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Unified Messaging Features: FAX / IMAP / 2-Way Recording

NS1000. Unified Messaging Features: FAX / IMAP / 2-Way Recording. Contents. 1.0 Introduction 1.1 Fax Server Integration 1.2 Installing the required Activation Keys 1.3 Create the desired Mailboxes 1.4 Setting the UM Class Of Service for FAX 1.5 Automatic Fax Transfer

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Unified Messaging Features: FAX / IMAP / 2-Way Recording

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  1. NS1000 Unified Messaging Features:FAX / IMAP / 2-Way Recording

  2. Contents • 1.0 Introduction • 1.1 Fax Server Integration • 1.2 Installing the required Activation Keys • 1.3 Create the desired Mailboxes • 1.4 Setting the UM Class Of Service for FAX • 1.5 Automatic Fax Transfer • 1.6 UM Floating Extension Group Number • 1.7 Accessing Messages and Faxes • 1.8 Sending a FAX from your PC (FAX DRIVER) • 2.1 IMAP Overview • 2.2 Installing the required Activation Keys • 2.3 Setting the UM Class of Service for IMAP • 2.4 Creating and IMAP Account in Outlook • 2.5 Working in Offline mode (Outlook / IMAP) • 3.1 2-Way Recording (Manager Control) • 3.2 Installing the necessary Activation Keys • 3.3 Create a User Profile • 3.4 Enable 2-Way Recording (Manager Control) • 3.5 Managing Recordings

  3. Introduction Fax to email as a .TIFF attachment for incoming faxes*. • Outline of UM Functions • The Built-in Unified Messaging System (UM) takes over the functions of current TVM voice processing system. • Fax Server, IMAP4 Integration and 2-Way Recording control features are added to build a Unified Messaging system. Print to Fax directly from your PC applications* • Built-in • Voice Mail • Auto Attendant and IVR function/features • Activation Keys • 2 channel / 4 channel • IMAP4 / email / Fax • 2 way recording • 2 way recording control Unified Voice, FAX, Email Email Server (IMAP/POP3) Outlook *Using Optional FAX Interface

  4. Unified MessagingFAX Server Integration

  5. FAX Server Integration • There are several options available to Receive a FAX via the NS1000. • You can: • Receive a FAX directly into your Personal (UM) Mailbox • Receive a FAX Automatically via a UM Mailbox (Central Mailbox) • Direct an incoming FAX to a desired FAX Machine using the DISA Service • You can also Print/Send a FAX in the following ways: • Send a FAX Message received in your Mailbox to a connected FAX Machine so it can be printed out. • Send a Fax to a desired location directly via your PC NS1000 (Master) PC SLT Port Connection Router / Switch LAN NT Series (Optional) UT Series FAX

  6. Installing the Required A/Ks • Install the required Activation Keys • UM Email Client (To allow FAX / Email) , 1 per required user. • There are no special Port/Trunk Service setting required for the UM Ports. • Only installation of the FAX Server card is required.

  7. Create the required Mailboxes (1) • Via the WebMC, Add the desired number of Mailboxes Settings -> UM Configuration -> 1. Mailbox Settings Add Mailbox

  8. Create the required Mailboxes (2) • Configure the Basic Mailbox Settings Enter: The Mailbox Number The Extension Number (If required) Mailbox Password Message Client Password (For Fax Driver) Click ‘OK’

  9. Create the required Mailboxes(3) • Enter both the Mailbox Password and the Message Client Passwords • The Mailbox Password is required to allow a user to access their Mailbox. • The Message Client Password is required when using the Fax Driver software to send a FAX from your PC. • It is recommended to use strong passwords.

  10. Setting the UM Class Of Service for FAX • To enable a Mailbox to Receive a FAX, Send a Fax to a FAX Machine or use the FAX Driver software, the FAX Option must be set to ‘YES’ in the UM Class of Service. UM Configuration -> 2. Class Of Service -> General, set FAX OPTION to ‘YES’ Click ‘OK’ TIP: If using a Central Mailbox (with no Extension), set the Tutorial -> ‘None’

  11. Automatic FAX Transfer (1) • Incoming Fax Calls can be handled by the UM or DISA systems of the NS1000 UM DISA • By setting the appropriate DDI Settings, FAX calls can be routed to the UM or DISA Systems.

