ADTRAN 619510003-1A User Manual
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NetVanta Unified Communications

NetVanta Enterprise Communications Server

Personal Business Assistant User Guide

Version 4.5

619510003-1AOctober 2009

619510003-1A

Copyright © 2009 ADTRAN, Inc.

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Trademarks

Enterprise Communications Server

 

 

Trademarks

Any brand names and product names included in this manual are trademarks, registered trademarks, or trade names of their respective holders.

To the Holder of the Manual

The contents of this manual are current as of the date of publication. ADTRAN reserves the right to change the contents without prior notice.

In no event will ADTRAN be liable for any special, incidental, or consequential damages or for commercial losses even if ADTRAN has been advised thereof as a result of issue of this publication.

Service and Warranty

For information on the service and warranty of ADTRAN products, visit the ADTRAN website at http://www.adtran.com/support.

901 Explorer Boulevard

P.O. Box 140000

Huntsville, AL 35814-4000

Phone: (256) 963-8000

Copyright © 2009 ADTRAN, Inc.

All Rights Reserved.

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Copyright © 2009 ADTRAN, Inc.

619510003-1A

Enterprise Communications Server

Conventions

 

 

Conventions

Notes provide additional useful information.

Cautions signify information that could prevent service interruption or damage to equipment.

Warnings provide information that could prevent injury or endangerment to human life.

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Conventions

Enterprise Communications Server

 

 

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Table of Contents

1 Getting Started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Conventions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Starting the Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 First-time Access using the Desktop. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Changing your Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Accessing your Mailbox for the First Time . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

2 Customizing your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 Customizing your Mailbox using your Telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 Customizing your Mailbox using your Computer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

3 Customizing Incoming Call Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .29

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Managing Extensions and Identities Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

4 Managing Messages using your Telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .31 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31 Accessing your Mailbox using your Telephone. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31 Listening to Messages Remotely . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31 Sending Messages from your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33 Caller Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

5 Managing Messages using your Computer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .39 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39 Managing Messages in Microsoft Outlook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39 Managing Messages in Lotus Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45 Managing Messages in the Mailboxes Menu in the NetVanta UC client. . . . . . . . . . . . . . . . 51

6 Using SIP Telephones. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .55 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55 Customizing your Phone. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55 Using SIP Phones . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

7 Faxing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .67

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

Sending Faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

Receiving Faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91

8 Creating Distribution Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .93

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93

9 Creating Custom Call Answering Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .95 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95 Managing Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96 Using the Service Editor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100 Working with Elements to Build a Service. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102 Customizing Services using Parameters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104 Validating Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105 Troubleshooting Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106

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Enterprise Communications Server

10 Using Elements to Create Call Answering Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .107 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107 Using Standard Elements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111 Using Advanced Elements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130

11 Using Announcements in Call Answering Services. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .143

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143

Using Prerecorded Announcements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143

Recording Announcements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145

Managing Announcements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153

12 Using Databases in Call Answering Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .155 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155 Managing Data Sources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155 Accessing Data using Database Service Elements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159 Using Database Elements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163

13 Importing and Exporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .173

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173

Starting the Import/Export Wizard. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173

Importing and Exporting Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173

14 Setting Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .175 Setting General Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175 Setting Message Delivery Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176 Customizing your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 178 Setting Integrated Messaging Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 180 Compressing Voice Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181

15 Troubleshooting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .183

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183

Troubleshooting Message Waiting Indicators . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183

Troubleshooting the NetVanta UC Server. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 184

Using the NetVanta UC Server Logs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 185

Accessing Documentation and Training . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 191

Accessing Technical Support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 191

16 Appendix A - Glossary. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .193

17 Appendix B - Installing the NetVanta UC Client Application . . . . . . . . . . . . . . . . . . . . . . . . .197

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Copyright © 2009 ADTRAN, Inc.

