. Smart Control for DCS-VIP User Manual Samsung Electronics Co., Ltd.
Software License Agreement & Limited Warranty for Smart Control Samsung Electronics co., LTD. Software License Agreement & Limited Warranty for Smart Control IMPORTANT, READ CAREFULLY: This Samsung End-User License Agreement (EULA) is a legal binding agreement between you (either an individual or an entity) and Samsung for Samsung software product identified above, which includes computer software and may include printed material, and “online” or electronic documentation (“SOFTWARE”).
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Table of Contents INTRODUCTION.................................................................................................................................. 11 1.1 SMART CONTROL OVERVIEW .......................................................................................................... 11 1.1.1 Station Setup Services ............................................................................................................. 11 1.1.2 Call Control Services .........................................
STATION SETUP.................................................................................................................................. 47 5.1 HOW DO YOU SET A STATION LOCK / UNLOCK? ............................................................................ 48 5.1.1 How Do You Set a Station Lock? ............................................................................................ 48 5.1.2 How Do You Unlock Your Station? ......................................................................
6.5 HOW DO YOU HOLD/RETRIEVE A CALL? ........................................................................................ 67 6.5.1 How Do You Hold/Retrieve Calls from the Call Control Menu?............................................ 67 6.5.2 How Do You Hold/Retrieve Call Using the Hot Key? ............................................................ 67 6.5.3 How Do You Hold/Retrieve a Call from the Call Control View? ........................................... 67 6.5.4 Other Ways to Retrieve a Call....
6.22 WHAT HAPPENS IF THE TRUNK IS BUSY WHEN YOU DIAL AN EXTERNAL NUMBER?.................... 85 6.23 WHAT HAPPENS WHEN YOU ANSWER THE TRUNK CALL BACK CALL? ........................................ 86 6.24 HOW DO YOU ENTER CALL NOTE AND KEYWORD FOR A CALL? .................................................. 86 DIRECTORY SERVICES..................................................................................................................... 87 7.1 WHAT IS A PHONE BOOK?......................................
7.15 HOW DO YOU DELETE ALL CONTACTS?..................................................................................... 108 7.15.1 How Do You Delete All Contacts from the Edit Menu?...................................................... 108 7.15.2 Other Ways to Delete All Contacts...................................................................................... 108 7.16 HOW DO YOU SEARCH FOR A PARTICULAR CONTACT? .............................................................. 108 7.16.
9.7 HOW DO YOU DELETE ALL SCHEDULES? ..................................................................................... 125 9.8 HOW DO YOU SORT DIFFERENT SCHEDULED ITEMS? ................................................................... 125 9.8 HOW DO YOU SORT DIFFERENT SCHEDULED ITEMS? ................................................................... 125 CALL LOG SERVICES ...................................................................................................................... 127 10.
1 INTRODUCTION 1.1 Smart Control Overview Smart Control is a call manager application with support for contact management, scheduling and call logging. It also gives limited support for email and browsing. 1.1.1 Station Setup Services You can control your station parameters using these services. You can set/reset DND (Do Not Disturb), Call Forwarding, Vacant Station Message, etc, using the simple user interface provided. 1.1.
1.1.4 Scheduler Services Smart Control allows you to schedule a telephone call or activation of some of the station setup options for execution at some later point of time. A note that will show at the time of execution may be entered to explain why this call or feature was scheduled. A pop-up window gives you the option to cancel any scheduled item at the scheduled time of execution or to change the time of execution. 1.1.
2 SMART CONTROL INSTALLATION 2.1 System Requirements To install Smart Control, you need the following minimum system specification: * * * * 80486 CPU MS-Windows 95/98/NT Server or Workstation 4.0 or later, Windows 2000 Series 8 MB main memory 16 MB free hard disk space 2.1.
1) Using DCS-VIP MMC 823, set the CTI Link Type. - CTI IP ADDRESS : Enter your DCS-VIP System Router IP Address. - CTI USING PORT : Enter the Port Number(Default Value : 5000) - SELECT DRIVER : Select “Standalone” Mode 2) Using DCS-VIP MMC824, Enter each IP Address of the Computer System that Smart Control is installed on and the telephone number. - CLT XX [ ENA / DIS ] [ 201 / 301 / … ] XXX.XXX.XXX.XXX . XX : Select one between 01 ~ 20 . ENA / DIS : Select “Enable” to use this phone number .
2.2 How to Install 2.2.1 Installing on Windows 95/98/NT Series * * * Start Windows Insert CDROM and then Setup Program will be run automatically. If not, Run Setup.exe on the Install CD(where E: is the CDROM drive) Follow the instructions in the Setup program. These instructions are described below. 1. Click the Next button in the Welcome dialogue box to continue Setup or the Cancel button to exit Setup. FIGURE 2-2 Note for Windows 95 Users: If you do not have Microsoft TAPI 2.
