training for installation & setup/user guide

Copyright © Blue-Wireless Pty Ltd 2005

SoftBX

Windows™ SoftPhone & Operator SoftPhone

Training for

Installation & Setup/User Guide


SoftBX

entering the location of a server

Server information including location and connection settings are displayed following the first successful login to the server

Enter a name for the server location

Enter either the IP address or the URL (Uniform Resource Locator) for the server location. e.g. blue-wireless.mine

SoftPhones located anywhere can login to individual SoftBX Servers located anywhere


SoftBX

entering additional server locations

Repeat for each server location

Enter a name for the server location

Enter either the IP address or the URL (Uniform Resource Locator) for the server location. e.g. blue-wireless.mine

Server information including location and connection settings are displayed following the first successful login to the server


SoftBX

activating a server location

Click activate to select the server to log into

Right mouse click menu


SoftBX

logging on to a server

Enter password (default password setting is the same as user name)

Enter user name. User name is allocated by the system administrator

Click ‘key’ icon to login


SoftBX

softphone system settings - IP

Click ‘wheel’ icon to access system settings

Click the system settings – IP tab

Enter the IP address or URL of the H.323 Gatekeeper (only needed if it is not on the same server PC as the SoftBX Call Server)

Features available to this SoftPhone are displayed.

Check to stop this SoftPhone’s extension number from being sent to called parties

Check to activate voice compression for slow data networks (G.726 – 32Kbps) Default is unchecked (G.711 – 64Kbps)

Note: the Server button (which provides access to additional SoftBX Server settings) is only visible when the SoftPhone extension is a Supervisor. Refer to Training slides in TrainingServer.pps for server configuration options


SoftBX

softphone system settings - audioClick the ‘audio’ tab to access audio settings

Audio devices available are displayed in the drop down boxes

Select the audio device for playback: the selected device will be the telephone speaker.

Select the audio device for mixing: the selected device provides level/volume adjustments.

Select the audio device for ring indication: incoming calls will ring via the the selected device

Select the audio device for recording/microphone input: the selected device will be the telephone microphone.

Check to enable ring indication via the internal PC chassis speaker, in parallel with the audio device ring indication.

Check to enable automatic microphone adjustment for each call

Check to enable silence detection: voice data will not be sent during silence – similar to voice switching

Check to play a wave file as the ring indicator via the PC sound card


SoftBX

softphone system settings - phone

Check to enable SoftBX window to “Popup” when an incoming call arrives

Select a wave file (using the drop down box or the browse button) to be played when calls are on hold

Select a wave file (using the drop down box or the browse button) to be played as a ring indicator for incoming calls

Select a the ‘optional’ phone device (using the drop down box) – this is used for facsimile or analog connections: default = ‘none’

Check to answer incoming calls automatically

Check to enable automatic redial facility

Check to enable automatic recording of calls

Click the ‘phone’ tab to access SoftPhone settings

If this extension is in a Pickup Group: Check to enable audio beep in speakers/USB handset when a call has released to the group from an unanswered call to a group member. (SIP phones dial “#*” for group pickup or “#NNN” for directed call pickup where NNN is the group member’s extension number)

Check to have SoftBX prompt you to ‘create’ a new phonebook entry when a call is received from a caller that has no existing entry in your phonebook

Check to answer incoming calls using the ‘return’ key


SoftBX

softphone system settings - email

Enter the user email account password

Set the time period to check for new incoming email

Check to activate SoftBX mail service: SoftPhone will interrogate local email client software (e.g. Outlook, Outlook Express) for new mails which it will indicate via a counter in the VM panel (lower left of SoftPhone window). User must go to separate email application to view emails

Check to always create a Journal entry for all email activity, collecting and sending.

Check to create a Journal entry only if mail is found

Click the ‘email’ tab to access SoftPhone email settings

Enter the user email account address/name – refer to administrator for correct format (e.g. [email protected])


SoftBX

call in progress

The called or calling number is displayed during ringing or connected call states

Extension number of this SoftPhone

icons indicate user is:

Orange = logged on or forwarded

Blue = in a call

Silver = logged off

Orange with blue dot = released in group (user can double-click on the released extension to ‘pick up’ the call)

Double click extension to call or enter extension or external number in the phone number field using PC keyboard or the dialpad then click green phone button to call.

