User Guide TWS Rules V2.1
Contents
1. 19 2 3 Recording ANNOUNCEMEMS iarain a a aA a 20 1 Page 3 20 1 Overview Like all TWS applications TWS Rules is a thin client solution that does not need to be installed on your PC Its user interface is based on HTML pages integrated into TWS Caller menus TWS Rules is an integrated application in the TWS Caller window which allows incoming calls to be managed intelligently using forwarding and filtering rules These rules are very easy to create a wizard guides the user through the different rules creation steps The user himself or herself defines the criteria for routing and filtering incoming calls by fixing the following parameters Forward destination Activation period The numbers to exclude or include The voice announcement to play back before forwarding or transferring the incoming call TWS Rules 15 therefore an easy to use and efficient application which enables you to effectively manage your incoming calls This document presents TWS Rules and describes in detail how to make the most of it 1 Page 4 20 NOTE do not use the PBX and TWS phone forwarding functions to avoid a conflict of rules between the PBX TWS Phone and or TWS Rules Any reciprocal rule detected will not be executed For example one of your rules provides for forwarding to a correspondent who equally has a rule for forwarding to you 1 Page 5 20 2 Using TWS Rules By default the TWS Rules window is2. oe oA IAAL A a Bo ere TEER ROLLED egg ge PAAR e AAPA pgp AAAS AAA AAAS AA Feet ae A AYA AA A LAA AO 9 89 Akaa hhaha tt 4 hh AAA AAA ApS AAA ry COS wees ppi y g f r a r y dsg P A A Aenea bas A ea gt I a3 J 2 2S 2 SS 22 pare f E EN A Ar ETOT PT FAA ff AP fs AA fhe SECIS i yi i eG CECT apie ee er AAAI AINA IA 5 FFY AALS AAA Ae AA DAD MDB R RA AAN 4 Ae SA AAA ppi f a Mee a a 4 gt A AP ff fa kA x AAS Ah eo A AA w w APSA PGA A AL AAA A Ah AAA i AACA AAA J y 1 AN AA d A i 2 ix A Pe gf gf AA A DA Aste 0966606900 YY yA AAA AAA ae Ah hh k LY Torp a pun ra i ie AY KT ha tree eee 5 COLLEEN LA AA A A S E SOS ser Guide S Rules V2 1 AMT PTD TLA 0028 2 1 EN April 2007 Contact and Support AASTRA MATRA Telecom Address 1 rue Arnold Schoenberg 78280 Guyancourt France Tel France 33 1 30 96 42 42 Fax 33 1 30 96 42 43 E mail Technical Support aastra com 1 Page 2 20
3. 17220068 i Choose the time during which the rule will be applied Choose the days of the week on which the rule will be applied aS r Previous 1 Page 10 20 Step four Filtering Managing lists This last step enables you to choose the numbers to be filtered and to which the rule may or may not be applied The rule will apply to correspondents on this list Filter Blue number 7 Red number The rule will not apply to Type List name contact Type List name contact correspondents on this list Pop ups on the numbers to which the rule will or will not apply Click on them Create contact lists from the directories to which the rule will or will not apply Gd dw Gp General Forward Calendar Filter Create specific contacts at dal who do not necessarily exist in the directories and to whom the rule will or Previous will not apply INFORMATION when the number of one of your correspondents is both in Blue numbers and Red numbers available on a list or as a specific contact the rule will not apply to this number and this correspondent will not be forwarded because Red numbers are first considered before Blue numbers To create a list from the contacts listed in your directories this list will be used by the rule in Red numbers or Blue numbers click or E33 the next page will open The Blue numbers represent the list of contacts to which the rule applies These c
4. User Guide Table of Contents te OVERVIEW ia eee ee eee ree See ene ene eee ee enna sere KENE Ea ener ene arr 4 Zi USING TWS RULES aicina eo ee ee ee eee 6 2 1 Creating a call forwarding rule 4 Step ssssssssasusnnnnnnnnnannnnnnnnnnnnnnunnnnnas 7 OU Oa fog s amp s Beene mtn aor OS epee PPT RT ene re err nt rn errr TTT Ree are TET TO TOE ES TT TE ETE 8 PIWO FWI A Deena erreur neRe nee 99933 Reet ere CME eee ter eer eT ee ener ee eee re re 9 Le PROS Cendan a T tidied MLA A ULNA A tw tedden 10 Step TOUF Filtering Managing StS sissioni a a a 11 22921 ShNaredcontaci isi Mama Gel nesinnes a A 33555955555855955995559 13 2 11 12 Speciile Contact list 81 806217 5395 55 3 54 53 Nea en ESEE EE A E ENE E ENECHE 15 2 1 1 3 Example of how lists are 05620 16 2 2 Displaying ANG MANAGING rUles wissieisiicciiseesesdvdseederesiverseceeredaetenesew a 16 2 2 Displaying and MANAGING rules ssssassnsnnsnnsnsnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn 16 RUS prorty oxampe Ol USC nsen oi tes a MTL Eat RATEABLE a esheets 18 Testing the behaviour of your Call forwarding rUl S ccc
