DeTeWe OpenCom 100 OpenVoice 200 voice mail system, OpenPhone 61, 63, 65, 21, 25 system telephones, OpenPhone 52 system telephone, OpenCom 105, 107, 110, 120, 130/150, 510 communications system, OpenCTI 50 Web application User Guide

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OpenVoice

200

The Voice-Mail System in the OpenCom 100

Communications System

User Guide

Welcome to DeTeWe

Thank you for choosing this DeTeWe product. Our product meets the strictest requirements with regard to quality and design.

OpenVoice 200

This User Guide will show you how to use your voice-mail system and answer all your major questions.

If you require further technical support or information about other

DeTeWe products, please refer to our website at www.detewe.de.

It provides additional notes and tips on the product.

OpenCom 100 Product

Family

This user guide applies to the

OpenCom 100 product family comprising the OpenCom 105,

OpenCom 107, OpenCom 110,

OpenCom 120, OpenCom 130/150 and OpenCom 510 systems. If a reference is made in the text to the

OpenCom 100, the description applies to all systems; if the individual characteristics are different, a special note is given.

We hope you enjoy using your

OpenVoice.

OpenVoice

OpenVoice is the OpenCom 100’s intelligent voice-mail system. It adds a digital voice-memory and voice-information system to the

OpenCom 100. Thanks to its enhanced features and simple operation, it can be used to effectively improve your internal and external voice communication.

OpenVoice provides you with an additional tool. It enables you to administer voiceboxes and to access and process messages from them.

You can use this tool not only as your personal call memory and task service but also as an electronic notebook, message centre and information distributor.

The voice-mail system is integrated in the OpenCom 100 and allows you to work both on standard terminals

(standard analogue telephones,

ISDN telephones, cordless GAP telephones) and on the OpenCom 100’s system terminals.

Messages received from voiceboxes are displayed on system terminals and in the OpenCTI 50 of the

OpenCom 100. Voicebox messages can also be checked via the sound card of your PC and saved as .wavfiles.

The voice menus of OpenVoice guide you through its operation step by step. On system terminals, certain features – such as the playback and deletion of messages – are additionally supported by displays, and enhanced menu cards allow you to operate these functions faster and more easily.

In addition to using this internal voice-mail system, you can also use external voice-mail systems on the

OpenCom 100. In order to use Open-

Voice as a program component of your OpenCom 100, you need an appropriate licence.

This manual describes OpenVoice as an optional component of the

OpenCom 100. It is designed for users as well as system administrators.

The individual chapters contain background information and concrete operating instructions which will help you to work with Open-

Voice.

You will find a table containing an overview of the voice menu structure at the back of this manual. This table serves to facilitate operation and can be printed out separately if necessary.

Note: This manual describes the

features and functions required for

the operation of OpenVoice. It thus

complements the OpenCom 100 operating manuals relating to mounting

OpenVoice

& commissioning, corded and cordless system telephones used on the

OpenCom 100 and standard terminals, which provide you with detailed information on general operation and the functions of your communications system and your terminals.

OpenVoice

Features

OpenVoice is a digital voice-memory and voice-information system containing additional hardware and software and is integrated in the communications system.

An intelligent voicebox system provides users with enhanced, easy-tooperate voice-mail functions. The same operating procedures can be used with OpenVoice on corded and cordless system terminals and on standard DTMF (dual-tone multifrequency) terminals.

Most features provided by Open-

Voice can be set directly on the terminals without the aid of a PC. The configuration and administration of

OpenVoice are supported using the

OpenCom 100’s Web console and are explained in detail in the online help documentation.

A memory card is used for voice recordings (for information on this

please refer to the chapter Scope of

Delivery starting on page 11). The

prompt texts of the voice menu and the messages received by the voiceboxes are saved on this card. Recording capacity is increased by means of compression. The free capacity on the card is dynamically spread across all voiceboxes, and the memory defined for each voicebox is not reserved.

Scope of Features

Call Number of OpenVoice

OpenVoice is accessed via an internal or external call. Your system administrator configures an appropriate subscriber number in the

OpenCom 100 and gives it to the subscribers who have their own voicebox. After users dial this number, they are guided through further operation by post-dialling digits according to the voice prompts.

The Voice Menu: User

Guidance

Internal and external users are guided acoustically through operation by prompt texts. The prompts are tailored to the current user – one who has a voicebox or any other caller connected to a voicebox – and to the situation at hand.

Features Scope of Features

Depending on the type of system terminals and the features they are equipped with, information regarding important features – such as the playback or deletion of messages – is also indicated by LEDs and on the display and/or by corresponding icons. On such devices, menus which have been specially integrated and expanded for OpenVoice can be used instead of the number keypad to activate features.

Code-number procedures can be executed on the OpenVoice at all times by post-dialling digits – immediately after dialling the call number and before or during prompt texts.

Telephone Number and

Time Stamp

All incoming messages in the voicebox are automatically stamped with their date and time of arrival. The caller’s number – if transmitted – is also recorded. The telephone number and the time stamp can be played back when you listen to messages; on system terminals they can also be displayed.

Welcoming and Closing

Texts

OpenVoice comes with standard texts. All voicebox owners can also record personal texts for welcoming and saying goodbye to callers.

Customised Prompt Texts

Users of a voicebox can edit (i.e. record, play, correct or delete) their personal prompt texts for Open-

Voice on any telephone.

Courtesy Service

OpenVoice supports the Courtesy

Service feature for configured user groups as well as for the external telephone numbers of the multi-terminal and system connection. Every external caller hears the central welcoming text assigned to the user group or telephone number after a specified number of rings. This text could be a current advertisement, for example. Then he hears a ring tone again or music on hold until he is connected to the destination.

In OpenVoice users with appropriate authorisation can edit up to eight

central welcoming texts. The

Courtesy Service function in conjunction with a voicebox can be practical if a destination in the

OpenCom 100 is configured as an

attendant terminal with a queue in which each caller can be lined up.

