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optiClient Attendant V6.0 - Voice Communications Australia

1. 35 Iu e mp 35 N name mode s sss 102 night answer ssssssssssseenee 69 activating 71 geactivatlng certet eet 71 night destination oo eee eee 97 entering xdcesideep tse etra cereis 69 Selecting ddecieda 70 notebook c te tci nes 72 0 opening search window for LDAP server 88 operating procedure s s s 10 Outlook Contacts editing entries sssssssssssss 85 entering users ssssssssssee 85 searching by station data 85 searching for stations s s s 83 telephone book function 83 override ssssssssssssssseeeeenees 55 110 P PAGING 2 e ttes 59 60 95 erp donee 54 pull down menu sse 15 R radio paging PSE 67 Reaching 257 redial ettet 42 releasing an external trunk 66 repdial Keys 2s 40 74 96 requirements ssssseeee 12 ringer signal deactivating oo eee sss 34 S screened transfer occire 46 search Outlook Contacts s sss 83 telephone book 86 second call amp 31 Seb BILE 21 E EEEE E E emi 92 settings Calls zceensta tsi eaten meten 94 night destinations 97 paging MIO E 95 repdial keys sissies 96 SAVING ecd ee roe ea enced 98 SY SUG MIN seapea eR LT 91 silent call waiting sssssssss 32 speed transfer ete eese 48 starting C
2. T Oo E o Se Qo Au ndant V6 0 La 2 Lm optiClient Atte PC Attendant Console HiPath 3000 5000 RSM AllServe User Manual SIEMENS Global network of innovation Before You Begin These manual describes how to operate and configure the optiClient Attendant V6 0 PC attendant console on your HiPath communications platform This manual is supplied with the optiClient Attendant as online help and can be called up at any time Page 15 While the instructions describe all optiClient Attendant functions you may find that some functions you wish to use are not available This is due to one of the following reasons The function has not been configured for your optiClient Attendant system Address any questions to your system administrator e Your communications platform does not support this function Address any questions to the Siemens sales representative responsible for upgrading your system e You do not have the latest version of the optiClient Attendant software Contact your Siemens sales representative to update the software The information provided in this document contains merely general descriptions or charac teristics of performance which in case of actual use do not always apply as described or which may change as a result of further development of the products An obligation to provide the respective characteristics shall only exist if expressly agreed in the terms of con
3. Using the v M and gt buttons you can retrieve and cancel the callback requests The icon disappears from the status bar Using the xj button in the menu window you can cancel the input and close the window 58 Reaching Parties More Effectively a Paging Imp This function is not available network wide gt Page 90 You can issue a speaker announcement to specific groups through your telephone These groups can be made up of telephones and speaker sys tems they are configured and assigned group numbers by the relevant Service personnel These group numbers must be set to active mode in the optiClient Attendant Page 95 Select the Paging option from the menu bar to open a pull down menu with the paging groups 352 351 Select the group that you want to page The group number is dialed automatically You can now make your an nouncement Imp The Paging menu option appears in the menu bar only if paging groups have been activated in the Settings window 59 Reaching Parties More Effectively 60 Speaker Call Impe This function is not available network wide Page 90 You can record an announcement without any assistance via connected loudspeakers ask relevant service personnel or at an internal station with access to a system telephone Click the Speaker call button The following dialog box is displayed optiClient Attendant Ea Please enter a number
4. 18 User Interface Desktop Call Display Waiting calls are displayed in the list boxes on the call display Using the mouse you can scroll through the list boxes and select individual calls A call can be answered by clicking the answer call button List boxes External calls Internal calls Personal calls Number of waiting calls E 0891234567 38041 Peters Open list box Answer Call You can also recognize the different call types by means of the flags and the list field where the call is displayed Call type External External call ernal Internal call ivate Private call ernal Doorbell call ernal Callback External External recall Internal Internal recall External External call intercept Internal Internal call intercept 0 1 2 3 4 5 6 7 8 9 Internal Internal recall from park External External recall from park szzrrzzs Internal Priority call 1 Type number for flagging in the statistics gt Page 105 A priority call is always displayed at the top of the middle list field so that it is clearly visible The number of waiting calls is indicated to the right of the list boxes 19 User Interface Desktop 20 Switching area You can call a user by manually entering the station number in the Name Station number entry field of the switching area If you enter a name a Search for this name will be initiated i
5. Important Keyboard Commands 114 Tl Tl N T T c nN N G3 3 3 3 3 3 3 3 3 3 Z Function Keys The function keys on your PC keyboard can have the following functions default assignment depending on the configuration of your optiClient Attendant Page 102 Call Help Find by name Terminate call Clear Calls on hold Return to the waiting party Toggle between two calls Park the call Override a call Activate deactivate microphone mute Initiate conference Search the telephone book www siemens com hipath The information provided in this document contains merely general de scriptions or characteristics of performance which in case of actual use do not always apply as described or which may change as a result of further development of the products An obligation to provide the respective characteristics shall only exist if expressly agreed in the terms of contract Siemens AG 2004 Information and Communication Networks Hofmannstr 51 D 81359 Munich Ref No A31003 H1012 C126 4 7619 Windows 959 Windows 989 Windows NT Windows 20009 Windows XP and Outlook are either registered trademarks or trade marks of Microsoft Corporation in the United States and or other coun tries Subject to availability Right of modification reserved Printed in the Federal Republic of Germany 07 04 2004
6. or Park 2 or Using Call Waiting Second Call Answering a Second Call Call Waiting While you are engaged in a call you are also available to other callers Dur ing the call you are informed acoustically by a call waiting tone if this tone has not been deactivated gt Page 32 and visually in the call display that a second call is waiting The call continues to be signaled in the call display until you have answered it Terminate the current call with the Clear button The waiting call is indicated in the call display Click the Hold button to place the current call on hold gt Page 51 The wait ing call is signaled in the call display Click the Park button to park the current call gt Page 54 The waiting call is signaled in the call display Accept the call You are speaking to the second caller 31 Making and Answering Calls 32 J o A 5 Activating Deactivating the Call Waiting Tone The call waiting tone lets you know that a second caller is trying to reach you while you are engaged in another call If the call waiting tone is deactivated the Camp on without tone mes sage appears in the upper area of the traffic display The waiting call sec ond call continues to be signaled visually in the display Impe The communication platform can be configured in such a way that when the optiClient Attendant is started up the call waiting tone is
7. Cancel l Enter the number of the station to which you want to directly speak and click OK to confirm your entry The station is automatically dialed and you can then speak immediately Reaching Parties More Effectively Messages Sending a Message You can send info texts to individuals or station number groups with sys tem telephones Info texts sent to system telephones without a display for example optiPoint 500 entry ISDN impulse or tone dial telephones are saved as callback requests Imp Messages can also be sent to stations in networked systems Click the message button in the toolbar The following dialog box is displayed optiClient Attendant x Please enter a number Cancel ji Enter the number of the internal station or group to which you want to send a message and click OK to confirm your entry The menu window appears Text for 101 O PLEASE CALL BACK Vv 4 gt 61 Reaching Parties More Effectively 62 Usingthe v and gt buttons you can select from among ten predefined brief messages or enter a separate text 0 Please callback 1 Someone is waiting 2 Appointment 3 Urgent call 4 Do not disturb 5 Fax waiting 6 Dictation please 7 Please come see me 8 Please make copies 9 Ready to depart Enter other text The number and content of the brief messages listed here may differ from the messages actually stored in yo
8. Position 0 Smith is waiting for Miller A A Description of the situation olding parking position eld parked station You can retrieve the call from the hold gt Page 51 or park gt Page 54 status by double clicking the left mouse button on the entry in the call list User Interface Desktop Busy Lamp Field The Busy Lamp Field BLF is used for signaling the line status of individual stations e g external busy with colors and for convenient and rapid sta tion number dialing Representation Up to three busy lamp fields may be configured each with max 240 status keys i e 720 status keys in total Every status key which has been assigned to a station gt Page 25 displays the station s number in Number mode When the mouse pointer pauses on the key the associated name if available is displayed as a tool tip n Name mode station numbers if available are immediately displayed as key labels The relevant station number is displayed as a tool tip Up to 140 status keys may be configured per BLF in this mode Depending on the status key color configuration different colors are used to signal the trunk status of the station You can resize a busy lamp field by clicking and dragging its margin The size of the status keys and their labeling is automatically adapted the num ber of status keys remains unchanged For further details on configuring BLFs number of BLFs labels number
9. Search the telephone book menu item from the Window menu Press the F12 key The Search the telephone book window opens Search the telephone book Lx Nane Cancel l Enter a name You can also enter part of a name for example mil for Miller The search function is not case sensitive Confirm with OK If one or more entries are found these are displayed in the menu window Using the v J and _ gt buttons you can select and call a station Using the xj button in the menu window you can cancel the input and close the window Starting telephone directory CD es es 3cx9c Starting telephone directory CD A telephone directory CD can be started by way of the telephone direc tory CD button in the main window of the optiClient Attendant The precondition is that the telephone directory CD has been integrated into optiClient Attendant Integration of the telephone directory CD function see Page 100 Operation of the telephone directory CD varies according to the telephone directory CD software which is used In order to use the telephone directory CD please read the documentation supplied with the telephone directory CD software Using a number on the telephone directory CD The number located on the telephone directory CD is transferred by copy ing it and then entering it in the traffic display of the optiClient Attendant Use the mouse to mark the wanted number in the te
10. Transfer button Configuration area Menu tree Imp optiClient Attendant must be restarted in order for the changes to some functions to be applied To apply changes to BLFs gt Page 101 you must simply activate them via the ERN key 99 Configuration Manager 100 Entering Settings Experience in configuring IP networks is required for certain set tings Please contact your relevant service personnel for further in formation Incorrect configuration can result in the failure of important optiClient Attendant functions Telephone Book CD ROM Telephone book D TB CDROM dinfo exe zd LDAP Server IP Address or Name 123 155 227 1 lephone directory To run a search in a Telephone book CD gt Page 87 enter the complete path to a telephone book program under CDROM Telephone Book or se lect an executable file via To run a search on the LDAP server Page 88 enter a valid IP address or specify the name of the LDAP server under LDAP Server Activate Use MS Outlook as telephone directory in order to use the Contacts folder from the Microsoft Outlook program as a data source when searching in the Name Call number entry field of the attendant monitor Page 83 If this box is not checked the ETD is used instead as a database for the search gt Page 78 Configuration Manager Busy Lamp Field Double click the Busy Lamp Field entry with the left mouse button to show hid
