Feature Information

InTouch Digital is a unique PC based, multilingual voice mail and auto receptionist system designed specifically for business needs. The system is available in 2 to 96 port configurations with no limitation on mailboxes or hours of voice storage.

There are nine options for voice recording quality and a complete array of voice mail features such as user-friendly operation, normal, urgent and certified messages, personalized greetings, call recording, flexible message notification and distribution lists. 

InTouch Digital includes a fully automated receptionist with powerful features such as time and day call routing, company directory, holiday schedules, multiple language capabilities, and fax detection. 

InTouch Digital delivers performance at a price that is attractive to even the most cost conscientious business. Some of the features of the system are described below:  

Feature Highlights

Adjustable Greeting & Message Length

The administrator can determine the amount of time allotted for all recordings in the system, from one second to infinity per recording, on a per service class basis.

AudioText
For instant delivery of audio information, recordings may be created to play from one second to infinity per recording of outgoing information.

Automated System Updates

InTouch Digital employs a fully automated system, allowing any system updates or new features to be automatically, or optionally manually, download and applied to the system via an Internet connection.

Automatic Holidays Schedule

A schedule can be entered by the Administrator to reflect company holiday or vacation days, with unlimited entries. These dates can then be configured to play an after hours greeting automatically.

Automatic Task Management

Tasks such as backups and the transmission of call report data, can be automated and occur during low traffic hours such as the small hours of the morning, without any operator intervention.

Broadcast Mailboxes

These allow callers to leave a single message that will be automatically distributed to any number of users, and trigger multiple notification options, thus allowing the support of special groups such as volunteer fire departments or emergency service units.

Calling Line Information

All available Calling Line Information is captured from the incoming call, where available, and is passed to the user as a preamble to the message, thereby allowing the user to identify the caller and  return the call with a single keystroke.

Cellular Text Messaging

Cell phone users, that have text messaging available, can be notified of all new messages automatically via the SMS capability of InTouch.

Certified Messages

A mailbox user can request a delivery receipt when the recipient of a particular message plays the message. This allows the originator to have positive confirmation that their message was indeed received and at what time.

Complete System Backup & Restore

All system configuration settings can be backed up at any time and saved on any PC disk, floppy disk, tape, CD/RW etc. Backup includes all messages, names, greetings and configuration data.

Call Transfer

The system administrator can program InTouch Digital to transfer the calls to extensions in one of the following modes:

Blind Transfer: In this mode, InTouch Digital transfers the call immediately without verifying the status of the extension.

Full Supervision: During a Full Supervision, InTouch Digital monitors the call’s progress for busy or no answer conditions and only releases the call to the extension when the called extension answers. 

Class Of Service

InTouch Digital offers the ability to create an unlimited number of Class Of Service’s, thus allowing mailboxes to be controlled from a unique Class, which provides limits and feature selection for groups of users.

Company Directory (Dial by Name)

A caller can use the company directory to find a user’s extension. The listings are based on last name and first name.

Custom Prompt Recording

Menu prompts can quickly and easily be created, recorded and replaced by the system administrator.

Daylight Savings Time Adjustment

The system compensates for daylight savings time automatically.

Distribution Lists

This feature allows a list of mailboxes or phone numbers to be created and assigned a distribution list number. Once set up, a message can easily be broadcast to this group. There are nine custom distribution lists available to every user, each containing an unlimited number of user programmable entries. 

Distribution List Name Record

A name can be recorded for each Distribution List. When a user selects a list, the recorded list name will be heard.

Do Not Disturb Mode

Mailbox owners can set their mailboxes to Do Not Disturb (DND) mode. When a caller tries to reach a Do Not Disturb extension using the Automated Receptionist menus, the system does not attempt to transfer the call to that extension. DND mailboxes will not accept new messages.

EMail Integration

InTouch Digital Servers can deliver voice messages to any email system, thus providing users the ability to listen to their voice messages through their PCs. InTouch also has an optional interface allowing users to listen to their emails via the telephone using Text-To-Speech.

Fax Detection

If an incoming fax is detected by the system, the call will be transferred to a designated fax machine. This eliminates the need for a separate fax telephone number and, as an example, allows for the use of toll-free numbers as fax numbers. InTouch Digital offers full FaxMail services as an option.

FIFO/LIFO Delivery

Each mailbox can be configured to deliver its messages as as Last In First Out (LIFO) or First In First Out (FIFO).

Flexible Extension and Mailbox Length

InTouch Digital allows users to configure extensions and mailboxes with flexible digit sizes ranging from one to sixteen digits in length.

Greeting Only Mailboxes

A Greeting Only mailbox plays a specific greeting; it does not record messages. DTMF digits are permitted in this mode. This can be useful for giving callers information such as location or hours of operation, or transferring them to other extensions.

Multiple Language Selection

Languages can be chosen to greet callers to specific lines, numbers and mailboxes. When the mailbox owner or caller enters a mailbox or menu, InTouch Digital will automatically switch to the selected language. InTouch Digital has no limit on the amount of languages and dialects it can support languages.

