Panasonic KX-TVA50 Owner's manual

KX-TVA50
Model KX-TVA200
Thank you for purchasing a Panasonic Voice Processing System.
Please read this manual carefully before using this product and save this manual for future use.
KX-TVA50/KX-TVA200: Version 1.0
Voice Processing System
Feature Manual

2 Feature Manual
Introduction
About this Manual
This Feature Manual is designed to serve as an overall reference describing the features of the
Panasonic Voice Processing System. It explains what this VPS can do, and how to obtain the most
of its many features.
The Feature Manual is divided into the following sections:
Section 1, Voice Processing System Overview
Provides an introduction to the Voice Processing System.
Section 2, Features
Describes the PBX integration features, system features, subscribers features, and system setting
features.
Glossary
An alphabetical listing of features, terms, and abbreviations, as well as their definitions.
Index
An alphabetical listing of features and terms, as well as the page numbers of related sections.
About the Other Manuals
Installation Manual
The Voice Processing System Installation Manual provides instructions for installing the VPS
hardware, configuring the connected PBX for use with the VPS, and getting started with the KX-TVA
Maintenance Console software. Relevant sections from the Installation Manual are listed throughout
this manual for your reference.
Programming Manual
The Voice Processing System Programming Manual is an overall reference for programming the VPS
using KX-TVA Maintenance Console. It explains how to use KX-TVA Maintenance Console and
obtain the most out of system administration. Sections from the Programming Manual are listed
throughout this manual for your reference.
Subscriber's Manual
The Voice Processing System Subscriber's Manual describes how subscribers can access
commonly used VPS features and functions with their extensions and mailboxes. Relevant sections
from the Subscriber's Manual are listed throughout this manual for your reference.
Note
• This manual may refer to products not available in your country/area.
• For KX-TD500, KX-TDA series PBXs, the term "trunk (CO line)" used in this manual indicates a
trunk (CO line) group.
• Depending on the model and/or the software version of the connected PBX, you may not be able
to utilize some of APT/DPT Integration features described in this manual. For more information,
call National Parts Center at 1-800-833-9626.

Feature Manual 3
• Every system programming setting can be accessed using a PC and the Panasonic KX-TVA
Maintenance Console software. For programming details, refer to the on-line help which is
installed along with KX-TVA Maintenance Console.

4 Feature Manual
Table of Contents
1 Voice Processing System Overview ..................................................... 7
1.1 What is a VPS? .................................................................................................................8
1.1.1 Introduction to VPS Features .............................................................................................8
1.1.2 Basic Features ...................................................................................................................8
1.2 System Administration, Management, and Use ............................................................9
1.2.1 System Administration .......................................................................................................9
1.2.2 System Management .........................................................................................................9
1.2.3 Subscriber Use...................................................................................................................9
2 Features ................................................................................................ 11
2.1 PBX Integration Features ..............................................................................................12
2.1.1 Integration Types..............................................................................................................12
2.2 System Features ............................................................................................................14
2.2.1 Alternate Extension Group...............................................................................................14
2.2.2 Auto Forwarding ...............................................................................................................14
2.2.3 Automated Attendant .......................................................................................................15
2.2.4 Broadcasting Messages...................................................................................................15
2.2.5 Busy Coverage Mode.......................................................................................................16
2.2.6 Call Services ....................................................................................................................17
2.2.7 Call Transfer to Outside....................................................................................................17
2.2.8 Caller ID Call Routing (APT/DPT Integration Only)..........................................................18
2.2.9 Caller ID Screening (APT/DPT Integration Only) .............................................................18
2.2.10 Caller Name Announcement—Personal (APT/DPT Integration Only) .............................19
2.2.11 Caller Name Announcement—System (APT/DPT Integration Only) ...............................19
2.2.12 Class of Service (COS)....................................................................................................20
2.2.13 Company Greeting ...........................................................................................................21
2.2.14 Company Name ...............................................................................................................21
2.2.15 Covering Extension ..........................................................................................................22
2.2.16 Custom Service................................................................................................................22
2.2.17 Daylight Saving Time Assignment....................................................................................23
2.2.18 Dialing by Name...............................................................................................................23
2.2.19 DID Call Routing (DPT Integration Only) .........................................................................24
2.2.20 E-mail Integration .............................................................................................................24
2.2.21 Extension Group ..............................................................................................................26
2.2.22 Fax Management .............................................................................................................26
2.2.23 Hold..................................................................................................................................26
2.2.24 Holiday Service ................................................................................................................27
2.2.25 Intercom Paging (APT/DPT Integration Only) ..................................................................27
2.2.26 Interview Service..............................................................................................................28
2.2.27 List All Names ..................................................................................................................28
2.2.28 Logical Extension (All Calls Transfer to Mailbox) .............................................................29
2.2.29 Message Delivery, Internal...............................................................................................29
2.2.30 Message Reception Mode ...............................................................................................30
2.2.31 Message Waiting Notification—Device ............................................................................30
2.2.32 Message Waiting Notification—Lamp ..............................................................................31
2.2.33 Multilingual Service ..........................................................................................................32
2.2.34 No Answer Coverage Mode .............................................................................................32

