NEC XEN IPK DIGITAL TELEPHONE User manual

Xen Mail CTI Installation
Guide
NEC Business Solutions Ltd
Doc. No. 8557 - Release 1.1
June 2004
Xen IPK

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Table of Contents
Chapter 1 Introduction
Section 1 Overview- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 1
About this guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Conventions - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 1
Section 2 Battery Disposal and Safety - - - - - - - - - - - - - - - - - - - - - - - - - - - - 2
Related documentation - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 3
Chapter 2 Setting Up the System
Section 1 New with this Product - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 5
Section 2 Setup Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Setup steps- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 6
Section 3 Installing the voice messaging system boards. . . . . . . . . . . . . . . . 7
Section 4 Connecting communication devices . . . . . . . . . . . . . . . . . . . . . . . . 8
Section 5 Integration Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Section 6 Programming the Phone System . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Section 7 Setting up the Voice Messaging System Software . . . . . . . . . . . . 18
Section 8 Changing the Keypad Map . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Section 9 Signing In and Signing Out. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Chapter 3 Remote Access
Section 1 Remote access overview- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 25
Remote access software functions - - - - - - - - - - - - - - - - - - - - - - 25
Section 2 Setting up the support computer . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Section 3 Preparing an existing support computer. . . . . . . . . . . . . . . . . . . . 28
Section 4 Setting up a support computer’s phone book . . . . . . . . . . . . . . . 29
Section 5 Starting and Ending a Remote Access Connection . . . . . . . . . . . 32
Direct connection requirements- - - - - - - - - - - - - - - - - - - - - - - - - 32
Modem connection requirements - - - - - - - - - - - - - - - - - - - - - - - 32
Section 6 Using the OS/2 host process switcher. . . . . . . . . . . . . . . . . . . . . . 34
Section 7 Changing the remote access default logon name and
password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Section 8 Transferring files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Section 9 Tracking remote access connections . . . . . . . . . . . . . . . . . . . . . . 38

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Section 10 Using Dial Back . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Section 11 Using keyboard chat. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Chapter 4 Backing Up & Restoring the System
Section 1 Using the backup and restore utilities - - - - - - - - - - - - - - - - - - - - 41
Setup steps for LAN backups and restores- - - - - - - - - - - - - - - - - 41
Setup steps for backups and restores with no LAN connection- - - 41
Section 2 Installing the BRFT Remote . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
Section 3 Installing network protocols for backups. . . . . . . . . . . . . . . . . . . . 43
Section 4 Setting the voice messaging system to log on to a network . . . . 46
Windows connection with NetBIOS - - - - - - - - - - - - - - - - - - - - - - 46
Automatic Windows log on . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
NetWare connection- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 48
Section 5 Setting up a remote Windows computer for backups . . . . . . . . . . 50
Windows 98 or ME setup - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 50
Windows NT or 2000 setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
Section 6 Scheduling system backups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
Section 7 Transferring backup files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
Direct connection requirements - - - - - - - - - - - - - - - - - - - - - - - - - 56
Modem connection requirements- - - - - - - - - - - - - - - - - - - - - - - - 56
Section 8 Restoring system files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Chapter 5 Upgrading the Voice Messaging System
Section 1 Upgrade overview - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 61
Upgrade steps - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 61
Section 2 Adding system languages and prompts. . . . . . . . . . . . . . . . . . . . . 62
Steps for adding a language - - - - - - - - - - - - - - - - - - - - - - - - - - - 62
Section 3 Increasing the number of ports . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
Steps for adding ports - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 64
Section 4 Adding feature packages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Steps for adding feature packages - - - - - - - - - - - - - - - - - - - - - - 66
Section 5 Setting up actions after greetings . . . . . . . . . . . . . . . . . . . . . . . . . . 68
Chapter 6 Setting Up TeLANophy
Section 1 TeLANophy overview - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 71
TeLANophy setup steps - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 71
Section 2 Configuring network protocols for TeLANophy. . . . . . . . . . . . . . . 72
Section 3 Specifying station numbers for VewCall Plus . . . . . . . . . . . . . . . . 73
Section 4 TeLANophy workstation overview . . . . . . . . . . . . . . . . . . . . . . . . . 74

