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These sections introduce rules and rule-sets and provide instructions about how to use them:
The following sections define rules and rule-sets:
A rule for Cisco Personal Assistant is much like an instruction that you would give to a human personal assistant. Rules tell Personal Assistant to send some of your calls to certain numbers and other calls to different numbers based on the identity of the caller, the time of day, and your calendar.
You can change the characteristics of your rules as frequently and dramatically as you need to. For example, you can make a rule that sends all calls from Philip Elton to your mobile phone; then later change the rule to effectively send all calls except those from Philip Elton to your mobile phone.
Rules can be general, such as, "Send all my calls to voice mail." Or rules can be specific, such as, "Send calls from Jane Fairfax to my mobile phone if she calls between 9:00 am and 10:00 a.m., and screen the call."
A rule-set is a group of one or more rules that you can activate on certain days, according to your schedule. Personal Assistant requires that you create a rule-set before you can add rules to it.
When your incoming calls are processed through rules, Personal Assistant uses the first rule in a rule-set that matches the conditions of the incoming call and applies it. Therefore, the way you order your rules within a rule-set is important. In general, order rules from most specific to least specific.
Rule-sets are ordered lists of rules. You can schedule a rule-set by days of the week or by date range.
A rule needs to be built inside of a rule-set; you cannot build a rule for your Personal Assistant unless you first create the rule-set to which you want the rule to belong.
When a rule-set contains more than one rule, Personal Assistant tests each rule in sequence to see if it matches the conditions of an incoming phone call. Personal Assistant applies the first matching rule to the call.
Use the following procedure to create a new rule-set.
Personal Assistant opens the Rule-Sets page.
Step 2 In the Rule-Set Name field, enter a name for the new rule-set.
Step 3 Click Add Rule-Set.
Personal Assistant creates the new rule-set and adds it to the List of Rule-Sets.
Step 4 You can add rules to the rule-set now or later. For instructions, see the "Building Rules" section.
To delete a rule-set, click the delete icon to the right of the rule-set. Active rule-sets cannot be deleted. To de-activate a rule-set, select "click to select" in place of the rule-set name in the Activate Rule-Sets page.Use the following sections to help you build and use rules:
Use this procedure to add a new rule. For help with understanding rules, see the "What Are Rules and Rule-Sets?" section.
Before adding a rule, you need to create a rule-set. For instructions, see the "Creating a New Rule-Set" section.
Personal Assistant opens the Rule-Sets page.
Step 2 From the Rule-Sets page, click the Add Rule button for the rule-set within which you want to build a rule.
If the Add Rule button is hidden, click the plus icon to open it.
Personal Assistant opens the Rule page.
Step 3 In the Rule page, enter the information that you want Personal Assistant to use when forwarding your calls. At a minimum, you must choose a destination or destination group (a phone number or group of numbers to which Personal Assistant can forward your calls). Other fields on the Rule page are optional.
See Table 6-1 for Rule page options.
| Rule Page Section | Required or Optional | How to Use this Section | Where to Get More Details |
|---|---|---|---|
Specify a caller, caller group, or caller's phone number that you want to include in your rule. |
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Specify hours of the day when you want your rule to apply to your calls. |
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Specifying Calendar Status in a Rule Your system administrator determines the availability of this feature |
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Specify a destination or destination group where you want Personal Assistant to forward your calls. Use the call-screening field in this section to tell Personal Assistant whether or not to screen calls. |
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View a text version of your rule before adding it to your rule-set. |
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Note Pager destinations do not appear in the Destinations drop-down menu because pagers cannot exist alone in a rule; a pager needs to be in a destination group with at least one phone number. |
Step 4 In the Destination section of the Rule page, use the drop-down arrow to choose a destination or destination group, and choose "screen the call" or "do not screen the call".
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Note If your destination is undefined or your destination group has an undefined number, Personal Assistant asks for confirmation before saving the information. |
Step 5 To see your rule after choosing a destination, click the Preview Now button. Personal Assistant will show you a text version of your rule so far.
Step 6 Click Save to add your rule to the rule-set. Or specify more criteria for your rule.
You can add multiple rules to a rule-set.
