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Email Administration

Overview of Email Administration

Internet Messaging is an optional application that provides email capabilities for Intuity AUDIX Release 4.2-5 and later. Topics in this section include:

Before You Continue

This section describes only a portion of the tasks needed to administer Internet Messaging. Select Internet Messaging from the Administration Table of Contents to see a list you can use as a guide for performing Intuity AUDIX email installation and administration. You must perform the tasks in the Internet Messaging Activation section prior to performing the administration described in this section.

Designing a multimedia messaging system involves solid planning. You should involve your PC/LAN system administrator and your email administrator in this planning phase. See Internet Messaging (Concepts and Features) for more information.

Enabling Email

There are two ways to enable subscribers for email:

Enabling Email on an Individual Basis

If you change an individual subscriber's COS profile fields on Subscriber Class of Service Parameters Screen, Page 2, you remove any association between the subscriber and any other Class of Service options you may set up in the future. If only a few subscribers need email access, you can enable each subscriber individually, as described in this procedure. However, if you have administered, or are planning to administer, a special COS for email, do not use this procedure. Instead, follow the procedure under Enabling Email by Defining a COS.


 

Note: The following procedure contains instructions relating only to the one or two fields on a particular screen that you must administer. See Subscriber Administration for complete field descriptions.

To administer an individual subscriber for email:

  1. Start at the Avaya Intuity Main Menu and select: 

    2. AUDIX Administration

    The system displays the AUDIX Command Prompt Screen.

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


    3.  

    Tip: To see a list of existing subscribers, enter li su at the command line.

    The system displays the Subscriber Screen, Page 1.

  3. Press F7 (NextPage).

    4. The system displays Subscriber Class of Service Parameters Screen, Page 2.

  4. Enter y in the Trusted Server Access? field (under PERMISSIONS). If your site has Message Manager, enter y in the IMAPI Message Transfer? field as well.
  5. Set the Voice Mail Message, Maximum Length to a maximum of 1200 seconds. (This size is sufficient to contain a 2.4-MB email message. See Internet Messaging Planning for other suggested values.)
  6. Set the Mailbox Size, Maximum Length to a maximum of 4800 seconds. (See Internet Messaging Planning for other suggested values.)
  7. Press F3 (Enter) to update this information in the system database.

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

    Command Successfully Completed.

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

    9. This subscriber's mailbox is now enabled for email integration. Be sure that your subscribers have sufficient training and instructional material to take full advantage of this additional functionality. See Notifying Subscribers of Email Capability and Setup for guidelines and more information.

Enabling Email by Defining a COS

If you have a large number of subscribers to administer, defining a COS takes less time than administering subscribers individually.


 

Note: The following procedure contains instructions relating only to the one or two fields on a particular screen that you must administer. See Subscriber Administration for complete field descriptions.

To administer predefined groups of subscribers for email:

  1. Start at the Avaya Intuity Main Menu and select: 

    2. AUDIX Administration

    The system displays the AUDIX Command Prompt Screen.

  2. At the enter command: prompt, enter change COS name/number, where name/number is the unique Class of Service you want to administer.


    3.  

    Tip: To see a list of existing Classes of Service, enter li cos at the command line.

    The system displays the Class of Service Screen, Page 1.

  3. Enter y in the Trusted Server Access? field (under PERMISSIONS). If your site has Message Manager, enter y in the IMAPI Message Transfer? field as well.
  4. Press F7 (NextPage).

    5. The system displays Class of Service Screen, Page 2.

  5. Set the Voice Mail Message, Maximum Length to a maximum of 1200 seconds. (This size is sufficient to contain a 2.4-MB email message. See Internet Messaging Planning for other suggested values.)
  6. Set the Mailbox Size, Maximum Length to a maximum of 4800 seconds. (See Internet Messaging Planning for other suggested values.)
  7. When you finish entering COS information, press F3 (Enter) to save the information in the system database.

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

    Command Successfully Completed.

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

    9. All subscribers who belong to this COS are now enabled for email integration. Be sure that your subscribers have sufficient training and instructional material to take full advantage of this additional functionality. See Notifying Subscribers of Email Capability and Setup for guidelines and more information.


