Manual Siemens hipath 3350 v8 (page 46 of 46) (English)

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HiPath 3000

HiPath Xpressions Compact

Version 2.0

User Manual

This device has been manufactured in accordance with our certi-

fied environmental management system (ISO 14001). This pro-

cess ensures that energy consumption and the use of primary

raw materials are kept to a minimum, thus reducing waste pro-

duction.

All electrical and electronic products should be disposed of sep-

arately from the municipal waste stream via designated collec-

tion facilities appointed by the government or the local authori-

ties.

The correct disposal and separate collection of your old appliance

will help prevent potential negative consequences for the envi-

ronment and human health. It is a precondition for reuse and re-

cycling of used electrical and electronic equipment.

For more detailed information about disposal of your old appli-

ance, please contact your city office, waste disposal service, the

shop where you purchased the product or your sales representa-

tive.

The statements quoted above are only fully valid for equipment

which is installed and sold in the countries of the European Union

and is covered by the directive 2002/96/EC. Countries outside the

European Union may have other regulations regarding the dispos-

al of electrical and electronic equipment

XPR100usTOC.fm

User Manual 0-3

For internal use only Table of Contents

Table of Contents 0

1 Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-1

1.1 Target Group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-1

1.2 Functions Description/Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-1

1.3 User Interfaces from HiPath Xpressions Compact . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-2

1.4 Signaling Incoming Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-3

1.4.1 Visual or Acoustic Signaling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-3

1.4.2 E-mail Signaling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-3

2 General Information on Mailboxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-1

2.1 Mailbox Classes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-1

2.2 Functions Available to Callers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-3

2.3 Information Mailboxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-4

2.4 Switchboard / Auto-Attendant Mailbox. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-5

2.5 Group Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-6

2.6 Distribution of Voice Messages According to Distribution Lists . . . . . . . . . . . . . . . . . . 2-7

2.7 Distribution of Messages to All Mailbox Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-7

2.8 Order of Message Inquiry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-7

3 Mailbox Use and Operation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-1

3.1 HiPath Xpressions Compact User Interfaces. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-1

3.2 Accessing the Mailbox System / Code Numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-1

3.3 Navigating through the Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-2

3.4 Individual Mailbox Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-4

3.4.1 Querying Mailbox Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-4

3.4.2 Recording and Selecting Greetings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-7

3.4.3 Recording a Private Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-8

3.4.4 Setting Control Parameters for Greetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-9

3.4.5 Activating and Deactivating Message Recording . . . . . . . . . . . . . . . . . . . . . . . . 3-10

3.4.6 Changing the Mailbox Code Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-10

3.4.7 Changing the Code Number for Private Message. . . . . . . . . . . . . . . . . . . . . . . . 3-10

3.4.8 Notification Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-11

3.4.8.1 Activating and Deactivating the Notification Call . . . . . . . . . . . . . . . . . . . . . 3-11

3.4.8.2 Entering and Selecting Notification Call Number . . . . . . . . . . . . . . . . . . . . . 3-11

3.4.9 Substitute Function . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-12

3.4.9.1 Activating / Deactivating the Substitute Function . . . . . . . . . . . . . . . . . . . . . 3-12

3.4.9.2 Selecting and Entering the Substitute’s Extension Number . . . . . . . . . . . . . 3-13

3.4.10 Setting Up Auto-Attendant Speed-Dialing Destination Numbers . . . . . . . . . . . 3-14

3.4.11 Selecting a Language for User Prompts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-14

3.4.12 Changing a User Name. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-15

Table of Contents For internal use only

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4 Administering Mailboxes with the Super-User Function . . . . . . . . . . . . . . . . . . . . . . 4-1

4.1 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-1

4.2 Accessing the Super-User Function . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-1

4.2.1 Mailbox Administration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-2

4.2.1.1 Setting up a Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-3

4.2.1.2 Deleting a Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-4

4.2.1.3 Querying the Status of a Mailbox. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-4

4.2.2 Changing the Code Number for the Super-User Function . . . . . . . . . . . . . . . . . . . 4-5

4.2.3 Changing the Language for System Announcements . . . . . . . . . . . . . . . . . . . . . . 4-5

5 Recording . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-1

Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Z-1

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User Manual 0-5

For internal use only List of Figures

List of Figures 0

Figure 3-1 Mailbox Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-3

Figure 3-2 Arrangement of Messages in the Input and Storage Areas . . . . . . . . . . . 3-5

Figure 4-1 Super-User Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-2

List of Figures For internal use only

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User Manual 0-7

For internal use only List of Tables

List of Tables 0

Table 2-1 Caller Control Options for Announcement Playback. . . . . . . . . . . . . . . . . 2-5

Table 3-1 Possible Mailbox Functions (depending on mailbox class). . . . . . . . . . . . 3-6

Table 3-2 Greetings Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-7

Table 3-3 Setting Up and Recording Greetings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-8

Table 3-4 Recording a Private Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-8

Table 3-5 Setting Control Parameters for Greetings . . . . . . . . . . . . . . . . . . . . . . . . . 3-9

