Fax Messaging

• Overview of Fax Messaging
• Checklist for Administering Fax Messaging
• Setting System Fax Options
• Specifying Fax Dial Strings
• Administering Subscribers for FAX Messaging
• Administering Guaranteed Fax
• Administering Avaya INTUITY Message Manager for FAX Messaging
• Informing Subscribers of Fax Messaging Capabilities
• Adding a Fax Machine to an ELA List
• Maintenance and Administration
• Fax Troubleshooting Procedures

Overview of Fax Messaging

The Fax Messaging feature allows subscribers to send and print faxes to telephone numbers of up to 23 digits. It also enables a shortcut key (**5) for sending and printing all faxes. You control what fax numbers subscribers can call by allowing or denying dial strings. Fax Messaging works with the INTUITY AUDIX telephone interface and with Message Manager Release 4.6 and later.

Fax dependencies on outcalling

Outcalling does not have to be turned on for fax to work, but the outcalling period and ports are used by fax for printing.
You cannot directly administer the netcycle for a fax machine. You must administer outcalling which is the global setting for the netcycle of each network device. The netcycle for a fax machine is 24 hours. The netcycle range is from 0.00 hours to 23:59 hours. So, if the system outcalling period was set from 18:00 hours to 20:00 hours, then a fax print issued outside the period will not be printed until 18:00 hours. If you re-administer the outcalling period, it will take 24 hours for any existing faxes to print at the new time.
The number of outcalling ports impacts the number of print jobs that can be finished during the outcall period.
The outcalling period and ports are set in the system-parameters outcalling form.

Checklist for Administering Fax Messaging

The following table outlines the procedures required to administer Fax Messaging:

Setting System Fax Options

To enable the INTUITY AUDIX system to use Fax Messaging:

1. Start at the Messaging Administration main menu and select Messaging. Enter your login.

The system then displays the AUDIX Command Prompt screen.

2. At the enter command: prompt, enter change system-parameters fax-options.

The system displays the System-Parameters Fax-Options screen.

3. In the Fax Dialing Enabled? field, type y.

   Note: Fax is the default name of the fax server and cannot be changed.

   
   
4. In the Fax Deliveries to All the Specified Dial Strings Are Allowed/Denied: field, type allowed or denied, whichever is appropriate.

For more information about the values in this field and about allowing or denying numbers, see Specifying Fax Dial Strings.

5. Press F3 (Enter) to save the information in the system database.
6. Press F3 (Enter) a second time to confirm.

The cursor returns to the command line, and the system displays the following message:

Command Successfully Completed

Listing Fax Dial Strings

A fax dial string specifies the digits at the beginning of a telephone number. The fax dial strings administered on the system determine which telephone numbers subscribers can use when addressing or printing faxes. To display a list of all the fax dial strings currently entered in the system:

1. Start at the Messaging Administration main menu and select Messaging. Enter your login.

The system then displays the AUDIX Command Prompt screen.

2. At the enter command: prompt, enter list fax-dial-strings.

The system displays the List Fax Allowed Dial Strings screen or the List Fax Denied Dial Strings screen.

The system adds the word Allowed or Denied to the screen title as an indication of whether you entered allowed or denied in the Fax Deliveries to All the Specified Dial Strings Are Allowed/Denied: field on the System-Parameters Fax-Options screen.

If you specified allowed on the System-Parameters Fax-Options screen, then the List Fax Allowed Dial Strings screen lists all the dial strings that subscribers can use when addressing or printing faxes.

If you specified denied on the System-Parameters Fax-Options screen, then the List Fax Denied Dial Strings screen lists the dial strings that subscribers are not allowed to use when addressing or printing faxes. If you specified denied and no dial strings are listed, then subscribers can address faxes to any telephone number.

