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mai

l ext

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on.

Pr

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and

then

ent

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num

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ass-

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s , t

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pres

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ent n

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r.If

the

docu

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, Pre

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to

repl

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nter

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, upd

ated

, or

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eus

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a n

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W

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prom

pted

, pre

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on

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fax

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plet

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to

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QU

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REF

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TOSY

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wor

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, day

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uary

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alar

m i

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Part Number550.8001

Issue 7.0, Revised March 2003

Inter-Tel, Inc. 2003 printed in US

ADMINISTRATORS GUIDE

NOTICE

This Inter-Tel Axxess Administrators Guide is released by INTER-TEL, INC. as a guide for system andvoice mail administrators. It provides information necessary to properly administer the system.

The contents of this guide, which reflect current INTER-TEL standards, are subject to revision or changewithout notice. Software packages released after the publication of this guide will be documented inaddenda to the guide or succeeding issues of the guide.

For additional information, please contact you local INTER-TEL service representative.

For sales, service, or technical support,contact your local authorized Inter-Tel dealer.

If you have any questions or comments regarding this manual or other technical documentation, contact

Inter-Tels Technical Publications Department at: Tech_Pubs@inter-tel.com

Inter-Tel is a registered trademark of Inter-Tel, Incorporated.Axxess is a registered trademark of Inter-Tel, Incorporated.IBM and OS/2 Warp are registered trademarks of International Business Machines Corporation.MS-DOS and Microsoft Windows are registered trademarks of Microsoft Corporation.AudioCodes is a trademark of AudioCodes Ltd.

Table of ContentsAXXESS ADMINISTRATORS GUIDE Revised March 2003CONTENTS PAGE

FCC Regulations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . viiiSafety Regulations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xiIntroduction 1

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2Axxess Telephone System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2Voice Processor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Administrator Procedures 7

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8System Administrator Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8Using DSS/BLF Keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36Voice Mail Administrator Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

System Hardware 61

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62Station Instruments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63Optional System Equipment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85

Axxess System Features 87

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91Access to the Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91Attendant Stations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102Hunt Groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104Trunk Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120Inter-Tel Phone Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135Multilingual Capability . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142Intercom Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146

Table of ContentsPage v

Inter-Station Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 152Off-Hook Voice Announce (OHVA) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157Outside Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159Placing Calls On Hold . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168

Table of ContentsAXXESS ADMINISTRATORS GUIDE Revised March 2003CONTENTS PAGE

Call Waiting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171Call Transfer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173Call Screening . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176Reverse Transfer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177Conference Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 178Record-A-Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183Agent Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 185System Forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 188Call Forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 194Speed Dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 198Intercom, Speed-Dial, and Feature Code Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . 205House Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 208Redialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 210Redirect Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 212Paging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 213Remove from Paging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 214Do-Not-Disturb . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 214Do-Not-Disturb Override . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 218Remote Feature Programming . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 219Default Station . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223Hookflash . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223Reminder Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 224Record Keeping and Maintenance Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 226

Voice Processing Features 235

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 237Automated Attendant . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 238Call Routing Announcement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 241Fax-On-Demand . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 244Directories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 246Record-A-Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 249Scheduled Time-Based Application Routing (STAR) . . . . . . . . . . . . . . . . . . . . . . . . . . 250SMDR Information Storage and Retrieval . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 251Page vi

Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 252

Table of ContentsAXXESS ADMINISTRATORS GUIDE Revised March 2003CONTENTS PAGE

Using Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 258Unified Messaging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 269Automatic Fax Detection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 273

Index 275

Default Feature Codes 287

Voice Mail Flowchart. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 289Page vii

FCC RegulationsAXXESS ADMINISTRATORS GUIDE Revised March 2003FCC Regulations

Important1. This equipment complies with Part 68 of FCC rules. On the side of the KSU is a label

that contains, among other information, the FCC registration number and ringer equiva-lence number (REN) for this equipment. Customers connecting this equipment to thetelephone network shall, before such connection is made, give notice to the telephonecompany of the particular line(s) to which such connection is to be made, and shall pro-vide the telephone company with the following information:

Complies with Part 68 of FCC rules

FCC registration number: BE2USA-64572-MF-E (for MF-rated systems),BE2USA- 64573-KF-E (for KF-rated systems), or BE2USA-24359-PF-E (for PBXsystems)

USOC numbers of required interface jacks (see chart on next page)

Service order code (SOC), as applicable (see chart on next page)

Facility interface code (FIC) (see chart on next page)

Ringer equivalence number (REN), as applicable (see chart on next page)

NOTE: The REN is used to determine the quantity of devices which may be con-nected to the telephone line. Excessive RENs on the telephone line may result inthe devices not ringing in response to an incoming call. In most, but not all areas,the sum of the RENs should not exceed five (5.0). To be certain of the number ofdevices that may be connected to the line, as determined by the total RENs, contactthe telephone company to determine the maximum REN for the calling area.

The telephone company should also be given notice upon final disconnection of thisequipment from the particular line(s).

It is also the responsibility of the customer to provide the telephone company with reg-istration numbers of any other devices which are configured for connection to the tele-phone network.

2. This equipment cannot be used on public coin service provided by the telephone com-pany. Connection to party line service is subject to state tariffs. (Contact the state publicutility commission, public service commission, or corporation commission for informa-tion.)

3. If this equipment causes harm to the telephone network, the telephone company willnotify the customer in advance that service may be temporarily discontinued. But ifadvance notice is not practical, the telephone company will notify the customer as soonas possible. Also, the customer will be advised of the right to file a complaint with theFCC, if necessary.

4. The telephone company may make changes in its facilities, equipment, operations, orprocedures which may affect the operation of this equipment. If so, the customer shallbe given advance notice so that any necessary modifications can be made in order tomaintain uninterrupted service.Page viii

FCC RegulationsAXXESS ADMINISTRATORS GUIDE Revised March 20035. If trouble is experienced with this equipment, contact a local authorized factory servicerepresentative for repairs and/or warranty information. The customer, users, and unau-thorized technicians should not repair, make adjustments to, or attempt to service thisequipment in any way.

6. In the event of trouble with the telephone line(s), this equipment must be disconnectedfrom the telephone line(s). If trouble ceases, the equipment must be repaired by anauthorized factory service representative. If the trouble continues to occur with theequipment disconnected, the telephone company should be notified that they have aproblem. If this is the case, repairs or adjustments made by the telephone company willbe made at their expense.

7. Allowing this equipment to be operated in such a manner as to not provide properanswer supervision signaling is in violation of Part 68 of FCC rules. This equipmentreturns answer supervision signals to the public telephone network when: answered bythe called station, answered by the attendant, routed to a recorded announcement thatcan be administered by the equipment user, and routed to a dial prompt. This equipmentalso returns answer supervision on all DID calls forwarded back to the public telephonenetwork. Permissible exceptions are: a call is unanswered, busy tone is received, andreorder tone is received.

8. This equipment is capable of providing users access to interstate providers of operatorservices through the use of equal access codes. Failure to provide equal access capabili-ties is a violation of the Telephone Operator Consumer Services Improvement Act of1990 and Part 68 of the FCC Rules.

