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XPhone UC Commander

1. A recipient must have at least a text message number all other fields are optional An additional recipient number can be entered directly without any blanks or searched for and imported via To Recipients can be removed from the list of recipients via nn Message Enter the message to be sent The number of remaining characters is shown at the bottom of the entry field Text message options Sending options Specify the following here E When the message is to be sent As soon as possible Leave in the outbox Time Sender Your sender information is listed here as received by the recipient You can change or remove your mobile number Other settings Via XPhone UC settings you can make additional setting such as confirmation messages by e mail XPhone UC Voicemail 11 6 1 XPhone UC is a very powerful service During your absence it allows E you to play a message for your callers E your callers to leave you a message E your callers to be connected to your representative E you to listen to control and configure your voicemail box from any telephone E you to obtain an overview of e mails in your inbox from any telephone by O having your e mails read aloud via Text to Speech enabling you to react O you to have an e mail overview faxed to you If you are out of the office you can configure your phone in such a way that all incoming calls are forwarded to the voicemail dial in number Your administrator will provide
2. Layout Aufl sung Erweiterte Einstellungen Farbanpassungen 100 Intensit t al Bi C Ausgeschaltet Eingeschaltet Optionen Standard Note The name of the XPhone fax printer is defined in the registry under HKEY LOCAL MACHINE SOFTWARE C4B Printers If you change its name in the Windows Control Panel Windows applications can no longer access it 11 3 2 Mixing e mails faxes and text messages A message can be sent simultaneously as an e mail fax and text message The restrictions that apply to faxes and text message services must be observed a Open a new e mail form b Select the recipients in the various categories as described in the sections on Composing new faxes and Composing new text messages The recipient list now contains e mail fax and text message recipients c Compose your message adding any attachments O E mail recipients receive an e mail with your message as e mail text and any attachment in the original format O Fax recipients receive a fax comprising the default fax cover sheet with your message provided you have selected a fax cover sheet template see section on Sending options see Scheduling and any attachment as an actual fax document O Recipients of text messages will receive the first 160 characters of the message incl subject Attachments cannot be transmitted Your message may be interrupted mid sentence FAX VOICEMAIL TEXT MESSAGE 63 11 4 Fax integration with outside
3. a Go to Tools gt Options and select the Messaging tab b Click the Letter button to modify an existing letter template c Select the template and click Edit d The template opens Edit the template and save the changes Hint If you create a new template in the workgroup directory or modify a template stored there these settings affect everyone who uses the same workgroup directory 16 7 Removing messaging templates a Go to Tools gt Options and select Messaging b Click the Letter button to delete an existing letter template c Select the template and click Delete 88 CTI MESSAGING WIZARD d Specify whether you want to remove the template from the directory or delete it completely 16 8 Accessing messaging features You can call the messaging features a from a call caller popup by using lt lt Actions gt gt b from an entry in the journal or the address book Lee E Walker Peter 187 187 Anwesend Mastersons Germany Testhausen cad 49 89 840798176 Rufnummer Dienst w Zu Favoriten hinzuf gen w MusterstraBe 9 33333 Testhausen Deutschland BUroanschrift 49 89 8493689 100 Fax __ benforster mastersons com E Mail sus 49 89 840798176 Rufnummer Dienst Ei E Neue Outlook Aufgabe Neuer Outlook Termin 16 9 Notification of a missed call a You can have an e mail sent to you or a colleague to inform you of calls received in your absence Yo
4. c Specify when the journal entries are to be moved to the Recycle bin folder Hint Empty your journals regularly to prevent XPhone UC from being overloaded with unnecessary data If you wish to save entries for longer periods of time you can archive them see section on Archiving journals 10 9 Archiving journals You can archive your journal entries in an external file This is saved in the CSV format and can be imported into Microsoft Excel or Microsoft Access among others a Open File gt Archive call journal 54 CALL JOURNAL b Activate the Archiving function on check box and specify the call entries you wish to archive c Specify whether the call entries should be created in an Excel optimized format d Specify whether archiving should be done when you close the program e Enter a name for the archive file f Click the button to specify the storage location for the file g Press OK to confirm Hint A CSV file can be made available to multiple users This makes it possible to save journals centrally 10 10 Compact journal You can also access the journal function from the compact view XPhone UC Commander shows a compact journal in this view the compact journal shows the last 20 calls regardless of their status If you select a journal entry the corresponding phone number is transferred to the entry field and you can begin dialling Name o Rufnummer eingeben F Palmer Evelyn 456 Travel
5. E insert fax merge fields in the Word document which serve as spacers for the data from the data source FAX VOICEMAIL TEXT MESSAGE 59 E create the fax merge document by inserting data from the data source into the fax merge fields in the main document If you start the fax merge without the above steps being performed successfully you will receive the The active document is not a mail merge source error message The Microsoft Word fax merge manager guides you through the process If necessary consult the Microsoft Word help function for these steps As soon as the fax merge document has been created you can start the fax merge by clicking the Send fax merge button in the Transmissions tab The Sending fax merge dialogue appears The following setting options are available General tab Select the Fax number from field to be used from the drop down list and enter a Subject You can prioritise the fax analogue to the e mail process and select the transmission time Fax options and transmission options Outlook 2010 Cover page tab The cover page can be selected from the drop down list if authorised by the administrator Assign first names surnames company names departments and phone numbers to the respective fields offered in the drop down lists A preselection has already been made If a cover page has been selected a message text must be entered If you have not selected a cover page the fields listed above can not be c
6. FAX VOICEMAIL TEXT MESSAGE The Outlook fax form opens the Preview tab is activated Proceed as described in the chapter Faxing with XPhone Fax options in other Windows applications Define fax options for all Windows application in the Windows Control Panel These settings can be overwritten with the settings in the individual Windows applications The settings options in the Control Panel are the same as in the individual Windows applications Right click XPhone Fax in the Printers and Faxes folder in the Windows Control Panel to open the context menu Select Printing Preferences in the context menu If desired before sending the fax you can edit your fax settings and define them individually for the document to be faxed see step c in Fax functions in other Windows applications To do so click Settings in the application print dialog You have the following settings options in the Print Preferences dialog Layout Resolution tab Paper Format Select a paper format from the list As a rule fax paper is the correct choice Orientation Choose between portrait and landscape format Fax Resolution Choose between normal and high Graphic Resolution This setting determines the quality and size of the generated tif file Choose the highest possible resolution for graphics Note however that the document is not faxed with these values but rather with those defined under Fax resolution normal or high so the resolution may be
7. The system can only access e mails in the Microsoft Outlook inbox If you have a rule that distributes inbound e mails to different folders those e mails cannot be retrieved remotely FAX VOICEMAIL TEXT MESSAGE 69 1 Listen to active greeting 2 Activate central greeting 1 Record new personal greeting 3 Save and activate personal greeting 4 Save only F Select personal greeting eRersonal grestings ee no of requested greeting gt 1 Use special greetings 2 Do not use special greetings Toere 4 Special greetings 1 Record new name 3 Save name 1 Hear the current voicemail again 3 Listen to the next voicemail 5 Have caller s phone number read out loud 6 Be transferred directly to caller 1 Read new voicemails 9 Delete current voicemail 1 Hear the current voicemail again 2 Voicemails 3 Listen to the next voicemail 2 Read all voicemails 5 Have caller s phone number read out loud 6 Be transferred directly to caller 9 Delete current voicemail 1 Text message notification 2 Phone no for text message notification 3 Change PIN 4 Activate phone for direct access 70 COLLABORATION 12 Collaboration XPhone UC Commander offers the possibility of Web collaboration i e collaboration by several people via screen sharing A distinction is made between free screen sharing which i
8. 5 Dialling from journals You can return the call by double clicking the journal entry If you do not reach the party under the number in the journal you can use the context menu to call an alternative phone number This is only possible if the additional phone numbers were saved in the contact data record 10 6 Editing journal entry statuses Select an entry in the journal and select Mark as completed or Mark as pending in the entry s Context menu 10 7 Creating alerts and call reminders XPhone UC can remind you of important phone calls a Select the entry from the journal and open the context menu with the right mouse button b Select Create scheduled call alert c Alternatively you can also select an address book entry and the Create scheduled call alert option in the context menu d Enter your comments in the text field You have saved a note on your entry e Activate the Call reminder check box to start an automatic call reminder and specify when and how often you wish to be reminded f The symbol to the left of the journal entry has changed If you have saved a note the note symbol will appear in the second last column The alert is also shown in the journal and can be edited 10 8 Recycle bin XPhone UC Commander saves call entries for 90 days as default before attributing them Recycle bin status You can however specify how long the call entries are to be saved a Open Tool gt Options b Select Call journals
9. Data Sources ODBC Once you have successfully created the system DSN you can select the data source you created from the Machine Data Sources tab in the Data Sources ODBC database type in XPhone UC Commander You will then see the Properties for address book window Select the required table or query from Table and make the field links here For more detailed instructions see the following chapter Creating field links On page 41 Note If you create a database through an ODBC data source at a model workstation you must ensure that the ODBC data source is created as the system DSN on the target workstations as well before importing the configuration The system DSN is not deployed to the workstations through the sample configuration you have to create it manually If no standard ODBC driver is available from your operating system e g Oracle databases an additional ODBC driver must be installed on the system Linking LDAP directories LDAP Lightweight Directory Access Protocol is a protocol that supports a directory service Unlike data bases LDAP directories are based on a tree structure such as Novell Groupwise or Microsoft Active Directory Select this file type You can now access a number of predefined settings from the Configuration drop down menu Complete the settings in the listed fields The settings for the server address and the ports are individual Go to the Base DN field and define the areas of the LDAP structur
10. If you don t want to be disturbed you can have a colleague take all your calls You simply associate the lt lt Do Not Disturb gt gt profile with call forwarding to your colleague s phone Open the template dialogue by clicking lt lt Select profile template gt gt and select Profile templates Now select the Do Not Disturb profile in the Profile Templates dialogue Click Call forwarding and configure the call forwarding You can also save a message to be shown to colleagues when you don t want to be disturbed Confirm by clicking OK Option 2 Activating profile templates automatically You can simplify things by configuring your profile templates with call forwarding and or team infos to activate automatically whenever certain conditions are met Example You want call forwarding to your voicemail box whenever you shut down your PC and leave the office Then when you come to the office in the morning and boot up your PC you want call forwarding to turn off again automatically You want the call forwarding to voicemail to be in place even when you re away from the office for a longer period of time Open the template dialogue by clicking lt lt Select profile template gt gt and select Profile templates Go to Activate profiles automatically and click Options in When program starts when program ends Activate the When program starts When program ends and When there is no user activity checkboxes and specify when to set yo
11. a B Newton Paul Software 4 Butler Benjamin MyComp 00353862242681 Thu 08 B Anderson Karin MyCompa 084145454545 Thu 08 A Myers Andrea 123 Travel A 00441273112233 Thu 08 A Defoe John ABC Solutions 00447855202788 Thu 08 10 11 Keeping journals in Microsoft Outlook You can also have your calls logged in Microsoft Outlook For more information on this subject see Journaling in Microsoft Outlook 11 11 1 FAX VOICEMAIL TEXT MESSAGE 55 Fax Voicemail Text message Fax functions in XPhone UC Commander 11 1 1 11 1 2 a lt lt Composing new faxes Selecting recipients Faxes can be sent to one or several recipients There are two ways to select recipients Click the New button and select New fax The XPhone Fax dialogue opens Click the Search button The XPhone UC Commander Contact selection form opens Find a recipient by entering the name or part thereof or the fax number The XPhone UC Commander Contact selection form finds all the contacts stored in address books linked to XPhone UC Commander Select the desired contact and select the contact s fax number on the Fax tab as only then can the recipient information be imported to the fax dialogue In XPhone UC Commander select the desired contact on the Calls Favourites or Contacts tab Click Actions and select Actions gt Fax Select a template the XPhone Fax dialogue opens and the Subject amp Messa
12. applications It is possible to operate XPhone UC Fax directly from the printing function of another application via an application interface This is worth doing if you want order confirmations or delivery notes to be sent directly from an operational ERP system XPhone UC Fax remains hidden from the user in this case The XPhone UC Fax printer must be configured so that the document can be sent 11 4 1 Using control characters to send faxes Control characters are used to send the document created by the application these control characters contain for example the fax number of the recipient Control characters are similar to merge fields and can be embedded anywhere in the document The preferred location for control characters is at the end of the document where they cannot affect its formatting Note In order for control characters to be processed you have to make the required settings in the fax printer go to Options in Advanced settings and set the necessary check marks Control characters have a specified syntax consisting of the following elements E Prefix E Suffix E Field contents Recommended procedure The field contents usually contain a variable from the controlling application The syntax is structured as follows E Prefix E Field contents XPSEL_Fax lt Fax number gt E Suffix Example XPSEL_Fax 08912345678 Note We recommend this method as it ensures reliable transmission from other applicati
13. are supported by the PBX and telephony driver used by your company In some cases you may not be able to use all the functions described here Due to the way XPhone UC INTRODUCTION 9 Commander is programmed functions are hidden if they are not supported by your driver or PBX configuration System requirements UM Fax Commandar Taam Panal Yoicamail SMS Desktop Workstation Server 1000 Windows XP Pro 32bit Windows Vista Pro 321 ro ba e Pro 32 F 64 Windows 8 Pro 32 F 64 Operating System Server 2008 32 F 64bit Server 2012 64bit MS Word MS Outlook F Lotus Notes Annotation 4 Microsoft Office Word XP 2003 2007 2010 and Lotus Notes 6 x 6 5 7 x 8 x for cover sheet and messaging functions Outlook Notes for CTI integration optional and UM integration other e mail clients via SMTP 2 4 INTRODUCTION PBX XPhone UC solutions are suitable for use with all PBX systems offering a CTI interface which is compatible with the XPhone UC Server The functions provided in the clients are also restricted by the range of telephony functions available in this CTI interface For an overview of compatible PBX systems see www c4b de http www c4b de About the manual Structure This manual guides you through the functions provided by XPhone UC Commander Individual procedures are listed step by step enabling you to follow the instructions immediately There are als
14. caller popup E a journal entry Hint If you picked up a call for a colleague or if the call was forwarded to you the e mail address of the dialled party is automatically added to the address field in the e mail call alert Opening Microsoft Outlook contacts You can access the Microsoft Outlook contact data record corresponding to the caller from E a call caller popup or compact view E an entry in the journal or the address book Creating appointments and tasks You can use the action dialog to access other Microsoft Outlook elements from a call or from an entry in a journal or address book You can for example open your calendar and enter an appointment during a call You can also create tasks in the action dialog a Go to Tools gt Options and select the Outlook Add On tab b Go to Actions and select the check box Display in actionmenu Appointment journal entry task Hint If you picked up a call for a colleague or if the call was forwarded to you the name of the dialled party is automatically added to the address field Accessing another user s calendar If a call was forwarded or you picked it up for another colleague you can also open the calendar of the dialled party This only works if you have an Exchange server Access by others must also be enabled in that calendar If you have write permission you can make an appointment for that colleague Opening a journal entry If you keep a journal in Microsoft Outl
15. contact data record Caller ID via tooltip Deactivating caller ID Call journal Icons in the journal Logging calls Searching and filtering in the journal Logging missed calls 10 5 10 6 10 7 10 8 10 9 10 10 10 11 11 11 1 11 1 1 11 1 2 11 1 3 11 1 4 11 1 5 11 2 11 2 1 11 2 2 11 3 11 3 1 11 3 2 11 4 11 4 1 11 4 2 1 5 1 5 1 1 5 2 1 6 1 6 1 11 6 2 12 12 1 12 1 1 12 1 2 12 1 3 12 1 4 12 2 12 2 1 12 2 2 12 2 3 12 2 4 13 13 1 13 2 13 3 13 4 13 5 13 6 13 7 13 8 13 9 14 14 1 14 2 14 3 Dialling from journals Editing journal entry statuses Creating alerts and call reminders Recycle bin Archiving journals Compact journal Keeping journals in Microsoft Outlook Fax Voicemail Text message Fax functions in XPhone UC Commander Composing new faxes Fax toolbar and editing options Scheduling Preview Sending faxes Fax functions in Microsoft Word Faxing with XPhone UC XPhone fax merge Fax functions in other Windows applications Fax options in other Windows applications Mixing e mails faxes and text messages Fax integration with outside applications Using control characters to send faxes Example of a fax with control characters XPhone UC SMS Composing new text messages Text message options XPhone UC Voicemail Remote access Remote access functions Collaboration Internal screen sharing Features of internal screen sharing Starting sessions for
16. define a Default cover page that is attached to every fax You can change this cover page individually whenever you create a fax 13 5 Text message Set the basic settings for using text message functions in the Text message menu item Some of these 78 XPHONE UC SETTINGS settings can be overwritten individually whenever you create a text message See Text message options Phone numbers E Under Sender phone number you decide which number should be displayed as the sender number to people who receive your text messages If you select Mobile phone number master data the system will present the mobile number in your contact data to the recipient The system will always present the latest number even if it is changed in your contact details Alternatively you can enter any other sender number E Under Notification phone number you set the number where you want to receive text message notifications If desired you can arrange to receive a confirmation e mail by activating one or more options under E mail confirmation You can change these settings individually whenever you create a text message E Confirm if sending was successful E Confirm if sending failed This confirms that the text message provider has received the text message It does not confirm that the provider has also forwarded it to the recipient This confirmation e mail cannot be considered a delivery confirmation 13 6 Mailbox This is where you provide the Unified Messag
