Quick Reference Guide KX-NCS1101/KX-NCS1105 KX-NCS1110/KX-NCS1199 KX-NCS1201/KX-NCS9101. Phone Assistant Series. Model No.

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1 Quick Reference Guide Phone Assistant Series Model No. KX-NCS1101/KX-NCS1105 KX-NCS1110/KX-NCS1199 KX-NCS1201/KX-NCS9101 Thank you for purchasing this Panasonic product. Please read this manual carefully before using this product and save this manual for future use. Document Version 2007/6/4

2 Introduction About the Quick Reference Guide This Quick Reference Guide is designed to serve as an overall technical reference for Panasonic Phone Assistant (PA) series, KX-NCS1101/KX-NCS1105/KX-NCS-1110/KX-NCS1199/KX-NCS1201/KX- NCS9101. It explains how to install the PA applications. The Quick Reference Guide is divided into the following sections: Section 1 System Outline Provides general information on the Phone Assistant series, including connection and system requirement. Section 2 Guide to Phone Assistant Server Software Explains how to install and uninstall PA Server software, and how to register a PA client user. Section 3 Guide to Phone Assistant Client Software Explains how to install and uninstall PA client software, and how to use an IP Softphone and a Portable Station with PA. Section 4 Phone Assistant Licence Registration Explains about licence registration. Note In this manual, the following application names will be expressed in English. Phone Assistant (PA) PA Manager PA Server PA Services PA Database PA Status Trademarks: Microsoft, Outlook, Windows and Windows Server are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. Intel, Pentium and Celeron are trademarks or registered trademarks of Intel Corporation or its subsidiaries in the United States and other countries. All other trademarks identified herein are the property of their respective owners. Screen shots reprinted with permission from Microsoft Corporation. 2 Quick Reference Guide Document Version 2007/6/4

3 Table of Contents 1 System Outline Specifications System Connection Diagram Procedure for using Phone Assistant System Requirements Guide to Phone Assistant Server Software Installing Phone Assistant Server Software Uninstalling Phone Assistant Server Software Starting Phone Assistant Server for the First Time Settings Guide to Phone Assistant Client Software Installing Phone Assistant Client Software Uninstalling Phone Assistant Client Software Starting Phone Assistant for the First Time Using an IP Softphone with Phone Assistant Using a Portable Station (PS) with Phone Assistant Registering a PT for Making Calls from a PS Making Calls from a PS Using PA Receiving Calls at a PS from Another Party Phone Assistant Licence Registration Registering a Licence...58 Index...63 Document Version 2007/6/4 Quick Reference Guide 3

4 4 Quick Reference Guide Document Version 2007/6/4

5 Section 1 System Outline Document Version 2007/6/4 Quick Reference Guide 5

6 1.1 Specifications 1.1 Specifications Licence Type Model No. Category Number of Licences KX-NCS1101 Phone Assistant Pro 1 KX-NCS KX-NCS KX-NCS KX-NCS1201 Phone Assistant Status Pro 1 KX-NCS9101 IP Softphone 1 For example, for 25 users to use Phone Assistant Pro, the following models would be required: KX-NCS KX-NCS Phone Assistant Functions Phone Assistant (PA) is a CTI application. By installing PA on a PC with a telephone, an extension user for the KX-TDA/KX-TDE series PBX can enhance telephone operation. PA handles the following functions: Contacts List The user can make a call easily using a customisable contact list that is displayed on a PC, and search for a desired contact simply and quickly. When an incoming call is received, PA shows the caller's name if it is registered in the contact list. Call History The user can view his/her incoming and outgoing call histories on a PC. Presence The user can see the status or Absent Message of other extensions on a PC before making a call. The user can also easily change his/her Absent Message. FWD/DND The user can easily change the FWD/DND setting of his/her extension. Call Control When a conversation is started, operation buttons such as Call Transfer, Call Hold, and Conference will be automatically displayed on a PC so that the user can easily handle a call. IP Camera Integration (Panasonic KX-HCM/BB-HCM/BL-C series) If a Panasonic IP Camera is available on the network, images or video streaming from the IP camera can be viewed using PA. Optionally, when a doorphone and a door opener are connected to a PBX, the user may open the door remotely from a PC. IP Softphone It is possible to use built-in IP Softphone via an IP-EXT card using PA without KX-NCS8100 IP Softphone. Microsoft Outlook Integration (Office version 2003 only) The user can make a call directly from Outlook. When the PA software is installed on a PC, the Dial box, Answer button and Hang-up button are added to the Outlook toolbar. Voice Processing System (VPS) Integration (e.g., KX-TVM series) The user can record a conversation to voice mail automatically or manually. If a message is left on a mail box, the message indication will be displayed on PA. 6 Quick Reference Guide Document Version 2007/6/4

