IP Office
Embedded Voicemail Installation
15-601067 Issue 06c (16th October 2007)
i
Embedded Voicemail Installation
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ii
Table Of Contents
Contents
IP Office Embedded Voicemail ................................................................................................. 5
Overview..................................................................................................................................................... 5
Embedded Voicemail Mailbox Features ..................................................................................................... 6
Languages Supported ................................................................................................................................ 7
What's New................................................................................................................................................. 8
What's New in IP Office 4.0 ................................................................................................................... 8
What's New in IP Office 4.0 May 2007................................................................................................... 9
What's New in IP Office 4.1 ................................................................................................................... 9
Installing Embedded Voicemail .............................................................................................. 11
Overview................................................................................................................................................... 11
Setup Information ..................................................................................................................................... 12
System Settings ................................................................................................................................... 12
User Mailboxes .................................................................................................................................... 12
Hunt Group Mailboxes ......................................................................................................................... 13
Auto Attendant Setup........................................................................................................................... 14
Time Profiles ................................................................................................................................... 14
Menu Actions................................................................................................................................... 14
IP406 V2 Installation................................................................................................................................. 15
Small Office Edition Installation ................................................................................................................ 16
IP 500 Installation ..................................................................................................................................... 17
Upgrading Prompts................................................................................................................................... 18
Upgrade Prompts Pre 3.0 ........................................................................................................... 19
Upgrade to Version 4.0............................................................................................................... 20
Configuring Embedded Voicemail.......................................................................................... 21
System Configuration ............................................................................................................................... 21
User Mailbox Configuration ...................................................................................................................... 22
Remote Mailbox Access ........................................................................................................................... 24
Hunt Group Mailbox Configuration ........................................................................................................... 25
Overview .............................................................................................................................................. 25
Message Waiting Indication ................................................................................................................. 27
Hunt Group Mailbox Access ................................................................................................................ 28
Configuring Queues ............................................................................................................................. 29
Configuring Queue Announcements.................................................................................................... 30
Auto Attendant Configuration ................................................................................................................... 31
Overview .............................................................................................................................................. 31
Create an Auto Attendant .................................................................................................................... 32
Recording Prompts .............................................................................................................................. 34
Routing Incoming Calls to an Auto Attendant ...................................................................................... 35
Transferring Calls to an Auto Attendant............................................................................................... 36
Using Auto Attendant to Access Voicemail.......................................................................................... 38
Using Named Announcement Files ..................................................................................................... 39
Miscellaneous .......................................................................................................................... 41
Monitoring Embedded Voicemail.............................................................................................................. 41
Button Programming................................................................................................................................. 42
Visual Voice.............................................................................................................................................. 43
Loading Other Files onto the Memory Card ............................................................................................. 44
Short Codes.............................................................................................................................................. 45
Default Short Codes............................................................................................................................. 45
Custom Short Codes............................................................................................................................ 45
Index.......................................................................................................................................... 46
Embedded Voicemail Installation
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IP Office
15-601067 Issue 06c (16th October 2007)
IP Office Embedded Voicemail
Overview
IP Office Embedded Voicemail is supported on the IP Office Small Office Edition, IP Office 406 V2 and
IP Office 500 control units. Embedded Voicemail does not require an IP Office license. It provides basic
voicemail mailbox operation without requiring a permanent voicemail server PC. It also provides multiple
auto-attendant support for incoming calls.
Embedded Voicemail uses the following components:
·
Memory Card
The type and capacity depends on the memory card of the IP Office control unit. However, in all
cases, the cards are specially formatted for Embedded Voicemail use. Alternate third-party
memory cards are not supported for Embedded Voicemail.
·
IP Office IP406 V2 and IP Office 500 Control Units
Use an Avaya supplied 512MB Type II Compact Flash memory card. Provides up to 15
hours of uncompressed message storage. A memory card supplied for a Small Office
Edition control unit can not be used in the IP 406 V2 or IP 500 control unit.
·
IP Office Small Office Edition
Uses an Avaya supplied 64MB Compact Flash memory card within a PCMCIA card
carrier. Provides up to 10 hours of compressed message storage. A memory card
supplied for a IP406 V2 or IP 500 control unit can not be used in the Small Office Edition
control unit.
·
Voice Compression Channels
Messages and prompts stored on the Small Office Edition memory card are compressed using
the IP Office control unit's voice compression channels. Thus voice compression channels are
required during any voicemail accesses. It is important to note that the same voice compression
channels are also used for VoIP calls.