17. for creating a new text message Via the Text message to button contacts can be selected or entered manually UC settings can be easily opened by clicking the button Functions for calendar synchronisation are offered A detailed description of all Office functions can be found in the manual under Start gt All programmes gt XPhone UC gt Manuals gt Outlook User Manual 17 2 Starting search functions from the Outlook interface from Outlook 2010 The XPhone ribbon integrated in Microsoft Outlook offers the Find contact function via the Call button An entry window opens in which all address books linked with XPhone UC Commander can be browsed a Enter a name or part of a name in the entry field and press the Enter key b XPhone UC Commander opens and shows all of the search results 90 INTEGRATION IN MICROSOFT OUTLOOK Tip You can use the entry field to browse all linked address books regardless of their data base format Start Senden Empfangen Ordner Ansicht oad K Neues Fax jy Eh Ignorieren x lt L mi FB Neue SMS X5 Aufr umen Neue Neue Anrufen a L schen E Mail Nachricht Elemente v t UC Settings Junk E Mail 7 Neu L schen 17 3 Accessing Microsoft Outlook elements from XPhone UC Commander Creating an e mail call alert You can create an e mail call alert to inform a colleague about a call see also E mail call alert see E mail call alerts You can access this function from E a call
18. for user authentication for example the administrator sets up the integrated XPhone Server logon method In this case a logon screen appears first The user has to enter different types of information depending on the system configuration E Enter name and password If your user data has already been set up in XPhone Server you only need to enter your logon name and password You can get this information from your administrator The logon process is repeated each time the application is started E Create your own user account If your user data has not yet been entered on the server and if the administrator has activated plug and play logon you can create your own user account If the administrator has activated plug and play mode you will see the additional New user button Click this button to enter your user account data You will then face various scenarios that depend on the environment used in your company O If your administrator has planned for you to log on to XPhone Server via your Windows user logon you only need to enter your first name and last name O If the administrator also allows access to XPhone Server from outside a Windows domain this could require the use of XPhone UC Web for example activate this check box and enter the logon name you wish to use and a password of your choice Hint if using XPhone UC Web you can also use a Windows domain logon if your company uses IIS Internet Information Server as its w
19. in Defining search criteria is also available in the context menu You can change the order of the columns using drag amp drop Sorting search results The search results are sorted by the column you selected most recently You can however change the order There are two ways of doing this E Sort by columns To do this click on the column header The search results are sorted alphabetically by this column E Grouping function a Move the mouse to the column header and open the context menu CONNECTING DATABASES 45 b Activate the Group field function An additional line appears above the search result c Pull the column header that you wish to sort the search results by into this line 8 10 Searching in Das Telefonbuch Deutschland The Das Telefonbuch Deutschland search engine behaves differently in some aspects than the search engine for the other address books The following is a list of hints for a successful search Search by city name E The search engine first checks whether there is a city that corresponds exactly to the name in the city field If this is the case the search is only carried out in this city e g Mannheim E If the city is not unique e g Frankfurt the search engine searches through all cities that start with Frankfurt The results return contacts from Frankfurt am Main and Frankfurt Oder E The search only restricts itself to a city if at least one field relating to a city is filled in otherwis
20. in the Last name field 8 11 Searching in the TwixTel phone book for Switzerland The TwixTel phone book for Switzerland search engine behaves differently in some aspects than the search engine for the other address books The following is a list of hints for a successful search E The search engine does not return any hits if it finds more than 999 hits You should refine the search term m A full text search searches in names categories and industry information 46 CONNECTING DATABASES E To search for a phone number enter the dialling code and the phone number without brackets and without a preceding 41 8 12 Optimizing the Lotus Notes contact search If you use a central Lotus Notes database that is accessed by multiple users this can affect the performance of caller ID You can avoid this by using two additional views for the address book template which are supplied along with XPhone UC Commander and concentrate the search for information in selected Lotus Notes database fields a Select the required Lotus Notes address book in the XPhone Unified Communications interface right click to open the context menu and select Properties If you are connecting the Lotus Notes address book at this time the Properties window opens automatically when you specify in New address book that you wish to link to an existing Lotus Notes contact folder b Click on Other settings c Select the check box Use this view for caller identificat
21. invite to and participate in screen sharing or even remote control other users 12 1 4 COLLABORATION 71 Internal screen sharing function After selecting one internal contact and opening Actions Context menu right click gt Share my screen or Request screen sharing the Instant Message IM window opens for both participants To start the session the invited participant must click Accept in the yellow area The session panel opens for the participant who shares his screen Bildschirmfreigabe Amberg Anna i Sieht Bildschirm Keine Fernsteuerung N Steuerung ein gt Richtung wechseln a Sofortnachricht Then the following information functions is are visible E the name of the participant who can see the shared screen E if several screens are linked the screen which is currently visible E whether the other participant has remote control over the shared screen iL E Pause The shared screen goes black for the other participant and a pause symbol is S displayed until the session is resumed Play button E Stop end screen sharing T to fold or expand the session panel E Activate control to allow the other participant remote control over the shared screen status message at top changes to Active remote control Deactivate control to withdraw remote control by the participant over the shared screen This is also possible via the Alt Pause hotkey combinati
22. lowered again Printer DPI Some applications e g Microsoft Excel or Word save the printer resolution in the document itself The printer will then use those settings If the option Printer DPI is activated however the system will use the settings from the printer driver and not the settings in the document FAX VOICEMAIL TEXT MESSAGE 61 Default This resets all settings to their defaults 2 Druckeinstellungen Layout Aufl sung Erweiterte Einstellungen Format Papier 44 210 x 297 mm m Orientierung Hochformat C Querformat Faxauflosung C Normal 204 98 dpi Fein 204x196 dpi Grafische Auflosung Aufl sung F3x Normale Aufl sung 204 x 98 dpi Horizontale Aufl sung 204 DPI T Drucker DPI Vertikale Aufl sung fa 8 DPI Erzeuate Bildgr e 235 KB Standard Info Advanced settings tab Colour matching Deactivate colour matching for black white mode The slider sets the threshold value defining when a colour value becomes white or black Activate colour adjustment for grey level mode The slider regulates the lightness of the grey levels For a darker result move up the slider Options If you want to apply or suppress control characters in your fax document activate or deactivate the options for the various control character types 62 FAX VOICEMAIL TEXT MESSAGE Default This resets all settings to their defaults 2 Druckeinstellungen
23. or Remote control rights from IM via FastViewer Instant Meeting gt FastViewer remote control is only possible when just one contact has been selected The instant message window opens on both sides and the session invitation yellow bar is shown To enable a session to be set up the participant must Accept the invitation in the IM window Another possibility for starting spontaneous sessions is to send invitations by e mail in which one or several contacts are highlighted max 100 contacts for screen sharing incl external users open Actions Context menu right click contact and via FastViewer Instant Meeting gt select Send session invitation e mail or Request remote control rights e mail for just one contact The e mail with the template text the contact s e mail address and the invitation left open and need to be sent manually press the Send button in the e mail form and possibly individualised 12 2 3 12 2 3 1 12 2 3 2 COLLABORATION 73 A session can also be planned in advance with a FastViewer license see Collaboration template in the Server Manual by right clicking a contact in the context menu and opening the Conference planner in FastViewer Instant Meeting NB A planned session does not mean that a license is also reserved for the planned time There can be overlaps as the conference planner also has a license For an exact description of the Conference planner please refer to the FastViewer manu
24. specify the order in which the fields are displayed Hint You can also open the corresponding contact data record by mouse click from this view Display called ID If calls were forwarded or picked up XPhone UC Commander can display the called ID as well as the caller ID the called ID shows who the caller was actually calling This only works if an address book containing the phone numbers of employees is linked to XPhone UC Commander lt a Go to Tools gt Options and select Call manager o Use the Called party check box to specify whether you wish to see the information on the person who was originally called c Once you have activated the check box select the information on the called ID that you wish to see Use the arrow buttons to specify the order in which the fields are displayed 9 3 Caller ID via contact data record a Go to Tools gt 0ptions and select Caller popup b Configure the conditions for the opening of the contact data record 50 CALLER ID Hint XPhone UC Commander always accesses the original database entry Changes made in this view are saved in the original data source Opening Microsoft Outlook Lotus Notes contacts XPhone UC Commander contains add ons for integration in Microsoft Outlook or Lotus Notes see Integration in Microsoft Outlook and CTI Integration in Lotus Notes If you use the Outlook add on or Notes add on and the contact data record for the caller is saved in a Microso
25. your presence status in XPhone UC Commander and leave messages The advantage you can check a coworker s location and availability at any time without contacting them directly Callers can get reliable updates about the availability of agents who are out of the office 22 MAKING CALLS WITH XPHONE UC COMMANDER This is how to enter a company message E Click the header above the call manager and select lt lt Company wide info gt gt This information can be seen by all of your colleagues in the company and remains valid even after the date has expired How to change your presence status E Select a presence profile The presence profile changes your status and switches to call forwarding if necessary Your colleagues will then see the message in the CTI client when a call is forwarded or picked up or when the person is called To show a message you may need to activate the detailed view for the call Do this by clicking the symbol in the call display Abwesend Anwesend Termin Pause Krank Urlaub Kurz abwesend AuBer Haus Nicht storen Home Office Prasenz Teaminfo andern Unternehmensweite Info andern Terminliste anzeigen Profilvorlagen verwalten 5 10 Personal calls If personal calls are usually made with a different prefix code at your office you can make separate settings for that code The administrator must have configured the corresponding prefix code in the PBX a Open Extras
26. your voicemails to an e mail address select whether they are to be sent to your e mail address or another address It is possible that your administrator offers a restricted version of this configuration Text message notification Activate the option Text message alert when a voicemail message is received if you want to be notified by text message of incoming voicemails Additionally activate the option Even if no new voicemail message was left if you want to receive a text message every time you miss a call even if the caller did not leave a message If this option is deactivated you will only receive a text message if the caller left a message It is possible that your administrator offers a restricted version of this configuration E mail notification Activate the option E mail alert when new voicemail is received without voicemail attachment if you want to receive notification by e mail as soon as a new voicemail is received Additionally activate the option Even if no voicemail message was left if you want to receive an e mail even if the caller did not leave a message It is possible that your administrator offers a restricted version of this configuration Remote access Activate the option Allow remote access if you want to listen to and configure your voicemail box from any telephone Most of the options that can be configured in the XPhone UC settings can also be edited remotely If this option is deactivated you can no
27. 491632939393 Enter key Call 4 2 Tabs Several tabs are visible in the right hand section of the window in the full view a Calls b Favourites c Contacts d Fax voicemail text message Tip If you click New messages in the Info Manager the relevant tab for the corresponding context opens Example You have received new voicemails and click 2 new voicemails in the Info Manager and 4 2 1 4 2 2 4 2 3 PROGRAMME INTERFACE the Fax voicemail text messagetab opens automatically Calls The call journal is shown in the Calls tab All calls taking place in the past 90 days are shown in the default view You can execute actions for individual entries by marking either the contact followed by using the Call Contact Actions buttons or by calling the requisite action directly via the context menu right click The calls which are currently visible are shown in the top right hand area This is Al calls by default The journal display can be filtered accordingly using this drop down list so that only Pending calls Completed calls Missed calls or the Recycle bin are shown for example Use the search field on the right to browse the call journal The search is performed even as you type with the result that you may not even need to enter the full name or phone number Use Tools gt Options to change the configurations for the call journal if necessary to enable calls to be deleted after 30 days for exampl
28. A FOR BUSINESS XPhone al Contents Help Introduction What is XPhone UC What is XPhone UC Commander System requirements About the manual Installation and start up Installation on a workstation First start up by the user Starting the application without logging on Filling in the logon screen Entering the IP address and port Changing passwords Storage location for configuration and operational data Upgrade from an earlier version to XPhone UC Commander Restricted functions using workstation templates Programme interface Views Tabs Calls Favourites Contacts Fax Voicemail Text message Operation Making calls with XPhone UC Commander Dialling Manual phone number entry Contact search Accepting calls Terminating disconnecting calls Transferring redirecting calls Display parties on hold Consultation and swap hold Conference calls Expanding a call to a conference Preparing conferences Conference calls from favourite lists Ending conference calls Call forwarding and Do not disturb Leaving a message Personal calls Boss secretary features Boss secretary functions for the boss s office Boss secretary functions for the secretary Boss secretary workgroups with more than two employees Multiline applications Settings for telephony 00 WO DLbvvvvoNnDnuF www ww UFWN oO AND jee _ o Sa Tate Pe TEFWN 5 8 16 Pr
29. FastViewer Instant Meeting or remotely control other users Full functional scope of FastViewer Instant Meeting requires a special Instant Meeting license from FastViewer or OpenScape Note Fastviewer or OpenScape licenses can be procured from the respective partner and are not distributed or supported by C4B Fastviewer demo mode Without a license FastViewer Instant Meeting screen sharing can be used with full functions but limited to a period of five minutes Please note that a session can however only be planned with a valid license Conference planner Licensed Fastviewer mode In licensed mode the full functions of FastViewer Instant Meeting screen sharing can be used without any time restrictions incl Conference planner 74 12 2 3 3 12 2 4 COLLABORATION Licenses and features Integration is only possible with the Instant Meeting license from FastViewer or OpenScape Information on the features offered by FastViewer is provided at www fastviewer de Testing FastViewer Instant Meeting In XPhone UC Commander a test tool is provided under Start gt All programmes gt XPhone UC gt Tools gt Logging amp Tools gt Tools gt lt Test gt XOFV This enables you to find out what authorisations you have for FastViewer Instant Meeting e g host session or participate only what license is used and whether the system requirements check was successful or errors arose during testing e g network or In
30. M you miara You can write in a text or specify variables in this field If you use variables in the header the variables will be replaced by the user data stored in the XPhone server when the fax is sent out The system uses the following placeholders lt lt name gt gt is replaced by the value in the Last name field lt lt firstname gt gt is replaced by the value in the First name field lt lt company gt gt is replaced by the value in the Company field lt lt custom1 gt gt is replaced by the value in the Custom 1 field lt lt custom2 gt gt is replaced by the value in the Custom2 field lt lt custom3 gt gt is replaced by the value in the Custom3 field lt lt custom4 gt gt is replaced by the value in the Custom4 field It is also possible to combine text and variables e g Fax from lt lt last name gt gt Text message notification Activate Delivery notification as text message if you want to be notified of inbound faxes by text message Please note that activating this option may incur added costs for your company If desired you can arrange to receive a confirmation e mail by activating one or more options under E mail confirmation This confirms that the data was received by the remote device You can change these settings individually whenever you create a fax E Confirm if sending was successful E Confirm if sending failed E Attach fax copy to confirmation message Cover page Here you can
31. Phone UC Team Panel comes with nine default profile templates for indicating your current presence status OQx lt lt available gt gt O lt lt Unavailable gt gt lt lt meeting gt gt lt lt Be right back gt gt Ox lt Break gt gt lt lt Off Sick gt gt O lt lt on Holiday gt gt x lt lt out of Office gt gt lt lt po Not Disturb gt gt Ox lt lt Home Office gt gt Each of these profiles can be supplemented by additional time information e g 30 minutes or 2 hours XPhone UC Commander automatically returns to its original state when this period ends All the members of your team s can see your presence status and the selected time period Note Your administrator can restrict the available profile templates and time periods in the central 28 PRESENCE MANAGEMENT settings Select profile a Click lt lt Select profile template gt gt on the left or uppermost edge of the team panel or click the presence section in the XPhone UC Commander to display a selection list with all available templates b Select a profile and specify a time period XPhone UC Commander automatically returns to its original state when this period ends c All the members of your team s can see your presence status and the selected time period Emily Smith Alex Rose Unavailable available Meeting E Break Off Sick Q On Holiday Be Right Back b b b b i Q Linda Gerritsen Lunc
32. The Properties for addess book window opens Use Change to select the required Notes address book You can link local address books and address books from the Domino server to XPhone UC Commander Read the next chapter Creating field links On page 41 if you want to change the default field links If a message appears telling you that not all components are available for connection to the database when you select the Lotus Notes address books database type you should proceed as follows Open Control Panel gt System gt Advanced gt Environment Variables Select the variable Path from the bottom section and click Edit Enter the path to the notes ini and notes exe files e g c lotus notes and separate them with a semicolon If these files are in different directories enter both paths one after the other and separate them with a semicolon Hint If multiple employees access a central Lotus Notes database this may delay the caller ID You can use the XPhoneSearchPhoneNumber view for the address book template to avoid these delays Select the Lotus Notes address book in the XPhone Unified Communications interface and open Properties in the context menu Go to Other settings and select the check box Usethis view for caller identification XphoneSearchPhoneNumber XPhone UC Commander searches through the contact data records in the indexed view instead of in the entire database 40 CONNECTING DATABASES Eigenschaften fiir Adressbuch Lo
