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User Moves, Adds, and Changes Guide for Cisco Unity Connection Release 2.x
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Index
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Preface
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Introduction to Cisco Unity Connection Users and Contacts
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Preparing to Add User Accounts
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Finding Users and Contacts in Cisco Unity Connection Administration
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Setting Up Features and Functionality That Are Controlled by User Account Settings
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Setting Up Features and Functionality That Are Controlled by Class of Service
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Adding, Modifying, or Deleting a Class of Service
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Adding, Modifying, or Deleting a User Template
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Adding Cisco Unity Connection User Accounts Individually
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Managing User Accounts in Bulk
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Creating Multiple User Accounts from Cisco Unified Communications Manager Users
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Modifying or Deleting Individual User Accounts
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Migrating User Accounts and Messages
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Appendix: Using the Cisco Unity Connection Bulk Administration Tool
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Feedback
Table Of Contents
Setting Up Features and Functionality That Are Controlled by Class of Service
Access to Voice Messages from the Cisco Unified Personal Communicator
Call Screening and Call Holding
IMAP Client Access to Voice Messages
About the Personal Call Transfer Rules Web Tool
Enabling and Disabling the Personal Call Transfer Rules Feature
Maximum Number of Private Lists Available to Users
Maximum Number of Members Per Private List
Sending Messages to System Distribution Lists
Text to Speech Access to Exchange E-Mail
Setting Up Features and Functionality That Are Controlled by Class of Service
In Cisco Unity Connection, some of the features available to users with voice mailboxes are controlled by class of service (COS), including features for which you need user licenses. You can update the settings in a COS to enable or disable features and functionality at any time. The changes you make affect all COS members.
Note
When a COS includes access to a feature that requires individual licenses, you can offer the feature to the members of the COS only if enough licenses are available.
See the following sections for information and procedures for setting up features and functionality that are controlled by COS:
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Access to Voice Messages from the Cisco Unified Personal Communicator
To enable Cisco Unity Connection users to play, sort, and delete voice messages from within the Cisco Unified Personal Communicator application, complete the following tasks in the order presented:
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Note
Alternate Extensions
While you specify alternate extensions for individual users on their account pages, COS settings allow you to determine whether users can view and/or manage alternate extensions, and whether they can use the Cisco Unity Assistant to manage a set of their own alternate extensions. Consider allowing users to specify their own set, so that you can reduce the number of requests to enter extensions for user cell phones, home phones, and other phones. When you enable users to manage their own alternate extensions, they can specify up to five alternate extensions in addition to those already specified for them by you.
Do the following procedure to specify whether users can view and/or manage administrator-defined alternate extensions, and/or manage their own set of alternate extensions. To learn how alternate extensions work and why you use them, see the "Alternate Extensions" section on page 4-4.
To Specify Whether COS Members Can View and/or Manage Alternate Extensions in the Cisco Unity Assistant
Step 1
Step 2
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Step 3
Call Screening and Call Holding
The Call Transfer settings in a COS specify whether users can use the Cisco Unity Assistant or the Cisco Unity Personal Call Transfer Rules web tool (as applicable) to change call screening and call holding options. (If users are enabled to use Cisco Unity Personal Call Transfer Rules, they find screening and holding options in the Cisco Unity Personal Call Transfer Rules web tool, not the Cisco Unity Assistant.)
Screening and holding options allow users to specify how Cisco Unity Connection handles calls that are transferred from the automated attendant or a directory handler to user phones. The options that are potentially available to users differ depending on how you set up call transfers to work for each user account. (See the "Call Transfer, Call Screening, and Call Holding" section on page 4-9 for information on how call transfers work.)
Do the following procedure to specify whether users can manage their call screening and holding options.
To Specify Whether COS Members Can Manage Call Screening and Call Holding Options
Step 1
Step 2
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Step 3
Cisco Unity Assistant
The Cisco Unity Assistant is a web tool available on the Cisco Personal Communications Assistant (PCA) website. The Cisco Unity Assistant allows users to personalize their Connection settings—including their greetings and message-delivery options—and to set up message-notification devices and to create private lists.
Do the following procedure to enable users to access the Cisco Unity Assistant. For steps on configuring the browsers on user workstations to access any of the Cisco PCA web tools, see the User Workstation Setup Guide for Cisco Unity Connection, available at http://www.cisco.com/en/US/products/ps6509/prod_maintenance_guides_list.html.
