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DEFINITY® AUDIX® System
Administration

585-300-507
Comcode 108356114
Issue 7
May 1999

Copyright  1999, Lucent Technologies
All Rights Reserved, Printed in U.S.A.
Notice
Every effort was made to ensure that the information in this book was
complete and accurate at the time of printing. However, information is
subject to change.
Your Responsibility for Your System’s Security
Toll fraud is the unauthorized use of your telecommunications system
by an unauthorized party, for example, persons other than your company’s employees, agents, subcontractors, or persons working on your
company’s behalf. Note that there may be a risk of toll fraud associated
with your telecommunications system and, if toll fraud occurs, it can
result in substantial additional charges for your telecommunications
services.
You and your system manager are responsible for the security of your
system, such as programming and configuring your equipment to prevent unauthorized use. The system manager is also responsible for
reading all installation, instruction, and system administration documents provided with this product in order to fully understand the features that can introduce risk of toll fraud and the steps that can be taken
to reduce that risk. Lucent Technologies does not warrant that this
product is immune from or will prevent unauthorized use of common-carrier telecommunication services or facilities accessed through
or connected to it. Lucent Technologies will not be responsible for any
charges that result from such unauthorized use.
Lucent Technologies Fraud Intervention
If you suspect you are being victimized by toll fraud and you need
technical support or assistance, call the appropriate BCS National Customer Care Center telephone number. Users of the MERLIN®, PARTNER®, and System 25 products should call 1 800 628 2888. Users of
the System 75, System 85, DEFINITY® Generic 1, 2 and 3, and
DEFINITY® ECS products should call 1 800 643 2353. Customers
outside the continental United States should contact their local Lucent
representative, or call one of the above numbers in the following manner:
• Dial the International Access Code; for example, 011.
• Dial the country code for the U.S., that is, 01.
• Lastly, dial either of the telephone numbers provided above.
Lucent Technologies Web Page
The world wide web home page for Lucent Technologies is:
http://www.lucent.com
Federal Communications Commission Statement
Part 15: Class A Statement. This equipment has been tested and
found to comply with the limits for a Class A digital device, pursuant
to Part 15 of the FCC Rules. These limits are designed to provide reasonable protection against harmful interference when the equipment is
operated in a commercial environment. This equipment generates,
uses, and can radiate radio-frequency energy and, if not installed and
used in accordance with the instructions, may cause harmful interference to radio communications. Operation of this equipment in a residential area is likely to cause harmful interference, in which case the
user will be required to correct the interference at his own expense.

Industry Canada (IC) Interference Information
This digital apparatus does not exceed the Class A limits for radio
noise emissions set out in the radio interference regulations of Industry
Canada.
Le Présent Appareil Nomérique n’émet pas de bruits radioélectriques
dépassant les limites applicables aux appareils numériques de la class
A préscrites dans le reglement sur le brouillage radioélectrique édicté
par le Industrie Canada.
Trademarks
See the preface of this document.
Ordering Information
Call:
Lucent Technologies BCS Publications Center
Voice 1 800 457-1235 International Voice 317 322-6791
Fax 1 800 457-1764
International Fax 317 322-6699
Write:
Lucent Technologies BCS Publications Center
2855 N. Franklin Road
Indianapolis, IN 46219
Order:
Document No. 585-300-507
Comcode 108356114
Issue 7, May 1999
For additional documents, refer to the section in “About This Document” entitled “Related Resources.”
You can be placed on a standing order list for this and other documents
you may need. For more information on standing orders, or to be put on
a list to receive future issues of this document, contact the Lucent Technologies Publications Center.
Obtaining Products
To learn more about Lucent Technologies products and to order products, contact Lucent Direct, the direct-market organization of Lucent
Technologies Business Communications Systems. Access their web
site at www.lucentdirect.com. Or call the following numbers: customers 1 800 451 2100, account executives 1 888 778 1880 (voice) or 1
888 778 1881 (fax).
Warranty
Lucent Technologies provides a limited warranty on this product. Refer
to the “Limited Use Software License Agreement” card provided with
your package.
European Union Declaration of Conformity
The “CE” mark affixed to the equipment means that it conforms to the
following directives. Lucent Technologies Business Communications
Systems declares that DEFINITY AUDIX System equipment specified
in this document conforms to the referenced European Union (EU)
Directives and Harmonized Standards listed below:
EMC Directive
89/336/EEC
Low-Voltage Directive73/23/EEC
Acknowledgment
This document was prepared by OMD Technical Publications, Lucent
Technologies, Denver, CO. and Columbus, OH.

DEFINITY AUDIX System Administration 585-300-507

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May 1999

Contents

iii

Contents
Contents

iii

About This Document

xi

■

Intended Audiences

xi

■

Prerequisite Skills or Knowledge

xi

■

How This Document Is Organized

xii

■

How to Use This Document

xiii

■

Conventions Used in This Document

xiii

■

Related Resources

xiv

■

Customer Care Center Information

xv

■

1

2

Who Should Call the Customer Care Center

xv

What to Do Before You Call

xv

What Does the Center Cost

xvi

How to Make Comments About This Document

xvi

Introduction

1-1

■

Overview

1-1

■

Administrative Interface

1-2

■

Types of Administration

1-3

■

Administrative Phases

1-4

■

System Management Tools

1-5

■

DEFINITY AUDIX Administrator Responsibilities

1-6

Preparing for DEFINITY AUDIX
System Operation

2-1

■

Overview

2-1

■

Initial Administration Prerequisites

2-2

■

Switch Administration

2-2

Using the Administration Terminal
and Administrative Forms

2-3

Passwords

2-4

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iv
■

Customer Initial Administration Tasks

2-4

Task 1: Logging into the DEFINITY AUDIX System 2-4
Task 2: Changing Your Passwords

2-5

Task 3: Customizing System Announcements

2-6

Task 4: Customizing Automated Attendants

2-6

Task 5: Distributing Documentation to Subscribers 2-7
■

3

What to Do After Initial Administration

Feature Administration

2-8
3-1

■

Overview

3-1

■

AMIS Analog Networking

3-2

■

Alarm Origination

3-3

■

Announcements and Announcement Sets

3-3

■

ADAP

3-3

■

Automated Attendant

3-4

■

Broadcast Messages

3-5

Setting Up the Broadcast Mailbox

3-6

Login ID and Password

3-6

Message Storage and Deletion

3-6

Administration

3-7

■

Bulletin Board

3-9

■

Call Answer

3-9

■

Call Screening

3-10

■

Changing the DEFINITY AUDIX Extension Length

3-11

■

Class of Service

3-13

■

Digital Networking

3-14

■

End of Message Warning

3-14

■

Enhanced Disconnect Detection

3-15

■

Escape to Attendant

3-16

■

Exit AUDIX

3-16

■

Guest Password

3-16

■

Lucent INTUITY Message Manager

3-17

■

Leave Word Calling (LWC)

3-17

■

Login Announcement

3-17

■

Mailing List

3-20

■

Message Delivery

3-20

DEFINITY AUDIX System Administration 585-300-507

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4

5

■

Message Sending Restrictions

3-21

■

Multilingual

3-21

■

Multiple Personal Greetings

3-23

■

Name Record by Subscriber

3-25

■

Online Help

3-25

■

Outcalling

3-26

■

Priority Messages

3-27

■

Priority Outcalling

3-27

■

Security Password

3-28

■

System Clock

3-28

■

TDD

3-28

■

TTY Automated Attendant

3-30

■

Traffic Reports

3-32

■

Transfer into AUDIX

3-32

■

Transfer Out of AUDIX

3-32

Call Transfer Dialplan

3-33

Basic Call Transfer

3-34

Enhanced Call Transfer

3-34

■

Voice Mail

3-35

■

Voice Mailbox

3-36

Ongoing Preventive Maintenance

4-1

■

Overview

4-1

■

Your Responsibility as an Administrator

4-2

■

Daily Preventive Maintenance Tasks

4-2

■

Weekly Preventive Maintenance Tasks

4-3

■

Monthly Preventive Maintenance Tasks

4-4

Ongoing Subscriber Administration

5-1

■

Overview

5-1

■

Adding New Subscribers

5-2

■

Creating and Changing Subscriber Name Recordings 5-4

■

Removing Subscribers

5-5

■

Reassigning Subscriber Default Passwords

5-6

■

Unlocking Locked Subscriber Logins

5-6

■

Changing a Subscriber’s Name or Extension

5-7

■

Listing Subscribers by Name or Extension

5-7

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6

■

Evaluating Subscriber Classes of Service

5-8

■

Changing the DEFINITY AUDIX Extension Length

5-10

■

Subscriber Features

5-11

Automatic Message Scan

5-11

Delivery Scheduling

5-11

Dial-By-Name

5-11

Directory

5-11

Full Mailbox Answer Mode

5-12

Personal Directory

5-12

Playback and Recording Control

5-12

Private Messages

5-12

Security Password

5-13

Untouched Message

5-13

■

Responding to Subscriber Issues

5-13

■

Remote Subscriber Administration

5-14

Ongoing Data Administration

6-1

■

Overview

6-1

■

How DEFINITY AUDIX Data Are Organized

6-1

■

Volumes

6-2

Filesystems

6-3

Filesystem Interactions

6-4

Maintaining Filesystem Sizes

6-4

Checking for Threshold Exceptions

6-5

■

Backing Up Filesystems and Subdirectories

6-6

■

Adding an Additional
Announcement Set

6-8

■

Replacing an MO disk

6-8

■

Replacing a Removable Tape

6-8

■

Cleaning a Tape

6-8

■

Recovering Backed-up
Filesystem Information

6-9

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■

7

8

9

Customizing Announcements

6-9

What Are Fragments and Announcements

6-9

System and Administrative Announcement Sets

6-12

DEFINITY AUDIX Announcement Sets

6-12

Custom Announcement Sets

6-12

Creating a New Announcement Set

6-13

Variables in Announcements

6-18

Changing the Default Call Answer Greeting

6-20

Changing the Default Voice Mail Greeting

6-21

Alarms, Logs, and Audits

7-1

■

Overview

7-1

■

Error and Alarm Handling

7-1

■

Error and Alarm Logs

7-2

■

Administration Log

7-3

■

Activity Log

7-3

■

Demand and Periodic Audits

7-6

Traffic Reports

8-1

■

Overview

8-1

■

Traffic Report Summary

8-2

■

AUDIX Administration and Data Acquisition Package

8-5

■

Activating Traffic Collection

8-5

■

Data Retention Requirements

8-6

■

Using DEFINITY AUDIX Traffic Reports

8-7

■

Interpreting the Community Reports

8-7

■

Interpreting the Feature Reports

8-8

■

Interpreting the Load Reports

8-12

■

Interpreting the Special Features Reports

8-14

■

Interpreting the Subscriber Reports

8-15

Automated Attendant

9-1

■

Overview

9-1

■

Multilingual Automated Attendants

9-3

■

How Automated Attendants Work

9-5

■

Prerequisite Conditions

9-6

■

Using Rotary Phones with an Automated Attendant

9-6

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■

■

Setting Up an Automated Attendant
Step 1: Defining the Attendant

9-7

Step 2: Administering the Attendant Menu

9-8

Step 3: Recording the Attendant Menu

9-10

Step 4: Listing Automated Attendants

9-11

Setting Up a Call Routing Table

9-12

Overview

9-12

Setting up a Business Schedule

9-12

Setting up a Holiday Schedule

9-14

Filling in the Routing Table

9-15

■

Testing Your Menu Tree

9-16

■

Automated Attendant Examples

9-17

Setting Up a Main Attendant

9-17

Setting Up Nested Attendants

9-19

Setting Up Shared Extensions

9-20

Setting Up Non-Resident Subscriber Extensions

9-21

Setting Up Bulletin Board Directories

9-23

Using Multiple Greetings for Automated
Attendants

9-24

10 Ongoing System Security
■

11

9-7

Minimizing Toll Fraud

Lucent INTUITY Message Manager and LAN
Considerations

10-1
10-4
11-1

Lucent INTUITY Message Manager Client Software

11-2

■

Number of Subscribers and IMM Sessions

11-2

■

Administering the DEFINITY AUDIX
System as a LAN Server

11-3

■

■

Activating the IMM Feature

11-3

Completing the System-Parameters
IMAPI-Options Screen

11-3

Enabling Subscribers to Use IMM

11-6

Referencing the DEFINITY AUDIX System by Name

11-8

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■

Handling Problems with Service

11-8

Verifying the Server Communicates with the LAN

11-9

Verifying IMM Client Administration

11-9

Testing the LAN Connection

11-9

Resetting the DEFINITY AUDIX Server

11-9

■

Rebooting the Client PC

11-10

■

Rebooting the DEFINITY AUDIX Server

11-10

■

Verifying Server Communications
with Another LAN Address

11-10

■

Handling LAN Problems

11-11

■

Handling Problems with the IMM Client

11-11

■

Monitoring Traffic and Regulating Performance

11-11

Balancing Server Login Sessions with Voice Ports 11-11
Employing Other Performance Controls

A

Communicating with Subscribers

11-12
A-1

■

Subscriber Change-Request Form

A-1

■

Subscriber Survey

A-3

■

Welcome to the DEFINITY AUDIX System

A-7

■

Template Letter for the Multilingual Feature

A-10

■

Template Letter for AMIS Analog Networking

A-11

ABB Abbreviations

ABB-1

GL Glossary

GL-1

IN

IN-1

Index

DEFINITY AUDIX System Administration 585-300-507

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x

DEFINITY AUDIX System Administration 585-300-507

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About This Document
Intended Audiences

xi

About This Document

This document describes how to administer the Lucent DEFINITY® AUDIX®
System. Since the DEFINITY AUDIX System provides one of two types of switch
integration methods — either the display set (DS) type or the control link (CL)
type — this document also discusses the differences in the features between the
two modes as well as the differences in administration procedures. It covers
ongoing administration strategies considering both DS and CL integration and
also provides background and conceptual information, special considerations,
and ramifications of administrative functions for each integration type.
This document is designed to allow the DEFINITY AUDIX system administrator to
quickly find information about performing specific administrative tasks. Its focus
is on how, when, and why to perform these tasks. Use this document with its
companion reference, DEFINITY AUDIX System R3.2 — Screens Reference,
585-300-211 or DEFINITY AUDIX System Release 4.0 Screens Reference,
585-300-213, which contains detailed information about each administration
screen that is used to perform DEFINITY AUDIX system administration.

Intended Audiences
This document is intended for the person(s) who administers the DEFINITY
AUDIX system.

Prerequisite Skills or Knowledge
This document does not assume prerequisite skills or knowledge. However,
training for DEFINITY AUDIX system administration is available and is strongly
recommended.

DEFINITY AUDIX System Administration 585-300-507

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About This Document
How This Document Is Organized

xii

How This Document Is Organized
■

Chapter 1, ‘‘Introduction’’, provides an overview of the DEFINITY AUDIX
system administration process and outlines the responsibilities of the
DEFINITY AUDIX system administrator.

■

Chapter 2, ‘‘Preparing for DEFINITY AUDIX System Operation’’, describes
initial administration prerequisites and your initial administration tasks.
Special considerations for DS and CL integration are addressed.

■

Chapter 3, ‘‘Feature Administration’’, describes procedures for activating
and using DEFINITY AUDIX features, including outcalling, bulletin board,
broadcast messages, sending restrictions, and priority messaging. It also
describes which features are available for each type of switch integration.

■

Chapter 4, ‘‘Ongoing Preventive Maintenance’’, describes the
responsibilities of the DEFINITY AUDIX system administrator and lists
preventive maintenance procedures that should be performed on a daily,
weekly, or monthly basis.

■

Chapter 5, ‘‘Ongoing Subscriber Administration’’, describes how to add,
change, and remove subscribers.

■

Chapter 6, ‘‘Ongoing Data Administration’’, describes how DEFINITY
AUDIX data are organized, how to backup filesystems, and how to
customize the default call answer and voice mail greetings.

■

Chapter 7, ‘‘Alarms, Logs, and Audits’’, describes how alarm and error
logs are generated by DEFINITY AUDIX background tests and also
describes the various audits that are performed automatically or manually
to update filesystems and correct problems in the system.

■

Chapter 8, ‘‘Traffic Reports’’, describes DEFINITY AUDIX traffic reports,
how to interpret them, and how to make appropriate corrections. It also
compares traffic and performance (per port) for DS and CL integration.

■

Chapter 9, ‘‘Automated Attendant’’, describes how to set up and maintain
DEFINITY AUDIX automated attendants.

■

Chapter 10, ‘‘Ongoing System Security’’, provides suggestions for both
modes of switch integration about making your DEFINITY AUDIX system
secure and minimizing toll fraud.

■

Chapter 11, ‘‘Lucent Intuity Message Manager and LAN Considerations’’,
provides information for handling DEFINITY AUDIX system administration
and other issues associated with the Lucent INTUITY Message Manager.

■

Appendix A, ‘‘Communicating with Subscribers’’, contains sample
change-request, user information, and user feedback survey forms to
customize and distribute to subscribers.

A Glossary, Abbreviations, and Index also are included in this document.

DEFINITY AUDIX System Administration 585-300-507

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About This Document
How to Use This Document

xiii

How to Use This Document
This document describes administrative strategies and procedures for the
DEFINITY AUDIX System. Use this document in conjunction with DEFINITY
AUDIX System R3.2 — Screens Reference, 585-300-211 or DEFINITY AUDIX
System Release 4.0 Screens Reference, 585-300-213. The screens reference
documents contain specific instructions for using each screen.

Conventions Used in This Document
The following typographic conventions are used in this document:
■

Information that appears on your terminal screen — including displays,
field names, prompts, and error messages — is shown in constant-width
type. Information that you are to type just as it appears in the document is
shown in constant-width bold type. Here is an example:
At the when? prompt, type no
If the system is not yet ready to receive your input, you receive the
following error message:
#1: System is not ready; try again in five minutes.

■

Terminal keys that you are to press are shown in boxes. For example, an
instruction to press the return, carriage return, or equivalent key might
appear in this document as:
Press

■

.

Two or three keys that you are to press at the same time (that is, you are to
hold down the first key while pressing the second key and, if appropriate,
the third key as well) are enclosed together, separated by hyphens, in a
curved-edge box. For example, an instruction to press and hold ALT while
typing the letter “d” appears in this document as:
Press

■

RETURN

ALT

D

.

Variables for which you or the system substitute a word specific to your
own application are shown in italic type. For example, an error message
that appears on the screen with the name of your own specific filename
might appear generically in this document as:
Your file filename is formatted incorrectly.

DEFINITY AUDIX System Administration 585-300-507

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About This Document
Related Resources

xiv

Related Resources
The DEFINITY AUDIX System Screens Reference is the companion document for
this book. It contains a description of all DEFINITY AUDIX screens and an
explanation of each field on each screen. Refer to the DEFINITY AUDIX System
Screens Reference that is appropriate for your version of the DEFINITY AUDIX
system:
■

DEFINITY AUDIX System Release 3.2 Screens Reference, 585-300-211

■

DEFINITY AUDIX System Release 4.0 Screens Reference, 585-300-213

For a list of all documents related to the DEFINITY AUDIX System see the Lucent
Technologies Product Publications Catalog website at
www.lucent.com/enterprise/documentation.

DEFINITY AUDIX System Administration 585-300-507
About This Document
Customer Care Center Information

Issue 7
May 1999
xv

Customer Care Center Information
The Lucent National Customer Care Center is a centralized telephone information
service that provides a fast and convenient way for DEFINITY AUDIX
administrators and technicians to report problems and get information about
DEFINITY AUDIX capabilities and administration procedures.
Calls to the customer care center are handled by Lucent personnel using an
automated tracking system. You only need to identify yourself, the name of your
company, and the IL or main listed number of your DEFINITY AUDIX system to
the support representative who answers your call. (Of course, if your company
has multiple locations of DEFINITY AUDIX systems, you may need to provide
more identifying details to the support representative, such as your location or
the name of your system.)
Once you have established your identity, your pertinent information (name,
location, configuration, maintenance contract information, recent system trouble
history) is displayed on the support representative’s screen. The support
representative can then answer your questions or help you isolate and solve your
problem either by talking you through a particular troubleshooting procedure or
by remotely accessing your system and performing the troubleshooting
procedure.

National Customer Care Center
1-800-242-2121
(800 numbers are valid in the U. S. only.)
Non-U.S. customers contact your Remote Service Center or Center of Excellence
for assistance.

Who Should Call the Customer Care Center
The customer care center is intended to provide support for DEFINITY AUDIX
administrators and technicians. DEFINITY AUDIX subscribers should not call the
center directly. Instead, subscribers should direct their questions or problems to
their DEFINITY AUDIX administrator, who can solve most routine subscriber
issues or call the center for assistance.

What to Do Before You Call
Gather all relevant facts prior to calling the customer care center. Alarm reporting
should include the resource type, location, and fault code found on the Display
Alarms screen. You should also display the Activity Log when reporting a
subscriber’s problem with his/her mailbox.

