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Message Manager

Message Manager is a combination of communications systems that function as one software application from a PC. Subscribers with Message Manager can create, send, and receive compound messages containing multiple media types—voice, fax, text, or file attachments (attached software files).

Message Manager is a Windows-based graphical user interface (GUI) that allows the INTUITY AUDIX system messages to be viewed on a PC screen through a local area network (LAN) or dial-up connection.

The visual aspects of Message Manager distinguishes it from other voice messaging products. Message Manager allows you to view who sent the message, a brief subject describing the message, the time and date the message was received, and the type of message received. This information helps subscribers prioritize how they access messages and develop mailing lists more easily.

Message Manager (Release 4.1 and later) is available in seven languages—English, French, Spanish, Brazilian Portuguese, German, Dutch, and Czech. Additional languages are being considered for future releases.

Topics include:

Capabilities and Benefits

Message Manager offers product capabilities that benefit subscribers in organizing their text, fax, or the messages.

Capabilities

Message Manager includes the following basic capabilities:

Extended Capabilities

Customers have a choice of extended capabilities to:

Requirements to Run Message Manager

Message Manager requires client software and minimum hardware standards and a LAN connection to the INTUITY AUDIX server.

Software and Hardware Requirements

The following hardware and software is necessary to support Message Manager.

For Message Manager 4.5 the following requirements necessary to suport Message Manager:

Verify you have the following minimum hardware and software:

One of the following compatible operating systems:

LAN and the INTUITY AUDIX Server Requirements

Requirements for the local area network (LAN) include:

Internet Messaging Requirements

Message Manager Release 4.3 and above supports Internet Messaging if the following requirements are met:

System Capacity

The following system capacities apply:

Messaging Enhancements

Every Message Manager release offers features that add to the efficiency of any work environment. These features are summarized in the section that follows.

New Message Notification

Subscribers of Message Manager receive a notification when a new message is received. This notification is either a small icon that appears in the toolbar or a pop-up window that appears on the PC screen.

From the main Message Manager screen, subscribers can view the:

Play or View a Message

After you select a folder, the messages stored within the folder are displayed. You can select one of the messages to play or to view its contents. The following explains the options available for playing or viewing a message.

Reply to or Forward a Message

After you play or view a message, you may want to add your comments and respond to the sender or mail it to another INTUITY AUDIX subscriber.

Send Messages to Multiple Recipients

You can create and send a message to one or several people, with one or more message components. The message is delivered as soon as possible or can be scheduled for a later delivery time.

Addressing

You can send the message to just one person, a list of people, or to someone who has email on a remote system.

Send Faxes

The optional fax software for Message Manager is used to create and send a new fax message. After the fax is sent, you can use the Outgoing Folder to check the status of the fax.

Fax from Other Applications

Although faxes can be stored in and sent from Message Manager, creating and sending a new fax is actually done from any other application that allows printing.

Create a Custom Fax Cover Page

You can use the Fax Cover Page Designer to add text or bitmap graphics to the fax cover page. You can also use the Designer to change the location and size of the Message Manager text display areas.

Send and Receive Email

If your server is set up for Internet Messaging, you can send and receive email messages. An email message is like any other Message Manager message except that you address it differently from the way you address mail sent internally.

Use the Outgoing Folder

After a message is sent, you can check its delivery status by opening the Outgoing Folder. The Outgoing Folder lists all the messages you have sent, indicates the time they were sent, and confirm whether the recipient has received or accessed the message. In this folder, more delivery information is available by double-clicking a message or by highlighting a message and selecting the View Delivery Report option under the Activity pull-down menu.

Build Personal Phonebook

You can use the Personal Phonebook in Message Manager to store "cards" with the addresses of the INTUITY AUDIX subscribers, as well as other numbers and notes. Once subscribers are added to the Phonebook, you can quickly add them to an address list. The Personal Phonebook is stored on your PC and can be used while working offline.

Build INTUITY AUDIX Lists

With INTUITY AUDIX lists, you can store the addresses of sets of people to whom you want to send messages all at once, such as a project team or a corporate department. You can quickly address a message to an entire address list. INTUITY AUDIX lists are stored on the INTUITY AUDIX server and are not available offline.

