BinTec El meg T484 User manual

Voicebox (Answering machine)

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elmeg T484

Inhaltsverzeichnis

Voicebox (Answering machine) ....................................1

Voicebox system performance features ........................................1

Connections to the Voicebox system ..........................................1

Number of Voiceboxes and free recording time for each Voicebox ........................2

Settings for a Voicebox ..................................................4

Using the Voicebox at a phone..............................................4

Logging of calls .......................................................5

Using a Voicebox at an assigned phone ........................................6

Procedure for entering the Voicebox menu ......................................6

Use from any internal telephone ............................................9

Remote control of Voicebox from an external phone ................................9

Configuring the Voicebox using a system phone ..................................10

Settings for the »Day« and »Night« modes ......................................12

General settings ......................................................13

Listen to messages ....................................................13

Quick Reference for Voicebox ....................................15

Voicebox (Answering machine)

A Voicebox (answering machine) is required when there are several subscribers or teams within the PABX system.

You can either let each subscriber or team have their own separate answering machine, or you can utilize the

Voicebox system (central answering machine) integrated into the PABX. Up to 8 individual Voiceboxes can be con-

figured (depending on the capacity of the Compact Flash Card used). A Voicebox in the PABX system is assigned to

the internal number for a subscriber or team (team number) for individual use by that subscriber or team for this

purpose. When Voiceboxes are activated calls for the subscriber or for the team are accepted automatically after a set

time. The caller then hears an announcement and can, depending on the set mode, leave a message.

You must use a Compact Flash Card in the PABX system in order to utilize the integrated Voicebox system.

Subscribers that have been assigned a Voicebox and configured using the Configurator can also edit calls by entering

the appropriate code.

It is not possible to configure the Voicebox for SIP-phones!

The following Voicebox operations can be easily and conveniently performed using the elmeg CS400xt ad elmeg

CS410 system telephones.These system telephones have a special menu for use with softkeys. If you already have one

of these system telephones you can load new telephone software (Firmware) Version 4.0, as described in the Operat-

ing Manual for the phone.

The Voicebox can not be used for inquiry calls. TAPI subscribers can only user their own Voicebox and not onesfrom

other subscribers.

If the Voicebox is used via the POTS module the recording time for each call is limited in accordance with the corresponding entry in the

Configurator. If the maximum time period is set, the recording time will be limited to 30 seconds.

Voicebox system performance features

·Use of the Voicebox is PIN-protected

·Up to 8 individual Voiceboxes (depending on capacity of Compact Flash Card being used)

·Central sign-off text for all Voiceboxes

·2 modes: »Voicebox« with recording, or »Announcement only« (Infobox)

·Time up to accepting of call can be configured

·Notification at the phones or system phones of new messages

·Use / Remote control of a Voicebox protected by means of an individual 4-place PIN

·Configuring the Voiceboxes through configuration, or via the system telephone

·Logging of calls

Connections to the Voicebox system

·Only one connection is possible at a time to the Voicebox.

·Up to two simultaneous connections can be made to the PABX Voicebox system.

·Connections to the Voicebox system include listening to announcements, messages or recordings, lea-

ving messages.

·Recording of calls, or remote control of a Voicebox.

·If the maximum number of connections to a Voicebox, or to the Voicebox system has been reached, furt-

her attempts will be refused, either with a negative acknowledgement signal or a busy signal.

·If a call for a subscriber or a team can not be transferred to a Voicebox for this reason, the call will conti-

nue to be signaled at the corresponding subscriber(s).

Voicebox system performance features Voicebox (Answering machine)

Number of Voiceboxes and free recording time for each Voicebox

The number of available Voiceboxes and the recording time available depend on the capacity of the Compact Flash

Card used in the system. The maximum number of Voiceboxes is defined in the table below, based on the capacity of

the Compact Flash Card. This number is specified in the PC configuration, but only when configured Voiceboxes are

active.

If you have configured fewer Voiceboxes than the maximum number, the available storage (recording) capacity is

distributed among these Voiceboxes. Around half of the total storage space is reserved for WAV files (melodies) that

are stored on the CF Card (with 16 MB ~8MB, with 512 MB ~256 MB). If the available storage capacity for the

Voicebox isexhausted, the caller will heara busy signal at the beginning of the announcement. Further recording and

a sign-off announcement are not possible.

