Vodavi PathFinder User manual

User Guide
Voice Processing System
Path Finder

User Guide
Voice Processing System
December, 2002 - Issue 4

I
Copyright © 2002 Vodavi Communications Systems, Inc.
All Rights Reserved
This material is copyrighted by Vodavi Communications Systems, Inc. Any
unauthorized use, reproduction, alteration, or disclosure of this material, or any
part thereof, is strictly prohibited without the express written permission of
Vodavi Communications Systems, Inc.
Vodavi Communications Systems, Inc. reserves the right to make changes to
this material at any time and without notice. The information provided by
Vodavi Communications Systems, Inc. in this manual is believed to be accurate
and reliable, but is not warranted to be true in all cases.
Printed in the United States of America seh/2002
Issue Release Date Changes
1 04-98 Initial Release
2 04-99 Heading and content changes have been made
for clarification and user readability.
3 06-01 The layout of this user guide was reformatted,
no changes to content have been made.
4 12-02 Mailbox options and Quick Reference diagrams
have been revised to reflect software changes.
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.

December, 2002 Contents - i
Contents
Getting Started ........................................................................... 1
Guidelines ................................................................................................. 1
Logging On ............................................................................................... 3
Integration .......................................................................................... 3
Log On Activities ............................................................................... 4
Personalizing Your Mailbox ................................................................ 5
Required Information ...................................................................... 5
First-Time Setup ................................................................................ 5
Retrieving Messages [1] ............................................................. 7
Voice Messages ....................................................................................... 9
Retrieving a Voice Message .......................................................... 9
Pager Messages ..................................................................................... 10
Retrieving a Pager Message ........................................................10
Facsimile Messages .............................................................................. 11
Retrieving a Facsimile Message .................................................11
Managing Messages ............................................................................ 12
Message Management Options ................................................12
Forwarding Messages ......................................................................... 13
Preambles ..........................................................................................13
Forwarding a Message ..................................................................13
Selecting a Destination .................................................................14
Replying To Messages ........................................................................ 15
Sending a Reply ...............................................................................15
Stamping Messages with Time & Date ......................................... 15
Listening to Time/Date Stamp ...................................................15
Message Guidelines .......................................................................16
Sending Messages [2] ............................................................... 16
Recording ................................................................................................ 18
Recording a Message ....................................................................18
Sending .................................................................................................... 18
Selecting a Destination .................................................................18
Send Options ....................................................................................19

Contents - ii December, 2002
Extended Options [6] ................................................................ 20
Extension Settings [1] ......................................................................... 21
Call Transfer Options .....................................................................21
Changing Extension Settings .....................................................21
Supervised Transfer Options ......................................................22
Personal Note Pad [2] .......................................................................... 23
Sample Scenario .............................................................................23
Setting Up a Group & Keyword/ID ...........................................24
Editing Group/ID Entries ..............................................................24
Personal Options [8] ................................................................. 25
Greeting [1] ............................................................................................. 27
Standard Greeting ..........................................................................27
Temporary Greeting ......................................................................27
Recording a Greeting ....................................................................27
Other Greetings ...............................................................................28
Password [2] ........................................................................................... 29
Password Selection ........................................................................29
Editing Your Password ..................................................................29
Mailbox Name [3] ................................................................................. 30
Editing Mailbox Name ..................................................................30
Delete Sent Messages [4] ................................................................... 30
Deleting a Sent Message .............................................................30
Other Options [8] .................................................................................. 31
Editing Other Options ...................................................................31
Notification Options ......................................................................33
Mailbox State ...................................................................................34
Personal Distribution Lists ...........................................................35
Guest Mailboxes ..............................................................................36

Guidelines 1
Getting Started
Getting Started
This section is intended to familiarize you with many of the basic
PathFinder features, provide a basic overview of voice mail and auto-
attendant fundamentals, and help you log on to and personalize your
own voice mailbox.
Guidelines
The information in this section provides a basic understanding of
PathFinder’s voice messaging and auto-attendant features.
Feature Explanation
Voice
Messaging
The terms Voice Messaging and Voice Mail are used
interchangeably in this manual.
These terms refer to activities such as sending and
retrieving messages and comprise much of your day-to-
day telephone communications.
Menus A Menu is a group of features or selections that can be
accessed by using the dial pad of any push-button
telephone.
Menus are constructed in a branching tree structure:
 Main menus offer general options.
 Subsequent menus offer more specific options.
Universal
Command Keys
Universal Command Keys include the [
. ],[#], and [9]
keys, which help you navigate through the PathFinder
menu structure.
Use these keys to control PathFinder menus:
[
. ] Replay the current menu options
[#] Return to the previous menu
[9] Terminate the call
These keys are also used at specific points to gain access
to certain features.

