Working with Mailbox Manager

Working with Mailbox Manager A user guide for Mailbox Manager supporting the Message Storage Server component of the Avaya S3400 Message Server Mailbox Manager Version 5.0 February 2003

Copyright 2003 Unimax Systems Corporation This information is intended for training purposes only and is subject to change without notice. Neither this document nor any portion thereof is to be reproduced in any form without the written consent of Unimax Systems Corporation. Mailbox Manager is a registered trademark of Avaya. All other products or company names mentioned are used for identification purposes only, and may be trademarks of their respective owners.

Table of Contents INTRODUCTION... 1 LOGGING IN... 1 THE MAILBOX MANAGER INTERFACE... 2 MENU BAR... 2 THE WORKSPACE... 2 STATUS BARS... 3 MULTIPLE RECORD EDITOR... 3 ONLINE HELP... 4 GETTING AROUND IN MAILBOX MANAGER... 5 PROJECTS AND EVENTS... 6 PROJECTS... 6 EVENTS... 8 SEND NOW... 9 MONITORING EVENTS... 10 PRELIMINARY SETUP... 11 CONNECTION SETUP... 11 AUTO CONFIGURE PROCEDURE... 14 CREATING CUSTOM REPORTS... 16 PICKER LISTS... 16 ADDING AND REMOVING COLUMNS... 16 RESIZING AND REARRANGING COLUMNS... 18 FINDING, SORTING & FILTERING... 19 EXPORTING A PICKER LIST... 22 AVAYA MSS MOVES, ADDS, AND CHANGES... 23 CREATING A SUBSCRIBER... 23 MODIFYING A SUBSCRIBER... 24 DELETING A SUBSCRIBER... 25 COPYING A SUBSCRIBER... 26 RENUMBERING A SUBSCRIBER S MAILBOX: CHANGE KEY DIALOG... 28 MODIFYING A CLASS OF SERVICE... 29 DISPLAYING RANGES... 29 ADVANCED MOVES, ADDS, AND CHANGES... 30 PICKER EDITING... 30 MULTIPLE MODIFY... 31 TEMPLATES... 33 MULTIPLE CREATE... 36 COMPARING RECORDS... 42 02/27/03 Mailbox Manager for Avaya MSS i

MAILBOX MANAGER SYSTEM ADMINISTRATION... 44 OPERATORS... 44 GENERAL FILES IN MAILBOX MANAGER... 46 SESSION AUDIT FILES... 46 DELETING A PROJECT... 48 HOW TO TROUBLE-SHOOT A FAILED PROJECT... 49 CHECKING THE STATUS OF YOUR CHANGE... 49 IDENTIFYING THE PROBLEM... 50 CORRECTING THE PROBLEM... 53 APPENDIX A: SINGLE-USER REQUIREMENTS... 54 APPENDIX B: SINGLE-USER INSTALLATION... 55 TRUSTED SERVER... 55 INSTALLING MAILBOX MANAGER FOR A SINGLE USER... 55 ii Mailbox Manager for Avaya MSS 02/27/03

Introduction Mailbox Manager (MBM) for the Avaya S3400 Message Server is a Windows interface for doing moves, adds, and changes on the Message Storage Server component (MSS). The software maintains an off-line database of your subscriber and class of service data. You make your changes to subscribers and classes of service in this interface, and it sends the changes to your MSS. The off-line database of your message server data is one of the chief benefits of working in Mailbox Manager. In addition to being an intuitive tool for moves, adds, and changes, it allows you to view your data in any combination of ways that will help you make decisions about getting the optimum use out of your Avaya MSS. Another advantage offered by Mailbox Manager is that you can maintain multiple message servers Avaya MSS, Octel 250/350, Intuity AUDIX and Octel 200/300 platforms from the same interface. This user guide will teach you the principals and procedures needed to use Mailbox Manager. See Appendices A and B for system requirements and installation instructions. See the Mailbox Manager Getting Started Guide on the S3400 documentation CD for a brief overview of installation options. Logging In Launch Mailbox Manager Demo from your Start button. The path is Start >> Programs >> Mailbox Manager >> Mailbox Manager Demo. The first window you will see is the Log In window. The Mailbox Manager Log In window allows you to control access to Mailbox Manager with password protection. Upon initially starting Mailbox Manager, the log in window includes two choices: System Technician and System Administrator. The System Technician login is reserved for technical support. System Administrator is your primary log in for the software and there is no default password for it. To log in, simply select System Administrator and click Log in. You will be able to create additional log in names for this window, and set up permissions for each user. 02/27/03 Mailbox Manager for Avaya MSS 1

The Mailbox Manager Interface This section gives a general overview of the Mailbox Manager (MBM) interface and navigation. Specifically, this section explains the Menu Bar, the Workspace, status bars, record editors, online help, and how to use these elements. Menu Bar Workspace Display Area Status Bars Workspace Navigation Area Menu Bar The menu bar at the top of the Mailbox Manager screen is familiar if you are familiar with Windows software. One slight departure from this model is the Object menu. This menu is located in the fifth position, between the Window and Help menus. The Object menu changes, depending on what type of object you are working with in Mailbox Manager. Select each of the menus in the menu bar to see what types of options are available. The Workspace The main window in Mailbox Manager is the Workspace. This window is the first thing you see in Mailbox Manager, and it is the primary orientation-point in the software. The Workspace is divided with a vertical bar that can be moved left or right, if necessary. The area to the left of this bar is called the Workspace Navigation Area. The area to the right of this bar is called the Workspace Display Area. Workspace Navigation Area The Workspace Navigation Area is similar to your computer s file access system. Types of records are listed on the top level, and a plus sign to the left of a record indicates that there are further levels of records under that record. The primary types of records listed in the Workspace Navigation Area are Events, Projects, Templates, PBXs and Voice Mails. When you first open Mailbox Manager, you will see a plus-symbol next to Voice Mails, indicating that there are further record types. Clicking the plus symbol reveals your Avaya MSS system. Further expansion shows the record types that you can view or manage in Mailbox Manager: classes of service, ranges, and subscribers. 2 Mailbox Manager for Avaya MSS 02/27/03

