BusinessPhone Communication Platform 7.0
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 non system instruments (analog, cordless, IP-phones and mobile extension) messages waiting in the mailbox are indicated by a special dial tone when the user lifts the handset .

Additionally to the special dial tone a flashing lamp on system, IP and analog telephones (if the telephone supports polarity reversal and conneted to a MFU or appropriate ELU-A board) indicates a new a message. A heard message is indicated with a steady light on system and IP telephones.

Waiting messages can be retrieved internally and externally. External and internal callers are guided through the retrieving procedure by voice prompts. Using a DBC 223, DBC 213, DBC 662, or DBC 224, DBC 214 and DBC 663 telephones 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. To retrieve messages from external parties or from another extension the command number 3080 has to be set.

You can access the mailbox system using DDI 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.

Calls to internal directory numbers via the public network or private network may 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).

## 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 reasons 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 not available (DECT)
- 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 information (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). On diversion not available, no reply greeting will be played.

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

The user has the possibility, if personal greeting or absence information have to be programmed, to step back to a previous state (for example to step back within the function to re-record a new absence information or a new personal greeting).

By using the “Absence info” procedure executive telephones have also the possibility to record, play and erase the personal greeting by means of 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 DBC 223, DBC 213, DBC 662, DBC 224, DBC 214 and DBC 663 Telephones).

Messages lasting less than 1 second will be deleted!

### Forwarding a message

If an extension has an active voice message in an individual or common mailbox system, there is the possibility to forward the received message to another internal user.

After receiving the voice message or during listening to it, the user will be guided by the voice prompts or by display texts to the menu, to forward his/her voice message.

### Send a message

During consulting his/her own mailbox system, this function offers the user the opportunity, to send a voice message to an internal extension that is not diverted to the individual or common mailbox system.

The user is guided by display texts on the extension or by voice prompts on a non-display extension.

### Change password

A user has the possibility to change the password (if he/she wants to) during consulting his/her own mailbox system. The changing of it is only guided with voice prompts. It is not possible to set the password to default (‘0000‘).

With the following command it is possible to set the password to default (on the extension):

#* 72 * old password * new password #

At the first time, when entering the mailbox system, the default password has to be changed. It is possible to change it on the own extension. During this procedure the user is guided by voice and display texts.

The diagram describes how the user will be able to change the password internally and externally.

### Outcall Notification

Outcall notification provides the possibility to notify a mailbox owner about a new voice message which has been left in his mailbox.

The mailbox owner can define an external phone number on which he will be called by the mailbox system at a predefined time or as soon as a new message arrives.

Setup and configuration of Outcall Notification
is guided by:

- Voice prompts
- Display texts

### Message indication

The message system has been extended to make it possible to distinguish whether there are new messages or messages already listened to.

If a message has been consulted (at least once) and the next message has been called, the message will be indicated as a message already listended to. If a message has been stored in the archive, the message will be indicated as a message.

Listened to messages will not be returned to the original receiver because they have already been consulted.

- new messages
  These are messages which have not been listened to(if voice message) or read (if text message).
  If the mailbox of a user contains at least one new message (independent of whether there are also listened to/read or stored messages) this will be indicated to the user with a flashing message LED.
- listened to/read messages
  These are messages which have been consulted at least once.
  It here are no new messages, the listened to messages are indicated with a steady lighting message LED,
  Listened to messages are deleted from the system after a certain time (programmable).
- stored messages
  Messages (voice and text) can be stored in an archive. The storing of messages is possible from display- and from non-display-phones and from an external set.
  Archived messages are deleted automatically from the system (programmable) if they are not already deleted by the user.
  If a mailbox contains only archived messages the LED is turned off.

In case of retrieving messages from a non-display phone or from an external set, where the user is guided through the mailbox system via voice prompt, the user will be informed how many new, listened to and stored messages are available in the mailbox.

#### Common Mailbox

Supported by system telephons only. To indicate messages in a common mailbox, a separate programmable “Common mailbox key” is required.

#### Individual mailbox

When a message has been left in the individual mailbox, this is indicated by a special dial tone.

