PHONE-LiNK – MAC User Guide
Contents
1. Messaging Call history Phone window Presence Click to open the Presence window and see availability and call status of your colleagues Address book Click to open the built in address book and access to your contacts Options gt Messaging Click to open the message history and to send new chat message to your colleagues Show All Windows Hide Call history Click to access the call history and see your Quit fifty most recent calls arranged in reverse date and b d time order Phone window Click to open the Phone window Quit Use this to unload the software The menu bar window Help Configuration Contains options to change your user About PhoneLink experience and configure CRM packages to integrate Configuration 8 with Hide Others Quit Use this to unload the software Show All MAC User Guide 4 Page Phone window The most obvious place to start is the Phone window pictured below Click on that option in the tray menu and let s have a look at the main parts of it L Minimize and close These will make 8 9 0 Phonelink the phone window disappear Test Account Actions amp 0800 500 005 id Contact information The name and B Transfer telephone number of the remote B Consult person amp Open contact As dudia Actions Use these buttons to interact Louii E with the cur2. them perhaps they are on an important call so you don t want to interrupt but have important relevant information That s where Messaging steps in to help out You can use the integrated chat window to communicate with them without tying up their line or having to interrupt a connected call To start a conversation open the Presence window then right click on the extension or user you want to send a message to and click the Send Message option on the pop up context menu Conversation All of the previous messages in the conversation are displayed here in chronological order Just click on any hyperlinks to follow them Chat WENDY endy To box Names numbers of the message recipients are typed here or you can use the button at the end of the box to add them see Select Peer Multiple recipients should be separated with semi colons Text input Type your text here and press Enter to send your message Hyperlinks can be typed or pasted and are formatted automatically Message History When you need to refer back to conversations you ve had in the past you can view the Message History It s similar to the Call History except you can go back to the conversation and read every word Q New message Click here to open a new chat window you ll need to add all recipients manually though Search text Enter the text to search for within the messages Leave this blank to show every message Delete message Click on the mes
3. to dial the number Pam rmm You can configure eoo Extensions to search your web pages mS Fa 7 Safa ri only for telephone General Rookmnarks Tabs AutoFill Passwords Security Pr vacy Notifications Extensions Advanced numbers to dial It won t find sshanceyourwebeaperence or all of them unfortunately but SafariPhonetzte SafariPhoneExtension 1 0 v it is good at phone directory Heise ases into hyperlinks for easy dialling searches because it is Enable SafariPhoneExtension Uninstall optimized to understand this kind of page To turn this Se gt eee functionality on you need to cal on a bil which install the Safari plug in The first time you will open a web browser after installing the sess PHONE LiNK you will be asked to install SafariPhoneExtension 1 0 click on Yes you can then enable or disable this feature by a click on a telephone button Click on the hyperlink e g 0800500005 to dial the number MAC User Guide 7 Call Control By now you will probably have seen the call area at the top of the Presence window a number of times It appears when you make or receive a call Let s take a moment to review the items on the area The Preview window contains contact information call state and some buttons to perform call control Close button Use this to make the Preview window dis
4. unless your No Department 2 489 2m l n Deacon Off hook administrator has chosen a different arrangement seen GEM 2 Patrick Mace On heak If you click on one of the entries in the Presence list then a 20 Ly Meintyre adi context menu should appear Assuming that you are not already on a call then the menu should contain the Make call item By choosing this action you can then dial the extension directly Some colors that you might see on the Presence list are solid red which means that the extension is engaged on a call and fluttering yellow which means that there is a held call at the extension solid grey means the extension is offline 2 mL The Presence window settings allows you to change the list view from extensions to users The user list is for hotdesk oriented sites These are sites where staff moves amp Busy around and hence the list is oriented toward who is available and where they are offline rather than which extension is available In user mode the Users are shown as colored amp Held chess pawns instead Clicking the Send Message option on the context menu will open the integrated chat window Then you can send instant messages directly to that user or extension Full information on messaging can be found in the Messaging chapter MAC User Guide 11 Page Messaging Sometimes calling a colleague isn t an option but you really need to get in touch with