Feature Manual 5
2.2.35 On Hold Announcement Menu......................................................................................... 32
2.2.36 Operator Service.............................................................................................................. 34
2.2.37 PIN Call Routing .............................................................................................................. 34
2.2.38 Play System Prompt After Personal Greeting .................................................................. 36
2.2.39 Port Service ..................................................................................................................... 36
2.2.40 Rotary Telephone Service................................................................................................ 37
2.2.41 Service Access Commands ............................................................................................. 37
2.2.42 Service Group.................................................................................................................. 38
2.2.43 System Clock ................................................................................................................... 38
2.2.44 System Prompts............................................................................................................... 39
2.2.45 Time Service.................................................................................................................... 39
2.2.46 Trunk Service (Universal Port) (APT/DPT Integration Only) ............................................ 40
2.2.47 Voice Mail Service............................................................................................................ 40
2.3 Subscribers Features .................................................................................................... 41
2.3.1 Auto Receipt .................................................................................................................... 41
2.3.2 Automatic Log-in (APT/DPT Integration Only) ................................................................. 42
2.3.3 Autoplay New Message ................................................................................................... 42
2.3.4 Bookmark......................................................................................................................... 44
2.3.5 Call Transfer Status.......................................................................................................... 45
2.3.6 Callback Number Entry .................................................................................................... 45
2.3.7 Caller ID Callback (APT/DPT Integration Only) ............................................................... 46
2.3.8 Calling a Beeper .............................................................................................................. 46
2.3.9 Delete Message Confirmation ......................................................................................... 47
2.3.10 External Message Delivery List ....................................................................................... 47
2.3.11 External Message Delivery Service ................................................................................. 48
2.3.12 Group Distribution List—Personal.................................................................................... 48
2.3.13 Group Distribution List—System...................................................................................... 49
2.3.14 Incomplete Call Handling Service .................................................................................... 49
2.3.15 Live Call Screening (APT/DPT Integration Only) ............................................................. 50
2.3.16 Mailbox............................................................................................................................. 50
2.3.17 Mailbox Capacity Warning ............................................................................................... 51
2.3.18 Message Transfer............................................................................................................. 51
2.3.19 One-touch Two-way Transfer (DPT Integration Only)....................................................... 52
2.3.20 Personal Custom Service ................................................................................................ 52
2.3.21 Personal Greeting for Caller ID (APT/DPT Integration Only) ........................................... 53
2.3.22 Personal Greetings .......................................................................................................... 53
2.3.23 Playback Volume/Speed Control...................................................................................... 54
2.3.24 Private Message .............................................................................................................. 54
2.3.25 Receive Message ............................................................................................................ 55
2.3.26 Recovery Message ..........................................................................................................55
2.3.27 Remote Call Forwarding Set (DPT Integration Only) ....................................................... 56
2.3.28 Subscriber Tutorial ........................................................................................................... 57
2.3.29 Temporary Personal Greeting .......................................................................................... 58
2.3.30 Timed Reminder Setting (DPT Integration Only) ............................................................. 58
2.3.31 Toll Saver (APT/DPT Integration Only) ............................................................................ 59
2.3.32 Two-way Record (APT/DPT Integration Only).................................................................. 60
2.3.33 Two-way Transfer (APT/DPT Integration Only) ................................................................ 60
2.3.34 Unlimited Message Length ............................................................................................. 61
2.3.35 Urgent Message............................................................................................................... 61
2.3.36 VM Menu (DPT Integration Only)..................................................................................... 62

