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Amanda Portal Station User Manual

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Using
Amanda Portal
Station
Version 1.xx
User's Guide 10/01 Edition

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Summary of Contents for Amanda Portal Station

  • Page 1 Using Amanda Portal Station Version 1.xx User’s Guide 10/01 Edition...

  • Page 2: Copyright And Trademark Notices

    90 days from the date the software is delivered. If a defect in the media should occur during this period, you may return the media to The Amanda Company and The Amanda Company will replace the media without charge.

  • Page 3: Fraudulent Usage Advisory

    Amanda software, is able to prevent such unauthorized usage. The Amanda software is likewise unable to prevent such uses as may constitute an invasion of privacy or other tort. THE AMANDA COMPANY...

  • Page 4: Customer Service And Support

    Web Site: http://www.taa.com End User Support End user support covers the actual usage of Amanda through the telephone, such as picking up messages, sending messages, changing greetings, and using distribution lists. Registered Amanda sites receive free end user support for the life of their systems. Be sure to send in your registration card!

  • Page 5: System Administration Support

    Amanda is upgraded. The Amanda Company offers installation support to any dealer who buys a turnkey system. Qualified Amanda marketing partners and solution providers, who are in good standing, receive installation support for any system.
  • Page 6 Using Amanda Portal Station guest Someone without an extension that Amanda stores messages for. A guest can access Amanda to play, delete, and send messages as well as set some personal options, such as a pager number for notification. File Logon...

  • Page 7: Table Of Contents

    Chapter 1: Installing Amanda Portal Station ....... 1 System Requirements........1 Chapter 2: Introducing Amanda Portal Station .
  • Page 8 Using Amanda Portal Station Chapter 5: Chain Information ......... . 25 Adding a Method.
  • Page 9 Chapter 9: Immediate Descendants ........59 Creating a Mailbox.
  • Page 10 Using Amanda Portal Station Chapter 13: Privileges ..........107 Adding Privileges .
  • Page 11 Chapter 20: Tcl Command ..........159 Index .
  • Page 12 Using Amanda Portal Station...

  • Page 13: Installing Amanda Portal Station

    Chapter 1: Installing Amanda Portal Station Installing Amanda Portal clients is a simple process. The only decisions you have to make are about the installation folder, the name of the program group, and what clients to install. Amanda Portal has three clients: •...
  • Page 14 Using Amanda@Large.NT Station Click Next>. The Select an Installation Folder dialog box opens. Do one of the following: • Use the default location (C:\AmaNTClients) • Type or browse for a folder location. Click Next>. The Select the Clients dialog box opens.
  • Page 15 Chapter 1: Installing Amanda Portal Station By default Amanda Portal Station is already selected. If you are an Amanda administrator, select the Amanda Portal Station Addition check box. Depending on your job and your company, you may also need to select CallQ Agent.
  • Page 16 Using Amanda@Large.NT Station...

  • Page 17: Introducing Amanda Portal Station

    Introducing Amanda Portal Station Amanda Portal Station allows you to set up your Amanda mailbox and listen to your messages from you Windows workstation. The guide is directed at the three types of people who will use Amanda Portal Station: typical users Typical users manage only their own mailboxes and perhaps set up an occasional guest mailbox.
  • Page 18 116, and, in this case, the owners of mailboxes 999 and 888 can control privileges, etc. for mailbox 116. The right pane displays the icons for various parts of Amanda Portal Station’s interface. Depending on the privileges of the logged-on user, some of these icons may not be visible.

  • Page 19: Logging On And Off

    To listen to messages, set options, and so on, you must be logged on to your mailbox on the Amanda server. You can log on from your workstation or from the telephone. From Amanda Portal Station, you can log on once for each connection you have to the Amanda server.

  • Page 20: Using This Guide

    Using This Guide Each icon in the right pane of the Amanda Portal Station main window has its own chapter. You should refer to the chapters for the icons of importance to you. The chapters are arranged alphabetically by the label beneath the icon.
  • Page 21 Chapter 2: Introducing Amanda Portal Station Icons Important to Typical Users Icon Description One of the first things you do after you log on to Amanda Portal Stations is change your security code. See “Chapter 15: Security Code” for more information. Security Code To use Amanda effectively, you must create some greetings for your caller’s to listen to when you do not answer your telephone and want...
  • Page 22 Using Amanda Portal Station Icons Important to Typical Users (Continued) Icon Description You listen to, send, forward, and replay messages using Message Folders. See “Chapter 11: Message Folders” for more information. Message Folders You use Member Lists to create mailing lists so that sending the same message to several users is more convenient.
  • Page 23 Properties Tcl methods determine what happens when a call arrives, when a user logs on, and so on. Usually the Amanda administrator selects the methods that should be used for each mailbox template. Sometimes the administrator or supervisor need to adjust these.
  • Page 24 Amanda might need a variety of pronunciations for users’ names, etc. See “Chapter 14: Using Phonics.”. Phonics Creating reports on Amanda usage are usually an important part of the Amanda administrator’s job. See “Chapter 18: Administrative Reports” for more information.

  • Page 25: Automatic Scheduling

    Amanda waits for a valid day before executing the schedule. (Amanda does this by adding one day to the execution date until the date finally falls on a valid day.) For example, suppose you schedule a change to occur every 48 hours, but not on weekends.

  • Page 26: Creating Schedules

    Amanda starts the next 48-hour period. Some of the options that a schedule controls can be changed by users from their telephones or by using Amanda Messenger. For example, users can change their greetings and Do Not Disturb options (unless you have them locked).
  • Page 27 Chapter 3: Automatic Scheduling The Auto Scheduler dialog box appears. The schedules are numbered, starting with 1. If you see a 0 in the Sched- ule spin box, no schedules exist for this mailbox. If you do not see a 0 in the Schedule spin box, an existing schedule appears in the dialog box.