     

    Note: If, after time, you find that your system disk space is running low, consider reducing the number of days that messages are retained in subscribers' mailboxes. To do so, change the values in the Retention Time fields. Be sure to inform your subscribers of this change.

    As an alternative to changing the retention time values, you might consider purchasing additional mailboxes or disk space.

Defining Remote Email Users

If your subscribers will be sending messages to email users on a remote machine, you must define the email addresses of those email recipients in the local AUDIX system. This way, your subscribers can address messages using their telephones, and can add the non-AUDIX recipients to their personal directories.


 

Note: Before a remote email user can be defined to the AUDIX system, a trusted server must be identified and administered. To define and administer a trusted server, see Defining Two Internet Messaging Trusted Servers form more information.

Before starting this procedure, you need to know the name of the trusted server to which the remote user is to be added, and the proper format for the email address.

Use the li tr command to see a listing of all trusted servers on your system. Use the li remote-text trusted-server-name command to see the proper format for email addresses on that server.

To define a remote email user to the AUDIX system:

  1. Start at the Avaya Intuity Main Menu and select: 

    2. AUDIX Administration

    The system displays the AUDIX Command Prompt Screen.

  2. At the enter command: prompt, enter add remote-subscriber trusted-server-name, where trusted-server-name is the name or system ID number of the trusted server to which the email user will be added.

    3. The system displays the Remote Subscriber Screen.

  3. Type the email user's name in the Subscriber Name: field and press the TAB key.


    4.  

    Note: The name of any remote-subscriber that contains an embedded space, such as the name Jane Doe, must be put in quotation marks, that is "Jane Doe".

  4. Enter the remote text address for the email system in the proper format (for example, [email protected]) in the Text Address: field and press the TAB key.


    5.  

    Note: Your email administrator should be able to give you this address.

  5. If you are using community IDs to define sending communities, enter the 1-digit to 15-digit number in the Community ID: field and press the TAB key. This ID number should match that of the trusted server. For information on sending communities, see Setting Up Community Sending Restrictions.
  6. Press F3 (Enter) to save the information in the system database.

    7. 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.

Retaining Nonadministered Remote Email User Information

A non-AUDIX email user can send a message to an AUDIX mailbox as long as the message is addressed to the AUDIX subscriber's extension. The AUDIX system receives the message and remembers where it came from; that is, it retains the email address of the nonadministered remote sender. This information is retained by the system for the length of time specified on System Parameters Features Screen, Page 4.

The advantage of the system retaining this information is that an AUDIX subscriber who receives a message from a nonadministered remote email user can reply to that message without having to re-address it. AUDIX subscribers can also add a nonadministered remote email user to mailing lists.

To administer the retention time for nonadministered remote email addresses:

  1. Start at the Avaya Intuity Main Menu and select: 

    2. AUDIX Administration

    The system displays the AUDIX Command Prompt Screen.

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

    3. The system displays the System-Parameters Features screen.

  3. Press F7 (NextPage) three times.

    4. The system displays System Parameters Features Screen, Page 4.

  4. Complete the fields on this screen using the information in the table for Field Definitions: System-Parameters Features Screen.
  5. When you finish entering system limit information, press F3 (Enter) to save the information in the system database.

    6. 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.

Setting Up Remote Networked Machines to Receive Email

Email usually contains text and binary attachments. It can also contain voice and fax components. Messages that contain components other than voice messages are considered to be multimedia messages.

To enable delivery of multimedia messages over digital networking:

  1. Start at the Avaya Intuity Main Menu and select: 

    2. Networking Administration
    	Remote Machine Administration
    		Digital Network Machine Administration

    The system displays the Digital Network Machine Administration Window.

  2. Press the TAB key to move to the Send Multimedia Messages? field. Type y in the field.
  3. Press F2 (Add) to update the information in the system.
  4. Press F6 (Cancel) repeatedly to return to the Avaya Intuity Main Menu.

