DuVoice DV2000 Mailbox Administration Instructions Manual
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DV2000 Mailbox Administration - Service Release 3.0 71 Drop Down Menus - Mailbox Menu – Create Range Use existing mailbox attributes for new boxes - to copy the properties from an existing mailbox to the new mailbox(es) you are setting up now, click on this box. Mailbox to copy from - if you clicked on the Use existing mailbox attributes box, enter the number of the mailbox from which you wish to copy the attributes. If you chose to copy attributes from an existing mailbox, click on the Finish button to set up the new mailbox(es) now. Otherwise, click on the Next button. Mailbox Creation Wizard - Extension Numbers The third screen of the Mailbox Creation Wizard is used to specify how you want extension numbers assigned to the mailboxes you are creating. Mailbox Extension Numbers: use the mouse to click on the desired selection: · Use mailbox number as the extension (default). · Use mailbox number as the extension but append the following prefix, suffix. If you choose this selection, enter either a prefix or a suffix, or both. Ø Prefix: a number or string to add to the beginning of the mailbox number For example: If your mailbox number is 1, and you enter a prefix of 200, the extension number for mailbox 1 will be 2001. Ø Suffix: a number or string to add to the end of the mailbox number For example: If your mailbox number is 1, and you enter a suffix of 50, the extension number for mailbox 1 will be 150. · Leave the extension field blank.. After making your selections, click on the Next button to move on to the last Mailbox Creation Wizard screen.
DV2000 Mailbox Administration - Service Release 3.0 72 Drop Down Menus - Mailbox Menu – Create Range Mailbox Creation Wizard - Create The last screen of the Mailbox Creation Wizard is used to finish the creation process and indicate your preference for editing the newly set up mailbox(es). Invoke mailbox dialog / Create mailboxes now - Use the mouse to click on the desired selection: · Invoke the mailbox dialog before creating mailboxes. If you choose this option, after you click on Finish, the Edit Mailbox dialog will be displayed, showing the first mailbox in the range you are creating, on the Owner Settings tab. If you change a system template assignment from the Standard template, that will apply to all mailboxes in the range you are creating. However, if you change owner-specific information, such as name and password, it will be changed only for the first mailbox in the range you are creating. (You can later use the Edit option from the Mailbox menu to modify this type of mailbox-specific information.) Note: Once you enter the mailbox editor, you must click on OK to leave the editor to create the mailboxes, even if you do not make any changes. If you click on Cancel on any of the tabs in the Mailbox Editor, the mailboxes will not be created. · Create the mailboxes now without further review. If you choose this option, after you click on Finish, the mailboxes will be created using only system defaults, and you will be returned to the Main Menu. You can use the Edit option from the Mailbox menu to modify mailbox-specific information, such as owner names and passwords, as well as to change from the Standard system templates for things such as Call Routing and Message Delivery. Click on the Back button if you wish to review your selections on any previous screens. Click on the Finish button to create the new mailbox(es).
DV2000 Mailbox Administration - Service Release 3.0 73 Drop Down Menus - Mailbox Menu – Edit Mailbox Edit Mailbox dialog Enter the mailbox number or name to edit: use the mouse to click on the desired selection. · By Mailbox Number - if you select this option, enter the mailbox number to edit. · By Owner’s Last Name - if you select this option, enter the last name, or part of a last name, to edit. Click on OK to edit the mailbox. Mailbox Menu – Edit Mailbox… Use the Edit Mailbox option to modify an existing mailbox. Note: You can also edit an existing mailbox in the Mailbox Administration Menu. Simply highlight and right mouse click the desired mailbox. Select edit and specify the beginning mailbox number and number of copies you wish to create. By using this method, you are assured correctly setting-up message waiting notification and other mailbox settings See page 11 for more details on copying mailboxes in this way. Use this dialog to specify the mailbox, either by number or by owner’s last name, for which to modify information or settings.
DV2000 Mailbox Administration - Service Release 3.0 74 Drop Down Menus - Mailbox Menu – Delete Mailbox Delete Mailbox Dialog Enter the mailbox number or name to delete: use the mouse to click on the desired selection. · By Mailbox Number - if you select this option, enter the mailbox number to delete. · By Owner’s Last Name - if you select this option, enter the last name, or part of a last name, to delete. To delete the specified mailboxes, click on OK. Then click on Yes on the “Are You Sure?” message that appears. To leave this dialog without deleting any mailboxes, click on Cancel. Mailbox Menu – Delete Mailbox… Use this dialog to delete a mailbox, either by the Owner’s last name, or by mailbox number. Note: You can also delete an existing mailbox in the Mailbox Administration Menu. Simply highlight and right mouse click the desired mailbox. Select delete and mailbox number you wish to delete. See page 12 for more details on deleting mailboxes in this way.
