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Using one-X Portal for IP Office

1. Enter a subject for the call Enter account code Call Consult _ Transfer 1 2 3 4 F t Extn402 L Ivan Igor 650 ivan Pre meeting call e 00 00 13 E Using one X Portal for IP Office IP Office Platform 9 1 Page 16 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com one X Portal for IP Office The Main Page Conversation History The Conversation History gadget displays your call log which is stored by the telephone system All amp Incoming Outgoing Missed QJM Type From Time Length Calls AL Extn203 203 28 Jun 2 49 08 PM Os 2 amp amp Extn203 203 28 Jun 2 49 13 PM Os 1 amp Extn201 201 O6 Jul 3 41 49 PM 8s 1 ALI Extn402 402 O6 Jul 3 48 33 PM 3m 1 Clear Log E Directory 2 The Directory gadget shows a number of different directories The Personal directory is your own private contacts The System directory contains shared directory contacts stored by the telephone system plus the details of the other users and hunt groupsl223 on the phone system The External directory allows you to search other directories access to which has been configured by the system administrator 22 amp Personal E System de External Search All All Sales Team Add group Facies Q Enter a name amp Alfred C tavt p GD Ethe Call mobile
2. 0ceeeee 50 3 15 2 Parking a Callisia 51 Using one X Portal for IP Office IP Office Platform 9 1 Contents 3 15 3 Unparking a Call 52 3 16 Dialing Additional Digits 53 3 17 Do Not DiSturb eee eeereeeeeeeeeeenaeeeeeeeeenneeeee 54 3 17 1 Do Not Disturb Exceptions 54 3 18 Adding an Account Code 55 3 19 Viewing Hunt Group QUEUES esce 56 3 20 Twinned Call Control 58 4 Conference Calls 4 1 Conference Types ecceesceceeeeceseeeceeneeeeeneeeeeneeenenees 61 4 2 The Conference HoSt ee ecceeeeeeeeeeeeenneeeeeneeeeenees 61 4 3 Search a Conference 61 4 4 Conference Call Controls 62 4 5 Adding Another Party to a Conference 63 4 6 Muting Conference Parties 0 00 ee eeceeeeeeeeeeesneeeeeeees 64 4 7 Dropping Participants From a Conference 045 65 4 8 Parking a Conference Call 65 4 9 Holding a Conference 66 4 10 Ad Hoc Conferences 67 4 10 1 Starting an Ad Hoc Conference 67 4 10 2 Turning Held Calls into an Ad Hoc Conference nienia ao ced node aise 69 4 11 Meet Me Conferences 70 4 11 1 Joining Your Own Meet Me Conference 70 4 11 2 Joining Other Meet Me Conferences 70 4 11 3 Conference Speaker Recognition 70 4 11 4 Adding a Contact to Your Meet Me Conference eiren scene en nea nie 71 4 11 5 Start a Group Conference 0 ccceeeeeeeeees 71 4 11 6 Configuring Your Conference Bridge Details 71 4 11 7 Locking a Meet
3. Bridge 212 Sep 22 2014 From 06 00 PM To 06 30 PM 30 Minutes AR Update x Bridge 210 4 Sep 22 2014 From 08 00 PM To 09 15 PM 1 Hour 15 Minutes 2 Daily Meeting Q Bridge 212 Sep 22 2014 From 08 30 PM To 09 00 PM 30 Minutes A A conference of which you are the host a A conference to which you have been invited Da recurring conference You can use the drop down at the top to select which conferences are show e New Show scheduled conferences set to occur in the future e Historic Show scheduled conferences that occurred in the past 15 days e All Show both future and previous scheduled conferences Using one X Portal for IP Office Page 182 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Avaya IP Office Plug in for Microsoft Outlook Conference Calls 13 8 5 1 View the Conferences in Detail To view the conference details 1 Clicking on the tee tab to show your scheduled conferences 2 Click on the a icon Alternatively double click on one of your scheduled conferences 3 Click on the Conference List tab 2 Subject Bridge Details Date Time More details A Subject Bridge Details Date Time N More details Participants 2 Subject Bridge Details Date Time More details Team Meeting Bridge 212 Participant Code Sep 22 2014 From 06 00PM To 06 30PM 30 Minutes Update Br
4. e Add External gadgets 274 e Maximize a gadget 254 e Resize a Gadget 264 e Move a Gadget 264 e Default the Layout 26 e Add a custom tab 274 e Delete a custom tab 274 Make and Answer Calls e Make a call 35 Answer a call 39 Pick up a call 404 e Unanswered calls 40 End a call 4A Mute a call 4 e Hold calls 43 Switch between calls 455 Record a call 46 e Transfer calls 474 Park calls 5 Send DTMF tones 534 e Instant message other users Chat Select Do Not Disturb 54 Use Agent controls 56 12 e Enable Mobile Twinning 58 Start and Manage Conference Calls e Set up a conference 674 e Add another party to a conference e Recognize the Conference speaker 634 705 e Turn held calls into a conference call 69 e Hold a conference call 66 e Mute conference parties 644 Drop a participant in a conference e Join a Personal Meet Me conference e Lock a Meet Me conference 7 655 705 e Use Conference call controls 624 e Park a conference call 655 e Configure the Conference Bridge number 71 Schedule Conference Calls e View my conference calendar 75 e Delete a scheduled conference 824 e Join a conferencel 8th e Schedule a new conference 774 e Sorting the conferences 805 e Join a web collaboration session 81 e Edit conference details 824 e Show hide previous conferences 804 e Start your own conferencel 81 e Viewing your conferenc
5. e Control your telephone and telephone calls e View details of calls and directories of contacts e Configure settings that affect how your calls are treated by the telephone system e Conference calls e Manage your voicemail messages gt Office ame gt Portal for IP Office fa Rajie 301 Available Help Logout Version 9 0 0 0 build 314 AVAYA Main figu Add tab Fm JS Gi directory da lt amp Personal 2B System amp y External Q Search All Enter a name or number E More ETAT 1 2 3 4 Q Enter a name or numbe fZ2AB oe amp Raje Messages New 0 ga I4 4 Page i of 1 gt PI Displaying 1 to 1of1 amp Phone Q Enter a name or numbe C Conversation History o State From Time v Length All Calis amp Incoming af Outgoing Missed A mM You have no messages Type Name Time v Length Calls KEA e Peo 2013 Jun 25 01 25 26 0s 5 AeA Raie 301 2013 Jun 25 01 23 04 0s 8 B Baie 301 2013 May 14 04 27 19 Os G H g ome F ae Applications CA l Appearance Gadgets This documentation covers the use of one X Portal for IP Office Release 9 1 Using one X Portal for IP Office Page 9 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 1 1 How Do l e Login 1444 Logout 154 Change the one X Portal for IP Office Layout e Select a Skin 245 e Change the Column Widths 244 e Show Hide a Gadget 25
6. Enter name or number fs Less Enter a subject for the call Enter account code 1 2 3 4 x t Extn402 Ivan Igor 650 IC Pre meeting call 00 00 13 th o Make and Answer Calls Make a call 35 Answer a call 395 Pick up a call 405 Unanswered calls 404 End a call 41 Mute a call 424 Hold calls 43 Switch between calls 45 gt Record a call 4 4 Transfer calls 474 Park calls 514 Send DTMF tones 534 Instant message other users Chat Select Do Not Disturb 544 Use Agent controls 56 124 Enable Mobile Twinning 584 Using one X Portal for IP Office Page 30 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Making and Answering Calls 3 1 Call Details The lower part of the calls gadget displays call details t Extn402 van x Ivan Igor 650 Pre meeting call 00 00 13 a Call Tabs The call tabs on the right show a tab for the current connected call and one for each held and or alerting call Each tab has a call status icon 344 its call and the caller s number or associated name e You can click on the tabs to select which call s details are shown in the center panel without affecting the currently connected call e When a new calls arrives its tab is automatically selected in order to show the new calls details Similarly when you make a new call its tab is automatically selected Ca
7. e i Saved message Setting a message as saved stops it being automatically deleted after a period of time o Peer Priority message This icon is added the message icon to indicate that e ia Private message the caller has set the message as a priority message This icon is added to the message icons above to indicate that the caller has set the messages as a private message Private messages cannot be forwarded to Using one X Portal for IP Office IP Office Platform 9 1 another voicemail mailbox Page 118 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Voicemail Call Someone Who Left a Message 8 3 Call Someone Who Left a Message You can make a return call to someone who has left you a voicemail message 1 Using the Messages gadget on the Main tab locate the message from the person that you want to callback Messages 2 new ws Phone fe Enter name or number State From Time Length jd 301 301 15 Mar 12 15pm Os M4 311 05 Feb 02 41pm 13s a 311 05 Feb 02 23pm 8s a 311 22 Jan 12 30pm 8s a 31 21 Jan 07 10pm iis 2 Click on the name or number details of the caller to make a return call e The progress of the call is displayed on a tab in the E Calls gadget 8 4 Switching Between Phone and PC Playback You can have the m Messages gadget playback your messages to your phone or to your computer The setting used is part of your currently active profiles 10
8. GMT 6 Central Time US amp Canada I lt a Add Cancel Ki Replace Delete Hovering your cursor over the name of a time zone displays icons for replacing or deleting that time zone Using one X Portal for IP Office Page 141 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 11 7 Language support one X Portal for IP Office supports the languages shown below You can select the language you want to use while logging in 144 The language that you set is applicable only to the one X Portal for IP Office This setting does not affect the language of other websites that you access using the browser e Brazilian e English US e Italian e Russian e Chinese e English UK e Japanese e Spanish Latin e Czech e French e Korean e Swedish e Dutch e German e Polish e Turkish 11 8 Changing Your Conference Bridge Numbers Meet me conferences that you start use your personal bridge number Currently this is fixed to match your extension number To configure your conference bridge settings 1 In the Configure tab select Telephony 2 In the Bridge Configuration section set the meet me conference bridge details that you want to use e Bridge Number This is your personal conference bridge number for meet me conferences By default the system sets this to match your extension number Consult your system administrator as only a certain range of values may be supporte
9. AVAYA IP Office Platform 9 1 Using one X Portal for IP Office 15 601131 Issue 11k 21 October 2015 2015 AVAYA All Rights Reserved Notice While reasonable efforts have been made to ensure that the information in this document is complete and accurate at the time of printing Avaya assumes no liability for any errors Avaya reserves the right to make changes and corrections to the information in this document without the obligation to notify any person or organization of such changes Documentation disclaimer Documentation means information published by Avaya in varying mediums which may include product information operating instructions and performance specifications that Avaya may generally make available to users of its products and Hosted Services Documentation does not include marketing materials Avaya shall not be responsible for any modifications additions or deletions to the original published version of documentation unless such modifications additions or deletions were performed by Avaya End User agrees to indemnify and hold harmless Avaya Avaya s agents servants and employees against all claims lawsuits demands and judgments arising out of or in connection with subsequent modifications additions or deletions to this documentation to the extent made by End User Link disclaimer Avaya is not responsible for the contents or reliability of any linked websites referenced within this site or documentation
10. Description Ad Hoc Conference 67 gt These are a simple impromptu conferences started by making or answering a normal call and then manually adding another party or parties to the call to make it into a conference The person who starts the conference by adding the other party to the call is the conference host Ad hoc conferences cannot be locked and do not indicate the loudest speaker Meet Me Conference 70 gt This is a conference that uses a conference bridge number You and other parties can join the conference by various methods setup by the system administrator However no one can hear and talk to each other ie the conference does not start until the owner of the bridge number also joins the conference Scheduled Conference 744 These are the same as meet me conferences Using the one X Portal for IP Office you can schedule future conferences 744 and send invitations to the other parties You can also view the conferences to which you have been invited Web Collaboration 72 gt A meet me conference is an audio conference call In parallel with a meet me conference the telephone system may also provide a web collaboration session where the conference parties can share documents application windows or their PC desktop 4 2 The Conference Host The conference host is able to perform special functions such as muting or dropping other conference parties The conference host is shown at the top of the call details in t
11. Missed Calls Exclamation marks in the icon indicate that you have missed calls in your call log When you hover the mouse over the icon the system displays the number of missed calls at i e A New Voicemail Messages without missed calls A small red dot indicates that you have new voicemail message When you hover the mouse over the icon the system displays the number of new messages T e A New Voicemail Messages with missed calls The indicators for missed calls and new voicemail messages can appear at the same time When you hover the mouse over the icon the system displays additional details Using one X Portal for IP Office Page 149 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 12 6 one X Call Assistant Messages When you make and receive calls the one X Call Assistant displays the call progress The system displays the name or only the number of the party at the other end of the call AVAYA omne x Call Assistant 3f Extn211 211 New incoming call AVAYA ome x Call Assistant F Extn211 211 Call answered AVAYA ome x Call Assistant Extn211 211 Outgoing call AVAYA ome x Call Assistant Xf Extn211 211 Call answered I Extn212 212 New incoming call AVAYA omne x Call Assistant 6 210 Call failed Outgoing call AVAYA ome x Call Assistant Logging in as Extn210 AVAYA ome x Call Assistant
12. Pop on Transfer and Conference Y YINID Phone DNIS Digits Show Digits Y N N Digits Label Digits UUI Account AccountNumber UUI 2 uul 3 UUI Separator UUI Data Show UUI Data Y N Y UUI Label IVR Data Show Full UUI Y N N 8 In the ScreenPop section type the following for each field the rest of the fields can be left blank Pop on Transfer and Conference Y a b ANI Phone oO Show Digits N a UUI 1 Account AccountNumber e UUI Separator that is a colon m UUI Data that is a colon g Show UUI Data Y h Show Full UUI N i UUI Label IVR Data 9 Click Save 10 Then navigate to Call Center gt SoftPhone Layouts 11 In the SoftPhone Layouts click Edit if an account already exists 12 If not click New 13 Navigate to the Screen Pop Settings section Using one X Portal for IP Office Page 215 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 14 3 1 Screen Pop settings You can configure the Screen Pop settings according to your preference In the Screen Pop Settings section for inbound call types click Edit next to each type of record matching row to specify which screens should display when the details of an inbound call match or don t match existing record s in Salesforce Screen Pop Settings Screen pops open within Existing browser window Collapse Existi
13. a Select Complete to install both one X Call Assistant and Avaya IP Office Plug in b Select Custom to install only one of the desktop clients 9 Click Next To simplify support we recommend that you accept the default destination folder Click Next 10 Click Install The system displays the progress of the installation 11 When finished a list of options is displayed Select those you want and click Finish Using one X Portal for IP Office Page 167 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 13 2 Logging In You can log in to one X Portal for IP Office using Avaya IP Office Plug in To login 1 Start your Outlook 2 In the toolbar select Add Ins and click Avaya IP Office Plug in The Login dialog box is displayed 192 168 0 214 Auto login 3 Enter your one X Portal for IP Office user name and password The menu also lets you change a password see Changing Your Password 20 4 To automatically login next time you start the plug in select Auto login You can also select to start and display the plug in automatically whenever your start Outlook see User Settings 207 5 Click Login The plug in main screen displays the list of system contacts Qe 96x1a Qe Agent3 Qs chsoth To ensure that you receive the notifications from the server you need to have administrator privileges on the PC and have selected Show Notifications 207 in the plug in user
14. e The Home profile is set to forward calls to an external number Voicemail is on but call pickup is off Create and Use Profiles e Use the Detected Profile 10 e Select an Active Profile 11 e Edit a Profile 114 e Add a New Profile 11h e Configure the Profile 1 gt Using one X Portal for IP Office Page 109 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 7 1 The Detected Profile If your settings on the telephone system do not match any of your profiles one X Portal for IP Office will show you as being set to a profile called Detected This profile will contain your current settings read from the phone system Name Description Active Detected ooo VM OFF Ringback ON Email OFF Call Pickup View Mobile Tywinned at 96775655 YM ON Ringback ON Email OFF O Office Call Pickup OFF Mobile fer aic YM ON Ringback ON Email OFF Call Pickup O Edt Home ae SF VM ON Ringback ON Email OFF Call Pickup O Edt Add a new profile definition The Detected profile can reappear even after you have selected an active profile When you select a profile to be active that profile s settings are applied to your settings on the telephone system However many of those settings can also be changed using other methods such as dialing short codes If you do that your telephone system settings no longer match your profile and so you are changed back to the Detected profi
15. 13 10 3 Gall LOG areira deeean cast Macaca eee sete 199 15 9 Forward To t2 43 svc ee e d Saba 223 13 10 4 Voice mail Options eeeeeeeeeeeeeeeeeee 200 15 10 Hot DeSK nrinn e e iii 223 13 10 5 Language support ssssesesesessre resserre reene 200 15 11 Hunt Group cccecccccccsccsseceecesessecseesascseeseecseeaeenees 223 13 10 6 Sending an instant message 00 201 1512 IP Office nni essen Aubin he n o n te 223 13 10 7 Terminal Services eects 201 15 13 Log In Log Out eeceecceeseeceeeeeeeeeeeseteeeeeeeneeeaees 224 13 10 8 Secure communications eect 201 15 14 Meet Me conference c ccccecceeeeeeeeeeeeteeeeees 224 13 11 Presence information 202 ABAD Park seunspan e aea 224 13 11 1 Setting a status message 203 15 16 Primary Phone cc ecceeceeceeeeeeceeeeeeeeeeeeneeeeeeaees 224 13 12 Pronles tien a haa ee alia 204 15 17 Scheduled Conference cccceceeeeeeeestteeeeees 224 13 12 1 The Detected Profile 204 15 18 System Administrator 0 c cccecceeceeeeeeeeeeeeteeeees 224 13 12 2 Selecting Your Profile ee 204 15 19 Small Community Network cc ceeeeeeeeteees 224 13 12 3 Editing a Profile ccc ccectseteeeeteeteeeees 204 15 20 Supervised Transfet cccccececceceeeeceeeeeteeseneeeenees 224 13 12 4 Adding a Profile eens 205 15 21 Unsupervised Transfet cccccceeeeeeeeeeeeeeeees 224 13 12 5 Call Pickup Settings ee eeeeeeneeeeeee
16. 1550 Cy Callother 402 z I4 4 Page 1 ofi gt bi Displaying 1 to 3 of 3 Messages n The Messages gadget shows you details of the messages in your voicemail mailbox You can use the gadget to playback the messages via your phone or via your browser if it supports multimedia 4 gt Wo m p Ke phone FEY Enter name or number State From Time Length gt 301 301 15 Mar 12 15pm Os Mm 311 05 Feb 02 41pm 13s ea 311 05 Feb 02 23pm 8s A 311 22 Jan 12 30pm 8s 313 21 Jan 07 10pm Lis Jl Using one X Portal for IP Office Page 17 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com world Clock ia The World Clock gadget shows you the current time in different time zones that you select It can be used in a time zones band view or a time zones clock view E a Timezones Clocks Nov 17 2010 08 40 London GMT 0 12 3 4 5 6 7 8 49 10 11 12 13 14 15 16 17 18 19 20 21 22 23 0 Eastern Time GMT 5 1 1 20 21 22 23 0 12 344 5 6 7 8 93410 11 12 13 14 15 16 17 18 19 New Delhi GMT 5 5 15 16 17 18 19 20 21 22 23 012345 ps4 Queues 5 The Queues gadget allows you to monitor the number of calls queuing to be answered for up to 5 different hunt groups You can then use the gadget to answer one of those calls if necessary Longest Waiting time 7 Serice I
17. Login failed due to invalid credentials Using one X Portal for IP Office IP Office Platform 9 1 Incoming Call e When you have a call waiting to be answered the one X Call Assistant displays the details of the caller Click Answer to answer the call When you answer a call the system if you enable screen pop up the system closes the existing one X Portal for IP Office window and opens a new one e To dial using the hot keys press the Tab key until the system highlights the answer f button Cad then press the hot key combination Ctrl Shift A Connected Call e The system displays this message when the call is connected e To place a call on hold or to retrieve a call on hold using the hot key press the Tab key until the system highlights the hold retrieve button then press the hot key combination Ctrl Shift U Outgoing Call When you make a call using your phone one X Portal for IP Office or one X Call Assistant 158 the system displays the details of the call progress You can use the Drop option to end attempt e To drop the call using hot keys press the Tab key until the system highlights the drop button then press the hot key combination Ctrl Shift D e For some types of external calls for example analog phone lines the system cannot detect the progress of the call and so displays the call as connected even though the call may still be ringing Multiple Calls The pop up allows you to handl
18. Outlook To update the details of a contact in the Outlook group 1 Click amp Update Contact 2 In the Contact Details dialog box change or update the details of the contact 3 Click Update To delete a contact from the Outlook group 1 Click X Delete Contact 2 In the Confirm dialog box click Yes to remove a contact from the list Using one X Portal for IP Office Page 195 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 13 10 Additional features The system retains the tab that you use even if you shutdown Avaya IP Office Plug in For example if you are using the Directory tab of Avaya IP Office Plug in and later when you shut down Avaya IP Office Plug in displays the Directory tab when you restart Avaya IP Office Plug in There are various features supported by the Avaya IP Office Plug in application e Click to dial 196 e Call log 19 e Contact directory 190 e Outlook contact synchronization 19A e Presence information 203 e Voice mail options 200 e Multiple language support 20 e Avatar 19 e Terminal Services 20 13 10 1 Click to dial You can make a call from Outlook using the click to dial feature In addition if you enable smart tags you can make calls from numbers in other applications When you make a call using the click to dial feature if you have outbound dialing preferences then the system applies the rules t
19. c Use secure communication If the URL you use in the browser is HTTPS set this option to Y 12 Click Save 14 2 4 Add Yourself as a User 1 D UT Re GIN Click Manage Call Center Users Click Add More Users or Remove Users In the Avaya IP Office Adapter for Salesforce Search for New Users page enter your name Click Find Select the record that is displayed Click Add to Call Center to be added to the Call Center Using one X Portal for IP Office Page 214 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Avaya IP Office Plug in for Salesforce com Installing the Software 14 3 Screen Pop functionality The screen pop for Avaya IP Office Plug in for Salesforce com displays the details for an incoming call to a Salesforce CRM Call Center On receiving the incoming call the contact details are displayed in an adjacent screen if the Automatic Number Identification ANI that is the phone number from which the caller is calling of the incoming call matches the phone number of an existing Salesforce record To configure the screen pop 1 Login to the Salesforce web page Click your Name In the drop down menu select Setup 2 3 4 In Apps Setup click Customize 5 Click Call Center gt Call Centers 6 In the All Call Centers page click Edit on the existing account 7 In the Call Center Edit page navigate to the ScreenPop section ScreenPop
20. e To add a copy of a system contact that you can then edit and add other contact details such as additional numbers and email addresses use the standard method of adding a personal directory contact If the Work Phone number matches a system user s extension number the personal contact will show the user status of that user 13 9 9 2 Adding a Caller from the Call Log To add a call to your personal contacts 1 Click on the amp icon next to the call details 2 The contact details form is shown with the details from the call log added 3 Complete the details and then click Add Using one X Portal for IP Office Page 191 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 13 9 9 3 Adding a Voicemail Caller to the Directory You can add the details of a caller who left you a voicemail message to your Personal directory m 1 Click on the Voice messages tab 2 Click the add t icon in the message details a Type the details of the contact in the Contact Details window e If the Work phone setting matches the extension number of a telephone system user the directory contact displays the user status of the user This applies even if another number is currently selected as the Primary phone e You can select the Group in which of your personal contact should appear on e You can add the gmail address of the contact After you add the addresses you can start an email or initiat
21. identified Server or an Instance of the Software Database License DL End User may install and use each copy or an Instance of the Software on one Server or on multiple Servers provided that each of the Servers on which the Software is installed communicates with no more than an Instance of the same database CPU License CP End User may install and use each copy or Instance of the Software on a number of Servers up to the number indicated in the order provided that the performance capacity of the Server s does not exceed the performance capacity specified for the Software End User may not re install or operate the Software on Server s with a larger performance capacity without Avaya s prior consent and payment of an upgrade fee Using one X Portal for IP Office Page 2 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Named User License NU You may i install and use the Software on a single Designated Processor or Server per authorized Named User defined below or ii install and use the Software on a Server so long as only authorized Named Users access and use the Software Named User means a user or device that has been expressly authorized by Avaya to access and use the Software At Avaya s sole discretion a Named User may be without limitation designated by name corporate function e g webmaster or helpdesk an e mail or voice mail account in the n
22. voicemail options 8 5 Adding a Caller to Your Personal Directory You can add the details of a caller who left you a voicemail message to your Personal directory To add a voicemail caller to your personal directory 1 Click on Main 2 View the m Messages gadget 3 Click the add icon in the message details a Type the details of the contact in the Add New Contact window e If the Work phone setting matches the extension number of a telephone system user the directory contact displays the user status 934 of the user This applies even if another number is currently selected as the Primary phone 224 e You can use the Group list to select which of your personal contacts tabs 104 the contact should appear on e You can add the gmail address and the Office Communications Server OCS address of the contact After you add the addresses you can start an email 10 amp or initiate a chat from the one X Portal for IP Office directory b When finished click Save Using one X Portal for IP Office Page 119 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 8 6 Changing Your Voicemail Code Using the Ea Messages gadget you can access your voicemail messages 118 without needing any special code as you have logged into one X Portal for IP Office using a name and password However when accessing your voicemail mailbox by other methods such as through the phone you can hav
23. 147 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 12 3 Starting one X Call Assistant By default the one X Call Assistant automatically starts when you start your computer However you can also start it manually To start one X Call Assistant manually 1 Click Start Select All Programs 2 Select IP Office and then select Avaya one X Call Assistant 3 The icon that appears in the Windows taskbar notification area indicates the status of the application e Ifthe one X Call Assistant connects correctly to the one X Portal for IP Office server its displays as a x f you have missed calls a x icon icon or if e If one X Call Assistant is not connected to one X Portal for IP Office server it displays as a x icon If the icon does not change to one of the two above after a few seconds a Right click the icon and select Settings b Select Connection Set the settings are required see Connection and click OK To run the client as an administrator To ensure that you receive the notifications from the server you need to have administrator privileges You can do this when you start the one X Call Assistant by right clicking it and selecting Run as administrator To set the client to always run as an administrator 1 Right click one X Desktop Clients and select Properties 2 In the one X Desktop Clients Properties window select Compatibility tab 3 In the Pri
24. 156 12 13 2 Make a Call from Your Call Log 156 12 13 3 Clear Your Call Log 156 12 14 one X Call Assistant settings ee eeeeeeeees 157 12 14 1 CONNECHON irinin irakask 157 12 14 2 Hot KeySonic siei iieii isien 158 12 14 3 Screen POpping eessen 159 12 14 4 LOGGING as aniria n 160 12 14 5 Dialing Rules 161 12 14 6 Announcements settings 162 12 14 7 Announcements selection 163 13 Avaya IP Office Plug in for Microsoft Outlook 13 1 Installation eee ceseeeeeeeeeeeneeeeenaeeeeeeeeeeenteeeeeas 166 13 1 1 Hardware Requirements 166 13 1 2 Software Requirement eeceeeeeeeereeee 166 13 1 3 Microsoft Outlook versions 166 13 1 4 Installing Avaya IP Office Plug in 167 13 2 Logging IN ai ernia eaae aa e 168 13 3 Avaya IP Office Plug in Display 169 13 4 QUICK OVErVICW 00 0 eee cece ee cence eeeneeeeeaeeeteeeeeeeateeeeeas 170 13 5 Hide the PIUQ IN isis eee eeseeeesneeeseneeeeeeeeeenteeeeeas 172 13 6 LOGGING OUt siiente iieii 172 Page 6 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Contents 13 7 Call FUMCHONS pnie iNe an ieai 173 14 2 Installing the Software 213 13 7 1 Making Calls 173 14 2 1 Installing the desktop client 00 e 213 13 7 2 Answering a call 175 14 2 2 Starting the desktop Client eee 213 13 7 3 Placing a call ON Mute 176 14 2 3 Integrating with Salesforce ceee 214 13 7 4 Holding or unholding a call 176 14 2
25. 2 8 Adding a custom tab eeceeccceee cece cette eeeteeeeeeeeeneeeees 27 2 9 Deleting a custom tab eee ee eset eeenneeeeeneeeeenees 27 2 10 Add External gadgets reenen 27 3 Making and Answering Calls 3 1 Call Details niinc i iiie 31 322 Call BUTTONS 32 252 5 0daste ts c2e ected eaten a e danbene tance tdveenteade 33 3 3 Call ICONS aineina nanet a agai heeds 34 3 4 M king Callisia 35 3 4 1 from the Calls Gadget eeeeeeeeeeeees 35 3 4 2 using the Dial Pad 36 3 4 3 from the Directory 37 3 4 4 from the Conversation History 37 3 4 5 from Voicemail 38 3 5 Answering a Call cei ceesneeeeereeerneeeeenneeeeeneeeenneeeee 39 3 6 Redirect an Incoming Call 40 3 7 Pickup a Call s csecsccet eg edeesdeessoededdeeteetedesteedetieedeesiteres 40 3 8 Unanswered CallS cee ceeeseeeereeeeeneeeeeneeeeeneeeenneeeen 40 3 9 Ending a Callsign atatan 41 3 10 Muting a Call ssnin 42 3 11 Holding CANS sia ea iaiiaeeeai 43 3 11 1 Holding a Callsign 43 3 11 2 Retrieving a Held Call 44 3 11 3 Ending a Held Call 44 3 12 Switching Between Calls 45 3 13 Recording a Callsenter etto 46 3 14 Transferring Calls reer 47 3 14 1 Making an Unsupervised Transfer 00 47 3 14 2 Making a Supervised Transfer 0 cee 48 3 14 3 Transfering Calls Using the Directory 49 3 15 Parking Calls eeeceesneeeeeeeeeeeeeeeeenaeeeseneeesneeeeen 50 3 15 1 Configuring Your Park Slots
26. 206 15 22 Web Collaboration ccccccccccccccsscessesessesseseseeenees 224 13 12 6 Mobility Settings ceceeeeeeeeeteeeneeees 206 15 23 XMP P c 3 28s set postion Haber Bid ete eat ee 224 13 12 7 Voicemail Settings ee eeeeeeeeeeeeeeeeeeee 206 13 13 Comfiguration ccccccssssssssssscsecssessssceccecestsessesseseeeeees 207 16 Document History 13 13 1 Connection SettingS ccccccccceeeeeeees DOT Nd v e ar aea aeeai eaS 227 13 13 2 User Settings n eenen 207 13 13 3 Logging Settings 208 13 13 4 Dialing Rules Settings 209 13 13 5 Changing Your Password 209 13 14 Troubleshooting s isiiisssiiiiiiiieissisiei isiende 210 13 14 1 Outlook Plugin Disabled eee 210 14 Avaya IP Office Plug in for Salesforce com 14 1 System Requirements 0 ccecceeceeeseceeeeeeeeeeeees 212 Using one X Portal for IP Office Page 7 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Chapter 1 one X Portal for IP Office Using one X Portal for IP Office Page 8 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com one X Portal for IP Office 1 one X Portal for IP Office one X Portal for IP Office is an application that runs on a web server connected to the IP Office telephone system 223 Using a web browser you can access the one X Portal for IP Office and use it to perform actions such as
27. 4 Add Yourself as a User 214 13 7 5 Transferring a call using Avaya IP Office 14 3 Screen Pop functionality 215 PUUGQEIN EEE te ot tua y ect A ott cna he tac ttaead as es 177 14 3 1 Screen Pop settingS c ceccscssscssesseeseeeeeseees 216 13 7 6 Ending a call sssseeeseseseeeseeeeesettenitee 177 14 3 2 Screen Popisi ieiet eons 217 13 8 Conference Call S iarna 178 444 Logging into one X Portal for IP Office 218 13 8 1 Ad hoc conference Calll cccccceeeteeseeees 178 14 5 Logging out of one X Portal for IP Office 218 13 8 2 Meet Me conference Call seseeieee 180 144 6 Making a Calllecesssidlvezhatnacencanantase taehiddneteteannitheaede 219 13 8 3 Adding Another Conference Party 181 14 6 1 Using the dial pad 111111111111111111110000020 219 13 8 4 Web Collaboration cccccccccccccseeceeeeeeeeeeeees 181 14 6 2 Searching the Contacts 0 c cccccsesese eee 219 13 8 5 Scheduled Conferences 182 14 6 3 Typing the NUMDEF csccssecssesssseccssessecesees 219 13 9 Directores inenen aa ek 186 147 Answering a Calll scsscsscsssessessesscescsstsstssssstsseseesees 220 13 9 1 Viewing Directories ssssssssissrsnirirennrsrne tens 187 14 8 Mute or unmute a Call cccccssssseessssseecsseeeeeseeesosees 220 13 9 2 Directory ICONS secs eesseeeeseeetenttee 188 14 9 Hold or unhold a Calll csssssscssssssesccssssesecssssesscessseseses 220 13 9 3 Search
28. 4 The next steps vary depending on the browser e Internet Explorer or Safari The file download menu prompts you with options to perform on the file Select Run e Google Chrome or Firefox When the browser prompts you select Save The browser downloads the installation file When the download is complete double click the downloaded file and select Run 5 The system unpacks the installer prepares to install the software Click Next 6 Select I accept the terms in the license agreement and click Next 7 To simplify support we recommend that you accept the default destination folder Click Next 8 Click Install The system displays the progress of the installation 9 When finished click Finish 14 2 2 Starting the desktop client By default the Avaya IP Office Plug in for Salesforce com automatically starts when you start your computer However you can also start it manually To start the client manually 1 Click Start Select All Programs 2 Select Startup and click on SalesforceCTI exe 3 The system displays Salesforce in the notification area Using one X Portal for IP Office Page 213 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 14 2 3 Integrating with Salesforce You need to integrate the Avaya IP Office Plug in for Salesforce com with one X Portal for IP Office to use the Salesforce SoftPhone only the first time you log in Prerequisites e User account
29. 457 extni458 s Extmas59 H I4 4 Page 1 of13 gt PI Displaying 1 to 20 of 250 a o a 4 To make a call to the contacts primary number click on the call icon If the icon is displayed you can click on this to display the contacts alternate numbers and click one of those numbers for the call e The progress of the call is displayed on a tab in the E Calls gadget Using one X Portal for IP Office Page 97 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 6 6 Transferring a Call You can transfer a call to a contact in your directory rather than having to enter the destination number yourself To transfer a call using the directory 1 Use the Li Directory gadget to locate the party to which you want to transfer the call Click on their name to display their number details _f Directory amp Personal AD System Ae External Q Search all Enter a name or number All B Al yp A s Asha Patil va Bhupendra Q Bhupendra Bhavasar amp Denish J D Via Extn1457 gt Extn 458 s Extni4s9 gt I4 4 Page 1 of 13 gt PI Displaying 1 to 20 of 250 aoao o 2 Because you already have a connected call additional options are shown when your hover the cursor over a directory contact e Use the transfer icon to do a simple unsupervised transfer 474 to the contact s primary number e Use the consult icon to start a
30. 50 However you can also select to have 60 40 or 40 60 column width ratios oO 1 Click Appearance Cd The system displays the skin styles Click on the Layouts icons to select the ratio of columns widths it represents Skins 1 SS i b q 40 60 Ratio 50 50 Ratio 60 40 Ratio Reset to Factory UI 2 Click the preferred skin style The system changes the one X Portal for IP Office interface to the preferred skin style oo mmj ma 3 Click anywhere on your one X Portal for IP Office application to exit the settings Layouts Using one X Portal for IP Office Page 24 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Changing the Layout Changing the Column Widths 2 3 Minimizing Gadgets You can minimize any of the gadgets shown on the Main tab by selecting the i icon in the top right of the gadget While minimized the gadget is reduced in size to just its title bar and an icon in the toolbar at the bottom of the one X Portal for IP Office Minimized Gadget Icons e Calls Gadget 305 ont Note that if you receive a new call while you have the calls gadget minimized it will be automatically restored in order to display the caller details e Messages Gadget 117 This icon also shows the number of unread messages in your mailbox e Conversation History Gadget 86 This icon also shows the number of missed calls in your call log cfe e Directory Gadget 9
31. 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com one X Call Assistant Call Handling 12 12 3 Holding a Call You can use the one X Call Assistant pop up to hold calls e Held callers hear music on hold if available The music heard depends on the phone system s configuration If no hold music is configured the caller will hear a double beep tone every 4 seconds e The Hold Timeout for all held calls is set by the system administrator By default it is 15 seconds but it can be changed or switched off The returning held call ignores any forwarding or do not disturb settings You cannot drop a hold reminder e If the system administrator has configured you for Busy on Held while you have any held calls the phone system will treat you as being busy to further incoming calls To hold a call 1 Click on the Hold icon The call is put on hold The pop up indicates that the call is held AVAYA omne x Call Assistant f Extn211 211 Call on hold To take a call off hold 1 Click on the C Retrieve icon next to the call details 12 12 4 Ending a Call To end a call 1 Click on the amp End icon in the call pop up 2 The pop up shows that the call has ended for a few seconds and then disappears if you have no other calls in progress AVAYA omne x Call Assistant Call with Extn212 ended Using one X Portal for IP Office Page 153 IP Office Platform 9 1 15 601131 Issue 1
32. Assistant the system displays the following options Modify Repair and Remove Select Modify to install this version over the existing one Similarly if you have a different version already installed the system prompts you to upgrade 6 Select I accept the terms in the license agreement and click Next 7 Enter the details for the connection to the one X Portal for IP Office server These will match parts of the URL that you use to connect your browser to one X Portal for IP Office e Avaya one X Portal Sever IP or Name Set this to match the part of the URL you use to browse the portal between the and characters If the are not shown start from the start of the URL to the character e Port Set this to match the digits that follow the in the URL you use to browse to the one X Portal for IP Office For example 9443 8443 or 8080 e Secure Communication Mode If the URL you use in the browser is HTTPS select this option 8 Click Next The system displays Setup Type dialog box a Select Complete to install both one X Call Assistant and Avaya IP Office Plug in b Select Custom to install only one of the desktop clients 9 Click Next To simplify support we recommend that you accept the default destination folder Click Next 10 Click Install The system displays the progress of the installation 11 When finished a list of options is displayed Select those you want and click Finish Using one X Portal for IP Office Page
33. Enable Telecommuter Number 9555126748 Make a Test Call Fi Hold the Line Enable Telecommuter Selecting this option switches the use of Telecommuter mode on and displays the current telecommute settings Number Enter the telecommute number to which you want calls to your directed This must be a number that can be dialed directly from the phone system Make a Test Call If selected when you make this profile active the telephone system will make a call to the telecommute number Note that if you log in to one X Portal for IP Office with this profile already active no test call is made Hold the Line This setting controls how you use the connection from the phone system to the telecommute number e If Not Selected In this mode the phone system only calls the telecommute number when required that is when making or receiving a call for you For example when you make a call using one X Portal for IP Office the phone system will call the telecommute number and only when answered will it connect and make a call to the number you dialed in one X Portal for IP Office You can end the call through either using one X Portal for IP Office or simply replacing the handset e In this mode it is possible for the telecommute number to also receive and make non telecommute calls You can recognize telecommute calls as they will be displayed in one X Portal for IP Office e Calls will not succeed if the phone system detects that the wrong type of
34. Google talk client Notifications to the alternate identity are in addition to notifications within one X Portal for IP Office e After defining the Alternate IM ID the Google Talk user has to add or invite mybuddy to their Google Talk friends or buddy list In the Google Talk client the user has to click the Add button and enter mybuddy lt XMPP_Domain gt for example mybuddy talk acme com and follow the prompts 3 After making the changes click Save Using one X Portal for IP Office Page 126 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Instant Messaging IM Notifications 9 6 2 Advertise your call status You can select whether the system should automatically change your IM presence status when you are on a call To configure advertising your call status 1 Click the Configure tab and select IM Presence 2 Set Advertise on Call Status to the required setting e Presence and Message When selected when you on a call your presence is changed to DND and your status shows as Busy and On the phone to other users You do not see the Busy presence status in the top left corner of the System Directory e Message Only When selected when on a call the system updates your status message to indicate you are on a call You cannot set or edit the on the phone status message e None The system does not alter your status message or presence indicator while you are on a ca
35. Group Members 964 Members Group Start a meet me conference with the group See Starting a Group Conferencel 7 Conference mybuddy Bl Open a mybuddy 13A session window Cp Start an instant message session with everyone See Instant Message Everyonel12 Using one X Portal for IP Office Page 94 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Directories Directory Icons 6 3 Searching the Directories When viewing a directory the number of contacts it contains is displayed at the bottom right of the directory gadget along with a summary of which contacts are included on the current page Each of the directories has its own search option that can be used to reduce the number of matches that you need to scroll or page through in order to find the required contact In addition the directory gadget has its own search option that will search and show results from all the directories To search the Personal and System directories 1 Begin entering the name or number required in the text box at the top left of the directory 2 The directory contacts still shown are those that match the name or number entered e When there are multiple matches you can use the 4 lt 4 Page 1 of2 gt PI page icons at the bottom left to move between pages e Alternatively add more details to the search term to improve the search matching and so reduce the number of contacts displayed To s
36. In the call log you can To view you call log 1 Click on the c Call Log tab The call log is displayed O Extn211 18 Sep 4 12 31 Extn211 18 Sep 4 08 47 ge Extn211 17 Sep 4 25 22 2 The call log is divided into sub tabs for different types of calls and each call type has a different icon e All This tab shows all the calls you have made answered and missed e Incoming This tab shows the calls you have answered e Outgoing This tab shows the calls you have made e Missed This tab shows your missed calls To clear your call log 1 Click on the Clear Log button To add a call to your personal contacts 1 Click on the icon next to the call details 2 The contact details form is shown with the details from the call log added 3 Complete the details and then click Add To make a call from the call log 1 Click on the name and number shown in the call log Using one X Portal for IP Office IP Office Platform 9 1 Page 199 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 13 10 4 Voice mail options The plug in can display and let you play your voicemail messages It does not display any voicemail messages for hunt groups The voice messages are 1 You have the option to listen delete pause forward and rewind voice messages played on the desk phone only 2 You can sort the voice messages in ascending or descending orde
37. My Conversation History e Use the Conversation History 874 e Make a call 88 e Add a number to my directory 8 amp 4 e Search instant message conversations 8 Using one X Portal for IP Office Page 86 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Conversation History 5 1 Using the Conversation History The Conversation History displays details of calls you have made received and missed You can use the call log to make a call 35 or add the caller s details to your Personal directory 88 Each call of particular type to or from a particular number only appears as a single call log record For any additional calls of the same type and number as an existing call log record the details Time and Duration shown for the existing record are updated and the Calls count is increased Description g tab shows all the records from the other sub tabs This tab shows records for calls direct to your extension number that you have answered Details of the 10 most recent callers are included J Outgoing This tab shows records for calls that you made Details of the 10 most recent callers are included This tab shows records for calls that have rung your phone but were not answered there Details of the 10 most recent calls are included e Missed Calls Calls that you do not answer but are answered by voicemail or a covering extension are not normally logged as missed c
