IP Office: IMS Installation & Administration

IP Office
IMS Installation & Administration
40DHB0002USCM Issue 1 (10/25/01)

Contents
Contents
Integrated Messaging System .................................................................................................. 3
Overview of IMS....................................................................................................................................3
System Limitations ................................................................................................................................4
System Arrangement ............................................................................................................................5
IMS Installation........................................................................................................................... 6
Pre-Installation Requirements ...............................................................................................................6
Installation Overview .............................................................................................................................8
IMS Voice Service Installation ...............................................................................................................9
IMS Gateway & Database Service Installation ....................................................................................10
IMS Administration Tool Installation ....................................................................................................11
IMS Client Installation..........................................................................................................................12
Using IMS Administration .......................................................................................................13
Overview of Using IMS Administration ................................................................................................13
Mailbox Properties...............................................................................................................................14
Synchronize Mailbox ...........................................................................................................................14
Setting up a New User ........................................................................................................................15
IMS Server Configuration ........................................................................................................ 16
Overview .............................................................................................................................................16
System Settings ..................................................................................................................................16
Path Setting ........................................................................................................................................16
Email Settings .....................................................................................................................................16
Miscellaneous Procedures...................................................................................................... 17
Changing the IMS Server’s Computer Name ......................................................................................17
Optimizing Performance on PCs running NT.......................................................................................18
IMS Client Does Not Start-up/Connect When PC Boots Up ................................................................18
Index ......................................................................................................................................... 19
IP Office Page 2
IMS Installation & Administration 40DHB0002USCM Issue 1 (10/25/01)
Integrated Messaging System Overview of IMS
Integrated Messaging System

Overview of IMS
The Integrated Messaging System (IMS) allows users to deal with
voicemails through their normal email interface (Microsoft Outlook or
Exchange). Voicemails can still be handled conventionally using the
telephone.
Voicemails are presented with a special icon in the users email
inbox. When a voicemail is opened, a special form appears which
enables the user to play back the message on their telephone. The
voicemail itself remains on the voicemail server.
When a voicemail is read, forwarded or deleted, either from the
email or by using the phone, its status is reflected in both the mailbox
and the email inbox.
• Playing Messages Through the PC

Normally IMS plays the voicemail messages through the PC
user's telephone. IMS can be set up to send the voicemail
messages as wave files, which are played using the PC's sound
capabilities. However this creates a heavy load on the network
and servers and so is not recommended. Typically one minute of
speech requires the transfer of a 1MB file across the network.
• Voicemail Pro Installation

IMS should not be installed until after the Voicemail Pro has
been installed and tested to the customer satisfaction.
• Network and Exchange Server Knowledge

Installation of IMS requires access to the customers Exchange
server and to other critical components of their network. An
installer with good knowledge of Exchange Server and Microsoft
network setup should only perform the installation. The
installation should also only be performed in conjunction with the
customer's network manager.
IP Office Page 3
Integrated Messaging System System Limitations
System Limitations
IMS is designed to work in a system that comprises of one IP Office
and one Microsoft Exchange Server. It can be used in a
configuration with more than one telephone system so long as that
system has centralized voicemail using just one voicemail server.
IMS cannot be used to:
• Save a voicemail.
• Compose a new voicemail.
• Reply to a voicemail.
• Add comments to a forwarded voicemail.
• Mark a voicemail as urgent.
Voicemails should not be placed in Public Folders.

Windows 95/98 client PC's must connect to the IMS Server PC using
TCP/IP. Win 95/98 clients who do not use TCP/IP are not supported.
IP Office Page 4
Integrated Messaging System System Arrangement
System Arrangement
The IMS System comprises of the following components.
• IP Office
One of the IP400 Office series of telephone systems.
• Voicemail Pro
Provides voicemail services to the IP Office extension users.
• IMS Server
This actually consists of three services.
• IMS Voice Service
This is installed on the same PC as the Voicemail Pro
Server.
• IMS Gateway Service
This is normally installed on the same PC as the customer's
Microsoft Exchange Server though it can be installed on a
separate PC. It interacts with the Voicemail Pro Server, the
Exchange Server and the IMS Clients.
• IMS Database Service
This is installed on the same PC as the Gateway Server. It
stores the current known status of voicemail messages and
mirrors that status in both email and voicemail mailboxes.
• Microsoft Exchange Server
The customers MS Exchange server.
• IMS Administration Tool
This tool is used to maintain the association of voicemail
mailboxes to email mailboxes. It can be installed on any
networked PC.
The following additional components are required on the user PC's.