Additionally to the special dial tone a flashing lamp on system, IP and analog telephones (if the telephone supports polarity reversal and is conneted to a MFU or appropriate ELU-A board) indicates a new a message. A heard message is indicated with a steady light on system and IP telephones.

### Retrieving messages

#### There are three ways to retrieve messages:

- Press your “Message-key” or the command sequence * 59 # to retrieve your own messages.
- Press the “Common mailbox key” or dial directory number of the common mailbox, to retrieve messages from the common mailbox.
- 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.

#### Suppressing of superfluous display menus

The display menus for the mailbox have been modified to represent only menu items which are really executable.

Example: If the mailbox contains only text and call-me messages the menu item for voice will not be displayed. If the mailbox contains only one type of messages, this selection will be skipped all together.

### Date / Time Information

An internal mailbox user with a display can check the date and time a call-me, text or voice message has been stored in the common or individual mailbox.

Internal mailbox users without any display or external mailbox users have the possibility to check the date and time a call-me or a voice message has been arrived into the mailbox (individual and common) by listening to the corresponding voice prompts. The date/time information can be heard always prior to the voice message, programmed with command number 4317, or played by pressing the DTMF digit 3 during or after message replay (programmable).

The date information consists of the month and the day of the month, and the time information consists of the hour and minute the message has arrived. (Example: 21st of October, Thirteen Forty).

Note

Voice prompts for minutes are only available in 5 minute steps.

### Internal retrieving of messages

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

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

It can be programmed (command 0160 = authorization code), whether a password 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

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).

#### DBC 222, DBC 212 and DBC 631 Telephones

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

It can be programmed (command 0160) whether a password is required to retrieve messages. If password control is activated, the display shows

For the further procedure see External retrieving of messages. DBC 220, DBC 210, DBC 199 and DBC 211 Telephones.

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 mailbox number and password. After entering the correct password the user gets access to his/her mailbox.

For the further procedure see External retrieving of messages.

#### Non system instruments

“Message waiting” is indicated by a special dial tone. Additionally to the special dial tone the IP phones DBC 425 and DBC 422 and analog telephones (if the telephone supports polarity reversal and is conneted to a MFU or appropriate ELU-A board) show a new message with a rapidly flashing message lamp.

Non system instruments can answer messages by dialling the code *59# (DBC 425 and DBC 422 can press the message key) and entering a password (= authorisation code), if programmed.

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 DBC 220, DBC 210 and DBC 199 Telephones.

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

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 the 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 DBC 223, DBC 213, DBC 662, DBC 224, DBC 214 and DBC 663 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).

Recording personal greetings:

### Retrieving of messages

### Archiving Messages

An archived message is a new or heard message which has been stored in the archive. Because it is very likely that a message first has been consulted before it is stored in the archive, archived messages will not be sent back to the original sender after a programmable number of days.

Archived messages will not be deleted after the programmable number of days, according to command 4304, which is now only valid for new messages. To define the number of days after which archived messages will be deleted automatically a new command (4318) has been introduced. The counting of days starts at the day on which the message will be stored in the archive.

Example:

The date/time stamp of the arrival of the archived message will not be changed.

It is only possible to save text and voice messages in the archive.

If a user wants to store a message in the archive longer than it is possible, according to command 4318, the user has the possibility to store the already archived message again.

If in a mailbox has only archived messages exist, the message LED will be turned off.

To reduce the risk that the message system is congested by archived messages and that there is no place for new messages it is highly recommended to set the limit for the number of archived messages to 500. It is also recommended to restrict the number of messages which each user can store in the archive to 20 to avoid that a user cannot store messages in the archive because there are some other users with a high amount of archived messages.

There are the following message system restrictions:

- total number of messages in the system: 1000
- total number of archived messages in the system: 500
- number of archived messages for each user: 20

### Daily erase job (midnight check)

Every day at midnight the system checks all messages in order to evaluate whether messages shall be sent back to the original sender (corresponding to command 4308) and to delete the old messages (corresponding to command 4304, 4318 and 4319).

Listened to and archived messages are not sent back to the original sender.

