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Phone Manager Installation

1. In this scenario 1 User Alice at Site A goes off hook Alice s phone updates the IP Office at Site A 2 Across the Small Community Network connection Site A shares the information about Alice s current state with the IP Office at Site B 3 Bob and Carol are both users on Site B with phones and running Phone Manager Bob is on the same subnet as the Site B IP Office however Carol is on a different subnet from the Site B IP Office 4 Bob and Carol s phones are both updated through their phone signalling with the IP Office at Site B 5 Bob s Phone Manager sees and uses the BLF update that the IP Office at Site B broadcasts to its own subnet 6 As Carol s Phone Manager is one of the first 10 remote Phone Manager s to register with the IP Office the IP Office at Site B sends a direct BLF update to it Phone Manager Page 36 IP Office Issue 05a 01 February 2010 Configuration BLF Operation 2 8 Conference Resources A conference can be created using Conferencing Center Phone Manager or SoftConsole Each time a conference is created resources are used All the applications share the same conference resources System features such as call intrusion call recording and silent monitoring all use conference resources This includes automatic recording if enabled When any of these features are active the number of slots available for conference parties is reduced The number of internal users and external callers that can be invol
2. Setup has enough information to start copying the program files If you want to review or change any settings click Back If you are satisfied with the settings click Next to begin copying files Current Settings IP Office User Suite will be installed in following location C Program Filest vavaYP Office You have selected following setup type Typical Following features will be installed Phone Manager Languages Chinese 18 To begin copying the files click Next Phone Manager IP Office Page 19 Issue 05a 01 February 2010 19 The Setup IP Office User Suite InstallShield Wizard Status window appears The files may take a few minutes to install Setup Status The InstallShield Wizard is installing IP Office User Suite Installing C MS365DAF7 01E2 4746 8474 90B1D1E 70428 datal cab Cancel 20 When copy if files is complete the InstallShield Wizard Complete window appears IP Office User Suite InstallShield Wizard InstallShield Wizard Complete The InstallShield Wizard has successfully installed IP Office User Suite Before you can use the program you must restart your computer Yes want to restart my computer now Remove any disks from their drives and then click Finish to complete setup Cancel 21 If TAPI was installed the PC may request a restart Do not agree to this at this stage 22 Click Finish 23 Run the file AVayaFW bat This adds the IP
3. Bitmaps for the dialog box Bitmaps for the dialog box caption bar Bitmaps for the dialog box close button Bitmaps for push buttons in the dialog that resides inside a panel Phone Manager Page 45 IP Office Issue 05a 01 February 2010 4 2 SoftConsole Skin Objects and Controls To create a new skin make a copy of the Avaya skin definition folder in the skin directory C Program Files Avaya P Office Phone Manager Skin and rename Make the necessary changes required by your design modify the bitmaps the skin objects and the skin controls There are a number of sections in the Avaya skin definition ini file The following table describes the various sections in the ini file ersion information and comments Pictures Bitmap files used by the skin definition Bitmaps for the main window PopupWindow Bitmaps for any pop up windows menu etc Bitmaps for tool tip OO WB elements pertaining to the main window caption bar menu bar maximize minimize and close buttons The following SkinObjects need to be defined for SoftConsole capeta erar forthe orms tue par SSS menuitem Bitmaps for the drop down menus of the form s main menu The following SkinControls need to be defined for SoftConsole panel Background bitmap for dialog boxes and for various panels on the main form button fBitmaps for standard button controls S O ackground bitmap for the Directory and Held Calls toolbars on the main form a
4. Features Supported e Phone Manager Lite and Phone Manager Pro e Screen popping to Outlook Goldmine and Maximizer not ACT e Call recording and mailbox access to VoiceMail Pro Features Not Supported e Phone Manager Pro Softphone VoIP mode This is because of the inability to allow upstream audio on a Citrix server with Client Audio Mapping e Play Sound functions Some support is possible if the nosoundcheck 38 gt command line option is used and client computer has an audio card correctly mapped However some delay in the playing of sound might be experienced e The Hide on Close option should not be used Notes e The default skin of Phone Manager can cause issues for some thin client installations You can run Phone Manager without a skin by creating a empty text file called skin ini e A maximum of 5 Phone Manager clients are supported using Citrix e No other IP Office applications have been tested on Citrix Phone Manager Page 31 IP Office Issue 05a 01 February 2010 2 4 Play Sounds Option The Play Sounds option within Phone Manager plays various sound through the user s PC multimedia setup to announce calls ringing and waiting This option is available for all Phone Manager types The following wav files are used for the Play Sounds option They are located in the Phone Manager application folder C Program Files Avaya IP Office Phone Manager The wav files can be replaced with custom recordings as l
5. Issue 05a 01 February 2010 Index B Buttons Disabling 38 Cc Changing Manager 14 Citrix Thin Client Phone Manager 31 Conference Resources 37 Configuration 41 Controls 45 46 Creating Custom Skins 44 Custom Skins Creating 44 D Directory 30 Disabling Buttons 38 F Firewalls 24 Forms Planning 11 G General Notes 30 Grade 25 l In Using Logging 38 Installation Summary 8 Installing Phone Manager Software 16 L License Keys 13 Live Communication Server 33 Logging In Using 38 M Manager Changing 14 Microsoft Outlook 42 O Old Phone Manager Software Removing 25 P Phone Manager 7 42 Phone Manager Installation Requirements 9 Phone Manager Ports 24 Phone Manager Pro PC Softphone 22 Phone Manager Skin Objects 45 Phone Manager Software Installing 16 Planning Forms 11 Play Sounds Option 32 PM_BLFoperation 36 Q QoS 26 R Removing Old Phone Manager Software 25 Phone Manager IP Office Index S Service VolP Quality 26 Short Cut 38 SoftConsole Skin Objects 46 Sound Check 38 T Telecommuter Mode 27 U User Settings 30 V VolP Phone Notes 35 VolP Quality Service 26 Page 47 Issue 05a 01 February 2010 Phone Manager Page 49 IP Office Issue 05a 01 February 2010 Performance figures and data quoted in this document are typical and must be specifically confirmed in writing by Avaya before they become applicable to any particular order or contract The company reserves the right t
6. Remote Telecommuter Se Intemal Office When users of this mode start Phone Manager they are asked for their location this is either Internal or Remote e Internal is used when they are at their normal IP Office extension In this state the extension and Phone Manager operate in the same way as for other internal Phone Manager users e Remote is used for they are at an external location from which they have a data connection for Phone Manager to the IP Office and a phone on which they can make and receive direct calls They can specify the remote location number when logging in or use a previously saved location number The remote phone number used must be one that can be dialed directly from the IP Office for example not via any switch board receptionist or auto attendant service The user s normal IP Office call restrictions if any are applied and any external dialing prefix must be included if used on the IP Office Configuring a User as a Phone Manager Pro Telecommuter e Telecommuter is an option for Phone Manager Pro users and requires an available Phone Manager Pro license in the IP Office configuration e Setting a user as a telecommuter is done through the User Phone Manager Options Phone Manager Type field in IP Office Manager or User Rights Phone Manager Phone Manager Type if the user is associated with a set of user rights Select Pro Telecommuter to allow use of telecommuter mode e Provision of a data connection f
