VoxBox Voice Announcer User manual

User Guide

Table of Contents
Installation and Programming Manual a
TABLE OF CONTENTS
1. INTRODUCTION .................................................................................................................1-1
1.1 FEATURES AND SERVICES ............................................................................................ 1-2
1.1.1 System Features .............................................................................................. 1-2
1.1.2 Automated Attendant Features........................................................................ 1-4
1.1.3 Voice Mail Features........................................................................................1-7
1.2 ABOUT THIS MANUAL.................................................................................................. 1-9
2. DESCRIPTION AND INSTALLATION............................................................................ 2-1
2.1 BASE SYSTEM .............................................................................................................. 2-2
2.2 PHYSICAL DESCRIPTION............................................................................................... 2-3
2.2.1 Side Panel........................................................................................................ 2-3
2.2.2 Front Panel ..................................................................................................... 2-4
2.3 INSTALLATION ............................................................................................................. 2-5
2.3.1 Unpacking ....................................................................................................... 2-5
2.3.2 Installing the Voice Mail................................................................................. 2-5
2.3.3 Expanding the System ..................................................................................... 2-8
3. DTMF PROGRAMMING.................................................................................................... 3-1
3.1 ENTERING AND EXITING THE PROGRAMMING MODE................................................... 3-1
3.2 FIRST TIME PROGRAMMING CHECKLIST ...................................................................... 3-2
3.3 DEFINING PBX PARAMETERS ...................................................................................... 3-3
3.4 SETTING THE TIME AND DATE ..................................................................................... 3-8
3.5 PROGRAMMING THE OPERATIONAL MODE .................................................................. 3-8
3.6 PROGRAMMING THE VOXBOX ................................................................................ 3-10
3.6.1 Creating Mailboxes....................................................................................... 3-10
3.6.2 Creating Mailbox Groups ............................................................................. 3-12
3.6.3 Notification.................................................................................................... 3-13
3.7 PROGRAMMING THE AUTOMATED ATTENDANT SCRIPT MENU ................................. 3-17
3.7.1 Recording Script Messages........................................................................... 3-17
3.7.2 Programming Script Messages ..................................................................... 3-18

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3.7.3 Directory Listing Programming.................................................................... 3-25
3.7.4 Reset Script Message Programming to Default............................................3-26
3.7.5 Supervised, Semi-Supervised and Non-Supervised Transfers ...................... 3-26
3.8 ADDITIONAL FEATURES ............................................................................................. 3-29
3.8.1 Changing Passwords..................................................................................... 3-29
3.8.2 Activate Force Reorganize............................................................................ 3-30
3.8.3 Changing the Day Light Saving Time Setting...............................................3-31
3.8.4 Changing the Operational Mode ..................................................................3-31
3.8.5 Playing A System Message............................................................................ 3-32
3.8.6 Playing All System Message.......................................................................... 3-32
3.8.7 System Message Setting................................................................................. 3-32
3.8.8 Listening to the Software Version Number ................................................... 3-33
3.8.9 Resetting the System...................................................................................... 3-33
3.8.10 Adjusting Recording Length.......................................................................... 3-33
4. PROGRAMMING BY COMPUTER ................................................................................. 4-1
4.1 CONNECTING THE VOXBOX TO THE COMPUTER ........................................................... 4-1
4.2 SYSTEM REQUIREMENTS.............................................................................................. 4-2
4.3 INSTALLING THE VUP.................................................................................................. 4-2
4.4 STARTING VUP............................................................................................................ 4-3
5. USER OPERATION INSTRUCTIONS ............................................................................. 5-1
5.1 INTRODUCTION ............................................................................................................ 5-1
5.2 USER’S MAIN MENU .................................................................................................... 5-1
5.3 RETRIEVE MESSAGE MENU ......................................................................................... 5-1
5.4 MAILBOX PARAMETERS............................................................................................... 5-2
5.4.1 Record Greeting .............................................................................................. 5-3
5.4.2 Record Name................................................................................................... 5-3
5.4.3 Directory Listing .............................................................................................5-4
5.4.4 Change Password............................................................................................ 5-4
5.4.5 Do Not Disturb (DND).................................................................................... 5-5
5.4.6 External Notification....................................................................................... 5-5

