Commpilot user guide
Contents
1. Figure 6 Call Settings Remote Office Edit Enable 6 The screen will display the changes 7 Click X to close the window CALL SETTINGS 16 To disable Remote Office 6 Click Call Settings Select Remote Office Enabled to 0425856770 E Click the Edit icon Uncheck Enable service When a Remote Office phone number has been assigned it will be remembered the next time the Remote Office is enabled This number can be deleted or changed at any time Click Save Remote office LJ Enable service 0425856770 Cancel Figure 7 Call Settings Remote Office Edit Disable Click X to close the window The Remote Office number can be changed at anytime To change the number 1 2 d 4 ad Click Call Settings Select Remote Office ae 6 Click the Editicon abet 0425856770 Change the number in the phone number field The preferred phone number format is O3xxxxxxxx or O4XXXXXXXX Click Save Click X to close the window Note 1 For an incoming call if the Simultaneous Ring and Remote Office features are enabled concurrently each of the assigned Simultaneous Ring phone numbers will ring at the same time as the Remote Office location Note 2 For an incoming call recommend you disable the Call forward Always feature to ensure your Remote Office location rings If the Always forward feature is enabled the assigned number for Always forward will ring and not the Remote Office loc2. By default your number is displayed to the called party When the Hide Number feature is enabled your number is hidden from the display of the called party Calls to colleagues at your business site will still see your number displayed CALL SETTINGS 20 To enable to hide your number 1 Click Call Settings 2 Select Hide Number 3 Check Enable to hide number Figure 10 Call Settings Hide number 4 Click X to close the window To disable Hide Number 1 Click Call Settings 2 Select Hide Number 3 Uncheck Enable to hide number 4 Click X to close the window 2 4 SIMULTANEOUS RING The Simultaneous Ring feature allows up to 10 phone numbers to be defined All numbers defined will ring at the same time as your primary business phone number This feature ensures incoming calls are not missed and can be answered from other phones The preferred phone number format is 03 xxxx XXXX or Q4xx xxx Xxx International phone number format is also supported ie lt country code gt lt phonenumber gt The MessageBank of the phones assigned within the Simultaneous Ring feature can answer a call If this occurs your Voicemail will be located on the phone that answers the call and not your business phone Use Case 1 Anthony is not always at his desk to answer calls on his business phone Anthony prefers all calls to be answered promptly and not forwarded to MessageBank Anthony enables the Simultaneous Ring f
3. Refer to section 3 3 1 6 Click Add CONTACTS DIRECTORY HISTORY Filter v g EN 8 02 2013 1 47 PM al 96278073 a Call from phone Add to contact list Figure 19 History Add to Contact list from History 3 3 4 ADD A CONTACT AS YOU SEARCH OR DIAL 1 Select Directory 2 Inthe Search field enter in the contacts name or number 3 Click on the contact and select the Add to Contacts Icon 4 Enter the details of the contact to the Add Contact form 5 Click Add G 0391231234 0391231234 is not in your contact list s e Figure 20 Add Contact from Search 3 3 5 EDIT A CONTACT To edit the details of Contacts and Directory 1 Select Contacts or Directory Search for the contact Click on the contact to expand the Communicate bar Click the Options icon Select Contact Information eS SE Make the required changes and click OK DIRECTORIES 2 3 3 6 DELETE A CONTACT Contacts can be deleted from the Contacts list If a contact is deleted that was added from the Directory they will still be listed in the Directory 1 Select Contacts 2 Search for the contact 3 Click on the contact to expand the Communicate bar 4 Click the Options icon 5 Select Remove Contact Art Ashworth gt l Contact Information Bridget Culhane PE Figure 21 Delete Contact 6 Confirm the deletion by clicking Yes Confirm deletion re you sure you Want to remove Ant Ashworth from your contact list Figure
