myAttendant User Guide A31003-P3010-U105-16-7619
Our Quality and Environmental Management Systems are implemented according to the requirements of the ISO9001 and ISO14001 standards and are certified by an external certification company. Copyright © Unify GmbH & Co. KG. 03/2014 Hofmannstr. 51, 81379 Munich/Germany All rights reserved. Reference No.
Contents Contents 1 About this Documentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 1.1 Display Conventions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 1.2 Types of Topics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Contents 5.5.4 How to Add External Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32 5.5.5 How to Edit External Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32 5.5.6 How to Delete External Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32 5.5.7 How to Add a Note for a Station . . . . . . .
Contents 5.10.2.7 How to Extend a Scheduled Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5.10.2.8 How to Reschedule a Scheduled Conference. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5.10.2.9 How to Delete a Scheduled or Open Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5.10.2.10 How to Reschedule a Conference Appointment for a Conference Series . . . . . . . . . . . . . . . . 5.10.2.
Contents 6.2.3 How to Delete a Subscriber Entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98 6.2.4 How to Create a New Tab for a User Button . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98 6.2.5 How to Create a New Structure for User Buttons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99 6.2.6 How to Sort Tabs for User Buttons . . . . . . . . . . . . . . . . . .
About this Documentation Display Conventions 1 About this Documentation This section contains some introductory information on this documentation. Related Topics 1.1 Display Conventions This documentation uses a variety of methods to present different types of information. Type of information Presentation Example User Interface Elements Bold Click on OK. Menu sequence > File > Exit Special emphasis Bold Do not delete Name.
Introduction myAttendant 2 Introduction This document is intended for the users of myAttendant and describes its installation, configuration and operation. Related Topics 2.1 myAttendant myAttendant is a unified communications solution for Attendant functions. Besides convenient Attendant functions, dialing aids via phone directories and information on the presence status of other subscribers, myAttendant can, for example, also be used to access voicemails and faxes.
Introduction User Interface Elements 6 7 1 2 3 8 4 5 The main window includes the following elements: 1. Display of phone number for current call 2. Display of the own phone status with detailed information on the nature of the call (e.g., callback, forwarded) 3. Display of active calls 4. Display of parked and transferred calls and calls on hold 5. Function Buttons 6. Menu bar with Presence status 7. Tabs for user buttons, Internal Directory and Journal 8.
Introduction User Interface Elements Function Buttons Function buttons are available for the most important functions for controlling Attendant functions and invoking directories. The individual functions are activated with a click or by pressing the appropriate function key on the keyboard. The assignment of the function button to each function key can be customized by the user. The following is an explanation of what these buttons do (default assignment following the installation).
Introduction Online Help • With user buttons (operated with the mouse) - This is the primary method described in this manual. • With the function keys (F1 to F12) on the keyboard • With the number pad on the keyboard to enter phone numbers • via function buttons This documentation always describes the most common and most direct operating methods.
Introduction Online Help • Contents provides you with an overview of the structure • Index provides direct access to a topic using keywords • Search allows you to do a full-text search and selectively find all relevant topics Related Topics 12 A31003-P3010-U105-16-7619, 03/2014 myAttendant, User Guide
Installing, Starting and Closing myAttendant How to Install myAttendant 3 Installing, Starting and Closing myAttendant This section explains how to install, start and close myAttendant and the procedure for an upgrade or update. Related Topics 3.1 How to Install myAttendant Prerequisites • Your PC meets the requirements for myAttendant • The install file CommunicationsClients.exe is available to you. Step by Step 1) Run the CommunicationsClients.exe install file.
Installing, Starting and Closing myAttendant How to Start myAttendant Step by Step 1) Click Start > Program Files > Communication Clients > myPortal. You will then be presented with the login screen. 2) Enter your user name in the Login Name field. This is usually your call number. If you have any questions, please contact the administrator of your communication system. 3) Enter your current password in the Password field. The default password when logging in for the first time is 1234.
Installing, Starting and Closing myAttendant How to Start myAttendant Step by Step 1) Click Start > Program Files > Communication Clients > myPortal. You will then be presented with the login screen. 2) Enter your user name in the Login Name field. This is usually your call number. If you have any questions, please contact the administrator of your communication system. 3) Enter your password, which must consist of only digits, in the Password field.
Installing, Starting and Closing myAttendant Closing myAttendant 3.4 Closing myAttendant Generally, myAttendant does not need to be explicitly closed, but logs off automatically when the computer shuts down. INFO: However, due to a current limitation in Oracle Java 1.6.x, it may be necessary to close myAttendant manually on 64-bit Microsoft Windows operating systems before shutting down the computer. Related Topics 3.5 How to Uninstall myAttendant Prerequisites • myAttendant is also no longer required.
Installing, Starting and Closing myAttendant Automatic Updates 3.6.1 How to Perform Automatic Updates Prerequisites • Your PC meets the requirements for myAttendant • You have received a message such as: Client update available. Please wait while the update is done. Please close the following programs to continue the update: [...]. › Close the named programs. Step by Step Next steps Restart myAttendant after the automatic update.
First Steps How to Select the User Interface Language 4 First Steps The following important or helpful steps should be performed right at the outset (for detailed instructions, see below). Selecting the Language Select the language for the myAttendant user interface. Assigning Subscribers to User Buttons Specify which users you want to have displayed on user buttons (with a direct overview of their calls/messages). Related Topics 4.1 How to Select the User Interface Language Step by Step 1) Click Setup.
First Steps How to Record your Name Announcement 4.3 How to Record your Name Announcement INFO: You can also record your name announcement via the Phone menu of the voicemail box. Step by Step 1) Click Setup. 2) Click Profiles and then on any profile. 3) Click Record. 4) Click on My VoiceMail Name in the list of announcements. 5) Click Record. The voicemail box will now call you on your phone. 6) Accept the call from the voicemail box. 7) Speak out your name after the tone. 8) Click Stop.
