Unity Desktop User Guide Hosted Voice Enterprise

Transcription

1 Unity Desktop User Guide Hosted Voice Enterprise April Diehl 11/30/2016 Published Version 1.2

2 2016, Charter Communications: All rights reserved. Revision History Date Revision Author Comments 2/8/ April Diehl Create Document 11/4/ Sian Pugh Update branding 11/30/ April Diehl Updated Bullet Branding and Table of Contents

3 Table of Contents About Unity Desktop... 5 Getting Started... 5 Installation... 5 Sign In... 5 Window Layout... 6 Resizing Unity... 6 Call Control... 7 Placing Call... 7 End a Call... 7 Redial... 7 Answering a Call... 8 Send To Voic Transferring a Call... 8 Consulted/Announced Transfer... 8 Blind Transfer... 9 Transfer to Voic Call Hold/Retrieve Conference Calling Active Call Window Redirected Calls Managing Multiple Calls Managing Conference Calls Resizing the Active Call Window User Status Change View Tool Tips Adding/Removing Users Instant Messaging Sending an Instant Message Instant Message Dialogue Box Managing Messages and Users... 16

4 Calling from the IM Dialogue Box Directories Group Directory Personal Directory Add to the Personal Directory Contact Search Call Logs Adding Call Log Entries to the Personal Directory My Status Preferences & Settings My Services Settings Appearance Computer/Phone Integration Quick Keys Updates Connections Unity Version System Requirements FAQ / Troubleshooting Other users say my icon is grey in their unity why is that? Which Users populate User Status by default? My call control buttons do not work I get an error message saying The connections has been unexpectedly severed I do not have My Status I cannot put my phone on Do Not Disturb Support Contacts... 28

5 About Unity Desktop Unity Desktop is application that simplifies the making and receiving of calls for users of Spectrum Enterprise Hosted Voice. Featuring an intuitive icon based interface, Unity provides point and click call control within the familiar desktop environment. Unity improves workgroup collaboration by bringing users closer to each other and simplifying internal and external communication. Getting Started This section contains the essential information for getting started with Unity Desktop. Installation Follow the installation instructions to download and install Unity Desktop. Launch Unity Desktop. Sign In The first time you launch Unity after the install, you will see the following, click OK Enter your Login ID and Password and click the green check mark. a. You should have been provided your login id. This is your 10 digit telephone number. b. Your passcode is your Web Access/Software Passcode. a. Please note this is the same login ID and password used for accessing the User Web Portal. To complete and save settings click the green tick at bottom right NOTE: If you choose Remember my Login ID and Remember my password, you will not be prompted for these credentials upon subsequent Unity launches.

6 Window Layout Unity is split into three functional areas; Call Control Includes features and functions that can be performed for placing calls, handling active calls and locating settings associated with your account. Active Call Window Displays the status of all current calls. User Status Displays current user status for users you have selected. By default, the users displayed are those in your department. Resizing Unity Unity can be dragged from the bottom right corner to the required size. The Active Call Window resizes independently by dragging the border at the bottom of the window [where the lower red line is in the illustration above]. When Unity is closed, all current settings will be saved. Unity can also be maximized and minimized using the standard buttons in the top right hand corner of the application.

7 Call Control Active calls are managed through the Call Control Buttons at the top of the application. The Answer/Release and Hold/Retrieve icons toggle as only one of these options will be valid at any time. For example, when an inbound call is ringing Answer becomes a valid option. Once the call is active the icon will toggle to Release as hanging up is the valid option. Placing Call Click the Dial button to bring up the Make A Call dialogue box Enter the number on the PC keyboard and click the green tick to make the call. Your desktop phone will go to hands-free mode and the call will be placed. End a Call Click the Release icon Call Window, then click Release. If there is more than one call in progress, first click the call in the Active Replacing the telephone handset will also end the call. Redial Right click the Dial icon redial. to see a list of the last 5 dialled numbers. Left click a number to

