Elastix Smart Assistant

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2 Elastix Smart Assistant User Manual Objective: explain the user how to make an initial setup of Smart Assistant in his smartphone Description: Smart Assistant is a smartphone application that allows for efficient assignment of calls to a user on an Elastix unified communications server. The application allows us to create several scenarios where we can decide how to redirect an incoming call. Smart Assistant intelligently determines where we are, through the wireless connections on the phone, and successfully applies a predetermined calldestination rule. Installation To install the application from an Android Smartphone, enter "Google Play". Once there we must search for the elastix smart assistant application Fig. 1 Smart Assistant presented in Google Play Press Install and the installation process should begin.

3 It is important to mention that the administrator of our Elastix server must also install the Smart Assistant Addon from within the Elastix Market Place, the Addons tab inside Elastix s webui. (Please review the administrator manual) When these two steps have been completed we open the application on our Smartphone. Fig. 2 Application s Start screen The application will take us to the configuration screen Fig. 3 Configuration Screen In this screen we have the following fields: Server Address: IP address of the Elastix server

4 Port: Connection port (by default Smart Assistant communicates via port 8080, but this may be modified by the Elastix server administrator). Device ID: used by the Elastix server to identify each device. Secret: password for connecting to the Elastix server Port Knocking: Smart Assistant supports Port Knocking, and can be enabled for use with Elastix servers that support it. The ports are configurable by the Elastix server administrator, the default ports are: 30000, 30500, 3100 The user must provide the Elastix server administrator with the information displayed in the "Device ID" field. He will then associate it with the user's extension right from within the Smart Assistant Addon on the Elastix WebUI. Fig. 4 Management Interface of the Smart Assistant addon in Elastix Once the administrator performs this configuration, he must enable the "Follow Me" option for extension (inside the PBX Configuration page in Elastix s webui) and configure it to have Smart Assistant as the selected destination*. With this the user is ready to use Smart Assistant. *Note: more details on this configuration in the Administrator Manual. The user can easily send the Device ID using the "Share deviceid to" option that appears when you press the Android "Menu". Fig. 5 Share deviceid option

5 Home screen Status Bar Make a Call Bar Voic Bar Settings Bar Fig. 6 Home screen Targets Smart Assistant supports three ways for creating Targets or destinations: Generic Targets: these targets are created by the Administrator of the Elastix server and can be selected by all users of that Elastix server who have Smart Assistant in their smartphones Specific Targets: these targets are created by the Administrator of the Elastix server and can be used only by specific users. Personalized Targets: the user, right from within the application, creates these targets. To go to the Targets configuration page in the application, press "Settings" on the Home screen. Fig. 7 Settings screen

6 Once there, press Targets and then ADD Fig. 8 Targets screen Fig. 9 Target Creation Once we create the target, press "Save" and the application will take you back to the Targets screen, where a list of all created targets is displayed. Fig. 10 Targets screen, a target called Reception has already been created Note: The user can create as many targets as he deems necessary, however to be able to select any of them for using it in a state, a Premium license must be owned. Also, the Elastix server administrator must allow user creation.

7 To know how to create Specific and Generic Targets, please review the administrator manual. Entering the configuration Screen On the Home screen, we must press the menu button on our Android device; the following options will be displayed: Fig. 11 Options Menu Answer Mode on/off: (Notifications) when active, it sends the smartphone a push alert when a call comes in to the user's extension in the Elastix server. Smart Assistant allows the user to perform an action, if he fails to do so in less than 10 seconds, the call will be redirected according to his current state. Change Incoming Call Sound: enables sounds for notifications, you can select any type of audio file stored on the phone. Configuration: configuration options for establishing the connection with the Elastix server. Force synchronize: force synchronization, gets all information from the server to the device and the device sends information to the server for validation. Quit: option to exit the application. Help (?): displays the application s embedded help. State Modes selection There are 5 State Modes predefined by default in Smart Assistant Be Smart Meeting Out of Office Office Break Each State Mode is configurable with a target destination. In the case of options: Meeting, Out of Office, Office, and Break, you can set a single destination, which will remain as default. This means that every time the user wants to set a usual state, he can select any of these predefined states and switch between any of them by just pressing their name. In the case of the "Be Smart" state, you can set multiple destinations that are assigned according to the following criteria:

8 Date Time Network This means you can create different states for the same network that will change automatically according to the date or time. This is a common (out of) office hour s case. Another example is the setting of states according to the wireless network, so that Smart Assistant direct calls depending on the network that the user is currently connected to. Office Network Desk extension Mobile Network (cellphone provider) Mobile number (through the PSTN) Home Network Voic To access the "Switch Mode" screen, or state change, simply press the "State Bar". Fig. 12 Switch Mode screen Smart Mode The "Be Smart" mode enables call routing rules to be established automatically. To configure the "Be Smart" mode, we enter the "Switch Mode" screen by pressing the "State Bar". Then long-press the "Be Smart" bar until the "Smart Settings" screen is displayed.

