Message Manager is a Windows-based
graphical user interface (GUI) that allows the INTUITY AUDIX system messages
to be viewed on a PC screen through a local area network (LAN) or dial-up
connection. Subscribers with Message Manager can create, send, and receive
messages that contain multiple media types—voice, fax, text, or file
attachments (attached software files). Additionally, it can print faxes
and text to a printer.
The visual aspects of Message Manager
distinguishes it from other voice messaging products. Message Manager
allows you to view the name of the person who sent the message, a brief
subject that describes the message, the time and date that the message
was received, and the type of message that was received. This information
helps subscribers prioritize how they access messages and develop mailing
lists more easily.
Message Manager (Release 4.6 and
later) is available in seven languages—English, French, Spanish,
Brazilian Portuguese, German, Dutch, and Italian. Additional languages
are being considered for future releases.
Topics include:
Capabilities
and Benefits
Message Manager offers product capabilities
that facilitate the way subscribers organize their messages.
Capabilities
Message Manager includes the following
basic capabilities:
- Visual display of the INTUITY
AUDIX mailbox, with the ability to play or view any component, including
voice through a simple GUI
- A Personal Phonebook for
storing addresses and important information on a PC, independent of
the INTUITY AUDIX server
- Support for playing and recording
messages, greetings, and names on a PC sound card
- Remote access to your messages
through a high-speed modem
- The ability to receive,
create, and send voice, fax, and text messages and attached files
- Message annotation
- Nonsequential message retrieval
- Advanced playback controls
- Archival of the INTUITY
AUDIX messages to the PC hard drive
- Outcalling notification
- Support for multiple greetings
- The ability to send and receive email messages
through Message Manager with Internet Messaging
- Ability to receive, forward, and delete
fax messages, display faxes and text messages, and print faxes and text
messages to a printer.
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Note: Unlike other INTUITY AUDIX systems
like Release 5.1 and LX, you cannot print to a fax machine. For
a more detailed description of Message Manager features, see Messaging
Enhancements.
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Requirements
to Run Message Manager
Message Manager requires client software
and minimum hardware standards and a LAN connection to the INTUITY AUDIX
server.
Software and Hardware Requirements
For Message Manager 4.5 and later, the following requirements
are necessary to support Message Manager.
Verify you have the following minimum
hardware and software components:
- Minimum of a 486, 66 MHz
PC with 16 MB of RAM and 19 MB of available hard disk storage (assuming
a Personal Address Book with 400 entries).
Exceptions include:
- The tutorial requires an additional 10
MB of disk storage.
- Possible additional RAM is needed by your
operating system for better performance (for example, 32 MB of RAM
for Windows NT).
- VGA or higher monitor (color
recommended)
- LAN interface card
- Windows Sockets (WINSOCK.DLL)
access to TCP/IP (either through a NetWare Loadable Module or a TCP/IP
protocol stack)
- Recommended: Mouse supported
by Microsoft Windows
- Optional Equipment:
- Speaker Phone
- Telephone headset
- A Microsoft Windows-compatible soundcard with speakers
- A microphone, or a computer headset for hands-free operation
One of the following compatible
operating systems:
- Windows NT Version 3.51,
with Service Pack 5
- Windows NT Version 4.0
- Windows 95
- Windows 98
LAN and the INTUITY AUDIX Server
Requirements
Requirements for the local area network
(LAN) include:
- LAN configuration that provides
TCP/IP transport between the INTUITY AUDIX server and client PC (Ethernet
networks such as the Novell Netware 3.11 operating system have been
tested)
- Ethernet network with valid
physical connection: 10BaseT twisted-pair for a DEFINITY AUDIX server,
and either 10BaseT, 10Base2 (thin coax), or 10 Base5 (thick coax) for
an INTUITY AUDIX server
- A customer-provided router
or other device to convert token-ring protocol to the required Ethernet
protocol if Message Manager is to communicate with a token-ring network
Internet Messaging Requirements
Message Manager Release 4.3 and above
supports Internet Messaging if the following requirements are met:
- INTUITY AUDIX
- Internet Messaging for INTUITY
AUDIX software and site license
- Two dedicated trusted servers
- NetCare (highly recommended)
for consultation and implementation assistance
System Capacity
The following system capacities apply:
- Up to 300 clients can be
registered at one time. A client is registered when a subscriber starts
the client application from a PC, which invokes a TCP/IP session. (Subscribers
must exit the client application to "unregister" the client.)
