Amanda Work Group Administrations 7 Xx Instructions Manual

							Chapter 5: Setting Up Mailboxes 71
1Names in bold are found in Amanda Administrator; names in italics are found on the Users 
screen for Amanda standalone system. Those in bold and italics have the same name in 
either interface.
2Use Call Screening only with supervised transfers. If Call Screening is on and the call is not 
supervised, the caller is screened but that recording is not played to the user. (An unsuper-
vised transfer has an H token in the mailboxs Extension field. For example, if mailbox 127 
has 127H in the Extension field, Amanda transfers all calls to mailbox 127 to extension 127 
and immediately ends her participation in the call.)
4b)  If YES to 4a, do you want Amanda 
to let you accept or reject the call based 
on who it is for?
(This is primarily for people who share 
telephones.)YESTurn on both Call Screening and Identify 
Called Party or set Screen Calls to ON and 
ID Call? to YES. 
Amanda can tell the user either of the fol-
lowing:
 Both who is calling and who the call is 
for.
 Only who the call is for.
This depends on the value of the 
modified_call_screening configuration op-
tion. You set this option using the Setup util-
ity.
NOUse the settings already specified for call 
screening and identifying the caller in ques-
tions 3 and 4a.
5)  Do you want Amanda to tell you the 
date and time a message was recorded 
before playing the message?
N
OTE:Regardless of this setting, the 
user can always get a mes-
sage’s date/time by pressing 
74 during the message.
YESTurn Play Date & Time on or set D/T to 
YES.
NOTurn Play Date & Time off or set D/T to 
NO.
User Questionnaire (Continued)
Question 
Circle 
ResponseAdministrative Action to 
Mailbox Fields1 
						

							72 Administering [email protected]/DOS
Using Mailboxes
Mailboxes generally fall into two categories: personal and informational.
Personal Mailboxes
A user usually has only one extension and, therefore, only one mailbox. That 
mailbox is a personal mailbox.
A personal mailbox stores:
 Messages that are left by callers or other users—until the user deletes 
those messages or until you, as the system administrator, delete the 
mailbox.
 The greetings that are played when the user does not answer his tele-
phone.
 Scheduling information for greetings—if the user decides to sched-
ule them.
 Notification records for the user—if the user requests to be called at 
his extension, an outside number, or a pager when he has messages.
 The current status of user options. For example, the mailbox remem-
bers whether Do Not Disturb is on or off.
When creating personal mailboxes, make sure you give the mailbox the same 
number as the user’s extension. For example, if the user’s extension is 147, 
then that user’s mailbox must also be 147. 
When a caller requests extension 147, Amanda accesses mailbox 147 and 
processes it. It rings extension 147 if directed to do so. If the user does not 
answer the call or if Do Not Disturb is on, Amanda plays the scheduled 
greeting. After mailbox 147 has been processed, Amanda returns to mailbox 
991, the Caller Instructions mailbox, and plays its current greeting (by 
default, Greeting 1). 
						

							Chapter 5: Setting Up Mailboxes 73
When the owner of a mailbox calls Amanda and asks for extension 147, 
Amanda asks for a security code. After accepting the security code, Amanda 
allows the user to listen to messages, change greetings, turn Do Not Disturb 
on and off, and so forth.
Informational Mailboxes
Informational mailboxes provide information via their greetings. For 
example, the company greeting is a greeting from mailbox 990. 
Informational mailboxes can:
 Provide information for callers such as your business hours or direc-
tions to your office. 
 Direct the caller to one or more other mailboxes for further process-
ing. 
For example, the greeting may list other informational mailboxes: “For 
directions, press 22; ...”
The greeting may suggest users’ mailboxes: “For more information, dial 
Mary at extension 147 or Tom at extension 150.”
The greeting may offer a single-digit menu, “Press 1 for ...; press 2 for 
...; etc.”
If no selection is made from an informational mailbox, Amanda plays the 
greeting for the Caller Instructions mailbox (991). This is so the caller does 
not get lost in the system.
Using Amanda Administrator
You use Amanda Administrator to set up mailboxes, including their 
notification records and scheduling records, and to create reports.
To start Amanda Administrator:
1. Select the Amanda Administrator icon from the Amanda group. 
The Administrator Logon dialog box appears.
2. Click Network Settings….  
						

