18-28 | Vertical Communications TeleVantage 7.5 guide

QLimit the number of simultaneous alerts to __. Check and enter the maximum number of alert windows that you want open on the screen at any one time. After that number is reached, new alerts appear in the existing windows. If unchecked, an unlimited number of alert windows can be open at the same time.

QDisplay alerts for the following folders only. Check to limit alerts to new calls or voice messages that arrive in specific folders. Click Pick Folders to specify which folders trigger alerts. If unchecked, a new call or new voice message in any of your personal or shared folders triggers an alert.

4.Click the Actions tab.

Choose which actions are available from the alert window, as follows:

QAction assigned to the alert. Choose the action that you can select by clicking in the alert window.

QAction assigned to the first/second button. Choose the actions that you can select by clicking the first and second buttons in the alert window.

5.Click the Appearance tab. Use the options on this tab to choose the font, colors, and other appearance options for the alert window. Click Advanced Appearance Options to set more appearance options, such as the degree of transparency for the alert window.

6.Click Preview to preview the appearance of the alert window with the definitions you have made.

7.Click OK twice to return to ViewPoint.

Using the TeleVantage Instant Messaging Add-in

The TeleVantage Instant Messaging Add-in allows you to type real-time conversations with other users who have the add-in enabled. For more information, see “Sending an instant message to an extension” on page 10-5.

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USING TELEVANTAGE

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Vertical Communications TeleVantage 7.5 manual Using the TeleVantage Instant Messaging Add-in, 18-28