Dialled or received number appears in first caller position. Next caller will appear in second caller box


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minimise to dialer only

Click window button to minimise to dialer only – click again to enlarge to full window

CLID still can be seenClick and drag to side of window as required


SoftBX

2 calls in progress

First call answered with click on green phone button. Click green ‘hold’ button to place call on hold – caller will hear ‘please hold’ message

Second call answered. Conference together with own client or select another extension and click transfer to release the call and return to first caller

First or second call can be ‘drag and dropped’ onto another extension using the mouse (‘blind transfer’)

Note: If 2 external callers are conferenced then 2 external lines are busy for the duration of the call


SoftBX

right mouse click options (supervisor only)

Delete Extension.

Forwarding option enables display or editing of call forward settings: forward targets, ring delay settings, voice mail email attachment settings, forwarding call types, active days and times and activation when logged on or logged off

Properties option displays and enables editing of basic settings and Incoming and outgoing settings.

Log the extension offReset Password enables the supervisor to reset the users password to default value

Note: The Right Mouse Menu options for an extension can only be set by either a Supervisor (refer this slide) or the logged in user of that extension (refer next slide). No other user can set or change another user’s extension options unless enabled to do so by Supervisor settings

Copy this extension to another level in the status display

Click to send call back request instant message (IM)


SoftBX

right mouse click options (non-supervisor)

Toggle to enable one connection/line or two connections/lines for this extension

Note: The Right Mouse Menu options for an extension can only be set by either a Supervisor (refer this slide) or the logged in user of that extension (refer next slide). No other user can set or change another user’s extension options unless enabled to do so by Supervisor settings

Forwarding option enables display or editing of call forward settings: forward targets, ring delay settings, voice mail email attachment settings, forwarding call types, active days and times and activation when logged on or logged off.

(This option will only be visible if this SoftPhone has been authorised to change its own forwarding options and has selected/highlighted its own extension, or it has been authorised to change the forwarding options of another extension which it has selected/highlighted)

User Name – for Information only


SoftBX

voice mail settings

Total calls received

Blue arrow - voice mail panel is open. Orange arrow – voice mail panel is closed – click on arrow to toggle between open & closed

Playback volume

voice mail on/off

Play/Listen to incoming messages

Left Mouse Click to record a user outgoing message/announcement

Right Mouse Click to play default outgoing message/announcement

Caller ID: displayed when retrieving and playing message

Stop message playback


SoftBX

Enter notes relevant to this contact

Set individual ring indicator if required

Phonebook stores contact details for retrieval and click-to-dial calling

Future option

Record VM (voice messages) save and retrieve messages for this contact

setting up new phonebook entry

Enter phone numbers

Enter Contact details

Click the ‘notes’ button To display the notes panel shown on the right

Select by browsing documents to associate with this contact. Right click to set ‘open automatically’ for CRM ‘window pop’

Record – Stop – Play – Browse - Delete


SoftBX

instant message-received

Incoming email & messages counter. Go to separate email application to view emails

IM (Instant Messaging) can to be sent and received between SoftPhones.

Double click mail to open mail viewer

Click the ‘mails’ tab

Voice mail counter


SoftBX

Click send

Select one or more user entries to receive message – enter subject, then type a message

Right click extension, click send message – this option is only available on SoftPhone clients

Click high, normal, low, to set priority

instant message-sending

Alternatively, simply request a user to call back by clicking ‘request call back’ to send an IM (instant message)


SoftBX

setting absence rules/call forwards

SoftBX provides call forwarding when the user is absent. Multiple forwarding rules can be configured and activated as required.

Click the ‘absence’ tab to view rules

Click ‘delete’ to delete the absence ruleClick the ‘activate rule if logoff’ to set the rule active only if the user is logged off

Click the ‘activate rule if logon’ to set the rule active only if the user is logged on

absence rule name – information only

Click ‘properties’ to view or edit absence rule (refer next slide)

Right mouse click the ‘absence’ rule to display menu options


SoftBX

Set forwarding numbers: for external numbers omit the ‘0’ to dial out of SoftBX and omit the leading ‘0’ in STD Area codes

Set number of rings before next forward Name for Forwarding Rule

forwarding target settings

Set priority or order for each forward

Click to turn voice mail on or off as last choice after all forwards – crossed = off


SoftBX

forwarding to voice mail settings

(Future Option – scheduled for implementation next major release): Select a wave file as a sign off message

Activation rule: select the type of call, apply to and exception rules.

Select the wave file to provide an announcement to the caller. This announcement is recorded using the SoftPhone voice mail panel

Activation rule: busy or alwaysRemote message retrieval (only possible if extension is logged off and calling from a DTMF phone): call own number from remote telephone, as the announcement is playing enter the PIN code and press ‘#’, if the PIN is correct a message ‘PIN code OK’ will be heard (if not, nothing will be heard), press ‘#’ again to play messages.