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Installation and Programming Manual c
5.4.7 Pager Notification........................................................................................... 5-6
5.4.8 Return to Previous Menu ................................................................................ 5-6
5.5 SEND MESSAGE............................................................................................................ 5-7
5.6 RETURN TO AUTO ATTENDANT ................................................................................... 5-7
5.7 QUICK REFERENCE GUIDE ........................................................................................... 5-8
6. PROGRAMMING THE IN-BAND DTMF PROTOCOL ................................................ 6-1
6.1 PROGRAMMING THE VOXBOX BY TELEPHONE ............................................................ 6-1
6.1.1 Defining an In-Band DTMF Code for an Event ............................................. 6-1
6.1.2 Selecting an Operation Type........................................................................... 6-3
6.1.3 Selecting a destination .................................................................................... 6-4
6.1.4 Defining the Time to Wait for the First DTMF Character ............................. 6-4
6.1.5 Defining the Time to Wait Between DTMF Characters.................................. 6-4
6.1.6 MATRA Support .............................................................................................. 6-5
6.2 SAMPLE PROGRAMMING .............................................................................................. 6-5
6.2.1 Working with the SIEMENS Hicom 150E OfficePBX..................................... 6-5
7. TROUBLESHOOTING ....................................................................................................... 7-1
APPENDIX A PROGRAMMING COMMANDS .................................................................... A-1
APPENDIX B PROGRAMMING FORMS............................................................................... B-1
APPENDIX C SYSTEM MESSAGES ....................................................................................... C-1
APPENDIX D SPECIFICATIONS ............................................................................................ D-1
APPENDIX E: PRE-INSTALLATION PROCEDURES ……………………………………E-1
APPENDIX F: INSTALLATION PROCEDURES …………………………………………..F-1
APPENDIX G: TESTING PROCEDURES ………………………………………………….G-1
APPENDIX H: INITIALISATION THROUGH VUP/VUJ ………………………………...H-1
APPENDIX I: RETURNS FORM ……………………………………………………………..I-1
APPENDIX J: CONTACTING OAK …………………………………………………………J-1

1. INTRODUCTION
The VoxBox is a small stand alone multilingual Voice Mail/Automated Attendant
system for organizations that have between eight and eighty employees. The
VoxBox incorporates state of the art technology, including DSP, flash memory and
SMT production.
Figure 1-1 General View
The VoxBox is available in two or four ports and with up to 128 mailboxes. It
provides up to 10 hours recording time.
Note: The VoxBox Lite is available in two ports and with up to 32 mailboxes only.
It provides 5 hours recording time.
The VoxBox can be integrated with most types of PBX’s through the analogue
ports or through the RS-232 serial port.
Installation and Programming Manual 1-1

Introduction
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The system administrator can be programmed by the computer using a voice mail
utility program or by touch-tone telephone.
Installing the VoxBox is quick and easy. Just mount it on a wall next to the PBX
and connect it to the SLT interfaces and to the main power supply with an external
power adapter.
The VoxBox is ready for use immediately after the system administrator completes
a short procedure that includes setting up integration parameters, mailboxes,
notification type, system schedules and opening greetings. Mailbox owners can
then set up their own personal mailbox parameters.
1.1 Features and Services
The VoxBox is a powerful voice mail system at an affordable price. It contains
most of the useful features and services provided by PC-based systems but at a
lower cost. The VoxBox’s features can be divided into three groups:
• System Administration
• Automated Attendant
• Voice Mail
1.1.1 System Features
• Configuration
The VoxBox is available with two ports and two and a half hours of recording
time. The system administrator can upgrade the VoxBox by:
− Adding a two port expansion card to the motherboard to provide four ports
− Inserting a memory card with two hours and thirty five minutes of storage
space to increase the total storage capacity to five hours and five minutes
− Inserting a memory card with five hours and ten minutes of storage space
to increase the total storage capacity to seven hours and forty minutes
Note: The VoxBox Lite cannot be upgraded to more memory, ports or mailboxes.

