SmartMail Call Manager COMPLETE USER INTERFACE GUIDE

Transcription

1 SmartMail Call Manager COMPLETE USER INTERFACE GUIDE

2 Table f Cntents Dashbard... 3 Messages... 3 Missed Calls... 3 Cntacts... 3 Call Manager Settings... 3 Messages & Calls... 4 Messages... 4 Play r save a vic Manage yur vic s... 4 Reply t r frward a vic Leave smene a vic View cntact details r add new callers t yur cntact list... 7 Missed Calls... 7 Dialed Calls... 8 Received Calls... 8 Rejected Calls... 9 Mailbx quta... 9 Exprt Calls... 9 Vic Player Recrding a message T recrd a message yu need t carry ut the fllwing steps Trubleshting Cntacts Cntact List Finding a cntact list entry Adding a new cntact entry Adding a grup entry Editing a grup entry Deleting a cntact list entry Cntact List Imprt Matching Cntacts Cntact List Exprt Whidbey Telecm SmartMail Call Manager User Guide 1

3 Exprting in native frmat Trubleshting Call Manager Rules Weekly Schedule Special Days What is Call Manager? Hw Des Call Manager Wrk? Settings Security Preferences Messaging Reminders T schedule a new reminder call Recrding a message Trubleshting Whidbey Telecm SmartMail Call Manager User Guide 2

4 Dashbard The tp line n all pages prvides navigatin between yur key features, and is always visible. Belw that, t the right are a number f fixed cmpnents: Phne Number Indicatr, which reminds yu which phne number yu are accessing. Lgut buttn, which yu can use when yu have finished. Refresh buttn, which updates the page with recent phne and message activity. Help buttn, whichh brings up the nline help windw. The dashbard prvides a way t quickly access sme f yur key features. Messages This shws at a glance hw many new messages yu have, and yur ttal numberr f messages. Yu can click n the link t g and manage thse messages. Missed Calls Shws yur recent missed calls. If calls are frm peple in yur cntact list, their name is displayed alng with their phne type. Click n a caller's name t jump directly t their cntact list entry. Cntacts Prvides an easy way t lk up a cntact by name and view their details. Fr mre infrmatin, see the help fr the cntacts page. Call Manager Settings Shws yu hw yur incming calls are handled. Yu can change thiss by fllwing the "Change Settings" link thrugh t the Call Manager tab. Whidbey Telecm SmartMail Call Manager User Guide 3

5 Messages & Calls The tp line n all pages prvides navigatin between yur key features, and is always visible. Belw that, t the right are a number f fixed cmpnents: Phne Number Indicatr, which reminds yu which phne number yu are accessing. Lgut buttn, which yu can use when yu have finished. Refresh buttn, which updates the page with recent phne and message activity. Help buttn, whichh brings up the nline help windw. The Messages & Calls page allws yu t manage and listen t yur vic s, and view details f yur recent missed, dialed, received and rejected calls. Messages This tab lists all f the vic s in yur inbx. New messages (thsee yu have nt yet listened t) appear in bld type. Fr each messagee in yur inbx, yu can see wh the caller was, the time f the call, and the length f the message. If the call was frm a telephne number that appears in yur cntact list r the caller's name was prvided, then the namee f the caller will be displayed. Otherwise yu will just seee their telephne number. Yu can als see if the caller marked the message as Urgent r Private. Yur inbx may als cntain special System Messages, such as delivery failure ntificatins. The fllwing actins are available t yu n this tab. Play a vic r save a lcal cpy n yur cmputer Manage yur vic s by deleting them, r marking them as either new r heard Reply t r frward a vic Leave a vic fr smene View cntact details r add new callers t yur cntact list. Play r save a vic T play a message, click n the r icn t bring up the Vic Player. T save a cpy f the message n yur cmputer, right click n the r Save Link As... r icn, and select Save Target As.... Manage yur vic s T deletee ne r mre messages, select the checkbxes nextt t the messages yu wish t delete, and then press the Delete buttn at the bttm f the panel. T quickly select r deselect all messages, use the checkbxx at the tp f the list. Whidbey Telecm SmartMail Call Manager User Guide 4

6 Messagess are autmatically marked as listened t when yu play them. T mark ne r mre messages yu have previusly listened t as New (s that they appear in bld again), select the messages (as abve) and press Mark As New at the bttm f the panel. Similarly, t mark messages as heard withut listening t them, select the messages and press Mark As Heard at the bttm f the panel. Reply t r frward a vic If yu have received a vic frm anther user n the same vic system,, yu can recrd and send a vic as a respnse. Yu can als frward vic s (as lng as they are nt marked as private). If yu wish t frward a vic t anther user (r users) n the same vic system, yu can frward the message as a vic . Otherwise, yu can frward the vic as an t ne r mre addresses (the vic will be attached t the as a WAV file). T reply t a vic 1. Click the icn crrespnding t the message yu wish t reply t, and select either Reply r Reply t All t bring up the Vic Reply verlay. Nte: if yu attempt t reply t a message frm smene wh is nt a user n the same vic system then when yu try t sendd the reply it will fail. 2. Recrd a respnse. 3. The Vic Reply verlay als allws yu t ptinally flag a respnsee as urgent r private listen t the riginal message by clicking n the "riginal vic " header t access the vic player cntrls add ther recipients t the T field, separating them with semiclns. 4. When yu are dne, press the Send buttn t send the message. T frward a vic as a vic 1. Click the icn crrespnding t the message yu wish t reply t, and select Frward as Vic t bring upp the Frward as Vic verlay. 2. Enter ne r mre recipients in the T field. The recipients specified mustt be ther users n the same vic system, r the attemptt t send the message willl fail. If a recipient is cnfigured in yur cntact list, then yu cann identify them by name, therwise yu must enter their telephne number directly. Yu can specify multiple recipients by separating them with semiclns. 3. The Frward as Vic verlay als allws yu t ptinally flag the vic as urgent r private Whidbey Telecm SmartMail Call Manager User Guide 5