  12. Automatic FAX Transfer (2) • UM Setting for Automatic Fax Transfer This section sets how the incoming FAX call should be handled by the UM System (Transfer to FAX Extension or Mailbox) Enter the Transfer Mode (FAX Ext or Mailbox) and the destination UM • By setting the appropriate DDI Settings, FAX calls can be routed to the UM or DISA Systems.

  13. Automatic FAX Transfer(3) • DISA Setting for Automatic Fax Transfer Enter the desired Fax Extensions (Main/Alternate), the Fax Answer time and other settings as required. DISA • By setting the appropriate DDI Settings, FAX calls can be routed to the UM or DISA Systems.

  14. Automatic FAX Transfer (4) • Fax Properties • The FAX System (Server) properties, Cover-page and Full/Busy options can be set here Specify the System Fax SERVER Name and Number, Retry and re-transmission options here. The System Number will appear on outgoing Faxes sent by the FAX Server. Specify the Answer Time, Cover-page information and Full/Busy options here. If the FAX Server is Full/Busy, the incoming FAX can be transferred to a FAX Extension Note: For further details refer to PC Programming Manual

  15. UM Floating Extension (Group) Number (1) • The UM System can be accessed via a single ‘Floating’ Extension number (Default:500) • By using this ‘Floating’ number, CO and Ext calls can be easily directed to the UM System. PBX Configuration -> 3. Group -> 7. UM Group -> Unit Settings Master System UM Floating Extension Number is 500 (default) (Each Distributed UM will have their own Floating Ext Number) • For Example, If an extension user wants to FWD Calls to their Mailbox, they would C-FWD to ‘500’.

  16. UM Floating Extension (Group) Number(2) • By setting the DDI Destination Table to the UM ‘Floating’ Extension number (Default:500); • CO calls can be directed to the UM System. PBX Configuration -> 10. CO & Incoming Call-> 3. DDI Table DDI Destination can be set for each Time Mode Note: By setting the appropriate DDI Destination, calls can arrive at the UM or DISA Systems, ICD-Gs or extensions, based on the Time Mode setting.

  17. Accessing Messages and Faxes • Accessing UM Mailboxes and Managing Fax Messages • Messages Received at a ‘Central’ Mailbox can be accessed from an extension in the following way: • Call the UM Floating Extension Number (500) • At the Greeting Message dial ‘#6* + Mailbox Number’ • Enter the Central MBX Password at the prompt • Messages Received directly in your Extension Mailbox can be accessed by calling the UM Floating Extension Number(500) and then entering your Password. • To Manage Fax Messages: • Access the desired MBX • Select the option to listen to Messages (‘1’ for New, ‘3’ for Old) • Listen to Fax Message Envelope – Press ‘2’ • Follow the prompts as necessary; • Press ‘5’ to transfer the Fax • Press ‘7’ to print the Fax via a connected FAX Machine.

  18. Sending a Fax from you PC (FAX Driver) (1) • It is possible to send a Fax from a PC, using the NS1000 FAX Driver s/w. • Install the Fax Driver software on the PC • Select Tools -> Options 2 3 4 5 Enter the IP Address of the PBX Enter the Mailbox Number as the ‘User ID’ Enter the Message Client Password (Not the Mailbox Password!) Click OK 6

  19. Sending a Fax from you PC (FAX Driver) (2) • After opening the document you wish to FAX 1. Select ‘Print’ 2. Select ‘NS1000’ FAX Driver 3. Click ‘OK’ NB: Screen shots will differ depending on the version of M/S Office or Application used.

