Zultys Advanced Communicator ZAC 2.0 User Manual

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1 December 16 Zultys Advanced Communicator ZAC 2.0 User Manual Author: Zultys Technical Support Department Z u l t y s, I n c L u c e r n e S u n n y v a l e, C a l i f o r n i a, U S A w w w. z u l t y s. c o m

2 No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without the express written permission of Zultys, Inc. Under the law, reproducing includes translating the document s content into another language or format. Information in this document is subject to change without notice. Every effort has been made to ensure that the information in this document is accurate. Zultys, Inc. is not responsible for printing or clerical errors. Any troubleshooting suggestions or suggestions for resolving common issues included in this document are recommendations made by Zultys Technical Support team and are not guaranteed to resolve every issue the reader may encounter. Page 2 of 61

3 1 Contents 2 ZULTYS ADVANCED COMMUNICATOR DESCRIPTION PC REQUIREMENTS MAC REQUIREMENTS OTHER REQUIREMENTS NEW FEATURES INSTALLATION PC MAC OPERATION LOGIN SCREEN MAIN SCREEN NOTIFICATIONS TASKBAR OPTIONS: OPTION MENU PRESENCE INDICATOR/SELECTOR BUDDIES SCREEN RECENT ACTIVITIES SCREEN DIAL SCREEN VOIC SCREEN CONTACTS SCREEN PARKED CALLS SCREEN TEAM MESSAGING - CHAT GROUPS FAX CONFERENCE DIGITAL SECURITY CERTIFICATES GENERATING A SECURITY KEY GENERATE AND INSTALL A SELF-SIGNED CERTIFICATE GENERATE A REQUEST FOR A CERTIFICATE FROM A CERTIFICATE AUTHORITY INSTALL A CERTIFICATE FROM A CERTIFICATE AUTHORITY UPLOAD CERTIFICATE Page 3 of 61

4 3.6.2 UPLOAD -> CERTIFICATE CHAIN Page 4 of 61

5 2 Zultys Advanced Communicator Description Zultys Advanced Communicator is a Unified Communications client software that provides a powerful, easy to use interface to access the capabilities of the MX system. 2.2 PC Requirements Version Windows 7 (32-bit or 64-bit), Windows 8 (32-bit or 64-bit), Windows 10 (32-bit or 64-bit) RAM 256 MB standard Processor 1 GHz minimum Hard Drive Space 100 MB 2.3 MAC Requirements Version OS X v10.6 Snow Leopard or higher (64-bit only) RAM 1GB Processor 1GHz Intel Core 2 Duo (64-bit) Hard Drive Space 150 MB 2.4 Other Requirements MX software version (or greater) Security certificate installed on the MX (Section 3.2 ) MXIE license for each user 2.5 New Features Zultys Advanced Communicator 2.0 introduces support for the following features: On demand Call Recording MXconference and Mxmeeting integration Fax support Microsoft Outlook contact integration (32 and 64 bit) Microsoft Office Unified Communications Page 5 of 61

6 2.6 Installation PC Double click the download ZAC installation file. The installation process will begin. Note: There are two installation files you can download. One is for 32 bit Windows operating systems and the other is for 64 bit Windows operating systems. Please make sure you download and install the correct version for your operating system. Page 6 of 61

7 Click the Next button to continue It is recommended to leave the default installation settings. Click the Install button Page 7 of 61

8 Click the Finish button to completer the installation. Page 8 of 61

9 2.6.2 MAC Open the DMG file that was downloaded. Drag the program icon into the Applications folder You may then open ZAC from the Applications folder. Note: This process does NOT create an Alias in the Macintosh Doc at the bottom of the screen. The user will need to do that themselves. Page 9 of 61

10 3 Operation Login Screen When you first start the program, the login screen will appear. You will need to enter your login information in order to login to the program. Enter your user name Enter your PIN Enter the MX system address/domain name Page 10 of 61

11 You may also select Remember password to avoid re-typing each time. You may also utilize your Windows credentials (LDAP) to login. In this case check this box and login with your Windows credentials. Click Login to proceed Main Screen Once you have logged in, the main screen will appear. Option Presence Action menu (context sensitive) Working area (context sensitive) Working area selection menu Bind selection and status Page 11 of 61