4. Helen Ayers Hubert Carter Jackie McCormack Jaganmay Deshpande Network ready Vv viviviiFfiveviy Figure 2 DOT CommManager Main window Mac version Add contacts Dial pad Communicate Bar Table 1 is a listing of the icons used in the DOT CommManager It provides a brief description of the icon and refers the user to the relevant sections in the manual for further detail on the feature ICON DESCRIPTION REFERENCE SECTION Call Settings modify the features used to manage Chapter 2 Call Settings incoming and outgoing calls Settings include Remote Office Call Forward Hide Number and Simultaneous Ring 2 A Chapter 4 Call Handling Dialler displays the dialpad used to initiate calls Add Contact opens the Add Contact form Chapter 3 Directories Chapter 3 Directories Expand expands an area to view more options j l 7 Chapter 4 Call Handling hu Re Call from phone initiate a call from your Contacts screen Chapter 4 Call Handling Directory screen and from Dialler Actions menu available within the Call History screen and Chapter 3 Directories O displays options for a user to either initiate a call for the Chapter 4 Call Handling selected entry or add the selected entry to your list of Contacts Options this icon is found near a contact Clicking this Chapter 3 Directories t icon opens a menu from which an action for the contact can Chapte
5. feature when enabled will take precedence over the Simultaneous Ring feature Forward when busy Forward when unanswered and Forward when unreachable will Remote Office Forward Calls Hide Number Simultaneous Ring Simultaneous Ring Ensure incoming calls to your business phone number are never missed by defining up to 10 other phone numbers including mobile numbers that will ring at the same time Scroll down and click OK at the bottom of the screen to save the assigned numbers To avoid calls being forwarded select the Answer confirmation required checkbox for each phone number Preferred format is 03 XXXX XXXX or 04XX XXX XXX Enabled Do not ring my Simultaneous Ring Numbers if I m already on a call Answer confirmation required Phone Number SIP URI o Figure 11 Call Settings Simultaneous Ring allow Simultaneous Ring feature to operate CALL SETTINGS 22 CHAPTER 3 DIRECTORIES The DOT CommManager has three Calling lists Contacts contains a list of your personal contacts You are able to add edit and delete contacts in this list Directory this is an internal contacts list all of your digital office technology phone numbers will be present in this list including any from different addresses These contacts can be added to your Contacts list You cannot add edit or delete from this directory History contains a list of you
6. 03 8666 1111 The Call History will only display this number as 3 8666 1111 This is normal behaviour of the application This is not always the case I have seen many example where it does display with a 0 at the start DIRECTORY HISTORY Filter v Received calls Dialed calls 11 01 2013 4 54 PM Missed calls S SPREE 11 01 2013 4 51 PM Figure 16 History Filter The actions button j on the right side of the date and time can be used to dial a Contact Refer to section 4 2 Make a Call and End a Call for further information Right click to view a menu and select either Call from phone to call the contact or Add to Contact list to add the contact to your contacts list if required 3 3 MANAGING CONTACTS Contacts can be created as a new entry or can be obtained from the business directory All contacts are sorted alphabetically by first name DIRECTORIES 24 3 3 1 ADD A NEW CONTACT To add a new contact 1 Click Contacts 2 Click Add Contact 3 Complete the Add Contact form The table below details a full description of each field None of the fields are mandatory 4 Click Add NOTE Contacts can only be added when connected to your DOT service otherwise it will remain be disabled T Add Contact S Address Display name First name Last name Email Web Street Postal Code City Country Mobile Phone Work Phone Home Phone Ring signal Use default ring signal
7. 22 Confirm Deletion DIRECTORIES 28 CHAPTER 4 CALL HANDLING Currently the DOT CommManager offers a limited set of call handling features Future releases of the client will more than likely add to the number of features already available from the Web portal Commpilot 4 1 MAKE A CALL AND END A CALL USING CONTACTS OR DIRECTORY When Making any calls using Comm Manager please note that when Remote Office is not active all phone calls will be made from the Business phone at the premises If you are not working from your Office it is necessary to activate Remote Office when making outbound calls To make a call 1 Select Contact or Directory 2 Select the contact 3 Click on the contact to expand the Communicate bar 4 Click Call from phone Bridget Culhane gt 4 Figure 23 Call from phone 5 Your business phone will ring 6 Answer the call and you will then be connected to your Contact 7 End the call by hanging up the handset on business phone or remote phone 4 2 MAKE A CALL AND END A CALL USING HISTORY To use the History to make a call 1 Click History 2 Locate the contact 3 Click the Call icon O 4 Click the select Call from phone 8 02 2013 1 43 PM 396278073 Call from phone Add to contact list y Anna Sonic 396278012 8 02 2013 1 42 PM Figure 24 History Call from phone 4 3 MAKE A CALL TO A NUMBER CALL HANDLING 29 To dial any numbers use the following ste
