Vodavi MiniVoice User manual

Voice Mail Processing System
System Administrator / User Manual
P/N: 750-00 May 2001 - Issue 1.0

Copyright © 2001 VODAVI Technology, Inc.
All Rights Reserved
This material is copyrighted by VODAVI Technology, 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 reserves the right to make changes in specifications at any time and without notice. The
information furnished by VODAVI in this material is believed to be accurate and reliable, but is not
warranted to be true in all cases.
FCC INFORMATION:
» FCC part 68 ID is: 4U9USA-36143-VM-T
» Ringer Equivalence = 0.7B
mlj/2001
Issue Release Date Description
1.0 5-01 Initial Release
LIFE SUPPORT APPLICATIONS POLICY
VODAVI Technology, Inc. products are not authorized for and should not
be used within Life Support applications. Life Support systems are
equipment intended to support or sustain life and whose failure to
perform when properly used in accordance with instructions provided
can be reasonably expected to result in significant personal injury or
death.
VODAVI Technology, Inc. warranty is limited to replacement of defective
components and does not cover injury to persons or property or other
consequential damages.

Introduction .................................................................................................................................1-3
System Capabilities ........................................................................................................1-3
Basic Features ...................................................................................................................1-3
Installing the Voice Mail System ...........................................................................................1-7
Box Contents .....................................................................................................................1-7
Connections ......................................................................................................................1-7
Installing the Memory Expansion Board .................................................................1-8
Specifications ....................................................................................................................1-8
Voice Mail Integration Programming ......................................................................1-10
DHS and DHS-E .........................................................................................................1-10
Other Vodavi Systems ............................................................................................1-12
MiniVoice Programming Devices .........................................................................................1-14
Programming System Functions Via Telephone ............................................................1-16
Administrator Options ...........................................................................................1-17
Programming System Functions Via Computer .............................................................1-29
PC Accessibility ................................................................................................................1-29
Navigating in the System .............................................................................................1-30
Menu Option Screens ....................................................................................................1-31
Signing On ..................................................................................................................1-31
Programming Menus ..............................................................................................1-32
Open and Close Schedule .....................................................................................1-33
System Numbering Plan ........................................................................................1-34
Invalid Digits ..............................................................................................................1-39
Auto Attendant Configuration ............................................................................1-40
System Clock Adjustments ...................................................................................1-42
Version Number ........................................................................................................1-43
Set System Password ..............................................................................................1-44
Mailbox Assignment ...............................................................................................1-45
Class of Service ..........................................................................................................1-49
Recording Time Left ................................................................................................1-50
PBX Integration .........................................................................................................1-51
System Initialization ................................................................................................1-56
Messages Waiting Display ....................................................................................1-57
Debug Information Screen ...................................................................................1-57
Contents

ii May2001
Voice Prompts .............................................................................................................................1-58
Operating System Features ....................................................................................................2-3
How to Use the Voice Mail System ...........................................................................2-3
[*]Key ............................................................................................................................2-3
[#] Key ...........................................................................................................................2-3
Getting Started .................................................................................................................2-4
Setting Up Your Mailbox .......................................................................................2-4
Accessing Your Mailbox .........................................................................................2-4
Disconnecting from the System .........................................................................2-5
Message Options .............................................................................................................2-5
Review Your Messages ...........................................................................................2-5
Send a Message ........................................................................................................2-9
Mailbox Greeting Options ............................................................................................2-9
Changing Your Mailbox Greeting ......................................................................2-9
Reviewing Your Mailbox Greeting .....................................................................2-10
Deleting Your Mailbox Greeting .........................................................................2-10
Recording Your Name ............................................................................................2-10
Reviewing Your Name ............................................................................................2-11
Deleting Your Name ...............................................................................................2-11
Recording Your Temporary Greeting ...............................................................2-11
Reviewing Your Temporary Greeting ...............................................................2-11
Deleting Your Temporary Greeting ...................................................................2-12
Passwords ..........................................................................................................................2-12
Changing Your Password ......................................................................................2-12
Outcall Notification ........................................................................................................2-12
Turning Outcall On/Off ..........................................................................................2-12

1System Administrator
Guide
This chapter includes an introduction and a description of the MiniVoice
installation and system programming.

