User Manual CMG Office Web 7.5
Contents
1. You can do the following using the tabs on the start page Directory Search for colleagues in your corporate directory see page 7 View company s organization info see page 11 Quick Info Search in the corporate directory containing for example external phone numbers web links etc see page 12 Activities Register your activities see page 13 Forward your telephone see page 17 Manage voicemail and interactive voice response see page Ku visitors in advance see page 25 Send SMS messages see page 27 Directory Organization and Quick Info are public within the company The rest of the functions require that you log in with your own extension and password You can manage your personal settings such as change password or change language by clicking the link My Settings Directory Find your Colleagues Directory The Directory tab lets you search for colleagues by their name phone number keywords or organization belonging Name Search When you want to search for somebody you type the last name and first name separated by space in the Name Phone field You do not have to type the full name the search is done on parts of the name The more letters the less hits Note If you only search on first name you must enter a space in the search field before entering the first name since the system expects the last name first The search is phonetic which means that a search for Anderson als2. anrnnrnaunnnnnnunnunnnennunn 28 Change FP ASSW OMG aorta keen or benene bende 28 Change Language isoissa 28 Change User Information rrrarrnrnnnornnnennnnennnnennnnennnn 28 Change Contact Profiles rrrrnr rrnrenrarrrrarrornnnennnnennnn 29 Change Personal Number rrrnnnrnnanrnnannnnnnnnnnnnennnnennnn 30 Change Calendar SettingS cccccsscccsseetsseeteeeeteees 31 About Calendar Synchronization arrnnrrarvnnrranvnnnrnsvnnenns 32 Galendar Connection aisinn 32 How Activities are Handled by the CMG System 32 Calendar Settings ccccecccssececseeecseeeteeeeteneeteeetanes 32 Introduction About CMG Office Web CMG Office Web is the hub for your company s internal communication With the software you can find out about your co workers phone numbers organizational belonging and activities You can also manage how you want to be contacted manage your voicemail register visitors and send SMS messages to colleagues or any mobile number By entering your activities in CMG Office Web the switchboard attendant can handle your incoming calls correctly CMG Office Web also features the Quick Info directory which contains company specific information not found in the user directory CMG Office Web is run from your web browser The CMG Quick software is included in the CMG Office Web package With Quick you can easily control your phone and presence from a task bar icon For information
3. Options for the level of information the IVR system gives you Info level when interacting with the system Detailed Standard or Minimized Options for which languages the calling party can use when Language interacting with the system The language in the top of the list presented to of chosen languages is the caller s default language The other the caller languages in the list are presented as optional to the caller You can change the order of the list by clicking the up arrow and 23 down arrow To add another language select the language from the list of available languages and click the right arrow To remove a language select the language from the list of chosen languages and click the left arrow My Numbers You have the possibility to provide telephone numbers in order to identify yourself in the system When you call your voicemail from one of these numbers the system will recognize it and you will not have to login with your PIN code see the online help for information about the PIN code Checking your Voicemail by Phone You can listen to your messages and register activities either from the phone numbers you have entered in My Numbers or from any other phone To access your voicemail from other phones than the ones in My Numbers you will need to enter your extension and your PIN code 24 With the Visittab you can register visitors in advance and view the status of registered visitors If you register
