um8000 voicemail system - ally communications · 2020-02-18 · um8000 voicemail system ....

UM8000 Voicemail System Administration Guide

Ally Communicaions, LLC (256) 740-3900 www.allyavdvantage.com

Ally Communications, LLC. 2222 Chisholm Rd, STE 4

Florence, AL 35630 (256) 740-3900

http://www.allyavdvantage.com

CUSTOMER INFORMATION:

Phone System (SV8100)

IP Address: ________________________User Name: ________________________Password: _________________________

Voicemail (UM8000)

Login ID: __________________________

Password: _________________________

Logging into the Voice Mail (UM8000)

1. Open Internet Explorer (Chrome, Firefox and other browsers are NOT supported)

2. Click the link above or enter the IP Address in the address bar, followed by /admin.

3. Enter your User Name (9+your 3 digit extension) and Password (voicemail PIN)

4. Press Enter or click Login


Web Access on the LOCAL network: __________________________________

Web Access on an INTERNET connection: _____________________________9+ Your 3 digit extension number

Your voicemail PIN #

https://xxx.xxx.xxx.xxx:xxxx/admin/

http://xxx.xxx.xxx.xxx/admin


https://74.95.48.113:9001/admin/

http://192.168.1.6/admin

UM8000 System Programming: Web Administration Pages

Many pages in the Web Administration Console are divided into three areas: - The navigation pane, located on the left side of the console, links to other pages- The page, where data is entered and displayed- The title bar which contains the name of the record and the command icons

Command Icons

The Command Icons are located in the title bar at the top and appear as follows:

Save - Saves data changes

Find - Search for existing mailboxes, transaction boxes, etc.

Add - Create a new mailbox, transaction box, etc.

Delete - Deletes the current mailbox, transaction box, etc. displayed

Previous - View previous page

Next - View the next page

Help - Provides in-depth online documentation



Main Menu

The Main menu appears when you first log on to the voice messaging system.

On the left side of each system page is a navigation pane that contains links to the Web administration console pages. Each link in the navigation pane contains one or more pages with related fields. Click a link in the navigation pane to display a page.

Subscribers - Create subscriber templates and configure individual subscribers and guests settings. Pages in this category allow you to set schedules, passwords, account permissions, phone greetings, call processing and transfer options.

Call Management - Specify how the UM8000 answers, routes, transfers and records calls. Settings include call handling settings for the operator, opening greeting, any routing applications and menus, languages and voice detect applications.

Groups - Create or configure message groups, directory groups, and directory menus.

Reports - Generate reports of subscriber-based or system-based information, including message activity, message groups, phone sign-ins, disk storage, administration access, port usage and software information.

System - Set general information about the voice messaging system: site contact information, message storage and playback settings, system prompts, schedules, port settings and phone system integration.

Port Status - Displays the current activity and status of each port or incoming phone line.

Server Control - Start or stop the voice messaging software



Common Administrator Programming

Name Changing, Security Code Resetting, Adding/deleting a mailbox

1. Log into the Web Admin Console

2. Under the Subscriber menu select the Profile link

Profile Page of a Users Voicemail Box

3. Once here you may do the following:

- In the Name field, you may change the mailbox user name

NOTE: Based on Directory setup, the name field my show first name followed by last name

- Selecting the box beside Reset password to System Default password willreset the security code to the default security code 2222

4. Select the Save Icon



Resetting a Mailbox to New


2. Under the Subscriber menu select the Access Options link

Resetting a Mailbox in the Access Options

3. Scroll down to the Administration section

4. Select the box beside the option called Require First-time Enrollment

5. Select the Save Icon



Changing the Main Greeting


2. Under the Call Management menu select the Opening Boxes link

3. Under the Opening Boxes menu select the Greetings link

Opening Box > Greetings

4. Under Active Greeting select the greeting box you want to record/listen to

Note: The greeting box on the left is the Day Greeting, to the right is the Night Greeting and the one below the Day and Night boxes is the Alternate Greeting. To make the alternative greeting active, click the circle to the left of "Alternative greeting" and then hit the save button at the top right of the screen.

5. Once a greeting box is selected, a greeting window will pop up:



6. Before selecting record/play, a record/playback device must be selected

a. Select the down arrow key to open the options menu

b. Highlight the Playback Device and select Phone

c. Do the same for Recording Device

d. Select Options and enter the extension number to play/record from:

Selecting an extension to play/record from

7. When selecting the record icon, the extension entered will now ring.

8. Answer the ringing phone and the record tone will be heard

NOTE: Use the Stop Icon to stop recording

9. When finished select the Save Icon.



Setting up Holiday Greetings

You can us the Alternate Greeting as your holiday greeting and manual switch each time or you have the voicemail automatically switch the greetings for you.