First and second email addresses for notification:

1. first email address enables forwarding of the voice mail (VM) as a wave file attachment.

2. second email address enables notification only

3. PIN code (1 to 5 digits) to be used for remote access to VM


SoftBX

Press ‘Save’ to save and exit

forwarding rules settings

Set a date/time range for forwarding to be active

Activation rule: Check to activate this forward when this extension is logged on

Activation rule: Check to activate this forward when this extension is logged off

Set call forwarding schedule for days of the week and special days


SoftBX

managing journal entriesRight mouse click an entry to select an option

Click ‘print’ to print the entry

Click ‘delete’ to delete the entry

Click ‘filter’ to use the filter facility to search for entries.

Click ‘call request’ to copy the dialled number from the entry to the ‘phone number’ field in the SoftPhone – then click green phone button to call

Click ‘copy to call-list’ to copy the dialled number from the journal entry into the call schedule facility.

Click

‘save as text file’,

- to copy the journal entry details to a text file for external processing


SoftBX

setting journal entry filter

Click the tab corresponding to the type of search required:

-serial number of the record

-date

-time

-charging information

-duration (of the call)

-partner (called number)

-provider (telco carrier)

-state (call state)

Journal entry filter provides facilities to search the list of journal entries by specific details

Check to save the filter criteria for later use

Enter search criteria in the

-from

-to

-or the ‘quick search by phone number’ fields & click ‘ok’


SoftBX

call scheduler

Enter any relevant comments

Enter details of person or company to be called

Enables a user to set reminders for calls they need to be make

Phone book entries appear here as contacts – use drop down box to select then click ‘save’

Set Date and Time for reminder


SoftBX

setting call schedule filter

Enter search criteria in the

-from

-to

-or the ‘quick search by phone number’ fields & click ‘ok’

Call schedule filter provides facilities to search the list of calls that are scheduled

Click the tab corresponding to the type of search required:

-phone number

-name, first name

-company

-date

-time

-comment

Check to save the filter criteria for later use


SoftBX

call schedule reminder Call schedule reminder will popup at the nominated time for the call

Click when to respond

If this option is selected then:

Set new date and time for reminder here & click ‘ok’

‘if extension is free’: This option will only be available if the called extension is a ‘SoftPhone’ on the same SoftBX server. For all other types of extensions and for outside calls it is disabled


SoftBX

automatic redial

This window opens when call is made to a busy extension or if a call is terminated with no answer.

Click ‘automatic redial’ to set feature

If the other party is a SoftPhone on the same server the option ‘if extension is free’ can be enabled. Once the other party is free a window ‘Number is now free’ appears and the originator’s SoftPhone rings

Select the time you want to auto-redial the other party.


SoftBX

status display levels – multi-department or companiescreate a multiple level status display by adding tabs – note that the main ‘overview’ tab cannot be edited and the entries in the levels are copies of those in the overview

Double click under the last tab to create a new one then type in the name e.g. warehouse and click save

To delete a tab double click the tab itself and delete the label and save

To add an extension to a level right click the entry then click ‘copy to:’


SoftBX

conference bridge Note: conference bridge is limited only by available bandwidth

While the status display is active click the ‘down arrow’ icon

Use buttons to set up the parties then using the green phone button call each party to invite them to take part in the conference

Alternatively: To call all parties at once, hold the control key while mouse clicking each of the parties. Once all are selected click the green phone button to call and invite them to the conference


SoftBX

operator logon

Click ‘key’ icon to login

Enter user name as ‘exchange’. This cannot be edited for the operator

Enter password (default password setting is the same as user name)


SoftBX

operator main screen

Operator number

Calls in waiting loop are queued in order of arrival. Time of arrival and waiting time are displayed

Called or received number appears in first caller position. Next caller will appear in waiting loop

Click and drag call to either 1st or 2nd caller box to answer or drag direct to extension. Once answered call can be click & dragged from caller box to extension (blind transfer)

The called or calling number is displayed during ringing or connected call states

Double click extension in status display to call or enter extension or external number in the phone number field using PC keyboard or the dialpad then click green phone button to call.

icons indicate user is:

Orange = logged on or forwarded

Blue = in a call

Silver = logged off

Orange with blue dot = released in group (user can double-click released extension to ‘pick up’ the call)

training for installation & setup/user guide

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