DEFINITY AUDIX System Administration 585-300-507
About This Document
How to Make Comments About This Document

Issue 7
May 1999
xvi

What Does the Center Cost
Basic service is provided at no extra cost to customers who have warranty or
maintenance contracts. The customer care center is available to other DEFINITY
AUDIX users on a fee-per-call basis.

How to Make Comments About This
Document
We are interested in your suggestions for improving this document. Please send
your comments and suggestions to:
Lucent Technologies
OMD Technical Publications
Room 22-2X57
11900 North Pecos Street
Denver, Colorado 80234
Send email comments to:
octeltechpubs@lucent.com

DEFINITY AUDIX System Administration 585-300-507

1

Issue 7
May 1999

Introduction
Overview

1-1

Introduction

1

This chapter provides an overview of the DEFINITY AUDIX system administration
process and outlines the responsibilities of the DEFINITY AUDIX system
administrator.

Overview
The DEFINITY AUDIX system is a voice mail system — a computerized method
of using a touch-tone telephone to send and receive verbal messages (voice
mail). The DEFINITY AUDIX system allows subscribers (individuals who have
DEFINITY AUDIX service) to use keypad commands on a touch-tone telephone
to create, edit, send, receive, save, and delete voice mail messages. The
DEFINITY AUDIX system also can answer calls for subscribers and record verbal
messages from callers. Lucent INTUITY Message Manager (IMM) offers a visual
interface for the DEFINITY AUDIX system at a personal computer that has IMM
client software and local area network access to the DEFINITY AUDIX server.
DEFINITY AUDIX system administration is the ongoing process of making the
DEFINITY AUDIX system work to the satisfaction of each subscriber. The
administrator is responsible for making the system work efficiently from both the
system side and the user side. This requires both technical and interpersonal
skills and is an ongoing responsibility that can take many forms, including the
following:
■

Setting up subscribers and customizing their service options

■

Recording voice fragments, including subscriber names and customized
system announcements

■

Coordinating switch and DEFINITY AUDIX system administration when
new features are activated

DEFINITY AUDIX System Administration 585-300-507

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Issue 7
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Introduction
Administrative Interface
■

Analyzing audits and traffic reports and taking corrective action when
appropriate

■

Establishing and maintaining communication with the subscriber
community, responding to problems, and correcting misconceptions

■

Troubleshooting and correcting problems as they occur

1-2

As the administrator, you must also be acquainted with the two possible types of
switch integration used by your DEFINITY AUDIX System.
Display Set (DS) integration provides voice mail integration with the switch through use of
display and other messages sent from the switch to the port board.
The control link (CL) mode connects to the switch using the BX.25 control link.
Some of the features and capabilities available to you will vary slightly depending
on which mode of integration is used by your company. Differences between the
two modes will be discussed as relevant throughout this document.

Administrative Interface
The DEFINITY AUDIX system administrative interface is made up of a series of
interactive screens you display on your system administration terminal. Each
screen consists of fields that display information or require information to be
entered.
■

Various administrative screens are used to add, change, remove, or
display information relating to the DEFINITY AUDIX system and its
subscribers. Each administrative and maintenance screen is described in
the DEFINITY AUDIX System Screens Reference. In these documents,
Chapter 1 contains complete instructions for using the administration
terminal to access the DEFINITY AUDIX system screens; Chapter 2
provides tables to help you locate the screens easily.

DEFINITY AUDIX System Administration 585-300-507

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Introduction
Types of Administration

Issue 7
May 1999
1-3

Types of Administration
The DEFINITY AUDIX system administration process includes four distinct types
of administration:
■

Switch administration — Establishes communications between the
DEFINITY AUDIX system and the switch and specifies Call Answer (CA)
coverage paths and Leave Word Calling (LWC) translations for individual
subscribers. As the DEFINITY AUDIX system administrator, it is your
responsibility to ensure that all required switch administration is
completed at the appropriate time before DEFINITY AUDIX initial
administration and on an ongoing basis as new subscribers are added to
your DEFINITY AUDIX system. Switch administration requirements and
ramifications are described in Chapter 2, ‘‘Preparing for DEFINITY AUDIX
System Operation’’.

■

System administration — Includes tasks you perform to establish system
parameters and activate or deactivate DEFINITY AUDIX features. Some
tasks are performed during initial administration by Lucent technical
personnel, and some are performed by you as required as part of your
DEFINITY AUDIX system administration. DEFINITY AUDIX system
administration requirements and ramifications are described in Chapter 2,
‘‘Preparing for DEFINITY AUDIX System Operation’’, and Chapter 3,
‘‘Feature Administration’’.

■

Subscriber administration — Includes tasks you perform to add new
subscribers to your DEFINITY AUDIX system and to change or remove
existing subscribers as their DEFINITY AUDIX system requirements
change. These tasks are performed during initial administration by Lucent
technical personnel and later by you as required as part of your DEFINITY
AUDIX system administration. Subscriber administration requirements and
ramifications are described in Chapter 3, ‘‘Feature Administration’’, and
Chapter 5, ‘‘Ongoing Subscriber Administration’’.

■

Data administration — Includes monitoring filesystem space, backing up
data, recovering backed-up data, and creating customized system voice
announcements. These tasks are performed as required as part of your
DEFINITY AUDIX system administration. Data administration and
ramifications are described in Chapter 6, ‘‘Ongoing Data Administration’’.

All types of administration except switch administration are performed using the
DEFINITY AUDIX system administrative screens.

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Introduction
Administrative Phases

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May 1999
1-4

Administrative Phases
DEFINITY AUDIX system administration occurs in three sequential phases that
are addressed in this document:
■

Planning administration — Includes checking prerequisite switch
administration and organizing information for input during initial
administration. It is important for you to be involved in the system
configuration process to learn as much as possible about system features
and equipment and about how the DEFINITY AUDIX system interconnects
with the switch. Refer to Planning for the DEFINITY AUDIX System,
585-300-904, or Planning for the DEFINITY AUDIX System Release 4.0,
585-300-602 for a description of this phase of DEFINITY AUDIX
administration.

■

Initial administration — Includes initial system, data, and subscriber
administration that must be completed before the DEFINITY AUDIX
system can be used by the general user population. Much of this phase is
described in DEFINITY AUDIX System — Installation and Upgrade,
585-300-111, or Installation and Switch Administration for the DEFINITY
AUDIX System Release 4.0, 585-300-122. It is generally performed by
Lucent technical personnel. It is during this phase that Lucent sets up the
switch integration method selected by your company.

■

Ongoing administration — Includes all administrative activities that are
performed during normal DEFINITY AUDIX system operation after initial
administration, including:
— Subscriber administration
— Feature administration
— Preventive maintenance
— Data administration
— Monitoring alarms, logs, and audits
— Traffic reports
— Setting up automated attendants
— System security
This ongoing phase of DEFINITY AUDIX system administration is
described in this document.
Each phase in the administration process may include one or more of the
administration types (switch, system, subscriber, data) that were
introduced in the previous section.

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Introduction
System Management Tools

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May 1999
1-5

System Management Tools
DEFINITY AUDIX system management involves evaluating information about
your system’s performance and taking appropriate actions. This task is part of
your ongoing administrative responsibilities. System management information is
generated from the following sources:
■

Alarms, logs, and audits — DEFINITY AUDIX system diagnostic programs
recognize and/or resolve problems that may occur within system files. The
Activity Log is a unique type of log that does not generate error or alarm
notifications but tracks and displays a history of activities involving
subscriber mailboxes. Other diagnostic programs that monitor the system
while running in the background find errors as they occur and run internal
tests or audits that attempt to correct problems. If problems cannot be
corrected internally, they are logged as faults that generate alarms.
System audits run automatically each night or as administered using the
DEFINITY AUDIX system administration screens. Audits also are run
automatically when faults are logged by software during normal DEFINITY
AUDIX system operation. These processes are described in Chapter 7,
‘‘Alarms, Logs, and Audits’’.

■

Traffic reports — DEFINITY AUDIX report-generating programs collect
data about your system’s activities during specified hours, days, or
months. These reports are used to evaluate actual system use compared
to projected use and are helpful in predicting your future equipment
requirements. Traffic reports are described in Chapter 8, ‘‘Traffic Reports’’.

■

AUDIX Administration and Data Acquisition Package (ADAP) — Collects
and transfers DEFINITY AUDIX screens data (such as subscriber, traffic,
and billing information) to a PC from the DEFINITY AUDIX system
administration terminal port. The data is transferred to a PC database and
stored in a format compatible with dBASE III PLUS™. Once this data is
collected and downloaded to a PC, it can be presented in standard
reports generated by ADAP, or programs can be written to present this
data in formats that fit your specific needs. This software package is
described in AUDIX Administration and Data Acquisition Package,
585-302-502.

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May 1999

Introduction
DEFINITY AUDIX Administrator Responsibilities

1-6

DEFINITY AUDIX Administrator
Responsibilities
Your responsibilities as a DEFINITY AUDIX system administrator include the
following tasks:
■

Performing the initial system administration tasks such as changing
the system password, customizing system announcements
(optional), setting up the automated attendants, and distributing
documentation to subscribers. This administration is described in
Chapter 2, ‘‘Preparing for DEFINITY AUDIX System Operation’’.

■

Determining which DEFINITY AUDIX features to make available to
subscribers and performing system and subscriber administration
that activates, deactivates, modifies, or monitors these features.
This administration is described in Chapter 3, ‘‘Feature
Administration’’.

■

Performing ongoing daily, weekly, and monthly preventive
maintenance tasks to monitor system performance. This
administration is described in Chapter 4, ‘‘Ongoing Preventive
Maintenance’’.

■

Performing ongoing subscriber administration to add, change, and
remove subscribers as new employees are added to the DEFINITY
AUDIX system, as new features are made available, and as
subscribers change locations or leave your company. This
administration is described in Chapter 5, ‘‘Ongoing Subscriber
Administration’’.

■

Performing ongoing data administration including backing up
filesystems, customizing system greetings, and changing
announcement versions. This administration is described in
Chapter 6, ‘‘Ongoing Data Administration’’.

■

Monitoring system alarms, the administration log, and system
audits to ensure that your system is performing properly and to
correct administrative errors that may occur. This administration is
described in Chapter 7, ‘‘Alarms, Logs, and Audits’’.

■

Monitoring traffic reports that provide detailed information about the
DEFINITY AUDIX system and subscribers to ensure that your
system is performing properly and to spot potential problems and
trends that may require intervention on your part. This
administration is described in Chapter 8, ‘‘Traffic Reports’’.

■

If you use AUDIX ADAP collection features, you also may be
responsible for setting up these features, collecting raw data from
the DEFINITY AUDIX system on a PC, and producing additional
traffic and financial management reports. AUDIX ADAP is
described in AUDIX Administration and Data Acquisition Package,
585-302-502.

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Introduction
DEFINITY AUDIX Administrator Responsibilities

1-7

■

If you are using the Audio Messaging Interchange Specification
(AMIS) Analog Networking feature or the Message Delivery feature,
you will be responsible for initial and ongoing administration of
these features. This administration is described in AMIS Analog
Networking , 585-300-512.

■

If you use the Automated Attendant feature, you also will be
responsible for setting up and managing automated attendants.
This administration is described in Chapter 9, ‘‘Automated
Attendant’’.

■

Maintaining and monitoring the DEFINITY AUDIX system for system
security. Security issues and preventive measures are described in
Chapter 10, ‘‘Ongoing System Security’’.

■

If you are using INTUITY Message Manager, coordinating with your
Local Area Network (LAN) administrator when administering the
DEFINITY AUDIX system as a server on a LAN and when isolating
problems to the server or the LAN.

■

Interacting with your subscribers, ensuring that they are properly
trained, correcting their misconceptions, troubleshooting their
problems, and listening to their needs.

■

Understanding how your DEFINITY AUDIX system works so that
you can fix problems as they occur and also anticipate problems
before they occur. This information is contained throughout this
document and the entire DEFINITY AUDIX system documentation
package, through administrator training classes, and through the
AUDIX helpline.

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Introduction
DEFINITY AUDIX Administrator Responsibilities

Issue 7
May 1999
1-8

DEFINITY AUDIX System Administration 585-300-507

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Preparing for DEFINITY AUDIX System Operation
Overview

Preparing for DEFINITY AUDIX
System Operation

2-1

2

This chapter describes the administrative activities that you should complete
before subscribers start using the DEFINITY AUDIX system.

Overview
Your responsibilities during the initial administrative phase begin after the Lucent
service technicians at your site have installed the DEFINITY AUDIX system,
performed (with you) acceptance tests to verify that the system is working
properly, set up the switch integration method selected by your company, and
administered the DEFINITY AUDIX system subscribers.
Activities described in this chapter are listed in the order in which they should be
performed during this phase. During the ongoing administration phase, you may
need to perform some of these activities again on a regular basis, though not
necessarily in the order listed here. Your initial tasks include the following:
■

Logging into the DEFINITY AUDIX system through the administration
terminal

■

Creating your own personal password for security

■

Setting the system password
NOTE:
The system password that you set affects only the cust login. The
Lucent Technical Services Organization (TSO) maintains separate
passwords so that they can perform remote maintenance activities
on your system as appropriate.

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Preparing for DEFINITY AUDIX System Operation
Initial Administration Prerequisites

Issue 7
May 1999
2-2

■

Deciding how you will administer DEFINITY AUDIX system data, including
backing up and recovering data and customizing system announcements

■

Customizing system announcements and/or fragments (optional)

■

Customizing automated attendants

■

Distributing appropriate DEFINITY AUDIX system documentation to new
subscribers

Besides the tasks in the list above, there are a number of other tasks that also
might be completed during this preparatory phase. For example, you could
modify default values in certain fields on the administrative forms. However, you
may wish to wait until the system has been in use for some time before changing
the defaults. This will give you a chance to evaluate actual usage requirements
and make changes based on those requirements.

Initial Administration Prerequisites
Before you can begin your phase of initial administration, you must verify that the
necessary switch administration has been completed, and you must know how to
use the DEFINITY AUDIX administration terminal to access and modify DEFINITY
AUDIX administrative screens.

Switch Administration
Switch administration sets up communications between the DEFINITY AUDIX
system and the switch and defines where the DEFINITY AUDIX system fits in the
call-coverage paths of individual DEFINITY AUDIX subscribers.
This administration is performed by Lucent technical personnel during DEFINITY
AUDIX system installation. Before you begin DEFINITY AUDIX system
administration, verify with your switch administrator and/or Lucent personnel that
the switch administration has been completed. Refer to Switch Administration for
the DEFINITY AUDIX System, 585-300-509, or Installation and Switch
Administration for the DEFINITY AUDIX System Release 4.0, 585-300-122 for
specific switch administration requirements for your switch type and the switch
integration method that is being used.

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May 1999

Preparing for DEFINITY AUDIX System Operation
Initial Administration Prerequisites

2-3

Using the Administration Terminal
and Administrative Forms
DEFINITY AUDIX system administration is performed at a data terminal or PC
connected to the DEFINITY AUDIX administration port. The following terminals
are supported for the DEFINITY AUDIX system:
■

513

■

4410

■

4425

■

5420

■

PC (using the ADAP package)

■

715 (The 715 terminal provides the ability to toggle back and forth
between the DEFINITY AUDIX system and switch administration screens.

■

DEFINITY G3 Management Applications (G3-MA). For more information on
the G3-MA, refer to DEFINITY Communications System Generic 3
Management Applications Operations, 585-229-202, and DEFINITY
Communications System Generic 3 Management Applications Quick
Guides, 585-229-204.

The terminal should have been installed and tested during DEFINITY AUDIX
system installation.
The screens displayed on the administrative terminal, called the DEFINITY
AUDIX administrative screens, are used to add, change, remove, or display
information relating to the DEFINITY AUDIX system and its subscribers.
Online help is available when you are using administrative screens. This program
provides three levels of information: path-line help, screen help, and field help.
All three levels of help information are available for every administrative and
maintenance screen.
For more information about using DEFINITY AUDIX screens and online help, refer
to the DEFINITY AUDIX System Screens Reference.

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May 1999

Preparing for DEFINITY AUDIX System Operation
Passwords

2-4

Passwords
This section describes the login and system passwords.
There are four login IDs that can access DEFINITY AUDIX screens. One of these
is the cust login, which is specifically allocated for administration. This is the only
login that you, the system administrator, will use. The other login IDs are reserved
for Lucent personnel and are used to install the DEFINITY AUDIX system and to
perform remote maintenance operations on your system as appropriate.
The DEFINITY AUDIX system is delivered with a default password for the cust
login. The system technicians who install your system may assign login
passwords to one or more of the Lucent login IDs but they will not change the
login password for the cust login ID. You should change the password for the
cust login as described in the next section.
The system password is a second level of system security for the cust login. Only
you, the DEFINITY AUDIX system administrator, have the ability to establish the
system password. It will not exist until you add it as described in the next section.
For maximum system security, you should change the cust login password and
the system password periodically. See Chapter 10, ‘‘Ongoing System Security’’,
for information on choosing and changing passwords to maintain a high level of
system security.

Customer Initial Administration Tasks
This section describes the tasks that you should perform once you have received
your DEFINITY AUDIX system.

Task 1: Logging into the DEFINITY AUDIX
System
To administer your DEFINITY AUDIX system, you must first log in at your
administration terminal.
To log in:
1. Enter cust (the administrative login ID) at the login prompt.
2. Enter custpw (the default login password) at the password prompt.
3. Press

RETURN

at the system password prompt.

4. Enter 513 or the appropriate terminal type at the terminal type prompt.

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Preparing for DEFINITY AUDIX System Operation
Customer Initial Administration Tasks

2-5

After you have logged in, the screen displays:

From this screen you can access DEFINITY AUDIX screens to perform
administration tasks or type logoff.

Task 2: Changing Your Passwords
After you are logged in, change the default login password and the system
password to passwords of your choosing.

Change the Login Password
Change the login password for the cust login ID. You will use this new password
with the cust login ID each time you log in to perform DEFINITY AUDIX system
administration.

Use the Password screen to change your login password. Refer to the
DEFINITY AUDIX System Screens Reference for a complete description of this
screen.

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Preparing for DEFINITY AUDIX System Operation
Customer Initial Administration Tasks

2-6

Change the System Password
Change the system password. You will use this new system password each time
you log in to perform DEFINITY AUDIX system administration.

Use the System-Parameters Password screen to change the system
password. Refer to the DEFINITY AUDIX System Screens Reference for a
complete description of this screen.
NOTE:
If you forget your login ID, your login password, or the system password
once you have changed them, you must contact the AUDIX Helpline to
reassign the system default password or login ID. This is a complicated
procedure that may require re-entering system translations and other
information, and this may incur charges for the Technical Services
Organization (TSO) engineer’s time. Some of this information may be
difficult to duplicate. Therefore, do not forget your login ID or passwords.

Task 3: Customizing System Announcements
Your DEFINITY AUDIX system comes with the announcement sets that you chose
for your system. You may customize these announcement sets for your company.
Refer to Customizing Announcements in Chapter 6, ‘‘Ongoing Data
Administration’’. This section of Chapter 6 also provides procedures for
Changing the Default Call Answer Greeting and Changing the Default Voice Mail
Greeting. You should verify that the system announcements are suitable for your
application before you allow subscribers to begin using the DEFINITY AUDIX
system.

Task 4: Customizing Automated Attendants
The Automated Attendant feature allows you to set up automatic answering
services that provide callers with a voice menu of options for transferring calls to
other extensions. For example, an automated attendant can answer your
company’s phone and prompt callers to dial extensions directly if they know the
number or to press the appropriate key on their touch-tone phones in response to
voiced menu options. The automated attendant can have as many as 10 menu
options, corresponding to the buttons 0 through 9 on a touch-tone telephone.
If possible, you should customize automated attendant announcements before
you allow subscribers to use the DEFINITY AUDIX system. However, you will
probably find that the way the automated attendant feature is used will change
with system usage.
Customizing automated attendants and announcements is discussed in detail in
Chapter 9, ‘‘Automated Attendant’’.

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Preparing for DEFINITY AUDIX System Operation
Customer Initial Administration Tasks

2-7

Task 5: Distributing Documentation to
Subscribers
At this point, it is important for you to provide your subscribers with the
appropriate documentation to help them use the DEFINITY AUDIX system
properly. Appendix A, ‘‘Communicating with Subscribers’’, includes several
template letters that you can customize and distribute to subscribers to help you
in this endeavor. Select the appropriate template and make the necessary
changes. The following DEFINITY AUDIX documentation is recommended also:
■

A Portable Guide to Voice Messaging , 585-300-701

■

Voice Messaging Quick Reference, 585-300-702

■

Multiple Personal Greetings Quick Reference, 585-300-705

■

Voice Messaging Wallet Card , 585-300-704

■

Voice Messaging Business Card Stickers, 585-304-705

■

Outcalling Quick Reference, 585-300-706

You should decide which documents will best suit your subscribers’ needs and
then order the appropriate number of documents. Ordering information is located
on the back of the title page of this document.
Alternately, you can use the Guide Builder Software for AUDIX Systems,
585-310-745, to create subscriber documentation that is tailored to your
company and subscriber requirements. The Guide Builder software was shipped
with your system.
These tools will provide your subscribers with easy-to-follow instructions for
DEFINITY AUDIX operation and, as a result, will make your job much easier.

