VIPOffice Cmmunicatr VIPOffice Cmmunicatr Intrductin VIPOffice Cmmunicatr is a cmputer applicatin that turns yur PC int a pwerful unified cmmunicatins tl. It prvides VIPOffice users with a number f additinal features. These include a sftphne (including vide phne), presence, n-screen ntificatin f inbund calls, instant messaging, click- t-dial, CRM integratin, call management, vicemail management and the ability t send and receive faxes. As well as being a sftphne in its wn right, the sftware als wrks seamlessly with any desk IP phne and prvides an easy way t place, receive and manage yur calls. Cmmunicatr integrates with a wide range f ppular business sftware, cntact management tls and web brwsers, including Micrsft Outlk, Ggle Cntacts, Apple Address Bk, Micrsft Internet Explrer, Mzilla Firefx, Ggle Chrme and Apple Safari. VIPOffice Cmmunicatr is available in different versins t perfectly suit yur needs: Business Agent - Call Centre Supervisr - Call Centre While every effrt is made t represent the full and current functinality, sftware is subject t change and Telappliant reserve the right t make changes t the sftware.
VIPOffice Cmmunicatr Cntents 1. Installatin... 3 1.1 Windws... 3 1.2 Mac OS X... 4 2. Cnfiguring VIPOffice Cmmunicatr... 5 2.1. Cnfiguratin file... 5 3. Manual Cnfiguratin... 6 3.1. Accunt details... 6 3.2. Manually create prfile... 6 4. Wrking with VIPOffice Cmmunicatr... 8 4.1. Lg in... 8 4.2. Main menus (Windws)... 9 4.3. Main menus (Mac OS X)... 11 4.4. Main VIPOffice Cmmunicatins Tlbar... 13 4.5. Quick List Icns... 14 4.6. Main Windw Lists... 15 5. VIPOffice Cmmunicatr Mdules... 19 5.1. Phne Mdule... 19 5.2. Phne Mdule... 20 5.3. Grup Chat Mdule... 20 5.4. Vice Cnference Mdule... 21 5.5. Vice Mdule... 22 5.6. Channels Mdule... 23 5.7. Fax Mdule... 24 6. Chat Windws... 25 6.1. Chat Windws Icns... 26 6.2. Invking Actins Against Anther User... 27 7. Preferences... 28 7.1. General Preferences... 28 7.2. Phne Preferences... 30 7.3. Vide Preferences... 32 7.4. Cntacts Preferences... 33 7.5. CRM Preferences... 34 7.6. Alerts Preferences... 35 7.7. Chat Preferences... 36 7.8. Prfile Preferences... 37 7.9. Advanced Preferences... 38
VIPOffice Cmmunicatr 1. Installatin Installatin prcedures are slightly different n each supprted perating system. Please fllw the installatin instructins fr yur specific perating system. 1.1 Windws After the dwnlad has finished, click n the icn t start the installatin The Welcme windw starts the installatin prcess. Click n the Next buttn t prceed with the installatin r click n the Cancel buttn t exit the Installatin Wizard. Read the license agreement and select 'I agree' t accept it. Then click n the Next buttn t prceed with the installatin (r click n the Cancel buttn t exit the Installatin Wizard). The Installatin Flder screen enables yu t set the default lcatin where the VIPOffice Cmmunicatr installatin will reside. By default C:\Prgram Files\Telappliant\VIPOffice Cmmunicatr is ffered. T select a different lcatin, click n the Change buttn. Then click n the Next buttn t prceed. The Shrtcut Flder screen sets the way the new VIPOffice Cmmunicatr shrtcut will be displayed under the Windws Start menu. Select the preferred shrtcut and click n the Next buttn t prceed. The Install WinPcap screen ffers an ptin t install additinal sftware called WinPcap. This sftware helps VIPOffice Cmmunicatr t identify and cnfigure Plycm IP phnes. If yu have a Plycm IP phne: check the Install WinPcap bx and click n the Next buttn t prceed. If yu d nt have a Plycm IP phne: yu d nt need t install WinPcap. Other brands f IP phne will be detected and cnfigured autmatically. Ensure the Install WinPcap bx is left unchecked and click n the Next buttn t prceed. The Ready t Install screen summarises the VIPOffice Cmmunicatr Installatin Wizard steps and displays all f the selected ptins. If yu agree with these selectins, click n the Next buttn t prceed. The Installing VIPOffice Cmmunicatr screen shws the installatin prgress. It takes abut 20 secnds t install VIPOffice Cmmunicatr. If yu chse t install WinPcap, the WinPcap Installatin Wizard will appear. Please fllw these steps t cmplete the WinPcap installatin: Click n the Next buttn t start the WinPcap Installatin Wizard. The Welcme windw starts the installatin prcess. Click n the Next buttn t prceed with the installatin, click n the Back buttn t g back t the previus step r click n the Cancel buttn t exit the Installatin Wizard (remember, yu d nt need t install WinPcap unless yu have a Plycm IP phne). Read the WinPcap License Agreement and select I agree t accept it. Check the 'Autmatically start the WinPcap driver at bt time' bx if yu wuld like t start the WinPcap driver at yur OS bt time (recmmended).
