Jusan Fonomail ProAttendant Assembly instructions

Fonomail ProAttendant
Installation and Programming Manual
Software version 5.0

TABLE OF CONTENTS
2
TABLE OF CONTENTS
1- PHYSICAL CONNECTIONS SETUP........................................... 4
1.1 Connections Diagram .......................................................................................... 4
1.2 Connection SMS Feature (Optional) ................................................................... 5
1.3 Start Up the Vocal Server.................................................................................... 5
2- SOFTWARE INSTALLATION...................................................... 7
3- CONFIGURATION WIZARD........................................................ 9
4- VOICE MAIL SETUP.................................................................. 14
4.1 Mailbox Management ........................................................................................ 14
4.1.1 Sample Mailbox........................................................................................ 15
4.1.2 Creating New Mailboxes .......................................................................... 15
4.1.3 Mailbox Setup .......................................................................................... 16
4.1.3.1 Basic ............................................................................................ 16
4.1.3.2 Advanced..................................................................................... 17
4.1.3.3 Messages .................................................................................... 19
4.1.3.4 Notification ................................................................................... 19
4.1.4 Deleting Mailboxes................................................................................... 21
4.2 Mailbox Groups ................................................................................................. 22
4.2.1 Creating New Groups............................................................................... 22
4.2.2 Modifying Groups ..................................................................................... 23
4.3 Voice Mail System Parameters ......................................................................... 23
4.3.1 Ring Signals............................................................................................. 23
4.3.2 Sequences ............................................................................................... 24
4.3.3 System Parameters I................................................................................ 25
4.3.4 System Parameters II............................................................................... 27
4.4 Recording the Mailbox Greeting Messages....................................................... 28
4.4.1 Recording Messages via the Telephone Set ........................................... 28
4.4.2 Importing Sound Files .............................................................................. 28
5- WEB ACCESS AND UNIFIED MESSAGING SETUP ............... 29
5.1 Connection of the Device .................................................................................. 29
5.2 System Setup .................................................................................................... 30
5.2.1 IP & E-mail Parameters............................................................................ 30
5.2.2 Company Name ....................................................................................... 33
5.3 Mailbox Setup.................................................................................................... 33
5.4 GReCo Installation ............................................................................................ 34
6- AUTOMATIC ATTENDANT SETUP .......................................... 36
6.1 Day/Night/Break Modes..................................................................................... 36
6.2 Schedules Management.................................................................................... 36
6.2.1 Winter/Summer Schedules ...................................................................... 36
6.2.2 Weekly Schedule ..................................................................................... 37
6.2.3 Programming Holidays............................................................................. 38
6.3 Automatic Attendant .......................................................................................... 39
6.4 System Settings related to the Automatic Attendant ......................................... 42
6.4.1 Dialing Times ........................................................................................... 42

TABLE OF CONTENTS
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6.4.2 Tones ....................................................................................................... 43
6.4.3 Ring Signals............................................................................................. 45
6.4.4 Sequences ............................................................................................... 46
6.4.5 System Settings I ..................................................................................... 47
6.5 Automatic Attendant / Voice Mail Port Management ......................................... 48
6.6 Recording the Automatic Attendant Greeting Messages................................... 50
6.6.1 Message Recording by Phone ................................................................. 50
6.6.2 Importing Sound Files .............................................................................. 51
6.7 Statistics ............................................................................................................ 51
6.8 Technical Report ............................................................................................... 52
7- MUSIC ON HOLD SETUP ......................................................... 54
8- MESSAGE & MUSIC ON HOLD MANAGEMENT..................... 55
8.1 Via Telephone ................................................................................................... 55
8.2 Via PC - Message Manager software................................................................ 55
8.2.1 Message and Music Folders in the Unit ................................................... 56
8.2.2 Upload a Sound File................................................................................. 58
8.2.3 Download a Sound File ............................................................................ 59
8.2.4 Play, Delete and Rename Files................................................................ 60
8.2.4.1 Files in the PC ............................................................................. 60
8.2.4.2 Files in the Unit (Voice System)................................................... 60
9- MAINTENANCE ......................................................................... 61
9.1 Backup and Restore .......................................................................................... 61
9.1.1 Backup ..................................................................................................... 61
9.1.2 Restore..................................................................................................... 61
9.2 Signal and Ring Signal Levels Measurement.................................................... 61
9.2.1 Signal Levels Graph................................................................................. 61
9.2.2 Ring Signal Levels Graph ........................................................................ 64
9.3 Various System Parameters.............................................................................. 65
9.4 Troubleshooting................................................................................................. 66
9.5 Create a Log File in Terminal Mode .................................................................. 66
10- TELEMAINTENANCE.............................................................. 68
10.1 Connection via Internet.................................................................................... 68
10.2 Connection via Modem.................................................................................... 68
10.2.1 Telemaintenance Call ............................................................................ 69
11- TECHNICAL DESCRIPTION ................................................... 72
11.1 Contents of the Voice Mail Pack...................................................................... 72
11.2 Weight and Dimensions................................................................................... 72
11.3 System Architecture ........................................................................................ 72
11.4 The Unit´s Rear Panel ..................................................................................... 73
11.5 The Unit´s Front Panel .................................................................................... 73
Appendix - System Messages ...................................................................................... 75
Appendix - Environmental Information.......................................................................... 80
Appendix - ROHS Compliancy ..................................................................................... 81

