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Smart Phone Documentation

1. To search for a contact using their name or their company name first make sure the Number box is empty has no telephone number in it Now enter the text to search for in the Text box near the bottom of the window and either click Go or press the return or enter key on your keyboard A second later up to 50 contacts in your Address Book that match the entered text will appear in the results grid the main area of the Address Book screen To search for a contact by telephone number make sure the Text box is empty enter the telephone number in the Number box and click Go or press return on your keyboard As before up to 50 contacts in your Address Book whose telephone numbers match the one you entered will appear in the results grid If you can search by first letter there will be a number of buttons labeled 1 2 3 and A through Z down the right hand side of your Address Book screen Clicking on these buttons will display all contacts in the selected Address Book that begin with that letter This is like an alphabetical index of contacts in your Address Book For instance if the active Address Book is set up to search by company name and you click the F button up to 50 contacts whose company name begins with the letter F will be displayed If the active Address Book is set to search by contact name contacts whose name begins with F will be displayed Dialing a Contact Once you have found the contact you are searching
2. Cmd Button Index lt index gt Simulates pressing one of the user s Phone window buttons or the Preview window button To specify the Preview window button use an index of 1 Or use a number from 0 to 7 to specify a Phone window button The buttons are numbered from left to right and top to bottom So the button in the bottom left corner of the Phone window would be button number 4 Syntax Description Syntax Description Syntax Description Syntax Description Feature names Syntax Description Cmd Consult CallId lt callid gt Tel lt number gt Begin a supervised transfer from the call with the specified id to the specified telephone number Cmd Deflect CallId lt id gt Destination lt tel gt Deflects the specified call that is ringing at the local extension to the specified telephone number If lt id gt is not present it will deflect the active call that is the call that would have been answered if you picked up your handset Cmd ExtText Date lt date gt Ext lt ext gt Text lt text gt Display lt display gt Sends a SmartPhone text message to the extension specified by lt ext gt The text of the message will be as specified in lt text gt If lt display gt is specified that is the name that will appear in the To box If lt display gt is not specified the receiving user s extension number will appear in the To box Use lt date gt to specify the date
3. Values lt vals gt Runs the script named lt scriptname gt You may optionally specify parameters and values for the parameters Cmd SetResult CallId lt callid gt Call Type lt calltype gt Result lt result gt Marks the call whose CallId is as specified with the call type specified by lt calltype gt and the result specified by lt result gt Cmd SetSpeedDial Index lt index gt Caption lt caption gt Telephone lt telephone gt Edits the speed dial with the specified index If lt index gt is set to 1 adds a new speed dial to the list Only works when the SmartPhone configuration window is not open Cmd ShowMsg Id lt msgid gt Displays the SmartPhone text message with the given id number Cmd Transfer CallId lt callid gt Tel lt number gt Performs a blind transfer of the call specified by lt callid gt to the number specified by lt number gt Cmd TransferComplete ActiveId lt calli gt CallId lt call2 gt Completes the transfer that was set up for the call with id lt call2 gt This function will merge together the two parties from the calls with id s lt call2 gt and lt calli gt Creating Shortcuts To create a SmartCmd shortcut that shows the Extension Status when you press the F12 key on your keyboard follow the instructions below 1 Right click on your desktop point at New and select Shortcut 2 Type the full path or Browse to SmartCmd exe Insert Cmd BLF at the
4. Next proceed to the appropriate step below Installing from a CD ROM Insert the CD ROM into your CD ROM drive and follow the instructions on screen If setup does not begin click Start click Run and enter D SmartPhoneSetup exe in the Open box that appears replacing D with the letter of your CD ROM drive Click OK and installation will begin Installing from an Internet distribution Use My Computer or Explorer to browse to the folder where you extracted the SmartServer installation files Double click on the SmartPhoneSetup exe file Installation will begin SmartPhone InstallShield Wizard Welcome to the InstallShield Wizard for SmartPhone InstallShield On the first screen that appears click Next SmartPhone InstallShield Wizard SmartPhone End User License Agreement This rel Ep e NEE Sute OF software produce Bl 7 including but not limited to SmartPhone IMPORTANT READ CAREFULLY nara DENE EULA is a legal between you either an individual or a single entity YOU and Oak Telecom Ltd product s accompanying this EULA ludefs EULA If YOU do not agree to the terms of this EULA do not install copy or otherwise use the SOFTWARE PRODUCT however YOU may retum it to your place of purchase for a full by instaling copying or otherwise using any updates or SOFTWARE PRODUCT that YOI ieee sepa a pat o e SOFTWA BROUGH Ee s E aes be bound b ar ad kionallicenea terme that lf Y U do not agree to the
5. end of the path string 3 Click Next gt Enter a descriptive name for the shortcut e g Show Extensions and click Finish 4 To assign a hotkey to the new shortcut right click it and select Properties from the menu 5 Click inside the Shortcut key box and press F12 on your keyboard 6 Click OK You can test your hotkey by pressing F12 The Extension Status screen should appear 7 If you wish you may move the shortcut onto the Start Menu or you can leave it on your desktop NB When creating a shortcut to SmartCmd be sure to put double quotes around the path but not around the parameters If during Step 5 when you push a key on your keyboard the key you pushed does not appear in the Shortcut key box it is because that key assignment is already in use or cannot be used Try pushing the same key with a different combination of Ctrl Alt and Shift You may have to reboot your machine before the hotkey works You may only keep the shortcut on your desktop or somewhere on the Start menu If you keep it anywhere else the hotkey will not work correctly 15 ways to dial using SmartPhone As well as making calls manually from your telephone handset SmartPhone has over 15 other ways to allow you to make calls Described below are 15 of the most popular ways you can make calls from SmartPhone Last Number Redial SmartPhone remembers the last 10 contacts that you called received a call from or missed a call from while yo
6. the additional license terms that accompany such UPDATES YOU may not install copy or otherwise use such UPDATES SOFTWARE PRODUCT LICENSE Copyright laws and international copyright treaties as well as other intellectual property laws and treaties protect the SOFTWARE PRODUCT This EULA does not grant YOU any rights in connection with any trademarks or service marks of OAK All title and intellectual property rights in and to the SOFTWARE PRODUCT including but not limited to any images photographs animations video audio music and text incorporated into the SOFTWARE PRODUCT the accompanying printed materials and any copies of the SOFTWARE PRODUCT are owned by OAK YOU may not copy the printed materials accompanying the SOFTWARE PRODUCT This EULA grants YOU no rights to use such content All rights not expressly granted under this EULA are reserved by OAK The SOFTWARE PRODUCT is licensed not sold The SOFTWARE PRODUCT is licensed to YOU for use on a single computer only The SOFTWARE PRODUCT may not be installed accessed displayed run shared or used concurrently on or from different computers including a workstation terminal or other digital electronic device YOU may not make access to THE SOFTWARE PRODUCT available to others in connection with a service bureau application service provider or similar business If OAK has not provided YOU with a back up copy of the SOFTWARE PRODUCT YOU may make a single back up copy of the S
7. Auto Reply which will inform people who send you email that you are absent and therefore cannot respond You can also set Advisory Messages on certain telephone systems that will display a pre defined message to callers such as Out to lunch or Vacation WE SmartPhone configuration Absence IV Use absence text 14h00 17h00 Team meeting Send me a message only for urgent calls Tip Enter the text you wish to display to callers Cancel Apply SmartPhone s equivalent feature is called Absence Text When you have an absence text set if a SmartPhone user calls your extension they will see whatever absence text you set appear on their computer screen They will also see your absence text when they rest their mouse cursor over your extension on the Extension Status window Likewise you will see the absence text that other users have set To turn on or off your absence text click Set absence text from the SmartPhone tray menu The SmartPhone configuration window will appear enabling you to turn on or off your absence text by clicking the Use absence text checkbox You can also change the text that is displayed by typing in the textbox that is on this screen Whenever you log in to SmartPhone if your absence text is still turned on a message will appear in the bottom left corner of your screen to inform you so that you remember to turn it off if necessary Click the Edit button on the window that appear
8. SmartCmd exe Cmd Phone j Car cel Browse You would normally create a shortcut to SmartCmd with those parameters and assign a hotkey to the shortcut so that you can perform the action automatically This will be discussed later SmartCmd Syntax The parameters used by SmartCmd are Cmd lt command gt Options The Cmd parameter is always included but the Options parameters are only used by certain commands The commands that can be used with SmartCmd are listed below The syntax for the following commands is Cmd lt command gt AB Absence BLF Tray CallLog ShowContact Config Phone Todo Unload Displays the Address Book window You can also use Show Address Book Shows the Set absence text screen to allow user to edit absence text Displays the Extension Status You can also use Show Extensions Displays the SmartPhone tray menu Displays your Call History You may also use Show Call History or ShowLog Displays the Contact Details screen for the contact involved in the current call Alternatively use Show Contact Displays the Configuration window Or use Show Config Displays the Phone window You can also use Show Phone Displays the logged in extension s To do list screen Another way to this is to use Show Todo Exits SmartPhone The syntax for the following commands is Cmd lt command gt lt Tel lt number gt Dial TAPIDial TPSDial Dials an external telephone nu
9. Tray and then click the said item from the tray menu that appears The Tray Menu To access the tray menu you click on the little colored circle described above This circle is the SmartPhone icon A menu will roll out showing up to twelve items depending on your system privileges The items available are Feature Displays a sub menu listing the Feature Codes that your system has been set up to work with Clicking one of the items will dial that feature code for you Speed Dial Displays a sub menu containing your personal speed dial numbers Clicking one of the numbers makes your handset place a call to the number Last Number Redial Displays a sub menu with the last 10 telephone numbers of persons you spoke to Click one of the contacts to start a telephone call to them Set absence text Enables you to set or change your Out Of Office Absence Text To do list Shows the list of messages you have sent received and any internal or external Callbacks you have set Address Book Shows the Address Book screen From here you can search for contacts by name company name or telephone number Then you can dial the contact view their call history edit their details delete them or set a Callback on them You may also add new contacts to your contact database from this screen Extension Status Displays the Extension Status which is a list of all monitored extensions From this screen you can transfer calls view call histories
