CUC 9.x: Mailbox Quotas

Controlling the size of mailboxes and quotas is very important to control the total size of mailbox store.

Note: Quotas are not enforced for messages left by outside callers if the “Full Mailbox Check for Outside Caller Messages” check box is not checked. This check box appears on the Message Storage > Mailbox Quotas page.

The default quota upon CUC installation is:

Message again rules allow the following actions:

• Move new messages to the Saved Items folder after a specified number of days.
• Move read messages to the Deleted Items folder after a specified number of days.
• Permanently delete messages in the Deleted Items folder after a specified number of days.
• Based on the age of the messages, permanently delete secure messages that have been touched in any way (for example by saving, deleting, or opening but then saving messages as new).
• Based on the age of the messages, permanently delete all secure messages regardless of whether users have listened to or touched the messages in any way.

Note: Quotas are applied for voicemails read using TUI and saved in inbox. For voicemails read using View Mail or Web Inbox, the quotas aren't applied. Therefore, aging policies are needed to clear outdated messages. To access voicemail using Web Inbox navigate to https:///inbox.

Alerts can be configured part of again policy to notify users before CUC age out the messages. Alerts cannot be sent to users unless the Corporate Email Address field for each user on the Users > Users > Edit User Basics page contains a valid email address. Unity Connection must also be configured to relay messages through an SMTP smart host.

To add new aging policy:

1. In Cisco Unity Connection Administration, expand Message Storage , then expand Message Aging , then select Aging Policies. Select Add New .
2. Enter a name for the new policy, and select Save .
3. Check the Enabled check box and configure the appropriate settings

The Message Recording Expiration feature guarantees that a voice message that is stored on the Unity Connection server cannot be listened to after it reaches a set expiration date, regardless of whether the message has been forwarded to another Unity Connection recipient. Message Recording Expiration is a systemwide setting, and thus cannot be applied only to a subset of users.

At expiration, message recordings are automatically replaced with a decoy recording that says, “The message has expired.”

CUC 9.x: Mailbox Stores

On installation, CUC will create the following:

• A directory database for system configuration information (user data, templates, classes of service, and so on).
• A mailbox store database for information on voice messages (who each message was sent to, when it was sent, the location of the WAV file on the hard disk, and so on).
• An operating-system directory for voice message WAV files.

Administrator can create up to four mailbox stores. Each additional mailbox store will create:

• Another mailbox-store database for information on voice messages that are saved in that mailbox store
• Another operating-system directory for the voice message WAV files and other message attachments saved in that mailbox store

Note: Although there is one mailbox-store database for each mailbox store, there is only one directory database for the entire system.

To create new mailbox store:

1. Sign in to Cisco Unity Connection Administration as a user that has the System Administrator role.
2. Expand Message Storage , then select Mailbox Stores. Select Add New .
3. On the New Mailbox Store page, enter settings as applicable.

Note: If the mailbox store is disabled, administrators won't be able to create new users on this mailbox.

When moving mailboxes between mailbox stores, note the following:

• When a mailbox is moved to another message store, the MWI status is retained.
• When clustering is configured, you must sign in to the server whose server status is primary to move mailboxes.
• Moving a mailbox fails if:
• The administrator currently signed in to Cisco Unity Connection Administration is not authorized to move a mailbox.
• The source or target mailbox store is disabled because, for example, the mailbox store is being backed up.
• The mailbox is disabled.
• The user whose mailbox you are moving is a system user. System mailboxes cannot be moved out of the default mailbox store, UnityMbxDb1.

Why do you think you will need an additional mailbox store?

For me the answer is to complete the backup jobs during the specified period. If you have single mailbox store with huge size, you won't be able to complete the backup job during short time period (which is ideally non-business hours).

CUC 9.x: Distribtuion Lists

System distribution lists are used to send voice messages to multiple users. The users that are members of a system distribution list typically are users who need the same information on a regular basis, such as employees in a department or members of a team.