4. You can do a number of settings to control the behavior of this function see the Calendar Settings section below How Activities are Handled by the CMG System When you schedule an activity in your calendar it is transferred to the CMG system which closes your extension when the start time of the activity has been reached CMG will read what you entered in the subject field and try to correlate this to what is defined in the system For example if you entered Meeting with sales team as subject in your calendar the CMG system will close the extension with the code Meeting If CMG cannot find a matching code your extension will be closed with your defined standard code Note If you change or delete the activity in your calendar the change will be transferred to CMG But if you change or delete the activity in CMG Office Web the change will not be transferred to your calendar Calendar Settings In CMG Office Web you can adjust your settings for the automatic calendar synchronization Click My settings and then Change calendar settings Change calendar settings Activate Default code Language Meeting English Ww No forwarding Choose the fields to be included in the message text Subject Ll Location Body Cl Show a ppointments marked as Free Tentative Cl Show appointments marked as Private Save Back Help Figure 27 Changing your calendar settings Activate This checkbox indicates whether appointm
5. click the link Organization If you want a graphical overview of the activities click the Activity overview link If you want to see even more information about a person click the link beside the at the top right Extended information Activity list Header information Name Sanders Adam Title Art Director Phone 1010 Mobile Alt ext Organisation Sales Sales amp Marketing City Toronto Room 2 Floor Visiting Address 616 Monarchdale Avenue Postal Address Toronto Ontario CANADA M6G 1R3 Fax 416 555 4545 Information Newly married Old lastname Blomster Home Phone No 416 555 8514 Home Address 24 George Henry Blvd Toronto Ontario CANADA M2J1E2 Workgroup Grupp E Mail SMS Keywords Layouts Blueprints Designer Art Director Design Adverts Customer Questions Bowling Club Treasurer Figure 4 Extended information about a person Tip Check your own information so that it is correct If not send a change request to the system operator with the Change User Information function under My Settings see page 28 Phone Number Search If you want to search for an extension type the number in the Name Phone field You can type 1 to get all extensions beginning with 1 Click the Search button or press Enter to perform the search AAST RA My settings Hello Rosie 1080 sLegouts Directory Organization Quick Info Activities Forwarding Directory Search Name Phone Keywords Organization Pr
6. City Perth 61 8 9245 1000 www rendezvoushotels com perth Hotel Scandic in Sweden Stockholm See webpage www scandic se Sheraton Centre Toronto Hotel eee 1416 361 1000 pr starwoodhotels com sheraton property overview Sheraton Perth pr FF is BED da PEN ae Hotel Perth 61 8 9224 7777 www starwoodhotels com sheraton property overview pi L L me PE Stockholm 46 8 412 34 00 www starwood com sheraton Stockholm I E An o Windsor Arms __ Toronto 1 416 971 9666 _ www windsorarmshotel com Figure 9 Using Quick Info to get for example hotel information Click on an item in the search result list to obtain more information Quick Info Director Search for Select a directory in the list and enter a keyword Hotels w m Search Clear Back Help Name Grand Hotel City Stockholm Phone 46 8 679 33 00 Our Customer no None Web www grandhotel se Figure 10 Quick Info with more details after selecting an item in the search result list 12 Activities Let your Colleagues Know your Status Activities With CMG Office Web you can create an activity to inform calling users when you for example are in a meeting on a business trip or on vacation You can control how to be contacted during the activity and the attendant and your colleagues can easily see when you will be back In addition activities created in your mail system calendar will be synchronized into CMG Office Web
7. Hello Testa 9999 Log out EE I Organization Activities Forwarding Quick Info Messages Phrases Menus Notifications Settings Voicemails Call No 9999 Forward to extension Attach commen My Voicemails No of messages 6 No messages Figure 16 Managing voicemail messages in the Messages menu Listen to a message 1 Select a message by clicking on it The message is shown in the top of the window 2 Click Play Your phone will start to ring 3 Answer the ringing phone and then click OK The voicemail you chose to listen to will now be played in the phone If you want to listen to another message click on that message in the list followed by Play 18 Forward a message to a colleague 1 Select a message The message is shown in the top of the window 2 Inthe field Forward to extension enter the extension to which the message should be forwarded To add a comment to the forwarded message check the box Attach comment 3 Click Forward If you chose to add a comment to the message your phone will start ringing Click OK answer the phone and record a comment The message is forwarded as soon as you hang up the phone If you did not choose to add a comment the message is forwarded as soon as you click Forward Delete a message To delete a message click on the cross to the right of the message Record Greeting Phrases In Phrases you can record your own greeting phrases for differe
