BusinessPhone Communication Platform 4.0
Facilities

## Mailbox System

## Definition

In ASB 150 02 the mailbox system offers internal and external callers the possibility to leave messages in a user’s mailbox. If an external caller does not want to leave a message, he/she can exit the mailbox system by sending DTMF tones to be connected to another extension.

On analogue telephones messages waiting in the mailbox are indicated by a special dial tone when the user lifts the handset and by a flashing lamp if the telephone supports polarity reversal.

Waiting messages can be retrieved internally and externally. External and internal callers are guided through the retrieving procedure by voice prompts.

Using an EXECUTIVE or OPERATOR instrument the internal callers can retrieve messages also by using their display and function keys. (The same procedure as mentioned in Message System (341/155 34-ASB 150 02 Uen) applies.)

## Use

Messages can be left for an extension that does not answer. This feature can be used e.g. to replace an answering machine. Messages can be retrieved internally and externally. You can access the mailbox system using DID or Basic Automated Attendant and step through a procedure of voice prompts which have to be answered by DTMF tones in order to listen to the messages.

## Operation

There are two different types of mailbox systems:

- Individual mailbox system
- Common mailbox system

### Individual mailbox system

In ASB 150 02 one individual mailbox system can be created, containing all the individual mailboxes. The extension mailboxes can only be accessed via the message key, pressing *59# or dialling the individual mailbox system directory number.

A mailbox can be assigned to every extension which can invoke diversion or follow me to the individual mailbox system for caller(s) to leave a voice message.

It is possible to record, change and erase personal greetings, even remotely, to play personal greetings if the extension is busy, does not reply or is diverted, to offer a flexible and user-friendly handling of the mailbox.

### Common mailbox system

The common mailbox system is independent of the individual mailbox system and contains 16 common mailboxes. Compared to the individual mailbox system each common mailbox can be accessed individually by its own directory number.

An extension has the opportunity to initiate a diversion or follow me to a common mailbox. A diverted caller has the possibility to leave a voice message in the common mailbox.

By directly dialling the directory number of the common mailbox the messages sent to the mailbox can be retrieved.

### Entering the mailbox system

There are different cases for using the mailbox system:

- As it is described in Message System (341/155 34-ASB 150 02 Uen).
- User diverts his/her extension to the individual mailbox system or to the directory number of the desired common mailbox.
- Messages are retrieved from one’s own extension.
- Messages are retrieved from another extension – not one’s own.
- External retrieval of messages.

### Leave a message

#### Diversion to a mailbox system (common or individual)

Any user may divert his/her extension to a mailbox system.

All types of diversion are possible:

- direct diversion
- diversion on no reply
- diversion on busy
- follow-me

The internal or external caller hears a (personal) greeting announcement and, if programmed, the directory number of the extension which has activated the diversion.

Each tenant group and each common mailbox has its own greeting announcement.

After the greeting a voice prompt can be configured giving the external callers to the individual mailbox system the option to be connected to an exit-position (e.g. operator) or to leave a message.

The caller has to respond to the voice prompt by DTMF tones. If there is no reaction, the caller will automatically be routed to the recording procedure.

For each tenant group a specific exit-position can be programmed. If no exit-position is defined the incoming external call will be routed to the reroute position of the relevant trunk.

#### Greetings in the mailbox systems

If the extension is diverted to the mailbox system three types of greetings can be played:

- General greeting (default setting, this is pre-recorded)
- Absence info (played only if activated)
- Personal greeting (has to be recorded by the extension user. A selection is available for busy, no reply and direct diversion=follow me. For deactivation, this recording has to be erased).

The personal greeting can be recorded, played and erased voice guided by using the retrieving procedure when calling the mailbox system.

Executive telephones have also the possibility by using the “Absence info” procedure to record, play and erase the personal greeting by using the menu keys.

In the “Absence info” menu select “greeting” to enter the personal greeting menu.

### Recording a message

After the caller has passed the greeting and the option to exit the mailbox system (only applicable for external caller’s to the individual mailbox system) he/she will be informed by a voice announcement how to leave a message in the mailbox system. The maximum message length which can be recorded is selectable with up to 255 seconds.

