Administration Checklists

Overview of administration checklists

This section is a quick-reference guide that you can use when you administer Communication Manager Messaging. The administration checklist is as follows:

 

Communication Manager

• Switch administration tasks

Installation technicians perform most of these tasks at the time of installation. They must be completed before you can operate the messaging software. The Switch Administration tasks are provided in two subsections:

• Required tasks - See Administering Communication Manager Messaging Installation and Initial Configuration
• Optional tasks - See Optional Switch Administration for Messaging Features

Communicatioin Manager Messaging

• Startup tasks for Communication Manager Messaging

Installation technicians perform the tasks listed in the Installation table. The system administrator performs the tasks listed in the startup administration table.

• Installation tasks
• Administration tasks
• Ongoing Administration and Maintenance tasks

 

These tasks include general maintenance and reporting tasks that the system administrator performs.

Who should read this section

Read this section if you are a:

• Messaging system administrator responsible for configuration and maintenance
• Site technician responsible for installation, upgrades, and maintenance

The procedures in this section assume that you know basic messaging software commands and rules for navigation. This includes how to log in and out of the system, the difference between the vm and sa logins. If you are not familiar with the basic operation of the messaging software, read Getting started before you continue.

 

Startup tasks for Communication Manager Messaging

The following startup tasks must be completed before the messaging software will work:

• Installation tasks
• Required Administration tasks
• Ongoing Maintenance and Administration

Installation and Initial Administratioin Tasks

In addition to switch administration tasks, Avaya technicians complete a number of other tasks during installation. These are listed in the Installation Checklist, see point 7 on the table.

Required Administration tasks

The system administrator completes the following tasks after installation is complete.

System default values exist for Tasks 1 through 7. If the default values meet the needs of your business, you can begin to add subscribers and run the messaging software immediately.

 

Administration Tasks

Task	Purpose	Page (All pages refer to Communication Manager Messaging web interface unless explicity stated)
Administer transfer type and restrictions.	This enhances system security by choosing the type of call transfers and coverages you will allow on your system and administer the extension ranges to which callers can transfer.	Under Messaging Administration, select System Administration
Change both the privileged account (system administrator,sa) and non-privileged account (voice mail administrator (vm) passwords.	This ensures system security and prevents unauthorized access to your messaging software.	Administrator Accounts on the Server (Maintenance) Web page. (Click Server (Maintenance) on the Administration menu of the System Management Interface.
Define system limits.	This defines maximum capacities for such things as stored messages and message delivery lists.	Under Messaging Administration, Limits
Define basic features and parameters.	This defines login parameters and system time limits and transfer type, and globally activate certain features for all subscribers, such as multiple personal greetings.	Under Messaging Administration, select Subscriber Management
Define thresholds for warnings.	This defines thresholds that determine when mailboxes get too full or disk space gets too low. The messaging software plays a voice warning to subscribers when mailboxes get too full. In addition, the messaging software displays a warning on the status line when disk space for system messages gets too low.	Under Messaging Administration, Thresholds
Define Class of Service options.	This defines classes of service which you may then assign to subscribers. A class of service (COS) is a set of messaging capabilities.	Under Messaging Administration Classes-of-Service
Add subscribers.	This defines subscriber mailboxes to the system with the messaging software.	Under Messaging Administration, Subscriber Management
Create subscriber name recordings (optional).	This records the subscriber's voiced name fragment so that a caller or voice mail recipient hears the name, not the extension number, of the subscriber. You may give subscribers the capability to record their own names. This option is highly recommended.	Messaging mailbox with announcement recording capability Subscriber Management
Set up community sending restrictions (optional).	This restricts groups of subscribers to whom you have assigned the same community number from sending mail to other groups or from receiving voice mail from other groups.	Under Messaging Administration, Sending Restrictions
Set up outcalling (optional).	This administers system-related outcalling parameters. Outcalling allows a subscriber to tell the messaging software to place calls to a specified number when the subscriber receives new messages.	Under Messaging Administration, Outcalling Options
Set up a broadcast mailbox (optional).	This sets up a broadcast mailbox. A broadcast mailbox allows subscribers to send broadcast messages.	Under Messaging Administration, Subscriber Management
Customize system announcements and fragments (optional).	This changes the announcements that the messaging software plays automatically to fit the needs of your company.	Under Messaging Administration Announcement Sets Announcements Admin - Voice Fragments, Announcements Announcements Copy
Set up automated attendants (optional).	This creates automatic answering so that callers hear a menu of options, depending on the time of day and administered call routing. The callers then select options and transfer to other destinations by pressing touchtone buttons or dialing extensions.	Under Messaging Administration Attendant Management - Auto-Attendant Routing Business & Holiday Schedule, Routing, Menu Tree
Set up a bulletin board (optional).	This defines a bulletin board, which lets callers access a bulletin board to hear updated information or select messages from a menu of options.	Under Messaging Administration, select Subscriber Management
Define Text-to-Speech (TTS) options (optional).	This determines what parts of text messages are converted into speech.	Under Messaging Administration, select Subscriber Management
16. 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. 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.	Steps to set up CMM Lockout notification Under  IMAP/SMTP Administration, select General Options and ensure SMTP LAN access is enabled Under Messaging Administration, select Outcalling Options and ensure that outcalling is enabled Add a new subscriber with a name similar to Lockout to know the purpose of the mailbox. On the same page, enable Outcalling Under Messaging Administration, select System Administration and provide the number of the mailbox you set up for Lockout Notification �

Ongoing administration and maintenance tasks

The following checklist lists tasks you do on a regular basis to keep the Communication Manager system with the messaging software operating properly.
 

Table: Ongoing Administration and Maintenance Checklist

Task	Purpose	Page (All pages refer to Communication Manager Messaging web intergace unless stated explicitly)
Review tasks in the previous table.	This revises initial administration as your business and users' needs change.	See the Startup Administration checklist.
Administer and remove subscribers, as necessary.	This maintains subscriber profiles to reflect current needs and staffing.	Under Messaging Administration, Subscriber Management
Reassign subscriber default password.	This reassigns a subscriber's default password if the subscriber forgets it.	Under Messaging Administration, Subscriber Management
Unlock a subscriber's mailbox.	This unlocks a subscriber's mailbox if too many unsuccessful attempts have been made to log in to it.	Under Messaging Administration, Subscriber Management
Run traffic reports.	This displays messaging traffic information to help you troubleshoot and find ways to improve system efficiency.	Click the Measurements link under the Reports menu. The following options are available: Load Daily Traffic Load Hourly Traffic Remote-Messages Daily Traffic Remote-Messages Monthly Traffic Network-Load Hourly or Daily Traffic Community Daily Traffic Community Hourly Traffic Feature Daily Traffic Feature Hourly Traffic Special-features Daily or Hourly Traffic Traffic-Snapshot Daily or Monthly Traffic
Administer and check the Activity Log.	This allows you to investigate subscriber activity to resolve reported problems.	Under Messaging Administration, Activity Log Configuration
Check the Alarm Report.	This displays active or resolved messaging software alarms. You can check that alarms are cleared after service procedures are performed, and troubleshoot intermittent problems that resolve themselves and then recur.	Under Logs, Alarm
Check the Administration Log.	This allows you to display and investigate administrative entries that you can solve.	Under Logs, Administrator
Run audits.	This synchronizes the system software and the disk after you have made administrative changes. Also, run audits to allow the system to readjust itself after an alarm.	Under Utilities, Messaging DB Audits Mailboxes. This page has provision to audit the following: View History Mailing Lists Mailbox Names Network Data Personal Directories Subscriber Data Voice Files Nightly and weekly data
Backup data on demand, and restore data if needed.	This stores backup system data immediately after a large number of changes.	Use the Communication Manager server web browser Data Backup/Restore options.
Perform a Backup		Backup messaging translations data.
Prepare for Scheduled Backups		The time of scheduled backups should already be established. Add messaging data to the backups.

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