Amanda Work Group Administrations 7 Xx Instructions Manual

							Chapter 4: Recording the Greetings 61
The following figure of the Auto Scheduler window shows the settings for 
the first scheduling record. This record starts greeting 1.
Greetings 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. 
						

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Using the Auto Screen
If you are running Amanda as a standalone system, you use the Auto screen 
to create scheduling records. For more information, see “Creating Scheduling 
Records” on page 165.
The following figures and explanations show how to schedule the two 
greetings in “Sample Instructions for Mailbox 991” on page 59. 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 5:30 
P.M. on weekdays. Because greeting 1 does 
not start until Monday morning, greeting 3 plays Friday evening and the 
entire weekend. 
						

							Chapter 4: Recording the Greetings 63
The following figure of the Auto screen shows the settings for the first 
scheduling record. This record starts greeting 1.
Save Esc/EXIT  PgDn/NEXT  PgUp/PREVAuto
Mailbox:  991 Comment: INSTRUCTIONS Security Code:
Extension:
Directory Name 1: Directory Name 2:
NEXT:  05/23/97 08:00;   RNA -> 0   DND -> ON   CS -> OFF   GRT -> 1









Enabled Change On:05/23/1997  At 08:00Restrict To: MTWTFS S
YESAnd Every:0 month(s)1 day(s)YYYYYNN
0 hour(s)0 minute(s) Next Change: 05/23/97  08:00
Extension: 
Rings:0Do Not DisturbONCall Screening:OFFGreeting #:1 
						

							64 Administering [email protected]/DOS
The next figure of the Auto screen shows the settings for the second 
scheduling record. This record starts greeting 2.
Save Esc/EXIT  PgDn/NEXT  PgUp/PREVAuto
Mailbox:  991 Comment: INSTRUCTIONS Security Code:
Extension:
Directory Name 1: Directory Name 2:
NEXT:  05/23/97 08:00;   RNA -> 0   DND -> ON   CS -> OFF   GRT -> 1
NEXT:  05/23/97 17:30;   RNA -> 0   DND -> ON   CS -> OFF   GRT -> 2








Enabled Change On:05/23/1997  At 17:30Restrict To: MTWTF S S
YESAnd Every:0 month(s)1 day(s)YYYYYNN
0 hour(s)0 minute(s) Next Change: 05/23/97  17:30
Extension:
Rings:0Do Not DisturbONCall Screening:OFFGreeting #:2
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 either the Directory Name 1 or the Directory Name 2 fields in  
						

							Chapter 4: Recording the Greetings 65
the Mailbox window of Amanda Administrator or the Dir Name 1 and Dir 
Name 2 fields on the Users screen.
For example, “Mary” translates to 6279, while “Jo Ann” translates to 56266. 
When Amanda matches a Directory Name, she 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.”
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. 
						

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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:You can also record this greeting using Amanda Messen-
ger. See [email protected]/DOS Workstation Fea-
tures for more information. 
						

							Chapter 5:
Setting Up Mailboxes
Overview
The design of [email protected]/DOS depends upon the mailboxes that 
you have defined. What a caller hears and can do is controlled by the 
mailbox that the caller is accessing at the moment and how that mailbox is 
configured. When you configure a particular user’s mailbox, you control 
what that user can do with Amanda and what he can change about his 
mailbox.
You can create mailboxes based on a template or as a copy of any existing 
mailbox. Using a template allows you to make sure all users have the same 
basic call-processing features. You can change individual mailboxes as 
necessary.
If you are running Amanda as a voice server, you use Amanda Administrator 
to manage mailboxes across the LAN. 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 Users screen 
to manage mailboxes. The icon to the left indicates the sections of this 
chapter that pertain to the standalone system. 
						