38. OCS address of the contact After you add the addresses you can start an email 10 or initiate a chat from the one X Portal for IP Office directory b When finished click Save 6 9 Deleting a Personal Directory Contact Note that if the same contact appears on several personal tabs this action only deletes the contact from the currently displayed tab To see which tabs a personal contact appears on select Edit instead of Delete To delete a personal contact 1 Using the Li Directory gadget on the Main tab locate the name that you require in the directory 2 To filter the names shown start entering a name or number in the text box at the top of the tab As you enter a name directory contacts that do not match are hidden from the view 3 Hover the cursor over the directory contact 4 Click on the E delete icon Using one X Portal for IP Office Page 101 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 6 10 Adding A Personal Contacts Group You can add up to five groups in your personal directory in addition to the default All group Personals contact can be listed in more than one group When editing the personal contact 10 select the group in which the personal contact is listed Note You cannot add rename or delete a group named Outlook in the personal contacts group For more information see Outlook group 103 and Outlook contact synchronization 19A
39. Outlook Logging 3 Click OK Using one X Portal for IP Office Page 208 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Avaya IP Office Plug in for Microsoft Outlook Configuration 13 13 4 Dialing Rules Settings You need to configure dialing rules to route the outgoing calls The system applies the dialing rules automatically when you make a call using Avaya IP Office Plug in Description Apply Dialing Rules The system applies the dialing rules that you set The system sets the prefix for an outbound call automatically Number to dial access an outside line The digits that you need to dial to access an outside line Your country code The country code of the country Your area city code The area code or the city code of the telephone server PBX main prefix The main prefix of the PBX or the telephone server Number to dial for long distance calls The digits that you need to dial to make a long distance call Number to dial for international calls The digits that you need to dial to call an international telephone number Length of internal extensions The number of digits in an internal extension Length of national phone numbers including The number of digits that you need to dial including area or city code area city code for a call within the country For countries with multiple telephone numbers you can separate it by a comma Remove area city code when making a l
40. Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com one X Portal for IP Office Your Presence and Status 1 9 Phone Notes The phone that you are using in parallel with one X Portal for IP Office will affect some aspects of how one X Portal for IP Office operates This section provides notes on that interaction Call Log The call log shown is stored on the telephone system as part of your user settings Up to 30 records are stored with new records replacing the old ones when the limit is reached However for repeated call records to or from the same number the existing record is updated and the number of calls count included in the record is increased For incoming call by default only personal calls non hunt group to the user that were answered by the user or which went unanswered anywhere are included in the call log e Missed Calls Calls that you do not answer but are answered by voicemail or a covering extension are not normally logged as missed calls However your telephone system administrator can configure the logging of missed calls e Missed Hunt Group Calls By default only hunt group calls that you answer are logged However your telephone system administrator can configure your call log to include missed hunt group calls for selected hunt groups e Automatic Deletion Old call records are automatically deleted when the call log capacity is reached and a new call record needs t
41. Profiles The list of profiles appears 2 In the list of profiles click Edit next to the profile that you want to edit 3 Select the different settings that are available to use within your profiles 4 When you have set the profile as required click OK 5 Click Save Note When you select or edit an active profile there is a small delay while the profile settings are applied to your settings on the telephone system An orange background indicates that the profile changes have not yet been fully applied by the telephone system A green background indicates that the active profile changes have now been fully applied 7 4 Adding a Profile In addition to the three default profiles you can add four more To add a new profile 1 In the Configure tab select Profiles The list of profiles appears 2 Click Add a new profile definition 3 Enter a name for the profile 4 Select the different settings that are available to use within your profiles 5 After you have set the profile as required click on OK 6 Click Save Note You cannot delete the default profiles you can only edit them However you can edit and delete the additional profiles that you created Using one X Portal for IP Office Page 111 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 7 5 Profile Settings This section summarizes the various different settings that are part of a profile Profile Settings C
42. Server Port Set this to match the digits that follow the in the URL you use to browse to the one X Portal for IP Office For example 9443 8443 or 8080 e Use secure communication If the URL you use in the browser is HTTPS select this option When you select this option the browser pop up feature that opens one X Portal for IP Office web client will also use secure mode 4 In the Logon Information section enter the User name and Password that you use to login to one X Portal for IP Office in your browser 5 Click OK Using one X Portal for IP Office Page 157 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 12 14 2 Hot Keys You can customize a hot key combination for various functions If the hot key combination that you set for one X Call Assistant is same as the number that a function in the current application uses then the application function takes precedence over the one X Call Assistant The default hot keys are 212 211 Function Default Keys Function Default Keys Make a call Ctrl Shift C Logout Login Ctrl Shift Lb Play the last Ctrl Shift P Answer call Ctrl Shift A announcement Hold Unhold Ctrl Shift H Mute unmute Ctrl Shift M announcement Drop call Ctrl Shift Q Show active notifications Ctri Shift N Transfer call Ctrl Shift T Ctrl Shift None Ad hoc conference Ctrl Shift F Phone status Ctrl Shift S Ctrl Shift G Announce all Hot keys Ctrl Shift K Ctrl
43. This icon displays directories of names and associated telephone numbers World Clock Gadget 144 This gadget shows the current time in various selected time zones e Queues Gadget 56 This gadget is used to monitor hunt group queues of calls waiting to be answered e Calls Conference Scheduling Gadget 745 This gadget shows you the scheduled conferences to which you have been invited and allows you to schedule new conferences DERGE To minimize a gadget o 1 To minimize a gadget click on the icon in the top right of the gadget To minimize a gadget that is maximized you should first restore it by clicking the E icon To restore a gadget 1 To restore a gadget either click on its icon in the toolbar at the bottom of the screen or click the ie icon it the gadgets title bar 2 4 Maximizing a gadget You can maximize one of the gadgets on the Main tab When a gadget is maximized the other gadgets are automatically minimized 255 to the toolbar at the bottom of the one X Portal for IP Office The system only displays a maximized gadget while you are logged in If you log out when you next log in the gadget in no longer maximized To maximize a gadget 1 To maximize a gadget click the lal icon in the top right of the gadget title bar To maximize a gadget that is minimized you must first restore it Either click on its icon in the toolbar at the bottom of the screen or click the lE icon in gadget title bar To re
44. To add a personal contacts group 1 Select the Personal tab in the Li Directory gadget 2 Click the add icon Add group x Add Cancel 3 Enter a name for the new tab 4 Click Add The system displays a new tab in the Personal directory To rename a group 1 In the personal directory tab select the group 2 Click edit The system displays Edit group dialog box 3 Type the new the name in the text box 4 Click Modify To delete a group 1 In the personal directory tab select the group 2 Click D Delete 3 Click Yes to confirm that you would like to delete the group Using one X Portal for IP Office Page 102 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Directories Adding A Personal Contacts Group 6 10 1 Outlook group Though the Avaya IP Office Plug in you can upload 194 contacts from Microsoft Outlook to the one X Portal for IP Office This creates an Outlook group in the Directory gadget You can update and delete contact from the Outlook group but cannot add a new contact to the group However any changes you make are not sent to Outlook and all changes are overwritten the next time you upload contacts from Microsoft Outlook To view the imported contacts 1 In the Directory gadget click Personal gt Outlook Directory a amp Personal 23 System amp External Q Search all All Outlook Add group Gena ES Q En
45. Your Voicemail Greeting eee eeeeeeereee 8 9 Voicemail SCreening ccccceeeceeeseceeeeeeeeeeeteeeeeeees 9 Instant Messaging 9 1 Logging in using external clients 0 eee 9 2 Instant Messaging Other Users 9 3 Instant Message Everyone 9 4 Start a Call from IM eee eee ce eeeeeeeeeeeeenneeeeenaeeeeeeees 9 5 Searching Your IM Conversations 9 6 IM Notifications cece eeeeeceeeeeeeeeeeeeenneeeeeneeeeeeaes 9 6 1 Configuring your notifications eee 9 6 2 Advertise your call status 9 6 3 Advertise your calendar status cee 9 6 4 Uploading an Avatar image 9 6 5 Enabling Desktop Notifications 9 6 6 Configuring IM Presence Fedration with Google K Ll OE 10 mybuddy 10 1 Accessing MyDUY 0 eee eeneeeeenneeeeereeeeenteeeeees 10 2 mybuddy Command cecceeeceeesseeeeeneeeeenteeeeens 10 3 Notifications 0 ec iisisti 10 4 Storing NUMbETS 0cccceceeeeeeeceeeeeeeeeeaeeeeeeeeeaes 11 Configuration 11 1 Keyboard Shortcuts cc ccccecsecceeeeeseceeeeeeeeeeeaes 11 2 Park Slots nagaat Using one X Portal for IP Office IP Office Platform 9 1 11 3 Sound Configuration eeen 138 11 3 1 Proxy Server Exceptions 138 11 4 Configuring Hunt Group Queues 139 11 5 Do Not Disturb Exceptions 0 c cccececeseeeeeteeeees 140 11 6 The World Clock Gadget 141 11 7 Language SUPPOFT cccceeeeeeeeceeeeeeeseeaeeeteeeeeeaes 142 11 8 Changing
46. a save are also indicated by a in the Configure tab label Configure my one X Portal for IP Office e Change My Keyboard Shortcuts 134 fe Configure Park Slots 13A e Enable Sounds 138 e Configure IM Presence 12 e Set Do Not Disturb Exceptions 14 e Configure the World Clock 144 e Select my Language 14 e Configuring Hunt Group Queues 13 e Change Your Password 143 e Change your voicemail code 14 11 1 Keyboard Shortcuts You can use the following default keyboard short cuts within one X Portal for IP Office You can also change them if required e Answer a Call Ctr A t A e Make a Call Ctr A t C e Hold the Current Call Ctr A t H e Drop the Current Call Ctr A t D To change your keyboard shortcuts e IMPORTANT Your web browser s own keyboard shortcuts take priority over those useable with one X Portal for IP Office For example attempting to enter CtrI Q will probably cause your web browser to close Consult your web browser help for details of the keyboard shortcuts that it uses 1 In the Configure tab select Telephony 2 In the Keyboard Shortcuts section click the shortcut that you want to change 3 Press the key or key combination that you want to use as your shortcut If the key or key combination is available to be used the key string will be added 4 Click Save 11 2 Park Slots one X Portal for IP Office provides four park slot buttons You can configure th
47. administrator can configure the telephone system to delete log entries after a set period Phone Call Log If you are using a 1400 1600 9500 or 9600 Series phone with a Call Log or History button or an M Series or T Series phone by default the same call log as shown by one X Portal for IP Office is also shown on the phone You can then use and edit your call log from the phone or from one X Portal for IP Office The two will change in parallel If you are using any other type of phone that has a call log it will be a call log stored by the phone itself and so does not match the call log shown in one X Portal for IP Office For example calls made using the one X Portal for IP Office do not appear in the phone s call log and vice versa In either case the one X call log is limited to displaying 255 records Using one X Portal for IP Office Page 155 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 12 13 1 Displaying Your Call Log To display your call log 1 Right click on the ae one X Call Assistant icon and select Call Logs Alternatively press Ctrl Shift G the default hot keys 15 2 Your call log is displayed The log consists of tabs for the different types of call plus a tab for all calls The icon next to each call also indicates the call type J Incoming Calls that you answered Details of the 10 most recent callers are included I Outgoing Call
48. avaya com Index 1 1400 Series 21 86 92 98 155 187 191 1600 Series 21 86 92 98 155 187 191 9 9600 Series 21 86 92 98 155 187 191 A Account Code 35 55 Add Contacts Tab 102 194 Personal directory contact 98 191 Add to Personal Directory From CallLog 88 99 From the System Directory 99 191 From voicemail messages 100 119 192 Adding a Caller to Your Directory 88 Alarm Queue 56 139 Alerting 34 All 87 Analog 21 Answer 33 39 Queued calls 56 Shortcut 137 Appearance buttons 21 45 Application Server 157 Audio 138 Auto Hold 43 Auto login 207 Available 19 B Balloon Tips 150 Brazilian Portuguese 13 142 Bridge Number 180 207 Browser 14 Busy 19 Busy on Held 43 Button To Desk 58 To Mobile 58 Buttons 30 Cc Call 35 From the Call Log 37 From the Directory 37 From Voicemail 38 Icons 30 Record 46 Swap 45 Toggle 45 Call Assistant 145 Start 148 Call Log 16 21 86 87 155 Add to personal directory 88 99 Make a call 37 88 Call progress 35 36 37 38 88 97 119 Call recording warning 46 Call redirection settings 19 Call Waiting Indicator 19 Call Waiting On 21 45 Calls 16 Centralized call log 87 Chat with 106 124 Checking Voicemail Messages 118 Using one X Portal for IP Office IP Office Platform 9 1 Index Chrome 14 138 Clear Tab 87 Clock 16 141 Color 110 111 Complete Transfer 33 48 Conference 33 34 48 69 71 142 Meetme 180 Transfer 47 Conferencing Calls 69 Confi
49. be adjusted by the configured dialing rules 16h to ensure that it is suitable for dialing as an outgoing telephone number suitable for the telephone system To make a call 1 In the application that you are using highlight the number you want to dial 2 Press Ctrl Shift C the default hot keys 15 for this function e If the hot key combination matches one used by the application from which you are dialing then dialing is overridden If this happens e Copy the number to the clipboard using Ctrl C e Click on the desktop to remove focus from the application and then press Ctrl Shift C to dial the number stored in the clipboard 3 The one X Call Assistant dialing rules are applied to the number and then it is dialed 4 The call pop up displays the progress of the call attempt AVAYA ome x Call Assistant G amp Extn212 212 Outgoing call e To end the call attempt click on the M End call icon 12 12 2 Answering a Call To answer a Call 1 When an incoming call arrives the pop up appears showing the call details AVAYA ome x Call Assistant f Extn212 212 New incoming call 2 Click on the a Accept call icon to answer the call e To ignore the call click on the M Ignore icon For direct calls to you the call is redirected to voicemail if available for hunt group calls it rings the next available member of the group Using one X Portal for IP Office Page 152 IP Office Platform 9 1 15
50. boxes to enter the required information To hide the text boxes again click on Less Enter name or number HH Less Enter a subject for the call Enter account code e If you enter a subject it will be added to the call details If you are calling an internal user it is displayed on their phone or in their one X Portal for IP Office call display e If you enter an account code it will be included in the call log details output by the telephone system after the call For some users entry of a valid account code is required to make external calls 2 When the details are set as you require click Call If you already have another call in progress that call will be automatically put on hold 223 e The progress of the call is displayed on a tab in the es Calls gadget Using one X Portal for IP Office Page 35 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 3 4 2 using the Dial Pad You can access a number dialing pad as part of the E Calls gadget 1 Using the E Calls gadget click on the dial pad icon 3 Calls 402 iz FN Enter a subject for the x Enter account code 1 2 3 ABC DEF 1 2 4 5 6 SH JKL NO 7 8 9 PARS TUV WXYZ 0 2 Using the dial pad enter the number you want to call For external calls remember to add any external dialing prefix used by your telephone system 3 To delete the last digit entered cl
51. conference can automatically end if all internal users exit leaving only external users 3 If you are involved in more than one conference each conference has a separate tab The conference with the most recent status change is automatically brought to the front Start and Manage Conference Calls Set up a conference 674 e Add another party to a conference e Recognize the Conference speaker 635 705 Turn held calls into a conference call i i leo e Hold a conference call 66 e Mute conference parties 64 Drop a participant in a conference e Join a Personal Meet Me conference e Lock a Meet Me conferencel 7 655 705 e Use Conference call controls 624 Park a conference call 65 Configure the Conference Bridge number 714 Schedule Conference Calls e View my conference calendar 75 e Delete a scheduled conference l 8 e Join a conferencel 8 e Schedule a new conferencel 774 e Sorting the conferences 805 e Join a web collaboration session 81 e Edit conference details 824 e Show hide previous conferences 804 e Start your own conferencel 81 e Viewing your conferences 80 e Search the conferences 8 Using one X Portal for IP Office Page 60 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Conference Calls 4 1 Conference Types There a several types of conference The use of some controls and features depends on the type of conference
52. for use by all users plus the details of other users and hunt groups e External This tab allows you to search an external directory of contacts if configured by your administrator e Search All This tab is displayed when the search box at the top of the gadget has been used to search all the directories The tab displays the results of the search e Dialing by Name When making calls using the E Calls 35 gadget you can enter a name rather than a number If the name matches a contact in your Personal directory or the System directory the primary number of that contact is dialed e Name Display on Incoming Calls When receiving a call if the number of the caller matches a contact in your Personal directory or the System directory the name of the contact is displayed by your one X Portal for IP Office Use the Directories e View the Directories 9A e View the user status in the Directory e Search the Directories 95 935 e Make calls from the Directory 974 e Add a Directory Contact 98 e Transfer a call from the Directory 98 e Edit a Directory Contact 10h e Add a Contacts Group Tab 102 e Delete a Directory Contact 10h e Email a Contact 105 e Instant Message a Contact 106 Using one X Portal for IP Office Page 91 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 6 1 Viewing the Directories The one X Portal for IP Office can display seve
53. has been saved 8 8 Select Your Voicemail Greeting If your voicemail is provided by Voicemail Pro your mailbox can include up to 9 greetings that you have recorded 120 Within each of your one X Portal for IP Office profiles 10 you can use the Active Greeting setting to select which greeting should be used for your mailbox when that profile is active e This option is only supported if your system uses a lt VOICEMAILPRO gt voicemail server It is not supported if your telephone system uses embedded voicemail Using one X Portal for IP Office Page 120 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Voicemail Select Your Voicemail Greeting 8 9 Voicemail screening You can use the one X Portal for IP Office to screen calls When enabled you can choose to listen to the caller leaving a message for you in voicemail and to then either answer that call or ignore it FX Calls id Qo Enter name or number BH More 1 2 3 4 a Extn105 105 T lt 4 F 0 Hole Record 00 00 03 a a a In the example above Extn 105 has called and the call has gone to voicemail With call screening enabled the Calls gadget displays details of the call whilst the caller is recording a message The Calls gadget allows you to perform various actions on the screened call UEY Listen Clicking this option allows you to hear the caller leaving the message c Pickup Cli
54. in e Ad hoc conference call 178 e Meet Me conference call 18 13 8 1 Ad hoc conference call In an ad hoc conference a user calls the different participants and then sets the call on a conference mode The initiator of the ad hoc conference call is the conference host To start an ad hoc conference 1 With a current call connected either e Put the call on hold by clicking and make a second call When answered click CEE e If another call arrives click E to accept the call The existing call is automatically put on hold Click ccc to conference the calls together 2 The conference is started and shown in the call details tab Z a EN Ld 3 Since you started the conference you are shown as the conference host by the As the host you can drop mute and unmute any of the other participants in the conference using the icons next to their details To drop yourself from the conference 1 Click the M icon next to your name in the list of conference members You are dropped from the conference Conference Host Controls If you are the conference host you can perform a range of functions as below To drop a party from the conference 1 Click on the M icon next to the name of the conference party that you want to drop They are dropped and their icon changes to ix To end the whole conference 1 Clicking the B icon at the bottom of the conference display To mute unmute a party
55. in http www salesforce com e Avaya IP Office Adapter for Salesforce installation path e Ensure that the port number 8069 web socket is open on the one X Portal for IP Office server To integrate the Avaya IP Office Plug in for Salesforce com with one X Portal for IP Office 1 2 9 D o OTB Log in to https login salesforce com In the Links bar click lt username gt where lt username gt is your Salesforce login name Click Setup In the navigation pane click Customize listed under App Setup Click Call Center Select Call Centers If the Introducing Salesforce CRM Call Center web page appears click Continue In the All Call Centers screen click Import Browse to the path where Avaya IP Office Adapter for Salesforce is installed The default path is C Program Files x86 Avaya IP Office Avaya IP Office Plug in for Salesforce com Select the file Avaya one X Portal IPOffice Settings xml and click Import The system displays the Avaya IP Office Adapter for Salesforce screen 10 Click Edit 11 In the Server Information section set the following details a Sever IP Address Set this to match the part of the URL you use to browse the portal between the and characters If the are not shown start from the start of the URL to the character b Port Set this to match the digits that follow the in the URL you use to browse to the one X Portal for IP Office For example 9443 8443 or 8080
56. in the conference Sa 1 Click on the N or icon next to the name of the conference party that you want to mute or unmute The currently muted parties are shown by a icon To mute unmute all parties in the conference Y 1 Click on the N or icon at the bottom of the conference display The currently muted parties are shown by a icon Using one X Portal for IP Office Page 178 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Avaya IP Office Plug in for Microsoft Outlook Conference Calls Using one X Portal for IP Office Page 179 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 13 8 2 Meet Me conference call In a meet me conference all participants dial into a particular bridge number at a particular time The owner of the conference bridge number is the conference host A meet me conference call provides features similar to an ad hoc conference However the active speaker in a meet me conference is indicated or gt and the conference host can lock and unlock the conference Conference Host Controls If you are the conference host you can perform a range of functions as below To drop a party from the conference 1 Click on the M icon next to the name of the conference party that you want to drop They are dropped and their icon changes to X To end the whole conference 1 Clicking t
57. infodev avaya com 13 14 Troubleshooting 13 14 1 Outlook Plugin Disabled When starting Outlook allows a set amount of time for each third party add in to start If the add in exceeds that time it is automatically disabled The timeout is applied regardless of whether the add in is starting correctly or not When this happens Outlook displays a warning message that an add in has been disabled Click View Disabled Add ins If the problem add in is the Avaya IP Office Plug in click on Always enable this add in If you suspect this has happened but you did not follow the warning message link above you can enable the add in through the Outlook menus as follows To enable the plug in 1 In Outlook select File Options Select Add Ins The Avaya IP Office Plug in appears in the list of Inactive Application Add ins 2 Click Add in Options From the Manage drop down select Com Add ins and click Go 3 In the add in select Avaya IP Office Plug in Using one X Portal for IP Office Page 210 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Chapter 14 Avaya IP Office Plug in for Salesforce com Using one X Portal for IP Office Page 211 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 14 Avaya IP Office Plug in for Salesforce com You can integrate Salesforce to your telephony system using one X Portal for IP O
58. on the phone e You can use the one X Portal for IP Office to enter a call tag when making a call 355 or transferring a call 474 The tag is seen by you and also by the other party if they are another internal user and have a suitable phone or are also using one X Portal for IP Office e The telephone system can also add a subject to a call if configured by your system administrator e Account Code This row is only present if an account code has been associated with the call e If there is an account code associated with the call it is displayed e You can use the one X Portal for IP Office to set an account code when making a call 355 or transferring a call 474 You can also add an account code during a call see see Adding an Account Code 554 e The telephone system can automatically associate an account code with a call based on the caller s number Using one X Portal for IP Office Page 31 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com e Call Timer When you make a call the system starts the call timer When that call is answered the call timer is restarted and continues until you end or drop the call For calls on an analogue telephone line the timer does not restart when the call is answered Using one X Portal for IP Office Page 32 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Making and Ans
59. plug in and then restart your broswer To enable IM desktop notifications in Firefox 1 In the Configure tab click Notifications tab 2 Select Enable IM Desktop Notifications e Enable IM Desktop Notifications Greyed Out If the Enable IM Desktop Notifications option is greyed out it indicates that you need to install an additional plug in for your browser a Click on the link shown below the Enable IM Desktop Notifications box b Click the Enable IM Desktop Notifications checkbox c A popup appears asking if you would like to show notifications In the popup drop down change the selection option to Always show Notifications d A welcome desktop notification appears 9 6 5 3 Enabling notifications in Explorer Notifications are supported with Internet Explorer 10 and 11 With notifications enabled as below if you receive an instant message when you have the one X Portal for IP Office minimized in Explorer the system displays a notification window in the task bar It displays the avatar of the contact who has sent you the IM and when you click on the notification window the system displays one X Portal for IP Office window e Note You cannot pin one X Portal for IP Office in a secure HTTPS mode To enable IM desktop notifications in Internet Explorer 1 In the Configure tab click Notifications tab 2 Do one of the following e If you have not already pinned one X Portal for IP Office in Internet Explorer the system dis
60. system displays System Greetings Voicemail is The system receives the voicemail messages when you cannot answer calls Voicemail Ringback When you have any new voicemail messages when you next use your phone extension the voicemail server alerts you about the message Voicemail Outcalling The system displays this option only if your voicemail is provided by Voicemail Pro If you have an outcalling configured for your voicemail mailbox you can use this profile setting to switch the use of outcalling on or off Using one X Portal for IP Office Page 206 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Avaya IP Office Plug in for Microsoft Outlook Profiles 13 13 Configuration You can set the Connection 20 User 20 and Logging 20 settings for Avaya IP Office Plug in 13 13 1 Connection Settings To set the connection details for Avaya IP Office Plug in 1 In the top right corner of the plug in click Click Settings 2 In the navigation pane select Connection Z x General Settings Sane anion User Logging Application Server 192 168 0 214 Dialing Rules Po Profiles Server Port 9443 Use secure communication Y 3 In the Server Information section a Type the IP address of the one X Portal for IP Office that you would like to connect to in the Application Server field b Type the server port for one X Portal for IP Office in the Se
61. the external client is without the spaces e Password If the password is not set for one X Portal for IP Office then the password on the external client is your extension number Using one X Portal for IP Office Page 123 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 9 2 Instant Messaging Other Users one X Portal for IP Office allows you to have instant message chat sessions with other users currently using one X Portal for IP Office You can recognize them by the green 9 icon in the directory You can use an instant message session even when on a call to the same user that you are messaging If you do not want other users to be able to start chat sessions with you while you are using one X Portal for IP Office set your presence status 1 to Offline To instant message a contact 1 Locate the other one X Portal for IP Office user in your T Directory gadget Directory o amp Personal System Ae External QA Search all Enter a name or number All ad GY Asha Patil va Bhupendra Qe Bhupendra Bhavasar amp Denish Vag Extn 457 s extri458 s Extni4s9 l4 4 Page 1 of 13 gt PI Displaying 1 to 20 of 250 so a o 2 With your cursor hovering over the contact a o chat icon indicates that they are available to be chatted with Click on the chat icon to open a chat window 3 The instant message popup window will ap
62. to another call it is automatically changed to a held call 3 11 3 Ending a Held Call To end a held call 1 Using the E Calls gadget on the Main tab select the call tab for the held call It will display a icon S calls Gos Enter a subject for the call Enter account code 1 2 3 4 Extn402 X Extn402 402 00 04 29 ICs 2 Click on the drop call button on the left The held call is disconnected Using one X Portal for IP Office Page 44 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Making and Answering Calls Holding Calls 3 12 Switching Between Calls You can have several calls in progress at the same time That includes calls that are alerting you and calls that are on hold However you can only have one connected call at any time Each call is shown by a tab on the left and the icon will indicate the state of that call 344 connected held alerting etc EX Calls Enter a subject for the call Enter account code 1 2 3 4 x t Extn402 1550 00 00 14 E To view the details of any call simply click on the tab for that call Just viewing the call details does not answer or lt gt otherwise affect the call To switch to another call click on the call answer or retrieve held call button The call to which you were connected will be automatically put on hold 223 Number of Calls one X Po
63. to transfer the call 4 When the required match is selected or the number entered click o Go The system places the current call on hold whilst you consult the other party e If the other party answers and will accept the transfer click r Complete Transfer e If the other party does not answer or does not want to accept the transfer click End Then click e to take the previous call back from hold 13 7 5 2 Making an unsupervised transfer When you dial the number of the contact and transfer a call even without waiting for the call to be answered it is called as an unsupervised transfer To make an unsupervised transfer e 1 Click Gull Transfer 2 Use the form that appears to enter the name or number to which you want to transfer the call 3 When the required match is selected or the number entered click gt Go The call is transferred 13 7 6 Ending a call After a call is established between you and the contact the system displays the call details To end a call 1 To end a call click End Call Using one X Portal for IP Office Page 177 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 13 8 Conference Calls You can use the Avaya IP Office Plug in to select and call the parties that you want to include in the conference call and then start the conference There are two types of conference calls that can be initiated via the Avaya IP Office Plug
64. to your Exceptions For Personal directory contacts it will be the contact s primary phone 224 number that is added e To Remove a Number To remove a number from the list of exceptions click X next to the number 3 Click Save Note 1 Names are not stored as part of the exceptions list only the numbers The names shown in the list are mapped by the one X Portal for IP Office matching numbers in the exceptions list according to the primary phone 224 numbers of your directory contacts If the directory contact no longer matches the number in the exceptions list no name is displayed 2 one X Portal for IP Office does not currently allow the entry of the wildcards N and X where N represents any numbers and X represents any single digit For example to allow all numbers from 5551000 to 5551099 add the exception number as either 55510XX or 55510N These can be entered by your system administrator 22 Using one X Portal for IP Office Page 140 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Configuration Do Not Disturb Exceptions 11 6 The World Clock Gadget The World Clock gadget displays the time in selected time zones that you have added to the gadget You can add up to 5 time zones to your world clock The clock display can be viewed in either of two modes Time zones or Clocks selected by clicking on the appropriate tab e Timezones In this view each time zon
65. trunk is being used analog loop start or analog loop start emulation e Page calls are not redirected to the telecommute number Intercom and dial direct calls are redirected but as normal calls e If Selected In this mode once you make the profile active the phone system will make a call to the telecommute number When you answer you should leave the connection open off hook You should then use one X Portal for IP Office to make answer and control calls without replacing the handset between calls e This option should be used whenever analog loop start trunks or analog loop start emulation trunks are involved or you suspect they are involved This includes cellular phones connected to cellular gateways on analog trunks e In this mode if the continuous call is ended while there are parked or held calls whether a new call is established when using one X Portal for IP Office to unhold or unpark the calls do not always work Using one X Portal for IP Office Page 114 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Profiles Profile Settings 7 5 6 Voicemail The following profile settings can be used to alter your voicemail operation Note that some option can only be used if your voicemail server is a Voicemail Pro system they are disabled if your system uses embedded voicemail V Voicemail Active Greeting Voicemail Voicemail Ringback Voicemail Outcalling Lis
66. type of conference for example on another phone system on hold causes that conference to hear your phone system s music on hold EX Calls Enter name or number o bd Enter a subject for the call Enter account code 3 o 4 1 2 o X Conference participants aa i 00 00 31 amp me g Exin401 401 x amp Extn402 402 B Aifred 1550 s Conf 100 Extn401 S Ar To return to the conference click on amp Retrieve Using one X Portal for IP Office IP Office Platform 9 1 Page 66 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Conference Calls Holding a Conference 4 10 Ad Hoc Conferences These are a simple impromptu conferences started by making or answering a normal call and then manually adding another party or parties to the call to make it into a conference The person who starts the conference by adding the other party to the call is the conference host Ad hoc conferences cannot be locked and do not indicate the loudest speaker 4 10 1 Starting an Ad Hoc Conference You can use the one X Portal for IP Office directories to select and call the parties that you want to include in the conference and then start the conference 1 In the LJ directory gadget locate and hover over the contact you want to add to start a conference with Click on the icon This will start a call to that contact but with the calls g
67. users configured as Office Worker Teleworker or Power User profiles by the system administrator 4 12 1 Starting Your Own Web Collaboration Session You can use the one X Portal for IP Office to join your own web collaboration session Since you have already logged into the portal you are not asked to login to the web collaboration To start your own web collaboration session 1 Click on the the icon at the top of the one X Portal for IP Office screen e You can also click the icon to join your personal meet me conference if you have not already joined the audio conference 4 12 2 Join a Web Collaboration Session from the Directory You can use the directory to join another user s web collaboration session Since you have already logged into the portal you are not asked to login to the web collaboration session To join another user s web collaboration session 1 Using the E Directory gadget on the Main tab locate the name that you require in the directory 2 To filter the names shown start entering a name or number in the text box at the top of the tab As you enter a name directory contacts that do not match are hidden from the view 3 Hover your cursor over the other user s entry in the directory Directory icons 934 for the directory functions you can perform are displayed _f Directory I D amp Personal AD System Ay External Q Search all Enter a name or number All B Al t s Asha Patil v Bhupe
68. usual toolbars and buttons so more compact that normal Outlook Popping You can also set the system to pop the Outlook address book contact cards depending on the caller line identity of the caller and or the number that you dial This feature requires Outlook to be running The system supports the Outlook contact pop feature for the following platforms e Outlook Versions e Microsoft Outlook 2007 e Microsoft Outlook 2010 32 bit 64 bit e Microsoft Outlook 2013 32 bit 64 bit e Operating Systems e Windows 7 32 bit 64 bit e Windows 8 1 32 bit 64 bit To configure screen popping 1 In the notification area right click the A icon and select Settings 2 Select Screen Popping Enable the settings that you would like to set Fields Description a CA Popping eR TE screen popping when selected The options below are then used to select when popping occurs and the type of popping Pop on caller line identity Pop the one X Portal for IP Office window for incoming calls If Pop Outlook is also selected the Outlook contact card is popped if the caller ID of the caller matches an Outlook Address Book contact Pop on Outdial Pop the one X Portal for IP Office window for outgoing calls If Pop Outlook is also selected the Outlook contact card is popped if the number you dial matches an Outlook Address Book contact Pop Outlook Pop Outlook address book contacts using the settings above This feature requires Outlook
69. voicemail messages To view your call log click the Call Log icon For information about managing voicemail messages and calls see Voice mail options 20 and Avaya IP Office Plug in call functions 174 Avaya IP Office Plug In v X Avaya IP Office Plug In vx Eric Hruban Eric Hruban Q 412 Q 412 E Type a status message E Type a status message Martin 2 Q CGE Martin Voice Messages 2 Unread B Extn413 41 27 Mar 11 17 5 ft me 251 14 Mar 2 41 PI 121 Quick tasks You can customize the Avaya IP Office Plug in settings import contacts from Outlook view the log list and read help content for using Avaya IP Office Plug in by clicking the down arrow icon For more information see Connection 20 Avaya IP Office Plug In a ee Y Help Settings Upload Outlook contacts Logs Logout About Avaya IP Office Plug In Using one X Portal for IP Office Page 171 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 13 5 Hide the Plug In You can close the plug in window without needing to logout You may need to do this if you temporarily need more space in your Outlook window to perform other functions Whilst closed the plug in will not automatically reappear if you receive a call In order to make or receive calls you need to use the controls on your phon
70. where expressly stated otherwise no use should be made of materials on this site the Documentation Software Hosted Service or hardware provided by Avaya All content on this site the documentation Hosted Service and the Product provided by Avaya including the selection arrangement and design of the content is owned either by Avaya or its licensors and is protected by copyright and other intellectual property laws including the sui generis rights relating to the protection of databases You may not modify copy reproduce republish upload post transmit or distribute in any way any content in whole or in part including any code and software unless expressly authorized by Avaya Unauthorized reproduction transmission dissemination storage and or use without the express written consent of Avaya can be a criminal as well as a civil offense under the applicable law Virtualization Each product has its own ordering code and license types Note that each Instance of a product must be separately licensed and ordered For example if the end user customer or Avaya Channel Partner would like to install two Instances of the same type of products then two products of that type must be ordered Third Party Components Third Party Components mean certain software programs or portions thereof included in the Software or Hosted Service may contain software including open source software distributed under third party agreements Third Party Co
71. 01131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Using one X Portal for IP Office IP Office Platform 9 1 mybuddy Accessing mybuddy 10 2 mybuddy Commands Note that the language used for myuddy commands matches that set for the user on the telephone system Command Set your current location or number for call functions initiated by you from mybuddy The value for cell home and work are set through your one X Portal for IP Office preference See Storing Numbers 135 This value is used by your call conference listen and pickup commands unless you specify an alternate location or number is specified when entering the command lt name gt Start a call between your set at location and the specified name r number lt number gt eee lt number gt lt name gt from lt name gt Call the from and then start a call to the other name or number lt name gt from lt number gt lt number gt from lt name gt lt number gt from lt number gt conference You can initiate a Meet Me conference 224 and also control the actions of each of the participants in the conference As each participant enters your conference the system displays a message The participant number assigned to each participant is b shown in square brackets e For example if John Smith joins the conference the system displays 11 00 01 mybuddy John Smith 200 entered your conference as participant 1 Thursday July 14
72. 12345 e 1 800 555 1212 e 07700 954 321 e 800 555 1212 1234 e 954 555 1234 e 1 800 555 1212 e 800 555 1212 e 919960000671 e 91 99960000671 Using one X Portal for IP Office Page 197 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 13 10 2 Avatar The system displays the avatar that is configured in one X Portal for IP Office in the following screens e Next to your username e When you hover the mouse on a contact in the System directory for users who have configured their avatar in one X Portal for IP Office If a system contact is added as personal contact then the system displays the avatar in personal contact also e In the incoming call e In an active call e IM conversation contact e For a participant in conference e When you play the voicemail for a contact Whenever you change the avatar in one X Portal for IP Office the system reflects the updated avatar in Avaya IP Office Plug in If you do not set an avatar the system displays the default image for the contact Using one X Portal for IP Office Page 198 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Avaya IP Office Plug in for Microsoft Outlook Additional features 13 10 3 Call Log The Avaya IP Office Plug in call log displays and categorizes the entries of the calls based on All Incoming Outgoing and Missed call type
73. 131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Making and Answering Calls Making a Call 3 5 Answering a Call When a new call alerts your phone one X Portal for IP Office displays its details in the E Calls gadget If you have hidden the calls gadget it is automatically opened again By default new calls will ring your phone for 15 seconds before following your forward on no answer 223 settings or going to voicemail If you already have a call connected answering another call using one X Portal for IP Office will automatically put the existing call on hold 44 gt To answer a Call 1 The amp Calls gadget on the Main tab shows details of the alerting call including the number of the caller if available and the name if available If you already have a call or calls in progress select the tab with the ringing handset icon FX Calls l AA w9 Enter a subject for the call Enter account code 1 2 3 4 Extn4 W Extn402 402 00 00 02 a a a lt gt 2 To answer the call either use your phone or click the call answer button If you already have another call in progress that call will be automatically put on hold 22 Alternatively pressing the X drop button redirects the call see Redirecting an Incoming Call 40 lt e The call answer button is not present for phones that cannot answer calls without the handset first being lifted or some other ph
74. 145 15 601131 Issue 11k 21 October 2015 IP Office Platform 9 1 Comments on this document infodev avaya com 12 1 one X Call Assistant System Requirements Ensure that the following system requirements are met before you install the one X Call Assistant e Hardware Requirements 146 e Software Requirements 146 12 1 1 Hardware Requirements The following are the hardware requirements e 1GHz processor e 1GB RAM e 1GB free disk space for 32 bit Operating system or 2GB free disk space for 64 bit Operating system 12 1 2 Software Requirements The following are the supported client operating systems e Windows 7 e Windows 8 1 Additional Software Requirements e Internet Explorer 8 0 10 0 and 11 0 e Firefox e Google Chrome e Safari 7 e Windows Installer 3 1 or later e Microsoft speech platform e Microsoft speech engine specific to the locale 12 1 3 Language support The one X Call Assistant supports the language listed below When first started the language selected depends on the language set in your computer s Regional Settings If that language is not supported English is selected e Brazilian e English US e Japanese e Spanish Latin e Chinese e French e Korean e Swedish e Czech e German e Polish e Turkish e Dutch e Italian e Russian 12 1 4 Terminal Services one X Call Assistant supports terminal services using Citrix and Microsoft Terminal services clients Using one X Portal for IP Office P
