TelePCX User Console User Guide

User Console Users Guide

IP Communication Solutions

Table of Contents Chapter 1 Introduction ................................................................................................................................. 1

Chapter 2 Installation.................................................................................................................................... 3

Chapter 3 Starting Using User Console................................................................................................... 9

3.1 Before Login ................................................................................................................................. 9 3.2 User Console Login & Extension Identity...................................................................................... 9

3.2.1 Login as a Normal Extension ......................................................................................................... 10 3.2.2 Login as a Virtual Extension .......................................................................................................... 10 3.2.3 Login as an IP Phone Extension ................................................................................................... 12

3.3 Overview of Full Screen.............................................................................................................. 14 3.4 Overview of User Console Menu ................................................................................................ 15 3.5 General Operation Rules ............................................................................................................ 17

3.5.1 Connect Status ................................................................................................................................. 17 3.5.2 Extension Status - Station .............................................................................................................. 19 3.5.3 Last Dialed Number List ................................................................................................................. 20

3.6 Intelligent Button Presence for Handling Calls............................................................................ 21 3.6.1 Button presence when extension is off-hook............................................................................... 21 3.6.2 Button presence when extension is on-hook .............................................................................. 22 3.6.3 Button presence when extension is on line ................................................................................. 23 3.6.4 Button presence when call transfer is in progress...................................................................... 24 3.6.5 Button presence when consultation is in progress ..................................................................... 25 3.6.6 Button presence when a conference call is in progress ............................................................ 26

3.7 Advance ...................................................................................................................................... 26 3.7.1 Caller ID History List........................................................................................................................ 26 3.7.2 Personal Greetings.......................................................................................................................... 28 3.7.3 Speed Dial (System & Station) ...................................................................................................... 30

3.8 Service........................................................................................................................................ 32 3.8.1 Align Screen ..................................................................................................................................... 32 3.8.2 Extension Status - Global ............................................................................................................... 32 3.8.3 Pilot No. Group Status .................................................................................................................... 34 3.8.4 Trunk Status...................................................................................................................................... 36 3.8.5 Park List ............................................................................................................................................ 37 3.8.6 PBXs Monitor ................................................................................................................................... 38

3.8.7 Logout................................................................................................................................................ 38 3.9 Personal Options ........................................................................................................................38

3.9.1 Call Management............................................................................................................................. 39 3.9.1.1 Call Forwarding............................................................................................................43 3.9.1.2 Call Screening Function...............................................................................................44 3.9.1.3 One Number Follow Me(a.k.a. ONFM) ........................................................................46 3.9.1.4 One Number Follow Me after Call Forwarding No Answer ..........................................50

3.9.2 Call Recording.................................................................................................................................. 51 3.9.3 Check Message ............................................................................................................................... 52 3.9.4 Auto Logout....................................................................................................................................... 54 3.9.5 Customized Ringer Tone ................................................................................................................ 55 3.9.6 Identity Setting ................................................................................................................................. 55 3.9.7 Message Notification ....................................................................................................................... 56 3.9.8 Message Playing Sequence .......................................................................................................... 60 3.9.9 Screen Pop Up ................................................................................................................................. 61

3.10 User Console Operation Tips....................................................................................................62 3.10.1 How to enter telephone number in the Last Dialed Number List ........................................... 62 3.10.2 How to use User Console to make a call................................................................................... 62 3.10.3 How to answer a call ..................................................................................................................... 63 3.10.4 How to disconnect a call............................................................................................................... 63 3.10.5 How to answer a second call when you are on a phone ......................................................... 63 3.10.6 How to answer a call for your colleagues .................................................................................. 63 3.10.7 How to park a call to your extension........................................................................................... 63 3.10.8 How to reconnect with a call parked at your extension ........................................................... 64 3.10.9 How to park a call to the system ................................................................................................. 64 3.10.10 How to reconnect with a call parked at system ...................................................................... 64 3.10.11 How to park a call to a remote extension................................................................................. 64 3.10.12 How to reconnect with a call being parked at a remote extension ...................................... 64 3.10.13 How to do overhead paging....................................................................................................... 65 3.10.14 How to transfer a call to an extension ...................................................................................... 65 3.10.15 How to transfer a caller to leave messages in a designated mailbox directly ................... 65 3.10.16 How to leave messages in a designated mailbox directly .................................................... 65 3.10.17 How to transfer a caller to personal mailbox access service................................................ 65 3.10.18 How to listen to voice mails ....................................................................................................... 65 3.10.19 How to transfer an incoming call to outside line number ...................................................... 66 3.10.20 How to invite a third extension to form a conference while you are on a call .................... 66 3.10.21 How to make a conference call with external parties ............................................................ 66 3.10.22 How to barge in an extension.................................................................................................... 67

3.10.23 How to login ACD group ............................................................................................................. 67 3.10.24 How to check mail status ........................................................................................................... 67 3.10.25 How to record an active call on-line ......................................................................................... 68 3.10.26 How to stop call recording.......................................................................................................... 68 3.10.27 How to mute a call....................................................................................................................... 68 3.10.28 How to recover a call being with mute status ......................................................................... 68

5

Chapter 1 Introduction User Console is an ease-of-use call control console that gives you all of the telephone features on your PC. For example, you can

) place a call by double-clicking the phone number or extension number listed in the Speed Dial.

) place a call to another extension by double-clicking an extension number displayed in the Extension Status.

) answer calls by double-clicking a record displayed in the Connect Status. ) call back by double-clicking the recorded caller ID in the Caller ID History List. ) reconnect to the call being parked to a remote extension or the system by

double-clicking a record displayed in the Park List.

You also can sort the Caller ID History List, Speed Dial, Extension Status, Trunk Status, and Park List by clicking any of the desired columns.

Except for remaining all the features developed in previous release, the newest release of the TelePCX38 User Console has further powered by two most advanced advantages: Soft Phone and IP Phone. These two attractive features are specially designed for users who are highly motive in business battles. With IP Phone extension, user can easily access network to operate User Consoles functions via Internet as well as the traditional telephone network. While with the Soft Phone support, users can run basic phone operations thru Internet network anywhere all over the world.

The operation interface of User Console is a superb design for telephone operation. It is intuitive and easy to use. Information such as Speed Dial Number, Last Dialed Number, Connection Status, Extension Status, Trunk Status, Extension Status, Parking List and Caller ID History List are all easy to access. With all this features support, you can control your phone operation ever better than before. For example,

z From Speed Dial: you can have frequently used phone numbers and extension numbers to be programmed in the system, etc.

z From Last Dialed Number List: you can track the record of the most recent 30-set numbers you have dialed.

z From Connect Status, you can monitor caller or callees name, telephone number and connecting status, etc.

z From Caller ID History List, you can see the whether a call is answered or unanswered, etc.

1

z From Extension Status, you can see what your extension is doing and monitor the status of all extensions on the system.

z From Trunk Status, you can monitor the availability of trunk lines, etc. z From Park List, you can see the information of the calls being parked on the PBX

system or remote extensions, etc.

z From Personal Options, you can customize your own preference for using this console.

All the magnificent features promise the best and most effective communication tool to assist you in business development.

Chapter 2 Installation Before installation, it is recommended that your PC should have, at least, 128 MB RAM installed.

Note: When you insert TelePCX CD or copy it into a shared disk drive on a network server, under some circumstances, you might NOT be able to install via browsing network neighborhood to run the file. Should it occurred, youll need to map the shared disk drive as a local disk drive, and install directly from the mapped local drive.

Steps: 1. Insert TelePCX CD into DVD/CD ROM drive. 2. From Windows task bar, click Start > Run. 3. Click Browse to find User Console installation program, when done, click OK to

continue. Path: TeleAPG \ SetupUC \ SetupUC.exe

4. Wait for copying files.

3

5. Click OK to continue.

6. Click the Square Button to start installation.

7. Installation in progress.

8. Click OK to exit and you can start using the User Console now.

9. You can click Yes to continue Soft Phone installation or you can install SoftPhone later by running Soft Phone installation program individually. If you want to install Soft Phone later, click No and you will have the User Console installed on your computer only.

