Amanda Work Group Work Place Instructions Manual

							Chapter 6: Notifying Users53
(If the mailbox has not yet been created and saved, Amanda does not allow you to 
access the Notify screen for that mailbox. If this is a new mailbox, save it before 
pressing Alt+N.)
The first record in the Notification Records List is selected (whether enabled or dis-
abled). The cursor is positioned at the Enabled field (near the bottom of the screen) so 
that you can change this record.
3. To create a new record and a new template, you usually select a  record. If 
the current notification record is not , press Page Down until one is 
selected.
4. After selecting the appropriate record from the list, fill in the fields at the bottom of 
the screen. To move from field to field, press Enter, Tab and Shift+Tab, or Up Arrow 
and Down Arrow.
a. At the Enabled field, press the spacebar to change NO to YES.
b. The fields for the days of the week are MTWTFSS (which stand for Monday, 
Tuesday, Wednesday, Thursday, Friday, Saturday, and Sunday). By default, 
each letter has a Y beneath it. This means that the notification record will be 
used everyday of the week. To stop it from being used on a particular day, 
move to the field for that day and press the spacebar to change the Y to N.
c. In the From field, type the starting time for this notification record in the 24-
hour format.
d. In the To field, type the ending time for this notification record.
e. In the Notify After field, type the number of minutes Amanda should wait be-
fore performing this notification record after the reason for notification (for 
example, the arrival of a message) occurs.
For example, if the user usually checks his messages every hour, you can tell 
Amanda to notify him about messages an hour after they arrive. Then the notifi-
cation occurs only if he fails to check for them himself.
f. In the Continue Every field, type the number of minutes Amanda should wait 
between notification attempts. 
For example, you might notify the user every 15 minutes after the first notifica-
tion until he finally gets the message. 
g. In the Max Times field, type the number of times Amanda should perform 
this notification. 
For example, you might stop notification after 10 attempts. A zero means unlim-
ited notification attempts, but The Amanda Company does not recommend using 
zero as a setting for this field. 
h. In the Title field, type a brief description of what this notification does (for 
example, Pager, Message Light On, or Home Number). It is best to use a 
unique +description.
i. In the Type field, press F2; then use Up Arrow and Down Arrow to select a 
type of notification:
NORMALIndicates that the user has new messages. Normal notification templates 
turn on message lights, page users, call them at home, and so forth. 
(Normal notification records handle both urgent and non-urgent mes-
sages—unless you define an urgent notification record.)
RELAYPages the user and relays a telephone number that has been input by the 
caller.  
						

							54 Administering [email protected]
If a caller presses the # sign while listening to the mailbox’s greeting, 
Amanda asks for a telephone number and saves it in the %R token. To 
relay the number, the %R or P(R) token must appear in the Method field 
of the notification record.
PICKUPIndicates that the user has picked up (listened to) all the new messages. 
It usually turns off a message light.
DISKIndicates that Amanda is low on disk space. This type of notification 
template is available only for mailbox 999, the administrator mailbox. If 
you select Disk Low as the notification type from any other mailbox, 
Amanda displays an error message.
URGENTIndicates that the user has a new and urgent message. Urgent notifica-
tion templates usually page users or call them at their current location. 
Once you create an urgent notification record for a mailbox, Amanda 
executes normal notification records only for non-urgent messages. That 
means you need an urgent notification record to turn on the message 
light for that mailbox.
Press Enter to return to the Notify screen.
j. In the Method field, type the tokens that perform the appropriate notification 
action.
See “Examples of Notification Methods” on page 59 and “Programming 
Amanda” in Installing [email protected] for more information about the 
Token Programming Language.
k. Use the Variable field only if the Method field contains the token %V. If so, 
type the telephone number that Amanda will substitute for %V when she ex-
ecutes this notification record. Press Enter.
5. To save the new notification record:
a. Press Alt+S. 
Because this is a new record that is not defined by a template, you are prompted:
Add new Template? [NY]
b. Press Y to create a new template or N to cancel.
6. Press Esc to return to the Users screen.
Creating a Notification Record from an Existing Template
Creating a record from an existing template means that most of the work is done for you. 
You supply only the Variable field (if %V is used in the Method field) and enable the 
record. Otherwise, you are really creating both a new template and a new record 
simultaneously. See “Creating a Notification Record and a Notification Template” on 
page 52.
N
OTE:If an enabled record’s Method field contains %V, the Variable field must 
contain a number.
To create a notification record from an existing template:
1. From the Users screen, type the number for the mailbox in the Mailbox field, then 
press Enter.
2. Press Alt+N. 
						

