XPhone UC Team Panel
Contents
1. Zag COM FOR BUSINESS XPhone Unified Communications XPhone Unified Communications Contents 1 1 1 2 1 3 2 1 2 2 3 1 3 2 3 4 3 5 3 6 5 1 5 2 5 4 About XPhone UC Team Panel What is XPhone UC Team Panel License information About the XPhone UC Team Panel Manual Overview Identifying line statuses Other XPhone UC Team Panel buttons Team keys Information about using XPhone UC Team Panel templates Selecting team keys and speed dialling keys Formatting team keys Using tabs Display settings Other settings Making calls with XPhone UC Team Panel Presence management with XPhone UC Team Panel Information on configuration with presence management templates Using profile templates Configuring profile templates Importing Microsoft Outlook Lotus Notes appointments Sending instant messages Belonging to more than one team Accessing other team keys Resetting XPhone UC Team Panel settings FFF F Ov IA 10 11 12 14 15 18 18 18 20 23 25 27 28 29 Copyright C4B All rights retained This manual or parts thereof may not be copied or distributed in any form or for any reason without express written permission from C4B Com For Business AG The information in this documentation may be subject to change without prior notice No guarantee This manual is provided to you in its present form C4B Com For Business AG does not accept liability for the exactnes2. Thanks Availability and presence Instant messages can only be sent when XPhone UC Team Panel is started by both the sender and the recipient Move the mouse pointer over the team keys You can only send instant messages if the IM icon is green The icon also changes in the open message window if someone s instant messaging availability changes The presence indicator icon changes as well Info on parallel use of XPhone UC Commander If XPhone UC Team Panel is installed parallel to XPhone UC Commander the Commander must be Started in order to send instant messages BELONGING TO MORE THAN ONE TEAM 27 7 Belonging to more than one team A user can be assigned to two or more teams if needed The lines of all the other team members are displayed cumulatively in the team panel 28 ACCESSING OTHER TEAM KEYS Accessing other team keys Since there are also personal hierarchies within teams the XPhone UC Team Panel authorization scheme Supports various rights for accessing other users lines Rights are issued by the administrator who configured the team on XPhone Server There are different functions within a team The rights for accessing other users lines are always issued in one direction This means that a user can have more access rights for a coworker s line than the coworker has for his line For example a team assistant can set up call forwarding for other users who do not have the right to set call forwarding for the assi
3. several tabs such as Sales South Sales East Sales North etc You can display a particular team key in several tabs if you always wish to see the secretary s key for example Creating tabs Open the context menu by right clicking on an area of the team panel not occupied by a team key Select Settings and then Tabs To create a new tab click New You now see a second team panel view Select the new tab in the window and click Rename to give the tab a name Tabs are shown at the bottom by default You can change the position of the tab switch over in the Position of the tab switch over drop down menu Use the arrow keys to change the order in which the tabs are displayed Deleting tabs Open the context menu by right clicking on an area of the team panel not occupied by a team key Select Settings and then Tabs Select the tab in the dialog window and click Delete Exit the dialog by selecting Close The tab has been deleted Assigning team keys to a tab Use the tab switch over to select the tab you wish to add a team key or speed dialling key to Open the context menu by right clicking on an area of the team panel not occupied by a team key Select Team keys and pick the team key that you wish to add to the current tab 12 TEAM KEYS d Click and hold down the mouse button to drag the team key to the position you require in the team panel e To add a speed dialling key select Special keys in the display filter Speed dia
4. Not Disturb gt gt Oe lt lt Home Office gt gt Each of these profiles can be supplemented by additional time information e g 30 minutes or 2 hours PRESENCE MANAGEMENT WITH XPHONE UC TEAM PANEL 19 XPhone UC Team Panel automatically returns to its original state when this period ends All the members of your team s can see your presence status and the selected time period Note Your administrator can restrict the available profile templates and time periods in the central settings Select profile a Click lt lt Select profile template gt gt on the left or uppermost edge of the team panel or click the presence section in the XPhone UC Commander to display a selection list with all available templates b Select a profile and specify a time period XPhone UC Team Panel automatically returns to its original state when this period ends c All the members of your team s can see your presence status and the selected time period O Q Q Emily Smith Alex Rose Unavailable Meeting _ Lunch m F Break i Peterson Paula OFF Sick Forward all calls ta 170 On Holiday Be Right Back Gut of Office 30 minutes 15 30 Do Not Disturb Active profile 2 hours 17 00 Permanent info 4 hours 19 00 Appointment list Today Profile templates This week Until Further notice Other duration Presence Team info You can also add call forwarding and or team messages to the p