Contents

Using Televantage Page Copyright #97-6603B Edition 7.5 July Getting Started Answering and Handling Calls on the Phone Using TeleVantage With a Remote Phone Using ViewPoint 10-2 10-310-5 10-6 11-6 11-711-8 11-9 12-13 12-1412-15 13-2 13-19 13-2013-21 14-2 15-15 16-216-3 16-4 17-10 18-218-5 18-6 18-28 18-29 Appendix E. Using the TeleVantage Archived Recording Browser Appendix H. Logging On with Command-Line Switches Page Getting Started Page Chapter Contents Introducing Televantage Accessing TeleVantage Using the telephoneUsing the Flash command About TeleVantage Using the Tapi Service Provider and the CMA Using the TeleVantage ViewPoint applicationUsing TeleVantage ViewPoint Web Access Feature comparison table ViewPoint FeatureAccess Getting technical support Ordering printed documentation TeleVantage documentationTeleVantage documentation set Accessing online documentation Online Help Html books Introducing Televantage Page Recording Your Voice Title and Voicemail Greeting To record a voice title on the phone About creating your voice title and voicemail greetingRecording your voice title Recording your voicemail greeting To record a new greetingPage Using the Telephone Page Placing Calls on the Phone About placing calls on the phone Using a phone other than your ownUsing an IP phone Entering account codes when placing calls Dialing internal and external numbersIf you are prompted to enter an account code To dial an internal number Dialing by name Dialing a user’s voicemail directlyEntering an account code during or before a call To enter an account code Placing calls while you are already on a call Placing calls with * options Disabling call waiting for a call Placing calls to an IP addressPlacing a page or intercom call Blocking pages and intercom with Do Not Disturb Requirements for receiving a page or intercom callPaging and intercom considerations Page Answering and Handling Calls on the Phone Using the Flash button on your phone About answering and handling calls on the phoneAnswering TeleVantage calls Call announcing Call waiting options Call waitingHow TeleVantage gets the recording of the caller’s name Using hands-free answering Answering a call at another ringing phoneMultiple calls waiting Receiving a call waiting tone from your telephone company Receiving internal intercom calls with voice-first answering Hands-free answering and routing lists Handling calls with the phone Enabling voice-first answering Putting a call on hold Call-handling commandsFlash + Call-handling Commands Using direct transfer Transferring a callTo perform a blind transfer To perform a supervised transfer About the transfer ring delay Sending a call to voicemailRecording a call Transferring one of multiple calls Creating a conference call Parking a callTo create a conference call by adding parties To create a conference call from separate calls Using digital feature phones Using SDNs Using line appearancesUsing PDNs Using custom-mapped TeleVantage commands Speed Dial with illuminated buttonsPage Managing Voicemail and Your Account with the Phone About managing your account on the phone About voicemailLogging on to your account Voicemail from the caller’s point of view Customizing voice message playback order Knowing when you have new voice messagesIf voice messages disappear from your folders Listening to and managing your voicemail Voice message telephone commandsVoice Message Commands Use while or after a message plays Deleting and undeleting messages Replying to a voice messageForwarding a voice message To reply to a message To call back a voice message Sending a message directly to a user’s voicemailCalling back a voice message Managing your greetings using the phone Commands for Recorded Messages Use after recording a message Available space for greetings Greeting CommandsManaging your greetings Forwarding your calls using the phone Turning call forwarding onTurning call forwarding off Checking your call forwarding number To select a personal status on the telephone Changing your passwordSelecting a personal status on the phone Using Televantage with a Remote Phone About using TeleVantage with a remote phone Phone Features Feature Remote Number External Station Internal Station ViewPoint Features Using TeleVantage from a remote number without ViewPoint Using ** instead of Flash at a remote phoneTips for all remote phone use Placing TeleVantage calls with an IP phone external station Logging on to TeleVantage from a remote number Receiving TeleVantage calls at a remote numberLogging out from a TeleVantage session Logging on from a voicemail greeting To place a call through TeleVantage from a remote phone Placing calls through TeleVantage from a remote phoneIf your remote phone is stuck on a TeleVantage session Using the redial command after logging on Using TeleVantage ViewPoint remotelyUsing redial and other quick call commands when logged To associate ViewPoint with a remote number Using ViewPoint remotely with a phoneAssociating Viewpoint with a remote number To imitate a station on calls routed to your remote phone Using an external stationImitating a station at a remote number Disconnecting from a call and remaining on the line Using ViewPointUsing the phone Placing TeleVantage calls from an external station Configuring an external station Using ViewPoint with an external stationTo