit menu when you navigate using the reference number for the Initial Prompt (the ID number is "01"). The following speech plays when you reach the Initial Prompt Edit menu:

Now let's take a look at the functions that each of these options allow you to perform:

1 Enable Or Disable The Initial Prompt - When you select this option, a speech tells you if the Initial Prompt is currently enabled or disabled. You may then press 1 to disable or enable the Initial Prompt, or wait for about five seconds. If you wait (which you would do if you do not want to change the setting), you return to the Initial Prompt Edit menu.

2 Change Main Speech - This allows you to change the Main speech of the Initial Prompt. When you select this option, a speech tells you whether or not the Main Speech is enabled. You may press the 1 key to change the current setting. Pressing any other key (or waiting a few seconds) keeps the current setting. If the Main speech is enabled, you then have five options:

• You may press the 1 key to record a new Main speech, and begin recording after the tone (pressing # allows you to stop recording, or you may simply stop speaking).

• You may press the 2 key to listen to your newly recorded speech.

• You may press the 3 key to play the old Main speech.

• You may press the 4 key to save the new Main speech and exit to the Initial Prompt Edit menu.

• You may press the 5 key to discard the new Main speech and exit the Initial Prompt Edit menu.

3 Enable Or Disable Auto Menuing - When you select this option, a speech tells you if the Auto Menuing option is currently enabled or disabled. You may then press 1 to disable or enable Auto Menuing, or wait for about five seconds. If you wait (which you would do if you do not want to change the setting), you return to the Initial Prompt Edit menu.

4 Set Advertising Options, where available - This option is not available in Voice Mail.

5 Add a New Tree Object - Selecting this option allows you to add a tree object as a branch from the Initial Prompt. Once you press 5, a system speech asks you to enter the reference number of the object to add. This simply means you would enter the object's relative ID (i.e., The ID it has under the Initial Prompt). Press the pound (#) key after the reference number.

You then hear a menu of add options. You may choose to add a Mailbox by pressing 1, press 2 to add a Prompt, or press 3 to add a Control point.

Once you add the tree object, you then hear the appropriate menu for that tree object. At this point, you may configure the object as you see fit using the new object's Edit menu.

6 Enter an Object ID for Non-Touch Tone Response - This option allows you to enter the ID number of a tree object so that non-touch tone callers can at least hear something. When you hear the speech asking for the ID number, enter that number and press the # key. After you make your selection, a message asks you to press the 1 key if this is correct. Pressing 1 confirms the setting, while pressing any other key does not save the setting. You then return to the Initial Prompt Edit menu.

7 Enter a New Object ID to Edit - This option allows you to move to another object in the tree. When you press 7, a speech tells you to enter the object's ID, then press the pound (#) key. After you enter the number and press #, you go to that tree object. The object's ID number and ID speech play. The Edit menu for that object plays, and you may make the necessary edits. If you enter an ID number that does not exist, then the system tells you that it can't perform the operation. You then return to the Initial Prompt Edit menu.

Performing Specific Remote Access Tasks

As you begin to use the remote access feature more, you may find that there are some procedures you perform more often than others. This section discusses the procedures for some of the more common remote access procedures. This includes changing or updating Mailbox speeches, adding and configuring Mailboxes, and configuring the controls on the System Greeting.

Adding and Configuring a Mailbox

One of the more common remote access procedures is adding a Mailbox, then configuring it for use for the intended Mailbox owner. Before you add a Mailbox, you need to know the ID of the Prompt that will be its parent. Since adding a tree object is a function of a Prompt, you must be able to locate the parent Prompt in the tree. You should also know what ID number to assign the new Mailbox, and make sure that it is not already in use. If you will be recording a Main speech and ID speech for this Mailbox, then you should have a script handy.

Use the following procedure to add and configure a Mailbox:

• Begin by dialing your system's phone number. When the System Greeting plays, Press the # key followed by the 0 (zero) key. You must make sure to press these keys during the System Greeting.

• Enter your System Administrator password, then press the # key. If you enter the password correctly, the following menu plays:

• Press the 2 key on your phone. The system says, "Enter ID number, followed by pound key".