TYPE OF PORTINTERFACE

FACILITY INTERFACE CODE (FIC)

RINGER EQUIV ALENCE NO. (REN)

SERVICE ORDER CODE (SOC)

USOC JACKCONNECTOR

2-Wire Loop 02LS2 0.6B RJ21X2-Wire Loop/Ground 02LS2/02GS2 3.6B/4.4B RJ21X2-Wire Ground 02GS2 0.6B RJ21XOPX Class C* 0L13C 9.0F RJ11C, RJ21X2-Wire DID** 02RV2-T 0.0B AS.2 RJ11C, RJ21XD4 Superframe/AMI 04DU9-BN 6.0Y RJ48CD4 Superframe with B8ZS

04DU9-DN 6.0Y RJ48C

ExtendedSuperframe (ESF)

04DU9-1KN 6.0Y RJ48C

ESF with B8ZS 04DU9-1SN 6.0Y RJ48CPrimary Rate ISDN 04DU9-1SN 6.0Y RJ48C * Also interfaces with Class A and B.** When using T1 facilities to provide DID service, do not use the DID facility interface code (FIC); instead, pro-

vide the telephone company with DID answer supervision code AS.2 and the FIC for the requested T1 service.Page ix

FCC RegulationsAXXESS ADMINISTRATORS GUIDE Revised March 2003NoticeThis equipment generates and uses radio frequency energy and if not installed and used prop-erly, that is, in strict accordance with the manufacturers instructions, may cause interference toradio and television reception. It has been type tested and found to comply with the limits for aClass A computing device in accordance with the specifications in Subpart J of Part 15 of FCCRule. Operation of this equipment in a residential area may cause unacceptable interference toradio and TV reception requiring the operator to take whatever steps are necessary to correctthe interference. However, there is no guarantee that interference will not occur in a particularinstallation. If this equipment does cause interference to radio or television reception, whichcan be determined by turning the equipment off and on, the user is encouraged to try to correctthe interference by one or more of the following measures:

Reorient the receiving antenna Relocate the KSU with respect to the receiver Check that the KSU and receiver are not on the same circuit; the KSU must be powered

from an isolated, dedicated AC outlet

If necessary, the user should consult the dealer or an experienced radio/television technicianfor additional suggestions. The user may find the following booklet prepared by the FCC help-ful: How to Identify and Resolve Radio-TV Interference Problems

This booklet is available from the U.S. Government Printing Office, Washington, D.C. 20402,Stock No. 004-000-00398-5.

If RFI problems persist, contact Inter-Tel Customer Support.

The Axxess system is now product safety certified by Canadian Standards Association (CSA)for use in both the United States and Canada.

CAUTION

THE TELEPHONE INSTRUMENTS SPECIFICALLY DESIGNED FOR THIS SYSTEMHAVE HEARING-AID COMPATIBLE HANDSETS THAT ARE IN COMPLIANCE WITHSECTION 68.316 OF THE FCC RULES.

THE IP SLA COMPLIES WITH UL1950/CSA950 AND EN 60950 STANDARDS ANDCOMPLIES WITH EN 55022 AND PART 15 OF FCC RULES.Page x

Safety RegulationsAXXESS ADMINISTRATORS GUIDE Revised March 2003Safety Regulations

Important Safety Instructions

The following safety information is reprinted from UL 1459. When using your telephoneequipment, basic safety precautions should always be followed to reduce the risk of fire, elec-tric shock, and injury to persons, including the following:

1. Read and understand all instructions.

2. Follow all warnings and instructions marked on the product.

3. Unplug this product from the wall outlet before cleaning. Do not use liquid cleaners oraerosol cleaners. Use a damp cloth for cleaning.

4. Do not use this product near water (for example, in a wet basement).

5. Do not place this product on an unstable cart, stand, or table. The product may fall,causing serious damage to the product.

6. Slots and openings in the cabinet and the back or bottom are provided for ventilation, toprotect it from overheating; these openings must not be blocked or covered. This prod-uct should never be placed near or over a radiator or heat register. This product shouldnot be placed in a built-in installation unless proper ventilation is provided.

7. This product should be operated only from the type of power source indicated in themanual. If you are not sure of the type of power source to your building, consult yourdealer or local power company.

8. This product is equipped with a three-wire grounding type plug, a plug having a third(grounding) pin. This plug will only fit into a grounding type power outlet. This is asafety feature. If you are unable to insert the plug into the outlet, contact your electri-cian to replace your obsolete outlet. Do not defeat the safety purpose of the groundingtype plug.

9. Do not allow anything to rest on the power cord. Do not locate this product where thecord will be abused by persons walking on it.

10. Do not use an extension cord with this products AC power cord. The AC outlet for thisproduct should not be used for any other electrical equipment.

11. Never push objects of any kind into this product through cabinet slots as they maytouch dangerous voltage points or short out parts that could result in a risk of fire orelectric shock. Never spill liquid of any kind on the product.

CAUTION

The NRTL/C indicator adjacent to the CSA mark on the product label signifies that theAxxess System has been evaluated to the applicable ANSI/UL and CSA Standards for usein both the United States and Canada. NRTL (Nationally Recognized Testing Laboratory)is a designation granted by the U.S. Occupational Health and Safety Administration(OSHA) to laboratories which have been accredited to certify products to U.S. Standards.Before installation, also check the local electrical codes for important information concern-ing the installation of telephone and electronic equipment.Page xi

Safety RegulationsAXXESS ADMINISTRATORS GUIDE Revised March 200312. To reduce the risk of electric shock, do not disassemble this product, but take it to aqualified serviceman when some service or repair work is required. Opening or remov-ing covers may expose you to dangerous voltages or other risks. Incorrect reassemblycan cause electric shock when the product is subsequently used.

13. Unplug this product from the wall outlet and refer servicing to qualified service person-nel under the following conditions:

a. When the power supply cord or plug is damaged or frayed.

b. If liquid has been spilled into the product.

c. If the product has been exposed to rain or water.

d. If the product does not operate normally by following the operating instructions.Adjust only those controls that are covered by the operating instructions becauseimproper adjustment of other controls may result in damage and will often requireextensive work by a qualified technician to restore the product to normal operation.

e. If the product has been dropped or the cabinet has been damaged.

f. If the product exhibits a distinct change in performance.

14. Avoid using a telephone (other than a cordless type) during an electrical storm. Theremay be a remote risk of electric shock from lightning.

15. Do not use the telephone to report a gas leak in the vicinity of the leak.

Save These InstructionsCAUTION

This exclamation point within a triangle (which, for example, is silk-screenedon the front of the Axxess cabinet) is intended to alert the user to the presenceof important operating and maintenance (servicing) instructions in the litera-ture accompanying the product. Be sure to read and follow all of the instruc-tions included in this manual.

!Page xii

IntroductionAXXESS ADMINISTRATORS GUIDE Revised March 2003IntroductionCONTENTS PAGE

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2Axxess Telephone System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Axxess Networks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2Axxess System Administrator Duties. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Voice Processor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4Voice Mail Networks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5Voice Mail Administrator Duties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5Page 1

IntroductionAXXESS ADMINISTRATORS GUIDE Revised March 2003INTRODUCTION

This Administrators Guide provides all the information an administrator should need aboutthe Axxess system hardware and features, and it gives detailed instructions on their use.Refer to the user guide provided with each phone for simplified instructions on using telephoneand voice mail system features.

AXXESS TELEPHONE SYSTEMThe Inter-Tel Axxess System is a state-of-the-art, digital, voice/data, hybrid telephone system.As a hybrid system, it incorporates many of the user-friendly features of key systems withmany of the expanded features and flexibility of private branch exchange (PBX) systems.