First Steps How to Specify your E-Mail Address 7) Speak out your personal greeting after the tone. 8) Click Stop. 9) If you want to listen to the announcement on the phone, click on Play. To exit the playback loop, click on Stop. 10) If you want to record the announcement again, click on Record. 11) Click Save. Related Topics 4.5 How to Specify your E-Mail Address Prerequisites • The administrator of your communication system has configured the sending of e-mails. Step by Step 1) Click Setup.
First Steps How to Reset Function Key Assignments 4.7 How to Reset Function Key Assignments Step by Step 1) Click Setup. 2) Click on myAttendant > Prog. feature key. 3) Click the Reset button. 4) Click Save. Related Topics 4.8 Outlook connectivity You can connect myAttendant directly to Microsoft Outlook and thus obtain a conveniently integrated calendar. Related Topics 4.8.1 How to Configure Outlook Connectivity Step by Step 1) Click Setup. 2) Click on My Preferences > Outlook Connectivity.
Unified Communications Presence Status 5 Unified Communications Unified Communications is the integration of various communication systems, media, devices and applications within an environment (e.g., IP telephony, sitebased and mobile telephony, e-mail, instant messaging, desktop applications, voicemail, fax, conferencing and unified messaging). Related Topics Related Topics • User Interface Elements 5.
Unified Communications Presence Status Symbol Presence or connection status Subscriber receives a call Subscriber is calling The subscriber is on the phone Subscriber receives or makes a call at or from his or her mobile number Subscriber is on the phone using his or her mobile number Presence status is not visible Phone is not connected INFO: For subscribers without system telephones (e.g., ISDN or analog), the internal directory does not show any Presence status, but only the connection status.
Unified Communications Presence Status Presence status Represented as XMPP status Break Away Gone Out Away Lunch Away Gone Home Away Vacation Extended Away Call Forwarding to the Voicemail Box If your Presence status is not Office or CallMe, the communication system redirects calls to you to your voicemail box by default and notifies the callers via status-based announcements about the nature of your absence and the scheduled time for your return.
Unified Communications Presence Status 3) Select one of the following options: • If you want to enable automatic resetting of the Presence status to Office, select the Auto back to office check box. • If you want to disable automatic resetting of the Presence status to Office, clear Auto back to office check box. 4) Click Save. Related Topics 5.1.3 How to Change the Visibility of your Presence Status for Others Step by Step 1) Click Setup. 2) Click on Sensitivity > Visibility of your presence status.
Unified Communications CallMe Service 5.2 CallMe Service The Call-Me service can be used to define any phone at an alternative workplace as the Call-Me destination at which you can be reached through your own internal phone number. You can use the UC client at your alternative workplace exactly as in the office and thus also make outgoing calls from the Call-Me destination. Inbound Calls Calls to your internal number are redirected to the CallMe destination.
Unified Communications Status-based Call Forwarding • Enter a phone number in dialable format or in canonical format in the drop-down list. INFO: Do not enter a group or a redirected phone as the Call-Me destination. 4) Click OK. Related Topics 5.3 Status-based Call Forwarding In this case, the operating mode of myAttendant is controlled by the presence status.
Unified Communications Rule-Based Call Forwarding 5.4 Rule-Based Call Forwarding Calls can be forwarded on the basis of specific rules or even discarded. You can configure these rules yourself. Related Topics 5.4.1 How to Create a Call Forwarding Rule Step by Step 1) Click Setup. 2) Click on Call Rules > Rules Engine. 3) Click on New. The Rules Wizard is opened. 4) Enter a Name for the rule. 5) Click Next. 6) Select the condition for the rule in the next window of the Rules Wizard. 7) Click Next.
Unified Communications Directories 5.4.3 How to Rename a Call Forwarding Rule Step by Step 1) Click Setup. 2) Click on Call Rules > Rules Engine. 3) Mark the desired rule. 4) Click on Rename. 5) Enter a new name for the rule in the Rename Rule window. 6) Click OK. 7) Click Save. Related Topics 5.4.4 How to Delete a Call Forwarding Rule Step by Step 1) Click Setup. 2) Click on Call Rules > Rules Engine. 3) Mark the desired rule and click Remove.
Unified Communications Directories The following functionality is supported: Symbol Directory Personal directory: You can use the personal directory to either add, edit and delete your personal contacts individually or to import your Outlook contacts on starting myAttendant. If you import the Outlook contacts, you cannot edit them in myAttendant. Internal Directory Contains internal subscribers with their Presence status (only system telephones) and their additional phone numbers.
Unified Communications Directories Sorting You can sort the contacts of a directory by any column in ascending or descending alphanumeric order. The direction in which the triangle at a column header is pointing indicates the ascending or descending order. Related Topics Related Topics • User Interface Elements 5.5.1 How to Search for Subscribers You can search both the internal and external directory for subscriber details, such as station number or name. Step by Step 1) Click Search.
Unified Communications Directories 5.5.4 How to Add External Contacts You can save external subscriber data as contacts in the external directory. This give you direct access to this data. Step by Step 1) Click External Directory. A list of all external contacts is displayed. 2) Click on the New button. An empty input field appears. 3) Enter details for the new contact. 4) Save the new contact with Save. 5) Click Close. Related Topics 5.5.
Unified Communications Directories 5.5.7 How to Add a Note for a Station You can add notes for a subscriber. You can use these notes as reminders. You can view, edit or delete these notes in the Message Center (where they are called LAN messages). Step by Step 1) Right-click on the user button of the subscriber for whom you want to add a note. 2) Select Add Note with a right mouse click. 3) Enter the text. 4) Click OK. A letter icon appears on the subscriber's entry in the internal directory.