For listened to and archived messages new commands are introduced (4318 for archived, 4319 for listened to).

The value of these commands determine after how many days listened to/archived messages will be deleted automatically (see picture below).

The following picture demonstrates the effect of the different commands, evaluated during the midnight check:

In the example heard messages, which are not stored in the archive, will be deleted after a rather short time (message 2, 3 and 5). On the other hand new messages remain rather long in the message system because they will be sent back to the original sender, which has the possibility to send the message again (message 1).

The next picture illustrates this situation where on day 1 user 1 sends a message to user 2 (new message), who is on a business trip for one week. Therefore user 2 does not hear or archive the message and the message will be returned to user 1 (new, returned message) during midnight check to day 4.

Because the message is important user 1 sends the message again to user 2 (again a new message) on day 4. User 2 is still on the business trip and the message will be sent again during midnight check to day 7. User 1 sends the message again on day 9. User 2, who is now back from the business trip hears the message on day 11 and the message will be deleted during the midnight check of day 12.

This mechanism works properly and reasonable only if all commands are coordinated.

For example - it makes no sense to use (for command 4308 - return message) a higher value than for command 4304 (keep new message) because the message would be deleted before it can be returned.

Therefore the following recommendations should be regarded:

1. value of command 4304 > value of command 4308, otherwise the message would be deleted before it could be returned
2. low value for command 4308 (but at least three)
   a message sent on Friday should not be returned before midnight check to Tuesday, so the user has the chance to hear the message on Monday
3. low value for command 4319 (one or two days)
   an already consulted messages should be deleted as soon as possible to reduce the amount of messages in the system and if the message is important enough to keep it, the user can store it in the archive.
4. medium value for command 4304 (not more than one week to 10 days)
   new messages (= messages, that the receiver has not consulted) should be kept longer in the system but because this command will also be used to decide how long “erased” (from the user) messages are kept in the system, in conjunction with command 4309 - 4311, it should not be too high so as met to overflow the message system with “erased” (saved) messages
5. High value for command 4318 (three weeks)
   messages explicitly stored in the archive should be kept for a long time

Therefore the following default values are used:

command 4304 - 7 days (up to 2 days)

command 4308 - 3 days (up to 1 day)

command 4318 - 23 days

command 4319 - 1 day

### Forwarding a message

The diagram above shows the procedure of how a message is forwarded by an extension user to another internal user.

If the user has received a voice message in his own or common mailbox system, he/she is able to forward it to an other internal user. The user is guided by voice prompts or by display texts to pass the menu.

If the voice message is forwarded, a standard comment will be played prior to the message. After hearing the voice announcement - “ This is a forwarded message from ” - (plus extension number from sender) - the user will receive the forwarded voice message on his voice mail system.

After receiving his forwarded voice message, the user can handle his voice message via voice prompts or display texts, for example to forward it to another extension, to delete it or something else.

### Send a message

This diagram shows the start sequence, how a call is diverted, to send a message to an internal individual or common mailbox system. Also the new functions, outcall notification and changing password are implemented.

The user is guided throught voice prompts to each of the menus. The user has the possibility to use the standard features - Sending a message and Changing Password - which are not protected by the ASB 150 02 licensing.

The above described diagram gives the user an overview of the main menus (8 different main menus) which have to be used.

This previous diagram shows the “sending - path” of a mailbox session with possibilities:

- To record a message
- To play a message
- To send a message

This procedure shows how to send a message to an individual or common mailbox system. First the user has to go through the instructions of the mailbox system and to record a voice message.

After finishing recording, the user will be guided to the submenu - send menu.

He/she has the possibility to verify the recorded message:

- Rerecording the message again
- Listening to the voice message
- Sending the voice message
- Going back to the main menu

If the user is statisfied with his/her recorded message, he/she can enter the number to which he/she wants to send the voice message.

This number can be an internal directory number or a common mailbox number.

After the voice message has been sent, he/she will be asked by the mailbox system, whether the same voice message should be sent to be sent to an other mailbox number. If yes, this can be done.

