UNIFIED MESSAGING FEATURES: FAX / IMAP / 2-WAY RECORDING NS1000

Contents Chapter 1 Introduction to Unified Messaging 1-1. Introduction Chapter 2 Unified Messaging - Fax Server Integration 2-1. Fax Server Integration 2-2. Installing the required Activation Keys 2-3. Create the desired Mailboxes 2-4. Setting the UM Class Of Service for FAX 2-5. Automatic Fax Transfer 2-6. UM Floating Extension Group Number 2-7. Accessing Messages and Faxes 2-8. Sending a FAX from your PC (FAX DRIVER) Chapter 3 Unified Messaging - IMAP / Outlook Integration 3-1. IMAP Overview 3-2. Installing the required Activation Keys 3-3. Setting the UM Class of Service for IMAP 3-4. Creating and IMAP Account in Outlook 3-5. Working in Offline mode (Outlook / IMAP) Chapter 4 Unified Messaging - 2-Way Recording Way Recording (Manager Control) 4-2. Installing the necessary Activation Keys 4-3. Create a User Profile 4-4. Enable 2-Way Recording (Manager Control) 4-5. Managing Recordings

INTRODUCTION TO UNIFIED MESSAGING Chapter 1

Activation Keys 2 channel / 4 channel IMAP4 / / Fax 2 way recording 2 way recording control Activation Keys 2 channel / 4 channel IMAP4 / / Fax 2 way recording 2 way recording control Server (IMAP/POP3) Built-in Voice Mail Auto Attendant and IVR function/features Built-in Voice Mail Auto Attendant and IVR function/features Unified Voice, FAX, Fax to as a.TIFF attachment for incoming faxes*. Print to Fax directly from your PC applications* Outlook *Using Optional FAX Interface 1-1. Introduction Outline of UM Functions The Built-in Unified Messaging System (UM) takes over the functions of current TVM voice processing system. Fax Server, IMAP4 Integration and 2-Way Recording control features are added to build a Unified Messaging system.

UNIFIED MESSAGING FAX SERVER INTEGRATION Chapter 2

2-1. FAX Server Integration There are several options available to Receive a FAX via the NS1000. You can: a.Receive a FAX directly into your Personal (UM) Mailbox b.Receive a FAX Automatically via a UM Mailbox (Central Mailbox) c.Direct an incoming FAX to a desired FAX Machine using the DISA Service You can also Print/Send a FAX in the following ways: d.Send a FAX Message received in your Mailbox to a connected FAX Machine so it can be printed out. e.Send a Fax to a desired location directly via your PC NS1000 (Master) FAX UT Series NT Series (Optional) PC Router / Switch LAN SLT Port Connection

2-2. Installing the Required A/Ks Install the required Activation Keys UM Client (To allow FAX / ), 1 per required user. There are no special Port/Trunk Service setting required for the UM Ports. Only installation of the FAX Server card is required.

Settings -> UM Configuration -> 1. Mailbox Settings Add Mailbox 2-3. Create the required Mailboxes (1) Via the WebMC, Add the desired number of Mailboxes

Enter: 1.The Mailbox Number 2.The Extension Number (If required) 3.Mailbox Password 4.Message Client Password (For Fax Driver) Enter: 1.The Mailbox Number 2.The Extension Number (If required) 3.Mailbox Password 4.Message Client Password (For Fax Driver) Click ‘OK’ 2-3. Create the required Mailboxes (2) Configure the Basic Mailbox Settings

2-3. Create the required Mailboxes (3) Enter both the Mailbox Password and the Message Client Passwords The Mailbox Password is required to allow a user to access their Mailbox. The Message Client Password is required when using the Fax Driver software to send a FAX from your PC. It is recommended to use strong passwords.

UM Configuration -> 2. Class Of Service -> General, set FAX OPTION to ‘YES’ Click ‘OK’ 2-4. Setting the UM Class Of Service for FAX To enable a Mailbox to Receive a FAX, Send a Fax to a FAX Machine or use the FAX Driver software, the FAX Option must be set to ‘YES’ in the UM Class of Service. TIP: If using a Central Mailbox (with no Extension), set the Tutorial -> ‘None’

UM DISA 2-5. Automatic FAX Transfer (1) Incoming Fax Calls can be handled by the UM or DISA systems of the NS1000 By setting the appropriate DDI Settings, FAX calls can be routed to the UM or DISA Systems.