Notifying Subscribers of Email Capability and Setup

After Internet Messaging is activated, administered, and functioning properly, you can tell your subscribers how to use the new feature. This section contains draft text that you can copy, paste, and modify to create an educational email for your subscribers.


 

Note: The information in this section is written in English. However, the same information in twelve other languages is available from the following sources:

  • Intuity AUDIX Release 5.0 Documentation CD, in the imia_txt directory
  • Template diskette included in the installation package

See the Readme.txt file for the file name of each language.

To create an email to notify subscribers of email capability:

  1. View this documentation file with a web browser.
  2. Select and copy the Courier font text in this section, starting with Internet Messaging overview.
  3. Click in a blank email message and paste the text.
  4. Read the template text and look for text that is written inside the square brackets ([ ]).
  5. Decide how you will address the issues marked with square brackets and change the text to meet the needs of your subscribers. This text must be changed to include information that is appropriate for your site.
  6. Delete any topics that do not apply to your company's communication strategy.
  7. Add any information your subscribers might need to use Intuity AUDIX email effectively.
  8. Send the email to any subscribers that have email capability.
Internet Messaging overview

You can now send voice messages in an email over the Internet!

Recently, your system administrator installed Internet Messaging for the INTUITY(tm) AUDIX(R) Multimedia Messaging System (IM). This means you can now use the INTUITY AUDIX to send and receive electronic mail [to and from the Internet]. Internet Messaging works with INTUITY(tm) Message Manager or with many commercial email programs. You can also send a voice attachment that the message recipient can hear after installing the Voice Player.

The player may be freely distributed to any person with whom you correspond over the Internet. It is available for these operating systems: Microsoft(R) Windows(tm) 95/NT, Microsoft Windows 3.1, Apple(R) PowerMac(tm), and Sun(R) Solaris(R).

In this message we explain how to: [delete lines below as necessary]

* address messages from INTUITY Message Manager to the Internet

* address messages from other email programs to the Internet

* address messages from an Internet address to an INTUITY AUDIX mailbox

* download and install the Voice Player

* view a fax that was sent from INTUITY Message Manager to a POP3 email user

* configure your POP3 email program to access an INTUITY AUDIX mailbox

Keep this message so you can refer to the instructions later.

Addressing from INTUITY Message Manager to an Internet email address

How do I address a message from INTUITY(tm) Message Manager to an Internet mail recipient ?

If you know the Internet address of the recipient, you can use this addressing scheme:

[email protected]@[messaging trusted server name]

where "handle" is the person's email name, "host.domain" is the Internet address for their email server, and "@[messaging trusted server name]" tells the Avaya INTUITY server that this message is destined for an Internet address.

For example, you could send an email message to John Doe at the Friendly Company at this address:

[email protected]@[messaging trusted server name]

If an internet email user sent you a message, their address is in the "From:" field.

Addressing from another email program through INTUITY AUDIX to an Internet email address

How do I address in my email program through the INTUITY AUDIX to an Internet email address?

You can use any POP3-compliant email program to access your messages on the INTUITY AUDIX. Most commercially-available programs comply with this protocol. Addressing is the same as through other email servers.

If you know the Internet address of the recipient, you can use this addressing scheme:

[email protected]

where "handle" is the person's email name and "host.domain" is the Internet address for their email server. For example, you could send an email message to John Doe at the Friendly Company at this address:

[email protected]

If an internet email user sent you a message, their address is in the "From:" field.

Addressing from an Internet email address to an Intuity AUDIX mailbox

How does an Internet email user address messages to my INTUITY(tm) AUDIX(R) mailbox?

The email address for your INTUITY AUDIX mailbox is:

extension@[host.domain]

[ or firstname.initial.lastname@[host.domain] ]

[ or +1.nnn.nnn.nnnn@[host.domain] ]

"extension" is your [3 to 10]-digit extension number. [host.domain] is the Internet address of your INTUITY AUDIX server. When you send email from the INTUITY AUDIX system, this is used as your return address.