### Changing Password with voice prompts:

This diagram shows the procedure how a password could be changed during consulting the mailbox system which is guided by voice prompts.

A mailbox owner of a non-display extension, have the possibility to change the password in the main menu during consulting the mailbox system from an other extension or from external.

The main menu is divided in:

- Retrieving
- Configuration of personal greetings
- Send a message
- Outcall notification
- Change password

Function key 5 is defined to change the password in the menu and has to be pressed to start with the procedure.

The user is asked by the mailbox system whether he/she wants to change the default password (0000). If the password is in default, the system asks the user to change the password (if this is allowed, with command number 0117). The changing of the default password is only possible from own extension.

An attempt to consult the mailbox with the default password from an external set or from an other extension will be considered as a misuse and the call will be rejected.

If this function is used for the first time, the user will be indicated to change the password. He/she will be asked to enter a 4_digit password, which has to differ from default one (0000). This function is to protect his own mailbox and to increase the system security of the mailbox system.

This function depends on the command number -
0117 Authority code.

The command number 0117 is used to allow or to prohibit the changing of the password. If this command is set to NO, the user cannot consult the mailbox from an internal set or from an external extension. It may be only possible to consult the mailbox from one´s own extension.

In this case the user can use the default password. But consulting his/her mailbox from an external set or from an other extension is not possible.

### Changing the default password at the first entry to the mailbox:

The following procedure shows, how the system forces the user to change the default password.

- The message key has to be programmed, or *59# has to be pressed on the extension.
- The command number - 0117 Authority Code - has to be set to YES

If these parameters are set, the following display texts are shown on the display extension. This is an example of how a display text could look like.

##### Display 1: Parameters have to be set

The message key or the keys *59# have to pressed.

##### Display 2: Default password used

A new password has to be entered.

##### Display 3: Confirm password

The entered password has to be confirmed.

##### Display 4: Password does not match

If the confirmed password is entered incorrectly, the system demands to type it once more. After the timeout, the user has to repeat the procedure from step one.

##### Display 5: Confirm

The entered password has been saved. After timeout the mailbox session will be continue.

##### Display 6: Save not possible - Internal error condition

The entered password cannot be saved and the user has to enter the password once more from the step one. After timeout, the mailbox session will be continued.

## Outcall notification

After playing the MAILBOX contents menu, the user can choose the notification menu, from the main menu, where he/she can set his/her individual notification parameters.

The user can program an extension which set an request, if an voice message arrived. He/she is able to set an telephone number (PSTN or mobile) to send a notification to a preprogrammed external number.

The user has two possibilities to get a notification:

- Full notification - The user has full access to the mailbox system. He/she has only to enter his/her password to get full access. The restriction of the full notification is that the extension name has to be programmed and the password has to be entered (which has to differ from the default value 0000).
- Brief notification - The user gets just an short announcement - “This is your Voice Mail System.- You have received new messages.- Press any key and please call back”. This announcement informs the user that someone has left a message at the mailbox system. He/she has to press a predefined y key, to acknowledge that the announcement has been received.

##### This following diagram shows how an Outcall Notification is routed in the mailbox system:

By a time table profile, outcall notification will repeat this sequence to nofify the user. This time table profile has to be set, to notify the user of an incoming voice message in the mailbox system.

profile | 1´st | 2´nd | 3´rd | 4´th | 5´th | 6´th | 7´th | 8´th | 9´th | 10´th
1 | 5 min | 10 min | 20 min | 40 min | 1h20min | 2h40min | 5h20min | 10h40min | na. | na.
2 | 10 min | 20 min | 40 min | 1h20min | 2h40min | 5h20min | 10h40min | na. | na. | na.
3 | 20 min | 40 min | 1h20min | 2h40min | 5h20min | 10h40min | na. | na. | na. | na.
4 | 30 min | 30 min | 30 min | 30 min | 30 min | 30 min | 30 min | 30 min | 30 min | 30 min
5 | 60 min | 60 min | 60 min | 60 min | 60 min | 60 min | 60 min | 60 min | 60 min | 60 min
6 | 90 min | 90 min | 90 min | 90 min | 90 min | 90 min | 90 min | 90 min | 90 min | 90 min

When the outcall notification is activated, the user may access his/her mailbox system immediately. If the user does not enter his/her mailbox after a time of 40 sec., or he does not acknowledge the notification, the connection will be aborted and the outcall notification will be repeated at the next time. By default the time table profile is set to profile 4.

