Amanda Work Group Administrations 7 Xx Instructions Manual

							Chapter 6: Notifying Users 151
Norstar Notification Records
The default template mailbox (997) has predefined notification records for 
Amanda systems that are connected to Norstar KSUs. These notification 
records turn the Message Waiting Indicator (MWI) on and off whether the 
message was retrieved from:
 The users station directly
 Another station set or an external telephone
 A Messenger client on the network 
N
OTE:Use the mailbox template to create mailboxes that call ex-
tensions. For other mailboxes (such as those that have 
menus or are used in token programming), copy a different 
mailbox with no notification records or delete the notifica-
tion records from the new mailboxes.
The notification records attached to the template are:
LIGHT ON@K*(%U,1)
LIGHT OFF@KF(“#1”)%U
The @ character in a notify method stops Amanda from going off hook and 
from pausing for two seconds as she terminates the string of tokens. The 
K*() and KF() tokens were designed for Norstar. Always use @ to start a 
Method field that contains the K*() or KF() token.
When designing other notification records for Amanda systems that use a 
Norstar KSU, remember that:
 In general, if you would start a Norstar operation by pressing the 
Feature key, you should use the @ character at the beginning of the 
method. 
 If you would start the operation by pressing the Intercom key or lift-
ing the handset, do NOT use the @.  
						

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Emergency Lists
Amanda can use an emergency list to notify a group of people about a new 
message. Amanda notifies the first person of the new message first, then 
after a time, notifies the second, and so forth until someone listens to the 
message. You define the initial time to wait before starting the notification, 
and the time interval between notifications. 
In the following example, you create three notification records for one 
mailbox. Each record contains a different telephone number to call (one for 
each of the three people who are to be notified). 
The records are configured this way:
This configuration causes Amanda to execute record 1 immediately and at 
five-minute intervals. After 15 minutes, if the message is not picked up, she 
starts using record 2 every five minutes (in conjunction with record 1). After 
30 minutes, Amanda executes record 3. All three records continue every 5 
minutes until the message is picked up.
For Max Times, this example uses 0 so that notification only stops when 
someone receives the message. Under normal circumstances, The Amanda 
Company does not recommend using 0.
1The top row lists the name of the field in Amanda Administrator.
2The second row lists the name of the field for the standalone sys-
tem.
After Waiting1
Notify After2
Retry Every
Continue EveryFor
Max Times
Record 1050
Record 21550
Record 33050 
						

							Chapter 7:
Automatic Scheduling
Overview
Scheduling records automatically change how Amanda processes calls. You 
can change:
 The contents of the mailbox’s Extension field (the programmable 
field that specifies what extension to dial and so forth)
 The number of rings before a call is considered unanswered
 The greeting the caller hears when the call is not answered
 The Do Not Disturb option
 The Call Screening option
You can schedule the changes to take place only once or at regular intervals 
after a specified starting date and time. You also select the days of the week 
on which Amanda can or cannot execute the records. 
For example, you can define a scheduling record for the Company Greeting 
mailbox (990) that tells Amanda to start playing your company’s daytime 
greeting in the morning on weekdays and another that tells Amanda to start 
playing your after-hours greeting in the evening on weekdays.
Amanda allows you to create up to ten scheduling records for each mailbox. 
There are no templates for scheduling records. However, you can add the 
records used by most or all users to the mailbox template (by default, 
mailbox 997). For example, if most employees work from 8 
A.M. to 5 P.M., 
you can create a scheduling record that turns Do Not Disturb on in the 
evening. Then after-hours callers do not have to wait while the telephone  
						

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rings the maximum number of times. They hear the user’s RNA (Ring No 
Answer) greeting immediately. A second scheduling record must turn Do 
Not Disturb off in the morning. If all employees use Greeting 1 as a work 
hours greeting and Greeting 2 as an after-hours greeting, these same two 
records can also change the RNA greeting from 1 to 2 and back again.
If you add these records to the mailbox template, every mailbox created from 
the template afterwards will have these scheduling records.
Amanda executes scheduling records exactly as instructed—whether or not 
the change makes any sense. However, if the date to repeat a record falls on 
an invalid day, Amanda waits for a valid day before executing the record. 
(She does this by adding one day to the execution date until the date finally 
falls on a valid day.) For example, suppose you schedule a change to occur 
every 48 hours, but not on weekends. If a 48-hour period ends on a Saturday, 
Amanda waits a day and tries to execute the record again on Sunday. 
Because Sunday is also an invalid day, Amanda waits another day and 
executes the record on Monday. From the execution time on Monday, 
Amanda starts the next 48-hour period.
Some of the options that a scheduling record controls can be changed by 
users from their telephones or by using Amanda Messenger. The user can 
change his greeting, Call Screening, and Do Not Disturb options (unless you 
have them locked). Users cannot control the number of rings at their 
extensions nor the contents of their Extension fields.
For example, users can change their greetings and set their Do Not Disturb 
options every night as they go home and every morning as they return. 
However, if they keep regular hours, having scheduling records is much 
more convenient. 
If you are running Amanda as a voice server, you use Amanda Administrator 
to create, edit, and delete scheduling records. The icon to the left indicates 
the sections of this chapter that pertain to Amanda Administrator.
If you are running Amanda as a standalone system, you use the Auto screen 
for this purpose. The icon to the left indicates the sections of this chapter that 
pertain to the standalone system. 
						