In the Rule-Set page, click the delete icon to the right of the rule that you want to remove from a rule-set. Click on the delete icon that corresponds to a rule-set to delete the entire rule-set.Use the Caller Identity section of the Rule page to include individual callers, caller groups, or a caller's phone number in a rule.
Personal Assistant opens the Rule-Sets page.
From the Rule-Sets page, click the Add Rule button for the rule-set within which you want to build a rule.
If the Add Rule button is hidden, click the plus icon to open it.
Step 2 Find the Caller Identity section of the Rule page, as shown in Figure 6-1.
Step 3 If you want to specify one or more individual callers (as opposed to caller groups) in your rule, perform the following steps:
a. Choose "is one of" or "is not one of" from the first drop-down menu. Then click the Select Callers button.
Personal Assistant opens the Caller Search window.
Personal Assistant displays the results of your search.
c. To select a caller from the list, check the Select check box to the right of the caller's name. Click Add Selected and Close.
You can add more than one individual caller to a rule. To remove callers from a rule, select the caller's name in the Rule page and click the Remove Callers button.
Step 4 If you want to specify a caller group (as opposed to individual callers) in your rule, do the following:
a. Choose "belongs to" or "does not belong to" from the drop-down menu.
b. Choose a caller group from the next drop-down menu.
c. Click Save to add your rule to the rule-set, or specify more criteria for your rule.
Step 5 Additionally, you can specify a caller by phone number, as shown in Figure 6-2.
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Note Enter the number that Personal Assistant associates with the caller (typically a work extension); this number is not necessarily the same number from which the person might place the incoming call. |
Use the Time of Day section of the Rule page to limit the hours when you want a rule applied to your incoming calls.
Step 2 Use the drop-down arrow to choose "arrives" or "does not arrive."
Step 3 Choose an hourly range from the drop-down menu.
Use this feature to specify your calendar status or meeting schedule in a rule. This feature works in tandem with your corporate calendar system. Your system administrator determines the availability of this feature.
Choose "in a meeting" or "not in a meeting".
You can preview a text version of a rule while you are building the rule by clicking the Preview Now button on the Rule page.
Use this procedure to change a rule that you have already created.
Personal Assistant opens the Rule page for that particular rule.
Step 2 In the Rule page, change the information as necessary.
Step 3 Once you have completed the changes, click Preview Now. If you are satisfied with the changes you made to your rule, click Save.
Personal Assistant returns to the Rule-Sets page. The rule text reflects the changes you made to the rule.
Step 4 When you have finished adding rules to and creating rule-sets, click the Activate Rule-Sets link to apply the rule-set to your incoming phone calls.
If you add multiple rules to one rule-set, arrange your rules from most specific to least specific. Because Personal Assistant tries to match rules in a top-down order as they appear on the Rule-Sets page, this arrangement ensures that Personal Assistant matches calls to a specific rule before trying to match a call to a general rule.
Use the following procedure to change the order of multiple rules in a rule-set.
Step 2 Click the up and down arrows to rearrange the order of the rules.
Activating a rule-set means to schedule it to take effect on certain days or dates. Activate a rule-set to tell Personal Assistant when to apply rules to your incoming phone calls.
You can activate a rule-set using voice commands or by using the Personal Assistant user web interface.
Whether you use voice commands or the Personal Assistant user web interface, you can activate a rule-set by days of the week or within a range of calendar dates. If you activate a rule-set using the Personal Assistant user web interface, you can tell your Personal Assistant to apply your "vacation" rule-set from March 1 to March 8 and your "London Trip" rule-set from March 8 to March 11. Once the trip is over, you can activate your "Work Week" rule-set as usual, from Monday through Friday.
If you schedule a rule-set using voice commands over the phone, you can activate a rule-set by days of the week or for a range of days, starting from the day you activate it.
Personal Assistant allows more than one rule-set to be active at any given time. When more than one rule-set is active, a rule-set activated over a range of days takes precedence over one made active by days of the week. When the range of days is over, the rule-set activated on regular week days is restored.
The following sections describe your options for activating a rule-set:
Once you have created a rule-set, you can use Personal Assistant to activate it over any phone.
Table 6-2 describes some options for specifying how long you want your rule-set to be active.
