SimplyExchange User Guide. Edition /09

Transcription

1 SimplyExchange User Guide Edition /09

2 Table of Contents 1. Introduction Features System Requirements Contents Installing Hardware System Architecture Installation Installing Driver Installing Software Activate Skype accounts Using SimplyExchange Center Program Monitor Configuration General Voice Language/Smart Dialing Advanced Start Option Control SimplyExchange administrator management Administrator Login Search Contacts View All Contacts Import Skype Contacts Add a Contact Download Contacts Import Contacts File Delete All Contacts Manage Group Manage Common User View History Log Change Password SimplyExchange User Management User Login User management Using SimplyExchange Making Skype Calls Making SkypeOut Calls Answering Skype Calls How Skype user calls through SimplyExchange Customer service contacts Adjust Skype Settings... 44

3 1. Introduction 1.1 Features SimplyExchange is an exciting new Skype gate which can be integrated seamlessly into the existing office PBX. It provides convenient access to Skype calls from the office telephone sets. The features of SimplyExchange: Seamless integration of Skype service into office existing PBX system without any change. Supports 4 lines Skype call in and call out at the same time Unique enterprise Skype account as hunt group with automatic distribution for all incoming Skype calls Up to 16 digits Skype contact speed-dials Centralizes all Skype activities to a single server especially for enterprise management Powerful web visit for contacts management and log check Uses only one Windows account to handle 4 Skype accounts 1.2 System Requirements To install SimplyExchange hardware you need the following requirements: Pentium 2.8G Hz or above, with 1GB RAM WindowsXP Skype version 3.2 or higher must be installed Analog PBX or Digital PBX with Analog trunk DECT phone or other analog phone LAN/ADSL or faster Internet connections.

4 1.3 Contents 1. SimplyExchange 2. USB cable 3. Telephone Cable 4pcs 4. Software CD

5 2. Installing Hardware 2.1 System Architecture SimplyExchange can be integrated seamlessly into the existing office PABX or Digital PBX with Analog Trunks. As shown in the following illustration, SimplyExchange is connected to computer server through USB port and to PBX through 4 RJ11 ports. 2.2 Installation 1. Plug in DC power (Note: step 1 must be done before step 2 otherwise the device may not work properly) 2. Connect SimplyExchange USB port to computer by USB cable. 3. Connect 4 SimplyExchange RJ11 ports to 4 PBX trunk ports, or to 4 telephones (or some to trunk ports and some to telephones) 4. Setup PBX configuration. Set the hunting group number for the four trunk ports to a number, such as 8. This hunting group will be used as Skype line. An office user just needs to dial 8 to access Skype line.suppose normally the office user should dial 9 before he dial a outside telephone number,now you just dial 8 to make Skype/SkypeOut calls. After installation the connection should look like this

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7 3. Installing Driver Insert the software CD into your PC CD-ROM drive and the following window should come up automatically. Click Install Driver to start installation. 1. Click Continue Anyway to install the Simply Audio1 For Skype After install Simply Audio1 For Skype,you will see the same windows to install Simply Audio2 For Skype, Simply Audio3 For Skype, Simply Audio4 For Skype,please click Continue Anyway always.

8 Note: 1. If you switch USB port you should re-install this driver manually as before. 2. If you can not find the Autorun window after insert the CD into your PC CD-ROM drive,please run it by hand.double click My computer, right click the CD icon SimplyExchange below Deivces with removable storage,click Open, Double Click folder driver,click setup.exe. 4. Installing Software Before you install the software,please make sure that you have installed the Skype software already.if you didn t install Skype,please download the newest Skype software in is better if you are familiar with Skype before use our device. 1. Click Install Exchange

9 If you can not find the Autorun window after insert the CD into your PC CD-ROM drive,please run it by hand.double click My computer,right click the CD icon SimplyExchange below Deivces with removable storage,click Open, Double Click folder setup,click setup.exe to install SimplyExchange software. 2. Choose installation language

10 3. The InstallShield Wizard for SimplyExchange will guide you through the installation process. Click Next to continue 4. A software License Agreement window appears. Select I accept the terms of the license agreement, and click Next to continue.