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Setup steps- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 74
Section 5 TeLANophy workstation hardware and software requirements . 75
Section 6 Setting up TeLANophy network protocols . . . . . . . . . . . . . . . . . . 76
Section 7 TCP/IP for Windows 98 or later. . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
Section 8 TCP/IP for Windows NT 4.0 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78
Section 9 TCP/IP for Windows 2000 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79
Section 10 Testing the TCP/IP setup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
Section 11 TeLANophy workstation installation overview . . . . . . . . . . . . . . . 81
Installing ViewFax - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 81
Section 12 Installing TeLANophy from a CD . . . . . . . . . . . . . . . . . . . . . . . . . . 82
Section 13 Installing TeLANophy from a network . . . . . . . . . . . . . . . . . . . . . . 83
Section 14 Using TeLANophy applications with WANs and the Internet . . . 84
Section 15 Installing ViewMail for Microsoft Messaging on Workstations . . 85
Workstation requirements- - - - - - - - - - - - - - - - - - - - - - - - - - - - - 85
Installing ViewMail for Microsoft Messaging - - - - - - - - - - - - - - - - 85
Appendix A About the System Board
Section 1 About the system board - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 87
XenMail CTI system board - - - - - - - - - - - - - - - - - - - - - - - - - - - - 87
Daughter Board- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 89
Appendix B Starting and Shutting Down the System
Section 1 Starting and shutting down the system- - - - - - - - - - - - - - - - - - - 91
Appendix C Changing Network Protocols
Section 1 Changing network protocols- - - - - - - - - - - - - - - - - - - - - - - - - - - 93
Changing network protocols - - - - - - - - - - - - - - - - - - - - - - - - - - - 93

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Chapter 1– Introduction
Introduction Chapter 1
SECTION 1
OVERVIEW
About this guide
The Installation Guide contains instructions for setting up the voice
messaging system. Refer to, Chapter 2– Setting Up the System to begin
the set up process.
Conventions
This guide uses the following conventions:
User input
Information that the user types appears in a unique font. For example, type
MSGORDER and press ENTER.
Key names
Names of keys on the keyboard appear in capital letters. For example,
ALT+TAB.
A Note contains information that supplements the main text but is not essential
to the understanding of the text. A Note may supply information that applies
only in special cases.
A See also provides references to other topics related to the current topic.
CAUTION: A Caution advises users that failure to avoid or to take a specific
action may lead to unwanted results.
WARNING! A Warning advises users that failure to avoid or to take a specific
action will result in physical harm to the user, damage to the hard-
ware, or destruction of data.

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SECTION 2
BATTERY DISPOSAL
AND SAFETY
The XenMail CTI system includes a battery list below. When disposing of
these batteries, you must comply with applicable Federal and State
regulations regarding proper disposal procedures.
IMPORTANT SAFEGUARDS FOR BATTERY DISPOSAL
DO NOT PLACE USED BATTERIES IN YOUR REGULAR TRASH! THE
PRODUCT YOU PURCHASED CONTAINS A NICKEL-CADMIUM OR
SEALED LEAD BATTERY. NICKEL-CADMIUM OR SEALED LEAD
BATTERIES MUST BE COLLECTED, RECYCLED OR DISPOSED OF IN
AN ENVIRONMENTALLY SOUND MANNER.
The incineration. landfilling or mixing of nickel-cadmium or sealed lead
batteries with the municipal solid waste stream is PROHIBITED BY LAW in
most areas. Contact your local solid waste management officials for other
information regarding the environmentally sound collection, recycling and
disposal of the battery.
Nickel-Cadmium (or sealed lead) batteries must be returned to a Federal or
State approved nickel-cadmium (or sealed lead) battery recycler. This may
be where the batteries were originally sold or a local seller of automotive
batteries. Contact your local waste management officials for other
information regarding the environmentally sound collection, recycling and
disposal of the battery contained in this product.
CAUTION
Danger of explosion if batteries are incorrectly installed. Replace only with
the same or equivalant type of battery as indicated throughout this manual.
Table 1-1: Battery Types and Quantities for KSUs and ETUs
Unit Name Type of Battery Quantity
XenMail CTI Lithium 1

