Help for Lotus Notes users - VoiceChange 4.x

Help for Lotus Notes users

What is VoiceChange?
How to record a message, if the called person does not answer the phone?
How to send a voice message?
How to receive a voice message?
Voice message management via computer
Voice box administration by phone

What is VoiceChange?

VoiceChange in its basic configuration serves as an intelligent phone answering machine, to which another features can be added -- using VoiceChange it is possible to create applications like "automatic switch operator", "information line", "phone banking" etc.

VoiceChange is integrated with the phone exchange and your e-mail system. Thus it enables, apart from collection of voice messages by phone, also receiving and processing the messages conveniently in your e-mail client (Microsoft Outlook, Lotus Notes...).

You need a phone machine with the tone dialing for getting of voice messages by phone. Nowadays, tone dial is used by most branch phones, pay stations and also mobile phones. Owners of older phone machines with the pulse dial can use special key pendants and apply them to the phone microphone.

How to record a message, if the called person does not answer the phone?

If the called subscriber does not answer the phone or is calling just now and therefore his line is busy, the call is forwarded to VoiceChange (provided if the phone exchange is set up properly). What comes next?

VoiceChange plays the company greeting to you, e.g."Hello, welcome to Datasys" or standard "Hello, welcome to the Voicechange system". The company greeting need not to be used, it depends on network administrator.
Then you will hear the personal greeting of the called person ("This is Peter Smith, you can leave a message for me"), or universal personal greeting ("After the signal leave a message for line 229").
A message follows "After recording your message you can hang up or press hash (#) for additional options" and the beep sound announcing that the recording begins.
Leave your message and hang up or press hash (#). Maximum length of the message is set up by the network administrator, usually it is 90 seconds. The recording will be terminated earlier, if you do not speak for more than ten seconds.
If you terminated recording by hash, you can use additional functions. Available options are:

1, #, hangup	Send message into appropriate voicebox. You can hear "Your message has been sent. Bye".
2	Replay just recorded message (for checking).
3	Record message again.
4	Set high/normal priority for the message (first press sets high priority, second one sets normal priority).
5	Change your phone number attached to message. Number is entered by phone keyboard and finished by hash.
6	Send message to more lines. Enter number using phone keyboard and press hash. You can enter more numbers or delete list of numbers.

How to send a voice message?

If you want to send a voice message to anybody even in case the person is present (i.e. he can answer your phone call, but you want to leave a message only), you need to know the central access number of VoiceChange. Network administrator will tell you the number.

Sending the voice message:

Dial the central access number of your VoiceChange.
After the company greeting, if any, you can hear "Enter called extension number or press asterisk to listen to your messages". Enter the line number, for which you want to leave the message, by means of DTMF.
Further procedure is the same as for normal message leaving.

How to receive a voice message?

As soon as somebody leaves a voice message for you, you will notified by a special e-mail message.

Display the voice message received. The message text includes the information, from which line and from whom it has come (provided the caller comes from your branch exchange), and a reference to Help. Hereby you are notified of a new voice message.

If you have no sound card, it is necessary to collect the message by phone. You can find the description here.

If you have a sound card, you can play the message directly. Use the buttons "Play message from archive" and "Play message from attachment".

Play message from archive will play the voice message from the archive on VoiceChange server and mark it as heard in the archive. Thus, if you collect your voice messages by phone later, this message will not be played as a "new message" anymore.
You have to be connected to computer network for proper effect of this function. Therefore, it cannot be used e.g. on notebooks for the "offline" reading of messages.
We recommend to use the function "Play message from archive" whenever possible.
Play message from attachment will play the message from WAV file attached as an attachment to this e-mail.
This function does not mark the voice message as heard on the server; thus you will hear this message as a new one later, when collecting the messages by phone.
The button "Play message from attachment" is intended especially for the owners of notebooks working offline or via RAS.

By pressing button "Open message archive" you will open your voice mailbox on VoiceChange Server. Usage of this function is described bellow following image.

Incoming voice message. Click to zoom this image.

Voice message management via computer

You can go to your voice mailbox archive from every voice message by pressing a "Open message archive" button.

Voice mailbox - archive. Click to zoom this image.

You can see following information about every message in voice message list: date and time, when message was recorded and (if caller was from your PBX) caller phone number and name.

You can open any message and play its content via "Play message" button.