2Guidelines
Getting Started
Key-Ahead As you gain experience and become familiar with
PathFinder’s menus, you may not need to listen to all of
the menu selections to know what option you want to
select. Therefore PathFinder provides a Key-Ahead
feature.
This feature allows you to override the voice prompts and
enter a string of commands without having to wait for the
entire voice prompt to be played.
Password To log on to your voice mailbox, you will need the correct
Password.
Your System Administrator will provide you with the initial
password for your mailbox. You will change this password
when you personalize your mailbox.
Mailbox
Greeting
Your Mailbox Greeting is a voice recording that you
record using your own voice.
This recording is heard by callers when PathFinder routes a
call to your personal mailbox.
Mailbox
Name
Your mailbox is identified by your Mailbox Name, which is
a recording of you saying your own name.
If no mailbox name is recorded, PathFinder will refer to
your mailbox by its assigned number.
Desktop
Mailbox
Features
If you have access to the optional Desktop Call Control
module, you may be presented with additional mailbox
options not referenced in this book, such as: E-mail
Messages and Locator Rules.
Check with your System Administrator for software
availability, or refer to the Desktop User Guide for more
detailed information.
Feature Explanation

Logging On 3
Getting Started
Logging On
How you log on to PathFinder depends on whether or not you have
an integrated system.
Integration
Integration tells PathFinder whether or not you are calling from your
extension. This allows you to skip some of the steps normally needed
to log on. Ask the System Administrator whether or not your system is
integrated.
Once you determine whether your system is integrated, follow the
appropriate logon procedure as described.
Non-Integrated System
1. Press the voice mail key on your telephone, or dial PathFinder’s
internal extension. PathFinder’s main menu greeting will play. It
may be similar to the following: "Thank you for calling
A-Z Communications. Enter the mailbox number
of the person you are trying to reach".
2. Press the voice mail access key (as designated by your System
Administrator).
3. Enter your mailbox number, your mailbox greeting will play.
4. Press [
. ], the following prompt will play: “Please enter
your password”.
5. Enter your password.
Integrated System
1. Press the voice mail key on your telephone, or dial PathFinder’s
internal extension.
2. Enter your password when prompted to do so.
When you are trying to log on to PathFinder from an
outside telephone, the logon procedure is the same
whether you have an integrated system or a non-
integrated system. Refer to “To Log On From an Outside
Telephone:”on page 4 for more information.

4LoggingOn
Getting Started
To Log On From an Outside Telephone:
1. Dial PathFinder’s remote access telephone number. PathFinder’s
main menu greeting will play. It may be similar to the following:
"Thank you for calling A-Z Communications.
Please enter the mailbox number of the person
you are trying to reach".
2. Press the voice mail access key (as designated by your System
Administrator).
3. Enter your mailbox number. Your mailbox greeting will play.
4. Press [
. ]. The following prompt will play: “Enter password”.
5. Enter your password. You will then be able to access your
messages and/or mailbox options.
Log On Activities
Once you are logged on, PathFinder will tell you how many new
messages you have received since you last logged on to your
mailbox, and how many saved messages are currently in your
mailbox.
After hearing the number of messages …
you will be prompted with the main menu, from which you can press
[1] to retrieve your messages. Refer to “Retrieving Messages [1]”on
page 7 for more information.
If you have no messages …
PathFinder will prompt you to select one of the other main menu
options:
2 - send a message
8 - change personal options
6 - edit extended options
0 - transfer to a mailbox or extension