							68 Administering [email protected]/DOS
Using a Template
Setting up the mailbox template effectively at the beginning can save you 
the most administration time down-the-road. Always create a new mailbox 
from the existing mailbox that matches the new mailbox most closely, even 
if that is not the mailbox template. Asking users about their personal 
preferences can be very effective. A sample questionnaire is included in this 
section for that purpose.
You can create a mailbox as a copy of the mailbox template (by default 
mailbox 997) or a copy of another existing mailbox. 
Amanda copies:
 The fields in the existing mailbox’s Basic Options, Chains, Menus, 
and Groups sections.
 The contents of the Extension field if it begins with ‘@’.
 All notification and scheduling records.
The security code is a special case. Even when you copy a mailbox from a 
mailbox other than the mailbox template, the security code for the new 
mailbox is dependent upon the template’s security code:
 If the template’s security code is blank, the new mailbox has its own 
mailbox number as a security code. 
The Security Code field can appear to be blank—even when it contains 
a value. If the configuration option sec_code_display is false (which it is 
by default), the security code is never displayed. To be sure it is blank, 
fill the field with spaces.
 If the template’s security code is not blank, the new mailbox has the 
same security code as the template. By default, the security code for 
mailbox 997 is 997. 
Be sure that the template covers as many circumstances as possible before 
you create mailboxes from it. For example, if most extensions have message 
lights, the commands for turning message lights on and off should be among 
the template’s notification records. If all user’s will have Do Not Disturb 
turned on after hours, make sure the template has the scheduling records that 
turn Do Not Disturb on at 5 
P.M. and turn it off at 8 A.M. This saves you from 
re-entering this information for one mailbox after another. 
						

							Chapter 5: Setting Up Mailboxes 69
Also make sure that the template specifies group 1, the default group number 
for the Company Greeting mailbox (usually mailbox 990). Otherwise the 
new mailboxes cannot be reached from that mailbox, and outside callers can 
never reach the users with those mailboxes.
Using Templates with an Amanda/Norstar System
For Amanda systems that are connected to Norstar KSUs, the default 
template mailbox (997) has predefined notification records. 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 
Use the default mailbox template to create mailboxes that call extensions. 
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 notification records from the new mailboxes.
Asking the User for Preferences
Use the following User Questionnaire to determine what settings to give a 
new user. Based on the company decisions about calls, you can delete some 
questions from the questionnaire. See the company questionnaire in 
Installing [email protected]/DOS. The “you” mentioned in the 
questionnaire is the user. 
						

							70 Administering [email protected]/DOS
User Questionnaire
Question 
Circle 
ResponseAdministrative Action to 
Mailbox Fields1
1)  How many times should the tele-
phone ring before Amanda takes a mes-
sage?1     2     3
4     5     6
7     8     9Set Adjust Maximum Rings or Maximum 
Rings to the circled number.
2)  Should Do Not Disturb (DND) be 
permanently ON, permanently OFF, or 
under your control?
(When ON, your telephone never rings, 
but callers can leave messages. When 
OFF, the telephone always rings. When 
you control DND, you call Amanda to 
turn it ON and OFF.)ONTurn Do Not Disturb on.
Turn Do Not Disturb’s Lock on.
OFFTurn Do Not Disturb off.
Turn Do Not Disturb’s Lock on.
under my 
controlTurn Do Not Disturb off.
Turn Do Not Disturb’s Lock off.
3)  When Amanda screens calls, she 
tells you who is calling and lets you de-
cide to accept or reject each call.
Do you want call screening to be per-
manently ON, permanently OFF, or 
under your control?
2
ONTurn Call Screening or Screen Calls on.
Turn the Lock on.
OFFTurn Call Screening or Screen Calls off.
Turn the Lock on.
under my 
controlTurn Call Screening or Screen Calls off.
Turn the Lock off.
4a)  Do you want Amanda to let you 
know who the call is for?
(This is primarily for people who an-
swer calls for more than one person.)YESTurn Identify Called Party on or set ID 
Call? to on or YES.
NOTurn Identify Called Party off or set ID 
Call? to off or NO.