The following illustration in the configuration for «Voicebox« shows examples of the number of available

Voiceboxes for a 64 MB (top) and a 1GB (bottom) Compact Flash Card. The screen mask for the Configurator shows

the number of Voiceboxes that can be set up for a particular configuration. Only subscriber 20 is given in the example

shown here; this subscriber can use the maximum recording time in this case. The table below shows the potential re-

cording time and number of possible Voiceboxes as a function of the capacity of the Compact Flash Card.

Number of Voiceboxes and free recording time for each Voicebox

Storage capacity Number of Voiceboxes Recording time per Voicebox in

minutes

8 MB none ---

16 MB 18

32 MB 116

32 MB 28

64 MB 132

64 MB 216

64 MB 310,7

64 MB 48

128 MB 164

128 MB 232

128 MB 321,3

128 MB 416

128 MB 512,8

128 MB 610,7

Voicebox (Answering machine) Number of Voiceboxes and free recording time for each Voicebox

Number of Voiceboxes and free recording time for each Voicebox

128 MB 79,1

128 MB 88

256 MB 164

256 MB 264

256 MB 342,7

256 MB 432

256 MB 526,5

256 MB 621,3

256 MB 718,3

256 MB 816

512 MB 164

512 MB 264

512 MB 364

512 MB 464

512 MB 551,2

512 MB 642,7

512 MB 736,6

512 MB 832

1 GB 164

1 GB 264

1 GB 364

1 GB 464

1 GB 564

1 GB 664

1 GB 764

1 GB 864

If you change the Compact Flash Card while the system is in operation the number of Voiceboxes will be adapted to

the capacity of the new card. For example, if you have configured the Voicebox system for a 128 MB card and then in-

stall a 64 MB card, the Voiceboxes that were configured last will be de-activated automatically. If you then install a

128 MB card again at a later time, the de-activated Voiceboxes will then be re-activated.

Up to 99 messages can be stored in each Voicebox (depending on the capacity of the Compact Flash Card being used).

Messages that are shorter than 2 seconds are not recorded. For example: A caller ends the call after the request signal

without actually leaving a message.

The Voicebox will be de-activated automatically if its recording time has been exhausted. The Voicebox can be re-ac-

tivated after messages have been listened to and deleted.

Compact Flash Cards with Microdrive are not supported.

Number of Voiceboxes and free recording time for each Voicebox Voicebox (Answering machine)

Settings for a Voicebox

Announcements and operating modes

An announcement text (greeting message) and information texts can be stored. These announcements are spoken

over the phone. In the mode »Record« a caller will hear the announcement text and can then leave a message after the

signal. The caller will hear the information text in the mode »Announcement only«. In this mode it is not possible to

leave a message.

As with the call modes for teams, a distinction is also made between a Day and Night mode for Voiceboxes. You can

define different settings (mode, time until call is accepted) for both modes. Switchover between the modes »Day«

and »Night« is made by entering a code on the phone, or is carried out automatically by a calendar function in the

PABX system.

In the default settings for the PABX system a greeting and sign-off text have already been stored in the PABX mem-

ory. These texts can not be changed through configuration. The sign-off announcement is always used for all

Voiceboxes when there is less than 10 seconds recording time available for a Voicebox.When the maximum recording time

is set, the busy signal is heard at the end of this period, and not a sign-off message.Operation

Own welcome texts or sign-off messages you record will overwrite the default recordings. When you delete your

own texts the system will automatically reload the factory default texts.

Operation

A Voicebox can be operated from any internal or external telephone. Operation is safeguarded by an individual

4-place PIN (initial (default) setting »0000«). Recording of announcements, listening to messages or changing set-

tings can only be carried out after entering this PIN. To operate a Voicebox from an external telephone (remote loca-

tion), the remote operation function for the Voicebox must first be enabled in the configuration.

Configuration

Voiceboxes are configured in the PC configuration program. You can make all necessary settings for Voiceboxes

with this program. By entering the appropriate codes at a telephone you can set the mode (Day / Night), record an-

nouncements/information texts, or listen to messages.

