Programming NP Receptionist to Dial an Outside Mailbox Extension Number

The "mailbox extension number" does not have to be a PBX extension number. Specific mailbox programming in NP Receptionist is used to allow callers to reach an outside number when they input an extension number.

EXAMPLE: A mailbox can be created to outdial to a Wide Area Telephone Service (WATS) line.

Users who make long distance calls can access NP Receptionist and input the number of the mailbox.
NP Receptionist automatically dials the number and connects the user to the WATS line.

This programming offers the caller the convenience of dialing a shorter number. Additionally, this technique gives the administrator the opportunity to choose treatment types that restrict access to the WATS line by requiring an authorization code and/or requiring calls to be made during an authorized time period (see NP Receptionist Treatment Types).

When you want NP Receptionist to dial an outside number, you must program the system to duplicate the steps that a caller uses to dial that number. Enter certain codes in the mailbox extension number field.

EXAMPLE: Characters such as T (wait for dial tone) must be included in the extension number dial string and in the number itself.

A maximum of 15 alphanumeric characters can be entered in the mailbox’s extension number field. If your dial string exceeds this number, you must use one of the extension pre-dial indexes that are programmed by the technician during configuration. (You may use these indexes even when the number does not exceed 15 characters.)

When you want NP Receptionist to outdial a number (other than a simple extension) when a mailbox is accessed, use the following procedure to program the number into the mailbox.

Step 1: Formulate a Coding String

The easiest way to formulate a coding string that directs NP Receptionist to outdial a number is to manually place a call to this number and note what steps were taken. Use codes from the following list to describe your actions:

0-9,#,*	Send out these DTMF tones (just as though they are being dialed from a standard touch-tone telephone)
A-D	Outdial these fourth column DTMF tones (keys are found on special telephones)
T	Go offhook (equivalent to lifting the receiver on a standard telephone) and wait for a dial tone
(	Send the digits that follow as pulses (10 pps)
)	Stop pulsing digits; resume sending digits as DTMF tones
+	Pause for one second
G	Greet - wait for a person or pager to answer
F	Switchhook flash and wait for dial tone
S	Switchhook flash (no wait required)

EXAMPLE A:

Company A has an account with a long-distance carrier that employees must use when placing long-distance calls. To outdial to this service, the administrator is instructed to set up a mailbox for each department. (Each department has a separate mailbox to enable billing counters to keep track of long-distance use by department.)

To program the mailbox extension number, the administrator places a call and notes the steps:

To access the long distance carrier, the administrator

Lifts the receiver and listens for a dial tone
Dials 9 to get an outside line
Dials the long-distance carrier number:1-408-5556783,
Waits for a computer tone greeting, then
Dials the company account number: 25439.

The system follows this procedure with one exception: the "clicks and pops" of particularly noisy switching equipment may be mistaken for a greeting. Since you have no control over the telephone company’s switching equipment, it is best to give the telephone connection a second or two to "settle" before giving the instruction to listen for a greeting. The coding for placing this call is:

T	Wait for dial tone
9	Tell the PBX that you want an outside line
14085556783	Dial the long distance company’s number
++	Wait two seconds for the line to settle
G	Listen for a computer tone
25439	Dial Company A’s account number

Thus, the coding string for outdialing this number is T9T14085556783++G25439.

Step 2: Choose a Mailbox Extension Pre-Dial Index

When the technician configures the system, the pre-extension dial strings may be programmed. Each of these is represented by a number (the pre-dial index) to simplify programming for the administrator.

To obtain a printout of pre-dial indexes and their dial strings, enter "?" (to request help) in response to the "Mailbox’s extension pre-dial index" prompt. The available indexes, dial strings, and pre-dial string descriptions are provided, as in the following display for Example A:

Index	Pre-dial Strings	Description
1	T9	Outside line
2	T914085556783	Non-"Dial 1" Account

Choose a mailbox extension pre-dial index that represents the coding string for the first part of the number to outdial, or enter "n" for none. In Example A, choose Index 2.

Step 3: Enter the Mailbox Extension Number

The mailbox extension number consists of the balance of the dial string. Referring to Example A, Index 2 directs NP Receptionist to outdial "T9T14085556783." The balance of the string, "++G25439," must be entered as the mailbox’s extension number.

Note: The system prompts for the mailbox’s extension number and for the pre-dial index even though the string represented by the pre-dial index is outdialed first.