11. You can save open and print the notebook files via File in the Editor menu Call Detail Recording for Individual Calls Call Detail Recording for Individual Calls Da This function is not available network wide gt Page 90 When a party using an internal telephone one that is accessible to the public such as a pay phone terminates a chargeable call the call charges can be displayed on the optiClient Attendant console However the service personnel must have configured the pay phone function in the system Click the Call box button The menu window appears 140 0 12 EUR select gt Vv 4 gt Using the v Jand gt buttons you can select the internal sta tion and display print or delete the call charges incurred and the call dura tion Using the xj button in the menu window you can cancel the input and close the window 73 Programming Changing Repdial Keys Programming Changing Repdial Keys You can program the station numbers or codes you use the most on the ten repertory dial keys A sequence of codes can be used to control a voice mail system or an answering machine or activate functions on the commu nications platform such as entering 482 to display the caller list From the File menu select the Settings option to open the Settings win 4 dow Select the Repdial keys tab Settings System Calls Paging i Night dest
12. ly displayed when starting optiClient Attendant Configuration and key as signment are not deleted if the BLF is deactivated Function Keys You can select the assignment of function keys on your PC keyboard End a Le z le Hold Return to held call a La 3 l4 Toggle Park a Override z 3 Lalas Mute on off Ri E Conference a i ls Select a function key from F1 to F10 For standard key assignment see gt Page 114 Configuration Manager Incoming and Outgoing Calls Do not change focus on incoming call Text input in Hold and Park Wave file activated Deactivate automatic hold with end key I Show the caller destination number Extend trunk Min length of extemal number Do not change focus on incoming call ere you can specify if optiClient Attendant is automatically displayed n top if multiple Windows programs are open Text input in Hold and Park ere you can specify if a window for entering text should be displayed when placing a station on hold gt Page 51 or when parking gt Page 54 a station Wave file activated Here you can specify if the configured wave files gt Page 94 should be audible for call signaling Deactivate automatic hold with end key Activate this function if simplified hold hold without end key is config ured in your communications platform Show the caller
13. 12032004 11 05 01 zl Reset Reset button If the entries do not fit in the list window a scroll bar is displayed to view the entire list Change display Change column width To change the column width click on the edge of a column mouse pointer changes to a double headed arrow and drag the edge to the left or right by pressing and holding down the mouse key Change sort sequence Left click the top of the column whose sort sequence ascending or de scending you want to change Reset statistics You can delete the statistics list The empty list will then be filled up again with subsequent incoming calls Click the Reset button The contents of the list are deleted without re questing confirmation 105 Configuration Manager Saving Settings You must save your entries in order for the changes in Configuration Man ager to be applied Transfer Click Transfer to confirm changes Click OK to confirm the message in the dialog box Il The Transfer button is only active if at least one modification was made in the Configuration Manager 106 Error Correction in optiClient Attendant Error Correction in optiClient Attendant This section discusses possible solutions to problems that may arise when operating optiClient Attendant The optiClient Attendant does not start correctly Check whether you have too many other programs open e Shut down your computer and switch it off and on e Ift
14. 40esevessenssanaas 69 Entering a Night Destination lille 69 Selecting a Night Destination 2 0 0 0 ce eee 70 Activating Night Answer iss 71 Deactivating Night Answer eere ersnsascse ratie eee 71 Notebook iissssos rass a dun kw RR RR AR 72 Call Detail Recording for Individual Calls 73 Programming Changing Repdial Keys 74 Use Caller List ccc cece eee ees 75 Return Calls 2 aaeeiemg pe ath x at dag a ES Am pe edt doh 75 Delete Individual Entries 0 00 00002 cece eee 76 Delete ErntitedISb ias piven best ponents arene b et ples 76 Electronic Directory ETD 77 Starting the ETD 3 tuu dne ake a dte CE ted acest Movie Ane eed i 77 Searching for a Station 0 0 eee 78 Adding New Stations isses 79 GIWICNMRMPEEIID 79 Axdditiorial ugs Sa e Hence S Geshe does S eee A 80 Editirig an Entry zs ders ths ee baw bent hae Taie ee ae RS 81 Delete ENT 5 uar ttt ie ace Rede aia ae eget a 82 Telephone Book Function with Outlook Contacts LLsussessse 83 Searching for a Station ciii iilis 83 Searching on the Basis of Other Station Data 85 Updating Telephone Book Data iilii 85 Search the Telephone Book 86 Starting telephone directory CD 87 Using a number on the telephone directory CD 87 Opening search window for
15. Outgoing external calls can automatically be identified by the length of the number to be dialed If the number exceeds a certain length the external code is prefixed automatically To configure automatic external codes see gt Page 103 Making External Calls Enter the external code and the external station s number The number is dialed as soon as you press Enter Enter the external code and the external station s number Then click the General button The station number is dialed Making Calls Private Personal Calls Using the Private button you can conduct external personal calls These calls are specially marked for call charge evaluation Enter the external code and the external station s number Then click the Private button The station number is dialed Imp If you must dial the external code before dialing the external station number the system is programmed so that automatic line seizure is deactivated In this case the Internal button does not appear in the attendant monitor If automatic line seizure is activated you do not need to dial the ex ternal code However for internal calls you must then click the In ternal button before dialing 39 Making Calls o ha 40 Turning DTMF Suffix Dialing On and Off While engaged in an external call you can activate a sequence of digits to control answering machines or information
16. a call or that you have a call waiting In such cases you cannot pick up the call 107 Error Correction in optiClient Attendant 108 Troubleshooting Using the Trace Button Service Personnel Only The trace button allows you to store special error codes for reproducible errors in a text file that can then be passed on to a service technician at Siemens AG intended for relevant service personnel only Configuring the Trace Button e Inthe optiClient Attendant root directory open the config cfg file using any text editor e Insert the following line under System Trace 1 e Save the file and restart the optiClient Attendant The Trace button now appears in the toolbar Click the Trace button in the toolbar to open the error code window De lete any old error codes using the Clear button Generate the reproduc ible error and save the file The file is saved as trace txt in the optiClient Attendant root directory Make a backup copy and send the file to the service technician for error analysis Existing Outlook Contacts are not displayed as a search result Searches for a name in Outlook Contacts optiClient Attendant are only performed in the Surname field It is therefore necessary to enter the sequence Surname First name when adding a contact as otherwise the default settings in the Out look contact options will save an entry such as Hofmann as a First name Solution Change the de
17. automatically deactivated ask relevant service personnel Deactivating the Call Waiting Tone Select the Camp on without tone on off menu item from the Edit main menu The camp on tone is deactivated and the lg icon appears in the status bar Activating the Call Waiting Tone Select the Camp on without tone on off menu item from the Edit main menu Left click the icon in the status bar The camp on tone is activated and the pg icon goes out Making and Answering Calls Picking up Calls You can pick up calls for other telephones on your own telephone using the busy lamp field not for stations in networked systems When a station is being called the background of the status key turns to set up the colors see Page 101 You cannot pick up a call e if the status key is displaying one of the busy states in this case the destination party already picked up the call e if you are engaged in another call or e fthe call display is signaling a call Prerequisite The background or label of a status button in the busy lamp field changes color e g yellow With the left mouse button click the colored status button for the station being called The call is picked up and you can speak to the other party 33 Making and Answering Calls Ch al o 34 Activating Deactivating the Ringer Signal By connecting via USB or a control data adapter you can deactivate
18. bar Using the xJ button in the menu window you can cancel the input and close the window Reaching Parties More Effectively Transferring an External Trunk Imp This function is not available network wide gt Page 90 You can transfer an external trunk to an internal user who is not authorized to set up outgoing external calls thus enabling this party to set up an ex ternal call independently Prerequisite You are talking to a party who does not have direct trunk ac cess Click the Transfer trunk button Click the Clear button You are now available to answer other calls Imp Parties without direct trunk access must enter the external code be fore dialing an external number 65 Reaching Parties More Effectively 66 Releasing an External Trunk pe This function is not available network wide Page 90 You want to place an urgent external call and receive a busy signal because no external trunk is available You can select a busy trunk and disconnect the call on this trunk to make the trunk available for your call Keep in mind that this function disconnects calls in progress and should be used only in dire emergencies Releasing a Busy Trunk You wish to dial an external station number but already hear a busy signal before you dial Click the release trunk icon in the toolbar The menu window appears Trunk 7801 select Using the v 4 J and gt buttons you can
19. destination number Activate this function so that in the case of incoming calls which are not for you the number of the station which the caller wanted to reach is entered in the field call number name the call number can then be directly dialed with Enter zO If automatic line seizure is not activated for the communications platform contact System Support you can specify which codes can be prefixed for external calls e g 0 in the Extend trunk field you can activate automatic external code prefixing for trunk seizure from the specified number of digits by entering a station number length 103 Configuration Manager 104 Connection via IP The following information is required for connection via IP with optiClient 130 IP Address HG 1500 192 168 1 199 Call number of the Attendant 162 Password test Mixer device used sis 7018 Wave zi Recording device used SiS 7018 Wave g Dutput device used SiS 7018 Wave F Use the USB phone headset USB phone Enter a valid IP address for the HG 1500 gateway in IP Address HG 1500 if available Enter the station number and password for reaching the optiClient Attendant via IP in the relevant fields Under Mixer device used select the sound mixer to be used for audio sig nals on the PC Under Recording device used you can select the device installed on the PC which is to be used for audio recording on the PC U
20. on the right hand side The program is ready when System ready is displayed in the status bar If the data of the communications platform has been modified the Please wait message appears in the system bar to inform you that the program is being updated with the new system data e n operational status icons for the current settings are displayed on the left hand side e g Camp on without tone To deactivate a function left click the relevant icon 17 User Interface Desktop Attendant Monitor The attendant monitor is the main work area of the attendant console From here you can control the switching functions and obtain information from your communications platform e You can answer all pending calls from the call display e Any held or parked calls are indicated in the call list The switching area allows you to initiate the switching functions The traffic display indicates the current trunk seizure Call Display Switching area e z Name Station number t eee mam 07 mm n NU loggle Private Name Clear r Call list Traffic Display A pending call appears in the call display When you call a party or answer a pending call the data appears in the left column of the traffic display If you call another station for switching purposes the data for this station ap pears in the right column of the traffic display the data of the held station appears in the call display
