Thank you for purchasing or evaluating PhoneSoft's MailCall (mail reader for Lotus Notes) or Unified MailCall (voice mail for Lotus Notes).
This document provides detailed instructions how to install and run the PhoneSoft MailCall or Unified MailCall application. A current version of this document can always be found on the PhoneSoft web site at http://www.phonesoft.com in the product download area. We recommend you print out this document and check off the detailed installation and configuration steps as you follow them to install the software. If you have any questions or problems, our customer support group can be reached at 617-795-7242 (option 3 from the main menu), fax at 617-795-7243, or e-mail at firstname.lastname@example.org.
As described below, the current MailCall and Unified MailCall installation program (setup_mc.exe) is also available on the PhoneSoft web site in the product download area. You are free to download continually updated versions of this program so long as you are within the 60 day warranty period or have purchased yearly support. You must download a copy of the installation program to perform the MailCall or Unified MailCall installation.
Suggestions and comments are welcome for ways to improve this installation package and installation instructions.
In order to install and run the MailCall or Unified MailCall software, you will need the following:
The MailCall or Unified MailCall license file (MailCall.LIC or UMailCall.LIC). This software must be purchased from PhoneSoft or your PhoneSoft authorized reseller. It is not available for download over the Internet. Please keep this file in a safe place. This license file is required to install your application as well as to upgrade additional Text to Speech licenses in the future. (Note: If you are just evaluating the demo version of a PhoneSoft product, you will not require a license file, but your application functionality may be limited to run only in multimedia mode.)
The downloaded installation file (setup_mc.exe). All files for MailCall and Unified MailCall are compressed into a single self extracting installation file "setup_mc.exe". This file must be downloaded from the PhoneSoft web site at http://www.phonesoft.com in the product download area. (Note: If you are just evaluating the demo version of a PhoneSoft product, the file name is setup_mcdemo.exe, which is located in the PhoneSoft demo download area).
Your password to decompress the installation file. The installation file (setup_mc.exe) is password protected. When you purchased your software, you received a unique password in the letter that came with your license file. (Note: If you are just evaluating the demo version of a PhoneSoft product, the file installation setup_mcdemo.exe is also password protected. This password can be obtained by calling our sales department at 617-795-7241).
Any Pentium (or above) class PC running Windows 95 or Windows NT with at least 16 MB memory. All PhoneSoft products can run under either Windows 95 or Windows NT.
This PC must have a version of Lotus Notes or Domino 3.x or 4.x client OR server software installed and configured on it. PhoneSoft products can be run either directly on a Notes server or on any PC on your LAN which has access to a Notes server. The PC must have the Notes client or server installed on it.
This PC must have the Notes directory contained in the system path. You can check this by typing "PATH" from a DOS prompt. Your PC will then display the configured default search path in the form "PATH=C:\WINNT\system32;C:\NOTES" or something similar. It is required that your installed Notes directory be contained in the path. If you do not have your Notes program directory in the path, you will not be able to run the MailCall or Unified MailCall application.
Any Dialogic telephone interface board that supports WAV files. PhoneSoft products can be run on any Dialogic board, but MailCall and Unified MailCall will have increased functionality if the board can support native WAV files. (Note: If you are just evaluating the demo version of a PhoneSoft product, your copy of the application has complete functionality but is limited to run in multimedia mode only. Demo users must therefore install the demo version of any product on a multimedia PC with speaker and microphone. This is not a requirement when you purchase the real product).
Dialogic Board Installation
(Note: If you are just evaluating the demo version of a PhoneSoft product, you can skip this entire section. Go directly to the MailCall and Unified MailCall software installation section).
A. Installing the Dialogic Hardware
Your MailCall or Unified MailCall application requires a telephone interface card be installed on the PC mentioned above. This board acts like a modem to physically connect phone lines or extensions from your PBX (or the phone company) and your PC. This card (and this PC) acts as a shared resource for all users of the MailCall or Unified MailCall system.
Before installing any PhoneSoft software, you should install and test your Dialogic hardware board. All Dialogic boards are shipped with a simple "Quick Install" card that gives instructions how to configure and install the hardware board.
1. Configuring the Dialogic Board Jumpers and Switches
Use your quick install card now to configure any jumpers or switches on your Dialogic board. In most cases the default shipped settings are correct.