75. 18 e Add a Directory Contact 19h e Delete a Directory Contact 195 e Edit a Directory Contact 19 e Add a Contacts Group Tab 194 e Instant Message a Contact 19 Using one X Portal for IP Office Page 186 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Avaya IP Office Plug in for Microsoft Outlook Directories 13 9 1 Viewing Directories Avaya IP Office Plug in displays the directories of names and associated telephone numbers e Personal Directory You can associate multiple numbers with a name and select which number to use when making a call You can edit and change the directory contacts using Avaya IP Office Plug in You can also setup sub groups of selected contacts For some types of phone see below you can also access use and edit your Personal directory from the phone e System Directory This is the directory of names and numbers from your telephone system and all the users and Hunt Groups on the telephone system Your one X Portal for IP Office administrator can also add System directory contacts You cannot change these contacts However you can copy a System directory contact into your Personal directory 19 Personal Directory If you are using a 1400 1600 9500 or 9600 Series phone with a Contacts button or M Series T Series or T3 Series phone you can also use your Personal directory contacts through the phone and edit them using the phone 1 A
76. 1k 21 October 2015 Comments on this document infodev avaya com 12 12 5 Conferencing Calls With one call on hold and another in progress you can turn all the calls into an ad hoc conference To conference your calls 1 With 2 Click on the ccc Conference icon Alternatively press Ctrl Shift F the default hot keys 15 amp for this function 3 The pop up now shows that the connected call is a conference call AVAYA ome x Call Assistant CC Conf 100 100 Call answered 12 12 6 Transfer a Call You can use the one X Call Assistant to transfer your current call This is an immediate blind transfer The number selected for dialing may be adjusted by the configured dialing rules 16h to ensure that it is suitable for dialing as an outgoing telephone number suitable for the telephone system To transfer a call 1 In the application that you are using highlight the number to which you want to transfer the current call 2 Press Ctrl Shift T the default hot keys 15 amp for this function e If the hot key combination matches one used by the application from which you are dialing then dialing is overridden If this happens e Copy the number to the clipboard using Ctrl C e Click on the desktop to remove focus from the application and then press Ctrl Shift T to dial the number stored in the clipboard 3 The one X Call Assistant dialing rules are applied to the number and then the current call is transferred to it Page 154 Us
77. 1st April 2015 e Merger of English source source for Japanese rebranding and source for translation 7th May 2015 e Updated Outlook versions supported for Call Assistant contact popping 15 e Updated the supported browsers for Salesforce and link for configuring Chrome Firefox support added e Updated steps for enabling notification in Firefox browser e Clarification that outgoing call callback behaviour also applies to most DECT phones 20047 15th May 2015 dig e No text changes Reissue to correct publishing problems e Added description of using the drop function with unanswered calls 404 e Note that portal cannot save or delete group voicemails 95890 e Reversed conference icons 17 amp for dropped and muted users 97702 e Modified support Call Assistant languages 14 amp list 98534 i cia for enabling desktop notifications in Firefox 12 a ee eee ee Manager 20th October 2015 4aj e Clarification to the Call Assistant screen popping 15 description 21st October 2015 e Correct to Outlook plugin description of account code display 173 system call log not users 97552 e Clarification that editing of recurring conferences is in Calendar view 7 gt e Note that portal can display multiple conference tabs 744 e Removed Firefix tab notifier mentions Using one X Portal for IP Office Page 226 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev
78. 2011 11 00 AM lt name gt Display the contact number and presence status of the matching first and or last name contacts in the directory lt name gt Follow the availability of the target If the contact does not enamber publish any calendar or telephony presence information the system does not send you any notification The system sends you a notification whenever the contact e Concludes a meeting or an appointment e Disconnects an ongoing phone call e Changes their presence from Away DND or Offline to Available fotow O O Display alist ofthe contacts you are following help Show help on the set of commands available hep ____ lt command gt Show help on the specified commana listen OOOO OOO risten to voicemail messages Display the location of another user if available lt days gt Display your missed calls for the previous number of days showing the caller time of call and presence status of the caller if known Pickup the caller who is currently leaving you a voicemail message recorda O O O O o tert recording your corrente OOOO sto Stop recording your current call OOOO Stop following the availability of the target Es Argument Using one X Portal for IP Office Page 133 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Conference Call Commands You can initiate a Meet Me conference 224 and also control the actions of each of the parti
79. 4 31550 Xx 1550 00 01 15 a a a 2 Using the text box at the top of the os Calls gadget enter the number to which you want to transfer the call and click the Consult button 3 Your current call is put on hold You will hear the progress of the call to the transfer destination When answered this is called an enquiry or consultation call e If the other party wants to accept the transfer gt Click on the tab of the held call Click on the complete transfer button e If the other part does not answer or does not want to accept the transfer Click on the amp button to end the enquiry call Click on the tab of the held call Click on the amp retrieve held call button e Switching between calls You can switch between the calls using the amp button on the tab of the current held call However you can gt only complete the transfer by putting the original call on hold and then clicking the complete transfer on its tab Notes 1 Your system administrator 224 can enable a Transfer Return Time for you When set if a transferred call is not answered within that time it can recall to you 2 The ability to transfer an external call to another external number can be restricted by your system administrator Using one X Portal for IP Office Page 48 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Making and Answering Calls Transfe
80. 5 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 13 9 Directories Li Avaya IP Office Plug in displays the directories of names and associated telephone numbers in the ou Directory tab When you hover the mouse over a contact the system displays icons 18 amp for various actions A Bob Jones Extn210 Extn211 8 211 Join Web Conference v Recent communications Extn212 y Reception y Teressa Green QD Test Total Contacts 117 12 G The drop down selector at the top allows selection of which directory is currently shown The different directories are e Personal Displays your personal contacts stored in the phone system If you are using an Avaya phone these contacts are also accessible on the phone You can also arrange your personal contacts into up to 5 groups 194 and select which group is currently shown or one of the following e All Show all personal contacts except Outlook contacts e Outlook Show contacts imported from Outlook 19 e System Displays the contacts stored in the phone system for use by all users and also the details of other users and hunt groups e Search Results Show the results of the current directory search 18 gt Use the Directories e View the Directories 18A e View the user status in the Directory e Search the Directories 18 188 e Make calls from the Directory
81. 5 1 3 26 201417 25 3 26 2014 17 27 2 3 26 2014 17 28 3 26 2014 17 28 1 Asha Patil 204 3 26 201417 24 3 26 2014 17 28 3 26 2014 17 28 3 26 2014 17 28 1 Sandeep 210 3 26 2014 17 23 3 26 2014 17 28 5 Salil Dhwan 205 3 26 2014 17 26 3 26 2014 17 26 1 A Sample Conference Report Using one X Portal for IP Office Page 84 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Chapter 5 Conversation History Using one X Portal for IP Office Page 85 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 5 Conversation History The Conversation History gadget displays details of calls all you have made received and missed The gadget also displays the history of the conversations with other contacts You can use the call log to make a call 35 add the caller s details to your Personal Directory 884 or search IM conversation Call Log The call log shown is stored on the telephone system as part of your user settings Up to 30 records are stored with new records replacing the old ones when the limit is reached However for repeated call records to or from the same number the existing record is updated and the number of calls count included in the record is increased For incoming call by default only personal calls non hunt group to the user that were answered by the user or which went unanswered anywhere are included in
82. 5 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Conference Calls Meet Me Conferences 4 11 4 Adding a Contact to Your Meet Me Conference You can use the Directory gadget to add other parties to your meet me conference To add a directory contact to a meet me conference 1 In the LI Directory gadget locate the contact you want to add 2 Hover your cursor over the contact and click on the pial to my bridge icon 3 The system adds the contact to your Meet Me conference when the contact answers the call 4 11 5 Start a Group Conference For groups of which you are a member you can initiate a meet me conference with all the group members To initiate a group conference 1 In the System tab of the Li Directory gadget locate the group 2 Hover your cursor over the group and click the icon 3 The system starts a meet me conference for you and the group members 4 11 6 Configuring Your Conference Bridge Details Meet me conferences that you start use your personal bridge number Currently this is fixed to match your extension number To configure your conference bridge settings 1 In the Configure tab select Telephony 2 In the Bridge Configuration section set the meet me conference bridge details that you want to use e Bridge Number This is your personal conference bridge number for meet me conferences By default the system sets this to match your extension number Consult your system
83. 5s amp Jul 17 2013 9 14 4M 5s Jun 7 2013 9 34 AM 13s v l4 4 Page 1 of1 gt PI a ea 2 You can click on a column header to sort the messages 3 You can use the Search box at the top to filter the messages displayed to matching From value names or numbers 4 To call the number associated with the message click on the underlined From details 5 You can click on the check boxes to select a message or messages and then e Save the message To mark the messages as saved click Save The message icon changes to a computer disk zi icon Note that whilst the portal also displays group messages 11 it cannot save them e Delete the message To delete the messages click Delete Note that delete them gt Play the message whilst the portal also displays group messages 117 it cannot While it is playing you can use the other controls below This only works for a single selected message You can also select the message to play by clicking on the 4 jor zl message icon UE stop L Pause Fast Forward Rewind X This icon indicates that your current profile this icon indicates that your current profile Message Icons e J Unread message e Read message 108 is set to playback messages to your phone extension 108 is set to playback messages through your PC Note that by default a read message is permanently deleted from the mailbox after 30 days unless changed to a saved message
84. Click Call Microsoft Outlook 2010 and 2013 1 In the email right click the phone number that the system has marked as smart tag For more information see Smart Tags 19 2 Select Additional Actions 3 Click Call 13 7 1 5 Calling from Outlook The call functionality is available in the outlook plug in pane You can initiate a call from the context menu The call functionality is available in Outlook 2007 and Outlook 2010 Calling from Contact cards 1 Right click the contact The contact numbers displays in the menu 2 Click IP Office Call 3 Click the preferred number from the menu to initiate a call Calling the Email recipients 1 Right click the email recipient The contact numbers must be present on the exchange server 2 Click IP Office Call 3 Click the preferred number from the menu to initiate a call Calling from meeting request 1 Right click the meeting request The meeting request subject must contain the contact numbers 2 Click IP Office Call 3 Click the preferred number from the menu to initiate a call Using one X Portal for IP Office Page 174 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Avaya IP Office Plug in for Microsoft Outlook Call functions 13 7 2 Answering a call To answer a Call 1 When you receive an incoming call your presence icon changes to The bottom of the plug in also shows details of the caller and opti
85. Comments on this document infodev avaya com 4 13 2 Scheduling a New Conference You can use the Call Conference Scheduling gadget to schedule a future conference When you have scheduled the conference the system sends conference notifications 83 to the invited parties J Call Conference Scheduling Conference Calls Conference Scheduling a Email Report Calendar View Schedule a Conference d Meetings View Fy Extn211 x E Participants Extn211 Extn212 Subject Extn210 Conference Bridge 210 Participant Code Host Code Location Conference Description Start Time Fri 08 15 2014 C 11 30AM End Time Fri 08 15 2014 L 42 00PM 30 mins Web Conference Vv https localhost localdomain 9443 meeting participantCode 210 Recurrence Vv Email Report F Recurrence Options Recurrence Pattern Daily Weekly Monthly Select days from Week O mon O Tue O wed O Thy O fri O sat Sun Select Range of Occurrences Recurrence End Date Aug 16 2014 E m This tab is also used by the Calendar View and Meetings View tabs when you select to edit an existing conference e Conference Resources You can schedule meet me conferences However the system cannot reserve and guaranteed resources for those conferences When scheduling or changing a conference if the system determines from the other already sc
86. Desktop Notifications In addition to using IM to using provide notifications visible in your one X Portal for IP Office browser session it can provide notifications to your Windows taskbar when the browser is minimized To do this desktop notifications must be enabled both for your browser and for one X Portal for IP Office The exact method of enabling desktop notifications depends on your browser Currently desktop notifications are only supported with Windows 7 e Enabling notifications in Google Chrome 12 e Enabling notifications in Firefox 12 e Enabling notifications in Internet Explorer 12 9 6 5 1 Enabling notifications in Google Chrome With notifications enabled as below if you receive an instant message when you have the one X Portal for IP Office minimized in Chrome the system displays a notification window It displays the avatar of the contact who has sent you the IM and when you click on the notification window the system displays one X Portal for IP Office window To enable IM desktop notifications in Google Chrome 1 In the Configure tab click Notifications tab 2 Select Enable IM Desktop Notifications The system displays a popup window that requests the user to allow permission for desktop IM notifications in one X Portal for IP Office domain 3 Click Allow The system displays a welcome message and sends you desktop IM notifications 4 Click Save If you did not allow the browser permission for desktop notif
87. Issue 11k 21 October 2015 Comments on this document infodev avaya com 3 19 Viewing Hunt Group Queues Using the Queues gadget you can monitor up to 5 different hunt groups queues using the Hunt Group gadget To do this you must first configure the hunt groups to monitor see Configuring Hunt Group Queues 13 For each queue you can configure alarms levels based on the number of queue calls and the time of the longest waiting calls You can then use the queues to answer a call in that queue The gadget also allows you to filter which queued calls are displayed 1 D dx Queues Hunt Group Queues Longest Waiting time x 3 stop Service eS 1 00 13 00 IP Office WVU 3 00 00 00 a a a The queue display for each hunt group displays an icon for every queued call for that group On the right hand side of the gadget the number of queued calls is displayed and the waiting time of the longest waiting call Maximized Queues Display If the Queues gadget is maximized 25 by clicking on the lal icon for each queued call is enlarged to also include call information Ra Extn307 307 g Queue Alarms Display For each hunt group that you configure to monitor 13 you can also set two alarms thresholds e Number of Calls in Queue This alarms triggers when exceeded by the number of calls queued waiting to be answered by the hunt group When triggered the icons for the extra queued change from green to red and the number of w
88. LICENSE IF THE SOFTWARE WAS OBTAINED FROM ANYONE OTHER THAN AVAYA AN AVAYA AFFILIATE OR AN AVAYA CHANNEL PARTNER AVAYA RESERVES THE RIGHT TO TAKE LEGAL ACTION AGAINST YOU AND ANYONE ELSE USING OR SELLING THE SOFTWARE WITHOUT A LICENSE BY INSTALLING DOWNLOADING OR USING THE SOFTWARE OR AUTHORIZING OTHERS TO DO SO YOU ON BEHALF OF YOURSELF AND THE ENTITY FOR WHOM YOU ARE INSTALLING DOWNLOADING OR USING THE SOFTWARE HEREINAFTER REFERRED TO INTERCHANGEABLY AS YOU AND END USER AGREE TO THESE TERMS AND CONDITIONS AND CREATE A BINDING CONTRACT BETWEEN YOU AND AVAYA INC OR THE APPLICABLE AVAYA AFFILIATE AVAYA Avaya grants you a license within the scope of the license types described below with the exception of Heritage Nortel Software for which the scope of the license is detailed below Where the order documentation does not expressly identify a license type the applicable license will be a Designated System License The applicable number of licenses and units of capacity for which the license is granted will be one 1 unless a different number of licenses or units of capacity is specified in the documentation or other materials available to you Software means Avaya s computer programs in object code provided by Avaya or an Avaya Channel Partner whether as stand alone products pre installed or remotely accessed on hardware products and any upgrades updates bug fixes or modified versions thereto Designated Processo
89. M can result in the degradation of performance on the machine e 1 GB free disk space for 32 bit operating system or 2GB free disk space for 64 bit operating system 13 1 2 Software Requirements The following are the supported client operating systems e Windows 7 e Windows 8 1 Additional software requirements e Internet Explorer 8 0 10 0 and 11 0 e Firefox e Google Chrome e Safari 7 e Windows Installer 3 1 or later 13 1 3 Microsoft Outlook versions The following are the supported Microsoft Outlook versions e Microsoft Outlook 2007 e Microsoft Outlook 2010 32 bit 64 bit e Microsoft Outlook 2013 32 bit 64 bit Using one X Portal for IP Office Page 166 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Avaya IP Office Plug in for Microsoft Outlook Installation 13 1 4 Installing Avaya IP Office Plug in The file to install the portal s desktop clients for one X Call Assistant and Avaya IP Office Plug in can be downloaded from the one X Portal for IP Office server This common installer is used for both desktop clients To install the desktop client software 1 Log in to one X Portal for IP Office 2 In the Configuration tab select Desktop Integration 3 Click the link to download the installer for Avaya IP Office Plug in and one X Call Assistant 4 The next steps vary depending on the browser e Internet Explorer or Safari The file download menu promp
90. Me conference 0 71 4 12 Web Collaboration ec eeeeceeeeeeeeeeneeeeeneeeeeeees 72 4 12 1 Starting Your Own Web Collaboration SESS ON s rnei eie aad na ara T a Aia eae danin 72 4 12 2 Join a Web Collaboration Session from the DIIRE aI EE E EA AE EA 72 4 12 3 Manual ACCESS eeren 73 4 13 Conference Scheduling 74 4 13 1 Viewing Your Conference Calendar 75 4 13 2 Scheduling a New Conference eee 77 4 13 3 Viewing Your Meetings eeeeeeseeeeereeeeeees 80 4 13 4 Conference Notifications 83 4 13 5 Conference Reports eeeeseeeesteeeeneeeeeaes 84 5 Conversation History 5 1 Using the Conversation History s es 87 5 2 Making a Call from the Conversation History 88 5 3 Adding a Caller to Your Directory cece 88 5 4 Searching for IM conversation ccceeeseteeerteeeeneees 89 6 Directories 6 1 Viewing the Directories eneeier 92 6 2 Directory CONS ipren cenusie deceeestinesteetiecteeeh cones 93 6 3 Searching the DirectorieS cece eeeeeeeeeneeeeeeees 95 6 4 Listing Hunt Group Members 96 6 5 Making a Call eeeceeceeeeeeeeeeeeeeeeeeeeeeeeseaeeeeenaeeeeeeees 97 6 6 Transferring a Call eee eeeeeeeeeeeeeeeeeeeeseneeeeenaeeeeenees 98 6 7 Adding a new Personal directory contact 98 6 7 1 Adding a Contact from the System Directory 99 Page 5 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 6 7 2 Ad
91. O Stop Recording Stop recording the conference Retrieve Held Call Take a call back from hold BE Mute your connection to the conference Additional Conference Host Buttons If you are the conference host the following additional controls are also available in the top right of the call details con tcon jaction Description hn This control allows you to mute all the other conference parties OE ee This control allows you to unmute all the other conference parties ed Rua Drop All This controls drops all the other participants from the conference call Lock Conference This control can lock unlock the conference While locked no other parties can join or rejoin the conference This control is only available for meet me conferences Using the Conference Party Icons If you are the conference host 22 by clicking on the icons of an individual party in the conference you can perform actions on that party When you hover the cursor over a participant in the conference the system displays a list of actions that you can perform amp Alfred 1234 x e To drop the participant from the conference click x Drop The indicates that the participants are no longer in the conference e To place the participant in the conference on mute click a Mute The a indicates that the participant is placed on mute at e To place a participant in the conference on unmute click T Unmute Using one X Portal for IP Office Page 62 I
92. P Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Conference Calls Conference Call Controls 4 5 Adding Another Party to a Conference You can add an additional party to the conference 1 Enter the number you want to call and click on Call Alternatively use the directory to call a contact EY Calls 409 Can Enter a subject for the call Consult Enter account code Transfer 1 2 3 4 X Conference participants Conf 100 amp EXtn401 00 00 24 hd a amp Extn401 401 e amp Alfred 1234 x amp 1551 D RN a o o 2 Your connection to the conference is put on hold but the other participants can still talk to each other Bas o El a Enter a subject for the call ilt j Enter account code a S E e E Extn401 _ Extn409 409 v J 00 00 22 fe a a gag e If the other party is happy to join the conference click on E e If the other party does not anawer ar does not want to join the conference click on Then go to the tab for the conference call and click on amp to rejoin the conference Using one X Portal for IP Office Page 63 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 4 6 Muting Conference Parties If you are the conference host 22 you can mute other parties in the conference otherwise you can only mute yo
93. P Office et Q Call Conference Scheduling 7 This gadget allows you to view the future conferences to which you have been invited and to also schedule conferences Calendar View Schedule a Conference 4g Meetings View QSearch Search Clear New Historic ay St amp invitee Recurring Subject Bridge Details Date v Start Time End Time R Daily Meeting Bridge 212 September 22 2014 8 30 PM 9 00 PM R Team Meeting Bridge 212 September 22 2014 6 00 PM 6 30 PM l4 4 Page 1 o1 gt PI Displaying 1 to 1 of 1 Sell er Using one X Portal for IP Office Page 18 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com one X Portal for IP Office The Main Page 1 8 Your Presence and Status The title bar at the top right of the screen shows you your current status and allows you to access a number of functions va Office arme Portal for IP Office Extn218 218 Availabley Help Logout Version 127 0 0 AVAYA t Your Profile Name and Number 4 E Your Status Your Presence The items on the left of the title bar show va Your Presence These icons indicate your current presence in the one X Portal for IP Office interface The presence changes as you use your phone log in or out The icons are similar to those shown in the directory gadget for other users There are two types of presence e Telephone presence Thi
94. P Office Plug in 167 e Log into the Avaya IP Office Plug in system requirements 166 166 e Configure the Avaya IP Office Plug in e Log out of the Avaya IP Office Plug 20A e Make acai using the Avaya IP Office i Plug in 175 infia e Use the Avaya IP Office Plug in e Use the Avaya IP Office Plug in call additional features 198 functions 173 Use the Avaya IP Office Plug in for Salesforce com e System requirements 212 e Install Avaya IP Office Plug in for e Start Avaya IP Office Plug in for Salesforce com 21 Salesforce com 213 e Integrate 214 e Use Screen pop functionality 21 e Login 218 e Make a call 21 e Log out 218 Using one X Portal for IP Office Page 12 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com one X Portal for IP Office How Do l 1 2 PC Requirements one X Portal for IP Office is a licensed through licenses entered by your system administrator 224 into the IP Office system 225 They also configure which IP Office users are allowed to use one X Portal for IP Office If you are licensed to use one X Portal for IP Office you need the following to log in Computer You need a computer with a network connection to the one X Portal for IP Office server Web Browser one X Portal for IP Office is tested using the following web browsers e Internet Explorer 8 0 10 0 and 11 0 e Firefox e Google Chrome e S
95. Page e j Avay India Pvt Ltd Q Line1 F Show Chatter W Following Caller ID 2041018000 TEE ASTA Back to List Call Centers ARG Cainer Dre Contacts 0 Opportunities j0 Cases 10 Open Activities 10 Activity History 10 Notes amp Attachments fo Partners 0 Type Account 125689 Account Detail Edit Delete Include Offline Number ee ee oe ee ee Account Owner Sunil Reddy Change Rating Account Name Avay India Pvt Ltd View Hierarchy Phone 204 101 8000 Parent Account Fax Account Humber 125689 Website http Jwww_avaya com AVAYA Account Site Ticker Symbol Type Customer Direct Ownership Private Create New v Industry Employees Annual Revenue SIC Code Recentnems O O Billing Address Level 5 Tower 11 Magarpatta City Hadapsar Shipping Address Level 5 Tower 11 Magarpatta City Hadapsar Pune Maharashtra 411013 Pune Maharashtra 411013 Avay India Pvt Ltd naa india C iori ii SLA vinit Rewatkar uemei Poy Mediurn iz 2 Sun SLA Expiration bate SLA Serial unsi 3 Kiran Rajput Number of Locations Upsell Opportunity Pa Active a Created Sunil Reddy 9 27 2011 4 48 AM Last Modified B Sunil Reddy 9 27 2011 4 53 AM 3 Neil Singh reated By unil Reddy 9 11 4 a lodified By unil Reddy 9 27 2011 4 53 Al L Mute Butt Description Sunil Redd Custom Links Billing Edit Delete Include Offline Screen Pop for incoming call matching multiple criteria The screen pop displays the matching Contact and Account
96. Page 15 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 1 7 The Main Page The one X Portal for IP Office consists of two tabs or pages Main and Configure 134 The elements displayed on the Main tab are described below O hee ovens orta for P Oe p tense AVAYA s Tabs Title Bar Aoa izi dorn lel Bae Steet SB ive fe ee own a Gadgets A tom To Allo a i g 4550 00 00 14 e __iMermemes 2 mem a isi LOD c m Lre Lomeo ab res ae e rial w ma e ta Ce ieme 4 temom manan t 3 _ Calo maniau ot q Ah 4 munen L ma res m a Chale eri Chci kh Amt conte a _ ig de td Tool Bar Aenean Title Bar 195 The title bar shows you information about yourself fg va Office arm gt lt Portal for IP Office fmm amp 4n210 10 Availabe Help Logout Version 9 1 0 0 build 107 AVAYA Toolbar The toolbar at the bottom is used to access controls for the one X Portal for IP Office appearance 24 and to display icons for minimized gadgets 28 gt Be S8HS2 2 amp Messages CallLog Directory Calls World Clock Agent Control one gt gt Applications 28 Calls Gadget 30 The Calls gadget shows details of you current calls with a sub tab for each call The text boxes at the top of the gadget can be used to make new calls 5 calls Enter name or number Less
97. Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 13 Avaya IP Office Plug in for Microsoft Outlook You can use the Avaya IP Office Plug in with Microsoft Outlook When you have a meeting scheduled in your Outlook calendar and if you need to call in you can directly log in to one X Portal for IP Office and make a call answer a call transfer a call You don t have to open one X Portal for IP Office using a browser and then make a call Use the Avaya IP Office Plug in for Microsoft Outlook Check the Avaya IP Office Plug in e Install the Avaya IP Office Plug in 167 e Log into the Avaya IP Office Plug in system requirements 166 168 e Configure the Avaya IP Office Plug in f Log out of the Avaya IP Office Plug 20A e Make a call using the Avaya IP Office a call using the Avaya IP Office i Plug in 17 inliz e Use the Avaya IP Office Plug in Use the Avaya IP Office Plug in call additional features 196 functions 173 13 1 Installation Ensure that the system requirements are met before you install the Avaya IP Office Plug in 13 1 1 Hardware Requirements The following are the hardware requirements e 1 GHz processor e 1GB RAM minimum The number of Outlook contacts that the system displays in Avaya IP Office Plug in is limited by the available RAM on the computer on which Avaya IP Office Plug in is running Loading too many contacts with insufficient RA
98. Shift D Open the settings Ctrl Shift O DND off Ctrl Shift W window O EON O sis Open one X Portal for IP Ctrl Shift X Office e Note After you install one X Call Assistant the system does not display the default hot keys for Play the last announcement Mute announcement Phone status and Announce all Hot keys until you enable announcements 16 gt To customize the hot keys 1 In the notification area right click the x icon and select Settings 2 Select Hot Key Select the hot key combination that you want to use 3 Click Update hot key 4 Click OK To use hot keys To answer hold retrieve and drop a call in the one X Call Assistant Messages 15 using hot keys you need to ensure that the answer hold retrieve or drop button is in focus To get the focus on the button press the Tab key until the system highlights the button Using one X Portal for IP Office Page 158 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com one X Call Assistant one X Call Assistant settings 12 14 3 Screen Popping When making and answering calls using the one X Call Assistant you can use this feature to automatically pop the full one X Portal for IP Office client in a browser window This may be useful to carry out further actions on the call or get additional information The screen pop uses a minimal version of your default browser That is a browser window without the
99. Sound Configuration 138 Sounds 138 Start Call Assistant 148 Status 19 93 188 Stop 118 Recording 46 Stop Rec 33 Subject 35 supervised transfer 47 48 224 Swap Calls 45 Switching Between Calls 45 System directory 16 92 187 Add to Personal Directory 99 191 Using one X Portal for IP Office IP Office Platform 9 1 Index T T3 Series 21 92 98 187 191 Tabs 16 Tag 35 Taskbar 145 Telecommuter Mode 114 Telephones 14 Test Call 114 Time Zones 141 To Desk 58 To Mobile 58 Toggle Calls 45 transfer 33 47 48 49 98 224 Complete 48 Return Time 47 48 Supervised 48 To Desk 58 To Mobile 58 Unsupervised 47 Transferring Calls Unsupervised 47 Transfers Using the Directory 49 Twinning 58 113 U Unconditional 113 206 Unknown 93 188 Unmute 62 Unmute All 62 Unpark 50 224 Unread message 118 unsupervised transfer 47 224 Upload Personalized Greeting 120 URL 14 Use Default Deskphone 112 User Icons 93 188 Name 14 Password 14 User Name 157 User Status 93 188 V Voicemail 39 Add to personal directory 100 119 192 Listenon 115 206 Messages 118 Outcalling 115 206 Ringback 115 206 Voicemail code 120 143 Voicemail Messages Indicator 19 Voicemail Screening Configuration 121 Voicemail_screening 121 W Warning Recording 46 Wav 120 Web Address 14 Browser 14 Windows Safari 138 Windows Media Player 138 World Clock 16 141 Page 229 15 601131 Issue 11k 21 October 2015 Comments on this document infode
100. To view your presence mouse over on the circle icon beside your user name To view your IM presence mouse over on the bubble icon beside your user name You can also change the IM presence by clicking the bubble icon and selecting a status from the list For more information about the user presence see Presence information 202 Avaya IP Office Plug In v X Avaya IP Office Plug In vx Eric Hruban Eric Hruban 412 Eric Hruban Available Available ehruban 135 64 43 172 Available Ei Do Not Disturb Offline amp Away View contacts You can view the System or Personal contacts from the Directory list You can also search for a contact name in the search box and click the Search icon For more information see Contact Directory 19 Avaya IP Office Plug In v X Avaya IP Office Plug In vx Eric Hruban Eric Hruban 2 412 Q 412 GS Type a status message B Type a status message Enter name or number Martin 260 Martin Jurik 431 Martin Rezek Ba System Ca a Qe afvia a Personal All Qe chsoih Using one X Portal for IP Office Page 170 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Avaya IP Office Plug in for Microsoft Outlook Quick Overview View unread voicemail messages and calls You can point to the Voice Message icon to view the number of unread
101. View A A conference of which you are the host a A conference to which you have been invited Da recurring conference 4 13 3 1 Sorting the Conferences To sort the conferences 1 In the Meetings View to sort the list of meetings by a date click on the column header 4 13 3 2 Showing Hiding Previous Conferences The view shows future scheduled meetings and can also show previously meetings that have occurred in the past 15 days By default it starts showing only future scheduled meetings ie New is selected To show or hide previous conferences 1 In the Meetings View click on the radio button for the type of scheduled conferences to show e New Show scheduled conferences set to occur in the future e Historic Show scheduled conferences that occurred in the past 15 days e All Show both future and previous scheduled conferences Using one X Portal for IP Office Page 80 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Conference Calls Conference Scheduling 4 13 3 3 Searching the Conferences You can use the search box to only show conferences with matching details To search the conferences 1 In the Meetings View enter the filter term into the Search Meetings View box and click Search Only those meetings with matching details are now shown in the list of meetings 2 To return to the full list of meetings click the Clear 4 13 3 4 Joining a C
102. Your Conference Bridge Numbers 142 11 9 Changing Your PaSSword ecceeeseeeeeseeeeeneeeeeens 143 11 10 Changing Your Voicemail Code eee 143 12 one X Call Assistant 12 1 one X Call Assistant System Requirements 146 12 1 1 Hardware Requirement ceeeeeeeeees 146 12 1 2 Software Requirement ecceeeeeeereeeee 146 12 1 3 Language SUPPOTt eee eeeeeeeeereeeeeee teeta 146 12 1 4 Terminal Services eeen 146 12 2 Installing one X Call Assistant 0 ceceeeeee 147 12 3 Starting one X Call Assistant eeeeeeeteeeeees 148 12 4 Starting one X Portal for IP Office eee 148 12 5 one X Call Assistant icons 149 12 6 one X Call Assistant Messages 150 12 7 Voicemail MeSSages cccccccecceeeeeeetteeeeeeteeees 151 12 8 Missed Calls e ees eeeeseeeeeeeeeenneeesenaeeeeeeeeeeenteeeeeas 151 12 9 Changing your password 151 1210 Help MENU r e aa E LS emesis 151 12 11 New version available notification eee 151 1212 Gall Handing nnn a a 152 12 12 1 Making a Call 152 12 12 2 Answering a Calll ecececceceeeceseeeeeeeeeetaees 152 12 12 3 Holding a Calll c cc eceeeeeeeeeeeseeceteeeeteeeneeeees 153 12 12 4 Ending a Calll eecececeeeeeeeseeeereeeeteeeneeeees 153 12 12 5 Conferencing Calls 154 12 12 6 Transfer a Call 154 1214F Call LOG ceivscvsss sn capetcages tepieeve teeth cansiseetetieseee deers 155 12 13 1 Displaying Your Call Log
103. adget using the conference information display rather than the normal call information display EX Calls Directory Q Search Go Enter name or number Enter a subject for the call z amp Personal 3B system ee External All Sales Team GY Enter account code Sit m ai E a r 3 7 7 Q Enter a name S Alfred Conference participants Edina 2 mi wf Brad Ethel m I4 4 Page 1 of1 gt Pl Displaying 1 to 3 of 3 2 When the party answers inform them that you want to include them in a conference If they do not answer or do not want to be included in the conference hover over them in the calls gadget and click on the X drop icon shown The icons also allow you to hold the call or record the call FX Calls i Directory m Enter name or number Q Search Go Enter a subject for the call amp Personal SB System de External All Sales Team GY Enter account code 1 l 2 3 4 Q Enter a name E Conference participants Eo Tose ce participa n P Brad Ete amp Afred 1550 x Zz o I4 4 Page h of1 gt Pl Displaying 1 to 3 of 3 Using one X Portal for IP Office Page 67 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 3 Locate and hover over the next contact you want to add to the conference Click on the e icon The previous party added is put on hold wh
104. administrator as only a certain range of values may be supported for routing other callers including external callers to conference bridges e Conference Pin This is your conference PIN number set in the telephone system and needed to enter your conference By default when scheduling a conference this value is also set as the host and participant code for your conference 3 Click Save 4 11 7 Locking a Meet Me conference If you are the conference host 22 you can lock and unlock a meet me conference Whilst locked no participants can join or rejoin the conference e Note A locked conference is automatically unlocked if the conference host 22 exits the conference To lock the conference 1 In the Calls gadget click a Lock Conference To unlock the conference 1 In the Calls gadget click a Unlock Conference Using one X Portal for IP Office Page 71 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 4 12 Web Collaboration A meet me conference is an audio conference call In parallel with a meet me conference the telephone system may also provide a web collaboration session where the conference parties can share documents application windows or their PC desktop e Availability These features may require configuration by your system administrator before they are available Contact your system administrator for details e Web collaboration is only available to
105. afari 7 e The web browser should be Javascript enabled e If you want sounds to be used for example ringing for a call waiting or voicemail playback through the computer a media player such as Windows Media Player or Quick Time must be installed e If using Internet Explorer check that the option Play sound in webpages is enabled Tools Internet Options Advanced Multimedia e The Remember me on this computer option shown in the login menu requires the browser to allow cookies IP Office Extension one X Portal for IP Office can be used with most phones supported by the IP Office telephone system User name Your need your IP Office user name as set by the system administrator Note that this is not necessarily the same as the name shown on your phone s display Password Your IP Office user password Note that this can be different from your telephone login code 22 if you also have one of those IP Address You need the address of the one X Portal for IP Office server Languages Supported one X Portal for IP Office supports the languages shown below You can select the language you want to use while logging in 144 The language that you set is applicable only to the one X Portal for IP Office This setting does not affect the language of other websites that you access using the browser e Brazilian e English US e Italian e Russian e Chinese e English UK e Japanese e Spanish Latin e Czech e French e Korean e Swe
106. age 146 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com one X Call Assistant one X Call Assistant System Requirements 12 2 Installing one X Call Assistant If one X Call Assistant version 7 0 is already installed you must manually uninstall the one X Call Assistant application The one X Call Assistant version 9 1 installation does not upgrade or remove the previous installation The file to install the portal s desktop clients for one X Call Assistant and Avaya IP Office Plug in can be downloaded from the one X Portal for IP Office server This common installer is used for both desktop clients To install the desktop client software 1 Log in to one X Portal for IP Office 2 In the Configuration tab select Desktop Integration 3 Click the link to download the installer for Avaya IP Office Plug in and one X Call Assistant 4 The next steps vary depending on the browser e Internet Explorer or Safari The file download menu prompts you with options to perform on the file setup exe Select Run e Google Chrome or Firefox When the browser prompts you select Save The browser downloads the installation file When the download is complete double click the downloaded file and select Run 5 The system unpacks the installer prepares to install the software Select the installer language and click OK In the welcome screen click Next e If you have already installed one X Call
107. ail address and the Office Communications Server OCS address of the contact After you add the addresses you can start an email 10 or initiate a chat from the one X Portal for IP Office directory b When finished click Save Using one X Portal for IP Office Page 100 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Directories Adding a new Personal directory contact 6 8 Editing a Personal Contact Note You cannot edit a contact added to your personal directory from the System directory they remain linked to the matching entry on the System directory tab 1 Using the Li Directory gadget on the Main tab locate the name that you require in the directory 2 To filter the names shown start entering a name or number in the text box at the top of the tab As you enter a name directory contacts that do not match are hidden from the view 3 Hover the cursor over the directory contact 4 Click edit a Type the details of the contact in the Add New Contact window e If the Work phone setting matches the extension number of a telephone system user the directory contact displays the user status 934 of the user This applies even if another number is currently selected as the Primary phone 22 e You can use the Group list to select which of your personal contacts tabs 10 the contact should appear on e You can add the gmail address and the Office Communications Server
108. aiting calls also changes to red e Longest Waiting Time This alarm triggers when exceeded by the time of the longest waiting call in the hunt groups queue When triggered the longest waiting time shown for the queue changes to red To start queue monitoring 1 Click the Start button To stop queue monitoring 1 Click the Stop button To view call details 1 Hover the cursor over the waiting call icon Details of the call name number and subject are displayed if available To answer a queued call 1 Click on the icon for the queued calls That call is answered Using one X Portal for IP Office Page 56 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Making and Answering Calls Viewing Hunt Group Queues To filter the queued calls You can use the filter drop down to filter which calls are displayed for each queue The number of queued calls and the time of the longest waiting call are adjusted to reflect just the calls shown 1 Click on the drop down list in the top left of the gadget and select the filtering that should be applied to the queued calls display e Longest Waiting Time View details of the all the calls waiting e Caller name Enter a set of comma separated values which are then used to filter the displayed calls using to matching caller names e Subject Enter a set of comma separated values to filter the calls displayed by the subject that has
109. alizes the SoftPhone and the system displays the login screen for one X Portal for IP Office 2 Type your one X Portal for IP Office username in the Username field 3 Type your one X Portal for IP Office password in the Password field 4 Click Log In The system displays the SoftPhone in an idle state 14 5 Logging out of one X Portal for IP Office To log out of one X Portal for IP Office using Avaya IP Office Plug in for Salesforce com 1 Click the Home tab 2 Select Log Out in the drop down list of the Salesforce soft phone The system logs you out of one X Portal for IP Office Using one X Portal for IP Office Page 218 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Avaya IP Office Plug in for Salesforce com Logging out of one X Portal for IP Office 14 6 Making a call You can make a call using the Salesforce SoftPhone by e Using the dial pad 21 e Searching the contacts 21 e Typing the number 21 14 6 1 Using the dial pad You can call a contact using the dial pad in Salesforce SoftPhone To make a call 1 Select the line you would like to use to make the call The system displays the line dialog box 2 Dial the number that you want to call using the dial pad Add the external dialing prefix used by your telephone system to the number while making an external call 3 Click Mn 14 6 2 Searching the contacts You can search for t
110. all Pickup 11 e Call Pickup on off Mobility 112 e Default Deskphonel11 Forward calls 13 Mobile Twinning 113 Telecommuter 114 Voicemail 115 Voicemail on off Voicemail Ringback on off Voicemail Outcalling on off Listen on your phone Listen on your PC Select which voicemail greeting to use 7 5 1 Call Pickup This option allows you to set whether other one X Portal for IP Office users to be able to pickup your calls 404 when this profile is your active profile Y Call Pickup a Enable In other one X Portal for IP Office users Li Directory gadget your contact will indicate when you have calls waiting to be answered and allow them to pickup the call CoG 4 a g Call Pickup x 1550 7 5 2 Mobility Use Default Deskphone In this mode your calls simply ring at the extension which you are using This mode has no additional mobility settings V Mobility Mode WERA EMAA Vv Using one X Portal for IP Office Page 112 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Profiles Profile Settings 7 5 3 Mobility Forward In this mode you can have your calls forwarded to another number that you set The calls can either be forwarded without ringing at the extension you are using or only after having first rung unanswered at that extension Only your incoming external calls are forwarded The internal and groups calls are only forwar