11 5. System Requirement Check screen reminds you the system configuration, click Next Note: If the suggested minimum requirements are not met it will give a warning message. You can close the message window and continue the installation. 6. Choose installation folder and click Next

12 7. Click Install to start installation process 8. Installation process

13 9. Installation completed, click Finish 5. Activate Skype accounts After installing software, it creates four Windows accounts on your PC server: SimplyExUser1, SimplyExUser2, SimplyExUser3 and SimplyExUser4. You can go to the Control Panel -> User Accounts to view these accounts. The initial passwords of these accounts are: password

14 These four Windows accounts correspond to four Skype accounts respectively. In each Windows account you can activate one Skype account for one SimplyExchange line. You should do the following steps: 1. Click SimplyExchange Center icon to run it 2. Click Configuration to enter this panel

15 In this panel you should input the Corporate unique Skype ID and Skype ID for extensions and then click Save. Please make sure that the IDs you input here should be identical to the IDs used for Skype login later After inputting unique Skype ID, if Skype has already started the following dialog will popup. Click in the option Allow this program to use Skype, or Allow this program to use Skype,but ask again in the future, then click OK.

16 If Skype has not started, SimplyExchange Center will start Skype automatically. You need to login an existing Skype account or create a new one. This Skype account which works together with SimplyExchange Center is a primary account(corporate Unique Skype ID) for SimplyExchange software. The other four Skype accounts (mentioned below) work as secondary accounts. You just need tell this primary account to other Skype users. When somebody calls this primary account, the incoming call will be distributed automatically to one free account of these four secondary accounts. 3. Click Control button on SimplyExchange center and switch to control panel. Click Start Hardware button to start the device. The front panel red indicator LEDs (LINK1-LINK4) will light up when the device is started

17 4. Choose SimplyExUser1 from the menu and click Start Extension. This operation starts the Line 1 of SimplyExchange A dialog box will come up and ask to input password of SimplyExUser1 (the initial password is password). After checking the password a Skype login window will popup. This Skype account corresponds to Line 1 of SimplyExchange.

18 If the Skype ID you used to sign in is not identical to the configuration Skype ID mentioned above the following warning window will popup. When Line 1 of SimplyExchange starts, the front panel green indicator LED (SKYPE1) will light up. An SimplyExchange Ext icon appears on Windows system tray. This SimplyExchange Ext is a background program which corresponds to one Skype account. You don t need to care about it. Two Skype icons also appear on the system tray, one for primary account and one for secondary account.

19 If you switch to Monitor panel on SimplyExchangeCenter window you will find that the status of Line 1 has changed. 5. Repeat the step 3 above to start other 3 lines. When all 4 lines start the front panel green indicator LED (SKYPE1-SKYPE4) will light up. The following icons appear on the system tray: 4 SimplyExchange Ext icons, 4 secondary Skype account icons, 1 primary Skype account icon, and 1 SimplyExchange Center icon. If you switch to Monitor panel on SimplyExchange Center window you will find that the status of Line1 to Line4 has changed.

20 After finishing the steps above, all 4 lines of SimplyExchange have been configured and you can begin to use it now.

21 6. Using SimplyExchange Center Program SimplyExchange Center is a main control program. All of your operation and control of SimplyExchange can be done through it. Its major functions are as following: Shows the current status of 4 lines Configures SimplyExchange Starts/Stops hardware and 4 lines 6.1 Monitor The Monitor panel shows the current status of 4 lines (extensions). When you click one line by mouse the detailed information of this line will be displayed in the window below. 6.2 Configuration General The general configurations include: If all lines are busy, send back a message The send key You can set the send key as # or *,or you can set the time to send the call.so after you dial the numbers,if you do not press # or *,after 5 seconds (Default),the call will be sent automatically.

22 6.2.2 Voice Language/Smart Dialing You can change the off hook greeting (choose other wav file to replace the default one) You can also set Voice Prompt language and Smart Dialing. Smart Dialing will make you easier to make a local SkypeOut call.after you set up the default country code,to make an international call using Skype smart dialing,dialing the following: 0+area code+phone number (0 represents the country code on Exchange).

