555-7001-301 Meridian 1 Meridian Mail System Administration Guide Product release 12 Standard 1.
P0875914
Meridian 1 Meridian Mail System Administration Guide Publication number: Product release: Document release: Date: 555-7001-301 12 Standard 1.0 January 1998 © 1993, 1994, 1995, 1996, 1997, 1998 Northern Telecom All rights reserved Printed in the United States of America Information is subject to change without notice. Northern Telecom reserves the right to make changes in design or components as progress in engineering and manufacturing may warrant.
iii Publication history January 1998 Manual released as Standard 1.0. This version of the Meridian Mail System Administration Guide is intended for Meridian Mail Release 12 base software. November 1996 Manual released as Standard 1.0. This version of the Meridian Mail System Administration Guide is intended for Meridian Mail Release 11 base software. August 1995 Manual released as Standard 1.0.
iv Standard 1.
Contents 1 About this guide 1-1 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-2 What this guide is about . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-3 Who should use this guide . . . . . . . . . . . . . . . . . . . . . . . . . . 1-4 Systems supported by this guide . . . . . . . . . . . . . . . . . . . . . . 1-5 Structure of this guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-6 Typographic conventions . . . . . . . . . . . . .
vi Contents Softkeys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-39 Getting help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-40 Error messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-41 Section C: Meridian Mail features and interfaces 2-43 The main administration terminal and multiple administration terminals (MATs) . . . . . . . . . . . . . . . . . . . . 2-44 Meridian Mail feature availability. . . . . .
Contents vii 5 Defining classes of service . . . . . . . . . . . . . . . . . . . . . . . . . Configuring operational measurement options . . . . . . . . . . Adding users to the system . . . . . . . . . . . . . . . . . . . . . . . . . Creating system distribution lists . . . . . . . . . . . . . . . . . . . . Configuring optional features and other services . . . . . . . . Setting up system security. . . . . . . . . . . . . . . . . . . . . . . . . . Backing up the system. . . . . . . . . . . . . . . . . .
viii Contents Identifying remote site names . . . . . . . . . . . . . . . . . . . . . . . Recording a personal verification for the broadcast mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Recording and sending broadcast messages . . . . . . . . . . . . Making Voice Services recordings . . . . . . . . . . . . . . . . . . . 5-34 5-37 5-39 5-43 Section B: VMUIF recordings 5-47 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Contents Standard 1.0 ix Section D: Controlling remote access to calling privilege 6-39 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Call Forward All Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . Call Forward External Deny . . . . . . . . . . . . . . . . . . . . . . . . Call Forward to Trunk Access Code—DID Calls. . . . . . . . Internal Call Forward . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
x Contents Section H: Restriction/Permission lists 6-89 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . What are restriction/permission lists and codes? . . . . . . . . Defaults . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Understanding how restriction/permission codes work . . . Recommendations for using the first four restriction/ permission lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Contents xi 7 Section K: Monitoring access to Meridian Mail mailboxes and features 6-149 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Hacker Monitor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Mailbox Login Monitoring . . . . . . . . . . . . . . . . . . . . . . . . Thru-Dial Monitoring . . . . . . . . . . . . . . . . . . . . . . . . . . . . CLID Monitoring . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
xii Contents Setting the default administration context for NMS . . . . . . . 8-8 Accessing the Add Local Voice User screen . . . . . . . . . . . 8-10 The Add Local Voice User screen . . . . . . . . . . . . . . . . . . . 8-13 Entering user information . . . . . . . . . . . . . . . . . . . . . . . . . . 8-15 Assigning a user to a class of service . . . . . . . . . . . . . . . . . 8-20 Primary DN and extension DNs . . . . . . . . . . . . . . . . . . . . . 8-24 The revert DN . . . . . . . . . . . . . . . . .
Contents xiii Section B: Adding remote voice users 9-11 The Add Remote Voice User screen . . . . . . . . . . . . . . . . . . Adding remote voice users through User Administration. . Recording a personal verification for a remote voice user . Adding temporary remote voice users using RVU Propagation via Enterprise Networking . . . . . . . . . . . . . . . Adding remote voice users using RVU Propagation via Bulk Provisioning . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
xiv Contents Adding a system distribution list. . . . . . . . . . . . . . . . . . . . . 11-9 Finding and viewing a system distribution list . . . . . . . . . 11-17 Modifying a system distribution list . . . . . . . . . . . . . . . . . 11-22 Printing a system distribution list . . . . . . . . . . . . . . . . . . . 11-24 Deleting a system distribution list . . . . . . . . . . . . . . . . . . . 11-26 12 General administration–an overview 12-1 General Administration . . . . . . . . . . . . . . . . . . . .
Contents xv 15 Back up and restore Meridian Mail data 15-1 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-2 Section A: Preparing for backups 15-3 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-4 The three types of backups . . . . . . . . . . . . . . . . . . . . . . . . . 15-5 Selective backup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-6 Partial backup . . . . . . . . . . . . . . . . . . . .
xvi Contents Section G: Restoring information from a Selective backup 15-53 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-54 Restore from Selective backup . . . . . . . . . . . . . . . . . . . . . 15-56 16 Password and system time changes 16-1 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16-2 Changing the system administrator password . . . . . . . . . . .
Contents xvii Section C: Setting up network dialing prefixes and local defaults 17-29 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17-30 Worksheet for default dialing prefixes and local system defaults . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17-31 Dialing translation defaults screen . . . . . . . . . . . . . . . . . . 17-33 Configuring the default dialing prefixes and local system defaults . . . . . . . . . . . . . . . . . . . . . . . . .
xviii Contents 18 Routine maintenance 18-1 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Monitoring Meridian Mail operation . . . . . . . . . . . . . . . . . Monitoring Meridian Mail hardware. . . . . . . . . . . . . . . . . . Backing up the system. . . . . . . . . . . . . . . . . . . . . . . . . . . . . Cleaning the tape drive . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Contents xix Section D: Defining operational characteristics for voice messaging 20-37 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20-38 Enabling/disabling timed delivery and name dialing/name addressing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20-40 Defining the lockout revert DN and personal distribution list prefix . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
xx Contents 23 Configuring Meridian Mail services 23-1 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23-2 Section A: Introduction 23-3 Automatic Call Distribution (ACD) . . . . . . . . . . . . . . . . . . 23-4 Meridian 1 – Meridian Mail connections . . . . . . . . . . . . . . 23-6 How Meridian Mail uses ACD . . . . . . . . . . . . . . . . . . . . . . 23-7 Types of queues. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Contents xxi 24 The VSDN table 24-1 Section A: Introduction 24-3 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . When to create a VSDN . . . . . . . . . . . . . . . . . . . . . . . . . . . Network Message Service requirements . . . . . . . . . . . . . . . Accessing the VSDN table . . . . . . . . . . . . . . . . . . . . . . . . . The VSDN table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
xxii Contents How Meridian Mail 9/10 session profiles are converted to Meridian Mail 12 session profiles . . . . . . . . 24-72 Fax callback number formats . . . . . . . . . . . . . . . . . . . . . . 24-74 Determining how many VSDNs you need for a callback fax service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24-78 The basic service session profile . . . . . . . . . . . . . . . . . . . . 24-81 The full-service voice session profile . . . . . . . . . . . . . . . .
Contents xxiii Section B: Adding, changing, printing, and deleting System Classes of Service 26-9 Adding a Class of Service . . . . . . . . . . . . . . . . . . . . . . . . . The Add Class of Service screen (MMUI) . . . . . . . . . . . . The Add Class of Service screen (VMUIF) . . . . . . . . . . . Assigning Classes of Service to the system . . . . . . . . . . . The Find Class of Service screen . . . . . . . . . . . . . . . . . . . Finding, listing, or printing a Class of Service . . . . . . . . .
xxiv Contents Section C: Printing node and data port information 27-45 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27-46 Printing node and data port information . . . . . . . . . . . . . . 27-47 28 System status and maintenance 28-1 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28-2 What is system status and maintenance?. . . . . . . . . . . . . . . 28-3 Section A: System Status 28-5 Overview . . . . . . . . . . . . .
Contents xxv Section F: Diagnostic Schedules 28-75 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28-76 What are Voice Path Diagnostics? . . . . . . . . . . . . . . . . . . 28-77 Changing the parameters and schedule for diagnostics. . . 28-78 Analyzing the results of the diagnostics . . . . . . . . . . . . . . 28-82 29 SEERs and Meridian Mail Alarms 29-1 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
xxvi Contents Section B: Setting up Operational Measurements 31-11 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using the Operational Measurements menu . . . . . . . . . . . Calculating disk space required for OM data storage . . . . Operational Measurements Options screen. . . . . . . . . . . . Fields in the Operational Measurement Options screen . . Setting Meridian Mail to collect and receive data. . . . . . .
Contents xxvii Outcalling Detail report. . . . . . . . . . . . . . . . . . . . . . . . . . . Fields in the Outcalling Detail report . . . . . . . . . . . . . . . . Analyzing the Outcalling Detail report . . . . . . . . . . . . . . . Fax Delivery Detail report. . . . . . . . . . . . . . . . . . . . . . . . . Fields in the Fax Delivery Detail report . . . . . . . . . . . . . . Analyzing the Fax Delivery Detail report . . . . . . . . . . . . . Disk Usage Detail report . . . . . . . . . . . . . . . . . . . .
xxviii Contents The Detail Outcalling Audit Trail report. . . . . . . . . . . . . . 33-19 Fields in the Detail Outcalling Audit Trail report . . . . . . . 33-20 Analyzing the Detail Outcalling Audit Trail report . . . . . 33-28 34 Section C: Fax Audit Trail reports 33-29 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . The Fax Audit Trail Report screen . . . . . . . . . . . . . . . . . . The Summary Fax Audit Trail report . . . . . . . . . . . . . . . .
Contents xxix A Integrated Mailbox Administration A-1 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A-2 Section A: Interaction between IMA and Meridian Mail A-3 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A-4 What is Integrated Mailbox Administration? . . . . . . . . . . . . A-5 IMA data translations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A-6 Synchronizing IMA and Meridian Mail databases . . .
xxx Standard 1.
Chapter 1 About this guide In this chapter Overview 1-2 What this guide is about 1-3 Who should use this guide 1-4 Systems supported by this guide 1-5 Structure of this guide 1-6 Typographic conventions 1-11 Referenced documents 1-14
1-2 About this guide Overview Overview Introduction This system administration guide provides the procedures and related information necessary to administer a Meridian Mail Release 12 system operating on a Meridian 1 platform. This guide includes the initial setup of your system, its daily operation, and its routine maintenance. Before you begin All your hardware, including the main administration terminal and optional printer, must already be installed. Standard 1.
About this guide 1-3 What this guide is about What this guide is about Introduction This guide explains how to set up, operate, and maintain your Meridian Mail system.
1-4 About this guide Who should use this guide Who should use this guide Introduction This guide is intended for users who are responsible for setting up, operating, and maintaining the Meridian Mail system. Guide users There are two main groups of users who refer to this guide: • • Examples of users The guide’s primary users rely on this documentation to do their job. The guide’s secondary users may need to refer to the documentation to do their jobs.
About this guide 1-5 Systems supported by this guide Systems supported by this guide Introduction This administration guide is common to the following hardware platforms: • • • Meridian Mail Modular Option Meridian Mail Modular Option EC Meridian Mail Option 11 All of these platforms are connected to a Meridian 1/SL-1 switch using an AML/CSL link. Supported systems Some of the features documented in this guide may not be installed on your system.
1-6 About this guide Structure of this guide Structure of this guide Introduction This guide is organized to reflect the hierarchical set of procedures accessible from the Main Menu. Most items that appear in the Main Menu have a corresponding chapter describing the administrative tasks and the screens and fields required to complete the tasks. Contents of this guide This guide contains the following chapters.
About this guide 1-7 Structure of this guide Chapter number and title Description Chapter 6: Setting up Meridian Mail security Identifies the high-risk areas of a Meridian Mail system and the types of abuse that can occur. Lists the measures that can be taken to set up and monitor system security. Describes the use of security features to prevent unauthorized mailbox access. Describes measures to prevent the use of Meridian Mail features for unauthorized long distance calling.
1-8 About this guide Structure of this guide Chapter number and title Description Chapter 15: Back up and restore Meridian Mail data Explains the importance of Meridian Mail system backups. Suggests which volumes to back up, and how frequently. Describes the two available backup media and how to perform a backup with either one. Describes the procedures for scheduling a backup to occur automatically at a later time and for checking on the status of a backup in progress.
About this guide 1-9 Structure of this guide Chapter number and title Description Chapter 24: The VSDN table Documents the procedures for configuring VSDNs for each Meridian Mail feature that potentially requires a DN. Chapter 25: Voice services profile Documents the tasks that can be performed using the Voice Services Profile screen. Provides information about the different kinds of timeouts and how they work.
1-10 About this guide Structure of this guide Chapter number and title Description Chapter 34: Bulk provisioning Introduces the concept of bulk provisioning. Offers examples of situations where bulk provisioning can be used. Describes procedures for transferring bulk provisioning data onto tape and into another Meridian Mail system.
About this guide 1-11 Typographic conventions Typographic conventions Introduction This topic describes the typographic conventions used in this guide for the following: • • • • • • • • • Conventions Convention for softkey softkeys keyboard keys or hardkeys telephone keypad keys text input fields in a menu values in a field system responses spoken words recorded prompts The following table identifies, describes, and provides examples of the conventions used in this guide.
1-12 About this guide Typographic conventions Convention for Description Example telephone keypad key The telephone keypad keys that you press Press 829 on the telephone appear in bold print in the same typeface as keypad. the accompanying text. text input Text that you type appears in bold print. In Type m. a procedure, it appears in the same typeface as the accompanying text. In other text, it appears in a different typeface from the accompanying text.
About this guide 1-13 Typographic conventions Cross-references For a cross-reference to another part of this guide or to another manual, the following conventions are used. Cross-reference Convention to another topic in this guide This cross-reference is enclosed For more information, see in double quotation marks. “Logging in to Meridian Mail” on page 5-15. to another manual The title of the manual appears in italics. The applicable reference number is also presented. Standard 1.
1-14 About this guide Referenced documents Referenced documents Introduction You may find it useful to have a number of additional resources available as you are reading this manual. Referenced documents The following table identifies the documents that are referred to in this guide.
About this guide 1-15 Referenced documents NTP number Title Description 555-7071-210 Meridian Mail Installation and Maintenance Guide (Card Option) Documents the installation of Meridian Mail hardware. 555-7001-241 Meridian Networking Planning Provides descriptive information and Guide instructions for choosing a networking service. 555-7001-242 AMIS Networking Installation and Administration Guide Documents the implementation of AMIS Networking (networking with the AMIS protocol).
1-16 About this guide Referenced documents NTP number Title Description 555-7001-318 Meridian ACCESS Voice Prompt Editor User’s Guide Documents how to use the voice prompt editor to create and maintain voice segment files and individual voice segments. 555-7001-320 Meridian Mail Outcalling Application Guide Documents the implementation of the Remote Notification feature and Delivery to NonUser feature.
Chapter 2 Navigating through system administration In this chapter Overview 2-2 Section A: The administration menu hierarchy 2-3 Section B: Understanding menus, screens, and keys 2-25 Section C: Meridian Mail features and interfaces 2-43
2-2 Navigating through system administration Overview Overview Introduction This chapter contains the following information: • • • • • • • Standard 1.
Navigating through system administration Section A: 2-3 The administration menu hierarchy In this section Standard 1.
2-4 Navigating through system administration The system administration menu hierarchy The system administration menu hierarchy Menu hierarchy Standard 1.0 The following is an example of the system administration menu hierarchy.
Navigating through system administration 2-5 The system administration menu hierarchy DSP Port Status Logon with System Administrator Password Logon with Tools Password System Administration Tools General Administration Silence Alarm Logon Screen System Status Main Menu Voice Administration User Administration General Options Voice Security Options Local Voice User Volume and Selective Backup Restriction/Permission Lists Remote Voice User * Restore from Selective Backup Voice Services A
2-6 Navigating through system administration The Main menu The Main menu Introduction The Main menu is the first screen that is displayed after you log on. This menu is your starting point for performing Meridian Mail administration tasks. The menu Here is an example of the Main menu. Feature-dependent items The following menu items are displayed only if the appropriate feature is installed: • • • Standard 1.0 Fax Administration is displayed if Fax on Demand is installed.
Navigating through system administration 2-7 User administration User administration Description User administration involves creating and maintaining a database of users. Local voice users Local voice users have mailboxes. You can add, modify, and delete local voice users in User Administration. You can also carry out other user-related functions such as recording personal verifications and setting up remote notification schedules.
2-8 Navigating through system administration General administration General administration Introduction General Administration is divided into a number of administration areas from which you can perform a variety of tasks.
Navigating through system administration 2-9 General administration Setting up dialing translations Standard 1.0 If Fax on Demand, or AMIS Networking, or both, are installed, you must set up translation tables. These tables tell Meridian Mail how to translate collected digits (from an AMIS message header or a fax callback number entered by a caller) into a number that Meridian Mail can dial.
2-10 Navigating through system administration Voice administration Voice administration Introduction Voice Administration is divided into a number of administration areas from which you can perform a variety of tasks. Defining voice messaging options Defining voice messaging options involves the following tasks: • • • • • Standard 1.0 If more than one language is installed, you must define the default language and whether it overrides users’ preferred languages.
Navigating through system administration 2-11 Voice administration Defining voice security options Defining voice security options is extremely important in order to safeguard your system from unauthorized use and abuse by hackers and users.
2-12 Navigating through system administration Voice administration Performing voice services administration Voice Services Administration is divided into a number of administration areas: • • • The VSDN Table is where you add voice service DNs (VSDNs) for each service that you want to make directly dialable by a unique number. The Voice Services Profile is where you define characteristics for voice services such as timeouts and holidays (used by time-of-day controllers).
Navigating through system administration 2-13 Voice administration Defining voice forms Standard 1.0 Creating voice forms involves setting operational characteristics for each voice form as a whole, recording all of the prompts (known as fields), and setting field-specific operational characteristics.
2-14 Navigating through system administration Hardware administration Hardware administration Introduction Almost all of the screens in Hardware Administration are readonly. They are for viewing purposes only. To modify your hardware configuration, you must log on to the Tools level and access the Modify Hardware tool. For more information, refer to Meridian Mail System Administration Tools (NTP 555-7001-305).
Navigating through system administration 2-15 System status and maintenance System status and maintenance Introduction System Status and Maintenance primarily involves viewing the status of the system and various hardware components to see if everything is operational. When a hardware component needs servicing, it must first be disabled and then reenabled when the problem is fixed. This is done in System Status and Maintenance.
2-16 Navigating through system administration System status and maintenance Disk maintenance Shadowed systems On shadowed systems, you can do the following from the Disk Maintenance screen: • • • View the status of the prime and shadow disks in a disk pair. Disable and enable a disk. Perform diagnostics. Unshadowed systems On unshadowed systems, you can view the status of the prime disk and perform diagnostics.
Navigating through system administration 2-17 System status and maintenance • • Set SEER escalation parameters which allow you to specify how many times a SEER needs to be duplicated before it is escalated to the next severity level. Set the SEER filtering levels which allow you to control which SEERs are sent to the printer and message trigger mailbox (according to type and severity level).
2-18 Navigating through system administration Operational measurements Operational measurements Introduction There are three kinds of operational measurement reports: traffic reports, user usage reports, and audit trail reports.
Navigating through system administration 2-19 Operational measurements Audit trail reports Outcalling audit trails If Outcalling is installed, you can view or print summary reports that show the target DNs to which users are sending DNU messages and remote notifications as well as the status of each call. You can also view or print more detailed reports that also show the channel DN that was used and how many retries there were.
2-20 Navigating through system administration Class of Service administration Class of Service administration Introduction Before you can add local voice users, you must create your classes of service (COS). Each local voice user must be assigned to an already defined class of service. COS-controlled features Classes of service determine the feature capabilities of the local voice users assigned to them.
Navigating through system administration 2-21 Fax administration Fax administration Administration of the Fax on Demand service Fax Administration is available only if Fax on Demand is installed. It involves configuring the following parameters for the Fax on Demand service: • • • • • • Creating fax items Standard 1.
2-22 Navigating through system administration Network administration Network administration Description Network administration involves the administration of Meridian Networking, Enterprise Networking, and AMIS Networking.
Navigating through system administration 2-23 Hospitality administration Hospitality administration Introduction Hospitality Administration is available only if the Hospitality Voice Messaging feature is installed. Hospitality profile The Hospitality Profile screen is where you define parameters for all Guest Messaging services.
2-24 Navigating through system administration Hospitality administration Hospitality install parameters Standard 1.
Navigating through system administration Section B: 2-25 Understanding menus, screens, and keys In this section Standard 1.
2-26 Navigating through system administration Overview Overview Introduction System administration menus and screens have a consistent format. The way in which items are selected and data is entered is the same for all menus and screens. In this section This section describes • • • • • • • • • • Standard 1.
Navigating through system administration 2-27 Keypad functions Keypad functions Application mode When the keypad is in application mode, certain functions are available on the keypad when you press single keys or key combinations. Application mode is the default whenever the system is rebooted. Supported terminals Keypad functions are supported on VT220 terminals and the following VT200-compatible terminals: VT320, VT420, HP700/22, and HP700/32.
2-28 Navigating through system administration Meridian Mail menus Meridian Mail menus Description A menu presents a list of items from which you can choose. When an item is selected, either another menu or a screen is displayed. A typical menu The following is an example of a menu. Menu title Menu items Message area Softkeys Standard 1.
Navigating through system administration 2-29 Meridian Mail menus Parts of a menu This table describes the parts of a menu. Part Description Menu title Menu titles are always on the first line. Menu items Each menu has a list of choices that are preceded by numbers. These are menu items from which you can choose. Choosing a menu item causes either another menu or a screen to be displayed. Standard 1.0 Message area This is where system prompts, responses, and error messages are displayed.
2-30 Navigating through system administration Meridian Mail menus Choosing a menu item Each item in a menu has a number. The system displays a prompt requesting you to make a selection from the items presented. To select a menu item, follow these steps. Starting Point: Any menu with the “Select an item” prompt displayed Step Action 1 Enter the number that corresponds to the item you want to choose and press .
Navigating through system administration 2-31 Meridian Mail screens Meridian Mail screens Description Screens contain fields in which you can either make selections or enter data. It is by filling in fields that you customize Meridian Mail to meet your requirements and suit your needs. A typical screen The following is an example of a screen. Menu title Screen title Fields More below indicator Message area Softkeys More above indicator Fields Message area Softkeys Standard 1.
2-32 Navigating through system administration Meridian Mail screens Parts of a screen This table describes the parts of a screen. Part Description Menu title This is the name of the menu from which the screen was accessed. Screen title The name of the screen. Fields Fields in screens are much like fields in forms. You can either enter information in them, or select from a predetermined set of options.
Navigating through system administration 2-33 Getting around in screens Getting around in screens Navigating between fields The following keys on the keyboard and on the application keypad (see “Keypad functions” on page 2-27) move the cursor between fields. IF you want to THEN press move to the next field • • • • move to the previous field • the up arrow key, or • 4 on the application keypad. the Tab key the down arrow key the Return key, or 5 on the application keypad.
2-34 Navigating through system administration Entering information in fields Entering information in fields Introduction Information is entered in the fields of Meridian Mail screens. There are two types of fields: • • Example selectable fields data entry fields This screen contains both types of fields. Selectable fields Data entry fields Selectable fields Selectable fields Selectable fields present a number of predefined options from which you can choose.
Navigating through system administration 2-35 Entering information in fields Choosing an option in a selectable field To choose a predefined option in a selectable field, follow these steps. Step Action 1 Move the cursor to the field you want to modify. 2 Use the right (and left) arrow keys, or the spacebar, to select the option you desire. Note: The selected option appears in reverse video. Data entry fields You type information, such as titles and numbers, into data entry forms.
2-36 Navigating through system administration Entering information in fields Entering information in a data entry field To enter information in a data entry field, follow these steps. Step Action 1 Move the cursor to the field you want to modify. 2 Is there currently any information in the field? • • 3 4 Standard 1.0 If yes, go to step 3. If no, type the information in the field. Delete the current content of the field. IF you want to THEN press clear the current contents the key.
Navigating through system administration 2-37 Entering information in fields Selecting an entire line In some screens, especially those that provide a list of things from which to choose, you need to select an entire line to indicate on which item you want to perform an action, and then press a softkey to indicate which action you want to perform. To select an entire line in a screen, follow these steps. Step Action 1 2 Move the cursor to the line you want to select using the up and down arrow keys.
2-38 Navigating through system administration Entering information in fields Example You want to record a personal verification for all users assigned to class of service 2 that do not currently have personal verifications. After using Find, you get this list of users. You select the first user, Bob LePage, and then press [View/Modify] to modify the user. 2 2 Mandatory fields Certain data fields require you to insert values, whereas other fields are optional.
Navigating through system administration 2-39 Softkeys Softkeys Description Softkeys appear on the bottom two lines of menus and screens and are displayed in reverse video (light characters on a dark background). They correspond to function keys F1 through F5 or F6 through F10 on the top row of the keyboard. The softkeys change according to the menu or screen. They may also change with the function you are performing. Purpose Softkeys are always actions.
2-40 Navigating through system administration Getting help Getting help Introduction Online help is available for most of the menus and screens, including the Main Menu. Procedure To get Help, follow these steps. Step Action 1 Press the Help key. Result: The system displays explanations of the fields on the menu or screen in which you are working. 2 A typical Help screen Standard 1.0 Once you are done reading the Help information, press the [Exit] softkey to return to the menu or screen.
Navigating through system administration 2-41 Error messages Error messages Introduction The system displays error messages, both general and screenspecific, on the line above the softkey display. These messages remain on the screen until the next user input or until another error message appears. Purpose These messages provide feedback on administration actions. They should not be confused with System Event and Error Report (SEER) messages.
2-42 Navigating through system administration Error messages Standard 1.
Navigating through system administration Section C: 2-43 Meridian Mail features and interfaces In this section Standard 1.
2-44 Navigating through system administration The main administration terminal and multiple administration terminals (MATs) The main administration terminal and multiple administration terminals (MATs) Introduction Meridian Mail is administered through a menu-driven administration interface available at a terminal or personal computer (PC) using terminal emulation software.
Navigating through system administration 2-45 The main administration terminal and multiple administration terminals (MATs) See also Standard 1.0 For more information about configuring MATs, refer to the System Administration Tools Guide (NTP 555-7001-305).
2-46 Navigating through system administration Meridian Mail feature availability Meridian Mail feature availability Available platforms This system administration guide is common to the following hardware platforms: • • Meridian Mail Modular Option Meridian Mail Modular Option EC Both of these platforms are connected to a Meridian 1/SL-1 switch using an AML/CSL link. Feature availability Standard 1.0 Use the following table to determine whether you can install a particular feature on your system.
Navigating through system administration 2-47 Meridian Mail feature availability Meridian Mail Modular Option Meridian Mail Modular Option EC Network Message Service (NMS) yes yes Outcalling yes yes Password Display Suppression yes yes Single Terminal Access yes yes Virtual Node AMIS Networking yes yes VMUIF Voice Messaging yes yes Voice Forms yes yes Voice Menus yes yes 9600 bps Meridian Mail Interface yes yes Feature Standard 1.
2-48 Navigating through system administration Meridian Mail telset interfaces Meridian Mail telset interfaces Introduction Through the Meridian Mail telset interfaces, users interact with the Meridian Mail system to log in to their mailboxes, listen to messages, and compose and send messages.
Navigating through system administration 2-49 Meridian Mail telset interfaces Available features of MMUI and VMUIF This table indicates which features are available for the two Meridian Mail user interfaces.
2-50 Navigating through system administration Meridian Mail telset interfaces Feature MMUI customizable customer greeting and customer attendant yes custom operator revert yes user-changeable remote notification schedules through the telephone set yes express messaging yes bilingual prompting (if more than one language is installed) yes record, playback, and message tagging during call answering yes speed control during message playback yes adding to a recorded message yes VMUIF call an
Chapter 3 Logging on In this chapter Overview 3-2 Types of consoles 3-3 Logon/Status screen 3-4 Setting the system administration password 3-6 Changing the system administration password 3-8 Recovering a system administration password 3-10 Logging on from the main administration terminal 3-11 Logging on from a MAT 3-13 Logging on from a remote terminal (non-EC system) 3-15 Logging on from a remote terminal (EC system) 3-18 Using a single terminal to access the M1 and Meridian Mail 3-23
3-2 Logging on Overview Overview Introduction This chapter explains how to set your administration password and log on to the Meridian Mail system from the following types of consoles: • • • • the main administration terminal a multiple administration terminal (MAT) a remote terminal (non-EC system) a remote terminal (EC system) After you are logged on, you can begin to work with the system administration menus, which are the starting point for general administrative functions and for customizing your
Logging on 3-3 Types of consoles Types of consoles Introduction Administrative functions can be carried out from the main administrative console for your Meridian Mail system or from a remote terminal connected to the system through a modem. Multiple administration terminals If the Multiple Administration Terminal feature is installed, your Meridian Mail system can support up to four administration terminals: one main administration terminal and up to three secondary terminals, or MATs.
3-4 Logging on Logon/Status screen Logon/Status screen Description From this screen, you log on to the administration console to perform the following tasks: • • • • • setting up and customizing your system carrying out administrative tasks on a system-wide basis, or a per-user basis configuring voice services viewing system status or DSP port status silencing alarms The Logon/Status screen is displayed when the administration terminal is idle.
Logging on 3-5 Logon/Status screen ATTENTION For security and memory usage reasons, do not leave the administration console unattended while you are logged on. Also, remember to log out at night. If you do not log out, critical audit and backup routines may not run because of insufficient memory. Available softkeys For information about the softkeys available from the Logon/ Status screen, see Chapter 28, “System status and maintenance”.
3-6 Logging on Setting the system administration password Setting the system administration password Overview To log on to the Meridian Mail system from an administration terminal, you require a system administration password. Your password can be any combination of letters and numerals. It can be between 6 and 16 characters long. (The minimum length can be increased by the System Administrator. See “Setting the minimum password length for all administrator passwords” on page 16-7.