111. all to your configured telecommute number and when answered it will then make a call to the number dialed as if it had been dialed from your normal internal extension home telephone or mobile The numbers that you can call will still be subject to your normal dialing restrictions if any Incoming calls to your normal extension are redirected to the telecommute number and accompanying call details are displayed in one X Portal for IP Office While telecommute mode is selected you are logged out of your normal internal phone extension When you end telecommute mode your extension number is returned back to your normal phone extension if you have one and it is not in use by another hot desking 15 user If you don t have a normal extension or it is not available you are treated as being logged off from the phone system and your calls will go to voicemail if available or receive busy If you log into your internal extension and mobile and then you change your presence and status message using either of the clients the change is synchronized with the other client The phone at the telecommute number location is assumed to be a single line phone If call waiting is enabled in your telephone configuration it can be used for a single additional call when an existing call via the telephone system is connected V Mobiity Mode Forward MobileTwinning Telecommuter Forward Unconditional Forward On No Answer C Enable MobileTwinning
112. alls However your telephone system administrator can configure the logging of missed calls Missed Hunt Group Calls By default only hunt group calls that you answer are logged However your telephone system administrator can configure your call log to include missed hunt group calls for selected hunt groups Automatic Deletion Old call records are automatically deleted when the call log capacity is reached and a new call record needs to be added In addition the telephone system administrator can configure the telephone system to delete log entries after a set period Hunt Group Calls Your system administrator 224 can configure whether your missed calls call log includes missed calls for selected hunt groups 22 Missed hunt group calls are calls not answered by a member of the hunt group They do not have to actually ring you and they are answered by a non hunt group member or voicemail if so that will be indicated in the missed call details When this option applies to your call log the Name column is relabeled From and a To column is also displayed so you can distinguish between your own calls and calls to a hunt group Sort You can sort the call log entries by clicking on the column headers The current column being used for sorting is indicated by a down arrow or up arrow icon Clicking on the same column header again reverses the sort order a e P Add the Caller Details to Your Personal Directory 8 You ca
113. ame of a person or corporate function or a directory entry in the administrative database utilized by the Software that permits one user to interface with the Software Shrinkwrap License SR You may install and use the Software in accordance with the terms and conditions of the applicable license agreements such as shrinkwrap or clickthrough license accompanying or applicable to the Software Shrinkwrap License Heritage Nortel Software Heritage Nortel Software means the software that was acquired by Avaya as part of its purchase of the Nortel Enterprise Solutions Business in December 2009 The Heritage Nortel Software currently available for license from Avaya is the software contained within the list of Heritage Nortel Products located at http support avaya com Licenselnfo under the link Heritage Nortel Products or such successor site as designated by Avaya For Heritage Nortel Software Avaya grants Customer a license to use Heritage Nortel Software provided hereunder solely to the extent of the authorized activation or authorized usage level solely for the purpose specified in the Documentation and solely as embedded in for execution on or in the event the applicable Documentation permits installation on non Avaya equipment for communication with Avaya equipment Charges for Heritage Nortel Software may be based on extent of activation or use authorized as specified in an order or invoice Copyright Except
114. anging Voicemail Settings Using Other Interfaces one X Portal for IP Office loads your voicemail settings when you login If you then change your voicemail settings using another method such as through your phone the details held by one X Portal for IP Office can be incorrect If you make voicemail setting changes through a method other than one X Portal for IP Office you should log out of one X Portal for IP Office and log in again Using one X Portal for IP Office Page 115 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Chapter 8 Voicemail Using one X Portal for IP Office Page 116 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Voicemail 8 Voicemail If your telephone system has an Avaya voicemail server attached you can check the messages in your voicemail mailbox using the m Messages gadget Messages 2 new k Phone KN Enter name or number State From Time Length E 301 301 15 Mar 12 15pm Os My 311 05 Feb 02 41pm 13s 311 05 Feb 02 23pm 8s pay 311 22 Jan 12 30pm 8s Ho 313 21 Jan 07 10pm 1is Access and Use Voicemail e Enable Disable Voicemail screening e Check Voicemail messages 118 e Call someone who left a message 11 12 e Add a Voicemail caller to my e Change my Voicemail Mailbox Code e Switch between Phone and PC Directory 111 120 playback 11 e Select Mailbo
115. at you want to use e Internal Phone Login To log into an extension on the phone system select the Login my phone check box and in the Base Extension field enter the base extension number of the extension For more information see Hot Desking 154 e External Phone Login To log into your home or mobile telephone select the Login through Telecommuter check box and in the Telecommuter Number field enter the home telephone or mobile telephone number This option is only supported if configured for you by your system administrator For more information see Telecommuting 15 gt 3 Click Login e If a Change Password menu appears you system administrator has configured your account to the Force New Password setting Enter your current password again and a new password and click Confirm Note that the new password must meet the requirements set by your system administrator otherwise the menu reappears See Changing Your Password 143 e If login fails the one X Portal for IP Office may display one of the following messages e Invalid user credentials This indicates that either the user name or password is incorrect e A license could not be assigned to you Please contact your administrator This indicates that you are either not licensed for one X Portal for IP Office usage or one X Portal for IP Office could not connect to the telephone system e Csta Resource not available This indicates that your browser does not support
116. ated characters of any type 1 Lower case alphabetic characters 2 Upper case alphabetical character 3 Numenc characters 4 Non alphanumeric characters for example or New password Confirm new password 2 Type your current password in Current password field 3 Type the new password in New password and Confirm new password fields Note the displayed rules for what should be included in the password These rules are set by your system administrator through the telephone system 4 Click Confirm If the new password does not meet the password complexity rules the one X Portal for IP Office displays a message to try again 5 After you change the password the system prompts you to login again 11 10 Changing Your Voicemail Code Using the ae Messages gadget you can access your voicemail messages 11 amp without needing any special code as you have logged into one X Portal for IP Office using a name and password However when accessing your voicemail mailbox by other methods such as through the phone you can have access protected by a voicemail passcode You can use one X Portal for IP Office to set and change your voicemail code To change your voicemail code 1 In the Configure tab select Security The Voicemail Passcode section appears 2 Enter the new code that you want to use and confirm the code e The voicemail code is always a numerical code e Note the displayed rules for what should be included in the passwor
117. been associated with the call e Call priority Use the drop down menu to filter calls by priority The priority is a value assigned to calls by the telephone system 2 Click the a icon to apply the filter except for Longest Waiting which is applied immediately Note that the icon is only enabled if there are calls matching the criteria specified Using one X Portal for IP Office Page 57 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 3 20 Twinned Call Control Mobile twinning allows you to have your incoming calls alert at both your normal extension and at another number Your system administrator controls which users are able to use this feature If you are allowed to use mobile twinning you can switch it on or off and set the destination number as part of your current one X Portal for IP Office profile 113 It can also be configured for you by your system administrator or through the menu of your desk phone When you have mobile twinning enabled your Calls Gadget displays two additional buttons FX Calls Enter name or number isi More E Ae 1 2 3 4 1550 1550 e 00 00 58 2E Transfer to Twin When you have answered a call on your normal extension you can transfer it to your twinned number by clicking this button The phone system will attempt to transfer the call to that number If not answered the call will return to yo
118. called a consultation call or enquiry call This method of transferring calls allows you to confirm if the transfer target is present and wants to accept the call 15 21 Unsupervised Transfer An unsupervised transfer is one where having dialed the number of the transfer destination you complete the transfer without waiting for the call to be answered 15 22 Web Collaboration A meet me conference is an audio conference call In parallel with a meet me conference the telephone system may also provide a web collaboration session where the conference parties can share documents application windows or their PC desktop 15 23 XMPP XMPP is the protocol used by one X Portal for IP Office for instant messaging IM and sharing presence Using XMPP allows the one X Portal for IP Office to interoperate with a number of third party IM clients Using one X Portal for IP Office Page 224 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Chapter 16 Document History Using one X Portal for IP Office Page 225 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 16 Document History Date Issue Change Summary 30th October 2014 10b e Update for Release 9 1 24th November 2014 e Reworded the section on Call Assistant announcement languages to clarify that feature is dependent on installed Microsoft text to speech voices 2
119. can send an IM to any contact using Avaya IP Office Plug in If you receive an new IM when you are conversing with a contact The system flashes the name of the new contact in the IM contacts list To send an instant message 1 Click the Contacts tab The system displays a list of all the contacts 2 Hover the mouse over the contact 3 Click A IM The system displays a conversation window 4 Type the message in the message box 5 Press Enter key to send an IM 13 10 6 2 Sending an instant message to all system contacts You can broadcast an instant message to all system contacts To broadcast an instant message 1 Click the IM tab The system displays a conversation window with and the list of all IM contacts 2 Select everyone 3 Type the message in the message box 4 Press Enter key to send an IM 13 10 6 3 Using mybuddy To use mybuddy feature 1 Click the IM tab The system displays a conversation window with and the list of all IM contacts 2 Select mybuddy 3 Type the command in the message box 4 Press Enter key to send an IM 13 10 7 Terminal Services Avaya IP Office Plug in for Microsoft Outlook 2010 and Microsoft Outlook 2013 supports terminal services using Citrix and Microsoft Terminal services clients e Avaya IP Office Plug in for Microsoft Outlook 2007 does not support terminal services e Avaya IP Office Plug in is compatible with Citrix only when used in Local profiles 13 10 8 Secure c
120. cannot force off hook the following differences are applicable This applies to analog phones and to most SIP and DECT phones e When an incoming calls is presented while the phone is on hook one X Portal for IP Office will not enable the Answer button You need to manually take the phone off hook to answer the call using the phone s own controls e When making a call from one X Portal for IP Office while the phone is on hook for example after entering a number and clicking on Call or having selected to play a voicemail message the telephone system calls you and only makes the outgoing call when you answer go off hook Some phones allow actions such as entering the number to call without going off hook This is called en bloc dialing The IP Office system and therefore the one X Portal for IP Office is unaware of such activity until the prepared digits are sent from the phone e This typically applies to phones on a DECT system and to SIP phones e Avaya 1400 1600 9500 9600 M Series and T Series phones can be optionally set to use en bloc dialing Note The off hook status of a 1100 series phones is not reflected in one X Portal for IP Office 1 10 Terminal Services one X Portal for IP Office supports terminal services using Citrix and Microsoft Terminal services clients Using one X Portal for IP Office Page 22 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Chapte
121. ce To edit the whole series of recurring meetings use the calendar view 76 e Conference Resources You can schedule meet me conferences However the system cannot reserve and guaranteed resources for those conferences When scheduling or changing a conference if the system determines from the other already scheduled conferences that it will not have sufficient capacity at the time for your conference it displays a warning To edit conference details 1 In the Meetings View locate the meeting 2 Click on the meeting details to highlight it Click the 4 icon 3 The meeting details are shown and can be edited 4 Click Schedule to confirm the changes e If the system determines from the other already scheduled conferences that it will not have sufficient capacity for all your conference invitees it displays a warning You can select whether to still book you conference or return to change its setting Confirm x Conference scheduled successfully at IP Office but 5 insufficient resources available for meeting with Agenda one X Demo Presentation Do you want reschedule the conference Yes No 4 13 3 8 Deleting Scheduled Conferences For conferences of which you are the host you can delete the conference This removes the conference from your calendar and from everyone else s calendar The system sends out conference notifications 84 about the canceled meeting To delete a scheduled conference 1 In the Meetings View locat
122. ch you were connected is automatically put on hold This is called Auto Hold Your system administrator 224 can disable Auto Hold for the whole system If this is done when you connect to a call any current call is disconnected 2 Calls that have been parked are not included Unlike held calls they are parked on the phone system rather than held at your phone Incoming Calls The calls that are indicated to you through one X Portal for IP Office are still fully controlled by the IP Office system settings For example your call waiting settings number of appearance buttons etc This applies to both calls direct to you and calls to hunt groups of which you are a member Issues with incoming calls not alerting the one X Portal for IP Office user will be down to IP Office system configuration settings Outgoing Calls The outgoing calls that you can make are subject to the your IP Office configuration settings The one difference from making calls using your phone is that you can use the one X Portal for IP Office to make additional calls For example when all your call appearance buttons on the phone are in use you can still use one X Portal for IP Office to make additional calls On some phones the call log shown by the phone and the redial function uses information stored by the phone Typically this will not include calls made using one X Portal for IP Office Call Gadget Buttons When the user is using a phone that the IP Office system
123. cipants in the conference For conferences you start the system displays a message each time someone joins or leaves the conference For example if John Smith joins your conference the system displays 11 00 01 mybuddy John Smith 200 entered your conference as participant 1 Thursday July 14 2011 11 00 AM The participant number assigned to each participant is shown in square brackets Command Argument lt participant number gt Drop the participant from the conference This command can only be used on conferences of which you are the conference host lt participant number gt Mute the participant or participants in a conference This command can only be used on conferences of which you are the all conference host Stop other parties joining the conference This command can only be used on meet me conferences of which you are the conference host Allow other parties to join the conference lt participant number gt Unmute the participant or participants in a conference This command can only be used on conferences of which you are the all conference host The system displays the calling name or number and the number of participants The system also displays who is currently speaking The participant number of each participant is shown in square brackets Using one X Portal for IP Office Page 134 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com mybudd
124. cking this option establishes a answers the caller K Ignore Clicking this option removes the call details from the Calls gadget To enable the voicemail screening option 1 In the one X Portal for IP Office interface click on Configure gt Voicemail 2 In the Voicemail tab go to Voicemail Screening Configuration 3 Check Enable voicemail pickup listen Using one X Portal for IP Office Page 121 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Chapter 9 Instant Messaging Using one X Portal for IP Office Page 122 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Instant Messaging 9 Instant Messaging You can use your one X Portal for IP Office to instant message other portal users and have a chat session In addition you can use some Instant Messaging e Instant message other users 124 e Start a call from IM 125 e Login with an external IM client 123 e Instant message everyone 125 e Search instant message e Configuring IM notifications 128 conversations 125 e Enabling desktop notifications 12 9 1 Logging in using external clients You can login to one X Portal for IP Office even when you are on move using external instant messaging clients such as Pidgin or Adium e User name If your username for one X Portal for IP Office contains spaces then the username on
125. ckup 11h setting When this setting is enabled other one X Portal for IP Office users can answer your calls when they see that you have a call waiting to be answered Note that this is not applied to all calls waiting to be answered for example it is not used for hunt group calls a When a user has enabled call pickup the R icon normally used to indicate they are ringing is also accompanied by their name being shown on a red background To pickup a call 1 A red background indicates that the contact has a call or calls waiting to be answered and has call pickup enabled a Cot aa B a 2 Click on the LN icon to display information about the calls waiting to be answered Cs t f a Call Pickup x 1550 3 To pickup a call click on the number 3 8 Unanswered Calls How unanswered calls are treated depends both on your phone settings and the type of call For Calls Direct to You Using the IP Office 22 system configuration you have a set No Answer Time the default is 15 seconds For calls direct to you if you do not answer within that time the IP Office will do a number of things e If you have Forward on No Answer 22 enabled the call will be redirected to that number to ring for another period of your No Answer Time before going to voicemail if available e If your Forward on No Answer destination is an external number the phone system will try to retrieve the call and send it to voicemail if it is remai
126. configuration To run Outlook as an administrator 1 Locate the Outlook exe file Typically it is located in My Computer gt C gt Program Files gt Microsoft Office gt Office14 2 Right click Outlook exe file and select Run as administrator To always run Outlook as an administrator 1 Right click Microsoft Office Outlook and select Properties 2 Select the Compatibility tab 3 In the Privilege Level section select Run this program as an administrator 4 Click OK Page 168 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Using one X Portal for IP Office IP Office Platform 9 1 13 3 Avaya IP Office Plug in Display The following section provides a quick view of the plug in display Annie Android Q Ta 217 Your presence and status E Type a status message Enter a name or number Avaya IP Office Plug in for Microsoft Outlook Logging In Configuration icon Haje e hmc Tab icons e Your presence and status Annie Android ah 217 g loin Web Conference v Recent communications s basic Toolbar icons View your presence and status Hover over the items for more information and click to change See Presence Information 202 e Configuration icon Access a range of tasks See Settings 207 Profiles 204 Logging Out 17 gt and Outlook contact synchronization 19 e Toolbar icons Q Search i Search the direc
127. cted Primary phone number on one X Portal for IP Office if that selection is changed Using one X Portal for IP Office Page 92 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Directories Directory Icons 6 2 Directory Icons The directory uses a range of icons to indicate both the state of a contact and actions that you can perform using the contact Some of these are only displayed when you hover the cursor over the contact CoG poe Call Actions Action con Description a Call the contact using their primary contact number Alternate If the contact has alternate numbers call the contact by displaying and selecting one of those alternate numbers ho Ee With a call already connected do an unsupervised transfer 471 to this contact Eth With a call already connected start a supervised transfer 484 to this contact Conference With a call already connected start a conference between yourself the current call and this contact This is a ad hoc 22 conference Dial to my Add the contact to your meet me conference 224 bridge bridge Web Open a browser window to the contacts web collaboration session 7A Collaboration Start a chat session with another one X Portal for IP Office user or with a contact available on Google Talk and OCS Directory Actions Action Icon Description ee Add a contact shown in the System or External directory to your Pers
128. d These rules are set by your system administrator 3 Click Save Page 143 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Using one X Portal for IP Office IP Office Platform 9 1 Chapter 12 one X Call Assistant Using one X Portal for IP Office Page 144 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com one X Call Assistant 12 one X Call Assistant You can use the one X Call Assistant application to perform a range of call control functions without logging into the one X Portal for IP Office using your browser You can use one X Call Assistant to e Pop up details of calls Show the corresponding contact in Microsoft Outlook if you run Outlook at the same time as the one X Call Assistant e Select and dial a number that another Windows application displays e Start the one X Portal for IP Office if you require access to its other functions Use the one X Call Assistant Windows PCs Only Install the one X Call Assistant 144 fe View the one X Call Assistant icons fe Screen pop Outlook 15 1495 e Hot key dial 158 e Start the one X Portal for IP Office Configure the one X Call Assistant 14 e Enable announcements 16 gt 15 Man e Screen pop one X Portal for IP Office e Change password 15 159 Start the one X Call Assistant 148 e View help 15h Using one X Portal for IP Office Page
129. d for routing other callers including external callers to conference bridges e Conference Pin This is your conference PIN number set in the telephone system and needed to enter your conference By default when scheduling a conference this value is also set as the host and participant code for your conference 3 Click Save Using one X Portal for IP Office Page 142 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Configuration Changing Your Conference Bridge Numbers 11 9 Changing Your Password You can change your user password This is the password that you use to login to one X Portal for IP Office and other IP Office applications Note that this is not the same as your voicemail code 12 or phone login code e You can also change your password without logging in to one X Portal for IP Office To do that click on Change Password shown at the bottom of the login menu To change the password 1 On the Configuration tab select Security Profiles Telephony DND Exceptions Hunt Groups Voicemail Desktop Integration IM Presence Notifications i Security f Change Password Password Complexity Rules Current password 1 Password length must be between 6 to 31 characters 2 The password characters used must include characters from at least 2 of the code point sets Ested below For example a mix of lower case and upper case In addition there should not be any adjacent repe
130. d with alarm settings Hunt Group Calls Threshold Longest Waiting Time Marketing e Sales 2 60 4 Security HumanResource sad Ma 2 60 4 Security 2 60 4 Sales a HumanResource 2 60 4 x Add Number of Caisin Queue 2 4 cais Longest Waiting Time 60 By seconds OK Cancel 4 4 1 50f5 gt To view the configured hunt groups for monitoring 1 On the Configuration tab select Hunt Groups e The currently configured hunt groups for monitoring are shown in the Queues Configuration section e The alarm thresholds for each hunt group are also listed To add a hunt group to monitor You can add up to 5 hunt groups to be monitored 1 On the Configuration tab select Hunt Groups 2 Click the Add button 3 In the Add Queue panel select the required hunt group You can use the search box to search for a particular named hunt group 4 Set the alarms thresholds for the hunt group e Number of Calls in Queue This alarms triggers when exceeded by the number of calls queued waiting to be answered by the hunt group When triggered the icons for the extra queued change from green to red and the number of waiting calls also changes to red e Longest Waiting Time This alarm triggers when exceeded by the time of the longest waiting call in the hunt groups queue When triggered the longest waiting time shown for the queue changes to red 5 Click OK To edit a monitored hunt groups alarm settings 1 On the Configuration tab select Hunt Grou
131. dding a Contact from the System Directory You can add a contact in the System directory to your Personal directory The copy remains linked to the System directory you cannot edit it but changes in the System directory is updated in your Personal directory e To add a copy of a system contact that you can then edit and add other contact details such as additional numbers and email addresses use the standard method of adding a personal directory contact If the Work Phone number matches a system user s extension number the personal contact shows the user s status To add a contact from the system directory 1 In the LI Directory gadget on the Main tab select the System directory tab 2 Locate the contact that you want to add to Personal directory Hover the cursor over the contact and click on the Q lt add icon 3 You cannot edit the contact details but you can select the personal contact groups 102 to which you want to add the system contact 4 Click Add to add the contact in the hunt group that you selected 6 7 2 Adding a Caller from the Conversation History You can add the details of a caller shown in your call log to your Personal directory To add a caller to your personal directory 1 Locate the call in the call log 2 Click the add lt icon 3 The system displays the Add New Contact window with the details of the contact the call log a Type the details of the contact in the Add New Contact window e If the Work phon
132. ded if configured elsewhere by your system administrator or using controls on your phone Mobility Mode Forward MobileTwinning Telecommuter x Forward Unconditional D Forward On No Answer Forward On Busy Iv Forward Number 412 Enabie Mobile Twinning a Enable Telecommuter L These options control when your calls are forwarded while the profile is active e Forward Unconditional If this option is selected the calls are forwarded immediately without ringing at your extension This function is also called send all calls or forward all e Forward On No Answer If this option is selected the incoming calls are only forwarded if the call has rung unanswered for a period of time For more information see Unanswered Calls 404 e Forward On Busy When you set a number and enable this option if you are busy on a call or when all the call appearances are busy the system forwards the call to your Forward on Busy number The number can be internal or external e Forward Number This sets the number to which you want your calls to be forwarded You can enter an internal or external number Remember to add any external dialing prefix used by your phone system if the number is external You can also use your phone s menus to select your forwarding settings If those settings differ from the one set in your profile the one X Portal for IP Office will change your profile to Detected 7 5 4 Mobility Mobile Twinning Mobile twinn
133. default is to recall after 5 minutes but your system administrator 22 can adjust this You cannot drop a parked call that recalls your phone Using one X Portal for IP Office Page 51 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 3 15 3 Unparking a Call To unpark a call 1 Using the E Calls gadget on the Main tab the park buttons across the middle will indicate if there is a call parked AR Enter name or number an oe Enter a subject for the call Enter account code A Ext 2 3 4 2 Placing your cursor over the button will display the name and number of the parked caller if known 3 Click on the parked call button to unpark the call Using one X Portal for IP Office Page 52 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Making and Answering Calls Parking Calls 3 16 Dialing Additional Digits Once a call in connected you may need to dial addition digits that need to be heard by the far end of the call for example when calling an external voicemail system e Note You can send DTMF signals only for an active call You cannot send DTMF signals when you place a call on hold and when the party you are calling is using a SIP telephone To dial additional DTMF digits 1 Click dial pad in the Calls gadget Enter Touch tones 2 Select the Enter Touch tones option Whi
134. dge of the conference to select the new end time 3 The scheduler prompts you to confirm change Click Yes 4 The scheduler confirms the changes Click Close To change the start time and or day of a conference You cannot use this method to adjust a recurring meeting 1 Click on the conference in the calendar 2 Click and drag conference details to the new location in the calendar 3 The scheduler prompts you to confirm the change Click Yes 4 The scheduler confirms the changes Click Close To edit the conference details For recurring meetings you cannot use this method to adjust an individual occurrence but you can adjust the whole series 1 Double click on the meeting in the calendar e If the meeting is a recurring meeting select whether you want to adjust the whole series or just the current selected occurrence When adjusting a single occurrence you can only adjust the start time and not if the meeting includes a web conference This is a recurring appointment Do you want to open the series Open this occurrence Open the series OK Cancel 2 The meeting details are shown in the Schedule a Conference 77 tab view 3 Adjust the meeting details as required and click Schedule 4 The scheduler prompts you to confirm the change Click Yes 5 The scheduler confirms the changes Click Close Using one X Portal for IP Office Page 76 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015
135. ding a Caller from the Conversation PRISTON AE E E E beta ht Gieadeacndvhee gates E 6 7 3 Adding a Voicemail Caller to the Directory 6 8 Editing a Personal Contact 6 9 Deleting a Personal Directory Contact 6 10 Adding A Personal Contacts Group 6 10 1 Outlook QroUupa eee eeeeeeeeeeeeeeeeseeeeeeeneeeeeeaes 6 11 Exporting Importing Personal directory 00 6 12 Emailing a Contact ee ereenn 6 13 Instant Messaging a Contact 6 14 Adding a contact to Meet Me conference bridge 7 Profiles 7 1 The Detected Profile 7 2 Selecting Your Profile eee eeeeeeeeeeeeneeeeeneeeeeeeees 7 3 Editing a Profiles ceccsscsesgzicetessoeeeacsesacscrexsscteeeetseeraeiatss 7 4 Adding a Profile ccccceeeceeecneeeeeeeeeaeeeeeeeeeneeeeeeeees 7 5 Profile Settings snien nnn eens Te AeA o EEE EEE 7 5 2 Mobility Use Default Deskphone 04 7 5 3 Mobility Forward cccccccceeeeeeeeeeeteeeeeeeees 7 5 4 Mobility Mobile Twinning 7 5 5 Mobility Telecommuter Mode 7 5 6 Voicemail isara a iE 8 Voicemail 8 1 Group MESSAGES ccccecececeeeceeeeeceseaeeeeeeeeenteeeeeeees 8 2 Checking Voicemail Messages 8 3 Call Someone Who Left a Message eee 8 4 Switching Between Phone and PC Playback 8 5 Adding a Caller to Your Personal Directory 8 6 Changing Your Voicemail Code 8 7 Recording Voicemail Greetings 8 8 Select
136. dish e Dutch e German e Polish e Turkish Non one X Portal for IP Office Users Basic users that is those who are not configured as one X Portal for IP Office users can still use the Change Password link on the one X Portal for IP Office login page in order to change their user password Using one X Portal for IP Office Page 13 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 1 3 Logging In 1 In your web browser enter the URL in the form of https lt server name gt lt server port gt onexportal html where e lt server name gt is the name or the IP address of the one X Portal for IP Office server e lt server port gt is the port number used by the one X Portal for IP Office This is either 9443 or 8443 for HTTPS access e In some cases you may use http rather than https and 8080 as the port Your system administrator will advise if that is allowed 2 Enter your User name and Password e If you want to save your user name and password on the computer select the Remember me on this computer check box Select this check box only if you are the only person who uses the computer e Logging In on a Phone If you want to you can have one X Portal for IP Office also log you into an extension on the phone system or at an external phone To do this click Login to phone You do not need to do this if you are already logged in on an extension on the telephone system th
137. e a chat from Avaya IP Office Plug in directory b When finished click Add Using one X Portal for IP Office Page 192 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Avaya IP Office Plug in for Microsoft Outlook Directories 13 9 10 Editing a Personal Contact You cannot edit a contact who is added in your personal directory from the System directory they remain linked to the matching entry on the System directory tab 1 Search for the contact in the directory 2 Click amp Update Contact a Type the details of the contact in the Contact Details window e If the Work phone setting matches the extension number of a telephone system user the directory contact displays the user status of the user This applies even if another number is currently selected as the Primary phone e You can select the Group in which of your personal contact should appear on e You can add the gmail address of the contact After you add the addresses you can start an email or initiate a chat from Avaya IP Office Plug in directory b When finished click Add 13 9 11 Deleting a Personal Directory Contact Note that if the same contact appears on several personal groups this action will only delete the contact from the currently displayed group To see which group a personal contact appears on select View Details instead of Delete Contact If you delete a contact from the All group th
138. e access protected by a voicemail passcode You can use one X Portal for IP Office to set and change your voicemail code To change your voicemail code 1 In the Configure tab select Security The Voicemail Passcode section appears 2 Enter the new code that you want to use and confirm the code e The voicemail code is always a numerical code e Note the displayed rules for what should be included in the password These rules are set by your system administrator 3 Click Save 8 7 Recording Voicemail Greetings You can use one X Portal for IP Office to record up to 9 greeting files for use with your voicemail mailbox You can then use the Active Greeting 115 setting within your profiles to select which of the greetings should be used by each profile e This option is only supported if your system uses a lt VOICEMAILPRO gt voicemail server It is not supported if your telephone system uses embedded voicemail To edit your personal greetings 1 In the Configure tab select Voicemail 2 Click Edit Personalized Greetings A call is made to your extension 3 In the name field enter a name for the greeting 4 Use the Record icon to start recording and the LJ Stop icon to finish recording 5 After a greeting has been uploaded you can use the gt Play and D Stop icons to playback the greeting You can also delete the file by clicking on X delete 6 To save the recording click on the save icon You will hear a tone when the file
139. e instead To close the plug in window 1 Click on the X icon at the top of the plug in Alternatively click w and select Close To reopen the plug in window 1 In the toolbar select Add Ins and click Avaya IP Office Plug in 13 6 Logging out To log out 1 In the top right corner of the Avaya IP Office Plug in window right click iam Options I 2 Select Logout The system displays the Logout dialog box 3 Click Logout Using one X Portal for IP Office Page 172 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Avaya IP Office Plug in for Microsoft Outlook Logging out 13 7 Call functions The Avaya IP Office Plug in for Microsoft Outlook provides various call functions 13 7 1 Making Calls You can make calls directly using Avaya IP Office Plug in by e Typing a name or number 17 e Using the dial pad 17 e Using click to dial 17A e Adding an account code and subject 174 13 7 1 1 Typing a name or number You call a contact by typing the name or number of a person in Avaya IP Office Plug in To make a call 1 Type the name or the number of the contact in the Enter name or number field For more information on adding an account code and a subject to a call see Adding an account code and a subject 173 2 Press Enter or click Call 13 7 1 2 Using the dial pad You can call a contact by using the dial pad in Avaya IP Office Plug in To make a ca
140. e is indicated as a band that indicates the current time and the daylight hours Hovering your cursor over any of the time bands displays the current date and time in that time zone 4 World Clock 2 BJ Add Now 17 2010 08 40 _ Timezones Clocks London GMT 0 safal sals 14 15 16 17 18 19 20 21 22 23 0 Eastern Time GMT 4 sabasalasnlanalasahnnhanbasnbisakasal 20 21 22 23 0 12 344 5 6 7 8 93 40 11 12 13 14 15 16 17 18 19 GMT 5 5 i ii A aa Dal ge Dil 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 0 12 3 4 6 e Clock In this view each time zone is shown as a clock C World Clock m Timezones Clocks London Eastern Time New Delhi GMT 0 GMT 45 GMT 5 5 Nov 17 08 45 Nov 17 03 45 Nov 17 14 15 vos 12 24 Hour This option is shown in the Timezones view Click on these buttons to switch it between 24 hour and 12 hour display This affects both the time span shown by the bands and the clock format used beneath each band e Add Click on the Add icon to add another time zone band to the display The list of world time zones is displayed from which you can select the time zone required for the new band Use the box at the top to filter the list of time zones by name You can add up to 5 time zones to your world clock m C Clear GMT 8 Pacific Time US amp Canada ME GMT 8 Tguana Baja California GMT 7 Chihuahua La Paz Mazatian GMT 6 Central America
141. e multiple calls for example if an additional call arrives whilst you are already connected on a call Failed Call e This message indicates that the call attempt failed for some reason Logging In e The system displays this message when one X Call Assistant starts and is logging in to the one X Portal for IP Office server to send and receive information about your calls Login Failed e The system displays this message if one X Call Assistant can connect to the one X Portal for IP Office server but the user name or password details do not match your settings for a one X Portal for IP Office login e e Right click x Connected and select Settings Verify details in the Connection dialog box are correct and click OK Page 150 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com one X Call Assistant one X Call Assistant Messages 12 7 Voicemail Messages ep When you have any new voicemail messages the one X Call Assistant icon changes to show a small red dot ie an A or I ae icon If you hover the mouse over the icon it displays information about the number of messages 12 8 Missed Calls When you have any missed calls the one X Call Assistant icon changes to show ie a or L icon If you hover the mouse over the icon it displays information about the number of missed calls In addition to the missed calls display above you can also access your full call log 155 using the one X Call Ass
142. e phone system park slots to the buttons If the numbers or names you use match those used by other users you can view the calls that are parked in those park slots by others You can use the buttons to unpark those calls Similarly other users can view and unpark calls that you park To configure your park slots 1 In the Configure tab select Telephony 2 In the Park Slots section enter the park slot number or name of the park slot By default the park slots are named from 1 to 4 e Note Ensure that the name of the park slot does not exceed nine characters The name of the park slot can be alpha numeric and include special characters 3 Click Save Using one X Portal for IP Office Page 137 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 11 3 Sound Configuration If your computer and browser are configured for audio one X Portal for IP Office can provide sound notifications for events such as call ringing or a new voicemail message This requires the browser to support a media player such as Windows Media Player or Quick Time e If using Internet Explorer check that the option Play sound in webpages is enabled Tools Internet Options Advanced Multimedia To store your home and mobile phone numbers 1 Click the Configure tab and select Telephony 2 In the Sound Configuration section select Enable sound notifications 3 Click Save 11 3 1 Proxy Se
143. e setting matches the extension number of a telephone system user the directory contact displays the user status 9 of the user This applies even if another number is currently selected as the Primary phone 22 e You can use the Group list to select which of your personal contacts tabs 10 the contact should appear on e You can add the gmail address and the Office Communications Server OCS address of the contact After you add the addresses you can start an email 105 or initiate a chat from the one X Portal for IP Office directory b When finished click Save Using one X Portal for IP Office Page 99 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 6 7 3 Adding a Voicemail Caller to the Directory You can add the details of a caller who left you a voicemail message to your Personal directory To add a voicemail caller to your personal directory 1 Click on Main 2 View the m Messages gadget 3 Click the add icon in the message details a Type the details of the contact in the Add New Contact window e If the Work phone setting matches the extension number of a telephone system user the directory contact displays the user status 9 of the user This applies even if another number is currently selected as the Primary phone 22 e You can use the Group list to select which of your personal contacts tabs 10 the contact should appear on e You can add the gm
144. e the meeting 2 Click on the meeting details to highlight it Click the X icon Using one X Portal for IP Office Page 82 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Conference Calls Conference Scheduling 4 13 4 Conference Notifications When you schedule a meet me conference the system will send various types of notification to conference participants e Email Notifications It sends an Outlook calendar format email to all the invited parties for which it has a known email address set in the telephone system The system will also send an updated email whenever a scheduled meeting is changed or if it is canceled Location Avaya IP Office Conference Audio 1452 Web Collaboration http ipoffice midmarket 8080 meeting v Start time Fri 11 23 2012 y 4 00 PM Dal day event End time Fri 11 23 2012 4 30 PM i You have been invited to an IP Office Conference Audio Access Numbers Audio Bridge 1452 Web Collaboration URL http ipoffice midmarket 8080 meetin Participant code 1452 Ww e Note that the one X Portal for IP Office conference scheduler does not know about and reflect user acceptance rejection or deleting of conference invites in their own Outlook calendars e Instant Messaging Notifications Also for those invited parties who are logged in to one X Portal for IP Office instant messaging it will send an instant message The system wil
145. earching the External directory 1 Enter a name or number in the text box at the bottom and click on the Go button 2 one X Portal for IP Office sends a search request to the remote directory and displays the results To searching All the Directories 1 Click the a Search All tab 2 Enter your search name or number into the search box at the top and click the Search button amp Personal AD System amp e External Q Search All QE Search Clear O amp aena amp OQ amp vent 402 amp Bobby Fisher SB Exinso3 E 2B Erinias BB Exinsos SB Exincoe SB Exins07 a l4 4 Page 1 of2 gt PI Displaying 1 to 20 of 28 To list members of a hunt group The System directory can be used to display the members of the hunt group and their status See Listing Hunt Group Members 96 gt Using one X Portal for IP Office Page 95 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 6 4 Listing Hunt Group Members The system directory includes hunt groups configured on the telephone system except those set as ex directory by the system administrator You can use the system directory to focus on a particular group and list only the members of that group To list the members of a hunt group 1 In the Directory gadget select the 46 System tab 2 Click on the amp icon 3 A list of groups is displayed from which you can select the group required If necessary entering the group name a
146. ecords does not meet the validations that the system sets then the system displays an error message with the details such as the reason for failure You can export the error list as an HTML document However you can continue import the rest of the records that the system has validated or cancel importing the records e When you import the CSV file that is in Outlook format for example files created by exporting contacts from Gmail Yahoo Outlook and others then the system adds all contacts to All group only e You can export only the contacts in All group Prerequisites e The import and export uses CSV format files To learn the format manually create a directory entry and then export the directory e Ensure that you disable the Pop up blocker in the browser of one X Portal for IP Office To import a personal directory 1 In the Personal directory tab click a Import The system displays Select File to Import window 2 Click Browse to select the CSV file that you want to import 3 Click Import The system displays the contacts that you imported in the Personal directory To export a personal directory 1 In the Personal directory tab click l Export The system exports the contacts in the Personal directory to the default download location of the browser The system also displays the number of records that were exported In the last column of every record in the CSV file that is exported the system appends the groups created i