Workspace Display Area The Workspace Display Area is a convenient location for shortcuts to different types of data. When you first look at Mailbox Manager, this area is empty. As you begin to work with your data and create records, icons appear in the Workspace Display Area that help you access information quickly and organize your work. The way you use this area is flexible and your method will develop, as you become familiar with Mailbox Manager. Any type of data can be represented in the Workspace Display Area. Status Bars The status bars are found along the bottom edge of the Workspace window and the main interface window. Their purpose is to remind you of active objects in the interface. The status bar on the Workspace tells you what Avaya MSS is active. If you are managing more than one Avaya MSS, clicking on a system in the Workspace Navigation or one of its records in the Display area makes it the active system. The status bar at the bottom of the interface tells you who is logged in to Mailbox Manager on the left, and what project is current, on the right. Multiple Record Editor The Multiple Record Editor is the interface for viewing details about your phone, voice mail, and database records in Mailbox Manager. If these systems are linked in the Mailbox Manager license file, the database will view a phone, mailbox, and database record with a common identifier (such as a directory number/mailbox number) as one record. These are all viewed together in the multiple record editor. Fields Record Navigation Area Save and Cancel Record Navigation Area The record navigation area shows related records in an Explorer-style fashion. If there were another external database record associated with mailbox 1664, it would appear in this record navigation area. 02/27/03 Mailbox Manager for Avaya MSS 3

Fields The fields are the data you use to create and modify a subscriber record or modify a class of service record. Save and Cancel There are actually three buttons in the lower corner of the record, Save, Send Now, and Cancel. The Save and Send Now buttons are both used to save any changes you make to a new or modified record. The Cancel button cancels any changes you make to a record. Clicking any of these will close the record window. Saving and sending changes is covered more extensively, starting on page 8. Online Help Mailbox Manager s Online Help contains extensive documentation about using Mailbox Manager and about the use of each field for your specific systems. There are two kinds of online help; topics reached through the Help menu, and field-specific topics reached through What s This? buttons. Help Menu Select Help Topics from the Help menu to view the Mailbox Manager Help window. This window offers Contents, Index, and Search tabs to explore the topics available. Use your preferred method to find the topic you want to learn about. You will also reach this interface by rightclicking on a supported dialog or window view, away from any fields, and clicking What s This? What s This? Buttons Right-click on any field in a window or dialog to see a What s This? button. Click this button to invoke a pop-up window with information about the field. This window will contain information about how the field is used on your voice mail system and what values would be appropriate for the field. 4 Mailbox Manager for Avaya MSS 02/27/03

Getting Around in Mailbox Manager Navigation in Mailbox Manager is predominantly mouse-driven. Both the left and right mouse buttons are used in Mailbox Manager. Some keyboard shortcuts are also available. These are shown on the right side of a menu when they are available. Your keyboard is used to enter data, as well. Left Mouse Button Clicking on an object once is commonly referred to as selecting. When you are instructed to select an object, move your cursor to an object on your screen and click it once with your left mouse button. Selecting objects on your screen changes the Object Menu in your Menu Bar. For instance, selecting Projects in the Workspace Navigation Area changes the Object Menu to the Projects Menu. This is true of any type of object in the Workspace. Clicking an object twice is commonly referred to as double-clicking. When you are instructed to doubleclick an object, move your cursor to the object on your screen and click it twice, rapidly, with your left mouse button. Double-clicking an object will open that object so you can view or modify the data. For instance, double-clicking your system name in the Workspace Navigation Area shows you what lists of data are available in Mailbox Manager; double-clicking one of these list names opens the list; and doubleclicking a record opens the multiple record editor for that record. Right Mouse Button Right-clicking an object in the Workspace displays a menu of options available for that object. For the most part, this menu contains the same options available in the Menu bar Object Menu. It is simply quicker to use the right-click menu when working in Mailbox Manager. In some cases, the right-click menus have been expanded to include actions available in other Menu Bar menus. This is included as an additional convenience. Right-clicking a data field or other parts of the Mailbox Manager interface that do not have a menu produces a "What s This?" button. Click this button to read an online help topic about the field under your cursor. 02/27/03 Mailbox Manager for Avaya MSS 5

Projects and Events Mailbox Manager maintains a database that reflects the data on your MSS. One way to think of this database is as a virtual message server. All moves, adds, and changes made in Mailbox Manager are actually made to this database. The changes then must be transmitted to your message server in order for the changes to take effect. Mailbox Manager connects via a network connection through a trusted server on your MSS. The section explains how moves, adds, and changes are completed using projects and events. Projects Most simply stated, a project is a mechanism for saving the moves, adds, and changes you make in the database as macros to be sent to your Avaya MSS. Each macro is saved as a change record in your project. Projects may contain as few or as many changes as you wish. Some users make a new project for every change, while others may collect several hours of work in a project. A project may also contain changes for more than one system. The only factor uniting all changes in a project is that they are all sent to the system at the same time. Exercise: Creating a Project 1. Right-click Projects in your Workspace Navigation Area to view a menu of options for projects. 2. Select Create from this menu. A New Project dialog will appear. 3. In the name field of this dialog, type First Project and click OK. Mailbox Manager will make sure you do not give two projects the same name. You will see a project icon in your workspace. Projects are represented as a blue triangle. On the lower right of your screen, you will also see that the status bar reads Project: First Project. This indicates to you that this project is the Current project. Any changes you do now would be contained in this project. 6 Mailbox Manager for Avaya MSS 02/27/03