5. structure This manual guides you through the functions of XPhone UC Team Panel Individual procedures are listed step by step enabling you to follow the instructions immediately Specially marked hints and information provide ideas on how to best use a certain function Formatting The names of functions buttons dialogues and menus are printed in colour enabling them to be recognised as such at all times Icons from the user interface are indicated by lt lt gt gt where they appear in the text ABOUT XPHONE UC TEAM PANEL 5 6 OVERVIEW 2 Overview es E o 1S856 1966 FOO CSUR see Te ta ladis phiiii Oniani P e ommon pee tos temeener hemes gt Suny ibm Y pA en Q O Harry Hirsch Marc Lennon Poula Myers 1 Kate isles i Loura Martini O Cc Friednich gt O Andrea Abwesend Ll _Im Homeotiice J Uber Handy emeichbat ale zu 192 9 Armesend 9 Sandra Anderson 4 Q Kaus Muller a Poul Reynolds i Clara Rivot Q mone Garcia i Q Paula Myers i _Uulaubd bis 01 07 09 atem 2u 192 exter zu 193 aten zu 192 __Release Meeting tem gt ad Lc JL O T 0 ee O o E S 3 Pase David Miller Laura Reynolds Q Jack Reacher i Stubenreuch Ge Joset F exteen zu 192 i Umietung aul Voscemad kre 0 r Vertrieb Assisteng Schnelwahi a Reacher Jack 152 anrufen x Linda Gerritsen 193 anrufen Q Ue gt Ra Sefortnactricht sender Sof
6. team member simply click his or her team key The caller is automatically put on hold b If you hang up the caller is transferred immediately If you wait for your coworker to answer the phone caller will remain on hold until you hang up Hanging up lt lt Accept hang up gt gt turns red when you accept a call You hang up by clicking this icon Identifying callers If a member of the team calls your line you see a tooltip identifying the caller Provided that you have selected two line keys your team key also displays the caller s name In cases where you are also using XPhone UC Commander XPhone UC Team Panel uses this program s database connection to identify the caller and shows you the caller data for external callers as a tooltip on your team key This only works if the following requirements are met m XPhone UC Commander is installed on your PC with a valid license E There is a matching contact data record in the databases linked with XPhone UC Commander Please read the XPhone UC Commander User Manual for more information Call forwarding and Do not disturb Position your mouse On your team key A tool tip containing the available options opens Select Set call forwarding Decide whether you want to forward all internal external calls and enter the destination phone ee MAKING CALLS WITH XPHONE UC TEAM PANEL 17 number internal extension XPhone UC Team Panel remembers previous destination numbers and lets
7. It lets you check whether someone is available before you dial their number or try to transfer a call to them If a team member has several lines see Controlling several lines with one team button the indicator will change no matter what line the user is calling on Line statuses at a glance _ Paula Myers lt lt Free line gt gt Paula Myers aaa lt lt Internal call gt gt OVERVIEW 7 Paula Myers beet lt lt External call gt gt A 7 ee ers lt lt Call forwarding gt gt Paula Myers lt lt Info message gt gt Paula Myers lt lt Do not disturb gt gt The status indicator blinks yellow internal or red external to indicate inbound calls If your PBX supports call waiting the button on your team key blinks yellow internal or red external in the same rhythm as a call waiting indicator Other XPhone UC Team Panel buttons 2 2 The XPhone UC Team Panel interface contains other buttons lt lt Select profile templates gt gt Click here to manually change your presence status edit your active profile edit other profile templates or set up a permanent info message for other team members More information is available in Presence management see Presence management with XPhone UC Team Panel B lt lt Phone stand by gt gt This icon changes in response to inbound calls external or internal and you can accept the call by clicking the icon lt lt Ac
8. Key size is reduced as much as possible given the length of the key names Automatic Optimal Keys are displayed so that all key names are shown in full Single Keys are displayed in the standard size O Double Keys are displayed in twice the standard size OO QO E Arrangement Enter whether you wish to sort the keys by name or phone number E Fill in gaps Select this check box to wish to fill in gaps in your team panel E Names Enter how you want the keys in your team panel to be named for example user name the name stored in the PBX system last name first name etc m Manually renaming team keys You can also give team keys your own individual names a Open the context menu by right clicking on an area of the team panel not occupied by a team key b Select Settings You are now in configuration mode c Double click the team key to open an editing screen where you can enter the desired name d Select OK to confirm your choice and exit configuration mode by closing the Settings window a Select Format this tab or Format all tabs to apply the settings More information is available here see Using tabs Note Make sure that the Overwrite manually changed names checkbox is not activated If it is activated your configuration will be reset whenever the administrator restarts XPhone Server 3 4 Using tabs A D o If you are in several teams or in a team with many members you can divide your team panel into
9. UC Team Panel in order to enable the reset settings
10. UC Team Panel interface according to your preferences XPhone UC Team Panel activates the appropriate profile template when your appointment begins And if you have configured the profile template with call forwarding and or a team info both are automatically activated As soon as your appointment is over XPhone UC Team Panel automatically resets the settings Activating appointment synchronization a Click lt lt Select profile template gt gt to open the template dialogue b Select Profile templates c Click Calendar options under Scheduled in Outlook Notes calendar in the Activate profiles automatically section d Then activate the Automatic calendar synchronization checkbox and specify how many days in advance you want XPhone UC Team Panel to synchronize your appointments XPhone UC Team Panel also recognizes and imports new appointments shortly after they have been entered e Select the profile template to be activated when XPhone UC Team Panel imports an Outlook Notes appointment f Decide whether you want to import all appointments in your calendar or whether only appointments are to be shown which you have assigned to a certain category when entering in Outlook Notes g Next decide what you want XPhone UC Team Panel to do if the meetings weren t created by you but were generated when you accepted someone else s meeting request 24 PRESENCE MANAGEMENT WITH XPHONE UC TEAM PANEL h Specify whether you want XPho
