Telrad Integrated Multi-Application Generator User manual

Integrated Multi-Application Generator
User guide
for All Types of Telephone Sets
76-110-0893/B Issue 1

76-110-0893/B, Issue 1
User Guide
for All Types of Telephone Sets
Telrad Connegy, Inc.,
Woodbury, New York

76-110-0893/B, Issue 1
Telrad Connegy Inc.,
Woodbury, New York
Printed in Israel

NOTICE
This publication refers to emaGEN, Telrad Connegy
Integrated Multi Application Generator, Release 1.0,
connected to Telrad UNITe 128, 400, and 1000
exchanges, Release SB7/DB7/LB7, as of May 2003.
Telrad Connegy, Inc. reserves the right to modify the
equipment and software described herein without prior
notice. However, changes made to the equipment or
software described herein do not necessarily render
this publication invalid.
© 2002 Telrad Connegy, Inc.,
Woodbury, New York

iii
CONTENTS
WHAT IS emaGEN? . . . . . . . . . . . . . . . . . . . . . . . . . . . .1
BASIC CONCEPTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2
WHAT IS A MAILBOX? ...........................................2
MENUS ...................................................................2
YOUR PASSWORD ................................................3
TYPOGRAPHIC CONVENTIONS ...........................3
WHAT CAN YOU DO WITH emaGEN ....................3
ACCESSING emaGEN . . . . . . . . . . . . . . . . . . . . . . . . . .5
GETTING STARTED
WITH YOUR MAILBOX . . . . . . . . . . . . . . . . . . . . .7
ENTERING YOUR MAILBOX .................................7
RECORDING YOUR NAME
AND PERSONAL GREETINGS ..............................9
CHANGING YOUR PASSWORD .........................11
LEAVING MESSAGES . . . . . . . . . . . . . . . . . . . . . . . . .12
LEAVING ORDINARY MESSAGES .....................12
LEAVING SPECIAL TYPES OF MESSAGES ......15
MANAGING FUTURE DELIVERY MESSAGES ...17
LEAVING A MESSAGE FOR A GROUP LIST ......18
RECEIVING MESSAGES . . . . . . . . . . . . . . . . . . . . . . .22
LISTENING TO YOUR MESSAGES .....................22
CHANGING A SAVED MESSAGE TO A NEW
MESSAGE ............................................................25
DETERMINING WHO A MESSAGE IS FROM
AND WHEN YOU RECEIVED IT ..........................25
RECOVERING A MESSAGE
THAT YOU HAVE DELETED ................................26
REPLYING TO A MESSAGE ................................26

iv
COPYING OR TRANSFERRING A MESSAGE
TO ANOTHER MAILBOX ......................................28
CARBON COPYING OR CARBON SENDING A
MESSAGE TO ANOTHER MAILBOX ...................30
MESSAGE ANNOTATION --
ADDING YOUR OWN COMMENTS .....................32
INDEXING YOUR MESSAGES . . . . . . . . . . . . . . . . . . .36
TRANSFERRING CALLS TO YOUR MAILBOX . . . . .39
PROGRAMMED INTERVIEW . . . . . . . . . . . . . . . . . . . .40
FOREIGN LANGUAGE
ANNOUNCEMENTS . . . . . . . . . . . . . . . . . . . . . . .42
ADVANCED emaGEN
SUBSCRIBER FEATURES . . . . . . . . . . . . . . . . .43
GROUP LISTS ......................................................43
TO ADD MEMBERS TO A LIST ...........................45
TO LIST THE MEMBERS OF A GROUP ..............46
emaGEN AT A GLANCE . . . . . . . . . . . . . . . . . . . . . . .47

User Guide for all telephone sets 1
WHAT IS emaGEN?
emaGEN is the UNITe system’s application generator,
incorporating an electronic voice mail system. It provides
you with an easy, fast and dependable way to communi-
cate with people inside and outside your organization.
• For outside callers dialing in to your organization,
emaGEN plays a recorded announcement that offers
assistance in reaching the person with whom they want
to speak, and provides options for proceeding if that
person is subsequently unavailable.
• For you, as an emaGEN subscriber, the wide variety of
emaGEN features provides you with the flexibility you
need in managing your communications requirements,
such as handling incoming calls, and leaving and
receiving messages. This manual provides you with an
explanation of these features, together with step-by-
step instructions for operating the emaGEN functions.