147. ed to Avaya by sending mail to securityalerts avaya com Trademarks The trademarks logos and service marks Marks displayed in this site the Documentation Hosted Service s and Product s provided by Avaya are the registered or unregistered Marks of Avaya its affiliates or other third parties Users are not permitted to use such Marks without prior written consent from Avaya or such third party which may own the Mark Nothing contained in this site the Documentation Hosted Service s and Product s should be construed as granting by implication estoppel or otherwise any license or right in and to the Marks without the express written permission of Avaya or the applicable third party Avaya is a registered trademark of Avaya Inc All non Avaya trademarks are the property of their respective owners Linux is the registered trademark of Linus Torvalds in the U S and other countries Using one X Portal for IP Office Page 3 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Downloading Documentation For the most current versions of Documentation see the Avaya Support website http support avaya com or such successor site as designated by Avaya Contact Avaya Support See the Avaya Support website http support avaya com for Product or Hosted Service notices and articles or to report a problem with your Avaya Product or Hosted Service For a list of support te
148. ely do one of the following e Always click No to load the plugin properly e Disable the warning message by selecting Tools gt Internet Options gt Security gt Custom Level In Miscellaneous enable the option Display mixed content e Internet Explorer 10 e Mozilla Firefox Refer to https help salesforce com HTViewSolution id 000187116 for details of enabling support in this browser e Google Chrome Refer to https help salesforce com HTViewSolution id 000187116 for details of enabling support in this browser Using one X Portal for IP Office Page 212 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Avaya IP Office Plug in for Salesforce com System Requirements 14 2 Installing the Software The process of Avaya IP Office Plug in for Salesforce com consists of the following steps 1 Installing the desktop client 213 2 Start the desktop client 213 3 Integrating the desktop client with Salesforce 2 4 Add yourself as a user 214 14 2 1 Installing the desktop client The file to install the portal s desktop client for Avaya IP Office Plug in for Salesforce com To install the Avaya IP Office Plug in for Salesforce com desktop client software 1 Log in to one X Portal for IP Office 2 In the Configuration tab select Desktop Integration 3 Click the link to download the installer for Avaya IP Office Plug in for Salesforce com
149. en the system deletes the contact from all the other groups as well To deleting a contact from a group 1 Search for the contact in the directory 2 Hover the mouse over the contact 3 Click on the amp X Delete icon 4 In the Confirm dialog box click Yes to remove a contact from the list To delete multiple contacts from a group 1 Select the contacts in the group Note You can use the typical widows section options using the Shift or Ctrl keys to select the contacts 2 Click on the ax Delete icon located next to the Directory list combo box 3 In the Confirm dialog box click Yes to remove a contact from the list Using one X Portal for IP Office Page 193 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 13 9 12 Adding a Personal Contacts Group You can add up to five groups in your personal directory in addition to the default All group A personal contact can be listed in more than one group Note You cannot add rename or delete a group named Outlook in the personal contacts group For more information see Outlook group 19 and Outlook contact synchronization 19h Adding a personal contacts group 1 Select the Personal in the Directory tab 2 Click amp Add Group Avaya Office Plug In x Group Name 3 Enter a name for the new tab 4 Click Add The system displays a new tab in the Personal directory Renaming a group 1 In the personal direc
150. ension on the phone system Calls to Out you are redirected to voicemail if available Otherwise the callers receive a busy tone You cannot make calls However you can still use one X Portal for IP Office to alter your configuration settings 4 ee This status indicates that the phone is ringing and you have an incoming call Q This status indicates that your presence on the phone system is unknown The presence cannot be determined as the phone number is not an extension on the telephone system 1 8 2 IM Presence Icons Presence Presence Description Icon Status Q Available This status indicates that you are logged into the IM server and available for chat Online This status indicates that you have enabled Do No Disturb on the IM disturb This status indicates that other users will not be able to send you instant messages 124 using the one X Portal for IP Office This status indicates that you are logged into the IM but currently away from your desk O onon This status indicates that your presence on the IM is unknown 1 8 3 Viewing Other User s Presence You can view the presence status of contacts in the Conversation History 86 Messages 11 and Directory 91 gadget The presence icons are displayed to the left of the name column in the gadgets Since the presence of a user is displayed in the Directory gadget the calendar information will be also be reflected Using one X Portal for IP Office Page 20 IP Office
151. er Click to retrieve the call from hold 402 m Call C Enter a subject for the call Consult Enter account code Transfer 1 2 3 4 31550 xX 41550 00 01 15 a a a 2 Using the text box at the top of the E Calls gadget enter the number to which you want to transfer the call and click the Transfer button 3 The call is transferred Notes 1 Your system administrator 22 can enable a Transfer Return Time for you When set if a transferred call is not answered within that time it can recall to you 2 The ability to transfer an external call to another external number can be restricted by your system administrator Using one X Portal for IP Office Page 47 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 3 14 2 Making a Supervised Transfer A supervised transfer is one where you talk or try to talk to the transfer destination before completing the transfer Your initial call to the transfer destination is called a consultation call or enquiry call This method of transferring calls allows you to confirm if the transfer target is present and wants to accept the call To make an unsupervised transfer AL 1 Using the E Calls gadget on the Main tab select the call tab for the call you want to transfer Click to retrieve the call from hold FX Calls 402 Call C Enter a subject for the call Consult Enter account code Transfer 1 2 3
152. erence click on the M End icon to end the call Then click on the lC Retrieve icon shown by the conference call at the bottom of the call tab 13 8 4 Web Collaboration If you are also configured as a web collaboration user you can use your Avaya IP Office Plug in to join you web collaboration conference You can also use it to join other users web collaboration conferences to which you have been invited To access you own web collaboration 1 In the toolbar click on the web collaboration icon 2 A browser window to your web collaboration is opened To access another users web collaboration 1 Click on the contacts icon 2 Locate and select the other user s contact details 3 Click on the Join Web Conference link in their contact details wj ja jE Annie Android E ak 217 lm Join Web Conference v Recent communications basic 4 A browser window to their web collaboration is opened Using one X Portal for IP Office Page 181 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 13 8 5 Scheduled Conferences Clicking on the eee tab shows you your scheduled conferences These are conferences to which you have been invited and conferences that you have scheduled yourself Avaya IP Office Plug In vx Q Extn210 210 E Type a status message Enter a name or number Jajee l GH HHHEAKIA New gt 223 2 Team Meeting
153. erence icon Enter name or number E Call Enter a subject for the call it Consult Enter account code Transfer 1 2 3 4 t Extn402 x aara Alfred 1550 ane 00 00 26 4 X a a a Pa 2 Click on the E conference button All the calls will be added to a conference coy Cals Enter name or number ii Call Enter a subject for the call Consult Enter account code Transfer 1 2 3 4 E ae Conf 100 a 00 00 24 amp Extn401 401 Alfred 1234 an i amp 1551 CARO Using one X Portal for IP Office Page 69 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 4 11 Meet Me Conferences This is a conference that uses a conference bridge number You and other parties can join the conference by various methods setup by the system administrator However no one can hear and talk to each other ie the conference does not start until the owner of the bridge number also joins the conference 4 11 1 Joining Your Own Meet Me Conference You can use the one X Portal for IP Office to directly join your personal meet me conference To join your own meet me conference 1 To start your own meet me conference click the icon at the top of the one X Portal for IP Office screen e If your system also supports web collaboration y
154. es 80 gt e Search the conferences 8 Use My Conversation History e Use the Conversation History 874 e Make a call 88 e Add a number to my directory 88 e Search instant message conversations 8 Use the Directories e View the Directories 924 e View the user status in the Directory e Search the Directories 954 935 e Make calls from the Directory 974 e Add a Directory Contact 984 e Transfer a call from the Directory 98 e Edit a Directory Contact 10 e Add a Contacts Group Tab 102 e Delete a Directory Contact 10h e Email a Contact 10 e Instant Message a Contact 106 Using one X Portal for IP Office Page 10 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Instant Messaging e Instant message other users 124 e Instant message everyone 125 Create and Use Profiles e Use the Detected Profile 116 e Add a New Profile 114 Access and Use Voicemail e Enable Disable Voicemail screening e Start a call from IM 125 e Search instant message conversations 125 e Select an Active Profile 110 e Configure the Profile m e Check Voicemail messages 11 124 e Switch between Phone and PC playback 11 e Record Mailbox Greetings 12h Use mybuddy e Accessing mybuddy 13A e mybuddy commands 13 e Add a Voicemail caller to my Directory 11 e Select Mailbox Greetin
155. ew the calls that are parked in those park slots by others You can use the buttons to unpark those calls Similarly other users can view and unpark calls that you park To configure your park slots 1 In the Configure tab select Telephony 2 In the Park Slots section enter the park slot number or name of the park slot By default the park slots are named from 1 to 4 e Note Ensure that the name of the park slot does not exceed nine characters The name of the park slot can be alpha numeric and include special characters 3 Click Save Using one X Portal for IP Office Page 50 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Making and Answering Calls Parking Calls 3 15 2 Parking a Call To park a call 1 Using the E Calls gadget on the Main tab select the tab representing the call that you want to park 5 calls Enter name ornumber 3 Less Enter a subject for the call Enter account code 1 2 3 4 X Ivan Igor 650 fees Jlvan Pre meeting call 00 00 13 amp 2 Click on one of the park buttons across the middle of the es Calls gadget ES Calls e Enter name or number Ht oN Enter a subject for the call Enter account code 1 Ext 2 3 4 3 The call is parked and the button now indicates that system park slot is in use Notes 1 If you park a call and leave it parked too long it will recall to you The
156. exception list Logged Out O The user has logged out from their phone Calls to them will most likely go to voicemail if available Using one X Portal for IP Office Page 188 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Avaya IP Office Plug in for Microsoft Outlook Directories 13 9 3 Searching Directories To search for a contact in the directory 1 Enter the name or number of the contact in the text box 2 Click the Q search icon The system displays the matching contacts 21 Jeee jm GE 210 Extn210 211 Extn211 212 Extn212 e To make a call select a contact and click f e On the E Directories tab you can select Search Results to see more details of the search results Ba Search Results Extn210 g uw 211 Join Web Conference v Recent communications Extn212 Total Contacts 3 1 1 13 9 4 Making a Call from the Directory To call a contact 1 Hover the mouse over the contact 2 Click l The system calls the primary phone number of the contact e To select an alternate number click More details drop down list The system displays More details drop down list only if the contact has an alternate email id or phone number Using one X Portal for IP Office Page 189 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 13 9 5 Editing Contact Details Clicki
157. f you are busy 224 to any further incoming calls e For outgoing calls you can use one X Portal for IP Office to make additional outgoing calls even when all your phone s appearance buttons are in use If you do this some calls will not be represented by and therefore controllable by an appearance button on the phone e Phones Without Appearance Buttons If the phone you are using does not have appearance buttons your Calls Waiting On setting as set by your system administrator controls the number of calls that you can receive Using one X Portal for IP Office Page 21 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com e If your Calls Waiting On setting is enabled you can use one X Portal for IP Office to answer an additional incoming call Once you have two calls being handled for any additional incoming calls the phone system treats you as being busy 223 However using one X Portal for IP Office you can still make additional outgoing calls e If your Calls Waiting On setting is not enabled once you have one connected call to which you are talking the phone system treats you as being busy 223 However using one X Portal for IP Office you can still make additional outgoing calls Notes 1 You can only have one connected call at a time If you connect to another call by making a call answering a call unpark a call retrieve a call from hold etc the existing call to whi
158. ffice The system displays records to the call events as screen popups or you can directly call the contacts using Salesforce If you are using IP Office for your telephone applications then you can use the Avaya IPO Adapter for Salesforce to control the call from the Salesforce portal Note Localized versions of Avaya IP Office Plug in for Salesforce com are not available Use the Avaya IP Office Plug in for Salesforce com e System requirements 21 gt e Install Avaya IP Office Plug in for e Start Avaya IP Office Plug in for Salesforce com 213 Salesforce com 213 e Integrate 214 e Use Screen pop functionality 21 e Login 218 e Log out 21 e Make a call 21 14 1 System Requirements e Salesforce com CTI toolkit R4 x e Microsoft NET 4 0 framework e Supported Salesforce Editions e Professional Edition with API access enabled e Enterprise Edition e Unlimited Edition e Developer Edition e Supported Operating Systems e Windows 7 e Windows 8 1 e Supported Browsers Later versions of browsers may need adjustment to work with the Salesforce plugin See the following Salesforce support article https help salesforce com HTViewSolution id 000187116 e Internet Explorer 8 Use a browser that matches the operating system for example 32 bit on a 32 bit OS If the system displays the following warning message in Internet Explorer 8 Do you want to view only the webpage content that was delivered secur
159. ffice users to be able to send you instant messages 124 using the one X Portal for IP Office e Status You can enter a status message of up to 50 characters This is shown to other users using the one X Portal for IP Office client or third party clients while you are logged in When logged off or have your status set to Offline the message is not visible to the other users e Help Use this link to open the one X Portal for IP Office help in a new browser tab or window Logout 15 Use this link when you have finished using one X Portal for IP Office It will return you to the one X Portal for IP Office login screen 144 e Version This displays the version number of the one X Portal for IP Office you are currently using Using one X Portal for IP Office Page 19 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 1 8 1 Telephone Presence Icons Presence Presence Description Icon Status This status indicates that you are available and can be called er This status indicates that you have a call in progress Do Not This status indicates that you have enabled Do No Disturb on the phone system Calls to you Disturb are redirected to voicemail if available Otherwise the callers receive a busy tone The exception is calls from numbers that you have added to your list of Do Not Disturb Exceptions 146 Logged This status indicates that you have not logged into the ext
160. for Microsoft Outlook Conference Calls 13 8 5 3 Scheduling from Outlook This options requires you to be logged into the plug in 164 However you can use it when the plug in is hidden 172 To schedule a conference from within Outlook 1 On the Home tab click New Items and select Avaya Office Conference fe 2 Alternatively in the Outlook calendar view click on the fan icon 3 The conference scheduler menu is displayed This allows you to schedule the conference See Scheduling a New Conference 18 gt 13 8 5 4 Joining a Scheduled Conference You can use the plug in to join a conference when it is due You can also join a web collaboration session 18h To join a schedule conference 1 In the list of scheduled conferences a conference that has started is shown with a green background A Team Meeting Bo Bridge 210 Sep 22 2014 From 05 30 PM To 05 57 PM 27 Minutes aa 2 To join that conference click on the aa icon Your phone will ring with the conference invite 13 8 5 5 Editing a Conference You can edit scheduled conferences of which you are the host To edit a scheduled conference 1 Click on the Edit Conference icon 2 Adjust the conference details as required and then click Update 13 8 5 6 Deleting a Conference You can delete scheduled conferences of which you are the host To delete a scheduled conference 1 Click on the Delete Conference icon Using one X Portal for IP Office Page 18
161. for the incoming call that is from caller ID 204101800 You can choose to open either the Contact or Account eg Salesforce A sey oe ED wy Home Chatter Accounts Contacts Cases Solutions Reports Dashboards Documents ie Advanced Search Results Hep tor this Page O Line1 Caller ID 2041018000 Search Search C Limitto items own Account Avay India Pyt Contact Avaya India Pvt ERASE TGS OWS renee Aes pene eh see tt E Accounts m kcustonitemat Action Account Name Account Site Phone Owner Alias AVAYA Edit Avay India Pvt Ltd 204 101 8000 SRedd Action Name Account Hame Account Site Phone Email Contact Owner Alias 3 Avaya India Pvt Ltd Avay India Pvt Ltd There are no matching Leads Opportunities Cases Case Comments Campaigns Contracts Assets Activities Notes Attachments Ideas Reports Users W vinit Rewatkar Using one X Portal for IP Office Page 217 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 14 4 Logging into one X Portal for IP Office You can log into the one X Portal for IP Office using Avaya IP Office Plug in for Salesforce com Prerequisites e User account http www salesforce com e Ensure that Avaya IP Office Adapter for Salesforce is running on the desktop To log in using Avaya IP Office Plug in for Salesforce com 1 Log in to http login salesforce com The system initi
162. from the conference 1 In the Calls gadget hover your cursor over the participant that you want to drop A number of call functions icons appear next to the parties name 2 Click X Drop The participants icon changes to to indicate that the participants is no longer in the conference To drop all other parties 1 In the Calls gadget click a Drop All To drop yourself from the conference 1 In the Calls gadget click gt Drop 4 8 Parking a Conference Call The conference hostl22 can park a conference Any participant can unpark a parked conference however the conference host still retains the ownership privileges To park a conference call 1 In the Calls gadget select the park slot where you want to park the call To unpark a conference call 1 In the Calls gadget select the park slot where you parked the call and then click the Unpark button Using one X Portal for IP Office Page 65 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 4 9 Holding a Conference You can click amp to put a conference call on hold The other parties in the conference are still able to talk to each other without you Your status in the conference display is updated to show that you are on hold e WARNING Note that this only applies to conference calls on your own phone system and displayed as conference calls by your one X Portal for IP Office Putting your connection to any other
163. g Calls Recording a Call 3 14 Transferring Calls You can use one X Portal for IP Office to transfer calls There are several types of transfer Unsupervised An unsupervised transfer is one where having dialed the number of the transfer destination you Transfer complete the transfer without waiting for the call to be answered Supervised A supervised transfer is one where you talk or try to talk to the transfer destination before Transfer completing the transfer Your initial call to the transfer destination is called a consultation call or enquiry call This method of transferring calls allows you to confirm if the transfer target is present and wants to accept the call Conference You can also transfer a call by starting a conference 694 between all the parties and then leaving Transfer the conference Notes 1 Your system administrator 224 can enable a Transfer Return Time for you When set if a transferred call is not answered within that time it can recall to you 2 The ability to transfer an external call to another external number can be restricted by your system administrator 3 14 1 Making an Unsupervised Transfer An unsupervised transfer is one where having dialed the number of the transfer destination you complete the transfer without waiting for the call to be answered To make an unsupervised transfer AL 1 Using the S Calls gadget on the Main tab select the call tab for the call you want to transf
164. g short codes the settings on the telephone system settings do not match your profile and so the system displays the Detected profile 13 12 2 Selecting Your Profile To select and apply a profile 1 In the top right corner of the plug in click Click Settings 2 In the left navigation pane of the General Settings dialog box click Profiles 3 In the Profile Selection section choose the profile For more information see Profiles 204 4 Click OK 13 12 3 Editing a Profile You can edit the default profiles and the profiles that you created To edit a profile 1 In the top right corner of the plug in click Click Settings 2 In the left navigation pane of the General Settings dialog box click Profiles 3 In the Profile Selection section choose the profile For more information see Profiles 204 4 Click Edit Edit the profile settings 5 Click OK Using one X Portal for IP Office Page 204 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Avaya IP Office Plug in for Microsoft Outlook Profiles 13 12 4 Adding a Profile In addition to the three default profiles you can add four more You cannot delete the default profiles you can only edit them However you can edit and delete the additional profiles that you created To add a profile 1 In the top right corner of the plug in click Click Settings 2 In the left navigation pane of the General Settings dial
165. gs 126 e Configure notifications 134 Configure my one X Portal for IP Office e Change My Keyboard Shortcuts 137 e Configure IM Presence 126 e Select my Language 143 e Configure Park Slots 13 e Set Do Not Disturb Exceptions 14 e Configuring Hunt Group Queues 13 Use the one X Call Assistant Windows PCs Only a Install the one X Call Assistant 14A Start the one X Call Assistant 148 Configure the one X Call Assistant 157 e Change password 15h Using one X Portal for IP Office IP Office Platform 9 1 e View the one X Call Assistant icons one X Portal for IP Office How Do l e Login with an external IM client 123 e Configuring IM notifications 128 e Enabling desktop notifications 12 e Call someone who left a message 11 e Change my Voicemail Mailbox Code 1126 e Store location numbers 134 e Enable Sounds 13 e Configure the World Clock 144 e Change Your Password 143 e Change your voicemail code 14 e Screen pop Outlook 15 149 e Start the one X Portal for IP Office 148 e Screen pop one X Portal for IP Office 159 e View help 15h e Hot key dial 158 e Enable announcements 162 Page 11 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Use the Avaya IP Office Plug in for Microsoft Outlook e Check the Avaya IP Office Plug in e Install the Avaya I
166. guration 137 Sounds 138 Configure 50 54 137 140 Connected 34 Consult 33 48 49 98 Consultation call 48 69 Contact 88 98 99 100 101 119 191 192 193 Email 105 Primary phone 21 92 98 187 191 D Default Deskphone 112 Delete Call log 87 Personal directory contact 101 193 Voicemail messages 118 Deskphone 112 Detected 110 204 Directories 92 187 Directory 16 Add tab 102 194 Icons 30 93 188 Make a call 37 97 Do Not Disturb 19 54 93 137 140 188 Exceptions 54 137 140 Drop 33 41 62 69 Shortcut 137 Dutch 13 142 E Edit Personal directory 88 98 99 100 101 119 191 192 193 Personal directory contact 101 193 Email 88 98 99 100 101 105 119 191 192 193 Enable Sound Notifications 138 Enable Hot Key 157 158 Enbloc 21 English 13 14 142 Enquiry call 48 69 Exceptions 140 Explorer 14 Extension 14 External 16 External directory 92 187 F Failed 34 Firefox 14 138 Format 120 Forward Immediate 113 206 Forward on No Answer 39 40 Forwarding 93 188 French 13 142 G Gadget World Clock 141 Page 227 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Gadgets 16 German 13 14 142 Google Chrome 14 138 Green background 110 111 Greetings 120 Group Queue 56 139 Group Tab 102 194 H Held 34 Hold 33 43 Shortcut 137 Hold the Line 114 Hold Timeout 43 Home 109 204 Hot desking 15 223 Hot Key 157 158 Hunt Group Queue 56 139 h
167. he B icon at the bottom of the conference display To mute unmute a party in the conference Sa 1 Click on the N or icon next to the name of the conference party that you want to mute or unmute The currently muted parties are shown by a icon To mute unmute all parties in the conference M 1 Click on the gt or icon at the bottom of the conference display The currently muted parties are shown by a icon To lock the conference 1 Click on the 8 icon at the bottom of the conference display The icon changes to S and no other users can join the conference whilst it is locked To unlock the conference 1 Click on the SY icon at the bottom of the conference display The icon changes to Using one X Portal for IP Office Page 180 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Avaya IP Office Plug in for Microsoft Outlook Conference Calls 13 8 3 Adding Another Conference Party If necessary you can add another party to your conference ad hoc or meet me To add another party to the conference 1 Click on the Hold icon at the bottom of the call details The conference continues without you and appears as a call at the bottom of the call tab 2 Use the plug in to make a call to the other party that you want to add to the conference e If they want to join the conference click on the ccc Conference icon e If they do not want to join the conf
168. he Calls gadget e For an ad hoc conferences the conference host is the person who started the conference e For a meet me conference the conference host is the owner of the conference bridge number 4 3 Search a Conference Whilst the portal conference can support conferences up to the maximum number of parties supported by your telephone system it can only display 20 conference parties at a time Therefore for large conferences additional controls appear at the bottom of the call details windows that allow you to page through the conference parties In addition a search box appears at the top of the call details window You can use this to search for the page on which the required party appears Using one X Portal for IP Office Page 61 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 4 4 Conference Call Controls When you have a conference call in progress the conference call tab displays a range of controls Some depend on whether you are the conference host 223 or just a normal conference member Conference Buttons The buttons on the conference tab can be used as follows Icon Action Description OX Drop Call For a currently connected call pressing X disconnects the call Record Call Start recording the conference All the members of the conference may hear a recording warning and if so that warning repeats any time any other party joins the conference
169. he contacts listed in your one X Portal for IP Office System or Personal directories and make a call using the Salesforce SoftPhone To call a contact 1 Select the line you would like to use to make the call The system displays the line dialog box 2 Click a Search The system displays a list of all the contacts in your one X Portal for IP Office System or Personal directories and their phone numbers 3 Click the phone number listed against a contact 14 6 3 Typing the number You can call a contact by typing the number of a contact in the Salesforce SoftPhone To make a call 1 Select the line you would like to use to make the call The system displays the line dialog box 2 Type the number of the contact in the Enter phone number to dial field Add the external dialing prefix used by your telephone system to the number while making an external call 3 Click or press Enter Using one X Portal for IP Office Page 219 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 14 7 Answering a call The system alerts you about the calls that are made to your one X Portal for IP Office The system displays the details of the caller in the Avaya IP Office Plug in for Salesforce com SoftPhone You can answer or reject the calls using the Avaya IP Office Plug in for Salesforce com SoftPhone When you are on a call and if you receive another call if you answer it the system places
170. hed click Save Using one X Portal for IP Office Page 98 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Directories Adding a new Personal directory contact Personal Directory If you are using a 1400 1600 9500 or 9600 Series phone with a Contacts button or M Series T Series or T3 Series phone you can also use your Personal directory contacts through the phone and edit them using the phone 1 As Personal directory contacts are added they are stored by both the one X Portal for IP Office application and by the telephone system and kept in sync The one X Portal for IP Office application and the telephone system can only store up to 100 Personal directory contacts per user subject to its own system limits e Any contacts uploaded from the Avaya IP Office Plug in are listed in the Outlook group under the Personal tab They are stored in the one X Portal for IP Office only and are in addition to the maximum 100 Personal Directory contacts 2 Contacts can be edited through the phone or through one X Portal for IP Office 3 Personal directory contacts shown by the one X Portal for IP Office can contain several numbers with one selected as the current Primary phone number The matching telephone system record contains just one number which will be changed to match the currently selected Primary phone number on one X Portal for IP Office if that selection is changed 6 7 1 A
171. hed off The returning held call ignores any forwarding or do not disturb settings You cannot drop a hold reminder e If the system administrator has configured you for Busy on Held while you have any held calls the phone system will treat you as being busy to further incoming calls To place a call on hold 1 In the call details screen click The held calls returns to being shown at the bottom on the plug in display Kad minn P pn 211 0 12 To unhold or retrieve a call 1 To retrieve a call that you placed on hold click F Retrieve Using one X Portal for IP Office Page 176 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Avaya IP Office Plug in for Microsoft Outlook Call functions 13 7 5 Transferring a call using Avaya IP Office Plug in You can transfer an incoming call to other person using Avaya IP Office Plug in e Making a supervised transfer 17 e Making an unsupervised transfer 17 13 7 5 1 Making a supervised transfer When you talk to a contact before transferring the call it is called as a supervised transfer Your initial call to the contact is called as a consultation call or an enquiry call In a supervised transfer you can confirm if the contact is present and wants to accept the call To make a supervised transfer 1 Answer the incoming call C 2 Click Ws Consult 3 Use the form that appears to enter the name or number to which you want
172. heduled conferences that it will not have sufficient capacity at the time for your conference it displays a warning Using one X Portal for IP Office IP Office Platform 9 1 Page 77 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com To schedule a conference 1 On the Main tab click on the E Call Conference Scheduling gadget 2 Select the Schedule a Conference tab 3 In the Participants section enter the people you want invited to the call As you type the portal will show matches from the directories select a match to complete the entry e To add an external contact who is not currently in the directory click on the a icon and enter their details e You can add a whole group 10 from your personal directory by typing the group name 4 Enter a Subject that summarizes the reason for the meeting 5 The Host Code and Participant Code fields automatically match your conference PIN However if required you can change them 6 In Location set a note for the physical location of any physical meeting that is occurring in parallel with the audio conference 7 In Conference Description enter any additional details for the conference 8 Set the date and times for the start of the conference and for the end of the conference 9 If you want to run a web collaboration session in parallel to the audio conference for example to share documents select Web Conference and enter the URL for access the
173. his document infodev avaya com Glossary Ad hoc conference 15 Glossary 15 1 Ad hoc conference These are a simple impromptu conferences started by making or answering a normal call and then manually adding another party or parties to the call to make it into a conference The person who starts the conference by adding the other party to the call is the conference host Ad hoc conferences cannot be locked and do not indicate the loudest speaker 15 2 Appearance Buttons Many Avaya phones have programmable buttons that can be configured for different functions These include setting them as appearance buttons which can be used to make and answer different types of calls The different types are call appearance line appearance bridged appearance and coverage appearance buttons 15 3 Auto Hold By default if you already have a call connected and then go and make or answer another call the existing call is automatically put on hold This is called Auto Hold The system administrator can disable Auto Hold for the whole system in which case the existing calls are disconnected This documentation assumes that Auto Hold is being used 15 4 Busy Both the phone system and one X Portal for IP Office can allow you to make and receive multiple calls Therefore even when you are active on calls you are not necessarily seen as being busy to further incoming calls However there are some conditions where you will be treated a
174. ications the system does not show notifications even if Enable IM Desktop Notifications is selected To resolve this do the following To add the portal to the browser permissions 1 In the browser type chrome chrome settings contentExceptions notifications Select the IP address of the one X Portal for IP Office domain For example http 148 147 206 147 8080 Click on the X located at the right end in for the selected row 2 3 4 Click OK 5 Log in to one X Portal for IP Office 6 Select Configure gt Notifications tab 7 Select Enable IM Desktop Notifications The system displays a popup window that requests the user to allow permission for desktop IM notifications in one X Portal for IP Office domain 8 Click Allow The system displays a welcome message and send you desktop IM notifications Using one X Portal for IP Office Page 128 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Instant Messaging IM Notifications 9 6 5 2 Enabling notifications in Firefox With notifications enabled as below if you receive an instant message when you have the one X Portal for IP Office minimized in Firefox the system displays a notification window It displays the avatar of the contact who has sent you the IM and when you click on the notification window the system displays one X Portal for IP Office window e The process below may require you to install an additional
175. ick on the delete icon At any time you can exit the dial pad to continue entering call details into the other fields if required Click the dial pad icon to hide the dial pad 5 When the details are set as you require click the b call icon If you already have another call in progress that call will be automatically put on hold 22 e The progress of the call is displayed on a tab in the E Calls gadget Using one X Portal for IP Office Page 36 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Making and Answering Calls Making a Call 3 4 3 from the Directory To make a call from the directory 1 Using the LJ Directory gadget on the Main tab locate the name that you require in the directory 2 To filter the names shown start entering a name or number in the text box at the top of the tab As you enter a name directory contacts that do not match are hidden from the view 3 To call the contact shown hover your cursor over it Directory icons 934 for the directory functions you can perform are displayed _f Directory a amp Personal ATD System amp External Q Search all Enter a name or number All B A t Cad s Asha Patil va Bhupendra Q Bhupendra Bhavasar e Denish Extn1457 Extni458 Extnia59 l4 4 Page 1 of 13 gt PI Displaying 1 to 20 of 250 a ao a 4 To make a call to the contacts primary number cl
176. ick on the E call icon If the icon is displayed you can click on this to display the contacts alternate numbers and click one of those numbers for the call e The progress of the call is displayed on a tab in the E Calls gadget 3 4 4 from the Conversation History You can use the numbers in the call log to make a repeat or return call To make a call from your conversation history 1 Using the a Conversation History gadget on the Main tab locate the contact that you want to call 2 Click on the name or number to make a call e The progress of the call is displayed on a tab in the E Calls gadget Using one X Portal for IP Office Page 37 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 3 4 5 from Voicemail You can make a return call to someone who has left you a voicemail message 1 Using the Es Messages gadget on the Main tab locate the message from the person that you want to callback L Messages 2 new J K Phone KN Enter name or number State From E 301 301 D 311 3 311 3 311 a 313 Time 15 Mar 12 15pm 05 Feb 02 41pm 05 Feb 02 23pm 22 Jan 12 30pm 21 Jan 07 10pm Length Os 13s Bs 8s iis 2 Click on the name or number details of the caller to make a return call e The progress of the call is displayed on a tab in the os Calls gadget Using one X Portal for IP Office IP Office Platform 9 1 Page 38 15 601
177. idge 210 Participant Code Host Code Sep 22 2014 From 08 00PM To 09 15PM 1 Hour 15 Minutes Daily Meeting Bridge 212 Participant Code Sep 22 2014 From 03 30PM To 09 00PM 30 Minutes 4 You can filter edit and delete the conferences in the same way as from the main plug in window e New Show scheduled conferences set to occur in the future e Historic Show scheduled conferences that occurred in the past 15 days e All Show both future and previous scheduled conferences Using one X Portal for IP Office IP Office Platform 9 1 Page 183 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 13 8 5 2 Scheduling a New Conference You can use the plug in to schedule a conference To schedule a new conference 1 Select the cee Conferences tab 2 Click on the icon 3 In the Participants section enter the people you want invited to the call As you type the portal will show matches from the directories select a match to complete the entry e To add an external contact who is not currently in the directory click on the a icon and enter their details e You can add a whole group 102 from your personal directory by typing the group name 4 Enter a Subject that summarizes the reason for the meeting 5 The Host Code and Participant Code fields automatically match your conference PIN However if required you can change them 6 In Location set a note for the physical locat
178. ile you hear the progress of the call to the new contact Cys 2G Directory S Enter name or number A a Call J Enter a subject for the call Consult Enter account code Transfer 8 Personal SB system Be External Al Sales Team GJ ann Q Search co 1 2 3 4 Q Enter a name y ae Alfred S re R Brad SS Ethel Aifred 1550 O amp Exnsoza02 S x zs lt ES I4 4 Page 1 of1 e PI Displaying 1 to 3 of 3 a a a a a a 4 When you have added all the contacts click on the E conference icon in the calls gadget in order to start the conference BI Enter name or number HH Call Enter a subject for the call Consult Enteraccountcode O 1 2 3 4 X Conference participants Conf 100 00 00 24 w a amp amp xtn401 401 amp Afred 1234 x 2 amp i551 D Z 4 aso 3 Using one X Portal for IP Office IP Office Platform 9 1 Page 68 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Conference Calls Ad Hoc Conferences 4 10 2 Turning Held Calls into an Ad Hoc Conference If you have several held calls or held calls plus a connected call you can turn them into an ad hoc conference 1 When you have several held calls or a call in progress and other calls on hold the call gadget displays a E conf
179. ing Directories ieee 189 144 140 Ending a call iG ett a a lane 220 13 9 4 Making a Call from the Directory 189 144 11 Transferring a Calli ica lactase eect usaastes 221 13 9 5 Editing Contact Details ccceseeeseeeees 190 14 11 1 Making a supervised transfer 0 00 0cce 221 13 9 6 Instant Messaging a Contact cccceceee 190 14 11 2 Making an unsupervised transfer 0 221 13 9 7 Emailing a contact 190 13 9 8 Viewing Recent communications 190 15 Glossary 13 9 9 Adding a new Personal directory contact 191 15 1 Ad hoc CONFEFENCE eececeeeesecetecesseeeteessseeeseeeees 223 13 9 10 Editing a Personal Contact 193 15 2 Appearance Buttons ceccecceesceeeeeeeeeeeeeeeeeeseeees 223 13 9 11 Deleting a Personal Directory Contact 193 15 3 Auto HOI ccc cccccescccssceeseecsececseceseecsaecesserseeeseeeees 223 13 9 12 Adding a Personal Contacts Group 194 15 4 BUSYs te meshes AG Meee he et ti 223 13 9 13 Importing Outlook contacts eee 194 15 5 Conference Managel ccccccccscstcessecsessesteeeseeenees 223 13 10 Additional features 196 15 6 Do Not Disturb 0 cceccecceceeeeeeceeeeeeeeeeeeeeeeeeeseeees 223 13 10 1 Click to dialean 196 15 7 Forward on No ANSwetl c cecceeseeeeeeeeeeeeeeeeeees 223 HRS Fal 02 AVata r i a a a a 198 15 8 Forward on BUSY c ceccecceeeeeeceeeeeeeeeeeeeeeereeeeeees 223
180. ing allows your incoming calls to ring at both your extension and at another number that you have entered The option to use Mobile Twinning is not available to all users V Mobility Mode Forward MobileTwinning Telecommuter vi Forward Unconditional C Forward On No Answer Enable MobileTwinning Number 955567890 e Enable Mobile Twinning Selecting this option switches the use of mobile twinning for calls on and displays the current twinning number It also enables the twinned call buttons in your Calls gadget You can use those buttons to transfer twinned calls 584 between your normal extension and your twinning number and vice versa e Number This sets the number to which your twinned calls will be sent in addition to ringing at your desk extension Using one X Portal for IP Office Page 113 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 7 5 5 Mobility Telecommuter Mode Telecommuter mode allows you to make and receive calls using a phone at a remote location with all calls being started by and going via the telephone system It requires you to also have a data connection from that location over which you can connect a web browser to your company s one X Portal for IP Office server This mode is only available to you if configured by your system administrator You make calls using one X Portal for IP Office to dial the number The phone system will make a c
181. ing one X Portal for IP Office 15 601131 Issue 11k 21 October 2015 IP Office Platform 9 1 Comments on this document infodev avaya com one X Call Assistant Call Handling 12 13 Call Log You can access your call log using to the one X Call Assistant You can then use the call log to make return calls Call Log The call log shown is stored on the telephone system as part of your user settings Up to 30 records are stored with new records replacing the old ones when the limit is reached However for repeated call records to or from the same number the existing record is updated and the number of calls count included in the record is increased For incoming call by default only personal calls non hunt group to the user that were answered by the user or which went unanswered anywhere are included in the call log e Missed Calls Calls that you do not answer but are answered by voicemail or a covering extension are not normally logged as missed calls However your telephone system administrator can configure the logging of missed calls e Missed Hunt Group Calls By default only hunt group calls that you answer are logged However your telephone system administrator can configure your call log to include missed hunt group calls for selected hunt groups e Automatic Deletion Old call records are automatically deleted when the call log capacity is reached and a new call record needs to be added In addition the telephone system
182. ing one X Portal for IP Office Page 33 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 3 3 Call Icons Call icons are used by the E Calls gadget to indicate the current status of a call A large icon is also shown top right to indicate the status of your currently connected call if you have one The tab on the right for each call also includes a small version of the icon showing the status of the call that the tab represents 5 calls Entei r name or num b er H Less Enter a subject for the call Enter account code 1 2 3 X 4550 00 00 14 Icon Description an e Idle On Hook This icon indicates that you currently have no call connected e Alerting Ringing This icon indicates a call being presented to you to be answered 39 Depending on other phone settings your phone also gives an audible ring and flash its lamp or icons e Dialing This icon is shown when you are in the process of making a call but not yet ringing or connected for example still dialing the number e Outgoing Call Ringing This icon indicates that the call you have made is now ringing Note that for analog telephone lines calls are treated as answered immediately as those lines do not provide call progress signals to the telephone system just audible ringing that you can hear e Could Not Connect The icon indicates that the call you were
183. ion of any physical meeting that is occurring in parallel with the audio conference 7 In Conference Description enter any additional details for the conference 8 Set the date and times for the start of the conference and for the end of the conference 9 If you want to run a web collaboration session in parallel to the audio conference for example to share documents select Web Conference and enter the URL for access the session 10 If you want the conference to repeat at regular intervals select Recurrence and set the frequency for the repeat conferences and when the repeats should end e Recurrence Pattern This field allows you to select the frequency of each repeated conference e Daily When selected the additional options for either Every Day or Every Week Day are available e Weekly When selected you can then select which days of the week the meeting should occur e Monthly When selected you can select the day of the month by date and how many months between repeats e Select Range of Occurrences This field allow you to set the date when the recurring conferences should end 11 As the conference host you can have a conference report 84 emailed to you when the conference ends To do this select Email Report 12 Click Schedule 13 Click OK Using one X Portal for IP Office Page 184 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Avaya IP Office Plug in