33. ain logon there is no need for a separate authentication on the server Storage location for configuration and operational data XPhone UC Commander uses the following directories to store the configuration locally Local application data for all users e g C Documents and Settings All Users Application data XPhone40 Templates subdirectory contains all messaging template files letter fax e mail User s application data directory Call journal file xphone40 CDB Personal address book Personal address book mdb Control file for rules Tools gt External applications xphone rdb Index files for call number ID idx file extension Program directory e g Q Program Files XPhone40 XPhone UC Commander programme files Common files e g C Program Files Common files C4B E Program components required by several products Upgrade from an earlier version to XPhone UC Commander If an older version is already installed on the workstation you should only uninstall it before installing XPhone UC Commander if you do not want to import the earlier configuration for XPhone UC Commander To upgrade the product all you need to do is execute the XPhone UC Commander setup program on the workstation You need administrator rights to do this You do not however need to enter any license numbers at the client as licensing is controlled by XPhone UC Server If the administrator has not set up any server based configuration t
34. al under http portal fastviewer com documents de docs Handbuch_v31 pdf TIP If you have linked the Virtual Directory VDir as the address book in Outlook you can insert all of the VDir contacts you need in the session invitation e mail opened in the Conference planner Participants can also be invited to an existing session at a later stage This can be done by either selecting the participants in XPhone UC Commander Actions Context menu right click contact gt FastViewer Instant Meeting gt Invite xxx to screen sharing session 12345 IM or Invite xxx to screen sharing session 12345 e mail or you can use the FastViewer session panel and invite the participant s by e mail via the Invite button To avoid overlaps by FastViewer sessions owing to multiple licenses a reminder function is available which reminds you to end open sessions after a certain period of time A detailed description of all FastViewer Instant Meeting functions is available in the FastViewer Manual http portal fastviewer com documents de docs Handbuch_v31 pdf Licensing and activating FastViewer Instant Meeting FastViewer Instant Meeting is available for XPhone UC Office users as of Windows XP In order to activate the FastViewer Instant Meeting functions the user must be assigned the Collaboration template with authorisation to Link to the Web conference solution FastViewer Instant Meeting This enables the user to invite to or participate in
35. and transfers Hint additional XPhone UC Commander functions improve communications between the boss s office and the secretary For example if a secretary picks up a call for the boss s office he or she can pull up the boss s calendar and enter an appointment or write an e mail call alert see Integration in Microsoft Outlook and CTI integration in Lotus Notes 5 12 Multiline applications XPhone UC can control up to five telephones simultaneously from one workstation All the CTI features are available in the Commander graphical user interface for every telephone Calls on all lines are recorded in the journals and users can see at any time which call is being made on which line Together with a Mobile Control license certain mobile devices can also be operated using the multiline function Individual lines can be assigned a particular confidentiality status if required so that these lines are not visible to any other users in the workgroup such as another team member or a secretary These settings must be made on the XPhone UC Server When using the boss secretary function additional lines are shown in the call manager for which only restricted control and journal functions are available for security reasons Tip The entry field for the contact search is only visible for one line Clicking the name of the line switches the entry field NB The top line shown in the call manager is of special significance All control functions e g d
36. ave activated the Caller popup function see Caller ID the compact view opens automatically when a call comes in You can use lt lt Accept call gt gt to take the call This is useful for example if you are using a headset Hint The caller popup is the recommended default view for inbound and outbound calls as this view makes all telephone functions available in context before and during a call 08445645677 Johnson Philip 456 Travel and More CHES amp Enter name or pnone numbe Enter key Accept caller 5 3 Terminating disconnecting calls To end a call click lt lt Disconnect gt gt in the compact view or use the arrow keys to go to lt lt Disconnect gt gt and press enter 5 4 Transferring redirecting calls You can redirect or transfer a call to someone else at any time during a call a Enter the phone number name or part of name of the required party into the grey entry field and start the search function see Contact search b Select the phone number to transfer it to the entry field Of course you can also select external phone numbers c The call only begins once you click lt lt Redirect call gt gt or press enter d The first caller is put on hold while you are dialling or connecting e You can also redirect your party without speaking to the agent you are redirecting to 5 5 Display parties on hold XPhone UC users can be combined into workgroups on XPhone UC Server These wo
37. be activated when XPhone UC Commander imports an Outlook Notes appointment f Decide whether you want to import all appointments in your calendar or whether only appointments are to be shown which you have assigned to a certain category when entering in Outlook Notes g Next decide what you want XPhone UC Commander to do if the meetings weren t created by you but were generated when you accepted someone else s meeting request PRESENCE MANAGEMENT 33 h Specify whether you want XPhone UC Commander to import the text from the subject line in your appointment entry If you don t activate this option XPhone UC Commander discreetly indicates that you are away showing only the text entered in the profile template If the option is activated every team member will be able to read the subject line Presence settings Outlook Appointment synchronization V Automatic calendar synchronization 30 days in advance included in sync Default profile template Meeting Use Outlook appointments shown as Busy Out of the Office or Tentative or contain a profile template in the Category field Only use Outlook appointments that contain a profile template in the Category field J Always use the default profile template for invitations to meetings V Use subject text as team info Cene Selecting categories in Microsoft Outlook Lotus Notes If you have selected the Only use Outlook Notes appo
38. ble if there is an address book entry for this contact and the address book is connected to XPhone UC Commander The advantage is that this information is available to you before you begin the call and that you can prepare yourself for that caller There are different ways of viewing information on the caller E Open Tools gt Options E You can now set the type of caller ID and the conditions There are three types of caller ID that can also be used together They are described in the following section 9 2 Caller ID via popup a Go to Tools gt Options and select Caller popup b Configure the conditions for caller ID via caller popup Hint The caller popup is similar to the compact view and is the recommended default setting for caller ID as you can access all available telephone functions before the call begins Display caller ID The name of the caller is displayed as default You can also specify whether additional information is displayed You can select all existing database fields Customized database fields are also available lt a Go to Tools gt Options and select Call manager o Go to When calling Display detailed view of caller s data and select whether the additional information is to be displayed If this check box is not selected you can get the information by clicking on the icon in the popup c You can now specify the information that is to be displayed about the caller Use the arrow buttons to
39. cify the information you wish to see If you select the Default option you will see the last name and phone number of the caller d If you wish to see additional information select the corresponding database fields Use the arrow buttons to specify the order in which the fields are displayed Wealrode 840798174 Sandra Spruller amp Partner Vertrieb h 9 5 Deactivating caller ID You can deactivate caller ID and called ID see Caller ID via popup for individual address books a Go to Tools and select Address books b Click Caller ID c Select the address books for which you wish to deactivate the E Caller E Called party ID and press OK to confirm Hint If you have connected Das Telefonbuch Deutschland andlor the TwixTel phone book for CALLER ID 51 Switzerland caller ID may take longer than usual You should deactivate caller ID for these address books if you wish callers to be identified from your connected address books 52 CALL JOURNAL 10 Call journal 10 1 Icons in the journal Calls in the journal feature symbols to facilitate explanation of the call status wW Outbound call Connected at Inbound call Connected W Outbound call No connection o Ringing Missed call lt P Call in progress w Call has been picked up or redirected Call has been picked up or redirected destination unknown Call waiting R Other calls a Scheduled call 10 2 Logging calls XPhone UC Commander log
40. d displayed in the XPhone UC applications journal 26 MAKING CALLS WITH XPHONE UC COMMANDER PRESENCE MANAGEMENT 27 6 Presence management XPhone UC shows you immediately when and whether other team members are available Each possible presence status has profile templates which show you which colleagues are unavailable have a meeting and how long it lasts are on holiday or have just left their workstation for a few minutes XPhone UC specifies various profile templates by default which you can edit or extend to include additional profiles You can also set up rules to automatically activate your profile templates when certain conditions are met Learn more on how to Configure presence profiles If you enter your meetings in Microsoft Outlook or Lotus Notes you can synchronize XPhone UC with your calendar Your meetings are then automatically imported to XPhone UC This can be done in all cases or only in special cases Learn more on how to Synchronize Microsoft Outlook Lotus Notes calendar 6 1 Information on configuration with presence management templates Please note that your administrator may have restricted the configuration settings described below The administrator can configure the calendar synchronization and the profile templates that are available to the user which means that users can automatically get settings from XPhone Server It is also possible to disable individual user settings 6 2 Using profile templates X
41. d via the Edit button Insert text note By positioning and holding the left mouse button the size of the text field can be specified The position and size can also be varied later via the corner marks A text field can be edited by double clicking Highlight Parts of a fax can be highlighted in colour The respective area can be selected again by positioning and holding the left mouse button The position and size of the highlighted text can also be varied later via the corner marks Please ensure that the colour can only be shown in the fax dialogue Later in the fax the highlighted area is only highlighted by a grey frame Zoom Page width is preassigned by default as the zoom factor This can be changed to Full page Page height and various percentage zoom factors Rotate File attachments can be rotated 90 clockwise Delete page s Individual pages including several at once or all pages can be deleted Add file A file browser opens via which one or more files can be added One or more files can also be inserted 11 1 3 FAX VOICEMAIL TEXT MESSAGE 57 into the fax via Drag amp Drop Save as new file A fax can be saved anywhere as a new file in PDF or TIFF format Print Opens the default print dialogue via which the printer and settings can be selected Select cover page The preview for all cover pages available is shown here and from which you can make a selection Select the requisite cover pa
42. duced view i e compact view Depending on the line status all telephone functions and additional functions are available in context The advantage of this view the window is small and does not distract from the running application but all telephony functions are immediately available You can also find contacts in this view and a compact journal lists the most recent 20 calls PROGRAMME INTERFACE 15 The views are changed using the designated buttons E ang W Alternatively the view can also be changed using hotkeys default F11 and shift F11 Anrufen 4 Kontakte gt Fax Voicemail SMS Kontakt Aktionen Alle Anrufe x a Anrufjournal durchsuchen 00 18 An Von A lt amp Lennon Mark MyCompany Rufnummer 015152739392 fic Hirsch Harry Modern Arts Muse 01772737737 Lennon Mark MyCompany 015152739392 Q Hirendon Katrin C4B Com For B 089840798144 Name o Rufnummer eingeben Q x 0 Walker P Mobile 49 151 52999999 eG Keine neuen Anrufe in Abwesenheit as 1 neue Voicemail Nachricht Keine neuen Fax Nachrichten A Anderson Michelle MyCompany 00353112345601 Datum Zeit Fr 30 04 2010 12 52 Fr 30 04 2010 12 47 Fr 30 04 2010 12 44 Fr 30 04 2010 12 17 Fr 30 04 2010 12 16 Dauer Far EA 187 004915152739 004915152739 187 187 a XPhone aC X B Sullivan E 988 E 4989840798160 Sullivan E Mobile
43. e Favourites The Favourites view contains contacts with whom communication is frequent The view comprises E Contacts in one of your teams Teams are formed by the administrator and cannot be edited by the user E Myfavourites contacts you have added to the Favourites view from one of your address books Please note that you can only add contacts entered in an address book The contact data is imported to the view when the contact is added The display data is re synchronized with the address books when you execute the Data synchronization function which can be found under the Favourites button E Recent contacts this display group is automatically filled with the last 50 contacts whose phone numbers can be assigned to a contact and who are not in one of your teams or My favourites Contacts can be added to My favourites from various other views E Journal if the caller has been identified E Contact view E Call manager if contact data is available Contacts are added via the Add to favourites menu item in the contact s Context or Action menu Tip Drag amp drop the contacts into the desired group in the Favourites view Please note that contacts cannot be added to teams Contacts The Contacts tab enables you to search for contacts in all or certain linked address books and shows them accordingly Search criteria can be defined on the basis of which the address books are searched You can specify the columns to be shown and
44. e the search engine searches through the whole of Germany Field conditions m Post Code You must enter at least 2 characters when searching for a post code e g 80 E City You must enter at least 2 characters when searching for a city e g Ma E First name You can not search for a first name without entering a last name Search for phone number To search for a phone number enter the dialling code and the phone number without brackets and without a preceding 49 Please note that for legal reasons you can only search for a phone number if the owner of that number has not forbidden this type of search Additional names E Additional names are not indexed and are therefore not found in combination with a city search Example A subscriber has the following entry Muller Carsten and Schmidt Britta Musterstr 1 12345 Musterstadt In this case Britta Schmidt is an additional name If you search for Miller Carsten or Miuller Carsten Musterstadt or Schmidt Britta the search will return this entry if you search for Schmidt Britta Musterstadt it would not return this entry E The search engine returns no more than 75 hits If the required entry is not returned you should refine the search term Phonetic search The phonetic search also returns results that sound the same but are spelled differently if you search for Meier the search will also return Maier Meyer or Mayr Full text search You can only do a full text search
45. e Hand off hotkey to application to specify whether Windows or XPhone UC Commander should manage the hotkeys you defined E Disabled default The configured hotkeys are managed by Windows If an XPhone UC Commander hotkey is detected the operating system sends a message to the CTI application The other applications are not informed when these hotkeys are used The is the preferred method In some system environments this method is blocked e g by anti virus programs E Enabled XPhone UC Commander monitors all key activities and reacts to the defined hotkeys The active application receives messages regarding the keys you pressed Only activate this option if the default method is unreliable in your environment 86 16 CTI MESSAGING WIZARD CTI messaging wizard 16 1 Function of the messaging wizard The abilities of XPhone UC Commander consist of far more than telephone support You can use the integrated messaging functions to make your work processes noticeably more efficient and to create e mails faxes letters order confirmations and so on directly from a call or from an entry in a journal or address book You access your templates directly whether they are saved locally or centrally XPhone UC Commander is connected to existing data bases and uses field functions to enter the required contact data automatically including the salutation and your sender information You can link up to 30 templates each for e mails faxes let
46. e above from this telephone number e g your mobile phone or your current number at a hotel you go directly to your voicemail box without being asked for your PIN To do this you have to be calling from a phone that presents its caller ID Otherwise you cannot be identified and will be asked for your extension and PIN If you have activated the option Always request PIN entry in the Voicemail menu in the XPhone UM settings see Voicemail see Voicemail greetings you will be asked for your PIN even if you are calling from your direct extension number This option improves security and can be activated if desired Remote access functions If you have set up remote access to your voicemail box you can do more than just listen to inbound voicemails You can choose from a variety of functions depending on the rights you are granted by your administrator The system can go through each menu item and explain its functions actions and which 68 11 6 2 1 FAX VOICEMAIL TEXT MESSAGE keys activate them Press the lt lt 0 gt gt key to get help at any time and repeat all your options Voicemail menu Directly after dialling in to your voicemail box you will find yourself in the main menu The following options are available here Managing your greetings Greetings menu item Check which one of your greetings is active and change it if you wish You can select one of your greetings configured in the Voicemail menu in XPhone UC Sett
47. e that are to be accessed If necessary you can change the default field assignments in the Field link tab but you will not usually need to do this If you use the Save password option for authentication with name password the programme encrypts the password and files it in the Windows registry This process only offers limited security You should not therefore use passwords here which are also used elsewhere e g for domain login 8 3 5 8 3 6 a b c a b c lt x CONNECTING DATABASES 39 Properties for address book LDAP a LDAP server Field link Configuration University of Michigan hei Server address ldap td umich edu LDAP pot 389 Server infomation LDAP server version lt auto gt X Base DN ou People o University of Michigan c US Recursive search Iv Logon Anonymous Test connection C Name password Name user DN a o Cancel Help Linking Microsoft Outlook contact folders You can link public and local Microsoft Outlook folders as well as personal folders to XPhone UC Commander Select the required contact folder and confirm with OK You do not need to make any more settings in the Properties for address book window unless you wish to change the default field links For more information read the next chapter Creating field links On page 41 Linking Lotus Notes address books Select the value Lotus Notes address book as the database type
48. eb server instead of the XPhone web server and Microsoft Internet Explorer Ask your administrator for more information O Ifthe administrator only plans to use the integrated XPhone Server logon you need to generate a user account by entering your first name last name the logon name you wish to use and a password of your choice 3 2 3 Entering the IP address and port Generally the administrator specifies an IP address that is automatically preassigned to your workstation You need this IP address to connect the XPhone UC Commander and the XPhone UC Server 3 2 4 3 2 5 3 2 6 INSTALLATION AND START UP If no address has been preassigned or if you wish to log on to another CTI server you have to enter the IP address and port manually In this case contact your administrator To retrieve the entry screen directly click on the XPhone UC logon icon 5 in the icon tray at the bottom right of your screen Changing passwords If the administrator specified a password you should change your password when you first start up the product for security reasons To do this click on the XPhone UC logon icon 2 in the icon tray at the bottom right of your screen Enter your new password and confirm it by entering it again Note if you have forgotten your password the administrator can reset the settings on XPhone UC Serve to reactivate your original password Please note that if your are using XPhone UC Commander with the Windows dom
