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Copyright © Blue-Wireless Pty Ltd 2005 SoftBX Windows SoftPhone & Operator SoftPhone Training for Installation & Setup/User Guide
Copyright © Blue-Wireless Pty Ltd 2005 SoftBX entering the location of a server Server information including location and connection settings are displayed following the first successful login to the server Enter a name for the server location Enter either the IP address or the URL (Uniform Resource Locator) for the server location. e.g. blue-wireless.mine SoftPhones located anywhere can login to individual SoftBX Servers located anywhere
Copyright © Blue-Wireless Pty Ltd 2005 SoftBX entering additional server locations Repeat for each server location Enter a name for the server location Enter either the IP address or the URL (Uniform Resource Locator) for the server location. e.g. blue-wireless.mine Server information including location and connection settings are displayed following the first successful login to the server
Copyright © Blue-Wireless Pty Ltd 2005 SoftBX activating a server location Click activate to select the server to log into Right mouse click menu
Copyright © Blue-Wireless Pty Ltd 2005 SoftBX logging on to a server Enter password (default password setting is the same as user name) Enter user name. User name is allocated by the system administrator Click key icon to login
Copyright © Blue-Wireless Pty Ltd 2005 SoftBX softphone system settings - IP Click wheel icon to access system settings Click the system settings – IP tab Enter the IP address or URL of the H.323 Gatekeeper (only needed if it is not on the same server PC as the SoftBX Call Server) Features available to this SoftPhone are displayed. Check to stop this SoftPhones extension number from being sent to called parties Check to activate voice compression for slow data networks (G.726 – 32Kbps) Default is unchecked (G.711 – 64Kbps) Note: the Server button (which provides access to additional SoftBX Server settings) is only visible when the SoftPhone extension is a Supervisor. Refer to Training slides in TrainingServer.pps for server configuration options
Copyright © Blue-Wireless Pty Ltd 2005 SoftBX softphone system settings - audio Click the audio tab to access audio settings Audio devices available are displayed in the drop down boxes Select the audio device for playback: the selected device will be the telephone speaker. Select the audio device for mixing: the selected device provides level/volume adjustments. Select the audio device for ring indication: incoming calls will ring via the the selected device Select the audio device for recording/microphone input: the selected device will be the telephone microphone. Check to enable ring indication via the internal PC chassis speaker, in parallel with the audio device ring indication. Check to enable automatic microphone adjustment for each call Check to enable silence detection: voice data will not be sent during silence – similar to voice switching Check to play a wave file as the ring indicator via the PC sound card
Copyright © Blue-Wireless Pty Ltd 2005 SoftBX softphone system settings - phone Check to enable SoftBX window to Popup when an incoming call arrives Select a wave file (using the drop down box or the browse button) to be played when calls are on hold Select a wave file (using the drop down box or the browse button) to be played as a ring indicator for incoming calls Select a the optional phone device (using the drop down box) – this is used for facsimile or analog connections: default = none Check to answer incoming calls automatically Check to enable automatic redial facility Check to enable automatic recording of calls Click the phone tab to access SoftPhone settings If this extension is in a Pickup Group: Check to enable audio beep in speakers/USB handset when a call has released to the group from an unanswered call to a group member. (SIP phones dial #* for group pickup or #NNN for directed call pickup where NNN is the group members extension number) Check to have SoftBX prompt you to create a new phonebook entry when a call is received from a caller that has no existing entry in your phonebook Check to answer incoming calls using the return key
Copyright © Blue-Wireless Pty Ltd 2005 SoftBX softphone system settings - email Enter the user email account password Set the time period to check for new incoming email Check to activate SoftBX mail service: SoftPhone will interrogate local email client software (e.g. Outlook, Outlook Express) for new mails which it will indicate via a counter in the VM panel (lower left of SoftPhone window). User must go to separate email application to view emails Check to always create a Journal entry for all email activity, collecting and sending. Check to create a Journal entry only if mail is found Click the email tab to access SoftPhone email settings Enter the user email account address/name – refer to administrator for correct format (e.g. firstname.lastname@example.org)
Copyright © Blue-Wireless Pty Ltd 2005 SoftBX call in progress The called or calling number is displayed during ringing or connected call states Extension number of this SoftPhone icons indicate user is: Orange = logged on or forwarded Blue = in a call Silver = logged off Orange with blue dot = released in group (user can double-click on the released extension to pick up the call) Double click extension to call or enter extension or external number in the phone number field using PC keyboard or the dialpad then click green phone button to call. Dialled or received number appears in first caller position. Next caller will appear in second caller box
Copyright © Blue-Wireless Pty Ltd 2005 SoftBX minimise to dialer only Click window button to minimise to dialer only – click again to enlarge to full window CLID still can be seen Click and drag to side of window as required
