DuVoice DV2000 Mailbox Administration Instructions Manual
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DV2000 Mailbox Administration - Service Release 3.0 11 Getting Started - Theory of Operation Theory of Operation Theory of Operation Applications on DV2000 are built around mailboxes. Various mailbox types have specific properties that combined, make automated attendant, subscriber mailbox, fax mail and other functions. Nine default mailboxes are automatically created for you. (Note: these mailboxes will already be on your system if the program was pre-installed for you as part of a turnkey system.) These are: ¨ System Reserved Mailbox 0 – the operator’s mailbox ¨ System Reserved Mailbox 990 – (by default, not used) good morning, good afternoon, good evening introduction greeting which plays before MB 991 ¨ System Reserved Mailbox 991 – the automated attendant mailbox ¨ System Template Mailbox 995 – the normal mailbox template to copy from ¨ System Template Mailbox 996 – the message only mailbox template to copy from ¨ System Template Mailbox 997 – the audiotext mailbox template to copy from ¨ System Template Mailbox 998 – the Q&A mailbox template to copy from ¨ System Reserved Mailbox 999 – disconnect caller ¨ System Reserved Mailbox 9000– the company fax mailbox Mailboxes are created, and maintained in the Mailbox Administration Screen, (see page 9). The body of the screen consists of a list of mailboxes. A right mouse click on any mailbox name allows the administrator to copy, edit, delete, and access information about that mailbox. A double click on any mailbox name accesses the Mailbox Editor, (see page 19). This section allows the administrator to customized the mailbox by assigning class of service, manage distribution lists, address lists for outdialing and other functions, create number restrictions, effect playback characteristics and assign question and answer features to the mailbox. While it may be convenient to use the custom template function available in the mailbox editor for an individual mailbox, it is generally preferable to use the Templates found in the tabs at the top of the mailbox administration screen, (see page 73). These templates can be used in many mailboxes. There are templates to control Class of Service (COS), Call Routing Plans, Message Delivery, Message Notifications, Scheduled Events, and Single Digit Actions. You can create or edit, copy a specific template, (or use the one of the default templates). The following sections of this manual will provide more detailed information on how to use these features and controls.
DV2000 Mailbox Administration - Service Release 3.0 12 Mailbox Administration Menu Mailbox Administration Menu Mailbox Administration Menu The Mailbox Administration Menu gives you access to the Password, Mailbox, Templates and Help menus as well as access to individual mailboxes. The Display Screen shows you the mailboxes you have already set up, including the Subscriber Name, Mailbox, Extension, Description and Location. From the Display Screen, you can open and edit any mailbox configuration by double clicking on the Mailbox icon or anywhere in the Subscriber Name. You can change the way the mailboxes are sorted in the display by clicking on one of the column headings at the top of the list. Click on the Subscriber Name, Mailbox, or Extension headings to sort by those catagories. To open the Mailbox Administration Menu, click on the Mailbox Administration icon in the start menu. The default password is “duvoice” (lower case) and click on OK.
DV2000 Mailbox Administration - Service Release 3.0 13 Right Click Menu Right-Click Menu Most of the options on the Right-click menu are equivalent to options on other pull down menus within the Mailbox Main Menu. Following is a brief description of the options available: ¨ Open - opens the highlighted mailbox (in the Mailbox Editor). (Works like Edit Mailbox option.) ¨ Copy - uses the highlighted mailbox’s properties to create one or a range of new mailboxes. - (Works like the first part of the Create Range option/Mailbox Creation Wizard.) ¨ Delete - deletes the highlighted mailbox (after you confirm). (Works like Delete Mailbox option.) ¨ Reset Statistic - resets the mailbox’s statistics. (Performs the same function as the Reset button on the Mailbox Statistics tab.) ¨ Reset Mailbox - resets mailbox properties as you specify on a dialog with 14 options. (Works the same as the Reset Mailbox option on the Mailbox Menu.) ¨ Message Information - displays number of New, Priority, Urgent, Reviewed and Saved messages, along with sender identification and receipt date for each one. Right Click Menu With a right mouse click on the Mailbox icon, or anywhere in the Subscriber Name, the administrator gains access to: ¨ Open a mailbox ¨ Copy a mailbox ¨ Delete a mailbox ¨ Reset mailbox Statistics ¨ Reset the mailbox ¨ Message Information ¨ Scheduled Events ¨ Release Subscriber Lock ¨ Import Fax Documents To access shortcut options for sorting the display, for creating a new mailbox, and other functions, click the right mouse button from anywhere in the body of the Mailbox Administration Menu.
DV2000 Mailbox Administration - Service Release 3.0 14 Right Click Menu ¨ Scheduled Events - displays events that are scheduled to occur for this mailbox, such as message notifications. ¨ Release Subscriber Lock - unlocks mailbox. ¨ Arrange Icons submenu - sorts mailboxes in the list by one of four options, which correspond to the fields on the display: Name, Number, Extension or Description. ¨ New - creates a single new mailbox. (Same as Create mailbox option.) ¨ Mailbox Search - opens mailbox search dialog, used to locate a mailbox by number or by subscriber’s last name. (Same as Mailbox Search option.) ¨ Import Fax Document –import a fax document to into the currently highlighted mailbox. Right-click Menu Open option Use this option to open the highlighted mailbox and display it in the Mailbox Editor. (Works like Edit Mailbox option.) Copy option Use this option to create one or a range of new mailboxes using the highlighted mailbox’s properties. Copy Mailbox dialog Use this dialog to create one or a range of new mailboxes using the highlighted mailbox’s properties. This dialog will create new mailboxes, using the properties of the existing mailbox currently highlighted on the Main Menu screen. The highlighted mailbox number is shown at the top of the dialog as “Mailbox to copy from.” Start with mailbox number: enter the number of the first mailbox to set up. Number of boxes to create: enter the total number of mailboxes to set up. Increment new mailbox numbers by: use the mouse to click on the desired selection, or use the up and down arrow keys to move to the desired selection.
