Customize Predefined Messages

A set of User Messaging predefined messages has been provided for you. These are configured to be used automatically, but you can customize the titles of the messages and the message contents.

User Messaging predefined messages provide the EMail or Instant Message (IM) text (for example, “Call back” or “Conference call cancelled”) that appears when you right-click a BLF or Phone Book entry and select the EMail or IM/EMail pop-up menu option.

Create one message file for each option that you want to appear in the Directories Panel Right-Click Manager pop-up menu. For example, you might want to add to the set of available predefined messages by creating messages such as:

Missed Conference Call
Cancelled Conference Call
Please Call Back

The predefined messages are available for both Email and IM messages.

You can add, delete, or modify the predefined messages any time, but the console must be restarted to see the changes.

Important Guidelines

The default location for predefined messages is C:\ProgramData\Mitel\MiVoice Business Console\config\PredefinedMessages, followed by the language suffix, such as \en\ for English. This is referred to simply as the Messages folder throughout this Help system. You can specify a different location for the predefined messages by selecting Options from the Tools menu, then selecting User Messaging. See Enable/Disable User Messaging for details.

Note: Storing the predefined messages on a shared drive is recommended, all operators to a single set of predefined messages.
The console can load up to 10 predefined messages, each containing a maximum of 1000 characters.
Each line of each message ends with a DOS-style 'carriage return' rather than the UNIX-style 'new lines'. Microsoft® Notepad generates the correct end-of-line characters.
For the consoles installed before 9.0 SP1 release, the predefined message files are in ANSI format. To display the multilingual characters properly in such a console, do the following:
- Open each message file in Notepad.
- Click Save as.
- In Encoding, select the UTF-8 option, and then click Save.
Each predefined message file is stored individually in the Messages folder.
The contents of a predefined message file is appended to the body of the email or IM window below the standard header.
Predefined messages are loaded on the Console at start-up only. You must restart the console to see changes made to the messages files.

File Naming Conventions

The name must appear in this format nnn_Predefined Message Description.txt, where
- nnn_ represents a unique three-digit number that dictates the order in which the options appear in the right-click pop-up menu. Each file name must begin with this three-digit number preceded directly by an underscore ( _ ). For example, 100_Missed Call.txt or 200_Please Call Back.txt.
- Predefined Message Description is the string describing title of the menu item. In the pop-up menu, the message description displays exactly how it is typed in the message file name. For example, if you enter 100_Missed Call.txt, then Missed Call is the corresponding menu option.
- .txt is the plain text file extension that must end the file name. Do not save files as HTML or Rich Text Format.
When specifying the three-digit value (nnn_) that dictates the order of the message options, leave large increments between each message value. For example, instead of numbering messages 001_ and 002_, assign them values like 100_ and 200_. The large increments leave room for you or other operators to insert new predefined message files in between existing message files. If you number two messages 001 and 002, you will not be able to insert a new message in between those messages at a later date without renumbering the files.

Tip: To permit operators to open an empty message when they right-click an entry, create a file with no text (it will still have a standard message header) and give it a name like000_Empty.txt. This gives operators an option if none of the pre-defined messages suits the message they want to send.

To create predefined messages:

Open a plain text editor like Notepad.
Type the desired pre-defined text. For example, you may type: "This person telephoned while you were out of the office."
Save the Message file in the Messages folder, ensuring that you follow the naming conventions when naming the file. For example, you may save the file as 100_Missed Call.txt.
Create another predefined message (up to 10), if desired.
If you are configuring User Messaging, you can now proceed to enable User Messaging.

To modify predefined messages:

Using Windows Explorer, navigate to the Messages folder.
Open the message file in a plain text editor like Notepad.
Modify the desired text.
Save the file.
Restart the console to ensure it loads the changes.

To delete a predefined message:

Using Windows Explorer, navigate to the Messages folder.
Right-click the message you want to delete.
Select Delete from the pop-up menu.
Click OK to confirm the delete operation.
Restart the console to ensure it loads the changes.

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