Inter-Tel Axxess System Manual Issue 4 Addendum

							ADDENDUM TO ISSUE 4 OF THE AXXESS MANUAL OCTOBER 1997
Page 21 of 73
FIGURE 3. SAMPLE BACK OF ASSEMBLED AXXESSORY TALK PC
SAMPLE CARD SLOT
ARRANGEMENT
NOTE:Depending on the model of PC being used, the sample card slot arrangement and connector
locations shown above could vary somewhat.
AUDIO INTERFACE
CARD
2ND VPC
1ST VPC
POWER CABLE
CONNECTOR
OPTIONAL
FAX CARD
MONITOR
CARD
TO OPC
(PCM PORT) TO CPU
(PCM PORT)
TO PC
(COM2) TO RS-232-C
(COM1)
NETWORK
INTERFACE CARD
PARALLEL KBD MSE 
						

							ADDENDUM TO ISSUE 4 OF THE AXXESS MANUAL OCTOBER 1997
Page 22 of 73
FIGURE 4. SAMPLE PC MOTHERBOARD CARD SLOT ARRANGEMENT
NOTE:Depending on the specific model of PC Motherboard being used, the sample card slot arrange-
ment shown above could vary somewhat.AUDIO INTERFACE
CARD (AIC)
1ST VOICE PROCESSING
CARD (VPC) OPTIONAL FAX
CARD OR 3RD VPC
VIDEO CARD2ND VPC
NETWORK INTERFACE
CARD (NIC) 
						

							ADDENDUM TO ISSUE 4 OF THE AXXESS MANUAL OCTOBER 1997
Page 23 of 73
Fax Delivery Report Indicates Failed
Deliveries
The Fax Delivery Report now displays an asterisk (*)
immediately to the left of the delivery status in the Fax
Delivery Report for an entry representing a fax delivery
that failed and was removed from the delivery queue.
The sample Fax Delivery Report below illustrates the
change. The last entry indicates a fax delivery failure.Fax deliveries can fail for many reasons, but the most
common problem is that the fax number entered was
not a fax machine, but was a company’s main number
or answering service. In the sample below, the failures
to 1–415–345–2159 all were No Answer, probably in-
dicating that the number was not a fax machine.
The System Administrator should review the Fax De-
livery Report on a regular basis to check for delivery
failures.
FAX DELIVERY REPORT Date: 4/02/1997
Delivery Date/Time
Request Date/TimeDelivery StatusFax Number
4–02–1997 13:44:46 4–02–1997 13:43:40 Successful 16176251201
– 8615
4–02–1997 13:52:14 4–02–1997 13:51:17 No Answer 14153452159
– 218
4–02–1997 13:56:21 4–02–1997 13:55:14 Busy 15056327936
– 111
4–02–1997 14:01:35 4–02–1997 13:54:52 Successful 15056327936
–52
–53
– 101
– 102
– 110
4–02–1997 14:03:28 4–02–1997 13:51:17 No Answer 14153452159
– 218
4–02–1997 14:08:07 4–02–1997 13:55:14 Successful 15056327936
– 111
4–02–1997 14:13:15 4–02–1997 13:58:51 Busy 19089963039
–61
–60
4–02–1997 14:14:36 4–02–1997 13:51:17 No Answer 14153452159
– 218
4–02–1997 14:25:05 4–02–1997 13:51:17 No Answer 14153452159
– 218
4–02–1997 14:28:00 4–02–1997 13:58:51 Successful 19089963039
–61
–60
4–02–1997 14:35:28 4–02–1997 13:51:17 *No Answer 14153452159
– 218 
						