configure an external station To use ViewPoint with an external station Using Televantage with a Remote Phone Configuring a SIP phone Using a SIP phone Changing your external station number with *17Page Sharing Stations About sharing stations Placing outbound calls from shared stations Distinguishing incoming calls to a shared station Shared stations and personal statusFinding out who is currently logged in at a station Call for announcing promptPage Using ViewPoint Page Using Televantage Viewpoint Using ViewPoint from any web browser About TeleVantage ViewPoint To log on to ViewPoint Resetting ViewPoint so that login is requiredLogging on to ViewPoint Using ViewPoint with a different phone or Server To change ViewPoint login options Specifying options for a remote number Using ViewPoint with another station or a remote number Choose one of the following options Logging on with new logon options Changing your passwordLogging on with command-line switches Exiting ViewPoint About the Welcome WizardAbout the tip of the day Watching the ViewPoint Quick Tour Menu bar Toolbar Navigation pane Using the navigation bar Using the Folder ListView bar Customizing the navigation pane Status bar Hiding and showing ViewPoint window elements Navigation Pane FolderDescription Locking ViewPoint window elementsCustomizing the ViewPoint display Working in multiple folders Adding the Phonebook Pane to the Call Monitor folder Using Index buttons to find items quicklyAdding the Calls Pane to any open folder Using commands in folders Managing folders and itemsLocking the current folder in place Managing items in folders Creating items Deleting voice messages and other itemsTo create an item by copying an existing item To permanently delete a voice message from your Inbox Renaming items Cutting and pasting itemsCopying and pasting items To rename an item Dragging and dropping items From Drag Contact Call FolderVoice Messages Organizing items in folders Dragging and dropping voice messages to other applicationsPrinting items in folders Viewing folders in the Folder List Private and public folders Managing folders Viewing public folders Managing the Deleted folderEmptying the Deleted folder To empty the Deleted folder automatically Sharing folders To share a folder Viewing shared folders Deleting shared items Creating recordings and playing voice messages Using the audio controlsUsing voice message bookmarks Importing and exporting contacts Importing and exporting TeleVantage itemsImporting and exporting voice files To import contacts from a .CSV file Using Televantage Viewpoint To export contacts to a .CSV file Exporting the Extensions list Exporting the Call Log Result codes when exporting the Call Log Code ResultPage Using Personal Statuses About personal statuses Using predefined personal statuses Personal Status button in the status barPredefined personal statuses for all users Icon Status Description Predefined personal statuses for call center queue agents Selecting a personal status Selecting a personal status in ViewPoint Modifying a personal status Creating a custom personal statusSelecting a personal status on the phone To modify a personal status To create a custom personal status Using Televantage Personal status and your active settings Personal Statuses folder Changing your active settings Changing your active settings directly Using Personal Statuses Personal status defaults Active settings hierarchy To set a personal status to use your defaults Setting personal status defaultsUsing the Where I Am default Changing the personal status of another user To change another user’s personal status Using the Extensions List Viewing TeleVantage extensions Extensions folder tabs Extensions folder columnsColumn Description Name Personal Status TitleForwarding Location Automatically switching to the Call Monitor Placing calls to an extensionSending an instant message to an extension Instant messaging limitations Using instant messaging Configuring instant messaging optionsChanging another user’s personal status Exporting the Extensions list Receiving and Handling Calls in Viewpoint Using the Call Monitor folder Automatically sorting new calls Call Monitor folder tabs To sort the Call Monitor automatically Using the My Phone tab to handle calls Showing, hiding, and reordering Call Monitor tabsDisplaying calls on the All tab 11-4 Displaying the Call Monitor folder automatically Call Monitor folder panesCall Monitor folder columns Viewing a custom data column in the Call Monitor To display the Call Monitor folder automatically Selecting and acting on a call in the Call Monitor folderCall ownership Commands while a call is ringing Double-clicking callsTaking the call Sending the call to voicemail Grabbing and holding the call Transferring a call without talking to the caller firstTo grab and hold a call To record a grab-and-hold greeting Commands while you’re on a call Ringback for calls on hold Drag-and-drop transferring 11-11 Blind, supervised, and direct-to-voicemail transfersTo transfer a call Transfer tips for Operator users To record a call Using the telephone commands Playing recorded audio into a callPrivacy To play a call you just recorded Associating a call with a contact To play audio into a call from the Call MonitorTo play audio into a call from other folders To stop playing audio into a call To answer