49. ecognized as such if it is at the beginning of a field or preceded by a space The search performance can be influenced by E entering the symbol ahead of a search term In this case the search term may also be within a word i e the flush left feature is not a must E entering the symbol ahead of the search term In a hit no word in a field may start with this search term E entering the symbol ahead of the search term In a hit no word in a field may contain this search term The search does not take consideration of upper lower case letters If a blank search term is entered all of the contacts are returned until the maximum number of hits set is reached Example Search for all contacts containing the term kramer but not containing the term mun Entry kramer m n This entry would be used to search for all contacts called Kramer who do not live in Munich for example The free text search is activated in the Contact view under the Options button or Tools Options Contact search 8 8 Full text search A full text search can be performed even if XPhone Virtual Directory is not used Depending on the address book type the search performance can however be restricted a Select an address book Search all address books by selecting All address books b Activate the Full text search checkbox and enter any search term All fields including note fields of the contacts in the selected address book are sea
50. ecretary the boss workstation displays all incoming calls and identifies the callers The boss can pick up calls that have not been accepted by the secretary Once the calls are taken by the secretary they cannot be picked up However the caller is still identified at the boss workstation Answered calls are recorded in the boss workstation journal and flagged accordingly Connection see parties on hold before accepting call see Display parties on hold Configure call forwarding for secretary If secretarial tasks are to be performed by a third person illness holiday etc the boss workstation can be used to set up call forwarding for the secretary and store a message if necessary To do this follow the instructions in in Call forwarding and Do not disturb Note the boss secretary function can also be combined with the multiline function for boss workstations with more than one telephone In this case it is also possible to carry out confidential calls without the secretary seeing that the boss is on the telephone Boss secretary functions for the secretary See boss s calling status The boss s line is also displayed in the CTI client at the secretary s workstation In addition to the calling status the client also shows whether calls are being forwarded to the secretary or to another extension Detect forwarded calls If an inbound call is intended for the boss s line the system will not only display the caller data displayed bu
51. ed by an asterisk 2 2 What is XPhone UC Commander XPhone UC Commander is part of the XPhone UC product family which combines communication solutions designed to meet the requirements of mid size and large companies XPhone UC Commander is a client server CTI application that can control all telephone functions through an intuitive graphical user interface Powerful interfaces make it possible to access all linked databases directly The system identifies callers the moment the phone rings and presents all the caller data on your monitor before you even take the call As an option XPhone UC Commander can manage the dispatch of fax and text messages as well as the receipt of voicemail There are numerous additional functions that simplify daily work processes The system can be used to streamline and improve internal communication processes and communication with customers and partners The software also has an integrated rule engine that can automate other applications and routine tasks triggered by telephone events or execute them as a custom command The XPhone UC Commander messaging functions are designed to smoothly integrate the software into daily work processes XPhone UC Commander can also be used in combination with other XPhone UC products e g with XPhone Virtual Directory 2 3 System requirements XPhone UC Commander offers a large range of functions by default You can only take full advantage of these functions if they
52. ed to in this documentation are trade names and or brands of the respective manufacturers 1 a b C d e f lt a o g d lt D lt lt a a g d HELP 7 Help The operation of XPhone UC Commander is intuitive and has been designed as simply as possible should you however require help for a specific action assistance is provided by the online help Cross references to related subjects and additional information are set up in the form of hyperlinks enabling you to go straight there at a click of your mouse Explanations practical tips notes warnings and examples are highlighted by coloured icons Searching for a subject in the contents Go to Select Contents A split window opens The left hand view displays the table of contents Select the chapter that relates to your search The chapter contents appear in the right hand window Use the arrow keys to scroll through the help Searching for a subject in the index You can enter search terms in the index function and then open the corresponding entries Go to Select Index A split window opens The left hand view displays the index in alphabetical order Enter your search term in the field Press Return to confirm The explanation relating to your search term appears in the right hand window Context help Context help is a context sensitive function that displays explanations on the individual areas of the XPhone UC Comma
53. edule the connection starts and ends automatically lt Your current access Here you can select the access point via which you wish to point gt set up the connection to the XPhone UC Server The XPhone UC Commander cannot dial via the mobile line On Silent The XPhone UC Commander can be used to dial the mobile Remote telephony line but the mobile end device does not emit any control control signal On Play sound The XPhone UC Commander can be dialled via the mobile line For security reasons a control signal is emitted from the end device before the dialling process is started Server connection In the Options menu the following functions are available Display log This option is intended for the Support department You can copy the contents of the log file into the clipboard to send the content to your administrator by text message or e mail Info The software version number is shown here Settings Use the Settings menu to make various changes to the configuration these are described in more detail below Close XPHONE MOBILE CONTROL 81 This closes the window and returns to the previous menu item This does not result in disconnection XPhone Mobile Control Settings menu Connections The connection settings contain information on UMTS host amp port and WLAN host amp port and are specified by the administrator They should only be changed in co ordination with the administrator Schedule You can de
54. een sharing expansion E End session ends screen sharing 12 2 FastViewer Instant Meeting FastViewer is designed for use inside and outside the company C4B offers an interface for integrating FastViewer Modul fastcom exe in XPhone UC Commander Note The documentation scope of FastViewer Instant Meeting outlined in the XPhone UC Commander manual is restricted to an introduction to a FastViewer session screen sharing For general usage of FastViewer Instant Meeting please refer to the FastViewer manual http portal fastviewer com documents de docs Handbuch_v31 pdf Please note that C4B does not offer any support in the usage or administration of FastViewer Instant Meeting 12 2 1 FastViewer Instant Meeting features E Start a Web conference via Instant Messaging or request screen sharing E Set up session without entering session numbers E Set up Web conference with several persons from XPhone UC Commander ad hoc E Send invitations to external contacts by e mail from XPhone UC Commander E Invite participants to a current FastViewer session from XPhone UC Commander E Use of the central or in company FastViewer server 12 2 2 Starting sessions for FastViewer Instant Meeting A spontaneous session can be started for internal users via Instant Message IM by selecting one or more internal contacts max ten for screen sharing opening Actions Context menu right click contact and selecting Session invitation to IM
55. esence management Information on configuration with presence management templates Using profile templates Configuring profile templates Importing Microsoft Outlook Lotus Notes appointments Team features Favourites view Team features Instant messages Connecting databases Personal address book Creating new databases Linking existing databases Linking XPhone Virtual Directory Linking Access databases Connecting ODBC data sources Linking LDAP directories Linking Microsoft Outlook contact folders Linking Lotus Notes address books Linking MAPI address books Linking a Windows Address Book Outlook Express Linking Telefonbuch Deutschland Linking the TwixTel phone book for Switzerland Creating field links Moving and deleting address books Searching for address book entries Free text search Full text search Searching using search criteria Defining search criteria Entering search criteria Manual phone number id inverse search Adapting address book columns Sorting search results Searching in Das Telefonbuch Deutschland Searching in the TwixTel phone book for Switzerland Optimizing the Lotus Notes contact search Copying contacts to the speed dial list Scheduled calls Creating call lists Copying contact data records to other address books Creating new address book entries Copying a new phone number Printing the address book view Caller ID The caller ID function Caller ID via popup Caller ID via
56. ey have been assigned a primary key Select the XPhone UC Commander field 1D1 and assign it to a unique field in your database e g a customer number The values in this field of your database must be unique If there are no unique fields in your database you can link fields from your database to the D1 1D2 D3 etc fields in XPhone UC Commander and thereby create a unique primary key consisting of multiple fields Database linking wizard Personal address book Contacts You can link fields by using drag amp drop to connect the xPhone fields top to the corresponding column in your database bottom Category City City home Company Company 2 cny a gt AL CATEGORY _ _CITY1 COMPANY COMPANY Toronto Com For Business AG C4B Com For Business A Germering Anderson Car Centre Cambridge Dining Event Your Cate London O Connell Heating amp Plu Edinburgh Partners at Law Brighton Beaumont Hospital Germering C4B Com For Business AG Waterford Anderson Car Centre x 4 m p Sort Cancel Help 8 5 Moving and deleting address books You can determine the order in which the linked address books are displayed and searched during caller ID a Go to Tools and select Address books b Select an address book and use the arrow keys to move it to another position c Click Remove to remove an address book from XPhone UC Commander This only deletes the link not the original data source You can also delete M
57. fine the schedule when XPhone Mobile Control is to be automatically started and ended Enter the start and end times here as well as the weekdays on which XPhone Mobile Control is to be started Save your changes Options You can edit the following settings E language Choose between German and English E Stop on battery level As soon as the battery level falls below the value defined here the connection is ended E Connection on start up Define what XPhone Mobile Control should do when the mobile end device is switched on The options available are On Off Schedule E Send location to server Activates or deactivates transmission of the mobile phone cell function Currently not used E Protocol level Configure the logging level This setting is intended for product support Password The password saved on the device can be changed here This setting does not change the login password for the XPhone UC Server Server registration This function enables you to renew your server registration This is necessary when the device is transferred to another person for example Reset Resets all settings to the default specified by the administrator This does not have any influence on server registration 82 COMBINING CTI WITH OTHER APPLICATIONS 15 Combining CTI with other applications 15 1 Dialling via URL log handler External applications can utilise the XPhone UC Commander dialling function if notation via URLs is u
58. forwarding your calls will continue to be forwarded after your profile has changed back Select one of the other call forwarding options if you only want your calls to be forwarded while the current presence profile is active Edit company wide info You can set up messages for other team members that are not controlled by profile templates ow lt Open the template dialogue by clicking lt lt Select profile templates gt gt and select Edit company wide info b Activate the checkbox enter your text and select OK to confirm Unternehmensweite Info Myers Paula Z Unternehmensweite Info anzeigen T glich von 12 00 13 00 in der Mittagspause Abbrechen 6 3 Configuring profile templates Profile templates can be customized by automatically associating them with call forwarding and or team infos for instance New profile templates can be created just as easily 30 PRESENCE MANAGEMENT Note You can change the behaviour of your presence templates either permanently in this dialogue or only temporarily in Edit active profile Profile templates Ryan Kate R Unavailable Qee Right Back meeting QO Break Off Sick Q On Holiday 5 Out of Office e Do Not Disturb 2 a Change profile Available V Activated Change restricted since it was used for automat activation Date last changed 22 10 2009 08 49 Presence Q available Forwarding Do not change forward
59. ft Outlook or Lotus Notes contact folder that folder opens automatically if you configured this option in caller ID Please note that this option only works if the following requirements are met a The contact must exist in a Microsoft Outlook or Lotus Notes contact folder The phone number of the caller must be entered in one of the phone number fields in this contact data record b The Last name field in the contact window may not be empty Check this by opening the contact and clicking on Last name c The contact folder containing the contacts of prospective callers must be linked to XPhone UC Commander d Go to XPhone UC Commander and select the option Tools gt Address books gt New address book e Enter the name that XPhone UC Commander should display for the address book in the New address book window Select Use existing database from the lower part of the window and then select the option Outlook contact folder or Notes contact folder The next window is where you select the contact folder you wish to connect to You can confirm the next window Properties for address book without making any other entries by pressing OK 9 4 Caller ID via tooltip The caller tooltip is the discreet version of caller ID A tooltip containing the selected information on the caller appears next to your cursor a Open Tools gt Options b Open the Caller tooltip and specify the conditions for the appearance of a tooltip c Spe
60. ge for the fax which is then imported directly for the new fax Your default cover page is preselected automatically where available and is also shown in the preview If you select No cover page any texts entered in the Messages tab are ignored in the fax message Scheduling Click the Options button in the fax form toolbar to specify the transmission time and priority of the fax or printing settings Priority tab Depending on the configuration by the administrator you can decide the priority level for sending fax documents Choose between High Normal and Low whereby Normal is the default value Transmission time tab The possibility of being able to determine a certain fax transmission time is a very convenient feature This enables you for example to prepare multiple faxes and send them at a later time Choose one of the following options E As soon as possible The fax is sent as soon as the server load permits generally immediately E Economy rate If your company uses an economy rate the administrator can define the best times to send faxes e g at night and store this information on the server If this option is activated the fax is automatically sent during the specified time frame You no longer have to worry about sending the faxes at the most cost effective time If you select this option but no economy rate schedule is stored on the server the fax will be sent As soon as possible E Leave in the outbox send manua
61. ge is activated The recipient information has been entered if maintained for the selected contact If several fax numbers are available you will be requested to select one or more If you want to send the fax to someone on whom no contact information has been entered in your databases enter the corresponding data in the Recipient details section as otherwise the recipient information stays blank on the fax cover sheet Once you select a recipient with sufficient contact information from your contact databases the data from the contact data record is entered in the fax header you can leave the fields empty Entering text The text you enter in the fax form s subject and message fields appears on the fax cover sheet not in the actual fax message A cover sheet is only generated if you have selected a template in the drop down list In the drop down list you can choose between No cover sheet and various cover sheet templates If you do not select a cover sheet any information in the Subject amp Message tab is ignored If you want to send the fax to someone on whom no contact information has been entered in your databases click Edit recipient details to enter the corresponding data as otherwise the recipient information stays blank on the fax cover sheet Once you select a recipient with sufficient contact information from your contact databases the data from the contact data record is entered in the fax header you can leave the fields emp
62. gt Telephone b Enter your prefix code for personal calls in the Dialling parameters These calls are now marked as personal calls in the journal and are then no longer logged anywhere else e g in the Microsoft Outlook journal see Journaling in Microsoft Outlook c Activate personal calls by clicking lt lt Personal call gt gt 5 11_Boss secretary features The boss secretary working relationship walks a fine line between confidentiality and transparency in order to deliver optimal results without hassle This can be done easily with the special boss secretary features provided by XPhone UC Commander To set up a boss secretary configuration the employees have to be created in boss secretary workgroup on XPhone Server see the XPhone Unified Communications manual for administrators 5 11 1 5 11 2 MAKING CALLS WITH XPHONE UC COMMANDER 23 Note A boss secretary workgroup configured on XPhone Server can include more than one boss or secretary as required It is also possible to belong to more than one workgroup at the same time Boss secretary functions for the boss s office See secretary s calling status Bosses can see not only their own line but also a compact view of the secretary s line including the current calling status free busy internal external call and any active call forwarding Bosses cannot see who the secretaries are currently talking to See forwarded calls If the boss line is forwarded to the s
63. gt to check whether XPhone UC Commander is able to set up a connection to XPhone Virtual Directory D lt Confirm with OK You have added XPhone Virtual Directory as an address book 8 3 2 Linking Access databases a lt Select Access database A dialog window opens o Enter the required address database and confirm with OK The Properties for address book window opens c If the database consists of multiple tables select the required table from the Table drop down menu d lt Now link the fields for your database For more detailed instructions see the following section on Creating field links On page 41 Hint If the contact data and phone numbers are in different tables in your database you should create a query that assigns the fields to one another Phone numbers must be in one field and may not be separated into two different fields 38 8 3 3 8 3 4 fed lt b lt e3 lt b lt CONNECTING DATABASES Connecting ODBC data sources ODBC interfaces enable access to different database formats such as SQL MySQL Oracle and so on This requires a specific ODBC driver that is supplied by the manufacturer or the database or by another manufacturer ODBC drivers are proprietary and are configured according to the instructions of the manufacturer Once you have installed the ODBC driver on the PC you must create a system DSN in Control Panel gt Administrative Tools gt
64. h i Peterson Paula Forward all calls to 170 Out of Office Do Not Disturb Active profile Permanent info Appointment list Profile templates Presence Team info 30 minutes 15 30 2 hours 17 00 4 hours 19 00 Today This week Until Further notice Other duration You can also add call forwarding and or team messages to the profile templates This is useful if you are forwarding all your calls to another team member but still want certain special calls put through to you anyway PRESENCE MANAGEMENT 29 a Click lt lt Select profile template gt gt and select Edit presence team info Your current profile is activated by default You can also select a different presence status Active profile Michael O Connell Period of validity 22 10 2009 v Presence Qo Break Forwarding Forward all external calls to 139 Team info active Lunch Break back at dpm Cancel b If necessary enter the period of validity c You can also set up call forwarding and save a team info as well Your team members will see this message in the XPhone UC Team Panel interface for the entire validity period of your current presence profile Press OK to confirm These changes are not saved permanently in the profile template they only apply for the current presence status Note If you select Do not change forwarding in Call