12 3.1.3 Notifications The notification function indicates new/current/missed activity in the specific areas of the program. This provides an indication to the user that the area has had activity. If a specific area has activity, a notification will be presented indicating the total amount of activity for that area. Clicking on that area will reset the activity notification. Activity notifications apply to the following areas in the program: Recents Dial Voic Groups Park Fax Conference Taskbar Options: A user may access certain features of the program directly from the system tray or taskbar. Features that can be accessed from the system tray or taskbar are: Presence state Presence note Log out Open Exit Page 12 of 61

13 To access this menu, right click on the ZAC icon in the system tray or on the taskbar: Option Menu Click the option menu icon to access the menu. This menu contains the About screen, Setup screen, Log off function, and the Exit function. Page 13 of 61

14 About Displays the version number of the program Setup Provides access to programmable areas that users can customize. Application: Stay in system tray This option determines if the program logs the user off and closes if the X in the menu bar is pressed. If the option is enabled, the user/program remain and the program Page 14 of 61

15 minimizes to the system tray. If the option is disable, the pressing the X will exit the program. Stay on Top This setting allows the program to remain on the screen and in focus. Launch at System Start This setting will start the program anytime the computer starts. Auto Login on Application Start This will perform an automatic login when the program is started. Microsoft Unified Communications This enables/disables the MS Unified Communications feature for the sharing of information with Microsoft Outlook versions. Presence, messaging between ZAC/Outlook, as well the ability to initiate a call from Outlook are supported with this feature. Microsoft Outlook Contacts - Microsoft Outlook Contact records are available in the ZAC Contacts area. A new address book 'Outlook' is displayed on the top level of ZAC Contacts window. All Contact information (contact name, company name, business, mobile, and home phone numbers) is available for placing and receiving calls from within ZAC. The Caller ID number of incoming calls is checked against the Outlook contacts with a match resulting in screen pop showing customer name, phone number and company name. Both 32 and 64 bit Outlook versions are supported. Audio devices This area allows the selection of the audio devices on the PC that can be used for program audible notifications of various events. Page 15 of 61

16 Alerts: Sound Alerts Allows you to select which actions can have an audible alert associated with them. Popup Alerts This allows the selection of actions associated with popup events. The duration and location of such events can be programmed here. Call Handling: Page 16 of 61

17 This area allows you to setup individual call handling rules to control how calls are handled under different conditions. Rules can be created, edited, or deleted in this area. Call handling rules manage incoming calls that you do not answer To add a new rule, click the icon at the bottom of the Rules area. To delete an existing rule, highlight the rule and click the bottom of the Rules area. icon at the After creating a new rule or to edit a rule (double click the rule), the call rule editor window will appear. Events Allows you to select which events can trigger the rule. On the Phone, No answer, or any incoming call. Page 17 of 61

18 Conditions Allows you to select specific conditions with the event that will trigger the rule. My presence, call from, date range, time of day, days of week, or holidays are available. Action Allows you to select what action will be performed by the rule based on the selected events and conditions programmed. Forward to, forward to VM, find me, or reject the call area available actions. Voic Notifications: This area allows you to setup individual voice mail notification rules to control how voice mail notifications are handled under different conditions. Rules can be created, edited, or deleted in this area. To add a new rule, click the icon at the bottom of the Rules area. To delete an existing rule, highlight the rule and click the bottom of the Rules area. icon at the Page 18 of 61

19 After creating a new rule or to edit a rule (double click the rule), the notification rule editor window will appear. Notify me Allows you to select when notification occurs, with each new message or at a specified interval. Conditions Allows you to select specific conditions with the notification that will trigger the rule. Media type, class, from, older than, time of day, and days of week are available. Softphone: Page 19 of 61

20 This area allows you to setup the parameters associated with the internal softphone provided by the program. The softphone allows you to utilize your PC audio to handle calls without requiring a desk phone. Preferred Codec Allows you to select which audio codec type to utilize. Please consult with your administrator for proper setup. Auto answer calls Allows you to select if calls are automatically answered when they ring your phone. Call types that can be selected are internal/external or both. SIP Registration Defines the SIP registration information, ports, PIN, and transport type. Please consult with your administrator for proper setup. NOTE! You must enter your PIN information in this screen and save it in order to utilize the Softphone in ZAC. Audio devices This area allows the selection of the audio devices the softphone uses for receive audio, ringtone, and transmit audio. Log off: This will log you out of the program but keep the program open. You must login again to utilize the program. Exit: This will close the program and log you off of the system. Page 20 of 61

