Amanda Work Group Administrations 7 Xx Instructions Manual

							Chapter 7: Automatic Scheduling 161
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
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. 
						

							162 Administering [email protected]/DOS
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 immedi-
ately after she executes 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.
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 Exten-
sion field.
To change one of the current items:
a. In the Scheduled Items list box, double-click the item. 
						

							Chapter 7: Automatic Scheduling 163
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. 
						

							164 Administering [email protected]/DOS
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).
Using the Auto Screen
If you are running Amanda as a standalone system, you use the Auto screen 
to manage scheduling records for individual mailboxes.
The Auto Screen
Save Esc/EXIT  PgDn/NEXT  PgUp/PREVAuto
Mailbox: Comment: Security Code:
Extension:
Directory Name 1: Directory Name 2:










Enabled Change On:04/10/1996  At 07:19Restrict To: MTWTF S S
NOAnd Every:0 month(s)0 day(s)YYYYYYY
0 hour(s)0 minute(s) Next Change: NEVER
Extension: 132H
Rings:0Do Not DisturbOFFCall Screening:OFFGreeting #:0 
						

							Chapter 7: Automatic Scheduling 165
Creating Scheduling Records
To create a scheduling record:
1. From the Users screen, type the number for the mailbox in the Mailbox 
field, then press Enter.
2. Press Alt+A.
The Auto screen appears. The word Auto is in the upper right corner of 
the screen. 
menu barThe rectangle at the top of the screen. The left side 
displays menu commands that you can access by 
pressing Alt plus the first letter of the selection. For 
example, pressing Alt+S saves a new or modified 
scheduling record. The right side lists keys on the 
keyboard and the actions they perform. For exam-
ple, pressing Esc allows you to exit the Auto screen 
and return to the Users screen.
User 
InformationJust below the menu bar. The fields are a copy of the 
user information from the Users screen. They iden-
tify the mailbox.
Scheduling 
Records ListIn the middle of the screen. It displays a one-line de-
scription of each enabled automatic scheduling 
record. The description contains the names of the 
mailbox fields to be changed and scheduling infor-
mation. There are ten records available for each 
mailbox. To select a record from the list, press Page 
Up and Page Down. 
Selected 
Record’s 
Fields At the bottom of the screen. It displays the fields for 
the scheduling record selected from the Scheduling 
Records List. Use this area to change scheduling 
records. To move from field to field, press Enter, 
Tab and Shift+Tab, or Up Arrow and Down Arrow. 
						

							166 Administering [email protected]/DOS
3. Press Page Up and Page Down to select an available  record. 
The Enabled field at the bottom of the screen is automatically selected 
so you can begin defining the record.
4. Use the spacebar to toggle the Enabled field to YES.
5. Fill in the month, day, and year on which the automatic schedule should 
first take place.
(Use all four digits of the year—1996 not just 96.)
6. Fill in the time of day (using the 24-hour format) at which the scheduled 
change should occur. By default the current date and time are in these 
fields.
7. Define how often Amanda should perform the changes indicated by this 
record by typing a number of months, days, hours, and/or minutes in the 
And Every fields.
Typically, Amanda performs scheduling records on a daily basis at a 
specific time (which means the And Every fields specify 0 months, 1 
day, 0 hours, and 0 minutes). 
For holidays that occur once each year on specific dates (such as Christ-
mas and New Year’s Day), use 12 months, 0 days, 0 hours, and 0 min-
utes. For holidays that occur once each year on specific days of the week 
(such as the US Thanksgiving which occurs on the last Thursday of 
November), use 11 months, 29 days, 0 hours, and 0 minutes to compen-
sate for leap years, etc. However, for a holiday like Easter, the schedul-
ing record might need to change each year.
8. If Amanda should perform the changes only certain days of the week, 
restrict the scheduling record to specific days. 
MTWTFSS stands for the days of the week from Monday to Sunday. 
The Y for Yes underneath each day of the week toggles to N for No 
when you press the spacebar. 
						