10. a busy tone Forward all calls Forward cancel turns on or off forwarding of calls from your extension to another number When you click Forward all calls you will need to enter the telephone number to forward calls to from your telephone handset Group pickup click this to have your extension answer a call if it is not ringing on your extension directly but you are a part of the same group that the ringing extension is a part of Warning If your telephone supports it and your receiver is on hook this will automatically put your telephone into speakerphone mode Hunt group join Hunt group leave join or leave a hunt group When you are in the hunt group and somebody directly phones another extension in the group if the originally dialed extension does not answer after a predetermined amount of time your telephone will start to ring also allowing you to pick up their call If you leave the hunt group you will not be able to do this Message On Off turn on or off an Advisory Message a message light a broken dial tone or other feature to indicate that an extension has a message Clicking this will require you to enter an extension number to send the message to from your telephone handset and possibly other options depending on your telephone system Night Answer On Off turn on or off the Night Service mode of your telephone system Usually during Night Service only certain phones will ring or all calls will be diverted to
11. addtional license terms Sccompery such UPDATES YOU may not install copy a oerte ure such UPDATES SOFTWARE PRODUCT LICENSE Copyright laws and international copyright treaties as well as other intellectual property laws SA Install Siied The next screen displays a license agreement You must agree to the terms set out in the agreement or you cannot install SmartPhone To indicate your acceptance of the terms select I accept the terms of the license agreement and then click the Next button SmartPhone Oak 10 SmartPhone InstallShield Wizard Choe Destination Location ere setup will install file InstallShield lt Back The next screen asks you to confirm the location to install SmartPhone to Click Change if you don t want to install it to the default directory Click Next when you are ready to proceed SmartPhone InstallShield Wizard ill the Program lation settings click Back k Cancel to exit the InstallShield This is your last chance to change your mind about installing If you are ready to install click the Install button Otherwise click Back to change which version of SmartPhone to install or click the Cancel button to exit without installing SmartPhone Oak 11 SmartPhone InstallShield Wizard InstallShield Wizard Complete installs When installation is complete this screen will appear If you leave the Launch SmartPhone now checkbox checked SmartPhone will start after yo
12. and time on which the message was sent When this command is executed the Send text message window will appear requiring the user who initiated the action to either Send or Cancel the message Cmd Feature Code lt featurecode gt Feature lt featurename gt Make SmartPhone dial a telephone system feature code You need only to specify lt featurecode gt or lt featurename gt If you specify lt featurecode gt use the exact code you would dial on the telephone system If you specify lt featurename gt you can use the friendly name of the feature For more information on feature codes see the SmartPhone User Manual ADVISEON ADVISEOFF CALLWAITON CALLWAITOFF DOOROPEN DNDON DNDOFF FWDALL FWDOFF GROUPPICKUP HUNTJOIN HUNTLEAVE MESSAGEON MESSAGEOFF MONITOR NIGHTON NIGHTOFF PAGE RESET SUPRRESSON SUPPRESSOFF Cmd Pickup lt CallId lt callid gt Ext lt extn gt Picks up the specified call that is ringing the specified extension number Syntax Description Syntax Description Syntax Description Syntax Description Syntax Description Syntax Description Syntax Description Cmd Reconnect ActiveId lt calli gt CallId lt call2 gt This will cancel the supervised transfer that was set up for the call with id lt call2 gt You can also use Cmd TransferCancel instead of Reconnect Cmd RunScript Script lt scriptname gt Params lt params gt
13. details from the Address Book screen or from the Call History or Call Detail screen you can use the Callback tab to add an External Callback for that contact When you add an External Callback for a contact every time that contact rings anyone in your company you will be informed with a message and or given the opportunity to answer the call even if the contact didn t ring your department To delete an External Callback that you have set on a contact double click it in the External callbacks folder of the To do list and from the Callback tab of the Contact Details window click Remove NB Each extension may only set a maximum of one Callback per contact The Address Book From the Address Book screen you can search through your databases of contacts find out the date and time of the last call to from a contact view extra Contact Details such as address Dial a contact view the Call History of a contact add edit and delete contacts and set External Callbacks on contacts Selecting Address Book If your system uses more than one Address Book to store contacts you may select which one to search through First click the down arrow button to the right of the Folder drop down list Next select which Address Book you want to search from the list shown This will become the active Address Book which will be used for searching adding and for the alphabetical index list Folder Members bd 12 Compan Director The Extensi
14. of the Phone window These buttons can be set to perform various call control actions For more information see the Configuration section of this document To minimize the Phone window click the Minimize button the first button to the right hand side of the window s title bar the _ button When the window needs to pop again it will re expand to its last size and position To dial from the Phone window you can either type numbers directly onto the window using your keyboard or you can use Ctrl V or Shift Insert to copy text from the clipboard onto the window When you are ready to dial press Return on your keyboard and the number will be dialed You can also dial digits while on a call for instance to select menu options in an interactive menu such as a voice mail system To do this just type the digits on your keyboard and press the Enter key This feature is not supported on all PBX types Call History The Call History window shows recent calls made to from a given extension It can show All calls Internal calls External calls or Missed calls By default it shows 50 calls of any particular type but this number can be changed by your administrator If you look at the title bar the blue horizontal bar that has an icon on the left followed by the title of the window and three buttons on the right you will see whose Call History you are viewing The Call History screen shows the Date Time the calls were made the Type o
15. see who is using SmartPhone set Callbacks pick up other people s calls ring people and see who people are on the phone to Show Phone Shows the Phone window From the Phone window you can see information on your active calls such as caller called and duration You may also have up to 8 context sensitive buttons on the phone window which you can use to run scripts or hang up the telephone etc Call History Selecting this will display your history of last 50 calls of a certain type You can select whether to show the last calls made internally externally just the calls you missed or all calls From the Call History screen you can also look at calls in more detail ring people back and look at contact information like you can from the Address Book Configure Shows the configuration screen This is where you can edit your information such as name department and password and change your options like whether or not to pop the Phone window on incoming phone calls Unload SmartPhone Select this to exit SmartPhone The icon from the tray will disappear and you will no longer receive SmartPhone text messages screen pops or Callbacks However your call history will continue to be updated even when you do not have SmartPhone loaded Quick Features If your system is set up for it you may have a Features sub menu on the SmartPhone Tray Menu This menu may contain such items as turn on off Call Waiting Do Not Disturb Call F
16. send it to the person If you are on a telephone call when you send the message you can automatically send details of the call by putting a checkmark in the Send current call details box For more information on text messages please see the To do list section earlier in this document Picking Up Calls If someone is ringing an extension in your company but you know that that extension is unavailable to take the call you can pick up the call for them by using the Extension Status window to click on the extension that is being phoned and then clicking Pickup call This will automatically transfer the call to your extension When you close the Extension Status screen its position is saved and the screen will be restored to that position the next time that you open it Editing Details Administrators can edit each extension s details from the Extension Status window To do this click on the extension that you wish to edit and select Edit details from the pop up menu The Contact screen is shown f Contact Demonstration Details Callback Call Histor Ext 314 Name Sandra Dept Sales Assistant 00 Mobile Absence text Send Message Cancel From here you can change the extension number name department assistant telephone number mobile telephone number and absence text of the extension You can also click Dial to call the extension number assistant number or mobile number and y
17. the company voicemail system You may also use Night Service during lunchtimes or at any time when nobody will be available to answer your phones Depending on your telephone system you may only be able to do this from certain extensions Page This will place a call to another extension and have that extension s telephone put into speakerphone mode automatically without ringing so that you can have a conversation with them without having to shout across the office This feature is also known as Speaker call on some telephone systems Reset all services this resets your telephone back to its default settings E g it turns off Forwarding Do Not Disturb Night answer etc Set Advisory Message Set Advisory Message Off sets or turns off an Advisory Message or Absence Text so that whenever another extension calls your extension they get a message indicating that you are unavailable to take the call This could be useful when you go out to lunch to let others in the office know why you aren t answering your telephone Silent Monitor silently listen in on another extension s telephone call When you click this a dialog box may appear on the computer screen asking you to enter the extension number you want to monitor Only super administrators can perform silent monitoring Using this may be illegal in certain countries jurisdictions Suppress Caller Id On Off when turned on your telephone will not give out any Calling Line Ident
18. you do not have the option to Dial Transfer or Consult it is because your system administrator has stopped your extension from being able to dial using SmartPhone Viewing Call Histories Just like the Call History that is kept for your contacts in the Address Book SmartPhone keeps a Call History for all the extensions in your company In addition like a contact s Call History your system administrator may have stopped certain extensions from viewing the Call History of other extensions To check whether you can view the Call History of extensions in your company click one of the extensions in the Extension Status screen If on the menu that appears there is an item called Call History you are entitled to view this person s Call History Click on the Call History item A new screen will appear You may want to Close Extension Status click the X button or Minimize click the _ button the Extension Status screen now Aeee The Call History window is described in the 2msas next section of this document Remember a4 Sand O CalHistoy though that this screen is showing calls from to the extension you clicked on in the a7 Gah NAN Extension Status screen not calls from to you Set callback Setting Callbacks If you need to speak to someone urgently but they are on the phone you can set a callback using SmartPhone Then when the extension you wish to speak to puts their phone down you will be notifi