PHYSICAL CONNECTIONS
4
1- PHYSICAL CONNECTIONS SETUP
The unit is available in desktop format and optionally incorporates wall mount
and / or rack mount fixtures. It is equipped with a LAN card and built-in modem
as standard, and optionally may also may be equipped with an SMS feature.
1.1 Connections Diagram
The supplied CompactFlash card must be installed before connecting to
the mains.
Optional V24 line (depending on the PBX)
Ethernet
Connector
COM Port
To PBX
analog ports
FRONT VIEW
Compact Flash
Connector
Music on
Hold
p
ort
Adapter
12 VDC
600mA /
220/230 VAC
REAR VIEW
Modem port

PHYSICAL CONNECTIONS
5
1.2 Connection SMS Feature (Optional)
•To incorporate the SMS feature a SONY-ERICSSON GM29 (type 6100503-
BV) external SMS module must be connected to the unit’s AUX connector
using the DB9-DB9 cable supplie.
•Remove the cover as shown in the diagram below and insert the SIM card
(not supplied).
Before inserting the SIM card the password MUST be disabled.
•Replace the cover.
•Connect the aerial to the rear o f the external SMS unit.
•Connect the power adapter to the mains.
•Reboot the Voice Mail unit.
Before switching on the unit the aerial must be connected.
1.3 Start Up the Vocal Server
•Both the unit and the computer must be off.
•Connect the unit to the PC by means of the serial cable provided. Connect
one end to the PC serial port and the other end to the unit´s “COM”
connector.
Note:
Alternatively, the initial setup of the unit may be carried out using an Ethernet
crossover cable.
•Connect the vocal server and PC to their respective power supplies.

PHYSICAL CONNECTIONS
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Following international security instructions: for pluggable equipment,
the socket-outlet shall be installed near the equipment and shall be easily
accesible.
•The “Power” LED turns green. Wait while the unit starts up.
•The “Status” LED turns green to indicate correct start up.
•The “LAN” LED flashes red indicating connection and traffic.

SOFTWARE INSTALLATION
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2- SOFTWARE INSTALLATION
The vocal server´s setup program allows the unit to be configured via PC.
Note:
The setup program is a 32-bit Windows application which runs in WinNT, 2000,
2003, XP and Vista and may be used on any PC that has one serial port
available, and a minimum screen resolution of 800x600.
•Connect the unit to the adapter provided and to a PC serial port via the DB9
cable. The “ON/OFF” LED (“ON/HD” for the rack version) will light, followed a
few seconds later by the “STATUS” LED, indicating that the unit has started
up correctly.
•Make sure there are no applications open in the PC.
•Insert the CD-ROM supplied with the unit. The CD is equipped with a boot file
to initiate system installation automatically.
•If the CD does not start up automatically, click Start followed by Run.
•Type “X:\Install\setup.exe” (where X represents your CD ROM drive which
is usually “D”) and press Enter or click OK. The following screen will appear.
•Click Next to move to the following screen. This screen allows you to select
the sub-directory in which the unit’s setup program will be installed.