• Microsoft Exchange or Outlook
Microsoft Exchange Client or Outlook 97 or higher.
• IMS Client
Installed on each email user’s PC. It adds a form to their Outlook
or Exchange program that lets them handle voicemails.
The diagram above gives a simplified distribution of the IMS

components. The central network PC cluster can be a single server
PC or a number of separate server PC's.
IP Office Page 5
IMS Installation
IMS Installation
Pre-Installation Requirements
The IMS software is supplied on the same CD as Voicemail Pro.
General:
• Installation of IMS requires familiarity with IP Office and
Voicemail Pro. It also requires familiarity with Windows NT/2000
and the setting up of domains and users.
• The installation requires access the customers Microsoft
Exchange Server and should be done in conjunction with the
customer' Network Manager.
• The installer will need a list equating NT User and Exchange
User account names with Telephone extension numbers and
voicemail box numbers.
IP Office:
• IMS can be used with any of the IP400 Office telephone
systems. The appropriate license keys for Voicemail pro and IMS
must be entered via the Manager application.
Voicemail Pro:
• Voicemail Pro must be pre-installed and tested. Refer to the
Voicemail Pro Manual.
Local Area Network:

• Email Server:
• MS Exchange 5 & 5.5
• An Exchange User account for user ‘IMSAdmin’ will need to
as part of IMS installation.
• The email system must be running and operating correctly.
IP Office Page 6
IMS Installation
IMS Gateway/Database Server PC:

This can be the same Server PC as Exchange Server.
• Operating system: Windows NT 4 Server with Service Packs 4,
5 and 6a or Windows 2000.
• It must be a member of the same NT Domain as the Exchange
server
• Email Client: An NT Domain User named ‘IMSAdmn’ is created
during installation. Exchange Client or Outlook must be
configured and working for user ‘IMSAdmin’.
IMS Client PC's:

• Hardware:
The minimum recommended hardware for NT/2000 is a Pentium
100 with 32 Mb RAM. For Windows 95/98/ME is a Pentium 100
with 24 Mb RAM.
• Operating system:
These can be either;
• Windows NT4 with Service packs 4, 5, 6a or Windows 2000.
Where a PC is outside of the Exchange server’s domain it
will need NT4 Service Pack 6a or Windows 2000.
• Windows 95/98/ME clients must use TCP/IP networking.
• Network configuration:
Users must be members of an NT Domain.
• Email Client:
MS Exchange Client, Outlook 97, 98 or 2000.
IP Office Page 7
IMS Installation
Installation Overview
The Installation of IMS Software components should be carried out
in the following order to ensure a trouble free system.
1. Install Exchange Server and Exchange Clients
This manual assumes that the email system (both server and
clients) has been installed and tested.
2. Install Voicemail Pro
This manual assumes that Voicemail Pro has been installed and
tested.
3. Install IMS License Key
Ensure that the IMS license key has been entered via the
Manager Application and is valid. The key is checked by IMS
during start-up.
4. Install Integrated Voice Messaging Server
This is installed onto the Voicemail Pro Server PC. See "IMS
Voice Service Installation" on page 9.
5. Install IMS Database & Gateway Server
These are either installed on the same PC as the Exchange
Server or onto a separate PC. See "IMS Gateway & Database
Service Installation" on page 10.
6. Install IMS Administration Tool
See "IMS Administration Tool Installation" on page 11.
7. Install IMS Clients
See "IMS Client Installation" on page 12.
8. Configure Mailboxes Using IMS Administration
See "Using IMS Administration" on page 13.
IP Office Page 8
IMS Installation
IMS Voice Service Installation

