Amanda Smart Web Client User manual

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Using Amanda Smart Web Client
Introduction
Amanda Smart Web client is a browser based web client used to retrieve voicemail
messages, change mailbox settings, and to control incoming calls from the Amanda
Portal server. Being browser based makes it easy to access the Amanda Portal system
from anywhere within the office network or even the Internet.
This document outlines how to login and use Amanda Portal’s browser based web client
to retrieve messages, change mailbox settings, and use call control. In order to listen to
messages the PC you’re accessing the server from must have a sound card and PC
speakers installed.
Accessing Amanda Portal from a Web Browser
To access Amanda Portal using a web browser such as Microsoft’s Internet Explorer
point your browser to the IP address (or domain name) of the Amanda Portal server PC.
After doing so you’ll be welcomed and offered the option to “Login” or go back to the
previous screen (as shown in figure 1).
Figure 1
To start the login process, click the “Login” button. Clicking the “Back” button will take
your browser back to the previous screen.

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Logging into a Mailbox
To login to a mailbox, click the login button. After clicking login you’ll be prompted to
enter a “User name” and “Password” (as shown in figure 2).
Figure 2
User name Enter the mailbox number you wish to login to.
Password Enter the mailbox password.
After entering in a mailbox number (as the “User name”) and the mailbox password,
click the “Ok” button to login to the mailbox.
Using the Links
Once logged in you’ll immediately notice four links at the top of the screen. These links
are used to access different pages within the web client. For example, to access your
messages, click the Messages link. To change mailbox settings, click the Mailbox
Settings link, etc.
The default-starting page is “Mailbox Settings”. You can click on any of the links to
access or to change your options. A brief summary of what you can do by clicking on
each link is:
Messages Click on the messages link to access your voicemail and fax
messages. The messages page consists of three areas, new
messages, saved messages, and the trash bin.

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Mailbox Settings Click on the mailbox settings link to view or modify a mailbox’s
configuration.
Call Control Click on the call control link to enable or disable call control. Call
control can only be used when Amanda Portal is configured to
perform call supervision.
Logout Used to logout of the web client.
Blinking Light Descriptions
Below the links for the different pages (Messages, Mailbox Settings, and Call Control)
you’ll notice three buttons. Each button has a specific purpose.
New Message Flashes red when a new message is received in the mailbox.
New Call Flashes red when a new call has been received after Call Control
has been activated. For more information see “Call Control” on
page 11.
Disconnected Flashes red when the web client has been disconnected from the
Amanda Portal server. The user can still view and manipulate
messages and change mailbox settings, but will not receive new
messages or call notifications.

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Messages
To access messages, click on the Messages link, this takes you to the messages page. On
this page you can access new messages by clicking the “Display New” button, access
saved messages by clicking on the “Display Saved” button, or delete messages by
clicking the delete checkbox next to a message, clicking “Update Marked” sending the
message to the trash bin. Figure 3 shows mailbox 2020 has received 4 new messages.
Figure 3 – New Messages
Initially, when clicking on the Messages link, it’ll display your new messages first. If you
don’t have any new messages, your saved messages will be displayed instead. To access
saved messages or the trash bin click on the “Display Saved” or “Trash Bin” buttons.
Click the speaker icon
to listen to a message
Private messages can’t be
forwarded

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Figure 4 – Saved Messages
Within the messages page, you can perform the following options by clicking on the
appropriate check box, icon, or button. The following lists each option with an
explanation of what it’s used for.
Delete Click the delete check box next to a message to mark it for
deletion. Click “Update Marked” to move messages marked for
deletion to the trash bin. Emptying the trash bin deletes the
messages from the mailbox. Additionally, closing the browser or
logging out of the web client will empty the trash bin.
Play Click on the speaker icon to play an audio message. The icon
below the play column can be a speaker (indicating an audio
message), a fax machine (indicating a fax message), or a page
(indicating a text message).
Type Indicates the type of message. Messages can be any of the
following types:
New, Saved, Urgent, Private, Return Receipt
A fax icon indicates you
have received a fax
message. Click the fax
icon to view the fax in
your default tiff viewer.

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Figure 4 shows how the icon for a message type can be a fax
machine indicating a fax, or a page indicating a text message in
addition to a voice message.
Caller ID/From Indicates the caller id / ANI number of the caller (if available for
external calls) or the mailbox number of who sent or forwarded the
message (if it’s an internal call).
Subject If caller id name is present, the caller id name will be assigned to
the subject field. Additionally, the subject field can be used to
assign information about the caller to the message for later review
such as their name or telephone number. To update the subject text
enter the text information the subject field and click set.
To Indicates whom the message was originally recorded for. If the
“To” says your mailbox number, it was originally recorded for
you.
Date/Time Shows the date and time the message was originally recorded.
Length Shows the length of the message in seconds for voice messages
and number of pages for fax messages.
Forward Click on the check box to forward a message to another mailbox.
After clicking on the forward check box, a window will pop up
prompting you to select whom you want to forward the message
“To” and also lets you append text with the message.
Display Saved Clicking display saved will take you from your new messages to
your saved messages. This button will only be available when you
have saved messages.
Display New While reviewing your saved messages or the trash bin you can
click “Display new” to take you back to your new messages. This
button will only be present when you have new messages.
Update Marked To delete a message, it must be marked for deletion by clicking on
the delete check box next to the message. Once a message is
marked for deletion you must click on the update marked button to
send that message to the trash bin.
Display Trash Click this message to see which messages you’ve sent to the trash
bin.

