XPhone Entry Manual
Contents
1. Kowalski Martin Spedition ks Call reminder alert ty Burton Janet Ef E T g mark as pending Hulger Maric Amberg Walther Wapp anna amberngiaspars waltherSmuster com Anna i Re My team Call VIP Karlo Jenna e Namapplddey com g Alternate phone numbers 154 Mary i Enter name or phone numb El q w Y ag a i Ready Call jounals Call manager Click on entry to dial Open context menu for alternate phone numbers Search personal address book Search all address books at a time Search Freely select search criteria full text search Click on search result to dial Compact view enter criteria to search all address books Number of results is displayed see also key combinations El Address book entry Assign phone number 154 Mary Y ag vB Move Enter name or phone nu A ow Delete Properties E mailftext message call alert Actions Icons in call journals JM Outbound call completed A Outbound call pending ty Inbound call completed Inbound call not answered gt will be moved to Missed calls folder ka 2 Inbound call caller waiting in queue Missed call picked up by colleague Missed call not answered ia Forwarded call not answered 3 Active call Re Call on hold Phone is ringing Wolfer 0553 235 553 Wialblinger Christian Sparks Spar amp Muster 2194 Mary Weaver 49 01111 12 34 aa W al2. 3 1 1 3 1 Wd 2 Making calls with XPhone Entry Dialling 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 Contact search It is far more convenient to search for the phone number in the connected databases and then dial automatically 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 telephony window you can begin entering the number Press the enter button or click lt lt Search gt gt to start the search The action dialog opens 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 If the search results contain more than one contact for your search term you can use the arrow Keys to scroll to the required search result or click on the number next to the XPhone Entry 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 Select the required number from the search results and begin dialling by clicking the number or lt lt Dial gt gt Click lt lt Delete gt gt to remove the search term from the entry
3. 2 1 Introduction Contents 1 Introduction 4 1 1 What is XPhone Entry 4 1 2 XPhone Entry system requirements 4 1 3 About the manual 5 1 4 Preparing the XPhone Entry installation 5 2 Program interface 6 2 1 Views and operation 6 2 2 Operation T 3 Making calls with XPhone Entry 8 3 1 Dialling 8 3 1 1 Manual phone number entry 8 3 1 2 Contact search 8 3 2 Accepting calls 8 3 3 Terminating disconnecting calls 9 3 4 Transferring redirecting calls 9 3 5 Consultation and swap hold 9 h Caller ID 10 4 1 The caller ID function 10 4 2 Caller ID via popup 10 4 3 Caller ID via contact data record 10 5 Journals 11 5 1 Logging calls 11 5 2 The Completed journal 11 5 3 The Pending journal 11 5 4 Missed calls 11 5 5 Dialling from journals 11 5 6 Recycle bin 11 5 7 Compact journal 12 MI PHONE MDESK 1 Introduction 3 6 Personal address book 13 6 1 Searching for contacts in the XPhone Entry address book 13 6 2 Copying contacts to the speed dial list 13 6 3 Creating call lists 13 6 4 Creating new address book entries 13 6 5 Copying a new phone number 14 7 Favourites 15 7 1 Calling favourites 15 7 2 Transferring phone numbers from contacts 15 7 3 Transferring phone numbers manually to the favourites list 15 7 4 Organizing favourites 15 8 Help 17 9 Annex 18 MI PHONE MDESK G1 Introduction 1 Introduction 1 11 What is XPhone Entry XPhone Entry is a powerful solution that gives users access to all importan
4. Guide Important To access the functions printed in blue italics you need a valid XPhone Standard license COM FOR BUSINESS ja E Completed File Edit View Tools Call Ea pe El All address books 5 File Edit View Tools Address book entry 7 Eg Calls All address books al Completed H Missed ger op Recycle bin m a ll address books z E Company contacts Fhone number 040275588 084665544 0898407980 030987654 OO0536EOO T TAA A Svenson Lars Dansk Transport Schmidt Else Reinigungsdienst A Walpert Petra C4B AG Schmitz Kurt Spruller amp Partner kiita tea O O kee ele Date tme 06 07 2007 16 07 27 06 07 2007 16 21 33 06 07 2007 15 56 09 06 07 2007 14 50 35 Completed D Missed calls gt J Recycle bin a Al address books Lah Company cont spar Start search Last name First n Fulltext search dg Search Compan j Ea Company jv Spar amp Muster Work phone n E mail 49 01111 12 Last name First name Ww alblinger Elvira ebviramalbidsparmus je SOL database fay LDAP i Personal Outlook contacts Ea SQL database fay LDAP 2 E Personal Outlook contacts 49 0 3333 4 020333 3355 49 0 89 843 49 0 111 55 42 351 4242 c Wahlhauseraspar mario hi sparks de walhau er Carmen Sparsam AG Sparks Sparsam AG jv Spar amp Muster Sparks Waker Anne Tright velate Dial 003355887744
