Avaya Site Administration Reference Release 3.1 User Manual Page 82
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Announcements
What is an announcement?
An announcement is the recorded message a caller hears while the call is in a queue. An
announcement is often used in conjunction with music. Announcements are recorded on
special circuit packs (TN750, TN750B,TN750C, or TN2501AP) on your Communication
Manager system.
Three types of announcements are:
delay announcement — explains the reason for the delay and encourages the caller to
wait
forced announcement — explains an emergency or service problem. Use when you
anticipate a large number of calls about a specific issue
information announcement — gives the caller instructions on how to proceed,
information about the number called, or information that the caller wants
Announcements are most effective when they are:
short, courteous, and to-the-point
spaced close together when a caller on hold hears silence
spaced farther apart when music or ringing is played on hold
played for calls waiting in queue
Magic on Hold is a package of professionally-recorded music available from Avaya.
Contact your Avaya representative for more information.
Adding announcements
You need to tell the voice system you want an announcement before you can record it on
a special announcement circuit pack. You assign an extension for the announcement so
the voice system can identify the announcement. This extension cannot be in use and
must conform to your dial plan.
Tip:
Use change announcement to administer an announcement extension. See the
Administrator’s Guide for Avaya Communication Manager Software for more
information.
Voice Announcement over LAN (VAL)
You can record announcements on a downloadable Voice Announcement over LAN
(VAL) circuit pack (TN2501AP), which allows you to share, backup, and restore
announcement files over your local area network.
You can also use TN750, TN750B, and TN750C announcement circuit packs to record
announcements on your voice system. You can have only one TN750 or TN750B per
system, but you can use one TN750B with many TN750C and/or TN2501AP (VAL) circuit
packs. The TN750Cs each have built-in memory. This means you can don’t have to save
from the TN750C to backup tape or system memory, but you can copy the
announcements to another circuit pack.
Let’s say we have calls coming into unassigned DID extensions. Let’s record a general
message to tell these callers to dial the company’s main number. We’ll assign the
announcement to extension 1234, and use the integrated announcement circuit pack
located on 01B18.
- 14-300610 1
- Issue 2 1
- February 2006 1
- Table of Contents 3
- Overview of the main screen 13
- Overview of wizards 14
- Setting up this product 17
- Adding a voice system 17
- Adding a messaging system 19
- Creating command shortcuts 23
- Using a shared system file 25
- Scheduling tasks 26
- Scheduling a task to run 26
- Using the Schedule tab 27
- Checking status 29
- Using the Status pane 29
- Using the History tab 33
- Managing performance 34
- Improving Grade of Service 34
- Administering voice systems 37
- Starting GEDI 37
- Starting Terminal Emulation 38
- Voice system components 39
- Role of the administrator 39
- Daily administrator tasks 42
- Weekly administrator tasks 43
- Monthly administrator tasks 44
- Other tasks 44
- Command language and syntax 44
- Working with end users 46
- Preparing end-user training 47
- Delivering end-user training 49
- System add ons 52
- Understanding the dial plan 53
- Displaying your dial plan 54
- Modifying your dial plan 54
- Adding extension ranges 55
- Adding feature access codes 56
- Setting up phones 58
- Adding new phones 58
- Adding a fax or modem 62
- Using an alias 64
- Customizing your phone 64
- Upgrading phones 65
- Changing COR values 67
- Changing COS values 67
- Managing phone features 68
- Changing feature parameters 68
- Creating pickup groups 68
- Creating coverage paths 69
- Routing outgoing calls 72
- World class routing 72
- Overriding call restrictions 74
- ARS Partitioning 75
- Preparing to add a trunk 78
- Adding trunk groups 79
- Night Service 81
- Setting up night service 81
- Announcements 82
- What is an announcement? 82
- Adding announcements 82
- Recording announcements 83
- Deleting announcements 84
- Hunt groups 86
- What are hunt groups? 86
- Setting up hunt groups 86
- Setting up a queue 87
- Call distribution methods 89
- What are vectors? 90
- Writing vectors 90
- Diagnosing a vector problem 93
- Voice system reports 94
- Using report scheduler 94
- Analyzing report data 94
- Using attendant reports 94
- Using trunk group reports 94
- Call centers 97
- What is a call center? 97
- Planning a call center 97
- Setting up the call flow 97
- Testing the system 98
- Monitoring your call center 98
- Viewing system capacity 99
- Enhancing an ACD system 99
- Printing button labels 102
- Exporting unused port data 108
- Exporting Native Names 112
- Importing Native Names 113
- Messaging Systems 114
- Security 115
- About system security 118
- Using Native Names 119
- Using Native Name 119
- Entering Native Names 120
- Troubleshooting 123
- Access denied 123
- ASG is enabled 123
- ASG is not enabled 123
- Cannot open serial port 124
- Command Timed Out 125
- Connection lost 127
- Corrupt data received 128
- Data is locked 128
- Device does not exist 128
- General communications error 129
- Incorrect device 129
- Incorrect login 129
- Invalid password 129
- Modem initialization error 130
- Network connection failed 130
- No carrier 131
- No dial tone 132
- No Ports available 132
- Password has expired 132
- Serial port does not exist 133
- Remote reset 133
- Serial port error 134
- Serial port is in use 134
- Too many users logged in 135
- Unknown response from device 136
- Voice system problems 137
- Keeping baseline information 137
- Backing up voice system data 139
- Checking voice system status 140
- Viewing the system status 140
- Diagnosing a problem 143
- Diagnosing modem problems 144
- Diagnosing printer troubles 144
- Solving call center problems 145
- Viewing error logs 146
- Clearing an error 148
- Alarm logs 149
- Reading the alarm log 150
- Clearing alarm logs 150
- Assigning alarm buttons 150
- Preventing alarms and errors 152
- Busy Verify 155
- Facility Busy Indication 158
- Facility Test Calls 158
- Trunk Identification 159
- Call Management System (CMS) 161
- Carriers 161
- Circuit pack 161
- Conversant 161
- Understanding trunks 163
- Contacting Us 164
- General Contact Information 164
- Before you call 164
- Technical Support 165
- Contacting us about training 166
- Giving us your feedback 167
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