8. at home it may then call your mobile and so on The possibility to create a Personal Number must have been enabled in the system for this to work Check with your system administrator if you are unsure Personal Number Profile Next gt gt Choice1 Choice2 Choice3 Choice4 Choices 1 Profile 87921 87777 42 43 a4 43 Close Help 30 Click the next available number in the Profile column and this dialog will appear Profile Name Choice Number Ring for Internal Operator Public seconds 1 a 3 Finish Deflection W a 5 Finish Deflection w s 7 _ se gt w Save Close Heip For Choice 1 add the phone number in the Number field select for how many seconds the phone shall ring fill in the Profile Name field and then click Save If you like to add another number select 2 in the Busy Goto list and then add a new number for Choice 2 Click Close when finished Change Calendar Settings Here you can set how activities in your calendar shall be managed It is described on page 32 31 About Calendar Synchronization Calendar Connection It is very simple to manage your incoming calls through your mail system calendar When you have scheduled meetings trips or holidays your calendar synchronizes with CMG Office Web Your calls will then be forwarded according to the settings in CMG Office Web for example to the attendant voicemail or your mobile phone
9. for operators only the attendant will see what you have written in the Information field Forward to is used if you want to forward your extension to another phone during the activity If you have created your own personal contact profile in My Settings which is described in section Change Contact Profiles on page 29 the field Forward to is automatically set to this profile Forward to can not be used by all exchanges ask your system administration if you are unsure If the checkbox Reset automatically is set your forwarding will be cancelled automatically at the end of the activity Save the new activity by clicking the Save button Change Activity Click the activity you want to change in the My Activities list at the bottom of the page Register your changes and click the Save button Delete Activity If you want to delete an activity click on the cross to the right of the activity in the My Activities list 14 New Recurring Activity You can schedule new recurring activities by clicking the link Recurring Activities see figure below Hello Rosie 1080 Log out Organization Quick Info Activities Voice Visit Information only show info for the switchboard operators Forward to Select Forwarded to 2 Meeting 16 03 2009 10 11 am 16 03 2009 11 10 am Operator NW Office Figure 12 Creating a recurring activity Hello Rosie 1080 Log out Directory Organization Quick In
10. read more about this on page 32 When you click the tab Activities in the navigation bar you will get a login page to identify yourself with your extension number and password The first time you log on to CMG Office Web the password will be blank If you want to have a password you can register it yourself by clicking the change password button After typing your extension and password click OK Now you will enter the New Activity page and you can choose to register a new activity change a present or future activity or delete activity AASTRA My settings Hello Rosie 1080 bog out Directory Organization Quick Info Activites Forwarding New Activity Code From Date Time To Date Time Information Only show info for the switchboard operators Forward to Reset automatically Select contact profiles My Activities 2 Meeting 16 03 2009 10 11 am 16 03 2009 11 10 am Operator NW Office Figure 11 Creating a new activity Every activity is connected to a contact profile There are two different types of contact profiles System Contact Profiles and Personal Contact Profiles See section Change Contact Profiles on page 29 for a further explanation 13 New Activity Choose an activity code from the Code menu and then select date and time for when your activity starts and ends You can also write additional information for the attendant and your colleagues in the Information field If you check the box Only show
