BusinessPhone Communication Platform 5.1
Facilities

## Secretary Function

## Definition

Secretary function denotes a combination of the system's facilities which, combined, provide the following traffic possibilities:

- A secretary can answer incoming calls for one or more executives and then extend the calls by single key depressions
- A secretary can intercept calls to the lines of one or more executives
- A secretary and an executive can access one another via single key depressions even if the respective line is busy
- An executive can divert all calls to the secretary
- A secretary can answer or initiate calls on an executive's private trunk line.

## Use

The various parts of the secretary function can be utilised in many situations.

### Supervision

A call that is signalled on the executive's telephone is also signalled on a programmable key on one or more secretary telephones.

Ring signalling at the supervision function can be selected individually:

- No ringing
- A muted ring signal
- Ring signal after 14 seconds

### Diversion

By pressing the diversion key an executive can have all incoming calls diverted to a preselected secretary.

Diverted calls to a secretary can, if the secretary is absent, be diverted to another optional secretary, using the follow-me procedure.

### Private trunk

An executive telephone or optional other telephone can be assigned a private trunk.

The line is represented on an external line key and, for supervision, can be represented on an optional number of secretary telephones.

This allows the secretary to answer calls on the executive's private trunk or undertake operator-assisted calls via this trunk.

### Intercom

Executive and secretary can be assigned keys for a intercom between them.

Via a intercom the opposite party can always gain contact, even if both Line 1 and Line 2 are busy.

## Operation

### Secretary telephone

The secretary intercepts all calls to the executive.

Incoming calls on the executive's line are then diverted directly to the secretary.

The call is signalled directly on the secretary telephone's Line 1 or Line 2.

The display shows, on the top row, that the call is intended for the executive telephone:

EXECUTIVE Telephone

STANDARD Telephone

The secretary answers the call by pressing the relevant key. If the secretary wishes to extend the call she presses:

- The intercom key to the executive
- When the executive answers the secretary extends the call by pressing Transfer
- The incoming call will then be presented on Line 1 or Line 2 of the executive's telephone

### To answer calls on a private trunk

The call is signalled on both the executive telephone and secretary telephone.

When the secretary answers, the line is marked busy on the executive telephone.

If the secretary extends the call to the executive she presses the programmed Hold-key and then the intercom key to the executive.

When the executive answers, the secretary can inform her/him that a call is waiting on the external line key.

### Ordered calls

By seizing the private trunk line, the secretary can make an ordered call on behalf of the executive and then extend the call in the manner described above.

## Capacity

The number of secretary functions is limited only by the number of available programmable keys.

## Limitations

Intercom to several secretaries requires separate keys on the executive telephone.

## Programming

For each complete secretary function the following shall be programmed:

### Secretary telephone

For each extension whose calls are to be intercepted by the secretary a key needs to be programmed for supervision.

0301 |  | Function of programmable key

To facilitate an intercom between executive and secretary a key shall be programmed for intercom.

See also under Intercom Line (266/155 34-ASB 150 02 Uen).

It is also recommended that the secretary has a programmed Hold-key.

If the secretary answers and transfers all calls to the executives it is recommended that the secretary has a separate Transfer key programmed to speed up the procedure.

### Executive Telephone

To facilitate direct communication with one or more secretaries a key for intercom shall be programmed for each secretary.

0301 |  | Define key

The executive's directory number is programmed for direct diversion to the relevant secretary.

3082 |  | Bypass call diversion

The secretary's telephone is programmed for the various diversion alternatives:

0109 |  | Diversion active?

0110 |  | Diversion on no reply?

0111 |  | Diversion on busy

0112 |  | Destination

0156 |  | Direct diversion?

0157 |  | Diversion on no reply?

0158 |  | Diversion on busy?

0159 |  | Direct diversion?

0176 |  | Call diversion to corporate network allowed?

2084 |  | Type of network call handling

See also:

Diversion direct (165/155 34-ASB 150 02 Uen),

Diversion on busy (166/155 34-ASB 150 02 Uen) and

Diversion on no reply (167/155 34-ASB 150 02 Uen).

## Equipment

Executive and secretary are to be equipped with EXECUTIVE Telephones to facilitate utilisation of handsfree calls.

Revision: E © Ericsson Enterprise 2003