The Axxess System is designed to meet the needs of growing businesses. In fact, the systemsunique digital signal processing (DSP) structure allows it to be easily adapted and expanded asbusiness communication needs change, especially with the Caller ID, Automatic Number Iden-tification (ANI), Dialed Number Identification Service (DNIS), and Integrated Services DigitalNetwork (ISDN) features. The modular design makes the system easy to install and service.And, the programmable features provide an abundance of user-friendly applications to meeteach customers needs. Highlights of the systems design include:

Advanced microprocessor technology. Modular, easily replaceable hardware with add-on capabilities for optional features. Flexible programming to customize many system and station features.

AXXESS NETWORKSWith Axxess software versions 5.0 and later, you can connect two or more Axxess systems toform a network that provides a seamless interface between the systems. To the user, the net-work appears as though it is one integrated system. With few exceptions, the user can performall of the functions across the network that he can within a single Axxess system.

In this manual, all references to a network mean two or more connected Axxess systems.Each Axxess system in a network is called a node.

The maximum capacities of the Axxess network are listed in the following table.

* The maximum number of stations and trunks that can be installed is limited by the number ofvoice channels and/or system memory resources available.

FEATURE/DEVICES CAPACITY

Axxess System Nodes per network 63Local devices per Axxess node 1792*Off-node devices per Axxess node 8000Devices per network 40,000Page 2 Introduction

IntroductionAXXESS ADMINISTRATORS GUIDE Revised March 2003AXXESS SYSTEM ADMINISTRATOR DUTIESAs an Axxess system administrator, you can provide the following services:

Place the local phone system or other systems in the network in night or day mode Set the date and time of the local system Set the network date and time and re-synchronize clocks in the network. Make database changes (see page 11 for a list of programming areas) Program system speed-dial numbers on the local system Receive and clear displayed system and network alarms Use diagnostic mode features to:

Freeze and unfreeze database history on the local system or other systems in thenetwork

Print error logs

Seize specific devices for troubleshooting purposes

Administrator features are described in detail beginning on page 8.

Any Inter-Tel phone can be designated as an administrator station through database program-ming. All designated administrator stations should be equipped with display phones to showsystem alarms and make programming easier.

NOTE: Single-line sets can not be used as an administrator station.Page 3Axxess System Administrator Duties

IntroductionAXXESS ADMINISTRATORS GUIDE Revised March 2003VOICE PROCESSOR

The Axxess Voice Processor can be used for any of the following applications:

Voice Mail: This application handles all calls that are directed to voice mail (other thanthrough the Message Notification/Retrieval application) by subscribers and non-sub-scribers. Callers will hear the main company greeting, followed by a menu of availableoptions. Stations can forward or transfer calls directly to their mailbox.

Message Notification/Retrieval: The Message Notification/Retrieval application pro-vides voice mail message notification and quick mailbox access.

Directory Services: Directory services provide callers with a list of mailboxes andextension IDs.

Automated Attendant: The automated attendant is a programmable feature that can beused to provide automated call answering service. Calls can transfer, forward, ordirectly ring in to an automated attendant. When an automated attendant answers a call,it plays a recording that gives dialing instructions. After hearing the recording (or at anytime while it is playing), the caller may then dial an extension or mailbox number.

Automated Attendant Recall Destination: If a call, that is transferred by the auto-mated attendant, is not answered before the Transfer Voice Processor timer expires, thecall recalls the Automated Attendant Recall Destination. The Recall Destinationannounces that the station is unavailable and allows the caller to leave a message (if thestation has an associated mailbox) or dial another extension.

Call Routing Announcement: Call Routing Announcements can be used two ways: A Call Routing Announcement application can be used in place of a playback

device. The playback device function is especially useful for programming huntgroup announcement and overflow stations. When called, the Call RoutingAnnouncement application will play a recording and then hang up.

The Call Routing Announcement application can use Digit Translation whichallows the caller to press a single digit for access to a mailbox, a fax-on-demandfunction, or a station or hunt group that has an associated mailbox or extension ID.Digit translation can be programmed for each digit 0-9, #, and *, plus a Timeoutthat is used when the caller does not enter a digit. Each digit can lead to a digittranslation node that has its own digit translation values. This layered Call Rout-ing Announcement digit translation creates a tree of programmable digit transla-tion nodes.

Record-A-Call: This feature allows a station user to record an ongoing call in a voicemailbox message. When a station user enters the Record-A-Call feature code, the sys-tem places a call to the stations assigned Record-A-Call application. When the applica-tion answers, the system sets up a conference call with the stations Record-A-Callmailbox. If programmed, the mailbox plays a greeting to indicate that the recording isin progress.

STAR: The Scheduled Time-Based Application Routing (STAR) enhances the pro-grammability of the voice mail application greetings. With STAR, applications can beprogrammed to play alternative greetings for holidays and weekends. A STAR applica-tion is a table of up to 20 entries, that serves as a routing table which tells the VoiceProcessor which application will be used, based on day and time information in thetable. (The applications are programmed to play the greetings, not the STAR applica-tion. The STAR routes the call to the right application.)

Station Message Detail Recording (SMDR) Information Storage: SMDR informa-tion can be stored on the Voice Processors hard disk and then processed using callrecord sorting software, such as Inter-Tels Inside Track.Page 4 Voice Processor

IntroductionAXXESS ADMINISTRATORS GUIDE Revised March 2003VOICE MAIL NETWORKSA Voice Processor can be installed on any or all nodes in the Axxess network. These VoiceProcessors can also be networked together to allow a caller to leave a message on the localVoice Processor for a mailbox located on another Voice Processor in the network.

The maximum capacities of the network are listed in the following table.

a This is the maximum number of nodes supported by the software. System traffic may limitthe actual number of nodes that can be supported without affecting system performance.

b This is the maximum number of mailboxes supported by the NT-based software.

VOICE MAIL ADMINISTRATOR DUTIESAs the voice mail administrator, you can use special features that are not provided to othervoice mail users. The system administrator mailbox has all standard subscriber features plusthe ability to do the following:

Record a broadcast message Perform mailbox and group list maintenance Create and select custom audiotex recordings (voice mail company greetings, auto

attendant recordings, call routing announcements, and hunt group overflow andannouncement station recordings)

Import fax documents Customize voice mail prompts

Voice mail administrator features are described in detail on page 38.

FEATURE/DEVICES CAPACITY

Voice Processors per network 100a

Local or Off-Node Mailboxes and/or Extension IDs per Voice Processor node

10,000b

System Audio Interface Ports per node 40Applications per node 150Group Lists per nodeMembers per group list

10001500

Remote Message Notification Numbers per mailbox 18Audiotex Recordings per node 500Message Notification/Retrieval Applications per node 1System Passwords per node 4Time Slot Groups per node 10Page 5Voice Mail Networks

IntroductionAXXESS ADMINISTRATORS GUIDE Revised March 2003Page 6 Voice Mail Administrator Duties

Administrator ProceduresAXXESS ADMINISTRATORS GUIDE Revised March 2003Administrator ProceduresCONTENTS PAGE

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8System Administrator Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Placing the System in Night Mode. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9Placing Nodes in Day or Night Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9Setting System Date and Time . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9Setting Network Date and Time . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10Synchronize Network Time . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11Database Programming . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Station Programming Using an Administrators Station. . . . . . . . . . . . . . . . . . . . . 13System Programming Using an Administrators Station . . . . . . . . . . . . . . . . . . . . 17Trunk Programming Using an Administrators Station . . . . . . . . . . . . . . . . . . . . . 23

Programming System Speed-Dial Numbers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30System and Network Alarm Reporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

System Alarms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32Network Alarms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

Freezing/Unfreezing the System History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34Freezing/Unfreezing the Network History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34Seizing a Device . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Using DSS/BLF Keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36Voice Mail Administrator Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Broadcast Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38Mailbox/Group List Maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39Importing Fax Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40Custom Audiotex Recordings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41Customized Voice Mail Prompts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43Page 7

Administrator ProceduresAXXESS ADMINISTRATORS GUIDE Revised March 2003INTRODUCTION

During database programming, any Inter-Tel phone can be designated as a system administra-tor and/or a voice mail administrator. All administrator stations should be equipped with dis-play phones to show system alarms and to make programming easier.

