Extended Communication Server Virtual Desktop and MCC User Guide

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1 Extended Communication Server Virtual Desktop and MCC User Guide April 2010 AlcatelLucent Office Communication Solutions All Rights Reserved AlcatelLucent 2010

2 Legal notice: Alcatel, Lucent, AlcatelLucent and the AlcatelLucent logo are trademarks of AlcatelLucent. All other trademarks are the property of their respective owners. The information presented is subject to change without notice. AlcatelLucent assumes no responsibility for inaccuracies contained herein. Copyright 2010 AlcatelLucent. All rights reserved. The CE mark indicates that this product conforms to the following Council Directives: 2004/108/EC (concerning electromagnetic compatibility) 2006/95/EC (concerning electrical safety) 1999/5/EC (R&TTE)

3 Chapter 1 Overview Introduction Virtual Desktop Multimodal Communications Companion (MCC) Chapter 2 Starting My User Interface Supported Web Browsers Certificates Opening a Session Chapter 3 Virtual Desktop Operations Virtual Desktop Interface Upper Menu Bar Icons Main Menu Bar Icons

4 Personal Options Rich Presence Features in the Virtual Desktop Webmail Calendar Managing your Calendar Events Contacts Managing Contacts Favorite Sites Managing Favorite Sites News Managing News Items Chat Tasks Managing Tasks Search Telephony File Manager Managing Files Files Tool Bar Virtual Desktop Configuration Downloads Chapter 4 MCC Operations Multimodal Communications Companion (MCC) Restrictions MCC Presentation Rich Presence MCC Functions Communication Functions from the MCC Features During a Telephone Call

5 Chat The Mobile MCC

6 04

7 1 1.1 Introduction This user guide describes the principle features and uses of the Virtual Desktop and the Multimodal Communications Companion (MCC). The Virtual Desktop and MCC are web applications installed on your Extended Communications Server. This means that if you have a secure internet access, you can access the applications via the URL. The Virtual Desktop contains the complete desktop environment. The desktop ergonomy is well suited for the office PC or home PC. The MCC contains the communications parts of the Virtual Desktop and incorporates the Rich Presence features to show availability and status. MCC can be launched from any office PC or home PC. Mobile MCC provides most of the MCC features that can be used in a mobile situation using for example, 3G telephony, PDAs or Blackberrys. 1.2 Virtual Desktop The Virtual Desktop groups together a number of useful communication tools in one common environment. You can create a desktop which centralizes: Webmail: provides tools Calendar: provides tools for planning and programming calendar events Contacts: accesses your lists of colleagues, business and private contacts Favorite sites: stores the links to your most used websites News: displays the current company information sheets Tasks: provides tools for managing work and organizing project participation Telephony: provides the configuration tools for your personal telephone Files: accesses the directories for storing files that you want to place in the Virtual Desktop environment When you use the Virtual Desktop in your company situation, you can access advanced communication features that include: Chat: an instant messaging function Rich presence features that indicate your personal status and your telephone status The Virtual Desktop provides a working environment that can be used in two different working situations: 1. You can divide your desktop in such a way that the information remains private and personal or can be accessible to: Selected individuals Selected workgroups All company members 11

8 Chapter 1 $% % & 2. You can create a desktop that you can access via the URL from another PC, portable PC or home PC. 1.3 Multimodal Communications Companion (MCC) The Multimodal Communications Companion can provide access to all the essential communication features from your PC or when accessed from 3G mobile telephones. These include: Call: activates the click to call feature to perform free numbering Contacts: accesses your contact list s: accesses to application Diary: accesses the Virtual Desktop calendar events Tasks: accesses the Virtual Desktop task events Files: accesses the Virtual Desktop file directories When you use the MCC in your company situation, you can access the advanced communication features that include: 12 Chat: an instant messaging function Rich presence features that indicate your personal status and your telephone status