2. Read carefully the Software License Agreement (Figure 2-4). FIGURE 2-4 3. Enter name and company name in the dialogue box (Figure 2-5). 4. Enter serial number (S/N). The S/N is printed on the product package box.
5. Click Next button to continue. 6. Choose the destination directory where Smart Control will be installed. FIGURE 2-6 7. Select the components you want to install. By default, All Components are selected(Recommended) When you want to install only one component (Smart Control for DCS-VIP Application or Samsung TAPI Service Provider for DCS-VIP), check that component and uncheck other.
8. The following dialogue box appears. Click Next after entering the program folder name. FIGURE 2-8 9. Files are copied to your selected directory and the ODBC is configured. The following dialogue box appears. Click Next button.
10. The following Call Notification Options dialogue box appears. Enter your options. While using Smart Control you can change the call notification options by selecting the Call Notification… item on the Option menu. FIGURE 2-10 11. The following dialogue boxes (Figures 2-11 and 2-12) appear if you selected to install the DCS Service Provider component in step 7. Select the DCS model you are using: users in the United States should select STA Model; other users should select Other.
12. Enter the DCS Service Provider information in the next dialogue box. Enter your DCS-VIP System IP Address and Port Number in the IP Address and Port No Field.(Refer to 2.1.1. Connection Configuration Section) The name entered in the Line Name field appears at the Status position of the Smart Control window (see Section 3). Phone Number Field will be automatically detected when the CTI Link is initialized. (when the detected number is different from your entered number, the detected number will be used.
14. When you click the OK button on the above dialogue box, the next dialogue box appears confirming that Smart Control has been installed successfully. FIGURE 2-14 15. Click Finish button to complete the Setup.
2.3 Troubleshooting If you have problems running Smart Control, look through the problem checklist below.
3 WHAT WILL YOU SEE WHEN YOU START SMART CONTROL? When you start Smart Control, the main screen is displayed.
The table below describes the items shown in Figure 3-1: Item Purpose Line Status Shows the status of your application i.e. either Out of Services or your Telephone Extension or any Vacant Station message left by you Menu Bar Shows the different menu options categorized by the services provided There are two Tool Bars in Smart Control, a fixed General Tool Bar and a dockable Station Control Tool Bar. You can choose from any of the three sizes of the Station Control Tool Bar.
Item Purpose Scheduler Services displays the contents of all the scheduled item. Its contents are as follows: Detailed List View * * * * * * Function Details Frequency Time State of Schedule Note Call Log Services displays the contents of all the logged calls. Its contents are as follows: Detailed List View * * * * * * * Name From/To Date Duration Status Identifier Call Note Call Control View You can perform call control options like dialing, transferring a call, conferencing, etc.
3.1 Tool Bar There are two Tool Bars in Smart Control, * * General Tool Bar Station Control Tool Bar 3.1.1 General Tool Bar The General Tool Bar, depending upon the services currently selected (i.e. Directory or Scheduler or Call Log), helps you to perform operations related to these services. The function of each Tool Bar button with respect to the context of the currently selected services is as follows: 3.1.1.
Delete All button - To delete all contact records of current book. Search button – To search for text entered by a user in the contact records of the current book. Print button – To print the contact records information of the current book. TABLE 3-2 3.1.1.2 General Tool Bar for Scheduler Services If Scheduler Services is currently selected, you can perform the following operations using the General Tool Bar. Schedule button – To add a new schedule to the schedule list.
3.1.1.3 General Tool Bar for Call Log Services If Call Log Services is currently selected, you can perform the following operations using the General Tool Bar. Add button – Disabled. Update button – Disabled. Delete button – To delete the currently selected log record in Call Log. Delete All button – To delete all logged records from the Call Log. Search button – To search Keyword in all Call Log records. Print button – To print the Call Log records. TABLE 3-4 3.1.
Small Large Large With Text The following table explains the operations that can be performed using buttons of any of these Tool Bars. DND button – To Set/Reset DND. Call Forward button – To Set/Clear Forwarding types. VSMsg button – To Set/Clear Vacant Station Message. Auto Answer button - To set auto answer options for different call types. Call Back button – To set a call back on currently dialed busy or non-answering station.
3.2 Status Bar The Status Bar shows the status of your station such as DND(Do Not Disturb), Locked, Msg List(list of stations that left messages), etc. if you set your station parameters with various features supported by your DCS Keyset . The illustration below shows the Status Bar as you might see it. The highlighted panes indicate that the corresponding features are set. You can change the colors of the panes (see “How Do You Change Color of Status Bar Panes?” in Section 4).
