Managing Distribution Lists in Cisco Unity 8.x

CHAPTER 25 Managing Distribution Lists in Cisco Unity 8.x See the following sections in this chapter: Overview of Public Distribution Lists in Cisco Unity 8.x, page 25-1 Creating and Modifying Public Distribution Lists in Cisco Unity 8.x, page 25-2 Specifying Subscriber Private List Settings in Cisco Unity 8.x, page 25-4 Specifying Subscriber Public Distribution List Settings in Cisco Unity 8.x, page 25-5 Overview of Public Distribution Lists in Cisco Unity 8.x Public distribution lists are used to send voice messages to multiple subscribers. The subscribers assigned to a public distribution list typically are subscribers who need the same information on a regular basis, such as employees in a department or members of a team. The class of service that is associated with each subscriber account dictates whether subscribers can send messages to public distribution lists in Cisco Unity. Predefined Public Distribution Lists Cisco Unity includes the following predefined public distribution lists, which you can modify but not delete: All Subscribers By default, the All Subscribers list is included in the {Default Subscriber} template. When subscriber accounts are created, they are automatically added to this list. 25-1

Creating and Modifying Public Distribution Lists in Cisco Unity 8.x Chapter 25 Managing Distribution Lists in Cisco Unity 8.x Unaddressed Messages Subscribers who are assigned to the Unaddressed Messages list receive messages left in the Operator call handler when the operator is not available. Additionally, when the Cisco Unity Messaging System receives a nondelivery receipt (NDR) for a voice message because, for example, an unidentified caller leaves a message for a subscriber whose mailbox is full it is forwarded to the Unaddressed Messages list. When Cisco Unity is installed, the Example Administrator account is set as the only member of the Unaddressed Messages and System Event Messages distribution lists. Do not delete the Example Administrator account unless you have assigned the applicable subscribers or another distribution list to review the messages sent to these two distribution lists. In addition, note that if you later delete the assigned subscribers or distribution lists, Cisco Unity does not prompt you to assign a replacement. Finally, note that if the mailboxes of the subscribers who are assigned to check the Unaddressed Messages list are full, the messages are lost. For more information, see the How Cisco Unity Handles Full Mailboxes section on page 8-4. In each subscriber template, you can specify the public distribution lists to which each new subscriber based on that template will be added. You can also add individual subscribers directly to the public distribution lists. When you delete a subscriber account, Cisco Unity automatically removes the subscriber from any public distribution list of which the subscriber is a member. Creating and Modifying Public Distribution Lists in Cisco Unity 8.x You can modify the predefined lists, and you can create new ones. Additionally, you can import public distribution lists from Exchange. Both Cisco Unity subscribers and non-subscribers are included as members of an imported distribution list, though non-subscribers are not displayed in the Cisco Unity Administrator. Messages that are addressed to an imported list are sent to all members of the list including those who are not Cisco Unity subscribers unless you import non-universal groups from Exchange. When you import non-universal groups, all of the public distribution list members may not receive messages as expected. For more information on this Exchange limitation, see the Microsoft website. The Cisco Unity directory service periodically sends queries to the local DC and GC to check each member of each public distribution list on the Cisco Unity server to determine if list membership has changed. Checking large distribution lists (hundreds or thousands of subscribers) takes significantly longer than checking small lists, and nested lists are not checked at all. If you configure one or more large public distribution lists, the performance impact of these queries can be significant. To avoid this impact, use Active Directory tools to create and manage a large list, nest the list as a member of an otherwise-empty parent list, then import only the parent list into Cisco Unity. Use the following procedures to create or modify a public distribution list, and to add or remove subscribers from a list. 25-2

Chapter 25 Managing Distribution Lists in Cisco Unity 8.x Creating and Modifying Public Distribution Lists in Cisco Unity 8.x To Create a Public Distribution List Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 In the Cisco Unity Administrator, go to any Subscribers > Public Distribution Lists page. Click the Add icon. In the Add a Public Distribution List dialog box, enter information as applicable in the Name field. Do one of the following: Select New Distribution List. Select Based on Existing Distribution List, and then select the applicable distribution list in the Based On field. Select Import, and then click Select. In the Find and Select Public Distribution List to Import dialog box, click the applicable domain from the Domain list, complete the Find By fields, and click Find. Double-click the applicable public distribution list. Click the Add button. Enter settings for your new distribution list, and then click the Save icon. To Modify a Public Distribution List Step 1 Step 2 Step 3 In the Cisco Unity Administrator, go to any Subscribers > Public Distribution Lists page. Click the Find icon. On the Find and View Distribution List dialog box, in the Find By field, select Name or Dial ID search criteria, then enter the name or Dial ID of a distribution list to modify. You also can enter * for a list of all distribution lists, or enter one or more characters of the name or Dial ID followed by * to narrow your search. Only one asterisk can be used when doing a wild card search, and the asterisk must be the last character in the search string. For example, the search string co* is allowed; the search strings *co and *co* are not allowed. Step 4 Step 5 Step 6 Click Find. Double-click the distribution list that you want to modify. Change settings as applicable, and then click the Save icon. To Add or Remove Subscribers from a Public Distribution List Step 1 Step 2 Step 3 Step 4 Step 5 In the Cisco Unity Administrator, go to any Subscribers > Public Distribution Lists page. Click the Find icon. Double-click the name of the list that you want to modify. Go to the Subscribers > Public Distribution Lists > Members page. Click Add or Remove, as applicable. If you click Add, select either Selected Subscribers or Public Distribution Lists from the list on the right. 25-3

