aleen VME Office Assembly instructions

VME Office
Installation and Programming
Manual
Version 1 Release 1.2 December 2002 Proprietary

2002 Aleen Technologies.
All rights reserved.
The information disclosed herein is proprietary to Aleen Technologies and may not be sold,
transferred or copied without the written consent of Aleen Technologies.
The information contained in this document is subject to change without notice.
VME Office Installation and Programming Manual, Version 1

VME Office Installation and Programming Manual, Version 1
Publication History
Date Version Release
07/2002 1 1.2
12/2002 1 1.2.2

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VME Office Installation and Programming Manual, Version 1

Contents
Safety........................................................................................................................ IX
1Introduction ................................................................................................... 1-1
1.1 Manual Audience and Contents....................................................................................... 1-1
1.2 Manual Conventions ........................................................................................................ 1-1
1.3 System Description .......................................................................................................... 1-2
1.3.1 Functional Description........................................................................................ 1-2
1.3.2 Physical Description ........................................................................................... 1-9
1.3.3 Technical Data.................................................................................................. 1-10
1.4 Workflow ........................................................................................................................1-12
2Installation ..................................................................................................... 2-1
2.1 Unpacking ........................................................................................................................ 2-1
2.2 Hardware Installation ....................................................................................................... 2-2
2.2.1 VME Office Installation ....................................................................................... 2-2
2.2.2 Connections, Starting Up and Initial Indications................................................. 2-3
2.2.3 Physical Expansion ............................................................................................ 2-4
2.3 Software Setup ................................................................................................................ 2-4
2.3.1 Installing and Downloading the VUP Software................................................... 2-5
2.3.2 PBX Selection..................................................................................................... 2-6
2.3.3 Configuring the VUP Toolbars............................................................................ 2-7
2.3.4 Setting the Location of the VME Office Files...................................................... 2-8
3VUP Programming ........................................................................................ 3-1
3.1 Quick Installation Using the Installation Wizard............................................................... 3-1
3.2 System Programming ...................................................................................................... 3-2
3.2.1 Setting the PBX Parameters .............................................................................. 3-2
3.2.2 System Parameters ............................................................................................ 3-6
3.2.3 In-band DTMF Protocol ...................................................................................... 3-9
3.3 Automated Attendant Programming .............................................................................. 3-12
3.3.1 Script Programming.......................................................................................... 3-12
3.3.2 Schedule Programming.................................................................................... 3-16
3.4 Programming the Voice Mail.......................................................................................... 3-19
3.4.1 Handling the List of Mailboxes ......................................................................... 3-20
3.4.2 Setting Message Notifications .......................................................................... 3-24
3.4.3 Setting a Mailbox Group................................................................................... 3-26
4Administrator's Operations.......................................................................... 4-1
4.1 Accessing VUP Programming Data................................................................................. 4-1
4.1.1 Setting the VUP – VME Office Communication ................................................. 4-1
4.1.2 Setting a Password............................................................................................. 4-4
4.2 Handling Configuration Data............................................................................................ 4-4
4.2.1 Handling Configuration Files .............................................................................. 4-4
4.2.2 Transferring Complete Backup data to VME Office ........................................... 4-6
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VI Contents
4.2.3 Transferring Configuration Data between VME Office Units............................. 4-6
4.2.4 Transferring Script Messages between VME Office Units ................................ 4-7
4.2.5 Resetting the VME Office ................................................................................... 4-9
4.3 Monitoring and Problem Solving...................................................................................... 4-9
4.3.1 LCD Messages ................................................................................................... 4-9
4.3.2 Line Monitor...................................................................................................... 4-10
4.3.3 Using Statistics ................................................................................................. 4-13
4.4 Software Upgrading ....................................................................................................... 4-14
5End User Operations .................................................................................... 5-1
6DTMF Programming...................................................................................... 6-1
6.1 DTMF Programming Rules .............................................................................................. 6-1
6.2 Entering and Exiting the Programming Mode.................................................................. 6-1
6.3 Programming Commands................................................................................................ 6-2
7Programming Forms..................................................................................... 7-1
8VM System Messages................................................................................... 8-1
VME Office Installation and Programming Manual, Version 1