Exercise: Selecting a Current Project If you work in more than one project at a time, you may have to change the current status of projects. The current project is shown on the right side of the lower status bar. Use the following procedure to practice changing your current project. 1. Create another project, named Second Project. The current project, according to your status bar, is now Second Project. 2. Right-click the First Project icon in your Workspace Display Area to view a menu of options for projects. 3. Select Set Current from this menu. The Project status now shows that First Project is again the current project. 4. Practice switching the current status between First Project and Second Project. Exercise: Undoing a Change On the occasional project, you may make a change that you wish to undo. This is a simple procedure, and ensures that the change is not on the MSS or within the Mailbox Manager database. If you are just starting to go through this user guide, you will not be able to do this procedure now. 1. Double-click the project from the workspace icon, or from the Projects List. 2. Right-click the change you want to undo to view a menu of options for changes. 3. Select Undo from this menu. The Status column value will change to Undone. Now, you can safely delete any Undone changes by selecting Delete Change(s) from this menu. 02/27/03 Mailbox Manager for Avaya MSS 7

Events An Event keeps track of the scheduling and completion of your project. During an Event, the software translates your changes into message server language and sends the relevant commands to your message server. You control when the event occurs. Once you have scheduled an event, Mailbox Manager will take care of sending the changes. As long as Mailbox Manager is running, changes can be sent to the message server at any time of the day. Until you send a project to the message server, the changes are only present in your virtual Avaya MSS. The event must complete for your changes to take effect on your real Avaya MSS. Instructions for each numbered field are listed below the illustration. 1 2 3 4 1. In the Scheduling area, select: Run now to send the project immediately, Run at a specific date and time to schedule a delay in sending the project, Postpone to delay scheduling, and Recurring to schedule the project to go at regular intervals. Expired is a setting Mailbox Manager uses when the project has been sent to the message server or Mailbox Manager was unable to send the project. 2. If you select Run at a specific date and time, enter the date and time you want the project sent to the message server. 3. If you select Recurring enter the day of the week and time of day or interval at which you want the project sent to the Message Server. 4. Click Options to set the number of attempts Mailbox Manager will make to send the project to the Message Server, in case it encounters a communication problem. 8 Mailbox Manager for Avaya MSS 02/27/03

Example: Sending a Project, or Scheduling an Event The action of sending a Project to your Message Server automatically creates an Event. Use the following procedure to practice sending a project to your Message Server. 1. Right-click one of the project icons in your Workspace Display Area to view a menu of options available for that project. 2. Select Send All Project Changes from this menu to open an Event window. 3. Select a time for the Event to occur. 4. If there were changes in your project, you could click Save, and the project would go to the Message Server at the time you selected. 5. Click Cancel to close the Event window without sending any changes. Send Now You can eliminate the steps of creating and sending a project by using the Send Now feature. When you have made changes to a record, click the Send Now button. The software automatically creates a miniproject containing only one change, and sends it to the Avaya MSS. Use the following procedure to send a change immediately, instead of saving it to a project. 1. When you have made all the changes you want to your set or mailbox, click the Send Now button. The Send Now dialog will appear. 02/27/03 Mailbox Manager for Avaya MSS 9

2. In the Send Now dialog, you may rename your project and select automatic delete parameters. If you want to keep the default settings, you may click the check box for Do not display this dialog next time and click OK. The dialog will not appear again until you restart Mailbox Manager. Monitoring Events Use the following procedure to monitor the progress of an event while it is in progress. This will not work in your demo environment. 1. Send your event or click Send Now to send your changes to the Avaya MSS. 2. Right-click on Events in the Workspace navigation area. 3. Select Monitor Events from the menu. The Event Monitor window will appear. This view will give a current status of the project and brief updates of what commands are being sent to the Avaya MSS as long as the event is in progress. All events in progress will appear in the window. 10 Mailbox Manager for Avaya MSS 02/27/03

Preliminary Setup When Mailbox Manager is first installed, you must define a communication link to your Avaya MSS, then retrieve the database from your message server by performing an Auto Configure procedure. This is also included in the installation process, and is not necessary to do again unless a new Avaya MSS system is added to your current installation, or unless some part of the communication path changes. Connection Setup When Mailbox Manager is first installed, you must define the communication link between Mailbox Manager and your voice mail system. After defining the connection, you will then retrieve the database from your message server by performing an Auto Configure procedure. When opening Mailbox Manager for the first time, you will have the option to set this connection immediately or at a later time. If you already know what connection settings you are going to use, it is best to set them up immediately. The following is an example of setting up a Network connection for an MSS. Repeat the following steps for each system you have, according to how they are connected to your PC. 1. When Mailbox Manager is first opened, you will see this Connection Setup wizard. Choose Yes to set the connection now. 2. In the Set System Connections dialog, choose which system you would like to set the connections for if you have more than one system. 3. Click Set Connection. 02/27/03 Mailbox Manager for Avaya MSS 11

4. Next you will see the Connection Wizard Introduction. 5. Click Next. 6. Type in a name for the connection that you are setting up. 7. Click Next. 8. Type the corporate IP address of the Avaya MSS as it appears on your network. 9. The Port number should appear as 389 by default. If your system does not use this port number, you may modify it. 10. Type the Bind DN as cn=mbmserver,dc=avaya 11. Type the password used in the mbmserver trusted server setup on your MSS. 12. Click Next. 12 Mailbox Manager for Avaya MSS 02/27/03