VIPOffice Cmmunicatr Click the Install buttn t start the WinPcap installatin. After a few secnds, an Installatin successful message will appear. Click n the Finish buttn t clse the WinPcap Installatin Wizard. VIPOffice Cmmunicatr will start autmatically. 1.2 Mac OS X After the dwnlad has finished, click n the VIPOffice Cmmunicatr icn and drag it t yur Mac OS X Applicatins flder. The installatin prcess will be cmpleted autmatically. It takes abut 20 secnds t install VIPOffice Cmmunicatr. VIPOffice Cmmunicatr is ready t use.
VIPOffice Cmmunicatr 2. Cnfiguring VIPOffice Cmmunicatr Users can cnfigure VIPOffice Cmmunicatr by either lading a cnfiguratin file r manually cnfiguring the sftware. 2.1. Cnfiguratin file Make sure yu have received yur cnfiguratin file frm yur system administratr r accunt manager. This shuld have been sent t yu as an email attachment. If the cnfiguratin file is cmpressed in a ZIP archive: use a cmpressin utility t restre the file t its riginal state (mst perating systems have a built in cmpressin utility, r yu can use a cmmercial utility such as WinZip). Click n the Create a prfile link in the VIPOffice Cmmunicatr lgin windw and the Prfile Wizard welcme windw will appear. Click n the Next buttn t cntinue cnfiguring yur prfile. The Prfile name screen asks yu t enter a prfile name, such as yur first name. Enter a name and click n the Next buttn. The Cnfig file screen enables yu t cnfigure VIPOffice Cmmunicatr using yur cnfiguratin file. Check the Create prfile using cnfig file bx. Enter the path t yur cnfiguratin file r click n the Brwse buttn t brwse t it. Click n the Next buttn and fllw any n-screen instructins. The Summary screen summarises the Prfile Wizard steps and displays all f the selected ptins. Click n the Finish buttn t cmplete the cnfiguratin prcess. The VIPOffice Cmmunicatr lgin windw will re-appear with yur prfile laded. Yu are nw ready t lg in.
VIPOffice Cmmunicatr 3. Manual Cnfiguratin 3.1. Accunt details Make sure yu have received yur accunt details frm yur system administratr r accunt manager. Received details must include: Server address, fr example: vip.telappliant.cm r 134.23.211.23 Yur extensin, fr example: 1029 Yur extensin secret r passwrd, fr example: 93sU2e_2% (please nte that yur extensin secret is different t yur vicemail PIN). 3.2. Manually create prfile Click n the Create a prfile link in the VIPOffice Cmmunicatr lgin windw and the Prfile Wizard welcme windw will appear. Click n the Next buttn t cntinue cnfiguring yur prfile. The Prfile name screen asks yu t enter a prfile name, such as yur first name. Enter a name and click n the Next buttn. The Cnfig file screen enables yu t cnfigure VIPOffice Cmmunicatr using yur cnfiguratin file. Yu d nt have a cnfiguratin file, s leave the bx unchecked and click n the Next buttn. The Accunt details screen enables yu t specify yur VIPOffice accunt server, extensin and secret. Fill in these fields, and then click n the Next buttn.