5. PHONE LiNK User Guide PHONE LINK TELEPHONY MADE SIMPLE Contents Welcome to PHONE LINK for Mac Desktop Client Ne 3 FLOW TC TNS CANE LO NIE LINK qmm 3 WEI 4 E u M 4 EGR 4 ER 5 We 5 What would you like to dO 4 6 EL sei E E EEE EEEE I E O EE EA 6 WE 8 More S 9 POG SS DOOKS dHO CONN CES 9 Storing contact details when on a Call pe 10 Scilla MN m 10 Xi PTT UU TT RR 11 MERI uj e M BH N 12 3 ISO 12 Senes iT 13 TEPRON SET 13 LN 14 Integration settings 4 14 SONS Se 15 Versions amp Log 16 MAC User Guide 2 Page Welcome to PHONE LiNK for Mac Desktop Client for Mac has been designed make your phone easier and more convenient to use It can do this in a number of ways and this document will show you how But first let s dispense with the formalities PHONE LiNK for Mac is a bit of a mouthful isn t it So let s simply call it PHONE LiNK from now on How to Install PHONE LiNK software can be either downloaded from a website or provided on a CD in the form of a single dmg file which will look some
6. acts or the PHONE LiNK shared address book Call History Call History INCL CN Dua Once you ve used PHONE LiNK for a while you will come A 1 to rely on the Call History It s a great way to find the oue Gan uo d x telephone number of someone who you spoke to ese UG recently The Call History window is accessed from the Call History item on the dock menu As well as reviewing recent activity you can dial someone from the list by clicking on their telephone number and you can access their contacts record here by clicking on their name we saw this in the Address Book section It s good practice xl PHONE LiNK MAC User Guide 10 to store the names of people when you speak to them especially if you re likely to speak to them again By default the Call History screen returns the 50 most recent calls The next 50 can be accessed by pressing the page right button in the bottom right of the window Also to aid readability you can hide and show individual days from your history by pressing the expand collapse button to the left of the date Presence In its most basic form the Presence window provides a quick TT way to check the availability of your colleagues The mi tan Deacon Presence window is accessible from the dock menu When PEE you first install PHONE LiNK then the Presence window a LL Telephone Mame Depanmert Stata should contain a list of all the extensions
7. appear more immediately Contact information The telephone number and name of the other party 185 p Call duration Time duration of the current call 2 2 Call control actions Use these to interact with the call As you can see Preview window allows you to interact with the current call in a number of ways One of the most common ways is to click on the new contact or Edit contact button to apply a name to the person you are speaking to This is covered in a later section Address books It is also common to use this screen to perform a transfer of the current call to another extension or user To do this you must be connected to the call as opposed to it being on Hold or Ringing When you are connected then the Actions list looks like the above example To transfer a call you do NOT press the Hold button The Hold button has a different purpose more about his later Instead you either press the Consult or Transfer button You choose the button according to whether you want to speak to the other person Consult or not Transfer You are then presented with a screen but with the word consult or Transfer at the top Your call is not on hold at this stage yet but when you are ready Consult Call type the number to transfer to or choose one of the dialing options and if you are Consulting then the original call will be put on Hold pending transfer the Transfer pending transfer bit is impor
8. e to call In this instance the most natural thing would be to click on the number to dial them We call that internet dialing Or if you are using your OS X Contacts Apple Address Book and you have a contact s details on screen you don t want to have to lift your handset and dial the number by hand There s a much easier way now So when you make calls where do you get the numbers from Let s look at some possibilities PHONE LiNK MAC User Guide 6 Page From a piece of paper Clipboard dialing From a web page Well you might as well lift your handset and dial the number on your telephone keypad But if that s the case then you should think about storing the person s name in PHONE LiNK and then next time you can find them more easily Alternatively you could double click 3 9 4 4 Wells the green circle in the top right corner of the main menu bar and enter the number in Make call 1 9 You can even use backspace key if you type it wrong Hit enter or click on the Call button to make a call When running will Call us 0800 777 monitor the clipboard and if you l i copy something PHONE LiNK thinks is a telephone number then PHONE LiNK will auto populate it and display a tiny clipboard next to the top green icon showing that it is ready to make a call Cali Double click on the icon and hit enter or click on the Call button