13. A Summary dialog will appear. Verify that all of the information you chose is correct. 14. Click Finish 15.. The Set System Connections dialog will reappear. You now have the option of setting up additional connections if you have more than one voice mail system. If not, click OK and the dialog will disappear. 16. Repeat this procedure for each system supported in Mailbox Manager When: Upon initial setup. You will only need to review these settings if any of the data (such as your trusted server password) changes. Considerations: If you are installing Mailbox Manager for more than one user s PC, this procedure must be done only on the PC that will be sending changes to the message server. 02/27/03 Mailbox Manager for Avaya MSS 13

Auto Configure Procedure Repeat this procedure for each of the message server systems you have configured in Mailbox Manager. 1. Complete the Connection Setup procedure above. 2. Right-click on the system in the Workspace Navigation Area. 3. Select Get Configuration. The Event window will appear. 4. Click the Save button to Run Now, or select Run at a Specific Date and Time and enter the date and time in the spaces provided, then click the Save button. Mailbox Manager will login to your system and request the subscriber and class of service information. When the data has been transferred, Mailbox Manager will disconnect from the system and build the database from the data it received. 5. Once the Auto Configure has started, you can monitor its progress via the Event Monitor. To see this monitor, right click on Events in the Workspace Navigation area and select Monitor Events from the menu. 14 Mailbox Manager for Avaya MSS 02/27/03

When: This procedure must be done to create the initial database, and then repeated as needed, in order to update the Mailbox Manager database with any new programming that has been done on the Avaya MSS through the web interface. 02/27/03 Mailbox Manager for Avaya MSS 15

Creating Custom Reports Once you have a complete database of this message server, you can access the information to make moves, adds, and changes. It is important first to understand how the information can be accessed from the database. Picker Lists A picker list is a list of records in your Mailbox Manager database. For example, when you double-click Subscribers in the Navigation area, you see a picker list of all the subscriber records on the Avaya MSS. If you double-click a record in this list (or pick it), you open the record. Adding and Removing Columns You can add to the information displayed in a picker list. For example, the preceding illustration of a mailbox Picker List has five columns. You can add additional columns of information to this list. This can be useful if you need to sort or filter the data in a meaningful way. For example, if we wanted to see more information about the mailboxes shown here, we could add a column for any field in the mailbox record. 16 Mailbox Manager for Avaya MSS 02/27/03

Adding a column: Use the following procedure to add a column to a picker list. 1. Right-click on any heading in your picker list. A menu of options will appear. 2. Select Edit from the menu. A Picker Settings dialog will appear. 4 7 5 3. The Picker Settings dialog displays a tree structure listing the available columns that can be added to your picker list, and it also shows a list of the current columns displayed in the picker list. 4. Click on an available column you would like to add to your picker list. 5. Click Add. The column name should now appear in the list of current columns. 6. Repeat steps 3 and 4 until you have added all of the columns you need. 7. Click OK. The new columns should now appear in your picker list on the far right. 02/27/03 Mailbox Manager for Avaya MSS 17

Removing a Column: Use the following procedure to delete a column from a picker list. 1. Right-click on the heading of the column you would like to remove. A menu of options will appear. 2. Select Delete from this menu. The highlighted column will disappear. This procedure will not delete the column of information from your database; it simply removes that column from your view. Resizing and Rearranging Columns Columns can be made wider or narrower to make the display easier to read. Resizing a column: Click the right hand column divider and drag left or right to change the column width. Similarly, to change the order of the columns, you can position the mouse over any column, hold down the left mouse button, and then drag the column to the desired position. Moving a column: Click on the column and drag to the desired position. 18 Mailbox Manager for Avaya MSS 02/27/03

Finding, Sorting & Filtering Once you have the columns you want in the picker list, you may want to refine your display criteria. For example, what if you only wanted to find one subscriber instead of displaying all the subscribers on the MSS, wanted to display the picker list in alphabetical order based on the display name, or wanted to see only the subscribers associated with a particular class of service? To refine the display criteria, you can do one of three things: Use the find function to search for a particular record Use the filter function to filter out data based on some criteria, such as mailboxes that belong to a particular class of service. Use the sort function to sort data in some logical order (alphabetically or numerically). Use these features to create ad-hoc reports on information in the database, and apply existing reports (saved as picker formats) at any time. Find Use the following procedure to find a specific record. 1. Right-click on the type of item you want to find, under the system where you wish to find it (i.e. Subscribers under Charlotte Avaya MSS). A menu of choices will appear. 2. Select Find from this menu. The Find dialog will appear. 3. Enter the search criteria in the Find what: text box, and select the column for the search from the Search field: pull-down menu. 4. Click the Find Next button. An icon representing the record will appear on the workspace. If you activate the Open record if found check box before you click the Find Next button, the record will open automatically. Filter The Filter function allows you to view only the records that have common criteria, for instance, all the records with a class of service 7. Use the following procedure to use the Filter function. 1. Open the list you want to filter. 2. Add the column that contains the data you want to filter. 3. Right-click on any record in the list to view a menu of choices. 4. Select Filter > Edit. The Filter dialog will appear. 02/27/03 Mailbox Manager for Avaya MSS 19

5 8 6 9 7 10 5. Click on the field you want to use to filter your data, 6. Use the comparison operator to indicate how the data should be compared such as, Equal to, Not Equal to, Greater than, or Less than (look at the pull-down menu for all your choices). 7. Enter a value for the criteria. Some fields will allow you to choose the value from a list. 8. Click the Add button. The Search criteria you selected will appear in the box in the lower left corner of the window. 9. Repeat the steps 5 through 8 to add additional filtering arguments. Select And, Or, or Except from the Logical area if you use more than one filter criteria. 10. When you have added all the search criteria, click the Filter button. Your picker list will now show only the items that fit your filter criteria. To view the full mailbox list again, right-click in the mailbox list and select Filter > Reset. Sort The Sort function allows you to arrange the information in your picker list in alphabetical or numeric order by the field you choose. Use the following procedure to use the Sort function. 1. Open the desired picker list. 2. Add the column that contains the data you wish to sort. 3. Right-click on any record in the list to view a menu of choices. 4. Select Sort > Edit to view the Sort dialog. 20 Mailbox Manager for Avaya MSS 02/27/03