Note: To install Soft Phone individually, please insert TelePCX CD into DVD/CD ROM drive and access the installation directory.

Path: TeleAPG > SetupUC > Soft Phone > Setup.exe

10. Wait for Setup preparation.

5

11. To accept default installation direction, click Next to continue installation. To change installation directory, click Browse to select a desired directory.

12. After installation, if you want to launch User Console and Soft Phone simultaneously, select User Console with SoftPhone. If you want to launch User Console and Soft Phone separately, select SoftPhone. When done, click Next to continue installation.

13. Installation completed, click OK to exit.

7

Chapter 3 Starting Using User Console The User Console is designed for you to control your phone operations through the assistance of the headset device, computer mouse, speaker, etc. You can have the User Console, Soft Phone and other applications to work simultaneously on your computer.

3.1 Before Login

Before login, you have to know whether you are going to login as an operator or a general user. If you have never used the User Console before, you can ask system administrator to check your extensions identity is a general user or an operator for using the User Console.

Note: z If you are using virtual extension without having voice mailbox, you are not allowed to

login User Console. z A virtual extension that has voice mailbox is allowed to login User Console. z A virtual extension is an extension that does not have physical wiring connection to

extension port.

3.2 User Console Login & Extension Identity

You can login User Console with any one of extension identities, i.e. Normal, or Virtual Extension or IP Phone.

z If your extension is physically wired to an extension port and occupies an extension line, please login in User Console with Normal.

z If your extension is physically wired to an extension port but does not occupy an extension line, please login in User Console with Virtual Extension.

z If you have an IP telephone set and you want to use Internet Phone function, please login in User Console with IP Phone.

Note: z After login, if you want to change to another login option, you can access Identify

Setting function of User Consoles Personal Options to change to a new identity. Whenever the identity is changes, do remember to re-login User Console so that the new identity can take effect.

z The setting of Extension Usage in Configure & Tools must be set to conform to the option you selected here for User Console login. You can consult your system administrator to confirm the setting of your extension from Configure & Tools.

9

Follow the steps below to login User Console.

Step 1: From Windows task bar, click Start > Program > User Console Step 2: User Console Login screen appears and the required information to login User Console will depend on the selected login way(Default : Normal).

3.2.1Login as a Normal Extension I. Click radio button Normal. II. Enter the host name for CCS(Call Control Server) or its IP address III. Enter extension number IV. Enter password V. If you are one of ACD group members, you can choose to login ACD group by

checking the box Login ACD Group to the left. VI. Click button Login.

Note: z The entered host name or IP address and extension number will be automatically

saved in your computer so you will not have to enter the required information again when performing login next time.

z If you do not know the CCSs host name or its IP address, please consult system administrator.

3.2.2 Login as a Virtual Extension Virtual extension users are not allowed to make/answer phone calls. Some of the features are not available to virtual extension users.

Dial Flash/Transfer Trunk Flash System Pick UP Group Pick Up Feature Code Park List Ready

Mute Disconnect Listen to Voice Mail Note: Virtual extension users can retrieve those disabled features by allocating a physical extension line to the virtual extension. After that, virtual extension users can operate her/his extension just like a normal extension.

Before the allocation of a physical extension line to a virtual extension, the virtual extension users can do the setting for the features contained in the Personal Options.

Call Management Call Recording Check Message Message Notification Message Playing Sequence Speed Dial - Station Auto Logout Customized Ringer Tone Identity Setting Screen Pop Up

I. Click radio button Virtual Extension. II. Enter the host name for CCS(Call Control Server) or its IP address. III. Enter extension number. IV. Enter password. V. If you are one of ACD group members, you can choose to login ACD group by

checking the box Login ACD Group to the left.

11

VI. You can allocate a physical extension line to virtual extension so that you can operate your virtual extension in a way like a normal extension. To allocate a physical extension line to your virtual extension, click the box Allocate Physical Line to the left and enter an available extension number in the information box Physical Line to the right.

VII. Click button Login.

Note: z The entered host name or IP address and extension number will be automatically

saved in your computer so you will not have to enter the required information again when performing login next time.

z If you do not know the CCSs host name or its IP address, please consult system administrator.

z System will identify a users usage permission by the extension number when login is performed.

3.2.3Login as an IP Phone Extension

I. Click radio button IP Phone. II. Enter the host name for CCS(Call Control Server) or its IP address III. Enter a gatekeepers IP address IV. Enter your computers IP address in the information box Private IP to the right

V. Enter extension number VI. Enter password VII. If you are one of ACD group members, you can choose to login ACD group by

checking the box Login ACD Group to the left. VIII. If you check the box Soft Phone to the left, the Soft Phone application will be

automatically launched after User Consoles login and it will be minimized at the bottom-right corner of the Desktop.

IX. Click button Login.

Note: z The entered host name or IP address, extension number, gatekeeper IP address and

private IP address will be automatically saved in your computer so you will not have to enter the required information again when performing login next time.

z If you do not know the CCSs host name or its IP address, gatekeeper IP address and private IP address, please consult system administrator.

13

3.3 Overview of Full Screen

If your TelePCX system is connected with other TelePCX system, after you successfully logon to the User Console, you have to wait for one moment to allow the User Console to connect remote TelePCXs.

z The button Away appears only when you login User Console as an ACD Group agent, otherwise it will be empty.

z You can click Close to close PBXs Monitor. When monitoring remote PBXs connection status is required, you can access Service menu to bring it out.

z If you click Advance, the User Console will look like below.

If the main screen of the User Console is minimized, whenever there is a call or new message detected by the system, the User Console will pop up to desk top automatically.

3.4 Overview of User Console Menu

The User Console has 3 menu items, including Service, Personal Options and Help. Each of the menu items has its specific uses and functions, and it can be accessed either from the menu bar or by right-clicking the User Console icon minimized at the right-bottom of your desktop. Refer to the table below for further descriptions.

15

Subject Description

1. Align Screen: If you bring out the screens of Extension Status, Trunk Status, Park List and PBXs Monitor, you can line up them by selecting Align Screen.

2. Extension Status: Displays extension status. 3. Trunk Status: Displays trunk status. 4. Park List: Displays the information of the calls being

parked by System Park feature or Remote Park feature.

5. PBXs Monitor: Displays the information of remote PBXs PBX code, IP address and real-time service status.

6. Logout: Select to exit the User Console.

1. Call Management: Select to customize individual call handling preference.

2. Call Recording: Select to set up desired mailbox for call recording storage.

3. Check Message: Select to turn on/off Check Message function and set up a desired time interval for User Console to automatically check mailbox status.

4. Auto Logout: Select to turn on/off this feature and set up a desired idle time for User Console to automatically start implementing this function. When enabled, and if User Console is idled for a specific time set here, the User Console will pops up a warning message, and starts to count down for 30 seconds. If users remain no response to the warning message, the User Console will be automatically closed after the 30 seconds count down is finished.

5. Customized Ringer Tone: User Console allows you to customize ringer tone if you have sound card installed in your PC. You can select Enable to bring out the folder Media and select a wave file to be the source of ringer tone. To disable this function, select Disable. Note: To use this function, your computer must have devices of sound card and speaker installed.

6. Identity Setting: Allows you to switch among Normal Extension, Virtual Extension and IP Phone Extension after you login the User Console. Whenever the identity is changed, you have to re-login User Console so that the new identity can take effect.

7. Message Notification: By calling a preset number like extension number, phone number, mobile phone number or pager number to notify you that your mailbox has new messages received.

