Cycos Cycos ERGO mrs 5.0 User manual

Web Administrator
User Manual
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Copyright  1992-2002 CYCOS AG
Joseph-von-Fraunhofer-Str. 7, D–52477 Alsdorf
Tel.: [phone]
Fax: [phone]
020603
The range of functions described in this documentation were accurate at the time of this manuals printing. The manufac-
turer reserves the right to make technical and functional changes as well as extensions and reductions without prior no-
tification. No liability is assumed for any discrepancies contained within this manual.
Protocols pertaining to devices connected to the system are based on norms or extensions as required by marketing de-
mands. Individual manufacturer protocols have been tested, but no liability is assumed for error free performance in the
various possible system configurations. Furthermore, manufacturers protocols are subject to change without notice. Like-
wise, possible subsequent licensing conflicts could occur in regards to support of these protocols. For this reason, even
if depicted in this documentation, manufacturer specific protocols can only be offered after agreement with the individual
customer.
The information contained within this documentation is continuously being further developed and improved, and is sub-
ject to change without prior notice. No part of this documentation may be reproduced in any form, by any means without
the prior written permission of CYCOS AG, Alsdorf, Germany.
mrs, CY-FAX, CY-CALL and CY-COS are registered trademarks of Cycos AG.
All other company names, brand names and product names are the property and/or trademarks of their respective com-
panies.
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Web-Administrator
Table of Contents
Table of Contents
5
1 Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
1.1 The Web Administrator (WebAdmin) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
1.1.1 Survey of Functions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
1.1.2 Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
1.2 Preconditions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
1.2.1 Messaging Server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
1.2.2 Browser . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
1.3 On this Manual . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8
1.3.1 Web Administrator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
1.3.2 Special System Features. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
2 Using the Web Administrator. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
2.1 Start and Stop of the Web Administrator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
2.1.1 Login . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
2.1.2 Login via SSL (Secure Sockets Layer) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
2.1.3 Select a Language. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
2.1.4 Logout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12
2.2 General Proceedings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
2.2.1 Navigation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
2.2.2 Changing Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
2.2.3 Saving Modifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
2.3 User Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
2.3.1 Changing Your Own Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
2.4 Voice Mail System Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
2.4.1 Changing the telephone password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
2.4.2 Language Selection. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
2.4.3 Direct Dialing Number of a Stand-In Person . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
2.4.4 Mode Selection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
2.4.5 Caller Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
2.4.6 Voice-Mail Query without Entering the Telephone Password. . . . . . . . . . . . . . . . . . 17
2.4.7 Playing Messages via the Telephone. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
2.4.8 Further Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
2.5 Notification . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
2.6 Distribution Groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
2.6.1 Create Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
2.6.2 Editing a Group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
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Web-Administrator
Table of Contents
6
2.6.3 Deleting a Group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .26
2.7 Fax Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .27
2.8 Record Greetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .28
2.8.1 Name Recording . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .29
2.8.2 Creating and Editing Greetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .31
2.9 To the Webmailer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .33
Index. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
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Web Administrator
Introduction
7
1Introduction
1.1 The Web Administrator (WebAdmin)
1.1.1 Survey of Functions
The Web Administrator is a comfortable, browser based interface for the individual
configuration of your messaging system. You can configure your personal settings for
e-mail, voice and fax messages to meet your requirements with the help of clearly
arranged HTML pages.
You can for example:
●deflect telephone calls to a stand-in
●activate a notification for incoming messages
●record and administer telephone announcements and greeting texts
●configure time profiles for handling incoming messages
●administer messages (sort, delete, deflect)
●define distribution groups and lists for sending messages
●use fax templates for sending your own faxes
●administer personal passwords and access data
1.1.2 Help
Besides this manual, the Web Administrator provides an online help that you can
access any time as soon as the Web Administrator has been started. The online help
will be opened by clicking on the Help link in the upper window portion.
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Web Administrator
Preconditions
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1.2 Preconditions
1.2.1 Messaging Server
The features of your mrs server (messaging server) can be configured with the Web
Administrator. Therefore, the mrs server has to be installed and started on the system.
You need a user name and a password for accessing the features and the configuration
parameters. Please contact your system administrator for furhter information.
1.2.2 Browser
The Web Administrator can be accessed with every common Web browser, e.g. with
the Microsoft®Internet Explorer from version 5 on or with the Netscape Navigator
from version 4.5.
1.3 On this Manual
1.3.1 Web Administrator
This manual describes the usage of the Web Administrator for persons that have com-
mon user privileges.
Depending on the configuration of the Web Administrator some descriptions may dif-
fer from the actual possibilities. In this case contact your system administrator or refer
to the Administrator manual for information on the Web Administrator.
1.3.2 Special System Features
This manual does not contain special feature descriptions for messaging or voicemail
systems (e.g. Communications or ERGO). Detailed information on special features of
these systems can be found in the corresponding documentation.