·
IP Office IP406 V2 and IP500 Control Units
Do not require or use voice compression channels for Embedded Voicemail.
·
IP Office Small Office Edition
On the Small Office Edition, voice compression channels are pre-built into the control unit.
Small Office Edition control units are available in 3 channel and 16 channel variants. An
existing Small Office Edition control unit cannot be upgraded to add further voice
compression channels.
·
IP Office Manager Application
During installation, connection to a PC running the IP Office Manager application is required. This
is required for IP Office configuration.
Note
·
Embedded Voicemail cannot be used in conjunction with Voicemail Lite or Voicemail Pro. The
presence of a running Voicemail Lite or Voicemail Pro server on the same network may cause
Embedded Voicemail to fail.
Embedded Voicemail Installation
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IP Office
15-601067 Issue 06c (16th October 2007)
Embedded Voicemail Installation
Embedded Voicemail Mailbox Features
Supported Features
·
Hunt group and user voicemail for the leaving and collection of messages.
·
Auto attendant.
·
For security a voicemail access code can be assigned to any mailbox. This can be changed by
the mailbox user or the system administrator.
·
Message waiting indication to suitable phones and IP Office Phone Manager.
·
Message waiting indication for hunt group mailboxes can be assigned to specified users.
·
Internal ringback on new messages.
·
Short code features for collecting messages, leaving messages, voicemail on/off and ringback
on/off.
Embedded Voicemail System Comparison
Feature
Small Office Edition
IP406 V2 and IP500
64MB Compact Flash (in PCMCIA
512MB Compact Flash.
Memory Type
carrier).
3 or 16 channels built into control
Not required.
Compression Method
unit motherboard.
10 Hours.
15 Hours.
Storage
Up to 3 on VC3 system.
4
Maximum Simultaneous
Connections *
Up to 10 on VC16 system.
Adjustable between 3 and 180
Adjustable between 3 and 180
Maximum Individual
seconds (default 120 seconds).
seconds (default 120 seconds).
Message Length
Yes
Yes
Auto Attendant
*Maximum Simultaneous Connections
For Small Office Edition systems, this figure may be reduced whenever voice compression channels are
already in use for VoIP call support.
Major Features Not Supported
·
User trusted source settings.
The use of V numbers in the User Source Numbers to bypass the mailbox access code is not
supported.
·
Call Recording.
·
Voicemail Email.
Embedded Voicemail Installation
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IP Office
15-601067 Issue 06c (16th October 2007)
IP Office Embedded Voicemail
Languages Supported
Embedded Voicemail supports a range of language prompt sets. The following languages are supported
for Embedded Voicemail. The matching folder name is shown in () brackets.
·
·
Chinese-Mandarin (chs)
Korean (kor)
·
·
Danish (dan)
Norwegian (nor)
·
·
Dutch (nld)
Portuguese (ptg)
·
·
English-UK (eng)
Portuguese-Brazilian (ptb)
·
·
English-US (enu)
Russian (rus)
·
·
Finnish (fin)
Swedish (sve)
·
·
French (fra)
Spanish (esp)
·
·
French-Canadian (frc)
Spanish-Mexico (esm)
·
·
German (deu)
Spanish-Argentina (ess)
·
Italian (ita)
The IP Office system Locale setting is used to determine the default language prompts used. This can
be overridden for individual user mailboxes by setting a different User Locale. If a unsupported locale is
selected for a user, the system locale is used. If a selected Locale is not supported a fallback language
is used, as indicated in the table.
Locale selected in Manager
Embedded Voicemail Language
Australia (UK English)
English-UK (eng)
Belgium (Dutch)
Dutch (nld)
Belgium (French)
French (fra)
Canada (Canadian French)
French (fra)
Chile (Latin Spanish)
Spanish (esp)
Colombia (Latin Spanish)
Spanish (esp)
Greece (Greek)
English-UK (eng)
Hong Kong (Cantonese)
English-UK (eng)
Hungary (Hungarian)
English-UK (eng)
Iceland (Icelandic)
English-UK (eng)
India (UK English)
English-UK (eng)
New Zealand (UK English)
English-UK (eng)
Peru (Latin Spanish)
Spanish (esp)
Poland (Polish)
English-UK (eng)
Saudi Arabia (UK English)
English-UK (eng)
South Africa (UK English)
English-UK (eng)
Switzerland (French)
French (fra)
Taiwan (Putonghua)
Chinese (mandarin)
Venezuela (Latin Spanish)
Spanish (esp)
Embedded Voicemail Installation
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IP Office
15-601067 Issue 06c (16th October 2007)
Embedded Voicemail Installation
What's New
What's New in IP Office 4.0
In Avaya IP Office 4.0, the following features were added to Embedded Voicemail operation:
·
IP500 Support
The Avaya IP Office 500 control unit is supported using a 512MB uncompressed Compact Flash
memory card. This method does not require the use of voice compression channels except when
connected to an IP device.
