Amanda Work Group Administration Guide

							Chapter 3: Monitoring Amanda23
To disconnect a user who is accessing a mailbox:
1. On the Administer menu, click Mailboxes….
The Voice Server Mailboxes dialog box appears.
2. Select a user from the Active Mailboxes list box then click Disconnect.
3. Repeat step 2 as necessary.
4. Click Done to exit.
Resetting the Date and Time
You can reset Amanda’s date and time while the system is running.
To reset the date and time:
1. On the Administer menu, click Time….
The Voice Server Date and Time dialog box appears.
2. Type a new date in the Date text box or use the spin box to change the date.
3. Type a new time in the Time text box or use the spin box to change the time.
Copying Files
You can copy files without shutting down Amanda. You can copy files between your 
workstation and the server. You can also copy files from one location on your workstation 
to another or from one location on the server to another. 
For example, you can copy a trace file from the server to your workstation or you can copy 
files to be used in a fax-on-demand application from your workstation to the server.
To copy a file:
1. On the File menu, click Copy…. 
						

							24 Administering [email protected]/Windows
The Copy dialog box appears.
2. Indicate the name and location of the file to be copied. 
If the file is on your workstation (or network), you can click Browse… to locate the 
file.
3. Select the Local or Voice Server option button to indicate the location of the file. 
4. Indicate the name and location of the file to be created. 
If the file is on your workstation (or network), you can click Browse… to locate the 
file.
5. Select the Local or Voice Server option button to indicate the location of the new file. 
6. Click Copy.
If the file already exists, the Confirm File Replace dialog box appears.
7. Do one of the following:
 To replace the existing file, click Yes.
 To preserve the existing file, click No and type a unique name for your file in the 
Copy dialog box.
8. When “File copy completed” appears at the bottom of the Copy dialog box, click 
Cancel or copy another file.
When you copy a file from one Amanda server to another, a confirmation message 
appears when the copy is completed.
N
OTE:See [email protected]/Windows Workstation Features for informa-
tion about creating fax files with Amanda Fax. 
						

							Chapter 4:
Recording the Greetings
Calling Amanda
To perform the procedures in this chapter you need to use a telephone, Amanda 
Messenger, or Amanda Call Control. The telephone directions are provided here. See 
[email protected]/Windows Workstation Features for information about how to use 
Amanda Messenger and Amanda Call Control to record greetings.
To record the greetings that callers will hear when they call, you must first:
 Dial Amanda’s extension
 Log into the mailbox for which a greeting is to be recorded
The following examples use mailbox 990 (for recording the Company Greeting). You use 
mailbox 991 to record the Caller Instructions, and so forth.
You access Amanda differently depending on the integration used by your telephone 
switching system. Depending on the level of integration provided by your telephone 
switching system, Amanda automatically logs on to the mailbox for the extension you are 
using and asks for the security code.
When you are calling mailbox 990 or another mailbox for which there is no extension, use 
the following procedure. (This is also the procedure for accessing your personal mailbox 
when you are not at your extension.)
To call Amanda (with integration):
1. Dial Amanda’s call/hunt group pilot number.
Amanda automatically logs on to the mailbox for the extension you are using. You are 
prompted: “Enter your Security Code, finish by pressing #.” 
2. Enter the security code for mailbox 990 and press #. (The default security code for 
mailbox 990 is 990.)
Because the security code is not correct for the mailbox into which Amanda automat-
ically logged you, you are prompted: “That Security Code is invalid. Enter your mail-
box number.” Amanda waits for another mailbox.
3. Enter mailbox 990 and press #.
Amanda now accepts the security code. 
						

							26 Administering [email protected]/Windows
To call Amanda (without integration):
1. Dial Amanda’s pilot number.
2. After Amanda answers, press *.
3. Enter mailbox 990 and press #.
4. Enter the security code for mailbox 990 and press #. (The default security code is 
990.)
Recording the Company Greeting
Unless you change the configuration, this is Greeting 1 for mailbox 990, known as the 
Company Greeting mailbox. The default security code for this mailbox is 990. You should 
change the security code to something else as soon as possible. You might record more 
than one initial greeting because you can have a greeting for all ports, greetings for groups 
of ports, or a greeting per port. See Installing [email protected]/Windows for more 
information about having a greeting per port or contact your Amanda marketing partner or 
solution provider.
See “Appendix A: Setup Sheets” on page 97 for greeting worksheets.
To record the initial or company greeting:
1. Dial Amanda’s extension and identify yourself as mailbox 990 or whatever mailbox is 
the equivalent of the Company Greeting mailbox. 
You should hear Amanda play the top level menu.
2. Press 2 to change the greeting.
3. Press 1 to select Greeting 1.
4. Press 2 to record the greeting. 
5. Press # as soon as you finish speaking.
6. After any recording, you can:
 Review the recording by pressing 1.
 Rerecord by pressing 2.
 Add to the end of the recording by pressing 3.
 Cancel the recording by pressing 4.
7. Save the recording by pressing 9.
8. To finish, hang up.
N
OTE:By default, the Extension field for mailbox 999 contains only an H token, 
which causes Amanda to immediately disconnect the port. Therefore, di-
aling 999#, especially on older telephone switching systems, makes the 
port available for the next user or incoming call more quickly than just a 
hang up. 
						

