Alcatel OmniPCX Enterprise
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1 Alcatel OmniPCX Enterprise
2
3 MANAGER/SECRETARY FILTER UNIT Alcatel OmniPCX Enterprise U S E R G U I D E 1
4 Symbols used in this manual The action "press" is shown by Displ Display keys are shown by Keys specific to filtering, programmed by the technician, are shown by 2
5 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. Alcatel Advanced/4034 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 Alcatel OmniPCX Enterprise. 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
6 Your calls C O N T E N T S 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
7 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
8 6
9 C A L L S Y O U R C A L L S 7
10 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
11 Callme : Call me back Pass : I ll speak to him/her Icome : I m coming Canc : Cancel please 2 mn please : 2 mn please Return : Do your best C A L L S * The message service is only available between two Alcatel Advanced/4034 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: 9
12 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. Apply To send the message, To exit from message mode, To scroll the various predefined or completed messages, Rubout To erase the last character entered, 10 Next
13 * the message service is only available between two Alcatel Advanced/4034 terminals. 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, 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. C A L L S Placing the manager terminal on immediate transfer With the terminal idle, i Manager call 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. 11
14 Listen To cancel discreet listening, 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. 12
15 F O R Y O U R C O N V E N I E N C E C O M F O R T 13
16 MANAGER TERMINAL Supervising status of secretary terminal The terminal. Secretary call symbol can be used to supervise the status of your secretary s Symbol off : terminal free or ringing : secretary is calling : secretary busy Activating call filtering : main secretary absent replacement secretary present : main and replacement secretaries both absent 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
17 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, 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 Filtering then C O M F O R T 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
18 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, PickUp To intercept the call, Supervision 16
19 Discreet listening to a filtered call When the secretary is handling a call, and your microphone is inhibited. To exit from this mode, MAIN SECRETARY TERMINAL Supervising status of manager terminal Listen. This activates discreet listening The corresponding terminal: Manager call symbol off : terminal free or ringing : manager is calling : manager busy symbol is used to supervise the status of the C O M F O R T : 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: 17
20 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
21 W H I L E Y O U A R E A W A Y A B S E N C E 19
22 MAIN SECRETARY TERMINAL Informing of your absence 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. If a replacement secretary is not present (symbol is suspended and the manager receives his calls directly. ), then calls to the main ) the filtering function 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). 20
23 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 21
24 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. 22
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26 Alcatel All rights reserved. 3BA ENAB Ed.02 Alcatel reserves the right to modify without notice the characteristics of its products in order to bring technical improvements or to respect new regulations. 24
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