7 recrd an intrductry message when the recipientt listens t the vic , they will hear yur intrductry message first fllwed by the message yu are frwarding listen t the riginal message by clicking n the "riginal vic " header t access the vic player cntrls. 4. When yu are dne, press the Send buttn t send the message. T frward a vic as an 1. Click the icn crrespnding t the message yu wish t frward, and select Frward as t bring up thee Frward as verlay. 2. Enter ne r mre recipients in the T field. If the recipient iss cnfigured in yur cntact list, then yu can identify them by name. Otherwise yu must enter their cmplete address. Yu can specify multiple recipients by separating them with semiclns. 3. The Frward as verlay als allws yu t ptinally specify additinal recipients in the Cc r Bcc fields adjust the subject line f the message add text t be included alng with the vic attachment. 4. When yu are dne, press the Send buttn t send the message. Nte: When frwarding a message as an , the Frm address specified will include yur name as displayed n the settings page. Leave smene a vic This feature enables yu t leave vic s fr ther users f this vic system by recrding and sending a messagee thrugh the Web UI rather than phning them. Yu can als recrd a single message in this way t be left fr multiple userss rather than phning them each individually. T send a vic 1. Press the New Vic buttn, t bring up the Vic Cmpser verlay. 2. Enter ne r mre recipients in the T field. The recipients specified mustt be ther users n the same vic system, r the attemptt t send the message willl fail. If a recipient is cnfigured in yur cntact list, then yu cann identify them by name, therwise yu must enter their telephne number directly. Yu can specify multiple recipients by separating them with semiclns. 3. Optinally flag the vic as Urgent r Private. 4. Recrd yur message. 5. Press the Send buttn t send yur message. Whidbey Telecm SmartMail Call Manager User Guide 6

8 View cntact details r add new callers t yur cntact list If a message has been left frm a telephne number that appears in yur cntact list, then the name f the caller will be displayed. T view yur cntact list entry fr thee caller, click n their name. Otherwisee yu will just see the caller's telephnee number. In this case, yu can create a cntact list entry fr thee caller by clicking n their number, and selecting "Add t cntacts". Trubleshting I have a warning indicatr that says Flash is Nt Installed, and clicking n the r icn des nt bring up the Vic Player. The Vic Player uses a technlgy called Flash frm Adbe, which yu d nt have installed. If yu click n the warning indicatr then it will give yu a link t Adbe's website that will install Flash fr yu. Nte: Adbe Flash is currently nt supprted fr Apple users. Missed Calls This tab lists yur recent missed calls. The fllwing actins are available t yu n this tab. T add an unrecgnized caller t yur cntact list, click n the T g t a cntact's entry in yur cntact list, click n their name. icn. T g t the rule in Call Manager which handledd a call, click n the Set ff Rules name. The fllwing infrmatin is displayed fr each missed call. Vic icn. If the missed call resulted in a vic , ne f the fllwing icns willl be displayed. Yu have an unheard vic as a result f this call. Yu have already heard the vic resulting frm this call. A vic was left, but it is n lnger in yur inbx. Caller details. Each caller is identified in the fllwing ways. Name. The caller's name was prvided r the number f the caller matches an entry in yur cntact list. Phne type. Accmpanies the name when matched via yur cntact list. Telephne number. The number f the caller des nt match any entry in yur cntact list. Unknwn. The caller withheld their identity, and s n infrmatin abut them is available. Set f Rules. The Set f Rules whichh handled the call. Date and time f the call. Whidbey Telecm SmartMail Call Manager User Guide 7

9 Dialed Calls This tab lists yur recent dialedd calls. The fllwing actins are available t yu n this tab. T add a dialed number t yur cntact list, click n the icn. T g t a cntact's entry in yur cntact list, click n their name. The fllwing infrmatin is displayed fr each dialed call. Call details. Each call is identified in the fllwing ways. Name. The number dialed matches an entry in yur cntact list. Phne type. Accmpanies the name when matched via yur cntact list. Telephne number. The number dialed des nt match any entry in yur cntact list. Date and time f the call. Call duratin in hurs, minutes, and secnds. Received Calls This tab lists yur recent received calls. The fllwing actins are available t yu n this tab. T add an unrecgnized caller t yur cntact list, click n the T g t a cntact's entry in yur cntact list, click n their name. icn. T g t the rule in Call Manager which handledd a call, click n the rule name. T see which number a call was terminated at, place the cursr ver the rule name. The fllwing infrmatin is displayed fr each received call. Caller details. Each caller is identified in the fllwing ways. Name. The caller's name was prvided r the number f the caller matches an entry in yur cntact list. Phne type. Accmpanies the name when matched via yur cntact list. Telephne number. The number f the caller des nt match any entry in yur cntact list. Unknwn. The caller withheld their identity, and s n infrmatin abut them is available. Set f Rules. The set f rules which handled a call. Date and time f the call. Call duratin in hurs, minutes, and secnds. Whidbey Telecm SmartMail Call Manager User Guide 8