  • Page 28: Setting Schedule Options

    Using Amanda Portal Station Click Create to immediately start a new schedule with the current sched- ule’s settings. If you don’t click Create at this point, you could accidentally edit an existing schedule (by clicking OK or Apply). After settings all the options on the dialog box, you will click Apply to update this new schedule with those new settings.
  • Page 29 Chapter 3: Automatic Scheduling To indicate the days of the week on which this schedule can be exe- cuted, select or clear the check boxes (labeled Sunday through Satur- day) in the Restrict To Days... group box. For example, if a greeting is to play only on US Thanksgiving, you would click the Thursday check box.

  • Page 30: Editing Schedules

    You can edit schedules when necessary. For example, the duration might need to be extended or you might what to change the method being used. To edit a schedule: From the Amanda Portal Station window, select the mailbox to be scheduled from the mailbox tree. Click the Auto Scheduler...
  • Page 31 Chapter 3: Automatic Scheduling The Auto Scheduler dialog box appears. The schedules are numbered, starting with 1. If you see a 0 in the Sched- ule spin box, no schedules exist for this mailbox. Select the number of the schedule to be edited from the Schedule spin box.

  • Page 32: Deleting A Schedule

    Using Amanda Portal Station Deleting a Schedule You can delete schedules. To disable a schedule: From the Amanda Portal Station window, select the mailbox to be scheduled from the mailbox tree. Click the Auto Scheduler icon. The Auto Scheduler dialog box appears.
  • Page 33 (or whatever) has changed. : The locks block changes made by users via the AUTION telephone or Amanda Portal Station only. • Editing schedules. Be aware that editing a schedule for mailbox 997 does not update that schedule for mailboxes previously created as copies of mailbox 997.
  • Page 34 Using Amanda Portal Station...

  • Page 35: Caller Options

    Caller Options You can view and change the settings for your mailbox’s caller options. Amanda Portal Station is normally set up to use these settings to control how your mailbox interacts with your callers, but your settings may be ignored or overridden.

  • Page 36: Caller Options

    RNA or BUSY is the state of the called extension (assuming the mailbox accepts messages). Play “Please hold” When this check box is selected, Amanda says “Please hold while I try that extension” before transferring a caller. prompt When cleared, Amanda says nothing and immediately puts the caller on transfer hold.

  • Page 37: Chain Information

    • A user logs on to the mailbox To control calls and logons: From the Amanda Portal Station window, select a mailbox from the mailbox tree. Click the Chain Information icon: The Methods dialog box has a tab for each method.
  • Page 38 The following table explains when the tcl commands or the method in each tab are executed. If the dialog box is locked, you might not have permission to unlock it. See your Amanda administrator or your supervisor for details.
  • Page 39 Do Not Disturb is on than if it is off.) User Method As a user logs on to a mailbox, Amanda processes the User method for that mailbox. For example, a menu would let the user know what number to press for what services, and so on.

  • Page 40: Adding A Method

    Amanda assumes that the digit is another mailbox number (or part of the number) and processes the caller method for that mailbox. For ex- ample, if menu0 is blank and 0 is the operator’s mailbox, Amanda di- als the operator.
  • Page 41 Using Amanda Portal Station Select an existing method from the Method Name list box. Some existing methods expect you to supply arguments to be used by the method when it is executed for this mailbox. The fact that the Arguments text box is enabled (that is, you can type in it) means that the method is from the persistent method database and can be edited.

  • Page 42: Creating A Method

    Click Edit..Notepad or another default editor opens. Type the body of the method, save it, and exit Notepad. An Amanda Portal Station message asks you if you want to apply the changes. Click Yes. The Existing Method List dialog box reappears, now displaying your...

  • Page 43: Renaming A Method

    Using Amanda Portal Station If the method requires arguments, type them in the Arguments text box. Separate your arguments with spaces. 10. Do one of the following: • Click OK to assign the new method to the selected tab in the Chain Information dialog box.

  • Page 44: Deleting An Existing Method

    Using Amanda Portal Station Deleting an Existing Method From the Methods dialog box, select the appropriate tab, for example, Caller Method. Click Existing Method..The Existing Method List dialog box opens. Select the method to be deleted from the Name list box.

  • Page 45: Extended Mailbox Properties

    For example, if you wanted to do voice over IP via a POP server, you would need a property for the name of the POP server. There are numerous applications you can add to Amanda mailboxes in this way. To add your own mailbox properties: From the Amanda Portal Station window, select a mailbox from the mailbox tree.

  • Page 46: Creating Mailbox Properties

    Using Amanda Portal Station There is no way to lock these properties, but you can control whether or not they can be deleted and who is allowed to modify them. Creating Mailbox Properties Depending on what additional processing you want to provide for a mailbox, you may need additional properties.

  • Page 47: Editing Mailbox Properties

    Select or clear the Deletable check box to allow the property to be deleted or not. Be careful with your choice here as it cannot be changed except by the Amanda administrator. Click OK. Editing Mailbox Properties Depending on the accessibility options set for a given property, you may or may not be able to change its value.

  • Page 48: Deleting Mailbox Properties

    Using Amanda Portal Station Deleting Mailbox Properties Depending on the deletability setting for a given property, you may or may not be able to delete a mailbox property. When logged on to the administrator mailbox (usually 999), you can delete even non-deletable properties.

  • Page 49: General Information

    Chapter 7: General Information Amanda needs general information about the owner of each mailbox. For example: • What is this user’s name? Amanda can provide prompts in more than one language. • How should this user’s name be spelled for the public directory? •...