Unified Communications Journal Step by Step 1) Click on a Personal Directory. 2) Right-click on an empty user button and select Add User. 3) Enter the contact data in the Personal Contact window. Enter the phone number in canonical format. 4) Click Add. Related Topics 5.5.11 How to Edit a Personal Contact You can edit private data in the personal directory at any time. Step by Step 1) Click on Personal Directory. 2) Click on the relevant personal contact. 3) Click Edit.
Unified Communications Journal Folder for Call Types The calls are arranged on the following tabs: • Open Contains the unanswered missed calls for which a call number was transmitted. As soon as you answer one of these calls, all associated entries with that call number are dropped from the list. • All calls • Missed • Answered • Internal • External • Inbound • Outbound Call Details Every call is shown with the Date and Time and, if available, with the Call Number.
Unified Communications Journal Sorting You can sort the calls in the Journal by any column in ascending or descending alphanumeric order. The direction in which the triangle at a column header is pointing indicates the ascending or descending order. Zooming in on an Entry You can zoom in on a specific entry one character at a time in the column by which the entries are sorted. For example, you could jump to the first Last Name starting with "Sen" one letter at a time.
Unified Communications Journal 3) If required, double-click on the triangle on the left of the relevant group to expand the associated Journal entries. 4) Click on one of the column titles, e.g., Last Name, to sort the Journal entries by this criterion in ascending alphanumeric order. 5) If you want to reverse the sort order, click again on column header. Related Topics 5.6.2 How to Group Journal Entries Step by Step 1) Click Journal.
Unified Communications Journal 5.6.4 How to Change the Retention Period for Journal Entries Step by Step 1) Click Setup. 2) Click on My Preferences > Miscellaneous. 3) Under Keep call history for, enter the time (in days) for which the call history is to be retained. 4) Click Save. Related Topics 5.6.
Unified Communications Journal 3) Click on OK to close the window. Related Topics 5.6.7 How to Add a Scheduled Call Prerequisites • You are not an agent of the Contact Center. Step by Step 1) Click on the Journal tab or in the corresponding window. 2) Click on the Scheduled group. 3) Click on Add. 4) Select one of the following options: • Enter the phone number in dialable format or in canonical format in the Phone Number drop-down list.
Unified Communications Call Number Formats • Select a phone number from the Phone Number drop-down list and press the Enter key. 6) Under Schedule Time, select the time from the list box and the date from calendar control. 7) If you want to add a text to the scheduled call, enter it in the Notes field. 8) Click Save. Related Topics 5.6.9 How to Clear a Scheduled Call Prerequisites • You are not an agent of the Contact Center. Step by Step 1) Click on the Journal tab or in the corresponding window.
Unified Communications Desktop Dialer and Clipboard Dialer specified when manually entering the destination number (dialable format) for the CallMe service (UC Suite) in UC clients. When dialing an external phone number in dialable format from a directory (and when using the Desktop Dialer and Clipboard Dialer for certain UC clients), the communication system automatically adds the CO access code (route 1).
Unified Communications Desktop Dialer and Clipboard Dialer Step by Step › If the string is a phone number, you have the following options: • If you want to use the Desktop Dialer, keep the key/mouse button combination configured for the Desktop Dialer (default: Ctrl+ right mouse button) pressed and mark the string with the mouse at the same time.
Unified Communications Screen Pops 6) Click on Save. After this, the defined key combination can be used to start the Dialer. Related Topics 5.8.3 How to Change the Key Combination for the Desktop Dialer or Clipboard Dialer Follow these steps if the configured key combination does not start the Dialer. Step by Step 1) Click on Setup. 2) Click on My Preferences > Hot Keys.
Unified Communications Screen Pops INFO: The Windows task bar on a Citrix server client should only be operated at 1 height unit so that pop-ups remain visible and easily accessible Screen Pop for Incoming Call Screen pops show the caller's phone number and name (if the name details are available in a directory). The directories are searched in the following order: Personal Directory, Internal Directory, External Offline Directory and External Directory.
Unified Communications Screen Pops Symbol Function XMPP to the communication partner; the presence status of the communication partner is displayed if available Scheduled call Web collaboration Opening the Main Window on Inbound Calls You can select whether myAttendant should automatically open the main window for an inbound call. Closing Screen Pops on Call Termination You can have screen pops (also called tray pops) automatically closed at the end of a call.
Unified Communications Screen Pops Symbol Function E-mail to a subscriber to forward the data of the called party to that subscriber Example: You do not reach the called party and want to notify a colleague about this. The e-mail recipient (To... :) field is not prefilled. The contact data of the called party is transferred to the e-mail text. Not possible with OpenScape Office.
Unified Communications Screen Pops Symbol Function View Close Screen Pop with Overview on Starting myAttendant (Classic User Interface) This screen pop appears on starting myAttendant and shows an overview with the respective number of • New voicemails • New Fax messages • Open calls You can jump to the specific details by clicking on each item. If your presence status is not Office, you will receive a corresponding message.
Unified Communications Screen Pops 5.9.2 How to Enable or Disable the Opening of the Main Window on Inbound Calls Step by Step 1) Click Setup. 2) Click on My Preferences > Notifications. 3) Select one of the following options: • If you want to enable the opening of the main window on inbound calls, select the check box Pop up application on inbound calls. • If you want to disable the opening of the main window on inbound calls, clear the check box Pop up application on inbound calls. 4) Click Save.