8 Answering a Call When Unity displays an inbound call, click the Answer icon, or double click the call in the Active Call Window, to connect the call. Your desk telephone will now be on hands-free speakerphone. If there is an active call in progress, you will need to click the new inbound call in the Active Call Window before clicking Answer. This will automatically place the first caller on Hold Answering a call by lifting the handset on the desk phone will have the same effect as clicking Answer. Send To Voic To send an inbound caller directly to your Voic click Send to Voic Note: If Voic is not assigned or is disabled, the button becomes disabled. NOTE: This only affects calls that are sent directly to the user. If the call is coming in via a Hunt Transferring a Call There are two ways to transfer a call; Consulted/Announced Transfer where you introduce the call to the receiving party before putting the call through. Blind Transfer where you transfer the caller directly to a recipient without introducing the call. Consulted/Announced Transfer While on an active call, make a new call to the desired destination extension, Click Dial Double click an Available colleague in User Status Double click a Group Directory or Personal Directory entry. This will automatically place the first caller on Hold and will initiate a new call in the Active Call Window. Once the called party answers, click Transfer, you will see 3 options:

9 Transfer Call 1 to a number This will perform a blind transfer of this call to the number provided Transfer Call 2 to a number - This will perform a blind transfer of this call to the number provided Transfer Call 1 and Call 2 This will connect the two calls together and hang up your phone. Make a selection to connect the call. Both calls will now disappear from the Active Call Window. If you have multiple active calls, make sure you first select the call you wish to transfer by clicking on it in the active call window. Blind Transfer User Status or Directory While on an active call right click the recipient in either User Status or Directory and select either Transfer Call To Extension or Transfer call To Mobile. This will send the caller directly to the destination number. The original call will now disappear from the Active Call Window Note: If the user does not have a mobile number entered as part of their user profile the Transfer to Mobile options is not displayed. Manual To Blind Transfer the call to a new number, select the call from the Active Call Window and click Transfer.

10 This will pop a Transfer Call dialogue box. Enter the destination number and click the green tick or press Enter. The call will be transferred and will disappear from your Active Call Window. Transfer to Voic While on an active call, right click in User Status and select Transfer to Voic . This will send the inbound caller direct to the destination extension voic without introducing ringing. Note: Transfer to Voic is only available for users that have Voic and have it activated. Call Hold/Retrieve To place a current active call on Hold, press the Hold icon On Hold in the Active Call Window and there will be an On Hold icon alongside the call.. The call status will now show as Click the held call in the Active Call Window to select it. Click the Retrieve button to take the call off hold. Conference Calling You can initiate 3-way Conference Call from the Unity Client. While on an active call, make a new call to the desired destination extension,

11 Click Dial Double click an Available colleague in User Status. Double click a Group Directory or Personal Directory entry. This will automatically place the first caller on Hold and will initiate a new call in the Active Call Window. Once the third party has answered click the Conference button and all three parties are active on the conference call. The other parties on the conference call are displayed in the Active Call Window with Status as Active (Conference). Clicking either call will select the conference as a whole, which can then be placed on Hold or disconnected in the same manner as any other call. Click Release to end the call as you would any other. Both other parties will be disconnected.

12 Active Call Window The Active Call Window gives visual representation of the status of all current calls. This includes The caller [From] This is matched to the Group or Personal Directory, and the caller name rather than number will be displayed. Number called [To] - Will display the user name, destination extension or Hunt group that has been called to enable the call to be answered appropriately. Duration Status (hold/active/ringing). Redirected Calls Where a call has been made to a colleague that has forwarded the call, the call Status will change to Active (Redirection) and the To number will change to the number they are currently on rather than the number that was originally dialed. Managing Multiple Calls To manage a particular call, first select it by clicking it in the Active Call Window. Once the call is highlighted you can place it on hold/retrieve, transfer the call or talk to the caller. All calls that are currently on held will display On Hold in Status and the red On Hold icon will display at the far left of the call Managing Conference Calls Once a conference call has been established, both other parties are shown as separate calls in the Active Call Window. The call status for both will be Active (Conferencing). Clicking either call will select the conference as a whole, which can then be placed on Hold or disconnected in the same manner as any other call.

13 Resizing the Active Call Window The bottom border of the Active Call Window can be dragged to display as many or as few active calls as necessary. Unity will save these dimensions when closed.

14 User Status User Status gives a visual indication of the Busy/Available status of up to 30 colleagues. By default Unity is populated with users in your Department. Available The user s telephone is logged on, and they are free to receive a call. Ringing The user s telephone is ringing Engaged The user is currently engaged on the telephone Unavailable The user has set their Status to Do Not Disturb, Busy or Unavailable. Change View Right click in User Status and select change View to toggle between Icon and List views. The List view displays Tool Tip information on the status of active calls for your monitored users. Tool Tips When in Icon View, left clicking and hovering over a user icon will give detailed information about their current status. For example, hovering over an engaged colleague will indicate who they are talking to and the current duration of the call. The same action for Unavailable users will indicate their current Status ie Do Not Disturb, Busy or Unavailable.

