Description
Email Notification automatically sends an email notification when a Subscriber Mailbox receives a new message. The email can optionally include the recorded message as a wav file attachment. To hear the message, the email recipient
double-clicks the wav attachment to have the message play in their wav player (such as Windows Media Player).
Email Notification uses SMTP (Simple Mail Transfer Protocol) to deliver messages to the recipient’s email account. If the message recipient has a mobile telephone service provider with an SMS (Short Message Service) portal, they can optionally choose to have text messages delivered right to their cell phone. In either case, Email
Notification does not provide synchronization - the email account and the voice mailbox operate independently. For example, deleting the voice mail message does not automatically delete the email and visa-versa.
If Email Notification tries to deliver an email and it doesn’t go through because of a connection problem (i.e., no connection or a dropped connection), it will retry every 15 minutes for 24 hours. If the email still can’t go through, Email Notification cancels the delivery. Email deliveries that fail because authentication fails or the encryption mode is incorrect are immediately cancelled.
Enhancements
Version 6000 or higher provides the following:
• Email Notification now supports options to Save, Delete or Keep as New any voice message that is forwarded to the email system. This applies to station and group subscriber mailboxes.
2 - 114 Features In order for the installation site’s VM8000 to send email notifications, it must have a valid SMTP email account assigned. To save time during programming, use the following table to help collect the system’s email account information. The email account provider can supply this information.
Explanation of the Message Sender (From) Field
Like any other email client, Email Notification uses the From field to identify the person that left the message being delivered. In the email message, the data in the From field is formatted as Name [Reply To], where:
Name identifies the person that left the message.
Reply To 1 is the email address used when the email recipient replies to the message.
This information is not provided in the recipient’s inbox – just the actual email message.
For messages left by Intercom callers:
Table 2-1 VM8000 Email Account Information
Item Description System’s Email
Account Data SMTP Email Account The email account that will handle notifications sent from the
VM8000 (e.g., [email protected]).
SMTP Server Name The SMTP server (email provider) that will handle email for the SMTP email account. The SMTP server name is typically similar to smtp.emailserver.com.
SMTP Port Number The port the SMTP server uses for SMTP delivery.
SMTP Encryption Determines whether or not the SMTP server accepts plain text (unencrypted) or encrypted email (Yes or No).
SMTP Authentication Enter Yes if the SMTP server requires the SMTP Email Account’s user name and password each time the system logs on. Otherwise, enter No.
SMTP User Name In the SMTP Email Account, this is normally the your-name portion of [email protected].
SMTP Password This is the password for the account specified in SMTP Email Account above.
Email Reply To If a notification recipient replies to a notification email, this is the address to which the reply is sent.
1. The recipient’s inbox only shows the Name portion of the From field. The Reply To portion is not included.
The extension name (if programmed).
OR
- The extension number (if there is no name programmed).
Reply To 1 is:
The email address of the person that left the message (if programmed).
OR
- The Reply To Email Address data from Program 47-18-09.
OR
- The Send From Email Address data from Program 47-18-09.
For messages left by Outside callers:
Name is always the text “Outside Caller”.
Reply To 1 is:
The Reply To Email Address data from Program 47-18-09.
OR
- The Send From Email Address data from Program 47-18-09.
Email from Intercom Caller with Programmed Name
When a voice message is left from an extension with a programmed name, Outlook 2007 shows the following:
Inbox
From – The programmed name for the extension that left the message
Subject – The text “Voice Message from” followed by the extension name, followed by the message duration.
Received – The date and time the message was received.
Size – The message size, which includes the size of the wav file attachment.
Message Body
From – The name programmed for the extension that left the message, followed by the programmed Reply To information.
Sent – The date and time the message was sent from the installation site’s SMTP email server.
2 - 116 Features
9:30 AM is the time the attachment was created.
Body text – Includes the date and time the voice message was received and the message length.
Email from Intercom without Extension Name
When a voice message is left from an extension without a programmed name, Email Notification substitutes the extension number for the name. In this example, Outlook 2007 shows the following:
Inbox
From – The number of the extension that left the message.
Subject – The text “Voice Message from” followed by the extension number, Figure 2-5 Email with Station Name
Received – The date and time the message was received.
Size – The message size, which includes the size of the wav file attachment.
2 - 118 Features
From – The number of the extension that left the message, followed by the programmed Reply To information.
Sent – The date and time the message was sent from the installation site’s SMTP email server.
Subject – The same subject information shown in the inbox.
Message – The wav file attachment name and the attachment size. In the example below,
Extension 103 is the number of the extension that left the message.
09-19-11 is the date the message was left.
9:30 AM is the time the attachment was created.
Body text – Includes the date and time the voice message was received and the message length.
Figure 2-6 Email – No Station Name
When a voice message is left by an outside caller and Caller ID was provided, Outlook 2007 shows the following:
Inbox
From – Shows that the message is from an outside caller.
Subject – The text “Voice Message from” followed by the caller’s number (provided by Caller ID), followed by the message duration.
Received – The date and time the message was received.
Size – The message size, which includes the size of the wav file attachment.
Message Body
From – Shows that the message is from an outside caller, followed by the programmed Reply To information.
Sent – The date and time the message was sent from the installation site’s SMTP email server.
Subject – The same subject information shown in the inbox.
Message – The wav file attachment name and the attachment size. In the example below,
214-262-3939 is the caller’s number (provided by Caller ID).
09-19-11 is the date the message was left.
9:30 AM is the time the attachment was created.
Body text – Includes the date and time the voice message was received and the message length.
2 - 120 Features Email from Outside Caller without Caller ID
When a voice message is left by an outside caller and Caller ID was not provided, Email Notification substitutes “Outside Caller” for the number. Outlook 2007 shows the following:
Inbox
From – Shows that the message is from an outside caller.
Subject – The text “Voice Message from” followed by “Outside Caller”, followed by the message duration.
Received – The date and time the message was received.
Size – The message size, which includes the size of the wav file attachment.
Figure 2-7 Email with CID Name
From – Shows that the message is from an outside caller, followed by the programmed Reply To information.
Sent – The date and time the message was sent from the installation site’s SMTP email server.
Subject – The same subject information shown in the inbox.
Message – The wav file attachment name and the attachment size. In the example below,
Outside Caller (since there is no Caller ID number).
09-19-11 is the date the message was left.
9:30 AM is the time the attachment was created.
Body text – Includes the date and time the voice message was received and the message length.
2 - 122 Features The table below shows the basic format of a VM8000 InMail email notification
delivered to a cell phone as an SMS Text Message. The information is much the same as that delivered to an email account. There may be more than one text message for each notification, depending on the number of characters the provider allows in each text message (typically 120-160 characters). SMS will not send the wav file attachment, even if enabled in programming.
SMS Text Message Notification
The following shows a typical SMS Text Message when the VM8000 InMail is set up to provide email notification only (no wav file of the actual message). In this case, the provider divided the message into two parts: one for the message header and one for the message body. This is only an example – your provider may handle similar content differently.