Efficient communication and collaboration: in the office, home office or on the road

Transcription

1 Efficient communication and collaboration: in the office, home office or on the road

2 UNIFIED COMMUNICATIONS & COLLABORATION Easy processes and collaboration support Corporate communication has undergone significant change. This development is driven by new applications, a wide variety of communication channels, an increased use of mobile end devices and a networked and globalised world. Companies require new tools enabling seamless communication and improved collaboration. Unified Communications & Collaboration (UCC) stands for the integration of communication in existing business processes and the respective company software used. Thanks to XPhone Unified Communications, this is easily possible today. Work processes can be simplified or entirely automated. Text messages, Mobile UC CTI Fax Collaboration Instant Messaging Presence Management Voicmail Strategic importance Unified Communications & Collaboration is relevant for the entire company and helps you to design your communication and collaboration efficiently and with ease. Regardless of how large your company is and what sector you are involved in: Computer Telephony Integration (CTI), Unified Messaging and Collaboration services enable you to design individually coordinated communication solutions oriented towards your particular requirements. The increased communication efficiency gives you decisive competitive advantages. Advantages for the entire company When all communication tools in the office and on the road interconnect perfectly, this leads to short response times, optimum availability and maximum efficiency even when working in project groups distributed across different locations. Efficient communication leads to better customer service as well as increasing employee satisfaction. XPhone UC 2011 is the comprehensive solution for uniting communication and processes. On top of their outstanding functionality, XPhone solutions offer maximum flexibility: they easily adapt to our ever-changing ITC infrastructure. Holger Seidel, Business Unit Manager Logistics and Factory Systems at Fraunhofer Institute for Factory Operation and Automation IFF in Magdeburg, Germany

3 THE RIGHT PLATFORM FOR YOUR COMPANY XPhone Unified Communications bundles all communication channels such as landlines, mobile phones, fax, voic , text messaging and instant messaging, augments them with presence information and integrates them in applications and business processes in line with the respective situation. Integrated Collaboration services also facilitate fast and smooth cooperation within the company. Applications XPhone Unified Communications can be deployed as a complete UC system or as an independent CTI server, fax server, as a voic system, Auto Attendant or TAPI server for augmenting existing PBX systems. Contact data always available Contact data forms the basis of all communication. Whether you are in the office, home office or on the road, XPhone provides you with all of your company contact data regardless of the respective data source. IT security The use of state-of-the-art encryption technologies ensures that data and systems are protected from unauthorised access. XPhone uses single sign-on and secure Windows authentication mechanisms. Scalability XPhone Unified Communications can be used for any size of company with the result that the solution always keeps pace with company growth. A significant increase in users when a new subsidiary is established, for example is also easy to implement with XPhone UC Easy management All services are integrated in a platform where they can be managed centrally, even if various PBX systems or several locations are connected. User data and security groups can be transferred from your Active Directory. data bases web services applications Open architecture This solution avails of open interfaces which means that it can be used independent of specific manufacturers and across various platforms. XPhone integrates seamlessly in your IT and telco landscape. Fast ROI and low TCO XPhone is easy to operate, to administrate and can be up and running company-wide within a short time. Significant simplification of communication and increased efficiency save time while streamlining the processes in your company. The many opportunities offered by Collaboration also help to reduce travel expenses. An investment which swiftly pays off.

