Basic Messaging Administration

This topic describes how to set up most of the Communication Manager system parameters for Communication Manager Messaging. This topic assumes you know basic Communication Manager Messaging software commands and navigation, such as logging in and out of the server. If you are not familiar with the messaging software basics, read Getting Started before you continue.

This topic describes the following procedures:

• Defining System Limits
• Changing Extension Numbers and Extension Length
• Defining Basic Features and Parameters
• Controlling Call Transfers
• Defining Thresholds for Warnings
• Setting up Community Sending Restrictions
• Setting up Outcalling
• Setting Up a Broadcast Mailbox and Sending Broadcast Messages
• Sending Login Announcements
• Setting up and testing CMM Lockout Notification

Defining System Limits

Note: Administration Checklists contains a checklist of initial administrative tasks you can use as a guide for performing messaging administration.

Your messaging software comes with default system limits. These limits consist primarily of maximum capacities for such items as stored messages and message-delivery lists. You can change system limits at any time on the Limits page to define system capacities.

Note: You must use the sa login to change data on the Limits page. Voice messaging administrators who use the vm login can view only the data on this screen.

To define system limits:

 

1. Log in to the Communication Manager Messaging web pages
2. On the left hand panel, under Messaging Administration, click Limits.

The system displays the Limits screen.

3. Complete the fields on this screen using the information in the table for Field Definitions: Limits page.
4. When you finish entering system limit information, click the Update Limits button.

 

Changing Extension Numbers

To a change the extension of a local or a remote subscriber:

1. Under Messaging Administration, click the Subscriber Management link. The Manage Subscriber page is displayed.
2. Click Manage for Local Subscribers or Remote Subscriber depending on the type of subscriber whose extension you want to change.

   The Manage Local Subscribers or Manager Remote Subscribers page is displayed

3. Select the subscriber from the list.
4. Click Edit/Delete the Selected Subscriber button (local subscriber) or Edit the Selected Subscriber button (remote subscriber).
5. In the Extension field, type in the desired extension.
6. Click Save.

Guidelines for Using the Change Extensions page

The Change Extensions page allows you to change a block of extensions for local and remote servers. To access the page, go to Utilities menu on the left hand panel.

Consider the following guidelines before you change extension numbers:

• To change the length of local extension numbers:
• First change the length of extensions at the platform level, using the Switch Link Administration page.
• To move numbers on the local machine:
• This screen can move all of the covering extensions in a given range of numbers. However, it does not change references to the local system in networked systems.
• If the system you want to change is networked to other messaging systems, you must also change the extension length for this machine in all connected systems.
• Ports on the system with local subscribers whose extensions are to be changed are disabled while you make the necessary changes. Therefore, plan to make the changes when traffic is slow.
• To change automated attendant extensions:

This screen does not change the extensions for automated attendants. If you use this screen to change an extension, and an automated attendant is set up to call that extension, follow the procedures in Automated Attendant and Bulletin Boards to change the automated attendant extension.

Changing a Block of Extensions (and Changing the Length of the Extensions)

To change the length of local extension numbers, you must first make changes to the Communication Manager server itself, and then make changes in the messaging administration.

Extension Length Changes

To change the extension length in the messaging administration:

1. Go to the Switch Link Administration page.

2. Select a value between 3 through 10 in the Extension Length drop-down menu. The number must match the dial plan of the Communication Manager server.
3. Click Save to update the system.

Changing a Block of Extension

You may or may not choose to change the extension length before changing a block of extensions.

To change a block of extensions:

1. Under Utilities, click Change Extensions link.

   The Change Extensions page is displayed.

2. From the Machine Name drop-down menu, select the name of the machine on which you on which you plan to change or add extensions.

If you have changed the extension length, the system displays the new extension length in the Extension Length: field.

3. Note the ranges of extension numbers in the Start Extension and End Extension fields on the Edit Messaging Server page before you make any modifications.

Tip: If you have a system printer, print a copy of the extension assignments before you continue.

