EVM Admin Guide

Copyright Notice

Information in this document is subject to change without notice and does not represent a commitment on the part of Mutare Software. Mutare Software makes no warranties with respect to the contents of this document and specifically disclaims its fitness for any particular purpose. Mutare Software reserves the right to make changes on it from time to time without obligation to notify any person organization of such revisions or changes. The screen images in this document are meant to be a close representative, not an exact duplicate, of those that appear on your color monitor.

Trademarks

Enabled VoiceMail is a trademark of Mutare Software.

Modular Messaging is a registered trademark of Avaya Inc.

Outlook is a registered trademark of Microsoft.

All other products mentioned in this document are trademarks of their respective organizations.

Rev. 6/2008 – 2.0

Table of Contents

Table of Contents 3

Chapter 1 – Overview 4

Chapter 2 – System Administration 5

Assumptions 5

Requirements 5

Logging In 5

Using the View Tool 6

Add Users 7

Delete Users 7

Modify Users 7

Edit Admins 8

EVM Devices 9

Add Device 9

Modify Device 11

Delete Device 11

Email Templates 11

Device Groups 13

Add Device Group 13

Modify Device Group 13

Delete Device Group 14

Chapter 3 – Reporting 15

EVM Status 15

EVM Message Log 16

Sorting 16

Export to CSV 16

EVM Event Log 16

Chapter 4 – Settings 18

Add Setting 18

Modify Setting 19

Delete Setting 19

EVM Notes 20

EVM Known Issues 20

Chapter 1 – Overview

If you have a Modular Messaging system, your employees can greatly benefit from Mutare’s new Enabled VoiceMail (EVM) application.

EVM for Modular Messaging® allows ANY email system (Exchange, LotusNotes, GroupWise, etc.) to be the repository for all your voice, fax and email messages.

Modular Messaging system release level must be 3.1 or higher to support version 2.0 of Enabled VoiceMail.

All EVM applications are easy to administer and individual settings can be configured by the user from many different browsers.

Chapter 2 – System Administration

Assumptions

This document will refer to the folder where EVM is installed as D:\OD\.

Requirements

Access to the OD folder on the Application Server is required for many of the features.

Logging In

Using a web browser, browse to the EVM Administration web page (the file name is admin.asp).

You will be presented with the following page:

Enter the Admin ID and Password and click the Login button.

A successful login will take you to the main EVM Web Administration page:

Here you can configure users including setting the user’s Device Group (refer to page XX for Setting up Device Groups). You can also switch between systems if you have multiples. License Usage is provided at the bottom of the page.

Using the View Tool

The View Tool at the top of the EVMUsers section allows you to search for users. Use the first pull-down menu to select whether to search by Name or Mailbox. The second pull-down menu has the options Begins With/Contains/Is Between. Then enter in the sort string in the box and click the Sort button. If Is Between is selected from the second pull-down menu, a second box appears. Enter the second sort string in this box and click the SAVE button. The default sort is all users whose Name Begins With “A”:

Use the “%” character for a wildcard. For example, “View where Name Begins with %.

Add Users

For each user you want to add, insert a mailbox number and the user name in the appropriate fields. Then assign them to a Device Group (refer to page XX for Setting up Device Groups).

EVM Usage: As users are added, the License Usage counter will be automatically updated to indicate the remaining licenses.

SpinVox Usage: If the user is added to a Device Group that includes SpinVox transcription capabilities you will see the SpinVox Usage counter increase as well showing the number of users with that capability.

Again, once changes are made, click the ADD button or the SAVE button.

Delete Users

To delete a user, click on the DELETE button to the right of the user record. A new window will appear for confirmation before actually deleting the user.

Modify Users

To modify a user’s Mailbox, Full Name or Device Group on the screen, simply edit the entry by changing the fields, and click the Save button.

Click the “View” link next to any user to see their EVM settings. A new window will appear with the user’s EVM page:

Edit Admins

The first time you use the EVM Web Administration page, you should change your password. Click the ADMINS link in the top menu on the main page and the following page will appear:

The default admin that is set up has full rights to all systems (if more than one system) as well as full rights to edit user settings. You can change the admin ID and Password of this default user. The changes will not take affect until you have logged out of the web page.

When creating a new Admin, you can create an ID and Password. A Name will also need to be filled out. There is an optional Email field for receiving administrative emails from the system. For Admin Permissions, you can set System Access from the drop down. In addition the admin can have different editing capabilities for User Edit Settings.

System Access / Description
<Can Access All Systems> / Able to Edit Administrators table and access any system
Only: XXXXXXXXX / Not able to Edit Administrators table and can only access specified system <XXXXXXXX>
User Edit Settings / Description
Allowed to Edit Users / Able to edit any user settings
Allowed to View Users / Not able to edit user settings but is able to view user settings
No User Access Allowed / Not able to view user settings - “View” link is not available

EVM Devices

Click on the DEVICES link from the main page menu to access the EVM Devices administration.