It is beyond the scope of this document to describe all settings for all Dialogic cards. However, the following is a brief summary of the recommended settings for the most common boards; the Dialogic ProLine/2V, D/21H, D/41H, and D/41ESC.
*** How to Configure ProLine/2V, D/21H, and D/41H Boards ***
Configure the terminator (JP7). If you only have a single board, you should leave the JP7 jumper installed. This is the default. If you have more than one Dialogic board, remove the jumper on JP7 from all but the furthest board from the system CPU.
Select the hardware interrupt (JP1). The default shipped interrupt jumper is set to IRQ3. Move the IRQ jumper on JP1 to any available interrupt on your PC. If you have multiple Dialogic boards, they should all be set to the same interrupt. The most typical settings are IRQ5 or IRQ7 if they do not interfere with an installed sound card or printer port. Dialogic recommends against using IRQ2 or IRQ9. If you select IRQ3 or IRQ4, make sure that these do not conflict with any COM ports enabled in your BIOS configuration.
Set the base memory address (JP5 and JP6). The default base memory address is D000. D000 is selected by removing both the JP5 and JP6 jumpers. This should only be changed if some other device in the PC is using this address, and the other device cannot be moved.
Configure the offset address (SW1:1, 2, and 3). The default offset address is 0000. This is configured as SW1:1 off, SW1:2 off, and SW1:3 off. Do not change these unless you have multiple Dialogic boards installed in this PC. In that case, each board must be configured with a unique offset.
*** How to Configure D/41ESC Boards ***
Set the board identification number (SW1). Each D/41ESC in your PC must have a unique board identification number. This is selected by the position of the rotary switch SW1. Set the first board to position 1 (the default), the second board to position 2, etc.
2. Installing the Dialogic Board
Prepare a static-safe work area. Turn off all power to the PC, and disconnect all power cords from electrical outlets.
Remove the PC cover, select an empty 16 bit slot, and remove the slot's retaining screw and access cover plate.
Use the expansion slot's board guides as you insert the board's edge connector into the expansion slot.
Replace and retighten the retaining screw to secure the board.
Repeat for each board to be installed.
Reinstall the PC cover when finished and then reattach the power cords and restart the PC.
B. Connecting Telephone Lines
PhoneSoft products support all types of analog, DID (Direct Inward Dial), and digital (T1, E1, and ISDN) telephone lines. Be sure that the Dialogic card you are using matches the line interface you desire.
Most installations simply use regular analog lines. Analog phone lines allow you to install and connect your Dialogic board exactly as you would hook up a modem or fax machine. It's as simple as that. The most common Dialogic boards ProLine2V, D/21H, D/41H, and D/41ESC all support analog phone lines.
Use a standard modular phone cable with RJ-11 connectors for each analog phone line. Plug one end of each cable into a port on the Dialogic board, and the other end into a wall jack. The wall jack should be wired either to a phone line from your phone company or to an analog extension on your PBX. PhoneSoft products do not require a PBX, but they work with all PBX's if you have one. Call customer support if you have any phone line or PBX interface questions.
PhoneSoft products also support digital telephone lines with T1, E1, or even ISDN interfaces for high-end installations. Please call our customer support group if you have any questions about high-end applications and digital phone line connectivity.
Do not attach a telephone directly to the Dialogic card. That will not work.
C. Installing, Configuring, and Testing the Dialogic System Software
Install the Dialogic voice board driver software as described in your Dialogic documentation for the software release and operating system you are using.
For Windows 95, PhoneSoft products support Dialogic System Software 3.01 or later.
For Windows NT, PhoneSoft products support Dialogic NT System Software 96.11 or later.
The following is a brief description how to install and configure the Dialogic driver software.
Note that the newest Dialogic driver releases (Versions 96.11 and later) are available only on CD-ROM. The following is the order of questions in the current Dialogic installation program. Do not be concerned if your Dialogic installation program is slightly different. The following is only included as a sample guide to the type of information required during a typical installation.
1. Running the Dialogic System Software Install Program
Run the SETUP.EXE program from the Dialogic driver diskettes or CD-ROM.
You will be reminded to close all programs before continuing with the install.
You will then be asked to enter your name and your company name.
Select the COMPACT or TYPICAL installation option. Either of these will install all required drivers and diagnostic utilities.
Select the Dialogic utility directory where you would like the Dialogic software installed. The default directory is C:\DLGCDEV.
Select the Dialogic utility folder name. The default is "Dialogic System Software".