Table 3-6 Activating and Deactivating Message Recording . . . . . . . . . . . . . . . . . . 3-10

Table 3-7 Changing the Mailbox Code Number . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-10

Table 3-8 Changing the Code Number for Private Message. . . . . . . . . . . . . . . . . . 3-10

Table 3-9 Activating and Deactivating the Notification Call. . . . . . . . . . . . . . . . . . . 3-11

Table 3-10 Entering and Selecting Notification Call Number . . . . . . . . . . . . . . . . . . 3-12

Table 3-11 Activating/Deactivating the Substitute Function . . . . . . . . . . . . . . . . . . . 3-13

Table 3-12 Creating and Making Selections from the Substitute List . . . . . . . . . . . . 3-13

Table 3-13 Setting Up Auto-Attendant Speed-Dialing Destination Numbers . . . . . . 3-14

Table 3-14 System Messages Language . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-15

Table 3-15 Recording and Changing the User Name . . . . . . . . . . . . . . . . . . . . . . . . 3-15

Table 4-1 Accessing Mailbox Administration Functions (see also Figure 4-1) . . . . . 4-3

Table 4-2 Querying Mailbox Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-4

Table 4-3 Changing the Code Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-5

Table 4-4 Changing the Language for System Announcements. . . . . . . . . . . . . . . . 4-5

List of Tables For internal use only

0-8 HiPath Xpressions Compact V2.0

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User Manual 1-1

For internal use only Introduction

Target Group

1Introduction

1.1 Target Group

This manual is intended for users and system administrators of HiPath Xpressions Compact.

1.2 Functions Description/Overview

HiPath Xpressions Compact HiPath Xpressions Compact is a is a system for operating voice

mailboxes with various feature sets, including the AutoAttendant function (menu-prompted call

transfer). The system is designed for use as an add-on module in Hicom 200-150 / HiPath 3000

communication systems. System management is performed via HiPath 3000 Manager C or Hi-

Path 3000 Manager E.

HiPath Xpressions Compact offers the following functions:

● Depending on the system type and product variant, HiPath Xpressions Compact offers up

to 8 or 24 ports, which allows for up to 8 or 24 parallel attendant and call answering pro-

cesses.

● 100 hours of voice recording capacity.

● Two user interfaces (telephone user interface), the standard interface is the same interface

used in Version 1.0. The Xpressions interface has been added; it allows keys to be adapted

for Xpressions V3.0 (same key for the same function).

● ???Supports HiPath 3000 multiple customer functionality (in innovation centers with com-

mon telephone systems, for example).

● Maximum message/greeting length per voice mailbox:

– 3 minutes for standard/preferred/exclusive mailboxes

– 20 minutes for information mailboxes

– 8 minutes for AutoAttendant mailboxes

– 20 minutes for MOH/announcement mailboxes

● Timed notification call when a voice message is received either as a phone call, pager

message* or Short Message Service* (SMS).

● Messages, answers and comments classified as private, urgent or normal.

● Date and time specified for each message.

● Messages distributed to all mailboxes (broadcast) or to distribution lists.

● Option to call back callers who have left messages (this requires the CLIP service).

Introduction For internal use only

1-2 HiPath Xpressions Compact V2.0

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User Interfaces from HiPath Xpressions Compact

● Old voice messages deleted automatically according to age.

● Alternative greetings according to time of day, type of call or calendar entry.

● AutoAttendant (automatic call acceptance, greeting and switching, day and night modes).

This includes the option of using name-controlled speed dialing to forward calls.

● Automatic fax tone recognition and forwarding of faxes to a mailbox-specific fax destina-

tion.

● Context-sensitive mailbox administration performed by the user via telephone.

● Playback of professionally recorded greetings using HiPath 3000 Manager.

● MOH with endless loop**.

● Playback of individual announcements (for internal uniform call distribution (UCD), for in-

stance)**.

● Group mailboxes for up to 20 subscribers.

● Information mailboxes with 20-minute announcement facility. Continuous playback and

navigation in announcement text possible.

● Recording of phone calls.

* Only with DTMF (touch-tone)

** HiPath 3000 Version 4.5 or later (a corresponding license is required for operation)

1.3 User Interfaces from HiPath Xpressions Compact

HiPath Xpressions Compact offers the user a choice of two user interfaces:

● The default Xpressions Compact interface as used in Version 1.0

● An interface adapted for Xpressions V3.0.

The active interface is enabled by system support and applies throughout the system to all

mailboxes. The user interfaces feature different key assignments; the voice announcements for

user prompts are as similar as possible in both interfaces.

In this documentation, all references to the standard interface are marked with "(STD)" and all

references to the Xpressions V3.0 interface with "(XP)". No information is entered in parenthe-

sis if key input applies to both interfaces.

Note:

A system telephone (such as optiPoint) or analog telephone with DTMF dialing is re-

quired for HiPath Xpressions Compact.