							Chapter 4: Recording the Greetings 27
You can also record this greeting using Amanda Messenger. See Aman-
[email protected]/Windows Workstation Features for more information.
Sample Greetings for Mailbox 990
The following greetings show that Amanda can vary how the system greets your callers 
depending on the time of day or the time of year.
Greeting 1: Morning Greeting
Good morning, thank you for calling Company Name.
Play it from 8 
A.M. to 12 P.M. Monday through Friday.
Greeting 2: Afternoon Greeting
Good afternoon, thank you for calling Company Name.
Play it from 12 to 5:30 
P.M. Monday through Friday.
Greeting 3: After-hours Greeting
Thank you for calling Company Name. Our office is now closed.
Play it from 5:30 
P.M. to 8 A.M. Monday through Friday and from 8 A.M. Saturday through 
8 
A.M. Monday.
Greeting 4: Holiday Greeting
Thank you for calling Company Name. You have reached us on a company holiday. Our 
staff wishes you a safe and happy holiday.
Play it from 8 
A.M. to 8 P.M. on the holiday. If the holiday is a three-day weekend, play it 
from 8 
A.M. Saturday through 8 P.M. Monday.
Sample Scheduling Records for Mailbox 990
This section shows how to schedule the sample greetings using Amanda Administrator.
The following figures and explanations show how to schedule the four greetings in 
“Sample Greetings for Mailbox 990” on page 27. It shows the scheduling records for an 
Amanda system that was initialized May 23, 1997, just before a three-day weekend for 
American Memorial Day holiday.
To play greeting 1 on weekday mornings, greeting 2 on weekday afternoons, and greeting 
3 on weeknights and weekends, you need three scheduling records. The first starts 
greeting 1 at 8:00 
A.M. on weekdays; the second starts greeting 2 at noon on weekdays; 
and the third starts greeting 3 at 5:30 
P.M. on weekdays. Greeting 1 plays until greeting 2 
starts; greeting 2 plays until greeting 3 starts; and greeting 3 plays until greeting 1 starts. 
For example, because greeting 1 does not start until Monday morning, greeting 3 plays 
Friday evening and the entire weekend. 
						

							28 Administering [email protected]/Windows
The following figure of the Auto Scheduler window shows the settings for the first 
scheduling record. This record starts greeting 1.
Greetings 2 and 3 have similar settings. Notice that you select the time using 
A.M. and 
P.M., but that the Scheduler Records list box uses the 24-hour format.
The next figure shows the Auto Scheduler window and the settings for the records needed 
to schedule greeting 4 to be played for the Memorial Day weekend, from Friday evening 
of May 23 until Tuesday morning of May 27. Each of the four records overrides a 
normally scheduled greeting. To prevent collisions, each record starts one minute later 
than the greeting it is overriding. You can, of course, disable the usual greetings, create 
only one record for greeting 4 for the holiday weekend, and re-enable the usual greetings 
on Tuesday morning. That is easier—but causes problems if you forget to re-enable the 
usual greetings sometime between 5:30 Monday evening and 8:00 
A.M. Tuesday morning. 
						

							Chapter 4: Recording the Greetings 29
Notice that this and the other records for the holiday are enacted only once, rather than on 
a regular basis.
The three records for May 26th override the Monday morning use of greeting 1 on May 
26, the Monday afternoon use of greeting 2, and the Monday evening use of greeting 3. 
Their settings are similar to the record shown in the preceding figure.
Recording Caller Instructions
The caller instructions menu is heard after the company greeting. Typically, it provides 
options for reaching departments or listening to information. 
Unless you change the configuration, mailbox 991 is the Caller Instructions mailbox. Its 
security code is 991, which should be changed as soon as possible. 
You might record more than one set of caller instructions, depending on the number of 
initial greetings you have.
See “Appendix A: Setup Sheets” on page 97 for greeting worksheets.
To record the caller instructions:
1. Access Amanda as mailbox 991 or whatever mailbox is the equivalent of the Caller 
Instructions mailbox.
2. Press 2 to change the greeting.
3. Press 1 to select Greeting 1.
4. Press 2 to record the greeting.  
						