·
Fax transfer
A fax transfer action can be set within IP Office Manager. If a transfer action has been set, on
detecting a fax tone the auto attendant will route the call to the fax transfer destination. For more
information, see Auto Attendant Configuration Overview.
·
Enhanced options when listening to messages
When a message is being played you can now skip to the next message, rewind or fast forward
for approximately 5 seconds. For more information, see the user guide.
·
Forward a message
A message can be forwarded to one or many mailboxes. For more information, see the user
guide.
·
Reply to a message
If a CLI is available you can reply to a message to either an internal or external number. For more
information, see the user guide.
·
Choice of transfer options
Up to 3 breakout numbers can be set up. When callers are directed to your mailbox they can
either leave a message or choose to be transferred to one of three numbers. For more
information, see User Mailbox Configuration.
·
Visual Voice
Users can access their mailbox using a soft key programmed for visual voice. A display menu
provides the user with options to listen to messages, send messages, change their greetings and
password. Access to visual voice is granted by the system administrator using IP Office Manager.
For more information, see Visual Voice.
·
The visual voice feature is not available on all telephones. Please refer to the telephone
guide for more information.
·
Announcements
Specific queue announcements can be recorded and then played when a call is held in a queue
for the hunt group. For more information, see Configuring Queue Announcements.
·
User Announcements
The IP Office also support announcements for individual users. These can be used with
embedded voicemail in the same way as hunt group announcements.
Embedded Voicemail Installation
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IP Office
15-601067 Issue 06c (16th October 2007)
IP Office Embedded Voicemail
What's New in IP Office 4.0 May 2007
In the IP Office 4.0 May 2007 maintenance release, the following features were added to to Embedded
Voicemail operation:
·
Auto Attendant Greeting 'Record Name'
This field appears next to the short code used for recording auto-attendant prompts. The field is
only useable for IP Offices being managed through the Avaya Integrated Management (AIM)
application. Refer to the 'AIM for IP Office' documentation for details.
·
Local Recording Control
The use of short codes to record auto attendant greetings can be disabled if required.
·
Embedded Voicemail Shutdown Short Code
The Embedded Voicemail memory card is not a hot-swappable device, and so the IP Office
system must be switched off in order to remove/replace the memory card. Use of this short code
feature allows safe removal of the memory card whilst the IP Office system is running.
What's New in IP Office 4.1
In Avaya IP Office 4.0, the following features were added to Embedded Voicemail operation:
·
Support for 40 Auto Attendants
The number of supported Auto Attendants has been increased from 4 to 40. The following
additional changes relating to this were also made:
·
Auto Attendant Number
In addition to its name, each auto attendant now has a unique AA Number assigned by
the IP Office. This number can be used in place of the name in short codes used to
access the auto attendant and record auto attendant greetings.
·
Default Short Codes
The default short codes created for recording auto attendant prompts have been
changed. On IP Office 4.1+ system, only four default short codes are created, one for
each greeting, rather than 4 per auto attendant. These short codes use the auto attendant
number rather than name.
·
Recording Name
The Recording Name field on the Auto Attendant | Auto Attendant tab can be used to select a
named greeting file stored on the embedded voicemail memory card. The same file can be used
by several auto attendants. The tool needed to converts .wav files to the formats used by
embedded voicemail, called LVMGreeting, is provided with IP Office Manager 6.1+.
Embedded Voicemail Installation
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15-601067 Issue 06c (16th October 2007)
Embedded Voicemail Installation
Embedded Voicemail Installation
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IP Office
15-601067 Issue 06c (16th October 2007)
Installing Embedded Voicemail
Overview
The installation process can be divided into the following steps:
1. Gather Setup Information
The Setup Information section contains a number of forms which can be used to gather customer
information about required settings. Completing these forms before installation will assist in
speeding up the installation process.
2. Hardware Installation
The physical installation of the memory card. This process varies according to the IP Office
control unit type.
·
IP406 V2 control unit.