11. XPhone UC Team Panel comes with nine profile templates by default You can modify these templates or create additional ones You can also set up rules to automatically activate your profile templates when certain conditions are met More on configuring profile templates see Configuring profile templates If you enter your appointments in Microsoft Outlook or Lotus Notes you can synchronize XPhone UC Team Panel with your calendar Your appointments are then automatically imported to XPhone UC Team Panel This can be done in all cases or only in special cases More on Outlook Notes synchronization see Importing Microsoft Outlook Lotus Notes appointments 5 1_ Information on configuration with presence management templates Please note that your administrator may have restricted the configuration settings described below The administrator can configure the calendar synchronization and the profile templates that are available to the user which means that users can automatically get settings from XPhone Server It is also possible to disable individual user settings 5 2 Using profile templates XPhone UC Team Panel comes with nine default profile templates for indicating your current presence Status O lt lt available gt gt O lt lt uUnavailable gt gt lt lt meeting gt gt O lt lt Be right back gt gt Ox lt lt Break gt gt lt lt Off Sick gt gt O lt lt on Holiday gt gt O lt lt out of Office gt gt lt lt pdo
12. alling key to start see Selecting team keys and speed dialling keys a call Accepting rejecting calls E When your phone rings you can accept the caller by clicking lt lt Accept hang up gt gt The icon turns red once you start the call mM You can also accept a call by clicking your own team key W Or you can position your mouse on your team key A tool tip appears with various options such as accepting or rejecting the call Click the command for the action you wish to perform 16 MAKING CALLS WITH XPHONE UC TEAM PANEL B jL Kate Ryan i O Jack Reacher 4 Co Josephine Ada 2 Smith Eleonor CAB 0 Califormia Externally to 139 fal Accept caller Smith Eleonor C4B inter i Giulia Sartori Available Office Bad cold Then Meeting Today 13 00 14 00 fire ie Taen Lines HEMT Product Management MM Smith Eleonor C48 01632309230 ias 5 Accept caller Smith Eleonor C46 Reject caller Smith Eleonor C46 Deflecting calls If you are unable or unwilling to accept a call you can deflect it to someone else by clicking his or her team key The caller will not realize what you have done Hint This is particularly useful for PBXs that support call waiting If a call comes in while you are on the phone you can either put the current call on hold or forward the new caller to a coworker or your voicemail Transferring calls a To transfer a caller to another
13. ansparency and cross fading effects in a terminal server environment because the animation can impair performance 3 6 Other settings a Right click an area outside the team panel in order to open the context menu b Select Settings and then Other Automatically starting XPhone UC Team Panel Activate the Start automatically at system start up checkbox if you want XPhone UC Team Panel to start automatically when your PC boots up Identifying callers with XPhone UC Commander If you are also using XPhone UC Commander XPhone UC Team Panel uses this program s database connection to identify the caller and shows you the caller data for all callers as a tooltip on your team key This only works if the following requirements are met m XPhone UC Commander is installed on your PC with a valid license E There is a matching contact data record in the databases linked with XPhone UC Commander m The Use XPhone UC Commander for caller search option must be activated Picking up calls with automatic call acceptance XPhone UC Team Panel lets you pick up calls for other team members with a single click of your mouse Activate the Pick up call with automatic call acceptance checkbox to be immediately connected to the caller when you click the team member s team Key If this option is disabled you have to accept the call manually or by clicking lt lt Accept call gt gt Hint This is especially useful if you use a headset that is connected direct
14. are will assume that you have left your desk for a moment or are in a discussion Option 3 Activating profile templates scheduled in calendar sync Profile templates can also be automatically activated by appointments in your groupware calendar see Importing Microsoft Outlook Lotus Notes appointments This can be activated via the Outlook Notes calendar or via the calendar sync between XPhone UC Server and Microsoft Exchange Server without requiring a client to run 5 4 Importing Microsoft Outlook Lotus Notes appointments The administrator can chosse between two methods of calendar synchronization E Local calendar sync using Outlook and Notes Client E Central calendar sync between XPhone UC Server and Microsoft Exchange Server This setting cannot be configured on the client Note for Lotus Notes The current version of XPhone UC Team Panel does not automatically synchronize with the Notes calendar Instead you have to manually activate the synchronization button in the appointment list can be accessed in the presence template selection menu whenever you set or change a appointment A future version of XPhone UC Team Panel will support automatic synchronization If you enter appointments in your Microsoft Outlook or Lotus Notes calendar you can also automatically control profile templates with call forwarding and or team infos XPhone UC Team Panel automatically synchronizes with your calendar and imports appointments to your XPhone