4 COMPUTER TELEPHONY INTEGRATION More productivity and convenience in communication Computer Telephony Integration (CTI) means combining the IT and telco world to form an efficient communication system. In the form of XPhone Unified Communications, you can avail of extensive CTI functions wherever they are needed. FAVORITES Frequently-used contacts can be stored here and grouped CONTACTS Access all associated address sources PROCESS MANAGEMENT Presence status automatically synchronises with itself with a calendar or can be changed manually FAX, VOIC & TEXT MESSAGES All news at a glance INFO MANAGER Displays all missed calls, voice messages and faxes INTEGRATED BROWSER Applications can be integrated directly into the client CALL CONTROL Convenient phone operation and information on the caller XPhone Client for Window view full size CALL JOURNAL Records all incoming and outgoing calls Compact view Client for Windows The XPhone UC Commander is the Windows client which provides you with extensive telephony functions, Unified Messaging and Collaboration services in its capacity as a central interface. You can see your colleagues presence and call status as well as manage your own availability. XPhone enables you to make phone calls at the computer simply at a click of the mouse. Your office phone or mobile immediately sets up the requisite connection. And it s equally convenient to accept calls, transfer calls or set up telephone conferences. Callers are identified as soon as the phone rings and an information window supplies all of the key information on the respective caller including a photo. Up to five end devices can be managed using UC Commander. All phone calls and missed calls are documented in the call journal, even when your computer is switched off. Web client for Mac, Linux or home offices The XPhone UC Web Web client also supplies extensive telephony functions via the Web browser. For examle, employees working from home, Mac and Linux computers or even PCs on which no applications can be installed can be easily integrated in the company s communication structure and access all contacts via XPhone Virtual Directory. All contacts to hand Both of these clients allow users to access all their contact data, regardless of whether it is saved locally or centrally. Instead of searching for phone numbers in various programmes and directories, contacts can be retrieved from all of the data bases connected. Simply enter the contact s name, company or department and call them directly at a click of the mouse. Various phone number formats are automatically recognised, so no data conversion is required.

5 INTEGRATION IN , CALENDAR ETC. Microsoft Office XPhone integrates seamlessly in the Microsoft Office user interface and uses the existing Outlook contacts. At a click of the mouse, users can make phone calls, write text messages or send faxes from Outlook. Incoming faxes and voic s are supplied by . Furthermore, the Outlook calendar is linked with XPhone with the result that appointments automatically manage presence status and availability. In Microsoft Office 2010/2013, your colleagues presence and telephony status is shown directly in the client. IBM Lotus Notes XPhone can also be seamlessly integrated in the Lotus Notes user interface. Here too, efficient communication functions such as CTI, transmission of faxes and text messages are available. Incoming faxes and voic s are supplied by . Appointments in the Lotus Notes calendar also automatically manage presence status and therefore availability. Tobit David Tobit David can also be easily extended to include numerous communication functions. Office phones can be managed directly from the David user interface. In the case of incoming calls, the David contact mask can be opened thereby supplying all of the information on the caller directly on the screen. Incoming faxes and voic s are also supplied by in Tobit David. Intuitive, transparent, easy-to-use. Christian Czech, Business Unit Manager Networks at Stahlgruber GmbH in Munich, Germany

6 MOBILE EMPLOYEES Equally communicative on the road or in the office XPhone offers two efficient solutions making communication on the road just as convenient as in the office. Each mobile employee benefits from the XPhone UC Web and XPhone Mobile Control solutions. For all mobile end devices XPhone UC Web is the platform-independent solution for integrating mobile employees. Via a Web-based user interface specially optimised for mobile end devices, practically any smartphone can be safely integrated in the company s communication environment. All that is required is a mobile phone with Internet access and a Web browser. No additional software is installed on the mobile phone. All contact data available on the road You have access to company-wide or personal addresses and customer information when on the road, even though the data is not saved on the mobile end device. Communication is via a secure direct connection to the XPhone server. Perfectly integrated The One Number Service enables you to make phone calls on your smartphone using the company s PBX system where only your office number is displayed. For in-company calls, simply dial the extension number (e.g. 205). Users can see their colleagues presence and call status as well as manage their own availability. You have access to your call journal and can change your presence status and call forwarding functions for your office phone at any time. sms SENDING TEXT MESSAGES FROM THE COMPUTER XPhone Unified Communications integrates text messages in company communication and work processes while enabling you to send text messages from your computer, directly from Outlook, Lotus Notes or the XPhone client. Text messages can be sent to one or more recipients, whereby you can specify the transmission time. Templates such as callback requests support efficient working methods and swift communication. Transmission can be via a mobile phone gateway or Web-based text message provider.

