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Message privacy is the way private messages are handled on a messaging
system. Modular Messaging uses a two-pronged approach to message
privacy:
- Flexible support for message privacy. This
includes the ability to create, send, and access private message
from the Modular Messaging telephone user interfaces and from
Avaya graphical user interface (GUI) clients. It also includes
the restrictions that these clients and interfaces impose on the
recipient of private messages. The support that Client Add-in
for Microsoft Outlook and standards-based e-mail clients provide
is subject to the enforced privacy parameters. See Creating
private messages and Accessing private
messages for more detailed information.
- Enforcement of message privacy. This includes
privacy parameters that administrators can configure on the messaging
application server (MAS) and on the Avaya Message Storage Server
(MSS). See Administering privacy settings
for more detailed information.
Note: Modular Messaging does not restrict recipients
of private messages from playing the messages on a speakerphone
or recording the message with a tape recorder. Likewise, Modular
Messaging does not restrict recipients of private fax messages or
private messages with attachments from printing and then circulating
the fax or attachments. Modular Messaging cannot restrict the operation
of programs that subscribers may use to view private message attachments.
Modular Messaging supports the standard RFC822 sensitivity header
for privacy. This allows subscribers using standards-based clients
to mark outgoing messages as private. Depending on the capabilities
of the client, incoming messages might also be identified as private.
Typically, these clients do not prominently display the privacy
indicator. These clients might not enforce any privacy restrictions
with respect to forwarding private messages.
See the Modular Messaging Concepts and Planning
Guide (pdf) for additional information about message privacy.
Creating private messages
When creating new messages, Modular Messaging subscribers can mark
messages as private, from the following interfaces, clients, or
applications:
- The Modular Messaging telephone user interfaces (TUIs)
- Aria TUI for Modular Messaging
- AUDIX TUI for Modular Messaging
- Modular Messaging Web Client
- Unified Communication Center (UCC) Speech Access
- Microsoft Outlook with Client Add-in for Microsoft Outlook,
provided the Privacy Enforcement Level (PEL) parameter is not
set to Full and the Restrict Client Access parameters is not enabled
in the user's COS.
- Standards-based e-mail clients, provided the Privacy Enforcement
Level (PEL) parameter is not set to Full and the Restrict Client
Access parameters is not enabled in the user's COS.
Standards-standard-based e-mail clients support creating private
messages only if the client uses the standard RFC822 sensitivity
message header. Modular Messaging treats private, confidential,
or personal messages originating from a standards-based e-mail
client as private messages.
Notes:
- Callers can create private messages when using the Avaya Common
Caller Interface (CCI) to leave Call Answer messages, provided
administrators have configured the system to allow private Call
Answer messages.
- Messages sent to Modular Messaging subscribers by remote users
might be marked private. The method used to designate the privacy
marking is determined by the networked system.
Accessing private messages
Modular Messaging supports access of private messages as follows:
- When subscribers access a private message from any of the Modular
Messaging TUIs, the TUI announces that the message is private
before playing the message. Depending on the administered privacy
parameters, the TUIs restrict subscribers from forwarding private
messages or from replying to private messages with the original
message attached.
- When subscribers access a private message from the Modular Messaging
Web Client application, the application provides a visual indicator
for private messages. Irrespective of the administered privacy
parameters, Modular Messaging Web Client restricts subscribers
from forwarding private messages, replying to private messages
with the original private message attached, and saving a private
message.
- When subscribers access a private message from the Unified Communication
Center (UCC) Speech Access client, the client announces that the
message is private. Depending on the administered privacy parameters,
the client restricts subscribers from forwarding private messages
or from replying to private messages with the original private
message attached.
- Client Add-in for Microsoft Outlook does not enforce forwarding
restrictions for private messages, and IMAP4 standards-based clients
also might not enforce forwarding restrictions. To ensure system-wide
enforcement of message privacy, these clients are prevented from
accessing user mailboxes by default. These clients can be used
to access user mailboxes in the following cases only:
- The Privacy Enforcement Level parameter is not set to Full.
- The Restrict Client Access parameter in the COS is set to
No.
Note: For these clients to have access to
system mailboxes, you must also set the IMAP4 client access
enabled parameter to Yes on the Internet Messaging General Options
and Settings page on the MSS (Feature Administration
> Internet Messaging >
General Options and Settings).
When subscribers
access a private message from Client Add-in for Microsoft Outlook,
the application provides a visual indicator for private messages.
However, the application does not enforce privacy, hence, subscribers
are allowed to forward the message or reply to the message with
the original attached. Subscribers can also save the message
using the Save As feature.
Standard IMAP4 clients may provide a visual indicator for private
messages but only if the client recognizes the standard RFC822
privacy or sensitivity message header.
Administering privacy settings
System administrators can set the levels of privacy support and
privacy enforcement. These administered levels also determine the
behavior of user interfaces and clients with respect to privacy.