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Related documentation
The product disc contains this guide, the System Management Guide, the
System Conversation Guide, and the User Guide in the PDF format. If you need
Acrobat Reader to access a PDF file, you can install it from the voice
messaging system’s disc.
The following books and online resources can help you learn more about
working with your voice messaging system:
•System Management Guide: Contains instructions for setting up, maintaining,
and customising the voice messaging system. This guide includes a compre-
hensive troubleshooting chapter.
•System Conversation Guide (available as a PDF file only): Contains tables of
the system conversation’s prompts and phrases.
•User Guide: Contains instructions for subscribers about accessing their
accounts and checking and sending messages.
•Field Help: Press F1 to see field-specific help for entering data or codes in a
field on the voice messaging system screen.
• Third party documentation: You can find compliance information for third-party
electronic devices in the manufacturer’s documentation included in the
XenMail CTI package. Do not use a third-party manufacturer’s documentation
to set up, upgrade, or manage XenMail CTI. Refer only to XenMail CTI docu-
mentation to set up, upgrade, and manage XenMail CTI.

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Chapter 2 – Setting Up the System
Setting Up the System Chapter 2
SECTION 1
NEW WITH THIS
PRODUCT
After reviewing the information in the table below, proceed to the “Setup
Overview” on page 6.
Setting up the XenMail CTI
Previous setup procedure New setup procedure
Installing the voice
messaging system
software, OS/2 software,
and other system
components
Everything you need to run the XenMail CTI is
preinstalled. To begin using the system, install the
voice messaging system board into a slot in the phone
system.
Accessing the voice
messaging system
application screens
With XenMail CTI package, the voice messaging
system application is stored on a hard drive located on
the voice messaging system board. You can plug a
monitor, keyboard, and mouse directly into the voice
messaging system board or use remote access
software installed on a support computer to access
voice messaging system screens and files.
Backing up and restoring
voice messaging system
files
Tape backups are not available with the
XenMail CTI. You can schedule backups of voice
messaging system files using the fields on a new
system screen. To transfer files to a local or network
drive and later restore them to the voice messaging
system, you can use the new Backup/ Restore/ File
Transfer (BRFT) utility.

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SECTION 2
SETUP OVERVIEW
The XenMail CTI is a fully tested and assembled voice messaging system.
The voice messaging system software, a modem and custom OS/2 Warp
4.0 operating system software are preinstalled on a board that you place in
the phone system.
The following steps offer guidelines for setting up a new XenMail CTI
package. You can also use these steps if you are “upgrading” to XenMail
CTI package from a different product. (Back up the existing voice
messaging system database first. Once you complete the steps below,
restore it as described in “Restoring system files” on page 47. Fax
messages cannot be restored.)
If you are upgrading an existing, see "Upgrading the Voice
Messaging System," on page 61.
Setup steps
1 Insert the voice messaging system board into the phone system.
See "Installing the voice messaging system boards" on page 7.
2 Connect communication devices to voice messaging system board.
See “Connecting communication devices” on page 8.
3 Set up the phone system integration.
See "Integration Overview" on page 9.
4 If you plan to use a remote access connection to access the voice messaging
system screens, set up a support computer to do so.
See "Remote Access" on page 25.
5 Configure the voice messaging system software for network backups,
feature packages, and system languages.
See "Setting up the Voice Messaging System Software" on page 18.
6 Customise the integration, as necessary.
See “Changing the Keypad Map” on page 22.
7 Sign in to the system screens.
See “Signing In and Signing Out” on page 24.
8 If your system includes TeLANophy, set it up.
See “TeLANophy overview” on page 32.
9 Set up the voice messaging system ports, transaction boxes, and
subscribers, and integration options for your site.
See System Management Guide: System overview, Chapter 2.
10 If your system includes FaxMail, set it up.
See System Management Guide: “FaxMail setup, Chapter 9.
11 Back up the voice messaging system.
See “Using the backup and restore utilities on page 32.

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SECTION 3
INSTALLING THE VOICE
MESSAGING SYSTEM
BOARDS
The voice messaging system board provides all voice messaging system
application functions and voice recording storage on their hard disks.
To install the voice messaging system board in the phone system, perform
the following procedure. For an illustration of the main board used for all
systems, see “About the system board.”
To install the voice messaging system board(s)
1 Turn off the phone system.
2 Insert the board halfway into any available slot in the phone system.
3 Do one of the following:
• To access the voice messaging system screens using a monitor, keyboard,
and mouse, plug these devices into the appropriate locations on the voice
messaging system board.
• To access the voice messaging system screens using a remote access con-
nection, set SW3 dip switch #2 Off for a direct connection or On for a modem
connection.
4 Confirm the SW3 dip switch #1 and #2 are set Off and switch #3 and #4
are set On.
5 Insert the board all the way into the slot.
6 Confirm the Shutdown switch is set On.
7 Turn on the phone system. When the software LED lights, the voice
messaging system is running and ready for use. The system may take
5-10 minutes to start.