VIPOffice Cmmunicatr The Type f accunt screen enables yu t select whether the extensin yu prvided is specifically fr use with VIPOffice Cmmunicatr, whether it is a Plycm desk IP phne accunt r whether it is anther brand f desk IP phne accunt. If yu d nt have a desk IP phne and plan t use VIPOffice Cmmunicatr as a sftphne: select VIPOffice Cmmunicatr sftphne accunt and click n the Next buttn. If yu have a Plycm desk IP phne that yu wuld like VIPOffice Cmmunicatr t integrate with: select Plycm Desk Phne accunt and click n the Next buttn. If yu have any ther brand f desk IP phne that yu wuld like VIPOffice Cmmunicatr t integrate with: select Desk Phne accunt and click n the Next buttn. The Summary screen summarises the Prfile Wizard steps and displays all f the selected ptins. If yu agree with these selectins: click n the Finish buttn t cmplete the cnfiguratin prcess. If yu disagree with any f these selectins: click n the Back buttn t make any changes, and then click n the Finish buttn t cmplete the cnfiguratin prcess. The VIPOffice Cmmunicatr lgin windw will re-appear with yur prfile laded. Yu are nw ready t lg in.
VIPOffice Cmmunicatr 4. Wrking with VIPOffice Cmmunicatr 4.1. Lg in The Lg in windw enables yu t lg int yur VIPOffice accunt. Yu can als create, edit and remve VIPOffice Cmmunicatr prfiles. Prfile Lg In This drp-dwn menu enables t select ne f the existing user prfiles. This buttn will lg yu int yur VIPOffice accunt. Create prfile This link pens the VIPOffice Cmmunicatr Prfile Wizard, enabling yu t create a new user prfile. Edit prfile This link pens the VIPOffice Cmmunicatr Prfile Wizard, enabling yu t edit an existing user prfile. Remve prfile This link enables yu t remve the existing user prfile. Lg In autmatically n startup When this bx is checked, VIPOffice Cmmunicatr will lg yu in autmatically whenever the VIPOffice Cmmunicatr applicatin is launched.
VIPOffice Cmmunicatr 4.2. Main menus (Windws) The main menu bar appears acrss the tp f the main VIPOffice Cmmunicatr windw, nce yu have successfully lgged int yur VIPOffice Cmmunicatr accunt. It prvides access t many key areas f the applicatin. File menu Lg Out Exit Lg ut frm active cnnectin(s). Lg ut frm active cnnectin(s) and clse the VIPOffice Cmmunicatr applicatin. Tls menu Preferences Open the VIPOffice Cmmunicatr Preferences (settings) windw. Get web brwser addns... Install brwser addns which allw users t select and dial a phne number directly frm a web page. Supprted brwsers: Internet Explrer, FireFx, Safari and Chrme. View menu Chat Histry Shw the histry f chat cnversatin with yur cntacts. Departments Add a drp-dwn menu f cmpany departments t the main VIPOffice Cmmunicatr windw. Cntacts menu Srt cntacts by status Srt cntacts accrding t status. Srt cntacts alphabetically Srt cntacts in alphabetical rder. Shw nly nline users Display nly users that are currently nline. Refresh Refresh the cntacts list.
VIPOffice Cmmunicatr Help menu Help Open the nline supprt dcumentatin in a web brwser. Check fr updates Check nline fr fficial prduct updates. Chse editin Select the editin f VIPOffice Cmmunicatr yu wish t use (accrding t yur licence). If yu are unsure which editin yu are licensed t use, please cntact yur Telappliant accunt manager r custmer services. Abut Shw infrmatin abut the currently installed versin f VIPOffice Cmmunicatr.
VIPOffice Cmmunicatr 4.3. Main menus (Mac OS X) The main menu bar appears acrss the tp f the main VIPOffice Cmmunicatr windw, nce yu have successfully lgged int yur VIPOffice Cmmunicatr accunt. It prvides access t many key areas f the applicatin. VIPOffice Cmmunicatr menu Abut VIPOffice Cmmunicatr Shw infrmatin abut the currently installed versin f VIPOffice Cmmunicatr. Preferences Open the VIPOffice Cmmunicatr Preferences (settings) windw. Services Open Mac OS X Services and keybard shrtcuts. Hide VIPOffice Cmmunicatr Make the VIPOffice Cmmunicatr windws disappear frm yur screen. Hide Others Make all ther visible applicatins disappear frm yur screen. Shw All Shw all applicatins Quit VIPOffice Cmmunicatr Lg ut frm active cnnectin(s) and clse the VIPOffice Cmmunicatr applicatin. File menu Lg Out Lg ut frm active cnnectin(s). Tls menu Get web brwser addns... Install brwser addns which allw users t select and dial a phne number directly frm a web page. Supprted brwsers: Internet Explrer, FireFx, Safari and Chrme.