Depending on the number of calls in the queue and on how long the waiting time is, a caller will subse-

Scope of Features Features

quently be put through to the voicebox connected to the destination.

Each owner of a voicebox can configure this in Call forwarding after

Time.

Notification of Incoming

Messages

Users of OpenPhone 61, 63, 65 system telephones are notified of the arrival of new voicebox messages by a LED and on the display.

On the OpenPhone 21 and 25 system telephones and in the

OpenCTI 50, new incoming messages are also indicated by special

icons.

On standard terminals without a message LED, the arrival of new voicebox messages is signalled acoustically. User hear a special dialling tone instead of the normal dialling tone when the handset is lifted.

The arrival of voicebox messages on

ISDN telephones is supported on the OpenCom 100 by the service feature called MWI (Message Waiting

Indication). This procedure for signalling messages requires standardised ISDN telephones to be used.

Please refer to the manufacturer's guide for details.

The OpenPhone 52 signals voicebox messages by means of a flashing dot in the middle of the display

(MWI display). The OpenPhone 52 activates this as soon as there is at least one message in your voicebox that you haven't yet listened to.

Notification Call

Voicebox owners can also be notified of the arrival of messages in their voiceboxes on a different terminal.

After accepting the call and entering their PINs, owners are directly connected to their voiceboxes.

Secretarial Function

The owner of a voicebox can define a

secretarial number that is called when incoming messages arrive in the box. In this case the message is not recorded by the voicebox.

Callers hear the welcoming text or the standard text for the secretarial function before being put through to the „secretary.“ On accepting calls, the secretary is directly connected to the callers and can speak with them.

Forwarding to the

Voicebox Secretary

If the voicebox owner has configured a secretary but has not activated the divert to the secretary, callers can put themselves through to the secretary. To do this, callers must press

Features Scope of Features

the key when they hear the greeting or have begun leaving a message.

Tip: The voicebox owner should inform callers in the greeting that they can be connected to the secretary by pressing the key.

Forward Message with

Comment

The owner of a voicebox can add a

comment to a message and forward it internal (to the owner of another voicebox).

Remote Access and

Remote Control

OpenVoice can be accessed and controlled from a remote terminal using any DTMF-capable telephone or

DTMF hand-held transmitter.

Operating Functions

PIN-protected Voicebox

All voicebox owners can safeguard the access to their voiceboxes with a secret number and can change this user-specific PIN as they please. The

PIN query can be switched on/off at any time.

Call Forwarding to

Voicebox

Voicebox owners can set call forwarding to their voiceboxes and can choose between call forwarding on

busy, after Time and immediately.

The busy & after Time setting enables them to activate the two forwarding modes most frequently needed at the same time. If call forwarding has not been activated or if the specified destination is not the call number of OpenVoice, the voicebox will be switched to Off status for this call number.

The Call forwarding after, i.e. the period of time after which Open-

Voice is activated, is set for the entire system via the OpenCom 100

Configurator (in the

PBX Configuration: System: Timer

menu). For voiceboxes with the

Courtesy Service feature,

after Time call forwarding has to be set.

Operating Functions Features

Using the secretarial function, it is possible to have another subscriber number called directly instead of your voicebox. If the secretarial number is an external number, the

LCR (Least Cost Routing) configured in the OpenCom 100 can be evaluated. This requires the voicebox owner to belong to a user group with the authorisation „LCR at call

forwarding to external“.

Activating/Deactivating

Your Voicebox

All voicebox owners can activate or deactivate their voice box at any time and also define the length of time available for recording individual messages.

Telephone Number and

Time Stamp On/Off

All voicebox owners can switch the announcement of the caller’s telephone number and of the date and time of each incoming message on and off.

Welcoming Texts

All voicebox owners can select the welcoming and closing texts for people who call their voiceboxes. They can either use the standard texts that come with OpenVoice or record and edit their own texts. If the option Central welcoming track

changeable is activated for owner’s voiceboxes, they can also edit the central welcoming texts.

Callers can skip the greeting by pressing the key. They can then leave their messages immediately.

Listening to, Repeating and Deleting Messages

All voicebox owners can listen to newly-arrived and old messages in the box and delete the ones they have already listened to, either all at once or one at a time. Messages already listened to can be selectively accessed and replayed.

They can listen to messages by pressing a programmed function key and thus accept the call while the caller is still recording his message on the voicebox.

Scrolling Between

Messages

All voicebox owners can scroll through the messages that have been received. When a user does this, OpenVoice switches from the current message to either the next message or the preceding one.

Features Operating Functions

Pauses During Playback,

Fast-forwarding and

Rewinding

All voicebox owners can interrupt the playback of incoming messages and resume listening to them again at the press of a key. The playback of messages can be fast-forwarded or rewound in 5-second intervals.

Callback to Caller

All voicebox owners on a system terminal can answer incoming messages directly. In order to do this, the messages must contain the caller’s telephone number, which can be dialled automatically or from the voicebox voice menu by means of a code. The prerequisite for this feature is that callers have not suppressed the display of their telephone numbers.

Forwarding a Message

Each voicebox owner can forward a voice message to another voicebox owner and add a spoken comment to the message.

Change Voicebox

Every voicebox caller can change the voicebox he is currently using. The new voicebox will be identified through its phone number. If the new voicebox is protected by a PIN, the caller has to verify his identity by entering this PIN.

Leaving a Message

Every voicebox caller can record a voice message in his own voicebox and send it to another one.

Setting a Notification Call

All voicebox owners can have the arrival of messages in their voiceboxes signalled on other terminals, from where they can access their voiceboxes.

When owners dial in to their voiceboxes, they will hear a message if they have activated a notification call. This reminds them to deactivate the notification call if necessary.

Using OpenVoice from a

Remote Terminal

All voicebox owners who have appropriate authorisation can dial their voiceboxes from an external terminal, query and process their messages and change their central voicebox settings.

Voicebox owners can leave messages directly for other voicebox owners.