  • Page 50: Providing The User's Name

    If you cannot unlock these and need to, see your Amanda administer. Providing the User’s Name Amanda needs to know the name of the mailbox’s owner in both a text and a recorded format. The text name, for example, Chris Wang, appears in a number of lists.

  • Page 51: Adding A User To A Directory

    CEO should have no listing in the public directory. When callers say the name or the extension number of the person they want to talk to, Amanda matches up what they say with the entries in the public directory or with an extension number.
  • Page 52 Using Amanda Portal Station Then Amanda does one of the following: • Connects the call to the called party • Asks the caller to differentiate among possible matches and then connects the call • Connects the caller to the operator because there is no match For example, suppose a user’s name is Eric Toshari, you might list him in the...
  • Page 53 Chapter 7: General Information Click Speak to listen to the name. To get a better pronunciation, adjust the pronunciation by selecting pho- nemes from the American English Phoneme Table list box or typing phonemes in the Phoneme text box. To use the list box: Place the cursor in the Phoneme text box at the location where the phoneme should be inserted.

  • Page 54: Creating Additional Directories

    Using Amanda Portal Station Click OK. 10. Repeat steps 1 through 9 for each additional names. If you type the name incorrectly or need to change the pronunciation, you can select the name from the Public Directory Entries list box and click Edit Name..

  • Page 55: Greetings

    Chapter 8: Greetings Greetings are recordings played by Amanda for a variety of uses. There are system greetings for: • When you do not answer your telephone • When your telephone is busy • When you transfer a call Because the system greetings are generic and impersonal, your Amanda system administrator usually allows you to record (or import files for) any number of personal greetings as well as a custom busy greeting.

  • Page 56: Sample Greetings

    Work-hours Greeting When Amanda rings your extension and you do not answer, the caller hears a greeting. For example, you can have a daytime greeting, an after-hours greeting, and a vacation or on-the-road greeting. Until you record a greeting, Amanda plays the system greeting, “Please leave a message for,”...

  • Page 57: Away-From-The-Office Greetings

    Extension 557 or leave him a detailed message at the tone.” Custom Busy Greeting By default, Amanda plays a system busy greeting when your telephone is busy—unless you are screening calls. If your Amanda system administrator allows custom busy greetings, you can create a more personalized busy greeting.

  • Page 58: Name And Extension Message

    Using Amanda Portal Station Name and Extension Message Amanda plays the name and extension message (a recording of your name followed by your extension number) in a variety of important situations: • When a caller uses the employee directory to enter that user’s name.

  • Page 59: Creating A Personal Greeting

    “Understanding Locks” on page 116. Creating a Personal Greeting A personal greeting cannot exceed the length set by your Amanda system administrator. By default, this is an unlimited number of seconds. Parts of the following procedure can also be used to change the name of or...
  • Page 60 Type a number for this greeting in the Number text box. Select a language from the drop-down list box. Amanda combines the values for number and language to create the key that appears in the Greetings dialog box. Type a description of this greeting in the Description text box.
  • Page 61 From the Source group box, select the Create New option but- ton. By default, Amanda expects you to be recording a .WAV file which Amanda will store appropriately. This is usually a Mulaw format. (Optional) If you will not be creating a .WAV file or your sys- tem stores formats other than the default, select the Enable Ad- vanced Formats check box;...
  • Page 62 Using Amanda Portal Station Amanda asks if you want to apply these changes to your greeting. Click Yes to return to the Edit Multimedia Object dialog box. Click OK to return to the Greetings dialog box. To import a greeting: From the Source group box, select the Import option button then click OK.

  • Page 63: Creating A Custom Busy Greeting

    A custom busy greeting can replace the system busy greeting that your callers hear when your extension is busy. It cannot exceed the length set by your Amanda system administrator. By default, this is an unlimited number of seconds. To create a custom busy greeting: From the Greetings dialog box, select Busy Greeting from the MMO Type drop-down list box.

  • Page 64: Creating A Name And Extension Message

    Creating a Name and Extension Message A name and extension message lets callers and others know your name and extension number. It cannot exceed the length set by your Amanda system administrator. By default, this is an unlimited number of seconds.

  • Page 65: Editing A Greeting Or Name And Extension Message

    Chapter 8: Greetings The Edit Greeting or Non-greeting dialog box opens. Click Edit MMO..Follow the steps in one of the procedures provided for creating greetings “Creating a Personal Greeting” on page 47. They explain how to record, import, or use a cached object as an MMO. Editing a Greeting or Name and Extension Message Editing a personal greeting, custom busy greeting, or name and extension message is a matter of re-recording it or replacing it with an imported file or...

  • Page 66: Reviewing A Greeting

    Setting Your Current Greeting When you do not answer your telephone, Amanda usually asks the caller to leave a message. You can create one or more greetings for this purpose or use the system greeting as your current greeting. If you have no greetings, Amanda uses the system greeting (“Please leave a message for”...

  • Page 67: Using A Custom Busy Greeting

    The system busy greeting allows the caller to hold for the extension by pressing *, which, in turn, causes Amanda to play the Busy-Hold music file (about 30 seconds of custom music) before trying the extension again. If the extension is still busy, Amanda changes her prompt, allowing the caller to continue holding, enter another extension, or leave a message.

  • Page 68: Managing Non-Greeting Mmos

    Using Amanda Portal Station Do one of the following: • Select the Use Custom Busy check box to use your custom busy greeting. • Clear the Use Custom Busy check box to use the system busy greet- ing. Click OK.
  • Page 69 Chapter 8: Greetings Select an item from the list box then click Edit..You create and edit non-greetings in the same way that you create and edit personal greetings. See “Creating a Personal Greeting” on page 47 for details. The only difference in managing greetings and non-greetings is that the Edit Greeting or Non-greeting dialog box is missing the Language list box.