11. sensitive Change Language Click on the Change Language button Select the language you want to use and click on Save Change User Information lf you want to change some of your information visible for others click Change user information Then log in with your extension number and password Register your changes and click Change request request will then be sent to the system operator to change the information 28 Change Contact Profiles With a contact profile you can control how an incoming call shall be handled for a certain type of activity The profile that is connected to the activity type will be used automatically when you create the new activity see page 13 for how to manage activities There are two different types of contact profiles e System Contact Profile A profile that has been pre defined by the system administrator e Personal Contact Profile A profile that you can create to suit your needs for example to include specific information to the operator and to colleagues In addition to a Personal Contact Profile you can use a Personal Number which is used to forward your calls to another phone or to a chain of phones See next section for more information about Personal Number Profiles system Contact Profiles are always available in CMG Office Web while the possibility to create Personal Contact Profiles and Personal Numbers must be enabled in the system Check with your system administra
12. to a number that you have defined in a Personal Number profile To be able to use a Personal Number profile the function must have been activated ask your system administrator if you are unsure See section Change Personal Number on page 30 for information about personal numbers Click on the Forward tab to forward all your calls AASTRA Directory Orga nization Quick Info Activities Forwarding My settings Hello Rosie 1080 Logout Visit Call forwarding default setting Forward to Save Help Figure 15 Using Forwarding to forward your extension to the mobile phone In the Forward to drop down menu select where you want to forward your calls To cancel your forwarding select the menu item No Forwarding Click Save when finished 17 Voice Manage Your Voicemail and Voice Response Vore Click on the Voice tab in the main panel to access the voicemail and Interactive Voice Response IVR area of CMG Office Web The Voice function makes it possible to listen to and administer your voicemail and define settings for how you and the caller interact with the voice system The voice part of CMG Office Web is divided into the following sections Messages Phrases Menus Notifications Settings Managing Voicemail Messages Click on Messages to see and listen to your voicemails Each voicemail is listed with status length and a timestamp New messages are listed first AASTRA My settings Directory
13. your visitors in advance you make it easy for the receptionist to check in and provide the visitor with a badge New Visitor Register the visitors name company and when he she will arrive and leave Also select how you want to be contacted when the visitor arrives Click Save The visitor Is now visible in the My Visitors list at the bottom of the page The color of the dot before the visitor s name is dependent of its status Gray Registered Green Checked in Red Visit time is exceeded AASTRA My settings Hello Jordan 1212 Logout Directory Organization Quick Info Activities Forwarding Register a new visitor First name Karl misci Last name Bartos Company Kling Klang GmBH misc Category Visitor el Arriving 17 03 2009 Y 09 00 AM misc3 until 17 03 2009 Y 04 30 PM Reception Reception Information When the visitor arrives contact me on Telno Mobile e mail amp sms Secret Save Clear History Figure 21 Register a new visitor 25 Delete Visitor To delete a visitor click on the cross to the right of the visitor in the My visitors list My visitors Name Company Category From To Sartos Karl Kling Klang GmBH Visitor 17 03 2009 09 00 AM 17 03 2009 04 30 x Figure 22 Deleting a visitor Change Visitor Information To change information for a visitor select it in the My visitors list The information is then shown in the top part of the window Change the information
14. AASTRA CMG Office Web User Manual CMG Office Web 7 5 Rev B1 2013 02 05 O 2013 Aastra Technologies Limited All rights reserved This document contains proprietary information which is protected by copyright No part of this document may be reproduced or transmitted in any form or by any means electronic or mechanical including photocopying recording or by any information storage and retrieval system or translated into another language without prior written consent of Aastra Technologies Limited Concord Ontario Canada NOTICE The information in this document is subject to change without notice AASTRA MAKES NO WARRANTY OF ANY KIND WITH REGARD TO THIS MATERIAL INCLUDING BUT NOT LIMITED TO THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE AASTRA shall not be liable for errors contained herein nor for incidental or consequential damages in connection with the furnishing performance or use of this material Aastra Technologies Ltd Concord Ontario Canada Contents PT OG UCU OW PS 5 About CMG Office Web rarernnrennnrrnanennnnenanennanennnennnnen 5 ADOULTHIS DOCUIMGENE Luanda 5 Getting Started with CMG Office Web r nrnnrnurnurnurnuvnur 6 Directory Find your Colleagues arrannnnrvnunnnnnnnnnnnvnnnnnr 7 NAME SC AIC hann ENEE A 7 Phone Number Search rrrarenanennnennnrnnnrnnnrnnnennernnunenusener 9 Keyword Search rarrnnnnennanennanrnnnnnennnnennnnennnnen