21 3.1.6 Presence Indicator/selector You may select the arrow to drop down the presence menu and select your desired presence status from the list. Below the selection is an area to include a note that will be seen in addition to your presence state Buddies Screen This is the screen where the contacts you designate as buddies and buddy groups are located. Page 21 of 61

22 You may click on a buddy to display the options that are available (some options may not be available based on what contact information the user has entered): Start a message session Call the user Call the user on their mobile phone In addition, the following actions are available: Designate/undesignated the contact as a buddy Display the recent activity history of the buddy You may access options for each buddy when you are in the recent history screen. Click the icon to view the options available. Page 22 of 61

23 If you display the history, select the to return to the previous screen. To create a new Buddy contact: Click the icon. The Create new contact screen will appear: Enter the desired information for the new contact. Press the Done button when finished. Page 23 of 61

24 The newly created contact will be in the My Contacts area of the Buddy screen: To edit or delete the contact, select the edit or delete option at the bottom of the contact. Page 24 of 61

25 3.1.8 Recent Activities Screen The recent activities screen displays a list of the most recent activity you have had. You may filter the activity by all (calls and messages), just calls, or just messages Page 25 of 61

26 Selecting a contact will display the options available for the contact, call, IM, mobile. The history for that contact is also available by clicking If there is activity, a notification will appear in the working area selection menu for Recent Activities. The notification will indicate the total number of activities: Dial Screen This is the screen in which you make and receive calls as well as manage active calls. Incoming calls: If you have popups enabled, a popup with call information and the ability to answer/decline will be presented on your screen. You may choose the screen location of where the popup should display. Page 26 of 61

27 Dial screen, ready to enter phone number Active call session Note: The Mute and Keypad options are only available when you are bound to the internal Softphone. If you are bound to a desk phone, you can utilize the mute/keypad of the desk phone.

28 During a call, several options are available: Record the call: Press the Record icon in the session window to record the call. Create a Conference: Press the icon and select the Conference option An MXconference will be created. The conference ID will be displayed in the Dial window and as a banner in the session window. Once the conference is created, you may use the drop down to add participants to the conference. Page 28 of 61

29 Voic Screen This screen is where your voic , call recordings, as well as mailbox settings are accessed/managed. You may choose to view your inbox, recordings, or your deleted box. A list of the voice messages/recordings will be displayed in each based on your selection. If you have set a popup Voice Mail alert in Setup, you will receive a popup notification when new voic s are received: When you click on a message the options for the message will be presented: Page 29 of 61

30 Add comment Allows you to type a comment to be associated with the voice message. This comment will follow the voice message if you choose to forward the message. Play/replay/Pause Allows you to listen/pause the message. You may also click on the sound bar to jump to any point of the message. Delete Deletes the message from the current box. If you are deleting from the delete box, you will be asked for a confirmation. Call This allows you to place a callback to the party that left the message. Forward This allows you to forward the message to another mailbox user. You may optionally record a pre-amble message to the forwarded message. Mark as unread This allows to store the message in a unread/new state. Reply This allows you to reply to another mailbox user that left you the message. Play via Bound This allows you to listen to the message on your desktop phone instead of your PC if you desire. When you click on the Recordings screen, a list of your recordings will be presented: Page 30 of 61

31 Clicking on the recording will display the options Add comment Allows you to type a comment to be associated with the call recording. This comment will follow the call recording if you choose to forward the recording. Play/replay/Pause Allows you to listen/pause the recording. You may also click on the sound bar to jump to any point of the recording. Delete Deletes the recording from the current box. If you are deleting from the delete box, you will be asked for a confirmation. Call This allows you to place a call back to the phone number associated with the recording. Forward This allows you to forward the recording to another mailbox user. You may optionally record a pre-amble message to the forwarded recording. Page 31 of 61