UM Enter the Transfer Mode (FAX Ext or Mailbox) and the destination 2-5. Automatic FAX Transfer (2) UM Setting for Automatic Fax Transfer By setting the appropriate DDI Settings, FAX calls can be routed to the UM or DISA Systems. This section sets how the incoming FAX call should be handled by the UM System (Transfer to FAX Extension or Mailbox)

DISA Enter the desired Fax Extensions (Main/Alternate), the Fax Answer time and other settings as required Automatic FAX Transfer (3) DISA Setting for Automatic Fax Transfer By setting the appropriate DDI Settings, FAX calls can be routed to the UM or DISA Systems.

Specify the System Fax SERVER Name and Number, Retry and re-transmission options here. The System Number will appear on outgoing Faxes sent by the FAX Server. Specify the Answer Time, Cover-page information and Full/Busy options here. If the FAX Server is Full/Busy, the incoming FAX can be transferred to a FAX Extension Specify the Answer Time, Cover-page information and Full/Busy options here. If the FAX Server is Full/Busy, the incoming FAX can be transferred to a FAX Extension 2-5. Automatic FAX Transfer (4) Fax Properties The FAX System (Server) properties, Cover-page and Full/Busy options can be set here Note: For further details refer to PC Programming Manual

PBX Configuration -> 3. Group -> 7. UM Group -> Unit Settings Master System UM Floating Extension Number is 500 (default) (Each Distributed UM will have their own Floating Ext Number) Master System UM Floating Extension Number is 500 (default) (Each Distributed UM will have their own Floating Ext Number) 2-6. UM Floating Extension (Group) Number (1) The UM System can be accessed via a single ‘Floating’ Extension number (Default:500) By using this ‘Floating’ number, CO and Ext calls can be easily directed to the UM System. For Example, If an extension user wants to FWD Calls to their Mailbox, they would C-FWD to ‘500’.

PBX Configuration -> 10. CO & Incoming Call-> 3. DDI Table DDI Destination can be set for each Time Mode 2-6. UM Floating Extension (Group) Number (2) By setting the DDI Destination Table to the UM ‘Floating’ Extension number (Default:500); CO calls can be directed to the UM System. Note: By setting the appropriate DDI Destination, calls can arrive at the UM or DISA Systems, ICD-Gs or extensions, based on the Time Mode setting.

2-7. Accessing Messages and Faxes Accessing UM Mailboxes and Managing Fax Messages Messages Received at a ‘Central’ Mailbox can be accessed from an extension in the following way: Call the UM Floating Extension Number (500) At the Greeting Message dial ‘#6* + Mailbox Number’ Enter the Central MBX Password at the prompt Messages Received directly in your Extension Mailbox can be accessed by calling the UM Floating Extension Number(500) and then entering your Password. To Manage Fax Messages: Access the desired MBX Select the option to listen to Messages (‘1’ for New, ‘3’ for Old) Listen to Fax Message Envelope – Press ‘2’ Follow the prompts as necessary; Press ‘5’ to transfer the Fax Press ‘7’ to print the Fax via a connected FAX Machine.

3.Enter the IP Address of the PBX 4.Enter the Mailbox Number as the ‘User ID’ 5.Enter the Message Client Password (Not the Mailbox Password!) 6.Click OK 2-8. Sending a Fax from you PC (FAX Driver) (1) It is possible to send a Fax from a PC, using the NS1000 FAX Driver s/w. 1.Install the Fax Driver software on the PC 2.Select Tools -> Options

2-8. Sending a Fax from you PC (FAX Driver) (2) After opening the document you wish to FAX NB: Screen shots will differ depending on the version of M/S Office or Application used. 1. Select ‘Print’ 2. Select ‘NS1000’ FAX Driver 3. Click ‘OK’

1. Click ‘Add’ to enter a new destination Sending a Fax from you PC (FAX Driver) (3) The FAX Driver S/W will open, and you can select the desired destination, either via the ‘Phonebook’, or by adding the Destination Number. 2. Enter the Destination Details