Select NEXT to begin copying files.
Either start the "Dialogic Board Configuration Utility" directly from the install program, or exit the install program and then manually start the Dialogic configuration utility.
2. Running the Dialogic Board Configuration Utility
This utility program can either be launched automatically when you ran the Dialogic install program SETUP.EXE, or it can be manually started at any time from the Windows START menu by selecting Start / Programs / Dialogic System Software / Board Configuration. This utility is designed to allow you to define which boards and what jumper settings are configured on the Dialogic boards installed on this PC. Note that the "F1 - Help" key is available while running this program.
First, select "Add board to configuration" from the menu.
Scroll down to and select the board you are installing. Example "D/41ESC" or "ProLine 2/V".
Answer the questions asked which match the jumper and switch settings you used when configuring the Dialogic board you are configuring. These questions will depend upon the board being installed, but will typically include the following:
The board locator ID (rotary switch position on the D/41ESC).
The base memory address for the board (typically D000).
The board offset from the base memory address (typically 0000).
The board interrupt IRQ jumper setting.
After answering the questions, you will be returned to the main configuration menu. You can now see the current configuration of each installed board, and can modify any settings, add additional boards, or remove boards.
Select "End Configuration" when done. You will have the option to save your changes as the program exits.
3. Running the "Universal Dialogic Diagnostics Utility"
This utility program will verify your Dialogic boards are installed and configured correctly. This can be run from the Start menu by selecting Start / Programs / Dialogic System Software / Universal Dialogic Diagnostic Utility.
First, select the Dialogic board(s) you wish to test.
Then select "Run Tests". These tests will take several minutes, and when done will report any errors encountered or "***** No Errors Found *****". If there were any errors found, they should be resolved before continuing with the PhoneSoft software installation. Most problems are either incorrectly entered values in the configuration utility that do not match the actual board jumper settings, or I/O port and IRQ conflicts with other hardware boards or BIOS settings. You should then remove the board, check or change the settings, and then rerun the configuration utility until it completes without any errors.
4. Installing Windows NT Streams
This step is only required if you are running Windows NT. (This step is not performed if you are installing your Dialogic board into a Windows 95 PC). Dialogic NT drivers require that the NT Streams Environment protocol be installed.
First, select from the Start menu: Start / Settings / Control Panel.
Select the "Protocols" tab.
Click the "Add" button.
Select "Streams Environment", and click "OK".
Close the Network configuration window and the Control Panel window.
5. Configuring Your Dialogic Board to Automatically Start
You should configure this PC to automatically start the Dialogic Drivers whenever the PC is started or rebooted.
Select from the Start menu: Start / Programs / Dialogic System Software / Set Dialogic Service Start Up Mode.
Select mode "Automatic", and click the "Reboot" button from the menu. The system will now reboot and automatically start the Dialogic drivers. Note that you will get an "Error starting the GNCFD service" if you have forgotten to install Streams on the Windows NT PC.
MailCall and Unified MailCall Software Installation
The installation utility for both MailCall and Unified MailCall is a self-extracting installation file named "setup_mc.exe". This file can be downloaded from the PhoneSoft web site at http://www.phonesoft.com in the product download area. However, THIS SOFTWARE CAN ONLY BE INSTALLED AND RUN IF YOU HAVE PURCHASED AND HAVE RECEIVED A MAILCALL OR UNIFIED MAILCALL LICENSE FILE (MailCall.LIC or UMailCall.LIC). The Internet downloadable package does not include the required license file. If you have purchased this software and have not received your license file, contact our customer support group immediately.
(Note: If you are just evaluating the demo version of a PhoneSoft product, your installation file name is setup_mcdemo.exe and it is downloaded from the demo section of the PhoneSoft web site. A license file is not required for the demo version of the product. Whenever the instructions below refer to the file setup_mc.exe, you should substitute your demo file name setup_mcdemo.exe).
These instructions assume you have now downloaded the setup_mc.exe (or setup_mcdemo.exe) installation file.
Make sure Windows 95 or Windows NT is running on the target PC. We strongly recommend you exit all running programs before performing the install.
Open a DOS box. This can be done by clicking "Start" from the Windows 95 or Windows NT task bar, then clicking "Programs", then clicking "MS-DOS Prompt".
From within the DOS box, create a temporary directory to work from. This directory can be on any disk, and may be called anything you wish. We will delete this temporary directory when the installation is complete. For example, to create a temporary directory called TEMP on your boot drive, type "MD C:\TEMP".