9 2 2.1 Supported Web Browsers The Virtual Desktop is compatible with the following browsers: Microsoft Internet Explorer 7 and later releases Mozilla Firefox 3 and later releases Safari 4 and later releases Google Chrome 2 and later releases The browsers must be configured to accept popups. For fax operations, the Virtual Desktop has addin applications that support: MicroSoft Outlook 2003 MicroSoft Outlook 2007 For more information see module Virtual desk Virtual Desktop Operations Downloads 2.2 Certificates When you use Microsoft Internet Explorer as your browser, it is mandatory to provide certification. Under normal conditions the following actions are only used for the first connection from a specific platform. This requires actions by the Administrator and the user. For the ECS administrator: The virtual desktop must be accessible using a domain name The certificate used on the virtual desktop web site must be based on its domain name For the Internet Explorer user, you must: 1. Access the virtual desktop using its domain name. If the IP address is used, problems can occur with pop up windows. Check that the popup windows are enabled for your browser. 2. Install the certificate used for this web site to access the virtual desktop 3. Install the certificate from the certification authority. For more information about other certificates, see module Virtual desk Virtual Desktop Operations Virtual Desktop Configuration 2.3 Opening a Session Before you start, your administrator is responsible for creating your user account. Depending on the configuration, some or all of the functions are available in your Virtual Desktop environment. The administrator provides: The URL to access the desktop application This URL is the same from all entrances, your company PC, any other PC or mobile telephone with an internet access. 21

10 Chapter 2 ' ( ) * + Your login for your account Your initial password To access the Extended Communication Server applications: changeend changebegin 1. In your web browser, enter the address: Where [host] is the Extended Communication Server address. The login page is displayed. 2. Enter the fields for: User name: enter your login User password: enter your password Type: Choose from the dropdown menu either a Virtual Desk access or an MCC access Virtual Desk: to launch your Virtual Desktop environment MCC: to launch the MCC Remark: If you launch MCC first, you cannot switch to the Virtual Desktop application. To switch to the Virtual Desktop application, you must disconnect from MCC and log on to the Virtual Desk. If you launch the Virtual Desk first, you can start the MCC application with the IM Chat button and toggle between the Virtual Desktop and MCC applications. 22

11 3 3.1 Virtual Desktop Interface This section describes the Virtual Desktop interface. Each of the principle features is described in more detail in subsequent sections Upper Menu Bar Icons changeend changebegin The principal tools for the Virtual Desktop are situated in the main menu bar. Some additional tools are accessible from the small icons situated in the upper menu bar. Figure 3.1: Upper menu icons Home: Click this icon to display to your Virtual Desktop home page. Calculator: Click this icon to display a calculator. This calculator includes a currency exchange feature. Click to Call: Click this icon to display the click to call dialog box to perform free numbering. Downloads: Click this icon to access the application download page. This page only contains the applications that are useful for the Virtual Desktop. See Favorite Sites Disconnect: Click this icon dialog box to close the application Main Menu Bar Icons changebegin The Main menu bar Icons are used to access the principle features of the Virtual Desktop. 31

12 Chapter $ changeend 3 Figure 3.2: Main Menu Bar Icons Note: The availability of the Chat and Telephony function icons depends on your network configuration Personal Options By default, when the Virtual Desktop is opened, the home page is displayed. You can change the display language, by selecting one of the flags. There are two links for modifying your personal Virtual Desktop. These are: Start up: displays all the other pages that can be used when opening the Virtual Desktop. Select your preference and click Submit. Personal information: displays the dialog box containing your current personal information. You can modify: Your password Your telephone numbers Remote system The remote system is used to connect the Virtual Desktop to a personal mail box. Enter your modifications and click OK. 3.2 Rich Presence Features in the Virtual Desktop The primary functions associated with the rich presence can be accessed from the Virtual Desktop. In the upper corner of the window, there are two icons that represent: Presence status Telephony status changebegin Both icons produce dropdown menus that you can use to indicate to other contacts your availability. The presence options are indicated in the following Status menu image. 32