							ADDENDUM TO ISSUE 4 OF THE AXXESS MANUAL OCTOBER 1997
Page 24 of 73
AXXESSORY Talk VisualMail
This is available in the AXXESSORY Talk NT version
only.AXXESSORYTalk VisualMail is a feature that
provides the first step to linking Inter-Tel’s NT version
of AXXESSORYTalk voice mail with E-mail. AX-
XESSORYTalk VisualMail provides users the ability
to receive a voice mail message as an E-mail message
with a voice attachment. The voice attachment will be
in the form of a “wave” (.wav) file that can be played
on any computer equipped with a sound card, speakers,
and multimedia software (such as Sound Recorder).
When a mailbox receives a voice mail message or uses
the voice mail Record-A-Call feature, one of three
things can occur, depending on how the mailbox’s
VisualMail field is programmed.
·
If the field is programmed to DISABLED, the
voice mail or Record-A-Call message is delivered
to the mailbox just as normal and no E-mail is sent.
·
If the field is programmed to FORWARD ONLY,
the AXXESSORYTalk will convert the voice mail
or Record-A-Call message to an 8-bit WAV file,
build an E-mail message, attach the WAV file, and
send the E-mail message to the address specified in
the mailbox’s E-mail Address field. Once the E-
mail message is sent, the original message will be
deleted from the mailbox. (If the E-mail message
cannot be delivered to the specified address, it will
be stored as a voice mail message in the mailbox
and will not be deleted.)NOTE:If VisualMail is
programmed for FORWARD ONLY, the mailbox
cannot use the Remote Notification feature. Be-
cause all messages are automatically sent to the E-
mail address, there is no voice mail message to
trigger the Remote notification.
·
If the mailbox’s VisualMail field is programmed to
COPY & FORWARD, the voice mail or Record-
A-Call message will be stored in the mailboxand
the AXXESSORYTalk will convert the file to
WAV, attach it to an E-mail message, and deliver
the E-mail message to the address specified in the
mailbox’s E-mail Address field.
NOTE:Due to the nature of network connections, the
AXXESSORYTalk software is designed to handle a
network failure gracefully. If the network link from the
AXXESSORYTalk to the E-mail server is down, AX-
XESSORYTalk will store the messages in a queue. If
the network does not come back up in 15 minutes, the
AXXESSORYTalk will deliver all pending messages
in the queue back to the voice mailboxes and tempo-
rarily disable the E-mail queue until the network isavailable. This means that new messages will remain in
the mailboxes and will not be converted to E-mail mes-
sages until the network link is restored.
AXXESSORYTalk VisualMail is a “one-way” feature.
That is, the user cannot reply to the sender of a voice
mail message using E-mail. If a user attempts to reply,
the message will be sent to the Administrator’s E-mail
Address instead of to the sender of the voice mail mes-
sage. The user should forward the message or send a
new message instead of replying.
E-mail messages containing WAV files can be for-
warded to other E-mail addresses or stored on the com-
puter’s local drive, just like any other E-mail message.
Or, the WAV file can be detached from the message
and stored on the computer.
E-mail System Requirements
To use this new feature, the customer must have an
existing E-mail system based on Message Application
Programming Interface (MAPI), Vendor Independent
Messaging (VIM), or Simple Mail Transport Protocol/
Post Office Protocol (SMTP/POP3). The following list
shows the E-mail systems that are supported, and the
protocols on which they are based.
·
Microsoft Mail or Microsoft Exchange (MAPI)
·
cc:Mail or Lotus Notes (VIM)
·
Internet mail (SMTP/POP3)
NOTE:Be sure the AXXESSORYTalk PC has Win-
dows NT 4.0 Service Pack 3 installed.
The AXXESSORYTalk VisualMail feature requires
that the AXXESSORYTalk PC is able to communicate
with the customer’s E-mail system through the custom-
er’s TCP/IP network (such as a LAN). This requires a
network interface card in the AXXESSORYTalk PC.
Since each customer’s network can be different, the
customer’s network administrator should be responsi-
ble for configuring the network interface card in the
AXXESSORYTalk PC as well as the network settings
in Windows NT. (Note that the AXXESSORYTalk
software will use TCP/IP protocol, therefore the cus-
tomer’s network must support this protocol.)
The Windows NT networking should be properly con-
figured for the customer’s network and the underlying
E-mail system that will be used by theAXXESSORY
Talk VisualMail PC must also be configured properly.
Due to the various configuration areas, the process re-
quires participation and coordination between the cus-
tomer’s network or MIS personnel, the voice mail ad-
ministrator, and the voice mail installer/programmer. 
						