7 1.1 Specifications Phone Assistant and User Capability The maximum number of users for each type of PBX and each type of licence is specified below. KX-TDA30 PBX PA Pro mode PA Pro Trial mode PA Express mode PA Pro mode + PA Express mode KX-TDA100/KX-TDA KX-TDA KX-TDE100/KX-TDE PA Pro mode: Fully licenced with no restrictions. PA Pro Trial mode: No restrictions for 60 days. PA Express mode: Free licence with limited functionality. Note Once a licence is registered, Pro Trial mode will no longer be available, even during the 60 day trial period. Express mode will be available for the number of users as described above, even after a licence has been registered. For example, if 40 licences are registered using KX-TDA100, the first 40 users will log-in to PA with Pro mode automatically, and the 41st and later users will log-in to PA with Express mode. PA Pro/PA Pro Trial/PA Express mode Comparison Table The tables below detail the differences between Pro mode and Express mode. Contact List Functions PA Pro/PA Pro Trial *1 mode PA Express mode 100 groups and 100 items for each group Outlook Integration Yes Not supported Call History No limitation Last 10 calls IP Camera Monitor 4 1 IP Softphone *2 Yes Not supported Function (FWD and Presence) Presets 20 1 Conference Set up as Initiator Participant only 2 groups and 10 items for each group *1 Pro Trial expires 60 days after installation. *2 To use IP Softphone with Pro mode, a licence for KX-NCS9101 is required. IP Softphone can be used with Pro Trial mode with no licence. Document Version 2007/6/4 Quick Reference Guide 7

8 1.1 Specifications PA Status Functions (Supervisor/Operator) A supervisor/operator can monitor calls to and from other extensions. Both PA users and extension users that are not logged-in to PA can be monitored. A supervisor can use all of the PA Status functions; an operator can use a limited number of functions, such as monitoring and answer calls at other extensions. Extension Monitor Detailed information about extensions can be monitored. The desired information can be viewed depending on the type of extension, call status of the extension, etc. Making Calls A supervisor/operator can make a call from PA Status as well as PA. Answering incoming calls at other extensions A supervisor/operator can answer an incoming call that is ringing at another extension. Redirecting incoming calls to other extensions A supervisor/operator can redirect an incoming call to another extension, voice mail, a mobile phone, etc. Call History (Supervisor only) It is possible to view the information on the call activity of other extensions. Report (Supervisor only) It is possible to export the call histories of monitored extensions to a CSV (comma-separated values) formatted file, and to view the current call information of the monitored extensions. Barge In/Take Over (Supervisor only) A supervisor can barge into an ongoing conversation or take over a call from a monitored extension. Listen In (Supervisor only) A supervisor can listen in on an ongoing conversation of a monitored extension. PA Status and User Capability The maximum number of users for each type of PBX and each type of licence is specified below. PBX PA Status Pro mode PA Status Express mode PA Status Pro mode + PA Status Express mode KX-TDA30/KX-TDA100/ KX-TDA200/KX-TDA600/ KX-TDE100/KX-TDE PA Status Pro mode: Fully licensed with no restrictions. PA Status Express mode: Free licence with limited functionality. Note There is no trial mode for PA Status. 8 Quick Reference Guide Document Version 2007/6/4

9 1.1 Specifications PA Status Pro/PA Status Express Mode Comparison Table The tables below detail the differences between Pro mode and Express mode. PA Status Supervisor Operator Functions Pro mode Express mode Pro mode Express mode Extension Monitor 100 groups and 100 extensions for each group 5 extensions 100 groups and 100 extensions for each group 5 extensions Making Calls Yes Yes; up to 5 users Yes Yes; up to 5 users Answering incoming calls at other extensions Redirecting incoming calls at other extensions Call History Yes Yes; up to 5 users Yes Yes; up to 5 users Yes Yes; up to 5 users Yes Yes; up to 5 users Yes No limitation Yes; up to 5 users Last 10 calls 4 call types Report Yes Yes; up to 5 users Barge In/Take Over Yes Yes; up to 5 users Listen In Yes Not supported Not supported Conditions Digital Proprietary Telephone, Analogue Proprietary Telephone, IP-Proprietary Telephone, IP Softphone, Portable Station and Single Line Telephone can be used with PA. A PA user that uses PA Status functions must be granted with supervisory privileges by the administrator of PA Manager (Web server). When the PA user is authorised, the Supervisor button will be displayed on the Contacts screen. The PA user can access PA Status functions using the Supervisor button. PA must be restarted if a PA user disconnects a PC from LAN and reconnects it while using PA. The contents and deign of the software are subject to change without notice. Document Version 2007/6/4 Quick Reference Guide 9

10 1.2 System Connection Diagram 1.2 System Connection Diagram Connection Example: Each PC running a PA application should be connected to the PBX as illustrated below Remote Office 10 Quick Reference Guide Document Version 2007/6/4

11 1.3 Procedure for using Phone Assistant A Telephone Company B PA Server (CTI control), PA Services (Communication interface), and PA Manager (Web server) C Panasonic KX-TDA/KX-TDE Series PBX D LAN or USB *1 E Voice Processing System F LAN G IP Camera H Doorphone and Door Opener I PA J Proprietary Telephone or Single Line Telephone K PA and PA Status L Portable Station M Cell Station N Proprietary Telephone for making calls from Potable Station O IP Softphone P Headset *1 Features of PA are the same regardless of a LAN or USB connection. 1.3 Procedure for using Phone Assistant The following describes the order in which PA applications should be installed and operations performed in order to start up a PA system. Install PA Server (PA Server [CTI control] and PA Manager [Web server] components) Create a user profile on PA Manager (Web server) Install PA client software (PA, PA Status, and IP Softphone features) Login to PA (Using the registered user profile) Document Version 2007/6/4 Quick Reference Guide 11

