Chap. 20d: Maintain/ Privileges
The Privileges command brings up the Privileges window, which displays a list of all of the privilege settings currently defined in your system. From this window you can use the buttons to the right of the Privileges display to Add or Delete privilege settings.
To modify a privilege setting, double-click on the setting you would like to modify. This will bring up the Individual Privilege window, which allows you modify specific privilege parameters. To begin with, you may give each Privileges setting a name by entering a name in the Privilege Name field. You may also record a name for each Privilege setting by clicking on the Name button.
There are three different items which have a Privilege setting.
1. Individual Lines - These have a line privilege setting, which is accessed through the Switch command in the MAINTAIN menu. Enter the Switch screen and double-click on each line to display the line privilege. The Line Privilege is the default Privilege for each line. When a caller enters their
mailbox number and password, then their privilege becomes in force and replaces the Line Privilege.
2. Client Boxes - Each has a privilege setting which determines functions that can be performed on Client-owned boxes during remote access.
3. Mail Boxes - Each has a privilege setting, which can be overridden by the Client privilege if the Client password is used to enter the Mail Box.
All other box types do not have their own privilege. Their privilege is determined by their owner Client privilege.
Note: Under each Privilege is a System button. The first option in the System submenu is Override All Privileges. If this is checked, then that privilege will override any other privilege.
Many functions of boxes are controlled by their privileges. All boxes have a privilege. The privilege set for a Client Box controls all of the boxes owned by that Client. All boxes except Mail boxes are controlled exclusively by the privilege setting of their owner Client Box.
A privilege goes into effect after a box number and password are entered, which can be done at several points throughout the system. These remote access points are through a User Access Phantom, Supervisor Phantom, an Access Box set to Validate, or during a Mail Box greeting by entering the Mail Box owner access key. (The Mail Box owner access key is set through the Message command in the MAINTAIN menu.)
The Client Privilege is the only possible privilege for Access, Conference, Fax, Group Mail, OutBound, Question, Capture, and Search Boxes.
The Mail Box privilege can be either the privilege set in the Mail Box itself, or that of the Client which owns the Mail Box, depending upon which password is used (Mail Box password or Client password).
There are two ways that a privilege goes into effect:
1. A box number and password are entered.
2. If no box number nor password are entered, the privilege listed for each line is in effect. (In the Switch command under the MAINTAIN menu, then each individual line.)
Note: Remember that there is ALWAYS some privilege in effect. If a caller has not entered a mailbox number and password, then the Line Privilege is in force.
IMPORTANT: Always be sure that 'upon expiration' of time, counts, etc. you send the caller to a box that HANGS UP (see access box, default to H for hang-up). When the privilege expires on a call, the caller would then have full use of your system, as NO PRIVILEGE is in force after expiration. When they call in again, they will immediately go the box you designate for 'upon expiration' - be sure they cannot gain access to your system via that box.
Privilege Example A
You want callers to be able to call in and listen to the descriptions from a Search Box, but not be able to leave a message for Mail Box holders. However, when paid members call in you want them to be able to leave messages for Mail Box holders or items they are interested in.
1. Set your Lines to Privilege 1. Within the Search Box submenu in Privilege 1, do not check the Respond to Survey option.
2. Give your paid members Privilege 2 in their Mail Box. Within the Search Box submenu in Privilege 2, do check the Respond to Survey option.
3. During your opening greeting in an Access Box, give paid members the option to go to another Access Box which is set to validate, and give new callers the option to go directly to the search box. When paid members enter their Mail Box number and password their Privilege 2 will go into effect, and you can send them to the Search Box by entering the Search Box number in the Upon Success Goto field. New callers who enter the Access Box set to validate will not have a valid Mail Box number and password, so you can send them to the box indicated in the Upon Failure Goto field.
When new callers choose the correct path to the Search Box they will hear the recorded profile descriptions, but if they try to leave a message (to go to box, press 1) they will be told they do not have the privileges to do that. The paid member's privilege 2 will go into effect when they pass through the Access Box set to validate, so when they reach the Search Box they will be able to leave messages. New callers will not be able to leave messages because they never entered a valid box number and password, and the only privilege in effect for new users will be the one you have set for each individual line.
