Toshiba Answering Machine Ctx28 User Manual
726+,%$  
Digital Solutions Division  
Voice Processing System  
System Administrator Guide  
June 2004  
TOSHIBA AMERICA INFORMATION SYSTEMS, INC. (“TAIS”)  
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Toshiba America Information Systems, Inc.  
Digital Solutions Division  
9740 Irvine Boulevard  
Irvine, California 92618-1697  
United States of America  
Toshiba America Information Systems, Inc.  
Digital Solutions Division  
Limited Warranty  
Toshiba America Information Systems, Inc., (“TAIS”) warrants that this voice processing equipment (except for  
fuses, lamps, and other consumables) will, upon delivery by TAIS or an authorized TAIS dealer to a retail customer in  
new condition, be free from defects in material and workmanship for twenty-four (24) months after delivery. This  
warranty is void (a) if the equipment is used under other than normal use and maintenance conditions, (b) if the  
equipment is modified or altered, unless the modification or alteration is expressly authorized by TAIS, (c) if the  
equipment is subject to abuse, neglect, lightning, electrical fault, or accident, (d) if the equipment is repaired by  
someone other than TAIS or an authorized TAIS dealer, (e) if the equipment’s serial number is defaced or missing, or  
(f) if the equipment is installed or used in combination or in assembly with products not supplied by TAIS and which  
are not compatible or are of inferior quality, design, or performance.  
Customer will, at its sole cost and expense, provide the necessary Uninterruptible Power Supply (UPS) equipment as  
specified by TAIS in the Strata CTX General Description for use with the Strata CTX28 voice processing system at  
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Telecommunication Systems Division.  
Introduction  
This guide has been customized for your use and describes how to use the Strata CTX28 voice  
mail processing System Administrator User ID Mailbox (User ID 999).  
Organization  
This System Administrator User Guide includes one or more of the following topics.  
•
•
•
System Administrator tells how to create a system-wide distribution list and describes  
the available System Administration Menu functions.  
How Voice Processing Operates covers in detail call processing control and the use of  
User IDs and User ID mailboxes and how voice mail processes them.  
Users Menu provides detailed information on the three Users Menu screens and how to  
create, modify, copy, delete and list the User ID mailboxes. Includes instructions on  
accessing and exiting the menu/screens, menu options, and field descriptions for each  
screen.  
•
•
Auto (Scheduling) Menu provides detailed information on the Auto (Scheduling) Menu  
and how to create, modify or disable a record. Includes instructions on accessing and  
exiting the menu, menu options, field descriptions, and information on how voice mail  
uses the records.  
Notify Menu provides detailed information on the Notify Menu and how to create,  
modify or disable a record or template. Includes instructions on accessing and exiting the  
menu, menu options, field descriptions and information on how voice mail uses the  
records.  
Strata CTX28 Voice Processing System Administrator Guide 06/04  
1
Introduction  
Conventions  
Conventions  
Conventions  
Description  
Elaborates specific items or references other information. Within  
some tables, general notes apply to the entire table and numbered  
notes apply to specific items.  
Note  
Important!  
CAUTION!  
Calls attention to important instructions or information.  
Advises you that hardware, software applications, or data  
could be damaged if the instructions are not followed closely.  
Courier  
Shows a computer keyboard entry or screen display.  
Helvetica Bold  
represents tokens. For example: M( ).  
represent parameter and menu/screen field names, and book titles.  
For example: hot_box parameter, Extension field.  
Italics  
“Type”  
“Press”  
Indicates entry of a string of text.  
Indicates entry of a single key. For example: Type progthen  
press Enter.  
Shows a multiple PC keyboard or phone button entry. Entries  
without spaces between them show a simultaneous entry.  
Example: Esc + Enter. Entries with spaces between them show  
a sequential entry. Example: # + 5.  
Plus (+)  
Tilde (~)  
³
Means “through.” Example: 350 ~ 640 Hz frequency range.  
Denotes the step in a one-step procedure.  
Denotes a procedure.  
³
Grey words within the printed text denote cross-references. In the  
electronic version of this document (Strata DK Library CD-ROM  
or FYI Internet download), cross-references appear in blue  
hypertext.  
See Figure 10  
2
Strata CTX28 Voice Processing System Administrator Guide 06/04  
Introduction  
Related Documents/Media  
Action/Response Table  
1. Actions you perform  
appear in this column.  
They can consist of either  
a single step or a series of  
numbered steps.  
The immediate response to the action performed appears in  
this column. Additional notes and comments are also included.  
2. When the action you  
perform results in a  
screen, menu, etc., the  
screen displays to the  
right.  