Logging on 3-7 Setting the system administration password Procedure To set your system administration password for the first time, follow these steps. Starting Point: The Logon/Status screen Step Action 1 Select the [Logon] softkey. Result: The system prompts you for a password. 2 Type the default password adminpwd. Result: The system prompts you for a new password. It does not allow you to log on until you change the default password. 3 Type a new password, and press .
3-8 Logging on Changing the system administration password Changing the system administration password Introduction To help ensure the security of your system, change the logon password regularly. You can change the password only at the main administration terminal. The change is then automatically made to the configured MATs. Your password can be any combination of letters and numerals. It can be between 6 and 16 characters long. (The minimum length can be increased by the System Administrator.
Logging on 3-9 Changing the system administration password Procedure To change your system administration password, follow these steps. Starting Point: The Main Menu Step Action 1 Select General Administration. 2 Select Change System Administrator Password. Result: The system prompts you to enter your existing administration password. 3 Type your existing password. Note: Your password is not displayed on the screen as you type it. Result: The system prompts you to enter a new password.
3-10 Logging on Recovering a system administration password Recovering a system administration password Introduction This topic describes how to restore a password that has been forgotten or lost to the system. Procedure To recover a system administration password, follow these steps. Starting Point: The Main Menu Step Action 1 Insert the install tape in the tape drive. 2 Reboot the system from the tape. 3 Select More Utilities from the menu. 4 Select Change to Default System Password.
Logging on 3-11 Logging on from the main administration terminal Logging on from the main administration terminal Introduction This topic explains how to log on as the system administrator from the main administration terminal. Note: If you are logging on from a multiple administration terminal, you cannot perform step 2. Procedure To log on from the main administration terminal, follow these steps. Starting Point: The Logon/Status screen Step Action 1 Select the [Logon] softkey.
3-12 Logging on Logging on from the main administration terminal The Main Menu The following shows an example of the Main Menu displayed at the main administration terminal. Note: Some of these features may not be available on your system. ATTENTION An unsuccessful logon attempt is automatically recorded in the system log file. As a security precaution, after a third unsuccessful attempt to log on, the system forces a 10-minute delay before a further logon attempt is accepted.
Logging on 3-13 Logging on from a MAT Logging on from a MAT Introduction If the Multiple Administration Terminal (MAT) feature is installed on your system, your Meridian Mail system can support up to four administration terminals (one main administration terminal and up to three MATs). When you are logged on to a secondary terminal, you can perform a limited number of administrative tasks. For more information, see “Types of consoles” on page 3-3.
3-14 Logging on Logging on from a MAT Logging on from a MAT To log on from a MAT, follow these steps. Starting Point: The Logon/Status screen Step Action 1 Select the [Logon] softkey. 2 Type the system administration password, and press . Result: The system displays the Main Menu. Note: If an invalid password is entered, an error message appears. Repeat step 1 and step 2. The Main Menu at a MAT Standard 1.0 The following shows an example of the Main Menu displayed at a MAT.
Logging on 3-15 Logging on from a remote terminal (non-EC system) Logging on from a remote terminal (non-EC system) Introduction This topic explains how to log on to the system through a remote terminal from a system that is not a Modular Option EC system. If your installation has a remote administration terminal installed for service personnel, administrative functions can be performed remotely. Your logon password is the same for both the main administration terminal and the remote terminal.
3-16 Logging on Logging on from a remote terminal (non-EC system) Typical remote The following diagram shows a typical remote terminal terminal configuration configuration for a system that is not a Modular Option EC (non-EC system) system. Remote terminal Administrative console Printer Modem Modem A/B switch Meridian Mail MMP40 (Meridian Mail Processor 40) Link Local Switch Voice and/or multimedia channels g100106 Standard 1.
Logging on 3-17 Logging on from a remote terminal (non-EC system) Coordinating a remote logon Because no administrative functions can be carried out from the local console while a remote logon is in effect, a remote logon should be coordinated with the local administrator. Logging on from a remote terminal (non-EC system) To log on from a remote terminal on a non-EC system, follow these steps.
3-18 Logging on Logging on from a remote terminal (EC system) Logging on from a remote terminal (EC system) Introduction This topic explains how to log on to the system through a remote terminal on a Modular Option EC system. If your installation has a remote administration terminal installed for service personnel, administrative functions can be performed remotely. Your logon password is the same for both the main administration terminal and the remote terminal.
Logging on 3-19 Logging on from a remote terminal (EC system) Typical remote The following diagram shows a typical remote terminal terminal configuration configuration for a Modular Option EC system. (EC system) Remote terminal Administrative console Printer Modem Modem A/B switch Meridian Mail MMP40 (Meridian Mail Processor 40) Link Local Switch Voice and/or multimedia channels g100106 Standard 1.
3-20 Logging on Logging on from a remote terminal (EC system) Typical remote The following diagram shows a typical remote administration terminal configuration configuration with an internal modem on the utility card for a (EC system with Modular Option EC system. internal modem) Remote terminal Administrative console Printer Modem (a) Meridian Mail UTIL (b) MMP40 (Meridian Mail Processor 40) Link Local Switch Internal Modem Voice and/or multimedia channels g100105 Standard 1.
Logging on 3-21 Logging on from a remote terminal (EC system) Coordinating a remote logon Because no administrative functions can be carried out from the local console while a remote logon is in effect, a remote logon should be coordinated with the local administrator. Logging on from a remote terminal (EC system) To log on from a remote terminal on an EC system, follow these steps.
3-22 Logging on Logging on from a remote terminal (EC system) Disabling remote terminal access (EC system) To disable remote terminal access, follow these steps. Starting Point: The Logon/Status screen at the local administration console Step Action 1 To bring up the COBRAVT selection window, press . Result: The system displays the COBRAVT selection window. 2 Type m (case does not matter).
Logging on 3-23 Using a single terminal to access the M1 and Meridian Mail Using a single terminal to access the M1 and Meridian Mail Introduction If you are logging on at a site with only one terminal access, then you will need to toggle back and forth between the M1 and Meridian Mail. Procedure To toggle between the M1 and Meridian Mail, follow these steps. Step Action 1 Determine the steps you need to follow. IF you want to toggle THEN go to from the M1 to MM step 2. from MM to the M1 step 7.
3-24 Logging on Using a single terminal to access the M1 and Meridian Mail Standard 1.
Chapter 4 Setting up the system In this chapter Overview 4-2 Section A: Basic setup procedures 4-3 Section B: Setting up optional features 4-23
4-2 Setting up the system Overview Overview Introduction This chapter contains the following information: • • • Standard 1.0 It provides an overview of a complete basic setup of your system. It refers you to procedures for checking the provisioning of your Meridian Mail system. It lists and describes optional features and refers you to the procedures to set up these features.
Setting up the system Section A: 4-3 Basic setup procedures In this section Standard 1.
4-4 Setting up the system Overview Overview Introduction This section provides general information and procedures for checking the provisioning of your Meridian Mail system. Wherever necessary, it refers you to more detailed information in other chapters of this guide and in other manuals. It also provides an overview of a complete basic setup of your system. Objective This section is intended as a checklist for system setup.
Setting up the system 4-5 Changing the system administration password Changing the system administration password Introduction This involves logging on to the main administration terminal using the current password, and then following the system instructions to change the password. You can make password changes only at the main administration terminal. If you have MATs on your system, your changes are then automatically made to them. Procedure Standard 1.
4-6 Setting up the system Checking the hardware configuration Checking the hardware configuration Introduction This involves checking the node configuration and the data port configuration. Check the data port configuration to verify the assignment of data devices, especially parameters such as the baud rate and parity for the administration console. Procedure Standard 1.
Setting up the system 4-7 Checking the system status Checking the system status Introduction This involves verifying the status of the system and enabling or disabling system nodes and DSP ports. Procedure For information and procedures for checking the system status, see Chapter 28, “System status and maintenance”. Standard 1.
4-8 Setting up the system Checking the Channel Allocation Table Checking the Channel Allocation Table Introduction This involves configuring the primary DN and Channel DN for each agent/channel. It also involves configuring the service or services for which the channel will be used. In most cases, channels are shared by all services. If any channels are to be dedicated to a specific service, enter the service in the Channel Allocation Table.
Setting up the system 4-9 Configuring general system options Configuring general system options Introduction This involves viewing the features that are installed on your system and configuring the attendant DN and date format for reports. The General Options screen is also where you assign classes of service to the system. You can also modify the SEER and Reports printer port names if different from the console port.
4-10 Setting up the system Setting up dialing translations Setting up dialing translations Introduction This involves defining network access prefixes for local offswitch, long distance, and international dialing, and for dialing translation tables. Procedure For information and procedures for setting up dialing translations, see Chapter 17, “Dialing translations”. Standard 1.
Setting up the system 4-11 Setting up restriction and permission lists Setting up restriction and permission lists Introduction This involves modifying the restriction and permission codes to allow users to dial only the external phone numbers or internal extension numbers that you specify.
4-12 Setting up the system Customizing voice messaging options Customizing voice messaging options Introduction This involves setting voice messaging parameters. If the MMUI interface is installed, this includes such tasks as setting the broadcast mailbox number, the maximum allowed delay for timed delivery, and the name dialing prefix.
Setting up the system 4-13 Adding networking information to a network database Adding networking information to a network database Introduction If the Network Message Service (NMS) feature is installed, you must configure the prime location and all satellite locations that are part of your network. This must be done before you add any service DNs and users.
4-14 Setting up the system Adding DNs to the VSDN table Adding DNs to the VSDN table Introduction The VSDN table lists the DNs associated with specific voice services. A DN is required for each voice service that you want users to be able to access directly by dialing a unique DN. The VSDN table maps voice services onto DNs so that when your Meridian Mail system receives an incoming call, it looks up the DN to determine which service is being requested and which prompts to play.
Setting up the system 4-15 Defining classes of service Defining classes of service Introduction This involves identifying which of your users have similar needs and what those needs are, and then defining the operating parameters or Class of Service (COS) for each group of users. When you change a parameter in a COS, all users belonging to that COS have the changes automatically updated. ATTENTION You must add classes of service before you add users. Each user must be assigned to a class of service.
4-16 Setting up the system Configuring operational measurement options Configuring operational measurement options Introduction This involves defining how system and user statistics are collected. This includes, for example, the kinds of data to be collected, the time that traffic data collection begins and ends each day, and how often collected traffic statistics are written to disk. You do not need to configure the operational measurement options right away.
Setting up the system 4-17 Adding users to the system Adding users to the system Introduction This involves a number of tasks. Before you begin, you need to determine the capacity of your disk volume, survey users to establish the classes of services that will be necessary, estimate the average system usage of each class of user, and create classes of service to reflect your research. You also identify users as local voice users, remote voice users, or directory entry users according to their needs.
4-18 Setting up the system Creating system distribution lists Creating system distribution lists Introduction A distribution list is a collection of mailbox numbers. It allows you to send the same message to a number of people. Distribution lists are convenient if you frequently have to send messages to the same group or groups of people. You do not need to create system distribution lists as part of the initial configuration.
Setting up the system 4-19 Configuring optional features and other services Configuring optional features and other services Introduction This involves configuring optional features that are installed on your system, such as Fax on Demand or AMIS Networking. You can either continue with the configuration of these optional features or back up the system now and continue at a later time. Procedure Standard 1.
4-20 Setting up the system Setting up system security Setting up system security Introduction In today’s telecommunications environment, every computerized system is potentially open to unauthorized access. It is necessary to take all possible precautions to prevent security breaches.
Setting up the system 4-21 Backing up the system Backing up the system Introduction After you have finished customizing your system configuration, back up the new data onto tape to ensure its safety. This involves making backup copies of some or all of the system’s data. In the event of disk failure, you will not need to reenter user and site-specific information, and you can bring your system back into service quickly. Procedure Standard 1.
4-22 Setting up the system Backing up the system Standard 1.
Setting up the system Section B: 4-23 Setting up optional features In this section Standard 1.
4-24 Setting up the system Overview Overview Introduction This section introduces the following optional features: • • • • • • • • • • • Outcalling Voice Menus Voice Forms Fax on Demand Meridian Mail Networking (includes Meridian and Enterprise Networking) AMIS Networking Network Message Service Hospitality Meridian Mail Reporter Meridian Mail AutoAdmin ACCESS It also refers you to the procedures and information you require to set up these features. Standard 1.
Setting up the system 4-25 Setting up the Outcalling feature Setting up the Outcalling feature Introduction The Outcalling feature refers to two functions: the Remote Notification feature and the Delivery to Non-User feature. Remote Notification allows Meridian Mail users to be notified of new messages at remote phone or pager numbers. Delivery to Non-User allows users to compose and send messages to people outside the Meridian Mail system. Procedure Standard 1.
4-26 Setting up the system Setting up the Voice Menus feature Setting up the Voice Menus feature Introduction The Voice Menus feature enables you to create a number of custom call answering applications. The Announcements service allows you to record messages that can be played back within a voice menu or as a stand-alone service that can be dialed directly.
Setting up the system 4-27 Setting up the Voice Forms feature Setting up the Voice Forms feature Introduction The Voice Forms feature has two parts: Voice Forms administration and Voice Forms transcription. Voice Forms administration involves the creation of applications that collect voice information from callers. An application consists of a series of questions, played in sequential order, to which callers give voice responses. It is as if callers are filling in a form over the phone.
4-28 Setting up the system Setting up the Fax on Demand feature Setting up the Fax on Demand feature Introduction Fax on Demand is a Meridian Mail feature that allows a caller to obtain information in the form of a fax. The fax information is stored in Meridian Mail and is sent on request to a fax device. The configuration of the Fax on Demand application affects its available features.
Setting up the system 4-29 Setting up the Meridian Networking feature Setting up the Meridian Networking feature Introduction Meridian Networking is a Meridian Mail networking protocol that permits one or more Meridian Mail systems to send messages to and receive messages from users at remote Meridian Mail sites. It uses the following: • • • Procedure Standard 1.
4-30 Setting up the system Setting up the AMIS Networking feature Setting up the AMIS Networking feature Introduction AMIS Networking uses the Audio Messaging Interface Specification (AMIS) protocol. This protocol permits users to send messages to and receive messages from users at other voice messaging systems that also use the AMIS protocol (not necessarily Meridian Mail systems). AMIS does not require special hardware or passwords.
Setting up the system 4-31 Setting up the Virtual Node AMIS Networking feature Setting up the Virtual Node AMIS Networking feature Introduction Virtual Node AMIS Networking is a combination of Meridian Networking and AMIS Networking. Meridian Networking provide the ability to define local and remote sites as using the AMIS protocol. Sites that use the AMIS protocol are called virtual nodes. They may or may not have a Meridian Mail system installed.
4-32 Setting up the system Setting up the Enterprise Networking feature Setting up the Enterprise Networking feature Introduction Enterprise Networking is a Meridian Mail Networking protocol that permits one or more Meridian Mail systems to send messages to and receive messages from users at remote Meridian Mail sites. It uses the following: • • Procedure Standard 1.
Setting up the system 4-33 Setting up the Network Message Service feature Setting up the Network Message Service feature Introduction Network Message Service (NMS) is a Meridian Mail feature that permits one Meridian Mail system to provide voice messaging services to users in a network of Meridian 1 switches that are interconnected by ISDN PRA trunks.
4-34 Setting up the system Setting up the Hospitality feature Setting up the Hospitality feature Introduction The Meridian Hospitality Voice Service (MHVS) provides specialized functions for the hotel industry. The MHVS system consists of Meridian 1/SL-1 and Meridian Mail components connected to a Property Management System. MHVS provides voice messaging services to hotel staff and guests and automates the management of mailboxes for guest rooms.
Setting up the system 4-35 Setting up the Meridian Mail Reporter feature Setting up the Meridian Mail Reporter feature Introduction Meridian Mail Reporter is an application that runs on a PC connected to Meridian Mail and enables you to download operational measurements data. Using this information, you can produce and print summary and detailed reports for use in managing Meridian Mail systems.
4-36 Setting up the system Setting up the Meridian Mail AutoAdmin feature Setting up the Meridian Mail AutoAdmin feature Introduction Meridian Mail AutoAdmin is an application that runs on a PC connected to Meridian Mail; through it you can add, view, update, and delete user mailboxes.
Setting up the system 4-37 Setting up the ACCESS feature Setting up the ACCESS feature Introduction ACCESS uses a Unix interface to provide a development tool for creating specialized voice service applications for incoming or outgoing calls or for administrative purposes. ACCESS applications can make use of the full range of voice and telephony functions that a digital voice processing system and a telephone switching system can offer.
4-38 Setting up the system Setting up the ACCESS feature Standard 1.
Chapter 5 Making voice recordings In this chapter Overview 5-2 Types of recordings 5-4 How Call Answering uses personal greetings and personal verifications 5-7 Voice recording tips 5-11 Section A: Making recordings 5-13 Section B: VMUIF recordings 5-47
5-2 Making voice recordings Overview Overview Introduction As administrator, you make two types of voice recordings: those used only for administrative purposes, and those played to the public or other users. You make these recordings through the administration terminal (with a telephone nearby) or by using a telephone handset alone.
Making voice recordings 5-3 Overview Section A Section A presents information and procedures for logging in to Meridian Mail and creating, playing back, editing, and deleting recordings.
5-4 Making voice recordings Types of recordings Types of recordings Introduction You can make different kinds of voice recordings from the administration terminal and a telephone or from a telephone handset alone. This overview presents an introduction to these recordings. Call answering greeting When MMUI is installed on your system, the call answering greeting identifies your organization to external callers. This greeting is not available if VMUIF is installed.
Making voice recordings 5-5 Types of recordings Mail decides which prompts, personal greetings, and personal verifications to play during an individual Call Answering session, see “How Call Answering uses personal greetings and personal verifications” on page 5-7. System distribution list personal verification The system distribution list personal verification is an optional recording.
5-6 Making voice recordings Types of recordings Broadcast messages A broadcast message is a message that is sent to all Meridian Mail users. When you or the users on your system compose a message to the broadcast mailbox, the message is sent to all of the users on the system. If you have Meridian Mail Networking or NMSMM, you can choose to send broadcast messages to all users at a particular Networking remote site, or at a particular NMSMM location.
Making voice recordings 5-7 How Call Answering uses personal greetings and personal verifications How Call Answering uses personal greetings and personal verifications Introduction Call Answering is the collection of Meridian Mail features which deals with directing callers to a user’s mailbox when • • • the user does not answer his or her phone the call has been transferred directly to the mailbox by a Call Answering DN the DN is busy with another call There is a variety of prompts Meridian Mail can
5-8 Making voice recordings How Call Answering uses personal greetings and personal verifications Call Answering - no This is how Meridian Mail decides which prompt(s) to play to a answer/call caller when a mailbox user does not answer his or her phone, or transferred to mailbox when a Call Answering DN has sent the call directly to the mailbox. No answer at the dialed number Is there a Temporary Greeting (TAG) recorded? NO YES Play the TAG.
Making voice recordings 5-9 How Call Answering uses personal greetings and personal verifications Call Answering - user busy This is how Meridian Mail decides which prompt(s) to play to a caller when a mailbox user’s phone is already busy. Is the mailbox user’s COS set to “Yes” or “No” for the “Callers notified of busy line” option? NO User’s number(s) busy.
5-10 Making voice recordings ... How Call Answering uses personal greetings and personal verifications Internal or external call? External Internal Is there an Internal Greeting (IG) recorded? NO YES Play the IG. Is there an External Greeting (EG) recorded? NO YES Play the EG. Play the standard “Please leave a message after the tone, or press zero for assistance” prompt. Standard 1.
Making voice recordings 5-11 Voice recording tips Voice recording tips Introduction As administrator, you make two types of voice recordings: • • prompts that are used only for administrative purposes (such as broadcast mailbox personal verifications or system distribution list personal verifications) recordings played to the public or other users (such as the call answering greeting, personal verifications, remote site name verifications, and Voice Services recordings such as announcements, Thru-Dial
5-12 Making voice recordings Voice recording tips Guidelines for voice recordings (cont’d) • • Standard 1.0 To stop recording, press the number sign (#) if you are recording from a telephone handset, or the [Stop] softkey if you are recording from the administration terminal. Do not hang up the phone while you are recording as this may produce clicks in the recording.
Making voice recordings Section A: 5-13 Making recordings In this section Standard 1.
5-14 Making voice recordings Overview Overview Introduction Standard 1.0 This section presents information and procedures for logging in to Meridian Mail from the administration terminal or from a telephone on your system. It also explains how to create, play back, edit, and delete voice recordings.
Making voice recordings 5-15 Logging in to Meridian Mail Logging in to Meridian Mail Introduction Before you can create, play back, modify, or delete voice recordings, you need to log in to Meridian Mail. You do this either through a telephone set or through an administration terminal with a telephone nearby. About using the telephone to make recordings Using a telephone on your system, you or the users on your system log into Meridian Mail and access personal greetings.
5-16 Making voice recordings Logging in to Meridian Mail Screens with recording softkeys Recording softkeys are available from some of the User Administration screens and Voice Services Administration screens. Recording softkey positions The following shows typical recording softkey positions. b Play Return Logging in using a telephone Record Delete Disconnect To log in to Meridian Mail using a telephone set, follow these steps. Step Action Standard 1.0 1 Dial the Meridian Mail access number.
Making voice recordings 5-17 Logging in to Meridian Mail Logging in from the administration terminal To log in to Meridian Mail from the administration terminal, follow these steps. Starting Point: The Logon/Status screen Step Action 1 Select [Logon]. Result: The system prompts you for a password. 2 3 Use the following table to determine the next step. IF THEN you are logging in for the first time see “Setting the system administration password” on page 3-6.
5-18 Making voice recordings Recording a call answering greeting Recording a call answering greeting Introduction This topic provides information and procedures for recording a call answering greeting. When you have MMUI installed, the call answering greeting identifies your organization to callers and users. Typically, this greeting consists of the spoken name of the organization.
Making voice recordings 5-19 Recording a call answering greeting Guidelines for composing The following are some guidelines for composing a call answering greeting: • • • • Multilingual systems Standard 1.0 Because this greeting is used in a variety of situations, consider how best to word it (or decide whether you want to record a greeting at all). If you do not record a call answering greeting, your organization’s name is not announced at the beginning of a call answering session.
5-20 Making voice recordings Recording a call answering greeting Recording the call answering greeting from a telephone set To record, play back, modify, or delete the call answering greeting from a telephone set with administrator capabilities, follow these steps. Step Action 1 Press 82 on the telephone keypad. 2 Press 9 for the system greeting. 3 Use the following table to determine the next step. IF you want to THEN review the greeting go to step 4. delete the greeting go to step 5.
Making voice recordings 5-21 Recording a call answering greeting Procedure To create, play back, modify, or delete a call answering greeting through the administration terminal, follow these steps. Starting Point: The Main Menu Step Action 1 Select Voice Administration. 2 Select Voice Messaging Options. Result: The system displays the Voice Messaging Options screen. 3 Move the cursor to the first Call Answering Greeting (Voice) field. 4 Select the [Voice] softkey.
5-22 Making voice recordings Recording a call answering greeting Step Action 8 At the tone, begin speaking into the receiver. Note: Recording stops automatically if the greeting exceeds the Maximum Prompt Size or the Record Timeout set in the Voice Services Profile. 9 To stop recording, select the [Stop] softkey. Result: The recording stops automatically, and the system again displays the recording softkeys. 10 11 Use the following table to determine the next step.
Making voice recordings 5-23 Recording a call answering greeting Step Action 16 To delete the recording, select the [OK to Delete] softkey. Result: The system deletes the recording. The system again displays the recording softkeys. 17 To save the recording and disconnect the call, use either the [Return] softkey or the [Disconnect] softkey, and hang up the phone. Result: The system displays the original softkeys.
5-24 Making voice recordings Recording personal greetings Recording personal greetings Introduction You and the users on your system record personal greetings— external, internal, and temporary greetings—from the telephone. These recordings are played when callers connect to a mailbox. The external greeting is played to external callers, the internal greeting is played to internal callers, and the temporary greeting, when one is recorded, preempts both internal and external greetings.
Making voice recordings 5-25 Recording personal greetings Recording personal greetings To create, play back, modify, or delete a personal greeting, follow these steps. Note: You must be logged in to a Meridian Mail mailbox. See “Logging in to Meridian Mail” on page 5-15. Step Action 1 Press 82 on the telephone keypad. 2 Select an external, internal, or temporary personal greeting. IF you want to select THEN your external greeting press 1. your internal greeting press 2.
5-26 Making voice recordings Recording a personal verification Recording a personal verification Introduction This topic provides information and procedures for recording a personal verification using either a telephone handset alone or the administration terminal and a telephone. The personal verification is a recording of a user’s first and last names (and extension, if desired). It is used to identify the owner of a mailbox. Ideally, users should record personal verifications in their own voice.
Making voice recordings 5-27 Recording a personal verification • • When callers use the Name Dialing feature, the system plays the personal verification. If a personal verification has not been recorded, the system spells out the name instead. During remote notification, the system plays the verification to identify who the message is intended for. No personal verification recorded If no verification is recorded, the system plays a recording of the user’s extension number.
5-28 Making voice recordings Recording a personal verification Recording a personal verification using a telephone To create, play back, or delete a personal verification using a telephone handset, follow these steps. Note: You must be logged in to a Meridian Mail mailbox. See “Logging in to Meridian Mail” on page 5-15. Step Action 1 Press 89 on the telephone keypad. Result: The system plays the existing name for personal verification. If no name is recorded, the system reports this.
Making voice recordings 5-29 Recording a personal verification Recording a personal verification through the administration terminal To create, play back, or delete a personal verification from the administration terminal, follow these steps. Starting Point: The Main Menu 1 Select User Administration. 2 Select Local Voice User. 3 Select the [View/Modify] softkey, and type the mailbox number of the user whose personal verification you want to record.
5-30 Making voice recordings Recording a personal verification 11 To review your recording, select the [Play] softkey. Result: The system plays the recording. The system displays the [Stop] softkey. 12 To stop the playback at any time, select the [Stop] softkey. Result: The system again displays the recording softkeys. 13 To save the recording and disconnect the call, use either the [Return] softkey or the [Disconnect] softkey, and hang up the phone. Result: The system displays the original softkeys.
Making voice recordings 5-31 Recording a personal verification for a system distribution list Recording a personal verification for a system distribution list Introduction It is a good idea to make a voice recording of the title of each system distribution list. This procedure is optional, but a voice title helps you to confirm you have selected the correct list when you enter its number as you compose a message. The list title can describe who is included in the list or the purpose of the list.
5-32 Making voice recordings Recording a personal verification for a system distribution list Step Action 9 At the tone, begin speaking into the receiver. Note: Recording stops automatically if the recording exceeds the Maximum Prompt Size or the Record Timeout set in the Voice Services Profile. At the tone, record the personal verification. 10 To stop recording, select the [Stop] softkey. Result: The recording stops automatically, and the system again displays the recording softkeys.
Making voice recordings 5-33 Recording a personal verification for a system distribution list Step Action 17 To delete the recording, select the [OK to Delete] softkey. Result: The system deletes the recording. The system again displays the recording softkeys. 18 To save the recording and disconnect the call, use either the [Return] softkey or the [Disconnect] softkey, and hang up the phone. Result: The system displays the original softkeys.
5-34 Making voice recordings Identifying remote site names Identifying remote site names Introduction The site name verification works like a personal verification for network sites. You record the site name verification from the administration terminal. It is used to confirm the site name when a message is addressed or when users receive a message from a network site. A site name can be recorded for Meridian Mail network sites and Network Message Service (NMS) locations.
Making voice recordings 5-35 Identifying remote site names Procedure To record a site name verification, follow these steps. Starting Point: The Main Menu Step Action 1 Select Network Administration. 2 Select the type of networking administration. 3 Select the type of site maintenance. 4 Select the [Add] softkey for a new site or the [View/Modify] softkey for an existing site. 5 Select the [Voice] softkey. Result: The current screen remains displayed; the softkey display changes to [Cancel].
5-36 Making voice recordings Identifying remote site names Step Action 12 To review your recording, select the [Play] softkey. Result: The system plays the recording. The system displays the [Stop] softkey. 13 To stop the playback at any time, select the [Stop] softkey. Result: The system again displays the recording softkeys. 14 To delete the recording, select the [Delete] softkey. Result: The system displays the [OK to Delete] and [Cancel] softkeys. You are requested to confirm the deletion.
Making voice recordings 5-37 Recording a personal verification for the broadcast mailbox Recording a personal verification for the broadcast mailbox Introduction This topic provides information and procedures for recording a personal verification for the broadcast mailbox. You can record a personal verification for the broadcast mailbox so that when you enter the mailbox number during message composition, you get a verification that you have entered the correct number.
5-38 Making voice recordings Recording a personal verification for the broadcast mailbox Step Action 7 Select the [Record] softkey. Result: The system displays the [Stop] softkey in place of the [Record] softkey. You hear a tone through the telephone receiver. 8 At the tone, say the verification. Example: “Broadcast mailbox 5555.” 9 To stop recording, select the [Stop] softkey. Result: The recording stops automatically, and the system again displays the recording softkeys.
Making voice recordings 5-39 Recording and sending broadcast messages Recording and sending broadcast messages Introduction This topic explains how you and the users on your system can record and send broadcast messages using the telephone handset. Definition: broadcast message A broadcast message is a message that is sent to all Meridian Mail users. When you or the users on your system compose a message to the broadcast mailbox, the message is sent to all users on your Meridian Mail system.
5-40 Making voice recordings Recording and sending broadcast messages Restrictions on network broadcast messages A user must have “Broadcast Capability” and “Network Broadcast Capability” set to “Yes” in their Class of Service to send network broadcast messages.
Making voice recordings 5-41 Recording and sending broadcast messages Procedure To record and send a broadcast message, follow these steps. Step Action Standard 1.0 1 Log on to a Meridian Mail mailbox with broadcast capability. 2 Press 75, and enter a number to specify the type of broadcast message you want. IF you want to send a broadcast message to all users at THEN enter this site nothing. this site, including NMS users nothing.