8. Message Playing Sequence: Select to set up massage playing sequence preference.

9. Screen Pop Up: Select to enable/disable screen pop up feature.

1. Help Topics: This is a help file for you to learn more about the User Console.

2. About: It displays the information of the product version, date of release, etc.

3.5 General Operation Rules

General Operation Rules: If you want to use a headset device and computer mouse to control phone operation on User Console, follow the instructions below to switch to headset operation mode. 1. Login User Console. 2. Lift up your handset or press the Hands Free Dialer/ Speaker button on your phone

set. 3. Click Disconnect on the main screen of the User Console. 4. Now, you can use computer mouse to control your phone operation on the User

Console.

What Can a Double-Click Do: 1. You can double-click on any of the records that are displayed in the Speed

Dial-System, Speed Dial-Station, Caller ID History List and Extension Status to make a call.

2. You can double-click on any of the records that are displayed in the Connect Status, Park List to answer the phone.

What Can a Right-Click Do: 1. You can right-click on any of the records that are displayed in the Caller ID History

List to delete the record one by one or delete all records at one time. 2. You can right-click on any of the records that are displayed in the Extension Status to

do Transfer, Leave Message Directly, Remote Park, Barge In, Barge In Whisper, Barge In Record and Enable Move Top.

Others: You can sort the records displayed in the Speed Dial-System, Speed Dial-Station,

Connect Status, Caller ID History List, Park List, Extension Status and Trunk Status by clicking on any of the column's titles.

Remember to replace your handset or press the Hands Free Dialer/ Speaker button again, when you logout the User Console.

3.5.1 Connect Status Connect Status displays the following information:

17

z Call Connection Status. z Caller or callees name and telephone number. z Trunk line used for making outgoing calls and receiving incoming calls. z If a caller makes a call to you by calling your DID number, the DID number will be

displayed in the column of Called/Trk. z If you extension has virtual extensions mapped with, whenever you receive a call, the

extension number called by the caller will be displayed in the column of Called/Trk so that you can tell which extension number the caller is trying to reach.

z Time elapsed for various connection statuses, e.g. hold, park and connect.

Fieldname Description

Called No/Trk If a caller makes a call to you by calling your DID number, then the DID number (i.e. Called No.) will be displayed. If there are virtual extensions mapped to your extension (i.e. Multi Number at One Station), then whenever you receive a call, the extension number called by the caller will be displayed. If a trunk lines number is displayed, it means the trunk is used to carry an outgoing/incoming call.

Name Display the caller or callees name. Phone Display the caller or callees phone number. Note that, if

an incoming calls caller ID is not delivered from your telephone company to the PBX system, then None will be displayed.

Status Status to be displayed includes: i. Incoming: when Incoming is displaying, it means there

comes a call to you. If your computer has a built-in speaker, you will hear beep sound; the relevant information such as callers telephone number will be displayed and colored in green simultaneously.

ii. Connect: when Connect is displaying, it means a call

is connected; the relevant information of the connected call will be displayed and colored in red.

iii. Conference: when Conference is displaying, it means you are taking a conference call; the relevant information of the conference call will be displayed and colored in red.

iv. Parked: when Parked is displaying, it means a call is being parked at your extension; the relevant information of the parked call will be displayed and colored in green.

v. OnHold: when OnHold is displaying, it means a call is being put on hold; the relevant information of the call will be displayed and colored in green.

vi. Callback: when Callback is displaying, it means the time elapsed for a call being parked/put on hold has exceeded the time duration set for the Hold Time Limit and the PBX system will notify you by calling back to your extension simultaneously; the relevant information of the call will be displayed and colored in green.

Elapsed Whenever a call connection status is changed, the system will reset the time record and restarts counting from zero (unit: in second).

What can you do with/in Connect Status? You can double-click on any of the records that are displayed in the Connect Status to

answer the phone.

3.5.2 Extension Status - Station It displays what your extension is doing or what status your extension is being with. The status to be displayed includes: Dialing, Listen to Voice Mail, Barge In, Barge In Whisper, Barge In Record, Call Recording, Mute, Conference, OnHold, Parked, Listen to Reminder Call, Overhead Paging, Receive Message Notification, Call Screening, Message Screening, Ready and Away.

19

3.5.3 Last Dialed Number List The Last Dialed Number List records 30 sets of telephone numbers you have ever dialed in the most recent.

Note: Last Dialed Number List only records the telephone number entered by using computer keyboard. If a call is made by using double-click function, the phone number of the call will not be saved in the Last Dialed Number List.

What can you do with/in the Last Dialed Number List ? To make a call by using the Last Dialed Number List: 1. You can enter/select a phone number from the list, and click Dial or press Enter from

your computer keyboard to make a call.

Or 2. If you want to transfer a call, you can enter/select a phone number in the Last Dialed

Number List, then press + from computer keyboard.

Note: The table below summarizes the rules of making calls by entering telephone number / extension number in the Last Dialed Number List. Trunk Access Mode

Call to an Outside Line Number

Call to an Extension Number

Call Transfer to an Outside Line Number

Auto Enter telephone number directly

Enter # followed by extension number

Enter trunk access code (e.g. 9), followed by telephone number

Manual Enter trunk access code (e.g. 9), followed by telephone number

Enter extension number directly

Enter trunk access code (e.g. 9), followed by telephone number

3.6 Intelligent Button Presence for Handling Calls

User Console displays the most frequently used and appropriate buttons for User Consoles users to handle their calls more efficiently and easily. Basically, the presence of each button depends on the active status running on the system. However, buttons like Dial, Disconnect and Advance will always appear on the screen. The presence of these 3 buttons is not affected by the change of the active status running on the system.

Refer to the following sections to know more about this fantastic feature.

3.6.1Button presence when extension is off-hook When an extension is in oh-hook status, the User Console presents you with the following buttons for handling calls.

21

z System Pick Up allows you to answer a call ringing on another extension. z Listen to Voice Mail allows users to access mailbox to listen to voice mails directly.

Since a users identify is verified when performing User Console login, therefore, users does not have to enter password and extension number again to access voice mailbox.

z Overhead Paging allows you to do overhead paging. z Check Mail allows you to check mail status. z Disconnect allows you to disconnect a call or switch telephone operation mode to

headset operation mode; to switch from telephone operation mode to headset operation mode, users have to press hands-free button on telephone set first, after the hands-free function is activated, click Disconnect to switch to headset operation mode.

z After you enter/select a phone number in the Last Dialed Number List, you can click Dial or press Enter from your computer keyboard to make a call. To enter your phone number, place your cursor in the Last Dialed Number List and enter a phone number or select a phone number from Last Dialed Number List.

z Advance allows you to bring out the table of Caller ID History List, Personal Greeting and Speed Dial.

3.6.2Button presence when extension is on-hook

When an extension is in off-hook status, the User Console only presents you with Disconnect button for call handling.

3.6.3Button presence when extension is on line When an extension is on line, the User Console presents you with the following buttons for handling the connected call.

z Transfer allows you to transfer a call to another extension or telephone number. When clicked, the screen Extension Status will pop up automatically. To transfer a call to another extension, just click a desired extension number in the Extension Status, and the system will start call transfer operation. If the trunk access mode is set to Manual and you want to transfer a call to an outside number, click Transfer to enter the trunk access code and the telephone number in the box brought out by Transfer. When done, press Enter key on the keyboard. The system will start call transfer operation.

23

z Call Recording[On] is a toggled button and it allows you to start/stop recording a call . When enabled, the button will change to Call Recording[Off]. Call Recording works on one call only and conference call also can be recorded. The recorded conversation will be saved in your voice mailbox as a new message.

z Mute[On] is a toggled button. When enabled, the button will change to Mute[Off] and the connected party will not hear your voice; to release your call from mute status, click Mute[Off].

z Local Park allows you to put a call on hold at your extension; when a call is parked, the caller will hear on-hold message or music. Note: Do Not Use the "Hold" button on the phone; it is to hold the call on the phone set, caller will not hear the on-hold message or music, and you will not be able to answer the 2nd incoming call.

z System Park allows you to put a call on hold at PBX system; when a call is parked, the caller will hear on-hold message or music. Note: Do Not Use the "Hold" button on the phone; it is to hold the call on the phone set, caller will not hear the on-hold message or music, and you will not be able to answer the 2nd incoming call.

z Transfer to Personal VM allows you to send a caller to access voice mailbox to listen to voice mails. When clicked, the connection between you and caller is disconnected immediately, and the system will prompt caller to enter mailbox number and password. This function is valid only when the systems Incoming Call Handling is set to Operator Only or Operator then Auto Attendant or Operator then Voice Mail.