Unified Communications Screen Pops Related Topics 5.9.5 How to Enable or Disable Screen Pops for New Voicemails Step by Step 1) Click Setup. 2) Click on My Preferences > Notifications. 3) Select one of the following options: • If you want to enable screen pops on new voicemails, select the check box Display tray pop on new voice mail. • If you want to disable screen pops on new voicemails, clear the check box Display tray pop on new voice mail. 4) Click Save. Related Topics 5.9.
Unified Communications Conferences • If you want to disable the new interface with screen pops, clear the Use legacy traypop check box. 4) Click on Save. Related Topics 5.10 Conferences In a conference, multiple participants (including external parties) can communicate with one another at the same time. The Conference Management function of myAttendant enables you to quickly and easily host different types of conferences and also to schedule them in advance.
Unified Communications Conferences Ad-hoc Scheduled Permanent Open Recording, if enabled in • Manually (On the system Demand Conference Recording) • Automatically (Auto Conference Recording) • Automatically (Auto Conference Recording) • Automatically (Auto Conference Recording) • Manually (On Demand Conference Recording) • Manually (On Demand Conference Recording) • Manually (On Demand Conference Recording) Invitation by E-mail with: • Conference Name • Conference Name • Conference Name • Co
Unified Communications Conferences Symbol Meaning Conference Controller Communication system – Conference is stopped Communication system – Conference is being started Communication system – Conference has started Communication system – Conference is being recorded Communication system – Conference is being recorded and alternately Communication system – Conference is being stopped Scheduled conference participant (symbol in accordance with current presence status) Called conference participant D
Unified Communications Conferences • Inbound: The conference participants or conference controller dials into the conference using the dial-in number. While participating in a conference, making a call or accepting another call disconnects the participant from the conference. Dial-in number The administrator can change the conference dial-in numbers that were set up during the basic installation. You can display the dial-in number for a conference.
Unified Communications Conferences Notification by E-mail and Outlook Appointment The system can automatically notify conference participants by e-mail and, for scheduled conferences, additionally through an Outlook appointment as an attachment (.
Unified Communications Conferences 5.10.1 Ad-hoc Conference An ad-hoc conference occurs spontaneously and is started manually by the conference controller. The conference controller can save ad-hoc conferences in order to set them up again at some later point in time. Starting the Conference The system opens the window with the virtual conference room automatically for all internal conference participants, provided they have started myAttendant with the classic user interface.
Unified Communications Conferences 4) Click in the AdHoc Conference window on Conference Room > Start. The system now calls you and all other conference participants. 5) If you want to use OpenScape Web Collaboration in this conference, click on Collaboration > Start Collaboration. 6) If you want to repeat the ad-hoc conference with the same set of participants later, you can now save it. To do this: a) Click on Conference Room > Save As. b) Enter the Conference Name. c) Click Save. Related Topics 5.10.1.
Unified Communications Conferences • From a directory: Using the mouse, drag one of the participants from the Directories into the AdHoc Conference window. Select a station number from the Number To Contact drop-down list in the Select Participant Contact Number window and click OK. • From the results of a search: Search the directories (see Searching in Directories) and then drag any of the participants from the listed results into the AdHoc Conference window.
Unified Communications Conferences 5.10.1.6 How to Remove Conference Participants Prerequisites • A conference with you as the conference controller has been started in the virtual conference room. › Select one of the following options in the context menu of the relevant conference participant: Step by Step • If the conference participant is currently active, click Remove.
Unified Communications Conferences • From the results of a search: Search the directories (see Searching in Directories) and then drag any of the participants from the listed results into the AdHoc Conference window. Select a station number from the Number To Contact drop-down list in the Select Participant Contact Number window and click OK. • Any participant: Click in the AdHoc Conference window on Participants > Add Participant.
Unified Communications Conferences Step by Step 1) Click Conference Room > Stop. 2) Under End In, enter the waiting time in seconds until the conference is to be terminated and then click OK. Related Topics 5.10.1.10 How to Repeat an Ad-hoc Conference Prerequisites • You are working with the classic user interface. • You have saved an ad-hoc conference under a specified name. Step by Step 1) Click Conference. 2) Click Manage my conferences. 3) Click on the My Conferences tab.
Unified Communications Conferences Options for Configuring a Scheduled Conference The initiator of the conference can define the following properties: • Start time and End time • Recurring conference • Presence of conference controller required • Authentication of conference participants on joining the conference required (by entering a conference ID and password via the phone keypad). INFO: Mobility Entry users must enter the code for DTMF suffix dialing before their authentication.
Unified Communications Conferences Forcing Authentication with the Star (*) Key The conference controller can set the conference so that each conference participant is forced to provide authentication by at least by pressing the * key. This ensures that only the participants who are actually present are connected to the conference, as opposed to a voicemail box, for example.
Unified Communications Conferences 6) Enter the Conference Name. 7) Enter a Start Date. 8) Enter a Start Time. 9) Enter the End Time. 10) If the conference is to occur repeatedly, select the Recurring Conference check box. a) Select an End Date for the conference series. b) Click on either Daily Recurrence, Weekly Recurrence or Monthly Recurrence and then select any additional options from the details on the right-hand side.
Unified Communications Conferences 17) Enable the check box This conference is active. 18) If you want the conference to occur only when the conference controller is present, enable the check box This conference requires the controller to be present. 19) If you want to force the conference participants to authenticate by pressing the * (star) key, select the check box Force called participant to enter "*" (star) to join the conference.
Unified Communications Conferences Related Topics 5.10.2.3 How to Determine the Dial-in Number for a Scheduled, Permanent or Open Conference Prerequisites • You are working with the classic user interface. • You are the conference controller. INFO: As the conference controller, you can obtain the dial-in number from the e-mail with the invitation to the conference. Step by Step 1) Click Conference. 2) Click Manage my conferences. 3) Click on the My Conferences tab.
