A Panasonic Voice Processing System (VPS) or similar product from another manufacturer can provide Voice Mail (VM) and Automated Attendant (AA) services when connected to the PBX. VM service allows callers to leave voice messages in the VM mailboxes of the desired party. AA service allows callers to dial a number and connect themselves to an extension by following directions provided by a voice prompt. ("Enter the extension number of the desired party...", "Press 1 for Sales...", etc.) A VPS is connected to either the DPT or the SLT ports of the PBX. The extension ports to which a VPS is connected make up a VM group. A VM group has a floating extension number, which allows the VPS to be set as the destination for incoming calls, or as the destination for redirected calls that are already being handled elsewhere in the PBX. The type of VPS and/or the type of cards installed in the VPS determine whether the VPS is connected to the DPT ports of the PBX (DPT [Digital] Integration), or to the SLT ports (DTMF Integration). A Panasonic VPS which supports DPT (Digital) Integration should be connected to the DPT ports of the PBX. These ports make up a VM group referred to hereafter as a "VM (DPT) group". DPT (Digital) Integration provides for effortless connection and setup, conveniences which are unachievable with non-Panasonic VPSs and DTMF Integration. A non-Panasonic VPS can be connected to the SLT ports of the PBX. These ports make up a VM group referred to hereafter as a "VM (DTMF) group". Although DTMF Integration does not offer the ease of use that DPT (Digital) Integration does, the features available through DTMF Integration can satisfy many needs.

VM Group Type Description System Capacity VM (DPT) Group A group of DPT ports on the PBX connected to a Panasonic VPS which supports DPT (Digital) Integration. • Up to two VPSs which support DPT (Digital) Integration can be connected to the PBX. • Each VM (DPT) group can be connected to only one VPS. • Up to two VM (DPT) groups can be assigned to the PBX. • Up to 12 ports (24 voice channels) can form one VM (DPT) group. VM (DTMF) Group A group of SLT ports on the PBX connected to a VPS. The PBX communicates with the VPS by sending DTMF tones through these SLT ports. • Up to two VPSs which support DTMF Integration can be connected to the PBX. • Up to two VM (DTMF) groups can be assigned to the PBX. • Up to 32 ports can form one VM (DTMF) group.

[Example of VPS Configuration]

VM (DPT) Group Assignment

The VPS is connected to the DPT extension ports of the PBX. These extension ports, as well as VM (DPT) group settings, must be configured through system programming to allow DPT (Digital) Integration, as shown in the following programming examples, "Extension Port" and "VM (DPT) Group". Note that every extension port in a VM (DPT) group must be connected to the same DHLC or DLC card.

VM (DTMF) Group Assignment

The VPS is connected to the SLT extension ports of the PBX. These extension ports, as well as VM (DTMF) group settings, must be configured through system programming to allow DTMF Integration, as shown in the following programming examples, "Extension Port" and "VM (DTMF) Group".

[Programming Example: Extension Port]

[Programming Example: VM (DPT) Group]

[Programming Example: VM (DTMF) Group]

*1 Terminal Device Assignment [601] *2 VM Group Floating Extension Number [660]

Incoming Calls to a VM Group

A VPS can receive calls through either the floating extension number assigned to one of its VM groups, or through one of the VM group's extension ports. When calls are directed to a floating extension number assigned to a VM group, calls will hunt for an available extension port beginning with the lowest numbered extension port assigned to the group.

Basic Features

Voice Mail Service

Allows callers to leave voice messages for specific parties, such as an extension user or an incoming call distribution (ICD) group. Extension users can listen to messages left in their mailboxes at their convenience.

Automated Attendant (AA) Service

The VPS answers calls and directs callers to dial a number in order to connect themselves to the desired party. ("Enter the extension number of the desired party.")

