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optiClient Attendant - Voice Communications Australia

1. D The Paging menu option appears in the menu bar only if paging groups have been activated in the Settings window 63 Reaching Parties More Effectively 64 Speaker Call D This function is not available network wide gt Page 94 You can record an announcement without any assistance via connected loudspeakers ask relevant service personnel or at an internal station with access to a system telephone Click the Speaker call button The following dialog box is displayed aptiClient Attendant E Please enter a number m Enter the number of the station to which you want to directly speak and click OK to confirm your entry The station is automatically dialed and you can then speak immediately Reaching Parties More Effectively Messages Sending a Message You can send info texts to individuals or station number groups with sys tem telephones Info texts sent to system telephones without a display for example optiPoint 500 entry ISDN impulse or tone dial telephones are saved as callback requests Messages can also be sent to stations in networked systems Click the message button in the toolbar The following dialog box is displayed aptiClient Attendant x Please enter a number Cancel Enter the number of the internal station or group to which you want to send a message and click OK to confirm your entry The menu window appears Text for 101 O PLESSE
2. You are not required to enter values here if you are operating your optiClient Attendant on a communication platform without fallback connection If there is a fallback system on the communication platform the optiClient Attendant can be switched automatically to the fallback system if the main connection fails Minimum number of successful connection attempts to fallback E system to switch the failure there Minimum number of successful connection attempts to primary Mm system to switch back Delay between connection retries E No automatic switchback to primary system e Minimum number of successful connection attempts to fallback sys tem in order to switch in the event of a failure Before switching to the fallback system the operating status of the fall back system is automatically checked Specify the minimum number of successful connection attempts to the fallback system required for the main system to be able to switch over to the fallback system e Minimum number of successful connection attempts to main system in order to switch back After switching to the fallback system an attempt is made to automat ically re establish a connection to the main system Specify the mini mum number of successful connection attempts to the main system here e Delay between connection attempts Enter the delay in seconds between connection attempts here e No automatic switchback to main system Activate this checkbox if
3. gt NG MIN Le 2 X A PE DEL LEE 5 1 a A amp N optiClient Attendant V7 0 PC Attendant Console HiPath 3000 HiPath 5000 User Manual SIEMENS Global network of innovation Before You Begin This manual describes how to operate and configure the optiClient Attendant V7 0 PC At tendant Console on your HiPath communications platform This manual is supplied with the optiClient Attendant as online help and can be called up at any time gt Page 15 While the instructions describe all optiClient Attendant functions you may find that some functions you wish to use are not available This is due to one of the following reasons e The function has not been configured for your optiClient Attendant system Please con tact System Support e Your communications platform does not support this function Address any questions to the Siemens sales representative responsible for upgrading your system e You do not have the latest version of the optiClient Attendant software Contact your Siemens sales representative to update the software CE customer equipment does not continue to support emergency dialing after loss of mains power if battery back up and power fail switchover to emergency analogue phones is not available The information provided in this document contains merely general descriptions or charac teristics of performance which in case of actual use do not always apply as described or which may ch
4. 58 Or Park You can park a call that you have answered but have not forwarded The parked call can be connected to another party gt Page 53 Your optiClient Attendant can be configured so that a waiting call automat ically places the current call on hold For more information on this function please get in touch with your relevant service personnel Prerequisite You are engaged in a call Click the Park button to park the call Press the F7 button this must be configured gt Page 106 If configured 3 Page 107 you can enter any text for the party to be parked under Name Station number field becomes green You can still speak with the caller while entering the text Confirm the input The parked call is shown on the call display The optiClient Attendant auto matically parks the call in the next available park slot Each telephone system has park slots for ten calls which both you and oth er internal parties can park Answering Parked Calls Prerequisite You are not engaged in a call Using the left mouse button double click the line in the call list which con tains the parked call you wish to take You are reconnected to the held party The parked call disappears from the call display If calls simply disappear from your parking list they may have been answered by other internal parties Ip 1 CR or Consultation Transfer Conference Overriding Calls D This funct
5. Adding New Stations New entry In the directory s main window click the New entry button to open another window that has two different tabs on which you can enter a new station in the ETD Save recore Return to main di rectory window Station number G enera ta Company Fax number Ad d Iti on DO al tab Street Private De LIlOLO LLLLAUI Postal code Radio City Alternative PT The window contains the two tabs General and Additional On these tabs you can enter additional data for the station General On the General tab you can enter the user s name company address and various telephone numbers When calls are made by way of the telephone directory gt Page 48 the number is displayed in the Station number field default setting and then dialed The four other possible numbers can then also be selected x Close General Additional Name Station number adam Franz 0897221 2345 Company Fas number Siemens AG 08972254321 Street Private H ofmannstr 51 081 234567 Postal code Radio 81359 01727654321 City Alternative M nchen v 71234567 83 Electronic Directory ETD Additional You can use the Additional tab in order to enter further data for example the user s department or corporate rank or several lines of notes e g de tails of the company s business hours x imi Close General Addition
6. Index U unscreened transfer Uu 51 V volume cuis p 39 W WANG TC RENE TRE ORE 98 IG Puig ERE TT 107 123 Important Keyboard Commands Important Keyboard Commands You can initiate the most important functions of the optiClient Attendant using the keyboard Keyboard Answer calls Dial station number in General trunk group Place calls on hold Toggle between two calls Park calls Disconnect calls Dial station number in Private trunk group Return to waiting call Clear text boxes Dial station number 125 Important Keyboard Commands 126 Tl 8 8 3 3 9 3 3 3 3 S z Function Keys The function keys on your PC keyboard can have the following functions default assignment depending on the configuration of your optiClient Attendant Page 106 Call Help Find by name Terminate call Clear Calls on hold Return to the waiting party Toggle between two calls Park the call Override a call Activate deactivate microphone mute Initiate conference Search the telephone book www siemens com hipath The information provided in this document contains merely general de scriptions or characteristics of performance which in case of actual use do not always apply as described or which may change as a result of further development of the products An obligation to provide the respective characteristics shall only exist if expressly agreed in the terms of co
7. Supports two screen solutions ask your relevant service personnel Direct switching from Microsoft Outlook Contacts and A userfriendly search option in Microsoft Outlook Contacts busy lamp field and sys tem telephone directory Contents Contents Before You Begin useeeeeese 2 optiClient Attendant 2 Basic Operating Instructions 8 User Interface of optiClient Attendant 0 0005 8 How To Use These Operating Instructions 05 9 Overview of Fealufes ss 6050554 bo vs bebe ken deed ean dae d 10 Main Improvements and Changes lille 10 Convenient Call Number Search 2 0 0 0 0000 eee eee 11 Target Group for this Manual a 11 Requirements 0 0 0 0 ee eee 12 J Operating the optiClient Attendant Operating optiClient Attendant 13 User Interface Desktop 14 Main VNAO aisr iea Gok each ee FeO eres eb aed Apnea BEAR AIA ORL tesa Sow Rats 15 MENDI e prea he ons ARGS a TIT E EE an aaa a 15 TOODA we Chk ox re a ate ea ea a Role a E dey ee e A 16 Status BI asrori cede iee Sak Be oe diia e Pa ee ee a a ai i 17 Attendant Monitor 0 ee 18 Busy Lamp Field aa pa thea ac oe 336 39 orc MA PAGA e op a X0 eas 23 Representation suus DAWAG ered ded ae X Ped Sud do An GARA 23 Calling Up the Busy Lamp Field 0 0 0 0 200005 24 Entering Statin as des
8. 12 12 03 2004 11 56 39 1 11 15 10 02 2004 11 13 37 1 12 15 11 02 2004 11 55 45 1 12 15 11 02 2004 12 00 16 1 12 15 11 02 2004 13 35 04 1 12 15 11 02 2004 13 49 47 1 12 15 11 02 2004 13 50 57 1 12 15 11 02 2004 13 54 54 1 12 15 13 02 2004 07 27 04 1 12 15 13 02 2004 08 05 24 1 12 15 13 02 2004 10 01 16 1 20 15 16 02 2004 09 33 03 1 15 TE 11 03 2004 11 58 59 1 15 17 11 03 2004 16 11 05 1 15 17 11 03 2004 16 11 33 1 15 17 12 03 2004 09 28 26 1 15 17 12 03 2004 11 05 01 xl Reset Reset button If the entries do not fit in the list window a scroll bar is displayed to view the entire list Change display Change column width To change the column width click on the edge of a column mouse pointer changes to a double headed arrow and drag the edge to the left or right by pressing and holding down the mouse key Change sort sequence Left click the top of the column whose sort sequence ascending or de scending you want to change Reset statistics You can delete the statistics list The empty list will then be filled up again with subsequent incoming calls Click the Reset button The contents of the list are deleted without con firmation request 115 Configuration Manager 116 Licensing The following specifications are necessary for CLA licensing Parameters apply for connection to a system lt 5 0 IP address of the License Agent CLA 127 0 0 1 License Agent port 61740 Under IP ad
9. CALL BACK gt 4 d 65 Reaching Parties More Effectively 66 Using the v EWE and buttons you can select from among ten predefined brief messages or enter a separate text O Please callback 1 Someone is waiting 2 Appointment 3 Urgent call 4 Do not disturb 5 Fax waiting 6 Dictation please 7 Please come see me 8 Please make copies 9 Ready to depart Enter other text The number and content of the brief messages listed here may differ from the messages actually stored in your system If you selected Enter other text you can enter any text Click the button to open the text input window and enter a text As soon as you confirm the option Send in the menu the message is sent Using the x button in the menu window you can cancel the input and close the window Reaching Parties More Effectively Display Delete Sent Info Click the Menu Window button The menu window is displayed Scroll down using the p button to Sent message and confirm with EA optiClient Attendant Ei WED 31 MAR 04 Send message w 4 d The v 06 and _ gt buttons enable you to view the sent messages and the time at which they were sent and delete these messages The x button in the menu window enables you to cancel the display and close the window 67 Reaching Parties More Effectively 68 Receiving a Message If messages are waiting for you these appea
10. Microsoft Outlook Express is not supported e Canonical format is supported e Special features must be taken into consideration regarding the format of the contact name in Microsoft Outlook gt Page 119 e Only the entries in the Outlook Contacts folder are used when running searches in Microsoft Outlook Sub directories are not searched Searching for a Station You wish to call Mr Adams However you do not know Mr Adam s station number Prerequisite the search in Outlook Contacts is enabled gt Page 104 Enter the first few letters of the name of the party you want to find in the traffic display in the Name Station number entry field of the attendant monitor for instance Ada and press Enter to confirm If Contacts in Mi crosoft Outlook contains the combination of initial letters entered the Outlook search list window displaying the search results is automatically opened Outlook search EI Adam Peter Lem WE In 2345578 Adamitzki Thomas Siemens 49 87554321 Adamo Jurgen Siemens 49 9786756453 The first station name that matches the initial letters entered is highlighted Select the desired station Using the left mouse button double click the selected line 87 Telephone Book Function with Outlook Contacts or Press Enter or Right click the selected line if you wish to call a user on his her cellular phone for example instead of via the default number If
11. You can prevent the attendant console s station number or name for example Switchboard from appearing on the called party s display not for internal calls You must activate this display suppression before dialing it then remains activated until you cancel it Activating Display Suppression Select Privacy on off from the Edit main menu or click the Privacy on off button The 123 icon appears in the status bar If you now call external party neither the station number nor the name of the attendant console will appear on his or her display Deactivating Display Suppression Select Privacy on off from the Edit main menu Left click the icon in the status bar The 123 icon disappears from the status bar The next time you place an external your station number or name will ap pear on the called party s display Reaching Parties More Effectively Reaching Parties More Effectively Automatic Callback When you cannot reach specific parties you can send them callback re quests to save yourself from attempting additional calls Enter the station number and press Enter to confirm your entry The sta tion cannot be reached Click Activate callback in the toolbar The icon appears in the status bar Your callback request is sent to the called station The system automatically calls back when e The called party hangs up e The called party returns and has conducted a