Operating Functions Features

The following hardware and software components are included in the scope of delivery:

■

OpenCom 105, 107, 110 or 120: a multimedia card with 32 or 64

Mbytes of memory, unprogrammed

■

OpenCom 130/ OpenCom 150: a

CompactFlash Card with

128 Mbytes of memory, unprogrammed

■

OpenCom 510: The Compact-

Flash Card on the central control module (MC+1-3) is used. This card has 256 Mbytes of memory, unprogrammed.

The prompt texts in the voice menus and the messages received by the voiceboxes are stored on the memory cards.

Note: Should the CompactFlash

card of the OpenCom 510 have to be exchanged, the announcements and messages saved on this card will no longer be available as there is no buffer memory which could be used to save the data!

■

The files for the Open Voice voice menu for user guidance on the terminals (on the

OpenCom 100 product CD).

Scope of Delivery

■

An operating manual entitled

„OpenVoice 200 – The Voice-

Mail System in the

OpenCom 100 Communications

System“ as a file in PDF format on the OpenCom 100 product

CD).

■

The licence confirmation with the transaction record.

OpenVoice is available in various configuration levels. The packages vary according to the capacity of the accompanying memory card and the number of supported voiceboxes:

■

OpenVoice 202:

32-Mbyte memory card, licence for 2 voiceboxes.

■

OpenVoice 202L:

A licence for two voiceboxes without a memory card

■

OpenVoice 210:

Expansion for OpenVoice 202 with a licence for 10 voiceboxes altogether.

■

OpenVoice 220:

64-Mbyte memory card, licence for 20 voiceboxes.

■

OpenVoice 220L:

A licence for 20 voiceboxes without a memory card

Scope of Delivery Operating Functions

■

OpenVoice 260:

Expansion for OpenVoice 220 with a licence for 64 voiceboxes altogether.

The maximum recording time for messages depends on the storage capacity of the memory card and on how much storage capacity is being used up by other programme packages in the system (e.g. by the connection data recording software

OpenCount).

Each loaded language for the Open-

Voice voice menu reduces the recording capacity of the card by approx. 15 minutes.

Note: If you use a memory card

other than the one supplied by

DeTeWe, DeTeWe will not accept any liability for the malfunctioning of the

OpenVoice program package.

Operating Functions Scope of Delivery

Installation

■

The memory card is installed by trained technical personnel.

For instructions on the installation procedure, please refer to

Installation of the Memory Card starting on page 13.

■

The licence required for the use of the optional component

OpenVoice is implemented by means of an appropriate activation procedure.

For details on this procedure,

please refer to Licensing: the Ac-

tivation Procedure starting on page 15.

No installation is necessary for an

OpenCom 510, as the CompactFlash

Card on the central control module

MC+1-3 can be used.

Note: Should the CompactFlash

card of the OpenCom 510 have to be exchanged, the announcements and messages saved on this card will no longer be available as there is no buffer memory which could be used to save the data!

Installation of the Memory Card

DANGER! This device contains dangerous voltages.

CAUTION! Provide protection against electrostatic discharges.

This is how you proceed …

1. Pull the plug of the

OpenCom 100 from the mains.

2. Open the housing cover of the

OpenCom 100.

3. In the case of an OpenCom 105,

110, 120: Remove the module cover.

Static electricity can damage the memory card. To avoid damage of this kind, static electricity must be eliminated from your body. You should only work in an antistatic environment. If possible, use conductive floor pads which divert static electricity or antistatic mats.

Installation Installation of the Memory Card

OpenCom 110 and OpenCom 120:

Push back the two catches (1) and (2) and lift off the cover by sliding it up.

CAUTION! The clamps are under mechanical pressure.

Please loosen them carefully.

Make sure that they do not fly out of their anchoring and injure you.

4. Insert the memory card into the socket at the upper edge of the module board.

Multimedia Card

A B

Inserting the multimedia card

(OpenCom 105, 107, 110, 120)

C D

OpenCom 105: Using an appropriate

tool (such as a screwdriver), undo clamps (A) to (D) from their stays and lift off the cover by sliding it up.

Inserting the Compact Flash card

(OpenCom 130/OpenCom 150)

5. In the case of an OpenCom 105,

110, 120: Replace the cover of the module:

OpenCom 110 and

OpenCom 120: Insert the stops

Installation of the Memory Card Installation

at the lower end of the cover into the recesses of the connection-panel module. Press down on the cover of the module until the upper catches (1) and (2) engage.

OpenCom 105: Insert the clamps

(A) to (D) over their stays, applying slight pressure to the clamps to make them snap into place.

6. Replace the housing cover.

7. Insert the mains plug.

The OpenCom 100 is restarted. The configuration last loaded will be reactivated.

Licensing: the Activation Procedure

To be able to configure and use

OpenVoice in your communications system, you need an activation key.

The licence confirmation accompanying the program package contains the details necessary for this.

To generate the activation key …

1. The memory card is installed properly. You now need the following:

– the licensing confirmation for

OpenVoice with the transaction record (TAD …),

– the serial number of your

OpenCom 100. The serial number can be found in the

Configurator of the

OpenCom 100 Web console, in the System Info: Versions menu, and

– an Internet access, in order to generate the activation key from this information on the DeTeWe licence server.

2. Instructions for the further procedure can be found in your licence confirmation.

The activation key is used to configure and activate the optional component OpenVoice via the Web console of the OpenCom 100. For instructions on how to do this, please

refer to Configuration and Adminis-

tration starting on page 17.

Installation Licensing: the Activation Procedure

CE Symbol

The CE symbol on the product is a confirmation of its conformity with the technical guidelines for operating safety and electromagnetic compatibility valid at the time of licensing.

Declaration of Conformity

OpenVoice 202, 210,220 and 260 comply with the requirements of the

EU directive 99/5/EC.

The declarations of conformity can be viewed in the Internet at http://www.detewe.de.

CE Symbol Installation

OpenVoice can be configured and administered via the Configurator of the OpenCom 100. In order to do this you need the following:

■

Configurator Active authorisation (unless you have already logged in as the administrator), and

■ the activation key for your version of OpenVoice.