By default CUC has the following DLs:

• All Voicemail Users: This DL includes all users with voicemail boxes. When the users are deleted the accounts are removed from the DL automatically.
• Undeliverable Messages: Users who are assigned to the Undeliverable Messages List receive messages left by outside callers for recipients whose mailboxes are not found or have been deleted, or non-delivery receipts (NDRs) that cannot be delivered to the original sender of a message. By default, the UndeliverableMessagesMailbox user account is the only member of the Undeliverable Messages distribution list.
• All Voicemail-Enabled Contacts: This DL isn't including any user by default.

To create a new DL:

1. In Cisco Unity Connection Administration, expand Distribution Lists , then select System Distribution Lists. Select Add New .
2. On the New Distribution List page, enter an alias and display name for the list.
3. On the Edit Distribution List Basics page, use the Media Master to record a name for the list. Users hear this recording as confirmation when they address messages to the list.
4. Optionally, enter an extension for the list.
5. On the Edit Menu, select Distribution List Members .
6. On the Distribution List Members page, select Add User. In the Available Users Search Results table, check the check boxes next to the display names of the users to add to the list, then select Add Selected .

Note: You can assign Alternate Name to the DL in addition to Display Name. Consider specifying alternate names if the display name is not pronounced the way it would be read when the users are utilizing voice-recognition feature to send to DL, as may be the case with acronyms and abbreviations.

Control Access to DLs

The basic method for controlling access to DLs is by SS/PTs. Also, if a member in the DL resides in a PT that isn't mapped to the SS of the sender, the message won't be delivered to him with an NDR sent back. The rest of the DL members will get the message.

Another scalable method is using DL's access lists. When you enable the access list feature, for each system distribution list that receives messages, you create a second system distribution list which act as an access list. The name of the second distribution list should be in the format . The access list suffix is configured in the advanced system settings and by default is -accesslist. For example, to set up an access list for a system distribution list that has the alias allvoicemailusers, you create a second system distribution list with the alias allvoicemailusers-accesslist, and add as members who are allowed to send to the list.

Note that users who are members of the access list must also have their search scope set to a search space that includes the partition of the system distribution list in order to address messages to the list.

Configuration

1. In Cisco Unity Connection Administration, expand System Settings , expand Advanced , then select Messaging .
2. To enable system distribution list access lists, check the Use Access Lists to Control Who Can Send to System Distribution Lists check box. (This check box is unchecked by default.)
3. To have Cisco Unity Connection continue to allow messages to be sent to system distribution lists that do not have access lists created for them, check the Allow Delivery of Messages to System Distribution Lists That Have No Access List check box.
4. To specify the suffix that is used to distinguish access lists, enter a suffix in the System Distribution List Alias Suffix for Access Lists field. The default suffix is -accesslist.

Note: In addition to SS/PTs and access lists, you need to allow senders to send messages to distribution lists on their Class of Service (CoS).

CUC 9.x: Broadcasting Messages

System broadcast messages are recorded announcements that are sent to everyone in an organization. You determine whether users can send and/or update broadcast messages, and set up a way for them to do so by using the Unity Connection Broadcast Message Administrator.

System Broadcast properties:

    • System broadcast messages are played immediately after users sign in to Cisco Unity Connection by phone (even before they hear message counts for new and saved messages)
    • Senders control the activation of system broadcast messages (day,  week, month, duartion, etc).
    • A user hears the system broadcast message the first time that he or she signs in to Unity Connection during the period that the message is active.
    • Users cannot fast-forward or skip a system broadcast message
    • If a user hangs up before playing the entire system broadcast message, the message plays again the next time that the user signs in to Unity Connection by phone (assuming that the message is still active).
    • When a user has finished playing a system broadcast message, the message can either be replayed or permanently deleted.
    • Users cannot respond to, forward, or save system broadcast messages.
    • Users can receive an unlimited number of system broadcast messages
    • Users receive system broadcast messages even when they exceed their mailbox size limits and are no longer able to receive other messages. Because of the way that the messages are stored on the Unity Connection server, they are not included in the total mailbox size for each user.
    • By design, system broadcast messages do not trigger message waiting indicators (MWIs) on user phones
    • New users hear all active system broadcast messages immediately after they enroll as Unity Connection users

