User Guide for Cisco Unity Connection Release 2.x
Changing Private List Settings
Download this chapter
Changing Private List SettingsChanging Private List Settings
Download the complete book
PDF Version of the Entire GuidePDF Version of the Entire Guide (PDF - 3 MB)
 Feedback

Table Of Contents

Changing Private List Settings

Creating a Private List

Changing the Name of a Private List

Changing Members of a Private List

Deleting a Private List


Changing Private List Settings

You can use private lists to create your own groups of voice message recipients. When you address a voice message to one of your private lists, all of the recipients on the list receive the message. Cisco Unity Connection provides several private lists for you to personalize.

Only you can send voice messages to your private lists. You can do so by phone using touchtone keys or voice commands, or in the Cisco Unity Inbox web tool. You cannot send messages from your e-mail program to your private lists.

This chapter contains the following sections:

•Creating a Private List

•Changing the Name of a Private List

•Changing Members of a Private List

•Deleting a Private List

Creating a Private List

Your Connection administrator specifies the maximum number of lists that you can manage. Although you can create new private lists by phone, it is easier to do so in the Cisco Unity Assistant web tool.

To Create a Private List in the Cisco Unity Assistant Web Tool

Step 1 On the Cisco PCA Home page, click the Cisco Unity Assistant link.

Step 2 In the Cisco Unity Assistant, on the Private Lists menu, click New Private List.

Step 3 On the Private List page, in the Name field, enter a name for the list.

Step 4 In the Recorded Name field, on the Media Master, click Record and record the name of the list.

Step 5 When you finish recording, click Stop.

Step 6 If you use the voice-recognition option and your list name is not pronounced the way it would be read, enter an alternate name in the Alternate Names section.

Step 7 To add more alternate names, click Add Row and repeat Step 6.

Step 8 Click Add Members.

Step 9 In the Find Names dialog box, click the applicable tab to specify the search scope.

Step 10 In one or more fields, enter the applicable information about the user, distribution list, private list, or remote contact that you want to add to your new list.

Tip Enter an asterisk (*) in a field to list all users, distribution lists, private lists, or remote contacts. For faster results, enter one or more characters or values followed by * to narrow your search. If you are searching for a common name, make sure that you enter information in more than one field.

Step 11 Click Find.

Step 12 In the list of possible matches, check the check box next to the user, distribution list, private list, or remote contact that you want to add to your private list, and then click Add Members.

Or

If you do not see the user, distribution list, private list, or remote contact you want, try entering different search criteria, then click Find to search again.

Tip When a search returns more matches than expected, increase the value in the Rows Per Page list to view as many matches as possible. To limit the search, enter more complete search criteria, and/or enter the applicable information in any additional fields that you left blank. Then click Find to search again.

Step 13 Repeat Step 8 through Step 12 until you have finished adding members to your list.

Changing the Name of a Private List

Each private list has a recorded name and a display name. When you address messages to private lists by phone, Cisco Unity Connection plays the recorded name so that you can confirm that you have addressed the message to the correct list. You enter the display name in the Cisco Unity Assistant web tool. The name that you enter for each private list is then displayed in the Cisco Unity Inbox Address Book.

If you use the voice-recognition option, you can also specify alternate names for the display name that you give a private list. You say the display name when you use voice commands to address a message to the private list by phone. Consider specifying alternate names if the display name is not pronounced the way it would be read, as may be the case with acronyms and abbreviations. (For example, your list name for the Technical Support department is IT. You would add the pronunciation spelling "Eye Tea" as an alternate name.) You enter an alternate name for your display name in the Cisco Unity Assistant.

This section contains two procedures. Do the applicable procedure to change the list name by phone or in the Cisco Unity Assistant web tool.

The phone procedure uses keypad mappings for the standard conversation. Keypad mappings for other conversations are provided in the "Cisco Unity Connection Voice Commands and Phone Menus" chapter. Ask your Connection administrator which conversation you are set up to use.

To Change the Recorded Name of a Private List by Phone Using Touchtone Keys

Step 1 Log on to Cisco Unity Connection.

Step 2 If you are not using voice commands, skip to Step 3.

If you are using voice commands, say "Touchtone conversation" or press 9 to temporarily change to using touchtone keys.

Tip To switch back to using voice commands after you have finished changing the list name, hang up and log on to Connection again.

Step 3 Press 4 2 4 2.

Step 4 Choose the private list whose name you want to change by pressing the number of the list.

Step 5 Press 4 to record the name. (Note that if the list you chose does not already have members, you must add them before you can record a name for the list.)

Table 22-1 Use These Keys Anytime 

Key
Action
*

Cancel or back up

0

Help


To Change the Name of a Private List in the Cisco Unity Assistant Web Tool

Step 1 On the Cisco PCA Home page, click the Cisco Unity Assistant link.