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Preparing for DEFINITY AUDIX System Operation
What to Do After Initial Administration

Issue 7
May 1999
2-8

What to Do After Initial
Administration
Basic DEFINITY AUDIX initial administration is now completed. At this point, you
have established basic DEFINITY AUDIX service for your initial subscribers and
set system parameters.
Your next task is to determine which DEFINITY AUDIX features you will use and to
activate or deactivate those features as required for your system. Features are
discussed in Chapter 3, ‘‘Feature Administration’’.
You also should review Chapter 4, ‘‘Ongoing Preventive Maintenance’’, for some
insight into your ongoing responsibilities as administrator of the DEFINITY AUDIX
system. Set up a daily, weekly, and monthly ongoing maintenance schedule and
make it an important part of your routine.
NOTE:
Your DEFINITY AUDIX system has been carefully designed to be very
secure. However, it is your responsibility to take administrative precautions
to ensure and maintain the maximum amount of system security possible.
Therefore, it is recommended that you review and follow the suggestions in
Chapter 10, ‘‘Ongoing System Security’’, before allowing your subscribers
to use the system.
You will need to administer additional subscribers as system usage increases.
These tasks are described in Chapter 5, ‘‘Ongoing Subscriber Administration’’.

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Issue 7
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Feature Administration
Overview

Feature Administration

3-1

3

This chapter describes administration you may need to perform to set up and
use individual DEFINITY AUDIX system and subscriber features. DEFINITY
AUDIX System — Feature Descriptions, 585-300-206, contains more detailed
information and administration procedures for all features.

Overview
Besides the preliminary and initial administration described in Chapter 2,
‘‘Preparing for DEFINITY AUDIX System Operation’’, you may need to perform
additional administration to activate or deactivate DEFINITY AUDIX features and
to modify feature parameters to meet your specific requirements.
You should review each feature individually and make decisions about its usage
in your organization before administering your DEFINITY AUDIX subscriber
population and making the system live.
As detailed in Table 3-1, Feature Comparison Between Switch Integration
Methods, some features are available to users of Control Link switch integration
and not to users of Display Set integration, and vice versa. This table will give you
an idea how some features vary for each switch integration method.
In addition, each of the DEFINITY AUDIX features and their administration
requirements are summarized in this chapter.
NOTE:
Unless otherwise noted, the feature described is available for all switch
integration methods.
For more information about individual features, refer to DEFINITY AUDIX System
— Feature Descriptions, 585-300-206.

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Issue 7
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Feature Administration
AMIS Analog Networking

Table 3-1.

3-2

Feature Comparison Between Switch Integration Methods

Feature

DS
Integration

CL
Integration

Integrated Message Notification

no

yes

LWC stored on DEFINITY AUDIX

no

yes

Call Transfer out of AUDIX

basic

basic or
enhanced

Call Transfer into AUDIX

no*

yes

Time Synchronization

yes

yes

AMIS Networking

yes

yes

Call Screening

yes

no

no

yes

1

*
1.

R

available on Call Answer

Transfer can be accomplished indirectly.

AMIS Analog Networking
Audio Messaging Interchange Specification (AMIS) Analog Networking is a
DEFINITY AUDIX feature that permits subscribers to exchange voice mail
messages with any other voice mail system that also has AMIS analog
capabilities, anywhere in the world. Messages can be exchanged with
subscribers on remote voice mail systems with AMIS capabilities, including
Lucent or other vendors with AMIS capability. AMIS network outcalls will be made
using the System announcement set. AMIS Analog Networking is an optional
feature that is not included in the basic DEFINITY AUDIX system and must be
purchased separately.
You can administer a range of remote systems that can be addressed via AMIS
two-step addressing; individual remote voice mail systems do not need to be
administered. However, you also can choose to administer any specific remote
voice mail systems with heavy AMIS analog traffic for AMIS one-step addressing
(this simplifies the addressing procedure). Remote subscribers on remote
systems administered for one-step addressing can be administered on the local
DEFINITY AUDIX system.
For complete instructions and information on AMIS Analog Networking, refer to
AMIS Analog Networking , 585-300-512. AMIS Analog Networking is available for
all switch integration methods.

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Feature Administration
Alarm Origination

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May 1999
3-3

Alarm Origination
The Alarm Origination feature enables the DEFINITY AUDIX system to call you or
a remote maintenance center when a major or minor alarm has occurred. If this
feature is not activated, no call can be sent. To display the Alarm Origination
feature, use the System-Parameters Maintenance screen.

Announcements and Announcement
Sets
Up to nine announcement sets may be installed on the DEFINITY AUDIX system
at one time as long as enough disk space is available for both the announcement
sets and voice message storage.
You can look at and modify the composition of system announcements heard by
subscribers. This requires very precise intervention and is recommended only
when necessary. In addition, announcement sets are available to allow you to
record, change, or listen to short sections of DEFINITY AUDIX voice prompts
called fragments. Announcements and announcement sets are administered via
the change/remove/copy announcement, change/remove/copy annc-set,
change/remove/copy fragment, and change system-parameters features
screen-activation commands.
The number of announcement sets available for DEFINITY AUDIX is always
expanding. If you are interested in using (for example) several languages for your
announcements, contact your Lucent sales outlet to acquire the most recent list
of announcement sets.

ADAP
The AUDIX Administration and Data Acquisition Package (ADAP) is a data
collection and reporting tool that transfers raw data from your DEFINITY AUDIX
database to a personal computer (PC) for further analysis. This software
package includes a set of menu-driven standard reports that work in conjunction
with the dBASE III PLUS relational database program, and a separate
MS-DOS-based command language for retrieving data from DEFINITY AUDIX
database files for use in customized reports. This command language also can
be used to modify subscriber data in the database files from the PC. Refer to
AUDIX Administration and Data Acquisition Package, 585-302-502, for more
information about setting up and using this software.

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Feature Administration
Automated Attendant

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Automated Attendant
The Automated Attendant feature allows you to set up the DEFINITY AUDIX
system to answer extensions and prompt callers to press appropriate keys on
their touch-tone telephones to transfer to desired extensions or leave messages
for individual subscribers. You can set up any number of automated attendants,
and you can nest them so that an option selected from one attendant menu dials
another automated attendant to provide a completely new menu of options.
Callers can be transferred directly to DEFINITY AUDIX mailboxes from
automated attendant menu options without going to the switch, allowing you to
efficiently handle DEFINITY AUDIX coverage for shared extensions and
non-resident subscribers with an automated attendant.
The first stage of an automated attendant in a multilingual environment might ask
the user to select a language. Subsequent stages can implement the
auto-attendant function in the language chosen.
To administer an automated attendant:
1. Access the Subscriber screen. Set the Call Answer Language
Choice field to “n” and press NEXTPAGE to call up the Subscriber Class Of
Service Parameters screen.
2. Type auto-attendant in the PERMISSIONS, Type: field to establish the
subscriber as an automated attendant. This action adds a third page to
the screen, Subscriber Automated Attendant Menu, on which to
administer the attendant. To access this page, press NEXTPAGE .
3. Record the attendant menu using your touch-tone telephone. You can
record as many languages within the Automated Attendant as needed.
Since you record the Automated Attendant menu, an Automated Attendant
is not limited to two languages. If you have the Multilingual feature set to
ON, Automated Attendants can use the Multiple Personal Greetings
feature as long as the Call Answer Language Choice field is set to
“n”. If you set the Call Answer Language Choice field to “y”, the first
menu in the automated attendant should be one where the caller chooses
a language (such as press 1 for English or press 2 for French Canadian);
then you can set up separate menu trees for each language.
Refer to Chapter 9, ‘‘Automated Attendant’’, for complete instructions on setting
up and using automated attendants.

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Feature Administration
Broadcast Messages

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May 1999
3-5

Broadcast Messages
The Broadcast Messages feature allows selected subscribers to send broadcast
messages to all local subscribers and selected remote subscribers. Permission
to send broadcast messages can be assigned on a per-subscriber basis or by
class-of-service. You should limit permission to send broadcast messages to
yourself or to a few selected subscribers to avoid overuse of this feature. Any
user with broadcast permission can interact with the system in the language of
her or his choice. The broadcaster should consider the appropriateness of
broadcasting a uni-lingual message versus a multilingual message to a
multilingual community.
The broadcast message is seen as the first message in the subscriber’s mailbox
regardless of subsequent message activity. The subscriber can retrieve, listen,
save, and — if the message is not private — forward the message. Broadcast
messages are not actually distributed. Instead, subscribers hear the message
from a mailbox that is administered as the broadcast mailbox. Since the message
is not actually sent, the sender can specify a date when the message should no
longer be played.
The sender can also specify whether or not notification of the message is to be
provided; if so, the message activates the message-waiting indicator (MWI),
stutter dial tone, and/or outcalling as if the broadcast message was a new
message.
NOTE:
You are urged not to specify notification for broadcast messages under
normal circumstances because lighting the MWI on every subscriber’s
phone simultaneously can severely impact the DEFINITY AUDIX system
and switch performance. Note that even if you attempt to limit the impact by
scheduling the message delivery during out-of-hours, each subscriber will
find their message notification mechanism active the next morning, causing
a large burst of DEFINITY AUDIX system traffic.
NOTE:
A hearing-impaired user who uses only a teletypewriter (TTY) for
communications with the DEFINITY AUDIX system will not see anything on
the TTY for a voiced broadcast message. The system administrator may
want to send a TTY message to TTY users informing them of the message.

DEFINITY AUDIX System Administration 585-300-507

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Feature Administration
Broadcast Messages

Issue 7
May 1999
3-6

Setting Up the Broadcast Mailbox
The broadcast mailbox is associated with a “phantom” subscriber. (A “phantom”
subscriber in the DEFINITY AUDIX system is one that is administered on a
Subscriber screen in the DEFINITY AUDIX system for an extension that logically
exists in the DEFINITY AUDIX system but is not administered on the switch.) This
phantom subscriber must be added to the system before anyone will be allowed
to create and send a broadcast message or login announcement. The
PERMISSIONS, Type field must be set to “none” to disallow call answer
permission for this subscriber. The phantom subscriber is identified as the
broadcast mailbox by a “y” in the Broadcast Mailbox? field. You must specify
“y” when initially adding the phantom subscriber, because you will not be able to
change the value in the broadcast mailbox later (to change the broadcast
mailbox value, you must delete the subscriber record and re-enter it). The
broadcast mailbox extension is identified on the System-Parameters Features
screen for reference.

Login ID and Password
Subscribers with broadcast permission do not normally need to use the
broadcast mailbox login ID and password to create broadcast messages.
Therefore, consider carefully how many individuals are given the extension and
password of the broadcast mailbox. The only reason to log into this mailbox is to
prematurely purge a broadcast message or login announcement before its
scheduled expiration time or to scan the mailbox to see what broadcast
messages are present. If you scan messages in the broadcast mailbox, do not
press * D while scanning messages (the message being scanned will be
totally deleted from the system and no one will hear that message again).

Message Storage and Deletion
When a subscriber with broadcast permission creates a broadcast message, the
message is stored in the subscriber’s outgoing mailbox until the scheduled
delivery time when it is delivered to the broadcast mailbox. The subscriber can
change the message’s text and status prior to delivery the same as any voice
mail message originated by the subscriber.
After the message is delivered to the broadcast mailbox, it is no longer owned by
the originator and can be deleted only by logging in to the DEFINITY AUDIX
system using the broadcast mailbox extension and password. Broadcast
messages are deleted automatically two days after the delivery date unless
otherwise specified during message creation.

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Issue 7
May 1999

Feature Administration
Broadcast Messages

3-7

The size of the broadcast mailbox is defined on the Subscriber screen. The
maximum length of individual broadcast messages is defined by each
originator’s maximum message length on page 2 of the Subscriber screen. A
maximum of 16 messages can be in the broadcast mailbox at one time.
However, because broadcast messages will be presented to subscribers before
their other messages, use restraint with this feature to avoid overwhelming
subscribers with message headers that must be scanned before they can hear
their personal messages.
The List Measurements Feature and List Measurements Subscriber screens
include information about the number of broadcast messages that are sent
during their respective reporting periods.

Administration
To administer broadcast messaging:
1. Choose one of the following:
■

If permission to create broadcast messages is by class-of-service,
use the List Subscriber screen (or the AUDIX ADAP) to verify that
only the intended subscribers are members of that class-of-service.
Then set broadcast permission to “both” or “voice” on the
appropriate Class of Service screen.

■

If permission to create broadcast messages is on a per-subscriber
basis, set broadcast permission to “both” or “voice” on the
Subscriber screen for each individual subscriber who will have that
permission.

2. Set up a phantom subscriber for the broadcast mailbox on the Subscriber
screen using a DEFINITY AUDIX extension that is not administered at the
switch. Set the Broadcast Mailbox? field to “y” (you must set the
broadcast mailbox to “y” when you initially create the phantom subscriber
because you cannot change the field on an existing subscriber). Set
PERMISSIONS, Type to “none” for this subscriber. Make sure the mailbox
size is large enough to hold at least 16 messages, and that incoming
mailbox retention times are longer than the number of days you will want to
keep broadcast messages active in your system.
To create a broadcast message:
1. Using your touch-tone phone, log in to the DEFINITY AUDIX system as a
subscriber who has broadcast permission, and press 1 to record a
message.
2. Record the message, and press

#

to approve the message.

3. Indicate that there are no additional recipients by pressing

#

.

4. Press 8 in response to the voice prompts to make the message a
broadcast message.

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Feature Administration
Broadcast Messages

Issue 7
May 1999
3-8

5. If you want the message to be private, press 1 in response to the voice
prompts, and subscribers will be unable to forward the message. In the
delivery options menu, you also can specify filing or future delivery. Press
4 to file a copy of your broadcast message. Press 3 to specify delivery
for some time in the future.
6. Optionally, press * M to hear the second-level broadcast options menu,
and then press 1 to notify recipients of the broadcast message (not
recommended under normal circumstances) or 2 to change the
message expiration date from the default (two days after delivery date) up
to a year in the future. Press # as prompted to approve your broadcast
option changes, and return to the delivery options menu.
7. Press

#

in response to the voice prompts to approve the delivery options.

Note that the broadcast messages you create are “delivered” into one and only
one mailbox, the special broadcast mailbox. Subscribers will hear broadcast
messages from this broadcast mailbox, although they will have the perception
that the messages are in their own mailboxes. Subscribers must press * D
after hearing a broadcast message, or the DEFINITY AUDIX system will make a
copy of that message in the subscriber’s mailbox in the unopened or old
category, depending on whether or not they listened to the message body.
To change or delete a broadcast message:
■

To change the message text or delivery instructions before the scheduled
delivery, log in to the DEFINITY AUDIX system using the extension and
password of the person who created the message, press 4 to check
outgoing messages, and edit as you would for any outgoing message. To
change message options (broadcast, private, notification), activate or
deactivate options as prompted. To change broadcast options
(notification, expiration date), press * M at the delivery options menu to
hear the broadcast options menu and make changes as appropriate.

■

To purge a broadcast message after the scheduled delivery but before the
expiration date, log in to the DEFINITY AUDIX system using the extension
and password of the broadcast mailbox, scan the incoming mailbox until
you find the broadcast message you wish to purge, and press * D to
delete it.
NOTE:
If you delete a broadcast message that has had message waiting
notification turned on, it will take the system an audit cycle to turn off
all the Message Waiting Indicators (MWIs). To minimize subscriber
confusion, if a broadcast message with message waiting notification
is deleted from the broadcast mailbox or expires while MWIs are lit
for it, subscribers will hear a message, “Broadcaster has deleted this
broadcast message” when they respond to the broadcast message
notification. This new broadcast deleted message will be purged
from subscriber mailboxes when the nightly audits run and MWIs
that are still lit will be turned off at that time.

DEFINITY AUDIX System Administration 585-300-507

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Feature Administration
Bulletin Board

Issue 7
May 1999
3-9

Bulletin Board
The Bulletin Board feature allows you to set up extensions that callers can dial to
hear recorded messages. The message is actually the personal greeting of the
extension assigned to the bulletin board. Bulletin board extensions also can be
included on automated attendant menus.
To administer a bulletin board:
1. Use the Subscriber screen to create a bulletin board subscriber. If callers
want to reach the bulletin board directly, use an extension administered at
the switch. Otherwise, use an unadministered extension. This is the
extension you will use for the bulletin board. Assign this subscriber a
name that describes its function (for directory purposes), and assign the
PERMISSIONS, Type field to “bulletin-board” or create a class-of-service
for bulletin boards using the Class of Service screen.
2. Using your touch-tone telephone, log in to the DEFINITY AUDIX system as
the subscriber you just created, and record the bulletin board message as
that subscriber’s personal greeting.
3. To test your administration, you can call the bulletin board extension if it
has been administered on the switch.
Refer also to the Multiple Personal Greetings feature, which describes how to
establish up to nine different personal greetings that may be activated
automatically during specified time periods (such as prime time or out-of-hours)
or depending on the caller (such as internal or external). This feature may be
useful for bulletin boards.

Call Answer
The Call Answer feature allows the DEFINITY AUDIX system to answer calls for
subscribers who are busy or unavailable. The system greeting for a subscriber
with the Call Answer Language Choice field set to “y” on the Subscriber
screen includes an announcement in the secondary language instructing the
user to enter *1 for the secondary language. Subscribers may record personal
greetings that will be played automatically when the DEFINITY AUDIX system
answers calls for them. If subscribers have a primary and a secondary language,
they should record greetings in both languages; and, the primary language
greeting should instruct the caller to press *1 to switch to the secondary
language. Refer to Appendix A, ‘‘Communicating with Subscribers’’, for a
Template Letter for the Multilingual Feature.

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Feature Administration
Call Screening

Issue 7
May 1999
3-10

The Call Answer feature works in conjunction with the call forwarding and call
coverage features in the switch. Subscribers who will have call coverage by the
DEFINITY AUDIX system must be administered with the (PERMISSIONS, Type set
to “call-answer”) on the associated Class Of Service screen for that
class-of-subscribers or on the Subscriber screen for individual subscribers. In
addition, the switch must be correctly administered to provide the call coverage
or call forwarding switch features that are required to direct calls to the DEFINITY
AUDIX system for call answering.
A caller can designate a message as priority for any extension having call
answer coverage to the DEFINITY AUDIX system if the Priority on Call
Answer field is set to “y” on the System-Parameters Features screen. Callers also
can designate the message as private.
On systems using Control Link switch integration, there may be another
capability to the Call Answer feature. This is the use of * R to restart the
DEFINITY AUDIX login session from the beginning. The subscriber can press *
R anytime during a DEFINITY AUDIX call-answer session. Then the subscriber
can access his/her mailbox and retrieve messages without having to hang up
and redial into the DEFINITY AUDIX system. This capability is especially
convenient if a subscriber is calling long distance.
NOTE:
It is important to verify that the PERMISSIONS, Type field is set to
“call-answer” for subscribers whose calls cover to the DEFINITY AUDIX
system. If this field is not set correctly, the DEFINITY AUDIX system will not
answer the call, but one of its ports will be tied up until the caller hangs up.
The DEFINITY AUDIX system warns you when this happens via the
Administration-Log screen.

Call Screening
The Call Screening feature is available only for the DP mode of switch integration.
This feature allows subscribers with digital phones to listen to or intercept call
answer messages as they are being left by callers. Use * * X (exit AUDIX) to
drop the DEFINITY AUDIX system and intercept the call. The subscriber uses this
feature directly from his/her touch-tone telephone, and the feature requires no
special administration by the DEFINITY AUDIX system administrator.

DEFINITY AUDIX System Administration 585-300-507

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Issue 7
May 1999

Feature Administration
Changing the DEFINITY AUDIX Extension Length

3-11

Changing the DEFINITY AUDIX
Extension Length
This procedure, while rarely required, can save you from having to delete and
re-enter all subscribers if your switch numbering plan changes. Changing the
number plan requires that the switch and its DEFINITY AUDIX system be
updated with the new extension numbers.
To change the DEFINITY AUDIX system extension length:
1. Change the extension length on the Machine screen to the new length and
also change the start and end extensions to match the new length.
2. Reboot the system using the Reset System Reboot screen.
3. Change the system covering extension on the System-Parameters
Features screen to the new number.
4. Change the DEFINITY AUDIX port extensions on the Voice-Group screen
to the new numbers.
5. Busyout all network and voice ports on the machine to be changed.
6. Enter change extensions (or ch e, for short).

! CAUTION:
This is a powerful screen. It is safe to use only if you have planned in
advance exactly what you need to have it do.

