Lucent Technologies Octel 100 Implementation And Service Manual

							16. Managing System Mailboxes
Implementation and Service Manual    Auto-Forwarding Messages to Mailboxes16-21
4.  Click OK to select the mailbox. If you searched for a mailbox from the Edit dialog
box or Mailbox Entry dialog box, the selected mailbox displays. If you searched for a
mailbox from the Delete Mailbox dialog box, a deletion confirmation dialog box
displays.
Auto-Forwarding Messages to Mailboxes
You can set up a mailbox to send messages automatically to other system mailboxes or
to mailboxes on other messaging systems.
W hen the Visual Mailbox main window is open on a subscriber’s PC desktop, new
messages receiv ed in the mailbox are not auto-forwarded. This is because Visual
Mailbox assumes that the subscriber is activ ely monitoring the mailbox, ev en if he/she is
periodically away from the computer. For the system to perform auto-forwarding
functions set up for the mailbox, the subscriber must either minimize the Visual Mailbox
window or exit Visual Mailbox.
Auto-Forwarding Messages Between Mailboxes on the Same
System
The auto-forwarding feature allows you to send messages in one system mailbox to
another system mailbox if the message is not listened to within a specified time. For
example, if a customer leav es a message in a salesperson’s mailbox and the message is
not listened to within an hour, the mailbox can be set up to automatically send the
message to another salesperson.
Messages marked priv ate or listen-only that are sent or recorded in a mailbox cannot be
auto-forwarded.
See Preinstallation Configuration Worksheets
W hen setting up Auto Forwarding for mailboxes, see information prov ided on the Auto
Forward Sheet.
To automatically forward messages from one system mailbox to another:
1.  From the Mailbox menu, click Edit. The Edit Mailbox dialog box displays.
  
						

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Implementation and Service Manual    Auto-Forwarding Messages to Mailboxes16-22
2.  Enter the number of the mailbox for which you want to auto forward messages, then
click Edit. The Mailbox Entry dialog box displays the mailbox information.
 
3.  On the Mailbox Entry dialog box, under Edit, click Auto Forwarding. The Auto
Forwarding dialog box displays.
 
4.  To turn the auto-forward feature on for the mailbox, select the Auto Forwarding
Activ e option.
5.  In the Forward to field, enter the mailbox to which you want the messages
forwarded. If you do not know the mailbox number, click Search to locate the
mailbox. For additional information, see the topic, Searching for a Mailbox, earlier
in this chapter.
6.  Under Delay, in the Hours and Minutes fields, enter the length of time a message
can remain in the original mailbox before being forwarded to the other mailbox.
7.  If you want the message to be deleted from the original mailbox when it is forwarded
to the other mailbox, select the Delete Message After Forwarding option. If this
option is not selected, the message remains in the original mailbox, and a copy of
the message is forwarded to the other mailbox.
8.  To sav e the auto-forwarding options for the mailbox, click OK. The Mailbox Entry
dialog box displays.
9.  To sav e the auto-forwarding feature and close the Mailbox Entry dialog box, click
Sav e, then click OK. The main system window displays. 
						

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Implementation and Service Manual    Auto-Forwarding Messages to Mailboxes16-23
Auto-Forwarding Messages Between Mailboxes on Different
Systems
The Follow-Me-Forward feature allows you to forward messages to a mailbox on another
messaging system. Note that the appropriate network nodes must be set up before you
can use this feature.
Messages that are sent to a mailbox on this system from another messaging system
cannot use the Follow-Me-Forward feature. The messages are deliv ered to the system
mailbox and must be accessed by logging into the mailbox as the subscriber.
This feature is av ailable through the subscriber settings. If the mailbox Class of Serv ice
does not permit network messaging, you can use this procedure to ov erride the Class of
Serv ice and enable this option. If you ov erride the Class of Serv ice, the subscriber can
turn this feature off after it is activ ated but cannot turn it back on.
To automatically forward messages from a system mailbox to another system:
1.  From the Mailbox menu, click Edit. The Edit Mailbox dialog box displays.
 