5. all available telephone functions before the call begins Caller ID via contact data record Go to Tools gt Options and select Caller popup Configure the conditions for the opening of the contact data record Hint XPhone Entry always accesses the original database entry Changes made in this view are saved in the original data source XPHONE MDESK Ul e Ul A 5 Journals 11 Journals Logging calls XPhone Entry logs 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 Entry ShortGuide The Completed journal Calls are classified as successful if the caller reached you or you reached the called party Successful calls are saved in the Completed folder and have a green arrow next to them The Pending journal If you did not reach the called party the call is saved in the Pending journal and has a red arrow next to it Missed calls Calls that you did not receive because you were absent are saved in the Missed calls journal and marked as lt lt Missed call gt gt You can also tell whether the call was picked up and by whom also see the XPhone Entry ShortGuide 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 addit
6. field You can also use the arrow keys on your keyboard to activate this button Accepting calls If you have 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 APHONE MDESK 3 Making calls with XPhone Entry 9 calls as this view makes all telephone functions available in context before and during a call 3 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 3 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 3 5 Consultation and swap hold You can use the same func
7. wizard This address book is a Microsoft Access database with fixed field names The personal address book is ready for use and does not need to be configured Searching for contacts in the XPhone Entry address book XPhone Entry enables you to search for contacts using company names last names and first names SA a Enter your search term s in the entry field Use commas to separate search criteria from one another You do not need to enter a space after the comma b If you don t want to use a search criterion company etc simply enter a comma in its place Example Doe John c Start the search by clicking Start search or pressing Enter d N Copying contacts to the speed dial list a Select an address book entry in the search results b Open the context menu and select Other functions c Select Copy to favourites If the contact has multiple phone numbers select the required phone number type e g Work Confirm your selection d Select the target folder to which you wish to copy the phone number The default folder is Favourites 6 3 Creating call lists You can compile call lists in the Pending journal folder a Select one or more search results b Drag the selected results to the Pending journal Once you ve made the call the entry will automatically move to the Completed folder That way you can see immediately what calls you still have to make 6 4 Creating new address book entrie
8. 3 08 2007 12 46 30 31 07 2007 13 55 49 31 07 2007 13 13 27 31 07 2007 13 06 49 31 07 2007 12 55 14 31 07 2007 12 51 42 31 07 2007 11 32 28 31 07 2007 09 49 25 31 07 2007 03 01 02 Duration 00 00 04 00 01 22 00 00 14 00 01 19 00 05 34 00 00 07 00 03 25 00 01 15 00 00 35 00 00 05 00 08 16 00 02 45 00 00 33 00 00 14 00 01 09 For 198 198 198 198 198 198 198 198 198 198 198 198 198 198 198 2 Program interface T lt 196 gt Emily Smith sr 00447855202766 00 02 Isles Kate H Radio sd Bradford ean EE amp Enter name or phone number 2 2 Operation You can operate the compact view using Keyboard commands 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 Mouse You can also activate all functions by mouse click Hint 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 Go to Tools 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 Entry short guide in the annex MI PHONE MDESK 8 3 Making calls with XPhone Entry 3 Wd
9. Rev 09 07 ja AA FOR BUSINESS Mm XPHONE MDESK User Manual m XPhone Entry 1 Introduction 1 Copyright C4B All rights reserved 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 Entry as of July 2007 Microsoft Windows Word Excel Access and Outlook are registered trademarks of the Microsoft Corporation Notes is a registered trademark of the Lotus Development Corporation HICOMO HiPath Optiset and OptiPoint are registered trademarks of Siemens AG Das Telefonbuch Deutschland Copyright TVG Telefon und Verzeichnisverlag GmbH amp Co KG TwixTel phone book for Switzerland is a product of Twix AG XPhone is a registered trademark of C4B Com For Business AG All other hardware and software names mentioned in this documentation are the registered trademarks and or trading names of their respective manufacturers MI PHONE MDESK
10. blinger Elvira Spar amp Muster Georgetown christian wis com parmu aw Ae eee Enter key Call Useful key combinations Change view F11 switch to compact view Shift F1 switch to full view Key combinations for compact view Use left right arrow keys to browse telephony functions Use up down arrow keys to browse search results Use Shift down arrow key to open compact call log Use Delete to set back input field Hotkeys for third party applications Configuration Tools gt Options gt System hotkeys Available hotkey features Dial Pick up Hang up Search contact XPhone Entry XPhone Standard Short Guide Important To access the functions printed in blue italics you need a valid XPhone Standard license 2194 Mary Weaver 57 01772733636 Mustermann Peter E Hl Smile l Germering C Ea a 1 Redirected fram 198 Walpert Petra lt 5 Enter name or phone number a W Enter key Accept caller 194 gt Mary Weaver or 01772733636 g Hustermann Peter H Smile Inc Liverpool J bo ES EH Ja 0898407980 00 22 Hirsch Harry Hl C4B Com For Business AG Germering Germany gt E em EE gt Hi swap hold ae bel or q M Swap hold EI Telephony features advanced features context related Telephony features Accept call Dial Accept waiting call Terminate call Hang up Prepare call Start consultation call Forward cal