Unified Communications Conferences 5) Click Edit. 6) Click in the context menu of the relevant conference participant on Properties. The Conference ID is displayed. 7) Click Cancel. 8) Click Close. Related Topics 5.10.2.5 How to Change the Password for a Scheduled or Permanent Conference Prerequisites • You are working with the classic user interface. • You are the conference controller. Step by Step 1) Click Conference. 2) Click Manage my conferences. 3) Click on the My Conferences tab.
Unified Communications Conferences 5.10.2.7 How to Extend a Scheduled Conference Prerequisites • You are working with the classic user interface. • An active conference with you as the conference controller has been started in the virtual conference room. › Under Conference Room > Extend Conference, select one of the following methods: Step by Step • Click on one of the entries 10 minutes, 20 minutes, 30 minutes or 1 hour.
Unified Communications Conferences 5.10.2.9 How to Delete a Scheduled or Open Conference Prerequisites • You are working with the classic user interface. • You are the conference controller. Step by Step 1) Click Conference. 2) Click Manage my conferences. 3) Click on the My Conferences tab. 4) Click on the relevant conference under Conference Name. 5) Click on Remove, followed by Close. Related Topics 5.10.2.
Unified Communications Conferences 16) Click OK. 17) Click Advanced. 18) If you want to add some introductory text to the invitation e-mail, click in the Notes input field and enter the desired text. 19) Click Save. Related Topics 5.10.2.11 How to Delete a Conference Appointment for a Conference Series Prerequisites • You are working with the classic user interface. • You are the conference controller of the scheduled conference. Step by Step 1) Click on the Conference symbol.
Unified Communications Conferences The conference controller saves a permanent conference under a specified name. The conference is retained until it is explicitly deleted. Options for Configuring a Scheduled Conference The initiator of the conference can define the following properties: • Authentication of conference participants on joining the conference required (by entering a conference ID and password via the phone keypad).
Unified Communications Conferences Step by Step 1) Click Conference. 2) Click AdHoc Conference. The AdHoc Conference window opens with you set as the conference controller. 3) Add any conference participants as needed; see How to Add Conference Participants for details. 4) In the AdHoc Conference window, click on File > Save. 5) Enter the Conference Name. 6) Click Advanced.
Unified Communications Conferences 5.10.3.2 How to Display your Own Permanent or Open Conference Prerequisites • You are working with the classic user interface. Step by Step 1) Click Conference. 2) Click Manage my conferences. 3) Click on the My Conferences tab. 4) Click on the relevant conference under Conference Name. 5) Select one of the following options: • If you want to display the virtual conference room, click View. • If you want to view the general settings of the conference, click on Edit.
Unified Communications Conferences • Authentication of conference participants on joining the conference required (by entering a conference ID and password via the phone keypad). INFO: Mobility Entry users must enter the code for DTMF suffix dialing before their authentication. The default password for conferences is 123456. The conference controller can change this for the conference participants individually. • The common conference ID for all conference participants.
Unified Communications Conferences 7) Enter the End Time. 8) If the conference is to occur repeatedly, click on Recurring Conference. a) Select an End Date for the conference series. b) Click on either Daily Recurrence, Weekly Recurrence or Monthly Recurrence and then select the additional options desired for it in the details. 9) If you want to delete a conference appointment time for a conference series, perform the following steps: a) Click Exceptions. b) Click Add.
Unified Communications Conferences 17) If you want the system to automatically record the conference, select the Automatically record this conference check box. 18) If you want to define the conference ID yourself, proceed in the following steps: a) Select the Create your own conference ID check box. b) Enter the desired Conference ID (4-8 characters) in the input field. 19) Select the maximum number of conference participants under Number of Channels 20) Click Save. Related Topics 5.10.
Unified Communications Voice and Fax Messages (UC Suite) Connecting to the Web Collaboration Session Internal conference participants with UC PC clients are automatically connected to the appropriate Web Collaboration session on starting the conference. To do this, FastViewer is automatically downloaded and opened in the background, which may take several seconds. External conference participants with known email addresses receive an e-mail with an appropriate link to the Web Collaboration session.
Unified Communications Voice and Fax Messages (UC Suite) forwarding to your voicemail box. Alternatively, you can also do this yourself by setting up a "call diversion after time" on your phone. Determining the Call Number of the Voicemail Box You can determine under which extension you can reach the voicemail box from any phone to listen to your voicemails or change your Presence status, for example.
Unified Communications Voice and Fax Messages (UC Suite) INFO: Before using announcements or music from other sources, make sure that you do not infringe on any copyrights. The voicemail box can generate situation-based announcements of your Presence status (except for Office, CallMe and Do Not Disturb) with an indication of your scheduled time of return; for example: "xxx is in a meeting until two thirty p.m. today".
Unified Communications Voice and Fax Messages (UC Suite) Example: Announcement of your Presence status is disabled for the caller Profile Gone Out Name announcement Announcement of your Presence Status - - Personal greeting "I am unfortunately unable to take your call at the moment …" Central AutoAttendant The central AutoAttendant enables the administrator of your communication system to offer callers time-based choices to forward their calls to numbers he or she has defined or to your voicemail box
Unified Communications Voice and Fax Messages (UC Suite) 5.11.1.2 How to Select Recording or Announcement Mode Step by Step 1) Click Setup. 2) Click on Communications > VoiceMail Settings. 3) Select one of the following values for each Presence status in the Recording area: • If you want callers to be able to leave messages in your voicemail box, select Active. • If you want callers to only hear the announcements of your voicemail box, select Inactive. 4) Click Save. Related Topics 5.11.1.