2.  Enter the number of the mailbox for which you want to auto-forward messages, then
click Edit. The Mailbox Entry dialog box displays the mailbox information.
  
						

							16. Managing System Mailboxes
Implementation and Service Manual    Notif ying Subs c ribers  of  New Mes s ages16-24
3.  On the Mailbox Entry dialog box, under Edit, click Subscriber Settings. The
Subscriber Settings dialog box displays.
 
4.  Under Follow Me Forward, select the Activ e option to turn the feature on.
5.  In the Network Address field, enter the node address and mailbox number where you
want to send messages. For additional information, see Chapter 18, “Using Network
Messaging.”
6.  To sav e the options, click OK. The Mailbox Entry dialog box displays.
7.  To close the Mailbox Entry dialog box, click OK. The main system window displays
and all new messages to the mailbox are automatically sent to the network address
according to the network options set up on the system.
Notifying Subscribers of New Messages
The Message Notification feature allows subscribers to be notified of new messages in
their mailboxes by hav ing the system call them at a specified phone or beeper number.
For example, a mailbox can be set up to call the subscriber on a beeper on weekends
when the subscriber is away from the office. This feature can also enable you to notify
subscribers who do not hav e Message Indicators on their phones that they hav e new
messages by hav ing the system call their extension.
W hen the Visual Mailbox main window is open on a subscriber’s PC desktop, new
messages receiv ed in the mailbox are not dispatched through Message Notification. This
is because Visual Mailbox assumes that the subscriber is activ ely monitoring the
mailbox, ev en if periodically away from the computer. For the system to perform
Message Notification functions set up for the mailbox, the subscriber must exit Visual
Mailbox.
See Preinstallation Configuration Worksheets
W hen setting up Message Notification for mailboxes, refer to information prov ided on
the Message Notification Sheet(s). 
						

							16. Managing System Mailboxes
Implementation and Service Manual    Notif ying Subs c ribers  of  New Mes s ages16-25
Sample Message Notification scenarios are prov ided at the end of this procedure to help
you configure entries for subscriber mailboxes.
To set up a mailbox for Message Notification through a phone or beeper:
1.  From the Mailbox menu, click Edit. The Edit Mailbox dialog box displays.
 
2.  Enter the number of the mailbox for which you want to activ ate Message
Notification, then click Edit. The Mailbox Entry dialog box displays the mailbox
information.
 
3.  Under Edit, click Message Notification. The Message Notification dialog box
displays.
 
4.  In the Entry # field, select the number to assign to the Message Notification
configuration. You can set up eight different configurations to hav e the system call a
phone or beeper. For example, you could specify Entry #1 to hav e the system call a
sales representativ e’s beeper, and specify Entry #2 to hav e the system call another
sales representativ e’s beeper when the first sales representativ e fails to receiv e the
message. 
						

