Cycos Cycos ERGO mrs 5.0 User guide

ERGO
Voicemail System
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Copyright  1992-2002 CYCOS AG
Joseph-von-Fraunhofer-Str. 7, D–52477 Alsdorf
Tel.: [phone]
Fax: [phone]
020301
The range of functions described in this documentation were accurate at the time of this manuals printing. The manufac-
turer reserves the right to make technical and functional changes as well as extensions and reductions without prior no-
tification. No liability is assumed for any discrepancies contained within this manual.
Protocols pertaining to devices connected to the system are based on norms or extensions as required by marketing de-
mands. Individual manufacturer protocols have been tested, but no liability is assumed for error free performance in the
various possible system configurations. Furthermore, manufacturers protocols are subject to change without notice. Like-
wise, possible subsequent licensing conflicts could occur in regards to support of these protocols. For this reason, even
if depicted in this documentation, manufacturer specific protocols can only be offered after agreement with the individual
customer.
The information contained within this documentation is continuously being further developed and improved, and is sub-
ject to change without prior notice. No part of this documentation may be reproduced in any form, by any means without
the prior written permission of CYCOS AG, Alsdorf, Germany.
mrs, CY-FAX, CY-CALL and CY-COS are registered trademarks of Cycos AG.
All other company names, brand names and product names are the property and/or trademarks of their respective com-
panies.
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ERGO
Table of Contents
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Table of Contents
Table of Contents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
1 Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
1.1 What is ERGO? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9
1.1.1 Installation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
1.1.2 Access Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
1.1.3 User Guidance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
1.1.3.1 Having System Greetings Repeated . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
1.1.3.2 Wrong Entries. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
1.1.3.3 Requesting Help. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
1.1.3.4 Returning to the Main Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
1.1.3.5 Terminating the Connection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
1.1.3.6 Icon Explanation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
1.1.4 The ERGO Menu Structure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
1.1.4.1 Standard Key Allocation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
1.1.4.2 Star and Pound Key . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
1.1.4.3 Special Commands ((Shortcuts) for the Practiced User. . . . . . . . . . . . . . . . . . 15
2 Operating ERGO . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
2.1 Control Mode Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
2.1.1 Overview of Main Menu Functions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
2.1.2 Dialing the Individual Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
2.1.3 Terminating ERGO. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
2.1.4 Selection Options in the Control Mode Main Menu . . . . . . . . . . . . . . . . . . . . . . . . . 20
2.2 General Operation in Control Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
2.2.1 Playing Received and Already Read Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Operation During Message Header Playback . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Operation During Message Playback . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
2.2.1.1 Recording and Sending a New Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
2.2.1.2 Calling another Subscriber from the Main Menu . . . . . . . . . . . . . . . . . . . . . . . 27
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2.2.2 The Standard Menu in Control Mode (Simplified Mailbox Options) . . . . . . . . . . . . .28
2.2.2.1 Mailbox Options in the Standard Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .28
2.2.3 The Enhanced Menu in Control Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .31
2.2.3.1 Defining Message Options in the Enhanced Menu. . . . . . . . . . . . . . . . . . . . . .32
Installing the Notification Function . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .32
Activating the Notification Function . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .32
Defining Additional Message Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .33
2.2.3.2 Defining Mailbox Options in the Enhanced Menu . . . . . . . . . . . . . . . . . . . . . . .34
Defining Greetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .35
Recording the Individual Name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .39
Defining the “Trusted Numbers“. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .39
Language Selection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .41
Changing the PIN. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .42
2.2.4 Defining Mailbox Options in the Extended Menu . . . . . . . . . . . . . . . . . . . . . . . . . . .43
2.2.4.1 Mailbox Options in the Extended Menu. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .44
Setting Daytime Mode Greetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .45
Setting Nighttime Mode Greetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .47
Time Definitions to Switch from Daytime to Nighttime Mode . . . . . . . . . . . . . . . . . . .47
2.3 Dialing a Foreign Mailbox (Answering Machine Mode) . . . . . . . . . . . . . . . . . . . . . . . . . .49
2.4 Accessing the Individual Mailbox in Express Mode. . . . . . . . . . . . . . . . . . . . . . . . . . . . .53
2.5 The Forwarding Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .53