When updating the firmware, it may be necessary to load the current voice files.

The voice files are located on the

OpenCom 100 product CD. DeTeWe retailers and sales partners can alternatively acquire these files in the password-protected partner area of the online shop at http://www.detewe.de.

Note: Further information regard-

ing the update of the firmware and

the configuration of OpenVoice can

be found in the online help documentation.

To configure OpenVoice …

1. Select the optional component

OpenVoice in the

SYS Configuration: Compo-

Configuration and

Administration

nents menu in the Configurator and load a voice file from the CD.

Note: The file format of the voice

file loaded in an OpenCom 105, 107,

110 or 120 or OpenCom 510 is *.kda.

In an OpenCom 130/OpenCom 150 a voice file with *.kdp format must be loaded. Appropriate voice files can be found on the OpenCom 100 product

CD.

2. Enter the activation key for

OpenVoice in the

SYS Configuration: Licences menu in the Configurator.

3. Define the basic program setting in the OpenVoice: Settings menu or determine the current status of your memory card – for example, how much of its recording capacity is still available.

4. This is where you configure the

telephone numbers for Open-

Voice via which OpenCom 100 users can query their voiceboxes.

5. Configure one or more voiceboxes for OpenCom 100 users in the OpenVoice: Voiceboxes

menu (but only up to the maximum number of licensed voice-

boxes). Please refer to To admin-

Configuration and Administration Declaration of Conformity

ister voiceboxes … starting on page 18 below.

You can set up the Courtesy

Service as follows ...

1. Activate the feature for a configured user group or for an external telephone number:

– for a user group in the User

Manager: User groups menu

In this case, the central welcoming text is played if an external caller rings a user in this group.

– for an external telephone number in the PBX Configura-

tion: Call distribution: Incom-

ing: PTMP or PTP menu

In the case of this configuration, the central welcoming text is played if an external caller rings the configured MSN or the telephone number on the system connection. You define whether a central welcoming text should be played if the called subscriber is free or if busy (Announcer at

free and Announcer at busy).

2. Define whether and how the system should react to external calls with the Courtesy Service:

Select an announcement (e.g.

Announcement 1) or turn Off the feature.

3. Activate the option Central wel-

coming track changeable for a voicebox in the OpenVoice: Voi-

ceboxes menu.

4. Call this voicebox and configure one or several announcement texts (up to eight are possible) in the voice menu of OpenVoice,

menu 4 „Central welcoming

texts“.

Note: Detailed information regard-

ing the settings in the Configurator

menu can be found in the online help documentation.

To administer voiceboxes …

As an administrator you have full authorisation in OpenVoice to manage the voiceboxes of the

OpenCom 100 and also to execute all subscriber-specific settings.

■

You can configure a new voicebox or delete an existing one.

■

You can choose the language used for guiding people who call a selected voicebox through the voice menu.

■

You can define the maximum recording time for a voicebox.

The storage capacity of Open-

Voice is dynamically spread across all voiceboxes (i.e. across all users who have a voicebox).

For this reason, the maximum possible recording time for a voicebox also depends on the

Declaration of Conformity Configuration and Administration

number of voiceboxes configured.

■

You can define the maximum length of a single message for the users of a voicebox. The default setting is 60 seconds.

■

You can activate the

Remote Control feature for the users of a voicebox.

Activating this feature enables users to access their voiceboxes from a remote terminal and to operate them by remote control.

■

You can activate the option Cen-

tral welcoming track changea-

ble for a voicebox, allowing users of this voicebox to configure and administer central welcoming texts.

The Courtesy Service feature for the user group is actually activated in the Configurator in the menu User Manager: User

groups or in the menu

PBX Configuration: Call distri-

bution: Incoming.

■

You can reset the PIN for an existing voicebox. This PIN is a secret number with which a number of users can safeguard their shared voicebox against unauthorised access. It is not the same as the terminal PIN, with which a single user can activate the telephone lock, for instance.

If users change the PINs of their voiceboxes from other terminals and subsequently forget them, you can reset these PINs to the factory setting of „0000“ here.

■

You can assign up to 20 internal phone numbers to a voicebox and can change all of the assignments at once or one assignment at a time. The subscribers with these internal telephone numbers thus become the users of this voicebox.

For each telephone number, you can individually define whether or not calls are to be diverted to the voicebox and how this should be done (immediately,

after Time, on busy,

on busy & after Time). In addition, you can define whether call diversion should apply only to internal calls (Int. calls), only to external calls (Ext. calls) or to all calls (Int. + ext. calls).

Configuration and Administration Declaration of Conformity

Using OpenVoice

If your system administrator has configured a voicebox for the telephone number of a terminal, calls which you do not (or cannot) accept are diverted to this box.

This chapter contains instructions on how to use OpenVoice on your various terminals so that you can work with these voiceboxes.

Preset Functions

Certain functions were preset by your system administrator when configuring your voicebox:

■

The language used for guiding you through the OpenVoice voice menu on your terminal

■

The maximum time for recording messages (once the recording time has been exceeded, subsequent callers cannot leave messages any more)

■

The message length, i.e. the time available to a caller for leaving a message

■

Whether or not you have remote access to your voicebox – i.e. from a terminal other than the one assigned, and

■

Whether or not you are authorised to edit central welcoming texts for the Courtesy Service feature.

Setting Functions …

You can change a number of preset settings and activate other Open-

Voice functions on your terminal and in the OpenCTI 50 (on the Web console of the OpenCom 100):

■

You can change the message length (i.e. the recording time per message).

■

You can activate/deactivate the entire voicebox or its individual functions – such as the announcement of the caller’s tele-

Preset Functions Using OpenVoice

phone number, time stamp, secretarial function and PIN query.

■

You can use OpenVoice to create and edit your own personal welcoming and closing texts for voicebox callers. If you wish you can also reactivate the standard texts.

■

If you have authorisation, you can create and edit the central welcoming texts for the

Courtesy Service feature.

■

If you divert your terminal to another telephone number, subsequent calls are no longer routed to your voicebox. The voicebox is internally set to the Off status for your telephone number.