Privilege Example B
You want all callers to be able to create a Mail Box and respond to the survey in a Capture Box, but after they have created a Mail Box you want to offer seven and thirty day memberships on your system. You would set up three different privileges. One privilege would be in force when a caller first creates their Mail Box (the privilege you set for the Clone Template Box in the Capture Box), another for 7 days use, and yet another for 30 days use. For this you would utilize the Expiration button under Privileges. You would first also need to decide if you want the time to begin as soon as they create the box (what if they don't pay you for another two weeks?) or after their first use (they might pay you right away, but what if they never use it? Do you want the box to stay around forever?) or after their last use (this really wouldn't apply if you are issuing definite membership time periods).
Privilege Example C
You don't want any callers to have privileges on a certain line or lines (perhaps 800#s). You could create a privilege that has the Override All Privileges option checked in the System submenu. Also be sure that all other options in all privilege areas are not checked. Then enter this privilege setting on the Line Info screen found in the Switch command in the MAINTAIN menu.
Privilege Example D
You may have an application for your system which requires that different callers have different privileges. For example, you may want to set up a matchmaking service which does not allow males any privileges on local lines, but gives males full privileges on your 900# lines. You also want your system to allow females full privileges on both the local lines and the 900# lines. To accomplish this you will need to use two separate Capture Boxes, one set up to create Mail Boxes for males and one set up to create Mail Boxes for females. The Capture Box for males will have a privilege with no options allowed, and the Capture Box for females will have a privilege with all options allowed.
You also need to set the privileges for each phone line. The local lines should have a privilege with no options allowed, and the 900# lines should have a privilege with all options allowed, including "System Override Privilege". When males (no privileges) call the local lines (no privileges), they can't do anything. When males call on the 900# lines the "System Override Privilege" will take effect and allow them all privileges.
When females call the local lines there is no "System Override Privilege" set, but their individual Mail Box privilege will allow them full access to your service.
Note: Unit Type "time boxes" must be checked and set to "0" if you do not want to bill for a particular feature.
The buttons contained within the Individual Privilege window and their accompanying options are described in detail below.
Billing
Billing Privileges, along with Expiration Privileges, are two ways you can control access to your system. They can be used independently or in conjunction with one another. If you are using Billing Privileges and Expiration Privileges simultaneously, the first to be used up will take effect and prevent further access to the system. This is rather like a 1-year/12,000 mile car warranty which will expire when either the time or mileage limit is reached.
Use Total Units
With this option selected the system allows you to limit callers by one of the available unit types. You may specify how many of the unit type the caller is allowed to use.
Unit Type
The unit type can be either Counts or Time. The unit type you select here determines the function of the unit-related fields throughout the Billing Privileges window.
Counts - When using the Counts unit type, a Count is equal to one phone call to the system. If a Mail Box holder is given 100 Counts in the Use Total Units field, the Mail Box holder can make 100 calls into your system. With Counts there is no time limit involved, and the Boxes submenu has no effect. The number of times a Mail Box holder enters your system is tracked in three ways: 1) When validated from an Access Box set to Validate, 2) When entering a box using a User Access Phantom/Supervisor Phantom Box, or 3) If the Mail Box Owner Access Key is used while listening to a Mail Box greeting.
Time - When using the Time unit type, always think of time in "seconds". All entries in unit-related fields must be in seconds. For example, if you want to allow a Mail Box holder a total of 30 minutes on your system, you will need to multiply 30 minutes by 60 seconds. 30 x 60 = 1800, so you would enter 1800 into the Use Total Units field. When using Time, the settings in the Boxes submenu take effect.
Upon Total Units Goto - Enter the number of the box you would like callers sent to when the Total Units have been reached. Be sure that the box you send callers to does not allow access back into the system. The system will only send callers to a box - you determine what happens from that point on.
Allow Max Units Per Period - You may allow users to use a set number of units each period. Enter the number of units to allow within the chosen period in this field, and choose a period type (Daily, Weekly, or Monthly). If your unit type is Counts, you will enter the number of calls to allow within the given period. If your unit type is Time, you will enter the time, in seconds, of access to allow within the given period. You might allow a total of 100 calls, but only 20 calls per day. Or you could allow a total of 1800 seconds, but only 100 seconds per day.