2 User Guide for all telephone sets
BASIC CONCEPTS
WHAT IS A MAILBOX?
Every internal emaGEN user is assigned a mailbox for her
own personal use. This is where the recorded messages
you receive are stored.
Each mailbox has a unique number (up to six digits). Your
mailbox number is usually the same as your extension
number.
Once the system administrator has assigned a mailbox to
you, you personalize it by:
• obtaining a unique password from the system adminis-
trator (which you can change or cancel);
• recording your name in your mailbox;
• recording the personal greetings that you want your
callers to hear when you are unavailable or busy.
MENUS
A menu is a list of options. For example, upon entering the
system at your extension, you receive the emaGEN MAIN
Menu:
To leave a message [2]
To enter a mailbox [#]
To enter your mailbox [#][#]
To request extension number assistance [9]
To exit from emaGEN [*]

User Guide for all telephone sets 3
You make a selection from a menu by pressing the appro-
priate key. You may then receive another, different list of
options, depending upon your selection.
You do not have to listen to the entire recorded menu
before making your selection.
Your system may have been programmed with menus that
are slightly different from the ones in this manual. See your
system administrator for more information.
NOTE
After the menu recording is finished, you have five
seconds in which to make a selection from the
menu. If you do not make a selection within five
seconds, the previous menu appears or is played.
If again you do not make a choice within five sec-
onds, you exit emaGEN.
YOUR PASSWORD
Your mailbox has a unique password to make sure that no
one but you has access to the messages you receive. You
receive your password (of up to 12 digits) from the system
administrator.
TYPOGRAPHIC CONVENTIONS
In this guide the names of fixed buttons and dialpad but-
tons appear in bold type and within brackets, as in [SPKR]
or [2]. The names of menus are in all capital letters, as in
MAILBOX Menu.
WHAT CAN YOU DO WITH emaGEN
emaGEN enables you to perform the following functions:
• receive messages;
• view your message listing on screen;
• leave messages for other subscribers;
• leave messages for a group of subscribers;

4 User Guide for all telephone sets
• record your telephone conversations;
• screen incoming calls;
• store messages intended for future delivery;
• have a message time tag (date and time that a mes-
sage was sent) attached to incoming messages;
• attach an annotation to a message you are redirecting;
• receive confirmation when a message you have sent is
heard by the receiving party;
• tag messages as urgent and/or private;
• forward calls and/or messages to another destination;
• index saved messages for future retrieval;
• copy or transfer messages you have received to other
mailboxes;
• program Automated Attendant service for your mailbox.

User Guide for all telephone sets 5
ACCESSING emaGEN
The emaGEN External Main Menu (below) is played to
external callers dialing in to the emaGEN system. You can
access this menu from outside the system by dialing the
emaGEN telephone number, given to you by the system
administrator. You hear the following options:
If you are calling from inside the system, simply dial the
emaGEN access code, given to you by the system admin-
istrator.
NOTE
If you use a non-tone dial telephone to dial into the
emaGEN, the call is handled according to system
programming. Generally, the call is forwarded
directly to operator assistance. Refer to your sys-
tem administrator for details.
To call an extension Dial the extension no.
To leave a message Dial the mailbox number
To ask for extension assistance Dial [9]
To ask for operator assistance Dial [0]

6 User Guide for all telephone sets
If a caller from outside the system dials an extension that is
busy or doesn't answer, emaGEN responds with the follow-
ing options:
Your system may be programmed differently, and you may
not have the option of waiting for the extension, or you may
be prompted to leave a message immediately.
To wait for the extension Dial [1]
To leave a message Dial [2]
To reach the operator Dial [0]
To return to the previous menu Dial [*]