65. h only in it If you have only saved a few contacts in personal address books and are mainly interested in the TwixTel data you should deactivate this option Hint you can also search for a contact using a phone number with the linked phone book CDs If for example you see an unknown number on your mobile phone s display you can identify the caller using the inverse search 8 4 Creating field links XPhone UC Commander can only assign the individual contact fields properly if you link the fields when you connect the database Microsoft Outlook and Lotus Notes databases already have default field links in XPhone UC Commander You can of course change the default links for Microsoft Outlook and Lotus Notes address books in the Properties for database window There are two ways to link the fields a Select the required XPhone UC Commander field in this window and link it by activating the corresponding check box in the database field You should at least link name and phone number fields If you wish to use the messaging module in future you must also assign all address fields 42 CONNECTING DATABASES b You can also use the visual wizard To do this click the Wizard button and connect the XPhone UC Commander and database fields by drag and drop by holding the mouse button and linking the two values A red connection line shows which fields have been linked Note XPhone UC Commander can only identify contact data records correctly if th
66. has been saved by a representative this is also visible in the appointments list 34 7 1 TEAM FEATURES Team features XPhone UC facilitates collaboration with colleagues by means of a range of practical functions such as E Displaying presence information E Setting presence statuses and info messages for representatives E Fast call forwarding E Showing when a user is Available again Operation is via the Favourites view Favourites view 1 2 The Favourites view contains contacts with whom communication is frequent The view comprises E Contacts in one of your teams Teams are formed by the administrator and cannot be edited by the user E Myfavourites contacts you have added to the Favourites view from one of your address books Please note that you can only add contacts entered in an address book The contact data is imported to the view when the contact is added The display data is re synchronized with the address books when you execute the Data synchronization function which can be found under the Favourites button E Recent contacts this display group is automatically filled with the last 50 contacts whose phone numbers can be assigned to a contact and who are not in one of your teams or My favourites Contacts can be added to My favourites from various other views E Journal if the caller has been identified E Contact view E Call manager if contact data is available Contacts are added via the Add to favourite
67. he calendar symbol This note is also shown CONNECTING DATABASES 47 f To activate or deactivate the call reminder open or close the corresponding option in Tools gt Scheduled call reminder 8 15 Creating call lists If you wish to make several calls in succession you can create a call list a Select the respective contacts in your address book list by holding the Ctr key and clicking the individual contacts b Use the drag amp drop function to enter the entries in the Pending journal folder or open the context menu and click Other functions and select Create scheduled call alert c Enter the desired time When the specified time arrives XPhone UC opens the call reminders for each contact in sequence d All scheduled calls are automatically listed in your Pending journal Once you have made a successful call the status is changed to Completed This way you can always tell which parties you were not able to reach You can also call the party from the call reminder directly 8 16 Copying contact data records to other address books XPhone UC enables you to copy contact data records from one address book to another The original format of the contact data is of no importance Please note that changes to the original contact are not automatically made in the copy a Select an address book entry b In the context menu select Other functions Copy to gt 8 17 Creating new address book entries You can create a new addres
68. he configuration data from a version already installed is imported the first time the program is started The older version can then be uninstalled Rollback If you wish to continue to use the previous version uninstall both XPhone UC Commander and the previous version Install the previous version again If you manage fax and voicemail messages in your client you will then have to change the name of the fax directory Please note that all other programs such as XPhone CTI Team V3 or XPhone UC Team Panel need to be uninstalled first before the previous 3 2 7 INSTALLATION AND START UP 13 version is re installed Rename directory C Users lt User gt AppData Local XPhone40 aS C Users lt User gt AppData Local XPhone30 Restricted functions using workstation templates XPhone UC 2011 makes it possible for the administrator to allow or block certain functions for users in the applications This means that fewer functions may be available for the user than actually installed or used in a previous version of XPhone UC 14 4 4 1 PROGRAMME INTERFACE Programme interface Views Fullscreen The user can select either fullscreen or compact view The fullscreen is divided into E Call manager top left E Info manager lower right E View for call journal favourites contacts fax voicemail text message Depending on the license more or fewer views can be available Compact view XPhone UC can also be used in a re
69. ialling for which no line info is possible are performed on this line For example Hotkey dialling Dialling from external applications Outlook Notes Clicking on hyperlinks e g in journal and contact view The top line is referred to as the primary line It can be selected via the Telephony settings function 5 13 Settings for telephony Special settings can be specified for telephony via the call manager The top line displays a combined receiver arrow symbol MAKING CALLS WITH XPHONE UC COMMANDER 25 Use this symbol to go to the following settings Primary line selection The primary line is the line for which all control functions are executed when the line cannot be indicated e g hotkey dialling dialling from external applications Outlook Notes clicking on hyperlinks in the journal in contacts etc The primary line is always shown as the top line Select the device for the primary line with which you prefer to work in a certain situation e g in the office home office on the road Certain functions such as the forwarding function dependent on presence status for example do not work on the primary line but rather on a user s so called main line The main line is marked by an asterisk in the selection list The user cannot change this line only the administrator can do this The primary line is normally the first line assigned to a user in the server configuration Set up call via company The primary li
70. icates the fields for the sender information as Select the template see Modifying existing messaging templates and click Edit D lt Now enter the fields in the template Your contact data is now entered automatically Hint It is advisable to have your own contact details entered automatically if central templates are used by multiple users 16 5 _Installing sample templates First check whether the messaging samples have already been installed on your computer a lt Go to Tools gt Options and select Messaging o Click the Letter button to modify an existing letter template a If no templates are displayed it means that they have not been installed You can install these templates very easily a Click the Windows Start button on the bottom left of the screen and open the Control Panel D lt Double click the Add or Remove Programs folder and select XPhone UC Commander f Click the Change button The installation wizard appears g Click the Next button h Activate Change program and then click Next The XPhone UC Commander software components are displayed in a structure tree i Open the Messaging examples drop down menu j Select the option This feature and all subfeatures will be installed on the local hard drive k Click Install and then Finish I Exit the Control Panel The messaging templates have now been installed 16 6 Modifying existing messaging templates
71. icrosoft Access databases completely Hint If a caller is identified from a linked phone book CD you can copy the entry and transfer it to one of your own address books by clicking lt lt Open contact gt gt 8 6 Searching for address book entries You can search for contacts in individual address books or in all linked address books simultaneously a Select an address book To search in all address books select All address books b You see all contacts in an address book The default number of contacts listed by XPhone UC is 100 Tip You can also view more than 100 contacts Move the mouse to the column header and open the context menu Select Select column and Search fields Enter the number of contacts that you wish to be displayed simultaneously CONNECTING DATABASES 43 8 7 Free text search Joint use of XPhone UC Commander and XPhone Virtual Directory permits a free text search in the address books which are linked If only XPhone Virtual Directory address books are linked to the XPhone UC Commander the free text search is also possible via All address books The free text search enables several search terms to be entered which are searched for in all fields indicated by XPhone Virtual Directory The search term entered is broken down into individual search terms Spaces and commas are used to separate the individual words Hits in at least one field require that all search terms are found in a word on the left A word is r
72. in which order Change the default display by right clicking a column header followed by selecting the corresponding action PROGRAMME INTERFACE 17 See Data base connection Connecting databases starting from page 37 for a description of how to create or link new address books 4 2 4 Fax Voicemail Text message Incoming voicemails and faxes as well as outgoing text messages and faxes are managed in the Fax voicemail text message tab You can also create and send new faxes and text messages here Thanks to the icons it is obvious at a glance what type of UM message is involved Only certain messages can also be shown via the All messages inbox outbox archive filter A detailed description of the UM functions is available under Unified Messaging functions Fax Voicemail Text message Note Under certain circumstances your administrator may lock some functions with the result that you may not avail of all of the functions described 4 3 Operation You can operate the compact view call manager using E keyboard commands Oo oO Use the arrow keys to move to functions on the right or left Use the up and down arrow keys to switch between areas within the window Press the return key to activate a function ESC always jumps back to the call manager entry field Clicking F2 F5 switches the views If a view is activated via the TAB the display list is active Use the scroll wheel for scrolling Typing characters trigge
73. ing Team info active Activate profiles automatically When program starts program ends Options Scheduled in Outlook calendar Calendar options Resorting profile templates a Click lt lt Select profile template gt gt and select Profile templates b Use the arrow keys to change the order in which the profile templates are displayed c Remember to confirm your changes by clicking 0K before exiting the dialogue Creating new profile templates You can create an unlimited number of new profile templates a First select a default template on which to base the new template and then click New This will not delete the default template b Give your new profile template a name and define it more precisely as described below Automatically controlling call forwarding team infos with profile templates XPhone UC Commander helps you improve your availability in many different ways profile templates can be linked with call forwarding and team infos a lt o a d a Set Nee lt o PRESENCE MANAGEMENT 31 Profile templates can be automatically activated depending on certain user behaviour Profile templates are controlled via the appointments in your Microsoft Outlook or Lotus Notes calendar Option 1 Linking profile templates to call forwarding and or team infos You may want to link certain profile templates to call forwarding and or a message Example
74. ing services with the password for your e mail inbox Microsoft Exchange IMAP Notes Domino etc This is the password used by your e mail client e g Microsoft Outlook to call up your e mails It is generally your Windows password Your current mailbox password must be stored here in order for the Unified Messaging services to access your mailbox for instance to retrieve voicemails etc Each time your mailbox password is changed due to company policies etc you must also change the password here Enter the new password twice and click Save 13 7 Changing passwords Here you can change the password that you use to access your XPhone UM settings First enter the old password then the new one twice 13 8 Language Edit the language of the XPhone UC Settings interface Select a language from the list and click Save The change is immediately visible 13 9 Logging off When you log off the XPhone UM settings interface you are asked whether you want to close the browser window For security reasons we recommend closing the window so no other users can see your data But you can also leave the browser window open if you want to visit another website XPHONE MOBILE CONTROL 79 14 XPhone Mobile Control 14 1 Mobile line in XPhone UC Commander The XPhone UC Commander can use your mobile line just like any other office landline provided that you have been configured as a user for Mobile Control by your administrator and have the co
75. ings see section on Voicemail see Voicemail greetings or create a new greeting What s more you can record your name and activate or deactivate special greetings depending on the settings made by your administrator Listening to voicemails Voicemails menu item You can listen to your new and archived voicemails Additional options may also be available such as Read caller number aloud 5 Return call immediately 6 or Delete message 9 Settings If XPhone UC Settings is not yet set up in the Voicemail menu you can activate or deactivate 1 text message notification of incoming voicemails here and change the number for text message notification 2 You can also change the PIN specified in the XPhone UC Settings Voicemail menu for remote access to the voicemail box 3 or enable your telephone for direct access if you have not already configured this setting via XPhone UC Settings 4 Listening to e mails E mails menu item not always available requires Text to Speech You can have the e mails in your Microsoft Outlook outbox read aloud You can choose whether you wish to only have newly received e mails read aloud or all of the e mails in your inbox You may have other options available such as deleting e mails or forwarding by fax etc You can also reply to e mails by dictating your message to your voicemail box Your reply is recorded as a wave file wav and sent to the original sender as an e mail with an attachment Note
76. internal screen sharing Licensing and activating internal screen sharing Internal screen sharing function FastViewer Instant Meeting FastViewer Instant Meeting features Starting sessions for FastViewer Instant Meeting Licensing and activating FastViewer Instant Meeting Testing FastViewer Instant Meeting XPhone UC Settings Call forwarding Voicemail greetings Voicemail settings Fax Text message Mailbox Changing passwords Language Logging off XPhone Mobile Control Mobile line in XPhone UC Commander Mobile client start up Mobile Client settings 15 15 1 15 2 15 2 1 15 2 2 15 2 3 15 2 4 15 2 5 15 2 6 15 3 15 4 16 16 1 16 2 16 3 16 4 16 5 16 6 16 7 16 8 16 9 16 10 17 17 1 17 2 17 3 17 4 17 5 Combining CTI with other applications Dialling via URL log handler XPRun Registering Deregistering Info dialogue Making calls Compact view Call manager Forwarding another protocol handler s call to XpRun Rules engine Hotkey features CTI messaging wizard Function of the messaging wizard Activating messaging features Creating custom messaging templates Transferring your contact data to messaging templates Installing sample templates Modifying existing messaging templates Removing messaging templates Accessing messaging features Notification of a missed call E mail call alerts Integration in Microsoft Outlook Operating CTI functions from Microsoft Outlook from Out
77. intments that contain a profile template in the Category field option XPhone UC Team Panel only shows appointments to team members if they are assigned to a certain category When XPhone UC Commander is installed it automatically integrates new categories in your groupware client s selection list in the following format xxx e g Out of Office Tip Set the Meeting profile template as the default profile for your appointments and configure call forwarding for it That way all your calls will be forwarded whenever you have an appointment without requiring any intervention on your part Viewing appointment lists To see a list of all the upcoming appointments imported to XPhone UC Commander click lt lt Select profile template gt gt and then select the Show appointment list option The appointment list contains a summary of the appointments imported from the Groupware calendar system and which appointments are still active Appointments can be deleted permanently or activated deactivated temporarily here Appointment lists are useful if you wish to view delete or activate appointments for another team member and you have the permissions to do so Please note that when the software re synchronizes with Outlook or Notes the inactive appointments are not overwritten since this could mistakenly re activate them This function is used when you do not want certain Outlook or Notes appointments used in presence management If an appointment
78. ion XphoneSearchPhoneNumber XPhone Unified Communications now searches through the contact data records in the indexed view instead of in the entire Lotus Notes database when a call comes in d Activate the check box Use this view to find a contact by e mail address XphoneSearchEmail XPhone Unified Communications now searches through the contact data records in the indexed view instead of in the entire Lotus Notes database when you search for the contact matching the e mail address Other address book settings Optimized Lotus Notes search V Use this view for caller identification PhoneS earchPhoneN umber IV Use this view to find a contact by e mail address PhoneS earchE mail 8 13 Copying contacts to the speed dial list 8 14 a Mark an address book entry in the search results b Open the Context menu and select Add to favourites c Select the target group to which you wish to add the contact Scheduled calls You can create a call reminder for a contact data record you have found You will then be reminded of the call on time if you wish dialling can even be started automatically at a certain time a Select an address book entry in the search results b Open the context menu and select Create scheduled call alert c Specify when and how often you wish to be reminded of the call d You can also add a note on this call reminder e The entry is automatically attributed Pending status and marked using t
79. ister parameter to do so 15 2 2 Info dialogue Call XpRun without parameters to obtain an overview of the call convention xprun 15 2 3 Making calls Transferring a phone number as a parameter triggers direct dialling of the phone number indicated xprun 49 89 840798 160 The phone number is dialled immediately The country code does not necessarily have to be indicated along with the phone number when calling an extension e g 160 indicating this number is sufficient COMBINING CTI WITH OTHER APPLICATIONS 83 15 2 4 Compact view If you wish to open XPhone UC Commander in the compact view a verb with the allocated phone value must be transferred to XpRun If the compact view is to be filled with contacts the data field e g name and its value e g walker can be transferred as additional parameters xprun verb phone name walker This means that XPhone searches for all contacts called walker and then shows them in the compact view 15 2 5 Call manager The call manager is called via the action verb Just like calling the compact view optional search parameters e g search for contacts called walker can be indicated xprun verb action name walker 15 2 6 Forwarding another protocol handler s call to XpRun If when calling another protocol handler the call is to be forwarded to XpRun this forwarding can be performed using the Register lt Name_of_protocol handler gt command If for example when calling