Move to the temporary directory you just created. For example, type "CD C:\TEMP".
Copy the "setup_mc.exe" installation file from wherever it is now (wherever you downloaded it) into this temporary directory. For example, if you originally downloaded the setup_mc.exe file into a directory called C:\DOWNLOADS, then type "COPY C:\DOWNLOADS\setup_mc.exe C:\TEMP". You should keep a copy of your downloaded setup_mc.exe so that you can reinstall the software if needed.
Start the installation program from the Windows 95 or Windows NT DOS box by typing "setup_mc".
You will first see a confirmation dialog box asking if you are sure you want to install the PhoneSoft Phone Server software. Click the "Yes" button.
The program will then ask for your installation password. Type in the password you were given when you received your MailCall or Unified MailCall license file. Remember the password is case sensitive. All passwords contain only numbers and lower case letters. Do not use upper case letters. Then click the "OK" box to proceed.
After a brief pause, you will see the PhoneSoft Phone Server installation window and the "Welcome to the PhoneSoft Phone Server Setup" dialog box. This dialog box again reminds you to exit all Windows programs before continuing with the installation. Please shut down any other running applications (if any). Then click the "Next" button.
You will then be prompted to enter your Name and the Company to whom this product is registered. Enter this information and press the "Next" button.
The installation directory dialog box is then displayed. Here you can specify the directory where your PhoneSoft application files will be installed. The default directory is "C:\PhoneSoft". If you wish, you can specify a different directory by clicking the "Browse" button. When you are satisfied with the selected program directory, click the "Next" button.
You will then be asked the name of the program folder you would like to use for your application. The default folder name is "PhoneSoft". You can enter any folder name you wish, or select any existing folder. When you are satisfied with the selected folder name, click the "Next" button.
Before the files are copied to your specified directory, you are given a final chance to review the installation settings you specified above. When you are satisfied with your selections, click the "Next" button.
The application files are now automatically extracted to the directory you specified, and your machine is being set up to run your PhoneSoft application. After a brief pause while this is done, you should then see the "Setup Complete" dialog box informing you that the installation was completed successfully. Click the "Finish" button.
The installation is now complete. If you wish, you can now delete the "setup_mc.exe" file in the temporary directory. For example "DEL C:\TEMP\setup_mc.exe". We recommend you keep a copy of this downloaded installation file as you may wish to reinstall the software in the future.
You can now also remove the temporary directory you created above. For example type "RD C:\TEMP".
You can now close the DOS box by typing "EXIT".
Installing Your MailCall or Unified MailCall License Files
The final installation step is to copy your MailCall or Unified MailCall license file to your Phone Server installation directory. You cannot run any application without a valid license file for that application. The license file also controls how many simultaneous phone lines can be used by that application. This is explained further below. (Note: If you are just evaluating the demo version of a PhoneSoft product, you can skip this step. A license file has already been included and installed with the demo version of the product).
To copy the license file, again open a DOS box. If you received your license file on diskette, insert the license file diskette into drive A:, and type "COPY A:*.LIC C:\PHONESOFT". If you installed the software in a different directory than C:\PHONESOFT, substitute the disk name and directory where you installed the software. All license files (XXXXX.LIC) must reside in the same directory as the program PHONESERVER.EXE. If instead you received your license file through e-mail, detach it from your e-mail message and copy it into that directory.
Done! You have now finished the software installation.
Starting Phone Server
The Phone Server application provides the complete System Administrator interface for running PhoneSoft telephony applications. It enables you to:
Configure the telephone lines you will use to run MailCall or Unified MailCall
Start and stop MailCall or Unified MailCall running on your phone lines
Have a simple graphical user interface for controlling and monitoring MailCall and Unified MailCall behavior and status
Phone Server is used by the System Administrator to start (and stop) MailCall and Unified MailCall automatically answering the phone. Phone Server can be configured to automatically have your MailCall or Unified MailCall start answering the phone when the computer is started. It can even be configured to run multiple applications or even different applications on different phone lines. Phone Server supports up to 24 phone lines (and/or applications) when running on Windows 95, and up to 72 phone lines (and/or applications) when running on Windows NT. Phone Server also provides logging and real-time monitoring capabilities to allow the administrator to monitor system status, examine system utilization, and track down system problems.