User Guide for all telephone sets 7
GETTING STARTED
WITH YOUR MAILBOX
ENTERING YOUR MAILBOX
You generally enter your mailbox from your own extension,
using the emaGEN access code that the system adminis-
trator has defined. However, you can also enter your mail-
box from any standard tone dial telephone. For example, if
you are at home and want to listen to the messages you
received at the office, you can dial the emaGEN telephone
number and then enter your mailbox.
To enter your mailbox from your own extension
1. Dial the emaGEN access code; you receive the internal
MAIN Menu:
2. Dial [#][#]; if you have any messages, you hear a
recorded announcement:
You have <number> new messages and <number>
saved messages, and are asked to enter your pass-
word.
To leave a message [2]
To enter a mailbox [#]
To enter your own mailbox [#][#]
To request extension number as-
sistance [9]
To exit from emaGEN [*]

8 User Guide for all telephone sets
3. Enter your password;
you receive the MAILBOX Menu.
*You hear this option only if there are deleted messages which may still
be recovered.
** You hear this option only if there are future delivery messages waiting
in your mailbox.
To enter your mailbox from another extension
within the system
1. Dial the emaGEN access code;
you receive the internal Main Menu (see above).
2. Dial [#] and your mailbox number;
you are asked to enter your password.
3. Enter your password;
you receive the MAILBOX Menu.
To enter your mailbox from a telephone outside
the system
1. Dial the emaGEN telephone number;
you receive the external MAIN Menu.
2. Dial [#] and your mailbox number;
you are asked to enter your password.
To view a list of your messages [9]
To listen to your new messages [1]
To record a group message [5]
To listen to your saved messages [6]
To leave a message for another mailbox [2]
To record personal greetings [3]
To set mailbox options [4]
To undelete messages [7] *
To review your future delivery
messages [8] **

User Guide for all telephone sets 9
3. Enter your password;
you receive the MAILBOX Menu.
RECORDING YOUR NAME
AND PERSONAL GREETINGS
You personalize your mailbox by recording your name and
your own personal greetings.
To record your name
1. Press [3] from the MAILBOX Menu;
you receive the PERSONAL GREETINGS Menu:
2. Press [3];
you receive the PERSONAL GREETINGS RECORD
Menu.
3. Press [5], and wait for the tone before saying your
name.
Unless your system is programmed differently, you
have one minute to finish recording. The system admin-
istrator may program the recording time to a greater
value, up to unlimited.
To record your mailbox greeting [1]
To record your personal busy greeting [2]
To record your name [3]
To record your special temporary greeting [4]
To record your internal mailbox greeting [5]
To record your hold greeting [6]
To playback the message [1]
To erase the existing message [3]
To record a new message [5]
To record a new message
with amplification [6]

10 User Guide for all telephone sets
4. When you finish recording, press [#];
you receive the END OF RECORD Menu:
5. Press [2], to save the recording of your name;
you return to the PERSONAL GREETINGS Menu.
NOTE
If you exit the END OF RECORD Menu without
pressing [2], your recording will not be effective.
To record your personal greetings
You record your various personal greetings in the same
way that you record your name. The only difference is that
you select [1], [2], [4], [5] or [6] from the PERSONAL
GREETINGS Menu in step 2 above, depending upon the
type of greeting you want to record. There is no other dif-
ference in the procedure.
• Callers hear your personal mailbox greeting when you
don't answer your ringing telephone, when it is in the
Do Not Disturb (DND) mode, or when you have not
recorded a busy greeting;
• Callers hear your busy greeting if they call while you
are using your telephone;
• Callers hear your special temporary greeting (for
example, while you are on vacation), until you erase it,
after which your mailbox reverts to your regular per-
sonal greeting.
• Callers from within the system hear your internal
To review your recorded message
[1]
To save your message [2]
To erase this message [3]
To add to this message [4]
To erase this message and
record
a new one
[5]