5. You can update a remote machine by selecting the appropriate machine name on the page.
6. In the Old Beginning Extensions: field and the Old Ending Extensions: field, enter the boundaries of the extension numbers you are changing. That is, enter two numbers: the beginning (smallest affected) extension number and the ending (largest affected) extension number.
7. In the New Beginning Extensions: field, and the New Ending Extensions: enter the beginning number and the ending number of the new block of numbers.

Change Address Range

After you decide the new extension block, you can edit the address range for the local server or a remote server.

To edit the address range:

For Local Server, go to Server Administration and click Messaging Server Admin link. The Edit Messaging Server page is displayed.

For Networked Server, go to Server Administration and click Networked Servers. The Edit Networked Server page is displayed.

1. Re-enter the prefixes and the start and end extensions as you want them when the conversion is completed.
2. Busyout the local voice ports.
   
   

   The network ports of the machine on which the local subscriber's extension length was changed must remain busied out until the change is administered on all remote systems.

   
   
3. Release all voice ports from the busy condition.

Changing a Block of Extensions (No Change in the Length of the Extensions)

To change a block of extensions from one series of numbers to another series of equal length:

The Change Extensions page affects many other settings on local and remote networked messaging systems. Use this page only after you carefully plan the changes you want to make.

 

1. Read the precautions in Guidelines for Using the Change Extensions screen.
2. On the Messaging Administration page, under Utilities, click Change Extensions link.
3. If you want to change a block of extension, you can do so by doing accessing the Change Extensions page:
• Under Utilities, click Change Extensions
4. Note the ranges of extension numbers in the Start Extension and End Extension fields before you make any modifications.
5. Change the Start Extension and End Extension fields to define an address range that includes the new block of extensions.
6. Click Save.
7. Busy out all voice ports on the machine on which you want to change extension numbers for local subscribers.
8. For Remote systems, select the desired machine from the Machine Name: field. If you want to change its block of extensions, define the intended new block of extensions.
9. In the Machine Name: drop-down menu, select the name of the Communication Manager Messaging server on which you are changing extension numbers for local subscribers. This is the only system on which you perform this procedure.
10. In the Old Beginning Extensions: field and the Old Ending Extensions: field, enter the boundaries of the extension numbers you are changing. That is, enter two numbers: the beginning (smallest affected) extension number and the ending (largest affected) extension number.
11. In the New Beginning Extensions: field, and the New Ending Extensions: enter the beginning number and the ending number of the new block of numbers.
12. Release the voice ports on the local system. See Releasing Channels for more information.

    The local system automatically updates any remote system with the extension number changes.

    Note: If a remote system is not administered to receive automatic updates, you can request for an update. On the left hand panel, under Server Administration, click Request Remote Update link. The Requets Remote Update page displays the status of the request.

Defining Basic Features and Parameters

The messaging software comes with default login parameters and default system time limits. Also, certain features that must be activated globally for all subscribers (for example, Multiple Personal Greetings) are either activated or not activated by default. You might want to change some of these parameters or to activate or deactivate features as the needs of system subscribers change.

Note: You must use the sa login to change data on this screen. Voice messaging administrators who use the vm login can view only the data on this screen

To change system features and parameters:

1. Log in to the Communication Manager Messaging web page
2. On the left hand panel, under Messaging Administration, click System Administration to administer system feature parameters.At the enter command: prompt, enter change

   The system displays the Administer System Attributes and Features page.

3. The following features can be administered:
• Log-In Parameters
• Subsciber Password Aging Limits (DAYS)
• Input Time Limits (Days)
• Disconnect Options
• Miscellaneous Parameters
• Feature Activation
• Multimedia Parameters
• Call Transfer Out of Messaging
• Announcement Sets
• Rescheduling Increments for Full Mailbox Delivery

3. Click Save.

Controlling Call Transfers

This topic describes how to add or deny transfers to certain numbers out of the messaging software and how to enable transfers to others.

Factors to consider when planning Call Transfer Controls

The Transfer Security pages give you control over call transfers and use of the pages helps to prevent toll fraud. Use these pages to specify extensions to which a caller is permitted to transfer.

Callers cannot transfer to numbers expressly denied. For example, you may want to forbid call transfer to numbers beginning with 9 if this number accesses an outside line.

