Hosted PBX. TelePacific Communicator User Guide. Desktop Edition

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1 Hosted PBX TelePacific Communicator User Guide Desktop Edition 11/19/2014

2 CONTENTS Login... 2 Home Window... 3 Status Flag... 4 My Room... 6 Contacts Screen... 6 History... 8 Directory... 9 Dialpad... 9 Call Settings Appendix I: Installation & Setup of TelePacific Communicator

3 LOGIN Step 1: Launch the TelePacific Communicator Step 2: Enter your username with the following format: [Your HPBX TN, digits Step 3: Enter your Self Service Web Portal Password Step 4: If desired, check the Remember password checkbox to save your password for future logins. Step 5: A successful login will open up the Contacts Pane. 2

4 HOME WINDOW The Home Window provides easy, one- stop access to everything you want to do with your TelePacific Communicator. Down the left side of the window, you will find navigation buttons to take you to: Status Flag Set your status for others to see. My Room Instant Group chat. Contact Pane All your favorite contacts. Communication History Log of chat and voice calls, by contact. (Company) Directory Everyone in your company with TelePacific HPBX service. Dialpad Place calls from your TelePacific Communicator You can also access the options from the menu button in the bottom right corner of the Home Window. We ll look at all of these features in greater detail throughout the rest of this document. 3

5 STATUS FLAG The first item in the left side navigation is the Status Flag. Clicking the Status Flag will open a window where you can upload or change your picture, set your availability status, set your location, and even enter a short message for other TelePacific Communicator users to see when they hover over your contact. UPLOAD A PROFILE PHOTO Your Profile Photo is displayed to all TelePacific Communicator users who add you to their Contacts list. Step 1: Click the Status Flag to access your profile settings. Step 2: Right click the picture icon. A window will open with options to either change your profile photo or clear your profile photo. Step 3: Click Change Profile Photo to upload or change your profile photo. Browse to and select the desired picture on your computer. Your new photo will be applied immediately. Step 4: Click Clear Profile Photo to remove your profile photo. Your photo will be removed immediately and replaced with the default blank photo. SET YOUR AVAILABILITY STATUS TelePacific Communicator will automatically set your availability, based on whether you are logged in or out, on a call, away from your computer, or in a meeting (Windows PCs with Outlook only). You can manually change your availability status at any time through the Status Flag. Step 1: Click the Status Flag to access your Availability Status. Step 2: Click the arrow next to your current status. Step 3: Select from: Available, Away, Busy, or Offline. Your status will be updated immediately. Available. Indicates you are online and ready for communication. Away. Indicates you are logged in, but away from your keyboard or idle for at least 10 minutes. Busy. Indicates you are busy and do not want to be disturbed. In- Call. Indicates you are on a call. In- Meeting. Indicates you have a meeting scheduled within MS Outlook, but you are not on a call. Available to users on Windows machines with Outlook (2007, 2010, or 2013) only. Offline. Indicates you are not logged into your TelePacific Communicator. 4

6 SET YOUR LOCATION The TelePacific Communicator can indicate your location, either automatically (from your computer s IP address) or manually (from a location you enter). Step 1: Click the Status Flag to access your profile settings. Step 2: Click Set Location. A new window will open. Step 3: Select Use automatic location to have the TelePacific Communicator attempt to determine and publish your location from your IP address (not compatible with all networks/firewalls/vpns). Step 4: Select Use manual location to enter a custom location (e.g. office ) in the Set Location text box. You can also select the appropriate time zone from the time zone drop down menu. Step 5: Click Publish Location to apply the new location settings. Step 6: Click No Location to remove all location settings. Note: When using automatic location settings, it is recommended to also keep the Always ask before publishing new location information checkbox checked. This will cause the TelePacific Communicator to alert you before it changes your location setting. SET YOUR STATUS MESSAGE The TelePacific Communicator can display a custom message to all of your contacts who are also using the TelePacific Communicator. Step 1: Click the Status Flag to access your Status Message. Step 2: Click in the What s on your mind? text box. Step 3: Type your desired status message and hit Enter. Your message will be displayed in your description whenever another TelePacific Communicator user hovers over your Contact entry. 5

