Telephone User Interface

Telephone User Interface

Overview of the Telephone User Interface

This section describes the most commonly used AUDIX commands and shows how to execute them from the keypad of a touchtone telephone.

This section is designed to provide system administrators with a quick reference to system functionality from a user's point of view.

After reading this section, you will know:

The most commonly used telephone keypad options available

How to describe the features that subscribers access by using the keypad of a touchtone telephone

Telephone User Interface Summary

All AUDIX subscribers can use the commands listed below. Outside callers who leave a message through the Call Answer feature can also use these commands if they are familiar with the system and have a touchtone telephone.

Note: Subscribers with the Call Answer feature may want to explain the availability of options such as * T (Transfer) or 0 (Escape to Attendant) in their personal greetings to assist outside callers. However, these options must be administered on the Avaya Intuity system before callers can use them.

Table: General Commands

Command

Numeric
Keys

Alphabetic
Keys

Feature Description

Help

* 4

* H

Plays a help menu for all available options at that point.

Restart

* 7

* R

Interrupts what users are doing and returns them to the activity menu.

Wait

* 9

* W

Causes the system to pause if the user needs more time before entering the next command. The user reactivates by pressing * 4 (for help) or any valid command.

The length of time the system remains in wait mode is set by the system administrator in an increment between 0 and 999 seconds. If the waiting period elapses with no activity from the user, the system hangs up.

Transfer

* 8

* T

Allows an internally or externally generated call to transfer to another extension in the switch's dial plan by having the caller enter the number and press #. The default addressing mode for Call Transfer is extension.

To dial an AUDIX user by name, callers must first press * 2, and then type the name (last name first), and press #. If the system requests more letters, callers add them at the point where they left off.

Names or Numbers Directory

* * 6

* * N

Accesses the namesandnumbers directory of all AUDIX subscribers.

To find a subscriber's extension, the caller types the name (last name first) and presses #. The system announces the subscriber's name and extension number. If the system requests more letters, callers add them at the point where they left off. (For the letter Q, the user must press 7, and for Z, press 9.)

To find out a name for an extension, the user presses * 2 to switch from the name to the number directory, and then enters the extension and #. To exit the directory, the user presses #.

Escape

* 0 (zero)

* 0 (zero)

Uses a call coverage path to transfer out of the system to a live attendant (such as a secretary). If no attendant is previously defined, the call does not transfer.

Exit

* * 9

* * X

Causes the AUDIX system to disengage while still maintaining the telephone carrier connection. This is useful if the user is calling AUDIX using a calling card and wants to make another call without having to re-enter the calling card codes.

Table: Activity Menu Commands

Command

Numeric
Keys

Alphabetic
Keys

Feature Description

Record Messages

1

—

Starts a message addressing and recording session.

Get Messages

2

—

Retrieves messages in mailbox.

Administer Personal Greeting

3

—

Enables subscribers to record and set greetings for calls that originate either internally and externally.

Status of Outgoing Messages

4

—

Checks the status of outgoing messages, that is, when an outgoing message was sent, printed, received, etc.

User Options

5

—

Subscribers can create, change, or otherwise administer the following features by pressing the corresponding key:

1 mailing lists

2 personal directory

3 fax preferences

4 password

5 name recording

6 addressing before or after recording message

7 call answer options

8 media preference*

* Selecting a media type tells the system which message component type the subscriber prefers to hear first when retrieving messages. For example, if a subscriber prefers to hear email messages before hearing voice or fax messages, the subscriber selects the media preference option and follows the prompts. The next time that the subscriber logs in, email messages will precede the other component types in his or her mailbox, except for messages with a priority status. Priority status messages always precede other messages, regardless of priority component type or selected preferred media type.

Outcalling Options

6

—

Allows subscribers to check or change current outcalling settings.

Automatic Message Scanning

7

—

Enables subscribers to quickly review, in sequence, all messages in her or his mailbox or to print all new faxes.

Relogin

* * 7

* * R

Logs the subscriber off the current session and plays a greeting message. This allows another user to log on afterwards without redialing.

Table: Call Answer Commands

Command

Numeric
Keys

Alphabetic
Keys

Feature Description

Send Fax

* #

—

Skips the voice greeting and message recording session and allows users to send only a fax to an AUDIX mailbox.

Escape

0 (zero)

—

Transfers the caller to the called party's attendant or coverage path instead of, or after, leaving a call answer message.

Private

1

—

After approving a message, puts the message in private status. Making a message private ensures that it will not be forwarded.

Priority

2

—

After approving a message, puts the message in priority status. Making a message priority moves it ahead of other messages in the subscriber's mailbox, regardless of selected preferred media type. This feature is enabled by the system administrator on a system-wide basis, and may not be available.