10 Rejected Calls This tab lists yur recent rejected calls. The fllwing actins are available t yu n this tab. T add an unrecgnized caller t yur cntact list, click n the T g t a cntact's entry in yur cntact list, click n their name. icn. T g t the rule in Call Manager which handledd a call, click n the rule name. The fllwing infrmatin is displayed fr each rejected call. Caller details. Each caller is identified in the fllwing ways. Name. The caller's name was prvided r the number f the caller matches an entry in yur cntact list. Phne type. Accmpanies the name when matched via yur cntact list. Telephne number. The number f the caller des nt match any entry in yur cntact list. Unknwn. The caller withheld their identity, and s n infrmatin abut them is available. Set f Rules. The set f rules which handled a call. Date and time f the call. Mailbx quta Yu have restrictins n the ttal amunt f cntent that can be stred in yur mailbx. If yu reach this limit, r are clse t reaching this limit, yu will see a warning icn appear nn this page. Clicking n this warning icn will tell yuu hw much cnten yu have, and what yur limits are. If yu are clse t reaching yur limit, then yu may wish t delete sme f yur vic s t free up space. If yu reach yur limit and dn't delete any cntent, yu will be unable t receive further messages in yur mailbx. In additin t vic cntent yu may be tld that yu als have "ther" cntent. This ther cntent includes vic s in yur secndary grup mailbxes. Yu may need t lg in t yur secndary mailbxes and delete sme f the cntent frm them t free up space. Yu may als have "ther" cntent if yu have accessed yurr mailbx using a remte client (such as Micrsft Outlk) ver IMAP and accidentally mved, fr example, s int yur mailbx. Such cntent will take up space in yur mailbx, but yu will be unable t access it thrugh the Web UI yu will need t use yurr remte client again t remve it. Exprt Calls This feature allws yu t exprt lists f yur missed, dialed, receivedd and rejected calls as a text file in CSV frmat. Thiss file can then be stred lcally, and accessed using a range f ther applicatins such as text editrs r spreadsheets. If yu run a business, yu might fr example use the data in this file t help yu track the calls yu have made and received against individual custmer accunts. Whidbey Telecm SmartMail Call Manager User Guide 9

11 T exprt a list f yur calls press the Exprt buttn n any f the call list tabs t bring up the Exprt Call Lists verlay. 1. Select the call lists yu wish t exprt, and then press the Exprt buttn t begin the exprt. 2. Once the exprt peratin has cmpleted, yu will have the pprtunity t specify where yu wish t save the exprted file t. Fr dialed calls nly recrds f the last 10 calls are available fr exprt. Fr missed, received and rejected calls recrds f the last 60 days f calls (up t a maximum f 500 calls acrss all types) are available fr exprt. Vic Player The Vic Player allws yu t listen t yur vic s using a similar interface t an MP3 player. The tp part f the player shws wh left the vic , when they did s, and hw lng it lasts. An icn appears if the caller marked the vic as urgent. Belw these a status message shws whether the vic is lading, playing r paused. The slider that fllws shws prgress as the recrding plays, and allws yu t drag t a different part f the recrding. A set f rund buttns prvide the actual playing interface: steps back t play the previus vic . plays the current vic . replaces the play buttn pauses the currently playing vic . stps the currently playing vic . steps n t play the next vic . The remaining cntrls fr the player cncern the playback vlume yu can tggle between the unmuted muted states by clicking these icns, and adjust the slider t set a particular vlume level. and Finally, there is a set f buttns: Save allws yu t dwnlad and save the vic t yur cmputer Whidbey Telecm SmartMail Call Manager User Guide 10

12 Delete deletes the current vic Clse clses the vic player Recrding a message A number f cntrls are prvided fr recrding yur message. Starts recrding. This will verwrite any message yu have previusly recrded. Plays back yur recrded message. This actin will be unavailable if yu have nt yet recrded a message. Stps recrding r playing the message. This cntrl allws yu t adjust the gain f yur micrphne. While recrding, the lights abve this cntrl will shw hw lud the signal is frm yur micrphne. If the gain is set crrectly then several green lights shuld appear while yu are recrding. If nlyy ne r tw appear, then the gain is set t lw and yur message will be t quiet. If red lights appear then the gain is set t high and yurr message will be distrted. This cntrl allws yu t adjust the playbackk vlume. Yu can mute r un mute playback by clicking the r icns, and adjust the slider t set a particular vlume level. When yu first attempt t recrd a message, an "Adbe Flash Player Settings" verlay will appear. Ensure that the "Allw" radi buttn is selected, and if yu d nt wish t be shwn these settings in future tick the "Remember" checkbx. T recrd a message yu need t carry ut the fllwing steps. 1. When yu are ready t recrd yur message, press the buttn. 2. Read yur message int yur micrphne, and when yu have finished, press the buttn. 3. Playback yur messagee t check that it has recrded crrectlyy by pressing the buttn. If there is a prblem with the recrding, e.g. yu cannt hear it, r it is very quiet, seee the sectin n trubleshting belw. Whidbey Telecm SmartMail Call Manager User Guide 11

13 4. If yu are nt happy with yur message cntent, then recrd a new message by pressing the recrd buttn again. This will verwrite yur previus message. Trubleshting I have recrded my message, but when I try t play it back I cannt hear anything Check yu have actually recrded smething. The length f the current recrding is shwn as e.g. 0:01:35 (1 minute and 35 secnds). If the current recrding length is 0 r much lwer than expected then try recrding yur message again. Check that playback is nt muted, and that the vlume is turned up. If playback is muted then the icn will be displayed press this t un mute the speaker. Vlume cann be adjusted using the vlume slider described abve. Try re recrding the message, and as yu are recrding, watch the lights abve the gain cntrl If n lights appear, r nly ne r tw appear, then check the fllwing. Increase the gain f yur micrphne by mving the gain cntrl t the right hand end. Click the micrphne icn t the left f the gain cntrl t bring up the "Adbe Flash Player Settings" and make sure that the Allw ptin is selected. Clickk n the micrphne icn at the bttm f this settings bx and check thatt the crrect micrphne is selected in the drpdwn, and that the recrd vlume is turned up. If yu are using an external micrphne, check that this is plugged in crrectly. If this still desn't slve the prblem, then it may be that yur micrphne has been muted by the perating system (e.g. Windws) refer t yur perating system help fr further infrmatin. If several green lights appear cnsistently while recrding yur message, then it is likely that yur message has recrded crrectly and the prblem is ccurring when playingg it back. If yu are using external speakers, check that thesee are plugged in crrectly and turned n. If this dess nt reslve the prblem, then it may be that yur speaker has been muted by the perating system (e.g. Windws) refer t yur perating system help fr further infrmatin. I have recrded my message, but when I try t play it back it is distrted This may be because yur micrphne gain is set t high. Reduce the gain by mving the gain cntrl the left hand end. t Whidbey Telecm SmartMail Call Manager User Guide 12