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User Manual 1-3

For internal use only

Introduction

Signaling Incoming Messages

???The "Record" feature is started and stopped via the programmed recording button (see the

HiPath 3000 service manual) on a system telephone (such as optiPoint) or via a feature proce-

dure on a non-system telephone.

1.4 Signaling Incoming Messages

1.4.1 Visual or Acoustic Signaling

When a new message arrives, the message LED (Message Waiting Indication)* automatically

illuminates on the assigned HiPath 3000 station. A special dial tone* is used on devices that do

not have an MWI LED.

With software version HE200V.03.202 and HiPath system software V5.0 (SMR5) or later, the

number of new messages is shown on the system telephone display.

Signaling starts when the first message arrives and is automatically stopped after the last mes-

sage has been retrieved.

If a notification call is set up and activated for a particular mailbox, this is performed in addition

to the message being signaled on the phone.

* Depends on HiPath 3000 configuration

1.4.2 E-mail Signaling

With software version HE200V.03.202 and HiPath system software V5.0 (SMR5) or later, new

messages on a mailbox can also be signaled via e-mail. Up to three e-mail addresses can be

entered with an optional WAV file attachment for each address.

There are three methods of deleting voicemail:

● Manually:

Voicemail can only be deleted manually via the TUI.

● Automatically once notified:

Voicemail is automatically deleted once a notification has been sent.

● Automatically after set time:

???Voicemail is deleted once a set time period has elapsed (see "Automatic deletion of

messages after a set time"). Only voicemail that has already been retrieved is deleted.

This feature can only be configured using HiPath 3000 Manager.

Introduction For internal use only

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Signaling Incoming Messages

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User Manual 2-1

For internal use only General Information on Mailboxes

Mailbox Classes

2 General Information on Mailboxes

2.1 Mailbox Classes

Features and functions of the individual mailboxes can be configured. Depending on the mail-

box class, the number of features varies, as does the corresponding mailbox administration

menu.

HiPath Xpressions Compact offers 16 defined mailbox classes. In addition to assigning a de-

fined mailbox class, the feature scope of each mailbox can be individually configured.

The following mailbox classes are differentiated:

● Class 1 mailbox (basic/information mailbox)

● Class 2 mailbox (standard mailbox)

● Class 3 mailbox (preferred mailbox)

● Class 4 mailbox (exclusive mailbox)

● Class 5 mailbox (standard auto-attendant mailbox)

● Class 6 mailbox (preferred auto-attendant mailbox)

● Mailbox Class 7 (group mailbox)

● Mailbox Class 8 (standard mailbox with greeting control)

● Mailbox Class 9 (preferred mailbox with greeting control and distribution lists)

● Mailbox Class 10 (exclusive mailbox with greeting control and distribution lists)

● Mailbox Class 11 (standard mailbox with 4 greetings, greeting control and distribution lists,

without the possibility of an external line)

● Mailbox Class 12 (standard mailbox like COS 11, plus Broadcast without the possibility of

an external line)

● Mailbox Class 13 (premium mailbox)

● Mailbox Class 14 (auto-attendant mailbox with distribution lists)

● Mailbox Class 15 (preferred auto-attendant mailbox with distribution lists and broadcast)

● Mailbox Class 16 (preferred group mailbox)

● Mailbox class 17 (MOH/announcement mailbox)

● Individual configuration of mailbox features (set up only with HiPath 3000 Manager)

General Information on Mailboxes For internal use only

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Mailbox Classes

Note:

You can determine which options are included by accessing your mailbox. All availa-

ble functions are announced via internal system messages.

Mailbox Class 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17

Record / retrieve messages XXXXXXXXXXXXXXXX-

Save messages - XXXXXXXXXXXXXXX-

Record and send messages - XXXXXXXXXXXXXXX-

Message forwarding - XXXXXXXXXXXXXXX-

Call back caller - - XXXXXXXX- - XXXX-

Number of possible greetings 13333433334444444

Greeting control -----X-XXXXXXXXX-

Information mailbox X----------------

Private message - - XXXX- - - XXXX- - - -

Record user name - XXXXXXXXXXXXXXX-

Notification call - - XXXX- - XX- - X- XX-

Substitute function ---XXX---X--XXX--

Language selection - - - XXXXXXXXXXXXX4

Speed dialing /

AutoAttendant

----XX-------XX--

Group mailbox ------X--------X-

Distribution list --------XXXXXXXX-

Broadcast -----------XX-X--

Fax intercept target - - - - XXXXXXXXXXXX-

Speed dial destinations for

four periods of a day

-----------------

“Deactivation of direct dialing”-----------------

Mailbox AutoAttendant -----------------

E-mail notification -----------------

Note:

The amount of features for the individual mailbox class is configured separately for

each mailbox.

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User Manual 2-3

For internal use only

General Information on Mailboxes

Functions Available to Callers

2.2 Functions Available to Callers

The Voicemail system provides callers with the following functions:

● The classic dialing of a mailbox

Most callers reach the mailbox when the person being called is away from his or her desk

(rerouting for "overflow") or because the person being called is already on the phone (re-

routing when "busy"). In both cases, the caller hears the current mailbox greeting. Usually,

the caller can leave a message afterwards (the message recording function must be acti-

vated).