a parked call from any ViewPoint program If no one answers the parked callTo park a call Playing a callers name Disconnecting a call while staying on the phoneMuting a call Adding notes to a call Preventing certain calls from ringing your phoneViewing a call’s history Other options for incoming calls Incoming call indicatorsCustomized ring patterns Sharing your Call Monitor folder Viewing shared callsPage Placing Calls in Viewpoint Placing calls using the Dial bar To place a call using the Dial barPlacing a call Placing calls with the phone on or off hook Using the Place Call To dialog box To redial a call using the Dial bar 12-4 Entering My NumbersTo enter a number or address in the My Numbers list 12-5 Quick-dialing from ViewPoint folders Speed-dialing by double-clickingTo quick-dial Use this folder Extensions Placing calls using drag-and-drop Placing calls by using other contact managersCamping on a busy user’s extension To camp on a busy extension Entering a Centrex or a PBX extension Using dialing servicesEntering a phone number To check a phone number Checking a numberEntering an IP address Creating Windows shortcuts to speed-dial a number Displaying the Call Monitor when you place a callRedialing numbers and returning calls To create a speed dial shortcut 12-11 Creating conference calls Adding parties to a conference Conferencing multiple active calls together Muting individual conference partiesAdding parties to a conference by dragging and dropping To conference separate existing calls together Ending a conference call Supervising other users’ callsTransferring a conference call To supervise another user’s call using the telephone Using the TeleVantage or eyeBeam softphonesTo supervise another user’s call using ViewPoint Page Managing Voice Messages in Viewpoint Voicemail folders About managing voice messages in ViewPointVoicemail folder Archiving voice messages and call recordings Managing thousands of voice messages or call recordingsViewing shared voice message folders Viewing custom data Listening to a voice message as it is being left Listening to your voice messages and call recordingsHandling your voice messages To forward a voice message To reply to all recipients of a message Calling back the person who left a voice message Mailing a voice messagePlaying a voice message into a call Opening the contact record from a voice message Deleting voice messages Associating a voice message from Unknown with a contactMarking a voice message Unheard Deleting a message permanently Managing call recordings Marking a voice message Urgent or PrivateAdding notes to a voice message Moving a voice message to another application Setting a maximum length for your voice messages Sharing your voice messagesManaging your voicemail quota To view the amount of space remaining in your mailbox Sending a message directly to a user’s voicemail Number in navigation pane Knowing when you have new messagesSystem tray button Setting up e-mail notification Stutter dial toneMessage waiting light New message sound Setting up pager notification 13-13 Setting up call notifications 13-14 Scheduling notifications Schedule entries To define a schedule for notifications 13-16 13-17 Space for greetings Managing greetingsGreetings for situations other than voicemail Active greeting Greetings folderGreetings and personal status Personal status default greeting Greeting hierarchyRecording a new greeting Mailing a greeting Playing a greeting into a call Page Using the Call LOG Folder Call Log folder columns Call Log folderCall Log folder filters Account Code Answered ByCallback number Called Number Number Placed ByRecorded by Queue Viewing call details To DeviceTo Number Wait Time Access Code Call Details columnsEnd Time Answered Time Searching for Call Log entries Device Viewing a call’s history Taking notes on a Call Log entryAssociating a call from Unknown with a contact Returning a call in the Call Log folder Listening to a recorded call from the Call Log Entering an account code for a Call Log entryOpening the contact record from a contact’s call Sharing the Call Log Reporting on the Call LogExporting the Call Log To play a call recording Advanced TeleVantage Features Page Call Forwarding and Routing Lists Page Forwarding calls by using the telephone commands Forwarding callsForwarding calls in ViewPoint To turn call forwarding on 15-4 To turn call forwarding off in ViewPoint 15-5 Receiving forwarded ACD workgroup calls Placing calls at another user’s extensionCall forwarding and voicemail Forwarding calls over Centrex or PBX trunks How routing lists move from action to action Using routing listsRouting lists for individual callers Mobile phone issues with routing lists Routing Lists folderCaller options while following a routing list Standard routing list Personal status default routing list Active routing listTo make a routing list the active routing list 15-9 Creating a new routing list 15-11 Hang up Call is disconnected Final action DescriptionTake a message. The call is sent to your voicemail Transfer to an extension Transfer to otherVoicemail Pause and repeat Routing calls to workgroups Using greetings with routing list final actions When to use a specific greeting with a routing list 15-16 Managing Contacts Workgroups Contacts folder Using contacts foldersAbout contact management and TeleVantage Using