12 1.4 System Requirements 1.4 System Requirements PC (PA Server) CPU Minimum 1.0 GHz Intel Pentium /Celeron processor or comparable CPU RAM 256 MB 512 MB OS Microsoft Windows 2000 Professional Windows XP Professional Windows Server 2003 Standard Edition Recommended 2.0 GHz Intel Pentium/Celeron processor or comparable CPU Microsoft Windows 2000 Professional Windows XP Professional Windows Server 2003 Standard Edition HDD 1.5 GB available space 2.0 GB available space Video Resolution Interface For LAN connection to PBX: 10 Base-T For USB connection to PBX: USB 2.0 For LAN connection to PBX: 100 Base-T For USB connection to PBX: USB 2.0 Note: The server must have a static IP address PC (PA Client) CPU Minimum 1.0 GHz Intel Pentium/Celeron processor or comparable CPU RAM 128 MB 512 MB OS Microsoft Windows 2000 Professional Windows XP Professional Windows XP Home Edition Recommended 2.0 GHz Intel Pentium/Celeron processor or comparable CPU Microsoft Windows 2000 Professional Windows XP Professional HDD 1.5 GB available space 2.0 GB available space Video Resolution Interface 10 Base-T 100 Base-T PBX Main Unit Options KX-TDA30 (PSMPR Software File Version or later) KX-TDA100/KX-TDA200 (PMPR Software File Version or later) KX-TDA600 (PLMPR Software File Version or later) KX-TDE100/KX-TDE200 (PMMPR Software File Version or later) KX-TDA0410 CTI Link Card (for LAN connection) KX-TDA Channel VoIP Extension Card (for IP Softphone) *1 KX-TDA0190 Optional 3-Slot Base Card KX-TDA Port Doorphone Card KX-TVM50/KX-TVM200 Voice Processing System 12 Quick Reference Guide Document Version 2007/6/4

13 1.4 System Requirements Options for KX-TDA30 KX-TDA Channel VoIP Extension Card (for IP Softphone) KX-TDA Port Doorphone Card *1 Local Processor (LPR) software version of the IP-EXT card installed in the PBX must be as follows: PIPEXT Software Version or later PVOIPEX Software Version or later Compatible IP Cameras Model Panasonic Network Camera (e.g., KX-HCM/BB-HCM/BL-C series) Document Version 2007/6/4 Quick Reference Guide 13

14 1.4 System Requirements 14 Quick Reference Guide Document Version 2007/6/4

15 Section 2 Guide to Phone Assistant Server Software Document Version 2007/6/4 Quick Reference Guide 15

16 2.1 Installing Phone Assistant Server Software 2.1 Installing Phone Assistant Server Software PA Server (CTI control) can be installed on a separate PC from other PA software, as shown below A Panasonic KX-TDA/KX-TDE Series PBX B PA Server (CTI control) C PA Services (Communication interface), PA Manager (Web server), and PA Database D Proprietary Telephone or Single Line Telephone E PA Client Software (PA, PA Status, IP Softphone) PA Server (CTI Control): Communicates with CTI features of the PBX as well as PA client software, and provides its own unique database system (serverdb.mdb), which stores user information and call information. PA Manager (Web server): Supports web server functions in order to enable the changing of certain features of the PBX and PA Server (CTI control) using a web browser. PA Services (Communication interface): Interacts with PA Manager (Web server) and PA Server (CTI control). It also stores the PBX model settings, so that PA Manager (Web server) knows how to communicate with the PBX through PA Server (CTI control) when using the PC Maintenance Console interface. PA Database: Used for temporary memory to communicate between PA Services (Communication interface) and PA Manager (Web server). Please do not install another application that uses SQL, on a PC containing PA Database. 16 Quick Reference Guide Document Version 2007/6/4

17 2.1 Installing Phone Assistant Server Software PA Server (CTI control) can also be installed on the same PC as other PA software, as shown below A Panasonic KX-TDA/KX-TDE Series PBX B PA Server (CTI control), PA Services (Communication interface), PA Manager (Web server), and PA Database C Proprietary Telephone or Single Line Telephone D PA Client Software (PA, PA Status, IP Softphone) 1. Double-click the following setup file. 2. The Installer Language screen will appear. Select the language to be used during installation, and click OK_installer. Document Version 2007/6/4 Quick Reference Guide 17

18 2.1 Installing Phone Assistant Server Software 3. The Setup Wizard will appear. Click Next to proceed. 4. The Licence Agreement screen will appear. If you agree to the licence terms for this software, click the check box and then click Next to proceed. You must accept the agreement to install Phone Assistant Server. 18 Quick Reference Guide Document Version 2007/6/4