5. like anybody to disturb him during his meeting hours Therefore Meeting is placed in the second position to filter those who may reach him For the rule News for Franck to work Mr Hector places it in the third position Why The Meeting rule also governs Franck s numbers They are part of the Exclusive filter list so if Franck calls on Thursday 05 01 2006 for instance the Meeting rule will not transfer him to voice mail and the rule News for Franck will be applied 1 Page 18 20 Testing the behaviour of your call forwarding rules On the main page of TWS Rules TWS Caller TWS Rules menu then Rules click Test rules The following screen Is displayed Test of the rule of Hector Default call date Date of call Calling date 01 02 2006 v Default call hour Time of Calling hour call Appellant Enter your contact s number Press this button to start the test The test result is displayed here atl Return to the TWS Rules main paqe EXAMPLE Mr Hector would like to check that his call forwarding rules are working correctly so he performs this test Test result Test of the rule of Hector Calling date 02 01 2006 Calling hour Appellant UF f Finish He checks that his colleague Franck is forwarded to his assistant with message recorded only for him After you have tested the behaviour of your rules they are ready to work properly and forward your incoming calls intelligently according to the
6. art of the list of Red numbers Contact lists created and available for all rules Choose filter lists Available lists Used lists Contact lists created and used by the rule currently being created or modified Add available lists to the lists used by the rule Remove contact lists used by the rule Note you can only remove available lists in Manage lists Create remove and modify your contact lists for the rules Finish choosing your lists Manage list Finish and return to the Filter page Then click WARAE to go to the list manager 1 Page 12 20 2 1 1 1 Shared contact list manager Manage list Editing creating lists To create a list choose List dition List creation Create a new list Create a new list List name List list Add a contact E List of directories Choose a directory bi Type the name Search authorised for TWS Rules First name Hame company Devices Type the first letter of the name or contact name you are looking for Display all contacts in the selected directory Empty this area Delete the list selected on Save a new lit or modifications made to a Contacts in the list Del First name Name selected list Delete this list Fave changes Back to the rule Return to Choose filter lists 1 Page 13 20 The above screenshot shows how to Create a new list Manage list JJ Selected ALGORIA directory List edition L
7. g at this level to be able to test your rules Simulate calls from your contacts to know how forwarding will take place which rule will be applied and which message will be broadcast These are the operations inherent in this feature and which will be very useful while creating and using your rules 1 Page 17 20 Rule priority example of use EXAMPLE Mr Hector will be away for ten days He creates the rule Absent clientele Rule Details Title Absent Clientele Period 111112006 to 1 20 2006 Week Days All days Time Slot All the day Vocal customized Wisg Absent Clientele way Forwarded destination Vocal message box Forward delay Immediate Inclusive filter Exclusive filter Moreover he would like e his colleague Franck to take his call when he calls Msg _to_Franck wav e to be transferred on no answer to his assistant 4036 if she is present Rule Details Title Mews for Franck Period 1 2 2006 to 1 9 2006 Week Days Monday Tuesday Thursday Friday Time Slot 09 00 to 20 00 Vocal customized Msg 151 to_Franckway Forwarded destination 4036 Forward delay Mo reply Inclusive filter Franck Exclusive filter Now Mr Hector wishes to classify his rules according to the order of priority He places the rule Absent clientele on top of the list So anybody calling during the specified period from 11 01 2006 to 20 01 2006 will be transferred to voice mail with the message Absent_ Clientele wav Mr Hector would not