80. le is to be executed For inbound calls for example this can be as soon as the phone rings Inbound Start ringing or as soon as the XPhone programme starts Condition a Specify whether the action rule is to be executed alwaysor only when certain conditions prevail b If the action rule is only to be active under certain conditions use Define to configure when this is the case e g when a certain company calls c If the conditions are to be encapsulated please activate the Advanced check mark Action The following commands can be linked with telephone events E Execute a URL E Execute a programme E Execute a script VBS E Copy into the clipboard E Send an e mail E Send a DDE command E Test output E Play sound E Execute a server command Depending on the command selected you may need to enter various additional parameters Tip If you create a test output menu item for example all of the parameters for the selected journal entry will be displayed with their corresponding values 15 4 Hotkey features Triggering telephony functions using hotkeys XPhone UC Commander enables you to use telephony functions from almost all Windows applications directly without calling the telephony application For this purpose you can create hotkeys that trigger events This is especially useful if you are working in another application and wish to dial a number in that application or if for some reason you do not wish to show
81. list You can then call them at any time without having to find and select the participants again a Go to the lt lt Favourites gt gt view Drag individual contacts or an entire group into the call manager b Start participant selection in any order 5 7 4 Ending conference calls Removing individual participants from a conference call You can disconnect individual participants by clicking lt lt Remove conference participant gt gt This way you always have an overview of the participants still taking part in the conference call Ending the complete conference call Clicking on lt lt End conference gt gt ends the conference call 5 8 Call forwarding and Do not disturb You can also forward calls to other participants for example if you are away You can restrict call forwarding to internal and or external callers If you do not want to be disturbed for a period of time during the working day you can use the Do not disturb function Callers hear an busy tone while your line is still free a Click on lt lt Call forwarding Do not disturb gt gt b Specify the calls you wish to be forwarded or activate Do not disturb c Specify the number to which you wish to forward calls The drop down list shows the most recent forwarding destinations Hint You can also forward calls to other external numbers e g your home office This will not result in any extra charge to the caller 5 9 Leaving a message You can change
82. lly later The fax is not sent automatically but merely saved in the XPhone UC Commander fax outbox To send the fax go to the Fax Voicemail Text message tab select the respective fax and select Actions gt Send again E Date Time The fax is sent automatically at the specified time without requiring you to do anything Sender tab Your sender information is shown as transmitted to the recipient 58 11 1 4 11 1 5 11 2 FAX VOICEMAIL TEXT MESSAGE Advanced tab Via the Open print settings button you can open the fax printer driver print settings such as paper format orientation or resolution Preview A convenient fax preview function is available in the XPhone Fax dialogue Depending on the size of the attached document conversion into tif format may take some time When the conversion is done the fax is displayed in the preview window exactly as the recipient will receive it Note You can no longer edit the rendered fax document If you need to carry out further changes edit the original document e g in Word delete the fax document from the fax form and attach the original document again Sending faxes In the XPhone Fax dialogue click Send fax The fax is sent to the XPhone Server and from there to the recipient The fax sent is saved in XPhone UC Commander To show the faxes saved click the Fax Voicemail Text message tab in XPhone UC Commander and select Outbox from the drop down list Depending on
83. longer access and configure your voicemail box by telephone Specify which telephone number is to be used as your direct access number When you call the voicemail dial in number from this telephone number you go directly to your voicemail box without being asked for your PIN The default setting is the mobile phone number listed in your contact data You can also specify any other number for this setting e g your current number at a hotel To do this you have to be calling from a phone that presents its caller ID If caller ID is deactivated on the phone you will be asked for your PIN just like when calling from any other connection Activate the option Always request PIN entry if for safety reasons you always want to be asked for your PIN when calling your voicemail box even when calling from a direct access number XPHONE UC SETTINGS 77 Change voicemail PIN Use the Change PIN button to change the PIN you use for remote access to your voicemail box First enter the old PIN then enter the new one twice 13 4 Fax Set the basic settings for faxing in the Fax menu item Some of these settings can be overwritten on an individual basis for each fax when it is created See Fax options for more information Header This is where you can define a default header that appears on all faxes It is written at upper left in the small line that also contains the sender ID 4969848798 19165 18 04 2006 14 54 aeai MUSTER AG FAXMITTEILUNG A
84. look 2010 Starting search functions from the Outlook interface from Outlook 2010 Accessing Microsoft Outlook elements from XPhone UC Commander Journaling in Microsoft Outlook Starting the XPhone client and Microsoft Outlook simultaneously Copyright C4B All rights retained This manual or parts thereof may not be copied or distributed in any form or for any reason without express written permission from C4B Com For Business AG The information in this documentation may be subject to change without prior notice No guarantee This manual is provided to you in its present form C4B Com For Business AG does not accept liability for the exactness or usage of this manual The user has sole responsibility for the use of the manual and the information it contains The manual may contain technical or other inaccuracies or typographic errors This manual is based on XPhone Unified Communications 2011 as of November 2012 Microsoft Windows Word Excel Access and Outlook are registered trademarks of the Microsoft Corporation Notes is a registered trademark of the Lotus Development Corporation HICOM HiPath Optiset and OptiPoint are registered trademarks of Siemens AG Das Telefonbuch Deutschland Copyright TVG Telefon und Verzeichnisverlag GmbH amp Co KG TwixTel Telefonbuch Schweiz is a product of Twix AG XPhone is a registered trademark of C4B Com For Business AG Other hardware and software names referr
85. mailto instead of the default e mail client XpRun is called the following call should be performed xprun register mailto Finally when calling mailto 0898407980 the participant whose phone number is 0898407980 is called instead of a new e mail Undo this change using the following command xprun unregister mailto 15 3 Rules engine XPhone UC enables you to create self defined actions which are implemented by mouse click and or assign rules to telephone events If such an event e g a call from a specified phone number occurs the application checks for suitable rules and carries out the action assigned to the event Note Sample rules are already available after installation but they are deactivated You can activate these or even adapt them as required Rules comprise three elements Time condition and action Time Show as action in menu a First enter a text for the menu entry b Go to Advanced to define the position and if necessary the graphic for the entry The menu entry can be displayed at the following positions 0000 m Calls Contacts Call manager Call manager Calls Contacts Main screen gt Tools c Use the Load button to allocate a graphic provided that it complies with the following conditions Oo Oo Size 16x16 px Format png 24 Bit 84 COMBINING CTI WITH OTHER APPLICATIONS Execute automatically when Select an entry from the drop down list for the time at which the ru
86. nal folder is the Microsoft Outlook journal If you wish to keep your journal in a different folder e g a subfolder you must create a new folder group Click New d Enter a name for the folder group and then select the journal folder that you earlier selected for logging in XPhone Unified Communications and then confirm your selection 17 5 Starting the XPhone client and Microsoft Outlook simultaneously If the Microsoft Outlook add on is installed the XPhone client always accesses Outlook functions even if you have not yet started Microsoft Outlook For this reason it is advisable to start Microsoft Outlook before starting the XPhone client If you have configured the XPhone client and Microsoft Outlook to start automatically when Windows starts e g by adding the programs to the Startup folder this may result in conflicts because of the different starting times of these programs You can avoid these conflicts by going to Tools gt Options gt Outlook Add On and activating the options Start XPhone client with Outlook and Exit XPhone client with Outlook This way the XPhone client and Microsoft Outlook are always started in the correct order
87. nder window Go to Select Context help A question mark appears next to the mouse cursor Go to the section of the XPhone UC Commander window for which you require information Click on this area A tooltip containing the explanation appears 8 INTRODUCTION 2 Introduction 2 1 What is XPhone UC XPhone UC provides a range of communications solutions for mid sized and large businesses in one single product The XPhone UC solutions can be used individually or in combination All the products are equipped with the XPhone Server integrated telephony and administration software by default The following products are currently available E XPhone UC Commander for the provision of UC functions on the Windows desktop m XPhone UC Team Panel for perfect team communication and wherever a good overview of the team is required E XPhone UC Web for using CTI functions via a web interface A special variant permits mobile access via your smartphone with an Internet connection Key information The XPhone UC products offer a large range of functions by default You can only take full advantage of these functions if they are supported by the PBX and telephone driver used by your company In some cases you may not be able to use all the functions described here Functions that are not available are normally hidden automatically Note some functions are only available in combination with other XPhone UC products These functions are indicat
88. ne can be used to set up calls to any phone if allowed by the PBX transit communication The person called is shown the phone number of the main line usually the main line is on your office phone i e its number is displayed Do this by entering any phone number The main line dials your number first As soon as you answer the connection is set up with the desired party If you call from one external connection to another two trunk lines are occupied for the duration of the call Incoming calls to your main line are displayed in the call manager and can be picked up by clicking the connection currently in use Settings for mobile phones If you use the XPhone Mobile Control product additional settings are shown here E Caller pop up on mobile phone For calls to mobile A pop up is to be displayed for incoming calls on your mobile phone caller ID via XPhone Virtual Directory E Caller pop up on mobile phone For internal calls to office phone Internal calls to your office phone main line are shown in parallel on your mobile phone twinning function Caller ID is via XPhone Virtual Directory If your PBX is enabled correspondingly the call can be transferred from your office phone to your mobile phone E Caller pop up on mobile phone For external calls to office phone Similar to above but only for external calls to your office phone E Show mobile phone journal in XPhone UC The mobile phone journal is automatically scanned an
89. o hints on how to get the best out of different functions Formatting Functions buttons dialog windows and menus are printed in coloured letters making them easy to recognize Icons from the user interface are indicated by lt lt gt gt where they appear in the text Chapters marked with an describe the combined use of several XPhone Unified Communications solutions INSTALLATION AND START UP 11 3 Installation and start up 3 1 Installation on a workstation The products are normally installed centrally by the administrator For the details of this process see the XPhone UC manual for administrators Local installation at the workstation is also possible Please note that to install locally you need administrator rights for the PC in question 3 2 First start up by the user The user logs on to the workstation with a password and starts XPhone UC Commander XPhone UC Team Panel for the first time The following options are available depending on the existing IT environment 3 2 1 Starting the application without logging on The XPhone UC Commander XPhone UC Team Panel interface is pulled up and the application is immediately ready for use This is the case if the administrator has activated integrated Windows logon on XPhone Server For this to work the user must log on to a Windows domain when starting the PC 3 2 2 Filling in the logon screen Under certain circumstances if there is no Windows domain available
90. o further settings are required 8 3 9 Linking Telefonbuch Deutschland a You may only use editions of Das Telefonbuch Deutschland starting in Spring 2006 b Select Das Telefonbuch Deutschland as the database type CONNECTING DATABASES 41 c Das Telefonbuch Deutschland can be used in the following configurations a Workstation version Insert the Das Telefonbuch Deutschland CD in a local drive You only need to install Das Telefonbuch Deutschland if you also want to use the software contained on the CD Provide the drive letter of the CD ROM drive in Directory with the phone book data in XPhone Remove the checkmark from Network intranet version b Network version Install Das Telefonbuch Deutschland on a PC that other users can access over the network In the Das Telefonbuch Deutschland installation program select Workstation network version Use the license code that you received with Das Telefonbuch Deutschland Then share the installation directory in the network Enter the shared directory in Directory with the phone book data in XPhone for example lt Server gt TVG DasTelefonbuch Deutschland d You can specify whether this address book should be excluded from a search in All address books This is advisable as it could take a very long time to search so much data If you are mostly searching for employees and company contacts from your other linked address books in the call manager you may delay the searches unnecessarily if yo
91. ompleted Sender tab Where available your sender data is shown as sent to the recipient 11 3 Fax functions in other Windows applications Faxing in the application Installation of XPhone Unified Messaging adds an additional printer driver in the Printers and Faxes folder in the Windows Control Panel This printer driver can be used in any Windows application even if the additional buttons are not present as in Microsoft Outlook and Word All Windows applications that support document printing access this folder a Open a file in any Windows application e g a table in Microsoft Excel or a web page in Microsoft Internet Explorer b Go to File gt Print This print dialog may vary slightly from application to application but the basic functionality is always the same Select XPhone Fax from the list of available printers c If necessary make other settings such as paper format resolution etc For more information see Fax options in other Windows applications As a rule you will not have to change anything d Click Print The Outlook fax form opens the Preview tab is activated Proceed as described in the chapter Faxing with XPhone Faxing the file directly Instead of faxing a file from an application you can fax it directly from Windows Explorer a In Windows Explorer navigate to the file you want to fax b Right click the file In the context menu select Send to gt XPhone Fax 60 11 3 1 b
92. on m Change direction 2 initiates a change in direction of the shared screen The panel closes the other participant must confirm the change in direction by clicking Accept in the IM window in the yellow area E Instant message a causes the IM window to appear in the foreground As a viewer expansion of the IM window is shown with the following information functions Bamberg Anna e a S Sitzung beenden E Screen from name of the participant who has shared his screen E Presence status Instant Message status and name of participant who has shared his screen 72 COLLABORATION E Call lists all of the phone numbers available for calling the participant m Actions offers all of the possible functions such as Send e mail or Send text message see Actions under Favourites or Contacts E Screen sharing opens the menu for internal screen sharing E Change direction initiates a change in viewing direction of the shared screen Expansion of the IM window closes the other participant must confirm the change in direction by clicking Accept in the yellow area in the IM window E Original size expands the screen shown to the original size within the screen sharing window The screen section can be shifted using the scroll bar E Full page view expands the screen sharing window to the viewer s full page End full page view reduces the screen sharing window to the previous size of the IM window with scr
93. onal caller during a call see Contact search or enter a phone number in the grey entry field b Dial the new party s number The first party is put on hold c As soon as you are connected to the new party you can start the conference by clicking lt lt Initiate conference gt gt 5 7 2 Preparing conferences Conferences can be planned in advance i e the individual participants are prepared and can be dialled one by one in any order Selecting individual participants a Find the desired participant see section on Contact search b Activate the Prepare function to enter the number in the entry field The call is not started MAKING CALLS WITH XPHONE UC COMMANDER 21 c Now click on lt lt Prepare call gt gt A second entry field opens via which you can search for the next participant d Start participant selection in any order Entering several participants from the journal or address book list a Go to the XPhone UC Commander full view see section on Operation and open the respective journal contact or favourites view b Select the respective participants by holding the CTRL key and clicking from a journal or address book view c Use the drag amp drop function to enter your selection in the area under the entry field d Start participant selection in any order 5 7 3 Conference calls from favourite lists If you have recurring conferences with the same participants you can save these in your favourites
94. one UM Voicemail now tells you whether you have any new voicemails and plays them back for you If you call the voicemail dial in number from your work phone the system recognises you and you go directly to the voicemail menu without entering your PIN If you have activated the option Always request PIN entry in the Voicemail menu in the XPhone UM settings see Voicemail see Voicemail greetings you will be asked for your PIN even if you are calling from your extension This option improves security and can be activated if desired Calling your extension Instead of the voicemail dial in number you can also call your extension directly First though you have to activate call forwarding from your extension to the voicemail dial in number and ensure that calls are not forwarded to anyone else at your company Dial your extension number from any telephone Wait until you hear your personal greeting E You can press the star key lt lt gt gt to interrupt the greeting while in progress E When prompted to enter your PIN enter it using the telephone keypad and conclude your entry with the pound key gt gt gt gt E XPhone UM Voicemail now tells you whether you have any new voicemails and plays them back for you Calling from a direct extension number You can specify a direct extension number in the Voicemail menu in the XPhone UM settings see Voicemail see Voicemail greetings When you call the voicemail dial in number se
95. ons To hide the control characters from the recipient on the sent document you can create the control characters in white font or store the information on a separate page added to the end of the document If this is not possible you can select one of the following alternatives Please note that the methods described below may not work reliably unless control characters and field contents are transferred in a string e g in the case of spaces format changes etc Alternative 1 Field contents are partially printed In this case the syntax is structured as follows E Prefix E Field contents XPSEL_Fax lt Fax number gt E Suffix Example XPSEL_Fax 08912345678 E Result The prefix and suffix are removed the fax document only shows 08912345678 Please only use this method if you can ensure that the control character syntax does not contain format changes line breaks or similar 64 11 4 2 FAX VOICEMAIL TEXT MESSAGE Alternative 2 Field contents are not printed In this case the syntax is structured as follows E Prefix HH E Field contents XPSEL_Fax lt Fax number gt E Suffix Example XPSEL_Fax 08912345678 Result The prefix suffix and field contents were removed completely and do not appear in the document Please only use this method if you can ensure that the control character syntax does not contain format changes line breaks or similar Insert additional field names Fields o