Manual

1. Record the Alternate greeting the same way the main greeting was recorded

2. When ready to activate, select the ‘dot’ next to the alternate greeting and save

Automatic

1. From the main menu select System

2. Select Holidays

3. Select Holiday Schedule

4. Enter the dates that you wish to change greetings for and a greeting number



Note: If you wish to have your holiday play for 3 consecutive days you must enter ALL 3 days.

5. Select Greetings from the Holiday Menu

6. Select the greeting number from you holiday page and record your greeting.

Note: The holiday greeting will begin to play at 12:00am on the first scheduled day entered and return to the normal greeting at 12:00am the following day.



Setting up SMTP Forwarding on UM8000 [Please note that many sections of this document repeat material from the UM8000 Installation Guide and the Web Administration Console Help pages] Enter the appropriate information in three different places in the console before testing: System/Configuration/E‐mail Settings Subscribers/Subscribers/E‐mail Subscribers/Subscribers/Access Options

Configuring E‐mail Notification Settings

¹This is the site's e‐mail server. It may be hosted (SMTP is usually not 25 in this case). You may use the DNS name of the server if you have entered the address in the UM8000 Maintenance Menu under Configuration/Network Setup/DNS Server/Primary DNS. All other network setup is performed in SV8100/SV8300 blade configuration. In the case of a hosted e‐mail server, many of the common configurations are posted in online forums (see http://www.emailaddressmanager.com/tips/mail‐settings.html ‐‐for example). Delivery to a hosted e‐mail server is not officially supported. ²The port number (usually a TCP port) may change depending on the server used. The IT provider for the site should have this information and also be able to specify whether or not Secure Socket Layer (SSL) is required (also referred to as TLS or “Transport Layer Security”). ³Authentication adds another layer of security that e‐mail servers often require. If a user authenticates, this usually accommodates stricter policies for relaying e‐mail. We recommend creating a proxy account for voicemail because existing users can change account names or leave the company, etc. The three authentication types are summarized in the Help screens under System > Configuration > E�mail settings (see next page):

http://www.emailaddressmanager.com/tips/mail-settings.html

4 The sender e‐mail account. Depending on the security level required by the e‐mail server, this could even be

fictitious. More likely, you will need to use the account name from the field and add @ with the domain name (i.e. [email protected]) 5 The name displayed in the From: field of e‐mail messages sent to the client with voice/fax notification or delivery.

On setting these values and hitting the (save) button you may encounter one or both of the following “errors”:

These do not currently report accurately so it is best to ignore both statements. If you are concerned that the customer may be alarmed by these errors in the console, hit F5 to refresh after you have made all the necessary changes in e‐mail settings and the prompts will no longer display on the web console. There is still a possibility that the setup is not correct, please see below for information on troubleshooting. At the end of this document you will also find an example page set up to deliver to gmail.com in Appendix A.

Configuring Subscribers Once the global set up is in place, the Subscriber/E‐mail page will need an SMTP address for the recipient under E‐mail Notification/E‐mail Address. This should be entered just as you would any e‐mail address. Normally you would not configure the E‐mail Reader section because this is not part of the feature but entails an entirely different feature.

Formatted: Right: -27 pt

mailto:[email protected]

Finally, under Access Options you will want to flag the correct actions to meet the customer’s expectations:

Troubleshooting SMTP Forwarding Using Logfiles

At present the Web Console includes a trace under System/Logs/Modules called “E‐mail” but it does not yield the most information. The best log for tracing this is located in /opt/vmail/var/log, called “msmtp.log”. You can access this log through PuTTY by selecting ‘2‐Maintenance’ and ‘2‐Command Prompt’; after you log in.

From the bash prompt (also called “the command prompt”), you can enter pwd at any time to check your location. Your present working directory on connecting is always /opt/vmail. Enter

cd var/log

This places you in /opt/vmail/var/log, where the msmtp.log can be found. View the file by editing it or by “tailing” it. Editing allows a static view of the file after results have been written to it. The editor also includes a search option:

mcedit msmtp.log

Tailing allows a dynamic view of the file. You can stop a tail by hitting <Ctrl>+c

tail –f msmtp.log

The msmtp.log should not show information like the following:

Mar 24 12:38:21 host=smtp.avst‐inc.com tls=off auth=on user=voicemail@avst‐inc.co from=voicemail@avst‐inc.com recipients=bobbysmith@avst‐inc.com smtpstatus=535 smtpmsg='535 Sorry.' errormsg='authentication failed (method PLAIN)' exitcode=EX_NOPERM

This is undesirable, obviously, the expected result is “EX_OK”. Note that the latter portion of the logfile entry is all information coming from the e‐mail server. It is a statement describing the misconfigured setting—in this case, verify the user account’s permissions on the e‐mail server since the exitcode states “no permissions”.