184. ions The number of digits in an internal extension Length of national phone numbers The number of digits that you need to dial including area or including area city code city code for a call within the country For countries with multiple telephone numbers you can separate it by a comma Remove area city code when making a local The system removes the are or city call when you make a call local call This field is only enabled when you set the Your area city code field 5 Click OK Using one X Portal for IP Office Page 161 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 12 14 6 Announcements settings The one X Call Assistant can announce various events The setting below are used to enable announcements and set the voice used for those announcements The Announcement selection 163 settings are then used to select which events are announced To configure the announcement settings 1 In the notification area right click the xt icon and select Settings 2 Select Announcements settings 3 Select the settings for the announcements Field Description aS announcements Announces Foe ee er ee various events such as system phone screen navigation phone and call events that you select Select voice You can select the voice you want the system used from the list of those Microsoft text to speech languages installed on your computer The default voices availab
185. istant To clear the missed calls p 1 Right click the icon and select Clear Missed Calls 12 9 Changing your password You can use the one X Call Assistant to change your user password This is the same password used for all your one X Portal for IP Office access To set the connection details for one X Call Assistant 1 In the notification area right click the X icon and select Settings 2 Select Connection 3 Click Change Password 4 Enter your current password and the new password that you want to use e Note that password complexity rules set by your system administrator may apply To view what those rules are click on Password Complexity Rules 5 Click Confirm 6 Click OK 12 10 Help menu To view help 1 In the notification area right click the x icon and select Help 12 11 New version available notification When you login to the one X Portal for IP Office you will receive a notification if a new server version is detected The one X Call Assistant automatically notifies you of the availability of the new version You need to manually download the new version from the one X Portal for IP Office and install it Using one X Portal for IP Office Page 151 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 12 12 Call Handling 12 12 1 Making a Call You can use the one X Call Assistant to make a call The number selected for dialing may
186. l also send an instant message whenever a scheduled meeting is changed or if it is canceled It also sends an instant messages when the conference starts Extn309 x Extn309 309 This is a new scheduled conference notification Scheduled Conference Details Meeting Agenda one X Demo Presentation Conference Host Extn309 Start Time 06 09 2014 22 00 GMT 05 30 End Time 06 09 2014 22 30 GMT 05 30 Conference Bridge 309 Participant Code e Telephone Notification The system will call the conference participants when the conference starts That includes you if you scheduled the conference The call attempt lasts for 2 minutes Using one X Portal for IP Office Page 83 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 4 13 5 Conference Reports You can select to receive reports for meet me conferences that you have scheduled The report in the form of a CSV text file is emailed to you when the conference ends ie the last person exits the conference The report includes details such as the number of participants when the conference started and ended and the times each participant joined and left the conference 3 26 2014 Bridge Details 243 Start Time 3 26 2014 17 30 EndTime 18 00 Participants of Conference 4 Time Zone GMT 5 30 Duration 30 Minutes Participant name Device Join Time Drop Time Duration Minutes Prithviraj Singh 203 3 26 2014 17 25 3 26 2014 17 2
187. l for IP Office Page 74 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Conference Calls Conference Scheduling 4 13 1 Viewing Your Conference Calendar The Calendar View shows your scheduled conferences in a traditional appointment book style It includes conferences of which you are the host shown in red and conferences to which you have been invited show in blue Calendar View 4 Schedule a Conference d Meetings View CS EER o Ey s 2014 Mon May 12 Tue May 13 Wed May 14 Thu May 15 noon m 1pm Recurring Team Meeting Recurring Team Meeting Recurring Team Meeting Recurring Team Meeting 2pm 3pm EEE Op A aa 4pm 5 pm 6pm To view your conferences 1 On the Main tab click on the E Call Conference Scheduling gadget 2 Select Calendar View e Conferences You Host Conferences of which you are the host are shown in red e Other Conferences Other conferences to which you have been invited are shown in blue To change the time span shown 1 In the Calendar View click on the required time span for displayed conferences The options are 1 Day 3 Days 5 Days or Week e You cannot use this option on recurring conferences To view a particular date 1 In the Calendar View adjust the date shown as follows e Click the 4 and P icon to move forward or backwards in time e Click on the E icon to select a particular date to dis
188. l for IP Office to access an external directory If your one X Portal for IP Office server has been configured to do this you can perform a search of the external directory The results of the search are shown here e Search All This additional option is used to display the results of a cross directory search 954 Personal Directory If you are using a 1400 1600 9500 or 9600 Series phone with a Contacts button or M Series T Series or T3 Series phone you can also use your Personal directory contacts through the phone and edit them using the phone 1 As Personal directory contacts are added they are stored by both the one X Portal for IP Office application and by the telephone system and kept in sync The one X Portal for IP Office application and the telephone system can only store up to 100 Personal directory contacts per user subject to its own system limits e Any contacts uploaded from the Avaya IP Office Plug in are listed in the Outlook group under the Personal tab They are stored in the one X Portal for IP Office only and are in addition to the maximum 100 Personal Directory contacts 2 Contacts can be edited through the phone or through one X Portal for IP Office 3 Personal directory contacts shown by the one X Portal for IP Office can contain several numbers with one selected as the current Primary phone number The matching telephone system record contains just one number which will be changed to match the currently sele
189. le Changing Voicemail Settings Using Other Interfaces one X Portal for IP Office loads your voicemail settings when you login If you then change your voicemail settings using another method such as through your phone the details held by one X Portal for IP Office can be incorrect If you make voicemail setting changes through a method other than one X Portal for IP Office you should log out of one X Portal for IP Office and log in again 7 2 Selecting Your Profile Your currently active profile is shown in the status line 194 at the top right of the one X Portal for IP Office screen To select your current profile 1 In the Configure tab select Profiles The list of profiles appears 2 In the list of profiles select the profile that you want the phone to use Note When you select or edit an active profile there is a small delay while the profile settings are applied to your settings on the telephone system An orange background indicates that the profile changes have not yet been fully applied by the telephone system A green background indicates that the active profile changes have now been fully applied Using one X Portal for IP Office Page 110 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Profiles Selecting Your Profile 7 3 Editing a Profile You can edit the default profiles and the profiles that you created To edit a profile 1 In the Configure tab select
190. le and the methods for installing additional voices depends on the version of Windows Note that you can only select voices that match languages supported 146 by the one X Call Assistant Voice speed You can set the speed of voice The system displays the value when you move the slider volume You can set the volume of the announcements a Plays the sample announcement based on the settings that you select 4 Click OK Using one X Portal for IP Office Page 162 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com one X Call Assistant one X Call Assistant settings 12 14 7 Announcements selection You can enable announcements and select the voice used through the Announcement settings 162 The Announcement selection settings then control which events are announced Priority of Announcements The possible announcements are grouped into four categories When multiple events occur at the same time the priority below is applied to how the announcements are played For example If playing a phone status message and a system error occurs it ends the phone status message and plays the system error message After it plays the system error message it resumes playing the phone status message e System status High e Call events High e Phone status Medium e Screen navigation Low To configure which events are announced 1 In the notification area right click the
191. le enabled any additional digits dialled from the dial pad are sent to the currently active call rather than being used to start a new call 3 Click the numbers and the characters in the dial pad to send the additional DTMF digits To disable the Touch tones option After you send the DTMF signals close the dial pad The system switched off the Touch tones option Using one X Portal for IP Office Page 53 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 3 17 Do Not Disturb When you select this state you only receive calls from selected numbers that you have indicated by adding to your Do Not Disturb Exceptions 140 All other callers are routed to voicemail if available or otherwise receive busy tone You can still make calls while in the Do Not Disturb state To switch Do Not Disturb On 1 At the top right click onthe Y 5IE status selector 2 Select Do Not Disturb 3 Your status icon will change to x do not disturb To switch Do Not Disturb Off 1 At the top right click on the Y 5l status selector 2 Select Available or Offline 3 Your status icon will change to available or offline 3 17 1 Do Not Disturb Exceptions Calls from numbers in this list are still be able to ring your phone even when you have Do Not Disturb enabled 545 This only applies for calls direct to your extension number it does not apply for calls to any hu
192. lephone numbers and contact addresses go to the Avaya Support website http support avaya com or such successor site as designated by Avaya scroll to the bottom of the page and select Contact Avaya Support Using one X Portal for IP Office Page 4 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Contents 1 one X Portal for IP Office 9 1 HOW DO l aruna di ioar 10 1 2 PC RegquitemertS aerie i aaee iiaa 13 1 3 Logging IM ratanira etiaai 14 14 Hot Desking erran e a a en 15 1 5 Telecommuting cccccescceeceeeeeeeeceeeeeeeaeeeeeesenaeeeees 15 1 6 LoggiNg QU ivesssicrcconeieesseeaiee ceca ietetiag ieee ntaks 15 1 7 The Malm Pagesangan evi Ree ae hed a 16 1 8 Your Presence and Status eeeeeeeeeeesneeeeeees 19 1 8 1 Telephone Presence ICONS 20 1 8 2 IM Presence ICONS 20 1 8 3 Viewing Other User s Presence 20 1 9 Phone NotesSession ieii 21 1 10 Terminal Services cece eeeeeeeeeeeeeeenneeeeeneeeeeeaes 22 2 Changing the Layout 2 1 Selecting a Skim iaa 24 2 2 Changing the Column Widths 24 2 3 Minimizing Gadgets ceeececeeeeeeeeeeeeseneeeeenaeeeeenees 25 2 4 Maximizing a Qadget ccceceeecceceeeeeeeceeeeeeesenteeeees 25 2 5 ReSIZING A GAdGet eee tenia 26 2 6 Moving Gadgets ec ceeeceeeeeneceeeeeeeeeeeeeseeeeeenaeeeeenees 26 2 7 Default LayOut ccccccececececeeeeceeeeeeeeeseneaeeeeeeeesneeees 26
193. ll 3 Click Save 9 6 3 Advertise your calendar status You can select whether the system should automatically change your IM presence status when you have an appointment or meeting in your calendar To configure advertising your call status 1 Click the Configure tab and select IM Presence 2 Set Advertise on Call Status to the required setting e Presence and Message The system updates your status message to indicate you are in a meeting and sets your presence to DND e Message Only The system displays only your calendar message e None The system does not alter your status message or presence indicator 3 Click Save 9 6 4 Uploading an Avatar image To add an avatar image 1 Click IM Presence Configuration 2 Navigate to the Avatar section 3 Click Browse to search the Avatar image from your computer 4 Select the image and click Open The system displays the image path in the Browse box 5 Click Change Avatar The system uploads the selected image To delete an avatar image 1 Click Reset Avatar The system loads the default image on the Openfire server To change an existing avatar image 1 Click Browse to search the new Avatar image from your computer 2 Select the image and click Open 3 Click Change Avatar The system uploads the new image Using one X Portal for IP Office Page 127 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 9 6 5 Enabling
194. ll Once you have two calls being handled for any additional incoming calls the phone system treats you as being busy 223 However using one X Portal for IP Office you can still make additional outgoing calls e If your Calls Waiting On setting is not enabled once you have one connected call to which you are talking the phone system treats you as being busy 223 However using one X Portal for IP Office you can still make additional outgoing calls Notes 1 You can only have one connected call at a time If you connect to another call by making a call answering a call unpark a call retrieve a call from hold etc the existing call to which you were connected is automatically put on hold This is called Auto Hold Your system administrator 224 can disable Auto Hold for the whole system If this is done when you connect to a call any current call is disconnected 2 Calls that have been parked are not included Unlike held calls they are parked on the phone system rather than held at your phone Using one X Portal for IP Office Page 45 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 3 13 Recording a Call If your telephone system has a Voicemail Pro voicemail system attached you are able to record calls e By default the caller will hear a call recording warning If you bring other parties into a call that is being recorded for example by starting a conference the
195. ll Buttons The buttons shown on the left are used to perform actions on the call whose details are currently shown in the center panel ie the selected tab The buttons are grayed out when not useable Call Details The calls details in the center panel show the following from top to bottom e Caller Name and Number The top row shows the caller number If the telephone system is able to associate a name with the number it will display that name and then the number in brackets The telephone system can associate a name by matching the number to entries in its directory or your directory e The call details for a new call also show if it has come via another user e Ifa call has been transferred the name of the caller being transferred is shown followed by the source of the transfer in brackets ivan Igor 650 ColinChambers 603 e Ifa call has been forwarded to you the name of the caller is shown followed by gt and the name of whoever forwarded the call to you This is also used for hunt group calls showing the caller and the hunt group A ivan Ivan Igor 650 gt Colin Chambers a e Call Subject This row is only present if a subject has been associated with the call The call subject is also known as the call tag e A subject is a short text message that can be associated with a call If there is a subject associated with the call it is displayed Depending on the phone being used the subject is also displayed
196. ll is muted you can hear the caller but they cannot hear you e Phone Mute Controls The one X Portal for IP Office does not reflect the status and use of the mute button on your phone You should only use your either you phone or one X Portal for IP Office to mute and unmute calls e Parked calls Retrieving a parked call cancels any muting that may have previously been applied to that call before it was parked e Held calls If you mute a call and then put it on hold that muting is canceled when you unhold the call However if you mute a call and the other party holds the call the muting is not canceled when the call is taken off hold e Conference Calls If you are the conference host you may be able to mute other parties in the conference See Muting Conference Parties 644 To mute a call x 1 To place a user on mute click gt Mute To unmute a call 1 To unmute a user click 4 Unmute 13 7 4 Holding or unholding a call You can place a call on hold and later retrieve the call placed on hold When a call is placed on hold the system plays music on hold or regular hold reminder tunes to the caller e Held callers hear music on hold if available The music heard depends on the phone system s configuration If no hold music is configured the caller will hear a double beep tone every 4 seconds e The Hold Timeout for all held calls is set by the system administrator By default it is 15 seconds but it can be changed or switc
197. ll using the dial pad 1 Click GH dial pad 2 Type the number of the contact you want to call 3 Click Call 13 7 1 3 Adding an account code and a subject You can also add a subject and an account code to a call To add the subject and account code for a call 1 Click S More 2 Type the subject in the Subject of call field The system displays the subject in the call details section 3 Type the account code in the Account Code field The account code is included in the telephone system s call records after the call ends Adding an account code and a subject 173 4 Click OK Using one X Portal for IP Office Page 173 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 13 7 1 4 Using click to dial You can make a call using the phone number in the email using Click to dial 196 feature Prerequisite e Ensure that you are logged in to Avaya IP Office Plug in e The phone number is in the format that the system can process For more information see Phone number formats 19h Microsoft Outlook 2007 1 Open the email 2 Do one of the following e If you have opened an email in read mode hover the mouse over the phone number marked as smart tag the system displays the smart tag icon For more information see Smart Tags 196 e If you have opened an email in edit mode type a space after the phone number the system displays the smart tag icon 3
198. m displays this option only if you have selected Enable logging 3 Click OK To access the log files 1 In the notification area right click the icon and select Settings 2 Select Logs Using one X Portal for IP Office Page 160 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com one X Call Assistant one X Call Assistant settings 12 14 5 Dialing Rules You may need to configure dialing rules to adjust the number dialled when you make a call 15 using the one X Call Assistant The rules ensure that the number actually dialed is a suitable telephone number for an outgoing call from your telephone system To set your dialing rules 1 In the notification area right click the x icon and select Settings 2 Select Dialing Rules 3 In the Dialing Rules dialog box select which dialing rules you want applied Field Description D a The system does not apply any of the dialing rules that you set Use System Dialing rules TAPI The system does applies the default system dialing rules Use Custom Dialing rules The system applies the custom dialing rules that you set The system sets the prefix for an outbound call automatically 4 If you selected Use Custom Dialing rules set the rules Field Description Number to dial for international calls The digits that you need to dial to call an international telephone number Length of internal extens
199. making could not be connected for some reason aJ e Held Call ros This icon indicates a call that you have been placed on hold e On Hold This icon indicates a call that you placed on hold e Conference This icon is shown when you are in a conference call that you started e Screened Call This icon indicates a caller leaving a voicemail message See Voicemail Call Screening 12h Using one X Portal for IP Office Page 34 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Making and Answering Calls Call Icons 3 4 Making a Call You can use the one X Portal for IP Office in a number of ways to make calls e From the Call Gadget 355 e Using the Dial Pad 17 e From the Directory 374 e From the Conversation History 374 e From the Voicemail 384 3 4 1 from the Calls Gadget The text boxes and buttons at the top of the Ss Calls gadget can be used make a call 1 Using the text box at the top of E Calls gadget enter a number Enter name or number ses More e For external calls remember to add any external dialing prefix used by your telephone system e You can also enter a name If it matches a contact in your Personal or System directory the primary phone 224 number stored with that contact will be dialed e You can also add a subject and or an account code to a call Click on More Use the additional text
200. message using either of the clients the change is synchronized with the other client e The phone at the telecommute number location is assumed to be a single line phone If call waiting is enabled in your IP Office configuration it can be used for a single additional call when an existing call via the IP Office is connected 1 6 Logging Out When you have finished using one X Portal for IP Office you should click on the Logout link shown in the top right This will end your one X Portal for IP Office session and return the browser to the log in screen 144 It also frees up the license consumed by your one X Portal for IP Office session If you are a Customer Call Reporter agent or used one X Portal for IP Office to login to an extension you will be prompted whether you also want to log out from the phone you are using If you simply browse to another website your browser s back forward and history functions can be used to return to your one X Portal for IP Office session without needing to log in again While this can be useful to you it is a risk if you use one X Portal for IP Office from a shared computer or one in a publicly accessible location After you have finished using one X Portal for IP Office always use the Logout control and close the browser If you simply close the browser or browse to another site the license consumed by your one X Portal for IP Office session is only released after 6 hours Using one X Portal for IP Office
201. mponents which contain terms regarding the rights to use certain portions of the Software Third Party Terms As required information regarding distributed Linux OS source code for those Products that have distributed Linux OS source code and identifying the copyright holders of the Third Party Components and the Third Party Terms that apply is available in the Documentation or on Avaya s website at http support avaya com Copyright or such successor site as designated by Avaya You agree to the Third Party Terms for any such Third Party Components Preventing Toll Fraud Toll Fraud is the unauthorized use of your telecommunications system by an unauthorized party for example a person who is not a corporate employee agent subcontractor or is not working on your company s behalf Be aware that there can be a risk of Toll Fraud associated with your system and that if Toll Fraud occurs it can result in substantial additional charges for your telecommunications services Avaya Toll Fraud intervention If you suspect that you are being victimized by Toll Fraud and you need technical assistance or support call Technical Service Center Toll Fraud Intervention Hotline at 1 800 643 2353 for the United States and Canada For additional support telephone numbers see the Avaya Support website http support avaya com or such successor site as designated by Avaya Suspected security vulnerabilities with Avaya products should be report
202. mute button on your phone You should only use your either you phone or one X Portal for IP Office to mute and unmute calls e Parked calls Retrieving a parked call cancels any muting that may have previously been applied to that call before it was parked e Held calls If you mute a call and then put it on hold that muting is canceled when you unhold the call However if you mute a call and the other party holds the call the muting is not canceled when the call is taken off hold e Conference Calls If you are the conference host you may be able to mute other parties in the conference See Muting Conference Parties 644 To mute a call xX e In the Calls gadget click Mute To unmute a call g e In the Calls gadget click E gt Unmute Using one X Portal for IP Office Page 42 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Making and Answering Calls Muting a call 3 11 Holding Calls You can use one X Portal for IP Office to put calls on hold and to then retrieve calls from hold While held the caller will hear music on hold or regular hold reminder tones 3 11 1 Holding a Call To hold a call 1 Using the E Calls gadget on the Main tab select the call tab for the connected call It will be the tab with two connected handset icon on the left 2 Click on the amp hold call button on the left The call icon changes to u Aia E Gos Enter a
203. n add the name and number to your Personal directory e Clear Log Delete all records from the currently viewed tab e Name s The entries in the name column are underlined and can be clicked to make a return call to the number stored by the call log Using one X Portal for IP Office Page 87 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 5 2 Making a Call from the Conversation History You can use the numbers in the call log to make a repeat or return call To make a call from your conversation history 1 Using the Conversation History gadget on the Main tab locate the contact that you want to call 2 Click on the name or number to make a call e The progress of the call is displayed on a tab in the cs Calls gadget 5 3 Adding a Caller to Your Directory You can add the details of a caller shown in your call log to your Personal directory To add a caller to your personal directory 1 Locate the call in the call log 2 Click the add lt icon 3 The system displays the Add New Contact window with the details of the contact the call log a Type the details of the contact in the Add New Contact window e If the Work phone setting matches the extension number of a telephone system user the directory contact displays the user status 934 of the user This applies even if another number is currently selected as the Primary phone 224 e You can use the Group lis
204. n one X Portal for IP Office Using one X Portal for IP Office Page 104 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Directories Exporting Importing Personal directory 6 12 Emailing a Contact Contacts in your Personal and External directories can include email addresses You can click these in order to email the contact using your PC s default email application To email a contact 1 Using the T Directory gadget on the Main tab locate the name that you require in the directory 2 To filter the names shown start entering a name or number in the text box at the top of the tab As you enter a name directory contacts that do not match are hidden from the view 3 Hover the cursor over the contact and click on the Q details icon View contact details x Name Brad Work phone Work email 402 brad example com Mobile phone Personal email 1550 brad brad com Other phone Other email 401 Primary phone Group Cancel 4 Click on the email address that you want to use Some contacts can have more than one email address from which you can select 5 A new email will be started using the computer s default email application with the selected email address in the To field Using one X Portal for IP Office Page 105 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 6 13 Instant Messaging a Contact one X Po
205. nd all calls or forward all Forward on no answer The system forwards only the incoming calls if the call is unanswered for a certain period of time Enable mobile twinning The system forwards the incoming to your telephone extension and the mobile number You can switches the calls between your extension and the mobile number Twinning number Set the mobile number Enable telecommuter The system enables telecommuting The system displays this option only if you are a Power user of one X Portal for IP Office Telecommuter number Set the telecommuter number You can set an internal or an external number When you set an external number ensure that you add the external dialing prefix that is set in you phone system Make a test call The system makes a test call to the telecommuter number that you set Hold the line Controls the connection from the phone system to the telecommute number 13 12 7 Voicemail Settings You can use the following settings to alter your voicemail settings Note you can only set some options if your voicemail server is Voicemail Pro they are disabled if your system uses embedded voicemail Voicemail Profile Settings Active Greeting If your voicemail is provided by Voicemail Pro your mailbox can include up to nine greetings that you have recorded In each profile you can use the Active Greeting setting to select the greeting that the system should use for your mailbox when the profile is active By default the
206. nd click a to filter the list of groups shown _ Directory amp Personal 23 System 4 External Q Search All Enter a name or number x jq CY Al gt Asha Bhupendra a HGo1 Gr HG02 e Palavi O Sal I D 9 4 When the group required is listed click on the group name The hunt group members are listed in the directory window 5 You can still use the left hand search box to only show group members with matching names or numbers To clear the hunt group filter 1 Click on the amp icon and select All 2 The directory returns to listing all users and groups Using one X Portal for IP Office Page 96 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Directories Listing Hunt Group Members 6 5 Making a Call To make a call from the directory 1 Using the LJ Directory gadget on the Main tab locate the name that you require in the directory 2 To filter the names shown start entering a name or number in the text box at the top of the tab As you enter a name directory contacts that do not match are hidden from the view 3 To call the contact shown hover your cursor over it Directory icons 934 for the directory functions you can perform are displayed J Directory o amp Personal AD System Ae External Q Search all Enter a name or number All B Al D Asha Patil 2 va Bhupendra Q Bhupendra Bhavasar amp Denish Voy Extn
207. ndra Q Bhupendra Bhavasar amp Denish Extn1457 x Extn1458 x extni459 y I4 4 Page 1 of 13 gt PI Displaying 1 to 20 of 250 a a o 4 To open a browser window for the user s web collaboration click the icon Using one X Portal for IP Office Page 72 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Conference Calls Web Collaboration 4 12 3 Manual Access While you can access web collaboration directly using the icon occasionally you may need to access it manually You can do this by entering the correct address in your browser To open web collaboration using a browser 1 In your browser enter https lt server gt 9443 meeting where lt server gt is the IP address or domain name of your one X Portal for IP Office server 2 Select Login as conference owner and enter your name and password 3 Click Login 4 You can now e Access your own conference Click Conference e Manage your library of documents Click Library e See your conference reports Click Reports e Enter another users conference Enter their extension number and click Enter Using one X Portal for IP Office Page 73 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 4 13 Conference Scheduling In addition to the traditional conference controls one X Portal for IP Office can also provide options for scheduling c
208. ne X Portal for IP Office contact in the following format lt xmpp_extension_number gt lt xmppdomainname gt 3 The one X Portal for IP Office contact is added to Google Talk and you can view the presence of the one X Portal for IP Office contact in Google Talk Using one X Portal for IP Office Page 130 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Chapter 10 mybuddy Using one X Portal for IP Office Page 131 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 10 mybuddy mybuddy is an interactive feature of one X Portal for IP Office that acts as a virtual assistant and responds to the commands that you type It also show you information about call events and changes in the status of contacts mybuddy can work in conjunction with any XMPP 224 based messaging client mybuddy can be used on a PC Tablet or Smartphone without running one X Portal for IP Office For example with Google federation a user can add mybuddy lt domain gt as a Google Talk contact or friend Use mybuddy e Configure notifications 134 e Store location numbers 135 e Accessing mybuddy 13A e mybuddy commands 13 10 1 Accessing mybuddy To access mybuddy from one X Portal for IP Office 1 In the Directory gadget click System tab 2 Click the A icon The system displays the mybuddy window Page 132 15 6
209. ng browser window New browser window or tab No matching records Dont pop any screen Collapse Dont pop any screen oO Pop to new None v Pop to Visualforce page Q Single matching record Pop detail page Collapse Dont pop any screen Pop detail page Pop to Visualforce page Q Multiple matching records Dont pop any screen Collapse Dont pop any screen Pap to search page Pop to Visualforce page 4 Following are the screen pop options for each record matching row e Screen pops open within You can set where the screen pops display e Existing browser window Select to display screen pops in open browser windows e New browser window or tab Select to display screen pops in new browser windows or tabs e No matching records You can set the screen pop options when details of an inbound call do not match any existing Salesforce records e Don t pop any screen Select if you do not want any screen pop to display e Pop to new Select to display a new record page You specify if it is account campaign case or so on from the drop down list e Pop to Visualforce page Select to display a specific Visualforce page CTI adapter passes data from the call to the Visualforce page via a URL This includes at least ANI the caller ID and DNIS the number that the caller dialed The URL can pass additional data to the Visualforce page if necessary e Single matching record You can set the screen p
210. ng the 25 Details or amp Edit icon show the details of a contact The details include selection of which telephone number should be used as the contacts primary number and which personal directory groups the contact should appear in work acme com 1234567 home acme com 2345677 other acme com acme gmail com 13 9 6 Instant Messaging a Contact To send an instant message to a contact in Avaya IP Office Plug in 1 Search for the contact in Avaya IP Office Plug in 2 Click p Start IM The system displays the Conversation window 13 9 7 Emailing a contact To email a contact 1 Hover the mouse over the contact 2 To select an alternate email id click More details drop down list The system displays More details drop down list only if the contact has an alternate email id or phone number 3 Click The system email the primary phone email id of the contact 13 9 8 Viewing Recent communications The system displays the Recent communications based on the information in the call log You can view the recent communications with a contact only if you have initiated any communication with the contact If you have never communicated with a contact the system does not display the Recent communications drop down list To view the recent communications with a contact 1 Locate the contact 2 Hover the mouse over the contact 3 Click Recent communications drop down list Using one X Portal for IP Office IP Office Platfo
211. ns unanswered there However that is not always possible e You can switch forwarding on off and change the destination number using a one X Portal for IP Office profile 108 e If you are enabled to use voicemail the caller will hear your mailbox greeting You can switch voicemail on or off using a one X Portal for IP Office profile 10 e If neither of the above is available the call will continue ringing If the call is answered by someone else or by voicemail it will be recorded in your call log 84 as a missed call Using one X Portal for IP Office Page 40 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Making and Answering Calls Unanswered Calls For Calls To A Hunt Group of Which You Are a Member Hunt groups 22 have their own No Answer Time setting If unanswered by you the call is normally presented to the next available member of the hunt group 3 9 Ending a Call You can end a call by clicking on the amp button displayed with the call details in the E Calls gadget Using one X Portal for IP Office Page 41 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 3 10 Muting a call You can mute your speech connection to a call Whilst a call is muted you can hear the caller but they cannot hear you e Phone Mute Controls The one X Portal for IP Office does not reflect the status and use of the
212. nt group 224 of which you are a member Numbers are added to the Do Not Disturb Exceptions list in a number of ways You can use one X Portal for IP Office to added numbers from your Personal and the System directories to your existing Do Not Disturb Exceptions list Numbers added in other ways for example by your system administrator are shown and can be deleted using one X Portal for IP Office To configure your DND exceptions 1 In the Configure tab select DND Exceptions 2 The list of exceptions appear where the number in the exception list matches a number in your Personal or System directory the name is also displayed in the exceptions list e To Add a Number from the Directory Click either the Personal or System tab Select the contacts that you want added to your Exceptions For Personal directory contacts it will be the contact s primary phone 224 number that is added e To Remove a Number To remove a number from the list of exceptions click X next to the number 3 Click Save Note 1 Names are not stored as part of the exceptions list only the numbers The names shown in the list are mapped by the one X Portal for IP Office matching numbers in the exceptions list according to the primary phonel224 numbers of your directory contacts If the directory contact no longer matches the number in the exceptions list no name is displayed 2 one X Portal for IP Office does not currently allow the entry of the wildcards N and X whe
213. ntrols to answer or ignore the call Cm Using one X Portal for IP Office Page 207 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com e For instant messages a notification is shown only when someone starts a new chat session Additional messages cause the Outlook in the task bar to blink This behaviour resets when you clear the messages from the plug in message box or close the message box 4 Click OK 13 13 3 Logging Settings The log files are created at C Documents and Settings Current User Application Data Avaya IP Office Avaya IP Office Plug In for Microsoft Outlook Logging where lt Current User gt is the name of the user who is currently logged into Windows To configure logging 1 In the top right corner of the plug in click Click Settings 2 In the navigation pane select Logging General Settings kai Connection i i a Logging Information 4 Enable Event Logging Dialing Rules 4 Enable Logging Profiles Max Log File Size kb Eu Max Log Duration Week 3 In the Logging Information section you can e Select the Enable Event logging option e Select the Enable Logging option e Specify the Max Log File Size KB to be allowed e Specify the Max Log Duration from the drop down menu 4 Click OK To access the log files 1 Click Start gt Run 2 In the Run dialog box type Y Yappdata Avaya IP Office Avaya IP Office Plug In for Microsoft
214. o be added In addition the telephone system administrator can configure the telephone system to delete log entries after a set period Phone Call Log If you are using a 1400 1600 9500 or 9600 Series phone with a Call Log or History button or an M Series or T Series phone by default the same call log as shown by one X Portal for IP Office is also shown on the phone You can then use and edit your call log from the phone or from one X Portal for IP Office The two will change in parallel If you are using any other type of phone that has a call log it will be a call log stored by the phone itself and so does not match the call log shown in one X Portal for IP Office For example calls made using the one X Portal for IP Office do not appear in the phone s call log and vice versa In either case the one X call log is limited to displaying 255 records Personal Directory If you are using a 1400 1600 9500 or 9600 Series phone with a Contacts button or M Series T Series or T3 Series phone you can also use your Personal directory contacts through the phone and edit them using the phone 1 As Personal directory contacts are added they are stored by both the one X Portal for IP Office application and by the telephone system and kept in sync The one X Portal for IP Office application and the telephone system can only store up to 100 Personal directory contacts per user subject to its own system limits e Any contacts uploaded from the Ava
215. o the number that you click to dial By default all the components of Microsoft that you need to use the click to dial feature are installed when you install Microsoft Office Suite However if you customize the options when installing Microsoft Office Suite and do not include any components you cannot use the click to dial feature The Microsoft Office components required to use the click to dial are e Microsoft Outlook e Click to dial is only supported on the 32 bit versions of Microsoft Outlook 2007 2010 and 2013 e If you have installed only Microsoft Outlook using the Microsoft Outlook only installer you cannot use the click to dial feature e Microsoft Word e Microsoft Outlook with NET programmability support e Office Tools e Actions NET Programmability Support for Outlook 2010 2013 setup e Smart Tag NET programmability Support for Outlook 2007 setup e Microsoft Forms 2 0 NET Programmability Support Smart Tagging Numbers When you enable smart tags the system processes certain types of data in a document For example the system processes dates or names and automatically marks them as smart tags and underlines the text with a purple dotted line When you click a smart tag the system displays the various actions that you can perform for that data type Using one X Portal for IP Office Page 196 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Avaya IP Office Pl
216. obile and Home You can edit these profiles but you cannot delete them However you can also add 4 more profiles which you can edit and delete A special profile call Detected 110 also appears It is displayed when your current telephone system settings don t match any of your profiles Profile Settings Call Pickup 113 e Call Pickup on off Mobility 112 e Default Deskphone 112 Forward calls 11 Mobile Twinning 113 Telecommuter 114 Voicemail 115 Voicemail on off Voicemail Ringback on off Voicemail Outcalling on off Listen on your phone Listen on your PC Select which voicemail greeting to use Example Using a set of profiles you can quickly switch between different forwarding locations and different calls received For example you could configure a set of profiles as follows Name Description Active Office At Deskphone VM ON Call Pickup ON Edit Mobile Mob e Twinned at 123456 VM ON Call Pickup ON O Edit Home Forwarded to 9123456 VM ON Call Pickup OFF O Edit Add a new profile definition This user has configured the profiles to work as follows e The Office profile is set to send calls to the user s desk extension Voicemail is on if calls ring unanswered and so is call pickup to allow other one X Portal for IP Office users to pickup calls e The Mobile profile is set to use mobile twinning to ring at both the user s desk extension and at another number Voicemail and call pickup are also still on
217. ocal The system removes the area or city code when you make a local call call This field is enabled only when you set the Your area city code field To configure dialing rules 1 In the top right corner of the plug in click Click Settings 2 In the left navigation pane of the General Settings dialog box click Dialing Rules 3 In the Dialing Rules dialog box set the dialing rules 4 Click OK after you have set the dialing rules 13 13 5 Changing Your Password You can use the plug in to change your IP Office user password This is the password that you use for the plug in and also for one X Portal for IP Office and other IP Office applications To change your password 1 Either e On the login screen click the Change Password link This method allows you to change a password without actually logging in and to specify the user for who you are changing the password e Click and select Settings In the navigation pane select User This method only allows you to change the password for the user you have already logged in as 2 Click Change Password 3 Enter your current password and the new password and click Confirm e The password must meet the complexity rules set by your system administrator You can view those rules by clicking on the Password Complexity Rules link 4 Click OK Using one X Portal for IP Office Page 209 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document
218. og box click Profiles 3 In the Profile Selection section click Add Profile 4 In the Name field type a name for the profile 5 Select the different settings that are available to use within your profiles See e Call Pickup Settings 208 e Mobility Settings 20 e Voicemail Settings 20 6 After you have set the profile as required click on Save 7 Click OK Using one X Portal for IP Office Page 205 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 13 12 5 Call Pickup Settings When you enable this option other users of one X Portal for IP Office can answer your calls not hunt group calls The displays indicates that you have a call waiting to be answered in the one X Portal for IP Office of the other users 13 12 6 Mobility Settings In this mode the system forwards your calls to another number that you set You have the option to forward the calls as follows e Without ringing at the extension e Only after it is unanswered at the extension By default the system only forwards incoming external calls To forward other calls need configuration through your phone s menus or by your system administrator Mobility Profile Settings Use default deskphone The system forwards your call to the telephone system extension Forward unconditional The system forwards the call immediately without ringing at your telephone extension This function is also called se
219. om tabs To add a custom tab 1 Click Add tab in the one X Portal for IP Office window 2 Type the name of the custom tab in Add Personalized Tab dialog box You cannot change the name of the custom tab after you add Ensure that the name of the custom tab does not exceed 20 characters 3 Click Add 2 9 Deleting a custom tab To delete a custom tab 1 Click the custom tab that you would like to delete in the one X Portal for IP Office window 2 Click Delete in the custom tab 3 Click Yes to confirm that you would like to delete the custom tab and the gadgets that you added to the custom tab 2 10 Add External gadgets one X Portal for IP Office 9 1 enables you to add and use the external gadgets without launching an independent application for each gadget Some of the gadgets that might come in handy when you are using one X Portal for IP Office are Project management Calendar Currency converter google translate news google maps and others The system displays only those gadgets that the administrator of one X Portal for IP Office has enabled for the user Note After you add an external gadget the system displays the gadget even if you log out and then later log in You can add an external gadget to Main tab and custom tabs only You cannot add an external gadget to the Configure tab To add an external gadget 1 Click the tab where you would like to add the external gadgets 2 Click Gadgets in the toolbar