19 2.1 Installing Phone Assistant Server Software 5. The Choose Components screen will appear. It shows which PA Server components will be installed. The following methods for choosing the desired application to install can be selected from the drop-down list on this screen. a. Full Installation Installs all of the Phone Assistant Server components. b. PA Manager Components Only Installation Installs all of the Phone Assistant Server components except for PA Server (CTI control). Document Version 2007/6/4 Quick Reference Guide 19

20 2.1 Installing Phone Assistant Server Software c. PA Server Only Installation Installs the PA Server (CTI control) component only. Note It is possible to either install PA Server (CTI control) on the same PC with PA Manager (Web server), PA Services (Communication interface), and PA Database, or on a different PC. However, it is recommended that PA Server (CTI control) is installed together with the other PA Manager (Web server) components. Click Next to proceed. 6. The Check PA Manager Database Component screen will appear. Click Next to check if the PA Manager (Web server) database component was installed previously. 20 Quick Reference Guide Document Version 2007/6/4

21 2.1 Installing Phone Assistant Server Software Note If the PA Manager (Web server) database component is not currently installed in the PC, the following dialogue box appears. Click Yes to install the PA Manager (Web server) database component. During installation, a banner is displayed. Please wait until installation is completed. 7. Specify the port number for the PA Server (CTI control) (Default port number: 12300). It is possible to select the PBX Connection Type from the following methods: a. TCP/IP The user manually inputs the PBX IP Address and CTI Port Number. b. USB Document Version 2007/6/4 Quick Reference Guide 21

22 2.1 Installing Phone Assistant Server Software The user selects the appropriate model type from the drop-down list. 8. Specify the access code for international calls and the international area code. 9. Click Next to proceed. 10. Enter the required information for the PA Manager (Web server). This step will be skipped if Full Installation is selected in step 5. PA Database Server Name/IP Address The default PA Database Server Name corresponds to the name of the PC in which the PA Server components are installed. 22 Quick Reference Guide Document Version 2007/6/4

23 2.1 Installing Phone Assistant Server Software PA Manager Port Number The port number is used to connect web browser and PA Services (Communication interface). (Default port number: 8080) Note If port 8080 is already used by another application, enter a different unused port number. PA Server IP Address The IP address here corresponds to the IP address of the PC in which PA Server (CTI control) is installed. Note If PA Server (CTI control) and PA Manager (Web server) are installed on the same PC, can be used for the PA Server (CTI control) IP address. Auto Start PA Services This option enables PA Services (Communication interface) automatically launch once PA Server (CTI control) is loaded. If this box is not checked, the user needs to start PA Services (Communication interface) manually after PA Server (CTI control) has been activated. 11. Click Next to proceed. 12. Enter the PBX System Password for Installer Level, and select the type of PBX to which PA Manager (Web server) and PA Services (CTI control) are connected. Note You cannot change PBX settings or phone settings (except for the Not at My Desk setting) from PA Manager if you select KX-TDA/TDE other MPR Version as your PBX type. 13. Click Next to proceed. Document Version 2007/6/4 Quick Reference Guide 23

24 2.1 Installing Phone Assistant Server Software 14. Select the appropriate language for using PA Manager (Web server) from the drop-down list. 15. Click Next to proceed. 16. Select the Destination Folder to install Phone Assistant Server. By default, the folder path is as shown below. To install in a different folder, click Browse, and select another folder, or edit the text box manually. 24 Quick Reference Guide Document Version 2007/6/4

25 2.1 Installing Phone Assistant Server Software 17. Click Install to start installing the software. Note During installation, Microsoft SQL Server will be loaded onto the PC. When the PA Server (CTI control) database is newly installed in the system or the PA Server (CTI control) database is overwritten, the following dialogue box will appear. Click Yes to change the password or No to keep the current one. Document Version 2007/6/4 Quick Reference Guide 25

26 2.1 Installing Phone Assistant Server Software The Password Settings screen will appear by clicking Yes. The user can then change the password for the PA Server (CTI control). (Default password: 1234). If you wish to change the password, enter the new password in the third and the fourth text boxes. The new password must be a combination of alphabetic and numeric characters. Click Next to proceed. The following dialogue box will appear when the password is changed. If you wish to keep the current password, click Skip to proceed. 18. Select the desired reboot option, and click Finish to complete installation. Note It is necessary to reboot the system in order for PA Server (CTI control) to function properly when starting for the first time. 26 Quick Reference Guide Document Version 2007/6/4

27 2.1 Installing Phone Assistant Server Software PA Server (CTI control) will run automatically every time Windows starts. If you do not wish to run PA Server (CTI control) when Windows starts, uncheck the Load PA Server on Windows StartUp check box. The following icons will be displayed on the desktop. Document Version 2007/6/4 Quick Reference Guide 27