11. elephony functions are immediately available You can also find contacts in this view and a compact journal lists the most recent 20 calls IE XPhone Completed File Edit View Tools Folder FR Calls F Pending am me E Missed calls fay Recycle bin 2 All address books fay Personal address book lt 198 gt Emily Smith A Enter name or phone Ww Completed calls 15 Elements MI PHONE MDESK From to A Kelly Doreen Anderson Car Centre A O Connell Simon O Connell Plumbing A Pinheiro Filipa Sociedade de Electroeros o A Murphy John Partners at Law Toronto A Kelly Doreen Anderson Car Centre A Dupont Claude Beautique Chez Pierre A Isles Kate Radio XYZ Public Relations y Lejeune Pierre Ch vrejus A Della Lucilla Chiara Costruzioni Meccaniche y Bruzzone Andrea Ristorante Alfredo A Munoz Eduardo Tele Taxi Santander JA Lopez Laura Transportes Ramon Rodriguez A McNamara Niamh Beaumont Hospital A Perraudin Sylvie Brasserie les Arcades Ferreira Teresa Media 2000 Phone number 00353862242681 353 504 41166 219 946 232 1 416 769 4321 44 7855 253744 33 20 123 382 83 44 20 829 39 29293 33 1 44 78 37 33 39 61 23 37 28 382 391 279680480 34 952 372 273 981 273 223 553222 28198 351 214 456 236 12 Date time 03 08 2007 14 14 44 03 08 2007 14 07 32 03 08 2007 13 52 41 03 08 2007 13 00 44 03 08 2007 12 52 09 03 08 2007 12 51 58 0
12. ional phone numbers were saved in the contact data record Recycle bin XPhone Entry automatically recognizes repeated unsuccessful attempts to call the same party It only creates one entry in the Pending folder to avoid filling it with unnecessary data The other entries are automatically moved to the Recycle bin folder XPhone Entry saves the call entries for 14 days as default before moving them to the Recycle bin folder You can specify the length of time that call entries are kept Open Tools gt Options Select Call journals Specify the point in time when journal entries should be moved to the Recycle bin folder MI PHONE MDESK 12 5 Journals Hint Empty your journals regularly to prevent XPhone Entry from being overloaded with unnecessary data If you wish to keep your entries for a longer period of time you should either print the journal see Printing journals or archive it see Archiving journals UT 8 n Compact journal You can also access the journal function from the compact view XPhone Entry 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 MI PHONE MDESK 6 Personal address book 13 6 Personal address book XPhone Entry installs a personal address book if the option was selected in the setup
13. l Deflect call Switch to waiting party swap hold Hold call Start conference call Add party to conference Remove party from conference call BRR 7 0 E EI R Terminate conference call Advanced features Show more features Write e mail call alert When call is forwarded Open co worker s ki s Start actions e g messaging assistant EN Outlook calendar Notes calendar Called ID A Open caller s contact record Start contact search Reset input field 4 Copy contact data to clipboard Open Favourites folder quick dial Ww Set call forwarding Activate do not disturb 1 1 COM FOR BUSINESS EI Show more contact details HH Show contact details Hide contact details E Call status Inbound call not yet accepted picked up or Active call ss Outbound call not yet accepted picked up Fa Party on hold ci Forwarded call EI Shows Called ID when call is forwarded E Prepare next call s consultation conference call Opens compact journal last twenty calls 3 Call forwarding I Swap hold Shows waiting party C4B Com For Business AG All rights reserved Rev 7 2007
14. n get assistance from 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 with one click of your mouse Explanations practical hints 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 Entry window Go to Select Context help A question mark appears next to the mouse cursor Go to the section of the XPhone Entry window for which you require information Click on this area A tooltip containing the explanation appears HIM PHONE MDESK 18 9 Annex 9 Annex MI PHONE MDESK XPhone Entry XPhone Standard Short