Advanced Features

1.	Automatic Configuration–Quick Setup
	The PBX shares information with the VPS during setup which allows the VPS to automatically create the appropriate mailboxes for all extension numbers and floating extension numbers of ICD groups within the PBX.
2.	FWD to a Mailbox of the VPS
	An extension user can set his or her calls to be forwarded to the VPS. ( 1.3.1.2 Call Forwarding (FWD)) When a call is received at the extension, the PBX sends the extension's mailbox number to the VPS and the VPS can answer the call with an outgoing message (OGM) ("Hi, I'm out of the office today...").
3.	Intercept Routing to a Mailbox of the VPS
	CO line calls can be programmed to be automatically redirected to an extension user's mailbox when the extension user does not or cannot answer them. ( 1.1.1.5 Intercept Routing) The VPS can answer the call with an OGM ("I can't take your call now...") and callers can leave messages in the mailbox. In order to use this feature, a floating extension number used by the VPS must be assigned as the intercept destination for the original destination (extension, ICD group, etc.) which received the call, and "Intercept to Mailbox" must be enabled through system programming.
4.	Transferring to a Mailbox of the VPS
	Extension users can transfer calls to a mailbox, after which callers can leave a message for the desired party. ( 1.11.1 Call Transfer) While answering a call, the extension user simply presses the Voice Mail (VM) Transfer button and enters the extension number of the party the caller wishes to leave a message for. The VPS will answer the transferred call and record a message. VM Transfer Button In order to use this feature, the extension user must use a flexible button customized as the VM Transfer button. A floating extension number of a VM group must be assigned to the button when creating it.
5.	Transfer Recall to a Mailbox of the VPS
	When a call is directed to an extension via the VPS's AA service but is not answered within a preprogrammed amount of time ( Transfer Recall Time [201]), the PBX can transfer the call to the extension's mailbox. The VPS can answer the call with an OGM ("I can't take your call now...") and the caller can leave a message. In order to use this feature, "Transfer Recall to Mailbox" must be enabled through system programming.
6.	Listening to Recorded Messages (Direct Mailbox Access)
	After the VPS records a message, it will light the appropriate lamp or button on the extension for which the message was intended, to indicate there is a new message. ( 1.17.1 Message Waiting) The extension user can play the message back simply by pressing the button used for mailbox access; he or she does not need to enter a mailbox number. This button may be the MESSAGE button, depending on the proprietary telephone (PT) being used, or a One-touch Dialing button assigned to dial a floating extension number of a VM group. ( 1.6.1.2 One-touch Dialing) An extension user can, at any time, play back any messages in his or her mailbox, including old messages. The user simply dials a floating extension number used by the VM (DPT) group from his or her extension. (Direct Mailbox Access) A mailbox number does not need to be dialed. This feature is enabled or disabled according to the Class of Service (COS) assigned to the mailbox through VPS programming.
7.	VPS CO Line Service & Automatic Time Mode Notification*
	Multiple tenants can share a single VPS; a dedicated VPS port for each tenant is not required. This is possible because when CO line calls are directed or redirected to a VM (DPT) group, the PBX sends information to the VPS which determines the OGM that is heard by callers. ("Thank you for calling Company A", "Thank you for calling Company B", etc.) If an incoming CO line call is directed via DIL or DID distribution to a VM (DPT) group, the PBX sends to the VPS the corresponding information that is assigned in the DIL Table or DID Table, namely, the VPS trunk (CO line) group number and the tenant number. ( 1.1.1.2 Direct In Line (DIL), 1.1.1.3 Direct Inward Dialing (DID)) This information is used to send the appropriate OGM to the caller for the current time mode ( 2.2.4 Time Service), and is programmable for each CO line in the DIL Table, and for each DID number in the DID Table. * The software contained in the VPS may need to be updated before this feature can be used. [Example] In order for callers to hear the correct OGM for the current time mode, the DIL Table or DID Table of the PBX must be programmed to match the settings of the VPS.   [Programming Example: DID Table] Each DID number can be assigned a VPS trunk (CO line) group number as well as a tenant number. [Programming Example: Trunk (CO Line) Group Assignment for VPS] These settings are made on the VPS. The trunk (CO line) group number should correspond to the number programmed in the PBX's DIL Table or DID Table.