7 MY ROOM My Room is a group chat interface that lets you quickly and easily join 2 or more of your contacts into an instant chat room. Start a Group Chat Session Step 1: Click the My Room icon open for My Room.. A new window will Step 2: Click and drag contacts from your Contacts Screen to your My Room. The selected contact will be displayed in the left- side, participants section and receive an invitation to join your room. Repeat for all desired contacts. Step 3: Type your messages for the group in the lower message section of My Room. Messages from other participants will be displayed in the upper message section. Step 4: Close the window to end the chat session. CONTACTS SCREEN The Contacts Screen lists all contacts you have added to your TelePacific Communicator and provides easy access to view their status, initiate a chat, or start a voice or video call with them. ADD A CONTACT Step 1: Click the plus icon in the upper right of the Contacts Screen. The Add Contact window will open. Step 2: Enter a name for the contact in the Display Name text box. This name will be displayed in the list of contacts and in chat and calling windows related to this contact. Step 3: Enter the user s HPBX telephone number in the IM&P Address text box, followed Ex: Step 4: Optionally, you can fill in additional information about the contact in the Local Information section. Step 5: Click the plus icon in the lower right of the Add Contact window to save your new contact. Your contact will be listed in the Contacts Screen. Step 6: Right click your new contact and select Subscribe to receive status updates for your contact. If Unsubscribe appears instead of Subscribe then you are already receiving status updates for that contact. 6

8 CHAT WITH A CONTACT TelePacific Communicator makes it quick and easy to start a chat session with any of your contacts. Step 1: Highlight the name of the desired contact in the Contact Screen. Step 2: Double- click the contact s name or click the Chat icon in the lower left of the Contact Screen to open a chat window. Step 3: Type your chat messages in the lower box. All messages will be displayed in the upper box, with received messages being displayed on a blue background. DIAL A CONTACT USING TELEPACIFIC COMMUNICATOR TelePacific Communicator includes full softphone functionality that lets you dial any contact direct from your PC. For best results it is recommended to use a high quality USB headset. Step 1: Highlight the name of the desired contact in the Contact Screen. Step 2: Click the Call icon in the lower left of the Contact Screen to dial the contact. A dial window will open. Step 3: When your contact answers, talk as normal. Step 4: Click the hang up icon to end the call. DIAL A CONTACT USING YOUR DESK PHONE TelePacific Communicator can initiate a call to your desk phone and connect it to any contact in your contact list. Step 1: Highlight the name of the desired contact in the Contact Screen. Step 2: Click the Call From Phone icon in the lower left of the Contact Screen to dial the contact. Your desk phone will ring. Step 3: Answer your desk phone. The system will then place the call to your contact. Step 4: When your contact answers, talk as normal. Step 5: Hang up the phone to end the call. 7

9 PLACE A VIDEO CALL TO A CONTACT TelePacific Communicator can initiate a video call to any contact in your contact list, provided your contact is also using their TelePacific Communicator or has a video enabled desk phone, such as the Polycom VVX 1500 or the Polycom VVX optional camera attachment. Step 1: Highlight the name of the desired contact in the Contact Screen. Step 2: Click the Video Call icon in the lower left of the Contact Screen to start the video call. A dialpad window will open. Step 3: When your contact answers, their camera feed will be displayed in the main window, with a small inset of your camera in the bottom left. Talk as normal. Step 4: Click the hang up icon to end the call. HISTORY The History Screen lists all calls & chats you have received or initiated, along with any available contact, Caller ID, and date information. TO VIEW YOUR HISTORY Step 1: Click the History icon. Step 2: Review your history. Chat A chat session with a contact. Includes contact name, date, and a portion of the last message in the chat. Inbound Call A call to you. Includes contact name or Caller ID, date, and TN of the caller. Outbound Call A call you initiated. Includes contact name or recipient s Caller ID, date, and TN dialed. Forwarded Call A call to you that was forwarded from another user or service (such as an Auto Attendant). Includes contact name or Caller ID, date, and TN of the original caller. Step 3: Double click a chat history entry to open a new chat window with that Contact. Step 4: Double click a call (inbound, outbound, or forwarded) to initiate a new call to the recorded TN. 8