3 Operating ERGO (Short Reference) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
3.1 Control Mode. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .55
3.1.1 General Settings in Control Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .55
3.1.1.1 Listening to Received, already Read Messages . . . . . . . . . . . . . . . . . . . . . . . .55
During Message Header Output. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .55
While a Message is put outt. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .57
3.1.1.2 Recording and Sending a new Message. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .58
3.1.1.3 Calling an Arbitrary Subscriber . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .59
3.1.2 The Standard Menu in Control Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .60
3.1.2.1 Mailbox Options Setting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .60
Recording a Greeting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .60
Recording the Individual Name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .60
Further Mailbox Option Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .61
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3.1.3 Settings in the Enhanced Menu. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
3.1.3.1 Message Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Installing the Notification Function. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
3.1.3.2 Mailbox Options Definition in the Enhanced Menu. . . . . . . . . . . . . . . . . . . . . . 62
Overview of Functions in the Mailbox Options Menu. . . . . . . . . . . . . . . . . . . . . . . . . 62
Recording Greetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
Activating Greetings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
Alternative Functions in the Greetings Menu. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
Recording an Individual Name. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Defining Trusted Numbers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Selecting the User Guidance Language . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Changing a PIN . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
3.1.4 Extended Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
3.1.4.1 Settings in the “Activating Greetings“ Menu (Overview). . . . . . . . . . . . . . . . . . 67
3.1.4.2 Description of Additional Settings in the Extended Menu. . . . . . . . . . . . . . . . . 68
Definitions for Greetings to be Played during Business Hours . . . . . . . . . . . . . . . . . 68
Definitions for greetings to be played out of business hours. . . . . . . . . . . . . . . . . . . 69
Setting Time Definitions (Valid for Daytime and Nighttime Mode). . . . . . . . . . . . . . . 71
Checking Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
3.2 Answering Machine Mode. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
3.3 Forwarding Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74
3.3.1 In Answering Machine Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74
3.3.2 In Infobox Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
3.4 Express Mode. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .75
4 Configuring ERGO . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
4.1 General. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
4.2 ERGO Configuration Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79
4.2.1 General . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .79
4.2.2 Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .80
4.2.3 Recordings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
4.2.4 Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .82
4.2.5 User . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
4.2.6 System. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .84
4.2.7 Special. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .86
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4.2.8 Custom. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .87
4.2.9 Test. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .89
5 Appendix . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91
5.1 Glossary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .91
Index. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97
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1Introduction
1.1 What is ERGO?
ERGO is the name of the new Cycos voicemail system. This system represents access to the MRS Server
via telephone. It allows users in an Integrated Messaging (IM) or True Unified Messaging (TUM) environ-
ment to access their mailbox and also to perform a multitude of settings by means of telephone keys. More-
over, the system is not bound to a specific type of PBX.
Thus ERGO is the user interface via which the mailbox content is put out and mailbox functions are admin-
istered per telephone. Mailbox is the term for the data directory in which all incoming messages, be it an e-
mail, a fax or voice message are stored for processing at a later date. With reference to the manifold config-
uration options provided by ERGO, the system, as it´s name already suggests, enables ERGOnomic opera-
tion of all functions as far as possible.
1.1.1 Installation
ERGO installation occurs automatically with the MRS Server standard Setup if the license key includes this
component. It does not matter whether ERGO is implemented with a new MRS Server installation or added
to an existing MRS environment at a later date. In the second case the ERGO component is individually
selected for installation. During the actual installation reasonable default values are entered for the access
numbers to the access modes.
The first three digits of the extension range are sequentially defined for the control mode, the answering
machine mode and the express mode.
These default values and all other default settings can be customized after the installation. Editing of the set-
tings occurs via configuration tabs, accessible via the MRS Monitor (see See “ERGO Configuration Tabs”
on page 79.).