12. accept input from the keyboard or confirm a program call Click the button with the left mouse button Press the key on the PC keyboard Note or remark lie 1 Anumbered list describes steps you must complete in the order given e Bulleted text indicates an enumeration gt Page 8Reference to a page Basic Operating Instructions 10 Overview of Features Incoming and outgoing call display Call answering dialing transferring Toggling between two calls Three party conference Call holding and parking Redialing of the last ten numbers dialed Dialing with busy lamp field and repertory dial keys Dial via Caller list Callback and send message Call override Activate deactivate call forwarding Activate deactivate night answer Telephone book functions in the ETB using Microsoft Outlook Contacts Look up and display stations Look up and display station data Automatic provision of the station number for dialing Main Improvements and Changes Enhanced caller list gt Page 79 Statistics function for incoming calls with extensive sorting options gt Page 115 Dial in canonical form with Outlook Contacts gt Page 87 and LDAP searches gt Page 92 Internal telephone book ETD gt Page 81 can be imported from Attendant P V4 0 ask relevant service personnel for further details Simplified Configuration Manager start up gt Page 103 Zoom option in the busy lamp fields gt Page 23 Easy
13. acie oder ade Eden d KA han sg wee MAGA 26 Moving Station Numbers 0 a 29 Deleting a Station paa gb dd waah be cs es ES EE 30 OUnNG AMON Sts pama RE ECES O ERU Bun karag hon gtk ded Baked dei iud 30 Mice PAPA PA AS 2 Making and Answering Calls 33 Answering Gli ez uxor me rado rdc dU dc es E Rer bbe beeen oo Answering a Call aag 331 5 25 REGS SES ewes Bees Od 34 Contents Using Call Waiting Second Call 2 0 ee 35 Answering a Second Call Call Waiting ob Activating Deactivating the Call Waiting Tone 36 PICKING Up CallS e lt 4 atu ew eae Soe dk baa es eee dhe ee eee pd ale 97 Activating Deactivating the Ringer Signal 005 38 Setting the Volume 203 dud d qii aee GL A PCR aC C a e e d 39 Activating Deactivating the Microphone Mute 39 Actuating the Entrance Telephone Connection Door Opener 40 Terminating a Call a 41 Making GANS uada ek aer ah ee enema 42 Making External Calls 4 uw ee dior s cea teres eset ROCK a sees iUe eee 42 Personal Calls 45a naban dix ADA add haan DEAL PARARE S 42 Turning DTMF Suffix Dialing On and Off 0 43 Making Internal Calls a 43 Making Calls With Repertory Dial Keys 0 0 0 0005 43 Making Calls With the Busy Lamp Field 44 lesu AA 44 Switching Slates uuu ke a ah Wee ale wee weld whe dE E RI
14. attendant console is unattended for example after office hours External calls are forwarded to any internal night destination such as the security officer that you select The service personnel can configure whether or not the optiClient Attendant will be au thorized to activate night answer You can enter and select from among up to eight different internal night destinations Entering a Night Destination From the File menu select the Settings option to open the Settings win dow select the Night destinations tab Settings System Calls Paging Repdialkeys Night destinations Night destination 1 Night destination 5 o 7 PO Night destination 2 Night destination 6 30 Night destination 3 Night destination 7 pad fF Night destination 4 Night destination 8 PO Fe OK Cancel Enter the possible internal night destinations in the text boxes Click OK to confirm your entries Click the Back button to return to the attendant monitor To select a night destination click Change night dest in the Edit menu gt Page 74 and click the Night service button to activate it Page 75 73 Night Answer 14 Selecting a Night Destination You can select which night destination from among up to eight internal night destinations will answer incoming calls To do this either select a predefined night destination 3 Page 73 or enter one manually Predefined night destination Select Chang
15. call e The called party displays his or her messages and responds to the call back request When you answer the callback you first will hear a dial tone and then the other party will be called You can store up to ten callback requests 61 Reaching Parties More Effectively 62 or b Displaying and Canceling Callback Requests You can display and cancel callback requests that you have already issued Click the Menu Window button Left click the icon in the status bar The menu window is displayed Callback 103 cancel w 4 Using the v IME and _ gt buttons you can retrieve and cancel the callback requests The icon disappears from the status bar Using the x button in the menu window you can cancel the input and close the window Reaching Parties More Effectively Paging D This function is not available network wide gt Page 94 You can issue a speaker announcement to specific groups through your telephone These groups can be made up of telephones and speaker sys tems they are configured and assigned group numbers by the relevant service personnel These group numbers must be set to active mode in the optiClient Attendant Page 99 Select the Paging option from the menu bar to open a pull down menu with the paging groups 352 351 Select the group that you want to page The group number is dialed automatically You can now make your an nouncement
16. is displayed MI 19 DEC 01 gt Ill To avoid incorrect menu text display some characters missing data compression should not be activated in the communications platform to deactivate ask your relevant service personnel 31 User Interface Desktop 32 Operation The keys have the following meanings Confirm a function Scroll between functions Confirm changes corresponds to the DIAL key on the optiset E memory optiPoint 600 of fice Scroll between lines Delete input one letter at a time from right to left Call up window to input alphanumeric characters Set telephone e g ringer volume Close the menu window Making and Answering Calls Making and Answering Calls Answering Calls The call display provides you with a convenient means of answering incom ing calls It contains pull down list boxes that display all pending external internal and personal calls You can selectively choose and answer any call List boxes External calls Internal calls Personal calls Number of waiting calls Na A 0891234567 1 38041 Peters P 38559Miller Open list box Answer call Call Types For a complete overview of all possible call types see 3 Page 19 Examples e External A call from a party outside your communications platform who has dialed the system number and operator number such as 0 or whose call was not answered by an internal party and optiClien
17. number for example his or her pager number and press Enter to confirm your entry The menu window appears Station number Paging w 4 Using the v and _ gt buttons you can enter a message for example a station number for the party and page this party Using the x button in the menu window you can cancel the input and close the window If the party paged does not respond or if the radio paging equipment shuts off after a certain period of time you can cancel the page by clicking the Clear button n Forwarding Calls 72 Forwarding Calls You can forward both internal and external calls to various destinations in ternal or external telephones whether external destination is possible de pends on system configuration Activating Call Forwarding Click Activate call forwarding in the toolbar The following dialog box is displayed aptiClient Attendant Station number Cancel Enter the station number of the call forwarding destination internal or ex ternal telephone and click OK to confirm your entry Call forwarding is activated and the icon appears in the status bar Deactivating Call Forwarding Left click the icon in the status bar Call forwarding is deactivated and the icon disappears from the status bar Night Answer Night Answer D This function is not available network wide gt Page 94 Night answer is activated when your
18. personnel to set up this function The call detail file is stored in the installation directory ofoptiClient Attendant 97 Entering Settings 98 Calls In the other text boxes under this tab specify the paths to the wave files included in the software package for ringer signaling on the PC You can also assign individual Wave files with the key and play them back with the speaker key This must be activated for call signaling via wave files gt Page 107 Settings System Calls Paging Repdial keys Night destinations Wave file for external calls C Program Files45iemensAttendant P 6 0 Wave phonel6 w pa A Wave file for internal calls C Program Files45iemens4Attendant P 6 0 Wave phonel w BI A Wave file for private calls JE OK Cancel Entering Settings Paging Under the Paging tab you can configure the existing groups in the com munication system as active paging groups Settings Existing groups Active announcement groups a C OK Cancel From the Existing groups box select the groups that you want to be able to reach with a speaker announcement and transfer them to the Active an nouncement groups box Paging is now displayed as a menu option in the optiClient Attendant menu bar This menu option allows you to issue speaker announcements to the configured groups 99 Entering Settings 100 Repdial Keys Use the Repdial ke
19. telephone station number appears in your call display Take the call within 30 seconds You speak to the visitor on the entrance telephone Opening the Door You can operate the door opener while engaged in a call with the entrance telephone or when your phone is idle Click the door lock button in the toolbar The following dialog box is displayed aptiClient Attendant Enter door number Cancel Enter the entrance telephone s internal station number and click OK to confirm your entry Simply click OK if the entrance telephone number appears in the window while you are talking to the entrance telephone party The door is opened Clear or Back or Terminating a Call Terminating a Call One Party Click the Clear button hanging up or the F3 button must be con figured gt Page 106 to terminate your current call Two Parties Click the Back button or press F5 this must be configured gt Page 106 to terminate your current call and change to the waiting call If you are speaking to two parties alternately toggling or simultaneously conferencing you can interconnect the two parties by clicking the Con nect button the Clear button is replaced by the Connect button optiClient Attendant returns to idle mode and you can answer other calls again 41 Making Calls UE s TT Private EHEH 42 Making Calls Your optiClient Attendant attendant console al
20. the main directory window gt Page 81 The new station and its data are displayed here D If you click the Close button without saving the record the record is automatically saved and you are returned to the main directory window Click the Close button in the main directory window to exit the ETD and return to the attendant monitor 85 Electronic Directory ETD Delete Entry Click the Edit button in the main directory window to open another win dow with which you can delete the entry From the main directory window select the party whose entry you would like to delete Edit Click the Edit button D e ete x mi Close record General Additional Name Station number adam Franz 0897221 2345 Company Fax number 5 iemens AG 08972254321 Street Private Hofmannst 51 081 234567 Postal code Radio at 359 v 727554321 City Alternative M nchen v 71234567 A Delete the entry with Delete Confirm your request with Yes Click the Close button in the main directory window to exit the ETD and return to the attendant monitor 86 Telephone Book Function with Outlook Contacts Telephone Book Function with Outlook Contacts The telephone book function provides you with a convenient means of searching for stations and dialing the numbers The Microsoft Outlook Contacts folder is used as a data source for this Ill aa note
21. to operate enter delete and speed transfer functions via a popup menu in the busy lamp field gt Page 26 gt Page 30 gt Page 45 Message and Substitute function in the busy lamp field gt Page 27 gt Page 27 Sort function in the busy lamp field gt Page 30 Improved program interface for example toolbar regrouping integrat ing the display in the main window Basic Operating Instructions Convenient Call Number Search The optiClient Attendant enables you to access different data sources for the station number search depending on your configuration e Searching in the Electronic Telephone book ETB gt Page 81 e Searching in the Microsoft Outlook contacts if Microsoft Outlook is in stalled 3 Page 87 e Searching in the telephone book gt Page 90 e Searching in the telephone book on CD ROM if the CD ROM is avail able 3 Page 91 e Searching per LDAP server if LDAP server is available 3 Page 92 If a desired function is not available please contact the relevant service personnel Target Group for this Manual This manual is intended both for personnel working with the optiClient Attendant console who are familiar with the Windows user in terface and for System Support service personnel who configure and oversee the optiClient Attendant console The manual contains all the information you will need to operate and con figure the optiClient Attendant attendant console e To make important information easy
22. 4 184 505 525 545 565 MI 13 DEC E 105 125 145 165 185 526 546 566 t05 12 14 166 185 sor s w val gt ES ecd Ie 107 127 147 167 187 508 528 548 108 128 148 168 188 529 549 ws 123 ta 19 1m 510 so so MI ind 110 130 150 170 190 511 531 551 enu win OW 111 131 151 171 191 532 552 may be activated 112 12 35 172 12 513 sa s 113 133 153 173 193 514 534 554 114 134 154 174 194 535 555 lt Busy lamp field s 115 135 155 175 195 516 536 556 Display optional 16 1 136 156 176 196 517 537 557 117 137 157 177 197 518 53 558 nm 118 138 158 178 198 519 539 553 119 139 159 179 199 520 540 560 14 User Interface Desktop Main Window Menu bar The menu bar contains a series of main menu options Clicking one of these main menu options with the left mouse button opens a correspond ing submenu pull down menu with additional menu options e File This menu allows you to configure general settings for the optiClient Attendant The Exit command terminates the optiClient Attendant application e Edit Use this option to activate DTMF suffix dialing during a call select the night answer destination and activate deactivate various functions e Window With this menu you can call the busy lamp field the Windows note book and the search window e Repdial keys optional You can d