8. 68 information contained within this manual cannot be used for any other purpose other than the purpose for which it was released No part of this publication may be reproduced stored in a retrieval system or transmitted in any form or by any means electronic mechanical photocopying recording or otherwise without the written permission of Telstra Corporation Limited Words mentioned in this book that are known to be trademarks whether registered or unregistered have been capitalised or use initial capitals Terms identified as trademarks include Cisco Microsoft Microsoft PC Apple AirPort Mac Linksys WHAT S INSIDE DOT COMMMANAGER USERGUIDE SIGN IN AND SIGN OUT CALL SETTINGS DIRECTORIES CALL HANDLING SETTINGS PREFERENCES AND SECURITY 15 23 29 32 DOT COMMMANAGER USERGUIDE The DOT CommManager enables effective office communication in real time helping you to communicate and work more effectively You can easily find team members or colleagues details and choose how you want to communicate with them Why use the DOT CommManager e Convenience Directories and other communication tools are centralised and simple to use Making changes to your business phone settings is easy and can be done remotely if you need to work away from the Office location you can change your business phone settings to receive calls as long as you are connected to the internet e Accessibility CommManager is always av
9. DOT DIGITAL OFFICE TECHNOLOGY MANAGER INSTALLATION AND USER GUIDE WELCOME TO DOTCOMMMANAGER DOT CommManager enables the use of your DOT phones even when not at the office If you travel regularly for work or sometimes like to work from home this tool enables the freedom to support you to do that helping you to communicate and work more effectively You can easily find team members or colleagues details and choose how you want to communicate with them or make phone calls from your business phones even when not at the premises This guide describes the features of the DOT CommManager client and explains how to use them in an effective way NEED MORE SUPPORT If you have questions beyond this guide we want to help To learn more about your DOT tools and features visit the DOT Online Support page at htto www telstra com au small business bundles dot support CONVENTIONS USED IN THIS GUIDE The following typographical conventions are used in this guide for simplicity and readability Web addresses e mail addresses and hyperlinks are shown in bold italics for example www telstraenterprise com au Button names and titles features on your computer screen are shown in italics User input is shown in typewriter font DOT CommManager User Guide Version 1 0 Telstra Corporation Limited ABN 33 051 775 556 2013 All rights reserved This work is copyright Apart from any use as permitted under the Copyright Act 19
10. NTACTS DIRECTORY Aaron Arnold Amanda Dixon Anna Sonic Art Ashworth Bridget Culhane Juan Zhang Noah Wexler Shauna Lyons Spike Allen Tao Wang Telly Ashcroft Figure 4 Call Settings 2 1 REMOTE OFFICE Remote Office allows you a User to assign any other landline or mobile phone number as your business phone number and have outgoing calls billed to your business number Incoming calls to your business are redirected to ring on the Remote Office phone number A User who works away from the office or from home will benefit from this feature When a call is initiated from CommManager with Remote Office enabled your business phone number will be displayed to the caller and not your Remote Office number Note When a call is not initiated using Comm Manager the call will be not be charged back to your DOT service Use Case 1 Ben works from home two days a week and has a landline at his home office On the days Ben works from home he signs into the DOT CommManager and enables the Remote Office feature to his home landline phone number All the calls he makes using the DOT CommManager will display as his business phone number with the call cost charged to his business phone When someone calls his business phone the calls are received on his home landline phone number When he is finished work for the day Ben disables the Remote Office feature CALL SETTINGS 15 Use Case 2 Molly will be travelling intersta