Personalizing Your Mailbox 5
Getting Started
Personalizing Your Mailbox
The first thing to do as a new user is to personalize your voice
mailbox.
Required Information
After logging on to PathFinder, you should record a personalized
greeting, record your mailbox name, and change the password. To
perform these tasks, you must have the following information:
PathFinder access telephone number: __________
PathFinder access extension: __________________
Your voice mailbox #: _______________________
Initial password: ___________________________
Your extension #: __________________________
If you do not have this information …contact your System
Administrator for assistance.
First-Time Setup
The first time you log on your voice mailbox, the PathFinder tutorial
will walk you through the steps needed to personalize your mailbox.
If the tutorial option has been disabled by your System Administrator,
you will still be able to personalize your mailbox without online
assistance. In three steps, you can record a personal greeting, record a
mailbox name, and edit your password.
Access Mailbox Using Tutorial
1. When prompted, record a mailbox name. This name is used when
callers are being transferred to your extension and when you
forward messages.
2. When prompted, record a Mailbox Greeting. This is the greeting
played for callers who reach your mailbox.
3. Edit your password. Refer to “Password Selection”on page 29 for
hints on selecting a password.

6 Personalizing Your Mailbox
Getting Started
4. Once these tutorial items have been completed, PathFinder will
tell you the number of new and saved messages in your mailbox.
You are now ready to start using your voice mailbox.
If you decide not to complete the tutorial at this time, the system
will start the tutorial the next time you access your mailbox.
Access Mailbox Without Tutorial
Listen to the voice prompts as you complete these steps:
1. Log on to your mailbox by dialing the PathFinder access number
and following the instructions. Refer to “Logging On”on page 3 for
more information. If you do not know the initial password,
contact your System Administrator.
2. After you hear the PathFinder main menu, press [8] to change
personal options.
3. Perform the following steps to record a greeting:
a. Press [1] to edit your mailbox greeting.
b. Press [1] to record the standard greeting.
c. Press [2] to record.
d. Listen for the beep, record your greeting, then press [#] to stop
recording.
e. Press [#] to return to the Personal Options menu.
4. From the Personal Options menu, edit your password as follows:
a. Press [2] to edit your password.
b. Enter your new password, then press [#]. Refer to “Password
Selection”on page 29 for hints on selecting a password.
c. Press [#] to return to the Personal Options menu.
5. From Personal Options menu, record mailbox name as follows:
a. Press [3] to edit your mailbox name.
b. Press [2] to record a mailbox name.
c. Listen for the beep, say your name, then press [#] to stop
recording.
d. Press [#] to return to the Personal Options menu.
You are now ready to begin using your voice mailbox …

Personalizing Your Mailbox 7
Retrieving Messages [1]
Retrieving Messages [1]
PathFinder manages a wide variety of messaging activities. Your
mailbox not only stores voice messages but can also be used to store
and retrieve other types of messages. For that reason, PathFinder
mailboxes are called “Universal Mailboxes.”
Message Types -- PathFinder will inform you of the number and type
of new and saved messages stored in your mailbox.
Messages can be any of the following types:
 Voice Messages
 Pager (Beeper) Messages
 Facsimile Messages
 E-Mail (with optional upgrades)
Playback Order -- When you retrieve messages, PathFinder will play
back all messages stored in your mailbox.
 Urgent messages are played back before new messages, and new
messages are played back before saved messages.
 The order that saved messages are played back is determined by
your System Administrator (usually …first in, first out).
Systems with telephone integration may use message
waiting lamps to notify you of new messages.

8 Personalizing Your Mailbox
Retrieving Messages [1]
To Access Retrieve Messages -- Press [1] at the PathFinder main
menu to hear the Retrieve Message options available.
Managing Messages**
[1] Replay [2] Save [3] Delete [4] Forward [5] Reply [8] Date Stamp During playback …press [
.
] [8]
Record Reply

** Managing Messages and
While Listening options can be accessed during message playback.
Message Type*
[1] Voice [2] Page [3] Fax
* This menu only plays
when more than one message type is present.
Extended Options
[1] Move to saved msgs [2] Pause [3] Skip [4] Slower [6] Faster [8] Softer [9] Louder
While Listening**
[6] Extended Options [7] Rewind [8] Fast Forward
Reply Options
[1] Send [2] Hear [3] Cancel [4] Re-record
1
Reply to Message
[#] Confirm [
.
]Cancel
After entering voice mailbox >>>
Record Preamble

