User's Guide To Voice Mail System

Appendix B: Branch Administration Instruction Sheets

Introduction

This section contains the forms necessary for the Branch Administrator to perform their various remote access tasks. This section covers each task separately, thus allowing you to distribute the instructions on a 'need-to-know' basis.

You may photocopy these instruction sheets for your personal use, as well for your Branch Administrators.

This section contains the following instruction sheets:

Basic Branch Administration Instructions - This instruction pack is for all Branch Administrators, including Branch Owners. It has areas for you to fill in the system phone number, the hours of system operation, the Branch ID number, and the Branch password. This set of instructions details the procedures for accessing the branch Prompt, changing the ID and Main speeches, moving to a Mailbox in the branch, and changing the branch Prompt's password.

Broadcasting Messages to Branch Mailboxes - This instruction set contains the procedure for broadcasting a message to all Mailboxes under the Branch Administrator's Prompt. This feature is only available when the System Administrator activates the Enable Group Broadcast control on the branch Prompt.

Retrieving Messages from Branch Mailboxes - This instruction set contains the procedure for retrieving messages from all Mailboxes under the Branch Administrator's Prompt. This feature is only available when the System Administrator activates the Enable Group Retrieve control on the branch Prompt.

Enabling and Disabling Mailboxes - This instruction set contains the procedure for enabling or disabling Mailboxes in the Branch Administrator's branch. This feature is only available when the System Administrator activates the Allow Branch Enable/Disable control on the branch Prompt.

Basic Branch Administration Instructions

System Phone:____________________________

Hours of Operation:_______________________

Branch ID Number:_______________________

Branch Password:_________________________

Accessing Your Branch

Use the following procedure to access your branch:

• Begin by dialing the system's phone number. When the welcoming speech plays, press the # key followed by the 2 key. You must make sure to press these keys during the welcome speech.

• If you pressed the keys in time, you hear a beep. At this point you enter your Branch ID, followed by the # key. Another beep sounds, and you enter your Branch Password followed by the # key. When you finish entering your Password, the Branch Administrator menu plays:

"Prompt Menu"

"Press 0 to change the Branch Password."

"Press 1 to enable or disable this Prompt."

"Press 2 to change the ID speech."

"Press 3 to change the Main speech."

"Press 4 to enable or disable auto-menuing."

"Press 5 for Branch Administration."

"Press 6 to add a new child."

"Press 7 to enter a new object ID to edit."

• At this point, you may perform the necessary Branch Administration tasks.

Changing Your ID and Main Speeches

The ID speech is the speech that identifies this as your branch. The ID speech is also used in the auto menu of any parent prompt to your branch prompt. The Main speech is used to give any specific instructions or other information to the caller, typically an explicit menu of the mailboxes in your branch or as a preface to the auto menu for your branch..

The procedures for changing your Prompt's ID and Main speeches are nearly identical. The only difference is how you begin. You press the 2 key from the Main menu to change the ID speech, or 3 to change the Main speech. Use the following procedure to change the ID or Main speech:

• While on the Main menu, press the 2 key on your phone to change the ID speech, or the 3 key to change the Main speech.

• When you select one of these options, you then have five more options:

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

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

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

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

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

• Get your script for the ID/Main 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 ID/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 Main menu by pressing 4. If you don't want to save the speech, press 5. You would then exit to the Main menu, and the speech would remain unchanged.

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

Moving to a Mailbox in the Branch

If you need to edit, modify, or otherwise perform some function on a Mailbox in your branch, you may navigate to that object to perform the necessary tasks. Use the following procedure to do so:

• While on the Main Prompt menu, press the 7 key on your phone to enter the ID of the Mailbox to edit. The system asks you to enter the Mailbox ID, relative to your Prompt.

• Enter the relative ID of the Mailbox, then press the # key. A system speech says "Now on (Mailbox ID)". You then hear the ID speech for the Mailbox, followed by the Mailbox menu. You may now perform the necessary tasks. You may need to refer to the Mailbox Owner Instruction Sheets for some procedures.

Changing Your Password

Use the following procedure to change your Branch Password:

• While on the Main menu, press the 0 key on your phone to select the "Change your Password" option.

• 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 Remote Access Main menu.

• Enter your new password and press #. The system then tells you to enter the number again to verify the change.

• Enter the new password again, pressing # when you finish. The system saves the new password, and you then return to the Main menu. Make sure to write your new password down on your Basic Branch Administration Instruction Sheet.

The system will tell you: "Operation successful" or "Operation Failed".

Broadcasting a Message to all of Your Mailboxes

This procedure allows you to send a message to each Mailbox in your branch. Use the following procedure to broadcast a message to all of your sub Mailboxes:

• While on the Main menu (your Prompt menu), press the 5 key to select the Branch Administration option. The Branch Administration menu plays:

"Press 1 to broadcast a message to all sub boxes."