The user has to specify the following parameters of the outcall notification:

The OCN external number consists of two parts and includes not more than 24 digits:

- The first part is a valid trunk, route, LCR or PNR directory number
- The second part is the digits from an external destination

The desired time has two different configuration possibilities:

- Immediate outcall notification is set by default
- Freely configurable time with the next limitation, the value will be set automatically to the next quarter.
  For example: 10:13 will be set to 10:15

Activate and deactivate the adjustments. If the external number or the desired time hasn’t been set yet and the number of activated users exceeded the upper bound, the activation will be rejected.

The facility access control are:

The ASB 150 02 licensing controls the access to the outcall notification facility and removes the configuration possibilities from display menu and from voice prompts. To configure the outcall notification parameters, the user has to enter his/her individual mailbox system by using display extension or the voice menu.

The outcall notification involves some parameters which have to be set by the user, with the aim to optimize the outcall notification function.

- The user can determine how many trunks are allowed for outcall notification. This function is configurable from
  1 to 8 trunks. By default this function is selected with 2 trunks.
- The user can determine how many selected users have access to the activated outcall notification simultaneously. The valid numbers are: 5, 10, 20, 30, 40, 50 users. By default this function is selected with 10 users.
- It is possible to set the time supervision, i. e. the time between the notification at the external number and the acknowledgement of the user. This time interval may be to set from 1 - 255 sec.. By default, this time is set to
  60 sec..
- The user has to decide, how often a notification will be repeated. This function is configurable from 0 - 10 attempts. By default this function is set to 2 attempts.

This diagram shows an example of attempts of the outcall notification:

#### Outcall notification configuration via display extension:

The following diagram shows the user, how to use the menu on the display of his/her phone to configure the
outcall notification.

## Capacity

The maximum number of programmable keys is for the:

DBC 220 |  | = 4 |  |  |
DBC 222 |  | = 4 |  |  |
DBC 223 |  | = 4 |  |  |
DBC 224 |  | = 3 |  |  |
KEY PANEL |  | = 17 |  |  |
DBC 422 |  | = 6 |  |  |
DBC 425 |  | = 18 |  |  |

Old telephones:

DBC 210 |  | = 3 |  |  |
DBC 199 |  | = 0 |  |  |
DBC 211 |  | = 4 |  |  |
DBC 601 |  | = 0 |  |  |
DBC 212 |  | = 4 |  |  |
DBC 631 |  | =10 |  |  |
DBC 213 |  | =14 |  |  |
DBC 662 |  | =30 |  |  |
DBC 214 |  | = 3 |  |  |
DBC 663 |  | =20 |  |  |
KEY PANEL |  | =17 |  |  |

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 messages are 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:

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 supports 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:

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 rerouting 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.

During storing of a message by consulting the mailbox system a guest will hear the greeting announcement in his/her check-in language. All announcements, which are needed by a guest, must be available in
“3 check-in languages”.

### 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) 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.

### Date / Time Information

If the voice prompts for months, dates, hours, minutes (5 minute steps) and the voice prompts for the menu path (4429 - 4432) are not recorded on the VMU-HD/MFU board, no date and time information can be played. If no voice prompts are recorded (and loaded) at all then the call will be rejected. To play date/time information prior to a message command the command number 4317 has to be programmed.

### Restrictions of Forward a Message

This feature covers the possibility to forward a received voice message to internal users or to a common mailbox system during retrievial from an individual or from a common mailbox.

It is also possible to forward a message to a 2nd or 3rd voice mailbox. It is not possible to forward a returned message !

This feature is not applicable for hotel.

This feature is not protected by the ASB 150 02 licensing.

