Administration Checklists

Overview of administration checklists

This section is a quick-reference guide that you can use when you administer your INTUITY AUDIX system. It contains checklists for the following types of tasks:

• Switch administration tasks

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

• Required tasks
• Optional tasks
• Startup tasks

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 an:

• AUDIX system administrator responsible for the configuration and maintenance of an INTUITY AUDIX system
• Site technician responsible for installation, upgrade, and maintenance

The procedures in this section assume that you know basic INTUITY AUDIX commands and rules for navigation. This includes how to log in and out of the system, the difference between the vm and sa logins, command prompt function and usage of command prompts, and how to move from field to field within a screen or window. If you are not familiar with the basic operation of the INTUITY AUDIX system, read Getting started before you continue.

Switch administration tasks

The tasks in the following checklists must be completed before putting the system into service. These tasks may have already been done if you purchased a switch and your INTUITY AUDIX system at the same time. If you are adding the INTUITY AUDIX system to an existing switch, you are responsible for administering the switch to work with the INTUITY AUDIX system. However, you may be able to contract switch administration in some locations.

The tasks are described in detail in the switch integration documentation. See Switch Integration for detailed information.

Required tasks

The following tables list tasks that are often required when you are adding a INTUITY AUDIX system to a switch. Perform these tasks using the administration tool specific to the switch to which you are connecting the INTUITY AUDIX system.

Table: MERLIN LEGEND: Required Switch Administration Checklist

Task	Purpose
Administer disconnect signaling reliability.	This ensures that a disconnect signal is received by AUDIX. The INTUITY AUDIX voice ports require a wink disconnect signal from the MERLIN LEGEND to drop the call when the caller goes offhook.
Renumber the switch for a consistent 3-digit or 4-digit dial plan.	The INTUITY AUDIX system requires a dial plan with numbers of fixed length.
Assign tip/ring voice ports to a calling group.	The INTUITY AUDIX voice ports are assigned to a single calling group.
Make the group an integrated VMI with linear hunt.	In an integrated VMI calling group, call information sent from the MERLIN LEGEND system to the voice port indicates whether the call is direct or assigned to coverage and whether the call is from an inside station or from a trunk.
Program a group coverage receiver.	This links the AUDIX calling group and the VMI coverage group.
Perform initial administration of the INTUITY AUDIX system.	See the Startup Administration Checklist.
Test voice ports assigned above.	This ensures that the voice ports are properly administered.
Add extensions to the coverage group.	All call coverage users on the INTUITY AUDIX system are organized into a call coverage group.
Add trunks and pools to the calling group.	Include trunks and pools that are used for automated attendants and bulletin boards.
Administer switch security.	This prevents toll fraud by restricting transfer options, allowed and disallowed numbers, etc. See Security and the switch documentation for more information.
Administer Night Service.	This routes out-of-hours incoming calls.

Table: DEFINITY: Required Switch Administration Checklist

Task	Purpose
Add voice ports for connection to the INTUITY AUDIX system.	This defines the extension number and location on the switch for each voice port that the INTUITY AUDIX system will use. The spoken messages that INTUITY AUDIX records and stores are passed between the switch and the INTUITY AUDIX system via the voice ports.
Administer the hunt groups.	This creates the direct inward dial (DID) extension number that subscribers will dial to access the AUDIX system. Assign analog voice port extensions to the DID extension.
Assign the data link.	This creates the data communication interface unit (DCIU) connection that allows the switch and the INTUITY AUDIX system to exchange nonvoice data.
Administer the call coverage path.	This creates a coverage path with the AUDIX system as a coverage point.
Administer switch security.	This prevents toll fraud by restricting transfer options, allowed and disallowed numbers, etc. See Security and the switch documentation for more information.
Configure class of restrictions and/or class of service.	This defines the calling privileges of subscribers.
Administer user stations.	This creates AUDIX user stations on the switch or change the feature activation of existing stations to make them into AUDIX user stations.

 

Note: Other switches require similar tasks. See your switch documentation for specific information.

Optional tasks

The tasks in the Optional Switch Administration Checklist are not required. You may choose which ones to perform, depending on how you want your INTUITY AUDIX system to serve your business.

Table: Optional Switch Administration Checklist

Task	Purpose
All Switches:
Add an automated attendant extension.	This assigns a dummy extension that leads to an AUDIX automated attendant.
Create multiple coverage paths.	This defines two coverage paths, with one path going directly to the AUDIX system. The two paths are usually used to differentiate coverage of external calls and internal calls.
DEFINITY Switches Only:
Set up the AUDIX system for a distributed communications system (DCS) and add remote subscribers.	This defines the host switch for the AUDIX system and the remote switches that the AUDIX system serves within a DCS network. Define the subscribers on the remote DCS switches who have voice mailboxes in the AUDIX system. Within a DCS network, the AUDIX system can serve multiple switches with no loss of service to subscribers on remote switches.
Set up transfer into the AUDIX system.	This defines an access code so that a caller who is sent to call coverage (answered by a person) can be transferred into the AUDIX system to leave a message.
Create a recorded announcement for the switch.	This records an announcement for callers to hear when they connect to the AUDIX system but must wait in a queue for a voice port.

Startup tasks

The following startup tasks must be completed in the INTUITY AUDIX system before the AUDIX system will work:

• Installation tasks
• Administration tasks

Installation tasks

Avaya technicians complete the following tasks during installation.

