Voicemail and Remote Inquiry 〉 Remote Inquiry
 
Remote Inquiry
Remote Inquiry enables you to listen to your voice mails from any telephone. When you are called at your SwyxWare number, you identify yourself to SwyxWare with your PIN and only then you can listen to, repeat, or delete the new voice mails and afterwards all existing voice mails. In addition, you can change the destination of the Call Forwarding Unconditional or record a new announcement.
To access Remote Inquiry, you need to have configured your Call Forwarding to forward to voicemail (immediately or with a delay). During the voicemail announcement you can then switch to your Remote Inquiry menu with the help of the asterisk button (*), if this option has been appropriately configured (see chapter Configuration of the Standard Voicemail).
* 
The number of Voice mails available for remote inquiry is limited to the most recent one hundred Voice mails.
A differentiation is made between
*the standard Remote Inquiry
This remote inquiry is the standard remote inquiry defined for a user. It offers the functions described here.
*a special Remote Inquiry
You can specify this remote inquiry individually in the Call Routing Manager, provided you have obtained the relevant permissions from your administrator. With a special password, you can e.g. use a different remote inquiry menu. The standard Remote Inquiry is not changed in this case.For further information, please refer to the documentation "Call Routing Manager".
You will receive a PIN (Personal Identification Number) from your administrator. But you can also configure this yourself.
This is how you define the parameters for Standard Remote Inquiry
First define the standard Voicemail and in doing so activate the option “Start Remote Inquiry using the * key” (see chapter Configuration of the Standard Voicemail).
1. Go to the menu bar and click on "Settings | Configure Call Forwardings...".
or
1. Click with the right mouse button on the SwyxIt! user interface.
The context menu will appear.
2. Click on "Settings | Configure Call Forwardings...".
In each case, the "Properties of..." window will appear.
3. Move to tab "Standard Remote Inquiry".
4. Here you define the PIN with which you will identify yourself later during Remote Inquiry. Select a non-trivial sequence of numbers with a minimum of five numbers and confirm it.
5. Enter the PIN in the field “Confirm PIN:” once again.
6. In the field "Mail server" enter the name of the mail server to which your voice mails shall be sent.
This is the server whose e-mail address you have already used in the configuration of the standard Voicemail.
7. In the field "User account" enter your user account for this mail server. Please ask your system administrator for the correct IMAP4 code of your user account (e. g. server/jones.tom/jones.tom).
8. Enter your password on this mail server and confirm it.
9. Enter the name of the e-mail folder containing the new voice mails. Use "INBOX" as a synonym for "mail received"
* 
Enter a subdirectory here and please make sure that the correct name, e.g. "INBOX/Voicemails", is completely entered. "Complete". (In this case use a '/' and not a '\'.)
10. You can also define if SwyxServer shall use the security protocol SSL (Secure Socket Layer) during checking the voice mails at your mail server. Your mail server must support this protocol.
11. If you only want to listen to your Voice mails, select the option "Use only E-mails from SwyxServer's originating voicemail address".
12. Confirm your input by clicking on "OK".
* 
If your password for the mail server is changed, you must also change the password here.
With the help of your entries, it is now possible for SwyxServer to query the mail server as part of a Remote Inquiry and to provide you with the voice mails.
This is how you configure Call Forwarding for the Remote Inquiry
To listen to Voice mails remotely, you must configure your Call Forwarding in such a way that you reach the Remote Inquiry menu with a telephone call.
*If you have no other Call Routing Manager rules activated, configure “Call Forwarding No Reply” in such a way that calls are forwarded to your Standard Voicemail. During the welcome announcement you can use the *- key to reach the Remote Inquiry menu.
*If you have activated Call Routing Manager rules, make sure that the option of Remote Inquiry is provided.For further information, please refer to the documentation "Call Routing Manager".
* 
If you have not activated any Call Routing Manager rules and then change the “Unconditional Call Forwarding” (e.g. to another number instead to standard Voicemail), you can no longer use the remote inquiry option.
This is how you listen to your Voice mails remotely
This requires:
*a configured Remote Inquiry (see This is how you define the parameters for Standard Remote Inquiry) and
*an appropriately configured call forwarding (see This is how you configure Call Forwarding for the Remote Inquiry).
In order for a received call to be picked up by your Standard Voicemail and in order for you to have the option of Remote Inquiry, you must configure your call forwarding accordingly. This means that an incoming call must reach your Standard Voicemail and may not be redirected. (see chapter Forwarding).
1. Dial your SwyxWare phone number.
The call is picked up and you hear the welcome announcement of your Voicemail.
2. Press the * key during the welcome announcement.
You will hear the welcome announcement of the Remote Inquiry and will be asked to enter your PIN.
* 
If you have not activated any Call Routing Manager rules and then change the “Unconditional Call Forwarding” (e.g. to another number instead to standard Voicemail), you can no longer use the remote inquiry option.
3. Enter your PIN and complete the entry with the # key.
4. If new Voice mails have been received, you will first be given the total number of Voice mails.
Then all of the new Voice mails will be played, beginning with the one most recently recorded. The sender information of each Voicemail is given first.
*Date received
*Time
*Caller’s number (if available)
*Name of the caller (if, in the case of internal calls, a WAV file for the caller is available, see This is how you record your name and welcome message for Voicemail on)
and finally
*the recorded Voicemail.
You can use the * key to skip the current message (sender information or recorded Voicemail).
The following options are available to you during the output of a Voicemail:
Button
Effect
Connects to the caller (if possible)
Back to the beginning of the mail
Forward to the end of the mail
10 seconds backward
Stop/Start Output
10 seconds forward
Switches to the previous mail
Switches to the next mail
Main Menu
Switch to the next information
(Date, Time, Number, Mail Content)
Help
If you have no new Voice mails, you will find yourself in the main menu. Here you can listen to all available Voice mails and configure your Call Forwarding Unconditional (see This is how you change the settings for Forwarding Unconditional per Remote Inquiry).
5. After each Voicemail has been played, you have the choice of the following options:
Button
Effect
Connects to the caller (if possible)
Repeats the current mail
Deletes the current mail, confirm with
Answer per Voicemail (only possible for internal use)
Forward to an internal number
Switches to the previous mail
Switches to the next mail
Main Menu
Help
After the new Voice mails have been played, you will be shown the main menu. The following options are available:
Button
Effect
End Remote Inquiry (=Hook on)
Inquiry of all Voice mails (most recent first)
Inquiry of all E-mails
Configuration of the Forwarding Unconditional
Record note
Change Voicemail Announcement
Deletes all Voice mails, confirm with
Switches to the next mail
Help
6. End Remote Inquiry by going on hook.
* 
The menus for Remote Inquiry are also available as a print template on the SwyxWare DVD. For more information, please contact your administrator.
* 
If you end Remote Inquiry in the main menu with ‘0’, other actions of the Call Routing Manager can still be applied.For further information, please refer to the documentation "Call Routing Manager".
If you have finished listening to a Voicemail, the corresponding e-mail in your e-mail folder will be marked as read. If a Voicemail was partially or completely skipped, the “unread” mark will remain in the e-mail folder.