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Feature Administration
Changing the DEFINITY AUDIX Extension Length

Issue 7
May 1999
3-12

A screen similar to the following appears:

Figure 3-1.

Change Extension Screen

7. Enter the name of the machine to be affected.
On the sample screen, local appears in this field. The keyword local
indicates the machine you are currently operating. This screen can also
be used (during a separate session) to change extension numbers on a
remote machine by entering any administered remote machine name.
8. Enter the boundaries of the extension numbers to be moved.
Here, you enter two numbers: the beginning (smallest affected) extension
number. and the ending (largest affected) extension number. (In the
example, the extensions to be moved are those currently numbered
between 0000 and 9999.)
9. Enter the new beginning extension number.
Here you enter the beginning number of the new block of numbers to
which the extensions named in the preceding step are to be moved. (In
the example, extension number 0000 is to be changed to number 20000,
and numbers up through 9999 are to be changed to corresponding
numbers above 20000. For example, an extension 9947 becomes
extension 29947.)
All other fields are display fields.
10. Press ENTER (F3) to initiate the process. The system fills in the Ending
With field and asks you to confirm your intent.

DEFINITY AUDIX System Administration 585-300-507

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Issue 7
May 1999

Feature Administration
Class of Service

11. Press

3-13
ENTER

(F3) again. The system will fill in the display fields as it works.

If for some reason you have to press CANCEL during this operation, a
certain amount of work will already have been done by the program.
Recover as follows:
a. Note the numbers shown in the display fields. They will indicate
approximately where the program stopped working.
b. Next, list extensions to find exactly which numbers have been
changed and which have not. (Use the list e command for this
purpose.)
c. Finally, plan what needs to be done to recover, and use the ch e
command to change extension numbers as necessary.
12. If your DEFINITY AUDIX system has the Outcalling feature, but is limited to
extensions that are on the switch, change the Maximum Number Digits
field on the System-Parameters Outcalling screen to the new extension
length.
13. Enter the new extension numbers in the TIMEOUT PARAMETERS,
Extension field on the Switch-Link screen.
14. Reboot the system using the Reset System Reboot screen.
Alert subscribers to these changes since they will have to use more or fewer
digits when logging in, addressing voice mail, and calling other extensions. They
also should check their outcalling number; if it is an extension in the switch
numbering system, they will have to re-enter it.

Class of Service
The Class of Service feature provides 12 unique service classes containing
different combinations of features or mailbox parameters for use by subscribers
with varying service requirements. Service classes are predefined on Class Of
Service screens and can be individually modified to meet your specific
requirements. Each subscriber is assigned a class of service by associating
his/her Subscriber screen with a specific Class Of Service screen, or individual
subscriber service options can be customized by entering service information
directly on the individual’s Subscriber screen.

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Feature Administration
Digital Networking

Issue 7
May 1999
3-14

Digital Networking
Digital Networking provides DEFINITY AUDIX subscribers with the ability to
exchange voice messages with subscribers on other DEFINITY AUDIX systems,
Intuity™ AUDIX systems, and AUDIX R1V5 or later systems.
With Digital Networking the message is digitally recorded and stored, then
transferred across communication lines. Just as two networked computer users
can send files to each other, two AUDIX users can record voice messages and
send the messages to each other.
For a complete description of Digital Networking features and administration, see
DEFINITY AUDIX System Digital Networking , 585-300-534.

End of Message Warning
The End of Message Warning feature is enabled by you and causes message
recording to be interrupted a predefined amount of time before the maximum
recording length is reached. The DEFINITY AUDIX system announces that “n”
seconds of recording time remain and prompts the user to resume recording. You
can define the End of Message Warning feature on a system-wide basis. You
also can define individual warning times for DEFINITY AUDIX subscribers who
want to override the system-wide warning time.
You can activate the End of Message Warning feature on the System-Parameters
Features screen (page 2). If the Feature Active? field is set to “n”, warnings
will not be played, regardless of the system-wide or subscriber-specific warning
times. If the subscriber-specific warning time is blank, the system-wide warning
time is used. If the warning time is set to zero (0) seconds, the end of message
warning will not be given. Warning times may be anything between 15 to 60
seconds.
The End of Message Warning feature is not considered a separate feature since
it is applicable to call answer, voice mail, responding to voice mail, and creating
personal greetings. It does not apply to the recording of announcement
fragments, machine names, or subscriber names.

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Feature Administration
Enhanced Disconnect Detection

Issue 7
May 1999
3-15

Enhanced Disconnect Detection
In North America, the United Kingdom, Australia, Belgium, Holland, and a few
other countries, the DEFINITY switch is able to detect the following screens of
disconnect signaling employed:
■

Open loop (analog trunks)

■

Polarity reversal (analog trunks)

■

Bit Oriented Signaling (digital trunks)

The DEFINITY switch does not recognize tone-based disconnect signaling; and,
in some countries, there is no disconnect signaling. When the DEFINITY AUDIX
system does not receive reliable disconnect information, valuable storage space
on the DEFINITY AUDIX system may be used needlessly because the system
continues recording longer than is necessary.
The Enhanced Disconnect Detection feature allows the DEFINITY AUDIX system
administrator to turn on one or two different mechanisms for detecting
disconnects when the DEFINITY switch is unable to provide reliable disconnect
information. The two optional mechanisms are:
■

Tone Based Disconnect. The Central Office switch sends tones to the
DEFINITY switch to indicate a disconnect. Since the DEFINITY switch
does not detect the tones as a disconnect, the DEFINITY AUDIX system
may append the tones to the end of outside call answer messages. If you
have a problem with tones at the end of outside call answer messages,
you probably need to administer tone detection. When tone detection is
administered, the DEFINITY AUDIX system detects the presence of a
cadenced tone with frequency content between 350 hertz (Hz) and 650
Hz and, when detected, disconnects the call.

■

Quick Silence Disconnect. This type of disconnect signaling enhances
DEFINITY AUDIX operation for calls in which there is no disconnect
signaling and the line simply goes silent after the caller hangs up. When
Quick Silence Disconnect is administered, the system disconnects as
follows:
— During a call answer recording, immediately upon detecting silence
for an administrable period of time.
— At all other times, immediately after two expirations of the Input
Time Limit. The DEFINITY AUDIX system provides a system prompt
and a help message after the first expiration. The system says
Goodbye and disconnects after the second expiration.
When recording a message in a voice mail session (as opposed to a call
answer session), the system does not disconnect upon detecting silence
but disconnects after two expirations of the Input Time Limit. If you need
Quick Silence Disconnect, there will be long periods of silence at the end
of call answer messages. Query users for reports of these problems.

Administer the Disconnect Options on the System-Parameters Features screen.

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Issue 7
May 1999

Feature Administration
Escape to Attendant

3-16

Escape to Attendant
The Escape to Attendant feature gives subscribers the option of allowing callers
to talk to a live attendant by pressing 0 instead of, or in addition to, leaving a
message in the subscriber’s DEFINITY AUDIX mailbox.
No specific DEFINITY AUDIX system administration is required to activate this
feature, but the Transfer Out of AUDIX feature must be activated on the
System-Parameters Features screen and the system-wide covering extension
should be assigned, also on this screen, for this feature to work properly.
Individual subscribers should have call answer permission. If the subscriber
wants the call transferred to an extension other than the system-wide covering
extension, that extension must be identified on the Subscriber screen.

Exit AUDIX
The Exit AUDIX feature allows callers to disconnect from the DEFINITY AUDIX
system without hanging up by pressing * * X . This feature is particularly
useful if a caller is calling from a pay telephone and wishes to make another call.
It requires no specific DEFINITY AUDIX administration.

Guest Password
The Guest Password feature allows callers who are not DEFINITY AUDIX
subscribers to dial the DEFINITY AUDIX system directly, enter a subscriber’s
extension and a system-wide guest password, and leave a message in the
subscriber’s mailbox. The caller cannot access any messages in the
subscriber’s mailbox. If the Multilingual feature is administered for the subscriber
extension, it works the same for the caller using the guest password as it does
when calling the subscriber directly.
Since the Guest Password feature is handled within the DEFINITY AUDIX system
and does not involve the switch, it provides a convenient method for bypassing
normal call coverage paths to a subscriber and leaving a message. The guest
password also can be used to provide the call answer feature to DEFINITY
AUDIX subscribers who do not have an extension administered at the switch,
though this might be done more efficiently with an automated attendant.
To administer the Guest Password feature, enter the system-wide guest
password (up to 15 characters) on the System-Parameters Features screen.
Make sure the password is within the limits set by the Minimum Password
Length field on the same screen. You also must verify that extensions to be
called by guest callers have call answer (call-answer) permission on the
corresponding Subscriber screen.

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3

Feature Administration
Lucent INTUITY Message Manager

Issue 7
May 1999
3-17

Lucent INTUITY Message Manager
If you purchased the Lucent INTUITY Message Manager (IMM) feature, the
DEFINITY AUDIX system can be administered as a server on a Local Area
Network (LAN). Each PC (or client) that accesses the DEFINITY AUDIX server
must have the Lucent INTUITY Message Manager Client Software. INTUITY
Message Manager lets subscribers handle DEFINITY AUDIX messages from
their PC. Refer to Chapter 11, ‘‘Lucent Intuity Message Manager and LAN
Considerations’’, for more information.

Leave Word Calling (LWC)
The Leave Word Calling (LWC) feature is available only for the CL switch
integration method. This feature converts switch-generated LWC requests from
internal callers into DEFINITY AUDIX-generated standard-format LWC messages
requesting a return call and identifying the caller, extension, and time of call.
LWC must be administered at the switch to deliver LWC messages to the
DEFINITY AUDIX system. No specific DEFINITY AUDIX system administration is
required to use this feature.

Login Announcement
The Login Announcement feature allows selected subscribers to create a system
announcement that will be played whenever subscribers log in to the DEFINITY
AUDIX system. Permission may be assigned on a per-subscriber basis or by
class-of-service. Only one login announcement can be active at any time on the
system. The login announcement will go to all subscribers of the system and
probably should be recorded in all system languages.
NOTE:
A hearing-impaired user who uses only a Teletypewriter (TTY) for
communications with the DEFINITY AUDIX system will not see anything on
the TTY for a voiced login announcement. If there are TTY users on the
DEFINITY AUDIX system, it may be a good idea not to use the Login
Announcement feature. If a login announcement is going to be used, the
system administrator may want to send a TTY message to TTY users
informing them of the announcement.
The sender can use all of the normal delivery options, including future delivery,
and can specify an expiration date when the announcement is to be deleted
automatically from the system. The sender also can specify whether subscribers
can dial through the announcement or not.

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Feature Administration
Login Announcement

Issue 7
May 1999
3-18

Login announcements use the same mailbox as broadcast messages, but they
are not voice mail and cannot be forwarded or saved by subscribers and do not
generate message-waiting notification. Outcalling does not occur for these
messages. The message is played until it is deleted from the system, either
automatically at the specified expiration date or manually by logging in to the
DEFINITY AUDIX system using the broadcast mailbox extension and password.
The broadcast mailbox is associated with a phantom subscriber administered on
the Subscriber screen as described under the Broadcast Messages feature. This
subscriber is identified as the broadcast mailbox by a “y” in the Broadcast
Mailbox? field. The PERMISSIONS, Type field should be set only to “none” to
deny call answer permission for this subscriber.
When a subscriber with permission creates a login announcement, the message
is stored in the subscriber’s outgoing mailbox until the scheduled delivery time
when it is delivered to the broadcast mailbox. Prior to delivery, the subscriber can
change the message’s text and status. After the message is delivered to the
broadcast mailbox, it is no longer owned by the originator and cannot be
modified.
Only one login announcement can be in the broadcast mailbox at a time. The
login announcement can be purged prior to the expiration date by logging in to
the DEFINITY AUDIX system using the broadcast mailbox extension and
password. The login message is deleted automatically two days after the delivery
date unless otherwise specified on the Login Announcement Options menu.
The maximum length of individual messages is defined by each originator’s
maximum message length on the Subscriber screen. The size of the broadcast
mailbox is defined on the same screen. The broadcast mailbox extension
number is displayed on the System-Parameters Features screen. When you log in
to the broadcast mailbox, the login announcement is not played. The List
Measurements Feature screen includes information about login announcements
that are sent during its reporting period.
To administer login announcements:
1. Choose one of the following:
■

If permission to create login announcements is by class-of-service,
set permission to create login announcements (“login” or “both”) on
the appropriate Class of Service screen.

■

If permission to create login announcements is on a per-subscriber
basis, set permission to create login announcements (“login” or
“both”) on the Subscriber screen for each individual subscriber who
will have that permission.

2. Check the System-Parameters Features screen to see if a broadcast
mailbox exists and to identify its extension. If there is no broadcast
mailbox assigned, set up a phantom subscriber for the broadcast mailbox
on the Subscriber screen (see the broadcast messages feature for more
information).

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May 1999

Feature Administration
Login Announcement

3-19

To create a login announcement:
1. Using your touch-tone phone, log in to the DEFINITY AUDIX system, and
press 1 to record a message.
2. Record the message, and press
3. Press

#

#

to approve the message.

again to indicate that there are no additional recipients.

4. Press 9 to make the message a login announcement. In the Delivery
Options menu, you also can specify filing or future delivery. Press 4 to file
a copy of your login announcement. Press 3 to specify delivery some
time in the future.
5. Optionally, press * M to hear the second-level login announcements
options menu, then press 1 to make the announcement non-dial-through
or 2 to change the message expiration date from the default (two days
after delivery date) up to a year in the future. Press # as prompted to
approve your login announcement option changes and return to the
message options menu.
6. Press

#

in response to the voice prompts to approve the delivery options.

To change or delete a login announcement:
■

To change the message text or delivery instructions before the scheduled
delivery, log in to the DEFINITY AUDIX system using your touch-tone
phone, press 4 to check outgoing messages, and edit as you would for
any outgoing message. To change the login announcement status (such
as changing the message to a broadcast message), press the appropriate
selections at the Delivery Options menu and activate or deactivate options
as prompted. To change login announcement options (non-dial-through,
expiration date), press * M at the Delivery Options menu to hear the
Login Announcement Options menu and make changes as appropriate.

■

To purge the login announcement after the scheduled delivery but before
the expiration date, log in to the DEFINITY AUDIX system with the
extension and password of the broadcast mailbox extension, press 2 to
scan the mailbox to find the login announcement, and press * D to
delete it.

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Issue 7
May 1999

Feature Administration
Mailing List

3-20

Mailing List
The Mailing List feature allows DEFINITY AUDIX subscribers to create lists of
names or extensions to send voice mail to instead of addressing each recipient
individually. This is convenient for sending voice mail to groups who regularly
receive mail, such as members of a department or project. Lists can be
composed of individual subscriber names, extensions, and other lists. The
creator of a list also can designate it as public or private, and public lists are
available for use by other subscribers. Even if a list is public, only the owner of
the list can modify it.
No specific DEFINITY AUDIX system administration is required to use this
feature. However, you limit the maximum number of lists each subscriber is
allowed and the total number of entries in all lists for a subscriber on the
appropriate Class of Service screen for a group of subscribers or on the
Subscriber screen.

Message Delivery
The Message Delivery feature permits subscribers to send DEFINITY AUDIX
Voice Mail messages to any touch-tone telephone, anywhere in the world
(including someone’s home). This feature is an extension of the AMIS Analog
Networking feature. Message Delivery is an optional DEFINITY AUDIX feature
that is not included in the basic DEFINITY AUDIX system; you must purchase the
AMIS Analog Networking feature to use Message Delivery.
When delivering a message, the DEFINITY AUDIX system outcalls to the
specified recipient and plays a prompt five times before disconnecting. If the
Multilingual feature is enabled, this prompt will be in the System announcement
set. You may want to rerecord this prompt in all languages used on your system.
Refer to the announcement customization guide for each language.
After a subscriber has addressed a message delivery message, the DEFINITY
AUDIX system dials the recipient’s telephone number. A recording informs the
recipient that he/she has a message and should press 0 to listen to the
message. The DEFINITY AUDIX system then plays the message. You can choose
to administer any telephone numbers to which message delivery traffic is heavy.
For complete instructions and information on Message Delivery, refer to AMIS
Analog Networking , 585-300-512.

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Issue 7
May 1999

Feature Administration
Message Sending Restrictions

3-21

Message Sending Restrictions
The Message Sending Restrictions feature allows you to create as many as 15
communities within a DEFINITY AUDIX subscriber base and restrict the
communities to which individual communities can send voice mail. This feature is
activated or deactivated on the System-Parameters Sending-Restrictions screen;
it is initially off by default.
A grid showing sender communities (1 to 15 down the screen) and recipient
communities (1 to 15 across the screen) is displayed, and you enter an “r” at
each intersection on the grid where a sending community is restricted from
addressing a receiving community. For example, an “r” placed at the intersection
of sender community 1 and recipient community 2 on the grid restricts members
of community 1 from sending voice mail to members of community 2.
The default community for each machine is defined on the Machine screen. This
default can be overridden for individual subscribers on the Remote-Subscriber
screen.
The List Measurements Community screens display counts of the number of
messages sent and blocked for each community.

Multilingual
The Multilingual feature allows the system administrator to specify, for each
subscriber, any one of the installed announcement sets as their Login
Announcement Set. The subscriber’s Login Announcement Set defines the
language the subscriber uses when interacting with the DEFINITY AUDIX
system. The Multilingual feature also allows the subscriber to provide call answer
users with a choice between two languages for greetings and prompts when
interacting with the DEFINITY AUDIX system. The called subscriber’s Call
Answer Primary Announcement Set and Call Answer Secondary Announcement
Set determine the languages the call answer user can use after being forwarded
to the DEFINITY AUDIX system.
The Multilingual feature can provide messaging service to hearing-impaired
people on the same DEFINITY AUDIX system used for hearing people. An
announcement set using the tone-based protocol for Teletypewriter (TTY)
devices can be run simultaneously with verbal announcement sets. See the TDD
feature later in this chapter.
Lucent must turn on the Multilingual feature on the System-Parameters
Customer-Options screen by entering “y” (yes) in this field. The system
administrator must identify a “System” and an “Administrative” announcement
set on the System-Parameters Features screen.

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Feature Administration
Multilingual

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May 1999
3-22

The Multilingual feature is activated for each subscriber on the Subscriber
screen, or the feature may be administered per class-of-service on the Class of
Service screen for all subscribers assigned a given class-of-service. Complete
the following fields on either screen.
■

Login Announcement Set

■

Call Answer Primary Announcement Set

■

Call Answer Secondary Announcement Set

■

Call Answer Language Choice
If the Call Answer Language Choice field is “y” (yes), call answer
calls to the subscriber’s mailbox are greeted using the primary language
and the caller is instructed in the secondary language to enter *1 to switch
to the secondary language. If the Call Answer Language Choice
field is “n” (no), call answer calls to the subscriber’s mailbox do not have
the option of switching to the secondary language. If the Call Answer
Language Choice field is “y” (yes) for a subscriber, the subscriber may
not use the Multiple Personal Greetings feature.

If the Call Answer Language Choice field is “y” (yes) for a subscriber, the
subscriber can record personalized greetings in the languages listed as the
primary and secondary announcement sets on the Subscriber or Class of
Service screen. When recording their primary personal greeting, the subscriber
must instruct the caller to enter *1 to switch to the alternate language. If the
subscriber does not record a personal greeting, a system greeting in the chosen
language is played.
Automated Attendants are administered with the Call Answer Language Choice
field set to “n” (no) on the Subscriber or Class of Service screen. You can record
as many languages within the Automated Attendant as needed. Since you record
the Automated Attendant menu, an Automated Attendant is not limited to two
languages. Automated Attendants can use the Multiple Personal Greetings
feature as long as the Call Answer Language Choice field is set to “n” (no).

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Feature Administration
Multiple Personal Greetings

Issue 7
May 1999
3-23

Multiple Personal Greetings
The Multiple Personal Greetings feature allows subscribers to record and store
up to nine personal greetings and to activate as many as three of them at once
for different call types (internal/external, busy/no-answer, out-of-hours). For
example, one greeting can be activated for internal calls, a second for external
calls, and a third for out-of-hours calls. Alternatively, one greeting can be
activated for calls when the subscriber’s phone is busy, a second for when there
is no answer, and a third for after-hours calls. The Multiple Personal Greetings
feature is not available to subscribers that use the Multilingual feature and have
the Call Answer Language Choice field set to “y” on the Subscriber or
Class of Service screen.
Internal/external and busy/no answer call types are mutually exclusive; the
subscriber can specify separate greetings for internal and external calls or for
busy and no answer calls, but not for both call types or a combination of both call
types. Note that out-of-hours calls are answered with the out-of-hours greeting
regardless of whether the call is internal/external or busy/no-answer. Even if
subscribers choose not to provide separate greetings for different call types, the
multiple personal greetings feature is useful for setting up a library of different
personal greetings to activate for different occasions, such as during lunch or
while on vacation.
Since automated attendants and bulletin boards are technically DEFINITY AUDIX
subscribers who are administered via a Subscriber screen, this feature also can
be used to provide menu prompts for automated attendants and announcements
for bulletin boards that vary depending on whether the caller is an internal or
external caller and if the call is placed during normal business hours or not.
This feature, which is initially on by default, is activated or deactivated for the
entire system on the System-Parameters Features screen. All other administration
for multiple personal greetings is performed by individual subscribers using their
touch-tone telephones and the DEFINITY AUDIX voice menu prompts:
■

When multiple personal greetings are not activated, subscribers can
record a single personal greeting and activate it instead of the DEFINITY
AUDIX system greeting.

