200 System Administrator s Getting Started Guide

Transcription

1 Business Central 200 System Administrator s Getting Started Guide Welcome to Business Central. This guide is intended for people who set up and manage your Business Central system. After you have installed Business Central according to the instructions in the Setup Guide and finished the Setup Wizard, complete the tasks listed below. Required Tasks for System Administrators 1 Create a personal workspace for each person in your company. See page 6. 2 Configure your company s incoming call flow. See page Record an Auto-Attendant greeting. See page 11. Optional Tasks for System Administrators 4 Connect phones. See page 8. 5 Create shared workspaces for groups. See page 7. 6 Configure Business Central to allow people to work remotely. See page Turn on wireless networking. See page 13. ATTENTION: Because the Business Central system software may have been updated since this guide was printed, refer to the Business Central online help, which is available through Business Central Manager, for the most up-to-date version of this guide. Additional Guides and Help Your Business Central package includes the following additional guides: Setup Guide, which contains information about installing the Business Central server, gateway, and desktop VoIP phones, and starting the Setup Wizard User s Getting Started Guide, which contains information about setting up your personal workspace, , and voice messaging system Receptionist s Guide, which contains information about setting up your company s phone system Voice Messaging System Quick Reference, which contains information about using voic , accessing the directory, and recording an Auto-Attendant greeting Also refer to the System Administrator s Guide, which is available as a printable PDF through the Business Central Manager help when you are logged in and are a member of the System Administrators workspace. For help on each screen in the Setup Wizard and Business Central Manager, click the Help button on the screen. See Viewing the Online Documentation on page 16 for more information.

2 About Workspaces A workspace is like an account that provides a collection of services (such as phones, , and network file folders) to an individual, group, or location. Everybody in your company should have their own personal workspace. By default, everybody also belongs to the Company permanent workspace. Create other shared workspaces as needed, and add people to shared and permanent workspaces as needed. People have access to the services and resources of their personal workspace and any shared or permanent workspaces to which they belong. Figure 1 illustrates an example of a company with three personal workspaces, two shared workspaces, and the three permanent workspaces. Figure 1 Workspaces ATTENTION: To be a system administrator, your personal workspace must belong to the System Administrators shared workspace. Because membership in this workspace grants full access to all areas of the system, including all personal workspaces, only a very limited number of people should belong to this workspace. 2 Business Central 200

3 Logging on to Business Central Manager Business Central Manager is the graphical user interface for Business Central. Use it to configure workspaces and manage the system. People who belong to the System Administrators shared workspace are Business Central administrators. To Log On to Business Central Manager 1 Open a Web browser, such as Internet Explorer, Safari, or Firefox. Note: If your Web browser is configured to block pop-ups, set it to allow pop-ups for Sutus Business Central. 2 In the address bar, type central/start and press Enter. Figure 2 Starting Business Central Manager 3 If a security certificate warning appears, click Yes or Continue. The Welcome screen opens. 4 Click the Start Business Central Manager Administrator button. The Business Central Manager logon screen opens. Figure 3 Business Central Manager Logon Screen 5 Enter the Logon name and Password for your personal workspace. 6 Click the Log on button. Tip: For information and assistance on each screen, click the Help button at the top right corner of the screen. System Administrator s Getting Started Guide 3

4 Business Central Manager Interface For system administrators, Business Central Manager contains two main areas: My Workspaces and Administration. Non-administrative users have access to the My Workspaces area only. Figure 4 Business Central Manager My Workspaces Figure 5 Business Central Manager Administration 4 Business Central 200

5 Table 1 More information about some Business Central Manager buttons Item My Workspaces explorer and drop-down menu Administration explorer and drop-down menu Help button Refresh button Lock button Sutus logo Description Displays a list of your workspaces, including your personal workspace and any shared workspaces of which you are a member. Select the workspace whose properties or password you want to edit. Displays a list of screens where you can monitor and manage the Business Central server and workspaces. Opens the Business Central Manager online help. You can also access PDFs of the Business Central manuals and Polycom phone manuals through the online help. Updates the information displayed in Business Central Manager. Click the Refresh button to view the most current status information for phones, Internet connectivity, and so on. Disables the Business Central Manager screen without closing it. You can unlock the screen by entering your password. This button is useful if you will be away from your computer temporarily. However, Business Central Manager also locks automatically after several minutes of idle time. Opens the About dialog box when you click on it. The About box contains your product registration information, model and version numbers, serial number, MAC address, and links to related Websites, including the customer support site. System Administrator s Getting Started Guide 5