220. ommunications The system encrypts all the information that you send or receive between one X Portal for IP Office and Avaya IP Office Plug in using the secure port The secure port number for one X Portal for IP Office on Windows platform is 8443 and the secure port number for one X Portal for IP Office on Linux platform is 9443 You can configure the system to use secure mode For more information see Connection 20 Note The system does not encrypt the IM messages Using one X Portal for IP Office Page 201 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 13 11 Presence information The system displays the presence information in the context of the contacts in the directory You can also view the telephony presence of users in the directory User Presence The user presence indicates your current presence in the one X Portal for IP Office interface This presence is visible to you on the one X Portal for IP Office interface The presence changes as you use your phone log in or out The icons are similar to those shown in the directory gadget for other users Presence Description Icon amp jm icon shows that you are available on the desk phone as well as for chat V This icon shows that you are available on the desk phone but not available for chat While in this state you s cannot be instant messaged by other one X Portal for IP Office users f This icon shows that
221. onal directory i O 2 eee ee Contact Icons one X Portal for IP Office indicates the contacts current status on XMPP OCS by using different icons For contacts that have multiple telephone numbers the status is based that of the work number State Icon Description Available r normal state for a user showing that their work extension is available and not in use of Grey is not using one X Portal for IP Office or they have set their portal presence 194 to offline e The icon is green if the user is also logged into one X Portal for IP Office unless they have set their presence to offline ar normal state for a user showing that their work extension is currently on a call naa Not The user has set Do Not Disturb 195 Calls to them will go to voicemail if enabled or else get Disturb busy tone unless you are in the user s Do Not Disturb exception list 14 Logged Out The user has logged out 224 from their phone Calls to them will most likely go to voicemail if available This icon is used when the status is not known or cannot be known for example external numbers Ringing This icon is used for an internal contact that is currently ringing Using one X Portal for IP Office Page 93 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Additional Icons Action Icon Description View a e Show the members of a selected hunt group See Listing Hunt
222. one X Portal for IP Office Using one X Portal for IP Office Page 14 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com one X Portal for IP Office Logging In 1 4 Hot Desking Typically you will have a permanent phone extension associated with your extension number That phone extension can be used to make and answer your calls regardless of whether you have one X Portal for IP Office running or not Hot desking allows you to assume control of another phone extension so that it uses your extension number and phone system settings Normally logging in at another extension requires you to dial a special number including your login code that is different for the password you use for IP Office applications However you can use the one X Portal for IP Office login menu to both login to one X Portal for IP Office and to specify the phone to which you want to be logged on When you use this method to log in to both one X Portal for IP Office and a phone when you log out of one X Portal for IP Office you are also logged off the phone Your extension number is returned back to your normal phone extension if you have one and it is not in use by another hot desking user If you don t have a normal extension or it is not available you are treated as being logged off from the phone system and your calls will go to voicemail if available or receive busy 1 5 Telecommuting Telecommuter mode allows
223. one X Portal for IP Office displays a list of categories such as ALL COMMUNICATION FINANCE PRODUCTIVITY TECHNOLOGY and others 3 Select a category 4 Enable the gadget that you want to add The system displays the gadget in the panel that has least number of gadgets To remove an external gadget You can remove only the external gadgets from one X Portal for IP Office You cannot remove the default gadgets from the one X Portal for IP Office Main tab e Click Close in the title bar of the external gadget e Click Yes to confirm that you would like to delete the gadget from one X Portal for IP Office Using one X Portal for IP Office Page 27 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Using one X Portal for IP Office Page 28 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Chapter 3 Making and Answering Calls Using one X Portal for IP Office Page 29 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 3 Making and Answering Calls This section covers how you can use one X Portal for IP Office to make and answer calls Using the rN Calls gadget details of each call are shown on separate tabs The buttons 334 shown will vary but generally indicate actions that you can perform with the currently displayed call 5 Calis
224. one control being used For those phones answer the call by lifting the handset or using the phone s own controls for answering calls Using one X Portal for IP Office Page 39 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 3 6 Redirect an Incoming Call You can attempt to drop an incoming call Dropping a call has different effects depending on the type of call and other options e Hunt Group Calls If the call is a hunt group call dropping the incoming call causes it to be presented to the next agent in the group or follow other hunt group settings which can include presenting the call to you again e Personal Calls If the call is a direct call to you dropping it causes it to e Go to your forward on busy destination if set and enabled e Else the call goes to your voicemail if available e Else the call continues to ring drop has no effect e Hold Park Return Calls If the call is returning from being held or parked for too long you cannot drop it To drop an incoming call 1 The cS Calls gadget on the Main tab shows details of the alerting call including the number and name of the caller if available If you already have a call or calls in progress select the tab with the ringing handset A icon 2 Press the M drop button to redirect the call 3 7 Pickup a Call Each one X Portal for IP Office user including you has an active profile that includes a Call Pi
225. onference You can use the Meetings View to join conferences to which you have been invited To join an audio conference 1 In the Meetings View locate the meeting 2 Click on the meeting details to highlight it Click the E icon 4 13 3 5 Joining a Web Conference For any conference that has a web collaboration part you can use the Meetings View to join the web collaboration To join a web collaboration session 1 In the Meetings View locate the meeting 2 Click on the meeting details to highlight it Click the om icon 4 13 3 6 Starting Your Own Conferences For conferences of which you are the conference host shown in red you can use the Meetings View to start the conference This puts you into the audio conference and calls the other internal parties To start a conference 1 In the Meetings View locate the meeting 2 Click on the meeting details to highlight it Click the amp icon Using one X Portal for IP Office Page 81 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 4 13 3 7 Editing Conference Details For conferences of which you are the conference host shown in red you can view and edit the conference details If you make any changes the system will send updated conference _notifications 834 to the participants e Editing Recurring Conferences For recurring conferences using meetings view you can only edit a particular instance of a conferen
226. onference scheduled successfully at IP Office but 5 insufficient resources available for meeting with Agenda one X Demo Presentation Do you want reschedule the conference Yes No 13 Click Close The scheduler send out conference notifications 83 gt to the participants Using one X Portal for IP Office Page 78 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Conference Calls Conference Scheduling Using one X Portal for IP Office Page 79 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 4 13 3 Viewing Your Meetings The Meetings View shows your scheduled conferences in a table format It allows you to sort and search through the conference of which you are a host or have been invited In addition you can use the controls next to each conference perform various actions J Call Conference Scheduling l Calendar View Schedule a Conference d Meetings View aE Search Search Clear i ing S 4 New Historic All Host AR Invitee 2 Recurring 6 Subject Bridge Details Date v Start Time End Time A id Daily Meeting Bridge 212 September 22 2014 8 30 PM 9 00 PM A Team Meeting Bridge 212 September 22 2014 6 00 PM 6 30 PM l4 4 Page 1 of1 gt Pl Displaying 1 to 1 of 1 To view your conferences 1 On the Main Page tab click on the Call Conference Scheduling tab 2 Select Meetings
227. onferences J Call Conference Scheduling mia Calendar View Schedule a Conference amp Meetings View a eo amp Search Search Clear i ing S New Historic All Host AR Invitee 2 Recurring 6 Subject Bridge Details Date v Start Time End Time A ind Daily Meeting Bridge 212 September 22 2014 8 30 PM 9 00 PM R Team Meeting Bridge 212 September 22 2014 6 00 PM 6 30 PM l4 4 Page 1 o1 gt Pl Displaying 1 to 1 of 1 e Availability These features may require configuration by your system administrator before they are available Contact your system administrator for details e Conference scheduling is only available to users configured as a Power User by the system administrator Schedule Conference Calls e View my conference calendar 75 e Delete a scheduled conference 8 amp 4 e Join a conferencel 8 e Schedule a new conferencel 774 e Sorting the conferences 80 e Join a web collaboration session 81 e Edit conference details 84 e Show hide previous conferences 80 gt e Start your own conferencel 814 e Viewing your conferences 80 e Search the conferences 8 e Conference Resources You can schedule meet me conferences However the system cannot reserve and guaranteed resources for those conferences When scheduling or changing a conference if the system determines from the other already scheduled conferences that it will not have sufficient capacity at the time for your conference it displays a warning Using one X Porta
228. only store up to 100 Personal directory contacts per user subject to its own system limits e Any contacts uploaded from the Avaya IP Office Plug in are listed in the Outlook group under the Personal tab They are stored in the one X Portal for IP Office only and are in addition to the maximum 100 Personal Directory contacts 2 Contacts can be edited through the phone or through one X Portal for IP Office 3 Personal directory contacts shown by the one X Portal for IP Office can contain several numbers with one selected as the current Primary phone number The matching telephone system record contains just one number which will be changed to match the currently selected Primary phone number on one X Portal for IP Office if that selection is changed 13 9 9 1 Adding a Contact from the System Directory You can add a contact in the System directory to your Personal directory The copy remains linked to the System directory you cannot edit it but changes in the System directory is updated in your Personal directory To add a contact from the system directory 1 In the Directory tab select the System directory E 2 Locate the contact that you want to add to Personal directory Hover the cursor over the contact and click on l icon 3 You cannot edit the contact details but you can select the personal contact groups to which you want to add the system contact 4 Click Add to add the contact in the hunt group that you selected Hint
229. ons for handling the call ee Cc ma 211 0 12 e To ignore the call click on the M icon For direct calls to you the call is redirected to voicemail if available for hunt group calls it rings the next available member of the group 2 To answer an incoming call click on the e icon The call details are now shown on the calls tab Avaya IP Office Plug In vx Q tazio E Type a status message Enter a name or number gt ajoe jmc ii p EIR fe at a 3 The call controls shown vary to match the functions that you can use e F End call End the call The caller is disconnected For an ad hoc conference that you started this ends the whole conference Se Holdi Put the call on hold DI A Mute m Mute the call e vy Unmute 176 Unmute the call oe Ge Transfer 177 Transfer the call to another number c gt Seal Consult 1771 Put the call on hold pending transfer whilst you make a consultation call to the transfer destination gt Complete Transfer 177 Finish a consultation call by transferring the held call cce Conference 17 Conference the current call and any held call e W Record Start recording the call Using one X Portal for IP Office Page 175 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 13 7 3 Placing a call on mute You can mute your speech connection to a call Whilst a ca
230. op options when details of an inbound call match one existing Salesforce record e Don t pop any screen Select if you do not want any screen pop to display e Pop detail page Select to display the matching record s detailed page e Pop to Visualforce page Select to display a specific Visualforce page e Multiple matching records You can set the screen pop options when details of an inbound call match more than one existing Salesforce record e Don t pop any screen Select if you do not want any screen pop to display e Pop to search page Select to display a search page e Pop to Visualforce page Select to display a specific Visualforce page Using one X Portal for IP Office Page 216 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Avaya IP Office Plug in for Salesforce com Screen Pop functionality 14 3 2 Screen Pop Following are the examples of the screen pop functionality for Avaya IP Office Plug in for Salesforce com Screen Pop for incoming call The screen pop displays the Account Detail for the incoming call for example caller ID 204101800 In case there is no existing record for the incoming call then a new account creation window is displayed Search Sunil Reddy Help Call Center v Home Chatter Contacts Cases Solutions Reports Dashboards Documents 5 On a Call v ey Account Customize Page Edit Layout Printable View Help for this
231. ou can also click the icon to join the parallel web collaboration session 4 11 2 Joining Other Meet Me Conferences The method or methods by which you and other users can join meet me conferences depends on your system administrator They may configure special numbers that you can dial for each particular conference or to be prompted to enter the conference number However if your system supports the Call Conference Scheduling gadget you can use its meetings view 85 to join any meet me conference you have scheduled or to which you have been invited by another user To do this in the Meetings View locate the meeting and click the fs icon If the meeting includes a web collaboration session you can also click on the icon to join the web collaboration session 4 11 3 Conference Speaker Recognition For meet me conferences the one X Portal for IP Office indicates the current loudest speaker using a a green PS icon The icon varies from participant to participant according to the level of loudness while speaking in the conference For example the icon is visible on Extn205NC which denotes that Extn205NC is currently the loudest speaker in the conference Enter name or number HH More f A 1 2 3 4 X Drop Conf 20 00 00 58 amp s E Extn205N Hold Conference participants Record amp Extn203NC 203 amp Extn201NC 201 Using one X Portal for IP Office Page 70 IP Office Platform 9 1 1
232. pear in your one X Portal for IP Office and in the other user s one X Portal for IP Office Extn402 402 m Extn401 401 Do you want to join the consultation call Extn402 402 Yes When Extn401 401 Now Extn402 402 Okay Let me finish this call 5 mins max 4 You can start typing your messages and they can reply 5 You can start instant messaging session with other one X Portal for IP Office users at the same time Each will appear in a separate popup Using one X Portal for IP Office Page 124 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Instant Messaging Instant Message Everyone 9 3 Instant Message Everyone You can start an IM session will all the other one X Portal for IP Office users To instant message everyone 1 In the Directory gadget select the 4a System tab Cp 2 Click on the icon 9 4 Start a Call from IM Sometimes an instant message session is insufficient to get an idea across to the other person or a phone call is a quicker way to achieve the desired result You can call the person in an IM conversation window using call command e You can start a voice call only when you are on an IM session with a contact listed in your one X Portal for IP Office System directory e You can start a voice call even when you are using one X Mobile or an external IM client e Starting a voice call does not end the IM ses
233. play e Click on the icon to display the current date To view your conferences as a simple table 1 Click Meetings View See Viewing Your Meetings 80 Using one X Portal for IP Office Page 75 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 4 13 1 1 Adding a New Conference To add a new conference 1 In the Calendar View locate the date and time when you want to start the conference 2 Double click on that space in the calendar 3 The Schedule a Conference tab is displayed with that start date and time already set See Scheduling a New Conference 77 gt 4 13 1 2 Editing a Conference For conferences of which you are a host shown in red you can change the conference details When you adjust a conference the scheduler prompts you to confirm the details and then send out a new set of notifications 834 to the participants e Conference Resources You can schedule meet me conferences However the system cannot reserve and guaranteed resources for those conferences When scheduling or changing a conference if the system determines from the other already scheduled conferences that it will not have sufficient capacity at the time for your conference it displays a warning To change the duration end time of a conference You cannot use this method to adjust a recurring meeting 1 Click on the conference in the calendar 2 Click and drag the sign at the bottom e
234. plays the instructions to pin one X Portal for IP Office e If you have already pinned one X Portal for IP Office in Internet Explorer select Enable IM Desktop Notifications Using one X Portal for IP Office Page 129 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 9 6 6 Configuring IM Presence Fedration with Google Talk To initiate a chat communication between a Google Talk user and one X Portal for IP Office contact perform the following procedures e You cannot view the presence of a one X Portal for IP Office contact in Google Talk if you do not add the Google Talk user in one X Portal for IP Office To add a Google Talk user in one X Portal for IP Office 1 Log into one X Portal for IP Office 2 Navigate to Directory and under Personal tab click the Add Contact icon The Add New Contact dialog box is displayed 3 In the Gmail Id field type the valid Gmail address of the Google Talk user Also in the other fields enter the contact details of the Google Talk user 4 Click Add A subscription request is sent to the Google Talk user 5 The Google Talk user must accept the subscription request 6 The Google Talk user is added to one X Portal for IP Office and you can view the presence of the Google Talk user in one X Portal for IP Office To add a one X Portal for IP Office contact to Google Talk 1 Log into Google Talk using the Gmail credentials 2 Add o
235. provided by Avaya Avaya is not responsible for the accuracy of any information statement or content provided on these sites and does not necessarily endorse the products services or information described or offered within them Avaya does not guarantee that these links will work all the time and has no control over the availability of the linked pages Warranty Avaya provides a limited warranty on Avaya hardware and software Refer to your sales agreement to establish the terms of the limited warranty In addition Avaya s standard warranty language as well as information regarding support for this product while under warranty is available to Avaya customers and other parties through the Avaya Support website http www avaya com support or such successor site as designated by Avaya Please note that if you acquired the product s from an authorized Avaya Channel Partner outside of the United States and Canada the warranty is provided to you by said Avaya Channel Partner and not by Avaya Licenses THE SOFTWARE LICENSE TERMS AVAILABLE ON THE AVAYA WEBSITE HTTP SUPPORT AVAYA COM LICENSEINFO OR SUCH SUCCESSOR SITE AS DESIGNATED BY AVAYA ARE APPLICABLE TO ANYONE WHO DOWNLOADS USES AND OR INSTALLS AVAYA SOFTWARE PURCHASED FROM AVAYA INC ANY AVAYA AFFILIATE OR AN AVAYA CHANNEL PARTNER AS APPLICABLE UNDER A COMMERCIAL AGREEMENT WITH AVAYA OR AN AVAYA CHANNEL PARTNER UNLESS OTHERWISE AGREED TO BY AVAYA IN WRITING AVAYA DOES NOT EXTEND THIS
236. ps 2 Click on the 4 icon next to the hunt group that you want to edit 3 Adjust the alarms as required 4 Click OK To remove a monitored hunt group 1 On the Configuration tab select Hunt Groups 2 Click on the icon next to the hunt group that you want to remove 3 Click OK Using one X Portal for IP Office Page 139 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 11 5 Do Not Disturb Exceptions Calls from numbers in this list are still be able to ring your phone even when you have Do Not Disturb enabled 544 This only applies for calls direct to your extension number it does not apply for calls to any hunt group 224 of which you are a member Numbers are added to the Do Not Disturb Exceptions list in a number of ways You can use one X Portal for IP Office to added numbers from your Personal and the System directories to your existing Do Not Disturb Exceptions list Numbers added in other ways for example by your system administrator are shown and can be deleted using one X Portal for IP Office To configure your DND exceptions 1 In the Configure tab select DND Exceptions 2 The list of exceptions appear where the number in the exception list matches a number in your Personal or System directory the name is also displayed in the exceptions list e To Add a Number from the Directory Click either the Personal or System tab Select the contacts that you want added
237. r means a single stand alone computing device Server means a Designated Processor that hosts a software application to be accessed by multiple users Instance means a single copy of the Software executing at a particular time i on one physical machine or ii on one deployed software virtual machine VM or similar deployment Designated System s License DS End User may install and use each copy or an Instance of the Software only on a number of Designated Processors up to the number indicated in the order Avaya may require the Designated Processor s to be identified in the order by type serial number feature key Instance location or other specific designation or to be provided by End User to Avaya through electronic means established by Avaya specifically for this purpose Concurrent User License CU End User may install and use the Software on multiple Designated Processors or one or more Servers so long as only the licensed number of Units are accessing and using the Software at any given time A Unit means the unit on which Avaya at its sole discretion bases the pricing of its licenses and can be without limitation an agent port or user an e mail or voice mail account in the name of a person or corporate function e g webmaster or helpdesk or a directory entry in the administrative database utilized by the Software that permits one user to interface with the Software Units may be linked to a specific
238. r 2 Changing the Layout Using one X Portal for IP Office Page 23 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 2 Changing the Layout There are a number of ways in which the layout applied to the one X Portal for IP Office gadgets can be adjusted Any changes you make are stored by the one X Portal for IP Office in your user settings and restored when you log in again Change the one X Portal for IP Office Layout e Select a Skin 245 e Change the Column Widths 244 e Show Hide a Gadget 25 e Add External gadgets 274 e Maximize a gadget 254 e Resize a Gadget 26 e Move a Gadget 264 e Default the Layout 26 e Add a custom tabl 274 e Delete a custom tab 274 2 1 Selecting a Skin You can change the skin style of one X Portal for IP Office The styles that are available are the default and black skins The styles can be changed in the Appearance Menu 1 Click Appearance Cd The system displays the skin styles Skins E b q Default Black Reset to Factory UI 2 Click the preferred skin style The system changes the one X Portal for IP Office interface to the preferred skin style oo oo oe 3 Click anywhere on your one X Portal for IP Office application to exit the settings Layouts 2 2 Changing the Column Widths The area in which the gadgets are displayed is effectively two columns By default the columns are of equal width 50
239. r by clicking the header of the each column For example you can arrange the voice messages according to the state name time or duration 3 You can initiate a call by clicking on the name of the contact who left you a voice message 4 You can add the contact who left you a voice message to your Personal Directory Avaya IP Office Plug In 2 Eric Hruban 412 Enter name or number Type a status message gt laje 0 GH kad 251 Extn413 41 27 Mar 11 17 14 Mar 2 41 PI Add to personal directory 13 10 5 Language support The Avaya IP Office Plug in supports the language listed below When first started the language selected depends on the language set in your computer s Regional Settings If that language is not supported English is selected e Brazilian e Chinese e Czech e Dutch Using one X Portal for IP Office IP Office Platform 9 1 e English US e Italian e English UK e Japanese e French e Korean e German e Polish e Russian e Spanish Latin e Swedish e Turkish Page 200 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Avaya IP Office Plug in for Microsoft Outlook Additional features 13 10 6 Sending an instant message You can send an instant message to any contact and broad cast a message to all the system contacts using Avaya IP Office Plug in 13 10 6 1 Sending an instant message to a contact You
240. r home and mobile phone numbers for use in commands They can then be accessed using the values home or cell in commands For example when you are at home type at home in the mybuddy window The system responds with the message The call conference listen and pickup commands will call you at home When you then make a call using mybuddy for example call 555123456 the system initially calls to your set home number and on answer then starts a call to the specified call number To store your home and mobile phone numbers 1 Click the Configure tab and select Telephony 2 In the Personal Numbers section enter the number in the home and mobile phone number fields By default both the fields are blank e If you need to add a dialling prefix when making external calls from your telephone system you should include that prefix in the numbers you set 3 Click Save Using one X Portal for IP Office Page 135 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Chapter 11 Configuration Using one X Portal for IP Office Page 136 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Configuration 11 Configuration The Configure tab is used to setup and control a range of one X Portal for IP Office settings The Save buttons are grayed out until you make changes that require saving not all changes do Changes requiring
241. r person using Salesforce SoftPhone e Making a supervised transfer 224 e Making an unsupervised transfer 224 14 11 1 Making a supervised transfer When you talk to a contact before transferring the call it is called as a supervised transfer Your initial call to the contact is called as a consultation call or an enquiry call In a supervised transfer you can confirm if the contact is present and wants to accept the call To make a supervised transfer 1 Click Mam CUS ig Transfer 2 Type the number of the person you want to consult in Enter phone number to transfer to field 3 Click or press Enter The call is transferred to the specified number 4 Click MMR n sae Es to establish the call 14 11 2 Making an unsupervised transfer When you dial the number of the contact and transfer a call even without waiting for the call to be answered it is called as an unsupervised transfer To make an unsupervised transfer 1 Click Eames ia Transfer 2 Type the number of the person you want to transfer in Enter phone number to transfer to field J or press Enter The call is directly transferred to the specified number Using one X Portal for IP Office Page 221 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Chapter 15 Glossary Using one X Portal for IP Office Page 222 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on t
242. ral directories System Personal and External of names and associated telephone numbers _f Directory o lt amp Personal n System Ae External Q Search All Al Add group a Q Enter a name or number 2 F 4 4 Page gt gt i amp Personal Directory This is your own directory of names and numbers You can associate multiple numbers with a name and select which number to use when making a call You can edit and change the directory contacts using one X Portal for IP Office You can also setup sub groups of selected contacts For some types of phone see below you can also access use and edit your Personal directory from the phone 46 System Directory This is the directory of names and numbers from your telephone system plus all the users and Hunt groups 22 on the telephone system Your one X Portal for IP Office administrator can also add System directory contacts You cannot change these contacts However you can copy a System directory contact into your Personal directory 99 e The system only displays groups created by the system administrator 224 However the system does not display XMPP hunt groups e If the system administrator 224 has enabled the Ex directory option for a Hunt group then the system does not display those Hunt groups The system displays the Hunt groups only if you are configured as a member of that Hunt group e External Your system administrator 224 can configure one X Porta
243. re N represents any numbers and X represents any single digit For example to allow all numbers from 5551000 to 5551099 add the exception number as either 55510XX or 55510N These can be entered by your system administrator 22 Using one X Portal for IP Office Page 54 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Making and Answering Calls Do Not Disturb 3 18 Adding an Account Code A call may have an account code associated with it That account code is then included in the call log output by the telephone system at the end of the call and may be used for purposes such as call billing The one X Portal for IP Office allows your to add an account code when you make a call or transfer a call It also displays the account code currently associated with a call in the call details 314 However occasionally you may need to add an account code to your currently connected call or you may need to change its current account code To add an account code to a call 1 In the call details display click the icon 2 Enter the account code for the call Avaya OK Cancel 3 Click OK e If the account does not match a valid code in the telephone system the menu displays a symbol Either click Cancel or enter a valid account code e If the account code is valid it is added to the call details Using one X Portal for IP Office Page 55 IP Office Platform 9 1 15 601131
244. rk Slot Numbers 50 Park Slots 50 137 Parking Calls 50 Passcode 120 143 Password 14 157 Pause 118 Personal directory 16 92 187 Add from Call Log 88 99 Add from System Directory 99 191 Add from voicemail 100 119 192 Capacity 21 92 98 187 191 Edit 88 98 99 100 101 119 191 192 193 Personalized Greetings 120 Phones 14 Analog 21 SIP 21 pickup 112 121 206 Play the message 118 Playback 16 Plug in User configuration 207 Pop on CLI 159 Pop on Outdial 159 Popup Window 106 124 Portuguese 13 142 Page 228 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Prefix 35 Presence 19 54 137 140 Primary phone 21 88 92 98 99 100 101 119 187 191 192 193 224 Priority message 118 Private message 118 Profile Color 110 111 Detected 110 204 Progress 35 36 37 38 88 97 119 Proxy server exceptions 138 Q Queue 56 139 Quick Time 138 R Read message 118 Recall 50 51 Received 87 Record 33 46 Warning 46 Recording 34 Retrieve 33 48 69 Parked Call 50 Return Park 50 Return Time 47 48 Ringback 115 206 Ringing 138 Russian 13 142 S Safari 138 Save 118 Saved message 118 Screen Pop To 159 Screen Popping 147 157 Searching Directories 95 189 Messages 118 Server Information 157 Server Port 157 Shortcuts 137 Show Notification 207 Show on Startup 207 SIP 21 Skip Backwards 118 Forwards 118 Slot number 50 224 Small Community Network 50 224 Softphone 14
245. rm 9 1 Comments on this document infodev avaya com Page 190 15 601131 Issue 11k 21 October 2015 Avaya IP Office Plug in for Microsoft Outlook Directories 13 9 9 Adding a new Personal directory contact You can add a new contact in the Personal directory 1 In the Directory tab select the Personal 2 Type the name or number that you want to add and click the at icon 3 The system displays the Contact Details window a Type the details of the contact in the Contact Details window e If the Work phone setting matches the extension number of a telephone system user the directory contact displays the user status of the user This applies even if another number is currently selected as the Primary phone e You can select the Group in which of your personal contact should appear on e You can add the gmail address of the contact After you add the addresses you can start an email or initiate a chat from Avaya IP Office Plug in directory b When finished click Add Personal Directory If you are using a 1400 1600 9500 or 9600 Series phone with a Contacts button or M Series T Series or T3 Series phone you can also use your Personal directory contacts through the phone and edit them using the phone 1 As Personal directory contacts are added they are stored by both the one X Portal for IP Office application and by the telephone system and kept in sync The one X Portal for IP Office application and the telephone system can
246. rring Calls 3 14 3 Transfering Calls Using the Directory You can transfer a call to a contact in your directory rather than having to enter the destination number yourself To transfer a call using the directory 1 Use the LJ Directory gadget to locate the party to which you want to transfer the call Click on their name to display their number details _f Directory ma amp Personal ATD System amp e External Q Search all Enter a name or number All B Al t a s Asha Patil va Bhupendra G5 Bhupendra Bhavasar Denish Extn1 457 s eExtni4ss extni459 Do o I4 4 Page 1 of 13 gt PI Displaying 1 to 20 of 250 a a a 2 Because you already have a connected call additional options are shown when your hover the cursor over a directory contact e Use the transfer icon to do a simple unsupervised transfer 474 to the contact s primary number e Use the consult icon to start a supervised transfer 48 gt to the contact s primary number e Use the conference icon to conference yourself the held call and the contact s primary number e If the icon is displayed the contact has alternate numbers You can click on the icon and select the same options as above for those numbers Using one X Portal for IP Office Page 49 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 3 15 Parking Calls Normally when you put a call on hold onl
247. rtal for IP Office allows you to have instant message chat sessions with other users currently using one X Portal for IP Office You can recognize them by the green 9 icon in the directory You can use an instant message session even when on a call to the same user that you are messaging If you do not want other users to be able to start chat sessions with you while you are using one X Portal for IP Office set your presence status 1 to Offline To instant message a contact 1 Locate the other one X Portal for IP Office user in your T Directory gadget _f Directory la amp Personal System Ae External QA Search all Enter a name or number All ad GY Asha Patil va Bhupendra Qx Bhupendra Bhavasar amp Denish Vag Extn 457 s extn1458 s Extni4s9 I4 4 Page 1 of 13 gt PI Displaying 1 to 20 of 250 so a o 2 With your cursor hovering over the contact a o chat icon indicates that they are available to be chatted with Click on the chat icon to open a chat window 3 The instant message popup window will appear in your one X Portal for IP Office and in the other user s one X Portal for IP Office Extn402 402 m Extn401 401 Do you want to join the consultation call Extn402 402 Yes When Extn401 401 Now Extn402 402 Okay Let me finish this call 5 mins max 4 You can start typing your messages and they can reply 5 You can start instant me
248. rtal for IP Office does not limit the number of calls that you can make and receive While you can only have one call connected at any time you can have multiple held calls at the same time However the phone system limits the number of incoming calls that you can receive e Phones With Appearance Buttons Many Avaya phones have programmable buttons that are configured by the system administrator 224 as appearance buttons 224 When using one of these phones each call that you make or receive normally uses an appearance button and can be controlled using that button press to hold retrieve view details etc e For an incoming call the call is presented on a suitable appearance button if available If no suitable appearance button is available the telephone system will treat the call as if you are busy 224 to any further incoming calls e For outgoing calls you can use one X Portal for IP Office to make additional outgoing calls even when all your phone s appearance buttons are in use If you do this some calls will not be represented by and therefore controllable by an appearance button on the phone e Phones Without Appearance Buttons If the phone you are using does not have appearance buttons your Calls Waiting On setting as set by your system administrator controls the number of calls that you can receive e If your Calls Waiting On setting is enabled you can use one X Portal for IP Office to answer an additional incoming ca
249. rver Exceptions The playback of voicemail messages on your computer requires the IP address of the voicemail server to be entered into your browsers list of proxy server exceptions e Internet Explorer Select Tools Internet Options Connections LAN settings Advanced Enter the IP address of the voicemail server in the Exceptions list e Google Chrome Click on the customize icon and select Options Select Under the Hood and click on Change proxy settings Select Connections LAN settings Advanced Enter the IP address of the voicemail server in the Exceptions list e Firefox Select Tools Options Network Setting Manual proxy configuration Enter the IP address of the voicemail server in the No proxy for list Using one X Portal for IP Office Page 138 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Configuration Sound Configuration 11 4 Configuring Hunt Group Queues You can use the Queues gadget to view details of the calls queued waiting to be answered by different hunt groups see Viewing Hunt Group Queues 56 In order to use the Queues gadget you need to select which hunt groups to monitor Note that only hunt groups that have queuing enabled on the telephone system can be monitored Hunt Groups Queues Configuration Add Queue Set up and configure your queues maximum 5 queues can be configured Q Hunt group queues can be configure
250. rver Port field By default the server port is 8080 c If you select the Use secure communication check box then set the port number for the server in secure mode For more information see Secure communications 20h 4 Click OK 13 13 2 User Settings To configure the user settings 1 In the top right corner of the plug in click Click Settings 2 In the navigation pane select User a x General Settings Connection User Information User Logging _ Auto login Dialing Rules Profiles _ Show plug in on start up 4 Show Desktop notifications Change Password 3 In the User Information section set the settings as required e Auto Login If Auto login is enabled then Avaya IP Office Plug in automatically logs into the one X Portal for IP Office server when the plug in is started in Outlook e Show on Startup If selected the plug in is automatically started whenever Outlook is started Used in conjunction with Auto Login to both start and login to the plug in whenever Outlook is started e Show Notification When using Outlook the plug in show the user incoming calls new voicemail messages and instant messages However if Outlook is minimized or not on top the user does not see those messages If Show Notification is enabled additional notifications are shown in the Windows task bar e For each incoming calls or voicemail messages a notification is shown in the taskbar The notification includes co
251. s Personal directory contacts are added they are stored by both the one X Portal for IP Office application and by the telephone system and kept in sync The one X Portal for IP Office application and the telephone system can only store up to 100 Personal directory contacts per user subject to its own system limits e Any contacts uploaded from the Avaya IP Office Plug in are listed in the Outlook group under the Personal tab They are stored in the one X Portal for IP Office only and are in addition to the maximum 100 Personal Directory contacts 2 Contacts can be edited through the phone or through one X Portal for IP Office 3 Personal directory contacts shown by the one X Portal for IP Office can contain several numbers with one selected as the current Primary phone number The matching telephone system record contains just one number which will be changed to match the currently selected Primary phone number on one X Portal for IP Office if that selection is changed Using one X Portal for IP Office Page 187 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 13 9 2 Directory Icons The directory displays a wide range of icons This includes icons for the various actions that you can perform when you hover the mouse over a contact Qa Exin211 go 8 gx W211 oC 3 work acme com ws More details 1234567 Personal Directory Actions Action Icon Description Delete gro
252. s being busy to any further incoming calls When this occurs the following happens to the incoming call in order of priority of use 1 If you have a Forward on Busy 223 destination enabled the call is forwarded to that destination 2 If you have voicemail enabled the call is sent to voicemail 3 If neither of the above is available the caller receives busy indication 15 5 Conference Manager The conference host is able to perform special functions such as muting or dropping other conference parties The conference host is shown at the top of the call details in the Calls gadget e For an ad hoc conferences the conference host is the person who started the conference e For a meet me conference the conference host is the owner of the conference bridge number 15 6 Do Not Disturb When you select this state you only receive calls from selected numbers that you have indicated by adding to your Do Not Disturb Exceptions 140 All other callers are routed to voicemail if available or otherwise receive busy tone You can still make calls while in the Do Not Disturb state 15 7 Forward on No Answer A Forward on No Answer number can be set for your calls When set and enabled if a call arrives for you when you are busy 22 to any further calls it will be forwarded to that number The number can be internal or external 15 8 Forward on Busy You can set a Forward on Busy number for your calls When you set a number and enable this op
253. s presence is related to your telephone status e XMPP presence This presence is related to your instant messaging IM status e Office Your Profile Your currently active profile 10 Profiles allow you to pre configure sets of telephone settings and then apply them at any time by selecting which profile is active You can select your current profile and edit profiles on the Configure 10 page e The items on the right of the title bar show a Name and Number Your name and number will be displayed on the one X Portal for IP Office interface e Available Your status This drop down shows your current selected status It allows you to change you status and to add a status message that is seen by other users Extn218 218 Availabley Help Logout Version 127 0 0 Presence Available se Status Feeling so happy today OK Cancel om a5 ome blava e Presence You can select from the following statuses Status Description Available This is the normal state in which you can make and receive calls Do not disturb While in this state calls to you are redirected to voicemail if available or otherwise the other users will receive a busy tone The exception is calls from numbers that you have added to your list of Do Not Disturb Exceptions 14h In this state you can still make calls You can select this state if you want to continue using one X Portal for IP Office but do not want other one X Portal for IP O
254. s that you made Details of the 10 most recent call destinations are included x e ad Missed Calls that you did not answer Details of the 10 most recent missed callers destinations are included 12 13 2 Make a Call from Your Call Log To make a call from your call log 1 Access your call log 15 2 Locate the call that you want to return or repeat 3 Click on the P icon in the call details 4 The pop up appears showing the call progress and allowing you to end the call if required AVAYA ome x Call Assistant G amp Extn212 212 Outgoing call 12 13 3 Clear Your Call Log To clear your call log 1 Access your call log 15 2 Click Clear Log Using one X Portal for IP Office Page 156 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com one X Call Assistant Call Log 12 14 one X Call Assistant settings You can access the one X Call Assistant settings by right clicking on the applications icon in the system tray and selecting Settings 12 14 1 Connection To set the connection details for one X Call Assistant 1 In the notification area right click the x icon and select Settings 2 Select Connection 3 In the Server Information section e Application server Set this to match the part of the URL you use to browse the portal between the and characters If the are not shown start from the start of the URL to the character e
255. session 10 If you want the conference to repeat at regular intervals select Recurrence and set the frequency for the repeat conferences and when the repeats should end e Recurrence Pattern This field allows you to select the frequency of each repeated conference e Daily When selected the additional options for either Every Day or Every Week Day are available e Weekly When selected you can then select which days of the week the meeting should occur e Monthly When selected you can select the day of the month by date and how many months between repeats e Select Range of Occurrences This field allow you to set the date when the recurring conferences should end 11 As the conference host you can have a conference report 8 amp 4 emailed to you when the conference ends To do this select Email Report 12 Click Schedule 11 The scheduler displays a summary and ask you to confirm the meeting Confirm x Do you really want to schedule conference with following details Conference Details Subject Number of participants 3 Start Date 08 15 2014 11 30 GMT 01 00 End Date 08 15 2014 12 00 GMT 01 00 Duration 30 mins Yes No 12 Click Yes e If the system determines from the other already scheduled conferences that it will not have sufficient capacity for all your conference invitees it displays a warning You can select whether to still book you conference or return to change its setting Confirm x C
256. sion You can communicate via the phone and IM at the same time To change a message session to a voice call 1 At any time during an IM conversation with a contact listed in your one X Portal for IP Office System directory type call 2 Press Enter 3 The IM session displays a message that reads lt user name gt wants to talk to you your phone will ring shortly The system initiates a call between your phone and the other person 9 5 Searching Your IM Conversations You can search instant message conversations that you have had with other contacts To search your instant message conversations 1 In the E Conversation History gadget on the Main tab select the IM tab All Calls amp Incoming f Outgoing 4f Missed Q IM Participant Start E Keywords End ca Search Clear 2 Enter the criteria on which you want to search Each field is optional Field Description Participant Type the name of the other contact in the conversation Keywords Type the keywords in the IM conversation Select the date from which the conversations need to be listed If you do not select a date the system displays from the earliest conversation that the system has retained Select the date until which the conversations need to be listed If you do not select a date the system displays until the latest conversation 3 Click Search The system displays the list of all conversations based on your search If no results are found click on Back