This section gives you all of the instructions for using the Administrator Features of the Sys-tem and voice mail.

System Administrator Features begin below. Voice Mail Administrator Features begin on page 38.

A quick reference card is located in the front of this book for your convenience.

Refer to the System Features and Voice Processing Features chapters for detailed descriptionsof the System and Voice Processor and for general user procedures.

NOTE: The telephone system provides a choice between American English, British English,Spanish and Japanese prompts and displays. As an administrator, you must know which lan-guage is considered Primary and which is Secondary for the System.

SYSTEM ADMINISTRATOR FEATURES

Any display Inter-Tel phone (attendant or non-attendant) can be assigned as a telephone systemadministrator. System administrator stations provide the following services:

Place the local node or other nodes in the network in night or day mode Set the date and time of the local node Set the network date and time and re-synchronize clocks in the network. Make database changes (see page 11 for a list of programming areas) Program system speed-dial numbers on the local node Receive and clear displayed system and network alarms Use diagnostic mode features:

Freeze and unfreeze the database history for the local node or any node in the net-work using programmed freeze zones

Print error logs

Seize specific devices for troubleshooting purposes

Any Inter-Tel phone station can be programmed to be an administrator station by the databaseprogrammer or by another administrator station.

NOTE Single-line sets can not be used as an administrator station.

If a non-administrator station user attempts to use the administrator features, the user will hearreorder tones, and the display will show CANNOT ACCESS RESERVED FEATURE.Page 8 Introduction

Administrator ProceduresAXXESS ADMINISTRATORS GUIDE Revised March 2003PLACING THE SYSTEM IN NIGHT MODE

An administrator station can place the local node in day or night mode. The day/night modedetermines which lists the system will use for trunk access, toll restriction, etc.

Night mode also affects the night transfer relays on the Options Card (OPC). The relays areactivated when the system is placed in night mode. See SPECIFICATIONS in the InstallationManual for details.

TO TURN NIGHT MODE ON OR OFF:

While on hook, enter the Night Ring On/Off feature code (9860). You hear a singleconfirmation tone. The display shows NIGHT MODE IS ON (or OFF). Then, if nightmode was turned on, the display shows THE SYSTEM IS IN NIGHT MODE until daymode is turned on.

PLACING NODES IN DAY OR NIGHT MODE

An administrator station can place one or more nodes in day or night mode. The day/nightmode determines which lists the system will use for trunk access, toll restriction, etc.

The network determines the day/night mode status of a call based on the day/night mode statusof the node where the trunk resides.

TO TURN NIGHT MODE ON:

1. While on hook, enter the Enable Network Night feature code (9861).

2. You are prompted to enter a node number. Enter the desired node number.

3. You hear a single confirmation tone. The display shows NIGHT MODE IS ON. Thenthe display shows NODE X IS IN NIGHT MODE until day mode is turned on.

TO TURN DAY MODE ON:

1. While on hook, enter the Enable Network Day feature code (9862).

2. You are prompted to enter a node number. Enter the desired node number.

3. You hear a single confirmation tone. The display shows DAY MODE IS ON.

SETTING SYSTEM DATE AND TIME

Occasionally, the system time or date needs to be reset (for example, when the system isdefaulted or for daylight-saving time). Any administrator can change the date and time thatappears on all display phones and in the SMDR reports. The day of the week is automaticallycalculated and set by the system when the date is entered.

TO SET THE SYSTEM DATE AND TIME:

NOTE: If you make a mistake, press to backspace or press or CANCEL to leave itunchanged and start over.

1. While on hook, enter the Set Date/Time feature code (9800). Your display shows DATE(current date).

If you do not need to change the date, press or ACCEPT to skip to the TIMEXX:XX prompt.

2. Use the keypad keys to enter the month, day, and year. For example, press 020301 forFebruary 3, 2001. When finished, the display shows TIME (current time). If youentered the date incorrectly, the display shows INVALID DATE, and you are promptedto enter a new date.

MUTE

#Page 9Placing the System in Night Mode

Administrator ProceduresAXXESS ADMINISTRATORS GUIDE Revised March 2003NOTE: If using a station programmed for Japanese, enter the date as year, month,date. For example, 010203 for February 3, 2001.

If you do not need to change the time, press or ACCEPT twice to exit. The displayshows SYSTEM DATE AND TIME UPDATED.

3. Use the keypad keys to enter the time in hours and minutes. (For example, enter 0900for 9:00.) If you entered the time incorrectly, the display shows INVALID TIME andyou are prompted to enter a new time.

4. If the system is set for 12-hour display format, the display shows SELECT AM OR PM(AM=1 PM=2). Press (or the AM menu key) for AM or press (or the PM menukey) for PM. The display shows SYSTEM DATE AND TIME UPDATED. If you pressany key other than 1 or 2, the display shows INVALID TIME and you are prompted toenter a new time.

NOTE: If using a station programmed for Japanese, the prompts will be reversed andyou will set the AM/PM before the hour and minutes.

SETTING NETWORK DATE AND TIMEOccasionally, the network time or date needs to be reset (for example, when the system isdefaulted or for daylight-saving time). Any administrator can change the date and time thatappears on all display phones and in the SMDR reports in the network. The day of the week isautomatically calculated and set by the system when the date is entered.

TO SET THE NETWORK DATE AND TIME:

NOTE: If you make a mistake, press to backspace or press or CANCEL to leave itunchanged and start over.

1. While on hook, enter the Set Network Date and Time feature code (9810). Your displayshows DATE (current date).

If you do not need to change the date, press or ACCEPT to skip to the TIMEXX:XX prompt.

2. Use the keypad keys to enter the month, day, and year. For example, press 020301 forFebruary 3, 2001. When finished, the display shows TIME (current time).

NOTE: If using a station programmed for Japanese, enter the date as year, month,date. For example, 010203 for February 3, 2001.

If you entered the date incorrectly, the display shows INVALID DATE, and you areprompted to enter a new date.If you do not need to change the time, press or ACCEPT twice to exit. The displayshows SYSTEM DATE AND TIME UPDATED.

3. Use the keypad keys to enter the time in hours and minutes. (For example, enter 0900for 9:00.)

NOTE: If using a station programmed for Japanese, the prompts will be reversed andyou will set the AM/PM before the hour and minutes.

If you entered the time incorrectly, the display shows INVALID TIME, and you areprompted to enter a new time.