● Direct dialing of a mailbox in order to leave a message

By calling the Xpressions HiPath Compact number and then dialing # and the mailbox

number, the caller reaches the desired mailbox directly. If a caller transfers a call to this

mailbox, the greeting text of the box is repeated.

Example:

The switchboard receives a call for a user who is not in the building. The caller would like

to leave this user a mailbox message. In this case, the operator can dial the mailbox of the

user directly. The caller immediately hears the greeting text and can leave a message af-

terwards.

Important! --> The message recording function must be activated.

● Interrupting the greeting

The caller can interrupt the greeting announcement in the mailbox anytime by pressing #

(STD) / * (XP). If the message recording function is activated, he or she can begin spea-

king a message directly after the tone.

● Call transfer to a substitute

If the caller confirms wishing to speak to a substitute during the announcement by pressing

0 , the system will immediately switch the call to the substitute.

● Ending a message

The caller can end a message in one of three ways:

1. By hanging up. The recorded message will be assigned the priority "normal."

2. By pressing the # key. Afterwards, the caller can post process the message, i.e.,

change the priority.

Note:

For normal mailboxes, the substitute function must be activated by the mailbox

owner and the message recording function must be switched on.

General Information on Mailboxes For internal use only

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Information Mailboxes

3. By pressing 0 . The caller will then be transferred to a previously selected substitute.

The recording will be saved, if it is long enough and the message recording function

of the mailbox has been switched on.

● Auto-attendant mailboxes

Auto-attendant mailboxes offer, in addition to the standard mailbox, the possibility for cal-

lers to transfer their own calls with the help of speed-dialing / abbreviated numbers (digits

0 to 9). Also possible is name selection and the direct dialing of a system extension by

dialing the extension number during the greeting. See a detailed description in

Section 3.4.10, “Setting Up Auto-Attendant Speed-Dialing Destination Numbers”.

● Direct dialing of an Xpressions Compact Mailbox via auto-attendant

By pressing the key * twice and entering the desired mailbox number right after that, the

greeting of the mailbox will be played after a short announcement that the call is being

transferred. The caller can begin speaking the message after the signal tone.

Important! --> The message recording function must be activated.

● Switching to the administration mode

During the greeting text, the caller can switch to the mailbox administration mode. To do

this, the caller enters *, followed by his or her personal mailbox code.

● Listening to a private message

If the caller activates the * key during the greeting message and then immediately enters

an agreed upon numeric code, the private message is played back.

2.3 Information Mailboxes

All class 1 mailboxes can be configured to have a 20 minute greeting announcement (e.g., a

movie program). Callers can "navigate" within the announcement (see Table 2-1).

Messages can also be recorded for information mailboxes. However, the message recording

function should be deactivated if the mailbox is used purely for informative announcement ser-

vices.

When the end of the announcement has been reached, the information mailbox can automati-

cally end the call (configuration via HiPath 3000 Manager).

Note

The mailbox owner must inform the caller of the "private" access code in

advance.

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User Manual 2-5

For internal use only

General Information on Mailboxes

Switchboard / Auto-Attendant Mailbox

2.4 Switchboard / Auto-Attendant Mailbox

All switchboard / auto-attendant mailboxes additionally offer the following features:

● A greeting length of eight minutes

If the caller does not react, the greeting message will be repeated automatically (configu-

rable via HiPath 3000 Manager and corresponds to the number of repetitions for help an-

nouncements).

● Call transfer by speed-dialing / abbreviated dialing (digits 0 to 9)

If a single digit has been assigned a target number, a caller can transfer his or her own call

by pressing the appropriate number key. Setting up the speed-dialing is described in

Section 3.4.10, “Setting Up Auto-Attendant Speed-Dialing Destination Numbers”.

Speed-dialing targets can be internal / external phone numbers or mailboxes (also auto-

attendant boxes). Complex customer demands can be realized by selection of further auto-

attendant mailboxes.

Functions available to the caller (DTMF dialing required!) Key

(STD)

Key

(XP)

Repeat the announcement 2 73

Rewind the announcement by 5 seconds 4 48

Pause 5 *

Fast-forward the announcement by 5 seconds 6 98

Table 2-1 Caller Control Options for Announcement Playback

Note:

The caller should be informed of control options available for information mailboxes

at the start of the announcement.

Note:

The caller should be informed of all control options available for the auto-atten-

dant mailbox at the start of the announcement.

Note:

If the caller is transferred to a further mailbox, he or she hears the new mailbox

greeting.

General Information on Mailboxes For internal use only

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Group Mailbox

● Transferring calls to internal extensions

If the caller dials a known extension number during the mailbox greeting, he or she will be

transferred directly to the extension.

● Name selection

By entering the keys * # followed by up to three letters of the name of the mailbox (li-

sting via HiPath Manager C/E), the caller can reach an internal user. Callers enter the num-

ber using the keys of the telephone. If the entry is clear, the call is immediately transferred

to the user, otherwise a list of users that the entry could apply to is read aloud. The selec-

tion is supported with context-sensitive system help messages.