15. ds Organization Present CI Adwanced Search Organization The Company Ltd TCO Management Management Administration Management Sales amp Marketing Management Sales Sales amp Marketing Marketing Birth Bart Cabe Jordan Carlsen Thor Digger Maggie Lennon Roy Waxer John West Linda Marketing Marketing Marketing Import Sales amp Marketing Export Sales amp Marketing Manufacturing Management Figure 8 Viewing the organization tree You can printout the result list by clicking on the symbol on the top right of the list 11 Quick Info Quick Access to Useful Information In the Quick Info tab you can find useful information like web links addresses and phone numbers to other companies hotels and taxi companies or whatever your company finds suitable Select the Directory you want to search in You can also specify search criteria in the search field and then click on the Search button AASTRA Hello Rosie 1080 Logout Directory Organization Quick Info Activities Forwarding Visit Quick Info Directo Search for Calar irertn i ist d 7 l I Select a directory in the list and enter a keyword Hotel A p Search Clear Help Search result Grand Hotel Stockholm 46 8 679 3300 www grandhotel se Metropolitan Hotel Toronto 1 416 977 5000 www metropolitan com toronto Rendezvous Observation
16. ents should be synchronized or not 32 Default code This reason will be used if the system cannot find an appointment reason by trying to match keywords in the subject location or free text fields in the appointment Language When the system matches appointment reason it will search for keywords in this language No forwarding Whether or not an activity means that the extension is forwarded Choose the field to be included in the message text The fields in the appointment that is checked will be transferred to CMG and be visible in CMG Office Web and for the attendant Show appointments marked as Free Tentative If checked appointments where the Show time as Free field in your calendar has been set to will be synchronized but the phone will not be forwarded during the appointment Show appointments marked as Private If cleared appointments marked as Private will be not be synchronized to CMG If checked the appointments will be synchronized but no text fields will be transferred and no reason matching will occur The default reason will be used 33
17. esent 3011 ID Advanced Search Powered bry astra El Tasha ahii ear u hp Ti Search result Phone Name Organization Org 1 Back M 3011 Biletnikov Aili Cleaning Janitors Office Figure 5 Searching for a person with the extension number 3011 Keyword Search In the search field Keywords you can search for working titles tasks or just about anything that people work with The search is phonetic and you can use wildcards just like for the name search Note You can only enter one keyword AASTRA My settings Hello Adam 1010 Log out _ Directory Organization Quick Info Activities Forwarding Directory Search Name Phone Keywords Organization Present _ advert ID Advanced Search Powered by Aastra El M a MU Search result Organization Advertiser Waxer John No Phone Advertising Marketing G Advertising Lightfoot Laureen 1080 Marketing Sales amp Marketing Advertising Coordinator Waxer John No Fhone Advertising Marketing GM Advertising Laws Kitchen Sophie 1065 Information Marketing G Advertising Manager Birth Bart 1079 Advertising Marketing G Advertising Movies Digger Maggie 1033 Advertising Marketing G Advertising Movies Waxer John No Fhone Advertising Marketing GM Adverts Sanders Adam 1010 Sales Sales amp Marketing Q 17 03 2009 3 00 pm GM Adverts Waxer John No Phone Advertising Marketing M Adverts West Linda 1034 Advertising Ma
18. fo Activities Forwarding New recurring activity Code Date Time Meeting First activity starts 160309 1030 Date Time First activity ends 1130 or Next working day Activity repeats Date Every other week Recurring activity ends 150305 or 8 Until further notice Information only show for operators Forward to Mobile phone ea Save Help Figure 13 Filling in the information for a new recurring activity Choose the activity Code start time and end time for the first time of the recurring activity Select the repeat interval of the activity every day every week etc If you check the box Only show for operators only the attendant can see what you have written in the Information field 15 Change Recurring Activity Click the activity you want to change in the My recurring activities list Register your changes and click the Save button Delete Recurring Activity lf you want to delete an activity click on the cross to the right of the activity in the My recurring activities list My recurring activities Activities il Code Next time From Forwarded to Meeting 23 03 2009 Monday 12 00 pm Monday 1 00 pm Every week Monday IVR Figure 14 Deleting a recurring activity 16 Forwarding Control Your Calls For some exchanges it is possible to forward an extension without registering an activity call can be forwarded to a predefined destination such as voice mail or