Unified Communications Voice and Fax Messages (UC Suite) 5.11.1.4 How to Import an Announcement Prerequisites • The audio file is available as a PCM file with the following properties: 8 kHz, 16 bit, mono. INFO: Before using announcements or music, make sure that you do not infringe on any copyrights. Step by Step 1) Click Setup. 2) Click Profiles and then on any profile. 3) Click Record. 4) Click Upload. 5) Select the desired file and click Open. 6) Click on OK in the Warning!!! window. 7) Click OK.
Unified Communications Voice and Fax Messages (UC Suite) 5.11.1.6 How to Enable or Disable the Announcement of your Presence Status for External Callers Step by Step 1) Click Setup. 2) Click on Sensitivity > VoiceMail Presence. 3) Select one of the following options: • If you want to activate the voicemail box announcement of your Presence status for external callers, enable the check box My presence will be played to external callers when they reach my VoiceMail.
Unified Communications Voice and Fax Messages (UC Suite) 5.11.1.8 How to Grant or Deny the Attendant Permission to Retrieve Voicemail and Fax Messages Step by Step 1) Click Setup. 2) Click on Sensitivity > Security and Access. 3) Select one of the following options: • If you want to allow your voicemail and fax messages to be retrieved by the Attendant, enable the check box Receptionists are able to listen to my voicemail and to read my fax messages.
Unified Communications Voice and Fax Messages (UC Suite) 3) Select the VoiceMail Language in the drop-down list. 4) Click Close. Related Topics 5.11.2 Managing Voicemail You can listen to and forward voicemails, for example, or move them to another folder, save them as WAV files or call the sender.
Unified Communications Voice and Fax Messages (UC Suite) • Duration Retention Period for Voicemail The communication system automatically deletes voicemails after a defined retention period (which can be configured by the administrator) expires. Voicemail for Groups The administrator can set up groups for voice messages with a separate call number for each group. The communication system forwards voice messages to a group to each group member.
Unified Communications Voice and Fax Messages (UC Suite) Step by Step 1) Click on the Voicemail tab or in the corresponding window. 2) Click on the desired folder, e.g., Inbox. 3) Click on the desired voicemail. 4) Select one of the following options: • Classic user interface: Click on Play Message > Through Phone in the context menu. • Modern user interface: Click on the Play through phone symbol. Next steps Accept the call from the voicemail box. Related Topics 5.11.2.
Unified Communications Voice and Fax Messages (UC Suite) 5.11.2.3 How to Call back the Sender of a Voice Message Prerequisites • The caller's phone number has been transmitted. Step by Step 1) Click on the Voicemail tab or in the corresponding window. 2) Click on the desired folder, e.g., Played. 3) Click on the desired voicemail.
Unified Communications Voice and Fax Messages (UC Suite) g) If you want to record the comment again, click on Record again. 9) Click Redirect. Related Topics 5.11.2.5 How to Move a Voice Message Step by Step 1) Click on the Voicemail tab or in the corresponding window. 2) Click on the desired folder, e.g., Played. 3) Click on the desired voicemail. 4) Select the desired folder in the context menu under Move Message to > …. Related Topics 5.11.2.
Unified Communications Instant Messaging (UC Suite) 5.11.2.8 How to Delete a Voicemail Step by Step 1) Click on the Voicemail tab or in the corresponding window. 2) Click on one of the folders: Inbox, Played or Saved. 3) Select one of the following options: • Click on the desired voicemail. • Mark the desired voicemails (Classic User Interface). 4) Select Move Message to > Move to Deleted in the context menu. 5) If you want to delete the Fax messages permanently: a) Click on the Deleted folder.
Unified Communications Instant Messaging (UC Suite) External Instant Messaging You can also chat with one external XPP communication partner (e.g., a Google Talk user). Multi-user chat A multi-user chat is the exchange of instant messages with multiple communication partners. Here too, the communication system supports a maximum of one external XMPP communication partner.
Unified Communications Instant Messaging (UC Suite) 5.12.1 How to Send Instant Messages (Chat) You can send instant messages to one or more subscribers in the internal directory, i.e., "chat" with the subscribers. Prerequisites • Sending instant messages is not disabled by the administrator of your communication system. Step by Step 1) Click on Internal Directory. 2) Click on the subscriber to whom you wish to send an instant message. 3) Right-click on the subscriber. A pop-up menu will appear.
Attendant Console Functions Attendant Functions 6 Attendant Console Functions The Attendant Console functions describe the Attendant functions of myAttendant, as well as Subscriber Management and the Message Center. Related Topics 6.1 Attendant Functions The Attendant functions are used to control inbound phone calls. You can accept calls, transfer them to subscribers, place them on hold or park them. These functions are executed in the Call Control area of the main window.
Attendant Console Functions Attendant Functions Column Icon Description Last Name, First Name and Company Provides detailed information if the callers are stored (first name, last name, company). If the caller ID is assigned to a customer whose data is stored in an external directory, for instance, the customer's data is displayed on inbound calls in the fields "Name" and "Station Number/ Company". Call for Shows who the call is for.
Attendant Console Functions Attendant Functions Prerequisites • You must have accepted the call. Step by Step 1) Right-click on the relevant call in the Call Control's Active Calls area. 2) Click on Park Call. The call is moved to the Call Control's Held/Transferring/Parked Calls area. Both the status of the call (Parked) and the park slot are displayed. Related Topics 6.1.3 How to Unpark a Call A parked call must be unparked before it can be resumed. Step by Step 1) Right-click on the parked call.
Attendant Console Functions Attendant Functions • on the - button on the numeric keypad. Related Topics 6.1.6 How to Transfer a Call Prerequisites • The call was accepted. Step by Step 1) Click on the call. 2) You have the following options: • With the mouse button held down, drag the call to the user button of the desired subscriber and then release the mouse button (drag & drop) or • press the + button on the numeric keypad.