9. ion contains the local user s extension number The next choice is the User mode This allows PHONE LiNK to support a number of different operations Most users log in to their Mac as a name or username that is the same or similar to their own name Or in other words they log in as a name that uniquely identifies them PHONE LiNK can take advantage of this to associate this user name with the extension that the user is logging in as This behavior of associating the user and the extension number gives some powerful functionality such as hot desking where other others can reach you by name even if you temporarily use another Mac If you like this functionality but don t use unique usernames i e you log into your Mac as something like user or technician then you can still use it by manually declaring your username and password on the User tab Your administrator will have to create a user on the telephony server for you first Finally if you want to be completely anonymous as a user on your network then you can choose not to log in Be careful if you use this though because there are some features in the software that require a logged in user to work PHONE LiNK MAC User Guide 13 Interface settings The Interface page allows you to change eon Configuration settings relating to the look and feel of the Interface Telephony dum CRM software including actions that happen interface Se
10. re we show you how to get the most from the software Plus it s presented in a topic by topic way so you can read the sections that you re interested in first So what would you like to know Have a look at the choices below They are presented in a logical order based on the tray menu They are not necessarily in order with the most interesting first so feel free to skip over any that look dull Making calls How many different ways can you make calls Which are the best Call Control How can you control calls from your Mac What is the best way to work Address books and contacts How to assign names to callers and how best to use this information Call History Taking a look at your call history and what you can do with it Presence window Publishing your availability and seeing if other people are free Messaging Chatting via the built in instant messaging client and reviewing previous conversations Settings and configuration How do you configure to get the most out of it Making calls So we re going to look at ways of making it easier to call people But at the same time we don t just want to use technology for the sake of it So where do we start Well the best way to do this is to look at the different ways that you might get the number that you re going to call and then look at the best way to call them For instance you might be browsing the internet and see the telephone number of a company who you d lik
11. rent call and contact emm Call information Other information Direction Outbound 10s about the current call At the start you re likely to use the Phone window if you want to control calls or show contacts After you ve used the software for a while though you ll probably prefer to use the Preview window it can be more convenient and less intrusive Preview window Make a call to your extension and the Preview window should appear It contains much of the information about the call in a compact format Plus it will disappear shortly after a call connects To re display it simply click once on the green circle Let s review the main parts of the window Close button Use this to make the Preview window disappear more immediately Contact information The telephone number and name of the other party Call duration Time duration of the current call Call control actions Use these to interact with the call Using some of these will display the main Presence window Chris Human 012534 567 2 The actions at the bottom of the Preview window adapt state of call The example picture shows the actions that are available when a connected call is in progress PHONE LiNK MAC User Guide 5 Page What would you like to Are you still with us Congratulations Many people just go straight to the software and figure it out from there But you know what They re missing out This is whe
12. review window IM Show preview for notification On outbound You can also turn on or off Noc o Add new Use following external programs when selected events occur Event Program Parameters the unobtrusive Preview window for all i calls by ticking or clearing the box The software can also be configured to mee run one or more custom executable on Log Add selected events To configure this press Save Add button and configure the MM following information The Event list is used to select the event on which to run the program application The Direction list is used to select when it is either an incoming or an outgoing call The Calls lists can be used to restrict events for internal external or both The Parameters box allows you to either choose the command line arguments for the program or in the case of a browser the URL to load When using a URL make sure that you include the URL scheme i e HTTP Then you can include in the Parameters any number of values from the call For instance to output the caller s telephone number you can include Call CallerContact Tel To use the telephone number of the remote party as opposed to the caller who may be the local user you can use the syntax Call Contact Tel or you can use Call Contact DisplayTel to get the formatted number To help testing you can use the word Message Box in the Program entry if you want to show a message box
