619510003-1A October
NetVanta Unified Communications
NetVanta Enterprise Communications Server
Personal Business Assistant User Guide Version
Service and Warranty
Trademarks
To the Holder of the Manual
Notes provide additional useful information
Conventions
Conventions
Enterprise Communications Server
Copyright 2009 ADTRAN, Inc
7 Faxing Overview Sending Faxes Receiving Faxes
Table of Contents
3 Customizing Incoming Call Options Overview
Managing Extensions and Identities Options
10 Using Elements to Create Call Answering Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107 Using Standard Elements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111 Using Advanced Elements
1 Getting Started
First-time Access using the Desktop on page
Changing your Password on page
Accessing your Mailbox for the First Time on page
The UC Server is integrated with Active Directory
Shortcut menus
Conventions
Document conventions
Text
To start the application
First-time Access using the Desktop
Requirements
Starting the Application
To change your password and record your greetings
To set the number of rings on your telephone
Changing your Password
To access your mailbox using your telephone extension
Accessing your Mailbox for the First Time
To change the password
2. Select Tools Change User Password
Accessing your Mailbox for the First Time
Enterprise Communications Server
Copyright 2009 ADTRAN, Inc
2 Customizing your Mailbox
Customizing your Mailbox using your Telephone
Customizing your Mailbox using your Telephone on page
Customizing your Mailbox using your Computer on page
The maximum length of a recorded greeting is 15 minutes
To manage your greetings
Changing the message summary
Changing your password
To change your password
Changing message information
To change the notification option
Changing the notification option
Changing message sorting options
Managing distribution lists
To delete a distribution list over the telephone
To edit a distribution list over the telephone
Customizing your Mailbox using your Computer
Customizing your Mailbox on page
Recording and selecting greetings
To create a new greeting
Creating and recording greetings
The maximum length of a recorded greeting is 15 minutes
Playing and deleting greetings
To record a greeting
To play a greeting
Re-recording and deleting greetings using the Audio Editor
To re-record a greeting using the Audio Editor
To delete a greeting
To edit a greeting using the Audio Editor
After the current selection Before the current selection
The maximum length of a recorded greeting is 15 minutes
External greeting
Recording one-time messages
Selecting greetings
To specify a greeting
6. From the Insert new audio list, select at the beginning
To create a one-time message for a contact
To delete a one-time message
To change a one-time message for a contact
Customizing your Mailbox using your Computer
Enterprise Communications Server
Copyright 2009 ADTRAN, Inc
3 Customizing Incoming Call Options
To change the number of rings using the Identities pane
To edit an active service using the Identities pane
To locate an active service using the Identities pane
To view the SIP Authentication
To change a service using the Identities pane
Listening to Messages Remotely
4 Managing Messages using your Telephone
Accessing your Mailbox using your Telephone
Overview on page Accessing your Mailbox using your Telephone on page
To listen to your messages from a remote location
To send a voice message from your mailbox
Sending Messages from your Mailbox
To forward a voice message from your mailbox
Transferring calls to a mailbox
Forwarding messages
To transfer a call directly to a mailbox
To forward a message by email from your mailbox
Replying to messages
cancel
To reply to an internal voice message
To reply to an email message
To call back in response to a voice message
To search your contacts
Caller Options
Searching your contacts list
To call back in response to an email message
To dial an operator
To bypass a greeting
To skip out from a greeting
To skip out to another extension after leaving a message
Managing Messages in Lotus Notes on page
5 Managing Messages using your Computer
Managing Messages in Microsoft Outlook
Overview on page Managing Messages in Microsoft Outlook on page
Managing voice messages in Outlook
Listening to voice messages
To listen to a voice message
To save the audio component of a voice message
Managing voice messages
To print text or an annotation associated with a voice message
1. Select File Print
To delete a voice message from the inbox
To move a voice message to a different Outlook folder
To forward a voice message
To print a fax message
Managing fax messages in Outlook
6. Select File Send
To view a fax message
7. Select File Send
To delete a fax message from your inbox
To move a fax message to a folder
To forward a fax message by fax
7. Select File Send
Managing Messages in Lotus Notes
Launching Lotus Notes
To forward a fax message by email
To launch Lotus Notes with the UC Server the first time