9 Fig. 13 List of rules for the Be Smart mode Once there we can add a new rule by pressing the ADD button. Fig. 14 Rules configurations in Smart Settings Here we can create a rule based on the date, time, and network. The "Target Action" field allows us to select the specific destination for this rule. Date/Time: Select the day or days and time for which the rule will be applied. Network: Select the network for which the rule will be applied. Target Action: Choose the destination for the rule. SAVE: Saves the configuration of the rule. SAVE (On Smart Settings screen): Saves the general rules for the "Be Smart" mode. When you complete the configuration of the rule press the "SAVE" button. Then check the rules listed in the "Smart Setting" screen, when all rules are completely set press this second "SAVE" button. Once configured, press "Be Smart" on the "Switch Mode" screen, Smart Assistant will assign calls automatically according to the rules that we have set.

10 If we have several rules created we can give priority to any of them, just placing them among the other rules. This can be performed doing a long-click on the left border of the rule, and moving it to the place we want. Configurations according to the Caller ID Smart Assistant allows us to establish pre-determined, rules according to the person calling us. These rules may obviate state mode selected and instead execute a preconfigured action. To go to the Caller ID" settings screen, we must press on "Bar Settings", and then on "Caller ID". The list of existing rules will be immediately displayed. To add a rule press "ADD". Fig. 15 Caller ID Settings screen Fig. 16 Rule creation for a specific contact The application supports three different ways to select the phone number we wish to add in the rule, manually, from the call history (pressing the clock icon) or from the contacts in our smartphone phone directory (pressing the phonebook icon). Once you have selected the phone number in the "Source Number" field, we must enter a description, select a target destination and press "SAVE". To activate this rule it is necessary to check the box use CallerID settings on the Switch Mode screen. [Continue in the page]

11 Fig. 17 Enabling CallerID functionality Make a Call This option allows the application to order the Elastix server to make a call. Elastix will immediately call the destination that has been selected according to the current state mode and dial a number we have entered, connecting both calls. To enter "Make a Call", we press the bar with the same name. There are three ways to select the number you want to call, manually placing the number in the box call, selecting contacts from our smartphone directory (pressing the phonebook icon), or by selecting it from the displayed call history. Fig. 18 Caller ID Settings screen Once you select the number, press "CALL" and the calling process will start. The "Transfer to extension" option shown on the screen, will route the call to the extension of the user, regardless of the current state mode.

12 Voic Smart Assistant can display a list of voice messages that are associated with our extension. To accomplish this, the application is synchronized with the Elastix server and checks if the extension associated with the user has any voic (s) available. This option has two modes: Listen Mode: when pressed the voice message will be played instantly Download Mode: after long-pressing for two seconds the audio file of your voice message will be downloaded. The default download route is My Files -> All Files -> Download. Fig. 19 Voic s list My NFC NFC is the most prominent and developed proximity transmission technology in the world. Smart Assistant includes support for NFC, with which you could set up an NFC tag to use for establishing a state mode. To go to "My NFC", press the "Bar Settings". Once there press "My NFC", and then "ADD" to add a tag. [Continue in the page]

13 Fig. 20 Settings screen Fig. 21 Adding a NFC tag Once the NFC icon and the sentence "PLACE YOUR PHONE OVER THE NFC TAG" are displayed, place the smartphone near the tag you want to register. Fig. 22 A common NFC tag (it can be a sticker too) The settings screen will be displayed immediately. Here we must enter a description for the tag and the destination to which calls should be directed. Fig. 23 Adding a NFC tag - 2 An example of using NFC tags to activate a particular state mode can be to have tags in different parts of the company, in the car, or at home, so that when you enter the meeting room of your company for instance, you can pass your smartphone near the NFC tag placed there to have Smart Assistant immediately activate a state mode such as "Meeting".

14 Another example is to have a NFC tag inside our vehicle so that when we pass our smartphone near it, Smart Assistant activates a state mode such as "Out of Office". The possibilities are endless. Support / Concerns For support or further inquiries, please write to: [email protected]