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Installation and Programming Manual 1-3
• Programming
The system administrator can program the VoxBox by:
− Touch-tone telephone using DTMF tones
− Computer using the Voice Mail Utility Program (VUP). The installer
should save the files containing the parameters set in each installation.
Note: The VoxBox Lite uses the VUJ, a software utility identical to the VUP,
however specifically adjusted to the VoxBox Lite’s configuration.
• Integration with your PBX
The system administrator can integrate the VoxBox with the PBX through:
− In-Band DTMF Protocol integration using DTMF strings. This type of
integration is achieved by setting up the communication parameters on the
PBX and the VoxBox, including answering a call, transfer, recall from
busy, recall from no answer, the notification parameters and more.
− Out-band integration through a serial port (RS-232) applying the PBX
parameters to the VoxBox. This type of integration must be developed
separately for each type of PBX.
• Loop Current Disconnection
Some PBXs have the capability, which enables them to notify the VoxBox
through the line interface when a call is terminated. When this situation is
detected by the Voice mail, the line is disconnected and the VoxBox is then
ready to receive another call.
• Message Notification
The VoxBox automatically notifies the mailbox owner of new messages in
different ways according to the system configuration. Notification may be local
(to a PBX extension) or remote (to a telephone at a remote location, a cellular
telephone or a pager).
• Security Passwords
The VoxBox supports three types of passwords, each with four digits:
− System Administrator. Gives access to all data stored in the VoxBox.
− Operator. Gives access to the operating modes of the system. The available
operating modes are: Day, Night, Holiday and Break.
− Mailbox. Gives access to individual mailboxes. Mailbox owners can
change the password at any time.

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• Line Monitor
The VoxBox sends all incoming DTMF codes to the VUP or VUJ, from all
the ports, simultaneously through the RS-232 cable. The line monitor is a
powerful tool to simplify the integration and installation of the VoxBox with
the PBX.
1.1.2 Automated Attendant Features
The VoxBox’s automated attendant answers incoming calls and through a series of
recorded menus and telephone directories, helps the callers reach the desired
extensions.
• Opening Greeting
The VoxBox plays a pre-recorded greeting to callers. The opening greeting
usually includes the organization’s name, how to reach an extension,
department or operator, how to switch languages, how to leave a message and
to access a directory.
During the greeting, callers can access a department by dialling a single digit,
dialling the extension number or holding for assistance.
• Operating Modes
Depending on the time and the system schedule, the VoxBox answers external
calls with one of four opening greetings:
− Day Mode
During normal business hours, the VoxBox answers calls with a pre-
recorded daytime greeting. The daytime greeting enables the caller to reach
a requested extension, mailbox, department, and directory or to switch
languages.
− Night Mode
During non-working hours, the VoxBox answers calls with a pre-recorded
night time greeting that enables the caller to leave a message in a requested
mailbox.
− Holiday Mode
During holidays, the VoxBox answers calls with a special greeting that
enables the caller to leave a message in a specific mailbox or in the
operator’s mailbox.
− Break Mode

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Installation and Programming Manual 1-5
The system administrator can program part of the day mode as break time.
During break time, the VoxBox answers calls with a special greeting that
enables the caller to leave a message in a specific mailbox or in the
operator’s mailbox.
• System Schedules (Auto-Mode)
If your organization has operating hours that vary from day to day, the system
administrator can define the daily operating schedules on a weekly basis,
including daytime, night time and break time hours. When the Auto mode is
activated, the VoxBox automatically switches between the day, night and break
modes according to the pre-defined schedule.
The operator can override the pre-defined system schedule and switch
manually to day, night, break, or holiday mode using a password.
• Holiday Schedules
The VoxBox switches automatically to Holiday mode on dates programmed as
holidays. During holidays the VoxBox answers calls with the special holiday
greeting.
• Fax Detection
If the VoxBox detects a fax tone (CNG) during the opening greeting, it
automatically transfers the call to the pre-defined fax extension.
• Directory Listing (Dial By Name)
The VoxBox can provide a list of mailbox owner names. The directory listing
enables calls to be transferred to all extensions configured within the list. A
caller can access the directory listing by following instructions during the
opening greeting.
In order to enable a directory listing call transfer, the mailbox owner must
record his name and a three-letter code. A caller can reach the proper extension
after dialling the respective code and verifying a correct extension according to
the mailbox owner’s name.
The system administrator enables two methods of directory listing: according
to the mailbox owners first or last name.