In order to start MailCall or Unified MailCall answering the phone, you must first start the Phone Server application and configure what telephone lines should be answered by which application(s).
A. Checking the Prerequisites Configured Above
Windows 95 or Windows NT should be up and running.
As described above, your Dialogic card should be up and running and the drivers already loaded. (Note: This is not necessary if you are just evaluating the demo version of a PhoneSoft product)
It does not matter if Lotus Notes is running or not. However, as described above, Lotus Notes (client or server) must be installed on this PC, and Notes MUST explicitly be included in the defined path.
B. Starting Phone Server
Start Phone Server by clicking "Start" from the Windows 95 or NT task bar, then clicking "Programs", and then clicking "PhoneSoft" then click "Phone Server". If "Phone Server" is not in the program list, then the software was not installed correctly above.
You should now see the Phone Server splash screen and then after several seconds you will see the PhoneSoft Phone Server control screen. This is the main user interface for configuring and controlling the system.
The Phone Server User Interface
The Phone Server user interface consists of several sections:
A menu bar at the top of the screen (File, Edit, Log, and Help)
Clickable smart icons for fast access to the most frequently accessed menu selections
A telephone line status grid (phone numbers, configured applications, and line activity)
The 12 most recent log messages
Company name and system logging level
Message and help bar
Total number of calls answered and number of calls answered today
The Telephone Line Status Grid always shows the status of all configured applications. When Phone Server is started for the very first time, it is not configured to automatically start any applications. You can reconfigure phone lines and change running applications simply by double clicking on the phone line you wish to change in the Telephone Line Status Grid. We recommend however, that you continue through this tutorial a bit further before experimenting with reconfiguring lines and applications.
What are Application Licenses?
How Many Do I Need?
How Many Phone Lines Can I Use?
Like most telephone and voice mail applications, PhoneSoft applications are licensed and sold on a "per telephone port" basis. That is to say that a single application license allows you to run the purchased application on a single phone line. Any number of users can call into that phone line (it is of course a shared resource), but only one at a time. If someone calls in while someone else is already on the line, the second caller will get a busy signal and will have to try again later. This is just like a voice mail system or any other telephone application. For a company with hundreds or thousands of employees, you may wish to have a pool of phone lines for them to call in to. Of course you do not need a separate phone line for every user who may call, because they do not all call in at exactly the same time. These phone lines are shared, and you only need a small fraction of that number. Depending upon the application and its use, you may find that one phone line per twenty users or one phone line per sev
eral hundred users is adequate. You may find you want more, or you may find you need less. If you need help figuring out how many application licenses is right for you, please call our customer support group.
Remember that when you configure multiple phone lines running the same application, they can appear to the caller to be at the same virtual telephone number. In other words, callers just dial the main application phone number (or extension), and are automatically connected to the first available port running that application. Callers are unaware of how many phone lines are actually running the application, or which telephone line (or extension) they were actually connected through. This is a basic "hunt group" capability of all PBXs and phone systems. PhoneSoft applications do not require a PBX, but are compatible with all PBX's if you have one.
Note that you can only start as many application instances as you have purchased applications. For instance, if you purchased a single port of MailCall, you can only start MailCall on one telephone line. If you try to start MailCall on another phone line while the first one is running, you will get a message telling you that you do not have enough MailCall licenses to do this. You can of course purchase any number of additional MailCall licenses.
The standard Unified MailCall product can be started on up to two phone lines at the same time (it comes with a two port license). Again, if you try to start Unified MailCall on a third phone line while the first two are running, you will get a message telling you that you do not have enough Unified MailCall licenses to do this. Again, you can of course purchase any number of additional Unified MailCall licenses.
(Note: If you are just evaluating the demo version of a PhoneSoft product, your can ONLY start your demonstration application on Line Number 1.)
Configuring MailCall and Unified MailCall
A. Configuring Your Installation Environment
MailCall and Unified MailCall can be configured to work in a large variety of environments. The standard installation will configure your software to work without modification at most sites, but many parameters can be customized if you wish. This environment customization is done from the Phone Server user interface as follows:
From the Phone Server menu bar, bring up the "Phone Server Properties" dialog box by selecting "Edit / Configuration..." You will see a number of tabbed windows with fill-in boxes which define many controllable behaviors for MailCall and Unified MailCall.