Denied numbers override numbers not specified on these pages. Allowed numbers override numbers specifically denied. For example:

To deny all numbers, enter all in the From field of the Add Denied Transfer Numbers page and leave the To field blank. You can use a similar method to enter a single number (rather than a range) in either the Add Denied Transfer Numbers page or the Add Allowed Transfer Numbers page. Simply enter the number you need into the From field of the applicable page.

Adding Allowed Call Transfer Numbers

Use the Add Allowed Transfer Numbers page to specify permitted transfer numbers. The purpose of allowed transfer numbers is to specify numbers that would otherwise be denied because they are included on the list of denied transfer numbers.

• If the Denied Transfer Numbers contains the entry "all," transfers are allowed only to those numbers that appear on the Display Allowed Transfer Numbers page.
• If the Denied Transfer Numbers does not contain the entry "all," all transfers are allowed.

To add allowed transfer numbers:

1. Go to the Add Allowed Transfer Numbers page.

2. Do one of the following:
   • Enter a starting extension in the From field and an ending extension in the To field to allow a range of numbers. Most administrators choose to deny all transfers as described in Denying Call Transfers, and then use this page to specify the few numbers or classes of numbers that do not affect system security.

   For example, enter 4000 in the From field and 5999 in the To field to allow 4-digit transfers to any numbers between 4000 and 5999.

   • Enter all in the From and To fields to allow all transfers.

Note: No two allowed transfer entries can overlap each other. For example, you cannot make an entry to allow transfer numbers between 4000 and 5999 and then make another entry to allow transfer numbers between 5000 and 6999. Instead, enter one range of from 4000 to 6999.

3. Click Save to save the information in the system database, and continue entering ranges of numbers until you have allowed the necessary numbers.
4. To confirm that your entries will have the correct accumulated effect, you can display the ranges together:
1. Click Back to return to the Call Transfer page.
2. Select Allowed Number Display to view the extension ranges you have selected.
3. Verify that all the extensions you want to allow are included in the displayed ranges.

Deleting Allowed Transfer Numbers

Use the Delete Allowed Transfer Numbers page to remove entries from the allowed transfer numbers database. The purpose of allowed transfer numbers is to specify numbers that would otherwise be denied due to the list of denied transfer numbers.

• If the Denied Transfer Numbers contains the entry "all," transfers are allowed only to those numbers that appear on the Display Allowed Transfer Numbers page.
• If the Denied Transfer Numbers does not contain the entry "all," all transfers are allowed.

To delete allowed transfer numbers:

1. Go to the Delete Allowed Transfer Numbers page.

2. Enter a starting extension in the From field and an ending extension in the To field to allow a range of numbers that you want to delete.

Displaying Allowed Transfer Numbers

You can display allowed transfers numbers. This page displays the entries in the allowed transfer numbers database.

To display allowed transfer numbers:

• Go to the Display Allowed Transfer Numbers page.

Adding Denied Call Transfer Numbers

To add denied transfer numbers:

1. Go to the Add Denied Transfer Numbers page.

2. Do one of the following:
   • Enter all in the From field to deny all transfers. Most administrators choose to deny all transfers, and then allow a few numbers or classes of numbers that do not affect system security.
   • Enter a starting extension in the From field and an ending extension in the To field to deny a range of numbers.

     For example, enter 4000 in the From field and 5999 in the To field to restrict 4-digit transfers to any numbers between 4000 and 5999.

Note: No two restricting entries can overlap each other. For example, you cannot enter a restriction to any numbers between 4000 and 5999 then enter another restriction between 5000 and 6999. Instead, enter one range of 4000 to 6999.

3. When you finish entering transfer number information, click Save to save the information in the system database.
4. To confirm that your entries will have the correct accumulated effect, you can display the ranges together:
1. Click Back on your browser to return to the Call Transfer page.
2. Select Denied Numbers Display to view the extension ranges you have selected.
3. Verify that all the extensions you want to deny are included in the displayed ranges.

Deleting Denied Transfer Numbers

You can delete entries from the denied transfers numbers database.