13 changeend $ Figure 3.3: Status menu To use the Status menu, click the icon and choose from the options: Available: indicates your presence. Chat: indicates that communications are welcome. Messages are displayed in your Chat window. Away: indicates that you are absent temporarily from your desk. Messages are stored. Busy: indicates that you are unavailable, Messages are stored. Do not disturb: indicates that you are present but unavailable for communications. Messages are stored. Offline: indicates that you are not considered as present. Messages are stored. Status message: you can enter free text in this field as information to your contacts The telephone icon menu is used to: Indicate your telephone status with a Do not disturb notification Transfer incoming calls Activate your voice mail Transfer the calls to another telephone Stop the transfer of incoming calls changebegin You can choose your telephone status from the menus shown in the Telephone status image. 33

14 Chapter $ changeend 3 Figure 3.4: Telephone status Transfer The Nomadic mode submenu allows you to Activate your mobile telephone for calls Deactivate the Nomadic mode changeend changebegin Figure 3.5: Telephone status Nomadic Webmail changeend changebegin 3.3 Note 1: The Webmail function does not replace your normal mail tool. All the mails are received by your mail tool, synchronization is used to copy your working mails and private mails to the Virtual Desktop environment. The webmail function linked to some of the other tools available in the Virtual Desktop. The Webmail function in the Virtual Desktop allows you to consult and treat mails via an interface that is accessible from almost anywhere. The mails are classed in the default folders Drafts, Sent, Trash, Call Logs, Voice Mails. These are displayed by selecting the folder in the Folders pane. Note 2: The dropdown list in the webmail menu bar is used in conjunction with the Move icon to place mails in specific files. You can use the Contact lists in conjunction with the Webmail tool. To send a mail from the Contacts window: 1. Check the checkboxes to select the contact or contacts. 34

15 $ 2. Compose the text and attachments (if any). changeend changebegin 3. Click Send . Figure 3.7: Webmail and Contact lists Advanced features are available under the Configuration pane and include: Folders: displays the page containing the information about the Folders pane. You can: Create a new folder: 1. Enter a name for the folder 2. Choose a main folder if this is a subfolder 3. Click Create The folder is displayed when you refresh or return to the webmail page Modify an existing folder. 1. Select the specific folder from the dropdown menu 2. Click Rename to display the name field 3. Modify the name 4. Click Rename Filters: displays information about current filters for storing mails and how to use the Filter wizard. Absence: displays the page where you can define all your Out of Office options. These include: Out of Office message and dates/times Voic preferences Call forwarding preferences Forwarding to your assistant preferences Reminder: When you have entered your modifications to this page, Click Confirm Click Activate Out of Office Management to activate the function. 3.4 Calendar 35

16 Chapter $ changeend changebegin 3 The Calendar is available to and record timed events, appointments and other events such as task deadlines. By default, this icon displays your personal calendar, you can: Click the arrows in the menu bar to access different time periods Click the print icon to create a printable version Choose a category: The category is a filter for types of events that you can define separately The Calendar dropdown menus give access to: Calendar views My calendar: displays your personal and working event calendar Other user's calendar: displays the list of contacts that you can select to display their own calendar Assistants: displays your assistant list. You can select a specific assistant to display their calendar. Event tools Waiting events: displays all the unapproved events or appointments Add new event: this function displays the page to define a new event Category: this opens a page to define a category that can be applied to an event Special functions Search: this function searches within the calendar for keywords Export: this function exports the calendar to a different mobile equipment destination Import: this function imports calendar events from a palm desktop datebook Preferences: displays the settings page. This includes settings for timing, capabilities, assistant enabling and appearance, The Views and Layers dropdown menu opens to display: Manage views: to organize the Modify layers Disable layers These functions allow you to arrange and customize the display within the Calendar application Managing your Calendar Events Select Add new event from the Web Calendar dropdown menu or Click the + icon for a specific date to display the interface where you can define: 36