Contents VII
List of Figures
Figure 1-1: General View .................................................................................................................... 1-2
Figure 1-2: VME Office Connections.................................................................................................... 1-3
Figure 1-3 : Front Panels...................................................................................................................... 1-9
Figure 1-4 : VME Office Workflow ...................................................................................................... 1-13
Figure 2-1: RS-232 Cable Electrical Diagram ...................................................................................... 2-1
Figure 2-2: VME Office Wall Installation...............................................................................................2-2
Figure 2-3 : Expanding the VME Office to Eight Ports ......................................................................... 2-4
Figure 2-4: VUP's Main Screen ............................................................................................................ 2-5
Figure 2-5: PBX Selection List ............................................................................................................. 2-6
Figure 2-6: Toolbar Configuration Tab ................................................................................................. 2-7
Figure 2-7: File Location Tab ............................................................................................................... 2-8
Figure 3-1: PBX Parameters Dialog ..................................................................................................... 3-3
Figure 3-2: Call Transfer Tab ............................................................................................................... 3-5
Figure 3-3: CP Tone & Disconnect Tab ............................................................................................... 3-6
Figure 3-4: System Parameters Tab .................................................................................................... 3-6
Figure 3-5: Advanced Parameters Dialog ............................................................................................ 3-7
Figure 3-6: In-band DTMF Protocol Dialog ........................................................................................ 3-10
Figure 3-7: Script Menu Dialog........................................................................................................... 3-12
Figure 3-8: Script Opening Tab .......................................................................................................... 3-14
Figure 3-9: Script Status Tab ............................................................................................................. 3-15
Figure 3-10: Dial Strings Tab ............................................................................................................. 3-16
Figure 3-11: Time and Date Dialog .................................................................................................... 3-17
Figure 3-12: Automatic Scheduling Dialog......................................................................................... 3-18
Figure 3-13: Holiday Schedules Tab .................................................................................................. 3-19
Figure 3-14: List of Mailboxes ............................................................................................................ 3-20
Figure 3-15: New Mailbox .................................................................................................................. 3-22
Figure 3-16: Parameters Tab for List of Mailboxes ............................................................................ 3-23
Figure 3-17: Local and External Notification Parameters .................................................................. 3-25
Figure 3-18: Groups of Mailboxes Dialog........................................................................................... 3-27
Figure 4-1: Communication Selection .................................................................................................. 4-2
Figure 4-2: Modem Contacts................................................................................................................ 4-2
Figure 4-3: New Contact’s Details....................................................................................................... 4-3
Figure 4-4: List of Scripts to be Read................................................................................................... 4-8
Figure 4-5: Line Monitoring Dialog .....................................................................................................4-10
Figure 4-6: Typical Line Monitoring Log File ...................................................................................... 4-11
Figure 4-7: General Statistics Dialog ................................................................................................. 4-13
Figure 4-8: General Statistics............................................................................................................. 4-14
Figure 4-9: Software Upgrading .........................................................................................................4-14
Figure 5-1: Mailbox Quick Reference................................................................................................... 5-2
VME Office Installation and Programming Manual, Version 1

VIII Contents
List of Tables
Table 1-1: VME Office Connections and Display ................................................................................. 1-9
Table 2-1: VME Office Packing List...................................................................................................... 2-1
Table 4-1: VME Office LCD Messages ................................................................................................ 4-9
Table 4-2: Line Monitor Codes and Colors ........................................................................................ 4-12
Table 6-1: VME Office Programming Cross-reference List.................................................................. 6-2
Table 6-2: PBX Commands for DTMF Programming........................................................................... 6-3
Table 6-3: VME Office System Commands for DTMF Programming .................................................. 6-8
Table 6-4: In-band DTMF Commands for DTMF Programming ........................................................ 6-10
Table 6-5: AA Script Commands for DTMF Programming................................................................. 6-13
Table 6-6: AA Scheduling Commands for DTMF Programming ........................................................ 6-15
Table 6-7: VM Mailbox Commands for DTMF Programming............................................................. 6-18
Table 6-8: VM Notification Commands for DTMF Programming ....................................................... 6-22
Table 6-9: Administrator's Commands for DTMF Programming........................................................ 6-25
Table 7-1: Basic PBX, AA and VM Parameters Form.......................................................................... 7-2
Table 7-2: Message Notification Form ................................................................................................. 7-4
Table 7-3: Time, Data and Scheduling Form ....................................................................................... 7-5
Table 7-4: In-band DTMF Protocol Parameters Form ......................................................................... 7-6
Table 8-1: VM System Messages ........................................................................................................ 8-1
VME Office Installation and Programming Manual, Version 1