Use the following process to install the IMS Voice Service onto the
Voicemail Pro Server PC.
1. Insert the Voicemail Pro CD and select IMS Voice Service from
the list of Integrated Messaging System components.
2. After installation the Integrated Messaging Server control panel
appears. Select the Logging Level required for the Integrated
Messaging Voice Server.
• If the PC already has other Voicemail Pro components
installed, do not deselect them, as the wizard will then
remove those components.
3. The software will now attempt to validate the IMS license key on
the IP Office.
4. After validating the IMS license key, the software request
whether you want to start the service, select Yes.
5. Once the service has started the option to restart the system to
complete the installation may occur. If this does happen, click on
OK. To reboot the PC.
IP Office Page 9
IMS Installation
IMS Gateway & Database Service Installation

The following process install the IMS Gateway Service and IMS
Database Service onto the same PC. Though this is typically the
case though they can be installed on separate PC's if required.
1. Log on to the PC as a domain user who has Administrator rights
on the local machine.
2. Insert the Voicemail Pro CD and select IMS Database Service
and IMS Gateway Service from the list of Integrated
Messaging System components.
installed, do not deselect them, as the wizard will then
3. Following installation, the software requests whether you want to
start the service, select Yes.
4. After installation you are taken through the tabs of the
Integrated Messaging Server control panel (see "IMS Server
Configuration" on page 16).
5. Select the Logging Level required for the Integrated Gateway
Voice Server.
6. Enter the name of the computers on which the IMS Database
and the IMS Voice Services have been installed.
7. Specify the Email Settings for the service. The email account
name used is IMSAdmin.
8. The software will attempt to verify the new settings. If okay, you
may be asked to start the System, select Yes. This is required so
click on the Yes button to start the IMS System. Alternatively you
may be requested to reboot the PC, if so click on the OK button
to reboot.
9. The installation process above creates an administration user
with the name IMSAdmin.
• This user should be setup as an account on the Exchange
Server.
• Their email settings should be configured in Control Panel
while logged on as IMSAdmin. It should use the default
profile that must include MSExchange Server.
• Use the email client on the server to test that IMSAdmin is
able to send and receive emails.
IP Office Page 10
IMS Installation
IMS Administration Tool Installation

The IMS Administration program can be installed and run on a
networked PC running NT4 with service pack 3 or greater. The
installer must be logged on with local administrator rights.
1. Insert the Voicemail Pro CD and select IMS Administration
Tool from the list of Integrated Messaging System
components.
installed, do not deselect them as the wizard will then
2. Logon as a member of the IMS Administrator group.
3. Start IMS Administration Tool (select Start | Programs | IP
Office | IMS Administration).
4. Depending on the user account used to logon to NT, it may
display the Choose Profile dialogue. Ensure that the profile
selected includes Microsoft Exchange Server service. If
necessary a new profile may need to be created. Then select the
Exchange Profile and click on OK.
5. Select the menu option Server and then Add and enter an IMS
to administrate. This requires the computer name of the PC
running the IMS Server software. If the computer name is
unknown then select Browse to search for any available IMS
servers.
IP Office Page 11
IMS Installation
IMS Client Installation

The IMS client must be installed onto every PC from which the user
intends to use IMS.
1. On any PC on the network, insert the Voicemail Pro CD and
select IMS Client Package from the list of Integrated
Messaging Service components.
installed, do not deselect them as the wizard will then
2. This installs a file called IMSClient.exe into the folder c:\Program
Files\Avaya\IMS Client (and adds a shortcut onto the desktop of
the PC). Copy this file (approximately 10MB) to a location where
it can be accessed when logged on at the various users PC's
onto which you want to install the IMS Client.
3. For each user, access and start IMSClient.exe from the user's
PC.
4. Enter the user's extension number and the name of the IMS
Gateway Service PC.
IP Office Page 12
Using IMS Administration

