Amanda Work Group Administrations 7 Xx Instructions Manual

							Chapter 5: Setting Up Mailboxes 81
sage and stores it for the current mailbox and/or the mail-
box specified by Copy Messages To.
To keep a mailbox out of the employee directory, leave the 
Directory Name 1 and Directory Name 2 text boxes blank. 
In this case, you might want to put the user’s name in the 
Comment field.
Remember that a user can go by a nickname. The Directory 
Name 1 field might contain the nickname. For example, for 
someone named Thomas, are people going to enter T-o-m 
for Tom or T-h-o for Thomas?
To add a menu, create a greeting that explains the menu, 
and direct the user to different mailboxes based on the se-
lection from the menu. For details, see “Menus” on 
page 95.
Creating a Mailbox for Someone Without a Telephone
A user who is offsite or, for some other reason, has no onsite telephone can 
still have a mailbox. Create a personal mailbox for that user. Then log on to 
the mailbox to turn on Do Not Disturb.
Creating Mailboxes Automatically
If Amanda is connected to a Norstar KSU and you have requested the 
autocreate feature (by setting the configuration option tmo_names to a 
number greater than 0), Amanda can:
 Automatically create a mailbox based on the mailbox template (usu-
ally mailbox 997) for each Norstar KSU telephone extension
 Place the unique name associated with that extension in the 
Set Name text box for the newly created mailbox
Amanda does not overwrite any existing mailboxes during this process. 
Therefore, autocreate can use the Norstar KSU’s telephone extensions for 
either of the following:
 To create mailboxes for the initial users of the system
 To add mailboxes for new extensions—without affecting those cre-
ated previously
 To update the name in the Set Name text box 
						

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Autocreate does not delete mailboxes under any circumstances. This is for 
your protection, but it means that you, as the system administrator, should 
delete mailboxes that are no longer in use and change the name (and perhaps 
other settings) associated with a mailbox when the corresponding extension 
gets a new owner.
To autocreate mailboxes for extensions:
1. On the Mailbox menu, click Autocreate Mailboxes. (Any mailbox might 
be in the Mailbox field.)
The Enter Directory Numbers dialog box appears.
2. Amanda will create mailboxes for each Directory Number in the range 
you provide. Type the first and last numbers in the range of DNs in the 
Lowest Directory Number and Highest Directory Number text boxes, 
respectively. Then click OK.
The message “Your request has been successfully received by the voice 
server” should appear.
N
OTE:The Autocreate command can take a while because 
only one port (which might not be available immedi-
ately) can perform the request. Amanda logs informa-
tion about the new mailboxes in the trace file. 
Creating an Informational Mailbox
Some mailboxes give out information to callers or instruct callers about their 
options. Creating a mailbox to perform such a task is a matter of creating a 
mailbox with the right values in the right fields.
The proper settings for Amanda Administrator are:
Extension:blank
Directory Name 1:blank
Directory Name 2:blank
Do Not Disturb:checked 
						

							Chapter 5: Setting Up Mailboxes 83
The other Basic Options fields are not evaluated, so their values do not 
matter for an information mailbox. 
T
IPS:You can lock the Current Greeting setting after recording 
your information (by changing the Max field to 0), so that 
it cannot be changed accidentally.
In the Comment field, you might refer to the menu or data 
the mailbox provides.
If the informational mailbox provides information to the 
user after which only a hangup is appropriate, the Exten-
sion field might contain something like the following:
@P(G1)G(999)
Amanda plays Greeting 1 for mailbox 122 and goes to 
mailbox 999’s Extension field for an immediate hangup.
This last example uses the Token Programming Language. 
For more details, see Installing [email protected]/
DOS.
Creating a Range of Mailboxes from an Existing Mail-
box
Occasionally, you might want to create a range of mailboxes. For example, 
you might create the mailboxes for all the extension numbers at your site at 
one time. The mailbox to be copied can be the mailbox template (usually 
997) or any other mailbox. 
1Creates a 3 to 6 second pause allowing the caller to decide 
what option to select from the menu. If there is no menu, the 
Delay should remain 0, the default.
Lock:checked
(Messages group box)
Store:
cleared
Copy Messages To:None
Delay:30-601 (when the Menu fields are used) 
						