19. he top of the window 2 Enter the extension of the phone you want to use when recording your phrase in the Call no field The system always suggests the extension you used for logging in 3 Click Record The system will dial the extension stated in the Call no field 4 Wait until the phone rings Answer the phone and click OK in the popup window on the computer screen You will hear a tone in the phone and the recording phase will start Say your greeting phrase for example Hello you have reached Anna Anderson I cannot take your call right now 5 Click Stop to end the recording Hang up the phone You can listen to the recorded phrase by clicking Play 20 Menu Options for the Interactive Voice Response Click on Menus to define the menu options that will be presented to a caller that reaches your Interactive Voice Response IVR for example To record a voicemail press 2 transfer the call to the mobile phone press 4 transfer the call to an attendant press 9 Each option thus defines an action for the keys 0 9 AASTRA Hello Testa 9999 Log out Quick Info Activities Directory Organization Forwarding Messages Phrases Menus Notifications Settings New Menu Name Option Template 1 To mobile lv Default menu vi 2 Voicemail iv 3 Nothing lv 4 Nothing vw 5 Nothing v 6 Nothing p J Nothing v 8 Nothing w 9 Operator la Save Help My Menus Name Owner Presentatio
20. ications 2 Make the changes 3 Click Save 22 Settings In Settings you can define how the system will interact with you and the ones who try to call you but end up in the IVR AASTRA Directory Hello Testa 9999 Log out Activities Quick Info Forwarding Organization sages Phrases Menus Notifications Settings Settings Mailbox My language i Language presented to caller er Swedish M Available Selected System voices Swedish Text to speech Info level English C Auto Attendant Standard vi Pin code My Numbers Sedan ee Numbers used for user identification Mobile 070 89 89 615 New Pin code Number Verify Pin code Number Number Figure 20 Managing voice settings You can handle the following settings Field Description Crossed checkbox enables the voicemail box If Mailbox is Mailbox unchecked the callers cannot leave any voicemails Crossed checkbox enables system voices If System voices is unchecked the voice system will act as a regular answering machine with no activity information system Voices Text to Crossed checkbox enables the system voice to read out your speech name instead of your extension Automatic Crossed checkbox enables the Automatic attendant that is attendant Speech Attendant to connect calls to your extension Lets you choose the language you want to hear when calling My language the system
21. in the form and click Save 26 SMS Send Text Messages SMS Click on the SMS tab to send a text message to any mobile number Type the number and the text message in the respective field and click Send AAST RA My settings Hello Rosie 1080 Lagout Directory Organization Quick Info Activities Forwarding Send Message Number 555 123 456 Message text 160 characters I gave you my affection and I gave you my time trying to get a connection on the telephone line Send Help Figure 23 Sending an SMS Log Out Log out Click the Log out button log out from the personal part of CMG Office Web Help Online Help for Extended Information Heip Click the Help button to get online help The online help includes more detailed information than this manual 27 My Settings Edit your Settings Click My settings to view or change your password language and other personal settings Directory Organization Quick Info Activities My settings Change password al Change language Change user information Change contact profiles Change personal number Change calendar settings Back Help Figure 24 The personal settings page Change Password Click on the Change Password button Write the old password if you have any and then write the new password and confirm it Click OK It is defined in the system how many characters a password has to consist of and whether it is Case