15. cept call gt gt The icon changes again during the call To hang up click the icon H lt lt Hang up gt gt lt lt Available again gt gt This icon is disabled if you have not enabled the Available again desktop message for anyone If you have activated this function for one or more people the icon changes the moment the desired party or parties is available again More information is available here see Making calls with XPhone UC Team Panel lt lt Available again enabled gt gt w lt lt Availability by instant message gt gt The icon with the Send instant message see Sending instant messages hyperlink is shown if a team member can be reached by instant message 8 OVERVIEW lt lt Not available by instant message gt gt The icon signals if a team member is not available by instant message TEAM KEYS 9 3 Team keys Selecting available keys see Selecting team keys and speed dialling keys Formatting keys see Formatting team keys Tabs Display settings Making other settings see Other settings 3 1 Information about using XPhone UC Team Panel templates Please note that your administrator may have restricted or completely disabled the configuration settings described below The administrator can make configuration settings for the entire team This is where the administrator can also disable individual user settings 3 2 Selecting team keys and speed dialling keys Hiding individua
16. ect Edit company wide info b Activate the checkbox enter your text and select OK to confirm Unternehmensweite Info Myers Paula Unternehmensweite Info anzeigen T glich von 12 00 13 00 in der Mittagspause Abbrechen 5 3 Configuring profile templates Profile templates can be customized by automatically associating them with call forwarding and or team infos for instance New profile templates can be created just as easily PRESENCE MANAGEMENT WITH XPHONE UC TEAM PANEL 21 Note You can change the behaviour of your presence templates either permanently in this dialogue or only temporarily in Edit active profile Profile templates Ryan Kate taf Unavailable Be Right Back meeting Break OFF Sick ghon Holiday Out of Office Do Not Disturb om amami Change profile Available W Activated Change restricted since it was used for automat activation Date last changed 22 10 2009 08 49 Presence Available Forwarding Do not change forwarding Team info active Activate profiles automatically When program starts program ends Scheduled in Qutlook calendar Calendar options Resorting profile templates a Click lt lt Select profile template gt gt and select Profile templates b Use the arrow keys to change the order in which the profile templates are displayed c Remember to confirm your changes by clicking OK before exiting the dialogue Creating n
17. ed by a team key in order to open the context menu Select Settings and then Display In For calls for me activate the When ringing and or For call waiting checkboxes Click Close to confirm your selection Signal settings for calls for other team members You can also be notified of calls to other team members This may be a good idea if you wish to pick up calls for coworkers who are not at their desk at the moment If you are in a large team you can break down see Using tabs this option into individual tabs so you don t constantly see signals for new calls You have two options which you can combine E A visual signal the desktop info E An audio signal Go to For calls for team members and select the tab containing the team members whose calls you wish to have signalled Click Edit to specify when the signals should be triggered A new dialog opens In Notificationfor team members set the conditions that have to be met in order to trigger the signal such as a Call on cal waiting Use the time slider to specify the delay in seconds before the signal is triggered In By you indicate whether you want a visual desktop info and or an audio signal If you wish to use your own audio signals instead of the default XPhone UC Team Panel audio signal DingLing you can upload your signals wav files using the Browse command Click the play icon next to the drop down menu to hear the selected signal tone If you ve configured audio si
18. ed whenever you have an appointment without requiring any intervention on your part Viewing appointment lists To see a list of all the upcoming appointments imported to XPhone UC Team Panel click lt lt Select profile template gt gt and then select the Show appointment list option The appointment list contains a summary of the appointments imported from the Groupware calendar system and which appointments are still active Appointments can be deleted permanently or activated deactivated temporarily here Appointment lists are useful if you wish to view delete or activate appointments for another team member and you have the permissions to do so Please note that when the software re synchronizes with Outlook or Notes the inactive appointments are not overwritten since this could mistakenly re activate them This function is used when you do not want certain Outlook or Notes appointments used in presence management If an appointment has been saved by a representative this is also visible in the appointments list SENDING INSTANT MESSAGES 25 Sending instant messages XPhone UC Team Panel enables you to contact team members by instant message This is particularly usefulwhenever you are on the phone and need to get some information from another colleague as quickly as possible With XPhone UC Team Panel all you have to do is click lt lt Send instant message gt gt in your colleague s team key actions and you can get the informat