11. Ring Forward when busy Disabled L Forward when unanswered Disabled L Forward when unreachable Disabled L Figure 8 Call Settings Forward Calls The Forward Call option is disabled by default To enable a Call Forwarding option 1 Click Call Settings 2 Select Forward Calls 3 Identify which type of forwarding to be enabled and click Edit for your selection md CALL SETTINGS 19 Refer to Table 2 Call Settings Call Forwarding Description for forwarding types and descriptions 4 Check Enable 5 Enter a phone number for incoming calls to be forwarded The preferred phone number format is 03 XXXX XXXX Or 04xx XXX xxx International phone number format is also supported ie lt country code gt lt phonenumber gt Cancel Figure 9 Call Settings Enable Call Forwarding service 6 Click Save 7 Click X to close the window To disable any of the Forward Calls options 1 Click Call Settings Select Forward Calls 2 3 Identify which type of forwarding you need to disable and click Edit for your selection 4 Uncheck Enable You can leave the Call forwarding number previously entered in the field for when you next enable Call forwarding otherwise delete the number from the field so another number can be entered next time you enable the Call forwarding feature 5 Click Save 6 The selected forwarding will now display as disabled Disabled 7 Click X to close the window 2 3 HIDE NUMBER
12. T 1 1 SIGN IN To sign in please use the following steps 1 If signing in for the first time enter your username However on subsequent logins you may need to select your Username from a drop down list The username format is 03xxxxxxxx digitalbusiness 2 Enter your Password ur w Digital Business CommManager gt Le Sm COMMMANAGER DIGITAL BUSINESS Enter your username Enter your password Version 9 3 3 1771 Help Figure 3 DOT CommManager Sign in 3 When a new version of the client is available a prompt will appear to upgrade at this stage For more details on the upgrade process refer to section 6 3 Upgrading to a new version 4 For CommManager to remember your password check the checkbox to enable this option 5 This option can be changed within the Preferences menu after sign in For more details refer to section Chapter 5 Settings Preferences and Security Confirmations 6 When the option to Remember password has been selected the option to Sign in automatically will be displayed Check the checkbox to enable this option This option can also be changed within the Preference menu after sign in For more details refer to section Chapter 5 Settings Preferences and Security Confirmations 8 Click Sign in SIGN IN AND SIGN OUT Remember Your username and password for CommManager is the same as for Commpilot and located within the configuration summary provided
13. TE Always Forward over rides all other call forward settings If Always Forward is enabled all your incoming calls will always be forwarded Calls will be forwarded only when the phone being called is busy If call Forward when busy Waiting is active this feature will not work correctly Calls will be forwarded after a defined number of rings We have pre configured your service to forward calls after 3 rings if the call is not answered In other words if you don t answer your call after 18 seconds it will be forwarded to the assigned number Messagebank can stop this Forward when unanswered functionality from working The number of rings can only be changed via the DOT Commpilot web portal Please refer to the support web site http www telstra com au small business bundles dot support for information on how to change the number of rings before a call is forwarded in CommPilot Calls will be forwarded when your DOT phone is not accessible or inactive Forward when unreachable due to power loss to the site no network connectivity or no internet access is available Table 2 Call Settings Call Forwarding Description r Call Settings c pts r i Remote Office Forward Calls Forward or divert incoming calls to the following phone numbers Forward Calls Click the edit button to assign each phone number Preferred format is 03 XXXX XXXX or 04XX XXX XXX Hide Number Always forward Disabled L Simultaneous
14. ailable for you to use and signing in is simple e To easily configure a remote answer point Remote Office feature e To easily forward calls to another number Call forward feature e Toturn off your calling name and number for outbound calls to external contacts or other sites Hide number feature e Can define up to ten phone numbers you would like to ring for an incoming call in addition to your primary business phone Simultaneous Ring feature The PC and Mac version of the DOT CommManager can be downloaded from Telstra s DOT Support website htto www telstra com au small business bundles dot support OVERVIEW OF THE DOT COMMMANAGER CLIENT Figures 1 and 2 displays the Main window of the DOT CommManager for both PC and Mac Client Resize Menu Call Settings Directory Tabs Search or communicate Add contacts Amanda Dixon Dial pad Contacts Anna Sonic Bridget Culhane Gabriel McKinnon Glenn Cruise Communicate bar Hubert Carter Jackie McCormack Connection Status Network ready Figure 1 DOT CommManager Main window PC version Menu Digital Business CommManager Actions Help Client Resize ANNO Digital Business CommManager COMMMANAGER Call Settings Directory Tabs Search or communicate Contacts Connection Status CONTACTS DIRECTORY HISTORY Q Search or communicate g8 Amanda Dixon Art Ashworth Ashly O Rourke Audrey Forrester Gabriel McKinnon Glenn Cruise