							16. Managing System Mailboxes
Implementation and Service Manual    Notif ying Subs c ribers  of  New Mes s ages16-26
Regardless of when a message is receiv ed by the system, it attempts to deliv er the
message based on the specifications for the first activ e Entry #. Only when the
maximum number of attempts to deliv er the message has been met, does the system
attempt to deliv er the message based on the next activ e Entry # specifications.
If the day and time specified for message deliv ery/notification for the first activ e Entry #
includes all the days and times of the week, the system immediately attempts to deliv er
a message as soon as it is receiv ed by the system. For example, if the system receiv es
a message at 4:00 
AM, it attempts to deliv er the message at 4:00 AM.
5.  To turn the Message Notification feature on for the entry, select the Activ e option.
6.  In the On Time field, enter the time of day to start Message Notification for the
currently selected Entry #.
You must include 
AM or PM in the time of day you enter.
7.  In the Off Time field, enter the time of day to end Message Notification for the
currently selected Entry #.
8.  In the On Day field, select the day to start Message Notification for the currently
selected Entry #.
9.  In the Off Day field, select the day to end Message Notification for the currently
selected Entry #. The On Day and Off Day you select determines the range of days
the messages are deliv ered. For example, if you specify Tuesday as the On Day and
Sunday as the Off Day, the Message Notification feature will deliver messages
during the times you specify for ev ery day of the week except Monday.
10.  Under Retries in the Max Attempts field, enter the maximum number of times the
system should attempt to call either the phone number or beeper.
11.  Under Retries in the Busy Delay field, enter the number of minutes the system
should wait before reattempting to call a number that is busy.
12.  Under Retries in the No Ans Delay field, enter the number of minutes the system
should wait before reattempting to call a number when there is no answer at the
number.
13.  In the Phone # field, enter the complete phone number, including long distance
access code and area code, to dial to notify the subscriber that a new message is in
the mailbox. If the digits in the phone number are less than the number of digits
defined as a local number in System Setup, the system assumes the number is an
internal extension. If the number contains at least the defined number of digits, the
code to access an outside line is used to place the call. If the number is for a beeper,
the letter N should usually precede the number so that call progress is not used. For
additional information, see the topic, Using Dialing Codes, later in this chapter. 
						

							16. Managing System Mailboxes
Implementation and Service Manual    Notif ying Subs c ribers  of  New Mes s ages16-27
14.  In the Call Back field, enter one of the following:
·  The number you want to display on the beeper when the subscriber is
notified. This number is usually the number the subscriber calls to access
the system.
You may need to enter a comma or series of commas before the call back
number to ensure the paging system receiv es the call-back number.
· PHONE 
to hav e the system call the entered phone number and v oice, “I
have a message for ,”
 when the subscriber answers the
phone.
· OPER 
to hav e the system call the entered phone number and v oice,
“ has not picked up messages,” notifying the operator that
the subscriber has not listened to messages in the mailbox.
15.  In the Line 1 field, enter the system port to use if you want to use a specific port to
call the subscriber. To use any av ailable port to call the subscriber, enter 99.
The port you specify for Message Notification must be set up on the system to allow
Message Notification through that port.
16.  To enter another configuration for Message Notification, select another Entry # and
repeat this procedure starting with step 5.
17.  To sav e the entered Message Notification entries, click OK. The Mailbox Entry
dialog box displays.
18.  To close the dialog box, click OK. The main system window displays.
Message Notification Sample Scenarios
The following scenarios show how messages are deliv ered based on the specifications
for the activ e Entry #s and on when the message is receiv ed by the system.
Example 1
Entry #1 is set to deliv er messages Monday through Friday from 8:30
 AM to 5:30 PM.
System receives message: System attempts to deliver message:
Tuesday 11:30 AMTuesday 11:30 AM
W ednesday 7:00 PMThursday 8:30 AM
Friday 8:00 PMMonday 8:30 AM
Example 2
Entry #1 is set to deliv er messages Saturday through Sunday from 7:30
 AM to 8:30 PM.
System receives message: System attempts to deliver message:
Tuesday 11:30 AMSaturday 7:30 AM.
(If the mailbox subscriber checks messages before Saturday at 7:30 
AM,
the system does not attempt to deliver the message.)
Saturday 2:00 PMSaturday 2:00 PM
Saturday 11:00 PMSunday 7:30 AM 
						