A signal tone informs the caller that the recording time has started and 10 seconds before the recording time ends the caller will be informed by a second signal tone. The message will be stored including the sender, date and time of the recording. If the message is not listened to by the receiver within a programmable system timeout, the message is returned to the sender (only for EXECUTIVE and OPERATOR Telephones).

Messages lasting less than 1 second will be deleted!

#### A user has activated diversion on his/her extension to the INDIVIDUAL mailbox system and the voice prompts are programmed

#### A user has activated diversion on his/her extension to the COMMON mailbox system and the voice prompts are programmed

### Message indication

#### System telephones

When a message has been left in the individual mailbox, this will be indicated by a flashing “Message-key” lamp.

To indicate messages in a common mailbox, a separate programmable “Common mailbox key” is required.

#### Analogue Telephones

When a message has been left in the individual mailbox, this is indicated by a special dial tone or by a flashing message waiting key, dependent on the ELU-A and the telephone set used.

### Retrieving messages

#### There are three ways for retrieving messages:

- Press your “Message-key” to retrieve your own messages.
- Press the “Common mailbox key” to retrieve messages from the common mailbox system.
- To retrieve messages from external or from another internal extension than your own:

- Dial the directory number for the individual mailbox system and enter your extension number or dial the directory number for the common mailbox.

### Internal retrieving of messages

#### EXECUTIVE and OPERATOR Telephone

The “Message key” lamp or the programmed “Common mailbox key” flashes when messages are waiting.

It can be programmed, whether a password (=authorization code) is required to retrieve messages. When password control is activated, the display shows the following:

Enter Password. Confirm with “ENTER” or “2nd + #”.

If the wrong password is entered, a warning message appears on the display "ILLEGAL PASSWORD".

After a few seconds the user gets a second chance to enter the password. If the password is still not valid, the warning message will appear again and the user will be disconnected.

(Further procedure see Message System, 341/155 34-ASB 150 02 Uen).

#### STANDARD Telephone

The message key lamp or the programmed “Common mailbox key” flashes when messages are waiting.

It can be programmed whether a password is required to retrieve messages. If password control is activated, the display shows following "ENTER PASSWORD:".

For further procedure see External retrieving of messages.

#### BASIC and ECONOMYplus Telephone

The user presses the flashing message key or the programmed “Common mailbox key” and after the greeting phrase (one greeting phrase for each tenant group and each common mailbox, also used for external retrieving of messages), a voice prompt forces the user to enter his/her password (If it is programmed that a password is required). After entering the correct password the user gets access to his/her messages.

For further procedure see External retrieving of messages.

#### ANALOGUE Telephone

“Message waiting” is signalled by a special dial tone. For retrieving messages from the individual mailbox system, the user has to dial “* 59 #”. The following retrieval procedure is exactly the same as for the BASIC Telephone.

For retrieving messages from the common mailbox system the user has to dial the directory number of the common mailbox.

### Internal retrieving from another telephone set than one’s own

To retrieve messages internally from another telephone than one’s own, the caller has to dial the directory number of the mailbox system (individual or common) to get access to the mailbox function.

For further procedure see External retrieving of messages.

### External retrieving of messages

An external caller can dial-in via DID or via Basic Automated Attendant to the number of a mailbox system (individual or common) to get access to the mailbox function.

The external caller will receive a greeting announcement. Then the caller has to enter his/her extension number to check whether a mailbox is programmed for this extension or whether the extension has access to the Common mailbox system and the correct password. After the identity check the caller has access to his/her “call-me” (only for individual mailboxes) and voice messages.

### Retrieving messages – priority of messages

The messages are stored in “call-me messages” and “voice messages”. The message list starts with call me messages (Does not apply to EXECUTIVE and OPERATOR Telephones).

The user gets the information about the sender of the call-me message and can decide, whether he wants to leave the mailbox system in order to call the sender, to erase the message, to play it again or to hear the next one.

By calling the sender of the “Call-me”-message you will leave the mailbox-system.

When all “call-me messages” are answered (sender was called) or erased, the user hears the first received voice message.

### Delayed Automatic Answer for the Mailbox-system

See Delayed Automatic Answer (160/155 34-ASB 150 02 Uen).