23. Any new calls are forwarded to the night destination Deactivating Night Answer eft click the icon in the status bar Call forwarding to the night destination is deactivated and the icon dis appears from the status bar 15 Notebook 76 Notebook The Notebook function opens the Editor program in Windows Opening the Notebook From the Window menu select the Notebook option The Editor is displayed You can save open and print the notebook files via File in the Editor menu Call Detail Recording for Individual Calls Call Detail Recording for Individual Calls D This function is not available network wide gt Page 94 When a party using an internal telephone one that is accessible to the public such as a pay phone terminates a chargeable call the call charges can be displayed on the optiClient Attendant console However the service personnel must have configured the pay phone function in the system Click the Call box button The menu window appears 140 0 12 EUR select w 4 Using the v IME and _ gt buttons you can select the internal sta tion and display print or delete the call charges incurred and the call dura tion Using the xj button in the menu window you can cancel the input and close the window 71 Programming Changing Repdial Keys 78 Programming Changing Repdial Keys You can program the station numbers or codes you use th
24. F Suffix Dialing On and Off While engaged in an external call you can activate a sequence of digits to control answering machines or information and switching systems Select Tone dialing from the Edit menu or click the Tone dialing but ton A window for entering the DTMF digit sequence appears Enter the digit sequence and click the OK button Making Internal Calls Enter the number of the internal station and press Enter to confirm You can also dial the station from Outlook Contacts gt Page 87 the busy lamp field gt Page 44 or the repertory dial keys gt Page 43 You can program the system so that automatic line seizure is acti vated It will then be unnecessary to dial the external code when placing external calls However you will then have to click the Internal button before placing internal calls This button is displayed only if automatic line seizure is activated Making Calls With Repertory Dial Keys Use the repertory dial keys to call a station directly If repertory dial keys have been configured in optiClient Attendant gt Page 100 the Repdial keys option appears on the menu bar Select the Repdial keys option from the menu bar to open a pull down menu with the repertory dial keys Miller 101 Jones 102 Green 110 Smith 120 Select the name of the station that you want to call The station number is dialed You can also store codes for controll
25. ING AA 37 terminating NNMERO LO 41 ventis qc 57 Configuration Braille terminal annene 114 Call characteristics 107 Call signaling AA Eee onem 98 CD ROM LDAP MS Outlook 104 connection type eeeeeeeee 95 Connection via IP assecc 108 Data transfer to PC wow 95 Heh MERE 116 Night destinations sssssse 101 Paging OrOUPS namana aasang 99 Repdial keys 100 Save in Configuration Manager 117 Saving SETTINGS o n 102 DOODLE senn a EA 96 Starting Configuration Manager 103 configuration busy lamp field colors 105 Statistics FUNCT ON uester 115 Configuration Manager 103 Configuring station groups in the BLF 28 Connection type DENM MENT EM 95 consultation hold nnee 54 D desktop u a 14 Determining a substitute in the BLF 27 dialing with repdial keys o oo a 43 HG NOLOISUNO aNd aaa 59 OOF COC ION awan Naan 40 E Electronic Directory ETD 47 81 emergency operation sse 93 Empty field oo a 28 entrance telephone 40 ETD adding stations wc cece eee 83 editing entry iiciin 85 86 searching for stations 82 SANTI AA AY 81 ETD tab Additional PAA 84 General AA 83 Index explanation of symbols u 111111 9 external call l 42 F T
26. Interface Desktop Busy Lamp Field The Busy Lamp Field BLF is used for signaling the line status of individual Stations e g external busy with colors and for convenient and rapid sta tion number dialing Representation Up to three busy lamp fields may be configured each with max 240 status keys i e 720 status keys in total Every status key which has been assigned to a station gt Page 26 displays the stations number in Number mode When the mouse pointer pauses on the key the associated name if available is displayed as a tool tip In Name mode station numbers if available are immediately displayed as key labels The relevant station number is displayed as a tool tip Up to 140 status keys may be configured per BLF in this mode Depending on the status key color configuration different colors are used to signal the trunk status of the station You can resize a busy lamp field by clicking and dragging its margin The size of the status keys and their labeling is automatically adapted the num ber of status keys remains unchanged For further details on configuring BLFs number of BLFs labels number of status keys color and mode see gt Page 105 and gt Page 106 To select a station click the status key assigned to this station gt Page 44 23 User Interface Desktop Calling Up the Busy Lamp Field The busy lamp field opens automatically when you start optiClient Attendant depending on con
27. MA BAGS ERI a 44 Making Calls With Redial maka ume wa NIA de Pee 943 baw eee 83 46 Making Calls with the Electronic Telephone Book 47 Making Calls From Contacts in Microsoft Outlook 48 Consultation Transfer Conference 49 Transferring Calls ann aaa d odet ge aed area obese Ghote meee bes 49 screened ransfer suse s ow ieee weed eee eee RACE bbe aes 50 Unscreened Transfer 0 0 0 000 ce ee eee 51 Speed Manse n onsen mGA seo ee eee ae uu Ed con Nay oe ER 52 Transfer after parking placing on hold 0000 53 Consultation Hold iu scares aar dior pere exce darc ung bas 54 goo r L 55 Placing External Calls on Hold 2 asm tna nsn ala ior AA AA 56 CONTETENCE s a cca doRG ues aduer eder oe heh 9 Robe SADERA E we IS HORS A 57 AA AP AA E 58 Ovemiding Talls PAA 59 Overriding Do Not Disturb Ka Ka cato Rm daw es xs 59 Station Number Display Suppression lille 60 Contents Reaching Parties More Effectively 61 Automatic Callback onana naaa eee 61 Displaying and Canceling Callback Requests 62 PIO se easy asa oc ce ook bso aloes be pes LADY LAGA PAD Sek 63 See CES AA APP e ee cae eee 64 Messages AA 65 Sending a Message 0 ee eens 65 Display Delete Sent Info ee 67 Receiving a Message ee ee 68 Transferring an External Trunk 2 0 0 000 eee 69 Releasing an Extern
28. S MOSS AA 10 function keys CONOUG MEN anan 106 default assignment ssss 126 H hold external calls o n 55 internal call AA 43 IP telephony MN RETO 94 K keyboard commands 125 L LAN telephony cicien 94 EDAP SGIVET EE 92 activating searches 104 list Of call types erneer 19 M MAIN WINAOW E 8 ache ke ec NN 42 external NER 42 from Outlook Contacts aaa 48 internal cree 43 with electronic telephone book 47 WiN VOGUE AA 46 with the busy lamp field 44 MONDA MN Er 15 menu WINKOW eeR 31 message gze uie 68 SENANG AA 65 microphone activate deactivate 39 LAAN 39 122 N name mode sees 106 NIght aANSWET a 73 activating AA 79 deactivating 2ccvccincercavidacdviaddennesetoniaepesaced 75 night destination ieee 101 SRST AA Ta selecting 74 OUI AA 76 0 opening search window for LDAP server 92 operating procedure ierre 9 Outlook Contacts editing entries ooo ccc a 89 entering users seessssseeeeees 89 searching by station data 89 searching for stations 87 telephone book function 87 VS NS AA a 59 P ere lae RT RO 63 64 99 CA PE 58 pull down menu eene 15 R radio paging PSE AA 71 Reaching me 61 zs MEM o 46 releasing an
29. aes Call busy lamp field gt Page 23 Display caller list Page 79 Open Configuration Manager gt Page 103 Display list of most recently dialed numbers gt Page 46 Activate deactivate callback gt Page 61 Override busy station gt Page 59 Initiate conference gt Page 57 Set volume gt Page 39 Release trunk gt Page 70 Transfer trunk gt Page 69 Activate deactivate night answer gt Page 7b Activate deactivate call forwarding gt Page 72 Send message gt Page 65 Activate deactivate calling line identification restriction gt Page 60 Initiate DTMF suffix dialing tone dialing gt Page 43 Open door lock gt Page 40 Request call charges pay phone gt Page 77 Speaker call gt Page 64 Open menu window gt Page 31 Call up Electronic Telephone Book ETD Page 81 Display popup menu for advanced search in Outlook gt Page 89 Start telephone directory CD gt Page 91 Opening search window for LDAP server gt Page 92 Open search window for telephone book gt Page 90 User Interface Desktop Status Bar Advisory and system messages on the status bar e The current status of optiClient Attendant during the loading operation is displayed on the right hand side The program is ready when System ready is displayed in the status bar If the data of the communications platform has been modified the Please wait message appears in the system bar to inform you that the program is being updated
30. age Select the busy lamp field Right click the status key before which you want to insert the empty field A popup menu with several functions opens Select Insert an empty field from the popup menu An empty field is inserted above the selected status key All subsequent status keys move down a position as a result of this insertion The functionality of the last key lower right corner of the BLF is deleted by the BLF Aa d GE E User Interface Desktop Moving Station Numbers In the BLF you can move station numbers from one status key to another in order to group certain station numbers for example Select the busy lamp field Press the Ctrl and Shift keys while simultaneously left or right clicking the status button that you want to move While holding down the mouse button drag the status button to the posi tion required When you release the mouse button the station will be in the new position 29 User Interface Desktop B e S GE I 30 Deleting a Station Select the busy lamp field Right click the desired status key A popup menu with several functions opens select Delete entry from the popup menu The station number is deleted from the busy lamp field Deleting a station from the busy lamp field does not delete it from your system in other words you can reconfigure it at any time gt Page 26 Sorting Stations You can sort the stations of a group
31. al Neccssvsceessvecesssseoesees Addition 1 Addition 2 Addition 3 nt Addition 4 Addition 5 mj Click the save icon to save the data Clase Click the Close button to return to the main directory window gt Page 81 The new station and its data are displayed here D If you click the Close button without saving the record the record is automatically saved and you are returned to the directory s main window Click the Close button in the main directory window to exit the ETD and return to the attendant monitor 84 Edit Electronic Directory ETD Editing an Entry Click the Edit button in the directory s main window to open another win dow with two different tabs on which you can modify the information for the selected party From the directory s main window select the party whose entry you would like to modify Click the Edit button Another window is displayed with two different tabs on which you can modify the party s data T Save record se E Return to main di f amp eneral Additional rectory window Name Station number adam Franz 0897221 2345 Company Fax number Siemens AG 08972254321 Street Private Hotmannst 51 081 234567 Postal code Radio ai 359 n 727654321 City Alternative M nchen n 71234567 Click the save icon to save the data Click the Close button to return to
32. al Trunk a 70 Radio Paging PSE Not for U S sas mamas ese erem ER 71 Forwarding Calls lisse 72 Night Answer cece cece eens 73 Entering a Night Destmallolt us egeat AG NG DAYAN Rs 739 selecting a Night Destination llle 74 Activating Night Answer 0 0 0 0 aaa 79 Deactivating Night Answer llle 75 Notebook aka ANA BA PANDA ete RR Dern 16 Call Detail Recording for Individual Calls 11 Programming Changing Repdial Keys 18 Use Caller List 12 cvi GAP torrie 3 de dee od 19 PEUT CA EPI 79 Delete Individual Entries a 80 Delete Entire DES x cxa a ope RR do d Cd X 4 Pen 4977 Ka Bodo NA dic MAY 80 Contents Electronic Directory ETD 81 Starting the EID s snas a mm kak Ba ARLAN ate pap Rv ECE RE X 3 81 Searching for a Staton a Ka waa 3723279 rers NADYA e Oe OR p 82 Adding New Stations 0 0 llle 83 CUEING an Yin 2a oa ea hed we Bee me Ge nn Bae Gn GE eG ee 85 Delete ENUY 86 Telephone Book Function with Outlook Contacts 0 aaa 87 Searching TOF a SALON 2 wade dar tar tae asc exo Hea ee be ane Eas 87 Searching on the Basis of Other Station Data 89 Updating Telephone Book Data 0 0 0 0 00 eee ee 89 Search the Telephone Book 90 Starting telephone directory CD 91 Using a number on the telephone director
33. al because no external trunk is available You can select a busy trunk and disconnect the call on this trunk to make the trunk available for your call Keep in mind that this function disconnects calls in progress and should be used only in dire emergencies Releasing a Busy Trunk You wish to dial an external station number but already hear a busy signal before you dial Click the release trunk icon in the toolbar The menu window appears Trunk 7801 select Using the _ IMF and _ gt buttons you can select and release an external trunk Using the x button in the menu window you can cancel the input and close the window Now enter the station number and press Enter to confirm your entry The station is dialed via the released trunk If your system is not configured for releasing an external trunk the release trunk button will not appear in the toolbar Reaching Parties More Effectively Clear Radio Paging PSE Not for U S D This function is not available network wide gt Page 94 If you call an internal station and cannot reach the party at his or her work station you can call the absent party using the radio paging equipment Prerequisite radio paging must be programmed in the system Select the PSE menu item from the Edit main menu The following dialog box is displayed aptiClient Attendant x Please enter a number Cancel Enter the desired party s station
34. ame Station number entry field of the attendant monitor enter the surname of the party you want to find in the traffic display and press Enter to confirm If the name Is saved in the Electronic Telephone Book Page 81 it opens automatically displaying the matching name Open the Electronic Telephone Book and highlight an entry If you want to call a user on his her cellphone for example instead of via the default number you can select this number from the Station number selection list provided it is entered in the ETD gt Page 83 Click the Dial button or confirm with Return The station number is dialed For a detailed description of this function see gt Page 82 4 Making Calls 48 CB x Making Calls From Contacts in Microsoft Outlook Prerequisite the search in Outlook Contacts is enabled gt Page 104 In the Name Station number entry field of the attendant monitor enter the surname of the party you want to find and press Enter to confirm If the name is stored in Microsoft Outlook the Outlook search list window opens and the name s are listed Using the left mouse button double click the line containing the required entry The station number is dialed For a detailed description of this function see gt Page 87 Consultation Transfer Conference Consultation Transfer Conference Transferring Calls The following methods can be used to transfer an answe