7 CTI SOLUTION FOR MOBILE END DEVICES More functions for Android & BlackBerry XPhone Mobile Control is an innovative solution for Computer Telephony Integration for Android and BlackBerry smartphones. Apart from the functions offered by XPhone UC Web, XPhone Mobile Control also enables comprehensive CTI control of mobile end devices already familiar from classic office phones. In the case of incoming mobile phone calls, the user receives a caller pop-up on his mobile and on his PC supplying all of the key details of the respective caller. Mobile phone calls can also now be integrated in the work processes and applications. Your presence status automatically changes when you are in a call on your mobile: your colleagues see a Busy symbol. One solution many advantages Contacts no longer need to be transferred into the mobile phone book; all calls whether landline or mobile can be followed up in the call journal. XPhone UC Mobile Control means that employees without a landline can also benefit from all of the advantages offered by CTI. This saves time and money, and ensures that no query is missed even when you spend a lot of time on the road. Safe access to your data Access to company data, even using personal end devices, is encrypted and in real time. No company data is saved locally on the end device which means that personal and business data are clearly separated. In the event of loss of the device, access can be easily and swiftly blocked by the administrator. Central Mobile Device Management With its intelligent security concept, integrated Mobile Device Management enables central management of users and end devices as well as companywide Over-the-Air software rollout. The system enables mobile end devices to be added, activated, locked and removed at any time. XPhone UC Web Access to all colleagues contact information, call history and presence information Change your own presence status Forwarding for the office phone control One Number function Extension dialling XPhone Mobile Control All functions of XPhone UC Web CTI control of mobile telephones Busy status during mobile phones calls Caller ID with pop-up window and realtime access to contacts within the company Synchronisation of the mobile and CTI client call journal Parallel signaling of landline calls Integrated Mobile Device Management Intelligent battery management

8 OPTIMISING WORK PROCESSES Efficient communication tools available everywhere The solution can be integrated in numerous applications. Various applications can also be integrated in the XPhone UC Commander, thereby linking many standard tasks with telephony in a practical manner. This improves efficiency and facilitates communication advantages which are swiftly reflected in increased customer and employee satisfaction. Microsoft CRM 2010 with telephony and presence integration Actions and applications can be launched and caller data transferred. Integration in your applications XPhone Unified Communications can extend your individual applications or sector-specific solutions. For example, customer data bases (CRM), ERP or help desk solutions can be extended and many standard tasks linked practically with telephony. Applications can be started automatically, caller data transferred and documents (letters, faxes, s), notes or appointments easily generated. This saves time, helps your employees to concentrate on what is important and avoid errors when recording data. Hotkey control Hotkey control makes it possible to make phone calls from practically any application or Web site. Simply make calls at a click of the mouse by selecting the phone number and pressing the key combination (hotkey), e.g. [ALT]+[F12]. Designing processes A wizard for connecting applications helps you to design individual work processes. Many local and hosted applications can be integrated. Applications can be connected individually by employees or centrally by the administrator which means that individual users do not necessarily need to make any adjustments. Connection of a Web route planner or an automatic search for a hotel in the caller s vicinity are only two examples of how XPhone UC provides users with optimum support in everyday communication. Selected examples of integration: Microsoft Dynamics CRM Microsoft Dynamics NAV DATEV pro ABAS ERP and more

9 SENDING AND RECEIVING FAXES DIRECTLY AT THE COMPUTER The efficient and easy-to-operate fax solution enables faxes to be sent and received directly at the computer as well as integrating in groupware systems such as Outlook, Lotus Notes and even in many other business applications. Receiving faxes Faxes can be sent to a central inbox or via a personal fax extension as TIFF or PDF files to an inbox or the UC Commander. Incoming faxes can also be automatically directed to a fax device or printer and printed out immediately. Sending faxes Faxes are just as easy to send as s and can be extended to include other documents using the Drag & Drop function. This can be done via the client, the UC Commander or from any print-enabled Windows application. Fax merges from Microsoft Word are also possible. Transmission can be scheduled and cost-optimised. Cover page editor and live preview An Editor enables the creation of individual fax cover pages which can be made available centrally to all users via the XPhone server. Thanks to the live preview feature it is possible to check the exact layout prior fax transmission. Recipients can be added manually or from all linked address books. Interaction with third-party applications Faxes can be sent via any or fax gateway. Transmission via document management systems or file API is also possible. A File API allows incoming messages to be passed to third-party systems, e.g. a document management system. XPhone fax editor with live preview Paperless working methods Paperless working methods are efficient as well as conserving resources. XPhone supports long-term archiving in PDF/A format. Accordingly, faxes no longer need to be filed in paper form. An editor allows users to include stamps, comments and highlighted passages in fax documents. These are imprinted on the document on saving after which it can not be altered (e.g. a stamp indicating the appropriate date of entry). The original incoming document is also archived on the XPhone server.

10 COLLABORATION Collaboration made easy XPhone Unified Communications offers you remote access to your colleagues computers and the possibility to share screen content. This facilitates collaboration and enables you to provide swift support. Travel costs can be significantly reduced and efficiency increased thanks to faster decisions. Screen sharing and remote access This function allows you to transfer your screen to colleagues in a fast and uncomplicated manner. You can also request access to another screen. You can transfer mouse and keyboard control, change the direction of the monitor and interrupt transfer at any time. XPhone supports work processes involving several monitors. Encrypted transfer of screen content ensures safe collaboration. The XPhone UC Commander is all that is required for using the screen sharing function. And no additional software needs to be installed at the workstation. As of Windows Vista Online meetings, conferences and training sessions The Instant Meeting product offered by FastViewer can be integrated seamlessly in XPhone. You can initiate online meetings, interactive Web conferences or online training sessions involving up to 100 external participants directly from XPhone. And you can continue to use existing FastViewer licenses with XPhone. INSTANT MESSAGING Real-time communication around the world In-company Instant Messaging (chat) enables real-time communication, even across individual departments and locations. With XPhone, you can always be certain that your messages are read immediately and that you will receive answers practically in real time ensuring fast responses as required in everyday business applications. Instant Messaging is therefore the perfect addition to your communication tools.

11 PRESENCE MANAGEMENT & AVAILABILITY Optimum availability for perfect customer service Turbo-charge your internal communications: thanks to powerful presence features, you can keep an eye on your team members availability and provide reliable information to your customers. See team members presence status Who s at their desk? On a business trip? On vacation? Away from their desk for a moment? You can retain an overview even if you don t all work in the same team or in the same office. The presence status feature also indicates when a user is on the phone. This saves time-consuming attempts to call them as well as dispensing with undesirable interruptions. Define individual presence status The presence status to be used and shown can be specified for entire companies or departments or even for individuals. Thanks to XPhone Unified Communications, each user can also freely define their own presence status. A real solution for business clients. Synchronise with the calendar The best solution is one which requires you to do nothing! That s why XPhone automatically updates your presence status and synchronises with your Outlook or Notes calendar entries. With the result that presence status is always up to date and your call forwarding function and the corresponding voic greetings are automatically activated and deactivated. Presence status automatically synchronises with your calendar and can be changed at any time manually. Automatically the appropriate presence status The presence system detects when PCs are switched off or currently not in use. Calls are then forwarded to the voic function or a representative, for example. And all of this happens automatically without requiring you to even think about it! Desktop Sharing complies with our customers requirements for efficient collaboration regardless of their location. Simon Smith, Senior Product Manager for Key Accounts at Swisscom (Switzerland) AG

12 INTELLIGENT VOIC Perfect service when you are not available The voic system ensures that customers still feel well-supported even when you are out of the office. Perhaps you are on vacation. Or it s a public holiday. Or the caller is calling from another country. The system will automatically play the right greeting for every situation and your employees won t have to do a thing. Admin front-end for configuring voic greetings with an integrated player for listening to messages More than merely recording messages The voic automatically synchronises with your calendar, knows holidays and bank holidays, and always presents the appropriate message of optimum studio quality without requiring you to handle it. When calls are received from abroad, the message is automatically played into the corresponding language. The voic system even knows your office hours. Voic s are sent to you as WAV files by or can be retrieved by phone, mobile or PC. The system notifies you of new messages by MWI on the phone and if you are on the go by text message enabling you to return calls without delay. Central or personal Greetings can be managed centrally, assigned company-wide and supplemented to include routing options. Your employees can avail of up to nine personal greetings. To get started more quickly, simply use our professionally recorded generic greetings. Voic recorder: recording made easy The integrated Web front-end makes it easy for you: now, you can effortlessly record, test and activate new greetings or simply upload a finished.wav file. Greetings for every occasion: Presence-controlled: Based on the current status Automatic activation / changeover With estimated time of return, if desired Time-controlled: Company-wide outside office hours By time of day: Good Morning, Good Afternoon,... Central special greeting for all voic boxes, e.g. on public holidays Phone number-controlled: Special greetings for certain phone numbers Greetings for callers with certain country codes