10 DIRECTORY The Directory lists all users and group services (ex: Auto Attendant, Hunt Group, etc.) in your company that are provisioned with TelePacific s HPBX service. You can use this list to quickly add internal users to your Contacts list or click to dial any internal extension in your company. Add a user from the Directory to your Contacts List Step 1: Click the Directory icon. Step 2: Scroll through the Directory list to your desired contact. Step 3: Right click the desired contact and select Add Contact. Your contact will be added to your Contacts list and available the next time you view the Contacts Screen. Dial a user from the Directory Step 1: Click the Directory icon. Step 2: Scroll through the Directory list to your desired contact. Step 3: Right click the desired contact and select Call, Call from Phone, or Video Call as applicable. DIALPAD The Dialpad allows you to dial any telephone number, direct from your TelePacific Communicator. PLACE A CALL TelePacific Communicator includes full softphone functionality that lets you dial any telephone number direct from your PC. For best results it is recommended to use a high quality USB headset. Step 1: Click the Dialpad icon. The Dialpad window will open. Step 2: Type or click the telephone number you wish to dial. Step 3: Connect the call via one of the following options: A) Click the Call icon to initiate an audio call to the number you entered, directly from the TelePacific Communicator. B) Click the Call from Phone icon to have the TelePacific Communicator first dial your desk phone, then connect you to the number you entered. C) Click the Video Call icon to initiate a video call to the number you entered, directly from the TelePacific Communicator. Step 4: Once connected, talk as normal. Step 5: Click the hang up icon to end the call. 9

11 CALL SETTINGS TelePacific Communicator can update some of the most frequently used call settings, such as Anywhere, Call Forward, Do Not Disturb, and Simultaneous Ring, eliminating the need to login to the Self- Service Portal to change those features. To access Call Settings, select it from the Options pop- up Menu. ANYWHERE Through TelePacific Communicator, you can manage all aspects of your Anywhere service, exactly as you would if you were logged into the Self- Service Portal. Step 1: Place a checkmark in the box next to Alert all enabled locations for Click To Dial to ensure that each of your configured Telephone Numbers (locations) will ring (in addition to your desk phone) every time you use the Call from Phone option for placing calls. Step 2: Click Add New Location to setup a new telephone number for the system to ring as part of your Anywhere service. Step 3: Click Edit to open up additional options per location, then place a check next to the desired option(s): a) Diversion Inhibitor Prevent calls from being re- directed should you have Call Forwarding or a similar service activated on your desk phone. b) Answer Confirmation Requires you to press a button on the answering phone to ensure calls are not accidentally routed to personal voic , such as when a cell phone is turned off or out of coverage. c) Call Control Allows control of the call (hold, transfer, etc.) from TelePacific Communicator, even when the call is answered by a non- TelePacific HPBX phone, such as a cell phone. Step 4: Click Save to apply the option selections or click Delete Location to remove that telephone number from the system. Step 5: Place a checkmark in the box under Enabled to enable that telephone number for the Anywhere service or remove the checkmark to disable it. 10

12 CALL FORWARDING Through TelePacific Communicator, you can configure and enable or disable Call Forwarding Always, Call Forwarding Busy, Call Forwarding No Answer, and Call Forwarding Unreachable. Step 1: Click the associated pencil icon to expand the desired Call Forwarding service. Step 2: Place a checkmark in the box next to Enable service to activate that specific Call Forwarding service. Step 3: Enter the number to forward calls to in the text box. Step 4: Click Save to apply your changes or Cancel to discard them. Step 5: Repeat for each service as desired. CALL FORWARDING DEFINITIONS a) Always Forward All inbound calls will be forwarded to the number specified. b) Forward when busy Inbound calls will be forwarded to the number specified only when every line on your phone is active/on hold or you have activated Do Not Disturb. c) Forward when unanswered Inbound calls will be forwarded to the number specified only when you do not answer. d) Forward when unavailable Inbound calls will be automatically forwarded should your phone ever lose power or its internet connection. DO NOT DISTURB (DND) TelePacific Communicator will allow you to quickly activate and deactivate Do Not Disturb on your line, regardless of whether you re near your phone or not. Step 1: Place a checkmark in the box next to Enabled to activate Do Not Disturb. Step 2: Clear the checkmark in the box next to Enabled to deactivate Do Not Distrub. Step 3: Your changes will take effect immediately. 11