13. rie English when calls ta ke place lan Application load Start autematically at login Select the sounds to play when calls are received To have the software start automatically Boxe New message when you log on to IOS put a tick in the Select the sounds to play when calls are received tickbox The setting will take effect next ringing a E time you log on to IOS Versions Language packs are available for the iei cinis E software to change the language of the Save Cancel user interface By default the software is in English however you can change the language used by selecting from the Language dropdown list If your language is not in the list contact your reseller to find out when it will be available Any changes you make to the language will take effect next time you start the software The last section on the Interface page allows you to choose a sound to have your computer play when your phone is ringing and or you have a call waiting This can help you to uniquely identify that it is your phone that is ringing and not a colleague s You can also tick the box to have your computer s sound automatically muted whenever a call is in progress which is useful if you listen to music or Internet radio while you work giving you a more professional appearance Integration settings The Integration pages allow you to see and modify the databases that you have set up integration with Integration mean
14. s the database will be searched when calls happen to convert telephone numbers into names and the database will be searchable manually from the Address Book window and contacts that are found in the database can be popped To make a new integration click the Add new item select the type of database from the dropdown list the first time you enter this screen you may have to wait a Configuration Telephony Select the type of application to integrate ta F Interface A Events O amp X Contacts Integration 06 X Contacts o naw SalesForce i Wersions Log Save Cancel few seconds as the software scans to find out what integrations are available MAC User Guide 14 To modify an existing database that you have set up click its name in the list You can also click its name and then click Delete if you no longer want integration to that database When you are done click Save The new integration will be available immediately Events settings You can make the software either show BOL Configuration the Presence window or pop the contact Events when certain events happen Just select Telephony Select the action to take place when calls happen Interface On ringing No action the relevant action from the relevant Qn answer No action On outbound Show contact dropdown list On ringing On answer or integration Show Presence
15. sage to delete and then click this button This cannot be undone so use with caution Conversations Click on a conversation to display it in a new chat window You can continue a conversation once it s been reopened Page Use the arrow buttons or type the page number you want to view into the box MAC User Guide 12 Page Settings and configuration The Settings menu contains many options that you can change to improve your enjoyment of PHONE LiNK Let s take a look at some of the more common ones If you select Preferences from the PHONE LiNK top menu bar then you are given a page with with options on the left hand side Telephony settings When you first install it Configuration takes you through an installation phase en IE Telephony where you need to tell it your telephone ida ce Interface server s address and your extension cm ocaecat Server 10 0 0 107 number When it does this it presents tension GOL the Telephony settings page of the os x Contacts Configuration window so you may whave seen these before You re not Do not login likely to change these settings but you Login automatically at Specified username and password might as well know what they do pae MSN P rd The first option Server contains the sss details of your telephony server The Save Cancel M u Extension opt
16. sed this could include hardware and any apps that you have integrated with PHONE LiNK The panel below shows the Log entries By default logging is turned off but you can turn it on by ticking the Turn on logging tick box Once enabled the log keeps a record of what PHONE LiNK attempts to do This when it was successful not be and whether Or information very useful troubleshooting an issue click the Copy to clipboard button and paste the info into a document PHONE LINK MAC User Guide 16
17. sily as the PHONE LiNK Shared Company Phone 1 d mm Address Book Phone 2 19 HRS Address book B earch t Save 05 X Contacts Back at the main Address book window enter Harme search criteria to find your entry Most of the time ved Ama nips you can find the results that you want by entering ce Phone 2 text in the search box and pressing Search Phone 3 Address Press the Search button and after a short delay Town you ll be presented with a list of results From this Postal Code Website screen you can click over the contact and then Email Dial the telephone number email to it or click Notes Show contact to edit or view their details Delete Cancel Storing contact details when on a call If you ve made or received an external call using the Preview window you ve probably noticed that when PHONE LINK doesn t know who the other party is that you re speaking to then it will show a town or location name instead It does this in an effort to be helpful but if you really want to help yourself then you ll add a name to the contact for future use How do you do this You press the New contact button on the right hand side of the Preview window You already knew this didn t you You can then store the caller s details for future use If you have enabled the OS X Contacts Apple Address Book integration in PHONE LiNK you will have a choice of saving the new contact details in OS X Cont