19. you either called or received a call from while you were logged in to SmartPhone This includes unanswered calls missed calls and calls to your group If you call a number more than once it will still only show up in the list once However it will move the entry to the top of the list If the telephone number was resolved to a contact name found in an Address Book then by the side of the number the contact s name and company will be displayed Otherwise the originating number s town name will be displayed Only calls where the telephone number is known will be displayed If you receive a call from an unknown number it will not show up in the Last Number Redial list Also any phone calls you make or receive while not logged in to SmartPhone will not show up in the Last Number Redial list even when you do log in 4 Feature 01723 707785 James Data Networks Plc Last Number Redial 08456 346267 Justin Frankel NullS oft Set absence text 207 Mary Christmas RLC Ltd E To do list 01233 440441 Harry Dun Pet Produce 210 James Diamond RLC Ltd W Address Book 0208 7642109 A Overland Rights Intemational Extension Status 0113 786684 Josh Hammet SuSE UK 2 Show Phone 252 Veronica Bartlett ALC Ltd Cal History 08706 010100 Mike Zakowsky Verisoft Configure 07001 011100 Personal number services Unload SmartPhone x Absence Text In many popular email programs it is possible to set an Out Of Office
20. 01733 234821 Peterborough Unknown 00 00 08 25 11 2002 17 17 43 01733 234821 Peterborough Unknown 00 00 58 25 11 2002 17 17 20 01406 350137 Ad Large 00 00 14 25 11 2002 17 16 59 01733 361004 AP Partnership The 00 00 18 25 11 2002 17 16 01 01733 361004 AP Partnership The 00 00 36 25 11 2002 17 15 26 01733 253901 AW B Electrical and Mechanical Service 00 00 30 25 11 2002 17 14 22 01406 350137 Ad Large 00 00 43 25 11 2002 17 13 57 01733 361004 AP Partnership The 00 00 17 25 11 2002 17 13 28 01733 361004 AP Partnership The 00 00 20 25 11 2002 17 12 42 01945 410424 AT Fowler and Son 00 00 36 25 11 2002 17 12 14 Missed 01733 234821 Peterborough Unknown 00 00 27 Dial Show Contact Show Call Close To select which type of calls to view click the arrow to the right of the Type drop down list The list of selectable call types will appear After selecting the one you want the list of calls will update accordingly The selection will be saved when you close the screen so that the next time the screen is opened you won t have to choose from the list again Showing a Call To show a call in more detail highlight the one you want from the list and click the Show Call button A new window will appear that shows you in more detail who was involved in the call the time the call was started the time that it was answered and the time it ended It also shows other information such as if the call was tra
21. 7 Remove this Smart Tag Stop Recognizing 08702000247 Smart Tag Options Keeping SmartPhone Up to date To ensure that keeping all the clients running the same version of SmartPhone is easy your system administrator may have set up SmartServer to automatically send updates of SmartPhone to your computer when you load up SmartPhone If this is the case and you are running an outdated version of the client software when SmartPhone loads you will be informed that a newer version is available and you will be prompted to download it Clicking OK will copy the new version to your machine from the SmartServer machine and restart SmartPhone Clicking Cancel will delay updating to the new version You should only click Cancel if you have been specifically told not to update by your system administrator SmartPhone a x Qi A newer version is available now It will now be downloaded Cancel NB Neither SmartServer nor SmartPhone connect to the Internet to download updates of SmartPhone Your system administrator obtains them from an authorized Oak Telecom distribution point and they are stored on one of your company s fileservers For information on setting up SmartServer to send SmartPhone updates to clients please review your SmartServer Documentation in the SmartServer Configuration Guide section
22. MERCHANTABILITY FITNESS FOR A PARTICULAR PURPOSE TITLE AND NON INFRINGEMENT WITH REGARD TO THE SOFTWARE PRODUCT AND THE PROVISION OF OR FAILURE TO PROVIDE SUPPORT SERVICES THE LIMITED WARRANTY GIVES YOU SPECIFIC LEGAL RIGHTS YOU MAY HAVE OTHERS WHICH VARY FROM COUNTRY STATE JURISDICTION TO COUNTRY STATE JURISDICTION Some countries and states and jurisdictions do not allow disclaimers of or limitations on the duration of an implied warranty so the above limitation may not apply to you To the extent implied warranties may not be entirely disclaimed but implied warranty limitations are allowed by applicable law implied warranties on the SOFTWARE PRODUCT if any and are limited to ninety 90 days IN ADDITION IN NO EVENT DOES OAK AUTHORIZE YOU TO USE THE SOFTWARE PRODUCT IN APPLICATIONS OR SYSTEMS WHERE THE SOFTWARE PRODUCTS FAILURE TO PERFORM CAN REASONABLY BE EXPECTED TO RESULT IN SIGNIFICANT ENVIRONMENTAL DAMAGE PHYSICAL INJURY OR IN LOSS OF LIFE ANY SUCH USE BY YOU IS ENTIRELY AT YOUR OWN RISK AND YOU AGREE TO HOLD OAK HARMLESS FROM ANY CLAIMS OR LOSSES RELATING TO SUCH UNAUTHORIZED USE All rights of any kind in THE SOFTWARE PRODUCT which are not expressly granted in this EULA are entirely and exclusively reserved to and by OAK YOU may not rent lease lend modify translate or create derivative works based on THE SOFTWARE PRODUCT YOU may not reverse engineer decompile or disassemble the SOFTWARE PRODUCT except and only to t
23. OFTWARE PRODUCT YOU may use the back up copy solely for archival purposes Except as expressly provided in this EULA YOU may not otherwise make copies of the SOFTWARE PRODUCT including the printed materials accompanying the SOFTWARE LIMITED WARRANTY OAK warrants that a the SOFTWARE PRODUCT will for a period of ninety 90 days from the date of delivery perform substantially in accordance with OAK s written materials accompanying it and b any Support Services provided by OAK shall be substantially as described in applicable written materials provided to you by OAK CUSTOMER REMEDIES In the event of any breach of warranty or other duty owed by OAK OAK s and its suppliers entire liability and your exclusive remedy shall be at OAK s option either a return of the price paid by you for the SOFTWARE PRODUCT not to exceed the suggested retail price if any b repair or replacement of the defective SOFTWARE PRODUCT or c re performance of the Support Services This Limited Warranty is void if failure of the SOFTWARE PRODUCT has resulted from accident abuse or misapplication Any replacement SOFTWARE PRODUCT will be warranted for the remainder of the original warranty period or thirty 30 days whichever is longer NO OTHER WARRANTIES TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW OAK AND ITS SUPPLIERS DISCLAIM ALL OTHER WARRANTIES AND CONDITIONS EITHER EXPRESS OR IMPLIED INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF
24. and return you to the held caller Makes a conference between your extension the active call and the call that is currently on hold pending transfer at your extension Deflects an incoming call to the specified extension Dials a telephone number that has been copied to the clipboard Shows the status of the specified extension Clicking it brings up the same context menu you would see on the Extension Status screen Ends the currently active call if there is one Produces the same effect as replacing your handset Hold Unhold Reconnect Set Callback Set Result Show Address Book Show Call History Show Contact Show Extensions Show Phone Show Todo Speed Dial Transfer None None None Call types Results None None None None None None Number None If you have an active call clicking this will put the other party on hold If the active call is held clicking this will retrieve the call If there is a call on hold pending transfer the button will read Complete and pressing it will complete the transfer putting the call through to the other party When a call is on hold pending transfer pressing this will reconnect you with the on hold party This is the same as the Cancel state of the Answer Hangup button Sets a callback on the called extension This is a not a SmartPhone Callback This is a telephone system callback Enables you to mark a call as having a specific type and resu
25. any extensions in one department and only two or three in another Extension Status x Admin Accounts 314 Sanda 318 James 315 Stuart 311 Janet 320 Trevor 310 Lyn Support 312 Nicola O m Any Sales 323 Daren 317 Graham 36 Steve Having this option unselected means that you can resize the Extension Status to the height and width you would like it The extensions will automatically rearrange themselves into flowing columns and the window will be just the right size Sort by name When this option is selected the Extension Status will be sorted by names within departments With this option unselected the extensions in each department will be listed sorted by extension number Auto hide When this option is ticked the Extension Status window will automatically slide out from the right hand edge of your monitor screen whenever you move your mouse over to the rightmost edge After a few seconds the Extension Status will slide back in This can be a timesaver if you often need to check the status of extensions for you can do so without having to click or press anything just move your mouse Buttons The options on this tab are so that you can choose to have 0 4 or 8 buttons along the bottom of the Phone window Choose the number of buttons to use by selecting None 4 or 8 from the Style dropdown list In the button grid double click the button you want to change or highlight it and c
26. ar with hyperlinks in web pages that allow you to visit other pages or send an email If you have SmartPhone installed you can also turn telephone numbers into hyperlinks meaning you can dial them just by clicking This works anywhere where HTML is used such as web browsers Internet Explorer Mozilla etc in Outlook HTML messages and on your Active Desktop To turn a telephone number into a hyperlink that will make a call use the following syntax lt a href dial 12345 gt 12345 lt a gt where 12345 is the telephone number Or in Outlook when you are editing an HTML email message just type dial 12345 Microsoft Office Smart Tags If you have Microsoft Office XP or newer SmartPhone will install a Smart Tag which will make any telephone number you type in Word Excel or Outlook able to be dialed with a click To start using this feature go to the AutoCorrect options window from the Tools menu in any Microsoft Office application go to the Smart Tags tab and make sure there is a tick against the Telephone Number tag Then after clicking OK restart all Office applications 08702000247 Now whenever you type a telephone number Office will recognize it and give it a red dotted underline see the picture above When you hover over the number a box will appear which you can click on to display a new context menu see the picture below From the context menu select Dial to place a call to the number Telephone Number 0870200024