… on the Terminal

To access messages and to configure your voicebox to your personal requirements, call OpenVoice on the internal telephone number set up by your system administrator (for de-

tails, please refer to Calling Your Voi-

cebox from an Internal Terminal starting on page 22).

The voice menu of OpenVoice guides you step by step through the program’s functions. Depending on the situation, you will be asked to press certain number keys in order to set a function or to change menus, and you can also record your personal texts here.

Use the star key to confirm the input of a string of digits.

Use the hash key to cancel an entry or to return to the nexthighest menu level.

prompt.

Enter „0“ to repeat the last

If you don’t make any inputs for a long time, the connection to Open-

Voice will automatically end, after you have been notified of this by a message.

You can make your inputs both prior to and during a voice prompt by selecting a series of code numbers, thereby shortening the dialogue.

Please refer to the Voice Menu table at the back of this manual for these codes.

Note: If you call your voicebox

while another caller is connected to it, you will get a message telling you that it cannot be accessed at the moment.

Tip: On a system terminal you can programme a function key to access

voicebox messages (see Program-

ming a Function Key starting on page 28).

Using OpenVoice Setting Functions …

… via the OpenCTI 50

Web Application

You can also individually set your voicebox via the OpenCTI 50 application and in doing so, overwrite some of the administrator’s default settings. Additionally in the

OpenCTI 50, you can edit (listen to, start recording and select) welcoming and closing texts.

1. On the Web console of the

OpenCom 100, open the

OpenCTI 50 application.

2. If the system administrator has assigned you several terminals, firstly select the corresponding terminal from the selection list in the head of the OpenCTI 50.

icon.

Click on the Configuration

The Configuration window will then open. The current configuration of your voicebox is displayed in the Voice box section.

Via the Voice boxes -

Announcements section, you can listen to and record welcoming and closing texts.

The header of each section has a Change icon. Click on the corresponding icon to define the settings for your voicebox or to edit the available greetings.

Further information can be found in the online help for OpenCTI 50.

Calling Your Voicebox from an Internal Terminal

There are two ways for you to have

direct access to your voicebox from an internal terminal:

... to call your voicebox from a telephone whose number is not assigned to your voicebox

1. Enter the internal telephone number your system administrator has configured for Open-

Voice or press the function key

you programmed (see Program-

ming a Function Key starting on page 28).

You will hear a prompt telling you to enter a voicebox number.

2. Now enter the number of the terminal whose voicebox messages you wish to access. Confirm your input with .

You cannot access the voicebox unless authorisation for

Calling Your Voicebox from an Internal Terminal Using OpenVoice

Remote control has been activated.

3. Enter your PIN after the prompt.

For a new voicebox, the PIN is always preset to „0000.“

OpenVoice will inform you as to whether there are any new messages in your voicebox.

4. You can now query and edit messages and make settings for your voicebox.

Tip: When listening to new messages you can terminate the connection to the voicebox by entering the code-number procedure 77. All messages you have already heard will stay on the status „new“ then.

5. For all further operating steps, follow the instructions given in the voice menus.

Tip: When listening to a message, you can call the person back immediately by pressing the on your terminal.

key

... to call your voicebox from a telephone whose number is assigned to your voicebox

1. Enter the internal telephone number your system administrator has configured for Open-

Voice.

2. If the PIN query is activated, enter your PIN after the prompt.

You will now be directly connected to your voicebox, and

OpenVoice will tell you whether there are any new messages in your voicebox.

3. You can now query and edit messages and make settings for your voicebox.

4. For all further operating steps, follow the instructions given in the voice menus.

Tip: When listening to a message, you can call the person back immediately by pressing the on your terminal.

key

If you are using OpenVoice on an

OpenCom 100 system telephone, you can also access your voicebox by entering Voicebox in the Main

menu (please refer to The „Voicebox“

Menu Card on page 28).

Note: This PIN only safeguards the

access to your voicebox. It applies to the terminal (i.e. the telephone number) assigned to this voicebox. It

is not the same as the terminal PIN,

Using OpenVoice Calling Your Voicebox from an Internal Terminal

which you use to activate your telephone lock, for example. The PIN

query in OpenVoice can be activated

and deactivated in the voice menu, where you can also change the PIN

(please refer to Menu 3: „Central settings“ starting on page 31). If you

ever forget your voicebox PIN, your system administrator can reset it to its factory setting, enabling you to define a (new) PIN for your voicebox.

Signalling of New Messages

When there are new messages in your voicebox, this is signalled on the terminals and in the OpenCTI 50 in different ways:

… on the OpenPhone 21 and 25

System Telephones

The icon indicates that new messages have arrived in your voicebox.

… on the OpenPhone 61,

63 and 65

System Telephones

The LED next to the Info key flashes, and you are informed of incoming messages in the Infos menu on the display.

... in the OpenCTI 50

New voicebox messages are entered in the call list and are indicated by

Note: Please note that the call list

in the OpenCTI 50 is only displayed

for your system terminals.

… on the OpenPhone 52

A flashing dot in the middle of the display signals that there is at least one message in your voicebox that you haven't yet listened to (MWI display, „Message Waiting Indication“).

... on Standard Terminals

New messages can be signalled by means of a notification call on standard terminals.

The arrival of new voicebox messages on standard terminals without a message LED is signalled

Signalling of New Messages Using OpenVoice

acoustically. You hear a special dialling tone instead of the normal dialling tone when you lift the handset.

The notification of new voicebox messages on ISDN telephones is supported on the OpenCom 100 by the MWI feature („Message Waiting

Indication“). The LED on a standard

ISDN telephone will start flashing when a new voicebox message arrives.

Accessing and Editing Messages

… on the OpenPhone 61,

63 and 65

System Telephones

1. Press the Info key short and select the item

Voicebox or press the function key you have programmed (see

Programming a Function Key starting on page 28). You will

see a list of incoming messages.

New messages which have not been listened to yet are marked with a „+“; the most recent messages are at the top of the list.

