BusinessPhone Communication Platform 4.0
Facilities

## Message System

## Definition

Message-system means that messages can be sent by extension users to other extension users in ASB 150 02.

A flashing lamp on system telephones indicates that a message is waiting.

On extensions with analogue telephones message waiting is indicated by a special dial tone that the user hears when he/she lifts the handset.

There are three kinds of message:

- “Call-back” message
- Voice message
- Text message

## Use

Messages can be left when one wishes to gain contact with someone who does not answer or, for example, if one wants to send information to one or more extensions in the system.

The message function can be used to provide a short voice or text message, or merely to urge the called party to return the call.

### “Call-back” message

Only the message lamp on the called system telephone is lit up.

The function is used when one wants the called extension to return the call.

### Text and voice messages

One can send a short message by recording it or by entering it on the telephone display.

### Serial messages

The same message can be sent to an optional number of extensions.

A sent serial message is not erased until all addressees have read or listened to the message.

### Control of sent messages

It is possible to control whether a sent message has been read/listened to/erased.

Extension users can always check their own messages.

Extensions with special category can also check other extensions' messages. For example a hotel reception may check all messages that have been sent to guestroom extensions.

The system can be programmed so that a certain number of each message type can be stored in the memory even if the address has erased it.

It is also possible to check already answered messages.

This can be utilised also in hotel environments as the reception can then reaccess a message that may have been erased by mistake.

It is possible to protect the “control of sent messages” with a password (= authorisation code).

### Automatic return of unread/unlistened to messages

All messages are stored for a predetermined (programmable) time. If, on expiry of this time, the message has not been read/listened to/erased it will recall the sender subject to the following prerequisites:

- Only telephones with display receive return messages
- The extension has a category permitting return messages

Only extensions with EXECUTIVE Telephones or OPERATOR Consoles can utilise the functions:

- text message
- serial message
- return message
- reading of own and messages of others

## Operation

### EXECUTIVE Telephone

Messages can be sent from both call state and idle state.

Procedures for sending messages described under BASIC-, ECONOMY- and STANDARD Telephones can also be used for EXECUTIVE Telephones.

#### To send messages in call state or speech state

1. Press Message-key.

- The lamp for seized traffic function extinguishes, the message lamp flashes to confirm connection.

The ongoing call or conversation is disconnected.

The display shows both sender and address:

Select relevant message type. See below.

Note

Only menus for those message types that are possible to the stated address are displayed.

#### Message from idle state

1. A message can be sent to any extension directly by pressing the Message-key from idle state.

- The associated lamp flashes to confirm connection.

1. Press menu key send to send a message whereupon the display shows:

1. State the address by entering the relevant directory number and press send.

- If you make an error, press chnge-no. for the address to effect a correction.
- If you are authorized it is possible to change the sender. Press chnge-no. for the sender and enter the relevant directory number.
- If you are sure that both address and sender are correct press send and the display shows the same image as when a message is sent in the call state.

Note

Only menus for those messages that can be sent to the stated address are shown. For example no text is shown if the address does not have an EXECUTIVE or OPERATOR telephone.

#### Programming of message types

##### “Call-back” messages

1. Press menu key call-back.

The display shows:

1. Press no if no more messages are to be sent.

##### Voice messages

1. Press menu key voice.

- The system responds with a short tone burst as indication that recording has begun.

1. Record the relevant message, handsfree or via the handset.
2. Press send to register the message.

During recording the remaining time is shown on the display.

#### Play back the message

1. If one wishes to play back the message before it is registered, press play-back and the recorded message will be played back via the handset or monitoring loudspeaker.

#### To rerecord the message

1. If one wishes to rerecord the message press record and the recording sequence will be repeated.

#### Pause during recording

1. Press pause to make a pause during the recording.

#### To send the voice message

1. When satisfied press activate and the message will be sent.

The display shows “MESSAGE IS SENT. REPEAT TO ANOTHER?”.

1. Press no if no more messages are to be sent.

#### Text messages

1. Press free-text to enter a text message.

It is now possible, via the keyset, to enter the relevant text, maximum 40 characters.

1. Press + to make a space.
2. Erasure of characters to the left of the cursor is obtained by pressing - -key.

How to enter text, see “Text Mode” (483/155 34-ASB 150 02 Uen).

1. When the message is complete press send to register it “MESSAGE IS SENT. REPEAT TO ANOTHER?”.
2. Press no if no more messages are to be sent.

#### Serial messages

After a message has been sent, it is possible to send the same message to other addresses.

The display shows:

1. Press the menu key yes.
2. Enter the directory number for the next extension and press send.

The procedure can be repeated an unlimited number of times.

1. After the last address has been registered press no to disconnect.

Unless the menu key no or C is pressed within approximately 30 seconds, the message function will be disconnected automatically and the display will show idle state information.

### To control sent messages

The messages that have been sent can be controlled to ascertain whether they have been read/listened to, erased or not erased.

#### To control one's own sent messages

Extensions can normally only control their own messages.

1. From the entry image press check.

- It is programmable if there is a password (=authorisation code) check or not.

1. Enter the receiver number and press check.

- The display shows:

1. Select the message type by pressing a menu key corresponding to the message type to check.
2. Press return to revert to the previous image.

- The display shows e.g. if voice has been selected:

1. Press play for playback of first voice message or to read first text message.
2. Press next for display of next message.
3. Press erase to erase message.
4. Press time to read time when message was sent.

#### To check mailboxes of other extensions

By assigning an extension user a certain category he/she can check messages that exist in the mailboxes of other (optional) extensions.