14 Cntacts The tp line n all pages prvides navigatin between yur key features, and is always visible. Belw that, t the right are a number f fixed cmpnents Phne Number Indicatr, which reminds yu which phne number yu are accessing. Lgut buttn, which yu can use when yu have finished. Refresh buttn, which updates the page with recent phne and message activity. Help buttn, whichh brings up the nline help windw. Cntact List The cntact list allws yu t stre infrmatin abut yur telephnee cntacts. Adding yur cntacts t this list makes ther features easier t use. Fr example: when yu receive a call, if the caller is cnfigured in yur cntact list then instead f seeing their telephne number in yur call histry, yu will see their name. when cnfiguring services such as rejecting callers, yu can select peple frm yur cntact list t reject calls frm instead f needing t enter their phne numbers explicitly. Each cntact list entry may cntain: first and last names nickname jb title, and rganizatin hme, wrk, mbile, fax and ther telephne numbers tw addresses an SMS address hme and wrk pstal addresses When multiple telephne numbers are cnfigured, ne number can be identified as the main (r default) number. Similarly ne f the addresses can be marked as the main ne. Yur cntact list may als cntain grups, which make it easy t grup tgether individual cntacts whm yu wish t referr t all at nce. Grups may als be nested within ther grups. Viewing the details f a grup shws which cntacts and grups are members f it, and viewing the details f a cntact shws which grups it is a member f. The cntact list interface cnsists f tw clumns: the cntacts and grups clumn which lists yur cntacts andd grups in alphabetical rder the details clumn used fr viewing the details f a single cntact entry rr grup, fr adding new cntacts r grups, r fr editing existing nes. Whidbey Telecm SmartMail Call Manager User Guide 13

15 Finding a cntact list entry Theree are multiple ways f finding an existing cntact list entry. Alphabetically by name. Scrll thrugh the names in the cntact list clumn, and click n the ne yu want t view the details f. Searching by name. T search by name type the first few letters f any cmpnent f the name int the search bx at the tp f the cntact list clumn. Matching prceeds as yu type, and the mre yu type, the mre cnstrained the list f matches is. Matching is perfrmed against cntacts' first and last names, and als against varius ther text fields within the cntact. Searching by number. T search fr a cntact by number typee the first few digits f ne f their telephne numbers int the search bx. Within the details view, the matching search text will be highlighted fr quick recgnitin. Adding a new cntact entry T add a new cntact t the list, click the New Cntact buttn belw the cntact list clumn. Yu can fill in as many r as few f the details as yu want. Telephne numbers can be entered in any frmat. Nrmally, this shuld be the full 10 digit number. Once yu have finished entering the details fr the new cntact, clickk the Save buttn t submit yur changes. If yu wish t discard the new entry, click Cancel. Hint: : When yu receive a call frm smene wh is nt already recgnized as a cntact, the varius lists f calls display a symbl alngside the call. Using this will bring yu straight t this New Cntact display, where yu can easily fill in any additinal infrmatin abut the cntact, then presss Save t save them t yur cntact list. Editing a cntact entry T edit an existing cntact, first find the cntact yu wish t edit (seee abve) and select it t make it appear in the details clumn. Nw click the Edit buttn belw the details clumn. Make the necessary updates, and then click either the Save r Cancel buttns t cmmit r discard yur changes. When editing a cntact, yu can als change which grups it is a member f. Whidbey Telecm SmartMail Call Manager User Guide 14

16 Adding a grup entry T add a new grup t the cntact list, click the New Grup buttn belw the cntact list clumn. There are entry fields fr the Grup Name and a numerical ID yu can use t refer t the grup ver the telephne. Yu can als select individual cntacts and grups t be added as grup members by ticking the checkbx alng their names in the rightmst clumn. This clumn als hlds a search bx which can be used t quickly lcate the names yu want if yu already have a lng cntact list. Once yu have finished entering the details fr the new grup and selecting its members, click the Save buttn t submit yur changes. If yu wish t discard the new grup, click Cancel. Editing a grup entry T edit an existing grup, first find the grup yu wish t edit (see abve) and select it t make it appear in the details clumn. Nw click the Edit buttn belw the details clumn. Make the necessary updates, and then click either the Save r Cancel buttns t cmmit r discard yur changes. Deleting a cntact list entry T delete an existing cntact list entry, find the entry yu wish t delete (see abve) and select it t make it appear in the details clumn, then click the Delete buttn belw the details clumn. Cntact List Imprt This feature allws yu t imprt cntacts frm anther applicatin such as Micrsft Outlk r Outlk Express. This prvides a very quick way f ppulating yur cntact list if yu already have cntacts defined in anther applicatin. If yu maintain multiple cntact lists then this feature can als be used t peridically update yur cntact list with the changes yu have made t cntacts in ther applicatins. T imprt cntacts, yu must first generate a CSV file cntaining them. This file is typically generated by exprting yur cntacts frm anther applicatin. Fr example, the fllwing steps describe hw yu wuld exprt yur cntacts frm Micrsft Outlk. Nte: the steps may vary slightly depending upn the versin f Outlk yu are using. 1. Select File > Imprt and Exprt frm the main menu 2. Chse "Exprt t a file" and press the Next buttn 3. Chse Cmma Separated Values (Windws) and press the Next buttn 4. Select yur Cntacts flder and press the Next buttn 5. Chse a lcatin t save the CSV file t and press the Next buttn. Remember where yu have saved the file as yu will need this again shrtly. 6. Press the Finish buttn. Whidbey Telecm SmartMail Call Manager User Guide 15