Switch Languages

* 1

—

If you have administered your system for multiple-language personal greetings, this command switches the call answer greeting to an alternate language. The subscriber's personal greeting should indicate to the caller that this option is available.

Exit

* * 9

* * X

Causes the AUDIX system to disengage without cutting off the carrier connection. This is useful if someone intercepts a user's call after she or he starts to leave a message, and the user wants to ensure that the conversation is not being recorded.

Table: Commands for Listening to or Creating Messages

Command

Numeric
Keys

Alphabetic
Keys

Feature Description

End, Skip, or Approve

#

—

Serves different functions, depending on the task the user is doing, as follows:

Tells the system that the user is ending the entry of an informational string (such as a name, password, or extension number).

Skips over a message or entry.

Tells the system that the user is ending a function and wants to proceed to the next step.

Listen (to Body of Message)

0 (zero)

—

After the system plays the message header, this command plays the message. If the subscriber is currently listening to the message, pressing 0 replays the message from the beginning.

Rewind

2

—

Rewinds a message or header.

Play from Current Position

3

—

Causes the system to start playing a message from where subscriber left off. For example, if a subscriber pressed * W (system pause) in the middle of playing a message, he or she can resume playing the message by pressing 3.

If a subscriber presses 2 (Rewind) and 3 (Play) after listening to a message, he or she can again hear the header and the voiced summary of each component of the current message (for multicomponent messages).

Delete

* 3

* D

Erases a message (message header and the body of the message) or entry.

Undelete

* * 8

* * U

Restores a message (message header and the body of the message) or entry immediately after it was erased.

Step Back Incrementally within a Message

5

—

Rewinds a message component as follows:

For voice messages: 4second or 10-second increments (depending on what you administered for your system)

For email messages: one sentence

For file attachments and fax: the entire component

If subscribers have multiple components in a message, pressing 5 repeatedly steps them back through each component until they reach the start of the message.

For example, you have a system that has email and Text-to-Speech, and a subscriber receives a message containing both a voice and an email component. If the subscriber is listening to the voiced rendition of the email component, pressing 5 rewinds the message by one sentence. The voiced rendition of the email then starts playing again. If the subscriber continues to press 5, the system rewinds through both the email and the voice component until it reaches the start of the message.

Step Forward Incrementally within a Message

6

—

Skips ahead in a message component as follows:

For voice messages: 4second or 10-second increments (depending on what you administered for your system)

For email messages: one sentence

For file attachments and fax: the entire component

If subscribers have multiple components in a message, pressing 6 repeatedly forwards them through each component until they reach the end of the message.

For example, you have a system that has email and Text-to-Speech, and a subscriber receives a message containing both a voice and an email component. If the subscriber is listening to the voiced rendition of the email component, pressing 6 skips forward in the message by one sentence. The voiced rendition of the email then resumes playing. If the subscriber continues to press 6, the system forwards through the email component and through the voice component until it reaches the end of the message.

Raise Volume1

4

—

Increases the volume each time the key is pressed.

Lower Volume1

7

—

Decreases the volume each time the key is pressed.

Decrease Speed1

8

—

Decreases the speed with which the message is played each time the key is pressed.

Increase Speed1

9

—

Increases the speed with which the message is played each time the key is pressed.

1
Increase/decrease speed or volume affects message prompts and playback only, not message recording. When the maximum or minimum volume or speed is reached, pressing the key has no further effect.

Table: Mailbox Commands

Command

Numeric
Keys

Alphabetic
Keys

Feature Description

Back Up to Previous Message

* 2

* B

Backs up to the previous header and message when reviewing several messages or headers in the subscriber's incoming or outgoing mailboxes. This function is the same as pressing 2 repeatedly to back up.

Back Up to Previous Message Component

* 5

—

Backs up to the next available message component or component summary header.

For example, you have a system that has email and Text-to-Speech, and a subscriber receives a message containing both a voice and an email component. If the subscriber is listening to the voiced rendition of the email component, pressing * 5 rewinds to the beginning of the email component of the message. Pressing * 5 again rewinds to the beginning of the voice component of the message.

Advance to Next Message Component

* 6

—

Advances to the next available message component or component summary header and begins playing.

Hold

* * 4

* * H

Saves an incoming message in its current category (such as new or unopened).