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• Call Transfer
The system administrator can program the VoxBox to detect the Call Progress
tone and DTMF signals sent by the PBX and transfer the calls to extensions in
one of the following modes:
− Non-Supervised. The VoxBox transfers the call immediately without
verifying the status of an extension.
− Supervised. The VoxBox checks for a busy or answer signal before
transferring the call to an extension.
− Semi-Supervised. The VoxBox only checks for a busy signal before
transferring the call to an extension.
• Multilingual Option
The VoxBox can operate in three languages simultaneously. The system
administrator can configure each mailbox to operate in one of the three selected
languages. The caller can select the language in which the system messages
(prompts) are played.
• Answering on the First Ring
To avoid delays, the system administrator can set up the VoxBox on each
individual port to answer incoming calls on the first ring.
• Script Menus
The VoxBox supports up to 39 script menus. A script menu is a recorded
announcement that can accept a digit entry (0-9) during playback. Based on the
digit entered, the VoxBox can take one of the following actions:
− Transfer the call to another script menu
− Transfer the call to another script menu and change the language
− Transfer the call to an extension or hunt group
− Transfer the call to a mailbox or a mailbox group
− Dial a strings of DTMF
− Retrieve messages from a mailbox
− Disconnect the line
− Leave a message
− Play the directory listing

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Installation and Programming Manual 1-7
− Record a call
1.1.3 Voice Mail Features
The VoxBox enables a caller to leave a message, recorded in his own voice, in any
mailbox. The mailbox owner can access his/her mailbox at any time from any
touch-tone telephone and listen to his/her messages. Mailbox owners can also
modify their own mailbox parameters.
• Real/Virtual Mailboxes
The VoxBox supports up to 128 real and virtual mailboxes. A real mailbox has
a telephone extension, whereas a virtual mailbox does not.
• Personalized Mailboxes
Mailbox owners can personalize their mailboxes by recording a personal
greeting, assigning a personal password to the mailbox and setting optional
parameters.
• Personal Greeting
Mailbox owners can record or change personal greetings at any time from any
touch-tone telephone. Callers first hear the personal greeting of the extension
called and then they can leave a message.
• Day and Time Stamp
The system administrator can program the VoxBox to indicate the start of each
message and the day and time it was recorded.
• Message Deletion
Mailbox owners can manually delete messages or the system administrator can
program the VoxBox to automatically delete all messages after a specified
number of days.
• Message Forwarding
Mailbox owners can forward copies of messages to other mailboxes or mailbox
groups. Mailbox owners can also record an introduction to the forwarded
message.
• Message Reply
Mailbox owners can reply, directly, to a message and record a message in the
sender’s mailbox.
• Mailbox Groups

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A caller can send a message to all the members of a mailbox group at one time.
All defined mailboxes belong to the “All Group” mailbox group. In addition,
the system administrator can create up to four mailbox groups, each containing
up to twenty mailboxes. Mailboxes can belong to more than one group and can
be added to or deleted from a mailbox group by the system administrator. Each
mailbox group can be assigned with a mailbox group greeting.
• Do Not Disturb Mode
Mailbox owners can set their mailboxes in the Regular Mode or Do Not
Disturb Mode. When a caller dials a Do Not Disturb extension using the
Automated Attendant menus, the VoxBox plays a special “Do Not Disturb”
menu and does not transfer the call to the extension.
• Individual Language Selection
The mailbox owner or caller can select one of the languages supported by the
VoxBox. When the mailbox owner or caller enters the mailbox, the VoxBox
automatically switches to the selected language.
• Adjustable Recording Length
The system administrator can select the length of all recorded messages in the
VoxBox. The selected length will control the following types of messages:
scripts, greetings, names and incoming messages. Changing this parameter will
affect the operation VoxBox.
• Automatic Gain Control (AGC)
When this feature is enabled, the VoxBox automatically adjusts the line
volume so incoming messages will be recorded at the same level.