17 Once yu have created a CSV file cntaining yur cntacts, yu can imprt them by pressing the Imprt buttn n the Cntact List tab. This will bring up the Imprt Cntacts verlay. 1. First press the Brwse buttn, and lcate the CSV file cntaining the cntacts that yu wish t imprt. 2. Select what yu wuld like t happen if a cntact yu are imprting "matches" a cntact already defined in yur cntact list. See the sectin belw n Matching Cntacts. 3. Press Imprt t start the imprt peratin. If yu are imprting a large number f cntacts, then this may take a little while t cmplete. 4. Once the prcess has cmpleted, yu will be shwn cunts f the number f new cntacts added, existing cntacts updated, and, if apprpriate, cunts f hw many existing entries were deleted and hw many imprted cntacts were ignred (see Matching Cntacts belw). At this stage yu can als press the Details buttn t check what updates have been made t yur cntact list. 5. Having checked the cunts and details, if yu are happy then press the Cnfirm buttn t cmmit the changes. If yu're nt happy, press the Cancel buttn the imprt peratin will be abandned, and n changes will be made t yur cntact list. Matching Cntacts Generally, an imprted cntact is cnsidered t "match" an existing cntact if they have the same name. The nly exceptin t this is if yu have previusly exprted yur cntacts using Native frmat see Exprting in native frmat belw. If there is a match, but the tw versins d nt cntain any cnflicting infrmatin then the imprt peratin will simply add any additinal details frm the imprted versin f the cntact t the existing versin. If there is a match, and the tw entries cnflict with ne anther, e.g. yu have an existing entry fr Jhn Smith with his address as "101 Muntview Drive", and yu are imprting an entry fr Jhn Smith which has his address as "17 Pelican St" then what happens depends upn the actin yu chse in the imprt cntacts verlay. Overwrite the cntact. The imprted versin will verwrite the versin already in yur cntact list. Yu shuld select this ptin if yu are cnfident that the list f cntacts yu are imprting will always cntain the mst up t date infrmatin. Duplicate the cntact. The imprted versin will be added as a new cntact list entry, s, in the example abve yu will end up with tw entries fr Jhn Smith. Yu can then g thrugh and manually chse whether t keep ne r bth entries nce the imprt prcess has cmpleted. Ignre imprted entry. The entry will nt be imprted, and the versin currently in yur cntact list will be left unchanged. Yu shuld select this ptin if yu are cnfident that yur existing cntact list will always cntain the mst up t date infrmatin. Whidbey Telecm SmartMail Call Manager User Guide 16

18 Cntact List Exprt This feature allws yu t exprt yur cntacts as a CSV text file. This is useful if yu wish t imprt yur cntacts int anther applicatin such as Micrsft Outlk r Outlk Express. T exprt yur cntacts, press the Exprt All buttn n the Cntact List tab. This will bring up the "exprt cntacts" verlay. 1. Select the apprpriate "Exprt mde" frm ne f the fllwing. Outlk/Outlk Express cmpatible. Yu shuld select this ptin if yu wish t subsequently imprt yur cntacts t Micrsft Outlk, Outlk Express r sme ther applicatin that supprts imprting cntacts frm Outlk r Outlk Express. Windws Cntacts n Vista. Yu shuld select this ptin if yu wish t subsequently imprt yur cntacts t Windws Cntacts n Vista. Native frmat. See belw 2. Press the Exprt buttn. 3. Once the exprt peratin has cmpleted, yu will have the pprtunity t specify where yu wish t save the exprted file t. Exprting in native frmat Native frmat is generally nly f use t advanced users. In native frmat, each exprted cntact list entry als includes a unique numerical identifier. If a CSV file cntaining such identifiers is subsequently re imprted, then cntacts in the CSV file are cnsidered t match entries in the cntact list if their numerical identifiers match; matching is dne n the basis f this identifier in preference t using the cntact name. This is valuable if, fr example, yu wish t exprt yur cntacts t a spreadsheet, make a set f changes and then reimprt them even if yu change a cntact's name, it will still be crrectly crrelated with the existing cntact list entry. Trubleshting I've added an entry t my cntact list, but I cannt find it by name in the cntact list clumn. The cntacts clumn nly shws the names fr entries that match what yu have already typed int the search bx delete a few characters t widen the search again. I've added smene t my cntact list, but when I receive calls frm them, I d nt see their name in my call histry. The number as shwn in the call histry list des nt sufficiently clsely match the number cnfigured in yur cntact list. A call manager rule is nt wrking. Ensure that all cntact phne numbers include the area cde. Whidbey Telecm SmartMail Call Manager User Guide 17