Introduction 1-3
Introduction
System Capabilities
The MiniVoice is a compact, high-performance, voice processing system. This
feature-rich system will give even the smallest businesses the image of a
much larger company. Productivity will increase because messages can be
recorded, replied to, or forwarded to the appropriate person when necessary.
Since nearly half of all telephone transactions require only one-way
communications, the voice mail function streamlines business
communication.
When a message is recorded, the voice mail system converts human speech
to digital data and stores it in flash-memory.
When the message is retrieved, the voice mail system converts the digital
data back to human speech.
When a user is unavailable and has forwarded their calls: the voice mail
system answers the telephone, takes messages, and stores the messages for
retrieval at a later time, from any location.
Basic Features
This single-company basic voice mail system provides the ability to:
Send copies of messages.
Send messages to multiple destinations.
Delete, reply, save, or skip a message.
Receive message information indicating the date, time, and sender
information, if available.
Change recorded name, personal greeting, and password.
Playback controls when sending or reviewing messages.
Record a temporary greeting.

1-4 Basic Features
4-Port System -- More than one person can use the voice mail system
features. Each port allows one user to access to the voice mail system. A port
is a path to the voice mail system. For example, up to four (4) users can be
recording or reviewing messages at the same time with a 4-port voice mail
system. Since not all users would be accessing the voice mail system at the
same time, many users can be supported.
Ease-of-Use -- The MiniVoice uses single digit commands, so there are no
complex commands to memorize. The system constantly prompts users for
the next action to be taken. Experienced users can interrupt prompts or even
skip ahead several steps, if they know the digit for the desired action.
Mailbox Functions -- By using a Touch-Tone telephone, you can receive or
send messages from any location through your voice mailbox. If you are busy
in your office or away on a business trip, customers, vendors, or other
employees can leave you detailed messages in your voice mailbox. Protected
by your password, these messages are completely confidential.

Basic Features 1-5
Table 1-1: Feature Comparison Chart
Features MiniVoice Dispatch/TalkPath
Analog Integration only ●
Analog/Digital Integration ●
Audiotext ●
Auto Attendant (Blind Transfers) ●●
Auto Attendant (Supervised Transfers) ●
Broadcast Messages to all Mailboxes ●
Call Screening ●
Class Of Service ●●
Company Directory ●
Confirmation on message delivery ●
Date and Time stamp on each message ●●
Deleted message recovery ●
Dial by Name ●
Disk storage ●
Distribution Lists ●
DTMF Admin Programming ●●
Fax detect ●
First time help (user tutorial) ●
Holiday greetings (automated) ●
LED indication for each port ●
Logs files ●
Mailboxes (maximum of 32) without Memory expansion ●
Mailboxes (maximum of 64) with memory expansion ●
Mailboxes (Unlimited) ●
Menu Routing – 5 menus ●

1-6 Basic Features
Menu Routing –Unlimited Menus ●
Message Cascading ●
Message Forwarding ●●
Message Options (urgent, Future, confirmation) ●
Message Wait light ●●
Multiple Greetings per Mailbox ●
Notification (Pager –18 digits only) ●
Notification (Pager –unlimited digits, if needed) ●
Password protection ●●
Park and Page ●
Personal Distribution List ●
Personal Operator ●
Port upgrades ●
Program interface –Communication program needed ●
Program interface - Windows ●
Reply to messages (with/without preamble) ●●
Reports ●
Storage (1.5 hours, with additional 3 hours available) ●
Storage (70 + Hours) ●
Timed Based Answering (open/close) ●
Timed Based Answering (chainable time controls up to 10) ●
Table 1-1: Feature Comparison Chart
Features MiniVoice Dispatch/TalkPath

Installing the Voice Mail System 1-7
Installing the Voice Mail System
This section describes how to install the MiniVoice and lists the system
specifications.
Box Contents
One MiniVoice
One 6’Null Modem Cable
One Power Adapter
Six Quick Reference Cards
One System Administrator / User Manual
Connections
The MiniVoice consists of two parts - the black case with a printed circuit
board and the plug-in power supply.
1. Mount the MiniVoice on a flat, dry wall surface.
2. Connect the transformer to a suitable 115-120V AC outlet.
3. Connect the line cords for the analog stations being connected to the
MiniVoice from left to right in the corresponding RJ-14 jack on the bottom
of the unit.
(Each jack is wired for two analog ports.)