Configuration Tasks

    1. Setup access to System Broadcast Administrator
    2. Enable Users to send and update system broadcast messages

Phone Access to System Broadcast Administrator

There are four different methods to setup this access:

    a. Create call handler with extension number pointing to System Broadcast Administrator Conversation
    b. Setup call routing rule which matches a called number and points to System Broadcast Administrator Conversation
    c. Setup one-key dialing pointing to System Broadcast Administrator Conversation
    d. Configure a custom keypad mapping conversation

Enable Users to Send/Update Broadcast Messages

    1. In Cisco Unity Connection Administration, find the user account or template that you want to edit.
    2. On the Edit menu, select Send Message Settings .
    3. On the Send Message Settings page, under Broadcast Messages, check the applicable check boxes:
        a. User Can Send Broadcast Messages to Users on This Server
        b. User Can Update Broadcast Messages Stored on This Server

Broadcast Message Administrator Tasks

Users who are able to update system broadcast messages can use the Broadcast Message Administrator to do the following tasks on the local Unity Connection server:
    • Review active messages. (If there is more than one active message, the Broadcast Message Administrator presents them in order based on the start date and time, starting with the newest messages.)
    • Change the end date and time for active messages.
    • Change or add to a recording for future messages. (Note that Unity Connection enforces the total message length limit even when material is added to a message.)
    • Change the start date and time or the end date and time for future messages. (Note that the end date and time does not adjust automatically if senders change the start date and time but do not change the end date and time.)
    • Delete active and future messages. (Note that Unity Connection does not report which users have already played an active message.)

Default Broadcast Message Administrator Settings

You can access the default settings by navigating to System Settings > Advanced > Conversations page in Cisco Unity Connection Administration.
    • Retention Period —Indicates how long Unity Connection retains expired system broadcast messages on the server. By default, Unity Connection purges the WAV file and any data associated with a message 30 days after its end date and time.
    • Default Active Days —Indicates the number of days that a system broadcast message remains active when the sender does not specify an end date and time. The default is 30 days. A value of zero (0) days means that messages that are sent without a specified end date and time remain active indefinitely.
    • Maximum Recording Length (msec)
    • Play Oldest Message First

CUC 9.x: Partitions and Search Spaces

Partitions are used to group objects together. Partitions can be assigned to Search Spaces which are assigned to users to provide access to the objects. This is similar to call manager CSS/PTs.

The following objects can be grouped in partitions:

• Users with mailboxes (primary extension)
• User alternate extensions
• Contacts (including VPIM contacts)
• System distribution lists
• System call handlers
• Directory handlers
• Interview handlers
• VPIM locations

Notes:

• User extension has to be unique within a partition.
• Object names and Contact extensions can overlap within a partition.
• Object can be assigned to single partition only.

The following types of objects can use a search space for their search scope:

• Users with mailboxes
• Routing rules (both direct and forwarded)
• System call handlers
• Phone directory handlers
• Voice-enabled directory handlers
• VPIM locations

Note: Search Spaces scan partitions sequentially and applied first match rule.

Important Notes on SS/PT with Call Routing Rules

• Unity Connection uses the search space defined as the initial scope of the call to identify whether the call is from a user, and if so, which user. If a user calls from an extension that is in a partition that is not a member of the search space set as the initial search scope for the call, the call is not identified as coming from the user (it will be treated as external call). If the extension of the user overlaps with an extension in another partition that also appears in this search space, the call is identified as coming from the first object that Unity Connection finds when searching the partitions in the order that they appear in the search space.
• Users who call to sign in to Unity Connection won't have their search scope set to the search space defined for their user profile until they have successfully completed the sign-in process.