21. select and release an external trunk Using the xj button in the menu window you can cancel the input and close the window Now enter the station number and press Enter to confirm your entry The station is dialed via the released trunk Impe If your system is not configured for releasing an external trunk the release trunk button will not appear in the toolbar Reaching Parties More Effectively Clear Radio Paging PSE Not for U S Da This function is not available network wide gt Page 90 If you call an internal station and cannot reach the party at his or her work station you can call the absent party using the radio paging equipment Prerequisite radio paging must be programmed in the system Select the PSE menu item from the Edit main menu The following dialog box is displayed optiClient Attendant Eg Please enter a number Cancel ji Enter the desired party s station number for example his or her pager number and press Enter to confirm your entry The menu window appears Station number Paging v Using the v and buttons you can enter a message for example a station number for the party and page this party Using the xj button in the menu window you can cancel the input and close the window If the party paged does not respond or if the radio paging equipment shuts off after a certain period of time you can cancel the
22. the speaker on the system telephone and thus the ringer signal on the tele phone receiving an incoming call When the ringer signal on the telephone is deactivated the telephone signals the call only visually although you can have it signaled audibly using wave files to activate wave files gt Page 94 and gt Page 103 optiClient Attendant can be configured so that the ringer signal for incom ing calls is automatically deactivated when optiClient Attendant starts up gt Page 91 The Mute on off message then appears in the menu win dow and the icon appears in the status bar gj Deactivating the Ringer Signal Select the menu item Ringing on off from the Edit main window The ringer signal is deactivated at the telephone and the qj icon appears in the status bar Deactivating the Ringer Signal Select the menu item Ringing on off from the Edit main window Left click the icon in the status bar The ringer signal is activated on the telephone and the gj icon disappears from the status bar Making and Answering Calls s Setting the Volume You can change the volume of the handset speaker in other words you can select the volume at which you would like to hear the other party Prerequisite You are making a call Click the volume button in the toolbar The menu window is displayed Volume 5 in vid You can use the and I buttons to set the volume at which you would like t
23. the caller while entering the text Confirm the input The other party is placed on hold and cannot listen in The held call is indi cated in the call list Click the Clear button You are now available to answer other calls You can also place more than one external call on hold Activating a Held Call Prerequisite You are not engaged in a call Using the left mouse button double click the line in the call list which con tains the held call you wish to take You are reconnected to the held party 51 Consultation Transfer Conference Toggle or Clear 52 T Toggle The toggle function allows you to alternate between two calls The station currently waiting cannot overhear your conversation Prerequisite You are currently conducting a call and another party is wait ing for example on consultation hold Click the Toggle button to change to the waiting party Press the F6 button this must be configured Page 102 You change to the waiting party pe You cannot activate the toggle function if you used the Hold button to place one of the two parties on hold Interconnecting Two Parties Click the Clear button to interconnect the two stations Set up conference You can set up a three party conference between yourself and the other two parties by clicking the Set up conference button Page 53 Consultation Transfer Conference Conference You can add another party to an existi
24. you are looking for enter a more specific search word 84 Telephone Book Function with Outlook Contacts Searching on the Basis of Other Station Data You can also base a search on other data such as a company name city or postal code The example below uses a company name A search by city or postal code is conducted in a similar manner Click the Outlook button The following popup menu appears Name Company City Postal code Select the desired property from the menu which will be used in the search for example Company The following dialog box is displayed optiClient Attendant x Search Company Cancel ji Enter the company desired and click OK to confirm your entry If the company is stored in Contacts in Microsoft Outlook the Outlook search list window opens with a list of the parties employed by this com pany The first party is highlighted Updating Telephone Book Data To enter new data or modify existing station data in the Microsoft Outlook Contacts folder please refer to the Microsoft Outlook documentation 85 Search the Telephone Book 86 Search the Telephone Book This function searches for names and phone numbers in the telephone book D This function must be supported by your communications platform Please ask your service personnel to activate this function Click the Telephone Book button Select the
25. 002 eee eee 31 Answering a Second Call Call Waiting lisse 31 Activating Deactivating the Call Waiting Tone 32 Picking Up Calls ic 25 324 eden ehe cane ec e Rp ate era AA Reed 33 Activating Deactivating the Ringer Signal 34 Setting the Volume naana nanan ee 35 Activating Deactivating the Microphone Mute 35 Actuating the Entrance Telephone Connection Door Opener 36 Terminating a Call 37 Making GANSi cis deir ud id a Ed pice dd de 38 Making External Calls liiis 38 Personal Calls 3 3 a Ea EAE MR a awe aa oe eee ee 39 Turning DTMF Suffix Dialing On and Off 40 Making Internal Calls icis 40 Making Calls With Repertory Dial Keys 005 40 Making Calls With the Busy Lamp Field 41 Idle State scout Rb et one eae ed 41 SWItCHING State sias sucer Pah ordained a ees p we es 41 Making Calls With Redial liliis 42 Making Calls with the Electronic Telephone Book 43 Making Calls From Contacts in Microsoft Outlook 44 Consultation Transfer Conference 45 Transferring Calls utu edem edd aici ee ede 45 Screened Transfer ao esca a siaa a acest weds RUP ER E PARERE 46 Unscreened Transfer 47 Speed Iransfer xao uh ada veda dso Sane we ae 48 Transfer after parking placing on
26. 2 Improved program interface for example toolbar regrouping integrat ing the display in the main window Convenient Call Number Search The optiClient Attendant enables you to access different data sources for the station number search depending on your configuration Searching in the Electronic Telephone book ETB Page 77 Searching in the Microsoft Outlook contacts if Microsoft Outlook is in stalled gt Page 83 Searching in the telephone book gt Page 86 Searching in the telephone book on CD ROM if the CD ROM is avail able gt Page 87 Searching per LDAP server if LDAP server is available gt Page 88 If a desired function is not available please contact the relevant service personnel 11 Basic Operating Instructions 12 Target Group for this Manual This manual is intended both for personnel working with the Hicom optiClient Attendant attendant console who are familiar with the Windows user interface and for System Support service personnel who configure and oversee the optiClient Attendant attendant console The manual contains all the information you will need to operate and con figure the optiClient Attendant attendant console e To make important information easy to find the first section of this manual deals with Operating the optiClient Attendant Page 13 The second section describes Configuring the optiClient Attendant and operating the Configuration Manager gt Page 91 e fyouruninto a
27. 7 Troubleshooting Using the Trace Button Service Personnel Only 108 Existing Outlook Contacts are not displayed as a SearchTesul segra Gay gd bebe REDE RE Eon anale Bios 108 Index o ud hes eae ee MEUM eee ee 109 Keyboard Commands Important Keyboard Commands 113 Basic Operating Instructions Basic Operating Instructions User Interface of optiClient Attendant optiClient Attendant main window LTEM x File Edit Window Language a gt ros X O wl m ow ge 9 O bam Hold Name Station number T 6 EB 3 E q Busy lamp field s display optional Office Menu Window may be activated MI 1SDEC 01 gt C228 E 0807 x t t s Basic Operating Instructions How To Use These Operating Instructions You will find a graphic representation of the steps in logical se quence on the left side Below is an explanation of the symbols Click the right mouse button once Hold down the left mouse button and move the mouse click and drag Click the left mouse button twice Click the left mouse button once Enter letters or numbers from the PC keyboard for example user names or station numbers Select an option from the menu bar a pop up menu or a tab in a program window Press Return to accept input from the keyboard or confirm a program call Click the button with the l
28. Click the override button in the toolbar You can speak to both parties Press the F8 button this must be configured Page 102 You can speak to both parties Click the Clear button to leave the call The other parties remain intercon nected Overriding Do Not Disturb um This function is not available network wide gt Page 90 Prerequisite You are authorized to override do not disturb can be config ured by relevant service personnel You urgently need to reach an internal station that has activated do not dis turb Dial the internal station number You hear a busy signal After a brief wait the system automatically overrides do not disturb You hear a ring tone and the destination telephone starts ringing 55 Consultation Transfer Conference 56 o Station Number Display Suppression You can prevent the attendant console s station number or name for example Switchboard from appearing on the called party s display not for internal calls You must activate this display suppression before dialing it then remains activated until you cancel it Activating Display Suppression Select Privacy on off from the Edit main menu or click the Privacy on off button The 123 icon appears in the status bar If you now call external party neither the station number nor the name of the attendant console will appear on his or her display Deactivat
29. LDAP server 88 Emergency Operation s 89 Special Functions in the LAN PC Network 90 a Configuring the optiClient Attendant Entering Settings suuuuue 91 System sirere itana E eaa PR WR on Run PEE Fed Ed 91 CAISE saieski aquis Bind a dob sind Wass om dunia dade dos at di 94 Paging eiser REESE PNE Ed i RARE RA ada abe d 95 Repdial KEYS spe poete eee e t x oe eet Rad 96 Night Destinations aod cmd ee Rede c xu Pec Rada 97 Saving Settings sss ce eee Race nor eee ew CRDI hc RC RR RR IRE e e 98 Configuration Manager 99 Starting Configuration Manager isses 99 Entering Settings lille 100 Telephone Book iissssssslselllsls sees 100 Busy Lamp Field uuu ooa t tetas Suda e dC Peucede 101 Function Keys suum Re REP RR Ed ede RS 102 Incoming and Outgoing Calls iilis eese 103 Connection via IP scies e a brita Eae bp a DT pp 104 Connection for Braille Console 000000000 104 StAuSticS vs Sos s veas be bed a taney bete Net Nue 105 Saving Settings liliis 106 Error Correction in optiClient Attendant 107 The optiClient Attendant does not start correctly 107 The optiClient Attendant is no longer responding 107 Please wait is permanently displayed on the status bar 00 107 The busy lamp field is malfunctioning s saaana aeaaea 10
30. PC attendant console restart the optiClient Attendant program Page 13 89 Special Functions in the LAN PC Network 90 Special Functions in the LAN PC Network f your optiClient Attendant is operating in an IP network from HiPath AllServe 3000 5000 RSM systems multiple communications plat orms are interconnected via a LAN Local Area Network e g proprietary PC network Your telephone calls are conducted via the LAN Busy Lamp Field tis not possible to set station names and numbers network wide Station names and numbers outside the local number plan must be entered man ually gt Page 25 Additional Special Features The following functions are not available network wide Door Opener gt Page 36 Overriding Calls gt Page 55 Overriding Do Not Disturb gt Page 55 Paging gt Page 59 Speaker Call gt Page 60 Transferring an External Trunk gt Page 65 Releasing an External Trunk gt Page 66 Radio Paging PSE Not for U S gt Page 67 Night Answer gt Page 69 Call Box gt Page 73 Entering Settings Entering Settings The settings that can be activated in the optiClient Attendant Settings window are described in this section For further settings see Page 99 Imp Whenever a change is detected in the system configuration after start of the optiClient Attendant or during its operation the optiClient Attendant is automatically updated This procedure is in dicated in the status bar by