28 2.2 Uninstalling Phone Assistant Server Software 2.2 Uninstalling Phone Assistant Server Software 1. To uninstall PA Server, perform one of the procedures. Go to Start Programs Panasonic KX-TDA PA Server, and select Uninstall. Go to Start Programs Panasonic Phone Assistant Manager, and select Uninstall. Go to Control Panel Add or Remove Programs, select Phone Assistant Server, and remove it. Note Before starting the uninstallation, please confirm that the PA Manager (Web server) components or PA Server (CTI control) is not running. 2. The following dialogue box will appear. Click Yes to remove PA Server. 3. The Uninstallation Wizard screen will appear. Click Next to proceed. 4. The Choose Components screen will appear, allowing you to select which components to uninstall, as follows: Check the PA Manager Components box to remove PA Manager (Web server), PA Services (Communication interface), and PA Database. Check the PA Server box to remove PA Server (CTI control). 28 Quick Reference Guide Document Version 2007/6/4

29 2.2 Uninstalling Phone Assistant Server Software Note Checking both check boxes allows you to remove. Click Uninstall to start the removal process. 5. During uninstallation, the following dialogue box will prompt the user to confirm the removal of the SQL setting from the PC. Click Yes to keep it or No to remove it. 6. During uninstallation, the following dialogue box will ask if you would like to keep the PA Server Database. Click Yes to keep it or No to remove it. Document Version 2007/6/4 Quick Reference Guide 29

30 2.2 Uninstalling Phone Assistant Server Software 7. The following dialogue box will appear. Click OK_installer. A dialogue box will appear when uninstallation is complete. 8. Click OK_installer. 30 Quick Reference Guide Document Version 2007/6/4

31 2.3 Starting Phone Assistant Server for the First Time 2.3 Starting Phone Assistant Server for the First Time 1. Double-click the PA Server shortcut on the desktop. or Start PA Server (CTI control) from the Start menu (Start All Programs Panasonic KX-TDA PA Server PA Server). PA Server (CTI control) will start. After the server is successfully activated, PA Services (Communication interface) automatically connects itself to PA Server (CTI control). After PA Services (Communication interface) successfully connects to PA Server (CTI control), PA Manager (Web server) automatically starts. 2. Enter the following in the corresponding fields: Username field: administrator Password field: 1234 (default) Document Version 2007/6/4 Quick Reference Guide 31

32 2.3 Starting Phone Assistant Server for the First Time 3. Click Login. The following screen appears. Note Start PA Server runs automatically if the Load PA Server on Windows StartUp check box is checked during installation. If PA Server (CTI control) and PA Services (Communication interface) are installed on separate PCs, activate PA Server (CTI control) first, and then activate PA Services (Communication interface). PA Manager (Web server) starts automatically after PA Services (Communication interface) is successfully connected to PA Server (CTI control). When PA Server (CTI control) and PA Services (Communication interface) have finished starting up, the status icons below will appear in the Notification area. 1 2 A PA Services (Communication interface): ACTIVATED DEACTIVATED 32 Quick Reference Guide Document Version 2007/6/4

33 2.3 Starting Phone Assistant Server for the First Time When the user clicks the status icon for PA Services (Communication interface), the following screen will appear, and the user can change the setting for PA Services (Communication interface). Click Settings. B PA Server (CTI control): ACTIVATED DEACTIVATED When the user right-clicks the status icon for PA Server (CTI control), the following commands will appear on the shortcut menu. Settings : changes the settings of PBX connection. Clear Call Log: deletes all the call logs. About: shows software version of PA Server (CTI control). Document Version 2007/6/4 Quick Reference Guide 33

34 2.3 Starting Phone Assistant Server for the First Time 4. Click PA User Admin in the Menu frame A [Add new user]: Enables you to create new user accounts. B [Quick Setup]: Enables you easily create user accounts with only a limited amount of information. C Username: Displays registered PA user names. D 1st Extension: Displays the extension number that is assigned to the first extension. E Last Name: Displays registered last name of PA users. F First Name: Displays registered first name of PA users. G [Modify]: Enables you to modify user account information. H [Delete]: Enables you to delete user accounts. I (<<), (<), (>), (>>): Changes the PA User Administration page. Note Up to 25 user accounts can be shown on a page. Until new user accounts have been created, only the administrator s information appears in the list. To create a new user account using Quick Setup, skip the steps 5 to 7, and refer to PA User Quick Setup. 34 Quick Reference Guide Document Version 2007/6/4

35 2.3 Starting Phone Assistant Server for the First Time 5. Click the [Add new user] link in the PA User Administration page. 6. Enter the account information A Username: Used for authentication when a PA user logs in to PA Server (CTI control) to use PA client software. Max.32 characters. Document Version 2007/6/4 Quick Reference Guide 35

36 2.3 Starting Phone Assistant Server for the First Time B Password: Used for authentication when a PA user logs in to PA Server (CTI control) to use PA client software. Max. 255 characters with an alphanumeric combination. C Confirm Password: Max. 255 characters with an alphanumeric combination D Extension Number: Up to 5 extension numbers for each PA user can be registered. For example, a PA user can use the first extension number with a DPT at his/her office, and use the second extension number with an IP- PT at home. Profile Name: Used to show information such as telephone type and place of an extension on the log-in screen. Extensions List: Opens the page that shows all the extension numbers connected to the PBX. Note Instead of manually entering the extension number, it is possible to select the extension number from a list of all extension numbers by clicking Extensions List. Click the Select link to apply the extension number. E Administrator: Authorises a PA user to have administrative privileges. The authorised PA user can view and change all the settings available in PA Manager. F PA Express Only: Limits the user to only using PA applications in express mode only. G PA Status: Authorises a PA user to access supervisory functions. The following 3 options are available: Disable No supervisory privileges Supervisor Give the user access to all available supervisory functions Operator Console Lightt Give the user access to a limited number of supervisory functions H Last Name: Max. 32 characters I First Name: Max. 32 characters J Department: Max. 32 characters K Max. 200 characters 36 Quick Reference Guide Document Version 2007/6/4