19. ew profile templates You can create an unlimited number of new profile templates a First select a default template on which to base the new template and then click New This will not delete the default template b Give your new profile template a name and define it more precisely as described below Automatically controlling call forwarding team infos with profile templates XPhone UC Team Panel helps you improve your availability in many different ways profile templates can be linked with call forwarding and team infos 22 acgce MD v PRESENCE MANAGEMENT WITH XPHONE UC TEAM PANEL Profile templates can be automatically activated depending on certain user behaviour Profile templates are controlled via the appointments in your Microsoft Outlook or Lotus Notes calendar Option 1 Linking profile templates to call forwarding and or team infos You may want to link certain profile templates to call forwarding and or a message Example If you don t want to be disturbed you can have a colleague take all your calls You simply associate the lt lt Do Not Disturb gt gt profile with call forwarding to your colleague s phone Open the template dialogue by clicking lt lt Select profile template gt gt and select Profile templates Now select the Do Not Disturb profile in the Profile Templates dialogue Click Call forwarding and configure the call forwarding You can also save a message to be shown to colleagues when you do
20. gnals for several tabs you can decide which tab takes precedence by setting its priority to High Now if you receive calls for several team members who are assigned to different tabs the system automatically uses the signalling settings from the highest priority tab Select OK to confirm your settings and exit the Settings dialog by selecting Close Hint Select different signal tones to signal calls for team members in different tabs This way you will know whose phone is ringing when the desktop info is deactivated and only the audio signal is active We also recommend creating a separate tab for team members whose calls should be given top priority Configuring animation and effects If you have activated Show and hide team toolbar automatically see above you can also configure the team panel to either roll out into the screen or appear in a pop up Simply click the Effects options in the Display dialog and specify whether you want the team toolbar to be shown and hidden with animation and whether you want to use transparency and cross fading effects In Design you can specify a particular look for the team panel such as WinXP Royal If you select Browse in the drop down menu you can download additional skins msstyles files In Desktop info window you can set the transparency and duration of the desktop info see above 14 TEAM KEYS d You can re enable disabled messages in Enable messages Hint We recommend turning off tr
21. ially two ways to position the team panel on your screen You can E dock the team panel on the top bottom left or right edge of the screen or E position the team panel in a separate window anywhere on your screen In this case the team panel cannot be automatically hidden and shown see above Instead the window always remains on top a To position the team panel proceed as follows Oo Place the cursor on the vertical line if the team panel is on the upper or lower screen border or horizontal line if the team panel is on the side of the screen at the edge of the team panel the cursor will change its appearance c Click and hold down the mouse button to drag the team panel to the position you require Hint Click on the small triangular arrow on the left edge of the team panel to manually hide the team panel as needed A Se oe Oo TEAM KEYS 13 Signal settings for calls on your own line s You can signal incoming calls visually on your computer screen in addition to your telephone ringing You may want to do this if your PBX supports call waiting incoming calls are signalled while you are still on the phone you use several telephone lines or you use a headset that is directly connected to your computer When activated this feature shows a small window signalling the new call This window is called a desktop info and you can accept the call by clicking it Right click an area of the team panel not occupi
22. ion you need without having to make a consultation call Sending an instant message i Caroline Myers Peter Walker i Torn Burke Lunch Break back at 1 Product Management m My Team Sales Team Sup Start consultation with Peter Walker 158 x s Send instant message F Available Then Meeting Today 14 00 17 00 Lines Start consultation with Peter Walker 158 Redirect call Smith Eleonor C46 4A Set call forwarding Other options Available again ED 44 7855 202020 frank huber c4b de a 44 1275 533222 S 44447855 202020 a Move the mouse pointer onto the team buttons of the colleague to whom you wish to send an instant message b Check whether he can receive instant messages c Click lt lt Send an instant message gt gt A new window opens for instant messages d Type your message in the editing area of the message window and press the Enter key to send the instant message The text you have sent appears in the message window Receive instant messages If a colleague sends you an instant message a window containing his her message opens automatically 26 SENDING INSTANT MESSAGES The contents of the message window is deleted as soon as you close XPhone UC Team Panel a Instant message l E eS F En Ryan Kate z 12200 Emily S Hi Kate have you booked our flights to Paris 12 01 Kate Re OF course also booked the rental car so everthing s sored