Managing Partitions

1. In CUC Administration, expand Dial Plan , then select Partitions .
2. On the Search Partitions page, select Add New .
3. On the New Partition page, enter a name for the partition.
4. Select Save

Managing Search Spaces

1. In CUC Administration, expand Dial Plan , then select Search Spaces .
2. On the Search Spaces page, select Add New .
3. On the New Search Space page, enter a name for the search space.
4. Select Save

CUC 9.x: Manage Recordings and Greetings

CUC provide recording capabilities for names on Users, Call Handlers, System Distribution Lists; and for greetings on Users and Call Handlers. There are two recording mechanisms which are Media Servers and Greeting Administrator.

Media Master

Media Master can be accessed in any CUC administration page which has recording capability. It offers two ways of interaction which are Phone or Computer (source of recording and playback).

In case phone is selected the user needs to designate an extension number which will be dialed by CUC Media Master (by default the user/handler primary extension is used). Once the user answers the call, the recording or playback starts based on the selected option. Also, at least one voice port should be enabled for TRaP capability. If computer was selected, the recording and playback takes place using mic and speakers.

Additionally, you can upload the recordings to Media Master server using options menu.

Media Master records WAV files with G711 codec. You can save the recorded file to the local computer.

 

Greeting Administrator

The Cisco Unity Greetings Administrator allows you to manage Call Handler greetings from any phone. Note: It can't manage User Greetings, Only Call handler greetings.

To Use the Cisco Unity Greetings Administrator to Manage Call Handler Greetings:

1. On the phone, dial the phone number for access to the Cisco Unity Greetings Administrator.
2. At the prompt, enter the ID of the call handler owner, and press # .
3. At the prompt, enter the password of the call handler owner, and press # .
4. At the prompt, enter the extension of the call handler you want to manage, and press # .

There are two ways to setup Greeting Administrator

1. Using One-Key Dial
1. From Opening Greeting Call Handler select Edit > Caller Input.
2. Select any of the keys that you want to map to Greeting Administrator.
3. Point the key to Greeting Administrator Conversation. Optionally you can lock the key as well.
2. Using Call Routing Rule
1. Create new Direct Dial rule matching greeting administrator called number and pointing to Greeting Administrator Conversation
2. Browse to call handlers which needs to be managed by Greeting Administrator and select Edit > Call Hander Owners.
3. Assign users to Call Handler Owners. These users are having authority to modify the greetings of the call handler
4. On Call Handler Basics page, assign an extension to the call handler. This will be used by administrators to select the call handler which they want to modify.

Below are the types of greetings used in CUC and there precedence level:

Greeting Type	Greeting Override	Description
Alternate	Overrides all other greetings	Useful for special situations like out of office for an extended period of time. It has to be enabled manually
Busy	Overrides standard, internal, closed, and holiday greetings	Plays when the target’s extension is busy.
Error	None	Plays when a caller enters invalid digits in a call handler/mailbox.
Internal	Overrides standard, closed, and holiday greetings	This greeting is for internal callers and tends to be more informal or adds information that only internal callers need to know like, “I am in the Sales Meeting in Room 1776 today.”
Closed	Overrides standard greeting	Plays when the business is closed according to the active schedule.
Standard	None	Plays when not overridden by another greeting.
Holiday	Overrides the standard and closed greeting	Plays when the business is closed for a holiday as specified in the active schedule’s holiday dates.

Custom Recording

CUC allows you to play the customized recordings after a message is sent or after a greeting is played. The 'Play After Message Recording' and 'Post Greeting Recording' options can be set for the following:

• Users
• User Templates
• System Call Handlers
• Call Handler Templates

To create new custom recording:

1. In Cisco Unity Connection Administration, expand Call Management, select Custom Recordings, then Add New.
2. Enter the name of the recording and Save.
3. Select the Language in which you want to record and select Play/Record.
4. When you are finished with the recording on the Edit Custom Recordings page, select Save .

To assign custom recording after message is sent:

1. Select X > Edit > Message Settings
2. Under Play After Message Recording section, select Play Recording and select the custom recording.

To assign custom recording after greeting is played:

1. Select X > Edit > Post Greeting Recording
2. Select the mode of Post Greeting Recording and the custom recording.

X can be any User, User Template, System Call Handler, Call Handler Template.