To listen to a voice message
Managing voice messages in Lotus Notes
Listening to voice messages
Managing voice messages
To delete a voice message from the inbox
Managing fax messages in Lotus Notes
To reply to a voice message
To forward a voice message
Sent Items-Fax transmission reports
Managing fax messages
To view a fax message
3. Select Tools Options 4. Select the External Systems tab
Synchronizing your password with Lotus Notes
To change your IMAP4 password in the UC Server
To save a fax message to a folder as a PDF file
To open a fax message in the Fax Viewer
Managing Messages in the Mailboxes Menu in the NetVanta UC client
Managing messages
Playing voice messages
To save an email or fax locally as an attachment
Using attachments
To play a voice message
To create an email attachment
To archive a message
Archiving messages
619510003-1A
Copyright 2009 ADTRAN, Inc
Customizing your Phone
6 Using SIP Telephones
Using SIP Phones on page
Setting the message waiting light on your phone on page
Turn off when first message is accessed in
Setting the message waiting light on your phone
Use system defaults
Turn on when new message arrives
To use the message button on a phone with more than one identity
Using SIP Phones
Accessing voicemail messages
To use the message button on a phone with one identity
2. Enter *86Destination mailbox number
Using the NetVanta UC Server conference bridge
Transferring callers directly to voicemail
To perform a blind transfer to another user’s voicemail
To access the conference bridge
Paging
Conference option list
Parking calls and picking up parked calls
To send a live page
To park a call at the next available number
Working with call queues
To park a call at a selected park number
To answer a parked call
To unsubscribe from a queue
Logging in and out of a queue
Temporarily stop accepting queued calls
To subscribe to a queue
To set your agent status to available
Picking up ringing calls
Checking your agent status in a call queue
To set your agent status to unavailable
Changing phones during a call
Benefits of using connected call pickup
Requirements for using connected call pickup
To configure mobile twinning, see your system administrator
To change phones during a call
Using SIP Phones
Enterprise Communications Server
Copyright 2009 ADTRAN, Inc
7 Faxing
Overview on page Sending Faxes on page Receiving Faxes on page
Overview
Sending faxes from other applications using the ADTRAN Fax Printer
Sending Faxes
To send a fax document from another application
To save a document as a fax
Saving a document as a fax to send later
To change users when sending or saving a fax
Changing users when sending a fax or saving a fax to send later
Sending faxes using the Faxes menu in the NetVanta UC Client
To specify fax numbers and account code
To send a fax using the Faxes menu
Sending faxes to a specific fax number using the Send Fax element
Managing outgoing faxes
To preview a fax document
Sending Faxes
Enterprise Communications Server
Copyright 2009 ADTRAN, Inc
Rotate single page Rotate entire document
Enterprise Communications Server
Sending Faxes
Zoom in Zoom out
To print a fax document
To print the first page only of a fax document
To rename a fax document
To create a folder for fax documents
Select a folder to view its contents
To copy a fax document
To delete a fax document
To change recipients or fax numbers of a fax listed in the fax queue
Viewing the fax queue and status
To view the fax queue
To view an individual fax listed in the fax queue
To suspend transmission of a fax listed in the fax queue
To reschedule transmission of a fax listed in the fax queue
To forward a fax listed in the fax queue
4. Select Add to list
To create a new fax cover page
Using fax cover pages
Creating fax cover pages
To delete a fax listed in the fax queue
To access the Fax Cover Page Editor
Customizing fax cover pages using the Fax Cover Page Editor
Recipient’s Name
Inserting and changing labels and message information
Recipient Sender Message
To insert an information label
To change the font and style of a label or field
To change label content
Using the tool palette to customize fax cover pages
To reposition a label on the canvas
To reposition a shape on the canvas
To insert a shape
To change or reposition a line
To change the shape and size of a shape
To delete a shape
To draw a line
To move a shape to the front/back in relation to a second shape
Using the Alignment tools to customize fax cover pages
To insert text in a text box
To insert a bitmap
To preview a fax cover page
Managing fax cover pages
To space two or more objects evenly across/down the canvas
To align two or more objects on the canvas
To rename a fax cover page
To copy a fax cover page
To delete a fax cover page
5. Select File Save
Sending cover pages only using Quick Fax
To send a cover page only using Quick Fax
To edit a fax cover page
Receiving Faxes
“When phone rates are discounted” means at midnight of the same day