Step 2 In the Cisco Unity Assistant, on the Private Lists menu, click View Private Lists.

Step 3 On the Private Lists page, click the private list whose name you want to change.

Step 4 On the Private List page, in the Name field, delete the old name and enter a new one. This is the display name.

Step 5 In the Recorded Name field, on the Media Master, click Record and record the new name of the list.

Step 6 When you finish recording, click Stop.

Step 7 In the Alternate Names section, change the information as applicable:

a. To delete an alternate name, check the check box next to the name, and click Delete Selected.

b. To add an alternate name, click Add Row and enter the name(s).

Step 8 Click Save.

Changing Members of a Private List

The maximum number of members that you can add to a private list is specified by your Connection administrator. Any user or system distribution list that is included in the directory is eligible for membership in your private lists.

Depending on how Cisco Unity Connection is set up at your organization, you may be able to send and respond to messages from users on remote voice messaging systems who are not in the directory. If so, you can also include these users—known as remote contacts—in your private lists.

If you try to add a user, private list, system distribution list, or remote contact that is already a member of the private list, Cisco Unity Connection does not add the member to the same list again.

You can add members to, and review and delete members from your private lists by phone or in the Cisco Unity Assistant web tool.

Note Administrative changes to private list members may cause them to be presented differently when you review your lists later. Occasionally, administrative changes may even cause some members to be removed from your lists without notice. Your Connection administrator should be able to inform you before changes occur, though you will still need to readd these members to your lists in the event that they are inadvertently removed.

This section contains two procedures. Do the applicable procedure to change private list members by phone or in the Cisco Unity Assistant web tool.

The phone procedure uses keypad mappings for the standard conversation. Keypad mappings for other conversations are provided in the "Cisco Unity Connection Voice Commands and Phone Menus" chapter. Ask your Connection administrator which conversation you are set up to use.

To Change Members of a Private List by Phone Using Touchtone Keys

Step 1 Log on to Cisco Unity Connection.

Step 2 If you are not using voice commands, skip to Step 3.

If you are using voice commands, say "Touchtone conversation" or press 9 to temporarily change to using touchtone keys.

Tip To switch back to using voice commands after you have finished changing list members, hang up and log on to Connection again.

Step 3 Press 4 2 4 2.

Step 4 Choose the private list whose members you want to change by pressing the number of the list.

Step 5 After Connection plays the name of the list, use the following keys to change the members:

Key
Action
Key
Action
1

Add a name

3

Remove a name

2

Hear the names of members who belong to your private list

# #

Switch between spelling and number entry


Table 22-2 Use These Keys Anytime 

Key
Action
*

Cancel or back up

0

Help


To Change Members of a Private List in the Cisco Unity Assistant Web Tool

Step 1 On the Cisco PCA Home page, click the Cisco Unity Assistant link.

Step 2 In the Cisco Unity Assistant, on the Private Lists menu, click View Private Lists.

Step 3 On the Private Lists page, click the private list whose members you want to change.

Step 4 To add members, skip to Step 5

To remove members, on the Private List page, check the check box next to any member that you want to remove from your list, and click Delete Selected.

Step 5 To add members, on the Private List page, click Add Members, then search for names:

a. In the Find Names dialog box, click the applicable tab to specify the search scope.

b. In one or more fields, enter the applicable information about the user, distribution list, private list, or remote contact that you want to add to your list.

Tip Enter an asterisk (*) in a field to list all users, distribution lists, private lists, or remote contacts. For faster results, enter one or more characters or values followed by * to narrow your search. If you are searching for a common name, make sure that you enter information in more than one field.

c. Click Find.

d. In the list of possible matches, check the check box next to the user, distribution list, private list, or remote contact that you want to add to your private list, and click Add Members.

Or

If you do not see the user, distribution list, private list, or remote contact you seek, try entering different search criteria, then click Find to search again.

Tip When a search returns more matches than expected, increase the value in the Rows Per Page list to view as many matches as possible. To limit the search, enter more complete search criteria, and/or enter the applicable information in any additional fields that you left blank. Then click Find to search again.

Step 6 Repeat Step 5 until you have finished adding members to your list.

Deleting a Private List

Although you can delete individual members of your lists by phone, you cannot delete the list itself. You delete a list—including its recorded and display name, and all of its members at once—in the Cisco Unity Assistant web tool.

To Delete a Private List in the Cisco Unity Assistant Web Tool

Step 1 On the Cisco PCA Home page, click the Cisco Unity Assistant link.

Step 2 In the Cisco Unity Assistant, on the Private Lists menu, click View Private Lists.

Step 3 On the Private Lists page, check the check box next to the list that you want to delete.

Step 4 Click the Delete Selected Rows icon below the menu bar.