2. Select a message and press

3. You now have the following options:

Play

lets you listen to the message.

Select Delete to delete the message.

Select Dial to call back the caller.

Select Phone Book and

1 New Entry

to add a caller to your phone book, 2 Add to edit all the details of an entry.

Save!

your entries.

Select Forward to forward the message to another voicebox, either Without comment or

With comment

(added by you).

Infos

displays the caller’s telephone number and/or user name as well as the time and date of the message.

Using OpenVoice Accessing and Editing Messages

… on the OpenPhone 21 and 25

System Telephones

1. Press the Menu softkey.

2. Select the item Voicebox and confirm your choice with the OK softkey. You will see a list of incoming messages; the most recent messages are at the top of the list.

3. Select a message and confirm your choice with the OK softkey.

4. You now have the following options:

Play

lets you listen to the message.

Select Delete to delete the message.

Select Dial to call back the caller.

Select Phone Book and

1 New Entry

to add a caller to your phone book, 2 Add to edit all the details of an entry.

Save!

your entries.

Select Forward to forward the message to another voicebox, either Without comment or

With comment

(added by you).

Infos

displays the caller’s telephone number and/or user name as well as the time and date of the message.

… in the OpenCTI 50

1. Select the system terminal whose call list you wish to view.

2. Click on the Incoming call list tab.

You will see a list of calls which have not reached you. Voicebox messages are indicated by the

icon.

3. Click on one of these icons to listen to the message.

If you wish to call back the caller, click on the caller’s telephone

number (if this has been transmitted).

Note: Detailed information on

working with the OpenCTI 50 can be

found in the online help documentation.

Accessing and Editing Messages Using OpenVoice

… on Standard Terminals

Proceed as described in the sections

entitled Calling Your Voicebox from

an Internal Terminal on page 22 and

Calling Your Voicebox from a

Remote Terminal on page 27.

Calling Your Voicebox from a

Remote Terminal

If your system administrator has set

Remote control authorisation for a voicebox, you can also access and configure this voicebox from an external terminal.

There are two ways to access your voicebox from an external terminal: voicebox. Confirm your input with .

3. Enter your voicebox PIN.

4. For all further steps, please follow the instructions given in the voice menu.

… using the Telephone

Number of OpenVoice

(this telephone number is in the incoming-call distribution scheme)

1. Select the MSN or system access telephone number to which your system administrator has assigned the internal telephone number of OpenVoice.

2. Enter the internal telephone number of your voicebox – i.e. the number of the terminal which has been assigned to the

… using the Telephone

Number of Your Telephone

(the number of your telephone is in the incoming-call distribution scheme, and you have diverted the telephone to the voicebox)

Dial the MSN or the system’s

direct-inward-dialling number on which external callers can reach you.

You will hear the welcoming text of your voicebox.

Using OpenVoice Calling Your Voicebox from a Remote Terminal

You can skip the text by pressing

2. Enter your voicebox PIN.

3. For all further steps, please follow the instructions given in the voice menu.

Programming a Function Key

On a system terminal (e.g. an

OpenPhone 63) you can programme a function key to access your voicebox messages. This function key will enable you to listen to your saved messages. Should a caller be in the process of leaving a message on your voice box, you can still accept the call by pressing your function key.

Moreover, you can programme another function key for making voicemail calls.

Hold down the key you want to programme and then select ...

Functions and confirm by pressing the button.

From the Main Menu MenuCard, select the 9 Voicebox menu item.

■

1 Voicebox mess.: You can determine that you want to listen to the messages in your voicebox.

■

2 Call voicebox: You can determine that you want to call your voicebox.

Confirm with Save and exit.

The „Voicebox“ Menu Card

After a voicebox has been configured for an OpenCom 100 user, the

Main menu is expanded on the system telephone assigned to this box.

The new Voicebox menu will help you work with OpenVoice. The menu contains the following items:

Voicebox mess.: This contains a list of incoming messages which you can edit: use Play to listen to messages, Delete to delete them, or

Dial

to call back the caller. In addition, you can control the playback of a particular message via the number keys 4 (rewind), 5 ( pause) and 6

(fast forward).

Programming a Function Key Using OpenVoice

Select Phone book and 1 New

Entry

to add the caller and his phone number to your phone book.

Select 2 Add to add the phone number of the caller to an existing entry and to edit all the details of its details. Save your input.

Select Forward to forward the message to another voicebox, With or

Without comment

. Select Dest.: to enter the phone number of the other voicebox. Confirm a recorded comment by pressing the button.

Infos

displays the caller’s telephone number and/or user name as well as the time and date of the message.

Call voicebox (the voice menu):

Use this item to call your voicebox, and then identify yourself with your

PIN. OpenVoice will tell you whether there are any new messages in your box. In this situation you can edit new and existing messages and also edit settings for your voicebox. To do so, please follow the instructions given in the voice menu (for details,

please refer to The Voice Menu of

OpenVoice starting on page 29).

The Voice Menu of OpenVoice

The voice menu is divided into the folowing sub-menus:

1 New messages

2 Existing messages

3 Central settings

4 Central welcoming texts

5 Changing a voicebox

6 Recording and sending a message

You are acoustically guided through these menus by voicebox texts and – on system terminals – by LEDs and information on the display screen.

The voice menu is operated by using the number keypad and the star and hash keys ( and ) on your telephone. On system terminals you can also use menus which have been specially integrated and expanded for OpenVoice as an alternative means of operation.

Note: Inputs which you frequently

make can be abbreviated by using a series of corresponding code digits – this shortcut is referred to as a „codenumber procedure“ and can be used

Using OpenVoice The Voice Menu of OpenVoice

both prior to and during voice prompts. Please refer to the Voice

Menu table at the back of this manual for these codes.

The following examples are based on having 96 as the configured call number for OpenVoice.

Menu 1: „New messages“

You can listen to your new messages in this menu.

The caller’s phone number and the date and time of the call are given for each message, providing you have set this in the

3 Central

settings menu and the information is available.