23. l team keys You can manually remove individual team keys from the team panel a Simply open the context menu by right clicking on an area of the team panel not occupied by a team key b Select Settings c Select the team key you wish to delete and press the Del key on your keyboard or select the Delete command from the context menu Note You can add a team key you have manually removed at any time Adding speed dialling keys Besides the team keys you can add other phone numbers internal and external to the team panel that you can dial with a click of the mouse speed dial You can set up an unlimited number of speed dialling keys and position them anywhere in your team panel Please note that speed dialling keys do not display line statuses because these phone numbers are not managed by your PBX a To create a speed dialling key open the context menu by right clicking in an area not occupied by team keys You are now in configuration mode b C d e w Select Settings and then Team keys w Select Special keys in the display filter Select Speed dialling key in the lower part of the dialog window Nu Drag the speed dialling key to the position you require in your team panel f Double click the key to edit it Enter a name and phone number g Click OK when you are done Hint You can transfer or deflect calls before accepting them by simply clicking a speed dialling key This is an easy way to forward calls
24. lling key is displayed in the dialog window f Click and hold down the mouse button to drag the speed dialling key to the position you require Double click the speed dialling key to start the editing mode 3 5 Display settings You can modify the XPhone UC Team Panel display settings to suit your individual tastes a Right click an area outside the team panel in order to open the context menu b Select Settings and then Display Always automatically showing the team toolbar a Right click an area of the team panel not occupied by a team key in order to open the context menu b Select Settings and then Display c In Team toolbar you can decide whether the team panel should always be on top or should only appear when you place the mouse pointer on the top or side edge of the screen d Click Close to confirm your settings Hint To see how to change the animated showing hiding of the team panel read Configuring animation and effects below Team panel s response to inbound calls a Right click an area of the team panel not occupied by a team key in order to open the context menu oO Select Settings and then Display c In Show desktop info for calls for me you can decide whether to display a desktop info small window on your screen when you receive calls on call waiting Oo w Click Close to confirm your settings e Click the desktop info to display the team toolbar Team panel position There are essent
25. ly to your computer ACD manager support W XPhone UC Team Panel supports ACD automatic call distribution To show the ACD button see below enable Display options for the ACD manager and then configure the settings accordingly Note to administrators You can only use this function if you have set the parameter EnableAgent 1 in the advanced settings for the user s main line located in Settings CTl Lines in the server settings MAKING CALLS WITH XPHONE UC TEAM PANEL 15 4 Making calls with XPhone UC Team Panel Internal calls a Click a team key to call the associated team member b If the team member has several lines but you don t want to use the main line place your mouse pointer on the team member s team key You will see a tooltip window containing all the lines Click the line you wish to dial E Kate Ryan i gt Jack Reacher California Emily Sullivan m Thomas Winter Smith Eleonor C46 0 In our Hew York Office Pick up caller Smith Eleonor C4B L Send instant message amp Available Then Meeting Today 09 30 12 30 Lines I Smith Eleonor C48 0163230 2301 198 Pick up caller Smith Eleonor C46 198 Call Emily Sullivan 193 01632309 23C Call Emily Sullivan mobile 01632309 Other options Available again GD 49 163 2309230 a Emily Sullivan c4b de 49 89 67 230678 3 449163 2306230 Calling with speed dialling keys P ka Click a speed di
26. n t want to be disturbed Confirm by clicking OK Option 2 Activating profile templates automatically You can simplify things by configuring your profile templates with call forwarding and or team infos to activate automatically whenever certain conditions are met Example You want call forwarding to your voicemail box whenever you shut down your PC and leave the office Then when you come to the office in the morning and boot up your PC you want call forwarding to turn off again automatically You want the call forwarding to voicemail to be in place even when you re away from the office for a longer period of time Open the template dialogue by clicking lt lt Select profile template gt gt and select Profile templates Go to Activate profiles automatically and click Options in When program starts when program ends Activate the When program starts When program ends and When there is no user activity checkboxes and specify when to set your status to inactive Presence settings General Automatic profile templates when program starts F Available 7 when program ends 9 Unavailable when there is no user activity Be Right Back 7 Set to inactive after minutes E When the console is locked PRESENCE MANAGEMENT WITH XPHONE UC TEAM PANEL 23 Note XPhone UC Team Panel judges user activity based on computer use If you do not use your keyboard or mouse for a certain period of time with the computer on the softw
27. ne UC Team Panel to import the text from the subject line in your appointment entry If you don t activate this option XPhone UC Team Panel discreetly indicates that you are away showing only the text entered in the profile template If the option is activated every team member will be able to read the subject line Presence settings Outlook Appointment synchronization M Automatic calendar synchronization days in advance induded in sync i ai rmecing Meeting ia Use Outlook appointments shown as Busy Out of the Office or Tentative or contain a profile template in the Category field A Only use Outlook appointments that contain a profile template in the Category field Always use the default profile template for invitations to meetings M Use subject text as team info Selecting categories in Microsoft Outlook Lotus Notes If you have selected the Only use Outlook Notes appointments that contain a profile template in the Category field option XPhone UC Team Panel only shows appointments to team members if they are assigned to a certain category When XPhone UC Team Panel is installed it automatically integrates new categories in your groupware client s selection list in the following format xxx e g Out of Office Tip Set the Meeting profile template as the default profile for your appointments and configure call forwarding for it That way all your calls will be forward