1-8 Installing the Memory Expansion Board
Figure 1-1: RJ-14 Pin Connections
4. Cross-connect the source jacks for these ports to the desired station port
locations on the telephone system’s main distribution frame (MDF).
Installing the Memory Expansion Board
Refer to Figure 1-2: System Configuration Diagram to locate the proper
placement for the memory expansion board.
Specifications
This table lists the MiniVoice specifications.
You must power down the system before installing memory expansion.
Table 1-2: System Specifications
Part Number Memory Total Storage Mailboxes Total Messages
703-04 Basic MiniVoice 1.5 hours 32 450
730-03 Expansion Memory 3.0 hrs 4.5 hours 64 999
PORT 1 & 2 PORT 3 & 4 OPEN OPEN
Pins 1 & 4
to connect Port 2
Pins 2 & 3
to connect Port 1

Specifications 1-9
Figure 1-2: System Configuration Diagram
VM SYSTEM
Memory Expansion Board Location
1-2 3-4
Connect as required to analog ports.
Each connector is wired for 2 lines.
Base unit - ports 1-4 are active.
12V DC to
115V AC
RS-232 Connector
for Programming,
9600, N-8-1

1-10 Voice Mail Integration Programming
Voice Mail Integration Programming
DHS and DHS-E
Perform Steps 1-6 to configure the DHS with the MiniVoice system.
1. Enter System Programming as follows:
a. Connect the single line adapter box to the system (make note of the
extension numbers).
b. Enter programming mode: [FEAT] + [#] + [6] + [000000].
c. Press [SHOW].
2. Enter Stations as VM ports as follows:
a. Press [NEXT] to go to the station area. Press [SHOW].
b. Enter the first station number on the keypad to be included as a VM
port, then press [SHOW].
c. Press [NEXT] until the VM PORT entry is on the display.
d. Press [CHG] to mark VM PORT=Y.
e. Press [HOLD] to save the entry.
f. Repeat this procedure for all stations to be entered as VM ports.
g. Press [HOLD] twice to save the entries and exit to System
Programming.
3. Assign VM Type to a Station Hunt Group as follows:
a. Press [NEXT] until SYSTEM APPLICATION appears. Press [SHOW].
b. Press [SHOW] at the STATION HUNT GROUP entry.
c. Enter [1] on the keypad and press [SHOW].
d. Press [CHG] to mark the group as a VM type. Press [NEXT].
e. Press [SHOW] at the GROUP MEMBER entry.
f. Press [CHG], then enter the station number to be assigned in the group
and press [SAVE].
g. Repeat the procedure until all stations are entered in the group.
h. Press [HOLD] twice to save the entries and return to the STATION HUNT
GROUP screen.

Voice Mail Integration Programming 1-11
4. Change In-band digits in “Voice Mail”as follows:
a. Press [NEXT] to go to the Voice Mail screen.
b. Press [SHOW].
c. Press [CHG] at the ICM PREFIX entry.
d. Press [FEAT], then dial [70] + [#] and press [SAVE].
Press [NEXT] to go to the XFR PREFIX.
Press [CHG] at the VFR PREFIX entry.
Press [FEAT], then dial [70] + [6] and press [SAVE].
e. Press [NEXT] until DIS DGT appears.
f. Press [CHG], then press 666.
g. Press [SAVE], then press [HOLD] twice.
5. Change the Ring Scheme as follows:
a. Press [BACK] twice until “4 RESOURCE”appears.
b. Press [SHOW].
c. Press [CHG] until “Ring Scheme”reads 1, then press [CLEAR].
6. Assign VM Flexible Buttons at EACH Station as follows:
a. Press [FEAT] + [#] + [3].
b. Press flexible button to program.
c. Press [CHG] (soft key) + [FEAT] (soft key).
d. Press [FEAT] + [64]. Press [SAVE] (soft key).
e. Press [CLEAR] to exit programming.

1-12 Voice Mail Integration Programming
Other Vodavi Systems
Perform the following steps to configure Vodavi systems, other than the DHS,
with the MiniVoice system.
1. On the single line telephone ports that are to be assigned to the VM
group, disable the conference feature. Flash 50, XXX-XXX, Button #3,
where XXX-XXX are the SLT extension range numbers to be assigned to
the VM group.
2. Enter the VM group programming for VM group 1 (440). Flash 65,
Button #1. This button should be lit for Steps 3-4.
3. Enter the single line telephone ports into a VM group (440-447). Flash 65,
Button #12. Enter [1] to add or [0] to delete (FP3 or newer).
4. Enter the desired Leave and Retrieve Tables for the VM group. Flash 65,
Buttons #10 and #11. Program the Leave Table as Table 0 and the Retrieve
Table as Table 1.
Note that Steps 5 and 6 are accomplished in the Flash 66 programming field.
These steps should be completed by default.
5. Leave Table Programming:
a. Press Button #1 (Table 0).
b. Enter a [0] + [TRANS] + [6] on the keypad, where:
0 indicates a prefix digit.
The [TRANS] button represents a pause based on the system
pause timer.
The 6is used to activate a mailbox and prepare it to accept a new
message.
c. Press the [HOLD] button to update.