7. Agent Mode tab within Phone Manager Pro When enabled the user has additional toolbar controls for Busy Wrap Up Busy Not Available and Select Group Note that the options on the Phone Manager Pro Agent Mode tab can be greyed out from user changes by the Agent Mode setting in Configuration Options below e Phone Manager Type Default Lite Determines the mode in which the user s copy of the Phone Manager application operates Modes are Lite Pro and Phone Manager PC Softphone Note that the number of users able to simultaneously use Pro and VolP modes is controlled by licenses entered into the IP Office configuration This setting cannot be changed by the user For pre 3 2 IP Office systems this setting is located on the User User tab e VolP Mode Default On This option only appears if the selected Phone Manager Type is Phone Manager PC Softphone It sets the Enable Vol P control within the user s Phone Manager PC Softphone e Book a Conference in Phone Manager Default Off When enabled displays links in the user s Phone Manager application for access to the IP Office Conferencing Center application if installed Note that to book a conference requires the user to have a Conferencing Center user ID and password This feature also requires the Conference Center URL to be set System System This setting cannot be changed by the user For pre 3 2 IP Office systems this setting is located on the User User tab e Configuration O
8. IP Office Issue 05a 01 February 2010 1 1 Installation Summary The installation process is divided into the following steps These should be performed in the order indicated 1 O System Wide Actions The following steps should be completed before installing Phone Manager on any individual PC 1 1 0 Pre Installation Requirements 95 heck that the pre installation requirements for material required and PC specifications have been meet 1 2 0 Planning forms nsure the planning forms or a similar document has been completed 1 3 0 Entering License Keys 13 If any Phone Manager Pro and or Phone Manager PC Softphone users are being installed the appropriate licenses must be installed along with the IP Office Feature Key dongle if necessary and checked O 115 m 1 4 0 User Configuration 14 Various aspects of Phone Manager operation including the mode in which Phone Manager runs are set through the IP Office system configuration 2 O Individual PC Actions Once the above steps have been completed installation onto individual PC s can be commenced 2 1 0 Remove previous versions of the software 25 gt Versions of Phone Manager prior to Phone Manager 3 2 do not support upgrading These versions must be removed before proceeding with the installation of Phone Manager 3 2 or higher 2 2 0 Install the Phone Manager software 16 The process assumes that the user s PC is connected to the LAN and can see the IP Office Fo
9. O E E O O E O O O O O E O O E O O O O O O O O E O O E O O O O O E O O oO O O E O O O m O E O O E O O O O O E O O O O O E O O O O O O PhoneManager Page 12 IP Office Issue 05a 01 February 2010 Phone Manager Planning Forms 1 4 Entering License Keys This section assumes that the IP Office feature Key dongle has already been installed and setup plus the IP Office Feature Key server software if required If this is not the case refer to the IP Office Installation manual To enter license keys in IP Office Manager 1 Make sure that you have the list of licenses ready and that they match the serial number of the dongle being used by the IP Office Preferably the licenses should be in an electronic document from which they can be cut and pasted into the configuration This reduces the chances of errors in the license entry Open IP Office Manager Click 2 and receive the configuration from the IP Office system Click License Any existing licenses are listed Click Create a New Record in the Group Pane Select License l License Enter the license key in the license key field If the licenses are in an electronic format copy the license and paste in the license key field Click OK The Status of the newly entered license is Unknown Repeat the above steps for any additional licenses Click al and send the configuration back to the IP Office If the only changes made were to add license
10. Office applications on the user s PC as exceptions to the Windows default firewall Do this even if the user is not using the Windows default firewall If the users has different firewall software installed on their PC then different actions may be required to ensure the necessary exceptions are added to that firewall software See Phone Manager Ports and Firewalls 24 24 Restart the PC and log on with the intended users account 25 Phone Manager should automatically start Enter the users name and password as set on the IP Office system If the user is the only user of the PC enable the Remember password option Phone Manager Page 20 IP Office Issue 05a 01 February 2010 Phone Manager Installing Phone Manager Software 26 Once Phone Manager has started check that Phone Manager is running in the Lite or Pro mode as required If so the main installation process has been completed e For Phone Manager PC Softphone user an number of additional configuration steps need to be completed See Configuring a PC Softphone 22 Phone Manager Page 21 IP Office Issue 05a 01 February 2010 1 7 Configuring a PC Softphone The presence of the D and Y icons indicate that Phone Manager is running in VolP mode The title bar should also state Phone Manager iPro or Phone Manager SoftPhone Requirements and Notes Phone Manager software checks for all the following when started If not enabled the application will not start in Phone Manag
11. Phone Manager Pro extension e Tag Any name or other information associated with the call Phone Manager and SoftConsole can be used to add a tag to a call before it is made or transferred e Account Code Any account code matched against the Caller ID of the call in the IP Office configuration directory e Display Text Similar to the text string shown on display phones by IP Office when calls ring Screen popping requires the selected application to be running with the appropriate database at the same time as Phone Manager Pro The screen pop action is based on calling number ICLID matching For IP Office 5 0 and higher screen popping is only supported with Outlook 2003 2007 Phone Manager Page 40 IP Office Issue 05a 01 February 2010 Screen Popping 3 1 Phone Manager Configuration Phone Manager needs to be configured so that contact details can be shown The screen pop options are only available when the content management packages are installed and detected by Phone Manager For IP Office 5 0 and higher screen popping is only supported with Outlook 2003 2007 To configure Phone Manager 1 Click Screen Pop or click View Preferences Screen Pop Phone Number Phone Mode Q Internal OQ External Q Ringing O Answering Program To Pop None C Goldmine Maximizer External O Pop Outlook 2 In Phone Number select whether Phone Manager should screen pop for Internal and or External numbers
12. and or use can be a criminal as well as a civil offense under the applicable law Third Party Components Certain software programs or portions thereof included in the Product may contain software distributed under third party agreements Third Party Components which may contain terms that expand or limit rights to use certain portions of the Product Third Party Terms Information identifying Third Party Components and the Third Party Terms that apply to them is available on Avaya s web site at http support avaya com ThirdPartyLicense Avaya Fraud Intervention If you suspect that you are being victimized by toll fraud and you need technical assistance or support call Technical Service Center Toll Fraud Intervention Hotline at 1 800 643 2353 for the United States and Canada Suspected security vulnerabilities with Avaya Products should be reported to Avaya by sending mail to securityalerts avaya com For additional support telephone numbers see the Avaya Support web site http Awww avaya com support Trademarks Avaya and the Avaya logo are registered trademarks of Avaya Inc in the United States of America and other jurisdictions Unless otherwise provided in this document marks identified by TM and SM are registered marks trademarks and service marks respectively of Avaya Inc All other trademarks are the property of their respective owners Documentation information For the most current versio
13. network assessment as for any other IP Hardphone installations e O For remote PC VoIP operation only VPN connections are supported Non VPN connections might work but are not supported e O Phone Manager is only supported on the primary screen of dual and multi screen PC configurations Phone Manager Page 10 IP Office Issue 05a 01 February 2010 Phone Manager Pre Installation Requirements 1 3 Planning Forms Completing the following details will assist in the installation of Phone Manager at a site Site Name Customer Contact Name e Contact Telephone Number e IP Office System e IP Address ___ _ e Sub Net Mask ___ _ e Feature Key Dongle Required if any users are to use Phone Manager Pro or Phone Manager PC Softphone modes e O Already installed O Being installed at same time e Dongle Type O Serial O Parallel O USB e Dongle Serial Number e Feature Key Server PC Required for parallel or USB port feature key dongle e IP Address ts e Sub Net Mask __ e License Keys It is recommended that the Phone Manager license keys if used are obtained in the form of an electronic document from which they can be cut and pasted This reduces the chance of errors during license key entry Phone Manager Page 11 IP Office Issue 05a 01 February 2010 Phone Manager Users Real Name IP Extension Number pr fs Phone Manager Type Office O O Oo O O Oo O O oO
