Vodavi TalkPath User manual

Copyright © 1997 VODAVI Communications Systems, Inc.
All Rights Reserved
This material is copyrighted by VODAVI Communications Systems, Inc.
Any unauthorized reproductions, use or disclosure of this material, or any
part thereof, is strictly prohibited and is a violation of the Copyright Laws of
the United States (17 U.S.C. Section 101 et. seq.).
VODAVI Communications Systems Inc. reserves the right to make changes
in specifications at any time and without notice. The information furnished
by VODAVI Communications Systems, Inc. in this material is believed to be
accurate and reliable, but is not warranted to be true in all cases.
infinite is a trademark of VODAVI Communications Systems
TalkPath™ is a trademark of VODAVI Communications Systems
Printed In United States Of America

1
INTRODUCTION
The infinite TalkPath™ is a powerful tool for telephone
automation. With it, you can:
• Receive voice messages.
• Send voice messages.
• Forward messages to a paging device or out-
side number.
• Record a personal greeting.
• Verify the date and time a message was sent.
• Screen incoming calls.
• Activate voice menus when you are away from
your desk.
• Be notified of an important message anytime,
anyplace.
• Allow a calling party to wait on hold.
This guide is designed to show you how to use the
infinite TalkPath™ system features. The guide
presents:
• The features and their functions.
• How to access features.
• How to change feature settings.
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Voice prompts guide you through the operation of all
the features. In fact, the infinite TalkPath™ is so easy
to use that you almost do not need this manual. How-
ever, by taking the time to read it, you get the most out
of the product.
However, for purposes of understanding the operation
of the system and its full potential, assume that all
features have been activated.
Some Basics
A menu is a group of features or selections. The
features can be accessed by pressing [0-9, ✳, or #] from
the dialpad of any push button telephone. Menus are
connected in what we call a tree structure, where
general topics are broken into more specific areas. For
example, “Press [1] to retrieve messages. Press [2] to
send a message. Press [8] for personal options.” These
selections are general topics that deal with a number of
feature settings. If you select “personal options” you
hear the following: “Press [1] to edit greeting. Press
[2] to enter name...”.
NOTES
The system administrator may not have acti-
vated all the features described in this manual
and, therefore, some features may not be ac-
cessible.
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Special keys include the [✳] which replays the selec-
tions of the current menu, and [#] which takes you back
to the previous menu. (Use the [✳] at specific points
in the program to gain access to system features.)
As a new user, press the [✳] key often to replay the
menu choices. This way you quickly become familiar
with the system. However, experienced users may not
need to listen to the menu selections at all. The Type
Ahead feature overrides the voice prompts and allows
users to enter a string of keys that takes them directly
to where they want to be.
Getting Started
Before going further, gather the following information:
• The internal or phone number to access the
system.
• Your mailbox number.
• Your extension number.
• Initial security code.
Replays the current selections
Hang up or Disconnect.
Takes you to the previous menu.
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VOICE MESSAGING
The following illustration shows the menu structure for
Voice Messaging:
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System Access
1. Dial the internal extension or outside phone
number of the system.
2. Once connected, listen for a prompt similar to
the following, “You have reached the voice
mail center. Please enter the mailbox number
of the person you are trying to reach”.
3. Enter your mailbox number.
4. Next, press the [✳] key. This tells the system
that you want to access your mailbox. The
system respond with the password prompt,
“Please enter your password”.
5. If you are connected to a infinite phone sys-
tem, press the voice mail button (or dial the
Voice Mail pilot number). The first four steps
are performed automatically.
6. Enter your password. (Initially a number set
by the system administrator.)
The first time you access the system as a new user:
• Record your name as the owner of this mailbox.
• Change the security code.
• Record a personal greeting.
The System Administrator usually enables a First Time
Help Feature that guides you through the process of
recording your name, changing your password and
recording a greeting. The following pages in this "User
Guide" also describes these features.
NOTES
That the [✳] key is the default key set at the
factory and the system administrator may have
changed this.
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Whenever you access your mailbox the system plays a
message about the number of new messages, and then
the number of saved messages. For example, “You
have two new messages and three saved messages”.
After the message number prompt the menu provides
the following options:
The system uses a scheme called "smart prompts" to
eliminate unnecessary messages. If you have no mes-
sages, it leaves out the message number prompt and the
retrieve messages prompt.
Record Name
Recording your name provides a personalized identity
for your mailbox. For example, when a mailbox owner
leaves a message from their mailbox the owner hears
the following prompt, “Message will be sent to Your
Name.” The caller gets confirmation that the message
To retrieve messages.
To send a message.
For Extended Options.
For personal options.
To transfer to a mailbox or
extension.
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has been sent to the correct person. If a name is not
recorded the caller hears, “Message will be sent to
mailbox XXXX".
Once the name has been recorded you can:
To listen to the current name.
To record again.
When finished.
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Password
Change your password to keep messages confidential
and prevent unauthorized use of your mailbox. The
password can be changed as often as you like.
The password is a four digit number, unless set other-
wise by the system administrator. Select a code that is
easy to remember but is not obvious. For example, do
not use “5555". However, the last four digits of your
home telephone number might work well. If you forget
the code, the administrator can reset the mailbox.
Once set, change the security using the same procedure
as setting the original password.
Press from the main menu.
To edit a password. The system
plays the current password.