·
Small Office Edition control unit.
·
IP 500 control unit.
3. System Configuration
Set the IP Office to use Embedded Voicemail and set the maximum record time for messages,
greetings and prompts. For more information, see System Configuration.
4. User Mailbox Configuration
Configure the personal settings for individual users. For more information, see User Mailbox
Configuration.
5. Hunt Group Mailbox Configuration
Configure the settings for any hunt groups where voicemail is required. This includes configuring
message waiting indication and mailbox access which are not enabled by default. For more
information, see Hunt Group Mailbox Configuration Overview.
6. Auto Attendant Configuration
Setup any required auto-attendant services and associate them with incoming call routes. For
more information, see Auto Attendant Configuration Overview.
Embedded Voicemail Installation
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IP Office
15-601067 Issue 06c (16th October 2007)
Embedded Voicemail Installation
Setup Information
Using the following tables to gather customer information before installation will assist and speed up the
installation process.
System Settings
·
Maximum Record Time: ___________________
(5 to 180 seconds, default 120 seconds).
User Mailboxes
Use the following form to plan the user mailbox settings. See User Mailbox Configuration for details of
each feature.
Name
Voicemail
Voicemail
Voicemail
Voicemail
Code
On
Ringback
Reception
Possible Values
Blank or 4 to
On or Off
On or Off
Blank or User/
(default underlined)
15 digits
Group Number
Embedded Voicemail Installation
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IP Office
15-601067 Issue 06c (16th October 2007)
Installing Embedded Voicemail
Hunt Group Mailboxes
See Hunt Group Mailboxes for details of each feature and Message Waiting Indication for how to enter
the values.
Name
Voicemail
Voicemail
Users to receive group
Code
On
message waiting
indication
Possible Values
Blank or 4 to
On or Off
None
(default underlined)
15 digits
Embedded Voicemail Installation
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15-601067 Issue 06c (16th October 2007)
Embedded Voicemail Installation
Auto Attendant Setup
·
Auto Attendant Name: ____________________ (Up to 12 characters)
·
Route to Auto Attendant: ______________________________________
______________________________________________________________
(Detail which calls should go to the auto attendant and the routing to be used)
·
Maximum Inactivity: ________________ (5 to 20 seconds, default 8 seconds)
·
Fallback Destination: ____________________
·
Enable Local Recording: ________________ (Default = On)
Time Profiles
·
Remember that IP Office configuration uses a 24-hour clock format for times.
Time Profiles Morning
Afternoon
Evening (Out of Hours)
Name
Start Time
End Time
Sunday
Monday
Tuesday
Wednesday
Thursday
Friday
Saturday
Menu Actions
Action
Key Transfer to
Normal
Replay
Blind
Dial By
Not
Destination
Attendant
Transfer
Greeting
Transfer
Number
Defined
0
1
2
3
4
5
6
7
8
9
0
*
#
Fax
Embedded Voicemail Installation
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IP Office
15-601067 Issue 06c (16th October 2007)
Installing Embedded Voicemail
IP406 V2 Installation
The following instructions detail the process for installing Embedded Voicemail for an IP406 V2 system.
1. Check that the following requirements have been met.
·
Hardware:
·
IP Office 406 V2 control unit. No voice compression channels are required.
·
Avaya supplied 512MB Memory (Compact Flash) Card.
·
Configuration:
·
PC, connected to the IP Office network with the IP Office Manager application
installed.
2. Install the Memory Expansion Card
The IP 406 V2 Memory Card is a Type II Compact Flash memory card. Only a card supplied by
Avaya can be used for Embedded Voicemail. Compact Flash cards from other sources cannot
be used for Embedded Voicemail.
·
Switch off the IP Office unit before you insert the memory card.
·
Warning
You must always switch off the IP Office before you insert or remove a memory
card. Alternately when removing the card use a ShutdownEmbeddedVoicemail
short code.
·
Insert the memory card into the C/F TII card slot on the front of the IP406 V2 control unit.
Insert the card with the memory card label upwards. As you insert the card, the card eject
button adjacent to the slot will come out.
·
Switch on the IP Office unit.
3. The system can now be configured for Embedded Voicemail. For more information, see System
Configuration.
Embedded Voicemail Installation
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IP Office
15-601067 Issue 06c (16th October 2007)
Embedded Voicemail Installation
Small Office Edition Installation
The following instructions detail the process for installing Embedded Voicemail for a Small Office system.