Table: Installation Checklist

Task	Purpose	Screen or Page
Activate ports and additional features.	This defines the number of voice ports available and other system capacities.	Completed by technicians
Define the extension length.	This defines the extension length according to your switch plan.	Switch Interface Administration
Define the local machine.	This defines the local machine and available range of user extensions for identification by the switch.	Machine Profile
Set the UNIX date, time, and time zone.	This sets the date, time, and time zone of the INTUITY AUDIX system. The INTUITY AUDIX system automatically synchronizes to the system's UNIX time. Note: The voice system must be stopped and restarted before all processes reset to the new time.	Set UNIX Date and Time
Administer the data link to the INTUITY AUDIX system.	If required by your switch, this defines the switch to which the INTUITY AUDIX system is connected, the switch extension length, and the port/logical channel of the DCIU connection. Note: The voice system must be stopped and restarted for these changes to take effect.	Switch Interface Administration

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 AUDIX system immediately.

Table: Startup Administration Checklist

Task	Purpose	Screen or Page
Administer voice equipment.	This defines the voice ports to the INTUITY AUDIX system.	Voice Equipment Administration
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.	System Parameters Features Transfer Security
Change both the system administrator (sa) and voice mail administrator (vm) passwords.	This ensures system security and prevent unauthorized access to your INTUITY AUDIX system.	Password Administration
Define system limits.	This defines maximum capacities for such things as stored messages and message delivery lists.	System Parameters 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.	System Parameters Features
Define thresholds for warnings.	This defines thresholds that determine when mailboxes get too full or disk space gets too low. The AUDIX system plays a voice warning to subscribers when mailboxes get too full. In addition, the INTUITY AUDIX system displays a warning on the status line when disk space for system messages gets too low.	System Parameters 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 AUDIX capabilities.	Class of Service
Add subscribers.	This defines subscriber mailboxes to the AUDIX system.	Subscriber
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.	AUDIX mailbox with announcement recording capability System Parameter Features
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.	System Parameters Sending Restrictions
Set up outcalling (optional).	This administers system-related outcalling parameters. Outcalling allows a subscriber to tell the AUDIX system to place calls to a specified number when the subscriber receives new messages.	System Parameters Outcalling
Set up a broadcast mailbox (optional).	This sets up a broadcast mailbox. A broadcast mailbox allows subscribers to send broadcast messages.	Subscriber
Customize system announcements and fragments (optional).	This changes the announcements that the AUDIX system plays automatically to fit the needs of your company.	Add Annc-set List Annc-set Copy Annc-set System Parameters Features Copy Fragment Remove Fragment Copy Announcement
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.	Subscriber Auto-Attendant Routing Business & Holiday Sched Auto-Attendant Routing Auto-Attendant 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.	Subscriber
Set up Administration and Data Acquisition Package (ADAP) reports.	This defines custom AUDIX traffic reports if the standard traffic reports do not provide enough data.	Command line on your ADAP PC
Assign Text-to-Speech (TTS) hardware (optional).	This converts text messages into speech.	Functions to SP or SSP circuit cards System Parameter Features

Ongoing administration and maintenance tasks

The following checklist lists tasks you do on a regular basis to keep the INTUITY AUDIX system operating properly.

Table: Ongoing Administration and Maintenance Checklist

Task	Purpose	Screen or Page
Review tasks in the previous table.	This revises initial administration as your business and users' needs change.	See the Startup Administration Checklist.
Reboot the system at least once every 90 days.	This refreshes UNIX system resources and keeps applications running reliably.	See Performing a System Reboot.
Check the UNIX system clock.	This compensates for the 3 second/month time loss.	Set UNIX Date and Time
Administer and remove subscribers, as necessary.	This maintains subscriber profiles to reflect current needs and staffing.	Subscriber
Reassign subscriber default password.	This reassigns a subscriber's default password if the subscriber forgets it.	Subscriber
Unlock a subscriber's mailbox.	This unlocks a subscriber's mailbox if too many unsuccessful attempts have been made to log in to it.	Subscriber
Administer voice ports.	This adds voice ports and updates voice channels.	Display Voice Equipment Assign Number Service Busyout of Voice equipment
Run traffic reports.	This displays AUDIX traffic information to help you troubleshoot and find ways to improve system efficiency.	ADAP command line Community Daily Traffic Community Hourly Traffic Feature Daily Traffic Feature Hourly Traffic Load Daily Traffic
Run traffic reports. (continued)	This displays AUDIX traffic information to help you troubleshoot and find ways to improve system efficiency.	Load Hourly Traffic Network Load Daily Traffic Network Load Hourly Traffic Remote Messages Daily Traffic Remote Messages Monthly Traffic Special Features Daily Traffic Special Features Hourly Traffic Subscriber Daily Traffic Subscriber Monthly Traffic
Administer and check the Activity Log.	This allows you to investigate subscriber activity to resolve reported problems.	System Parameters Activity Log Activity Log
Check the Alarm Report.	This displays active or resolved INTUITY AUDIX system alarms to check that alarms are cleared after service procedures are performed and to troubleshoot intermittent problems that resolve themselves and then recur.	Alarm Report
Check the Administration Log.	This allows you to display and investigate administrative entries that you can solve.	Administration Log
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.	Mailboxes Mailing Lists Names Personal Directories Subscriber Data Voice Files
Backup data on demand, and restore data if needed.	This stores backup system data immediately after a large number of changes or if the full automated backup cannot run on your system.	Backup/Restore
Periodically change the backup CD-RW.	This ensures that you have good backup data by alternating CD-RWs daily.	Not Applicable
Check the guaranteed fax mailbox for undeleted messages (if applicable).	Faxes that have somehow not been removed by the autodelete function must be manually deleted periodically. Otherwise, the mailbox could become filled to maximum capacity. The mailbox must also be periodically monitored for voice, file attachments, and email messages. These come into the mailbox as part of a message that includes a fax, but are not removed by the autodelete function.	Use the telephone interface or Message Manager.

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