Implement a Rotational Mailbox System

A rotational mailbox plays its greeting, and then plays the greeting of a child (distribution list) mailbox. The child mailbox greeting is selected by "rotating" through the mailboxes in distribution list 01 of the rotational mailbox. Mailbox rotation can be triggered by one of two methods: index or period.

Note: Setting index and period can not be performed in the Web Console. Use the Text console to configure.

Index Method

When you create distribution list 01 in the rotational mailbox:

  • Index number 1 is automatically assigned to the lowest mailbox number in the list; index number 2 to the next highest number, and so on.

  • Every time the rotational mailbox is called, the system plays the rotational mailbox greeting and plays the greeting of the mailbox that matches the current index.

    • After this greeting plays, the counter increments by one.

  • The next time that the rotational mailbox is accessed, the system plays its greeting and the greeting of the mailbox that matches the new index.

  • When the greeting of the last mailbox in distribution list 01 plays, the system rotates back to the first mailbox on the list, resets the index to 1, and begins the cycle again.

    • Default index is 1 (that is, the cycle begins with the lowest mailbox on the list). You may set the index to a higher number if you want the cycle to begin with a different mailbox.

Period Method

The greeting of the first mailbox in distribution list 01 plays for the specified period, and then the second mailbox greeting plays for the specified period.

A start date and start time for the cycle must be set. After all mailboxes in the distribution list are accessed for the specified period, the system resets the start date and time to the date and time of the last call. Then the cycle begins again, with the greeting of the first mailbox in the list.

Prepare the Mailboxes

In this application you are working with a rotational mailbox and a child (distribution list) mailbox. The following table summarizes the steps to prepare these mailboxes.

Rotational Mailbox Child Mailbox
1. Customize a rotational mailbox FCOS. 1. Create the mailboxes
2. Create a mailbox with this FCOS. 2. Log in to the mailboxes, and record suitable greetings.
3. Set the index or period.
4. Set up the distribution list. (This step must be done after distribution list mailboxes are created).
5. Log in to the mailbox and record a greeting
Note: In practice, combine some of these steps for efficiency.

To Configure a Rotational Mailbox System

Steps 1 through 4 outline a general plan for setting up a rotational mailbox and its child mailboxes.

Step 1: Create Mailboxes

  1. Create one mailbox with the rotational mailbox FCOS that you configured.

  2. Create as many child mailboxes as you need. Choose an FCOS that suits the application.

EXAMPLES:

  • If you want the system to hang up after it plays the child mailbox greeting, assign a Greeting-only FCOS to the mailboxes.

  • If you want each mailbox to provide an introductory announcement before connecting the caller with an employee, give the child mailboxes an FCOS that includes feature bit 063 (Call mailbox attendant after greeting) or feature bit 064 (Call mailbox's extension number after greeting). Be sure to include the attendant's extension number in the appropriate field when creating the mailbox.

Note: The rotational mailbox and all child mailboxes must be in the same GCOS.

Step 2: Set the Index or Period for the Rotational Mailbox

The index tells the system which mailbox in the distribution list should begin the cycle. The system automatically rotates to the next mailbox in the list on each subsequent call.

The period defines how long to play the current child mailbox greeting before rotating to the next greeting. If you specify a period, it will override the index.

This procedure is only available in the Text console. See Configure a Rotational Mailbox .

Step 3: Prepare the Rotational Mailbox

  1. Call the system and log in to the rotational mailbox.

  2. Press U (the 8 key) for User Options.

  3. Press L (the 5 key) to change a distribution list. You are prompted for a distribution list number.

  4. Enter 01.

  5. Press A (the 2 key) then enter the number of a child mailbox.

  6. Repeat Step 5 until all child mailboxes have been added to the list. Press X (the 9 key) to save the changes.

  7. Press U (the 8 key) for User Options.

  8. Press G (the 4 key), then record a Greeting.

  9. Press X (the 9 key) to save the changes. Press X twice in quick succession to exit the mailbox and recycle to the system greeting.

Step 4: Prepare the Child Mailboxes

  1. Log in to the first child mailbox.

  2. Press U (the 8 key) for User Options.

  3. Press G (the 4 key) and record a greeting.

  4. Press X (the 9 key) to save the changes. Press X twice in quick succession to exit the mailbox and recycle to the system greeting.

  5. Log in to the next child mailbox.

  6. Repeat steps 2 through 5 until all mailboxes have suitable greetings.

Parent topic: Mailbox Configuration Summary
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