1. Check that the following requirements have been met.
·
Hardware:
·
IP Office Small edition control unit with VC (voice compression) channels.
Note - Existing systems cannot be upgraded to add additional voice compression
channels.
·
Avaya 64MB Small Office Memory (Compact Flash) Card. This is supplied with a
PCMCIA memory card carrier.
·
Configuration:
·
PC, connected to the IP Office network with the IP Office Manager and IP Office
Monitor applications installed.
2. Check for the voice compression channels. The number of voice compression channels in the
Small Office Edition control unit (either 3 or 16) controls the maximum number of simultaneous
Embedded Voicemail calls. The number of voice compression channels is indicated by the label
on the control unit.
·
Look at the label on the base of the control unit.
·
At the top of the label, the line SMALL OFFICE is followed by a list of the components
within the unit. The number of voice compression channels is indicated by VC and a
number.
Note - As with all IP Office control units, the number of installed voice compression
channels can also be checked using the IP Office Monitor application. For more
information, see Monitoring Embedded Voicemail.
3. Install the Memory Expansion Card. The Small Office Memory Card is supplied with a PCMCIA
card carrier.
·
Insert the Memory Card into the PCMCIA card carrier.
·
The PCMCIA card carrier can be inserted into either of the PCMCIA card slots on the rear
of the Small Office Edition control unit. Insert the carrier with the memory card label
pointing upwards. As the carrier is inserted, the card eject button for the PCMCIA slot will
come out.
·
Due to the raised shape of the optional Small Office wireless card, we recommend
that the Small Office Memory Card carrier is inserted in Slot A, leaving Slot B
free. This allows either card to be inserted or removed without also having to
remove the other.
·
Switch on the IP Office unit.
4. The system can now be configured for Embedded Voicemail. For more information, see System
Configuration.
Embedded Voicemail Installation
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IP Office
15-601067 Issue 06c (16th October 2007)
Installing Embedded Voicemail
IP 500 Installation
The following instructions detail the process for installing Embedded Voicemail for an IP500 system.
1. Check that the following requirements have been met.
·
Hardware:
·
IP Office 500 control unit. No voice compression channels are required.
·
Avaya supplied 512MB Memory (Compact Flash) Card.
·
Configuration:
·
PC, connected to the IP Office network with the IP Office Manager application
installed.
2. Install the Memory Expansion Card
The IP 500 Memory Card is a Type II Compact Flash memory card. Only a card supplied by
Avaya can be used for Embedded Voicemail. Compact Flash cards from other sources cannot
be used for Embedded Voicemail.
·
Switch off the IP Office unit before you insert the memory card.
·
Warning
You must always switch off the IP Office before you insert or remove a memory
card. Alternately when removing the card use a ShutdownEmbeddedVoicemail
short code.
·
Insert the memory card into the C/F TII card slot at the rear of the IP500 control unit.
Insert the card with the memory card label upwards. As you insert the card, the card eject
button adjacent to the slot will come out.
·
Switch on the IP Office unit.
3. The system can now be configured for Embedded Voicemail. For more information, see System
Configuration.
Embedded Voicemail Installation
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IP Office
15-601067 Issue 06c (16th October 2007)
Embedded Voicemail Installation
Upgrading Prompts
For IP Office 3.0 and higher, Embedded Voicemail memory cards are supplied with the necessary
prompt files pre-installed. Previous releases required that the prompts be initially transferred using TFTP
from a PC running IP Office Manager. All the prompts for Embedded Voicemail can be found in the
LVMSound folder on the IP Office Administrator Applications CD. There are two sets, one for
compressed memory cards in the G723 Files folder, and one for uncompressed memory cards in the
G711 Files folder. Each set contains a folder for each supported language.
·
IP Office Small Office Edition - Compressed Prompts
The sub-folders in LVMSound/G723 Files should be copied to LVMAIL on the memory card.
·
IP Office 406 V2 - Uncompressed Prompts
The sub-folders in LVMSound/G711 Files should be copied to LVMAIL on the memory card.
Important
The upgrade batch file and new prompts are supplied on the Admin CD. Check to see if the files are
zipped. If they are, extract the files onto your hard disk.
Embedded Voicemail Installation
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15-601067 Issue 06c (16th October 2007)
Installing Embedded Voicemail
Upgrade Prompts Pre 3.0
The instructions to upgrade assume that the files are stored on the CD. If you have extracted the files
onto your hard disk please replace the reference to the CD with the directory that the files were extracted
into.