To keep the current password, or
enter a new password followed by a
[#] when finished.
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Greeting
The greeting is a personal message that callers hear
when they dial a mailbox. The greeting usually tells the
caller that you are not available, when you can be
reached, and how to record a message. When you
record a greeting, try speaking at a natural pace, per-
haps just slightly faster than normal.
As a mailbox owner there are several greeting types
that you can record:
•Standard -Greeting that plays any time that
you are away from the phone or your phone is
busy.
•Temporary - Greeting plays only when it is
activated. It could be used for vacations, days
off, or sick days.
•Internal - That answers when fellow employ-
ees dial your extension. (Future)
•Busy - Answers calls only when you are on the
phone.
•Time Sensitive - The time periods are defined
by the system administrator. There are nine
possible time periods. Check with the admin-
istrator using these prompts.
An example of a typical or standard greeting might be,
“Hello, this is Roger Smith. I'm either on the phone or
out of the office. After the tone please leave your name,
number, and a detailed message. I'll return the call as
soon as possible."
When you have finished your message press any key
for more options or just hang up.”
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Instructing callers to “press any key” at the end of their
messages allows them to select from a number of
editing options:
To send.
To play the message.
To cancel the message.
To append to the message.
To re-record the message.
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To record a new Standard Greeting:
1. Access your Voice Mail.
If you do not record a personal message, the system
plays the following canned message, “At the tone,
record your message, then press any key to finish
recording or stay on the line and an operator will be
with you momentarily”.
For Personal Options.
To edit any greeting type.
To edit the standard greeting.
To listen to the current greeting.
To record the greeting
Record your message. Press any key when
finished recording.
Repeat the above steps until you are satisfied
with the greeting.
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Once the greeting has been recorded, you can:
Press [1] to hear it.
Press [2] to re-record.
Press [3] to erase it.
Press [#] to go back.
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Retrieving Messages
To retrieve messages:
1. Enter your mailbox number + [✳] + password.
2. Press [1] to retrieve a message. Message must
be deleted or saved.
When messages are retrieved, new messages are played
back before previously saved messages, and they are
played in the order they were received. The oldest
message is played first. The diagram below shows the
features available while you are reviewing the messag-
es. Features can be accessed at any time. It is not
necessary to wait until the end of the message.
Options available while and after listening to a
message:
After listening to a message, do one of the following:
• Delete the message.
• Save the message.
• Forward it to a mailbox.
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In most cases, you probably delete the message. If you
save it, be aware that the system automatically erases
messages after a period of time. This “time” is called
the retention period and is typically set to a week or so,
but ask the system administrator to be sure.
Forward - Allows you to pass the message along
to another mailbox owner. To use this feature you
must know the mailbox number of the person to
forward the message to. You may then forward the
message as is, or add your introductory comments
(preamble) to the message. These comments are
heard first by the person retrieving the message
followed by the forwarded message.
Reply - Use Reply to respond directly to the person
who left you the message without having to enter
a mailbox number. To use this feature, the message
must have been sent from another mailbox owner.
Date/Time - Gives the date and time that the
message was sent. The system automatically at-
taches this information to each message.
NOTES Even if a message is forwarded, it must be
either deleted or saved.
NOTES
If you hang up without doing a delete or save,
the messages are automatically saved in the
same state they were in when you accessed the
mailbox.
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Sending a Message
1. Enter your mailbox number + [✳] + password.
2. Press [2] to send a message.
3. Record your message after the tone. When
finished, press any key.
The following options are now available:
After you have finished recording and before you press
[1] to send the message, you are given the following
options:
You may want to practice by entering your own mail-
box number and sending yourself a message.
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Reply To Sender
1. Enter your mailbox number + [✳] + password.
2. Press [1] to retrieve messages.
3. Press [5] to reply to the message.
4. Prompt: “Reply will be send to either Mailbox
Name or Number”.
5. Press [#] to confirm or
Press [✳] to cancel.
6. After the tone, leave your message.
7. After recording, press any key to end record-
ing.
8. Press [1] to send the reply or use other send
options.
Reply to Sender allows the user to respond to a mailbox
message. infinite TalkPath™ automatically sends a
reply to the person whose message you are responding
to.
If you need to edit the message, press any key on the
telephone key pad instead of hanging up the phone to
send the message. infinite TalkPath™ has the follow-
ing options:
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Mailbox State
The mailbox State determines how the system handles
a call when someone tries to leave a message. Usually,
this means playing the called party's personal greeting
and then prompting the caller to leave a message.
However, several other feature selections allow the call
to be handled differently:
1. Enter your mailbox number + password.
2. Press [8] for Personal Options.
3. Press [8] for Other options.
4. Press [2] for state. The system plays the cur-
rent state and options.
5. Select the State.
The following selections are available for the State
menu and a description of what they are used for:
•Turn Greeting Off - disables the mailbox
greeting. The caller only hears the tone to
begin recording. The system provides this op-
tion only if "Turn Greeting On." is active.
•Turn Greeting On - enables the mailbox
greeting. Callers hear a complete greeting. The
system provides this option only if "Turn
Greeting Off." is active.
•Forward to a mailbox - transfers the call to
another mailbox instead of this one. For exam-
ple, in the evening a sales department might
want messages left in a generic mailbox with
common password access.
NOTES
These messages are "smart prompts" and the
system only plays the prompts available to the
user based on current state and system admin-
istrator settings.
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