35. ange as a result of further develooment of the products An obligation to provide the respective characteristics shall only exist if expressly agreed in the terms of contract The trademarks used are owned by Siemens AG or their respective owners optiClient Attendant In purchasing the optiClient Attendant you have acquired an advanced PC attendant con sole for your HiPath communications platform Your PC must be connected to your communications platform to perform all switching functions from your PC Three different options are available for this depending on the implementation site e Via IP using the LAN cable of your PC e Viaa USB cable to an optiPoint 500 or optiPoint 600 office system telephone at your communications platform e Via the control data adapter on the optiset E system telephone at your communica tions platform The optiClient Attendant software is compatible with different Windows operating sys tems so that you can conveniently transfer telephone calls and look up phone numbers in Outlook Contacts while simultaneously running other PC applications such as Microsoft Office programs The optiClient Attendant attendant console provides you with e A variety of switching and administration functions e A high degree of user friendliness thanks to the Clearly designed Windows based user interface Straightforward operation using a keyboard and mouse Simultaneous use of other PC applications
36. arch the Telephone Book This function searches for names and phone numbers in the telephone book D This function must be supported by your communications platform Please ask your service personnel to activate this function Click the Telephone Book button select the Search the telephone book menu item from the Window menu Press the F12 key The Search the telephone book window opens Search the telephone book E Cancel Enter a name You can also enter part of a name for example mil for Miller The search function is not case sensitive Confirm with OK If one or more entries are found these are displayed in the menu window Using the v IME and gt buttons you can select and call a station Using the x button in the menu window you can cancel the input and close the window s Starting telephone directory CD Starting telephone directory CD A telephone directory CD can be started by way of the telephone direc tory CD button in the main window of the optiClient Attendant The precondition is that the telephone directory CD has been integrated into optiClient Attendant Integration of the telephone directory CD function see Page 104 Operation of the telephone directory CD varies according to the telephone directory CD software which is used In order to use the telephone directory CD please read the documentation supplied with the telephone directory CD soft
37. ard Commands Important Keyboard Commands 125 Basic Operating Instructions Basic Operating Instructions User Interface of optiClient Attendant optiClient Attendant main window optiClient Attendant Biel E3 File Edit Window Language E mg 2 t Pos amp O Bl AD 9 w 89 9c m B s at Hold Name Station number Back Park General Clear Station number System ready Busy lamp field s display optional 120 140 160 180 501 521 541 561 121 141 161 181 502 522 542 562 182 523 543 563 10 50 70 DDR 1 EN 11 E 31 EE 51 Ear 71 2 13 33 53 73 33 LEN 4 554 EC 14 MEM 34 NN 54 Pu 74 194 515 5 535 555 Ba 196 eae E sm e a pa a Menu Window may be activated MI 19 DEC 01 Basic Operating Instructions How To Use These Operating Instructions You will find a graphic representation of the steps in logical sequence on the left side Below is an explanation of the symbols Click the right mouse button once Hold down the left mouse button and move the mouse click and drag Click the left mouse button twice Click the left mouse button once Enter letters or numbers from the PC keyboard for example user names or station numbers Select an option from the menu bar a pop up menu or a tab in a program window Press Return to
38. can be answered by clicking the answer call button g List boxes External calls Internal calls Personal calls Number of waiting calls 2 Fl 1 Zl 4 E 0891234567 38041 Peters Open list box Answer call You can also recognize the different call types by means of the flags and the list field where the call is displayed p r Exemdcl KC External call Internal Internal call 1 2 Private call S mema Doorbel cai 4 5 Internal Callback W External External recall Internal Internal recall Piemares ooo e amp mema mema canere SW ema Imemalrecal from p mo P mema roye DD 1 Type number for flagging in the statistics gt Page 115 A priority call is always displayed at the top of the middle list field so that it is clearly visible The number of waiting calls is indicated to the right of the list boxes 19 User Interface Desktop 20 Switching area You can call a user by manually entering the station number in the Name Station number entry field of the switching area If you enter a name a search for this name will be initiated in gt Page 104 either the ETD gt Page 47 or Microsoft Outlook Contacts gt Page 87 depending on the Configuration Manager settings Call Processing Buttons Held gt Page bb i Back gt Page 41 Pak gt Page 58 Teggle gt Page 56 Clear gt Page 41 Dialing Buttons General gt Pa
39. ch gt Page 82 Configuration Manager Busy Lamp Field Double click the Busy Lamp Field entry with the left mouse button to show hide its submenus Colors of BLF You can determine the colors to be used for signaling the various line sta tuses of the status keys on the BLF here gt Page 23 Colours of BLF Busy Internal Busy External Call user Station is diverted Do not Disturb is active Click the key beside the status whose color you wish to change A color selection dialog appears You can select one of the predefined colors by clicking it or alternatively you can mix your own color Click OK to confirm II The availability of the Station is diverted and Do not Disturb is ac tive functions depends on your version of the communications plat form 105 Configuration Manager 106 BLF Configuration The following settings can be performed for each of the three available BLFs gt Page 23 Text for the BLF Office 180 bd Number of displayed stations Display names v Display BLF Enter the text that should appear in the title bar of the relevant BLF in the Text for the BLF field Specify how many status keys the BLF contains in the selection list field You can select 20 to 240 status keys number specified in multiples of 20 Up to 140 keys can be selected in Name mode Activate Display name if you want the name to appear directly on the sta tus key Name mode The nam
40. dial the party from Outlook Contacts gt Page 87 or using repertory dial keys gt Page 43 The two stations appear in the traffic display The first party is automatically placed on hold Wait until the destination station responds and announce the call Connect the station by clicking the Clear button As soon as the stations are connected their data is deleted from the traffic display and you are free to answer another call If the station is busy or does not answer click the Back button to return to the first party or Consultation Transfer Conference Unscreened Transfer Accept the call The call appears on the traffic display While engaged in the call left click the status button for the station to which you want to transfer the call The system dials the number While engaged in the call enter the number of the station you wish to reach and press Return to confirm The system dials the number you can also dial the party from Outlook Contacts gt Page 87 or using repertory dial keys gt Page 43 Both stations appear in the traffic display The first party is automatically placed on hold Wait for the ring tone and connect the station by clicking the Clear button As soon as the stations are connected their data is deleted from the traffic display and you are free to answer another call If the third party is busy or does not answer click the Back button to re turn to the first par
41. do not enter a port range arbitrary ports assigned by the operating system will be used on your PC e RTP port range from to Enter the port range for voice connection here e H 245 port range from to Enter the port range for signaling connection here e H 225 port number Enter the port range for operating Netmeeting in parallel to optiClient Attendant here e g to release documents on another PC without audio connection Default is port 1720 Click the Reset button to reset the port restriction values to default con figuration Quality of service Layer 2 User priority acc to IEEE802 1p Mark packets Call signaling D Y Voice payload 0 Y Layer 3 Priority classes Codepoint acc to DiffServ Mark packets Call signaling 0 M Voice payload 0 Y For each transmission layer e ayer 2 User priority acc to IEEE802 1p and e Layer 3 Priority classes Codepoint acc to DiffServ you can specify using the Mark packets checkbox whether or not the optiClient Attendant data for traffic types Call Signaling and Voice pay load should incorporate the configured values Configuration Manager Virtual Private Network Mode IP address no buf Mode The following security mechanisms are available no no security automatic automatic security manual manual security IP address Enter the IP address of the corresponding VPN network subscriber here Sound device Mixer devic
42. dress of the license agent CLA specify the IP address of the license agents Under License agent port CLA specify the port number of the license agents For further information on licensing please contact your service person nel Configuration Manager Saving Settings You must save your entries in order for the changes in Configuration Man ager to be applied Transfer Click Transfer to confirm changes Click OK to confirm the message in the dialog box The Transfer button is only active if at least one modification was made in the Configuration Manager 117 Error Correction in optiClient Attendant 118 Error Correction in optiClient Attendant This section discusses possible solutions to problems that may arise when operating optiClient Attendant Startup Problems The optiClient Attendant does not start correctly e Check whether you have too many other programs open e Shut down your computer and switch it off and on e fthe problem persists uninstall the optiClient Attendant software and then reinstall it see the CD ROM CDoptiClient Attendant booklet A licensing error is displayed at startup optiClient Attendant Licensing error Check your settings The software is running in restricted mode e Ensure that the license agent CLA is available on the PC e Check the Configuration Manager settings with respect to the CLA data gt Page 116 Fo
43. e most on the ten repertory dial keys A sequence of codes can be used to control a voice mail system or an answering machine or activate functions on the commu nications platform Such as entering 82 to display the caller list From the File menu select the Settings option to open the Settings win dow Select the Repdial keys tab Settings Name Station number Mile 101 Been qo Smith 1 20 OK Cancel In the text boxes enter the names and station numbers of the stations de sired Click OK to confirm your entries Click the Back button to return to the attendant monitor You can now reach your parties directly via the repdial keys From the menu bar activate the Repdial keys menu gt Page 43 to access the pull down menu with the repdial keys Miiller 101 Jones 102 Green 110 Smith 120 The Repdial keys option appears in the menu bar only if you have configured repertory dial keys in the Settings window Page 100 M Close Use Caller List Use Caller List The caller list displays all incoming calls answered and unanswered in a chronologically sorted list You can use this list to conveniently return calls and delete entries from the list Click the Caller list button It opens the Caller list window 03 02 2004 Scroll bar 356 004989882325 25 Date of call 14 7645872 003082734 Time of call Caller station numbe
44. e night dest from the Edit menu The following pull down menu appears Tone dialing Change night dest Manual entry Ringing onjoFf 110 1 30 140 150 Mute onfoFf Privacy onjoFf Camp on without tone an afF Personal search Select a night destination The night destination selected is identified by a check mark After you activate the night service gt Page 75 all calls are forwarded to this night destination Entering a night destination manually Select Change night dest from the Edit menu The following pull down menu appears Tone dialing Manual entry Change night dest Ringing onfoFf Mute onjotF Privacy onjoFf Camp on without tone onfoFf Personal search 1 30 140 Select the Manual input option The following dialog box is displayed aptiClient Attendant E Change night dest Cancel Enter the night destination number and click OK to confirm To select the night service programmed in the system by the service per sonnel enter an asterisk for the night destination After you activate the night service gt Page 75 all calls are forwarded to this night destination Night Answer Activating Night Answer Click the Activate night answer icon in the toolbar Call forwarding to the night destination is activated and the 3 icon ap pears in the status bar D You must still answer any waiting calls in the call display
45. e used SoundMAX Digital Audio Recording device used SoundMAX Digital Audio Y Output device used SoundMAX Digital Audio Y Use the USB phone headset USB phone Mixer device used Select a mixer device from the list to be used for audio signals on the PC Recording device used Select the device from the list installed on your PC to be used for au dio recording on the PC Output device used Select the device from the list installed on your PC to be used for au dio output on the PC Use the USB phone headset Activate this checkbox if you want to make calls using the Siemens USB phone headset Siemens USB phone Activate this checkbox if your USB phone is a Siemens USB phone 113 Configuration Manager 114 Connection for Braille Console The following information is required for connecting a braille console Select the COM port Com 1 Y Active From the selection list field select the interface for the braille console Com 1 to Com 4 and check the Active checkbox if the console should be activated via the selected interface Reset Configuration Manager Statistics The statistics function contains information on all incoming calls Type of call see Call Types gt Page 19 Caller station number Name of the caller Destination station number Date of call Time of call T 0 00816122436 12 11 03 2004 12 44 59 0 008161714775 12 12 03 2004 10 57 41 0 00816122436