SOFTWARE INSTALLATION
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•Select the desired sub-directory, click Next and installation will begin. When
the process has finished you will be asked to select the PC application
language.
•Once installation is finished, a message indicating that the computer must be
restarted appears. Click Finish.

CONFIGURATION WIZARD
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3- CONFIGURATION WIZARD
If Voice Mail has already been setup, do not run the configuration wizard,
as the setup will be reinitialized.
After the reset, go into Programs in the start menu. You will find a group of
programs “Voice System 5”. Select the group, and then select Voice System 5
from the options available. The following screen appears.
Note:
During installation this box should remain checked and the system date and
time will be taken from the PC in which installation is made. This may be
modified later by starting the Voice Mail program and unchecking the box, and
then modifying these parameters by telephone or via an Internet browser (see
Sections 2.2.2 and 4.5.2 of the Administration Manual respectively).
•Open the “COM Port” combo box, select the corresponding port to be used
and click OK.
Alternatively, if an Ethernet crossover cable has been connected, select IP
Access, enter the IP address to be assigned to the unit and click Assign IP.
•Open the “File” menu and select “Configuration Wizard” or click the icon.

CONFIGURATION WIZARD
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•If the above screen doesn’t appear, go into “File” menu and select
“Configuration Wizard”.
•Click Next. The following screen will appear.
•Click the arrow to obtain the list of available PBX’s. Select the one which
corresponds to your PBX.
•Click Next. The following screen will appear.
Type in the values for the following parameters:
•Attendant Transfer Seq.:
Sequence to be dialed to transfer a call to the operator. Use:
“T” for DTMF dialing
“P” for pulse dialing
“R” for Flash
“,” for normal pause (500ms)
“.” for short pause (100ms)
“;” for long pause (2000ms)
Example: Typing in “TR, 11” means that to transfer to the operator you
must: use tone dialing, press the Flash key and after a 500ms pause dial
the operator’s extension, which in this case is 11.
•Extension Nº Digits:

CONFIGURATION WIZARD
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Refers to the number of digits used to identify an extension (the unit
supports 2, 3, 4, 5 or 6 digits).
•Default Language:
This is the default language used to play system messages. Click the
arrow to view the languages available, then select the desired language.
The unit is supplied with 2 or 3 languages according to the version.
•Daylight Saving Time:
This enables automatic modification of the system clock on the 2 annual
occasions when a change is made. Select between EU or North-America.
•Mailboxes Deposit Program:
This parameter configures the program used by default to attend calls
forwarded to the mailbox. Three options are available:
a) Deposit
b) Menu
c) Callback
(see section 6.5).
•Mailbox Generation Wizard:
Click this box to activate the mailbox setup program. Each new user will
receive a message notification by telephone and on calling the voice mail
the setup guide begins automatically
•Automatic Mailbox Generation:
Click this box to enable the automatic mailbox generation feature. When
enabled the PBX will automatically create a mailbox for any extension to
which a call is transferred, if this mailbox does not exist. The new mailbox
is based on the parameters of the “Sample Mailbox”.
•Sample Mailbox:
Enter the number of the mailbox to be used as the sample mailbox. This
mailbox will be created using the system default parameters and may be
edited from the mailboxes screen.
•Click Next. Type in the PBX extension numbers to which the unit’s ports
have been connected. (This screen only appears in the case of certain PBX
models).

CONFIGURATION WIZARD
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•Click Next.
•The following screen, which enables setup of the organization’s workday
schedule, appears. The first two columns represent from and until and the
two columns on the right represent the midday break. This configuration may
be undertaken in more detail at a later stage. (see section 6.2).
•Click Next.
•The following screen, in which all programmed values are shown, then
appears.
•If these values are not correct click Back to reprogram them. When all values
are correct click Finish.

CONFIGURATION WIZARD
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•The Configuration Wizard automatically downloads these values to the unit
as shown in the following screen.
•Standard configuration is now complete. The following screen shows the list
of mailboxes already created.