Safety
Safety Precautions
Observe the following safety precautions at all times.
WARNINGS
Do not connect power to VME Office before placing it in its permanent location.
The unit is powered by a 9 V DC power supply. Remove the power connector
before opening the unit.
Hardware Handling
Observe the following hardware precautions at all times.
CAUTIONS
Remove any obstacles that may preclude connection of cables to the unit's rear
panel or to the viewing of front panel indications.
Only personnel qualified by Local Dealer is authorized to open the VME Office
case and replace components or cards.
VME Office Installation and Programming Manual, Version 1

X Safety
Programming Cautions
Observe the following precautions at all times during programming.
CAUTIONS
Parameters applied when selecting a PBX may differ from the parameters
of the existing PBX. In this case, ask for the assistance of the PBX
manufacturer.
After the system initialization process, all previously recorded messages and
settings will be deleted.
You can assign the same number to a mailbox and to a group of mailboxes. In
this case, the message is sent to the mailbox.
Please notice that the VME Office unit is off-line during information transfer to
or from a VUP PC.
To prevent loss of line monitoring data, rename the log file before restarting line
monitoring.
The backup extension key ought to be different from the retrieval key or the
Operator's mailbox ID.
Before deleting a mailbox, remove any call transferred to the mailbox by the
Automated Attendant scripts.
To prevent a system failure, any programmed script must be recorded with the
Opening Greeting Message.
VME Office Installation and Programming Manual, Version 1

1 Introduction
1.1 Manual Audience and Contents
The VME Office Installation and Programming Manual is intended for
system Installers and Administrators responsible for the installation, setup
and programming of the VME Office .
NOTE
Please read this manual before installation, programming and operation.
The manual contents are as follows:
Chapter Heading Appendix Heading
1 Introduction 6 DTMF Programming
2 Installation 7 Programming Forms
3 VUP Programming 8 VM System Messages
4 Administrator's Operations
5 End User Operations
1.2 Manual Conventions
The manual's typographic and command entry conventions are as follows:
Typeface Usage
Manual Book titles, new words or terms and words to be
emphasized
NOTE text Heading and text of a note, caution or warning
Bold Text GUI items: dialogs, menu items, field names, etc.
VME Office Installation and Programming Manual, Version 1

1-2 Introduction
1.3 System Description
This section contains the following:
A functional description consisting of the VME Office environment,
functions and features
A physical description consisting of the unit's connections and
indications
A technical data summary consisting of the unit's main characteristics
1.3.1 Functional Description
The VME Office shown in Figure 1-1 is a stand-alone multi-lingual
Automated Attendant/VME Office for large to medium sized businesses
with between 50 to 300 employees.
Featuring DSP, Digital Signal Processing, flash memory storage, SMT
production and a real-time clock, the VME Office contains most of the
Automated Attendant (AA), Voice Mail (VM) and administrative features
incorporated in PC-based systems.
The VME Office is available in 4 ports with 18 hours of memory or in 8
ports with 36 hours or memory, provides 500 mailboxes and integrates with
most types of PBX systems via analog ports or by using SMDI protocol.
The system operates in the PBX environment, where its 4 or 8 ports are
connected to the voice channel extensions (see Figure 1-2) of the exchange.
It is locally programmed using a direct connection between its RS-232 port
and a PC running the VME Office Voice Mail Utility Program (VUP). It
can also be remotely programmed using the PC modem. DTMF
programming is available using a touch-tone telephone connected to one of
the PBX extensions.
.
Figure 1-1: General View
VME Office Installation and Programming Manual, Version 1