In general, any 500‐level message from the e‐mail server will indicate a failure. Each time you change a setting, it will be necessary to record another voicemail to test again. Here is another example of a message that could not be sent:

Sep 30 13:58:24 host=smtp.avst‐inc.com tls=off auth=on user=voicemail@avst‐inc.com from=voicemail@avst‐inc.com recipients=bobbysmith@avst‐inc.com errormsg='the server does not support authentication method PLAIN' exitcode=EX_UNAVAILABLE

This does not appear with a 500‐level message but it clearly states that the PLAIN method is not supported and LOGIN or NTLM must be used. It would be better still to verify with the e‐mail provider which authentication method is supported.

Checking SMTP Service

In the previous section, the voicemail system used a series of commands to forward e‐mail and the results were detailed in a logfile. In this section, all of the commands are broken down into a manual process that a technician can use to isolate the step where the protocol may be failing:

1) Run the following command: sudo telnet [IPAddress] 25 where [IPAddress] refers to the E‐mail server's IP address. You should get a response similar to the following: 220 ophelia.avst.com E‐mail Internet Agent 6.5.0 Copyright (c) 1993‐2002 Novell, Inc. All rights reserved. Ready

Note: This step verifies that the SMTP service is operational on the e‐mail server. In the example, it is a GroupWise server.

2) Type the following: ehlo You should see something similar to the following: 250‐ophelia.avst.com 250‐8BITMIME 250‐SIZE 250‐AUTH LOGIN 250 AUTH=LOGIN

[Some servers will not respond to ‘ehlo’ but will reply to helo]

3) Now run the following: mail from: [sender's e‐mail address] where [sender's email address] is any email address. You should get back the following (or similar): 250 OK ‐ mail from <[email protected]

4) Now run the following: rcpt to: [recipient's e‐mail address] where [recipient's e‐mail address] refers to the E‐mail account's e‐mail address (the person receiving the message). You should get back the following (or similar): 250 OK ‐ Recipient <[email protected]

Note: This step is important because you are verifying that you can actually send e‐mail messages to this recipient. Many times, a failed e‐mail integration between e‐mail and the voicemail server involves configuration problems with the SMTP service (e.g. relaying turned off, denied access to server, etc.).

Note: If you get the message ‘550 Relaying is prohibited’ instead of the previous message this means the SMTP server is not allowing e‐mail to be sent outside the company from the machine you’re using to TELNET into the server. If the machine you’re using is the voicemail server, it means the voicemail server is not authorized to use the SMTP service.

5) Assuming relaying is allowed, you would now type: data

You should see the message 354 Enter mail, end with "." on a line by itself At this point you can enter any text for the body of the e‐mail message. A suggestion is to type the following: From: Telnet User Subject: Testing SMTP Service Hello. This is a test of e‐mail integration from the voicemail server, this is only a test. When you have finished entering the body of the e‐mail message, enter a period by itself on a line: . You should now see the message 250 OK and you should have the recipient of the e‐mail message check that he or she received the message.

6) You can disconnect with quit

Appendix A: Example of E‐Mail Notification Settings with smtp.gmail.com

Please note: Offsite forwarding is not officially supported but it is known to work. See the UM8000 Installation Guide for more information on the scope of support for this feature (Ch. 12 “E‐mail Integration”)


Basic Administration via Telephone

1. Press VMsg or dial the voicemail pilot number.a. Off-site - Call the main number.

i. Auto Attendant answers: Enter 9+ Your Extensionii. Employee answers: Have them press Transfer and then VMsg

2. Enter your security Code3. Press 0(MGR) to enter the management menu4. Press 5(GREET) for Opening Greetings5. You will hear “The system is in day/night mode, would you like to change to

alternate greeting mode?" OR if already in alternate mode you will hear "The system is in alternate greeting mode. Shall I leave it on?" Press 1 to enable or maintain alternate greeting mode, or 2 to disable and return to use standard day/night greetings

6. You can now hang up or follow the audio prompts to edit the recordings You will then hear the following: (Remember to press 1 for YES and 2 for NO)

COMPANY GREETINGS AND ALTERNATE GREETINGS - SET, DISABLE, OR RE-RECORD

Would you like to change the greetings for ‘Opening Box’ ? The current day greeting is …..would you like to change it? The current night greeting is …. would you like to change it? The current alternate greeting is …. would you like to change it?

Note: The alternate greeting mode lets you record a greeting to play no matter what time of day or night it is. When you record this greeting, you do not record over your day or night greetings. It is a greeting of its own. When you place the system in alternate mode, this greeting will play 24 hours a day UNTIL you put the system back in day/night mode.

um8000 voicemail system - ally communications · 2020-02-18 · um8000 voicemail system ....

Documents