Here you can delete either individual or all the messages as well as immediately return a call.

Example „Listen to message“:

96 0000 2 5 4

You call the OpenVoice (96). The system asks you to enter your

PIN. You enter „0000“ as your voicebox is new and you have not changed your PIN yet. You hear that there are new messages for you in your voicebox and start listening to them. You have one of the messages repeated (2), interrupt it while it is being played back

(5) and rewind it five seconds

(4). Then you continue, using either the code numbers or waiting for the prompts of the voice menu.

Example „Call back caller“:

96 0000 7

Call the voicebox (96). The system asks you to enter your

PIN. You enter „0000“ as your voicebox is new and you have not changed your PIN yet. You hear that there is a message.

While listening to the message, you can return the call (7).

Menu 2: „Existing messages“

In this menu you can listen to existing messages that are still stored.

The caller’s phone number and the date and time of the call are given for each message, providing you have set this in the

3 Central

settings menu and the information is available.

Here, you can delete either individual or all the messages as well as immediately return a call.

The Voice Menu of OpenVoice Using OpenVoice

Note: You should make sure you

delete messages that are no longer needed. This will create free memory space on the memory card, which will then be available again for recording new messages – and for other voicebox owners.

Example: 96 4321 2 8 5

Call the voicebox (96) and enter your PIN, which you have changed to (4321) in the meantime. Of the messages still present in your box (2), you want to listen to the fifth one (8)

(5), and you confirm your input of the message number with the star key.

Menu 3: „Central settings“

In this menu you can determine which welcoming and closing texts are to be used for people who call your voicebox, how messages are to be recorded in your voicebox (if at all), and to whom incoming messages are to be signalled and how this should be done. Here you can also define a „secretary“ to be called instead of the voicebox.

This menu also contains the function you use to change your PIN.

■

You can record and delete welcoming and closing texts for your voicebox callers, select your personal text for the current prompt and, if you wish, also activate the accompanying standard texts used for this purpose.

Example: 96 4321 3 2 8

Let’s say you want to redefine the closing text used for your voicebox callers. First you listen to the current assignment (3) (2)

(8), which is (e.g.)

Selected text is standard text

If you wish to make another selection or record a new text, continue by using the code numbers, or wait until you hear the prompts in the voice menu.

Example: 96 4321 3 2 8 9

You can decide not to have a closing text for your voicebox callers if you don’t want one.

■

You can activate (or deactivate) certain settings for your voicebox:

You can determine whether or not callers can leave messages in your voicebox and the maximum length of time available for a single message.

You can activate (or deactivate) the announcements stating the

Using OpenVoice The Voice Menu of OpenVoice

telephone number and the date and time of the call.

Example: 96 4321 3 3 3

In the above example you switch the announcement stating the telephone number: the announcement is switched off if it was previously on, and it is switched on if it was previously

off.

You can switch the PIN query for internal calls to the voicebox on or off.

■

You can define a telephone number on which you are called on another terminal when a message arrives in your voicebox and can then activate the respective function (on or off).

If the notification call is activated, the voicebox will set up an independent connection to the notification call number which has been configured. After accepting the call, you can immediately start working with your voicebox.

If you want to define an internal telephone number for the notification call function and if your telephone is set to automatic trunk line seizure, you have to press the star key twice before entering the telephone number.

Example: 30

■

You can use the secretarial function.

You can specify the telephone number of a „secretary“ who is to be called instead of your voicebox and can then activate the respective function

(on or off).

If you want to define an internal telephone number for the secretarial function and if your telephone is set to automatic trunk line seizure, you have to press the star key twice before entering the telephone number.

Example: 31

If the secretarial function is active, a caller to your voicebox is informed of this by your welcoming text or by the standard text for the secretarial function, and no message is recorded in your voicebox.

The caller will hear

Music on hold while the connection to the secretary is being set up. Once the call has been accepted, the caller will be directly connected to the secretary and can speak with this person.

Example: 96 4321 3 8 2

The Voice Menu of OpenVoice Using OpenVoice

In the above example you switch the secretarial function off (the currently defined secretarial number remains intact).

Callers can now put themselves through to the secretary. To do this, they press the key when they hear the greeting or have begun leaving a message.

You should inform the callers in your greeting that they can be connected to the secretary by pressing the key.

Note: The number for the notifica-

tion call and the number of your secretary can be an external number, for the notification call your private number at home, for example. However, you can only use this function in association with external numbers if you belong to a user group with the corresponding external authorisation and if the programmed number is not entered in the relevant blacklist. Information on authorisation, user groups and blacklists can be found in the online help.

■

You can change your PIN.

Example: 96 4321 3 9

You are prompted to enter your new PIN twice, and the change is acknowledged. If you ever forget your PIN, your system administrator will reset it to its factory setting of „0000.“

Menu 4: „Central welcoming texts“

In OpenVoice the Central welcom-

ing track changeable option can be activated for your voicebox.

Note: This menu is only available if

this option is active for your voicebox.

This setting authorises you to edit the central welcoming texts for the

Courtesy Service feature in the voice menu of OpenVoice (using

Record, Play or Delete).

You can define up to eight welcoming texts. The assignment of a welcoming text to a telephone number is set in the User groups menu or in

Call Distribution in the

OpenCom 100 Configurator. In order to do this, you need

Configurator Active authorisation

(unless you have already logged in as an administrator).

Menu 5 „Changing a voicebox“

In this menu you can change directly from your current voicebox to another one.

Changing to another voicebox is not possible unless Remote control authorisation has been set.

Using OpenVoice The Voice Menu of OpenVoice

Your are now prompted to key in the phone number and the number code of the other voicebox.

Once you are in the other voicebox, proceed as if you had called it directly.

You can access the voicebox only if no other party is trying to gain access at the same time. If the voicebox is busy you will hear an announcement.

Menu 6 „Recording and sending a message“

In this menu you can record and send a voice message for another voicebox.

You are now prompted to record the message and can then send it to the user of the other voicebox. An announcement will let you know whether the procedure has been successful.