							16. Managing System Mailboxes
Implementation and Service Manual    Notif ying Subs c ribers  of  New Mes s ages16-28
Example 3
Entry #1 is set to deliv er messages to Sales Rep 1’s beeper Monday through Friday from
7:30
 AM to 1:30 PM and attempts to deliv er the message a maximum of fiv e times. Entry
#2 is set to deliv er messages to Sales Rep 2’s beeper Monday through Friday from
11:00
 AM to 6:30 PM and attempts to deliv er the message a maximum of fiv e times.
System receives message: System attempts to deliver message:
Tuesday 9:30 AMTo Sales Rep 1, Tuesday at 9:30 AM
(If the message is not delivered to Sales Rep 1 after five attempts, the
system attempts to deliver the message to Sales Rep 2, Tuesday at
11:00
 AM.)
Tuesday 5:00 PMTo Sales Rep 1, W ednesday at 7:30 AM
(If the message is not delivered to Sales Rep 1 after five attempts, the
system attempts to deliver the message to Sales Rep 2, W ednesday at
11:00
 AM.)
Saturday 5:00 PMTo Sales Rep 1, Monday at 7:30 AM
(If the message is not delivered to Sales Rep 1 after five attempts, the
system attempts to deliver the message to Sales Rep 2, Monday at
11:00
 AM.)
Example 4
Entry #1 is set to deliv er messages to a beeper Monday through Friday from 5:30
 PM to
11:30
 PM and attempts to deliv er the message a maximum of fiv e times. Entry #2 is set
to deliv er messages to a beeper Saturday through Sunday from 8:00
 AM to 6:30 PM and
attempts to deliv er the message a maximum of fiv e times.
System receives message: System attempts to deliver message:
Tuesday 6:00 PMTuesday at 6:00 PM
(If the message is not delivered to the subscriber after five attempts, the
system attempts to deliver the message Saturday at 8:00 AM.)
Tuesday 1:00 PMTuesday at 5:30 PM
(If the message is not delivered to the subscriber after five attempts, the
system attempts to deliver the message Saturday at 8:00 AM.)
Sunday 2:00 PMMonday at 5:30 PM
(If the message is not delivered to the subscriber after five attempts, the
system attempts to deliver the message Saturday at 8:00 AM.) 
						

							16. Managing System Mailboxes
Implementation and Service Manual    Managing Subscriber Settings16-29
Managing Subscriber Settings
Use the following procedures to help manage the settings that subscribers hav e applied
to their system mailboxes. You can v iew or change the options that a subscriber
currently has set up and change those settings based on the subscriber’s needs.
W hen you change subscriber settings, you can enable features that are not part of the
mailbox’s Class of Serv ice. If you enable a feature for a mailbox that is not in the Class
of Serv ice, the subscriber cannot change the option, except to turn the feature off. After
a feature is turned off, the subscriber cannot turn it back on.
To view or change the subscriber settings for a mailbox:
1.  From the Mailbox menu, click Edit. The Edit Mailbox dialog box displays.
 
2.  Enter the number of the mailbox for which you want to v iew or change subscriber
settings, then click Edit. The Mailbox Entry dialog box displays the mailbox
information.
  
						

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Implementation and Service Manual    Managing Subscriber Settings16-30
3.  Under Edit, click Subscriber Settings. The Subscriber Settings dialog box displays
the currently selected options for the mailbox.
 
4.  To set all of the subscriber settings to the system defaults, click Set to Defaults. This
feature allows you to reset all current settings that either the system manager or
subscriber has prev iously set for the mailbox.
5.  Under Intercom Paging select the appropriate option:
· Off – Does not allow callers to page subscribers through the intercom.
· On – Prov ides callers with the option to page subscribers through the
intercom if there is no answer at the extension.
· Automatic – Automatically pages the subscriber through the intercom.
· Number – Specifies the paging number if the On or Automatic option is
selected. Enter the number to call to page the subscriber if it is different from
the system default paging number. For example, if the system uses zone
paging, enter the number for the zone to which the mailbox is assigned. If
the field is left blank, the system calls the default paging number set up on
the system.
Intercom paging is av ailable only if an intercom is connected to the system, and
an intercom paging number is specified either as a System Setup parameter or
in the Number field.
  If a subscriber is paged through the intercom, the subscriber can reroute the call
from the mailbox to another extension on the system, using the intercom redirect
feature. If a subscriber does not answer a page, the caller has the option of
leav ing a message for the subscriber, calling a different mailbox, transferring to
the operator, or disconnecting.
The options you select in steps 6-8 set up the Call Handling for the mailbox, which
determines how calls to the mailbox are handled by the system under certain
conditions.