See these sections for examples of how to activate rule-sets using voice commands:
Table 6-2 Specifying a Duration for Your Rule-Set
| What You Want Personal Assistant to Do | What You Say | What Your Spoken Command Sounds Like | Notes on this Option |
|---|---|---|---|
If you want a rule-set to be active on more than one day of the week (for example, on Tuesdays and Thursdays), you must go back to the main menu and activate a rule-set for each day. |
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Say the number of days, weeks, or months that you want your rule-set to be active for. |
Personal Assistant uses today as the day to start the activation. |
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This rule-set remains active until you de-activate it. For information about de-activating rule-sets, see the "De-activating a Rule-Set" section. |
Use this procedure to apply a rule-set to one or more days of the week. For example, every Tuesday, every weekday, every weekend, and so on.
Personal Assistant greets you and asks what you want to do.
Step 2 Say "Rule-sets."
Personal Assistant asks you to enter your PIN.
Step 3 Enter your PIN.
Personal Assistant says, "Please say activate or de-activate to schedule your rule-sets."
Step 4 Say "Activate."
Personal Assistant says, "Please say the name of the rule-set you want to activate."
Step 5 Say "Tuesdays".
Personal Assistant says, "Tuesdays. Is this correct?"
Step 6 Say "Yes."
Personal Assistant says, "Please say the duration for which you would like the rule-set to be active."
Step 7 Say "Tuesday."
Personal Assistant says, "Every Tuesday. Is this correct?"
Step 8 Say "Yes."
Personal Assistant says, "Activating rule-set. Personal Assistant main menu."
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Note Exactly when Personal Assistant asks for your PIN depends on where you are logging in from. For information about logging in, see the "Logging in When You Call Personal Assistant" section. |
Use this procedure to apply a rule-set during a range of calendar dates starting from today.
Personal Assistant greets you and asks what you want to do.
Step 2 Say "Rule-sets."
Personal Assistant asks you to enter your PIN.
Step 3 Enter your PIN.
Personal Assistant says, "Please say activate or de-activate to schedule your rule-sets."
Step 4 Say "Activate."
Personal Assistant says, "Please say the name of the rule-set you want to activate."
Step 5 Say "Vacation".
Personal Assistant says, "Vacation. Is this correct?"
Step 6 Say "Yes."
Personal Assistant says, "Please say the duration for which you would like the rule-set to be active."
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Note When activating a rule-set using voice commands, you must say a number of days, weeks, or months. Personal Assistant assumes that the starting date is today. |
Step 7 Say "Ten days."
Personal Assistant says, "Ten days. Is this correct?"
Step 8 Say "Yes."
Personal Assistant says, "Activating rule-set. Personal Assistant main menu."
Besides activating a rule-set using voice commands, you can activate a rule-set by using the Personal Assistant user web interface.
See these sections for examples of how to activate rule-sets using the Personal Assistant user web interface:
Use this procedure to apply a rule-set to one or more days of the week. For example, every Tuesday, every weekday, every weekend, and so on.
Personal Assistant opens the Activate Rule-Sets page.
Step 2 To activate a rule-set according to days of the week, click any of the drop-down menus for days of the week and select the rule-set that you want to activate, as shown in Figure 6-4.
You can select a rule-set for one or more particular days of the week, or you can select "Daily", which applies the rule-set to every day of the week.
Step 3 Once you have selected the rule-set or sets that you want to activate by days of the week, click Update.
Step 4 From the main menu, choose Rules>Rule-Sets. You can see the activation results under the "Active Period" column of the Rule-Sets page.
Use this procedure to apply a rule-set during a range of calendar dates.
You can schedule several date ranges in advance. Because Personal Assistant uses the first date range that matches, order your rule-sets from most specific to least specific. Place your most general, or "default" rule-set last. This ordering ensures that all the date ranges can take affect. For example:
Personal Assistant opens the Activate Rule-Sets page.
Step 2 To activate a rule-set according to specific dates, choose a date range in the From and To drop-down menus.
Step 3 In the Rule-Set column, choose a rule-set for each row you want to use, as shown Figure 6-5.
Step 4 Click Update.
Step 5 Choose Rules>Rule-Sets to see the activation results on the Rule-Sets page.
No matter how you activate a rule-set, you can de-activate it either by using voice commands or by using the Personal Assistant user web interface.
See these sections for examples of how to de-activate rule-sets:
Use this procedure to de-activate a rule-set using voice commands.
