BusinessPhone Communication Platform 6.0
Facilities

## Information

## Definition

Information means that a caller receives direct information concerning the called extension user's absence.

Information concerning absence is entered by the respective extension user.

Information is divided into:

- information

- Preprogrammed information texts that can be complemented with time of return/date of return
- Voice information that can be freely recorded by the user
- Text information that can be freely composed by the user (only DBC 223, DBC 213, DBC 662 DBC 224, DBC 214 and DBC 663 Telephones)

- personal mailbox greeting

- Voice information that can be freely recorded by user. For further information see Mailbox System (340/155 34-ASB 150 02 Uen).

## Use

Information can be used to inform the caller of the reason for the absence and to give him the possibility to leave a message in the mailbox system.

The great advantage of the information facility is that the caller receives directly the reason for absence without being diverted to a secretary.

It is, however, also possible to combine information with supervision.

In this case, the call is diverted to a secretary who then, on her display, can obtain information concerning the reason for the diversion of the call.

Information is normally supplied to internal callers, but the system can also be programmed to enable external callers to receive voice information.

Calls to internal directory numbers via the public network or private network have the possibility to be translated into DDI numbers by the individual number translation table.

For further information please refer to the document “Individual Number Translation on page 1 (170/155 34-ASB 150 02 Uen).

In conjunction with the integrated mailbox functionality, voice information is used for personal mailbox greetings. Depending on the diversion to an individual mailbox the following voice information will be supported:

- personal “diversion on busy” greeting
- personal “diversion on no reply” greeting
- personal “diversion direct/follow me” greeting

Extensions equipped with a DBC 223, DBC 213, DBC 662, DBC 224, DBC 214 or DBC 663 telephone and possessing the requisite categorisation can also enter information for others. This function is of particular importance if, for example, someone calls the OPERATOR to report him/herself ill.

Preprogrammed information is supplied as text information if the caller has a display telephone, otherwise it is supplied as voice information.

Voice information is assembled automatically and comprises recorded text as well as date or time of day.

## Operation

In the description below, the key Info corresponds to the procedure 2nd and Info on a DBC 220, DBC 211, DBC 222, DBC 212, DBC 631, DBC 223, DBC 213 and DBC 662 telephone (and P-key on the old telephone DBC 199).

### Non system instruments and DBC 210, DBC 199, DBC 211, DBC 601, DBC 222, DBC 212, DBC 631

#### Activate information

When Info has been activated, the Message lamp will be on (not available on IP telephones), if there are no unanswered messages.

All telephone types can enter:

- Preprogrammed information
- Voice information

#### Preprogrammed information

1. Press Info-key or dial * 2 3 *.

- The associated lamp flickers to confirm connection.

1. Select respective text:

- 1 Time of return, back HHMM
- 2 Date of return, back MMDD
- 3 Lunch, back HHMM
- 4 Meeting, back HHMM
- 5 Vacation, back MMDD
- 6 Illness, back MMDD
- 7 back HHMM

1. Add indication of time of return/day of return, if so required. Time has the format HHMM. Date has either the formats DDMM or MMDD.
2. Press #
3. Info-lamp is on and glows steadily.

The time information is programmed in intervals of five minutes. If the user programs an arrival time which is between two five-minutes steps (e.g 8h12), the time will be rounded up to the next five-minutes step (it will be stored as 8h15).

#### Voice information

1. Press Info-key or dial * 2 3 *. The associated lamp flashes to confirm the connection.
2. Press 9
3. Record respective information.
4. Press #
5. Info-lamp is on.

##### Play back the recorded information before it is stored

1. Press *

##### If you are dissatisfied with the recording, it is possible to record a new

1. Press 9 and repeat the recording sequence.

#### Erase the recorded information

There are two possibilities to erase a stored information:

##### a) Telephone instruments equipped with an Info-key

1. Press Info-key.

- Associated lamp flickers to confirm connection.

1. Press 0 and #.

- Info-lamp extinguishes.

##### b) Telephone instruments without an Info-key

1. Press # 23 #.

- Info-lamp extinguishes.

#### To deactivate stored information for later use

A recorded info can be saved as follows:

1. Press Info-key followed by # or press * 23 * #.

- Info-lamp extinguishes.

#### To activate stored information

The saved information (message) can be played as follows:

1. Press Info-key followed by # or press * 23 * #.

- Info-lamp is on.

#### Activate/deactivate/erase personal mailbox greeting

No-display telephones can enter the voice information only via the mailbox system.

For further information see Mailbox System (340/155 34-ASB 150 02 Uen).

#### Call to extension that has provided information

If the called extension has supplied a preprogrammed information or voice information, the extension will hear a short tone burst, whereafter the information will be played twice. Then the connection is released.

### DBC 223, DBC 213, DBC 662, DBC 224, DBC 214 and DBC 663 Telephones

These telephone types provide guide texts on the display. It is also possible to enter information/personal mailbox greeting on behalf of another extension.

#### To enter information/personal mailbox greeting

1. Press the Info key.

- The associated lamp flashes to confirm connection.
- leave = Provide (leave) information for own extension.
- change-no = Provide information for another extension, see below.

1. Press leave.

- absence = Provide (leave) predefined, voice or text information.
- greeting = Provide personal mailbox greeting depending on the diversion case of the individual mailbox.