							Chapter 7: Automatic Scheduling 167
For example, if a particular change should occur only on weekdays 
(Monday through Friday), set the Restrict To field to the following:
9. Define the changes you want to take place by filling in the Extension, 
Rings, Do Not Disturb, Call Screening, and/or Greeting # fields.
If you leave the Extension, Rings, or Greeting # field blank, Amanda 
leaves that field unchanged in the mailbox. Do Not Disturb and Call 
Screening cannot be left blank. Press the spacebar to toggle between ON 
and OFF. Type in the other fields.
10. To save the scheduling record, press Alt+S, then Y. 
The record appears in the Scheduled Records list box 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 
execution date is the farthest into the future is last.
C
AUTION:Amanda’s automatic scheduling takes place even if 
the fields are locked. (Locks affect changes made via 
the telephone only.)
If you use an invalid greeting number, such as 9, the 
Current Greeting is changed to 1 instead.
T
IP:Any time you return to the Enabled field, the entire 
screen is refreshed as you make your next move. Use 
this to start over after a mistake. Otherwise, make sure 
you save your changes (using Alt+S) before returning 
to the Enabled field.
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.
MTWTFSS
YYYYYNN 
						

							168 Administering [email protected]/DOS
 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
To modify a scheduling record:
1. From the Users screen, type the number for the mailbox in the Mailbox 
field, then press Enter.
2. Press Alt+A.
The Auto screen appears. The word Auto is in the upper right corner of 
the screen. 
3. Press Page Up and Page Down to select the record to be modified, then 
press Enter.
4. Change any of the fields described in the following table.
5. To save the scheduling record, press Alt+S.
6. When prompted to overwrite the current record, press Y. 
 Scheduling Record Fields
FieldDescription
EnabledDetermines whether a specific scheduling record is active. To toggle between 
YES and NO, press the spacebar.
Change OnDefines the starting date for the scheduling record using the MM/DD/YYYY 
format. Type your changes.
AtDefines the starting time for the scheduling record using a 24-hour format 
(00:00 to 23:59). For example, 5:30 
P.M. is 17:30. Type your changes. 
						

							Chapter 7: Automatic Scheduling 169
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.
And EveryDefines the number of months, days, hours, and/or minutes Amanda waits 
before repeating this scheduling record. Type your changes, pressing Tab to 
move from field to field.
Restrict To: 
MTWTFSSDefines what days of the week Amanda performs the scheduled changes. 
MTWTFSS stands for Monday through Sunday. To toggle between Y (for 
Yes) and N (for No), press the spacebar.
Next ChangeSpecifies the date and time that Amanda next performs the scheduled chang-
es. This field is automatically updated by Amanda and is display-only.
ExtensionSpecifies the new contents for the mailbox’s Extension field. Edit this field 
using Right Arrow and Left Arrow to move the cursor. Type in any changes.
Rings Defines the number of rings Amanda listens to before determining that the 
call is unanswered. 
Do Not Disturb Specifies whether Do Not Disturb should be on or off. Press the spacebar to 
toggle between ON and OFF.
Call Screening Specifies whether Screen Calls? should be on or off. Press the spacebar to 
toggle between ON and OFF.
Greeting Specifies the number of the greeting to be played when the call is unan-
swered. 0 stands for the system greeting.
 Scheduling Record Fields (Continued)
FieldDescription 
						

							170 Administering [email protected]/DOS
To disable a scheduling record:
1. From the Users screen, type the number for the mailbox in the Mailbox 
field, then press Enter.
2. Press Alt+A.
The Auto screen appears. The first record in the Scheduling Records 
List is selected. 
3. Press Page Down until the record to be disabled is selected.
The cursor is positioned at the Enabled field at the bottom of the screen.
4. Press spacebar to change the Enabled field from YES to NO.
5. To save your change, press Alt+S. 
You are prompted:
OVERWRITE Auto Record? [NY]
Press Y to change the current scheduling record or press N to cancel.
Example:  Changing User’s Greetings
This example assumes the following:
 You are changing a user’s greeting after hours. In this case, the busi-
ness-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 Dis-
turb is ON.)
For more examples, see “Sample Scheduling Records for Mailbox 990” on 
page 47 and “Sample Scheduling Records for Mailbox 991” on page 60.