■

When multiple personal greetings are activated, subscribers can record
up to nine personal greetings (identified as greetings 1 through 9) and
activate any one of them at any time instead of the DEFINITY AUDIX
system greeting (identified as greeting 0). Subscribers also can specify
which call types (if any) to identify, and they can activate different
greetings (including the DEFINITY AUDIX system greeting) for each
identified call type. (You may need to increase mailbox sizes for individual
subscribers who use all nine greetings or who record lengthy personal
greetings.)

Several administrative rules apply for activating and deactivating the multiple
personal greetings feature:

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Multiple Personal Greetings

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When you activate multiple personal greetings on the System-Parameters
Features screen:
■

If a subscriber’s personal greeting has been recorded, it is saved as
greeting #1.

■

If the greeting was activated, it will be used for all call types.

■

If the greeting was not activated, the system greeting will be used for all
call types and greeting #1 will be inactive.

■

If no personal greeting was recorded, the system greeting will be used for
all call types.

When you deactivate multiple personal greetings on the System-Parameters
Features screen:
■

If a subscriber has recorded multiple greetings, greeting #1 is saved as
the personal greeting and greetings #2 through #9 are deleted.

■

If greeting #1 is active for each of the call types, it will remain active as the
personal greeting.

■

If greeting #1 is not active for all call types, the system greeting will be
activated and greeting #1 will be saved but as an inactive greeting.

Multiple personal greetings should be left on under most circumstances. The
only reason to deactivate multiple personal greetings is if you are running out of
message space and already have asked subscribers to delete unneeded
messages and greetings but still suspect that there are lots of greetings out
there.
NOTE:
If you deactivate multiple personal greetings, the space used by multiple
personal greetings is not freed up until the subscriber mailbox audit has
run. The subscriber mailbox audit runs automatically each night or can be
run manually using the Audit Mailboxes screen.

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Issue 7
May 1999

Feature Administration
Name Record by Subscriber

3-25

Name Record by Subscriber
The Name Record By Subscriber feature allows subscribers to record their
names in their own voices for use as a name fragment by the DEFINITY AUDIX
system in place of the name that you would normally record yourself. When you
enable this feature, subscribers who are new DEFINITY AUDIX users will be
directed by the DEFINITY AUDIX system to record their name when they log in for
the first time. Activating this feature will significantly decrease your workload.
Alternatively, you or any other subscriber with announcement control on the
Subscriber screen, still can record names for subscribers when the name record
by subscriber feature is active. In this case, subscribers are not prompted to
record their names when they first log in, since there is already a name recorded;
but, they still can change the recording to be in their own voices at any time. This
is convenient for allowing individual subscribers to either use the system-voiced
name or their own voices, depending on personal preference.
Subscribers will be able to change their name recording at any time when the
feature is active by pressing 5 at the DEFINITY AUDIX activity menu and then
following the voice prompts from the DEFINITY AUDIX subscriber administration
menu to re-record the name recording.
The recorded name is voiced by the DEFINITY AUDIX system when the
subscriber logs in and also when the subscriber’s name appears in a message
header, system greeting, message verification, name addressing confirmation,
and * * N directory request. This feature, which is initially on by default, is
activated for the entire system on the System-Parameters Features screen.

Online Help
The Online Help feature provides general or detailed help at the press of a
function key when you are using the DEFINITY AUDIX screens. There are three
levels of online help:
■

Path line help — Displays all legal commands that may be selected from
the current point in the path. This help information is displayed if CHOICES
or F6 is pressed when the cursor is on the PATH line.

■

Screen help — Displays information about the screen that is currently on
the terminal screen, including the screen’s purpose and the function key
commands that are valid for it. This help information is displayed if HELP
or F5 is pressed when a screen is displayed on the screen.

■

Help — Displays information about the field on which the cursor is
currently located on a displayed screen. This help information is displayed
when you press CHOICES or F6 .

No specific DEFINITY AUDIX system administration is required to use this
feature.

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Issue 7
May 1999

Feature Administration
Outcalling

3-26

Outcalling
The Outcalling feature allows the DEFINITY AUDIX system to call a subscriber on
the phone or a pager for message notification instead of, or in addition to,
notification by a MWI or stutter dial tone. This is useful for receiving DEFINITY
AUDIX messages at a home phone or at a phone in another business-related
location, or to program the DEFINITY AUDIX system to outcall to a paging
service and enter a callback number.
This feature is not recommended for use as an emergency pager since the
DEFINITY AUDIX system does not treat outcalling as its highest priority during
busy periods and may not be fast enough for emergency applications. If the
Multilingual feature is active on your system, the DEFINITY AUDIX system uses
the Login Announcement Set of the subscriber when it outcalls.
This feature, which is initially off by default, is activated or deactivated on the
System-Parameters Outcalling screen. Permission to use outcalling then can be
assigned on a per-subscriber basis or by class-of-service. You control the hours
during which outcalling is permitted (up to three periods each day), the
maximum number of ports that can be used simultaneously for outcalling, and
the maximum number of digits (up to 60) that subscribers can specify for the
outcalled number. Subscribers administer outcalling numbers and permissible
hours (the same as or a subset of the system’s permissible hours) using the
DEFINITY AUDIX voice menu.
To administer outcalling:
1. Activate outcalling and set up system outcalling restrictions using the
System-Parameters Outcalling screen.
2. Choose one of the following:
■

If permission to use outcalling is by class-of-service, activate
outcalling on the appropriate Class of Service screen.

■

If permission to use outcalling is on a per-subscriber basis, activate
outcalling on the Subscriber screen for each individual subscriber
who will have that permission.

3. Restart the system using the Reset System Reboot screen to activate
changes made on the System-Parameters Outcalling screen.
Outcalling uses any available ports, up to the maximum specified on the
System-Parameters Outcalling screen. Outcalling always selects the highest
numbered DEFINITY AUDIX ports first. You may want to limit outcalling during
prime hours to free more ports for other DEFINITY AUDIX system access.

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Feature Administration
Priority Messages

Issue 7
May 1999
3-27

The maximum number of digits subscribers can specify as their outcall number
can be limited to prevent subscribers from making long-distance calls.
Administrators should consider using this as a method of diminishing the risk of
toll fraud occurrences. (Refer to Chapter 10, ‘‘Ongoing System Security’’, for
more information about minimizing toll fraud.) The maximum number of digits is
60. The 60-digit maximum allows a DEFINITY AUDIX subscriber to program the
DEFINITY AUDIX system to outcall to a paging service, enter a mailbox id, and
enter a callback number. Limiting the number of digits may adversely affect
subscribers who want to have their pagers alerted through outcalling. A
subscriber can embed a “#” anywhere in the outcalling digit string since #s are
common delimiters for radio paging services.
The Lucent INTUITY Message Manager (IMM) audio interface uses Outcalling
ports to complete a call to a subscriber’s telephone. If you are using the IMM
feature with your DEFINITY AUDIX system, you may need to increase the number
of Outcalling ports.
See also ‘‘Priority Outcalling’’ in this chapter for information about using
outcalling for priority messages only.

Priority Messages
The Priority Message feature allows specified subscribers to send voice mail
marked priority to other DEFINITY AUDIX subscribers. Also, callers can specify a
call answer message as priority. Priority messages are delivered before other
new messages, and they are presented before any other new messages (except
broadcast messages) when the recipient logs in to the DEFINITY AUDIX system.
Priority messages are identified as such when heard; a priority message also can
be marked private.
Activate priority messaging on the appropriate Class of Service screens if
permission to create priority messages is by class-of-service or on the
Subscriber screen of individual subscribers if permission is on a per-subscriber
basis. The List Measurements Feature and List Measurements Subscriber
screens include information about priority messages sent during the specified
reporting periods.

Priority Outcalling
The Priority Outcalling feature allows subscribers to specify that outcalling calls
inform them of the delivery of priority messages only. Individual subscribers
activate or deactivate this feature using the DEFINITY AUDIX voice prompts. No
specific DEFINITY AUDIX system administration is required to use this feature.
However, the outcalling feature must be activated for the system on the
System-Parameters Outcalling screen, and subscribers must be administered to
use outcalling on the appropriate Class of Service screen or on individual
Subscriber screens.

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Feature Administration
Security Password

Issue 7
May 1999
3-28

Security Password
The Security Password feature prohibits unauthorized access to the DEFINITY
AUDIX system. It prevents nonsubscribers from accessing confidential
information, messages, and lists.
Password Aging requires subscribers to change their password at an interval
defined by the system administrator. Password Aging enhances overall system
security and helps protect against toll fraud by making the DEFINITY AUDIX
system less vulnerable to break-ins.
Administer Password Aging on the System-Parameters Features screen. Turning
Password Aging on immediately expires all passwords. Also, the system
administrator can expire all passwords at any time by turning Password Aging
off, then on again. The Password expiration interval field specifies the number of
days that a password is active on the DEFINITY AUDIX system. The Minimum
age before change field specifies the minimum number of days which must pass
before a subscriber can change his/her password after a successful change.
The expiration warning field specifies the number of days prior to password
expiration the system notifies the user of impending expiration.
If Password Aging is active, the system administrator can force the expiration of a
subscriber’s password by entering “e” in the password field of the Subscriber
screen.

System Clock
The System Clock feature provides a real-time clock that is used to issue a time
and date stamp for messages and for message scheduling. This clock can either
be manually set or synchronized with the switch on the Set Time screen.

TDD
The DEFINITY AUDIX system offers the tdd announcement set for use with a
Teletypewriter (TTY) for hearing-impaired users. The Americans With Disabilities
Act (ADA) encourages employers to make reasonable accommodations for
employees with disabilities, including employees who are hearing-impaired. The
Multilingual feature makes it possible to provide the tdd announcement set on the
same DEFINITY AUDIX system as voice announcement sets, satisfying the
messaging needs of both groups of users with one system.
Install the tdd announcement set on your DEFINITY AUDIX system as you would
any other announcement set (the tdd announcement set is a purchasable
option). The tdd announcement set requires more storage space than any of the
other announcement sets. Check the amount of space available on the List
Measurements Load Day screen to ensure that there is enough disk space to
install the announcement set and still have adequate voice text storage space.

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Feature Administration
TDD

3-29

The documentation shipped with the tdd announcement set provides an estimate
of the number of blocks of storage the announcement set occupies on the
system.
Assign the tdd announcement set to users either on the Class of Service screen
or on the Subscriber screen. The tdd announcement set can be the Login
Announcement Set, the Call Answer Primary Announcement Set, or the Call
Answer Secondary Announcement Set.
There are several considerations when deciding how to administer the
Multilingual feature and call coverage for the hearing-impaired TTY user. For
example:
■

Do you expect the hearing-impaired person to receive voice calls?

■

Does the person have sufficient hearing ability to listen to voice
messages?

■

Is your company able to provide call coverage to a TTY translator service
for hearing-impaired users who cannot listen to voice messages?

It may be more practical to set the Multilingual feature Call Answer Language
Choice field to “n” (no) on the Subscriber or Class of Service screen unless both
the primary and secondary announcement sets are tdd (such as U.S. English tdd
and another tdd-based language which may be available in the future).
In the example below, Mary Jones has no hearing and does not speak; and her
company has an in-house TTY translation service to handle incoming voice calls.
The Call Answer Language Choice field is set to “n” (no) for Mary, and she
has one personal greeting.
The system administrator, or another speaking person, records the first part of
Mary’s personal greeting which is very short. If the tdd announcement set is the
Login Announcement Set for Mary Jones, the greeting prompts are in TTY; in
which case, the speaker removes the handset from the TTY acoustic coupler
when the GA prompt displays on the TTY, voices the greeting, and then returns
the handset to the acoustic coupler either to record the TTY part of the greeting
or to await more prompts.
The following could be the voice part of a greeting recorded for Mary Jones:

“This mailbox belongs to a hearing-impaired user, Mary Jones. To leave
a voice message, press zero now.”

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Feature Administration
TTY Automated Attendant

Issue 7
May 1999
3-30

Pressing zero would send the caller to the extension of a hearing person who can
transcribe voice messages to TTY messages and send them to the mailbox of
Mary Jones. The transcriber needs to be administered as a covering extension
on the Subscriber screen for this arrangement. The second part of Mary’s
personal greeting is in TTY, probably recorded by Mary or the person who
recorded the voice part of the greeting. The TTY part of the greeting needs to be
recorded during the same recording session as the voice part. (In other words,
Mary’s greeting contains both voice and TTY. The voice part is first and very
short so that it does not cause a delay in the TTY greeting seen by the TTY caller.
The TTY part immediately follows the voice part.)
The above example illustrates one possible scenario for administering the TTY
user. Consider the TTY user’s needs, the requirements of his or her job, and call
coverage capabilities available at your company.

TTY Automated Attendant
You can create TTY automated attendants using the tdd announcement set. You
need a TTY to administer the TTY automated attendant menus (available from
any Lucent Product Representative); a TTY with a buffer is recommended
because you will want to edit the menu before downloading it to the DEFINITY
AUDIX system. It also is recommended that you have the tdd announcement set
running when you administer the automated attendant menus. If the tdd
announcement set is not running when you record an automated attendant
menu, you can put your ear to the handset resting in the acoustic coupler to hear
the spoken DEFINITY AUDIX announcements. If you are not familiar with using a
TTY, refer to the user’s guide that came with the TTY.
Refer to the Automated Attendant feature earlier in this chapter for instructions on
setting up an automated attendant. Instead of recording the attendant menu
using the telephone, you type the menu using the TTY keyboard. Also, refer to
Chapter 9, ‘‘Automated Attendant’’, for more detailed instructions on automated
attendants. It is strongly recommended, but not required, that you have separate
telephone numbers for TTY automated attendants and for voiced automated
attendants. Otherwise, TTY users may see either nothing or unreadable
characters resulting from voice prompts or greetings, and hearing users may
encounter some TTY messaging noise.

Mode Synchronization. TTYs use the Baudot communications protocol in which
the same five-bit code can represent either a letter or a non-alphabetic
character, such as a number or figure. (For example, the binary code 00001 is
both the letter E and the number 3.) This sharing of five-bit codes is made
possible by having two modes, a letters mode and a numbers/figures mode.

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TTY Automated Attendant

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If a receiving TTY is set to letters mode (by receiving the five-bit code 11111),
then the TTY assumes all subsequent five-bit character codes received are
letters. By contrast, if a receiving TTY is set to numbers/figures mode (by
receiving the five-bit code 11011), then the TTY assumes all subsequent five-bit
character codes received are numbers and figures. This is important; when a
TTY is not in the same mode as the device that is transmitting to it, the characters
that display on the receiving TTY will make no sense to the user.
All DEFINITY AUDIX tdd announcements contain the appropriate mode reset
codes to ensure that the receiving TTY stays mode-synchronized with the
DEFINITY AUDIX system during menu playback. It is, however, the system
administrator’s responsibility to ensure mode synchronization when recording
TTY menus.
Some TTYs have both a letters key and a numbers/figures key for switching to the
indicated mode. If the first character in a menu is a letter, press the letters key
before you type anything else; or, if the first character in a greeting is a number or
figure, press the numbers/figures key before you type anything else.
Most TTYs do not have a letters key and a numbers/figures key. If you do not
have separate letters and numbers/figures keys, synchronization of modes is
less convenient but can be accomplished in the following way:
■

If the first character you need to type is a letter, enter a slash (/); then
press the space bar a few times before you start typing. This causes the
system to reset to letters mode.

■

If the first character you need to type is a number or figure, type x; then
press the space bar a few times before you start typing. This causes the
system to reset to numbers/figures mode.

General guidelines on generating menus. TTY users need to use both the TTY
keyboard and the touch-tone telephone keypad. The instructions contained in
automated attendant menus must make it clear which device to use. You might
want to use dial when the user needs to use the telephone keypad and type
when the user needs to use the TTY keyboard.
When using a TTY to type directly to the DEFINITY AUDIX system, the DEFINITY
AUDIX system captures and preserves any hesitations in typings, misspellings,
and so on. For this reason, it is recommended that system administrators use a
TTY with a built-in buffer and completely edit the menu before calling the
DEFINITY AUDIX system to download the buffer. Refer to your TTY user’s guide
for instructions on editing and downloading the TTY buffer.

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Issue 7
May 1999

Feature Administration
Traffic Reports

3-32

Traffic Reports
The Traffic Report feature provides subscriber, community, feature, and port
activity measurements for a DEFINITY AUDIX system, AMIS Analog Networking,
and Message Delivery by the hour, day, or month. This information is used to
monitor actual system use and determine if an appropriate level of service is
being provided.
Traffic data collection is activated or deactivated on the System-Parameters
Features screen. The prime collection hours (your normal business hours) also
are defined on this screen. Collection instructions, including the types of
information to collect and for what periods, are specified on the individual
Measurements screens that produce and display the reports.
Refer to Chapter 8, ‘‘Traffic Reports’’, for information about administering and
using DEFINITY AUDIX traffic system reports.

Transfer into AUDIX
Transfer into AUDIX is both a switch feature and a DEFINITY AUDIX feature. If
your AUDIX system uses enhanced transfer out of AUDIX, a covering user can
transfer the calling party directly into the called subscriber’s mailbox for Call
Answer treatment. This capability is not available with basic transfer. However, a
covering user still can accomplish a transfer into mailbox indirectly by re-entering
the called subscriber’s extension.
For more information on this feature, refer to DEFINITY AUDIX System — Feature
Descriptions, 585-300-206.

Transfer Out of AUDIX
The Transfer Out of AUDIX feature allows a DEFINITY AUDIX subscriber who
calls the DEFINITY AUDIX system (or any caller who is redirected to the
DEFINITY AUDIX system) to use the * T (Transfer) command to exit and
transfer to any extension given permission on the transfer-dialplan screen.
Call transfer is used to transfer out of the DEFINITY AUDIX system to another
extension. Call transfers out of AUDIX can be completed only to numbers you
have administered on the transfer-dialplan screen. There are two types of call
transfer: basic and enhanced. Depending on your hardware and choice of port
emulation, Basic Call Transfer may be available with either kind of switch
integration. Enhanced Call Transfer is available only with Control-Link switch
integration. Use the System-Parameters Feature screen to define the TRANSFER
TYPE.

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Transfer Out of AUDIX

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Call Transfer Dialplan
Before you can enable transfer out of the AUDIX system, you must have filled in a
transfer dialplan. This form gives you control in detail over user call transfers and
helps to prevent toll fraud. Once filled in, this form specifies extensions to which a
caller may transfer. Callers may not transfer to unincluded extensions nor to
extensions expressly prohibited on the form. You may want, for example, to forbid
call transfer to extensions beginning with “9” if this number causes access to an
outside line.
Use the change transfer-dialplan screen to prepare for transfers out of the AUDIX
system.
To write a transfer dialplan:
1. Access AUDIX Administration and enter the command: ch tr (for change
transfer-dialplan). The TRANSFER DIALPLAN screen appears. On the
screen are two headings. Each heading appears over a matrix within
which you are to enter mailbox extension numbers.
2. As you enter the screen, the cursor is in the first position under the
heading that calls for permitted extension numbers. In this position and in
positions to the right of and below this first position, enter numbers with
these characteristics:
■

Each entry must represent extensions to which it is safe for any
caller to be transferred.

■

Each entry must be as long as a valid mailbox extension for this
system.

■

Each entry must begin with a number. Subsequent digits may be
represented by an “X” or “x” which can be taken to mean “any
number.” Consequently, the entry “7XXXX,” means “any number
between 70000 and 79999.”

■

No X/x can precede a number.

■

No two permitting entries can overlap each other.

3. Move the cursor to the first position under the heading that calls for
restricted extension numbers. In this position and in positions to the right
of and below this first position, enter numbers with these characteristics:
■

Each entry must represent extensions to which transfer from the
AUDIX system should be forbidden.

■

Each entry must be as long as a valid mailbox extension for this
system.

■

Each entry must begin with a number. Subsequent digits may be
represented by an “X” or “x” which can be taken to mean “any
number.” Consequently, if 7XXXX is permitted, but 75XXX is
restricted, one can transfer from AUDIX to any number beginning
with “7” except for numbers between 75000 and 75999.

■

No X/x can precede a number.

■

No two restricting entries can overlap each other.