• Enter the ID of the Prompt that will be the new Mailboxes' parent, then press the # key.

• The system navigates to that Prompt, then plays the ID number. This should match the ID of the Prompt. The following Prompt Edit menu plays:

• If this is not the Prompt to which you wish to add a Mailbox, you may enter a new Object ID to edit by pressing the 7 key. You may then enter a different ID, then press #.

• If this is the correct Prompt, then press the 6 key to add a new tree object. The following speech plays:

• At this point, enter the relative ID of the object, followed by the # key. This is the number that a caller would enter to access the object from the parent Prompt. The following speech plays:

• Pressing any other key allows you to re-enter the number. If the number is correct, you press 1. The following menu then plays:

• Press the 1 key to add the Mailbox. The system adds the Mailbox, then plays the Mailbox Edit menu:

• At this point, you may configure the Mailbox to perform the necessary tasks. This includes enabling the Mailbox, recording the Main and ID speeches, and assigning the Mailbox a password. When you finish, you may hang up, and the call ends.

Recording a Mailboxes' Main Speech

You would use this procedure any time you need to update an existing Mailbox speech, or record a new one. Make sure you have the ID number of the Mailbox you wish to record handy, as well as the script for the speech. Use the following procedure to record a speech for a Mailbox:

• Begin by dialing your system's phone number. When the System Greeting plays, Press the # key followed by the 0 (zero) key. You must make sure to press these keys during the System Greeting.

• Enter your System Administrator password, then press the # key. If you enter the password correctly, the following menu plays:

• Press the 2 key on your phone. The system says, "Enter object ID, followed by pound key".

• Enter the ID of the Mailbox that you wish to record speech for, then press the # key.

• The system navigates to that Mailbox, then plays the ID number. This should match the ID of the Mailbox you wish to modify. The following Mailbox Edit menu plays:

• If this is not the Mailbox for which you wish to record a speech, you may enter a new reference number to edit by pressing the 8 key. You may then enter a new ID, then press #.

• If this is the Mailbox for which you wish to record a Main speech, then press the 3 key. The following menu plays:

"Press 1 to record new Main speech."

"Press 2 to play new speech."

"Press 3 to play old speech."

"Press 4 to save new speech and exit."

"Press 5 to discard new speech and exit."

• Get your script for the Mailbox speech ready, then press 1. A tone sounds and you may record the speech. Press the # key to stop recording, or simply stop talking. You then hear the Main Speech Recording menu again.

• Just to make sure the speech recorded properly, press the 2 key. The newly recorded speech plays. You may record the speech again if you feel it is necessary.

• When you are satisfied with the speech, you may save this speech and exit back to the Mailbox menu by pressing 4. If you don't want to save the speech, press 5. You would then exit to the Mailbox menu.

• When you finish, you may hang up the phone to end the call.

Configuring System Greetings for Message Forwarding

This section discusses the procedures you use to configure the controls on the System Greeting, specifically the System Forwarding controls. These controls determine the time interval between forwarding retries, as well as how many retries the system makes for each forwarded message.

Use the following procedure to configure the Message Forwarding controls:

• Begin by dialing your system's phone number. When the System Greeting plays, Press the # key followed by the 0 (zero) key. You must make sure to press these keys during the System Greeting.

• Enter your System Administrator password, then press the # key. If you enter the password correctly, the following menu plays:

• Press the 3 key on your phone to select the Edit the System Greeting option. The System Greeting menu plays:

• Once you enter the number and press #, the number plays back to you. Press 1 if this is the correct number, or any other key if this is incorrect.

• A speech then tells you the current forwarding interval in minutes. Then the system plays the following speech:

• The tone sounds, and you enter the number by pressing the phone buttons for the desired retry interval (in minutes). Press the # button after you enter the number. The number plays back to you and the system asks if this is the correct number. Press 1 if this is the correct number, or any other key if this is incorrect. You then return to the System Greeting menu.

• Now that these options are set, you may hang up, and the call ends.

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