VIPOffice Cmmunicatr View menu Chat Histry Shw the histry f chat cnversatins with yur cntacts. Departments Shw a list f cmpany departments. Received faxes Shw a list f received faxes. Frm the list f received faxes, select ne and click t dwnlad that fax in a PDF frmat. Cntacts menu Srt cntacts by status Srt cntacts accrding t status. Srt cntacts alphabetically Srt cntacts in alphabetical rder. Shw nly nline users Display nly users that are currently nline. Refresh Refresh the cntacts list. Help menu Help Open the nline supprt dcumentatin in a web brwser. Check fr updates Check nline fr fficial prduct updates. Chse editin Select the editin f VIPOffice Cmmunicatr yu wish t use (accrding t yur licence). If yu are unsure which editin yu are licensed t use, please cntact yur Telappliant accunt manager r custmer services.
VIPOffice Cmmunicatr 4.4. Main VIPOffice Cmmunicatins Tlbar The main VIPOffice Cmmunicatr tlbar shws yur prfile name, image, current status and whether yu have any missed calls. Imprtantly, it als enables yu t pen the VIPOffice Cmmunicatr mdules and ther key areas f the applicatin. Prfile image The phtgraph r avatar displayed n yur user prfile. T change yur prfile image, duble-click n the image t pen a Brwse windw, and then brwse t any.gif,.jpg r.png file. Prfile name Yur VIPOffice Cmmunicatr prfile name, as selected when yu created ur prfile. T change yur prfile name, edit yur prfile by launching the Prfile Wizard frm either VIPOffice Cmmunicatr s Lg in r Preferences windw. Missed Calls Displays the number f missed calls. Click n the Missed calls message t pen the Missed calls tab and display additinal infrmatin. Status and status message Displays yur current status. T change yur status, click n the icn and select frm a list that includes Online, Busy, D nt Disturb, Away and Offline. T add a persnal status message (r change yur prfile image), select My settings and status. Phne Opens the Sftphne mdule next t the main VIPOffice Cmmunicatr windw. Grup Chat Opens the Grup Chat mdule next t the main VIPOffice Cmmunicatr windw. Vice Cnference Opens the Vice Cnference mdule next t the main VIPOffice Cmmunicatr windw. Vicemail Opens the Vicemail mdule next t the main VIPOffice Cmmunicatr windw. This icn will blink if yu have any new unread vicemail messages. Channels Fax Opens the 'Channels' mdule next t the main VIPOffice Cmmunicatr windw. Offers a chice t send a new fax r view received faxes.
VIPOffice Cmmunicatr Shw vide windw Opens a webcam preview windw. Camera Opens a Surveillance Camera preview windw. This ptin will nly be visible if yu have yur camera set up crrectly within the Vide area f the Preferences windw. Search Opens a Search panel belw the tlbar, enabling yu t search fr cntacts. Settings Help Opens the Preferences windw. Opens nline help dcumentatin in yur default web brwser. 4.5. Quick List Icns Quick list icns appear at the bttm f the main VIPOffice Cmmunicatr windw and enable yu t quickly mve between the Directry, Cntacts, Favurites and Recent lists. Directry Switch t Directry view t display a list f all VIPOffice Cmmunicatr cntacts. Cntacts Switch t Cntacts view t display a list f all saved and imprted cntacts. Favurites Switch t Favurites view t display a list f all cntacts that yu selected as favurites. Recent Switch t Recent view t display a lg f all recent calls (dialled, received and missed).
VIPOffice Cmmunicatr 4.6. Main Windw Lists Directry List The Directry list is a list f all VIPOffice Cmmunicatr cntacts. Cntacts within yur rganisatin will autmatically appear in this list. If a cntact appears with a purple star, the cntact has been selected as ne f yur favurites (t select a cntact as a favurite, right-click the cntact and select Add t favurites ). If a cntact appears with a green telephne, the cntact is present at his desk and available fr yu t call r message. If a cntact appears with a red telephne, the cntact is nt present away frm his desk, n a call r therwise unavailable. Duble-click a cntact t either call r instant message the cntact (depending n which preferences yu have set). Drag a cntact nt an pen mdule t perfrm a particular actin with that cntact. Right-click a cntact t perfrm ne f the fllwing peratins (depending n the editins f VIPOffice and VIPOffice Cmmunicatr yu are using): Call Vide call Send email Blck Vicemail Mnitr Add t favurites View cntact infrmatin View chat histry Re-request subscriptin If yu have enabled Department view yu will als see a drp-dwn menu f cmpany departments. Selecting a department will narrw the list f cntacts dwn t that department. Department view can be enabled under the View menu.