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SECTION 4
CONNECTING
COMMUNICATION
DEVICES
Perform the procedure below in the following scenarios:
• If you want to access the voice messaging system’s hard drive using a monitor,
keyboard, and mouse plugged directly into the voice messaging system board.
(When you are on-site and the system is accessible.)
• If you want to utilise a LAN connection for TeLANophy and to perform network
backups.
• If you want to utilise a modem for remote access connections.
Refer to “About the system board” for an illustration of the voice messaging
system board.
To connect communication devices to the voice messaging system
1 If you did not plug in a monitor, keyboard, and mouse when you installed
the voice messaging system board and you want to use these devices,
do the following:
• Set the Shutdown switch Off to shut down the voice messaging system.
• After voicemail has shut down, turn off the KSU.
• Pull the board half-way out of the phone system.
• Plug in a monitor, keyboard, and mouse into the voice messaging system
board.
• Push the board into the phone system. Be sure that the board are firmly
seated in the slot.
• Set the Shutdown switch On and turn KSU on.
2 To utilise a LAN connection, plug the network cable connector into the
Ethernet jack on the voice messaging system board.
3 To utilise a modem connection, plug the modem’s analogue phone line
into the phone jack on the voice messaging system board.

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SECTION 5
INTEGRATION
OVERVIEW
The basic integration between the phone system and the voice messaging
system is set up using procedures found in this section and in your phone
system manufacturer’s documentation.
In this section, you specify how the phone system will work with the voice
messaging system integration by assigning extension numbers and setting
up hunt groups, trunk routing, and call overflow. See “Programming the
Phone System” on page 10.
Additional voice messaging system features, such as live record, easy
message access, identified subscriber messaging, and trunk mapping for
transaction boxes, are set up on the voice messaging system’s Switch
Setup. screens. Refer to related topics in the System Management Guide
for details.

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SECTION 6
PROGRAMMING THE
PHONE SYSTEM
To set up the phone system to support digital voice messaging, complete
the procedures in this section.
The following table describes the key functions on individual stations.
To enter programming mode
1 From port 01 or 02, press the FEATURE key.
2 Press the HOLD key.
3Dial#0*.
To assign interface slot number
Memory block 7-1 assigns the slot number on the phone system that
contains the voice messaging system board.
1 Press the LK7 key.
2 Press the LK1 key.
3 Enter the cabinet number and press # .
4 Enter the slot number for the voice messaging system board.
5 Press the RECALL key twice to advance to page 3.
6 Press the LK4 key.
7 Press the TRANSFER key to save the slot assignment and advance to
the next slot.
8 Press the ANSWER key twice to exit slot assignment.
Key Function
FEATURE Return to preceding page
RECALL Advance to next page
CONF Go to next selection
REDIAL Enter pause, hyphen, *, or #
SPEAKER Exit programming mode
ANSWER Go back one level
TRANSFER Save settings
HOLD Clear settings
*Moveleft
# Move right

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To assign phone type
Memory block 7-2 assigns port numbers and specifies the ports as Digital
Voicemail (DVM) ports.
1 Press the LK7 key.
2 Press the LK2 key.
3 Enter the port number of the first voice messaging system port.
NOTE: Ports 01 and 02 cannot be assigned as voicemail.
4 Press the LK7 key to assign the port as DVM.
5 Press the TRANSFER key to save the port assignment and advance to
the next port.
6 Repeat steps 4 and 5 for the remaining ports.
7 Press the ANSWER key twice to exit port assignment.
CAUTION: If you make a mistake while performing the above procedure, start
over from step 1 of the procedure, “To assign interface slot number”
on page 10.
To assign station numbers
Memory block 4-10 assigns the extension numbers that the phone system
will use to access voice messaging system ports.
1 Press the LK4 key.
2Dial10.
3 Press * four times, then enter the port number of the first voice
messaging extension.
4 Enter the extension number to be assigned to this port.
5 Press the TRANSFER key to save the extension number assignment.
6Dial10.
7 Press the CONF key to advance to the next voice messaging system
port.
8 Repeat steps 4 through 7 for each extension number to be assigned.
9 Press the ANSWER key to exit extension assignment.