32 Reply This allows you to reply to another mailbox user that left you the message. Play via Bound This allows you to listen to the recording on your desktop phone instead of your PC if you desire. Voic Settings screen: This screen is where you manage your greetings, name, and auto attendant greeting. Recorded name This allows you to import, record, or delete a user name that is associated with your mailbox. Greetings This allows you to import, record, or delete a greeting that is associated with your mailbox. You may have up to 7 unique greetings associated with your mailbox. To make a greeting active, click the checkbox next to the desired greeting. Page 32 of 61

33 Auto Attendant Greeting This allows you to import, record, or delete an auto attendant greeting that is associated with your mailbox Contacts Screen This is the screen where the contacts in the MX system directory are located. If you are part of a multi-location configuration, you may view contacts of other MX systems that are part of your multi-location configuration. If you enable Microsoft Outlook Contacts in Setup, your Outlook contacts will also appear in this screen. You can filter the contacts by locations by clicking the icon. Select the desired locations you want to display. All the contacts from that location will be added to your contact list. To add a contact as a buddy, click the star icon on the desired contact:. The icon will change to : Selecting a contact will display the options available for the contact, call, IM, mobile. Page 33 of 61

34 The history for the contact is also available by clicking Parked Calls Screen This is the screen where parked calls can be managed. When a call is parked the Park area will indicate the number of calls that the user has placed in park. The Parked calls area will display: ID The park slot ID Parked by The user who parked the call Caller The caller/caller ID that was parked Time The amount of time the call has been in park. The call may be retrieved by clicking the icon. Page 34 of 61

35 Team Messaging - Chat Groups This is the screen where the Team Messaging (Chat Group) function is accessed and managed. Team Messaging allow users to have group chat conversations similar to a conference call. Group members will receive notifications and can respond to any chats that come to the group. Any member of the group can send a message and all other members in the group will receive the message. You may filter Chat Groups by My, Public, Private Public groups allow any user to join the group without requiring approval. Private groups require the owner of the group to add members to the private group. To create a new group: Click the icon and select create group Name the group and select the users you want to be part of the group. Each time you click a user, they will appear in the Members area at the top of the screen. You may delete a member by clicking the X next to their name. Page 35 of 61

36 Select if the group is to be a Private group. If this is not selected, the group will be a public group for all users to view/join. Click Create Group. To edit a group: Open the desired Chat group by clicking the icon. Click the icon next to the group name. Select the desired option you wish to perform on the group. Page 36 of 61

37 Rename Allows you to rename the group Change Owner You may transfer the ownership of groups you created to other users Make Private If the group is public, selecting this will make the group a private type. Edit Members This allows the user to remove existing members or add new members to the group. Delete Group This allows the user to delete the group completely. In order to delete a group you must be the owner of that group. Leave Group This allows the user to remove themselves from a group they are currently a member of. Mute Notifications- This allows the user to mute popups and missed activity indications in the navigation panel. This can be useful when group activity is such that a large amount of messages are being exchanged. Page 37 of 61

38 To view or converse the group chat: Open the desired Chat group by clicking the icon. You will see the most recent message threads. Type your text in the text box and press to send or press [ENTER]. Page 38 of 61

39 To view Public Groups: Click the Public heading. You will see Public groups you are a part of. Click the icon and select Join Group A list of all Public Groups is presented: Page 39 of 61

40 Click the desired group and select Join Group. You are now a member of this public group. Page 40 of 61

41 Fax This area is where a user manages their faxes. Both sent and received faxes are included in the area. The user may filter based on incoming, sent, or deleted faxes. Page 41 of 61

42 To create a new fax and send: Click the create icon Enter the destination in the To: entry. You may start to type a name or enter a fax number. Enter the document name or click the Browse Files icon to select a file. Page 42 of 61

43 Select the desired paper size: A4 Letter Legal Select the desired rotation: No 90 clockwise 90 counter-clockwise Select if the fit option will be used. You have the option to schedule when the fax will be sent or you may send it immediately. Select the Schedule option to schedule a fax. Click the calendar icon and select the desired date to send the fax. Highlight the time and enter the desired time to send the fax. Click the schedule button. Page 43 of 61

44 Once the fax is scheduled, it will appear in the Sent area with a clock icon for identification: Clicking on the scheduled fax will allow you to preview or delete the fax: If you cancel the scheduled fax, you will receive a notification: Click the delete icon again to remove the fax. The fax will move to the Deleted area. Page 44 of 61