Voice Mail Integration Programming 1-13
6. Retrieve Table Programming:
a. Press Button #2 (Table 1).
b. Enter a [0] + [TRANS] + [#] on the keypad, where:
0 indicates a prefix digit.
The [TRANS] button represents a pause based on the system
pause timer.
# represents an owner on the VM system.
c. Press the [HOLD] button to update.
d. Press Button #2 (Table 1).
e. Enter [1].
f. Press the[HOLD]buttontoupdate(whenyouupdate,thisfieldisblank).
7. Press Button #9 (disconnect table).
a. Enter [6666], where 6666 is the disconnect code used by the
MiniVoice.
b. Press the [HOLD] button to update.
8. Assign VM flexible buttons (440) on the stations. At each station perform
the following:
a. Press the [SPEED] button twice.
b. Press the desired flexible button to be programmed.
c. Dial [440] on the keypad.
d. Press the ON/OFF button.
Note that you can adjust the volume level on each SLT port by using the
volume up or down code. This provides additional control for both internal
and external calls into the voice mail system. For example, while using a
single line telephone and on a CO Line call, to increase volume: perform a
hook flash, then dial [638] + [8] followed by another hook flash. A
confirmation tone sounds.

1-14 MiniVoice Programming Devices
MiniVoice Programming Devices
MiniVoice programming is accomplished by using a touch-tone telephone
and a personal computer. Table 1-3 shows the categories of programming
that can be performed by each device.
Table 1-3: Programming Device Comparison
Administration Telephone Computer
Class of Service ●
Date and Time ●●
Debug ●
Free Sectors (message storage time remaining) ●
Invalid Digits ●
Mailbox Administration
Change Access Codes ●●
Add a Mailbox ●●
Delete a Mailbox ●●
Record a Mailbox Greeting ●
Reset Message Wait Indication ●●
Notification
Activate ●●
Edit Number ●
New Number ●
Numbering Plan ●
Open and Close Schedule ●
Operating Mode
Day ●●
Night ●●
Automatic ●●
Password (System) ●
PBX Integration (Telephone Type) ●●
PBX Integration parameters ●
Record Prompts ●
Review Prompts ●
Select System Greeting / per Port
Normal ●●
Night ●●
Temporary ●●
System Greeting
Review ●
Record ●
Delete ●
Version Number ●

MiniVoice Programming Devices 1-15
The following is the recommended sequence for programming the system to
perform basic operations. Perform programming in the order shown in
Table 1-4 starting at the top of the table and continuing to the bottom of the
table. This table illustrates the flow of programming; detailed programming
steps are contained in sections titled Programming System Functions Via
Computer and Programming System Functions Via Telephone.
Table 1-4: Basic Programming
Using Computer Programming
Programming Type Description
PBX Integration Select your telephone system from a list of possibilities. Example -
selection number 00 represents Vodavi telephone systems.
Open & Close Schedule Identify the hours of your business operation.
Number Plan Activate the numbers that will appear as menu selections.
Mail Box Assignment Identify mailbox and extension numbers.
Activate pager/beeper notification option.
Class of Service Verify COS settings.
Auto Attendant Config Verify Auto Attendant Configuration
Using Telephone Programming
Programming Type Description
DTMF Record system greeting (1- 9)

1-16 Programming System Functions Via Telephone
Programming System Functions Via Telephone
To access the System Administrator Mailbox:
1. Dial into voice mail.
2. When the system answers, dial [#] followed by the System Administrator
Mailbox number:
[#]+[0] = 2 digit mailbox system
[#]+[00] = 3 digit mailbox system
[#]+[000] = 4 digit mailbox system
The system will announce: “Mailbox 15-0”, which is the System
Administrator Mailbox number. This number does not conflict with
Mailbox 15 in a two-digit mailbox system.
3. When requested, enter the default System Administrator password
[9]+[#]+[56].
The System Administrator Mailbox menu plays to prompt you to select
one of the options listed below.
4. Select the appropriate button to select the desired option. Descriptions
of the options are provided on the next several pages.
To change the System Administrator password refer to “Mailbox
Administration” on page 1-18.
Press: [1] for system greetings
[2] for Mailbox Administration
[3] for Auto Attendant configuration
[4] to set date and time
[5] to set operating mode
[6] to select PBX integration
[7] to record a prompt
[8] to listen to a prompt