Upon Max Units Per Period Goto - Enter the number of the box you will send callers to when the Total Units Per Period have been reached. Be sure that the box you send callers to does not allow access back into the system. The system will only send callers to a box - you determine what happens from that point on.
Boxes (submenu of Billing Privileges)
The Boxes button opens the Box Rates window, which only takes effect when you have the Unit Type set to Time. Normally, the system logs user time in one second intervals. The Box Rates window allows you to set different rates for the use of various features of your system. You will see that the Box Rates window has a check box at the top labeled Bill All and a Seconds field, and below this is a check box and Seconds field for each individual type of box.
In the Seconds field you can enter the rate that seconds will be used from the Mail Box holder's available time. For example, by checking the check box next to Conference Box and entering a 2 in the Seconds field next to Conference Box, you will be charging a caller with this Privilege setting 2 seconds of available time for each second spent in a Conference Box.
Note: The Bill All option and the individual box options are not exclusive. You could check the Bill All option to bill all system activity at 1 second per second used, and check individual box types to be billed at the rate you enter in the Seconds field next to the box type. If you do not check Bill All then the caller will only be billed while in the specific boxes which are checked.
IF YOU DO NOT WANT THE CALLER BILLED DURING ACTIVITY IN PARTICULAR BOXES, YOU MUST CHECK THE BOX AND ENTER 0 (ZERO) IN THE SECONDS FIELD.
In the MAILBOX section, the following items are listed:
mailbox :
when checked, the person with this privilege will be billed whenever they are in anyone else's mailbox - listening to a greeting, leaving a message, during a transfer, etc.
owner:
when checked, the person with this privilege will be billed during the time they spend in the User Phantom - that includes recording a greeting, listening to messages, etc.
user:
when checked, the person with this privilege, will be billed when their mailbox is used by someone else. So, anytime anyone leaves them a message or listens to their greeting, for example, THIS BOX OWNER WILL BE BILLED.
*Note - If you check both USER and OWNER, then those people would, in effect, get billed twice for some things. For example, they would be billed when someone leaves them a message (user) and then again when they listen to that message while they are in the User Phantom (owner).
*********
Expiration
Expire Box After Creation - Enter the number of days after creation you wish boxes to expire (optional). The creation date would be the date you created the box on the screen or the date the box was created by the caller using a Capture Box.
Expire Box After First Use - Enter the number of days after first use you wish boxes to expire (optional). First use means the first time the password is entered for the box.
Expire Box After Last Use - Enter the number of days after last use you wish boxes to expire (optional). Last use means the last time the password was entered for the box.
Expiration Date - With this option checked, you may enter the actual date you wish boxes set to this privilege to expire (optional).
Upon Expiration Goto - Enter the number of the box you would like callers sent to when their box has expired. Typically this would be an access box which explains to the caller their current status.
IMPORTANT: Always be sure that 'upon expiration' of time, counts, etc. you send the caller to a box that HANGS UP (see access box, default to H for hang-up). When the privilege expires on a call, the caller would then have full use of your system, as NO PRIVILEGE is in force after expiration. When they call in again, they will immediately go the box you designate for 'upon expiration' - be sure they cannot gain access to your system via that box.
Expiration Privileges:
There are several options for a privilege expiration time frame. The expiration times frames can work in conjunction with billing times (seconds of use). It works like a car tire warranty - 12,000 miles or 1 year, whichever comes first. Whether or not you will use the seconds of use, (under Billing) the expiration time frame allows you to have more than one criteria set as well. You could have a box expire 30 days after the creation of the box, but also have it expire in a shorter time frame if the box has not been used. If the box owner continues to use the box, it will be available for 30 days. If they stop using it, it will expire after the 'last use' even is if it is prior to the 30 day time frame. Remember, it will be whichever criteria is met first - days after last use or 30 days from creation.
Below are some examples:
1) do not ever expire - just check the 'do not expire' and do not check 'expire days after last use'. This would probably be the setting for the system operator privilege. This privilege will never expire.