Other Address
[
.
]Spell Name
[5] To System List [6] To Outside Number [7] To Personal List
Forward w/Preamble
[1] Continue [2] Hear Preamble [3] Cancel Preamble [4] Re-record Preamble
Enter Mbx or Grp List number, then press: [
.
]Other Address
[#] Confirm
Forward
[1] Forward As Is [3] Cancel Forward [4] Forward w/Preamble
RETRI EVE MESSAGES

Voice Messages 9
Retrieving Messages [1]
Voice Messages
Voice messages will be played in the following order:
1) Urgent 2) New 3) Saved
Retrieving a Voice Message
1. Log on to PathFinder (refer to “Logging On”on page 3).
2. Press [1] to retrieve messages.
3. Press [1] to retrieve voice messages.
While Listening -- PathFinder offers three useful message control
options that are active while listening to a voice message:
[6] = Extended Options
[7] = Rewind
[8] = Fast Forward
Extended Options -- Use these options to control how your
messages are played back. Press [6] while listening to a message to
hear the following extended message options:
Message Management -- Refer to “Managing Messages”on page 12
for more information on message management options once a
message has been selected.
Retrieval for a certain message type (e.g., voice
messages, facsimile messages, and so on) is only offered
if that type of message has been left in your mailbox.
[1] = Save Move to saved messages to play at a later time
[2] = Pause Put message temporarily on hold
[3] = Skip Proceed to next message
[4] = Slower Slow down message playback
[6] = Faster Speed up message playback
[8] = Softer Reduce message volume
[9] = Louder Increase message volume

10 Pager Messages
Retrieving Messages [1]
Pager Messages
In addition to voice messages, you may receive and store pager
messages in your mailbox.
 When someone leaves a pager message, PathFinder records the
numeric information.
 When you retrieve the pager message, PathFinder plays back the
phone number.
Notification -- You can set up PathFinder to call your paging
company you when you have new pager messages.
Depending on how your System Administrator configures your
implementation, you can be notified on your pager with either your
PathFinder mailbox number or the pager message itself.
Refer to “Notification Options”on page 33 for details on setting up
your mailbox for message notification through an outside number,
such as a pager.
Retrieving a Pager Message
1. Log on to PathFinder (refer to “Logging On”on page 3).
2. Press [1] to retrieve messages.
3. Press [2] to retrieve any pager messages you may have received.
When selected, the system will repeat the retrieve option
number.
Message Management -- Refer to “Managing Messages”on page 12
for more information on message management options once a
message has been selected.
The ability to receive pager messages is a COS (class of
service) option. Check with your System Administrator
to see if this option has been enabled in your COS.
This option is only available if you have received a pager
message.

Facsimile Messages 11
Retrieving Messages [1]
Facsimile Messages
Your voice mailbox can also be used to receive and store facsimile
transmissions. This feature can be useful for the following activities:
 Receiving confidential facsimiles
 Getting facsimiles while traveling or away from your telephone
 Passing identical facsimile information to other PathFinder users
You don’t have to worry about the facsimile getting lost or misplaced.
You can store facsimiles until you are ready to retrieve them.
Facsimile messages can be printed on any facsimile machine, making
it possible to retrieve a facsimile message from virtually any
telephone, anywhere.
Retrieving a Facsimile Message
1. Log on to PathFinder (refer to “Logging On”on page 3).
2. Press [1] to retrieve messages.
3. Press [3] to retrieve any facsimile messages you may have.
(If you have only facsimile messages, PathFinder will go directly to
the facsimile retrieval menu.)
4. If you have new facsimile messages, you will be able to select one
of the following actions:
The ability to receive facsimile messages is a COS
option. Check with your System Administrator to see if
this option has been enabled in your COS.
1] = Send all new facsimile messages
to a facsimile machine
Stores each sent facsimile as a
saved message
[#] = Retreive facsimile messages
one by one
Puts messages temporarily on
hold