17 $ The event, briefly and in detail. The time, and duration The priority: low, medium or high The access: public or confidential A group of optional definitions are available to: Program reminders Repeat the event by date and by frequency Contacts changeend changebegin 3.5 The Contacts icon displays the page containing your personal and business contacts. You can create and define new personal and business contacts or modify the details of existing contacts. Two listings are available: Company contact: displays the shared contacts of the company (external people and companies) Company directory: displays the Extended Communication Server directory (internal personnel) 37

18 Chapter $ changeend changebegin 3 Figure 3.10: Contact list window The Contacts page displays the contacts in alphabetic order Note: When searching for a contact, ensure that the Initial is the correct one for the contact or use ALL to display all the contacts Managing Contacts changebegin Click the menu option New Contact to display the Add new contact page. 38

19 changeend $ Figure 3.11: Add new contact page Click the New contact icon to create a new contact. The Add new contact page contains fields in which any relevant information can be added. The fields include: Name First Name Company address (personal, professional, ) Address Phone number (fixed, mobile, pro, fax ) When a contact is created, the visibility of the contact depends on how the contact is created. Group: A user of the group will see the new contact in their group contacts. Company: A user of the company (who doesn t belong to the group) will see the contact in the company contacts. Personal: Only the user can see the contact in his personal contacts. About vcards vcards are the electronic visiting cards that are created in MicroSoft applications with a *.vcf suffix. To save time, the information contained in the vcard can be downloaded directly into your Virtual Desktop contact list. To download the vcard: 1. In the contact window, click Import vcard in the menu bar. 2. Browse to select the vcard. 3. Click the Import vcard button in the window. 39

20 Chapter $ changeend changebegin 3 Figure 3.12: The Import vcard In the contact lists page, the Export vcard is used to save the vcard on the personal computer. changeend changebegin Note: If several contacts are selected, as in the following example, a file is created with the default name vcard.zip. Figure 3.13: Exporting vcards from the Contact list Favorite Sites changebegin

21 changeend $ Click the Favorite sites icon to access your list of favorite sites. These are listed in a tree structure that indicates the categorization. Your usual bookmarks are accessible and defined from your PC Web browser. You can record the URL or web address of a web page Bookmarks recorded in the Virtual Desktop can be: Accessed as a remote worker Shared on a permission basis to be accessed by individual persons, groups or all company members Managing Favorite Sites The Favorite sites page contains two dropdown lists: The actions list: for managing the sites Add Edit Import Export The accessibility list: to define the access and visibility as: Personal Group Company To add a Favorite site: 1. Click the Favorite Site icon. 2. Choose Add in the List dropdown menu to display the Add a bookmark page changebegin 3. Define the Favorite site fields: Address: this is the URL of the web site Name: enter a name for the favorite site Description: enter useful information about the site Keywords: useful words used in connection with the site Category: this dropdown menu contains a list of available categories Rating: this dropdown menu contains a list of available ratings. 311

22 Chapter $ changeend 3 Figure 3.15: Add a bookmark page Category and Rating are personally defined qualifications. To create a Category definition: Click the + icon to display the Create Category page. Define the category and click OK to add the new category to your list. Rating: this drop down menu contains a list of available ratings. To create a Rating definition: Click the + icon to display the Create Rating page. Define the category and click OK to add the new rating to your list. Your favorite sites can be accessed via the Virtual Desktop in a mobile situation. News changebegin

23 changeend $ The News icon displays a window that can contain information about group topics or company topics. The principle interest of the news tool is that an information article can be distributed at a specified time and can be seen by all the company members Managing News Items changeend changebegin This menu is visible only if you have been declared as a news administrator in the directory Manage news by your Extended Communication Server administrator. Figure 3.17: The News Management Page The news item is defined by: The title The text content of your news item The availability. You can decide about the: Publication date: the date at which the article will be published Date of last appearance: a nonpermanent item can be defined with a final date A permanent news item Chat changebegin