2) expire x days after last use - there are 3 possible combinations here: a) if you also check 'do not expire', then the box will expire after x days of no use. This will eliminate boxes being used on the system forever. This is also useful so that you can see System
Override All Privileges - When a privilege has this option checked, this privilege takes precedence over any other privileges. A line could be given a privilege with this checked to not allow any access by Mail Box holders (on an 800# new user line, for example).
Maximum Length of Box Names (Secs) - Sets a maximum length for box names when recording using remote access.
Maximum Length of Box Greetings (Secs) - Sets a maximum length for box greetings when recording using remote access.
Maximum Length of Call (Minutes) - Sets a maximum duration for calls.
Goto - Enter the number of the box you will send callers to when they reach the maximum call length. Be sure to send them to a box that will terminate the call and not allow further system access.
Capture Box
Allow Entry into Box - Callers may be allowed (or disallowed) to enter Capture Boxes.
*All of the items listed below are meant to be checked for the system *operator privilege only. They allow for remote system maintenance and *should be used carefully.
You can enter this area by either the User Phantom or the Supervisor Phantom. When asked for the box number, enter the capture box number. When asked for the password, enter the password of the client box that owns the capture box.
change box name (secs): this allows the name of the capture box to be re-recorded and lists the amount to time to be allowed to record it.
change box greeting (secs): this allows the 'survey intro' of the capture box to be re-recorded and listed the time available to do it.
review/reset counts: this allows the counts for the capture box (the number of times the box has been accessed) to be heard and/or reset.
review surveys: this allows for all surveys to be handled remotely. When people call in to the capture box and record their survey description, box name, box greeting and answer the questions, they start out as new entries. The system operator approves them and they become 'approved'. When re-recorded, they become changed. The system operator can hear all the entries by category breakdown (new, changed, approved, deleted) and make choices to monitor the system. Surveys along with their new mailbox information can be approved or deleted. This item needs to be checked in order for the following ones to work. If only this is checked and none of the next ones, then the surveys can only be approve or disapproved, not deleted. The privilege cannot be changed, nor can a sysop message be sent. If you would like a new privilege to be allowed when the surveys are approved, you can set the 'auto bump' in the capture box screen. Then, if you have an employee doing this for you, you have total control over what privileges can be had.
change privilege: this allows for the privilege to be changed to any existing privilege on the system
delete survey description only: this allows for the survey description ONLY to be deleted. This is useful if a recording is not appropriate in any way (too low volume, not clearly spoken) and you don't want to have to listen to it again. But, you want the box owner as a customer and may want to send them a message to re-record it, pointing out the particular problem.
delete survey (description and mailbox): this allows the entire entry to be deleted, as though the caller had never even made the box.
send sysop message: this allows for a 'sysop message' to be sent. This is a special message that the box owner will hear immediately upon entry into your system, as soon as they identify themselves in either an Access Box set for validate or the User Phantom.
If you have all of the options checked, you will hear this menu after entering the capture box remotely: to record the name, press 1 to record the greeting, press 2 to review the counts, press 3 to review the surveys, press 4
then, if you press 4, you will hear this menu after each survey description:
to approve the survey, press 1 to replay the survey, press 2 to hear the next survey, press 3 to delete the survey description ONLY, press 4 to delete the survey description AND the entire mailbox, press 5 to change the privilege, press 6 to send a system operator message, press 7 to exit, press 8 Conference Box - currently not implemented for NT version
Allow Entry into Box - Callers may be allowed (or disallowed) to enter Conference Boxes.
Do not bill for Hold Time - With this option checked callers will not be billed for time spent on hold.
Max Time Allowed in Conference (Min) - You may optionally set a limit to the number of minutes callers with this privilege setting may remain in a Conference Box.
Goto - Enter the number of the box you will send callers to when the maximum time allowed in a Conference Box is reached.
Bumping Priority - This feature permits a caller with a high Bumping Priority to "bump", or remove, another caller with a lower Bumping Priority from a Conference Box. Bumping Priority can be anything from 0 (lowest priority) to 9 (highest priority). This feature makes use of a "hidden menu option", which means that as a caller enters a Conference Box there are four options available, but only three options are presented to the caller. A caller arriving at a Conference Box will hear the following, "Press 1 to join a conference, press 2 to hear who is in the conference, or press 8 to exit". The fourth "hidden" option is that a caller can press 3 to bump any other caller in the conference with a lower bumping priority. When 3 is pressed, the system will respond with, "Enter the line number you wish to bump".