	In this example: A customer dials the telephone number for Company A, "123-4567". The call is handled by DID distribution according to system programming. (Refer to the above system programming example, "DID Table".) The tenant number programmed for this DID number determines that the current time mode is Day (not shown here), and the call is therefore directed to extension 105. If extension 105 does not answer the call, the call is redirected to extension 100 via Intercept Routing (not shown here), which is a floating extension number assigned to a VM (DPT) group. When the PBX redirects the call to the VPS, it also sends the VPS trunk (CO line) group number and tenant number as programmed in the DID Table. The VPS answers the call with the greeting message assigned to the trunk (CO line) group number and current time mode, Company Greeting Number 1. (Refer to the above system programming example, "Trunk (CO Line) Group Assignment for VPS".) A customer dials the telephone number for Company B, "123-2468". The call is handled by DID distribution according to system programming. (Refer to the above system programming example, "DID Table".) The tenant number programmed for this DID number determines that the current time mode is Lunch (not shown here). The call is therefore directed to extension 100, which is a floating extension number assigned to a VM (DPT) group. When the PBX directs the call to the VPS, it also sends the VPS trunk (CO line) group number and tenant number as programmed in the DID Table. The VPS answers the call with the greeting message assigned to the trunk (CO line) group number and current time mode, Company Greeting Number 6. (Refer to the above system programming example, "Trunk (CO Line) Group Assignment for VPS".)
8.	Caller ID Information
	If the PBX receives Caller ID information (caller's name and telephone number) when receiving a CO line call, the PBX sends this information to the VPS. This information can be used to play specific OGMs to specific callers, or announce the name of the calling party when listening to recorded messages.
9.	Paging by the VPS
	The VPS can page a called party. ( 1.14.1 Paging) If the names of staff members have been previously recorded into the VPS, the VPS can announce, "I have a call for (name of staff member)". If Caller ID information is received by the PBX, and if the name of a caller has been previously recorded, the VPS can also announce the name of the caller.
10.	Status Notification to the VPS
	When a call is redirected to the VPS, the PBX sends the status of the called extension to the VPS. This allows the VPS to quickly handle the call, playing the appropriate OGM for the caller.
11.	Live Call Screening (LCS)
	Similar to a conventional home answering machine, LCS allows a proprietary telephone (PT) or portable station (PS) user to monitor his or her own mailbox as a caller is leaving a message and, if desired, answer the call simply by pressing the LCS button. PT users can choose one of two ways to perform LCS, through personal programming (Live Call Screening Mode Set): Hands-free mode: The user can screen the call automatically through the built-in speaker. Private mode: The user will hear an alarm tone when a message is being recorded in his or her mailbox. To screen the call, the user goes off-hook with the handset, MONITOR button, or SP-PHONE button. Note Only Private mode is available for PS users. When using LCS, PS users cannot monitor a call through the speakerphone. LCS Button Any flexible button can be customized as the LCS button. Once LCS is turned on, it will stay on until turned off, therefore extension users may wish to turn LCS off when they are away from their desks to prevent others from screening their calls.
12.	Two-way Recording into the VPS
	PT users can record their own telephone conversations. These recordings can be stored in the PT user's own mailbox (Two-way Record) or in another user's mailbox (Two-way Transfer), depending on which button the user presses to begin recording. Two-way Record/Two-way Transfer Button A flexible button can be customized as the Two-way Record or the Two-way Transfer button. If an extension number is assigned when creating the Two-way Transfer button, conversations will be recorded into that extension's mailbox by simply pressing this button (One-touch Two-way Transfer Button). Note When you record Two-way telephone conversations, you should inform the other party that the conversation is being recorded.
13.	Time Synchronization*
	The VPS can automatically adjust its clock if the date and time settings of the PBX are adjusted. For example, if the PBX is programmed to automatically adjust to Daylight Saving Time, the VPS will adjust its clock as well. ( 2.3.4 Automatic Time Adjustment) * The software contained in the VPS may need to be updated before this feature can be used.
14.	Remote Call Forwarding Set*
	While accessing the VPS from an extension or a remote location, a PBX user can set his or her calls to be forwarded, as well as select the destination of the forwarded calls. Calls can be forwarded to an outside party provided this feature is enabled through system programming ( Call Forwarding to CO Line [504]). * The software contained in the VPS may need to be updated before this feature can be used.

