Comdial Digitech 7700S Operation & User’s Manual

System User’s Guide For DigiTech Telephones (Attendant Supplement) CCOMDIAL

following telephone models: 77OOS-** Rev A through H 7714S-** Rev A through H 7714X-** Rev A through H

Using This Supplement ............................. 1 Programming The Attendant Features ................ 2 Creating The LCD Messages ....................... 2 Line Disable Programming ........................ 6 Naming The System Telephones .................... 8 Naming The Telephone Lines ..................... 12 SettingTbeNigbtTransferOfRingingMode.. ....... 16 Setting The System Clock ........................ 17 Storing The System Speed Dial Numbers ............ 18 Transferring The Attendant Functions To The Alternate Attendant Telephone ............ 21 Using Special Attendant Buttons .................... 22 Special Attendant Button Operations ............... 22 Understanding The LCD Displays ................... 26 Glossary Of Terms ................................ 29 . . . III

Using This Supplement To help you use your attendant’s telephone to its fullest capacity, this’ supplement to the system user’s guide describes the attendant’s telephone and tells you how to use it. You can program special features on your telephone that arc unique to attendant station operation. The instructions for programming these fea- tures and special attendant buttons are included in the sections titled l Programming The Attendant Features l Using The Special Attendant Buttons For your convenience, a display summary and a glossary of terms are included in the back of this supplement. The operation sections of the accompanying user’s guide define often- used features and provide instructions for their use. Please refer to the following sections of the user’s guide for more information about your telephone’s basic functions: l Knowing Your Telephone l Understanding What The Lights Mean l Using Your Telephone To Answer Calls l Using Your Telephone To Make Calls l Using Your Telephone To Place Calls On Hold l Using Your Telephone To Transfer Calls To Another Telephone @ Using Your Telephone For Conferencing Telephones Together l Using The Other Telephone Features l Sending And Receiving Non-Verbal Messages l Programming Your Telephone l Understanding the LCD Displays l Using Your Quick Reference Guide

Creating The LCD Messages System users send and receive non-verbal messages for display on LCD speakerphones. Users send these messages so that callers will know their status when they call and get no answer. Or they use a mes- sage to respond to a secure off-hook voice announcement, LCD mes- sages are either those that the DXP system provides or those that you create. The system provides five messages; you can add an additional 25 customized messages. This makes a total of 30 messages available for use. You can store customized messages in place of the default mes- sages if you wish, thus increasing the number of custom messages avail- able. Distribute a list of these LCD messages to the system users for their reference. To stem the LCD messages, proceed as follows: write your messages on the chart on page 7 1 (each message can have up to 16 characters), use the letter code table (on page 70) to assign a number to each letter, write these numbers on the chart line beside the message letters. press ITCM, dial4#0*12, dial a message location number (01 - 30). dial # to clear current message, compose your messages by dialing the two-digit codes that relate to the letters, dial # to save message, dial next location number, # to clear it, two-digit codes for the message, and +# to save, repeat previous step until all messages arc stored, press SPKR to end. Example: Create a message that will mad as “TAKE MESSAGE” and program it into message location number 3. - press ITCM, dial f # 0 +# 12, - dialO3#, - dial 81,21,52,32 12 61,32,73,73,21,41,32 TAKE space ME S SAGE - dial t, and press SPKR to end. 2

Take Message I r Y u - ITCM Button Conhued on the fdlowing page . . . 3

Line Disable Programming You can disable a line and make it unavailable for system use if it be- comes unusable for some reason. Disable a line as follows: l press ITCM, l dial+##OO32, l dial l# - 99#, 001 - 128 forliaes 1 - 128, NOTE: If the desired line code is less than three digits, dial # once qfter you dial the code. For example, dial I# for line I or 19# for line 19. l press # to disable line (LCD speakerphone displays show a $ to indicate a disabled line), l press SPKR to end. To m-enable line, l repeat the previous procedure,

Naming The System Telephones You can assign either a personal name or a group name to each system telephone. This name can be up to seven letters in length and will show up in the user’s display and/or in the called party’s display. Typical names could be SRVC, MKTG 1, K SMlTH. Name the system telephones as follows: Use letter code table to compose names for all telephones requir- ing them (up to seven letters per name is allowed), press ITCM, dial+##OO53, select telephone to be named by dialing the extension number (dial number plus # if extension number is less than four digits), dial # to any clear current entry, dial two-digit codes that correspond to letters in name, dial # to save name, dial next extension number (plus # if less than four digits), dial # to clear current entry, dial codes for letters, dial # to save, repeat previous step until all telephones are named, press SPKR to end.