46. ed status button for the station being called The call is picked up and you can speak to the other party 37 Making and Answering Calls 38 Activating Deactivating the Ringer Signal By connecting via USB or a control data adapter you can deactivate the Speaker on the system telephone and thus the ringer signal on the tele phone receiving an incoming call When the ringer signal on the telephone is deactivated the telephone signals the call only visually although you can have it signaled audibly using wave files to activate wave files gt Page 98 and gt Page 107 optiClient Attendant can be configured so that the ringer signal for incom ing calls is automatically deactivated when optiClient Attendant starts up gt Page 95 The Mute on off message then appears in the menu win dow and the icon appears in the status bar di Deactivating the Ringer Signal Select the menu item Ringing on off from the Edit main window The ringer signal is deactivated at the telephone and the d icon appears in the status bar Deactivating the Ringer Signal Select the menu item Ringing on off from the Edit main window Left click the icon in the status bar The ringer signal is activated on the telephone and the d icon disappears from the status bar ch Making and Answering Calls Setting the Volume You can change the volume of the handset speaker in other words you can select the vo
47. es must be available for this If you activate Display BLF the relevant BLF is visible and is automatically displayed when starting optiClient Attendant Configuration and key as signment are not deleted if the BLF is deactivated Function Keys You can select the assignment of function keys on your PC keyboard End ES Sa n Hold Return to held call Toggle Park m NM Override m co Mute on off Conference 4 F1 Select a function key from F1 to F10 For standard key assignment see gt Page 126 Configuration Manager Incoming and Outgoing Calls Do not change focus on incoming call T Text input in Hold and Park Wave file activated Deactivate automatic hold with end key T Show the caller destination number Extend trunk m Min length of external number Do not change focus on incoming call Here you can specify if optiClient Attendant is automatically displayed on top if multiple Windows programs are open Text input in Hold and Park This function allows you to input text if a station is in Hold gt Page 55 or Park gt Page 58 state Wave file activated Here you can specify if the configured wave files gt Page 98 should be audible for call signaling Deactivate automatic hold with end key Activate this function if simplified hold hold without end key is config ured in your communications platform Show the caller destination number Activate this f
48. external trunk 70 repdial keys Justine ttr Pet 43 78 100 requirements eee 12 ringer signal deactivating sssssseeeeeee 38 S screened transfer cieren 50 search Outlook Contacts i 87 telephone book necces 90 cenae Mr 3b settings CA n E 98 settings night destinations 00 cece 101 PAIN AA Ern 99 repdial keys 100 UG sesso ideae aala 95 silent call waiting 2Q XXX 36 sorting stations in the BLF 30 speed transfer Uu 52 otart Configuration Manager 103 starting the telephone directory CD 91 startup z0ieptz cR T T3 man al NN UR 13 STATISTICS TUNCTION uut tnt ttt 115 Slag US alr m 17 status button defining Colors DEM RET RETE EE 105 SAUS KOy c c 23 Creating NOteES asana dup rat et ebd aiv 27 defining the number 106 inserting an empty field 28 inserting captions 28 sino 26 TOTO AA iA E 29 SONNO TRE 30 substitute AA 27 Substitute CGI cere AA 44 System Update Uu 95 T telephone book CD activating searches 104 soo APAN 56 TOO AN 16 KANG OO NM 18 21 transfer after parking placing on hold 53 0 0 mak ma KAAWAAN 50 Se AA 52 Frisia 51 transferring an external trunk 69 transferring calls 49
49. figuration gt Page 106 If it does not appear follow the steps below to open it amp Click the busy lamp field button in the toolbar P Select the BLF option from the Window menu The busy lamp field max 3 configurable appears Office x 389 501 101 a 121 141 EH 161 181 102 122 142 162 ERE Ee 38 54 GB 2 a Ee 511 111 131 151 171 191 113 133 153 173 193 514 114 134 154 174 194 TE ree Ma las lo o 116 136 156 176 196 517 i 5 117 197 157 177 197 ns 158 ve 198 513 ns aan 139 159 179 199 Status key When you click one of the labeled status keys the number for this station is automatically dialed gt Page 44 Double clicking a status key has the same effect as single clicking it 24 User Interface Desktop Right clicking displays a context sensitive pop up menu with additional functions example Speed transfer Delete entry New entry Insert an empty Field Insert a caption Message k Substitute You can perform the following functions via the pop up menu on the BLF Speed Transfer gt Page 45 Deleting a Station gt Page 30 Manual Input gt Page 26 Inserting an empty field gt Page 28 Inserting Captions for Station Groups gt Page 28 Creating a Note for a Station User gt Page 27 Determining a Substitute for a Station gt Page 27 Sorting Stations gt Page 30 25 User Interface De
50. ge Please wait System In the System directory you can specify the connection type activate the settings for the busy lamp fields BLF and activate general settings for the attendant console Settings E Connect to Number redial only for external numbers Deactivate night answer at start Activate silent call at start Call detail file OK Cancel Connect to Com 1 Select the PC interface for the following connection types in the selection list field e optiset control data adapter COM 2 or COM 1 e USB COM 3 e P connection IP Further parameters are required with this connection type gt Page 108 System Update KA Data relevant to optiClient Attendant such as the local call plan for exam ple are transferred from the system to the PC via the System Update key 95 Entering Settings Set BLF EJ The Set BLF key allows you to transfer user data from the local call plan your system s users to a busy lamp field Stations from networked systems can only be entered manually gt Page 26 To move status buttons on the BLF see gt Page 29 Prerequisite A call plan was loaded using System Update gt Page 95 and at least one BLF is displayed gt Page 24 Click the Set BLF key A list window displaying the current user data opens automatically Highlight some or all of the list entries by clicking and dragging Add individual entries to t
51. ge 42 Private gt Page 42 Only visible in the case of automatic line seizure Internal E gt Page 43 User Interface Desktop Traffic Display ANAN Name or number of active 17 Company gt party 4 wv TF Mame Meyer Name and or number of passive party Station number 101 The upper column of the traffic display shows the first party when you an swer or place a call same display as in an optiPoint device The passive call is displayed in the lower column of the traffic display if for example you put a party in consultation state to call a second party For internal calls the station number and if possible the station name are displayed For external calls the station number and possibly the name are displayed only in the case of a networking connection ISDN IP with CorNet N 21 User Interface Desktop 22 Call list The call list indicates all calls which are currently on hold or parked If a text has been entered by the station user in connection with holding or parking this is also displayed For information about configuring text input in connection with holding or parking see gt Page 107 Trunks Position O Smith is waiting for Miller Description of the situation Holding parking position Held parked station You can retrieve the call from the hold gt Page 55 or park gt Page 58 status by double clicking the left mouse button on the entry in the call list User
52. he F6 button this must be configured gt Page 106 You change to the waiting party IB You cannot activate the toggle function if you used the Hold button to place one of the two parties on hold Interconnecting Two Parties Click the Clear button to interconnect the two stations Set up conference You can set up a three party conference between yourself and the other two parties by clicking the Set up conference button gt Page 57 or Consultation Transfer Conference Conference You can add another party to an existing call to form a three party confer ence in which all three parties can speak to one another Prerequisite You are currently conducting a call and another party is wait ing for example on consultation hold Click the Initiating conference symbol command button Press the F10 button this must be configured gt Page 106 The message Conference is displayed in the status box for both parties The three party conference is initiated The icon appears in the status bar ia You can also initiate the conference after toggling several times gt Page 56 Terminate conference Left click the icon in the status bar All conference members are then disconnected and the icon disap bears from the status bar Click the Clear button to leave the conference the other two parties re main interconnected 5 Consultation Transfer Conference Park
53. hose highlighted or delete individual entries from your selection Ctrl e 6 BLF Highlighted entries List window Click a highlighted list entry and press and hold the mouse button to drag the entry to the BLF status key after which you want to transfer the select ed entries a icon appears at the mouse cursor 96 Entering Settings The highlighted entries are transferred to the BLF once you release the mouse button pi a 14 lt t Transferred en EN rc Cai 19 NE Number redial only for external numbers This option allows you to restrict the number redial list to external calls Il External station numbers can be identified by the number of digits The number of digits can be configured gt Page 107 Ensure that you configure the trunk access code correctly gt Page 107 Deactivate night answer at start If you select this option night answer is automatically deactivated if it was previously activated when the optiClient Attendant is started Activate silent call at start If you select this option the ring tone is automatically deactivated when starting optiClient Attendant only in the case of connection via USB or a control data adapter Call Detail File This option cannot be changed in optiClient Attendant displays whether all chargeable calls with their values are to be saved in a call detail file Contact your service
54. ial your party directly from this menu with these repdial keys This menu option only if you have configured repdial keys in the optiClient Attendant e Find From this menu you can selectively search for the names companies cities or postal codes of any stations in the Microsoft Outlook Con tacts folder e Paging optional This menu option allows you to broadcast a speaker announcement to telephones in a specific group This menu option appears only if you have configured paging groups and have activated them in the optiClient Attendant e Language Use this option to set the language that you want optiClient Attendant to use for menus and dialog boxes windows e Help Use the Help option to access the optiClient Attendant context sen sitive online help function where you will find general information on the program layout and explanations of the individual functions Use the About option to view general information about optiClient Attendant 15 User Interface Desktop 16 TERS o s sere s Ja BG Toolbar In the talk state or idle state you can call important functions from the tool bar by clicking them with the mouse In the case of functions which can be activated or deactivated an icon in the status bar gt Page 17 displays the activated function Some functions are only available in the toolbar if they are configured for your telephone E Me P Poe X d ccz amn mw gp 899 c DO s
55. in alphabetical order in the BLF Select the busy lamp field Hold down the Shift key and at the same time right click the first status key of the group or area you want to sort The name of the status key is displayed in bold font Hold down the Shift key and at the same time right click the second sta tus key of the group or area you want to sort The name of the status key is displayed in bold font Right click one of the status keys displayed in bold font A popup menu with several functions opens Select Sort from the popup menu A list of all subscribers for the selected area is displayed in alphabetical or der User Interface Desktop Menu Window The Menu Window emulates the telephone display and keys 2 lines for optiset E and optiPoint 500 telephones 8 lines with optiset E memory and optiPoint 600 office Likewise some of this information is constantly dis played in the upper area of the traffic display of the attendant monitor gt Page 18 Calling the Menu Window The menu window dialog box automatically appears when you initiate a procedure such as sending messages You can also call the menu window manually to execute functions or pro cedures that cannot be initiated via toolbar buttons or pop up menus for a description of these functions and procedures and how to execute them refer to the user manual for your communications platform Click the Menu Window toolbar button The menu window
56. ing Settings Once you have entered your settings in the Settings window you must save your entries in order for the changes to be applied Settings System Calls Paging Repdial keys Night destinations Night destination 1 Night destination 5 m Night destination 2 Night destination 6 fao 200 0 PO Night destination 3 Night destination 7 fag Po Night destination 4 Night destination 8 OK Cancel In the Settings window click OK to confirm your entries When you return to the attendant monitor the message Please wait may appear in the status bar of the attendant monitor while optiClient Attendant is being updated with the new settings As soon as the update operation has been completed the message System ready is displayed The optiClient Attendant is ready for operation Click the Back button to return to the attendant monitor without save the changes 102 Configuration Manager Configuration Manager This program can be used to activate additional settings not available under File Settings for optiClient Attendant Starting Configuration Manager Click the Configuration Manager button in the toolbar The Configuration Manager is opened Menu bar Jonfiguration for the Attendant Ed Filb Telephone book Busy Lamp Field Colours of BLF Initialise BLF 1 Tes forts BLP Initialise BLF 2 JoptiClient Attendant Initialise BLF 3 Function Key 40 Number of displayed station