3.3 Views of Smart Control 3.3.1 Tree View If you select the Tree view from View option, the Selection View will display the services in the tree structure shown below. FIGURE 3-2 3.3.2 Icon View If you select the Icon view from View option, the Selection View will display the services in the icon structure shown below.
3.3.3 Hidden View If you select the Hide View option, the Smart Control Selection View will be hidden and only the Detailed List View will be shown. Click Show View, if you want Selection View in view. You can also click the right mouse button to get Hide option.
4 SMART CONTROL CONFIGURATION You can set various options provided in the Smart Control software using the submenus under the Option menu. Option Purpose Call Notification Method To notify you about caller detail Set Environment ! Speed Dial Numbers… To set speed dial numbers. Set Environment ! Fast Pick Up Numbers… To set fast pick up numbers Set Environment ! Page Zone Name… To set page zone names Set Environment ! Status Bar Color… To change the color of the Status Bar panes.
4.1 How Do You Set Up Call Notification? Click on the Options menu and select the Call Notification Method. A Call Notification dialogue box appears, in which you can select the options.
4.1.1 How Do You Display Incoming Call Details? 4.1.1.1 For External Calls Select the For Incoming External Call option, if you want to identify the external caller. A dialogue box, or property sheet, will appear (Figure 4-2), with which you can identify the caller if the caller’s number is available in the Directory database. 4.1.1.2 For Internal Calls Select the For Incoming Internal Call option, if you want to identify the internal caller.
4.1.2 How Do You Get Details for Outgoing Internal Calls? Select the For Outgoing Calls option, if you want to identify the outgoing called number. A dialogue box will appear with which you can identify the number, if the given number data is available in the Directory database. 4.1.
4.2 How Do You Configure Speed Dial Numbers? Click on Option menu and select Set Environment ! Speed Dial Number option. An Edit Speed Dial dialogue box will appear, in which you have five default buttons. You can select the speed dial button you want to program by clicking on the button. This will allow you to enter the telephone number and button name in the fields at the bottom of the window.
4.3 How Do You Set Fast Pick Up Numbers? Select the Set Environment ! Fast Pick Up Numbers option from the Option menu to set fast pick up numbers in the Fast Pickup Edit dialogue box. FIGURE 4-4 Once you have entered the name of the contact in the Name field and the number in Number to dial field, click on the OK button.
4.4 How Do You Set Page Zone Name? Select the Set Environment ! Page Zone Name option from the Option menu to set Page Zone Name in the Page Zone Names dialogue box. FIGURE 4-5 Select the zone you want to set and click on OK.
4.5 How Do You Change Color of Status Bar Panes? To change the Status Bar pane colors, select Set Environment ! Status Bar Color… option from the Option menu. A Change Pane Text Color dialogue box appears. The colored buttons show the pane text colors presently selected for the Status Bar panes. Click the button corresponding to the station feature pane whose color you want to change. Select the color from the Colors dialogue box.
4.6 How Do You Set the Time Out Parameters? Click on the Options menu and choose the Set Environment ! Time Out option. A Time Out dialogue box will appear. Set the Time Out against the options available. You can set the time out, in seconds, for the Auto Answer, Clear Call and Dial Duration (retry) intervals.
4.6.2 How Do You Set Time Out for Clear Call? The timer value entered in this field determines the length of time the Call Control window will remain open, allowing notes to be made or a keyword to be entered after the call has been disconnected. You can enter the time out value in the Clear Call field of the Time Out dialogue as shown above. 4.6.
5 STATION SETUP You can set your station parameters with various features supported by your DCS Keyset. This menu has the following options.
5.1 How Do You Set a Station Lock / Unlock? 5.1.1 How Do You Set a Station Lock? You can lock your station using the Station Lock option. This prevents other people from making calls from your station, in your absence. It also prevents you from receiving incoming calls. FIGURE 5-1 Once you click on the Station Lock option, a Station Lock dialogue box will appear. Enter your password and click OK to lock your station.
5.2 How Do You Set Your Station to Do Not Disturb Mode? If you do not want to be disturbed with incoming calls you can set your station to Do Not Disturb (DND) mode. 5.2.1 How Do You Set/Reset DND on Your Station from Station Setup Menu? Click on Station Setup menu and select DND option. If there is an incoming call when you have set your station to DND mode, the caller will get a DND message. To reset your station from DND mode, select the DND option from the Station Setup menu again. 5.2.
5.3 How Do You Set Call Forwarding? You can forward internal and external calls to another station. You can also forward your calls from an external party to an external telephone number. 5.3.1 How Do You Set Call Forwarding from the Station Setup Menu? Click on Station Setup menu and select Call Forward option. The Call Forward dialogue box will appear (Figure 5-2). 5.3.
Option Purpose All Calls Forward all Incoming calls On Busy Forward Incoming calls to another station, if your station is busy On No Answer Forward Incoming calls to another station, if you do not answer.