- Up to 64 INTUITY AUDIX login
sessions can be in progress at any one time, depending on the INTUITY
platform used. An INTUITY AUDIX login session starts when a subscriber
logs in to an INTUITY AUDIX mailbox from a PC. The INTUITY AUDIX server
terminates a login session if a session has been inactive for the amount
of time set in the
LAN Session Timeout field on the System-Parameters
IMAPI-Options screen. However, the client registration is still active,
and an INTUITY AUDIX login session is established automatically again
when the client starts using INTUITY Message Manager.
- As many audio sessions as
voice ports purchased can be in progress at any one time. This means
that a subscriber is logged in to the INTUITY AUDIX (one of the up to
64 login sessions) and an audio session is active (for example, a subscriber
is listening to a voice mail message). When the audio session is completed,
INTUITY AUDIX disconnects the voice port. The client application remains
one of the INTUITY AUDIX login sessions until the inactivity timeout
takes effect or Message Manager is minimized or closed.
Messaging
Enhancements
Every Message Manager release offers
features that add to the efficiency of any work environment. These features
are summarized in the section that follows.
New Message Notification
Subscribers of Message Manager receive
a notification when a new message is received. This notification is either
a small icon that appears in the toolbar or a pop-up window that appears
on the PC screen.
From the main Message Manager screen,
subscribers can view the:
- Media type component or components
included in the message
- Sender of the message
- Subject of the message
- Time and date received
- Status of the message: priority,
private, or partial delivery
Play or View a Message
After you select a folder, the messages
stored within the folder are displayed. You can select one of the messages
either to play it or to view its contents. The following explains the
options available for playing or viewing a message:
- Voice
The system plays the message
through an audio connection or the sound card, depending on the selected
option.
- Fax
The Fax Viewer displays
the fax on the screen. You can read the fax on the screen or print its
contents to a printer.
- Text
The Text Viewer displays
the message on the screen. You can read the text on the screen or print
its contents to a printer. If you receive email messages through Message
Manager, the message is displayed as a text component.
- Attached Files
You can view several types
of files. Once you select a file from the list, you can start the corresponding
program and view the file or you can export the file to your own computer.
Reply to or Forward a Message
After you play or view a message,
you might want to add your comments and respond to the sender or mail
it to another INTUITY AUDIX subscriber:
- Reply to Sender
You can create a message
to send back to the sender by using automatic addressing. Include any
or all of the original message components, plus any new components.
- Forward
You can add your comments
to the message you received and then send them and the original message
to another INTUITY AUDIX subscriber or to an email address (if Internet
Messaging is installed).
Send Messages to Multiple Recipients
You can create and send a message
to one or several people, with one or more message components. You can
decide to deliver the message as soon as possible or schedule the message
for a later delivery time.
Addressing
You can send the message to just
one person, a list of people, or to someone who has email on a remote
system.
Send Faxes
The optional fax software for Message
Manager is used to create and send a new fax message. After the fax is
sent, you can use the Outgoing Folder to check the status of the fax.
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Note: You create a fax by printing a file
using the Message Manager faxprint driver. This capability converts
files to fax formats. You cannot create a fax by simply sending
a fax to the INTUITYAUDIX mailbox from a fax machine.
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Fax from Other Applications
Although faxes can be stored in and
sent from Message Manager, you can create and send a new fax from any
other application that allows printing. However, you cannot send a fax
to a Message Manager mailbox from a fax machine.
Create a Custom Fax Cover Page
You can use the Fax Cover Page Designer
to add text or bitmap graphics to the fax cover page. You can also use
the Designer to change the location and size of the Message Manager text
display areas.
Send and Receive Email
If your server is set up for Internet
Messaging, you can send and receive email messages. An email message is
like any other Message Manager message, except that you address it differently
from the way you address mail sent internally.
Use the Outgoing Folder
After a message is sent, you can
check its delivery status by opening the Outgoing Folder. The Outgoing
Folder lists all the messages you have sent, indicates the time when they
were sent, and confirms whether the recipient has received or accessed
the message. In this folder, you can access more delivery information
by double-clicking a message or by highlighting a message and selecting
the View Delivery Report option under the Activity pull-down menu.