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Administrator ProceduresAXXESS ADMINISTRATORS GUIDE Revised March 2003 4. If the node is set for 12-hour display format, the display shows SELECT AM OR PM(AM=1 PM=2). Press (or the AM menu key) for AM or press (or the PM menukey) for PM. The display shows SYSTEM DATE AND TIME UPDATED. If you pressany key other than 1 or 2, the display shows INVALID TIME, and you are prompted toenter a new time.

SYNCHRONIZE NETWORK TIME

Administrators can synchronize the minutes past the hour across the network without changingthe hour. This is useful when the nodes are in different time zones.

NOTE: If a node's time is off by more than 30 minutes, synchronizing the minutes may causethe hour to change. Also, network time is automatically synchronized every day at 12:30 AM(00:30), using the time setting on the node with the lowest number.

An administrator can synchronize the clocks in all nodes in the network using the followingprocedure.

TO SYNCHRONIZE NETWORK TIME:

While on hook, enter the Synchronize Network Time feature code (9811). You hear aconfirmation tone, and the display shows NETWORK TIME SYNCHRONIZED.

DATABASE PROGRAMMING

Any administrator station can perform database programming using an Inter-Tel phone. How-ever, it requires a display phone, and an Executive Display or Model 8560 Phone is stronglyrecommended.

NOTE: If using an Analog Phone, the administrator will need to use the PREVIOUS/NEXT orUP/DOWN keys in place of the Volume key in the instructions in this section.

The database areas that can be programmed by an administrator station include the following:

Station Programming: Create or delete Administrator stations Create or delete Attendant stations Create or delete House Phones Assign stations to Attendants Program usernames Program station toll restriction

System Option Programming: Program Do-Not-Disturb (DND) messages Program up to ten passwords for the Database Programming feature Program station extensions Swap extensions

Trunk Programming: Individual trunk answer supervision type, caller information, hybrid balance, signaling

type (DTMF or pulse), and trunk group assignment

Trunk group answer access, ring-in, toll restrictions, and trunk lists

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Administrator ProceduresAXXESS ADMINISTRATORS GUIDE Revised March 2003Entry to the Database Programming feature at the administrator station can be protected usinga password. A password would prevent unauthorized users from altering the system database.

NOTE: Passwords are very important to system security. Without sufficient password protec-tion, the telephone system database is vulnerable to unauthorized access.

Depending on the database changes made by the administrator, the system may require a resetafter programming. If so, the system will prompt the administrator for a reset and ask if itshould be done immediately or delayed. Delaying the reset would prevent interruption in ser-vice. However, if a reset is required it should be done as soon as possible to permit proper sys-tem operation.

NOTE: A system reset will drop all calls in progress.

Entering Alphanumeric Information:

When entering alphanumeric information, such as a username, reminder message, or Do-Not-Disturb message, press or USE ALPHA MODE/USE NUMERIC MODE menu keyto switch back and forth between alphanumeric and numeric mode.

In numeric mode, the keypad keys are used to enter numbers 0-9, the pound ( ) keyis used for entering a hyphen (-), and the asterisk ( ) key is used for entering a colon(:). For example, 1 00 would enter 1:00 in numeric mode.

In alphanumeric mode, keypad keys are used to enter the desired letters, numbers, andpunctuation. The number of times a key is pressed determines which character isentered. For example, 533266 would enter JEAN in English. When adjoining charac-ters are located under the same key, press to advance to the next character. Forexample, 66 6667776 would enter NORM. Refer to the chart below to pro-gram information in alphanumeric mode. (Note that letters correspond to the lettersprinted on the keypad keys.) The Japanese characters will be available only if the Multi-lingual Support premium feature is enabled, Japanese is programmed as a Primary orSecondary Language, and the administrators station is set for Japanese.

*The character available depends on the software version.

**The Japanese characters are only available if the Multilingual feature is enabled and Japaneseis installed as the secondary language.

NUMBER OF TIMES KEY IS PRESSED

KEY 1 2 3 4 5 6 7 8 9 10 11

ENGLISH/SPANISH CHARACTERS KATAKANA CHARACTERS**

1 - & ( ) 1 A I U E O a

2 A B C 2 KA KI KU KE KO i

3 D E F ! 3 SA SHI SU SE SO u

4 G H I * 4 TA CHI TSU TE TO e

5 J K L # or /* 5 NA NI NU NE NO o6 M N O or #* 6 HA HI FU HE HO tsu7 P Q R S 7 MA MI MU ME MO ya

8 T U V ? 8 YA YU YO . , yu

9 W X Y Z 9 RA RI RU RE RO yo

0 @ : . , 0 WA WO N pa ba long

MSG

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Administrator ProceduresAXXESS ADMINISTRATORS GUIDE Revised March 2003Station Programming Using an Administrators Station

You can use your administrator station to program the following station information:

Create or delete Administrator stations: You can program any other Inter-Tel phoneto be an additional administrator station, or you can delete administrators. (You cannotprogram this for your own station or a single-line station.)

Create or delete Attendant stations: You can program any station to be an Attendantstation, or you can delete Attendants.

Create or delete House Phones: You can program any station to be a House Phone, oryou can delete House Phones.

Assign stations to Attendants: You can change the assigned Attendant for each sta-tion.

Program usernames: You can program or change the username for any station. Program station toll restrictions: You can program toll restriction classes of service

for the stations. Station toll restrictions are described in detail on page 125.

The Station Database Programming process is summarized in the flowchart shown on page 16.See page 56 for a Program Planning Sheet.

NOTE: If necessary, you can press the asterisk ( ) or Speaker key to cancel programmingand discard any unsaved changes, at any time during the following procedure.

TO PROGRAM STATIONS:

1. While on hook, enter the Program Database feature code (9932).

2. If a password is required, the display shows ENTER PASSWORD. Use the keypad toenter your 1-8 digit password and press . (If you enter an incorrect password or donot press , the display shows INVALID PASSWORD.)

If a password is not required, skip this step.

3. The display shows ENTER DATABASE OPTION. (Executive Display and Model 8560Phones also show the options: STATION, SYSTEM, and TRUNK.) Press or theSTATION menu key.

4. The display shows ENTER STATION EXTENSION. Enter the extension number of thestation to be programmed using one of the following methods. (If you enter an invalidextension number, you hear reorder tones and must try again.)

Enter a complete number: Enter the extension number using your keypad. When thecircuit information is displayed, press again to continue.

Enter a partial number: Enter a partial extension number, then press , the highend of the Volume key, or the ACCEPT menu key. The display shows the extensionnumber, username and circuit number of the station that most closely matches the par-tial extension number. Press or ACCEPT to program the displayed station, orscroll to another station as described below.

Scroll through the numbers: To scroll through the extension number list, press thehigh end of the Volume key or NEXT to scroll forward, or press the low end of theVolume key or PREVIOUS to scroll backward. When the desired extension number isdisplayed, press or ACCEPT to continue.

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Administrator ProceduresAXXESS ADMINISTRATORS GUIDE Revised March 2003 5. The display shows ENTER STATION OPTION. Select one of the following:

a. Station Flags: This option allows you to set the Administrator Station, Attendant,and House Phone flags. To select it, press or the STATION FLAGS menu key.There are three flags that can be programmed: Administrator, Attendant, and HousePhone. (However, you cannot program the Administrator flag for your own stationor for a single-line station.) To program the flags, do the following:

1.) To scroll to the desired flag: Press the high end of the Volume key or NEXTto scroll forward, or press the low end of the Volume key or PREVIOUS toscroll backward.