5 6 8 9 5. Select a field for sorting from the field area. 6. Click the Add button to place the field name in the Sort order field. 7. Repeat steps 5 and 6 to add more fields to the Sort order, if appropriate. 8. Change the sort order between ascending or descending order by highlighting the criteria in the Sort order text box and clicking Ascending order or Descending order in the Sort field by section of the dialog. 9. Click the Sort button. The list will reflect the new sort order. Saving Picker List Formats Once you have created a picker list with the desired columns, spacing, and filtered criteria, you can save your customized list as a picker format. These formats can be reapplied to your data at any time for future reports. This is a useful feature if you need to generate reports on a regular basis. Picker formats can also be shared with other users and displayed in the View menu for easy access in the future. To save a picker list format as a regular report, use the following procedure. 1. Arrange the picker list in the desired format using the instructions for Filtering and Sorting your data. 2. Right-click on any record in your list and select Picker Formats > Edit. 02/27/03 Mailbox Manager for Avaya MSS 21

5 6 3 4 3. Type a name for the format in the Format name field. Use a name that describes the report, so that others can easily locate it. 4. Click the Place in View menu check-box and the Share with others box, if you want to give access to other users. 5. Click the Define button so the new format name appears in the list. 6. Click the OK button to finish. 7. To access your newly created picker format again, right-click on your record type in the navigation area, select Picker Formats, and select the format name you just defined. To print the report, select Print from the File menu. Exporting a Picker List Once you have formatted a picker list you can export the data as a text file so that it is available for other programs, such as spreadsheet or word processing applications. The following procedure will export the active picker list data as a tab-delimited text file (*.txt). You can also choose to save the data as a commadelimited text file (*.csv), or html format file (*.htm, *.html). 1. With the list active in the interface, select Export from the File menu. 2. When prompted, use the explorer window to name the file, choose one of the file types offered in the extension field, and choose a location where it will be saved. 22 Mailbox Manager for Avaya MSS 02/27/03

Avaya MSS Moves, Adds, and Changes Use the instructions in this section to create, modify, copy, renumber and delete subscribers, modify classes of service, and view ranges. Creating a Subscriber 1. Click the plus sign next to your Message Server name in the Workspace Navigation Area to view the record types for that message server. 2. Right-click on Subscribers. 3. Select Create from the menu. 4. Type the new subscriber s mailbox number in the dialog and click OK. The selection dialog will appear. 5. Type the new subscriber s name into the First name and Last name fields and click OK. If the user has a common name, such as John Smith, you may add a middle initial in the first name field. 02/27/03 Mailbox Manager for Avaya MSS 23

6. Notice that the Common name, Ascii name, and E-mail fields have been populated for you. For help on any of the fields you wish to use, right-click on the field and click the What s This? button that appears. 7. Type the class of service number in the Class of Service field, or click the Browse button to pick the class of service you want from a list. Type a numeric password in the password field or click the Random button and note the assigned number for the subscriber. The numeric address field is a required field as well. 8. When you have filled in all the fields you intend to use, click the Send Now button to send your new mailbox programming to the message server, or click Save to save the change to a project to be sent later. Modifying a Subscriber Use the following basic procedure to modify a mailbox, including changing the mailbox password. 1. Right-click on Subscribers under your system in the Workspace Navigation Area. 2. Select Find from this menu. 3. Type the mailbox number of the subscriber you want to modify in this dialog, and click Find Next. A shortcut for this subscriber will appear in the Workspace Display Area. 4. Double-click on the subscriber icon. 5. Make the change in the field or fields you wish to modify. 6. Click Send Now to send your changes to the message server, or click Save to save the changes to a project to be sent later. 24 Mailbox Manager for Avaya MSS 02/27/03

Deleting a Subscriber Use the following procedure to delete a subscriber. 1. Right-click on Subscribers under your Avaya MSS in the Workspace Navigation Area. 2. Select Find from this menu. The Find dialog will appear. 3. Type the mailbox number of the subscriber you want to delete in the Find what field and click Find Next. A shortcut for this mailbox will appear in the Workspace Display Area. 4. Right-click on the subscriber icon and select Delete from the menu. A Delete Subscriber window will appear. The window will display any references for this subscriber. 02/27/03 Mailbox Manager for Avaya MSS 25

5. Click Send Now to send this change to the message server, or click Save to save this change to a project to be sent later. Copying a Subscriber Copying an existing subscriber record is a quicker way to create a new subscriber. To use copy, select a subscriber that is as similar as possible to the subscriber you want to create. 1. Locate the subscriber you want to create by opening the Subscriber list, or using the Find..., feature. 2. Right-click on the subscriber record (in the list or in the workspace) and select Copy from the menu. 3. Type in the mailbox number for the new subscriber and click OK. 26 Mailbox Manager for Avaya MSS 02/27/03

4. Type the new subscriber s name in the Last name and First name fields. Add a middle initial to the First name field if you need to make it unique. 5. Fill in the required fields, numeric address and password, and modify any other fields you want to change. 6. When you have made all the modifications you want, click Send Now to send the changes to the message server, or click Save to save the changes to a project to be sent later. The new subscriber will share the characteristics of the subscriber you copied, except any fields that you changed. 02/27/03 Mailbox Manager for Avaya MSS 27