This method uses IP Office Manager as a TFTP server to pass files from the CD drive to the memory
card. It requires the IP Office to have already been upgraded to IP Office 4.0 and to be restarted.
1. Start IP Office Manager and receive the IP Office configuration.
2. Display the System configuration form.
3. Click the System tab.
4. In the File Writer IP Address box, type the IP address of the PC that you are using for the file
transfer.
5. Click
to send this configuration back to the control unit and allow it to reboot.
6. Open a Command prompt window.
7. Type the CD drive letter and press Enter, for example enter D:
8. Type cd LVMSOUND and press Enter.
9. The next step depends on the IP Office control unit type:
·
For an IP406 V2 control unit:
1. Type cd G711 Files and press Enter.
2. Type send711 followed by the IP Office's LAN1 IP address,
for example send711 192.168.42.1.
3. The batch file will start transferring all the necessary folders and prompt files. The
whole process of transferring the prompt files can take up to 40 minutes.
·
For a Small Office Edition control unit:
1. Type cd G723 Files and press Enter.
2. Type send723 followed by the IP Office's LAN1 IP address,
for example send723 192.168.42.1.
3. The batch file will start transferring all the necessary folders and prompt files. The
whole process of transferring the prompt files can take up to 40 minutes.
10. When all the files have been transferred, close the Command prompt window.
11. Restart the IP Office control unit by removing and then reapplying power.
12. When the IP Office has restarted, wait approximately 10 minutes while it scans the new prompts
that are available.
·
The IP Office Monitor application can be used to show this activity. For more information,
see Monitoring Embedded Voicemail.
13. Test Embedded Voicemail operation by dialing *17 at an extension. Embedded Voicemail should
answer and start to give you prompts.
Embedded Voicemail Installation
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Embedded Voicemail Installation
Upgrade to Version 4.0
The instructions to upgrade assume that the files are stored on the CD. If you have extracted the files
onto your hard disk please replace the reference to the CD with the directory that the files were extracted
into.
To upgrading a Small Office or IP 406v2:
1. Install the 4.0 software and wait for the 'Voicemail Activated' message to be displayed on the
SysMonitor utility.
2. Ensure that the system has a TFTP Server IP Address configured on the system tab. The File
Writer IP Address should be configured to the IP address of the user's PC.
3. Put the installation CD into the PC.
4. Open a Command prompt window.
5. Type the CD drive letter and press Enter, for example enter D:.
6. Type cd LVMSOUND and press Enter.
7. The next step depends on the IP Office control unit type:
·
For an IP406 V2 control unit:
1. Type cd G711 Files and press Enter.
2. Run the batch file Upgrade4p0_711. The batch file will start transferring all the
necessary folders and prompt files. A separate 'Transfer Succeeded' message
should be displayed for each sound clip transferred. The whole process should
take approximately 5 minutes.
·
For a Small Office Edition control unit:
1. Type cd G723 Files and press Enter.
2. Run the batch file Upgrade4p0_723. The batch file will start transferring all the
necessary folders and prompt files. A separate 'Transfer Succeeded' message
should be displayed for each sound clip transferred. The whole process should
take approximately 5 minutes.
When all of the sound clips have been transferred, wait for the next housekeeping cycle to be performed
(a maximum of 5 minutes). The system will assimilate the sound-clips during the next housekeeping
cycle.
Embedded Voicemail Installation
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Configuring Embedded Voicemail
System Configuration
The system configuration for Embedded Voicemail is common to all the IP Office systems that support
Embedded Voicemail memory cards.
To configure an IP Office for Embedded Voicemail:
1. Open IP Office Manager and receive the IP Office configuration.
2. In the Navigation Pane click
System and select the system.
3. View the System tab. The Locale setting should match the language for spoken prompts
required from the Embedded Voicemail. For more information, see Languages Supported.
·
If it is not correct, consult with the customer first. This Locale setting controls many
default aspects of IP Office operation and so should normally already be set to match the
customer's locale.
4. Click the Voicemail tab.
5. From the Voicemail Type list select Embedded Voicemail.
·
Only one type of voicemail system can be used on an IP Office Control Unit at a time.
6. Set the Maximum Record Time for messages and prompts to the value required by the
customer. The allowable range is 30 to 180 seconds with 110 seconds as default.
7. Click OK to save the voicemail system changes.
to send the configuration change back to the control unit.
8. Click
9. From an extension on the system, dial *17. The Embedded Voicemail should answer and start to
give you prompts.