2.) To enable or disable a displayed flag: Press or the ON menu key to enablethe flag. Or, press or the OFF menu key to disable the flag.

3.) To save your programming when all flags are set correctly: Press orACCEPT to save the new flag settings. The display shows DATABASEUPDATED and then returns to the ENTER STATION OPTION prompt.

4.) To exit without saving your changes: Press or CANCEL to exit. The dis-play shows NO UPDATE PERFORMED and then returns to the ENTERSTATION OPTION prompt.

b. Station Information: This option allows you to select an attendant for the stationor program the stations username. To select it, press or the STATION INFOmenu key. The display shows ENTER STATION INFO OPTION. Select one of thefollowing:

1.) Attendant: To assign an attendant to serve this station, press or theATTENDANT menu key. The display shows ENTER ATTENDANTEXTENSION. Enter the desired extension number. When the circuit informa-tion is displayed, press again to return to the ENTER STATION INFOOPTION prompt. The display shows DATABASE UPDATED. (Or, to cancelyour entry, press or CANCEL. The display shows NO UPDATE PER-FORMED.)

2.) Username: To change the username of the station, press or the USER-NAME menu key. The display shows ENTER USERNAME. Enter the newname as described on page 12. (Or, to cancel your entry, press or CAN-CEL. The display shows NO UPDATE PERFORMED.)

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Administrator ProceduresAXXESS ADMINISTRATORS GUIDE Revised March 2003c. Toll Restriction: This option allows you to set the station class of service for dayand/or night modes. To select it, press or the TOLL RESTRICTION menu key.Then do the following:

1.) The display shows TOLL RESTRICTION OPTION. Press or the COSDAY menu key to program day mode toll restriction. Or, press or theCOS NIGHT menu key to program night mode toll restriction.

2.) The display shows SET DAY (or NIGHT) COS XX. If this is not the COSyou wish to program, scroll to the correct COS by pressing the high end of theVolume key or NEXT to scroll forward, or press the low end of the Volumekey or PREVIOUS to scroll backward. The default COS numbers are as fol-lows. See page 125.

COS 01 ARS OnlyCOS 02 Deny Area/OfficeCOS 03 Deny OperatorCOS 04 Deny Toll AccessCOS 05 Deny InternationalCOS 06 Deny Equal AccessCOS 07 Deny Local CallsCOS 08 Denied NumbersCOS 09 Allowed Numbers

3.) When the correct COS is displayed, press or the ON menu key to enablethe toll restriction. Or, press or the OFF menu key to disable it.

4.) If desired, repeat steps c2 and c3 to program additional COS toll restrictions.

5.) Press or ACCEPT to save the COS programming. The display showsDATABASE UPDATED and then returns to the TOLL RESTRICTIONOPTION prompt.

6.) Press again to exit to the ENTER STATION OPTION prompt.

6. When the display shows ENTER STATION OPTION, press again to exit to theENTER STATION EXTENSION prompt. You can then program another station byrepeating these steps or press or ACCEPT once more to exit to the ENTER DATA-BASE OPTION prompt.

7. When finished with all programming, press while the ENTER DATABASEOPTION prompt is displayed. This ends the programming session.

8. If a system reset is required, the display shows ENTER SYS RESET OPTION. Do oneof the following:

Delayed Reset: Press or the DELAYED menu key to delay the reset. The dis-play shows DELAYED RESET SCHEDULED. The system will be reset at the pre-programmed time.

Immediate Reset: Press or the IMMEDIATE menu key to reset the system now.

NOTE: A system reset will drop all calls in progress.

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Administrator ProceduresAXXESS ADMINISTRATORS GUIDE Revised March 2003FIGURE 1. Station Database Programming Flowchart

Enter Program Databasefeature code 9932

Press 1 or STATION menukey

ENTER DATABASE OPTION

ENTER STATION EXTENSION

Enter desired station extension number, then #

ENTER STATION OPTION

Press 2 or STATION INFOmenu key

STATION INFO OPTION

Press 3 or TOLL RESTRICTIONmenu key

TOLL RESTRICTION OPTION

Press 1 or STATION FLAGSmenu key

Select flag to program

Press 1 orATTENDANT

menu key

Press 2 orUSERNAME

menu key

Enternew

usernameextension

EnterAttendants

Press 1 orON menu key

to enable

Press 2 orOFF menu key

to disable

Press 1 or COSDAY menu keyfor day mode

Press 2 or COSNIGHT menu key

for night mode

SET DAY/NIGHT COS XX

If necessary, select COS number

Press 1 orON menu keyto enable COS

If desired, select another COS number

to program by scrolling

Press 2 orOFF menu keyto disable COS

to program by scrolling

YOUR INPUT

PHONE DISPLAYS

AT ANY LEVEL:Press * or the Speaker key to cancel anyunsaved changes and back up to exit pro-gramming.

Press # or ACCEPT to save changes andback up one display level.

INFORMATION IN THIS CHART IS SHOWNAS FOLLOWS:Page 16 Station Database Programming Flowchart

Administrator ProceduresAXXESS ADMINISTRATORS GUIDE Revised March 2003System Programming Using an Administrators Station

You can use your administrator station to program the following system-wide information:

Define Do-Not-Disturb messages: The messages for the Do-Not-Disturb feature canbe reprogrammed through an administrators station. (See page 214 for informationconcerning their use.) Administrators can delete or change messages 01-20 to any value(up to 16 characters). When the system has a programmed Primary and Secondary Lan-guage, the system has default Do-Not-Disturb messages in both languages. (Availablelanguages are American English, British English, Spanish, and Japanese.) The currentlanguage of the programming phone determines which list is programmed. (Seepage 142 for a description of the Change Language feature.) The Secondary Languagetranslation has the same meaning as the Primary Language message. The default mes-sages are:

When two languages are enabled and DND messages are changed, the programmershould attempt to keep the meanings for the messages in both lists the same. That is, ifthe Primary Language message 02 is changed to PAGE ME, a similar message shouldbe programmed for the Secondary Language message 02.

Select an administrator database programming password: Entry to the databaseprogramming feature at the administrator stations can be protected using a password. Apassword would prevent unauthorized users from altering the system database.

Define reminder messages: System reminder messages can be changed using anadministrators station. (See page 224 for information about using reminder messages.)The messages can have up to 16 characters each. When Primary and Secondary Lan-guages are enabled, the system has default reminder messages in both languages. Thecurrent language of the programming phone determines which list is programmed. (Seepage 142 for a description of the Change Language feature.) Each Secondary Languagetranslation has the same meaning as the Primary Language message. The default mes-sages are:

01 DO-NOT-DISTURB 11 OUT OF TOWN 'TIL

02 LEAVE A MESSAGE 12 OUT OF OFFICE

03 IN MEETING UNTIL 13 OUT UNTIL

04 IN MEETING 14 WITH A CLIENT

05 ON VACATION 'TIL 15 WITH A GUEST

06 ON VACATION 16 UNAVAILABLE

07 CALL ME AT 17 IN CONFERENCE

08 AT THE DOCTOR 18 AWAY FROM DESK

09 ON A TRIP 19 GONE HOME

10 ON BREAK 20 OUT TO LUNCH

01 MEETING 11 CALL ENGINEERING

02 STAFF MEETING 12 CALL MARKETING

03 SALES MEETING 13 CALL ACCOUNTING

04 CANCEL MEETING 14 CANCEL DND

05 APPOINTMENT 15 CANCEL CALL FWD

06 PLACE CALL 16 TAKE MEDICATION

07 CALL CLIENT 17 MAKE RESERVATION

08 CALL CUSTOMER 18 REVIEW SCHEDULE

09 CALL HOME 19 LUNCH

10 CALL CORPORATE 20 REMINDERPage 17Station Database Programming Flowchart

Administrator ProceduresAXXESS ADMINISTRATORS GUIDE Revised March 2003When two languages are enabled and reminder messages are changed, the programmershould attempt to keep the meanings for the messages in both lists the same. That is, ifthe Primary Language message 02 is changed to GO TO AIRPORT, a similar mes-sage should be programmed for the Secondary Language message 02.