  20. Sending a Fax from you PC (FAX Driver) (3) • The FAX Driver S/W will open, and you can select the desired destination, either via the ‘Phonebook’, or by adding the Destination Number. 1. Click ‘Add’ to enter a new destination. 2. Enter the Destination Details

  21. Sending a Fax from you PC (FAX Driver) (4) • Continued from Previous Slide 6. Transmission success will be confirmed, Click ‘OK’ 3. Click ‘Send’ 5. Transmission process will start through FAX Server 4. Click ‘OK’

  22. Unified MessagingIMAP / Outlook Integration

  23. IMAP Overview • The Built-in UM supports the IMAP4 protocol and works as a voice and fax IMAP4 server. • A User can retrieve, delete, transfer, reply, and send messages by using a common email client which supports IMAP4 (like Outlook, Lotus Notes, etc). • UM subscribers just need to add an additional IMAP4 email account to their email client to be able to use the UM features. • No additional client software installation is required. • Activation Key - UM Email Client (To allow FAX / Email) , 1 per required user. NS1000 IMAP 4 Server Email Server IMAP 4 IMAP 4 / POP3 PC with Email Client (e.g. Lotus Notes) NB: Outlook 2010 is not supported at this time.

  24. Installing the Required A/Ks • Install the required Activation Keys: • UM Email Client (To allow FAX / Email) , 1 per required user. NB: Max 24 simultaneous IMAP connections to NS1000. If more than 24 IMAP Users then each user should use Outlook in ‘Offline’ mode.

  25. Setting the UM Class Of Service for IMAP • To enable IMAP / OUTLOOK integration with an existing UM Mailbox , ‘Desktop Messaging’ option must be set to ‘YES’ in the UM Class of Service. UM Configuration -> 2. Class Of Service -> General, set DESKTOP MESSAGING to ‘YES’ Click ‘OK’

  26. Creating an IMAP account in Outlook (1) • It is necessary to add an additional Email account to integrate with the NS1000. • From the PC, Open ‘Outlook’ 1. Select ‘Tools’ -> ‘Account Settings’ 2. Open the ‘Email’ Tab and Click ‘New’ NB: Screen Shots may differ depending on the version of Outlook used (2007)

  27. Creating an IMAP account in Outlook (2) • Configure the IMAP Account details 3. Select the IMAP Option and click ‘Next’ Select the option to Manually configure the Sever Settings and click ‘Next’ 5. Select the Internet Email Option and click ‘Next’

  28. Creating an IMAP account in Outlook (3) • Configure the IMAP Account details (Users Mailbox) 6. Enter the Users Mailbox Number and their email address (Mailbox@PBX_IP_Address) 7. Enter the Account Type (IMAP) and the Server Location (PBX_IP_Address) 8. Enter the User Name (Mailbox) and Message Client Password – Click ‘Next’ 10. Click ‘Finish’ 9. New ‘IMAP’ Account will be created

  29. Creating an IMAP account in Outlook (4) • Accessing Voice / FAX Messages The new IMAP Account is created and Messages can be seen in the viewing pane Voice Messages are in .wav format and can be opened with Windows Media Player. Codec: CCITT A-law, 64kbps, 8kHz, 8bit, Mono Voice Messages are in .tif format and can be opened in Windows Picture/Fax Viewer. • Once the Message has been ‘Read’, the Message Waiting Lamp on the PT will turn off.

  30. Working in ‘Offline’ mode (IMAP) • The NS1000 supports a Maximum of 24 Simultaneous IMAP Sessions. • Additionally, when a User has an open IMAP Session (via Outlook), they will not be able to access their Mailbox via their PT. • To access their Mailbox, they must first close the IMAP session, this can be done by temporally switching their IMAP Inbox to ‘Offline’ Mode. 2. Select ‘File’, the ‘Work Ofline’ 1. Select the required IMAP Inbox NB: If the User does try to access their Mailbox via a PT while there is an active IMAP session, they will receive the message “Sorry – This mailbox is in use.”

  31. Unified Messaging 2-Way Recording (Manager Control)

  32. Unified Messaging Overview • This Feature allows a Manager/Supervisor to Automatically record the conversations of selected Ext Users. • The Recordings can be accessed via a recording list and played back using a PT or PC.

