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Message Manager
Message Manager is a combination of communications systems that function as one software application from a PC. Subscribers with Message Manager can create, send, and receive compound messages containing multiple media types—voice, fax, text, or file attachments (attached software files).
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.
The visual aspects of Message Manager distinguishes it from other voice messaging products. Message Manager allows you to view who sent the message, a brief subject describing the message, the time and date the message was received, and the type of message received. This information helps subscribers prioritize how they access messages and develop mailing lists more easily.
Message Manager (Release 4.1 and later) is available in seven languages—English, French, Spanish, Brazilian Portuguese, German, Dutch, and Czech. Additional languages are being considered for future releases.
- Capabilities and Benefits
- Requirements to Run Message Manager
- Messaging Enhancements
- Planning Considerations
Capabilities and Benefits
Message Manager offers product capabilities that benefit subscribers in organizing their text, fax, or the 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
- Sound card support for playing and recording messages, greetings, and names on a PC
- Remote, off site access to your messages through a high-speed modem
- The ability to receive, create, and send text messages and attached files
- Message annotation
- Nonsequential message retrieval
- Advanced playback controls
- Archival of the Intuity AUDIX messages to the PC hard drive
Extended Capabilities
Customers have a choice of extended capabilities to:
- Add fax messaging capabilities, depending on the release and configuration of the Intuity AUDIX server. Subscribers can receive, forward, delete, print, or create fax messages.
- Send and receive email messages through Message Manager with Internet Messaging.
Note: For a more detailed description on Message Manager features, see Messaging Enhancements.
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
The following hardware and software is necessary to support Message Manager.
- One of the following compatible operating systems:
- Windows for Workgroups Version 3.11 (or higher) for Message Manager 4.3 or earlier
- Windows NT Version 3.51, Version 4.0, or Windows 95 for Message Manager 4.5 or later
- Minimum of a 486, 66-MHz PC with 16 MB of RAM and 10 MB of available hard disk storage
- VGA or higher monitor (color recommended)
- LAN interface card
- Windows Sockets (WINSOCK.DLL) access to TCP/IP (either through a Netware Loadable Module or TCP/IP protocol stack)
For Message Manager 4.5 the following requirements necessary to suport Message Manager:
Verify you have the following minimum hardware and software:
One of the following compatible operating systems:
- Windows NT Version 3.51, with Service Pack 5, Windows NT Version 4.0, or Windows 95
- Minimum of a 486, 66 MHz PC with 16 Mbytes of RAM and 19 Mbytes of available hard disk storage (assuming a Personal Address Book with 400 entries). Exceptions:
- The tutorial requires an additional 10 Mbytes of disk storage.
- Your operating system may recommend additional RAM for better performance (for example, 32 Mbytes 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 TCP/IP protocol stack)
- Recommended: Mouse supported by Microsoft Windows
- Optional: Speakerphone, telephone headset, or a Microsoft Windows-compatible soundcard with speakers, microphone, or a computer headset for hands-free operation
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 Release 4.2-5 or higher within the U.S. and Canada, or Release 4.3 or above for all countries
- 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 4000 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 "de-register" the client.)
- Up to 96 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 a subscriber is logged in to the Intuity AUDIX (one of the up to 96 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 time out 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 to play 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.
- Text
The Text Viewer displays the message on the screen. You can read the text on the screen or print its contents. 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 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 may 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 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. The message is delivered as soon as possible or can be scheduled 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.
Fax from Other Applications
Although faxes can be stored in and sent from Message Manager, creating and sending a new fax is actually done from any other application that allows printing.
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 they were sent, and confirm whether the recipient has received or accessed the message. In this folder, more delivery information is available 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 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 may want to edit messages you have received or compose new messages, and then log in later and send them during a single telephone call. This 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. Log in to Message Manager and minimize Message Manager. 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 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. However, you can select a menu option to record your name or display a screen to record and manage 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. This 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. This is true 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 should be aware of in order to take full advantage of a multimedia messaging system, such as Message Manager.
Message Size
A multimedia message created using Message Manager can have a significant impact on the space allocated for subscriber mailboxes. The following table provides a comparison of message length to mailbox size.
Table: Message Manager and Intuity AUDIX Mailbox Size
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 messages a typical subscriber generates during a busy hour.
Table: Impact of Message Manager on LAN Traffic
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