45 Page 45 of 61

46 Conference This area allows the user to configure and manage MXconference and Mxmeeting conferences. The user may create, modify or delete conferences in this area. When the Conference area is selected, the user will see the options as well a list of existing conferences that have been created. Page 46 of 61

47 Create a new conference: Click the Create new button. The Create new conference screen will appear: The conference ID is automatically generated by the MX system. Enter the desired name for the conference. You must enter a name. Select the conference Type: Once Ongoing Select the desired Date of the conference. Select the desired Time of the conference. Select the Duration of the conference. Page 47 of 61

48 Select if Web Collaboration (MXmeeting) will be utilized and if yes, the type of collaboration: Interactive Seminar Select if the conference should end when the host leaves. You may save the conference without sending invitations. Simply click the Save button. You may send out invites with the conference information in the body of the . To do this, click the Save and Invite button. You may enter the desired addresses to send the conference call information to. Page 48 of 61

49 Start a conference: Click the start icon to begin the conference. The conference will start and the parties will appear as they join the conference: When you are in the conference you may mute any/multiple participants by clicking on the mute icon: (Click again to unmute the participant) Page 49 of 61

50 Edit a conference: Click the edit icon to edit the conference. The Edit Conference screen will appear. Make the desired changes and save the conference. Invite: Click the invite icon to invite parties to the conference. The screen will be launched and you may enter the desired parties address. Delete a conference: Select the delete icon. The conference will be deleted. Note there is no delete confirmation for this action. Note: If you have Microsoft Contacts enabled, creating, modifying, or deleting a conference will be reflected in your Outlook calendar: Page 50 of 61

51 3.2 Digital Security Certificates Zultys Advanced Communicator utilizes a Transport Layer Security (TLS) secure connection to the MX. A digital security certificate is required to enable a connection to the MX. A security certificate is a digital document assuring users that their transmission is encrypted, secure and connected to the right server. If that certificate has been signed and approved by an independent certification authority (CA) then the Zultys Advanced Communicator software accepts the two endpoints as legitimate and proceeds with the connection. Alternatively, the digital security certificate can be self-signed by the company and not validated by a third-party certification authority. In essence, a selfsigned certificate conveys the message, "You can trust me", but forces the user to acknowledge and accept that trust whenever connecting to the phone system. Of the two types of certificates, the third-party certificate from a certificate authority is preferred. 3.3 Generating a Security Key Generating a security Key is a precursor to generating any one of the certificate types. Page 51 of 61

52 1. Go to Maintenance Security Certificate Management. 2. Click on Generate, and select Security Key from the dropdown list. Page 52 of 61

53 3. Click OK to the following popup message. Technical Publications 4. Verify Security Key is successfully installed. Once the Key is generated, the screen will update to reflect this information. 3.4 Generate and Install a Self-Signed Certificate 1. Go to Maintenance Security Certificate Management. Page 53 of 61

54 2. Generate Certificate. 3. Click on Generate, and select Self-Signed Certificate from the dropdown list. Page 54 of 61

55 Page 55 of 61

56 4. Fill in the necessary information. 5. Click Generate Certificate. 6. Click OK to the warning popup up message. Page 56 of 61

57 7. Click OK to the confirmation popup message. Technical Publications 8. Click Close. Page 57 of 61

58 3.5 Generate a Request for a Certificate from a Certificate Authority 1. Go to Maintenance Security Certificate Management. 2. Generate a Certificate Request. 3. Fill in the necessary information. Page 58 of 61

59 4. Click on Generate Request. 5. Click ok to the warning popup. Page 59 of 61

60 6. Save the generated Certificate Request. Technical Publications 7. Purchase a certificate from a Certificate Authority online. When requested, upload the above CSR file. 8. The certificate authority will issue a certificate based on the request file provided. 3.6 Install a Certificate from a Certificate Authority Go to Maintenance Security Certificate Management Upload Certificate 1. Navigate to certificate file location and select the file. 2. Certificate will be displayed. Check that the data shown is correct. Page 60 of 61

61 3. If required, upload a certificate chain Upload -> Certificate Chain 1. Navigate to certificate file location and select the file. Page 61 of 61

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