3.6.4Button presence when call transfer is in progress When system starts transferring a call to a 3rd party, the button Flash Back will appear and it is for you to reconnect with the caller when any one of the following situation occurs.

9 If the 3rd party rejects to answer the call and hangs up. 9 If the 3rd party is busy 9 If the 3rd party does not answers the call 9 If the 3 rd party hangs up the call before call transfer completes.

Example: z 201 is trying to transfer 211 to 207, so 201 puts 211 on hold by clicking Transfer. z 201 clicks 207 from Extension Status to build up connection with 207. z If 207 answers 201, 201 can make a consultation with 207 to see if 207 would like to

receive the call from 211. If 207 accepts the call, 201 can just hang up the phone and the connection between 211 and 207 will be established.

z If 207 rejects to answer the call or 207 is busy or 207 does not answer the call, 201 can click Flash Back to gain reconnection with 211.

3.6.5Button presence when consultation is in progress When an extension(i.e. 201) is having a consultation with a 3rd party(i.e. 207), the button presence changes to the one as the screen below.

Join allows you to bring in a 3rd party to form/join a conference call.

Flash Back allows you to reconnect with the previous connected party/conference call when any one of the following situation occurs.

9 If the 3rd party rejects to answer the call and hangs up. 9 If the 3rd party is busy 9 If the 3rd party does not answer the call

25

9 If the 3 rd party hangs up the call before call transfer completes.

Trunk Transfer allows you to transfer an incoming call to another outside number.

3.6.6Button presence when a conference call is in progress

When a conference call is in progress, the button presence and the information displayed in Connect Status will be similar to the one like below.

Transfer allows you to bring in more parties to join the conference. Call Recording[On] is a toggled button. It allows you to start/stop recording a call . When enabled, the button will change to Call Recording[Off]. Call Recording works on one call only and conference call also can be recorded. The recorded conversation will be saved in your voice mailbox as a new message.

3.7 Advance

3.7.1 Caller ID History List Caller ID History List records the information of a call that has called to an extension user. From the Caller ID History List, you may have the following information.

Who called. Who answered the call for you. Whether the call was answered. What date the call was called. What time the call was called or finished.


Status Status to be displayed includes Unanswered and Pickup + extension number (e.g. Pickup302). If a call has been answered, the system will leave the status to be blank. If a call is not answered, the Unanswered will be marked in red in the Status column and this is to tell you that you have missed a call. If the same caller calls you a couple of times, the system will only record the latest call in the Caller ID History List. If your call is picked up by others from their extension, the Pickup+extension number will be displayed and marked in red; this is to tell you who picks up the call for you. With the information of caller ID, callers name, calling date and time, you can decide whether to call back to the caller or delete the record.

Caller ID Display callers telephone number or extension number. An incoming calls caller ID is delivered by your telephone service company. If callers ask telephone company not to deliver caller ID, then None will be displayed in the Caller ID History List.

Name Display callers name. If the call is made from another extension, the field will display the data entered in the Full Name of Extension Setup of Configure & Tools.

Date Record the date of the call received. The record format is mm/dd (month/date).

Time The time record you can see from the Caller ID History List for an answered call is determined at the point when you hang up the phone. For an unanswered call, it is determined at the point when the caller hangs up the phone. The record is in hh/mm (hour/minute) format by 24-hour system.

27

Note: Caller ID History List can save up to 100 sets of record. If the number of the saved records exceeds 100, system will delete the record from the one saved earliest.

To view Caller ID History List, click Advance on User Consoles main screen.

What can you do with/in Caller ID History List ? 1. You can double-click on a record to return a call to the caller you select. 2. You can delete an unwanted record by making a right-click to bring up a menu that

gives the option of Delete and Delete All. Select Delete to delete the record. 3. You can delete more than one record at the same time by pressing the Ctrl key on

the keyboard and clicking the records you want to delete, then make a right-click to bring up a menu that gives the options to Delete and Delete All. Select Delete to delete the selected records.

4. You can delete the entire records at the same time by placing the cursor on any of the records, and make a right-click to bring up a menu that gives the option of Delete and Delete All. Select Delete All to delete the records.

3.7.2 Personal Greetings A personal greeting will be automatically played to callers if DND(Do Not Disturb) feature is enabled or a call is not answered before No Answer Time Out expires. You can record up to 6 personal greetings for different occasions.

Greeting Buttons Description

1: Right Back Click this button to activate/deactivate Right Back greeting. You can record a short message (e.g. I will be back in 5 minutes, call me again, thank you) for Right Back and you can activate it whenever you have to notify callers that you are temporarily away from your office.

2: In the Meeting Click this button to activate/deactivate In the Meeting greeting. You can record a short message (e.g. I am attending a meeting now, please call me again later or leave your message, thank you) for In the Meeting and you can activate it whenever you have to notify callers that you attending a meeting.

3: Business Trip Click this button to activate/deactivate Business Trip greeting. You can record a short message (e.g. I am on my business traveling, please leave your message, thank you) for Business Trip and you can activate it whenever you have to notify callers that you are on the business trip.

4: Busy Click this button to activate/deactivate Busy greeting. You can record a short message (e.g. I am not available to take your call, please call again, thank you) for Busy and you can activate it whenever you have to notify callers that you are unable to take calls.

5: Vacation Click this button to activate/deactivate Vacation greeting. You can record a short message (e.g. I will be back two weeks after, for emergency, please call ext. 123 to find my deputy for instant support) for Vacation and you can activate it whenever you have to notify callers that you are enjoying your vacation somewhere in the world.

6: Others Click this button to activate/deactivate Others greeting. You can record a short message (e.g. I am out for lunch, please call me later, thank you) for Others and you can activate it whenever you have to notify callers that you are currently unable to answer calls.

Note: It is recommended that your greetings content is relevant to the defined titles.

To view Personal Greeting, click Advance on User Consoles main screen, after that click tab Personal Greeting.

How to record a personal greeting ? To record a personal greeting, you should

29

1. check a radio button to select a desired greeting type to be recorded. 2. click Record and follow the voice prompt to start recording. 3. When recording starts, speak into handset. 4. click Disconnect to stop/finish recording. 5. repeat above steps until all other greetings are recorded.

How to listen to a recorded greeting ? To listen to a recorded greeting, you have to 1. select the personal greeting you want to listen to. 2. click Play and the system will play the greeting just recorded.

How to activate/deactivate a recorded greeting ? To activate/deactivate a greeting, just click the icon displayed in the Greetings. Each icon has a number attached and this number is corresponding to the number you can see in the setup screen of the Personal Greeting.

3.7.3 Speed Dial (System & Station) Speed Dial allows you speed up dialing speed for frequently used telephone numbers. The Speed Dial-System is managed by administrator only and it provides 100-set of brief codes (ranging from 00 to 99) to all extension users.

In addition, each extension user is allowed to have another 100-set of individual brief codes in Speed Dial-Station (ranging from 00 to 99 as well).


Speed Dial-System The settings of Speed Dial-System will be displayed here. If you place cursor on any of the records, you can see all the content created for the Speed Dial-System.

Speed Dial-Station The settings of Speed Dial-Station will be displayed here. If you place cursor on any of the records, you can see all the content you created for the Speed Dial-Station.