13 TEAM WORKPLACE & SWITCHBOARD Perfect service in the switchboard, teams and departments XPhone Team Panel represents an efficient and professional operator console for your switchboard, individual departments (e.g. sales or service hotline) or for selected employees. Even when accepting calls, you can see whether the respective party is available, has an appointment or is already on the phone, and are always capable of providing reliable information. Calls can be accepted at a click of the mouse or forwarded to the respective participant or his/her representative. It is also possible to pick up calls, send text messages, Instant Messages or s. Customers and partners therefore receive a friendly welcome and assistance as soon as calls are accepted. AUTOMATIC MESSAGE AND TRANSFER SYSTEM Relief for your switchboard XPhone UC Auto Attendant is an automatic message and switchboard system with professional greetings of high audio quality. Routine tasks such as transferring to the specialist department can be handled by the Auto Attendant ( Press 1 for Service ). This relieves the switchboard while improving the service for callers at the same time. Multilevel and linked voice menus with multilingual greetings can be easily generated and adapted to individual requirements. For any size of company The Auto Attendant is easy to set up and administrate via a convenient Web interface. Up to 20 Auto Attendants accept calls in parallel. Enabling companies of any size to achieve a professional image. Part of the overall solution or stand-alone XPhone UC Auto Attendant can be used as a standalone solution or in combination with other XPhone UC components.

14 OPEN ARCHITECTURE AND NETWORKING Easy installation and central administration The XPhone UC Server software integrates all Unified Communications services in your ICT system infrastructure and is entirely flexible whether you re connecting ten workstations or thousands of them. All renowned ISDN and IP PBX systems are supported. Perfect contact data integration and an independence from existing IT and telco infrastructure offer you long-term investment security. XPhone UC can even be used across locations even if each location has a different PBX system and they are not interconnected. Internet Applications CRM ERP Vertical solutions Groupware Microsoft Exchange Lotus Domino Management Active Directory CSV Windows authentication SSL Contact data Outlook Notes ODBC LDAP Cloud services Google Apps for Business Das Telefonbuch Deutschland ETV Telefonbuch Schweiz PBX system(s) PBX systems supported Aastra, Agfeo, Alcatel-Lucent, Auerswald, Avaya, Cisco, Deutsche Telekom, Ericsson-LG, Innovaphone, NEC, Nortel, Panasonic, Siemens, Teldat (elmeg) and more... Rapid start-up The server platform is very easy to install and manage: a wizard ensures fast and smooth installation. You can roll out the client software with proven MSI deployment tools. User data and the existing user rights concept can be imported from the Active Directory using the connector supplied, enabling a single sign-on for your users. Or the administrator can manually create users or load the data via an import interface. Centralised management The Web front-end manages users, licenses and all UC services centrally from a single interface. This minimises the workload for your administrator, even if several offices are connected. Easy to configure Finished configuration profiles for, say, client settings can be assigned to an unlimited number of users, making it easy to manage user rights and painless to modify them later on. At the same time, individual users can be given special rights to tailor the solution exactly to their current needs. Rights Management XPhone UC 2011 avails of intelligent Rights Management enabling detailed specification of the functions (e.g. Presence Management) and services (Collaboration) which can be used by individual users or user groups. This solution integrates seamlessly with all kinds of ICT infrastructures. It s amazingly easy to administer! Stefan Kuchar, Deutsche Telekom Technischer Service GmbH

15 BUYING XPHONE UNIFIED COMMUNICATIONS 2011 Simple and modular license model XPhone Unified Communications has a modular licensing model. This allows you to selectively purchase XPhone licenses for the services you require within your company. Platform for all services and connection to telecommunications systems Centrally access distributed enterprise contacts XPhone Virtual Directory 2011 is a meta-directory service that accesses your organisation s personal and central contact data bases, standardises the data and provides it via LDAP (Lightweight Directory Access Protocol). The solution extends your XPhone UC server platform and enables your employees to securely access your entire contact data base via the XPhone UC Web and and smartphone interfaces. XPhone Virtual Directory is also suitable for other LDAP-enabled systems and applications such as system phones and PBXs. For details, please visit

16 Supplied by: C4B Com For Business AG Gabriele-Münter-Straße 3-5 D Germering Germany Internet: C4B Com For Business AG. All rights reserved. Subject to modifications and errors. Depending on the PBX and IT applications used, some of the features described may not be available or may only available to a limited extent. XPhone is a registered trademark of C4B Com For Business AG. All the hardware and software names used above are the registered trademarks and/or trading names of their respective vendors. As of 01/2013.