To bump a specific caller from a conference you must first know which line they are occupying. This can be accomplished using option 2 when entering a Conference Box, which announces who is in the conference and the line each caller is on. With this line and caller information, the caller entering the Conference Box can now press 3 to have the option of bumping any other caller in the conference with a lower Bumping Priority.
Note: Be sure that a line name is recorded for each telephone line. To record a line name, go to the Switch command in the MAINTAIN menu. From within the Switch Information window, double-click on each line to bring up the Line Information window. Use the Line Name button in the Line Information to record a name for the line.
Group Box
Allow Entry into Box - Callers may be allowed or disallowed to enter Group Mail Boxes.
Mail Box
Max Length of Recorded Msg (Secs) - Sets a maximum length for recorded messages.
Maximum No. of Messages - Sets the maximum number of messages a Mail Box holder may receive.
Delete New Msgs After No. of Days - Will delete new messages after the indicated number of days. (see also Appendix J - Message Deletion)
Delete Old Msgs After No. of Days - Will delete old messages after the indicated number of days. (see also Appendix J - Message Deletion)
Auto Forward New Msgs After No. Days - Will forward new messages after the indicated number of days to the box number indicated in the Auto Forward field, which is found in the Notification submenu in each Mail Box. If you check this option be sure that you do not attempt to auto forward a Mail Box message to itself (default).
The rest of the options here will appear to callers on a collapsing menu basis after they heave entered the User Phantom:
1. Listen to Messages
(sub options)
2. Send Message
(sub option to send to Group Mail) - You can't allow this without allowing to send.
3. Change Options
Turning features on/off is also affected by this setting.
(sub options - can't allow option changes if Change Options is not selected.
4. Change Survey Data
Only appropriate if there is a recorded profile description in Capture Box.
(1 - Change Message, 2 - Review Counts, 3 - Clear Counts,
8 - Exit)
5. Leave Message for System Operator
6. Get Fax Info
8. Exit
Example of collapsing menus:
If you don't check "Send Message", callers will hear, -Press 1 to listen, 2 to change options, etc. The system will renumber features as necessary to allow for the options selected in the Mail Box privilege screen.
Allow Listening to Messages - Allows the Mail Box holder to listen to messages. If the caller is allowed to listen to their messages, they will automatically hear 'for message options press 6'. When 6 is pressed during or after a message is played, the caller will have the option to adjust the volume. The volume can be increased by 2 levels.
Save Messages as New - Allows the Mail Box holder to save messages as new.
Delete Messages - Allows the Mail Box holder to delete messages.
Reply to Messages - Allows the Mail Box holder to reply to messages.
Allow Forwarding of Messages - Allows the Mail Box holder to forward messages. This will appear under the 'for other options press 6', which ALL box owners will hear, provided you have checked 'allow listening to messages'.
Review Message Source - Allows the Mail Box holder to hear the source of messages, provided the message was sent by another mailbox owner on the system. This will play the mailbox number of the sender.
Message Receipt - Allows the Mail Box holder to receive notification that a message sent or forwarded has been received.
HotKey to New Messages - This allows a Mail Box holder to go directly to new messages.
Send Message - Allows the Mail Box holder to send messages to other Mail Box holders on the system.
Send Message to Group Mail - Allows the Mail Box holder to send messages to a Group Mail Box.
Send sysop message: when checked the user of this privilege can send a special 'sysop message' to another mailbox. This special message will be heard by the other box owner as soon as they have identified themselves to the system by either entering an Access box set to validate, or the User Phantom. This message will be played to the box owner even if their privilege has expired. If not checked, an option to send a sysop message will not be played.
Leave Message for Owner - Allows the Mail Box holder to leave a message for the Client owner of the Mail Box. The message will go to the attached Mail Box of the Client.
Allow Lists:
This allows the mailbox owner to create and manage personal distribution lists for his mailbox. You can determine how many lists, and how many boxes per list.
Change Options - Allows the Mail Box holder to change box options.
Change Box Name (Secs) - Allows the Mail Box holder to change the box name.
Change Box Greetings (Secs) - Allows the Mail Box holder to change the box greeting.
