IDS 310 | User manual | Manager/Secretary filter unit Belgacom ForumTM 750

AADGR000-001

FR-2-couverture.fm Page 1 Lundi, 11. août 2003 10:58 10

Manager/Secretary filter unit

Belgacom Forum

TM

750

User guide

1

Belgacom Forum 750

1

The action "press" is shown by

Display keys are shown by

Displ

Keys specific to filtering, programmed by the technician, are shown by

2

The manager/secretary filter unit is a specific configuration comprising at least two multi-line terminals, which provides certain supplementary features, using programmable keys assigned to specific functions.

The manager/secretary configuration can include several manager terminals, several secretary terminals, and a "replacement secretary" terminal.

Belgacom IDS 310 terminals are recommended for optimum results.

Note: The functions described are specific to the manager/secretary filter unit.

Refer to the User Guide for your terminal for the telephone functions provided by the Belgacom

Forum 750.

Note: Certain functions described in this guide may depend on the version or the configuration of your system. If in doubt, consult your telephone manager.

3

C O N T E N T S

Your ccalls

Manager tterminal...........................................................................................8

Calling your secretary.....................................................................................8

Replying to a message from your secretary .......................................................8

Main ssecretary tterminal...................................................................................9

Calling your manager.....................................................................................9

Supervising filtering.........................................................................................9

Managing filtering .........................................................................................10

Sending a written message to your manager ....................................................10

Placing a call on hold ...................................................................................11

Placing the manager terminal on immediate transfer...........................................11

Cancelling discreet listening ............................................................................11

Replacement ssecretary tterminal .......................................................................12

For yyour cconvenience

Manager tterminal .........................................................................................14

Supervising status of secretary terminal.............................................................14

Activating call filtering....................................................................................14

Activating ISDN filtering .................................................................................16

4

Intercepting a filtered call ...............................................................................16

Discreet listening to a filtered call.....................................................................16

Main ssecretary tterminal..................................................................................17

Supervising status of manager terminal.............................................................17

Replacement ssecretary tterminal .......................................................................17

Supervising status of manager terminal.............................................................17

While yyou aare aaway

Main ssecretary tterminal..................................................................................20

Informing of your absence ..............................................................................20

Replacement ssecretary tterminal .......................................................................20

Glossary ......................................................................................................21

5

6

Y O U R

C A L L L L S

7

MANAGER TTERMINAL

Calling yyour ssecretary

To call your secretary directly, or to answer her call, Secretary call

Note: If you have several secretaries, you can have a key for each one.

With the terminal idle or with a call in progress, you can answer a call from your secretary.

The screen proposes 5 replies from the 11 predefined replies available. Press the display key corresponding to the reply you wish to send.

The 11 available messages are:

• Busy

• Wait

•Absent

•Enter

•Callback

: I’m busy

: 2 mn please

: I’m out

: Show the person in

: I’ll call back

8

• Callme

• Pass

• Icome

• Canc

: Call me back

: I’ll speak to him/her

: I’m coming

: Cancel please

• 2 mn please : 2 mn please

• Return : Do your best

* The message service is only available between two Belgacom IDS 310 terminals.

MAIN SSECRETARY TTERMINAL

To call your manager directly or to take over his call, Manager call

Note: If you work with several managers, you can have one key for each.

Supervising ffiltering

You can supervise the manager terminal filtering keys.

You have one supervision key for each filtering key.

Symbols corresponding to the supervision keys are:

9

symbol off : supervised filtering key not active,

: supervised filtering key active - filtered calls are for you,

: supervised filtering key active - filtered calls are for another secretary.

Managing ffiltering

To deactivate the manager terminal filtering key, whether you are receiving the filtered calls or not, press the corresponding supervision key.

To activate the manager terminal filtering key and receive the filtered calls, press the corresponding filtering supervision key.

You can send a predefined or completed message to the manager terminal screen, irrespective of whether the terminal is free or busy.

With terminal idle or with a call in progress, Manager message

Select the message by pressing the corresponding key.

To send the message,

Apply

To exit from message mode,

Next

To scroll the various predefined or completed messages,

To erase the last character entered,

Rubout

10

* the message service is only available between two Belgacom IDS 310 terminals.

Placing aa ccall oon hhold

Your manager has activated the filtering key and you receive a filtered call.

To ask your manager whether he wishes to take the call, Manager call

The call is automatically placed on hold.

To transfer the call,

Transf and press the line key corresponding to the call on hold.

To recover the call, without transferring it, press the corresponding line key.

With the terminal idle, i then Manager call

To cancel the transfer, enter the "Remote ccancel ttransfer" function code (see codes table) then enter the number of the transferred terminal.

Note: The manager can cancel the transfer directly by the manager, by entering the "Cancel transfer" function code.