Personal Assistant greets you and asks what you want to do.
Step 2 Say "Rule-sets."
Personal Assistant asks you to enter your PIN.
Step 3 Enter your PIN.
Personal Assistant says, "Please say activate or de-activate to schedule your rule-sets."
Step 4 Say "De-activate."
Personal Assistant says, "Please say the name of the rule-set you want to de-activate."
Step 5 Say "Vacation".
Personal Assistant says, "Vacation. Is this correct?"
Step 6 Say "Yes."
Personal Assistant says, "De-activating rule-set. Personal Assistant main menu."
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Note Exactly when Personal Assistant asks for your PIN depends on where you are logging in from. For information about logging in, see the "Logging in When You Call Personal Assistant" section. |
Use this procedure to de-activate a rule-set using the Personal Assistant user web interface.
Personal Assistant opens the Activate Rule-Sets page.
Step 2 To de-activate an active rule-set, select "Click to Select" in place of the rule-set name from the drop-down menu.
Step 3 Once you have selected the rule-set or sets that you want to de-activate, click Update.
Step 4 From the main menu, choose Rules>Rule-Sets. You can see that the rule-set or sets you deactivated are no longer active.
Adding call screening to a rule lets you have options about how to handle screened calls before allowing those calls to connect.
To activate call screening, choose "screen the call" from the call screening drop-down menu in the Destination section of the Rule page.
Because the call screening feature is part of a rule, you need to follow the procedure for setting up a rule-set before you can add a rule with call screening. For instructions, see the "Creating a New Rule-Set" section and the "Building Rules" section.
Note that call screening applies automatically to rules that specify destination groups.
When you receive a call to which a call screening rule applies, Personal Assistant tells the caller to hold while it lets you decide if you want to take the call.
If the caller is included in your corporate directory, Personal Assistant recognizes the caller and identifies the caller by a name or phone number.
If the caller does not belong to the corporate directory, Personal Assistant does not recognize the caller and asks the caller to record his or her name after a prompt. Personal Assistant then plays the recorded name to identify the caller for you.
Next, Personal Assistant gives you the following options over the telephone:
Meanwhile, Personal Assistant tells your caller, "Please wait while locating."
If you are not available to pick up a screened call, Personal Assistant sends the incoming call to your default destination, which typically is your desk phone and integrated voice mail system.
The Follow Me rule is a special rule-set that you set up by using the voice-enabled commands on the phone. Follow Me tells Personal Assistant that you want all of your calls forwarded to a desired destination for a specified time. When you tell Personal Assistant to follow you, Personal Assistant creates and activates a rule-set called "Follow Me". This Follow Me rule-set appears on the Rule-Sets page of the Personal Assistant user web interface.
See these sections for examples of how to use Follow Me:
Use this procedure to create and activate your Follow Me rule-set.
Personal Assistant greets you and asks you what you want to do.
Step 2 Say "Follow me at home phone".
Personal Assistant says, "Please enter your PIN."
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Note If you do not specify a destination, Personal Assistant forwards all calls to the phone from which you are calling. If you do not specify a duration, Personal Assistant forwards all your calls to the new destination until you cancel your Follow Me rule-set. |
Step 3 Say your PIN or enter it using the key pad.
Personal Assistant says, "Home phone. Is this correct?"
Step 4 Say "Yes."
Personal Assistant says, "Please say the duration for which you want to forward your calls."
Step 5 Say "Three days."
Personal Assistant says, "Setting Follow Me for three days. Is this correct?"
Step 6 Say "Yes."
Personal Assistant says, "Setting Follow Me. Personal Assistant main menu."
Use this procedure to de-activate your Follow Me rule-set.
Personal Assistant greets you and asks you what you want to do.
Step 2 Say "Follow me."
Personal Assistant says, "Please enter your PIN."
Step 3 Say your PIN or enter it using the key pad.
Personal Assistant says, "A Follow Me Rule is already set. Say Follow Me to replace it or say remove to de-activate the existing one."
Step 4 Say "Remove."
Personal Assistant says, "Are you sure you want to de-activate your existing Follow Me Rule?"
Step 5 Say "Yes."
Personal Assistant says, "De-activating Follow Me. Personal Assistant main menu."
Posted: Fri Apr 25 22:18:04 PDT 2003
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