15. ation CALL SETTINGS 17 To make a call when Remote Office is enabled 1 Use the DOT CommManager to make the call Refer to Chapter 4 Call Handling for details on how to make a call using the DOT CommManager The assigned Remote Office phone will ring Answer the Remote Office phone The call will be connected to the destination number 2 oe gt When you have completed the call hang up the phone to disconnect the call 2 2 FORWARD CALLS The Forward Calls feature automatically forwards incoming calls from your business phone to an alternate phone number that is configured The preferred phone number format is O3xxxxxxxx or D4XXXXXXXX International phone number format is also supported ie lt country code gt lt phonenumber Use Case 1 Gloria will be on leave for two weeks Gloria s manager Brian has agreed that he take her calls while she is away On her last day of work Gloria signs in to DOT CommManager and enables the Always Forward feature and assigns Brian s number in the phone number field All of Gloria s calls are automatically forwarded to Brian When Gloria returns from her leave she disables the Always Forward feature so she can again receive calls on her business phone Use Case 2 Jess and Aaron work together on the same project The calls they receive could be answered and followed up by either of them To help improve their response times and share the work load Jess has enabled the Forward wh
16. eature and assigns his mobile phone as one of the other numbers to allow Anthony to answer an incoming call on either phone Use Case 2 Sarah s sales team requires all calls to be answered promptly Sarah enables the Simultaneous Ring feature and assigns all ten phone numbers from her team This allows a call to be answered by another team member when Sarah is unavailable or already on a call CALL SETTINGS 21 To enable the Simultaneous Ring feature 7 Click Call Settings 2 Select Simultaneous Ring 3 Check the Enabled checkbox 4 If required check the option Do not ring my Simultaneous Ring Numbers if I am already on a call Note This will only work for calls answered on the primary phone 5 If required check the Answer confirmation required checkbox to ensure that a call will be connected to a live party If the Answer Confirmation check box is selected the answering party will be prompted to enter a confirmation digit before getting connected to the calling party All other phones will ring until the confirmation digit has been entered When a confirmation digit has been entered the call is connected and the other number destinations stop ringing 6 Enter the Phone number The preferred format for this number is 03 xxxx xxxx and 04xx XXX XXX 7 DO NOT FORGET to scroll down the page and press OK to save your settings 8 Click X to close the window i T Call Settings r The Forward Always
17. en Busy feature and assigns Aaron s phone number Aaron has also enabled the Forward when Busy feature and assigns Jess s phone number If Jess was already on a call and a second incoming call was received and Call Waiting was not enabled the call would be forwarded to Aaron s phone number to assist with caller enquiry Note Call Waiting is a feature that can easily be managed using a Feature Access Code FAC To enable Call Waiting dial 43 To disable Call Waiting dial 43 Use Case 3 William is often not at his desk and misses a lot of calls that come through to his business phone To ensure William can be contacted while away from his business phone he enables Forward when unanswered to his mobile phone number This way if William is at his desk he is able to answer the call on his business phone If he is not at his desk and there is a call to his business phone it will be forwarded to his mobile phone number Use Case 4 Glen s business is in an area where there are frequent disturbances to the electricity network To prevent his business being unable to continue when these disturbances occur Glen has enabled Forward when unreachable and entered the number as his mobile phone into the relevant field If there are any outages all of his business calls will automatically be forwarded to his mobile phone CALL SETTINGS 18 FORWARDING TYPE DESCRIPTION Every call will be forwarded to the number assigned Always forward NO