1.1.2 Access Options
Depending on your intention of dialing ERGO, four different access modes are available:
●Control Mode
The control mode (also called direct access), which is reached when you dial a specific code number, offers
the full ERGO functionality. After dialing the access number code, you normally need to identify yourself
through specification of the individual mailbox number and your PIN (login procedure). If you call from
one of the telephones of which the calling numbers have previously been defined as “trusted numbers“
(trustworthy calling numbers), the system is accessed via automatic identification. After verification of the
access authority you can now access your mailbox to process newly incoming messages, record new
messages, modify settings or to establish a connection to another telephone. In addition, mailbox
configurations can be altered. Details on direct access operation options are described in this manual under
”Control Mode Functions”from page 17.
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In “Direct Access“you can choose from the following two operation modes:
●Standard Menu
After first dialing in in the control mode you have automatically accessed the standard menu per
default. This menu (described in this manual under ”Dialing the Individual Mailbox”from page 19)
offers a particularly clear operation of ERGO in control mode. This is intended for users that e.g.
operate ERGO for the first time or for someone laying emphasis on simple access to the most impor-
tant ERGO functions. This mode imparts, besides the basic control mode functions (message play-
back, recording and sending of new messages and establishing a connection to another telephone),
only restricted access to mailbox options (i.e. you can only modify some of the existing mailbox set-
tings). Furthermore this operation mode does not allow any message option configurations (e.g.
changing or installing the notification function). When a user has become familiar with the functions
after a certain settling-in period, they can decide on whether to use new resp. additional functions by
way of switching to the enhanced menu. It would also be conceivable to handle normal operation
exclusively via the standard menu and only to change to the enhanced menu for customizing special
configurations.
●Enhanced Menu
In the enhanced menu (described in this manual under ”The Enhanced Menu in Control Mode”from
page 31) you can use all options required for modifying notification functions, except special greeting
message option configurations. Beyond that you can perform further mailbox settings, such as e.g.
recording and activating greetings, recording the individual name for greetings, defining trusted num-
bers, selecting a language for system greetings as well as altering the PIN. If necessary, you can also
return to the standard menu from here.
In addition there is a special operation mode that, however, must first be released by the system adminis-
trator:
●Extended Menu
In this mode you can set or modify additional options concerning time-dependent greetings. This
refers in particular to the definition of the extended greeting options. The extended menu is exclu-
sively intended for users that do not have a computer at their workplace and need to perform further
detailed mailbox settings per telephone keypad. Since the definition of these functions is relatively
complex and inconveniently executed via telephone, other users should fall back on a corresponding
client (for example the Web-Admin etc.). A detailed description of this function is found under
”Defining Mailbox Options in the Extended Menu”from page 43.
●Express Mode
The express mode is the easiest and fastest way to access the individual mailbox. Therefore this type
of access is specially useful when you want to query your mailbox for new messages while being on
the road. For this purpose you need to dial the special “express mode”code number from one of the
telephones previously defined as “trustworthy”(of which a maximum of three is possible). After the
thus initiated automatic identification you receive all new (unread) messages sorted according to the
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Introduction
11
date of receipt in succession with a message header and the actual message text (body). Thus this
access mode does not require a login procedure. There is, however, the disadvantage that only two
message functions are available: when you press an arbitrary telephone key (thus send a not particu-
larly specified DTMF tone), the next message is switched to, and pressing an –also arbitrary –key
twice in short succession initiates a return call to the subscriber whose message you are listening to.
The individual functions to be called and operation details are found under ”Accessing the Individual
Mailbox in Express Mode”from page 53.
●Answering Machine Mode
The answering machine mode (guest access) offers an easy and fast option to generate voice messages
and to transmit these to another user. For this purpose you need to dial the answering machine mode
access number and subesequently the recipient´s mailbox number. A transmission, however, requires
the recipient mailbox being in reply mode. When the recipient only activates the infobox (in other
words, a greeting is merely played), a message cannot be left. In this case you can immediately
address another mailbox. More detailed instructions are given under ”Dialing a Foreign Mailbox
(Answering Machine Mode)”from page 49.