  33. Installing the Required A/K’s • Install the required Activation Keys • UM Two Way Recording Manager Control, 1 per NS1000 (Master/Slave)

  34. Create a Supervisor User Profile (1) • To enable the Setting and Control of the 2-Way Recording Control feature, each Supervisor/Manager requires a suitable User Profile. • Specify the Users name (First Name is required) From the ‘Settings’ Menu, select ‘Users’ -> ‘Add User’ In the ‘User Information’ Tab, a First Name MUST be set.

  35. Create a Supervisor User Profile (2) • Specify the Users Extension Number In the ‘Contact’ Tab, specify the Supervisors Ext Number.

  36. Create a Supervisor User Profile (3) • Create a Mailbox for the Supervisor In the ‘Unified Message’ Tab, specify the UM group and the desired Mailbox Number. (A Mailbox will be created automatically using this Mailbox Number)

  37. Create a Supervisor User Profile (4) • Specify the Login ID and Password for the User Profile Set the Login ID and Password for the User Profile. This will allow the Supervisor to Login to their User Profile via the Web MC and make any necessary changes to their User Profile or PT Settings

  38. Enable 2-Way Recording Control (1) • Give the Supervisor Permission to Automatically 2-Way Record; 3. Highlight the Supervisor Extension. 1. In the Maintenance Screen, Select ‘Utility’ -> 10. Automatic Two-Way Recording -> 1. Supervisor Setting. 4. Click ‘OK’ 2. Click ‘Add/Delete’ NB: Max 32 2-Way Record Supervisors per system (Unit)

  39. Enable 2-Way Recording Control (2) • Select where the recordings will be stored (Mailbox) and what types of call will be recorded (Internal, External, ICD-G Incoming Only) 1. In the Maintenance Screen, Select ‘Utility’ -> 10. Automatic Two-Way Recording -> 2. Extension Setting. 2. Select the Supervisor who will receive the recordings. 3. Select the destination Mailbox an UM Group. 4. Select what types of call to record. NB: When selecting the recording destination, a new Mailbox will be created.

  40. Enable 2-Way Recording Control (3) • Select which Extensions will be recorded. 5. Click ‘Add’ to view the available extension list. 6. Select the desired Extensions and Click ‘OK’ NB: It is not possible to prevent an Extension from being recorded by COS programming. (TBC)

  41. Enable 2-Way Recording Control(4) • Confirm which Extensions will be recorded. 7. Click ‘List View’ to confirm the selected extensions, then click ‘OK’. NB: The recorded extension will hear a ‘beep’ tone at the beginning of the call when recording starts.

  42. Enable 2-Way Recording Control(5) • Start the Automatic 2-Way Recording feature 8. In the Maintenance Screen, Select ‘Utility’ -> 10. Automatic Two-Way Recording -> 4. Maintenance. 9. Click ‘Start’ to begin the Automatic Recording Process. 10. It is possible to stop the recording process at a given date/time

  43. Enable 2-Way Recording Control(6) • Once the recording process is started, it is possible to stop at any time 11. It is possible to stop the recording process at any Time 12. Click ‘OK’

  44. Managing Recordings (1) • If the Supervisor logs into their User Account, they can Manage their recordings: 1. Login to the Supervisor User Account 3. Select the UM Group where the Recording Mailboxes are situated. 2. Select the Record List.

  45. Managing Recordings (2) • The Supervisor can view a list of the available Mailboxes and select them 4. Select ‘List View’. 5. Select the desired Mailbox 6. Click ‘OK’

  46. Managing Recordings (3) • It is possible to specify which messages to playback (Via Phone) or Save to PC. 7. Click ‘Search’ 8. Select the desired Recording. 9. Select PC or Phone and click the ‘Play’ icon.

  47. Managing Recordings (4) • It is possible to specify which messages to playback (Via Phone) or Save to PC. Via Phone. Via PC. Specify the Extension. Depending on your Browser, you can select to Download or Play the audio file. When Connected, press ‘Play’

  48. THE END

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