18. erences Security Log in SETTINGS PREFERENCES AND SECURITY 36 CHAPTER 6 DEFINITIONS Definitions of terms used throughout this guide are listed in Table TERM DEFINITION DOT CommManager The name of the software described in this guide Also referred to as the client Client The software used and described in this guide Also referred to as the DOT CommManager CommPilot A web based graphical user interface that allows users to configure and customise DOT phone features Remote Office The Remote Office feature allows you to define any landline or mobile phone number as your business phone You can make phone calls from this phone number and have them billed to your business Incoming calls to your business are also redirected to ring the Remote Office phone number Forward Calls The Forward Calls feature automatically forwards incoming calls from your business phone to an alternate phone number that is configured Simultaneous Ring The Simultaneous Ring feature allows you to define up to 10 phone numbers that will ring at the same time as your primary business phone number This feature helps to ensure incoming calls are not missed and can be answered from other phones Table 4 Definitions of Terms Used SETTINGS PREFERENCES AND SECURITY 3
19. g Figure 32 Menu Preferences Appearance Minimise to system tray when closing CONFIRMATIONS Confirmations allow pop up notifications to be presented each time a contact is removed or before an automatic re login Confirmations for these events shown in fig 39 can be disabled by checking the relevant box Confirmations LJ Don t ask before removing contact LJ Don t ask before automatic relogin Figure 39 Menu Preferences Appearance Confirmation 9 1 2 SECURITY TAB PROTOCOLS AND DEVICE MANAGEMENT Contains the Username of the CommManager account and cannot be altered ge senn Tre crecentals are stored here AS adle manageren 1 wed to download hem hes cannot gt modhed here Protocols Broacthot Otsi coma Varagemern Contguraton URL Oibo model Agtaldusiness teista comiboipc Ling i C Sign in automaticaly LJ Run tee program when tne s te stats Figure 33 Menu Preferences Security SETTINGS PREFERENCES AND SECURITY 35 LOG IN There are two options that can be set to change your Log in preferences 1 Sign in automatically means you will be signed in immediately when the client starts 2 Run this program when the system starts will automatically run the client when your computer starts Click OK to save changes and exit or click Cancel to close Log in LJ Sign in automatically LJ Run this program when the system starts Figure 34 Menu Pref
20. hort delay SIGN IN AND SIGN OUT 12 1 3 SIGN OUT MAC CLIENT A User has the option of selecting Sign Out Close or Quit To Sign Out 1 On the Menu bar click Actions 2 Select Sign out Digital Business CommManager Actions ANM Digital Business C T COMMMANAGER Help DIRECTORY HISTORY Figure 7 Actions Sign out To Close 1 Click the X Button in the right corner of the client The client will be minimised in the system tray OR 2 Click and hold the left mouse button on the T icon in the dock Right click the mouse button on the DOT CommManager icon 4 Click Quit DOT CommManager This allows you to receive calls and messages without having the window open on the desktop 5 Torestore the client click on the icon Quit Hide Options Figure 8 Dock with icon selected SIGN IN AND SIGN OUT 13 To Quit 1 Click and hold the DOT CommManager icon on the dock 2 Select Quit Calls and messages will not be received via the client Quit Hide Options Figure 9 Click and Hold Quit SIGN IN AND SIGN OUT 14 CHAPTER 2 CALL SETTINGS The Call Settings button located on the Main window is where you can manage Incoming and Outgoing Calls The features currently available are Remote Office Forward Calls Hide Number and Simultaneous Ring To access call settings click the Call Settings button Call settings can also be accessed via the Menu T COMMMANAGER F CO
21. ps 1 Select the Contact Directory Click on the Open Dialler icon and Type a number from your keyboard into the field OR Click on the numbers in the number pad OR Mr ee In the Search or Communicate field enter in the number Copy the number from the field Search or communicate field and paste the number into the Dialler field L Disc Bc n Bu Om va Gun Gun 0 _L SS Figure 25 Dialler 6 Click Call from Phone Q 0425123456 0425123456 is not in your contact list w e Figure 26 Call from phone 4 4 CHECK VOICEMAIL NOTIFICATION When a message has been received the DOT CommManager will display an alert icon This icon is a fully functional display Access your messages by selecting the messages icon in CommManager _ Digital Business CommManage COMMMANAGER DIRECTORY HISTORY CALL HANDLING 30 Figure 27 MessageBank Notification When a new message has been accessed the icon will no longer display CALL HANDLING 31 YOU CAN ALSO ACCESS YOUR MESSAGES BY DIALLING 101 OR BY PRESS THE MESSAGES BUTTON ON YOUR HANDSETCHAPTER 5 SETTINGS PREFERENCES AND SECURITY 5 1 PREFERENCES Preferences are used to maintain your own User profile Preferences can be accessed through the main menu of the client To access Preferences from your PC 1 Click Menu 2 Click Preferences To access Preferences on Mac 1 On the Menu bar click the DOT CommManage