3. Press F1 (Cancel).

The cursor returns to the command line, and the system displays the following message:

Command Successfully Completed

Specifying Fax Dial Strings

A fax dial string specifies the digits at the beginning of a telephone number. The system allows up to 200 fax dial strings. You have three choices for controlling telephone numbers to which outgoing faxes can be sent or printed.

To allow subscribers to send or print faxes to:

• Any telephone number:
  1. On the System-Parameters Fax-Options screen, choose: Denied.
  2. On Fax-Dial-String screen: Do not specify any dial strings.
• Any telephone number except for the numbers you want to deny access:
  1. On the System-Parameters Fax-Options screen, choose: Denied.
  2. On Fax-Dial-String screen: Specify dial strings that begin telephone numbers that subscribers cannot use.
• Only specific telephone numbers:
1. On the System-Parameters Fax-Options screen, choose: Allowed.
2. Specify only the dial strings that begin telephone numbers that subscribers can use for sending or printing faxes.

Adding Fax Dial Strings:

1. Determine which specific fax dial string you want to allow or deny. The fax dial string must include the trunk access code and applicable access, country, or area codes.

For example, 901157 is a dial string that consists of:

• 9, the trunk access code
• 011, the international dialing code
• 57, the country code
2. Start at the Messaging Administration main menu and select Messaging. Enter your login.

The system then displays the AUDIX Command Prompt screen.

3. At the enter command: prompt, enter add fax-dial-string nnnn, where nnnn is the dial string to be added. The dial string can contain up to 23 digits, and the digits can be from 0 through 9. Spaces, star (*), or pound (#) are not allowed.
   

The system displays the Fax-Dial-String screen and then displays the fax dial string to be added.

If you specified allowed on the System-Parameters Fax-Options screen, then the Fax-Dial-String screen specifies that the dial string will be allowed, which means that subscribers can use the specified dial string when addressing or printing faxes.

If you specified denied on the System-Parameters Fax-Options screen, then the Fax-Dial-String screen specifies that the dial string will be denied, which means that subscribers cannot use the specified dial string when addressing or printing faxes.

4. Press F3 (Enter) to confirm.

The cursor returns to the command line, and the system displays the following message:

Command Successfully Completed

Removing Fax Dial Strings

As the needs of subscribers change, you can remove dial strings that were previously allowed or denied. Also, before you can change the allowed or denied setting in the Fax Deliveries to All the Specified Dial Strings Are Allowed/Denied: field on the System-Parameters Fax-Options screen, you must remove all existing fax dial strings. To remove one or all fax dial strings:

1. Start at the Messaging Administration main menu and select Messaging. Enter your login.

The system then displays the AUDIX Command Prompt screen.

2. Determine which fax dial string you want to remove. To see a listing of all fax dial strings currently administered on the system, use the command list fax-dial-strings. See Listing Fax Dial Strings for more information.
3. At the enter command: prompt, enter remove fax-dial-string nnnnn to remove a specific dial string, where nnnnn is the specific dial string to be removed. Or, to remove all dial strings that are currently administered, enter remove fax-dial-string all.

The system displays the Remove Fax-Dial-String screen and displays the fax dial string to be removed.

4. Press F3 (Enter) to confirm.

The cursor returns to the command line, and the system displays the following message:

Command Successfully Completed

Administering Subscribers for FAX Messaging

Fax capabilities can be administered:

• On an individual, subscriber-by-subscriber basis
• For a Class of Service (COS)
• As a separate, secondary fax extension for those subscribers who send and receive a greater than average number of fax messages

This section tells you how to perform these three tasks.

Enabling FAX Messaging on an Individual Basis

Once you have administered FAX Messaging on the Avaya INTUITY platform, you are ready to enable your subscribers so that they can use this feature.

To enable a subscriber for FAX Messaging:

1. Start at the Messaging Administration main menu and select Messaging. Enter your login.

The system then displays the AUDIX Command Prompt screen.

2. At the enter command: prompt, enter change subscriber name/number where name/number is the name or telephone extension of the subscriber you want to administer.
   