19 Calll Manager The tp line n all pages prvides navigatin between yur key features, and is always visible. Belw that, t the right are a number f fixed cmpnents: Phne Number Indicatr, which reminds yu which phne number yu are accessing. Lgut buttn, which yu can use when yu have finished. Refresh buttn, which updates the page with recent phne and message activity. Help buttn, whichh brings up the nline help windw. Call Manager allws yu t define hw yur incming calls are handled. Yu can cnfigure Call Manager t perfrm ne f the fllwing actins by selecting its crrespnding radi buttn. Ring yur phne. This will nt apply any Rules t yur incming calls, and effectively turns ff Call Manager. All incming calls will make yur phne ring. Frward t vic . This will divert all incming calls t vic . Frward uncnditina ally. This will direct all yur calls t anther phne withut applying any rules. Apply ne f yur Sets f Rules all the time. This ignres yur Weekly Schedule and any Special Days. Apply different Sets f Rules depending n the day r time. This lets yu chse whichh Set f Rules yu want t apply during the perids defined in yur Weekly Schedule, and n Special Days. Selecting an actin will activate any drp dwn menus assciated with that actin. Use these drp dwn menus t tailr the behavir f Call Manager by selecting frwarding ptins r a Sett f Rules t apply as applicable. Clicking the link "Rules" will take yu t the Rules tab. Clicking any f yur definedd schedule perids will take yu t the Weekly Schedule tab. Clicking "Special Days" will take yu t the Special Days tab.. Once yu have made any changes, click the changes. Apply buttn t save thee changes, r click the Cancel buttn t cancel any Rules Yu can use Rules t cnfigure Call Manager t handle ncming callss based n yur preferences. Yu can define different rules fr different callers, gruping these within Sets f Rules. When cmbined with yur Weekly Schedule and Special Days, these allw yu t change which rules apply accrding t the day r time. The first time yu select this tab, yu are given an explanatin, and then will start with sme typical Sets f Rules, which yu can then edit t yur needs. Yur Sets f Rules are listed in the left hand side pane. T add a new Set f Rules, click Add new Set f Rules. A new windw will pen; enter a name fr this new Set f Rules then click OK t create,, r Cancel t bypass. Whidbey Telecm SmartMail Call Manager User Guide 18

20 T find ut what a Set f Rules des r t edit it, select it in the left hand pane. The right hand pane will then list the rules it cntains. If the Set f Rules nly cntains ne rule, that rule will be applied t all yur ncming calls. If yu want Call Manager t use anther rule, click Addd New Rule. This way yu can specify hw Call Manager will treatt different types f callers. When applying a Set f Rules t an incming call, Call Manager wrks frm the tp f the list f rules t the bttm. Yu can mve a rule up r dwn the list with the Mve Up and Mve Dwn buttns. If yu want t make a change t an existing rule, highlight the rule in the right hand pane and click Edit. There is a backup rule that applies t all ther types f call that are nt cveredd by the existing rules in the set. Yu can change thiss by clicking the descriptin f the actin, which appears as a link abve the right hand pane. If yu want t delete an entire Set f Rules, click the icn next t the name f the Set f Rules in the left hand pane. Once yu have made any changes, click Apply t save the changes, r click Cancel t reject any changes. Weekly Schedule The Weekly Schedule tab lets yu cnfigure Call Manager based n what yu d in a nrmal week. Call Manager can apply a different Set f Rules fr each perid yu define in yur Weekly Schedule, s yu can treat the same type f caller differently depending n what yu wuld nrmally be ding at that time. Yu set that behavir frm the Summaryy tab. The first time yu select the Weekly Schedule tab yu can chse whether yu want t start frm an empty schedule, rr have a typical schedule created autmatically fr yu. Once yu have chsen an empty r typical schedule yu are taken t the nrmal Weekly Schedule tab. The right hand pane cntains a timetable fr the week, and the left hand pane cntains a list f the existing perids defined in yur schedule. The perids are clr cded. If yu chse the typical schedule, a number f perids will have been defined frr yu. If yu chse an empty schedule, yu will have t create a new perid befree yu can mdify the timetable. If yu want t addd a new perid click Add New Perid. A new windww will pen; chse and enter a name fr this new perid. The new perid will then appear in the left hand pane and will be assigned a clr. Yu can define a maximum f 3 perids. T create yur schedule, first select a perid frm the left hand pane, and then, in the right hand pane, highlight the time ranges fr that perid. A single click highlights a 15 minute interval. Clicking and dragging allws yu t highlight a lnger time range, and yu can drag acrss multiple days at nce. Thee highlightingg is clr cded t match the perid yu have selected. If yu want t delete an entry in the timetable, click (r click and drag) ver the entry again. Yu can verwrite an existing entry with a different perid withut needing t delete the entry first. Yu can press Zm In t increase the size f the time segments, making it easier t highlight the crrect time perid, then presss Zm Out t return t nrmal again. If yu want t delete an entire perid, click the icn next t the name f that perid. Yu can rename a perid using the Renamee buttn. Yu cannt havee 2 perids with the same name. Perids are listed in alphabetical rder. Whidbey Telecm SmartMail Call Manager User Guide 19

21 Once yu have made any changes, click Apply t save the changes, r click Cancel t reject any changes. Special Days The Special Days tab lets yu define days n which yu will nt be fllwing yur nrmal weekly schedule. The Special Days tab shws a calendar. Yu can navigate thrugh thee mnths f the calendar using the buttn t mve t the previus mnth buttn t mve back by 3 mnths buttn t mve t the next mnth buttn t mve n by 3 mnths. T set a single date as a special day, click that date in the calendar. If yu need t add a range f dates, yu can click andd drag n the calendar t highlight the necessary days. Once yu have selected a special day it is highlighted. Clicking r dragging ver a previus highlighted day will unselect it. Call Manager als includes listss f the standard public hlidays fr thee current year. This saves yu frm having t add each day as a special day yurself. T add these public hlidays as special days in yur calendar, click Add Public Hlidays. A new windw appears; select the list f public hlidays that apply in yur area. Click OK t have Call Manager add thse public hlidays as Special Days t yur calendar, r Cancel nt t. T delete all the Special Days yu have defined, press Clear All. Once yu have made any changes, click Apply t save the changes, r click Cancel t reject any changes. What is Call Manager? Call Manager is a service that mnitrs yur incming calls, and handles them accrding t yur parameters. Yu can sett it up t handle incming calls differently based n the time f day, the date, and depending n wh is calling. Yu can select frm a number f different ptins fr hw yu want Call Managerr t treat yur calls. The fllwing are just a cuple f examples f the srt f things Call Manager can d fr yu. During yur wrking hurs, frward calls made t yur hmee phne t yur mbile phne, nly fr peple in yur cntact list, and send all ther calls t vic . If yu are unable t answer the initial call, ring ther numbers in a sequence r all at the same time. Whidbey Telecm SmartMail Call Manager User Guide 20