  • Page 70: Notes For Administrators

    To limit the time that a greeting will play: Log on as the administrator (mailbox 999). From the Amanda Portal Station window, select the mailbox from the mailbox tree. Click the Greetings icon: From the Greetings dialog box, do one of the following: •...

  • Page 71: Immediate Descendants

    Chapter 9: Immediate Descendants You may be allowed to create additional mailboxes on the Amanda system. There are two types of mailboxes: guest and non-guest. The non-guest mailbox is the usual Amanda mailbox. The distinctions between the two types of mailboxes physically are that: •...

  • Page 72: Creating A Mailbox

    While this dialog box is locked, you can only create, delete, and move guest mailboxes. For more information about locks, see “Understanding Locks” on page 116. Only the Amanda administrator, usually mailbox 999, can change the maximum number of mailboxes. Creating a Mailbox Creating a new mailbox by copying an existing one can save lots of time.
  • Page 73 Chapter 9: Immediate Descendants Notification records acquire new numbers for the new mailbox. Schedules keep their original IDs. • Its copy_to member list. • Its privileges. However, no copied privilege can be enabled in the new mailbox if that same privilege is non-existent or disabled for the currently logged-into mailbox (the mailbox whose owner is creating the new mailbox).

  • Page 74: Deleting Or Moving A Mailbox

    Using Amanda Portal Station Type the first extension number in the From Mailbox text box. Type the last extension number in the To Mailbox text box. This creates all the mailboxes from the first to last extension numbers you provide.
  • Page 75 Chapter 9: Immediate Descendants To move a mailbox: From the Immediate Descendants dialog box, select the mailbox to be moved. Click Reparent..The New Parent dialog box opens. Select the new parent for this mailbox from the mailbox tree. If this mailbox has descendants of its own that should also be moved, select the Move Descendants Of check box.
  • Page 76 Using Amanda Portal Station...

  • Page 77: Member Lists

    Chapter 10: Member Lists Member lists are lists of Amanda mailboxes most commonly used as mailing lists. It is convenient to address messages only once to the entire group instead of individually to each person. To manage member lists: From the Amanda Portal Station window, select the mailbox from the mailbox tree.

  • Page 78: Creating A Member List

    You must have the Message Copy To Privilege to create a copy_to list. The copy_to list for a mailbox is the list of Amanda users who will get copies of every message left in that mailbox. Creating a Member List There are three kinds of member lists that you can create: •...
  • Page 79 Chapter 10: Member Lists • The “copy to” list which includes Amanda users who will get copies of every message left for your mailbox. You can have only one such list. Its name is copy_to. It goes into effect as soon as it is created. For example, while a user is in training or on vacation, all his or her messages might be copied to a supervisor or co-worker.

  • Page 80: Editing A Member List

    Editing a Member List You can add or remove users from any of your member lists. However, you don’t have to update your lists when a mailbox is deleted from the Amanda system. Amanda automatically removes deleted mailboxes from member...

  • Page 81: Deleting A Member List

    Chapter 10: Member Lists To edit a member list: From the Member Lists dialog box, select the name of the list from the List Name list box. Do any or all of the following as often as necessary: • Click Voice..to re-record a description of this list. The Edit Multimedia Object dialog box opens.

  • Page 82: Notes For Administrators

    Member/Mailing lists created from the Amanda administrator’s mailbox can be used from the telephone user interface. A logged-on user can use one of the administrator mailbox’s lists or one of his or her own lists. From Amanda Portal Station, any user can use any list.

  • Page 83: Message Folders

    Amanda’s telephone user interface. This chapter explains how to use Amanda Portal Station for this purpose. To manage message folders: From the Amanda Portal Station window, select the mailbox from the mailbox tree. Click the Message Folders icon: The Message Folders window display 10 folders, each of which can be used to store messages.
  • Page 84 Using Amanda Portal Station At the bottom of the window are statistics for the selected folder. The statistics include the numbers of: • Urgent messages Urgent New represents those that have not been reviewed Urgent Non-new represents those that have been reviewed •...
  • Page 85 This column sorts in alphanumeric order. From Displays one of the following: The mailbox number of the Amanda user who is created the message. What information you see here depends on the workstation options you have set. The word “Outside” if the call originated outside the Amanda sys- tem.

  • Page 86: Message Folders

    Using Amanda Portal Station Message Columns in Each Folder (Continued) Column Description Forwarded By number of the Amanda user Displays the mailbox who forwarded this message to you. This column sorts in alphanumeric order. Subject Displays the subject of the message. If the subject is not text, it dis- plays “Nontextual subject.”...

  • Page 87: Being Notified About New Messages

    Chapter 11: Message Folders Amanda can put new messages in any folder. In fact, new messages that are urgent can go in a different folder than new messages that aren’t urgent. However, Folder 0 is the only folder that you can access when you log on to your mailbox over the telephone, so it makes the most sense to use Folder 0 for incoming messages.

  • Page 88: Playing Or Viewing A Message

    Using Amanda Portal Station The Receive Message Options dialog box opens. Select any combination of the following methods of notification: • Play a beep by checking the Play Sound check box. • Display the following message by selecting the Display A Notifica- tion Message check box.

  • Page 89: Sorting Messages

    • Click Play/Review at the bottom of the Message Folders window. If the message has only one component, Amanda Portal Station plays it or displays it. If the message has more than one component, Amanda Portal Station plays or displays first component, then displays the Mes- sage dialog box so that you can review other components as well.