   The system displays the Subscriber Class of Service Parameters screen.
3. Press F7 (NextPage).
   
   The system displays the Subscriber Class of Service Parameters screen, page 2.
   
4. Use the Tab key to move to the Fax? field (under PERMISSIONS) and type y in the field.
   
5. In the Voice Mail Message Maximum Length: field, enter the larger number of the following two choices:
   • A value that is double that of the current voice-only capacity (for example, change a maximum message length of 700 seconds to 1400 seconds)
   • At least 1200 seconds (20 minutes)
6. In the Call Answer Message Maximum Length: field, enter a value of at least 1200 seconds.
   
7. In the Mailbox Size: field, enter the larger number of the following two choices:
   • A value that is double that of the Voice Mail Message Maximum Length you entered in Step 5 (for example, if the value just entered was 1400 seconds, set Mailbox Size: to 2800 seconds)
   • At least 2400 seconds (40 minutes) of capacity
8. Press F3 (Enter) to save this information to the system database.

   The cursor returns to the command line, and the system displays the following message:

   Command Successfully Completed.

9. Enter exit or another administrative command at the enter command: prompt.
   
   

   Note: Enabling a subscriber for FAX Messaging has no effect unless FAX Messaging is enabled for the Avaya INTUITY platform.

Enabling FAX Messaging by Defining a COS

To enable FAX Messaging for a class of service (COS)

1. Start at the Messaging Administration main menu and select Messaging. Enter your login.

The system then displays the AUDIX Command Prompt screen.

2. At the enter command: prompt, enter change cos cos-number where cos-number is the unique COS number you want to administer.

   The system displays the Class of Service screen, page 1.

3. Use the Tab key to move to the Fax Creation? field under PERMISSIONS and type y in the field.
   
4. Press F7 (NextPage).

   The system displays the Class of Service screen, page 2.

5. In the Voice Mail Message Maximum Length: field, enter a value of at least 1200 seconds.
   
6. In the Call Answer Message Maximum Length: field, enter a value of least 1200 seconds.
   
7. In the Mailbox Size: field, enter a value of least 4800 seconds.
   
8. Press F3 (Enter) to save this information to the system database.

   The cursor returns to the command line, and the system displays the following message:

   Command Successfully Completed.

9. Enter exit or another administrative command at the enter command: prompt.
   
   

   Note: Enabling a class of service for FAX Messaging has no effect unless FAX Messaging is enabled on the Avaya INTUITY platform.

Administering a Secondary Fax Extension

Subscribers who receive a large number of faxes can have a separate, secondary extension dedicated to incoming fax calls. Voice messages cannot be recorded at this extension, nor can other subscribers address messages to it.

To administer a secondary fax extension on the system, you set up a second, fax-dedicated extension for a subscriber's mailbox. The subscriber then has two extensions and one mailbox. The primary extension is administered for Call Answer, Personal Greetings, and other voice mail services. The secondary fax extension provides only a brief greeting that reveals the subscriber's name and invites the caller to leave a fax.

To administer a secondary fax extension:

1. Have the switch administrator create a phantom extension with a Direct Inward Dialing (DID) number for the subject subscriber. Note the extension number created.
2. Have the switch administrator administer the phantom extension to cover directly to the Avaya INTUITY system. (This way, the secondary fax extension can be dialed as if it were a fax machine.)
3. Start at the Messaging Administration main menu and select Messaging. Enter your login.

The system then displays the AUDIX Command Prompt screen.

4. At the enter command: prompt, enter change subscriber name/number where name/number is the name or main telephone extension (not the secondary extension number) of the subscriber you want to administer.

   The system displays the Subscriber screen, page 1.

5. Use the Tab key to move to the Secondary Ext: field and type the number of the subscriber's secondary fax extension.
   
   

   Note: This number must have the same number of digits as the primary extension.