Build Personal Phonebook
You can use the Personal Phonebook
in Message Manager to store "cards" with the addresses of the INTUITY
AUDIX subscribers, as well as other numbers and notes. Once subscribers
are added to the Phonebook, you can quickly add them to an address list.
The Personal Phonebook is stored on your PC and can be used while you
are working offline.
Build INTUITY AUDIX Lists
With INTUITY AUDIX lists, you can
store the addresses of sets of people to whom you want to send messages
all at once, such as a project team or a corporate department. You can
quickly address a message to an entire address list. INTUITY AUDIX lists
are stored on the INTUITY AUDIX server and are not available offline.
Work Offline
If you work away from the office,
you might want to edit messages that you have received or compose new
messages and then log in later and send the messages during a single telephone
call. This procedure saves toll charges because an INTUITY AUDIX server
connection is not required.
Minimize or Lock Message Manager
You can minimize Message Manager
and still be notified of new messages throughout the day. Later, you can
restore the program to retrieve messages or to create and send new messages.
For enhanced security, Message Manager
has a Lock feature. When you select the Lock icon, the application is
minimized and requires your INTUITY AUDIX password to be restored. Locking
Message Manager prevents others from accessing your INTUITY AUDIX mailbox.
This capability is inactive while you work offline.
Record Your Name or Greetings
When you install Message Manager,
you can use your name and personal greeting that were recorded through
the INTUITY AUDIX telephone interface. You can select a menu option to
record your name or to display a screen for recording and managing greetings.
The INTUITY AUDIX server uses the choices you make in Message Manager
for playing names or greetings to your callers.
Outcalling
If you are away from the office,
Message Manager can still notify you of new INTUITY AUDIX messages. Use
the Outcalling feature to enter a telephone or pager number that the INTUITY
AUDIX server dials to notify you of new messages.
Sound Card
Message Manager uses an audio connection
to your telephone to play or record voice messages or greetings. However,
you can use your computer's sound card with speakers and a microphone
instead, which is also the only way to play or record your voice messages
while you work offline.
Planning
Considerations
An account representative works with
the customer to determine the optimal configuration of software and hardware
to meet present needs and future plans.
Planning the integration of Message
Manager with the INTUITY AUDIX system can involve the customer's PC/LAN
system administrator. Another important planning consideration is understanding
that customers are responsible for installing Message Manager. Customers
are responsible whether the installation is on a PC or on a server for
access by subscribers over a LAN. The application can be installed from
diskettes, from a CD, or from a LAN file server.
The following sections highlight
some of the major considerations customers must be aware of to take full
advantage of a multimedia messaging system, such as Message Manager.
Message Size
A multimedia message that is created
through Message Manager can have a significant impact on the space allocated
for subscriber mailboxes. A mailbox can have up to 1800 seconds of recorded
voice messages, which is approximately 2.4 MB. Files that are attached
through Message Manager could fill up a mailbox very quickly.
LAN Impact
The INTUITY AUDIX system is viewed
as a server on a LAN. The PC/LAN system administrator at a customer's
site should handle LAN installation, administration, and troubleshooting.
Use the information in the table
for Impact of Message Manager on LAN Traffic
to calculate how much of the LAN traffic on a system is expected to be
comprised of Message Manager messages (including messages with attached
components) based on the number of messages that a typical subscriber
generates during a busy hour.
Table: Impact of Message Manager on LAN Traffic
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Component Type
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Packet Size Distribution
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Message Manager (Packets per Hour)
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Message Manager (Packets per Second)
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Voice (without sound card)
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- 96% small packet messages (100 bytes)
- 4% large packet messages (1 KB)
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102
(without sound card)
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102 (packets/hour/subscriber) times
number of subscribers divided by 3600 (seconds/hour)
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Voice (with sound card)
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- 50% small packet
messages (100 bytes)
- 50% large packet
messages (1 KB)
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111
(with sound card)
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111 (packets/hour/subscriber) times
number of subscribers divided by 3600 (seconds/hour)
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Fax
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- 33% small packet
messages (100 bytes)
- 67% large packet
messages (1 KB)
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20
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20 (packets/hour/subscriber) times
number of subscribers divided by 3600 (seconds/hour)
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Message Manager text message
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- 33% small packet
messages (100 bytes)
- 67% large packet
messages (1 KB)
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25
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25 (packets/hour/subscriber) times
number of subscribers divided by 3600 (seconds/hour)
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