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Enterprise Communications Server

Getting Started

 

 

1 Getting Started

This chapter introduces the NetVanta Enterprise Communications Server client application in Personal Business Assistant mode and presents some basic operations. This chapter covers the following topics:

Overview on page 7

Conventions on page 9

Requirements on page 10

Starting the Application on page 10

First-time Access using the Desktop on page 10

Changing your Password on page 12

Accessing your Mailbox for the First Time on page 13

Overview

The UC Server application in Personal Business Assistant mode provides not only the most commonly used unified communications features, but also the opportunity to design your own auto attendent services and to record customized announcements. Master the basic functions and manage your personalized greetings and delivery features with efficiency and ease, right from your desktop. The user interface is remarkably user-friendly.

The UC Server is integrated with Microsoft Outlook so that you can access voice, fax, and email messages from a single inbox. The type of each new message is signaled by a distinctive icon that you can recognize at a glance, just as you are familiar with the envelope that indicates reception of an email message.

You can use a local or remote telephone to log on to the system and retrieve not only voice messages but email. With a single keypad command, the text-to-speechengine reads email messages to you over the phone. You are also informed if you have received fax messages.

Please note that your system administrator needs to set your call answering mode to Personal Business Assistant for you to have access to this mode.

All users on the system manage, and are managed by, user profiles, identities, and authorizations.

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Overview

 

Enterprise Communications Server

 

 

 

 

 

 

 

 

 

Active

 

 

 

 

NetVanta

Directory

 

 

 

 

UC Server

 

 

 

 

 

 

 

User Authentication:

Users may be authenticated with the NetVanta UC Server or by Microsoft Active Directory.

User Authentication

User Profile

User Profile:

Authenticated users have a user profile in the NetVanta UC Server that manages their business assistants and their message stores across multiple identites and devices.

Identities

Business Communications:

Various SIP-CompatibleDevices:

Each user can have multiple identities associated with traditional telephony equipment such as PBXs.

Each user can have multiple identites associated with different SIP devices

Authorizations give some users access to the profiles of other users, for management purposes. Likewise, users can have access to any number of other users, provided they have been granted authorization to do so.

Users can have any number of identities on the system, such as an extension number. Through the user profile, users can manage the identities that are associated with their profile.

The UC Server is integrated with Active Directory.

For more information about the UC Server, refer to the ADTRAN website at http:// kb.adtran.com. Here you will find reference materials, a quick reference card, and SIP phone user guides.

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Copyright © 2009 ADTRAN, Inc.

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Enterprise Communications Server

Conventions

 

 

Conventions

Document conventions

Text

Bold font is used to indicate important input data and keywords.

Shortcut menus

Steps for procedures generally instruct readers to use shortcut menus, although commands can also be made using menus and toolbar buttons.

To obtain a shortcut menu, right-clickthe icon or folder you want to access then select the command you want.

Voice recording conventions

Computer audio card device

Telephone handset device

You can select the icon of the audio device when you play or record. The settings are saved and the last device that you selected is automatically used.

Record button

Stop button

Play button

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Requirements

Enterprise Communications Server

 

 

Requirements

Before proceeding, you need to get the following information from your network administrator:

The name of the server to which to connect

The UC Server access number

Your default password for performing mailbox management

The system-definedkey used to perform remote mailbox management

Starting the Application

The application might already be installed on your computer. If it is not, ask your network administrator for assistance, or refer to Appendix B in this manual for instructions about how to do the installation.

To start the application

1.Select Windows Start > Programs.

2.Select NetVanta UC client.

3.Select UC Client and the Choose UC Server dialog box opens.

4.Type the UC Server name in the Server name text box.

5.Enable the Save server as default check box, and then selectOK. In the Server login dialog box, type your user name and password. From now on, the application remembers the server name so that you do not have to enter it again. When you start the application for the first time, theFirst-timeAccess Wizard Welcome menu appears.

First-timeAccess using the Desktop

If you change your password using the telephone and want to change it again in the application, you must restart the application to synchronize the password.

The First-timeAccess Wizard guides you through the following procedures:

Changing your password

Recording your greetings

If you are an IMAP user, you can also configure your IMAP user name and password. If you are not an Exchange user, the wizard allows you to change the contact system if it finds more than one compatible

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