57. ing voice mail systems and an swering machines on repertory dial keys 43 Making Calls 44 Making Calls With the Busy Lamp Field Click the busy lamp field button in the toolbar The busy lamp field appears Idle State You are not in the talk state and want to place a call Calling a Station Left click the status button of the station you want to call The station number is automatically dialed Calling a Substitute Prerequisite The station must already be assigned at least one substitute 3 Page 27 Right click the desired station A popup menu with several functions opens Select Substitute from the popup menu In the Substitute menu select the station number for the relevant substi tute The station number is automatically dialed Switching State You are engaged in a call and want to forward the call to a station in the busy lamp field There are three ways to do this Screened Transfer With the left mouse button click the status button for the station to which you want to transfer the call Wait until the destination station responds and announce the call Connect the station by clicking the Clear button Unscreened Transfer With the left mouse button click the status button for the station to which you want to transfer the call Wait for the ring tone Connect the station by clicking the Clear button Making Calls Speed Transfer Right click the status button for the station t
58. ion is not available network wide gt Page 94 If an emergency arises and you must speak to a busy internal station you can break into the busy station s call and speak to the party You will then hear an alerting tone In order to prevent parties from breaking into existing calls undetected the message Override appears on the display of the telephone involved and the parties are reminded every two seconds by a dual tone that they are in an override situation Dial the internal station number You hear a busy signal As soon as you heard the ring tone you are camping on at the other station Click the override button in the toolbar You can speak to both parties Press the F8 button this must be configured Page 106 You can speak to both parties Click the Clear button to leave the call The other parties remain intercon nected Overriding Do Not Disturb D This function is not available network wide gt Page 94 Prerequisite You are authorized to override do not disturb can be config ured by relevant service personnel You urgently need to reach an internal station that has activated do not dis turb Dial the internal station number You hear a busy signal After a brief wait the system automatically overrides do not disturb You hear a ring tone and the destination telephone starts ringing 59 Consultation Transfer Conference 60 or or wld Station Number Display Suppression
59. irements please refer to the Installation In structions in the optiClient Attendant CD ROM booklet Operating optiClient Attendant Operating optiClient Attendant You can configure your attendant console PC so that the optiClient Attendant switching program starts up automatically when you switch on the PC If the program has not been configured to start up automatically you must start it manually or set up optiClient Attendant for automatic start up Automatic startup Switch on the attendant console PC As soon as your operating system loads optiClient Attendant automatically starts up and the program win dow opens Manual startup When you install the program it is added to the Programs section of the Start menu of your operating system Start up the optiClient Attendant from the Start menu The program win dow with the attendant monitor opens Configuring Automatic Startup Example Windows 2000 1 Click the Start button on the task bar and select Settings Taskbar amp Start menu and then click the Advanced tab in the next window 2 Click the Advanced button The Explorer Start menu window will open 3 In the left column open the Program files directory and locate the optiClient Attendant directory 4 Right click to copy the optiClient Attendant shortcut to the right column 5 Goto the Autostart folder in the left column and insert the optiClient Atte
60. lows you to initiate internal and external calls When placing an external outgoing call you also have the option of setting it up as a personal call Such calls are specially marked during call charge evaluation so that they can be billed separately Outgoing external calls can automatically be identified by the length of the number to be dialed If the number exceeds a certain length the external code is prefixed automatically To configure automatic external codes see gt Page 107 Making External Calls Enter the external code and the external station s number The number is dialed as soon as you press Enter Enter the external code and the external station s number Then click the General button The station number is dialed Personal Calls Using the Private button you can conduct external personal calls These calls are specially marked for call charge evaluation Enter the external code and the external station s number Then click the Private button The station number is dialed D If you must dial the external code before dialing the external station number the system is programmed so that automatic line seizure is deactivated In this case the Internal button does not appear in the attendant monitor If automatic line seizure is activated you do not need to dial the ex ternal code However for internal calls you must then click the In ternal button before dialing Making Calls or Turning DTM
61. lume at which you would like to hear the other party Prerequisite You are making a call Click the volume button in the toolbar The menu window is displayed You can use the and I buttons to set the volume at which you would like to hear the other party at any of eight different levels Activating Deactivating the Microphone Mute You can temporarily deactivate the microphone on your telephone handset or headset If the microphone is deactivated you can continue listening to the other party but they can no longer hear you Prerequisite You are making a call Deactivating the Microphone Select Mute on off from the Edit main menu Press the F9 key this must be programmed gt Page 106 The microphone is deactivated Activating the Microphone Select Mute on off from the Edit main menu Press the F9 key this must be programmed gt Page 106 The microphone is activated 39 Making and Answering Calls 40 or ae Actuating the Entrance Telephone Connection Door Opener D This function is not available network wide gt Page 94 If a service technician has configured one or more entrance telephones you can speak to visitors at the entrance telephone and activate the door opener from your own telephone The entrance telephones are assigned internal station numbers Speaking to Visitors via the Entrance Telephone Prerequisite Your telephone rings and the entrance
62. mean that you are conducting a call or that you have a call waiting In such cases you cannot pick up the call Existing Outlook contacts are not displayed as a search result Searches for a name in Outlook Contacts optiClient Attendant are only performed in the Surname field It is therefore necessary to enter the sequence Surname First name when adding a contact as otherwise the default settings in the Outlook contact options will save an entry such as Hofmann as a First name 119 Error Correction in optiClient Attendant 120 Solution Change the default contact options settings in Outlook To do this open Extras Options Settings Contact options in the Outlook menu and change the name sequence to Surname First name Only entries contained in the Contacts folder are used when run ning a search in Microsoft Outlook Subdirectories are not searched D Troubleshooting Using the Trace Button Service Personnel Only The trace button allows you to store special error codes for reproducible errors in a text file that can then be passed on to a service technician at Siemens AG intended for relevant service personnel only Configuring the Trace Button e Inthe optiClient Attendant root directory open the config cfg file using any text editor e Insert the following line under System Trace 1 e Save the file and restart the optiClient Attendant The Trace button now appears in the
63. must be configured gt Page 106 Double click the left mouse button on the entry for the held parked call in the traffic display Connect the station by clicking the Clear button As soon as the stations are connected their data is deleted from the traffic display and you are free to answer another call 53 Consultation Transfer Conference o Back 54 Consultation Hold You are conducting a call and want to obtain information from another in ternal or external party without the first party overhearing If you are unable to transfer calls to external stations this is because you are not authorized to do so consult your relevant service personnel Prerequisite You are making a call Enter the station number and press Enter to confirm your entry The sta tion number is dialed You can also dial the station from Outlook Contacts gt Page 87 the busy lamp field gt Page 44 or the repertory dial keys gt Page 43 When the station answers you can conduct a consultation call The first party is automatically placed on consultation hold meaning that he or she cannot overhear your conversation When the other party hangs up you automatically return to the party on hold Terminating Consultation Hold Click the Back button to terminate the consultation and return to the wait ing party Hold or Clear Consultation Transfer Conference Hold You can place external calls on hold whenever y
64. ndant shortcut into the right column using the right mouse button 6 Close Exploring On the Task Bar Properties screen click Apply then OK Exit and re start the PC 13 User Interface Desktop User Interface Desktop The optiClient Attendant program windows are your work area The program windows can be independently positioned on the screen Program windows include e the optiClient Attendant main window with menu bar gt Page 15 toolbar gt Page 16 the attendant monitor gt Page 18 and status bar gt Page 17 e the busy lamp fields gt Page 23 max 3 display optional and e the menu Window gt Page 31 may be activated For certain functions you can open additional windows for example ETD gt Page 81 Search the telephone book gt Page 90 Directory CD search window gt Page 91 LDAP server search window gt Page 92 Win dows Notebook gt Page 76 Menu bar Toolbar A chtiClient Attendant C30 x File Y Edit Window Language HAS Pos X D ox aA m we g 9 98 n m B 3 wes Hold Name Station number Back Park General Toggle Private Name Clear Station number System ready Attendant Monitor Status bar Office D Ca iu 3 120 140 160 180 501 a 541 se 101 121 141 161 181 502 522 542 562 102 122 142 162 182 523 543 563 t03 123 14 31 183 504 524 54 564 104 124 144 16
65. ntract The trademarks used are owned by Siemens AG or their respective owners Siemens AG 2005 Siemens Communications Hofmannstr 51 e D 81359 Munich Ref No A31003 H1012 C126 6 7619 Subject to availability Right of modification reserved 19 09 2005
66. o which you want to transfer the call A popup menu with several functions opens Select the menu item Speed transfer from the popup menu The call is immediately forwarded to the selected station If this station is busy the busy station is automatically camped on after approximately five seconds can be configured by the relevant service personnel If the station cannot be reached the call is signaled in the call display as a recall after approxi mately forty seconds can be configured by the relevant service person nel Double clicking a status button has the same effect as single click ing it 45 Making Calls gt 46 Making Calls With Redial The last ten station numbers dialed are automatically stored If the station you dialed is busy or unavailable you can initiate a redial the next time you call instead of having to reenter the station number Click the redial button in the toolbar to open a pull down menu with the last station numbers dialed 101 108 103 102 Select the desired station number The number is automatically dialed By default optiClient Attendant saves both internal and external sta tion numbers However you can program optiClient Attendant to store only external station numbers in the redial list 3 Page 9b Making Calls Making Calls with the Electronic Telephone Book Prerequisite the search in Outlook Contacts is deactivated gt Page 104 In the N
67. ou want for example to call another station gt Page 53 a Internal calls cannot be placed on hold They can however be placed on consultation hold Page 54 or parked gt Page 58 Placing External Calls on Hold Prerequisite You are currently conducting an external call Click the Hold button Press the FA button this must be configured gt Page 106 If configured Page 107 you can enter any text for the party to be placed on hold under Name Station number field becomes green You can still speak with the caller while entering the text Confirm the input The other party is placed on hold and cannot listen in The held call is indi cated in the call list Click the Clear button You are now available to answer other calls You can also place more than one external call on hold Activating a Held Call Prerequisite You are not engaged in a call Using the left mouse button double click the line in the call list which con tains the held call you wish to take You are reconnected to the held party 99 Consultation Transfer Conference Toggle Or Clear i 56 Toggle The toggle function allows you to alternate between two calls The station currently waiting cannot overhear your conversation Prerequisite You are currently conducting a call and another party is wait ing for example on consultation hold Click the Toggle button to change to the waiting party Press t
68. r 10 02 2004 08 30 32 The list window can only be displayed if entries are found in the list The list is sorted in chronological ascending order for example the most recent calls are located at the end of the list If the entries do not fit in the list window a scroll bar appears to view the complete list Click on the Close button to close the window Return Calls Using the left mouse button double click the line containing the required entry The station number is dialed 19 Use Caller List Delete Individual Entries e Highlight some list entries by clicking and dragging or Add individual entries to those highlighted or delete individual entries from your selection dt Click Delete Selected Entries in the list window The selected entries are deleted without requesting confirmation Delete Entire List x Click Delete List in the list window The entire list is deleted without requesting confirmation and the list win dow is closed 80 or ol Record Generate new record Electronic Directory ETD Electronic Directory ETD The electronic directory provides you with a convenient means of search ing for stations and dialing the numbers You can also display detailed in formation on the stations In the default configuration a database for the ETD is loaded when the optiClient Attendant is started up Starting the ETD To start the ETD selec