Note: You will find a table contain-

ing an overview of the voice menu structure of OpenVoice at the back of this manual. This table serves to facilitate operation and can be printed out separately if necessary.

The Voice Menu of OpenVoice Using OpenVoice

Overview: Voice Menu

Messages and Central Welcoming Texts

Main menu

1 New messages

2 Existing messages

3 Central settings

4 Central welcoming texts

5 Change voicebox

6 Record and send message

1 New messages

2 Existing messages

1 Previous message

2 Repeat message

3 Next message

Current message …

(without announcement)

4 Rewind 5 seconds

5 Pause

6 Fast-forward 5 seconds

7 Call back caller

77 Terminate connection to voicebox

(in 1 New messages)

8 Specific message

(from 2 Existing messages)

88 Send message

9 Delete message

99 Delete all messages

Calling your voicebox:

1. Enter the internal telephone number your system administrator has configured for OpenVoice.

2. Follow the instructions given in the voice menus.

In all menus:

* Confirm entry

# Cancel action

0 Repeat announcement

# Go back one menu

4 Central welcoming texts

1…8 Text 1 to text 8

1 Record

2 Play

9 Delete

Using OpenVoice Overview: Voice Menu

Central Settings

Main menu

1 New messages

2 Existing messages

3 Central settings

4 Central welcoming texts

5 Change voicebox

6 Record and send message

3 Central settings

1 Welcoming texts

1…7 Text 1 to text 7

8 Select text

(Default setting: standard text)

9 No text

2 Closing texts

1…4 Text 1 to text 4

8 Select text

(Default setting: standard text)

9 No text

3 Settings

7 Notification calls

1 Change notification number

2 Notification call (on/off)

8 Secretarial function

1 Change secretarial number

2 Secretarial function (on/off)

9 PIN number

Settings

1 Message length (60 sec./specify)

2 Message recording (on/off)

3 Announcement of phone number (on/off)

4 Announcement of date/time (on/off)

6 PIN query (on/off)

Calling your voicebox:

1. Enter the internal telephone number your system administrator has configured for OpenVoice.

2. Follow the instructions given in the voice menus.

In all menus:

* Confirm entry

# Cancel action

0 Repeat announcement

# Go back one menu

1 Record

2 Play

9 Delete

Overview: Voice Menu Using OpenVoice

Technical Data

Number of ports

Number of voiceboxes

Model and storage capacity

(including prompt texts)

OpenVoice 202: up to 2

OpenVoice 210: up to 10

OpenVoice 220: up to 20

OpenVoice 260: up to 64

For an OpenCom 105, 107, 110, 120 with a

32 MByte MultiMedia Flash Card: 2 h

For an OpenCom 105, 107, 110, 120 with a

64 MByte MultiMedia Flash Card: 4 h

For an OpenCom 130/OpenCom 150 with a

128 MByte Compact Flash Card: 4 h

For an OpenCom 510 with the pre-installed

256 Mbyte Compact Flash Card, (SanDisk): 4 h

Languages German, English, French, Dutch, Italian, Spanish

Maximum message length Adjustable (per user)

Maximum recording time

Telephone numbers

Adjustable (per voicebox)

20 (per voicebox)

Welcoming texts

Closing texts

Courtesy Service

Central welcoming texts

Message Waiting Indication

(MWI display)

Notification call

Secretarial function

Yes

Time stamp Yes

Checking messages via a PC Yes

7 (per user)

4 (per user)

Yes

8 (for the OpenCom 100 infocom system)

Yes

Callback by means of a code Yes

Forwarding a message Yes

Change voicebox Yes

Technical Data Overview: Voice Menu

Leaving a message

Length of user PIN

Power supply

Ambient conditions

Yes

4 digits

Via the OpenCom 100 communications system

Same as those for the OpenCom 100 communications system

Overview: Voice Menu Technical Data

Notes

Technical Data Overview: Voice Menu

Notes

Overview: Voice Menu Technical Data

In the UK:

DeTeWe Ltd

1 Frogmore Road, Hemel Hempstead,

Herts, HP3 9TG

WWW: http://www.detewe.co.uk/

Other countries:

DeTeWe AG & Co.

Zeughofstrasse 1, D-10997 Berlin,

Germany

WWW: http://www.detewe.de/

Subject to changes

As of 06.2004

Publicitate

OpenVoice

The Voice-Mail System in the OpenCom 100

Communications System

User Guide

Welcome to DeTeWe

OpenVoice 200

OpenCom 100 Product

Family

Contents

OpenVoice

Features

Scope of Features

Call Number of OpenVoice

The Voice Menu: User

Guidance

Telephone Number and

Time Stamp

Welcoming and Closing

Texts

Customised Prompt Texts

Courtesy Service

Notification of Incoming

Messages

Notification Call

Secretarial Function

Forwarding to the

Voicebox Secretary

Forward Message with

Comment

Remote Access and

Remote Control

Operating Functions

PIN-protected Voicebox

Call Forwarding to

Voicebox

Activating/Deactivating

Your Voicebox

Telephone Number and

Time Stamp On/Off

Welcoming Texts

Listening to, Repeating and Deleting Messages

Scrolling Between

Messages

Pauses During Playback,

Fast-forwarding and

Rewinding

Callback to Caller

Forwarding a Message

Change Voicebox

Leaving a Message

Setting a Notification Call

Using OpenVoice from a

Remote Terminal

Scope of Delivery

Installation

Installation of the Memory Card

Licensing: the Activation Procedure

CE Symbol

Declaration of Conformity

Administration

Using OpenVoice

Preset Functions

Setting Functions …

… on the Terminal

… via the OpenCTI 50

Web Application

Calling Your Voicebox from an Internal Terminal

Signalling of New Messages

… on the OpenPhone 21 and 25

System Telephones

… on the OpenPhone 61,

63 and 65

System Telephones

... in the OpenCTI 50

… on the OpenPhone 52

... on Standard Terminals

Accessing and Editing Messages

… on the OpenPhone 61,

63 and 65

System Telephones