Installation and Configuration Manuals

The InTouch Digital Installation and Configuration Manuals are available on the system CD in Adobe Acrobat® format or, as an optionally as hard copy for quick and easy reference.

PBX/Switch Integration

InTouch Digital integrates with most telephone systems through analog or digital ports, as well as over trunk line terminations.

In-band integration: In-Band signaling assists in the routing of calls to the proper destination. It can provide called party, calling party and call condition information accomplished via the telephone system sending DTMF. 

Out-band integration: Out-Band signaling is the integration of choice of many of the more modern PBX’s where call setup data is transmitted over an RS232 or TCP/IP connection.

Digital integration: Digital integration to most digital PBX’s is available at no extra cost.

SMDI-E: Small Message Desk Interface integration is included.

Trunk integration: Trunk digital integration to T1/E1 & ISDN PRI terminations are fully supported.

Full Call Progress: InTouch Digital will supervise call transfers using Call Progress Detection. InTouch Digital monitors for no answer, busy and answer conditions as well as disconnect and call setup failures. 

Integration Learn Feature

InTouch Digital provides a unique method of integrating to new switches, placing the system into Learn mode and placing a call to the system allows it to learn most of the integration data and communication automatically, allowing the technician to commission a system in a fraction of the time of other voicemail systems.

Mailbox Settings

The mailbox owner has the ability to customize the settings of their own mailbox. Some of the available options are: mailbox greeting, mailbox name, password, determine notification type, external notification destinations, user language, Do Not Disturb mode, real or virtual mailbox, and time and date stamp.

Menus

Each of the InTouch Digital menus can be configured by the Administrator to mimic any other voicemail system. In so doing this makes transition from one system to InTouch Digital painless for the end-user. Each system can maintain multiple menu structures selected by the Class of Service for each mailbox.

Menu Mailboxes

A specialized mailbox that can act like an automated receptionist, providing information and then based on the callers input, can transfer a call to another telephone, mailbox or automated system.

Menu Options After Leaving a Message

Callers can be given the opportunity to perform other operations after leaving a message by pressing a key. This feature allows callers to leave a message for a user and set features such as confidential or urgent after leaving a message.

Message Play Control

All messages, while being played, can be manipulated by the user, to pause and resume play, increase or decrease volume as well as rewind and fast forward controls.

Message Forward

A mailbox owner can forward a message to another mailbox, group or distribution list. The mailbox owner can also record comments, which will precede the message. There is no limit to the amount of forwarding capability.

Message Date and Time Stamp

Before listening to a message, the date and time the message was sent will be played to the user. 

Message Delivery

A user may configure the system to call them when new messages arrive, this is accomplished with Off-System messaging, that based on day of the week and time of day will contact the user via differing phone numbers.

Message Delete

A mailbox owner can delete messages, or the administrator can program InTouch Digital to automatically delete messages after a specific number of days.

Message Reply

Mailbox owners can reply directly to messages that have been received from other mailbox owners with a single key press.

Message Retrieve

A user may retrieve messages in their mailbox locally or remotely. Mailbox owners can access their mailboxes from any touch-tone telephone in the World.

Message Save

A mailbox owner can save a message to be replayed in anytime in the future.

Message Skip

A mailbox owner can skip over a message during playback, leaving that message in an unplayed state.

Message Waiting Lamp

InTouch Digital can light the message waiting lamp indicator on the user’s telephone when a message has been left in that user's mailbox. Once the message has been played, the message-waiting lamp is turned off. InTouch Digital can be configured to light the Message Waiting Lamp for every new message received or for the urgent messages only. Additionally, a message count can be sent to the PBX if supported.

Multiple Languages

InTouch Digital can operate in any number of languages simultaneously. Callers greeted in a particular language in which the system messages are played. Additionally, the user can configure individual mailboxes to operate in one of the languages.

Number of New and Saved Messages

Mailbox owners are able to hear how many urgent, unplayed and saved messages are stored in their mailbox. For example, "You have 1 new message and 3 saved messages."

Off-System Messaging

InTouch Digital can deliver messages to any telephone anywhere in the World. A user enters the desired phone number, and records the message. InTouch will then call that number and deliver the message. Busy signals and answering machines will cause the system to retry the call at a later time until successful.

Online Help

All data entry fields of InTouch Digital offer online assistance for topic and option queries, with an indexed Help menu. Users can also highlight a text field on any data entry fields or screen and press <F1> to see an explanation of the option.

Operating Modes - Day, Night, Holiday 

Depending on the time and system schedule, InTouch Digital will answer calls in one of four different greetings, depending on the time of day or day of year. Day and Night mode can be programmed to toggle automatically at preset times.

Day Mode: During normal business hours, InTouch Digital answers calls with your recorded company greeting. The daytime greeting can inform callers how to reach an extension, mailbox, department, or operator.