Introduction 1-3
Voice Mail System
Figure 1-2: VME Office Connections
Automated Attendant
The Automated Attendant is a menu-driven program used for transferring
calls to specific departments, extensions and mailboxes. Its main features
are:
Feature Description
Opening
Greeting
The VME Office plays a pre-recorded greeting to callers. The
opening greeting usually includes the organization’s name and
instructions on how to reach an extension, department or
Operator, how to switch to different languages, how to leave a
message and how to access a directory.
While the greeting is being played, the callers can access a
department by dialing a single digit, dialing an extension
number or holding on for assistance.
Operating
Modes
Depending on the time and system schedule, the VME Office
assumes one of four operating modes:
• The day mode for normal business hours, when the VME
Office answers calls with a pre-recorded day greeting
prompting the caller to reach a desired extension, mailbox,
department or directory, or to switch to a different
language.
• The night mode for after working hours, when the VME
Office answers calls with a pre-recorded night greeting that
enables the caller to leave a message in a desired mailbox
,retrieve messages , send a fax etc..
• The holiday mode calls are answered with a special
greeting prompting the caller to leave a message in a
specific mailbox or in the Operator’s mailbox.
• The break mode enables the Administrator to program a
special greeting for breaks during the day.
System If your organizations operating hours vary from day to day, the
VME Office Installation and Programming Manual, Version 1

1-4 Introduction
Feature Description
Schedules
(Auto-mode)
Administrator can define the daily operating schedules on a
weekly basis, including day, night and break time hours. When
the auto-mode is activated, the VME Office automatically
switches between the day, night and break modes according to
a pre-defined schedule.
The Operator can override the pre-defined schedule and switch
manually to the day, night, break, or holiday mode using a
password.
The VME Office switches automatically to holiday mode on
dates programmed as holidays. During holidays, the VME
Office answers calls with the special holiday greeting.
Fax Detection If the VME Office detects a fax tone (CNG) during the
opening greeting, it automatically transfers the call to the pre-
defined fax (one out of four) extension. There are up to four
fax extensions available in the VME Office.
Directory
Listing (Dial
By Name)
The VME Office enables the caller to locate a mailbox owner
by dialing the first few letters of the desired parties first or last
name. This feature is programmed by the mailbox owner.
Call Transfer
The Administrator can program the VME Office to detect the
Call Progress tone and DTMF signals sent by the PBX.
Subsequently, the call is transferred to an extension in one of
the following modes:
• Non-Supervised −the VME Office transfers the call
immediately without verifying the status of the extension.
• Supervised −the VME Office checks for a Busy or No
Answer signal before transferring the call to the extension.
• Semi-Supervised −the VME Office only checks for a
Busy signal before transferring the call to an extension.
Multi-lingual
Option
The VME Office allows up to 3 languages per unit. Callers can
choose the preferred language from the Automated Attendant
during the opening-greeting menu. The Administrator can
select the mailbox menu language for each mailbox owner.
Answering on
the First Ring
To avoid delays, the Administrator can configure each VME
Office individual port to answer incoming calls on the first
ring.
Script Menus The VME Office supports up to 98 script menus. A script
menu is a recorded announcement that can accept a digit entry
(0 to 9) while being played. Based on the digit entered, the
VME Office can perform one of the following actions:
• Transfer the call to another script menu
• Transfer the call to another script menu and change the
language
• Transfer the call to an extension or hunt group
• Transfer the call to a mailbox or a mailbox group
• Transfer the call to a specified Operator
VME Office Installation and Programming Manual, Version 1

Introduction 1-5
Feature Description
• Dial a DTMF string
• Retrieve messages from a mailbox
• Disconnect the line
• Leave a message
• Play the directory listing
Transfer Call
to Operator
Up to eight extensions can be defined as Operators and a call
can be transferred from the Script Menu or from the Personal
Greeting message to a specified Operator.
Dial a String The VME Office can be programmed to dial any predefined
DTMF string while the script opening greeting message is
being played. Dial a string can perform any internal PBX
feature, i.e. during the company greeting the external
subscriber is instructed to press 7 to be able to connect to
another external subscriber. Dial a String will convert the digit
7 to hook flash plus the external line access code plus the
subscriber number and then Voice Mail will hang up.
Greeting by
Port
The VME Office can be programmed to play an Opening
Greeting Message when detecting an incoming call on the
specified port.
Voice Mail
The Voice Mail program receives and delivers messages using mailbox ID
numbers and mailbox owners' passwords. Messages can be saved, deleted or
transferred to other mailboxes. The VM main features are:
Feature Description
Real/Virtual
Mailboxes
The VME Office supports up to 500 real and virtual mailboxes.
A real mailbox is connected to an extension, whereas a virtual
mailbox is not.
Personalized
Mailboxes
Mailbox owners can personalize their mailboxes by recording
a personal greeting, assigning a personal password to the
mailbox and setting optional parameters.
Message
Waiting
Notification
The VME Office informs a mailbox owner about recorded
messages by means of a local lamp, local ring notification or
external notification to an external phone number. Notification
to pagers is also supported.
Mailbox
Features
• Personal Greeting – mailbox owners can record or change
personal greetings at all times from any touch-tone
telephone. First, callers hear the personal greeting of the
called extension. Then they can leave a message or transfer
the call to an Operator or to another extension.
• Date and Time Stamp – the Administrator can program the
VME Office to indicate the start of a message and the date
and time each message was recorded.
• Message Deletion – messages are deleted either manually
by the mailbox owner or automatically after the maximum
VME Office Installation and Programming Manual, Version 1