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Issue 7
May 1999

Feature Administration
Transfer Out of AUDIX

3-34

Basic Call Transfer
Basic Call Transfer uses a switchhook-flash method to send the transfer
command over voice ports. The DEFINITY AUDIX system goes off-hook, waits for
a dial-tone, dials the transfer number, then waits again for the connection to
complete. If the called number is busy, callers will hear nothing and must hang
up (callers are not automatically returned to DEFINITY AUDIX).
Basic call transfer out of the DEFINITY AUDIX system is activated or deactivated
on the System-Parameters Features screen. When this feature is disabled, the
return call, Escape to Attendant, and Automated Attendant features also are
disallowed because these features rely on call transfer capability. Call transfer is
limited to numbers given permission to transfer on the transfer-dialplan screen.
See Chapter 10, ‘‘Ongoing System Security’’ for more information.

!

WARNING:
Your system is more susceptible to toll fraud with Basic Call Transfer than it
is with Enhanced Call Transfer. Refer to Chapter 10, ‘‘Ongoing System
Security’’, for more information on guarding your system against toll fraud.

Enhanced Call Transfer
With Enhanced Call Transfer, the DEFINITY AUDIX system collects all the
relevant data and sends it to the switch using a transfer message. Since
Enhanced Call Transfer allows transfer requests only to valid extensions on the
switch, callers attempting to place unauthorized long-distance calls by
transferring out of the DEFINITY AUDIX system will hear a message stating that
the number they dialed is not a valid extension and their transfer request is
denied.
Enhanced Call Transfer offers the following features:
■

The transfer is quick.

■

There are two Transfer Types that apply when the caller presses 0 to
escape to the operator after being forwarded to the DEFINITY AUDIX
system:
— enhanced_no_cover_0 treats the call as a redirected call. The
call will not be subject to call coverage or call forwarding as
defined for the specified destination extension.
— enhanced_cover_0 treats the call as a direct call providing call
coverage and call forwarding as defined for the destination
extension.

■

If the call fails (i.e., the called extension is busy or an invalid number is
entered), the DEFINITY AUDIX system reports the failure condition to the
caller.

DEFINITY AUDIX System Administration 585-300-507

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Issue 7
May 1999

Feature Administration
Voice Mail
■

3-35

A failed transfer is not abandoned. Instead:
— All callers may request another transfer by pressing

*

T

again.

— Callers who have been redirected to the DEFINITY AUDIX system
through Call Answer and cannot complete a transfer still can leave
a message for the called party.
— Callers who dialed the DEFINITY AUDIX system directly and cannot
complete a transfer are returned to the previous DEFINITY AUDIX
activity.
■

A transfer attempt does not return to the DEFINITY AUDIX system under
two conditions
— A call reaches an unattended phone and no call-coverage is
available (the phone rings indefinitely).
— The system administrator specifies, on a system-wide basis, that
calls transferred to the switch are to be treated as redirected calls
(enhanced_no_cover_0 in the Transfer Type field). This applies
when the caller presses 0 or *0 to escape to the operator after
being forwarded to the DEFINITY AUDIX system. If the call is
redirected, the call will not be subject to call coverage or call
forwarding as defined for the specified destination extension. Thus,
if the destination is busy or forwarded (including Send-All-Calls);
the transfer will fail and the switch will reconnect the caller to the
DEFINITY AUDIX system. The system then prompts the caller for
alternative actions. Call transfer is limited to numbers given
permission to transfer on the transfer-dialplan screen. See Chapter
10, ‘‘Ongoing System Security’’ for more information.
NOTE:
Enhanced Call Transfer is an effective way to prohibit callers from
transferring out of the DEFINITY AUDIX system and placing unauthorized
long-distance phone calls (also known as toll fraud).

For more information on the call transfer feature and related system security
issues, refer to Chapter 10, ‘‘Ongoing System Security’’.

Voice Mail
The Voice Mail feature allows subscribers to record messages for delivery to
other subscribers’ voice mailboxes. This is different from call answer, where a
caller (subscriber or not) is transferred into the DEFINITY AUDIX system to leave
a message for a subscriber who does not answer his or her phone. No specific
DEFINITY AUDIX system administration is required to use this feature.

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Feature Administration
Voice Mailbox

Issue 7
May 1999
3-36

Voice Mailbox
The Voice Mailbox feature provides a storage area on the DEFINITY AUDIX hard
disk where subscriber messages are stored. DEFINITY AUDIX subscribers are
automatically assigned a voice mailbox when administered on the Subscriber
screen. Each subscriber controls access to his or her voice mailbox with a
password.
The system administrator controls characteristics of the voice mailbox such as
the sequence of messages for playback, the length of time to store messages,
and the amount of disk space assigned for the mailbox. This administration is
performed either on the appropriate Class of Service screen for all subscribers
assigned a given class-of-service or directly on the Subscriber screens of
individual subscribers.

DEFINITY AUDIX System Administration 585-300-507

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Issue 7
May 1999

Ongoing Preventive Maintenance
Overview

Ongoing Preventive Maintenance

4-1

4

This chapter describes your ongoing maintenance responsibilities as an
administrator. It lists administrative tasks that must be performed on a regular
basis to ensure that your system is running efficiently and to thwart potential
problems through early diagnosis.

Overview
Preventive maintenance that you perform on a regular basis is the key to
problem-free operation and a major part of your responsibility as a DEFINITY
AUDIX system administrator. Preventive maintenance tasks range from checking
alarm logs and taking corrective action to monitoring system performance and
projecting your company’s future DEFINITY AUDIX system capacity
requirements based on current usage and expected growth.
It is very important that you establish a regular routine for performing
administrative maintenance. Problems that tend to compound themselves can be
identified and corrected early when maintenance is performed regularly, and
information that is collected for analysis will be more reliable if samples are
compared for identical collection periods.
Preventive maintenance tasks that must be performed on a daily, weekly, and
monthly basis are described in this chapter. These are followed by tasks you can
perform on an as-needed or periodic basis to measure your system’s
performance efficiency and project future capacity requirements.

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Issue 7
May 1999

Ongoing Preventive Maintenance
Your Responsibility as an Administrator

4-2

Your Responsibility as an
Administrator
Responsibility for maintaining your DEFINITY AUDIX system is split between you
and other Lucent organizations as follows:
■

The Lucent Technical Service Center (TSC) is responsible for remote
maintenance on your machine in response to system alarms that are sent
to the TSC by your DEFINITY AUDIX system. While responding to these
alarms, TSC personnel will also respond to error log information they
notice that could help prevent further problems, but they do not routinely
check your error logs except when responding to alarms. If you choose to
turn off alarm origination or otherwise prevent incoming maintenance
logins, the TSC cannot be responsible for remote maintenance of your
system.

■

You are responsible for the daily, weekly, and monthly tasks described in
this chapter, which include backing up filesystems and responding to
errors reported in the system administration log.

Daily Preventive Maintenance Tasks
Perform the following preventive maintenance tasks each day, preferably the first
thing every morning:
1. Log in to the system at your administration terminal.
2. Check the status line for system alarms (major, minor, and warning).
If the status line displays M, m, w, or A, alarms are present. Check the
Alarm Log and the Administration Log for local errors as described in
Chapter 7, ‘‘Alarms, Logs, and Audits’’.
3. Check the status line for system threshold alarms (lower, middle, or upper)
as described in Chapter 7, ‘‘Alarms, Logs, and Audits’’. This chapter
suggests corrective actions you might consider implementing.
4. Monitor DEFINITY AUDIX system traffic by reviewing the traffic reports for
the current day and previous day:
— list measurements feature day
— list measurements load day
— list measurements special-features day
These reports, described in Chapter 8, ‘‘Traffic Reports’’, provide a wide
range of information about how your DEFINITY AUDIX system is being
used and how efficiently it is performing. Study the reports with a critical
eye, looking for problems and potential problems that may be gleaned
from report statistics. When you do this every day, discrepancies from
normal traffic patterns will be easy to spot.

DEFINITY AUDIX System Administration 585-300-507

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Issue 7
May 1999

Ongoing Preventive Maintenance
Weekly Preventive Maintenance Tasks

4-3

Weekly Preventive Maintenance Tasks
Perform the following preventive maintenance tasks each week:
1. Back up appropriate data on a removable tape or MO disk.
The critical filesystems are backed up automatically each night or each
week. Normally, you will not have to back up any extra data. Refer to
Chapter 6, ‘‘Ongoing Data Administration’’, under ‘‘Backing Up
Filesystems and Subdirectories’’, for information about backup
suggestions for individual filesystems.
2. Release 3.2 and earlier releases use a removable tape for the backup
medium. When a removable tape is full, the DEFINITY AUDIX system
rewinds to the beginning of the tape, and does the indicated backup(s),
removing all previous backups. To prevent all previous backups from
being deleted, you may want to swap out this tape with a new one before it
fills up. Refer to Chapter 6, ‘‘Ongoing Data Administration’’ for instructions
on replacing the removable tape when it becomes necessary.
Release 4.0 uses an MO disk for the backup medium. This MO disk can
also become full. However, when the disk is full the DEFINITY AUDIX
system attempts to reuse space from the oldest backup of the same type
as the one being performed. It always leaves at least one backup of the
same type on the MO disk. If it cannot overwrite the same type of backup,
it reports an alarm. In this case you will need to replace the MO disk. Refer
to Chapter 6, ‘‘Ongoing Data Administration’’ for instructions on replacing
the MO disk.
3. If your DEFINITY AUDIX system is new or if you have recently added a
number of subscribers, monitor DEFINITY AUDIX port usage and capacity
to determine if your system is providing an acceptable grade of service. It
is recommended that you monitor port and disk usage regularly and plot it
over time to anticipate a need for additional ports or a larger disk.
For more information about port capacities, refer to Chapter 8, ‘‘Traffic
Reports’’.

DEFINITY AUDIX System Administration 585-300-507

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Ongoing Preventive Maintenance
Monthly Preventive Maintenance Tasks

Issue 7
May 1999
4-4

Monthly Preventive Maintenance
Tasks
Perform the following preventive maintenance tasks each month:
1. Check system limits and update as necessary.
System limits, which define system-wide parameters such as the
maximum number of subscribers allowed, the total number of messages
allowed across all subscriber mailboxes, and the total number of lists
allowed per subscriber are defined on the System-parameters Limits
screen.
System limits parameter information should be updated each month to
reflect your actual operation, and even more frequently during the initial
months of system operation when new subscribers and features are
added to the system and system activity increases. You must monitor
limits carefully since disk space is limited.
2. If you are not monitoring DEFINITY AUDIX port and disk usage and
capacity on a weekly basis, do so on a monthly basis to determine if your
system is providing an acceptable grade of service and to plan for future
growth.
3. With 3.2 and earlier releases, clean the removable tape on an as-needed
basis. Your DEFINITY AUDIX system came with a tape-cleaning kit that
you can use occasionally to keep your tape in good shape.

DEFINITY AUDIX System Administration 585-300-507

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Issue 7
May 1999

Ongoing Subscriber Administration
Overview

Ongoing Subscriber Administration

5-1

5

This chapter describes subscriber administration that is performed as required
during normal DEFINITY AUDIX system operation.

Overview
Ongoing subscriber administration includes administrative activities that you
must complete daily as well as some that you must complete only occasionally.
Many of these procedures may have been performed already during the initial
administrative phase (for example, adding subscribers to the system).
Either you or Lucent add the initial set of subscribers to the system during the
initial phase, but personnel changes within your company will require that you
also add and remove subscribers on a continuing basis. There are also
procedures described in this chapter that were not described in previous
chapters (for example, changing subscriber names).
There are two general categories of ongoing subscriber administration — routine
administration and problem solving:
■

Routine subscriber administration involves activities such as adding and
removing subscribers and changing their passwords, names, and
extensions.

■

Problem solving can involve anything from answering simple questions
about using the DEFINITY AUDIX system to determining why a subscriber
is not able to create messages.

A sample subscriber change-request form is shown in Appendix A,
‘‘Communicating with Subscribers’’, to give you one way in which subscribers
can communicate their problems to you.

DEFINITY AUDIX System Administration 585-300-507

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Ongoing Subscriber Administration
Adding New Subscribers

Issue 7
May 1999
5-2

Adding New Subscribers
After the initial group of subscribers has been added, you must still regularly add
subscribers as new employees join your company or existing employees without
DEFINITY AUDIX service are added. Adding a subscriber involves assigning the
individual a login and (optionally) a password, defining a set of permissions
called class of service options that control the individual’s DEFINITY AUDIX
service, and (optionally) recording the subscriber’s name as it will be spoken by
the DEFINITY AUDIX system.
Use your administration terminal to add subscriber information (name, extension,
password, and service options) to the DEFINITY AUDIX system.
Perform the following steps to add new subscribers:
1. Inform the switch administrator that new subscribers are being added and
that call coverage paths need to be established for them. DEFINITY
AUDIX system switch administration requirements are described in
Chapter 2, ‘‘Preparing for DEFINITY AUDIX System Operation’’.
2. Add subscriber information (name, extension, and service options) to the
DEFINITY AUDIX data filesystem.

Use the Subscriber screen to add new subscribers to the DEFINITY AUDIX
system. Refer to the DEFINITY AUDIX System Screens Reference for a
complete description of this screen.
Alternatively, you may use the AUDIX Administration and Data Acquisition
Package (ADAP) to enter new subscriber information directly into the
DEFINITY AUDIX directory database. This is convenient for entering a large
number of subscribers since you can enter them as a group instead of
entering them individually on the Subscriber screen. Refer to AUDIX
Administration and Data Acquisition Package, 585-302-502, for more
information about using ADAP.
3. Assign subscribers an initial password that is less than the minimum
password length defined on the System-Parameters Features screen.
When the subscriber logs on to the DEFINITY AUDIX system for the first
time, he or she then will be forced by the DEFINITY AUDIX system to enter
a new password that is at least as long as the required minimum. This is a
good way to ensure that subscribers do not continue using the default
password you assign them initially. Also if the Password Aging feature is
active, subscribers will be required to change their password according to
the Password expiration interval defined on the System-Parameters
Features screen.

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May 1999

Ongoing Subscriber Administration
Adding New Subscribers

5-3

4. If none of the predefined classes of service meet a particular subscriber’s
needs, you can customize the subscriber’s service options by assigning a
class of service and then changing information via the Subscriber screen.
The subscriber’s service options then are independent of the assigned
class of service and will not be updated by changes made to any Class of
Service screen. For more information about classes of service, see
‘‘Evaluating Subscriber Classes of Service’’ in this chapter.
5. Either you or the subscriber must make a voice recording of the
subscriber’s name for use as a voice fragment that the DEFINITY AUDIX
system speaks during call answering. If the Name Record By Subscriber
feature is used, the DEFINITY AUDIX system will prompt subscribers to
speak their own names the first time they log in. It is recommended that
you activate this feature since it will significantly decrease your workload.
Otherwise, you must record all of the subscriber names yourself. Refer to
‘‘Creating and Changing Subscriber Name Recordings’’ below for
instructions on recording subscriber names.
6. If you enter a large number of subscribers, you may want to manually
back up the names filesystem when you are finished. This data is normally
backed up automatically each Sunday, but you may want to protect your
work in the interim if you have recorded name fragments for a large
number of users. To perform a demand backup of the subscriber names
data, execute the save weekly command. You also may want to back up
system data, though your exposure to data loss is not as great because
the system data filesystem is backed up automatically each night.
However, to perform a demand backup of system data, execute the save
nightly command. Refer to ‘‘Backing Up Filesystems and Subdirectories’’
in Chapter 6, ‘‘Ongoing Data Administration’’, for more information about
manually backing up data.
NOTE:
The next step is not necessary if you are using the CL switch
integration method.
7. If you are using the Display Set mode of switch integration, run the
switch-names audit once you have added all of the new subscribers. This
audit can take anywhere from 5 to 30 minutes and will not impact system
performance in any significant way. The audit matches each voice name
with a valid local or remote subscriber on the switch. For more information
about audits, refer to Chapter 7, ‘‘Alarms, Logs, and Audits’’.
You may add each subscriber as the request to do so comes in, or you may
prefer to wait until you have several requests and then add a group of
subscribers. In any case, you should notify new subscribers once they have
been given service and, if you have assigned a default password, inform each
subscriber of the password.

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May 1999

Ongoing Subscriber Administration
Creating and Changing Subscriber Name Recordings

5-4

Creating and Changing Subscriber
Name Recordings
Even if Lucent personnel added subscribers during the initial administration
phase, you (or the subscriber) must still record voiced name fragments for each
subscriber. Lucent does not make these recordings during initial administration.
The subscriber name recording is the spoken name you record for each
DEFINITY AUDIX subscriber. This fragment is spoken by the DEFINITY AUDIX
system during call answering, such as “Your call is being answered by AUDIX.
John Jones is not available.” The first fragment (Your call is being answered by
AUDIX.) and the third fragment (is not available.) are DEFINITY AUDIX system
fragments; the second fragment (John Jones) is the subscriber’s recorded name
fragment.
You have two options for recording subscriber name fragments:
■

Have subscribers record their own name recordings — the recommended
option.
The name record by subscriber feature must be activated on the
System-Parameters Features screen. When this feature is active,
subscribers will be prompted the first time they log on to voice their name
for use as a name fragment. However, if you choose to record subscriber
names before they log in for the first time, they will not be prompted to
record their name but will have the option of doing so using the DEFINITY
AUDIX subscriber administration voice menu.

■

Record them yourself in a voice that sounds similar to the one in which the
DEFINITY AUDIX system fragments were recorded.
Record subscriber names using the extension that has announcement
control permission.
1. Log in to the DEFINITY AUDIX system using your touch-tone
telephone.
2. Access the administrative menu.
3. Identify the subscriber’s extension.
4. Speak the name in response to DEFINITY AUDIX voice prompts.
The procedure for changing subscriber name recordings is the same as
for creating the recording: you simply record over the old recorded name
using the same procedure. If the Name Record by Subscriber feature is
activated, subscribers can select options from the DEFINITY AUDIX voice
menu to re-record their names. Typically, you would do this when a
subscriber has married and changed her name, for example, or when a
subscriber is not satisfied with the pronunciation or quality of the name
recording. Additionally, a subscriber might like to re-record his/her name
to include certain status information like, “John Jones on vacation until
October 10,” or “Mary Smith out on business until November 1."

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Ongoing Subscriber Administration
Removing Subscribers

5-5

If you do not use the Name Record By Subscriber feature (or want to record the
names initially even though you will allow subscribers to change the recording),
perform the following steps to create or change a subscriber’s name recording:
1. Dial the DEFINITY AUDIX system extension.
2. Enter your extension (the one that has announcement control permission)
followed by the pound sign # when prompted.
3. Enter your password followed by the pound sign
4. Press

9

to perform system administration.

5. Press

4

to record a subscriber’s name.

#

when prompted.

6. Enter the extension of the subscriber whose name you are about to record
followed by the pound sign # when prompted.
7. Speak the subscriber’s name clearly when prompted.
8. Press

#

to signify the end of the recording.

9. When you are finished with this subscriber, choose one of the following:
■

Repeat steps 6 — 8 for each additional subscriber to be added.

■

Press * R to return to the activity menu, or just hang up to exit
from the DEFINITY AUDIX system.

Removing Subscribers
Removing a subscriber means deleting the subscriber’s name and extension
from the system directories and the subscriber’s name fragment from the names
filesystem. You need to remove subscribers any time they leave your company or
no longer require DEFINITY AUDIX service. This process requires fewer steps
than adding a subscriber because both the name fragment and the subscriber’s
name and extension records can be removed in one step.

Use the Subscriber screen to remove DEFINITY AUDIX subscribers. Refer to
the DEFINITY AUDIX System Screens Reference for a complete description of
this screen.
After the subscriber is removed, all records pertaining to the subscriber are
deleted automatically by DEFINITY AUDIX audits that are executed every Friday
night. For more information about audits, see Chapter 7, ‘‘Alarms, Logs, and
Audits’’.

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Ongoing Subscriber Administration
Reassigning Subscriber Default Passwords

Issue 7
May 1999
5-6

Reassigning Subscriber Default
Passwords
If subscribers forget their passwords, you must reassign a default password to
allow them to again log in to the DEFINITY AUDIX system. The subscriber then
should change the default password to a unique, personal password.

Use the Subscriber screen to reassign default passwords. Refer the DEFINITY
AUDIX System Screens Reference for a complete description of this screen.
Although reassigning a default password is simple, it is time-consuming for you.
Therefore, ask subscribers to choose passwords that are easy for them to
remember (but not easy to decode by others).

Unlocking Locked Subscriber Logins
For security purposes, the DEFINITY AUDIX system accepts only three
unsuccessful login attempts per subscriber session (call to the DEFINITY AUDIX
system) before disconnecting. The DEFINITY AUDIX system also monitors the
number of unsuccessful consecutive login attempts per subscriber. If this
number exceeds the number defined on the System-Parameters Features
screen, the DEFINITY AUDIX system locks out that subscriber’s login ID, thus
preventing further system access. The subscriber cannot access the DEFINITY
AUDIX system until you unlock the subscriber’s login.