8. ist creation erecta 5 aw lel Direction Empty search field for all shee anuaus 212 WH ALGORIA contacts Add a contact Algoria Add all numbers of this contact First name Name compar a al y f ae number acelin AZIERE ALGORIA 7 ee i i contacts E Ware CHARTIER ALGORIA fe Poste Joss Contacts in the list Del First eaine eee this contact s Name 7 number from the list Remove all numbers from the list One et H g1 Click Save changes after choosing the numbers to back up your list Delete this list After creating the lists and returning to rule the following window opens for instance Available lists Used lists BAI qo na E Direction You can then add these lists for the rule you are creating or modifying or for any other rule you have created then return to the Filter page 1 Page 14 20 2 1 1 2 Specific contact list manager To create specific contacts for a rule and which will be used by the rule as Blue numbers or Red numbers click respectively on or Mil the following page opens List administration Surname First name Company Edition of a specific contz t list of the current rule Add a contact office number Stephanie fit home number 0 EB loss 23 Office number Home number Mobile phone number Help and information balloon Create contact to add
9. it to the contacts used by the rule Created contacts First name Last name Franck 0149 19 Delete all the contacts Franck 2 23 My created Franck 0145 25 Delete contact Stephanie 069 8 23 Back to the rule Return to Choose filter lists Contacts created here are immediately added to the contact lists used by the rule You must not fill in all the number fields at least one 15 enough Only the surname and first name of a contact are displayed You can use an asterisk to indicate a number prefix 06 for mobile phones for example 1 Page 15 20 2 1 1 3 Example of how lists are used EXAMPLE Mr Hector is creating a rule that will allow only certain members of the management team to disturb him during his meeting hours So he is creating a list of management team members cf 2 2 4 1 and adding specific contacts who will be allowed to reach him cf 2 2 4 2 He is applying the following filter Filter Blue number EJ Red number EJ Type List name contact Type List name contact AT Direction A Franck Stephanie The Red numbers are not subject to the forwarding rule Mr Hector has chosen forwarding to voice mail Therefore the management Franck and Stephanie will not be forwarded to his voice mail The Blue numbers are subject to the rule Mr Hector has not added any contact there this means that any contact not included in the list of Red numbers will be subject to the forwarding
10. located in the TWS Caller menu to access it Click Seater on the TWS Caller bar then on TWS Rules x e Rulez Announcements You then have access to the TWS Rules menu comprising Rules and Announcements 1 Page 6 20 2 1 Creating a call forwarding rule 4 step To create a call forwarding rule click Rules in the TWS Rules menu the main management page of your intelligent forwarding rules opens On your forwarding rule management page click Create to start the rules creation wizard EXAMPLE the images displayed give a good example of a call forwarding rule for an employee who attends a meeting on Mondays and Fridays and who wishes to be disturbed only by members of the management In the example this employee will be called Mr Hector 1 Page 7 20 Step one General This page lets you give a title to your rule New rule creation The 4 different steps It is possible to cancel the operation at any moment Next step If forwarding rules have already been defined this page contains an additional field which enables you to define a priority level for your new rule compared to the already existing rules see image below 1 Page 8 20 Step two Forward The second page allows you to define the inbound call forwarding parameters to which number will the calls be forwarded With what type of forwarding immediate on no answer on busy Will an announcement message be broadcast to your corre
11. ontacts will be systematically subjected to the existing rule It is possible to use contact lists from directories or to create specific contacts for the rule The lists can be reused in all the rules On the other hand creating a specific contact manually enables you to create a contact that is visible only in the existing rule It also allows the use of patterns such as 06 to include all French mobile phone numbers If no contact has been defined in Blue numbers the rule applies to everyone except those in Red numbers If at least one contact Is present all the other numbers are excluded In this case there is no point in using filtering by Red numbers 1 Page 11 20 Red numbers represent the list of contacts to whom the rule does not apply These contacts will be systematically ignored by the existing rule It is possible to use existing lists or to create specific contacts for the rule If no contact has been defined in Red numbers the rule applies to everyone except those in Blue numbers Different cases of rules e Arule that does not contain any Blue number or Red number applies to all calls e Arule containing only Blue numbers but no Red numbers applies only to calls whose number is in the list of Blue numbers e A rule containing Blue numbers and Red numbers applies only to calls from Blue numbers and not Red numbers e A rule containing no Blue number but Red numbers applies to all calls except calls that are p