6 Creating Personal Workspaces for Employees Create a personal workspace for every person in your company who will need phone service, service, access to shared file folders, VPN access, or who will use the system in any other way. ATTENTION: If Reception s incoming call flow is configured to direct calls to an Auto-Attendant, make sure at least one other workspace has phone service. Otherwise, callers will not be able to get through to another workspace from the Auto-Attendant. To Create a Personal Workspace 1 Log on to Business Central Manager as a system administrator. For instructions, see page 3. 2 In the Administration explorer, click Manage Workspaces. 3 Click the Add Workspace button. The Add Workspace Wizard opens. Figure 6 Add Workspace Wizard Personal Workspace 4 Select Personal and click Next. 5 Follow the on-screen instructions to create a new workspace. Tip: For additional help on each screen, click the Help button at the top right corner of the screen. 6 Let people know what their logon name and password is for their personal workspace, and if they belong to any shared workspaces. 7 Show users how to log on to Business Central Manager and access the User s Guide, which includes instructions for setting up their , phones, and voic , and accessing their network file folders. 6 Business Central 200

7 Creating Shared Workspaces for Groups You can optionally create shared workspaces for any functional groups or locations in your company. For example, you might create a Sales shared workspace for people who work in sales. The sales group could then have its own phone extension number, address, and shared file folder. To Create a Shared Workspace 1 Log on to Business Central Manager as a system administrator. For instructions, see page 3. 2 In the Administration explorer, click Manage Workspaces. 3 Click the Add Workspace button. The Add Workspace Wizard opens. Figure 7 Add Workspace Wizard Shared Workspace 4 Select Shared and click Next. 5 Follow the on-screen instructions to create a new workspace. Tip: For additional help on each screen, click the Help button at the top right corner of the screen. System Administrator s Getting Started Guide 7

8 Connecting Phones, Fax Machines, and PA Systems The following information explains how to connect phones, fax machines, and public address (PA) systems to Business Central. Desktop VoIP Phones The only type of phones that you can plug directly into the Business Central server are desktop VoIP phones, which use an Ethernet network cable instead of a phone cable. If you did not connect your desktop VoIP phones when you set up your Business Central server, you should do so now, as shown in Figure 8. Figure 8 Connecting a Desktop VoIP Phone to Business Central When you plug a desktop VoIP phone into the Business Central server, it gets assigned to either the Reception workspace, or to the unassigned group of phones, depending on which option you selected in the Setup Wizard. You can change this setting in Business Central Manager. Before completing the Setup Wizard, new phones are automatically assigned to the Reception workspace, so you can make and receive calls on them right away. You cannot make and receive calls on unassigned phones. Softphones A softphone is software that simulates a desktop phone and allows you to make and receive calls on your computer through your traditional (PSTN) or VoIP phone service. For more information, see the System Administrator s Guide, which is available through the Business Central Manager online help. Wireless VoIP Phones The Polycom SpectraLink 8002 wireless phone is a VoIP phone that is portable within range of your Business Central wireless network. Before you can use the SpectraLink 8002 wireless phone, you must configure it to connect to Business Central. For more information, see the Using Phones chapter of the System Administrator s Guide or User s Guide, which are available through the Business Central Manager online help. 8 Business Central 200

9 Fax Machines or Analog Phones (Through a Sutus Gateway) You can connect one fax machine, analog phone, or other analog PSTN phone line device to the Sutus gateway. If you need to connect more than one of these devices, you can plug another gateway into the Business Central server. You do not need a separate phone number for the fax machine. The gateway automatically detects incoming fax calls and directs them to the fax machine. Figure 9 Connecting a Fax Machine or Analog Phone to Business Central Analog Phones (Through a Certified Analog Adapter) Connect a certified analog telephone adapter, such as a Grandstream HandyTone 286, to one of Business Central s LAN (100M+PoE) ports, and then plug an analog (POTS) phone or DECT (cordless) phone into the adapter. You can then assign the phone to a workspace. Figure 10 Connecting an Analog or DECT Phone Public Address (PA) System You can connect a PA system to Business Central by plugging it into the audio line out port on Business Central. To call the PA system and make an overhead page, pick up a phone handset and dial. For more information, see the Configure System Phone Service chapter in the System Administrator s Guide. System Administrator s Getting Started Guide 9