2.5 Group Mailbox

Group mailboxes can have up to 20 equally entitled members. All group mailbox members can

hear messages and take over the administration of the group mailbox. Parallel accessing of

several group members is not possible. Members of a group mailbox can also have a personal

mailbox.

Incoming messages are shown to all group members simultaneously, the message waiting

lamp (MWI) is deleted when the last group mailbox message has been heard.

Users for a group mailbox are set up and maintained by system administration.

Note:

There can only be a maximum of 1.5 seconds between digits while entering the

extension number.

Note:

The mailbox owner must record his or her mailbox name to enable call transfer

according to name selection.

Note:

If a group member has a personal mailbox, the access code numbers for the perso-

nal mailbox and the group mailbox should be different. If both codes are identical,

the mailbox number must be entered as well as the mailbox code.

XPR100us02.fm

User Manual 2-7

For internal use only

General Information on Mailboxes

Distribution of Voice Messages According to Distribution Lists

2.6 Distribution of Voice Messages According to Distribution Lists

Entitled mailbox users can send voice messages to other mailboxes in distribution lists. Up to

20 such lists can be set up system-wide via HiPath 3000 Manager. Each list may include up to

20 entries.

The entitled mailbox user is automatically offered the use of a distribution list as an option when

sending a voice message. The list is selected by entering a list number.

2.7 Distribution of Messages to All Mailbox Users

Entitled mailbox owners can send voice message to all mailbox owners ("Broadcast").

The entitled mailbox user is automatically offered the use of broadcast distribution as an option

when sending a voice message.

2.8 Order of Message Inquiry

Saving new voice messages can be according to the First-In-First-Out (standard) principle, or

the Last-In-First-Out principle. Whichever method has been activated is valid for all mailboxes.

● FIFO principle (the oldest message first):

Even if the mailbox queue is configured according to the FIFO principle, the most recent

unheard message is played first. Once it has been heard, however, the message is sent to

the back of the queue and sorted according to the FIFO principle (the oldest message at

the front of the queue).

● LIFO principle (the newest message first)

If the LIFO method has been chosen, the new messages are played first in the opposite

order in which they came into the mailbox (the newest first). Afterwards, heard, but not yet

deleted, old messages are played.

To prevent an "overflow" of the mailbox, old messages can be automatically deleted. The

time frame (1 to 90 days) is configured by system administration via HiPath 3000 Manager

E and is valid for the entire system.

Note:

The incoming message is signalized to the recipients at intervals of one second.

Note:

Stored messages are not deleted (see Section 3.4.1 "Querying Mailbox

Messages").

General Information on Mailboxes For internal use only

2-8 HiPath Xpressions Compact V2.0

XPR100us02.fm

Order of Message Inquiry

XPR100us03.fm

User Manual 3-1

For internal use only Mailbox Use and Operation

HiPath Xpressions Compact User Interfaces

3 Mailbox Use and Operation

3.1 HiPath Xpressions Compact User Interfaces

HiPath Xpressions Compact offers users two different user interfaces:

● the standard Xpressions Compact interface which was available in Version 1.0, and

● new in Version 2.0, an interface which has been adapted to Xpressions V3.0.

The active interface is activated by system administration and is valid system-wide for all mail-

boxes. The user interfaces are different with regard to key use, however, the system voice

prompts are largely identical.

In this documentation, references to the standard interface are marked "(STD)", key commands

referring to Xpressions V3.0 are marked "(XP)". There is no indication if the key command in

question is valid for both interfaces.

3.2 Accessing the Mailbox System / Code Numbers

Each mailbox is assigned to a specific extension within the telephone system.

A mailbox owner accesses his or her own mailbox by calling the HiPath Xpressions Compact

number. A distinction is made between

● internal calls from the mailbox owner's extension and

● external calls, or calls from other internal extensions.

If an internal call is placed from the mailbox owner's extension, the system asks the caller

to enter his or her code number. The mailbox can be accessed after the valid code number has

been entered.

If an external call, or an internal call from another extension is placed, the system also

asks the caller to enter his code number. However, after the code number has been entered,

the system asks the caller to enter the mailbox number. If the code number and the mailbox

number match, the mailbox can be accessed.

Mailbox access is also possible while the caller is listening to his or her own mailbox greeting

after being switched to the mailbox. The caller must first press the * key, and then enter the

code number for the mailbox. If the valid mailbox code is entered, the mailbox can be accessed.

Otherwise, the system asks the caller to enter a mailbox number. If this mailbox number mat-

ches the entered code number, the corresponding mailbox can be accessed.

If the code number and the mailbox number do not match, a corresponding announcement in-

dicating this is made by the system.

Mailbox Use and Operation For internal use only

3-2 HiPath Xpressions Compact V2.0

XPR100us03.fm

Navigating through the Mailbox

3.3 Navigating through the Mailbox

After gaining access to the mailbox, the first function which is always made available after an-

nouncement of the system status (see above) is the message querying function. The other

mailbox functions cannot be accessed until all current messages have been played back or

skipped (see Figure 3-1).