EVM sends voicemail deliveries and notifications to different devices. Many devices have specific requirements such as an audio file in a certain format. The Devices page allows you to set as many different devices as necessary to meet the requirements of your organization.

Default Devices - There are two default devices provided at first installation. These include Email Desktop and Cellular Notification.

Email Desktop is for users that want to receive an EVM Email to their desktop email client. This may be most users in your organization. This email is formatted to include new voice and fax attachments as well as links for deleting the messages.

Cellular Notification is formatted for cell phone text messages. There are no attachments and no links.

Add Device

At the bottom of the EVM Device page is a blank device entry. Here you can type in your Device Name and Description. Be sure to include any specifics such as the type of device. An example might be “Blackberry MP3.” This would be for users that require an audio attachment arrive in an MP3 format to play on a Blackberry.

For Message Options select from each drop down menu.

Send: / Description
User / User can select whether to receive voice, fax or both
Both / Admin forces user to receive both voice and fax messages
Voice / Admin forces user to receive only voice messages
Fax / Admin forces user to receive only fax messages
Voice: / Description
None / User does not receive any Voice messages
User / User can select the audio format of voice messages
GSM / Admin forces user to receive voice message as GSM WAV file
MP3 / Admin forces user to receive voice message as MP3
Fax: / Description
None / User does not receive any Fax messages
User / User can select the fax format of fax messages
TIF / Admin forces user to receive fax messages as TIF
PDF / Admin forces user to receive fax messages as PDF

The Cell Carrier will be set to None unless actually sending to a cell phone. If you are setting up a Cellular device, you can select from the following:

Cell Carrier: / Description
None / User is not presented with a cell phone option
User / User can select their cell carrier from a drop down list
Specific / Admin forces a specific cell carrier to be used

The Cell Carriers that are part of the drop down list either for the admin or the end user can be edited by clicking on the “Edit” link in the row header. A new window will open displaying the current cell carriers. Use the ADD button to add new carriers or click the DELETE button next to any carriers you wish to not appear.

In order to enable a device with SpinVox, simply select from the drop down menu in the SpinVox column.

The options include:

SpinVox: / Description
User / User can select to receive the SpinVox conversion to device
No / User is not presented with an option for SpinVox
Yes / Admin forces the SpinVox conversion to the device

When sending SpinVox conversions to cellular devices, carriers often times will shorten the message, send as multiple messages or incorrectly order the multiple messages. Mutare will help test the different carriers your organization has in order to optimize this option with cellular devices. SpinVox conversion may delay the receipt of the EVM email until the conversion can be completed.

Modify Device

Caution: Any modifications to a device that is already deployed may adversely affect users that have already set up the device. Modifications can be made to any of the fields listed for a device. Be sure to click the SAVE button to complete the changes.

Delete Device

Caution: Deleting a device that is already deployed may adversely affect users that have already set up the device. Any users that have the device enabled will lose their settings and need to select another device. To delete a device, simply click the DELETE button to the right side of the device. A confirmation window will appear before deleting the device permanently.

Email Templates

Each device has an email template that defines what information is included in the From Address, Subject and Body of the email. Click the EMAIL button on the right side to access.

The From Address defines what email address the user sees in the From field of the EVM message.

The TEST button allows the administrator to enter his or her email address in the To: field and the application will send a test message based on your settings. This is used to confirm the formatting as well as the From Address.

The Subject field includes tags that will provide a descriptor for the message.

The body can be set as HTML or Plain Text. The actual body of the email follows. This too can include tags that specify certain variables including message type, date and time of the message as well as which links you want in the email. For assistance in setting up these email templates, please contact your Mutare project manager.

Device Groups

After you have successfully set up some Devices, it is necessary to create Device Groups. Each user is associated with a Device Group. A Device Group is usually made up of a subset of all Devices. You choose the Devices based on the users that will be in that group and what choices they require. Click on the DEVICE GROUPS link at the top of the main page.

Add Device Group

To add a new device group, simply click the Add link on the right side of the page. This opens a new window.

Type in the name of the group being as descriptive as possible in the space provided. For example you can type in Sales Department. This will make it easy to assign the Device Group when adding users.

After adding the new group, choose which devices should be included by using the buttons. This allows you to add and remove Devices from your Device Group.

You can also choose the language associated with the group from the drop down.

Modify Device Group

Modifying a Device Group is simply done by adding or removing devices.

Delete Device Group

To delete a Device Group, select the Device Group from the drop down menu. When you see it listed next to “Devices in Group:” click on the Delete link next to the entry. A confirmation window will open before completing the deletion.

Chapter 3 – Reporting

EVM Status

By clicking on the STATUS link at the top of the main page, you will be taken to the EVM Status page.

Reporting for EVM is accomplished through log files displayed on the web page showing the latest information available for each of the functional components. The logs are stored in the SQL database.

If you are running multiple systems, you can status a specific system by selecting the System at the top of the page. There is also an option for all systems which will provide limited information for all systems at one glance.

Immediately the status of the EVM application can be seen at the top of the EVM Status page.