Renumbering a Subscriber s mailbox: Change Key dialog Use the following procedure to change a subscriber s mailbox number. 1. Right-click on Subscribers under your system in the Workspace Navigation Area 2. Select Find from this menu. 3. Type the mailbox number of the subscriber you want to renumber in this dialog, and click Find Next. A shortcut for this subscriber will appear in the Workspace display area 4. Right-click on the subscriber icon and select Change Key from the menu. A Change Key dialog will appear. 5. Any references to the mailbox number are displayed at the bottom of the dialog. Click Send Now to send the change to the message server, or click Save to save the change to a project to be sent later. 28 Mailbox Manager for Avaya MSS 02/27/03

Modifying a class of service The Avaya MSS has 512 classes of service. Use the following procedure to modify a class of service. 1. Double-click Classes of service under your Avaya MSS in the Workspace Navigation Area. 2. Locate the class of service you want to modify in the list. The class of service window will appear. 3. Type a logical name in the name field. 4. Class of service features are listed in categories in the class of service window. You can restrict your fields to categories by selecting one of the options in the Category pull-down menu, or simply scroll through the list to locate the features you want to modify. If the class of service you are modifying already has been customized, you can see which fields are changed by selecting Non-default from the View: pull-down menu. This will restrict the list only to fields that have been modified from their default settings. If you have questions about how to use any of the fields, right-click on the field and click What s This? 5. Once you have located and set all of the class of service features you want to change, click Send Now to send the change to the MSS. Displaying Ranges Mailbox Manager gets the MSS Range information from the initial Auto Configure procedure. To display these ranges in a list, double-click Ranges under your Avaya MSS. If the ranges on your MSS are changed, you must run a new Auto Configure procedure (see page 14) to see them reflected here. 02/27/03 Mailbox Manager for Avaya MSS 29

Advanced Moves, Adds, and Changes This section outlines the types of procedures Mailbox Manager allows you to do that make it considerably faster and easier. These procedures are picker editing, multiple modify, templates, multiple create and compare. Picker Editing Picker Editing allows you to modify a subscriber from the picker list instead of first opening the record. You can use the same procedure to modify classes of service from the class of service list. 1. Open the Subscriber picker list by double-clicking Subscribers under your Avaya MSS in the Workspace navigation area. 2. Use the procedure for Adding a column on page 17 of this book to see the field you want to modify. 3. Right-click anywhere within the picker list and select Find. 4. Type the number of the record you want to modify and select Find Next. 5. The record that you found will be highlighted. Select Edit from the edit options in the tool bar at the bottom of the picker list. 6. The fields that are available to edit will be open to edit, and the ones that you are not able to edit will have a gray background. 30 Mailbox Manager for Avaya MSS 02/27/03

7. When you have finished editing the desired fields, click Save to save the changes to your current project, or Send Now to send the changes immediately. Multiple Modify Multiple modify can be used to make the same change to a group of records at the same time. For instance, the illustrations used with this procedure, the subscribers are all being changed to Class of Service 1. 1. Create a new project. 2. Use the filtering and sorting procedures (see page 19) to develop a list of records you want to modify. 3. Highlight the group of subscribers you would like to modify to the same value. If you have a filtered list, you can press the CTRL+A keys on your keyboard to select all the records in the list, or you can click on a record and use your shift or control keys to select additional records. 4. Click Edit. 5. One of the highlighted records will become editable. The fields that you are able to multiple modify will be open and the fields that you are not able to modify will have a gray background. When you modify this record the same change will be applied to all of the highlighted records. 02/27/03 Mailbox Manager for Avaya MSS 31

6. Click Save. All of the mailboxes you had selected will now be changed to the value you selected in the record that you modified. You can open your project to see each of the changes that was generated by one procedure. Instead of clicking Save, you can click Send Now and send all of your changes to the switch without reviewing them. 7. If you clicked Save, send the project to the message server when you are ready. 32 Mailbox Manager for Avaya MSS 02/27/03

Templates Mailbox Manager allows you to create a template for new subscribers. You then use your personalized template to create a complete subscriber by typing only a few lines of information. The same template can be used to create multiple subscribers either in a given range, or from an external text file. This section will explain how to create a template, use the template to create a subscriber, and use the template to create multiple subscribers. Creating a Template This procedure outlines the most convenient way to create a template. 1. Choose an existing mailbox that has most of or all of the attributes you want in your mailbox. Open the record from your mailboxes picker list. 2. Make any modifications that are necessary to make this mailbox just like you want your template. Do not click the Save button. 3. Select Save as Template from the Object menu in Mailbox Manager s menu bar. 4. Type a name for your template in the Set template Name dialog and click OK. The name of the template should make it clear what type of characteristics will be in mailboxes made from the template. 02/27/03 Mailbox Manager for Avaya MSS 33

5. Select the parameters that you want to type each time you use the template. Do not select the parameters that you want to have the SAME as the template. Some fields are already selected for you, for instance, Name must be a unique value, and so it is already selected. 6. When you have selected the parameters you need to use, click Finish to complete the template. Your new template will appear as an icon in the workspace display area 34 Mailbox Manager for Avaya MSS 02/27/03

Using a Template Use the following procedure to make a single subscriber from your template. Before you begin the procedure, create a project, or make sure the project you want is Set Current. 1. Right click on your template record from the templates list, or from a template icon in the workspace display area. 2. Select Use Template from the menu. The Set Parameter Values window will appear. 3. Type in values for each of the parameters you chose for this template. 4. Click OK to view the new subscriber record. You may make additional changes to this subscriber now, or click the Save button to complete the procedure. To send the new subscriber record immediately, click Send Now. The new subscriber record will appear as an icon in your workspace display area. 5. When you are ready, send your project to the system. 02/27/03 Mailbox Manager for Avaya MSS 35