Work Offline

If you work away from the office, you may want to edit messages you have received or compose new messages, and then log in later and send them during a single telephone call. This saves toll charges because an INTUITY AUDIX server connection is not required.

Minimize or Lock Message Manager

You can minimize Message Manager and still be notified of new messages throughout the day. Log in to Message Manager and minimize Message Manager. Later, you can restore the program to retrieve messages or to create and send new messages.

For enhanced security, Message Manager has a Lock feature. When you select the icon, the application is minimized and requires your INTUITY AUDIX password to be restored. Locking Message Manager prevents others from accessing your INTUITY AUDIX mailbox. This capability is inactive while you work offline.

Record Your Name or Greetings

When you install Message Manager, you can use your name and personal greeting that were recorded through the INTUITY AUDIX telephone interface. However, you can select a menu option to record your name or display a screen to record and manage greetings. The INTUITY AUDIX server uses the choices you make in Message Manager for playing names or greetings to your callers.

Outcalling

If you are away from the office, Message Manager can still notify you of new INTUITY AUDIX messages. Use the Outcalling feature to enter a telephone or pager number that the INTUITY AUDIX server dials to notify you of new messages.

Sound Card

Message Manager uses an audio connection to your telephone to play or record voice messages or greetings. However, you can use your computer's sound card with speakers and a microphone instead. This is also the only way to play or record your voice messages while you work offline.

Planning Considerations

An account representative works with the customer to determine the optimal configuration of software and hardware to meet present needs and future plans.

Planning the integration of Message Manager with the INTUITY AUDIX system can involve the customer's PC/LAN system administrator. Another important planning consideration is understanding that customers are responsible for installing Message Manager. This is true whether the installation is on a PC or on a server for access by subscribers over a LAN. The application can be installed from diskettes, from a CD, or from a LAN file server.

The following sections highlight some of the major considerations customers should be aware of in order to take full advantage of a multimedia messaging system, such as Message Manager.

Message Size

A multimedia message created using Message Manager can have a significant impact on the space allocated for subscriber mailboxes. The following table provides a comparison of message length to mailbox size.

Table: Message Manager and INTUITY AUDIX Mailbox Size
 
Mailbox Size
Maximum Message Length
4800 sec (1:20 hr)
2.4 MB or 1200 sec (20 min)
3600 sec (1:00 hr)
1.8 MB or 900 sec (15 min)
2400 sec (0:40 hr)
1.2 MB or 600 sec (10 min)
LAN Impact

The INTUITY AUDIX system is viewed as a server on a LAN. The PC/LAN system administrator at a customer's site should handle LAN installation, administration, and troubleshooting.

Use the information in the table for Impact of Message Manager on LAN Traffic to calculate how much of the LAN traffic on a system is expected to be comprised of Message Manager messages (including messages with attached components) based on the messages a typical subscriber generates during a busy hour.

Table: Impact of Message Manager on LAN Traffic
 
Component Type
Packet Size Distribution
Message Manager (Packets per Hour)
Message Manager (Packets per Second)
Voice (without sound card)
  • 96% small packet messages (100 bytes)
  • 4% large packet messages (1KB)
102
(without sound card)
102 (packets/hour/subscriber) times number of subscribers divided by 3600 (seconds/hour)
Voice (with sound card)
  • 50% small packet messages (100 bytes)
  • 50% large packet messages (1 KB)
111
(with sound card)
111 (packets/hour/subscriber) times number of subscribers divided by 3600 (seconds/hour)
Fax
  • 33% small packet messages (100 bytes)
  • 67% large packet messages (1 KB)
20
20 (packets/hour/subscriber) times number of subscribers divided by 3600 (seconds/hour)
Message Manager text message
  • 33% small packet messages (100 bytes)
  • 67% large packet messages (1 KB)
25
25 (packets/hour/subscriber) times number of subscribers divided by 3600 (seconds/hour)

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http://www.avaya.com
Avaya UCS Information Development
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