27. by Oak Telecom Other parts of the family are SmartConnect and SmartOperator SmartConnect can automatically open the record of the customer that is calling you when you answer the telephone SmartOperator can be used by operators and receptionists who need to quickly and easily control queues of calls and see the telephone status of staff members What Does SmartPhone Do SmartPhone links over your network to a computer running SmartServer The SmartServer computer is connected to the switchboard your company uses to make and receive all its telephone calls So the SmartServer computer knows at any time what telephone calls are in progress It uses this information to tell all the computers running SmartPhone who is on the telephone to whom Using this information you can tell if somebody you need to speak to is on the telephone or not In addition if you are a supervisor you can monitor the amount of time spent by employees talking on the telephone You can also connect your databases of contacts to SmartServer so that when somebody in one of the databases calls your company their name and their company name can be displayed instead of just their telephone number This gives you the advantage of knowing who is calling before answering the telephone It also eliminates the need of trying to remember people s telephone numbers You can let SmartPhone do it for you As well as dialing from the SmartPhone Address Book you can use SmartTSP to d
28. can you call him back Thankyou Show Call If you have received messages when you have not been logged in to SmartPhone they are saved on the SmartServer computer for you The next time you log in to SmartPhone the To do list will be automatically displayed with the Inbox folder open NB If you have a very large amount of messages in your Inbox and other folders it may take a couple of seconds longer for SmartPhone to completely start up Auto Callbacks After you have set a Callback for an extension every time the extension you set the Callback for gets off the phone the Auto callback window is displayed Then you can either click Set to cancel the Auto callback window and have it re appear when the extension hangs up their phone again Unset to cancel the callback so that it is not shown anymore Or you can click Dial to call the extension To view a Callback that you have previously set open the Callbacks folder in the To do list and double click the desired Callback Another way to view a previously set callback is to click on the extension that the callback is set on from the Extension Status window and from the menu that appears select Show callback Auto callback x Set Unset Time Today 16 12 09 Fo 315 Stuart Dial Note Go through NGC worksheets with Stuart External Callbacks External Callbacks are Callbacks that you can set on contacts found in your Address Books When you view a contact s
29. d to your Speed Dial office network when you turn on your computer If this Last Number Redial is the case SmartPhone will not login Instead the icon Set absence text will go gray and will test every few minutes to see if To do list your machine is part of a network with SmartServer running on it B a Address Book 3 Extension Status 6 Show Phone To access all of SmartPhone s features you use the CallHistory SmartPhone icon in the System Tray also known as the Notification Area The System Tray is the sunken area in the very bottom right corner of your screen It might JC Unload SmartPhone have such things in it as a clock showing the current time a picture of a speaker if you have speakers attached to your PC and security applications you may have loaded The SmartPhone icon is the circle The circle may be red green yellow gray or flashing 27 Configure If the circle icon is red it means your telephone is off the hook i e you are in the middle of a telephone call j If the circle icon is green it means your telephone is on the lt 11 22 hook i e you do not have any calls in progress If the circle is yellow it means your telephone is in Do Not Disturb or Forward All Calls mode If the circle icon is flashing red and gray it means your phone is ringing When this document tells you to open a certain SmartPhone screen or window it means click the SmartPhone icon in the System
30. e extension you want to call and click Dial from the menu that appears Transferring a Call Using SmartPhone it is easy to transfer telephone calls There are two types of transfer available either announced or blind An announced transfer is one where you consult with the person you are going to transfer the call to before actually making the transfer This way if they do not want to take the call they do not have to A blind transfer will transfer the call immediately making the chosen extension s telephone ring To transfer a call you have to have an active call at your extension To make a blind transfer open the Extension Status screen if it isn t open already choose the extension you want to transfer your call to and click on them From the menu that appears click Transfer You will be disconnected from the call you were on and the extension that you clicked will be ringing To perform an announced transfer click the extension you wish to consult with before transferring the call and click Consult from the menu that appears The telephone call you are on will be put on hold and when the extension you clicked on answers you will be able to consult with them To complete the transfer replace your telephone handset To cancel the transfer have the person you were consulting with put their telephone down and then you will again be talking to the original person If when clicking on the extensions in the Extension Status screen
31. e it to see which users are logged in to SmartPhone and therefore are able to receive text messages Checking an Extension s Status The Extension Status screen is divided into the departments different people in your company are in so there may be a Sales department a Technical Support department a Customer Service department etc Whether individual extensions can see all departments or just the department they belong to depends on the features the extension has enabled The name of the department is shown in bold type at the top of the lists The extensions are displayed in columns below the department name Extension Status x Admin amp ccounts Sales Support 318 James 317 Graham 319 Andy 311 Janet 314 Sanda 323 Daren 310 Lyn 315 Stuart 316 Steve 312 Nicola 320 Trevor Depending on your security settings you will either be able to see only extensions that are in your department or all extensions from all departments As you can see each department can be expanded shown or collapsed hidden by clicking on the department name This allows you to choose to see only the relevant departments which is very useful if you have many extensions but only want to see the ones you are interested in Each extension is split up into three areas The status lamp The extension s number The extension s name The Status Lamp The status lamp is the small dot to the left of the extension It will be c
32. ed immediately via a message on the screen This enables you to call them as soon as they become available To set a callback simply click the required extension in the list and click Set callback The Auto callback window will appear From here you can cancel the callback by clicking Unset or so that you don t forget what you wanted to speak to the person about you can enter some text in the Note box You can only set one callback per extension at one time If you have already set a callback for an extension and you then click on the extension in the Extension Status screen rather that a menu item which reads Set callback there will be a menu item which reads Show callback This enables you to edit the callback that has already been set For more information on Callbacks including how to delete them see the To do list section earlier in this document Sending Text Messages If you have a message for someone but you don t have time to tell him or her in person or call him or her you can send him or her an instant text message instead That way you won t forget to give them the message even if they are out of the office for a couple of days as the message will be stored on SmartServer until the person logs back into SmartPhone To send a SmartPhone user a text message click their extension in the Extension Status and click Send message The Send text message window will appear Here you can enter the message and then click Send to
33. enu explains a little about the tray menu and what the items on it do Quick Features an introduction to SmartPhone s one click features menu Last Number Redial explains the Last Number Redial sub menu Absence Text what it is and how to use it To do list tells you all about the To do list screen and explains how to use it Address Book guides you through the Address Book screen showing you what everything does and some of the things you can do from the Address Book Extension Status shows you around the Extension Status screen and shows you how to do things such as calling extensions and transferring calls The Phone Window shows you what the various features of the Phone window are and how to get the most out of them Call History this section guides you around the Call History screen and explains what you can do there Configuration shows you how to change the settings of your SmartPhone to make it work the way you want We are sure that after reading this manual you will find SmartPhone easy to use and find it an immensely useful tool in your working day Introduction What Is SmartPhone SmartPhone is a Computer Telephony Integration CTI product This means it links your desktop computer and telephone system together CTI is at the heart of the future office and SmartPhone was one of the first CTI products of its kind to be released in the United Kingdom SmartPhone belongs to a family of CTI applications produced
34. f the call the Telephone number of the other party involved in the call the Name of the other party and the call Duration You can also phone a caller back show calls in more detail and show the Contact Details screen just like in the Address Book Filtering Displayed Calls The types of call that can be shown in the Call History window are All calls all telephone calls that this extension made that made this extension ring or that this extension answered Internal calls excludes any calls that involved an external line External calls excludes any calls that only involved extensions Missed calls all telephone calls that ended before they were answered Call History Lyn JO Type All calls k 2 17 27 00 NETE EZTIET 25 11 2002 17 26 08 01733 342220 ART Recovery 00 00 25 25 11 2002 17 25 41 01733 382000 A PV Baker 00 00 22 25 11 2002 17 25 20 01733 342220 AR T Recovery 00 00 16 25 11 2002 17 24 42 01733 342220 AR T Recovery 00 00 22 25 11 2002 17 23 46 01733 382000 APV Baker 00 00 48 25 11 2002 17 22 26 01733 382000 A PV Baker 00 00 38 25 11 2002 17 22 06 01945 410424 AT Fowler and Son 00 00 06 25 11 2002 17 21 37 01733 253901 AW B Electrical and Mechanical Service 00 00 14 25 11 2002 17 21 09 01945 410424 AT Fowler and Son 00 00 17 25 11 2002 17 20 14 01733 253901 AW B Electrical and Mechanical Service 00 00 45 25 11 2002 17 19 20 01945 772221 amp J Mallett and Sons 00 00 32 25 11 2002 17 18 57
35. for you will probably want to call them You can do this by clicking on the contact you wish to dial so that they are highlighted in the main grid and clicking on the Dial button If the contact has more than one telephone number stored in your Address Book clicking Dial will bring up a list of the telephone numbers so that you can choose which one to dial If the contact has only one telephone number SmartPhone will dial it as soon as you click the Dial button It is also possible to dial from the Contact Details screen which is described below Viewing Contact Details SmartPhone can store more details on your contacts than just their names and telephone numbers It can also store such things as addresses e mail addresses notes and any custom information that your company may store about customers such as account details etc SmartPhone also automatically stores a contact s Call History so you can view when they were last in contact with your company To view the Contact Details screen first highlight the contact whose details you wish to see do this by clicking on them in the results grid Now click Show Alternatively just double click the contact in the results grid A new screen opens showing the basic information name company address telephone numbers on the contact Next to each telephone number on this screen will be a Dial button Clicking on it will dial the telephone number If your system allows it you may make c