28. ortnachricht sender Kure abwesend O Anwesend Nicht st ren Heute 13 57 14 30 Aber Haus 30 Minuten 14 35 Leitungen eo Nets storen 1 Stunde 15 05 eee eee ere Ww Arrfunietung setzen nds Gertsen 199 annfen Oo Home Office 2 Stunden 16 05 Weitere Opt ww ARA setzen Abtrves Profi 4 Stunden 18 05 Wieder erreichbar Weitere Optionen Permanente Ir Meute Wieder err thber Linda Geertserap Termir ste Dese Woche 49 89 66776899 Profivorlagen Bis suf Weiteres ois Andere Dauer a The XPhone UC Team Panel interface with telephony functions see Making calls with XPhone UC Team Panel 2 The team buttons indicate line statuses see Identifying line statuses EJ In this section you can edit your own presence status and select a profile template see Presence management with XPhone UC Team Panel 4 XPhone UC Team Panel notifies you when the person you want to call becomes available again see Making calls with XPhone UC Team Panel 5 XPhone UC Team Panel imports appointments from your Microsoft Outlook Lotus Notes calendar see Importing Microsoft Outlook Lotus Notes appointments 6 See if someone can be reached by instant message and send instant messages 2 1 Identifying line statuses Each team member is assigned his or her own button in the team panel Your button is always shown in bold and usually located in the upper left hand corner The status indicator shows the team member s current line status
29. rofile templates This is useful if you are forwarding all your calls to another team member but still want certain special calls put through to you anyway 20 PRESENCE MANAGEMENT WITH XPHONE UC TEAM PANEL a Click lt lt Select profile template gt gt and select Edit presence team info Your current profile is activated by default You can also select a different presence status Active profile Michael O Connell Period of validity W 22 10 2009 H ee Ow e Forwarding Forward all external calls to 139 Team info active Lunch Break back at ipm b If necessary enter the period of validity c You can also set up call forwarding and save a team info as well Your team members will see this message in the XPhone UC Team Panel interface for the entire validity period of your current presence profile Press OK to confirm These changes are not saved permanently in the profile template they only apply for the current presence status Note If you select Do not change forwarding in Call forwarding your calls will continue to be forwarded after your profile has changed back Select one of the other call forwarding options if you only want your calls to be forwarded while the current presence profile is active Edit company wide info You can set up messages for other team members that are not controlled by profile templates a Open the template dialogue by clicking lt lt Select profile templates gt gt and sel
30. s can be transferred or picked up with a click of the mouse before the call is even accepted call deflection Precisely defined presence profiles tell you who is currently available and who isn t because they re at a meeting home sick or away on holiday The presence profiles can be combined with call forwarding and messages for the other team members XPhone UC Team Panel integrates tightly with Microsoft Outlook and Lotus Notes Appointments in the calendar functions can be automatically imported and associated with a particular presence profile XPhone UC Team Panel is a component of the XPhone Unified Communications product family and is based on the XPhone Server platform The solution can be used with other XPhone Unified Communications products including XPhone UC Commander and XPhone UC Web for an even broader range of features License information o Information about your user license can be obtained here Right click an area of the team panel not occupied by a team key and select Settings Open the Info tab It will show the current software version Click the lt lt License editor gt gt button to see your XPhone user licenses Note user licenses are automatically distributed using the XPhone Server platform You only need One license per user even for users who control several lines in XPhone UC Team Panel If you have questions please contact your administrator About the XPhone UC Team Panel Manual 1 3
31. s or usage of this manual The user has sole responsibility for the use of the manual and the information it contains The manual may contain technical or other inaccuracies or typographic errors This manual is based on XPhone Unified Communications 2011 as of July 2010 Microsoft Windows Word Excel Access and Outlook are registered trademarks of the Microsoft Corporation Notes is a registered trademark of the Lotus Development Corporation HICOM HiPath Optiset and OptiPoint are registered trademarks of Siemens AG Das Telefonbuch Deutschland Copyright TVG Telefon und Verzeichnisverlag GmbH amp Co KG TwixTel Telefonbuch Schweiz is a product of Twix AG XPhone is a registered trademark of C4B Com For Business AG Other hardware and software names referred to in this documentation are trade names and or brands of the respective manufacturers 4 ABOUT XPHONE UC TEAM PANEL L About XPhone UC Team Panel What is XPhone UC Team Panel XPhone UC Team Panel license information see License information What is XPhone UC Team Panel 1 1 1 2 XPhone UC Team Panel combines CTI with presence management to improve employee availability The software supports communication in teams and workgroups even if team members work in different offices buildings or cities Every team member is shown in the team panel Status indicators reflect the other team members calling statuses e g free or busy Call