Overview of Using IMS Administration
IMS Administration controls various system settings and the
associations between email and voicemail user accounts. To
administrate the IMS System:
1. Logon as a domain user with local administrator rights.
2. Select Start | Program | IP Office | IMS Administration.
The left-hand window should show one or more IMS Sites (ie. a PC
on which IMS Server is running). If the window is blank it indicates
that no computer running IMS Server can be found.
Select a Site and then click on + to expand the tree. Clicking on
Settings will allow the general settings for the site to be changed.
• Send Wave File controls whether voicemails are transmitted as
wave files along with the email notification message.
• Send Attached specifies that the wave file is attached to the
email. This allows the recipient to copy the wave file for use
elsewhere.
• Send Embedded specifies that the wave file is embedded in
the email. This method does not allow the user to copy the
wave file for use elsewhere.
Clicking on ‘IMS Associations’ will list the available voicemail

mailboxes that exist on the Voicemail Pro Server.
IP Office Page 13
Mailbox Properties
User accounts that have an association have an enabled icon (head
with red collar) and the corresponding email address shown. To edit
the association double-click on a User’s Voice Mailbox number.
There are two tabs associated with each Mailbox. These are the
Mailbox Settings and the User Properties.
• Mailbox Settings
The Mailbox settings tab enables the email Address, NT Account
and Voice Mailbox associations to be set.
• User Properties
The User Properties tab allows the default system parameters for
sending messages as .WAV files to be overridden for each user.
• Normally Send Wave File is disabled in the Default Message
Parameters setting. Consequently each user’s settings will
have its Override Message Parameters box unchecked and
its Send Wave File box greyed out by default.
• If the Override Message Parameters box is checked, then
the Send Wave File box can be checked as well, enabling
the individual user to have messages sent as wave files.
Synchronize Mailbox
The Synchronize button is used to force the system to ensure that a
user’s message details in the IMS system are the same as those in
their voicemail box. This facility is not normally required. To
Synchronize a user’s IMS data with their voicemail box:
1. Display the list of users in the Administration program.
2. Select the user to be synchronized
3. Click on the Synchronize mailbox button.
IP Office Page 14
Setting up a New User

1. Double click on the user’s Voice mailbox number. The Mailbox
Settings tab will have the Voice Mailbox name filled in and the
email Address and Primary NT Account fields blank.
2. Click on the ‘Associated email Address’ Change button. A list of
the available email users will be shown, select the email user
address to be associated with the Voice Mailbox name and click
on the OK button.
3. Click on the Primary NT Account button to display a list of the
available NT User accounts. If User accounts are not shown
ensure that the correct domain name is shown in the ‘Domain’
box. Select the NT User to be associated with the Voice Mailbox
name and click on the OK button.
The Permissions section of the Mailbox Settings tab will not

normally need to be changed. It is provided to cater for the case
where more than one Exchange user is required to access the
mailbox. This arrangement must be set-up in Exchange
Administration to allow it to work.
To add one or more additional users to have access to the
voicemails associated with this email box click on the Add button.
Then select the user from the list displayed and click on the OK
button. The additional user will be added to the IMS user
Permissions list. Ensure that the ‘Access’ box is checked to enable
access by the additional user.
IP Office Page 15
IMS Server Configuration
IMS Server Configuration

Overview
The configuration settings for the various IMS Servers can be
accessed through Integrated Messaging Server under Settings |
Control Panel.
The exact tabs that appear depend upon which particular IMS Server
components (IMS Voice Service, Database Server and Gateway
Server) are installed on the PC.
System Settings
This tab may contain Logging Level settings for the IMS Gateway
Service and/or the IMS Voice Service. Four levels of logging are
available, the default being None.
• Logging Level:
• None: No information is logged.
• Some: Limited information is logged.
• Most: The same as Some plus extra critical details
• All: All information is logged.
Path Setting
This tab appears if the IMS Gateway Service is installed on the PC. It
contains the settings for the paths to the IMS Database Service and
the IMS Voice Service. The computer names can either be entered
directly or by using the Browse buttons provided.
Email Settings
This tab appears if the IMS gateway Server is installed on the PC. It
specifies settings related to the email system.
• Transmit Wave File:
Specifies whether wave files of voicemail messages should be
sent within the message emails file as well.
• Attach wave file to message
This allows the recipient to copy the wave file for use
elsewhere.
• Embed wave file in message
This method does not allow the user to copy the wave file for
use elsewhere.
• Account Details:
This specifies the email account used by for IMS email
messages. Select Browse to display a list of available email
accounts.
IP Office Page 16
Miscellaneous Procedures
Changing the IMS Server’s Computer Name
It may at sometime be necessary for a System Administrator to
change the Computer Name of the PC running the IMS Server
software. As far as the Server PC is concerned this would be carried
out in the normal manner. However each IMS Client would then need
to be re-configured to take account of the server’s change of name,
otherwise a connection will not be able to be established between
the server and the clients.
To change the target IMS Server computer name on a client PC use
the following procedure:
1. From the Start Menu, select Run and enter DCOMCNFG. PCs
running NT must be logged on with Local Administrator rights.
2. In the Applications tab, select IMS System Server and click on
the Properties button.
3. Select the Location tab. Change the computer name in the text
box at the bottom of the tab. Click the OK button and then click
on the OK button to close the configuration utility.
4. It should not be necessary to re-boot the PC. It will be necessary
to close Outlook and re-open it to test that the IMS client can
connect to the IMS server.
IP Office Page 17
Optimizing Performance on PCs running NT