### Restriction of Send a Message

This feature covers the possibility to send only voice messages to internal directory numbers or to a common mailbox system during consulting from an individual mailbox.

This feature is not applicable for hotel and is not available during retrieving from a common mailbox system.

This feature is not protected by the ASB 150 02 licensing.

### Restriction of Changing Password

Changing of a non-default password means changing of the password on the users own will. It is possible to change the password from an internal or an external extension. In this case the system prompts the user to change the default password (security reasons). It is only possible to change the default password on one´s own extension.

This feature is not protected by the ASB 150 02 licensing.

### Restriction of Outcall Notification

The following diagram shows the program restriction to avoid a wrong configuration of outcall notification:

max. amount of Users | min. allowed trunks | min. scheduling profile
5 | 1 | 1 (5 min, nonlinear)
10 | 2 | 1 (5 min, nonlinear)
20 | 2 | 2 (10 min, nonlinear)
30 | 4 | 2 (10 min, nonlinear)
40 | 6 | 3 (20 min, nonlinear
50 | 8 | 4 (30 min, linear)

The feature Outcall notification is supported by ASB 150 02 R13 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

The ASB 150 02 licensing controls the access to the feature and removes the configuration possibilities from display and a non-display menu (with voice prompts).

The setup of Outcall Notification is guided by display texts and voice prompts.

Outcall notification can not be used in conjunction with common mailbox.

## Programming

### General

0101 |  | Facility COS

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

0160 |  | Password check at message retrieving?

This means the checking of the password at retrieving on own extension.

0117 |  | Authority code?

To allow or to prohibit changing of password.

0151 |  | Tenant group

1029 |  | Tenant group

4314 |  | Simult retrievings

6501 |  | Directory name

### Common mailbox

5427 |  | Create common mailbox

5527 |  | Delete common mailbox number

5627 |  | Alter common mailbox directory number

8507 |  | Common mailbox welcome 1

8508 |  | Common mailbox welcome 2

8509 |  | Common mailbox welcome 3

8511 |  | Welcome announcement when retrieving from common mailbox

3052 |  | Program common message key

0301 |  | Key function

0302 |  | Number/ID

0501 |  | Access to 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

### Date and Time Information

4317 |  | Play date/time info prior to message

### 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 the 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 0?

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

### Integrated music on hold prompts

4427 |  | Recording music announcement

### Voice prompts for Individual and Common mailbox systems

4422 |  | Common voice prompts

4428 |  | Voice message prompts – Personal Greeting

### Send a message

4437 |  | Voice Message Prompts - Forward a message

### Outcall Notification

0502 |  | Notification method

0503 |  | Notification number

0504 |  | Notification time

0505 |  | Activate notification ?

4320 |  | Notification scheduling profile

4321 |  | Maximum number of active OCN users

4322 |  | Maximum number of OCN trunks

4323 |  | Number of OCN repetitions

4324 |  | OCN user acknowledgement time

4438 |  | Voice Message Prompts - Outcall Notification

### Voice prompts - Date/Time information

4403 |  | Months

4404 |  | Dates

4405 |  | Hours

4406 |  | 5 Minutes interval

4407 |  | Hours – language 2

4408 |  | 5 Minutes interval – language 2

4409 |  | Hours – language 3

4410 |  | 5 Minutes interval – language 3

4429 |  | Months – Language 2

4430 |  | Dates – Language 2

4431 |  | Months – Language 3

4432 |  | Dates – Language 3

4433 |  | Mailbox content information - Language 1

4434 |  | Mailbox content information - Language 2

4435 |  | Mailbox content information - Language 3

### Voice prompts for call-me and voice instructions

4412 |  | Voice message prompts

### 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

4318 |  | Number of days to keep archived messages

4319 |  | Number of days to keep heard messages

### Functions for VMU-HD / MFU 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 BMS)

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

When the VMU-HD/MFU board is installed in the system, the MAILBOX SYSTEM offers the possibility to the user to support all voice functions 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
- MFU
  up to 4 DTMF receivers only
- REG
  Has the capacity of 8 DTMF processes (receivers at one time)
- 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: L © Ericsson Enterprise 2005