6 Feature Manual
2.4 System Setting Features ...............................................................................................63
2.4.1 Auto Configuration (APT/DPT Integration Only)...............................................................63
2.4.2 Custom Service Builder ...................................................................................................63
2.4.3 Default Mailbox Template .................................................................................................63
2.4.4 Password Administration..................................................................................................64
2.4.5 Recording by System Administrator .................................................................................64
2.4.6 Service Mode ...................................................................................................................65
2.4.7 System Reports ...............................................................................................................65
2.4.8 System Security ...............................................................................................................66
2.4.9 System Backup/Restore...................................................................................................66
2.4.10 Time Synchronization (DPT Integration Only)..................................................................66
2.4.11 Utility ...............................................................................................................................66
Glossary ...................................................................................................... 69
Index ............................................................................................................ 83

Feature Manual 7
Section 1
Voice Processing System Overview

1.1 What is a VPS?
8 Feature Manual
1.1 What is a VPS?
1.1.1 Introduction to VPS Features
Description
The VPS handles incoming and outgoing calls. When a call comes in, it answers, forwards to
appropriate extensions, takes and stores messages, and notifies subscribers when messages are
left. Subscribers may send and transfer messages to other subscribers within the VPS. The VPS is
easy to use, providing voice guidance (referred to as "system prompts") to callers, directing them to
press certain buttons to access desired features.
Unlike handwritten messages or those left with answering services, VPS messages are confidential;
they are stored in a mailbox and retrieved only with the subscriber's password. Other advantages of
the VPS are clarity and accuracy, which are commonly lacking with written messages. The messages
come directly from the caller, in the caller's own voice. To further ensure accuracy, the VPS allows the
sender to correct or change messages before saving them. Messages can be erased or transferred
by the recipient.
1.1.2 Basic Features
Description
Greeting Callers
The VPS greets callers with a prerecorded message that includes directions for leaving and editing
messages. The VPS can list single-digit numbers for each available extension or mailbox. Callers who
know the extension of the person they wish to reach may dial the extension number at any time.
Callers with rotary phones are transferred to a preprogrammed destination, which is normally an
operator or the General Delivery Mailbox.
Sending Messages
Callers can review and edit messages before leaving them in a mailbox. Subscribers can send
messages to an individual or to several mailboxes at once. Extension users can also receive
verification when messages they send to other subscribers have been received.
Receiving Messages
Subscribers can receive messages from outside callers and other subscribers. The total amount of
recording time for all messages, as well as the maximum length of each message may be limited by
the subscriber's Class of Service (COS). The VPS can notify subscribers when they have new
messages by sending a beeper page, an e-mail, and even by calling subscribers' home or mobile
phones. For subscribers who are on premises, the VPS can also light the message waiting lamp on
their extension telephones. Subscribers can choose their preferred notification method.
If the VPS is connected to the PBX using APT/DPT Integration, subscribers can press a
preprogrammed button to record their telephone conversations into their own mailboxes or into other
subscribers' mailboxes.