5-42 Making voice recordings Recording and sending broadcast messages Step Action Standard 1.0 9 To listen to your broadcast message, press 2. 10 To send the broadcast message, press 79. 11 To end your voice messaging session, press 83, and then hang up.
Making voice recordings 5-43 Making Voice Services recordings Making Voice Services recordings Introduction The Voice Services feature enables you to create custom call answering applications. Voice services recordings include announcement recording, Thru-Dial greetings, fax item confirmation prompts, voice menu greetings, voice menu choices, and voice menu prompts. This topic provides an overview of making Voice Services recordings.
5-44 Making voice recordings Making Voice Services recordings Procedure To make a Voice Services recording, follow these steps. Starting Point: The Main Menu Step Action 1 Select Voice Administration. 2 Select Voice Services Administration. 3 Select the type of voice service. 4 Use the following table to determine the next step. 5 IF you want to THEN create a new Voice Service recording select the [Add] softkey.
Making voice recordings 5-45 Making Voice Services recordings Step Action 9 Select the [Record] softkey. Result: The system displays the [Stop] softkey in place of the [Record] softkey. You hear a tone through the telephone receiver. 10 At the tone, make your recording. 11 To stop recording, select the [Stop] softkey. Result: The recording stops automatically, and the system again displays the recording softkeys. 12 Use the following table to determine the next step.
5-46 Making voice recordings Making Voice Services recordings Standard 1.
Making voice recordings Section B: 5-47 VMUIF recordings In this section Standard 1.
5-48 Making voice recordings Overview Overview Introduction Three recordings are prerecorded for the VMUIF interface: • • • the introductory tutorial (for touch tone users) the introductory tutorial (for dial pulse users) the login greeting These default recordings are enabled by default. You can use these default recordings, customize them, or disable them. This section provides information and procedures for the tutorials and greeting. Standard 1.
Making voice recordings 5-49 VMUIF introductory tutorials and the VMUIF login greeting VMUIF introductory tutorials and the VMUIF login greeting Introduction An introductory tutorial greeting is played to VMUIF subscribers the first time they log in to their mailboxes. This tutorial familiarizes them with the Meridian Mail system.
5-50 Making voice recordings VMUIF introductory tutorials and the VMUIF login greeting The custom tutorial You may prefer to record a custom tutorial to address particular needs of users on your system. In preparing your tutorial, you may wish to refer to the text of the default tutorials in this section. Procedure To record or disable the VMUIF tutorial, follow these steps. Starting Point: The Main Menu Step Action 1 Select Voice Administration. 2 Select Voice Messaging Options.
Making voice recordings 5-51 VMUIF introductory tutorials and the VMUIF login greeting Step Action 13 Use the following table to determine the next step. IF you want to THEN play back the recording go to step 14. record the tutorial again select the [Delete] softkey, and go to step 10. save the recording go to step 15. 14 To play back the recording, select the [Play] softkey.
5-52 Making voice recordings Recording the VMUIF login greeting Recording the VMUIF login greeting Introduction You may prefer to customize or disable the default login greeting. Procedure To record or disable the VMUIF login greeting, follow these steps. Starting Point: The Main Menu Step Action 1 Select Voice Administration. 2 Select Voice Messaging Options. Result: The system displays the Voice Messaging Options screen. 3 Select Login Greeting (Voice).
Making voice recordings 5-53 Recording the VMUIF login greeting Step Action 12 To stop recording, select the [Stop] softkey. Result: The recording stops. 13 Use the following table to determine the next step. IF you want to THEN play back the recording go to step 14. record the greeting again select the [Delete] softkey, and go to step 10. save the recording go to step 15. 14 To play back the recording, select the [Play] softkey.
5-54 Making voice recordings Recording the VMUIF login greeting Standard 1.
Chapter 6 Setting up Meridian Mail security In this chapter Overview 6-2 Section A: Telecommunication criminals and the problems they pose 6-3 Section B: Using Basic Access Restrictions features 6-9 Section C: Features that modify access restrictions 6-21 Section D: Controlling remote access to calling privilege 6-39 Section E: Controlling access through Least Cost Routing (BARS/NARS) 6-47 Section F: Controlling access to PBX administration programs 6-73 Section G: Controlling Direct Inward Sys
6-2 Setting up Meridian Mail security Overview Overview Introduction In today’s telecommunications environment, every computerized system is potentially open to unauthorized access. As system administrator, it is your responsibility to take all necessary precautions to prevent security breaches.
Setting up Meridian Mail security Section A: 6-3 Telecommunication criminals and the problems they pose In this section Standard 1.
6-4 Setting up Meridian Mail security Overview Overview Introduction Telecom fraud has existed since the 1970s when “telephone criminals,” or hackers, called their families and friends using stolen credit calling codes. By the late 1970s, hackers were using modems to access computerized systems from remote locations. By the mid-1980s, they were able to crack codes at computer speed using a personal computer with random number generating programs and autodialers.
Setting up Meridian Mail security 6-5 Overview Therefore, a good security system has to incorporate elements from PBX and system security, and awareness on the part of your users in order to provide effective security. Unauthorized access to the PBX Hackers are using the PBX to place unauthorized calls primarily through inbound 800 numbers and voice mail. Nortel’s Meridian 1 products meet a wide variety of customer requirements.
6-6 Setting up Meridian Mail security Overview What can be done about it? Inadequate control of calling privileges and of physical access to switching systems can cost your business millions of dollars. To secure your PBX and limit its exposure to corporate espionage and toll fraud, you need to implement security measures for • • • • Standard 1.
Setting up Meridian Mail security 6-7 Designing a security system Designing a security system Introduction When designing a security system, consider the following two questions: • • How can you train your staff to responsibly use Meridian Mail? How can you prevent unauthorized use of your PBX and Meridian Mail system? Both of these factors will help in keeping your Meridian Mail system safe from individuals who want to abuse your system. Training your staff Standard 1.
6-8 Setting up Meridian Mail security Ongoing security measures Ongoing security measures Introduction Once you have established your security practices, you should review them • • several months after the practices have been implemented so you can evaluate the results This will help determine if certain practices require modification.
Chapter 6 Setting up Meridian Mail security Section B: 6-9 Using Basic Access Restrictions features In this section Standard 1.
6-10 Setting up Meridian Mail security Overview Overview Introduction By providing internal and external users access only to the facilities and calling privileges that their jobs require, you can greatly decrease the potential for system abuse and toll fraud. With Basic Access Restrictions features, you can deter internal abuse and restrict external access to toll facilities.
Setting up Meridian Mail security 6-11 Trunk Group Access Restrictions Trunk Group Access Restrictions Introduction Trunk Group Access Restrictions (TGAR) controls access to various trunk groups including trunks that interface with the exchange network, with TIE and CCSA networks, and with services such as paging, dictation, and recorded announcements. How it works Stations, TIE trunks, DISA directory numbers (DNs), and authorization codes are assigned to a group (TGAR).
6-12 Setting up Meridian Mail security Trunk Group Access Restrictions Implementing and auditing the feature Use the following table to implement or audit the TGAR/TARG feature on the Meridian 1.
Setting up Meridian Mail security 6-13 Class of Service Class of Service Introduction Class of Service provides the flexibility to partition stations, TIE trunks, DISA DNs, and authorization codes into calling privilege “levels” that suit your business needs. Again, these features can inhibit internal abuse and help protect your system by preventing users from placing calls through external sources.
6-14 Setting up Meridian Mail security Class of Service Class of Service restriction levels (cont’d) Standard 1.0 • Fully Restricted Service Three classes of Fully Restricted Service are available: - FRE Allowed to originate and receive internal calls. Allowed access to TIE and CCSA networks, and to and from the exchange network using call modification from an unrestricted station. Denied access, either through dialing or through the attendant, to and from the exchange network.
Setting up Meridian Mail security 6-15 Class of Service The following table outlines various call types and indicates whether they are possible within each Class of Service assignment. Assigning a Class of Service Class of Service assignment Call type UNR CTD/CUN TLD SRE FRE FR1 FR2 Incoming Yes trunk calls Yes Yes Yes Through No No Outgoing non-toll trunk call Yes Yes No No Outgoing toll trunk call (see Note 2) Yes No direct access.
6-16 Setting up Meridian Mail security Class of Service Implementing and auditing the feature Use the following table to determine which overlay programs and prompts should be used for implementing or auditing the Class of Service feature.
Setting up Meridian Mail security 6-17 TGAR/TARG and CLS interaction TGAR/TARG and CLS interaction Introduction You can use CLS and TGAR/TARG to control access to and from your trunk facilities. By assigning the most appropriate Class of Service (COS) and TGAR, you can limit your system’s vulnerability to toll fraud and internal abuse. Interaction The following illustration shows the interaction between the Class of Service (CLS) assignment and Trunk Group Access Restrictions (TGAR).
6-18 Setting up Meridian Mail security TGAR/TARG and CLS interaction In this illustration, the following occurs: • • • • User C dials access code to CO trunk group, followed by 555-6100. Meridian 1 checks Trunk Access Restriction Group to see if user has access to CO trunks. User C does. Meridian 1 checks CLS (SRE) to see if user can make a local call. User C cannot make a local call. Call is not allowed through CLS.
Setting up Meridian Mail security 6-19 Transfer feature on modems Transfer feature on modems Introduction Hackers also use “smart” modems to infiltrate a PBX taking advantage of systems whose 2500 dataports were programmed with unnecessary features. The most common data hack is perpetrated by one “smart” modem calling another and leaving a series of instructions at the receiving modem.
6-20 Setting up Meridian Mail security Transfer feature on modems Standard 1.
Setting up Meridian Mail security Section C: 6-21 Features that modify access restrictions In this section Standard 1.
6-22 Setting up Meridian Mail security Overview Overview Introduction The following features can be used to selectively override Class of Service (CLS) and Trunk Group Access Restrictions (TGAR) when you need to extend a station’s or TIE trunk’s normal calling capabilities: • • • • • • • • • Standard 1.0 System Speed Call For more information, see “System Speed Call” on page 6-23. Authorization Code For more information, see “Authorization Codes” on page 6-24.
Setting up Meridian Mail security 6-23 System Speed Call System Speed Call Introduction System Speed Call extends the capabilities of the Speed Call feature. In addition to providing abbreviated dialing, using an entry in a System Speed Call list lets the internal user temporarily override the Class of Service and TGAR assigned to a station, and place a call to a telephone number in the System Speed Call list.
6-24 Setting up Meridian Mail security Authorization Codes Authorization Codes Introduction Authorization codes allow users to place business calls from stations normally restricted from doing so. These restricted stations may be located in areas of public access or used by employees who do not require broader calling privileges. How it works Authorization codes enable selected users to temporarily override the access restrictions assigned to a station or a TIE trunk.
Setting up Meridian Mail security 6-25 Station Specific Authorization Codes Station Specific Authorization Codes Introduction The Station Specific Authorization (Authcode) Code is offered in X11 Release 19 as a separate package. It allows you to define the authorization code access level of a set. How it works The Station Specific Authorization Code feature is implemented on a per set basis.
6-26 Setting up Meridian Mail security Station Specific Authorization Codes Implementing and auditing Use the following table to determine which overlay programs and prompts should be used for implementing or auditing the Station Specific Authorization Codes feature.
Setting up Meridian Mail security 6-27 Forced Charge Account Forced Charge Account Introduction With Forced Charge Account (FCA), the system forces the user to act before greater calling privileges are granted. How it works The Forced Charge Account feature temporarily overrides the toll-denied Class of Service Restriction (TLD) provided the user enters an account code before placing a toll call.
6-28 Setting up Meridian Mail security Forced Charge Account Example, cont’d In this example, the following takes place: • • • • • • Implementing and auditing the feature User goes off-hook to obtain a dial tone. User presses Charge Account key. User dials six-digit account code. Account code record is generated in CDR. User receives a dial tone and dials a number in the normal manner. Set becomes UNR (unrestricted) for this one call.
Setting up Meridian Mail security 6-29 Controlled Class of Service Controlled Class of Service Introduction You can use Controlled Class of Service to lower calling privileges of sets in unsecured areas and still raise their calling privileges when required. This feature is particularly effective in preventing internal abuse.
6-30 Setting up Meridian Mail security Controlled Class of Service Example The following illustration is an example of how the Controlled Class of Service feature works. Class of Service is allowed to be controlled.
Setting up Meridian Mail security 6-31 Controlled Class of Service Implementing and auditing the feature Use the following table to determine which overlay programs and prompts should be used for implementing or auditing the Controlled Class of Service feature.
6-32 Setting up Meridian Mail security Enhanced Controlled Class of Service Enhanced Controlled Class of Service Introduction This enhancement expands the Controlled Class of Service feature to further control calling privileges of stations in unsecured areas. Enhanced Controlled Class of Service (ECCS) extends the controller function of Controlled Class of Service (CCOS) to attendant consoles and the M3000 sets equipped with a Controller key.
Setting up Meridian Mail security 6-33 Flexible Feature Codes—Electronic Lock Flexible Feature Codes—Electronic Lock Introduction Electronic Lock (ELK) allows selected users to activate and deactivate the Controlled Class of Service (CCOS) mode from their stations by entering the Station Control Password (SCPW) and the appropriate Electronic Lock code. Station users can activate the Electronic Lock feature to prevent unauthorized calls from their sets when they are not able to control physical access.
6-34 Setting up Meridian Mail security Code Restriction Code Restriction Introduction The Code Restriction feature allows toll-denied stations, TIE trunks, DISA DNs, and authorization codes limited access to the toll-exchange network—that is, to CO and FX trunks. For each CO and FX trunk group, you can build a code restriction block that specifies the allowed area codes and exchange codes for toll-denied users accessing those facilities.
Setting up Meridian Mail security 6-35 Code Restriction Example (cont’d) In this example, the following takes place: • • • • Implementing and auditing the feature The user goes off-hook and dials the access code for CO trunks followed by 1-800-555-0110. The station is TLD and not normally allowed to dial 1+, but a code restriction is in effect. Meridian 1 checks the Code Restriction Table for CO trunks and finds that 1-800 is allowed. The call is completed.
6-36 Setting up Meridian Mail security New Flexible Code Restriction New Flexible Code Restriction Introduction To extend the calling privileges normally associated with tolldenied Class of Service, New Flexible Code Restriction allows you to partition toll-denied users into groups. Each toll-denied group can have unique calling privileges.
Setting up Meridian Mail security 6-37 New Flexible Code Restriction Implementing and auditing the feature Use the following table to determine which overlay programs and prompts should be used for implementing or auditing the New Flexible Code Restriction feature.
6-38 Setting up Meridian Mail security New Flexible Code Restriction Standard 1.
Chapter 6 Setting up Meridian Mail security Section D: 6-39 Controlling remote access to calling privilege In this section Standard 1.
6-40 Setting up Meridian Mail security Overview Overview Introduction Two of the most commonly abused features are Call Forward All Calls and Direct Inward System Access (DISA). Call Forward Call Forward is a convenient feature that allows users who are going to be away from their desks to forward their calls to another set or location.
Setting up Meridian Mail security 6-41 Call Forward All Calls Call Forward All Calls Description Call Forward (CFW) allows users to forward all calls manually to another number either internal or external to the system. The ability to forward a phone outside the system depends not only on the number of digits assigned to the call forward feature, but on the assignment of the feature Call Forward External Allow, also assigned on a phone-by-phone basis.
6-42 Setting up Meridian Mail security Call Forward External Deny Call Forward External Deny Description This feature provides the option to restrict, on a set-by-set basis, the ability to call forward all calls to an external directory number (DN). With Release 19, the default value for Call Forward External becomes “deny.” Implementing and auditing the feature Use the following table to determine which overlays and prompts should be used to implement or audit the Call Forward External Deny feature.
Setting up Meridian Mail security 6-43 Call Forward to Trunk Access Code—DID Calls Call Forward to Trunk Access Code—DID Calls Description You may not want your users to call forward their stations to an access code. After all, an unrestricted station forwarding to the central office trunk (COT) access code puts a whole world of calling capabilities at the caller’s fingertips.
6-44 Setting up Meridian Mail security Internal Call Forward Internal Call Forward Description Internal Call Forward (ICF) is available for systems using X11 software Release 19 and up. ICF directs all internal calls to a specified location different from the call forward destination of external calls.
Setting up Meridian Mail security 6-45 Flexible Feature Codes—Remote Call Forward Flexible Feature Codes—Remote Call Forward Description The Remote Call Forward feature (RCFW) allows a user to activate and deactivate the Call Forward All Calls feature from a remote station. How RCFW works Users enter codes to activate and deactivate the feature, and must also enter a station-specific password. You can selectively provide this capability to users as job functions require.
6-46 Setting up Meridian Mail security User Selectable Call Redirection User Selectable Call Redirection Introduction Release 19 introduces the ability to user-select the destination for Forward No Answer, Busy Hunt, External Forward No Answer, and External Hunt. The feature is controlled by Flexible Feature Code, Special Prefix Code, or a User key on a multiline phone. This feature requires a Station Control Password. Ensure that the SCPW is unique for each phone with the feature allowed.
Setting up Meridian Mail security Section E: 6-47 Controlling access through Least Cost Routing (BARS/NARS) In this section Standard 1.
6-48 Setting up Meridian Mail security Overview Overview Introduction Basic Alternate Routing System (BARS) and Network Alternate Routing System (NARS) software allows you to route outgoing calls over the least expensive facility available at the time the user places the call. You can use the BARS/NARS feature to prevent calls to a specific area code or exchange, or to international locations.
Setting up Meridian Mail security 6-49 Overview Available features (cont’d) • • • Time-of-Day Routing Routing Control Incoming Trunk Group (TIE) Exclusion BARS/NARS features to control access privileges The following table lists the features you should consider implementing depending on the requirements of your business. If your business requirement is to Then we recommend you totally deny an area code or a local exchange do not define them in the translation table.
6-50 Setting up Meridian Mail security Supplemental Digit Recognition Supplemental Digit Recognition Description One type of internal abuse or misuse occurs when callers use incoming TIE trunks. Callers on TIE trunks sometimes dial the BARS/NARS access code followed by the whole telephone number of an internal station.
Setting up Meridian Mail security 6-51 Supplemental Digit Recognition Example (cont’d) In this example, the following takes place: • • Implementing and auditing the feature User A dials 9-555-8100. Meridian 1 is not programmed to recognize 555-8100 as an internal number. The call is routed out over a CO trunk group and is returned to the Meridian through the DID trunk group. An internal call now requires two trunks to be complete. User B dials 9-555-8100.
6-52 Setting up Meridian Mail security Supplemental Digit Restriction Supplemental Digit Restriction Description Because most toll-fraud calls are placed to international locations, you can use Supplemental Digit Restriction (SDR) to block calls to international locations that your users do not need to call. How SDR works Supplemental Digit Restriction enables you to block calls to certain telephone numbers within exchanges, area codes, or country codes.
Setting up Meridian Mail security 6-53 Supplemental Digit Restriction Example The following figure illustrates how the Supplemental Digit Restriction feature works. Call is blocked BARS/NARS DATA Access Code is 9. WATS Trunk Group All calls to the area code 316 area are allowed except for those followed by 976. G100454 In this example, the following takes place: • • • • Standard 1.0 The user dials 9-1-316-976-9090. The 9 triggers the Meridian 1 to use BARS/NARS data.
6-54 Setting up Meridian Mail security Supplemental Digit Restriction Implementing and auditing the feature Use the following table to determine which overlays and prompts should be used to implement or audit the Supplemental Digit Restriction feature. For Implement using Print using ESN LD 86—MXSD LD 86 by FEAT=ESN Network translation LD 90—DENY, LDID, LDDD LD 90 by NPA, NXX, or SPN Standard 1.
Setting up Meridian Mail security 6-55 Network Class of Service—Facility Restriction Level Network Class of Service—Facility Restriction Level Description A Network Class of Service (NCOS) designation is a group of calling privileges you can assign to a station, TIE trunk, DISA DN, or authorization code. How NCOS works The Meridian 1 system uses the NCOS to determine caller treatments and eligibility for outgoing calls that use the Least Cost Routing (BARS/NARS) software.
6-56 Setting up Meridian Mail security Network Class of Service—Facility Restriction Level Example The following illustration shows how the NCOS Facility Restriction Level feature works. BARS/NARS DATA Yes Access Code is 9. All calls to area code 1-417 use Route List #2. Route List #2- The first choice is the WATS Route. The second choice, if all the WATS Trunks are busy, is the CO Trunks.
Setting up Meridian Mail security 6-57 Network Class of Service—Facility Restriction Level • • • • • • Implementing and auditing the feature The first choice is the WATS route. The NCOS/FRL assigned to the first choice (2) is compared to the NCOS/FRL (2) of the station. The station’s NCOS/FRL (2) is equal to, or greater than, the WATS NCOS/FRL (2), so the call is allowed for this choice. If all WATS trunks are busy, then the second choice (CO trunks) is checked.
6-58 Setting up Meridian Mail security Network Speed Call Network Speed Call Description You can enable a user who is normally restricted from making certain types of BARS/NARS calls, to make such a call if the destination is a company-approved number defined in a System Speed Call list. Network Speed Call expands the System Speed Call feature by allowing users to access the System Speed Call feature from the public and private networks.
Setting up Meridian Mail security 6-59 Network Speed Call Example (cont’d) In this example, the following occurs: • • • • • • • • Implementing and auditing the feature The caller dials 1-800-444-4545. When dial tone is returned, the user dials 12341. When dial tone is returned, the user dials 167322871 When dial tone is returned, the user dials 9-20-00 to access System Speed Call Number 7. 9 triggers the Meridian 1 to use NARS data.
6-60 Setting up Meridian Mail security Network Authorization Code Network Authorization Code Description Standard 1.0 With the Network Authorization Code feature, you can assign up to 20 000 authorization codes of up to 14 digits each, and you have the option of requiring users to enter an authorization code before certain calls can be processed. You may want to use this requirement for certain locations typically associated with unauthorized access like the 809 area code.
Setting up Meridian Mail security 6-61 Authorization Code Conditionally Last Authorization Code Conditionally Last Introduction The system can prompt users “conditionally” for an authorization code after they attempt to place a call using the BARS/NARS call processing software. Users who fail to meet the minimum Facility Restriction Level requirement assigned to a route list will hear tones or a recorded announcement indicating that they need to enter an authorization code.
6-62 Setting up Meridian Mail security Authorization Code Conditionally Last Example The following illustration shows how the Authorization Code Conditionally Last feature works. BARS/NARS DATA Access Code is 9 All calls to area code 1-417 use Route List #2. Route List #2- the first choice is the WATS Route. The second choice, if all the WATS Trunks are busy, is the CO Trunks. Any caller with an NCOS/FRL of 7 or less will be prompted for an Authorization Code.
Setting up Meridian Mail security 6-63 Authorization Code Conditionally Last Example (cont’d) • • • Implementing and auditing the feature The NCOS/FRL of 7 is compared to the user’s NCOS/FRL, in this case 2. Because the user’s NCOS/FRL is equal to or lower than the minimum NCOS/FRL for the route list, the user is prompted for an authorization code. The user must enter a valid authorization code before the call can be completed.
6-64 Setting up Meridian Mail security Time-of-Day Routing Time-of-Day Routing Description Time-of-day routing allows you to restrict access to certain destinations during specified time frames. For example, because the majority of fraudulent toll calls occur on holidays or after normal business hours, you can use this feature to turn off the route lists supporting calls to international locations or to the 809 area code after hours.
Setting up Meridian Mail security 6-65 Time-of-Day Routing Example The following illustration shows how the Time-of-Day Routing feature works. BARS/NARS DATA Access Code is 9. All calls to the area code 1-417 use Route List #2. Route List #2- The first choice is the WATS trunk group. The second choice, if all the WATS trunks are busy, is the CO trunk group. WATS Trunk Group CO Trunk Group The WATS trunk group is not available from the hours of 5 p.m. to 8 a.m.
6-66 Setting up Meridian Mail security Time-of-Day Routing Example (cont’d) • • • Implementing and auditing the feature The system searches Route List Index 2. The first choice, a WATS Route, is not available at 6:00 p.m. The second choice, CO Trunks, is available, and the call is sent out over the CO trunks. Use the following table to determine which overlays and prompts should be used to implement or audit the Time-of-Day Routing feature.
Setting up Meridian Mail security 6-67 Routing Control Routing Control Introduction Again, because the majority of toll fraud and internal abuse occurs after normal business hours, or on weekends or holidays, you may want to program the system to automatically modify users’ calling privileges during these times. Description The Routing Control feature lets you reduce or raise a user’s network access capabilities if necessary.
6-68 Setting up Meridian Mail security Routing Control Example The following illustration shows how the Routing Control feature works. BARS/NARS DATA Access Code is 9. All calls to the area code 1-417 use Route List #2. The caller must have an NCOS/FRL of 2 or greater to access the WATS Route and an NCOS/FRL of 3 to access the CO Trunks. Call is blocked between 5 p.m. and 8 a.m. and all day Saturday and Sunday. Between the hours of 5 p.m. and 8 a.m.
Setting up Meridian Mail security 6-69 Routing Control Example (cont’d) • • • • • • Implementing and auditing the feature Between 5:00 p.m. and 8:00 a.m., all users with an NCOS/ FRL of 2 drop to an NCOS/FRL of 0. Meridian 1 checks the Translation Table for 1417 and sends the call to Route List Index 2. A user must have an NCOS/FRL of 2 to access the WATS routes (first choice) and an NCOS/FRL of 3 to access the CO trunk group (second choice). Because it is between 5:00 p.m. and 8:00 a.m.
6-70 Setting up Meridian Mail security Incoming Trunk Group Exclusion Incoming Trunk Group Exclusion Description Standard 1.0 You may want to control calls originating on various TIE routes. The Incoming Trunk Group Exclusion feature blocks BARS/NARS calls originating on TIE trunks from reaching destinations that employees do not need to reach for business purposes, and keeps users from attempting to circumvent the restrictions that are imposed at their home PBX.
Setting up Meridian Mail security 6-71 Incoming Trunk Group Exclusion Example The following figure illustrates how the Incoming Trunk Group (TIE) Exclusion feature works. BARS/NARS DATA Access Code is 9. WATS Trunk Group All calls to the area code 1-417 use Route List #2. Except for calls incoming on TIE Route #3, block these calls. Route List #2- first choice is TIE Route #3. If all those trunks are busy, go to WATS Route. If all those trunks are busy, go to COT Route.
6-72 Setting up Meridian Mail security Incoming Trunk Group Exclusion Example (cont’d) • • Implementing and auditing the feature Meridian 1 validates that the call is incoming on TIE Route 3. The call is blocked. Use the following table to determine which overlay and prompts should be used to implement or audit the Incoming Trunk Group Exclusion feature.
Chapter 6 Setting up Meridian Mail security Section F: 6-73 Controlling access to PBX administration programs In this section Standard 1.
6-74 Setting up Meridian Mail security Overview Overview Introduction You can use the following to control access to PBX administration programs: • • • • • • • Standard 1.0 Password control - Level 1 password - Level 2 password For more information, see “Password control” on page 6-75. Limited access to overlays For more information, see “Limited access to overlays” on page 6-77. Limited access password—user name For more information, see “Limited access password—user name” on page 6-78.
Setting up Meridian Mail security 6-75 Password control Password control Introduction Hackers have been known to access a system to obtain printouts of valid authorization codes, reassign control characteristics, defeat security measures in place, or degrade system performance. By controlling system passwords, you can minimize unauthorized access to the system. You can define a number of passwords that administrators can use to access the system for the purpose of the database.
6-76 Setting up Meridian Mail security Password control Level 2 password The Level 2 password provides all the capabilities of the Level 1 password, and also allows you to change the Level 1 and Level 2 passwords as well as the secure data password. Implementing and auditing the Level 2 password Use the following table to determine which overlays and prompts should be used to implement or audit the Level 2 password.
Setting up Meridian Mail security 6-77 Limited access to overlays Limited access to overlays Description The Limited Access to Overlays (LAPW) feature introduced in X11 Release 16 provides a greater degree of control of password assignment and overlay access. In addition, it expands tracking of switch access. This feature provides additional security by allowing you to define up to 100 LAPW passwords per system. The LAPW password may be 4 to 16 alphanumeric characters in both uppercase and lowercase.
6-78 Setting up Meridian Mail security Limited access password—user name Limited access password—user name Introduction In addition to Level 1 and Level 2 passwords and the 100 limited access passwords, Release 19 can also require users to enter a user name with up to eight alphanumeric characters. Only the Level 2 password can configure user names, and change and print all passwords. LAPW users may change their own passwords but not their user names.
Setting up Meridian Mail security 6-79 Single Terminal Access Single Terminal Access Description The Single Terminal Access feature (STA) introduced in Release 19 provides an integrated solution to reduce the number of physical devices needed to administer and maintain a Meridian 1 system and its associated subsystems.
6-80 Setting up Meridian Mail security Multi-user login Multi-user login Description Multi-user login allows up to three users to simultaneously log in to a Meridian 1 PBX to load and execute overlays. A fourth overlay running in the background or at midnight is also allowed. The feature is activated and deactivated in Overlay 17.
Setting up Meridian Mail security 6-81 Input/Output port recovery Input/Output port recovery Introduction Ports defined as TTY and PRT are controlled by two counters monitoring invalid characters. Ports disabled due to garbage characters or interference can be automatically enabled after a four-minute timer has expired. Disabled ports can be enabled a maximum of three times in 30 minutes. The fourth time a port is disabled in a 30-minute period requires manual enabling.
6-82 Setting up Meridian Mail security History file History file Description You may want to track certain system messages or activity and print that information at will. The History file stores system messages in memory. You can access the stored information through a system TTY or from a remote location, and you can print its contents.
Setting up Meridian Mail security Section G: 6-83 Controlling Direct Inward System Access In this section Standard 1.
6-84 Setting up Meridian Mail security Overview Overview Description: DISA Direct Inward System Access (DISA) provides a convenient means by which employees, when they are offsite, can place calls to internal extensions, and to private and public network locations by accessing your company’s switching system. How DISA is abused The type of unauthorized access associated with this feature begins when perpetrators find the telephone number associated with DISA.
