Fax Messages If you have the Open Scape Fax Server installed you will be receiving faxes to your myportal. This tab shows you the fax messages you have received, the number you have received them from and the time you received them. You can double click a new message to show it on your computer or a right click on it will bring up more options as follows: Move Fax brings up a list of destinations for you to send the message to within your inbox. This helps you organize your faxes better Forward Fax will bring up a box that allows you to select any of the other users of Open Scape to forward the fax to Save as TIFF allows you to save the fax to your computer so that you can email it or place it in a specific folder SieTec Group is a leading provider of unified communications (UC) solution, wholesale networks and electronics security for enterprises of all sizes. Being a sole distributor of Unify, previously Siemens Enterprise Communications, we are leveraging 160 years of experience in delivering innovation and quality to the world s most successful companies, backed by world-class services from Unify and its partners. For more information, please visit: www.sietec.co.nz 15 2014 SieTec NZ Limited, Auckland, New Zealand
Table of Contents Setup 2 Program Settings 3 Forwarding Destinations & Notifications 5 Profiles and Hot Keys 6 Directories 7 Status Change & LAN Messaging 9 Journal 10 Outlook Calendar Integration 11 Telephony Control Functions 12 Contact Screen-Pop from Outlook 13 Voicemail 14 Fax Messages 15 Voicemail If you have the Open Scape Voicemail Box Server installed you will be retrieving mail notification to your myportal. This tab shows you the messages you have received, the number you have received them from and the time you received them. Login Login Name will be provided by your Telephone administrator. Default password is 1234, this should be changed at first login Dial: Will call back the number, that the person that left you the message, called you from Move Message: Will give you the option of sending to one of these folders, Played, Saved or Deleted Play Message: This is the folder that contains the two playback options Through Phone: The voicemail will ring your extension and play the message to you once you answer and respond Openscape MyPortal is a desktop application that provides you with facilities to take control of your telephone extension. MyPortal provides innovative facilities to answer calls, make calls, see the status of other people in the office etc. MyPortal also integrates with our advanced unified messaging system Open Scape Voicemail Box (optional) and some functions will not be available if it is not installed. Through Speakers: Will make your computer speakers play the message back Forward Message: Will send the message to another voicemail user on your phone system Save as Wav: Converts the voicemail file to a standard format that allows you to send to anyone for use This user guide will provide you with typical settings and operation. 1 14
Contact Screen-Pop from Outlook MyPortal can also screen-pop the contact information based on the calling number (Calling Line Information). If the contact does not exist, myportal will screen -pop a blank contact form with the phone number of the caller. All you have to do if you wish to add the contact is enter their name and other details if required. Please note that Screen-Pop on Inbound Calls under Setup/Program Settings must be selected for this to work. Setup If you wish to access your settings, please click the Setup button. This is where you can enter your details such as email address, phone numbers etc. as detailed below. The form below will pop up allowing you to enter your details and a photo. These details are useful to other users as they are quickly available to them through their Open Scape Application and it also allows operators the options of transferring calls to your mobile phone or directly to your voicemail. 13 2
Program Settings The Program Settings tab is where you can change the way that the application works for you. Notifications Display tray pop on inbound calls dislays tray pop when a call is ringing on your extension Display tray pop on outbound calls displays a tray pop when making a call out Display tray pop on new voicemail displays a tray pop when a new voicemail message is received Display tray pop on change of presence displays a tray pop as soon as your status changes ( helpful if you have calendar integration turned on ) Display tray pop for in Office presence displays a tray pop each time your presence has changed to Office Display screen pop on inbound calls will make the whole application pop to the front of all other applications Screen pop the messages window when I receive a new voicemail message will make the messages window pop to the front of all other applications when a new voicemail message has been left Close tray pop on call termination will close the tray pop automatically once a call is complete Security And Access Receptionists are able to listen to my Voice Mail and to read my Fax Messages allows receptionists the right to listen to the voice messages the you have received Bypass password when calling Voicemail will remove the need to enter your PIN when you check your messages through your phone Remember my password and automatically log me into myportal will unset the Save Password option that shows in the Login Screen of myportal Server Address: Will only need to be changed under direction of our telephone administrator Telephony Control Functions Please note that myportal has toolbar buttons to Answer/ Release/ Hold/ Unhold/ Transfer/ Redirect calls/ Record/ Stop Recording/ Email/ Send Instant message/ Schedule call back Note: The functions are dependent on the status of the telephone extension. i.e. the Answer button will not function unless there is a call ringing on your extension. You cannot transfer a call unless you are on an existing call etc. Extra Telephone Control buttons within Tray popup Send email Click this button to answer an incoming call Click this button to release (Hang Up) on an existing call Allows you to transfer an existing call you are connected to. Clicking this button will present you with an entry form where you will be required to enter the number the call is to be transferred to If a call comes through and you don t wish to take it, click Redirect to send the call to your voice mail system Places the current call on Hold If a call is on hold, this button will take the call off hold and connect it with your extension Starts recording the conversation as a new voicemail Stops recording the conversation Send Instant message Schedule Call back 3 12