10 Configuring Your Company s Incoming Call Flow By default, when somebody phones your company, their call goes to the Reception workspace first. Depending on the configuration of the Reception workspace s incoming call flow, the call can go to the following destinations: Go to an Auto-Attendant. The caller can then find the intended workspace through the information provided in the greeting and the possible destinations given to them. Ring phones assigned to Reception and its members. The receptionist can then transfer the call to the intended workspace. ATTENTION: If the Reception workspace s incoming call flow is configured to direct calls to an Auto-Attendant, make sure at least one other workspace has phone service. Otherwise, callers will not be able to get through to another workspace from the Auto- Attendant. You can change the workspace that receives your company s incoming calls in Business Central Manager. You can also configure direct lines. For more information, see the System Administrator s Guide, which is available through the Business Central Manager online help when you are logged on and your personal workspace is a member of the System Administrators workspace. About Auto-Attendants An Auto-Attendant has two components: An Auto-Attendant greeting, which is the greeting people hear when they call a workspace and the incoming call flow directs them to an Auto- Attendant. (For example, Hello, and thank you for calling. If you know the extension of the person you are calling, please dial it now. Otherwise, please press 4 for the directory. ) To change the default greeting, press 2 on a phone assigned to the Reception workspace. The directory, which is a dial-by-workspace-name phone directory that helps callers reach a workspace (person, department, or location) in your company. (There must be at least one workspace, other than the Reception workspace, with phone service.) Internal callers can also dial 4 to access the directory directly. Configuring the Reception Workspace If you have a receptionist, add his or her personal workspace to the Reception workspace. Members of the Reception workspace can answer incoming calls and transfer them to the appropriate person (personal workspace) or group (shared workspace). If you do not have a receptionist, change the Reception workspace s incoming call flow to send incoming calls directly to an Auto-Attendant. Callers can then use the dial-by-workspace-name directory to reach the person or department. For more information about configuring the Reception workspace, see the Receptionist s Guide. Tip: When Reception s incoming call flow is configured to ring Reception phones and then go to an Auto-Attendant, receptionists should set the Reception phones to Do Not Disturb (DND) when they will be away from the phone. While Do Not Disturb is turned on, incoming calls will go directly to the Auto-Attendant. 10 Business Central 200

11 Recording an Auto-Attendant Greeting An Auto-Attendant greeting is the automated greeting people hear when they phone your company and are directed to an Auto-Attendant. Your Auto-Attendant greeting should include your company name and instructions for accessing the directory (dial 4). Members of the Reception workspace can record the default Auto-Attendant greeting. However, if you do not have a receptionist, you should record the default Auto-Attendant greeting yourself. See the Receptionist s Guide for other required tasks related to setting up the Reception workspace. Example Auto-Attendant Greeting: Hello. You have reached Mosaic Paints. If you know the 4-digit extension number of the person you are calling, please dial it now. Otherwise, press 4 for the directory where you can enter your party s name on your touchtone phone. To contact the Sales department, dial 3. If you re not sure which person or department you should speak to, dial 2 for information. To Record the Auto-Attendant Greeting 1 Pick up the handset, dial, and wait for the voice prompt. 2 (Optional) If the phone is not assigned to the Auto-Attendant s workspace, press #, and enter the extension number of the Auto- Attendant s workspace. 3 Enter the workspace s VMS password. 4 Dial 3 for Workspace Settings. 5 Dial 3 for Auto-Attendant Greetings 6 If you are asked for an Auto-Attendant ID, enter it. It is provided in Business Central Manager to the System Administrators under Call Routing -> Auto Attendants. 7 Follow the voice prompts to record the Auto-Attendant greeting. System Administrator s Getting Started Guide 11