22. ns Default menu System System Figure 18 Managing menu options for the IVR in the Menus menu Define a menu 1 Click New A list with all the available options is displayed 2 Select an option for each key Options that are gray cannot be changed 3 Enter a name for the menu and click Save A popup window will now appear asking if you wish to record a menu presentation for the menu you just created Click OK to record it otherwise Cancel Notifications of New Voicemail In Notifications you define how the system should handle notifications of new voicemails Depending on the system configuration you can be notified by e mail a message indicator on a phone or by SMS AASTRA My settings Hello Testa 9999 Log out Directory Organization Quick Info Activities Forwarding New Notification Available Number Select vi Activated Notification delayed for minutes or send notification after messages Figure 19 Managing notifications of new voicemails in the Notifications menu New Notification 1 Select one of the available notification options Your company s message system decides which options are available Select if the notification should be activated or not If you want select Notification delayed for and enter after how many minutes or after how many new messages a notification should be sent 4 Click Save Change Notification 1 Click on the notification that you wish to change in My Notif
23. nt activities You can combine your own recorded phrases with system generated phrases The system voice can for example tell the caller when you will be back but your own recorded phrase where you are AASTRA My settings Hello Testa 9999 Logout Quick Info Activities Directory Organization Forwarding Messages Phrases Menus Notifications Settings Phrases Call No 9999 Help Phrases Swedish Swedish v Name phrase Voice Length Testa Testsson Greeting phrase Menu Voice Length General Default menu Busy None No answer None Lunch break None Left for the day None Business appnt None Meeting None Business trip None System Sick leave None Vacation None Not available None Back soon None Not available None Visiting a customer None Figure 17 Recording greeting phrases in the Phrases menu Name phrase and greeting phrase There are two kinds of phrases name phrase and greeting phrases The name phrase consists of your name The greeting phrase is related to a certain activity You can for example record a special lunch greeting phrase Hello you have reached Anna Anderson am at lunch and cannot take your call right now General greeting phrase You can record a general greeting phrase that will be used for all activities that do not already have a greeting phrase recorded Record a Phrase 1 Select a phrase from the list Information about the phrase is shown in t
24. nunennnnennnr 9 Organization Search wsccaaseusaasesdesensspeucencondsacsarmebanciva 10 Organization Who is Working With What 1 1 1 1 M1 1 M1 11 Quick Info Quick Access to Useful Information 12 Activities Let your Colleagues Know your Status 13 New Activity arrnrrnnrrnnrnnrnnrnnnrnnnnnnrnnrnnnnnnnnnnnnnnnnnnnnnnnse 14 Change Activity EE 14 B EIE CUNY vere a EET 14 New Recurring Activity cccccccsscceeceecceeseeeeeeseesaeess 15 Change Recurring Activity cccccsececeseeteeeeteeeeeenes 16 Delete Recurring Activity rrarnnnrnnrnnnrnarrnrrnanrnnrnennnnr 16 Forwarding Control Your Calls rrnrrnrvaunnarrnrvnunnnrvnennr 17 Voice Manage Your Voicemail and Voice Response 18 Managing Voicemail Messages rrrrrrrnnrvvnrennrennnrrnnr 18 Record Greeting Phrases rrrarrrnarenanernanennnrnnanennnnennnre 19 Menu Options for the Interactive Voice Response 21 Notifications of New Voicemail arrnnrnnnrnnnennnennnnnnrr 22 SELLi e EEE 23 Checking your Voicemail by Phone 1 24 Visit Register your VISItOIS rxxxnxr2unnnrnnrvanrnnnnunnnnnnr 25 NEVIS 25 BEILE VISIO ua 26 Change Visitor Information cccceeceeeeeeeeeeeteeeeteees 26 SMS Send Text Messages nnnnnnnnnnnnnnnnnnnnnunnnnnnunnnnnnusr 27 EOG OU EE EE EE TE TE 27 Help Online Help for Extended Information 27 My Settings Edit your SettiIngS
25. o will include Andersson You can also use wild cards in your search string for example son will list all persons with names including son If you check the Present checkbox absent people will be excluded from the search result Start the search by clicking the Search button or press Enter Name Phone number and Organization will be shown and if a person is not available you will see when the person is back AASTRA My settings Hello Adam 1010 Log out Directory Orga nization Quick Info Activities Forwarding Directory Search Name Phone Keywords Organization Present sd Fj Adwanced Search Eg ee Search result Organization Sanders Adam 1010 Sales Sales amp Marketing 2 17 03 2009 3 00 pm Strange Amos 1025 Customer Support Sales G Svan Anne Quit Janitors Office Internal Services Figure 2 Searching for persons with the initials S A last name first Click on a row in the search result list and you will find more information about a person User Information Name Title Organization City Sanders Adam Art Director Sales Toronto Phone Mobile Alt extension E Mail 1010 801 Organization Back 17 03 2009 3 00 pm Activities today Activity overview aul Status Code From To Information Sign Meeting 17 03 2009 1 06 pm 17 03 2009 3 00 pm NW Office Figure 3 Information about a person in the search hits list To see a list of all people working in the same organization