Brief Code Display brief codes Remark Display the remark entered for a brief code. Phone No. Display the phone number entered for a brief code.

To view Speed Dial table, click Advance on User Consoles main screen.

How to add a new phone number to Speed Dial - Station ? Follow the steps below to add a frequently dialed number to Speed Dial-Station for personal use: 1. Click Add to bring up a setup screen. 2. Enter/Select required information. 3. When done, click Submit, and Reload.

Or You can ask for help from administrator to set up your personal speed dial list using Configure & Tools.

How to edit an existing number in Speed Dial-Station ? 1. Highlight the number by one click. 2. Click Edit to start editing. 3. When done, click Submit, and Reload.

How to make a call by using Speed Dial feature ? To make a call by using Speed Dial: z You can double-click on a desired record listed in the list, and the system will

automatically dial the telephone number for you.

31

3.8 Service

3.8.1 Align Screen If you bring out the screens of Extension Status, Trunk Status, Park List and PBXs Monitor, you can line up them by selecting Align Screen.

3.8.2 Extension Status - Global Information displayed in tab Extension Status includes all connected PBX codes, extension numbers created in the local/ remote PBX systems, and their extension users name, current extension status and the connected extension number.

The Extension Status will automatically pop up if the button Transfer is clicked. To manually bring up Extension Status, click Service > Extension Status from User Consoles menu.


PBX All the connected PBX systems will be displayed in this column to show which PBX the extensions belong to.

Extension All the extension numbers created in the system will be displayed in this column.

Full Name The name displayed in this column is identical to the one set in the Full Name of Extension Setup of Configure & Tools.

Status Display an extensions current status. When it displays ~ It means ~ Free (colored in green)

The extension is in free status and ready to take calls made from internal and external.

When it displays ~ It means ~ OffHook (colored in blue)

The extension is in offHook status and ready to make a call or use other functions.

Connect (colored in red)

The extension is connected.

Ringing (colored in yellow)

A call is ringing on the extension.

CF (colored in green)

The extension's call management is set to Call Forwarding or Forward to Extension function.

DND (colored in red)

The extension's call management is set to Do Not Disturb function.

CSF (colored in green)

The extension's call management is set to Call Screening Function.

ONFM (colored in green)

The extension's call management is set to the function of One Number Follow Me.

ONFM&CF (colored in green)

The extension's call management is set to the function of One Number Follow Me after Call Forwarding No Answer.

Conf. (colored in red)

The extension is taking a conference call.

OnHold (colored in green)

The extension is being put on-hold.

Parked (colored in green)

The extension is being parked.

Vir. Ext (colored in black)

The extension is a virtual extension.

IP Phone (colored in black)

The extension is a IP phone extension.

Connect Display the extension number or trunk line number that your extension is connecting with. If you are joining in a conference call, the Conf.(x) will display in this field to tell you which conference group you join in.

What can you do with/in Extension Status ? 1. You can double-click on any of the records that are displayed in the Extension Status

to make a call to another extension. 2. When you are on a phone, you can right-click on any of the records that are displayed

in the Extension Status to do Call Transfer, Leave Message Directly, Remote Park, Barge In, Barge In Whisper, Barge In Record and Enable Move Top.

33

3. When you are not on a phone, you can right-click on any of the records that are

displayed in the Extension Status to do Leave Message Directly, Barge In, Barge In Whisper, Barge In Record and Enable Move Top. Note: z The features of Barge In, Barge In Whisper and Barge In Record are available to

the user who has Barge-In permission. When barge-In is activated, users can directly switch from Barge In to Barge In Whisper or from Barge In to Barge In Record.

z Enable/Disable Move Top: When you enable an extension to move top, the extension number will be listed on the top of the Extension Status. If you disable a extension to move top, the extension number will recover its original sorting sequence from Enable Move Top in Extension Status.

4. From Extension Status, if you see an extension is ringing, you can double-click on it to answer the phone.

5. If you click an extension number listed in the Extension Status, the extension number will be displayed in the Last Dialed Number List.

3.8.3 Pilot No. Group Status Information displayed in the Pilot No. Group includes all connected PBX codes, pilot numbers created in the local/ remote PBX systems, and each pilot numbers ring way.

The Extension Status will automatically pop up once the button Transfer on User Consoles main screen is clicked.

To manually bring up Pilot No. Group, click Service > Extension Status from User Consoles menu, after that click tab Pilot No. Group.

What can you do with/in Pilot No. Group ? When you are on a phone, you can transfer the call to a pilot number group. z Select a pilot number by one click. z Right-click on the pilot number and click Transfer, to transfer the call to the selected

pilot number group.

35

3.8.4 Trunk Status Trunk Status provides the information of what activities are currently running on each trunk line. It contains the information of the connected PBX code, trunk line number, active trunk status and the extension that is currently using the line. There are 6 different trunk types, i.e. the Analog, ISDN-PRI, DID, ISDN-BRI, Trd. T1E1 and I Channel. To view all trunk status in one table, click tab All.


PBX All the connected PBX systems will be displayed in this column to show which PBX the trunks belong to.

Trunk Display the trunk line numbers. Analog trunk is denoted with letter T. ISDN PRI is denoted with letter K. ISDN BRI is denoted with letter B. Traditional T1E1 is denoted with letter L. DID trunk starts with letter D.

Status Display the status of the trunk, including OffHook, OnHook, Ringing, Conference and Connect.

When it displays ~ It means ~ OffHook (colored in blue)

The trunk line is in offHook status but there is no connection over this trunk line.

OnHook (colored in green)

The trunk line is in idle status.

Connect (colored in red)

The trunk line is connected.

Ringing (colored in yellow)

There is an incoming call ringing on this trunk line.

Conf. (colored in red)

The trunk line is carrying a conference call.

Connect It will display an extension number or trunk number If the trunk is carrying Trunk Transfer operation. For example, a trunk line is occupied by extension 203, then, 203 will be displayed in this field. If you are joining in a conference call, the field will display Conf.(x) to tell you which conference group you join in.

3.8.5 Park List The Park List only records the information of calls being parked by the feature of System Park and Remote Park. Calls parked by Local Park will not displayed in the Park List.


ID Display the sequential number for each call parked by System Park.

Parked by If you use System Park or Remote Park to park a call, your extension number will be displayed in this column.

Caller ID Display the callers phone number. Parked for If you use System Park to park a call, the SYS will be

displayed in this column. If you use Remote Park to park a call, the remote extension number will be displayed in this column.

Elapsed Display the time passed for a parked call. Basic unit for time counting is in second(s) and will be incremented to minutes.

Note: ) If the time elapsed for a call parked at an extension exceeds the time duration set to

the Hold Time Limit, the system will call back to an operator or the extension where the call is parked for. For example, if Hold Time Limit Action is set to Callback and extension A parks a call to extension B, then, when the Hold Time Limit expires, the system will ring back to extension B, rather A. If A uses System Park to park a call to the PBX system, when the time elapsed exceeds the Hold Time Limit, the system will ring back to extension A.

To view Park List, click menu item Service > Park List from User Consoles main screen.

37

What can you do with/in the Park List ? z You can double-click any of calls listed in the Park List to unpark the call directly.

3.8.6 PBXs Monitor Whenever you want to know the connection status with other remote TelePCX systems, you can always access User Consoles menu Service to select PBX Monitor to bring out a similar screen as below to check the connection status.

3.8.7 Logout If you want to log out from User Console, you can either access Service > Logout or click the cross button located at top-right of the User Consoles main screen.

3.9 Personal Options

You can access menu item Personal Options to set up Call Management, Call Recording, Check Message, Auto Logout, Customized Ringer Tone, Identity Setting, Message Notification, Message Playing Sequence, and Screen Pop Up.

3.9.1 Call Management You can customize your call handling preference by selecting Call Management.

39

Call Management


Conditional Call Handling When a call is made to an extension, the system will detect whether the extension is of busy status or no answer status. According to the detected result, the call will be processed with a selected call handling preference, i.e. call waiting, forward to extension, auto attendant/voice mail, busy tone, one number follow me, forward to extension plus an option of play a greeting, and ring back tone.