VIPOffice Cmmunicatr Cntacts List The Cntacts list is a list f all saved and imprted cntacts, brken dwn by surce (e.g. Outlk r Ggle Cntacts). Within the Cntacts list, tabs are used t display cntacts yu have imprted frm email r cntact management tls (such as Micrsft Outlk, Ggle Cntacts r Apple Address bk). The first f these tabs displays a master list f all saved and imprted cntacts, regardless f their rigin. Duble-click a cntact t either call r chat ( instant message ) the cntact (depending n which preferences yu have set). Drag a cntact nt an pen mdule t perfrm a particular actin with that cntact. Right-click a cntact t perfrm ne f the fllwing peratins (depending n the editins f VIPOffice and VIPOffice Cmmunicatr yu are using): Call Vide call Send email Blck Vicemail Mnitr Add t favurites View cntact infrmatin View chat histry Re-request subscriptin
VIPOffice Cmmunicatr Favurites List The Favurites list is a list f all cntacts that yu selected as favurites (t select a cntact as a favurite, right-click the cntact and select Add t favurites ). If a cntact appears with a green telephne, the cntact is present at his desk and available fr yu t call r message. If a cntact appears with a red telephne, the cntact is nt present away frm his desk, n a call r therwise unavailable. Duble-click a cntact t either call r chat ( instant message ) the cntact (depending n which preferences yu have set). Drag a cntact nt an pen mdule t perfrm a particular actin with that cntact. Right-click a cntact t perfrm ne f the fllwing peratins (depending n the editins f VIPOffice and VIPOffice Cmmunicatr yu are using): Call Vide call Send email Blck Vicemail Mnitr Add t favurites View cntact infrmatin View chat histry Re-request subscriptin If yu have enabled Department view yu will als see a drp-dwn menu f cmpany departments. Selecting a department will narrw the list f cntacts dwn t that department. Department view can be enabled under the View menu.
VIPOffice Cmmunicatr Recent List The Recent list is a lg f all recent calls (dialled, received and missed). Within the Recent list, tabs are used t display cntacts yu have recently dialled, received calls frm and missed calls frm. Duble-click a number t call it. Right-click a number t call r vide call the number (vide calling will nly be available fr VIP numbers n a cmpatible netwrk). T clear yur call histry, click n the X. This will clear details f all dialled, received and missed calls.
VIPOffice Cmmunicatr 5. VIPOffice Cmmunicatr Mdules 5.1. Phne Mdule The Phne mdule enables yu t place audi r vide calls t yur cntacts, r dial any telephne number. Calls can be made using yur desk IP phne r the built-in sftphne. When using yur desk IP phne, the handset will ring when yu place the call. The call will be initiated when yu pick up the handset. The blue r red circle shws the Phne mdule cnnectin status, if a blue circle is shwn then the Phne mdule is cnnected and yu can place calls. If a red circle is shwn then the Phne mdule is nt cnnected and yu are unable t place a call, in that case yu shuld cntact yur administratr. Drag and drp cntacts nt the Phne mdule t instantly call them. Alternatively, use the n-screen keypad r yur cmputer keybard fr entering phne numbers. Adjust the speaker vlume by mving the speaker vlume slider up r dwn. D nt increase the vlume mre than is needed because it can induce hearing lss. Adjust the micrphne vlume by mving the micrphne vlume the slider up r dwn. When a phne number is entered, click n the Call icn t place a call. When a phne number is entered, click n the Vide buttn t start a vide call. Click n the Redial buttn t redial the last dialled cntact r phne number. When a new vicemail message is available, the Vicemail icn will flash. Click n the Vicemail icn t check, listen t and manage yur vicemails. The Attach (paperclip) icn is used t attach the Phne mdule t the main VIPOffice Cmmunicatr windw. Select yur audi device allws yu t cntrl the audi settings fr yur calls.
VIPOffice Cmmunicatr 5.2. Phne Mdule When an inbund call is presented a call pp up emerges frm the tl bar. The duratin f this alert can be set in preferences. 5.3. Grup Chat Mdule The Grup Chat mdule enables yu t have instant message n-screen chats with ther VIPOffice Cmmunicatr users. Drag and drp cntacts nt the Grup Chat mdule t begin a chat. T remve a cntact, click n the X. Click n the Start buttn t pen a new Chat windw. Cmpse yur message within the windw and press the Enter key n yur keybard t instantly send the message. Replies will appear beneath yur message in the same windw. Cntinue typing yur respnses within the windw. Click n the Clse buttn t clse the Chat windw and stp Grup Chat cnversatins. The Attach (paperclip) icn is used t attach the Grup Chat mdule t the main VIPOffice Cmmunicatr windw.