22. r 2 Click Preferences 5 1 1 APPEARANCES The Appearance tab will display first by default Options for this tab cannot be changed SETTINGS PREFERENCES AND SECURITY 32 SETTINGS PREFERENGES AND SECURITY Figure 28 Menu Preferences Appearance 33 LANGUAGE The DOT CommManager is preset to English Language English gt Figure 29 Menu Preferences Appearance Language THEMES The DOT CommManager is preset to the Telstra Theme B Themes ru Theme Figure 30 Menu Preferences Appearance Themes SOUND EVENTS This feature is currently not supported MINIMISE TO SYSTEM TRAY WHEN CLOSING The System Tray is located on the PC taskbar next to the clock at the bottom right of the screen It contains miniature icons of programs and system functions that are running on your computer To view the icons in the system tray click on the up arrow Nei in oe 4 w VO wv Customize y 11 35 AM 29 01 2013 are hald re if Figure 317 PC System Tray SETTINGS PREFERENGES AND SECURITY 34 When you close the program by clicking the i X button in the top right corner for PC and top left corner for Mac the program does not exit but is minimised in the system tray The client will continue to operate in the background Unchecking Minimise to system tray when closing will allow CommManager to sign out and exit Minimize to system tray when closin
23. r 4 Call Handling be chosen le Contact information and Remove contact Dialled Calls lists the last 20 outgoing calls dialled Chapter 3 Directories A Missed Calls lists the last 20 incoming calls that were Chapter 3 Directories unanswered Gx Received Calls lists the last 20 incoming calls that were Chapter 3 Directories e answered Check Voicemail indicates at least one message has Chapter 4 Check Voicemail uy been deposited to your MessageBank Notification Table 1 DOT CommManager icons and descriptions DOWNLOAD AND INSTALLATION The PC and Mac version of the DOT CommManager can be downloaded from Telstra s DOT Support website http www telstra com au small business bundles dot support 1 Click to download the PC or MAC versions of CommManager 2 Choose the option Open to initiate the install 3 Follow the On screen instructions to complete the installation lt is recommended that you do NOT install multiple instances of the DOT CommManager client on a single PC or Mac Although technically feasible it is not supported by Telstra MINIMUM SYSTEM REQUIREMENTS OPERATING SYSTEMS SUPPORTED e Mac OS 10 5 Leopard Mac OS 10 6 Snow Leopard Mac OS 10 7 Lion and Mac OS 10 8 Mountain Lion e Windows XP Windows Vista Windows 7 and Windows 8 HARDWARE REQUIREMENTS The minimum hardware specification recommended is e 512 MB RAM however 1 GB is preferred e 1 GHz CPU howe
24. r last 20 Missed Received and Dialled calls To view a list click on the required tab to view the contacts in that directory The selected tab will have a raised white line under it to indicate the selection In the example below Figure 18 History has been selected T Digital Business CommManager Le es T COMMMANAGER CONTACTS DIRECTORY HISTORY Figure 12 Directory Tabs 3 1 SEARCHING DIRECTORIES Use Search in Directories and Search and Communicate in Contacts to quickly find contacts CONTACTS DIRECTORY HISTORY Figure 13 Directory Search CONTACTS DIRECTORY HISTORY Figure 14 Contacts Search The search function is incremental as each letter is entered the displayed contacts will narrow to match the search criteria DIRECTORIES 23 3 2 CALL HISTORY Call History lists Dialled Received and Missed calls The time and date of each call is shown on the right HISTORY Figure 15 History By default all calls will be displayed Use the Filter drop down arrow button to select which calls you would like to view The check boxes will display and can be selected or deselected The Filter settings you select will remain even if you Sign out and Sign back in Please remember to check the Filter settings before inspecting the Call History Please note that the Call History does not display the leading O of a phone number The Contacts or Directory will display a phone number as
25. te to follow up with clients Molly always gives her clients her business phone number While Molly is interstate she enables the Remote Office so all calls to her business phone number will be received on her mobile When Molly initiates a call from the DOT CommManager her business phone number will be displayed to the caller Molly likes to use the Remote Office feature since she only has to give her clients her business phone number and still not miss a call when away from the office TX Call Settings Remote Office Remote Office Assign any phone number including mobile numbers to act as your Forward Calls business number Outgoing calls from the assigned phone number will be billed to your Hide Number business number Incoming calls to your business number will be redirected to the assigned phone number Simultaneous Ring Click the edit button to assign your Remote Office phone number Preferred format is 03 XXXX XXXX or 04XX XXX XXX Remote office Disabled L Figure 5 Call Settings Remote Office To enable Remote Office 1 Click Call Settings 2 Select Remote Office 3 Click the Editicon sed 4 Check Enable service and enter the Remote Office number in the phone number field The preferred format for this number is 03xxxxxxxx for a landline and 04xxxxxxxxx for a mobile International phone number format is also supported ie lt country code gt lt phonenumber 5 Click Save Cancel