22 Hw Des Call Manager Wrk? Yu can cnfigure Call Manager by defining "Rules", a "Weekly Schedule", and "Special Days". Rules, which are always part f a "Set f Rules", tell Call Manager what t d when it receives a call. Examples f rules are: "If yu receive a call frm smene n yur cntact list, make yur phne ring in a distinct manner." "If yu receive a call frm a withheld number, send the call straight t yur vic ." T use a call manager rule, the phne numbers f yur cntact must be full numbers including the area cde. Yu use the Weekly Schedule t divide yur nrmal wrking week int distinct perids. Fr example, yu culd break yur nrmal week int: nrmal wrking hurs lunchtime evenings the weekend Yu can then cnfigure Call Manager t apply a different Set f Rules during each f thse perids. Applying different Sets f Rules t yur Weekly Schedule allws yu t treat incming calls differently depending n yur schedule. Specifically this lets yu apply different rules t the same callers depending n the time and day they call. Fr example, when setting up Call Manager t handle calls t yur land line, yu might want it t frward calls frm yur family t yur mbile phne, but nly during yur wrking hurs, nt during evenings r n the weekend. Yu can als designate Special Days n which Call Manager will nt perate accrding t yur nrmal Weekly Schedule. Fr example, yu can add Public Hlidays, vacatins, r business trips and s n. Call Manager will then ignre yur Weekly Schedule and yu can select a different Set f Rules t apply n that day. Whidbey Telecm SmartMail Call Manager User Guide 21

23 Settings The tp line n all pages prvides navigatin between yur key features, and is always visible. Belw that, t the right are a number f fixed cmpnents Phne Number Indicatr, which reminds yu which phne number yu are accessing. Lgut buttn, which yu can use when yu have finished. Refresh buttn, which updates the page with recent phne and message activity. Help buttn, whichh brings up the nline help windw. Security The security page allws yu t perfrm the fllwing peratins. T change yur passwrd, enter the new passwrd, and thenn cnfirm it by entering it again, int the bxes. Fr security, the text will be hidden as yu type. Click Change Passwrd t make the change. T change yur Call Services PIN, update the current PIN field t yur chsen value and click Change t make the change. Preferences This tab prvides access t a number f settings that yu are unlikelyy t need t change n a regular basis. N changes that yu make n this page will be applied until yu presss the Apply buttn. Frwarding Preferences When yu are using yur phne, and enter the phne access cde t turn n frwarding services, yu can either allw the service t use the precnfigured number, r t require yu t enter the phne number yu want t frward t. This set f preferences allws yu t select which f yur subscribed t services will require entry f the number each time, and which will just use the precnfigured number. Vic Preferences This allws yu t set the time in secnds that yur phne rings befre the call is sent t vic . The acceptable range is frm zer t 60 secnds. when using yur subscriberr line. when using a remte telephne line. Whidbey Telecm SmartMail Call Manager User Guide 22

24 Caller ID Preferences Yur caller ID is nrmally presented when yu make a call select the checkbx t withhld yur caller ID when yu make a call. Yu can verride the default caller ID presentatin setting n a per call basis by dialing the apprpriate access cde. Yu can select whether yu get t see caller ID numbers n yur phne fr incming calls. Messaging The Messaging Settings tab allws yu t cnfigure varius aspects f yur messaging service. These settings are split acrss a number f different sub tabs. General Settings Aut Frwarding Yu can select t frward all yur received vic s t the accunts yu enter. This shuld be a semi cln separated list f up t 3 addresses. When ding this frwarding, yu have the chice f leaving the messages s yu can still access them here, r f deleting them. Subscriber name This is the name that is assciated with yur Messaging accunt. It is used in the Frm address when yu frward a message as an . Mailbx Mailbx Settings These settings allw yu t custmize yur experience when accessing yur mailbx via the telephne. Fast Lgin. Generally when yu dial int yur mailbx yu are asked t enter bth yur phne number and PIN. Hwever, if Fast Lgin is enabled, then when accessing yur mailbx frm yur wn telephne, yur phne number is recgnized autmatically and yu nly need t enter yur PIN. Skip PIN. If Skip PIN is enabled, then when accessing yur mailbx frm yur wn telephne yu are nt required t enter yur PIN. This saves yu time, but reduces security as anybdy with access t yur telephne can then access yur mailbx. Aut Play Vic /Fax. If autplay is enabled, then when yu lg int yur mailbx, instead f hearing the main menu yur messages will start playing immediately. Vic Playback. When yur messages are played t yu, yu can chse whether yu wish t hear the message details (wh the message is frm and when it was left), the message itself, r bth. After making any changes t yur mailbx settings, press Save Settings t apply them. Live Message Screening This feature allws yu t "listen in" t vic messages as they are being recrded. With Live Message Screening, when a caller is leaving a vic , yur phne will ring with a distinctive tne. Yu can answer yur phne t hear the message being left, and yu can cnnect t the caller at any time while yu are screening them by pressing 1. Whidbey Telecm SmartMail Call Manager User Guide 23