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Embedded Voicemail Installation
User Mailbox Configuration
Embedded Voicemail creates a mailbox for each user on the IP Office system. Calls are routed to the
mailbox whenever the user's extension is busy or does not answer within the users allocated no answer
time. This includes calls that are forwarded to another internal destination.
An individual user's mailbox can be configured either through the mailbox and system short codes (refer
to the Embedded Voicemail User Guide) or by configuring the user settings in the IP Office Manager.
·
Message Waiting Indication
If supported by the user's current extension, the user will receive message waiting indication
whenever their mailbox contains new messages. The type of message waiting indication will
depend on the telephone.
·
Mailbox Access
The standard default short code (*17) can be used to access an extensions associated user
mailbox. Other methods of mailbox access can be configured.
·
Ringback
Embedded Voicemail can be set to ring the user whenever they have new messages in their
mailbox. This ringback is triggered the completion of a call at the user's extension. Ringback from
a hunt group mailbox containing new messages may also occur if the user is configured to
receive hunt group message waiting indication.
·
Voicemail On/Off
The sending of calls to the user's mailbox can be switched off. Note however that this does not
stop other methods of leaving messages directly in the user's mailbox.
·
Access Code
An access code can be assigned to the mailbox. Anyone accessing the mailbox must first enter
this code, before they can collect messages. The access code can be reset by the user once
they are in their mailbox.
·
Voicemail Reception & Breakout Numbers
Setting a Voicemail Reception number for a user, allows callers leaving a message in their
mailbox to dial 0 to be transferred to that number. If used this feature should be announced in the
mailbox greeting prompt. Two transfer numbers can also be entered. The user can record a
message stating that the caller can press 2 or 3 to transfer to the specified telephone numbers.
·
Announcements
IP Office 4.0+ allows Embedded Voicemail to provide announcements to calls waiting to be
answered by users. This is similar to the announcements provided for hunt groups, with
announcements being played to callers waiting to be answered. Due to the overlap of various
timeouts, the use of user announcements is not recommended in conjunction with forwarding and
voicemail.
WARNING: Changing User Names
Mailboxes are created based on the unique user name within the IP Office configuration. Changing a
user name will associate that user with a new mailbox. If it is necessary to change a user name, ensure
that they have played and deleted all messages first. If a user name is changed without clearing the
original mailbox, it will be necessary to create a short code based on the old user name in order to
access the old mailbox.
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Configuring Embedded Voicemail
To change voicemail configuration for an individual:
1. Open IP Office Manager and receive the IP Office configuration.
User and select the individual user.
2. In the Navigation pane click
3. View the Voicemail tab.
4. Optional: Enter a voicemail code between 4-15 digits in the Voicemail Code field. This is
required when users retrieve voicemail messages remotely, for example from another user's
extension or from an external telephone.
·
The Voicemail Code must be retyped in the Confirm Voicemail Code field to ensure it
has been correctly entered.
5. Optional: Voicemail can be turned off by un-checking the Voicemail On option. When on, the
mailbox is used to answer the user's unanswered or busy calls.
6. Optional: When a new message is received, the voicemail server can call the user's extension
whenever the extension returns from off-hook to on-hook. The voicemail server will not ring the
extension more than once every 30 seconds. Check the Voicemail Ringback option to enable
this feature.
7. Optional: When a caller reaches voicemail they can be given the option to be transferred to a
different extension. The greeting message needs to be recorded telling the caller the options
available. The extension numbers that they can be transferred to are entered in the field. External
breakout numbers can be used if the user has the option 'Inhibit Off-Switch Forward/Transfer'
checked in their Telephony tab.
·
Reception/Breakout (DTMF 0)
The number to which callers are to be transferred if they are directed to voicemail and
press *0. Usually this is the reception number.
·
Breakout (DTMF 2)
The number to which callers are to be transferred if they are directed to voicemail and
press *2. This number might be, for example, the number of a colleague of the mailbox
owner whose extension was originally dialed.
·
Breakout (DTMF 3)
The number to which callers are to be transferred if they are directed to voicemail and
press *3. This number might be, for example, the mobile or cell number of the mailbox
owner whose extension was originally dialed.
8. Click OK to save the voicemail changes for the user.
9. Amend any other user details, then save and merge the configuration changes.
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Embedded Voicemail Installation
Remote Mailbox Access
The standard methods for remote mailbox access apply to users or to hunt groups. Remote Mailbox
Access is defined as:
·
Accessing a mailbox from an extension that does not match the mailbox number.