							Chapter 6: Notifying Users55
3. Press Page Down until a  record is selected from the Notifi-
cation Records List.
4. Press Alt+T.
A list of templates appears.
5. Press Up Arrow and Down Arrow until you find the template you want 
to use, then press Enter.
The information from the template is copied to the Notify screen. The 
contents of the Enabled and Variable fields is not part of the template 
and not copied to the screen.
6. Press the spacebar to change the Enabled field from NO to YES.
7. If %V appears in the Method field, type a value for the Variable field 
(usually a telephone or pager number).
8. Press Alt+S to save this notification record as part of the current mail-
box.
If you changed only the Enabled and Variable fields, Amanda does 
not create or update a template.
You are prompted:
OVERWRITE Notification record? [NY]
Press Y to change the current notification record or press N to cancel.
Modifying Templates
Modifying a notification template changes every record based on that 
template. To modify a template, you must select a record that is based on that 
template. 
To modify an existing notification template:
1. From the Users screen, type the number for the mailbox in the Mailbox 
field, then press Enter.
2. Press Alt+N. 
						

							56 Administering [email protected]
(If the mailbox has not yet been created and saved, Amanda does not allow you to 
access the Notify screen for that mailbox. If this is a new mailbox, save it before 
pressing Alt+N.)
The first notification record in the Notification Records List is selected (whether 
enabled or disabled). The cursor is positioned at the Enabled field so that you can edit 
this record.
3. Press Page Down until you select the record (based on the template to be changed) 
from the Notification Records List.
(The template’s title is the first piece of information about the record in the Notifica-
tion Records list box—unless the record is disabled. As you select the record, the tem-
plate’s title appears in the Title field at the bottom of the screen as well.)
4. Change the appropriate fields at the bottom of the screen. To move from field to field, 
press Enter, Tab and Shift+Tab, or Up Arrow and Down Arrow.
The Enabled field and the Variable field are record fields only. Change them if you 
need to. For example, if you add a %V to the Method field, this record must have a 
value (such as a pager number) in the Variable field. You can save changes to this 
record and to its template at the same time.
See the Notification Record Fields on page 57 table for details.
5. To save your changes to the notification record, press Alt+S. 
If you changed only the Enabled and Variable fields, Amanda does not create or 
update a template.
You are prompted:
OVERWRITE Notification record? [NY]
Press Y to change the current notification record or press N to cancel.
If you changed a template field, you are prompted:
Cancel, Replace Template or Add New Template? [CRA]
Do one of the following:
 Press C to cancel this record.
 Press R to replace the existing template. This changes the existing template and 
all the notification records (regardless of the mailbox) that use the template.
 Press A to create a new template. This makes a new template available for use 
with other mailboxes. So far only the current mailbox has a notification record 
that uses it.
 C
AUTION:Pressing R changes all the notification records that use that tem-
plate (regardless of their mailboxes). 
						