1-6 Introduction
Feature Description
number of days defined by the Administrator.
• Message Forwarding – the mailbox owners can forward
copies of messages to other mailboxes or mailbox groups.
Mailbox owners can also record an introduction to the
forwarded message.
• Message Reply – mailbox owners can reply to messages
and record messages in the sender’s mailbox.
Mailbox
Groups
A caller can send a message to all the members of a mailbox
group simultaneously.
All defined mailboxes belong to the All Group mailbox group.
In addition, the Administrator can create up to four mailbox
groups, each containing up to twenty mailboxes. Mailboxes
can belong to more than one group. Mailboxes can be added
or deleted from a mailbox group by the Administrator. A
mailbox group greeting can be assigned to each mailbox group.
Do Not
Disturb Mode
Mailbox owners can set their mailboxes in the Do Not Disturb
Mode.
When a caller dials an extension that is in the Do Not Disturb
mode using the Automated Attendant menus, the VME Office
plays a special Do Not Disturb menu and does not transfer the
call to the extension.
Individual
Language
Selection
The mailbox owner can select one of the languages supported
by the VME Office. When the mailbox owner enters the
mailbox, the VME Office automatically switches to the
selected language.
Adjustable
Recording
Length
The Administrator can select the length of all VME Office
recorded messages. The selected length controls the following
types of messages: scripts, greetings, names and received
messages.
Number of
Stored
Messages
Each mailbox can store up to 92 messages. This number can
increase to 99 if eight subsequent messages are recorded in the
same mailbox. The Administrator controls and can change this
parameter for each mailbox. The default setting for this
parameter is 30 (a maximum of 37 subsequent messages can be
stored in the same mailbox). The Administrator can also limit
the number of messages stored in the mailboxes.
System Administration
The VME Office is equipped with many administrative functions intended
to provide the Administrator with flexible tools for fast implementation,
setup and programming, as well as for long-term operations like monitoring
and maintenance. The main administrative features of the VME Office
system are:
Feature Description
Configuration The basic VME Office unit is available with four ports and
eighteen hours of recording time.
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Introduction 1-7
Feature Description
The Administrator can increase the number of ports and
recording time by adding a four-port expansion module to the
basic VME Office unit.
Programming The Administrator can program the VME Office using:
• A computer running the Voice Mail Utility Program. In this
case, it is highly recommended to save the configuration
files for each installation.
• Via a modem connection.
• Touch-tone telephone using DTMF Codes.
Integration
with Your
PBX
The Administrator can integrate the VME Office with the PBX
using:
• In-band DTMF Protocol. This type of integration is
achieved by setting up the communication protocol of the
PBX and the VME Office unit (answering a call,
transferring a call, recalling as a result of a Busy or No
Answer condition, etc.).
• SMDI Integration via the RS-232 serial port. This type of
integration must be specifically developed for each type of
PBX.
Disconnection
Methods
Some PBXs can notify the VME Office through the line
interface when a call is terminated using Loop Disconnect,
DTMF Codes or the Busy and Disconnect Cadence. When the
VME Office detects this situation, the line is disconnected and
the unit is ready to receive another call.
Message
Notification
The VME Office automatically notifies the mailbox owner of
new messages. Notification may be local (to a PBX extension)
or remote (to a telephone at a remote location, a cellular
telephone or a pager).
Security
Passwords
The VME Office supports three types of 4-digit passwords:
• Administrator for accessing all data stored in the VME
Office.
• Operator for accessing the system operating modes: Day,
Night, Holiday and Break.
• Mailbox for accessing individual mailboxes, where the
mailbox owners can change the password at all times.
Line Monitor
This option has been enhanced in the VME Office to display
all incoming and outgoing DTMF and system codes through
the RS-232 cable or modem connection.
Modem
Support
The VME Office unit is equipped with a built in V.32 bis
modem, operating at 14.4 Kbps with fallback rates of 12, 9.6,
and 4.8 Kbps. As the call is terminated, the VME Office hangs
up in order to clear the port for the next call.
Modem support can be enabled or disabled.
LCD On the front panel of the VME Office the LCD display shows
the status of all 8 ports, system error messages and the current
VME Office Installation and Programming Manual, Version 1