Change Selected Greeting - Allows the Mail Box holder to decide which Mail Box greeting will be the active greeting.
Change Notification Number - Allows the Mail Box holder to change the phone number for notification of new messages, but notification cannot be turned on/off unless the Turn On/Off Notification option is checked below.
Change Pager Number - Allows the Mail Box holder to change the phone number for paging.
Change Transfer Number - Allows the Mail Box holder to change the phone number for transfers. Not to be confused with turning transfer on/off. Transfer cannot be turned on/off unless Turn On/Off Transfer option is checked below.
Change Password - Allows the Mail Box holder to change the Mail Box password.
Change Survey Data - Allows the Mail Box holder to remotely re-record their survey description.
Review Survey Counts - Allows the Mail Box holder to review survey counts (the number of times the attached recorded profile description has been listened to).
Review Survey of Received Message: when you listen to a message that another mailbox owner has sent to you, you will have the option to hear that person's survey description (provided they have one) if this item is checked.
Play if Expired: this only applies if a survey description is attached to the mailbox. A survey description is attached if a caller goes through a capture box and records one when a new mailbox is being made. On a dateline, this would be the customer's personal ad. When this is not checked, the survey description will NOT be played in a search box if the mailbox has expired. That would eliminate people hearing and ad for someone who is no longer using your system. They might leave a message and wonder why they never got a response. If you check this, the survey will be played if the box is expired. This can be a plus to get the customer to renew their membership, as they may continue to get messages from people hearing their ad. Then, when they call in, they will hear that they have expired, but they will also hear 'You have 5 new messages'. That can be a powerful incentive for them to renew their membership.
Turn On/Off Transfer - Allows the Mail Box holder to toggle transfers on or off. Not to be confused with changing the transfer number. The transfer feature is toggled on/off using the pound (#) key during the transfer options prompts while the Mail Box holder is accessing a Mail Box through remote access (to go to voicemail press #).
Turn On/Off Paging - Allows the Mail Box holder to toggle the paging feature on or off.
Turn On/Off Notification 1 - Allows the Mail Box holder to toggle the 1st notification number on or off. The notification number cannot be changed unless the Change Notification Number option is checked above.
Turn On/Off Notification 2 - Allows the Mail Box holder to toggle the 2nd notification number on or off. The notification number cannot be changed unless the Change Notification Number option is checked above.
Turn On/Off Notification 3 - Allows the Mail Box holder to toggle the 3rd notification number on or off. The notification number cannot be changed unless the Change Notification Number option is checked above.
Dialing Rule - Sets the Dialing Rule that will be applied to the current Privilege settings (see Dialing Rules in this chapter).
Search Box:
Allow Entry into Box - Allows the caller to enter Search Boxes.
Respond to Survey - Allows the caller to respond to surveys.
Retrieve Fax - Allows the caller to receive faxes. Not implemented.
Do Counts - Allows the caller to check box counts.
Say Box Number - Will announce Mail Box number in front of each recorded profile description.
Send Interest Signal - when checked, the caller will be have another option after listening to a survey description. They will have the option to 'send an interest signal'. This will be a global system prompt that will be sent to the mailbox, just like a regular message. The add-on module "Flirtz" is required for this feature. The system prompt played is intmsg.voi and can be recorded, as all other system prompts, from the Maintain, Prompts menu.
FoneBar:
The add-on module "Fonebar" is required for this feature.
Block Connection Request: when checked the box owner with this privilege will not be allowed to connect to others on the system, only hear survey descriptions, and send messages.
Allow Connection: when this is checked, the box owner will be given the option to connect to others in FoneBar. if not checked, they will be given the option, but if chosen, system will say "you do not have the privilege to do this".
Allow Send Message: when this is checked, the box owner will be given the option to send a message to others in the FoneBar. if not checked, they will be given the option, but if chosen, system will say "you do not have the privilege to do this".
Use Box Name: when checked, the caller will not be asked to record their name upon entering Fonebar. The name they have recorded for their mailbox will be used. This eliminates people being anonymous in the Fonebar.
TollBridge:
This window will only be available if you have purchased the TollBridge Add-On module. Information is provided in the Part III g: TollBridge section.