BELGACOM | IDS 310 | Manager/Secretary filter unit Belgacom ForumTM 750

FR-2-couverture.fm Page 1 Lundi, 11. août 2003 10:58 10
Manager/Secretary filter unit
Belgacom ForumTM 750
First
AADGR000-001
User guide
1
MANAGER/SECRETARY F ILTER U NIT
Belgacom Forum 750
USER
GUIDE
1
Symbols used in this manual
The action "press" is shown by
Display keys are shown by
Displ
Keys specific to filtering, programmed by the technician, are shown by
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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.
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C O N T E N T S
Your calls
Manager terminal...........................................................................................8
Calling your secretary.....................................................................................8
Replying to a message from your secretary .......................................................8
Main secretary terminal...................................................................................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 secretary terminal .......................................................................12
For your convenience
Manager terminal .........................................................................................14
Supervising status of secretary terminal.............................................................14
Activating call filtering....................................................................................14
Activating ISDN filtering .................................................................................16
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Intercepting a filtered call ...............................................................................16
Discreet listening to a filtered call.....................................................................16
Main secretary terminal..................................................................................17
Supervising status of manager terminal.............................................................17
Replacement secretary terminal .......................................................................17
Supervising status of manager terminal.............................................................17
While you are away
Main secretary terminal..................................................................................20
Informing of your absence ..............................................................................20
Replacement secretary terminal .......................................................................20
Glossary ......................................................................................................21
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6
C A L L S
YOUR
CALLS
7
MANAGER TERMINAL
Calling your secretary
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.
Replying to a message from your secretary*
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
:
:
:
:
:
:
Call me back
I’ll speak to him/her
I’m coming
Cancel please
2 mn please
Do your best
C A L L S
• Callme
• Pass
• Icome
• Canc
• 2 mn please
• Return
* The message service is only available between two Belgacom IDS 310 terminals.
MAIN SECRETARY TERMINAL
Calling your manager
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 filtering
You can supervise the manager terminal filtering keys.
You have one supervision key for each filtering key.
Symbols corresponding to the supervision keys are:
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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 filtering
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.
Sending a written message to your manager*
You can send a predefined or completed message to the manager terminal screen,
irrespective of whether the terminal is free or busy.
Manager message
With terminal idle or with a call in progress,
Select the message by pressing the corresponding key.
To send the message,
Apply
To exit from message mode,
To scroll the various predefined or completed messages,
To erase the last character entered,
Rubout
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Next
Placing a call on hold
Your manager has activated the filtering key and you receive a filtered call.
To ask your manager whether he wishes to take the call,
The call is automatically placed on hold.
Manager call
Transf
To transfer the call,
and press the line key corresponding to the call
on hold.
To recover the call, without transferring it, press the corresponding line key.
Placing the manager terminal on immediate transfer
Manager call
i
With the terminal idle,
then
To cancel the transfer, enter the "Remote cancel transfer" 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 discreet listening
You receive a filtered call and your manager activates discreet listening.
This is indicated on your screen.
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C A L L S
* the message service is only available between two Belgacom IDS 310 terminals.
To cancel discreet listening,
Listen
REPLACEMENT SECRETARY TERMINAL
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.
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13
C O M F O R T
FOR YOUR
CONVENIENCE
MANAGER TERMINAL
Supervising status of secretary terminal
The Secretary call
terminal.
Symbol off
symbol can be used to supervise the status of your secretary’s
: terminal free or ringing
: secretary is calling
: secretary busy
: main secretary absent
replacement secretary present
: main and replacement secretaries both absent
Activating call filtering
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.
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If the main and replacement secretaries are both absent, symbol
appears and you receive your calls directly.
Filtering
To activate 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,
Secretary call
corresponding to the selected secretary and
Filtering
then
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.
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C O M F O R T
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.
Activating ISDN filtering
Specific ISDN numbers can be filtered.
Filtering
ISDN
then
; 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 a filtered call
When a filtered call is received by the secretary, symbol
is shown on the
screen.
When the secretary lifts the handset, symbol
indicates busy.
To pick up the call before the lifts the handset,
To intercept the call,
PickUp
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Supervision
Discreet listening to a filtered call
Listen
When the secretary is handling a call,
and your microphone is inhibited.
. This activates discreet listening
To exit from this mode,
MAIN SECRETARY TERMINAL
The corresponding
terminal:
symbol off
Manager call
symbol is used to supervise the status of the
: terminal free or ringing
: manager is calling
: manager busy
: filtering activated*
* If you have no filtering supervision key
REPLACEMENT SECRETARY TERMINAL
Supervising status of manager terminal
The following symbols are specific to the replacement secretary terminal:
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C O M F O R T
Supervising status of manager terminal
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.
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ARE
YOU
AWAY
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A B S E N C E
WHILE
MAIN SECRETARY TERMINAL
Informing of your absence
Secretary absent
To inform your manager of your absence,
If a replacement secretary is present, (symbol
secretary will be diverted to the replacement secretary.
If a replacement secretary is not present (symbol
then
), then calls to the main
) the filtering function
is suspended and the manager receives his calls directly.
To recover your terminal,
Secretary absent
then
REPLACEMENT SECRETARY TERMINAL
The procedure for informing of absence is identical to that used by the main
secretary terminal (see p.20).
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GLOSSARY
DISCREET LISTENING
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.
FILTERED NUMBER
This number is automatically transferred to the secretary.
FILTERING SUPERVISION
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 FILTERING
A facility offered to a manager/secretary pair, allowing calls to the manager to be
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intercepted by one or more secretaries.
MANAGER/SECRETARY TERMINALS
Set of specific services (filtering, transfer) between a manager terminal and one or more
secretary terminals.
PRIORITY NUMBER
When filtering is activated, only priority numbers can call the manager terminal.
PRIVATE LINE
The manager terminal can have one or more "private" lines, as these can be
separated from the main number by filtering.
REPLACEMENT SECRETARY TERMINAL/MAIN SECRETARY TERMINAL
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.
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3EU 19815 GNAA Ed01
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