25 Yu can enable r disable live message screening using the checkbx,, then pressing Save Settings. MWI Ntificatin Yu can use this panel t specify yur ther phnes whse message waiting indicatins shuld be triggered when messages are received, and which types f messages cause the indicatin. T add anther f yur phnes t the list, press New Entry. Yu are prmpted fr a phne number this shuldd be the number f anther phne yu wn under the same accunt as thiss ne; yu cannt trigger indicatrs n arbitrary ther phnes. T change the types f messages that trigger the ntificatin use the checkbxes. T delete a phne frm the list, press the icn. T clear the entire list use the Clear List buttn. If the shws, thesee ntificatins are enabled. Clicking this will switch between the disabled states. Yu must press the Apply buttn fr any f yur changes t take effect. enabled and T add anther address t the list, press New Entry. Yu are prmpted fr an address as yu type matching cntacts frm yur cntacts list will appear. T change the types f messages that trigger the , use the checkbxes. T delete an address frm the list, press the T clear the entire list use the Clear List buttn. icn. If the states. shws, these ntificatins are enabled. Clicking this will switch between the enabled and disabled Yu must press the Apply buttn fr any f yur changes t take effect. Greetings This page allws yu t cnfigure which greeting will be played t callers wh get frwarded t yur vic . Yu can chse t either use a standard system greeting, r t recrd and usee a persnal message f yur chice. Yu als have the ptin f just using the same greeting as yur primary grup mailbx. As well as defining the default greeting thatt yu wish callers t hear, yu can als cnfigure alternative greetings t be played utside businesss hurs r when the line is busy Whidbey Telecm SmartMail Call Manager User Guide 24

26 chse t play an extended absence greeting, and ptinally prevent callers frm leaving messages while yu are away This page is split int tw sectins. The "Cnfigure Greeting" panel allws yu t specify which greeting(s) yu wish t use, and the "Recrd Greeting" panel allws yu t recrd persnal greetings. After making any changes in the "Cnfigure Greeting" panel yu must press Save Settings t apply them. Use a standard system greeting If yu dn't wish t recrd yur wn greeting, then in the cnfigure greeting panel select ne f the fllwing as yur default greeting. System this plays the nrmal system greeting, with n identifying infrmatin. System with Number this plays the nrmal system greeting, including yur phne number. System with Name this plays the nrmal system greeting, but includes yur recrded name. This ptin will nly appear if yu have recrded yur "spken name" (see belw). Recrd and use a persnal message f yur chice If yu wish t play callers a persnal message then yu must first recrd it. Messages can be recrded either by dialing int yur mailbx frm yur handset, r using the "Recrd Greeting" panel n this page. Once yu have recrded a message, yu can then cnfigure it as yur default greeting in the "Cnfigure Greeting" panel (with the exceptin f sme "special" greetings see belw). The drpdwn in the "Recrd Greeting" panel shws yu a list f the messages that yu can recrd. Messages that have already been recrded are shwn with an * beside them in the list. T recrd a new message, r verwrite an existing ne, select the message in the drpdwn and press the Edit Message press t the buttn t bring up the greeting recrder cntrl. A number f the recrdable greetings have special meanings. Spken name. When recrding this message, yu shuld just recrd yur name, and n ther message. This name will be used if yu select the System with Name greeting see abve. Frward all calls. This message (if recrded) will be played if yu have cnfigured yur phne t frward all f yur calls directly t vic . In this scenari, the frward all calls greeting is played autmatically yu d nt need t cnfigure it as yur default greeting. Grup. Calls received n a line assciated with this primary grup mailbx, will first hear this grup greeting, and then the default persnal greeting. The grup greeting is played autmatically yu d nt need t cnfigure it as yur default greeting. Extended absence. Persnal busy Play an alternative greeting when yur line is busy If yu wish t play a different message when yur line is busy, then yu need t first recrd the special "Persnal busy" greeting. Once yu have dne this a new checkbx will appear in the "Cnfigure Greeting" panel allwing yu t "Use Whidbey Telecm SmartMail Call Manager User Guide 25

27 different greetingg when the line is busy". If yu select this ptin then when a caller is put thrugh t vic because yur line is busy, they will be played yur "Persnal busy" greeting instead f yurr default greeting. Cnfigure an extended absencee greeting One f the persnal greetings that yu can recrd is an "Extended Absence" greeting. If yu recrd this greeting and select it as yur default greeting, then yu will be given the ptin "Allw callers t leave a message". If yu d nt select this ptin then callers will be prevented frm leaving yu messages while yu are absent. Override yur default greeting until a date f yur chice If yu wish t verride yur default greetingg until a specified date, select the alternative greeting yu wish t use frm the " verride greeting" drp dwn, and cnfigure the time and date that yu wish it t be used until. Yu can then specify what shuld happen when the expiry date is reached: reset t default the system will autmatically revert t playing yur default greeting send a ntificatin yu will be sent a vic telling yu t change yur greeting, but yur verride greeting will remain active until yu turn it ff. Use same greetingg as primary mailbx If yu wish t use the same greeting as yur primary grup mailbx, simply select "Same as primary" as yur default greeting. Recrding a message A number f cntrls are prvided fr recrding yur message. Starts recrding. This will verwrite any message yu have previusly recrded. Plays back yur recrded message. This actin will be unavailable if yu have nt yet recrded a message. Stps recrding r playing the message. This cntrl allws yu t adjust the gain f yur micrphne. While recrding, the lights abve this cntrl will shw hw lud the signal is frm yur micrphne. If the gain is set crrectly then several green lights shuld appear while yu are recrding. If nlyy ne r tw appear, then the gain is set t lw and yur message will be t quiet. If red lights appear then the gain is set t high and yurr message will be distrted. This cntrl allws yu t adjust the playbackk vlume. Yu can mute r un mute playback by clicking the r icns, and adjust the slider t set a particular vlume level. Whidbey Telecm SmartMail Call Manager User Guide 26