14. required e O Details of the user names extension numbers and the required Phone Manager types are required e O Also PC locations and account name and password necessary for PC Administrator rights during installation e O Service user name and password for IP Office system configuration access Phone Manager Page 9 IP Office Issue 05a 01 February 2010 O User PC Requirements There are the minimum recommended PC specifications for Phone Manager Celeron Vista 2000 2000 2003 Pro Server Server Lite Pro 64MB 160MB 800MHz Celeron 3 Althon B 800MHz 650Mhz PC 128MB 1GB EA x x x x Softphone e O Language Support Phone Manager supports the following languages The language used can be selected by the user when running Phone Manager e Brazilian Chinese Simplified Danish Dutch English Finnish French German Italian Korean Latin Spanish Norwegian Portuguese Russian Spanish and Swedish e Additional Requirements e OMS Internet Explorer 6 0 or higher e OA sound card is needed if audio features are required e O Phone Manager Pro PC Softphone also requires the user s PC to have a speaker and microphone installed The user must be associated with an IP extension on the IP Office e O Ifinstalling Phone Manager Pro PC Softphone it is recommended that QoS is setup For more information see VoIP Quality of Service QoS 26 e O VoIP operation of Phone Manager is subject to the same requirements of VoIP
15. requires e Microsoft LCS 2003 or 2005 with LCS Server license e Microsoft LCS Client license for each user 2 1P Office Configuration requires e The users SIP URI used for instant messaging should be entered as their Voicemail Email address in IP Office Manager For example j smith acme com would be entered as a voicemail email address in IP Office Manager 3 User PC requires e Windows Messenger This must be running and logged in at the same time as Phone Manager e Phone Manager Once these requirements are met Phone Manager can be configured to support interaction with the Live Communication Server To activate IM in Phone Manager 1 Open Phone Manager 2 Click Instant Messaging or View Preferences Instant Messaging Q Enable Instant Messaging Support Server MLServer2003 test avaya com User name remote test avaya com o Protocol TCP M Password OOI Q Remember Password 3 To turn instant messaging on check Enable Instant Messaging Support 4 In the Server field enter the name of the Microsoft Live Communication Server 5 In the user name field enter your email account and domain as configured on the Microsoft Live Communication Server For example myname example com 6 In the Protocol field click the type of protocol you are using to connect to the Microsoft Live Communication Server You can choose from TCP UDP and TLS 7 In the Password field enter the password as
16. will not succeed if the IP Office detects that a trunk using analog loop start or analog loop start emulation is being used e Pages calls are not redirected Intercom and dial direct calls are redirected as normal calls e On If Continuous Mode is selected once you complete the Phone Manager login the IP Office will call the remote location number and when answered the user should leave the connection open off hook This will occur as part of either the test call if requested or after you click OK Phone Manager is then used exclusively to make and answer calls with the IP Office connecting the speech path to the remote location phone handset as and when required e This option should be used whenever analog loop start trunks or analog loop start emulation trunks are in use or suspected to be in use This may include cellular phones connected to cellular gateways on analog trunks e If the IP Office has a mix of trunks it may be advisable using outgoing group ID s short codes and ARS forms to configure a specific dialing prefix that ensure that their call are routed via trunks that provide reliable disconnect and so remove the need for Off Hook Station operation Phone Manager Page 28 IP Office Issue 05a 01 February 2010 Chapter 2 Configuration Phone Manager Page 29 IP Office Issue 05a 01 February 2010 2 Configuration e Phone Manager indicates it is connected to the switch by showing the user name inside a pair of squa
17. 3 In Phone Mode select whether Phone Manager should screen pop when calls are Ringing or only on Answering a call 4 Select Pop Outlook If the incoming number matches a number in one of your contacts that contact will pop up MAPI must be installed on your PC for this facility to be available For more information contact your system administrator 5 Click OK 6 To save your changes click OK Phone Manager Page 41 IP Office Issue 05a 01 February 2010 3 2 Microsoft Outlook Notes Phone Manager disables Outlook related functions if a suitable version of Outlook 2000 2003 or XP is not found during installation Outlook 2000 or higher must be installed to enable these functions Outlook Express is not supported Phone Manager uses MAPI to perform a CLI match for pop outlook If the user does not have a default profile or no profile exist then this function will not work Phone Manager only screen pops against the user s personal mailbox contacts mailbox contacts and public folder contacts Where duplicate entries exist that order is the order of preference To enable screen pop using Microsoft Outlook Notes 1 Click Contacts gt Properties gt Outlook Address Book gt Show this folder as an email address book 2 Click OK Phone Manager Page 42 IP Office Issue 05a 01 February 2010 Chapter 4 Creating Custom Skins Phone Manager Page 43 IP Office Issue 05a 01 February 2010 4 Creating Custom Skins This sec
18. 9 1 Disabling Buttons You can disable the conference calls Cc and transfer call buttons to minimize the risk of accidental conference or transfer This may be required in sensitive environments where conflicting parties may be held at the same time The functions are still available in the Functions menu To disable buttons 1 Right click on the Phone Manager shortcut and select Properties 2 Select the Shortcut tab 3 The Target will be similar to C Program Files Avaya IP Office Phone Manager PhoneManager exe 4 After the closing quotation mark add disable ConferenceButton and or disable TransferButton as required For example C Program Files Avaya IP Office Phone Manager PhoneManager exe disable ConferenceButton disable TransferButton 5 Click OK 6 Test the shortcut 2 9 2 Logging in as a Specific User In situations where users share a PC without logging on or off to Windows it may be more convenient to have several shortcuts to Phone Manager Each shortcut can be configured for a different user This can be done by adding the user name and password to the separate Phone Manager shortcuts rather than changing it each time through File gt Login To create a shortcut 1 Right click on the Phone Manager shortcut and select Properties 2 Select the Shortcut tab 3 The Target will be similar to C Program Files Avaya IP OfficeiPhone Manager PhoneManager exe 4 After the closing quotation mark add the IP Offi
19. AVAYA IP Office Phone Manager Installation Issue 05a 01 February 2010 2010 AVAYA All Rights Reserved Notice While reasonable efforts were made to ensure that the information in this document was complete and accurate at the time of printing Avaya Inc can assume no liability for any errors Changes and corrections to the information in this document may be incorporated in future releases Documentation Disclaimer Avaya Inc is not responsible for any modifications additions or deletions to the original published version of this documentation unless such modifications additions or deletions were performed by Avaya Link Disclaimer Avaya Inc is not responsible for the contents or reliability of any linked Web sites referenced elsewhere within this Documentation and Avaya does not necessarily endorse the products services or information described or offered within them We cannot guarantee that these links will work all of the time and we have no control over the availability of the linked pages License USE OR INSTALLATION OF THE PRODUCT INDICATES THE END USER S ACCEPTANCE OF THE TERMS SET FORTH HEREIN AND THE GENERAL LICENSE TERMS AVAILABLE ON THE AVAYA WEBSITE AT http support avaya com Licenselnfo GENERAL LICENSE TERMS IF YOU DO NOT WISH TO BE BOUND BY THESE TERMS YOU MUST RETURN THE PRODUCT S TO THE POINT OF PURCHASE WITHIN TEN 10 DAYS OF DELIVERY FOR A REFUND OR CREDIT Avaya grants End User a l