36. hanges to the selected contact s details from this screen Just edit the information you wish to change and click the OK button to close the screen and save the changes you have made Clicking the Delete button will remove this contact from the Address Book they are in If you delete a contact you will lose their Call History but that contact s name will still show in individual extension s Call Histories xl Details Callback Call History Name Bamey Rubble Company ESG Consulting Business oere 55 T a Mobile 07797 484159 Dial Home Dial Address ESG Consulting 1st Floor Seirs Park Offices Town Bedrock Post Code BE7 1EF Notes Awaiting payment of invoice Delete Cancel There may be an Extra tab on this screen Clicking on this will display the custom extra information on the contact that your system administrator has provided You may also make changes to this information if your system administrator has allowed it There will also be a Callback tab on this window This tab lists all the users that have an External Callback set on this contact If you do not have the privilege of viewing the extensions that have an External Callback set on a contact this tab will just indicate whether you have one set The top half of the tab contains a grid showing the extension numbers and names of people who have set an External Callback on the contact Selecting one of the items of the grid list will d
37. he contact from your database and return you to the Address Book screen The Results Grid The results grid is the main part of the Address Book screen It shows the results of searches that you make and is used to select which contact to dial show details of The columns in the results grid are as follows Name name of the contact displayed in surname forenames format Company company name associated with the contact Last Call date and time of the last call made to from the contact Telephone the contact s telephone number s Resizing The Address Book screen can be resized bigger and smaller to make it the size that suits you To do this move your mouse over the handle in the bottom right corner of the window your mouse pointer will change to a diagonal line going top left to bottom right with an arrow at either end then hold down the left mouse button and drag the mouse to make the window size change When you are satisfied with the window size release the mouse button The Extension Status After the Address Book the Extension Status is one of the most useful SmartPhone features It enables you to see at a glance who is on the telephone and who is not It also enables you to see who people are on the telephone to and how long the call has been in progress From this screen you can also dial extensions transfer calls pickup calls send SmartPhone messages set Callbacks and view Call Histories You can also us
38. he extent that such activity is expressly permitted by applicable law notwithstanding this limitation The SOFTWARE PRODUCT is licensed as a single product Its component parts may not be separated for use on more than one computer The package for the SOFTWARE PRODUCT may contain multiple versions of this EULA such as multiple media versions e g in the user documentation and in the software In this case YOU are only licensed to use one 1 copy of the SOFTWARE PRODUCT YOU may permanently transfer all of your rights under this EULA only as part of a permanent sale or transfer of the SOFTWARE PRODUCT provided YOU retain no copies YOU transfer all of the SOFTWARE PRODUCT including all component parts the media and printed materials any upgrades and this EULA and the recipient agrees to the terms of this EULA If the SOFTWARE PRODUCT is an upgrade any transfer must also include all prior versions of the SOFTWARE PRODUCT Without prejudice to any other rights failure to comply with any and all of the terms and conditions of this EULA will result in immediate and permanent termination of this EULA In such event YOU must immediately destroy all copies of the SOFTWARE PRODUCT and all of its component parts smart phone Section One Installation Guide SmartPhone Oak SmartPhone Installation Guide To install SmartPhone first make sure no programs are running and that you are logged on to your computer as an administrator
39. hone users when you call them Department If you change the text in this box your extension will appear under a different department on the Extension Status screen If you enter a department in this box that does not already exist on the Extension Status screen a new one will be created You may not be able to change the department you appear under Password If you use a password to access SmartPhone it will appear in this box but the actual letters will be replaced with asterisks If you want to change your SmartPhone password simply replace the contents of the Password box with your chosen new password If you do not use a password to access SmartPhone but would like to enter the password you would like to use in the Password box If you currently use a password to access SmartPhone but do not want to use one anymore delete the contents of the Password box The changes to the Password setting will be saved when you click OK or Apply They will take effect the next time you start SmartPhone Auto login The Auto login check box enables you to decide whether or not SmartPhone will ask you to enter an extension number when it is started If you place a checkmark in this box by clicking on it you will not be prompted to enter your extension number and password when SmartPhone is started on your computer and where applicable when you are logged in to Windows If this box is cleared no checkmark you will be prompted to e
40. ial from programs that support TAPI dialing via SmartPhone In fact there are over 15 ways to dial from SmartPhone See the Getting More Out Of SmartPhone section of this document for more information With the Call History screen you can view calls you missed even if your computer was turned off when you received the calls You can view who the calls were from and the date and time that the calls were made You can also call the person back from this screen Getting Started Throughout this document whenever the word click is used it means press and release your primary left mouse button If the document reads right click it means press and release the secondary right mouse button If the document reads double click it means press and release your primary left mouse button twice in quick succession SmartPhone will load when you turn on your computer If it does not click the Start button in the bottom left corner of your screen A menu will pop up On the menu point your mouse cursor at Programs Another menu will pop out of the side of the Start menu On this new menu point your mouse cursor at SmartPhone On the menu that appears click on SmartPhone If you are presented with a SmartPhone login screen enter your extension number in the Username box and your SmartPhone password in the Password box These can be obtained from your network administrator 4 Feature If you use a laptop you may not be connecte
41. ification to the person you called This means your telephone number will not show up on their telephone or telephone system To restore caller id use Suppress Caller Id Off NB Clicking an item in the Quick Feature list simply emulates dialing the selected feature code at your handset The features themselves are controlled by your telephone system not by the SmartPhone software Therefore if they do not work as expected it is likely because of a telephone system fault not a problem with SmartPhone Speed Dial The Speed Dial list is a list of frequently used telephone numbers that you have entered so you can call them without having to remember the number or search for it You are probably familiar with a similar function on your telephone handset To call one of the numbers in the Speed Dial list you just have to click on it To configure the names and numbers that are displayed in the list please read the SmartPhone Configuration section later in this manual Speed dials are unique to each user That means you can t share a speed dial list with other users Last Number Redial The Last Number Redial list shows a menu of up to 10 telephone numbers Clicking on one of the numbers will place a call to that person These numbers are stored locally on each SmartPhone machine so the numbers you see on your machine may differ to those on another person s machine The numbers that get stored are the last 10 telephone numbers that
42. in one of your address books and display a ToolTip like window with telephone number and contact name All you then need to do to dial the number is click on the little yellow window You don t have to highlight the number you want to dial and you don t need to perform any complicated Copy amp Paste actions Clipboard dialing With this option turned on if you highlight a telephone number in a database text field or a document a new item will appear in the SmartPhone tray menu accessed by clicking the SmartPhone icon near the clock in the bottom right of your computer screen Clicking on the new menu item will enable you to dial the telephone number you highlighted This works in Microsoft Internet Explorer web pages and Adobe Reader documents as well as Notepad WordPad and many other applications 66 SmartPhone Oak smart phone Section Three Getting More Out Of SmartPhone SmartPhone Oak Getting More Out Of SmartPhone Introduction This document will guide you through the advanced features of SmartPhone showing you how you can get more out of it like dialing using TAPI and using the SmartCmd program Also available are i a Quick Start guide ii a user manual iii an FAQ that answers common questions posed by SmartPhone users and iv an installation uninstallation guide that talks you through installing SmartPhone on your computer If you do not have these please visit the Oak Telecom web site www 0ak c
43. indow to disappear when you replace your handset or end your current call The default setting is off do not hide on cleardown Preview ringing Check this option to make SmartPhone show a discreet window at the bottom of your screen when you make or receive a phone call telling you the name and number of the caller This window is smaller than the Phone window and some people prefer to use it instead of Pop on inbound because they can carry on working and typing without being too distracted by incoming phone calls The default setting is to not use the Preview ringing window By default the Preview window appears at the left most corner of your monitor however you can move it where you want by holding down your left mouse button over its top edge and dragging the window The next time the window pops it will appear in this new position but still on the bottom of your screen Show name Check this to have the Extension Status screen display the name of the extension next to their number Operators may leave this turned off to save space if they have many extensions displayed on their Extension Status Best fit When this option is selected the Extension Status screen will automatically size itself with each department having all of the extensions belonging to that department in one column If a user tries to resize the Extension Status it will simply jump back to its original size This can lead to wasted space especially if you have m
44. isplay extra details about the External Callback in the bottom half of the tab It displays the User who set the External Callback the Type of External Callback and the Note that will be sent to the user when the contact has been in touch If you have set an External Callback on a contact and wish to edit or remove it highlight your name extension from the list on the Callback tab and either click the Remove button to remove the External Callback or edit the text and type of External Callback from the bottom half of the tab and click Save to save the changes To create an External Callback on a contact press the Add button This will only work if you do not already have an External Callback set on the contact whose details you are viewing Choose the type of External Callback from the Type dropdown list The types available are Send message sends you a SmartPhone text message containing the text that you specify every time the contact calls anybody in your company The text message is received once the call has ended Offer call tells you on your computer when the contact is ringing any of the extensions monitored by SmartPhone so that you can answer the call if required It does this by displaying a small window similar to the Preview window but that has a button on it allowing you to pick up the call if pressed Offer call and send message Displays the Pickup window when the contact calls any extension in your company and then sends