●Forwarding Mode
This access type is automatically started when you set your telephone to the access number of the
answering machine mode. When a call is then rerouted to this connection, it is received in the for-
warding mode and answered. Depending on the active user settings, the system behaves in forwarding
mode like an answering machine where, after a greeting, you can leave a message for the connection
calls are rerouted to, or it is only possible to play a greeting (infobox operation). Since an automatic
fax recognition is implemented in this access mode, it is also possible to store fax messages in the con-
nection´s mailbox. A detailed description of this mode is found under ”The Forwarding Mode”from
page 53.
1.1.3 User Guidance
The “online user guidance”is particularly convenient. In ERGO it is performed in the form of voice
prompts. You can listen to these greetings while operating the system. Depending on the connected PBX
you additionally receive pieces of information via the telephone display if the device is such equipped.
When you call the individual or a foreign mailbox, greetings guide you through the selectable options in the
various menus. Depending on the menu branch you are currently in, these greetings name the functions that
can be performed and also the entries you need to make to trigger the functions. Thus you could e.g. be
asked to press a certain numeric key to select a function or to enter a calling number (resp. your PIN).
Thereby you can make entries anytime during a greeting and need not wait for it to end.
In each menu branch it is possible to obtain detailed assistance on the currently selectable functions through
pressing the key.
0
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1.1.3.1 Having System Greetings Repeated
If you do not trigger any of the announced functions in the menu, thus no key is pressed, the greeting is re-
peated in a more detailed form. Therefore simply wait until the greeting is repeated if you want to listen to it
once again. This is particularly reasonable when you could not properly hear a greeting. If you still do not
make any entries after a specific number of greeting repetitions, the system clears the connection.
1.1.3.2 Wrong Entries
In the event that you enter a number invalid in a menu where you want to make a selection, the system in-
forms you accordingly with a corresponding greeting (“invalid entry“) before it continues naming the func-
tions available in the menu and the entries required for their activation.
1.1.3.3 Requesting Help
In case you are not really shure about the purpose of the announced functions any more, press the 0 key to
obtain detailed assistance. These additional help greetings explain the current selection options of the menu
you have just accessed.
1.1.3.4 Returning to the Main Menu
Should you “lose your way”in the system, in other words, you do not know which menu branch you have
currently accessed, press the hash (#) key to return to the main menu anytime. Depending on the menu
branch you are in, it may be necessary to press the hash key several times in succession to return from the
various menu levels to the main menu.
1.1.3.5 Terminating the Connection
You can terminate the connection to ERGO anytime simply by putting the phone down.
Remark: In the event that you have previously recorded a message in the ERGO menu and the recipient
number is known, the prepared message is sent when you put the phone down. It does not matter whether
the calling number has already been determined by automatic calling number recognition or by an entry that
you have performed. The same applies when you have just recorded a greeting. Here as well your activities
are accomplished with putting the phone down, thus the greeting is stored.
Key Function
Exit and back to the previous menu level.
#
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1.1.3.6 Icon Explanation
1.1.4 The ERGO Menu Structure
The ERGO menu structure resembles a tree the branches of which figuratively speaking form the single
menu levels. Thus the main menu level which is reached first after the successful login procedure could be
considered the tree´s trunk from which you can branch to the single main - and further to the detail
functions. In the description of this menu structure (for example in the control mode standard menu) you
first find an overview of all functions originating from the main menu. Subsequently, starting from the main
functions, the entire menu structure in explained in detail.
1.1.4.1 Standard Key Allocation
All entries you perform to use ERGO are exclusively made via keypad, thus with the 0to 9 keys, the *(star)
key and the #(hash) key.
Some recurring commands have been standardized for simplification. In other words, specific repetitive
functions are always triggered with the same keys. Of course they depend on whether the currently initiated
To terminate the connection to ERGO (as the case may be with transmission
of a prepared message):
Put the phone down
Picking up the phone.
Speaking.
Putting the phone down.
Entering a digit string, for example a telephone number or a PIN.
Entering commands via keys (entering sequence from left to right). The
indentation of the key icons indicates branching to another menu level.