1.2 System Administration, Management, and Use
Feature Manual 9
1.2 System Administration, Management, and Use
1.2.1 System Administration
Description
System administration (programming, diagnosis, system prompt administration, etc.) can be
performed with a PC running the KX-TVA Maintenance Console software. For more information, refer
to the Programming Manual.
1.2.2 System Management
Description
System management can be performed with an extension telephone by the system manager and the
message manager. For more information, see 6 System Manager's Guide in Subscriber's Manual.
An example of items which are programmed by the system manager include:
– Creating, editing, deleting, and resetting mailboxes
– Class of Service (COS) settings
– Service mode settings
– Changing the company greeting
An example of items which are programmed by the message manager include:
– General Delivery Mailbox maintenance
– Message notification settings
– Recording/deleting messages (system prompts, company greetings, custom service
menus, system caller names, etc.)
1.2.3 Subscriber Use
Description
PBX users who are assigned a mailbox in the VPS are called subscribers. Subscribers can customize
their mailboxes in the following ways:
– Sets their password
– Records their names
– Records Personal Greetings
– Enters Personal Group Distribution Lists
– Sets Personal Custom Service
– Sets Call Transfer Status
– Sets Covering Extensions
– Sets Message Reception Mode
– Sets Incomplete Call Handling Status
– Sets Message Waiting Notification
– Records questions for an interview mailbox

1.2 System Administration, Management, and Use
10 Feature Manual

Feature Manual 11
Section 2
Features

2.1 PBX Integration Features
12 Feature Manual
2.1 PBX Integration Features
2.1.1 Integration Types
Description
In order for the VPS to function, it must be integrated with the PBX it serves. The type of integration
that is used determines how voice (caller messages, VPS prompts, etc.) and data (extension status,
button presses, etc.) are sent between the VPS and the PBX.
Depending on the model and/or the software version of the connected PBX, you may not be able to
utilize some of the features. For more information, call National Parts Center at 1-800-833-9626.
DPT Integration
When the VPS and PBX use DPT Integration, voices and data are sent digitally. DPT Integration
provides certain VPS features which are not available with analogue integration (i.e., Inband
Integration), including:
– Auto Configuration
– Automatic Log-in
– Caller ID Call Routing
– Caller ID Screening
– DID Call Routing *
– Caller Name Announcement (System/Personal)
– Intercom Paging
– Live Call Screening
– Personal Greeting for Caller ID
– Service Mode (PBX Control Mode)
– Trunk Service (Universal Port)
– Remote Call Forwarding Set *
– Time Synchronization with PBX *
– Timed Reminder Setting *
–Two-wayRecord
–Two-wayTransfer
* available for DPT Integration only
APT Integration (KX-TVA50 only)
When the VPS and PBX use APT Integration, voices are sent using analogue technology, and data
is sent digitally. APT Integration provides certain VPS features which are not available with analogue
integration (i.e., Inband Integration), including:
– Auto Configuration
– Automatic Log-in (except DID setting)
– Caller ID Call Routing
– Caller ID Screening
– Caller Name Announcement (System/Personal)
– Intercom Paging
– Live Call Screening

2.1 PBX Integration Features
Feature Manual 13
– Personal Greeting for Caller ID
– Service Mode (PBX Control Mode)
– Trunk Service (Universal Port)
– Two-way Record
–Two-wayTransfer
– Toll Saver
Inband Integration (KX-TVA50 only)
When the VPS and PBX use Inband Integration, voices are sent using analogue technology and data
is sent to the VPS through the use of standard audio signals, such as DTMF tones, busy signals,
ringback tones, etc.