Program new extension numbers for stations: The extension number for any stationcan be changed by an administrator. The new extension number cannot conflict with anexisting number.

Swap extensions: An extension number can be relocated (swapped) to another station.To swap extensions, the two affected stations must meet the following criteria:

Both devices must reside on the same node as the administrator performing theswap.

Both devices must be the same type (i.e., both digital phones or both single-linesets).

Neither device can be the administrator phone performing the swap.

The System-Wide Database Programming process is summarized in the flowchart shown onpage 22. See page 56 for a Program Planning Sheet.

If necessary, you can press or the Speaker key to cancel programming and discard anyunsaved changes, at any time during the following procedure.

TO PROGRAM THE SYSTEM DATABASE:

NOTE: If you wish to change the Japanese DND or reminder message sets, make sure yourstation is set in Japanese mode. See page 142 for an explanation of the Change Language fea-ture.

1. While on hook, enter the Program Database feature code (9932).

2. If a password is required, the display shows ENTER PASSWORD. Use the keypad toenter your 1-8 digit password and press . (If you enter an incorrect password, the dis-play shows INVALID PASSWORD.)

If a password is not required, skip this step. 3. The display shows ENTER DATABASE OPTION. (Executive Display and Model 8560

Phones also show the options: STATION, SYSTEM, and TRUNK.) Press or theSYSTEM menu key.

4. The display shows ENTER SYSTEM OPTION. Select one of the following:

a. Do-Not-Disturb Messages: This option allows you to program the DND messagesused by the stations. To select it, press or the DND MESSAGES menu key.Then do the following:

1.) The display shows SELECT DND MESSAGE #. Enter a message number orscroll to the desired message. (To scroll to the correct message, press the Vol-ume key or the SCROLL plus NEXT and PREVIOUS menu keys.)

2.) When the display shows the desired DND message, enter the new message asdescribed on page 12.

3.) Press or ACCEPT to save the new message. The display shows DATA-BASE UPDATED and then returns to the SELECT DND MESSAGE prompt.(Or, to cancel your entry, press or CANCEL. The display shows NOUPDATE PERFORMED.)

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Administrator ProceduresAXXESS ADMINISTRATORS GUIDE Revised March 20034.) To program another message, scroll to the desired message and repeat thesesteps.

5.) Press again to exit to the ENTER SYSTEM OPTION prompt.

b. Password: This option allows you to set a password that limits access to the admin-istrator programming feature. To select it, press or the PASSWORD menu key.Then do the following:

1.) The display shows CHANGE PASSWORD TO. Enter a password of up toeight digits, then press . (Or, to erase the password and leave it blank, justpress .)

2.) The display shows VERIFY PASSWORD. Enter the password exactly as youdid in the step above, followed by . The display returns to the ENTERSYSTEM OPTION prompt. (If you hear reorder tones and see an error mes-sage, the passwords did not match and you must start over at the CHANGEPASSWORD prompt.)

c. Reminder Messages: This option allows you to program the reminder messagesused by the stations. To select it, press or the REMINDER MSGS menu key.Then do the following:

1.) The display shows SELECT REMINDER MSG #. Enter a message number orscroll to the desired message. (To scroll to the correct message, press the Vol-ume key or the SCROLL plus NEXT and PREVIOUS menu keys.)

2.) When the display shows the desired message, enter the new message asdescribed on page 12.

3.) Press or ACCEPT to save the new message. The display shows DATA-BASE UPDATED and then returns to the SELECT REMINDER MSGprompt. (Or, to cancel your entry, press or CANCEL. The display showsNO UPDATE PERFORMED.)

4.) To program another message, scroll to the desired message and repeat thesesteps.

5.) Press again to exit to the ENTER SYSTEM OPTION prompt.

d. Station Extensions: This option allows you to assign new extension numbers tostations. To select it, press or the STN EXTENSION menu key.

If programming a station:

1.) Press or CHANGE EXT. The display shows ENTER STATION EXTEN-SION. Enter the extension number of the station to be programmed using oneof the following methods. (If you enter an invalid extension number, you hearreorder tones and must try again.)

Enter a complete number: Enter the extension number using your keypad.When a valid number is entered, the circuit information is displayed. Press again to continue.

Enter a partial number: Enter a partial extension number, then press , thehigh end of the Volume key, or the ACCEPT menu key. The display shows theextension number, username and circuit number of the station that mostclosely matches the partial extension number. Press or ACCEPT to pro-gram the displayed station, or scroll to another station as described below.

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Administrator ProceduresAXXESS ADMINISTRATORS GUIDE Revised March 2003Scroll through the numbers: To scroll through the extension number list,press the high end of the Volume key or the NEXT menu key to scroll forward,or press the low end of the Volume key or the PREVIOUS menu key to scrollbackward. When the desired extension number is displayed, press orACCEPT to continue.

2.) The display shows CHANGE X (number) TO EXTENSION. Enter the newextension number for the station. If you enter an invalid number, you hearreorder tones and must try again. If you entered an extension number that isalready assigned, the display shows CONFLICTING EXTENSION and youhear reorder tones. When the display returns to ENTER STATION EXTEN-SION, you must start over and select a new extension number.

3.) Press or ACCEPT to exit to the ENTER STATION EXTENSION prompt.The display shows UPDATING DATABASE for four seconds and thenDATABASE UPDATED. (Or, to cancel your entry, press or CANCEL.The display shows NO UPDATE PERFORMED.)

NOTE: Although the system begins to update the database when you press orACCEPT, it may take longer than the four-second display to change the extension inthe system especially in a large or busy system.

4.) Press or ACCEPT again to exit to the ENTER SYSTEM OPTIONprompt. (If an extension number is displayed, press to exit, instead of or ACCEPT.)

If swapping stations:

1.) Press or SWAP EXTS. The display shows ENTER STATION EXTEN-SION. Enter the first extension number to be swapped using one of the fol-lowing methods. (If you enter an invalid extension number, you hear reordertones and must try again.)

Enter a complete number: Enter the extension number using your keypad.When a valid number is entered, the circuit information is displayed. Press or ACCEPT to continue.

Enter a partial number: Enter a partial extension number, then press the key, the high end of the Volume key, or the ACCEPT menu key. The displayshows the extension number, user name and circuit number of the station thatmost closely matches the partial extension number. Press or ACCEPT tocontinue, or scroll to another station as described below.

Scroll through the numbers: To scroll through the extension number list,press the high end of the Volume key or the NEXT menu key to scroll forward,or press the low end of the Volume key or the PREVIOUS menu key to scrollbackward. When the desired extension number is displayed, press orACCEPT to continue.