Related Documents/Media  
Note Some documents listed here may appear in different versions on the CD-ROM, FYI,  
or in print. To find the most current version, check the version/date in the Publication  
Information on the back of the document’s title page.  
You can find additional detailed information about voice processing in the following  
companion documents:  
•
•
•
•
•
•
Strata CTX General Description  
Strata CTX Installation and Maintenance Manual  
Strata CTX28 Voice Processing System User Guide  
Strata CTX28 Voice Processing System Quick Reference Guide  
Strata CTX28 Voice Processing System Programming Manual  
Strata CTX Library CD-ROM  
For authorized users, Internet site FYI (http://fyi.tsd.toshiba.com) contains all current Strata  
CTX28 Voice Processing System documentation and enables you to view, print, and download  
current publications.  
Strata CTX28 Voice Processing System Administrator Guide 06/04  
3
Introduction  
Related Documents/Media  
4
Strata CTX28 Voice Processing System Administrator Guide 06/04  
Overview  
Strata CTX28 voice processing has a special User ID mailbox known as the System Administrator  
User ID mailbox. It is User ID 999, and you access it through the telephone just as any other User  
ID mailbox.  
Note The System Administrator mailbox (User ID 999) cannot be assigned to another User ID  
number.  
In addition to normal options available on the Main Menu, the System Administrator’s Main Menu  
includes a System Administration option (ꢀ).  
All procedures in this chapter assume that you are logged on to the System Administrator’s  
mailbox.  
System Administrator  
Your company will assign all or some System Administrator functions to an employee who knows  
your telephone system, organizational structure, and the needs of your customers and employees.  
The Technical Service Representative will perform the remaining functions. System Administrator  
functions may include:  
Initial setup (assisting the Installer with defining your company’s configuration and  
customization requirements)  
Customizing User ID mailboxes  
Customizing special User ID mailboxes  
Generating reports  
Performing system shutdown and restart  
Backing up the system  
Using Strata CTX28 voice mail’s Filecopy utility  
Using the System Administrator User ID mailbox  
GVMU System Administrator Guide 04/04  
5
Overview  
System Administrator Menu  
System Administrator Menu  
System Administration is an option designed for the System Administrator to create system lists  
and to manage system-wide functions (see Figure 1).  
Main Menu  
1 Play  
Messages  
1 Lock User ID.  
2 Unlock User ID.  
3 Reset User ID.  
2 Send  
Messages  
4 Delete User ID.  
5 Reset Password.  
9 Cancels function/returns to previous  
menu.  
Enter User ID, press #.  
1 Confirms entry.  
2 Cancels function/returns to previous  
menu.  
3 Manage  
Mailbox  
8 System  
Administration  
Select Option:  
Enter User ID, press #.  
1 Confirms entry.  
2 Cancels function/returns to previous  
menu.  
1 Record System Announcement  
2 Delete System Announcement  
3 Record Busy-Hold Music  
4 Manage User IDs  
5 Add User IDs  
Enter User ID, press #.  
1 Confirms/returns to previous menu.  
2 Erases entry and prompts for re-entry.  
3 Changes Extension for User ID.  
4 Adds user name to directory.  
6 Set Date and Time  
Review System Status  
Enter extension, press #.  
*
1 Confirms entry/assigns supervised  
transfer/returns to previous menu  
2 Erases entry and prompts for re-entry  
3 Marks extension for blind transfer  
4 Marks extension for blind transfer  
w/supervised busy  
9 Return to Main Menu  
Cancels function/returns to previous  
menu.  
*
Cancels function/returns to previous  
menu.  
*
0 Exit  
User Mode  
Enter User's first name, press #.  
Enter User's last name, press #.  
7401  
# Hang Up  
The Strata CTX28 system clock  
controls the time for the GVMU.  
Figure 1 System Administrator Menu  
6
GVMU System Administrator Guide 04/04  
 
Overview  
System Administrator Menu  
Select Option on System Administration Menu  
1. From the Main Menu,  
The System Administration Menu plays.  
press ꢀ.  
2. From the System  
Administration Menu,  
press:  
ꢁ
ꢂ
ꢃ
ꢄ
Record system  
announcement  
Delete system  
announcement  
Record busy-hold  
music  
Manage User IDs  
ꢅ
ꢆ
Add User IDs  
Set date and time  
This option is not supported. The Strata CTX28 controls the  
time for the voice mail.  
Review system status  
Return to Main Menu  
ꢇ
ꢈ
GVMU System Administrator Guide 04/04  
7
Overview  
System Administrator Menu  
8
GVMU System Administrator Guide 04/04  
Features  
Record System Announcement  
System announcements are useful in disseminating system-wide information. With this option,  
you can record an announcement that voice mail plays to every user when he/she accesses his/her  
mailbox.  