To delete denied transfer numbers:

1. Go to the Delete Denied Transfer Numbers page.

2. Enter a starting extension in the From field and an ending extension in the To field to allow a range of numbers that you want to delete.

Displaying Denied Transfer Numbers

You can display denied transfers numbers. This page displays the entries in the denied transfer numbers database.

To display denied transfer numbers:

• Go to the Display Denied Transfer Numbers page.

Defining Thresholds for Warnings

The messaging software plays a warning message to subscribers when their mailboxes reach the threshold limits specified on the Thresholds page. You can change these thresholds as the use of your system changes.

Note: You must use the sa login to change data on this screen. Voice messaging administrators who use the vm login can view only the data on this screen.

To change the system thresholds:

1. Log in to the Communication Manager Messaging web page.
2. Under Messaging Administration, click the Thresholds link.

Complete the fields on this page by using the information in the table for Thresholds page.

3. Click Update Thresholds.

Setting Up Community Sending Restrictions

A community is group of subscribers to whom you have assigned some type of calling restrictions. The administration of communities enables you to further define the allowed call destinations of your subscribers.

You create a community to prevent members from:

• Sending mail to other groups
• Receiving mail from other groups

For example, imagine that you have just set up two communities. Community 1 cannot send messages to international communities. Therefore, you assign the subscribers who cannot have international access to Community 1. Community 2 has international access. Therefore, you assign the international machines and the individuals who are permitted to access international numbers to Community 2.

Then you administer the communities so that Community 1 is restricted from sending messages to Community 2. This process tells the messaging software which subscribers can and cannot access international destinations.

Once you have administered all communities here, you can assign individual subscribers to the desired community from the Manage Subscribers page. You can also assign machines to communities that are using the Machine Profile screen and the change machine machine_name command.

Note: You must use the sa login to change data on this screen. Voice messaging administrators who use the vm login can view only the data on this screen.

To set up sending restrictions between communities:

1. Log in to the Communication Manager Messaging web page.

2. Under Messaging Administration, click the Sending Restrictions link.

The system displays the Edit Sending Restrictions page.

3. Complete the fields on this screen by using the information in the table for Edit Sending Restrictions page.
   
   
4. Click Save.

Setting Up Outcalling

The Outcalling feature allows a subscriber to tell the messaging software to place a call to a specified number when the subscriber receives new messages. Use the Outcalling Options page to administer the outcalling options used by the Messaging feature.

Security Risk! Use of the outcalling feature greatly increases the risk of toll fraud. You must specify a maximum number of outcalling digits that is as small as possible. You also need to take precautions by placing additional restrictions on the messaging outcalling ports, other messaging ports, trunk access codes, and so on. See Security for more information.

Note: You must use the sa login to change data on this screen. Voice messaging administrators who use the vm login can only view the data on this screen.

To set up outcalling parameters:

1. Log in to the Communication Manager Messaging web page.


2. Under Messaging Administration, click the Outcalling Options link.

   The system displays the Outcalling Options page.

3. Complete the fields on this screen by using the information in the table for Outcalling Options page.
4. After administering the features, click Update Features button.

Note: After you have set up outcalling, you must also assign outcalling permission to each subscriber you want to be able to use the feature. See Adding, Changing, and Removing Subscribers for more information.

Broadcast Messages

A broadcast mailbox allows subscribers to send broadcast messages or login announcements. You must set up a specific broadcast mailbox to store the broadcast messages. When subscribers listen to a broadcast message or login announcement, the system actually retrieves it from the broadcast mailbox. Likewise, when subscribers record and send broadcast messages, they store them in the broadcast mailbox. The broadcast mailbox can contain a maximum of 16 broadcast messages and 1 login announcement.

Setting Up a Broadcast Mailbox

To set up a broadcast mailbox:

 

1. Log in to the Communication Manager Messaging web page.
2. Under Messaging Administration, click Subscriber Management.

   The system displays the Manage Subscriber page .

3. Type in a new mailbox number and click the Add or Edit button
4. Type the name of the broadcast mailbox in the Name: field.
5. Type the extension of the broadcast message in the Extension: field. Use an extension that is not administered on the switch.
6. Type the Class of Service name or number you want for this broadcast mailbox in the COS: field.
7. Type 0 in the Switch Number: field. The zero means that the broadcast mailbox has a voice messaging mailbox but does not have an extension on the switch.
8. Type y in the Broadcast Mailbox? field. The "y" identifies this mailbox as a broadcast mailbox.