20. The Phone Manager software can now be installed For more information see Installing Phone Manager Software 65 1 10 Upgrade Procedure If the application software is 3 2 or higher you can upgrade the software You do not have to remove the existing version of the software To upgrade your applications 1 Insert the IP Office User Suite CD The CD will auto start the InstallShield Wizard The Welcome to the InstallShield Wizard for IP Office User Suite window opens 2 Click Next The Upgrade Features window opens A list of features that can be upgraded is listed 3 Select the options you want to upgrade and de select the options you do not want to upgrade 4 To upgrade click Next The Setup Status window opens The selected features are upgraded which may take several minutes 5 The Update Complete window opens To exit the InstallShield Wizard click Finish Phone Manager Page 25 IP Office Issue 05a 01 February 2010 1 11 VoIP Quality of Service QoS Phone Manager PC Softphone can support DiffServ QoS when running on Windows 2000 and Windows XP However it requires QoS to be enabled within Windows It is still dependent of QoS being supported at all switch routing points between the user and the IP Office e The default DSCP DiffServ Control Point value used by Windows is 40 unless overridden This differs from the IP Office system default of 46 Windows XP The network card interface being used must supp
21. ake changes here if they are matched by changes to the Extension VolP settings in the IP Office configuration em gt Please select your preferred audio codec for VoIP G 723 1 6K3 MP MLQ G 711 ULAY 64K G 711 ALAW 64K Frame Per Packet 1 OQ Confirm VoIP IP Address Qe Enable FastStart Phone Manager IP Office Page 22 Issue 05a 01 February 2010 Phone Manager Configuring a PC Softphone 5 Use the up and down arrows to select and adjust the list of preferred audio codec for VolP communication 6 If you are using a low bandwidth connection for example a dial Up Modem increasing the Frames per packet to 2 might improve the quality of the VolP communication However this is not guaranteed If you are not using a low bandwidth connection it is recommended you use the default value of 1 7 1f you have multiple IP connections select Confirm Vol P IP Address for the user to be prompted to select the IP address for VolP communication 8 Enable FastStart should only be changed to match the setting as in the user s extension VoIP settings in the IP Office configuration Select Enable FastStart to provide the caller with a ring tone If it is not checked the caller does not hear a ring tone but the call is connected faster 9 To save the changes click OK 10 Close Phone Manager When you next start Phone Manager the options selected will be active Note e QoS support from the users PC i
22. arious IP Office applications and the ports that they frequently use as exceptions to the Windows in built firewall settings This file can be downloaded from http marketingtools avaya com tools firewall Phone Manager Page 24 IP Office Issue 05a 01 February 2010 Phone Manager Phone Manager Ports and Firewalls 1 9 Removing Old Phone Manager Software If there is a version of Phone Manager below 3 2 already installed the application must be removed before installation If the Phone Manager version is 3 2 or higher you can upgrade the software For more information see Upgrade Procedure 255 e AN WARNING This process will remove all installed components of the IP Office User Suite If any of the following IP Office applications are installed ensure that they are reinstalled from the new IP Office User Suite e TAPI e DevLink e MS CRM e SoftConsole To remove existing Phone Manager software 1 Select Start gt Settings gt Control Panel 2 Select Add Remove Programs 3 From the list of Currently installed programs select IP Office User Suite 4 Click Change Remove The InstallShield Wizard for the software suite is started 5 When the option screen opens select Remove 6 When the option screen opens select Remove 7 You are asked Do you want to completely remove the selected application and all of its features Click Yes 8 Once the suite has been removed click Finish and close Add Remove Programs 9
23. aritySrv exe task should be increased e Open the Windows Task Manager and select the Processes tab e Locate the iClaritySrc exe process e Right click on it and select Set Priority e Increase the priority as required Phone Manager checks for the presence of a sound card and if none is installed the speaker and the microphone icons are disabled To use VoIP the microphone must be selected as the recording device and not muted On some soundcards this is not the default and must be set manually The speaker and microphone mute feature is only available if the sound card supports it Enable faststart and Use direct media should be set for the VolP extension Offhook station should be set for the user associated with this VolP extension Phone Manager does not allow the user to specify which audio device to use for VolP Phone Manager It always uses the default device specified under the multimedia tab in the control panel When using the VoIP feature make sure the Use only preferred devices tick box in the Audio tab is selected The Audio tab is in the Sounds and Audio Devices option in the control panel Phone Manager Page 35 IP Office Issue 05a 01 February 2010 2 7 BLF Operation This section describes the operation of BLF updates sent out by IP Office systems There are several separate mechanisms for delivering BLF updates 1 1P Office to I P Office IP Office systems configured with SCN Small Community Networking enabled
24. cation You can load a profile from a different location using the option File gt Load Profile When loading a profile the file name must match the user s extension number 2 2 Directory Entries User directory entries entered through Phone Manager are saved to the file PhoneManagerDirectory txt This file is stored in My Document Avaya IP Office PhoneManager The file is a CSV file in the format e Name The name to display in the directory e Number The telephone number e wavfile The path to the wav file to associate with the directory entry e scriptfile The path to the script file to associate with the directory entry This file can be a plain text file or an RTF format file You can use Phone Manager to edit the contents and to import or export directory files A large directory can degrade the performance of Phone Manager as excessive CLI lookups and other actions have to be performed whenever a call arrives or is made The recommended maximum number of directory entries is 1000 To configure the directory in Phone Manager 1 Click File gt Directory 2 Make the changes as required 3 To save the changes click Close Phone Manager Page 30 IP Office Issue 05a 01 February 2010 Configuration Directory Entries 2 3 Citrix Thin Client Phone Manager Phone Manager has been tested with Citrix It is supported in Phone Manager Lite and Phone Manager Pro modes but not in Phone Manager Pro PC Softphone VoIP mode
25. ce IP Address the User Name in quotation marks and the user password in quotation marks If the password is blank add For example C Program Files Avaya P Office Phone Manager PhoneManager exe 192 168 42 1 Extn201 5 Click OK 6 Test the shortcut 2 9 3 No Sound Check There are some installations where even though no Phone Manager sound features are being used a Mixer Not Detected error appears each time Phone Manager is started This can be suppressed using the nosoundcheck command line option To suppress error message 1 Right click on the Phone Manager shortcut and select Properties 2 Select the Shortcut tab 3 The Target will be similar to C Program Files Avaya IP Office Phone Manager PhoneManager exe After the closing quotation mark add nosoundcheck For example C Program Files Avaya IP Office Phone Manager PhoneManager exe nosundcheck 4 Click OK 5 Test the shortcut Phone Manager Page 38 IP Office Issue 05a 01 February 2010 Chapter 3 Screen Popping Phone Manager Page 39 IP Office Issue 05a 01 February 2010 3 Screen Popping Phone Manager Pro can be set to pop an external application whenever an incoming call arrives In addition to starting an external application Phone Manager Pro also passes some basic call data to that external application The data passed is e Calling Party The number of the calling party if available e Called Party Usually the number of the