Setting up Meridian Mail security 6-85 DISA and security codes DISA and security codes Introduction The first level of restricting DISA access is the security code. How security codes work If you program your system to require a security code, when the Meridian 1 answers a DISA call, callers must enter the security code assigned to the DISA DN before they can gain access to the system. This security code can be from one to eight digits long.
6-86 Setting up Meridian Mail security DISA and Class of Service DISA and Class of Service Introduction The second level of restriction is the class of service assigned to the DISA DN. Each DISA DN has its own Class of Service (COS), Trunk Group Access Restriction (TGAR), and Network Class of Service (NCOS).
Setting up Meridian Mail security 6-87 DISA and authorization codes DISA and authorization codes Introduction For a third level of security, you can require callers to enter an authorization code before they gain access to system facilities. You can assign authorization codes that are from 1 to 14 digits long. By assigning 14-digit authorization codes, you ensure that the hacker’s PC-based code-cracking program has to try more combinations to obtain valid codes.
6-88 Setting up Meridian Mail security DISA and authorization codes Standard 1.
Chapter 6 Setting up Meridian Mail security Section H: 6-89 Restriction/Permission lists In this section Standard 1.
6-90 Setting up Meridian Mail security Overview Overview Introduction In today’s telecommunications environment, the same features that provide you with flexibility can also be the source of unauthorized use and abuse. Meridian Mail features Features such as remote notification, external call sender, call answering/express messaging thru-dial, and AMIS networking can dial numbers external to your telephone switch.
Setting up Meridian Mail security 6-91 What are restriction/permission lists and codes? What are restriction/permission lists and codes? Introduction Restriction/permission lists are an important part of preventing users and callers from abusing your Meridian Mail system.
6-92 Setting up Meridian Mail security What are restriction/permission lists and codes? Example of a restriction/permission list In this example, 91 is the long distance dialing prefix and 9011 is the international dialing prefix. All internal extensions begin with 7 and 8. List Name: Local Restriction codes: 1 2 3 4 5 6 91 9011 Permission codes: 91617 911 This list restricts all international and long-distance calls, except those to 911 and to the 617 area code.
Setting up Meridian Mail security 6-93 Defaults Defaults Introduction The defaults for new installations and conversions are described here. The default values when you first view a restriction/ permission list are also described. Defaults for new installations For newly installed Meridian Mail Release 12 systems, all restriction/permission lists are fully restricted.
6-94 Setting up Meridian Mail security Understanding how restriction/permission codes work Understanding how restriction/permission codes work Introduction The restriction codes in a restriction/permission list specify the general dialing rule. Permission codes are used to indicate any exceptions to the more general rules described by the restriction codes. Levels of security It is up to your organization to decide how to configure the restriction/permission lists.
Setting up Meridian Mail security 6-95 Understanding how restriction/permission codes work Rule (cont’d) Example 91900 is a restriction code. 9 is a permission code. Calls beginning with 9 (local calls) or 91 (long distance) are permitted as long as they are not to 91900. How restriction/ permission codes are processed The following flowchart shows how Meridian Mail and the Meridian 1 process restriction and permission codes when a DN is dialed. User/caller dials a DN.
6-96 Setting up Meridian Mail security Understanding how restriction/permission codes work Example: Call answering thru-dial Call answering/express messaging thru-dial allows callers to transfer to another internal extension or valid telephone number once Meridian Mail answers. If the proper restrictions are not placed on this feature, callers will be able to place calls at your organization’s expense.
Setting up Meridian Mail security 6-97 Recommendations for using the first four restriction/permission lists Recommendations for using the first four restriction/ permission lists The first four restriction/permission lists are named as follows: Introduction • • • • On_Switch Local Long_Distance_1 Long_Distance_2 These names can be changed. Recommendations Nortel recommends that you use the default restriction/ permission lists as follows.
6-98 Setting up Meridian Mail security Recommendations for using the first four restriction/permission lists List name Long Distance 1 List function Restriction codes Permits all on-switch calls, local calls, and long distance calls to certain area codes only. Restricts all international calls and long distance calls (in general).
Setting up Meridian Mail security 6-99 Defining and applying restriction/permission lists Defining and applying restriction/permission lists Introduction Restriction/permission lists can only be defined through the Restriction/Permission Lists screen. They are, however, applied to specific Meridian Mail features or services through other screens. Defining restriction/ permission lists To define restriction/permission lists, follow these steps.
6-100 Setting up Meridian Mail security Defining and applying restriction/permission lists Step Action 8 Do you want to change the restriction codes? IF THEN yes delete the existing code (if not appropriate) and enter a new code. Press or to move to the next field. no 9 go to step 9. Do you want to change the permission codes? IF THEN yes enter the new code. Press or to move to the next field. no 10 go to step 10.
Setting up Meridian Mail security 6-101 Defining and applying restriction/permission lists Applying restriction/permission lists The following table identifies which Meridian Mail screens are used to apply restriction/permission lists to Meridian Mail features or services.
6-102 Setting up Meridian Mail security Defining and applying restriction/permission lists Standard 1.
Chapter 6 Setting up Meridian Mail security Section I: 6-103 Controlling access to Meridian Mail services and features In this section Standard 1.
6-104 Setting up Meridian Mail security Overview Overview Introduction Meridian Mail is a voice mail system that is integrated into the Meridian 1 PBX. One of the most feature-rich voice messaging products on the market, the system provides flexible features like Voice Menus which allow callers to choose from lists of services, and Remote Notification which notifies off-site system users that they have messages waiting.
Setting up Meridian Mail security 6-105 Overview Standard 1.0 Feature Description Fax information service Callers can request faxes using this service. Assign a list to this feature to restrict the numbers to which faxes are sent. Fax item maintenance This service is used to send verification faxes to designated fax phones. Assign a list to this feature to restrict the numbers to which verification faxes can be sent.
6-106 Setting up Meridian Mail security Custom Revert Custom Revert Introduction Once Meridian Mail answers, callers may dial zero (0) anytime during the personal greeting or during the record cycle, and transfer to a predefined extension, usually a receptionist or secretary. This extension is the Revert DN. Description Each mailbox user can define his or her own Custom Revert DN through the telephone set.
Setting up Meridian Mail security 6-107 Custom Revert Example (cont’d) In this example, the following takes place: • • The user logs in to Meridian Mail. The user activates the Custom Operator Revert feature and attempts to define the operator revert as 9-555-0000. Meridian Mail checks the Custom Operator Revert restrictions. The On-Switch Table blocks the code 9, and the function is disallowed.
6-108 Setting up Meridian Mail security Custom Revert Step Action 4 Position the cursor beside the Custom Revert Restriction/ Permission List field. 5 Enter the number of the restriction/permission list you want to assign to the Custom Revert feature. Note: The name of the corresponding restriction/permission list does not appear until the cursor is off the field. 6 Standard 1.0 Do you want to save your changes? IF THEN press yes [Save]. no [Cancel].
Setting up Meridian Mail security 6-109 Thru-Dial Thru-Dial Introduction All Thru-Dial services you create using the Voice Menus feature must be adequately protected with an appropriate restriction/permission list. Defining a restriction/ permission list To define a restriction/permission list, see “Defining and applying restriction/permission lists” on page 6-99. Assigning a restriction/permission list To assign a restriction/permission list to the Thru-Dial service, follow these steps.
6-110 Setting up Meridian Mail security Call Answering or Express Messaging Call Answering or Express Messaging Description During a call answering or express messaging session, an external caller could potentially use thru-dial capabilities to place unauthorized calls which would be billed to the system. To use Thru-Dial, a caller must press 0 followed by a dialable DN. (If the caller waits more than two seconds after entering 0, he or she will be connected to an attendant instead.
Setting up Meridian Mail security 6-111 Call Answering or Express Messaging Example (cont’d) In this example, the following takes place: • The caller dials 555-8100. No answer is encountered at extension 8100. The caller is forwarded to Meridian Mail. Once answered, the caller dials 09233-44. Meridian Mail checks the Call Answering/Express Messaging Thru-dial restrictions. 9 is not allowed so the call is blocked. If the caller had logged in to Meridian Mail, the call would have been allowed.
6-112 Setting up Meridian Mail security Extension dialing (mailbox thru-dial) Extension dialing (mailbox thru-dial) Description Another standard feature available with Meridian Mail is extension dialing, or Thru-dial for mailboxes. The extension dialing feature allows callers to transfer to another extension number or valid telephone number once they log in to Meridian Mail. Callers can dial zero (0) followed by an extension number, or valid access code, telephone number, and the pound sign (#).
Setting up Meridian Mail security 6-113 Extension dialing (mailbox thru-dial) Applying a restriction/ To apply a restriction/permission list, follow these steps. permission list Step Action 1 Log in to the administration terminal. 2 Select Class of Service Administration from the Main Menu. 3 Press [View/Modify], and then enter the number of the class of service that the mailbox is using. If you do not know the class a. Press [Find]. b. Press [List]. c.
6-114 Setting up Meridian Mail security Extension dialing (mailbox thru-dial) Controlling access within the switch To control access of the Thru-dial feature within the Meridian 1 system, use the following procedure. This method allows you to restrict the Thru-dial feature through the virtual agent. Note 1: To restrict all access to the outside world through Thrudial, be sure to restrict both your Least Cost Routing access code and your direct access code to each trunk group in the Meridian 1.
Setting up Meridian Mail security 6-115 Fax on Demand Fax on Demand Description If Fax on Demand is installed, you will need to determine the restrictions that need to be applied to external callers who request that faxes be delivered using callback delivery. In other words, with callback delivery, callers are asked to specify the number to which a fax should be delivered.
6-116 Setting up Meridian Mail security Remote Notification Remote Notification Description Remote Notification allows a user to be notified at a remote telephone or pages when a new message arrives in his or her mailbox. Users can define their own remote notification schedules and target DNs from their telephone sets. Note: This topic is only applicable to systems that have the Outcalling feature installed.
Setting up Meridian Mail security 6-117 Remote Notification Step Action 4 5 Do you want to enable Remote Notification capabilities for this class of service? IF THEN go to yes step 5. no step 9. Set the Remote Notification Capability field to Yes.
6-118 Setting up Meridian Mail security Delivery to Non-User Delivery to Non-User Description Delivery to Non-User (DNU) allows a Meridian Mail user to compose and send a voice message to someone who is not a Meridian Mail user. To restrict the numbers to which users are allowed to send voice messages, assign an appropriate restriction/permission list to the Delivery to Non-User feature in the classes of service you set up.
Setting up Meridian Mail security 6-119 Delivery to Non-User Step Action 5 Set the Delivery to Non-User Capability field to Yes. Result: The following three fields appear: • • • 6 Delivery to Non-User Restriction/Permission List Send Messages via DNU if Mailbox Not Found DNU DTMF Confirmation Required Enter the number of the restriction/permission list you want to assign to the feature. Note: The name of the corresponding restriction/permission list does not appear until the cursor is off the field.
6-120 Setting up Meridian Mail security External Call sender External Call sender Description This feature allows a Meridian Mail user to immediately call back someone who has left a message and who is external to the switch, by pressing 9 after listening to the message. (This only applies to messages that have been left during call answering sessions, and composed voice messages.
Setting up Meridian Mail security 6-121 AMIS Networking AMIS Networking Description When a user composes a voice message and tries to send it to an AMIS site (that is not defined as a virtual node), Meridian Mail checks the restriction/permission list that is assigned to AMIS networking to see if it is restricted. The restriction/permission list is assigned to AMIS networking in classes of service. Note: This topic is only applicable to systems that have the AMIS Networking feature installed.
6-122 Setting up Meridian Mail security AMIS Networking Step Action 4 5 Do you want mailbox users assigned to this class of service to be able to receive AMIS Open Network Messages? IF THEN set the Receive AMIS Open Network Messages field to yes Yes. no No. Do you want mailbox users assigned to this class of service to be able to compose and send AMIS Open Network Messages? IF THEN set the Compose/Send AMIS Open Network Messages field to yes Yes. no No.
Chapter 6 Setting up Meridian Mail security Section J: 6-123 Controlling access to Meridian Mail mailboxes In this section Standard 1.
6-124 Setting up Meridian Mail security Overview Overview Introduction Mailboxes are a potential source of unauthorized system use if proper safeguards are not put in place. The kind of damage a hacker can do The damage a hacker can do depends on what has been accessed: • • • Proactive mailbox security measures Standard 1.0 A personal mailbox without thru-dial capabilities This causes minimal damage as the hacker has only gained access to the personal mailbox.
Setting up Meridian Mail security 6-125 Using the Voice Security Options screen Using the Voice Security Options screen Introduction The Voice Security Options screen allows you to control various security features and set restriction and permission codes that can be applied to features such as call answering, call sender, Express Messaging, mailbox Thru-Dial, and AMIS networking Voice Security Options screen Part 1 Standard 1.0 This is the first part of the Voice Security Options screen.
6-126 Setting up Meridian Mail security Using the Voice Security Options screen Part 2 To view the additional fields in part 2 of the screen, press the key or the down arrow. Field descriptions The following fields are used to protect mailboxes against unauthorized use. The fields used to monitor mailbox access can be found in Section K: Monitoring access to Meridian Mail mailboxes and features.
Setting up Meridian Mail security 6-127 Using the Voice Security Options screen Maximum Invalid Logon Attempts Permitted per Mailbox Description This is the number of maximum invalid passwords that can be entered for a mailbox. This does not apply to the current logon session only. The number of invalid logons are counted over time.
6-128 Setting up Meridian Mail security Using the Voice Security Options screen Minimum Number of Password Changes Before Repeats Description This field determines the number of different passwords that must be used before the same password can be reused. Default 5 Valid Range 0 to 5 0 indicates that users can reuse the same password. Dependencies MMUI only Displayed when the maximum days between password changes is one or greater.
Setting up Meridian Mail security 6-129 Using the Voice Security Options screen Call Answering/Express Messaging Thru-Dial Restriction/Permission List Number Description This field indicates which Restriction/Permission List should be applied to Call Answering/Express Messaging Thru-Dials. Default None Force Password Change on Initial Logon Description This field compels users who are logging in to their mailbox for the first time to immediately change the default password.
6-130 Setting up Meridian Mail security Using the Voice Security Options screen Monitor All Thru-Dials during Monitoring Period Description This field indicates whether all Thru-Dial services (from a mailbox, voice menu, or directly from a VSDN) are to be monitored, and if yes, when. Default No Valid Options No, Yes, Always_Monitor If Yes, you are prompted for the monitoring period.
Setting up Meridian Mail security 6-131 Default security settings Default security settings Purpose On a newly installed system, the security parameters are configured with default settings. These defaults may be appropriate for your system. If this is the case, you will not have to modify the settings. However, the default settings may not adequately secure your Meridian Mail system to meet your business requirements.
6-132 Setting up Meridian Mail security Default security settings Parameter Standard 1.
Setting up Meridian Mail security 6-133 Initial password change Initial password change Introduction Another measure to enhance security is to ensure that users change their initial password. This way, unauthorized access is prevented by those who may know the password prefix and mailbox number. The initial password change feature provides the ability to force users to change their password the first time they log in.
6-134 Setting up Meridian Mail security Initial password change Enforcing an initial password change To ensure that new users are forced to change their passwords when they log in for the first time, use the following procedure. Step Action 1 Select Voice Administration from the Main Menu. Result: The Voice Administration menu appears. 2 Select Voice Security Options. Result: The Voice Security Options screen appears. Standard 1.0 3 Select Yes in the Force Password Change on Initial Logon field.
Setting up Meridian Mail security 6-135 Password display suppression Password display suppression Introduction The password display suppression feature prevents display of entered password digits on telephone sets that have display screens. This prevents “shoulder surfers” from seeing your password. How password display When users enter their passwords, each digit in the password is suppression works replaced by a dash (-).
6-136 Setting up Meridian Mail security Password prefix Password prefix Introduction When a new mailbox is created, the default password is the user’s extension number. Until the user changes the default password, this may be a potentially serious security risk. Password prefix A password prefix provides another level of security by appending a short code before the default password. This code can be between two to four digits in length.
Setting up Meridian Mail security 6-137 Password prefix Setting up the password prefix To apply a password prefix, follow these steps. Starting Point: The Meridian Mail Main Menu Step Action 1 Select Voice Administration. Result: The Voice Administration menu appears. 2 Select Voice Security Options. Result: The Voice Security Options screen appears. 3 Enter the prefix in the Password Prefix field. Note: The combined password prefix and the actual password cannot exceed 16 digits in length.
6-138 Setting up Meridian Mail security Password length Password length Introduction The length of the password, in conjunction with other mailbox features, can make it very difficult for hackers to break into your Meridian Mail system. You should never depend on one feature alone to safeguard your system. Note: The password length feature only applies to MMUI systems.
Setting up Meridian Mail security 6-139 Forced regular password changes Forced regular password changes Introduction Forced password changes help increase security especially if they are done regularly. By compelling mailbox users to change their passwords and encouraging them to vary the length, it makes it very difficult for hackers to guess your password patterns. Who can change the password The mailbox password is changeable by both the administrator and the mailbox user.
6-140 Setting up Meridian Mail security Forced regular password changes Expired passwords If a user’s password expires, the user is not allowed to retrieve messages until he or she changes the password. ATTENTION If you change this value from 0 to another value on an operational system, user passwords expire immediately. Make this change during a slow traffic time and inform users of the change.
Setting up Meridian Mail security 6-141 Forced regular password changes Enforcing regular password changes To set up your system so that mailbox users will have to change their passwords, follow these steps. Starting Point: The Meridian Mail Main Menu Step Action 1 Select Voice Administration. Result: The Voice Administration menu screen appears. 2 Select Voice Security Options. Result: The Voice Security Options screen appears.
6-142 Setting up Meridian Mail security Invalid logon attempts Invalid logon attempts Introduction The Invalid Logon Attempts feature allows you to define the number of times, within a range of one to nine, that a caller can enter an invalid logon password for a mailbox before the system disables the mailbox. Once the mailbox is disabled, only the system administrator can reenable it at the administration terminal.
Setting up Meridian Mail security 6-143 Invalid logon attempts Example If a hacker knows your Meridian Mail access code and some DNs, this is what would happen if your maximum invalid logon attempts per session were set to 3. Attempt Description 1 The hacker tries logging in to mailbox 2498 but enters an incorrect password. 2 The hacker tries logging in to mailbox 2498 again but enters an incorrect password. 3 The hacker tries logging in to mailbox 2475 but enters an incorrect password.
6-144 Setting up Meridian Mail security Invalid logon attempts Disabling a mailbox To specify how many invalid logon attempts will be allowed before a mailbox is disabled, follow these steps. Starting Point: The Meridian Mail Main Menu Step Action 1 Select Voice Administration. Result: The Voice Administration menu screen appears. 2 Select Voice Security Options. Result: The Voice Security Options screen appears.
Setting up Meridian Mail security 6-145 Invalid logon attempts Step Action Reenabling a VMUIF mailbox 4 Press [Find] to do a search. 5 Specify the criteria for the search. 6 Press [List]. 7 Position the cursor beside the user you want to modify and press the spacebar to highlight the entry. 8 Press [View/Modify]. 9 Move the cursor to the Logon Status field. 10 Select Enabled. 11 Do you want to save the configuration? IF THEN press yes [Save]. no [Cancel].
6-146 Setting up Meridian Mail security Modifying mailbox security settings Modifying mailbox security settings When to use Follow this procedure • after installation, if some or all of the default settings do not meet your organization’s requirements to change the current settings to reflect a new security policy or tougher security measures • Procedure To modify current mailbox security settings, follow these steps.
Setting up Meridian Mail security 6-147 Restricting off-site access to mailboxes Restricting off-site access to mailboxes Introduction External logon is enabled by default, allowing users to log on to their mailboxes from phones that are external to the switch. If security is of the highest priority, Meridian Mail provides a facility allowing the system to restrict access to a mailbox from an offsite location.
6-148 Setting up Meridian Mail security Disabling unused mailboxes Disabling unused mailboxes Introduction Whenever employees are terminated, you should immediately disable their mailbox. This prevents them from abusing your system by billing toll calls to your company. You should make arrangements with your Personnel department to inform you of terminations so you can disable system access. Procedure To disable an unused mailbox, follow these steps.
Chapter 6 Setting up Meridian Mail security Section K: 6-149 Monitoring access to Meridian Mail mailboxes and features In this section Standard 1.
6-150 Setting up Meridian Mail security Overview Overview Introduction This section of the chapter describes the reports and features in Meridian Mail intended to assist you in identifying attempts to violate the security of your system. These include the following: • • • • • Standard 1.
Setting up Meridian Mail security 6-151 Hacker Monitor Hacker Monitor Introduction This feature enables you to monitor selected or all mailbox logins and Thru-Dials, which helps you to check for activity on your system that may indicate the presence of hackers. When this feature is combined with the SEER Mailbox feature, you can be notified through Remote Notification when a suspected unauthorized user attempts a Thru-Dial or enters a particular mailbox.
6-152 Setting up Meridian Mail security Mailbox Login Monitoring Mailbox Login Monitoring Introduction Possible hacker activity may be detected by monitoring mailbox logins of requested local voice users. How to do it You use the System Access Monitoring Period field on the Voice Security Options screen and the Monitor Mailbox during Monitoring Period field on the Local Voice User screen to set up mailbox login monitoring.
Setting up Meridian Mail security 6-153 Mailbox Login Monitoring Procedure To monitor mailbox logins, follow these steps. Starting Point: The Meridian Mail Main Menu Step Action 1 Select Voice Administration. 2 Select Voice Security Options. 3 Specify a time interval in the System Access Monitoring Period field. 4 Press [Save]. 5 Return to the Main Menu . 6 Select User Administration. 7 Select Local Voice Users. 8 Select the local voice user you want to modify or add.
6-154 Setting up Meridian Mail security Thru-Dial Monitoring Thru-Dial Monitoring Introduction Possible hacker activity may be detected by monitoring selected or all Thru-Dial services used either during the system access monitoring period or at all times. How to do it Use the Voice Security Options screen and the Thru-Dial Definition screen to set up Thru-Dial Monitoring.
Setting up Meridian Mail security 6-155 Thru-Dial Monitoring Field descriptions (cont’d) The following table only describes those fields which are used to set up Thru-Dial monitoring.
6-156 Setting up Meridian Mail security Thru-Dial Monitoring Monitoring all Thru-Dials To monitor all Thru-Dials, follow these steps. Starting Point: The Meridian Mail Main Menu Step Action Monitoring specific Thru-Dials 1 Select Voice Administration. 2 Select Voice Security Options. 3 Set the Monitor all Thru-Dials during Monitoring Period field to Yes or Always_Monitor. IF you have set this field to THEN go to Yes step 4. Always_Monitor step 5.
Setting up Meridian Mail security 6-157 CLID Monitoring CLID Monitoring Introduction Possible hacker activity may be detected by monitoring mailbox logins or thru-dials that have been attempted from a specified calling line ID (CLID). You can specify the type of CLID (Internal or External) and a string of digits (up to 15) of a CLID. That is, you can specify the complete CLID, the area code only, or the area code and office code. Up to 12 CLIDs can be entered for each type of CLID format.
6-158 Setting up Meridian Mail security CLID Monitoring Field descriptions The following table only describes those fields which are used to set up CLID monitoring. For descriptions of all the Voice Security Options fields, see “Using the Voice Security Options screen” on page 6-125. Monitor CLIDs during Monitoring Period Description This field indicates whether CLIDs are to be monitored by the Voice Messaging Service during login or by the Thru-Dial service.
Setting up Meridian Mail security 6-159 CLID Monitoring SEERs issued An informational SEER is issued if the CLID of a caller matches one of the numbers specified in the Voice Security Options screen during a mailbox login or Thru-Dial access. The informational SEERs can be 5562, 2262, or 10612. For more information on SEERs, refer to the Maintenance Messages (SEERs) (NTP 555-7001-510). Procedure To monitor calling line IDs, follow these steps.
6-160 Setting up Meridian Mail security The Services Summary Traffic report The Services Summary Traffic report Introduction This report provides statistics for each of the voice services installed on your system. It records the number of times a user dials a service (the number of accesses) during the reporting period and the average length of each access. The report records both direct and indirect accesses. Direct accesses occur when a user dials the DN of the menu, announcement, or fax item.
Chapter 6 Setting up Meridian Mail security Section L: 6-161 Equipment security In this section Standard 1.
6-162 Setting up Meridian Mail security Overview Overview Introduction This section of the chapter discusses security measures that you should exercise to safeguard the Meridian Mail and switch hardware. General security measures The following is a list of general security measures you can take to secure your Meridian Mail and PBX: • • • Standard 1.0 Limit access to your switchroom and escort all visitors. Keep a list of authorized technicians on hand.
Setting up Meridian Mail security 6-163 Switchroom access Switchroom access Introduction When a switchroom is not secure, criminals can gain access to all your system resources. Their activity can be as benign as turning off printers or as malicious as removing cards from your switch and rendering your system inoperable. Security measures The following is a list of safety measures you should exercise: • • • Standard 1.0 Physically lock the room in which your equipment is located.
6-164 Setting up Meridian Mail security Administration terminals Administration terminals Introduction There are two facilities provided for protecting against unauthorized access to the Meridian Mail administration terminal: • • Administration password the administration password hardware-based remote access restriction The administration terminal is password protected. When Meridian Mail is first installed, there is a default password.
Setting up Meridian Mail security 6-165 Meridian Mail and switch printouts Meridian Mail and switch printouts Introduction “One man’s garbage is another man’s treasure.” Anonymous This is very true for the telecommunication criminal known as the “dumpster diver.” These divers search through your garbage looking for printouts or records of your system’s codes. Security measures Standard 1.0 Do not throw out call detail records and credit card receipts.
6-166 Setting up Meridian Mail security Meridian Mail and switch printouts Standard 1.
Chapter 7 User administration—an overview In this chapter Section A: Introduction to User Administration 7-3 Section B: New user planning 7-15
7-2 Standard 1.
User administration—an overview Section A: 7-3 Introduction to User Administration In this section Standard 1.
7-4 User administration—an overview The User Administration menu The User Administration menu The User Administration menu This is the User Administration menu, the starting point for all user administration tasks. In this example of the screen, the Network Message Service (NMS) and Meridian Networking features are installed. Local Voice User This menu item allows you to add, view, modify, and delete local voice users. Local voice users have mailboxes on your local Meridian Mail site.
User administration—an overview 7-5 The User Administration menu Set Default User Administration Context Standard 1.0 This menu item is displayed if the Network Message Service (NMS) feature is installed on your system. It allows you to select one of the NMS locations and make it the default (or current) location so that you can add users to it, or delete users from it.
7-6 User administration—an overview The User Administration menu Related chapters Standard 1.0 This table directs you to the chapters that contain information about each of the items in the User Administration menu.
User administration—an overview 7-7 Types of users Types of users Three types of users There are three types of users that you can add to Meridian Mail: • • • Local voice users local voice users remote voice users directory entry users Local voice users have extensions on the local switch. Local voice users have mailboxes with call answering and voice messaging capability.
7-8 User administration—an overview Types of users Remote voice users Users can be added as remote voice users only if the Meridian Networking feature is installed. When you add a user who is located at a remote Meridian Mail site as a remote voice user, you are adding that user to your local user database.
User administration—an overview 7-9 Types of users Directory entry users Directory entry users are registered in the Meridian Mail directory. However, they do not have mailboxes. This means that they do not have access to call answering or voice messaging capability. They can, however, be reached by features such as Name Dialing and Thru-Dialers. Example You have added Rupert Haynes as a directory entry user.
7-10 User administration—an overview Distribution lists Distribution lists Description A distribution list is a list of mailbox numbers. When you enter the distribution list number during message composition, the message is sent to all of the mailbox numbers in the list. Distribution lists, therefore, make it easier and quicker to address messages to groups of people. Once the distribution list has been created, you only need to enter one number during message composition (the distribution list number).
User administration—an overview 7-11 Limitations and guidelines Limitations and guidelines Multiple Administration Terminals If the Multiple Administration Terminals (MAT) feature is installed, you can perform User Administration from a secondary terminal. If more than one administrator accesses a user or distribution list at the same time, the administrator who first gained access to the user or list can modify the information.
7-12 User administration—an overview Support for multiple appearance DNs Support for multiple appearance DNs Description: MADN A Multiple Appearance DN (MADN) is a directory number (DN) that is programmed on several phone sets. Usage Multiple Appearance DNs are typically used in customer support environments in which you want to ensure that calls are answered. MADNs allow more than one call to be handled at a time.
User administration—an overview 7-13 Support for multiple appearance DNs How Meridian Mail treats MADNs Multiple appearance DNs are treated as one DN by Meridian Mail. How the primary phone is programmed determines what happens to a call when it is not answered in the predetermined number of rings or when all telephones are busy. Programming requirement The primary phone must be programmed to forward to the voice messaging DN on busy and no answer conditions.
7-14 User administration—an overview Support for multiple appearance DNs Standard 1.
User administration—an overview Section B: 7-15 New user planning In this section Standard 1.
7-16 User administration—an overview Overview Overview Introduction This section describes how to plan the task of adding users to a newly installed system. Planning tasks Before you begin adding users to your system, you should do the following. 1. 2. Standard 1.0 Identify the types of users that you will be adding to the system.
User administration—an overview 7-17 Class of service planning Class of service planning Introduction Classes of service (COSs) act as templates to simplify the process of adding and maintaining local voice users.
7-18 User administration—an overview Class of service planning When to create classes of service Because each local voice user must be assigned to a class of service, classes of service must be defined before you begin adding local voice users to your system. Classifying users Classify your users into types, and then create classes of service that meet the needs and requirements of each type.
User administration—an overview 7-19 Distributing local voice users evenly over volumes Distributing local voice users evenly over volumes Introduction Meridian Mail systems can have from one to five nodes, each of which contains a hard disk drive for data storage. These disk drives are partitioned into volumes. When you add a local voice user, the user must be assigned to a particular volume.
7-20 User administration—an overview Distributing local voice users evenly over volumes Recommendations To guarantee an effective distribution of users, the following actions are recommended: • • Disk usage information Distribute local voice users across volumes randomly in such a manner that does not result in heavy users all being assigned to the same volume(s). Spread employees in the same department across a number of nodes (do not place them all on the same node).