Most installations will not have to modify any of these parameters. You can find complete descriptions for these settings in the Phone Server Help File. The Phone Server Help File can be accessed (just like any Help File) by selecting "Help / Help Topics" from the Phone Server menu bar. Please contact our Customer Support group if you have any questions or want help configuring these settings for your environment.
B. Configuring Users
In order for MailCall or Unified MailCall to interact with Notes mailboxes, you must provide the application information about the user's mail files such as where they are located, etc. This information will be read directly from a Notes Name and Address Book (NAB) format database.
This database can either be your company's regular Name and Address Book (NAB), or it can be a totally separate database if you wish for any reason to keep them separate. System administration is simpler if you use the company NAB, because as you configure and remove employees from your NAB (hiring, terminating, etc.), they will automatically be provided or denied access to the MailCall or Unified MailCall system. Remember there are no limitations in using the standard company NAB, and even if you use the standard company NAB, you can still configure which users can use the system and which cannot.
When you ran the installation, a sample Notes NAB Database "PSNames.NSF" was placed in your main Phone Server directory. This database contains the additional Notes forms, views, and fields required by MailCall and Unified MailCall. If you are going to use your company NAB, you will have to copy these views and fields to your company NAB.
When you first install MailCall or Unified MailCall, it is easiest to start by using the sample PSNames.NSF until you become familiar with the system. Then you can move these views and fields to your company NAB.
Your first step in configuring users is to tell MailCall or Unified MailCall where the Notes NAB database you will be using is located.
From the Phone Server menu bar, bring up the "Phone Server Properties" dialog box by selecting "Edit / Configuration..." .
Fill in the "Names Server" field with the name of the server where the Notes NAB you will be using resides. If this NAB file is on this Phone Server PC, and the Phone Server PC is not a Notes Server, you should leave this field blank.
Fill in the "Names Database" field with the name of the Notes NAB you will be using. For example, "PSNames.NSF". Like most Notes applications, this name is relative to the Notes data directory.
Click the "OK" button to save your settings.
The information required to configure the users who will be allowed to call in to or receive mail from MailCall or Unified MailCall is contained in the Person Documents in this Notes NAB database. You should add this database to your Notes desktop, and configure your users with the following fields:
PhoneSoft Product. This selection box allows the administrator to select which product is installed for a given user (MailCall or Unified MailCall). This field then controls the person form to ensure that only the appropriate fields are displayed for this user. (Unified MailCall uses three additional fields more than MailCall). This field is not used by MailCall or Unified MailCall. It is only used to affect the display of the Person Document Form.
Canonical Name. Enter here the full Notes canonical name of the user in the form "CN=John Smith/O=Your Notes Organization Name". This name is used by the application to fill in the "From" field in Notes messages sent by this user when running MailCall or Unified MailCall. For example, "CN=John Smith/O=PhoneSoft".
Spelled Last Name. Enter here the last name of this person. This field will automatically compute the "number" spelling of any text name entered. For example, if you enter "Smith" into this field, it will automatically be computed and saved as "76484" (which is the telephone keypad spelling of S-M-I-T-H.) This is the digit string a caller will enter to specify this user when "Spelling by Name".
Mail Address. Enter here the user's Notes mail address that another would use to send mail to him. This field is used by the application when another user (or outside caller) has selected to send mail to this user. This value will then be placed in the "To" field of the Notes message being sent.
Mail Server. Enter here the name of the Notes server on which this user's mail file resides. Note that this application can therefore support user's whose mail files reside on different servers. This field is used by the application to locate the user's mail file when he calls in to check messages.
Mail File. Enter here the actual name of the user's mail file. This file name should specify the path to the mail file relative to the server's data directory. This should contain the same value as the corresponding "Mail file" field in the server's Name and Address book for this user. For example, "mail\jsmith.nsf". This field is used by the application to locate the user's mail file when he calls in to check messages.
Phone Extension. Enter here the actual telephone extension of the user. This field is only used by Unified MailCall. It is not used by the MailCall application. This field should contain the actual PBX extension of the user. For example, "1234". This number will normally contain the same value as the Mailbox Number field, but allowing it to be different allows system flexibility. For example, a user could move to a different department and have a different telephone extension, but to outside callers would appear to be at the same "Mailbox" number. Likewise, users could configure this field for the system to forward all calls to any telephone number or extension.
Mailbox Number. Enter here the user's mailbox number, extension, employee number, or any other number you would like to use to designate this user. These values must be unique for each user configured on this system. A user enters this number, along with the corresponding password below, when calling into the system to identify himself.