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In general, you want to select the mailbox most similar to the mailboxes you 
create so you make the fewest changes to each new mailbox. Sometimes you 
use this procedure to create only one mailbox. For example, you might create 
a mailbox that requires only a name change.
To create a range of mailboxes based on another mailbox:
1. From the Mailbox window, click the   button after the current 
mailbox.
The Mailbox List dialog box appears.
2. Select the mailbox to be copied then click Copy….
The Copy Users dialog box appears.
T
IP:If the Mailbox window already displays the mailbox to 
be copied, on the Edit menu, click Copy….
3. Type the number for the first mailbox in the range in the Start At text 
box.
4. Type the number for the last mailbox in the range in the End At text box.
Amanda creates the specified mailboxes by copying the fields from the 
current mailbox. See “Using a Template” on page 68 for a list of the 
fields that are copied.
Modifying an Existing Mailbox
As users’ needs and corporate policies change, you can modify how calls are 
processed by modifying mailboxes.
To modify a mailbox:
1. From the Mailbox window, click the   button after the current 
mailbox.
The Mailbox List dialog box appears.
2. Double-click the mailbox to be viewed or modified. 
						

							Chapter 5: Setting Up Mailboxes 85
3. Change the desired fields.
4. On the Mailbox menu, click Save… to save your changes.
The Save Changes dialog box appears.
5. Click Yes.
Moving from One Mailbox to Another
You can always move from one mailbox to the next in numeric order. Ctrl+P 
goes to the previous mailbox and Ctrl+N goes to the next. 
When you are in search mode, Ctrl+P and Ctrl+N move from one mailbox to 
another within the set of mailboxes that are the result of the search. 
You can select any mailbox, regardless of order, from the list of all the 
mailboxes (or all the mailboxes that match the search criteria). However, you 
can identify the mailbox more readily if you display both the number and the 
contents of the name fields. 
To display the mailbox and/or its owner’s name:
1. On the Mailbox menu, click Display….
The Mailbox Name Display dialog box displays a series of options:
 Mailbox Followed by Name
 Name Followed by Mailbox
 Mailbox Only
 Name Only
The name is formed by combining the contents of the Directory Name 1 
and Directory Name 2 text boxes.
2. Select an option then click OK. 
						

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To select a mailbox to be displayed:
1. From the Mailbox window, click the   button after the current 
mailbox.
The Mailbox List dialog box displays all the currently defined mail-
boxes (or all those found by a search) in numerical order.
2. Select a mailbox from the list box by scrolling through the list box or 
typing the first few characters displayed in the list box; then click OK.
Amanda displays the selected mailbox in the Mailbox window.
Deleting an Existing Mailbox
You can delete any existing mailbox.
To delete a mailbox:
1. From the Mailbox window, click the   button after the current 
mailbox.
The Mailbox List dialog box appears.
2. Select one or more mailboxes to be deleted.
3. Click Delete…
The Delete Mailbox dialog box appears.
4. Click Yes or Yes to All.
Finding Mailboxes that Match Certain Criteria
If you are running Amanda as a voice server, you can use Amanda 
Administrator to find all the mailboxes that have a particular setting or 
combination of settings. For example, you can locate:
 All the mailboxes that have Do Not Disturb turned on and locked
 All the mailboxes that have Call Screening turned on but not locked
 All the mailboxes in the specified range that are members of group 1 
						

							Chapter 5: Setting Up Mailboxes 87
After you locate those mailboxes, you enter search mode. Amanda 
Administrator displays only the matching mailboxes in the Mailbox list box. 
On the Edit menu, clicking Next and Previous move you from one matching 
mailbox to the next matching User — instead of from one existing mailbox 
to the next existing mailbox.
To search for mailboxes with specific settings:
1. From the Mailbox window, press F3 (or, on the Edit menu, click 
Find…).
An information dialog box explains how to search.
2. Click OK.
The Mailbox window becomes blank with “none” as the mailbox. 
3. Do any combination of the following:
 Select or clear the appropriate check boxes. For example, you 
might select the Do Not Disturb check box and clear the Lock 
check box.
Notice that each check box has three states:
- Selected (or checked)
- Cleared (or unchecked)
- Don’t care (disabled/grayed)
 Provide values for text boxes (to be matched during the search) or 
leave them blank (to indicate that their contents are not part of the 
search). 
4. On the Edit menu, select Start Search.
Amanda Administrator searches for mailboxes that match those values. 
The Mailbox List displays all the mailboxes whose settings match those 
you provided. 
5. Select a mailbox from the list, then click OK. 
						