The following table lists the administration that must be completed
on the MAS and MSS to configure message privacy.
| Task |
MAS or MSS |
Notes |
| Configuring the Privacy Enforcement
Level |
MAS |
Traditional voice mail systems typically prevent subscribers
from forwarding messages marked as private or from replying
to private messages with the original message attached. Most
email systems and email clients, however, do not prevent these
actions, even when a message is marked as private. The
Privacy Enforcement Level parameter enables system administrators
to determine whether their systems behave more like like traditional
voice mail systems or more like typical email systems.
This parameter has three possible settings:
- Full: This is the default setting for
new Modular Messaging—MSS installations. With this
setting, subscribers can access their mailboxes using only
the Modular Messaging TUIs, the Modular Messaging Web Client,
and UCC Speech Access. Subscribers cannot access their mailboxes
using standards-based clients or Client Add-in for Microsoft
Outlook.
With this setting, subscribers cannot forward private
messages, or reply to private messages with the original
message attached. The system also restricts delivery of
new private messages to recipients on networked machines
(that is, other MAS/MSS or message systems in the network).
This allows private messages to be delivered only to messaging
systems capable of enforcing privacy settings (such as
Intuity AUDIX, Aria, Serenade, and Modular Messaging—MSS).
Selecting this option overrides the Restrict Client Access
to Mailboxes? class of service (COS) option on the MSS.
When this option is selected, all COSs behave as if that
option were set to Yes.
- Partial: With this setting, subscribers
can access their mailboxes using the Modular Messaging TUIs,
the Modular Messaging Web Client, and UCC Speech Access.
Subscribers can also access their mailboxes using Client
Add-in for Microsoft Outlook and standards-based clients,
if the class of service (COS) has the Restrict Client Access
to Mailbox? option set to No.
With this setting, the TUIs, Modular Messaging Web Client,
and UCC Speech Access enforce privacy. This means that
subscribers cannot forward private messages, or reply
to private messages with the original message attached.
It does not, however, restrict delivery of new private
messages to recipients on networked machines. This allows
private messages to be delivered to messaging systems
that might not be capable of enforcing privacy settings.
This also means that recipients of messages marked private
might be able to forward them to others using email. This
includes subscribers using the Client Add-in for Microsoft
Outlook and non-Avaya IMAP4 and POP3 clients, if the class
of service (COS) has the Restrict Client Access to Mailbox?
option set to No.
- Notification only: This is the default
setting for upgrades from previous releases of Modular Messaging—MSS.
This option does not prevent subscribers from forwarding
private messages or replying with the original private message
attached. This includes subscribers using the Client Add-in
for Microsoft Outlook and standards-based IMAP4 and POP3
clients, if the class of service (COS) has the Restrict
Client Access to Mailbox? option set to No.
Although messages are marked and announced in the TUIs as
being private, they are not restricted from client access,
and might be forwarded without restriction.
Note: This parameter is independent of the
Allow Private Call Answer Messages parameter on the MAS. |
Configuring the Allow Private
Call Answer
Messages setting |
MAS |
During TUI general properties administration, administrators
can enable the Allow Private Caller Answer Messages parameter,
which permits callers reaching the Avaya CCI to mark Call Answer
messages private. If this parameter is disabled, callers are
not permitted to leave private messages. Note that this
parameter does not control whether subscribers are able to
create new private messages.
Note: This parameter is independent of the
Privacy Enforcement Level parameter on the MAS. |
Configuring the Restrict
Client Access setting
|
MSS |
During class-of-service administration, administrators can
configure the Restrict Client Access field to determine whether
subscribers using that COS can use the Client Add-in for Microsoft
Outlook or an IMAP4 or POP3 standards-based client to access
their Modular Messaging mailboxes. If this parameter
is set to No, subscribers can access their mailboxes from
IMAP4 and POP3 clients and from Client Add-in for Microsoft
Outlook. If this parameter is set to Yes, subscribers will
be able to access their mailboxes only from Avaya proprietary
interfaces or clients.
The Restrict Client Access field does not affect the behavior
of the Modular Messaging telephone user interfaces (TUIs),
Modular Messaging Web Client, and Speech Access. These clients
will continue to have access to the Modular Messaging mailboxes,
even when the COS is set to Yes.
Important! If the Privacy Enforcement Level
is set to Full on the Message Application Server, that setting
overrides this Restrict Client setting so that client access
is restricted regardless of this field's value.
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Note: The following considerations apply to message
privacy:
- Marking a message as private indicates the sender's intent that
the message be treated in a confidential manner and makes it difficult
for the recipient to easily forward the message. However, there
is no guarantee that the recipient will not rerecord the voice
content of a message or play the message through a speakerphone.
- Messages with attached faxes or files can be marked as private,
but there are no restrictions on viewing, printing, or distributing
files that are attached to such messages.
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