You do not delete a voice message from the server archive by deleting the received e-mail. You can delete a message from the archive by means of the following procedures:

Delete the received message on the "Archive" bookmark
Upon phone collection by choosing "5" (delete all messages) in main menu.
Upon phone collection by choosing "8" when listening to the message.

Voice message are automatically deleted from the archive, too. After installation of VoiceChange it is preset that any non-heard message is deleted after sixty days, the heard messages after thirty days. Administrator may change the setup.

You can go to your voice mailbox archive from every voice message by pressing a "Open message archive" button or you can directly open Lotus Notes database with VoiceChange archive. It is stored on VoiceChange home Notes server in file DsVx\VX_arc.nsf. Connection can be done in following way:

Directory selection.

File selection.

Voice box administration by phone

You need to know central access number of VoiceChange to get voice messages and manage your voice box by phone. Network administrator will tell you this number.

How can you connect your voice box by phone?

Dial central access number of your VoiceChange.
After the company greeting, if any, you can hear "Enter called extension number or press asterisk to listen to your messages". Press the asterisk.
The next question is for line number, from which you want to get messages. Enter your line number.
Now you will be asked for access password for your voice box. Press hash (#) to finish entering the password. If you have set default password (set by administrator during the setup), you must change it now.
Now VoiceChange will play new messages for you and subsequently you will get to main menu.

Listening to the new messages

If you have logged in to your voice box successfully, VoiceChange will start playing new messages to you from the oldest to the most recent ones. During this playback you can use the following keys of your phone:

1 Jump to begin of the first message.

2 Forward message to other line.

4 Jump to begin of previous message.

5 Back to begin of message being played.

6 Jump to begin of next message.

7 Delete previous message.

8 Delete message being played.

0 Help.

* Stop playing new messages and go to the main menu.
Messages what weren't heard stay unheard and will be played next time.

Main menu

Following functions are available in VoiceChange main menu:

1 Play all messages in your archive. During playback you can use the same keys as during playing new messages

2 Change personal settings. Here are two other options:
2 - change password for your voicebox
3 - change your personal greeting.

3 Delete all voice messages in your archive. Before proceeding you are asked for confirmation by pressing hash. If you press it, all messages will be deleted including all unheard messages! Deleting can be cancelled by pressing asterisk.
Tip: individual messages can be deleted during playing them by pressing key 8.

4 Delete al new messages. Unlike from previous function it deletes only unheard messages. Confirmation by hash is also required. Action can be cancelled by asterisk.

7 Change company greeting. This feature is available only to VoiceChange administrator.

8 Leave message for other line. Allows to record message for different user.

9 Hear messages from other voice box. Enter number of different line and password for this line, then you will be allowed to access this voice box.

* Terminate connection and hang up.

Record personal / company greeting

Common user changes his personal greeting using this menu (select 2 in main menu and select 3) or administrator can change company greeting (select 7 in main menu).

1 Hear personal / company greeting.

2 Record new greeting. Press hash to finish recording, then use this greeting by pressing hash again or deny it using asterisk.

3 Delete personal greeting (standard greeting will be used); switch company greeting on/off.

* Back to the main menu.

1	Jump to begin of the first message.
2	Forward message to other line.
4	Jump to begin of previous message.
5	Back to begin of message being played.
6	Jump to begin of next message.
7	Delete previous message.
8	Delete message being played.
0	Help.
*	Stop playing new messages and go to the main menu. Messages what weren't heard stay unheard and will be played next time.

1	Play all messages in your archive. During playback you can use the same keys as during playing new messages
2	Change personal settings. Here are two other options: 2 - change password for your voicebox 3 - change your personal greeting.
3	Delete all voice messages in your archive. Before proceeding you are asked for confirmation by pressing hash. If you press it, all messages will be deleted including all unheard messages! Deleting can be cancelled by pressing asterisk. Tip: individual messages can be deleted during playing them by pressing key 8.
4	Delete al new messages. Unlike from previous function it deletes only unheard messages. Confirmation by hash is also required. Action can be cancelled by asterisk.
7	Change company greeting. This feature is available only to VoiceChange administrator.
8	Leave message for other line. Allows to record message for different user.
9	Hear messages from other voice box. Enter number of different line and password for this line, then you will be allowed to access this voice box.
*	Terminate connection and hang up.

1	Hear personal / company greeting.
2	Record new greeting. Press hash to finish recording, then use this greeting by pressing hash again or deny it using asterisk.
3	Delete personal greeting (standard greeting will be used); switch company greeting on/off.
*	Back to the main menu.

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