To Enable COS Members to Access the Cisco Unity Assistant
Step 1
Step 2
Step 3
Cisco Unity Inbox
As a convenience to users who are not always able to check messages by phone, you can enable users to access the Cisco Unity Inbox on their computers. The Cisco Unity Inbox is a web tool available on the Cisco Personal Communications Assistant (PCA) website.
Do the following procedure to enable users to access the Cisco Unity Inbox. For steps on configuring the browsers on user workstations to access any of the Cisco PCA web tools, see the User Workstation Setup Guide for Cisco Unity Connection, available at http://www.cisco.com/en/US/products/ps6509/prod_maintenance_guides_list.html.
Note
To Enable COS Members to Access the Cisco Unity Inbox
Step 1
Step 2
Step 3
Deleted Message Access
You specify whether users can access the messages that they delete, or if messages are permanently deleted at the time that users delete them. If you have concerns about storing deleted messages on the server, you may want to consider preventing users from accessing deleted messages.
Do the following procedure to specify whether users can access deleted messages.
To Enable or Disable Access to Deleted Messages
Step 1
Step 2
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Step 3
Directory Listing
You specify whether users in a COS can choose to be listed in directory assistance. Directory assistance is the audio listing that users and outside callers use to reach users and to leave them messages. (Note that users must have recorded names to be listed in the directory.)
Do the following procedure to allow users to choose (by using the Cisco Unity Assistant) whether to be listed in directory assistance.
To Allow COS Members to Choose Whether to Be Listed in Directory Assistance
Step 1
Step 2
Step 3
Greeting Length
Do the following procedure to specify how long the recorded greeting of a user can be.
To Specify Maximum Length of User Greetings
Step 1
Step 2
Step 3
IMAP Client Access to Voice Messages
As a convenience to users who are not always able to check messages by phone or from the Cisco Unity Inbox, you can enable users to use an IMAP client application on their computers to access their voice messages. However, consider that users are still unable to send, forward, or reply to voice messages from an IMAP client application, and access to messages is limited according to the option you select:
To enable users to access their voice messages by using an IMAP client, complete the following tasks in the order presented:
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Note
To Enable IMAP Client Access to Voice Messages for COS Members
Step 1
Step 2
Step 3
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Step 4
Live Reply
When live reply is enabled, users who are listening to messages by phone can reply to a user message by having Cisco Unity Connection call the sender. Consider informing users when you enable this feature, because even when it is enabled, the live reply option is not mentioned in the main Connection phone menus. (It is, however, mentioned in the Help menu for Connection phone conversations, the User Guide for Cisco Unity Connection, the Cisco Unity Connection at a Glance card, and the Connection Phone Menus and Shortcuts wallet card.)
Note the following:
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Note
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Do the following procedure to enable live reply for users in a COS.
To Enable Live Reply for COS Members
Step 1
Step 2
Step 3
Message Recording Length
Do the following procedure to specify the maximum recording length for messages that users who are associated with a COS can leave for other users. The default setting is 300 (5 minutes).
Note
To Specify Maximum Recording Length for User Messages
Step 1
Step 2
Step 3
Personal Call Transfer Rules
By using the Personal Call Transfer Rules web tool, Connection users can create call transfer rules that forward and screen direct and indirect calls according to any or all of the following criteria:
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Connection users can specify that calls are forwarded to voice mail, to another phone number, or to a series of destinations (which must include at least one phone number and which can include SMS and SMTP notification devices). Call holding options are applied on calls to the primary extension only if a personal call transfer rule is applied; the call screening option is applied only if it is selected for the rule.
See the following sections:
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Optionally, you can configure Connection so that users can base Personal Call Transfer Rules on their Exchange calendar and contacts. See the "Access to Exchange Calendars and Contacts for Personal Call Transfer Rules" section on page 4-3 for more information and a task list.
About the Personal Call Transfer Rules Web Tool
The Personal Call Transfer Rules is a web tool available on the Cisco Personal Communications Assistant (PCA) website. In addition to allowing users to create call transfer rules, it offers the following additional features to Connection users:
To learn more about how users can use Personal Call Transfer Rules and the web tool, see the "Managing Personal Call Transfer Rules to Handle Incoming Calls" chapter of the User Guide for Cisco Unity Connection, available at http://www.cisco.com/en/US/products/ps6509/products_user_guide_list.html.
Enabling and Disabling the Personal Call Transfer Rules Feature
Do the following procedure to enable or disable the Personal Call Transfer Rules feature for users in a COS.
Note
To Enable or Disable Personal Call Transfer Rules for COS Members
Step 1
Step 2
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Step 3
Private Distribution Lists
COS settings allow you to specify the maximum number of lists that are available to users, and the maximum number of members that users can add to each list when they use the Connection conversation or the Cisco Unity Assistant to manage their lists.