  • Page 90: Deleting A Message

    Using Amanda Portal Station The Refile dialog box lists all the other folders. Select the folder that will store this message. Click OK. : You cannot move a message that is currently marked for deletion. Deleting a Message You mark unwanted message for deletion. However, they are not deleted until you log off the workstation or until a purge takes place.
  • Page 91 Chapter 11: Message Folders The Receive Message Options dialog box opens. Do one or both of the following: • To delete messages as part of the logoff operation, select the Purge Deleted Messages On Logoff check box. When this check box is cleared, the messages you have marked for deletion can be deleted only manually by selecting Edit!Purge Deleted Messages from the menu bar.

  • Page 92: Composing And Sending A Message

    Using Amanda Portal Station To “undelete” a messages that is marked for deletion: Select the message that is marked for deletion. Select Edit!Undelete from the menu bar. To delete messages marked for deletion in all folders: Select Edit!Purge Deleted Messages from the menu bar.
  • Page 93 Chapter 11: Message Folders Click To... to pick other Amanda users to send your message to.
  • Page 94 Using Amanda Portal Station The Send To dialog box opens. You can expand the tree in the User Tree box. For example, expanding a mailbox number shows the mailboxes child mailboxes and its mailing lists. Select a mailbox number or mailing list from the tree.
  • Page 95 Chapter 11: Message Folders Repeat steps 3 and 4 until you have listed all the recipients for this mes- sage. Click OK to return to the Message dialog box. (Optional) Type a subject for your message in the Subject text box. (Optional) You can file a copy of the message in one of your folders by selecting that folder from the FCC drop-down list box.
  • Page 96 The Sound Recorder (or a similar application) starts. Record the message, save the file, then exit the application. Amanda asks if you want to apply these changes to your greeting. Click Yes to return to the Edit Multimedia Object dialog box.
  • Page 97 Chapter 11: Message Folders component, then locate it in the cache. Select an object. (Optional) Click Review to listen to or display the object. Click OK to return to the Edit Multimedia Object dialog box. Click OK to return to the Message dialog box. 10.
  • Page 98 Using Amanda Portal Station Use the Set For Current Time check box if you change your mind about sending this message later. Click OK. 11. (Optional) Similarly, you can set an expiration date for a message. Then if the recipient has not reviewed the message before that time, it is auto- matically deleted from that recipients message folder.

  • Page 99: Forwarding A Message

    Chapter 11: Message Folders Urgent messages are usually brought to the recipients quickly. Over the telephone, they are often put at the beginning of the message list. In the Message Folders window, the urgent icon precedes the message. 13. (Optional) You can make this message private by selecting the Private check box.
  • Page 100 From text box. It also adds “FW:” to a subject (if the subject is text) to indicate that the message is being forwarded. Click To... to pick other Amanda users to forward your message to.
  • Page 101 Chapter 11: Message Folders The Send To dialog box opens. Select a mailbox number or mailing list from the tree. Click >>Add>> to add it to the To list box. Repeat steps 4 and 5 until you have listed all the recipients for this mes- sage.

  • Page 102: Replying To A Message

    Message dialog box. Follow steps 10 through 15. 10. Click Send to send this message. Replying to a Message When you reply to a message sent to you by someone on the Amanda system, Amanda Portal Station automatically addresses your reply to that person.

  • Page 103: Reviewing Message Properties

    Chapter 11: Message Folders See “Composing and Sending a Message” on page 80 for more informa- tion about using this dialog box and setting other message options in the Message dialog box. Follow steps 10 through 15. Click Send to send this message. Reviewing Message Properties Occasionally, you might want to check the settings for a message that resides in one of your message folders.
  • Page 104 Using Amanda Portal Station The Caller ID text box can be copied for other uses. You can use the Urgent check box to change this message’s status from urgent to non-urgent. You can change the subject to be more informative. For ex- ample, if you plan to store this message for a long time, its current subject might not help you to identify it.

  • Page 105: Moving All Messages To Another Mailbox

    Sometimes you need to move all the messages from one mailbox to another. For example, if Amanda is set up at a hotel or motel, and a guest moves from one room to another, her messages can be moved to her new room’s mailbox.

  • Page 106: Allowing And Limiting Time For Messages

    Some mailboxes never allow messages because they are not used by users who are expecting messages. For example, the administrator mailbox (usually mailbox 999) is used for administrative purposes only. The Amanda administrator has a personal mailbox as well. Normally, the ability to allow messages is determined by the administrator or a supervisor.

  • Page 107: Using Windows Applications

    .TXT files, Amanda Portal Station displays text in Notepad. Amanda Portal Station also uses Windows applications to both record and play messages. The applications designated on your computer for these purposes may be different than those used on other computers. How to identify the applications for playing and recording is explained in the next two sections.

  • Page 108: Identifying The Application That Plays Messages

    Action text box. Identifying the Application that Plays Messages When you listen to a voice message, Amanda Portal Station starts the application your workstation has set for playing .WAV files. This is usually Sound Recorder (sndrec32.exe), but you might prefer Media Player (mplayer.exe).

  • Page 109: Notification

    Chapter 12: Notification Amanda Portal Station usually uses notification records to notify users that they have messages. The records tell Amanda to: • Turn message lights on and off • Page users using their pager numbers • Call users at their homes, off-site locations, or other extensions •...

  • Page 110: Managing Notification Records And Templates

    Only when this dialog box is unlocked can you create or edit notification records. If it is locked, you might not have permission to unlock it. See your Amanda administrator for details. For more information about locks, see “Understanding Locks” on page 128. Managing Notification Records and...