							Chapter 6: Notifying Users57
Testing a Notification Record
When testing a notification record, do not adjust the Date/Time option available from the 
Main screen.
Notification Record Fields
FieldDescription
EnabledDetermines whether a specific notification record is active. To toggle between YES and NO, 
press the spacebar.
MTWTFSSStands for Monday, Tuesday, Wednesday, Thursday, Friday, Saturday, and Sunday. Amanda 
performs notification on the specified days of the week. To toggle between Y and N, press 
the spacebar.
From and ToDefines the starting and ending times for notification of each day specified using a 24-hour 
format (00:00 to 23:59). For example, 5:30 p.m. is 17:30. (The From field must always be 
less than the To field.)
Notify AfterDefines the number of minutes Amanda waits before performing notification after the reason 
for notification (for example, the arrival of a message) occurs.
Range is 0 to 9999.
Continue
EverySpecifies how many minutes Amanda waits between attempts—if she makes more than one 
attempt.
Max TimesThe number of times Amanda should perform this notification successfully. The range is 0 
to 255. The default is 1. If the value is 0, Amanda continues until the user has played every 
new message.
Note: Successful is defined by Amanda completely performing each action given in the 
Method field (defined below).
Title A comment field that should remind you what each notification template does (for example, 
Message Light On and Message Light Off).
TypeDefines what condition activates this notification. There are five types. Press F2 to see the 
list of types, use Up Arrow and Down Arrow to select a type, then press Enter to return to the 
Notify screen.
VariableThe telephone number that Amanda substitutes for %V when she executes this notification 
record. If the Method field does not contain the token %V, this field is ignored. 
C
AUTION: If the Method field contains the token %V and this telephone number 
or extension is invalid, the system might lock up. Additionally, make 
sure your telephone lines are toll restricted.
Method See “Examples of Notification Methods” on page 59 and “Programming Amanda” in Install-
ing [email protected] for more information about the Token Programming Language. 
						

							58 Administering [email protected]
Disabling a Notification Record
You can disable a notification record temporarily or permanently. For example, if a user 
takes a leave of absence or a vacation, you can disable all his notification records. Amanda 
keeps the original information so you can reactivate the record later.
To disable a notification record:
1. From the Users screen, type the number for the mailbox in the Mailbox field, then 
press Enter.
2. Press Alt+N.
The Notify screen appears. The first notification record in the Notification 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 Notification record? [NY]
Press Y to change the current notification record or press N to cancel.
Changing Notification Telephone Numbers
If a user changes his pager number or another telephone number used in a notification 
record, you need to change the contents of the Variable field for that record. This number 
replaces the %V token in the record’s Method field.
You can change the number for the user, or he can change the number himself by calling 
Amanda over the telephone.
To change a notification record’s Variable field:
1. From the Users screen, type the number for the mailbox in the Mailbox field, then 
press Enter.
2. Press Alt+N.
The first notification record in the Notification 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 Tab until the Variable field is selected.
5. Type the new number. 
						

							Chapter 6: Notifying Users59
6. To save your change, press Alt+S. 
You are prompted:
OVERWRITE Notification record? [NY]
Press Y to change the current notification record or press N to cancel.
Changing the Notification Variable by Telephone
Users can change their notification variables (which are usually pager 
numbers) over the telephone using the following procedure.
To change the contents of the Variable field:
1. Dial Amanda’s extension and identify yourself.
2. Press   to change Options.
3. Press   to change the notification variable. (This is a silent option.)
4. Amanda says, “Enter the number of the notification record to change.”
5. Press  –  for notification records 1 through 4.
6. Amanda says, “Enter your phone number. Finish by pressing  .”
7. Enter the new Variable (usually a pager number), followed by a  .
8. Amanda says, “Changed” and returns to the Options Menu.
To exit without changing a notification record, press   at steps 4 or 6.
N
OTE:To be changed, the notification record must be active and 
currently contain a value in its Variable field. 
Examples of Notification Methods
This section includes examples of notification records. Use them as 
references, but don’t copy them unless they work correctly with your 
system. For example, the commands for turning the message light on and off 
are probably different on your telephone switching system. 
						