User administration—an overview 7-21 Guidelines for adding users to a system that has disk shadowing Guidelines for adding users to a system that has disk shadowing Introduction Disk shadowing is an optional feature that is available on the Modular Option EC platform. It provides protection against data loss in the event of disk failure. How it works This feature works by writing new information to two disks at the same time. If one disk fails, it is taken out of service without service interruption.
7-22 User administration—an overview Guidelines for adding a large number of users Guidelines for adding a large number of users Recommendation Avoid adding a large number of users (1000 or more) within a 24-hour period. Every 24 hours, a nightly audit takes place between 2:30 a.m. and 5:00 a.m. When a large number of users is added between audits, the directory that stores user information can become unbalanced and perform less efficiently.
User administration—an overview 7-23 How user models in pre-Release 9 systems are converted to classes of service How user models in pre-Release 9 systems are converted to classes of service Introduction Classes of service (COSs) replaced user models in Meridian Mail Release 9. Prior to Release 9, a user model was assigned to each user. However, if you modified the user model, it was changed for that user only.
7-24 User administration—an overview How user models in pre-Release 9 systems are converted to classes of service How to use this utility You can use the COS Conversion utility to do one or both of the following: • • Standard 1.0 View unassigned local voice users, and then create a system class of service based on the personal class of service. Assign unassigned users to defined system classes of service.
Chapter 8 Local voice users In this chapter Section A: Adding local voice users 8-3 Section B: Finding local voice users 8-45 Section C: Modifying and deleting local voice users 8-79
8-2 Standard 1.
Local voice users Section A: 8-3 Adding local voice users In this section Integrated mailbox administration 8-4 Before you begin adding local voice users 8-5 Adding a local voice user 8-6 Setting the default administration context for NMS 8-8 Accessing the Add Local Voice User screen 8-10 The Add Local Voice User screen 8-13 Entering user information 8-15 Assigning a user to a class of service 8-20 Primary DN and extension DNs 8-24 The revert DN 8-26 See “Specifying the primary DN, e
8-4 Local voice users Integrated mailbox administration Integrated mailbox administration Description Integrated Mailbox Administration (IMA) is a feature that allows you to add mailboxes for users at the Meridian 1 terminal. This feature was introduced in Release 9.0 of Meridian Mail and Release 19 of X11. In X11, this feature is known as Voice Mailbox Administration (VMBA).
Local voice users 8-5 Before you begin adding local voice users Before you begin adding local voice users Introduction Before you begin adding local voice users, consider the following points. Classes of service All local voice users must be assigned to a class of service. Classes of service should be defined before you begin adding local voice users.
8-6 Local voice users Adding a local voice user Adding a local voice user Introduction Local voice users are added in the Add a Local Voice User screen. There are a number of things you must do in this screen in order to define a local voice user. Procedure This is a high-level procedure that lists the steps involved in adding a local voice user. Detailed step-by-step procedures are provided on the following pages.
Local voice users 8-7 Adding a local voice user Step Action 7 Page If remote notification is enabled for the user, create 8-36 a remote notification schedule if necessary. Note: Users can create their own schedules from the telephone set. 8 Change the following if necessary: • • • • 9 Standard 1.0 8-39 If the interface is MMUI, disable/enable name dialing by external callers (default is enabled). If Hospitality is installed, set the hospitality user class (default is guest).
8-8 Local voice users Setting the default administration context for NMS Setting the default administration context for NMS Introduction When the Network Message Service (NMS) is installed, all local voice users are associated with a particular NMS location. You must specify this location whenever you • • • add a new local voice user modify or delete an existing local voice user add a local voice user to a distribution list The system default The system default is the prime NMS location.
Local voice users 8-9 Setting the default administration context for NMS Procedure To set the default administration context, follow these steps. Starting Point: The Main Menu Step Action 1 Select User Administration. 2 Select Set Default User Administration Context. Result: The Set Default User Administration Context Screen is displayed. 3 Move the cursor to the location you want to make the new default and press to select it.
8-10 Local voice users Accessing the Add Local Voice User screen Accessing the Add Local Voice User screen Mailbox numbers To access the Add Local Voice User screen, you must enter the user’s mailbox number. Valid range The mailbox number can be up to 18 digits long. It can be a number between 10 and 999999999999999999. System addressing length If the system addressing length is set to a non-zero value, the length of all mailbox numbers must equal the system addressing length.
Local voice users 8-11 Accessing the Add Local Voice User screen Procedure To access the Add Local Voice User screen, follow these steps. Starting Point: Main Menu Step Action 1 Select User Administration. Result: The User Administration Menu is displayed. Standard 1.
8-12 Local voice users Accessing the Add Local Voice User screen Step Action 2 Select Local Voice User. Result: This screen is displayed if Integrated Mailbox Administration (IMA) is installed. This screen is displayed if IMA is not installed. 3 Press the [Add] softkey. Result: You are prompted for a mailbox number. 4 Enter the user’s mailbox number and press . Result: The Add Local Voice User screen is displayed.
Local voice users 8-13 The Add Local Voice User screen The Add Local Voice User screen Feature-dependent fields The fields that appear in this screen will vary depending on the following factors: • • • • • • Standard 1.
8-14 Local voice users The Add Local Voice User screen The screen This is the MMUI version of the Add Local Voice User screen. NMS is not installed in this example. Part 1 Part 2 Standard 1.
Local voice users 8-15 Entering user information Entering user information Introduction The first step in adding a local voice user is to enter information about the user such as the user’s first and last names, and the department to which the user belongs. The Add Local Voice User screen The dotted box highlights the fields in which you enter user information. System with the Network Message Service (NMS) System without NMS Standard 1.
8-16 Local voice users Entering user information Field descriptions This table describes the fields in which you enter user information. Location Prefix Description This prefix identifies the location in the NMS network at which the user is located. Feature dependencies This field is displayed only if Network Message Service (NMS) is installed. See Also See “Setting the default administration context for NMS” on page 8-8.
Local voice users 8-17 Entering user information Storage used Description This read-only field indicates how many minutes of voice messages are stored for this user. This number is rounded up to the nearest minute. VMUIF submailboxes If submailboxes are enabled, this number also indicates the storage space taken up by all submailbox greetings and voice messages. Last Name and First Name Description The user’s first and last names.
8-18 Local voice users Entering user information Department Procedure Description The user’s department Interface MMUI only Default This field is blank for the first user you add. For subsequent users, this field defaults to the department entered for the last user you added. Maximum length 31 characters Restricted characters Do not use the following characters in these fields: plus sign (+), underscore (_), or question mark (?). Make the first 12 characters unique.
Local voice users 8-19 Entering user information Step Action 6 Enter the user’s initials if needed to distinguish this user from another user with the same first and last name. 7 If the interface is MMUI, enter the user’s department. Note: Make sure that the first 12 characters are unique. 8 Standard 1.0 Go to page 8-20 to continue defining the user.
8-20 Local voice users Assigning a user to a class of service Assigning a user to a class of service Introduction All local voice users must be assigned to a class of service. The class of service to which a user belongs determines things like the user’s voice storage limit, the maximum message length, and the retention period for read messages.
Local voice users 8-21 Assigning a user to a class of service Assigning a user to a defined class of service To assign a user to a class of service that has been defined in Class of Service Administration, follow these steps. Starting Point: The Add Local Voice User screen Step Action 1 Move your cursor to the Class of Service field, and select the class of service to which you want to assign the user.
8-22 Local voice users Assigning a user to a class of service Creating a personal class of service To create a unique personal class of service for a user, follow these steps. Starting Point: The Add Local Voice User screen Step Action 1 Move your cursor to the Class of Service field, and select Personal. 2 Press the [More Detail] softkey. Result: The View Class of Service screen is displayed. 3 Make the necessary modifications. See Chapter 26, “Class of Service administration. ” Standard 1.
Local voice users 8-23 Assigning a user to a class of service Step Action 4 Press the [Return to Basic Fields] softkey when you are done modifying the class of service. Result: The Add Local Voice User screen is displayed. Note: The personal class of service will be saved when you save the local voice user. 5 Standard 1.0 Go to page 8-24 to continue defining the local voice user.
8-24 Local voice users Primary DN and extension DNs Primary DN and extension DNs Introduction The next step in adding a local voice user is to identify and define the extension DNs, including the primary DN, associated with the user. Definition: extension DNs An extension DN is a dialable number that, when dialed, rings a telephone. When telephone set configuration is done in the Meridian 1, one or more DNs are defined for each telephone set.
Local voice users 8-25 Primary DN and extension DNs Requirements All DNs defined on a user’s telephone set must be defined in Meridian Mail. If a call comes in on a non-primary extension DN which is not defined for the mailbox user, the mailbox will not be found and, as a result, messages cannot be left. Mailboxes for users without phones You can create a mailbox (add a local voice user) for people who do not have phones. To do this, make all DN fields blank.
8-26 Local voice users The revert DN The revert DN Introduction Another type of DN that is associated with each user is the revert DN. Definition: revert DN The revert DN is a directory number to which callers or users are transferred under certain specific conditions. When the revert DN is used The revert DN is used under two conditions: Call answering A caller can press “0” during a call answering session in order to transfer to another number (such as that of an attendant or secretary).
Local voice users 8-27 The revert DN Allowing MMUI users to define their own revert DNs To allow MMUI users to define their own revert DNs through the telephone set, you must ensure that appropriate restrictions are applied to the Custom Revert feature so that users do not enter unauthorized DNs, such as long distance numbers. To allow users to define their own revert DNs, you must do the following. 1. 2. 3. 4. 5. Standard 1.0 Define an Attendant DN in the General Options screen.
8-28 Local voice users The revert DN Prohibiting MMUI users from defining revert DNs To prohibit MMUI users from defining their own Revert DNs, you must assign a restriction/permission list that has the digits 0 to 9 as restriction codes to the custom revert feature. This does not prevent you from defining a Revert DN in User Administration. It only affects telephone set definition of this DN. To prohibit users from defining their own revert DNs, you must do the following. 1. 2. 3. 4. 5.
Local voice users 8-29 The message waiting indication DN The message waiting indication DN Introduction The next DN that is associated with a local voice user is the message waiting indication (MWI) DN. Description This is the DN to which the message waiting indication (flashing light or stutter dial tone) is sent • • • The default MWI DN Standard 1.
8-30 Local voice users The message waiting indication DN Choosing another MWI DN However, there are a number of cases where the MWI DN should be configured as something other than the user’s primary DN. These conditions are outlined in this table. IF THEN the user wants the indication to go to another phone, such as a secretary’s enter the other person’s primary DN as the MWI DN. the user has a mailbox only, but make the MWI DN field blank.
Local voice users 8-31 Specifying the primary DN, extension DNs, the revert DN, and message waiting indication DN Specifying the primary DN, extension DNs, the revert DN, and message waiting indication DN DN fields in the Add Local Voice User screen The dotted box highlights the fields that are used to define user DNs. Field descriptions This table describes the fields you use to define DNs that are associated with a user. Primary DN Standard 1.
8-32 Local voice users Specifying the primary DN, extension DNs, the revert DN, and message waiting indication DN Extension DNs Description These fields allow seven secondary DNs to be entered. This means that a caller can dial any one of these numbers and reach the user. Maximum length 30 digits Default Blank More information See “Primary DN and extension DNs” on page 8-24.
Local voice users 8-33 Specifying the primary DN, extension DNs, the revert DN, and message waiting indication DN Procedure To specify DNs for the user, follow these steps. Starting Point: The Local Voice User screen Step Action 1 Does the user have a phone? • • 2 Does the user have more than one DN? • • 3 If yes, go to step 2. If no, make all DN fields blank, and go to step 4. If yes, go to step 3. If no, go to step 4. Enter the user’s other DN(s) in the Extension DN fields.
8-34 Local voice users Recording a personal verification for a user Recording a personal verification for a user Introduction Ideally, users should record personal verifications in their own voice. However, as administrator, you can record personal verifications from the administration terminal on behalf of users.
Local voice users 8-35 Recording a personal verification for a user Step Action 9 Do you want to rerecord the verification? • • 10 Do you need to record personal verifications for any other users? • • 11 Standard 1.0 If yes, repeat steps 5 to 8. If no, go to step 10. If yes, press the [Return] softkey and do not hang up the receiver. The next time you press [Voice] to record another verification, you will not have to reenter the phone extension since the line has not been disconnected.
8-36 Local voice users Creating a remote notification schedule for a user Creating a remote notification schedule for a user Introduction The Remote Notification Schedules field is displayed if • • User-defined versus administrator-defined Users can create their own remote notification schedules from their telephone sets. You may, however, have to create remote notification schedules for users under the following conditions: • • • See also Standard 1.
Local voice users 8-37 Creating a remote notification schedule for a user Procedure To create a remote notification schedule for a user, follow these steps. Starting Point: The Add Local Voice User screen Step Action 1 Put your cursor on the Remote Notification Schedules field and press the [More Detail] softkey. Result: The Outcalling fields are displayed. 2 Create a business day schedule. For each required time period a. Enter the from and to time. b. Select Enabled to enable the time period. c.
8-38 Local voice users Creating a remote notification schedule for a user Step Action Standard 1.0 5 Press the [Return to Basic Fields] softkey to return to the basic fields in the Add Local Voice User screen. 6 Go to page 8-39 to continue defining the local voice user.
Local voice users 8-39 Setting other local voice user characteristics Setting other local voice user characteristics Introduction To finish defining a local voice user, you may have to modify some or all of the remaining fields: • • • • • Relevant fields: MMUI Standard 1.
8-40 Local voice users Setting other local voice user characteristics Relevant fields: VMUIF The dotted box highlights the fields that are available when the interface is VMUIF. Field descriptions This table describes the fields that are used to define the remaining local voice user characteristics. Monitor Mailbox during Monitoring Period Description This field determines whether the mailbox is monitored for logons.
Local voice users 8-41 Setting other local voice user characteristics Name Dialable by External Callers Description This field determines whether external callers can use name dialing to call the user. For users that have their calls screened, you might want to disable this feature. Otherwise, any caller can get through to the user’s extension through a thru-dialer by entering their name.
8-42 Local voice users Setting other local voice user characteristics Preferred Language Standard 1.0 Description This is the language in which prompts are played to the user during a login session and to callers during call answering and express messaging. Feature dependencies This field is displayed only if more than one language is installed on the system.
Local voice users 8-43 Setting other local voice user characteristics Procedure To set the remaining local voice user characteristics, follow these steps. Starting Point: The Add Local Voice User screen Step Action 1 Do you want to prohibit external callers from using name dialing to call this user? • • 2 If yes, set the Name Dialable by External Callers field to No. If no, leave the Name Dialable by External Callers field set to Yes.
8-44 Local voice users Setting other local voice user characteristics Standard 1.
Chapter 8 Local voice users Section B: 8-45 Finding local voice users In this section Overview 8-46 Wildcard characters 8-47 Accessing the Find Local Voice Users screen 8-49 The Find Local Voice Users screen 8-50 Restrictions on how you can combine search criteria 8-67 Finding, listing, and printing local voice users 8-69 Reassigning a subset of local voice users to another class of 8-73 service Standard 1.
8-46 Local voice users Overview Overview Introduction The Find function allows you to find a single local voice user or a subset of local voice users that meet the search criteria that you specify in the Find Local Voice User screen. Examples of use Here are some examples of how you can use the Find function. You can • • • • • • • • • • Standard 1.
Local voice users 8-47 Wildcard characters Wildcard characters Definition: wildcard A wildcard is a character that is used in a search string to represent an unknown or variable character or string of characters. Purpose Wildcards have two main purposes. They allow you to find • • Types of wildcards Where you can use wildcards Standard 1.
8-48 Local voice users Wildcard characters Examples Standard 1.0 The following examples show how wildcards can be used to find a range of users. You enter Result “210_” in the Mailbox Number field All mailboxes in the range 2100 to 2109 are found. “7_99” in the Extension Number field Users with the following extension DNs are found: 7099, 7199, 7299, 7399, 7499, 7599, 7699, 7799, 7899, and 7999. “3+” in the Mailbox Number field All mailboxes beginning with 3 are found.
Local voice users 8-49 Accessing the Find Local Voice Users screen Accessing the Find Local Voice Users screen Procedure To access the Find Local Voice Users screen, follow these steps. Starting Point: The Main Menu Step Action 1 Select User Administration. 2 Select Local Voice User. 3 Press the [Find] softkey. Result: The Find Local Voice Users screen is displayed. Standard 1.
8-50 Local voice users The Find Local Voice Users screen The Find Local Voice Users screen Introduction The fields in the Find Local Voice Users screen vary depending on the interface (MMUI or VMUIF). The screen: MMUI version This is how the Find Local Voice Users screen looks when the interface is MMUI. Part 1 Part 2 Standard 1.
Local voice users 8-51 The Find Local Voice Users screen Part 3 The screen: VMUIF version This is how the Find Local Voice Users screen looks when the interface is VMUIF. Part 1 Standard 1.
8-52 Local voice users The Find Local Voice Users screen Part 2 Part 3 Standard 1.
Local voice users 8-53 The Find Local Voice Users screen Field descriptions These are the fields in the Find Local Voice Users screen that you can fill in to specify your search criteria. Status Description Use this field to find users with a particular mailbox status. Default Any Valid Options Any, Enabled, Disabled, Expired, Violation • Any finds all users. • Enabled finds all users whose mailboxes are enabled.
8-54 Local voice users The Find Local Voice Users screen COS Description Use this field to find all users who are assigned to a particular class of service. Default Blank Valid Options Any class of service that has been created and assigned to the system See Also If you enter a number in this field, you cannot use any of the fields which concern COS-controlled features. See “Restrictions on how you can combine search criteria” on page 8-67.
Local voice users 8-55 The Find Local Voice Users screen Extension Number (DN) Description Use this field if you want to find users with a particular primary extension DN. Use wildcards to find users within a range of DNs. Default Blank Message Waiting Indication DN Description Use this field if you want to find users with a particular message waiting indication DN. Default Blank Revert DN Description Use this field to find users who have a specific Revert DN.
8-56 Local voice users The Find Local Voice Users screen Read Message Retention (days) Description Use this field to find users who have their messages automatically deleted after a specified number of days. Note: The number of days that a message is stored may be set in either the Maximum Read Message Retention field of the customer’s Voice Messaging Options or in the Read Message Retention field in the user’s Class of Service. When searching with this parameter, the smaller of the two values is used.
Local voice users 8-57 The Find Local Voice Users screen Maximum Message Length (mm:ss) Description Use this field to find users who have a specific maximum allowable message length. This is for composed voice messages. Default Blank Valid Range 00:30 to 99:00 in 10-second increments Maximum CA Message Length (mm:ss) Description Use this field to find users who have a specific maximum allowable call answering message length. These are messages left by callers.
8-58 Local voice users The Find Local Voice Users screen Login from Call Answering Description Use this field to find users who are allowed, or not allowed, to log in to their own mailbox while in a call answering session. Interface VMUIF only Default Any Valid Options Any, No, Owner • Any finds all users. • No finds users who are not allowed to log in to their mailbox during a call answering session. • Owner finds users who are allowed to log in only if they are connected to their own mailbox.
Local voice users 8-59 The Find Local Voice Users screen Personal Greeting Recorded Description Use this field to find users who have, or do not have, a personal greeting recorded. Interface VMUIF only Default Any Valid Options Any, No, Yes Compose Capability Description Use this field to find users who are allowed, or not allowed, to compose messages.
8-60 Local voice users The Find Local Voice Users screen Network Broadcast Capability Description Use this field to find users who have, or do not have, network broadcast capability. Note: This field is displayed only if the Networking feature is installed and enabled for the customer. Interface MMUI only Default Any Valid Options Any, No, Yes Administrator Capability Description Use this field to find users who have, or do not have, administrator capability.
Local voice users 8-61 The Find Local Voice Users screen Temporary Absence Greeting Recorded Description Use this field to find users who have, or do not have, a temporary absence greeting recorded. Note: If the Temporary Absence Greeting expiry date has passed, then the corresponding mailbox field will be reset to No when the user logs in to their mailbox.
8-62 Local voice users The Find Local Voice Users screen Voice Storage Limit Exceeded Description Use this field to find users who have, or have not, exceeded their voice storage limit. Default Any Valid Options Any, No, Yes Primary DN differs from MWI DN Description Use this field to find users whose primary DN and MWI DN are different or identical.
Local voice users 8-63 The Find Local Voice Users screen Current State of Remote Notification Description Use this field to find users according to their current state of remote notification. Default Any Feature dependencies This field is displayed if Outcalling is installed. Valid Options Any, On, Off, Off_by_Retry, Off_by_Called_Party, Off_due_to_BadDN • Any finds all users. • On finds all users whose current remote notification state is on.
8-64 Local voice users The Find Local Voice Users screen Remote Notification Keypad Interface Description Use this field to find users who have, or do not have, the capability to set up their own remote notification schedules. Feature dependencies This field is displayed if Outcalling is installed.
Local voice users 8-65 The Find Local Voice Users screen Message Waiting Indication Options Description Use this field to find users by when they receive their message waiting indication for new messages, depending on priority. Default Any Valid Options Any, None, All, Urgent • Any finds all users. • None finds all users who do not receive a message waiting indication. • All finds all users who receive a message waiting indication for any message.
8-66 Local voice users The Find Local Voice Users screen Display the List in MWI Status Format Description Use this field to select the format in which you want the list of found users to be displayed or printed. Your selection determines the kind of information that is displayed for each found user. Default No Valid Options No, Yes • No displays the list in General format. • Yes displays the list in MWI Status format. Standard 1.
Local voice users 8-67 Restrictions on how you can combine search criteria Restrictions on how you can combine search criteria Restriction If you enter a Class of Service number in the COS field, you cannot use any of the class of service feature fields that appear in the Find Local Voice Users screen. If you do so, a message notifies you that this type of search is not allowed. Rationale This prevents you from entering self-contradictory combinations that would result in no users being found.
8-68 Local voice users Restrictions on how you can combine search criteria • • • • • • Standard 1.
Local voice users 8-69 Finding, listing, and printing local voice users Finding, listing, and printing local voice users Introduction You can enter many different combinations of search criteria in the Find Local Voice Users screen. The procedure that begins on page 8-70 is generic and applies to all types of searches. Several examples follow this procedure to show you how you would perform certain kinds of searches.
8-70 Local voice users Finding, listing, and printing local voice users Procedure This is a generic procedure that describes the steps to perform any kind of search. Starting Point: The Find Local Voice Users screen Step Action 1 Determine the search criteria that will find all of the users you are looking for. 2 Fill in the necessary fields in order to define your search criteria. Note: Field descriptions begin on page 8-53.
Local voice users 8-71 Finding, listing, and printing local voice users Step Action 5 Press the [List] softkey. Result: The List of Local Voice Users screen is displayed. 6 Do you want to modify or delete a local voice user or record a personal verification? • • 7 8 If yes, go to step 7. If no, press [Exit] to return to the Find Local Voice Users screen. Select the user by moving your cursor to the user’s name and pressing the .
8-72 Local voice users Finding, listing, and printing local voice users Example 1 You want to find and print all users in the Marketing department who have exceeded their voice storage limit. Step Action 1 Enter Marketing in the Department field. 2 Set Voice Storage Limit Exceeded to Yes. 3 Do you want the list in MWI status format? • • 4 If yes, set the Display the List in MWI Status Format field to Yes. If no, set the Display the List in MWI Status Format field to No. Press [Print].
Local voice users 8-73 Reassigning a subset of local voice users to another class of service Reassigning a subset of local voice users to another class of service When to use Use this procedure when you want to • • Toggle COS assignment find a group of local voice users that meet a certain set of search criteria and reassign them to another class of service find all users in a particular class of service and reassign them to a different class of service If you want to reassign users who meet a certa
8-74 Local voice users Reassigning a subset of local voice users to another class of service Reassigning users to another COS To reassign found local voice users to another class of service, follow these steps. Starting Point: The Find Local Voice Users screen Step Action 1 Do you want to reassign users in one class of service to another class of service? • • 2 If yes, enter the users’ current class of service number in the COS field and go to step 11. If no, go to step 2.
Local voice users 8-75 Reassigning a subset of local voice users to another class of service Step Action 4 Press the [List] softkey. Result: The List Local Voice Users screen is displayed. 5 Does the list contain all of the users you want to reassign? • • 6 Does the list contain any users who you do not want to reassign to another class of service? • • 7 If yes, go to step 6. If no, redefine the search criteria.
8-76 Local voice users Reassigning a subset of local voice users to another class of service Step Action 8 Press the [Toggle COS Assignment] softkey. Result: An asterisk appears next to the user’s name. This asterisk indicates that the user will not be reassigned to the new class of service. 9 Are there any other users you do not want to reassign? • • 10 11 If yes, repeat steps 7 to 8 until you have deselected all users you do not want to reassign. If no, go to step 10.
Local voice users 8-77 Reassigning a subset of local voice users to another class of service When reassignment is complete Standard 1.0 Once all users have been reassigned to the specified class of service, a message and a SEER are sent, stating that the COS assignment is complete. This message and SEER also report the number of users who were assigned and the number of users who failed to be reassigned.
8-78 Local voice users Reassigning a subset of local voice users to another class of service Standard 1.
Local voice users Section C: 8-79 Modifying and deleting local voice users In this section Standard 1.
8-80 Local voice users Accessing the View/Modify Local Voice User screen Accessing the View/Modify Local Voice User screen Introduction You may or may not know the mailbox number of the user you want to view or modify. Use this table to decide which procedure to follow to access the View/Modify Local Voice User screen. IF THEN follow you know the user’s mailbox number the procedure on this page.
Local voice users 8-81 Accessing the View/Modify Local Voice User screen Step Action 4 Enter the user’s mailbox number and press . Result: The View/Modify Local Voice User screen is displayed. Finding a local voice user and accessing the screen To find the local voice user you want to modify when you do not know the mailbox number, follow these steps. Starting Point: The Main Menu Step Action Standard 1.0 1 Select User Administration. 2 Select Local Voice User.
8-82 Local voice users Accessing the View/Modify Local Voice User screen Step Action 3 Press [Find]. Result: The Find Local Voice Users screen is displayed. 4 Enter the information you know about the user. 5 Press [List]. Result: The List of Local Voice Users screen is displayed. Standard 1.
Local voice users 8-83 Accessing the View/Modify Local Voice User screen Step Action 6 Select the user you want to view or modify by moving your cursor to the user’s name and pressing the spacebar. 7 Press [View/Modify]. Result: The View/Modify Local Voice User screen is displayed. Standard 1.
8-84 Local voice users Viewing and modifying a local voice user Viewing and modifying a local voice user Once you access the View/Modify Local Voice User screen, it functions exactly like the Add Local Voice User screen. Most of the procedures are, therefore, in Section A:: Adding local voice users. Several procedures that are unique to modifying an existing local voice user are described in this section.
Local voice users 8-85 Viewing and modifying a local voice user Procedure IF you want to THEN go to enable a disabled mailbox page 8-91. change a user’s password page 8-93. reassign a mailbox to another user page 8-96 To modify a local voice user, follow these steps. Starting Point: The View/Modify Local Voice User screen Step Action Standard 1.0 1 Look up the type of change(s) you need to make in the table on page 8-84, and go to the page that is indicated for instructions.
8-86 Local voice users Checking a user’s status Checking a user’s status Introduction The View/Modify Local Voice Users screen contains a number of status fields that are not displayed in the Add Local Voice Users screen. These are read-only information fields. MMUI user status fields The dotted box highlights the status fields that are displayed in the MMUI version of the screen. Standard 1.
Local voice users 8-87 Checking a user’s status VMUIF user status fields The dotted box highlights the status fields that are displayed in the VMUIF version of the screen. Field descriptions The following are descriptions of the status fields that are displayed in the View/Modify Local Voice Users screen. Invalid Logon Attempts Description This is the number of successive logon attempts that have been made using an incorrect password.
8-88 Local voice users Checking a user’s status Time of Last Logon Description This is the time at which the user last logged in to his or her mailbox. A series of asterisks indicates that the user has not logged in. Potential security risk If a considerable amount of time has passed since the user’s last logon, you may want to investigate why this is the case.
Local voice users 8-89 Checking a user’s status Calls Rejected after Mailbox Full Description Yes indicates that the user’s mailbox became full and that call answering messages were rejected as a consequence. No indicates that calls have not been rejected. Interface VMUIF only Voice storage limit If a user complains of many lost messages, consider reassigning him or her to another class of service that has a higher voice storage limit.
8-90 Local voice users Checking a user’s status External Personal Greeting Recorded Description This field indicates whether the user has recorded an external greeting. The external greeting is played to external callers (or internal callers if no internal greeting is recorded) when they are transferred to Meridian Mail. Interface MMUI only Temporary Absence Greeting Recorded Description This field indicates whether the user has recorded a temporary absence greeting.
Local voice users 8-91 Enabling a disabled mailbox Enabling a disabled mailbox Introduction If too many invalid logon attempts are made to a mailbox and the Maximum Invalid Logon Attempts Permitted per Mailbox (as defined in the Voice Security Options screen) is reached, that user’s mailbox is disabled. What happens: MMUI users When there are too many invalid logon attempts to the mailbox, the mailbox is disabled. The MMUI user cannot log on to his or her mailbox, but messages are still recorded.
8-92 Local voice users Enabling a disabled mailbox Deciding if action is needed for VMUIF users Potential security risk For VMUIF users who have been locked out of their mailbox, you may or may not have to manually reenable the mailbox. IF the Lockout Duration is THEN 00.00 you must manually reenable the user’s mailbox. not 00.00 you do not have to manually reenable the mailbox. The mailbox is automatically reenabled after the lockout period has passed.
Local voice users 8-93 Changing a user’s password Changing a user’s password When to use If a local voice user has forgotten his or her password, you will have to change it at the administration terminal. Procedure To change a user’s password, follow these steps. Starting Point: The View/Modify Local Voice User screen Step Action 1 Press the [Change User Password] softkey. Result: You are prompted for a new password. 2 Enter the new password and press .