26. ckground bitmap for the main tool bar on the main form igtoolbutton itmaps for button controls on the main tool bar of the main form itmaps for list view column headings ackground bitmap for the main menu bar on the main form statusbar ackground bitmap for the status bar controls statuspanel olo o olo w og o Q Q wi o Cc gt a D or 3 w o Q a v Q T o x D n o gt a o Q lt fed 3 o em wn 5 o gt D wn o 5 gt D 3 v 5 o 3 statuspanel ackground bitmap for panels within a status bar control stdlabel Attributes of label controls listview itmap for list view controls hscrollbar itmaps for horizontal scroll bar controls vscrollbar itmaps for vertical scroll bar controls itmaps for displaying vertical and horizontal scroll bar controls simultaneously tmap for vertical splitter controls on the main form itmap for horizontal splitter controls on the main form les itmaps for tab sheet controls Bitmaps for left right arrow controls used for navigating through tab sheets when all of the tabs cannot be displayed Bitmaps for up down arrow controls used for navigating through tab sheets when all of the tabs cannot be displayed itmap for bevel controls les itmaps for check box controls itmaps for radio controls ie oT 3 D 5 wn e o fer Q Q o Le o fox x o o 5 or ay o wn Phone Manager Page 46 IP Office
27. e 35 2 7 BEF Operation i ssi s4 3iaaicgiagh e E inane 36 2 8 Conference Resources 37 2 9 Command Line Options 38 2 9 1 Disabling Buttons 38 2 9 2 Logging in as a Specific User 38 2 9 3 No Sound Check 38 3 Screen Popping 3 1 Phone Manager Configuration cccesceeseeseeeseeees 41 3 2 Microsoft Outlook Notes 42 4 Creating Custom Skins 4 1 Phone Manager Skin Objects and Controls 45 4 2 SoftConsole Skin Objects and Controls 46 Index sairam asa a ae rara ariaa Ses dia testers 47 Phone Manager IP Office Contents Page 3 Issue 05a 01 February 2010 Chapter 1 Phone Manager Phone Manager Page 5 IP Office Issue 05a 01 February 2010 Phone Manager 1 Phone Manager This guide covers the installation configuration and administration support for IP Office Phone Manager Phone Manager software is a single application that can be run in several modes e Phone Manager Lite No license required e Phone Manager Pro A Phone Manager Pro license key is required for each Phone Manager Pro user If insufficient licenses are available Phone Manager operates in Lite mode e Agent Mode This mode is a selectable option available to users configured for Phone Manager Pro In this mode the Phone Manager user has access to several call center agent related functions e Login Mode Hot D
28. er PC Softphone mode e There must be valid Phone Manager Pro and Phone Manager Pro IP Audio Enabled licenses available when the user starts Phone Manager e The user must be associated with an non physical VolP extension in the IP Office configuration That is not with a physical VoIP extension e The user s Phone Manager Type in the IP Office configuration User Phone Manager Options must be set to Phone Manager PC Softphone and the option PC Softphone mode should be enabled e The PC must be enabled for audio playback and recording via an installed soundcard or USB microphone headset e Phone Manager PC Softphone always uses the default device specified under the Multimedia tab in the Windows control panel e Ensure that Use only preferred devices tick box is enabled in the Audio tab of the Sounds and Audio Devices option in the Windows control panel To make the changes in Phone Manager 1 Click gt Phone Manager Alternatively click View gt Preferences gt Phone Manager The Phone Manager window opens O Pop Phone Manager QO Show All Q Hide on Close Q Show In Q Play Sounds Q Show Out QhHide on no Calls Q Show Missed O Pop on Answer Q Show Messages Q Pop on Page Call Q Show Status Q Enable VolP Show Cost of Call O Show Account codes 2 Check Play Sounds and Enable VolP 3 To save your changes click OK 4 Click Audio Codec or click View Preferences Audio Codec The Audio Codec window opens Only m
29. esking This mode is a selectable option available to users configured for Phone Manager Pro Starting or stopping Phone Manager can be used to log the user on or off a physical extension The extension is specified when starting Phone Manager When logged on the Phone Manager user s own extension number overrides that of the any user currently logged onto that extension e Telecommuter Mode Phone Manager 4 1 In this mode a user running Phone Manager Pro on a PC with a data connection to the IP Office for example via VPN is able to have their calls routed to a telephone number they specify when starting Phone Manager When the user makes a call using Phone Manager the IP Office will call the user s specified telephone number and when answered then make the outgoing call for the user Similarly incoming calls to the user s extension on the IP Office are routed to the remote number By having the speech part of all calls initiated from the IP Office the cost for those calls is assigned to the IP Office e Phone Manager Pro PC Softphone Each Phone Manager Pro PC Softphone VoIP mode user requires a Phone Manager Pro and a Phone Manager Pro IP Audio Enabled license key If insufficient licenses are available Phone Manager operates in Lite mode The modes available are controlled by the Phone Manager licenses entered into the IP Office configuration The mode for each user is set through the IP Office Manager program Phone Manager Page 7
30. exchange user state information using SCN messaging Each IP Office then provides that information as BLF updates to the phones and application registered with it using the methods described below 2 1P Office to Phones IP Office hard phones exchange user state information with the IP Office on which they are registered IP phones do this using the phone signalling messages embedded in the H 225 stream 3 Local I P Office User Applications Each IP Office system broadcasts BLF updates on its own subnet or subnets if both LAN1 and LAN2 are supported Those messages are used by Phone Manager and SoftConsole registered with that IP Office and running on the same subnet 4 Remote IP Office User Applications When a Phone Manager on a different subnet registers with an IP Office system that IP Office will send BLF updates directly to the PC as a Unicast message Each IP Office only supports up to 10 such remote Phone Manager applications provided on a first come first served basis That is upon start up only the first 10 Phone Manager connections from a different subnet will receive BLF updates Subsequent remote connections will operate as normal except they will not receive BLF updates The diagram below shows an example scenario Site B user Bob 192 168 52 x 24 E Site A user Alice 192 168 42 x 24 VA 192 168 52 1 24 192 168 42 1 24 4 3 SCN 2 j Site B remote user Carol 192 168 62 x 24 192 168 62 1 24
31. icense within the scope of the license types described below The applicable number of licenses and units of capacity for which the license is granted will be one 1 unless a different number of licenses or units of capacity is specified in the Documentation or other materials available to End User Designated Processor means a single stand alone computing device Server means a Designated Processor that hosts a software application to be accessed by multiple users Software means the computer programs in object code originally licensed by Avaya and ultimately utilized by End User whether as stand alone Products or pre installed on Hardware Hardware means the standard hardware Products originally sold by Avaya and ultimately utilized by End User License Type s Designated System s License DS End User may install and use each copy of the Software on only one Designated Processor unless a different number of Designated Processors is indicated in the Documentation or other materials available to End User Avaya may require the Designated Processor s to be identified by type serial number feature key location or other specific designation or to be provided by End User to Avaya through electronic means established by Avaya specifically for this purpose Copyright Except where expressly stated otherwise the Product is protected by copyright and other laws respecting proprietary rights Unauthorized reproduction transfer
32. keys this can be done using merge 10 Click 2 and receive the configuration from the IP Office system again 11 Click License 12 Verify that the Status of the license entered has changed to Valid If a license is listed as Invalid ensure that it was entered correctly Checking Licenses using Phone Manager The number of licenses available and the number still free can be checked through any running copy of Phone Manager 1 Select Help gt About Phone Manager 2 Hold down the Ctrl and Shift keys A list of licenses is shown Phone Manager Page 13 IP Office Issue 05a 01 February 2010 1 5 Changing IP Office Manager Within the IP Office configuration a number of user settings for Phone Manager are located on the User Phone Manager Options tab These settings can be applied in a number of ways e They can be applied to the user the first time they start Phone Manager on a PC but then changed by the user e They can be applied to the user every time they start Phone Manager e They can be set as part of a set of User Rights which are then associated with the users to which they should be applied This method allows the same settings to be applied to a large number of users and then be altered as required through the User Rights rather than having to alter each individual user Important 1 The key setting that must be completed is the Phone Manager Type By default this is set to Lite for Phone Manager Lite operatio