96. ontext menu c Click lt lt Send instant message gt gt A new window opens for instant messages d Check whether your colleague can receive instant messages green IM icon e Type your message in the editing field of the message window and press Enter to send the instant message f The message window now shows the text that you have sent Sending instant messages Call manager If you are already talking to a team member it is sometimes useful to send an instant message in parallel e g a link a Click the IM icon in the call manager A new window opens for instant messages b Check whether he or she is able to receive instant messages green IM icon c Type your message in the editing field of the message window and press Enter to send the instant message d The message window now shows the text that you have sent Receive instant messages If a colleague sends you an instant message a window containing his her message opens automatically 36 TEAM FEATURES The contents of the message window is deleted as soon as you close XPhone UC Commander F Instant message GEJ T Ryan Kate a 12 00 Emily S Hi Kate have you booked our flights to Paris 12 01 Kate R Of course also booked the rental car so everything s sorted CONNECTING DATABASES 37 8 Connecting databases 8 1 Personal address book XPhone UC Commander installs a personal address book if so selected during setup in the as
97. ook you can open the corresponding journal entry from a call For more information read Journaling in Microsoft Outlook INTEGRATION IN MICROSOFT OUTLOOK 91 17 4 Journaling in Microsoft Outlook a Go to the fullscreen view see Operation b Go to Tools gt Options and select Outlook Add On c Select the check box Activate journaling for calls made d Now specify the calls you wish to log in the Microsoft Outlook journal you can also choose other database formats You can change this selection at any time by clicking Change You can specify a separate journal folder for each connected database This makes sense if for example you wish callers saved in your personal address book to be entered in your personal Microsoft Outlook journal but do not want callers from a company address book to be logged there or wish them to be logged ina central Microsoft Outlook journal on the Exchange server Microsoft Outlook contact folders offer the additional option of displaying all calls to and from a certain contact in the Activities tab To do this you must assign the Outlook journal to the corresponding Outlook contact folder in Microsoft Outlook a Go to Microsoft Outlook and select the required Microsoft Outlook contact folder in the Microsoft Outlook folder list b Right click to open the context menu c Select Properties and then Activities Specify the folder group so the folders that are connected to each other The default jour
98. r the comma Please enter the search criteria in the order you defined earlier see Defining search criteria Start the search by clicking Start search or pressing Enter Example You have defined last name first name company as search criteria To find Carsten M ller from the Mustermann company carry out the search as follows E M ller returns all contact data records whose last name is M ller M ller Carsten returns all contact data records whose last name is M ller and whose first name is Carsten Carsten returns all contact data records whose first name is Carsten E Mustermann returns all contact data records whose company name is Mustermann a M ller Mustermann returns all contact data records whose last name is M ller and whose company name is Mustermann No search criteria are used when a free text search is activated Manual phone number id inverse search If you wish to check whether a phone number exists in a connected database or to which contact it belongs enter it into the entry field Now click on lt lt Prepare call gt gt If a linked contact database contains a corresponding contact data record XPhone UC Commander automatically completes the data Adapting address book columns You can change the width of the columns in the search results Move the mouse over the column header and use the context menu to open the Rename columns function in order to change the column name The function described
99. rched through c Click the desired phone number in the search result to start a call 8 9 Searching using search criteria 8 9 1 Defining search criteria a Click Search under the entry field in the top right hand area of the full view b The mask which opens offers the following setting options E Visible columns Specify the contact fields that should always be displayed Use the arrow keys to change the display order E Search fields Specify the criteria you want to search for in the contact data records You can enter as many criteria as you wish Specify the order of search criteria using the arrow keys Gb 8 9 2 8 9 3 8 9 4 8 9 5 b lt lt CONNECTING DATABASES If the free text search is activated it is not necessary to specify the search criteria as all of the fields indicated are searched by the XPhone Virtual Directory Entering search criteria If you know that your search term is located in a specific database field it is advisable to search by search criteria To do this you must first specify the criteria you want to search for in the address book s You can define different search criteria for each linked address book and these settings are retained until you change them Enter your search term s in the entry field You can refine the search by specifying multiple search criteria Use commas to separate search criteria from one another You do not need to enter a space afte
100. rkgroups can be assigned additional functions to support internal communication processes If there is a consultation call within a workgroup or if a call needs to be redirected the called party sees the waiting party in the display at the same time as her coworker before she accepts the call This saves time streamlines agent preparation and provides greater transparency 20 MAKING CALLS WITH XPHONE UC COMMANDER 5 6 Consultation and swap hold You can use the same function to begin a consultation or perform a swap hold a Enter the phone number name or part of name of the required party into the grey entry field and start the search function see Contact search b Select the phone number to transfer it to the entry field c The call only begins once you click lt lt Dial gt gt or press enter d The first caller is put on hold while you are in consultation e As soon as the new party has accepted the call you can alternate between the calls b 01632332323 00 20 Butler Benjamin a Software 4 You Munich ea 25 gt J 08445645677 00 57 Johnson Philip A 456 Travel and More V2 3 alg Enter name or phone number Q Enter key Transfer to Johnson Philip 08 5 7 Conference calls 5 7 1 Expanding a call to a conference XPhone UC Commander enables you to initiate and process conference calls easily You can expand a call to a conference call at any time a Use the search function to select an additi
101. rresponding license You can dial using the call manager prepare calls search for contacts in linked address books and utilize convenient CTI features such as Hold Swap hold and Conference calls if your mobile phone provider supports these functions To ensure that the mobile line is activated in XPhone UC Commander the Mobile Control software must be installed on your mobile phone and connected to XPhone UC Server To safely link the mobile device with XPhone UC Server the device must be registered with the server upon initial start up More information on settings is also provided in the section on Settings for telephony 14 2 Mobile client start up Start up only requires installation of the client software on the mobile device and once off registration with your XPhone UC Server During start up your administrator unlocks the Mobile Control function for you on the XPhone UC Server If the administrator has not selected any other method of client installation e g deployment via Blackberry Enterprise Server you will receive a text message with a download link for the client software After downloading installation and starting the software it is ready for registration with your XPhone UC Server This requires E a transaction code E your XPhone UC login password Your transaction code is provided via an e mail automatically generated from your XPhone UC Server After entering the registration data followed by successf
102. rs a focus on the entry field Press ESC to exit the entry field The focus returns to the list Pressing ESC again triggers the same action as in 2 You can navigate with TAB inside the views E Mouse click All functions can also be triggered by mouse click When the application is started the call manager entry field is always active Tip The selected function is displayed and explained at the bottom of the window Tool tips also explain the selected function Changing views Calling applications You can set a default view a Open the Tools menu item and select Options b Go to General and use the Preferred view drop down menu to select the default view Telephony functions advanced functions For the telephony and advanced function icons and their meaning see the XPhone UC short guide 18 MAKING CALLS WITH XPHONE UC COMMANDER 5 Making calls with XPhone UC Commander 5 1 Dialling 5 1 1 Manual phone number entry You can use the keyboard to enter phone numbers in the entry field of the call manager compact view Press the return button or click the green receiver to dial the number 5 1 2 Contact search It is far more convenient to search for the phone number in the connected databases and then dial automatically a Enter the name or part of the name of the recipient into the entry field of the call manager compact view You do not need to move the cursor to the entry field If you are viewing the telephon
103. s all calls in journal folders The arrow icon next to the call entry shows whether the call was inbound or outbound see also the XPhone UC Commander ShortGuide 10 3 Searching and filtering in the journal The journal shows all calls made using your telephones provided they can be monitored by XPhone UC Server It also includes calls made while your computer was off You can limit the selection of calls shown by setting filters It is possible to enter one or more search terms in the entry field at the top right of the Journal view The search covers the contact fields associated with a phone call last name first name company department as well as notes and phone number 10 4 Logging missed calls Calls that you missed during an absence are logged in the Missed calls journal and flagged as lt lt Missed calls gt gt Calls are always logged even if your PC is not switched on This is also true if your calls are forwarded to another phone provided the forwarding destination is another team member s line In addition to this you can also see if and who picked up the call see also the XPhone UC ShortGuide New missed calls are also indicated the next time you boot your PC or when you return to your CALL JOURNAL 53 workstation in the form of E a red exclamation mark in the corresponding journal icon E a tool tip in the icon tray at the bottom right of your screen E an entry in the info manager bottom left of screen 10
104. s book entry from a call or journal entry if the contact is not already saved The entry is automatically saved in the original data source a Select the journal entry or click on lt lt Create new contact gt gt and select the address book from the drop down list b The XPhone UC Commander entry window opens Enter the required contact data The phone number has already been initialized If you selected a Microsoft Outlook contact folder the original Outlook contact window opens c When you save the new address book entry it is stored in the original data source 8 18 Copying a new phone number You can copy a new phone number directly from a call or a journal entry to an existing address book entry a Select the entry from the journal and open the context menu with the right mouse button b Now click on Assign phone number The action dialog opens Enter the name you are searching for into the entry field Search term c Click on Start search to call up the required address book entry All phone numbers for that entry are displayed d Specify whether you are replacing an existing number or want to add a number to the entry 48 CONNECTING DATABASES 8 19 Printing the address book view Go to File gt Print to print the current address book view CALLER ID 49 9 Caller ID 9 1 The caller ID function When the telephone rings XPhone UC Commander identifies the caller using the received phone number This is only possi
105. s menu item in the contact s Context or Action menu Tip Drag amp drop the contacts into the desired group in the Favourites view Please note that contacts cannot be added to teams Team features The Favourites view makes it possible to execute certain functions on other contacts Do this by opening the Context menu for an entry in Favourites E Presence functions Setting presence status Viewing appointment list Setting team info Setting company wide info message E Transferring calls If a call is assigned to your number it can be directly transferred to one of your favourites E Available again XPhone UC indicates the renewed availability of contacts who were on the phone or unavailable TEAM FEATURES 35 Tip Drag amp drop contacts to be indicated upon Available again into the Info manager bottom left section of screen 7 3 Instant messages XPhone UC Commander enables you to contact team members by instant message This is particularly usefulwhenever you are on the phone and need to get some information from another colleague as quickly as possible With XPhone UC Commander all you have to do is click lt lt Send instant message gt gt in your colleague s team key actions and you can get the information you need without having to make a consultation call Sending instant messages Favourites view a Open the Favourites view in XPhone UC Commander b Right click on the colleague s entry to open the C
106. s purely internal see Internal screen sharing and FastViewer Instant Meeting see FastViewer Instant Meeting 12 1 Internal screen sharing XPhone UC Commander includes free screen sharing functions for in company 1 1 usage The function is automatically available and without additional licenses for XPhone UC Office users as of Windows Vista 12 1 1 Features of internal screen sharing E Start Web conference via Instant Messaging or request screen sharing E Set up session without entering session numbers E in company 1 1 use for XPhone UC users 12 1 2 Starting sessions for internal screen sharing Internal screen sharing can be started spontaneously by Instant Message IM in that just one internal contact is selected Actions Context menu right click opened and either Share my screen or Request screen sharing is selected The instant message window opens for both participants and the session invitation yellow bar is shown The session can only be set up once the participant has clicked the Accept button 12 1 3 Licensing and activating internal screen sharing No special license is required for internal screen sharing Screen sharing is available for XPhone UC Office users as of Windows Vista In order to activate the screen sharing function the user must be assigned the Collaboration template see Server Manual with authorisation for Integrated screen sharing and remote control in the Intranet This enables the user to
107. sed for dialling The Commander implements the following URL handlers tel The number is dialled when the URL is executed phone The number is imported to the Commander call manager A web application dials by clicking the following hyperlink for example lt a href tel 0049891234567 gt 0049891234567 lt a gt 15 2 XPRun XpRun serves as an interface between the XPhone Client and other applications Numerous XPhone features can be accessed from individual applications XpRun is registered as protocol handler see mailto on automatically calling the default e mail client XpRun is installed with XPhone UC by default The feature to be executed is called and communicated to XpRun via the command line interface as a parameter XpRun calls are all performed from the Execute window for tracking reasons But calls can also be made from a html page for example 15 2 1 Registering Deregistering XpRun needs to be registered to ensure that it can be called from other applications As XpRun is a component of the XPhone UC client setup it is automatically registered during setup If however manual registration is necessary XpRun must be called using the Register parameter The default location of XpRun is C Programme files x86 Common files C4B AppBridge In this case the call is C Programme files x86 Common files C4B AppBridge XpRun exe Register If deregistration would appear to be necessary you can use the Unreg
108. sistant and the administrator has not designated any server controlled configuration This is a Microsoft Access database The personal address book is ready for use and does not need to be configured 8 2 Creating new databases a Open Tools gt Address books b Select the option Link new address book to an empty database A new empty database is created This database is created as an Access database in the user directory Application data gt XPhone UC Commander of the user who is logged on and can now be filled 8 3 Linking existing databases a Open Tools gt Address books b Click New address book and select the option Link already existing database to the new address book c Enter a name for the address book d Determine the database type in the drop down list that appears 8 3 1 Linking XPhone Virtual Directory a lt Select Virtual Directory The Properties for address book window opens o If you have activated the Primary Commander address book client interface option in XPhone Virtual Directory for the XPhone UC Commander Client Interface activate the Use primary client interface checkbox The settings for the server connection are automatically imported from XPhone Virtual Directory c In the Data source field select whether the contact data is to be searched for in all data sources or only in a certain data source All data sources are searched by default d Click lt lt Test connection gt
109. ssaging in conjunction with XPhone UC Commander and an active telephone line is assigned to you Like the CTI client this feature enables you to distinguish between internal and external inbound calls and to forward them to other numbers or to your voicemail box Click Set call forwarding to save your settings 13 2 Voicemail greetings Greeting text Select the greeting for your callers in your absence You can choose between one or more centralised greetings and depending on the configuration by your administrator several personal greetings designed by you Via the Playback button you can listen to the respective greeting Click Edit to change the greeting The greeting text appears in the bubble below once it has been entered accordingly If your name is used in a greeting you can record it again via the Edit button Special greetings Special greetings can be provided by the administrator in order to avail of company wide greetings for particular occasions such as bank holidays or company holidays for example Once they are activated they temporarily replace the greeting activated by you 76 XPHONE UC SETTINGS To activate or deactivate special greetings set or remove the checkmark at Special greetings can temporarily replace your own greeting The administrator can also however restrict this configuration option Click Save to import the changes 13 3 Voicemail settings E mail forwarding If you wish to send copies of
110. t also information about the original called party see Caller ID via popup Discretion calling party not visible for calls to the boss The secretary cannot see whe the boss is talking to during call signalling or ongoing calls If the boss makes a consultation call to the secretary during a call the secretary does not see the party on hold This ensures maximum confidentiality Configure call forwarding for the boss s line Call forwarding can be set for the boss s phone from the secretary workstation along with a message To do this follow the instructions in Call forwarding and Do not disturb Note if call forwarding has been set all calls made to boss secretary workgroup members are 24 MAKING CALLS WITH XPHONE UC COMMANDER displayed in the call journal to seamlessly track every call made during the member s absence 5 11 3 Boss secretary workgroups with more than two employees A boss secretary workgroup can have any number of bosses and or secretaries Secretary secretary authorizations Secretary employees see coworkers calling statuses and can configure call forwarding and leave messages for one another Waiting parties are displayed before calls are transferred in consultation calls and regular transfers Boss boss authorizations Bosses see the calling statuses of all their peers However they can only set call forwarding and leave messages for their own line Waiting parties are not displayed in consultation calls
111. terface without leaving the Microsoft Outlook window You can access all data bases connected to XPhone UC Commander Starting telephony messaging functions from the inbox The XPhone ribbon offers the following messaging functions in Outlook as a whole 0 T 7 Inbox Kate Ryan c4b de Microsoft Outlook Start Senden Empfangen Ordner Ansicht pr _ 7 Neues Fax Jr h Ignorieren x lt i Ee F Verschieben in uy m qa lt a GB Neue SMS X5 Aufr umen 7 t An Vorgesetzte n Neue Neue Anrufen a L schen Antworten Allen Weiterleiten s _ 7 E Mail Nachricht Elemente v v t UC Settings Junk E Mail 7 n Sa BA Team E Mail a Neu L schen Antworten QuickSteps Call New fax see Writing a new fax New text message see Writing a new text message Open UC settings see XPhone UM settings see XPhone UC Settings Presence settings Select an e mail in your inbox or any other element such as contact task or appointment The names of the persons involved e g e mail sender or other recipients are listed by clicking the lt lt Call gt gt button and if contact data is found the available telephone numbers are shown in the additional menu Click a number to open the respective contact Click New fax to open the fax dialogue for creating a new fax Via the To button contacts can be selected and file attachments inserted via Drag amp Drop Click New text message to open the text message dialogue