							Chapter 7: Automatic Scheduling 155
Managing Automatic Call-processing 
Changes
Scheduling records schedule one or more call-processing changes for a user. 
Records are created:
 When the mailbox is created (by copying the notification records 
that already exist in the mailbox on which the new mailbox is based)
 By you, one-by-one, as needed
Managing scheduling records includes:
 Creating and modifying records
The next few sections cover the creation, modification, and disabling of 
scheduling records.
 Making the scheduling records needed by most or all users part of 
the mailbox template (by default mailbox 997).
 Testing scheduling records by enabling them and verifying that the 
expected call-processing changes do take place
When testing a scheduling record, check whether Amanda makes the 
correct changes by changing the record’s effective date and time. Do not 
adjust the Date/Time option from the Main screen of the standalone sys-
tem or the Time… option from Amanda Monitor. For example, you can 
put the record into effect five minutes from now rather than tomorrow 
morning, then call the user to see if his greeting (or whatever) has 
changed.
 C
AUTION:Amanda ignores locks as she applies scheduling 
records to mailboxes. The locks block changes 
made by users via the telephone or Amanda Mes-
senger only. 
						

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Using Amanda Administrator
If you are running Amanda as a voice server, you use Amanda Administrator 
to create scheduling records for individual mailboxes. 
Creating Scheduling Records
When you create a scheduling record, you specify both what the record does 
and under what conditions it can be executed. 
To create a scheduling 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. 
						

							Chapter 7: Automatic Scheduling 157
The Auto Scheduler window appears. 
3. Select an unused scheduling record from the Scheduler Records list box.
(An unused record has only the word “disabled” after its number in the 
Schedule Records list box.)
4. Select the Enable check box.
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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5. Use the Starting Date calendar to specify the first date and time that the 
record should be executed. The starting date must be a date in the future. 
To set the starting date and time:
a. Click a number on the 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.
6. Use the Execute Every group box to indicate how often the record will 
be executed. Select one of the following:
Select:To execute the record:
DayDaily (seven days per week)
WeekdayMonday through Friday
MonthMonthly
Mon–SatEvery day except Sunday
YearYearly
WeekendOnly on weekends (Saturdays and Sundays)
Only OnceOnly on the starting date
When you select Only Once, Amanda disables the 
record immediately after she executes it.
OtherAn interval that is not one of the above. For example, 
you can set an interval that includes hours or minutes. 
Holidays that occur annually on a specific day of the 
week (for example, US Thanksgiving on the fourth 
Thursday of November) require advanced scheduling.
Clicking Advanced… automatically selects Other. 
						

							Chapter 7: Automatic Scheduling 159
To set an interval that fits the “Other” category:
a. Click Advanced….
The Advanced Scheduler Information dialog box appears.
b. In the Execution Interval… group box, type the total number of 
months, days, hours, and minutes between executions. 
For example, for US Thanksgiving, use 11 months and 29 days.
c. Do one of the following to indicate the days that Amanda can 
execute the record.
 In the Execute On… group box, clear the check boxes for the 
inappropriate days.
For example, for US Thanksgiving, clear all the days ex-
cept Thursday.
 In the Future Days calendar, click the day abbreviations for the 
appropriate days.
For example, for US Thanksgiving, click the Th for Thurs-
day.
d. To check the interval on the Future Dates calendar, click Update 
to apply your changes to that calendar.
e. Click OK to return to the Auto Scheduler window. 
						

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7. The Schedule Choices list box displays the call-processing options that 
a scheduling record can change. 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 in-
clude the system greeting and the seven greetings for the mail-
box.
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 continually sorts the records in the most imminent order. For 
example, the record to be performed next is first; the record whose Next 
Change date is the farthest into the future is last.