Specifying Subscriber Private List Settings in Cisco Unity 8.x Chapter 25 Managing Distribution Lists in Cisco Unity 8.x Step 6 Enter the name of a subscriber or distribution list to add or remove. You also can enter * for a list of all subscribers or lists, or enter one or more characters followed by * to narrow your search. Only one asterisk can be used when doing a wild card search, and the asterisk must be the last character in the search string. For example, the search string co* is allowed; the search strings *co and *co* are not allowed. Step 7 Step 8 Step 9 Click Find. Select the subscriber or distribution list name to add or remove. To select more than one name, hold down the Ctrl or Shift key. Click Add to List or Remove, as applicable. Specifying Subscriber Private List Settings in Cisco Unity 8.x Private distribution lists, like public distribution lists, are used to send voice messages to more than one subscriber at a time. You can set up private lists for a subscriber in the Cisco Unity Administrator, though the subscriber is the only person who can send voice messages to the list. Subscribers can manage their private lists by using the Cisco Unity Assistant or the phone. On the Subscribers > Class of Service > Features page, you specify the maximum number of lists available to subscribers and the maximum number of members that subscribers can add to each list when they use the Cisco Unity conversation or the Cisco Unity Assistant to manage their lists. (There is no limit imposed on the number of members that can be added to a private list when you use Subscribers > Subscribers > Private Lists page to add members to a list.) that unlike the personal distribution lists in Exchange, which are stored in Outlook on the client, private distribution lists in Cisco Unity are stored on the server with the other subscriber settings. Therefore, subscribers can address messages to private lists only over the phone or by using the Cisco Unity Inbox, not from ViewMail. Though both the Cisco Unity conversation and the Cisco Unity Assistant use the Lists Available to Subscribers setting to determine when a subscriber has reached the maximum number of lists, consider that each application calculates the number of lists that a subscriber owns differently: When a subscriber tries to use the phone to create a new list by adding members, the Cisco Unity conversation counts the number of private lists that have members, and then compares the total to the value in this setting to determine whether the subscriber has reached the list limit. Lists with no members (empty lists) are not included in the total number of lists that a subscriber owns, even if the lists have recorded names and/or text names. When a subscriber tries to use the Cisco Unity Assistant to create a new list, the Cisco Unity Assistant counts the number of lists that have a recorded voice name, a text name or members, and then compares the total to the value in this setting to determine whether the subscriber has reached the list limit. Lists with no members are included in the total number as long as they have recorded names and/or text names. This means that if a subscriber belongs to a class of service that allows 15 lists, and the subscriber has 12 private lists with members and two lists with recorded names but no members, the subscriber can potentially create more lists by phone than in the Cisco Unity Assistant before reaching the list limit: 25-4

Chapter 25 Managing Distribution Lists in Cisco Unity 8.x Specifying Subscriber Public Distribution List Settings in Cisco Unity 8.x When the subscriber uses the Cisco Unity conversation, the subscriber will reach the list limit either by adding members to the two empty lists and creating one new list, or by creating three new lists. If the subscriber reaches the limit by creating three new lists, the subscriber cannot add members to the two empty lists until two lists are deleted. When the subscriber uses the Cisco Unity Assistant, the subscriber will reach the list limit by creating one new list. Despite reaching the list limit, the subscriber can add members to the two empty lists. In the transition from a traditional voice messaging system to Cisco Unity, your organization may choose to migrate users to Cisco Unity in phases. During the migration phase, you may want to consider preventing subscribers from adding subscribers to their private lists in the Cisco Unity Assistant, and asking them not to use the Cisco Unity phone menus to do so at least until the migration process is complete. To learn more, see the Preventing Subscribers From Adding Individual Subscribers to Private Lists in the Cisco Unity Assistant section on page 28-8. Specifying Subscriber Public Distribution List Settings in Cisco Unity 8.x Subscriber Template public distribution list settings allow you to specify which public distribution lists subscribers will be assigned to. For example, you might create different templates for different work groups, and create a public distribution list for each work group. Cisco Unity automatically creates a public distribution list called All Subscribers. You may want to associate the All Subscribers list with every subscriber template. Create the public distribution lists before setting up subscriber templates if you plan to associate public distribution lists with templates. After the subscriber accounts are created, you can add or remove subscribers from the lists on the Public Distribution Lists > Profile Page. 25-5

Specifying Subscriber Public Distribution List Settings in Cisco Unity 8.x Chapter 25 Managing Distribution Lists in Cisco Unity 8.x 25-6