3
2
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Introduction
14
function makes sense in the just selected menu. In the control mode main menu the commands are distrib-
uted among the keypad layout as follows:
During message playback you can execute the following standard commands (without greeting!):
Telephone Keypad Layout Function
2Message playback
5Pause activated/deactivated (interrupting and continuing message
playback)
7Call functions
8Switching to the options menu
9Deleting the currently played back message
0Requesting help (detailed help greetings)
2
5
789
0
Entry Keys Functions with Message Playback
1Back to the previous message
2Starting playback anew
3Going to the next message
4 Rewinding by eight seconds resp. three sentences
5Playback pause
6 Running forward by eight seconds resp. three sentences
8 Terminating playback and switching to the options menu
9 Deleting a message
0 Activating detailed help greetings
# Terminating playback and returning to the main menu
Under the keys, by way of
illustration, you find the com-
mon audio tape icons
>
<<
x
Opt
End
>
<
>>
123
456
789
0#
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1.1.4.2 Star and Hash Key
In this manual we assume that the star key generally serves to confirm previously made entries or to send
messages. The hash key is used for functions such as cancelling or correcting. This functionality comes into
effect per default after the installation and is therefore described here in this way. But since some countries
prefer the hash key as standard for confirming entries, the administrator can exchange the function of the
two keys by way of the corresponding setting. This means the star key adopts the hash key´s function and
vice versa.
Since a manual cannot be newly issued for each of the two cases, consider which setting currently applies to
your device. If the internationally customary operation of the hash key as means of confirmation corre-
sponds to your device configuration, take this fact into account while reading the manual.
1.1.4.3 Special Commands ((Shortcuts) for the Practiced User
Practiced users that are in a hurry can interrupt greetings with entries to quickly maneuver within the sys-
tem. The following list indicates the available options:
●When you call the control mode you are normally prompted to enter a box number and confirm it with
the star key. If this call is made from your workplace telephone, having the same calling number as the
mailbox, you can directly access your mailbox after enabling the star key (*) as the telephone calling
number is taken for the box number (the ANI is accepted as box number). Subsequently you only need
to enter the PIN to identify yourself as authorized user.
Important: If simplified mailbox access has been set by means of the -aab configuration parameter,
pressing the star key is also superfluous and you can directly start entering your PIN. Whether or not this
feature is available to you can be learned from the system administrator.
●The greeting you listen to before making an arbitrary recording (“Enter your greeting/message/name
after the tone...’To Finish...”) can be cancelled with pressing key 5. Thereafter you hear the beep that
indicates the immediate recording start. Select the hash key (#) to cancel recording.
●The mailbox status greeting (“You have xxx new messages”) directly played after you have dialed in is
interrupted when you press key 2. Mailbox access is then provided at once and you can listen to the mes-
sages newly received. When you enable the hash key (#) here you are immediately taken to the control
mode main menu.
●Help greetings played during message header resp. message output can be cancelled through selection
of an arbitrary key. The function probably associated with the key is not triggered then.
●Nearly all greetings can be interrupted with a keystroke but, contrary to the behaviour with help greet-
ings described above, the corresponding function initiated then is accepted as entry. Thus you can fore-
stall entries without listening to the entire menu (for example with name recording: while the current
name is put out you can already press key 5 (new name recording) or star (maintain name greeting).
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2 Operating ERGO
2.1 Control Mode Functions
You can use your individual mailbox in control mode through entry of the service access number (in case of
doubt consult your system administrator for this number), the box number and subsequently your PIN.
When you use your mailbox for the first time you receive a default PIN which, with reference to securing
your data, should be changed immediately (see ”Changing the PIN”on page 42). It does not matter from
where you call to access you mailbox. After a successful completion of the login procedure you can use
your mailbox without restriction. You are enabled to:
●Edit newly incoming messages or those already played:
●Listening to new or already played messages (you can play all voice messages and, if a Text-to-
Speech converter (TTS) is installed, also e-mails. With fax messages only the associating message
header is put out. However, message options can be fully used here.)
●Delete messages,
●directly establish a connection to a message´s originator,
●immediately send a reply to the originator, or
●attach a comment to the message and forward it.
●Record new messages and transmit them.
●Be connected with another subscriber or directly with the operator.