257. ssaging session with other one X Portal for IP Office users at the same time Each will appear in a separate popup Using one X Portal for IP Office Page 106 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Directories Instant Messaging a Contact 6 14 Adding a contact to Meet Me conference bridge You can use the Directory gadget to add other parties to your meet me conference To add a directory contact to a meet me conference 1 In the Li Directory gadget locate the contact you want to add 2 Hover your cursor over the contact and click on the Dial to my bridge icon 3 The system adds the contact to your Meet Me conference when the contact answers the call Using one X Portal for IP Office Page 107 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Chapter 7 Profiles Using one X Portal for IP Office Page 108 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Profiles 7 Profiles one X Portal for IP Office allows you to create profiles which contain a set of telephone system settings By selecting which of your saved profiles is active you apply that set of settings to the telephone system Thus using profiles you are able to easily control where your calls are directed and how they are treated By default you have 3 profiles called Office M
258. store the gadget o 1 To restore a gadget click the la icon in the gadget title bar Using one X Portal for IP Office Page 25 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 2 5 Resizing a Gadget In addition to changing the ratio of the two column widths used for the gadgets you can also change the height of each gadget To change the height of a gadget click and drag __2_ 5 resize in the gadget 2 6 Moving Gadgets You can move the gadgets between each of the columns and change the order of the gadgets within a column To do this click and drag the gadget title bar to the require column and position 2 7 Default Layout If you have adjusted the layout of one X Portal for IP Office you can the layout to its default arrangement using the following option GB 1 Click Appearance Cd The system displays the skin styles Skins E 2 Click Reset to Factory UI The system changes the one X Portal for IP Office Z interface to the default skin style Ac E 3 Click anywhere on your one X Portal for IP Office application to exit the settings Reset to Factory Ul os 29 Layouts Using one X Portal for IP Office Page 26 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Changing the Layout Default Layout 2 8 Adding a custom tab In addition to the two existing default tabs you can add two cust
259. subject for the call Enter account code 1 2 3 4 Extn402 Extn402 402 00 04 29 ICS 3 If you are not connected to another call then after a set time the held call will automatically alert your phone again Notes 1 Held callers hear music on hold if available The music heard depends on the phone system s configuration If no hold music is configured the caller will hear a double beep tone every 4 seconds 2 The Hold Timeout for all held calls is set by the system administrator 224 By default it is 15 seconds but it can be changed or switched off The returning held call ignores any forwarding or do not disturb 22 settings You cannot drop a hold reminder 3 If the system administrator has configured you for Busy on Held while you have any held calls the phone system will treat you as being busy 22 to further incoming calls Using one X Portal for IP Office Page 43 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 3 11 2 Retrieving a Held Call To retrieve a held call 1 Using the os Calls gadget on the Main tab select the call tab for the held call It will display a icon X Calls e Gos Enter a subject for the call Enter account code 1 2 3 4 Extn402 X Extn402 402 00 04 29 Is Filia 2 Click the retrieve held call button on the left The call icon changes to a icon 3 If you were connected
260. supervised transfer 48 gt to the contact s primary number e Use the conference icon to conference yourself the held call and the contact s primary number e If the a icon is displayed the contact has alternate numbers You can click on the icon and select the same options as above for those numbers 6 7 Adding a new Personal directory contact You can add a new contact in the Personal directory You can also add caller details from a voicemail message 11 the Conversation History 88 gt or the System directory 9 to your personal directory To add a new personal contact 1 In the Li Directory gadget on the Main tab select the Personal directory tab PN 2 Type the name or number that you want to add and click the amp icon 3 The system displays the Add New Contact window a Type the details of the contact in the Add New Contact window e If the Work phone setting matches the extension number of a telephone system user the directory contact displays the user status 934 of the user This applies even if another number is currently selected as the Primary phone 224 e You can use the Group list to select which of your personal contacts tabs 104 the contact should appear on e You can add the gmail address and the Office Communications Server OCS address of the contact After you add the addresses you can start an email 10 amp or initiate a chat from the one X Portal for IP Office directory b When finis
261. t from any phone calls to you are treated in the same way as if your phone was busy 22 Logging in and out of a phone is separate from logging in or out of one X Portal for IP Office You must be logged in to an extension in order to login to one X Portal for IP Office 15 14 Meet Me conference This is a conference that uses a conference bridge number You and other parties can join the conference by various methods setup by the system administrator However no one can hear and talk to each other ie the conference does not start until the owner of the bridge number also joins the conference 15 15 Park Normally when you put a call on hold only you can retrieve that call Parking a call is similar to holding a call However a parked call can be retrieved by other users if they know the park slot number or name used to park the call one X Portal for IP Office provides you with 4 park buttons You can configure which park slot number or name each button uses You can then use the buttons to park a call in a particular park slot see when a call has been parked in that park slot by you or by someone else and to unpark a call parked in that slot You can park and unpark a call on a multisite telephony net work such as a Small Community Network For example if you park a call in slot 1 then the users on the local telephony network and Small Community Network can unpark the call The system displays the call that is parked on slot 1 for any
262. t to select which of your personal contacts tabs 102 the contact should appear on e You can add the gmail address and the Office Communications Server OCS address of the contact After you add the addresses you can start an email 105 or initiate a chat from the one X Portal for IP Office directory b When finished click Save Using one X Portal for IP Office Page 88 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Conversation History Adding a Caller to Your Directory 5 4 Searching for IM conversation You can search instant message conversations that you have had with other contacts To search your instant message conversations 1 In the i Conversation History gadget on the Main tab select the IM tab All Calls amp Incoming f Outgoing 4 Missed Q IM Participant Start ca Keywords End ca Search Clear 2 Enter the criteria on which you want to search Each field is optional Field Description Participant Type the name of the other contact in the conversation Keywords Type the keywords in the IM conversation Select the date from which the conversations need to be listed If you do not select a date the system displays from the earliest conversation that the system has retained Select the date until which the conversations need to be listed If you do not select a date the system displays until the latest conversation 3 Click Search The s
263. t you have enabled Do No Disturb on the IM disturb The status indicates that you have not logged into the server You want to continue using the one X Portal for IP Office If you choose to enable Offline then other one X Portal for IP Office users will not be able to send you instant messages using the one X Portal for IP Office The status indicates that you are logged in to the IM but currently away from your desk unknown This status indicates that your presence on the IM is unknown Using one X Portal for IP Office Page 202 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Avaya IP Office Plug in for Microsoft Outlook Presence information 13 11 1 Setting a status message You can set a status message using Avaya IP Office Plug in To set a status message 1 Hover the mouse over Type a status message label The system displays Click to set status message 2 Click on the Type a status message label 3 Type the status message in the text box 4 Press the Enter or Esc key The system displays the status message under the user name and presence status Using one X Portal for IP Office Page 203 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 13 12 Profiles You can create profiles that contain a set of telephone system settings When you set a profile as active those settings are applied to
264. ten to messages on Browser Phone e Active Greeting Voicemail Pro only If your voicemail is provided by Voicemail Pro your mailbox can include up to 9 greetings that you have recorded 120 Within each of your one X Portal for IP Office profiles you can use the Active Greeting setting to select which greeting should be used for your mailbox when the profile is active e Voicemail This setting controls whether voicemail is used to take voicemail messages when you cannot answer calls e Voicemail Ringback When on if you have any new voicemail messages when you next use your phone extension after that call the voicemail server will call you to alert you to the messages e Voicemail Outcalling Voicemail Pro only If you have outcalling configured for your voicemail mailbox you can use this profile setting to switch the use of outcalling on or off e Listen to messages on This setting allows you to select whether when using the m Messages gadget one X Portal for IP Office should playback your messages to your phone or to your browser e If using Internet Explorer check that the option Play sound in webpages is enabled Tools Internet Options Advanced Multimedia e A handset L icon is shown on your messages gadget when you are set for playback to your phone e A headset D icon is shown on your messages gadget when you are set for playback to your browser Playback to your browser is only supported for Voicemail Pro Ch
265. ter a name or number L3 Jibin George zl Kiran Rajput Mohan Mulbagal r OtlBhavsar Q OtlChavan OtIDandawate r OtlDhawan v I4 4 Page 1 of2 gt PI Displaying 1 to 20 of 23 To update the details of a contact in the Outlook group 1 Click Edit A 2 In the Edit Contact dialog box change or update the details of the contact Edit Contact A Name Mohan Mulbagal Work phone Work email Mobile phone Personal email 453674 Other phone Other email Gmail Id OCS Id Primary phone Group Mobile w Outlook Save Cancel 3 Click Save To delete a contact from the Outlook group 1 Click Delete 33 2 In the Confirm dialog box click Yes to remove a contact from the list Confirm Are you sure you want to delete this contact The contact will also be removed from any personal groups that it belongs to Yes No Using one X Portal for IP Office Page 103 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 6 11 Exporting Importing Personal directory You can export and import a personal directory using one X Portal for IP Office e You cannot add more than 100 contacts to a Personal directory If the total number of records exceeds 100 when you import the contacts the system displays an error message e When the system imports the CSV file if one or more r
266. the call log e Missed Calls Calls that you do not answer but are answered by voicemail or a covering extension are not normally logged as missed calls However your telephone system administrator can configure the logging of missed calls e Missed Hunt Group Calls By default only hunt group calls that you answer are logged However your telephone system administrator can configure your call log to include missed hunt group calls for selected hunt groups e Automatic Deletion Old call records are automatically deleted when the call log capacity is reached and a new call record needs to be added In addition the telephone system administrator can configure the telephone system to delete log entries after a set period Phone Call Log If you are using a 1400 1600 9500 or 9600 Series phone with a Call Log or History button or an M Series or T Series phone by default the same call log as shown by one X Portal for IP Office is also shown on the phone You can then use and edit your call log from the phone or from one X Portal for IP Office The two will change in parallel If you are using any other type of phone that has a call log it will be a call log stored by the phone itself and so does not match the call log shown in one X Portal for IP Office For example calls made using the one X Portal for IP Office do not appear in the phone s call log and vice versa In either case the one X call log is limited to displaying 255 records Use
267. the first call on hold To answer a Call 1 To answer the call click Answer E 2 If you do not want to answer the call click X Reject I 14 8 Mute or unmute a call The Salesforce SoftPhone allow you to place a call on mute When a user places a call on mute only the user is on mute and not the other party To mute or unmute 1 To place a user on mute click Mute When an active call is placed on mute the Unmute button is visible 2 To unmute a user click Unmute 14 9 Hold or unhold a call You can place a call on hold and later retrieve the call placed on hold When a call is placed on hold the system plays music on hold or regular hold reminder tunes to the caller To put a call on hold After a call is established between you and the contact the system displays the call details 1 To place a call on hold click Hold To retrieve a call from hold When you place a call on hold the system displays the call details 1 To retrieve a call that you placed on hold click SW C ian 14 10 Ending a call After a call is established between you and the contact the system displays the call details To end a call click Mas End Call f Using one X Portal for IP Office Page 220 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Avaya IP Office Plug in for Salesforce com Ending a call 14 11 Transferring a call You can transfer an incoming call to othe
268. the telephone system Using profiles you can easily control where your calls are directed and how they are treated By default the system displays three profiles namely Office Mobile and Home You can edit these profiles but you cannot delete them However you can also add an additional of four more profiles which you can edit and delete The system displays a special profile called Detected 20 when the current telephone system settings do not match any of your profiles Example With your profiles you can quickly switch between different forwarding locations and different calls received For example you could configure a set of profiles as follows e Office Send calls to the desk extension Voicemail on if calls ring unanswered and call pickup to allow other one X Portal for IP Office users to pickup calls e Mobile Use mobile twinning to ring at both the desk extension and the mobile number Set voicemail and call pickup on e Home Forward calls to an external number Set voicemail on and call pickup off 13 12 1 The Detected Profile If your current telephone settings do not match any of your profiles Avaya IP Office Plug in displays the Detected profile The Detected profile can reappear even after you have selected an active profile For example when you select a profile as active the settings of that profile are applied to the telephone system However if you change any of those settings using other methods such as dialin
269. tion if you are busy on a call or when all the call appearances are busy the system forwards the call to your Forward on Busy number The number can be internal or external 15 9 Forward To Also known as Forward All or Forward Unconditional When enabled some of your calls are forwarded to the selected number Normally only external personal calls are forwarded however it is possible to also forward internal and hunt group calls though that cannot currently be setup using one X Portal for IP Office 15 10 Hot Desk If you have a login code for the telephone system that allows you to use any phone on the system as your own extension This ability to work at any phone is referred to a hot desking 15 11 Hunt Group A hunt group is a set of telephone users The hunt group has its own name and extension number Calls to that extension number are presented to the hunt group members who are available ie not logged off and not already on a call 15 12 IP Office IP Office is a telephone system from Avaya It works with the one X Portal for IP Office to provide call information and control of your phone Using one X Portal for IP Office Page 223 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 15 13 Log In Log Out If you have a login code for the telephone system that allows you to use any phone on the system as your own extension You can also log out While logged ou
270. to be running 3 Click OK Using one X Portal for IP Office Page 159 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 12 14 4 Logging The system creates the logs of all the events that occur in one X Call Assistant The system also logs the debugging information in the log files The log files are time stamped and can be used to troubleshoot issues To configure logging 1 In the notification area right click the xt icon and select Settings 2 Select Logging Select the options to create the log files Description Enable event logging Creates the log files for the events that occur in one X Call Assistant and you can view the log files in Event Viewer using the Administrative Tools option in windows Enable logging Logs all the events that occur in one X Call Assistant The system creates the log files at C Documents and Settings lt user gt Application Data Avaya IP Office Avaya Call where lt user gt is the name of the user who is logged into Windows Enable event logging for Creates the log files for the events that occur in one X Call announcements Assistant Enable logging for announcements Logs all the events that occurs in one X Call Assistant Max Log File Size kb Specifies the maximum size of the log file The system displays this option only if you have selected Enable logging Max log duration Specifies the maximum duration of the logs The syste
271. to change your search criteria 4 Click on the conversation that you want to open The system opens the conversation Using one X Portal for IP Office Page 125 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 9 6 IM Notifications In addition to using IM to chat with other users in the one X Portal for IP Office the system can send various event notifications to you using the one X Portal for IP Office IM 9 6 1 Configuring your notifications Once you have enabled IM notifications you can select which notifications you want to receive To configure your notifications 1 Click the Configure tab and select IM Presence 2 Set the various options as required e Send conference entry IM If selected the system sends an IM to you when someone joins your meet me conference e Send conference exit IM If selected the system sends an IM to you when someone leaves your meet me conference e Voice message begin IM If selected the sysem sends an IM to you when someone begins to leave a message in your voice mailbox e Voice message end IM If selected the system sends an IM to you after someone leaves a message in your voice mailbox e Alternate IM ID The system can send the above notifications to an alternate IM identity If IM server to server federation has been set up that can be an external identity such as Google Talk In this way you can get a notification on your
272. tories for a matching name or number entered in the adjacent name or number box Morel Add futher information to a call such as a subject tag or account code calin Call the name or number entered in the adjacent name or number box Web Collaboration 18h Open a browser windows for your own web collaboration conference sss Dial Pad 175 Display the dial pad for making a call e Tab icons The lower part of the plug in consists of a number of tabs w Directories 18 Displays the various directories The selector at the top of the tab allows selection of which directory to show P w Chat Instant Messages 19 Displays your instant messaging sessions ca amp Voicemail 20 This tab shows your voicemail messages and allows you to control their playback The icon shows a red dot when you have any new messages Call Log Displays your call log The selector at the top of the tab allows selection of what type of calls to show eee Conferences 18 This tab displays conferences to which you have been invited or have invited others Ke canm This tab displays details of the current call or calls in progress Using one X Portal for IP Office IP Office Platform 9 1 Page 169 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 13 4 Quick Overview You can use Avaya IP Office Plug in main screen to perform the following tasks View your user presence
273. tory select the group 2 Click amp amp Edit Group 3 Type the new the name in the text box 4 Click Update Deleting a group 1 In the personal directory select the group 2 Click amp Delete Group 13 9 13 Importing Outlook contacts You can upload the contacts from Microsoft Outlook to the directory They appear in your personal directory as a group called Outlook The mapping table list the fields in outlook contact and their corresponding fields in the plug in directory one X Portal for IP Office Fult name Name E mail Workemail Emaitz personalem O To upload the contacts from Microsoft Outlook This process will overwrite any existing contacts in the Outlook group 1 In the top right corner of the Avaya IP Office Plug in window right click Options 2 Click Upload Outlook Contacts 3 Select the contacts that you want to upload or select all 4 Click Upload Using one X Portal for IP Office Page 194 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Avaya IP Office Plug in for Microsoft Outlook Directories 13 9 13 1 Outlook group in Avaya IP Office Plug in e You can update or delete the contact from the Outlook group However you cannot add a contact to the Outlook group e All changes made to the contacts in the Outlook group are overwritten during any future upload To view the imported contacts 1 Select Directory gt Personal gt
274. ts you with options to perform on the file setup exe Select Run e Google Chrome or Firefox When the browser prompts you select Save The browser downloads the installation file When the download is complete double click the downloaded file and select Run 5 The system unpacks the installer prepares to install the software Select the installer language and click OK In the welcome screen click Next e If you have already installed one X Call Assistant the system displays the following options Modify Repair and Remove Select Modify to install this version over the existing one Similarly if you have a different version already installed the system prompts you to upgrade 6 Select I accept the terms in the license agreement and click Next 7 Enter the details for the connection to the one X Portal for IP Office server These will match parts of the URL that you use to connect your browser to one X Portal for IP Office e Avaya one X Portal Sever IP or Name Set this to match the part of the URL you use to browse the portal between the and characters If the are not shown start from the start of the URL to the character e Port Set this to match the digits that follow the in the URL you use to browse to the one X Portal for IP Office For example 9443 8443 or 8080 e Secure Communication Mode If the URL you use in the browser is HTTPS select this option 8 Click Next The system displays Setup Type dialog box
275. ug in for Microsoft Outlook Additional features 13 10 1 1 Enabling Smart tags Microsoft Outlook 2007 1 In the Tools menu select Options Click the Mail Format tab Click Editor Options Click Proofing and then click AutoCorrect Options Click the Smart Tags tab 2 3 4 5 6 Enable Label text with smart tags check box 7 Select Avaya IP office smart tag listed in Recognizers 8 Enable Show Smart Tag Actions buttons check box 9 Click OK Microsoft Outlook 2010 and 2013 1 Select File gt Outlook Options Click Mail Click Editor Options Click AutoCorrect Options 2 3 4 5 Click the Actions tab 6 Select Enable additional actions in the right click menu check box 7 Select Avaya IP office smart tag listed in Available actions 8 Click OK 13 10 1 2 Phone number formats To use the click to dial feature the number must be separated from the remaining text of the sentence by any non alphabetic delimiter such as a space comma gt and others For example the system cannot process the following format Phone number9960000671 The system cannot process phone numbers that are hyperlinked Examples of the formats that the system can process e Phone number 9960000671 e Phone number gt 9960000671 e Phone number 9960000671 e Phone number 9960000671 Phone number formats that the system supports e 10 69445464 e 800 555 1212 e 06 87 71 23 45 e 800 555 1212 e 0803
276. unt groups 87 l Icons Call 30 Directory 30 93 188 Messages 118 User 93 188 Ignore 121 Immediate 113 206 Incoming 87 Indicator 19 Initial Test Call 114 Install Screen Pop Application 147 Instant Message 106 124 Internet Explorer 14 Italian 13 142 J JavaScript 14 K Keyboard shortcuts 137 L Language 13 14 142 LDAP 92 187 Less 35 Licensed 14 Listen 121 Listen on 115 206 Logged in 14 Logged out 19 93 188 224 Login code 224 Logon Information 157 Logout 15 M Mailbox 118 Main 16 Make a call 35 From Messages 38 119 From the CallLog 37 88 From the Directory 37 97 189 From Voicemail 38 Shortcut 137 Making a Supervised Transfer 48 Making an Unsupervised Transfer 47 Media player 138 Using one X Portal for IP Office IP Office Platform 9 1 Message 106 124 Message Icons 118 Messages 16 118 150 Make a call 38 119 Messages Indicator 19 Missed 87 Missed call 40 Missed hunt group calls 87 Mobile 109 204 Mobile Twin 58 Mobile twinning 113 Mobility Forward 113 206 Mobile twinning 113 Telecommuter Mode 114 Use Default Deskphone 112 More 35 Mozilla Firefox 14 138 Music on hold 43 Mute 62 Mute All 62 N Network 224 New Personal directory contact 98 191 No Answer 40 113 206 Normal 93 188 Number 30 O Off Hook 34 93 188 Office 109 204 Offline 19 On Hook 93 188 Orange background 110 111 Outcalling 115 206 Outgoing 87 P Park 50 224 Recall 50 51 Return 50 Pa
277. up Delete the personal directory group Change group a Edit the personal directory group name name f 2345677 Add a group Add a personal directory group 19 Add a contact home acme com other acme com acme gmail com Add a personal directory contact A Recent communications 18 Sep 12 28 13 PM 2 Gi 17 Sep 4 25 22 PM 1 Call Actions Action icon Description OO CU Call the contact using their primary number Contact Actions Action Icon Description oS Add a contact in the System directory to the Personal directory View Details amp View details 190 of a directory contact Update Contact ia For Personal directory contacts edit the contact details 19 Delete Contact O O k For Personal directory contacts delete the contact Contact Icons See also Presence information 202 State Icon Description Available The normal state for a user showing that their work extension is available and not in use e Grey is not using one X Portal for IP Office or they have set their portal presence to 3 offline e The icon is green if the user is also logged into one X Portal for IP Office unless they have set their presence to offline ae o The normal state for a user showing that their work extension is currently on a call Do Not Disturb x The user has set Do Not Disturb Calls to them will go to voicemail if enabled or else get busy tone unless you are in the user s Do Not Disturb
278. ur normal extension It also returns if answered too quickly such as the call going immediately to a cell phone s voicemail because the cell phone was busy or off Ni Claim from Twin When you have a call twinned call that you answered on at your twinned extension number you can have it transferred back to your normal extension by clicking this button Using one X Portal for IP Office Page 58 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Chapter 4 Conference Calls Using one X Portal for IP Office Page 59 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 4 Conference Calls You can use one X Portal for IP Office to start and manage conference calls The conference parties are listed in the cs Calls gadget EX Calls Enter name or number ii Enter a subject for the call Enter account code 1 2 3 4 X Conference participants Conf 100 00 00 24 bed a amp Exin401 401 amp Alfrea 1234 x amp 1551 s Notes 1 The maximum number of conferences and participants in any particular conference depends on the total resources of the telephone system and the number of conferences already in progress It also is limited by other features for example call recording also uses the telephone system s conference facilities 2 Depending on phone system settings a
279. urself While a party s connection to the conference is muted they are shown with a a muted party icon Note that the mute functions detailed here are performed by the telephone system They do not switch on or off any mute function provided by the individual telephones To mute yourself 1 Click the Mute button on the conference tab Your icon changes to show that you are muted To mute another party in the conference 1 In the Calls gadget hover your cursor over the participant that you want to mute A number of call functions icons appear next to the parties name 2 Click a Mute The participants icon changes to a to indicate that they are muted To unmute another party in the conference 1 In the Calls gadget hover your cursor over the participant that you want to mute A number of call functions icons appear next to the parties name at 2 Click S Unmute To mute all other parties in the conference 1 In the Calls gadget click 3 Mute All To unmute all other parties in the conference S 1 In the Calls gadget click ed Mute All Using one X Portal for IP Office Page 64 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Conference Calls Muting Conference Parties 4 7 Dropping Participants From a Conference If you are the conference host 22 you can drop other parties from a conference otherwise you can only drop yourself To drop a party
280. user who is configured on a local telephony network or a Small Community Network has the same slot 15 16 Primary Phone Some contacts in your directories can have several associated phone numbers The Primary phone setting for each of those contacts is used to indicate which of the numbers should be used by one X Portal for IP Office when that contact is selected for a function 15 17 Scheduled Conference These are the same as meet me conferences Using the one X Portal for IP Office you can schedule future conferences 745 and send invitations to the other parties You can also view the conferences to which you have been invited 15 18 System Administrator This term refers to the person able to make changes to your telephone system or arrange those changes 15 19 Small Community Network Your telephone system can actually be several telephone systems connected together in a network called a Small Community Network While most telephone and one X Portal for IP Office features will work for names and numbers anywhere in the network some features will not For example parking and unparking of calls is not supported between networked telephone systems You system administrator will advise you if there are any other restrictions in your network 15 20 Supervised Transfer A supervised transfer is one where you talk or try to talk to the transfer destination before completing the transfer Your initial call to the transfer destination is
281. v avaya com Using one X Portal for IP Office Page 230 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Template 16th April 2015 Performance figures and data quoted in this document are typical and must be specifically confirmed in writing by Avaya before they become applicable to any particular order or contract The company reserves the right to make alterations or amendments to the detailed specifications at its discretion The publication of information in this document does not imply freedom from patent or other protective rights of Avaya or others All trademarks identified by the or are registered trademarks or trademarks respectively of Avaya Inc All other trademarks are the property of their respective owners This document contains proprietary information of Avaya and is not to be disclosed or used except in accordance with applicable agreements 2015 Avaya Inc All rights reserved Using one X Portal for IP Office Page 231 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com
282. vilege Level section select Run this program as an administrator 4 Click OK 12 4 Starting one X Portal for IP Office When you have one X Call Assistant running you can use the one X Call Assistant to start one X Portal for IP Office and log in to the portal To start the one X Portal for IP Office 7 1 To log in using the one X Call Assistant right click x Connected 2 Select Open one X Portal Using one X Portal for IP Office Page 148 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com one X Call Assistant Starting one X Portal for IP Office 12 5 one X Call Assistant icons The system displays the one X Call Assistant icons in the Windows system tray normally at the lower right corner of the screen You can right click the icon to view the available commands and any other additional information When you hover the mouse over the one X Call Assistant icon the system displays the status and the number of voicemail messages that you have received G x Not Connected A large red dot indicates that the one X Call Assistant is not connected to the one X Portal for IP Office server The system displays this icon only while the one X Call Assistant software is starting If the icon remains in this state check the settings 15A e A Connected A large green dot indicates that the one X Call Assistant is connected to your one X Portal for IP Office sever I e A
283. warning will be heard again Your system administrator 224 can switch off the call recording warning message However doing this can be prohibited or subject to legal requirements e By default the recording is placed into your own voicemail mailbox Your system administrator can change the mailbox into which your call recordings are placed e The recording will continue while you are connected to the call If you transfer the call to another user or number the recording ends To start call recording 1 Using the eS Calls gadget on the Main tab select the call tab for the connected call It will be the tab with two connected handset icon on the right Enter name ornumber 33 Less Enter a subject for the call Enter account code 1 2 3 4 X Ivan Igor 650 amen lvan Pre meeting call 00 00 13 2 To start recording the call click on the record button on the right If the button is displayed as a icon then recording is not available for some reason 3 Once recording has started the button changes to a O icon Click on this to end recording Call recording also automatically stops if you park transfer or turn the call in to a conference If you hold the call call recording is paused while the call is on hold Using one X Portal for IP Office Page 46 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Making and Answerin
284. wering Calls Call Details 3 2 Call Buttons The buttons down the left hand edge of the call display are used to access features for the currently displayed call Call Enter a subject for the call Consult Enter account code __ Transfer 1 2 3 4 Extn402 Extn402 402 00 07 31 icon econ Description Answer an alerting call This button is not visible when you are using a phone where you must first lift the handset to answer a call Drop Call For a currently connected call pressing amp disconnects the call Redirect Call For an alerting call pressing amp will redirect the call using your a Forward on No Answer setting if set or otherwise to voicemail if available You cannot drop a call returning from being held or parked for too long Record Call Start recording the current call 0 Stop Recording Stop recording the current call 2 Retrieve Held Call Take a call back from hold Complete Transfer With a call on hold and another call in progress transfer the held call to the current connected party ss Conference Call With a call on hold and another call in progress you can conference the calls RJ o Mute your connection to a call e For conferences which you initiate this control allows you to mute all the other conference parties Bg o Unmute your connection to a call Sed For conferences which you initiate this control allows you to a unmute all the other conference parties Us
285. x Greetings 120 e Record Mailbox Greetings 126 Changing Voicemail Settings Using Other Interfaces one X Portal for IP Office loads your voicemail settings when you login If you then change your voicemail settings using another method such as through your phone the details held by one X Portal for IP Office can be incorrect If you make voicemail setting changes through a method other than one X Portal for IP Office you should log out of one X Portal for IP Office and log in again 8 1 Group Messages Your system administrator can configure you to receive message indication for messages in selected hunt group mailboxes These messages are shown in and can be played back from your one X Portal for IP Office Note however that you cannot save or delete group messages using the portal Using one X Portal for IP Office Page 117 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com 8 2 Checking Voicemail Messages You can view your voicemail messages using the ae Messages gadget 1 On the Main tab the cal Messages gadget displays the number of new or unread voicemail messages in your mailbox Messages New 10 Total 15 4 gt at m R Phone amp Entera name o State To From E Extn205 208 gt Extn2os 205 GJ Extn205 205 gt Extnzos 205 EJ Extn205 205 gt extn205 205 Save Delete ma number Time Length Jul 17 2013 9 15 AM 1
286. x icon and select Settings 2 Select Announcements selection 3 Select the options that you want to the system to announce Description Announces system status events that you select such as System errors and System notifications Phone status Announces phone status that you select such as Phone extension Forward on busy Forward on no answer Forward all Forward hunt group calls Forward number Redirected number Do not disturb Do not disturb overrides Voicemail enabled Voicemail ring back enabled Number of unread messages External calls prohibited Absent message ID Absent message displayed Absent text Ring time before no answer Log in code configured Announces call events that you select such as New incoming call Call from On hold Retrieve Call Answered Hangup Outgoing call Line is idle Call transferred Conference started and Call status Screen navigation Announces screen navigation actions such as Entering exiting screens and menu and Check box focus and value change 4 Click OK Using one X Portal for IP Office Page 163 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Using one X Portal for IP Office Page 164 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Chapter 13 Avaya IP Office Plug in for Microsoft Outlook Using one X Portal for IP Office Page 165 IP Office
287. y mybuddy Commands 10 3 Notifications mybuddy can notify you of the voicemail and conference events when your IM client is open This is configured through your one X Portal for IP Office preferences see IM Presence 126 Conference events are purely informational The command conf is used in the context of chat room only For example if a user types conf in the IM and sends it to you mybuddy informs you that you have been invited to a conference call If you are the Conference Host 224 then mybuddy informs you of the arrival and departure of the participant during the call Voicemail events You can listen to the voicemail messages when you receive a message and you can also intercept the caller and pick up the call when a caller is leaving a voicemail message To listen to the voicemail messages 1 In the mybuddy conversation window type listen 2 Press Enter The phone that is configured to your one X Portal for IP Office rings 3 Answer the phone and listen to the voicemail message If you choose to pickup the call when a caller is leaving a voicemail message the system does not forward the message to your mail box and initiates a call between you and the caller To pickup the call 1 In the mybuddy conversation window type pickup 2 Press Enter The phone that is configured to your one X Portal for IP Office rings 3 Answer the phone and listen to the voicemail message 10 4 Storing Numbers You can pre set you
288. y you can retrieve that call Parking a call is similar to holding a call However a parked call can be retrieved by other users if they know the park slot number or name used to park the call one X Portal for IP Office provides you with 4 park buttons You can configure which park slot number or name each button uses You can then use the buttons to park a call in a particular park slot see when a call has been parked in that park slot by you or by someone else and to unpark a call parked in that slot You can park and unpark a call on a multisite telephony net work such as a Small Community Network For example if you park a call in slot 1 then the users on the local telephony network and Small Community Network can unpark the call The system displays the call that is parked on slot 1 for any user who is configured on a local telephony network or a Small Community Network has the same slot Notes 1 If you park a call and leave it parked too long it will recall to you The default is to recall after 5 minutes but your system administrator 224 can adjust this You cannot drop a parked call that recalls your phone 2 You can park and unpark between different phone systems in a Small Community Network 224 3 15 1 Configuring Your Park Slots one X Portal for IP Office provides four park slot buttons You can configure the phone system park slots to the buttons If the numbers or names you use match those used by other users you can vi
289. ya IP Office Plug in are listed in the Outlook group under the Personal tab They are stored in the one X Portal for IP Office only and are in addition to the maximum 100 Personal Directory contacts 2 Contacts can be edited through the phone or through one X Portal for IP Office 3 Personal directory contacts shown by the one X Portal for IP Office can contain several numbers with one selected as the current Primary phone number The matching telephone system record contains just one number which will be changed to match the currently selected Primary phone number on one X Portal for IP Office if that selection is changed Number of Calls one X Portal for IP Office does not limit the number of calls that you can make and receive While you can only have one call connected at any time you can have multiple held calls at the same time However the phone system limits the number of incoming calls that you can receive e Phones With Appearance Buttons Many Avaya phones have programmable buttons that are configured by the system administrator 224 as appearance buttons 224 When using one of these phones each call that you make or receive normally uses an appearance button and can be controlled using that button press to hold retrieve view details etc e For an incoming call the call is presented on a suitable appearance button if available If no suitable appearance button is available the telephone system will treat the call as i
290. you are logged out from the desk phone but logged into the IM Telephony Presence The telephony presence is associated with an extension on the telephone system resence Presence Description Icon Status Available The status indicates that you are available and can be called es The status indicates that you have a call in progress Do Not The status indicates that you have enabled Do No Disturb on the phone system Calls to you Disturb are redirected to voicemail if available Otherwise the callers receive a busy tone The exception is calls from numbers that you have added to your list of Do Not Disturb Exceptions Q The status indicates that you have not logged into the extension on the phone system Calls to you are redirected to voicemail if available Otherwise the callers receive a busy tone You cannot make calls However you can still use one X Portal for IP Office to alter your configuration settings A mrs This status indicates that the phone is ringing and you have an incoming call This status indicates that your presence on the phone system is unknown The presence cannot be determined as the phone number is not an extension on the telephone system IM Presence The IM presence indicates the status of an entry in the directory Presence Presence Description Icon Status Q Available The status indicates that you are logged into the IM server and available for chat Online kI The status indicates tha
291. you to make and receive calls using a phone at a remote location with all calls being started by and going via the telephone system It requires you to also have a data connection from that location over which you can connect a web browser to your company s one X Portal for IP Office server This mode is only available to you if configured by your system administrator e You make calls using one X Portal for IP Office to dial the number The phone system will make a call to your configured telecommute number and when answered it will then make a call to the number dialed as if it had been dialed from your normal internal extension home telephone or mobile The numbers that you can call will still be subject to your normal dialing restrictions if any e Incoming calls to your normal extension are redirected to the telecommute number and accompanying call details are displayed in one X Portal for IP Office e While telecommute mode is selected you are logged out of your normal internal phone extension When you end telecommute mode your extension number is returned back to your normal phone extension if you have one and it is not in use by another hot desking 15 gt user If you don t have a normal extension or it is not available you are treated as being logged off from the phone system and your calls will go to voicemail if available or receive busy e If you log into your internal extension and mobile and then you change your presence and status
292. ystem displays the list of all conversations based on your search If no results are found click on Back to change your search criteria 4 Click on the conversation that you want to open The system opens the conversation Using one X Portal for IP Office IP Office Platform 9 1 Page 89 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Chapter 6 Directories Using one X Portal for IP Office Page 90 IP Office Platform 9 1 15 601131 Issue 11k 21 October 2015 Comments on this document infodev avaya com Directories 6 Directories Your one X Portal for IP Office can display several directories of names and associated telephone numbers It does this in the E Directory gadget When you hover your cursor over a contact icons for various actions are displayed _ Directory Ja amp Personal 46 System amp e External Q Search All all Add group w Q Enter a name or number 42 gt 4 4 Page gt gt i Each of the different types of directory listed below is shown on a separate tab In addition you can create up to 4 additional tabs to which you can add selected contacts a a a e Personal This tab shows your personal contacts stored by the phone system If you are using an Avaya phone these contacts are also accessible on the phone You can arrange your personal contacts into up to 5 hunt groups e System This tab shows contacts stored by the phone system

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