45. k the Remove button After you have edited a speed dial you may be asked to log in again before the new list is used by SmartPhone Advanced Options The options on this tab are for setting advanced options and should never need to be changed once SmartPhone is installed and operating correctly E SmartPhone configuration General Interface Buttons Address Books Absence Speed Dials Advanced Telephony SmartServer Find server automatically x Settings Language English Enable Tapi Service i Disable events Ctrl Shift dialing j Clipboard dialing Q Tip Enter the machine name or ip address of the server Cancel Apply SmartServer This option enables you to manually tell SmartPhone where the SmartServer machine is located Enter an IP address Net BIOS machine name or select Find server automatically When set to Find server automatically SmartPhone will explore the network in an attempt to find the SmartServer machine by itself every time you start SmartPhone However if you have a modem device in your computer if your computer is multi homed if you have a firewall that blocks UDP IP traffic or if for some reason you have more than one instance of SmartServer running on the network you will need to tell SmartPhone which machine to connect to If SmartPhone cannot find an instance of SmartServer to login to it will sit quietly in the system tray area and its icon will stay grayed out It will c
46. lick Edit The Edit Button window will appear From here select a button type a name for the button and any additional options needed and click OK The changes to the button will be saved and will take effect as soon as you exit the SmartPhone Configuration screen The Preview button is the button that appears on the small Preview window that pops up if you have the Preview ringing option enabled You can click on this button to perform the task of your choice The buttons in the list are numbered left to right top to bottom If you have 4 buttons there will be one row of four buttons in it If you select 8 buttons there will be two rows with four buttons in each row System administrators may set up all users buttons the same using the SmartServer Configuration program The available button types are enumerated in the section of this document entitled Getting More Out Of SmartPhone Absence Text The Absence tab configures exactly the same settings as clicking Set absence text from the SmartPhone tray menu To turn absence text on put a checkmark in the Use absence text checkbox To change your absence text edit the text in the box For more information see earlier in this document Speed Dials To add a speed dial to your personal list click the Add button and fill in the Caption and Telephone fields then click OK To edit a speed dial highlight it and click Edit To remove a speed dial from the list highlight it and clic
47. lling is shown next to the Called label and the name of the company is shown under it next to the Company label Next to the Call from label is your name If you are receiving a call the calling person s telephone number name will appear next to the Caller label Under it next to the Company label is shown the company this person is associated with Next to the Call for label is the extension number or name called by the caller This information can be useful because from it you can tell whether the caller has directly dialed your number or whether the caller has just dialed the main number of your company and your telephone is ringing Phone x Connected 1 1 Caller 01945 772221 Company AJ Mallett and Sons Call for 310 Lyn Duration 00 00 06 Hangup Pop Access Show Exts Once the call has been connected or starts ringing the Duration label will start to count up showing the number of hours minutes and seconds the call has been active for If you are on more than one call at a time you can view information about the active calls by clicking the left and right arrow buttons lt gt that will be shown towards the top right of the Phone window These buttons will disappear if you are on one or less telephone calls When you click the arrow buttons the information contained in the Caller Call for Company and Duration labels will be updated accordingly You can also configure up to 8 buttons along the bottom edge
48. lt Enter a comma delimited list of call types in the Call types box and a comma delimited list of possible results in the Results box This is only useful for statistics gathering purposes Clicking this displays the Address Book screen Clicking this displays your personal Call History Shows the Contact Details screen for the contact involved in the current call Displays the Extension Status screen Displays the Phone window this is the default action for the Preview button Displays the logged in user s To do list Dials the predefined number at the click of a button Completes a consultation transfer Same as the Complete state of the Hold Unhold button As well as choosing a button type and any options you can change the name displayed on the Phone window on a per button basis For instance you could have 2 speed dial buttons set up to dial different numbers and have one named Jim Mobile and the other named Jim Home Using SmartCmd SmartCmd is a small utility that you can use to gain quick access to frequently used SmartPhone features To do this use the SmartCmd utility in conjunction with one of a number of command line parameters For example from the Start Run dialog box you would enter the SmartPhone path followed by SmartCmd exe lt parameters gt Run 8 2x Type the name of a program Folder document or Internet resource and Windows will open it for you Open m Files SmartPhone
49. martPhone for instance by highlighting a contact on the Address Book window s results grid and clicking the Show button or by clicking Show Contact on the Call History screen or by clicking Edit details on the Extension Status window To dial from the Contact Card you just have to click the Dial button that is next to the number you want to dial Type in Phone window You can dial a number by simply typing in the Phone window and then pressing the Enter key Just like you would while dialing from your telephone handset except when you dial from your handset you can t correct mistakes by simply pressing the delete key Paste in Phone window The Phone window also allows you to paste telephone numbers into it by pressing the Ctrl V or Shift Insert shortcut keys and then pressing the Enter key So you can copy a telephone number to the clipboard and then dial it easily Screen Reading If you have Ctrl Shift dialing checked on the Advanced tab of the SmartPhone configuration window you can hold down the Control and Shift keys on your keyboard and move your mouse over a text field in most databases and SmartPhone will intelligently read any telephone number contained in that text field and display a little popup window allowing you to quickly dial the number Highlight Dial or Clipboard Dial If you have Clipboard dialing checked on the Advanced tab of the SmartPhone configuration window you can simply highlight a telephone number in
50. mber as specified by lt number gt You can also use MakeCall Dial the telephone number specified by lt number gt but performs a special action such as start a transfer or conference call if there is already an active call on the local extension Makes a call to the specified telephone number from the local extension even if the telephone number is in the TPS list The syntax for the following commands is Cmd lt command gt Ext lt extension gt ExtACB ExtConsult ExtDial ExtEdit ExtLog ExtPickup ExtXfer If the logged in user already has a SmartPhone Callback set on lt extension gt this will display the Callback Otherwise this will allow a user to set a Callback Perform an announced or supervised transfer to extension lt extension gt Dial the extension specified by lt extension gt Show the Contact Details screen of the specified extension Display the Call History of extension lt extension gt Answers the call that is ringing at the specified extension Perform a blind transfer of the current call to extension lt extension gt The syntax for the following commands is Cmd lt command gt lt CallId lt callid gt Answer Hangup Hold Unhold Answers the ringing call specified by lt callid gt Hangs up the call specified by lt callid gt Puts the call specified by lt callid gt on hold Takes the call specified by lt callid gt off hold Miscellaneous Commands Syntax Description
51. nsferred or put on hold etc If the call was a conference call all the parties involved in the call will be shown Showing a Contact To open the Contact Details screen like the one you can open from the Address Book screen click the call with the contact that you want to view and click Show Contact The Contact Details screen which was described earlier is now opened Dialing a Contact If you wish to call a contact back from the Missed calls list or for some other reason want to call a number stored in the Call History screen you can do so Simply select the call that has the required telephone number contact in it and click the Dial button If the contact has more than one telephone number clicking Dial will not show you a list of numbers to select from Instead SmartPhone will automatically dial the number that is stored in the Call History Resizing the Call History Screen The Call History screen can be resized like an ordinary window by moving the mouse cursor over the border of the window holding down the left mouse button and dragging the mouse However there is a minimum size for the window and once this size has been reached you will not be able to make the window any smaller The screen s size and position are remembered when you close and reopen the Call History screen You can also resize the columns of the grid in the Call History screen so that you can see more or less information Do this by moving the mouse curso
52. nter your extension number and password every time SmartPhone is started Interface Options The options on this tab affect the way the Phone window appears and disappears when you make and receive telephone calls Also from this tab you can make changes to the way the Extension Status appears When you have finished making changes just click OK or Apply and the new settings will take effect WE SmartPhone configuration General Interface Buttons Address Books Absence Speed Dials Advanced Popup Pop on outbound Hide on cleardown Preview ringing Extension Status Show name Best fit Sort by name Auto hide Q Tip Select if you want to pop SmartConnect on incoming calls Cancel Pop on inbound If you place a checkmark in this box done by clicking inside the white area the Phone window will pop or appear every time your extension starts ringing When the Phone window pops it appears above all the other windows on your desktop Most people prefer to have this setting turned on so that they can identify who is calling before answering the telephone The default setting is to not pop on inbound Pop on outbound If you place a checkmark in this box the Phone window will pop every time you lift your telephone handset or make a call e g from the Address Book Some people prefer this setting to be turned off It is off by default Hide on cleardown Placing a checkmark in this box causes the Phone w
53. o just display the extension numbers and how to resize the window and how to sort the window by name or extension number If an extension s name and number is in bold type it means they are logged in to SmartPhone This means that any SmartPhone text messages you send to the extension will be received instantly If the status of an extension shows that the extension is off hook a red circle you can check who the extension is on the telephone to You do this by resting your mouse over the extension After a second or two a small yellow window will pop up like a ToolTip window In this window will be displayed all calls in progress at the extension pointed to It will display the Caller s telephone number and the Called person s telephone number If the telephone number of the caller called person is in your Address Book their name and company name will Extension Status Q amp appear in this screen as well as their telephone number Clicking inside the __Admin Accounts yellow window will bring up a new screen 310 Lyn showing when the call was started and how long it has been in progress To make the yellow window disappear simply move your mouse to somewhere else on the Extension Status Caller 01945 880196 Wisbech 312 Nicola 318 James Calling an Extension If you wish to make a telephone call to one of the extensions in the Extension Status screen all you have to do is click on th
