Alcatel OmniPCX 4400 User manual

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MMAANNAAGGEERR//SSEECCRREETTAARRYY FFIILLTTEERR UUNNIITT
AAllccaatteell 44440000
UUSSEERR
GGUUIIDDEE

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SSyymmbboollss uusseedd iinn tthhiiss mmaannuuaall
The action "press" is shown by
Display keys are shown by
Keys specific to filtering, programmed by the technician, are shown by
Displ

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The manager/secretary filter unit is a specific configuration comprising at least
two multi-line terminals, which provides certain supplementary features, using
programmable keys assigned to specific functions.
The manager/secretary configuration can include several manager terminals,
several secretary terminals, and a "replacement secretary" terminal.
Alcatel Advanced/4034 terminals are recommended for optimum results.
Note: The functions described are specific to the manager/secretary filter unit.
Refer to the User Guide for your terminal for the telephone functions provided by the Alcatel 4400.
Note: Certain functions described in this guide may depend on the version or the configuration of
your system. If in doubt, consult your telephone manager.

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CCOONNTTEENNTTSS
YYoouurr ccaallllss
MMaannaaggeerr tteerrmmiinnaall......................................................................................................................................................................................88
Calling your secretary.....................................................................................8
Replying to a message from your secretary .......................................................8
MMaaiinn sseeccrreettaarryy tteerrmmiinnaall......................................................................................................................................................................99
Calling your manager.....................................................................................9
Supervising filtering.........................................................................................9
Managing filtering .........................................................................................10
Sending a written message to your manager ....................................................10
Placing a call on hold ...................................................................................11
Placing the manager terminal on immediate transfer...........................................11
Cancelling discreet listening ............................................................................11
RReeppllaacceemmeenntt sseeccrreettaarryy tteerrmmiinnaall..............................................................................................................................................1122
FFoorr yyoouurr ccoonnvveenniieennccee
MMaannaaggeerr tteerrmmiinnaall..................................................................................................................................................................................1144
Supervising status of secretary terminal.............................................................14
Activating call filtering....................................................................................14
Activating ISDN filtering .................................................................................16
Intercepting a filtered call ...............................................................................16

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Discreet listening to a filtered call.....................................................................16
MMaaiinn sseeccrreettaarryy tteerrmmiinnaall....................................................................................................................................................................1177
Supervising status of manager terminal.............................................................17
RReeppllaacceemmeenntt sseeccrreettaarryy tteerrmmiinnaall..............................................................................................................................................1177
Supervising status of manager terminal.............................................................17
WWhhiillee yyoouu aarree aawwaayy
MMaaiinn sseeccrreettaarryy tteerrmmiinnaall....................................................................................................................................................................2200
Informing of your absence ..............................................................................20
RReeppllaacceemmeenntt sseeccrreettaarryy tteerrmmiinnaall..............................................................................................................................................2200
GGlloossssaarryy............................................................................................................................................................................................................2211

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CCAALLLLSS
YY
YYOO OOUU UURR RR
CC
CCAA AALL LLLL LLSS SS

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MMAANNAAGGEERR TTEERRMMIINNAALL
CCaalllliinngg yyoouurr sseeccrreettaarryy
To call your secretary directly, or to answer her call,
Note: If you have several secretaries, you can have a key for each one.
RReeppllyyiinngg ttoo aa mmeessssaaggee ffrroomm yyoouurr sseeccrreettaarryy**
With the terminal idle or with a call in progress, you can answer a call from your
secretary.
The screen proposes 5 replies from the 11 predefined replies available. Press the
display key corresponding to the reply you wish to send.
The 11 available messages are:
 Busy : Im busy
 Wait : 2 mn please
Absent : Im out
Enter : Show the person in
Callback : Ill call back
 Callme : Call me back
 Pass : Ill speak to him/her
Secretary call

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CCAALLLLSS
 Icome : Im coming
 Canc : Cancel please
 2 mn please : 2 mn please
 Return : Do your best
* The message service is only available between two Alcatel Advanced/4034 terminals.
MMAAIINN SSEECCRREETTAARRYY TTEERRMMIINNAALL
CCaalllliinngg yyoouurr mmaannaaggeerr
To call your manager directly or to take over his call,
Note: If you work with several managers, you can have one key for each.
SSuuppeerrvviissiinngg ffiilltteerriinngg
You can supervise the manager terminal filtering keys.
You have one supervision key for each filtering key.
Symbols corresponding to the supervision keys are:
symbol off : supervised filtering key not active,
: supervised filtering key active - filtered calls are for you,
Manager call

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: supervised filtering key active - filtered calls are for another
secretary.
MMaannaaggiinngg ffiilltteerriinngg
To deactivate the manager terminal filtering key, whether you are receiving the
filtered calls or not, press the corresponding supervision key.
To activate the manager terminal filtering key and receive the filtered calls, press
the corresponding filtering supervision key.
SSeennddiinngg aa wwrriitttteenn mmeessssaaggee ttoo yyoouurr mmaannaaggeerr**
You can send a predefined or completed message to the manager terminal screen,
irrespective of whether the terminal is free or busy.
With terminal idle or with a call in progress,
Select the message by pressing the corresponding key.
To send the message,
To exit from message mode,
To scroll the various predefined or completed messages,
To erase the last character entered,
* the message service is only available between two Alcatel Advanced/4034 terminals.
Rubout
Next
Apply
Manager message