8-94 Local voice users Monitoring mailbox logins for suspected hacker activity Monitoring mailbox logins for suspected hacker activity Introduction Hacker Monitor is a new feature that flags hacker activity by issuing information SEERs to bring your attention to suspicious activity. Since mailboxes are a potential security risk, mailbox logins are one type of activity that you should check using Hacker Monitor. When to use Typically, you do not need to turn mailbox monitoring on for new users.
Local voice users 8-95 Monitoring mailbox logins for suspected hacker activity Step Action 6 Select Local Voice User and press the [View/Modify] softkey. Result: You are prompted for a mailbox number. 7 Enter the user’s mailbox number. 8 Go to the Monitor Mailbox during Monitoring Period field and set it to Yes. 9 Press the [Save] softkey. Result: Whenever the mailbox is logged into during the monitoring period, SEER 2262 for MMUI users or SEER 5662 for VMUIF users will be generated.
8-96 Local voice users Reassigning a mailbox to another user Reassigning a mailbox to another user Two methods There are two methods for reassigning a mailbox from one user to another. They are: • • First method: modify the mailbox modify the mailbox, changing the appropriate fields (Name, Title, Department, etc.
Local voice users 8-97 Deleting a local voice user Deleting a local voice user When to use You will have to delete a local voice user when • • reassigning the mailbox to another user a user leaves the company Potential security risk When a user leaves the company, be sure to delete the mailbox immediately. An unused mailbox is a security risk since it is forgotten about and suspicious activity often goes unnoticed.
8-98 Local voice users Deleting a local voice user Deleting a local voice user when you know the mailbox number To delete a local voice user when you know the user’s mailbox number, follow these steps. Starting Point: The Main Menu Step Action 1 Select User Administration. 2 Select Local Voice User. 3 Press the [Delete] softkey. Result: You are prompted for the mailbox number. 4 Enter the mailbox number and press . Result: The Delete Local Voice User screen is displayed.
Local voice users 8-99 Deleting a local voice user Finding and deleting a local voice user To find a local voice user you want to delete when you do not know the mailbox number, follow these steps. Starting Point: The Main Menu Step Action 1 Select User Administration. 2 Select Local Voice User. 3 Press [Find]. Result: The Find Local Voice Users screen is displayed. 4 Enter the information you know about the user. Examples: Last Name, First Name, Department 5 Standard 1.0 Press [List].
8-100 Local voice users Deleting a local voice user Step Action 6 Select the user you want to view or modify by moving your cursor to the user’s name and pressing the spacebar. 7 Press [Delete]. Result: The Delete Local Voice User screen is displayed. 8 Press the [OK to Delete] softkey. Result: The user is deleted and you are prompted for another mailbox number. Standard 1.
Chapter 9 Remote voice users In this chapter Section A: Introduction 9-3 Section B: Adding remote voice users 9-11 Section C: Finding remote voice users 9-27 Section D: Modifying and deleting remote voice users 9-39
9-2 Standard 1.
Remote voice users Section A: 9-3 Introduction In this section Standard 1.
9-4 Remote voice users What is a remote voice user? What is a remote voice user? Definition A remote voice user (RVU) is a Meridian Mail user whose mailbox resides on a remote networking site and who has been added to the local site’s user database. Benefits The benefits of adding users from remote sites as remote voice users in the local site are as follows.
Remote voice users 9-5 What is a remote voice user? Example (cont’d) David Murphy can use name addressing when composing a voice message to Paula Marchand. During message addressing, David will hear Paula’s spoken name as a verification of the mailbox number he has entered. When David listens to a voice message received from Paula, he presses 9 (call sender) to call Paula back. Standard 1.
9-6 Remote voice users Remote voice user changes and enhancements Remote voice user changes and enhancements Introduction In recent Meridian Mail releases, a number of enhancements have been made to the administration of remote voice users to • • New type of remote voice user provide support for remote voice user propagation to other sites to simplify the management of the remote voice user database In Meridian Mail Releases 11 and 12, you can add remote voice users as temporary users.
Remote voice users 9-7 Remote voice user changes and enhancements Personal verification in user’s voice Prior to Meridian Mail 11, personal verifications (spoken names) for remote voice users could only be recorded by the local administrator, and, therefore, in a voice other than the user’s.
9-8 Remote voice users Permanent remote voice users Permanent remote voice users Introduction All remote voice users that existed prior to Meridian Mail Release 11 were permanent remote voice users. As of Meridian Mail 11, remote voice users can still be added as permanent remote voice users. Adding permanent users Permanent remote voice users can be added in one of two ways. User Administration They can be added one at a time through User Administration.
Remote voice users 9-9 Temporary remote voice users Temporary remote voice users Introduction Temporary remote voice users were also introduced in Meridian Mail 11. Temporary remote voice users make administration of remote voice users much easier since they can be both added and deleted automatically by the system. Adding temporary users Temporary remote voice users can be added in one of three ways.
9-10 Remote voice users Temporary remote voice users Deleting temporary users Temporary remote voice users can be deleted in one of two ways. Manual deletion If you want to delete a particular remote voice user, you can do so through the User Administration menu in the same way that you delete permanent remote voice users. See “Manually deleting remote voice users” on page 9-45.
Remote voice users Section B: 9-11 Adding remote voice users In this section The Add Remote Voice User screen 9-12 Adding remote voice users through User Administration 9-17 Recording a personal verification for a remote voice user 9-19 Adding temporary remote voice users using RVU Propagation via Enterprise Networking 9-21 Adding remote voice users using RVU Propagation via Bulk 9-24 Provisioning Standard 1.
9-12 Remote voice users The Add Remote Voice User screen The Add Remote Voice User screen Introduction Permanent and temporary remote voice users can be added to the system one at a time from this screen. The screen This is the Add Remote Voice User screen. Part 1 Standard 1.
Remote voice users 9-13 The Add Remote Voice User screen Part 2 Field descriptions This table describes the fields in the Add Remote Voice User screen. Mailbox Number Description The remote voice user’s mailbox number. Format The mailbox number must be in network format. It must include the network prefix or steering code of the remote site. Example If the dialing plan is ESN, a valid mailbox number is 6233 4433, where 6233 is the network prefix and 4433 is the mailbox number.
9-14 Remote voice users The Add Remote Voice User screen Last Name and First Name Description The remote voice user’s last and first names. Maximum length You can enter up to 41 characters for the last name and 21 characters for the first name. Restricted characters Do not use the following characters in these fields: plus sign (+), underscore (_), or question mark (?). Attention Make sure the spelling is correct. These fields are used by the name dialing and name addressing features.
Remote voice users 9-15 The Add Remote Voice User screen Extension DNs Description A user can have up to three extensions. This means that a caller can dial any one of these numbers and reach the user. The first field is for the primary DN. Format These DNs must be in network format. They must include the network prefix or steering code of the remote site.
9-16 Remote voice users The Add Remote Voice User screen User Type Description This field identifies the type of remote voice user. Default Permanent Valid Options Permanent, Temporary See Also See “Permanent remote voice users” on page 9-8 and “Temporary remote voice users” on page 9-9.
Remote voice users 9-17 Adding remote voice users through User Administration Adding remote voice users through User Administration When to use Use this procedure to add either permanent or temporary remote voice users one at a time. Procedure To add a remote voice user, follow these steps. Starting Point: The Main Menu Step Action 1 Select User Administration. Result: The User Administration menu is displayed. 2 Select Remote Voice User. 3 Press the [Add] softkey.
9-18 Remote voice users Adding remote voice users through User Administration Step Action 8 Does the user have a phone and can he or she be dialed directly from the local site? • • 9 Does the user have more than one extension DN? • • If yes, go to step 10. If no, go to step 11. 10 Enter the user’s other DN(s) in the remaining Extension DN fields.
Remote voice users 9-19 Recording a personal verification for a remote voice user Recording a personal verification for a remote voice user Introduction Ideally, users should record personal verifications (spoken names) in their own voice. However, as administrator, you can record personal verifications from the administration terminal on behalf of users. Procedure To record a personal verification, follow these steps.
9-20 Remote voice users Recording a personal verification for a remote voice user Step Action 6 At the sound of the beep, speak the user’s name (and, optionally, the user’s extension). Example: “Heather McGee at extension 8523.” 7 Press the [Stop] key to stop recording. 8 Do you want to verify the recording? • • 9 Do you want to rerecord the verification? • • 10 If yes, repeat steps 5 to 8 to rerecord the verification. If no, go to step 10.
Remote voice users 9-21 Adding temporary remote voice users using RVU Propagation via Enterprise Networking Adding temporary remote voice users using RVU Propagation via Enterprise Networking Introduction The RVU Propagation via Enterprise Networking feature can be used to add temporary remote voice users. When this feature is enabled, temporary remote voice users are added automatically.
9-22 Remote voice users Adding temporary remote voice users using RVU Propagation via Enterprise Networking When users are added/updated A temporary remote voice user is added to the local site when a user at a remote site sends a network message to a user at the local site. Remote voice user information is taken from the header of the Enterprise network message that is received. A user at a remote site sends a voice message to a user at the local site.
Remote voice users 9-23 Adding temporary remote voice users using RVU Propagation via Enterprise Networking Limitations The following are limitations of the RVU Propagation via Enterprise Networking feature: • • • • • Users at remote sites are added to your system as temporary remote voice users only when messages are received from them.
9-24 Remote voice users Adding remote voice users using RVU Propagation via Bulk Provisioning Adding remote voice users using RVU Propagation via Bulk Provisioning Introduction Bulk Provisioning is a Meridian Mail 12 feature that allows you to transfer data between Meridian Mail systems using tapes. One of the ways in which you can use this feature is to copy local users from a remote site to tape and then to your local user database as temporary or permanent remote voice users.
Remote voice users 9-25 Adding remote voice users using RVU Propagation via Bulk Provisioning Application 2: Seeding RVU Propagation via Bulk provisioning temporary users You can use bulk provisioning to initially add temporary remote voice users in a batch as the network is set up. In this way, all the users at a remote site could be made available at one time.
9-26 Remote voice users Adding remote voice users using RVU Propagation via Bulk Provisioning Standard 1.
Chapter 9 Remote voice users Section C: 9-27 Finding remote voice users In this section Standard 1.
9-28 Remote voice users Accessing the Find Remote Voice Users screen Accessing the Find Remote Voice Users screen Introduction You fill in your search criteria in the Find Remote Voice Users screen. You can then choose to print or list (on screen) the users that are found. If you choose to view the list on screen, you can then select a user in order to view, modify, or delete the user. Procedure To access the Find Local Voice Users screen, follow these steps.
Remote voice users 9-29 The Find Remote Voice Users screen The Find Remote Voice Users screen Introduction By entering what you know about the user or subset of users you want to find, Meridian Mail will search the database and return a list of remote voice users that meet the criteria you have specified. The screen This is the Find Remote Voice Users screen. Field descriptions This table describes the fields in the Find Remote Voice Users screen.
9-30 Remote voice users The Find Remote Voice Users screen Last Name Description Use this field (in combination with the first name field) if you want to find a particular user, or alone to find all users with a particular last name. Use wildcards if you are unsure of the exact spelling.
Remote voice users 9-31 The Find Remote Voice Users screen User Type Standard 1.0 Description Use this field to find either temporary users or permanent users.
9-32 Remote voice users Wildcard characters Wildcard characters Introduction You can use wildcards in most of the fields in the Find Remote Voice Users screen in order to find a subset of users. Definition: wildcard A wildcard is a character that is used in a search string to represent an unknown or variable character or string of characters. Types of wildcards There are two wildcards that you can use. Where you can use wildcards Standard 1.
Remote voice users 9-33 Wildcard characters Examples The following examples show how wildcards can be used to find a range of users. You enter Result “6321210_” in the All mailboxes in the range 63212100 to Mailbox Number field 63212109 are found. (6321 is the ESN prefix of the remote site). Standard 1.0 “7_99” in the Extension Number field. Users with the following extension DNs are found: 7099, 7199, 7299, 7399, 7499, 7599, 7699, 7799, 7899, 7999. “3213+” in the Mailbox Number field.
9-34 Remote voice users Finding, listing, and printing remote voice users Finding, listing, and printing remote voice users Purpose Use the find function to • • • list (on screen) or print the found users view or modify any of the found users delete any of the found users Specifying search criteria You only need to change a field if that field is part of your search criteria. All other fields should be left so that they display their default setting (blank or Any).
Remote voice users 9-35 Finding, listing, and printing remote voice users Procedure To find a remote voice user (or subset of users), follow these steps. Starting Point: The Main Menu Step Action 1 Select User Administration. 2 Select Remote Voice User. 3 Press the [Find] softkey. Result: The Find Remote Voice Users screen is displayed. 4 Fill in the necessary fields in order to define your search criteria. Note: Field descriptions begin on page 9-29. 5 Standard 1.
9-36 Remote voice users Finding, listing, and printing remote voice users Step Action 6 Press the [List] softkey. Result: The List of Remote Voice Users screen is displayed. 6/11/96 6/10/96 6/13/96 6/15/96 6/11/96 6/19/96 6/20/96 6/10/96 6/11/96 6/16/96 6/11/96 6/10/96 6/11/96 6/14/96 7 Do you want to view, modify, or delete a local voice user or record a personal verification? • • 8 Standard 1.0 If yes, go to step 8. If no, press [Exit] to return to the Find Remote Voice Users screen.
Remote voice users 9-37 Finding, listing, and printing remote voice users Step Action 9 Press the [Print] softkey. Result: The Printing softkeys are displayed. 10 Standard 1.0 Do you want to continue printing? • If yes, press the [Continue Printing] softkey. Note: Once printing has started, you can stop it at any time by pressing the [Cancel Printing] softkey. • If no, press the [Cancel Printing] softkey.
9-38 Remote voice users Finding, listing, and printing remote voice users Standard 1.
Remote voice users Section D: 9-39 Modifying and deleting remote voice users In this section Viewing and modifying remote voice users 9-40 Manually deleting remote voice users 9-45 How temporary remote voice users are automatically deleted 9-49 from the system Standard 1.
9-40 Remote voice users Viewing and modifying remote voice users Viewing and modifying remote voice users Introduction When to use You may or may not know the mailbox number of the user you want to view or modify. Use this table to decide which procedure to follow to access the View/Modify Remote Voice User screen. IF you THEN follow know the user’s mailbox number the procedure on this page. do not know the users’s mailbox number the procedure on page 9-41.
Remote voice users 9-41 Viewing and modifying remote voice users Finding a remote voice user and accessing the screen To find the remote voice user you want to modify when you do not know the mailbox number, follow these steps. Starting Point: The Main Menu Step Action 1 Select User Administration. 2 Select Remote Voice User. 3 Press [Find]. Result: The Find Remote Voice Users screen is displayed. 4 Enter the information you know about the user.
9-42 Remote voice users Viewing and modifying remote voice users Step Action 5 Press [List]. Result: The List of Remote Voice Users screen is displayed. 6/11/96 6/10/96 6/13/96 6/15/96 6/11/96 6/19/96 6/20/96 6/10/96 6/11/96 6/16/96 6/11/96 6/10/96 6/11/96 6/14/96 6 If you do not see the user you are looking for, scroll down using the down arrow key or the Page Down key to see more users. 7 Select the user you want to view or modify by moving your cursor to the user’s name and pressing the Spacebar.
Remote voice users 9-43 Viewing and modifying remote voice users The View/Modify Remote Voice User screen This is the View/Modify Remote Voice User screen. Part 1 Part 2 Field descriptions Standard 1.0 The fields in this screen are the same as in the Add Remote Voice User screen. For field descriptions, see “The Add Remote Voice User screen” on page 9-12.
9-44 Remote voice users Viewing and modifying remote voice users Procedure To view or modify a remote voice user, follow these steps. Starting Point: The View/Modify Remote Voice User screen Step Action 1 Change the user’s last name if necessary. 2 Change the user’s department if necessary. 3 Change the extension DNs associated with the user if necessary.
Remote voice users 9-45 Manually deleting remote voice users Manually deleting remote voice users Introduction Deleting a user when you know the mailbox number You may or may not know the mailbox number of the user you want to delete. Use this table to decide which procedure to follow to access the Delete Remote Voice User screen and then delete a user. IF you THEN follow know the user’s mailbox number the procedure on this page. do not know the users’s mailbox number the procedure on page 9-46.
9-46 Remote voice users Manually deleting remote voice users Step Action 4 Enter the user’s mailbox number (including the access code and network prefix) and press Return. Result: The Delete Remote Voice User screen is displayed. 5 Is this the user you want to delete? • • 6 If yes, go to step 6. If no, press [Cancel]. Obtain the correct mailbox number or use the next procedure on page 9-46 to find the user. Press the [OK to Delete] softkey.
Remote voice users 9-47 Manually deleting remote voice users Step Action 3 Press [Find]. Result: The Find Remote Voice Users screen is displayed. 4 Enter the information you know about the user. Examples: Last Name, First Name, Department If you are not sure of your information, or want to see all the remote voice users listed, go to step 5. 5 Press [List]. Result: The List of Remote Voice Users screen is displayed.
9-48 Remote voice users Manually deleting remote voice users Step Action 7 Press [Delete]. Result: The Delete Remote Voice User screen is displayed. 8 Is this the user you want to delete? • • 9 If yes, go to step 9. If no, press [Cancel]. Press the [OK to Delete] softkey. Result: The user is deleted and you are prompted for another mailbox number. Standard 1.
Remote voice users 9-49 How temporary remote voice users are automatically deleted from the system How temporary remote voice users are automatically deleted from the system Introduction Temporary remote voice users are automatically deleted by the system during nightly audits. Timestamps When a temporary remote voice user is added, the date and time at which the user was added is recorded. This is the timestamp.
9-50 Remote voice users How temporary remote voice users are automatically deleted from the system The cutoff limit There is a maximum number of temporary remote voice users that can be added to the system. Up to 1000 temporary remote voice users can be added to 1 and 2 node systems. For systems that have 3 or more nodes, up to 10 000 temporary remote voice users can be added. This value can be modified in the Network Configuration screen. The default maximum is 1000.
Chapter 10 Directory entry users In this chapter Overview 10-2 What is a directory entry user? 10-3 The Add Directory Entry User screen 10-4 Adding directory entry users 10-7 Recording a personal verification 10-8 The Find Directory Entry Users screen 10-10 Finding directory entry users 10-12 The List of Directory Entry Users screen 10-13 Printing directory entry users 10-15 Viewing or modifying directory entry users 10-16 Deleting directory entry users 10-18
10-2 Directory entry users Overview Overview Introduction The User Administration screens provide the administrator with the facilities to add, find, view/modify, and delete directory entry users. This chapter explains who directory entry users are and how to administer them. User interface Standard 1.0 Directory entry users are available in the VMUIF interface but lack name-dial capability (which is specific to the MMUI interface).
Directory entry users 10-3 What is a directory entry user? What is a directory entry user? Concept Directory entry users are users registered in the Meridian Mail directory who do not have mailboxes and, therefore, do not have access to voice messaging functions. They can, however, be referenced by such features as name dialing and automated attendant functions such as voice menus (if they are installed on your system).
10-4 Directory entry users The Add Directory Entry User screen The Add Directory Entry User screen Introduction You may add directory entry users through the Add Directory Entry User screen. The screen Following is an example of the Add Directory Entry User screen. Field descriptions The following table describes the fields in the Add Directory User screen. Last Name Standard 1.0 Description This is the last name of the directory entry user.
Directory entry users 10-5 The Add Directory Entry User screen First Name Description This is the first name of the directory entry user. Default Blank Maximum length 21 alphanumeric characters Special characters Same as Last Name Initials Description These are the initials of the directory entry user. You may use initials to distinguish users with identical first and last names. These initials, however, cannot be used in name dialing.
10-6 Directory entry users The Add Directory Entry User screen Extension DNs Description This is the user’s extension number(s). A user can be associated with up to three extensions. Default This field defaults to the primary extension. ATTENTION Make sure that none of these DNs conflict with any distribution list numbers. If a distribution list and a directory entry user share the same number, the distribution list number will take precedence over a directory entry user number during compose.
Directory entry users 10-7 Adding directory entry users Adding directory entry users Introduction Use the following procedure to add new directory entry users. Up to three extensions Like local voice users, each directory entry user can be associated with up to three different extensions. Primary extension numbers do not have to be unique. A number of users can share the same extension. Procedure To add a new directory entry user, follow these steps.
10-8 Directory entry users Recording a personal verification Recording a personal verification Introduction The administrator can use this procedure to record a personal verification on behalf of a directory entry user. Procedure To record a personal verification, follow these steps. Starting Point: The Add Directory Entry User screen, or the View/ Modify Directory Entry User screen Step Action 1 Put the cursor on the Personal Verification Recorded (Voice) field. 2 Press the [Voice] softkey.
Directory entry users 10-9 Recording a personal verification Step Action 8 Do you want to verify the recording? • • 9 Do you want to rerecord the verification? • • 10 Standard 1.0 If yes, press the [Play] softkey. If no, go to step 10. If yes, press the [Delete] softkey to delete the current recording and repeat steps 5 to 8. If no, go to step 10. Do you need to record personal verifications for any other users? • If yes, press the [Return] softkey and do not hang up the receiver.
10-10 Directory entry users The Find Directory Entry Users screen The Find Directory Entry Users screen Introduction You can locate a directory entry user by extension number or name using the Find function. The screen Following is an example of the Find Directory Entry Users screen. Field descriptions The following table describes the fields in the Find Directory Users screen. Last Name Description Fill in this field if you want to retrieve a particular user and remember only the last name.
Directory entry users 10-11 The Find Directory Entry Users screen Department Description This field can help you narrow down a search even further if, for example, you can remember only the first or last name of the user you want to find. You can also use this field if you want to retrieve all users that belong to a particular department. Use wildcard characters if you are unsure of the spelling or the exact name of the department. Extension DNs Description This is the user’s primary extension DN.
10-12 Directory entry users Finding directory entry users Finding directory entry users Introduction The [Find] softkey can be used to search for a directory entry user, depending upon your search parameters. Procedure To access the Find Directory Entry User screen, follow these steps. Starting Point: The Main Menu Step Action 1 Choose User Administration. 2 Choose Directory Entry User. 3 Press the [Find] softkey. Result: The Find Directory Entry User screen is displayed. Standard 1.
Directory entry users 10-13 The List of Directory Entry Users screen The List of Directory Entry Users screen Introduction The List of Directory Entry Users screen appears when the [List] softkey on the Find Directory Entry Users screen is used. It provides a list of user names matching the search parameters entered in the Find Directory Entry Users screen. Screen Following is an example of the List of Directory Entry Users screen. Standard 1.
10-14 Directory entry users The List of Directory Entry Users screen Field descriptions The following table describes the fields in the List of Directory Entry Users screen. Name Description This is the user’s last name followed by the first name. Department Description This is the name of the department to which the user belongs. Personal Verific.
Directory entry users 10-15 Printing directory entry users Printing directory entry users Introduction The results of your search for an individual or list of directory entry users can also be printed. Instead of using the [List] softkey on the Find Directory Entry Users screen, use the [Print] softkey. Screen Following is an example of the Find Directory Entry Users screen, after being filled out for an individual user.
10-16 Directory entry users Viewing or modifying directory entry users Viewing or modifying directory entry users Introduction This procedure explains how to view or modify a directory entry user. Initially, you are prompted for an extension number. WHEN THEN more than one directory entry user is associated with that extension you will see the List of Directory Entry Users screen (see page 10-13).
Directory entry users 10-17 Viewing or modifying directory entry users Step Action 5 Choose a user by placing the cursor on the user you want to view or modify. Press the to select the user and press [View/Modify]. 6 Modify the fields as needed. 7 Do you want to record a personal verification? • • 8 If yes, go to “Recording a personal verification” on page 10-8. If no, go to step 8. Do you want to save the modified user? • If yes, press [Save].
10-18 Directory entry users Deleting directory entry users Deleting directory entry users Introduction This procedure explains how to delete a directory entry user. The Delete Directory Enter User screen Following is an example of the Delete Directory Entry User screen. Procedure To delete a directory entry user once you have selected the user from the list of users, follow this procedure. Starting Point: The Main Menu Step Action 1 Choose User Administration. 2 Choose Directory Entry User.
Directory entry users 10-19 Deleting directory entry users Step Action 4 Enter the extension number. IF THEN more than one user shares the extension only the List of Directory Entry Users screen appears. Go to step 5. one user is assigned to the extension number the View/Modify Directory Entry Users screen appears. Go to step 6. 5 Choose a user by placing the cursor on the user you want to delete. Press the to select the user and press [Delete].
10-20 Directory entry users Deleting directory entry users Standard 1.
Chapter 11 Distribution lists In this chapter Overview 11-2 Understanding distribution lists 11-3 Limitations on distribution lists 11-4 Accessing the Distribution Lists softkeys screen 11-7 Adding a system distribution list 11-9 Finding and viewing a system distribution list 11-17 Modifying a system distribution list 11-22 Printing a system distribution list 11-24 Deleting a system distribution list 11-26
11-2 Distribution lists Overview Overview Introduction This chapter provides an overview of distribution lists. It explains what a distribution list is and briefly sets out the differences between system and personal distribution lists. It also provides information and procedures for administering system distribution lists: • • • • • • Standard 1.
Distribution lists 11-3 Understanding distribution lists Understanding distribution lists Introduction A distribution list is a mailing list that enables you to send the same message to a number of people. After you add and save a distribution list, you can reuse it whenever you need to send messages to the same group or groups of people. Adding a distribution list involves assigning a unique number and title to the list and specifying the mailbox numbers that you want to include on it.
11-4 Distribution lists Limitations on distribution lists Limitations on distribution lists Introduction This topic presents an overview of factors that affect the creation and use of distribution lists. Message number and size The number of addresses to which a user can successfully send a message simultaneously depends on the size of the message, as shown in the following table.
Distribution lists 11-5 Limitations on distribution lists • MMUI restrictions A distribution list number cannot share a directory entry user’s DN. If a distribution list number and a directory entry user number are the same, the distribution list number takes precedence over the directory entry user number when a list is composed.
11-6 Distribution lists Limitations on distribution lists Restrictions on personal distribution lists A personal distribution list can contain up to 99 entries. There are, however, some limitations on the total number of addresses to which an outgoing message can be sent using personal distribution lists.
Distribution lists 11-7 Accessing the Distribution Lists softkeys screen Accessing the Distribution Lists softkeys screen Introduction Many of the administration tasks concerned with distribution lists begin with the Distribution Lists softkeys screen.
11-8 Distribution lists Accessing the Distribution Lists softkeys screen Procedure To go to the Distribution Lists softkeys screen, follow these steps. Starting Point: The Main Menu Step Action 1 Select User Administration. 2 Select Distribution Lists. Result: The system displays the Distribution Lists softkeys screen. Standard 1.
Distribution lists 11-9 Adding a system distribution list Adding a system distribution list Introduction You add a distribution list using the Add Distribution List screen. Adding a distribution list involves assigning a unique number and title to the list and specifying the mailbox numbers that you want to include on it. If you choose to, you can also make a voice recording of the list’s title. When you compose a message, you specify the distribution list number as you would any other mailbox number.
11-10 Distribution lists Adding a system distribution list The Add Distribution List screen Standard 1.0 The following shows an example of the Add Distribution List screen.
Distribution lists 11-11 Adding a system distribution list Field descriptions The following table describes the fields in the Add Distribution List screen. Location Prefix Description This number identifies the location where the mailboxes on the list (or those to be added to the list) reside. Note: The system displays this field only if Network Message Service (NMS) is installed. If you do not specify a location prefix, the system defaults to your current administration context.
11-12 Distribution lists Adding a system distribution list List Number Description This value uniquely identifies the distribution list. The list number cannot be the same as the following numbers: • personal distribution list numbers The single digits 1 to 9 are reserved for personal distribution lists. • any mailbox number, including the broadcast mailbox number The default broadcast mailbox number is 5555.
Distribution lists 11-13 Adding a system distribution list List Title Description This is the title of the distribution list. It can be up to 41 characters in length. Do not use “?”, “+”, or “__” (underscore) which are wildcard characters. The title can be used to address the distribution list by name when you are composing and sending a message to mailboxes on the distribution list. Default There is no default value. Valid range There is no default range.
11-14 Distribution lists Adding a system distribution list Adding a system distribution list To add a system distribution list, follow these steps. Starting Point: The Distribution Lists softkeys screen Step Action 1 Select the [Add] softkey. Result: The system prompts for a distribution list number. 2 Type a valid number. Note: For information about valid distribution list numbers, see the description of the List Number field on page 11-12.
Distribution lists 11-15 Adding a system distribution list Step Action 7 8 Use the following table to determine the next step. IF you want to THEN save your distribution list go to step 8. add another distribution list go to step 8. exit without saving your distribution list go to step 9. To save your distribution list, use the [Save] softkey. Result: The system saves your distribution list. If your distribution list is long, it may take a few moments to save.
11-16 Distribution lists Adding a system distribution list Step Action 5 Pick up the telephone handset. Result: The system displays the recording softkeys. 6 Select the [Record] softkey. Result: The system displays a message on the console requesting you to make the recording. The system displays the [Stop] softkey in place of the [Record] softkey. You hear a beep through the telephone receiver. 7 At the beep, say the list title into the telephone handset.
Distribution lists 11-17 Finding and viewing a system distribution list Finding and viewing a system distribution list Introduction The Find function generates a list of distribution lists. Use this function to locate a particular distribution list or a subset of lists. Use the List function to view onscreen the distribution lists that you retrieve. You can then view, modify, or delete these distribution lists.
11-18 Distribution lists Finding and viewing a system distribution list Using wildcards If you do not know the name or number of a list you want to retrieve but do not want to retrieve all available distribution lists, you can use wildcards to narrow your search. Types of wildcards There are three wildcards that you can use. Wildcard Description _ The underscore (_) replaces a single character. + The plus sign (+) replaces a string of characters. ? The question mark (?) produces a “sound match”.