VOICE MAIL SETUP
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4- VOICE MAIL SETUP
Note:
The Voice Mail function is based on the exchange of information between the
PBX and the vocal server. This exchange can be made in the following two
ways:
-Q23 codes transmitted over the analog connections between the PBX and
the vocal server.
-Strings transmitted via the auxiliary V24 port in the back of the unit.
It is imperative that the connection to an external voice mail unit is setup in the
PBX.
4.1 Mailbox Management
The Setup program allows you to create, modify and delete the unit’s
mailboxes.
Go into the “Mailboxes” menu on the main screen and select “Define
mailboxes”.
Note:
The system automatically creates several mailboxes (up to a maximum of 18, or
19 if the sample mailbox is used): 1 for the maintenance mailbox (defined by a
number containing as many nines as the extension digits length), 1 for the
sample mailbox (if used) and the rest for internal use.
The “Free” parameter indicates the number of mailboxes that may still be
created.

VOICE MAIL SETUP
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4.1.1 Sample Mailbox
The Sample Mailbox feature, when enabled, will automatically create a mailbox
for any extension to which a call is transferred, if the mailbox does not exist.
This new mailbox is based on the sample mailbox parameters.
•Click the Sample Mailbox button and make any necessary parameter
modification. For details of the parameters see Section 4.1.3.
Note:
If the sample mailbox is not created during installation it may be created at a
later date from the System Parameters screen. (See 4.3.3)
4.1.2 Creating New Mailboxes
•Click New to create new mailboxes. The following screen appears.
•The mailbox number is the same as the extension number, for those posts
for which the Voice Mail function is authorized.
•To create several mailboxes with consecutive numbers simply enter the first
and last numbers in “From” and “To” and click OK.
•For example to create mailboxes 30 to 39.
•Click OK. The system will now create the specified mailboxes using the
default parameters. The new mailboxes now form part of the list.

VOICE MAIL SETUP
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4.1.3 Mailbox Setup
Some of the voice mail functions may be modified. There are three possible
ways to modify parameters: through the PC application, by using the Web
access, and via telephone. The parameters that may be modified through the
telephone set are indicated in the following sections by the icon. Some
functions may be modified via the web as well. These functions are indicated by
the ¤icon.
Select the mailbox you wish to setup and click Edit.
4.1.3.1 Basic
•User Name ¤:
Type in the name of the extension owner. The first 3 letters will be used to
access the extension via the ABC directory.
•Maximum Messages ¤(by default, 30):
The maximum number of messages that may be stored in the mailbox (from 1
to 99), By default this value is 30 and the value 0 will allow an unlimited amount
of messages to be stored.
•Password ¤(1234 by default):

VOICE MAIL SETUP
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The 4 digit secret password that must be dialed to access messages left in the
mailbox. It is modifiable for each mailbox.
All mailboxes are created by default with the password 1234. To deactivate the
password type 0000 in the “Password” field of the “Define Mailboxes” screen.
•Message Used ¤(Message A by default):
Each mailbox owner has 3 different messages which may be personalized via
the telephone, from the mailbox query menu.
By default this message is “Please leave your message after the tone”.
•Language ¤:
This is the language in which different messages and menus are played to the
mailbox owner. It is also used, in the case that it has not been personalized by
the owner, for the greeting message that asks callers to leave a message in the
mailbox.
4.1.3.2 Advanced
•Do Not Disturb ¤:
This parameter may be activated / deactivated from a telephone. When
activated, calls received by the automatic attendant will not be transferred to the
mailbox owner’s extension but instead routed to the mailbox. The unit informs
the caller that “there is no answer from the extension”, and then offers the
possibility of leaving a message in the mailbox or, of transferring to another
extension. Default value is Deactivated.
•Announcement Mailbox ¤:
When this parameter is activated the mailbox acts solely as an Announcement
Mailbox. Default value is Deactivated.
•Call Diversion ¤:
Active: Calls received through the automatic attendant are diverted to
the number specified in the “Divert to Extension” field. (May be
deactivated by the user from an extension).