37 2.3 Starting Phone Assistant Server for the First Time L Phone Number (Home): Max. 32 characters M Phone Number (Mobile): Max. 32 characters N Notes: Max characters 7. Click SAVE to register the PA user in the database. The information for the new PA user appears in the PA User Administration page. Note If an address is set, a welcome message will be sent to the newly registered PA user when SAVE is clicked. The welcome message includes information such as the user name and password for the new account. PA User Quick Setup By using Quick Setup, you can create new user accounts for PA quickly and easily. IMPORTANT The passwords for user accounts that are created by Quick Setup are assigned as 1234a by default. Document Version 2007/6/4 Quick Reference Guide 37

38 2.3 Starting Phone Assistant Server for the First Time 1. Click the [Quick Setup] link in the PA User Administration page. 2. Select the extension numbers for which you want to create new user accounts, and click OK_installer A Select All: Selects all the check boxes for each extension. B Cancel All: Clears all the check boxes for each extension. 38 Quick Reference Guide Document Version 2007/6/4

39 2.3 Starting Phone Assistant Server for the First Time Note C Extension Number: Displays extension numbers programmed in the PBX. D Extension Name: Displays extension names programmed in the PBX. E Characters in Extension Name before first space is assigned as First Name: *1*2 Defines the First Name of PA user account from an extension name. For example, if the extension name is Tom Smith, Tom is assigned as the First Name, because it comes before the first space. F Characters in Extension Name before first space is assigned as Last Name: *1*2 Defines the Last Name of PA user account from an extension name. For example, if the extension name is Tom Smith, Tom is assigned as the Last Name, because it comes before the first space. *1 Lastname is assigned as the last name of PA user account if the last name cannot be determined by the above definition. *2 Firstname is assigned as the first name of PA user account if the first name cannot be determined by the above definition. The Username and 1st Extension fields are assigned as the extension number. Document Version 2007/6/4 Quick Reference Guide 39

40 2.4 Settings 2.4 Settings IMPORTANT PA Server (CTI control) can send messages to a PA user by , such as a PBX error log or a PA user's forgotten password. You must configure the mail server settings in order to send an to PA users automatically. Configure the Settings of PA Server (CTI control) before using PA Manager (Web server). 1. Right-click the status icon for PA Server (CTI control) in the Notification area, and select Settings. The following information appears. 2. Enter the SMTP Server, SMTP Port, Account Name, and Account Password, and select the Protocol Type. Note For details regarding the server settings, consult your network administrator. 3. Click OK_installer. 40 Quick Reference Guide Document Version 2007/6/4

41 Section 3 Guide to Phone Assistant Client Software Document Version 2007/6/4 Quick Reference Guide 41

42 3.1 Installing Phone Assistant Client Software 3.1 Installing Phone Assistant Client Software 1. Double-click the following setup file. 2. The Installer Language screen will appear. Select the language to be used during installation from the drop-down list, and click OK_installer. 3. The Setup Wizard screen will appear. Click Next to proceed. 42 Quick Reference Guide Document Version 2007/6/4

43 3.1 Installing Phone Assistant Client Software 4. The Licence Agreement screen will appear. If you agree to the licence terms for this software, click the check box, and then click Next to proceed. You must accept the agreement to install PA. 5. Select the appropriate language for using PA from the drop-down list. Click Next to proceed. Document Version 2007/6/4 Quick Reference Guide 43

44 3.1 Installing Phone Assistant Client Software 6. The Choose Install Location screen will appear. Select the Destination Folder to install PA. By default, the folder path is as below. To install in a different folder, click Browse, and select another folder, or edit the text box manually. Click Next to proceed. 7. The Choose Start Menu Folder screen will appear. Select the available Start Menu folder in the list box, and click Install to start installing the software. 8. Once installation is completed, click Finish to close the Setup Wizard. 44 Quick Reference Guide Document Version 2007/6/4

45 3.1 Installing Phone Assistant Client Software Note PA and Readme will run automatically. If you do not wish to run PA and Readme immediately after installation is complete, uncheck the Run Phone Assistant X.X.X.X and Show Readme check boxes. PA will run automatically every time Windows starts. If you do not wish to run PA when Windows starts, uncheck the Load Phone Assistant on Windows StartUp check box. Note The following icons will be displayed on the desktop. Document Version 2007/6/4 Quick Reference Guide 45