[Two other schemes are available. You can use your first name, a period, your middle initial, a period, your last name, then @[host.domain]. Or, you can use the character "+", then your full phone number using "." or "-" separators, then @[host.domain]. However, the "extension@" form is always used as your reply address.]

Avaya Voice Player description:

The Voice Player - What is it?

The Voice Player plays and records audio files using a voice-enhanced encoding algorithm called Code Excited Linear Predictive (CELP). The player is freely distributed as part of the Internet Messaging feature of the INTUITY(tm) AUDIX(R) Multimedia Messaging System, Release 4.3 sold by Avaya.

CELP delivers high-fidelity voice with very high compression, about one-sixth the size of .WAV files. Thus, the Voice Player records files that require little storage space, yet take full advantage of multimedia technology. Any email program besides INTUITY Message Manager requires that users download and install a copy of the Voice Player to listen to or record LVP voice messages. The player is available for several different platforms.

Locating and sending the Voice Player:

How do message recipients get the Voice Player?

Anyone can get a copy of the Voice Player from several places:

1. From the Avaya software web site at:

http://www.avaya.com/solutions/messaging/avp

Click the Voice Player button for your platform to download the correct program.

2. By sending an email message to an automatic email response address at software@[host.domain - autoresponder email address here] with ["win16", "win32", "mac", or "sun" - include the players you will distribute] in the subject line.

3. INTUITY AUDIX users can ask their system administrator to send them a copy.

[4. From your company's web site at www.yyy.zzz.]

[5. If you have INTUITY Message Manager 4.3 or higher, check the "Players" directory.]

When you have a copy, you can then forward it to people with whom you trade voice messages.

***Paste this text into messages to INTUITY Message Manager users***

Send the Voice Player to your email recipients. Follow these steps:

1. Get a compressed copy of the correct player file through one of the methods described above.

2. Attach the file as a binary component.

3. Record a message.

4. Copy the directions below into the text component of your message.

5. Send the message, using Internet addressing conventions as required.

***Paste this text into messages to internal POP3 email program users***

Send the Voice Player to your email recipients. Follow these steps:

1. Get a compressed copy of the correct player file through one of the methods described above.

2. Add the file to your message as an attachment.

3. Record a message with your copy of the Voice Player.

4. Add the voice message to your email as an attachment.

5. Copy the directions below into the text component of your message.

6. Send the message.

Installing the Avaya Voice Player:
***Copy the appropriate text into messages for internal POP3 email users or ask your email users to send the text to recipients of the LVP.***

To install and use the Voice Player for Microsoft(R) Windows(tm) 16-bit systems:

1. Detach the Voice Player software into a temporary directory.

NOTE: In some email programs, you can click or double-click the attachment to start installation.

2. Start the installation program. In Windows, select the File>Run menu option, then type "lvpwin16.exe" and click OK.

3. Install the player. Answer the prompts in the installation program, changing entries for your computer as necessary, until the player is installed. If possible, the Voice Player is added to your email program's list of "helpers" or add-on programs so that .lvp files play automatically. If it is not added, browse for lvp16.exe and add it to the list of helpers.

4. Learn the program. When installed, a sample file is automatically loaded and played over your computer's speakers. Use this file to learn the player's controls. Read the player help for more information about using the player.

5. Record and send a message. Record a voice message through your computer's microphone, then send it with your email as an attachment.

To install and use the Voice Player for Apple(R) PowerMac(tm):

1. Click or double-click the "MacLVP Installer" attachment to start installation.

2. Either the program starts for you, or you may need to select a location for the installer.

3. Install the player. Answer the prompts in the installation program, changing entries for your computer as necessary, until the player is installed. If possible, the Voice Player is added to your email program's list of "helpers" or add-on programs so that LVP files play automatically. If it is not added, browse for MacLVP and add it to the list of helpers.

4. Record and send a message. Record a voice message through your computer's microphone, then send it with your email as an attachment.

Viewing Intuity AUDIX faxes in a POP3 email program:

How do my message recipients display faxes?