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6. To move from one matching mailbox to another, do either of the follow-
ing:
 Use Ctrl+P (or click Previous   on the toolbar)
 Use Ctrl+N (or click Next   on the toolbar)
7. When finished, on the Edit menu, select End Search.
Ctrl+P and Ctrl+N will then move from one mailbox to the next, regard-
less of whether the mailboxes have any matching values. 
N
OTE:To end a search or exit search mode at any time, on the 
Edit menu, click End Search.
Naming Groups and Greetings
Amanda Administrator allows you to name your groups and greetings. The 
name should help you remember what the group or greeting is for. Each 
name can contain up to 50 characters.
To name a group: 
1. From the Mailbox window, click the   button after the group to be 
named (or renamed). 
The Group Number List dialog box appears.
2. Click Edit Name….
The Edit Group Name dialog box appears.
3. Type a name for the group in the Group Name text box.
To name a greeting: 
1. From the Mailbox window, click the   button after the RNA box (in 
the Personal Greetings group box).
The Greeting List dialog box appears. 
						

							Chapter 5: Setting Up Mailboxes 89
2. Select the greeting to be named from the list box.
If the greeting has not been previously named, the greeting is identified 
only by its number.
3. Click Edit Name….
The Greeting Name dialog box appears.
4. Type a name for the greeting in the Greeting Name text box.
Mailbox Field Reference
The following table defines the User fields in the order in which they appear in the 
Mailbox window. Some appear in the Status window.
   
 
Mailbox Fields
FieldDescription
MailboxRepresents the number that Amanda uses to access the mailbox. It 
ranges from 0 to 99,999,999 and must be unique.
CommentIf you are using a Brooktrout voice board, this field is provided for 
you as a notation field. Its maximum length is 17 characters.
Set NameIf you are connected to a Norstar KSU using the Amanda Company 
voice board, you see Set Name instead of Comment in Amanda Ad-
ministrator. The Set Name field can be automatically filled using the 
Autocreate command. Autocreate unconditionally resets this field 
with the name supplied by the telephone switching system for all Di-
rectory Numbers (DNs) included in the Autocreate extension range. 
DN is a Nortel acronym for Directory Number. The Norstar Set 
Name can also be entered manually into the Set Name field. For more 
information about Autocreate, see “Creating Mailboxes Automati-
cally” on page 81.
If you enter a Set Name, use upper case because Set Names, by con-
vention, are upper case. 
						

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Security CodeThe up-to-eight digit security code that permits access to this mail-
box (0 to 99999999). For added security, the security code does not 
remain on the screen after you save the mailbox. The system admin-
istrator can change a security code but cannot see the current one—
unless the configuration option sec_code_display has been set to 
true. (It’s default is false.)
ExtensionContains the programmed dial actions Amanda should perform when 
she transfers a call that has accessed the mailbox and Do Not Disturb 
is OFF. Typically this field contains the extension that Amanda 
should ring. Amanda also allows you to program other call actions by 
using her Token Programming Language. Other call actions include: 
system paging for an urgent call, transferring to a remote number, 
and modifying Amanda’s standard call processing. Use a maximum 
of 65 characters.
Directory Name 1 Amanda uses this information to automatically build her 411 direc-
tory. Normally you put the user’s first name in this field. Leave this 
field blank for mailboxes which are not to appear in the employee di-
rectory. If you leave this blank, you may want to use the Comment 
field to identify the user who has this mailbox. Its maximum length 
is 16 characters.
Directory Name 2 Same as Directory Name 1. Amanda provides this second directory 
field to allow for second names, such as last names or nicknames. Its 
maximum length is 16 characters.
Read-OnlyIndicates whether or not this mailbox can be only viewed or viewed 
and modified. You must enter a special password as you access the 
User window or you cannot access the read-only field.
Adjust Maximum 
RingsThe number of rings Amanda allows when transferring a call to the 
extension before determining that there was a Ring No Answer. If it 
is 0, Amanda uses the system default (which is 4). This parameter 
only works when Amanda performs a supervised transfer.  
Mailbox Fields (Continued)
FieldDescription