Use the Subscriber screen to unlock subscriber logins. Refer to the DEFINITY
AUDIX System Screens Reference for a complete description of this screen.
NOTE:
If a subscriber is repeatedly being locked out of the DEFINITY AUDIX
system, some unauthorized person may be attempting to tamper with that
subscriber’s mailbox. Report this to the subscriber’s manager or to your
company security office before unlocking the login ID. In addition, if the
unsuccessful login attempts have been made from an extension other than
that of the owner of the mailbox, the Administration Log will contain
information about the break-in attempts.

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May 1999

Ongoing Subscriber Administration
Changing a Subscriber’s Name or Extension

5-7

Changing a Subscriber’s Name or
Extension
Subscribers may request that their names be changed in the system directory for
a variety of reasons, or they may be assigned a different extension.

Use the Subscriber screen to change subscriber names or extensions in the
DEFINITY AUDIX directory. Refer to the DEFINITY AUDIX System Screens
Reference for a complete description of this screen.
Alternatively, you may use ADAP to change subscriber information directly in
the DEFINITY AUDIX directory database. Refer to AUDIX Administration and
Data Acquisition Package, 585-302-502, for more information about using
ADAP.
If you change a subscriber’s name, you or the subscriber must record a new
name fragment over the subscriber’s existing name fragment to reflect this
change. Refer to Creating and Changing Subscriber Name Recordings earlier in
this chapter for instructions.
Names or extensions may be changed without disrupting mailing lists. A unique
subscriber ID that is unrelated to the name or extension is associated with the
subscriber’s mailbox for lists and personal directories. Lists are automatically
updated for name changes. For example, if Jane Doe is on a mailing list and her
name has been changed to Jane Smith, then the list will be updated
automatically to reflect the change.

Listing Subscribers by Name or
Extension
DEFINITY AUDIX subscribers and their extension numbers can be listed on your
display screen, either alphabetically by name or numerically by extension. When
listed alphabetically, the assigned class of service name or number also is
displayed for each subscriber.

Use the list Subscriber screen to list DEFINITY AUDIX subscribers
alphabetically or the list Extensions screen to list DEFINITY AUDIX extensions
numerically. Refer to the DEFINITY AUDIX System Screens Reference for a
complete description of these screens.

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May 1999

Ongoing Subscriber Administration
Evaluating Subscriber Classes of Service

5-8

Evaluating Subscriber Classes of
Service
Each subscriber’s class of service is controlled by service options that you
administer to best meet individual subscriber requirements. These service
options control features such as addressing mode (by name or by extension) and
the order in which messages are read out to the subscriber.

Use the Class of Service screens to display and change individual classes of
service, and the list cos command to list all service classes. Refer to the
DEFINITY AUDIX System Screens Reference for a complete description of
these screens.
The Class of Service screen contains fields that, together, represent the full set of
administrable service options. After defining classes of service, you then can
assign a particular class of service to each subscriber you add to the DEFINITY
AUDIX system with the Subscriber screen. The DEFINITY AUDIX system then
automatically assigns the subscriber all of the service options predefined by that
class of service.
Your system includes 12 class of service names (class0 - class11). All 12 classes
of service are available for you to modify and rename as required to define
classes of service which meet different types of subscriber requirements within
your organization. The default class of service is class0. Initially, the other 11
classes of service are populated with the same values as class0 until you decide
how to customize them to suit subscriber needs.
The particular service options that subscribers within your organization will
require may not be immediately obvious. Initially, you may want to assign all
subscribers the default class of service. Or, you may want to modify one of the
other classes of service and then assign it to all subscribers. Either method will
provide subscribers with adequate interim service. Once you become familiar
with the needs of your organization, you will be better able to identify the classes
of service that are most useful. Then you can use the Class of Service screen to
meet these needs.
If you modify certain fields for a particular class of service after subscribers have
been assigned that class of service, those subscribers will automatically have
the same fields updated on their subscriber records. For example, if you change
the INCOMING MAILBOX Order field from “fifo” to “lifo” for the class of service
named class8 (cos 8), then all subscribers with either class8 or 8 in the cos field
on their Subscriber screen also will have the INCOMING MAILBOX Order field
changed automatically.
For further explanation of the Class of Service screen, refer to the DEFINITY
AUDIX System Screens Reference.

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Ongoing Subscriber Administration
Evaluating Subscriber Classes of Service

5-9

Class of service options defined in a specific class of service can be overridden
on a subscriber-by-subscriber basis.

Use the Subscriber screen to change individual subscriber class of service
options. Refer to DEFINITY AUDIX System Screens Reference for a complete
description of this screen.
Customizing the subscriber’s class of service by entering information directly in
the class of service fields on the change Subscriber screen overrides the values
of the assigned class of service. You also can change the following options for an
individual subscriber on the Subscriber screen:
■

Covering extension
You can change the subscriber’s default covering extension if you give the
subscriber the Escape to Attendant feature.

■

Permission types
You can change the following permission types for a subscriber:

■

Permission
Type

Meaning

auto-attendant

Automated Attendant

bulletin-board

Bulletin Board

call-answer

Call Answer

none

No Call Answer — Voice Mailbox only

Message retention
You can change the retention period for both old and new, incoming and
outgoing voice messages.

■

Message length
You can change the length (in seconds) of voice mail messages, call
answer messages, and end-of-message warnings.

■

Mailbox size
You can change the size (in seconds) of a subscriber’s mailbox.

■

Lucent INTUITY Message Manager
You can enable or disable INTUITY Message Manager IMAPI access and
IMAPI voice file transfer for a particular subscriber.

■

Multilingual
You can customize Multilingual usage for a particular subscriber.

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Ongoing Subscriber Administration
Changing the DEFINITY AUDIX Extension Length
■

5-10

PERMISSIONS, Outcalling
You can enable or disable whether a subscriber can activate Outcalling,
which alerts a subscriber to new messages by placing a call to that
subscriber.

■

PERMISSIONS, Priority Messages
You can enable or disable whether a subscriber can send priority voice
mail messages to other subscribers.

■

PERMISSIONS, Broadcast
You can change the type of broadcast messages that can be created by a
subscriber — voice, login, both, none.

Changing the DEFINITY AUDIX
Extension Length
This procedure, while rarely required, can save you from having to delete and
re-enter all subscribers if your switch numbering plan changes. Changing the
number plan requires that the switch and its DEFINITY AUDIX system be
updated with the new extension numbers. This procedure can be made faster by
using ADAP.
To change the DEFINITY AUDIX system extension length:
1. Change the extension length on the Machine screen to the new length and
also change the start and end extensions to match the new length.
2. Reboot the system using the Reset System Reboot screen.
3. Change the system covering extension on the System-Parameters
Features screen to the new number.
4. Change the DEFINITY AUDIX port extensions on the Voice-Group screen
to the new numbers.
5. Change subscriber extensions using the Subscriber screen to add or
delete the leading digit in compliance with the new switch numbering
system. Also on this screen, change the personal covering extension (if
one was assigned). If this subscriber is also an Automated Attendant, go
to page 3 of the screen and change any extensions as appropriate.
6. If your DEFINITY AUDIX system has the Outcalling feature, but is limited to
extensions that are on the switch, change the Maximum Number Digits
field on the System-Parameters Outcalling screen to the new extension
length.
7. Enter the new extension numbers in the TIMEOUT PARAMETERS,
Extension field on the Switch-Link screen.

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Ongoing Subscriber Administration
Subscriber Features

Issue 7
May 1999
5-11

8. Reboot the system using the Reset System Reboot screen.
9. Alert subscribers to these changes since they will have to use more or
fewer digits when logging in, addressing voice mail, and calling other
extensions. They also should check their outcalling number; if it is an
extension in the switch numbering system, they will have to re-enter it.

Subscriber Features
Besides the features that you learned about in Chapter 3, ‘‘Feature
Administration’’, there are a number of features used by DEFINITY AUDIX
subscribers with which you should familiarize yourself. Reviewing each feature
individually will help you to train subscribers to use DEFINITY AUDIX features
effectively, taking full advantage of DEFINITY AUDIX functionality.

Automatic Message Scan
The Automatic Message Scan feature allows a subscriber to have all new
messages played without requiring additional button presses. The subscriber
then can listen to just headers, just messages, or both headers and messages
continuously from the first new message to the last. The subscriber controls this
feature through the DEFINITY AUDIX voice menu prompts. No specific DEFINITY
AUDIX system administration is required for this feature.

Delivery Scheduling
The Delivery Scheduling feature allows subscribers to schedule delivery of voice
mail messages to other subscribers for any day and time up to a year in the
future using their touch-tone telephones and DEFINITY AUDIX voice prompts.
Normally, the DEFINITY AUDIX system delivers messages immediately. No
specific DEFINITY AUDIX system administration is required to use this feature.

Dial-By-Name
The Dial-By-Name feature allows callers who do not know a subscriber’s
extension to dial * T (transfer out of AUDIX) and * A (alternate addressing)
and then dial the subscriber’s name to call the extension. No specific DEFINITY
AUDIX system administration is required to use this feature; however, you must
have the Call Transfer Out of AUDIX feature activated to use * T .

Directory
The Directory feature allows callers to dial * * N (names and numbers
directory) command to find out the name or extension of a DEFINITY AUDIX
subscriber. No specific DEFINITY AUDIX system administration is required to
use this feature.

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Ongoing Subscriber Administration
Subscriber Features

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May 1999
5-12

Full Mailbox Answer Mode
The Full Mailbox Answer Mode feature enables the DEFINITY AUDIX system to
respond to a call directed to a full mailbox with the subscriber’s personal
greeting, if active, followed by system announcements. The announcements
inform the caller about the full mailbox condition and offer other available call
answer options, such as dialing 0 to reach a covering extension or operator.
The full mailbox system announcements cannot be dialed through, although the
list of options can be. If the caller does not respond within an administered time
period, the call is transferred automatically to the covering extension. The
covering extension must be administered on the Subscriber or
System-Parameters Features screen or the DEFINITY AUDIX system will
disconnect the call after the timeout period.
No specific DEFINITY AUDIX system administration is required to use this
feature. The default number of seconds that the DEFINITY AUDIX system will wait
for a response to a full mailbox announcement is five seconds. You can change
this on the System-Parameters Features screen.

Personal Directory
The Personal Directory feature allows individual subscribers to create a private
list of up to 25 customized names for frequently-called subscribers. These
names can be shorthand abbreviations or the same as the corresponding
directory names. This list is searched first when the subscriber uses addressing
by name, transfer by name, or the directory feature. No specific DEFINITY AUDIX
system administration is required to use this feature.

Playback and Recording Control
The Playback and Recording Control feature can be used by anyone entering the
DEFINITY AUDIX system to create, leave, or listen to messages. This feature
allows subscribers to edit voice mail and call answer messages they create and
allows callers to edit call answer messages they create, using the touch-tone
keys on their phone. No specific DEFINITY AUDIX system administration is
required to use this “cut-and-paste” capability.

Private Messages
The Private Messages feature allows subscribers to designate outgoing voice
mail as private. If this feature is activated, recipients will be unable to forward
these messages. A private message cannot be forwarded by the recipient. To
mark a message private, press 1 during the delivery options menu. No specific
DEFINITY AUDIX system administration is required to use this feature.

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Responding to Subscriber Issues

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May 1999
5-13

Security Password
The Security Password feature protects your DEFINITY AUDIX system from
unauthorized access by requiring that subscribers enter a numeric password in
addition to their extension number when logging in to the DEFINITY AUDIX
system. A default numeric password is assigned on the Subscriber screen for
each subscriber. Subscribers then change this password when they log in for the
first time (and as required on an ongoing basis) using their touch-tone telephone
in response to DEFINITY AUDIX voice prompts. If Password Aging is on for the
system, subscribers will be required to change their password periodically when
the password expiration interval has been reached.
There is no specific DEFINITY AUDIX system administration required to use the
security password. You can control the minimum number of characters required
for DEFINITY AUDIX passwords and set up Password Aging on the
System-Parameters Features screen. Subscriber passwords must be at least as
many characters as defined on this screen and not more than 15 total characters.
NOTE:
If you, the administrator, assign a default password of less than the
minimum number of digits specified on the System-Parameters Features
screen when adding new subscribers, the new subscribers will be forced to
change their password the first time they log on to the DEFINITY AUDIX
system. For security purposes, this is a good way to ensure that
subscribers change their default passwords before they begin using
DEFINITY AUDIX services.

Untouched Message
The Untouched Message feature allows a subscriber to hold a message in the
new category after listening to it, leaving message notification active for the
message. This is done by the subscriber using the * * H (hold) command
from the DEFINITY AUDIX voice menu. No specific DEFINITY AUDIX system
administration is required to use this feature.

Responding to Subscriber Issues
Subscribers occasionally need help with problems or answers to questions (if
they are not getting their messages and don’t know why, for example). They also
are likely to make simple requests (they want name addressing instead of
extension addressing).
In either case, it is up to you to resolve issues that arise. This requires familiarity
with the system. Familiarity will help you to relate sometimes inexact or hazy
descriptions of problems brought to you by subscribers with the correct
diagnoses and solutions. Suppose, for example, a subscriber comes to you
saying that he or she is trying to send a message to another subscriber but the
DEFINITY AUDIX system has indicated that the message is undeliverable.

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Ongoing Subscriber Administration
Remote Subscriber Administration

Issue 7
May 1999
5-14

Because you know the system so well, you might correctly conclude that this is
because the recipient’s mailbox is full. The solution is either for the recipient to
delete any unnecessary messages or for you to increase the recipient’s mailbox
size.
This is an overly simplified example but one that illustrates the kind of situation
that you might experience. To simplify dealing with subscribers in these types of
situations, you should develop some method by which subscribers may
communicate with you. The two obvious possibilities are in writing and by phone.
A change-request form is shown in Appendix A, Communicating with
Subscribers.
You might wish to use a similar form within your company. Such a form has two
functions:
■

It allows subscribers to request (in writing) changes they would like made
in their service attributes.

■

It allows subscribers to report complaints and problems.

Asking subscribers to write things down also will allow you to keep a record of
the communication.
The other avenue for communication might be by telephone via the DEFINITY
AUDIX system. You could set up a special mailbox for yourself specifically for
DEFINITY AUDIX system issues. Subscribers then could call this number any
time to express an opinion, idea, or issue about the DEFINITY AUDIX system.
You will have to interact with subscribers on a regular basis. Therefore, choose a
method for handling their issues that suits you as well as meets their needs.

Remote Subscriber Administration
A remote subscriber is one who subscribes to a remote machine connected to
the local machine. Remote subscribers can exchange voice messages with local
subscribers. As these contacts take place, the local DEFINITY AUDIX system
stores address information for remote subscribers so contacted.
You can expand this information by manually administering remote subscribers
as described in DEFINITY AUDIX System Digital Networking , 585-300-534.

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Ongoing Data Administration
Overview

Ongoing Data Administration

6-1

6

This chapter describes data administration that is performed as required during
normal DEFINITY AUDIX system operation.

Overview
Ongoing data administration includes activities that you perform as a part of your
daily or weekly routine, and other activities that you need to perform only when
circumstances dictate action on your part. For example, increases in the number
of subscribers and system usage will require that you regularly check the
available free space within the filesystems to keep the data manageable.

How DEFINITY AUDIX Data Are
Organized
DEFINITY AUDIX software is organized into filesystems that contain the system
software, subscriber information, system announcements, and voice messages
that comprise the DEFINITY AUDIX system. Filesystems are stored on your
DEFINITY AUDIX system’s hard disk.
In order to properly administer your DEFINITY AUDIX system and keep it running
efficiently, you must understand three basic concepts about filesystem
organization:
■

Volumes — The physical disks upon which information is stored

■

Filesystems — Organized collections of information (files) on the volumes

■

Files — Information stored within each filesystem

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How DEFINITY AUDIX Data Are Organized

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To help understand these concepts, think of a filing cabinet, its drawers, and the
files within each drawer as shown in Figure 6-1, Example of Volume, Filesystems,
and Files. In this analogy, the filing cabinet represents a DEFINITY AUDIX system
volume. It is divided into drawers (or filesystems), each of which contains
different kinds of information. Filing cabinet drawers perform the same
organizational function in the filing cabinet as filesystems perform within a
volume. Finally, each drawer in the cabinet contains files. These files hold data of
a similar topic and function in the same way as software files within the
filesystems.

Storage
filesystem

Master data
filesystem

Volume (hard disk)

File

System data
filesystem

Figure 6-1.

Example of Volume, Filesystems, and Files

Volumes
Volume is the software term for a disk. A hard disk is a permanent disk that is
used to store DEFINITY AUDIX filesystems.
Removable tapes and MO disks are used for backing up DEFINITY AUDIX
filesystems and installing new software. For more information on backing up
data, refer to ‘‘Backing Up Filesystems and Subdirectories’’ later in this chapter.

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How DEFINITY AUDIX Data Are Organized

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Filesystems
A filesystem is a collection of files and their associated directories. Filesystem
information may be backed up and recovered during the course of DEFINITY
AUDIX system administration. It is possible for some filesystems to grow to the
limits of the allocated disk space, jeopardizing overall system efficiency.
Therefore, it is important for you to understand filesystems. Table 6-1, DEFINITY
AUDIX Filesystems, describes the filesystems with which you will be concerned:
Table 6-1.

DEFINITY AUDIX Filesystems

Filesystem

Automatic Backup?

Use

Storage

Names Directory is
backed up Sunday P.M.

Contains DEFINITY AUDIX voice
messages and personal greetings
(Voice Text Directory),
announcement fragments
(Announcement Directory) for all
announcement sets, and
subscriber and machine names
(Names Directory). The size of this
filesystem is fixed.

Master Data

No

Contains non-voice DEFINITY
AUDIX data for management
devices residing on the
multi-function board (MFB).
Contains the error logs, alarm log,
activity log, event log, and traffic
billing information.

System Data

Nightly

Contains message headers,
mailing lists, subscriber profiles,
and message-waiting lamp status.
Contains the delivery request file
and subscriber mailboxes.

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Ongoing Data Administration
Maintaining Filesystem Sizes

6-4

Filesystem Interactions
During normal operation, DEFINITY AUDIX filesystems work independently of
each other under the direction of a set of software managers. These managers, in
tandem with hardware and firmware managers, allow the files, filesystems, and
system hardware to work smoothly together.
Since filesystems are handled separately, it is possible for different filesystems to
contain conflicting information. For example, if a subscriber is removed from the
DEFINITY AUDIX system, the System Data filesystem may contain mailing lists
that include the deleted subscriber’s name.
To reconcile possible conflicts among filesystems, software programs called
audits run each night to check for inconsistencies and, where possible, update
information in filesystems to correct problems. For example, audits remove all
references to a deleted subscriber, including deleting the subscriber’s name
from mailing lists and canceling message deliveries to that subscriber. System
audits are described in Chapter 7, ‘‘Alarms, Logs, and Audits’’.

Maintaining Filesystem Sizes
The DEFINITY AUDIX system does not allow for automatic filesystem growth.
However, you can purchase additional hours of storage if you require them. You
are responsible for monitoring the amount of free space within your system. Low
free space is noted on the administration terminal status line and in the
administration log. For more information about the administration log, refer to
Chapter 7, ‘‘Alarms, Logs, and Audits’’.
See the DEFINITY AUDIX System — System Description, 585-300-205 or
DEFINITY AUDIX System Release 4.0 System Description, 585-300-214 for
DEFINITY AUDIX capacities including hours of storage and maximum
subscribers.
Perform the following tasks to monitor filesystem sizes and identify problems.
These tasks show how to evaluate filesystem space, determine when a threshold
exception has occurred, determine which filesystem has caused the exception,
and take appropriate action to correct the problem.

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Maintaining Filesystem Sizes

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May 1999
6-5

Checking for Threshold Exceptions
Monitor the thresholds field on the STATUS line at the top of the administrative
forms. This field displays the word “none” if no exceptions exist. It may take up to
30 minutes for a threshold exception to be reported or for the exception to clear if
sufficient space is freed up in the filesystem. When a threshold exception occurs,
the thresholds field displays one of the following messages:

Message

Description

Lower

This indicates that a lower message space threshold has
been exceeded within the total message space available for
voice messages. If you are using the default lower threshold
that was delivered on the System-Parameters Thresholds
screen, this means that 75% of the message space available
has been used. Ask subscribers to delete all unnecessary
messages and greetings from their mailboxes.

Middle

This indicates that a middle message space threshold has
been exceeded within the total message space available for
voice messages. If you are using the default middle threshold
that was delivered on the System-Parameters Thresholds
screen, this means that 85% of the message space available
has been used. Ask subscribers to delete all unnecessary
messages and greetings from their mailboxes.