Distribution lists 11-19 Finding and viewing a system distribution list Finding and viewing a distribution list To find a distribution list or a subset of a distribution list, follow these steps. Starting Point: The Distribution Lists softkeys screen Step Action 1 Select the [Find] softkey. Result: The system displays the Find Distribution Lists screen. 2 Use the following table to determine the next step. IF you want to THEN find a distribution list type the complete number or name of the list.
11-20 Distribution lists Finding and viewing a system distribution list Step Action 5 Use the [Print Titles] softkey or the [Print Entries] softkey, depending on what you want to print. IF you want to print THEN the titles and list numbers only select the [Print Titles] softkey. the mailboxes associated with the retrieved list or lists select the [Print Entries] softkey. Result: The system displays the [Continue Printing] softkey and the [Cancel Printing] softkey.
Distribution lists 11-21 Finding and viewing a system distribution list The List of Distribution Lists screen The following shows an example of the List of Distribution Lists screen with two retrieved lists. Field descriptions For explanations of the fields in the List of Distribution Lists screen, see “Field descriptions” on page 11-11. The fields are identical to those in the Add Distribution List screen. Standard 1.
11-22 Distribution lists Modifying a system distribution list Modifying a system distribution list Introduction This topic explains how to make changes to an existing distribution list. From the View/Modify Distribution List screen, you can add one or more mailbox numbers to a distribution list. You can change the mailboxes that you include on a list, or you can delete one or more mailboxes. Note: To delete an entire distribution list, see “Deleting a system distribution list” on page 11-26.
Distribution lists 11-23 Modifying a system distribution list Procedure To modify a distribution list, follow these steps. Starting Point: The Distribution Lists softkeys screen Step Action 1 2 Do you know the number of the distribution list you want to modify? IF THEN yes go to step 2. no see “Finding and viewing a system distribution list” on page 11-17. Select the [View/Modify] softkey. Result: The system prompts for a distribution list number.
11-24 Distribution lists Printing a system distribution list Printing a system distribution list Introduction This topic explains how to print information in a system distribution list using the softkeys in the Find Distribution Lists screen. The Find Distribution Lists screen The following shows the position of the print keys on the Find Distribution Lists screen. Field descriptions For explanations of the fields in the Find Distribution List screen, see “Field descriptions” on page 11-11.
Distribution lists 11-25 Printing a system distribution list Procedure To print distribution list information, follow these steps. Starting Point: The Find Distribution Lists screen Step Action 1 Use the [Print Titles] softkey or the [Print Entries] softkey, depending on what you want to print. IF you want to print THEN the titles and list numbers only select the [Print Titles] softkey. the mailboxes associated with the retrieved list or lists select the [Print Entries] softkey.
11-26 Distribution lists Deleting a system distribution list Deleting a system distribution list Introduction This topic explains how to delete a system distribution list using the Delete Distribution List screen. This screen enables you to view a distribution list before you delete it. To delete mailbox numbers from a distribution list but not the entire list, see “Modifying a system distribution list” on page 11-22.
Distribution lists 11-27 Deleting a system distribution list Procedure To delete a system distribution list, follow these steps. Starting Point: The Distribution Lists softkeys screen Step Action 1 2 Do you know the number of the distribution list you want to delete? IF THEN yes go to step 2. no see “Finding and viewing a system distribution list” on page 11-17. Select the [Delete] softkey. Result: The system prompts for a distribution list number.
11-28 Distribution lists Deleting a system distribution list Standard 1.
Chapter 12 General administration–an overview In this chapter General Administration 12-2
12-2 General administration–an overview General Administration General Administration Introduction This chapter provides an overview of the General Administration menu and related screens. The General Administration menu When you select the General Administration option from the main menu, the General Administration menu appears.
General administration–an overview 12-3 General Administration • • selective backup of users selective backup of services Restore from Selective The Restore from Selective Backup option allows you to restore Backup data that was selectively backed up to tape. Note: If you want to restore your system using the data from a full or partial backup, you must use the Restore from backup utility available on the Install/data tape.
12-4 General administration–an overview General Administration header or a fax callback number entered by a caller) into a number that Meridian Mail can dial. Note: In Meridian Mail 12, this option appears for all Meridian 1 systems. Related chapters The following table describes which chapter you should refer to when using one of the General Administration menu options. For the following option See General Options Chapter 13, “General options.
Chapter 13 General options In this chapter Overview 13-2 Accessing the General Options screen 13-3 Modifying the system name and system number 13-5 Defining the system addressing length and the supervised transfer delay 13-8 Verifying installed features 13-11 Assigning classes of service to the system 13-13 Setting the attendant DN 13-15 Setting the date format for reports 13-18 Setting printer port names 13-20
13-2 General options Overview Overview Introduction Defining general system options involves the following: • • • • Modifying general options Standard 1.0 assigning classes of service to the system defining the attendant DN setting the date format for reports specifying the SEER printer and Reports printer port names Review the default settings in the General Options screen to see which fields you need to modify in order to customize the system to satisfy your requirements.
General options 13-3 Accessing the General Options screen Introduction All of the procedures in this chapter are performed from the General Options screen. Procedure To access the General Options screen, follow these steps. Starting Point: The Main Menu Step Action 1 Select General Administration and press . Result: The General Administration menu appears. Standard 1.
13-4 General options Accessing the General Options screen Step Action 2 Select General Options and press . Result: The General Options screen appears. Standard 1.
General options 13-5 Modifying the system name and system number Modifying the system name and system number Introduction The system name and system number are defined during installation. When to use Use this procedure if you need to modify the system name or number, or both, from the values defined during installation. The General Options screen The dotted box highlights the fields in the General Options screen in which you define the system name and number. Standard 1.
13-6 General options Modifying the system name and system number Field descriptions This table describes the fields used to define the system name and number. System Name Description This is the name by which Meridian Mail is identified. This name is printed on all reports and lists in Meridian Mail. Default The name supplied during installation. Maximum length You can enter up to 30 alphanumeric characters. System Number Standard 1.
General options 13-7 Modifying the system name and system number Procedure To change the system name or number, follow these steps. Starting Point: The General Options screen Step Action 1 Delete the current name and enter the new name in the System Name field. 2 Change the system number, if necessary. Attention: The system number must equal the Meridian 1 customer number. Note: If you modify the system number, you must reboot the system for the change to take effect.
13-8 General options Defining the system addressing length and the supervised transfer delay Defining the system addressing length and the supervised transfer delay System addressing length The system addressing length is intended for Meridian Mail systems connected to DMS-family and SL-100 switches. When set to a non-zero value, the address expansion feature is enabled. Address expansion is used on systems where the local addressing lengths are shorter than the system addressing lengths.
General options 13-9 Defining the system addressing length and the supervised transfer delay Finding the right value for your system may take some trial and error. Try incrementing this value by 50 or 100 centi-seconds until you find a setting that works for your system. How it works When an ACCESS application transfers a call off-switch, it waits for the amount of time specified in the delay field. If the telset is busy, a certain amount of time is required to detect the busy signal.
13-10 General options Defining the system addressing length and the supervised transfer delay Procedure To change the system addressing length and supervised transfer delay, follow these steps. Starting Point: The General Options screen Step Action 1 Leave the system addressing length as 0. 2 If the current delay is too short to detect busy signals, then increase the value in the Supervised Transfer Delay field. 3 Have you finished modifying general options? • • Standard 1.
General options 13-11 Verifying installed features Verifying installed features When to use Use this procedure if you need to verify the features that are installed on your system. The General Options screen View the list of Available Features in the General Options screen. Possible features These are the features that may be installed on your system: • • • • • • • • • • Standard 1.
13-12 General options Verifying installed features • • • • Voice Menus and Announcements This feature allows you to create the following voice services: Voice Menus, Announcements, Thru-Dial services, Time-of-Day Controllers, Prompt Maintenance, and Remote Activation. Voice Forms Fax on Demand This enables a number of fax-related services: Fax Information Service, Fax Item Maintenance Service, Fax Call Back Delivery, and Fax Same Call Delivery.
General options 13-13 Assigning classes of service to the system Assigning classes of service to the system Introduction Once you have created Meridian Mail classes of service (through Class of Service Administration), you must assign them to the system. Otherwise, they will not be available when you add local voice users. The General Options screen The dotted box highlights the fields in which you assign classes of service to the system.
13-14 General options Assigning classes of service to the system Procedure To assign classes of service, follow these steps. Starting Point: The General Options screen Step Action 1 Use the cursor keys to move to the Class of Service Selection field. 2 Enter up to 15 classes of service in the Class of Service Selection fields. 3 Have you finished modifying general options? • • Standard 1.0 If yes, press [Save] to save your changes and return to the General Administration menu.
General options 13-15 Setting the attendant DN Setting the attendant DN The attendant DN The Attendant DN is the extension number to which a caller is transferred when the user’s revert DN is unsuccessful or undefined. The revert DN When adding users, you can define a unique revert DN for each user. If the Custom Revert DN feature is enabled, users can define their own revert DNs from their telsets.
13-16 General options Setting the attendant DN The General Options screen The dotted box highlights the field in which you define the Attendant DN. Field description This field may be left blank. However, it is recommended that you define this DN so that it can serve as a backup if the user’s revert DN is not defined or unsuccessful. Maximum length You can enter a DN that is up to 30 digits in length. This DN can begin with 0. Default 0 Standard 1.
General options 13-17 Setting the attendant DN Procedure To change the attendant DN, follow these steps. Starting Point: General Options screen Step Action 1 Use the cursor keys to move to the Attendant DN field. 2 Do you want to revert callers to a DN other than 0? • • 3 Have you finished modifying general options? • • Standard 1.0 If yes, delete the current DN and enter the new DN in the Attendant DN field. If no, leave the Attendant DN field set to 0.
13-18 General options Setting the date format for reports Setting the date format for reports Introduction The date format that is selected in General Options is used on administration and maintenance reports. The General Options screen The dotted box highlights the field in which you specify the date format.
General options 13-19 Setting the date format for reports Procedure To change the date format, follow these steps. Starting Point: The General Options screen Step Action 1 Use the cursor keys to move to the date format field. 2 Select the date format you want used on reports and in screens. 3 Have you finished modifying general options? • • Standard 1.0 If yes, press [Save] to save your changes and return to the General Administration menu.
13-20 General options Setting printer port names Setting printer port names Introduction You can define separate printer port names for a SEER printer and a reports printer. If you do not define these printer port names, SEERs or reports, or both, are printed to the console printer port. The General Options screen The dotted box highlights the fields in which printer port names are defined. Field descriptions This table describes the printer port name fields.
General options 13-21 Setting printer port names Reports Printer Port Name Description This is the printer port to which the Reports printer is connected. Operational measurements and general print jobs from the administration terminal are sent to this printer. Requirement Additional data ports on an RSM card are required. The data ports must be defined as printer ports in the hardware database. Default Blank If this field is left blank, the reports will print to the console printer port.
13-22 General options Setting printer port names Standard 1.
Chapter 14 Volume administration In this chapter Overview 14-2 Volume names 14-3 Volume contents 14-5 Volume distribution on single- and multi-node systems 14-7 Voice storage capacity in single- and multi-node systems 14-8 Checking volume capacity and usage levels for your system 14-10
14-2 Volume administration Overview Overview Introduction Meridian Mail systems can have from one to five nodes, each of which contains a hard disk drive for data storage. The hard disk drives are partitioned into volumes. Volumes are storage areas for system and user-related information. Volume administration involves making backup copies of some or all of the data stored on a hard disk.
Volume administration 14-3 Volume names Volume names Introduction Volume names are used to identify volume partitions on hard disk drives. The volumes are already set up when your Meridian Mail system is installed. Definition Each hard disk on each node is partitioned into two volume types: system and user. Volume names follow specific formats to ensure easy identification when backing up the system. In the first node, the system volume is named VS1 and the user volume is named VS2.
14-4 Volume administration Volume names Name exceptions There are some special cases where volume names differ from the standard volume name format. These are the exceptions: • • • Standard 1.0 User volume on node 1 is labeled VS2. System volume on node 1 is labeled VS1. Full backup of VS1 creates volume backup labels B102V and B102T.
Volume administration 14-5 Volume contents Volume contents Introduction The two types of volumes, system and user, contain different sets of information. For backup purposes, it is important to be aware of the type of information stored on each volume type.
14-6 Volume administration Volume contents User volumes The user volumes (VS2, VS202, VS203, VS204, VS205) can contain the following information: • • • • • • Standard 1.
Volume administration 14-7 Volume distribution on single- and multi-node systems Volume distribution on single- and multi-node systems Introduction Single-node and multi-node systems contain different volume configurations. Node contents The following table shows the possible volume configuration for each node.
14-8 Volume administration Voice storage capacity in single- and multi-node systems Voice storage capacity in single- and multi-node systems Voice storage capacity The following table shows the voice storage capacity for single- node and multi-node systems. Voice Storage capacity System Size 1-node 1.2 Gbyte disk (EC and ModOp) 2-node 1.2 Gbyte disk (EC and ModOp) 3-node 1.2 Gbyte disk (EC and ModOp) 4-node 1.2 Gbyte disk (EC and ModOp) Standard 1.
Volume administration 14-9 Voice storage capacity in single- and multi-node systems Voice Storage capacity System Size 5-node 1.2 Gbyte disk (EC and ModOp) Maximum hours available for voice storage (per disk volume) Total hours per volume 60 120 180 240 400 800* VS1 19.6 19.6 19.6 19.6 19.6 86.6 VS2 VS202 15 30 60 60 100 200 –– 2.4 32.4 32.4 72.4 104.6 VS203 VS204 VS205 15 30 30 60 100 200 15 30 30 60 100 200 15 30 60 60 100 200 Note: VS202 lists two columns of figures.
14-10 Volume administration Checking volume capacity and usage levels for your system Checking volume capacity and usage levels for your system Description The Volume and Selective Backup screen displays all the volumes on your system, their designated use, their capacity in kbytes and equivalent hours and minutes, and the percentage of voice and data storage currently used. Accessing the Volume and Selective Backup screen To access the Volume and Selective Backup screen, follow these steps.
Volume administration 14-11 Checking volume capacity and usage levels for your system Field descriptions This table describes the fields in the Volume and Selective Backup screen. Volume Name Description Displays the name of the volume. The volume name indicates the type of data contained on the volume, and the node on which it resides. Format Volume names are in the format VSTnn. The region of the volume (x) is not displayed. Valid options Any of the listed volumes.
14-12 Volume administration Checking volume capacity and usage levels for your system Usage (% Full) Voice Description Displays the percentage of allocated voice storage currently in use. Number of Mailboxes Description Displays the number of local voice users on the volume. Dependency This number is dependent on the number of voice users configured for your system. Total number of mailboxes on the system Description Checking disk capacity and usage levels Standard 1.
Chapter 15 Back up and restore Meridian Mail data In this chapter Overview 15-2 Section A: Preparing for backups 15-3 Section B: Full and partial backups to tape 15-15 Section C: Selective backup of users and services 15-23 Section D: Partial backups to disk 15-39 Section E: Scheduled backups 15-41 Section F: Backup maintenance 15-47 Section G: Restoring information from a Selective backup 15-53
15-2 Back up and restore Meridian Mail data Overview Overview Description This chapter • • • • • • Standard 1.
Back up and restore Meridian Mail data Section A: 15-3 Preparing for backups In this section Standard 1.
15-4 Back up and restore Meridian Mail data Overview Overview Introduction This section describes the three types of backups: selective, partial, and full. It is important to perform backups regularly as they provide a safeguard against disk failure. Recovery from a system where no backups have been made entails a complete reentry of all user and site-specific information. Nightly audits Nightly VS audits have been modified to permit an overnight full backup.
Back up and restore Meridian Mail data 15-5 The three types of backups The three types of backups Introduction There are three types of backups that can be performed: • • • selective partial full Description The three backup options allow you to select the appropriate type for your backup without always having to perform a full backup. Selective backup Selective backups allow you to back up user messages, personal distribution lists, and multimedia services.
15-6 Back up and restore Meridian Mail data Selective backup Selective backup Introduction The selective backup option provides online backups for user messages, personal distribution lists (PDLs), and multimedia services. Description The selective backup feature provides you with considerable flexibility in backing up data. User messages, PDLs, and multimedia services may be backed up at any time or as part of the regular backup schedule.
Back up and restore Meridian Mail data 15-7 Selective backup Backup criteria for voice services One of the following criteria must be selected for the selective backup of voice services: • • all voice services on the system by service ID, up to 30 input areas. The wildcards ‘+’ and ‘_’ are permitted so that more than 30 services may be backed up. Note: Only one wildcard can be used per input field, and it should be the last character.
15-8 Back up and restore Meridian Mail data Partial backup Partial backup Introduction Partial backups allow you to back up and save the administration configuration of your system. It will back up the system volume and user profiles. During a restore, this avoids having to reenter user information; however, all voice messages and user greetings will be lost.
Back up and restore Meridian Mail data 15-9 Full backup Full backup Introduction A full backup is used to back up all system and user voice and data on the entire system. A full backup is not normally done unless significant changes have been made to your system.
15-10 Back up and restore Meridian Mail data Volumes to back up Volumes to back up Introduction Backups are essential to safeguard your system against disk failure. It is important to back up volumes with all necessary system and user voice and data information. Volumes recommended for regular backup The following table shows the recommended volumes for backup on single-node, two-node, three-node, four-node, and five-node systems.
Back up and restore Meridian Mail data 15-11 How often to do backups How often to do backups Introduction Backups should be performed regularly. Recovery from a system where no backups have been made entails a complete reentry of all user and site-specific information. Nightly audits Nightly VS audits have been modified to permit an overnight full backup.
15-12 Back up and restore Meridian Mail data How often to do backups Verifying the location of voice services To verify where voice services are stored, follow these steps. Starting Point: The Main Menu Step Action 1 Select Voice Administration. 2 Select Voice Services Administration. 3 Select Voice Services Profile. 4 Check the Voice Services Volume field. This is where voice services are stored.
Back up and restore Meridian Mail data 15-13 Disk backup or tape backup Disk backup or tape backup Introduction Meridian Mail offers two types of backups, disk and tape. Disk backup Backup to disk can be either partial or selective. To use the backup-to-disk feature, the disk-to-disk option must be installed. Full backups cannot be done to disk and must be backed up using tape.
15-14 Back up and restore Meridian Mail data Before you perform a backup Before you perform a backup Overview There are many considerations that need to be taken into account before performing a backup. Timing Avoid backing up the system between the hours of 1:00 a.m. and 5:00 a.m. since important system audits take place during these hours. Do not back up the system when it is operating above 50% of the rated capacity for call answering, voice messaging, and port usage.
Back up and restore Meridian Mail data Section B: 15-15 Full and partial backups to tape In this section Standard 1.
15-16 Back up and restore Meridian Mail data Overview Overview Introduction This section details information on full and partial backups to tape. Types of tape drives Meridian Mail supports two tape drives: the Tandberg TDC4220 drive, and the Archive Viper drive. The Tandberg TDC4220 drive reads and writes tapes with a capacity up to 2.5 Gbytes and is backwards compatible with all existing Meridian Mail tapes.
Back up and restore Meridian Mail data 15-17 Overview Tape errors Standard 1.0 If a tape error occurs during backup, you do not have to restart the backup process from tape 1. Follow the instructions as they appear on your screen. In some instances, you are required to keep the tape, as the data that was recorded is not corrupt; in other instances, you will be required to discard the tape. At this stage, you should clean the tape heads before inserting another tape.
15-18 Back up and restore Meridian Mail data Performing a full backup to tape Performing a full backup to tape Introduction A full backup to tape backs up all of your system and user voice and data. Labeling backup tapes During every backup, all tapes should be labeled and numbered as they are removed from the tape drive. Backup tape requirements and time estimates The following table lists the backup tape requirements for a full backup for each system.
Back up and restore Meridian Mail data 15-19 Performing a full backup to tape Procedure To perform a full backup to tape, follow these steps. Starting Point: The Main Menu Step Action 1 Select General Administration. Result: The General Administration screen appears. 2 Select Volume and Selective Backup. Result: The Volume and Selective Backup screen appears. 3 Position the cursor on the volume you want to back up, and press to select it.
15-20 Back up and restore Meridian Mail data Performing a partial backup to tape Performing a partial backup to tape Introduction A partial backup to tape backs up your system configuration and user information. This backup backs up only user data, and not voice. Labeling backup tapes During every backup, all tapes should be labeled and numbered as they are removed from the tape drive.
Back up and restore Meridian Mail data 15-21 Performing a partial backup to tape Procedure To perform a partial backup to tape, follow these steps. Starting Point: The Main Menu Step Action 1 Select General Administration. Result: The General Administration screen appears. 2 Select Volume Administration and Selective Backup. Result: The Volume Administration and Selective Backup screen appears. 3 Position the cursor on the volumes you want to back up, and press to select them.
15-22 Back up and restore Meridian Mail data Performing a partial backup to tape Standard 1.
Back up and restore Meridian Mail data Section C: 15-23 Selective backup of users and services In this section Overview 15-24 Backing up all users 15-25 Backing up individual users 15-27 Backing up all users in a specified volume 15-29 Backing up all users assigned to a particular class of service 15-31 Standard 1.
15-24 Back up and restore Meridian Mail data Overview Overview Introduction The selective backup feature allows for the selective backup of user messages, personal distribution lists (PDLs), and multimedia services. Selective backups can be performed as immediate backups or scheduled on a regular basis. Example The Selective Backup and Restore feature allows users to request a backup of their messages and PDLs for safekeeping, and can have them restored at any time.
Back up and restore Meridian Mail data 15-25 Backing up all users Backing up all users Introduction The selective backup All option backs up all mailboxes on the system. Labeling backup tapes During every backup, all tapes should be labeled and numbered as they are removed from the tape drive. Procedure To perform a selective backup of all users, follow these steps. Starting Point: The Main Menu Step Action 1 Select General Administration. Result: The General Administration screen appears.
15-26 Back up and restore Meridian Mail data Backing up all users Step Action 9 10 Do you want to continue with the backup? • If yes, press [OK to Start Backup]. Result: The tape is automatically retensioned. • If no, press [Cancel] to return to the Disk to Tape Backup screen. If the tape becomes full, you are prompted to insert the next tape. Note: Do not remove the tape from the tape drive until it has finished rewinding. Standard 1.
Back up and restore Meridian Mail data 15-27 Backing up individual users Backing up individual users Introduction The selective backup Individual option allows you to select specific mailboxes for backup by mailbox number. Up to 10 individual mailbox input areas are provided, but the actual number of mailboxes may be much larger with the use of wildcards (‘+’ and ‘_’). Labeling backup tapes During every backup, all tapes should be labeled and numbered as they are removed from the tape drive.
15-28 Back up and restore Meridian Mail data Backing up individual users Step Action 7 8 Do you want to back up now? • If yes, then press [Immediate Backup]. Result: The softkeys change to [OK to Start Backup] and [Cancel]. • If no, go to “Scheduling the backup for a later time” on page 15-42. Insert the tape for backup into the tape drive. See “Overview” on page 15-16 for information on inserting tapes. 9 10 Do you want to continue with the backup? • If yes, press [OK to Start Backup].
Back up and restore Meridian Mail data 15-29 Backing up all users in a specified volume Backing up all users in a specified volume Introduction The selective backup volume option backs up all users in the specified volume. As many volumes may be specified as are on the system. Recommendation It is recommended that you perform selective backups on a different tape from other backups (such a volume backups.
15-30 Back up and restore Meridian Mail data Backing up all users in a specified volume Step Action 8 Insert the tape for backup into the tape drive. See “Overview” on page 15-16 for information on inserting tapes. 9 10 Do you want to continue with the backup? • If yes, press [OK to Start Backup]. Result: The tape is automatically retensioned. • If no, press [Cancel] to return to the Disk to Tape Backup screen. If the tape becomes full, you are prompted to insert the next tape.
Back up and restore Meridian Mail data 15-31 Backing up all users assigned to a particular class of service Backing up all users assigned to a particular class of service Introduction The selective backup Class of Service option backs up selected classes of service. Up to 15 classes of service may be specified. Recommendation It is recommended that you perform selective backups on a different tape from other backups (such a volume backups.
15-32 Back up and restore Meridian Mail data Backing up all users assigned to a particular class of service Step Action 8 Insert the tape for backup into the tape drive. See “Overview” on page 15-16 for information on inserting tapes. 9 10 Do you want to continue with the backup? • If yes, press [OK to Start Backup]. Result: The tape is automatically retensioned. • If no, press [Cancel] to return to the Disk to Tape Backup screen. If the tape becomes full, you are prompted to insert the next tape.
Back up and restore Meridian Mail data 15-33 Backing up all users in a specific department Backing up all users in a specific department Introduction The selective backup Department option backs up all specified departments. Up to five departments may be specified, but the actual number of specified departments may be much larger with the use of wildcards (‘+’ and ‘_’). Recommendation It is recommended that you perform selective backups on a different tape from other backups (such a volume backups.
15-34 Back up and restore Meridian Mail data Backing up all users in a specific department Step Action 7 8 Do you want to back up now? • If yes, then press [Immediate Backup]. Result: The softkeys change to [OK to Start Backup] and [Cancel]. • If no, go to “Scheduling the backup for a later time” on page 15-42. Insert the tape for backup into the tape drive. See “Overview” on page 15-16 for information on inserting tapes.
Back up and restore Meridian Mail data 15-35 Backing up all multimedia services Backing up all multimedia services Introduction The selective backup All option backs up all multimedia services. Recommendation It is recommended that you perform selective backups on a different tape from other backups (such a volume backups.) Labeling backup tapes During every backup, all tapes should be labeled and numbered as they are removed from the tape drive.
15-36 Back up and restore Meridian Mail data Backing up all multimedia services Step Action 8 9 Do you want to continue with the backup? • If yes, press [OK to Start Backup]. Result: The tape is automatically retensioned. • If no, press [Cancel] to return to the Disk to Tape Backup screen. If the tape becomes full, you are prompted to insert the next tape. Note: Do not remove the tape from the tape drive until it has finished rewinding. Standard 1.
Back up and restore Meridian Mail data 15-37 Backing up selected individual multimedia services Backing up selected individual multimedia services Introduction The selective backup Individual option backs up all specified multimedia services. Services are specified by service ID. There are 30 input areas for specified services, which can be expanded with the use of ‘+’ and ‘_’ wildcards.
15-38 Back up and restore Meridian Mail data Backing up selected individual multimedia services Step Action 8 Insert the tape for backup into the tape drive. See “Overview” on page 15-16 for information on inserting tapes. 9 10 Do you want to continue with the backup? • If yes, press [OK to Start Backup]. Result: The tape is automatically retensioned. • If no, press [Cancel] to return to the Disk to Tape Backup screen. If the tape becomes full, you are prompted to insert the next tape.
Back up and restore Meridian Mail data Section D: 15-39 Partial backups to disk In this section Performing a partial backup to disk Standard 1.
15-40 Back up and restore Meridian Mail data Performing a partial backup to disk Performing a partial backup to disk Introduction Backups to disk are only partial backups as the Voice and Data backup option is not allowed for user volumes. The backups options are Voice and Data for the system volume, and Data for user volumes. Procedure To perform a partial backup to disk, follow these steps. Starting Point: The Main Menu Step Action 1 Select General Administration.
Back up and restore Meridian Mail data Section E: 15-41 Scheduled backups In this section Standard 1.
15-42 Back up and restore Meridian Mail data Scheduling the backup for a later time Scheduling the backup for a later time Introduction The Schedule Backup screen allows you to schedule the backup frequency (daily, weekly, or monthly) and start time for your backup to occur. This allows you to schedule a backup for which you do not need to be present. ATTENTION Do not schedule important backups between 1:00 a.m. and 5:00 a.m. when important system audits occur.
Back up and restore Meridian Mail data 15-43 Scheduling the backup for a later time Field descriptions This table describes fields in the Schedule Backup screen. Backup frequency Description This field determines how often scheduled backups occur. Default Weekly Valid options Daily, Weekly, Monthly Weekly Description This field determines on which day of the week weekly backups occur. Conditions of display This field is displayed if the backup frequency is Weekly.
15-44 Back up and restore Meridian Mail data Scheduling the backup for a later time Tape label Description This is the label that is given to the backup tape. Default Blank Information to backup Description Procedure This field displays the volumes you have selected to back up, or the criteria specified for a selective backup. To schedule a backup, follow these steps. Starting Point: The Main Menu Step Action 1 Select General Administration. Result: The General Administration screen appears.
Back up and restore Meridian Mail data 15-45 Deleting a scheduled backup Deleting a scheduled backup Introduction The View/Delete Backup Schedule screen displays the currently scheduled backups. The screen is read-only and displays the current settings of the backup schedule, including the type of backup (to disk or tape), frequency of backup, start time, backup selection, and backup options. Procedure To delete a previously scheduled backup, follow these steps.
15-46 Back up and restore Meridian Mail data Deleting a scheduled backup Standard 1.
Back up and restore Meridian Mail data Section F: 15-47 Backup maintenance In this section Standard 1.
15-48 Back up and restore Meridian Mail data Checking the status of a backup Checking the status of a backup Introduction The Backup Status screen displays the current status of a backup, if one is in progress. The screen displays the time at which the backup started, time remaining for backup completion, volumes being backed up, selective backup criteria, and current progress of the backup. Time remaining will not be shown if selective backup was chosen.
Back up and restore Meridian Mail data 15-49 Checking the status of a backup The Backup Status This is the Backup Status screen for a partial backup. screen: partial backup The Backup Status screen: selective backup Standard 1.0 This is the Backup Status screen for a selective backup. There is no Time Remaining field.
15-50 Back up and restore Meridian Mail data Checking the status of a backup Field descriptions The following table provides field descriptions for the Backup Status screen. Backup Started Description The date and time the current backup started. Date format The date format is determined by the Date Format for Administration and Maintenance Reports field in the General Options screen. Time Remaining Description This is the time remaining to complete the backup, displayed in hh:mm.
Back up and restore Meridian Mail data 15-51 Checking the status of a backup Procedure To check the status of a current backup, follow these steps. Starting Point: The Main Menu Step Action 1 Select General Administration. Result: The General Administration screen appears. 2 Select Volume and Selective Backup. Result: The Volume and Selective Backup screen appears. 3 Press [Backup Status].