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CCAALLLLSS
PPllaacciinngg aa ccaallll oonn hhoolldd
Your manager has activated the filtering key and you receive a filtered call.
To ask your manager whether he wishes to take the call,
The call is automatically placed on hold.
To transfer the call, and press the line key corresponding to the call
on hold.
To recover the call, without transferring it, press the corresponding line key.
PPllaacciinngg tthhee mmaannaaggeerr tteerrmmiinnaall oonn iimmmmeeddiiaattee ttrraannssffeerr
With the terminal idle, then
To cancel the transfer, enter the ""RReemmoottee
ccaanncceell ttrraannssffeerr""function code (see codes
table) then enter the number of the transferred terminal.
Note: The manager can cancel the transfer directly by the manager, by entering the ""CCaanncceell
ttrraannssffeerr""
function code.
CCaanncceelllliinngg ddiissccrreeeett lliisstteenniinngg
You receive a filtered call and your manager activates discreet listening.
This is indicated on your screen.
To cancel discreet listening,
Listen
Manager call
i
Transf
Manager call

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RREEPPLLAACCEEMMEENNTT SSEECCRREETTAARRYY TTEERRMMIINNAALL
The call functions from this terminal are identical to those of the main secretary
terminal (see p.9).
However the filtering can only be managed if the main secretary is declared absent.

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CCOOMMFFOORRTT
FF
FFOO OORR RR
YY
YYOO OOUU UURR RR
CC
CCOO OONN NNVV VVEE EENN NNII IIEE EENN NNCC CCEE EE

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MMAANNAAGGEERR TTEERRMMIINNAALL
SSuuppeerrvviissiinngg ssttaattuuss ooff sseeccrreettaarryy tteerrmmiinnaall
The symbol can be used to supervise the status of your secretarys
terminal.
Symbol off : terminal free or ringing
:secretary is calling
: secretary busy
:main secretary absent
replacement secretary present
:main and replacement secretaries both absent
AAccttiivvaattiinngg ccaallll ffiilltteerriinngg
A filtering key is provided, which enables you to transfer your calls to a secretary
terminal. If the secretary is present, symbol is associated with the
filtering key used.
If the main and replacement secretaries are both absent, symbol
appears and you receive your calls directly.
Secretary call

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CCOOMMFFOORRTT
A filtering table is defined (by the technician) for each filtering key. The table can
contain either priority numbers or numbers to be filtered.
You can have several filtering keys but you cannot activate a table of priority
numbers and a table of numbers to be filtered. When the priority numbers table is
activated, filtering by the numbers to be filtered table is cancelled.
To activate filtering, then
If you have a priority numbers table, only the callers specified in the table can
call you directly.
If you have a table of numbers to be filtered, only calls from callers specified in
the table will be transferred to the secretary.
To deactivate the filtering, then
Note: If you are working with several secretaries, then
corresponding to the selected secretary and to validate.
Note: If you have one or more private lines, filtering can be selective (only on the main
number) or non-selective (main number and private lines), depending on the configuration.
Secretary call
Filtering
Filtering
Filtering

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AAccttiivvaattiinngg IISSDDNN ffiilltteerriinngg
Specific ISDN numbers can be filtered.
then ; the ISDN correspondents number,
which is recorded, complies with the filtering rules.
Note: When filtering is not activated, is used in the same way as a directory
key.
IInntteerrcceeppttiinngg aa ffiilltteerreedd ccaallll
When a filtered call is received by the secretary, symbol is shown on the
screen.
When the secretary lifts the handset, symbol indicates busy.
To pick up the call before the lifts the handset,
To intercept the call,
DDiissccrreeeett lliisstteenniinngg ttoo aa ffiilltteerreedd ccaallll
When the secretary is handling a call, . This activates discreet listening
and your microphone is inhibited.
To exit from this mode,
Listen
PickUp
Supervision
ISDN
ISDN
Filtering

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CCOOMMFFOORRTT
MMAAIINN SSEECCRREETTAARRYY TTEERRMMIINNAALL
SSuuppeerrvviissiinngg ssttaattuuss ooff mmaannaaggeerr tteerrmmiinnaall
The corresponding symbol is used to supervise the status of the
terminal:
symbol off : terminal free or ringing
: manager is calling
: manager busy
:filtering activated*
* If you have no filtering supervision key
RREEPPLLAACCEEMMEENNTT SSEECCRREETTAARRYY TTEERRMMIINNAALL
SSuuppeerrvviissiinngg ssttaattuuss ooff mmaannaaggeerr tteerrmmiinnaall
The following symbols are specific to the replacement secretary terminal:
symbol off : replacement function not activated
:replacement function activated, manager terminal free or ringing
The "manager is calling", "manager busy" and "filtering activated" are identical
to those on the main secretary terminal.
Manager call

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