Using the Voicebox at a phone

Using the Voicebox at an internal phone

You can use the Voicebox either from an assigned, internal phone, or from any arbitrary internal phone. Once you

have set up the connection to the Voicebox you can listen to messages, conduct configuration or record announce-

ments / information texts. Use of all Voiceboxes is protected by individual PINs. Should you forget your PIN you can

reprogram it through PC configuration.

Activating / De-activating a Voicebox from an assigned telephone

You can activate or de-activate a Voicebox from an assigned telephone. A team Voicebox can be activated by any

team member using the team number. When a Voicebox is activated the system automatically checks whether an an-

nouncement or information text has been saved for the selected mode and whether more than 10 seconds recording

time is available for that Voicebox. An active Voicebox is de-activated automatically if there is less than 10 seconds

free recording time available for that Voicebox.

Voicebox (Answering machine) Settings for a Voicebox

Activating a subscriber Voicebox

b Lift up the handset of your phone. You will hear the internal dial tone.

Press the asterisk key (*) to activate the unit.

Press the number key (#) to de-activate the unit.

30# Dial this code. End input by pressing the number key (#).

q You will hear the positive acknowledgement signal.

aReplace the handset.

Activating a team Voicebox

b Lift up the handset of your phone. You will hear the internal dial tone.

Press the asterisk key for activating.

Press the hash key for deaxtivating.

30* Dial this code.

tEnter the team number.

#Confirm your entries by pressing the hash key.

q You will hear the positive acknowledgement signal.

aReplace the handset.

Logging of calls

An internal subscriber that has been allocated a Voicebox may record calls. The Voicebox does not have to be acti-

vated to record a call. Recording can not be performed if the recording time for a Voicebox is exhausted. In this case

the call is briefly disconnected and you will hear the negative acknowledgement signal.

A team Voicebox can not be used for recording.

Before recording a call let your calling partner know that you are activating the recording function so that he/she can

consent.

After you enter the code for recording a call the call will be recorded until:

·The code for ending of recording is entered.

·The call is ended by hanging up the handset.

·There is no longer any recording time available on the Voicebox.

Recording calls at an ISDN phone

gYou are conducting a call and wish to edit it.

tSwitch the phone to Keypad.

*33 Enter this code to begin recording.

The call will then be recorded.

#33 Enter this code to end current recording.

gContinue with your call.

Recording a call at an analog phone

gYou are conducting a call and would like to record it.

rPress the R key. You will hear the internal dial tone. The caller is on hold.

*33 Dial this code.

gContinue with your call. The call will now be recorded.

rPress the R key. You will hear the internal dial tone. The caller is on hold.

#33 Enter this code to end current recording.

gContinue with your call.

Recording is terminated automatically when you hang up the handset while recording a call.

Logging of calls Voicebox (Answering machine)

Using a Voicebox at an assigned phone

Notification of new message in Voicebox

When new messages are present on the Voicebox:

When the internal party hears the special dial tone for teams instead of the internal dial tone, you can

specify in the configurator, whether this tone is to be heard by just one team member or by the entire

team.

On analog devices, the subscriber hears a short signal tone, when a new message has been received.

When the call waiting tone has been enabled on system telephones the message will be signaled us-

ing this tone.

The »MWI« LED - if fitted - lights up. This setup is carried out in the configuration.

A special text or symbol will be shown on the display of the phone.

To receive these tones and displays »Voicebox MWI« must have been set up for that particular extension.

The internal subscriber will hear a special tone instead of the internal dial tone when new messages have arrived at

the Voicebox. The team member that is notified when there is a new message in the Voicebox must be defined in the

Voicebox configuration for a team Voicebox.

Listening to messages / recording calls

The oldest message is always played back first. All of the messages are then played back from oldest to newest. If no

newer messages are present you will hear the negative acknowledgement signal. A new message counts as having

been played back even if you only listened to part of the message.

Procedure for entering the Voicebox menu

You only need to enter the following procedure *39# one time; after that you can utilize all the

procedures described in the following one after the other. After entering this procedure wait around 3

seconds before entering any other codes. You can always press the number key (#) and enter the following

code to return to the beginning of the menu.

bLift up the handset of your internal phone.

*39# Select the procedure for the Voicebox.

qYou will hear the positive acknowledgement signal.

tEnter the PIN for the Voicebox (default setting 0000).