Night Mode: During non-working hours, InTouch Digital answers calls with your recorded nighttime greeting that allows callers to leave a message in a requested mailbox, department, or with the operator. It can provide hours of operation etc

Holiday Mode: During holidays, InTouch Digital can be programmed to answer calls with a special greeting that could enable callers to leave a message in a specific mailbox or in the operator’s mailbox. 

Out calling

Out calling is a component of the basic InTouch Digital server, where a list of telephone numbers, and optionally additional data, (such as account balance, appointment dates & times) can be delivered by telephone using pre-recorded voice phrases, without the need of expensive IVR systems. A number of external systems and databases can be used to provide the list of numbers and data automatically.

Pager Systems

InTouch Digital provides a fully automated front-end to most pager systems, thus providing message notification via pager or allowing callers to page users without the need to know a personal pager number. 

Password Protection

Mailbox access can be restricted by the use of a personalized four to ten digit password, and can be set to automatically lock down when a hacking attempt is detected.

Personal Greeting

Each mailbox owner has the ability to record and change his or her personal greeting from any touch-tone telephone. 

Personalized Mailboxes

Each mailbox owner can personalize his or her mailbox by recording a name, personal greeting, and password. The user can also activate, deactivate, edit and configure message notification options and details.

Real/Virtual Mailboxes

InTouch Digital supports any number of real or virtual mailboxes. A real mailbox is associated with a physical telephone extension. A virtual mailbox is not associated with a physical telephone extension. For example, a virtual mailbox could be assigned to an outside salesperson that does not have a telephone in the office but needs a voice mailbox.

Reports

InTouch Digital can generate reports on numerous system functions and activities. Reports can be saved, viewed or printed. Reports can also be generated automatically from the Task Scheduler.

InTouch provides an interface to export report data to Microsoft's Excel spreadsheets.

Security Passwords

InTouch Digital supports user passwords, each between four and ten digits, with security to disallow simple password use.

Shared / Family Messages

As many users today share common extensions, especially sales representatives, InTouch Digital provides a unique method of supporting these users. Be it a family of people or a group of employees, all using the same phone, InTouch Digital allows a caller to select a unique individual for their message, and provides all users with the full security and protection of an individual mailbox.

Single Key Call Return

User may return the call for any message where the incoming number was either captured or supplied by the caller, by pressing a single key. After they have completed the call, the user will automatically be returned to voicemail at the point where they left off, so reducing the amount of calls necessary for a busy user.

Simplified Mailbox Activation

With the aid of tutorial prompts, users are taught how to set up their mailbox quickly and easily by recording a brief greeting, recording their name, and then entering a password.

Slave Mailboxes

Originally designed for hotel rooms that contained more than one telephone. A slave mailbox allows a call to a second number to be automatically redirected to the master mailbox, such that messages to any number of phones are retained in one master mailbox.

Speaking Clock Advertisements

The system provides the ability for callers to hear a speaking clock, provide the time of day, date and day of the week, either before or after hearing an optional advertising message.

System Recovery

All our systems are designed to automatically recover from interruptions in the power supply and telephone service failure. Optionally available are fully fault-tolerant systems that include mirrored data discs and backup features.

System Scheduling (Auto Mode)

For organizations with operating hours that vary from day to day, the administrator can define the daily operating schedules on a weekly basis, including daytime, nighttime and break time hours. When the Auto Mode is activated, InTouch Digital automatically switches between the Day, Night and Break Modes according to a pre-defined schedule.

Toll Call restrictions

While many mailbox users have the ability to make outside calls, InTouch Digital allows the administrator to place restrictions, such as no toll calls, no long distance or no international calls on these outbound calls.

Type Ahead While Listening to Messages

Mailbox users can dial the desired action to be performed while listening to a message. This feature is intended for experienced voicemail users who are familiar with the user menus and do not want to listen to the entire prompt or message.

Un-Delete Messages

Allows a user to recover all messages deleted during that session Commonly known as an "Oops" key.

Urgent Messages

Any users can after leaving a message, mark it as urgent, and as such the message will “jump the queue” and be presented to the mailbox user ahead of other messages. Urgent messages can also trigger different message notification options.

Voice Forms

InTouch Digital provides the ability to create unique voice forms, designed to automate tasks such as order or reservation taking. By prompting a caller for certain information, such as name, address, credit card number etc, InTouch Digital builds a concise verbal order and passes it automatically to the order processing or reservations department 24 hours a day.

Voice Quality

InTouch Digital allows for nine differing qualities of voice to be selected for main greetings and prompts as well as individual mailbox messages. This allows the system to be optimized to provide the highest qualities without sacrificing storage requirements. The available options meet and are compatible with all other voicemail systems.

Wakeup Calls

InTouch Digital provides the user the ability to place an unlimited amount of wakeup calls, up to a year in advance, to any telephone number in the World, either to start the new day, or purely as reminders of important matters.

WinPop Utility

Available as an option InTouch can notify users of new messages, by "popping up" a small window on their PC screen each time a new message arrives. Users of WinPop can also press play to listen to the messages and opt to keep or delete that message.