31. al entries to those highlighted or delete individual entries from your selection BLF A 11 LL Highlighted entries 16 20 r List window Click a highlighted list entry holding down the mouse button drag the en try to the specific BLF status key after which you want to transfer the se lected entries a icon appears at the mouse cursor Entering Settings The highlighted entries are transferred to the BLF once you release the mouse button 4 Transferred entries Number redial only for external numbers This option allows you to restrict the number redial list to external calls Deactivate night answer at start If you select this option night answer is automatically deactivated if it was previously activated when the optiClient Attendant is started Activate silent call at start If you select this option the ring tone is automatically deactivated when starting optiClient Attendant only in the case of connection via USB or a control data adapter Call Detail File This option cannot be changed in optiClient Attendant displays whether all chargeable calls with their values are to be saved in a call detail file Contact your service personnel to set up this function The call detail file is stored in the installation directory of optiClient Attendant 93 Entering Settings Calls In the other text boxes under this tab specify the paths to the wave files
32. and switching systems Select Tone dialing from the Edit menu or click the Tone dialing but ton A window for entering the DTMF digit sequence appears Enter the digit sequence and click the OK button Making Internal Calls Enter the number of the internal station and press Enter to confirm You can also dial the station from Outlook Contacts Page 83 the busy lamp field Page 41 or the repertory dial keys Page 40 pe You can program the system so that automatic line seizure is acti vated It will then be unnecessary to dial the external code when placing external calls However you will then have to click the Internal button before placing internal calls This button is displayed only if automatic line Seizure is activated Making Calls With Repertory Dial Keys Use the repertory dial keys to call a station directly If repertory dial keys have been configured in optiClient Attendant gt Page 96 the Repdial keys option appears on the menu bar Select the Repdial keys option from the menu bar to open a pull down menu with the repertory dial keys Miller 101 Jones 102 Green 110 Smith 120 Select the name of the station that you want to call The station number is dialed Impe You can also store codes for controlling voice mail systems and an swering machines on repertory dial keys Making Calls co mioa Clear Making Calls With the Busy Lamp Field Click the bus
33. ault number you can select this number from the Station number selection list provided it is entered in the ETD Page 79 Click the Dial button or confirm with Return The station number is dialed For a detailed description of this function see Page 78 43 Making Calls 44 Making Calls From Contacts in Microsoft Outlook Prerequisite the search in Outlook Contacts is enabled gt Page 100 In the Name Station number entry field of the attendant monitor enter the surname of the party you want to find and press Enter to confirm If the name is stored in Microsoft Outlook the Outlook search list window opens and the name s are listed Using the left mouse button double click the line containing the required entry The station number is dialed For a detailed description of this function see gt Page 83 Consultation Transfer Conference Consultation Transfer Conference Transferring Calls The following methods can be used to transfer an answered call to an in ternal or external station If you are unable to transfer calls to external sta tions this is because you are not authorized to do so consult your relevant service personnel Screened transfer The person you are talking to would like to consult another party Call the desired party and announce the call Unscreened transfer The person you are talking to would like to con sult another party Dial the number of the desir
34. connection type sssssseeee 91 consultation hold sssssss 50 D desktop ett eee 14 dialing with repdial keys 40 do notdisturb 2 et tec 55 door opener AIINS 36 E Electronic Directory ETD emergency operation ssie entrance telephone sss ETD adding stations sss 79 editing entry sssssssssss 81 82 searching for stations sss 78 SLAMING sini concidere tendis 77 ETD tab Additional 2 2 5 irte is 80 General aiie tee 79 explanation of symbols oo cece 10 external call sss 38 F Teatures nocere ede es 11 function keys configuring sssssssssseeeee 102 default assignment 114 H hold external calls sss 51 l internalcall seonneet 40 IP telephony orsica 90 K keyboard commands sassis 113 109 Index L LAN telephony sssi 90 LDAP SQRVEN uoces eei tins 88 activating searches sisii 100 list ot call types usse erect 19 M main WINKOW sssssssems 9 making calls external cre from Outlook Contacts 44 MACE GIA pm 40 with electronic telephone book 43 with redial s sss 42 with the busy lamp field 41 MENU Dat scan nct rec e Ros 15 menu windOW ssseee 27 message receiving sssssssssseseeneeen 64 rere 61 microphone activate deactivate
35. e night answer destination and activate deactivate various functions e Window With this menu you can call the busy lamp field the Windows note book and the search window e Repdial keys optional You can dial your party directly from this menu with these repdial keys This menu option only if you have configured repdial keys in the optiClient Attendant Find From this menu you can selectively search for the names companies cities or postal codes of any stations in the Microsoft Outlook Con tacts folder e Paging optional This menu option allows you to broadcast a speaker announcement to telephones in a specific group This menu option appears only if you have configured paging groups nd have activated them in the optiClient Attendant anguage se this option to set the language that you want optiClient Attendant o use for menus and dialog boxes windows Help Use the Help option to access the optiClient Attendant context sen sitive online help function where you will find general information on the program layout and explanations of the individual functions Use the About option to view general information about optiClient Attendant e cro e oct 15 User Interface Desktop 16 Ile lele le l e le T8 ela le 8 iElelsls Ib s Toolbar In the talk state or idle state you can call important functions from the tool bar by clicking them with the mouse In the case o
36. e its submenus Colours of BLF You can determine the colours to be used for signaling the various line sta tuses of the status keys on the BLF here gt Page 23 Colours of BLF Busy Intemal HB Busy Extemal Lu Calluser HM Station is diverted Lm Do not Disturb is active Click the key beside the status whose colour you wish to change A colour selection dialog appears You can select one of the predefined colours by clicking it or alternatively you can mix your own colour Click OK to confirm Da The availability of the Station is diverted and Do not Disturb is ac tive functions depends on your version of the communications plat form 101 Configuration Manager 102 BLF Configuration The following settings can be performed for each of the three available BLFs gt Page 23 Test for the BLF Office 180 v Number of displayed stations T Display names Iv Display BLF Enter the text that should appear in the title bar of the relevant BLF in the Text for the BLF field Specify how many status keys the BLF contains in the selection list field You can select 20 to 240 status keys number specified in multiples of 20 Up to 140 keys can be selected in Name mode Activate Display name if you want the name to appear directly on the status key Name mode The names must be available for this If you activate Display BLF the relevant BLF is visible and is automatical
37. ed party wait for the ring tone and connect the two parties without announcing the call Speed transfer The person you are talking to would like to consult an other party Dial the number of the desired party and connected the two parties without waiting for the ring tone Transfer after parking holding The external party you are talking to would like to consult another party You place the call on hold or park the call Dial the number of the wanted internal or external party an nounce the call and then connect the two parties 45 Consultation Transfer Conference or OEE or i 46 Screened Transfer Accept the call The call appears on the traffic display While engaged in the call left click the status button for the station to which you want to transfer the call The system dials the number While engaged in the call enter the number of the station you wish to reach and press Return to confirm The system dials the number you can also dial the party from Outlook Contacts gt Page 83 or using repertory dial keys gt Page 40 The two stations appear in the traffic display The first party is automatically placed on hold Wait until the destination station responds and announce the call Connect the station by clicking the Clear button As soon as the stations are connected their data is deleted from the traffic display and you are free to answer another call If the station is busy or does not ans
38. eft mouse button Press the key on the PC keyboard Note or remark up 1 A numbered list describes steps you must complete in the order given e Bulleted text indicates an enumeration Page 9Reference to a page Basic Operating Instructions Overview of Features Incoming and outgoing call display Call answering dialing transferring Toggling between two calls Three party conference Call holding and parking Redialing of the last ten numbers dialed Dialing with busy lamp field and repertory dial keys Dial via Caller list Callback and send message Call override Activate deactivate call forwarding Activate deactivate night answer Telephone book functions in the ETB using Microsoft Outlook Contacts Look up and display stations Look up and display station data Automatic provision of the station number for dialing Main Improvements and Changes Enhanced caller list gt Page 75 Statistics function for incoming calls with extensive sorting options Page 105 Dial in canonical form with Outlook Contacts gt Page 83 and LDAP searches Page 88 Internal telephone book ETD gt Page 77 can be imported from Attendant P V4 0 ask relevant service personnel for further details Simplified Configuration Manager start up Page 99 Zoom option in the busy lamp fields Page 23 Easy to operate enter delete and speed transfer functions via a popup menu in the busy lamp field Page 25 Page 26 Page 4
39. elephones are installed and in the call display list box If on the basis of the number an entry is found in the telephone directory file the corresponding name is also displayed mp If you are working with another Windows application when a call is received the system automatically changes to the optiClient Attendant Note that the system cannot change to the optiClient Attendant while a screen saver is activated In this case the call is signaled by the speaker only 29 Making and Answering Calls H fal or 30 Answering a Call Left click one of the handset buttons This accepts the first call waiting in the respective list field Click one of the arrows for the list box with the left mouse button to open the list and select the call that you wish to answer Answer the selected call Press the space bar on the keyboard This answers the first call in the queue depending on the priority The calls are prioritized as follows Recall External calls Internal calls Personal calls The answered call appears in the traffic display Smith Consult gt X UN Name Station number I gt When you answer a call it makes no difference whether the tele phone handset is on hook or off hook because the telephone s hookswitch is activated only during emergency operation Page 89 not in conjunction with optiClient 130 Making and Answering Calls 1 Clear or Hold
40. external party without the first party overhearing If you are unable to transfer calls to external stations this is because you are not authorized to do so consult your relevant service personnel Prerequisite You are making a call Enter the station number and press Enter to confirm your entry The sta tion number is dialed You can also dial the station from Outlook Contacts Page 83 the busy lamp field gt Page 41 or the repertory dial keys gt Page 40 When the station answers you can conduct a consultation call The first party is automatically placed on consultation hold meaning that he or she cannot overhear your conversation When the other party hangs up you automatically return to the party on hold Terminating Consultation Hold Click the Back button to terminate the consultation and return to the wait ing party Consultation Transfer Conference Hold or Clear Hold You can place external calls on hold whenever you want for example to call another station Page 49 Da Internal calls cannot be placed on hold They can however be placed on consultation hold Page 50 or parked Page 54 Placing External Calls on Hold Prerequisite You are currently conducting an external call Click the Hold button Press the F4 button this must be configured gt Page 102 If this is configured Page 103 you can enter any text for the party to be placed on hold You can still speak with
41. f functions which can be activated or deactivated an icon in the status bar Page 17 displays the activated function Some functions are only available in the toolbar if they are configured for your telephone B MB Pos Xo cm o a mow we 89 9 T 8 B b E g Call busy lamp field gt Page 23 Display caller list gt Page 75 Open Configuration Manager gt Page 99 Display list of most recently dialed numbers Page 42 Activate deactivate callback Page 57 Override busy station Page 55 Initiate conference Page 53 Set volume gt Page 35 Release trunk Page 66 Transfer trunk Page 65 Activate deactivate night answer Page 71 Activate deactivate call forwarding Page 68 Send message gt Page 61 Activate deactivate calling line identification restriction gt Page 56 Initiate DTMF suffix dialing tone dialing gt Page 40 Open door lock gt Page 36 Request call charges pay phone gt Page 73 Speaker call gt Page 60 Open menu window gt Page 27 Call up Electronic Telephone Book ETD gt Page 77 Display popup menu for advanced search in Outlook gt Page 85 Start telephone directory CD gt Page 87 Opening search window for LDAP server gt Page 88 Open search window for telephone book gt Page 86 User Interface Desktop Status Bar Advisory and system messages on the status bar e The current status of optiClient Attendant during the loading operation is displayed