An active mailbox connection can be ended at any time by hanging up.

Navigation through the mailbox is controlled via the keypad on your telephone.

The most important functions include “scroll forward” 3 (STD); 2 (XP) and “scroll back” 1

(STD); 7 2 (XP).

Each mailbox function begins with a system help announcement which informs users about the

valid keys and their meaning. The user can implement the current function or skip to the next /

previous function.

The available functions are different depending on the selected mailbox class.

Details on the individual functions are presented in the following chapters.

Note:

Immediately after setting up the mailbox, the default code number is usually “1234”.

If you cannot gain access with this default code number, contact your system admi-

nistration.

Change the code number when you access your mailbox for the first time!

Note:

Only one user at a time can access a mailbox, either for querying messages or for

administrative functions.

New messages can be recorded during querying / administration.

XPR100us03.fm

User Manual 3-3

For internal use only

Mailbox Use and Operation

Navigating through the Mailbox

Figure 3-1 Mailbox Functions

Note:

The size of the menu offered depends on the assigned mailbox authorizations.

A call is placed to the HiPath Xpressions Compact number from the mailbox owner’s extension.

Query messages / manage messages

3 / 2

Enter code number

Message recording on/off

Change mailbox code number

Change code number for private greeting

Record private message

Enter/select notification number

Substitute function on/off

Enter/select substitute’s extension number

Call forwarding with speed-dialing

Record user name

1 / 72

Record greetings

Change mailbox language

Configure greeting control

Notification function on/off

(mailbox status message)

3 / 2

3 / 8

1 / #

Mailbox Use and Operation For internal use only

3-4 HiPath Xpressions Compact V2.0

XPR100us03.fm

Individual Mailbox Functions

3.4 Individual Mailbox Functions

3.4.1 Querying Mailbox Messages

Each mailbox is equipped with an area allocated for messages received (input area) and an

area for stored messages (storage area). Exception: The basic/information mailbox only inclu-

des an input area and is incapable of storing messages.

All messages in the storage area are maintained in chronological order. Whether the newest

message is positioned at the beginning or end is configured in the HiPath Xpressions Compact.

Whichever order has been chosen is valid for all mailboxes (see Section 2.8, “Order of Messa-

ge Inquiry”).Characteristics of the input area:

The messages in the input area can be classified as urgent, standard, or private. Messages in

the storage area, which stores messages which have already been heard, are classified as eit-

her normal or private.

Characteristics of the input area:

● Unlimited number of messages until memory capacity is fully occupied

● Each message is classified as either urgent, private or standard (classification can only be

assigned by the sender/caller).

● Urgent messages are played back first in chronological order when the mailbox is queried

(see Figure 3-2). Standard and private messages are then played back (ungrouped), also

in chronological order.

● Messages classified as "urgent" are reclassified as "normal" after they have been heard in

their entirety. The priority change does not occur until after the messages have been heard.

● Each message is provided with a date and time-stamp, which is announced at the end of

the message. The caller's number can also be played back, provided it was transmitted

with the call (this feature must be switched on during set up).

● Messages in the input area that are identified as private cannot be forwarded.

● All normal and private messages can be moved from the input area to the storage are (sa-

ved), and vice versa. Urgent messages cannot be moved until they have received the prio-

rity "normal" after being played entirely.

● New messages are always placed in the input area.

XPR100us03.fm

User Manual 3-5

For internal use only

Mailbox Use and Operation

Individual Mailbox Functions

Characteristics of the storage area:

● Only a limited number of messages can be saved (the capacity is set by the system admi-

nistration). Messages in the storage area are played back as a never-ending loop (see

Figure 3-2). An advance announcement informs you that you have entered the storage

area.

● All messages are arranged in chronological order. Depending on the configuration by the

system administrator, the oldest messages-or the newest will be played first (see also

Section 2.8, “Order of Message Inquiry”).

● Private messages are indicated by a corresponding announcement.

● Messages in the storage area cannot be forwarded, nor can the caller be called back.

● Messages can be moved back to the input area or deleted. Messages that are moved back

to the input area are arranged in chronological order.

The following diagram illustrates how messages are arranged in the input and storage areas:

Figure 3-2 Arrangement of Messages in the Input and Storage Areas

Urgent Normal / Private

oldest / newest / oldest / 2

oldest / newest /

Input Area

oldest / 2

oldest / newest/

Storage Area

Start

Playback

normal / privat

newest oldest newest 2

newest oldest

newest 2

newest oldest

Change back and forth between ranges with

#(STD)

Transfer messages with # #(STD) / 44(XP)

Change to storage aerea #4(XP) to input aerea #3(XP)

oldest /

newest

Mailbox Use and Operation For internal use only

3-6 HiPath Xpressions Compact V2.0

XPR100us03.fm

Individual Mailbox Functions

Function Key

(STD)

Key

(XP)

Possi-

ble in

Stora-

ge Area

Next message:

After all the messages in the input area have been played back,

the next function is made available.