Delivery Options

1 to 4

and

8 to 9

—

After addressing and approving a message, pressing:

1 marks it as private

2 marks it as priority

3 delivers it at a specific time and date

4 files a copy of it

8 makes it a broadcast (applies only to subscribers with broadcast permission)

9 makes it a login announcement (applies only to subscribers with broadcast permission)

Table: Addressing Commands

Command

Numeric
Keys

Alphabetic
Keys

Feature Description

Alternate Addressing

* 2

* A

Changes between name and extension addressing. (Instead of numbers, letters appear on the dialing keys in some systems.) To discover the default format, listen for the system to prompt you for names or extensions. (For the letter Q, the subscriber must press 7, and for Z, press 9.)

List

* 5

* L

Addresses a message to a list. After using this command, the subscriber follows voice prompts to enter the list ID and the number of the list to which she or he wants to send the message.

Table: General Commands
Command	Numeric Keys	Alphabetic Keys	Feature Description
Help	* 4	* H	Plays a help menu for all available options at that point.
Restart	* 7	* R	Interrupts what users are doing and returns them to the activity menu.
Wait	* 9	* W	Causes the system to pause if the user needs more time before entering the next command. The user reactivates by pressing * 4 (for help) or any valid command. The length of time the system remains in wait mode is set by the system administrator in an increment between 0 and 999 seconds. If the waiting period elapses with no activity from the user, the system hangs up.
Transfer	* 8	* T	Allows an internally or externally generated call to transfer to another extension in the switch's dial plan by having the caller enter the number and press #. The default addressing mode for Call Transfer is extension. To dial an AUDIX user by name, callers must first press * 2, and then type the name (last name first), and press #. If the system requests more letters, callers add them at the point where they left off.
Names or Numbers Directory	* * 6	* * N	Accesses the namesandnumbers directory of all AUDIX subscribers. To find a subscriber's extension, the caller types the name (last name first) and presses #. The system announces the subscriber's name and extension number. If the system requests more letters, callers add them at the point where they left off. (For the letter Q, the user must press 7, and for Z, press 9.) To find out a name for an extension, the user presses * 2 to switch from the name to the number directory, and then enters the extension and #. To exit the directory, the user presses #.
Escape	* 0 (zero)	* 0 (zero)	Uses a call coverage path to transfer out of the system to a live attendant (such as a secretary). If no attendant is previously defined, the call does not transfer.
Exit	* * 9	* * X	Causes the AUDIX system to disengage while still maintaining the telephone carrier connection. This is useful if the user is calling AUDIX using a calling card and wants to make another call without having to re-enter the calling card codes.

Table: Activity Menu Commands
Command	Numeric Keys	Alphabetic Keys	Feature Description
Record Messages	1	—	Starts a message addressing and recording session.
Get Messages	2	—	Retrieves messages in mailbox.
Administer Personal Greeting	3	—	Enables subscribers to record and set greetings for calls that originate either internally and externally.
Status of Outgoing Messages	4	—	Checks the status of outgoing messages, that is, when an outgoing message was sent, printed, received, etc.
User Options	5	—	Subscribers can create, change, or otherwise administer the following features by pressing the corresponding key: 1 mailing lists 2 personal directory 3 fax preferences 4 password 5 name recording 6 addressing before or after recording message 7 call answer options 8 media preference* * Selecting a media type tells the system which message component type the subscriber prefers to hear first when retrieving messages. For example, if a subscriber prefers to hear email messages before hearing voice or fax messages, the subscriber selects the media preference option and follows the prompts. The next time that the subscriber logs in, email messages will precede the other component types in his or her mailbox, except for messages with a priority status. Priority status messages always precede other messages, regardless of priority component type or selected preferred media type.
Outcalling Options	6	—	Allows subscribers to check or change current outcalling settings.
Automatic Message Scanning	7	—	Enables subscribers to quickly review, in sequence, all messages in her or his mailbox or to print all new faxes.
Relogin	* * 7	* * R	Logs the subscriber off the current session and plays a greeting message. This allows another user to log on afterwards without redialing.

Table: Call Answer Commands
Command	Numeric Keys	Alphabetic Keys	Feature Description
Send Fax	* #	—	Skips the voice greeting and message recording session and allows users to send only a fax to an AUDIX mailbox.
Escape	0 (zero)	—	Transfers the caller to the called party's attendant or coverage path instead of, or after, leaving a call answer message.
Private	1	—	After approving a message, puts the message in private status. Making a message private ensures that it will not be forwarded.
Priority	2	—	After approving a message, puts the message in priority status. Making a message priority moves it ahead of other messages in the subscriber's mailbox, regardless of selected preferred media type. This feature is enabled by the system administrator on a system-wide basis, and may not be available.
Switch Languages	* 1	—	If you have administered your system for multiple-language personal greetings, this command switches the call answer greeting to an alternate language. The subscriber's personal greeting should indicate to the caller that this option is available.
Exit	* * 9	* * X	Causes the AUDIX system to disengage without cutting off the carrier connection. This is useful if someone intercepts a user's call after she or he starts to leave a message, and the user wants to ensure that the conversation is not being recorded.