33. n 2 User s intended for Phone Manager PC Softphone must be associated with a non physical VolP extension within the IP Office configuration that is not with a physical VolP phone extension IP Office Manager Configuration Settings 1 Open IP Office Manager Click 2 and receive the configuration from the IP Office system 2 Click i and click the user s extension number in the Navigation Pane 3 Select the Phone Manager Options tab Those options marked with a icon can also be set as part of the User Rights e Allow user to modify Phone Manager settings Default On This setting is used with the Phone Manager Status Options Screen Pop Options and Hide Options below It controls whether those options are applied every time the user starts Phone Manager or only the first time the user starts Phone Manager e Ifthis setting is enabled then the IP Office configuration setting of those options are only applied the first time a user starts Phone Manager on a PC Those settings become part of the user s Phone Manager profile on that PC They can be changed by the user through Phone Manager On subsequent Phone Manager starts the Manager settings are ignored e If this setting is not enabled the IP Office configuration settings are applied every time the user starts Phone Manager and cannot be overridden by the user e Agent Mode Default Off 8 This option controls the setting of the Agent Mode option on the Configure Preferences
34. n of the Phone Manager Pro Phone Manager PC Softphone options Hide on close and Hide on no calls e The Allow user to modify Phone Manager settings option controls whether these settings are applied only when Phone Manager is first started or every time Phone Manager is started 4 Select the Telephony tab Check the following options e Call Waiting On When Call Waiting is on there is an audible tone when you are on a call and another call arrives Phone Manager allows the user to see the details of both calls and to switch between calls and is therefore a useful feature for users with analog extensions This option is ignored for users logged on to phones with multiple call appearances e Busy On Held When a call is placed on hold it might be inconvenient to receive any further calls For analog extension users it is recommended that Busy on Held is switched on A busy tone is heard by further callers until the held caller is cleared This option is ignored for users logged on to phones with multiple call appearances e Offhook Station Off Hook operation allows actions in Phone Manager such as answer or make a call to be mirrored by the handset hook switch of the users telephone Depending on the phones hands free capabilities this allows the user to answer end and make calls using Phone Manager This is not supported for analog extensions 5 Click OK 6 Repeat for any other users 7 1f all IP Office configuration changes are comple
35. ns of documentation go to the Avaya Support web site http Awww avaya com support or the IP Office Knowledge Base http marketingtools avaya com knowledgebase Avaya Support Avaya provides a telephone number for you to use to report problems or to ask questions about your contact center The support telephone number is 1 800 628 2888 in the United States For additional support telephone numbers see the Avaya Web site http Avww avaya com support Phone Manager Page 2 IP Office Issue 05a 01 February 2010 Contents 1 Phone Manager 1 1 Installation Summary 8 1 2 Pre Installation Requirements 9 1 3 Planning FOM Si sus passo renee vane hen co gpa dunigcoms 11 1 4 Entering License Keys 13 1 5 Changing IP Office Manager 14 1 6 Installing Phone Manager Software 16 1 7 Configuring a PC Softphone eeeeeeeeeceeeeeeteeeeeeeees 22 1 8 Phone Manager Ports and Firewalls 24 1 9 Removing Old Phone Manager Software 25 1 10 Upgrade Procedure 25 1 11 VoIP Quality of Service QOS ee eee 26 1 12 Telecommuter Mode 27 2 Configuration 2 1 User Settings and Profiles 30 2 2 Directory Entries rea 30 2 3 Citrix Thin Client Phone Manager 31 2 4 Play Sounds Option 32 2 5 Configuring Instant Messaging 33 2 6 VoIP Notes nuii teses osiazoas el ian a eo ee
36. o make alterations or amendments to the detailed specifications at its discretion The publication of information in this document does not imply freedom from patent or other protective rights of Avaya or others Intellectual property related to this product including trademarks and registered to Lucent Technologies have been transferred or licensed to Avaya All trademarks identified by the or are registered trademarks or trademarks respectively of Avaya Inc All other trademarks are the property of their respective owners This document contains proprietary information of Avaya and is not to be disclosed or used except in accordance with applicable agreements Any comments or suggestions regarding this document should be sent to wgctechpubs avaya com 2010 Avaya Inc All rights reserved Avaya Unit 1 Sterling Court 15 21 Mundells Welwyn Garden City Hertfordshire AL7 1LZ England Tel 44 0 1707 392200 Fax 44 0 1707 376933 Web http marketingtools avaya com knowledgebase Phone Manager Page 50 IP Office Issue 05a 01 February 2010
37. on on the main menu bar Bitmap for maximize button on the main menu bar 3 3 3 0 H e Is o o 9 9 358 O x un ao D eo gt 9 8 35 3 D 3 c eg 9 5 3 3 T c 5 Bitmap for the minimize button on the main menu bar The following SkinControls need to be defined in Phone Manager ab Bitmaps for the tabs In Out All Missed Messages Speed dials etc Bitmaps for the panels used in various dialogs Make Call Directory Config PBX etc Toolbutton Bitmaps for buttons in the toolbar except for the volume control see the toolmenutrack itmap for the background of the main window Bitmap for the background of the toolbar area Toolpanel itmap for the background of each toolbar itmap for the background of the main menu bar itmaps for check boxes tdlabel roupbox Din wn ww Dim o F a 3 D e ke a E O S D o D v tmaps for group boxes itmaps for edit controls Bitmaps for the volume control buttons on the toolbar Bitmaps for the vertical scroll bar used in various places itmaps for the up down button to scroll the tabs Bitmaps for the volume control slider 0elnaos aowa 8 a 8 13 6 1 3 ee wile 30059 D 2 gt 9 DST is E Do ella o Ee a 2 x o e 5 Phone Manager uses a second ini file called dialog in1 to define the appearance of the dialogs The following table describes the various sections in the ini file
38. ong as they are in 16 bit mono wav file format e NewCall wav Ringing Separate files NewCall Eng wav and NewCall_ enu wav can be used to replace the file with either UK or US ring tone respectively e NewCallWaiting wav Ringing e NewMessage wav You have a new message supplied in appropriate language variants e Ding wav Ding To turn on the Play Sounds option 1 Click gt Phone Manager Alternatively click View gt Preferences gt Phone Manager QO Pop Phone Manager Q Show All Q Hide on Close Q Show In Q Play Sounds Q Show Out QO Hide on no Calls Q Show Missed O Pop on Answer Q Show Messages Pop on Page Call Q Show Status Q Enable VoIP Show Cost of Call Q Show Account codes 2 Check Play Sounds Incoming calls are alerted by an incoming sound 3 To save your changes click OK Phone Manager Page 32 IP Office Issue 05a 01 February 2010 Configuration Play Sounds Option 2 5 Configuring Instant Messaging The Instant Messaging function of Phone Manager was developed and tested against Microsoft s Live Communication Server LCS 2003 It has also been run using LCS 2005 The LCS server requires both a Microsoft LCS server license and a LCS client license for each user In addition it requires each Phone Manager user to also have Windows Messenger installed and running You can Instant Message a user through the Speed Dial icons in the Speed Dial Call History Pane Requirements 1 LCS server PC
