Supervisory Functions Over Phone
Although Messaging is designed with a comprehensive set of system screens, you can perform many of the system's supervisory functions through the telephone. Thus, the System Administrator is not restricted to his or her desktop PC when the need arises to perform supervisory functions. A set of prompts guides you through these functions.
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Hint: This chapter contains key information relating to the system’s remote functions. |
You can access the Supervisor menu from the handset.
Internal Extension
1.To access the system from an internal extension, press [*]. The system will ask for the Mailbox number.
2.Having provided the Mailbox number, press [*] again. The system will prompt you to enter the Supervisor password.
3.Enter the Supervisor password.
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Note: The password entered will be specific for the administrator’s settings and language. Once the password is accepted, the system will play instructions and prompts based on the administrator’s language. |
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Caution: If an incorrect password is entered, you have three retries at entering the correct password. If you do not enter the correct password, the system hangs up. |
The default password is 13579.
External Extension
1.To access the system from an external extension, press [#]. The system will ask for the Mailbox number.
2.Having provided the Mailbox number, press [*]. The system will prompt you to enter the Supervisor password.
3.Enter the Supervisor password. The default password is 13579.
The system will play the Supervisor Menu:
•To configure mailboxes, press [1]
•To configure feature groups, press [2]
•For system prompts, press [4]
•For company maintenance, press [5]
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Note: Multiple supervisors may access the system supervisory functions at the same time. |
Creating a mailbox / range of mailboxes
You can use the handset to create a mailbox for a user without accessing the Administration Console.
1.Press [1] at the Supervisor Main Menu.
2.You will be prompted to enter the first mailbox. Enter the lowest mailbox number in the list.
3.The system will prompt you to enter the last mailbox number. Enter the highest mailbox number.
4.You will be asked to press [1] to create a mailbox, or [3] to delete a mailbox.
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Hint: To work with a single mailbox, enter the same mailbox number for both values. If you make a mistake, press # to return to the previous menu. |
5.Press [1] to create a mailbox. You are prompted to enter the 2-digit feature group.
6.Enter the feature group number containing the options you want the mailboxes to have. There will then be a short pause while the system creates the mailboxes.
7.The system will play a confirmation message and you will be returned to the Supervisor Main Menu.
Messaging allows you to delete one or more mailboxes that have been set up on your system.
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Warning: When the system deletes a mailbox, all prompts, messages, and settings will be permanently removed and cannot be recovered. |
1.Press [1] at the Supervisor Main Menu.
2.You are prompted to enter the first mailbox. Enter the lowest mailbox number in the list.
3.You are prompted to enter the last mailbox. Enter the highest mailbox number.
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Hint: To work with a single mailbox, enter the same mailbox number for both values. If you make a mistake, press # to return to the previous menu. |
4.The system prompts you press [1] to create a mailbox or [3] to delete a mailbox.
5.Press [3] to delete mailboxes. The system prompts you to confirm the deletion of these mailboxes by pressing [1].
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Note: When you press [1], there will be a short pause while the system performs the deletion. |
6.Press [1]. The system confirms that you have successfully deleted the mailbox, and you will be returned to the Supervisor Main Menu.
The System Prompts are the default pre-recorded messages listed in Default Prompts on page 517.
1.Press [4] at the Supervisor main menu.
2.The system speaks the following message:
Press [1] for system prompts; press [2] for company greetings.
3.Press [1] to record system prompts. The system speaks the following message:
Please enter the system prompt to work with.
4.Enter the system prompt. The system plays back the prompt you have chosen. When the playback ends, the system speaks the following message:
Press [1] to accept; [2] to review; [3] to record; or [#] to exit.
5.The system plays the system prompt that you just recorded. The system then prompts you to choose one of the following options:
To accept press [1]; to review press [2]; to re-record press [3];or to return to the previous menu press [#].
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Warning: “Record” deletes and replaces the original prompt. Press [3] to record. After the tone, begin speaking in a clear, slow voice. When you finish, press [1]. |
6.If you are satisfied with the system prompt, press [1].
If you are not satisfied with the prompt, press [3] to re-record it.
7.To record another system prompt, repeat Steps 2 through 5.
8.To return to the Supervisor Menu, stay on the line.
A company greeting is used to greet callers when they reach the company. For best quality, use a telephone handset to record a company greeting.
1.Press [4] at the Supervisor Main Menu. The system speaks the following message:
Press [1] for system prompts; press [2] for company greetings.
The Company Greetings are the custom salutations that callers hear when they call your company (for example, Good morning...you have reached the ABC company...). They may be used when defining Business Hours, Voice Menus for companies or Mailboxes and Customized TUIs.
2.Press [2] to record company greetings. The system speaks the following message:
Please enter the two-digit company greeting to work with.
3.Enter the company number. Press 1 is company is #1. The system speaks the following message:
Please enter the four-digit system salutation to work with.
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Note: The Company greetings are salutations set up on the Company Menu. The numbers you use must be entered on the Company Menu in the Greeting Times/Phrases section of the screen. |
4.Enter the company greeting. The system speaks the company greeting you chose, if it was previously recorded.
When the recording ends (if a greeting was previously recorded), the system speaks the following prompt:
Press [1] to accept; [2] to review; [3] to record; or [#] to exit.
5.Press [3] to record. At the tone, begin speaking in a clear, slow voice.
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Hint: Try to eliminate all background noise. If possible, use a telephone within your office. Accessing the system through outside lines may result in additional background noise. |
6.When you finish, press [#]. The system plays the new greeting automatically. When the greeting ends, the system speaks the following prompt:
Press [1] to accept; [2] to review; [3] to record; or [#] to exit.
7.If you are satisfied with the system prompt, press [1].
8.If you are not satisfied with the prompt, press [3] to re-record it.
9.To record another system prompt, repeat Steps 2 through 5.
10.To return to the Supervisor Menu, stay on the line.
Use the handset to change the holiday setting.
1.Press [5] at the Supervisor’s Administration Console. The system speaks the following prompt:
Please enter the two-digit company number.
2.Enter the number of the company that you wish to modify. The system speaks the following prompt:
To listen to existing holidays, press [1]; to add a holiday, press [2]; to delete a holiday, press [3]; or to return to the previous menu, press [#].” Press [1] to review the dates and greeting numbers of existing holidays for this particular company, press [2] to enter a new holiday date and prompt number, and press [3] to remove an existing holiday date and prompt number.
3.Press [1] to listen to existing holidays. If any holidays exist, the system plays the date and greeting number of each holiday assigned to this particular company.
4.Press [2] to add a holiday. The system speaks the following prompt:
Enter the four-digit holiday date, month, then day.
5.Enter the 4-digit holiday salutation. For example: Christmas Day (December 25) would be entered 1225.
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Note: When adding holidays, remember to record the new Holiday Salutation. |
6.Press [3] to delete a holiday:
When you press [3] to delete a holiday, you are prompted for the following:
Enter the four-digit holiday date to delete, month, then day.
For example, to remove Christmas Day (December 25) from the holiday list, enter 1225.