							74 Administering [email protected]/DOS
The Network Settings dialog box appears. Its default settings, which are 
AMANDASERVER for the Server Name and 0 for Local Area Network 
Adapter (LANA), are accurate in most cases. See your network adminis-
trator to be sure.
3. Click OK.
The Administrator Logon dialog box reappears.
4. Type the security code for the system administrator mailbox (mailbox 
999) in the Password text box.
The default security code is 999, but you should change that.
5. Click OK.
The mailbox List dialog box lists all the mailboxes currently in the data-
base. (It also allows you to create, copy, or delete mailboxes.)
6. Do one of the following:
 In the mailbox text box, type the first few characters that appear in 
the list for that mailbox. Then click OK.
 From the list, double-click the mailbox. 
 To create a mailbox based on the mailbox template, click New…, 
type a number for the mailbox, then click OK. 
						

							Chapter 5: Setting Up Mailboxes 75
 To create a mailbox or a range of mailboxes based on an existing 
mailbox, click Copy…, type the number for the mailbox, type the 
number for the first and last mailbox in the range (these two num-
bers can be the same), click OK, then select one of the newly cre-
ated mailboxes.
The Mailbox window displays information about the selected (or newly 
created) mailbox. 
						

							76 Administering [email protected]/DOS
Using the Menus
MenuCommandDescription
MailboxNew…Creates a new mailbox using the mailbox template 
(normally mailbox 997).
Save…Saves the changes made to the current mailbox.
Delete…Deletes the current mailbox.
Autocreate 
Mailboxes...(Only available when Amanda uses an Amanda 
Company voice board for Norstar) Allows you to 
automatically create mailboxes that correspond to 
the Norstar KSU’s telephone extensions.
MailboxDisplays the Mailbox window.
Auto Schedul-
erDisplays the Auto Scheduler window.
NotifyDisplays the Notify window.
ReportDisplays the most recently created report—if there 
is one.
Display…Allows you to display mailboxes with or without a 
name. (The name is a combination of the settings 
for Directory Name 1 and Directory Name 2.)
Log OnAllows you to log back on to Amanda Voice Server 
if you have been disconnected.
MonitorAllows you to start Amanda Monitor from Amanda 
Administrator.
ExitEnds this session of Amanda Administrator.
EditPreviousDisplays the previous mailbox in the current Mail-
box List.
NextDisplays the next mailbox in the current Mailbox 
List. 
						

							Chapter 5: Setting Up Mailboxes 77
Copy…Copies the current mailbox to one or a range of 
mailboxes.
Find…Allows you to search for all mailboxes which match 
certain criteria. Specify the settings to be matched in 
the Mailbox window. (Please note that the search is 
case sensitive.) 
Start Search…Starts a search based on your criteria. Amanda Ad-
ministrator creates a Mailbox List from the mail-
boxes that match your criteria or notifies you that no 
mailbox matches your criteria.
N
OTE:The next and previous buttons and other 
commands apply to this mailbox List until 
you select End Search.
End SearchEnds the search and returns to the complete list of 
mailboxes.
StatusClicking Status (or pressing Alt+S) displays the sta-
tistics for the current mailbox. To exit, select OK.
ReportDesign 
Report…Allows you to design a new report or load and mod-
ify a previously designed report. Select the items 
you want to appear on the report. The order in which 
they are listed will be the order used for reporting.
Save As…This saves your report as a file (ASCII text).
Print…This prints your report.
Print PreviewThis allows you to view your report’s layout (in-
cluding page numbers) before printing.
Print Setup…This allows you to define your printer options.
HelpContentsDisplays the Contents for Amanda Administrator 
Help.
Using HelpExplains how to use online help.
About Admin-
istratorDisplays information, such as the copyright date 
and version number, about Amanda Administrator.
MenuCommandDescription 
						