If an extension, e.g. a hotel reception, has the authority, on depression of the control key in the basic menu the user will see the following selection image:

It may be programmed if there is a password (=authorisation code) check or not. If it is and own or others is selected, the display shows:

If others was selected the following is shown:

1. Enter the directory number of the receiver that is to be controlled and press check.

It is now possible to choose between controlling unanswered or answered messages.

The display now shows the same selection image as for controlling own messages and the procedure is the same as described above in “To check one's own messages”.

#### To receive messages

Incoming messages are indicated at the address by the message lamp flashing rapidly.

Press Message-key.

The display shows whether there exist new and/or return messages, that is own sent messages that have returned because no answer has been received within the time stipulated

1. Press receive to answer new messages.
2. Press sent-back to answer return messages.

It may programmed if there is a password (= authorisation code) check or not. If it is and receive or check is selected, the display shows:

After entering the right password (= authorisation code) the display shows:

It is now possible to see which messages are stored.

Only those message types that exist are shown in the menu.

#### Select call-back, voice or free-text

When a key is pressed, the oldest message of the type selected will be displayed.

The menu keys have the following functions when the “voice”-key is pressed:

play |  | Play back relevant message.

(read) |  | A text message can be read via the same key.

next |  | Scroll to next message. If no more messages of this type exist, the selection image is reaccessed and it is possible to ascertain whether other messages exist.

resend |  | Resend the return message whereby a new supervision time is set.

erase |  | Erase a certain message.

### BASIC-, ECONOMY- and STANDARD Telephones

#### To send messages

Messages can only be sent in the call or conversation (speech) state.

The above telephone types can be used to send “Call- back” or voice messages.

Voice messages require the VMU-D/-HD board.

#### “Call-back” messages

1. Dial number of relevant extension.
2. Press Message.

- Lamp flashes to confirm connection.
- Lamp for used traffic function extinguishes.

1. Press #. Verification tone is heard.

- Message-lamp extinguishes when handset is replaced.
- The message has been sent.

#### Voice messages

1. Dial number of relevant extension.
2. Press Message whose lamp flashes to confirm connection.

- Lamp for connected traffic function extinguishes.

1. Press 9 to start recording.
2. Record message.

#### To play back recorded message

1. Press * to play back recording.

#### To rerecord the message

If one wishes to rerecord a message after playback:

1. Press 9 once more.

#### To register the recording

1. Press # to register recording.

- Verification tone is heard.
- Message-lamp extinguishes when handset is replaced.
- Message has been sent.

#### To terminate without completing the recording

To terminate without completing the recording:

1. Press On/Off- or Clear-key.

#### To answer messages

Incoming messages are indicated at the address position by a rapidly flashing message lamp.

The message is answered as follows:

1. Press Message-key.
2. Enter Password (=authorisation code), if required.

If message is “Call- back” message, the caller will be rung automatically and the call becomes a normal internal call.

If the message is a voice message this can be listened to via the handset or monitoring loudspeaker.

The message is repeated twice after which a termination message is supplied.

The user can terminate the playback at any time by pressing the Clear-key.

### Analogue Telephone

#### To initiate a message

Also extension users with analogue telephones can send “Call-back” messages or voice messages to other extensions.

A “Call-back” message is initiated as follows:

1. Press R-button.
2. Press 9 and #.
3. Replace handset.

A voice message is initiated as follows:

1. Press R-button. Press 9 twice.
2. Record message.
3. Press #.

Messages can only be initiated during ringing before answer.

#### To “answer” a message

A message is indicated by the address receiving special dial tone when the user lifts the handset.

An extension user with analogue telephone can answer messages by dialling the code *59# and entering a password (= authorisation code), if programmed.

A stored “Call-back” message will then automatically call the extension that initiated the message.

A stored voice message is played back automatically.

## Capacity

There is no limit in the number of messages that an extension can send or receive.

The total number of messages in the system can amount to a maximum of 1000, of which a maximum of 48 can be text messages.

The number of messages that can be stored for later retrieval and checking in the system is programmable but a maximum of 99 per message type can be stored.

The number of voice messages is also limited by available capacity on the VMU-D/-HD boards.

## Limitations

Text messages can only be exchanged between extensions equipped with EXECUTIVE Telephones or OPERATOR Consoles.

Voice messages require the VMU-D/-HD board.

Messages from idle state can only be sent from EXECUTIVE Telephones or OPERATOR Consoles.

Stored messages are protected in the event of power failure.

Unanswered messages recall the extension that initiated the call automatically.

However the time for the erase command must be set longer than the command for recall.

On system start erasure takes place at 00:00 hours, 24 hours after the message was sent.

## Programming

### Categorisation

0101 |  | Facility COS

### To program the list of facility categories

For programming of the facility category list, see also Categorisation (149/155 34-ASB 150 02 Uen).

The following functions are affected:

3014 |  | Send message for others?

3015 |  | Send voice messages

3016 |  | Send text messages

3017 |  | Send ìcall meî messages

3066 |  | Handle return messages

3067 |  | Control messages for others

0106 |  | Call back allowed ?

0160 |  | Password check at message retrieving ?

### Time restrictions

4301 |  | Max time for speech message

4304 |  | Time to keep message

4308 |  | No answer to sender (days)

4309 |  | Keep answered call me

4310 |  | Keep answered voice

4311 |  | Keep answered text

### Functions for VMU-D/-HD boards

4305 |  | Voice message quality

4601 |  | Record messages allowed?

## Equipment

To use voice messaging, VMU-D/-HD board(s) must be installed.

Revision: C © Ericsson Enterprise 2003