### INTERNAL RETRIEVING of messages from the INDIVIDUAL mailbox system

For users of analogue (with limitations) and system telephones (except EXECUTIVE and OPERATOR Telephone)

Main Menu

Mailbox retrieval

### EXTERNAL RETRIEVING of messages from the INDIVIDUAL message system (or internal retrieving from another extension than the own one)

### Configuration of Personal Greeting

### INTERNAL RETRIEVING of messages from the COMMON mailbox system

For users of analogue (with limitations) and system telephones (except EXECUTIVE and OPERATOR Telephone)

Continued

### EXTERNAL RETRIEVING of messages from the COMMON mailbox system or internal retrieving from another extension than one’s own

## Capacity

The maximum number of message keys is for the:

BASIC |  | DBC 210 |  | = 3 |
ECONOMYplus |  | DBC 211 |  | = 4 |
STANDARD |  | DBC 212 |  | = 4 |
EXECUTIVE |  | DBC 213 |  | =14 |
OPERATOR |  | DBC 214 |  | = 3 |
KEY PANEL |  |  |  | =17 |

Old telephones:

BASIC |  | DBC 199 |  | = 0 |
ECONOMY |  | DBC 601 |  | = 0 |
ECONOMY |  | DBC 751 |  | = 0 |
STANDARD |  | DBC 631 |  | =10 |
STANDARD |  | DBC 755 |  | =10 |
EXECUTIVE |  | DBC 662 |  | =30 |
EXECUTIVE |  | DBC 753 |  | =30 |
OPERATOR |  | DBC 663 |  | =20 |
OPERATOR |  | DBC 754 |  | =20 |

The only limit in the number of messages that an extension can send or receive is the total capacity of 1000 messages the system can handle.

The number of voice messages is also limited by the available capacity on the MFU and VMU-HD board.

Messages are protected in the event of power failure.

## Limitations

### Cold start of the system

Note

All recorded messages will be erased, if a cold start is invoked!

### Retrieving messages

It is not possible for two callers to retrieve messages from the same mailbox at the same time.

System telephones with display get the message: "FUNCTION BLOCKED BY ANOTHER USER"

Users of telephones without a display or users who retrieve messages externally get a voice announcement, informing them that someone else retrieves the messages for the desired mailbox at the moment.

### Retrieving messages via transferring a call

It is not possible to transfer a call to a mailbox for retrieving messages from the mailbox-system.

### Congestion of speech channels

The MFU suppports 4 speech channels. The VMU-HD has a capacity of 8 or 16 speech channels.

The function “retrieving messages” has lower priority than the voice announcements to the customer (during ACD applications, storing messages, ...). To prevent that too many channels are blocked simultaneously by the retrieving function, it is possible to restrict the access to all channels.

If no voice channels are free for internal retrieving the following message is shown on the display (if any) of the caller: "CONGESTION TRY LATER"

If no voice channels are free, external retrievers or telephone sets without a display will receive the ringing tone until a voice channel becomes free again.

If there is no free voice channel within timeout, the external caller will be rerouted to the reroute position of the relevant trunk.

### Number of common mailboxes in a hotel system

The number of common mailboxes in a mailbox system is 16.

If ASB 150 02 is programmed as a hotel system the number of common mailboxes is limited to 5.

The reason for this limitation is the number of possible voice announcements!

There are 16 different voice announcements available.

When storing messages a guest will hear the greeting announcement in his/her check-in language so 3 different voice announcements have to be programmed for each common mailbox.

### EXIT Position has activated call forwarding to the mailbox system

If a caller was routed to the EXIT position he/she cannot be rerouted back to the mailbox system via an activated call diversion (direct, on busy or on no reply) or follow-me.

If the EXIT position has activated any call forwarding to the mailbox system, the calling party will NOT be diverted.

### Disconnection signal detection

When recording a voice message it is not necessary to record a silence or disconnection signal.

There are four line signal schemes (6, 7, 27 and 38) which do not have an active disconnection signal of the A-party in the line signalling. On the analogue trunk board the Tone Receiver Circuit (TRC) is will detect the disconnection tone also for these line signal schemes. When a disconnection tone is detected at the TRC, the connection will be released.

To define the cadence of the disconnection tone three commands (1420-1422) have to be programmed (see Programming for more information).

An automatic silence detection is implemented in the system. You may change the values according to your own needs.