Station Names (Record telephone names here. Copy this sheet if you need more record space.) 71

Naming The Telephone Lines You can assign names to lines to aid users in identifying the proper line to use. A line name can be up to seven letters in length and will show up in the user’s display Name the system telephones as follows: l Use letter code table to compose names for all lines requiring them (up to seven letters per name is allowed), l press ITCM, l dial%#OO33, l dial l# - 99#, 001 - 128 to select line 1 - 128, NOTE: If the &sired line code is kss than 3 digits, dial # once after you dial the code. For exa@e. dial 1# for line 1 or 19# for line 19. l dial #to any clear current entry, l dial two-digit codes that correspond to letters in name, l dial #to save name, l dial next line number (plus # if less than three digits), dial # to clear current entry, dial codes for letters, dial # to save, l repeat previous step until all telephones are named, l press SPKR to end. 72

Line Names (Record line names here. Copy this sheet if you need more record space.) ‘._: C’.% .‘: _.., :“ 15

Setting The Night Transfer Of Ringing Mode You can enable an operating mode that automatically transfers all in- coming calls to a particular telephone or group of telephones for answering. To enable or disable the night hansfetof ringing mode, l press ITCM, l dial##O*OO, l dial 1 to enable the feature, I l dial 2 to bun the feature off, l press SPKR to end. SPKR But-to 16

Setting The System Clock The system clock provides a date and time for display at LCD speaker- phones connected to the system. To program the system clock for current dge and time, l press ITCM, l dial+#IO+#O 1, l dial two digits (01-12) for month, l dial two digits (01-31) for day, l dial two digits (00-99) for year, l dial two digits (00-i3) for hour, l dial two digits (00-59) for minute, l dial # to save, l press SPKR to end. SPkR But-to 17

Storing The System Speed Dial Numbers You can store up to 100 system speed dial numbers. at your attendant. telephone that every system user can access from his.or her telephone. Typically, these are numbers that ate frequently called by many dif- ferent users and emergency numbers that you want readily available to everyone. Distribute a list of these stored numbers to the system users for their reference. Before you begin programming, use the record sheet on the following page to write down this information: l the dialing code of the storage location (001 - 299), 0 the line that will be used to access each outside number, l the telephone numbers or feature codes you are storing. To program system speed dial numbers, l press ITCM, l dial++#OO 02, l dial code for storage location (001 - 299), l dial a code to state a line, line group or prime line/last line used for the call to dial on, NOTE: lfthe desired line code is less than three digits, dial # once after you dial the code . For aample. dial 1# for line I or 19# for line 19 . l dial l# - 99#, 001 - 128 for lines 1 - 128, ma l dial 801- 816 for line groups 1 - 16, ma l dial 000 for prime or last line used, l dial the number to be stored (up to 32 digits); if you need a pause between numbers, pmss the HOLD button and continue entering the remaining digits. If you need a hookflash, press the TAP but- ton and continue entering the remaining digits, l press TRANSKONP to store number, l dial next storage location, store line choice and speed dial num- ber, and press TRANWONP, l repeat previous step until all numbers are stored, l press SPKR to end. 18

System Speed Dial Numbers (Record system speed dial here. Copy this sheet if you need more record space.) 20

Transferring The Attendant Functions To The Alternate Attendant Telephone The system installer can arrange for another telephone to serve as an al- ternate attendant location. You can transfer the attendant functions, available at your telephone, to the alternate attendant telephone when- ever you wish to do so, To transfer attendant functions to the alternate attendant telephone or to rehun the functions to your station, l press ITCM, l dialf#O+NOO, l dial 1 to enable transfer or dial 2 to disable the transfer, 0 press#totransferthefun ti c on or to return it to the main attendant telephone, l press SPKR to end. SPKR \ Buttor 21