1-8 Introduction
Feature Description
mode of operation.
Reports and
Configuration
Print out
The VME Office can supply a printout of the statistic and
system configuration reports. The statistic reports contain
general information about usage (memory, ports, mailboxes)
and the configuration reports contain information regarding the
VME Office configuration.
Backup and
Restore
Feature
The Voice-mail Utility Program (VUP) creates a backup file,
which includes full system configuration and recordings using
the local RS-232 connection.
Software
Upload
The VUP updates the systems software using the local RS-232
connection.
Extension
Size
The VME Office supports flexible extension sizes between 2 to
6 digits.
Memory Re-
organization
The flash memory is re-organized in a manner similar to the
de-fragmentation process deployed for PCs hard disks. The
VME Office constantly monitors the memory usage and
automatically invokes the memory reorganization.
Memory
Alarm
When 85% of the memory has been used, the VME Office
sends a voice alarm message to the "supervisor mailbox".
PBX Selection The VME Office can be easily configured for operation with
specific PBX’s using the PBX selection option in the VUP.
This option supplies a list of PBXs with default integration
parameters.
Wizard An Installation Wizard has been provided in the software for
quick installation and integration of the unit.
Import
*.WAV file
Windows media files (*.wav) can be used to create Script
Opening Greeting Messages. A source *.wav file can be
transferred and automatically converted into the required
VME-Office format.
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Introduction 1-9
1.3.2 Physical Description
The VME Office unit comes in a 422 x 43 x 165 mm metal case suitable for
mounting in a standard 19" communication rack or on a wall.
All VME Office connection and display components are located on the
unit's front panel as shown in Figure 1-3. For details regarding the front
panel components, refer to Table 1-1.
Figure 1-3 : Front Panels
Table 1-1: VME Office Connections and Display
No. ID Item Function
19VDC Connector Connects the VME Office to an external power supply.
2- 16x2 character
LCD display
Displays the operational mode and populated ports of the unit
and a brief message in case of error.
3Ethernet RJ-45 socket Connects the VME Office to the Local Network (not
operational in this version).
4RS-232 RJ-11 socket Connects the VME Office to a PBX or PC.
5USB USB socket Connects the VME Office to a PC USB port (not operational
in this version).
6Ports RJ-11 sockets Connects the VME Office to 4 or 8 PBX extensions (the
latest option is implemented using a 4-port expansion card).
VME Office Installation and Programming Manual, Version 1

1-10 Introduction
1.3.3 Technical Data
General Data
Number of voice mail ports 4 or 8
Extension size 2 to 6 digits flexible
Recording time 4 ports – 18 hours
8 ports – 36 hours
Mailboxes 500
Messages per mailbox Up to 92 (programmable)
Operator's extensions Up to 8
Fax extensions Up to 4
Script messages Up to 98
DTMF strings Up to 10
In-band DTMF entries Up to 20
Legal extension groups Up to 10
Modem support
Interface V.32 bis
Rates 14.4 Kbps with fallback to 12, 9,6 and 4.8 Kbps
Number of languages Up to 3
Features
Automated Attendant Opening greeting
Operating modes: day, night, holiday, break
System schedules: daily, weekly, holidays
Fax detection
Directory listing (dial by name)
Call transfer modes: non-supervised, supervised, semi-
supervised
Multi-lingual option
Answering on first ring
Script menus
Transfer call to specific Operator
Transfer call to extension, mailbox, group of mailboxes
Dial a string
Greeting per port
Features
VME Office Installation and Programming Manual, Version 1