39. ort 802 1p and the Windows QoS Scheduler must be installed The DSCP value might need to be changed To change the DSCP value 1 Select Start gt Run and enter gpedit msc 2 Open Local Computer Policy gt Computer Configuration gt Administrative Templates gt Network gt QoS Packet Scheduler 3 For the Guaranteed Service Type enter the required DSCP value Windows 2000 e The network card interface being used must support 802 1p e The following DWORD registry key must be added and set to 0 to enable DSCP marking HKEY_LOCAL_MACHINE System CurrentControlSet Services Tcpip Parameters DisableUserTosSetting e To change the DSCP value to match that being used by the IP Office network add the following DWORD registry key set to the required value HKEY_CURRENT_USER Software Avaya IP400 PhoneManager DSCP Phone Manager Page 26 IP Office Issue 05a 01 February 2010 Phone Manager VoIP Quality of Service QoS 1 12 Telecommuter Mode As normal Phone Manager is used for call control and information over a data connection to the IP Office with the speech part of those calls being carried on a separate parallel voice call connection IP Office 4 1 and Phone Manager 4 1 support Telecommuter mode which allows the speech connection to be a remote phone location not on the IP Office Use of this mode is can be assigned to users in the IP Office 4 1 configuration by the System Administrator Speech Connection Telecommuter
40. ptions These options allow the user access to the indicated configure preferences tabs within Phone Manager e The controllable tabs for Phone Manager Lite are Telephone and Do Not Disturb e The additional controllable tabs for Phone Manager Pro and Phone Manager PC Softphone are Screen Pop Compact Mode Agent Mode Voicemail Voicemail and Voicemail Ringback controls only and in IP Office 4 0 and higher Mobile Twinning Phone Manager Page 14 IP Office Issue 05a 01 February 2010 Phone Manager Changing IP Office Manager e Screen Pop Options These options allow selection of the Phone Manager Pro Phone Manager PC Softphone screen pop options Ringing Answering Internal External and Outlook e The Allow user to modify Phone Manager settings option controls whether these settings are applied only when Phone Manager is first started or every time Phone Manager is started e Phone Manager Status Options 8 These options allow selection of the tabs to show within the call history area of the user s Phone Manager e The tabs selectable for Phone Manager are All Missed Status and Messages e The additional tabs selectable for Phone Manager Pro and PC Softphone are Incoming Outgoing and Account Codes e The Allow user to modify Phone Manager settings option controls whether these settings are applied only when Phone Manager is first started or every time Phone Manager is started e Hide Options These options allow selectio
41. r more information see Installing Phone Manager Software 16 gt Phone Manager Page 8 IP Office Issue 05a 01 February 2010 Phone Manager Installation Summary 1 2 Pre Installation Requirements O Materials Required e O Phone Manager Software The Phone Manager software is provided either on e O The IP Office User Application CD e O The IP Office Applications DVD e O Alternately the software can be downloaded from http support avaya com e O AvayaFW bat This file is a batch file that adds various IP Office applications and the ports that they frequently use as exceptions to the Windows in built firewall settings This file can be downloaded from http marketingtools avaya com tools firewall e O Licenses Phone Manager Lite does not require any licenses Phone Manager Pro and Phone Manager PC Softphone require the following licenses entered into the IP Office system configuration The licenses must match the serial number of the Feature Key dongle present in the IP Office system e O Phone Manager Pro per user Enables Phone Manager Pro for 1 5 10 20 50 100 or unlimited users e O Phone Manager Pro IP Audio Enabled per seat Enables Phone Manager Pro IP Softphone operation for a user The user also requires a Phone Manager Pro license O Information Required This information can be gathered by completing the Planning Forms included in this documentation The following minimum information is
42. rd German Italian Japanese Korean Norwegian Portuguese Brazilian Portuguese Standard Russian Phone Manager IP Office Page 16 Issue 05a 01 February 2010 Phone Manager Installing Phone Manager Software 6 Select the language for the installation and click Next The Preparin IP Office User Suite InstallShield Wizard Setup screen appears for a moment Preparing Setup Please wait while the InstallShield Wizard prepares the setup IP Office User Suite Setup is preparing the InstallShield Wizard which will guide you through the rest of the setup process Please wait mma o InstallShield 7 The Welcome to the InstallShield Wizard for IP Office User Suite window appears IP Office User Suite InstallShield Wizard Welcome to the InstallShield Wizard for IP Office User Suite The InstallShield Wizard will install IP Office User Suite on your computer To continue click Next Cancel 8 Click Next Phone Manager Page 17 IP Office Issue 05a 01 February 2010 9 The Customer Information window appears IP Office User Suite InstallShield Wizard Customer Information Please enter your information User Name Company Name Why Install this application for Anyone who uses this computer all users Only for me Mark es 10 Type the user and customer name 11 Select Anyone who uses the computer and click Next 12 The Choo
43. re brackets If the title bar displays Phone Manager it is not connected to the switch e Only one instance of Phone Manager can be run at a time When starting Phone Manager if an existing instance of Phone Manager is detected the additional Phone Manager will exit silently e Phone Manager checks with the switch once every minute for the availability of the voicemail server The record and message panes are enabled or disabled accordingly If the messages pane is unavailable check the status of the voicemail server e Do not connect 2 or more Phone Managers to the switch using the same user name especially when Phone Manager is operating in VoIP mode This will lead to unpredictable or incorrect operation of Phone Manager 2 1 User Settings and Profiles For Phone Manager 3 0 onwards all user settings are stored in a single local profile file The exception is local directory numbers The profile file name matches the user s extension number for example 212 xml By default the files are stored in My Documents Avaya I P 400 PhoneManager Profiles This file is created when a user with that extension number first uses Phone Manager The file is not deleted by removal of the Phone Manager application and a separate file is created for each extension number using Phone Manager on that PC and that particular PC log on Within Phone Manager the File gt Save Profile option can be used to save a copy of the profile to a different lo
44. rom the user s Phone Manager Pro PC to the IP Office when remote from the IP Office network is outside the scope of this documentation The methods will depend on the customer network and methods of Internet connection available The use of VPN is recommended to ensure secure connection between the remote site and the customer network Phone Manager Page 27 IP Office Issue 05a 01 February 2010 Continuous Mode A key consideration for telecommuter operation is the trunk types involved During Phone Manager login as a remote telecommuter the user is able to select whether for that location they should select Continuous Mode or not Continuous Mode changes the behaviour of Phone Manager and must be used when trunks without reliable disconnect are in use or suspected to be in use between the IP Office and the user location e Off If Continuous Mode is not selected the IP Office will only call the remote location number when required that is when making or receiving an IP Office call For example when making a call using Phone Manager the IP Office will call the remote location when answered it will make another call using the number requested in Phone Manager You can end the call through either Phone Manager or by replacing the handset e In this mode it is possible for the remote location phone to make and receive non IP Office calls IP Office calls can be distinguished by their indication in the Phone Manager call details display e Calls
45. s optional but is highly recommended Windows 2000 and Windows XP are able to provide the user with QoS that can be configure to match the QoS settings of the IP Office See VolP Quality of Service QoS 26 gt Phone Manager Page 23 IP Office Issue 05a 01 February 2010 1 8 Phone Manager Ports and Firewalls Phone Manager uses the following IP ports for communication with the IP Office If a firewall is placed between the user PC and the IP Office traffic on these ports should be allowed e Port 69 on the IP Office and the Phone Manager PC TFTP This is used by the Phone Manager to obtain data from the IP Office such as user name lists and the switch directory TFTP is also used during the application log on e Port 50796 on the IP Office IPO PC Partner This port is used by Phone Manager and Soft Console applications to establish communication with the IP Office for call signalling configuration changes etc e Port 50799 on the Phone Manager PC IPO BLF Updates Used by Phone Manager to receive status updates for internal speed dial icons These are sent from the IP Office using the 255 255 255 255 broadcast address e VoIP Phone Manager Pro PC Softphone uses ports 1719 and 1720 for H323 Gatekeeper discover and then a range of ports for VoIP Therefore we can only recommend Phone Manager Pro PC Softphone operation across a firewall when using VPN to tunnel the connection Using AvayaFW bat This file is a batch file that adds v