3. Click ‘Send’ 4. Click ‘OK’ 5. Transmission process will start through FAX Server 2-8. Sending a Fax from you PC (FAX Driver) (4) Continued from Previous Slide 6. Transmission success will be confirmed, Click ‘OK’

UNIFIED MESSAGING IMAP / OUTLOOK INTEGRATION Chapter 3

3-1. IMAP Overview The Built-in UM supports the IMAP4 protocol and works as a voice and fax IMAP4 server. A User can retrieve, delete, transfer, reply, and send messages by using a common client which supports IMAP4 (like Outlook, Lotus Notes, etc). UM subscribers just need to add an additional IMAP4 account to their client to be able to use the UM features. No additional client software installation is required. Activation Key - UM Client (To allow FAX / ), 1 per required user. NB: Outlook 2010 is not supported at this time. Server IMAP 4 / POP3 PC with Client (e.g. Lotus Notes) IMAP 4 IMAP 4 Server NS1000

3-2. Installing the Required A/Ks Install the required Activation Keys: UM Client (To allow FAX / ), 1 per required user. NB: Max 24 simultaneous IMAP connections to NS1000. If more than 24 IMAP Users then each user should use Outlook in ‘Offline’ mode.

UM Configuration -> 2. Class Of Service -> General, set DESKTOP MESSAGING to ‘YES’ Click ‘OK’ 3-3. Setting the UM Class Of Service for IMAP To enable IMAP / OUTLOOK integration with an existing UM Mailbox, ‘Desktop Messaging’ option must be set to ‘YES’ in the UM Class of Service.

1. Select ‘Tools’ -> ‘Account Settings’ 2. Open the ‘ ’ Tab and Click ‘New’ 3-4. Creating an IMAP account in Outlook (1) It is necessary to add an additional account to integrate with the NS1000. From the PC, Open ‘Outlook’ NB: Screen Shots may differ depending on the version of Outlook used (2007)

3. Select the IMAP Option and click ‘Next’ 4.Select the option to Manually configure the Sever Settings and click ‘Next’ 5. Select the Internet Option and click ‘Next’ 3-4. Creating an IMAP account in Outlook (2) Configure the IMAP Account details

6. Enter the Users Mailbox Number and their address 7. Enter the Account Type (IMAP) and the Server Location (PBX_IP_Address) 8. Enter the User Name (Mailbox) and Message Client Password – Click ‘Next’ 10. Click ‘Finish’ 9. New ‘IMAP’ Account will be created 3-4. Creating an IMAP account in Outlook (3) Configure the IMAP Account details (Users Mailbox)

The new IMAP Account is created and Messages can be seen in the viewing pane Voice Messages are in.wav format and can be opened with Windows Media Player. Codec: CCITT A-law, 64kbps, 8kHz, 8bit, Mono Voice Messages are in.wav format and can be opened with Windows Media Player. Codec: CCITT A-law, 64kbps, 8kHz, 8bit, Mono Voice Messages are in.tif format and can be opened in Windows Picture/Fax Viewer Creating an IMAP account in Outlook (4) Accessing Voice / FAX Messages Once the Message has been ‘Read’, the Message Waiting Lamp on the PT will turn off.

1. Select the required IMAP Inbox 2. Select ‘File’, the ‘Work Ofline’ 3-5. Working in ‘Offline’ mode (IMAP) The NS1000 supports a Maximum of 24 Simultaneous IMAP Sessions. Additionally, when a User has an open IMAP Session (via Outlook), they will not be able to access their Mailbox via their PT. To access their Mailbox, they must first close the IMAP session, this can be done by temporally switching their IMAP Inbox to ‘Offline’ Mode. NB: If the User does try to access their Mailbox via a PT while there is an active IMAP session, they will receive the message “Sorry – This mailbox is in use.”

UNIFIED MESSAGING 2-WAY RECORDING (MANAGER CONTROL) Chapter 4

Way Recording (Manager Control) This Feature allows a Manager/Supervisor to Automatically record the conversations of selected Ext Users. The Recordings can be accessed via a recording list and played back using a PT or PC.