Cancelling ddiscreet llistening

You receive a filtered call and your manager activates discreet listening.

This is indicated on your screen.

11

To cancel discreet listening,

Listen

REPLACEMENT SSECRETARY TTERMINAL

The call functions from this terminal are identical to those of the main secretary terminal (see p.9).

However the filtering can only be managed if the main secretary is declared absent.

12

F F O R Y O U R

C O N V E N I I E N C E

13

MANAGER TTERMINAL

Supervising sstatus oof ssecretary tterminal

The

Secretary call terminal.

symbol can be used to supervise the status of your secretary’s

Symbol off : terminal free or ringing

: secretary is calling

: secretary busy

: main secretary absent replacement secretary present

: main and replacement secretaries both absent

Activating ccall ffiltering

A filtering key is provided, which enables you to transfer your calls to a secretary terminal. If the secretary is present, symbol is associated with the filtering key used.

14

If the main and replacement secretaries are both absent, symbol appears and you receive your calls directly.

A filtering table is defined (by the technician) for each filtering key. The table can contain either priority numbers or numbers to be filtered.

You can have several filtering keys but you cannot activate a table of priority numbers and a table of numbers to be filtered. When the priority numbers table is activated, filtering by the numbers to be filtered table is cancelled.

To activate filtering, Filtering then

•If you have a priority numbers table, only the callers specified in the table can call you directly.

•If you have a table of numbers to be filtered, only calls from callers specified in the table will be transferred to the secretary.

To deactivate the filtering, Filtering then

Note: If you are working with several secretaries, Filtering then

Secretary call corresponding to the selected secretary and to validate.

Note: If you have one or more private lines, filtering can be selective (only on the main number) or non-selective (main number and private lines), depending on the configuration.

15

Activating IISDN ffiltering

Specific ISDN numbers can be filtered.

Filtering then ISDN ; the ISDN correspondent’s number, which is recorded, complies with the filtering rules.

Note: When filtering is not activated, key.

ISDN is used in the same way as a directory

Intercepting aa ffiltered ccall

When a filtered call is received by the secretary, symbol screen.

When the secretary lifts the handset, symbol is shown on the indicates busy.

Supervision To pick up the call before the lifts the handset,

To intercept the call,

PickUp

16

Discreet llistening tto aa ffiltered ccall

When the secretary is handling a call, and your microphone is inhibited.

To exit from this mode,

MAIN SSECRETARY TTERMINAL

Listen

. This activates discreet listening

The corresponding terminal:

Manager call symbol is used to supervise the status of the symbol off : terminal free or ringing

: manager is calling

: manager busy

: filtering activated*

* If you have no filtering supervision key

REPLACEMENT SSECRETARY TTERMINAL

The following symbols are specific to the replacement secretary terminal:

17

symbol off : replacement function not activated

: replacement function activated, manager terminal free or ringing

The "manager is calling", "manager busy" and "filtering activated" are identical to those on the main secretary terminal.

18

W H I I L L E Y O U

A R E A W A Y

19

MAIN SSECRETARY TTERMINAL

Informing oof yyour aabsence

To inform your manager of your absence, Secretary absent then

If a replacement secretary is present, (symbol secretary will be diverted to the replacement secretary.

), then calls to the main

) the filtering function If a replacement secretary is not present (symbol is suspended and the manager receives his calls directly.

To recover your terminal,

Secretary absent then

REPLACEMENT SSECRETARY TTERMINAL

The procedure for informing of absence is identical to that used by the main secretary terminal (see p.20).

20

GLOSSARY

DISCREET LLISTENING

Discreet listening, of which only the secretary is aware, inhibits the manager’s microphone and enables him to discreetly listen while the secretary is taking a call.

This number is automatically transferred to the secretary.

FILTERING SSUPERVISION

A key with a symbol is used by the secretary to inform the manager of filtering on his terminal, or to activate manager terminal filtering.

ISDN

Integrated Systems Digital Network.

MANAGER/SECRETARY FFILTERING

A facility offered to a manager/secretary pair, allowing calls to the manager to be

21

intercepted by one or more secretaries.

MANAGER/SECRETARY TTERMINALS

Set of specific services (filtering, transfer) between a manager terminal and one or more secretary terminals.

When filtering is activated, only priority numbers can call the manager terminal.

PRIVATE LLINE

The manager terminal can have one or more "private" lines, as these can be separated from the main number by filtering.

REPLACEMENT SSECRETARY TTERMINAL/MAIN SSECRETARY TTERMINAL

When the main secretary is declared absent, calls are diverted to the replacement secretary terminal. The functions of this terminal are identical to those of the main secretary terminal.

22

23

3

EU 19815 GNAA Ed01