32. stant The authorization scheme has three different team functions each with their own level of access rights E Team employee E Team leader E Team assistant For a detailed list of access rights regarding other team members see the Annex Team employee Team employees have the same access rights as each other e g displaying the line status or the call forwarding destination They have limited authorization for accessing the lines of team assistants and the team leaders Team leaders have special protection within a workgroup This limits access to their lines by team employees whereas the team leader s access rights are not affected by this restriction On the other hand team leaders have only limited rights when it comes to other team leaders in the same workgroup Team assistant Team assistants essentially fill in for all team employees and can configure call forwarding team messages and company messages on behalf of other members of the team Team assistants can thus configure call forwarding and presence messages for team members who are sick or away on unexpectedly long field assignments A team can have more than one team assistant RESETTING XPHONE UC TEAM PANEL SETTINGS 29 9 Resetting XPhone UC Team Panel settings Settings gt Troubleshooting allows you to reset your team settings as needed You can choose whether to reset just the tabs or all of the settings Note Please note that you have to restart XPhone
33. this case you can decide which keys to display in the team panel and which to hide The display filter helps you make the selection a Right click an area of the team panel not occupied by a team key in order to open the context menu b Select Settings and then open the Team keys tab c Open the Display filter drop down menu and select your preferred option XPhone UC Team Panel remembers which team keys you use rarely or frequently and can display these keys on request d The selection is shown in the lower section of the dialog To add individual keys to your team panel from the selection click the display name and drag it to the desired position in the team panel with your mouse i e while holding down the mouse button e Close the Settings dialog to apply the changes Use the search function to find a particular team key 3 3 Formatting team keys XPhone UC Team Panel adapts readily to the user s unique needs You can change the size of the keys rearrange them and rename them to suit your personal preferences a Open the context menu by right clicking on an area of the team panel not occupied by a team key b Select Key formatting E Key height You can choose between one and two lines One line keys take up less space Two line keys display not only the key name but also info messages call forwarding destinations and caller information mM Key width You can choose between TEAM KEYS 11 Automatic Compact
34. to people who are not connected to the in house PBX because 10 TEAM KEYS they are working in their home office Sorting keys by phone number and name Since XPhone UC Team Panel is administered centrally from XPhone Server the keys are initially displayed in a predefined order that you can change as desired a Open the context menu by right clicking in an area of the team panel not occupied by team keys b Select Arrange keys and then select whether to sort the keys by phone number or name for more information see Renaming team keys c Another way to access this option is by clicking Settings and then the Key formatting tab in the context menu Make sure that the Arrangement checkbox is activated Arranging keys manually a Open the context menu by right clicking in an area of the team panel not occupied by team keys and select Settings b You are now in configuration mode You can now drag individual keys around within the team panel To do this left click the team key and drag it to the new position Make sure to hold down the left mouse button while dragging the key c To exit configuration mode close the Settings window The new arrangement is now active Finding and inserting team keys By default the team panel contains the keys for all the team members that the administrator has assigned to your workgroup However you may not wish to display all the team members in your team panel especially in large teams In
35. you select them in a drop down menu If you don t want to be disturbed you can enable the Do not disturb option Incoming callers then hear a busy signal even though your line is free Other team members see see Identifying line statuses in the team panel that Do not disturb is enabled Note If you have several lines you can set call forwarding and do not disturb separately for each line Notifications when caller becomes available Do you need to talk to a team member who is on the phone or away from her desk XPhone UC Team Panel can notify you once the caller is available again i e when her line is free or her presence status changes to lt lt Available gt gt Place the mouse on the team member s team key until the dialog appears Click Available again The team key now displays a gray exclamation mark Once the team member becomes available again a desktop info appears and the exclamation mark turns red a Christine Moriarty You can customize see Display settings the desktop info in the Settings dialog 18 PRESENCE MANAGEMENT WITH XPHONE UC TEAM PANEL 5 Presence management with XPhone UC Team Panel XPhone UC Team Panel shows you immediately when and whether other team members are available There are profile templates for every available presence status telling you who is unavailable who is in a meeting and how long it s going to last who is on holiday and who will be right back More on profile templates
Download Pdf Manuals
Related Search