Notifying users of an incoming fax on a shared voice and fax identity
To delete a user from a distribution list
8 Creating Distribution Lists
To create a personal distribution list
To add a user to a distribution list
2. Select Duplicate
To change distribution list information
To rename a personal distribution list
To copy a personal distribution list
Using the Service Editor on page
9 Creating Custom Call Answering Services
Accessing Services
Overview on page Managing Services on page
To create a service
Managing Services
To activate a service on your extension
Working with services
To copy a shared service
To preview a service
To delete a service
Creating and changing service folders
To rename a service
To copy a service
To copy a folder
To store a service in a folder
To create a folder
To rename a folder
Using the Service Editor
The Service Editor
To access the Service Editor
To view an element
To create a service
Working with Elements to Build a Service
To initiate a call flow for a new service
To add an element to the call flow
Using and deleting links
To delete a link between two elements
To link existing elements
To create a loop-back link
Customizing Services using Parameters
Creating loop-back links
To delete an element from the canvas
Validating Services
To validate a service
To view parameters
To view service warning logs
Troubleshooting Services
Using Advanced Elements on page
10 Using Elements to Create Call Answering Services
User context and service elements
Overview on page Using Standard Elements on page
Select the Tools menu Synchronize contacts
Selecting values within elements using the value selector
Synchronizing contacts
How elements affect user context
Allowing callers to make temporary recordings within a service
Overview
Enterprise Communications Server
Copyright 2009 ADTRAN, Inc
Using Standard Elements
Hang-up element
Play One-time Message element
Play Announcement element
Announcements
Play
Greeting type
Database Values
Menu element
10. Select File Update
To play a greeting from a mailbox using a Play Announcement element
To enable the Play status message mode for greetings
To set selection keys on a Menu element
3. Select Contacts Unknown
Flow control element
Routing incoming calls based on phone numbers
To set call flow according to an unknown phone number category
Routing incoming calls based on times and days
To enter a phone number manually
To set call flow according to time restrictions
Deliver Messages element
Voicemail element
1. Select the telephone icon
Transfer Call element
To delete a target phone number from the list for Deliver Messages
To specify a transfer target for the Transfer Call element
To specify a call number for the Assisted Transfer element
Assisted Transfer element
To specify a pager number for the Notify Pager element
Notify Pager element
To specify an account code for the Notify Pager element
Send Email element
To specify a custom notification
Send Fax element
To specify a fax number for the Send Fax element
To specify a list of faxes for a Send Fax element
To include a cover page for the Send Fax element
All Unread Faxes in Mailbox
To send faxes in your mailbox using a Send Fax element
Receive Fax element
Latest Fax in Mailbox All Faxes in Mailbox
Using the Receive Fax service
Using the Receive Fax Element in a Service
Creating a Receive Fax service to receive fax notifications
Receive Fax Service Example
Fax-on-demand element
Page
Copyright 2009 ADTRAN, Inc
Using Advanced Elements
Using Advanced Elements
Enterprise Communications Server
Record Announcement element
Recording an announcement
Instructing callers how to make a recording
Mailbox Identifier
Recording a greeting
Recording a temporary recording
Internal Greeting External Greeting Out-of-Office Greeting
Advanced Record Announcement Options
within a service on page
To enable callers to change an announcement in a database
Recording into a database
To limit the length of a recorded message
To set Take Message specifications
Take Message element
Beep before recording Review message menu
Beep before recording Review message menu
Advanced Menu element
To set selection keys on a menu
To set Take Message specifications
Change Mailbox Password element
Manage Mailbox element
To remove a selection key from a menu
Verify Password element
Loop Counter element
Text To Speech element
Gather Digits element
To specify the number of digits to gather
Compare Data element
To direct a caller using the Compare Data element
To specify types of information using the Create Log Entry element
Create Log Entry element
Applications for the Execute Program element include the following
Recording Announcements on page Managing Announcements on page
11 Using Announcements in Call Answering Services
Using Prerecorded Announcements
Overview on page Using Prerecorded Announcements on page
To select a prerecorded announcement for an element
To preview a prerecorded announcement
Recording Announcements
Creating and recording announcements
To create an announcement