							60 Administering [email protected]
Controlling a Message Light
Some telephone switching systems support message lights that are controlled by a special 
sequence of keys. Suppose that the sequence #63, followed by the extension number turns 
on the extension’s message light. Then the notification record contains:
Type: NORMAL
Method: #63%E
Amanda automatically replaces %E with the contents of the Extension field for this 
mailbox. This works if and only if the Extension field contains only an extension number, 
for example, 127. 
If #91 followed by the extension number, turns off the extension’s message light, you 
create a second notification record containing:
Type: PICKUP
Method: #91%E
Using %U and %V instead of %E
When the Extension field contains more than the extension number, for example, 127H or 
a set of tokens starting with @, you cannot use %E in notification records to turn the 
message light on and off. 
If the mailbox is the same number as the extension, you can substitute %U.
If neither %E nor %U can be used, you can substitute %V and put the extension number, 
such as 127, in the Variable field for the notification record.
Using Voice Notification
Voice notification is commonly used instead of message waiting lights. The following is 
an example of a notification record that calls the user’s extension to inform him about his 
messages:
Type: NORMAL
Method: %EW(5,V)P(U)P(M)P(N)
TokenDescription
%ENumber to be dialed to reach the user’s extension. (See “Using %U and 
%V instead of %E” on page 60 if the contents of the Extension field con-
tains more or something other than the extension number.)
W(5,V)A five-ring wait for a voice response.
P(U)Amanda plays the mailbox’s Name and Extension recording.
P(M)Amanda says the total number of messages and the number of new mes-
sages.
P(N)Amanda plays the Name/Extension recording for the current mailbox. 
						

							Chapter 6: Notifying Users61
Calling a Pager
The following example shows the Method field with the tokens that call a pager to 
indicate the total number of messages and the number of new messages. You may need 
more pauses, longer pauses, different signals for the paging service, or a longer wait for 
the paging service to respond.
Type: NORMAL
Method: 9,%V,W(2,P)-%U*%M*%N#
Here is an alternative:
Type: NORMAL
Method: 9W(4,T)%V,,W(3,P)-%U*%M*%N#-
TokenDescription
9Number to be dialed for an outside line.
,A two-second pause.
%VThe contents of the Variable field in the notification record. In this case, 
the Variable field contains the telephone number for the paging service.
W(2,P)A two-ring wait for the paging service to respond with a confirmation tone. 
-A half-second pause.
%UThe current mailbox (to let the user who is being paged know the source of 
the page).
*For this particular paging service, the asterisk tells the paging service to 
place a hyphen on the screen for the pager.
%MThe total number of messages for this mailbox.
*Another hyphen.
%NThe number of new messages for this mailbox.
#Signal to the pager service that the information is complete.
TokenDescription
9Number to be dialed for an outside line.
W(4,T)A four-second wait for a dial tone.
%VThe contents of the Variable field in the notification record. In this case, 
the Variable field contains the telephone number for the paging service.
,,A four-second pause.
W(3,P)A three-ring wait for the paging service to respond with a confirmation 
tone. 
-%U*%M
*%N#The same as in the previous example.
-A half-second pause before hanging up. 
						

							62 Administering [email protected]
Relaying Information to a Pager
While the mailbox’s greeting plays, the caller can press # to activate relay paging. The 
caller enters his telephone number. Amanda saves the number in %R, and sends it, instead 
of the number of messages, to the pager. A notification record can send the contents of %R 
to the user’s pager. This allows a caller to page a mailbox without having to dial, or even 
know, the user’s pager number.
Type: RELAY
Method: 9W(4,T)%V,,W(2,P)-%U*%R#-
You can add the total number of messages by adding *%M:
Type: RELAY
Method: 9W(4,T)%V,,W(2,P)-%U*%R*%M#-
If the paging service can accept three asterisks, you could include the number of new 
messages by adding *%N:
Type: RELAY
Method: 9W(4,T)%V,,W(2,P)-%U*%R*%M*%N#-
TokenDescription
9Number to be dialed for an outside line.
W(4,T)A four-second wait for a dial tone.
%VThe contents of the Variable field in the notification record. In this case, 
the Variable field contains the telephone number for the paging service.
,,A four-second pause.
W(3,P)A three-ring wait for the paging service to respond with a confirmation 
tone. 
-%UThe current mailbox (to let the user who is being paged know the source of 
the page).
*For this particular paging service, the asterisk tells the paging service to 
place a hyphen on the screen for the pager.
%RThe telephone number (or other information) from the 
caller.
#Signal to the pager service that the information is complete.
-A half-second pause before hanging up.