12. parameters you have defined 1 Page 19 20 2 3 Recording announcements When you click Messages the following page opens so you can manage your announcements Have somebody call you back from an extension You must do this to read or record announcements Announcement administration Callback Number of the extension from which the announcement will be Clear the selected announcement recorded or listened to Start recording Stop recording Recorded messages which can be selected in order to be listened to or deleted Message for Franck MyAnnouncement Listen the record Sve The announcernert Delete the announcement MyAnnouncement Status of announcement administration and Wie ands extension number used An TWWS RUL 4044 announcement has just been saved here How does it work Press Voice server call A set calls you Once the call is set up you can start recording then stop listen to the recorded announcement and repeat the operation if you do not like the announcement To save the announcement give it a name Transfer Std Messagerie in the above example and click Save the announcement The name of your announcement appears on the list on the left You can listen to the announcement again any time by clicking Hear the selected announcement You can even delete it and above all use it in TWS Rules 1 Page 20 20
13. rule Mr Hector s filter is correctly applied He will only be disturbed by those persons he has chosen INFORMATION When the Inclusive filter blue number list is empty this means that all numbers are subject to the rule When the Exclusive filter red numbers list is empty this means that no number will be exempted from the rule 2 2 Displaying and managing rules This is how your rules will be displayed in the menu TWS Rules then Rules 1 Page 16 20 In this TWS Rules main page you will see in detail all the rules you have created You have the possibility to delete them or to use the wizard to modify them or create new ones Rule of Hector Selection mark Forward to Vocal message box Vocal message box 4036 Message broadcast Absent Clientele Reunion Mews for Franck Rule priority When a number is subject to several rules priority determines the one to be applied ae Remove FE EE Modify selected rule Details SU Delete selected rule Week Days Monday Friday Time Slot 08 00 to 13 00 Vocal customized Misg Absent Reunion waw Forwarded destination T Forward delay Immediate Test your rules Simulate calls from your contacts to see the result of rule application WiLL que MU Inclusive filter Exclusive filter Direction Franck Stephanie The rule with the highest priority level is placed on top It is interestin
14. spondent before calls are forwarded If the box is ticked your correspondent will be forwarded to your voice mail Forward Otherwise enter the number to which your correspondent Forward number marenm will be forwarded M Forward to the message box CRED LE Immediate RE eee one answer or when the line is busy Customized vocal message Absent Reunion Msg Before MsgBox Msg_to_Franck The messages displayed Mo message here are those you have recorded from the Messages menu cf 2 3 If General Forward Calendar Filter you choose No message nn you cannot broadcast any message Cancel J Previous INFORMATION if for a rule the Delay before forwarding is Immediate it is normal for you to hear a first ring tone on your telephone set before your correspondent is forwarded to the number you have indicated INFORMATION if thanks to TWS Rules you forward your incoming calls to your voice mail TWS Mail or any other voice mail system and you choose to broadcast a message before forwarding is executed your correspondent will hear two messages successively one from TWS Rules and the other from your voice mail system 1 Page 9 20 Step three Calendar It is possible in this third step to specify the period during which the rule you define will be applied Mew rule creation If you tick No date limit the rule will be applied indefinitely as from the start date Otherwise choose an end date
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