15 Adding/Removing Users Unity is populated with 30 colleagues in the user Department. However, you can change this to show the user s you wish to see. Right click on any user Click Manage User List To add o To remove o Click a user on the left, click right arrow Click a user on the right, click left arrow Click Green Check when completed Instant Messaging Unity provides companywide Instant Messaging to colleagues from within User Status and the Group Directory. To receive a message, the recipient must have Unity open. They will be shown as in User Status. Note: Engaged users can still receive an instant message. Sending an Instant Message Right click the user icon/name in User Status or the Group Directory and select Instant Message From User Status From Group Directory Clicking Instant Message will open the Instant Message Dialogue Box Note: If the recipient does not have Unity open then the Instant Message option will not be displayed.

16 Instant Message Dialogue Box Enter text in the bottom dialogue window and press Enter or click Send Message Clicking will end the conversation and close the Dialogue Box When a user closes the Unity application the Dialogue Box will show that they are offline Note: Message participants changing their Profile to Unavailable, Busy or activating Do Not Disturb will not make them appear offline for IM Managing Messages and Users Multiple instant messages from different parties will open in separate Dialogue Boxes. From within the dialogue box additional participants can be invited to the conversation by clicking the Manage Users interface which will pop Website: Phone: enterpriseinfo@mybrighthouse.com

17 Note: Only users that have unity open will be displayed in Manage Users. Calling from the IM Dialogue Box Clicking the icon will make a call to the IM recipient Website: Phone: enterpriseinfo@mybrighthouse.com

18 Directories Directories are lists of frequently dialled numbers, conveniently stored for easy access. Unity features two default Directories; Group Directory and Personal Directory. Group Directory The Group Directory is a common list of all company users. As new users added to your system they will appear in you Group Directory. You cannot change this directory from within Unity. If the user has a mobile number as part of their User Profile this will be displayed in the Mobile column alongside their name. Personal Directory The Personal Directory provides a number store that only you can see. The number of entries in the Personal Directory is determined by your Service provider. Add to the Personal Directory Right click anywhere in the main tab window and select Add Personal Contact. Complete the Add Phone List Entry when prompted and click OK to save. To remove an entry, right click it and select Remove. Contact Search To search all directories enter a user name in the Contact Search text box. Unity will dynamically scroll results as the contact name is entered to display the best available match Website: Phone: enterpriseinfo@mybrighthouse.com

19 Website: Phone:

20 Call Logs The Call Logs tab displays Missed, Received and Dialled Calls in chronological order. Double click any entry to make a call or right click to Add to Personal Directory. The Call logs tab will show the number of missed calls, if there are any. Adding Call Log Entries to the Personal Directory Right click a Call Log entry. Click Add Personal Directory Entry and complete the Add Phone List Entry dialogue box. Click the green tick to save and close. Website: Phone: enterpriseinfo@mybrighthouse.com

21 My Status NOTE: These statuses will override any Spectrum Enterprise Anywhere or Remote office Settings. Please use with caution. My Status performs two functions; providing a series of pre-set conditions to control and route inbound calls and alerting colleagues as to your availability. There are 6 settings, 1) Available In Office Green icon in User Status 2) Available Out Of Office Green icon in User Status 3) Busy Grey icon in User Status 4) Unavailable Grey icon in User Status 5) None Green icon in User Status 6) Do Not Disturb Grey icon in User Status To toggle between the settings click on My Status in the main Unity window and select from the drop box For each of the first 4 Status settings, you can configure how the telephone is to perform in Settings For example When you are Available Out Of The Office, Simultaneous Ring or Call Forward to your mobile can be activated. When you are Available In Office, unanswered calls can be sent to voic . When you are Busy, important calls can be forwarded to a colleague. In this way My Status lets you predetermine how calls are to be handled under different circumstances. Note: The My Status link is only displayed when the CommPilot Express service has been assigned to the user by the Service Provider. The Do No Disturb status is only available if the Do No Disturb service has been assigned to the user by the Service Provider. If the user has Do Not Disturb assigned but not CommPilot Express, the My Status link will not be available and the user will have to use the Settings window to turn this feature on and off. Website: Phone: enterpriseinfo@mybrighthouse.com