  • Page 111: Creating A Notification Template Or Guard Method

    Both notification templates and guard methods are methods. They are created in the same way as other methods but some may require information about the switching system connected to Amanda. For example, to turn the telephone’s message light on or off, you need to know what message to send to the switching system.

  • Page 112: Creating A Notification Record

    Using Amanda Portal Station To create a new notification template or guard method: From the Notification dialog box, click the Select... for templates or the Select... for guard methods. The Existing Method List dialog box opens. Follow the steps for creating methods in “Creating a Method” on page 100.
  • Page 113 Chapter 12: Notification Select a template for this notification record: From the Template group box, click Select..The Existing Method List dialog box opens. Select a template from the Method Name list box. Click OK to return to the Notification dialog box. : The notification method dictates what actions are taken when a new message arrives.
  • Page 114 Using Amanda Portal Station • Select the Infinite check box to continue notification indefi- nitely, regardless of the number of failures. If the notification is about new messages, the notification stops when the user picks up the messages. Select a type of notification from the Type drop-down list box.

  • Page 115: Deleting A Notification Record

    (Amanda retries Normal notification records until either the user listens to the message or the maximum number of retries has occurred. Amanda stops executing Urgent and Pickup records only when the max- imum number of retries has occurred.) In the Continue Every spin box, type the number of minutes be- tween executions of the notification record.

  • Page 116: Changing Notification Telephone Numbers

    Click Apply or OK. Emergency Lists Amanda can use an emergency list to notify a group of people about a new message. Amanda notifies the first person of the new message first, then after a time, notifies the second, and so forth until someone listens to the message.
  • Page 117 This configuration causes Amanda to execute record 1 immediately and at five-minute intervals. After 15 minutes, if the message is not picked up, Amanda starts using record 2 every five minutes (in conjunction with record 1). After 30 minutes, Amanda executes record 3. All three records continue every 5 minutes until the message is picked up.
  • Page 118 Using Amanda Portal Station...

  • Page 119: Privileges

    Initially the Amanda administrator’s mailbox (usually mailbox 999) has all the privileges enabled. The Amanda administrator can delegate them to a child mailbox, whose owner can, in turn, delegate any privileges that that mailbox has to its child mailboxes.
  • Page 120 For more information about locking features, see “Understanding Locks” on page 116. To view mailbox privileges: From the Amanda Portal Station window, select a mailbox from the mailbox tree. Click the Privileges icon: The Privileges dialog box displays this mailbox’s privileges.
  • Page 121 Chapter 13: Privileges This dialog box can be extended horizontally to show all its columns. The columns are: Privilege The name of the privilege. Logon State You may be logged on as a different mailbox than the one whose privileges you are reviewing. This column indicates whether this privilege is enabled or disabled for someone logging on to this mailbox right now.
  • Page 122 Server Value field is updated, and the User Value field becomes blank once more. The following table describes the privileges that come with Amanda. Your Amanda administrator may have added new privileges that are not in the table. Privileges Option Privilege to...
  • Page 123 Chapter 13: Privileges Privileges (Continued) Option Privilege to... Auto Schedule Privilege Change the auto schedules. Another way to enable/disable this privilege: Double-click the Auto Scheduler icon and use the Locked button. Call Screening Privilege Change the call screening setting. Another way to enable/disable this privilege: Double-click the In- coming Call Options icon and use the Locked button in the Call Screening group box.
  • Page 124 Using Amanda Portal Station Privileges (Continued) Option Privilege to... Edit Trie Mapping Privilege Edit text associated with a mapping (for example, because the public direc- tory is a mapping, this mailbox’s owner can edit the names and pronuncia- tions for the public directory).

  • Page 125: Adding Privileges

    Chapter 13: Privileges Privileges (Continued) Option Privilege to... Notify Record Privilege Change the notify records. Another way to enable/disable this privilege: Double-click the Notifi- cation icon and use the dialog box’s Locked button. Notify Template Privilege Change the notify templates. Reset Port Privilege Reset a port.
  • Page 126 After you add a privilege, check that its state, enabled or disabled is cor- rect for this mailbox. : If you are logged onto the Amanda administrator mailbox, you see the following dialog box, which allows you to add new privileges to the system.

  • Page 127: Enabling And Disabling Privileges

    Clicking Toggle Lock a second time changes the User State back to the Server State. As soon as the Amanda server receives the message about the change in state for this privilege, the Server State field is updated and the User State field becomes blank.

  • Page 128: Understanding Locks

    Click OK to return to the Privileges dialog box. The new value appears in the User Value field. As soon as the Amanda server receives the message about the change in state for this privilege, the Server Value field is updated and the User Value field becomes blank.
  • Page 129 Chapter 13: Privileges Lock States State Description Locked The server knows that the feature or set of features controlled by this lock are locked. So does the logged-on user. User unLock When the user clicks the Locked button, it changes to User unLock. When the user clicks OK to exit the dialog box, the server is notified.
  • Page 130 Using Amanda Portal Station...

  • Page 131: Using Phonics

    To change the pronunciation of existing directory names, you use the Phonics icon. To access Phonics: • From the Amanda Portal Station window, click the Phonics icon: The Phonics dialog box displays Directory Names and their phonetic spellings.
  • Page 132 Using Amanda@Large.NT Station To change the pronunciation of a name: Select the name or word whose pronunciation needs to be changed from the Text list box. Click Edit Phonics..The Word Pronunciation Teacher dialog box opens.
  • Page 133 Chapter 14: Using Phonics Click Speak to listen to the name. To get a better pronunciation, adjust the pronunciation by selecting pho- nemes from the American English Phoneme Table list box or typing phonemes in the Phoneme text box. To use the list box: Place the cursor in the Phoneme text box at the location where the phoneme should be inserted.
  • Page 134 Using Amanda@Large.NT Station When the name sounds as close as possible to the pronunciation you want, click Finish to return to the Phonics dialog box. Click OK or Apply. To add additional pronunciations for a name: Select the name or word that needs an additional pronunciation from the Text list box.
  • Page 135 Chapter 14: Using Phonics Click OK. : This does not add names to the public directory.
  • Page 136 Using Amanda@Large.NT Station...

