Amanda Work Group Administration Guide

							Chapter 7: Automatic Scheduling 73
Perform one or more of the following:
To change call screening or Do Not Disturb:
a. Double-click Call Screening or Do Not Disturb in the Schedule Choices list 
box.
The Change Item dialog box appears.
b. Select On or Off then click OK.
Call Screening or Do Not Disturb now appears in the Scheduled Items list box.
To change the contents of the Extension field:
a. Double-click Extension in the Schedule Choices list box.
The Change Item dialog box appears.
b. Type a string of tokens up to 65 characters long then click OK.
Extension now appears in the Scheduled Items list box.
To change the RNA (Ring No Answer) greeting:
a. Double-click Greeting in the Schedule Choices list box.
The Greeting List dialog box appears.
b. Select the greeting to be used then click OK. Your choices include the system 
greeting and the seven greetings for the mailbox.
Greeting now appears in the Scheduled Items list box.
To change the Maximum Rings for a Ring No Answer:
a. Double-click Maximum rings in the Schedule Choices list box.
The Change Item dialog box appears.
b. Type a number of rings from 0 to 9 then click OK.
Maximum Rings now appears in the Scheduled Items list box.
8. On the Mailbox menu, click Save… to save your changes.
The record appears in the list of scheduling records for this mailbox. Amanda contin-
ually sorts the records in the most imminent order. For example, the record to be per-
formed next is first; the record whose Next Change date is the farthest into the future 
is last.
Modifying Scheduling Records
When you modify a scheduling record, you can change one or more of the following:
 The starting date.
 The interval between executions and the days on which execution is allowed.
 What the record does. You can change:
- The mailbox’s Call Screening option
- Its Do Not Disturb option
- The contents of its Extension field
- The greeting used when there is no answer
- The number of rings that occur before Amanda decides no one will answer 
						

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To modify an Auto Scheduler record:
1. From the Mailbox window, select the mailbox. 
2. Do one of the following:
 Click Auto Scheduler   on the toolbar.
 On the Mailbox menu, click Auto Scheduler.
The Auto Scheduler window appears. 
3. Select the scheduling record to be changed from the Scheduler Records list box.
4. Do one or more of the following:
To change the starting date:
a. Click a number on the Starting Date calendar to select the date.
b. Click the   and   buttons at the top of the calendar to select the 
month.
c. Click the   and   buttons at the bottom of the calendar to select the 
time.
To change the interval between executions and/or the days on which execution is 
allowed:
 From the Execute Every… group box, select Day, Weekday, Month, Mon–Sat, 
Year, Weekend, Only Once, or Other.
For example, if you select Day, Amanda executes the record every day. If you 
select Only Once, Amanda disables the record immediately after the system exe-
cutes it.
If you selected Other:
a. Click Advanced….
The Advanced Scheduler Information dialog box appears.
b. In the Execution Interval… group box, type numbers in the months, days, 
hours, and/or minutes in the interval.
c. Do one of the following to indicate the days that Amanda can execute the 
record:
 In the Execute On… group box, select or clear the check boxes to allow 
or prevent execution on specific days of the week.
 On the Future Days calendar, click the day abbreviations for appropriate 
days (for example, Th for Thursday).
To update the information displayed in the Future Dates calendar, click 
Update.
d. Click OK to return to the Auto Scheduler window. 
						