23 6.2.3 Advanced In advanced panel you can change the Web server port.

24 6.2.4 Start Option In this panel you can set the options to restart Windows automatically and auto run SimplyExchange when Windows starts. 6.3 Control In Control panel you can Start/Stop Hardware, and Start/Stop Extension. For the details of these functions please refer to Chapter 5.

25 7. SimplyExchange administrator management SimplyExchange provides a web server access. You can use it conveniently to manage contact list and check log history. There are two kinds of users on SimplyExchange Web, one is administrator and the other is common user. They have different privileges. The administrator can: contact management contact group management user management view history log The common user can: contact management (common user can only manage contacts created by himself and view public contacts) view contact view group 7.1 Administrator Login If you use PC sever to login, open your Internet browser and type in the address bar. You are now at the SimplyExchange Login screen. Login with Username "admin" and Password "password".

26 You can also use remote PC to access PC sever. Suppose the IP address of PC severs is , you type in IE address bar and the SimplyExchange Login screen comes up. Here is the SimplyExchange Contact Manage System window. The left panel contains the operations such as adding, viewing Skype contacts, or changing password, etc.

27 7.2 Search Contacts In the left panel of the SimplyExchange Contact Mange System, click Search Contacts. The right panel is the information of contact to be searched such as contact name, speed-dial, Skype ID, etc. 7.3 View All Contacts Click View All Contact on the left panel, the information of all the contacts shows on the right panel. You can Modify or Delete the contact.

28 Click Download All button, you can download all the contact list to local PC. The list is saved as Excel file format. 7.4 Import Skype Contacts This function can import the local Skype contacts into SimplyExchange system. Click Import Skype Contacts on the left column and contacts table shows on the right column.

29 If the above column does not show, you need to change your Internet Explorer setting. 1. If you are using Internet Explorer 6.0,Choose in Internet Explorer Tools- Internet options and then click Trusted Sites in Security panel.

30 Add the server IP you installed the exchange to this zone, make sure not choose the option Require server verification ( for all sites in this zone. Then click in the left column of the page Import Skype Contacts. The system will ask you to install ImportUtil.ocx component, please click Install. After this first installation, you don t need to do the above operation when you import Skype contacts again. Click Connect to Skype button on the Skype contacts table (make sure Skype is running first). The following window will pop up, please choose Allow this program to use Skype.

31 The local Skype contacts will appear in the table. You can choose the contacts you want import to the system and set speed-dial for each contact. You should input the initial speed-dial and click Set Speed Number to generate speed-dial numbers in sequence automatically.

32 2. If you use Internet Explorer 7.0, Choose in Internet Explorer Tools- Internet options and then click Trusted Sites in Security panel. Add the server IP you installed the exchange to this zone, make sure not choose the option Require server verification ( for all sites in this zone. Click Default level,make the Allowed Level lowest.click Apply, OK

33 Then click in the left column of the page Import Skype Contacts. The system will ask you to install ImportUtil.ocx component, please click Install. After this first installation, you don t need to do the above operation when you import Skype contacts again. Click Connect to Skype button on the Skype contacts table (make sure Skype is run first). The following window will pop up, please choose Allow this program to use Skype.

34 The local Skype contacts will appear in the table. You can choose the contacts you want import to the system and set speed-dial for each contact. You should input the initial speed-dial and click Set Speed Number to generate speed-dial numbers in sequence automatically.

35 7.5 Add a Contact Click Add a Contact on the left panel. The required fields are speed-dial, contact name, Skype ID, etc. Click Save to save the new contact. 7.6 Download Contacts Click Download Contacts on the left panel. This function can download the system contacts information into an Excel file.

36 7.7 Import Contacts File This function can import contacts file saved before into SimplyExchange system. 7.8 Delete All Contacts This function can delete all the contacts information in this system.

37 7.9 Manage Group Click Manage Group on the left panel, you can view all the group information. You can click Add to add a new group or click Delete to delete an empty group. You can also click View to view the list of all the contact in this group.