Attendant Console Functions Attendant Functions Step by Step 1) Right-click on the call in "Talking" status in the Call Control. 2) Select • Disconnect Call from the displayed options or • press the 0 button on the numeric keypad. Related Topics 6.1.9 How to Contact Unavailable Subscribers by E-mail (not possible with OpenScape Office) Prerequisites • Screen pops for inbound and outbound calls have been activated.
Attendant Console Functions Subscriber Management 5) Click on Send. Related Topics 6.1.11 How to Initiate a Call Manually Step by Step 1) Select one of the following options: Enter the phone number in dialable format or in canonical format in the drop-down list for phone numbers • Enter the first few letters of a name (at least 3 characters) in the dropdown list for phone numbers. All names starting with the entered letters are displayed in a list. Select the desired name.
Attendant Console Functions Subscriber Management 6.2.1 How to Assign User Buttons to Multiple Subscribers User buttons can be assigned to multiple subscribers via the internal and external directories. Step by Step 1) Click on Internal Directory 2) Drag the selected subscriber to an empty user button. 3) Release the mouse button. 4) Repeat steps 2 and 3. Related Topics 6.2.2 How to Sort Subscribers Step by Step 1) Click on the User Buttons tab. 2) Right-click on a user button.
Attendant Console Functions Subscriber Management 5) Mark the new item created for the tab and click on Auto Populate. 6) Select the Department or Site from the Create groups based on drop-down list. 7) Select the Last Name and First Name from the Sort groups by drop-down list. 8) Click on the radio button Append new groups to the end of my existing groups. 9) Click OK. 10) Click Save. Related Topics 6.2.
Attendant Console Functions Message Center 6.2.6 How to Sort Tabs for User Buttons You can change the order in which user button tabs are displayed. Prerequisites • Multiple tabs are configured with user buttons. Step by Step 1) Click Setup. 2) Click on myAttendant > Group Setup. 3) Click a group in the Group Name field. 4) Click on the button Move Up or Move Down. 5) Repeat steps 3 and 4 as appropriate. 6) Click Save. Related Topics 6.2.
Attendant Console Functions Message Center The left window pane, referred to below as the Subscriber List window, contains a list of all communication system subscribers with their presence/absence status. Your own status is displayed first in a drop-down message overview. The other subscribers follow in alphabetical order.
Attendant Console Functions Message Center 6.3.1 How to Start the Message Center via a Function Key Step by Step › Click on Message Center. INFO: If the Message Center is already open in the background, perform a task switch to display it on top. You can only open one Message Center session per PC. Related Topics 6.3.
Attendant Console Functions Message Center The Message Details window shows voicemails in the following categories: Inbox, Played, Saved, Deleted and Total. 4) Click on one of these categories: 5) Mark a voicemail with a right mouse click. Click on Play Message. 6) Click on one of the categories: • Through Phone • Through Speakers Related Topics 6.3.
Attendant Console Functions Message Center The Message Details window shows voicemails in the following categories: Inbox, Played, Saved, Deleted and Total. 4) Mark a voicemail with a right mouse click. Click on Forward Message. Related Topics 6.3.7 How to Save Voicemails Prerequisites • In order to process the messages of other subscribers, you must be granted the permission for this by all such subscribers. Step by Step 1) Click on Message Center.
Attendant Console Functions Message Center • Inbox • Played • Saved • Deleted Related Topics 6.3.9 How to Forward Fax Messages Prerequisites • In order to process the messages of other subscribers, you must be granted the permission for this by all such subscribers. The subscribers must have a Fax license. 1) Click on Message Center. Step by Step 2) Click in the stations list on the triangular symbol in front of a station. 3) Click on the triangular symbol before the Fax Messages entry.
Attendant Console Functions Message Center 4) Click on one of the displayed Fax Groups. The fax messages of the Fax Group are displayed in the Message Details window. 5) Mark a Fax message with a right mouse click. 6) Click on Save as TIFF. 7) Assign a file name. 8) Click on Save. Related Topics 6.3.11 How to Edit a LAN Message Prerequisites • In order to process the messages of other subscribers, you must be granted the permission for this by all such subscribers.
Attendant Console Functions Personal AutoAttendant 6.4 Personal AutoAttendant The personal AutoAttendant offers callers the option of forwarding their voice calls to the phone numbers defined by you or to your voicemail box, depending on your Presence status. Callers signal their choice by entering digits at the phone. Custom Profiles for the Personal AutoAttendant For every Presence status there is a custom profile in which you can define the choices for your callers.
Attendant Console Functions Personal AutoAttendant Profile Meeting Sick Break Name announcement Dynamic greetings Personal announcement for profile x (if dynamic announcements have been enabled) x (if dynamic x announcements have been enabled) - - Gone Out Vacation Lunch Gone Home Do Not Disturb x Example: dynamic announcements enabled Profile Meeting Name announcement Dynamic greetings "Natalie Dubois" "is in a meeting until two thirty p.m. today".
Attendant Console Functions Personal AutoAttendant • Transfer The caller is redirected to a destination defined by you. • - None The announcements for this profile are repeated. Related Topics 6.4.1 How to Edit a Profile for the Personal AutoAttendant Prerequisites • You have recorded an announcement for the relevant status. Step by Step 1) Click Setup. 2) Click Profiles and then on the profile for the corresponding status.
Configuration How to Edit your Own Data 7 Configuration You can use myAttendant to configure call forwarding rules, direct inward dialing numbers, etc. The configuration settings can be saved and restored. Related Topics 7.1 How to Edit your Own Data Step by Step 1) Click Setup. 2) Click on My Preferences > My Personal Details.