12 Managing Messages
Retrieving Messages [1]
The following options will be available for each facsimile message
until you delete them from your mailbox:
[1] = Replay facsimile statistics
[2] = Save facsimile message
[3] = Delete facsimile message
[4] = Forward facsimile message
[5] = Send facsimile message to a facsimile machine
[6] = Skip message
Message Management -- Refer to “Managing Messages”on page 12
for more information on message management options once a
message has been selected.
Managing Messages
PathFinder offers several message management options that are
available during or after message playback.
Message Management Options
The following options are available while reviewing messages:
[1] = Replay the current message
[2] = Save the message
[3] = Delete the message
[4] = Forward the message to another mailbox
[5] = Reply to a voice message or send to a facsimile machine
[8] = Date stamp (hear message date and time)
After a message has been saved or deleted, the other
message options are no longer available for that
message.
To conserve the valuable space in your mailbox …
remove saved messages when no longer needed.

Forwarding Messages 13
Retrieving Messages [1]
Forwarding Messages
You can use PathFinder to pass voice, page, and/or fax messages to
other mailbox owners.
Preambles
You can forward a message as is, or you can attach your own
introductory comment (called a “preamble”) to the message. The
person to whom you forward the message will hear your preamble
before hearing the forwarded message.
If a message you are forwarding already contains a preamble from a
previous sender, you can either forward the message with the current
preamble or add a new preamble of your own.
Forwarding a Message
1. Log on to PathFinder (refer to “Logging On”on page 3).
2. Press [1] to retrieve messages.
3. Review a message.
4. Press [4] to forward the message.
5. Then select from the following forward options:
[1] = Forward message as is (including any preambles already
attached)
[3] = Cancel message forwarding
[4] = Attach your own preamble to the message (including any
preambles already attached, up to eight)
A message can be forwarded with a maximum of nine
preambles.

14 Forwarding Messages
Retrieving Messages [1]
If you elected to forward the message as is …proceed to “Selecting a
Destination”.
If you opted to attach your own preamble …perform these steps:
1. Record the preamble.
2. Then choose from the following options:
[1] = Continue
[2] = Hear preamble
[3] = Cancel preamble
[4] = Re-record preamble
3. After you finish editing a preamble, press [1] to continue.
Selecting a Destination
After adding any preambles, you must then select a destination.
PathFinder will allow you to forward a message either to a known
mailbox number or to another destination (a guest mailbox,
distribution list, outside number, or unknown mailbox number).
To forward a message to a known mailbox number:
Enter the mailbox number and press [#] to confirm the entry.
To forward a message to an unknown mailbox number, or to
select another type of address:
1. Press [
. ] and choose one of the following forward options:
[
. ] = Forward to a mailbox based on the spelling of the mailbox
owner’s name
[5] = Forward to a system list
[6] = Forward to an outside telephone number
[7] = Forward to a personal distribution list (refer to “Personal
Distribution Lists”on page 35)
2. After selecting the forwarding destination, press [#] to confirm.

Replying To Messages 15
Retrieving Messages [1]
Replying To Messages
Use the reply feature to respond directly to another PathFinder
mailbox owner who has left you a message. You do not have to enter
the original sender’s mailbox number when you send your reply.
If a response is not permitted, PathFinder will inform you that you
cannot reply to this type of message.
Sending a Reply
1. Log on to PathFinder (refer to “Logging On”on page 3).
2. Press [1] to retrieve messages.
3. Review a message.
4. Press [5] to reply to the message.
5. Press [#] to confirm the reply option (or [
. ] to cancel).
6. Record your reply, when finished, press any key to continue.
7. When prompted, select from the following options:
[1] = Send your reply and remain in PathFinder
[2] = Hear/Review your reply
[3] = Cancel the reply
[4] = Re-record your reply
Stamping Messages with Time & Date
PathFinder automatically attaches time and date information to each
new message. You can hear this information at any time while a
message is active (either during or after playback).
Listening to Time/Date Stamp
1. Log on to PathFinder (refer to “Logging On”on page 3).
2. Press [1] to retrieve messages.
3. Review a message.