8x8 Virtual Office NetSuite Integration User Guidesims.8x8.com/Documents/710553_6_Virtual_Office_Netsuite... · User GUide NetSuite Integration User Guide Te Campion F or usiness

User GUideNetSuite Integration User Guide

The ChampionFor Business

Communications

8x8 Virtual OfficeNetSuite Integration User Guide

Version 1.3, July 2012

2


Table of Contents

8x8 Virtual Office Netsuite integration . . . . . . . . . . . . . . . . . . . .3

system requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3

Uninstalling Netsuite integration software . . . . . . . . . . . . . . . . .3

enabling CTi Notifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3

System Administrator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Netsuite User Account setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4

installation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5

Step by Step Installation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Using Netsuite to Make and receive Calls . . . . . . . . . . . . . . . . .10

Making Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10

Receiving Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .11

3


8x8 Virtual Office NetSuite Integration

Virtual Office NetSuite Integration software allows you to place and receive calls using your

NetSuite application .

To place a call, just open a contact and click on the phone number . Your phone or softphone

will ring first . When you answer the phone, it automatically rings the contact you are calling .

When you receive a call, NetSuite Integration enables you to see who is calling by displaying

a new browser tab containing that caller’s contact information . If the contact is not found in

your NetSuite contacts list, the app opens a screen pop alert outside of Netsuite showing

the phone number of the person calling is displayed .

Please note that NetSuite Integration does not monitor the status of the call once it is

placed, and does not provide call handling or call management .

System Requirements

•8x8 Netsuite Integration Plugin can be downloaded from

http://www .8x8 .com/Support/BusinessSupport/PluginsandAPIs .aspx

•Microsoft Windows XP, Windows Vista, Windows 7 and 8

•NetSuite Account

Uninstalling NetSuite Integration Software

If you need to uninstall an existing version of Virtual Office NetSuite Integration software,

follow these steps:

1 . Launch the Windows Control Panel .

2 . Select Add or Remove Programs .

3 . Select the appropriate version of 8x8 Virtual Office NetSuite Integration software and

click Change/Remove .

Enabling CTI Notifications

System Administrator

Before you can use the 8x8 Virtual Office plugin for NetSuite, your NetSuite System

Administrator will need to follow these steps to enable the click-to-dial functionality with

Virtual Office .

This one-time task is required to enable the CTI Telephony Integration option for all NetSuite

user accounts and allow contact phone numbers to appear as links that can be clicked to

place calls and route them correctly through the 8x8 Virtual Office phone service .

http://www.8x8.com/Support/BusinessSupport/PluginsandAPIs.aspx

4


1 . Go to Setup > Company > Setup Tasks > Enable Features . In the SuiteFlex sub-tab,

check the boxes next to Telephony Integration and Web Services then click Save .

Note that only an account administrator can do this .

NetSuite User Account Setup

NOTE Each NetSuite account requires setup . Each account user can make this setting

change, or the administrator can; depending on your NetSuite policies .

1 . Go to Home > Set Preferences . In the Telephony sub-tab, set Telephony Option to

CTI and set CTI URL to http://localhost:13000/{phone} then click Save . Your NetSuite

account is now ready for Virtual Office Integration .

5


Installation

1 . Close all software applications on your PC .

2 . Run the setup executable file .

3 . The installation wizard will walk you through a simple installation process

Step by Step Installation

You will see the welcome screen for the Virtual Office NetSuite software . Click Next to begin .

6


Read and agree to the License Agreement and click Next .

Select the Installation folder where you want to install the software and click Next .

7


Now confirm the installation and click Next .

Click Close .

8


You will see the Virtual Office NetSuite Integration software shortcut on your desktop .

Now that you have installed the 8x8 Virtual Office NetSuite Integration software, you will

need to configure it .

1 . Double-click the icon on your desktop

2 . Enter your Virtual Office Online username and password . If you don’t have a Virtual Office

Online username and password, please contact your Phone System Administrator

3 . Enter your NetSuite information, this includes your email, NetSuite password, NetSuite

account number and click Login .

9


4 . If your Virtual Office Online profile is associated with multiple extensions, you will see the

following screen:

5 . Select the extension that you wish to associate to make and receive calls .

Your NetSuite application is now configured to make and receive calls

10


Using NetSuite to Make and Receive Calls

By this time, you have installed and configured your Virtual Office NetSuite Integration

software . When you configured the software, you associated your extension number with

NetSuite . Now the software can use this extension to make calls . It also listens for calls

coming to this extension .

Making Calls

Select a contact, and double click their phone number .

Your phone or softphone will ring first . When you answer the phone, it automatically rings

the person you are calling .


NASDAQ: EGHTwww.8x8.com

© 2012. The 8x8, Inc. logo is a registered trademark of 8x8, Inc. 8x8, Inc. is a publicly traded company. PM393/411

The ChampionFor Business

Communications

Receiving Calls

When your extension receives a call, a pop up window will appear on your computer screen .

If you have configured the software to open the contact when a call comes in, the contact

record will open .

You can configure your NetSuite software to open the contact record via the Settings tab

when the call comes in . If you want the contact record to show on inbound calls, select the

option to open the contact record when a call comes in; as seen in the drop-down box below .