24 Chapter $ changeend 3 This feature is only available when your user rights allow the instant communication features. It displays the Chat dialog window which you can use for the instant messaging feature to send messages to available contacts. For more details see the module Virtual desk MCC Operations Multimodal Communications Companion (MCC). Tasks changeend changebegin 3.9 The task icon displays an interface page that allows you to define and organize tasks and assign them to individuals or working groups. You can use the task manager to: Organize and prioritize different tasks and projects Program the followup of each task or project Assign the tasks to specific contacts or group of contacts changeend changebegin It is given a priority, at the creation, and a status to indicate whether or not the task is started. The assigned person or the task creator can modify the estimated progress. 314

25 $ When the task has been assigned to a person or group, the task can be started. As the task progresses, the description, participants, status, and progress can be modified. When any of these changes occur, the participants are informed by Managing Tasks To create a task, 1. Open the Task manager window and click Create a task 2. Fill in the data fields Each project or task can be categorized as: Personal: this category is only visible to the task creator Orphan: this task is described but not assigned to any individual or group, so is visible to everyone Company: the task, the person responsible for the task, and the timetable are visible to the company Each task can be defined with reminders. The reminders are automatic s sent at preset times to the people responsible for each specific task. Search changeend changebegin 3.10 The search engine is a specific function for finding words or expressions in the Virtual Desktop The content search is different from a file search. In your file explorer, you can search for a " FILE" among your directories. The search engine icon allows you to search in your desktop for: A specific word in all the files of the Extended Communication Server You can define the search to proceed in any one or more of the sites: personal groupsweb sites. An expression To use the search engine, you can: Enter the word or the expression Use regular expressions to perform the search Click? for more information about regular expressions in the online help Define the perimeter of the search to include: Personal files Group files 315

26 Chapter 3 Company files Files from the web sites directory Telephony changeend changebegin 3.11 $ This icon displays the current telephony settings and tabbed pages for managing the telephone features. The telephony settings page includes tabs for: Call forwarding Unified messaging Call notification Terminal settings Help about all the Telephony settings For all of these functions, the Help tab provides complete information about each function and how to use them. File Manager changeend changebegin 3.12 This icon allows you to place files onto the Virtual Desktop. You can place any file into the Virtual Desktop. Access can be restricted to: Personal: these files remain private Group: these files can be made accessible to all the people in the different virtual groups to which you belong Company: these files are accessible for all of the company members Managing Files changebegin

27 changeend $ Load To load a file: 1. Select the Directory to define the accessibility 2. Click Load to display the Load a file page 3. Use the browser to navigate and select the file from your PC to the Virtual Desktop (8 Mo max) 4. Click Open to confirm the selection 5. Click Confirm to add the file to the Virtual Desktop Create This function opens a dialog box where you can create a text file which is stored in the current Directory. To create file: create a text file Create directory 1. Select the Directory to define the accessibility. 2. Click Create to display the Create a file page. 3. Enter a file name 4. Enter your text 5. Click Confirm to add the file to the Virtual Desktop Create directory: this function displays a dialog box to define the new directory name. Enter a suitable name and Click Confirm to add the file to the Virtual Desktop Search In the file explorer, you can search for a "FILE" in your directories. Note: In the search engine, you can search an expression, a word in all the files of the Extended Communication Server (personal groups web sites). For example, if we want to find all the files which contains the word «D4D123». The search engine will find the file Devis.txt because this file contains this word Files Tool Bar Actions are available that can be used with specific files contained in the Virtual Desktop include: Compression: to compress a file Extract: to decompress the file 317

