Configure Service Information E-mail

You can configure MiCollab to automatically send Service Information e-mails to your system users. This e-mail feature provides users with communication settings information, such as

• Login ID

• Password

• Passcode

• Phone Type and Number

The system sends an e-mail, whenever you

• select a user in the Users and Services Directory page and click the Send Service Info E-mail button

• create a new user (either from MiCollab USP or from the directory server if MiCollab IDS is enabled)

• create an MiCollab Audio, Web and Video Conferencing user, or

• reset a user's password or passcode.

If you select a user in the Users and Services Directory page and click the Send Service Info E-mail button, the system sends a user a Service Information E-mail that contains all of the user's service information.

If you create a new user, the system automatically sends an e-mail to the user that contains the user's login ID, password, and a link to the MiCollab Web Portal.

If you reset a user's password in the Users and Services application, the system sends the user an e-mail that contains only the new password.

You can send the e-mail with a default or custom greeting message. With the exception of the custom greeting, the information can be sent in two languages.

Conditions

• The Service Information e-mail feature is enabled by default.

• The Service Information e-mail is sent to the user's primary e-mail address that is entered in the User tab of Users and Services application.

• MiCollab sends a Service Information e-mail whenever any of the following methods are used to create a new user or reset a user's password:

• • Users and Services Add, Edit, or Quick Add User

  • Mitel Integrated Configuration Wizard

  • Users and Services Bulk Import

• The password is only included in the e-mail during the initial creation of a user or whenever the administrator resets the user’s password.

• If you create a user without an e-mail address, the system does not send a Service Information e-mail.

• If you disable the Service Information e-mail feature, all Service Information e-mails sent prior to the disabling of this feature are still delivered to the users.

• If you modify a user's password, a Service Information e-mail is sent with the new password. Note that an e-mail is not sent if a user modifies his or her own password.

• If you select a user in the USP directory and click the Send Service Info E-mail button, an e-mail is sent regardless of whether or not services are assigned to the user, providing the user is assigned an E-mail address.

• If you click the Send Service Info E-mail button in the USP directory page, all service information for the user is provided in a single e-mail. If you want the MiCollab Speech Auto Attendant Pilot/Access number numbers to be listed in the Service Information e-mail, you must enter these numbers in the Network Elements tab of the Users and Services application. The system takes the pilot/access numbers that you enter in the Network Elements tab and lists them in e-mail for the end users. If you do not enter the numbers in the Network Element tab, they will not be included in the e-mail.

• If MiCollab services are added to users who were originally created in a MiVoice Business system administration tool, a Service Information e-mail is not sent automatically, even if an e-mail address is provided for the user.

Configure Service Information E-mails

1. Configure the MiCollab server e-mail settings.

2. Under Configuration, click MiCollab Settings.

3. Click the Welcome E-mail tab.

4. Ensure that the Send Welcome E-mail option is Enabled.

5. By default, the MiCollab for Mobile deployment e-mail is sent to that application's users. Click the link if you do not want to distribute that e-mail. See Mobile Client deployment e-mail in MiCollab Client Deployment help for information about configuring the MiCollab for Mobile welcome e-mail.

6. Enter a valid e-mail address for the Sender account. This address appears in the "From:" header of the e-mail. It is recommended that you enter an e-mail address that will not be monitored (for example: do_not_reply@example.com).

7. By default, the Append Do Not Reply Closing Message option is set to Enabled. This option includes a note at the end of the Welcome e-mail that instructs users not to reply to the e-mail. If you want to receive replies from users at the Sender e-mail account, set this option to Disabled.

8. You can include a default greeting or a custom greeting in the Service Information e-mail:
   To use a the default greeting message, click Default.
   or
   To create a custom message, click Custom and enter a greeting message up to 2000 characters in length. Note that it is recommended that you include a link to the MiCollab Web Portal at https://<host name of MiCollab server>/portal in your custom message. If the e-mail is required in multiple languages, you must enter the greeting message in each required language.

 NOTE: If you select the Default option while you have text entered in the Custom Message box, your text will be cleared.

 NOTE: To include a hyperlink in a custom message, you must include a space before and after the hyperlink, even if the hyperlink is on a separate line. Otherwise, the link may not function for all users.

9. Specify the service information that you want included in the e-mail by clicking the associated check boxes. If a service is checked, but the user does not have that particular service, no information for that service is included in the welcome e-mail. By default, all service information is checked.
   The check boxes are available for MiCollab Microsoft Outlook Plugin, MiVoice for Skype for Business and End User Portal Link.

 NOTE: Select the MiCollab Client Service checkbox, to enable the Legacy MiCollab PC Client option.

MiCollab for PC Client download link will be included in the deployment e-mail.

• If you select the Legacy MiCollab PC Client checkbox, MiCollab Desktop Client download link will be included in welcome e-mail. By default, this checkbox will be selected in case of an upgrade or a new installation.

 NOTE: Select the MiCollab Client Service checkbox, to enable the Legacy MiCollab PC Client option.

9. Select up to two languages (First and Second Language). The e-mail information will be sent in both languages (sequentially in the selected order).

 NOTE: The system does not translate custom greeting messages.

11. Enter a valid destination e-mail address in the Test E-mail Address that you can access (for example your work e-mail address). To enter multiple addresses, separate each address with a semi-colon. After you click Save, an e-mail is automatically sent to the address or addresses that are entered in this field.

12. Click Save.

13. Open the e-mail account and check that the e-mail was received. Ensure that the e-mail contains the desired information.

Send Service Information

To send a Service Info E-mail that contains all of the user's service information from the Users and Services application directory:

1. Under Applications, click Users and Services.

2. Click Users.

3. Search for a specific user or click Show all.

4. Select the check boxes of the desired users.

5. Click Send Service Info E-mail.

6. Click Ok.

Disable Service Info E-mails

1. Under Configuration, click MiCollab Settings.

2. Click the Welcome E-mail tab.

3. Set Send Welcome E-mail option to Disabled.