6. Press F3 (Enter) to save this information to the system database.

   The cursor returns to the command line, and the system displays the following message:

   Command Successfully Completed.

7. Enter exit or another administrative command at the enter command: prompt.

Administering Guaranteed Fax

Guaranteed Fax provides coverage for busy or out-of-service fax print destination machines, such as a stand-alone fax machine or a fax modem on a PC. If the fax print destination machine is unavailable, Guaranteed Fax redirects the fax to a mailbox for temporary storage. This Guaranteed Fax mailbox is set to autoprint back to the originally called fax print destination machine.

Guaranteed Fax Considerations

The interaction of the fax print destination machine's extension and the Guaranteed Fax mailbox requires periodic monitoring. There are several considerations that you need to take into account when implementing and maintaining this mailbox:

• The Guaranteed Fax mailbox must be large enough to temporarily store a potentially large number of fax files.
• The Guaranteed Fax mailbox is designed to accept faxes only from remote INTUITY AUDIX systems or fax machines. It must not be implemented when all traffic is from one AUDIX machine.
• Faxes that have somehow not been removed by autodelete must be manually deleted periodically; otherwise, the mailbox could be filled to maximum capacity.
• The mailbox must be periodically monitored for voice, file attachments, and email messages. These come into the mailbox as part of a voice/fax/email message, but they are never removed by autodelete.
• The fax machine's paper supply and toner cartridge must be periodically monitored. If the fax machine is out of paper, the Guaranteed Fax mailbox will fill up with faxes that cannot be printed.

Choosing a Guaranteed Fax Administration Type

Guaranteed Fax is typically administered as a secondary extension, but it can also be administered as an ordinary subscriber. Each method has its advantages. In either case, the fax endpoint is set up on the switch for call coverage to AUDIX so that, if the fax print destination machine is busy, an incoming fax is directed to the AUDIX mailbox.

When Guaranteed Fax is administered as a secondary fax extension, the mailbox is treated as a printer. Voice, file attachments, and email components of an incoming call are ignored. The fax data is recorded and the fax print destination machine is tried repeatedly until the fax can be delivered. No other messaging features are available on a secondary fax extension. See Administering Guaranteed Fax as a Secondary Extension for procedural information.

When Guaranteed Fax is administered as an ordinary subscriber, the fax print destination machine is treated as an INTUITY AUDIX extension. Avaya INTUITY messaging can be used with this number exactly as it can be used for any INTUITY AUDIX subscriber. For example, a fax can be sent directly to the fax print destination machine's extension as a message to an INTUITY AUDIX extension. On the other hand, voice messages sent to this mailbox (perhaps as attachments to forwarded fax messages) remain in the mailbox and use a portion of the total mailbox size. You must manually delete such messages. See Administering Guaranteed Fax as a Avaya INTUITY Subscriber for procedural information.

Administering Guaranteed Fax as a Secondary Extension

To administer a fax endpoint as a secondary fax extension:

1. Have your switch administrator add a phantom extension number. The number must be within the range of numbers in the Avaya INTUITY dial plan, but it cannot be an extension number that is recognized by the switch.
2. Have the switch administrator administer the fax print destination machine's extension for call coverage to AUDIX.
3. Start at the Messaging Administration main menu and select Messaging. Enter your login.

The system then displays the AUDIX Command Prompt screen.

4. At the enter command: prompt, enter add subscriber number where number is the phantom extension on the switch (supplied by your switch administrator in Step 1).

   The system displays the Subscriber screen, page 1.

5. Add an AUDIX subscriber as described in Adding Subscribers.
6. Enter the fax print destination machine's extension number as a secondary extension as described in Administering a Secondary Fax Extension.
7. Use the telephone interface to:
   • Record the name of the fax print destination machine. When the system prompts you for your name, reply with the name of the fax machine, for example, "Sales department fax machine."
   • Record a greeting that identifies the fax print destination machine.
   • Enter the fax endpoint extension as the default fax print destination machine. This value must match the allowed or denied fax dial string restrictions as described in Specifying Fax Dial Strings.
   • Activate Autoprinting from the mailbox (to the specified endpoint).
   • Activate Autodelete to help keep the mailbox from exceeding maximum storage.