Faxes created in INTUITY(tm) Message Manager or received into your INTUITY AUDIX mailbox are stored in TIFF (.TIF) format. Many viewers exist for this graphics format, including [recommended TIF viewer found at: location]. Download, install and associate the viewer with your email program, then tell your message recipients where to locate a viewer.

If you use Microsoft(R) Windows(tm), you might need to associate the .tif file extension with the TIFF viewer that was installed. Search Windows help for the correct procedure using the words "associate", "extension", or "file".

Configuring [your company's POP3 email program] to access the INTUITY AUDIX mailbox:

How do I use [POP3 email program] to access my INTUITY(tm) AUDIX(R) mailbox?

Instead of using INTUITY Message Manager or the Telephone User Interface (TUI), you can now check your messages using [POP3 email program].

NOTE: If [POP3 email program] does not have a "Leave messages on server" option, it is NOT RECOMMENDED for retrieving messages from your INTUITY AUDIX mailbox.

Follow these steps under the [menu option or tab settings, customize for your site's POP3 email program]:

1. Change the POP3 user name to your [3 to 10]-digit extension.

2. Change the [outgoing mail or SMTP] server to [host.domain].

3. Change the [incoming mail or POP3] server to [host.domain].

4. Select the ["Leave messages on server" or your program's similar] option.

[5. Set the "Reply to:" or "email address" field to [email protected].]

5. Set the ["check for new messages"] to [never].

6. To retrieve messages, click the ["Get Mail"] option.

7. Enter your INTUITY AUDIX mailbox password at the prompt.

8. Process outgoing and incoming email messages.

To use Internet Messaging:

* Voice components of INTUITY AUDIX messages appear as .LVP attachments. Download and install the Voice Player to hear these files.

* Record a voice component with the Voice Player, then attach the new file to the outgoing message.

* Fax components of INTUITY AUDIX messages appear as .TIF attachments. Use an appropriate graphics viewer to see these components.

* Each time [POP3 email program] accesses your INTUITY AUDIX mailbox, all "new" messages are moved to the "old" category and the message waiting lamp is turned off.

Preventive Maintenance and Troubleshooting

This section describes how to check for system alarms relating to email and how to locate troubleshooting information.

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 are corrected either automatically or by repair procedures. This log should be checked on a daily basis.

To check the alarm log for Internet Messaging problems:

  1. Follow the steps in Accessing the Alarm Log through the AUDIX Administration Screen to display the alarm log.
  2. Check the Resource Type column for Server alarms.
  3. Check the Location field of any Trusted Server entries.

    4. The system displays the Trusted Server ID for the machine that created the alarm.

  4. Press F1 (Cancel).

    5. 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.

Checking the Trusted-Server Profile

To check the status of a machine that has generated an alarm or to verify information about a trusted server:

  1. Start at the Avaya Intuity Main Menu and select: 

    2. AUDIX Administration

    The system displays the AUDIX Command Prompt Screen.

  2. At the enter command: prompt, enter display trusted-server machine ID where machine ID is the ID of the trusted server that you want to check.

    3. The system displays the Trusted-Server Profile Screen.

  3. Press F1 (Cancel).

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

    Command Successfully Completed.

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

Troubleshooting Email

The Internet Messaging application contains an extensive troubleshooting section. For troubleshooting information, access the online help from the Internet Messaging browser interface or from the Intuity AUDIX system console.

Removing a Trusted Server

When a trusted server is removed from service, you must administer your Intuity AUDIX system to reflect the change. Be sure you coordinate this removal with your email administrator to ensure that neither system is trying to communicate with a machine that no longer exists.

To remove a trusted server:

  1. Start at the Avaya Intuity Main Menu and select: 

    2. AUDIX Administration

    The system displays the AUDIX Command Prompt Screen.

  2. At the enter command: prompt, enter remove trusted-server name/id where name/id is the text name or numeric identification (1–96) of the trusted server you want to delete from the database.


    3.  

    Tip: To see a list of existing trusted servers, enter li tr at the command line.

    The system displays the Trusted-Server Profile Screen.

  3. Press ENTER to delete this record from the system database.

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

    Command Successfully Completed.

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