69. r further information on licensing please contact your service person nel Error Correction in optiClient Attendant Operating Problems The optiClient Attendant is no longer responding Close any 16 bit applications that are open e g Word 6 0 Check whether the HiPath system is still operating by verifying another telephone s operation the system may have failed e Shut down your computer and switch it off and on Please wait is permanently displayed on the status bar e For optiset E telephones Check the cable to ensure that the connection between the system telephone s optiset E data control adapter and the PC has been estab lished e For optiPoint telephones with USB connection Check the USB cable to ensure that connection between the system telephone s USB port and the PC has been established Once the system is correctly connected the message disappears and the optiClient Attendant is again ready for operation The busy lamp field is malfunctioning e fthe status button for a station is always red indicating that the station is busy it may not mean that the station is constantly conducting calls but instead that the station telephone is defective or was removed from the communication system If such is the case update the busy lamp field gt Page 95 and gt Page 96 e fthe status button for a station is always yellow indicating that the sta tion is being called and you cannot pick up the call it may
70. r in the menu window These are signaled by the message icon in the status bar Texts sent to groups can only be deleted by the sender Click the Menu Window button Left click the icon in the status bar The menu window is displayed Message from 101 Text H w 4 d Using the vw 14 and buttons you can view the messages re ceived call the sender and delete the message If there are no further messages in the list after deletion the icon disappears from the status bar Using the x button in the menu window you can cancel the input and close the window Reaching Parties More Effectively Transferring an External Trunk D This function is not available network wide gt Page 94 If configured you can transfer an external trunk to an internal user who is not authorized to set up outgoing external calls thus enabling this party to set up an external call independently Prerequisite You are talking to a party who does not have direct trunk ac cess Click the Transfer trunk button Click the Clear button You are now available to answer other calls Parties without direct trunk access must enter the external code be fore dialing an external number 69 Reaching Parties More Effectively 70 E Releasing an External Trunk D This function is not available network wide gt Page 94 You want to place an urgent external call and receive a busy sign
71. red call to an in ternal or external station If you are unable to transfer calls to external sta tions this is because you are not authorized to do so consult your relevant service personnel e Screened transfer The person you are talking to would like to consult another party Call the desired party and announce the call e Unscreened transfer The person you are talking to would like to con sult another party Dial the number of the desired party wait for the ring tone and connect the two parties without announcing the call e Speed transfer The person you are talking to would like to consult an other party Dial the number of the desired party and connected the two parties without waiting for the ring tone e Transfer after parking holding The external party you are talking to would like to consult another party You place the call on hold or park the call Dial the number of the wanted internal or external party an nounce the call and then connect the two parties 49 Consultation Transfer Conference El or 2 e 103 or 1r H Clear 50 Screened Transfer Accept the call The call appears on the traffic display While engaged in the call left click the status button for the station to which you want to transfer the call The system dials the number While engaged in the call enter the number of the station you wish to reach and press Return to confirm The system dials the number you can also
72. ress HG 1500 Enter the IP address of the main connection to HG 1500 here e Attendants number Enter the station number of the main connection to contact optiClient Attendant via IP e Password Enter the password of the main connection to contact optiClient Attendant via IP e Emergency number Enter the emergency number of the main connection here Note This parameter is specifically for the use of optiClient Attendant in USA e Security mode Select the security mode from the list for the connected communica tion system The following security modes are available None No security Half Medium level security Full High security Configuration Manager Fallback connection You are not required to enter values here if you are operating your optiClient Attendant on a communication platform without fallback connection IP Address HG 1500 Attendant s number Password Emergency number e IP address HG 1500 Enter the IP address of the fallback connection to HG 1500 here e Attendant s number Enter the station number of the fallback connection to contact the optiClient Attendant via IP e Password Enter the password of the fallback connection to contact the optiClient Attendant via IP e Emergency number Enter the emergency number of the fallback connection here This parameter is specifically for the use of optiClient Attendant in USA 109 Configuration Manager 110 Failover
73. s Incoming and outgoing calls Connection via IP Connection for braille console v Display names Statistics Licensing v Display BLF Transfer button Configuration area Menu tree optiClient Attendant must be restarted in order for the changes to some functions to be applied To apply changes to BLFs gt Page 105 you must simply activate them via the key 103 Configuration Manager 104 Entering Settings Experience in configuring IP networks is required for certain set tings Please contact your relevant service personnel for further in formation Incorrect configuration can result in the failure of important optiClient Attendant functions Telephone Book CD ROM Telephone book D TB CDROM dinfo exe pa LDAP Server IP Address or Name 1 23 155 227 1 To run a search in a Telephone book CD gt Page 91 enter the complete path to a telephone book program under CD ROM Telephone Book or se lect an executable file via To run a search on the LDAP server gt Page 92 enter a valid IP address or specify the name of the LDAP server under LDAP Server Activate Use MS Outlook as telephone directory in order to use the Con tacts folder from the Microsoft Outlook program as a data source when searching in the Name Call number entry field of the attendant monitor gt Page 87 If this box is not checked the ETD is used instead as a database for the sear
74. several numbers were entered in the ETB for the same user a pop up menu appears Select the required number from the menu Private 49 089 6643746 Radio 49 311156767 The station number is dialed When you search for a station the first 100 records located are dis played If you do not see the station you are looking for enter a more specific search word Telephone Book Function with Outlook Contacts Searching on the Basis of Other Station Data You can also base a search on other data such as a company name city or postal code The example below uses a company name A search by city or postal code is conducted in a similar manner Click the Outlook button The following popup menu appears Mame Company iky Fostal cade Select the desired property from the menu which will be used in the search for example Company The following dialog box is displayed aptiClient Attendant Search Company Cancel Enter the company desired and click OK to confirm your entry If the company is stored in Contacts in Microsoft Outlook the Outlook search list window opens with a list of the parties employed by this com pany The first party is highlighted Updating Telephone Book Data To enter new data or modify existing station data in the Microsoft Outlook Contacts folder please refer to the Microsoft Outlook documentation 89 Search the Telephone Book 90 Se
75. sktop 26 Entering a Station To assign status keys to internal stations you must label the buttons with the station numbers This is possible by e setting the numbers and names of internal stations on the system on which the optiClient Attendant is registered gt Page 96 e manual input You can also store codes for controlling voice mail systems and an swering machines on status keys Manual Input Select the busy lamp field Right click the desired status key A popup menu with several functions opens Select New entry from the popup menu The following dialog box opens Office Ed Station number Cancel Enter the station number and click OK to confirm your entry The following dialog box opens Office Ed Cancel Specify the name of the station if desired Confirm with the OK button The station is now saved under this status key User Interface Desktop Creating a Note for a Station User You can store a note or information for any station entered in the BLF e g Mr Muller is on holiday Select the busy lamp field Right click the desired station A popup menu with several functions opens Select Note from the popup menu Select Add change note from the popup menu The dialog for entering a note opens Enter the relevant text To delete a note invoke the Note menu item and click the specified note Click OK to confirm Determining a S
76. t Attendant is programmed as the intercept position e Internal A call from another party to your communications platform e Private A call from a party outside your communications platform who has dialed the system number and internal operator number such as 100 When you receive an incoming call you hear a signal via the telephone speaker and or the PC speaker depending on the setting and also see a display on the telephone screen only if optiPoint or optiset E telephones are installed and in the call display list box D If you are working with another Windows application when a call is received the system automatically changes to the optiClient Attendant Note that the system cannot change to the optiClient Attendant while a screen saver is activated In this case the call is signaled by the speaker only 33 Making and Answering Calls T on a or 34 Answering a Call Left click one of the handset buttons This accepts the first call waiting in the respective list field Click one of the arrows for the list box with the left mouse button to open the list and select the call that you wish to answer Answer the selected call Press the space bar on the keyboard This answers the first call in the queue depending on the priority The calls are prioritized as follows Recall External calls Internal calls Personal calls The answered call appears in the traffic display Smith Consult 4
77. t the Directory option from the Window menu Click the directory button in the toolbar The main window of the directory is now displayed containing all the sta tions in the directory with their data Directory xi Name Sullivan Jim Walker Robert aan don Data fields Company Brown Ltd Street fi High Street City fH illtown Station number 0123 45789 Return to Provide station num Edit Attendant ber for dialing Record Monitor 81 Electronic Directory ETD HE Dial 82 Searching for a Station You wish to call Mr Adams However you do not know Mr Adam s station number Prerequisite the search in Outlook Contacts is deactivated gt Page 104 Enter the first few letters of the name of the party you want to find in the Name Station number entry field of the attendant monitor for instance Ada and press Enter to confirm If the electronic directory contains the combination of initial letters entered it automatically opens the tele phone book with the matching entries The first station name in the ETD that matches the initial letters entered is highlighted Select the desired station Click the Dial button The saved station number is dialed When you search the ETD for a station the first 100 records located are displayed If you do not see the station you are looking for en tera more specific search word Electronic Directory ETD
78. the optiClient Attendant changes over to emergency operation All fea tures of your telephone system remain unchanged and your optiPoint or optiset E system telephone can perform all call processing functions not with connection via IP To return to your PC attendant console restart the optiClient Attendant program gt Page 13 93 Special Functions in the LAN PC Network 94 Special Functions in the LAN PC Network Busy Lamp Field It is not possible to set station names and numbers network wide Station names and numbers outside the local number plan must be entered man ually gt Page 26 Additional Special Features an following functions are not available network wide Door Opener gt Page 40 Overriding Calls gt Page 59 Overriding Do Not Disturb gt Page 59 Paging gt Page 63 Speaker Call gt Page 64 Transferring an External Trunk gt Page 69 Releasing an External Trunk gt Page 70 Radio Paging PSE Not for U S gt Page 71 Night Answer gt Page 73 Call Box gt Page 77 Entering Settings Entering Settings The settings that can be activated in the optiClient Attendant Settings window are described in this section For further settings see gt Page 103 Whenever a change is detected in the system configuration after start of the optiClient Attendant or during its operation the optiClient Attendant is automatically updated This procedure is in dicated in the status bar by the messa
79. thout tone mes sage appears in the upper area of the traffic display The waiting call sec ond call continues to be signaled visually in the display The communication platform can be configured in such a way that when the optiClient Attendant is started up the call waiting tone is automatically deactivated ask relevant service personnel Deactivating the Call Waiting Tone Select the Camp on without tone on off menu item from the Edit main menu The camp on tone is deactivated and the g icon appears in the status bar Activating the Call Waiting Tone Select the Camp on without tone on off menu item from the Edit main menu Left click the icon in the status bar The camp on tone is activated and the g icon goes out Making and Answering Calls Picking up Calls You can pick up calls for other telephones on your own telephone using the busy lamp field not for stations in networked systems When a station is being called the background of the status key turns to set up the colors see gt Page 105 You cannot pick up a call e if the status key is displaying one of the busy states in this case the destination party already picked up the call e if you are engaged in another call or e f the call display is signaling a call Prerequisite he background or label of a status button in the busy lamp field changes color e g yellow With the left mouse button click the color