46. se Destination Location window appears IP Office User Suite InstallShield Wizard Choose Destination Location Select folder where setup will install files Setup will install IP Office User Suite in the following folder To install to this folder click Next To install to a different folder click Browse and select another folder Destination Folder C Program Files Ayvayas P Office 13 Leave the directory setting at default unless absolutely necessary Click Next Phone Manager Page 18 IP Office Issue 05a 01 February 2010 14 The Setup Type window opens IP Office User Suite InstallShield Wizard Setup Type Select the setup type that best suits your needs User Suite Click the type of setup you prefer Compact Custom Phone Manager Installing Phone Manager Software Description Program will be installed with the most common options Phone Manager with all Languages and TAPI Recommended for most users Space onL Required 50MB Available 10445 71 MB 15 Select either Compact or Typical e Compact installs just Phone Manager and the language files that best match the PC e Typical installs Phone Manager and all supported languages plus the IP Office TAPI software 16 Click Next 17 The Start Copying Files window opens To review or change any settings click Back IP Office User Suite InstallShield Wizard Start Copying Files Review settings before copying files
47. sociated with your Instant Message profile 8 For Phone Manager to remember your password check Password You do not have to re enter your password if this box is checked 9 To save your changes click OK Phone Manager Page 33 IP Office Issue 05a 01 February 2010 To configure an audible alert Phone Manager does not give any audible alert when an instant message is received However alerts can be configured through the Windows Control Panel Click Start gt Settings gt Control Panel Select Sounds and Multimedia or Sounds and Audio Select the Sounds tab Scroll down the list of Program Events until the events for Windows Messenger are shown ON es Se NS a Configure the events as required and click OK Phone Manager Page 34 IP Office Issue 05a 01 February 2010 Configuration Configuring Instant Messaging 2 6 VoIP Notes If the audio codec is changed in Phone Manager the application must be restarted for the change to take effect If the main window does not appear after a long time this may be because Phone Manager is trying to communicate with the VoIP server and the server is not responding Use the Windows Task Manager to terminate the process iClaritySrv exe and phonemanager exe and restart the Phone Manager Windows 2000 If Phone Manager PC Softphone operation appears to be degraded when the user performs operations such as scrolling through a large document the priority given by the PC to the iCl
48. te click id and send the configuration back to the IP Office Phone Manager Page 15 IP Office Issue 05a 01 February 2010 1 6 Installing Phone Manager Software This process assumes that the user s PC is connected to the LAN and able to see the IP Office To install Phone Manager 1 Ensure that you have e IP Office user name and password e Phone Manager software or path to Phone Manager software on the network e AvayaFW bat file or path to that file on the network 2 Log on using an account with administrator rights for the PC that is sufficient rights to install applications 3 Check whether Phone Manager is already installed or not If already installed e If the version is pre Phone Manager version 3 2 it must be removed before proceeding any further See Removing Old Phone Manager Software 25 e If the version is Phone Manager 3 2 or higher it can be upgraded See Upgrade Procedure 25 4 Inserts the media containing the Phone Manager Software or browse to the network location where the software has been placed e If installing from the IP Office User Applications CD the CD should auto start If not open the CD and double click on setup exe 5 The Setup Language window appears IP Office User Suite InstallShield Wizard Choose Setup Language Select the language for the installation from the choices below Chinese Simplified Chinese Traditional Danish Dutch Finnish French Standa
49. test your skin definition Phone Manager Page 44 IP Office Issue 05a 01 February 2010 Creating Custom Skins 4 1 Phone Manager Skin Objects and Controls To create a new skin make a copy of the Avaya skin definition folder in the skin directory C Program Files Avaya P Office Phone Manager Skin and rename Make the necessary changes required by your design Modify the bitmaps the skin objects and the skin controls There are a number of sections in the Avaya skin definition ini file The following table describes the various sections in the ini file ersion information and comments itmap files used by the skin definition itmaps for the main window PopupWindow itmaps for any pop up windows menu etc Bitmaps for tool tip Windows elements pertaining to the main window caption bar menu bar maximize minimize and close buttons The following SkinObjects need to be defined for the Phone Manager main window Bitmap for the close button in the main window itmap for the maximize button in the main window itmap for the system menu button in the main window itmap for the minimize button in the main window tmap for each item in the menu bar Bitmap for the main window caption bar itmap for each item in the drop down menu menubarsystemmenubutto Bitmap for the system menu button on the main menu bar 3 UI tod 254 2 9 5 D E o 3 3 g S rg E 6 g 8 5 a D 3 Bitmap for close butt
50. tion describes how to create and loada skin for use on the IP Office Phone Manager and SoftConsole applications However it does not attempt to teach how to use the required Skin Development application Nor does Avaya support use of skins other than those installed by Avaya as part of the default application installation The example shown is Phone Manager with a skin called Gradic loaded Phone whiner ere WERE GAE an BIB Oiler to taj ot Configure Functions Help as FECES seen UR DR WL E In 10 Out 5 Missed 1 All 16 Messages Speed Dials Acid gt Number From To Tag E 4200 Reception U All Extensions 14 40 Mo 4200 Reception U All Extensions 13 17 Mo 8004200 CHRISTINE J Mark Gallag 09 51 Th 4686 Extn 4686s Mark Gallaq 4 03 PM To load a new skin in Phone Manager 1 Click View Load Skin 2 Browse to the folder containing the new skin and select the skin ini file Phone Manager skin files are located by default in C Program Files Avaya IP Office Phone Manager Skin 3 Click OK If you want to create a skin then skin development software is required In the example the Business Skin Form from Almediadev SkinBuilder exe was used Trial software and a number of samples are available from www almdev com The SkinBuilder exe application must be used to create or edit a skin This application allows you to manipulate your skin visually and has a built in tester to
51. ved in conferences at the same time is limited by the conference capacity of your IP Office telephone system Maximum Callers Maximum Total Maximum Number of in Any One Number of People on Conferences on the Conference Conference Calls System Small Office Edition 6 24 8 1P403 64 64 21 1P406 64 64 21 1P412 64 128 42 IP500 64 64 21 e If IP Office Conferencing Center is installed 5 resources are reserved for use by the system for example call recording The maximum number of callers in any one conference and the total number of people on conference calls is reduced by 5 The maximum number of conferences on the system for 1P403 1P406 and IP412 is reduced by 2 Examples 1 1P403 and IP406 support multiple conferences adding up to 64 callers in conferences e 21 x 3 way conferences e 1 x 10 way conference plus 11 x 3 way conferences Free capacity for 20 more conference callers to join new or existing conferences 2 1P412 supports multiple conferences totaling up to 128 callers in conference with no more than 64 callers in any one conference e The IP412 supports two 63 party conference banks When a new conference is started the bank with the most free capacity is used for that conference However once a conference is started on one conference bank that conference cannot use any free capacity from the other conference bank Phone Manager Page 37 IP Office Issue 05a 01 February 2010 2 9 Command Line Options 2

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