							ADDENDUM TO ISSUE 4 OF THE AXXESS MANUAL OCTOBER 1997
Page 25 of 73 System Software Keys
To use the AXXESSORYTalk VisualMail feature, you
must have a software key attached to the parallel port
on the AXXESSORYTalk PC. The software key also
determines the number of users that can be pro-
grammed to useAXXESSORYTalk VisualMail. If the
key is removed, the VisualMail feature will default to
five-user status. Keys are available for the following
quantities of users:
NO.OFUSERSPART NUMBER
5NO KEY NEEDED
25827.8703
50827.8704
100827.8705
250827.8706
500827.8707
1000827.8708
A user is defined as a mailbox that has VisualMail en-
abled or has a Fax E-mail Address programmed.
The software compares the number of mailboxes pro-
grammed for VisualMail against the user limit of the
software key periodically. It then sends a message
showing the number of users to Avdapmon, which can
be viewed using the Avdapmon utility. Exceeding the
user limit of the software key will disable VisualMail
for all mailboxes. If this happens, there will be a warn-
ing message in Avdapmon and an alarm at the System
Administrator’s station. You must install a higher-limit
software key or disable VisualMail or Fax E-mail Ad-
dresses at some mailboxes to be back within the user
limit. When you are within the limit, VisualMail will
restart automatically.
WAV File Storage Requirements
WAV files require more storage space than Rhetorex
voice files. For example, a 1MB voice mail message
will require 2.67MB as a WAV file. Here are some
sample file sizes for comparison:
DURATION OF
MSG IN
SECONDSVOICE MAIL FILE
SIZE IN BYTESWAV FILE SIZE
IN BYTES
3089,640239,148
60180,480481,324
90269,568718,892
120361,536964,140
6001,801,0564,802,860
Because the WAV files are stored on the customer’s
E-mail server, the customer’s network administrator isresponsible for allotting sufficient space for the mes-
sages.
E-mail Message Format
The E-mail message sent by the voice mail will have
the following components:
·
To:The TO line will contain the recipient’s E-mail
address.
·
From:The FROM line will contain the E-mail ad-
dress of the AXXESSORYTalk. If an E-mail Real
Name has been programmed for theAXXESSO-
RY Talk, it will also be shown on this line.
·
Subject:The SUBJECT line will contain the line
“Message for MB
from.” If the message is marked prior-
ity, the subject line will be preceded by the word
“PRIORITY.” The source of the voice mail mes-
sage will appear as one of the following:
—MB
—x
— the voice mail system
— an unknown caller
— an outside caller at
NOTE:If the message is from an extension ID or a
mailbox, the programmed username will be shown
inside parentheses after the number. For example:
mailbox 1000 (ADMIN).
·
Received on:The RECEIVED ON line contains
the date and time that the voice mail was received
by the mailbox.
·
Priority, Private, or Certified:If the voice mail
message was sent with a delivery option, the body
will contain the line “Message marked.” Note that this is
for informational purposes only and does not affect
on the E-mail message itself. For example, if a
voice mail message is marked for certified deliv-
ery, the sender will receive a confirmation when
the recipient listens to the voice mail message us-
ing the mailbox. However, the sender will not re-
ceive confirmation when the recipient reads the E-
mail.
·
WAV file attachment:The WAV file attachment
will appear as a file with the name VM.WAV. To
listen to the message, the user must play the WAV
file using multimedia software (such as Sound Re-
corder). 
						

							ADDENDUM TO ISSUE 4 OF THE AXXESS MANUAL OCTOBER 1997
Page 26 of 73 Programming
AXXESSORYTalk VisualMail must be programmed
on the system-wide level and the mailbox level. It can-
not be programmed through theAXXESSORYTalk
mailboxes.
System-wide programming is performed through the
AXXESSORYTalk System-Wide Information screen,
as shown on the next page. After the system-wide
E-mail fields have been programmed and saved to the
database, theAXXESSORYTalk will log on to the cus-
tomer’s E-mail system. At that point, it is ready to start
sending E-mail messages.
NOTE:The installer should watch the voice mail mon-
itor closely and examine theAXXESSORYTalk mes-
sages to make sure that VisualMail is started. If it does
not start, the AXXESSORYTalk will keep trying every
30 seconds until login is successful or VisualMail is
manually disabled.
Next, each mailbox that is going to use theAXXESSO-
RY Talk VisualMail feature must be configured. This
requires programming of the mailbox’s VisualMail and
E-mail Address fields. Once these fields are pro-grammed,AXXESSORYTalk VisualMail is fully op-
erational. Mailbox programming is performed using
the Mailbox screen shown on page 30.
Note that there are some other external configurations
involved in getting theAXXESSORYTalk VisualMail
to work:
·
The network interface card installed in the AX-
XESSORYTalk PC must be configured properly.
·
Windows NT networking must be properly config-
ured for the customer’s network configuration.
·
The customer’s E-mail System that is used by AX-
XESSORYTalk VisualMail should be tested to
send and receive E-mail properly.
The installer/programmer should test theAXXESSO-
RY Talk to make sure that:
·
All E-mail addresses are programmed correctly.
·
E-mail messages are sent to the E-mail server suc-
cessfully.
·
The E-mail server delivers the messages to users
successfully. 
						