42. fault contact options settings in Outlook To do this open Extras Options Settings Contact options in the Outlook menu and change the name sequence to Surname First name i Only the entries in the Outlook Contacts folder are used when running searches in Microsoft Outlook Sub directories are not searched Index Index A accepting a waiting call 31 answering calls s sss 29 attendant monitor s sss 18 B Braille console sss 104 brief messages sss 62 busy lamp field o n 9 14 BEEF MAME ascen e etn 102 configuring sss 102 defining colors sssuss 101 deleting a station 1 26 labelling status keys 25 making calls sss 41 moving a status key s s 26 representation sse 23 C Call detail file icis 93 call detail recording ssus 73 call display cre 18 19 CAUSE unto ooi eri 18 22 call number display suppressing ssssssssenen 56 call type list 19 call waiting on off sss 32 callback AUTOMATIC ceret RC ae 57 calls ANSWENING scie etie E dice ade 29 forwarding sss 68 picking Up e etre Od e eds 33 terminating sss 37 conference sssssssssseeenes 53 configuration Saving MESES 98 Configuration Manager s s s 99
43. he problem persists uninstall the optiClient Attendant software and then reinstall it see the CD ROM CDoptiClient Attendant booklet The optiClient Attendant is no longer responding Close any 16 bit applications that are open such as Word 6 0 Check whether the HiPath system is still operating by verifying another telephone s operation the system may have failed e Shut down your computer and switch it off and on Please wait is permanently displayed on the status bar e For optiset E telephones Check the cable to ensure that the connection between the system telephone s optiset E data control adapter and the PC has been estab lished For optiPoint telephones Check the USB cable to ensure that connection between the system telephone s USB port and the PC has been established Once the system is correctly connected the message disappears and the optiClient Attendant is again ready for operation The busy lamp field is malfunctioning e If the status button for a station is always red indicating that the sta tion is busy it may not mean that the station is constantly conducting calls but instead that the station telephone is defective or was re moved from the communication system If such is the case update the busy lamp field Page 91 and Page 92 e If the status button for a station is always yellow indicating that the station is being called and you cannot pick up the call it may mean that you are conducting
44. hold 49 Consultation Fold i4 cusa doe Re Re RR OCA ah 50 pie ec DP tebe we eed te hl E Coa an 51 Placing External Calls on Hold liliis ess 51 TOGO mirosit edite Cole doh Wives Ted bn eni ens of nie Ae SOR 52 Interconnecting Two Parties liiiiil illis 52 Set up conference llle 52 CONTEFENCE porns oreta oe ba be E ok Ee TIN eR ELE epe 53 Terminate conference 0 0 0000 eee 53 PalKiea otSiew penu RR qud we n Rake odd aed Eee ER a hang 54 Answering Parked Calls 0 0 0 0 000000 cece eee 54 Overtiditig Calls aot bbe WES neem Doe ha bs edo bok 55 Overriding Do Not Disturb 2 0 20 000 cee eee 55 Station Number Display Suppression 0 00000000 ee 56 Reaching Parties More Effectively 57 Automatic Callback eseese loi lE oA RES wots 57 Displaying and Canceling Callback Requests 58 Paging METELLI 59 speaker Call 4d r aet a aa eatin oaks M UR pa eus 60 MESSAGES i elt aee ed ans app cue eters nde oec tere dire cnt tae un e gre 61 Sending a Message iile 61 Display Delete Sent Info 0 0 0 0 0 0 00 lille 63 Receiving a Message sser celu ba Alay s tees 64 Transferring an External Trunk llis 65 Releasing an External Trunk asioi racee cunse renes eese 66 Radio Paging PSE Not for U S 2 0 0 eee 67 Forwarding Calls 68 Night ANSWOF iiio 06400003
45. inations Name Station number Miller 101 Jones 102 Green 110 Smith 120 OK Cancel musaan n the text boxes enter the names and station numbers of the stations de EENENN sired Click OK to confirm your entries Click the Back button to return to the attendant monitor You can now reach your parties directly via the repdial keys From the menu bar activate the Repdial keys menu gt Page 40 to access the pull down menu with the repdial keys Miller 101 Jones 102 Green 110 Smith 120 D The Repdial keys option appears in the menu bar only if you have configured repertory dial keys in the Settings window gt Page 96 74 Use Caller List Close Use Caller List The caller list displays all incoming calls answered and unanswered in a chronologically sorted list You can use this list to conveniently return calls and delete entries from the list Click the Caller list button It opens the Caller list window NES Scroll bar 13 56 59 356 13 57 10 004989882325 25 Date of call 14 7645872 Time of call Caller station number Imp The list window can only be displayed if entries are found in the list The list is sorted in chronological ascending order for example the most recent calls are located at the end of the list If the entries do not fit in the list window a scroll bar appears to view the complete list Click on the Close button to clo
46. included in the software package for ringer signaling on the PC You can also assign individual Wave files with the key and play them back with the speaker key This must be activated for call signaling via wave files gt Page 103 Settings System Calls Paging Repdial keys Night destinations Wave file for external calls C Program Files Siemens Attendant P 6 0 wave phonedsw A Wave file for internal calls C Program Files Siemens Attendant P B 0NwW aveSphonel1 wi E Aj Wave file for private calls Jo 94 Entering Settings Paging Under the Paging tab you can configure the existing groups in the commu nication system as active announcement groups Settings epdial keys Night destinations System l Calls Existing groups Active announcement groups E E o jg OK Cancel From the Existing groups box select the groups that you want to be able to reach with a speaker announcement and transfer them to the Active an nouncement groups box Paging is now displayed as a menu option in the optiClient Attendant menu bar This menu option allows you to issue speaker announcements to the configured groups 95 Entering Settings 96 Repdial Keys Use the Repdial keys tab to program the ten station numbers or codes you use the most on repertory dial keys A sequence of codes can be used to control a voice mail system or an answering machine
47. ing Display Suppression Select Privacy on off from the Edit main menu Left click the icon in the status bar The 123 icon disappears from the status bar The next time you place an external your station number or name will ap pear on the called party s display Reaching Parties More Effectively Reaching Parties More Effectively Automatic Callback When you cannot reach specific parties you can send them callback re quests to save yourself from attempting additional calls Enter the station number and press Enter to confirm your entry The sta tion cannot be reached Click Activate callback in the toolbar The 4 icon appears in the status bar Your callback request is sent to the called station The system automatically calls back when e The called party hangs up e The called party returns and has conducted a call e The called party displays his or her messages and responds to the call back request When you answer the callback you first will hear a dial tone and then the other party will be called You can store up to ten callback requests Ip P q 57 Reaching Parties More Effectively Displaying and Canceling Callback Requests You can display and cancel callback requests that you have already issued i Click the Menu Window button ES Left click the icon in the status bar The menu window is displayed Callback 103 cancel gt v gt
48. is deleted from the busy lamp field D Deleting a station from the busy lamp field does not delete it from your system in other words you can reconfigure it at any time gt Page 25 User Interface Desktop Menu Window The Menu Window emulates the telephone display and keys 2 lines for optiset E and optiPoint 500 telephones 8 lines with optiset E memory and optiPoint 600 office Likewise some of this information is constantly dis played in the upper area of the traffic display of the attendant monitor Page 18 Calling the Menu Window The menu window dialog box automatically appears when you initiate a procedure such as sending messages You can also call the menu window manually to execute functions or pro cedures that cannot be initiated via toolbar buttons or pop up menus for a description of these functions and procedures and how to execute them refer to the user manual for your communications platform Click the Menu Window toolbar button The menu window is displayed MI 18 DEC 01 Imp To avoid incorrect menu text display some characters missing data compression should not be activated in the communications platform to deactivate ask your relevant service personnel 2 User Interface Desktop 28 ER EE E Operation The keys have the following meanings Confirm a function Scroll between functions Confirm changes corresponds to the DIAL key on the optise
49. lephone directory CD program Press Ctrl and C to place the data in temporary storage Position the cursor in the Name Station Number field in the switching ar ea Press Ctrl and V to copy the data from temporary storage to the traffic display 87 Opening search window for LDAP server Opening search window for LDAP server The search function within the LDAP server is activated with the Search window for LDAP server button in the main window of the optiClient Attendant Please note Ld e Canonical format is supported e Names are only searched for in the Surname field in Microsoft Active Directory Server The precondition is that this search function has been integrated in the optiClient Attendant To activate this search function see Page 100 Impe This search function uses functions of your PC operating system which are only available after an update under Windows 98 and Windows NT Please get in touch with your system administrator to update your operating system Emergency Operation Emergency Operation When you exit the optiClient Attendant or in the event of an application fail ure the optiClient Attendant changes over to emergency operation All the features of your telephone system are retained and you can continue to ex ecute all switching functions from your optiPoint or optiset E system tele phone not in conjunction with optiClient 130 To return to your
50. n Page 100 either the ETD Page 43 or Microsoft Outlook Contacts Page 83 depending on the Configuration Manager settings Call Processing Hold gt Back gt Park gt Toggle gt Clear gt Dialing Buttons Buttons Page 51 Page 37 Page 54 Page 52 Page 37 General gt Page 39 Private gt Page 38 Only visible in the case of automatic line seizure Intemat gt Page 40 User Interface Desktop Traffic Display Gul Wee Tae W Name or number of active 17 Company pa rty peeled Name Maver Name and or number of Station number passive party 101 The upper column of the traffic display shows the first party when you an swer or place a call same display as in an optiPoint device The passive call is displayed in the lower column of the traffic display if for example you put a party in consultation state to call a second party For internal calls the station number and if possible the station name are displayed For external calls the station number and possibly the name are displayed only in the case of a networking connection ISDN IP with CorNet N 21 User Interface Desktop Call list The call list indicates all calls which are currently on hold or parked If a text has been entered by the station user in connection with holding or parking this is also displayed For information about configuring text input in connection with holding or parking see Page 103 Trunk
51. n you switch on the PC If the program has not been configured to start up automatically you must start it manually or set up optiClient Attendant for automatic start up Automatic startup Switch on the attendant console PC As soon as your operating system loads optiClient Attendant automatically starts up and the program win dow opens Manual startup When you install the program it is added to the Programs section of the Start menu of your operating system Start up the optiClient Attendant from the Start menu The program win dow with the attendant monitor opens Configuring Automatic Startup Example Windows 2000 1 Click the Start button on the task bar and select Settings Taskbar amp Start menu and then click the Advanced tab in the next window 2 Click the Advanced button The Explorer Start menu window will open 3 In the left column open the Program files directory and locate the optiClient Attendant directory 4 Right click to copy the optiClient Attendant shortcut to the right column 5 Goto the Autostart folder in the left column and insert the optiClient Attendant shortcut into the right column using the right mouse button 6 Close Exploring On the Task Bar Properties screen click Apply then OK Exit and re start the PC 13 User Interface Desktop Menu bar User Interface Desktop The optiClient Attendant program windows are your work a