Busy Call Handling When your extension status is detected by the system to be busy, any calls made to your extension will be processed with the handling mode you selected for Busy Call Handling. If ~ is selected The system will ~ Call Waiting allow you to pick a second call while

you are on line. User console supports up to 10 waiting calls. Without the User Console, extension users can have one waiting call only.

Forward to Extension

forward the call to a target extension.

Auto Attendant/Voice Mail

lead the call to the auto attendant and give the caller an option to dial another extension number or to leave a message to the extension users voice mailbox.

Busy Tone feed back busy tone to the call. Assistant Extension

give option to caller to access calles voice mailbox to leave message, or press 0 to connect to a preset assistant operator. If the call is answered by the assistant operator, the caller will be given option to access the assistant operators voice mailbox to leave message.

Auto Paging broadcast a message via paging device to notify you that you have an incoming call waiting on line to answer. After the Max. Paging Time expires, if the incoming call is still not answered, the caller will be sent to AA/VM.

Transparent Call Forward

follow the call management option set at the destination extension to be forwarded. Valid to Non-ACD pilot number and extension number(virtual

If ~ is selected The system will ~ extension included)

Note: If Call Waiting is not activated on your Console and you have parked a call or put a call on hold, then any calls made to you will be processed with Busy Call Handling.

No Answer Call Handling When your extension status is detected by the system to be no answer, any calls made to your extension will be processed with a selected call handling preference. If ~ is selected The system will ~ One Number Follow Me

forward the call to the destination number(s) preset by user.

Forward to Extension

forward the call to a target extension. Note that if the Play a Greeting is checked, the system will play an announcement before forwarding the call so as to inform the caller that the call is to be transferred to another extension.

Auto Attendant/Voice Mail

lead the call to the auto attendant and give the caller an option to dial another extension number or to leave a message to the extension users voice mailbox.

Ring Back Tone feed back ringing tone to the call. Assistant Extension

give option to caller to access calles voice mailbox to leave message, or press 0 to connect to a preset assistant operator. If the call is answered by the assistant operator, the caller will be given option to access the assistant operators voice mailbox to leave message.


Auto Paging/ONFM

broadcast a message via paging device to notify you that you have an incoming call waiting on line to answer. After the Max. Paging Time expires, if the incoming call is still not answered, the system will start initializing ONFM. After ONFM completes, if the incoming call is still not answered, the caller will be sent to AA/VM.

Transparent Call follow the destination extensions

41

Forward call management setting to handle the call.

Unconditional Call Handling System handles a call made to an extension without having to detect an extensions active status. When a call is made to an extension, the system directly processes the call with a selected call handling preference. If ~ is selected The system will ~ Call Forwarding forward the call to a destination

number preset by user. Do Not Disturb announce extension status as busy

to the caller and the call will be transferred to auto attendant or voice mailbox.

Call Screening Function

provide three types of Call Screening Function for you to screen incoming calls. These three types of Call Screening Function include Call Screening, Caller ID Screening and Message Screening.

One Number Follow Me

forward the call to the destination number(s) preset by the user.

One Number Follow Me after Call Forwarding No Answer

firstly forward the call to the destination number set for Call Forwarding. If the destination number responds to the forwarded call with no answer status, then, the system will search the user by the contact number(s) preset in One Number Follow Me.


Auto Paging/ONFM

broadcast a message via paging device to notify you that you have an incoming call waiting on line to answer. After the Max. Paging Time expires, if the incoming call is still not answered, the system will start initializing ONFM. After ONFM completes, if the incoming call is still not answered, the caller will be sent to AA/VM.

Transparent Call Forward

follow the destination extensions call management setting to handle the call.

Note:

If non-ACD pilot number(with hunting ring way), the feature of Transparent Call Forward for conditional no answer call management will be initialized after system completes a circle of hunting activity. If non-ACD pilot number(with distribution ring way), the feature of Transparent Call Forward for conditional no answer call management will be initialized whenever there is no answer occurs to any one of the non-ACD pilot number.

3.9.1.1Call Forwarding

Setup Call Forwarding to forward your calls to a destination number. Note that if the designated forwarding number is one of the numbers being restricted by Toll Restriction, then the PBX system will announce The line is not available, please enter another extension number to callers.

How to enter Call Forwarding ? From the screen of Call Management, you should 1. click on the radio button of Unconditional Call Handling. 2. click on the radio button of Call Forwarding. 3. click on Call Forwarding.

How to set up Call Forwarding ? To set up call forwarding, you should 1. select the type of destination number. There are four options: extension number,

phone number, mobile phone number and pager number. 2. enter the destination number. 3. click OK displayed in the Call Forwarding screen. 4. click OK displayed in the Call Management screen.

43

3.9.1.2 Call Screening Function

Call Screening Function is valid to incoming call only and it is used to prevent unwanted incoming calls from contacting you on the phone. There are three types of Call Screening Function, including Call Screening, Caller ID Screening and Message Screening. You can find the detailed description for each type of Call Screening Function in the section of How to enter Call Screening Function.

How to enter Call Screening Function ? From the screen of Call Management, you should 1. click on the radio button of Unconditional Call Handling. 2. click on the radio button of Call Screening Function. 3. click Call Screening Function. 4. click on the radio button to select a type of Call Screening Function you want to use.

Call Screening Function


Call Screening It screens your incoming calls by prompting callers to record callers name and company name in your voice mailbox. After recording, the system will ring you and play the recorded message to you. Then you can decide to: z press 1 to answer the call, or z press Flash and enter an extension number to transfer

the call to another extension, or

z press Flash, then enter the trunk access code and a telephone number to transfer the call to an external phone number, or

z If you press 2, you can send the caller to your voice mailbox to leave messages. While the caller is leaving a message in your voice mailbox, you can hear what the caller is saying simultaneously and you can press Flash to reconnect to the caller or you can hang up the phone directly.

Caller ID Screening It screens incoming calls by detecting whether the caller ID is one of those listed in the caller ID table. If the caller is one of those listed, the system will send it directly to the voice mail/auto attendant; if not, the incoming call will be sent directly to you.

Message Screening When there is an incoming call, the system will ring your extension first. After you pick up the handset, the caller will be sent to your voice mailbox to leave message directly. When the caller is leaving a message in your voice mailbox, the system will screen the incoming call by letting you hear what the caller is saying on the line simultaneously. Then, you can decide whether to press Flash to answer the call or hang up directly. Note that if you hang up the phone to reject the call, the caller will not be aware of this action and keep leaving message.

Forward to Extension It screens incoming calls by detecting whether the caller ID is one of those listed in the caller ID table. If the caller is one of those listed, the call will be sent to a preset extension; if not, the incoming call will be sent directly to you.

45

Caller ID Identification It screens incoming calls by screening callers Caller ID (i.e. telephone number). The records listed in the Caller ID Identification are used as a reference for Caller ID Screening function. With the option of "Screen callers listed above only" and "Screen callers, except the callers listed above", you can decide whether to screen or not to screen the caller whose caller ID is listed in the Caller ID Identification list. In order to screen the caller who makes a call to you from long distance area, you have to enter long distance code and area code for the caller.

Index by Name To index by name is to list the data in the verification table sequentially by the English alphabet.

Index by Telephone Number To index by telephone number is to list the record in the verification table sequentially by numbers.

Import from Phone Book If TeleUMS is installed in you system, your system will have phone book function and you can import telephone numbers to User Console from this phone book.

Note: ) If your extension does not have voice mailbox, you cannot use Message Screening

function and the function of Press 2 to send caller to voice mailbox. ) If you select Message Screening as your call screening preference but administrator

has canceled your mailbox, then your incoming calls will be screened by Call Screening.