[Live Call Screening (LCS)]

•	To prevent the unauthorized screening of calls, an extension personal identification number (PIN) must be entered when activating LCS for an extension. ( 1.24.1 Extension Personal Identification Number (PIN))
•	If an extension user is screening a call and then goes off-hook to answer it, the VPS will either stop or continue recording the message, according to personal programming (LCS Mode Set [After Answering]).
•	If a single line telephone (SLT) is connected in parallel to a PT, and if LCS is activated for the PT in Private mode, the SLT can be used to screen calls. The SLT will ring to indicate a message is being recorded. The call can be screened with the SLT by going off-hook. To intercept the call, press Flash/Recall button or flash the hookswitch. ( 1.10.9 Paralleled Telephone)
•	When using a PS that is in Wireless XDP Parallel Mode, LCS can be turned on or off from the wired telephone only. Turning LCS on or off on the PS has no effect. ( 1.22.3 Wireless XDP Parallel Mode)

[Two-way Recording into the VPS]

•	If all ports of the VPS are busy when a user tries to record a conversation:
	a) The user hears an alarm tone when pressing the Two-way Record or the One-touch Two-way Transfer button. b) The user hears an alarm tone after pressing the Two-way Transfer Button followed by an extension number.

User Manual

• 1.9.3 Voice Processing System
• 3.1.2 Settings on the Programming Mode
• 3.2.2 Manager Programming

VM Service

1.	Accessing a Mailbox
	There are two methods in which a call can reach an extension's mailbox. In the first method, the caller must dial a mailbox number. In the second method, the PBX sends DTMF tones to the VPS to indicate which mailbox should be accessed (Follow on ID). Method 1:
	1. An incoming CO line call is directed to a VM (DTMF) group. 2. The caller listens to an outgoing message (OGM) which directs the caller to dial a mailbox number. ("Press 101 to leave a message for Sales. Press 102 to leave a message for Support.") 3. The caller dials a mailbox number and then hears the called party's personal greeting. ("Please leave a message for our Sales team.") 4. The caller leaves a message and hangs up.
	Method 2 (Follow on ID):
	1. An incoming CO line call is directed to an extension or ICD group. 2. The PBX redirects the call to a mailbox via: a) Call Forwarding (FWD) b) Intercept Routing c) Call Transfer The PBX sends the appropriate DTMF tones to the VPS so that the caller does not need to dial a mailbox number. 3. The caller hears the called party's personal greeting. ("Please leave a message for our Sales team.") 4. The caller leaves a message and hangs up.
2.	Transferring to a Mailbox
	Extension users can transfer calls to a mailbox, after which callers can leave a message for the desired party. While answering a call, the extension user simply presses the Voice Mail (VM) Transfer button and enters the extension number of the party the caller wishes to leave a message for. The VPS will answer the transferred call and record a message. VM Transfer Button In order to use this feature, the extension user must use a flexible button customized as the VM Transfer button. A floating extension number of a VM group must be assigned to the button when creating it.
3.	Listening to Recorded Messages
	After your VPS records a message, it will light the appropriate lamp or button on the extension for which the message was intended, to indicate there is a new message. ( 1.17.1 Message Waiting) The extension user can play the message back simply by pressing the button used for mailbox access. Depending on the proprietary telephone (PT) being used, this button may be the MESSAGE button, or a One-touch Dialing button assigned to dial a floating extension number of a VM group, the user's mailbox number, and other DTMF commands. ( 1.6.1.2 One-touch Dialing) When the button is pressed, the PBX calls the floating extension number assigned to the appropriate VM group, then sends DTMF tones to the VPS to indicate the extension's mailbox number. Whether the PBX turns off the message indication lamp after the button is pressed, or your VPS turns off the lamp after all new messages in the mailbox are played, is selectable by through system programming. An extension user can also, at any time, play back any messages in his or her mailbox, including old messages, however this is not available as a one-touch operation with the MESSAGE button. The user must dial a floating extension number of a VM group, his or her mailbox number, and other DTMF commands manually, or customize a One-touch Dialing button.

AA Service

A VPS can also be used as an automated attendant. When a call is directed to a port of your VPS which is in AA service mode, the caller will hear an OGM. After or while listening to the OGM, the caller may dial an extension number as directed. ("Enter the extension number of the desired party.") If the VPS transfers a call via the AA service, the PBX will inform the VPS of the status of the called party using a preprogrammed DTMF status signal so that the VPS will know the status without needing to listen to system tones, such as a busy tone or ringback tone. This enables the VPS to quickly play an appropriate OGM to the caller. ("I'm handling another call now...", "I'm away from my desk now...", etc.) The default DTMF status signals sent by the PBX are explained below. Change the DTMF status signals through system programming to match the settings of your VPS.

[DTMF Status Signals]

Status Condition Default DTMF Status Signal Ringback Tone The PBX is ringing the corresponding extension. 1 Busy Tone The called extension is busy. 2 Reorder Tone The dialed number is invalid. 3 DND Tone The called extension has set Do Not Disturb (DND). ( 1.3.1.3 Do Not Disturb (DND)) 4 Answer The called extension has answered the call. 5 Confirm The PBX confirms that a feature (such as Message Waiting) has been set or canceled on the extension. 9 Disconnect The caller has hung up. #9 FWD to VM Ringback Tone The called extension has set FWD to VPS and the PBX is calling another port of the VPS. 6 FWD to VM Busy Tone The called extension has set FWD to VPS and all ports of the VPS are busy. 7 FWD to Extension Ringback Tone The PBX is calling an extension other than the one dialed, most likely because the called extension has set its calls to be forwarded to another extension or because it is a member of an idle extension hunting group. ( 1.2.1 Idle Extension Hunting) 8

System Programming

The service mode for each VM (DTMF) group and various DTMF settings must be programmed through system programming to match the settings of your VPS. If the settings of the PBX and your VPS do not agree, the VPS will not perform as expected.