In the storage area, you always skip to the next message

(never-ending loop).

32 X

Previous message:

If the first message at the beginning of the input area is already selec-

ted, it is played back immediately.

In the storage area, you always skip to the previous message

(never-ending loop).

172 X

Repeat the message which was last played back. 2 73 X

Interrupt playback for a maximum of 5 seconds (pause),

resume playback with any key - the last 5 seconds of the message

before the point at which interruption took place are played back as

well.

5* X

Rewind 5 seconds within the currently playing message. 4 78 X

Fast forward 5 seconds within the currently playing message. 6 98 X

Delete message 00 6 X

Save message / move to the other area (input or storage area) ## 41

Skip all messages. * 79

Respond to a message (record a message in the caller's mailbox);

only possible with internal users who have a mailbox!

831

Forward message 9 9

Return call; connection is established automatically. *8 70

Record and send a new message 7 1

Access another mailbox: enter code number, enter extension number.

If access is not possible, the previously accessed mailbox remains ac-

tive.

* # #0

Switch back and forth between the input area and the storage area. # #3

Table 3-1 Possible Mailbox Functions (depending on mailbox class)

XPR100us03.fm

User Manual 3-7

For internal use only

Mailbox Use and Operation

Individual Mailbox Functions

3.4.2 Recording and Selecting Greetings

The owner of a mailbox can use his or her telephone to record all available greetings. Depen-

ding on the mailbox class, up to 4 greetings are available:

There are different mechanisms available for selection of each greeting (see also

Section 3.4.4, “Setting Control Parameters for Greetings”).

Depending on the mailbox classes, the following mechanisms are available:

● Manual

● Day / night* dependant

● Dependant on the type of call

● Calendar controlled

* The day / night control is configured with HiPath 3000.

In addition to recording greetings with the telephone handset, HiPath Xpressions Compact also

supports the use of professionally recorded greetings.

Professionally recorded greetings are especially recommendable for company greetings.

Greeting Mailbox Class 1 Mailbox Classes 2 - 5

and Classes 7 - 10

Mailbox Class 6

manual selection

Greeting X X X

Greeting - X X

Greeting - - X

Table 3-2 Greetings Overview

Note:

The input of professionally recorded greetings occurs via HiPath 3000 Manager CE.

Please see your system administration about this.

Mailbox Use and Operation For internal use only

3-8 HiPath Xpressions Compact V2.0

XPR100us03.fm

Individual Mailbox Functions

After accessing the function, the mailbox owner has the following options:

If no personal greeting is recorded, the caller hears the system greeting.

3.4.3 Recording a Private Message

A private message can be recorded for authorized mailboxes.

Function Key

(STD)

Key

(XP)

Select the next greeting (only if more than one greeting exists and the ma-

nual greeting control is being used)

Repeat the selected greeting. 2 3

Delete personal greeting and replace with system greeting. 0 6

Disable system greeting and replace with a personal greeting (new recor-

ding).

Users have the following options after pressing the 0 key twice:

Begin the recording anew (only during recording) 0 (no key)

End recording.

When the recording is finished, it is played back immediately.

Table 3-3 Setting Up and Recording Greetings

Function Key

(STD)

Key

(XP)

Play back private message 2 3

Delete a private message 0 6

Record a private message 0 1

End recording # *

While recording, begin recording again 0 -

Table 3-4 Recording a Private Message

Note:

A caller hears a private message after entering an agreed upon numeric code (code

number for private messages). The caller enters the code number during the gree-

ting, preceded by a *.

XPR100us03.fm

User Manual 3-9

For internal use only

Mailbox Use and Operation

Individual Mailbox Functions

3.4.4 Setting Control Parameters for Greetings

After accessing this function, the status is announced.

Mailbox greetings are controlled by pressing the 8 key (STD) or the 1 key (XP). The follo-

wing options are available:

● Manual greeting control:

One of the 3 or 4 greetings (depending on the mailbox class) is selected manually and

used.

● Automatic greeting control:

The type of greeting control must be selected accordingly.

The following control types are available:

1. Day / night control dependent on the current setting of the HiPath 3000

(Greeting 1 = day greeting, greeting 2 = night greeting)

2. Greeting selection depending on the type of call

Forwarded calls internal line free --> Greeting 1

Forwarded calls internal busy --> Greeting 2

Forwarded calls external line free --> Greeting 3

Forwarded calls external busy --> Greeting 4

3. Calendar-controlled greeting control

Day greeting --> Greeting 1

Night greeting --> Greeting 2

Lunch greeting --> Greeting 3

Special greeting --> Greeting 4

Important: The calendar is administrated via the HiPath 3000 Manager!

Function Key

(STD)

Key

(XP)

Announce current status 2 3

Select and simultaneously change status 8 1

Table 3-5 Setting Control Parameters for Greetings

Mailbox Use and Operation For internal use only

3-10 HiPath Xpressions Compact V2.0

XPR100us03.fm

Individual Mailbox Functions

3.4.5 Activating and Deactivating Message Recording

The mailbox owner decides whether or not callers can leave messages.