							30 Administering [email protected]/Windows
For example:
“To reach the person you are calling, enter that person’s extension. For information 
about our company, products, and services, press 1. For customer support, press 2. 
For sales, press 3. For accounting, press 4. To access the employee directory, enter 
411. To reach an Operator, press 0 or stay on the line.”
5. Press # as soon as you finish speaking.
6. After any recording, you can:
 Review the recording by pressing 1.
 Rerecord by pressing 2.
 Add to the end of the recording by pressing 3.
 Cancel the recording by pressing 4.
7. Save the recording by pressing 9.
8. To finish, hang up.
N
OTE:The caller instructions are very important, because Amanda plays them 
whenever the system has no other specific instructions.
N
OTE:You can also record this greeting using Amanda Messenger. See Aman-
[email protected]/Windows Workstation Features for more information.
Sample Instructions for Mailbox 991
The following are samples of greetings for the Caller Instructions mailbox (usually 991).
Greeting 1: Instructions (during office hours)
For Sales, please press 1; for Service, press 2; for Administration, press 3; for Office 
Hours, press 4. If you know your party’s extension, you can enter it at any time or remain 
on the line for an operator.
Play it from 8 
A.M. to 5:30 P.M. Monday through Friday.
Greeting 2: After-hours Instructions
If you know your party’s extension, you can enter it at any time. Our hours are from 8 
A.M. 
to 5:30 
P.M. Press 411 for a company directory or remain on the line to leave a message or 
request information.
Play it from 5:30 
P.M. to 8 A.M. Monday through Friday and from 8 A.M. Saturday through 
8 
A.M. Monday.
Sample Scheduling Records for Mailbox 991
The following figure shows how to schedule the two greetings in “Sample Instructions for 
Mailbox 991” on page 30. It shows the scheduling records for an Amanda system that was 
initialized May 23, 1997.
To play greeting 1 on weekdays and greeting 2 after-hours, you need two scheduling 
records. The first starts greeting 1 at 8:00 
A.M. on weekdays; the second starts greeting 2 at  
						

							Chapter 4: Recording the Greetings 31
5:30 P.M. on weekdays. Because greeting 1 does not start until Monday morning, greeting 
3 plays Friday evening and the entire weekend.
The following figure of the Auto Scheduler window shows the settings for the first 
scheduling record. This record starts greeting 1.
Greeting 2 has similar settings. Notice that you select the time using 
A.M. and P.M., but 
that the Scheduler Records list box uses the 24-hour format.
Recording Employee Directory Instructions
Amanda is shipped with mailbox 411 predefined as the mailbox for the employee 
directory. When callers use this feature, they enter the first few letters of the name of the 
person they wish to contact.
Amanda automatically maintains the employee directory using the names defined in the 
Directory Name 1 and Directory Name 2 fields in the Mailbox window.
For example, “Mary” translates to 6279, while “Jo Ann” translates to 56266. When 
Amanda matches a Directory Name, the system plays the Name and Extension recorded 
for that mailbox. Therefore, it is very important that users record their Name and 
Extension. For example, Eric Cantona might record “Eric Cantona, Extension 124.” If a 
user has not recorded a Name and Extension, Amanda plays the mailbox number instead 
(for example, “Extension 1–2–4”).
The initial 411 recording that comes with Amanda is:
“Enter the first few letters of the name of the person you are calling. For the letter Q, use 7, 
and for the letter Z, use 9.” 
						

							32 Administering [email protected]/Windows
As Amanda searches for matches, any spaces or punctuation in the name are ignored. If 
there are several matches, Amanda plays all of them. When a caller enters a name that is 
not in the directory, Amanda says, “I’m sorry. I could not find a match for your entry.” 
If you set the tmo_dir_transfer configuration option to a number greater than 0, you have 
additional prompts.
The prompt after each match is: “To be transferred to this extension, press *. Otherwise, 
press # to continue.”
If you are selecting a recipient for voice mail, the prompt is: “To select this extension, 
press *. Otherwise, press # to continue.”
When there are no more matching directory entries, the prompt is: “To search the directory 
again, press *. Otherwise, press #.”
To record a different set of directory instructions:
1. Access Amanda as mailbox 411 or whatever mailbox is the equivalent of the 
Employee Directory mailbox. 
2. Press 2 to change the greeting.
3. Press 1 to select Greeting 1.
4. Press 2 to record the greeting. 
You might want to include use a message similar to the default message. You might 
want to add that, while the caller is listening to the directory, pressing * causes 
Amanda to call the mailbox about which information is being played.
5. Press # as soon as you finish speaking.
6. After any recording, you can:
 Review the recording by pressing 1.
 Rerecord by pressing 2.
 Add to the end of the recording by pressing 3.
 Cancel the recording by pressing 4.
7. Save the recording by pressing 9.
8. To finish, hang up.
N
OTE:You can also record this greeting using Amanda Messenger. See Aman-
[email protected]/Windows Workstation Features for more information.