☞JavaScript has to be activated resp. allowed; configure your browser accordingly or
contact your system administrator.
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Web Administrator
Using the Web Administrator
9
2 Using the Web Administrator
2.1 Start and Stop of the Web Administrator
2.1.1 Login
In order to use the Web Administrator, you have to start the web browser, select the
Web Administrator and log in as a user.
The address of the Web Administrator depends on the configuration of the network.
Contact your system administrator and ask for the address and note it here if you like:
1. Start your Web browser and, if necessary, maximize the browser window to screen
size in order to get a better overview.
2. Enter the start address of the Web Administrator into the address field of the brow-
ser and press the return button. The login page will be displayed in the browser
window.
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Web Administrator
Start and Stop of the Web Administrator
10
3. Enter your user name in the User field. Alternatively, you can enter your voicebox
number.
4. Enter the password resp. the PIN of your voicebox into the Password.
5. Click on the Login button. If the login has been successful you will see the page of
your user data. If the login has failed the corresponding notification will be dis-
played. Try again please. If the login fails again contact your system administrator.
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Web Administrator
Start and Stop of the Web Administrator
11
2.1.2 Login via SSL (Secure Sockets Layer)
You have also the possibility to make a secure login via SSL. Therefore, your browser
has to support 128-bit-SSL-ciphers. Refer to the online help of your browser to get
more information. If the cipher strength is 56 bit or less you have to update your brow-
ser software. Please contact your system administrator if problems should arouse with
the SSL.
The procedure for using Microsoft® Internet Explorer and Netscape Navigator is
described in the following.
2.1.2.1 SSL via Internet Explorer
1. Click on the SSL link under the buttons. A dialog box will be opened.
2. Click on the View Certificate button. A second window will be opened.
3. Select Install certificate - Next - Automatically... - Finish - OK - OK. The security certifi-
cate will be accepted now.
4. Afterwards click on Yes to accept the certificate. The window will be closed and
you can login as described in the section above.
2.1.2.2 SSL via Netscape Navigator
1. Click on the SSL link under the buttons. A dialog box will be opened.
2. Click on Next - Next - Accept without time limit - No warning - Next in the window New
Netsite certificate. The security certificate will be accepted now. The window will
be closed and you can log in as described in the section above.
2.1.3 Select a Language
The language of the Web Administrator on the first start depends on the system confi-
guration. You can select another user language directly after your login.
1. Click on the Voice Mail System Settings at the left margin of the window.
2. Select the desired language for the Web Administrator from the Language list.
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Web Administrator
Start and Stop of the Web Administrator
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2.1.4 Logout
2.1.4.1 Manual Logout
When you are no longer using the Web Administrator you should logout for security
reasons.
1. Click on the Logout link in the upper part of the window. You will be logged out
and the login page will appear again.
2. Close the browser.
2.1.4.2 Automatic Logout
If you do not use the Web Administrator for more than 3 minutes you will be logged
out automatically for security reasons. You have to newly log in.
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Web Administrator
General Proceedings
13
2.2 General Proceedings
2.2.1 Navigation
After, you have started the Web Administrator and after you have logged in you can
switch to different pages in order to check the settings or to modify them.
The table of contents on the left margin of the window can be used for the navigation
between the different pages. For some settings additional pages are displayed that you
can leave by using the Back button.
1. Click on the link on the left margin of the window in order to switch to the corres-
ponding page
2. Click on the Back button if you want to return to the previous page.
2.2.2 Changing Settings
In order to change the actual settings you can enter new data (text or numbers) in the
corresponding entry fields. In some cases, you can select the desired option only from
one list or you can select it by marking one or several options by a check mark. The
steps described before can be executed as common in Windows programs.
Therfore, incorrect entries can always be undone or overwritten.
2.2.3 Saving Modifications
Modifications done in the settings will not become active until they are saved. There-
fore, you will find the Save button at the end of every page. On some pages, you can
save single parameters seperately by clicking on the Set button.
If you leave a page without clicking the Save or Set button the original settings will
remain. You have to newly switch to the corresponding page and repeat your entries.
Before saving, check please if all entries on the page meet your requirements and are
correctly done.
☞Please keep in mind that the original passwords or PINs are not valid anymore as
soon as you clicked on the Save button.
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Web Administrator
User Data
14
2.3 User Data
On the user data page information on the user account will be provided.
Depending on the configuration of the Web Administrator you can modify some set-
tings.
2.3.1 Changing Your Own Password
You can change your password for the messaging system if required.
1. Click on the Change button. A new window will be opened.
2. Enter your current password and twice the new one.
3. Click on the Change button. The window will be closed and your new password is
at once valid. Keep in mind to use your new password at your next login.
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Web Administrator
Voice Mail System Settings
15
2.4 Voice Mail System Settings
On this page you can make different settings for your personal voicebox. In order to
change different settings, proceed as described in section 2.2 General Proceedings.