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1.2 About this Manual
This manual presents information needed to install, program and maintain the
VoxBox. It is divided into the following sections:
1. INTRODUCTION
Introduces the VoxBox and lists its features.
2. DESCRIPTION AND INSTALLATION
Provides a functional description of the VoxBox and installation instructions.
3. DTMF PROGRAMMING
Describes how to program the VoxBox from any DTMF telephone.
4. PROGRAMMING BY COMPUTER
Describes the installation and basic operational concepts of the Voice Mail
Utility Program (VUP and VUJ).
5. USER OPERATING INSTRUCTIONS
Explains how to program and use a mailbox.
6. PROGRAMMING THE IN-BAND PROTOCOL
Describes how to program the VoxBox to detect the In-Band DTMF protocol
sent by the PBX.
7. TROUBLESHOOTING
Presents answers to commonly asked questions on operating the VoxBox.
APPENDIX A
Summarizes the programming commands.
APPENDIX B
Contains the DTMF programming forms.
APPENDIX C
Lists the system messages.
APPENDIX D
Lists the system specifications.
APPENDIX E
Pre-installation procedures.
APPENDIX F
Installation procedures.
APPENDIX G
Testing procedures.

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APPENDIX H
Initialisation through the VUP/VUJ.
APPENDIX I
Returns form.
APPENDIX J
Contacting Oak.

Installation and Programming Manual 2-1
2. DESCRIPTION AND INSTALLATION
The VoxBox is a digital system consisting of a:
• Sophisticated DSP voice-processing device
• Flash memory for storing voice recording and parameter data
• Central Processing VoxBox
• Two or four ports (two ports only in VoxBox Lite)
• Real-time clock
The VoxBox provides two major services:
• Automated Attendant
Uses menus and sub-menus to transfer calls to specific departments, extensions
or mailboxes.
• Voice Mail
Receives and delivers messages. Each mailbox has its own number and
mailbox owners have passwords enabling them access to their mailboxes.
Messages can be saved, deleted or transferred to other mailboxes. Mailbox
owners can also send identical messages to groups of mailboxes or to all the
mailboxes in the system.
By configuring the following, the VoxBox’s Automated Attendant and Voice Mail
System can be customized to suit the needs of the company:
• PBX parameters
• Automated Attendant script menus and customized “Busy”, “No Answer” and
“Do Not Disturb” menus in up to three different languages simultaneously.
• Voice Mail features include: mailboxes, mailbox groups and various types of
message notifications for each mailbox

Description and Installation
2.1 The Basic System
The VoxBox comes with two lines and 10 hours recording time.
You can upgrade the VoxBox by:
• Adding a two line expansion card to the motherboard to provide four lines
10 hours recordin
g
time
Figure 2-1 Options for Upgrading the Basic System
Note: The VoxBox Lite cannot be upgraded to more memory, ports or mailboxes.
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Description and Installation
2.2 Physical Description
The functional components of the VoxBox are located under the side panel cover.
The LEDs are on the left side of the front panel. The bottom panel has two
indented holes for wall mounting.
Figure 2-2 General View of the VoxBox after Removing the Cover
2.2.1 Side Panel
Figure 2-3 Side Panel
The numbered items in the following description correspond to the labels in
Figure 2-3.
1. Power Supply Connector Connects the VoxBox to the external power supply
2. RS-232 Connector Connects the VoxBox to the PBX or a PC
3. 2 RJ-11 Sockets Connects the VoxBox to 2 or 4 PBX extensions
Installation and Programming Manual 2-3

Description and Installation
2.2.2 Front Panel
Figure 2-4 LEDs on the Front Panel
The following table describes the function of the four LEDS on the front panel.
STATUS DAY NIGHT HOLIDAY AUTO
Day Mode: Manual On Off Off Off
Night Mode: Manual Off On Off Off
Holiday Mode: Manual Off Off On Off
Break Mode: Manual On On Off Off
Day Mode: Auto On Off Off On
Night Mode: Auto Off On Off On
Break Mode: Auto On On Off On
System Error1Off Flashing Off Off
System Error1Flashing Flashing Flashing Flashing
System Error1Flashing Flashing Flashing Off
Automatic Self-Test On On On On
1Please contact your local dealer.
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