Note: You can enter data in the Broadcast Mailbox? field only using the Add Local Subscriber page . You cannot change a broadcast mailbox to a regular subscriber mailbox or vice-versa through the Edit Local Subscriber page. To change the broadcast mailbox, you must remove the current broadcast mailbox and add a new one.



9. Enter none in the following fields:
   • Permissions, Type
   • Permissions, Broadcast
10. Enter the maximum number of days that you want any particular broadcast message to be active in your system in the Incoming Mailbox, Retention Times (days) field. Enter the same number of days for New, Old, and Unopened.
11. Enter the maximum number of seconds of mailbox space for the broadcast mailbox in the Mailbox Size, Maximum field. A valid entry is a number from 0 to 32767.

    Be sure you enter enough time for all the messages you believe your system will need to store at one time. Note that the maximum message length for a broadcast message varies, depending on the maximum message length administered for the specific subscriber who is creating a broadcast message.

12. Click Save.

Creating a Broadcast Message

A broadcast message is a message that you send to all messaging subscribers on a Communication Manager server. It is treated as a new message and is presented before normal messages. Broadcast messages are useful for company announcements or emergency announcements.

You create and send a broadcast message normally, except you do not address it. Instead, you mark the message as a broadcast message. You cannot send a broadcast message to subscribers on other systems or at other locations.

Guidelines for Broadcast Messages

Message notification turns on subscribers' message-waiting indicators when the message arrives. Turn on message notification only in emergencies. The system slows down significantly when many subscribers simultaneously try to get a broadcast message.

Administer the broadcast mailbox so that the system deletes the message from the broadcast mailbox when the message expires.

With a 2-day default expiration, subscribers can receive the message for up to 3 days, that is, during the day you send it and the next 2 days. After the third day, the message can no longer be accessed.

If the broadcast mailbox already has 16 active broadcast messages, your message is immediately categorized as nondeliverable.

Sending a Broadcast Message

To send a broadcast message:

1. Log in to your mailbox. See the process flowchart Broadcast Message Operation and Procedure.
2. Press 1 to record or 4 to review a message.
3. Record, edit, and address a message.
4. Press 8 to mark the message as broadcast.

   If a subscriber cannot mark a message as broadcast, the subscriber does not currently have permission to send broadcast messages. To allow a subscriber to send broadcast messages, go to the Edit Local Subscriber page and enter voice in the Broadcast: field.

5. (OPTIONAL) Press any of the following:

   1	Make private. (Press 1 again to undo.)
   3	Schedule delivery.
   4	File a copy.
   Note: A broadcast message cannot also be a priority message.

6. (OPTIONAL) Press * M to access the following additional options:

   1	Turn on message notification. (Press 1 again to undo.)
   2	Change the message expiration from the 2-day default: Enter numbers for the month and day of expiration. For example, press 1 0 0 8 for October 8. NOTE: The month can consist of either 1 or 2 digits. The day must consist of 2 digits. Press # to save the expiration date or press 2 to start over.
   #	Approve additional options.

7. Press # to approve your message.

Sending Login Announcements

A login announcement is a voice mail message that automatically plays to each subscriber when the subscriber logs into his or her mailbox.

Guidelines for Login Announcements

Login announcements have the following special characteristics. They:

• Do not turn on message-waiting indicators. Therefore, do not use login announcements for emergencies.
• Are not put in subscribers' mailboxes. Subscribers cannot delete, save, replay, or forward login announcements. Thus, the only way to replay login announcements is to log in again.
• Can be active only one at a time.
• Are delivered to subscribers at remote locations as normal messages.
• Do not activate outcalling.
• Do not show up on TeleTypewriter (TTY) systems. Therefore, a hearing-impaired subscriber who uses only TTY for messaging does not see them. Send TTY subscribers a mail message from a TTY instead.
• Go to all subscribers of the system. Therefore, be sure to record all login announcements in all languages used.