"Press 2 to retrieve messages from all sub boxes."

• Presses the 1 to select the Broadcast a message option. The following speech plays:

"Begin recording after the beep."

• At the tone begin recording your message. When recording is finished, a menu will play that says:

"Press 1 to play recorded message."

"Press 2 to rerecord message."

"Press 3 to broadcast this message to all sub boxes."

"Press 4 to cancel broadcast message and return to the prompt menu."

If you press 3, a message states either: "Operation completed" or "Operation Failed" depending on whether or not the message was successfully broadcast.

Retrieving Messages from all of Your Mailboxes

Use the following procedure to retrieve messages from all of your sub mailboxes:

• While on the Main menu (your Prompt menu), press the 5 key to select the Branch Administration option. The Branch Administration menu plays:

"Press 1 to broadcast a message to all sub boxes."

"Press 2 to retrieve messages from all sub boxes."

• Press 2 to select the Retrieve messages option, then you begin the process of retrieving messages from all Mailboxes in your branch. You go to the first Mailbox in your branch, and a speech says "Now on Object ID ___ " 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 system then plays the following menu:

"Press 1 to retrieve new messages."

"Press 2 to retrieve old messages."

"Press 3 to go to the next Mailbox."

• If the you press 1, the first new message plays. Before the message, the date and time the message was received plays, and a speech also plays if this message was forwarded from another Mailbox. When the message finishes playing, the following menu plays:

"Press 1 to save this message."

"Press 2 to repeat this message."

"Press 3 to erase this message and proceed."

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

• If you press 2, the first old message plays. Before the message, the date and time the message was received plays, and a speech also plays if this message was forwarded from another Mailbox. When the message finishes playing, the following menu plays:

"Press 1 to save this message."

"Press 2 to repeat this message."

"Press 3 to erase this message and proceed."

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

• If you press the 3 key 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 through all of the Mailboxes, you return to the Prompt menu. If you wish to stop the message retrieval process, you may press the * key to return to the Prompt menu.

Adding and Configuring a Mailbox

This process allows you to add a Mailbox to your branch, and also discusses how to perform basic Mailbox configuration until the Mailbox owner may configure their Mailbox themselves. Use the following procedure to add and configure a Mailbox:

• From the Prompt menu, press the 6 key to select the "Add a new tree object" option. A system speech asks you to enter the ID number of the Mailbox to add, relative to the parent Prompt.

• Enter the new ID number, then press the pound (#) key. A speech asks you to press the 1 key if this is the correct ID. If this is not the correct ID, press any other key.

• If the ID is correct, a speech then tells you to choose to add a Mailbox, Prompt, or Control Point. You may only choose to add a Mailbox, so press 1 to choose to add the Mailbox.

• You now hear the Mailbox menu. At this point, you may configure the Mailbox using this Mailbox Edit menu. This means that you may enable the Mailbox, as well as record an ID speech and a Main speech for this Mailbox. These recording procedures are the same procedures you use to record you Prompt's ID and Main speeches.

Also make sure to change the Mailbox password by selecting the appropriate option on the Mailbox menu. This procedure is the same as the one you use to change your Prompt's password. Once you record these temporary speeches and the password, write the password and Mailbox ID number down for the Mailbox owner. You may enter this information into the appropriate blanks on the Basic Mailbox Owner Instructions.

Enabling and Disabling Mailboxes

Use the following procedure to disable a Mailbox in your branch:

• From the Prompt menu, press the 7 key to select the "Enter a new object ID to edit" option.

• A speech tells you to enter the object's ID relative to the parent Prompt, then press #.

• Enter the ID number of the Mailbox in your branch that you wish to enable or disable, then press # to go to that Mailbox. The reference number for that object plays, followed by the Mailbox Edit menu.

The Mailbox menu is as follows:

"Press 0 to change the Mailbox password."

"Press 1 to retrieve messages."

"Press 2 to change the ID speech."

"Press 3 to change the Main speech."

"Press 4 to set Touch Tone Directory options."

"Press 5 to enable or disable this Mailbox."

"Press 6 to select forwarding options."

"Press 7 to choose the next action."

"Press 8 to select a new Object ID to edit."

• Press 5 to select the "Enable or disable this Mailbox" option. A speech then tells you whether the Mailbox is currently enabled or disabled. Press the 1 key if you wish to change the current setting, or you may press any other key to keep the setting the same. You then return to the Mailbox menu.

If you disable a Mailbox, then callers will not be able to access this Mailbox to leave a message. Also, the Mailbox owner will not be able to access their Mailbox at all.