See the following sections:
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Maximum Number of Private Lists Available to Users
You can set the maximum number of lists—up to 99—available to each user who is associated with the COS.
While both the Cisco Unity Connection conversation and the Cisco Unity Assistant use this COS setting to determine when a user has reached the maximum number of lists, each application calculates differently the number of lists that a user owns:
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This means that if a user belongs to a COS that allows 15 lists, and the user has 12 private lists with members and two lists with recorded names but no members, the user can potentially create more lists by phone than in the Cisco Unity Assistant before reaching the list limit:
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Do the following procedure to change the maximum number of private lists that are available to users in a COS.
To Change the Maximum Number of Private Lists Available to COS Members
Step 1
Step 2
Step 3
Maximum Number of Members Per Private List
Do the following procedure to specify the maximum number of members—up to 999—that users who are associated with a COS can add to a private list.
To Change the Maximum Number of Members Per Private List
Step 1
Step 2
Step 3
Recorded Name and Length
For each COS, you specify whether users are allowed to record their own voice names, and how long a recorded name can be.
When allowed to record their voice names, users can use either the Cisco Unity Connection phone conversation or the Cisco Unity Assistant to do so, and they are prompted to perform the task during first-time enrollment.
Note
If you are considering preventing users from recording their own names, make sure that your organization plans to have user names recorded by someone, as each user must have a recorded name to be listed in the phone directory. Also note that when Connection users have no recorded name, the Text to Speech feature will play the display name or the concatenated first and last name, depending on which name is entered in Connection Administration.
Do the following procedure to specify whether users can record their names, and the recorded name length.
To Specify Whether COS Members Can Record Their Names, and the Length for a Name
Step 1
Step 2
Step 3
Step 4
Restriction Tables
For each COS, you specify the restriction table that will be used for call transfers and message notifications. (Note that although there is a restriction table for fax deliveries, fax-related features are not available in this release of Connection).The restriction table that you specify can be the same for both, or different for each.
To learn more about restriction tables, see the "Managing Restriction Tables" chapter in the System Administration Guide for Cisco Unity Connection, available at http://www.cisco.com/en/US/products/ps6509/prod_maintenance_guides_list.html.
Do the following procedure to specify the restriction table(s) that control the numbers that users can use for call transfers and message notifications.
To Specify a Restriction Table for Call Transfers and Message Notifications
Step 1
Step 2
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Step 3
Secure Messages
You determine how Cisco Unity Connection handles message security for messages that are sent by members of the COS. You can specify that:
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Note that users are always able to mark a message private when they send it—regardless of the option you specify from the list above. See the "Securing User Messages: Controlling Access, Distribution, and Longevity" chapter of the System Administration Guide for Cisco Unity Connection to learn more about the message security options available in Connection. The guide is available at http://www.cisco.com/en/US/products/ps6509/prod_maintenance_guides_list.html.
Do the following procedure to specify how Connection handles message security for the messages that are sent by members of the COS.
To Specify Message Security for COS Members
Step 1
Step 2
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Step 3
Sending Messages to System Distribution Lists
Do the following procedure to specify whether users can send messages to system distribution lists.
To Specify Whether COS Members Can Send Messages to System Distribution Lists
Step 1
Step 2
Step 3
Text to Speech Access to Exchange E-Mail
Text to Speech (TTS) allows touchtone and voice-recognition conversation users to hear their Exchange e-mails read to them when they log on to Cisco Unity Connection by phone. TTS playback is available provided that the text portion of the message does not exceed 1 MB in size and the text format of the message is supported by Connection. Supported formats include plain text, quoted-printable text, HTML, and XML.
Connection does not offer users the ability to send, reply to, or forward e-mail messages.
To enable users to use TTS, complete the following tasks in the order presented:
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When users are set up to use the TTS feature, they can enable and disable it from the Cisco Unity Assistant. Also note that when there is no recorded name for a user and when the user is using a voice recognition conversation, TTS is used to say the user name. This is default functionality, and does not need to be set up or enabled.
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To Offer TTS to COS Members
Step 1
Step 2
Step 3
Step 4
Voice Recognition
Access to the voice recognition conversation allows users to interact with Cisco Unity Connection by speaking commands rather than by using touchtone keys on the phone. To enable users to use it, complete the following tasks in the order presented:
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To Allow COS Members a License to Access and Use the Voice Recognition Feature
Step 1
Step 2
Step 3
Step 4