2.2 System Features
14 Feature Manual
2.2 System Features
2.2.1 Alternate Extension Group
Description
A group of extensions that require a different call transfer sequence than other extensions and are
therefore placed into a separate group.
Programming Manual References
"Alternate Extension" in 2.4.3 Parameters
2.2.2 Auto Forwarding
Description
Moves or copies unplayed messages from one mailbox to another after a specified period of time has
passed. This feature is only available when "Yes" is set for "Active" in "2.1.6 Auto Forwarding" in
Mailbox Settings. A message can be forwarded up to 9 times, and forwarding stops at the 9th
designated mailbox. Note that you cannot auto forward messages to the Mailbox Group, and
messages marked as "private" cannot be forwarded. Also, a message is never forwarded to the
original sender of the message.
Programming Manual References
2.1.6 Auto Forwarding

2.2 System Features
Feature Manual 15
2.2.3 Automated Attendant
Description
Allows you to direct incoming calls without the use of an operator. Callers can be redirected to the
desired extension in one of the following way: (1) dial extension numbers directly, (2) spell the name
of the desired party using the dial keys on their telephones (refer to 2.2.18 Dialing by Name), or (3)
listen to all subscriber names and select the desired extension (refer to 2.2.27 List All Names).
Automated Attendant (AA) answers incoming calls and redirects them to the desired extension based
on numbers dialed by callers.
When calls from extensions are transferred to other subscribers, "Transferring you to (name)." can be
heard by callers before the calls are transferred. This feature is not available when the name of called
party is not recorded.
The service can be programmed for Day, Night, Lunch, and Break time modes, and is available for
both Port and Trunk Services.
Callers will reach Automated Attendant Service when:
a) The Incoming Call Service of a trunk or port is set to "Automated Attendant" (refer
to"Incoming Call Service" in 2.3.1 Service Group in the Programming Manual).
b) The Service of Holiday Service is set to "Automated Attendant" (refer to"Service" in 2.4.2
Holiday Settings in the Programming Manual).
c) They press [#8] (Automated Attendant Service Access Command) during a call.
d) A Custom Service or Personal Custom Service option is set to transfer callers to Automated
Attendant Service (refer to 2.1.8 Personal Custom Service or 2.4.4 Custom Service in the
Programming Manual).
e) A subscriber transfers the caller to Automated Attendant Service.
Programming Manual References
"Automated Attendant" in 2.4.3 Parameters
2.2.4 Broadcasting Messages
Description
Allows the System Manager to deliver the same message to all VPS subscribers' mailboxes
simultaneously. Broadcast Messages have priority over other regular or urgent messages during
playback, but otherwise are treated like regular messages. They are not treated as "Urgent"
messages; if "Only Urgent Messages" is selected as the Notification Type in the Notification Schedule
setting, the Message Waiting Notification is not activated when a Broadcast Message is received.
Conditions
• This feature is only available to the System Manager.
Subscriber's Manual References
6.7 Delivering Messages

2.2 System Features
16 Feature Manual
2.2.5 Busy Coverage Mode
Description
Specifies how the VPS will handle calls to an operator when the line is busy. The Busy Coverage
options that are available include: Hold, No Answer Coverage, Call Waiting, and Disconnect
Message.
Programming Manual References
"Busy Coverage Mode" in 2.4.3 Parameters

2.2 System Features
Feature Manual 17
2.2.6 Call Services
Description
Include a series of both incoming and outgoing call services.
Incoming Call Services: Automated Attendant Service, Voice Mail Service, Interview Service,
Custom Service.
Outgoing Call Services: Message Waiting Notification and External Message Delivery.
Programming Manual References
"Call Service" in 2.3.1 Service Group
2.2.7 Call Transfer to Outside
Description
Enables the VPS to transfer a call to a trunk (CO line) from the following services:
–CustomService
– Call Transfer Service
– Personal Custom Service
– Caller ID Callback
Conditions
• This feature is not supported when the PBX cannot transfer incoming trunk (CO line) calls to a
trunk (CO line). The following PBXs do not support this feature:
– KX-TA624
– KX-TDA/KX-TAW series (MPR Version 1.1 or later is required.)
Programming Manual References
"Call Transfer to Outside" in 2.2.2 Personal Options
"Transfer to Outside" in 2.5.4 Parameters
Subscriber's Manual References
5.15 Assigning and Canceling Telephone Numbers for Call Transfer to Outside Line
6.3 Setting Class of Service (COS) Parameters