NOTE: If the feature times out while entering an extension number, the displaysshows INCOMPLETE EXTENSION.

2.) The display shows SWAP (extension) WITH EXTENSION. Enter the secondextension number to be swapped using the same methods previouslydescribed. The display shows DATABASE UPDATED.

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Administrator ProceduresAXXESS ADMINISTRATORS GUIDE Revised March 2003NOTE: If you cancel or terminate the feature without entering the second extensionnumber, the system discards any changes that have not yet been saved, and thedisplay shows NO UPDATE PERFORMED. If the entered extension is the adminis-trator station performing the swap, the same extension number as the target station,or the wrong device type, the display shows CONFLICTING EXTENSION.

5. When the display shows ENTER SYSTEM OPTION, press again to exit to theENTER DATABASE OPTION prompt.

6. When finished with all programming, press while the ENTER DATABASEOPTION prompt is displayed. This ends the programming session.

7. If a system reset is required, the display shows ENTER SYS RESET OPTION. Do oneof the following:

Delayed Reset: Press or the DELAYED menu key to delay the reset. The dis-play shows DELAYED RESET SCHEDULED. The system will be reset at the pre-programmed time.

Immediate Reset: Press or the IMMEDIATE menu key to reset the system now.

NOTE: A system reset will drop all calls in progress.

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Administrator ProceduresAXXESS ADMINISTRATORS GUIDE Revised March 2003FIGURE 2. System Database Programming Flowchart

Enter Program Databasefeature code 9932

Press 2 or SYSTEM menu key

ENTER DATABASE OPTION

Press 2 orPASSWORDmenu key

Enter the newmessage using alpha

or numeric mode

ENTER SYSTEM OPTION

Enter messagenumber or selectDND message to

Press 1 orDND MESSAGES

menu key

Press 4 orSTN EXTENSIONS

menu key

Press 1 orCHANGE EXT

menu key

SELECT DND

If desired, selectanother message

(DND message)SCROLL OR EDIT

Enter the new

CHANGE

VERIFY

Enter the newmessage using alpha

or numeric mode

Enter messagenumber or select

message to program

SELECT

If desired, selectanother message

(Reminder message)SCROLL OR EDIT

Enter the newextension number

and press #

Enter the extension

ENTER STATION

CHANGE (number)SCROLL OR EDIT

Enter 0-8 digitpassword and

password again

EXTENSION

number of the stationto be changed

YOUR INPUT

PHONE DISPLAYS

AT ANY LEVEL:Press * or the Speaker key to cancel any un-saved changes and back up to exit program-ming.

Press # or ACCEPT to save changes and backup one display level.

INFORMATION IN THIS CHART IS SHOWNAS FOLLOWS:

MESSAGE

program by scrolling

and press #

to program

PASSWORD

press #

PASSWORD

and press #

REMINDER MSG

by scrolling

and press #

to program for the station

Enter the extensionnumber of the second

and press #

Enter the extension

ENTER STATION

SWAP (extension)WITH EXTENSION

EXTENSION

number of the firststation to be swapped

station to be swapped

Press 2 orSWAP EXTS

menu key

Press 3 orREMINDER MSGS

menu key

and press # Page 22 System Database Programming Flowchart

Administrator ProceduresAXXESS ADMINISTRATORS GUIDE Revised March 2003Trunk Programming Using an Administrators Station

The trunk information that can be programmed by an administrator station includes the follow-ing:

Individual trunks:

Answer supervision type: Answer supervision determines whether the system shouldconsider a call valid when it receives polarity reversal from the central office or wait forthe Valid Call timer to expire. Any outside call put on hold becomes valid immediately,regardless of Answer Supervision or Valid Call timer status. There are three optionsavailable under answer supervision type: Polarity Reversal: A loop reversal must be received to consider the call valid.

When the first loop reversal is received, the call is made valid immediately, and theInter-Tel phone display will begin call cost. When a second loop reversal isreceived, the system will terminate the call.

NOTE: If a second loop reversal is not received, the system will not terminate thecall unless the inside party hangs up or loss-of-loop is received from the Telephonecompany.

Valid Call Timer: After the Valid Call Timer expires, the call is validated. Allpolarity reversals received before and after the Valid Call Timer are ignored.

Valid Call Timer with Polarity Reversal: If a loop reversal is received before theValid Call Timer expires, the call will be made valid immediately, and the Inter-Telphone display will begin call cost. When a second loop reversal is received, thesystem will terminate the call. If a loop reversal is not received before the ValidCall Timer expires, the call will be made valid by the timer. If a loop reversal isreceived after the timer expires, the loop reversal is ignored, but the call cost isreset. If a second loop reversal is then received, the system will terminate the call.

NOTE: If a second loop reversal is not received, the system will not terminate thecall unless the inside party hangs up or loss-of-loop is received from the Telephonecompany.

Caller ID: When selected, the Caller ID option indicates that the associated trunk willprovide caller identification signals. This cannot be programmed unless the AdvancedCO Interfaces premium feature is enabled.

Hybrid balance: Hybrid balance can be set to Normal or Short to allow the installer toadjust the hybrid impedance of the trunk based on local central office conditions. Short: The short balance is used when trunks are supplied by other equipment

located within the same building, using private, copper wire termination (e.g., anOPX supplied by another PBX that does not use the public network) or when thesite is located close to the central office.

Normal: The normal balance can be used by most trunks.

DTMF or dial-pulse signaling: Trunks can be set for DTMF or dial pulse signals. Trunk group assignment: Trunks can be assigned to trunk groups on an individual

basis.

Busy trunk: This feature allows the administrator to temporarily remove a trunk fromservice. While the trunk is out of service, it cannot be used for placing outgoing calls.However, incoming calls on analog trunks will ring in and can be answered. Incomingcalls on ISDN trunks cannot be answered. The trunk will remain out of service until theTrunk Busy Out timer expires or the administrator places the trunk back in service. Page 23System Database Programming Flowchart

Administrator ProceduresAXXESS ADMINISTRATORS GUIDE Revised March 2003Trunk groups:

Day/Night Answer Access: You can program separate lists for stations with allowed-answer access in day and night modes.

Day/Night Ring-In: You can program separate lists of stations with ring-in for day andnight modes.

Change Toll Restrictions: You can program toll restriction classes of service for thetrunk groups. Classes of service are described in detail on page 125.

Trunk List: Each trunk group has a programmed list of individual trunks.The Trunk Database Programming process is summarized in the flowchart shown on page 28.See page 56 for a Program Planning Sheet.

NOTE: If necessary, you can press the asterisk ( ) or Speaker key to cancel programmingand discard any unsaved changes at any time during the following procedure.

Entering extension numbers:

When the procedure asks you to enter a station, trunk, or trunk group extension number, youcan use any of the following methods (If you enter an invalid extension number, you hear reor-der tones and must try again.)

Enter a complete number: Enter the extension number using your keypad. When thecircuit information is displayed, press again to continue.

Enter a partial number: Enter a partial extension number then press , the high endof the Volume key, or the menu key. The display shows the extension number, user-name and circuit number of the station, trunk, or trunk group that most closely matchesthe partial extension number. Press or ACCEPT to accept the displayed extension,or scroll to another station as described below.

Scroll through the numbers: To scroll through the extension n