Copyright © Blue-Wireless Pty Ltd 2005 SoftBX 2 calls in progress First call answered with click on green phone button. Click green hold button to place call on hold – caller will hear please hold message Second call answered. Conference together with own client or select another extension and click transfer to release the call and return to first caller First or second call can be drag and dropped onto another extension using the mouse (blind transfer) Note: If 2 external callers are conferenced then 2 external lines are busy for the duration of the call
Copyright © Blue-Wireless Pty Ltd 2005 SoftBX right mouse click options (supervisor only) Delete Extension. Forwarding option enables display or editing of call forward settings: forward targets, ring delay settings, voice mail email attachment settings, forwarding call types, active days and times and activation when logged on or logged off Properties option displays and enables editing of basic settings and Incoming and outgoing settings. Log the extension offReset Password enables the supervisor to reset the users password to default value Note: The Right Mouse Menu options for an extension can only be set by either a Supervisor (refer this slide) or the logged in user of that extension (refer next slide). No other user can set or change another users extension options unless enabled to do so by Supervisor settings Copy this extension to another level in the status display Click to send call back request instant message (IM)
Copyright © Blue-Wireless Pty Ltd 2005 SoftBX right mouse click options (non-supervisor) Toggle to enable one connection/line or two connections/lines for this extension Note: The Right Mouse Menu options for an extension can only be set by either a Supervisor (refer this slide) or the logged in user of that extension (refer next slide). No other user can set or change another users extension options unless enabled to do so by Supervisor settings Forwarding option enables display or editing of call forward settings: forward targets, ring delay settings, voice mail email attachment settings, forwarding call types, active days and times and activation when logged on or logged off. (This option will only be visible if this SoftPhone has been authorised to change its own forwarding options and has selected/highlighted its own extension, or it has been authorised to change the forwarding options of another extension which it has selected/highlighted) User Name – for Information only
Copyright © Blue-Wireless Pty Ltd 2005 SoftBX voice mail settings Total calls received Blue arrow - voice mail panel is open. Orange arrow – voice mail panel is closed – click on arrow to toggle between open & closed Playback volume voice mail on/off Play/Listen to incoming messages Left Mouse Click to record a user outgoing message/announcement Right Mouse Click to play default outgoing message/announcement Caller ID: displayed when retrieving and playing message Stop message playback
Copyright © Blue-Wireless Pty Ltd 2005 SoftBX Enter notes relevant to this contact Set individual ring indicator if required Phonebook stores contact details for retrieval and click-to-dial calling Future option Record VM (voice messages) save and retrieve messages for this contact setting up new phonebook entry Enter phone numbers Enter Contact details Click the notes button To display the notes panel shown on the right Select by browsing documents to associate with this contact. Right click to set open automatically for CRM window pop Record – Stop – Play – Browse - Delete
Copyright © Blue-Wireless Pty Ltd 2005 SoftBX instant message-received Incoming email & messages counter. Go to separate email application to view emails IM (Instant Messaging) can to be sent and received between SoftPhones. Double click mail to open mail viewer Click the mails tab Voice mail counter
Copyright © Blue-Wireless Pty Ltd 2005 SoftBX Click send Select one or more user entries to receive message – enter subject, then type a message Right click extension, click send message – this option is only available on SoftPhone clients Click high, normal, low, to set priority instant message-sending Alternatively, simply request a user to call back by clicking request call back to send an IM (instant message)
Copyright © Blue-Wireless Pty Ltd 2005 SoftBX setting absence rules/call forwards SoftBX provides call forwarding when the user is absent. Multiple forwarding rules can be configured and activated as required. Click the absence tab to view rules Click delete to delete the absence rule Click the activate rule if logoff to set the rule active only if the user is logged off Click the activate rule if logon to set the rule active only if the user is logged on absence rule name – information only Click properties to view or edit absence rule (refer next slide) Right mouse click the absence rule to display menu options
Copyright © Blue-Wireless Pty Ltd 2005 SoftBX Set forwarding numbers: for external numbers omit the 0 to dial out of SoftBX and omit the leading 0 in STD Area codes Set number of rings before next forward Name for Forwarding Rule forwarding target settings Set priority or order for each forward Click to turn voice mail on or off as last choice after all forwards – crossed = off
Copyright © Blue-Wireless Pty Ltd 2005 SoftBX forwarding to voice mail settings (Future Option – scheduled for implementation next major release): Select a wave file as a sign off message Activation rule: select the type of call, apply to and exception rules. Select the wave file to provide an announcement to the caller. This announcement is recorded using the SoftPhone voice mail panel Activation rule: busy or always Remote message retrieval (only possible if extension is logged off and calling from a DTMF phone): call own number from remote telephone, as the announcement is playing enter the PIN code and press #, if the PIN is correct a message PIN code OK will be heard (if not, nothing will be heard), press # again to play messages. First and second email addresses for notification: 1. first email address enables forwarding of the voice mail (VM) as a wave file attachment. 2. second email address enables notification only 3. PIN code (1 to 5 digits) to be used for remote access to VM