How to set up Call Screening Function ? From the screen of Call Screening Function, you should

1. select a call screening type you want to use. 2. If you select Caller ID Screening, you must setup Caller ID Identification; click on Add

to enter the caller ID, i.e. telephone number. If the call you want to screen is a long distance call, you have to enter the telephone number with its long distance code and area code.

3. click OK displayed in the Call Screening Function screen. 4. click OK displayed in the Call Management screen.

3.9.1.3 One Number Follow Me(a.k.a. ONFM)

One Number Follow Me is used to let you be easily found wherever you are. Based on a set of forwarding numbers and a forwarding schedule, any received calls after being checked by Caller Identification, will be forwarded to your preset destination number(s).

With this function, no important and urgent call can be missed.

One Number Follow Me


Schedule There are 4 options for scheduling One Number Follow Me, i.e. Always, Business Hours Only, Non-Business Hours Only and Based on the Schedule.

Always If you select this item, the system will forward calls to you immediately whenever there is a call made to your extension.

Business Hours Only Let system forward the calls made to you in business hours only. You can select the radio button and then click on Business Hours to bring up the Business Hours setting screen to define your personal business hours.

47

Non-Business Only Let system forward the calls made to you in non-business hours only. You can select the radio button and then click on Business Hours to bring up the Business Hours setting screen to define your personal business hours.

Based on the Schedule Let system forward the calls made to you based on the schedule defined by yourself. You can select the radio button and then click on Schedule to bring up the Based on the Schedule setting screen to define your personal schedule.

Forwarding Number(s) The forwarding number can be an extension number, phone number, mobile phone number and pager number. You can assign, at most, 6 forwarding numbers for One Number Follow Me to forward your calls to your designated destination(s). During the forwarding process, if the forwarding number being connected is busy, the forwarding process will stop immediately and the caller will hear a busy announcement. Note that if the forwarding number you assigned is a Toll Restriction number, then the system will ignore this number and use the next forwarding number to forward your call.

Caller Identification To prevent unwanted calls from reaching you, you can verify a callers identification by using either the Caller ID Verification or the Password Verification.

Caller ID Verification With the option of "Activate One Number Follow Me for callers listed above only" and "Activate One Number Follow Me for callers, except the callers listed above", you can decide whether to activate or not to activate One Number Follow Me for the caller whose Caller ID (i.e. telephone number) is listed in the Caller ID Identification table. In order to verify callers calling from long distance area, you have to enter long distance code and area code for this kind of incoming calls.

Index by Name To index by name is to sequentially list the records in the verification table by the English alphabet.

Index by Telephone Number To index by telephone number is to sequentially list the record in the verification table by telephone number.

Password Verification System will verify callers by prompting the caller to enter a 4-digit password you entered here.

Ignore If selected, system will not verify callers identity. Import from Phone Book If TeleUMS is installed in your system, your system will

have phone book function and you can import telephone number from this phone book.

Play Forwarding Message If selected, system will play message 0753(Sorry. The person you are trying to reach is not in. The system is trying to reach the person, please hold. If you would like to leave a message, press the pound key, for the operator press 0, or enter another extension number now) to callers when launching One Number Following Me. If you do not want the system to play this message to notify callers, do not select this item.

How to enter One Number Follow Me ? From the screen of Call Management, you should 1. click on the radio button of Conditional or Unconditional Call Handling 2. click on the radio button of One Number Follow Me. 3. click on One Number Follow Me.

How to set up One Number Follow Me ? To set up One Number Follow Me, you should 1. select a schedule type. If Always is selected, you should proceed to step 4 to

continue the rest of setting procedure. 2. you have to set up your personal business hours, if Business Hours Only or

Non-Business Hours Only is selected.

3. if Based on the Schedule is selected, you must define a frequency type and enter a desired duration for system to activate One Number Follow Me.

49

4. click on the checkbox before you enter the forwarding number. Note that the pager number will be the last number for the system to track you.

5. select a forwarding numbers type. 6. enter a forwarding number. 7. set up caller identification. 8. if you select Caller ID Verification, you have To set up a Caller ID Verification list; if

you select Password Verification, you have To set up a 4-digit password.

3.9.1.4 One Number Follow Me after Call Forwarding No Answer

This function combines One Number Follow Me with Call Forwarding. The system notifies the user firstly by using the destination number assigned for Call Forwarding. After that, if the destination number responds to the PBX system with no answer, then, the system will search the user by the contact number(s) pre-defined in the One Number Follow Me.

How to enter One Number Follow Me after Call Forwarding No Answer Function ? From the screen of Call Management, you should 1. click on the radio button of Unconditional Call Handling. 2. click on the radio button of One Number Follow Me after Call Forwarding No Answer. 3. click on One Number Follow Me after Call Forwarding No Answer.

How to set up One Number Follow Me after Call Forwarding No Answer ? The Personal Options of the One Number Follow Me after Call Forwarding No Answer combines the setting procedures for Call Forwarding and One Number Follow Me. Please refer to the description for setting Call Forwarding and One Number Follow Me.

3.9.2 Call Recording Call Recording allows users to specify a designated mailbox for saving a call recorded.

51

How to enter Call Recording ? z go to Personal Options, select Call Recording.

How to set up Call Recording ? To set up your mailbox preference for Call Recording, you can 1. select My Own Voice Mailbox to save call conversation to your own mailbox. Or 2. select Other Voice Mailbox to save call conversation to a mailbox other than yours. If you select Other Voice Mailbox, and check Save to my own voice mailbox as well, a call conversation will be save to the preset mailbox and your mailbox simultaneously. 3. When done, click Submit.

3.9.3 Check Message The setting defined here is used to let system automatically perform mail status checking for you. You can set up a time interval and activate it to let the system check your e-mail, voice mail and fax mail periodically. If you enable this function, whenever there is a new mail received on the checking time, the User Consoles main screen will automatically pop up and show the number of new messages received in red color.

How to enter Check Message ? To access Check Message setting screen, you have to z go to Personal Options, select Check Message.

How to activate Check Message ? To set up a time interval for system to automatically check mail status for you, you should 1. click the radio button On. 2. enter the time interval(ranging from 1 minute to 1,449 minutes). 3. click Submit to activate the setting.

To check message instantly, you can z click button Check Mail displayed on the User Consoles main screen.

How to deactivate Check Message ? To deactivate the Check Message feature, you have to 1. click the radio button Off.

53

2. click Submit to activate the setting.

3.9.4 Auto Logout If you enable this feature, and when the User Console is idled for the time set here, the User Console will automatically logout from the system.

How to enter Auto Logout ? To access Auto Logout setup screen, you have to z go to Personal Options, select Auto Logout.

How to activate Auto Logout ? To activate Auto Logout feature, you should 4. click the radio button On. 5. enter the time duration for system to perform Auto Logout. 6. click Submit to activate the setting.

How to deactivate Check Message ? To deactivate the Auto Logout feature, you should 3. click the radio button Off. 4. click Submit to activate the setting.

3.9.5 Customized Ringer Tone User Console allows you to customize ringer tone.

How to access Customized Ringer Tone ? To access Customized Ringer Tone feature, you have to z go to Personal Options, select Auto Logout.

How to activate Customized Ringer Tone? To activate Customized Ringer Tone feature, you should z select Enable to bring out the folder Media to select a desired wave file to be the

source of ringer tone.

How to deactivate Customized Ringer Tone ? To deactivate the Customized Ringer Tone feature, you should z select Enable.

Note: To use customized ringer tone, you must login User Console and the computer must have sound card and speaker installed.

3.9.6 Identity Setting The function of Identity Setting allows you to switch among Normal Extension, Virtual Extension and IP Phone Extension after you already login the User Console.

55

How to enter Identity Setting ? To access Identity Setting, you have to z go to Personal Options to select Identity Setting.