VIPOffice Cmmunicatr 5.4. Vice Cnference Mdule The Vice Cnference mdule enables yu t initiate audi cnferences with yur cntacts. Drag and drp cntacts nt the Cnference mdule t begin an audi cnference. Click n the green Plus icn t add a landline r mbile number t the cnference. T remve a cntact, click n the X. Select ne f the available cnference rms frm the drp-dwn menu. Click n the Cnference buttn t initiate the cnference. Click n the Clse buttn t clse the Cnference mdule and end the cnference. The Attach (paperclip) icn is used t attach the Cnference mdule t the main VIPOffice Cmmunicatr windw.
VIPOffice Cmmunicatr 5.5. Vice Mdule The Vicemail mdule enables yu t manage and listen t yur vicemail messages. If yu have any new vicemail messages, they will appear under the New messages tab. Click n a message, then perfrm ne f the fllwing actins: Click n the Play icn t play the selected vicemail message. While messages are playing, the Play icn will change t a Pause icn. Click the Pause icn t pause playback f the message. While messages are playing, yu can jump t any part f the message by clicking n the playback bar that replaces the Welcme t Vicemail message. Click n the Delete icn t delete the selected vicemail message (please nte, vicemail deletin is permanent). Click n the Archive icn t mve the selected vicemail message t the Old messages tab. Click n the Phne icn t call the cntact that left the vicemail message. After a vicemail message has finished playing, a new windw will pp up and ask whether yu wuld like t delete the message, mve it t Old messages, play the message again r call the cntact that left the message.
VIPOffice Cmmunicatr 5.6. Channels Mdule The Channels mdule enables yu t initiate an instant message grup chat with everybdy in a particular department (r channel ). Select ne f the available channels frm the drp-dwn menu. Click n the Send message buttn t pen a new chat windw. Cmpse yur message within the windw and press the Enter key n yur keybard t instantly send the message. Replies will appear beneath yur message in the same windw. Cntinue typing yur respnses within the windw. Click n the Clse buttn t clse the Channels mdule windw and stp Grup Chat cnversatin. The Attach (paperclip) icn is used t attach the Cnference mdule t the main VIPOffice Cmmunicatr windw.
VIPOffice Cmmunicatr 5.7. Fax Mdule The fax mdule enables yu t send fax messages and manage yur received fax messages. Outging Faxes Enter the path r brwse fr the PDF file that yu wish t send via fax. Enter number that yu wish t send the fax t. Click n the Send fax buttn t send the fax. Click n the Clse buttn t clse the Fax mdule windw. The Shw debug inf buttn expands a debug inf windw belw the Send fax windw. This enables yu t see the prgress f yur fax message and ther helpful infrmatin. Incming Faxes If yu have any new fax dcuments, they will appear here. Duble-click the name f a fax dcument t pen the dcument. Click n the Refresh icn t refresh the list f incming faxes. Click n the Dwnlad icn t dwnlad selected fax files t yur hard drive. Nte: the ability t send and receive faxes is nt available by default and may require additinal hardware and/r sftware. Fr further infrmatin, please cntact yur accunt manager r Telappliant custmer services.
VIPOffice Cmmunicatr 6. Chat Windws Chat windws are where yu can participate in real-time instant chat cnversatins with ne mre cntacts. Using Chat Windws There are a number f ways t pen a chat windw, such as pening the Grup Chat mdule, duble-clicking a cntact (if yu have cnfigured VIPOffice t pen a chat windw n a duble-click) r right-clicking a cntact and selecting Chat. Start typing yur message and it will appear at the bttm f the windw. When yu have finished typing yur message, hit the Enter key n yur keybard t send it. Yur message will then appear near the tp f the windw in a speech bubble, alng with yur prfile image, yur name and the time yu sent the message. When yur cntact respnds, his message will appear beneath yurs (alng with his prfile image, name and the time he sent the message). Yu can then type anther message t cntinue the cnversatin. At any time during a chat, yu can drag additinal cntacts int the Chat windw t include them. When yu have finished chatting, clse the Chat windw t end the chat.