Administering Guaranteed Fax as a Avaya INTUITY Subscriber

To administer a fax endpoint as an AUDIX subscriber:

1. Have the switch administrator administer the fax machine's extension for call coverage to AUDIX.
2. Start at the Messaging Administration main menu and select Messaging. Enter your login.

The system then displays the AUDIX Command Prompt screen.

3. At the enter command: prompt, enter add subscriber number where number is the extension of the fax print destination machine.

   The system displays the Subscriber screen, page 1.

4. Fill out the Subscriber screen following the procedure for adding an AUDIX subscriber as described in Adding Subscribers.
5. Press F7 (NextPage).

   The system displays the Subscriber Class of Service Parameters screen, page 2; Adding Guaranteed Fax as a Subscriber.

6. In the Retention Times field, enter a value of 3 or 4 days. Keep this value low to avoid accumulating undeleted messages. However, you must also consider what the longest period of time is that the destination fax machine will go unattended, for example, over a 4-day holiday weekend.
7. In the Call Answer Message Maximum Length: field, enter 1200 seconds.
8. In the Mailbox Size field, enter a minimum value of 5000 seconds.
   
   

   Note: 5000 seconds is the equivalent of 50 to 150 pages of fax, depending on the nature of the fax. Monitor this setting to ensure that its value is sufficient to guarantee storage of all incoming faxes. If this mailbox is heavily used or regularly receives graphic-intensive faxes, you might need to increase the mailbox size (to 10,000 seconds, for example).

9. Press F3 (Enter) to save this information to the system database.

   The cursor returns to the command line, and the system displays the following message:

   Command Successfully Completed.

10. Enter exit or another administrative command at the enter command: prompt.
11. Use the telephone interface to:
    • Record the name of the fax print destination machine. When the system prompts you for your name, reply with the name of the fax machine, for example, "Sales department fax machine."
    • Record a greeting that identifies the fax print destination machine.
    • Activate Autoprinting from the mailbox (to the specified fax endpoint).
    • Enter the fax print destination machine extension as the default fax machine. This value must match the allowed or denied fax dial string restrictions as described in Specifying Fax Dial Strings.
    • Activate Autodelete to delete fax messages after a successful autoprint.
      
      

Administering Avaya INTUITY Message Manager for FAX Messaging

The specific steps for administering Message Manager for FAX Messaging are detailed in the Message Manager section. However, for FAX Messaging to run on Message Manager, you must:

• Purchase and enable FAX Messaging on the Avaya INTUITY platform.
• Enable your Message Manager users for FAX Messaging.
• Purchase and install the fax version of Message Manager Release 4.0 or later.
• Administer Avaya INTUITY AUDIX for INTUITY Messaging Application Interface Program (IMAPI) by using the System-Parameters IMAPI-Options screen.

Informing Subscribers of Fax Messaging Capabilities

Once FAX Messaging is set up, subscribers need information about how to create and address fax messages. You can cut and paste this information into a message to your users or add it to an internal Web site.

Creating a Fax Message from a Fax Machine

You can create a fax message by accessing your INTUITY AUDIX mailbox from a fax machine and then scanning the document you want to fax:

1. Use the handset of the fax machine and log in to your INTUITY AUDIX mailbox.
2. When prompted, press 1 (Create a Message) on the telephone keypad of the fax machine.
3. When prompted, press # (To send only a fax).
4. When prompted, begin addressing:
• For extensions on the local system, enter the extension number and #.
• For numbers outside the local PBX:
  • Press **5.
  • Enter the fax number as a subscriber would dial it from an internal desk phone, including the trunk access code and the long distance access codes.
  • Press #.
• For AUDIX mailing lists, press *L and follow system prompts.
5. After you have finished addressing, press #.
6. Listen for voice prompts to instruct you to load the document. Then press Start on the fax machine.