Upper

This indicates that an upper message space threshold has
been exceeded within the total message space available for
voice messages. If you are using the default upper threshold
that was delivered on the System-Parameters Thresholds
screen, this means that 95% of the message space available
has been used. You already should have asked subscribers
to delete unnecessary messages when each of the other two
thresholds were reached. Therefore, it is probably useless to
ask subscribers to delete additional messages and greetings
again. Instead, consider decreasing the retention times on the
Class of Service screen to allow the system to automatically
delete messages sooner. Then run audit mailboxes to delete
messages that are older than this new retention time. If your
system is currently using a 6-hour,15-hour or 40-hour disk,
you also may consider going to a larger disk.

If you are currently seeing threshold exceptions on the status line and do not
want to purchase additional storage hours, you can adjust the thresholds on the
System-Parameters Thresholds screens so that you will not be notified until a
higher percent of storage space is used. If you set the thresholds too high, you
run the risk of running out of storage space without adequate warning. If you
adjust the threshold to 100% you may see storage 0 alarms indicating that you
are running out of space.

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Ongoing Data Administration
Backing Up Filesystems and Subdirectories

Issue 7
May 1999
6-6

Backing Up Filesystems and
Subdirectories
Some filesystems and subdirectories are backed up on tape or MO disk
automatically by the DEFINITY AUDIX system on a regular basis.
You may need to manually back up pertinent filesystems and subdirectories after
making major system changes, after entering large numbers of new subscribers,
or when you are experiencing system problems and do not want to risk losing
information that was entered since the last automatic backup.
Because of the types of data stored in the different filesystems and
subdirectories, not all system filesystems and subdirectories are normally
backed up. All that is required to recover from a disk crash or other major
problem is a current copy of the System Data filesystem, one version of the
Announcement directory of the Storage filesystem (only necessary if you
customize announcements), and a copy of the Names directory of the Storage
filesystem. With these filesystem or directory backups, you can recover all the
necessary filesystem data except the messages and greetings in the Voice Text
directory of the Storage filesystem.
It is advisable to backup messages and greetings with the save voice command
to save subscriber greetings, Automated Attendants and Bulletin Boards. This
backup will speed recovery of your system if a reload is necessary.
With 3.2 and earlier releases, three removable tapes were shipped with the
DEFINITY AUDIX system: one containing system programs and two that are
blank. With release 4.0, four magneto-optical disks were shipped with the
DEFINITY AUDIX system: one containing system programs, one language disk
and two 640 MB disks for backups.
One of the tapes or MO disks that was shipped blank should be installed at all
times for backing up the System Data filesystem (which is done automatically
each night) and the Names Directory on the Storage filesystem (which is done
automatically each week). This tape or MO disk also is normally used to manually
back up filesystems. With 3.2 and earlier releases, you should periodically
change the backup tape since, if it becomes full, it will overwrite your current
backup. Look for warnings about a full tape in the Administration Log. With
release 4.0, the Magneto-optical (MO) disk drive will not overwrite your current
backup. It always leaves at least one backup of the same type on the MO disk. If
the MO disk is full and the drive cannot overwrite the same type of backup, it
reports an alarm.

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Backing Up Filesystems and Subdirectories

6-7

Backup requirements for individual filesystems are as follows:

Filesystem

Backup Requirements

Storage;
Announcement
Directory

The Announcement Directory does not require a backup
unless you have customized announcements. If you make
changes to customized announcements, copy this
directory to a tape or MO disk using the save
Announcements screen after you make changes. If you
do not have customized announcements, you already
have a backup on the original factory tape.

Storage;Names
Directory

The Names Directory contains subscriber names and is
backed up automatically every Sunday night if
administered to do so on the System-Parameters
Features screen. After you record a large number of
subscriber names, you may want to back this directory up
immediately by executing the save weekly command.

Storage;Voice
Text Directory

Not all issues of release 3.2 allow backup of messages
and greetings with the customer login. With release 4.0
use the save voice command to backup these messages
and greetings. Because this command saves all voice
messages and greetings, be sure that you have
adequate space on your MO disk before you begin the
save. You may want to use a separate MO disk just for
this operation.

System Data

The System Data filesystem contains information that
must be recovered if you lose filesystem information.
Because of the importance of this data, the system data
filesystem is backed up automatically each night by the
DEFINITY AUDIX system after the nightly audits, which
start at 1:00 a.m.
NOTE:
Be certain that the switch audits and the DEFINITY
AUDIX audits do not run at the same time. If they
are scheduled for the same time, change the time
for the switch audits.
Thus, you do not need to manually back up this filesystem
unless your system is experiencing problems and you
want to ensure that a current copy is stored on a
removable tape or MO disk. You can perform a demand
backup of this filesystem by executing the save nightly
command.

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Ongoing Data Administration
Adding an Additional Announcement Set

6-8

Adding an Additional
Announcement Set
You can install up to nine announcement sets on the DEFINITY AUDIX system
subject to the amount of storage space that is available. Each announcement set
takes up storage space on the system and may take storage space away from
voice text information. Before installing another announcement set, check the
amount of space available on the List Measurements Load Day screen. Ensure
that there is enough storage space to install the announcement set and still have
adequate voice text storage space. Refer to DEFINITY AUDIX System — System
Description, 585-300-205, or DEFINITY AUDIX System Release 4.0 System
Description, 585-300-214 for an estimate of the amount of storage space needed
by each announcement set. Refer to DEFINITY AUDIX System — Installation,
585-300-111, or Installation and Switch Administration for the DEFINITY AUDIX
System Release 4.0, 585-300-122 for instructions on installing the additional
announcement set.

Replacing an MO disk
Use the following procedure to replace an MO disk in the DEFINITY AUDIX
system:
1. Enter remove MO-disk to unlock and unload the MO disk.
2. Remove the MO disk from the drive. Replace it with a new MO disk.
3. Enter add MO-disk. This clears mo-disk medium-related alarms, loads the
MO disk, and adds the default volume label.
Optionally, if you are reusing an MO disk, you can add initialize to the add
MO-disk command. This will remove all data on the disk while retaining the
volume label.

Replacing a Removable Tape
Use the following procedure to replace a tape in the DEFINITY AUDIX system:
1. Enter remove tape to unlock and unload the tape.
2. Remove the tape from the drive. Replace it with a new tape.
3. Type the add tape command. This clears any existing alarms (except
cleaning alarms), loads the cartridge, and adds the default ID label.

Cleaning a Tape
You need to clean the DEFINITY AUDIX tape periodically. Refer to Chapter 4 of
DEFINITY AUDIX System — Maintenance, 585-300-110, for the tape cleaning
procedure.

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Recovering Backed-up Filesystem Information

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6-9

Recovering Backed-up
Filesystem Information
Occasionally, system hardware problems may occur causing all or part of the
information on the hard disk to be destroyed. You will be notified of filesystem or
volume problems by an alarm indication on the STATUS line of your terminal.
When an alarm is indicated, check the alarm log to determine the type of
problem.
The alarm log will display a fault code indicating file trouble and a resource type
indicating the filesystem that is corrupt (damaged in some way). These codes
are listed in DEFINITY AUDIX System — Maintenance, 585-300-110 or DEFINITY
AUDIX System Release 4.0 Maintenance, 585-300-121. You will need to report
this information to the service technician.
The service technician must determine the cause of the problem and perform a
recovery of the filesystems that are corrupt. The recovery is made from the
backup copies of these filesystems. For this reason it is extremely important to
ensure that the nightly backups of the System Data filesystem are made and to
check the backup media onto which the filesystems are backed up to ensure that
no current data is lost. See ‘‘Backing Up Filesystems and Subdirectories’’ earlier
in this chapter.
NOTE:
If your files become corrupt or the disk crashes, you will have to rerecord
any automated attendant menus. You might want to keep a copy of the text
of automated attendant menus so that you can rerecord them precisely if
necessary. If you saved the greetings in a voice backup, provide this to the
technician. Only backups from the current release of your DEFINITY AUDIX
system can be restored.

Customizing Announcements
While using the DEFINITY AUDIX voice messaging system, you hear voice
prompts called announcements. Announcements are comprised of separate
instructions called fragments which tell you what to do and what your options are.
You can change DEFINITY AUDIX announcements to more exactly meet the
needs of your business and subscribers. Use commands and procedures
described in this section to change announcements.

What Are Fragments and Announcements
To effectively change announcements, you need to understand precisely what
fragments and announcements are.

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Fragments
The voice prompts that you hear consist of one or more pieces of recorded text
called fragments. A fragment can be a recorded word, phrase, or sentence.
Each fragment is identified by an alphanumeric code starting with the letter “f”.
For example, the voice prompt Previous login incorrect. Please re-enter extension
and pound sign, is composed of two fragments:
■

f233 Previous login incorrect. Please re-enter extension,

■

f224 and pound sign

Announcements
An announcement is actually a placeholder within the system that plays the
fragments. For each event that may occur within the DEFINITY AUDIX system,
the system permanently assigns one or more announcements, each identified by
number, to that event. Each announcement is composed of fragments that can
be rearranged or rerecorded to meet your business requirements.
Thus, when a caller or subscriber completes an event (normally pushing a
button), the DEFINITY AUDIX system processes the announcement number
assigned to that event and then plays the fragments assigned to that
announcement. Each announcement is identified by a code starting with the
letter “a”, also known as the announcement number. For instance, “a10” is
announcement 10.
Look at the sample event sequence in Figure 6-2. Announcement a815 marks the
point where fragments are played when the caller connects to the DEFINITY
AUDIX system. The us-eng voice prompt at this point says Welcome to AUDIX.
For help at any time, press * H. As the caller continues to press more keys,
additional announcements trigger the system to play the assigned fragments.

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Customizing Announcements

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Announcement
Associated with
Events

Sequence of
Events

Fragments
Assigned to
Announcement

Fragment Text
(What callers hear)

Subscriber
calls
AUDIX

Subscriber’s
call connects
to AUDIX

a815

a359

f287

Welcome to AUDIX.

f97

For help at anytime, press star H.

f267

Please enter extension

f224

and pound sign.

f220

Enter password

f224

and pound sign

f23

To record messages, press 1. To get
messages, press 2. To administer personal
greetings press 3.

f499

When finished recording, press # to approve,
or 1 to edit your message.

Subscriber
presses # or
enters extension
and presses #
a56
Subscriber
enters password
and presses #
a722

Subscriber
presses 1

a750

Figure 6-2.

Sample of How Announcements Link Voice Fragments to Events
Announcements are fixed in place. You cannot use an announcement number to
mark a different point in the DEFINITY AUDIX system. Therefore, you cannot add,
change, or delete an announcement number. However, you can add, change, or
delete fragments assigned to announcements and thereby change
announcements.

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System and Administrative Announcement Sets
Announcements sets are identified to AUDIX as either system or administrative.
System means that this announcement set is the default announcement set for all
system prompts and announcements. Administrative means that the set can be
customized.
A set can be both system and administrative. When this is true, announcement
set changes will become immediately effective for DEFINITY AUDIX users.
Therefore, you should test and verify your changes to the administrative
announcement set, before identifying it as the system set using the
corresponding fields on the System-Parameters Features screen.

DEFINITY AUDIX Announcement Sets
A representative list of announcement sets is shown in the table below. New
announcement sets are constantly under development. Contact your Lucent
representative for the most recent list.

Language

Announcement Set

U. S. English

us-eng

U. S. English Terse

us-eng-t

U. S. 123

us-123

U. S. English TDD

us-tdd

British English

british

Latin Spanish

lat-span

Canadian French

french-c

German

german

Portuguese

portug

Dutch

dutch

Custom Announcement Sets
You can create and activate custom announcement sets with customized
messages that meet the specific needs of your business and system users.
Creating a custom announcement set consists of four steps:
1. Adding the new announcement set name to the system
2. Copying into this new set the announcements from another set
3. Changing the announcements and fragments in the custom set
4. Activating the custom set

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You can customize announcements in the following ways:
■

Re-recording a fragment

■

Eliminating a fragment

■

Adding a fragment

How you customize announcements depends on the announcement and
whether the fragments contained in that announcement are used in other system
announcements. The following procedures describe how to create a new
announcement set, and how to alter an announcement by re-recording a
fragment, eliminating a fragment, or adding a fragment.
NOTE:
Refer to the DEFINITY AUDIX System Screens Reference for a complete
descriptions of how to use the screens.

Creating a New Announcement Set
Before you customize announcements, you should create a customized
announcement set and identify it as an administrative set.
Creating a custom announcement set, rather than simply changing the set
received with the DEFINITY AUDIX set accomplishes two things: 1) you can
identify this set as administrative so that the changes do not immediately impact
the users; and 2) this prevents your changes from being replaced with a system
upgrade.
The second page of the System-Parameters Features screen identifies the active
and administrative announcement sets. Since you can make recorded changes
only to the administrative announcement version, you must identify your custom
set as administrative before making changes.
Make a copy of the announcement set you wish to change, as follows:
1. Enter add annc-set new-annc-set-name, where new-annc-set-name is
the name that you wish to give to the new announcement set.
2. Enter copy annc-set to bring up the Announcement Sets screen.
3. Enter the name of the existing announcement set in the From
Announcement Set field.
4. Enter the name that you gave to the new announcement set in the To
Announcement Set field.
NOTE:
The copy will take place over several minutes. The Admin Log
indicates when finished using a “cpas” type log entry.

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5. Enter change system-parameters features to bring up the
System-Parameters Features screen.
6. Enter the name of the new announcement set in the Administrative field on
the second page of this screen.

Re-Recording a Fragment
There are at least two announcements you may want to change when you
customize your DEFINITY AUDIX system:
■

The default call answer greeting a caller hears when routed to a
subscriber’s DEFINITY AUDIX mailbox

■

The default voice mail greeting a subscriber hears when calling DEFINITY
AUDIX directly.

Procedures for changing the default call answer greeting and default voice mail
greeting are described later.
However, the procedure for re-recording a fragment is the same for any
announcement, as described below:
1. Contact the Technical Service Organization to obtain the number of the
announcement you want to change and the text and number of each
fragment contained in the announcement. Then decide which fragment(s)
you want to change for that announcement.
2. Verify that the fragment is used only in those announcement(s) that you
expect to be affected by your changes.
NOTE:
If a fragment is used by numerous announcements, you may not be
able to re-record the fragment because of how it would affect the
rest of the announcements. In this instance, create a new fragment
following the ‘‘Adding a Fragment to an Announcement’’
instructions in this chapter.
3. Use the System-Parameters Features screen to designate the correct
announcements set that you plan to change as the administrative version.
4. Use the Announcement screen to verify that the announcement you plan to
change is actually composed of the fragments you expect.
5. Use the Subscriber screen to confirm that you have permission to change
announcements (you must have a y in the Announcement Control field).
6. Use your touch-tone phone to log in to the DEFINITY AUDIX system.
7. At the activity menu, press 9 . (For security purposes, this option is not
included in the voiced options you hear.) If you hear Invalid entry. For help
at any time, press star H, you do not have announcement control
permission.

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8. When you hear To record names, press 4 . To play names, press 5 ,
press 1 to change the fragment. (For security purposes, this option is not
included in the voiced options you hear, but plays out if you press * H
for help.)
9. Enter the fragment ID as prompted and then
enter 2 8 7 # .

#

. For example, for f287,

10. Record the changed fragment when prompted. You can use all the normal
voice mail editing capabilities on your touch-tone phone to make sure the
new fragment is exactly how you want it to sound.
11. When you are satisfied with the recording, press

#

to approve it.

12. Use the System-Parameters Features screen to designate the modified
announcement set as the active version. If the active and administrative
announcement versions are already the same, then both versions now
contain the new fragment.

Eliminating a Fragment from an Announcement
You may modify some announcements by simply eliminating an existing
fragment from that specific announcement. For example, you could modify the
default voice mail greeting (Welcome to AUDIX. For help at any time, press *H) to
just say For help at any time, press *H. by removing fragment f287 (Welcome to
AUDIX) from the list of fragments that compose the announcement (in this case,
announcement a815).
1. You need the number of the announcement you want to change. You can
obtain this number from the Technical Service Organization.
2. Listen to the fragment to verify the fragment is the one you want to change.
3. Verify that the specified announcement set is designated as administrative
on the System-Parameters Features screen.
4. Use the Announcement screen to eliminate the fragment from appearing in
the announcement.
a. Enter the announcement set name in the Announcement Set field.
b. Enter the announcement ID in the Announcement ID field, in this
case “a815”.
c. Press Enter to display the fragment composition of the
announcement. For this example, the fragment composition is f287,
f97.
d. Replace f287 with f0 (f0 replaces f287 with silence), and press
Enter .
Announcement a815 is now composed of fragments f0 and f97; callers
simply hear For help at any time, press *H.

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5. Use the System-Parameters Features screen to designate the modified
announcement set as the active version. If the active and administrative
announcement versions are the same, then both versions now contain the
new fragment.

Adding a Fragment to an Announcement
To change the contents of a fragment for specific announcements, you must
substitute an existing fragment or create a new fragment for the specific
announcements you want to change. This leaves the old fragment intact for
existing announcements that you want to remain unchanged.
For example, both announcement a812 and announcement a834 use fragment
f87, This call is experiencing difficulties. If you want to change this fragment for
announcement a812 only, you must create a new fragment to associate with
announcement a812 in place of fragment f87. This leaves fragment f87 and its
association with announcement a834 intact.
1. You need the number of the announcement you want to change. You can
obtain this number from the Technical Service Organization. Verify that the
fragments are used only by announcements you expect to be affected by
your changes.
2. Use the Announcement screen to verify that the announcement you plan to
change is actually composed of the fragments you expect.
3. Use the System-Parameters Features screen to determine if an
administrative announcement version is active.
NOTE:
You can record or re-record fragments only in the administrative
announcement version. If there is an active announcement version
and it is the version you want to change, make sure that it is also
specified as the administrative version.
When you are sure that the correct copy of the announcement set is
designated as the administrative version, go to the next step.
4. Use the Subscriber screen to confirm that you have permission to change
announcements, indicated by y in the Announcement Control field.
5. Use your touch-tone phone to log in to the DEFINITY AUDIX system.
6. At the activity menu, press 9 . (For security purposes, this option is not
included in the voiced options you hear.) If you hear Entry not understood.
Try again., you do not have announcement control permission.
7. When you hear To record names, press 4. To play names, press 5, press
1 to change fragments. (For security purposes, this option is not
included in the voiced options you hear.)

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8. Enter the new fragment ID as prompted; in this case enter an unused
number such as f4000, for instance, 4 0 0 0 # .
NOTE:
The fragment numbers 4000 - 4999 are reserved for customer use.
Using other numbers could jeopardize the integrity of your custom
fragments and announcements if these numbers are used for new
fragments in later versions or updates to DEFINITY AUDIX.
9. Record the fragment when prompted. For example, your new fragment
might be This call is experiencing difficulties and cannot continue at this
time. You can use all the normal voice mail editing capabilities on your
touch-tone phone to make sure the new fragment sounds exactly the way
you want it to sound.
10. When you are satisfied with the new fragment recording, press
approve it.

#

to

11. Use the Announcement screen to add the new fragment, in this case
f4000, to announcement a812 in place of fragment f87.
a. Enter the announcement set name in the Announcement Set field.
b. Enter the announcement number, in this case a812, in the
Announcement ID field.
c. Press Enter to display the numbers of the fragments that
compose the announcement (fragment text does not display). To
determine the text for each listed fragment, refer to Appendix B,
Announcement/Fragment Cross-Reference. For this example,
announcement a812, the fragment composition is as follows:
■

f87: This call is experiencing difficulties.

■

f1007: To playback, press 2-3.

d. Rewrite the fields to reflect the new composition, in this case
“4000,1007” and press Enter .
Announcement a812 is now composed of the following fragments:
■

f4000: This call is experiencing difficulties and cannot
continue at this time.

■

f1007: To playback, press 2-3.

Meanwhile, announcement a834 still uses fragment f87 as before.
12. Use the System-Parameters Features screen to designate the modified
announcement set as the active version. If the active and administrative
announcement versions are the same, then both versions now contain the
new fragment.
As an alternative to the above example, you could also create a new fragment
f4000 with and cannot continue at this time to use in addition to fragment f87
instead of replacing it in announcement a812.

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Be careful when you make changes to announcements and fragments. There are
several things you can do to ensure your modifications are correct. When in
doubt, save the announcement sets before making changes to the fragments. Be
sure you know which announcements contain the fragment you are about to
change. This helps you to avoid inadvertently changing announcements you did
not want to change.
After you make the change, test the change to make sure it is accurate. Be sure
to record any changes you make into the appropriate appendix in this manual.
Doing this saves you both time and confusion later if you make additional
modifications.

Variables in Announcements
In the DEFINITY AUDIX system, some announcements are variable — in other
words, the contents of an announcement may change depending on changing
times, dates, and/or subscriber inputs. Within system announcements, variables
are always represented by a word or words in all capital letters. For example,
announcement 110 (a110) is made up of fragment 663 (f663) and DATE:
6f663: Message waiting notification is not active and
this message has an expiration date of 
DATE is the variable and will change according to the appropriate date.
Some announcements may have more than one variable. For instance, a287 is
f47: Call from

f262: received

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