Users can interrupt the system announcement by selecting from the User Main Menu during  
playback. However, the announcement plays each time the user accesses his/her mailbox until it  
has completely played. Once played in its entirety, voice mail deletes the announcement from the  
user’s mailbox.  
1. From the Main menu,  
press ꢀꢉSystem  
You are prompted to enter the User ID.  
Administration.  
2. From the System  
Administration menu,  
press ꢁꢉRecord System  
Announcement.  
Voice mail prompts you to record the system announcement.  
3. After recording, you can  
press:  
You can repeat options 1~3 as many times as you wish.  
ꢁ
ꢂ
Review recording  
Rerecord  
The complete greeting plays.  
The system prompts you to record at the beep.  
Press ꢊ when done.  
ꢃ
Append recording  
The appended greeting plays after the already recorded portion  
of the greeting. The system prompts you to record at the beep.  
Pressꢉꢊꢉwhen done.  
ꢄ
ꢈ
Cancel recording  
The greeting is canceled. The system returns to the previous  
menu.  
Save recording  
Voice mail tells you that greeting (number) has been recorded  
and returns to the previous menu. Again, you are given the  
option to review or record over the greeting you have just  
recorded.  
4. When finished, press ꢈ.  
Returns to the main menu.  
GVMU System Administrator Guide 04/04  
9
Features  
Delete System Announcement  
Delete System Announcement  
With this option, you can purge a previously recorded system announcement.  
1. From the Main menu,  
press ꢀꢉSystem  
You are prompted to enter the User ID.  
Administration.  
2. From the System  
Administration menu,  
press ꢂꢉDelete System  
Announcement.  
Voice mail confirms the deletion.  
3. When finished, press ꢈ.  
Returns to the main menu.  
10  
GVMU System Administrator Guide 04/04  
Features  
Record the Busy-Hold Music  
Record the Busy-Hold Music  
By pressing , the busy-hold music is heard by callers when they elect to hold for a busy  
ꢇ
extension. Voice mail plays the entire recording before re-trying the busy extension.  
When the system is delivered, it plays approximately 30 seconds of music. You can replace this  
music with another recording which plays either music or recorded information about your  
company or its products and services. To make a recording, you can use the telephone handset. We  
recommend that you prepare a professional recording.  
1. From the Main menu,  
press ꢀ System  
You are prompted to enter the User ID.  
Administration.  
2. From the System  
Administration menu,  
press ꢃ Record Busy-  
Hold Music.  
Voice mail confirms the deletion.  
3. When finished, press ꢈ.  
Returns to the main menu.  
GVMU System Administrator Guide 04/04  
11  
Features  
Manage User IDs  
Manage User IDs  
Manage User IDs enables you to perform special User ID functions.  
1. From the Main menu,  
press ꢀ System  
You are prompted to enter the User ID.  
Administration.  
2. From the System  
Administration menu,  
press ꢄꢉManage User  
IDs.  
Voice mail prompts you to enter the User ID.  
3. Enter the User ID to be  
Voice mail repeats the User ID entered.  
added and press ꢊ.  
4. Select one of the  
following:  
ꢁ
ꢂ
ꢃ
Lock User ID  
Unlock User ID  
Reset User ID  
Prohibits the user access to the mailbox.  
Unlocks a locked User ID.  
Clears the User ID specified. Resets the Info/Status field  
values to 0. Changes the Users Menu and Auto and Notify  
record field values to those specified in the Defaults Box  
(default User ID 997).  
See Chapter 6 – Menus for information on creating a User ID  
Mailbox.  
ꢄ
ꢅ
Delete User ID  
Reset Password  
Enter User ID to be deleted and press ꢊ. You are asked to  
confirm the number:  
ꢁ - Confirms entry and returns you to the previous menu.  
ꢂ - Cancels functions and returns to previous menu.  
Resets password to password designated in default Mailbox  
(999). Enter User ID and press #. You are asked to confirm the  
number:  
ꢁ - Confirms entry and returns you to the previous menu.  
ꢂ - Cancels functions and returns to previous menu.  
ꢈ
Cancel  
Cancels function and returns to the System Administration  
menu.  
12  
GVMU System Administrator Guide 04/04  
Features  
Add User IDs  
Add User IDs  
1. From the Main menu,  
You are prompted to enter the User ID.  
press ꢀ System  
Administration.  
2. From the System  
Administration menu,  
press ꢅ Add User IDs.  
Voice mail prompts you to enter the User ID.  