3.4.6 Changing the Mailbox Code Number

Each mailbox is protected against unauthorized access with its own code number. If the "chan-

ge mailbox code number" function is accessed, the current mailbox number is announced and

can be changed after that.

3.4.7 Changing the Code Number for Private Message

The caller must enter a special code number in order to listen to a private message. The mail-

box owner creates this code number.

Function Key

(STD)

Key

(XP)

Announce status 2 3

Change status (activate/deactivate message recording) 0 1

Table 3-6 Activating and Deactivating Message Recording

Note:

A newly set up mailbox is not activated and is unable to record caller messages until

the owner has accessed the mailbox for the first time (see also Section 3.2, “Acces-

sing the Mailbox System / Code Numbers”).

Function Key

(STD)

Key

(XP)

Announce current mailbox code number 2 3

Change the mailbox code number. For security reasons, a new mail-

box code number must be entered a second time after prompting.

Table 3-7 Changing the Mailbox Code Number

Function Key

(STD)

Key

(XP)

Announce current code number for private message 2 3

Change the code number for private message 0 1

Table 3-8 Changing the Code Number for Private Message

XPR100us03.fm

User Manual 3-11

For internal use only

Mailbox Use and Operation

Individual Mailbox Functions

3.4.8 Notification Call

HiPath Xpressions Compact informs users of incoming messages via out-bound call, Short

Message Service (SMS), or pager message.

* Only DTMF based services are supported.

3.4.8.1 Activating and Deactivating the Notification Call

In order to receive a notification of messages received at your mailbox on any other desired

telephone (cell phone, home phone, etc.), the notification call function can be activated.

When the mailbox owner accesses the function, the current status is announced first (notifica-

tion call on/off). Afterwards, the notification call function can be activated / deactivated.

The notification call function can be set according to time (weekday and time). The time control

is configured by system administration via HiPath 3000 Manager.

Upon receiving a notification call, the user enters his or her code number and can listen to the

new message immediately.

With HiPath 3000 Manager, the notification call function can be set to notify users of every in-

coming message, or only messages which have been classified as urgent.

3.4.8.2 Entering and Selecting Notification Call Number

A notification call number must be entered before the notification function can be activated. Up

to five notification call numbers can be entered in a list. The currently announced notification

call number is used. New notification call number are activated by scrolling forward.

If the notification call should be sent in the form of an SMS to a mobile phone or a pager mes-

sage, system administration must configure the function with HiPath 3000 Manager.

Note:

Before the notification call can be activated, a destination telephone number for the

notification call must be entered.

Function Key

(STD)

Key

(XP)

Announce current status 2 3

Activate or deactivate the notification call 0 1

Table 3-9 Activating and Deactivating the Notification Call

Mailbox Use and Operation For internal use only

3-12 HiPath Xpressions Compact V2.0

XPR100us03.fm

Individual Mailbox Functions

3.4.9 Substitute Function

Users of an entitled mailbox can forward calls to a substitute. To do this, they must enter the

phone number of the substitute and activate the function.

3.4.9.1 Activating / Deactivating the Substitute Function

To forward calls to a substitute's number, this function must be activated.

How the mailbox responds to calls depends upon whether or not the message recording

function is activated or deactivated (see Section 3.4.5, “Activating and Deactivating Message

Recording”).

If message recording is activated, the system begins with the message recording function.

If silence persists for the first 5 seconds of recording, or if the caller presses 0 , recording is

stopped, and the system forwards the call to the substitute.

If message recording is deactivated, the call is switched to the substitute immediately after

the greeting. Message recording is not possible in this case.

After reaching this function, the current status of the substitute function is announced. After-

wards, the substitute function can be activated/deactivated.

Note:

There is no confirmation of receipt for notification via pager* or SMS*. It thus cannot

be determined if such a notification has reached its recipient.

*Only DTMF-based services are supported.

Function Key

(STD)

Key

(XP)

Announce current status of notification call number 2 3

Change the notification call number 0 1

Scroll through the list of notification call numbers to select a number. 8 2

Table 3-10 Entering and Selecting Notification Call Number

Note:

Changing the destination telephone number for the notification call has no effect on

the status (active/inactive) of the notification call function.

However, if the currently selected notification call number is deleted without selec-

ting a new number, the notification call function is deactivated.

Siemens Communications

Hofmannstr. 51 • D-81359 Munich

Ref. No.: A31003-S2520-B100-3-7619

The information provided in this document contains merely general

descriptions or characteristics of performance which in case of actual

use do not always apply as described or which may change as a result

of further development of the products.

An obligation to provide the respective characteristics shall only exist if

expressly agreed in the terms of contract.

The trademarks used are owned by Siemens AG or their respective ow-

ners.

Subject to availability. Right of modification reserved.

Printed in the Federal Republic of Germany.

BA 0306

www.hipath.com

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