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To set up a hunt group
Memory block 4-14 assigns the first extension as the pilot hunt number.
Memory block 4-15 assigns extensions to the hunt group.
1 Press the LK4 key.
2Dial14.
3 Press * twice, then enter the port number of the first voice messaging
extension.
4 Press the LK2 key to assign the port as a master in the hunt group.
5 Press the TRANSFER key to save the pilot hunt number assignment
and advance to memory block 4-15.
6 Press * twice and dial 14.
7 Press the CONF key to advance to the next port.
8 Press the LK2 key to assign the port as a master in the hunt group.
9 Press the TRANSFER key to save the pilot hunt number assignment.
10 Repeat steps 6 through 9 for each voice messaging port to assign all as
masters in the hunt group.
11 Enter the port number for the first voice messaging extension.
12 Press the TRANSFER key.
13 Press * twice.
14 Dial 5.
15 Press the CONF key to advance to the next port.
16 Enter the extension number of the next port.
17 Press the TRANSFER key to save the hunt group extension
assignment.
18 Repeat steps 13 through 17 for each extension.
NOTE: To set up call overflow, program the phone system to handle calls
when all voice messaging ports are busy. For a circular hunt group, set
the last voice messaging system port to forward to the first port. With
this setup, forwarded callers hear a ringback tone and callers who dial
the system directly hear a busy tone. Or, you can forward overflow
calls to an operator by setting the last voice messaging system port to
forward to the operator.
19 Press the ANSWER key to exit hunt group extension assignment.

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To set up trunk routing
Memory block 3-42 assigns direct inward termination (DIT) of central office
(CO) lines during day mode for the system. Memory block 3-43 directs CO
lines during night mode. Perform this procedure if you are planning to use
the voice messaging system’s automated attendant.
1 Press the LK3 key.
2 Press the TRANSFER key.
3Dial42.
4 Press * four times, then enter the number of the first CO line to ring the
voice messaging system.
5 Enter the extension of a voice messaging system hunt group master
port.
6 Press the TRANSFER key to save the CO line assignment for day mode
and to advance to the next memory block.
7 Enter the extension of a voice messaging system hunt group master
port
8 Press the TRANSFER key again to save the CO line assignment for
night mode.
9Press*.
10 Dial 2.
11 Press the CONF key to advance to the next CO line.
12 Repeat steps 5 through 11 for each CO line to ring the voice messaging
system.
13 Press the ANSWER key to exit the DIT assignment.
To make the forward all calls setting available by class of service
Memory block 1-8-08 enables the selected class of service to forward all
calls.
1 Press the LK1 key.
2 Press the LK8 key.
3Dial08.
4 Enter the class of service number.
5 The LK1 key is lit when the forward all calls setting is available to the
selected class of service. Press the LK1 key if it is not already lit.
6 Press the TRANSFER key to save the selection and advance to the next
class of service.
7 Repeat steps 4 through 5 for each class of service that requires the
forward-all-calls setting.
8 Press the ANSWER key twice to exit the forward-all-calls selection.

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To make the call forwarding on busy/no answer setting available by class
of service
Memory block 1-8-08 enables the selected class of service to forward calls
on busy/no answer.
1 Press the LK1 key.
2 Press the LK8 key.
3Dial08.
4 Enter the class of service number.
5 Press the RECALL key.
6 The LK5 key is lit when the forwarding on busy/no answer setting is
available to the selected class of service. Press the LK5 key if it is not
already lit.
7 Press the TRANSFER key to save the selection and advance to the next
class of service.
8 Repeat steps 5 through 7 for each class of service that requires call
forwarding busy/no answer.
9 Press the ANSWER key twice to exit the station class of service
assignment.
To enable live record by trunk
Memory block 3-45 selects the live record feature for each CO line.
1 Press the LK3 key.
2 Press the TRANSFER key.
3Dial45.
4 Press * twice, then enter the CO line number.
5 Press the LK2 key to enable live record on this CO line.
6 Press the TRANSFER key to save the live record setting.
7 Press * twice.
8Dial45.
9 Press the CONF key to advance to the next CO line.
10 Repeat steps 5 through 9 for each CO line that will use live record.
11 Press the ANSWER key to exit live record trunk selection.