26. v Figure 17 Add Contact Play FIELD LABEL DESCRIPTION Madea fest ae sip address of the contact If unknown please Display Name This is the name that will display in the Contacts list First Name First Name of contact Last Name Last Name of contact Email Email address of contact Web Website address of contact DIRECTORIES 25 Street Street address of contact Post Code Post Code of contact City City of contact Country Country of contact Mobile Phone Mobile phone number of contact Work Phone Work phone number of contact Home Phone Home phone number of contact Ring Signal Select which ring signal you would like when this contact calls Table 3 Add Contact Details 3 3 2 ADD A DIRECTORY CONTACT TO CONTACTS To add a contact from the Directory to your Contacts list 1 Select Directory 2 Search for the contact 3 Click on the contact to expand the Communicate bar Bridget Culhane gt Ej Ql Cath Albert Add contact Figure 18 Directory Add Contact from Directory 4 Select Add Contacts Note To add contacts from your Directory to Contacts you must be connected to your DOT service 3 3 3 ADD A CONTACT FROM CALL HISTORY To add a contact from History 1 Select History 2 Locate the contact 3 Click on the Dial Icon or right click the contact 4 Select Add to add a contact to Contacts DIRECTORIES 26 5 The Add Contact details will display enter in the required information
27. ver 1 5 GHz is recommended e 100MB of hard disk space FIREWALL SETTINGS If prompted please select Allow access for the application Communicator HELP The Help link Sign in screen and the Help option Main menu will direct you to Telstras DOT CommManager Userguide For more help refer to Telstra s DOT Support web site http www telstra com au small business bundles dot support PC 1 Press F1 Or Click Menu icon 2 Select Help MAC 1 On the Menu bar at the top of the screen click Help 2 Select Help ABOUT Displays the version number and copyright details of the client installed on the PC or MAG To view these details PC 1 Click Menu 2 Select About MAC 7 Onthe Menu bar at the top of the screen click DOT CommManager 2 Select About DOT CommManager CHAPTER 1 SIGN IN AND SIGN OUT The Sign in window will be displayed when the DOT CommManager starts up Once a password has been entered options to remember the password and sign in automatically will become available Before signing into the DOT CommManager please ensure you have your Commpilot Username and Password for your business phone ready as they are the same Note Your Username and password will be for a User account and not an administrator account If do not know your username or password for your business phone please contact your Administrator account holder or call Telstra Ph 13 2000 and state DO
28. with your service If you have not logged into Commpilot before recommend you do so as you will be prompted to reset your password Once a new password has been set use your existing username and new password to sign into CommManager If you are still unable to login to Commpilot or CommManager contact your administrator account holder or call Telstra Ph 13 2000 SIGN IN AND SIGN OUT 10 1 2 SIGN OUT PC CLIENT A user has the option of selecting Sign Out Close or Exit To Sign Out 1 Click the drop down arrow to view the Menu selector Figure 4 Menu on a PC 2 From the Menu select Sign Out T COMMMANAGER Add Contact Preferences Call Settings Help F1 About Sign out Exit Figure 5 Menu Select Sign out or Exit SIGN IN AND SIGN OUT 11 To Close 1 Click the X Button in the top right corner of the client and the client will be minimised to the system tray 2 Tore open the client right click your mouse on the Telstra icon in the system tray and choose the option Open Application 4 2m rx O Customize EN pm me TE 1 02 PM Figure 6 System Tray To Exit Selecting Exit from the Menu selector will also close the DOT CommManager client 1 Click the drop down arrow to view the Menu selector 2 Select Exit The sign in window is displayed If alternate login information is not entered the Sign in window will disappear from the screen after a s
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