2.2 System Features
18 Feature Manual
2.2.8 Caller ID Call Routing (APT/DPT Integration Only)
Description
Allows the System Administrator to store a maximum of 200 telephone numbers and assign a specific
destination (extension, mailbox, Mailbox Group, or Custom Service) to each telephone number.
When Caller ID information is received that matches one of the stored telephone numbers, the call is
automatically directed to its destination. Calls that are "Private" (when the caller's number is not
received) and "Out of Area" (when the caller is calling from an area that does not support Caller ID)
can also be directed to a specific extension, mailbox or Custom Service.
Conditions
• The Company Greetings will not be played for callers when calls are routed by this feature.
Programming Manual References
2.4.1 Caller ID/DID/PIN Call Routing
2.2.9 Caller ID Screening (APT/DPT Integration Only)
Description
Allows the VPS to announce the name of the caller when transferring a call to an extension from a
preprogrammed caller (Ex. "You have a call from [name of caller]."). Caller names must be recorded
beforehand. Caller names can be recorded by each subscriber (Caller Name Announcement—
Personal) and for the entire VPS (Caller Name Announcement—System).
Conditions
• This feature is only available when "Yes" is set for "Caller ID Screen" in the Class of Service
(COS) settings.
• If the same telephone number is programmed for both the system and personal caller name
announcement, the VPS will announce the personal caller name.
Programming Manual References
"Caller ID Screen" in 2.2.2 Personal Options
Feature Manual References
2.2.10 Caller Name Announcement—Personal (APT/DPT Integration Only)
2.2.11 Caller Name Announcement—System (APT/DPT Integration Only)
Subscriber's Manual References
6.3 Setting Class of Service (COS) Parameters

2.2 System Features
Feature Manual 19
2.2.10 Caller Name Announcement—Personal (APT/DPT
Integration Only)
Description
Allows subscribers to store a maximum of 30 telephone numbers and record a caller name for each
telephone number. The caller name is announced when playing a message in their mailbox from one
of the preprogrammed callers, when the VPS directs a call to the subscriber from one of the
preprogrammed callers (Caller ID Screening), and when the VPS pages the subscriber by intercom
(Intercom Paging).
Conditions
• If the same telephone number is programmed for both the system and personal caller name
announcement, the VPS will announce the personal caller name.
Programming Manual References
"Number of CIDs for Caller Name Announcement" in 2.2.1 Class of Service
Subscriber's Manual References
5.11 Personal Caller Name Announcement
6.3 Setting Class of Service (COS) Parameters
2.2.11 Caller Name Announcement—System (APT/DPT
Integration Only)
Description
Allows the System Administrator to store a maximum of 200 telephone numbers and record a caller
name for each telephone number. The caller name is announced when playing a message in their
mailbox from one of the preprogrammed callers, when the VPS transfers a call to the subscriber from
one of the preprogrammed callers (Caller ID Screening), and when the VPS pages the subscriber by
intercom (Intercom Paging).
Conditions
• If the same telephone number is programmed for both the system and personal caller name
announcement, the VPS will announce the personal caller name.
Programming Manual References
2.5.3 System Caller Name Announcement
Subscriber's Manual References
6.3 Setting Class of Service (COS) Parameters

2.2 System Features
20 Feature Manual
7.6 Recording Messages
2.2.12 Class of Service (COS)
Description
Each mailbox is assigned a Class of Service (COS) that determines the set of services that are
available to its subscriber.
There are 64 classes. Mailboxes can be assigned to their own or to the same COS as needed. COS
No. 63 and 64 are assigned by default to the Message Manager and to the System Manager,
respectively. No other mailboxes can be assigned to COS No. 63 and 64.
Conditions
• The System Administrator (using a PC) and the System Manager (using a telephone) can
change COS assignments.
Programming Manual References
2.2 Class of Service
Subscriber's Manual References
6.2 Setting Up Mailboxes
6.3 Setting Class of Service (COS) Parameters