13 OUTBOUND CALLER ID BLOCK For those times when you would rather not have your CallerID presented to the party you are calling, TelePacific Communicator will allow you to show or hide your Outbound CallerID. Step 1: Place a checkmark in the box next to Enable to hide number to hide (block) your Outbound CallerID. Step 2: Clear the checkmark in the box next to Enable to hide number to show your Outbound CallerID. Step 3: Your changes will take effect immediately. SIMULTANEOUS RING TelePacific Communicator enables you to quickly update your Simultaneous Ring settings directly from the app itself. Step 1: Place a checkmark in the box next to Enabled to activate Simultaneous Ring. Step 2: Clear the checkmark in the box next to Enabled to deactivate Simultaneous Ring. Step 3: Place a checkmark in the box next to Do not ring my simultaneously ringing numbers if I m already on a call, to prevent your additional phone numbers from ringing when you re on a call to or from your desk phone. Step 4: Clear the checkmark in the box next to Do not ring my simultaneously ringing numbers if I m already on a call, to allow the system to ring your additional phone numbers even when you re on a call to or from your desk phone. Step 5: Enter up to 10 telephone numbers, one number per text box, under the Phone Number / SIP- URI column, for the system to ring every time you receive a call. You can clear the text box to delete a number. Step 6: Place a checkmark in the box under Answer confirmation required to require a key press before connecting the call to the telephone number entered in the corresponding Phone Number / SIP- URI text box. Using Answer confirmation will prevent callers from being inadvertently routed to personal voic when a cell phone, or similar device, is unavailable or powered off. Step 7: Stroll to the bottom of the screen and click OK to apply your changes. 12

14 APPENDIX: INSTALLATION/SETUP OF TELEPACIFIC COMMUNICATOR UNINSTALL ALL PREVIOUS VERSIONS Whether you have the original Business Communicator, UC- One, or any other version of Communicator, it is strongly recommended that you uninstall all previous versions to avoid any conflict between those programs and TelePacific Communicator. Windows Step 1: Navigate to your Business Communicator (or other version) directory and run the Uninstall program. Step 2: Follow the wizard prompts. Step 3: If you don t have an Uninstall program in your Business Communicator folder, you will need to manually uninstall the Business Communicator through the Control Panel. Please consult your IT department or Windows guide for further instructions. Mac Step 1: Open Finder Step 2: Go to Applications (or wherever you installed Business Communicator) and move it to the Trashcan. INSTALL TELEPACIFIC COMMUNICATOR Once your system is ready, you can install TelePacific Communicator directly from your Self- Service Portal. Windows Step 1: Use a web browser to navigate to the Self- Service Portal (portal.hpbx.telepacific.net). Step 2: Login to the Self- Service Portal with your TelePacific HPBX web credentials. If you do not have your TelePacific HPBX web credentials, please contact your administrator for assistance. Step 3: Once logged in, click the Support tab, then scroll down to the Apps section. Step 4: Underneath the UC- One Business Communicator heading, click the (Windows) UC- One Business Communicator PC application download for Microsoft link. The installation file should begin downloading. Step 5: Once the download is complete, run the file and follow the installation wizard. Mac Step 1: Use a web browser to navigate to the Self- Service Portal (portal.hpbx.telepacific.net). Step 2: Login to the Self- Service Portal with your TelePacific HPBX web credentials. If you do not have your TelePacific HPBX web credentials, please contact your administrator for assistance. Step 3: Once logged in, click the Support tab, then scroll down to the Apps section. Step 4: Underneath the UC- One Business Communicator heading, click the (Mac) UC- One Business Communicator PC application download for Apple Mac OS link. The installation file should begin downloading. Step 5: Once the download is complete, open the installation file. Step 6: Double click on the TelePacific Communications Logo to run TelePacific Communicator. 13

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