DV2000 Mailbox Administration - Service Release 3.0 75 Drop Down Menus - Mailbox Menu – Delete Mailbox Delete Mailbox Range Starting Mailbox Number - enter the first mailbox number in the range to delete. Ending Mailbox Number - enter the last mailbox number in the range to delete, then click on OK. The mailbox numbers in the range do not have to be consecutive, but remember that all mailboxes between the starting and ending numbers will be deleted. For example, if you want to delete mailboxes 10, 20, 30, 40 and 50 from the system, enter 10 for the Starting Mailbox Number and 50 for the Ending Mailbox Number. However, if there were also mailbox number 15, 25, 35, and 45 in the system, they would be deleted as well. To delete the specified mailboxes, click on OK. Then click on Yes on the “Are You Sure?” message that appears. To leave this dialog without deleting any mailboxes, click on Cancel. Mailbox Menu – Delete Mailbox Range… Use this dialog to delete a range of mailboxes by mailbox number.
DV2000 Mailbox Administration - Service Release 3.0 76 Drop Down Menus - Mailbox Menu – Search Criteria Search Criteria dialog Search for a mailbox by number or name: use the mouse to click on the desired selection. By Mailbox Number If you select this option, enter the mailbox number to find. By Owner’s Last Name If you select this option, enter the last name, or part of a last name, to find. The results of the search will be shown by highlighting the ‘found mailbox’ on the Main Menu display screen. Þ If the name or number searched for doesn’t exist, the program will display the message: “Mailbox could not be found” Þ If there are duplicates of the name searched for, the program will highlight the first one displayed in the list. Productivity Tip: Also note that the display list can be sorted by Subscriber Name, Mailbox Number or Extension Number, by clicking on the column heading. Mailbox Menu -Search… Use this dialog to find a mailbox by Owner’s last name (default) or mailbox number. Note: You can also search, simply by clicking on the header “Subscriber, Mailbox, Extension, or Description”, the listings will then become ordered by that topic.
DV2000 Mailbox Administration - Service Release 3.0 77 Drop Down Menus - Mailbox Menu – Reset Mailbox Reset Mailbox Start with mailbox number - enter the first mailbox number in the range to reset End with mailbox number - enter the last mailbox number in the range to reset. (If no ending mailbox number is entered, the program resets only the starting mailbox number.) Select reset options 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 Checkboxes: 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 default of “1234.” Reset mailbox tutor - removes check from Tutorial Done field on the Owner Settings tab - box is considered uninitialized. Mailbox Menu - Reset Mailbox… Use this dialog to reset selected attributes of a single mailbox or a specified range of mailboxes, to the system default or original settings. You can also reset a mailbox in the Mailbox Administration Menu. Simply highlight and right mouse click the desired mailbox and select reset. See page 13 for more details on deleting mailboxes in this way.
DV2000 Mailbox Administration - Service Release 3.0 78 Drop Down Menus - Mailbox Menu – Reset Mailbox 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 79 Drop Down Menus - Templates - Overview Templates Menu Templates Menu System Templates define the behavior and characteristics of the voice mail system. Templates cover setup in the following areas: ¨ Class of Service (COS) - Message Settings - defines the voice mail system message options subscribers can employ. - Subscriber Settings - defines the types of voice mail system subscriber options subscribers can employ. ¨ Call Routing - defines both pre and post processing of how callers are transferred. ¨ Message Delivery - defines times and methods. ¨ Notifications - defines times and methods. ¨ Scheduled Mailbox Events - defines times and methods for regularly occurring actions. ¨ Single Digit Action Codes - defines the actions/options available to a caller. DV2000 is shipped with several “default” templates. Standard templates are provided for Single Digit Action Codes, Call Routing and Class of Service (message and subscriber settings). These Standard Templates handle most installations without any need for changes. Templates designed for morning and after hours events are provided in Scheduled Mailbox Events. To make modifications to the Standard templates, simply modify those areas you need to change, and then save the modified template under a new name as a new system template. You can have as many system templates as you want. Different templates can be used for different mailboxes within the same system. Additionally, you can create one of a kind Custom Templates for a specific mailbox. You can Open a template, create a New template or Delete a template from the Template menu. Or, you can review templates, change the template assignments for a specific mailbox, and even create a new system template, from the Mailbox setup dialog.
DV2000 Mailbox Administration - Service Release 3.0 80 Drop Down Menus - Templates – New Templates New Template dialog Templates Menu New Template dialog Use this dialog to specify the type of new template you want to create. Select one of the following six choices by clicking on it with the mouse, or using your up and down arrow keys, then press Enter. · Class of Service- defines message and subscriber service type settings. · Call Routing - defines both pre and post processing of the active mailbox. · Message Delivery - defines times and methods of message delivery. · Notifications - defines times and methods of message notifications. · Scheduled Mailbox Events - defines times and methods for regularly occurring actions. · Single Digit Action Codes - defines mailbox execution on user input. You can then create the template as instructed in the section starting at page 78