52. nder Output device used you can select the device installed on the PC which is to be used for audio playback on the PC Activate the function Use the USB phone headset if you want to con duct conversations via the USB phone headset Tick USB phone if your USB phone is a Siemens product Connection for Braille Console The following information is required for connecting a braille console Select the COM port Com 1 kd Aktive From the selection list field select the interface for the braille console Com 1 to Com 4 and check the Active checkbox if the console should be activated via the selected interface Configuration Manager Reset Statistics The statistics function contains information on all incoming calls Type of call see Call Types gt Page 19 Caller station number Name of the caller Destination station number Date of call Time of call Tp 00816122436 11 032004 12 44 59 008161714775 12 12032004 10 57 41 00816122436 12 12 032004 11 56 39 1 11 15 10 02 2004 11 13 37 1 12 15 11 02 2004 11 55 45 1 12 15 11 02 2004 12 00 16 1 12 15 11 022004 13 35 04 13 12 15 11 022004 13 49 47 1 12 15 11 022004 13 50 57 1 12 15 11 022004 13 54 54 1 12 15 13 022004 0727 04 1 12 15 13 022004 08 05 24 1 12 15 13 02 2004 10 01 16 1 20 15 16 02 2004 09 33 03 1 15 17 11 03 2004 11 58 59 1 15 17 11 03 2004 16 11 05 1 15 17 11 03 2004 16 11 33 1 15 7 12 03 2004 09 28 26 3 15 17
53. ng call to form a three party confer ence in which all three parties can speak to one another Prerequisite You are currently conducting a call and another party is wait ing for example on consultation hold Click the Initiating conference symbol command button Press the F10 button this must be configured Page 102 The message Conference is displayed in the status box for both parties The three party conference is initiated The z icon appears in the status bar Imp You can also initiate the conference after toggling several times gt Page 52 Terminate conference Left click the icon in the status bar All conference members are then disconnected and the icon disap pears from the status bar Click the Clear button to leave the conference the other two parties re main interconnected 53 Consultation Transfer Conference Park 54 or Park You can park a call that you have answered but have not forwarded The parked call can be connected to another party gt Page 49 Your optiClient Attendant can be configured so that a waiting call automat ically places the current call on hold For more information on this function please get in touch with your relevant service personnel Prerequisite You are engaged in a call Click the Park button to park the call Press the F7 button this must be configured gt Page 102 If this is configured gt Page 103 you can enter any te
54. night destination Entering a night destination manually Select Change night dest from the Edit menu The following pull down menu appears Tone dialing Change night dest Manual entry Ringing on off a Mute on off Privacy on off Camp on without tone on off Personal search 130 140 150 Select the Manual input option The following dialog box is displayed optiClient Attendant x Change night dest Cancel l Enter the night destination number and click OK to confirm To select the night service programmed in the system by the service per sonnel enter an asterisk for the night destination After you activate the night service gt Page 71 all calls are forwarded to this night destination Night Answer Activating Night Answer Click the Activate night answer icon in the toolbar Call forwarding to the night destination is activated and the 3 icon ap pears in the status bar Imp You must still answer any waiting calls in the call display Any new calls are forwarded to the night destination Deactivating Night Answer Left click the icon in the status bar Call forwarding to the night destination is deactivated and the icon dis appears from the status bar n Notebook 72 Notebook The Notebook function opens the Editor program in Windows Opening the Notebook From the Window menu select the Notebook option The Editor is displayed
55. nt is registered Page 92 e manual input Imp You can also store codes for controlling voice mail systems and an swering machines on status keys Manual Input Select the busy lamp field Right click the desired status key A popup menu with several functions opens Speed transfer Delete entry New entry Select New entry from the popup menu The following dialog box opens Office x Station number Cancel l Enter the station number and click OK to confirm your entry The following dialog box opens Office x Nae Specify the name of the station if desired Confirm with the OK button The station is now saved under this status key 25 User Interface Desktop l se 26 Moving Station Numbers In the BLE you can move station numbers from one status key to another in order to group certain station numbers for example Select the busy lamp field Press the Ctrl and Shift keys while simultaneously left or right clicking the status button that you want to move While holding down the mouse button drag the status button to the posi tion required When you release the mouse button the station will be in the new position Deleting a Station Select the busy lamp field Right click the desired status key A popup menu with several functions opens Speed transfer Delete entry New entry Select Delete entry from the popup menu The station number
56. ny problems operating the optiClient Attendant refer to the third section of this manual Error Correction in optiClient Attendant Page 107 The chapter Important Keyboard Commands provides an overview of shortcuts and function keys Page 113 Requirements You or System Support must install the attendant console hardware and optiClient Attendant software for the Microsoft Windows operating sys tem on your PC see Installation Instructions in the optiClient Attendant CD ROM booklet The PC s power management system must not be activated during optiClient Attendant To use the telephone book functions ETB with Microsoft Outlook Mi crosoft Outlook must be installed on the PC An LDAP server must be available to use the LDAP search function iE Whenever the optiClient Attendant is used with various user pro files it may be necessary to change the access rights for the con figuration files before configuring the optiClient Attendant itself If this is the case please contact your system specialist or administra tor Operating optiClient Attendant requires some elementary knowledge of PCs and Windows For hardware and software requirements please refer to the Installation Instructions in the optiClient Attendant CD ROM booklet Operating optiClient Attendant Operating optiClient Attendant You can configure your attendant console PC so that the optiClient Attendant switching program starts up automatically whe
57. o be applied Settings System Calls Paging Repdial keys Night destinations Night destination 1 Night destination 5 fo P Night destination 2 Night destination 6 136 Night destination 3 Night destination 7 fag fC Night destination 4 Night destination 8 Pe D OK Cancel In the Settings window click OK to confirm your entries When you return to the attendant monitor the message Please wait may appear in the status bar of the attendant monitor while optiClient Attendant is being updated with the new settings As soon as the update operation has been completed the message System ready is displayed The optiClient Attendant is ready for operation I Click the Back button to return to the attendant monitor without save the changes 98 Configuration Manager Configuration Manager This program can be used to activate additional settings not available under File Settings for optiClient Attendant Starting Configuration Manager Click the Configuration Manager button in the toolbar The Configuration Manager is opened Menu bar A Jonfiguration for the Attendant x b Telephone book Busy Lamp Field Colours of BLF caesus Initialise BLF 2 ontiClient Attendant Initialise BLF 3 Function Key 40 T Number of displayed stations Incoming and outgoing calls Connection via IP Connection for braille console JV Display names Statistics v Display BLF
58. o hear the other party at any of eight different levels Activating Deactivating the Microphone Mute You can temporarily deactivate the microphone on your telephone handset or headset If the microphone is deactivated you can continue listening to the other party but they can no longer hear you Prerequisite You are making a call Deactivating the Microphone Select Mute on off from the Edit main menu Press the F9 key this must be programmed gt Page 102 The microphone is deactivated Activating the Microphone Select Mute on off from the Edit main menu Press the F9 key this must be programmed gt Page 102 The microphone is activated 35 Making and Answering Calls a or 36 ae Actuating the Entrance Telephone Connection Door Opener D This function is not available network wide Page 90 If a service technician has configured one or more entrance telephones you can speak to visitors at the entrance telephone and activate the door opener from your own telephone The entrance telephones are assigned internal station numbers Speaking to Visitors via the Entrance Telephone Prerequisite Your telephone rings and the entrance telephone station number appears in your call display Take the call within 30 seconds You speak to the visitor on the entrance telephone Opening the Door You can operate the door opener while engaged in a call with the entrance teleph
59. of status keys color and mode see gt Page 101 and gt Page 102 To select a station click the status key assigned to this station Page 41 23 User Interface Desktop 24 Calling Up the Busy Lamp Field The busy lamp field opens automatically when you start optiClient Attendant depending on configuration gt Page 102 If it does not appear follow the steps below to open it Click the busy lamp field button in the toolbar Select the BLF option from the Window menu The busy lamp field max 3 configurable appears o 561 101 m 141 161 181 so se 102 122 142 162 HERBES 563 564 565 566 523 108 128 143 169 189 510 530 100 130 150 170 130 511 m 131 151 m 181 552 112 132 152 172 192 513 533 553 113 133 153 173 188 a sa s 114 174 1 5 ss vs s ss 176 EEEN 517 177 197 538 558 178 198 519 ss se 159 179 199 520 540 560 i rebel LUTTE Status key When you click one of the labeled status keys the number for this station is automatically dialed Page 41 Impe Double clicking a status key has the same effect as single clicking it User Interface Desktop at Entering a Station To assign status keys to internal stations you must label the buttons with the station numbers This is possible by e setting the numbers and names of internal stations on the system on which the optiClient Attenda
60. one or when your phone is idle Click the door lock button in the toolbar The following dialog box is displayed optiClient Attendant x Enter door number Cancel ji Enter the entrance telephone s internal station number and click OK to con firm your entry Simply click OK if the entrance telephone number appears in the window while you are talking to the entrance telephone party The door is opened Terminating a Call Clear or Back or Terminating a Call One Party Click the Clear button hanging up or the F3 button must be con figured gt Page 102 to terminate your current call Two Parties Click the Back button or press F5 this must be configured gt Page 102 to terminate your current call and change to the waiting call If you are speaking to two parties alternately toggling or simultaneously conferencing you can interconnect the two parties by clicking the Con nect button the Clear button is replaced by the Connect button optiClient Attendant returns to idle mode and you can answer other calls again 37 Making Calls 38 Making Calls Your optiClient Attendant attendant console allows you to initiate internal and external calls When placing an external outgoing call you also have the option of setting it up as a personal call Such calls are specially marked during call charge evaluation so that they can be billed separately Im
61. onfiguration Manager 99 starting the telephone directory CD 87 startup automatic sssssssssssseee 13 manual iriiri 13 statistics function oo eects 105 status bar status button defining colors Status KEY mamen are defining the number 102 PAD SUING s acetate etae aec 25 MOVNO or 26 system update aisis iiss 91 Index T telephone book CD activating searches sssi 100 OCG M NT 52 toolbar de 16 traffic display sasies 18 21 transfer after parking placing on hold 49 screened sssssssssssssseeee 46 Speed E 48 unscreened noniine 247 transferring an external trunk 65 transferring calls sssssssssse 45 U unscreened transfer ou cece eee 47 V volume SOLID oo nce ANM LI ALIE 35 WwW wave file sssssssssee 94 activating scettr eter tee 103 111 Index 112 Important Keyboard Commands Space Bar e 8 9 9 amp 9 8 B 9 Important Keyboard Commands You can initiate the most important functions of the optiClient Attendant using the keyboard Keyboard Answer calls Dial station number in General trunk group Place calls on hold Toggle between two calls Park calls Disconnect calls Dial station number in Private trunk group Return to waiting call Clear text boxes Dial station number 113