26. on how to use the Quick software see CMG Quick User Guide About this Document This guide provides a way to get started using CMG Office Web All functions in the system are not described in this document For a complete guide to the CMG Office Web system see the online help which is opened by clicking the Help button Note This guide describes a full installation and configuration of CMG Office Web Your system may be configured differently depending on what licenses your company has purchased and what functions that has been activated in your system by the system administrator The system administrator at your company can configure the system in a number of ways for example the layout of the forms Getting Started with CMG Office Web Start your web browser and enter the address for the CMG Office Web in the address field The company specific domain is different for different companies but the last part CMGOffice is the same http lt company specific domain gt CMGOffice The start page of CMG Office Web contains a navigation bar with a number of tabs AASTRA My settings Organization Quick Info Activities Forwarding Directory Search Name Phone Keywords Organization Present Advanced Search Welcome to CMG Office Web This application consists of two parts an open search part and a personal part which only can be accessed by you with your personal password Figure 1 The start page of CMG Office Web
27. rketing Figure 6 Searching for people with a specific keyword Organization Search In the search field Organization you can search in your organization for example to see who are working on a specific department The search includes alternative names for organizations and you can use wildcards just like for the name search AASTRA My settings Hello Adam 1010 Log out Directory Organization Quick Info Activities Forwarding Directory Search Name Phone Keywords Organization Present admin D Advanced Search Powered by Aastra El search claar Helg gt OS MM Search result Org1 Org2 Name Phone Title Back Administration i Management Norholt Catrin 3140 Administration Manager GM Management Samuelsson Bill 3072 Lawyer GM Management Halvarsson Richard 3020 Accountant GM Management Krook Curt 3042 Office Facilities GM Management Reidarsson Olle 3141 Secretary Figure 7 Searching for people in a specific organization unit 10 Organization Who is Working With What Organization Here you will find an overview of your company s organization with units and departments Click on a unit and the sub units and the people working there will be presented with name and phone number Click on a person if you want more information about that person AASTRA My settings Hello Jordan 1212 Lag out Directory Organization Quick Info Activities Forwarding Directory Search Name Phone Keywor
28. tor if you are unsure The following figure shows the dialog where a contact profile is mapped to an activity Note that a System Contact Profile has System attached to the profile name Select contact profiles Lunch break Mobile System Mobile phone Yes Left for the day IVR Yes Away from desk Operator Yes Meeting Operator Yes Business trip Operator Yes Visiting a customer SST Loy Ste Operator Yes Vacation Atte ndant System Operator Yes Not available Attenda nt System Operator Yes Back soon Atte ndant System Operator Yes Sick leave Atte ndant System vi Operator Yes Back Help Figure 25 Use contact profiles to manage your absence and the forwarding of your phone 29 By selecting New Profile in the Contact profile list it is possible to create a new Personal Contact Profile for a certain activity New contact profile Select contact profiles Profile name Information to switchboard operator and office users Forward to vi Reset automatically Back Help Figure 26 Creating a new contact profile Change Personal Number The Personal Number function can be used to forward your phone to an external number or to a chain of internal and external numbers to be called in any order when you do not answer or have entered a certain activity For example you can tell CMG Office Web that you first want to be called at your home phone If there is no answer
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