Password. This number is initially set by the system administrator, but can then be changed by the user. Note that this field is protected using Notes one-way encryption, so no one can read the field value. The password is requested whenever a user calls in to check his messages.
Name Recording. This field contains the user's name recording.
Greeting. This field contains the user's greeting.
Absence Greeting and Enable / Disable Absence Greeting. These fields are only used by Unified MailCall. They are not used by the MailCall application. The absence greeting can be enabled if the user will be out of the office for an extended period. If this greeting is enabled, calls for this user will not ring at his desk, but this absence greeting will be played instead of his normal greeting, and then a message will be taken.
Giving Phone Server Access to the User's Mail Files
Now that you have configured users to access their mail files over the phone, you are almost ready to start the MailCall or Unified MailCall application. Before this however, you must enable the Phone Server application to access the User's Notes mail file. This is done in the Notes Access Control List for each user's mail file. If you need help setting this up, ask your Notes administrator or call our customer support group.
Hint - Most system administrators set up a separate Notes ID for the Phone Server application. This is the ID that is actually running on the PC with the Phone Server and MailCall or Unified MailCall. By setting the system up this way, they can add this special "user" to the Notes Access Control Lists of each user's mail file. Only the system administrator has access to this special Notes ID, and no user has any access to any other user's mail file. Notes security is therefore maintained.
When setting the Notes Access Control List for the mail files, Phone Server needs "Manager" access to the user's mail files in order for the "Read/Unread Marks" to work. Also select the "Delete documents" option, so that callers can delete documents in their mailbox over the telephone.
Configuring Phone Server to Start MailCall or Unified MailCall on a Phone Line
You can configure phone lines and change running applications simply by double clicking on the line you wish to change in the Telephone Line Status Grid of the Phone Server interface.
(Note: If you are just evaluating the demo version of a PhoneSoft product, your can ONLY start your demonstration application on Line Number 1.)
Double click anywhere on line 1 in the Telephone Line Status Grid. You will now see a dialog box titled "Line Setup - Line 1".
** Note that the fill-in boxes are grayed out if an application is currently running on that line. To stop a running application, click the "Stop" button. Then click "Yes" to the question "Are you sure you want to stop line 1". The fill-in boxes will no longer be grayed out, and the Start button will then be enabled. **
Enter in the "Phone #" field the phone number or extension of the phone wire plugged into the first connector on your Dialogic card. You can enter any value you want, since this field is not used by the application. However, we strongly recommend you fill in the phone number or extension to help you keep track of your configuration. Example "618-1900" or "ext 1234".
Select an application to run on line 1. Select or change the application by clicking the down arrow in the box marked "Application". This drop down selection box shows all applications loaded on your machine. This is actually a list of the license files installed on this PC. Click on the "MailCall" or "UMailCall" option. Now click "Start" to start the application.
(Note: If you are using the demo version of a PhoneSoft product, you must switch your system to "demo mode" before you can start an application. This demo multimedia mode is selected by clicking the smart icon which looks like a sine wave. The sine wave demo mode button MUST be depressed to run in multimedia mode and must be raised to use the Dialogic card. If this button is depressed, showing you are in multimedia mode, the "Demo Phone" smart icon to the left of the test mode button will be enabled. You can then simulate calling in just by clicking the Demo Phone smart icon.)
Note the "Auto Start" option check box. This checkbox tells Phone Server whether to automatically run the selected application on this line whenever Phone Server is started.
Now click the "Close" button.
Done! Your MailCall or Unified MailCall application should now be running. If everything was set up correctly, line 1 of the Telephone Line Status Grid should now show that your application is up and running and the Activity should read "Waiting for Call". If you do not see this activity, check through the previous steps. If you do not then get the "Waiting for Call" status, contact our customer support group.
You can now call in to the phone number or extension shown for line 1.
(Note: As mentioned above, if you are using the demo version of a PhoneSoft product, you must switch your system to "demo mode" before you can start an application. This demo multimedia mode is selected by clicking the smart icon which looks like a sine wave. The sine wave demo mode button MUST be depressed to run in multimedia mode and must be raised to use the Dialogic card. If this button is depressed, showing you are in multimedia mode, the "Demo Phone" smart icon to the left of the test mode button will be enabled. You can then simulate calling in just by clicking the Demo Phone smart icon.)