VIPOffice Cmmunicatr 6.1. Chat Windws Icns A rw f icns appears at the very tp f the Chat windw. These enable yu t perfrm additinal functins. The Emticn icn enables yu t add emticns (such as a happy r sad face) t yur messages. Yu can als add emticns by typing a keybard shrtcut such as :-). The Fnt icn enables yu t change the lk f messages in the Chat windw by adjusting the fnt, fnt style and fnt clur. This des nt change hw yur messages appear t yur cntacts it nly changes hw they appear in yur Chat windw. The Clur icn enables yu t change the lk f messages in the Chat windw by adjusting the clur scheme. This des nt change hw yur messages appear t yur cntacts it nly changes hw they appear in yur Chat windw. The Call icn enables yu t place a call t smebdy yu are chatting with. The Vide call icn enables yu t place a vide call t smebdy yu are chatting with. The Chat histry icn enables yu t view details f all yur previus chats, including full transcripts. Yu can brwse chats by cntact, r search chat transcripts by keywrd. Yu can als delete chats either n an individual basis r in bulk. The Shw directry icn displays the Directry tab, s that yu can drag additinal cntacts int a chat.
VIPOffice Cmmunicatr 6.2. Invking Actins Against Anther User The image abve shws a user icn frm the Directry display and the panel that appears as a result f a right muse click. Each event is directed twards the target extensin. Items that are greyed ut are either nt available n this install (e.g. Mnitr) r nt in cntext e.g. if n call is present call pickup; is greyed ut. Mst f the entries are self-explanatry but the fllwing require sme detail. Pickup Call If a clleague s extensin is ringing the icn will shw red. It s assumed that the ringing alert can be heard. Clicking call pickup will mve the call t yur extensin where yu can answer it n behalf f the absent user. Ask fr Attentin. Yu need t cntact smene urgently when they are n a call. Invking this cmmand will cause a pp up n their PC and an audi alert. Call Mnitr Subject t a call mnitring license and permissins t mnitr a target extensin yu can listen, intrude, r whisper (talk t nly ne party) n the call. Call On Available If a clleague is n the phne and call n available is set, the system will alert yu at the end f that call and ask if yu want t be cnnected.
VIPOffice Cmmunicatr 7. Preferences 7.1. General Preferences The General preferences screen can be used t cnfigure basic VIPOffice Cmmunicatr features such as launching the applicatin at startup, checking fr updates autmatically and whether t initiate a call r chat when a cntact is duble-clicked. 1 Check fr Updates Autmatically Allws VIPOffice Cmmunicatr t check fr latest updates autmatically. 2 Enable Lgging Lgs all SIP and PWPrxy infrmatin. 3 Launch applicatin at startup Allws VIPOffice Cmmunicatr t startup autmatically when the OS starts.
VIPOffice Cmmunicatr 4 Online Users Define when yur cntacts are shw as Online: Online n IM and Phne: shws nly cntacts wh are lgged int VIPOffice Cmmunicatr and wh are cnnected with their phne. Online n IM r Phne: shws nly cntacts wh are lgged int VIPOffice Cmmunicatr r wh are cnnected with their phne. Online n IM: shws nly cntacts wh are lgged int VIPOffice Cmmunicatr. Online n Phne: shws nly cntact wh are cnnected with their phne. 5 Language Select yur language frm the drp-dwn menu. Click n the Add language buttn t add anther language. Nte: Language changes require a restart f the VIPOffice Cmmunicatr applicatin. 6 Default cntact duble-click actins Select the actin that will take place when yu duble-click a cntact: Initiate a chat with the cntact Initiate a call with the cntact 7 Tray icn blink duratin Set hw lng the VIPOffice Cmmunicatr tray icn will blink t infrm yu f pending VIPOffice Cmmunicatr ntificatins.
VIPOffice Cmmunicatr 7.2. Phne Preferences The Phne preferences screen can be used t cnfigure yur basic phne settings. 1 General tab Hide keypad after call is placed After yu place a call, the VIPOffice Cmmunicatr Phne mdule will hide. Dynamic cnferencing (sftphne) Chse whether t use system cnferencing (the recmmended ptin) r 3-way SIP cnference calls. 2 Dialling rules tab Set dialling rules fr utbund calls. Fr example, if users cpy and paste a phne number (frm the clipbard) that starts with a + symbl, it will be replaced with the internatinal dialling cde 00
VIPOffice Cmmunicatr 3 Advanced tab Register every Frequency (in secnds) VIPOffice Cmmunicatr will re-register the SIP sftphne. Lcal SIP prt Set which prt t bind n lcally (n the PC). Leave empty t use any available prt. Lgging level Set the prt lgging level. Send keep-alives Allws VIPOffice Cmmunicatr t send SIP keep-alives t the server. Cntact yur system administratr fr mre infrmatin n this setting.