							78 Administering [email protected]/DOS
Using the Toolbar
The toolbar offers buttons as timesaving alternatives to commands on the 
menu bar:
Creates a new mailbox from the mailbox template (usually mailbox 
997).
Saves the current mailbox. 
Deletes the current mailbox.
Copies the current mailbox to a range of mailboxes.
Go to the previous mailbox.
Go to the next mailbox.
Search for mailbox’s with specific settings.
Displays the Mailbox window.
Displays the Auto Scheduler window.
Displays the Notify window.
Displays the Report window.
Logging Back On
If you lose connection to Amanda Voice Server while you are using Amanda 
Administrator, you can log back on without exiting Amanda Administrator.
To log back on to Amanda Voice Server:
 On the Mailbox menu, click Log On.
A message indicates that you are logged on or that the server is unavail-
able. 
						

							Chapter 5: Setting Up Mailboxes 79
Creating a Personal Mailbox
If you are running Amanda as a voice server, you create mailboxes using 
Amanda Administrator.You must create a mailbox for each user who will 
receive messages via Amanda. That user does not have to have an onsite 
telephone.
To create a personal mailbox for a user:
1. On the Mailbox menu, click New…. 
The Create Mailbox dialog box appears.
2. Enter the new mailbox then click OK.
Amanda copies the information for the new mailbox from the mailbox 
template. See “Using a Template” on page 68 for details.
3. Do one of the following:
 If your Amanda system uses Brooktrout voice boards, type a com-
ment in the Comment text box. (Use up to 17 characters.)
For example, for an information mailbox, you might refer to the 
menu or data the mailbox provides.
 If your Amanda system is connected to a Norstar KSU, the Com-
ment field is replaced with the Set Name field. You can type the set 
name (up to 7 characters) or use Autocreate to fill all the Set Name 
field automatically. See “Creating Mailboxes Automatically” on 
page 81.
4. (Optional) To change the security code from the default, click Security 
Code….
The Change Security Code dialog box appears. Type in and then verify 
the new security code. Click OK.
N
OTE:If the configuration option sec_code_display is set to 
true, the Change Security Code dialog box displays the 
current security code. Otherwise, the current security 
code is not displayed. 
						

							80 Administering [email protected]/DOS
5. Type values in the Extension text box.
The Extension field is perhaps the most important field on the screen. It 
is programmable and determines what extension Amanda dials and so 
forth. For example, for mailbox 122, if you use:
122H
Amanda dials extension 122 and hangs up. This is a blind transfer. 
122 is usually a supervised transfer (depending on the value of the 
dl_suffix option in the .PBX file). See Installing [email protected] 
for more details about .PBX files.
6. Type the user’s first name in the Directory Name 1 text box. 
Amanda automatically adds the contents of two fields (Directory Name 
1 and Directory Name 2) to the employee directory. When callers enter 
411 (or whatever mailbox has been configured as the employee direc-
tory), they are normally instructed to enter the first few letters of the first 
or last name of the person they wish to reach. 
7. Type the user’s last name in the Directory Name 2 text box. 
8. Set the other fields as appropriate. Press F1 for help or use the user ques-
tionnaire later in this chapter.
For example if the user has no onsite telephone, set and lock Do Not 
Disturb.
9. When you are done, on the Mailbox menu, click Save… to save this 
mailbox.
The Save Change dialog box appears.
10. Click Yes.
T
IPS:If you set a lock, the user cannot change the value of the as-
sociated field from a telephone or Amanda Messenger. 
From the telephone, the user does not even hear the menu 
option that accesses that feature.
To prevent Amanda from taking a message, in the Messag-
es group box, clear the Store check box and select None for 
the Copy Messages To box. Otherwise, she records a mes-