Modifying a Template To modify the parameters of a template, rightclick on the template record and choose Select Parameters Change which fields you want in your template, or change the labels on the fields so they make more sense to the person using the template To modify the constant characteristics of a template, right-click on the template record and select Modify. You can modify a template as if it were a real subscriber record. Click the Save button to finish. All new subscribers created with this template will include the changes. You can also use the right-click menu to rename or copy the template. Multiple Create Now that you have created a template, you can also use it to create several subscribers at once. There are two ways to do this, multiple create from file and multiple create from parameters Multiple Create from File Create a new project and use the following procedure to create a number of subscribers from an external data file. This procedure will only work well if your data file is complete and accurate. The external file should have the following characteristics: Plain text file, readable by an ASCII editor, such as Microsoft Notepad. Columns of data corresponding to template parameters Columns may be tab or comma delimited Hard return character at the end of the last line in the file File can contain extra columns of data 36 Mailbox Manager for Avaya MSS 02/27/03

1. Right-click on the template you want to use and select Multiple Create. The multiple create dialog will appear. 2. Click From File The File Selection window will appear. 3. In the area labeled Format File, click New. The New Format File window will appear. If you already have a format file from a previous multiple create, and your text file is the same, you can reuse this format file by clicking the Browse button and locating the file and skip to step 10. 02/27/03 Mailbox Manager for Avaya MSS 37

4. Specify the number of header lines in the file, if any. 5. Specify whether the file is tab- or comma-delimited. 6. In the File Format Layout section, arrange the columns shown there so they match the order of the columns in your text file by clicking a column number and clicking the Move Left and Move Right buttons. 7. If your file contains any columns that aren t needed for the subscriber, click Insert Ignore and move the resulting **Ignore** field to the corresponding column position in your data file. 8. Type a name for the format file under New format file and click Save As to choose a location for the file. Make sure the file is easy to locate in the future. You can use an existing format file for future multiple create projects. You must type the extension of the file name,.fmt (for example, employee.fmt) 9. Click Save to return to the File Selection dialog. 10. In the Data file section, click the Browse button to locate and open your text file. 11. Click the View button to see how the columns appear. Your new subscriber data should appear in the window below. 12. Click OK. The Multiple Create window will appear. 38 Mailbox Manager for Avaya MSS 02/27/03

13. Click Save or Send Now to complete the operation. You will see a status dialog until the mailboxes are complete. 14. If you clicked Save, send your project to your Avaya MSS when you are ready. 02/27/03 Mailbox Manager for Avaya MSS 39

Multiple Create from Parameters You can also use a template to create a group of subscribers from the available resources. This is most useful when creating a group of subscribers in a range. Before you begin this procedure, create a project or make sure the project you want is Set Current. 1. Right-click on the template you want to use. Select Multiple Create. The Multiple Create dialog will appear. 2. Click the From Parameters button. The Set Parameter Values window will appear. 40 Mailbox Manager for Avaya MSS 02/27/03

3. Select the number of subscribers you want to create. 4. Enter the data for each of the fields in your template. For Mailbox Number, enter the first available mailbox number you want to use. For the Name fields, you could use the name New Employee1 (this will cause MBM to increment each Last Name field), if these are for future use. Any field that is not required to be unique will allow you to choose whether you want the values to be the same or different on each mailbox. Click the Range checkbox to the left of each field if you want each value to be different. Mailbox Manager will increment each entry by one if you choose Range. 5. Click OK to begin creating the mailboxes. 6. Review the columns of data in the preview area. If you want to edit any of the records, select the row and click the Edit button to make the necessary changes. If you want to append another range of numbers to this list, click the From Parameters button again and continue from step 3. 7. Click the Save button to finish creating the subscribers. 02/27/03 Mailbox Manager for Avaya MSS 41

Comparing Records Mailbox Manager allows you to compare any two types of similar records. The feature generates a viewable and printable file that highlights the differences between the two records. Some examples of comparing records include comparing Classes of Service on two message servers, or comparing two subscribers that should have the same function, but for some reason do not. This feature allows you to compare two records on the same system or on two different systems. Use the following procedure to compare records. As an example, this procedure compares two Classes of Service records. 1. Double-click Classes of Service to open the Class of Service picker list. 2. Locate two classes of service that you want to compare, for instance to see how one class of service is different from another. 3. Select both records by selecting one (click once), then holding down your control key and selecting the other one. Both should be highlighted. 4. Right-click on one of the highlighted Classes of Service and select Compare. The Compare dialog will appear. 5. In this dialog, verify that you are comparing the correct records. 6. Select the output format you prefer to view the differences in the View As section. Your choices include HTML, Comma Delimited or Tab delimited. HTML has the nicest looking report, which will open in your default browser software. 7. Click OK. 42 Mailbox Manager for Avaya MSS 02/27/03

8. The differences between the two Classes of Service will appear in the format you chose. Below is an example of a Compare Records report in HTML format. This report lists ONLY differences. If you compare two records that are the same, the report will not show any data. If you would like to see this comparison in the future you are able to save the created file within the browser. Use your browser s print function to make a hard copy. 02/27/03 Mailbox Manager for Avaya MSS 43

Mailbox Manager System Administration This section explains how to create additional users and maintain Mailbox Manager s files. Operators Mailbox Manager allows you to create additional login names and passwords for which you can restrict access to certain types of records. These records are referred to as Operators. For a single-user installation, you should always use the System Administrator login. For a client/server installation, you will need to create additional Operators. Each operator can modify their own password, after they log in to Mailbox Manager under their own user name. Creating an Operator 1. Right-click Operators in your Workspace Navigation Area to view a menu of options for operators. 2. Select Create from this menu. The Operator will appear. 3 4 5 3. Type the operator s name in the Name Field 4. Type the operator s password in the Password Field by overwriting the stars that appear by default. If you do not wish to assign a password at this time, leave this field blank and the user will not need a password. 5. By default each new operator has full permissions. If you wish to restrict the operator s access to the data, click the Permissions Tab. 44 Mailbox Manager for Avaya MSS 02/27/03