·
External caller access to voicemail to collect messages from a mailbox.
WARNING
Where remote access is setup for any mailbox there must be a mailbox access code is set for the user
or hunt group. If a mailbox does not have an access code remote access is not available.
There are a number of ways to enable remote mailbox access.
1. An auto attendant can be used to enable remote access to a mailbox. A short code similar to the
example could be entered as the Destination for one of the auto attendant Normal Transfer key
options. For more information, see Using Auto Attendant to Access Voicemail.
2. An incoming call route could be configured to enable remote access to a mailbox. The option
Voicemail can be selected as the Destination and/or Night Service Destination of an
Incoming Call Route.
3. A short code can be created that uses the Voicemail Collect feature but without a mailbox name
specified in the Telephone Number field will trigger remote access. An example is shown below.
This short code could be utilized by users on the system, as the destination in an Incoming Call
Route or as the destination for a auto attendant option.
Field
Contains...
Code
*99
Feature
Voicemail Collect
Telephone Number
?
Line Group Id
0
Locale
[Leave blank]
Force Account Code
[Leave blank]
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Configuring Embedded Voicemail
Hunt Group Mailbox Configuration
Overview
Embedded Voicemail creates a mailbox for each hunt group on the IP Office system. Calls are sent to
the mailbox only when each available group member has been rung for the group's set ring time.
The group mailbox can be configured either through the mailbox (refer to the Embedded Voicemail User
Guide) or through the hunt group settings in the IP Office Manager.
·
Message Waiting Indication
By default there is no message waiting indication to any user for hunt group messages. Users
must be configured individually. For more information, see Message Waiting Indication.
·
Mailbox Access
By default there is no mailbox access to hunt group mailboxes to collect messages. Users
assigned hunt group message waiting indication may also gain access depending on their phone
type or if using IP Office Phone Manager. Otherwise an access short code must be created for
the hunt group. For more information, see Hunt Group Mailbox Access.
·
Ringback
Embedded Voicemail can be set to ring the user whenever they have new messages in a hunt
group mailbox for which they receive message waiting indication. This ringback is triggered the
completion of a call at the user's extension.
·
Voicemail On/Off
The sending of calls to the group's mailbox can be switched off. Note however that this does not
stop other methods of leaving messages directly in the mailbox.
·
Access Code
An access code can be assigned to the mailbox. Anyone accessing the mailbox must first enter
this code before they can collect messages. The access code can be reset by the user once they
are in the mailbox.
WARNING: Changing Hunt Group Names
Mailboxes are created based on the unique group name within the IP Office configuration. Changing a
group name will associate that group with a new mailbox. If it is necessary to change a group name,
ensure that they have played and deleted all messages first. If a group name is changed without clearing
the original mailbox, it will be necessary to create a short code based on the old group name in order to
access the old mailbox.
The group mailbox can be configured either through the mailbox and system short codes or through the
hunt group settings within the IP Office configuration.
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Embedded Voicemail Installation
To configure a group mailbox in IP Office Manager:
1. Open IP Office Manager and receive the IP Office configuration.
Hunt Group to display the list of existing hunt groups.
2. Click
3. Double-click the required hunt group.
4. Click the Voicemail tab. This tab includes settings that are used by IP Office Voicemail Lite and
Voicemail Pro. For Embedded Voicemail complete the following details:
·
Voicemail Code
This field can be used to set a mailbox access code. That code must then be entered by
anyone attempting to retrieve messages from the mailbox.
·
Voicemail On
When ticked, calls to the hunt group's number will divert to voicemail if all available group
members are busy or do not answer within the group's set allocated answer interval.
5. Make any changes as required for the hunt group and click OK.
6. Repeat for any other hunt group.
to save the new changes back to the IP Office system.
7. Use
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Configuring Embedded Voicemail
Message Waiting Indication
By default no message waiting indication is sent to any user for a hunt group mailbox. The following
process shows how to give a user message waiting indication from a hunt groups mailbox. The method
of indication will depend on the type of telephone the user has and whether they are using IP Office
Phone Manager.
1. Start IP Office Manager and receive the IP Office configuration.
User to display the list of existing users.
2. Click
3. Double-click the name of the user who requires message waiting indication.
4. Click the Source Numbers tab.
5. Click Add.
6. In the Source Number field, enter H followed by the name of the hunt group. For example, for
the hunt group Main, enter HMain.
7. Click OK and repeat for any other hunt groups for which the user requires message waiting
