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1.1 WHAT THE VPS CAN AND CANNOT DO
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VOICE PROCESSING SYSTEM OVERVIEW
1.1 WHAT THE VPS CAN AND CANNOT DO
1.1.1 Why Voice Processing?
The VPS handles incoming and outgoing calls. When a call comes in, it answers, forwards to
appropriate extensions, takes and stores messages, and notifies subscribers when messages are
left. Subscribers may send and transfer messages to other subscribers within the system. The
VPS is easy to use, helping callers through the system with step-by-step voice prompts.
Unlike handwritten messages or those left with answering services, VPS messages are
confidential; they are stored in a mailbox and retrieved only with the subscriber's password.
Other advantages of the VPS are clarity and accuracy, which are commonly lacking with
written messages. The messages come directly from the caller, in the caller's own voice. To
further ensure accuracy, the system allows the sender to correct or change messages before
saving them. Messages can be erased or transferred by the recipient.
1.1.2 Basic Operations
Greeting Callers:
Callers are greeted by a prerecorded message that includes directions for leaving and editing
messages. The VPS can list single-digit numbers for each available extension or mailbox.
Callers who know the extension of the person they wish to reach may dial the extension number
at any time. Callers with rotary phones are transferred to a pre-programmed destination (which
is often an operator or the General Delivery Mailbox) to leave a message.
Sending Messages:
Callers can review and edit messages before leaving them in a mailbox. Subscribers can send
messages to an individual or to several mailboxes at once. The message sender can then verify
that the other subscriber has received the message.
Receiving Messages:
Subscribers can choose from several different message notification methods. They can be
notified by: message waiting lamp, beeper, or a call from the system to another line. System
programming determines whether a subscriber will be notified each time that a message is left.
(Subscribers can choose to be notified of messages differently depending on the time of day.)
Mailbox parameters determine maximum length and accommodate 5-100 messages. If the
system is connected using Digital Integration, subscribers can press a pre-assigned button to
record conversations in their own mailboxes or other subscribers mailboxes while talking on
the phone. Digital Integration also allows subscribers to screen messages as they are being left
or pick up if they choose to take the call.