the Index buttons for quick access Private and public contactsChanging double-click behavior Searching for contacts Managing contacts Entering a new contact Entering a contacts name and basic information 16-5 Entering a contacts phone numbers and addresses 16-6 Teaching TeleVantage to recognize your contacts Placing calls to your contactsSharing your contacts Recording a voice title for a contact Identifying contacts by name Deleting a number from the Incoming Caller ID list Associating a call or Caller ID number with a contactAdding phone numbers for contact recognition To associate a call with a contact 16-10 Understanding name and number on Caller ID Using contact PINs for guaranteed recognition Opening contacts from within other foldersExamples To enter a contact PIN Using contacts in another contact manager Using the TeleVantage Contact Manager AssistantExporting contacts from Microsoft Outlook To run the Contact Manager Assistant CMA Using workgroups Importing contacts into TeleVantage Creating a workgroup Personal and public workgroupsWorkgroups folder Having a workgroup appear as an Extensions tab 16-17 Page Using Call Rules About call rules Call Rules overviewDistinguishing which incoming calls activate the call rule Determining how the call rule handles calls Call Rules folder Examples of how you can use call rules Creating a new call rule To create a new call rule Setting caller conditions Combining caller and schedule conditions Setting schedule conditions To set a schedule condition Specifying custom hours To have the call rule activate on a daily or weekly basisTo have the call rule activate on an individual date 17-7 Selecting how a call rule handles a call To enable or disable a call ruleEnabling or disabling a call rule To set the priority of a call rule How TeleVantage resolves call rule setting conflictsChoosing the priority of a call rule Ignoring all call rules Customizing Viewpoint About customizing ViewPoint Guide to the Options dialog boxTab Field See Personal Voice Messages 18-3 Change PasswordViewPoint Customizing telephone behavior Specifying your phone typeRecording a voice title To record a voice title in ViewPoint Changing the language of telephone command prompts To change the telephone commands languageCustomizing or turning off call announcing To customize call announcing or turn it off 18-7 To customize call waiting or turn it off Customizing or turning off call waitingDisplaying Caller ID on a phone Turning ringback for calls on hold on and off Changing your personal OperatorCustomizing your listing in the dial-by-name directory To turn ringback on and off Customizing how long your phone rings To customize your dial-by-name listing Changing ring patterns Enabling and disabling hands-free answering Enabling and disabling voice-first answering Customizing your hold music Configuring a digital feature phone To configure a digital feature phone 18-14 TeleVantage features you can map to digital phone buttons Feature DescriptionAccess Voice Mail Another user. Prompts for password Customizing incoming call behavior Parameter column to select the personal statusYou want. The button toggles between that Personal status and Available. See Chapter Customizing Isdn outbound Caller ID 18-18 Customizing SIP accounts To create a personal SIP account Setting voice message playback order Playing a sound when a new message arrivesCustomizing voice message behavior Turning off stutter dial tone Customizing ViewPoint for Operators Customizing the ViewPoint display Showing or hiding ViewPoint window elementsDefining double-click behavior in the Contacts folder Customizing columns Moving columns Resizing columnsSorting by column To show or hide columns in a ViewPoint folder Keeping columns in view when you scroll horizontally Changing the font of a ViewPoint folderChanging how names are displayed Hiding and showing toolbar buttons in a folder Enhancing ViewPoint with Add-ins Managing Add-ins Using the Reverse Phone Number Lookup sample Add-in Using the Desktop Alert Add-in 18-27 Customizing the Desktop Alert Add-inTo customize desktop alerts Using the TeleVantage Instant Messaging Add-in Feature Description See Other customization optionsPage Appendices Page Telephone Commands Quick Reference Call announcing commandsCall announcing commands Voicemail, so hanging up is the same as pressing Call handling commands Call Handling Commands Quick call commands Quick call commands Hearing it. See your system administrator for the ID See the next table for a list of quick call commands forDisable call waiting for the next call Unblock restore outbound Caller ID for the next call Quick call commands for call center agents Logging on from a remote location Voicemail/Account menuLogging on Voice messages Inbox folder Voice messages Saved folder Voicemail/Account menu commandsSummary of Commands Personal Status commands Working AS AN Agent in a Call Center Queue Starting your shift Whether this chapter applies to youStarting and ending your shift, and taking breaks Taking a break What call center agents need to know to get the job doneEnding your shift Working at different phones Using ViewPoint Using the telephoneSigning in and out of a queue To sign in or out of a queue Being monitored or coached by a supervisor Receiving and handling queue callsViewing your position in the queue Using