62. or activate func tions on the communication server such as entering 82 to display the caller list Settings System Calls Paging a light destinations Name Station number Miler SS mooo Poes SS pho 3JS pen po Buh 7 fie In the input fields enter either the name and station number of the station your wish to reach or the name and code for controlling a voice mail system or answering machine The Repdial keys menu option is now displayed in the optiClient Attendant menu bar This option provides you with a pull down menu from which you can call the configured stations and access the configured functions direct ly Entering Settings Night Destinations In the Night destinations tab you can enter up to 8 different internal night destinations From the Edit menu with the Change night dest menu item you can select a night destination and activate it via the Night answer button All calls are forwarded to this destination Settings System Calls Paging Repdial keys Night destinations Night destination 1 Night destination 5 fio a Night destination 2 Night destination 6 130 Night destination 3 Night destination 7 faq D Night destination 4 Night destination 8 OK Cancel 97 Entering Settings Saving Settings Once you have entered your settings in the Settings window you must save your entries in order for the changes t
63. page by clicking the Clear button 67 Forwarding Calls 68 Forwarding Calls You can forward both internal and external calls to various destinations in ternal or external telephones whether external destination is possible de pends on system configuration Activating Call Forwarding Click Activate call forwarding in the toolbar The following dialog box is displayed optiClient Attendant EI Station number Cancel ji Enter the station number of the call forwarding destination internal or ex ternal telephone and click OK to confirm your entry Call forwarding is activated and the icon appears in the status bar Deactivating Call Forwarding Left click the icon in the status bar Call forwarding is deactivated and the F icon disappears from the status bar Night Answer am a Night Answer Da This function is not available network wide Page 90 Night answer is activated when your attendant console is unattended for example after office hours External calls are forwarded to any internal night destination such as the security officer that you select The service personnel can configure whether or not the optiClient Attendant will be au thorized to activate night answer You can enter and select from among up to eight different internal night destinations Entering a Night Destination From the File menu select the Settings option to open the Settings
64. re not Searched Searching for a Station You wish to call Mr Adams However you do not know Mr Adam s station number Prerequisite the search in Outlook Contacts is enabled Page 100 Enter the first few letters of the name of the party you want to find in the traffic display in the Name Station number entry field of the attendant monitor for instance Ada and press Enter to confirm If Contacts in Mi crosoft Outlook contains the combination of initial letters entered the Outlook search list window displaying the search results is automatically opened Outlook search xi m s ST NNI 9192837465 Adam Peter Siemens 49 01 ara Adamitzki Thomas Siemens 49 87654321 Adamo Jurgen Siemens 49 9786756453 The first station name that matches the initial letters entered is highlighted Select the desired station Using the left mouse button double click the selected line 83 Telephone Book Function with Outlook Contacts or Press Enter or Right click the selected line if you wish to call a user on his her cellular phone for example instead of via the default number If several numbers were entered in the ETB for the same user a pop up menu appears Select the required number from the menu Private gt 49 089 6643746 Radio 49 311156767 The station number is dialed D When you search for a station the first 100 records located are dis played If you do not see the station
65. rea The program windows can be independently positioned on the screen Program windows include e the optiClient Attendant main window with menu bar Page 15 toolbar Page 16 the attendant monitor Page 18 and status bar Page 17 e the busy lamp fields gt Page 23 max 3 display optional and e the menu Window gt Page 27 may be activated For certain functions you can open additional windows for example ETD gt Page 77 Search the telephone book gt Page 86 Directory CD search window gt Page 87 LDAP server search window Page 88 Win dows Notebook Page 72 Toolbar BEE File Y Edit Window Language ui za Me t i 4 OD o I o 6 Bw ow d ge Me 0 6 E b E q Station number System ready Status bar MI 19 DEC 01 gt c EA E zd 65 3 aa 2 Menu window may be activated Busy lamp field s Display optional 14 User Interface Desktop Main Window Menu bar The menu bar contains a series of main menu options Clicking one of these main menu options with the left mouse button opens a correspond ing submenu pull down menu with additional menu options File This menu allows you to configure general settings for the optiClient Attendant The Exit command terminates the optiClient Attendant application Edit Use this option to activate DTMF suffixdialing during a call select th
66. s data are displayed here I If you click the Close button without saving the record the record is automatically saved and you are returned to the directory s main window Click the Close button in the main directory window to exit the ETD and return to the attendant monitor Electronic Directory ETD Editing an Entry Click the Edit button in the directory s main window to open another win dow with two different tabs on which you can modify the information for the selected party From the directory s main window select the party whose entry you would like to modify Click the Edit button Another window is displayed with two different tabs on which you can modify the party s data Directory L4 S Save record x P gt cs Return to main di TEEN sana rectory window Name Station number Adam Franz 08972212345 Company Fax number Siemens AG 08372254321 Street Private Hofmannstr 51 081234567 Postal code Radio fa 358 01727654321 City Altemative M nchen 0171234567 imi Click the save icon to save the data Close Click the Close button to return to the main directory window Page 77 The new station and its data are displayed here I If you click the Close button without saving the record the record is automatically saved and you are returned to the main directory window Click the Close button in the main directory window to e
67. se the window Return Calls Using the left mouse button double click the line containing the required entry The station number is dialed 15 Use Caller List Delete Individual Entries e Highlight some list entries by clicking and dragging ew J Add individual entries to those highlighted or delete individual entries from your selection 4 Click Delete Selected Entries in the list window The selected entries are deleted without requesting confirmation Delete Entire List X Click Delete List in the list window The entire list is deleted without requesting confirmation and the list win dow is closed 76 Electronic Directory ETD Record Generate new record Electronic Directory ETD The electronic directory provides you with a convenient means of search ing for stations and dialing the numbers You can also display detailed in formation on the stations In the default configuration a database for the ETD is loaded when the optiClient Attendant is started up Starting the ETD To start the ETD select the Directory option from the Window menu Click the directory button in the toolbar The main window of the directory is now displayed containing all the sta tions in the directory with their data Directory B Name Sullivan Jim Smith Jon I Walker Robert man Jon r Data fields Company Brown Ltd Street fi High Street City H illtown Sta
68. signaled in the call display as a recall after approxi mately forty seconds can be configured by the relevant service person nel pe Double clicking a status button has the same effect as single click ing it Making Calls With Redial The last ten station numbers dialed are automatically stored If the station you dialed is busy or unavailable you can initiate a redial the next time you call instead of having to reenter the station number Click the redial button in the toolbar to open a pull down menu with the last station numbers dialed 101 108 103 102 Select the desired station number The number is automatically dialed Impe By default optiClient Attendant saves both internal and external station numbers However you can program optiClient Attendant to store only external station numbers in the redial list gt Page 91 Making Calls Making Calls with the Electronic Telephone Book Prerequisite the search in Outlook Contacts is deactivated gt Page 100 In the Name Station number entry field of the attendant monitor enter the surname of the party you want to find in the traffic display and press Enter to confirm If the name is saved in the Electronic Telephone Book Page 77 it opens automatically displaying the matching name Open the Electronic Telephone Book and highlight an entry If you want to call a user on his her cellphone for example instead of via the def
69. t E memory optiPoint 600 of fice Scroll between lines Delete input one letter at a time from right to left Call up window to input alphanumeric characters Set telephone e g ringer volume Close the menu window Making and Answering Calls Making and Answering Calls Answering Calls The call display provides you with a convenient means of answering incom ing calls It contains pull down list boxes that display all pending external internal and personal calls You can selectively choose and answer any call List boxes External calls Internal calls Personal calls Number of waiting calls A 0891234567 38041 Peters Open list box Answer call Call Types For a complete overview of all possible call types see gt Page 19 Examples e External A call from a party outside your communications platform who has dialed the system number and operator number such as 0 or whose call was not answered by an internal party and optiClient Attendant is programmed as the intercept position Internal A call from another party to your communications platform Private A call from a party outside your communications platform who has dialed the system number and internal operator number such as 100 When you receive an incoming call you hear a signal via the telephone speaker and or the PC speaker depending on the setting and also see a display on the telephone screen only if optiPoint or optiset E t
70. the call is automatically forwarded to the station dialed If the party does not answer the transferred call within 40 seconds time can be programmed by the relevant service personnel the call appears as a recall in the call display Consultation Transfer Conference or Hold Clear TF Gj Transfer after parking placing on hold Prerequisite You have placed an external call on hold gt Page 51 or parked it gt Page 54 The held parked call is indicated in the call list Click the left mouse button on the status button of the user whom you wish to call The number is dialed During the call enter the number of the internal or external party whom you wish to call confirming your input with the Return button The num ber is dialed You can also use Outlook Contacts gt Page 83 or the rep ertory keys gt Page 40 to dial this party Announce the call to the wanted party Click the Hold button Press the F4 button this must be configured gt Page 102 Double click the left mouse button on the entry for the held parked call in the traffic display Connect the station by clicking the Clear button As soon as the stations are connected their data is deleted from the traffic display and you are free to answer another call 49 Consultation Transfer Conference 63 Back 50 Consultation Hold You are conducting a call and want to obtain information from another in ternal or
71. the ETD Directorv k i sd D wm lt Return to main di Additionai rectory window Name Station number cm Addition rT 1 al tab Street Private D n BS Postal code Radio City Alternative The window contains the two tabs General and Additional On these tabs you can enter additional data for the station General On the General tab you can enter the user s name company address and various telephone numbers When calls are made by way of the telephone directory Page 44 the number is displayed in the Station number field default setting and then dialed The four other possible numbers can then also be selected x Close Additional Name Station number Adam Franz 08372212345 Company Fax number Siemens AG 08372254321 Street Private Hofmannstr 51 081234567 Postal code Radio 81359 01727654321 City Alternative M nchen 0171234557 79 Electronic Directory ETD Additional You can use the Additional tab in order to enter further data for example the user s department or corporate rank or several lines of notes e g de tails of the company s business hours x Close General Additional 1 Addition 1 Addition 2 Addition 3 Addition 4 Addition 5 H Click the save icon to save the data Close Click the Close button to return to the main directory window gt Page 77 The new station and it