18. take the call off hold first Address books and contacts The Address book window is accessed from the Address book item on dock menu icon It provides access to a company shared address book Unless you re the first person to use the software at your company then there ae wn are probably some entries already in there Go ahead and oat have a look Don t worry about filling in any of the boxes just press the Search button at the top and see if there are any entries already there No none in there No problem we ll add one now If you did see some entries we ll discuss the results page shortly But first we re going to add another entry At the top of c the window press the New Contact button This will present you with a blank Contact window Enter a name company and phone number in the relevant boxes All of the boxes from the Contact window including the Notes box at the bottom can be searched You can also interact with some of the boxes to make a call send an email etc When you re finished press the Save button and we ll search for your new entry PHONE LiNK MAC User Guide 9 Page If you have enabled the OS X Contacts Apple Address ana m Book integration in PHONE LiNK you can search through earch Save To Shared Address Book 7 ET Contacts right inside the Apple Address Book and access em Town the search results just as ea
19. tant If you are transferring then the call will be put straight through remember to say goodbye first When you have finished talking to your colleague you can either click Cancel to return to the original call or click Complete to transfer the original call to your colleague PHONE LiNK MAC User Guide 8 Page More call control We ve seen what you can do with a connected call Can you interact with other calls Yes when a call is ringing you can Ciia choose to answer the call or Deflect it transfer it without 49 6 185 answering it to another extension Deflecting a call is done a TITTET T 153 manner similar to transferring calls If you want to use this feature then why not go ahead and try it out now Phone in from your mobile and see how it works and then you ll be ready if you need to deflect a call for real Deflecting calls is not just used to avoid work If you are already on the phone and someone else phones you then you can use Deflect productively to move the call to a colleague who can tell the caller to wait for you to become available You can also put calls on hold Depending on your telephone system configuration this means that the other person should hear music When you are ready to talk to them again use the Unhold button Remember the Hold button is not for transferring calls It is purely to pause the call If you want to transfer a call that is on hold then first you will have to
20. thing like this You then insert or mount the disk image onto the machine by double clicking on the file Having done this the disk image will appear as another device in the Finder see below DEVICES 2 Macintosh HD Remote Disc 21 Projects I gt O PhoneLink Install Double click on the PHONE LiNK device Now you ve got two options you can either drag the file across to desktop or just move it to the Applications folder To do this simply click and hold the PHONE LINK icon and drop it on Applications folder or the Desktop oS Install PHONE LINK That s it you ve just installed the PHONE LiNK software on your Mac To run the application simply double click on the PHONE LINK Application icon from the Applications folder or Desktop MAC User Guide 3 Page Where 15 PHONE LiNK is designed to discrete Always running and providing useful information as you need it yet at the same time not annoying and interfering when you re trying to work So most of the time PHONE LiNK sits silently in your desktop dock or menu bar waiting for you to click on it So go ahead and click on the PHONE LiNK icon which is a green circle or red if you re on a and the tray menu should appear PLEASE NOTE the application must connected to the server see Settings and Configuration The Dock menu 4 d pu ui p JI Presence Address book
21. with the translated Parameter output Finally a custom button can be added to the preview window allowing a user to control application popping in the same way as for standard integrated applications PHONE LiNK MAC User Guide 15 Page Versions amp Log settings The chances are you will never need to look at these pages but it is best you know what they are for just in case Most software these days consists of several small programs and libraries that form a whole and PHONE LiNK is no different The Versions page lists the version used for each component part that makes up PHONE LiNK This information can be used to track down any rogue element that perhaps hasn t updated correctly or to provide clues to a problem s cause If you are experiencing any problems or need to install re install the Safari plugin necessary to dial from the Configuration PhoneLink Version 2 4 4 gt 3 9 P File PhoneLink PhoneLink Framework Re Install Safari Plugin Cancel web browser click on the Re install Safari Plugin button and follow the steps as described in the Making Call section Configuration Log Devices Name Type 201 Device State On hook Turn on logging Time Source Text Copy to clipboard Save Cancel The Log page performs a similar function in that it displays information that is useful in the event of a problem The Devices list shows the devices that are being u
Download Pdf Manuals
Related Search