Making a Message a Login Announcement

To make a message a login announcement:

1. Log in to your mailbox. See the process flowchart Login Announcement Operation.
2. Press 1 or 4 to record or review a message.
3. Record, edit, and address the message as if it were a normal voice mail message.
4. Press 9 to mark the message as a login announcement.

   If a subscriber cannot mark a message as a login announcement, that subscriber does not currently have permission to send login announcements. To allow a subscriber to send login announcements, go to the Edit Local Subscriber page and enter login in the Broadcast: field.

   If the broadcast mailbox already holds a login announcement that is not yet expired, the messaging software informs broadcasters that new login announcements are nondeliverable.

   Note: A login announcement cannot also be marked as a private or priority message.

5. (OPTIONAL) Press:

   3	Schedule delivery.
   4	File a copy.

6. (OPTIONAL) Press * M to access the following additional options:

   1	To turn off dial-though capability. (Press 1 again to undo.) Note: Turning off dial-through ensures that subscribers hear the entire announcement when logging in.
   2	Change the message expiration from the 2-day default: Enter numbers for the month and day of expiration. For example, press 1 0 0 8 for October 8. NOTE: The month can consist of 1 or 2 digits. The day must consist of 2 digits. Press # to save the expiration date or press 2 again to start over.
   #	Approve additional options.

7. Press # to approve your message.

Setting up and testing CMM Lockout Notification

The CMM Lockout Notification feature allows the CMM application to call you or another administrator whenever a subscriber mailbox or a CMM administrator login is locked due to excessive failed login attempts. To set up this feature, you must create a lockout notification mailbox that uses outcalling to call the administrator’s telephone number when the mailbox is notified about a login violation.

Note: This lockout notification mailbox does not need to be associated with an extension on the Communication Manager server. This mailbox receives a text message every time a Linux login or mailbox login is locked out.

1. On the left navigation pane under IMAP/SMTP Administration, select General Options.

The General Options and Setting screen appears.
2. Ensure SMTP public LAN access enabled? field is set to Yes.
3. Set a value other than zero for the maximum number of INCOMING SMTP sessions field and the maximum number of OUTGOING SMTP sessions field.
4. On the left navigation pane under Messaging Administration, select Outcalling Options.

The Outcalling Options page appears.
5. Set the Outcalling Active field to Yes.
6. Click the Update Features button.
7. On the left navigation pane under Messaging Administration, select Subscriber Management.

The Manage Subscribers page appears.
8. Enter an unused mailbox into the Local Subscriber Mailbox Number field, and click the Add or Edit button.

The Add Local Subscriber screen appears.



Note: This mailbox does not need to be associated with an extension on the Communication Manager server. This mailbox receives a text message every time a Linux login or mailbox login is locked out.



9. In the Name field, enter the name "Lockout Notification" or a similar name to notify the user at login about the purpose of the mailbox.
10. In the Password field, enter the password for the Lockout Notification mailbox.
11. Scroll down on the screen to the Outcalling field.
12. In the Outcalling field, select Yes.
13. Click the Save button.
14. On the left navigation pane under Messaging Administration, select System Administration.

The Administer System Attributes and Features screen appears.
15. In the Lockout Notification Mailbox field, enter the number of the mailbox you set up in step 7.
16. Click the Save button.

Testing CMM Lockout Notification

1. Call the messaging hunt group telephone number and login to the mailbox you just created.
2. Perform the following steps:
1. Record a name for the mailbox, for example, "Lockout Notification."
2. Change the mailbox password, if prompted
3. Press 6, then press 1 to set the outcalling number.
4. Enter the telephone number the system should call with a lockout notification. Press #.
5. Enter 9 (y) to turn on outcalling.
6. Enter 1 to turn on for all new messages.
7. Hang up the telephone.
3. Call the messaging hunt group extension.
4. Use an incorrect password to log into a test subscriber mailbox (not the outcalling mailbox).
5. Repeat step 4 as many times as specified in the Consecutive Invalid Attempts field on the System Administration screen.
6. Check to see if the system calls the outcalling number you entered in step 2d.

 

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