Outlook Calendar Integration MyPortal integrates with Outlook Calendar seamlessly. If any of the MyPortal status words are used in the subject of the scheduled activity such as MEETING, HOLIDAY, LUNCH etc myportal will automatically set your status to the appropriate setting so callers receive the relevant advice. The key words can appear anywhere in the subject text but must be spelt correctly. Miscellaneous Auto back to office will remove your phones forwarding once the time of return is met. This is also activated at the end of calendar appointments Transfer Method: The default transfer method your myportal will use. Supervised allows you to announce the call. Blind transfers the call and releases your phone automatically Voicemail Language: This will set the language for the voicemail Language: This will set the language for the application Reset Layout: Sets the layout of your myportal Application back to default Keep call history for This is how long call records will be kept in the call journal Outlook Import Outlook Contacts on Start up means myportal will import your outlook contacts to populate the Personal Directory Automatically generate calendar appointments from my presence changes will create an appointment in your calendar if you change your status. You just need to specify which calendar to add it into Outlook Calendar Integration lets you choose from having No Calendar Integration, Outlook Integration or Exchange Integration. Calender integration means your phone status will update automatically if any of your myportal status words are used in the subject line of a calendar appointment Voicemail Presence Allows you to disable the announcement of your Presence/Status and return time for specific external numbers Presence Visibility For each subscriber in the internal directory, you can specify whether that subscriber can see your presence/status as well as the scheduled time of your return 11 4
Forwarding Destinations Forwarding Destinations allows you to specify different destinations that your phone will forward to under each myportal status. You can select a destination under each status type such as Voicemail (default), Mobile, Assistant, Home etc. This means that as soon as you set your status to be Out of Office, if you had the Mobile option set for Out of Office then your phone would automatically forward to your mobile phone Journal The Journal Tab will bring up the window you see below. This window shows the calls that have been made and received by your phone. It shows the Caller ID for these calls and the time and date they were made, and if the caller is in any of the directories then the details such as the names will be put into the corresponding fields. To further this call information the entry will show the direction of the call and the duration of the call. These columns can be sorted by left clicking the column heading and any of the numbers in the CLI field can be called back by double clicking the number itself. Notifications Notifications allows you to specify how you get told of new voicemail messages. Depending on which functions have been set on the server, you can get emailed new voicemails, get a text message sent to a mobile phone, or get the server to ring you and play the new message to you. You can specify under which statuses these options apply by ticking the relative box from those shown below: Outbound Notification Times - Outbound Number is where you set the phone number that will be called if you get a new message. Once this is set then the options below can be modified to allow you to be called Within business hours only or 24 hours a day. You can also define the amount of times that the system can try to notify you and within how many minutes of each other. 5 10
Status Change Changing your Status is fairly straight forward. Click on the Status Button on the toolbar Click on the status you would like to be set to. Select the return time and date as applicable, from the pop up window. Then click the OK button. Profiles Profiles allow you to change the options that callers can choose when they get to your voicemail. This means that you can customize the menu to include a transfer to the operator, your home, your mobile, your assistant and also have the option for the caller to leave you a message for one or all statuses. If you wish to access your profiles, please click the Setup button and then click Profiles. To customise your profiles select the forwarding condition you want to edit from the conditions displayed. Then the following options will appear for that condition which you can customise. Please note that the system is not aware of the options you set so you need to record your greeting that states the options to the caller through your voicemail. LAN Messaging LAN Messaging is a way to send instant messages to other users inside your organization that are using the Open Scape products. If you right click on a person out of your Internal Directory or off of your Favourites Window then you will get an option to Send Instant Message and the window shown below will pop up. In this window you can type a message and click Send and the person you are messaging will get the same window pop up on their screen displaying your message. They then have the option to send a reply. This will only function if the other person has the application open. This allows you to customise the dialling options the caller has when they have gone to voicemail. TRANSFER will transfer to whatever number is specified in the TARGET field RECORD starts recording NONE will play your greeting again By default all options are set to NONE ( Blank ) Profile Active: Turns the Profile on and off Skip Dynamic Greeting: Bypasses the dynamic greetings for the caller and plays your recorded message straight away Record: Shows if you have recorded a voice file to play instead of the Dynamic one Hot Keys Allows you to program specific keys on your keyboard to perform these myportal functions: Answer/Release Call, Redirect/Transfer Call, Display Cal Tray Pop. 9 6
Directories MyPortal includes External, Internal and Personal directories. The External and Internal directories are maintained by the operator and are read-only for users. The Personal Directory has the ability to load data from Outlook Contacts (if selected) thus allowing the user additional contact resources. All directories have a search facility e.g. to search by surname, click on the Surname column and type the letters of the surname to search. As each letter is typed, myportal zooms in on the first entry. External Directory Simply point your mouse to the desired number and double click. A message box will pop up displaying the contacts telephone numbers you can select to call. If you click OK, your handset will go off hook (depending on handset type) and the number will be dialled. You can also also schedule a call from your external directory by clicking on scheduled outbound call. Internal Directory & Favourites This directory represents the internal users as set up by the system administrator. You can select which internal users you have in the Favourites window of myportal so you can monitor their status which ever window is open. The users may be in your own office or in other sites if networking is enabled. To add a specific user to the list, you first need to set up a group (right click within favourites window and add a group), then click on the user with the left mouse button and (while holding it down) drag the mouse over to the group heading within the favourites window. Then release the mouse button and that person appears in the window. The internal directory also displays the users status dynamically meaning that if a phone icon is shown in Red then that phone is ringing or Yellow which is on a call. When you right click on a user in the Internal Directory you get the options window shown above. This displays numbers you can reach the user on, it also gives you the option to pickup calls from the extension, send an instant message or schedule a call to that user. 7 8