Creating a Fax Message by Forwarding from Your Mailbox

You can forward a fax message from your AUDIX mailbox. You can get the fax into your mailbox either by sending a fax to your AUDIX mailbox from a fax machine or by receiving a fax from someone else.

1. Send a fax to your own mailbox or receive a fax from someone else.
2. Log in to your INTUITY AUDIX mailbox.
3. When prompted, press 2 (Get Messages) on the telephone keypad.
4. When you hear the header for the fax message, press 0 to listen.
5. Press 1 (Respond to or forward message).
6. Press 2 (Forward with comment).
7. Record the voice comment and then press #.
8. When prompted, begin addressing:
• For extensions on the local system, enter the extension number and #.
• For numbers outside the local PBX:
  • Press **5.
  • Enter the fax number as a subscriber would dial it from an internal desk phone, including the trunk access code and the long distance access codes.
  • Press #.
• For AUDIX mailing lists, press *L and follow system prompts.
9. After you have finished addressing the message, press #.

Addressing a Fax Message with Message Manager 4.6 or Later

When addressing a fax message in Message Manager 4.6 or later, verify that the fax number has a prefix that is a trunk access code, usually 9, and has the suffix @Fax. For example, if the number you are faxing is 011-4122-734-2803, then enter 901141227342803@Fax. See Examples of Fax Addressing in Message Manager for more examples of how to address a fax message for specific call types in Message Manager 4.6 or later.
 

Table: Examples of Fax Addressing in Message Manager

Call Type	Fax Number	Enter
Local 7-digit number	275-5555	92755555@Fax
Local 10-digit number	303-555-1234	93035551234@Fax
US long distance number	213-555-9999	912135559999@Fax
International number (up to 23 digits)	011-4122-734-2803	901141227342803@Fax

Creating a Fax Message with Message Manager 4.6 or Later

To create a fax message in Message Manager 4.6 or later:

1. Create a document in any software application that has print capabilities.
2. Select File > Print.
3. In the print dialog box, select Message Manager Fax Print Driver (or, MM Fax Print Driver).
4. Click: OK.

The Message Manager program opens and creates a new message with a fax component.

5. Add additional components if you want.
6. Address the message in the following format:
   
   <number>@Fax

Adding a Fax Machine to an ELA List

If you use the Enhanced List Application (ELA) capabilities of your system to create public mailing lists for subscribers to use, you can add a fax machine to an ELA list. For more information about ELA, see Administering ELA.

To add any fax machine to an existing ELA list:

1. Open the ELA mailing list and the Add a Member window, as described in Administering ELA.
2. Enter the destination address. The address includes the:
• Trunk access code
• Long distance access or area code
• Telephone number
• @ symbol
• Fax server name

For example: 912127771234@Fax.



Note: "Fax" is the default server name and cannot be changed.

Maintenance and Administration

Performing ongoing administration and preventive maintenance is the key to problem-free system operation. It is important to establish a regular schedule for maintenance tasks. Performing regular administration and maintenance identifies problems that could otherwise be compounded.

This section addresses the following information:

• Checking the Administrator's Log
• Checking the Alarm Log
• Monitoring Guaranteed Fax
• Checking Message Delivery Increments (Retry Schedule)
• Monitoring Usage of Mailbox Space

Checking the Administrator's Log

Check the status line at the top of the AUDIX Administration screen at least once a day. The system warns you of potential administrative problems by displaying an administrative alert message (Alarms: A) on this line when it logs an administration event. If you observe such a message, access the Administrator's Log screen to view current messages and a description for each event. Some of these events, such as full subscriber mailboxes and undeliverable messages, directly affect fax processing.