12 Assigning Phones to Reception There are two ways to assign phones to Reception: If you have a dedicated receptionist s desk, assign a phone directly to the Reception workspace. If you do not have a dedicated receptionist s desk, assign somebody s personal workspace to the Reception workspace, and their assigned phone will become indirectly assigned to the Reception workspace. Configure the Reception workspace s incoming call flow to ring phones assigned to Reception and its members. Troubleshooting Issues with Desktop VoIP Phones Problem Phone is flashing the wrong date and time. Phone is not working properly, or is displaying the wrong information. Phone does not ring. No dial tone. Display label is incomplete. Solution Wait for the phone to synchronize with the time server, which can take up to 20 minutes. Reboot the phone. (Unplug its power cord and then plug it back in.) Make sure Do Not Disturb is turned off. Make sure the phone volume is turned up. Check that the Ring Type selected in the Settings menu is not the Silent Ring. Make sure the handset or headset is plugged into the correct port on the back of the phone. The label may be shortened on some models. 12 Business Central 200

13 Turning on Wireless Networking If anybody in your company needs to be able to access your network wirelessly, using a laptop computer or another compatible wireless device, you must turn on Business Central s wireless network. To Turn On Wireless Networking 1 Log on to Business Central Manager as a system administrator. For instructions, see page 3. 2 In the Administration explorer, click Wireless Settings. 3 Click the Change Wireless Settings button. 4 Select the On option for the wireless service. 5 Enter a Wireless network name. You can create any name for your wireless network, but it should be a meaningful name, such as your company name. 6 (Optional) Select a Channel from the drop-down list or use the default. It is not necessary to change the wireless channel unless you experience interference from other wireless networks or devices. 7 Enter a Security passphrase. People who want to connect to your company s wireless network will be required to enter this security passphrase. Follow the tips for secure passphrases provided on the screen. Figure 11 Edit Wireless Settings Screen 8 Click Save. System Administrator s Getting Started Guide 13

14 Figure 12 Wireless Settings Wireless Service Turned On Computers with wireless network cards can now connect to your company s network. People will need the following information to connect to your network wirelessly: Wireless network name (SSID) Security passphrase and/or security hex key Tip: You can copy and paste the security passphrase into an message and send it to people in your company. Select the text with your mouse and press the Ctrl and C keys together to copy it. Then, click inside an message and press the Ctrl and P keys together to paste the text into the message. 14 Business Central 200

15 Configuring Business Central to Allow People to Work Remotely VPN (virtual private network) enables employees to connect securely to your company s internal local area network (LAN) from home or other locations. When a remote computer is connected to your company s LAN through a VPN connection, it has the same access to your company s LAN as a computer at work. Business Central supports two types of VPN connections: PPTP enables you to connect a remote computer to your company s LAN. If the remote computer has a softphone installed and configured for your workspace, you can also make and receive calls on your softphone. When PPTP VPN connections are allowed by the Internet firewall, anybody with a personal workspace can connect to your company s LAN over the VPN. IPsec requires a special IPsec VPN router at the remote location. With an IPsec VPN connection, multiple computers, softphones, and desktop VoIP phones can connect to your company s LAN from a remote location, such as a home office or satellite office. As a system administrator, you must allow PPTP or IPsec through Business Central s Internet firewall before anybody will be able to connect to your company s internal network over a VPN connection. To Allow PPTP VPN Connections 1 Log on to Business Central Manager as a system administrator. For instructions, see page 3. 2 In the Administration explorer, click Internet Firewall. Figure 13 Internet Firewall Default Settings 3 In the list of Blocked services, select PPTP (1723) - Secure remote VPN access and click Allow. PPTP (1723) - Secure remote VPN access now appears in the list of allowed services, and people with personal workspaces can connect to your company s network through the VPN. System Administrator s Getting Started Guide 15

16 Viewing the Online Documentation Business Central Manager also includes online help: When you click the Help button on any screen, it opens the online help system to a page containing information about the current screen. Some screens contain Learn More links, which open the online help system to a page with additional information about a concept. Once the online help system is open, you can browse to other topics through the Contents or Search tabs, or by clicking links in the help topics. You can also view or download PDFs of the Business Central and Polycom phone manuals from the Welcome page in the online help. Figure 14 Business Central Manager Online Help Note: People who are members of the System Administrators workspace have access to administrative and user documentation through the online help. Non-administrative users have access to user documentation only. 16 Business Central 200

17 Support and Version Information If the information you need is not in this guide, the online help, or any other Business Central guides, contact customer support. Sutus Customer Support Contact Information Toll Free Phone: Web: Version Information Product: Sutus Business Central 200 Product Version: Document Number: SAG02BC200 Document Version: 1.6.G Copyright: 2008 Sutus, Inc. All rights reserved. System Administrator s Getting Started Guide 17

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