3. Enter the User ID to be  
Voice mail repeats the User ID entered and prompts you to  
confirm your entry.  
added and press ꢊ.  
4. Select one of the  
following:  
ꢁ
ꢂ
ꢃ
Confirm  
Confirms and assigns the User ID, and returns you to the  
System Administration menu.  
Erase  
Erases first entry and prompts you to re-enter the correct  
number.  
Change Extension  
Changes the extension number for the User ID.  
Enter the extension number and press ꢊ. Voice mail repeats the  
extension number entered and prompts you for the following:  
ꢁ – Confirms and assigns the extension number with a  
supervised transfer and returns you to Add User ID menu.  
ꢂ – Erases first entry and prompts you to re-enter the correct  
number.  
ꢃ – Confirms and assigns the extension number for a blind  
transfer. Returns you to the Add User ID menu.  
ꢄ – Confirms and assigns the extension number for a blind  
transfer with supervised busy. Returns you to the Add  
User ID menu.  
– Cancels function and returns to the System Administrator  
menu.  
ꢇ
ꢄ
Add User’s Name to  
Directory  
Voice mail prompts you to first enter the User’s first name/last  
name.  
Using the telephone’s dial pad, enter the user’s first name.  
When finished, press ꢊ. Enter the user’s last name. When  
finished, press ꢊ. Use ꢋ for Q and ꢈ for Z.  
The User’s name is added to the directory.  
Note Entries made using this option display as numeric  
characters in the Directory Name 1 and Directory Name  
2 fields of the Users Menu (see Chapter 6 – Menus).  
Cancel  
Cancels function and returns to the System Administrator  
menu.  
*
GVMU System Administrator Guide 04/04  
13  
Features  
System Distribution Lists  
System Distribution Lists  
System lists are available as a special attribute of the System Administrator Main Menu, and are an  
excellent means of distributing interoffice memos to a large group of people in a timely manner.  
The lists also eliminate the need of every user creating a similar personal list.You can create up to  
seven system-wide lists. Examples of such lists include all users in the system or in a specific  
department and all company managers.  
Voice mail processes mail sent to mailing lists as a low-priority task. Therefore, it may take several  
minutes to send the message to everyone on a large list, especially if the system is busy.  
Create System Distribution List  
1. From the Main Menu,  
The Manage Mailbox Menu plays.  
press ꢃ Manage Mailbox.  
2. From the Manage  
Mailbox Menu, press ꢃ  
Manage Your Lists.  
The Manage Your Lists Submenu plays.  
3. Select the Distribution  
You are prompted to enter an option.  
List number (ꢁ~ꢋ).  
4. After selecting a list, you  
can press:  
ꢁ
Review your current  
list  
The system prompts you with the name (and extension) of  
each User ID on the list.  
ꢂ
Add a User ID to the Voice mail prompts you to enter the User ID.  
list  
Enter the User ID.  
Press ꢊ when done.  
The name (and extension) plays. You can add additional User  
IDs as needed.  
ꢃ
ꢄ
Delete a User ID  
from the list  
Voice mail prompts you to enter the User ID.  
Enter the User ID.  
Press ꢊ when done.  
The name (and extension) plays. The system prompts  
“Deleted.”  
Record a list  
Comment  
When sending a message, the comment plays each time the  
destination list is selected.  
Voice mail prompts you to record the comment.  
Record your  
comment. Press ꢊ  
when done.  
5. Press ꢈ to return to the  
Manage Your Lists  
Submenu.  
You can create another System List or press ꢈꢈ to return to the  
Main Menu.  
Once defined, you can easily add or delete User IDs as needed  
to the list.  
14  
GVMU System Administrator Guide 04/04  
Features  
System Distribution Lists  
Send Message Using a System List  
Each system distribution list (ꢁ ~ ꢋ) in User ID 999 is available to all users and may be accessed  
when a user sends or forwards a message to a list. For more details, see the Strata CTX28 Voice  
Processing System User Guide.  
1. Access voice mail from  
your telephone by  
pressing + your User  
ꢇꢉ  
ID number + ꢊ.  
2. Enter your security code  
+ ꢊ.  
3. From the Main Menu,  
The Send Messages Menu plays.  
press ꢂ.  
4. Press ꢌꢂ.  
5. Select the Distribution  
List number (ꢁ ~ ꢋ).  
6. Record your message.  
To pause during the recording, press ꢄ. To restart and continue  
recording, press ꢄ again.  
7. Press ꢊ to send your  
message immediately and  
return to the Main Menu.  
GVMU System Administrator Guide 04/04  
15  
Features  
System Distribution Lists  
16  
GVMU System Administrator Guide 04/04  

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