  • Page 137: Security Code

    Click the Security Code icon: The Security Code dialog box opens. Type the security code you used to log on to Amanda Portal Station in the Logon Security Code text box. Type the new code for the selected mailbox in the New Security Code text box.
  • Page 138 Using Amanda Portal Station...

  • Page 139: Statistics

    How often you were notified about calls • How many messages you have To view mailbox statistics: From the Amanda Portal Station window, select a mailbox from the mailbox tree. Click the Statistics icon: The Statistics dialog box displays the data described in the following table.
  • Page 140 Using Amanda Portal Station Mailbox Statistics Option Description Created The date and time that this mailbox was created. Statistics started The date and time that this set of statistics started to accumu- late. Occasionally statistics are reset for a mailbox; otherwise the statistics start at the same time that the mailbox was cre- ated.
  • Page 141 Chapter 16: Statistics Mailbox Statistics (Continued) Option Description Current Urgent new The number of new (that is, unheard) messages that are also (Message Totals) urgent. The total number of unheard messages. Urgent The number of urgent messages that have already been non-new heard.
  • Page 142 Using Amanda Portal Station...

  • Page 143: Logon Options

    Logon Options You can view and often change the settings for your mailbox’s logon options. Amanda Portal Station is normally set up to use these settings to control how your mailbox interacts with you, but your settings may be ignored or overridden. If you cannot change one or more options, you may not have the privilege to do so or this option may have been, at least temporarily, locked by you or your administrator.
  • Page 144 When Amanda is supervising the call transfer, but not identifying the called party for the current mailbox, this option determines whether Amanda plays a beep for the caller when an answer is detected. When selected, Amanda plays the beep. When cleared, there is no beep.
  • Page 145 74 at any time during the message to hear its date—even if this option is cleared. Abbreviate date Controls how Amanda says the date for a message dated today or and time yesterday. When selected, Amanda says “today” or “yesterday” instead of the actual date, for example, “June 27...
  • Page 146 Amanda automatically returns to the first message as the next message. When cleared, as you listen to your last message, Amanda tells you that you have no more messages. Play skip ___ secs. The number of seconds to rewind or skip forward during message playback when a * (rewind) or # (skip forward) is pressed.

  • Page 147: Administrative Reports

    A report consists of rows and columns of mailbox information and statistics. There is one row for each mailbox on your Amanda system and a column for each field of information that you decide to include in the report. The rows...

  • Page 148: Example Report (When Saved As Text)

    Making decisions about disk space, users, and so forth based on the information in the reports To manage administrative reports: • From the Amanda Portal Station window, click the Administrative Reports icon: The Administrative Reports window allows you to manage reports.

  • Page 149: Creating Reports And Report Templates

    Chapter 18: Administrative Reports This Administrative Reports window has just one drop-down menu. You use the file menu to create and save template and to save reports. The other items on the menu bar (Query, Set Columns, and Set Mailboxes) are commands. You use Set columns and Set Mailboxes to design the report or template.
  • Page 150 Using Amanda Portal Station To create a report: From the Administrative Report dialog box, click Set Columns… on the menu bar. The Report Column Designer dialog box opens. The fields (or properties) you select will appear as columns in the report with the field name as the column header.
  • Page 151 Chapter 18: Administrative Reports To select a field to appear as a column in the report: Select one of the tabs above the Fields list box. Select a field from the Fields list box. Click >>Add>> to move that field to the Columns list box. Double-clicking also moves the fields from one list to the other.
  • Page 152 Using Amanda Portal Station To limit the report to a subset of these mailboxes: Select a mailbox from the Mailbox Tree. Do one of the following: • Click >>Add>> to add the selected mailbox. • Click >>Add All Children>> to add the immediate descendants of the selected mailbox.

  • Page 153: Creating Reports From Existing Templates

    Chapter 18: Administrative Reports To save this report design as a template: Select File Save Template..from the menu bar. The Save Report Template dialog box opens. The word “Report” is the prefix for the name of any report. Type a name for the template text box. Click OK.

  • Page 154: Saving Reports As Files

    Using Amanda Portal Station Select the name of an existing template from the Template drop-down list box. Click OK to return to the Administrative Reports dialog box. Click Query on the menu bar. The report appears in the Administrative Reports dialog box.