If the operation of IMS Server or Client appears to be slow on a PC
running Windows NT, check that in the Default Protocols tab of
DCOMCNFG that Connection Oriented TCP/IP is at the top of the
list.
1. Select Start and then Run. Enter DCOMCNFG. PCs running NT
must be logged on with Local Administrator rights.
2. Check that in the Default Protocols tab that Connection
Oriented TCP/IP is at the top of the list.
3. Click on the OK button and then click on the OK button to close
the configuration utility.
WARNING:
Do not use DCOMCNFG to set the IP port range on NT. If this is
done IMS will not work. When Outlook is run an error message will
be displayed with information on how to fix the problem. This will
normally need to be carried out by an Administrator as it requires
editing the registry.
IMS Client Does Not Start-up/Connect When PC Boots Up

If you find that the IMS Client does not start-up, connect or it hangs
Outlook when it is started up at the same time as other applications
you need to set the default COM security to none.
4. Select Start and then Run. Enter DCOMCNFG. PCs running NT
must be logged on with Local Administrator rights.
5. Select the Default Properties tab. Set the Default
Authentication level to (none).
6. Click on the OK button and then click on the OK button to close
the configuration utility.
7. You will be prompted to re-boot the machine.
IP Office Page 18
Index
Files
.WAV, 3
Icon
Enabled Looking, 14
IMS Administration
Choose a Profile, 11
Installation
Order, 8
Logging Levels, 9, 10, 16
Mailbox Settings, 14
Synchronise Mailbox, 14
User Properties, 14
Wave Files
Send Attached, 13
Send Embedded, 13
IP Office Page 19
Performance figures and data quoted in this document are typical,
and must be specifically confirmed in writing by Avaya before they
become applicable to any particular order or contract. The company
reserves the right to make alterations or amendments to the detailed
specifications at its discretion. The publication of information in this
document does not imply freedom from patent or other protective
rights of Avaya, or others.
Intellectual property related to this product (including trademarks)
and registered to Lucent Technologies has been transferred or
licensed to Avaya.
This confidential document is the property of Avaya and without its
prior written consent may not be disclosed to a third party nor copied.
Any comments or suggestions regarding this document should be
sent to "gsspublishing@avaya.com".
© Copyright 2000 Avaya
Avaya Global SME Solutions
Sterling Court
15 - 21 Mundells
Welwyn Garden City
Hertfordshire
AL7 1LZ
England
Tel: +44 (0) 1707 392200
Fax: +44 (0) 1707 376933
email: contact@avaya.com
Web: http://www.avaya.com
IP Office Page 20

IP Office: IMS Installation & Administration

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IP Office

IMS Installation & Administration

40DHB0002USCM Issue 1 (10/25/01)

Integrated Messaging System

• Playing Messages Through the PC

• Voicemail Pro Installation

• Network and Exchange Server Knowledge

Voicemails should not be placed in Public Folders.

The following additional components are required on the user PC's.

The diagram above gives a simplified distribution of the IMS

Local Area Network:

IMS Gateway/Database Server PC:

IMS Client PC's:

IMS Voice Service Installation

IMS Gateway & Database Service Installation

IMS Administration Tool Installation

IMS Client Installation

Using IMS Administration

Clicking on ‘IMS Associations’ will list the available voicemail

Setting up a New User

The Permissions section of the Mailbox Settings tab will not

IMS Server Configuration

Optimizing Performance on PCs running NT

IMS Client Does Not Start-up/Connect When PC Boots Up

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