the Call Monitor tabs Having your calls recorded To place calls as a queue using ViewPoint Placing calls from a queueWrap-up time Viewing queue activity To place calls as a queue using the telephone Popping up caller informationWorking remotely Determining whom you are calling asPage Supervising a Call Center Queue Exempting supervisors from receiving queue calls About supervising queues in ViewPointViewing current queue calls Agents pane Monitoring queue statisticsViewing queue statistics in the Queue Monitor folder Agents Pane Information AvailabilityPersonal Status icon Distribution Order Agent State Time in State Calls answeredCalls placed Time on calls Forced Break Inbound CallsLongest wrap-up No Answer Queue Statistics pane Queue Statistics PaneCurrent Status Queue status Agents on break Agents readyAvailable Calls waiting Avg. talk time Calls to voicemailTotal talk time Longest time Combined Statistics Calls attempted When statistics are reset When statistics are refreshedStatistic type When reset To change the Queue Monitor refresh rate About agents’ personal status and state Monitoring the position of agents in the queue Algorithm Agent positions Top downRound robin Fewest calls To enable or disable the Distribution Order column Enabling and disabling the Distribution Order column Queue Statistics Monitoring queue statistics using the phoneSupervising other agents’ calls Viewing when agents are being monitored How monitoring and coaching appear in the Call Monitor Signing agents in or out using ViewPoint Signing agents in or out using the AdministratorManaging agents’ status Signing agents in or out of a queue Changing an agent’s personal status To change an agent’s personal status Managing a queue’s voice mailbox Managing queue voice messages on the telephone Appendix Contents Working AS AN Agent in AN ACD Workgroup Use of the TeleVantage ViewPoint About participating in an ACD workgroupMarking yourself ready and unavailable Using the Call Monitor Receiving a call Placing ACD workgroup calls Taking a breakListening to the ACD workgroup’s voicemail Viewing the ACD workgroup’s contacts and Call Log To run the Archived Recording Browser Using the Televantage Archived Recording BrowserRunning the Archived Recording Browser To start a new search Searching for recordingsStarting a new search Appendix E. Using the Televantage Archived Recording Browser Search criteria Tab Field DescriptionIf your system archives mailbox recordings from more than Select a specific Server from the drop-down list Each field, see Using the Call Log view To limit your search to a specific time period, select thisCheckbox, and then select a time period from the drop-down Provided, or click To select a date from a calendar Field’s contents-the criteria From Equals Use to search based on the numeric contentsField. For example, to search for recordings Calls from Kevin McDonough, add the criteria Where 555 appears anywhere in the number On the contents of a time-based field Call Duration, HoldUse to search based on wildcard characters That represent one or more other characters Loading a saved search Managing individual recordingsSaving your current search Acting on archived call recordings To act on archived recordings Using Televantage Checking the archive for missing audio files Purging archived recordingsTo check the archive for missing audio files To purge archived recordings Importing a recording archive from TeleVantage Using the Televantage H.323 Softphone About the TeleVantage H.323 SoftPhone Recommended USB phones Defining the TeleVantage SoftPhone as your external station SoftPhone requirements Using the TeleVantage SoftPhone Starting the TeleVantage SoftPhone Configuring the TeleVantage SoftPhone Showing the SoftPhone keypad windowPlacing a call with the SoftPhone Exiting the SoftPhone Setting call restrictions Adjusting microphone and speaker volumeSetting preferences Keeping the keypad window always on top Using the stand-alone SoftPhoneConfiguring the stand-alone SoftPhone SoftPhone notes Using the Counterpath SIP Softphones About the CounterPath SIP softphones About the eyebeam SIP softphone If you don’t have an external station Before installing the eyeBeam softphoneIf you have an external station Installing and configuring the eyeBeam SIP softphone To install and configure an eyeBeam softphone Appendix G. Using the Counterpath SIP Softphones Launching the eyeBeam softphone GSM Appendix G. Using the Counterpath SIP Softphones Using CounterPath SIP softphones with TeleVantage EyeBeam Pocket PC Feature Directions Softphone Conferencing Hold Flash MuteTransfer Record Logging on with COMMAND-LINE Switches Command line switches for ViewPoint are Examples Using the /station commandSyntax Reporting Problems Using the Problem Report Wizard Reporting a problem that involves a specific call Reporting other problems Symbols Numerics Answering calls Call Monitor folder cont’d. commands Answer Caller ID Displaying on a phone Entering phone numbers for, 16-6folders for Documentation Viewing shared folders in, 8-25folders Overview IP calls. See Internet calls Isdn outbound caller ID Joining Muting Personal status cont’d. changing another user’s Using the phone, 4-9using ViewPoint Recordings Status bar Statuses. See personal statuses stop button Visitor, logging on as, 8-6voice files Working remotely, B-9