Installing the Required A/K’s Install the required Activation Keys UM Two Way Recording Manager Control, 1 per NS1000 (Master/Slave)

From the ‘Settings’ Menu, select ‘Users’ -> ‘Add User’ In the ‘User Information’ Tab, a First Name MUST be set. Create a Supervisor User Profile (1) To enable the Setting and Control of the 2-Way Recording Control feature, each Supervisor/Manager requires a suitable User Profile. Specify the Users name (First Name is required)

In the ‘Contact’ Tab, specify the Supervisors Ext Number. Create a Supervisor User Profile (2) Specify the Users Extension Number

In the ‘Unified Message’ Tab, specify the UM group and the desired Mailbox Number. (A Mailbox will be created automatically using this Mailbox Number) In the ‘Unified Message’ Tab, specify the UM group and the desired Mailbox Number. (A Mailbox will be created automatically using this Mailbox Number) Create a Supervisor User Profile (3) Create a Mailbox for the Supervisor

Set the Login ID and Password for the User Profile. This will allow the Supervisor to Login to their User Profile via the Web MC and make any necessary changes to their User Profile or PT Settings Set the Login ID and Password for the User Profile. This will allow the Supervisor to Login to their User Profile via the Web MC and make any necessary changes to their User Profile or PT Settings Create a Supervisor User Profile (4) Specify the Login ID and Password for the User Profile

NB: Max 32 2-Way Record Supervisors per system (Unit) 1. In the Maintenance Screen, Select ‘Utility’ -> 10. Automatic Two-Way Recording -> 1. Supervisor Setting. 2. Click ‘Add/Delete’ 3. Highlight the Supervisor Extension. 4. Click ‘OK’ Enable 2-Way Recording Control (1) Give the Supervisor Permission to Automatically 2-Way Record;

1. In the Maintenance Screen, Select ‘Utility’ -> 10. Automatic Two-Way Recording -> 2. Extension Setting. 2. Select the Supervisor who will receive the recordings. 3. Select the destination Mailbox an UM Group. 4. Select what types of call to record. Enable 2-Way Recording Control (2) Select where the recordings will be stored (Mailbox) and what types of call will be recorded (Internal, External, ICD-G Incoming Only) NB: When selecting the recording destination, a new Mailbox will be created.

5. Click ‘Add’ to view the available extension list. 6. Select the desired Extensions and Click ‘OK’ Enable 2-Way Recording Control (3) Select which Extensions will be recorded. NB: It is not possible to prevent an Extension from being recorded by COS programming. (TBC)

7. Click ‘List View’ to confirm the selected extensions, then click ‘OK’. Enable 2-Way Recording Control (4) Confirm which Extensions will be recorded. NB: The recorded extension will hear a ‘beep’ tone at the beginning of the call when recording starts.

8. In the Maintenance Screen, Select ‘Utility’ -> 10. Automatic Two-Way Recording -> 4. Maintenance. 9. Click ‘Start’ to begin the Automatic Recording Process. 10. It is possible to stop the recording process at a given date/time Enable 2-Way Recording Control (5) Start the Automatic 2-Way Recording feature

12. Click ‘OK’ 11. It is possible to stop the recording process at any Time Enable 2-Way Recording Control (6) Once the recording process is started, it is possible to stop at any time

1. Login to the Supervisor User Account 2. Select the Record List. 3. Select the UM Group where the Recording Mailboxes are situated. Managing Recordings (1) If the Supervisor logs into their User Account, they can Manage their recordings:

4. Select ‘List View’. 5. Select the desired Mailbox 6. Click ‘OK’ Managing Recordings (2) The Supervisor can view a list of the available Mailboxes and select them

8. Select the desired Recording. 9. Select PC or Phone and click the ‘Play’ icon. 7. Click ‘Search’ Managing Recordings (3) It is possible to specify which messages to playback (Via Phone) or Save to PC.

Via Phone. Via PC. Specify the Extension. When Connected, press ‘Play’ Depending on your Browser, you can select to Download or Play the audio file. Managing Recordings (4) It is possible to specify which messages to playback (Via Phone) or Save to PC.

THE END