To record an announcement
The maximum length of a recorded announcement is 15 minutes
Audio commands
9. Select File Update
Changing announcements
To select part of the waveform
View and select commands
Process commands
Deselect the waveform by selecting anywhere in the waveform
3. Select View Zoom to Fit All
To delete part of an announcement
8. Select play to review the selected portion of the announcement
10. Select File Update
3. Select View Zoom to Fit All
To add to an announcement
7. Select File Update
14. Select File Update
To change the volume of a recording
Increase Volume Decrease Volume Maximize Volume
To copy an announcement
Managing Announcements
To create a folder for announcements
To put an announcement in a folder
Managing Announcements
Enterprise Communications Server
Copyright 2009 ADTRAN, Inc
Managing Data Sources
12 Using Databases in Call Answering Services
Accessing Data using Database Service Elements on page
Using Database Elements on page
The Add button is editable and might have a different title
To add information in a user data table
To delete a row in a user data table
To change information in a user data table
Examples
Data Type Definitions
Data Type
Value
Using the Data Source Selector
Accessing Data using Database Service Elements
You can also type a filter value manually in the filter value box
To specify a data source for an element
Example Format
Table 12-1 System values
Name
Description
Table 12-1 System values Continued
Table 12-2 Database elements
Using Database Elements
Fetch Data element
Fetch Data results
Sorting data rows
Selecting a row of data
Dial for Data element
Sorting data rows
Dialing for Data results
Selecting a row of data
Add Data element
Delete Data element
To specify a source and fields for the Add Data element
To delete a field assignment for the Add Data element
To specify field assignments for the Update Data element
Update Data element
Applying the move current row element
Move Current Row element
Prompt for Current Row element
Prompting callers when more than one row is returned
Caller input and results
Caller prompts
Overview on page Starting the Import/Export Wizard on page
13 Importing and Exporting
Starting the Import/Export Wizard
Importing and Exporting Items
To export an item
Setting Message Delivery Options on page
14 Setting Options
Setting General Options
Setting General Options on page
Setting Message Delivery Options
To change your message waiting light behavior
1. Select Tools Options
To set the number of minutes to wait between delivery attempts
To specify a default account code
To specify conditions to cancel Active Message Delivery
1. Select Tools Options 2. Select the Message Delivery tab
Sorting messages
To set the message summary mode using the desktop
Disabled Quick Verbose
Customizing your Mailbox
Turning message information on or off
Turning password verification on or off
To turn message information on or off using the desktop
To turn password verification on or off
To change the new LMS message notification sound
Setting Integrated Messaging Options
To specify display options for new LMS messages
1. Select Tools Options 2. Select the Integrated Messaging tab
To set the level of voice message compression
To change the IMAP user password
Compressing Voice Messages
1. Select Tools Options 2. Select the External Systems tab
Compressing Voice Messages
Enterprise Communications Server
Copyright 2009 ADTRAN, Inc
Solution
15 Troubleshooting
Troubleshooting Message Waiting Indicators
Symptoms
Possible Causes
Troubleshooting the NetVanta UC Server
Solutions
Symptoms
Using the NetVanta UC Server Logs
Solution B Uninstall the third-party antivirus or firewall software
Solution C Uninstall all software and reinstall
To acknowledge the alert notification
Errors and Warnings Alert Notifications
To view system errors and warning logs
Managing NetVanta UC Server Alerts from Windows SBS
To access the NetVanta UC Server alerts from Windows SBS
2. Select Clear log
Managing logs
To retrieve and view a log
To remove old log entries
To archive a log
Everything Entries created before today
Entries created before the beginning of the month
Entries created before a specific date
To delete a log archive
Troubleshooting warning log entries
To export a call log using the Import-Export wizard
Not all errors and warnings necessarily require action
Accessing Documentation and Training
Accessing Technical Support
To access the NetVanta UC Server product and service information
Accessing Technical Support
Enterprise Communications Server
Copyright 2009 ADTRAN, Inc
Active Message Delivery
Active Service
Appendix A - Glossary
Account Codes
Identities
DTMF
Fax-on-demand
Greetings
Unified Messaging
Remote mailbox management
Text-to-speech
User
Appendix A - Glossary
Enterprise Communications Server
Copyright 2009 ADTRAN, Inc
Appendix B - Installing the NetVanta UC Client Application
To install the application
4. Select Install UC Client
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