15-52 Back up and restore Meridian Mail data Cleaning/maintaining the tape drive Cleaning/maintaining the tape drive Guidelines Preventive maintenance of the tape drive involves periodic cleaning after every four to six hours of use. Precautions To ensure reliable tape drive performance, you should establish a regular cleaning schedule and observe the following precautions: • • • • • Reference Standard 1.
Back up and restore Meridian Mail data Section G: 15-53 Restoring information from a Selective backup In this section Standard 1.
15-54 Back up and restore Meridian Mail data Overview Overview Introduction This section provides information on restoring from a Selective backup. Description The Selective Restore feature allows for an online restore of users’ messages, individually specified Personal Distribution Lists (PDLs), or multimedia services. An entire mailbox is not restored, only the messages and PDLs for an existing mailbox.
Back up and restore Meridian Mail data 15-55 Overview The More Detail screen The Restore from Selective Backup More Detail screen provides a summary of the data backed up on a backup tape. The More Detail screen is accessed by the [More Detail] softkey in the Selective Backup and Restore screen. Reference For information on Full and Partial restores, see Chapter 6, “Restore system from backup,” in the System Installation and Modifications Guide (NTP 555-7001-215). Standard 1.
15-56 Back up and restore Meridian Mail data Restore from Selective backup Restore from Selective backup Introduction The Selective backup option allows you to restore messages, PDLs, and multimedia services. This procedure allows you to select to restore none, all, or individual messages, PDLs, and multimedia services. If you choose None, then nothing for that option will be restored. If you choose All, then everything for that option will be restored.
Back up and restore Meridian Mail data 15-57 Restore from Selective backup Step Action 5 Use the arrow keys or Space Bar to select one of None, All, or Individual for Services, and press Tab. If you choose Individual, then enter the Service IDs that you want restored. 6 Once you have selected all the required restore options, press [Restore]. Result: The system begins to read the requested data from the tape and transfer it to disk. Status information is displayed as % complete in the Status field.
15-58 Back up and restore Meridian Mail data Restore from Selective backup Standard 1.
Chapter 16 Password and system time changes In this chapter Overview 16-2 Changing the system administrator password 16-3 Changing the customer administrator password for MATs and Meridian Mail AutoAdmin 16-5 Setting the minimum password length for all administrator 16-7 passwords The AdminPlus Download password 16-8 Changing the system time 16-10
16-2 Password and system time changes Overview Overview Introduction This chapter describes • • • Standard 1.
Password and system time changes 16-3 Changing the system administrator password Changing the system administrator password Introduction When the Meridian Mail system is first installed, you are given a default system administrator password (adminpwd). When you log on for the first time using this default password, you are prompted for a new password. Password requirements Passwords are not case sensitive; any capitalization used in defining the password need not be used when entering the password.
16-4 Password and system time changes Changing the system administrator password Step Action 4 Enter the new password. Result: You are prompted to enter the new password again for verification purposes. 5 Reenter the new password. Result: The new password is recorded and you are returned to the General Administration menu. Standard 1.
Password and system time changes 16-5 Changing the customer administrator password for MATs and Meridian Mail AutoAdmin Changing the customer administrator password for MATs and Meridian Mail AutoAdmin Introduction If the Multiple Administration Terminals (MATs) feature or the Meridian Mail AutoAdmin feature is installed, the password you use to log on is called the Customer Administrator Password. The default password is custpwd.
16-6 Password and system time changes Changing the customer administrator password for MATs and Meridian Mail AutoAdmin Procedure To change the customer administrator password, follow these steps. Starting Point: The Main Menu Step Action 1 Select General Administration. Result: The General Administration screen appears. 2 Select Change Customer Administrator Password. Result: You are prompted to enter the existing customer administrator password. 3 Enter the existing password.
Password and system time changes 16-7 Setting the minimum password length for all administrator passwords Setting the minimum password length for all administrator passwords Introduction Longer passwords generally offer higher system security. At least seven characters in length is a minimum recommendation. The minimum length you set here will be applied when system administrator and customer administrator passwords are changed.
16-8 Password and system time changes The AdminPlus Download password The AdminPlus Download password Introduction The AdminPlus Download password allows Meridian Mail Reporter to download data from the system. This password must match the OM password on the Meridian Mail Reporter side before data can be downloaded. Both passwords must be set up when the system is installed as the default values will not allow the download to take place.
Password and system time changes 16-9 The AdminPlus Download password Step Action 3 Enter the existing password. Note: The passwords are not displayed on the screen as you enter them. Result: You are prompted to enter the new AdminPlus password. 4 Enter the new password. Result: You are prompted to enter the new password again for verification purposes. 5 Enter the new password. Result: The new password is recorded and you are returned to the General Administration menu. Standard 1.
16-10 Password and system time changes Changing the system time Changing the system time Introduction The Meridian Mail system gets its time from the Meridian 1. It receives time stamps passed from the switch at regular intervals. However, you can set up your Meridian Mail database while the link to the switch is down. If you will be configuring the database when the link is not operational, you will have to set the system time on the Meridian Mail side.
Chapter 17 Dialing translations In this chapter Overview 17-2 Section A: Introduction to dialing translations 17-3 Section B: How dialing translations work 17-17 Section C: Setting up network dialing prefixes and local defaults 17-29 Section D: Setting up translation tables 17-43 Section E: Sample datafills 17-69 Section F: Troubleshooting dialing translations 17-75
17-2 Dialing translations Overview Overview Introduction This chapter introduces dialing translations as a concept and the ways that you, as the system administrator, can plan and set up dialing translation defaults and translation tables, if necessary. Meridian Mail users do not directly access dialing translations. Taking the features and requirements of the system into consideration, the administrator needs to examine how private or public network numbers are dialed.
Dialing translations Section A: 17-3 Introduction to dialing translations In this section Standard 1.
17-4 Dialing translations Overview Overview Introduction This section introduces the concept of dialing translations and the ways in which they are implemented. This section discusses the two main parts of dialing translations: dialing translation defaults and translation tables. Standard 1.
Dialing translations 17-5 Dialing translations Dialing translations Description Dialing translations are the means by which Meridian Mail transforms a number into a dialable directory number (DN). For instance, translation determines how to dial a DN depending on whether a number is a local, national, international, or ESN. How translations are used Users of Meridian Mail do not directly use translation.
17-6 Dialing translations Dialing translations • Outcalling does not use translations Standard 1.0 External CLID - For example, CLID collects the caller’s number from the switch. Meridian Mail translates the number, and it is announced in a message to you with the prefixes included, ready to dial out. Default dialing prefixes are not required for outcalling (remote notification and delivery to non-user.
Dialing translations 17-7 Default dialing prefixes and local system defaults Default dialing prefixes and local system defaults Introduction There are two levels to the translation process. The first level involves dialing translation defaults, which include default dialing prefixes and local system defaults. Both are used only under normal dialing conditions.
17-8 Dialing translations Default dialing prefixes and local system defaults Long distance dialing prefix This is the prefix that is used by the system to dial out of the switch and access the public network or a private network in order to place a long distance call. Format The prefix you enter will depend on whether you use a private network or a public network to place long distance calls.
Dialing translations 17-9 Default dialing prefixes and local system defaults Local system defaults (cont’d) Area/city code Identify the area/city code for the local system. The term “area/city code” is used to define either area code or city code. The two terms are used interchangeably. Countries that use city codes should use this field for city codes, and countries that use area codes should use the field for area codes.
17-10 Dialing translations When default dialing translations defaults are required When default dialing translations defaults are required Description The dialing translation defaults must be filled in before features like AMIS networking, Fax on Demand, and External CLID can be used.
Dialing translations 17-11 When default dialing translations defaults are required Example of the scenario A caller enters 1-214-555-2222 as a callback number for a fax. The country code (1) and the area/city code (214) are the same as the one for the Meridian Mail system. Therefore these codes are not needed to dial the number. Meridian Mail strips out the 1214, gets the network dialing prefix for local dialing (9), and generates the following dialable DN: 9-555-2222. Standard 1.
17-12 Dialing translations Translation tables Translation tables Concept Translation tables are the second level of the translation process, after the dialing translation defaults. These tables handle certain dialing exceptions that may not arise in your system. Therefore, translation tables will not be required by all systems.
Dialing translations 17-13 Translation tables Restrictions for AMIS and Fax on Demand Standard 1.0 For more information on how restrictions and permissions interact with Fax on Demand and AMIS Networking, refer to the following NTPs: Fax on Demand Application Guide (NTP 555-7001-327) and the AMIS Networking Installation and Administration Guide (NTP 555-7001-242).
17-14 Dialing translations When translation tables are required When translation tables are required Description Translation tables need only be defined if 1. some calls placed to the same area/city code as the local site are dialed differently than local (for example, long distance) 2.
Dialing translations 17-15 When translation tables are required Consider the following example which shows the dialing plan of Toronto, Ontario, Canada. Example 1 (cont’d) 905 Area/City Code 905 Area/City Code C (Vicinity of Toronto) Long Distance Call 416 Area/City Code (TORONTO) B Local A Call 905 Area/City Code Lake Ontario You can see that both local (A→B) and long-distance (A→C) dialing is used depending on the location of the destination call.
17-16 Dialing translations When translation tables are required Standard 1.
Dialing translations Section B: 17-17 How dialing translations work In this section Standard 1.
17-18 Dialing translations Overview Overview Introduction The dialing translation process occurs in three stages: • • • input to the translation process (how DN digits are collected) the translation itself (how the collected DN is translated) output from the translation process (what happens to the translated DN) This section will discuss each stage. Standard 1.
Dialing translations 17-19 How Meridian Mail collects digits How Meridian Mail collects digits Description The format in which Meridian Mail requires a DN depends on the feature using dialing translations. The three features using dialing translations are • • • Fax on Demand AMIS Networking External Calling Line Identification (External CLID) The following descriptions explain how each feature collects digits for translation.
17-20 Dialing translations How Meridian Mail collects digits Digit collection for fax callback The following diagram illustrates the different types of the Fax on Demand VSDN and what the caller is prompted for each type. Type of FOD VSDN ESN National Caller is prompted to enter Number (including area/city code) International Caller is prompted to enter Number (incl.
Dialing translations 17-21 How Meridian Mail collects digits • When a message is sent to a Virtual Node AMIS site, the connection DN defined for that site must be translated into a dialable DN. Refer to the Virtual Node AMIS Networking Installation and Administration Guide (NTP 555-7001-245) for more details. In both AMIS cases, the number is translated as an international number. External CLID External CLID collects digits from the switch.
17-22 Dialing translations How dialing translations translate numbers How dialing translations translate numbers Introduction Once the number has been captured (as explained in the previous section), dialing translations is applied to it. The following flowcharts illustrate the way in which the translation is achieved by individual type.
Dialing translations 17-23 How dialing translations translate numbers International number translation An international number is always in the format of • country code + national significant number It is translated in the following manner: Input Number Is the Country Code of this number the same as the Local Country Code? Yes Strip the Local Country Code from the number. No Add the Prefix for International Dialing in front of the number. National Number Translation Output Number Standard 1.
17-24 Dialing translations How dialing translations translate numbers A national number is always in the following format: National number translation • area/city code + exchange code + station number It is translated in the following manner: Input Number Is there a translation table with the number’s Area/City Code? No No Yes Is the number’s Area/City Code the same as the Local Area/ City Code? Yes Is the number’s Exchange Code found in that table? No Yes Is there another translation table
Dialing translations 17-25 How dialing translations translate numbers Local number translation The local number is always in the following format: • Local subscriber number (without country code or area/city code) The translation proceeds as follows: Input Number Attach the Prefix for Local Dialing to the number Output Number Standard 1.
17-26 Dialing translations How dialing translations translate numbers ESN number translation The ESN number can be in one of the following formats: • • a number on the ESN network - for example, 444-1000 where 444 is the location code of the ESN switch, and 1000 is the DN at the ESN location any number dialable via the ESN network - for example, 1-212-555-1234 where the entire number can be dialed via the ESN network by adding the prefix for ESN dialing in front of it In both cases, the translation pr
Dialing translations 17-27 How Meridian Mail uses the dialable number How Meridian Mail uses the dialable number Introduction Once the number is translated, it is returned to the feature that required the translation. Fax on Demand For Fax on Demand, the translated number will be checked against restriction/permissions for that VSDN. If the number passes the check, Meridian Mail dials the number so that the requested fax can be delivered to the user.
17-28 Dialing translations How Meridian Mail uses the dialable number External CLID (cont’d) When the user requests a reply or call-sender to the caller, the number will be announced. When the user requests call sender, this translated number will be dialed so that the caller who left the number can be reached. Note: Before being dialed, the number will also be checked against the restriction/permission list. Call sender will only continue if the number passes this check (that is, it is not restricted.
Dialing translations Section C: 17-29 Setting up network dialing prefixes and local defaults In this section Standard 1.
17-30 Dialing translations Overview Overview Introduction This section explains how to set up and maintain dialing translation defaults for your system. In addition to explanatory concepts and procedures, there are sample datafills to which you may compare your system and a worksheet to help you plan your dialing translations. Standard 1.
Dialing translations 17-31 Worksheet for default dialing prefixes and local system defaults Worksheet for default dialing prefixes and local system defaults Worksheet Standard 1.0 You can use the following worksheet to plan default dialing prefixes and local system defaults.
17-32 Dialing translations Worksheet for default dialing prefixes and local system defaults Dialing Translation Defaults worksheet Default Dialing Prefixes Local Dialing: Long Distance Dialing: International Dialing: ESN Dialing: Local System Defaults Local Country Code: Local Area/City Code: Standard 1.
Dialing translations 17-33 Dialing translation defaults screen Dialing translation defaults screen Introduction When you are ready to configure the default dialing prefixes and the local system defaults, you will need to access the dialing translation defaults. The screen The following shows an example of the Dialing Translation Defaults screen. Standard 1.
17-34 Dialing translations Dialing translation defaults screen Field descriptions The following table describes the fields in the Dialing Translation Defaults screen. Local Dialing Description This field specifies the prefix needed in front of a number when dialing it (and the number dialed is in the same area/city as the Meridian Mail system).
Dialing translations 17-35 Dialing translation defaults screen ESN Dialing Description This field specifies the prefix that needs to be attached to a number to access the ESN network. Meridian Mail places this prefix in front of ESN DNs. Minimum length Zero characters Maximum length Three characters Valid characters 0-9, * (* is a 3-second pause) Local Country Code Description This field defines the country code of the local system.
17-36 Dialing translations Dialing translation defaults screen Capture External CLID with Unknown Format Description This field specifies whether to capture an external caller’s number (External CLID) if that caller’s format is unknown. This capability may be necessary in the case where the numbers received by Meridian Mail from the switch are in an unknown format. Default No Feature dependency This field appears only on systems with either AML or DIAL.
Dialing translations 17-37 Configuring the default dialing prefixes and local system defaults Configuring the default dialing prefixes and local system defaults Introduction Once you have identified the ways that your system makes external calls through a private or public network, or a combination of both, you are ready to configure your dialing translation defaults which include the default dialing prefixes and the local system defaults.
17-38 Dialing translations Configuring the default dialing prefixes and local system defaults Step Action 7 Define the Prefix for ESN Dialing. IF your system is THEN connected to an ESN network define the prefix. not connected to an ESN network leave the field blank. Note: For more information, see “ESN dialing prefix” on page 17-8. 8 Define the local Country Code. Note: For more information, see “Local system defaults” on page 17-8. 9 Define the local Area/City Code.
Dialing translations 17-39 Configuring the default dialing prefixes and local system defaults Step Action 11 Do you want to capture External CLIDs that are of an unknown type? • • 12 13 Set the “Default Translation for CLID with Unknown Format” field so that all numbers with an unknown call type will be translated as though they were all of one format. IF all numbers of unknown format are THEN set the field to international International. national National. ESN ESN.
17-40 Dialing translations Sample datafills for dialing translation defaults Sample datafills for dialing translation defaults Introduction You may compare the following sample datafills of dialing translation defaults to handle different methods of dialing (private versus public network). Defaults screen for North America The screen below illustrates a standard dialing plan situation in Toronto, Ontario, Canada, where the country code is 1and the area code is 416.
Dialing translations 17-41 Sample datafills for dialing translation defaults Defaults screen for England The screen below illustrates a standard dialing plan situation in England where the country code is 44. In this example, the digit 6 accesses the ESN network. All ESN screen If your system makes all calls though a private network, then your network dialing prefixes would all begin with the access to the ESN network. In this example, the digit 6 accesses the ESN network. Standard 1.
17-42 Dialing translations Sample datafills for dialing translation defaults Mixture of ESN and public screen If your system makes calls through a combination of private and public networks, then you may use a combination of access prefixes. This example illustrates the datafill for a system in which the local calls are dialed on the public network, but long distance and international calls are dialed on the ESN network. Standard 1.
Chapter 17 Dialing translations Section D: 17-43 Setting up translation tables In this section Standard 1.
17-44 Dialing translations Overview Overview Introduction This section guides the system administrator through all aspects of translation tables. First, this section explains and illustrates the differences between normal dialing scenarios (ones that do not require translation tables) and exceptional dialing scenarios (ones that require translation tables). In so doing, this section demonstrates when translation tables are needed.
Dialing translations 17-45 Identifying translation table requirements Identifying translation table requirements Introduction Not all systems require translation tables, so you must first identify if there is a need for a table on your system. If the following cases are the only local and long distance scenarios that take place, you will not have to create any translation tables.
17-46 Dialing translations Identifying translation table requirements Dialing cases requiring translation tables Cases 1 and 2 The following table shows examples of the exceptional dialing scenarios that require translation tables.
Dialing translations 17-47 Identifying translation table requirements Cases 3 and 4 Long distance dialing to the same area/city code For cases 3 and 4, define those instances in which a call to certain exchanges in the same area/city code as your system’s area/city code are considered long distance. These cases are also exceptional scenarios, and require translation tables.
17-48 Dialing translations Identifying translation tables required on your system Identifying translation tables required on your system Introduction A translation table is needed for an area/city code if calls placed from your system to that area/city code are made in one of the ways that are not supported by the dialing translation defaults. (The scenario where defaults alone support dialing translation is described in “Identifying translation table requirements” on page 17-45.
Dialing translations 17-49 Identifying translation tables required on your system Prefixes for exchange codes - North American example This table illustrates the format of the prefixes for exchange codes in, and not in, the translation table of a North American dialing plan. Remember that you can find these same examples in the scenarios described in more detail on the following pages.
17-50 Dialing translations Identifying translation tables required on your system You can use the following worksheet to plan the exchange codes in your translation table. Remember that each translation table may contain up to 120 exchange codes.
Dialing translations 17-51 Identifying translation tables required on your system Compiling a list of required translation tables To prepare the data for translation tables, follow these steps. Step Action 1 Does your system need a translation for any of the four exceptional dialing situations? • • If yes, continue with this procedure. If no, you do not need this procedure. 2 Select the area code and the two prefixes for exchange codes in, and not in, the translation table.
17-52 Dialing translations Local dialing to a different area/city code (area/city code required) Local dialing to a different area/city code (area/city code required) Introduction The area/city code of the dialed DN is different from your local system’s area/city code, but no long distance charges apply and a local dialing prefix is required instead of a long distance prefix. The area/city code is required as part of the dialable DN.
Dialing translations 17-53 Local dialing to a different area/city code (area/city code required) Area/city code required for local call As you can see in the following diagram, in the 905 area code, the exchange codes 22x (which means from 220 to 229), 232, 235, 236, and 555 are local from the 416 area/city code. Exchanges 231, 237, 238, 33x, 34x, 60x, 61x are all long distance from the 416 area/city code .
17-54 Dialing translations Local dialing to a different area/city code (area/city code required) Screen (version 1) The following screen illustrates the version 1 translation table. Logic of version 1 This example selects those exchange codes in area/city code 905 that require only a local call to area/city code 416. The example shows that the exchange codes (22x, 232, 235, 236, and 555) are local and, therefore, they are assigned the Prefix for exchange codes in the table.
Dialing translations 17-55 Local dialing to a different area/city code (area/city code required) Translation table setup (version 2) You could also define the translation in the inverse manner from version 1. That is, you could define the exchange codes that require the long distance prefix, while the remaining exchange codes would be assigned the local prefix by default. Screen (version 2) The following screen illustrates the version 2 translation table.
17-56 Dialing translations Local dialing to a different area/city code (no area/city code required) Local dialing to a different area/city code (no area/city code required) Introduction This scenario is almost identical to the first scenario because there is local dialing from one area/city code to a different area/ city code. However, the difference is that no area/city code is required in the dialable DN. Using the example from page 17-52, the dialable DN would be 9-555-2121 instead of 9-905-555-2121.
Dialing translations 17-57 Local dialing to a different area/city code (no area/city code required) Area/city code not required for local call This diagram shows the same relationship between 416 and 905 area/city codes as in the previous example except that this time an area/city code is not required to make a local or a long distance call. 905 area/city code 416 area/city code Exchanges 26x 27x Meridian 31x Mail 322 Site 325 322-1111 329 41x 42x Example Standard 1.
17-58 Dialing translations Local dialing to a different area/city code (no area/city code required) Translation Table screen–different area/ city code Standard 1.0 This example assumes that the default translation prefix for local calls is 9 and for long distance calls is 91.
Dialing translations 17-59 Long distance dialing to the same area/city code (area/city code required) Long distance dialing to the same area/city code (area/city code required) Introduction This scenario describes toll call (long distance) dialing within the same area/city code. Calls involve the long distance dialing prefix even though both the calling party and the called party are under the same area code. In this scenario, the area/city code is also required as part of the dialable DN.
17-60 Dialing translations Long distance dialing to the same area/city code (area/city code required) Translation table Standard 1.0 The following translation table illustrates long distance dialing to the same area/city code where the area/city code is not required to make a dialable DN.
Dialing translations 17-61 Long distance dialing to the same area/city code (area/city code not required) Long distance dialing to the same area/city code (area/city code not required) Introduction This scenario is almost identical to the preceding scenario because there is long distance dialing from one area/city code to the same area/city code. The only difference is that no area/city code is required in the dialable DN.
17-62 Dialing translations The View/Modify Translation Table screen The View/Modify Translation Table screen Introduction A translation table is defined on the View/Modify Translation Table screen. This subsection explains this screen and the contents of each field in the screen. How to access the screen See “Configuring translation tables” on page 17-64. View/Modify Translation Table screen The following is an example of the View/Modify Translation Table screen.
Dialing translations 17-63 The View/Modify Translation Table screen Area/City Code Description This field contains the area/city code of the translation table. A translation table is defined for an area/city code. Valid characters 0-9 Valid length 1-8 characters Prefix for exchange codes in the table Description This field contains the prefix used for dialing telephone numbers in the area/city of this table, whose exchange codes are defined in the translation table.
17-64 Dialing translations Configuring translation tables Configuring translation tables Procedure To configure a translation table, follow these steps. Starting Point: The Main Menu Step Action 1 Choose General Administration. 2 Choose Dialing Translation. 3 Choose Translation Tables. Result: The Translation Tables screen appears listing the existing and empty tables. Standard 1.0 4 If you want to add a new table, move the cursor to an empty table.
Dialing translations 17-65 Configuring translation tables Step Action 6 Press the [View/Modify] softkey. Result: You are prompted for an area/city code. 7 Enter the area/city code for the translation table that you want to create and press . Result: The View/Modify Translation Table screen is displayed. Standard 1.0 8 Specify the prefix for the exchange codes that are defined in the table.
17-66 Dialing translations Configuring translation tables Step Action 10 Enter the appropriate exchange codes. To display more empty fields, press the [More Fields] softkey. Up to 120 exchange codes can be defined for a table. Note: All entries will be validated to avoid duplication. 11 Do you want to save the screen? • If yes, press the [Save] softkey to save the table. Result: The updated Translation Tables screen is displayed.
Dialing translations 17-67 Deleting translation tables Deleting translation tables Introduction You can use the following procedure if you want to remove a translation table in its entirety. Procedure To delete the data from a translation table, follow these steps. Starting Point: The Main Menu Step Action 1 Choose General Administration. 2 Choose Dialing Translation. 3 Choose Translation Tables. 4 Move the cursor to the (non-empty) table that you want to delete.
17-68 Dialing translations Deleting translation tables Standard 1.
Dialing translations Section E: 17-69 Sample datafills In this section Overview 17-70 Datafill for countries without area/city codes 17-71 Datafill for a case where the switch handles dialing translation 17-72 Standard 1.
17-70 Dialing translations Overview Overview Introduction This section illustrates two special cases for dialing translation which require a slightly different setup. The two cases are • • Standard 1.
Dialing translations 17-71 Datafill for countries without area/city codes Datafill for countries without area/city codes Introduction Some countries, such as Costa Rica, do not require area/city codes for national calls in their dialing plans. For example, the following Dialing Translation Defaults screen leaves the area/city code field blank. The other field as defined as usual.
17-72 Dialing translations Datafill for a case where the switch handles dialing translation Datafill for a case where the switch handles dialing translation Introduction In the case where the switch is already set up and used to handle dialing translations, you may choose to bypass the definition of any translation tables on Meridian Mail. In order to allow the switch to take over dialing translations, all calls must be handled by the switch. On the M1, this can be accomplished using ESN.
Dialing translations 17-73 Datafill for a case where the switch handles dialing translation number, including country code and area or city code, followed by number sign.” The system translates the number according to the defaults in the example screen: • • Scenario: Local number The service is set up for international callback and, therefore, the system performs an international number translation on the entered number.
17-74 Dialing translations Datafill for a case where the switch handles dialing translation Standard 1.
Dialing translations Section F: 17-75 Troubleshooting dialing translations In this section Standard 1.
17-76 Dialing translations Overview Overview Introduction Standard 1.0 This section provides you with a procedure to diagnose problems with dialing translations. It should be used in conjunction with the NTP of the feature (like the Fax on Demand Application Guide [NTP 555-7001-327] or AMIS Networking Installation and Administration Guide [NTP 555-7001-242] that uses dialing translations).
Dialing translations 17-77 Diagnosing and tracing problems in a dialing translation Diagnosing and tracing problems in a dialing translation Introduction Dialing translation problems show up as an inability to reach a number specified in the AMIS, External CLID, or Fax on Demand services. Diagnosis of such problems is best accomplished by collecting all setup information and then following the flowcharts of the translation process to determine the translated number.
17-78 Dialing translations Diagnosing and tracing problems in a dialing translation Step Action 3 Determine the translated dialable number that was found to be invalid. IF the invalid number used Fax on Demand THEN the Fax Audit Trail will contain the translated DN that the system is attempting to dial. For more information about the Fax Audit Trail, see Chapter 33, “Audit Trail reports” under Section C: Fax Audit Trail reports. 4 AMIS SEER 4211 is generated.
Dialing translations 17-79 Diagnosing and tracing problems in a dialing translation Step Action 5 If the translated number is dialable on the system, then the problem may not be related to dialing translations. In this case, the problem is likely to be one of the following: • • • • • • • • Standard 1.0 The fax callback number, AMIS number, or External CLID number is restricted in the Meridian Mail restriction/ permission lists and cannot be dialed.
17-80 Dialing translations Diagnosing and tracing problems in a dialing translation Standard 1.
Chapter 18 Routine maintenance In this chapter Overview 18-2 Monitoring Meridian Mail operation 18-3 Monitoring Meridian Mail hardware 18-5 Backing up the system 18-7 Cleaning the tape drive 18-9
18-2 Routine maintenance Overview Overview Introduction This chapter identifies the routine maintenance tasks recommended for optimum operation of your Meridian Mail system. It then refers you to the chapters or manuals that contain the information and procedures you need to perform these tasks. Purpose These tasks are carried out regularly to ensure efficient operation of your system and to anticipate future capacity needs or necessary services available to users. Standard 1.
Routine maintenance 18-3 Monitoring Meridian Mail operation Monitoring Meridian Mail operation Introduction Operational Measurement (OM) reports enable you to monitor your system usage. You can study which features are being used on your system and how heavily they are being used. OM reports can reveal potential technical problems with your system, such as low disk space (which affects the ability of the Meridian Mail system to store messages and perform its functions).
18-4 Routine maintenance Monitoring Meridian Mail operation Operational measurements (cont’d) Disk Usage Detail report This report shows the voice space used on a disk volume. If the voice space is consistently greater than your disk usage warning level, then disk space is getting low, and you should take steps to reduce the voice space used. Channel Usage Detail report This report shows the number of calls and voice mail usage per channel.
Routine maintenance 18-5 Monitoring Meridian Mail hardware Monitoring Meridian Mail hardware Introduction The System Status and Maintenance menu provides monitoring and control screens through which you obtain views of the operational state of the system at four levels: • • • • system status card status DSP port status disk status Description The System Status and Maintenance functions are used in the course of routine maintenance and enable you to take any component of the system out of service whil
18-6 Routine maintenance Monitoring Meridian Mail hardware Procedure Standard 1.0 For information and procedures required for checking the operation of your Meridian Mail hardware, see Chapter 27, “Hardware administration” and Chapter 28, “System status and maintenance”.
Routine maintenance 18-7 Backing up the system Backing up the system Introduction If a disk drive fails, the system can be restored to a working state by copying the data back from tape onto a replacement disk. Backup copies of the system data are fundamental to restoring the system with as little disruption and data loss as possible. Backups to tape All Meridian Mail systems have a tape drive capable of reading and writing industry-standard quarter-inch data cartridges (QIC).
18-8 Routine maintenance Backing up the system Frequency Back up your system on a regular schedule. You can set the frequency as daily, weekly, or monthly in the Schedule Backup screen under the General Administration menu. You should also back up your system whenever you make changes to it. Procedure For information and procedures required for backing up your Meridian Mail system, see Chapter 15, “Back up and restore Meridian Mail data”. Standard 1.
Routine maintenance 18-9 Cleaning the tape drive Cleaning the tape drive Introduction As occurs with any high-capacity removable media such as tapes or floppy drives, debris collects on the tape heads each time a tape drive is used. If too much debris collects, the tape drive is unable to write or read data correctly, and the tape head must be cleaned.
18-10 Routine maintenance Cleaning the tape drive Standard 1.