DV2000 Mailbox Administration - Service Release 3.0 15 Example To set up mailboxes 110, 120, 130 and 140, enter: Start with mailbox number:110 Number of boxes to create: 4 Increment new mailbox numbers by 10 To set up mailboxes 100, 200, 300, 400, 500, 600 and 700, enter: Start with mailbox number:100 Number of boxes to create: 7 Increment new mailbox numbers by 100 To set up mailboxes 2243 and 2244, enter Start with mailbox number:2243 Number of boxes to create: 2 Increment new mailbox numbers by 1 Click on OK to complete the mailbox copy-creation process. Delete option Use this option to delete the highlighted mailbox. (Works like Delete Mailbox option.) Once you select Delete Mailbox, you are asked to confirm your wish to delete the mailbox. Reset Statistic option Use this option to reset the mailbox’s statistics. (Performs the same function as the Reset button.) There is no screen associated with this action. Clicking the Reset Statistic, executes that command.
DV2000 Mailbox Administration - Service Release 3.0 16 Right Click Menu Reset Mailbox option Use this dialog to reset mailbox properties for the mailbox currently highlighted on the Main Menu. Buttons: Select All Button - click to automatically select all of the options on this screen Clear All Button - click to clear, or de-select, all of the options on this screen Click on OK after Reset options have been selected as desired. Select Reset Options: Check the box by each of the following items desired to be reset or returned to system default settings: Reset password - returns Password field on the Owner Settings tab to the default of “1234.” Reset mailbox tutor - removes check from Tutorial Done field on the Owner Settings tab - box is considered uninitialized. Reset mailbox statistics – resets Mailbox Statistics tab. Works the same as the Reset button on the Mailbox Statistics tab. ¨ Does not change Date Mailbox Created field. ¨ Sets Date Modified and Date Reset to current date. ¨ Sets statistics to 0 (zero) except for Available Message Storage and Message Storage in Use fields (these will be reset if Remove all messages option on this screen is also checked). Reset call blocking - removes check from Call Blocking field on the Owner Settings tab. Reset hide directory access - removes check from Hide From Directory field on the Owner Settings tab. Remove all messages - physically deletes all messages, both current and those held in mailbox storage. Remove mailbox prompts - removes prompt numbers from RNA, Busy, Blocking & Name/Extension fields on the Owner Settings tab, plus physically deletes all user-recorded prompts from mailbox. Reset class of service - resets COS Template to system default (Standard). Reset address lists - resets Address Lists tab to three system default items (Office Extension, Message Waiting Indicator and Pager Display). Reset message lists - resets Distribution Lists tab. Reset call screening - removes check from Call Screening field on the Owner Settings tab. Reset Administrator access - removes check from Administrator field on the Owner Settings tab. Remove custom templates - removes any custom templates that were assigned to mailboxes. Remove scheduled events - clears out any events that were scheduled, i.e., pending notifications and message deliveries.
DV2000 Mailbox Administration - Service Release 3.0 17 Right Click Menu Message Information option Use this option to view details about a mailbox’s activity. This screen displays the number of New, Priority, Urgent, Reviewed and Saved messages. Double-click on any folder in the left-hand pane to display the detail for that class of messages in the right-hand pane. Folders with contents show + signs to the left of the folder. Click on the + sign to expand the view under that folder and see the contents. Click on the – sign to collapse the view for a folder.
DV2000 Mailbox Administration - Service Release 3.0 18 Right Click Menu Detailed Message Information On the right-hand pane, double-click on any sender listed under the Message From column to view the Detailed Message Information dialog for that particular message. Use this dialog to view detail about a specific message for a specific mailbox. For example, you may wish to compare the data in the Date Sent and Date Received fields. Data on this screen is for review only and cannot be changed. Click on OK or Cancel when your review is complete.
DV2000 Mailbox Administration - Service Release 3.0 19 Right Click Menu Scheduled Events option Pending Events dialog Use this dialog to review pending scheduled events for the mailbox currently highlighted on the Main Menu. Data on this screen is for review only and cannot be changed. Click on when your review is complete.
DV2000 Mailbox Administration - Service Release 3.0 20 Right Click Menu Release Subscriber Lock option Use this option to unlock the mailbox. When a subscriber is logged into a mailbox, that mailbox is locked, making it impossible for you to administer the mailbox using the GUI program. To avoid potential file corruption problems, you should wait until the subscriber logs off, rather than use this feature. Import Fax Document option Use this option to specify a fax document to import into the mailbox currently highlighted on the Main Menu. Selecting this option will display a standard File Open dialog as shown below, which you use to navigate to the fax file.