6 9 7 8 6. Select All systems if you want to restrict access to all records in Mailbox Manager. Select Selected systems to restrict access to one or more of the systems in your configuration. Select Selected lists if you want to restrict access to certain types of records under a given system. 7. Highlight the System or Record Type to which you want to restrict access. They should be highlighted. 8. Uncheck the access you don t want the operator to have. Uncheck Create if you don t want them to create a new record. Uncheck Modify if you don t want them to modify a record. Uncheck Delete if you don t want them to delete a record. The operator s permissions on a record type appear in parentheses after the record. 9. Click Save. An operator icon will appear in your Workspace Display Area. 02/27/03 Mailbox Manager for Avaya MSS 45

General Files in Mailbox Manager Mailbox Manager s data files are stored in the \MBMdata directory you created at installation. They are shown here as viewed in Windows Explorer. 1. The MBM directory contains the application files. 2. The \MBMdata directory contains all of Mailbox Manager s database files. 3. The Audit subdirectory contains all session audit and communication audit files. 4. The Config subdirectory contains communication files. 5. The DemoData directory contains an example database that appears in the Mailbox Manager Demo available from your Start menu. 6. The Shel sub-directory contains all of the data files from your message server. 1 2 3 4 5 6 Session Audit Files There are two types of Audit files in Mailbox Manager: Session Audit files and Communication Audit files. Viewing these files in the Mailbox Manager interface is outlined earlier in this manual, however they can also be viewed as text files, outside of the application. Session Audit Files Session Audit files are created for each user, each day that Mailbox Manager is started. These are named by date with the file extension.opa. For example, the session audit file for the System Administrator on December 17, 2002 is: MBMdata\oper0002\20021217.opa 46 Mailbox Manager for Avaya MSS 02/27/03

In the Mailbox Manager interface, you can view the session audit by selecting Session Audit from the View menu. 02/27/03 Mailbox Manager for Avaya MSS 47

Deleting a Project All projects that you create without setting an automatic deletion date will stay in your projects picker list until you delete them manually. Delete files that show a status of Sent OK. This will delete all related event records and Comm Audit files. 1. In the project list, right-click on a project record 2. Select delete from the right-click menu. 3. Click Yes to confirm you are sure you want to delete the project. If there are changes in this project that have not been sent to the message server, you will be prompted again for your options. Read the dialog carefully. Click Yes if you want these changes undone before they are deleted. Click No if you want to delete the changes without undoing them. Click Cancel if you do not want to delete the project at this time. 48 Mailbox Manager for Avaya MSS 02/27/03

How to trouble-shoot a failed project There are three possible reasons why a change you made to a subscriber in Mailbox Manager may not appear to have been completed on your Message server. 1. The change was never scheduled to be sent to the MSS. 2. There is a communication link missing between the Mailbox Manager communication PC and your MSS. 3. Mailbox Manager encountered an error sending the change to the message server. Use the steps in this document to check your project status, identify a problem, and correct the problem. Checking the status of your change Whenever you send a project or perform an auto-configure, an event is created. An event is the scheduling component of the project. If you wish to verify whether or not an event was sent successfully, there are several things you can check. First, it is usually best to start by checking the status of the event. If you double-click on the Events item from the workspace navigation area, you will see the event picker list. It will look similar to this: Note: The actual columns you see or their order in this list may be different, depending on any customizations you may have done to this picker list. The most important field to note for trouble-shooting purposes is the status field. This status field indicates what has happened with a particular event. An event s status may be one of the following: 02/27/03 Mailbox Manager for Avaya MSS 49

Status Definition Action Waiting In Progress Complete Error-View CommAudit Postponed The event is waiting for a particular time to execute. The event is currently being sent to the system. The event completed without any errors. The event completed but detected an error(s). The event has been postponed and will not be sent unless rescheduled. Allow the project to proceed as scheduled. Allow the project to complete, then recheck status. None Identify the problem (see below). Someone postponed the project. If there is no reason to wait, re-send the project. Identifying the problem If the event has a status of Error-View CommAudit, you should check the project to determine which change(s) did not complete successfully. To do this, open the project picker list and double-click on your project to see its contents. A project window will look something like this: Notice that there is also a status column within the project window. This will tell the individual status of each change in the project. 50 Mailbox Manager for Avaya MSS 02/27/03

The status of each change may be one of the following: Status Definition Action Saved Sent OK Send Failed Local Undone The change is saved to MBM, but it has NOT been sent to the Message server. The change has been sent successfully. The change was NOT sent successfully. The change did not have to be sent to the system (i.e., we only needed to change a reference in our database). The change has been removed from the Mailbox Manager database. Re-send the project. Only changes that are not marked Sent OK will be sent again. None. Check the Communication Audit (see below). None. If change should be implemented, right-click on the change and select Redo, then send the project again. To make the project window easier to read, you can also check the Cross-Reference option from the View menu. With Cross-Reference selected, the project window will only display a one-line summary for each change, and it will look something like this: If you select Cross-Reference from the View menu a second time, you will get the detailed view of the project window back again. 02/27/03 Mailbox Manager for Avaya MSS 51

This project status should let you know which changes did not get sent successfully. To determine why the changes failed, you ll need to bring up the Comm Audit window. You can get this window by either double-clicking the change that failed in the project window, or by selecting View Comm-Audit from either the project or events picker list: The first window that appears in your browser is a status report. It shows a high-level list of what occurred, and a status of each part. Click the Display link to see the actual data that was sent to the MSS, and what happened when it was sent. If your project has only one change, you will go directly to the detailed view. If you see an error code without an explanation, select Contents from the Help menu and go to the Avaya MSS Error Codes topic for an explanation. 52 Mailbox Manager for Avaya MSS 02/27/03