15. s You can create a new address 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 MI PHONE MDESK 14 6 Personal address book 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 The XPhone Entry entry window opens Enter the reguired contact data The phone number has already been initialized If you selected a Microsoft Outlook contact folder the original Outlook contact window opens When you save the new address book entry it is stored in the original data source 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 Select the entry from the journal and open the context menu with the right mouse button Now click on Assign phone number The action dialog opens Enter the name you are searching for into the entry field Search term Click on Start search to call up the reguired address book entry All phone numbers for that entry are displayed Specify whether you are replacing an existing number or want to add a number to the entry APHONE MDESK 7 Favourites 15 7 Favourites 7 1 Calling favourites You can enter phone numbers that you call frequently into your favourites list previously known as the speed dial list you can access the favourites li
16. st directly from the compact view lick on lt lt Favourites gt gt or select the function using the arrow keys and then press enter to confirm Dial the required phone number and begin the call Transferring phone numbers from contacts a Select an address book entry in the search results NJ b Open the context menu and select Other functions c Select Copy to favourites If the contact has multiple phone numbers select the required phone number type and confirm your selection d Select the target folder to which you wish to copy the phone number The default folder is Favourites 7 3 Transferring phone numbers manually to the favourites list a Go to Tools and select Favourites b Click the New button The New favourite window opens c Activate Speed dial destination d Enter a name for the new speed dial entry in the Name field e Enter the phone number in the Phone number entry field f Press OK to confirm 7 4 Organizing favourites You can insert multiple folders in your speed dial list a Go to Tools b Click Favourites c Click New The New favourite window opens d Activate Folder MI PHONE MDESK 16 7 Favourites e Enter a name for the new folder and confirm with OK MI PHONE MDESK 8 Help The operation of XPhone Entry is intuitive and has been designed as simply as possible should you however reguire help for a specific action you ca
17. t CTI features in a single intuitive interface XPhone Entry is only available in conjunction with selected Siemens HiPath systems Possible upgrades You can visit lt URL gt for more information about adding features to your lt Brand X0 gt client including Tl integration in your Microsoft Outlook or Lotus Notes client Interface to existing contact databases up to ten such as Microsoft Outlook Exchange Lotus Notes Domino SQL LDAP phone book CDs etc Advanced telephony functions such as conference calls preparing calls Messaging functions generate call alerts e mails faxes and letters from calls Built in rules engine for automating processes such as automatically executing a DDE command or opening a website in response to a telephone event Dial and find contacts from all Windows applications using hotkeys Etc 1 2 XPhone Entry system requirements Client PC Microsoft Windows 2000 I XP Professional Vista TAPI driver CPU gt 500 MHz 256 MB RAM 100 MB HD requires Windows Vista compatible TAPI driver PBX HiPath 3000 V7 and up HiPath 2000 V2 and up HiPath 500 V6 and up MI PHONE MDESK 1 Introduction 5 HiPath 1200 V3 and up HiPath 1100 V7 and up 1 3 Aboutthe manual Structure This manual guides you through the functionalities provided by XPhone Entry Individual procedures are listed step by step enabling you to follow the instr
18. tion 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 MI PHONE MDESK 10 4 Caller ID E Caller ID The caller ID function When the telephone rings XPhone Entry identifies the caller using the received phone number This is only possible if there is an address book entry for this contact and the address book is connected to XPhone Entry 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 Open Tools gt Options 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 Caller ID via popup Go to Tools gt Options and select Caller popup 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
19. uctions immediately There are also hints on how to get the best out of different functionalities Formatting Functions buttons dialog windows and menus are printed in blue 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 Desk solutions 1 4 Preparing the XPhone Entry installation Place the XPhone Desk CD into the CD ROM drive of your computer Installation will begin automatically If you have deactivated this function you should proceed as follows a Open Windows Explorer and select your computer s CD ROM drive b Select the C directory on the XPhone Desk CD d c Open the Setup exe file Press OK to confirm e Follow the instructions of the installation program MI PHONE MDESK Program interface 2 Program interface Views and operation Fullscreen view The user can select either fullscreen or compact view The fullscreen view is separated into Folder overview call journals connected databases the contents of the folder Telephony Compact view XPhone Entry can also be used in the reduced 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 t
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