VOICE MAIL SETUP
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If the caller leaves a message it is stored in the mailbox of the
extension or group configured in the “Divert to extension” field.
Inactive: Call diversion doesn’t take place. (May be activated by the user
from an extension).
Disabled: There is no possibility of activating call diversion from a user
extension.
Default value is Disabled.
•Divert to Extension ¤:
Extension number to which calls handled by the automatic attendant are
forwarded. If the caller leaves a message it is stored in the mailbox of the
extension or group configured in the “Divert to extension” field.
•Call Screening ¤:
When activated, callers requesting a particular extension from the automatic
attendant will be asked to indicate who is calling. The voice mail unit will then
inform the extension owner about the identity of the caller. The extension owner
may then choose to accept or reject the call. Default value is Deactivated.
For the Day, Night and Break fields described hereafter, various
different programs may be selected to establish a particular result. For
normal voice mail use, it is recommended to use the default program:
MBENTRY, MB_MENU or MB_MENU_CB, according to the option
selected in the “Mailboxes Deposit Program” in the configuration
wizard (See section 3).
See Section 6.5 for full information regarding the mailbox programs
available.
•Day:
This parameter defines which program will be used when a call reaches this
mailbox in Day mode. By default this program is MBENTRY (the standard
message deposit program), MB_MENU or MB_MENU_CB, according to the
unit’s setup.
•Night:
This parameter defines which program will be used when a call reaches this
mailbox in Night mode. By default this program is MBENTRY (the standard
message deposit program), MB_MENU or MB_MENU_CB, according to the
unit’s setup.
•Break:
This parameter defines which program will be used when a call reaches this
mailbox in Break mode. By default this program is MBENTRY (the standard
message deposit program), MB_MENU or MB_MENU_CB, according to the
unit’s setup.

VOICE MAIL SETUP
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4.1.3.3 Messages
•Messages:
These fields cannot be modified. They are counters which contain information
regarding mailbox status.
-Stored: Total number of messages stored in the mailbox, heard or
unheard.
-Unheard: The number of new messages.
•Details:
Click <<Details to obtain the date, time and origin of the message. The Caller
ID is shown if the PBX protocol allows it.
4.1.3.4 Notification
This screen is used to setup the message notification options such as the type
of notification to be used according to the time of day.
For each notification type it is possible to setup a schedule, a delay to be
applied before notification takes place, and in the case of remote notification,

VOICE MAIL SETUP
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the number of retries if engaged. The final column comprises the remaining
necessary data such as e-mail address, remote number etc.
•Extension:
Refers to the type of notification used to inform the extension owner via the
extension, that new messages have been received.
Depending on the PBX, the unit can notify the owner in a variety of ways:
Call: The unit calls the mailbox extension directly. If the call is answered, the
owner is informed that a message has been received, and the system asks for
the secret password so that the messages may be heard. If the call is not
answered the unit periodically repeats the process.
Ring: The unit calls the mailbox extension directly, and hangs up at the second
ring. The extension owner must then call the voice mail unit to hear the
messages. If the call is not answered the unit periodically repeats the process.
DTMF: The unit sends a DTMF character sequence to the PBX, which then
takes the responsibility of notifying the extension (pilot light, display...).
DTMF2: This is a special notification, used when the system needs two different
notification modes.
RS232: Used when the unit is PBX integrated via a serial channel. The PBX
informs the extension that there is a message (pilot light, display...).
Idle: The mailbox is deactivated and therefore does not allow any notification.
When a call is transferred to this mailbox, the greeting message is played, then
the unit hangs up. If no greeting message has been recorded for this extension
the system will play the message “Mailbox is full”.
None: Select this option if no notification is desired.
•E-mail:
Disabled: This feature is not available to the user.
Inactive: This feature is not active but may be activated by the user via the
web access.
Voice: For each message left in the mailbox an e-mail is sent to the
configured address with the vocal message as an attachment.
Text only: The e-mail is sent without the attachment, as notification only.
•Remote:
Inactive: This feature is not active but may be activated by the user from an
extension.
Disabled: This feature is not available to the user.
Call: Notification is made by a call to the number specified in
corresponding field (may be deactivated by the user from an
extension).