22 Preferences & Settings My Services My Services provides access to the features assigned to the user. For more details, please see the corresponding Feature Pack Guide. Settings Appearance Select applicable options Select where Unity will sit when minimized and to have Unity on top of all other windows. Computer/Phone Integration Call Notification Options can be selected to Perform Auto Answer when using click to dial Pop Unity -Unity will open when an inbound call is presented Auto Hide When Call Completes - Unity will minimise to the system tray when a call is disconnected Pop Summary Notification - When selected, the optional Summary Pop Up appears above the System Tray in the bottom right hand corner of the screen when a call is presented or made. When Call Details Clicked Website: Phone: enterpriseinfo@mybrighthouse.com

23 o o o Pop Unity Unity will open when clicked Pop Outlook Browse to URL Enter information in Browser Integration section. Browser Integration Within the Settings & Preferences Settings menu, it is possible to specify a URL in the Browser Integration Section. When the user receives an inbound call, the Summary Pop Up, window will appear above the system tray in the lower right hand corner of the screen [provided Pop Summary Notification is activated]. By clicking the call detail information [the To/From detail] in the Summary Pop Up, the user answers the call and Unity will open the default browser and navigate to the specified URL from above, adding a parameter with the CLI of the calling number. This will enable the third party web application to pop the call. This is particularly useful in a help desk/call centre environment where an intranet based application is used. Website: Phone: enterpriseinfo@mybrighthouse.com

24 Quick Keys Quick Keys are keyboard shortcuts that perform preset actions. You can customise these shortcuts by mapping keys to functions from the drop box Updates Unity is an auto updating application. To make sure you are always on the latest version ensure Auto Update Unity When Required is ticked Connections Network This should be auto populated and should not be changed. Proxy If you are connecting through a Proxy Server enter your login credentials. Website: Phone: enterpriseinfo@mybrighthouse.com

25 Unity Version The current Unity version will be displayed in Help About If you have Auto Updates activated, Unity will update itself as newer versions become available. Website: Phone:

26 System Requirements In order to ensure Unity performs as expected the following minimum configuration/environment is required: Local Admin access to install 1. Microsoft Windows XP Service Pack 2 2..NET Framework (2,0,50727,0) 3. 1GB RAM 4. 1GB hard drive 5. Broadband or equivalent WAN connection - Dial-up is not recommended 6. In addition the following firewall rules must be in place Port 2208 to im.unityclient.com Port 2208 to voip.telovations.net Port 443 (HTTPS) to portal.unityclient.com It is also advisable to prioritize port 2208 traffic on the LAN in order to ensure messaging between Unity and the VoIP platform is real-time. Website: Phone: enterpriseinfo@mybrighthouse.com

27 FAQ / Troubleshooting Other users say my icon is grey in their unity why is that? You have set you re M Status to either Unavailable or Busy. Change it back to Available or None Which Users populate User Status by default? By default Unity will display the first 30 users in your Phone Status Monitoring user list as setup by your Service Provider. My call control buttons do not work Call your Service Provider. They may not have allocated you a service called Client Call Control which the call control buttons need to work properly. I get an error message saying The connections has been unexpectedly severed Unity sends keep alive messages to the host Spectrum Enterprise Hosted Voice system every 30 seconds. This message means that somewhere between you PC and the Spectrum Enterprise Hosted Voice system, connectivity has been lost. Often this is a temporary problem caused by an Internet connection timing out. Please restart Unity. If the problem persists, contact Spectrum Enterprise Technical Support. I do not have My Status The My Status option is only displayed when the CommPilot Express user service has been assigned to the user by Spectrum Enterprise. I cannot put my phone on Do Not Disturb The Do Not Disturb status is only available if the Do Not Disturb service has been assigned to the user by the Service Provider. If the user has Do Not Disturb assigned but not CommPilot Express, the My Status link will not be available and the user will have to use the Settings window to turn this feature on and off. Website: Phone: enterpriseinfo@mybrighthouse.com

28 Support Contacts If you have any issues with the upgrade, please contact Spectrum Enterprise Customer Support Dial 611 from any Spectrum Enterprise Hosted Voice Phone or externally dial Toll Free (Press Option 1) These applications require the appropriate licensing with Spectrum Enterprise. Please contact your Account Manager or Enterprise Technical Support if you have any questions. Website: Phone: