8x8 Virtual Office NetSuite Integration User Guide

Transcription

1 8x8 Virtual Office Version 1.3, July 2012 The Champion For Business Communications

2 Table of Contents 8x8 Virtual Office NetSuite Integration...3 System Requirements...3 Uninstalling NetSuite Integration Software...3 Enabling CTI Notifications...3 System Administrator...3 NetSuite User Account Setup...4 Installation...5 Step by Step Installation...5 Using NetSuite to Make and Receive Calls...10 Making Calls Receiving Calls

3 8x8 Virtual Office NetSuite Integration Virtual Office NetSuite Integration software allows you to place and receive calls using your NetSuite application. To place a call, just open a contact and click on the phone number. Your phone or softphone will ring first. When you answer the phone, it automatically rings the contact you are calling. When you receive a call, NetSuite Integration enables you to see who is calling by displaying a new browser tab containing that caller s contact information. If the contact is not found in your NetSuite contacts list, the app opens a screen pop alert outside of Netsuite showing the phone number of the person calling is displayed. Please note that NetSuite Integration does not monitor the status of the call once it is placed, and does not provide call handling or call management. System Requirements 8x8 Netsuite Integration Plugin can be downloaded from Microsoft Windows XP, Windows Vista, Windows 7 and 8 NetSuite Account Uninstalling NetSuite Integration Software If you need to uninstall an existing version of Virtual Office NetSuite Integration software, follow these steps: 1. Launch the Windows Control Panel. 2. Select Add or Remove Programs. 3. Select the appropriate version of 8x8 Virtual Office NetSuite Integration software and click Change/Remove. Enabling CTI Notifications System Administrator Before you can use the 8x8 Virtual Office plugin for NetSuite, your NetSuite System Administrator will need to follow these steps to enable the click-to-dial functionality with Virtual Office. This one-time task is required to enable the CTI Telephony Integration option for all NetSuite user accounts and allow contact phone numbers to appear as links that can be clicked to place calls and route them correctly through the 8x8 Virtual Office phone service. 3

4 1. Go to Setup > Company > Setup Tasks > Enable Features. In the SuiteFlex sub-tab, check the boxes next to Telephony Integration and Web Services then click Save. Note that only an account administrator can do this. NetSuite User Account Setup NOTE Each NetSuite account requires setup. Each account user can make this setting change, or the administrator can; depending on your NetSuite policies. 1. Go to Home > Set Preferences. In the Telephony sub-tab, set Telephony Option to CTI and set CTI URL to then click Save. Your NetSuite account is now ready for Virtual Office Integration. 4

5 Installation 1. Close all software applications on your PC. 2. Run the setup executable file. 3. The installation wizard will walk you through a simple installation process Step by Step Installation You will see the welcome screen for the Virtual Office NetSuite software. Click Next to begin. 5

6 Read and agree to the License Agreement and click Next. Select the Installation folder where you want to install the software and click Next. 6

7 Now confirm the installation and click Next. Click Close. 7

8 You will see the Virtual Office NetSuite Integration software shortcut on your desktop. Now that you have installed the 8x8 Virtual Office NetSuite Integration software, you will need to configure it. 1. Double-click the icon on your desktop 2. Enter your Virtual Office Online username and password. If you don t have a Virtual Office Online username and password, please contact your Phone System Administrator 3. Enter your NetSuite information, this includes your , NetSuite password, NetSuite account number and click Login. 8

9 4. If your Virtual Office Online profile is associated with multiple extensions, you will see the following screen: 5. Select the extension that you wish to associate to make and receive calls. Your NetSuite application is now configured to make and receive calls 9

10 Using NetSuite to Make and Receive Calls By this time, you have installed and configured your Virtual Office NetSuite Integration software. When you configured the software, you associated your extension number with NetSuite. Now the software can use this extension to make calls. It also listens for calls coming to this extension. Making Calls Select a contact, and double click their phone number. Your phone or softphone will ring first. When you answer the phone, it automatically rings the person you are calling. 10

11 Receiving Calls When your extension receives a call, a pop up window will appear on your computer screen. If you have configured the software to open the contact when a call comes in, the contact record will open. You can configure your NetSuite software to open the contact record via the Settings tab when the call comes in. If you want the contact record to show on inbound calls, select the option to open the contact record when a call comes in; as seen in the drop-down box below. NASDAQ: EGHT The 8x8, Inc. logo is a registered trademark of 8x8, Inc. 8x8, Inc. is a publicly traded company. PM393/411 The Champion For Business Communications