VIPOffice Cmmunicatr 7.3. Vide Preferences The Vide preferences screen can be used t change vide call reslutin and cnfigure IP surveillance cameras. 1 Quality tab Reslutin Change the quality f yur vide (fr example, in lw bandwidth scenaris). 2 Surveillance camera tab Enable surveillance camera Enables yu t view the vide stream frm yur IP surveillance camera. Always n tp Always display the surveillance camera windw abve ther windws. URL The URL f yur IP surveillance camera.
VIPOffice Cmmunicatr 7.4. Cntacts Preferences The Cntacts preference screen can be used t imprt cntacts int VIPOffice Cmmunicatr. 1 Outlk Enable VIPOffice Cmmunicatr plugin in Outlk Enables yu t make a call frm within Micrsft Outlk using VIPOffice Cmmunicatr. Enable adding f Outlk cntacts Displays yur Outlk cntacts in the VIPOffice Cmmunicatr cntact list. 2 Ggle Enable Ggle Cntacts integratin Displays yur Ggle cntacts in the VIPOffice Cmmunicatr cntact list. 3 Prxy settings Select Use prxy server and enter the prxy and prt details if requested t d s by yur administratr.
VIPOffice Cmmunicatr 7.5. CRM Preferences The CRM preferences screen can be used t integrate VIPOffice Cmmunicatr with yur CRM sftware. 1 CRM Settings Ppup n inbund calls Select when yu wuld like yur CRM system t display infrmatin abut inbund callers: I receive a call: inf will pp up when yu receive a call frm a knwn cntact. I answer the call: inf will pp up when yu answer a call frm a knwn cntact. Never: inf will never pp up. Ppup n utbund calls Select when yu wuld like yur CRM system t display infrmatin abut cntacts yu call: 2 SugarCRM Call is started: inf will pp up when yu call a knwn cntact. Call is answered: inf will pp up when yur call is answered. Never: inf will never pp up. Additinal integratin ptins are available fr users f SugarCRM.
VIPOffice Cmmunicatr 7.6. Alerts Preferences The Alerts preferences screen can be used t enable visual and audi ntificatins f activities. 1 Ntificatins Decide when VIPOffice Cmmunicatr shuld send ntificatins Ntify me when I receive a phne call. Ntify me when a cntact cmes nline. Ntify me when I receive a new message. Ntify me when smebdy jins a cnference. 2 Ntificatins Play sund ntificatins when cntacts sign in r new chat messages are received. 3 Ntificatins Autmatically bring the VIPOffice Cmmunicatr applicatin t the fregrund whenever a call is received r placed.
VIPOffice Cmmunicatr 7.7. Chat Preferences The Chat preferences screen can be used t cnfigure VIPOffice Cmmunicatr s Grup Chat settings. 1 Autmatically set status t Away when I am idle fr: Specify after hw lng VIPOffice Cmmunicatr shuld start shwing yur status as Away. This ptin is based n cmputer activity if n activity takes place n yur cmputer fr number f minutes set, VIPOffice Cmmunicatr will shw yur status as Away. 2 Shw status change messages in Chat windw If yur status changes t Away r Busy during a chat, a message will displayed t cntacts participating in the chat, fr example Jhn De went away.
VIPOffice Cmmunicatr 7.8. Prfile Preferences The Prfile preferences screen can be used t launch the Prfile Wizard t create, edit and remve VIPOffice Cmmunicatr prfiles. Use the Add buttn t create a new prfile with the Prfile Wizard. Use the Edit buttn t edit an existing prfile with the Prfile Wizard (yu cannt be currently lgged int the prfile yu wish t edit). Use the Remve buttn t remve an existing prfile frm the list (yu cannt be currently lgged int the prfile yu wish t remve).
VIPOffice Cmmunicatr 7.9. Advanced Preferences The Advanced preferences screen can be used t cnfigure advanced VIPOffice Cmmunicatr settings. As new features are added t VIPOffice Cmmunicatr, additinal advanced settings will be available n this screen. 1 Plycm Users f Plycm IP desk phnes shuld enter their Plycm listening prt.