Table: Commands for Listening to or Creating Messages
Command	Numeric Keys	Alphabetic Keys	Feature Description
End, Skip, or Approve	#	—	Serves different functions, depending on the task the user is doing, as follows: Tells the system that the user is ending the entry of an informational string (such as a name, password, or extension number). Skips over a message or entry. Tells the system that the user is ending a function and wants to proceed to the next step.
Listen (to Body of Message)	0 (zero)	—	After the system plays the message header, this command plays the message. If the subscriber is currently listening to the message, pressing 0 replays the message from the beginning.
Rewind	2	—	Rewinds a message or header.
Play from Current Position	3	—	Causes the system to start playing a message from where subscriber left off. For example, if a subscriber pressed * W (system pause) in the middle of playing a message, he or she can resume playing the message by pressing 3. If a subscriber presses 2 (Rewind) and 3 (Play) after listening to a message, he or she can again hear the header and the voiced summary of each component of the current message (for multicomponent messages).
Delete	* 3	* D	Erases a message (message header and the body of the message) or entry.
Undelete	* * 8	* * U	Restores a message (message header and the body of the message) or entry immediately after it was erased.
Step Back Incrementally within a Message	5	—	Rewinds a message component as follows: For voice messages: 4second or 10-second increments (depending on what you administered for your system) For email messages: one sentence For file attachments and fax: the entire component If subscribers have multiple components in a message, pressing 5 repeatedly steps them back through each component until they reach the start of the message. For example, you have a system that has email and Text-to-Speech, and a subscriber receives a message containing both a voice and an email component. If the subscriber is listening to the voiced rendition of the email component, pressing 5 rewinds the message by one sentence. The voiced rendition of the email then starts playing again. If the subscriber continues to press 5, the system rewinds through both the email and the voice component until it reaches the start of the message.
Step Forward Incrementally within a Message	6	—	Skips ahead in a message component as follows: For voice messages: 4second or 10-second increments (depending on what you administered for your system) For email messages: one sentence For file attachments and fax: the entire component If subscribers have multiple components in a message, pressing 6 repeatedly forwards them through each component until they reach the end of the message. For example, you have a system that has email and Text-to-Speech, and a subscriber receives a message containing both a voice and an email component. If the subscriber is listening to the voiced rendition of the email component, pressing 6 skips forward in the message by one sentence. The voiced rendition of the email then resumes playing. If the subscriber continues to press 6, the system forwards through the email component and through the voice component until it reaches the end of the message.
Raise Volume1	4	—	Increases the volume each time the key is pressed.
Lower Volume1	7	—	Decreases the volume each time the key is pressed.
Decrease Speed1	8	—	Decreases the speed with which the message is played each time the key is pressed.
Increase Speed1	9	—	Increases the speed with which the message is played each time the key is pressed.

Table: Mailbox Commands
Command	Numeric Keys	Alphabetic Keys	Feature Description
Back Up to Previous Message	* 2	* B	Backs up to the previous header and message when reviewing several messages or headers in the subscriber's incoming or outgoing mailboxes. This function is the same as pressing 2 repeatedly to back up.
Back Up to Previous Message Component	* 5	—	Backs up to the next available message component or component summary header. For example, you have a system that has email and Text-to-Speech, and a subscriber receives a message containing both a voice and an email component. If the subscriber is listening to the voiced rendition of the email component, pressing * 5 rewinds to the beginning of the email component of the message. Pressing * 5 again rewinds to the beginning of the voice component of the message.
Advance to Next Message Component	* 6	—	Advances to the next available message component or component summary header and begins playing.
Hold	* * 4	* * H	Saves an incoming message in its current category (such as new or unopened).
Delivery Options	1 to 4 and 8 to 9	—	After addressing and approving a message, pressing: 1 marks it as private 2 marks it as priority 3 delivers it at a specific time and date 4 files a copy of it 8 makes it a broadcast (applies only to subscribers with broadcast permission) 9 makes it a login announcement (applies only to subscribers with broadcast permission)

Table: Addressing Commands
Command	Numeric Keys	Alphabetic Keys	Feature Description
Alternate Addressing	* 2	* A	Changes between name and extension addressing. (Instead of numbers, letters appear on the dialing keys in some systems.) To discover the default format, listen for the system to prompt you for names or extensions. (For the letter Q, the subscriber must press 7, and for Z, press 9.)
List	* 5	* L	Addresses a message to a list. After using this command, the subscriber follows voice prompts to enter the list ID and the number of the list to which she or he wants to send the message.

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