							Chapter 7: Automatic Scheduling 75
To change what the record does:
Any existing scheduling record should have some items listed in the Scheduled Items 
list box. Each item defines a change that Amanda is to perform. You can change the 
current items, remove items, or add items. For example, you can edit the change that a 
record makes to the Extension field.
To change one of the current items:
a. In the Scheduled Items list box, double-click the item.
b. Depending on the item, either the Change Item or Greeting List dialog 
box appears.
c. Change the setting for the item then click OK.
To remove an item:
In the Scheduled Items list box, select the item then click Remove.
To  a d d  a n  i t e m :
a. In the Scheduled Choices list box, double-click the item.
b. Depending on the item, either the Change Item or Greeting List dialog 
box appears.
c. Select or type a setting for the item then click OK.
5. On the Mailbox menu, click Save… then Yes to save your changes.
Disabling a Scheduling Record
You can disable a scheduling record temporarily or permanently. For example, if a user 
takes a leave of absence or a vacation, you can disable all his scheduling records. Amanda 
keeps the original information so you can reactivate the record later.
To disable a scheduling record:
1. From the Mailbox window, select the mailbox whose record is to be disabled. 
2. Do one of the following:
 Click Auto Scheduler   on the toolbar.
 On the Mailbox menu, click Auto Scheduler.
The Auto Scheduler window appears. 
3. Select a record from the Scheduling Records list box.
4. Clear the Enable check box.
5. From the Mailbox menu, click Save… then Yes. 
T
IP:You can double-click the scheduling record to toggle the Enable check 
box from on to off (and vice versa). 
						

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Example: Changing User’s Greetings
This example assumes the following:
 You are changing a user’s greeting after hours. In this case, the business-hours 
greeting recorded by the user is greeting 1 and the after-hours greeting is greeting 
2. 
 The after-hours callers should go directly to the greeting without having to listen 
to the telephone ring. (That means that Do Not Disturb is ON.)
For more examples, see “Sample Scheduling Records for Mailbox 990” on page 27 and 
“Sample Scheduling Records for Mailbox 991” on page 30.
Record
Amanda 
Administrator Field
Amanda 
Administrator 
Setting
1EnableChecked
Starting Date (and Time)08/22/95
08:00
Execute Every…Weekday
Do Not DisturbOFF
Greeting1
Record
Amanda 
Administrator Field
Amanda 
Administrator 
Setting
2EnableChecked
Starting Date (and Time)08/22/95
18:00
Execute Every…Weekday
Do Not DisturbON
Greeting2 
						

							Chapter 8:
Generating Reports
Overview
You can create, view, and print customized reports about Amanda. You can also save the 
report as a text file, which can be imported into other applications, such as word 
processors and spreadsheet applications. There you can add other information to the 
report, reformat it, and so forth. Here are some examples of how to use reports.
 To find out who is storing vast numbers of messages, create a report that lists mail-
boxes and their message statistics.
 To review the contents of the employee directory, you can create a report that lists 
mailboxes and the directory names associated with them.
 To monitor use of the Amanda system, create a report that lists mailboxes and 
their numbers of calls, logons, notifications, and transfers.
 When doing a lot of token programming, create a report that lists mailboxes and 
the contents of their Extension fields.
For reports that you routinely generate, you can create report templates to be used 
whenever you want to regenerate the reports they define.
A report consists of rows and columns of mailbox information and statistics. There is one 
row for each mailbox on your Amanda system and a column for each field of information 
that you decide to include in the report. The rows are sorted numerically based on the 
mailbox. 
In the upper left corner of the printed report is the page number. The Example Report 
consists of only one page, which is labeled page 1. If there had been more rows than 
would fit on a page, there would have been additional pages.
Depending on the number of columns selected and the widths of those columns, more than 
one printed page might be needed to show all the columns in a row. For example, the 
printed report might have pages 1A, 1B, and 1C to accommodate all the columns in each 
row and pages 2A, 2B, and 2C to accommodate the number of rows. 
						

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Example Report
page 1 Amanda Administrator Report Fri Apr 26 14:32:41 2000
Directory Directory Total New
Mailbox Extension Name 1 Name 2 Messages Messages
0 @G(201) 168 0
2 @M(G6,2,20 7306 5
111 111 John Slaughter 1987 3
112 112 Tom Fernandez 1303 14
113 113 Pam Slaughter 313 6
114 114 Stephanie Young 1745 0
115 115 Cory Crocker 581 0
116 116 Richard Nelson 453 7
117 117 Peter Friend 1882 12
118 118 Kevin Ebrahimzad 573 1
170 @G(175) 4 0
Managing Reports and Report Templates
Managing reports includes:
 Deciding what reports to create and when
 Creating templates for reports that will be generated more than once
 Making decisions about disk space, users, and so forth based on the information 
in the reports
The next few sections explain how to create reports and report templates. It also explains 
how to print reports and save them as text files.
Creating Reports and Report Templates
This section explains how to create a report. After reviewing a report, you can return to the 
Report Template dialog box or the Reports screen to adjust column order or column width 
and to save the definition as a template for later use.
Amanda stores report templates in the C:\AMANDA\RPT.DB directory. The system adds 
.RPT as the file extension to the name you give each report template.
You can use the search commands to locate mailboxes that match specific criteria before 
you create a report. Then the report is based only on the mailboxes in the search results. 
						