When you see Alarms: A on the AUDIX Administration status line, view the Administrator's Log screen:

1. Start at the Messaging Administration main menu and select Messaging. Enter your login.

The system then displays the AUDIX Command Prompt screen.

2. At the enter command: prompt, enter display administrators-log

   The system displays the Administrator's Log screen.

3. Type VM in the Application: field to specify INTUITY AUDIX FAX Messaging events and press F3 (Enter) to display the events.
4. Examine the displayed events. Events, alarms, and their associated repair procedures are described in Alarms and Events.
5. If the documentation provides a repair procedure for a displayed event, take whatever corrective action is recommended.
6. To display Avaya INTUITY Platform events, repeat Step 2 through Step 4 and enter VP in the Application: field. These events are also given in Alarms and Events.
7. Enter exit or another administrative command at the enter command: prompt.

Checking the Alarm Log

The alarm log contains descriptions of all significant problems detected by the system. The alarm log contains active alarms and resolved alarms (that is, alarms that were corrected either automatically or by repair procedures). The alarm log needs to be checked on a regular basis.

To view alarms related to FAX Messaging in the Avaya INTUITY platform alarm log, see Alarms and Events.

To view the alarm log:

1. Start at the Messaging Administration main menu and select Alarm.

The system displays the Alarm Log page.

2. In the Alarm Type: field, select active or resolved.
3. If you want to display a specific alarm level, select yes in the corresponding alarm level field: Major, Minor, and/or Warning.
4. If you want to display alarms for a date other than the current date, enter that date (in the format mm/dd/yy), in the Start Date: field.
5. If you want to display alarms for a specific time period going forward, select the beginning time (in the format hh/mm), in the Time: field.
   
   

   Note: If no time is specified, the time starts from the beginning of the day, indicated as 00:00, for the specified date. If only the time is specified, the start date is the current day. For resolved alarms, the date specifies when the alarms were resolved.

   
   
6. Select VM in the Application: field to specify INTUITY AUDIX FAX Messaging alarms.
7. If you want to select specific alarms, select the resource type, the location, and/or the alarm code.
8. Press F3 (Save) to display the alarms.
9. Examine the displayed events. A list of events and alarms and associated repair procedures is included in Alarms and Events.
10. Take whatever corrective action is necessary to repair the alarm.
11. Press F1 (Cancel) to exit the window.

Monitoring Guaranteed Fax

Several routine maintenance tasks are required to ensure smooth operation of Guaranteed Fax, including:

• Checking that the fax machine is operational
• Monitoring the space available in the mailbox associated with the guaranteed fax extension
• Removing any accumulated voice, file attachments, and email messages

Checking That the Fax Machine Is Operational

When you administer a fax machine for guaranteed fax, ensure that someone is responsible for the operation of the machine. Have that person check the fax machine daily to ensure that it is not:

• Turned off
• Broken
• Out of paper
• In need of toner
• Jammed

Monitoring Guaranteed Fax Mailbox Size

The mailbox size for a guaranteed fax machine must be sufficient to temporarily store a potentially large number of fax files. Some guaranteed fax mailboxes might need adjustments, especially during the first few weeks of fax operation.

To size the guaranteed fax mailbox, note each time that an administrator's alarm advises you that a mailbox assigned to the guaranteed fax machine is full. If this happens frequently, increase the size of the mailbox as follows:

1. Start at the Messaging Administration main menu and select Messaging. Enter your login.

The system then displays the AUDIX Command Prompt screen.

2. At the enter command: prompt, enter change subscriber name/number, where name/number is the name or telephone extension of the subscriber that you would like to administer.

   The system displays the Subscriber screen, page 1.

3. Press F7 (NextPage).

   The system displays Subscriber Class of Service Parameters screen, page 2.

4. Use the Tab key to move to the Mailbox Size (seconds), Maximum field and enter a larger value.
5. Press F3 (Enter) to save this information to the system database.

   The cursor returns to the command line, and the system displays the following message:

   Command Successfully Completed.