1.	Service Mode Assignment
	Through system programming, assign a service mode (VM or AA) to each VM (DTMF) group to match the settings of your VPS.
2.	DTMF Status Signal Assignment
	When using AA service, the PBX will communicate with your VPS by sending DTMF tones to indicate the status of PBX extensions. Assign these DTMF status signals through PBX system programming to match the settings of your VPS.
3.	DTMF Command Assignment
	The PBX also sends DTMF tones to your VPS to command the VPS to play or record messages, or to switch between VM and AA service modes. Assign these DTMF commands through PBX system programming to match the settings of your VPS.
4.	Redirecting Calls to the VPS via FWD or Intercept Routing
	When a call is redirected to the VPS via FWD or Intercept Routing it will be redirected to either the VM service or the AA service of your VPS, based on system programming. This allows a caller to, for example, be connected to an extension via AA service, then be connected to that extension's mailbox if the extension does not answer. FWD to the VPS An extension user can set his or her calls to be forwarded to your VPS. The way in which the VPS will then handle these calls is determined through system programming. a) If "FWD to the VPS Sequence" is set to "Answer by Mailbox", the PBX will direct forwarded calls to the VM service of your VPS. The PBX will send the extension's mailbox number to the VPS via Follow on ID, allowing callers to leave a message for the extension user without dialing a mailbox number. b) If "FWD to the VPS Sequence" is set to "AA", the PBX will direct forwarded calls to the AA service of your VPS. Callers will hear the AA greeting ("Enter the extension number of the desired party.") and can connect themselves to a destination. c) If "FWD to the VPS Sequence" is set to "None", the PBX will direct forwarded calls to whichever service (VM or AA) is assigned to the VM (DTMF) group. Intercept Routing to the VPS CO line calls which are not answered can be programmed to be redirected to your VPS. The way in which the VPS will then handle these calls is determined through system programming. a) If "Intercept Routing to the VPS Sequence" is set to "Answer by Mailbox", the PBX will direct calls to the VM service of your VPS. The PBX will send the extension's mailbox number to the VPS via Follow on ID, allowing callers to leave a message for the extension user without dialing a mailbox number. b) If "Intercept Routing to the VPS Sequence" is set to "AA", the PBX will direct calls to the AA service of your VPS. Callers will hear the AA greeting ("Enter the extension number of the desired party.") and can connect themselves to a destination. c) If "Intercept Routing to the VPS Sequence" is set to "None", the PBX will direct calls to whichever service (VM or AA) is assigned to the VM (DTMF) group.

DTMF Commands Sent to the VPS

In order to access the appropriate feature of your VPS (playing or recording messages, playing the OGM used by the AA service, etc.), the PBX sends preprogrammed DTMF tones which command the VPS. Assign these DTMF commands through system programming to match the settings of your VPS. If the settings of the PBX and VPS do not agree, the VPS will not perform as expected.

[Programming Example: DTMF Commands]

Feature DTMF Command Sent to VPS* Record a message H Play a message H Switch to VM #6 Switch to AA #8

H = Mailbox Number. The appropriate mailbox number will be sent to the VPS in place of the "H".

* The DTMF commands here are the default commands used by the PBX. Program either the PBX or your VPS so that these settings match. Note, however, that non-Panasonic VPSs may use different feature names.

[DTMF Commands Sent to the VPS]

VPS Access Method DTMF Command Sent to VPS* When VM (DTMF) Group is in VM Service Mode When VM (DTMF) Group is in AA Service Mode FWD Answer by Mailbox H #6 + H AA #8 #8 None No command is sent. Intercept Routing Answer by Mailbox H #6 + H AA #8 #8 None No command is sent. Transfer (pressing the VM Transfer button and dialing an extension no.) H #6 + H Pressing the MESSAGE button or similar operation H #6 + H

* The DTMF commands here are the default commands used by the PBX. Program either the PBX or your VPS so that these settings match.

[Example of a DTMF Command Sent to the VPS]

User Manual

• 1.9.3 Voice Processing System