54. o uk This document has four sections Programmable buttons talks about the buttons available for the Phone window Using SmartCmd tells you what SmartCmd is and how to use it 15 ways to dial using SmartPhone shows you how you can use SmartTSP to dial from TAPI enabled applications Keeping SmartPhone up to date explains how clients are kept running on the latest version of SmartPhone Programmable buttons The Phone window of SmartPhone can be pre configured on a per user basis to display 0 4 or 8 buttons along the bottom edge You can set these buttons using the SmartServer Configuration application or from the SmartPhone Configuration screen To find out how to set up buttons refer to the appropriate section of either the SmartPhone User Manual or the SmartServer Configuration Guide This document merely explains the types of buttons available The types of button available for most telephone systems are Name Answer Answer Hangup Conference Deflect Call Dial Clipboard Extension Hangup Options None None None Ext Number None Ext Number None Description Answers your telephone and puts it in speakerphone mode Only works when your phone is ringing If your phone is ringing it acts like an Answer button If your phone has an active call it acts like a Hangup button If you have a call on hold pending transfer the button will read Cancel and pressing it will cancel the transfer
55. olored in green red or yellow or it will be flashing red If the lamp is solid green it means the telephone at that extension is on the hook If the lamp is a solid red color it means that the telephone at that extension is in use off the hook If the lamp is flashing gray and red it means the telephone at that extension is ringing When an extension is diverting his or her calls the lamp will appear a solid yellow color indicating unavailable and hovering your mouse over the extension will pop up a ToolTip telling you the name and telephone number that calls are being forwarded to The Unavailable indicator is turned on automatically when you set your phone to divert etc You do not need to do anything in SmartPhone in order to make use of this feature This feature only works on compatible switches The Extension s Number After the status lamp is a number indicating the internal telephone number of the extension This is the number you would dial on your telephone not the number external callers would need to dial Conference 1 101 David Pekham Accounts 2 102 Andy Goal Accounts 3 103 Mikael Oweing Sales The Extension s Name The last part of the extension status indicator is the name that SmartPhone associates with that extension Your system administrator can change all names and you can change your own name Later in the manual you will learn how to change the display of the Extension Status screen t
56. on newer operating systems To turn the SmartTSP on you should be able to simply go into the SmartPhone Configuration window click on the Interface tab and place a checkmark in the Enable Tapi box However if this doesn t work you may need to manually enable the SmartTSP To manually configure your PC to use SmartTSP please contact Oak Telecom who will be happy to advise you of what needs to be done Your computer may need rebooting after enabling or disabling SmartTSP SmartCmd Running SmartCmd exe with the right command line arguments you can make calls from other applications such as Access or from your own programs or you can create shortcuts that you can place on your desktop or in your start menu or your quick launch toolbar For information on the syntax required please see the Using SmartCmd part of this document DDE DDE stands for Dynamic Data Exchange and a lot of programming languages such as Visual Basic and Delphi let you use it to communicate with other applications You can also use DDE from some database packages Using DDE calls you can make SmartPhone make a phone call Simply start a DDE conversation with the SmartCmd application with a topic of System Then issue a command containing the telephone number you want to dial SmartPhone will place a call to the telephone number automatically formatting it correctly and filling in the trunk access code if needed etc Dial hyperlinks You are probably famili
57. ons folder stores a list of all the extensions that work at your company so you can search and dial an extension if there are too many to see on the Extension Status window The Directory folder represents SmartServer s own internal address book which you can use to add edit and remove contacts Searching for Contacts To search for a contact you may use their name their company name or their telephone number or part of their name company name or telephone number You may also search by the first letter of the contact s name or company name depending on how your system has been set up Address Book x Eolder Businesses Baj C A B company Last Call Telephone Abbotsmede Primary School 0 68 C D Alderman Jacobs Primary School EF Beaupre Community Primary School 01945 772439 Bishop Creighton Primary School 01733 343895 G H Boume Abbey Primary School 01778 422163 Braybrook Primary School 01733 232159 yd Bretton Woods Community School 01733 266975 KL Cavalry Primary School 01354 652814 Deacon s School 01733 562451 MN Deeping St James Community Primary 01778 342314 0 P Dogsthorpe Infants School 01733 566849 Duke of Bedford County Primary School 01733 270243 Ga Fourfields County Primary School 01733 703611 Si Gotefield Primary School 01945 870321 uv Jack Hunt School Foundation 01733 263526 Ken Stimpson Community School 01733 765950 Ww Xx show n Search Text school Go or Number
58. ontinue to attempt to connect to SmartServer once every minute until it succeeds This is useful for laptop computers because they may not be permanently connected to a network The default setting is Find server automatically Language From this dropdown list you can select which language to display SmartPhone and all other Smart CTI products in The list of languages available always includes English and whichever other languages you have installed To get more SmartPhone language packs please ask your dealer or visit our website Enable Tapi Service Check this box to automatically install and enable the SmartTSP telephony service provider which enables you to dial through SmartPhone from any TAPI enabled application just by clicking the application s Dial button Uncheck this box to remove the SmartTSP from your system The default setting for this option is enabled use SmartTSP Disable events To turn off any event driven scripts select this option The default setting for this option is disabled events enabled Ctrl Shift dialing If you want you can turn on screen reading This is an easy way to dial from most databases When this option is enabled all you need to do to dial a telephone number that is displayed on screen is move your mouse over the telephone number and hold down the Control and Shift keys on your keyboard SmartPhone will read the telephone number that your mouse is over try and match it to a contact
59. orwarding Caller Id Send Message etc To use these features simply click on the desired feature This is much simpler than having to remember long or complicated codes to turn on off features that you may use often such as Call Forwarding or Do Not Disturb leaving you free to concentrate on other things Call waiting on Call waiting off DND On DND Off Forward all calls Forward cancel Group pickup Hunt group join Hunt group leave Message On Message Off 4 Last Number Redial B Set absence text Reset all services To do list Set advisory message Set advisory message off Silent monitor GA Address Book Extension Status j qe Phone Suppress caller id on Ha Call History Suppress caller id off B Configure er Unload A list of the features currently supported and a description of each is listed below Please note that some or all of these features may not be supported by your telephone system Call Waiting On Off turns on or off the warning beeps indicators that your telephone makes to inform you that you have another call incoming Some people find these tones distracting Door Open if you have a Door Entry system at your offices you can use this to unlock open the door for staff and visitors DND On Off turns on or off the Do Not Disturb mode of your telephone If you are in a meeting and do not wish to be disturbed by the telephone ringing select DND On and callers will hear
60. ou can click Send Message to send a SmartPhone text message to the user If you have the right security privileges you can also use the Call History tab to view the extension s call history just like you can for an ordinary contact in a SmartPhone Address Book To save the changes you have made click the OK button To cancel the changes click Cancel To delete the extension so that SmartServer no longer monitors it click Delete Using Auto Hide If you have the Auto Hide option turned on your Extension Status screen will automatically slide out from the right hand edge of your monitor whenever you move your mouse to the right most edge of your monitor After a few seconds the Extension Status will slide back in again unless you move it To find out how to turn this feature on and off see the Configuration section of this document The Phone Window The Phone window can be set to pop up when you make or receive a call or you can open it normally by selecting it from the SmartPhone tray menu You can also make the Phone window hide when you hang up your telephone How to set these features will be explained in the Configuration section of this manual The position of the Phone window will be saved when you close it The main parts of the Phone window are the Called Call from and Caller Call for labels They change depending on whether you are making or receiving a call If you are making a call the name of the person you are ca
61. r over the vertical lines that separate two columns the mouse cursor will change shape when it is in the right position Now hold down the left mouse button and drag left or right When the column is at the desired width let go of the mouse button The column widths are not saved when you close the Call History window Configuration The way to change SmartPhone s settings is by using the SmartPhone Configuration screen accessed by selecting the Configure item from SmartPhone s tray menu This screen has up to seven main sets of options or tabs The first tab General allows you to change your user details like name extension number etc The Interface tab allows you to change the way the Extension Status appears and the way the Phone window behaves when you make and receive calls The Buttons tab lets you configure buttons for use in SmartPhone The Address Books tab lets you select which Plugins to use The Absence tab allows you to configure your absence text The Speed Dials tab is what you use to set up your speed dials The Advanced tab is used to configure advanced features such as Telephony settings General Options The options configurable from the General tab are Extension the extension you are logged in to SmartPhone as Name the name displayed by SmartPhone on the Extension Status screen and when you make internal calls Department which department column you are shown under on the Extension Statu