How to set up Identity Setting ? To change extension Identity, you have to click a radio button to select a desired extension identity. 1. if your analog telephone set is physically wired to an extension port and you want to

login as a normal extension, select Normal. 2. select Allocate Physical Line if your extension number is a virtual extension and

you want to use the virtual extension as a normal extension. To allocate a physical extension line, pull down the menu and select an extension number.

3. if you want login as a virtual extension, select Virtual Extension. 4. if you want to use IP Phone, select IP Phone and you may further select to

automatically launch Soft Phone with User Console. 5. when completing extension identity selection, click Submit. 6. You will be asked to re-login User Console, click Yes and launch the User Console

again.

3.9.7 Message Notification If a caller leaves a new message in your voice mailbox, the system will notify you by calling an extension number, phone number, mobile phone number or pager number you preset for message notification. You can select not to receive notification or to receive notification for all messages, or to receive notification for urgent messages only. Besides, you can setup a schedule for the system to perform this function.

Message Notification


Message You can select not to receive notification or to receive notification for all messages, or to receive notification for urgent messages only.

None If you do not want to receive any notification, you can select this item. When None is selected, the message notification function will be disabled.

Urgent Messages Only If you want to receive notification for new urgent messages only, you can select this item. When Urgent Messages Only is selected, the system will perform the message notification function only when the message received is marked as urgent.

All Messages If you want to receive a notification for every new message received, you can select this item. When All Messages is selected, the system will perform the message notification function whenever there is a new message received.

Schedule There are four options for scheduling Message Notification, i.e. Always, Business Hours Only, Non-Business Hours Only and Based on the Schedule.

57

Always If you want the system to immediately perform message notification whenever there is a new message received, select this item.

Business Hours Only If you want the system to perform message notification within the business hours only, select this item. You can select the radio button and then click on Business Hours to bring up the Business Hours setting screen to define your personal business hours.

Non-Business Only If you want the system to perform message notification in the non-business hours only, select this item. You can select the radio button and then click on Business Hours to bring up the Business Hours setting screen to define your personal business hours.

Based on the Schedule If you want the system to perform message notification in accordance with the schedule defined by yourself, select this item. You can select the radio button and then click on Schedule To set up your personal schedule.

Message Notification Calling Number

Up to 5 calling numbers can be assigned for Message Notification. The calling number(s) can be any combination of the extension number, phone number, mobile phone number and pager number. If the first calling number is unable to reach you, the system will find the next calling number to deliver the notification and keep continuing this process until one of the calling number to be reached. In the event that all calling numbers are not reachable, the system may, according to the sending interval and retrying times defined in the system, conduct a second round of message notification.

Answer Detection for Pager Number

If your calling number is assigned to Pager No., you have to select an answer detection type for system to properly send the digit string you entered.

Detect Pager Tone Let system send the number entered in the digit string after detecting a pager tone sending from pager service company.

Voice Prompt Let system send the digit string after detecting a voice prompt sending from the pager service company.

Delay in Seconds Let system delay a few seconds before sending the digit string. The timing for delay is ranging from 1 second to 9 seconds.

Digit String If you select the Pager Number for notification, you have to define the answer detection for the operation. The default is Detect Pager Tone. It should be noted that the digit string is a string that usually adds * or # before/after the number you want to leave to your pager. In the US, the digit string usually follows the pattern of Call Back No. + # while in some other countries, the digit string usually comprises two # keys and the call back number placed in between (e.g. *1234567* or #1234567#). You should consult your pager service provider to obtain the rules for entering digit string. The length of the digit string is up to 50 digits.

How to enter Message Notification ? To enter Message Notification, you should z go to Personal Options to select Message Notification.

How to set up Message Notification ? To set up message notification, you should 1. decide a message type for notification. 2. set up a schedule for when the message notification is to be performed. 3. check the box to the left before you enter the calling number for message notification. 4. select a calling numbers type and enter the calling number. 5. if your calling number is a pager number, you have to select an answer detection

type. 6. enter the number(i.e. the digit string) you want to send to the your pager. 7. click OK.

Note: 1. If the password entered to access personal voice mailbox is correct, the notification is

concluded as successful. 2. The system will sequentially notify you by calling the calling numbers from calling

number 1 to calling number 5. If the system fails to notify you by the first calling number, then the second calling number will be dialed and so on.

59

3. Interval of Message Notification and Retry Times of Message Notification are two system parameters. The setting of these two parameters will influence how the message notification to be performed. The value for these two parameters can be configured from Configure & Tools. z Interval of Message Notification determines the time interval for the system to

re-perform Message Notification when a cycle of message notification is failed. If the system has executed all activated calling numbers for sending a notification, then it is regarded the system has completed a cycle of message notification.

z Retry Times of Message Notification determines the frequency for the system to execute the message notification.

3.9.8 Message Playing Sequence You can set up the rules for the system to play voice message saved in your personal voice mailbox.

Message Playing Sequence

Subject Description

New Messages The message received that has not been listened is regarded as a new message.

Saved Messages The message received that has been listened and not deleted is regarded as a saved message.

First In First Out The message received earliest will be played first. Last In First Out The message received latest will be played first. Urgent Always First Under the rule for First in First Out and Last in First Out,

the urgent message will be played first.

How to enter Message Playing Sequence To access Message Playing Sequence, you have to z go to Personal Options to select Message Playing Sequence.

How to set up Message Playing Sequence ?

To set up Message Playing Sequence, you should do the following steps for both new message and saved message. 1. select a playing sequence type you want for both new and saved messages. 2. Under the rule for First in First Out and Last in First Out, if you want to let urgent

message to be played first, then you have to check the box of Urgent Always First. 3. click Submit to activate the setting.

Note : Default setting for message playing sequence is Last in First Out.

3.9.9 Screen Pop Up Whenever the system receives a call or a new message/mail, the User Console will automatically pop up on the desktop. If you do not want the system to pop up the screens for the newly received messages, you can select Disable Screen Popup.

How to access Screen Pop Up ? To access Screen Pop Up feature, you have to z go to Personal Options, select Auto Logout.

How to activate Screen Pop Up ? To activate Screen Pop Up feature, you should z select Enable.

How to deactivate Screen Pop Up ? To deactivate the Screen Pop Up feature, you should select Disable.

61

3.10 User Console Operation Tips

General Rules: If you want to use a headset device and computer mouse to control phone operation on User Console, follow the instructions below to switch to headset operation mode. 1. Login User Console. 2. Lift up your handset or press the Hands Free Dialer/ Speaker button on your phone

set. 3. Click Disconnect on the main screen of the User Console. 4. Now, you can use computer mouse to control your phone operation on the User

Console.

What Can a Double-Click Do: 1. You can double-click on any of the records that are displayed in the Speed

Dial-System, Speed Dial-Station, Caller ID History List and Extension Status to make a call.

2. You can double-click on any of the records that are displayed in the Connect Status, Park List to answer the phone.

What Can a Right-Click Do: 1. You can right-click on any of the records that are displayed in the Caller ID History

List to delete the record one by one or delete all records at one time. 2. You can right-click on any of the records that are displayed in the Extension Status to

do Transfer, Leave Message Directly, Remote Park, Barge In, Barge In Whisper, Barge In Record and Enable Move Top.

Others: You can sort the records displayed in the Speed Dial-System, Speed Dial-Station,

Connect Status, Caller ID History List, Park List, Extension Status and Trunk Status by clicking on any of the column's titles.

Remember to replace your handset or press the Hands Free Dialer/ Speaker button again, when you logout the User Console.

3.10.1 How to enter telephone number in the Last Dialed Number List To enter a telephone number, you can z place your cursor in the Last Dialed Number List , and enter a telephone number by

using your computers keyboard.

3.10.2 How to use User Console to make a call To make a call, you can

z double-click on any of the records listed in the Speed Dial-System, Speed Dial-Station, Extension Status and the Caller ID History list.

Or z click an extension number in

TelePCX User Console User Guide

Documents