●Modify your mailbox options –of which the following are found in the standard menu:
●Recording a greeting and activating it,
●recording your name, which then appears as originator information in the message header at the
recipient,
●switching from the standard to the enhanced menu,
●and additionally in the enhanced menu:
●Recording up to nine greetings and activating one of them,
●defining trusted numbers (maximum of three),
●selecting the language for system greetings,
●changing the individual PIN for telephone access,
●switching the reply mode (answering machine or information greeting).
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●Alter your message options (only possible in the enhanced menu)
●Installing the notification function (informs about the arrival of new messages). This includes the def-
inition of a mobile phone number as address for the notification and specifying the type of message
the notification is to apply to),
●configuring further specific message options (sorting or filtering switch in the mailbox, accepting
messages with attributes such as “urgent”or “confidential”).
To operate ERGO, some standard entries can be made of which, however, only those are selectable that
make sense in the corresponding menu. See also ”Standard Key Allocation”on page 13.
2.1.1 Overview of Main Menu Functions
The following overview includes all commands that can be called from the main menu. The “Page”column
informs you about where to find the detailed description of the respective function in this manual:
Key Function Page
Playing received and already read messages. The out-
put sequence (sorting) can be configured by the user
(Web-Admin).
21
Recording and sending a new voice message. 26
Connecting to an arbitrary subscriber. 27
Activating a detailed help greeting on the main menu. 12
Activating/deactivating automatic speech recognition
(ASR). Starting from the current state the respectively
other state is selected via this key combination:
Press star, then 9.
12
Additionally in standard mode
Setting mailbox options (recording a greeting
announcement, the individual name and switching
from the standard to the enhanced mode).
28
2
5
7
0
9
9
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2.1.2 Dialing the Individual Mailbox
You can dial your individual mailbox from your telephone as well as from an arbitrary internal or external
device. When you call your mailbox via the public telephone network, first dial the exchange connection of
your organization, followed by the control mode service access number. As soon as you have entered and
confirmed the valid service access number, greetings immediately set in to guide you through the system.
Additionally in the enhanced menu
Setting message options (notification and further voice-
mail options). 32
Setting mailbox options (extended functional range).
For example you can now record up to nine greetings
and select two of them (for internal/external calls),
defining trusted numbers, changing the language selec-
tion for system greetings and the individual PIN.
34
Key Function Page
8
9
Entry Keys Function
With calls via the public network:
Dial the exchange connection of your organization via the public telephone
network, then proceed with entering the service access number.
or
From an arbitrary connection within your organization:
Enter the service access number directly. You are then prompted to enter the
mailbox (voicebox) number.
then
Enter your mailbox number and press star to confirm the entry.
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After identifying yourself via these entries you have directly accessed the main menu to edit your mailbox
and a greeting first informs you as to whether you have received any new messages.
2.1.3 Terminating ERGO
You can clear the connection to ERGO any time (this means no matter where you are in the menu). To ter-
minate ERGO, simply put the phone down:
2.1.4 Selection Options in the Control Mode Main Menu
In the following description of the single functions we assume that you have already accessed the main
menu (through dialing the service code number for the control mode with subsequent entry of the individual
mailbox number and PIN). Dialing in in the control mode can initiate two different starting scenarios:
1. A new message has arrived since the last voicebox query (announcement: “You have one new mes-
sage“). Remark: if several new messages have been received in this period, the number of new mes-
sages is announced then (“You have x new messages”).
In this case all messages in the voicebox are automatically played, starting with the new, thus unread,
ones. The playback sequence of the new messages is so determined that the new message arriving last is
put out first. Pressing the hash (#) key enables you to stop playback any time to return to the main menu
for selecting another function.
When you have entered an incorrect mailbox number:
Press hash to delete the entire entry and repeat entry of the mailbox number.
Press star to confirm the new entry. You are then prompted to enter your PIN.
subsequently
Enter your PIN and press star for confirmation.
as the case may be
When you have entered an incorrect PIN:
Press hash to delete the entire entry and repeat entering the PIN.
Entry Keys Function
#
#
Clearing the connection to ERGO (as the case may be with transmission of a
prepared message):
Put the phone down
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