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Programming Extensions

This section provides procedures to program an extension to be one of the
following four types:
• Mailbox Extension
• Transfer-Only Extension
• Automated Attendant Extension
• Fax Extension
Every extension in PARTNER Messaging must be assigned a type in order to enforce Transfer Restrictions and designate transfer destinations, such as a Mailbox extension, an Automated Attendant extension, a Fax extension, or a Transfer-Only extension. When you program an extension, you also identify the phone status of that extension. If there is no telephone associated with the extension, PARTNER Messaging sends the call directly to Call Answer Service or Automated Attendant Service, depending upon the extension type. Transfer-Only and Fax extensions always have a telephone associated with the extension.

Assigning Mailbox Extensions
You can assign up to 200 mailboxes. The factory-set Mailbox Size is 20 minutes and the factory-set Message Length is four minutes. When you assign an extension as a Mailbox extension, you are prompted to:
• Identify whether a telephone is associated with the extension. If a telephone is associated with a Mailbox extension, when a caller transfers from PARTNER Messaging to that extension, the call is sent to the extension’s telephone. The Message Waiting Light on the telephone lights if
a message is left in the Mailbox. If a telephone is not associated with the extension, the call is sent directly to the extension’s mailbox. A Mailbox extension without a telephone is frequently referred to as a Guest Mailbox.
A Guest Mailbox can be used by traveling sales people (who don’t have telephones and who are frequently out of the office) to receive and retrieve messages.

• Administer a Directory Listing or Recorded Name. Users and callers can use up to a 10-letter Directory Listing to address messages or transfer calls. The mailbox user’s name can also be recorded. The System Manager and the mailbox user can record a name, but only the System Manager can administer a Directory Listing for an extension.
• Administer the Message Length and Mailbox Size. The Message Length is the maximum amount of time available for a caller to leave a message. It is also the maximum length of a message the user can create when sending, replying to, and forwarding a message. The Mailbox Size is the maximum amount of message storage time available in a mailbox.
• Administer Outcalling. Outcalling permission can be turned On or Off. The Outcalling feature dials up to five designated telephone numbers or pager/beeper numbers to notify a user that a new message has arrived in the user’s voice mailbox. Users who use Outcalling are notified about new messages (all messages or only Priority messages) whether they are at
their desks, on the road, or at alternate work locations.
• Program the Mailbox Language. The Mailbox Language is the language users hear after they log in to their mailbox. It is programmed for each Mailbox extension and can be administered for any of the supported languages, regardless of the Language Mode or language(s) that have
been programmed for the system.
• Administer Record-a-Call. Record-a-Call is a feature that allows users at internal extensions to record their conversations in their mailbox while active on a call. This feature is available only if the communications system is PARTNER ACS Release 3.0 or later.
• Administer Phantom Mailbox Property. Available in Release 6.0 or later, the Phantom mailbox capability allows messages left for a mailbox extension to be deposited in a different mailbox. Messages are not left in the Phantom mailbox, but are left in the destination mailbox you specify. This feature can be used to assure messages are forwarded to an active
mailbox when a mailbox becomes vacant. It can also be used to provide a common mailbox for two extensions, each with a different greeting. In Release 7.0 or later, multiple mailbox extensions can share the same destination mailbox, so that a single, common mailbox can be used for multiple extensions, all with different greetings.

About Guest Mailboxes
Guest Mailboxes provide all the benefits of a regular mailbox (including Outcalling privileges) except the subscriber does not receive visual indication of a message deposited in the Mailbox since there is no telephone (and therefore no Message Waiting Light) associated with the mailbox. Subscribers can call the voice messaging system from any touch-tone telephone to receive their messages.

Review the following notes before you program Guest Mailboxes:
• If you have empty slots in the carrier, you can assign Guest Mailboxes to those extensions in the dial plan that correspond to the empty slot(s). When you assign guest mailboxes, it is recommended that you start assignments from the high end of the dial plan.
• After you create a Guest Mailbox, use “Programming Automatic VMS Cover” on page 119 to assign automatic coverage to the Guest Mailbox. Calls to these extensions are routed immediately to the mailbox—the call does not try ringing the extension first.
• If you do not have empty slots in the carrier, you can assign Guest Mailboxes to the unused extension numbers associated with the voice messaging system module. You also need to assign automatic coverage to these Guest Mailboxes. You can use any of the six extensions on the voice messaging system module for Guest Mailbox assignments.
• Calls routed to these extensions are routed to the subscriber’s mailbox depending on the extension used. Calls are routed on an immediate or delayed basis based on the following:
– For a 2-port system:

If the top two extensions are used, calls are routed to the subscriber’s
mailbox on an immediate basis. If the remaining four extensions are used, calls are routed to the
subscriber’s mailbox after four rings (or after the number of rings program in the VMS Cover Ring Interval).

– For a 4-port system:
If the top four extensions are used, calls are routed to the subscriber’s mailbox on an immediate basis. If the remaining two extensions are used, calls are routed to the
subscriber’s mailbox after four rings (or after the number of rings program in the VMS Cover Ring Interval).
– For a 6-port system:
If all six extensions are used, calls are routed to the subscriber’s mailbox on an immediate basis.
• A 2-port voice messaging system uses the top two extension numbers associated with the slot in which the module is installed. For example, if the module is installed in the last slot on a PARTNER ACS 5-slot configuration (see the figure on page 25), it uses extensions 42 and 43. In this case, you can use extensions 42 through 47 for Guest Mailboxes.
• A 4-port voice messaging system uses the top four extension numbers (for example, 42, 43, 44, and 45). In this case, you can use extensions 42 through 47 for Guest Mailboxes.
• A 6-port voice messaging system uses all six extension numbers (for example, 42 through 47). In this case, you can use extensions 42 through 47 for Guest Mailboxes.

 

  1. Log in to System Administration. (777)+ (0#)+ ([nnnnnn] #) +(9)
  2. Select Extension Administration. (2)
  3. Enter extension number. ([nn] #)
  4. Assign a mailbox to this extension. (1)
  5. Choose one of the following:
    • If a telephone is associated with this extension. (9)
    • If a telephone is not associated with this extension. (6)

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Programming Extensions

 

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