Note

Messages shorter than 1 second will not be recorded.

## Programming

### Categorisation

0101 |  | Facility COS

For programming of the facility category list, see Message System (341/155 34-ASB 150 02 Uen).

1029 |  | Tenant Group

4314 |  | Simult retrievings

0160 |  | Password check at message retrieving ?

Note

Before programming this command, you need to set command 0117 to YES!

0151 |  | Tenant Group

### Common mailbox

5427 |  | Create common mailbox

5527 |  | Delete common mailbox number

5627 |  | Alter common mailbox directory number

0501 |  | Access to common mailbox ?

3052 |  | Program common message key

0301 |  | Key function

0302 |  | Number/ID

8507 |  | Common mailbox welcome 1

8508 |  | Common mailbox welcome 2

8509 |  | Common mailbox welcome 3

8511 |  | Welcome announcement when retrieving from common mailbox

### Individual mailbox

5426 |  | Create Individual Mailbox

5526 |  | Delete individual mailbox number

5626 |  | Alter individual mailbox directory number

3080 |  | Receive messages

4312 |  | Short message store

### Individual welcome message

When an extension has activated diversion to the mailbox system, all incoming calls are diverted to the “storing of messages”-facility. The caller (internal or external) will be guided through the session by voice prompts.

At first he/she receives a greeting, to explain that the called extension has activated diversion to the mailbox system.

##### Case1: the extension directory number shall be included in the greeting

There will be the following voice prompts:

- “greeting1, storing (8501) + directory number (8502) + greeting 2, storing (8503)”

Example: “Welcome to Ericsson Austria, the desired extension” + “1” “2” “3” “4” + “has activated the mailbox”

##### Case 2: the extension directory number shall NOT be included

There will be only following voice prompt:

- “greeting1, storing (8501)”

Example: “Welcome to Ericsson Austria. The desired extension has activated the mailbox”

8501 |  | Individual message welcome 1

8502 |  | Announce directory number ?

8503 |  | Individual message welcome 2

8510 |  | Individual message when retrieving

8512 |  | Exit position

### Welcome announcements for guest extensions

A guest who leaves a message for another guest will receive the welcome announcement in the language he/she has been checked in.

8601 |  | Guest extension welcome 1

8602 |  | Announce directory number ?

8603 |  | Guest extension welcome 2

8604 |  | Guest extension message when retrieving

### Voice message prompts

4412 |  | Voice message prompts

4413 |  | Message prompts - language 2

4414 |  | Message prompts - language 3

### Voice prompts - Individual mailbox

4415 |  | Welcome individual

4416 |  | Retrieving individual

### Voice prompts - Common mailbox

4417 |  | Welcome common

4418 |  | Retrieving common

### Digit prompts

4419 |  | Digits

4420 |  | Digits - language 2

4421 |  | Digits - language 3

### Voice prompts for Individual and Common mailbox systems

4422 |  | Common voice prompts

4428 |  | Voice message prompts - Personal Greeting

### Time restrictions

4301 |  | Max time for speech messages

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-HD boards

4305 |  | Voice message quality

4601 |  | Record messages allowed?

4603 |  | Record announcements allowed?

### Disconnection signal detection

Commands 1420-1422 are used to define the cadence of the tone and the time before disconnection from the external A-party is accepted. (These commands are only accessible by RASC)

1420 |  | Number of disconnection tone bursts

1421 |  | Pulse time for disconnection tone burst

1422 |  | Pause time for disconnection tone burst

### Commands 4315 and 4316

Commands 4315 and 4316 determine values, that are necessary for silent detection

4315 |  | Silent detect level VMU-HD

4316 |  | Silent detect time VMU-HD

7801 |  | RSU-group reservation

## Equipment

With a VMU-HD or MFU installed in the system the MAILBOX SYSTEM offers voice support to all types of incoming calls.

This function requires a DTMF receiver and a voice channel for every call.

The following boards offer DTMF receivers:

- BTU-D
  Has the capacity of 8 DTMF processes (receivers at one time)
- MFU
  up to 4 DTMF receivers only
- REG
- VMU-HD
  Depending on the setting of the jumpers the VMU-HD offers 16 voice channels or 8 voice channels and 4 DTMF receivers.

Revision: F © Ericsson Enterprise 2003