Please keep in mind that the modifications will not become active until you clicked on
the Save button at the end of the page.
2.4.1 Changing the telephone password
You can change the telephone password for the access on your voicebox. You can use
all numbers from 0 to 9 for your telephone password (PIN). The telephone password
(PIN) for Ergo has to consist of at least 6 and at most 24 numbers.
1. Click on the Change button. A new window will be opened.
2. Enter your current telephone password and twice the new one.
3. Click on the Save button. The window will be closed and your new telephone pass-
word is at once valid.
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Web Administrator
Voice Mail System Settings
16
2.4.2 Language Selection
You can change the language set in the voice mail system. The language choice taken
refers to all language relevant features (e.g. the user interface of the Web Administra-
tor and the standard announcements on your voicebox). The list of the available langu-
ages depends on the system configuration which cannot be changed.
1. Click on the list field. The list will be opened.
2. Click on the desired language. This modification will not become active until you
save it.
2.4.3 Direct Dialing Number of a Stand-In Person
You can enter a direct dialing number (internal extension) where your calls can be
deflected if necessary.
Enter the number of the desired extension without central calling number and area
code.
2.4.4 Mode Selection
You can choose between the standard mode and the extended mode for Voice-Mail
queries. Details depend on the configuration of the voice mail system. Detailed infor-
mation on queries can be found in the manual on your voice mail system (e.g. ERGO).
1. Click on the list field. The list will be opened.
2. Click on the desired option. It will be activated by saving.
2.4.5 Caller Options
Two options are available for the callers to mark their messages. Thus, callers have the
possibility to mark the message spoken on tape.
Click in the check boxes of the desired options. The active options will be selected by
a check mark.
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Web Administrator
Voice Mail System Settings
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2.4.6 Voice-Mail Query without Entering the Telephone
Password
You have the possibility to define at maximum three telephone stations to access your
voicebox directly without entering a telephone password (PIN).
Attention!
If you choose this method anyone can access your voicebox from one of the three
determined telephone stations because the authentification of the caller by means of
the PIN is omitted. Keep that in mind when choosing the telephone numbers.
2.4.7 Playing Messages via the Telephone
2.4.7.1 Set Filters for Messages
You can set a filter for the playback of messages so that only some messages will be
played back for queries.
You can activate and deactivate the filter by clicking the corresponding option. The
actual definition of the filter remains constant as long as it is changed.
1. Click on the option System Filter if you do not want to restrict the playback of mes-
sages.
2. Click on the option Personal Filter if only some messages are to be played back.
3. Click on the Edit button in order to determine details for the playback filter. A new
page will be opened.
☞Please also keep in mind that the caller number has to be transmitted to the voice
mail system for authentification. Transmission is only available for digital operators
and has possibly to be released. Therefore, check the corresponding numbers.
Enter the desired numbers completely with the country access code but without lea-
ding 0 in front of the prefix (e.g. 49 2404 123456).
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Web Administrator
Voice Mail System Settings
18
2.4.7.2 Personal Filter
Inbox
You can determine which inboxes the system has to consider for playback. The selec-
tion depends on the system configuration.
Click in the check boxes of the desired options. The active options will then be marked
by a check mark.
Age of the Message
You can restrict the playback of messages that have achieved a certain age.
1. Click on the list field. The list will be opened.
2. Click on the period desired. The option will be activated after saving.
Message Types
If required you can only allow certain message types for playback. The selection
depends on the system configuration.
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Web Administrator
Voice Mail System Settings
19
1. Click in the check box of the message types you like to have played back. The
active options will then be marked by a check mark.
2. Click into the corresponding second check box if you want the system to play back
all messages marked as “unread”.
Saving Personal Filters
1. Click on the Save button after having modified this page in order to store your set-
tings.
2. Click on the Back button to return to the other voice mail settings.
2.4.7.3 Set Sorting for Messages
You can determine the sequence of the messages played back. You can define this by
using three different criteria for your personal requirements:
●Urgence (if marked by the caller)
●Time
●Service Type (language, fax, e-mail)
You can sort the available criteria in any sorting manner. For some criteria there is the
possibility of a subordinate sorting manner.
Alternatively, you can activate the default criterion Latest Messages First.
You can activate or deactivate your personal sorting any time by selecting the corres-
ponding option. The actual definition of the sorting remains constant until you change
it.
1. Click on the option Latest Messages First if the system has always to play back the
latest message independent of the service type and the urgence determined.
2. Click on the option Personal Sorting if the system has to use the sorting sequence
you determined before.
3. Click on the Edit button to determine details for your personal sorting. A new page
will be opened.
☞A message will be marked as “read” as soon as it has been polled. Detailed informa-
tion on the playback of messages can be found in the manual on your voice mail sys-
tem (e.g. ERGO).
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Web Administrator
Voice Mail System Settings
20
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