Special Attendant Button Operations In addition to the many feature buttons the system can make available to any station, the DXP provides the attendant position with several spe- cial purpose feature buttons to enhance call processing. These special purpose buttons are described below: Alternate Button: When an attendant presses this button, all calls nor- mally routed to his or her telephone are then routed to an alternate attendant’s telephone instead. In some cases, your alternate attendant will be able to route all calls to a third alternate attend+nt. Both Button: This button provides a means for an attendant to etablish a conference between the attendant’s station, a current call, and the last call that was placed on hold. Overflow Button: When an attendant presses this button, calls that nor- mally ring at the attendant’s telephone also ring at an overflow attendant’s station. Queue Button: When multiple calls are ringing or are on hold at an attendant’s station, the system places them in a queue. The attendant can use this but&on to determine how many calls are queued awaiting service. Serial Call Button: When a caller wishes to speak to more that one per- son or department, the attendant uses this button to place the caller in a serial mode of multiple transfers to each desired party. In the serial mode the system automatically transfers the caller to another party as soon as a present party hangs up. The system places the caller in the serial mode as soon as the attendant hangs up. Test/Busy Button: This button provides the attendant a means to test the status of specific lines. Attendants can use this button to determine whether irrGvidual lines are idle, busy or on hold. To forward all calls to an alternate attendant, l press the installer-programmed ALTERNATE button. If an alter- nate attendant is programmed, the light next to the ALTERNATE button will illuminate and the LCD will indicate the location of the alternate attendant. To cancel the alternate mode, 22

l press the ALTERNATE button again. To establish a conference between the attendant station, a held call, and an active call, l press the installer-programmed BOTH button. If you wish to cancel the conference condition and return one of the lines to hold, l press HOLD, l presstheline b tt u on for the held call you wish to re-engage. / Programmable Buttons (May include installer- programmed Special Attendant Alternate button) / Programmable Buttons Button Conhued on page 24. . . 23

To direct incoming calls to an overflow attendant during peak calhng pXiOdS, l press the installer-programmed OVERFLOW button. If an over- flow attendant is programmed, the light next to the OVERFLOW button will illuminate and incoming calls will ring at both stations. To cancel, l press the OVERFLOW button again. To determine how many calls are queued at the attendant position and awaiting service (on hold, parked, or ringing), l press the installer-programmed QUEUE button. The LCD dis- play will indicate how many calls am in the ring queue and the hold queue, respectively. The display remains on the LCD momentatily. Note: Hold recall& tranvjii recalls and park recalls am counted in the ring queue and not the hold queue. To place an active call in a serial transfer, l press the installer-programmed SERIAL button (the LCD will read “0 SERIAL EXT:“, with the first digit indicating how many intercom numbers am already entered, the “EXIY indicates a promt for another intercom number to be placed in the serial), l dial intercom number or press associated DSS button, l repeat to add up to two mote extensions to the serial, l press SPKR to end. Serial transfer begins. To determine the status of individual lines (idle, busy or on hold), l press the installer-programmed TEST/BUSY button (the LCD will display the prompt “Enter Line:“), l dial the line number to be tested (001-128). If the line is idle, you will hear a dial tone; if the line is busy, the LCD will display “Busy with xxx” ; if the line is on hold, the LCD wiIl display “On Hold at xxx” (xxx = line number). 24

1 0 /%E 0: 00 A 00 nn 0 0 0 0 0 0 0 0 0 0 ‘0000@3 / ITCM / AW z / Programmable Buttons (May include installer- programmed Special Attendant Alternate button) , Programmable Buttons Button 25

Display Summary The special displays shown on your telephone during attendant operation are summarized in this section. Display Type Night Transfer When Displayed AfkyoudifIlITcMt#O*O3,this AlTENDANT NIGHT MODE OFF thyan in display if you dial 2 to dis- . LCD Message Programming AfteryoudialITcM*#0*112, YYYYYYY The message shows up in the display when you enter it. Line Names New station name appears in display after you enter it. 26

Station Names New station name appears in display Station Message Detail Accounting (SMDA) Printout AbcyoudiallTcM*#oo+2,rhis l=Allrecords 5 = Department records 2 = Station reports 3 = Line report 6 = Auto reports 7 = Delete records 4 = Account code report System Clock Setting Displayed when setting date and time. 27

System Speed Dial -1 AftexyoudialITcM*#oOo22,this appearsinthedisplay. F) After entering storage location one of rhesemessages aPPe=s* 1 “Line Name” GXX -OR- 28