							Chapter 8: Generating Reports79
To create a report:
1. On the Report menu, click Design Report….
The Report Template dialog box appears.
Each piece of information available about a mailbox appears as a column header in 
the Column Header Choices list box. 
2. Select the column headers to appear in the report. 
a. Select one or more headers from the Column Header Choices list box.
b. Click >>Add>>.
If you want the columns in a particular order, add them in that order.
For example: To create a report that lists all users and their names (as they appear in 
the employee directory), select mailbox, Directory Name 1, and Directory Name 2.
To create a report about how many messages per user are stored on Amanda, select 
mailbox, Seconds of Message, and Total Messages.
3. To select a range of mailboxes to be reported on:
a. Click the   button after the From list box.
The Mailbox List dialog box appears.
b. Select the lowest mailbox in the range then click OK.
c. Click the   button after the To list box.
The Mailbox List dialog box reappears.
d. Select the highest mailbox in the range then click OK.
4. (Optional.) Select the Reset Statistics check box to restart totals, times, and other sta-
tistics for each of the mailboxes in the range (after the report is generated).
C
AUTION:If you reset the statistics and create the report, there is no way to 
retrieve the old statistical values.
5. Click OK to generate the report and review it. 
						

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To save this report design as a template:
1. On the Report menu, click Design Report… to return to the Report Template dialog 
box.
2. Type a name for the template in the Template Name drop-down combo box.
3. Click Save.
To change the order of the columns:
1. On the Report menu, click Design Report… to return to the Report Template dialog 
box.
2. Select the column header that is out of place in the Report Column Headers list box.
3. Click >.
7. Repeat this process as necessary.
The width of each column is preset based on its usual contents.
To change the width of a column:
1. On the Report menu, click Design Report… to return to the Report Template dialog 
box.
2. Select the header for the column from the Report Column Headers list box.
3. Type a number of characters in the Width text box.
(If you change your mind, click Default to return to the default number of characters for 
this column.)
Creating Reports from Templates
You can create a report from an existing template. First you load the template then 
generate the report. You specify what mailboxes to use for the report and whether 
statistical fields should be reset to zero. For example, if you reset these fields, Amanda 
starts counting messages from zero instead of the current message total.
To create a report:
1. On the Report menu, click Design Report….
The Report Template dialog box appears. 
						

							Chapter 8: Generating Reports81
2. Select the name of an existing template from the Template Name drop-down combo 
box.
3. Click Load.
The template design appears in the Report Template dialog box.
4. Change report features as appropriate:
For example, this time you might want a different range of mailboxes. You might 
want to change whether the statistics are reset.
C
AUTION:If you reset the statistics and create the report, there is no way to 
retrieve the old statistical values.
5. Click OK to generate the report and review it.
Printing Reports
Printed reports can have a variety of uses. You can post the results, make copies for a 
meeting, or file them for later reference.
To preview a report before you print it:
 On the Report menu, click Print Preview.
To  p r i n t  a  r e p o r t :
1. On the Report menu, click Print….
The Print dialog box appears.
2. Select the pages, print quality, number of copies, and so forth. Then click OK.
Saving Reports as Files
Saving a report as a text file allows you to use that file in a word processor, spread sheet, 
database, or file comparison application.
To save a report as a file:
1. On the Report menu, click Save As….
The Save As dialog box appears.
2. Select a file name and location. Then click OK. 
						

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