6. Enter exit or another administrative command at the enter command: prompt.

You can manually check usage for this mailbox by examining the value in the Mailbox Space Used field on the Subscriber Daily Traffic screen. This task is described in Monitoring Usage of Mailbox Space.

Monitoring and Deleting Messages

The system makes regular attempts to delete voice messages, file attachments, and email messages and to regulate fax message storage in these mailboxes. However, messages can occasionally be retained. Therefore, you must regularly check Guaranteed Fax mailboxes for voice messages, file attachments, and email messages as well as undeliverable fax messages.

To check and delete messages:

1. Access the mailbox through the telephone interface and access message headers by pressing 2 on the telephone keypad.
2. Delete each voice message by using the * 3 command on the telephone keypad.
3. Also on the telephone keypad, press 4 at the Activity menu to access the outgoing mailbox of the guaranteed fax print destination machine. Press * # to step through the message categories to listen for the category of undeliverable messages. (These are messages that can remain undeliverable, for example, because of some temporary problem with the fax machine).
4. If you know the fax machine is currently working, step through the message headers by pressing either # # to resend the messages or * 3 to delete the messages, as appropriate.
   
   Continue until there are no more undeliverable messages.
   
   
5. Press * * 9 to exit the telephone interface.

Checking Message Delivery Increments (Retry Schedule)

A message that is directed to a fax print destination machine could fail if the fax machine is in use, turned off, out of paper, or broken. Fax call delivery could also fail if the receiving machine or subscribers on the receiving machine are not fax enabled. The system makes five attempts to deliver a fax before the message fails.

To specify how often delivery attempts are made:

1. Start at the Messaging Administration main menu and select Messaging. Enter your login.

The system then displays the AUDIX Command Prompt screen.

2. At the enter command: prompt, enter change system features.

   The system displays the Change System-Parameters Features screen.

3. Press F7 (NextPage) twice.

   The system displays the Change System-Parameters Features screen, page 3. The values under the Rescheduling Increments for Unsuccessful Message Delivery heading control the intervals for which call delivery messages, including outbound fax messages, are rescheduled. Only the first five increments apply to fax deliveries. After five unsuccessful tries, a fax is considered undeliverable.

4. To change the rescheduling increments, use the Tab key to move to the field you want to change and enter another value.
5. Press F3 (Enter) to save this information to the system database.

   The cursor returns to the command line, and the system displays the following message:

   Command Successfully Completed.

6. Enter exit or another administrative command at the enter command: prompt.

Monitoring Usage of Mailbox Space

During the first few weeks of FAX Messaging operation, subscribers might tell you that the Avaya INTUITY system often reports that their mailboxes are full. If such reports are frequent for a particular subscriber, consider expanding the capacity of the subscriber's mailbox.

To monitor usage of mailbox space:

1. Start at the Messaging Administration main menu and select Messaging. Enter your login.

The system then displays the AUDIX Command Prompt screen.

2. At the enter command: prompt, enter list measure subscriber day name/number, where name/number is the name or telephone extension of the subscriber whose mailbox you want to check.

   The system displays the Subscriber Daily Traffic Report screen with information that pertains to the current date.

   Note: To see the usage for a date other than the current date, enter li meas su day name/number mm/DD/yy. To see cumulative measurements for the current month, enter li meas su month name/number. For cumulative measurements from a previous month, enter li meas su month name/number mm/yy.

3. Compare the number of seconds in the Mailbox Space Used field with the administered value in the adjacent Space Allowed field. If these two fields are roughly equivalent, you need to increase the mailbox size as described in Enabling FAX Messaging on an Individual Basis.

   To increase mailbox size for a COS, follow the procedure Enabling FAX Messaging by Defining a COS.

4. Press F1 (Cancel).

   The cursor returns to the command line, and the system displays the following message:

   Command Successfully Completed.

5. Enter exit or another administrative command at the enter command: prompt.

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