28 Chapter 3 $ The Compression/Extract functions can use the formats: zip, rar, tar, tar.gz, tar.bz2 Delete Move Copy Rename To use any of these actions tools, you must: 1. Check the box in the Action column to select the file 2. Click the specific action that you want to perform 3. Click Confirm or OK Invert selection checks all the boxes that are unchecked and removes the checks from the checked boxes. changeend changebegin Change the rights is an action tools item only available to delegated administrators. Figure 3.25: Administration File Management The rights for each of the listed files can be modified by an administrator. The files can be restricted to consultation and defined so that they cannot be modified by non administrative personnel. Virtual Desktop Configuration changeend changebegin 3.13 Click this icon to display the configuration page. This feature displays two tools for: 318 Customizing the home page image You can browse in your folders to select an image to replace the default image for your home page. Certificates manager

29 $ Certificates are used to encrypt data transfers between the server and the Virtual Desktop. With the certificates manager, you can create a certificate and export it to your PC. Note: When the certificates are installed, you are automatically notified of noncertified connections. Downloads changeend changebegin 3.14 Click this icon in the upper menu bar to display additional applications that can be downloaded and used to enhance the Virtual Desktop Note 1: More detailed information about these downloads is available in the Downloads window. The applications that can be downloaded include: Outlook Fax Addin AlcatelLucent Outlook Connector Alcatel PIMphony Outlook Fax Addin This Outlook Fax Addin application is downloaded to your company PC to enable you to send a FAX to your contacts. A Send a fax icon is added to your Outlook menu bar and the Create a fax menu item is activated to the Webmail page. Note 2: There is an application for Microsoft Outlook 2003 or Microsoft Outlook AlcatelLucent Outlook Connector Reminder: This must be downloaded onto your company PC to enable the possibility of synchronization between the company PC and your Extended Communication Server. The AlcatelLucent Outlook Connector is used to manage the contacts and agendas folders on the Extended Communication Server directly from Microsoft Outlook. You can access your: agendas address books The application is useful when Microsoft Outlook client is the preferred application AlcatelLucent PIMphony 319

30 Chapter 3 $ The AlcatelLucent Pimphony application provides additional management functions between the Virtual Desktop and the OmniPCX. It allows the use of your contact database in conjunction with the PCX functions. 320

31 4 4.1 Multimodal Communications Companion (MCC) The Multimodal Communications Companion (MCC) offers unified communication standards that use a unique web based interface which include: User presence and telephony status: You can define your presence and your telephony availability. Telephony forwarding options: You can define your telephony configuration such as forward options the forwarding number, etc. User profile management: You can redefine your user settings (languages, personal information, etc.) Contact/Company search: You can search for a contact or a company within the address book. and use the result to Chat/mail/fax/Click to call. My favorite contacts: You can define your main internal and external contacts. My communications: You can consult the historical list of communications (ongoing, lost, issued calls and ongoing Instant Messages (IM) Event alert management: You can manage the popups on incoming communications ( (IMs), and Calls) Shortcuts to other Extended Communication Server applications: You can launch other Extended Communication Server applications from the MCC. Restrictions All the MCC functions can be available on your company PC but can be limited on mobile appliances. These are indicated in the MCC applicability table. Virtual Desktop for MCC for iphone PC MCC for 3G telephones Instant Messaging Application Yes No No Enriched presence Yes Yes No Telephone Communica Yes tion service Yes No Note: The Take the call function is not supported by analog telephone sets. For more information about the iphone application, see the iphone Application: User Guide 4.2 MCC Presentation The MCC is activated from the login to display the communication window. The window contains: Your status icons and Company name 41

32 Chapter 4 $ The call log The search field The search operates on last names, first names and parts of names Tabs for: Favourites: your selection of coworkers For each of the contacts in the list there are presence and telephony status icons Communications: the tab for the communications log The MCC functions icons. changeend changebegin Figure 4.1: MCC Display In this example, JeanPierre BARRE has opened his MCC account. The Rich Presence icons indicate that he is present and available to telephone. The Call log has recorded 13 events. There are two favorites present. There is one favorite who is unavailable. 4.3 Rich Presence The top left icons indicate your rich presence: presence and telephony status. 42

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