Glossary A All-call paging: Paging through the intercoms of all stations in the sys- tem. Alternate Button: When an attendant presses this button, all calls nor- mally routed to his or her telephone a then routed to an alternate attendant’s telephone instead. Answer button: An installer-programmed button that allows a user to answer a call that is audibly ringing at his or her station (it is possible for more than one call to be ringing at the same time; however, only one of the calls will ring audibly). Automatic callback: System will ring a calling telephone when a busy called telephone becomes idle. Automatic dialing: Using pqrammable buttons to stow numbers for one- or two-button speed dialing. Automatic redialing: Turning on a program that automatically redials the last number dialed once a minute for 10 minutes. B Both Button: This button provides a means for an attendant to estab- lish a conference between the attendant’s station, a curnmt call, and the last call that was placed on hold. c Call forward: Designating another telephone to receive intercom calls normally directed to the user’s telephone. Call park: Placing an active call at a particular telephone in system hold (park orbit) and nztxieving it by any telephone. Call pickup: Answering a call at one telephone when it is ringing at another telephone. Call transfer: Transfening a call from one station to another. The transfer can be screened, i.e., you find out who is calling and announce them to the party being called; or unscreened, i.e., you transfer the call without identifying the calling party to the called par&y. Central message desk: A station that has been assigned to control message waiting lights and deliver messages to other stations in the sys- tem. Class of Service programming: Customized programming of your system by the installer that establishes the basic operating parameters of the system and individual stations. D Direct Station Selection/Busy Lamp Field (DSSIBLF): Using one button to place intercom calls; the button is sometimes referred to as a DSS button. Busy lamp field or BLF is a term for a light that identifies current call status of DSS station. 29

Do not disturb: A mode that disables incoming call ringing and inter- com calling. Dual Tone Multiple Frequency (DTMF): The tones made by your telephone when you dial. E Exclusive hold: Only the telephone placing the call on hold can retrieve it. Executive override: Breaking into a conversation at a busy called telephone. This intrusion is announced by several quick tone bursts over the conversation. G Group intercom number: A number that is available for use by several stations. H Handsfke answer inhibit: sent to it over the speaker. A telephone can be set to block voice calls Hookflash: Action that occurs when the TAP button is pressed. Needed for activating host system featutes. Hookswitch: The switch on a telephone which, when depressed manually or by the handset, disconnects a call. K Keypad: Buttons 0 through 9, d and # used for dialing numbers. L Last number redialing: Automatically dialing the last number dialed. Lock button: A user can press this installer-programmed button and dial an authorization code to deny other users access to lines and fea- tures at his or her telephone. M Message deposit: Calling an LCD speakerphone and leaving a mes- sage on its display for the user to mad. Messaging: Tuming on a telephone lamp to let the user know that a message awaits pickup and leaving a message on the display of a telephone that gtves infotmation on your status. Mute: A fured feature button that keeps a distant party from hearing your conversation. This button also lets you adjust the telephone dis- play contrast from lightto dark. N Night transfer: Transferring incoming calls to a particular station(s) for off-hour answering. 30

0 Overflow Button: When an attendant presses this button, calls that nor- mally ring at the attendant’s telephone also ring at an overflow attendant’s station. P Personal intercom number: A unique number assigned to a station for the exclusive use of that station’s user. Personal ringing tones: A telephone can be arranged to ring in one of four distinctive tones. Prime line: A line designated to a particular telephone and automat- ically selected when the handset is lifted. Programmable buttons: Each telephone or station has buttons that can be user-programmed for autodialing numbers or feature codes, or other special purpose dialing tequitements. Pulse/Tone switching: Changing from pulse/rotary dial signals to tone/DTMF signals. Q Queue Button: When multiple calls are tinging or am on hold at an attendant’s station, the system places them in a queue. The attendant can use this button to determine how many calls are queued awaiting service. R Release button: When a telephone user presses this installer- programmed button, the system discontinues the current active opera- tion and returns the station to its idle state. Response messaging: Responding non-verbally to a calling station by pressing a programmed button that sends a message to the calling station’s display. Ringing line preference: An automatic connection to any outside line ringing at the station when the station handset is taken off-hook. S Saved number redialing: Saving a last manually dialed number for later autodialing. Secure off-hook voice announce: A private announcement that can’be made to a busy party which they hear through the receiver of their hand- set. Serial Call Button: When a caller wishes to speak to more that one per- son or department, the attendant uses this button to place the caller in a serial mode of multiple transfers to each desired party. Silent mode button: When the user presses this installer-programmed button, the ringer at his or her station is turned off for the duration of the current ringing call and is restored when a new call rings at the sta- tion.