Hosted Contact Centre Configuration Manager Guide Version Revision 1.0

Transcription

1 Hosted Contact Centre Configuration Manager Guide Version Revision 1.0

2 Confidentiality and Proprietary Statement This document is SaskTel s property and it is strictly confidential. Without SaskTel s prior written permission, this information must not be copied, disclosed or distributed in whole or in part. By receiving this information, the receiving party is bound by these conditions Microsoft Internet Explorer is a trademark or a registered trademark of Microsoft Corporation in the United States and other countries. All other trademarks, service marks, registered trademarks, or registered service marks are the property of their respective owner/s. All other brands and/or product names are the trademarks (or registered trademarks) and property of their respective owner/s. ii

3 Contents What Is New?... 9 Getting Started... 1 Overview of Configuration Manager Entities and Entity Relationships... 2 Overview of Creating Group, Agent, Queue, and Channel Entities... 3 Pre-Requisites... 4 Log in... 4 Before you Begin... 4 Log Out... 9 Manual Log Out... 9 Idle Time Log Out... 9 Concurrent Session Log Out Resetting Password Overview of Configuration Manager Interface Summary of Configuration Manager Pages Configuring Account and Tenant Profiles Viewing Channels, Groups, and Queues Summary of Summary Tab Options Configuring Account Settings Summary of Profile Tab Options Configuring Recorded Greetings Uploading Audio Files Verifying Audio Files Deployment Summary of Audio Files Options Summary of Audio Files Options Summary of Voice Files Description Options Editing Audio Files Specifying Business Hours and Schedules Adding a New Schedule Limitations Understanding Tenant Dial Plans Benefits Types of Dial Plans North American Numbering Plan (NANP) Viewing a Pre-configured Dial Plan Testing a Dial Plan Creating Custom Dial Plans Selecting a Default Dial Plan Defining Password Policies Features Configuring Password Policy Resetting User Password Notifying Agent Lockouts to Administrator Communicating System Generated Passwords Locking and Unlocking User Accounts Locking a User Account Version Rev. 1.0 ii

4 Unlocking a User Account Role Based Management Super User Role vs. Custom Role Features Process Overview Add a Role Add an administrator Assign Administrators Log in and Validate Role Permissions Checking Security Settings Defining a Role with Granular Control Reassigning an Administrator Filtering and Sorting Roles Sorting Roles List Filtering and Sorting Administrators List Sorting Roles List Defining a Custom SMTP Server Enhanced System Access Authentication Features Limitations To Create Authorized IP Address How to Access the Hosted Contact Centre If Locked Out Authorizing IP Access Via Features How the process works Creating Agent Functional Groups Adding a Group Editing a Group Deleting a Group Reassigning an Agent's Group Membership Summary of Group Tab Options Filtering Group List Sorting Group List Configuring an Agent Account Adding an Agent Configuring Agent Identification and Preferences Configuring Phone Properties Assigning Agents to Queues Specifying Supervisor Rights to an Agent Specifying CRM Properties Defining Multi-Chat for Agents Accessing Agent Recording Files Configuring a Secure FTP Client Using FileZilla to Download Audio Files Using Core FTP LE to Download Audio Files Browsing and Locating Recording Files Version Rev. 1.0 iii

5 Locating Call Recordings Downloading Agent Call Recordings Creating and Configuring Queues Creating or Editing Phone Queues Adding an Inbound Phone Queue Selecting Phone Queue Members Configuring Voice Mail for a Phone Queue Configuring Phone Queue Interactions Defining Service Level Agreements Creating or Editing an Outbound Queue Adding an Outbound Phone Queue Assigning Agents to a Phone Queue Defining Service Level Agreements (SLA) Viewing Campaign Assignments Configuring Queues Defining Properties of an Queue Selecting Queue Members Configuring Message Priorities Summary of Queue Page, Interactions Tab Defining Queue Service Level Agreement Configuring Chat Queues Defining Properties of a Chat Queue Assigning Agents to a Chat Queue Configuring Chat Queue Greetings with the ICR Tab Prioritizing Chat Queue Messages Defining Chat Queue Service Level Agreement Configuring Chat Queue Fallback Configuring Voice Mail Queues Defining Voice Mail Queue Properties Assigning Agents to a Chat Queue Configuring Voice Mail Queue Greetings Prioritizing Voice Mail Queue Messages Defining Voice Mail Service Level Agreement Configuring Voice Mail Notification Configuring Voice, , and Chat Channels Configuring Phone Channels Configuring Phone Channel Properties Creating an Interactive Voice Response Script Overview of IVR Script Objects and Operation Types of IVR Script Objects Overview of Script Object Parameters Overview of Script Object Exit points Overview of IVR Script Operation Summary of Phone Channel IVR Script Tab Options Creating an Example IVR Script Before You Begin Disabling the Phone Channel Before Editing the Script Building a Simple Greeting and Routing Script Creating Menus of Options Using Caller Information to Process Interactions Enabling a Phone Channel and Associated IVR Script Copying and Pasting IVR Script Objects Configuring Channels Using Dedicated Contact Centre Channels Version Rev. 1.0 iv

6 Configuring Channel Preferences Defining an Script Summary of Script Objects Creating an Example Script Before You Begin Disabling the Channel Before Editing the Script Deleting Messages that Contain Viruses Inspecting Message Subject Lines for a String Routing Messages to Queues Inserting Stop Processing Objects into Scripts Enabling the Channel and Running the Script Configuring Chat Channels Creating New Chat Channels Assigning Scripts to Channels Using Scripts Using Channels Configuring Chat Channel Preferences with the Properties Tab Scheduling and Specifying Chat Channel Greetings Summary of Chat Channel Main ICR Tab Options Assigning Chat Channel Greetings with the ICR Choices Tab Summary of Chat Channel ICR Choices Tab Options Configuring Local CRM Managing Customers, Cases, Follow-Ups, and Tasks Customer Case Follow-up Task Integrating with External CRM CRM Custom Fields Summary of CRM Fields Properties Configure Case Notification Summary of CRM Escalation Tab Options Configuring CRM Properties Summary of Properties Tab Options Importing Customer Data Importing Customer Data into Local CRM Importing a CSV file Support Centre Services Configuring Support Centres Configuring Support Centre Properties Summary of Support Centre Properties Tab Options Configuring Support Centre Assignment Configuring Support Centre Greetings Summary of Support Centre Greetings Tab Options Configuring Support Centre Registration Summary of Support Centre Registration Tab Options Acquiring a Support Centre's Access URLs Summary of Support Centre Direct URL Tab Options Adding Private Labeling to a Support Centre Before You Begin Customizing a Support Centre Version Rev. 1.0 v

7 Dialer with Campaign Management Dialer Campaigns work in cycles Features Limitations Configuring the Dialer Configuring Outbound Setup Specifying Target CRM Information Defining CRM Objects Summary of CRM Objects Tab Uploading Pre-recorded Messages Mapping Disposition Code Creating a Campaign Defining Properties for a New Campaign Assigning Supervisors to a Campaign Defining a Search Filter Specifying Sort Order Assigning Audio Files to a Campaign Controlling a Campaign Pausing a Campaign Purging a Campaign Understanding Campaign Status Managing a Campaign Editing a Campaign Copying a Campaign Deleting a Campaign Broadcast Messages Summary of Broadcast Options Integrating with External CRM Features Overview of Integration Functionality Configuring External CRM API Access Summary of CRM API Tab Options Configuring External CRM Triggers Configuring the CRM Triggers Summary of CRM Triggers Tab Options Overview of Exchanging Data Example of a CRM Trigger Defining Screen Pop Settings for External CRM Defining Screen Pop Settings Summary of Screen Pop Tab Options Screen Pop Configuration for External CRM NetSuite Single Sign On Benefits Limitations Requirements Overview of Screen Pop Type of Screen Pops Overview of Screen Pop Event Types Version Rev. 1.0 vi

8 Overview of Screen Pop Data Exchange Example of a Screen Pop Creating Secure Access Token for External CRM Summary of API Token Tab Options Status Codes Overview Creating Status Codes Summary of Status Codes, Properties Tab Summary of Status Codes, Codes Tab Summary of Status Codes, Translations Tab Transaction Codes Overview State the Purpose of Interactions with Transaction Codes Indicate the Outcome of Interactions with Transaction Codes Creating Transaction Codes Editing and Deleting Transaction Codes Summary of Transaction Codes, Properties Tab Summary of Transaction Codes, Codes Tab Summary of Transaction Codes, Translations Tab Outbound Phone Codes Overview Creating Outbound Phone Codes Summary of Outbound Phone Codes, Properties Tab Summary Of Outbound Phone Codes, Codes Tab Summary Of Outbound Phone Codes,Translations Tab Assigning Codes at the Agent Level Wallboards Benefits Requirements Configuring a Wallboard Defining a wallboard Specifying Desired Metrics Defining Thresholds Selecting Queues Running a Wallboard Requirements: Customizing a Wallboard Customizing Metrics Customizing Threshold Branding your Wallboard Customizing Wallboard Display Font Shared Wallboard Authentication Chat Overview Multilingual Support for Chat Case Study Configuring Embedded Chat Design Designing a Chat Button Designing a Chat Invitation Designing a Chat Form Version Rev. 1.0 vii

9 Pre-Chat Survey Form Offline Form Designing a Chat Window Enhanced Chat Script Handling Multilingual Chats Supported languages Configuring Multilingual Support for Chat Multilingual Chat Flow GLOSSARY Version Rev. 1.0 viii

10 What Is New? New features and enhancements to the Configuration Manager impact supervisors and agents. Some of these features are available to agents and supervisors by default, while others need to be enabled by administrators to benefit from the functionality. The features and enhancements in Configuration Manager are: Multi-Chat Embedded Chat Design Enhanced Chat Script Direct Agent Routing Script Decoupling NetSuite SSO Integration Single Sign-on Access for Zendesk Integration Handling Multilingual Chat Common Identifier for Pre-Chat Forms in Multiple Languages Enhanced Awareness of Queue Status Enhanced System Access Authentication Shared Wallboard Authentication Version Rev. 1.0 ix

11 Getting Started The Configuration Manager is your platform to set up your Hosted Contact Centre tenant. To configure your Hosted Contact Centre tenant, use the Configuration Manager to: Create and configure your contact centre's communication channels, interaction queues, agent groups, agent accounts, and the optional Status Code and Transaction Codes features. Customize the tools and features available to your agents. Define security policies for the tenant. Customize the Local CRM to match your customer resource management requirements. Provide Web access to your contact centre's channels with a Hosted Contact Centre Support Centre. Create and run campaigns based on phone media. Integrate your Hosted Contact Centre with an external CRM, such as NetSuite or Salesforce.com. Send broadcast messages to your Hosted Contact Centre groups. Define status codes to indicate the reasons for agents' change of status. Define transaction codes to indicate the purpose or outcome of interactions. To get started using Configuration Manager, familiarize yourself with: Basic entities of Hosted Contact Centre How to create groups, agents, queues, and channel entities Pre-requisites of Hosted Contact Centre How to log in and log out How to reset password Basic interface layout Summary of Configuration Manager pages Version Rev

12 Overview of Configuration Manager Entities and Entity Relationships Four interaction processing and reporting entities determine the primary call-handling characteristics of your Hosted Contact Centre. When interactions of type phone, chat, or enter Hosted Contact Centre, appropriate channels receive them, direct them to the desired queues, and finally to agents who are members of the queue. Figure 1: Overview of Hosted Contact Centre entities and relationships Table 1 lists the entities in the order that they process an incoming service request. Table 1: Summary of interaction handling and reporting entities Call handling or reporting entity Description of inputs, operation, and outputs Channels Queues Agents Receive new service requests ("calls" or "interactions") from phone, , or chat communications media. Categorize each incoming service request. Send incoming service requests to the appropriate queue. Receive service requests from one or more channels. Prioritize each service request. Send service requests to the agents assigned to the queues. Receive prioritized service requests from queues. Service the incoming interaction. Complete the interaction. Groups Specify organizational categories, such as Sales or Support, used to analyze and report upon the performance of the contact centre's Channels, Queues, and Agents. Version Rev

13 Overview of Creating Group, Agent, Queue, and Channel Entities As shown in Figure 2, a Hosted Contact Centre consists of a series of configuration entities. To most efficiently use the Configuration Manager to create and configure your contact centre's entities, follow a "top down" hierarchy. Figure 2 illustrates the contact centre planning and configuration hierarchy, and lists the contact centre planning considerations you will use when creating and configuring those entities. Figure 2: Hosted Contact Centre planning and configuration hierarchy. Because the Groups, Agents, Queues, and Channels entities are interrelated, you can save time if you create and configure the entities in the following order: 1. Create Groups for the categories that will use the Hosted Contact Centre. Groups may be functional (Support or Sales), or organizational (by team or management entity). Creating Groups first enables you to completely create new Agent profiles. 2. Create Agent accounts for all of your contact centre agents. 3. Define your contact centre's Phone, , Chat, and Voice Mail Queues. To enable you to assign voice mail rollover to your Phone queues, create your Voice Mail queues first. When you create Queues, you can assign one or more previously defined Agents to the Queue. 4. Configure your Phone Channels, then create , or Chat Channels. Version Rev

14 To create a Phone Channel, contact SaskTel, Inc.'s provisioning department. 5. Configure your Local CRM. Add customized customer, case, and follow-up fields to your CRM. Pre-Requisites Configuring your Hosted Contact Centre requires you to: Review technical requirements More Create a maintenance notification distribution list More Compile a list of agents More Gather physical phone number, soft or SIP phones IDs More Diagram automated call processing rules More Log in SaskTel Provisioning provides you with the URL, username, and password you will use to log in to your Configuration Manager account. Before you Begin Before logging in to the Configuration Manager: For latest browser requirements for Configuration Manager, refer to the Hosted Contact Centre Technical Requirements document. Acquire the URL, username, and password for your Hosted Contact Centre tenant's Configuration Manager. You can log into the Configuration Manager in various roles: Primary Administrator: an administrator with unrestricted administrative privileges to the Configuration Manager. Role Based Administrator: an administrator who assumes a role with full or partial configuration rights to the Configuration Manager. Wallboard Access: To access and run SaskTel Wallboards. For details on Roles and Administrators, refer to Role Based Management. Log in as a Primary Administrator The SaskTel Provisioning communicates information required to login to your tenant by . The provides: URL to log into your tenant URL to login as an agent login credentials Version Rev

15 To log in as a Primary Administrator: 1. Initiate a browser session. 2. Enter the URL to log into the Configuration Manager provided to you by SaskTel. 3. The Configuration Manager displays the Administrator login page. 4. In the Login page, enter your Login Id and password. Login ID: <TenantName> Password: <TenantPassword> 5. Click Login or press Enter Key. Version Rev

16 The Configuration Manager launches the Home page, Summary tab. The Configuration Manager lists the features your tenant has access to in the left navigation menu also referred to as the Configuration Menu. Log in as a Role Based Administrator As a Role Based Administrator, you inherit privileges defined for the role you are assigned to. For example, if you are a Campaign Manager with administrative rights to the Campaigns object, you can create, edit, and manage campaigns. To login as the new role based administrator: 1. Navigate to the Configuration Manager login page. 2. Enter the login credentials communicated to you. 3. Enter the Login ID as follows: o If the login URL does not contain the tenant name as in add the tenant name in the Login Id as shown below. Login Id: <AdministratorUserName>@<TenantName> as in nwayne@acmejets Password: <AdministratorPassword> Version Rev

17 Figure 3: Login Screen for a Role Based Administrator o If the login URL includes the tenant name then enter the username alone. Login Id: <AdministratorUserName> as in nwayne Password: <AdministratorPassword> Note: If you set up the tenant password policy to automatically generate and communicate the login credentials to the address specified for the administrator, procure the username and the password from the . Upon logging in, you should see the permissions set for the role. Version Rev

18 Figure 4: Role Based Administrator Log in for Wallboard Access Use the Configuration Manager login credentials to access and run wallboards. For details, refer to details on how to run a wallboard. For Wallboard Access: 1. In the Configuration Manager login screen, select to enter Wallboard Access option. 2. Enter the Configuration Manager login credentials and click Login. The Wallboard launches displaying the list of configured wallboards. Version Rev

19 Log Out You can log out of Configuration Manager voluntarily by clicking on the tenant name in the header bar and selecting Log Out option. Additionally Configuration Manager forces a logout: if the session is idle for longer than 45 minutes if logged into multiple concurrent sessions Manual Log Out To log out of Configuration Manager, click Logout on the header. Idle Time Log Out The Configuration Manager forces an idle time logout for idle sessions. If your session is idle for longer than 45 minutes, the session logs out automatically. Version Rev

20 Figure 5: Idle Time Log Out Concurrent Session Log Out You cannot log in to a Configuration Manager account from multiple browser sessions simultaneously. You can log in to an administrator account from a single session only. You can log in to multiple windows or tabs within the same browser session concurrently. Invoking a separate browser session logs out the first logged in session. Version Rev

21 Resetting Password If you forgot your login password to log into the Configuration Manager, you can reset the password. Following a password reset, you receive an communication with a temporary reset password. The reset password is your gateway to change the password. When you login with the reset password, you will be prompted to change the password. The changed password takes effect from the next login session. The login fails if you do not change the password. To reset the password: 1. Click Forgot Password in the login screen. You are prompted for the Login ID. Version Rev

22 2. Enter the login ID and click Continue. A message indicates that the reset password is communicated to your Id instantly. 3. Retrieve the temporary reset password from the communication. 4. Login to the Configuration Manager with the reset password. You are prompted to change the password. Version Rev

23 5. Enter a new password and click Change. The changed password takes effect from the next login session. Overview of Configuration Manager Interface The Configuration Manager organizes the user interface into three functional areas as shown here. Figure 6: Configuration Manager User interface Table 2: Summary of Configuration Manager functional areas Functional Area Description 1: Configuration menu Use the Configuration menu to select a Configuration Manager page. The pages listed in the Configuration menu vary depending on your Hosted Contact Centre features and subscription. For information about each Configuration Manager page, see Table 3 2: Configuration tabs Each Configuration Manager tab contains user interface elements you use to configure a particular configuration task. This guide includes tables that summarize the options available in each Configuration Manager tab. 4: Info area Click Info to display a concise, context-sensitive, description of the current Configuration Manager tab. Version Rev

24 Summary of Configuration Manager Pages Table 3: Summary of navigation tabs and their primary functionality in Configuration Manager Config. Mgr. Page Tabs directly accessible from the page Home Use the Home page to view a summary of channels, groups, and queues, configure account profiles, upload and manage audio file greetings and messages, configure the schedules, and configure the tenant default dial plan or create a custom dial plan. In the Home page, click one of the following tabs: Summary Profile Audio Files Schedules Dial Plans For more information about the Home tab, see Configuring Account and Tenant Profiles, on page 19 Security Use Security page to enable setting up password policies for Administrator, Agent and Supervisor accounts. You can also define roles, administrators, and SMTP servers using this menu item. In the Security page, click one of the following tabs: Password Policies Roles Administrators SMTP Servers Groups Use Groups page to specify organizational categories, such as sales or support. A group includes a collection of agents who report to a supervisor. In the list of Groups, click Group to access the following tabs: General Outbound Phone Code lists For more information about the Group tab, see Creating Agent Functional Groups, on page 70 Agents Agents use the Agent Console to view and manage customer interactions. Hosted Contact Centre supports regular agents and supervisor agents. In the list of Agents, click General Phone Queues Supervisor Agent to access the following tabs: Version Rev

25 Config. Mgr. Page Tabs directly accessible from the page Internal CRM Interactions For more information about the Agents tab, see Configuring an Agent Account, on page 77. Queues A queue is an ordered collection of interactions waiting to be served by agents qualified to respond to these interactions. Queues direct incoming interactions to agents. In the list of Queues, for each type of queue, click tabs: to access the following Inbound Phone: Properties, Members, Voice Mail, Interactions, SLA Outbound Phone: Properties, Agents, SLA, Campaigns Chat: Properties, Members, ICR, Interactions, SLA, Properties, Members, Interactions, SLA Voice Mail: Properties, Members, IVR, Interactions, SLA, Notification For more information about the Queues tabs, see Creating and Configuring Queues, on page 96. Channels Phone, , or Web chat interactions arrive at a tenant on a channel. and chat channels are created via Channels page. In the list of Channels, for each type of channel, click to access the following tabs: Properties Chat: Properties, Main ICR, ICR Choices Note: To create a Phone channel contact SaskTel, Inc. provisioning department. Scripts For more information about the Channels tab, see Configuring Voice, , and Chat Channels, on page 142. IVR scripts define how the Hosted Contact Centre processes an , phone, or chat interactions. In the list of Scripts, for each type of Script, click to access the following tabs: Properties, Script Phone: Properties, Script Chat: Properties, Script, Code CRM CRM page allows agents and supervisors to manage cases, customers, and tasks. In the CRM page, click one of the following tabs: Fields: Customer Fields, Case Fields, Follow-up Fields, Task Fields Escalation Rules Properties Version Rev

26 Config. Mgr. Page Tabs directly accessible from the page Import For more information about the CRM tab, see Configuring Local CRM, on page 194. Support Centre Support Centre page allows you to create customer-facing support Web page including FAQs, desktop sharing, chat, and for your contact centre. In the list of Support Centre s, click Properties Assignment Greetings Registration Direct URL to access the following tabs: For more information about the Support Centre tab, see Support Centre Services, on page 209. Outbound Setup For campaigns to function successfully, they need to connect to the Hosted Contact Centre CRM or an external CRM, extract data from a specific CRM object, and generate a target call list. The Outbound Setup allows defining global properties for campaign management. The following tabs are accessed via Outbound Setup page: Properties Select a target CRM to extract the campaign call list data. CRM Objects Define CRM objects and fields to extract the data. Audio Files Upload audio files. Disposition Action Map Transaction codes to disposition actions. Campaigns A campaign is an outbound phone based dialer that enables you to search, generate, and feed a call list to an outbound queue facilitating automated outbound dialing. Campaigns page allows defining new campaigns, or controlling or managing existing campaigns. Click Campaign to access the following tabs for defining new campaign: Properties Define campaign properties Supervisors Assign Supervisors to monitor and control campaigns. Filter Define a search query to filter the target call list data. Sort Define a sort strategy to sort the target call list data. Audio Files Assign pre-recorded audio messages to campaigns. Broadcast Use the Broadcast page to send a message to one or more Agent Groups. The Broadcast page contains only the Broadcast tab. For more information about the Broadcast tab, see Broadcast Messages, on page 248. Version Rev

27 Config. Mgr. Page Integration Tabs directly accessible from the page Hosted Contact Centre offers integration capabilities with Local CRM and third party Customer Resource Management (CRM) systems. In the Integration page, click one of the following tabs: CRM API CRM Triggers Screen Pop API Token For more information about the Integration tab, see Integrating with External CRM, on page 249. Status Codes Status codes enable contact centre supervisors to track how an agent functions through a workday. In the Status Codes page, click Add to access the following tabs: Properties Codes Translations Assignments For more information about the Status Codes tab, see Status Codes Overview, on page 271. Transaction Codes Transaction codes offer a means to apply call disposition to inbound as well as outbound interactions. In the Transaction Codes page, click Add to access the following tabs: Properties Codes Translations Assignments For more information about the Interaction Codes tab, see Transaction Codes Overview, on page 280. Outbound Phone Codes Wallboard Outbound Phone Codes allows you to define and configure Outbound Phone Code lists. Click new or edit to access the following tabs. Properties Codes Translations Assignments For more information, see Wallboard allows you to get the real time metrics of your contact centre operations. Click Wallboard to access the following tabs: General Version Rev

28 Config. Mgr. Page Tabs directly accessible from the page Fields Thresholds Queues Chat Design Chat design allows you to design a custom chat to match your company's requirements and to create a custom chat script to control the chat flow. Click Online or Offline to create a new chat design. The following tabs are accessed via Chat design page. Button Invitation Form Window Version Rev

29 Configuring Account and Tenant Profiles Use the Home page to access the Configuration Manager tabs to: View a summary of your Hosted Contact Centre Channels, Groups, and Queues Configure your Configuration Manager account settings Upload and manage Hosted Contact Centre audio file greetings and messages Configure your Hosted Contact Centre schedules Configure your tenant default dial plan or create a custom dial plan Viewing Channels, Groups, and Queues Use the Summary tab to view a summary of your Hosted Contact Centre Channels, Agent groups, and Queues. Figure 7: Home Page, Summary Tab The Summary tab provides a quick statistical summary of Phone, and Chat channels configured for your tenant Inbound and outbound queues for all media Agent groups with number of agents in each group Version 8.4 Rev

30 Summary of Summary Tab Options Table 4: Summary of Home page, Summary tab options. Summary tab option Description Incoming Channels For each type of Channel, summarizes the number of Channel definitions of that type. Inbound Queues For more information about Channels, see Configuring Voice, , and Chat Channels, on page 142. Summarizes the number of Inbound Queue definitions of that type. For more information about Queues, see Creating and Configuring Queues, on page 96. Outbound Queues Summarizes the number of Outbound Queue definitions of that type. For more information about Queues, see Creating and Configuring Queues, on page 96. Agent Groups For each Group definition, summarizes the number of Agents assigned to that group. For more information about Groups, see Creating Agent Functional Groups, on page 70. For more information about Agents, see Configuring an Agent Account, on page 77. Version 8.4 Rev

31 Configuring Account Settings Use the Profile tab to configure your Configuration Manager Account preferences and view tenant subscription information. To display the Profile tab, in the Configuration menu click Home, then click the Profile tab. Figure 8: Home page, Profile tab The information in Configuration Manager Profile is grouped under the following areas: Administration & File Transfer Passwords Allows changing password to log in to the Configuration Manager, and accessing agent call recordings through Secure File Transfer Protocol. Service Notifications Specify addresses for administrator and maintenance distribution list. Tenant , SPAM filtering parameters Defines threshold level to filter unwanted s and allows listing Spam Black Lists and Spam White Lists. Miscellaneous tenant settings Groups information on the tenant time zone, tenant label, and options to allow agents to change name, enable SSL API, and change Screenpop settings. Tenant, Logo Allows you to upload an image logo for branding SaskTel wallboards. Click Browse and upload an image. Version 8.4 Rev

32 Summary of Profile Tab Options Table 5: Summary of Home page, Profile tab options Profile tab option Description Tenant Name Shows the name of your tenant. It can be your company name. The Configuration Manager adds the value of the Company Name text entry area to the top of the Configuration Manager browser window. Support Level Language Indicates your tenant's support level. Read-only reminder of the language used to display the Configuration Manager user interface. This language setting was applied as requested when your Hosted Contact Centre tenant was originally created and it cannot be changed. Note: Your Agent Console can select their preferred language separately. Default Caller ID Version Package Revision Named Users Limit Specifies the default caller Id for the tenant. This number is displayed to the dialed party, as the caller s phone number, when placing an outbound call from the Hosted Contact Centre. Specifies the version of Hosted Contact Centre. Represents the revision number of Hosted Contact Centre. Indicates the maximum number of named users that can be added to the tenant. This field displays your current subscription plus one or two for authorized customer support users. Named User functionality provides for unique personal identity with roles (agent or supervisor) and permissions. Note: Each Tenant is pre-configured with one or two Named Users at no charge. These are used by authorized customer support personnel for troubleshooting purposes. You can identify the pre-configured users by an assigned group of Hosted Contact Centre support. Configured Users Indicates the number of Named Users currently setup in the tenant. The difference between the Named Users Limit and Configured Users are the remaining Named Users quantity that can be profiled. Concurrent Access Limit Indicates the maximum simultaneous users that can log into the Agent or Supervisor Console. Each Concurrent Access requires a Named User. One Concurrent Access and one Named User is synonymous with an agent seat. Named User can also be equivalent to an additional login. Administration and File Transfer Passwords Current Configuration Manager Password New Password Retype New Password Allows changing the password for Configuration Manager account. To change the password, enter the current password, and enter the new password. Note: The password must be 8 characters long. Version 8.4 Rev

33 Profile tab option SFTP Password Description Enables setting up a password for Secure File Transfer Protocol of agent call recoding files. For more information about agent recording files, see Specifying the Percentage of Agent Interactions to Record with the Recording Tab, on page 1 For information on downloading agent recordings, See "Accessing Agent Recording Files" on page 88 Miscellaneous Tenant Settings Time Zone Refers to your contact centre's local time zone. Specifying the time zone enables the Configuration Manager to: Correctly interpret the hours of operation specified in the Schedule tab. For more information about the schedule tab, see Specifying Business Hours and Schedules, on page 29 Display time-stamped events in local time. Tenant Label Allow Agents to change name Refers to the Tenant Label that appears on top of the Configuration Manager browser window. You can label the tenant different from Tenant ID. Allows agents to change their login name for the Agent Console. Allow Agents to Change Screenpop Allows agents to change Screen Pop window properties such as opening a new Screenpop window, and modifying the size and position of the window from the Agent Console. Enable SSL for Agent GUI By default, the Configuration Manager uses secure communications. SaskTel strongly recommends that you always use secure communications when working with the Configuration Manager. Enable Enhanced Ringtone Enable Agent's My Recording Functionality Enable transferring to queues with no working agents Service Notification - Addresses If you temporarily need to disable secure communications for purposes of troubleshooting, clear Enable SSL. If enabled, the caller hears continued queue music until an agent accepts the call. Once the call is accepted, a short alerting ringtone is played back to the caller to signal the start of the interaction. Simultaneously agent hears a beep notification to prepare them for the call. If enabled agents can access My Recording feature from the Agent Console's main menu. This option allows agents to record a voice message for the incoming calls. If enabled, allows agents to transfer interactions to an unattended queue. If disabled, prevents agents from transferring interactions to an unattended queue. Administrator's (s) Lists the tenant administrator's address. If an Channel attempts to retrieve queued s, and that retrieval Version 8.4 Rev

34 Profile tab option Description attempt fails, then the Configuration Manager sends notification to the administrator. For more information about Channels, see Configuring Channels, on page 170. Maintenance Distribution List(s) Lists the distribution list(s) to which maintenance issues regarding the tenant are mailed. Tenant - SPAM filtering parameters Spam Threshold Level Choose how strictly Configuration Manager filters administrative messages for unsolicited junk or spam. By default, Configuration Manager sets the Spam Threshold Level equal to 5. Choose a lower number to apply stricter spam filtering. Do not choose a spam threshold setting lower than 3 or higher than 7 unless directed to by Hosted Contact Centre support. Spam Black / White List If an Channel page, Script tab, includes a Check Spam script object, then: Spam Black List: Enter the addresses whose communications should be classified as spam. Spam White List: Enter the addresses which should not be classified as spam. Tenant - Logo Both the Spam Black List and Spam White List text entry areas support the use of asterisks ("*") as wild-card characters. Select an image logo for branding SaskTel wallboards. Click Browse and upload an image. Version 8.4 Rev

35 Configuring Recorded Greetings In a typical phone menu callers direct themselves to the desired destination using choices from the menu. The phone menu is driven by pre-recorded audio messages. Audio files serve to automate a contact centre's phone menu. Hosted Contact Centre offers a number of pre-recorded messages to serve your business needs. You can also upload customized messages to suit your specific needs. Use the Audio Files Tab to manage the recorded messages used by your phone channels. To display the Audio Files tab, in the Configuration menu click Home, then click the Audio Files tab. Figure 9: Home Page, Audio Files tab By default, each tenant includes a repository of pre-recorded audio files. You may use these readily available messages or record and upload customized messages. Note: Hosted Contact Centre supports the 8 KHz, 16-bit, monaural WAV (.wav filename extension) file format only. Uploading Audio Files In a typical phone menu callers direct themselves to the desired destination using phone choices from the menu. The phone menu is driven by pre-recorded audio messages. Audio files serve to automate a contact centre's phone menu. Hosted Contact Centre allows you to upload customized messages to serve your contact centre's needs. Version 8.4 Rev

36 To upload audio files: 1. Navigate to Home > Audio Files tab. 2. Select User folder in the Audio Files pane. 3. Use the form in the Voice File Description area to upload, edit or review audio messages. Figure 10: Uploading an Audio File 4. Enter a Name for the message you wish to upload. 5. Enter a transcript or a brief description of the message in the Description box. 6. Click Browse to select an audio file in WAV format. 7. Click Save. 8. Click the Play Audio link to play back the uploaded message. 9. Click Delete to remove the message from the tenant. Note: To order professionally recorded messages, click the link at the bottom of the Voice Description Area. You are navigated to a service provider in professional voice recordings. Version 8.4 Rev

37 Verifying Audio Files Deployment You must verify the deployment of an uploaded audio file before referencing the file in an IVR script. Before you can place your Hosted Contact Centre into production, you must use the Home Page, Audio Files tab to replace the placeholder Hosted Contact Centre audio files with your own production-quality audio files. Any time you upload an audio file to the Configuration Manager, you must verify that the embedded audio player can play the file. Playing an uploaded audio file verifies the Hosted Contact Centre has finished deploying the uploaded file to your contact centre tenant. Audio files must be deployed before they can be referenced in an IVR script. For information about IVR scripting, see Creating an Interactive Voice Response Script, on page 1. Summary of Audio Files Options This topic contains the following sections: Summary of Audio Files Options Summary of Voice Files Description Options Summary of Audio Files Options Table 6: Summary of Home page, Audio Files tab, Audio Files options Audio Files option Description User tab Lists the customized audio files uploaded by your Hosted Contact Centre administrator into this tenant. When you initially configure a tenant instance, the User tab does not contain any audio files. When you use the Audio Files tab to upload your company's customized audio files into the Configuration Manager, the Configuration Manager stores the uploaded files in the User tab area. Pre-recorded Lists the set of default placeholder audio files available for the tenant. tab By default, a new tenant includes a set of placeholder audio files. These files provide examples of Voice Channel greetings and messages used in a variety of contact centre contexts. When you use the Audio Files tab to upload the customized audio files required by your contact centre, you will then replace supplant a Pre-recorded audio file assignment so that it uses your customized audio file Version 8.4 Rev

38 Summary of Voice Files Description Options Table 7: Summary of Home page, Audio Files tab, Voice files description panel options Voice files description option Description Name For a customized audio file listed in the User tab, in the Name text entry area type a descriptive name for the contents of the audio file. For information about the User tab, see Table 6 Description Upload New For a customized audio file listed in the User tab, in the Description text entry area type a description for the audio file. To upload a customized audio file into your tenant, in Upload New click Browse, then select an 8 KHz, 16-bit, monaural WAV file. After you upload an audio file, in the Audio Tab (Figure 9), you must verify that the Hosted Contact Centre can play the audio file before referencing the file in an IVR script. For information about playing uploaded IVR files, see Verifying Audio Files Deployment, on page 27. The Configuration Manager does not upload the file until you click Save. Save To upload the audio file specified in Upload New, click Save. The Configuration Manager only enables Save when working with audio files listed in the User tab. Delete To delete a customized audio file, in the User tab select a customized audio file then click Delete. The Configuration Manager only enables Save when working with audio files listed in the User tab. Type, File Name, Uploaded on, Size information list To view details about a customized audio file, in the User tab select a customized audio file. The Configuration Manager displays the file's details. Version 8.4 Rev

39 Editing Audio Files You can edit custom audio files any time. You cannot edit the default pre-recorded audio messages. To edit custom audio files: 1. Click Home > Audio Files tab. 2. Select the desired audio file in the User folder. The description of the voice file displays in the View tab. 3. Click the Edit tab and make the desired changes. Note: You can upload a new audio file. Specifying Business Hours and Schedules The Schedules tab allows you to define schedules for your contact centre staff. Use the Schedules tab to define business hours, holidays, and special events followed by your departments. For example, if your sales and support teams have different hours of operation, then use the Schedules tabs to create separate schedules for each team. To display the Schedules summary page: 1. In the Configuration menu click Home Schedules tab to display a list of tenant schedules. 2. In the list of schedules: Version 8.4 Rev

40 Click Add to create a new schedule. Click Edit to view or modify an existing schedule. Click Delete to delete an existing schedule. The Configuration Manager allows you to edit the Default Schedule, but does not enable you to delete the Default Schedule. If you clicked Add or Edit, the Configuration Manager displays the selected schedule's details page. Figure 11: Schedule details page Adding a New Schedule The Intra Day Scheduling feature provides you the flexibility to create multiple schedules within a day, introduce multiple breaks without having to create nested schedules. You can select multiple call treatment choices to specify the desired call treatment in the IVR tree. Creating a tenant schedule with the enhanced Intra Day Scheduler is simple and easy. The process involves: 1. Gathering your contact centre business hours, and breaks 2. Gathering your special events and holidays schedule 3. Defining a weekly schedule calendar 4. Defining holidays and special events calendar 5. Configuring call routing and call treatment choices To better understand the process, let us create a sample schedule for our fictitious Contact Centre, AcmeJets. The Sales team at AcmeJets observes the following schedule. Monday to Friday 7 am to 6 pm Version 8.4 Rev

41 Monday to Friday Lunch break 12 pm to 1 pm Saturday 8 am to 4 pm Sunday Always Closed To create a weekly schedule: 1. Log in to the Configuration Manager. 2. Navigate to Home > Schedule. 3. Add a new schedule or edit the Default Schedule. The Schedules tab has a Weekly Schedule calendar and a Special Events and Holidays calendar. Figure 12: Home > Schedules tab - Adding a New Schedule 4. Enter a Schedule Name and select a time zone. 5. Specify the Weekly Schedule for your contact centre. For each weekday, select a time range and a call treatment choice specified in the IVR. A call treatment choice refers to a choice within a schedule which allows a time based selection of treatment choices when interactions enter a tenant. Call treatment choices for a schedule include: o o o Open: Call treatment typically used when the business is open Closed for the day: Call treatment when the business is closed for the entire day Choice 1 to Choice 6: Six alternate options that define more refined choices other than Open or Closed for the day. Specifying a call treatment choice treats calls as defined in the IVR Schedule Choices. 6. Select business hours for the week as follows: a. For Monday, enter 7:00 to 12:00 and choose Open from the drop down menu of call treatment choices. Version 8.4 Rev

42 b. Add a row by clicking. c. Add lunch break hours from 12:00 to 13:00 hours and specify an option from choice 1 through 6 and set up this choice with desired call treatment in the IVR. For example, you can play a message for callers during the lunch hour. Welcome to AcmeJets. We are currently closed for lunch between 12pm and 1 pm. Please leave a message with your name and account number and we will get back to you as soon as possible. Thank you for your patience. Figure 13: IVR Tree with a Call Treatment Choice#1 for Sales Schedule d. Add another row by clicking. e. Add after lunch hours from 13:00 to 18:00 hrs. f. Repeat steps a to e to define daily schedule till Friday. g. Specify hours for Saturday with no lunch break. h. For Sunday, a weekly holiday, choose Closed for the day. Version 8.4 Rev

43 Figure 14: Weekly schedule of AcmeJets 7. Save your settings. You have now successfully created your weekly schedule. The next step is to define exceptions to your weekly schedule in the Holidays and Special Events calendar on the right hand side panel of the Schedules tab. A holiday indicates the business closure, while a special event observes a schedule different from the regular weekly schedule. To create holidays or exceptions to the regular schedule: 1. In the Holidays and Special Events calendar on the right hand side panel of the Schedules tab, select the desired date and specify the exception. o For holidays, select the date and create an event with exit point CLOSED from 0:00 to 24:00. o For an exception to the schedule, specify the desired time intervals and the appropriate call treatment choices. Version 8.4 Rev

44 Figure 15: Special Events and Holidays Calendar 2. Save your settings. Limitations The Date Picker in the Special Events and Holidays calendar allows you to select a date up to 3 years ahead of the current year. To select a date beyond 3 years, enter it manually on the date field. Scheduling a campaign with an Intra Day Schedule with multiple recurring events follows the first Open schedule only and stops for the rest of the events for the day. If you configure a campaign to follow a schedule as shown in the example below, the campaign executes for the first open schedule from 7 am to 12 pm and ceases for the rest of the day. Version 8.4 Rev

45 Understanding Tenant Dial Plans A dial plan specifies how to interpret phone number sequences dialed by an agent using the phone tab, Click-to-Dial, (or through API) and how to convert them into an ITU-T E.164 normalized outbound dial string. Dial plans can be used to include country codes and area codes, support extension based dialing, and to correct the numbers from an external entity etc. Dial plans change the interpretation of dialed digits within a tenant to correspond to familiar National, local or private phone switch dialing conventions. A dial plan establishes the expected number and pattern of digits for an outbound phone call and validates the agent dialed sequence. It consists of a collection of calling number patterns and treatment pairs. When a user dials a series of digits, each calling number pattern in the dial plan is tested as a possible match. If the agent dialed sequence matches a pattern, corresponding treatment applies. The treated sequence is then transmitted to initiate a call or rejected as invalid. For example, the dialing sequences to reach the Crystal Jade Restaurant in Shanghai China from a home phone in North American, United Kingdom, Nigeria and Beijing use different leading digits as shown below: New York City dials North American Dial Plan = London England dials UK National Dial Plan = Abuja Nigeria dials Nigerian National Dial Plan = Beijing China dials Peoples Republic National Dial Plan = In each case above a different national dial plan is used to remove the local prefix digits and restore the country code when necessary to yield an unambiguous international number. Benefits Ability to create and apply multiple dial plans within the same tenant You can apply dial plans for each agent based on their location. If your contact centre employs agents in different countries, you can create custom dial plans suitable for each country and apply the appropriate plan to agents based on their location. Each agent can dial from their familiar national dialing plan. Until now, you were limited to applying a single tenant based dial plan to all agents based in different countries forcing them to manually dial out. Similarly agents in different domestic offices may have different dialing privileges or different in-house PBX or in-state local dialing preferences which can be addressed using per agent dial plans. Ability to associate agents with a custom dial plan based on their location Ability to apply dial plans to Agent s dial out, verification call, forward to external call, and more Tenant Dial Plans apply to Make Verification call, Web Callback, or IVR forwarding a call to external number scenarios. In these scenarios, the outbound calls must be dialed as defined in the ITU-T E.164 specification. (e.g. in North America, a number of +1 (650) can be dialed as ; in UK, a number +44 (0) , can be dialed as Ability to apply dial plan editing to calls beginning with + Dialing inputs regardless of the originating calling method (agent, agent profile, click-to-dial, campaigns & web callback) are subject to dial plan editing including those beginning with "+". Ability to select a desired dial plan during Click to Dial or Web Callback The Click-to-Dial and Web Callback API's accept a new optional parameter to select a particular dial plan or if omitted applies the tenant default dial plan. These API's cannot dial numbers without, at a Version 8.4 Rev

46 minimum, filtering the number through the tenant default dial plan or a specific dial plan. No more API exposure to allow any number to be dialed without restrictions. The Dial plan now applies to all outbound calls: Call Type Default Dial Plan Overriding Dial Plan Agent Dial Tenant dial plan Agent dial plan Click to Dial Tenant dial plan Dial Plan specified as API parameter Web Callback Tenant dial plan Dial Plan specified as API parameter Verification Call Tenant dial plan Agent dial plan Forward to External Tenant dial plan N/A Campaign Call Tenant dial plan Dial Plan specified in properties Types of Dial Plans The Hosted Contact Centre offers two types of dial plans: Pre-configured Dial Plans: are predefined National and International dial plans available to all tenants. They allow local, long distance and international calls. You cannot make any changes to these plans except for opting a default plan. You can select a national plan that best suits your needs or use the standard international plan. The Pre-configured dial plans are predefined and do not allow changes. Every tenant is required to select one and only one dial plan to suit their location. The following pre-configured plans are offered: o o International Numbering Plan (ITU-T E.164): allows tenants across the globe to place domestic and international calls. North American Numbering Plan (NANPA): allows tenants across all of North America to place domestic and international calls. NANP identifies various calling number patterns and applies corresponding treatment to user dialed numbers. Custom Dial Plans: In addition to pre-configured dial plans, you can create your own custom dial plan if you have subscribed to this feature. Custom dial plans, in many situations, can mimic the abbreviated dialing conventions of a private office phone system or internal corporate dialing plan. You can configure multiple custom dial plans. You can activate only one dial plan per tenant at a time. Hosted Contact Centre reports present dialed numbers in standard international format. Version 8.4 Rev

47 North American Numbering Plan (NANP) The North American Numbering Plan identifies various calling number patterns and applies the following treatment to user dialed numbers: Filters international calls with country codes incorrectly entered starting from '0'. Note: Country codes do not begin with 0. Removes the North American access code 011 if added to a North American phone number. For example, a number is dialed out as removing 011. Filters local and long distance calls with incorrect area codes starting from '0'. Note: North American area codes do not begin with 0. Filters calls to emergency and special services such as 911 in US, 112 in UK. Prefixes country code '1' to all local and long distance calls within North America. Requires country codes and area codes for international calls. Allows input of spelled out numbers. Converts alphabetic characters to the telephone keypad equivalent digits according to North American Telephone standards Viewing a Pre-configured Dial Plan You cannot edit pre-configured dial plans. You can use the edit option to change a default plan on your tenant. To view or edit a Pre-configured dial plan: 1. Click Home > Dial Plans. Figure 16: Home > Pre-configured Dial Plan 2. Select a plan and click Edit. Version 8.4 Rev

48 Figure 17: Home > Pre-configured Dial Plan > Edit In the edit screen, you can view the following information: Table 8: Home Page, Dial Plans Edit tab Home Page, Dial Plans, Edit Tab Description Name Name of the dial plan. Default Check the option to mark this as the default dial plan. Calling Number Pattern Pattern of the outbound dial string to apply the right treatment. For example, The pattern ^([2-9][0-9][0-9][2-9][0-9][0-9][0-9][0-9][0-9][0-9])$ identifies a 10 digit string such as where the 1st and 4th digits are not 0 or 1. Treatment Treatment defined for the number that matches the specified calling number pattern. For example, The pattern ^([2-9][0-9][0-9][2-9][0-9][0-9][0-9][0-9][0-9][0-9])$ and treatment 1$1 prepends a 10 digit input with '1'. $1 represents pattern within the (). If you input , the treatment converts the number to Test Result Indicates the treatment applied to a test string. Version 8.4 Rev

49 Testing a Dial Plan You can test a dial plan to check how the plan treats user dialed sequences and also to learn the sequences identified by the dial plan. To test a dial plan: 1. Select a dial plan and click Edit. 2. In the edit screen, enter a phone number sequence and click Test to validate. Figure 18: Testing a Dial Plan If the dialed phone number matches a calling number pattern, corresponding treatment is applied. Creating Custom Dial Plans Creating a custom dial plan requires a sound knowledge of regular expressions. This section gives a brief overview of creating a custom plan. You may seek professional services guidance for creating a custom plan from scratch. To create a custom dial plan: 1. Click Home > Dial Plans tab. 2. Click or Dial Plan link to add a new dial plan. Version 8.4 Rev

50 Figure 19: Home page, Dial Plans 3. In the Dial Plan edit window, enter the following information: Table 9: Home page, Dial Plans Home Page, dial Plans Description Name Enter a name for the new dial plan. Default Calling Number Pattern Check the option to mark this as the default dial plan. Define a calling number pattern to apply the dial plan using regular expressions. A regular expression provides a concise and flexible means for matching strings of text, or patterns of characters. Most commonly used regular expressions are : ^ - Matches the starting position of the string.. - Matches any single character. * - Matches the preceding element 0 or more times. $ - Matches the ending position of the string. [ ] - Matches a single character contained within the brackets. For example, [2-9] specifies any digit from 2 through 9. () - A marked sub expression within which you define a string to match. For example, the pattern ^ ([2-9] [0-9] [0-9] [0-9] [0-9] [0-9] [0-9]) $ defines a 7 digit sequence where the first digit is not 0 or 1. Note: Defining a dial plan requires sound knowledge of regular expressions. Treatment Define the treatment for the number that matches the specified calling number pattern. For example, The pattern ^([2-9][0-9][0-9][0-9][0-9][0-9][0-9])$ and treatment 1650$1 prepends a 7 digit input with '1650'. $1 represents pattern within the (). If you input , the treatment converts the number to Version 8.4 Rev

51 4. Click (+) symbol to add a new rule. Click (x) to delete a rule. Figure 20: Dial Plan tab, Defining dial plan rules Examples of dial plan rules shown above can be interpreted as follows: a. The pattern ^([2-9][0-9][0-9][0-9][0-9][0-9][0-9])$ and treatment 1650$1 converts a 7 digit input to 10 digits. For example, if you input , the number gets prefixed with the area code and converts to b. The pattern ^(55[0-9][0-9])$ and treatment $1 converts all 4 digit extension number starting with 55 to XX where X is mandatory single digit. 5. Enter a sequence of digits and click Test to validate the calling number pattern and treatment you defined. The first matched rule shows the test result Applied. 6. Click Save. Selecting a Default Dial Plan By default, one of the pre-configured dial plans is selected for your tenant. You cannot edit it unless you have created a custom dial plan and would like to select it for a default plan. To revert to a pre-configured dial plan, select the desired plan and edit it. To select a default dial plan in the tenant: 1. Click Home > Dial Plans. 2. Select a dial plan and click Edit. Version 8.4 Rev

52 3. Check the dial plan as default. 4. Click Save. Version 8.4 Rev

53 Defining Password Policies Password policy allows the administrator to define a set of rules to enhance tenant security by encouraging administrators, agents, and supervisors to employ strong passwords and ensure proper usage. Password policies define a mechanism to secure administrator, agent, and supervisor accounts from vulnerability. The Security tab in the Configuration Manager allows you to define password policy. As an administrator, you can set rules on password length, formation, password duration, and common password practice for administrators, agents and supervisors to follow while creating a password. You can also set rules for the system to generate passwords automatically. These rules enforced on users protect their accounts from being hacked. Features The password policy allows you to define the following features that impact how an agent/supervisor defines passwords: Set timed password expiration forcing a periodic password change. Enforce password history to remember a specified number of previously used passwords and prevents re-use. Enforce password history. Remembers a specified number of previously used passwords and prevents re-use. Enforce minimum password length. You can now set password length of 5, 8, and 10 characters. Define password complexity requirement. You can now set passwords to have a mix of alpha numeric characters, mix of upper and lower case alpha with numeric characters, or apply no restriction. Set up automatic generation of system generated passwords for new agent/supervisor accounts. Set up automatic communication of account information with user name, system generated password, and URL to login to Agent/Supervisor Console to new agents/supervisors. Allow an administrator to reset a password for any agent or at any time. The reset password is automatically communicated via . Allow defining answers to security questions to reset a forgotten password. You can prevent agents from answering the security question with password. Configure to lockout an account for a specific time or until reset by administrator in case of invalid login attempts. Configure to generate and notify lockout alert to administrator. Allow an administrator to unlock an agent/supervisor account in the event of a lockout. Configuring Password Policy To configure password policy: 1. Log in to Configuration Manager. Version 8.4 Rev

54 2. Click Security tab. 3. Configure the desired settings. The following are the options provided by the policies. The options in bold and italic font are the default for the corresponding policies. Table 10: Security Tab - Password Policies Password Policy - General Description Policy Options Password Expires Enforce Password History Minimum Password Length Defines how long a password is alive. After the specified duration, the password expires and needs to be changed. Note: Selecting Never Expires keeps the password alive as long as you desire. Prevents reuse of a specified number of passwords used previously. For example, if you specified 3 passwords remembered, an agent is not allowed to reuse the three most recently used passwords during a password change. Note: Selecting 'No Passwords remembered' allows an agent reuse the same password. Defines a minimum length for a password. Restricts agents from choosing a password less than the specified length. 30 days 60 days 90 days 180 days One Year Never expires No passwords remembered 3 passwords remembered 5 passwords remembered 10 passwords remembered 8 characters 10 characters 12 characters Version 8.4 Rev

55 Password Policy - General Description Policy Options Password Complexity Requirement system generated passwords for new agents/admins and reset Password Question Requirement Defines if a password must be defined with certain complexity. Note: Selecting No restriction keeps the password alive as long as you desire. Enables creating and ing system generated passwords for new agent/supervisor accounts. Automatically communicates new agent information. Allows an administrator to reset an existing password and automatically communicate the information. Defines if the answer to a security question in agent profile can be the same as the password or not. Note: Selecting None lets an agent answer the security question same as the password. Must mix alpha and numeric Must mix upper and lower case alpha and numeric Must contain 3 out of 4 a) upper, b) lower case alpha, c) numeric and d) symbols (*@&#!?) Yes No Answer cannot be same as password None 4. Click Save. Note: The minimum password length is 8 characters. Existing agents and supervisor accounts with password length less than 8 characters are not impacted until the next password change. Resetting User Password If the lockout interval policy is set to 'Forever (Must be reset by Admin)', in the event of an account lockout, you have to access the account in the Configuration Manager and reset the password. You can reset an agent's password at any time by editing an agent account. The reset password is automatically ed to the agent. To reset an agent's password: 1. Click Agents in the Configuration Manager. 2. Select agent whose password needs to be reset, and click Edit. Version 8.4 Rev

56 Figure 21: Resetting Password for an Agent 3. Type the new password. 4. Click Save in the General tab. To reset an administrator's password: 1. Click Security in the Configuration Manager. 2. Click Administrators tab. 3. Select the administrator whose password needs to be reset, and click Edit. Figure 22: Resetting Password for an Administrator 4. Type a new password. 5. Click Save. Version 8.4 Rev

57 Notifying Agent Lockouts to Administrator When a user account is locked out, an alert may be sent to the Administrator. The notifies the administrator with specific information of the agent, who is locked out. Communicating System Generated Passwords Setting the automatic passwords option automatically generates a user s password and communicates the login information to the address specified in the user account. Login information includes User name, System Generated Password, and the link to the Configuration Manager login page for administrators, the Agent Console login page for agents as shown below. Figure 23: communicating system generated password Using the system generated password, a user is allowed to login once. Upon logging in, he/she must change the password to retain access to the account. Locking and Unlocking User Accounts The Security tab in the Configuration Manager allows you to define lockout policy. As an administrator, you can set rules for maximum invalid login attempts before the system locks you out. These rules enforced on users protect their accounts from being hacked. An administrator can also unlock a user account to give immediate access to the locked out user. This prevents the user from being idle during an accidental lockout. Locking a User Account Locking out an agent or supervisor account is a mechanism to ensure user account security. When you set password lockout policies, you can specify: The number of invalid login attempts that locks out an account. The duration of lockout. An lockout alert to the administrator. Specifying the number of invalid logins and lockout duration locks an account for the specified duration when the number of invalid login attempts is reached. For example, you can set lockout policy to lockout an account with three invalid login attempts for a period of 30 minutes. Version 8.4 Rev

58 To define agent Lockout settings: 1. Login to Configuration Manager. 2. Click Security tab. 3. Configure the desired settings. The following are the options provided by the policies. The options in bold font are the default for the corresponding policies. Table 11: Security Tab - Password Policies Password Policy - Lockout Maximum Invalid Login Attempts Lockout interval after max invalid login attempts Send Lockout alert to administrator Description Defines the number of invalid login attempts to lockout an administrator/agent/supervisor account. Note: Selecting 'No Limit' keeps a user from locking out with any number of invalid login attempts. Specifies the duration for which an account is locked out after invalid login attempts. After the specified time, the agent is allowed to login. Note: Selecting Forever (must be reset by admin) requires the administrator to unlock an account and/or reset the password. Enables sending an alert of an account lockout to the administrator. Policy Options 3 attempts 5 attempts 10 attempts 2.5 minutes 5 minutes 10 minutes 15 minutes 30 Minutes 60 Minutes Forever (must be reset by admin) Yes No Lockout behavior disables the login and password fields and prevents user's further attempts to login. After the lockout duration, the login screen allows the user to login again with the right credentials, or to reset the password. The reset password is communicated to the address specified in the account. Unlocking a User Account During a lockout, a user is prevented from logging into the account for a specified period of time. An administrator can unlock a user account to give immediate access to the locked out user. This prevents the user from being idle during an accidental lockout. Any administrator in the Super User role or a role with full privileges to Agents object is capable of unlocking an agent/supervisor account. Any administrator in the Super User role or a role with full privileges to the Security tab is capable of unlocking an administrator role. Version 8.4 Rev

59 Note: To unlock the Primary Administrator role, you must contact Hosted Contact Centre support staff. To unlock an agent/supervisor account: 1. Navigate to the Agents tab in Configuration Manager. 2. Locate the agent account that requires unlocking. Figure 24: Unlocking an Agent Account 3. Click Unlock. To unlock an administrator role: 1. Navigate to the Security > Administrators tab in Configuration Manager. 2. Locate the administrator account that requires unlocking. Figure 25: Unlocking an Agent Account 3. Click Unlock. Version 8.4 Rev

60 Role Based Management Role Based Management in Hosted Contact Centre allows you to create roles, define privileges or permissions to manage varying scope of tenant configuration, add and assign administrators to these roles. Role Based Management allows a tenant to distribute the configuration management functionality among multiple roles. For example, you can define a Campaign Manager role with exclusive permissions to create, edit, delete, and control campaigns and restrict access to any other functionality in the Configuration Manager. To create this role, you have to grant permissions to the Campaigns object only. Super User Role vs. Custom Role Every Hosted Contact Centre tenant has a predefined Super User role that has unrestricted administrative rights to configure and manage all objects in the Configuration Manager. The Primary Administrator previously referred to as the Tenant Login automatically assumes the Super User role. You cannot edit or revoke permissions of the Super User role, but assign multiple administrators to the role. Any administrator in the Super User role inherits configuration rights to all administrative areas. When they log into the Configuration Manager, they have access to all the functionality allotted to the tenant. Figure 26: Primary Administrator's view of Configuration Manager Any administrator with permissions to the Security tab is capable of creating roles and administrators. You can create a Custom Role with custom privileges and assign administrators. A custom role is any role defined by an administrator, while the Super User role is system defined. An Administrator assigned to a custom role may be referred to as a Role Based Administrator. Based on the permissions, a Role Based Administrator may have full or partial configuration rights. When a Role Based Administrator logs into the Configuration Manager, they have access to areas granted for the role only. For example, a Campaign Manager who is granted Campaigns privileges sees this navigation bar in the Configuration Manager. Version 8.4 Rev

61 Figure 27: Role Based Administrator's view of Configuration Manager Features Role Based Management offers the following features: Ability to distribute tenant configuration among multiple roles and administrators. Ability to create and manage multiple administrator roles. Availability of predefined Super User role with unrestricted access to the tenant configuration. The tenant primary administrator inherits the Super User role. Ability to assign multiple administrators to the Super User role. Ability to assign administrative privileges to selective groups, or queues, or channels. Each administrator can assume a single role at a given time. Each role can have multiple administrators assigned to it. Password security policies common to agents and administrators. Ability to filter and sort roles list by different fields facilitating quick access to data. Ability to filter and sort administrators list by different fields. Process Overview Role based Management requires a tenant administrator to create a role, define permissions, add administrators, and assign one or more administrators to the role. The process involves the following steps: 1. Add a role and define permissions 2. Add an Administrator 3. Assign an Administrator to the role 4. Log in and validate permissions for the role Version 8.4 Rev

62 Add a Role A role is a set of administrative privileges or permissions in the Configuration Manager. Creating a role requires definition of permissions to list, view, create, edit, delete, and/or control a specified configuration object. For example, you can define a Campaign Manager role with permissions to create, manage, and supervise campaign functionality. The Security tab in the navigation bar provides tabs to create roles and administrators. By default, every tenant is bundled with a Super User role assigned to the Tenant Primary Administrator. A Super User role provides all permissions to configure tenant functionality. You can assign any number of administrators to the Super User role. To add a role: 1. Navigate to Security > Roles tab. 2. Click Add Role. 3. Enter a Role Name. 4. Determine the permissions to be given to the role. 5. Select functionality object/s and check the appropriate permissions. Note: Permissions to view, read, create, edit, delete, and control a functionality are available. The following table summarizes the role permissions. Table 12: Role Based Permissions Role Permission Description List Details Create Lists all the entities pertaining to an object. For example, List permission on the Agents tab allows an administrator to list all existing agents in the tenant. Allows to view details of each entity. For example, with the permission to view details, you can view an agent account details. Allows you to create a specific subset of a Menu Object functionality or an entire Menu Object. For example, you may create a role with permissions to create Inbound and Outbound queues, but not and Chat queues within Queues Menu Object. Edit Delete Allows you to edit a specific subset of a Menu Object functionality or an entire Menu Object. Allows you to delete a specific subset of a Menu Object functionality or an entire Menu Object. Version 8.4 Rev

63 Role Permission Control Description Allows you to control a Menu Object based on its functionality. Note: Control permissions are available to start, schedule, stop, pause, purge, and resume campaigns, import CRM data broadcast messages to agents and Supervisors Figure 28: Role Based Management 6. Click Save to add the role. The next step is to create a role based administrator, and assign a role. If you wish to reassign an administrator to another role. Version 8.4 Rev

64 Add an administrator An Administrator inherits permissions assigned to a role and can assume a single role at a time. You cannot assign multiple roles to an administrator, but multiple administrators may function in a single role. To add an Administrator: 1. Select Security > Administrators tab. Figure 29: Adding an Administrator 2. Click Add Administrator. 3. Enter the following mandatory fields: Field Name Description First Name Last Name Address Role User Name Password Enter the first name of the Administrator Enter the last name of the Administrator Enter an Id to communicate with the Administrator Select a role from the list of defined roles. Enter a User Name used to login to the administrator role Enter a password Note: Password should match the password policy requirements. Repeat Password Language Enabled Comment Confirm the password Enter a language of choice for the Administrator User Interface. Check enabled to activate the Administrator. Enter any comments 4. Click Save to create an administrator. Version 8.4 Rev

65 Assign Administrators After creating a role, you can assign an administrator to the role. The Administrator inherits all permissions assigned to the role. By logging into the Configuration Manager, the Role Based Administrator gets access to the functionality permitted for the role. You can also reassign an Administrator to a new role. To assign an Administrator to a Role: 1. Select Security > Roles tab. 2. From the Roles List, select a role to assign an administrator to. 3. Click Edit icon and Assignment tab. 4. From the Administrator List, select and assign an administrator to the role. Note: You can assign multiple administrators to a role, but assign only one role per administrator. Assigning a new role to an administrator removes him from the previous role. Figure 30: Assigning an Administrator to a Role 5. Save your changes. Log in and Validate Role Permissions After assigning an Administrator to a role, you can now login and validate the Role Based Administrator account has the intended permissions. To login as the new role based administrator: 1. Navigate to the Configuration Manager login page. 2. Enter the login credentials communicated to you. 3. Enter the Login ID as follows: Version 8.4 Rev

66 o If the login URL does not contain the tenant name add the tenant name in the Login Id as shown below. Login Id: as in Password: <AdministratorPassword> Figure 31: Login Screen for a Role Based Administrator o If the login URL includes the tenant name as, then enter the username alone. Login Id: <AdministratorUserName> as in nwayne Password: <AdministratorPassword> Note: If you set up the tenant password policy to automatically generate and communicate the login credentials to the address specified for the administrator, procure the username and the password from the . Upon logging in, you should see the permissions set for the role. Version 8.4 Rev

67 Figure 32: Role Based Administrator Checking Security Settings A Role Based Administrator can manage security settings such as changing password and setting up a security question using their profile settings. Figure 33: Accessing Security Settings for a Role Based Administrator Defining a Role with Granular Control Managing a large number of agents and queues in a contact centre can be challenging. You can now define administrator roles with granular control to administer and manage an individual agents group, a queue, or a channel. For example, if your contact centre experience large inbound call volume to support queue, you can create an administrator role to configure and manage the support queue exclusively. The following objects in the Configuration Manager offer individual settings for role permissions: Groups Allows you to control an individual group or selective groups Queues Allows you to control an individual queue or selective queues Channels Allows you to control an individual channel or selective channels To set up a role with granular control: 1. In the role permissions screen, select an object with individual settings. 2. Check the box under Use Individual Settings. Version 8.4 Rev

68 Figure 34: Editing Individual Settings 3. Click Edit Individual Settings link to make individual selections. 4. From the list of available items within the area, assign individual permissions. Figure 35: Assigning Individual Permissions 5. Click OK. The definition of individual settings is complete for the role. 6. Save the role and assign an administrator. Version 8.4 Rev

69 Reassigning an Administrator An administrator can assume a single role at a given time. You can reassign an administrator to a new role any time. To reassign an Administrator to a Role: 1. Select Security > Roles tab. 2. From the Roles List, select a role to assign an administrator to. 3. Click Edit icon or double click to open the role details. 4. Click Assignment tab. 5. From the administrators list, assign an administrator to the role. Figure 36: Reassigning an Administrator to a Role Note: You can assign multiple administrators to a role, but assign only one role per administrator. Assigning a new role to an administrator removes him from the previous role. Filtering and Sorting Roles If your Hosted Contact Centre defines numerous roles and administrators, you may find it hard to track them in a scrollable list. Role Based Management allows you to search and filter roles and administrators lists by specific criteria such as Role ID, Role Name, and Administrators. To filter roles list: 1. Navigate to Security > Roles tab. Version 8.4 Rev

70 2. Click Filter Roles List. 3. Specify the criteria to filter the roles from the drop-down menu. 4. Add the desired filtering criteria and select an appropriate parameter. 5. Click Filter. The search result shows. Sorting Roles List You can sort the Roles list in the desired order by applying sort parameters. You can sort by Role Name, Role ID, and number of Administrators assigned to a role by applying suitable parameters. You can sort the list in the ascending or descending order with just a single click on the header bar. You have the option to sort by multiple fields using Configure Sort option. To sort by a single field, click on the header bar for that field to sort in the ascending/descending order automatically. Figure 37: Sorting by a single field name To sort by multiple fields: 1. Click Configure Sort. Version 8.4 Rev

71 The Sorting dialog box appears. 2. Click Add Level to specify a field name and the order to sort by. 3. Add or Delete Levels to sort as you desire. 4. Click Apply. The sorted list shows. Filtering and Sorting Administrators List If your Hosted Contact Centre defines numerous roles and administrators, you may find it hard to track them in a scrollable list. Role Based Management allows you to search and filter Role Based Administrators list by specific fields. You can filter the Administrators list by Name, Username, Role, , Language, and if enabled or locked. To filter Administrators list: 1. Navigate to Security > Administrators tab. Version 8.4 Rev

72 2. Click Filter Administrators List. 3. Specify the criteria to filter the administrators from the drop-down menu. 4. Add the desired filtering criteria and select an appropriate parameter. For example: Role, equals, super user. 5. Click Filter. The search result shows. Sorting Roles List You can sort the Administrators list in the desired order by applying sort parameters. You can sort by Name, Username, Role, , Language, and if enabled or locked by applying suitable parameters. You can sort the list in the ascending or descending order with just a single click on the header bar. You have the option to sort by multiple fields using Configure Sort option. To sort by a single field, click on the header bar for that field to sort in the ascending/descending order automatically. Figure 38: Sorting by a single field name To sort by multiple fields: 1. Click Configure Sort. Figure 39: Sorting by multiple levels Version 8.4 Rev

73 The Sorting dialog box appears. 2. Click Add Level to specify a field name and the order to sort by. 3. Add or Delete Levels to sort as you desire. 4. Click Apply. The sorted list shows. Version 8.4 Rev

74 Defining a Custom SMTP Server By default, your tenant outbound communication is routed via the pre-configured Hosted Contact Centre internal SMTP servers. Hosted Contact Centre also offer the flexibility to configure a custom SMTP server for better security and HIPAA compliance. The tenants can leverage their own infrastructure and ensure delivery of s to the final recipient. Hosted Contact Centre establishes a secure connection with the tenant SMTP server. The SMTP server should be configured with authentication and STARTTLS to ensure s are not hijacked on its way to the tenant facilities. To configure a custom SMTP server: 1. Log into the Configuration Manager. 1. Navigate to Security > SMTP Server tab. Note: By default, your outbound communication is routed via the pre-configured Hosted Contact Centre internal SMTP servers. 2. Click or SMTP Server link. 3. Enter the following information: SMTP Server Description Definition Name Label for the SMTP server Server Name Name of the SMTP server as registered Port A specific port number that varies with the choice of connection security method. The default port for SMTP server is 25. Connection Security Select your preferred way to encrypt communication using SSL or TLS or STARTTLS. Authentication Authentication method that decides how to bundle the password. Method User Name User name for the address Password Password for the address Version 8.4 Rev

75 4. Enter an address to send a test mail and verify the SMTP server is configured correctly. 5. Click Test to verify the set up. If the configuration is correct, you should receive a test in the test account. 6. Set up this SMTP server as the default server. Note: If Hosted Contact Centre fails to deliver s when the remote SMTP server is down or when configuration parameters are invalid, Hosted Contact Centre attempts to determine the reason for failure and retries a few times before a sending failure notification. Version 8.4 Rev

76 Enhanced System Access Authentication Hosted Contact Centre allows users to connect to the tenant from anywhere in the world. We offer the ability to limit the access to a white list of IP addresses. A white list identifies secure IP addresses from which agents and administrators can connect to the Hosted Contact Centre network. Any login attempt outside of the white list is denied access and triggers a notification to the administrator notifying the unauthorized access. Features Ability to authorize specific IP addresses. Ability to list, add, edit, and delete allowed IP ranges. Ability to validate IP ranges (non-duplicate, valid start and end IP addresses, and non-negative range). Ability to enable/disable an individual IP address or a range of IPs. Ability to enforce the IP address restriction in Configuration Manager, Agent Console, and Wallboard. Ability to create an admin role and assign the IP address restriction permission to the administrator. Ability to notify administrators of an unauthorized access attempt by . By default, this option is disabled. Extended support for Single Sign-On (SSO) in Salesforce, Zendesk, and NetSuite. Limitations In this release, we only support IP version 4.0. To Create Authorized IP Address The Configuration Manager allows the administrator to create new entries for white list, edit and delete them using the Security page. To add an entry: 1. Log in to Configuration Manager as an administrator. 2. Navigate to Security and go to the IP Address Restriction tab. 3. Click or Add Allowed IP Range. Note: This feature only works with public IP addresses. If no IP address is selected, all IP addresses are allowed to access the tenant. Version 8.4 Rev

77 4. Enter Start IP and End IP address and type a Description. 5. Select This IP address is enabled to enable an individual IP address or a range of addresses. This feature is helpful if you like to grant access to an agent accessing from a remote location, or a consultant for a short period of time. 6. Click Save. If the agent tries to log in with a different IP address, a message appears showing that the access is denied. 7. Click or to edit and delete the IP addresses. How to Access the Hosted Contact Centre If Locked Out Contact the Business First Support Team to help you regain access to your Hosted Contact Centre. Version 8.4 Rev

78 Authorizing IP Access Via We offer the Configuration Manager administrator the ability to add/authorize an agent's IP address to Hosted Contact Centre via authorization. This feature enables agents using a new and unidentified IP address to connect to their tenant. The administrator controls the ability to send or block this notification. Note: The authorization is supported for Configuration Manager, Agent Console, and Wallboard access tokens. Features Automatic administrator receives an automatic when an agent is denied access. Quick access agent gains access as soon as administrator clicks a URL in the . Prevent spams only one notification is sent to the administrator per hour irrespective of the number of attempted logins. Improved security the authorization URL expires in 24 hours whether the administrator has authorized the address or not. Description a description added for the IP address allows administrator to keep a reminder for future references. How the process works 1. The agent tries to access Hosted Contact Centre from an unauthorized IP address, but the access is denied. 2. An notification is sent to the administrator containing information such as agent's user name, IP address, and the date of attempted access. The also contains a URL. Version 8.4 Rev

79 Note: Administrator must enable Send access control to receive s. 3. Administrator clicks the URL link in the to authorize the IP address. 4. Administrator receives a confirmation that the IP address is authorized successfully. Note: For security reasons, the URL expires after 24 hours. If the administrator uses the URL the second time or after the expiry, a message indicates the token has expired. The administrator receives the same message in both cases. 5. The agent can now log in using the IP address. Version 8.4 Rev

80 Creating Agent Functional Groups A Group is a collection of agents who report to a Supervisor. A single group may serve your entire call centre or be dedicated to one or more products, services, or queues, or to a specific communication channel such as phone, or , or chat. Use the Groups tab to create "containers" for agents who you want to manage on the basis of function, skill set, or some other categorization. As a member of an agents group, you can view the status and availability of fellow group members in the status tab of your Agent Console session. Using the Groups tab in the Configuration menu, you can: Add a group Edit or Delete a group Adding a Group Adding a group is a two step process. 1. Define group properties 2. Assign Outbound Phone Codes To add a new group: 1. Select Groups tab from the Configuration menu. 2. Click or Group link. 3. Enter a group name and add comments. Version 8.4 Rev

81 Figure 40: Adding a New Group 4. Click Save to navigate to Outbound Phone Codes tab. Outbound Phone Codes offer a means to set a specific calling line identifier (caller ID) and to set an optional outbound queue for outbound calls from your tenant. Outbound Phone Codes also may be used to track the purpose of an outbound call. For details on the functionality and configuration of Outbound Phone Codes, refer to Outbound Phone Codes Overview. Figure 41: Assigning an Outbound Phone Code list 5. Assign a code list from an existing list. 6. Click Save to successfully create a new group. Version 8.4 Rev

82 Editing a Group To edit a group: 1. Double click the desired group from the list view or click the Edit icon. Figure 42: Editing a Group Settings 2. Make the desired changes and save. Deleting a Group Deleting a group with assigned members requires you to reassign the members of the group to another group. To delete a group: 1. Select a group, and click delete icon. Figure 43: Deleting a Group Version 8.4 Rev

83 You are prompted to confirm your action. If the group has members, a message indicates the inability to delete the group. 2. Reassign the members to another group and then delete the group. For details on how to reassign an agent to a different group, refer to Reassigning an Agent's Group Membership. Reassigning an Agent's Group Membership To reassign an agent to a different group: 1. Click Agents from the Configuration menu. 2. Select an agent from the agents list and click Edit icon. 3. Assign the agent to a different group by selecting a group from the drop down menu. 4. Click Save. Version 8.4 Rev

84 Summary of Group Tab Options Table 13: Summary of Group page, Group tab options Group details page option Description Group Name Type a descriptive name for the group. For example, if you plan to use your Hosted Contact Centre to handle both sales and support interactions, in the Configuration Manager create both Sales and Support groups. Members of one group are not able to view members of any other group. Comment Type a description of the group's purpose of specialty. Filtering Group List If your Hosted Contact Centre has numerous groups, you may find it hard to track them in a scrollable list. You can search and filter Group list by specific fields such as Group Name, Comment, number of agents, and Assigned OutPhone List. To filter the Group list: 1. Navigate to Groups tab. A list of the existing groups shows. Figure 44: Filtering Group list 2. Click Filter Groups List. Figure 45: Selecting Filtering Criteria 3. Specify the criteria from the drop down menu to filter the group. Version 8.4 Rev

85 4. Add the desired filtering criteria and select an appropriate parameter. 5. Click Filter. Figure 46: Filtered List Sorting Group List You can sort the Group list in the desired order by applying sort parameters. You can sort by Group Name, Comment, Number of agents, and Assigned OutPhone List by applying suitable parameters. You can sort the list in the ascending or descending order with just a single click on the header bar. You have the option to sort by multiple fields using Configure Sort option. To sort by a single field, click on the header bar of a field. The list sorts automatically in the ascending or the descending order based on the content of the field. Figure 47: Sorting by a single field name Version 8.4 Rev

86 To sort by multiple fields: 1. Click Configure Sort. Figure 48: Sorting by multiple levels The Sorting dialog box appears. 2. Click Add Level to specify a field name and the order to sort by. 3. Add or Delete Levels to sort as you desire. 4. Click Apply. The sorted list shows. Version 8.4 Rev

87 Configuring an Agent Account Defining an agent in Hosted Contact Centre requires setting up account information, setting up phone connectivity details, outbound calling preferences, assigning queues, assigning supervisor privileges, and ability to view case and contact management data. Using the Agents tab in the Configuration menu, you can: Add new agents Edit and delete existing agents Adding an Agent Adding an agent involves: 1. Defining agent account properties 2. Configuring the phone connection 3. Assigning agents to queues 4. Assigning supervisor privileges 5. Defining access to case and contact management data 6. Defining the number of concurrent chat interactions an agent can handle To access the Agents page: 1. In the Configuration menu click Agents to display a list of agents. Figure 49: Home Page, Agents tab 2. In the list view: Click Agent to create a new agent. Click Edit icon to view or modify an existing agent settings. Click Delete icon to delete an existing agent. If you wish to Add or Edit an agent, the Configuration Manager displays the Agent's details page. In the Agent details page, tabs enable you to completely configure an Agent's account. 3. After configuring agent settings, click Save to apply the changes. If you navigate away from a Configuration Manager tab without saving changes, the changes are lost. Version 8.4 Rev

88 Configuring Agent Identification and Preferences An agent account requires login credentials to login to the Agent Console. The General tab allows the administrator to specify an agent's user information including the agent login credentials, address, group assignment and more. To add an agent: 1. Click Agents from the configuration menu. 2. Configure an agent account by defining the settings explained in the following sections. To define agent identification and preferences: 1. Click Agents tab in the Configuration Menu. The list view appears listing all existing agents. 2. In the list view, click Agent to add a new agent. The General tab opens. Figure 50: Agent Page, General tab 3. Enter the following information. Table 14: Summary of Agent page, General tab options General tab option Description Enabled Allows the agent to log in to Agent Console using the agent's user name and password. First Name Last Name Type the agent's first name. Type the agent's last name. Version 8.4 Rev

89 General tab option Description Address Language Username Password, Retype Password Agent Group Interaction offer timeout Status-change Coding Agent can change queue assignments Type the address the Hosted Contact Centre uses to send agents copies of their direct access voice mail messages. Choose the language used by the Agent Console interface. Type the account name the agent must use to log into the Agent Console. Agent user names are case sensitive: When an agent logs into his or her Agent Console, she must use the same combination of upper and lower-case characters as those in the Username text entry area. Type the password the agent must use to log into the Agent Console. After logging in to the Agent Console for the first time, an agent can use the My Profile page to change his or her password. Contact centre administrators can use the Password text entry areas to change or reset an agent's password. Choose the agent's group assignment. See Copy Details From, described later in this table. Specify the duration in seconds an agent is offered an interaction before the interaction times out. After the specified time, the agent status changes to Break automatically. Indicates the agent has no status code list assigned while defining a new agent. Note: If an existing agent is assigned with a code list, the code list name shows here. Control an agent's ability to change queue assignment from the agent profile. Activate pulling By default, the Hosted Contact Centre presents s to agents on the basis of first-in-first-out. To enable the agent to instead selectively retrieve Ppll messages from his or her queues, select Activate pulling . Activate Collaborate To enable the Agent to use the Collaborate feature to connect to customer computers for purposes of providing hands-on assistance, select Activate Collaborate. If enabled, disables Option menu from the control panel during an interaction. Disable option menu The Options menu in the Agent Console gives access to transaction codes, dial pad, and call recording options during a call. If checked, does not show the Options menu during a call. Enable Agent's My Recording Functionality Comment It allows agent's My Recording Functionality in the Agent Console. This option is not available for the new agent accounts. Type a description of this agent. 4. Click Save. Version 8.4 Rev

90 Configuring Phone Properties The Phone tab allows you to define agent phone settings, outbound calling preferences, specify direct agent access details, and call recording settings. The settings in the Phone tab are categorized into: Work Place: An agent requires a standard wired, or cellular, or VOIP phone to process phone interactions. The Work Place settings allow you to define phone specific information for the agent. You can also control the ability of an agent to change his phone number or SIP Phone URI from the Agent profile. Direct Agent Access: The settings allow you to activate direct agent access for an agent, enter an extension number to reach an agent directly bypassing the IVR, and activate the agent's voic . Outbound Calling: Outbound Calling preferences let you select a dial plan per agent to translate outbound dialing numbers, and allow you to define a custom Calling Line ID for all calls placed by the agent. Automatic Call Recording: If call recording is permitted for the tenant, you can specify the desired percentage of inbound, outbound, and direct agent access calls to record. Agent's Recording Controls: These settings determine if an agent can record calls or not. To configure phone related settings: 1. Click Phone tab. 2. Enter or select the desired settings from the available options: Table 15: Summary of Agents > Phone tab Phone Tab Options Description Work Place Use Phone Number If the agent uses a standard wired or cellular telephone, then in the Phone number text entry area type the full number of that telephone. In the United States, phone numbers must be of the form: 1+three-digit area code+seven-digit phone number Version 8.4 Rev

91 Phone Tab Options Description In the United States, when typing numbers into Agent Console text entry areas, always preface the area code with 1. Note: NANP dial plan translates phone numbers without the prefix as well. Outside the United States, must be of the form: Country Code+phone number The Hosted Contact Centre uses that number to connect Phone interactions to the agent's telephone. If permitted, agents may use the Agent Console, My Profile tab, to change their phone number at any time If the agent uses a VoIP telephone, see SIP Phone URI, described later in this table. Use SIP Phone URI If the agent uses a VoIP telephone, then in the SIP phone URI text entry area type that VoIP phone's full URI. The Hosted Contact Centre uses that URI to connect Phone interactions to the agent's VoIP telephone. If permitted, agents may use the Agent Console, My Profile tab, to change their phone number at any time. If the agent uses a standard wired or cellular telephone, see Phone number, described earlier in this table. Allow agent to change phone Number Allow agent to change SIP Phone URI Control agents' ability to change phone number. If checked, allows agents to change phone number from the agent profile. Control agents' ability to change phone number. If checked, allows agents to change SIP Phone URI from the agent profile. Direct Agent Access Activate Direct Agent Access Number Enable a caller to use an extension number to directly contact this agent. Enter a two to eight-digit extension to reach the agent directly. Direct Access Number Activate Agent's voic If checked, activates an agent's voic and routes direct agent access calls to agent's voic if the agent fails to accept an interaction within the interaction offer time out period. The Hosted Contact Centre uses the address specified in the Agents page, General tab, to Direct Agent Access voice mails to the Agent. Note: If the agent's telephone has a private voice mail box, ensure that the Hosted Contact Centre voice mail time out threshold occurs before the agent's voice mail box seizes the call. Outbound Calling Outbound Phone Codes By default, an agent inherits the Outbound Phone Code List assigned to the group he/she belongs to. You can change the selection here. Version 8.4 Rev

92 Phone Tab Options Description Calling Line ID Dial Plan Automatic Call Recording % of inbound calls Select an Outbound Phone Code list or None from the drop down menu to indicate a calling Line ID for outbound calls. Select a Calling Line Id for all outbound calls placed by the agent. You can select from: the channel numbers, or agent's phone number, or anonymous Note: The agent's Calling Line ID is overridden by Calling Line Id set by Outbound Phone Codes. Choose a Dial Plan to translate outbound dialing numbers. Select from International Numbering Plan, or North American Numbering Plan, or any custom plan defined for the tenant. For details on dial plan, refer to Specify the percentage of automatic call recording for the agent. Enter a percentage of inbound, outbound, and direct agent access calls. % of outbound calls % of direct agent access calls Agent Recording Controls Agent is able to start recording Agent does not have recording controls Agent is able to start and pause recording While on a call, an agent can start recording the call anytime. The recording ends on terminating the call. Prevents an agent from recording a call by taking away the recording control in the Control Panel. A call may still be recorded based on the automatic call recording settings. An agent can start and pause recording a call any number of times. An agent may be denied recording rights with certain IVR settings. Visual feedback in the Control Panel always reflects the true recording status. 3. Click Save to save the settings. The next step is to assign queues to the agent. Version 8.4 Rev

93 Assigning Agents to Queues All interactions flowing into the Hosted Contact Centre are channeled through queues. The queues in turn direct them to agents based on the skill level and availability. An agent has to be a member of a queue to receive any interaction from the queue. The Queues tab allows you to assign the selected agent to previously defined phone, , chat, and voice mail queues. Once assigned, the agent receives Interactions channeled through these queues. To define queue assignments: 1. Click the Queues tab. Figure 51: Agents page, Queues tab 2. Assign the agent to the desired queues. Table 16: Summary of Agents page, Queues tab options Queues tab Description option Assign All Enable All Selection check box Select the option to assign an agent to all the available queues defined in the tenant. Enables interactions from all queues automatically on assigning. For custom queue assignments, select individual queues, specify the agent's skill level, and assign. You can assign agents to queues at the same time you create the queue. For information about assigning agents to a phone queue as part of queue creation, see Selecting Phone Queue Members, on page 99. The same concept applies to all other types of Hosted Contact Centre queues. Skill Level Refers to the skill level of the agent. An agent's skill level may be High, Medium, or Low. The skill level determines the routing of calls within a queue. Hosted Contact Centre attempts to direct interactions to an agent with a higher skill levels before directing them to an agent with a lower skill level. Version 8.4 Rev

94 Queues tab Description option Assigned Enabled If checked, assigns an agent to the selected queue and automatically enables interactions from the queues. Allows the agent to receive interactions from a selected queue. 3. Click Save to save your settings. The next step is to define supervisor privileges for the agent. Specifying Supervisor Rights to an Agent You can grant special privileges to an agent and allow agents to perform as supervisors of Hosted Contact Centre. A supervisor has all the rights of an agent in addition to the ability to: create and delete FAQ categories and answers monitor agents, queues, groups, and campaigns create and run historical reports for contact centre metrics In addition to supervisory features, agent supervisors may choose to perform, or at least guide and validate the use of, certain operations, such as agent profile configuration, that agents have access to. These include the following agent-optional features: Deleting customer and case records from the local CRM Pulling and deleting pending interactions from a queue Using the Monitoring tab to remove agents from queue assignments The Supervisor tab allows you to grant supervisor privileges to an agent, and allow permissions to monitor groups, queues and campaigns. Version 8.4 Rev

95 To enable supervising ability for an agent: 1. Click the Supervisor tab. Configuration Manager displays the available options for a supervisor. Figure 52: Agents page, Access tab 2. Check the option This user is supervisor. Additionally, you can enable the following options: Allow this Supervisor to monitor calls: To allow this supervisor to join agents' phone calls in progress for monitoring purposes. Restrict report privileges: To restrict the data a Supervisor views in historical reports to the groups and queues the Supervisor monitors, or is a member of. To specify groups, or queues, or campaigns to supervise: 1. Select the corresponding tab from Queues, Groups, or Campaigns. 2. Select Assign All to assign all the listed entries. OR 3. Make individual selections. Version 8.4 Rev

96 Figure 53: Assigning Supervisor Rights to an agent You can also sort or filter entries in the list. 4. Click Save. Specifying CRM Properties Access to the data allows agents and supervisors to manage cases, customers, and tasks. The Internal CRM tab allows you to define an agent's ability to view, create, edit, and delete cases, customers, and tasks. To define an agent's permissions to CRM data: 1. Click Internal CRM tab. Figure 54: Defining an agent's permissions to CRM data 2. Assign the desired permissions to the agent. Version 8.4 Rev

97 Table 17: Summary of Agents page, Internal CRM tab options Internal CRM tab option Description Case Select or change permissions to enable for case data. View Case Create Case Edit Case Delete Case Create a Follow-up Change Status Permissions to view, create, edit cases and create a follow up are granted by default and cannot be edited, while permissions to delete a case and changing the status of a case can be edited. Note: To revoke or edit the default permissions for case, you have to unsubscribe the agent from all queues to avoid any conflict. Configuring Local CRM, on page 194 Customer Task Select or change permissions to view, modify, and delete customers data. View Customer Create Customer Edit Customer Delete Customer Select or change from the following permissions to define an agent's access to Task data. View Task Create Task Edit Task Delete Task Change Status For more information about configuring the CRM, see Configuring Local CRM, on page 194 Version 8.4 Rev

98 Defining Multi-Chat for Agents An agent can handle up to six concurrent chats with customers at any time. The Interaction tab allows you to configure the number of chats for each agent. You can also enable agent to agent chat from within the Interaction tab. There is no limit for the number of agent-to-agent chats. To configure multi-chat for an agent: 1. Click Interactions tab. Figure 55: Defining an agent's number of chats 2. Click the Max # of concurrent chats and select a number from the list. 3. Click Save. Accessing Agent Recording Files You can use any secure FTP client to download recorded agent interactions from your tenant. For information about recording agent interactions, see Specifying the Percentage of Agent Interactions to Record with the Recording Tab, on page 1. Configuring a Secure FTP Client You can use any secure FTP client to download call recordings of agents. FileZilla and Core FTP are two such FTP clients available for download at no charge. FileZilla, available from Core FTP LE, available from Version 8.4 Rev

99 Table 18: List of secure FTP configuration requirements FTP Setting Description Host name In Canada, type hccftp.sasktel.com Username The username you type in the Configuration Manager User Name text entry area. For example, if you log in to the Configuration Manager as ExampleName, then type the same username in your FTP client. Password The password you specified in, Home page, Profile tab, SFTP Password text entry areas. See "Summary of Profile Tab Options" on page 22. Version 8.4 Rev

100 Using FileZilla to Download Audio Files Figure 56: FileZilla 3 Site Manager, secure FTP settings for a tenant In your FileZilla Site Manager, refer to Table 18for information about the User and Password text entry areas. Version 8.4 Rev

101 Using Core FTP LE to Download Audio Files Figure 57: Core FTP LE 2 Site Manager, secure FTP settings for a tenant In your Core FTP LE 2 Site Manager, refer to Table 18for information about the User and Password text entry areas. Browsing and Locating Recording Files You can browse and locate your contact centre s call recordings stored under your tenant directory. Your Hosted Contact Centre tenant saves and stores each day's recording files in a time-stamped directory named Syyyymmdd, where yyyy specifies the year, mm specifies the month, and dd specifies the day. In addition, a date- stamped index file is generated at the local tenant time between 12 am and 1 am at the end of each day. Each index file contains meta data about the call recordings. A Hosted Contact Centre tenant stores each day's recording files in a time-stamped directory named Syyyymmdd, where yyyy specifies the year, mm specifies the month, and dd specifies the day. At the root level, the tenant directory consists of: An Index directory which contains one or more date-stamped, comma-separated values (CSV) index files named Iyyyymmdd.csv, where I indicates index. Time stamped subdirectories grouped by day. Each subdirectory contains one or more time-stamped WAV audio files and index files with meta data about the audio files. Audio files are named Version 8.4 Rev

102 Ryyyymmddttttttssss.wav, where R indicates recording, and the timestamp includes the date (yyyymmdd) and 24-hour UTC (Coordinated Universal Time) tttttt when the file was recorded by hour, minute and second, and ssss indicates a sequence to differentiate multiple files recorded at the same second. The directory structure of call recordings may be represented as follows: Note: The filenames and subdirectory names are time stamped by UTC and not by the local tenant time. Locating Call Recordings Locating your call recordings requires understanding the time difference between your local tenant time and UTC. For example, if your tenant is located in the Pacific Daylight time zone, you are behind the UTC by 7 hours. At 12 am UTC, you local tenant time is 5 pm PDT. The illustration below shows how the PDT time chart overlaps the UTC time chart. Version 8.4 Rev

103 To obtain recordings of your tenant for 06/06/2012, download recordings in subdirectories S and S The calls recorded after 5 pm PDT on 06/06 are stored under the subdirectory S Note: The daily recording batch index file created between 00:00 and 01:00 local tenant time will likely reference calls in two different "UTC daily" sub-directories unless your local tenant time happens to be UTC. To access the Index files: 1. Double-click the Index directory. The directory consists of index files time stamped by day. You may view or download the index files in the directory. Note: Index files for a specific day are stored under the relevant subdirectory as well as the index directory. Two types of index files exist - one file contains more details than the other. Version 8.4 Rev

104 Each CSV index file lists the following information about that day's agent recording files: o o o o o o o o o o o o o o o o o o CALL TYPE: Inbound Outbound, or Direct Agent Access call. START TIME, STOP TIME: Local Tenant Time at which the call was answered and terminated by the agent. AGENT NAME: Name of the agent who took the call. CUSTOMER NUMBER: Phone number associated with the customer. PHONE CHANNEL: Phone Channel number processing the call. CALLED NUMBER: Applicable to outbound calls. A phone number to which a call was placed. CASEID: Case number associated with the caller. DURATION: Duration of the phone call. FILENAME: Filename of the audio recording of the call. DIRECTORY: The sub directory in which the audio recording of the call is stored. ACCOUNT: Account number associated with the caller. START TIME UTC: Time represented in UTC at which the call was answered by the agent. STOP TIME UTC: Time represented in UTC at which the call was terminated by the agent. QUEUE: Queue type indicates outbound or inbound queue. QUEUE NAME: Name of the queue the call was channeled to. TRANSACTION ID: Unique number that identifies the phone call. EXTERNAL VARIABLE 1&2: Data collected during the Interactive Voice Response. OUTDIAL CODE: Codes associated with outbound calls. Version 8.4 Rev

105 o WRAP UP CODE: Codes representing the call outcome. 2. Go to the specified directory and download the call recording files. You can view the CSV index file in most spreadsheet programs including Microsoft Excel or OpenOffice Calc. Downloading Agent Call Recordings You may download the index files and the call recordings by folders or by individual files. To download call recordings or index files: 1. Select the directory and right click. 2. Select Download option from the menu. The SFTP client indicates a successful transfer. To play downloaded call recordings, select a WAV file and double click to play the recording. Version 8.4 Rev

106 Creating and Configuring Queues A queue is an ordered collection of interactions waiting to be served by agents qualified to respond to these interactions. In addition to enabling the call centre administrator to customize how incoming interactions are prioritized and routed, queues also ensure that interactions are never lost or discarded. Queues serve to present interactions flowing into the Hosted Contact Centre to agents based on skill set and availability. The Queues tab in the Configuration menu allows you to: create, edit, and delete queues of all media assign agents to queues define targeted service level Configuring a queue varies based on the media of the queue. In the following sections, we discuss how to: set up an inbound phone queue set up an outbound phone queue set up a chat queue set up an queue set up a voic queue To access the Queues pages: 1. In the Configuration menu, click Queues to display a list of queues. Figure 58: Queues Main page 2. In the list view: Click or media type to add a new queue. For example, click Inbound Phone to create an inbound phone queue. Double click or click Edit icon to view or modify an existing queue. Click Delete icon to delete an existing queue. 3. Configure the queue settings and save. For details on setting up a queue, refer to the following sections. Version 8.4 Rev

107 Creating or Editing Phone Queues Configuring an inbound phone queue consists of the following tasks: Defining queue properties Assigning agents to the queue Configuring Phone Queue voice mail Defining default interaction priority within the queue Defining targeted Service Level Agreements (SLA) Adding an Inbound Phone Queue Hosted Contact Centre categorizes phone queues by the direction of phone calls. An Inbound Phone Queue accepts incoming phone calls and directs them to appropriately skilled agents. Agents process these phone calls or reject them routing them back to the queue, thus ensuring calls are not discarded. An Outbound Phone Queue processes all outgoing interactions including campaign calls, Click to Dial calls, and Web Callback calls. Defining an inbound phone queue involves the following steps: Specifying Queue Properties Adding Members Enabling Voice Mail Defining Interactions Priority Determining a Targeted Service Level Defining an inbound phone queue begins with specifying primary properties such as queue name, default priority, post-processing time out, and more. The Properties tab allows you to specify these properties. To define queue properties: 1. Click Queues in the Configuration menu. 2. Click or Inbound Phone in the Queues main page. The Properties tab for the inbound queue opens. Version 8.4 Rev

108 3. Enter the desired properties. Table 19: Summary of Queues page, Properties tab options Properties tab option Description Queue type Read-only reminder of the type of queue. Queue direction Specifies if it is inbound or outbound. Applicable to phone media only. Queue name Type the name of the queue. Default Priority Choose the priority for this queue, where 1 specifies lowest priority and 10 specifies highest priority. This defines the priority for interactions of all media. Transfer Incoming Calls To By default, Hosted Contact Centre prioritizes the queues as follows: Phone queue= 8 (highest default priority) Chat queue= 6 Voic queue = 4 queue = 2 (lowest default priority) Based on your business needs, you can assign the desired priority for each queue. To have the Hosted Contact Centre transfer phone interactions from this queue to an external telephone number (one not being managed by the contact centre), select Transfer Incoming Calls To then type the external telephone number as follows: In the United States: 1+three-digit area code+seven-digit phone number Outside the United States: Country Code+phone number May contain optional dashes, spaces, or parentheses Version 8.4 Rev

109 Properties tab option Post Processing Timeout Description Choose how much time Hosted Contact Centre waits before assigning a new interaction from the queue to an agent who has just completed an interaction. The post processing timeout enables agents servicing the selected queue to perform any necessary post-interaction tasks before receiving a new interaction. Choose Manual to enable agents assigned to this queue to use their Agent Console to explicitly make themselves available for new interactions. Voice Recording % Specify the percentage of interactions from this queue recorded by the Hosted Contact Centre. Waiting Music Choose the audio file played when a caller must wait for an agent to become available. The Waiting Must lists all files defined in the Audio Files tab. For more information about the Audio Files tab, see Configuring Recorded Greetings, on page Click Save. After specifying the queue properties, you are now ready to assign members to the queue. Selecting Phone Queue Members Assigning members to a queue allows them to process inbound interactions entering the queue. The queue routes inbound phone calls based on the members' skill set. Use the Phone Queue, Members tab to add or remove agents. To assign members to a phone queue: 1. Select a queue and click Members tab. A list of existing agents appear. 2. Click Assign All to assign all the agents to the queue OR select the desired agents individually. 3. Choose the skill level of the agent from High, Medium, or Low. Version 8.4 Rev

110 Skill Based Routing assigns an interaction to an agent with a higher skill level before offering it to agents with lower skill level. 4. Select Enable All or enable the desired agents individually to activate routing of interactions from this queue to the selected agents. Table 20: Summary of Phone Queue page, Members tab options Phone queue, Members option Description Agent list Skill Level For the selected queue, in the list of agents: Select the Assign All to assign all agents to the queue Select an individual agent to add that agent to the queue Choose High, Medium, or Low. Hosted Contact Centre Skill Based Routing assigns an agent with a higher skill level to an interaction before an agent with a lower skill level. Enable All To activate routing of interactions from this queue to an agent assigned to the queue, select Enabled. 5. Click Save. Configuring Voice Mail for a Phone Queue Stagnating calls in a queue for too long is not desirable to callers. So, you can direct calls waiting in a queue longer than a specified time to voice mail allowing callers to leave a voice mail. Use the Phone Queue, Voice Mail tab to configure the Voice Mail behaviors for the selected queue. The Voic tab allows you to: enable voice mail for a queue specify a duration after which to direct the waiting calls to voice mail select a message for voice mail and select a voice mail queue to direct the calls to To configure voice mail for a queue: 1. Click Voice Mail tab. 2. Select or Enable voice mail settings as follows: Table 21: Summary of Phone Queue page, Voice Mail tab options Phone Queue, Voice Mail tab option Description Enable Voice Mail Force Voice Mail after Select to enable Voice Mail for this Phone Queue. Choose how much time Hosted Contact Centre permits a caller to wait before Version 8.4 Rev

111 Phone Queue, Voice Mail tab option Voice Mail Message Route Voice Mail to queue Description redirecting the call to an Hosted Contact Centre Voice Mail Queue. Choose the recorded message Hosted Contact Centre plays when redirecting a caller to a Voice Mail queue. Choose an Hosted Contact Centre voice mail queue. 3. Click Save. Configuring Phone Queue Interactions You can set custom priority to interactions in the queue based on specific conditions. You can specify conditions which when met by an interaction can take a higher or a lower priority than the default priority set for the queue. To use the Interactions feature, you must be using the local CRM. If you are using the Local CRM, use the Phone Queue, Interactions tab to customize how the selected queue prioritizes specific types of interactions. For example, AcmeJets has an inbound support queue whose default priority is set to 6. This queue handles support enquiries from all customers. To better serve its premium customers before others, AcmeJets can define a higher interaction priority for interactions from Premium customers by setting a condition to determine the customer type. When an interaction meets the condition, the default interaction priority overrides the default priority of the queue thus allowing agents to serve the premium customers faster. To define custom priority for interactions: 1. Click Interactions tab. Figure 59: Queues > Inbound Phone Queue > Interactions tab 2. Set a value for Default Interaction Priority within the Queue. Version 8.4 Rev

112 3. Define an interaction rule to specify a matching condition. a. Click or Add. Figure 60: Adding a new Interaction Rule b. Select a CRM field from the list and specify a value. c. Set a value for interaction priority for calls matching the rule. d. Check Enable Priority Routing Rule option to activate the rule. e. Click Add this Rule. Figure 61: A Queue with an interaction rule 4. Add one or more rules. 5. Click Save. Version 8.4 Rev

113 Table 22: Summary of Phone Queue page, Interactions tab options Interactions tab option Description Set default interaction priority within the queue To customize the priority for specific types of interactions within this queue, choose a non-default priority level, then in the condition area; specify the conditions that will receive the non-default priority. In the list, 1 equals lowest default interaction priority, 100 equals highest interaction priority. Add, Edit, Delete If the value of the field Click on the respective icons to create modify, or remove an interaction priority rule. Choose a local CRM field definition. Your choice enables the options available in the equals list, described in the next table row. For more information about CRM fields, see CRM Custom Fields, on page 196. equals Choose a field value from the list. The choice in the if the value of the field list, described in the preceding table row, determines the choices available in the equals list. For example, if Customer Type equals Platinum then set interaction priority to 90. set interaction priority to Choose the interaction priority applied when the conditions specified in the if the value of the field list and equals lists is true. Enable priority routing rule Select to enable Hosted Contact Centre the rule. Version 8.4 Rev

114 Defining Service Level Agreements Service Level Agreement (SLA) defines target performance metrics of a queue. This includes percentage of calls processed within a specified time interval. You can set a target service level for each queue and evaluate the service level periodically. You can also set up an alert notification if the service level falls below the specified threshold. To define Service Level Agreement for a phone queue: 1. Click SLA tab for the queue. Figure 62: Inbound Phone Queue > SLA Tab 2. Enter the values as defined below. Table 23: Summary of Phone Queue page, SLA tab options SLA tab option % of interactions should be processed within Evaluate service level every Description To specify the Service Level Agreement (SLA) threshold for the selected queue: 1. In the % of interactions text entry area, type a percentage value as an integer from 0 to 100-percent. 2. In the processed within text entry area, type an integer number to indicate the time interval. 3. Choose the units of time specified by this value in the next step. 4. In the units of time list, choose the time unit specified by the processed within text entry area. Valid time intervals are: For Phone and Chat queues, Seconds, Minutes, or Hours For and Voice Mail queues, Minutes or Hours Choose how frequently Hosted Contact Centre compares the queue's performance to the SLA threshold specified for the queue. Send notification Type one or more comma-separated addresses that should receive to notifications from the Hosted Contact Centre if the queue's performance level has fallen below the performance threshold specified for the queue. 3. Click Save to save the queue configuration. With this step, the queue configuration is complete. Version 8.4 Rev

115 Creating or Editing an Outbound Queue In Hosted Contact Centre, an outbound queue is used to channel agent initiated outbound calls to the destination. These calls may be: Agent dialed from the Control Panel: Requires configuring via Outbound Phone Codes Web Call back requests: API accepts Queue ID as a parameter Click to Dial : API accepts Queue ID as a parameter Campaign calls: Requires to be directed via an Outbound Phone queue When an outbound call directs through a queue, an agent's status changes to busy preventing any calls being offered to the agent. Defining an Outbound Phone Queue involves: Defining primary properties of the queue Assigning agents to the queue Determining targeted service level Defining Campaigns Adding an Outbound Phone Queue Hosted Contact Centre categorizes phone queues by the direction of phone calls. An Inbound Phone Queue accepts incoming phone calls and directs them to appropriately skilled agents. Agents process these phone calls or reject them routing them back to the queue, thus ensuring calls are not discarded. An Outbound Phone Queue processes all outgoing interactions including campaign calls, Click to Dial calls, and Web Callback calls. Defining an outbound phone queue begins with specifying primary properties such as queue name, default priority, post-processing time out, and more. The Properties tab allows you to specify these properties. To define an outbound phone queue: 1. Click Queues from the Configuration menu. 2. Click or Outbound Phone in the Queues main page. The Properties tab for the outbound queue opens. Version 8.4 Rev

116 3. Enter the desired properties. Table 24: Summary of Queues page, Properties tab options Properties tab option Description Queue type Queue direction Queue name Default Priority Read-only reminder of the type of queue. Specifies if it is inbound or outbound. Applicable to phone media only. Type the name of the queue. Choose the priority for this queue, where 1 specifies lowest priority and 10 specifies highest priority. This defines the priority for interactions of all media. By default, Hosted Contact Centre prioritizes the queues as follows: Phone queue= 8 (highest default priority) Chat queue= 6 Voic queue = 4 queue = 2 (lowest default priority) Based on your business needs, you can assign the desired priority for each queue. Post Processing Timeout Choose how much time Hosted Contact Centre waits before assigning a new interaction from the queue to an agent who has just completed an interaction. The post processing timeout enables agents servicing the selected queue to perform any necessary post-interaction tasks before receiving a new interaction. Choose Manual to enable agents assigned to this queue to use their Agent Console to explicitly make themselves available for new interactions. Voice Recording % Specify the percentage of interactions from this queue recorded by the Hosted Contact Centre. 4. Click Save. After specifying the queue properties, you are now ready to assign members to the queue. Version 8.4 Rev

117 Assigning Agents to a Phone Queue Assigning members to an outbound queue allows them to process campaign calls and Web callback requests entering the queue. The queue routes these outbound phone calls based on the agents' skill set. Use the Phone Queue, Agents tab to add or remove agents. As a member of an outbound queue, an agent is offered: Campaign Calls Web Callback requests from customers To assign members to an outbound phone queue: 1. Select a queue and click Agents tab. A list of existing agents appear. Figure 63: Phone queue page, Members tab 2. Click Assign All to assign all the agents to the queue OR Select the desired agents individually. 3. Choose the skill level of the agent from High, Medium, or Low. Skill Based Routing assigns an interaction to an agent with a higher skill level before offering it to agents with lower skill level. 4. Select Enable All or enable the desired agents individually to activate routing of interactions from this queue to the selected agents. Version 8.4 Rev

118 Figure 64: Assigning Members to a Queue Table 25: Summary of Phone Queue page, Members tab options Phone queue, Members option Description Agent list Skill Level For the selected queue, in the list of agents: Select the Assign All to assign all agents to the queue Select an individual agent to add that agent to the queue Choose High, Medium, or Low. Hosted Contact Centre Skill Based Routing assigns an agent with a higher skill level to an interaction before an agent with a lower skill level. Enable All To activate routing of interactions from this queue to an agent assigned to the queue, select Enabled. 5. Click Save. Version 8.4 Rev

119 Defining Service Level Agreements (SLA) Service Level Agreement (SLA) for a queue defines target performance metrics of a queue. This includes percentage of calls processed within a specified time interval. You can set a target service level for each queue and evaluate the service level periodically. You can also set up an alert notification if the service level falls below the specified threshold. Delete this text and replace it with your own content. To define Service Level Agreement for a phone queue: 1. Click SLA tab for the queue. 2. Enter the appropriate values as defined below: Table 26: Summary of Phone Queue page, SLA tab options SLA tab option % of interactions should be processed within Evaluate service level every Description To specify the Service Level Agreement (SLA) threshold for the selected queue: 1. In the % of interactions text entry area, type a percentage value as an integer from 0 to 100-percent. 2. In the processed within text entry area, type an integer number to indicate the time interval. 3. Choose the units of time specified by this value in the next step. 4. In the units of time list, choose the time unit specified by the processed within text entry area. Valid time intervals are: For Phone and Chat queues, Seconds, Minutes, or Hours For and Voice Mail queues, Minutes or Hours Choose how frequently Hosted Contact Centre compares the queue's performance to the SLA threshold specified for the queue. Send notification Type one or more comma-separated addresses that should receive to notifications from the Hosted Contact Centre if the queue's performance level has fallen below the performance threshold specified for the queue. 3. Click Save. Version 8.4 Rev

120 Viewing Campaign Assignments Hosted Contact Centre requires you to direct all campaign calls through outbound queues. While defining a campaign, you must specify an outbound queue to direct the calls to. When a campaign executes, a target call list fetched from a CRM is fed to an outbound queue. The queue offers calls to its members based on skill set and availability. The Campaigns tab for an existing outbound phone queue shows the campaigns assigned to the queue. The list shows all new, running, completed, purged, stopped campaigns. Configuring Queues Hosted Contact Centre supports media allowing agents to process interactions in a timed manner similar to processing phone calls. s directed to a specified address of your contact centre enter an queue. The queue in turn offers these interactions to its members based on their skill set and availability. You can set up any address to serve as your channel. Configuring Hosted Contact Centre queues involves: Defining Queue Properties Selecting Queue Members Configuring Message Priorities Configuring Targeted Service Level Agreements (SLA) Version 8.4 Rev

121 Defining Properties of an Queue Defining an queue begins with specifying primary properties such as queue name, default priority, post-processing time out, and more. The Properties tab allows you to specify these properties. Use the Queue, Properties tab to specify the primary properties of the queue. To define queue properties: 1. Click Queues in the Configuration menu. 2. Click or in the Queues main page to add a new queue. The Properties tab for the queue opens. 3. Enter the desired properties. Table 27: Summary of Queues page, Properties tab options Properties tab option Description Queue type Queue name Default Priority Read-only reminder of the type of queue. Type the name of the queue. Choose the priority for this queue, where 1 specifies lowest priority and 10 specifies highest priority. This defines the priority for interactions of all media. By default, Hosted Contact Centre prioritizes the queues as follows: Phone queue= 8 (highest default priority) Chat queue= 6 Voic queue = 4 queue = 2 (lowest default priority) Based on your business needs, you can assign the desired priority for each queue. Post Processing Timeout Choose how much time Hosted Contact Centre waits before assigning a new interaction from the queue to an agent who has just completed an interaction. Version 8.4 Rev

122 Properties tab option Description The post processing timeout enables agents servicing the selected queue to perform any necessary post-interaction tasks before receiving a new interaction. Choose Manual to enable agents assigned to this queue to use their Agent Console to explicitly make themselves available for new interactions. Queue Signature Type the default signature appended to all responses sent by an agent in response to an interaction. 4. Click Save. After specifying the queue properties, you are now ready to assign members to the queue. Selecting Queue Members Assigning members to an queue offers s entering the queue. The queue routes s based on the members' skill set. Use the Phone Queue, Members tab to add or remove agents. To assign members to an queue: 1. Select an queue and click Members tab. A list of existing agents appear. Figure 65: Phone queue page, Members tab 2. Click Assign All to assign all the agents to the queue OR select the desired agents individually. 3. Choose the skill level of the agent from High, Medium, or Low. Skill Based Routing assigns an interaction to an agent with a higher skill level before offering it to agents with lower skill level. Version 8.4 Rev

123 4. Select Enable All or enable the desired agents individually to activate routing of interactions from this queue to the selected agents. Figure 66: Assigning Members to a Queue Table 28: Summary of Queue page, Members tab options Phone queue, Members option Description Agent list Skill Level For the selected queue, in the list of agents: Select the Assign All to assign all agents to the queue Select an individual agent to add that agent to the queue Choose High, Medium, or Low. Hosted Contact Centre Skill Based Routing assigns an agent with a higher skill level to an interaction before an agent with a lower skill level. Enable All To activate routing of interactions from this queue to an agent assigned to the queue, select Enabled. 5. Click Save. Version 8.4 Rev

124 Configuring Message Priorities You can set custom priority to interactions in the queue based on specific conditions. You can specify conditions which when met by an interaction can take a higher or a lower priority than the default priority set for the queue. You customize how the selected queue prioritizes specific types of interactions. To use the Interactions feature, you must be using the local CRM. If you are using the local CRM, use the Queue, Interactions tab to customize how the selected queue prioritizes specific types of interactions. For example, AcmeJets has an support queue whose default priority is set to 2. This queue handles support enquiries from all customers. To better serve its customers before others, AcmeJets can define a higher interaction priority for regarding cases with high severity than the rest. When an interaction meets the condition, the default interaction priority overrides the default priority of the queue thus allowing agents to attend to cases with high severity faster. To define custom priority for interactions: 1. Click Interactions tab. Figure 67: Queues > Queue > Interactions tab 2. Set a value for Default Interaction Priority within the Queue. 3. Define an interaction rule to specify a matching condition. a. Click or Add. Version 8.4 Rev

125 Figure 68: Adding a new Interaction Rule b. Select a CRM field from the list and specify a value. c. Set a value for interaction priority for calls matching the rule. d. Check Enable Priority Routing Rule option to activate the rule. Figure 69: Specifying a new interaction rule e. Click Add this Rule. Version 8.4 Rev

126 Figure 70: A Queue with an interaction rule 4. Add one or more rules. 5. Click Save. Summary of Queue Page, Interactions Tab Table 29: Summary of Queue page, Interactions tab options Interactions tab option Description Set default interaction priority within the queue To customize the priority for specific types of interactions within this queue, choose a non-default priority level, then in the condition area; specify the conditions that will receive the non-default priority. In the list, 1 equals lowest default interaction priority, 100 equals highest interaction priority. Add, Edit, Delete If the value of the field Click on the respective icons to create modify, or remove an interaction priority rule. Choose a local CRM field definition. Your choice enables the options available in the equals list, described in the next table row. For more information about CRM fields, see CRM Custom Fields, on page 196. equals Choose a field value from the list. The choice in the if the value of the field list, described in the preceding table row, determines the choices available in the equals list. For example, if Customer Type equals Platinum then set interaction priority to 90. Version 8.4 Rev

127 Interactions tab option Description set interaction priority to Choose the interaction priority applied when the conditions specified in the if the value of the field list and equals lists is true. Enable priority routing rule Select to enable Hosted Contact Centre the rule. Defining Queue Service Level Agreement Service Level Agreement (SLA) for a queue defines target performance metrics of a queue. This includes percentage of s processed within a specified time interval. You can set a target service level for each queue and evaluate the service level periodically. You can also set up an alert notification if the service level falls below the specified threshold. To define Service Level Agreement for an queue: 1. Click SLA tab for the queue. Figure 71: Inbound Phone Queue > SLA Tab 2. Enter the values as defined below. Table 30: Summary of Phone Queue page, SLA tab options SLA tab option % of interactions should be processed within Description To specify the Service Level Agreement (SLA) threshold for the selected queue: 1. In the % of interactions text entry area, type a percentage value as an integer from 0 to 100-percent. 2. In the processed within text entry area, type an integer number to indicate the time interval. 3. Choose the units of time specified by this value in the next step. 4. In the units of time list, choose the time unit specified by the processed within text entry area. Valid time intervals are: For Phone and Chat queues, Seconds, Minutes, or Hours For and Voice Mail queues, Minutes or Hours Evaluate service level Choose how frequently Hosted Contact Centre compares the queue's Version 8.4 Rev

128 SLA tab option every Description performance to the SLA threshold specified for the queue. Send notification Type one or more comma-separated addresses that should receive to notifications from the Hosted Contact Centre if the queue's performance level has fallen below the performance threshold specified for the queue. 3. Click Save to save the queue configuration. With this step, the queue configuration is complete. Configuring Chat Queues Hosted Contact Centre supports chat media allowing agents to process chat interactions with its customers in a timed manner similar to processing phone calls. Chat interactions directed to your contact centre enter a chat queue. The queue in turn offers these interactions to its members based on their skill set and availability. Configuring a Local CRM Chat queue consists of the following tasks: Defining Chat Queue Properties Assigning Agents to a Chat Queue Configuring Interactive Chat Response Prioritizing Chat Interactions Determining a Targeted Service Level Configuring Chat Queue Fallback Defining Properties of a Chat Queue Defining a Chat queue begins with specifying primary properties such as queue name, default priority, post-processing time out, and more. The Properties tab allows you to specify these properties. To define queue properties: 1. Click Queues in the Configuration menu. 2. Click or Chat in the Queues main page to add a new queue. The Properties tab for the queue opens. 3. Enter the desired properties. Version 8.4 Rev

129 Figure 72: Chat queue, Properties tab Table 31: Summary of Queues page, Properties tab options Properties tab option Description Queue type Queue name Default Priority Read-only reminder of the type of queue. Type the name of the queue. Choose the priority for this queue, where 1 specifies lowest priority and 10 specifies highest priority. This defines the priority for interactions of all media. By default, Hosted Contact Centre prioritizes the queues as follows: Phone queue= 8 (highest default priority) Chat queue= 6 Voic queue = 4 queue = 2 (lowest default priority) Based on your business needs, you can assign the desired priority for each queue. Post Processing Timeout Choose how much time Hosted Contact Centre waits before assigning a new interaction from the queue to an agent who has just completed an interaction. The post processing timeout enables agents servicing the selected queue to perform any necessary post-interaction tasks before receiving a new interaction. Choose Manual to enable agents assigned to this queue to use their Agent Console to explicitly make themselves available for new interactions. Queue Signature Type the default signature appended to all responses sent by an agent in response to an interaction. 4. Click Save. After specifying the queue properties, you are now ready to assign members to the queue. Version 8.4 Rev

130 Assigning Agents to a Chat Queue Assigning agents to a chat queue allows them to process chat interactions initiated by customers entering the queue. The queue routes these chat interactions to its members based on the agents' skill set. Use the Chat Queue, Members tab to add or remove agents. To assign members to chat queue: 1. Select a queue and click Members tab. A list of existing agents appear. Figure 73: Chat queue page, Members tab 2. Click Assign All to assign all the agents to the queue OR select the desired agents individually. 3. Choose the skill level of the agent from High, Medium, or Low. Skill Based Routing assigns an interaction to an agent with a higher skill level before offering it to agents with lower skill level. 4. Select Enable All or enable the desired agents individually to activate routing of interactions from this queue to the selected agents. Version 8.4 Rev

131 Figure 74: Assigning Members to a Queue Table 32: Summary of Phone Queue page, Members tab options Phone queue, Members option Description Agent list Skill Level For the selected queue, in the list of agents: Select the Assign All to assign all agents to the queue Select an individual agent to add that agent to the queue Choose High, Medium, or Low. Hosted Contact Centre Skill Based Routing assigns an agent with a higher skill level to an interaction before an agent with a lower skill level. Enable All To activate routing of interactions from this queue to an agent assigned to the queue, select Enabled. 5. Click Save. Version 8.4 Rev

132 Configuring Chat Queue Greetings with the ICR Tab Interactive Chat Response (ICR) refers to an automatic response from the Hosted Contact Centre to a customer's new chat request. You can configure your chat response to collect some key data that identifies the customer before channeling the chat request to the chat queue. For example, you can gather a customer's unique account number; pass this information to agents while offering the chat interaction. Based on the account number, an agent can quickly view the customer information, and then accept the request. If an agent rejects a chat request, the request enters the queue again to be offered to the next available agent. If a customer submits a chat request during closed hours, you can configure an alternative greeting to inform the customer of business hours. Use the Chat Queue, Interactive Chat Response (ICR) tab to specify the message the Hosted Contact Centre chat queue sends in response to a new chat interaction request. The ICR tab allows you to specify a unique message for chat interactions received during open and during closed hours. The ICR tab allows you to specify: CRM data to collect from a choice of options a greeting welcoming customers with an appropriate question to collect desired CRM data an open hour schedule for chat media an optional alternative greeting based on the specified schedule To configure a chat queue greetings: 1. Click ICR tab. Figure 75: Chat Queue > ICR Tab 2. Select the CRM data to collect from the customer. This step is optional. You can allow a chat request to enter the queue without collecting any customer data. 3. Optionally enter a main greeting welcoming customers, and an appropriate question to collect desired CRM data. 4. To specify a custom schedule, enable Open hour schedule. Version 8.4 Rev

133 Figure 76: Defining Interactive Chat Response 5. Specify open hour schedule for processing chat interactions. 6. Enter an alternative greeting for closed hours. Note: Does not apply to businesses that operate 24/7. Table 33: Summary of Chat Queue page, ICR tab options Chat Queue, ICR tab option Description Data to Collect Choose the information the Hosted Contact Centre prompts the user to submit before originating a new chat interaction. Choosing an entry enables the Main Greeting text entry area. Main Greeting To enable the Main Greeting text entry area, in the Data to Collect list, choose the information the Hosted Contact Centre prompts for in response to a new chat interaction. In the Main Greeting text entry area type the default greeting message sent by the Hosted Contact Centre at the start of a new chat interaction. By default, Hosted Contact Centre responds to a new chat interaction with the contents of the Main Greeting text entry area during both open and closed hours. To enable Hosted Contact Centre to respond with an alternative greeting during closed hours Version 8.4 Rev

134 Chat Queue, ICR tab option Open Hours Schedule Description of operation, select Open Hours Schedule, described later in this table. Select to enable the schedule area, then choose the hours of operation for the chat queue. If Open Hours Schedule is enabled, the Hosted Contact Centre responds to new chat interactions with the greeting from the Main Greeting text entry area during open hours, and from the Alternative Greeting area during closed hours. Alternative Greeting To enable the Alternative Greeting text entry area, select Open Hours Schedule. In the Alternative Greeting text entry area type the greeting message sent by the Hosted Contact Centre in response to a new chat interaction received during closed hours. Prioritizing Chat Queue Messages You can set custom priority to interactions in the queue based on specific conditions. You can specify conditions which when met by an interaction can take a higher or a lower priority than the default priority set for the interactions within the queue. To use the Interactions feature, you must be using the local CRM. If you are using the local CRM, use the Phone Queue, Interactions tab to customize how the selected queue prioritizes specific types of interactions based on the local CRM data. For example, AcmeJets has a support chat queue whose default priority is set to 6. This queue handles support enquiries from all customers. To better serve its premium customers before others, AcmeJets can define a higher interaction priority for interactions from its premium customers by setting a condition to determine the customer type. When an interaction meets the condition, the default interaction priority overrides the default priority of the queue thus allowing agents to serve the premium customers faster. To define custom priority for interactions: 1. Click Interactions tab. Version 8.4 Rev

135 Figure 77: Queues >Chat Queue > Interactions tab 2. Set a value for Default Interaction Priority within the Queue. 3. Define an interaction rule to specify a matching condition. a. Click or Add. Figure 78: Adding a new Interaction Rule b. Select a CRM field from the list and specify a value. c. Set a value for interaction priority for calls matching the rule. d. Check Enable Priority Routing Rule option to activate the rule. Version 8.4 Rev

136 Figure 79: Defining an Interaction Rule e. Click Add this Rule. Figure 80: A Queue with an added interaction rule 4. Add one or more rules. 5. Click Save. Table 34: Summary of Phone Queue page, Interactions tab options Interactions tab option Description Set default interaction priority within the queue To customize the priority for specific types of interactions within this queue, choose a non-default priority level, then in the condition area; specify the conditions that will receive the non-default priority. In the list, 1 equals lowest default interaction priority, 100 equals highest interaction priority. Add, Edit, Delete If the value of the field Click on the respective icons to create modify, or remove an interaction priority rule. Choose a local CRM field definition. Version 8.4 Rev

137 Interactions tab option Description Your choice enables the options available in the equals list, described in the next table row. For more information about CRM fields, see CRM Custom Fields, on page 196. equals Choose a field value from the list. The choice in the if the value of the field list, described in the preceding table row, determines the choices available in the equals list. For example, if Customer Type equals Platinum then set interaction priority to 90. set interaction priority to Choose the interaction priority applied when the conditions specified in the if the value of the field list and equals lists is true. Enable priority routing rule Select to enable Hosted Contact Centre the rule. Defining Chat Queue Service Level Agreement Service Level Agreement (SLA) for a queue defines target performance metrics of a queue. This defines targeted percentage of chats to be processed within a specified time interval. You can set a target service level for each queue and evaluate the service level periodically. You can also set up an alert notification if the service level falls below the specified threshold. To define Service Level Agreement for a chat queue: 1. Click SLA tab for the queue. Figure 81: Inbound Phone Queue > SLA Tab 2. Enter the values as defined below. Table 35: Summary of Chat Queue page, SLA tab options SLA tab option % of interactions should be processed within Description To specify the Service Level Agreement (SLA) threshold for the selected queue: 1. In the % of interactions text entry area, type a percentage value as an integer from 0 to 100-percent. 2. In the processed within text entry area, type an integer number to indicate Version 8.4 Rev

138 SLA tab option Description the time interval. 3. Choose the units of time specified by this value in the next step. 4. In the units of time list, choose the time unit specified by the processed within text entry area. Valid time intervals are: For Phone and Chat queues, Seconds, Minutes, or Hours For and Voice Mail queues, Minutes or Hours Evaluate service level every Choose how frequently Hosted Contact Centre compares the queue's performance to the SLA threshold specified for the queue. Send notification Type one or more comma-separated addresses that should receive to notifications from the Hosted Contact Centre if the queue's performance level has fallen below the performance threshold specified for the queue. 3. Click Save to save the queue configuration. Version 8.4 Rev

139 Configuring Chat Queue Fallback Stagnating chat requests in a queue for too long is not desirable to customers. So, you can direct chat requests waiting in a queue longer than a specified time to send an as a fall back. Use the Chat Queue, tab to offer overflow chat interactions the opportunity to leave an rather than continue waiting for a chat agent. The tab allows you to: enable fall back for a chat queue specify a duration after which to offer the waiting chat requests the option to send an select a message prompting for , and a message confirming the sent mail specify after hours settings To configure fall back for a chat queue: 1. Click tab. Figure 82: Chat Queue > Tab 2. Select or Enable settings and configure the desired settings as follows: Table 36: Summary of Chat Queue page, tab options Chat Queue page, tab option Description Enable Offer after Prompt Msg Select to enable the Hosted Contact Centre to offer overflow chat interactions the option of leaving an message rather than continue waiting. Select a time period from the menu to indicate how long a chat interaction must wait in the chat queue before being offered the option of leaving an message. Type the question the Hosted Contact Centre asks the user when offering overflow chat interactions the option of leaving an message. For example, All our No agents are busy. Would you like to send an ? Sent Msg Type the confirmation message the Hosted Contact Centre sends after receiving an message from an overflow chat interaction. Version 8.4 Rev

140 Chat Queue page, tab option Description For example, Thank you, your has been sent. Send to Channel Force after office hours Select the destination Channel to send messages sent from an overflow chat interaction. Select to automatically direct the user to leave an message whenever the chat queue's is closed for business. For more information about configuring chat queue hours of operation, see Summary of Chat Queue ICR Tab Options, on page 1. Enable survey when forcing after office hours If Force after office hour is selected, select Enable survey when force to offer the overflow chat interaction the opportunity to complete a customer chat survey. This requires the chat survey to be set up in the Support Centre. For information on setting up chat survey in the Support Centre see "Summary of Support Centre Properties Tab Options" on page 211. Force header message If Force after office hour is selected, type the header of messages sent. For example, a chat interaction could not be serviced because it was received during closed hours. Figure 83: Enabling Fall Back for a Chat Queue 3. Click Save to complete your chat queue configuration. Version 8.4 Rev

141 Configuring Voice Mail Queues Hosted Contact Centre supports processing voice mails similar to phone calls. Voice mails left for Hosted Contact Centre are directed to a voice mail queue. The queue in turn offers these voice mails to agents based on their skill set and availability. Configuring a Hosted Contact Centre Voice Mail queue consists of the following tasks: Defining Queue Properties Selecting Voice Mail Agent Members Configuring Voice Mail Queue Greetings Prioritizing Voice Mail Queue Message Configuring Voice Mail Service Levels Setting up Notification Preferences Defining Voice Mail Queue Properties Defining a voice mail queue begins with specifying primary properties such as queue name, default priority, post-processing time out, and more. Use the Voice Mail Queue, Properties tab to specify the primary properties of the voice mail queue. To define queue properties: 1. Click Queues in the Configuration menu. Figure 84: Adding a Voice Mail Queue 2. Click or Voice Mail in the Queues main page. The Properties tab for the inbound queue opens. 3. Enter the desired properties. Version 8.4 Rev

142 Figure 85: Inbound Phone Queue > Properties Table 37: Summary of Queues page, Properties tab options Properties tab option Description Queue type Queue name Default Priority Read-only reminder of the type of queue. Type the name of the queue. Choose the priority for this queue, where 1 specifies lowest priority and 10 specifies highest priority. This defines the priority for interactions of all media. By default, Hosted Contact Centre prioritizes the queues as follows: Phone queue= 8 (highest default priority) Chat queue= 6 Voic queue = 4 queue = 2 (lowest default priority) Based on your business needs, you can assign the desired priority for each queue. Post Processing Timeout Choose how much time Hosted Contact Centre waits before assigning a new interaction from the queue to an agent who has just completed an interaction. The post processing timeout enables agents servicing the selected queue to perform any necessary post-interaction tasks before receiving a new interaction. Choose Manual to enable agents assigned to this queue to use their Agent Console to explicitly make themselves available for new interactions. 4. Click Save. After specifying the queue properties, you are now ready to assign members to the queue. Version 8.4 Rev

143 Assigning Agents to a Chat Queue Assigning agents to a voice mail queue allows them to process voice mails interactions entering the queue. The queue routes these voice mails interactions to its members based on the agents' skill set. Use the Chat Queue, Members tab to add or remove agents. To assign members to a voice mail queue: 1. Select a voice mail queue and click Members tab. A list of existing agents appear. Figure 86: Voice Mail queue page, Members tab 2. Click Assign All to assign all the agents to the queue OR select the desired agents individually. 3. Choose the skill level of the agent from High, Medium, or Low. Skill Based Routing assigns an interaction to an agent with a higher skill level before offering it to agents with lower skill level. 4. Select Enable All or enable the desired agents individually to activate routing of interactions from this queue to the selected agents. Version 8.4 Rev

144 Figure 87: Assigning Members to a Queue Table 38: Summary of Phone Queue page, Members tab options Phone queue, Members option Description Agent list Skill Level For the selected queue, in the list of agents: Select the Assign All to assign all agents to the queue Select an individual agent to add that agent to the queue Choose High, Medium, or Low. Hosted Contact Centre Skill Based Routing assigns an agent with a higher skill level to an interaction before an agent with a lower skill level. Enable All To activate routing of interactions from this queue to an agent assigned to the queue, select Enabled. 5. Click Save. Version 8.4 Rev

145 Configuring Voice Mail Queue Greetings When an agent accepts a voice mail interaction, a voice mail delivery message plays to inform an agent that a voice mail message is waiting prompting for a selection to listen to the voice mail. For example, a message can prompt to press 1 to receive voice mail in your . An agent can press 1 to receive voice mail as an attachment. You can upload custom voice mail delivery message to suit your contact centre's needs. You can also configure to send voice mail by to an agent's address or any number of addresses specified. To define interactive voice mail configuration: 1. Select a voice mail queue, click Edit icon and click IVR tab. 2. Select and enter the desired values as follows: Figure 88: Voice Mail Queue> IVR Tab Table 39: Summary of Voice Mail page, IVR tab options Voice Mail Queue, IVR tab option Description Voice Mail Delivery Message Play Upload Custom Delete Voice Mail Select the message Hosted Contact Centre plays to inform an Agent that a voice mail message is waiting in the queue. Click Play to play the currently selected voice mail delivery message. Click Upload Custom to upload a custom voice mail delivery message. To enable the Delete Voice Mail list, use Upload Custom to upload a custom voice mail delivery message. To delete a queued voice mail message after the agent hangs up, choose On hang up To delete a queued voice mail message after the agent presses the telephone's * key, choose On agent confirmation Version 8.4 Rev

146 Voice Mail Queue, IVR tab option Description Send Voice Mail by E- mail To enable the Send Voice Mail by list, use Upload Custom to upload a custom voice mail delivery message. To never send a queued voice mail message to an agent as an attachment, choose Never To enable an agent to request that Hosted Contact Centre send a queued voice mail message as an attachment, choose On request To always send a queued voice mail message to an agent as an attachment, choose Always 3. Click Save. Prioritizing Voice Mail Queue Messages You can set custom priority to interactions waiting in a voic queue based on specific conditions. You can specify conditions which when met by an interaction can take a higher or a lower priority than the default priority set for the interactions within the queue. To use the Interactions feature, you must be using the local CRM. If you are using the local CRM, use the Phone Queue, Interactions tab to customize how the selected queue prioritizes specific types of interactions based on the local CRM data. For example, AcmeJets has a support voice mail queue whose default interaction priority is set to 50. This queue handles support enquiries from all customers. To better serve its premium customers before others, AcmeJets can define a higher interaction priority for interactions from its premium customers by setting a condition to determine the customer type. When an interaction meets the condition, the default interaction priority overrides the default priority of the queue thus allowing agents to serve the premium customers faster. To define custom priority for interactions: 1. Click Interactions tab. Figure 89: Queues >Voice Mail Queue > Interactions tab Version 8.4 Rev

147 2. Set a value for Default Interaction Priority within the Queue. 3. Define an interaction rule to specify a matching condition. a. Click or Add. Figure 90: Adding a new Interaction Rule b. Select a CRM field from the list and specify a value. c. Set a value for interaction priority for calls matching the rule. d. Check Enable Priority Routing Rule option to activate the rule. Figure 91: Defining an Interaction Rule e. Click Add this Rule. Version 8.4 Rev

148 Figure 92: A Queue with an added interaction rule 4. Add one or more rules. 5. Click Save. Table 40: Summary of Voice Mail Queue page, Interactions tab options Interactions tab option Description Set default interaction priority within the queue To customize the priority for specific types of interactions within this queue, choose a non-default priority level, then in the condition area; specify the conditions that will receive the non-default priority. In the list, 1 equals lowest default interaction priority, 100 equals highest interaction priority. Add, Edit, Delete If the value of the field Click on the respective icons to create modify, or remove an interaction priority rule. Choose a local CRM field definition. Your choice enables the options available in the equals list, described in the next table row. For more information about CRM fields, see CRM Custom Fields, on page 196. equals Choose a field value from the list. The choice in the if the value of the field list, described in the preceding table row, determines the choices available in the equals list. For example, if Customer Type equals Platinum then set interaction priority to 90. set interaction priority to Choose the interaction priority applied when the conditions specified in the if the value of the field list and equals lists is true. Version 8.4 Rev

149 Interactions tab option Description Enable priority routing rule Select to enable Hosted Contact Centre the rule. Defining Voice Mail Service Level Agreement Service Level Agreement (SLA) for a voice mail queue defines targeted percentage of voice mails to be processed within a specified time interval. You can set a target service level for each queue and evaluate the service level periodically. You can also set up an alert notification if the service level falls below the specified threshold. To define Service Level Agreement for a voice mail queue: 1. Click SLA tab for the queue. Figure 93: Voice Mail Queue > SLA Tab 2. Enter the values as defined below. Table 41: Summary of Phone Queue page, SLA tab options SLA tab option % of interactions should be processed within Evaluate service level every Description To specify the Service Level Agreement (SLA) threshold for the selected queue: 1. In the % of interactions text entry area, type a percentage value as an integer from 0 to 100-percent. 2. In the processed within text entry area, type an integer number to indicate the time interval. 3. Choose the units of time specified by this value in the next step. 4. In the units of time list, choose the time unit specified by the processed within text entry area. Valid time intervals are: For Phone and Chat queues, Seconds, Minutes, or Hours For and Voice Mail queues, Minutes or Hours Choose how frequently Hosted Contact Centre compares the queue's performance to the SLA threshold specified for the queue. Version 8.4 Rev

150 SLA tab option Description Send notification Type one or more comma-separated addresses that should receive to notifications from the Hosted Contact Centre if the queue's performance level has fallen below the performance threshold specified for the queue. 3. Click Save to save the queue configuration. Configuring Voice Mail Notification By default voice mails are queued and offered to the next available agent. Configure the Voice Mail Queue Notification Tab, to instruct the Agent Console to send a voic as a wave file attachment directly to an address. With this setup agents do not have to retrieve the voic from a queue. Additional option on the Notification tab allows configuration to automatically remove the voic from queue. To enable this functionality in the Notification tab: 1. In the Configuration menu click Queues. Configuration Manager displays a list of queues (Figure 58). 2. In the list of voice mail queues, click Edit, then click the Notification tab. Figure 94: Voice Mail Queue, Notification Tab 3. Enable the Notification. 4. Specify addresses to which voice mail attachments should be sent. 5. Check Delete from queue option to delete the voice mail from the queue after sending the attachments. 6. Click Save to complete the configuration of a voice mail queue. Table 42: Summary of Agents page, Notification Tab Options, Local CRM Notification Rights Notification Tab Option Description Enabled To enable notification of voice mail by regardless of the agent status. Version 8.4 Rev

151 Notification Tab Option Addresses Delete from Queue Description To send attachments of voice mail to the specified addresses. If enabled, automatically removes the voice mail from the queue after sending the attachments. If disabled, sends a voice mail to the specified address and forwards it to the voice mail queue. When the agent logs into the Agent Console, the voice mail is presented in the queue. Version 8.4 Rev

152 Configuring Voice, , and Chat Channels A channel facilitates communication of interactions in and out of a Hosted Contact Centre tenant. Hosted Contact Centre uses skill based routing rules to place interactions to the appropriate queues. Hosted Contact Centre supports interactions of all media: Phone: Processes inbound and outbound phone interactions. Processes inbound and outbound interactions. Chat: Processes incoming chat requests. Hosted Contact Centre provisions dedicated phone, , and chat channels to a tenant. Additionally, you can configure existing phone numbers and addresses to function as Hosted Contact Centre channels. Use the Channels summary page to select a channel to add, edit, or delete. If you clicked Add or Edit, the Configuration Manager displays the channel's details page. In the channels details page, tabs enable you to completely configure the channel. The following topics are discussed in this chapter: Configuring Phone Channels Configuring Channels Configuring Chat Channels To access the Channels pages: 1. In the Configuration menu click Channels to display a list of channels. Figure 95: Channels overview page 2. In the list of channels: Click to create a new or chat channel. Double click or click to view or modify an existing channel. Click icon to delete an existing or chat channel. Version 8.4 Rev

153 Configuring Phone Channels Phone Channels in the Hosted Contact Centre define phone numbers that your customers use to call your contact centre. Phone channels can only be added or removed from your Hosted Contact Centre tenant by a Hosted Contact Centre representative. The representative coordinates the acquisition and routing of the phone number to the SaskTel platform that hosts your tenant. Configuring a phone channel involves: 1. Defining properties for a provisioned phone channel 2. Creating an IVR script to guide the users through the phone channel 3. Assigning the IVR Script to the channel Configuring Phone Channel Properties Configuring a phone channel in Hosted Contact Centre is a two step process: Defining channel properties Designing an IVR (Interactive Voice Response) script Defining properties of a phone channel requires you to state the channel name, phone format, and select the script used for the channel. You can define a new script or copy an existing script within the tenant. A script refers to instructions that specify call treatment choices. Use the Phone Channel, Properties tab to specify the primary properties of the phone channel. To configure a phone channel properties: 1. In the Configuration menu click Channels. Configuration Manager displays a list of channels. Figure 96: Phone channel page, Properties tab 2. From the list of channels, select a phone channel and click. The Properties tab opens. Version 8.4 Rev

154 Figure 97: Phone channel page, Properties tab 3. Enter or select properties for a phone channel. Table 43: Summary of Phone Channel page, Properties tab options Phone Channel Properties Description Channel type Number Read only reminder of the type of channel. Read-only reminder of the channel's phone number. SaskTel defines your phone numbers when it provisions your Hosted Contact Centre tenant. Channel name Type the name of this phone channel. The Agent Console displays the channel name when the agent receives an incoming phone interaction. Display phone format Select the display format the Agent Console uses to display inbound phone numbers. Select: US standard [x-xxx-xxx-xxxx], default Agent Console display mode. US short [xxx-xxxx] Australian (6 digits) [xx-xx-xx] Australian (8 digits) [xxxx-xxxx] Australian (10 digits) [xx-xxxx-xxxx] French standard [xx-xx-xx-xx-xx] No format [*] IVR Script Link Channel to an agent You can select the default IVR script from the drop down menu or select any existing IVR script in the tenant. Allows you to link this phone channel to an agent. By clicking this link, a list of agents shows up. You can select an agent and click Assign to create a Version 8.4 Rev

155 Phone Channel Properties This channel is enabled Description personal channel to the agent. Select to place this channel definition into service. 4. Click Save. Creating an Interactive Voice Response Script An Interactive Voice Response (IVR) refers to the capability of guiding inbound callers through the options to self direct themselves to the desired destination within the contact centre. Designing an IVR script can be simple or complex depending on your business operation. Before sitting down to design your IVR script, prepare your plan for call routing. You can create a new script and assign it to any number of channels. Use the Scripts tab to create or edit the Interactive Voice Response (IVR) script used to guide the inbound caller through the options offered by the contact centre. To create or edit an IVR script: 1. Select Scripts from the configuration menu. 2. Click or Phone link. 3. Enter the following properties for the script. Table 44: Summary of Phone Script, Properties tab options Phone Script Properties Script Type Description A read-only reminder of the script type. It displays if it is a phone, chat, or script. Script Name Category A unique name for the script A category helps you to organize your scripts better. For example, if you have multiple scripts serving Support and Sales needs, you can group scripts under separate categories. Select an existing category or create a new one. To create a new category: 1. Select Edit Categories option from the drop down menu. 2. In the Category dialog box, add a new category by clicking. Comments Add comments for additional notes if desired. Assign New Channels You can assign multiple channels to a script. To assign new channels, 1. Click on the link to bring up the channels list. Version 8.4 Rev

156 Phone Script Properties Description 2. Select desired channels from the list. 3. Click Assign. This script is enabled Select to place this script definition into service. 4. Click Save to navigate to the Script tab where you can define the script. 5. Click MainIVR. The [add] link appears. 6. Add the desired primitives. Version 8.4 Rev

157 7. Click Save. For a primer on writing IVR scripts, refer to the guide on Automated Call Processing Rules. 8. To undo the changes click Revert. 9. To design and Chat scripts select or Chat and then follow steps 3 to 7. Overview of IVR Script Objects and Operation IVR scripts define how the Hosted Contact Centre processes an inbound phone interaction. The contact centre administrator, guided by the centre's business requirements, constructs an IVR script by choosing scripting objects to define the automated processing of your inbound calls. Types of IVR Script Objects IVR scripts consist of an ordered series of script objects. Each script object includes Parameters and Exit Points. Overview of Script Object Parameters Parameters are an object s instruction set. For example, and depending on the purpose of the object, parameters define which schedule to use, which voice prompt to play, or Local CRM data to evaluate. The first parameter of all objects is its Label parameter. Each object's Label parameter uniquely identifies that object within the IVR script. Overview of Script Object Exit points Exit points are an object s response to the conditions detected by the object s parameters. Exit points enable an object to perform different actions in response to differing conditions. For example, an object can route or otherwise process an interaction in one way when the contact centre is open, and process the interaction a different way when the contact centre is closed. When designing an IVR script, note that if a script's logic routes a phone interaction to a script object's exit point, and that exit point does not contain any script objects, then the Hosted Contact Centre disconnects the interaction. Overview of IVR Script Operation When a new phone interaction arrives, the channel hands the call off to the top-level MainIVR script object. Beginning at MainIVR, the interaction begins flowing through the IVR script s objects. Each script object s parameters and exit points perform real-time processing of an interaction in response to conditions. Building a Simple Greeting and Routing Script, on page 161 illustrates a basic IVR script that plays a greeting message and forwards the call to a queue when the call centre is open. If the call centre is closed, the script notifies the caller and routes the interaction to an off hours voice mail queue. Note: Effective 8.4 release, we recommend using Set Agent object (Direct Agent Routing) to set up direct access to agents. The Forward to Agent object continues to exist, but not recommended. Version 8.4 Rev

158 Summary of Phone Channel IVR Script Tab Options Table 45: Summary of Phone Channel page, IVR tab options Phone Script tab option Description Schedule Use the Schedule object to perform a particular sequence of IVR script operations when the contact centre is either open or closed. Parameters: In the Label text entry area type the alphanumeric label used to uniquely identify the element in the IVR Script. Labels can contain a maximum of 21 characters and must be unique within an IVR script. In the Select schedule list, choose a schedule definition. Exit points: The Schedule object uses the value of Select schedule to transfer control to the script sequence specified within the following exit points: open equals true if the phone interaction has been received within the selected schedule's open hours. closed equals true if the phone interaction has been received outside the selected schedule's open hours. #1 through #6 equal true if the schedule specified in Select schedule includes an exception condition, numbered 1 through 6, and today's date is within the exceptions from and to dates. For more information about creating schedules, see Specifying Business Hours and Schedules, on page 29. Menu Use the Menu object to present a list of options to the caller. Parameters: In the Label text entry area type the alphanumeric label used to uniquely identify the element in the IVR Script. Labels can contain a maximum of 21 characters and must be unique within an IVR script. In the Invite message list, choose the audio file the IVR script plays to offer menu options to a caller. In the Invalid message list, choose the audio file the IVR script plays if the caller responds to the prompt with an invalid entry. In the Empty message list, choose the audio file the IVR script plays if the caller does not respond to an IVR menu prompt within 10-seconds. In a Menu script object, the Empty message parameter and the empty exit point (described below) are mutually exclusive: If you configure the empty exit point, then the Menu object will not play the audio file specified in the Empty message list. Exit points: Version 8.4 Rev

159 Phone Script tab option Description The Menu object contains the following labeled exit points: 0-9, *, # label the script operations performed after the caller has pressed the corresponding key on his or her telephone's keypad. extension contains the script operations performed if the caller supplies a valid 3-digit extension number. The Hosted Contact Centre permits only Agents with the Direct Agent Access Feature enabled to be directly accessed by extension number. empty contains the script operations performed if the caller does not respond to an IVR menu prompt within 10-seconds, and the empty exit point of the Menu object is not configured. In a Menu script object, the empty exit point, and the Empty message parameter (described above) are mutually exclusive: If you configure the empty exit point, then the Menu object will not play the audio file specified in the Empty message list. too many invalid labels the script operations performed if the caller makes three invalid responses to the menu prompts. Invalid responses include three incorrect keypad entries or no response to the menu within 10-seconds. Check ANI Use the Check ANI object to use the phone number of the inbound caller to perform a lookup in the customers file. If a matching phone number is found in the Customer file, the record is loaded in memory and can be used to check the value of picklist fields to determine how to route the call. Parameters: In the Label text entry area type the alphanumeric label used to uniquely identify the element in the IVR Script. Labels can contain a maximum of 21 characters and must be unique within an IVR script. In the contact found item, define the call processing steps to be performed if a Local CRM customer record was found In the contact not found item, define script call processing steps to be performed if a Local CRM customer record was not found Exit points: The Check ANI object uses the value of the caller's ANI phone number to transfer control to the script sequence specified within the following exit points: contact found equals true if the caller's phone number matches one in the Local CRM. contact not found equals true if the caller's phone number does not match one in the customer file. When using the Check ANI object both exit points should be configured. An exit point does not have any processing steps, and the object exits on that exit point the caller will be disconnected Version 8.4 Rev

160 Phone Script tab option Get Value Description Use the Get Value object to request or require the caller to use his or her telephone's keypad to provide the following Local CRM data: An Local CRM customer AccountNumber An Local CRM CaseID An agent's extension number: On selecting this option, the checkbox 'Entry is mandatory' is checked automatically and greyed out. You will be given the option to set the maximum length of extension. By default, it takes 8 digits. A numeric Customer or Case custom field An external Variable1 or Variable2 that can then be passed to an external program for screen pops or integration with 3rd party or custom systems For more information about screen pop, see Defining Screen Pop Settings for External CRM, on page 258. Parameters: In the Label text entry area type the alphanumeric label used to uniquely identify the element in the IVR Script. Labels can contain a maximum of 21 characters and must be unique within an IVR script. In the Invite message list, choose the audio file the IVR script plays to prompt the caller to enter specific numerical information. In the Invalid message list, choose the audio file the IVR script plays if the caller responds to the invite message prompt with an invalid entry. In the Empty message list, choose the audio file the IVR script plays if the caller does not respond to the invite message prompt within 10-seconds. In the Data to collect list, select the CRM data to request or require from the user. Select Entry is mandatory to require that the user supply a valid response to the prompt before enabling them to proceed beyond the Get Value object. Exit points: The Get Value object uses the value of the caller's response to transfer control to the script sequence specified within the following exit points: found equals true if the caller's numerical entry matches the CRM data that was specified in the Data to Collect list. If Entry is Mandatory is disabled, or the value to be matched is stored in an external variable, the script exits. empty equals true if Entry is Mandatory is enabled, and the caller does not supply a value. too many invalid equals true if Entry is Mandatory is enabled and the caller made three incorrect attempts to supply a valid response. Voice Recording If your Hosted Contact Centre operates in jurisdictions which require seeking caller's permission before recording a call, the caller's choice must be able to override the queue Version 8.4 Rev

161 Phone Script tab option Settings Description and agent level recording settings as well as the agent's record on demand capability. Use the Voice Recording Settings object to determine the circumstances under which a call may be recorded. For more information on the usability of the object, refer to Parameters: In the Label text entry area type the alphanumeric label used to uniquely identify the element in the IVR Script. Labels can contain a maximum of 21 characters and must be unique within an IVR script. In the Permission to record, select one of the four options. o o o o Keep prior setting: Keep prior setting for automatic and agent initiated recording Not asked: No automatic recording but allow agent to initiate recording Granted: Follow Agent & Queue recording settings for automatic recording and allow agent to initiate recording Denied: No automatic recording and do not allow agent to initiate recording When Record % of calls is applicable then IVR, Queue and Agent voice recording percentages are applied. In the Automatic Call Recording, based on the settings in Permission to record, one of the following four options get automatically selected or you can select an option to override the default. o o o o Keep prior setting: Keep prior setting for automatic recording Record this call: The current call is recorded Do not record this call: The current call is not automatically recorded Record % of calls: IVR %, Queue % and Agent % probabilities are used to determine if the call is recorded automatically or not In the Allow agent to initiate recording, based on the settings in Permission to record, one of the following three options get automatically selected or you can select an option to override the default. o o o Keep prior setting: Keep prior setting for agent initiated recording Yes: Allow agent to initiate recording of this call No: Do not allow agent to initiate recording of this call Play Use the Play object to play an audio file in a particular location in the IVR script. Parameters: In the Label text entry area type the alphanumeric label used to uniquely identify the element in the IVR Script. Labels can contain a maximum of 21 characters and must be unique within an IVR script. In the Played message list, choose the audio file the IVR script plays when at a Version 8.4 Rev

162 Phone Script tab option Description specific location in the IVR script. Exit points: No exit points. Check Picklist Use the Check Picklist object to evaluate the value of a particular item from the CRM database. Perform a Check Picklist comparison after you have used the Check ANI or Get Value object to load a customer or case record into memory. Parameters: In the Label text entry area type the alphanumeric label used to uniquely identify the element in the IVR Script. Labels can contain a maximum of 21 characters and must be unique within an IVR script. In the Data to test list, choose the picklist field to evaluate. In the Select operator list, choose the equal to or not equal to comparison operator. In the Select values list, choose the picklist values for the data element specified by the Data to test list, above. Exit points: The Check Picklist object transfers control to the script sequence specified within the following exit points: matched equals true if one of the selected values equals the value of a record in the Local CRM. not matched equals true if one of the selected values does not equal the value of a record in the Local CRM. Set Agent Set Agent object facilitates direct agent access. Set Agent checks if ANI or case number associated with an incoming call has corresponded with an agent on previous calls and provides call routing choices based on the search result. Set Agent allows you to look up agents based on the following parameters: Case created by: Find the agent who created the case. Case last worked by: Find the agent who last worked on the case. Case assigned to: Find the agent who is assigned to the case. Channel linked to: Find the agent who is linked to the channel the call was channeled through. Use this option to back track to None: Find an agent by name. By selecting this option, the option to Choose Agent shows up. Click the link and select an agent from the list. Set Agent may return empty if there is no agent associated with ANI/ case number. Exit points: The Set Agent object uses the returning value from the search above to transfer control to Version 8.4 Rev

163 Phone Script tab option Transfer to Agent Description the script sequence specified within the following exit points: agent found equals true if the caller's phone number or the case look up retrieves an agent who previously corresponded with the contact. agent not found equals true if the caller's phone number or the case number does not retrieve any agent who worked with the contact. The Transfer to Agent object connects the caller to the agent. Use this object with Set Agent to find agents based on case look up and then transfer the call. Use this object without Set Agent to transfer calls directly to the agent with a personal channel. The agent must be assigned with a personal channel. Transfer to Agent object provides options which support transferring a call to agent even if status is: busy on break working offline logged off If you do not select any option, then the call is transferred only if the agent status is Available. If transfer is successful, change agent status to busy - is enabled by default. The agent is offered post processing state after terminating the call. The object supports separate logic as why a call may not reach the target agent depending on the agent s real-time state. The option 'If transfer is successful, change agent status to busy' is enabled by default and the agent is offered post processing state after terminating the call. Exit points: The Transfer to Agent object uses the following exit points: Busy equals true if the agent status is busy. on break equals true if the agent is on break. working offline equals true if the agent is working offline logged off equals true if the agent is logged off. rejected by agent equals true if the agent rejected the call invalid agent id equals true if the agent found from ANI or case look up is found invalid. ring no answer equals true if the agent's phone rang but the agent failed to answer. Transfer to Agent Voice Mail The Transfer to Agent Voic object allows a caller deposit a voic for an agent. It assumes the agent is already set through Set Agent object or Get Value object. The following parameters dictate the call flow. Version 8.4 Rev

164 Phone Script tab option Description Parameters Name: In the Name text entry area type the alphanumeric label used to uniquely identify the element in the IVR Script for the Forward to agent element. It can contain a maximum of 21 characters and must be unique within an IVR script. Personal Invite: You can set different greetings to inform the caller the available options. The options available under Personal Invite indicate the agent specific greeting that will be played back to the caller when the call routes through this primitive. The following options act as templates for the actual prompts: o o AgentPersonalGreeting: Plays the personal recording done by the agent through verification call. AgentPersonalrecording_1 to AgentPersonalrecording_6: An agent can also record a maximum of 10 personal recordings using the Agent Console and any one of the first six of these personal recordings can be played back to the caller. This is done when the administrator sets the Personal Invite to one of these options. Impersonal Invite: If the personal recording of the agent is not available, the IVR system falls back on the Impersonal Invite message. These are the audio prompts that are available to Hosted Contact Centre through the Home > Audio Files interface. Digit to opt out: A caller is forced to deposit a voice mail when the Digit to opt out is set to false. When it is set to true then the caller has the option of leaving a voice mail or go back to the IVR system through the opt out exit point. This is similar to the resume in ForwardToAgent primitive in the legacy Hosted Contact Centre. When opt out is set to true, the caller can press any dtmf key to navigate to the opt out exit point. Exit Points: opt out: allows the caller to opt out of voic . agent not configured for VM: If the Activate agent s voice mail checkbox in the Phone tab of the Agent configuration on Configuration Manager is unchecked then the caller will be directed to the agent not configured for VM exit point even when the agent id is set. invalid agent id: If the agent id is not set before this primitive is encountered, the caller is directed to this exit point. Forward to agent Note: Due to the constraints of 'Forward to Agent' object, we recommend using 'Set Agent', 'Transfer to Agent' objects to set up direct access to agents. Please note the 'Forward to Agent' object will be obsolete on new Hosted Contact Centre subscriptions past 8.4 release. If your Hosted Contact Centre uses the direct agent access feature, in the Menu script object described earlier in this table, you can use the Forward to agent object to forward the caller to an agent's phone. The Forward to agent object does not function unless contained in the extension exit point Version 8.4 Rev

165 Phone Script tab option Description of a Menu object. The Hosted Contact Centre rings the agent's phone for the number of seconds specified in the Agents Page, Access tab, Voic and Prompting timeout list. For information about the Agents page, Access, tab, see Summary of Access Tab Options, on page 1. Parameters: In the Label text entry area type the alphanumeric label used to uniquely identify the element in the IVR Script for the Forward to agent element. Labels can contain a maximum of 21 characters and must be unique within an IVR script. In the Message list, if agent voice mail is activated, then choose the audio file the IVR script plays immediately before forwarding the caller to the Agent's voic . In the Invalid Extension Message list, choose the audio file the IVR script plays if the caller supplies an invalid 3-digit agent extension.8 Exit points: The Forward to agent object uses the value of the extension entered by the caller to transfer control to the script sequence specified within the following exit points: resume equals true if the caller enters * instead of leaving a voice message. Use the resume label to transfer a caller who does not leave a message to another location in the IVR script. too many invalid equals true if the caller dials an invalid agent extension three times. Test Queue Use the Test Queue object to check the condition of a queue before entering a queue. Test queue provides a set of conditions which when met, triggers specified actions. The test queue object gives IVR designer a lot more routing and announcement flexibility by allowing testing queue status repeatedly. Parameters: In the Label text entry area type the alphanumeric label used to uniquely identify the element in the IVR Script. Labels can contain a maximum of 21 characters and must be unique within an IVR script. In the Queue name list, choose the phone queue to test the condition. Use the Condition Matched area to determine routing choices based on Agent availability or queue performance. To route the call differently, or to provide the caller with choices when there is no qualified agent available to immediately accept the interaction, select there are no qualified agents waiting. To route the call differently, or to provide the caller with choices when there is no qualified agent logged in to immediately accept the interaction, select there are no qualified agents logged in. Qualified agents refer to agents set up to receive interactions from the queue specified in the Queue name list. Version 8.4 Rev

166 Phone Script tab option Description To evaluate the condition of a selected queue, then route the call based on the test results of that performance, select Enable queue tests below. Exit points: Perform one or all of the following tests: there are calls in queue ahead of this call: Enter the maximum number of calls that can be ahead of the current call. there is a call in this queue that has been waiting longer than seconds: Enter the maximum time that a call in the queue has waited in the queue. the instantaneous expected wait-time calculation exceeds seconds: Enter a time duration in seconds. Test Queue has two exit points: Condition Matched Condition not Matched. The Test Queue object transfers control to the script sequence specified under the exit points based on the following test results: There are no qualified agents waiting in the queue There are no qualified agents logged in There are n number of calls in the queue ahead of this call where n is the number specified in the test. There is a call waiting longer than the specified time in the queue The instantaneous expected wait time calculation for a call exceeds the specified time. The expected-wait-time calculation is useful only when there are more than 20 qualified agents assigned to the queue and active. Mathematical uncertainty with fewer than 20 active, similarly skilled agents may produce unexpected results. One of the many ways the condition matched, or condition not matched exit point can be used is to trigger another test, or provide the caller with a choice of waiting in queue when no agent is available, or to leave a voic , or inform the caller of an approximate waiting time, and then forward to queue. For example, if there is a call in the queue that has waited longer than 120 seconds, you can insert the Play object under the Condition matched exit point to play a message informing the caller of an expected waiting time for the call to be answered. You can then use the Forward to Queue object to route the call to a queue. Forward to queue Use the Forward to queue object to forward a phone interaction to a specific phone queue. Parameters: In the Label text entry area type the alphanumeric label used to uniquely identify the element in the IVR Script. Labels can contain a maximum of 21 characters and must be unique within an IVR Version 8.4 Rev

167 Phone Script tab option Description script. In the Queue name list, choose the target phone queue to receive the call. For more information about modifying the default queue forwarding behavior, see the information about the Take the Overload path if area, below. Use the Take the Overload path if area to determine routing choices based on Agent availability or queue performance. To route the call differently, or to provide the caller with choices when there is no qualified agent available to immediately accept the interaction, select there are no qualified agents waiting. To route the call differently, or to provide the caller with choices when there is no qualified agent logged in to immediately accept the interaction, select there are no qualified agents logged in. Qualified agents means agents assigned to receive interactions from the queue specified in the Queue name list. To evaluate the selected queue's performance, then route the call based on the results of that performance, select Enable queue overload tests. Exit points: If you selected Enable queue overload tests, then perform one or all of the following tests: there are calls in queue ahead of this call: Enter the maximum number of calls that can be ahead of the current call. there is a call in this queue that has been waiting longer than seconds: Enter the maximum time that a call in the queue has waited in the queue under test. the instantaneous expected wait-time calculation exceeds seconds: Enter a time duration in seconds. The Forward to Queue object transfers control to the script sequence specified under the overload exit point as follows. There are no qualified agents waiting in the queue There are no qualified agents logged in There are n number of calls in the queue ahead of this call where n is the number specified in the test. There is a call waiting longer than the specified time in the queue The instantaneous expected wait time calculation for a call exceeds the specified time. The expected-wait-time calculation is useful only when there are more than 20 qualified agents assigned to the queue and active. Mathematical uncertainty with fewer than 20 active, similarly skilled agents may produce unexpected results. The overload exit point can be used to provide the caller with a choice of waiting in queue when no agent is available or to leave a voic . For example, in the Forward to Queue object's overload exit point, insert the Forward to voice mail object to route the call based on the caller s response to a prompt of the form Version 8.4 Rev

168 Phone Script tab option Description "Press 1 to leave a message or remain on the line to speak to the next available agent"; if the caller does not press one, the script transfers the call to the queue specified in the Queue Name list. Forward to voice mail Use the Forward to voice mail object to transfer phone interactions to a selected voice mail queue. If the Forward to voice mail object is inserted under the overload exit point of a Forward to Queue object, the caller can choose between waiting in queue or transferring to voic . Parameters: In the Label text entry area type the label used to uniquely identify the element in the IVR Script. Labels can contain a maximum of 21 characters and must be unique within an IVR script. In Invite Message list, choose the audio file that directs the caller to press 1 to leave a voice mail message. The audio file must direct the caller to press 1 to leave a voice mail: No other number will work. If the Access to voice mail is mandatory option, described below, is selected, then the IVR script forcibly transfers the call to voice mail. In the Queue name list, choose the voice mail queue that receives calls transferred to voice mail. Select Access to voice mail is mandatory to have the IVR script forcibly transfer calls to the voice mail queue. Exit points: No exit points. Forward to External IVR Use the Forward to External IVR object to forward a phone interaction to an external IVR server. This redirects an incoming call to an external SIP URI address, or a phone number, which lands on an external IVR system. You can complete a self service authentication on an external IVR server, and resume the call as desired by the customer. The entry point for an incoming call remains the Hosted Contact Centre IVR, with external IVR as an additional tree node within it. The object allows data exchange between the external IVR server, and the Hosted Contact Centre server through a RESTful API interface. The data flow requires a SIP connection. Parameters: In the Label text entry area type the alphanumeric label used to uniquely identify the element in the IVR Script. Labels can contain a maximum of 21 characters and must be unique within an IVR script. In the Phone number text entry area, type the complete phone number the IVR script dials when transferring a phone interaction. Version 8.4 Rev

169 Phone Script tab option Description The Phone number text entry area accepts only the numeric characters 0-9. In the United States, phone numbers, must be of the form: 1+three-digit area code+seven-digit phone number In the United States, when typing numbers into text entry areas, always preface the area code with 1. Outside the United States, must be of the form: Exit points: Country Code+phone number Resume- Provides the capability to resume within the Hosted Contact Centre IVR tree on detecting a hang-up event on the External IVR server, and redirects a call to a predefined or assigned destination. Forward to external number Use the Forward to external number object to forward a phone interaction to a phone number that is not managed by the Hosted Contact Centre. Parameters: In the Label text entry area type the alphanumeric label used to uniquely identify the element in the IVR Script. Labels can contain a maximum of 21 characters and must be unique within an IVR script. In the Phone number text entry area, type the complete phone number the IVR script dials when transferring a phone interaction. The Phone number text entry area accepts only the numeric characters 0-9. In the United States, phone numbers, must be of the form: 1+three-digit area code+seven-digit phone number In the United States, when typing numbers into text entry areas, always preface the area code with 1. Outside the United States, must be of the form: Exit points: No exit points. Country Code+phone number Label Use the Label object in combination with the Goto object, described later in this table, to redirect call processing to any location in the IVR script. The Goto object redirects the interaction to the parameter of a Label object. Parameters: In the Label text entry area type the alphanumeric label used to uniquely identify the element in the IVR Script. Labels can contain a maximum of 21 characters and must be unique within an IVR script. Version 8.4 Rev

170 Phone Script tab option Description Exit points: No exit points. Goto Use the Goto object to redirect the script to continue running at some labeled location in the script. Parameters: In the Destination list, choose a labeled script location. Exit points. No exit points. Hang up Use the Hang up object to disconnect a phone interaction. The IVR disconnects a phone interaction if the call has not been forwarded to queue, voic or an external number, and the script flow contains no further script objects. In the Label text entry area type the alphanumeric label used to uniquely identify the element in the IVR Script. Labels can contain a maximum of 21 characters and must be unique within an IVR script. Exit points. No exit points. Default Termination IVR tree has two objects: Main IVR Default Terminating Node The default termination node is the last node in the IVR tree and cannot be deleted from the tree. You can add IVR objects between these nodes only. Default Termination node catches all calls that would drop on reaching a non terminating exit criterion such as Play or Label in the IVR script, and routes them with four exit options: Forward to Queue: Directs the call to a queue. Forward to Voice Mail: Directs the call to a voice mail queue. Forward to External Number: Forwards the call to an external phone number. Hang up: Terminates the call. Version 8.4 Rev

171 Creating an Example IVR Script An IVR script plays audio files to prompt a caller for information, then uses the caller's responses to those prompts to route the interaction to a specified phone queue. The following procedures illustrate scripts that contain increasingly complex combinations of IVR script objects and control flow features: Building a Simple Greeting and Routing Script Creating Menus of Options Using Caller Information to Process Interactions Before You Begin The procedures in this section assume that you have used the Configuration Manager to create: At least one phone queue. For information about creating phone queues, see Creating or Editing Phone Queues, on page 97 At least one voice mail queue. For information about creating voice mail queues, see Configuring Voice Mail Queues, on page 131. At least one contact centre schedule. For information about creating schedules, see Specifying Business Hours and Schedules, on page 29. Disabling the Phone Channel Before Editing the Script Best practice: Before editing a Hosted Contact Centre IVR Script, select the phone channel's Own channel script and disable the IVR channel. To select the IVR script and disable the Phone channel: 1. Display the Phone channel's Properties tab. For information about the Channels Page, Phone channel Properties tab, see Configuring Phone Channel Properties, on page In the Properties tab, in the Use script from channel list, choose Own channel script. 3. Clear This channel is enabled. 4. Click Save. The Hosted Contact Centre applies the changes and display's the Phone channel's IVR Script tab. Building a Simple Greeting and Routing Script Perform the procedure in this section to build a simple IVR script that: Checks a schedule for the contact centre's current hours of operation. Plays a greeting message to the caller. If the contact centre is open, routes the call to a queue If the contact centre is closed, offers the caller the chance to leave a voice mail message. Version 8.4 Rev

172 To select a schedule, play a greeting and route a call to a queue: 1. In the IVR Script tab, in the object selection list, select Schedule. The Configuration Manager displays the parameters for the Schedule object in the right-side object configuration area. 2. In the object configuration area: a. In the Label text entry area type BusHours. b. In the Schedule list, choose a previously defined schedule. c. Click Save. The Configuration Manager inserts the Schedule object below the MainIVR label. Figure 98: IVR Script example, Schedule object 3. If a call arrives when the contact centre is open, play a greeting message. In the schedule object, select the open exit point, then in the object selection list choose Play. The Hosted Contact Centre displays the parameters for the Play object. In the object configuration area: a. In the Label text entry area type PlayWait01. b. In the Played list, choose Wait for next agent. The procedure refers to audio files from the Hosted Contact Centre default set of audio files. Your IVR scripts may reference one or more default audio files, or reference the customized audio files you uploaded to the Configuration Manager. c. Click Save. The Configuration Manager inserts the Play object below the open exit point. 4. Choose the queue the caller is routed to. Select the Play object, then: a. In the Label text entry area type PhoneQ01. Version 8.4 Rev

173 b. In the Queue name list, choose a phone queue. c. Click Save. The Configuration Manager inserts the Forward to queue object below the Play object. 5. If the call arrives when the contact centre is closed, route the call to a voice mail queue. In the IVR Script area, in the schedule object, select the closed exit point, then in the object selection list choose Forward to voice mail. The Hosted Contact Centre displays the parameters for the Forward to voice mail object. In the object configuration area: a. In the Label text entry area type Vmail01. b. In the Invite Message list, choose Voice mail invite. c. In the Queue name list, choose a voice mail queue. d. Select Access to voice mail is mandatory. e. Click Save. The Configuration Manager inserts the Forward to voice mail object below the closed label. Figure 99: IVR script example, Forward to voice mail object Version 8.4 Rev

174 Creating Menus of Options The procedure in this section illustrates how to implement menus of options. The following procedure builds on the IVR script example in Building a Simple Greeting and Routing Script, on page 161. To script a set of menu options: 1. In the script you created in the procedure in Building a Simple Greeting and Routing Script, on page 161 a. Select the Forward to queue object PhoneQ01, then click Delete. b. Select the Play object PlayWait01, then click Delete. 2. When the contact centre is open, play a menu of options. In the schedules object, select the open exit point, then in the object selection list choose Menu. The Hosted Contact Centre displays the parameters for the Menu object. In the object configuration area. a. In the Label text entry area type OpenMenu01. b. In the Invite Message list, choose Optional queue Selection. When a caller first connects to the contact centre, the Menu object's Invite message audio file orients them to the set of menu choices. In most cases, this implies the need for an invite message that has been customized for your contact centre. c. In the Invalid message list, choose Invalid selection. If a caller provides an invalid response to the invite message, the Invalid message audio file informs them that the Hosted Contact Centre cannot interpret their response. d. In the Empty message list, choose Wait for next agent. If a caller does not respond to the prompt within 10-seconds, the Empty message audio file informs them to respond. e. Click Save. The Configuration Manager inserts the menu object below the open label. Version 8.4 Rev

175 Figure 100: IVR script example, Menu script object 3. Configure the message played when the caller responds to the initial menu by pressing 1. In the Menu object, select the 1 exit point, then: a. In the object selection list choose Play. b. In the Label text entry area type CallRecordWarn. c. In the Played message list choose the Call monitoring warning audio file. d. Click Save. The Configuration Manager inserts the Play object below the 1 label. 4. Configure the queue the caller is routed to if they respond to the initial menu by pressing 1. In the Menu object, in the 1 exit point, select the Play object, then: a. In the object selection list choose Forward to queue. b. In the Label text entry area type PhoneQ02. c. In the Queue name list, select a phone queue. d. Click Save. The Configuration Manager inserts the Forward to queue object below the 1 exit point. Version 8.4 Rev

176 Figure 101: IVR script example, Menu object, choice 1 5. Continue to the next example, Using Caller Information to Process Interactions, to build on this script. Using Caller Information to Process Interactions Use the procedure in this section to prompt a caller for information that will be used to find a caller's record in the Local CRM database, then use information contained in that record to determine how to route the call. The following procedure builds on the IVR script example in Creating Menus of Options, on page 164. To create an interactive IVR script that prompts a caller, tests for the caller's Local CRM record, and routes the call: 1. Prompt the caller for information such as an account number. In the Menu script object, select the 2 exit point, then in the object selection list choose Get Value. The Hosted Contact Centre displays the parameters for the GetValue object in the object configuration area: a. In the Label text entry area type GetAccountNumber. Version 8.4 Rev

177 b. In the Invite Message list, choose Enter mandatory account number. c. In the Invalid message list, choose Invalid selection. d. In the Empty message list, choose Invalid selection. e. In the Data to collect list, choose Customers: Account Number. f. Select Entry is mandatory. g. Click Save. The Configuration Manager inserts the GetValue object below the 1 label. Figure 102: IVR script example, GetValue object You can also use the GetANI script object to look in the Local CRM CRM for existing customers. 2. Add a Label object to the portion of the script that processes customer accounts. In the GetValue object, select the found exit point, then in the object selection list choose Label. In the object configuration area, in the Label text entry area type AcctFound then click Save. Labeling the portion of the script that processes customer account interactions enables other script objects to use the Goto script object to transfer control ("jump") to that portion of the IVR script. 3. Check the customer's status. Select the Label object, then in the object selection list choose Picklist. The Hosted Contact Centre displays the parameters for the Picklist object. In the object configuration area: a. In the Label text entry area, type ChkCustID. b. In the Data to test list, choose Record Type. c. In the Select operator list, choose Is equal to. Version 8.4 Rev

178 d. In the Select values list, choose Customer. e. Click Save. The Configuration Manager inserts the Picklist object below the found label. The configuration of your Local CRM determines the types of data the Picklist script object can test for. Use the Picklist script object's matched and not matched labels to use the result of the Picklist's comparison operation to route the call. The Label script object enables other objects to use a Goto script object to transfer control to the Picklist script sequence. You can also use the GetANI function to use the caller's Automatic Number Identification (ANI) to look for existing Local CRM data. Enabling a Phone Channel and Associated IVR Script Perform the following procedure to enable a phone channel and the channel's IVR script. To enable the Phone channel: 1. Display the Phone channel's Properties tab. For information about the Channels Page, Phone channel's Properties tab, see Configuring Phone Channel Properties, on page Select This channel is enabled. 3. Click Save. The Hosted Contact Centre puts the IVR channel and associated script into service. You can now make test phone calls to the phone channel to validate the operation of the IVR script. Version 8.4 Rev

179 Copying and Pasting IVR Script Objects While defining or editing an IVR script, you have the flexibility to copy and paste IVR script objects reducing the time consumed in writing the script. You can use copy, paste icons to copy any part of the IVR tree and paste it to a desired area. You have to then apply the changes for them to take effect. Copy and Paste feature is especially useful if you introduce similar call treatments with slight variations. You can write once, copy as many times as you desire within the script. To copy and paste a part of IVR object: 1. Open a channel's IVR script. 2. Select an object to copy. 3. Click Copy link. 4. Select an IVR tree node you wish to paste the copied object. 5. Click Paste link. The segment is pasted immediately. 6. Click Save to apply the changes OR Click Revert to remove all changes since the last save. Version 8.4 Rev

180 Configuring Channels An channel in the Hosted Contact Centre defines an address that your customers use to send requests to the contact centre. For example: When you configure an Channel, you specify the POP3 or IMAP server from which the Hosted Contact Centre retrieves messages. Configuring a phone channel involves: 1. Creating a new channel 2. Creating an script to route s 3. Assigning the Script to the channel Using Dedicated Contact Centre Channels The accounts used in conjunction with your Hosted Contact Centre must be used only for that purpose. Do not login or access your contact centre's channel from outside of your Hosted Contact Centre. The Channel's Script specifies which Hosted Contact Centre queues receive those retrieved messages. Configuring Channel Preferences Configuring an channel in Hosted Contact Centre is a two step process: Defining channel properties Designing an script Defining properties for an channel requires you to specify the channel name, an incoming address, login credentials to access the , incoming mail server properties, protocol, and the script used for the channel. An script directs s entering the Hosted Contact Centre to agents via queues. Use the Channel, Properties tab to specify the primary properties of the channel. To configure an channel's properties: 1. In the configuration menu, click Channels. The Configuration Manager displays a list of channels for all media. Version 8.4 Rev

181 2. In the list of channels, click or. Figure 103: Channel page, Properties tab 3. Enter or select the values for the following properties of an channel. Table 46: Summary of Channel page, Properties tab options Channel, Properties tab option Description Channel type Channel name Read-only reminder of the type of channel. Type the name of this channel. The Agent Console displays the channel name when the agent receives an . Incoming Address User ID Password, Retype Password Incoming Mail Server Protocol Type the full address used by customers to submit interactions to this channel. Type the login username required to retrieve for the address specified by the Incoming Address text entry area. Type and verify the password required to retrieve for the address specified by the Incoming Address text entry area. For the server that receives the messages specified by the Incoming Address, type the network address of the mail server. Choose the protocol supported by the server. Valid choices are: POP3, POP3 over SSL IMAP, IMAP over SSL After you choose an protocol, the Configuration Manager automatically places that protocol's default port number in the Version 8.4 Rev

182 Channel, Properties tab option Port Description Port text entry area, described later in this table. By default, when you use the Protocol list to choose an protocol, the Configuration Manager places the following default port numbers in the Port text entry area: POP3: 110 POP3 over SSL: 995 IMAP: 143 IMAP over SSL: 993 If the server that receives the messages specified by the Incoming Address uses a non-default port number, in the Port text entry area type that non-default port number. script If you have more than one channel, choose another channel's previously defined IVR script. Choose Copy to place a copy of the script into this channel's Script definition tab. Changes made to the other channel's IVR script will not appear in the copied IVR script Choose Link to to run another channel's Script definition in this channel If you have more than one channel, choose another channel's previously defined IVR script. This Channel is enabled Select to put this channel into service. Enable a channel only after your contact centre is ready to receive interactions on the channel. 4. Test the connection with the mail server by clicking Test. If the connection to the server is successful, the test indicates the messages in the server. 5. Click Save. Defining an Script Use the Scripts tab to create or edit an script used to route incoming interactions to the correct queue. To create or edit an script: 1. Select Scripts from the configuration menu. 2. Click or link. 3. Enter the following properties for the script. Version 8.4 Rev

183 Table 47: Summary of Script, Properties tab options Script Properties Script Type Description A read-only reminder of the script type. It displays if it is a phone, chat, or script. Script name Category A unique name for the script A category helps you to organize your scripts better. For example, if you have multiple scripts serving Support and Sales needs, you can group scripts under separate categories. Select an existing category or create a new one. To create a new category: 1. Select Edit Categories option from the drop down menu. 2. In the Category dialog box, add a new category by clicking. Copy script from Comment Choose this option to place a copy of the default or an existing IVR script into this channel. Add comments for additional notes if desired. This script is enabled Select to place this script definition into service. Assign new channels You can assign multiple channels to a script. To assign new channels, 1. Click on the link to bring up the channels list. 2. Select desired channels from the list. 3. Click Assign. 1. Click Save to navigate to the Script tab, where you define the script. 1. Click Routing. The [add] link appears. Version 8.4 Rev

184 2. Add the desired objects. 3. Click Save. For a primer on writing IVR scripts, refer to the guide on Automated Call Processing Rules. 4. To undo the changes click Revert. 5. To design Phone and Chat scripts select Phone or Chat and then follow steps 3 to 7. Note: When creating or modifying an script, in the channel's Properties tab, clear This script is enabled. This ensures that Hosted Contact Centre does not run an incomplete script. After completing the script, re-enable the script. Summary of Script Objects You can access the scripts by going to Scripts > > Script from the configuration menu. Table 48: Summary of Script Objects Scripts Objects Description Schedule Use the Schedule script object to perform a particular sequence of Script operations if the contact centre is either open for operation or closed. Parameters: In the Name text entry area type the alphanumeric name used to uniquely identify the element in the script. Labels can contain a maximum of 21 characters and must be unique within an script. In the Select schedule list, choose a schedule definition. Exit points: The Schedules script object uses the value of Select schedule to transfer control to the script sequence specified within the following labeled conditions: open equals true if the interaction has been received within the contact centre's hours of operation. closed equals true if the interaction has been received outside the contact centre's hours of operation. Version 8.4 Rev

185 Scripts Objects Description #1 through #6 equal true if the schedule specified in Select schedule includes an exception condition, numbered 1 through 6, and today's date is within the exceptions from and to dates. For more information about creating schedules, see Specifying Business Hours and Schedules, on page 29. Check CRM Use the Check CRM script object to check the value of the Local CRM for existing customer information. new customer, new case, or followup fields. Parameters: In the Label text entry area type the alphanumeric label used to uniquely identify the element in the script. Labels can contain a maximum of 21 characters and must be unique within an script. Exit points: The Check CRM script object transfers control to the script sequence specified within the following labeled conditions: new customer equals true if the interaction's From field contains an address that is not in the Local CRM. new case equals true if the interaction's From field contains an address that is in the Local CRM, and the does not contain an existing case number in the Subject line. followup equals true if the interaction's From field contains an address that is in the Local CRM, and the contains an existing case number in the Subject line. For more information about the Local CRM, see Configuring Local CRM, on page 194. Check Priority Use the Check Priority script object to inspect the priority of the incoming mail message. The Check Priority object inspects the incoming message's header for the value of X-Priority, Importance, and Priority. If the Hosted Contact Centre cannot locate these areas in the message, it will assign the message a priority equal to 3 Normal. Parameters: In the Label text entry area type the alphanumeric label used to uniquely identify the element in the script. Labels can contain a maximum of 21 characters and must be unique within an script. In the Priority value list, choose the priority setting of the incoming message, where 1=highest priority and 5=lowest priority. Select Negate comparison to make inspection true if the priority specified in the Priority value list does not match the priority of the incoming mail message. Version 8.4 Rev

186 Scripts Objects Description Exit points: The Check Priority script object transfers control to the script sequence specified within the following labeled conditions: matched equals true if Negate comparison is not selected and the interaction's priority equals the value of Priority value. not matched equals true if Negate comparison is not selected and the interaction's priority does not equal the value of Priority value. Check Recipient Use the Check Recipient script object to inspect the To or CC areas of the incoming mail for a name or other text string. Parameters: In the Label text entry area type the alphanumeric label used to uniquely identify the element in the script. Labels can contain a maximum of 21 characters and must be unique within an script. In the Select recipient field list, choose whether the script inspects the To or Cc addressee field of the incoming message. In the Select operator list, choose a comparison operator. Choices are Contains, Begins with, Ends with, or Is equal to. In the Use pattern as a POSIX extended regular expression text entry area, type a pattern as a text string or a POSIX extended regular expression. Select Negate comparison to make the recipient check true if the Script does not find the string specified in the Pattern text entry area. Select Case sensitive to enable the pattern search to differentiate between upper and lower case characters. Exit points: The Check Recipient script object transfers control to the script sequence specified within the following labeled conditions: matched equals true if Negate comparison is not selected and the message's recipient equals the value of Pattern. not matched equals true if Negate comparison is not selected and the message's recipient does not equal the value of Pattern. Check Sender Use the Check Sender script object to inspect the From area of the incoming mail for a name or other text string. Parameters: In the Label text entry area type the alphanumeric label used to uniquely identify the element in the script. Labels can contain a maximum of 21 characters and must be unique within an script. Version 8.4 Rev

187 Scripts Objects Description In the Select operator list, choose a comparison operator. Choices are Contains, Begins with, Ends with, or Is equal to. In the Use pattern as a POSIX extended regular expression text entry area, type a pattern as a text string or a POSIX extended regular expression. Select Negate comparison to make the recipient check true if the Script does not find the string specified in the Pattern text entry area. Select Case sensitive to enable the pattern search to differentiate between upper and lower case characters. Exit points: The Check Sender script object transfers control to the script sequence specified within the following labeled conditions: matched equals true if Negate comparison is not selected and the From area of the message equals the value of Pattern. not matched equals true if Negate comparison is not selected and the From area of the message does not equal the value of Pattern. Check Subject Use the Check Subject script object to inspect the Subject area of the incoming mail for a particular text string. Parameters: In the Label text entry area type the alphanumeric label used to uniquely identify the element in the script. Labels can contain a maximum of 21 characters and must be unique within an script. In the Select operator list, choose a comparison operator. Choices are Contains, Begins with, Ends with, or Is equal to. In the Pattern text entry area, type a pattern as a POSIX extended regular expression. Select Negate comparison to make recipient check true if the string specified in the Pattern text entry area is not found. Select Case sensitive to enable the pattern search to differentiate between upper and lower case characters. Exit points: The Check Sender script object transfers control to the script sequence specified within the following labeled conditions: matched equals true if Negate comparison is not selected and the Subject area of the message equals the value of Pattern. not matched equals true if Negate comparison is not selected and the Subject area of the message does not equal the value of Pattern. Check Flood Use the Check Flood script object to detect an unusually high volume of incoming Version 8.4 Rev

188 Scripts Objects Description messages that appear to be identical. One possible reason a high volume of identical incoming messages may be received is a Denial of Service attack. Parameters: In the Label text entry area type the alphanumeric label used to uniquely identify the element in the script. Labels can contain a maximum of 21 characters and must be unique within an script. In the Time Interval list, choose the time period during which the Script counts the number of messages arriving at the queue. Choices are Disabled, 15 minutes, 30 minutes, 45 minutes, 1 hour, 2 hour, 3 hour, 4 hour, 6 hour, 12 hour. and 1 day. In the Maximum number of s list, choose the maximum number of incoming s that occur within the time period specified in the Time Interval list. Choices are 2, 5, 10, 20, or 50 s. Exit points: The Check Flood script object uses the values of Time Interval and Maximum number of to transfer control to the script sequence specified within the following labeled conditions: flood detected equals true if a Maximum number of s that appear to be identical have been received within Time Interval. first equals true if the most recently received message appears to be new. other s equals true if the most recently received message is similar to at least one other processed within the specified Time Interval, but the quantity of these messages has not yet exceeded the value of Maximum number of s. Check Spam Use the Check Spam script object to enable the script to perform different operations depending on the incoming message's spam / not spam status. Parameters: In the Label text entry area type the alphanumeric label used to uniquely identify the element in the script. Labels can contain a maximum of 21 characters and must be unique within an script. Exit points: The Check Spam script object transfers control to the script sequence specified within the following labeled conditions: is spam equals true if Hosted Contact Centre classifies the message as spam. is not spam equals true if Hosted Contact Centre does not classify the message as spam. For more information about the Hosted Contact Centre spam threshold level, see Summary of Profile Tab Options, on page 22. Version 8.4 Rev

189 Scripts Objects Description Check Virus Use the Check virus script object to enable the script to perform different operations depending on the incoming message's infected / not infected status. Hosted Contact Centre uses McAfee VirusScan to inspect incoming messages. Parameters: In the Label text entry area type the alphanumeric label used to uniquely identify the element in the script. Labels can contain a maximum of 21 characters and must be unique within an script. Exit points: The Check Virus script object transfers control to the script sequence specified within the following labeled conditions: infected equals true if Hosted Contact Centre detects a virus in the message. not infected equals true if Hosted Contact Centre does not detect a virus in the message. Forward to queue Use the Forward to queue script object to check how many incoming messages are waiting in the queue, and if a maximum number is exceeded begin forwarding messages to a different queue. Parameters: In the Label text entry area type the alphanumeric label used to uniquely identify the element in the script. Labels can contain a maximum of 21 characters and must be unique within an script. In the Select queue list, choose which queue receives forwarded messages. In the Maximum number of s waiting text entry area, type the integer number of s that can accumulate in the current queue before the script begins forwarding messages to the queue specified by the Select queue list. A Hosted Contact Centre queue can contain a maximum of 900 messages. If an queue contains more than 900 messages, and the queue's script includes the Forward to queue script object, then Hosted Contact Centre initiates overflow processing. Exit points: The Forward to queue script object transfers control to the script sequence specified within the following labeled conditions: routed equals true if the queue does not contain more messages than specified by the Maximum number of s waiting text entry area, or no more than 900 messages. Hosted Contact Centre places the new message in the current queue. overload equals true if the queue contains more messages than specified by the Maximum number of s waiting text entry area, or more than 900 messages). Version 8.4 Rev

190 Scripts Objects Description Hosted Contact Centre places the new message in the queue specified in the Select queue list. Label Use the Label script object to insert a named point into the Script. The labeled script object can then be accessed by other script statements, such as the Goto script object, described later in this table. Parameters: In the Label text entry area type the alphanumeric label used to uniquely identify the element in the script. Labels can contain a maximum of 21 characters and must be unique within an script. Exit points: No exit points. Goto Use the Goto script object to direct the script to continue running at some labeled location in the script. Parameters: In the Name text entry area type the alphanumeric label used to uniquely identify the element in the script. Labels can contain a maximum of 21 characters and must be unique within an script. In the Destination list, choose a labeled script location. The Goto object can reference object labels located "lower" in the script. Exit points: No exit points. Reply to Use the Reply to script object to Parameters: In the Label text entry area type the alphanumeric label used to uniquely identify the element in the Script. Labels can contain a maximum of 21 characters. In the From text entry area, type the return address for the outgoing message. You must type a valid address or select Use channel address as From to save the Reply to script object. Select Use channel address as From to place the channel's address in the outgoing message's from area. You must select Use channel address or type a valid address in the From text entry area to save the Reply to script object. In the CC text entry area, to send a "carbon copy" of the outgoing message to Version 8.4 Rev

191 Scripts Objects Description one or more additional recipients, type the recipients' properly formatted address. The CC text entry area allows you to type up to 80 characters. In the BCC text entry area, to send a "blind carbon copy" of the outgoing message (a copy whose address is concealed from other addressees) to one or more additional recipients, type the recipients' properly formatted address. The BCC text entry area allows you to type up to 80 characters. In the Subject text entry area, type an optional subject line for the outgoing message. The Subject text entry area allows you to type up to 40 characters. In the Content text entry area, type the message contents. Exit points: The Reply to script object transfers control to the script sequence specified within the following labeled conditions: sent equals true if Hosted Contact Centre did not receive an error when it sent the reply message. not sent equals true if Hosted Contact Centre received an error when it sent the reply message. Delete Use the Delete script object to delete the message being processed by the script. Because the Delete script object deletes the current message, use the object as the final action in an script. Parameters: In the Label text entry area type the alphanumeric label used to uniquely identify the element in the Script. Labels can contain a maximum of 21 characters. Exit points: No exit points. Stop Processing Use the Stop Processing script object to stop performing the script. Parameters: In the Label text entry area type the alphanumeric label used to uniquely identify the element in the Script. Labels can contain a maximum of 21 characters. Exit points: No exit points. Version 8.4 Rev

192 Creating an Example Script A Hosted Contact Centre script uses the information contained in an message to route the message to one or more queues. The following example contains a series of procedures that illustrate how to combine Hosted Contact Centre Script objects and script object control flow features: Deleting Messages that Contain Viruses Inspecting Message Subject Lines for a String Routing Messages to Queues Inserting Stop Processing Objects into Scripts Before You Begin The procedure in Inspecting Message Subject Lines for a String assumes that you have used the Configuration Manager to create at least one queue. For information about creating queues, see Configuring Queues, on page 110. Disabling the Channel Before Editing the Script Best practice: Before editing a Hosted Contact Centre Script, select the channel's Own channel script and disable the channel. To select the script and disable the channel: 1. Display the channel's Properties tab. For information about the Channels Page, channel Properties tab, see Configuring Channel Preferences, on page In the Properties tab, in the Use script from channel list, choose Own channel script. 3. Clear This channel is enabled. 4. Click Save. The Hosted Contact Centre applies the changes and display's the channel's Script tab (Figure 1). Deleting Messages that Contain Viruses If your server does not provide protection against viruses, include the Check Virus script object at the top of all your scripts to help protect your contact centre from malicious messages. If your server already protects against viruses, do not use the Check Virus object. Version 8.4 Rev

193 To use the Check Virus script object to inspect a message for viruses: 1. In the Script tab, in the script object selection list, select Check Virus. The Configuration Manager displays the parameters for the Check Virus script object in the right-side script configuration area. 2. In the configuration area, in the Label text entry area type CV01 then click Save. The Configuration Manager adds the Check Virus script object to the script. The Check Virus script object contains the infected and not infected labeled exit points. 3. Delete any messages infected by viruses. In the Check Virus script object, click the infected labeled condition, then in the in the script object selection list choose Delete . The Configuration Manager displays the parameters for the Delete script object in the script configuration area. 4. In the configuration area, in the Label text entry area, type DeleteInfected then click Save. The Configuration Manager inserts the Delete object below the infected label. Figure 104: Script, Check Virus script object Use the same script design principles to incorporate the Check Spam and Check Flood objects into an script. Inspecting Message Subject Lines for a String Use the Check Subject script object to inspect the subject line of incoming messages for a particular string. To use the Check Subject script object to inspect an message's subject line for a string: 1. In the script, in the Check Virus script object, click the not infected label, then in the script object selection list choose Check Subject. The Configuration Manager displays the parameters for the Check Subject script object in the script configuration area. Version 8.4 Rev

194 2. Configure the Check Subject object to inspect the subject area of messages for the string ADV. In the script object configuration area: a. In the Label text entry area, type CS01. b. In the Select Operator list, choose Contains. c. In the Pattern text entry area, type ADV. d. Clear Use pattern as a POSIX extended regular expression and Negate comparison. e. Select Case Sensitive. f. Click Save. The Configuration Manager inserts the Check Subject script object below the not infected label. Figure 105: Script, Check Subject script object Routing Messages to Queues Use the comparison results returned by the Check Subject script object to route messages. To use the results Check Subject to route the message: 1. Delete messages that contain ADV in the subject area. a. In the Check Subject object, click the matched label. then in the object selection list choose Delete . The Configuration Manager displays the parameters for the Delete script object in the script configuration area. b. In the Label text entry area, type DelADV, then click Save. The Configuration Manager inserts the Delete script object below the matched label. The script will delete all incoming messages that contain ADV in the subject line. 2. For all messages that do not contain ADV in the subject area, route the message to an queue. a. In the Check Subject object, click the not matched label. Then in the object selection list choose Forward to queue. Version 8.4 Rev

195 The Configuration Manager displays the parameters for the Forward to queue script object in the script configuration area. b. In the Label text entry area, type Q01. c. In the Select queue list, choose an queue. d. In the Maximum number of s waiting text entry area, type 100, then click Save. The Configuration Manager inserts the Forward to queue script object below the not matched label. Figure 106: Script, Forward to queue script object 3. If the message does not exceed the value specified by Maximum number of s waiting, then stop script processing. In the Forward to queue script object, click routed, then insert a Stop processing script object. After routing the message, the script stops. 4. If the message exceeds the value specified by Maximum number of s waiting (in the queue), then send the to an overload queue. In the Forward to queue script object, click overload, then insert a Forward to queue script object. Use the Forward to queue script object to specify a secondary queue that receives messages that exceed the primary queue's Maximum number of s waiting setting. Inserting Stop Processing Objects into Scripts The procedure in Routing Messages to Queues" illustrates the use of the Stop processing script object to end the operation of an script. Insert Stop processing objects at all points where you intend the script to stop. Doing so ensures that the script always behaves as designed. Version 8.4 Rev

196 Enabling the Channel and Running the Script Perform the procedure in this section to enable an channel and run the channel's script. To enable the channel: 1. Display the channel's Properties tab. For information about the Channels Page, channel's Properties tab, see Configuring Channel Preferences, on page In the Properties tab, in the Use script from channel list, choose Own channel script. 3. Select This channel is enabled. 4. Click Save. The Hosted Contact Centre puts the channel and associated script into service. You can now send test messages to the channel to validate the operation of the script. Version 8.4 Rev

197 Configuring Chat Channels Chat Channels in Hosted Contact Centre serve to direct chat requests from customers to contact centre agents via chat queues. Hosted Contact Centre provides options to embed links to Chat channels on your website or on the Support Centre using which customers can initiate a live chat session with the agents. Configuring a chat involves: 1. Creating a chat channel 2. Designing the chat visual elements 3. Creating a chat script that defines the chat flow 4. Assigning the script to the chat channel Note: In legacy implementation, direct links to chat channels were hosted through Support Centre website. The new implementation removes the dependency and allows you to embed the chat channel interface within your website. Creating New Chat Channels To configure a new chat channel: 1. In the Configuration menu click Channels. Configuration Manager displays a list of channels (Figure 95). 2. In the list of chat channels, click or Chat. Figure 107: Chat channel page, Properties tab 3. Enter or select the following values for a chat channel: Version 8.4 Rev

198 a. Name: a name for the chat channel b. Description: Summary of the purpose of the chat channel c. Chat Script: If you have already defined a chat script, select the script from the list. If not, proceed to save the properties. The script defines the behavior from the time a website visitor enters the website, initiates and completes a chat.. d. Check the enable option to enable a chat channel into service. 4. Click Save. Assigning Scripts to Channels A chat script defines the behavior from the time a website visitor enters the website, initiates and completes a chat. For details on chat script, refer to Enhanced Chat Script. For a chat channel to be operational, you must link it to a chat script that defines the chat flow process. A phone IVR script refers to the capability of guiding inbound callers through the options to self direct themselves to the desired destination within the contact centre. For details on IVR script, refer to Defining an IVR Script. An script is used to route incoming interactions to the correct queue. For details on script, refer to Defining an script. You can assign a script to the channel in two ways: Using Scripts 1. In the Configuration menu, navigate to Scripts. 2. Select and open a script from the list. 3. In the Properties tab, click Assign New Channels link. List of existing channels appears. 4. Select a desired channel and click Assign. Version 8.4 Rev

199 Using Channels 1. Navigate to Channels. 2. Select a channel from the list and double click to edit. 3. In the Properties tab, select a script and click Save. Configuring Chat Channel Preferences with the Properties Tab Use the chat Channel, Properties tab to specify the primary properties of a chat channel. You can edit properties of an existing channel or create a new channel. To configure the properties of an existing chat channel: 1. In the Configuration menu click Channels. Configuration Manager displays a list of channels (Figure 95). 2. In the list of chat channels, click to edit. Version 8.4 Rev

200 Figure 108: Chat channel page, Properties tab 3. Enter or select the following values for a chat channel: a. Name: a name for the chat channel. b. Description: Summary of the purpose of the chat channel. c. Chat Script: Specify a chat script that defines the chat flow if you have already defined one. The script defines the behavior from the time a website visitor enters the website, initiates and completes a chat. d. Direct Chat to: a chat queue or to the Main ICR e. Check the enable option to enable a chat channel service. f. Select the Support Centre that provides customers a platform to initiate a chat session with the contact centre. 4. Click Save. Scheduling and Specifying Chat Channel Greetings Use the Chat Channel, Main ICR tab to Specify the primary and secondary greetings sent in response to a new chat interaction Configure the schedule used to determine when to send each type of greeting To define an Interactive Chat Response to a chat channel: 1. Click Channels in the Configuration menu. Configuration Manager displays a list of channels. 2. In the list of chat channels, click Edit, then click the Main ICR tab. 3. Chat Channel page, Main ICR tab Version 8.4 Rev

201 4. Enter a main greeting to customers requesting to chat from their support centres. The greeting displays during open hours of chat service 5. Specify the open hours schedule. 6. Enter an alternative greeting to be displayed to customers requesting to chat during closed hours. Version 8.4 Rev

202 Figure 110: Interactive Chat Response defined 7. Click Save. Summary of Chat Channel Main ICR Tab Options Table 49: Summary of Chat Channel page, ICR tab options Chat Channel, ICR tab option Description Main Greeting Type the default greeting transmitted by this chat channel in response to a new chat interaction. If you do not select and configure Open Hours Schedule, this chat channel only transmits the Main Greeting to new chat requests. Open Hours Schedule Select Open Hours Schedule to enable the schedule area, then choose the opening and closing hours of operation for this chat channel. If Open Hours Schedule is enabled, then: During open hours, the chat channel responds to new chat requests with the Main Greeting. Version 8.4 Rev

203 Chat Channel, ICR tab option Description During closed hours, the chat channel responds to new chat requests with the Alternative Greeting. Alternative Greeting Type the non-default greeting transmitted by this chat channel in response to a new chat interaction when Open Hours Schedule is enabled AND the new chat interaction occurs during closed hours. Assigning Chat Channel Greetings with the ICR Choices Tab Use the Chat Channel, ICR Choices tab to choose which queues to display on this channel's Support Centre page. To display the ICR Choices tab: 1. In the Configuration menu click Channels. Configuration Manager displays a list of channels. 2. In the list of chat channels, click Edit, then click the ICR Choices tab. Summary of Chat Channel ICR Choices Tab Options Table 50: Summary of Chat Channel page, ICR Choices tab options Chat Channel, ICR Choices tab option Description 1 through 10 queue selectors In each list, select the Chat Queues displayed on this channel's Support Centre page. The numbers 1 through 10 define the order Hosted Contact Centre displays the Chat Queue links on the channel's Support Centre web page. For more information about selecting a Chat channel's Support Centre pages, see Summary of Chat Channel Properties Tab Options, on page 1 Version 8.4 Rev

204 Configuring Local CRM The Local CRM of Hosted Contact Centre gives you the ability to manage customer and case data. Use the CRM page to specify the Customer and Case fields used by the Local Customer Relationship Manager (CRM) to identify and characterize interactions. To configure Local CRM, click CRM from the configuration menu. Figure 111: CRM page, Fields tab In the Fields tab, the Predefined column identifies the default set of Customer and Case fields. The following topics are discussed in this chapter: Managing Customers, Cases, Follow-Ups, and Tasks CRM Custom Fields Configure Case Notification Configuring CRM Properties Importing Data into CRM Version 8.4 Rev

205 Managing Customers, Cases, Follow-Ups, and Tasks SaskTel Hosted Contact Centre provides customer and case management capabilities with its Local CRM. The Local CRM provides a model for managing the contact centre's interactions with customers. The Local CRM stores the contact centre's customer, case, and follow-up data. Hosted Contact Centre's phone, chat, and scripting can use information about an incoming interaction, such as a phone number or a case number or an ID, to locate and display a customer or case record contained in the Local CRM. Agents can use the Local CRM to record and manage customers, cases, follow-up activities, and tasks. To manage customer relationships, the Local CRM provides the following hierarchy of standard objects: Customer Case Follow-up Task Customer A customer object allows creating customer instances with unique Account numbers. A customer record stores information such as name, address, phone numbers, and offers the capability to customize the customer object with custom fields. Case A case object describes customer s feedback, queries, or issues. Agents can create cases to systematically track and solve customer s issues. Agents can quickly create, update, and view cases. They may indicate the status of a case as open or closed. The standard definition of a case allows adding additional attributes to a case by stating the status, visibility, severity, priority. For example, a support agent at AcmeJets creates a case when a customer calls in reporting scheduling issues with private jets. The support agent captures and records the customer reported issue by creating a case. Follow-up A case may have multiple follow-ups before it is resolved. Each communication regarding the case from its creation until it is closed may be recorded as individual follow-up instances. This may include notes as well as communications regarding the case. The Follow-up object allows tracking how a case is resolved by creating multiple follow-up records. Task A Task refers to a call, an , a meeting, a chat or any other type of contact made with a customer. A task organizes and helps agents track all interactions associated with a customer. The task object serves to create, and manage all tasks agents plan to perform or have performed, such as making calls or sending mails. For example, agents can create a task to schedule a phone call to a customer, and set a reminder. A reminder pops up a few minutes before the scheduled call. Version 8.4 Rev

206 Integrating with External CRM The Hosted Contact Centre also supports integration with external CRMs, such as NetSuite and Salesforce.com. If your Agent Console integrates with an external CRM, your contact centre supervisor will provide you with the information you need to use the CRM to manage your customers, cases, and follow-up activities. CRM Custom Fields Local CRM allows you to create custom fields such as customer instances with unique date of birth or date of employment, etc. A customer record stores information such as name, address, phone numbers, and offers the capability to customize the customer object with custom fields. Use the Fields tab to specify a custom field for the Local CRM. To create new CRM Customer Field: 1. In the Configuration menu click CRM. 2. In the CRM page, click the Fields tab. 3. Click next to the Add Customer Field. The following Add New Custom Field (Customer) tab appears. Figure 112: CRM page, Customer Fields tab 4. Enter the field properties and Save. For details, refer to the Summary of CRM Field Properties. Follow the above instructions to create new Case, Follow-up, and Task Fields. Version 8.4 Rev

207 Summary of CRM Fields Properties Click to add new custom fields in Customer Fields, Case Fields, Follow-up Fields, and Task Fields under CRM Fields tab. UNRESOLVED CROSS REFERENCE summarizes the options available in the CRM page Field tab. Table 51: Summary of CRM page, Fields Lists properties CRM page, Fields Lists Properties Description Data Type Choose the type of data to add: Text URL Number Date Pick List As you select a data type, the Configuration Manager enables or disables Add Field options. Note: Once you save a data type, you cannot change it. Field Name Type the name of the custom Field. 32 alphanumeric characters maximum. Display Label Type the label that the Hosted Contact Centre displays for this field in the Agent Console. 32 alphanumeric characters maximum. Default Value For Text, URL, Number, and Date data types, type the default value of the CRM Field. 85 alphanumeric characters maximum. Maximum Length For Text, URL, and Number data types, type the maximum number of characters that an agent can type into this field. The value varies based on the data type of the field as follows: Text: 85 characters URL: 200 characters Number: 255 characters Value Should be Unique Read Only for Agents For Text and Number data types. Select this option to require the Agent to supply a unique value for this field. Select to prevent non-supervisor Agents from modifying the value of this field. Hidden from Agents Select to hide this field on non-supervisor Agent Console. Show on Customer View This feature is not accessible via Customer Fields Tab. Version 8.4 Rev

208 CRM page, Fields Lists Properties Pick List Values Description Select to see this option to be visible in customer view. This option is available for Pick List data type only. Existing Records Value (N/A) Include this value in Pick List Show as a tree Click Edit Pick List Values from the drop down menu and enter desired values for pick list field. For example, if your pick list field is Car Type, your values could be Sedan, SUV, Van, and Pickup Truck. This option is available for Pick List data type only. While adding pick list values, you can select one of the values for the existing customer records. This automatically populates existing records with the selected value visible on Agent Console. This option is available for Pick List data type only. This option includes the pick list value in the list. This option is available for Pick List data type only. Selecting this option will present the choices in a tree (multi-level) format in Agent Console. Configure Case Notification Escalation rules allows the supervisor to receive an notification for cases that have been open but not updated, or inactive within the specified time. To configure case notification: 1. In the Configuration menu click CRM. 2. In the CRM page, click the Escalation Rules tab. 3. Select Enable notification. 4. Enter the number of days and hours that a case must be closed before sending notification to the supervisors. 5. Enter the supervisor's address. 6. Select the day and time to receive the notification. 7. Click Apply. Figure 113: CRM page, Escalation tab Version 8.4 Rev

209 An notification is sent to the supervisor. Summary of CRM Escalation Tab Options Table 52: Summary of CRM page, Escalation tab options CRM, Escalation tab option Enable 'Time to Close' notification Description Select to enable the Hosted Contact Centre to send an notification if a case has not been closed within the time specified by the If the case is not closed in list, described in the next table row. If the case is not closed in Send an notification to Select the time interval, in hours and days, that a case must be closed. Type the address where the Hosted Contact Centre sends the notification that a case has not been closed within the period specified by the If the case is not closed in list Notification Frequency Select the frequency that the Hosted Contact Centre sends notifications about unclosed cases to the address specified by the Send an notification to text entry area. Enable 'Stall Time' Notification If there was no case activity for more than Send an Select to enable the Hosted Contact Centre to send an notification if a case has not been closed within the time specified by the If there was no case activity, described in the next table row. Select the time interval, in hours and days, during which a case activity must occur. Type the address where the Hosted Contact Centre sends the Version 8.4 Rev

210 CRM, Escalation tab option notification to Description notification that a case has had any activity within the period specified by the If there was no case activity list Notification Frequency Select the frequency that the Hosted Contact Centre sends notifications about cases with no activity to the address specified by the Send an notification to text entry area. Configuring CRM Properties Configure the Properties tab to specify CRM behavior in the following areas: To define time limit to re-open closed cases. To assign re-opened cases to agents. To display case and follow-up records using HTML in the Agent Console. To disable opening files attached to s by clicking attachment. To configure CRM Properties: 1. In the Configuration menu click CRM. 2. In the CRM page, click the Properties tab. 3. Configure the desired setting and click Apply. Figure 114: CRM page, Properties tab Version 8.4 Rev

211 Summary of Properties Tab Options Table 53: Summary of CRM page, Properties Tab Options CRM, Properties Tab Description Closed case - automatic re-opening time-limit : Select the time interval that a closed case automatically re-opens within a specified time limit. Specify one of the three possible values listed below. Never - Never opens a closed case automatically. Always - Always re-opens a closed case in the event of a customer follow-up via . Time limit - Specifies the maximum amount of time a case can be closed for automatically re-opening. If a follow-up is received within the time limit, the case re-opens automatically. The case remains closed if a follow-up is received after the time limit. For Example, if you set the time limit to 10 days, a case that closed today can potentially be re-opened within the next ten days in the event of a customer follow-up by . Once the time limit expires, the system creates a follow-up case, but won t re-open the case. Note: When you change parameter value, it takes effect immediately. Automatically assign reopened cases to next agent handling the case Display cases and followups using HTML when available Disable file open on clicking attachment If enabled, assigns re-opened cases to the next receiving agent automatically. Re-opened cases normally retain their previous agent assignment. If disabled, assigns re-opened cases to the agent who handled the case previously. If enabled, supports HTML formatting during the following tasks: Creating and editing case records. Creating follow-up records. Creating notification s. If disabled, an agent is restricted to plain text data while creating or notifying case and follow-up records. If selected, the attachment sent by the CRM customers cannot be open from within the Agent Console. The agents can still save the attachment but will be prevented from opening the insecure attachments. Version 8.4 Rev

212 Importing Customer Data If you have customer data in a CSV file, you can import this data to your Hosted Contact Centre customer file using the Imports tab in CRM page. To import data from a CSV file, map each column name from the CSV file to an existing customer contact field. If you have additional fields that do not map to the existing fields in the contact record, you must create custom fields to hold this data. The data import feature allows a maximum of records to be loaded per session and the records are loaded in increments of 100. Use the Import tab for progress of the current import, including error message for records that cannot be loaded. To prevent any failure in importing, make sure you have completed the following tasks before importing: Match the columns in the CSV file with the existing CRM fields. Create custom fields for additional fields in CRM page. Verify the information is unique for each record. Records with pick list values must match the pick list values defined in the CRM field of pick list data type. Make sure to enter dates in MM/DD/YYYY format. Verify you have data for all mandatory fields. Please note that First Name and Last Name are mandatory fields. Confirm the data length of mapping column in the CSV file matches the data length of the mapped customer field in the CRM. Refer to the table below for data length of CRM customer fields. Table 54: CRM Customer Fields CRM Customer Field Data Length First Name 30 Last Name Company 50 Voice 38 Fax 38 Alternative 38 Password 15 Comments 400 Primary Address, Secondary Address Street (line 1) Street (line 1) City Version 8.4 Rev

213 CRM Customer Field State Zip Data Length Country Custom field - Text Custom field - Number Importing Customer Data into Local CRM To import customer data into Local CRM: 1. In the Configuration menu click CRM. 2. In the CRM page, click the Import tab. Figure 115: CRM page, Import tab, Step 1 3. Click Choose Files to select the Comma-Separated Value (CSV) file containing your customer information from your file system. 4. Click Next. The mapping screen appears. This screen allows you to map a column in the CSV file to a field in the customer file of the Hosted Contact Centre CRM. The column names from the CSV are available in the pull down menu as shown below. Select a column name of the CSV file from the pull down menu and map it to the matching field in the Hosted Contact Centre customer file. Version 8.4 Rev

214 Figure 116: CRM page, Import tab, Step 2 5. Click Next. The summary page opens and shows the mappings selected. Figure 117: CRM page, Import tab, Import Summary Version 8.4 Rev

215 6. Click Start to initiate the import or click Back to modify the settings. On initiating the import the progress is displayed on the screen. The import is committed to the database in increments of 100 records at a time. Statistics about the import are displayed as well. 7. You can save the import report on the local file system. Importing a CSV file To import a CSV file into Hosted Contact Centre customer file: 1. Click CRM > Import tab. Figure 118: CRM Page, Import Tab 2. Click Choose Files to select the CSV file from the file system. 3. After selecting the file, click Next to go to the mapping screen. This screen allows you to map a column in the CSV file to a field in the customer file of the Hosted Contact Centre CRM. The column names from the CSV are available in the pull down menu as shown below. Version 8.4 Rev

216 Figure 119: CRM page, Import tab, Map fields This screen allows you to map a column in the CSV file to a field in the customer object of the Local CRM. The column names from the CSV are available in the pull down menu. Both default fields and custom fields are supported. 4. Select a column name of the CSV file from the pull down menu and map it to the matching field in the Hosted Contact Centre customer file. Figure 120: CRM page, Import tab, Mapped fields 5. Click Next. The summary page opens and shows the mappings selected. Version 8.4 Rev

217 Figure 121: CRM page, Import tab, Import Summary 6. Click Start to initiate the import or click Back to modify the settings. On initiating the import the progress is displayed on the screen. The import is committed to the database in increments of 100 records at a time. Statistics about the import are displayed as well. Version 8.4 Rev

218 Figure 122: CRM page, Import tab, Import progress You can save the import report on the local file system as well. Version 8.4 Rev

219 Support Centre Services Support centre offers communication channels and information services for your customers to reach your contact centre agents and get help. Hosted Contact Centre offers direct URLs to the default or custom support centre which can be embedded in your company website. With Support Centre, you can offer the following services to your customers: FAQ A repository of frequently asked questions and answers for customers to access. Collaborate A mechanism for agents to remotely access and control a customer's computer. Chat Chat channels for customers to initiate a chat request with live contact centre agents. An channel for customers to send s to agents. My Account A customer self portal to submit information requests or open cases and receive responses to requests. Customers can even check the status of their cases or close cases using My Account portal. Figure 123: Example of a Support Centre page A new customer accessing the Support Centre must register the first time to use My Account portal. After registration, an will be sent with account number and a password to access the portal. The new registration serves to create a new customer record in the Local CRM. See Configuring Support Centre Registration for more information regarding my Account Registration. The following topics are discussed in this chapter: Configuring Support Centres Configuring Support Centre Properties Configuring Support Centre Assignment Configuring Support Centre Greetings Version 8.4 Rev

220 Configuring Support Centre Registration Acquiring a Support Centre's Access URLs Adding Private Labeling to a Support Centre Configuring Support Centres As an administrator, you can create a new Support Centre or configure an existing one in Configuration Manager. To create or configure a Support Centre: 1. In the Configuration menu click Support Centre. Figure 124: Support Centre page 2. In the list of Support Centres: Click Click Support Centre to create a new Support Centre. Edit to view or modify an existing Support Centre. Click Delete to delete an existing Support Centre. The Hosted Contact Centre does not enable you to delete the My Default Support Centre group. If you click to add a new support centre or edit the existing one, the Hosted Contact Centre displays the following tabs: Properties To configure the primary characteristics of the support centre. Assignment To assign a Chat Channel which serves to direct chat requests from customers to agents. Greetings To specify the title and messages displayed on the Support Centre's home page. Registration To create or customize an message sent in response to the customer's request for a new user account. Direct URL To generate direct URLs for the desired service, launch them for testing, and embed them in your website. Version 8.4 Rev

221 Configuring Support Centre Properties Use the Support Centre Properties tab to configure the primary characteristics of a support centre. To configure the Properties: 1. In the Configuration menu click Support Centre. 2. In the list of Support Centres: Click Support Centre to create a new Support Centre. Click Edit or double-click an existing support centre from the list to view or modify. Figure 125: Support Centre page, Properties tab 3. Click Properties tab. 4. Enter or select properties. See Summary of Support Centre Properties Tab Options for details. 5. Click Save. Summary of Support Centre Properties Tab Options Table 55: Summary of Support Centre page, Properties tab options Support Centre, Properties tab option Description Name Comment This Support Centre is enabled Select subsystems Type the name of this Support Centre. Type a description of this Support Centre. Select to put this Support Centre into service. Select the links presented on the Support Centre's home page. FAQ presents frequently asked questions about Hosted Contact Centre and their answers. Version 8.4 Rev

222 Support Centre, Properties tab option Description Collaborate enables your support representatives to connect to and control a customer's computer for purposes of providing technical assistance. Chat enables a customer to use an instant messaging dialog to interactively send and receive text inquiries and answers. enables a customer to contact a specific part of your organization with a request for information or assistance. To enable the option, in the address to route Support Centre originated Cases list, choose an channel then click Save. My Account enables customers to create support requests. You can enable or disable Support Centre authentication option. Authentication requires the customer to enter an account number and password to access the support request dialog. address to route Support Centre originated Cases Select the Hosted Contact Centre channel that receives inquiries to this Support Centre. To enable the Contact Centre subsystem, type an address then click Save. For more information about channels, see Configuring Channels, on page 170. Enable private labeling Select to customize the Support Centre with a non-default style sheet and image files. See: address to send Support Centre images, described earlier in this table URL for Private Labeling, described later in this table Adding Private Labeling to a Support Centre, on page 221. Enable custom form Select to customize the Support Centre with a non-default service request form. See: address to send Support Centre images, described earlier in this table URL for Private Labeling, described later in this table Adding Private Labeling to a Support Centre, on page 221. Enable chat survey Select to enable a pre-chat survey. Pre-chat surveys ask customers to clarify their interests before initiating a chat. Version 8.4 Rev

223 Support Centre, Properties tab option Description Place the pre-chat survey form in the URL specified by the URL for Private Labeling text entry area, described later in this table. URL for Private Labeling Type the URL for your customized Hosted Contact Centre HTML, CSS, and icons files. Store the files in the root directory of the URL, not a sub-directory. For more information about customizing a Support Centre, see Adding Private Labeling to a Support Centre, on page address to send Support Centre images You can customize the HTML page and icons displayed by Support Centre. To begin customizing the Support Centre, type the address where the Hosted Contact Centre sends an archive containing the customization files set, then click Send. For more information about customizing a Support Centre, see Adding Private Labeling to a Support Centre, on page 221. Configuring Support Centre Assignment Use the Support Centre Assignment to assign a Chat Channel which serves to direct chat requests from customers to agents. To configure the Assignment Tab: 1. In the Configuration menu click Support Centre. 2. Click Edit or double-click an existing support centre from the list to view or modify. Figure 126: Support Centre page, Assignment tab 3. Click Assignment tab. 4. Choose an available Chat Channel from the list and select Assigned check box. You can assign more than one chat channel to a support centre. Version 8.4 Rev

224 5. Click Save. Version 8.4 Rev

225 Configuring Support Centre Greetings Use the Support Centre page, Greetings tab to specify the title and messages displayed on the Support Centre's home page. To configure the Greetings: 1. In the Configuration menu click Support Centre. 2. Click Edit or double-click an existing support centre from the list to view or modify. Figure 127: Support Centre page, Greetings tab 3. Click Greetings tab. 4. Type the Support Centre title and messages. See Summary of Support Centre Greetings Tab Options for more details. 5. Click Save. To brand a support centre with your organization's look and feel, see Adding Private Labeling to a Support Centre, on page 221. Summary of Support Centre Greetings Tab Options Table 56: Summary of Support Centre page, Greetings tab options Support Centre Greetings tab option Description Support Centre Title Welcome Message Footnote Message Type the heading that the Support Centre displays at the top of the Home page. Type the information that the Support Centre displays above the Title and above the Support Centre subsystem icons. Type the information that the Support Centre displays below the subsystem icons. Version 8.4 Rev

226 Support Centre Greetings tab option Collaborate Message Description If you enabled the Collaborate subsystem, type the sentence that the Support Centre displays at the top of the Collaborate page. See Support Centre Services for more information about Collaborate subsystem. Configuring Support Centre Registration Use the Support Centre Registration tab to create or customize an message sent in response to the customer's request for a new user account. When a new user registers using the Support Centre, Hosted Contact Centre creates a new customer account in Local CRM. The message contains the account number and password for the account. The Support Centre account enables customers to create support requests. To request a new account, in the Support Centre's My Account page, click Click here to register, then complete the online account request form. To configure the Registration: 1. In the Configuration menu click Support Centre. 2. Click Edit or double-click an existing support centre from the list to view or modify. 3. Support Centre page, Registration tab Click Registration tab. 4. Enter an address in the 'From:' address field. Support Centre shows this address on the From field of the s sent to the customers. The message is sent in response to the customer who registers to create a Support Centre account. 5. Enter a subject for Subject. Support Centre shows this subject on the Subject field of the s sent to the customers. 6. Enter a message for message. Version 8.4 Rev

227 Type the strings used to present the requester of a new Support Centre account, account name, and password. The Hosted Contact Centre replaces strings with an account number and password. Note: Customers can change the password using My Account portal. 7. Select Enable Support Centre registration. 8. Click Save. Summary of Support Centre Registration Tab Options If you enabled the My Account subsystem in the Properties tab, use the Support Centre Registration page to configure the response sent to users who request a new Support Centre account. Table 57: Summary of Support Centre page, Registration tab options Support Centre, Registration tab Description option 'From:' address Subject message Type the address that the Support Centre places in the From field of the message sent in response to a customer who registers to create a Support Centre account. Type the subject that the Support Centre places in the Subject field of the message sent in response to a customer who registers to create a Support Centre account. Type the strings used to present the requester of a new Support Centre account, account name, and password. In the reply , the Hosted Contact Centre with the Support Centre account with the Support Centre account's password. Enable Support Centre registration Select to enable the Support Centre registration feature. The registration feature uses the information in the From address, Subject, and Message fields describe in the preceding table rows. Version 8.4 Rev

228 Acquiring a Support Centre's Access URLs Use the Direct URL tab for a list of URLs required to access various Support Centre services. The Direct URL tab allows you to generate direct URLs for the desired service, launch them for testing, and embed them in your website. You can also customize back URLs wherever applicable. To enable customers to access one or more services of a Support Centre, copy the URLs into customerfacing web sites. To generate direct URLs: 1. In the Configuration menu click Support Centre. 2. Click Edit or double-click an existing support centre from the list to view or modify. 3. Click Direct URL tab. 4. Select a service from the drop down menu in the Direct URL Category. 5. Enter the required parameter options. 6. Click Generate URL to get a live link. 7. Click Run on browser to test if the link works as intended. You can embed these links in your website. Summary of Support Centre Direct URL Tab Options The Support Centre Direct URL tab allows you to generate URLs used to access specific Support Centre pages. Use the URLs to enable your customers to access specific Support Centre features. Table 58: Summary of Support Centre page, Direct URL tab options Support Centre, Direct URL Category URL Destination Parameters Main Menu Top-level Menu of the Support Centre Title Overrides the default title of Version 8.4 Rev

229 Support Centre, Direct URL Category URL Destination Parameters the page of the Support Centre. Custom Overrides the default address to which the notification should be sent. Language Choose the language to display the page in. Collaborate Menu Collaborate session login page Back URL is used for navigating away from the page. Language Choose the language to display the page in. Menu Support Request form Back URL Title Custom Language Chat URL Chat URL Back URL Language Chat Channels List of available chat channels Back URL Language Chat Queue List of available chat queues Back URL Language Stylised Chat Direct access to the stylized chat interaction window Survey Template: Specify the URL for a chat survey template. Language My Account login page Support Centre Account Login dialog box Back URL Language My Account as a user logged in For users already logged in to the Support Centre, direct link to My Account page Back URL Language Submit a new case For users already logged in to the Support Centre, direct link to the Submit Support Request page my profile as a user For users already logged in to the Back URL Language Back URL Version 8.4 Rev

230 Support Centre, Direct URL Category logged in FAQ URL FAQ Category FAQ Question URL Destination Support Centre, direct link to the My Profile page Top level menu for Frequently Asked Questions A selected category of Frequently Asked Questions A specific question within a selected category of FAQs Parameters Language Language Language Language Version 8.4 Rev

231 Adding Private Labeling to a Support Centre In addition to the basic customizations you can perform in the Support Centre's Greetings tab, you can brand the Support Centre to adopt your organization's look and feel. Before You Begin Customizing a Support Centre requires the following resources and skills: A directory on a Web server from which the customized Support Centre files can be uploaded by the Hosted Contact Centre. If you plan to modify the Support Centre icons, you need the ability to use an image editing program. Note: If you replace the icons with different image files, the new image files must be named identically to the default set. If you plan to modify the appearance of the Support Centre's HTML page, you need the ability to edit a CSS stylesheet. If you plan to modify the Support Centre's form, you need the ability to edit HTML. Customizing a Support Centre To customize a Support Centre, perform the following tasks: 1. In the Configuration menu click Support Centre. 2. Click Properties. 3. Type your address in the address to send Support Centre images. 4. Click Send. The Hosted Contact Centre sends an to that address. Attached to the is a TGZ archive, contactual_sc.tgz, that contains the HTML, CSS, and GIF files used in the default Support Centre. 5. Unpack the TGZ archive, then perform any combination of the following: Modify or replace the GIF icon files. Version 8.4 Rev

232 The GIF files correspond to the icons shown in Figure 123. If you replace the icons with different image files, the new image files must be named identically to the default set of six files: icon_sservice.gif, icon_chat.gif, icon_ .gif, icon_faq.gif, icon_phone.gif, logo.gif. Modify the Support Centre's CSS (sc.css). Modify the form (customer_ .html). 6. Upload the complete set of Support Centre files, including files that you did not modify, to a Web server directory. 7. Type the URL containing the complete set of Support Centre files in URL for private labeling text box. 8. Click Save. The Hosted Contact Centre uploads the customized Support Centre files: icon_sservice.gif, icon_chat.gif, icon_ .gif, icon_faq.gif, icon_phone.gif Version 8.4 Rev

233 Dialer with Campaign Management Dialer with Campaign Management enables retrieving data from your Hosted Contact Centre CRM, and Salesforce Customer Resource Management (CRM) system, creating campaigns, executing campaigns, and tracking responses. A campaign enables you to search, generate, and feed a campaign call list to an outbound phone queue facilitating automated outbound dialing. Campaigns pull data from the customer object of our built-in CRM, or any CRM object such as lead, account, contact containing phone data from the Salesforce CRM. Campaigns are assigned to outbound phone queues, while agents assigned to these queues process campaign calls. The Dialer uses CRM programming interfaces to select and extract information to build a dial campaign list. Once a campaign is setup and initiated in the Hosted Contact Centre, agents sequentially receive screen pops of contact information in the Agent Console. After previewing the contact information the agent clicks a button to dial an outbound call to reach a contact. As with an ordinary call, the agent is always on the line before the called party answers. When the call connects, the agent uses the respective CRM to manually update the contact record. After completing an outbound dial the agent enters call disposition such as the call reached I) the targeted individual, ii) an answering machine, iii) a third party, iv) a ring no answer situation, v) a busy number or vi) an invalid or disconnected number. This information allows a systematic determination of how the campaign list will be re-processed over time. Dialer Campaigns work in cycles A key characteristic of nearly all dialer campaigns is that it is rare to reach the desired number of contacts after a single pass through a list. Therefore campaign lists are recycled again and again using disposition codes from earlier cycles to alter selection and sort strategies to create new campaigns. Features Dialer provides capabilities to generate a campaign call list, create, run, and recycle campaigns. As an administrator, the Dialer allows you to: Manage and automate outbound dialing campaigns extracting data from your Hosted Contact Centre CRM, and Salesforce CRM application. Support blended call centres - agents can be setup to process inbound and outbound calls with priorities, skills, and skill levels. Define CRM global properties for campaign management which include selecting CRM objects and fields, and uploading audio messages for campaigns. Map transaction codes to automated disposition actions to schedule a call back, or try to call again. Search and retrieve records from your CRM to generate a campaign call list, and feed the list to an outbound queue. Assign a campaign to an outbound queue. Control and monitor campaigns. Upload and assign pre-recorded messages to campaigns. Offers a campaign call to an agent, presents the contact record details, and optionally allows him a fixed amount of time to preview the record. Version 8.4 Rev

234 Initiates a call to the contact if an agent accepts the call. Allows an agent to start playing a pre-recorded message on reaching a voice mail, then immediately switch back to available status, and attend the next interaction. Allows an agent to schedule calls in the event of reaching a contact at a busy time. The scheduled call generates a call reminder. Allows setting up retrial attempts for an unsuccessful call, placing the retrial call back in the queue. The Retrial call is offered to any available agent on the queue at the specified time interval. Allows a supervisor to access real time campaign statistics, campaign status, and generate historical reports exclusive to campaigns. Limitations The Limitations of Dialer are: Limited to customers who use Hosted Contact Centre CRM, and Salesforce CRM. Available only to agents who are logged into the Salesforce CRM Multi Channel interface. CTI Connect is not supported. Configuring the Dialer If your tenant is provisioned with Dialer with Campaign Management functionality, the Configuration Manager interface shows the following options in the configuration menu. Outbound Setup Campaigns Outbound Setup allows you to define global properties for managing all campaigns, while the Campaigns tab lets you create and control campaigns. Version 8.4 Rev

235 Configuring Outbound Setup For campaigns to function successfully, they need to connect to the Hosted Contact Centre CRM, or external Salesforce CRM, extract data from a specific CRM object, and generate a target call list. Outbound setup enables you to define the following global properties for campaigns: 1. Specify the target CRM information 2. Define CRM objects and CRM fields relevant to campaigns 3. Upload pre-recorded messages to be accessed by campaigns 4. Map transaction codes to disposition actions Specifying Target CRM Information A campaign requires a call list for automated outbound dialing. To generate a call list, you must access and extract data from your Hosted Contact Centre CRM, or the Salesforce CRM. To access data from your CRM, you must configure CRM information in the Outbound Setup > Properties tab. The Properties tab enables you to: Select a target CRM to extract the call list data Note: Dialer supports Hosted Contact Centre CRM and Salesforce CRM only. Provide and validate login credentials of your Salesforce CRM account To extract data from your Hosted Contact Centre CRM: 1. Click Outbound Setup in the Configuration menu. The Properties Tab opens. Figure 129: Outbound Setup > Selecting a Target CRM 2. Select Local from the Target Type. Target type specifies the CRM application that stores the data used for campaigns. Note: For Hosted Contact Centre CRM, user name and password information are not required. Version 8.4 Rev

236 3. Click Save. To extract data from your Salesforce CRM account: 1. Select Salesforce from the Target Type drop-down list. 2. Enter your Salesforce CRM User Name and CRM Password to login to the account. For Salesforce, add security token to the password Click Login Test to validate Salesforce account credentials. If the user name and password are correct, login test passes. 4. Click Save. 1 Obtain your authentication token from the original Salesforce communication or from your Salesforce administrator. Version 8.4 Rev

237 Defining CRM Objects You can create campaigns based on Customer object defined in your Hosted Contact Centre CRM, or any object in your Salesforce CRM provided the object has a phone field. To generate a call list based on an object, you should configure the object with its desired fields in the Outbound Setup. In the Outbound Setup, CRM Objects tab enables you to define CRM objects and fields to be used in campaigns. To access the CRM Objects tab: 1. Click Outbound Setup in the Configuration menu. 2. Click CRM objects tab. To add a CRM object: 1. Click Add Object. 2. Enter the name of the object from your CRM. Note: You must enter the object name as it appears in the CRM. Data type for object is automatically populated. 3. Enter a Label to Show Agents on the Agent Console. To add a CRM field: 1. Click Add field. 2. Enter the field name from your CRM. Note: You must enter the field name as it appears in the CRM. 3. Select Data Type to match the CRM field data type. If you do not find an exact match, enter the most appropriate data type. Version 8.4 Rev

238 The Dialer supports Boolean, Integer, Text, Date, DateTime data types. Note: Boolean may be used for checkbox values 4. Enter a Label to Show Agents on the Agent Console. 5. Check the Phone Field to indicate a phone number. Phone field is used to populate the list of phone numbers for a particular contact. The number shows on the control panel of the Agent Console. 6. Check the Default Phone to assign a default phone number if a contact has more than one number. A default phone number initiates an outbound call if an agent fails to select a particular number from the list. The number shows on the control panel of the Agent Console. 7. Check the Transaction Field for the field data to show on the control panel of the Agent Console and in External Transaction Data field of Campaigns. For Example: You can select key information such as company name, phone number to show on the control panel minimizing the agent's effort to dig this information from the contact record details. Custom objects and fields are supported as well. You can add any number of fields to filter your campaign call list. Note: For custom objects and fields, suffix the object and field name with _c. For example 'Client_c'. Summary of CRM Objects Tab The CRM Objects tab defines objects and fields to be used in campaigns. The following table summarizes the options in the CRM Objects tab. Table 59: Summary of Outbound Setup page, CRM Objects tab options CRM Objects Tab Description Add Object Lets you add an object from your CRM. If enabled, automatically populates the CRM Objects field while creating a campaign. If disabled, prevents creating a campaign based on the CRM object. Enter the following information to add a CRM object: Name in CRM - Enter the name of the object from your CRM. Make sure the object name matches the value in the CRM. Data Type - Select the most appropriate data type from the drop-down list. Label to Show Agents - Enter a label to show on the transaction panel of the Agent Console. Phone Field - Applies to a phone field only. If checked, displays the phone number to the Agent on the transaction panel. Default Phone - Applies to a phone field only. If checked, dials the number if an agent fails to select a number. Version 8.4 Rev

239 CRM Objects Tab Description Transaction Field - Applies to any field. Shows the field on the transaction panel of the Agent Console Revert Edits - Reverses the edits before the last save. Add Field Lets you add a field under the selected object. You can add any number of fields to filter your campaign call list. If disabled, prevents filtering a call list based on the CRM field. Enter the following information to add a CRM field under an object: Name in CRM - Enter the field name from your CRM. Make sure the name matches the value in Field Name. Data Type - Select the most appropriate data type from the drop-down list. Label to Show Agents - Enter a label to show on the Agent Console. Phone Field - Applies to a phone field only. If checked, displays the phone number to the Agent. Default Phone - Applies to a phone field only. If checked, dials the number if an agent fails to select a number. Transaction Field - Applies to any field. If checked, shows the field on the transaction panel of the Agent Console Revert Edits - Reverses the edits before the last save. Move Up Move Down Delete Moves a CRM Object or a field up from its current position. Moves a CRM object or a field down from its current position. Deletes a selected Object or a field. For more information on deleting objects and fields, see Deleting CRM Objects and Fields, on page 1. Note: You cannot delete an object without deleting its fields. Save Revert Revert Edits Saves all the changes. Reverses all changes before the last save. Reverses the previous edit. Version 8.4 Rev

240 Uploading Pre-recorded Messages During a campaign call, an agent can access and play pre-recorded messages defined for that campaign to ensure a uniform delivery of the campaign message to all customers. During Outbound Setup, you can upload a set of pre-recorded messages which can be accessed by campaigns. When you create a campaign, you can assign messages specific to the campaign. Note: Supports audio files in wave format only. To upload a pre-recorded message in Outbound Setup: 1. Click Outbound Setup > Audio Files. 2. Select Outbound Setup Files in the Directories section. 3. Click Menu. The menu provides options to add, delete, or rename a folder. You can add files to folders only. 4. Select Add Folder. You are prompted to enter a name for the new folder. Figure 130: Adding an Audio Folder 5. Enter a folder name and select Create. The folder appears under the Outbound Setup Files. Version 8.4 Rev

241 Note: Do not include special characters in the folder names. 6. Select the folder, click the Menu, and select Add File option. Figure 131: Adding an Audio File 7. Enter a Name and Description of the audio file. 8. Click Choose File and select an audio file of the message to upload. Note: You can upload audio files in wave format only. 9. Click Play Audio to play and check content of the message. 10. Click Save. The audio file appears in the Audio File Items pane. Mapping Disposition Code Campaign calls seldom reach the desired number of contacts after a single pass through a list. Therefore, campaign lists are recycled using disposition codes from earlier cycles to alter selection and sort strategies to create new campaigns. The transaction codes, which indicate call outcomes, can be used to determine how a campaign call needs to be processed further. You can map transaction codes to automated disposition actions for better processing of campaign calls. Every attempted campaign call may be labeled with a disposition action for follow-up. The supported disposition actions are 'Try Again', 'Schedule Call Back', and 'Do not Call'. The following table summarizes the resulting disposition actions with examples. Table 60: Disposition Actions Disposition Action Resulting Action Schedule Call back Prompts an agent to schedule a call back time. Sends a reminder to the agent before the scheduled time if the agent is logged into the Agent Console, or Salesforce account. Sends a past due reminder If the agent logs in past the scheduled time. Version 8.4 Rev

242 Disposition Action Resulting Action The agent has to manually place an outbound call at the scheduled time. Example: If you mapped a 'Busy, Callback' code with a 'Schedule Call Back' action, when an agent selects 'Busy, Callback' code, the agent is immediately prompted to schedule a time for call back. A reminder is sent at the half hour before the scheduled time. If the agent scheduled a Try Again Offers a call to the contact based on the Retry properties defined for that campaign. Retries the call as often and as many times as defined in the Retry properties. Drops the record from the campaign list after going through the stated number of retry attempts. Example: If you failed to reach a contact, you mapped Reached Voic ' code with 'Try Again' action, the campaign offers a call to the same contact based on the retry properties defined for that campaign. Do not Call allows marking records, and updating a CRM field with Do not Call disposition information. Example: The Lead object in Salesforce CRM has a standard Do not Call field. During a campaign call, you can update this field automatically by mapping a transaction code with Do not Call disposition action. The disposition actions get recorded in the Campaign Transaction Details report. A supervisor can monitor this report, and follow up with suitable actions. To access the Disposition Action tab: 1. Click Outbound Setup > Disposition Action tab. The tab opens the existing transaction code lists assigned to queues. Note: Disposition actions apply to transaction code lists assigned to queues only. You cannot map code lists assigned to agent groups. Version 8.4 Rev

243 2. Select a code from the list and assign an appropriate Disposition Action from the drop down list. The supported actions are Try Again, Schedule Callback, and Do not Call. Select None where other actions do not apply. Version 8.4 Rev

244 Creating a Campaign A campaign is an outbound phone based dialer that enables you to search, generate, and feed a call list to an outbound queue facilitating automated outbound dialing. You can create a campaign based on the customer object in your Hosted Contact Centre CRM or any object defined in your Salesforce CRM provided the object has a phone field. You can then define a search strategy to further filter the target call list. On initiating a campaign, the Campaign Manager fetches the target call list from the CRM and feeds records to an outbound phone queue. The agents assigned to the queue are offered the campaign calls. An agent previews a record, and then accepts, rejects or skips the call. The Campaigns tab in the Configuration menu lets you quickly create, execute, and manage campaigns. Additionally, you can sort and filter campaigns based on custom searches. Prerequisites Here is a check list of tasks you should complete before creating a campaign: Create and identify an outbound phone queue to assign the campaign. - Required Assign agents to the outbound phone queue - Required Create a transaction code list to capture campaign call outcomes, and assign it to the outbound queue. - Required Identify and setup CRM object and fields from the Hosted Contact Centre CRM, or Salesforce CRM in Outbound Setup. - Required Upload and assign audio files Identify and map call outcomes that require disposition actions. - Required Determine a schedule to initiate and terminate a campaign - Optional Determine a daily calling schedule for the campaign. - Optional Determine the campaign search and sort strategy. - Optional Identify a CRM field to capture the call outcome through transaction codes for recycling a campaign. - Optional Identify a CRM field to capture the Do not Call disposition. - Optional Identify Supervisors to monitor and/or control a campaign. - Optional Creating a campaign involves the following tasks: 1. Defining campaign properties 2. Assigning supervisors to a campaign 3. Creating a search strategy to filter a campaign call list 4. Specifying a sort order for a campaign 5. Assigning pre-recorded messages to a campaign Version 8.4 Rev

245 Defining Properties for a New Campaign In the Campaigns page, the Properties tab lets you define characteristics of a new campaign. To define a new campaign: Assign a campaign to an outbound queue. Identify a phone channel for caller ID. Assign a CRM object. Optionally specify a schedule to initiate and terminate a campaign. Optionally specify a daily starting and ending time for placing campaign calls. Optionally specify retry attempts for unsuccessful calls. Optionally specify a CRM field to be automatically updated with the call disposition. To define properties for a campaign: 1. In the Configuration menu click Campaigns. The Campaigns page opens. Figure 132: Campaigns Page 2. Click Add to add a new campaign. The Properties tab opens. Version 8.4 Rev

246 Figure 133: Campaign Properties. 3. Check Enabled to enable the campaign. 4. Enter or select values for the following properties of the new campaign:: Table 61: Summary of Campaigns Page, Properties Tab options Campaigns Page, Properties Tab Description General Properties (Required) Campaign Name: Enter a campaign name. Queue: Select the outbound queue to which the campaign is directed. Dial Plan: Select one of the default dial plans or a custom dial plan from the drop down list of choices. Caller ID: Select the phone channel number configured for the tenant to be presented as the outbound caller ID or select Anonymous. CRM Objects: Select a CRM object from the list configured in the Outbound Setup. Note: A campaign can extract data from only one CRM object. Preview Timeout: Define a time limit for previewing records before accepting a campaign call. You can select the agent's default preview time or enter a desirable preview time. Version 8.4 Rev

247 Campaigns Page, Properties Tab Start and End Time (Optional) Description Select Start and End Date, and Time values to schedule a campaign. You can specify a start date and an end date. If start date and time is not provided, you must start the campaign manually. If end date is not provided, the campaign stops after processing all the records. Start Date: Specify a date to initiate the campaign. Start Time: Specify a time of the day to initiate the campaign. End Date: Specify a date to end the campaign. End Time: Specify a time to end the campaign. Note: A scheduled campaign follows the tenant time zone. Daily Call Start & End Time (Optional) Enable and select a daily schedule to further control the time campaign calls are offered to agents daily. This setting ensures the calls are offered based on a default schedule, or a custom schedule, and uses area code of a destination number or time zone. For example, if a campaign follows a default schedule with a daily start and end time configured at 9:00 and 17:00, the application initiates calls daily only between 9:00 AM and 5:00 PM. The current time at the destination is computed based on the area code of the destination number or the time zone specified. Enabled: Check to enable the daily call start and end time. Schedule: Select a default schedule, or a custom schedule. Area Code: Select this option to offer calls based on the area code of the outbound phone number. Time Zone: Selecting a time zone from the drop down menu offers calls in the specified time zone. Select from 35 different time zones catering to all over the world. Note: Default or custom Schedule refers to the schedule specified for the tenant in Home > Schedules tab. Retry Properties (Optional) Define retry attempts for unsuccessful campaign calls. You can define the retry frequency and the maximum number of retry attempts before dropping the number from the call list. When a campaign runs, the disposition action 'Try Again' places retrial calls based on values defined in Retry Properties. Auto Update (Optional) Do not Call Select a CRM field to be updated with transaction code report text, or short codes. This data may be used to filter a campaign for further processing. Note: The CRM field has to be included in the Outbound Setup. You may create a new CRM field to capture the disposition of each attempted campaign call. For each campaign cycle, create a new CRM field to capture the disposition for the cycle. Otherwise, the disposition from the next campaign cycle overwrites the disposition in the current cycle. Select a CRM field to be updated with Do not Call disposition information. (optional) Version 8.4 Rev

248 5. Click Save. You created a campaign successfully. Optionally, you may assign supervisors, create a search query, label a sort order, and assign pre-recorded messages to the campaign. Note: On initiating a campaign, you cannot modify properties of the campaign. Assigning Supervisors to a Campaign A Campaign Supervisor controls and/or monitors real time campaign status. A Supervisor can run campaign reports to get statistical information on the campaign calls processed. You can assign the following campaign supervising privileges to supervisors any time during the campaign's life cycle. Monitor: Allows a supervisor to monitor real time statistics of the campaigns he monitors. Control: Allows a supervisor to start, schedule, pause, purge, resume, and purge campaigns he controls. To assign Supervisors to a campaign: 1. Click Supervisors tab for a campaign. A list of supervisors appears. Figure 134: Campaigns page, Supervisors Tab 2. Check the Monitor attribute to allow supervisors to access real time statistics about the campaigns. 3. Check the Control attribute to allow supervisors to start, pause, purge, stop a campaign through the Campaign Management tab in the Agent Supervisor Console. Note: You can alter Supervisor assignments even after initiating a campaign. 4. Click Save. Version 8.4 Rev

249 Defining a Search Filter A campaign cal list can be filtered based on a custom search query. You can define a custom query, and generate a custom call list based on specific CRM fields and values under the CRM object. In the Campaigns page, Filter tab allows you to define a custom search query. You can validate a query by test running the query. Note: You cannot alter a campaign filter after initiating the campaign. To define search criteria for a campaign: 1. Click Search tab for a campaign. Figure 135: Campaigns page, Filter Tab 2. Select a field name from the drop down list and enter a value. You can nest multiple search criteria to create a complex query. 3. Click + to nest search criteria. An example query shown below retrieves customer records with Credit Rating greater than 700, and Expense in the last 6 months greater than 30000, and Expense in the last year greater than , and with an Income Range between 3 and 4. Figure 136: Campaigns page, Search tab Version 8.4 Rev

250 4. Click Test to validate the search criteria. If the test passes, you have defined a valid filter. If the test fails, check for any errors and redefine the filter. 5. Click Save. Specifying Sort Order You can sort a campaign call list based on applicable CRM fields. The call list takes priority based on the sort order you specified. When a campaign runs, calls are placed based on the sorted order. For example, you can sort a call list by Expense Last 6 Months in descending order to place calls to the customers bearing highest expenses first. In Campaigns page, Sort tab enables you to specify a sort order to a campaign. Note: You cannot modify the sort order after initiating a campaign. To specify sort order for a campaign call list: 1. Click Sort tab for a campaign. Figure 137: Campaigns page, Sort tab 2. Select a field from the drop down list and select the sort order. Note: You can sort any text field in the ascending or descending order. 3. Click to nest more sort criteria. 4. Click Save. Assigning Audio Files to a Campaign During a campaign, an agent can play pre-recorded audio messages defined for the campaign to ensure a uniform delivery of the campaign message across all campaign calls. If you uploaded audio files of prerecorded messages during Outbound Setup, you can assign those messages to the campaign now. An agent accepting campaign calls can access and play pre-recorded messages at any point during the call. On reaching a voic , an agent can play a pre-recorded message, then immediately switch back to available status, and attend the next interaction. To assign a pre-recorded message to a campaign: 1. Click Campaign > Audio Files tab. Version 8.4 Rev

251 Figure 138: Campaigns Page, Audio Files Tab 2. In the Audio Files pane, select a folder. The messages under the folder are displayed in Available Audio Files pane. 3. Check the message you wish to assign to the campaign. Version 8.4 Rev

252 Figure 139: Audio Files Tab, Assigning audio files 4. Click Menu > Assign on the top right hand corner of the Available Audio Files pane. A dialog box appears with a message confirming the assignment. Figure 140: Audio Files tab, Messages assigned Version 8.4 Rev

253 5. To un-assign an audio file, select the file from the Assigned Audio Files window and click Un-assign from the menu. 6. Click Done. Controlling a Campaign After creating a campaign, you can manually start or schedule the campaign. If you defined scheduling attributes in the campaign properties, the campaign executes as scheduled. If not, you should start the campaign manually. As an administrator or a privileged supervisor, you can start, pause, purge, or stop a running campaign at any time. You can execute a new campaign either by manually starting it or scheduling it. Note: Campaigns are controlled by administrators and privileged supervisors only. An administrator controls the campaigns from the Configuration Manager, while a supervisor controls campaigns from the Campaign Management tab in the Agent Console. To initiate a campaign manually: 1. Click Campaigns in the configuration menu. Figure 141: Campaigns page 2. Select a new campaign and click Control > Start Now to manually start the campaign. Version 8.4 Rev

254 Figure 142: Manually Starting a Campaign Note: The status changes from New to Manually Started. For more information on campaign status, see Understanding Campaign Status, on page 245. To run a scheduled campaign: 1. Click Campaigns. 2. Select a campaign and click Control > Schedule to initiate a campaign on schedule. Note: For a campaign to run on schedule, you must have specified a schedule in the Campaign Properties tab. For information on scheduling a campaign see Defining Properties for a New Campaign, on page 235 Pausing a Campaign Pausing a campaign stops the campaign temporarily retaining calls in the queue. Calls in the queue continue to be offered to agents until completed. You can resume, or abort a paused campaign. To pause a campaign: 1. Select a campaign, and click Control > Pause to pause the campaign. 2. Click Control > Resume to resume the paused campaign. Version 8.4 Rev

255 Purging a Campaign Purging a paused campaign aborts the campaign by flushing all calls in the queue. You can resume a purged campaign. Resuming feeds calls back to the queue. To purge a campaign: 1. Select a campaign, and click Control > Purge to pause the campaign. 2. Click Control > Resume to resume the paused campaign. Based on how a campaign is controlled, the campaign status changes accordingly. For details, check out Understanding Campaign Status. Understanding Campaign Status A campaign can assume varying status based on how it is managed. The campaign status informs you if the campaign is ready to run, scheduled to run, running, stopped, or completed running. To view a campaign status: Click Campaigns in the configuration menu. List of all your campaigns shows with corresponding status. Figure 143: Campaign Status The following table summarizes the various campaign statuses: Table 62: Summary of Agents page, Queues tab options Campaign Status Description New Manual Running Manual Stopped Scheduled Scheduled Running A newly created campaign that has not been scheduled to start. You should manually start this campaign. A campaign that is manually started and is currently running. A campaign that is manually stopped by clicking Stop button. A campaign with scheduled start time that has not been reached. A campaign has reached scheduled start time and running currently. Version 8.4 Rev

256 Campaign Status Paused Purged Schedule Stopped Completed Description A Campaign when paused stops feeding calls to the outbound queue until resumed. The campaign retains calls already in the queue and offer them to the agents. A paused campaign when purged removes all calls from the queue. You can resume purged campaigns. A campaign has reached the scheduled stop time and is currently stopped. A campaign whose records have been processed successfully. Managing a Campaign Once you create a campaign, you can perform the following functions: Edit a campaign Control a campaign Copy a campaign Delete a Campaign Editing a Campaign You can edit campaign settings before running it. Once a campaign runs, you cannot edit any of its properties except changing the supervisor assignments. To edit a campaign: 1. Click Campaigns in the configuration menu. Figure 144: Campaigns page, Edit option 2. Choose the campaign you wish to edit and click Edit. Version 8.4 Rev

257 3. Make necessary edits and click Save. Copying a Campaign You might want to copy a campaign and run it again under circumstances such as: Campaign call list was not processed as expected. Too many dropped calls or skipped calls. To copy a campaign: 1. Click Campaigns in the configuration menu. 2. Select a campaign you wish to copy, and click Copy. A new copy of the campaign is created and shows in the updated list of campaigns. Deleting a Campaign After completing campaigns you may want to remove them if you no longer need them. Deleting a campaign removes all historical information related to the campaign. To remove a campaign: 1. Click Campaigns in the configuration menu. 2. Select a campaign from the list and click Delete. The campaign is removed from the list. Version 8.4 Rev

258 Broadcast Messages Use the Broadcast page to send messages to one or more agent functional groups. This feature allows the administrator to mass communicate a message to the agents. To broadcast a message: 1. Click Broadcast in the Configuration menu. 2. Select the particular group from the list or select All Groups. 3. Choose the Alert Level as low, medium, high, or pop-up. 4. Choose whether you want to send the message to the agents who are logged in or to all agents. 5. Click Broadcast to send the message. Note: You cannot undo or delete a message once it is broadcast. Summary of Broadcast Options Table 63: Summary of Broadcast page, Broadcast tab options Field Name Description Group Choose All Groups from the menu or a specific Group definition. Alert Level Only send to loggedin agents Message For information about creating Hosted Contact Centre Groups, see Creating Agent Functional Groups, on page 70 Choose Low, Medium, or High alert, or Pop-up. Choose Yes to send the broadcast to agents who are logged in or No to also send the broadcast to agents the next time they log in. Type the broadcast message. Version 8.4 Rev

259 Integrating with External CRM Hosted Contact Centre offers integration capabilities with Local CRM and external Customer Resource Management (CRM) systems. Integrating with an external CRM enables you to expand the capabilities of the Hosted Contact Centre CRM, and to incorporate your existing CRM system data into your tenant's interaction processing workflow. The integration supports phone, voic , chat, and channels allowing you to access data from external CRM through an integrated Agent Console. Hosted Contact Centre provides out of the box integration with: Salesforce NetSuite Microsoft Dynamics Zendesk Zoho Local Additionally, Hosted Contact Centre supports custom integration with your CRM. Hosted Contact Centre s ability to integrate with external CRM offers the following benefits: Provides out-of-the-box integration with minimal configuration. Increases agent productivity with integrated one-click dialing out of the CRM application. Informs an agent about the caller by popping the caller's account information to the agent as soon as a call is offered to an agent. Features The following table lists features supported for each CRM integration: The CRM integration allows you to perform your CRM account activities using the integrated Agent Console with the following features: Multi-media interaction support Fully integrated Agent Console Complete Telephony Integration Single Sign-On functionality Visibility to queue status and agent presence Availability of custom landing pages Screen Pop of the customer s CRM record during inbound interactions Integrated Chat Management Ability to save chat transcripts Click-to-Dial capability directly from native Salesforce account Ability for agents to toggle between the Agent Console and CRM accounts Support for Screen Pop for outbound campaign calls Support for screen pop for Web Callback transactions Version 8.4 Rev

260 Creates Auto Logs for all transactions automatically The core feature set is common to all CRMs supported by integration, but vary slightly. Overview of Integration Functionality Use the Integration page in the Configuration Manager to: CRM API to specify the access credentials and rights an external CRM uses to access the Local CRM database. The external system can access data from the Local CRM for purposes of producing customized reports or synchronizing database data between the two systems. CRM Triggers to configure the Hosted Contact Centre to transmit URLs that include activity parameters to an external HTTP server whenever an agent creates, edits, or deletes a customer, case, follow-up, or task record in the Local CRM. The HTTP server uses the URL received from the Hosted Contact Centre to run an interactionspecific synchronization, such as a database synchronization. Screen Pop to configure the Hosted Contact Centre to transmit a URL to an external CRM product when an agent is offered, accepts, or completes an interaction. The external CRM responds by sending an HTML document containing supplementary information about the interaction to the agent's browser as a popup. API Token to create and copy the secure access tokens required to enable an external system to access the following Local CRM data: o o o o Statistical Reporting Data Recording API External IVR API Real Time Statistics Reporting data Configuring External CRM API Access To access the Hosted Contact Centre CRM data, you can use CRM API. The CRM API component of the Integration Suite enables you to develop external programs to access data about customers, cases, tasks, follow-up records as well as FAQ data. The CRM API uses HTTP or HTTPS to transmit requests and receives responses formatted as Extensible Mark-up Language (XML). All these API queries are authenticated by account access credentials. Use the Integration page, CRM API tab, to specify the account credentials and access rights used by an external process to access the Local CRM database. Version 8.4 Rev

261 To display the CRM API page, in the Configuration menu, click Integration then click the CRM API tab. To completely configure bi-directional exchange of information to and from an external process and the Local CRM database, use the CRM Triggers page to transmit URLs to a third-party process when the Local CRM database records are modified. For information about the CRM Triggers page, see Configuring External CRM Triggers, on page 252. Summary of CRM API Tab Options Table 64: Summary of Integration page, CRM API tab options Integration, CRM API tab option Description Enable CRM API Access CRM API username Password, Retype Password Used Identify Select to enable a third-party process to access the Local CRM database. The third party process uses the credentials specified by the CRM API username and Password text entry areas, described later in this table. Do not reuse an agent account name: Type a username created exclusively to service CRM API XML access to the Local CRM database. Type the password required to access the Local CRM database. Select the Agent account name associated with activities performed by the CRM API. In reports, interaction activity performed by the CRM API matches the value of Used Identify. Access Rights Choose the operations the third party process is allowed to perform on the Local CRM. Select Add to enable the third-party process to create a new CRM database record. Select Modify to enable the third-party process to change an existing Local CRM database record. Select Get to enable the third party process to read the Local CRM database Version 8.4 Rev

262 Integration, CRM API tab option Description record. The Add, Modify, and Get permissions can be selected for each the following categories of local CRM database records: Customers Cases Followups (No Modify option) Tasks FAQ The access rights specified in the Access Rights list, described earlier in this table, specify which operations the CRM API is allowed to perform: The CRM API does not inherit the access rights of the agent specified in the Used Identify list. The CRM API cannot delete data from the Local CRM. Configuring External CRM Triggers If you maintain an external CRM database not integrated with Hosted Contact Centre, you may access the CRM data querying the CRM API and synchronize database. The CRM triggers notify changes to Hosted Contact Centre CRM and invoke a script for further action. The CRM triggers also pass parameters which can be used for further data mining. Our CRM API allows tenants to interact with Hosted Contact Centre application on events from their own applications. The CRM triggers feature allows them to make Hosted Contact Centre application interact with their applications. CRM API can be designed to synchronize CRM database with the tenant's database using CRM triggers. A CRM trigger is actually a URL that targets a script on an external HTTP server. When an event occurs in CRM application, such as a customer creation, this script is executed with the appropriate parameter (the customer account ID for instance) value sent using an http method. It is then up to the script the administrator has configured to use that parameter to access the object data using CRM API, and populate the tenant's database with it. The script uses the parameter value to access the object data using CRM API, and populates the tenant's database. The script may use the data for synchronization, auditing purposes, and creating simple dashboards. For example, on creating a new customer, the CRM triggers the script by passing the Account ID. The script in turn uses the Account ID, and makes an instant call using CRM API to gather the record details and updates its in-house database for data synchronization. Configuring the CRM Triggers You can configure CRM triggers for changes to CRM objects under specified events. The URL executes when those events occur, and those parameters will be passed to the script targeted by the URL. The following table summarizes the CRM objects, corresponding events that invoke CRM triggers, and parameters passed to the script: Version 8.4 Rev

263 CRM Object Events Parameters Customer Create Edit Delete Account ID Case Create Edit Delete Account ID Case ID Follow-up Create Delete Account ID Case ID Followup ID Task Create Edit Delete Account ID Task ID Use the Integration page, CRM Triggers tab, to transmit URLs pointing to scripts from the Hosted Contact Centre to an external process when Hosted Contact Centre CRM database records are modified. The external process uses the URL to synchronize its database records with the Hosted Contact Centre CRM database. Version 8.4 Rev

264 To display the CRM Triggers page, in the Configuration menu, click Integration then click the CRM API tab. To exchange information to and from an external process and the Local CRM database, use the CRM API page to enable an external process to access the Local CRM database. For information about the CRM API page, see Configuring External CRM API Access, on page 250. Summary of CRM Triggers Tab Options Table 65: Summary of Integration page, CRM Triggers tab options Integration, CRM Triggers tab option Description Customer To enable the Hosted Contact Centre to notify a third-party process about changes to customer account data, in the Customer area, in the Create, Edit, or Delete text entry area, type a URL. When an agent creates, edits, or deletes, customer data in the Local CRM database, the Hosted Contact Centre transmits a formatted string to the URL specified in that action's text entry area. For customer data, the formatted string is of the form:?accountid=aaa, where aaa specifies the customer account identifier. Case To enable the Hosted Contact Centre to notify a third-party process about changes to case data, in the Case area, in the Create, Edit, or Delete text entry area, type a URL. Version 8.4 Rev

265 Integration, CRM Triggers tab option Description When an agent creates, edits, or deletes, case data in the Local CRM database, the Hosted Contact Centre transmits a formatted string to the URL specified in that action's text entry area. For case data, the formatted string is of the form:?accountid=aaa&caseid=ccc, where: aaa specifies the customer account identifier. ccc specifies the case identifier. Followup To enable the Hosted Contact Centre to notify a third-party process about changes to case followup data, in the Followup area, in the Create or Delete text entry area, type a URL. When an agent creates or deletes, followup data in the Local CRM database, the Hosted Contact Centre transmits a formatted string to the URL specified in that action's text entry area. For followup data, the formatted string is of the form:?accountid=aaa&caseid=ccc&followupid=fff, where: aaa specifies the customer account identifier. ccc specifies the case identifier. fff specifies the followup interaction identifier. Task To enable the Hosted Contact Centre to notify a third-party process about changes to Task data, in the Task area, in the Create, Edit, or Delete text entry area, type a URL. When an agent creates, edits, or deletes, task data in the internal CRM database, the Hosted Contact Centre transmits a formatted string to the URL specified in that action's text entry area. For task data, the formatted string is of the form:?accountid=aaa&taskid=ttt, where: aaa specifies the customer account identifier. ttt specifies the case identifier. Version 8.4 Rev

266 Overview of Exchanging Data The following describes the sequence performed if you use the Integration page, CRM API and CRM Triggers tabs, to enable the Hosted Contact Centre and an external process to bi-directionally exchange customer, case, follow-up, or task data. 1. An agent uses the Agent Console to update customer, case, follow-up, or task information contained in the internal CRM database. If in the Integration page, the CRM Triggers tab, a URL has been specified for that type of interaction, then the Hosted Contact Centre transmits a formatted URL that includes the customer, case, or follow-up information. For information about the formatted strings transmitted by the Hosted Contact Centre to an external process, see Summary of CRM Triggers Tab Options, on page The external process receives the formatted string, then uses the CRM API to read additional information about the interaction from the internal CRM database. For information about configuring the CRM API to enable an external process to access the Local CRM database, see Configuring External CRM API Access, on page The external process updates its database with the information read from the internal CRM. 4. The external process sends the Local CRM database any information required to synchronize the two databases. For example, the external process may use internal logic to revise the priority of the case. Example of a CRM Trigger The following example illustrates the use of the CRM Trigger tab. Figure 145 illustrates a trigger specification. Version 8.4 Rev

267 Figure 145: Integration, CRM Trigger tab, example trigger In Figure 145: myserver.net specifies a valid HTTP server acct_add.php specifies a PHP script that creates a log file of the AccountID written to myfile.txt Example 1 shows a PHP script invoked by the trigger illustrated in Figure 145. Example 1: Example PHP script invoked by a Hosted Contact Centre CRM Trigger /* acct_add.php log creation of new accounts*/ <? if(is_file('myfile.txt')) { $fp = fopen('myfile.txt','a+'); } else { $fp = fopen('myfile.txt','w'); } if($fp) { $now = date( "[m/d/y H:i:s] ", time()); fwrite($fp, $now.'accountid: '.$AccountID." action: CREATE CUSTOMER\n"); fclose($fp); } The script reads the account ID referenced by an agent interaction and writes the account ID to a file named myfile.txt. Version 8.4 Rev

268 Defining Screen Pop Settings for External CRM What is Screen Pop? Screen Pop refers to the process of presenting customer data to an agent automatically during an interaction eliminating the need to manually search for the customer data. During an inbound call, Hosted Contact Centre looks up the caller ID in the existing customer data. On finding a record with matching number in the Phone field, fetches and pops the record details to the agent presented with the interaction. If the search does not yield a matching record, pops a new record entry screen. Screen Pop applies to: Inbound transactions including phone, voic , chat and media Outbound campaign phone transactions Web Callback transactions Defining Screen Pop Settings To enable an external CRM integration for a tenant, you have to configure screen pop settings in the Configuration Manager. The configuration requires you to select a target CRM, specify events that trigger screen population of customer data, and specify Screen Pop window properties in the Configuration Manager. An agent has to then save the login credentials of the external CRM account in the agent s profile. Integration enables searching for records containing phone data matching caller ID, and pops up the corresponding record/s for specific events. The events triggering a Screen Pop may be one or all of the following: An agent is offered an interaction An agent has accepted an interaction An agent has completed an interaction Use the Integration page, Screen Pop tab, to configure the contents and appearance of the messages sent to the Web browser of on Agent Console associated with a particular interaction. Version 8.4 Rev

269 To display the Screen Pop page 1. Click Integration > Screen Pop tab. Version 8.4 Rev

270 2. Select the CRM of your choice from the available options: o o o o o o o NetSuite Salesforce Zendesk Microsoft Zoho Custom Local 3. Configure the Screen Pop settings for the selected CRM. For details, refer to the summary of Screen Pop Configuration settings. Refer to the respective external CRM Integration - Configuration guide for detailed instructions on setting up the integration. 4. Save your settings. Summary of Screen Pop Tab Options The screen pop features vary with the choice of CRM. Table 66: Summary of Integration page, Screen Pop tab options Integration Screen Pop tab option Description Enable Screen Pop Target Attributes Target type Select to enable the screen pop feature. Click one of the following third-party CRM products: NetSuite Salesforce.com Zendesk Microsoft Dynamics Zoho Custom The selection of a product enables and disables other features on the Screen Pop page. Integration Type If Target type specifies NetSuite, then choose one of the following: Legacy SSO Legacy integration: Displays information from NetSuite in a separate browser window. SSO Integration: Version 8.4 Rev

271 Integration Screen Pop tab option Description Allows a user of NetSuite CRM to enter Hosted Contact Centre via NetSuite website. Provides single sign on; the user presents the authentication information only once per NetSuite session. If Target type specifies Salesforce.com, then choose one of the following: Legacy Enhanced Legacy integration: Displays information from the Salesforce.com database in a separate browser window. Provides less integration with Salesforce.com than Enhanced mode. Enhanced integration: Displays information from the Salesforce.com database in a frame with the Agent Console window. The agent can optionally move the Salesforce.com frame to a separate browser window. Provides more complete integration with Salesforce.com than Legacy mode. If you choose Enhanced, the Configuration Manager disables the Size and Position area described later in this table. Account Service Name If Target type specifies NetSuite or custom, then type the account name required to access the data the third-party CRM incorporates into the screen pop message. Service name is the URL used to login to your external CRM account. Login URL Branding URL URL Enter the login URL starting with Is the custom URL provided by your CRM if you have customized your help desk to match your brand s look and feel. If Target type specifies custom, then type the URL where the Hosted Contact Centre sends information about the interaction that will be reported on by the screen pop. Enable This option instructs the On Demand Contact Centre to execute a custom XML Customization Salesforce integration script using the specified Script URL. Script URL If Customization is enabled, the Script URL must contain a valid URL that points to the location of the custom script. Once the Script URL is specified and the Screen Pop page is saved, all features and functionality of the standard integration are replaced with the custom functionality. Agents will see the changes with their next login. Use Remote Login This option enables Single Sign on security settings in the Zendesk account. API Token Enter a valid API token to enable searching of the CRM. Version 8.4 Rev

272 Integration Screen Pop tab option Description Use Client Login Session to pop Single Sign On Select the option to enable support for the Salesforce security setting: Lock sessions to the IP address from which they originated. Check the Launch native login window at agent login setting to have the Agent Console automatically launch a Salesforce login window when the agent logs in to the Agent Console. If the Launch native login window at agent login is not set, the agent must manually log in to Salesforce using the next tab of the same browser window used for the Agent Console session. Enter the Customer Key and Secret. The customer key and password must match the ones defined during NetSuite single sign on installation. Note: Single Sign On is currently supported for NetSuite only. For details on SSO integration, refer to the NetSuite Configuration guide. Landing Pages The Hosted Contact Centre enables custom landing page, and /or provides three built-in landing tabs from the Hosted Contact Centre CRM: Enable Custom: If enabled, enter a title for the landing page, and a URL to navigate to. Enable SaskTel CRM Note: Availability of the tabs depends on the external CRM the tenant is integrated with. Trigger an Auto Log Window after Interactions Select media for auto log from Phone, Voice Mail, and Chat. You can disable auto log for a certain media by un-checking the option. Select the mode for screen pop of auto log from the following choices: o No Screen pop: Prevents screen pop for auto log. o Pop the log for edit: Offers the ability to edit auto logs. o Pop the log for view: Limits auto log to view mode. Trigger a Popup Window For these events Select the types of interactions that use the screen pop feature: Select When agent is offered interaction to enable the Hosted Contact Centre to display a screen pop when an agent is presented with a new interaction. Select When agent accepts interaction to enable the Hosted Contact Centre to display a screen pop when an agent accepts a new interaction. Select When agent completes interaction the Hosted Contact Centre to display a screen pop when an agent has completed an interaction. In the For these media area, described later in this table, choose which types of Hosted Contact Centre channels that use the screen pop feature. For these media Choose the Hosted Contact Centre channels that use the screen pop feature. Choices are Phone, Voice Mail, Chat, and . Window Properties Open new window for screenpop: this option allows agents to see Screen Pop and new Salesforce URL launches using a new window(s) instead of tabs within the Version 8.4 Rev

273 Integration Screen Pop tab option Description Agent Console window. This option opens a new window for each transaction and each new URL. Along with this option, the following options are available. Use single window only: This option allows only one single window to display all the Screen Pop and URL launch. Hide result listing if one search result is found: The application supports multiple search results displayed on Screen Pop. With the option enabled, the tab with one result listed will not be open. The Screen Pop window still will pop with the search result record. Note that with this option enabled, if multiple results are found, tab is open with all the result records listed. If the Salesforce window is collapsed, it will be automatically expanded. Show toolbar If Target type specifies Salesforce, and Integration Type specifies Legacy, then click yes to display the Internet Explorer toolbar at the top of the stand-alone popup window. If Integration Type specifies Enhanced, the Hosted Contact Centre ignores the value of Show toolbar.-+ Size and position In the width and height text entry areas, type the size as an integer number pixels of the screen pop window. In the top and left text entry areas, type the screen position as an integer number of pixels of the screen pop's upper-left corner. Screen Pop Configuration for External CRM Screen pop configuration information varies with each external CRM and Local CRM. The following table summarizes the screen pop features applicable to each CRM supported by the Hosted Contact Centre. Table 67: Summary of Configuration Features for External CRM Screen Pop Integration Screen Pop tab option Target Attributes Target type Microsoft NetSuite Salesforce Zendesk Zoho Local 1 Dynamics X X X X X X Integration Type Enhanced Legacy SSO X X X X X X Account Service Name Login URL Branding URL X X X X X X X X X X Version 8.4 Rev

274 Integration Screen Pop tab option Enable Customization Use Remote Login Use Client Login Session to Popup Single Sign On Customer Key Secret NetSuite Salesforce Zendesk Microsoft Dynamics Zoho Local 1 X X X X X X X X X X Landing pages Enable Custom Enable SaskTel CRM X X X X X X X X X X X Trigger an audio log window after interactions For these media Phone Voic Chat X X X Type of log window No Screen Pop Pop the log for edit X X Pop the log for view X Trigger a pop up window For these events When agent is offered transaction When agent accepts transaction X X X X X X X X X X X X X X X X X X When agent completes transaction For these media Phone Voic Chat X X X X X X X X X X X X X X X X X X X X Version 8.4 Rev

275 Integration Screen Pop tab option NetSuite Salesforce Zendesk Microsoft Dynamics Zoho Local 1 Window Properties Open new window for Screen Pop X X X X X Use single window only X X X X X Hide result listing if only one search result is found X X X X X Show Toolbar Size and Position X X X X X X X X X X NetSuite Single Sign On NetSuite Single sign on (SSO) allows a user of NetSuite CRM to enter Hosted Contact Centre via NetSuite website eliminating the n. The user presents the authentication information only once per session. NetSuite Single Sign on eliminates the need for a separate sign in to the Agent Console. There is no iframe for this release. The SaskTel Hosted Contact Centre shows on a separate window. SSO is the only option for new customers. The existing customers cannot go back to non-sso once it is selected. Version 8.4 Rev

276 Benefits Easy installation using SuiteBundler. SuiteSignOn for time saving convenience and secure single sign on. Improved security--netsuite user credentials and password are not stored in User Interface. Enhanced User experience--can seamlessly sign in to Hosted Contact Centre from the NetSuite dashboard without the need to remember or enter Hosted Contact Centre user credentials. o o Full functions of Hosted Contact Centre and NetSuite. No need to refresh Hosted Contact Centre while using NetSuite. Limitations We can associate only one Hosted Contact Centre tenant with each Hosted Contact Centre a Suitebundle. Contact SaskTel professional services for the available workaround. Requirements You must have NetSuite SSO enabled for your NetSuite account to proceed with the installation. In order to enable the SSO, contact the NetSuite support team at To learn how to install and configure NetSuite SSO, refer to NetSuite SSO Installation Guide. Overview of Screen Pop This topic contains the following sections: Type of Screen Pops Overview of Screen Pop Event Types Overview of Screen Pop Data Exchange Type of Screen Pops In the Hosted Contact Centre, Screen Pop describes the mechanism that enables a third-party CRM to display supplementary information in an HTML page that pops into the agent's browser. The Configuration Manager screen pop feature directly supports the following CRM applications: NetSuite: For NetSuite CRMs, use the Integration > Screen Pop tab, to specify the NetSuite account ID used to access the NetSuite CRM. The agent address and password (used to login) are set in the agent's profile of Agent Console. Salesforce.com: For Salesforce.com CRMs, configure the Integration > Screen Pop tab in the Configuration Manager, and set up the external user name and password information in the agent profile of Agent Console. Zendesk: For Zendesk CRM integration, configure the Integration > Screen Pop tab in the Configuration Manager, and set up the external user name and password information in the agent profile of Agent Console. Version 8.4 Rev

277 Microsoft Dynamics: For Microsoft Dynamics CRM integration, configure the Integration > Screen Pop tab in the Configuration Manager, and set up the external user name and password information in the agent profile of Agent Console. Zoho: For Zoho CRM integration, configure the Integration > Screen Pop tab in the Configuration Manager, and set up the external user name and password information in the agent profile of Agent Console. Custom: Hosted Contact Centre allows custom CRM integration. For more information regarding custom CRMs, consult SaskTel, Inc. support team. Overview of Screen Pop Event Types Screen pops are triggered by events, or steps in the process of handling an interaction. There are three events that can cause a screen pop: Agent is offered an interaction, but has not yet accepted. Agent accepts an interaction (for example, is connected to a caller). Agent completes an interaction (for example, hangs up after a call). You can configure Screen Pop for one or all events. Overview of Screen Pop Data Exchange The following describes the sequence performed if you use the Integration page, Screen Pop tab, to enable the Hosted Contact Centre to transmit a screen pop request to a third-party CRM. 1. The Hosted Contact Centre uses the information in the Integration page, Screen Pop tab, to transmit interaction parameters to the third-party CRM as an HTTP POST message. Table 68: Screen Pop parameters transmitted by Hosted Contact Centre in HTTP POST message Screen Pop parameter Description Channel Queue ANI Wait Time Event Media ExtVar1, ExtVar2 The Hosted Contact Centre channel name that received the interaction. The Hosted Contact Centre queue name that received the interaction. For phone channels, the caller's ANI information. The length of time this interaction waited before being accepted by an agent. Interaction status of offered, accepted, or completed. The Hosted Contact Centre channel type of PHONE, VOICE MAIL, CHAT, or . Optional CRM-specific variables. 2. The third-party CRM uses the received information to access its database, construct a popup message about the interaction, then transmit the popup message to the Agent Console processing the interaction. Version 8.4 Rev

278 Example of a Screen Pop The following example illustrates the use of the Screen Pop tab. Figure 146: Integration, Screen Pop tab, example trigger In Figure 146: myserver.net specifies a valid HTTP server ScriptPop.php specifies a PHP script that displays either of two HTML pages Example 2 shows a PHP script invoked by the screen pop configuration illustrated in UNRESOLVED CROSS REFERENCE. Example 2: Example PHP script invoked by an Hosted Contact Centre Screen Pop <?php /* scriptpop.php This script should return a web page depending on the phone number dialed */ $channel=$_post[ Channel ]; if (is_null($channel)) { } printf( No channel data was given ); Version 8.4 Rev

279 else { } } switch ($channel) { case : header( Location: ); break; default: header( Location: ); break; The script evaluates the call's ANI. If the interaction arrived on the phone channel, then the SaskTel homepage screenpops in a new browser window. If the call arrived on a different channel, then the script opens in a new browser window. Creating Secure Access Token for External CRM Use the Integration page, API Token tab, to create and copy a secure access token used by an external process to access the following Hosted Contact Centre data: Statistical data for reporting Audio recordings data Web Callback Real Time statistical data To display the API Token page, in the Configuration menu, click Integration then click the API Token tab. The Token area lists the current API token. Version 8.4 Rev

280 Summary of API Token Tab Options UNRESOLVED CROSS REFERENCE summarizes the options available in the Integration page, API Token tab. Table 69: Summary of Integration page, API Token tab options Integration, API Token tab option Description Copy to Clipboard Click to copy the current value of the Token area to the system clipboard. After copying the token value to the clipboard, use the system paste function (by default, CTRL+p) to paste the token into an , file, or password text entry area to enable a third-party entity to access the SaskTel, Inc. API. New Token Click to create a new token and display the token's value in the Token area. Version 8.4 Rev

281 Status Codes Overview Status codes enable contact centre supervisors to track how an agent functions through a workday. When an agent is logged into the Agent Console, he/ she accepts or rejects interactions, takes breaks, works offline or logs out. Supervisors might want to know more details or reasons for an agent changing the status or rejecting an interaction. Agent statuses such as On Break or Work Offline do not point out the specific reasons for status change by the agent. Status codes can be defined to bridge this information gap. The status codes associate an agent s status change action with probable reasons for the change, and enable supervisors or managers to track the work pattern of agents. For example, you can define status codes such as Attend Meeting or Complete Case Work as probable reasons for an agent to work offline. The following topics are discussed in this chapter: Creating Status Codes Summary of Status Codes, Properties Tab Summary of Status Codes, Codes Tab Summary of Status Code, Translations Tab Using status codes functionality: An administrator predefines a list of status codes used to describe probable reasons for agent s status change actions. An agent selects a reason for status change from a predefined list of status codes when changing status. A supervisor analyzes an agent s working pattern and contributes to improving call centre s throughput. When do you use status codes? If your contact centre's workflow requires a close supervision of agents time, then you might want to define status codes to achieve that. Most common reasons to use status codes are: To know reasons for an agent rejecting an interaction. To know reasons for an agent working offline. The following table lists an agent's actions for which you can define status codes as well as the corresponding examples of status codes. Table 70: Status Codes Agent's Status actions Examples of Status Codes Take Break Work Offline Lunch Short Break Restroom Attend Meeting Project Work Training Outbound Call Version 8.4 Rev

282 Agent's Status actions Logout Reject Phone Reject Chat Reject Examples of Status Codes End of shift PC Reboot Working on a Case Technical Issue Not Ready for Interaction Nearing Break Time How do you define status codes? Before defining status codes you need to understand your company's workflow. If your company has multiple workflows, you can create a separate status code list for each workflow. For example, if your company has a separate workflow for Support and Sales, you would define a separate code list for each department. Each status code list contains a set of codes - reasons for a specific status change. A status codes list can be assigned to a group of agents with the limitation that a group of agents can only access one list of status codes. Within the agent group, specific agents can be enabled or disabled to have access to the status code list. Defining status codes requires you to: Identify valid and acceptable reasons for status change. Identify groups/agents to apply status codes. Determine the need for multiple language translation of status codes. Create a status code list. Creating status code list involves the following tasks: Create status code list by defining properties. Create individual status codes in the list to define possible reasons for actions. Translate status codes to a secondary language. Assign status codes to agent groups and specific agents. How do agents use status codes? Agents assigned to a status code list, are presented with individual status codes in the list when he chooses an action associated with codes. The agent must choose a code from the presented list, and only then is allowed to proceed with the action. For example, When an agent who is active, changes his status to Work Offline, a list of status codes such as Attend Meeting or Project Work associated with the action are presented to him in a drop down list on the control panel. The agent must choose a status code from the list that describes the reason for status change before working offline. How do supervisors use Status Codes? Supervisors can track how an agent spends time by generating the following two historical reports: Agent- Status change details The report gives detailed information on agents status changes, time at which an agent changed status, and an associated reason if any. When the supervisor browses through the report, he gets information about how often an agent changed status as well as the reason for status change. Version 8.4 Rev

283 Figure 147: Agent: Status Change Details Report Agents: Time on Break/Offline with status codes The report indicates how an agent spends time on each task while working offline or on break. The report summarizes information on time spent by each status code, by status, by agent and by date. A sample report is shown below. Figure 148: Agents: Time on Break/Offline with Status Codes Creating Status Codes Hosted Contact Centre allows you to define status codes for your company's agents. Status Codes offers a mechanism to track agent's activity during their work hours. With codes, you can define reasons for changing status such as lunch, attend meeting, or taking break. These codes can be invoked for status change actions such as Take break, work offline, Logoff, and Reject Phone. Creating a new status code list involves: 1. Defining properties of the list (Required) 2. Defining individual codes (Required) 3. Translating codes to secondary languages (Optional) 4. Assigning a code list to agent groups (Required) and specific agents (Optional) To create a new status code: 1. Select Status Codes from the navigation menu. The Status Codes home page appears. Version 8.4 Rev

284 2. Click or Add. The Properties tab appears. 3. Enter the following properties for the status codes list. Table 71: Summary of Status Codes page, Properties tab options Field Name Description Active Check the box to put this code list into service. Name (Required) Enter a name for the new status code list. Description Category Enter a brief description of the purpose of the code list. A category distinguishes multiple code lists and attributes a code list to a specific group. For example, you can create categories for Sales, Support, Services etc. You can then attribute/assign each code list to a particular category. In the Category list: Choose Edit Categories to create a new status code category. or Choose an existing status code category. Sort Order Admin Notes Primary Language (Required) Select the order in which the codes should appear in the Agent Console: Manual Allows organizing the order of the codes manually. Automatic Organizes the codes alphabetically. Type information that enables administrators to understand the purpose of this code list. Select a language in which the codes are written primarily. This information is required to create a list. Note: After saving the code list, you cannot change the Primary Language setting. Secondary Language Select the languages to translate the codes to. This option allows you to set up codes in languages other than English. Version 8.4 Rev

285 4. Click Save to save the properties. The Codes tab displays. The Codes tab allows you to define individual status codes and assign them to an agent s action or status change. These codes are invoked when an agent performs one of the following actions: Take Break Work Offline Log Out Reject Phone Reject Chat Reject 5. Click or Add. 6. Enter the details of the code: Field Name Description Menu Text Type the string the Agent Console displays when displaying the code. For Example, Attend Meeting For Example, Prospect Interested Call Back Report Text Type the string the Agent Console displays when listing the code in a report. For Example, Attend Meeting For Example, Prospect Interested Call Back Short Code Type the string the Agent Console uses when displaying the code's short identifier. For Example, Mtg For Example, Int 7. Select a status action check box to assign the code to an agent's action such as Take Break, Work Offline, etc. Version 8.4 Rev

286 8. Select Active check box to activate the code. 9. Repeat steps 5 to 7 to create multiple codes. 10. Click Save. The Translations tab gives the ability to translate codes from the primary language to secondary languages supported by Hosted Contact Centre. This step is optional based on your company s needs. Use the Translations tab to configure secondary language options for individual status codes. 11. Select a code from the read-only list of codes in the Translations tab. 12. Select a secondary language from the drop down menu. 13. Enter the translated Menu Text, Report Text, and Short Code in the secondary language of your choice. 14. Repeat step 13 for each of your secondary language. 15. Click Save. After creating the codes, choose agent groups and specify individual agents within each group to assign the code list to. Use the Status Codes page, Assignments tab to choose which groups and agents use the status code list. 16. Click Assignments tab. All agent groups in your contact centre show. Groups that are currently assigned to other status lists are grayed out. 17. Select a group from the list. A menu appears on the same line. 18. Activate agents by checking the check box next to each name. OR Click Activate All to select all agents in the group. Version 8.4 Rev

287 19. Click Save to save the settings for the code. You have now defined a status code list. To verify the behavior, log in to Agent Console as an agent belonging to the group. Change status to invoke the status codes. Summary of Status Codes, Properties Tab UNRESOLVED CROSS REFERENCE summarizes the options available in the Status Codes page, Properties tab. Table 72: Summary of Status Codes page, Properties tab Field Name Description Active Check the box to put this code list into service. Name (Required) Enter a name for the new status code list. Description Category Enter a brief description of the purpose of the code list. A category distinguishes multiple code lists and attributes a code list to a specific group. For example, you can create categories for Sales, Support, Services etc. You can then attribute/assign each code list to a particular category. In the Category list: Choose Edit Categories to create a new status code category. or Choose an existing status code category. Sort Order Select the order in which the codes should appear in the Agent Console: Manual Allows organizing the order of the codes manually. Automatic Organizes the codes alphabetically. Admin Notes Primary Language Type information that enables administrators to understand the purpose of this code list. Select a language in which the codes are written primarily. This information is required to create a list. Version 8.4 Rev

288 Field Name (Required) Description Note: After saving the code list, you cannot change the Primary Language setting. Secondary Language Select the languages to translate the codes to. This option allows you to set up codes in languages other than English. Summary of Status Codes, Codes Tab Table 73: Summary of Activate Agents page, Codes tab options Activate Agents, Codes tab option Description Active Menu Text Report Text Short Code Status Action categories Select Active to activate the specific status codes. Type the string that Agent Console displays when displaying the code. Type the string that Agent Console displays when listing the code in a report. Type the string that Agent Console uses when displaying the code's short identifier. Choose an optional primary category for the code: Take Break Work Offline Log Out Reject Phone Reject Chat Reject Used If an Agent has applied a code in his or her Agent Console, then the Configuration Manager adds a checkmark to that code and its parent list. After a code has been used, the code and its code list cannot be deleted. Version 8.4 Rev

289 Summary of Status Codes, Translations Tab Table 74: Summary of Status Codes page, Languages tab options Status Codes, Languages tab option Description Secondary Languages Choose one of the secondary languages selected in the status codes Properties tab. When you select a secondary language, the Configuration Manager changes the title of the Menu Text text entry area described later in this table. For more information about selecting a status code's secondary languages, see. Primary Language Read-only list of status code descriptions in the code's primary language. For information about choosing a status code's primary language when you create the code, see Creating Status Codes, on page 273 Menu Text (secondary language ID) Report Text Short Code Active In the Secondary Languages list, choose a secondary language, and type the string in that language. The Agent Console displays the menu code in the secondary language. In the Secondary Languages list, choose a secondary language, and type the string in that language. The Agent Console displays the report text in the secondary language. In the Secondary Languages list, choose a secondary language, and type the string in that language. The Agent Console uses the short code when displaying the codes' short identifier. Shows the Active list of the status codes. Version 8.4 Rev

290 Transaction Codes Overview Transaction codes offer a means to apply call disposition to inbound as well as outbound interactions. Each inbound or outbound interaction in a call centre has some purpose and disposition. Transaction codes can be defined to collect call disposition information from the agents at the time of the call and supervisors can report on this information for analysis and to determine further processing. For example, an ACME Sales representative processing a sales campaign for a new product, places outbound calls to prospect customers. He can record the result of each interaction with predefined transaction codes such as 'Successful Sale', 'Prospect Interested - Call back', 'Prospect not Interested - Do not call back', Reached Voic , and Faulty Number etc. Further in the sales process, you can define transaction codes to identify various stages of the sales process, and apply the codes to convey the status and result of each interaction. The following topics are discussed in this chapter: Creating Transaction Codes Editing and Deleting Transaction Codes Summary of Transaction Codes, Properties Tab Summary of Transaction Codes, Codes Tab Summary of Transaction Codes, Translations Tab Using transaction codes functionality: An administrator predefines a list of transaction codes used to describe purpose of an interaction, or probable outcomes for an interaction. An agent applies call disposition from the predefined list of transaction codes during the processing or post-processing of an interaction. A supervisor reports on call disposition for further analysis and to determine further processing. When do you use Transaction Codes? Transaction codes are mainly used to: State the purpose of interactions. Indicate the outcome of inbound and outbound interactions. State the Purpose of Interactions with Transaction Codes Each interaction from and into your call centre has a purpose. You can define transaction codes to state the purpose of interactions. When an agent processes an interaction, he can indicate the purpose of the interaction by selecting one of the transaction codes. For example, in a call centre which combines sales, support and service calls, you can indicate the purpose of each interaction using a set of transaction codes such as Sales call, Support Call, Service Call. Version 8.4 Rev

291 Indicate the Outcome of Interactions with Transaction Codes Transaction Codes allow your call centre agents to record the purpose/outcome of inbound and outbound interactions. You are labeling an interaction with codes for further analysis or follow-up. For example, when a ACME sales representative places sales calls, he can indicate the outcome of each interaction with predefined transaction codes such as Successful Sale, 'Prospect Interested - Call back', 'Prospect not Interested -Do not call back', Reached Voic , and Faulty Number. At the end of the day, when the management runs a transaction report, the report indicates statistical information about sales as well as transaction codes that prompt follow-up actions. For records labeled with 'Prospect Interested -call back' code, the agents need to place follow-up calls. Records labeled with 'Prospect not Interested - Do not call back' code need to be filtered from the list. Typically, you can define transaction code list for a sales team to understand how many calls they made, and how many resulted in sales, and how many resulted in faulty numbers etc. The following table lists the uses of transactions codes with corresponding examples. Table 75: Transaction Codes Reasons for using Examples of Transaction Codes transaction Codes State the purpose of an interaction Indicate the outcome of an interaction Sales Call Service Call Support Call Prospect Interested Call Back Prospect not Interested Do not Call Back Reached Voic Try Again Faulty Number How do you create transaction codes? Understanding the process-flow of your company provides a good basis for defining transaction codes. You may create multiple transaction code lists to define the purpose, and outcomes of interactions for a particular process. For example, sales campaign interactions may have multiple outcomes that differ from support related interactions. An agent can select one or more outcomes for an interaction. Each transaction code list contains a set of codes to identify call disposition. A transaction codes list can be assigned to an agent group or to a queue. You can apply multiple disposition code lists to an agent group or a queue. When an agent accepts a call, all the code lists assigned to the agent group/ queue are presented in separate tabs. An agent may select one or more codes from a single list and/or save desired codes from multiple lists. A call coded from multiple lists shows as a separate record. Defining transaction codes for disposition requires you to: Identify probable purpose and outcomes of an interaction. Identify queues or agent groups to apply transaction code list. Determine the need to translate transaction codes to a secondary language. Create a transaction code list. Version 8.4 Rev

292 Creating transaction codes involves the following tasks: Create transaction code list by defining properties. Define individual transaction codes in the list. Translate codes to secondary languages Assign codes to agent group/s or queue/s. How do Agents use Transaction Codes? During the processing of an interaction, a transaction code list is presented to an agent on the Agent Console under the following circumstances: Agent is a member of the group assigned with the code list. Agent is a member of the queue/s assigned with the code list/s. From the presented code list, an agent selects transaction codes: Before initiating the call. During the call. At the end of the call during post-processing. An agent assigned to a call disposition list is presented with the code list during an interaction. The agent may select and save one code or multiple codes from a list anytime during the interaction or postprocessing. When an agent is a member of the group/queue assigned with multiple lists, all lists are presented to the agent in separate tabs when he accepts a call. The agent may select and save codes from multiple lists. The selected codes appear in historical reports. How do Supervisors use Transaction Codes? Supervisors generate historical reports to get call disposition information for analysis and to determine the need for follow- up actions based on transaction codes also known as wrap-up codes. The following reports list transaction codes used during agent's interactions. Agents: Detailed accepted transactions with wrap up codes This report lists wrap-up codes used by an agent during all of his inbound accepted interactions. Wrap-up codes indicate call disposition information. You may find multiple instances of the same call to indicate multiple wrap-up codes applied to the same call. Agents: Detailed outbound transactions with wrap up codes This report lists dial codes as well as wrap-up codes. Dial codes are caller ID related codes which appear before dialing the call. An agent can apply only one dial code to a call, while he can apply multiple wrap-up codes. Figure 149: Detailed outbound transactions with wrap up codes Version 8.4 Rev

293 Agents: Transactions grouped by Wrap up codes The report groups transactions by wrap-up codes, by queue, by channel, by media and by agent. Figure 150: Transactions grouped by wrap up codes Creating Transaction Codes Creating a transaction code list involves: Defining the properties (Required) Creating individual codes (Required) Translating codes to secondary languages (Optional) Assigning the codes to agent groups or queues (Required) To create a transaction code list: 1. Click Transaction Codes tab from the navigation menu. The Home tab opens. 2. Click or Add. The Properties tab appears. Figure 151: Transaction Codes > Properties 3. Enter the following properties for the transaction codes list. Some fields are required, while some are optional. Version 8.4 Rev

294 Table 76: Summary of Transaction Codes page, Properties tab options Field Name Description Active Check the box to put this code list into service. Name (Required) Enter a name for the transaction code list. Description Category Secondary Languages Sort Order Required Multiple-choice Enter a description for the transaction code list. Refers to a category of lists such as Sales, Marketing, or Support. Within a single category, you can group multiple transaction code lists. You can create a new category or add a list to an existing category. Choose Edit Categories to create a new transaction code category or Choose an existing transaction code category Select the languages to translate the codes to. Refers to the order in which the codes within the list should be sorted when presented to an agent. Choose Manual to enable you to list transaction codes in a specific order. Choose Automatic to have the Hosted Contact Centre sort transaction codes in alphabetical order Select to require the agent to select a transaction code from this transaction code list for all phone calls. Select this option to allow an agent to select multiple codes from transaction code list. Assignment Type Select an Agent Group or Queue to assign the list to. This option enables the members of the group or queue to access the list during phone calls. Primary Language Select a language in which the codes are written primarily. This information is required (Required) to create a list. Note: After saving the list, you cannot change the Primary Language setting. For more information about using the Primary Language list, see Configuring Transaction Code Lists and Settings with the Properties Tab, on page 1. Admin Notes Type information that enables administrators to understand the purpose of this transaction code list. 4. Click Save to save the properties. The Codes tab opens. The Codes tab allows you to define individual transaction codes in the list. Version 8.4 Rev

295 5. Click or Add to create a new code. 6. Enter Menu Text, Report Text, and Short Code. o Menu Text Is the code text that appears in the code list on the Agent Console. o Report Text Is the code text that appears in the reports. o Short Code Is a short identifier for a code. 7. Repeat steps 5 to 6 to create multiple codes. Figure 152: Multiple Codes created 8. Select Save to save the codes. The Translations tab opens. This tab displays all codes defined in your primary language and allows you to translate them to a secondary language of your choice. You should have specified a secondary language in the Properties tab to enable translation. This procedure is optional. Version 8.4 Rev

296 9. Enter Menu Text, Report Text, and Short Code in the secondary language. 10. Select Save to save the translated codes. The Assignments tab opens. This tab enables you to select agent groups or queues to assign the code list to. Based on your choice of Assignment Type in the Properties tab, the list of agent groups or queues set up in the tenant show up. 11. Select an agent group or a queue from the list. Or Select Assign All check box to assign all groups or queues in the list. 12. Click Save to complete the code list definition. Note: A transaction code list is not functional until activated and assigned. Version 8.4 Rev

297 Editing and Deleting Transaction Codes You can edit or delete existing transaction code lists any time. To edit a transaction code list: 1. Click Transaction Codes from the configuration menu. A list of existing code lists shows. 2. Select the code list you want to edit and click or double click the list. 3. Navigate through the tabs to make the desired changes. 4. Save your changes. To delete an existing transaction code list: 1. Select a code list from the list and click. You are prompted to confirm your action. 2. Click Ok to delete the list. Note: You cannot recover a deleted list. Summary of Transaction Codes, Properties Tab Table 77: Summary of Transaction Codes page, Properties tab options Field Name Description Active Check the box to put this code list into service. Name (Required) Enter a name for the transaction code list. Description Category Enter a description for the transaction code list. Refers to a category of lists such as Sales, Marketing, or Support. Within a single category, you can group multiple transaction code lists. You can create a new category or add a list to an existing category. Choose Edit Categories to create a new transaction code category or Choose an existing transaction code category Version 8.4 Rev

298 Field Name Secondary Languages Sort Order Description Select the languages to translate the codes to. Refers to the order in which the codes within the list should be sorted when presented to an agent. Choose Manual to enable you to list transaction codes in a specific order. Choose Automatic to have the Hosted Contact Centre sort transaction codes in alphabetical order Required Multiple-choice Select to require the agent to select a transaction code from this transaction code list for all phone calls. Select this option to allow an agent to select multiple codes from transaction code list. Assignment Type Select an Agent Group or Queue to assign the list to. This option enables the members of the group or queue to access the list during phone calls. Primary Language Select a language in which the codes are written primarily. This information is required (Required) to create a list. Note: After saving the list, you cannot change the Primary Language setting. For more information about using the Primary Language list, see Configuring Transaction Code Lists and Settings with the Properties Tab, on page 1. Admin Notes Type information that enables administrators to understand the purpose of this transaction code list. Summary of Transaction Codes, Codes Tab Table 78: Summary of Transaction Codes page, Codes tab options Codes tab option Description Active Select Active to activate the specific Transaction codes. Menu Text Type the string that Agent Console displays when displaying the code. Report Text Type the string that Agent Console displays when listing the code in a report. Short Code Type the string that Agent Console uses when displaying the code's short identifier. Used If an Agent has used a code in his or her Agent Console, then the Configuration Manager adds a checkmark to that code and associated code group's in the Used column. After a code has been used, the code and its code group cannot be deleted. Version 8.4 Rev

299 Summary of Transaction Codes, Translations Tab Table 79: Summary of Transaction Codes page, Translations tab options Field Name Description Secondary Languages Choose one of the secondary languages selected in the transaction codes Properties tab. When you select a secondary language, the Configuration Manager changes the title of the Menu Text text entry area described later in this table. Primary Language Read-only list of transaction codes descriptions in the code's primary language. Menu Text In the Secondary Languages list, choose a secondary language, and type the (secondary language string in that language. The Agent Console displays the menu code in the ID) secondary language. Report Text Short Code Active In the Secondary Languages list, choose a secondary language, and type the string in that language. The Agent Console displays the report text in the secondary language. In the Secondary Languages list, choose a secondary language, and type the string in that language. The Agent Console uses the short code when displaying the codes' short identifier. Shows the Active list of the transaction codes. Version 8.4 Rev

300 Outbound Phone Codes Overview Outbound Phone codes offer a means to set a unique calling line identifier (caller ID) for outbound calls. You can define Outbound Phone codes to assign caller ID to outbound calls from your tenant. You can also use Outbound Phone Codes to identify the purpose of each outbound call. When placing an outbound call, you can use Outbound Phone Codes to set the calling line identifier displayed to the called party. If your Hosted Contact Centre provides technical support services to multiple companies on the same tenant but on different channels, you must ensure the correct caller ID is applied to each company. This helps customers of each company to identify a number with the company and provides best call back experience. You can define transaction codes to assign caller ID to outbound calls from your tenant. When an agent initiates an interaction, he/she sets a caller ID to an outbound call, thus identifying the right call back number. Note: Assigning calling line identifier is not supported by all telecommunication carriers. For example, ACME uses their Hosted Contact Centre to provide technical support services for two companies: Kids Zone, Kids Entertainment company, and EMAC, Credit Recovery Services. ACME has two phone channels one for Kids Zone's callers and one for EMAC's callers. The administrator defines transaction codes to map a phone number for each company. Before placing an outbound call to customer of Kids Zone, the agent selects the code for Kids Zone. At the receiving end of the call, the phone number mapped with the code is displayed. The following topics are discussed in this chapter: Creating Outbound Phone Codes Summary of Outbound Phone Codes, Properties Tab Summary of Outbound Phone Codes, Codes Tab Summary of Outbound Phone Code, Translations Tab Assigning Codes at the Agent Level Using outbound dial codes functionality: An administrator predefines a list of Outbound Phone Codes to identify the calling line identifier to outbound calls. An agent assigns a calling line Identifier to an outbound call from the predefined list of Outbound Phone Codes before initiating the call to ensure best call back experience for customers. Creating transaction codes involves the following tasks: Create transaction code list by defining properties. Create individual transaction codes in the list. Translate codes to secondary languages Assign codes to agent group/s or queue/s. How do Agents use Outbound Phone Codes? During the processing of an interaction, an Outbound Phone Code list is available to an agent on the Agent Console under the following circumstances: Version 8.4 Rev

301 Agent is a member of the group assigned with the code list. Agent is directly assigned with the code list/s. An agent assigned to an Outbound Phone code list is presented with the list before initiating an outbound call. The agent must choose a code to dial out. The Calling Line Identifier associated with the selected code sets the caller ID to the call. Creating Outbound Phone Codes Creating an Outbound Phone Code list involves: Defining the properties (Required) Defining the individual codes (Required) Translating the codes to secondary languages (Optional) Assigning the codes to groups (Required) To create an Outbound Phone Code list: 1. Click Outbound Phone Codes tab from the configuration menu. 2. Click or Add to create a new list. The Properties tab opens. Version 8.4 Rev

302 3. Enter the following properties. Some fields are required, while others are optional. Table 80: Summary of Outbound Codes page, Properties tab options Field Name Description Active Check the box to put this code list into service. Name (Required) Enter a name for the Outbound Codes List. Description Category Sort Order Admin Notes Primary Language (Required) Secondary Language Enter a brief description of the purpose of the code list. Refers to a category of lists such as Sales, Marketing, or Support. Within a single category, you can group multiple outbound code lists. You can create a new category or add a list to an existing category. Choose Edit Categories to create a new outbound code category. OR Choose an existing outbound code category. Refers to the order in which the codes within the list should be sorted when presented to an agent. Choose Manual to organize the order of the outbound codes manually. Choose Automatic to organize the outbound codes in alphabetical order. Enter information that enables administrators to understand the purpose of this code list. Select a language in which the codes are written primarily. This information is required to create a list. Note: After saving the code list, you cannot change the Primary Language setting. Select the languages to translate the codes to. This option allows you to set up codes in languages other than English. 4. Click Save to save the properties. The Codes tab opens. The Codes tab allows you to define individual codes in the list. 5. Click or Add to create a new code. 6. Enter Menu Text, Report Text, and Short Code. o Menu Text Is the code text that appears in the code list on the Agent Console. Version 8.4 Rev

303 o o Report Text Is the code text that appears in the reports. Short Code Is a short identifier for a code. 7. Determine the Calling Line Id for a call that selects the code. You can choose from the following options: o o Use Agent Default Calling Line Id sets an agent's default calling line Id. Anonymous applies anonymous option. Note: Anonymous Calling Line Id is not supported by all telecommunication carriers. o Channel Numbers sets the channel numbers available for the tenant. 8. Select an outbound Queue to channel the outbound call to. When an agent selects the code before dialing out, the call channels through the outbound phone queue. Channeling an outbound call through a queue also changes the agent status to Busy preventing any call offerings. 9. Repeat steps 5 to 8 to create multiple codes. Figure 153: Multiple Codes Created in Codes Tab 10. Select Save to save the codes. The Translations tab opens. This tab displays all codes defined in your primary language and allows you to translate them to a secondary language of your choice. You should have specified a secondary Version 8.4 Rev

304 language in the Properties tab to enable translation. This procedure is optional. 11. Select a secondary language to translate the code to. 12. Enter Menu Text, Report Text, and Short Code in the secondary language. 13. Select Save to save the translated codes. The Assignments tab opens. This tab enables you to select agent groups to assign the code list to. 14. Select an agent group from the list. The list is assigned to your choice of agents groups. 15. Click Save to complete the code list definition. Note: An Outbound Phone Code list is not functional until activated and assigned Version 8.4 Rev

305 Summary of Outbound Phone Codes, Properties Tab UNRESOLVED CROSS REFERENCE summarizes the options available in the Outbound Phone Codes page, Properties tab. Table 81: Summary of Outbound Phone Codes page, Properties tab Field Name Description Active Check the box to put this code list into service. Name (Required) Enter a name for the Outbound Codes List. Description Category Enter a brief description of the purpose of the code list. Refers to a category of lists such as Sales, Marketing, or Support. Within a single category, you can group multiple outbound code lists. You can create a new category or add a list to an existing category. Choose Edit Categories to create a new outbound code category. OR Choose an existing outbound code category. Sort Order Refers to the order in which the codes within the list should be sorted when presented to an agent. Choose Manual to organize the order of the outbound codes manually. Choose Automatic to organize the outbound codes in alphabetical order. Admin Notes Primary Language (Required) Secondary Language Enter information that enables administrators to understand the purpose of this code list. Select a language in which the codes are written primarily. This information is required to create a list. Note: After saving the code list, you cannot change the Primary Language setting. Select the languages to translate the codes to. This option allows you to set up codes in languages other than English. Summary of Outbound Phone Codes, Codes Tab UNRESOLVED CROSS REFERENCE summarizes the options available in the Outbound Phone Codes page, Codes tab. Table 82: Summary of Outbound Phone Codes page, Codes tab Field Name Description Active Menu Text Select Active to activate the specific outbound codes. Type the string that Agent Console displays when displaying the code. Report Text Type the string that Agent Console displays when listing the code in a report. Short Code Type the string that Agent Console uses when displaying the code's short identifier. Version 8.4 Rev

306 Field Name Description Calling Line Identifier Determine the Calling Line Id for a call that selects the code. Use Agent Default Calling Line Id: sets an agent's default calling line Id Anonymous: applies anonymous option Note: Anonymous Calling Line Id is not supported by all telecommunication carriers. Channel Numbers: sets the channel numbers available for the tenant Queue Select an outbound Queue to channel the outbound call to. Note: When an agent selects the code before dialing out, the call channels through the outbound phone queue. Channeling an outbound call through a queue also changes the agent status to Busy preventing any call offerings. Used If an Agent has used a code in his or her Agent Console, then the Configuration Manager adds a checkmark to that code and associated code group's in the Used column. After a code has been used, the code and its code group cannot be deleted. Summary of Outbound Phone Codes, Translations Tab Table 83: Summary of Outbound Codes page, Translations tab options Field Name Description Secondary Languages Choose one of the secondary languages selected in the outbound codes Properties tab. When you select a secondary language, the Configuration Manager changes the title of the Menu Text text entry area described later in this table. Primary Language Read-only list of outbound codes descriptions in the code's primary language. Menu Text In the Secondary Languages list, choose a secondary language, and type the (secondary language string in that language. The Agent Console displays the menu code in the ID) secondary language. Report Text Short Code Active In the Secondary Languages list, choose a secondary language, and type the string in that language. The Agent Console displays the report text in the secondary language. In the Secondary Languages list, choose a secondary language, and type the string in that language. The Agent Console uses the short code when displaying the codes' short identifier. Shows the Active list of the outbound codes. Version 8.4 Rev

307 Assigning Codes at the Agent Level While defining an Outbound Phone Code List, the Assignment tab allows you to assign the code list to existing agent groups thereby assigning members of the group to the code list. But, you have the flexibility to assign a different code list to an agent. To assign an Outbound Phone Code list at the agent level: 1. Click Agents tab from the navigation menu. 2. Select the specific agent from the list. 3. Go to Phone tab. 4. In Outbound Calling, select the desired code list from the selection of Outbound Phone Codes. Note: The Default to Group [GroupName] shows the agent's group assigned to a code list. The agent is assigned to the list automatically and NONE Removes the agent from the default code list assignment. Note: Outbound Phone Code Lists assigned at the agent level override group level settings. 5. Click Save. Version 8.4 Rev

308 Wallboards The SaskTel Wallboard for Hosted Contact Centre presents real time metrics of your contact centre operations on a desktop, a display TV, or a monitor on a contact centre floor. You can get key statistics to questions such as: How productive are my agents? What is the number of interactions waiting in a queue? What is the current longest waiting interaction in a queue? What is the current SLA activity? What is the total number of accepted transactions since the beginning of the day? The metrics provide an insight into queue traffic, the longest waiting interactions in a queue, agent s productivity status, and more. Access to these metrics allows agents and supervisors to respond to increased call volume quickly and maintain service levels of your business. You can choose from readily available stats or generate custom stats to suit your business requirements. Be it a supervisor, or an agent, you can look at the metrics and make instant adjustments to serve your customers better. Benefits The SaskTel Wallboard offers the following benefits: Get a bird s eye view of call centre performance and track agents availability. Get real time metrics on your contact centre operations. Apply business intelligence to the decision making process. Manage customer demand proactively and reduce waiting time for customers. Access dozens of pre-calculated stats built out of pre-defined queries. Customize stats to suit business needs by building custom queries. Display data on web browsers such as IE, Chrome, Firefox. Configure thresholds against key performance indicators alerting potential or actual slips in the performance. Set up audio and visual alerts on breaching thresholds. Filter data to suit individual needs. Get metrics in tabular format for easier navigation. Availability of separate login access to wallboard. Requirements Wallboard Configuration Login access to Configuration Manager with permissions to configure Wallboards Wallboard Access Access to login credentials of Configuration Manager. Version 8.4 Rev

309 Configuring a Wallboard Setting up a SaskTel Wallboard is simple and quick. Determine the key metrics for your business, simply select the data from the readily available stats or define custom stats, and run the wallboard. With just a few clicks, you are on your way to monitoring your contact centre performance real time. Configuring a SaskTel Wallboard involves: Defining wallboard general properties - Required Specifying desired Metrics - Required Defining thresholds for better supervision - Optional Selecting skills/queues for which you need metrics - Required Once configured, you can run a wallboard with a simple click. Typically, a contact centre would monitor critical data on agent status as shown here. For a better understanding, let s create a sample wallboard to extract real time data shown here. Defining a wallboard To configure a wallboard: 1. Log into Configuration Manager. 2. Click Wallboard from the Configuration menu. 3. Click or Wallboard link. Version 8.4 Rev

310 4. Enter the Name and Description for the wallboard. 5. Click Save to open the Fields tab. Specifying Desired Metrics Hosted Contact Centre provides metrics out-of-the-box generated from pre-defined queries. Additionally, you have the flexibility to generate custom metrics using the available stats. The Fields tab in the wallboard definition lists all the available real time stats with a brief description. For example, you can track number of agents waiting for interactions in a queue, number of agents processing interactions in a queue by using readily available status such as available, and processing. 1. In the Fields tab, select desired stats from a list of available fields. Version 8.4 Rev

311 Figure 154: Wallboard > Specifying Metrics Note: You can also generate custom metrics by defining custom fields. For details, refer to Customizing Metrics. 2. Enter a Display Name that replaces the standard field name on the wallboard. 3. Drag and Drop the fields to change the display order of the fields on wallboard. 4. Save the settings. Defining Thresholds The next step in configuring a wallboard is to set up thresholds which alert you in the event of potential or actual slips in the performance. You can set up audio and visual alerts and vary the alert type based on the severity of the situation. For example, you can set up a threshold alert to monitor service levels of your contact centre. If the performance of a skill/queue falls below the set SLA, you set up an alert so you can look at the activity level of agents belonging to the queue, identify areas for improvement and act quickly to recover. Or you can set up a threshold to monitor the waiting time for interactions. If the waiting time in a queue exceeds a certain time, the threshold alert can trigger. You can define thresholds for each media type and configure custom thresholds for each skill. Version 8.4 Rev

312 To define threshold for inbound phone media: 1. In the Threshold tab, select media type, for example InPhone. 2. From the list of fields, select a field. 3. To specify a threshold value, enter the required parameters/arguments. 4. Select a color from the color chart to highlight a breached threshold. 5. Specify an alert sound pattern. 6. Click Save to save the threshold settings. Version 8.4 Rev

313 Selecting Queues In the final step, you must select queues which require metrics. Optionally, you can select pre-defined thresholds for each queue. To select queues: 1. In the Queues tab, select the queues individually or click Assign All to pull their stats. 2. Specify a desired threshold option from the drop-down list of choices. Note: You must have specified threshold settings previously. 3. Save the queue selections. The wallboard configuration is now complete. You are now ready to run a wallboard. Version 8.4 Rev

314 Running a Wallboard You can run a wallboard from Configuration Manager or access a wallboard directly. The login credentials for Configuration Manager allows access to the wallboard. Requirements: Login Credentials: You must have login credentials of Configuration Manager to access wallboards. Browser Requirements: Chrome by default blocks pop ups and limits you to run a single wallboard at a time. To run multiple wallboards simultaneously, Check Allow all sites to show pop ups option in chrome settings. To run a SaskTel Wallboard from the Configuration Manager: 1. Log into Configuration Manager. 2. Navigate to Wallboard. 3. Select a wallboard and click. The wallboard runs in a new browser tab. To access a wallboard directly: 1. In the Configuration Manager login screen, select to enter Wallboard Access option. 2. Enter the Configuration Manager login credentials and click Login. The Wallboard launches displaying the list of configured wallboards. Note: The number of wallboards you can run simultaneously depends on your subscription. Version 8.4 Rev

315 3. Select a wallboard and click Run. Customizing a Wallboard You can customize a wallboard based on your business requirements. You can: Build custom queries and generate custom stats Set up custom thresholds Customize wallboard controls Customizing Metrics If you need more stats than what is readily available, you can build custom fields by defining custom queries. For example, if you wish to track agents unable to answer interactions at a given time, you can define a custom field as follows. Number of agents Busy = Offered + Processing + Post-processing To define a custom field: 1. Click + or Custom Field link. 2. Enter the custom field details: Field Name Display Name Description Field Type Field Definition Description The custom field name that displays on the wallboard A brief description of the metrics Select a data type from a choice of Number, Seconds, and Percent Note: The data type of custom field must match the data type of deriving fields. Based on the requirements: a. Select from the available fields drop down or enter a number value. b. Select an operator -,+, -, *, / c. Select another field or enter a number value Note: You can add any number of arguments. Version 8.4 Rev

316 Customizing Threshold Within each media, you can set up a custom threshold for each queue to suit your requirement. If the waiting time for an interaction in a queue exceeds 2 minutes, set up a first level threshold alert. If the time exceeds 3 minutes, set up an emergency alert. On breaching thresholds, wallboard gives corresponding alerts. Customizing threshold is a two-step process. 1. Set up a custom threshold with desired values and alert. 2. Apply this threshold to desired queues. On running a wallboard with custom threshold, the alerts trigger on breaching the threshold for the selected queues. To set up a Custom threshold: 1. Navigate to the desired wallboard. 2. Click the Threshold tab. 3. Click or custom threshold link. 4. Enter a name. 5. From the list of fields, select a field. 6. Using the right parameters, specify a threshold value. 7. Select a color from the color chart to pop a colored background to the data. Version 8.4 Rev

317 8. Select a sound alert from the drop down. 9. Add more fields as desired. Figure 155: Defining a custom threshold 10. Save the custom threshold. 11. From the Queues tab, select the desired queue and apply the custom threshold from the drop down selections. Version 8.4 Rev

318 Branding your Wallboard Brand your contact centre wallboard by adding your company logo. To brand your wallboard with your company logo: 1. Log into the Configuration Manager. 2. Click Home > Profile. 3. In the Tenant Logo area, upload your company logo. 4. Save the changes. Version 8.4 Rev

319 Customizing Wallboard Display Font You can control the font size of wallboard display and also mute audio alerts on your wallboard. Click the Tools area in the wallboard, and use the + and signs to increase or decrease the display font size. Shared Wallboard Authentication Wallboard administrators can bypass the need for log in credentials to run a wallboard. Instead, they can click on a URL shared by contact centre administrator to launch a wallboard. The URL provides direct access to the wallboard. To enable direct access to a wallboard: 1. Navigate to Wallboards from the menu. 2. Select and edit a wallboard from the list. OR Click from the action menu icons list next to a wallboard to bring up the Share dialog box. 3. Select URL tab. You will notice a wallboard URL. Version 8.4 Rev

320 4. Click Share. 5. Enter the addresses of wallboard administrators. 6. Click Send. 7. A message notifies the wallboard URL is shared successfully via Wallboard administrators receive an notification with a link to launch the wallboard. Note: Click Revoke and Recreate to retire the URL and create a new one. If an recipient uses the revoked link, a message indicates the URL is invalidated. Version 8.4 Rev

321 Chat Overview In the Agent Console, chat interactions provide a means of responding in real-time to customer inquiries. Depending on the configuration of your contact centre, the contact centre's chat access page can be configured to either allow or require a customer to supply an account number or other information to identify them before beginning the chat interaction. Hosted Contact Centre uses this information to look up our Local CRM for a matching customer record. When you accept the new chat session, the Agent Console opens the matching customer details record. If the customer has not supplied any identifying information before beginning the chat, you can use the chat window to ask the customer for the information you need to create a new customer or case record. Figure 156: Overview of Hosted Contact Centre Chat A In legacy implementation, chat channel was implemented using Support Centre functionality. The Support Centre contained a link to the chat channel, which in turn could be hosted on your webpage. C Host your contact centre s chat channel on your webpage independent of Support Centre. You can design a proactive web chat interface according to your company s requirements, build a chat script to define a logical workflow for your chat channel, and finally generate a code snippet to be placed in your website. The chat interactions directed from A or C implementation flows through the specified Hosted Contact Centre chat queue and then to the available contact centre agents. Agents can process: B A single chat at a time, the traditional way on the Agent Console. D Multiple chats concurrently. Agents can process up to six customers chats concurrently if configured by the administrator. For detailed information regarding Support Centre and Single Chat, refer to Hosted Contact Centre 8.0 documentation guide. Version 8.4 Rev

322 Multi Chat is a new feature that allows customer-to-agent or agent-to-agent chat. Multilingual Support for Chat In multilingual support for chat, customers can choose to chat in any of the supported languages. Agents can handle customer chats in any of the supported languages they speak or use automatic translation tool. Each Hosted Contact Centre agent is associated with a primary and one or more secondary languages of fluency. The multilingual chat flow can be represented as follows: This chapter includes the following topics: To understand a case study How to design and configure a chat How to handle multilingual chats Version 8.4 Rev

323 Case Study Bob is the Configuration Manager (CM) administrator at ACME Jets contact centre. He wants to create an online chat channel to support website visitors. He anticipates the website traffic to be heavy during peak hours; therefore, the agents should be able to handle multiple chats to meet the demand. He plans to collect some identity information such as customer s name and account number to identify existing customers so that agents can process interactions efficiently. This information can be collected from the customers even before they are connected to the agents allowing agents to serve them faster and better. To complete this plan Bob needs to: Create a Chat Form to place on the company s website in order to invite the customers to chat. Create a chat script to define the chat workflow. Enable ACME Jet agents to process multiple chats with customers and other agents on the same tenant. He knows by default the agents can handle only one chat at a time. Train his agents how to use the Multi-Chat. The following diagram represents configuration tasks Bob must do to get started with this project: Version 8.4 Rev

324 Here is what Bob has in mind for the agents: To plan his work better, Bob has prepared the following check list: Task Description How to do? 1 To create an online chat button to use during the business operational hours. To create an online Chat Button 2 To create an offline chat button to direct visitors during offline hours. To create an offline Chat Button 3 To create a chat invitation to proactively invite website visitors to a chat. Designing a Chat Invitation 4 To create a chat form to gather information from a customer before initiating a chat. Designing a Chat Form 5 An Offline form to send an message during chat offline hours. Designing a Chat Form 6 A chat window to serve as the interface between the Chatee and the agent during the chat. Designing a Chat Window 7 To design the chat flow. Enhanced Chat Script 8 To enable to agents to have more than one chats. Configuring Multi-Chat 9 To train his agents how to use Multi-Chat. Handling Multiple Chats in Agent Configuring Embedded Chat Design The chat functionality in Hosted Contact Centre is now enhanced with better chat workflow and design. With the new chat design, you can design a custom chat to match your corporate requirements and create a custom chat script to control the chat flow. A chat workflow can be represented as follows: 1. A customer visits a website. 2. A chat invitation pops proactively inviting the visitor to chat. OR Version 8.4 Rev

325 The visitor clicks a chat button on the website to initiate a chat. 3. The visitor is then presented with a pre-chat survey form to collect some preliminary information. 4. The visitor fills and submits the information. Based on the information submitted, the system checks if it is an existing customer. 5. An agent accepts the chat interaction and begins a live chat session. 6. When the chat channel is offline, the visitor is presented with an option to send an message using an offline form. 7. If the visitor drops out of a chat process, then the chat interaction enters a default termination. The following figure shows the chat script diagram: SaskTel Embedded Chat offers chat visual block elements used on your website for a chat interaction: Button A chat button that initiates a chat interaction. Invitation A chat invitation that pops proactively inviting website visitors for a chat. Form A pre-chat survey form that gathers customer information. Window A chat window used by the end-user to chat with an agent. Configuring Embedded Chat Design involves: Designing a chat button Designing a pro-active chat invitation Designing a pre-chat survey form Designing a chat window To configure Embedded Chat Design, log in to Configuration Manager and navigate to Chat Design. You are ready to design the chat visual elements on your website. Version 8.4 Rev

326 Designing a Chat Button A chat button is an interface for a customer to initiate a chat. You can design a chat button to be offline or online. Online chat button can be used during the business operational hours for chat, while offline button can be used to direct visitors during offline hours. Chat Design offers a default offline and online chat buttons for use. To customize a chat button, you can create a new button from scratch, or copy a default button and make desired changes. To create an online chat button: 1. Log in to Configuration Manager. 2. Navigate to Chat Design. 3. In the button tab, click or Online link. 4. Enter Name and Description for the new chat button. 5. Browse and upload an image for the button. Note: The file size must not exceed 1 mb. 6. Click Save to create a new chat button. To create an offline chat button: 1. Log in to Configuration Manager. 2. Navigate to Chat Design. 3. Click or Offline link. 4. Enter Name and Description for the new offline chat button. 5. Browse and upload an image for the button. Version 8.4 Rev

327 Note: The file size must not exceed 1 mb. 6. Click Save to create a new chat offline button. Designing a Chat Invitation A chat invitation serves to proactively invite website visitors to a chat. You can program the chat invitation to present to the visitors after they have spent some time on the website. SaskTel Chat Design offers a default chat invitation for use. To create a custom chat invitation, you can build a new invitation from scratch or copy a default invitation and make desired changes. To create a custom chat invitation: 1. Log in to Configuration Manager. 2. Navigate to Chat Design. 3. Select Invitation tab. 4. Click or Add New Invitation link. Version 8.4 Rev

328 5. Enter Name and Description for the new chat invitation. 6. Add or change the user interface elements of the invitation by selecting the desired details. 7. When you are satisfied with look and feel of the invitation form, click Save. Version 8.4 Rev

329 Designing a Chat Form A chat form can be of two types: Pre-Chat Survey form or Offline form. A Pre-Chat Survey form serves to gather information from a chat enthusiast before initiating a chat. Using the form, you can collect credentials such as account number or case number from an existing user. This information can be used to search for existing customer records in the Local CRM and present it when an agent accepts the chat. An Offline form presents an option to send an message during chat offline hours. You can use the default form or create a custom form. To create a custom form, you can copy the default form and make desired changes or create a new form from scratch. Pre-Chat Survey Form A Pre-Chat survey form can include questions with open-ended answers or pre-set answers. Designing a pre-chat form is a two-step process. Add survey questions Design the visual details of the form To create a custom pre-chat form: 1. Log in to Configuration Manager. 2. Navigate to Chat Design. 3. Select Form tab. 4. Click or Pre-Chat link. 5. Enter Name and Description of the new form. 6. Select a Format from the following choices: Translation: Indicates a language choice question. This offers a set of languages supported for chat translation. Select the desired languages for the customer to choose from. Version 8.4 Rev

330 CRM field: Select from the available default or custom local CRM fields. Note: You are allowed to add only one CRM field and one translation question in a pre-chat survey form. Once you add the questions, the option is disabled in the Formats list. You can change or edit the questions at any time. Open ended: Add an open-ended question such as [Enter your nickname]. Single answer: This is a multiple choice question. You must provide choices and allow the chat enthusiast to select a single answer. 7. Enter the question. 8. Select if the question is mandatory. 9. Enter an Identifier. The identifier helps connect or map user collected data from pre-chat forms across multiple languages. 10. Note: When editing an existing question, select the question and then enter an identifier. Identifier does not apply to the Translation Format. 11. Click Add. 12. Repeat steps 6 to 11 to add more questions. Version 8.4 Rev

331 13. After adding all questions, click Next>> to define the visual details of the form. Version 8.4 Rev

332 14. Add the desired visual requirements such as Window Title, background color, font color. 15. Click Save. Your custom pre-chat form is now ready. Offline Form The Offline Form is meant to interface with visitors who wish to send a message when the chat channel is offline. To create a custom Offline form, add desirable questions on the form and design the visual interface of the form. Version 8.4 Rev

333 Version 8.4 Rev

334 Designing a Chat Window The Chat Window is the interface between the Chatee and the agent during the chat. You can use the default chat window or create a custom window. To create a custom window, you can copy the default form and make desired changes or create a new form from scratch. To create a custom chat window: 1. Log in to Configuration Manager. 2. From Chat Design, select Window tab. 3. Click or Add New Window link. 4. Enter Name and Description of the new form. 5. Change the visual elements of the chat window as desired. Version 8.4 Rev

335 6. Click Save. With this, you have defined all the Chat Visual Block (CVB) elements. The next step is to add them in a chat script to complete the workflow. Enhanced Chat Script The enhanced chat-scripting engine allows you to design and control the chat flow in a contact centre. You can associate a chat script with one or more chat channels. To see the chat workflow diagram refer to Configuring Embedded Chat Design. To design a chat script: 1. Log in to Configuration Manager. 2. Navigate to Scripts in the navigation menu. Version 8.4 Rev

336 3. Click or Chat link. 4. In the Properties tab, enter a Script name. 5. Select a Category from the list. To create a new category, click Edit Categories. 6. Choose Copy script from if you wish to use an existing script. 7. Enter Comment. 8. Select This script is enabled if you wish to enable the script. 9. Click Assign new channels to assign the new script to an existing channel. Note: If you select a channel and click Assign the channel's previous script will be permanently replaced by the new script. You can assign one script to multiple channels. But each channel can have only one script. 10. Click Save. Version 8.4 Rev

337 11. In the Script tab, click Chat. The [ add ] hyperlink appears. 12. Click [ add ] next to Chat. 13. Choose CVB Online and enter a name. 14. Click [ add] again. 15. Choose Forward to Queue and enter a name. 16. Select a queue name from the Add window and click OK. Forward to Queue appears in the next line. 17. Click [ add ] next to CVB online. 18. Choose Online button from the list and enter a name. 19. Select a window such as SaskTel online custom and click OK. 20. Click [ add ] next to CVB online. Version 8.4 Rev

338 21. Select Chat window from the list and enter a name 22. Click Save. Version 8.4 Rev

339 The following image shows an example of chat script. Version 8.4 Rev

340 Note: As long as you have all the objects in the script, the sequence does not matter. The backend arranges the script in the right order. 23. In the Code tab, select the chat channel from the list. 24. Click Generate Code. The code appears in the window. 25. Copy and paste the code to a page where you want to insert a chat button on your website. Note: This script does not interfere with the button layout. It must be included in the same page and within the body section of the web page, preferably just before the ending tag. 26. Click the Chat button you just created. The Chat window opens. The following table summarizes the objects available for a chat script. Chat Script Description Objects Version 8.4 Rev

341 Chat Script Objects Schedule Skip Queue Forward to Queue CVB Online CVB Offline CVB Default Greeting Message Test Queue Description The business schedule such as open, closed, exception hours Use this object to give the customers the option to opt out of waiting in the chat queue and send an offline. This option can only be triggered in the greeting message object Forwards the chats to a chat queue such as Sales or main queue Chat Visual Block Online refers to a chat design element such as a chat button or chat form which can be used on your website during business hours. Chat Visual Block Offline refers to a chat design element such as a chat button or chat form that activates on your website during closed hours. Chat Visual Block Default refers to a chat design element such as a chat button or chat form available by default from Hosted Contact Centre. Use this object to type a greeting message to invite the customers to the chat session. to present the message that is previously set in the skip queue. Use the Test Queue object to check the condition of a queue before entering a queue. Handling Multilingual Chats An insurance customer in Rome, Italy, initiates a chat with a support representative in New York. Using the automatic translation tool, the agent is able to handle the chat request in English while the customer uses his native Italian. The tool translates chat conversations between customers and agents, giving them the flexibility to communicate in their respective native languages. If this chat is handled by an agent who happens to speak Italian, he can choose to handle the conversation without the aid of the translation tool. Hosted Contact Centre introduces multilingual support for chat. With this enhancement, customers can choose to chat in any of the supported languages. Agents can handle customer chats in any of the supported languages they know or use automatic translation tool. Each Hosted Contact Centre agent is associated with a primary and one or more secondary languages of fluency. If the chat request is in one of these languages, agents can chat in the requested language. If the chat request is not in their primary or secondary language, agents can use automatic translation tool. With Multilingual support for chat: Administrators can provide language choice in embedded chat. Customers can choose to chat in a language of their choice. Agents can handle customer chats in any of the supported languages. Supported languages Hosted Contact Centre offers chat translation support for: English, Russian, German, Japanese, Spanish, French, Chinese, Portuguese, Italian, and Polish. Version 8.4 Rev

342 Configuring Multilingual Support for Chat To configure multilingual support for chat, administrators must: Configure a pre-chat form in the embedded chat flow. Offer language choice for customers in the pre-chat form. Include the pre-chat form in the chat script that controls the chat flow. Indicate primary and secondary languages of agents. Step 1: Configure a pre-chat form to offer language choice. In your embedded chat flow, you must add a pre-chat form which offers language choice for customers. Using this form, customers select a language to chat in. Follow the steps described here to design a prechat form. 1. Log in to Configuration Manager. 2. Navigate to Chat Design. 3. Click Form tab. 4. Select to edit an existing pre-chat form or create a new pre-chat form. For details, refer to Designing a Pre-Chat Form. 5. Add a question. 6. To add a question, from the Format choices, select Translation. This offers customers a language choice question. A list of languages supported for chat translation shows up. 7. Select the language choices that you want to offer your customers to chat in. You can set a default language for translation. 8. Enter the question such as - Select a language you wish to chat in. 9. Click Add. The question is added to the form. Version 8.4 Rev

343 10. Add more questions as desired. 11. Click Next to define the visual details of the form. 12. Add the desired visual requirements such as window title, background color, font color. 13. Click Save. Your custom pre-chat form is now ready with the chat translation choice. Step 2: Add or edit the chat script to include pre-chat form. In this step, you must make sure the pre-chat form is included in the chat flow, which is controlled by a chat script. So, you must include a pre-chat form with the language choice in the chat script. 1. Navigate to Scripts. 2. Edit or add a chat script. 3. Under the CVB Online object, click [ add ]. 4. From the menu, select the pre-chat form you just created with the chat translation option. 5. Save the script. Version 8.4 Rev

344 Note: Your chat script must contain a chat button to initiate chats, a pre-chat form to indicate language choice, a chat window for typing chat messages, and a chat queue to forward the chat requests. 6. Assign this script to the desired chat channel. Step 3: Define primary and secondary language for agents. Selecting a primary and one or more secondary languages for agents indicates their ability to chat in these languages. Automatic translation is available to agents based on their primary and secondary languages: If the language of chat request matches agent's primary language, automatic translation is disabled. If the language of chat request matches agent's secondary language, automatic translation is available but turned off. Agent can turn it on. If the language of chat request doesn't match agent's languages, automatic translation is turned on by default. To indicate languages of fluency for agents: 1. Navigate to Agents in the configuration menu. 2. Select to edit an agent. 3. In the General tab, notice two new fields: o o Primary Language: Select a language of primary fluency. This is the default language of chat for agents. Secondary Language: Select one or more languages of secondary fluency. If a chat request is in any of the secondary languages, they can chat in this language or use the automatic translation tool. 4. Save the agent's language settings. Version 8.4 Rev

345 Multilingual Chat Flow The multilingual chat flow can be represented as follows: 1. A customer visiting a website initiates a chat by clicking the chat button. 2. A pre-chat form is presented to the customer to indicate language choice. 3. Customer fills in the form, selects a language to chat in, and submits the chat request. Version 8.4 Rev

346 4. The request enters the chat queue in Hosted Contact Centre and is offered to an agent. 5. On receiving a chat, the control panel indicates the language of choice for the chat. 6. On accepting the chat, agents can process the chat using their language of fluency or use the automatic translation tool. Note: Automatic translation is available only in the absence of language match or a secondary language match. In case of primary language match, automatic translation is disabled. Version 8.4 Rev

347 7. By using the translation tool, messages from the customer are translated to agent's primary language and vice-versa. Version 8.4 Rev