Configuration How to Specify your E-Mail Address 3) Click in the My Picture window on Select. 4) Select the picture you want to use for yourself: 5) Click Save. Related Topics 7.3 How to Specify your E-Mail Address Prerequisites • The administrator of your communication system has configured the sending of e-mails. Step by Step 1) Click Setup. 2) Click on Personal Details > My Personal Details. 3) Enter your e-mail address under E-mail. 4) Click Save. Related Topics 7.
Configuration Programming the Function Keys of a Telephone Step by Step 1) Click Setup. 2) Click on Personal Details > My Personal Details. 3) Enter your XMPP alias under XMPP-ID. Your XMPP alias is the left portion (e.g., john.public) of your complete XMPP-ID (e.g., john.public@oso.example-domain.com), without the domain name. The XMPP alias must be unique within the domain. INFO: You should provide other XMPP communication partners with your full XMPP ID (e.g., xmpp:john.public@oso.example-domain.
Configuration How to Change the Password 4) Under the phone icon, Click on the key area that you want to edit. 5) In the detailed view of the key area, click on the key icon at end of the corresponding row. The key icon goes red and indicates that the function is active for programming. 6) Select the desired function from the Choose Function drop-down list. a) If a function requires additional information (parameters), select these details or enter the required data.
Configuration How to Change the Login Name INFO: The password applies to myPortal for Desktop, myPortal for Desktop, myPortal for Outlook, Fax Printer Driver, myAttendant and myAgent, as well as phone access to your voicemail box. 6) Click on OK, followed by Save. Related Topics 7.8 How to Change the Login Name Step by Step 1) Click Setup. 2) Click on Personal Details > My Personal Details. 3) Enter the desired user name in the User Name field.
Configuration Notifications 7.10 Notifications You can have myAttendant notify you about calls and other actions. The following notification options are available to you: • Display tray pop on inbound calls • Display tray pop on outbound calls • Display tray pop on new voicemail • Display tray pop on change of presence • Screenpop the messages window when I receive a new voicemail message • Pop up application on inbound calls Related Topics 7.10.
Configuration How to Change the Server Address • Answer/Disconnect call • Forward/Transfer call • Display Call Traypop Related Topics 7.12.1 How to Configure and Activate Hotkeys Step by Step 1) Click Setup. 2) Click on My Preferences > Hot Keys. 3) Hold down the CTRL+SHIFT or CTRL+ALT or SHIFT+ALT key combination and then press any key to define it as a hotkey. 4) Select the check box Hot Key Enabled to activate the configured hotkey. 5) Click Save. Related Topics 7.
Configuration How to Enable or Disable Dialing by Entering a Name 7.15 How to Enable or Disable Dialing by Entering a Name Prerequisites • You are working under Windows. Step by Step 1) Click on Setup. 2) Click on My Preferences > Miscellaneous. 3) Select one of the following options: • If you want to enable dialing by entering a name, select thePerform Live Search check box. • If you want to disable dialing by entering a name, clear theEnable Live Search check box.
Configuration Configuring Backups for myAttendant Related Topics 7.17 Configuring Backups for myAttendant You can save various configuration settings for myAttendant in backup files and restore them later or delete them if required. Related Topics 7.17.1 How to Save the Configuration You can save configuration settings for your myAttendant session in a backup file. Step by Step 1) Click Setup. 2) Click on myAttendant > Backup and Restore. 3) Click Create Backup. 4) Enter a file name as appropriate.
Configuration Configuring Backups for myAttendant • How to Delete the Configuration File 7.17.3 How to Delete the Configuration File Prerequisites • You must have already created a backup file of your configuration. Step by Step 1) Click Setup. 2) Click on myAttendant > Backup and Restore. 3) Select the backup file to be deleted. 4) Click Delete Backup. 5) Click Yes to confirm. 6) Click Save.
Appendix Features of the UC Clients that can be used with SIP Telephones 8 Appendix The appendix contains reference information such as a list of features that can be used with SIP phones, for example. Related Topics 8.1 Features of the UC Clients that can be used with SIP Telephones The following features of the UC clients myAttendant, myPortal for Desktop and myPortal for Outlook can be used with SIP telephones.
Index Index Index A ad-hoc conference 50, 55 announcement 76 announcement mode 76 application-controlled conference 51 Attendant function 92 authentication conference participant 50 AutoAttendant central 76 personal 76, 107 automatic updates 16 C call answer 93 hold 94 missed 35 park 94 record 95 scheduled 35 transfer 95 unpark 94 call control 92 active calls 92 held/transferred/parked calls 93 call forwarding emergency 27 specify 27 unattended 27 call history 38 call number format 40 call rule activate 2
Index forward 105 move 104 save (TIFF file) 106 folder voicemail 84 function buttons 10 G general personal greeting 76 group voicemail 84 H hang up call 96 hotkeys 115 configure 116 I instant message 89 instant messages 101 instant messaging 101 invitation conference 50 J journal 35 group entries 35 retention period 35 sort 35 K key combination for the Desktop Dialer 41 key programming 112 L LAN messages delete 106 edit 106 read 106 send 106 language select 18 voicemail box 76 M main window of Attendant Co
Index server address change 116 setup password 11 SIP telephone features of UC clients 120 SMS 101 sort voicemail 84 subscriber add note 33 search 31 show note 33 sort 31, 91 subscribers (multiple) assign user buttons 98 T teleworking 26 topics, types 7 U urgent voicemail 84 user buttons 9, 97 create new buttons 98 create new structure 99 delete 100 delete subscriber 98 layout 97 multiple 97 sort 97, 100 sort subscribers 98 user-defined profile, custom profile 107 V virtual conference room 50 voicemail del