Copyright © Blue-Wireless Pty Ltd 2005 SoftBX Press Save to save and exit forwarding rules settings Set a date/time range for forwarding to be active Activation rule: Check to activate this forward when this extension is logged on Activation rule: Check to activate this forward when this extension is logged off Set call forwarding schedule for days of the week and special days
Copyright © Blue-Wireless Pty Ltd 2005 SoftBX managing journal entries Right mouse click an entry to select an option Click print to print the entry Click delete to delete the entry Click filter to use the filter facility to search for entries. Click call request to copy the dialled number from the entry to the phone number field in the SoftPhone – then click green phone button to call Click copy to call-list to copy the dialled number from the journal entry into the call schedule facility. Click save as text file, - to copy the journal entry details to a text file for external processing
Copyright © Blue-Wireless Pty Ltd 2005 SoftBX setting journal entry filter Click the tab corresponding to the type of search required: -serial number of the record -date -time -charging information -duration (of the call) -partner (called number) -provider (telco carrier) -state (call state) Journal entry filter provides facilities to search the list of journal entries by specific details Check to save the filter criteria for later use Enter search criteria in the -from -to -or the quick search by phone number fields & click ok
Copyright © Blue-Wireless Pty Ltd 2005 SoftBX call scheduler Enter any relevant comments Enter details of person or company to be called Enables a user to set reminders for calls they need to be make Phone book entries appear here as contacts – use drop down box to select then click save Set Date and Time for reminder
Copyright © Blue-Wireless Pty Ltd 2005 SoftBX setting call schedule filter Enter search criteria in the -from -to -or the quick search by phone number fields & click ok Call schedule filter provides facilities to search the list of calls that are scheduled Click the tab corresponding to the type of search required: -phone number -name, first name -company -date -time -comment Check to save the filter criteria for later use
Copyright © Blue-Wireless Pty Ltd 2005 SoftBX call schedule reminder Call schedule reminder will popup at the nominated time for the call Click when to respond If this option is selected then: Set new date and time for reminder here & click ok if extension is free: This option will only be available if the called extension is a SoftPhone on the same SoftBX server. For all other types of extensions and for outside calls it is disabled
Copyright © Blue-Wireless Pty Ltd 2005 SoftBX automatic redial This window opens when call is made to a busy extension or if a call is terminated with no answer. Click automatic redial to set feature If the other party is a SoftPhone on the same server the option if extension is free can be enabled. Once the other party is free a window Number is now free appears and the originators SoftPhone rings Select the time you want to auto-redial the other party.
Copyright © Blue-Wireless Pty Ltd 2005 SoftBX status display levels – multi-department or companies create a multiple level status display by adding tabs – note that the main overview tab cannot be edited and the entries in the levels are copies of those in the overview Double click under the last tab to create a new one then type in the name e.g. warehouse and click save To delete a tab double click the tab itself and delete the label and save To add an extension to a level right click the entry then click copy to:
Copyright © Blue-Wireless Pty Ltd 2005 SoftBX conference bridge Note: conference bridge is limited only by available bandwidth While the status display is active click the down arrow icon Use buttons to set up the parties then using the green phone button call each party to invite them to take part in the conference Alternatively: To call all parties at once, hold the control key while mouse clicking each of the parties. Once all are selected click the green phone button to call and invite them to the conference
Copyright © Blue-Wireless Pty Ltd 2005 SoftBX operator logon Click key icon to login Enter user name as exchange. This cannot be edited for the operator Enter password (default password setting is the same as user name)
Copyright © Blue-Wireless Pty Ltd 2005 SoftBX operator main screen Operator number Calls in waiting loop are queued in order of arrival. Time of arrival and waiting time are displayed Called or received number appears in first caller position. Next caller will appear in waiting loop Click and drag call to either 1 st or 2 nd caller box to answer or drag direct to extension. Once answered call can be click & dragged from caller box to extension (blind transfer) The called or calling number is displayed during ringing or connected call states Double click extension in status display to call or enter extension or external number in the phone number field using PC keyboard or the dialpad then click green phone button to call. icons indicate user is: Orange = logged on or forwarded Blue = in a call Silver = logged off Orange with blue dot = released in group (user can double-click released extension to pick up the call)
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