38 7.10 Manage Common User Click Manage User on the left panel, you can view all the user of this SimplyExchange Contact Manage System. You can click Add to add a new user or click Delete to delete a user. You can also click View to view the list of all the contacts created by this user. After adding a new user, this user can use his ID and password to login the SimplyExchange Contact Manage System. He can manage his own contacts information while he can only view Public contacts information View History Log Click View History Log on the left panel, you can search all the Skype call history. The search conditions include: time, call mode, caller ID, etc.

39 The search results will be shown in details in History List Change Password Click Change Password on the left panel to change the password of the administrator.

40 8. SimplyExchange User Management 8.1 User Login The login way of user is similar to that of administrator mentioned in last chapter. But the window appeared after login is different.

41 If you can not access this web remotely,please set the PC which the device is connected as below: Right click My Network Places Properties,right click Local Area Connection Properties Advanced Settings Exceptions Add Port,please set as the picture: If you still can not access the web page,it seems that this 8080 port was occupied by another software.in this case,you can change 8080 to 7070 or some others as you want.please remember,this port should be the same as the port in SimplyExchange software.

42 8.2 User management The User can Search Contacts, View All Contacts, Add a Contact, View Group, these operations are similar to those of administrator. The differences are: User can only delete or change the contact created by him. User can only view group User can only view public contacts. 9. Using SimplyExchange Before you use the office phones with SimplyExchange, make sure that you have: Installed the SimplyExchange software Connected the hardware Configured the PBX Activated your Skype accounts Added contacts in the SimplyExchange Contact Management System 9.1 Making Skype Calls 1. On your office phone, dial the number to access the Skype line (For example, if the hunt group number for Skype is 8, you need to press 8 on telephone pad). 2. You will hear a greeting voice. 3. Enter the speed-dial number you assigned to your Skype contact. 4. Enter * or # to end,or 5 seconds later the call will be sent automatically ( according to the setting in SimplyExchange Center). 9.2 Making SkypeOut Calls 1. On your office phone, dial the number to access the Skype line (For example, if the hunt group number for Skype is 8, you need to press 8 on telephone pad). 2. You will hear a greeting voice. 3. Enter your SkypeOut contact's number using the following format: 00+country code + area code + local phone number.if you are using Smart Dialing function,the format will be like this:0+area code+local phone number.(0 represents the country code you have set). 4. Enter * or # to end,or 5 seconds later the call will be sent automatically (according to the setting in SimplyExchange Center). 5. You will hear the SkypeOut credit Notification when you are making SkypeOut call in case of no enough money.so user will know they should recharge the credit. 9.3 Answering Skype Calls When a Skype call is coming your office phone will ring as usual. Pick up the phone and answer it.

43 9.4 How Skype user calls through SimplyExchange Skype users can call SimplyExchange office users by calling through Skype and the dialing the normal office extension number. To do this: 1. Give the Skype user your enterprise's primary Skype ID(Corporate Unique Skype ID). 2. The Skype user calls the Skype ID. SimplyExchange Center will distribute this call to one of the four secondary Skype ID. 3. The user hears the greeting message from the office PBX and enters the office extension number. 4. The office extension rings. 5. If you can not access the extensions by calling Corporate Unque Skype ID,please adjust the speaker volume in Skype UI for the four Secondary account. Instruction of Corporate Unique Skype ID : If you want to make Skypeout Calls,you d have to charge the money in the four Extensions Skype ID,no need this for Corporate unique Skype ID,since this account is only responsible to transfer the calls ;If you want to have SkypeIn telephone number,in this case you just apply the SkypeIn for Corporate unique Skype ID.When calls come in,this Skype account will transfer the calls to the other secondary free Skype line. 9.5 Customer service contacts If you have any problem in using SimplyExchange,you can get the Customer Support Contacts in software About screen:

44 10. Adjust Skype Settings To enhance the performance of SimplyExchange, please adjust each of the Skype account's settings for better operation. 1. In Notifications panel, cancel the option Pop up a window when someone requests my contact details,disable to display any notification. 2. In Sounds panel, mute all sounds of Skype

45 3. In Sound Devices panel, cancel the option Let Skype adjust my sound device settings 4. In Video panel, disable Skype Video

46 5. In Chat Settings panel, cancel the option Pop up a chat window when someone starts a chat with me