72. the message Please wait System In the System directory you can specify the connection type activate the settings for the busy lamp fields BLF and activate general settings for the attendant console System Calls Paging Repdial keys Night destinations Connect to Number redial only for external numbers Deactivate night answer at start Activate silent call at start Call detail file OK Cancel Connect to Com1 Select the PC interface for the following connection types in the selection list field e optiset control data adapter COM 2 or COM 1 USB COM 3 e optiClient 130 IP System Update Y Data relevant to optiClient Attendant such as the local call plan for exam ple are transferred from the system to the PC via the System Update key 91 Entering Settings 92 a Set BLF El The Set BLF key allows you to transfer user data from the local call plan your system s users to a busy lamp field Imp Stations from networked systems can only be entered manually gt Page 25 To move status buttons on the BLF see gt Page 26 Prerequisite A call plan was loaded using System Update gt Page 91 and at least one BLF is displayed gt Page 24 Click the Set BLF key A list window displaying the current user data opens automatically Highlight some or all of the list entries by clicking and dragging Add individu
73. tion number 0123 45789 Return to Provide station num Edit Attendant ber for dialing Record Monitor 71 Electronic Directory ETD Dial General ot E Searching for a Station You wish to call Mr Adams However you do not know Mr Adam s station number Prerequisite the search in Outlook Contacts is deactivated Page 100 Enter the first few letters of the name of the party you want to find in the Name Station number entry field of the attendant monitor for instance Ada and press Enter to confirm If the electronic directory contains the combination of initial letters entered it automatically opens the tele phone book with the matching entries The first station name in the ETD that matches the initial letters entered is highlighted Select the desired station Click the Dial button The station number is transferred to the attendant monitor Click the General button to dial the station number Press Enter to dial the stored station number Ime When you search the ETD for a station the first 100 records located are displayed If you do not see the station you are looking for enter a more specific search word Electronic Directory ETD Save record General ta Adding New Stations New entry In the directory s main window click the New entry button to open another window that has two different tabs on which you can enter a new station in
74. tory Before You Begin Lssuuue esee 2 optiClient Attendant LLusue 2 Basic Operating Instructions 9 User Interface of optiClient Attendant llli iliius 9 How To Use These Operating Instructions illii 10 Overview of Features 0 2 0 lee 11 Main Improvements and Changes eese 11 Convenient Call Number Search iliis illl iles 11 Target Group for this Manual liess 12 Requirements llllslllsslll le 12 Operating the optiClient Attendant Operating optiClient Attendant 13 User Interface Desktop 14 Main VVIDdOW rix dees tease RR LUERRETENE LEER a 15 Menmi Darasa gadis ikada on ena Leen ah a Rika Baba 15 Toolbar 2 aes rhe ac RR oak ed Geka eed eee a ee 16 Status Bal srai cuc e ce delve a wad dese de eo ped eni 17 Attendant Monitor liiis ss 18 Busy Lamp Field 0 imena a mean i na teens 23 Representation 0 0000 ee 23 Calling Up the Busy Lamp Field 0 0 24 Entering a Station illis 25 Moving Station Numbers 0 0 0 aaa 000 tee eee 26 Deleting a Stations s ath epa Ree ter peu erred deeds 26 Menu WindOW xk Ree dd toes a bevtdda aha pe e dorus 27 Making and Answering Calls 29 Answering Calls isses 29 Answering a Call 2 0 0 0 0 cee 30 Using Call Waiting Second Call 2 0 2 2 0 0 0 0
75. tract optiClient Attendant In purchasing the optiClient Attendant you have acquired an advanced PC attendant con sole for your HiPath communications platform Your PC must be connected to your communications platform to perform all switching functions from your PC Three different options are available for this depending on the implementation site e Via the optiClient 130 software installed on your PC e Via a USB cable to an optiPoint 500 or optiPoint 600 office system telephone at your communications platform e Via the control data adapter on the optiset E system telephone at your communica tions platform The optiClient Attendant software is compatible with different Windows operating sys tems so that you can conveniently transfer telephone calls and look up phone numbers in Outlook Contacts while simultaneously running other PC applications such as Microsoft Office programs The optiClient Attendant attendant console provides you with e A variety of switching and administration functions Ahigh degree of user friendliness thanks to the Clearly designed Windows based user interface Straightforward operation using a keyboard and mouse Simultaneous use of other PC applications Supports two screen solutions ask your relevant service personnel Direct switching from Microsoft Outlook Contacts and A userfriendly search option in Microsoft Outlook Contacts busy lamp field and sys tem telephone direc
76. ur system If you selected Enter other text you can enter any text Click the _ 2 button to open the text input window and enter a text As soon as you confirm the option Send in the menu the message is sent Using the xj button in the menu window you can cancel the input and close the window Reaching Parties More Effectively Display Delete Sent Info Click the Menu Window button The menu window is displayed Scroll down using the button to Sent message and confirm with EM optiClient Attendant 4 WED 31 MAR 04 Send message gt Y 4 gt The MZ Ej and gt buttons enable you to view the sent messages and the time at which they were sent and delete these messages The xj button in the menu window enables you to cancel the display and close the window 63 Reaching Parties More Effectively 64 Receiving a Message If messages are waiting for you these appear in the menu window These are signaled by the message mi icon in the status bar Impe Texts sent to groups can only be deleted by the sender Click the Menu Window button Left click the icon in the status bar The menu window is displayed Message from 101 Text v gt Using the v IWF and gt buttons you can view the messages re ceived call the sender and delete the message lf there are no further messages in the list after deletion the icon disappears from the status
77. wer click the Back button to return to the first party Consultation Transfer Conference 1 or 2 Unscreened Transfer Accept the call The call appears on the traffic display While engaged in the call left click the status button for the station to which you want to transfer the call The system dials the number While engaged in the call enter the number of the station you wish to reach and press Return to confirm The system dials the number you can also dial the party from Outlook Contacts gt Page 83 or using repertory dial keys Page 40 Both stations appear in the traffic display The first party is automatically placed on hold Wait for the ring tone and connect the station by clicking the Clear button As soon as the stations are connected their data is deleted from the traffic display and you are free to answer another call If the third party is busy or does not answer click the Back button to re turn to the first party If the third party does not answer the transferred call within 40 seconds time can be programmed by the relevant service per sonnel the call appears as a recall in the call display 47 Consultation Transfer Conference a or cy 48 2 Speed Transfer Accept the call The call appears on the traffic display While still conducting the call right click the status button for the station to which you want to transfer the call The station number is dialed and
78. win dow Select the Night destinations tab Settings System Calls Paging Repdial keys Night destinations Night destination 1 Night destination 5 fio Pe Night destination 2 Night destination 6 pm PT Night destination 3 Night destination 7 faq a Night destination 4 Night destination 8 D OK Cancel Enter the possible internal night destinations in the text boxes Click OK to confirm your entries Click the Back button to return to the attendant monitor To select a night destination click Change night dest in the Edit menu gt Page 70 and click the Night service button to activate it Page 71 69 Night Answer J 70 Selecting a Night Destination You can select which night destination from among up to eight internal night destinations will answer incoming calls To do this either select a predefined night destination gt Page 69 or enter one manually Predefined night destination Select Change night dest from the Edit menu The following pull down menu appears Tone dialing Change night dest Manual entry Ringi ff inging onjol 110 Mute on off 130 Privacy on off 140 Camp on without tone on off Personal search Select a night destination The night destination selected is identified by a check mark After you activate the night service Page 71 all calls are forwarded to this
79. xit the ETD and return to the attendant monitor 81 Electronic Directory ETD Delete Entry Click the Edit button in the main directory window to open another win dow with which you can delete the entry From the main directory window select the party whose entry you would like to delete Edit Click the Edit button Delete x B oc record i Name Station number Adam Franz 08972212345 Company Fax number Siemens AG 08972254321 Street Private Hofmannstr 51 081234567 Postal code Radio 81359 01727654321 City Alternative M nchen 0171234557 X Delete the entry with Delete Confirm your request with Yes Click the Close button in the main directory window to exit the ETD and return to the attendant monitor 82 Telephone Book Function with Outlook Contacts aA Telephone Book Function with Outlook Contacts The telephone book function provides you with a convenient means of searching for stations and dialing the numbers The Microsoft Outlook Contacts folder is used as a data source for this I Pienen note Microsoft Outlook Express is not supported e Canonical format is supported e Special features must be taken into consideration regarding the format of the contact name in Microsoft Outlook gt Page 108 e Only the entries in the Outlook Contacts folder are used when running searches in Microsoft Outlook Sub directories a
80. xt for the party to be parked You can still speak with the caller while entering the text Confirm the input The parked call is shown on the call display The optiClient Attendant auto matically parks the call in the next available park slot Each telephone system has park slots for ten calls which both you and oth er internal parties can park Answering Parked Calls Prerequisite You are not engaged in a call Using the left mouse button double click the line in the call list which con tains the parked call you wish to take You are reconnected to the held party The parked call disappears from the call display Impe If calls simply disappear from your parking list they may have been answered by other internal parties Consultation Transfer Conference N 3 o 9 Overriding Calls up This function is not available network wide gt Page 90 If an emergency arises and you must speak to a busy internal station you can break into the busy station s call and speak to the party You will then hear an alerting tone In order to prevent parties from breaking into existing calls undetected the message Override appears on the display of the telephone involved and the parties are reminded every two seconds by a dual tone that they are in an override situation Dial the internal station number You hear a busy signal As soon as you heard the ring tone you are camping on at the other station
81. y lamp field button in the toolbar The busy lamp field appears Idle State You are not in the talk state and want to place a call With the left mouse button click the status button for the station that you want to call The station number is automatically dialed Switching State You are engaged in a call and want to forward the call to a station in the busy lamp field There are three ways to do this Screened Transfer With the left mouse button click the status button for the station to which you want to transfer the call Wait until the destination station responds and announce the call Connect the station by clicking the Clear button Unscreened Transfer With the left mouse button click the status button for the station to which you want to transfer the call Wait for the ring tone Connect the station by clicking the Clear button 41 Making Calls Amia qum 42 Speed Transfer Right click the status button for the station to which you want to transfer the call A popup menu with several functions opens Speed transfer Delete entry New entry Select the menu item Speed transfer from the popup menu The call is immediately forwarded to the selected station If this station is busy the busy station is automatically camped on after approximately five seconds can be configured by the relevant service personnel If the station cannot be reached the call is

optiClient Attendant V6.0 - Voice Communications Australia

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