46 3.2 Uninstalling Phone Assistant Client Software 3.2 Uninstalling Phone Assistant Client Software 1. To uninstall PA, perform one of the following procedures. Go to Start Programs Panasonic Phone Assistant, and select Uninstall. Go to Control Panel Add or Remove Programs, select PA, and remove it. 2. The following dialogue box will appear. Click Yes to remove. 3. Uninstallation will start. 4. The following dialogue box will appear. Click Yes to delete the data or click No to keep the data. 46 Quick Reference Guide Document Version 2007/6/4

47 3.2 Uninstalling Phone Assistant Client Software The following dialogue box will appear when PA is successfully uninstalled. 5. Click OK_installer. Document Version 2007/6/4 Quick Reference Guide 47

48 3.3 Starting Phone Assistant for the First Time 3.3 Starting Phone Assistant for the First Time 1. Double-click the shortcut on your desktop, or start the Phone Assistant from the Start menu: Start All Programs Panasonic Phone Assistant Phone Assistant 2. Enter the server host name or the IP address. or Click Search for all the PA Server (CTI control) available on the network. 3. Enter your user name in the Your username field. 48 Quick Reference Guide Document Version 2007/6/4

49 3.3 Starting Phone Assistant for the First Time 4. Enter your password in the Your password field. 5. Click Login. Note If 2 or more extensions are set in your profile on PA Manager (Web server), the profile selection dialogue box will appear. Select a profile from the drop-down list and click OK_pap. Document Version 2007/6/4 Quick Reference Guide 49

50 3.3 Starting Phone Assistant for the First Time After you have successfully logged in to PA, the Information Panel will appear in Compact mode. Note For details about operations, refer to the online Help. To show the Help window: 1. Press F1. The pointer will change to. 2. Click the item on the PA screen for which you need help. 50 Quick Reference Guide Document Version 2007/6/4

51 3.4 Using an IP Softphone with Phone Assistant 3.4 Using an IP Softphone with Phone Assistant 1. Start PA. (Refer to steps 1 to 4 in 3.3 Starting Phone Assistant for the First Time.) 2. Select the Use Softphone check box, and click Login. Note If 2 or more extensions are set in your profile on PA Manager (Web server), the profile selection dialogue box will appear. Select a profile that is assigned to use an IP Softphone, and click OK_pap. Document Version 2007/6/4 Quick Reference Guide 51

52 3.4 Using an IP Softphone with Phone Assistant 3. If this is the first time you are logging in using an IP Softphone, the Select IP Extension Type window will appear. Select the IP extension type that your system is using, and click OK_installer. The Information Panel will appear in Compact mode will appear. 4. If this is the first time you are logging in using an IP Softphone, enter the IP address of the IP-EXT card installed in your PBX, and click OK_installer. Note Before you click OK_installer, confirm that the port of the IP-EXT card in the PBX is in registration mode (i.e., waiting for a response from the IP Softphone). For more details, refer to the documentation for the KX-NT136. The IP Softphone interface will be displayed. It is designed to look like a real telephone. When you have successfully connected, Connecting will be cleared from the IP Softphone s displayed. Note In some cases, clear communication may not be possible, due to network conditions and the specifications of the PC and headset. Confirm that trunk and intercom calls can be completed successfully using the PA Pro Trial mode before registering a licence. A registered licence cannot be used at another PC. The feature specifications of the IP Softphone are basically the same as those for the KX-NT136 IP proprietary telephone. For details, refer to the documentation for the KX-NT136. The feature differences from KX-NT136 are as follows: Programmable melodies and ring tones are available only for tones Automatic Redial is available only for ISDN lines. 52 Quick Reference Guide Document Version 2007/6/4

53 3.4 Using an IP Softphone with Phone Assistant If audio becomes increasingly delayed the longer you use IP Softphone, there may be a problem with the PC s audio driver. In this case, install another compatible audio driver (not another version of the same driver). If using Windows Firewall, you may not hear a dial tone when clicking the SP-PHONE button. In this case, select the software_ippt check box in the exceptions list for Windows Firewall. You can record to your PC if you have the KX-NCS8100 series licence installed on your PC. Document Version 2007/6/4 Quick Reference Guide 53

54 3.5.1 Registering a PT for Making Calls from a PS 3.5 Using a Portable Station (PS) with Phone Assistant A PA user can use a PS as an extension. A proprietary telephone (PT) must be set up in order to make calls from a PS because PA does not support direct operation from a PS. Outgoing calls from a PS using PA are made through a PT. The administrator must register the PT by using PA Manager (Web server). Note PS users cannot use the Message Waiting function, or operate the Supervisor/Operator functions in PA Registering a PT for Making Calls from a PS 1. Start PA Manager (Web server) and log-in. (See the steps 1 to 3 in 2.3 Starting Phone Assistant Server for the First Time.) 2. Click PT for making call from PS in the Menu frame. 54 Quick Reference Guide Document Version 2007/6/4