							ADDENDUM TO ISSUE 4 OF THE AXXESS MANUAL OCTOBER 1997
Page 27 of 73
¯
NEW VISUALMAIL PROGRAMMING FIELDS¯
NEW BUTTON®¬
NEW BUTTON
System-wideAXXESSORYTalk VisualMail fields
cannot be programmed if you enter the database using
the“User” password. The programming fields are as
follows:
E-MAIL SYSTEM:This system-wide field specifies
the type of E-mail system that will be used to transfer
messages. The value programmed in this field must
correspond to the customer’s underlying E-mail sys-
tem. For example, if the customer’s E-mail system is
Lotus Notes, this field should be programmed to VIM.
This field can be programmed toNONE, MAPI, VIM,
or SMTP/POP3. If it is programmed toNONE, the AX-
XESSORYTalk VisualMail feature is disabled for the
entire voice mail system. The default value for this
field isNONE.
E-MAIL SETTINGS:After you have selected the
E-mail System, the E-mail Settings command button is
available. When you select it, the window shown on the
next page appears. The fields that need to be pro-
grammed depend on the E-mail System selected:
·
If the E-mail System field is programmed toMAPI
or VIM, only the E-mail Username and E-mail
Password fields need to be programmed.
·If the E-mail System is programmed to SMTP/
POP3, the E-mail SMTP Server and E-mail Ad-
dress fields must also be programmed, in additionto the username and password fields. The E-mail
Real Name field is optional when using SMTP/
POP3.
NETWORK SETTINGS:For VisualMail to function,
the “Avdap” service must be able to log on to the net-
work as a user. To program the logon information (net-
work domain, username, and password), select the Net-
work Settings command button. A window appears as
shown on page 29.
MONITOR PASSWORD:To protect theAXXESSO-
RY Talk against unauthorized access, a password can
be required to use the AvdapMon utility described on
page 19. When you select this command button, the fol-
lowing screen appears. Enter the password and select
OK. Then you will be prompted to enter the password
again. Enter it exactly as you did the first time and se-
lect OK. (Or select Cancel to leave the password un-
changed.) 
						