112. ternet connection interrupted XPHONE UC SETTINGS 75 13 XPhone UC Settings You can define the basic behaviour of the various Unified Messaging services in the XPhone UC settings web interface Some of these settings can later be overwritten on a case by case basis for individual faxes or text messages Call up the UC settings in your e mail client via Settings for XPhone UC or in XPhone UC Commander via File gt UM settings At various points you will be requested to enter phone numbers in entry fields The following telephone number formats are supported 089123456 089 123456 089 123456 089 123456 089 123456 089 123456 089 123456 089 123456 004989123456 0049 89 123456 4 989123456 49 89 123456 4 9 89 123456 49 89 123456 170 where internal telephone number length 3 etc You must always enter the complete area code with a leading zero e g 089 for Munich If a country code is provided it must be preceded by or 00 e g 49 or 0049 for Germany The country code area code and telephone number can be separated by characters and spaces there are no restrictions on their type or number Internal company extensions are recognised as such if they correspond to the length of internal phone number defined in XPhone UC Server under Settings gt CTI gt Dialling parameters gt Properties e g 170 where length of internal phone number 3 13 1 Call forwarding This menu is only available if you use Unified Me
113. ters You can save additional template files and transfer them to the selection list if required XPhone UC Commander installs template files into the Windows application data directory for all users In Windows XP standard users are only assigned read permissions Only the main users and administrators have write permissions This means that standard users are unable to change templates There are two ways of enabling standard users to modify templates E The administrator changes the user permissions for standard users for the XPhone UC Commander directory in the application data directory for all users default C Documents and Settings All Users Application Data XPhone40 Templates so that they also have write permissions Note The application data directory is not visible in the default Windows Explorer setting E In Tools gt Options gt Messaging the user configures the messaging template directory to be the user s own application data directory default C Documents and Settings lt User gt Application Data XPHONE4O Templates and copies the template files dot and txt to that location 16 2 Activating messaging features a Go to Tools gt Options and select the Messaging tab b Switch the messaging wizard features on or off by activating disabling the check box 16 3 Creating custom messaging templates a Go to Tools gt Options gt Messaging Select a template type e g Letter b Click Add and choose whe
114. the XPhone UC Commander window while you are working in the other application The following functions can be triggered using hotkeys E Dial Select a phone number in another application e g Microsoft Excel or an internet page and then press the hotkeys for Dial to begin dialling It does not matter if the phone number contains special characters such as spaces or brackets E Accept You can accept calls by pressing the corresponding hotkeys E Disconnect You can use hotkeys to disconnect calls E Start contact search If you wish to determine whether a contact is already stored in your address books select the name and press the corresponding hotkeys to search all databases connected to XPhone UC Commander for this contact Changing views using hotkeys XPhone UC Commander offers two views Fullscreen view and compact view You can use hotkeys to a a COMBINING CTI WITH OTHER APPLICATIONS 85 switch between these two views or to show one of the views see Operation Defining hotkeys You can define the hotkeys if any you wish to use Open Tools gt Options Open System hotkeys Here you can define E the hotkey functions you wish to use E the hotkeys you wish to use The default combinations are ALT F12 for telephony functions and F11 Shift F11 for the views To define a new combination proceed as follows Click the corresponding entry field Now press the buttons you wish to define as the hotkey You can us
115. the options you have selected in the XPhone UC Settings for Fax under E mail confirmation see section on Fax you will receive a confirmation e mail in your Outlook inbox after it has been sent possibly with the fax document attached Fax functions in Microsoft Word 11 2 1 11 2 2 Faxing with XPhone UC If you have a document open in Microsoft Word which you would like to send as a fax to individual recipients click File gt XPhone Fax This opens the XPhone Fax dialogue The document in Word is immediately rendered and converted into tif format enabling you to check the appearance of the fax before sending and remove individual pages if necessary Depending on the size of the outbound file this may take a while Depending on the options you have selected in the XPhone UC settings for fax under E mail confirmation see section on Fax you will receive a confirmation e mail in your Outlook inbox after sending the fax possibly with the fax document attached If necessary edit the Sending options as described in the section on Sending options see Scheduling Select one or more recipients and enter a text for the cover page as described in the section on Composing new faxes The fax can then be sent as described in the section on Sending faxes XPhone fax merge To use fax merge in Microsoft Word you must E have the main document open E have a data source which contains the names and addresses to be used for the fax merge
116. ther than the mandatory fax number of the recipient can be transmitted to XPhone UC Fax by means of control characters They include the recipient s name company and department This information is included in the cover page See the annex for a list of available field names Sending faxes with subjects from third party applications To add a subject to the document the document must contain a control character with the following field contents subject lt Subject gt Example subject Invoice No 1234 Note The subject is also entered and displayed in the journal Hiding showing the fax dialog Fax transmission will begin immediately without user intervention provided the document contains a fax number and a control character with the following field contents mode silent Example mode silent To display the fax prior to transmission the document should contain a control character with the following field contents This is the default setting if no mode is specified mode interactive Example mode interactive Example of a fax with control characters Hint Control characters are best placed at the end of the document This example uses the following control characters ame memm y y subject Subject line xpsel_fax Recipient s fax number FAX VOICEMAIL TEXT MESSAGE 65 xpsnd_lastname Sender s last name xpsnd_firstname Sender s first name Other possible control characters Meaning Fa
117. ther you wish to open an empty template or edit an existing template Select c the option Existing template if you wish to connect a template that is saved locally or centrally Specify the directory in which you wish to create the template Specify the file name and template name or select the template you wish to edit A Word document opens and the dialog window with the XPhone UC Commander fields appears Now adapt the document to your specifications and enter your texts Position the required fields If you wish to copy an existing document manually to a template directory in XPhone UC Commander you must specify the document name in Microsoft Word in the Title field under File gt Properties gt Summary as you wish it to appear in XPhone UC Commander The Category field must contain XPhone Letter for letter templates and XPhone Fax for fax templates The Word document must be saved as a cot file CTI MESSAGING WIZARD 87 16 4 Transferring your contact data to messaging templates As well as the contact information you can also have your sender data entered in your templates automatically To do this you must fill in your personal business card once lt a Go to Tools gt Options and select Messaging o Click on My contact details and enter your contact details c Add the corresponding field functions to the template if you wish the sender information to be transferred to your template The prefix XPABS ind
118. tus Notes Kontakte PIR Allgemein m Lotus Adressdatenbank gt _ gt Datenfeld Zuordnung Server Phone Feld z wird verkniipft mit dem Datenbankfeld Datenbankdatei Department names nsf OfficeStreetAddress ndern OfficeZIP OfficeCity OfficeState MV Datenbanktyp Adressbuch OfficeCountry StreetAddress Zip Standard Assistent Abbrechen Hilfe 8 3 7 Linking MAPI address books You can use the MAPI interface to access global address books on your Exchange server for example Zus tzliche Filterbedingung Type Person Type Compa a Select the MAPI database type The Properties for addess book window opens b Select the required address book and confirm with OK no further settings are required Properties for address book MAPT x ee General Select MAP address book Outlook Adressbuch Read only Kontakte Vorgeschlagene Kontakte Mobiltelefonadressbuch Read only Kontakte Mobiltelefon Globale Adressliste Read only All Address Lists Read only Alle Benutzer Read only Alle Gruppen Read only Alle Kontakte Read only Alle Raume Read only Alle Resourcen Read only ffentliche Ordner Read only 8 3 8 Linking a Windows Address Book Outlook Express When you select the Windows Address Book gt Outlook Express database type you see the window Properties for address book N
119. ty Attaching files Insert the file you want to fax in the fax form using the Attachments button The file can have any format for more information see System requirements for XPhone Unified Messaging The outbound file is immediately rendered and converted to tif format enabling you to check the appearance of the fax in the preview section before sending it see section on Preview Depending on the size of the outbound file this may take a while Fax toolbar and editing options Various fax settings can be made via the toolbar in the top section of the open XPhone fax dialogue The cover page can not be edited for a newly created fax only file attachments or faxes which have already been received can be edited 56 FAX VOICEMAIL TEXT MESSAGE amp W T Seitenbreite X D P a Stamp note Insert stamp note A stamp note can be inserted on a fax received or a fax generated with file attachment Double click the inserted stamp to edit the text Functions for rotating or changing the size of the stamp are available with the corner marks or green dot above them Edit default stamp Default stamps can also be newly defined and edited via the dialogue which opens An individual text can be entered and or the spacers used Insert default stamp If default stamps have already been defined they are listed first and can be inserted in a fax already received or in a new fax with file attachment The order can be change
120. u can only use this feature if the CTI software was started on your computer and is running in the background b Open Tools gt Options c Select the Messaging tab and click Missed calls The Out of office message window opens d Activate the Send e mail check box If you are using the Outlook or Notes add on you can also select the option of placing it in your own inbox e Enter your e mail address and or one or more other e mail addresses in the Recipient entry field f Specify whether you wish to be notified of internal calls g Select a template from the Template used drop down menu 16 10 E mail call alerts You want to inform a colleague of a conversation you had with a customer To do this you can send an e mail call alert containing all relevant information on the contact e g name company phone number and the date and time of the call You can access this feature E via the context menu in journal entries E directly from the caller popup during the conversation Hint If a call was forwarded or picked up by a colleague the e mail address of the dialled party is automatically added to the address field in the e mail call alert INTEGRATION IN MICROSOFT OUTLOOK 89 17 Integration in Microsoft Outlook 17 1 Operating CTI functions from Microsoft Outlook from Outlook 2010 XPhone UC Commander functions can be integrated in the Outlook interface You can control all telephone functions directly from this familiar in
121. u additionally search the Das Telefonbuch Deutschland CD For this reason this option is activated by default To search through the data on the Das Telefonbuch Deutschland CD select this address book and search only in it If you have only saved a few contacts in personal address books and are mainly interested in the Das Telefonbuch Deutschland data you should deactivate this option e Confirm your settings and restart XPhone UC Commander Hint you can use advanced searches in Das Telefonbuch Deutschland if employees from another company call and present their full caller ID number with extension Das Telefonbuch Deutschland recognizes the underlying basic phone number and correctly identifies the company in its database 8 3 10 Linking the TwixTel phone book for Switzerland a Select TwixTel phone book for Switzerland as the database type b Specify the directory for the TwixTel data in the next dialog e g yourserver TwixTel c You can also specify whether this address book should be excluded from a search of All address books This is advisable as it could take a long time to search all this data If you are mostly searching for employees and company contacts from your other linked address books in the call manager you may delay the searches unnecessarily if you additionally search the TwixTel CD For this reason this option is activated by default To search through the data on the TwixTel CD select this address book and searc
122. ul registration the client asks whether you wish to be connected to the XPhone UC Server In this case the login password must be entered again This password is saved in coded form on the device to prevent login without any additional entries Enter twice to prevent an incorrect password from being saved 14 3 Mobile Client settings After installation the program is stored in your mobile phone s installation directory and is ready for use following registration If the XPhone Mobile Control application is opened the following configuration entries are visible 80 XPHONE MOBILE CONTROL Control element Description Connected Connection with the XPhone UC Server Mobile Control possible via the Commander Connected Schedule Connection with the XPhone UC Server set up on the basis of schedule settings No connection to XPhone UC Server Disconnected Schedule No connection to XPhone UC Server as current time is not Current status within the defined schedule Disconnected Battery Disconnected as the battery level has fallen below the defined level As soon as the mobile is recharged an automatic attempt is made to set up a new connection Disconnected Error Disconnected following an error usually network problems no UMTS or WLAN reception or the XPhone UC Server is not available The connection remains active until you disconnect it or the battery level is too low Da Schedule Depending on the time defined in the sch
123. ur status to inactive ee Presence settings General Automatic profile templates V when program starts F Available v V when program ends 3 Unavailable V when there is no user activity Be Right Back Set to inactive after 10 minutes When the console is locked TE 32 PRESENCE MANAGEMENT Note XPhone UC Team Panel judges user activity based on computer use If you do not use your keyboard or mouse for a certain period of time with the computer on the software will assume that you have left your desk for a moment or are in a discussion Option 3 Activating profile templates scheduled in calendar sync Profile templates can also be automatically activated by appointments in your groupware calendar see Importing Microsoft Outlook Lotus Notes appointments This can be activated via the Outlook Notes calendar or via the calendar sync between XPhone UC Server and Microsoft Exchange Server without requiring a client to run 6 4 Importing Microsoft Outlook Lotus Notes appointments The administrator can chosse between two methods of calendar synchronization E Local calendar sync using Outlook and Notes Client E Central calendar sync between XPhone UC Server and Microsoft Exchange Server This setting cannot be configured on the client Note for Lotus Notes The current version of XPhone UC Commander does not automatically synchronize with the Notes calendar Instead
124. x controller for automatic fax transmission Value silent interactive SendDateTime Immediate Immediate transmission default SendDateTime Retain Fax is retained in outbox until sent manually SendDateTime LowCost Transmission at economy rate configured on the server SendDateTime 20100808153000 Transmission on a certain date time YYYYMMDDhhmmss SendDateTime 172000 Transmission at a certain time on current day hhmmss H subject Test Steuerzeichen H H xpsel_fax 12345 H xpdb_name Walker H xpdb_vorname Werner H xpsnd_lastname Huber H xpsnd_firstname Otto mode interactive 11 5 XPhone UC SMS 11 5 1 Composing new text messages You can compose a new text message via File gt New text message in XPhone UC Commander The text message dialogue serves towards generating a text message It is broken down as follows E Recipient selection top E Message and sending options bottom Selecting the recipient Specify the recipient of a text message using the entry field for contact data top The data can be entered manually or imported from the address book via the To button Do this by entering the name or mobile number in the search field and clicking Start search A list of the 66 11 5 2 11 6 FAX VOICEMAIL TEXT MESSAGE contacts found appears Click the mobile number or select the contact and click the Text message button to import the contact to the text message dialogue
125. y window you can begin entering the number b Press the enter button or click lt lt Search gt gt to start the search The action dialog opens c The search results are displayed directly in the window If a contact has more than one phone number you can use the arrow keys on your keyboard to scroll through the numbers d If the search results contain more than one contact for your search term you can Ouse the arrow keys to scroll to the required search result or O click on the number next to the XPhone UC Commander entry field this number is a link and shows the total number of contacts found The link takes you to the search window listing all the search results e Select the required number from the search results and begin dialling by clicking the number or lt lt Dial gt gt f Click lt lt Delete gt gt to remove the search term from the entry field You can also use the arrow keys on your keyboard to activate this button For information on finding a contact in fullscreen view see Searching for address book entries Hint If you do not want to start the call immediately you should activate Prepare before closing the window The phone number is transferred to the entry field and you can dial at any point in time You can also prepare several calls Virtual Directory Re x SRE Sullivan E Mobile 491632939393 Enter key Call MAKING CALLS WITH XPHONE UC COMMANDER 19 5 2 Accepting calls If you h
126. you have to manually activate the synchronization button in the appointment list can be accessed in the presence template selection menu whenever you set or change a appointment A future version of XPhone UC Commander will support automatic synchronization If you enter appointments in your Microsoft Outlook or Lotus Notes calendar you can also automatically control profile templates with call forwarding and or team infos XPhone UC Commander automatically synchronizes with your calendar and imports appointments to your XPhone UC Commander interface according to your preferences XPhone UC Commander activates the appropriate profile template when your appointment begins And if you have configured the profile template with call forwarding and or a team info both are automatically activated As soon as your appointment is over XPhone UC Commander automatically resets the settings Activating appointment synchronization a Click lt lt Select profile template gt gt to open the template dialogue b Select Profile templates c Click Calendar options under Scheduled in Outlook Notes calendar in the Activate profiles automatically section d Then activate the Automatic calendar synchronization checkbox and specify how many days in advance you want XPhone UC Commander to synchronize your appointments XPhone UC Commander also recognizes and imports new appointments shortly after they have been entered e Select the profile template to
127. you with this number Setting up the forwarding function automatically activates the voicemail functions Inbound calls no longer make your phone ring instead they are routed directly to the voicemail box Depending on how you set up your voicemail box see XPhone UC UM settings callers will hear a system text or a personal greeting can leave a message or be connected to your representative etc You can then check your voicemail box and e mail inbox remotely Remote access Remote access enables you to perform a number of functions and is possible from any telephone connection To use this function you require a touch tone telephone to enter your PIN or to navigate through the menu 11 6 2 FAX VOICEMAIL TEXT MESSAGE 67 There are various ways of initiating remote access Calling the voicemail dial in number Your administrator will provide you with the voicemail dial in number This is the same number you forward calls to when you activate your voicemail box Dial the voicemail dial in number from any telephone E When prompted to enter your extension enter it using the telephone keypad and conclude your entry with the pound key gt gt gt gt E When prompted to enter your PIN enter it using the telephone keypad and conclude your entry with the pound key gt gt gt gt This is the PIN you defined in the menu Change voicemail PIN in the XPhone UM settings see Changing voicemail PINs see Voicemail settings m XPh

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