80. to find the first section of this manual deals with Operating the optiClient Attendant gt Page 13 e The second section describes Configuring the optiClient Attendant and operating the Configuration Manager gt Page 95 e lf you run into any problems operating the optiClient Attendant refer to the third section of this manual Error Correction in optiClient Attendant Page 118 e The chapter Important Keyboard Commands provides an overview of shortcuts and function keys gt Page 125 11 Basic Operating Instructions 12 Requirements You or System Support must install the attendant console hardware and optiClient Attendant software for the Microsoft Windows operating sys tem on your PC see Installation Instructions in the CD ROM booklet optiClient Attendant The PC s power management system must not be activated during optiClient Attendant To use the telephone book functions ETB with Microsoft Outlook Mi crosoft Outlook must be installed on the PC An LDAP server must be available to use the LDAP search function Whenever the optiClient Attendant is used with various user pro files it may be necessary to change the access rights for the config uration files before configuring the optiClient Attendant itself If this is the case please contact your system specialist or administrator D Operating optiClient Attendant requires some elementary knowledge of PCs and Windows For hardware and software requ
81. toolbar Click the Trace button in the toolbar to open the error code window De lete any old error codes using the Clear button Generate the reproduc ible error and save the file The file is saved as trace txt in the optiClient Attendant root directory Make a backup copy and send the file to the service technician for error analysis Index A accepting a waiting call 35 answering calls ceecee 39 attendant monitor Uu 18 B DL setzen madama mGA KANO ASANG 96 Braille console UA Nanana enint ORE 114 brief messages a 66 Busy Lamp Field speed transfer Uu 45 Busy lamp field Defining colors n 105 determining a substitute 27 enter note ooo cece ccc a 27 inserting captions 28 sorting status keys a 30 busy lamp field o e 8 14 BLF NAME TE T 106 CONFIJUTING MORD PER RR RR RR 106 deleting a station QXQX 30 labelling status keys 26 making CONS ci csces cabcinte nhieu cuspessawerdoibacadens 44 moving a status key sisene 29 representation eessesssseeee 23 C Call Detail File ntt paaa 97 call detail recording 77 call display de 18 19 ec PA 18 22 call number display SUDDIGSSIUO AA 60 Call type liSt e 19 call waiting on off o 36 callback CU OU c MET 61 calls ANSWET NQ HEP 33 MOV AON AA 72 PICK
82. ty If the third party does not answer the transferred call within 40 seconds time can be programmed by the relevant service per sonnel the call appears as a recall in the call display 51 Consultation Transfer Conference Speed Transfer E Accept the call lt 1 The call appears on the traffic display or 2 103 While still conducting the call right click the status button for the station to which you want to transfer the call The station number is dialed and the call is automatically forwarded to the station dialed If the party does not answer the transferred call within 40 seconds time can be programmed by the relevant service personnel the call appears as a recall in the call display 52 or Hold Clear Pos Consultation Transfer Conference Transfer after parking placing on hold Prerequisite You have placed an external call on hold gt Page 55 or parked it gt Page 58 The held parked call is indicated in the call list Click the left mouse button on the status button of the user whom you wish to call The number is dialed During the call enter the number of the internal or external party whom you wish to call confirming your input with the Return button The num ber is dialed You can also use Outlook Contacts gt Page 87 or the rep ertory keys gt Page 43 to dial this party Announce the call to the wanted party Click the Hold button Press the FA button this
83. ubstitute for a Station You can assign two substitutes to each station entered in the BLF If nec essary you can Call the substitutes directly gt Page 44 Select the busy lamp field Right click the desired station A popup menu with several functions opens Select Substitute from the popup menu In the Substitute menu select the Change Substitute 1 2 menu item The dialog for entering a substitute opens Enter the substitute s station number for example 0089123456 and con firm your entry with OK D To delete a substitute s station number invoke the Substitute dialog as described above and click Cancel Alternatively delete the sta tion number entry from the dialog and confirm with OK Click OK to confirm 21 User Interface Desktop 28 Inserting Captions for Station Groups You can insert captions for a status key in the BLF in order to define a sta tion group Select the busy lamp field Right click the desired status key A popup menu with several functions opens Select Insert a caption from the popup menu The dialog for entering a caption opens Specify the relevant text for the station group caption e g company name or department The key caption is underlined for display Inserting an empty field In the BLF in the area containing predefined status keys you can insert a key without any function empty field to which you can assign a station or caption at a later st
84. unction so that in the case of incoming calls which are not for you the number of the station which the caller wanted to reach is entered in the field call number name the call number can then be di rectly dialed with Enter If automatic line seizure is not activated for the communications platform contact System Support you can specify which codes can be prefixed for external calls e g 0 in the Extend trunk field you can activate automatic external code prefixing for trunk seizure from the specified number of digits by entering a station number length 107 Configuration Manager 108 Connection via IP Enter the parameters here which are required for an IP connection to optiClient Attendant via the LAN cable of your PC To do this you must first select the corresponding connection type gt Page 9b Parameters should not be entered or changed if you do not have pre vious IP network administration or VolP experience Please ask Sys tem Support Staff if in doubt Double click the Connection via IP entry with the left mouse button to show hide its submenus Main connection The main connection parameters are required for connection via IP Addi tional parameters can be configured for the fallback connection if there is a fallback system on the communication platform gt Page 109 IP Address HG 1500 Attendant s number Password ee Emergency number Security mode None Y e IP add
85. ware Using a number on the telephone directory CD The number located on the telephone directory CD is transferred by copy ing it and then entering it in the traffic display of the optiClient Attendant Use the mouse to mark the wanted number in the telephone directory CD program Press Ctrl and C to place the data in temporary storage OO Position the cursor in the Name Station Number field in the switching area Press Ctrl and V to copy the data from temporary storage to the traffic display 91 Opening search window for LDAP server 92 taal Opening search window for LDAP server The search function within the LDAP server is activated with the Search window for LDAP server button in the main window of the optiClient Attendant Please note Ill e Canonical format is supported e Names are only searched for in the Surname field in Microsoft Active Directory Server The precondition is that this search function has been integrated in the optiClient Attendant To activate this search function see gt Page 104 This search function uses functions of your PC operating system which are only available after an update under Windows 98 and Windows NT Please get in touch with your system administrator to update your operating system D Emergency Operation Emergency Operation When you exit the optiClient Attendant or in the event of an application fail ure
86. with the new system data e n operational status icons for the current settings are displayed on the left hand side e g Camp on without tone Ei To deactivate a function left click the relevant icon 17 User Interface Desktop Attendant Monitor The attendant monitor is the main work area of the attendant console From here you can control the switching functions and obtain information from your communications platform e You can answer all pending calls from the call display e Any held or parked calls are indicated in the call list e The switching area allows you to initiate the switching functions e The traffic display indicates the current trunk seizure Call Display Switching area gt Hold Name Station number o Ka Back 15 Company gt Nba Name 18 Call list Park General Toggle Private Clear Station E Traffic Display A pending call appears in the call display When you call a party or answer a pending call the data appears in the left column of the traffic display If you call another station for switching purposes the data for this station ap pears in the right column of the traffic display the data of the held station appears in the call display User Interface Desktop Call Display Waiting calls are displayed in the list boxes on the call display Using the mouse you can scroll through the list boxes and select individual calls A call
87. wv gt Mame Station number When you answer a call it makes no difference whether the tele phone handset is on hook or off hook because the telephone s hookswitch is activated only during emergency operation gt Page 93 not with connection via IP D 1 Ges or Hold or Bak 2 El or Making and Answering Calls Using Call Waiting Second Call Answering a Second Call Call Waiting While you are engaged in a call you are also available to other callers Dur ing the call you are informed acoustically by a call waiting tone if this tone has not been deactivated gt Page 36 and visually in the call display that a second call is waiting The call continues to be signaled in the call display until you have answered it Terminate the current call with the Clear button The waiting call is indicated in the call display Click the Hold button to place the current call on hold gt Page 55 The wait ing call is signaled in the call display Click the Park button to park the current call gt Page 58 The waiting call is signaled in the call display Accept the call You are speaking to the second caller 35 Making and Answering Calls 36 or ul Activating Deactivating the Call Waiting Tone The call waiting tone lets you know that a second caller is trying to reach you while you are engaged in another call If the call waiting tone is deactivated the Camp on wi
88. y CD 91 Opening search window for LDAP server 92 Emergency Operation 93 Special Functions in the LAN PC Network 94 Contents i Configuring the optiClient Attendant Entering Settings aaa 95 OVS exes DANG E G Feo dnt enw ead S SUE IS RUPEM EE 95 Callepne tren ehioe one eee ns pe AA s Hees 98 FOUN AG danke wo we BG KA Oe hohe DR ene KG MG PELE PLA 99 Repdial KEYS ia acea dock d ON AAO a ae WK ANG KA 100 ignit DESINAUONG 7 a quz d Aves wey donk d eod Ree ol o e RO m eh 101 Saving SETIINGS ma aaa dere a alba a ale We cR E ete Rugs x OS Ac 102 Configuration Manager 103 Starting Configuration Manager llli 103 Entering SCUINGS s auuca undae dtr aset e OR HR E CROIRE Oem Ed 104 Telephone BOOR sa wa due die KW Xs oa de di a band ea XP ci 104 BUSY Lamp Field iata ao 378 76 14 e ir deo Aa GONG KAG ae SAS ALAGA a 105 gie ec 2 a BAG BG oo or ae KAGAD CB AA AN eee oe a 106 Incoming and Outgoing Calls ee 107 COCO VI Pisa scu d ab aed aiit ew de ea UE Na ERE BIS RR ds 108 Connection for Braille Console llle 114 Si MP 115 WCC ING oC 116 JUNG CUNG saa aw Tag paaa DE high ol en DUI TETTE 117 Error Correction in optiClient Attendant 118 Stantup POLE IS mama itd era BNG NG NG 7978 AKA Gea eode ed AA oe ka 118 Operating Problems a x ua dd LAB x RE aod Eder d XR DADA BLG fake EAS 119 HG AA TT 121 J Keybo
89. you want to prevent automatic switchback to the main system after successful connection attempts Configuration Manager Bandwidth reduction Different settings are available to adapt your network installation in order to optimize voice transfer quality Suppress cyclical control message non compressing codecs preferred otherwise 3 723 Codec packet lengths G 711 ms 10 G 723 ms 30 G 729 ms 10 Jitter buffer ms e Suppress cyclical control message Activate this checkbox to reduce data volume or bandwidth require ments e Codec sequence Define the sequence in which the codecs are to be used for voice con nection e Codec packet lengths Here you can specify individual voice packet lengths for codecs G 711 G 723 and G 729 by entering a number in milliseconds e Jitter buffer number of packets Here you can specify the buffer size in order to avoid delay changes jit ter The following applies for optimum configuration the higher the net work quality the smaller the jitter buffer the larger the jitter buffer the longer the voice delay The value can be between 4 and 20 111 Configuration Manager 112 Port restriction Gatekeeper CometlP port PC CorNetlP port range from to RTP port range from to EEE H 245 port range from to Titi H 225 port number Reset e PC CorNetlP port range from to Enter the port range for your local PC here If you
90. ys tab to program the ten station numbers or codes you use the most on repertory dial keys A sequence of codes can be used to control a voice mail system or an answering machine or activate func tions on the communication server such as entering 82 to display the caller list Settings Name Station number Miler 101 Jones ft 02 Green fi 10 Smith OK Cancel In the input fields enter either the name and station number of the station your wish to reach or the name and code for controlling a voice mail system or answering machine The Repdial keys menu option is now displayed in the optiClient Attendant menu bar This option provides you with a pull down menu from which you can call the configured stations and access the configured functions direct ly Entering Settings Night Destinations In the Night destinations tab you can enter up to 8 different internal night destinations From the Edit menu with the Change night dest menu item you can select a night destination and activate it via the Night answer button All calls are forwarded to this destination Settings System Calls Paging Repdial keys Night destinations Night destination 1 Night destination 5 o fF Night destination 2 Night destination 6 130 Night destination 3 Night destination 7 fad Night destination 4 Night destination 8 Fe OK Cancel 101 Entering Settings Sav

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