  • Page 155: Understanding The Report Fields

    The setting for the logon option, Abbreviate Date and Time. When True, Amanda says “today” or “yesterday” instead of the actual date, for example, “June 27 1999.” When False, Amanda says only the actual date, such as “June 27 , 1999.”...
  • Page 156 Abbreviate Greeting The setting for the incoming call option, Abbreviate “Leave Message” Prompt. When True, Amanda says, “Please leave a message at the tone.” This is the shortened version of the sys- tem greeting. When False, Amanda says, “Please leave a message for”...
  • Page 157 Extension field in the General Informa- tion dialog box). Greeting Delay The number of milliseconds after the current greet- ing plays that Amanda waits for the caller to make a selection. Guests Left Remaining number of guest mailboxes that can be created from this mailbox.
  • Page 158 Using Amanda Portal Station Report Fields (Continued) Field Name Description General (cont.) Play Date/Time Indicates whether the logon option, Play Date And Time, is on or off. Play From Indicates whether the logon option, Play From, is on or off.
  • Page 159 Chapter 18: Administrative Reports Report Fields (Continued) Field Name Description Privilege Configuration Privilege Indicates that this mailbox has the Configuration (cont.) privilege. Create Mailbox Privilege Indicates that this mailbox has the Create Mailbox privilege, allowing its owner to create mailboxes— other than guest mailboxes.
  • Page 160 Using Amanda Portal Station Report Fields (Continued) Field Name Description Privilege Method Edit Privilege Indicates that this mailbox has the Method Edit (cont.) privilege. Monitor Privilege Indicates that this mailbox has the Monitor privi- lege. Notify Record Privilege Indicates that this mailbox has the Notify Record privilege.
  • Page 161 Chapter 18: Administrative Reports Report Fields (Continued) Field Name Description Message Messages To Be Purged The number of messages to be purged (based on (cont.) age). Purge Deleted Messages Indicates whether deleted messages are to be purged. Purge Messages Indicates whether messages are purged based on age.
  • Page 162 Using Amanda Portal Station Report Fields (Continued) Field Name Description Statistics Connect Count The setting for the Connect Count statistic. (cont.) Initial Time The setting for the Initial Time statistic. Last Call Time The setting for the Last Call Time statistic.

  • Page 163: Administrative Monitor

    Chapter 19: Administrative Monitor Amanda’s Administrative Monitor lets you view the real time status of the Amanda system server from a workstation on your Wide Area Network (WAN). To access Administrative Monitor: • From the Amanda Portal Station window, click the...

  • Page 164: Monitoring Ports

    To monitor ports: • From the Monitor dialog box, click the Ports tab. The Ports dialog box lists the ports currently connected to the Amanda server. The following table explains the columns found in the dialog box.

  • Page 165: Resetting Ports

    The last time a call was taken. Taken Resetting Ports You can reset individual ports on the Amanda system without shutting down the system. Resetting a port forces a hangup and changes the port’s state to on-hook. Anyone using the port being reset will be disconnected AUTION without warning.

  • Page 166: Monitoring Users

    Explains what the user is doing or what is being done on his behalf. Auto A schedule is being executed on behalf of a user. Scheduler monitor A monitoring activity is being executed. network A user is connected through telnet, CallQ, or Amanda Portal Station.

  • Page 167: Disconnecting Users

    A job is being executed. startup The startup job is being executed (as the Amanda server starts). template A notification record is being executed. A user is connected through the world-wide web/ Internet.

  • Page 168: Tracing Port Activity

    The path to Amanda’s trace file is usually: C:\amanda\computerName_trace.txt where computerName is the name of your computer. This file is located wherever you have installed Amanda. It is created each time Amanda starts running. It may wrap around depending on the trace_wrap configuration setting.

  • Page 169: Checking General Information

    To monitor general activity: • From the Monitor dialog box, click the General tab. Monitoring Resources You can use resource information to find bottlenecks in the Amanda system and determine if another voice board is needed. To monitor resources: •...
  • Page 170 Using Amanda Portal Station Resources Column Description Type The type of resource being used. Fax processing device. Loopstart device: line device that sets hook on/off. serial Serial port, usually for SMDI. sndcard Sound card device. T1 device; time slot. Voice processing device (DSP) for playing, recording, and dialing PCPM.
  • Page 171 To test tcl commands: From the Amanda Portal Station window, click the Tcl Command icon: The Tcl Command dialog box opens. Type the command in the Tcl Command text box.
  • Page 172 Using Amanda Portal Station There are three tcl interpreters available to you: one on the server and two on the client workstation. The server interpreter has access to every- thing. The local user interpreter has access to information about the cur- rent mailbox.
  • Page 173 Abbreviate Dates messages see pagers report field Amanda beeps Abbreviate Greeting monitoring connection report field Amanda administrators Begin Record abbreviating Amount of hard disk space report field dates available Both Locked adding ancestors Both unLocked methods Announcement Mailbox Privi-...
  • Page 174 Using Amanda Portal Station call screening recording current greetings privileges composing setting Call Screening Privilege messages Custom Busy report field Configuration Privilege report field Called Seconds report field custom busy greetings report field Connect Count creating Caller and User Options...
  • Page 175 From column mailboxes for end user future delivery Guests Left support messages report field examples guide greetings overview reports 9, 37 existing General Information holding methods Grammar Privilege busy extension exiting report field Amanda Portal Station...
  • Page 176 Using Amanda Portal Station loading main window icons report templates managing messages Locked folders Identify Called Party locking greetings report field overview lists immediate locks mailboxes descendants understanding reports Immediate Descendants logging off Max Greeting Length importing logging on report field...
  • Page 177 Index Message Copy To Privilege rewind time monitoring report field sending Amanda Message Folders skip forward time port information message lights time limits ports notification undeleting privileges 72, 86 Message Relocation Privilege urgent users Messages To Be Purged moving report field...
  • Page 178 Using Amanda Portal Station creating notification phonics resetting records overview resetting privileges emergency lists pickup status groups notification times last used message lights Play “Begin recording at the tracing activity messages tone” prompt types 24, 144 methods Play “Please hold” prompt...
  • Page 179 Index public directory report field description adding users resetting disabling Purge Deleted Messages ports execution days report field privileges testing records Purge Messages reusing screening report field report templates privileges reviewing Security Code greetings security codes 24, 144 messages changing read-receipt privileges sending...
  • Page 180 Using Amanda Portal Station trace files User unLock creating User Value asynchronous information tracing users creating trace files disconnecting command results port activity disconnecting privileges commands trademarks testing commands Transfer Method languages Tcl Command report field messages for other users...

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