							ADDENDUM TO ISSUE 4 OF THE AXXESS MANUAL OCTOBER 1997
Page 28 of 73
E-MAIL ADDRESS:This field specifies theAXXES-
SORY Talk’s E-mail address. It is only required if the
E-mail System field is programmed to SMTP/POP3.
When the voice mail PC sends an Internet mail mes-
sage, this address will be used as the E-mail address in
the “Reply-To” field of the E-mail header. This is the
address at which the voice mail PC will receive Internet
mail messages. This field can contain up to 127 charac-
ters and it is empty by default. For example, when using
Internet mail, this field might look like johndoe@inter-
tel.com.
E-MAIL REAL NAME:This field specifies the AX-
XESSORYTalk’s user name (such as VOICE MAIL).
It is only programmable if the E-mail System field is
programmed to SMTP/POP3 and it is optional. When
the voice mail PC sends an Internet mail message, this
name will be included in the FROM field of the E-mail
header. This field can contain up to 127 characters, and
it is empty by default.
E-MAIL USERNAME:This field specifies the user-
name for the voice mail PC’s E-mail account. Before
the voice mail PC can send or receive E-mail messages,
it must log on to the underlying E-mail system. There-
fore, the voice mail PC must have an account on the
customer’s E-mail system, and this field specifies the
username for that account. This field can contain up to
127 characters and it is empty by default.
E-MAIL SMTP SERVER:This field specifies the
AXXESSORYTalk’s SMTP mail server. It is only pro-
grammable if the E-mail System field is programmed
to SMTP/POP3. The SMTPmail server is the server
that the voice mail PC connects to in order to sendE-mail messages over the Internet. This field can con-
tain up to 127 characters and it is empty by default.
E-MAIL POP SERVER:This field specifies the POP
mail server that will be used to receive E-mail mes-
sages. It is only programmable if the E-mail System
field is programmed to SMTP/POP3. The POPmail
server is the server the voice mail PC connects to in
order to send E-mail messages through the Internet.
This field can contain up to 127 characters and it is
empty by default.
ADMINISTRATOR E-MAIL ADDRESS:This field
specifies the E-mail address of the System Administra-
tor. Whenever an E-mail message is undeliverable (due
to invalid or wrong E-mail address, etc.) it will be for-
warded to this address. Or, if a user attempts to reply to
a VisualMail E-mail message, the message will go to
this address instead of going to theAXXESSORYTalk
PC. This field can contain up to 127 characters and it is
empty by default.NOTE:Even though this field is not
required, Inter-Tel strongly recommends that you pro-
vide an E-mail address to forward any E-mail received
by the AXXESSORYTalk PC. It will alert the Admin-
istrator to any problem with the E-mail addresses.
PASSWORD:This system-wide field specifies the
password for the voice mail PC’s E-mail account. Be-
fore the voice mail PC can send or receive E-mail mes-
sages, it must log on to the underlying E-mail system.
Therefore, the voice mail PC must have an account on
the customer’s E-mail system, and this field specifies
the password for that account. This field can contain up
to 40 characters and it is empty by default. 
						

							ADDENDUM TO ISSUE 4 OF THE AXXESS MANUAL OCTOBER 1997
Page 29 of 73
The following information is used by the Avdap service
when it logs on to the network. Refer to page 18 for
information about setting up the Avdap user account.
NETWORK DOMAIN:This field specifies the name
of the network domain in which theAXXESSORY
Talk PC is a member.USERNAME ON NETWORK DOMAIN:This field
specifies the username that the Avdap service user ac-
count will use to log on to the network.
PASSWORD:This field specifies the network pass-
word for the Avdap service user account. 
						

							ADDENDUM TO ISSUE 4 OF THE AXXESS MANUAL OCTOBER 1997
Page 30 of 73
­
NEW VISUALMAIL PROGRAMMING FIELDS­
Mailbox programming forAXXESSORYTalk Visual-
Mail can be programmed using the“User” password.
However, it cannot be changed through the mailboxes.
It uses these two new fields in the Miscellaneous Mail-
box Information screen:
VISUALMAIL:This field specifies the operation of
AXXESSORYTalk VisualMail for each individual
mailbox. This field can be programmed to DISABLED,
FORWARD ONLY, or COPY & FORWARD.
·
When programmed to DISABLED, the mailbox
functions as a normal mailbox. This is the default
value for this field.
·
When programmed to FORWARD ONLY, all
voice mail messages delivered to the mailbox are
forwarded to the E-mail address specified in the
mailbox’s E-mail Address field. Note that in this
configuration, the voice mail messages are not
saved in the mailbox. In other words, when the userdeletes the E-mail message containing the voice
mail message, all record of the voice mail message
is gone.
·
When this field is programmed to COPY & FOR-
WARD, all voice mail messages for the mailbox
are delivered to the mailbox as normal and a copy
is forwarded to the mailbox’s E-mail Address. If
one is deleted, the other is unaffected.
E-MAIL ADDRESS:This field specifies the E-mail
address to which the voice mail messages will be for-
warded. This field is unavailable if the VisualMail field
is programmed to DISABLED. The content and format
of the field depends on the E-mail system being used.
For example, when using Lotus Notes, this field could
be something like John Doe/Chandler/Inter-Tel, and
when using Internet mail, it would be johndoe@inter-
tel.com. This field can contain up to 127 characters and
is empty by default.