55 3.5.2 Making Calls from a PS Using PA 3. Select the extension number to be assigned as a PT for making calls from a PS using the drop-down lists. Note Up to 8 PTs for making calls from a PS can be assigned. 4. Click OK_installer. Note Do not use the registered PT as an ordinary telephone. If the registered PT is used, a PS user cannot make calls from PA until the registered PT becomes idle Making Calls from a PS Using PA 1. Double-click a telephone number from Contact List or History on PA. The registered PT calls your PS. 2. Answer the call by pressing the TALK button on the PS. The registered PT transfers the call to the other party. While the call is being transferred, you will hear the hold music or a ringback tone, depending on the PBX settings. Note The registered PT becomes idle after the call is transferred. During a conversation, a PS user cannot use Call Control features in PA. You can set an access code for your PS, which is dialled before the call is transferred from the PT to the destination. For example, by setting the access code to *47 + ext. no of PS + PIN, the CLIP information of the PS extension is sent to the called party, rather than the PT s CLIP information. The Walking COS feature for the PS s extension must be enabled. This feature is configured through PBX programming, and is enabled by default. For details on Walking COS, please refer to your PBX documentation or consult your dealer. Document Version 2007/6/4 Quick Reference Guide 55

56 3.5.3 Receiving Calls at a PS from Another Party Receiving Calls at a PS from Another Party 1. Press the TALK button on the PS. Note You cannot use PA to answer a call using a PS. 56 Quick Reference Guide Document Version 2007/6/4

57 Section 4 Phone Assistant Licence Registration Document Version 2007/6/4 Quick Reference Guide 57

58 4.1 Registering a Licence 4.1 Registering a Licence To register a licence, you will need the following information. Registration Number: 16 numeric characters that PA Server (CTI control) generates automatically when Licence Type is selected on the Licence Registration screen. Licence Number: 11 alphanumeric characters attached to the software package. Registration ID: 8 alphanumeric characters attached to the software package. Registration Key (KEYCODE): 16 numeric characters that is issued by the Panasonic web site. To register a PA application licence, follow the procedure below. 1. Right-click the status icon for PA Server (CTI control), and select Settings. 58 Quick Reference Guide Document Version 2007/6/4

59 4.1 Registering a Licence 2. Click Licence. Document Version 2007/6/4 Quick Reference Guide 59

60 4.1 Registering a Licence The PA Licence Registration screen appears. Note The PA Licence Registration screen contains 3 tabs: PA, IP Softphone Module, and PA Status tab. Up to 30 licences for PA can be registered. Up to 30 licences for IP Softphone can be registered. Up to 8 licences for PA Status can be registered. KX-NCS1199 (128 licences) can be registered in Licence 31, which is located at the bottom of the PA Pro tab. 3. Select Licence Type. The Registration Number will be displayed automatically. 60 Quick Reference Guide Document Version 2007/6/4

61 4.1 Registering a Licence Note Select the Licence Type for all licences to be registered. The Copy button can be used to copy a Registration Number to the Clipboard. 4. Click WEB Access in the PA Licence Registration screen, and proceed to Keycode Generator page. A KEYCODE will be issued when the Licence Number and Registration ID that are attached to the software package, and Registration Number on the PA Licence Registration screen are entered. 5. Enter the KEYCODE that was issued on the web site into the Registration Key input field. Note The Paste button can be used to paste the KEYCODE that has been copied to Clipboard. Only available when the KEYCODE strings do not contain a hyphen. A user can create a Registration List by clicking the Make a List button in the PA Licence Registration screen. Document Version 2007/6/4 Quick Reference Guide 61

62 4.1 Registering a Licence 6. Click Register. 7. Click OK_installer. Note To register a licence for PA Status or IP Softphone, perform the same procedure on each tab in the PA Licence Registration screen. 62 Quick Reference Guide Document Version 2007/6/4

63 Index Document Version 2007/6/4 Quick Reference Guide 63

64 A Administrative Privileges 36 E Settings 40 I Installing Phone Assistant Client Software 42 Installing Phone Assistant Server Software 16 IP Softphone, Using an IP Softphone with Phone Assistant 51 O Operator 8 Operator Console Light 36 P Password Settings 26 Portable Station (PS) Making Calls from a PS Using PA 55 Receiving Calls at a PS from Another Party 56 Registering a PT for Making Calls from a PS 54 Using a Portable Station (PS) with Phone Assistant 54 Procedure for using Phone Assistant 11 Q Quick Setup 37 R Registering a Licence 58 Registering a PA User 34 S Specifications 6 Starting Phone Assistant for the First Time 48 Starting Phone Assistant Server for the First Time 31 Supervisor 8, 36 System Connection Diagram 10 System Requirements 12 U Uninstalling Phone Assistant Client Software 46 Uninstalling Phone Assistant Server Software Quick Reference Guide Document Version 2007/6/4

65 Notes Document Version 2007/6/4 Quick Reference Guide 65

66 Notes 66 Quick Reference Guide Document Version 2007/6/4

67 Notes Document Version 2007/6/4 Quick Reference Guide 67

68 Panasonic Communications Company (U.K.) Ltd. Pencarn Way, Duffryn, Newport, South Wales, NP10 8YE, United Kingdom Copyright: This material is copyrighted by Panasonic Communications Co., Ltd., and may be reproduced for internal use only. All other reproduction, in whole or in part, is prohibited without the written consent of Panasonic Communications Co., Ltd Panasonic Communications Co., Ltd. All Rights Reserved. PSQX4314XA KK0107MS2077