#### Provide information for stated extension

1. Press absence.

##### Select the respective information type

1. pre-text = Scroll through the existing preprogrammed texts:

- 1 Time of return, back HHMM
- 2 Date of return, back MMDD
- 3 Lunch, back HHMM
- 4 Meeting, back HHMM
- 5 Vacation, back MMDD
- 6 Illness, back MMDD
- 7 back HHMM
- voice = Record your own voice information
- free-text = Create your own text information

#### Preprogrammed information

Select a digit 1-7 or scroll with pre-text until the desired text is displayed.

Example of information text:

- Complement with date or time of day, if so required. Indications to the right indicate the type of information that is to be entered: HHMM = Hour and minute.

- Remember that minute information entered by you will be recognised from the system using the five-minutes steps’ logic.
- The following two kinds of format are supported: MMDD = Month and Day and DDMM = Day and Month

1. Press menu key “activate”.

- Info-lamp glows steadily.
- The display shows entered information.

#### Text information

1. Press free-text
2. Enter relevant text (maximum 40 characters). For entering texts, see Text Mode
   (483/155 34‑ASB 150 02 Uen).
3. Press menu key “activate”.

- The display shows entered information.
- Info-lamp glows steadily.

#### Voice information

1. Press voice.

- Short tone burst is heard.

1. Record relevant information.
2. Press menu key “activate”.

During the recording the following text is displayed:

The digits “011” on the right side indicate the remaining recording time in seconds.

record = Press key if new recording is to be made.

play-back = Press key if recorded information is to be played back before activate is pressed.

pause = Press key if you wish to take a pause during recording or play-back. Press key again to resume recording.

activate = Press key to activate function.

#### Provide personal mailbox greeting for stated extension

1. Press greeting.

#### Voice information

1. Press busy/noreply/direct.

- Short tone burst is heard.

1. Record relevant information.
2. Press menu key “activate”

During the recording the following text is displayed:

The digits “011” on the right side indicate the remaining recording time in seconds.

record = Press key if new recording is to be made.

play-back = Press key if recorded information is to be played back before activate is pressed.

pause = Press key if you wish to take a pause during recording or play-back. Press key again to resume recording.

activate = Press key to activate function.

#### Enter information on behalf of another extension user

It is possible to enter information on behalf of an extension user who is unable to do so her-/himself, e.g. due to illness.

To do this the extension must have a category that gives the authorisation.

See under “Programming” below.

1. Press = change-no.
2. Enter directory number of the person to whom information applies.
3. Press menu key “activate”.

The information is then entered in the same manner as for own information.

#### Erase inserted information/personal mailbox greeting

An inserted information is erased as follows:

1. Press Info.
2. Press erase.
3. Press absence/busy/noreply/direct.

- After about eight seconds, the display shows idle.
- Info-lamp extinguishes.

#### Deactivate & save information

A created info can be saved and activated later.

- Press off.

Note

If new information is created, previously stored information will be erased.

#### To activate stored information

1. Press Info.
2. Press on.

#### Internal call to extension that has supplied information

After a short moment a new short tone burst is heard, whereupon the display shows whether the called party has supplied preprogrammed information or text information.

If the called party has supplied voice information, the display will not be altered, but voice information is supplied.

#### External call to extension that has supplied information

External callers can obtain voice information subject to the following prerequisites:

- Trunk is programmed for external information
- The called extension has supplied voice or preprogrammed information

A voice message is repeated twice, whereafter the trunk is disconnected.

An external call is “answered” after a programmable delay time. During the waiting time the external caller hears ringing tone.

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

#### Internal/external call to a personal mailbox greeting

In case of diversion to a individual mailbox, the diversion reason is checked and the respective personal mailbox greeting is played. If no personal mailbox greeting has been recorded for that diversion case, the conventional voice information will be played. If there is neither a personal mailbox greeting nor a conventional voice information available, the general mailbox greeting will be played.

For further information see Mailbox System (340/155 34-ASB 150 02 Uen).

## Capacity

Each extension may insert one absence information.

As regards voice information, the total number of concurrent messages is restricted by the available time on the voice memory board.

## Limitations

External calls are given information only if so programmed and only in the case of voice or preprogrammed information.

Otherwise the call will be directed either to a programmed trunk reroute position or, if none exists, the extension will be rung as if no absence information had been inserted.

The directory number *23* is not applicable for recording/changing a personal mailbox greeting.

## Programming

3018 |  | Provide info for others

3019 |  | Provide voice info

3020 |  | Provide text info

3021 |  | Provide predefined info

0101 |  | Facility COS

4602 |  | Voice information on VMU-board

4302 |  | Max time for speech info

4306 |  | Voice information quality

4501 |  | Text

4502 |  | Meaning of digits 1-4

1022 |  | Voice info to trunk allowed?

### Recording voice messages

If the system is equipped with a voice memory, the user may record the following parameters.

Procedure for recording see Voice Message (522/155 34-ASB 150 02 Uen).

The following commands are used for the recording of texts concerning information.

### The following commands are only accessible via the system telephone:

4402 |  | Information

4403 |  | Months

4404 |  | Dates

4405 |  | Hours

4406 |  | 5 Minutes interval

Note

Each time you update an ASB 150 02 system of an older release than R6 to the latest software release, do not forget to make the additional recordings for the above-marked five-minutes intervals.

## Equipment

To be able to receive voice information, the system must be equipped with one or more VMU-D/VMU-HD/MFU boards.

### Personal mailbox greeting

The feature is supported by ASB 150 02 R11 or higher system releases.

In order to have access to the feature, the proper licensing concept has to be used, see Facility Description – General (155 34-ASB 150 02 Uen), chapter ASB150 02 Licensing

Revision: G © Ericsson Enterprise 2004