62. s screen Password change the password you use to log in to SmartPhone Auto login change the way SmartPhone behaves when it starts Assistant configure your assistant s extension number Mobile no enter your mobile cellular telephone number here WE SmartPhone configuration General Interface Buttons Address Books Absence Speed Dials Advanced Extension Name Department Password Assistant Mobile no 310 Lyn Admin Accounts M Auto login 9 Tip Please enter your extension number Cancel Extension Entering a different extension number in this box will change whose settings and privileges you use when you use SmartPhone as well as which telephone extension to dial from and show the Phone screen for For instance if you are a supervisor and you have certain privileges like being able to view others Call Histories you may want to access these privileges from a different computer than the one you usually use To do this just start SmartPhone on the computer you want to use and change the number in the Extension box to your extension number To use the new Extension setting click OK The Login screen will then appear to confirm that you want to change user and to load all of the new extension s preferences Name If you change the text in this box the name that is shown next to your extension on the Extension Status screen will be changed as well as the name shown to other SmartP
63. s to edit the text and or turn it off NB Some users may not have the necessary security settings to use absence text Also administrators have the ability to change anybodies absence text and to turn it on or off The To Do List This screen could be described as being like the Messages menu on your mobile phone or like an email program such as Outlook Express Using SmartPhone you can send and receive instant SmartPhone text messages to other SmartPhone users in your company For instance someone could send you a message asking you to call a customer or to tell you the outcome of a telephone call they made earlier Using SmartPhone you can also set Callbacks these are used when someone you need to speak to is on the phone If you set a Callback SmartPhone will notify you as soon as that extension is off the phone so that you can call them and speak to them External Callbacks are useful to use on contacts or customers that call in from outside your company If you have an External Callback set on someone and they phone anybody in your company you will be notified and optionally asked whether you want to pickup the call Also when somebody you have set an External Callback on contacts your company and you don t answer the call you will be sent a SmartPhone text message informing you When you open the To do list you will see a screen similar to the one below The list on the left side of the screen represents the folders
64. smart phone SmartPhone User Guide OAK CTI 06 SmartPhone Oak SmartPhone Oak Contents Contents SmartPhone End User License Agreement Section One SmartPhone Installation Guide Section Two Using SmartPhone Section Three Getting More Out Of SmartPhone 14 68 SmartPhone End User License Agreement This End User License Agreement EULA covers the SmartPhone software product IMPORTANT READ CAREFULLY This End User License Agreement EULA is a legal agreement between you either an individual or a single entity YOU and Oak Telecom Ltd OAK for the OAK product s accompanying this EULA which include s computer software and may include online or electronic documentation associated media and printed materials SOFTWARE PRODUCT An amendment or addendum to this EULA may accompany the Product By installing copying or otherwise using the SOFTWARE PRODUCT or any UPDATES as defined below YOU agree to be bound by the terms of this EULA If YOU do not agree to the terms of this EULA do not install copy or otherwise use the SOFTWARE PRODUCT however YOU may return it to your place of purchase for a full refund In addition by installing copying or otherwise using any updates or other components of the SOFTWARE PRODUCT that YOU receive separately as part of the SOFTWARE PRODUCT UPDATES YOU agree to be bound by any additional license terms that accompany such UPDATES If YOU do not agree to
65. u click Finish SmartPhone Oak 12 Uninstallation If you ever wish to uninstall SmartPhone make sure it isn t running double click the My Computer icon on your desktop double click Control Panel double click Add Remove Programs and in the list that appears highlight SmartPhone and click Add Remove SmartPhone InstallShield Wizard Welcome Modify repair o e you modify the Install Sh On the SmartPhone Maintenance screen select Remove and click Next When SmartPhone has finished being uninstalled from your computer click Finish SmartPhone Oak smart phone Section Two Using SmartPhone SmartPhone Oak Using SmartPhone Welcome to SmartPhone Thank you for choosing SmartPhone the world s premier CTI software This document will attempt to explain in as simple a way as possible how to use SmartPhone This document was designed for persons who have only a limited knowledge of computers There is also i a Quick Start guide ii a guide to getting more out of SmartPhone iii an FAQ which answers common questions posed by SmartPhone users and iv an installation uninstallation guide which talks you through installing SmartPhone on your computer If you do not have these please visit the Oak Telecom web site at www oak co uk This manual is broken up into eleven parts Introduction shows you how to start SmartPhone and explains some of the terms used in this manual The Tray M
66. u were logged in to SmartPhone To quickly dial one of these numbers back just bring up the tray menu point to Last Number Redial and select the one you want to dial Speed Dials Each user of SmartPhone has a personal speed dial list This is a list of names with telephone numbers that you can call by simply pointing to Speed Dial on the tray menu and clicking the number You can set up your own speed dial list by going to the Speed Dials tab of the SmartPhone configuration window Use the Add button to add a speed dial the Remove button to remove a speed dial and the Edit button to edit a speed dial Call History You can dial from the Call History window too Just highlight the line that contains the contact you want to dial and click the Dial button Extension Status To call an extension on your extension status screen you simply have to click on the person and select Dial from the menu that pops up You can also start a consultation or blind transfer in a similar way if you are already on a call Address Book To dial from the address book you first need to search for a contact When you have found your contact highlight them in the results grid and click the Dial button If the contact has more than 1 telephone number stored against them a menu will pop up to allow you to choose the correct number to dial Contact Card You can also dial from a contact s Contact Card Contact Cards can be found in various parts of S
67. where your messages and Callbacks are stored Inbox click on this folder to view a list of received text messages New messages that you have not yet read will be in bold The Date Time column shows the date and time that the message was sent If the message was sent the day you look at the To do list rather than a date the word Today followed by a time will appear in the Date Time column Outbox click on this to view a list of the messages you have sent that have not yet reached their destination normally because the person you sent them to hasn t logged in to SmartPhone since you sent the message Whilst a message is still in your Outbox you may cancel sending it by opening and then deleting it Sent items this folder lists the SmartPhone messages you have sent Messages in this list have already been delivered to the recipient s computer Callbacks displays a list of the Callbacks that you have set on extensions Every time one of the extensions in the list replaces their handset SmartPhone will inform you using the message you provided when you set the Callback External callbacks clicking on this will display a list of contacts that you have set External Callbacks for The first column displays the name and or company of the contact The second column shows when somebody from your company last spoke with this contact The third column shows the message that will be displayed to you when this contact calls is called by your compan
68. y Double clicking an item in this folder will bring up the Contact Details screen opened at the Callback tab To view a message that is in any of the other folders apart from External callbacks simply double click it from the list It will open up into a window from which you will be able to reply to the sender of the message call the sender of the message or delete the message To do list J60 Date Time Inbox E 318 James Outbox 2 ECES 314 Sandra Sent items 316 Steve Callbacks Today 15 54 40 311 Janet Don t forget to book yourself External callbacks For more information on setting Callbacks and sending SmartPhone text messages see the Extension Status section later in this document Receiving Text Messages When you receive a text message and you are logged in to SmartPhone the Received text message window pops up This window tells you the date the message was sent who the message was from and displays the contents of the message To put the message into your Inbox click Close To reply to the message click Reply To permanently delete the message click Delete To call the extension that sent you the message click Dial If the message was sent with call details attached you may click Show Call to view details about the call such as who originally answered it etc Received text message x Cose Bey Dete Time Today 15 55 59 From 316 Steve Dial Note Mr Pipsworth called for you please
69. you a text message when the call ends The last tab on this screen is the Call History tab You may not be able to see this tab if your system administrator has not given you the privilege to see it This tab shows the last 50 times that the selected contact called your company was called by your company on any of their telephone numbers The grid shows the Date Time the call was made the Type of telephone call To means your company called the contact From means the contact called your company the other Telephone number involved in the call i e not the Contacts telephone number the Name of the extension and the Duration of the call Highlighting one of the rows in the grid and clicking Show Call brings up further information on the call If the contact whose contact details record you are viewing comes from an external address book source such as Goldmine there will be an extra button in the bottom left corner of the Contact Details window with the name of the address book type for a caption in our example Goldmine Clicking this button will launch the external application and pop the contact s record Clicking the Cancel or Close button or clicking the X in the top right corner of the Contact Details screen will close the screen and return you to the Address Book screen without saving any changes you have made to the contact s details Clicking OK will save the changes you have made and close the screen Clicking Delete will delete t
70. your favorite application and bring up the SmartPhone tray menu There will be a new item at the top which you can click to dial the number This method works from almost all applications that use the Windows Clipboard Unfortunately Microsoft Office XP and 2003 do not use the Windows Clipboard so this method will not work with those applications SmartTSP and TAPI TAPI stands for Telephony Application Programming Interface A TAPI enabled application is one that supports the use of TAPI Examples of TAPI enabled applications are Novell GroupWise Address Book and Microsoft Outlook If you can use your application to make telephone calls e g if it has a Dial button or menu item it is probably TAPI compliant You would normally need a modem attached to your computer and plugged into an analogue phone line to make use of this feature Most computers that you would find in your company would not normally have a modem so this feature of programs becomes somewhat useless SmartTSP is a simple Telephony Service Provider This means that you can use it in conjunction with SmartPhone and the telephone on your desk to make calls with TAPI enabled applications without the need for a modem The current version of SmartTSP is supported when used on Windows 2000 XP and NT4 at present it is not officially supported when used on Windows 95 98 ME or any operating system newer than Windows XP although there should be no problems with using the SmartTSP

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