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Empty Trash Clicking on the “Empty Trash” button will delete all messages
currently in the trash bin.
Undelete Marked While in the trash bin you can undelete a message if it was sent to
the trash bin by mistake. When this is done the message is sent
back to “Saved Messages”.
Message Summary
Above the buttons for “Display New”, “Display Saved”, and “Display Trash” you’ll
notice the statistics for the number of messages in the mailbox. For example, figure 3
above shows 3 new, 0 urgent, and 7 total messages in mailbox 2020.

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Mailbox Settings
This page is used to modify mailbox settings (as shown in figure 5). Features for a
mailbox can be turned on and off by clicking on the appropriate check boxes or changing
the current values. Some settings are only viewable (such as directory names), and others
can be changed.
Figure 5 – Mailbox Settings
The following list explains what each setting is used for:
Extension Used to change the extension number assigned to your mailbox.
Internally, within the office your extension doesn’t normally
change. This is useful when traveling or outside the office.
Directory names This is normally assigned to a first and last name (but not limited
by two entries), you can also enter additional aliases, which will
also be used when callers dial the 411 directory.
Display name This is used to assign a textual counterpart to the name/extension
and will be shown in addition to the mailbox number when looking
at the mailbox lists.
You can listen to the
selected greeting by clicking
on the speaker icon

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Do not disturb Used to toggle do not disturb on or off. When a mailbox is in do
not disturb, calls will not be transferred and will go directly to
voicemail instead.
Call Screening Used to toggle call screening on and off. When enabled, Amanda
will screen calls for you and tell you who’s calling. When your
phone rings, you can press 1 to accept (connecting the call to you)
or 2 to reject (sending the caller to voicemail).
Store Messages When enabled, the mailbox will record messages when calls are
not answered. If disabled, the mailbox will not receive messages.
Play date and time When enabled, Amanda will play the date and time a message is
recorded when retrieving messages using a telephone. Play date
and time does not apply when playing messages using a browser.
Copy messages When enabled, messages will automatically be copied to the
specified mailbox.
No answer greeting Determines what greeting is played when a mailbox is dialed and
the extension is not answered.
New Greeting name Allows a mailbox user or administrator to assign greeting names to
reflect what greetings are used for. Common greeting names would
be “day” for greeting 1 and “night” for greeting 2.
Use custom busy When enabled, Amanda will play your custom busy message when
you receive a call while you’re on the phone. You must record a
custom busy message using the telephone in order to use this
option.
Allow busy hold When enabled, callers can press * to hold for a busy extension.
When disabled, callers cannot hold when an extension is busy and
instead are forced to leave a message.
Maximum rings Controls the maximum number of times Amanda will ring the
telephone before she decides your away from your desk and
recording a message. Maximum rings only applies when Amanda
performs a supervised transfer.
Change password to Used to change the password of the mailbox to a new password.
Login start page Determines which page will be used as the starting page when
logging into a mailbox via web browser. The default starting page
is “Messages”.

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Save Click the save button after making any changes to the mailbox
settings. Changes must be saved in order for them to go into effect
on the server.
Reset Clicking reset will clear any changes made to the mailbox settings
that have not yet been saved (refreshing the screen with the current
saved values).

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Call Control
Using call control provides the user a way to route calls manually. After call control is
enabled, the owner of the mailbox will be notified when a new call is received. At that
point, you answer the call, put the caller on hold, transfer the caller to another mailbox, or
send the call to voicemail where the caller can record a message. Figure 6 shows the Call
Control screen with a call waiting to be answered. You’ll notice that the caller has been
holding for 44 seconds for mailbox 171.
Figure 6 – Call Control
The following list indicates what the call control buttons are used for.
Activate Call Control Turns on the call control feature. When enabled, callers
will be screened. In order to use call control, your mailbox
must be configured for a supervised or automatic transfer,
Clicking the answer button
transfers the call to the extension
Clicking Voicemail
Transfer sends the caller
to voicemail
Clicking Hold plays the
selected greeting and puts
the caller on hold
Clicking the speaker icon plays
the name and company of the
caller
Clicking Mailbox
Transfer sends the
caller to the selected
mailbox

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and the CREATE QUEUE privilege must be enabled for
that mailbox.
Answer When a new call is received, click answer to send that call
to your extension where it can be answered.
Hold Click hold to put the caller on hold. You can play a custom
hold greeting telling the caller you’ll be with them shortly.
Mailbox Transfer Used to transfer the caller to another mailbox (useful when
you’ll be on the phone for a while) and someone else in
your department is available.
Voicemail Transfer Sends the caller to voicemail where they can record a
message for you, or another user.
Save Settings Click save settings to update the changes you’ve made to
you call control settings to the server.
Advanced Settings Used to apply special routing methods to specific telephone
numbers. For example, telephone numbers can be added to
bypass call screening, send callers directly to voicemail,
bypass do not disturb, and automatically transfer to another
mailbox. Figure 7 shows the advanced settings options.
Figure 7
Click any of the Add buttons to add
a telephone number to the list for
each option