#Confirm your entries by pressing the hash key.

qYou will hear the positive acknowledgement signal.

After entering the procedure wait around 3 seconds before entering any other codes. The Voicebox

codes are given under »Quick reference guide for Voicebox « (Page15 ).

You will be returned to the main menu immediately when you press the number key (#) while a function is being exe-

cuted, for example »Listen to new messages«. If, in the example shown here, you have finished listening to a new

message and then press the number key (#) you will hear the negative acknowledgement signal even though you are

still located in the main menu.

Voicebox (Answering machine) Using a Voicebox at an assigned phone

Listening to new messages or to recorded calls

1Dial this code. The new messages are then played back one after the other, with each one being sepa-

rated by the positive acknowledgement signal.

If no new messages are present you will hear the negative acknowledgement signal and are returned

automatically to the beginning of the input procedure again, as if you had pressed the number key

(#).

Then, select the function while the message is being played back:

1Listening to the next message (end the message you have just listened to and listen to the next one in

the sequence.

2Repeat the message just listened to (the message that you have just listened to is repeated).

3Delete the message just listened to (the message that you have just listened to is deleted).

Listen to old messages or recorded calls

2Dial this code. Older messages are played back one after the other, each one separated by a positive

acknowledgement signal.

If no older messages are present you will hear the negative acknowledgement signal and are re-

turned automatically to the beginning of the input procedure again, as if you had pressed the num-

ber key (#).

Then, select the function while the message is being played back:

1Listen to next message.

2Repeat message just listened to.

3Deleting of the last message that was listened to

Delete all saved messages and recorded calls (new ones and ones that have already been played back)

3Dial this code. You will hear the positive acknowledgement signal.

*Press the asterisk key; all messages that have been listened to previously will be deleted.

qYou will hear the positive acknowledgement signal.

Activating/De-activating the Voicebox

4Dial this code.

Then select the desired function:

0* Activating the Voicebox in the current mode.

00 Deactivate Voicebox.

qYou will hear the positive acknowledgement signal.

Activating the Voicebox in the »Day« or »Night« call mode

4Dial this code.

Then select the function:

01 Activating the Voicebox in the »Day« call mode.

02 Activating the Voicebox in the »Night« call mode.

qYou will hear the positive acknowledgement signal.

Procedure for entering the Voicebox menu Voicebox (Answering machine)

Configuring the »Day« call mode.

4Dial this code.

Then select the desired function:

10 De-activating the Voicebox.

11 Activate the Voicebox; calls will be accepted immediately.

12 Activate the Voicebox; calls will be accepted after a set time (delayed)

13 Voicebox einschalten bei Besetzt

14 Voicebox einschalten bei Besetzt und nach Zeit (verzögert)

15 Activate the Voicebox as an answering machine. The caller hears the recorded announcement and

can then leave a message.

17 Activate the Voicebox for announcement only. The caller hears the recorded announcement and can

then leave a message.

qYou will hear the positive acknowledgement signal.

Configuring the »Night« call mode.

4Dial this code.

Then select the desired function:

20 Deactivate Voicebox.

21 Activate the Voicebox, calls taken immediately.

22 Activate the Voicebox, calls taken after set time (delayed)

23 Voicebox einschalten bei Besetzt

24 Voicebox einschalten bei Besetzt und nach Zeit (verzögert)

25 Activationg the Voicebox as the answering machine. The caller hears the recorded announcement

and can then leave a message.

27 Activate the Voicebox for only one announcement. The caller hears the recorded announcement

and can then leave a message.

qYou will hear the positive acknowledgement signal.

Listening to or recording announcements

5Dial this code.

Then select the desired function:

1Listening to saved announcement texts.

2Recording an announcement.

qYou will hear the positive acknowledgement signal.

0 To end recording of an announcement dial »0«

50 Dial »50« to accept the announcement text.

Listening to or recording information texts

5Dial this code.

Then select the desired function:

4Listening to saved information texts.

5Recording an information text.

qYou will hear the positive acknowledgement signal.

0 Dial »0« to end recording.

50 Dial »50« to accept the information text.

Voicebox (Answering machine) Procedure for entering the Voicebox menu

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