5.4 How Do You Redirect Calls to Follow You? You can redirect your calls from another station to your current station. Click on Station Setup menu and select Follow Me option. This will display the Follow Me dialogue box. Enter station number from which all the calls will be forwarded to you. If there is an incoming call at that station, the call will be redirected to your station.
5.5 How Do You Check Your Station’s Message List? Click on the Station Setup menu and select the Message List option to check whether any other station has left a message for you when your station was busy or when you did not answer. The message list will contain the station number which has left the message for you. Station Setup menu’s Message List option will be disabled if no station has left a message for you. You can select the station and call the station back by clicking the Call button.
5.6 How Do You Check Your Station’s Call Back Status? Click on the Station Setup menu and select the Call Back Status… option to check whether you have left a call back message on any other station. This option will be enabled only if you have set a Call Back on some other station. A Call Back dialogue box will appear showing the station number. Press Clear button if you wish to clear the Call Back to this station.
5.7 How Do You Set a Vacant Station Message? You can leave a Vacant Station Message for your station in case you are not available to take your calls. 5.7.1 How Do You Set a Vacant Station Message from Station Setup Menu? To set a Vacant Station Message, click on Station Setup menu and select Vacant Station Message option. The Vacant Station Message dialogue box will appear. Check the Enable Station Message checkbox and select the message from the pull-down menu. Click OK. FIGURE 5-6 5.7.
5.7.3 How Do You Clear a Vacant Station Message? To clear a Vacant Station Message, click on Station Setup menu and select Vacant Station Message option or click on the Vacant Station Message button on the Tool Bar. The Vacant Station Message dialogue box will appear. Remove the selection for Enable Station Message checkbox and click OK button. The Vacant Station Message is cleared. 5.8 How Do You Check Whether You are In or Out of a Group? Click on Station Setup menuand select In Out of Group… option.
5.9 How Do You Set Smart Control to Auto Answer? Click on the Station Setup menu and choose the Auto Answer option. You can select the type of call you want the station to auto answer from Call Types in the Auto Answer dialogue box. FIGURE 5-8 If any of the Call Types options is selected, Smart Control will automatically answer that type of call after the time which is set in the Time Out option. You have the option of double clicking in the AutoAns pane of the Status Bar to change Auto Answer options.
6 CALL CONTROL SERVICES This chapter tells you about the Call Control Services. The bottom half of the menu screen is called the Call Control View. The Call Control View is used to access call control related services. FIGURE 6-1 The call view has buttons for various call control functions and a call list to display the calls at the station.
Duration Shows the connected duration of the call Reason Shows whether the call is a Recall, Call Back, etc.
" Call Control Menu Options Purpose Dial To make an Outgoing call or to dial on the current call Answer To answer an incoming call or retrieve a held call Release To release an active call Redial To redial the last dialed number Hold To hold an active call Transfer To transfer a call to another station Conference To conference Make New External Call To make an Outgoing new external call Continuous Dialing To continuously dial the last dialed number Pick Up To pick up a call from anothe
6.1 How Do You Make a Call? 6.1.1 How Do You Make a Call from the Call Control Menu? Click on the Dial option and the Dial dialogue box will appear. FIGURE 6-2 Click on the numbers in the dial pad and click on the Send button to make a call. You can click on the pulldown menu to select and dial any of the last 10 numbers you have dialled previously. You can also click on any of the Speed Dial buttons for quicker access. 6.1.
6.1.4 Other Ways of Making a Call 6.1.4.1 How do you make a call using Drag and Drop? Select the contact to whom you want to make a call in the Detailed List View, when in Directory Services. Drag and drop the contact into the Call Control View to make the call. Office phone is the default number dialled. If you drag from the home, mobile or the pager column, the respective phone numbers will be dialled. 6.1.4.
When an external incoming call is received by Smart Control, it displays: 1. The trunk number, if the caller id is not available. FIGURE 6-4 2. The caller id, if it is available. FIGURE 6-5 3. The caller id and called id (DNIS), if they are available.
6.2.1 How Do You Answer a Call from the Call Control Menu? Click on the Call Control menu and select the Answer option to answer a call. 6.2.2 How Do You Answer a Call Using Hot Key? Press F3 function key to answer a call. 6.2.3 How Do You Answer a Call from Call Control View? Click on the Answer button in the Call Control View to connect the call. The Call Control View will display the details of the active connected call.
6.2.4 Other Ways You Can Answer a Call 6.2.4.1 How do you answer a call using double mouse click? Select the incoming call in the call list. Double click on the call to answer. 6.2.4.2 How do you answer a call using the right click menu? If there is more than one call in the call list, select the call to answer and click the right mouse button to get the menu. Choose the Answer option to answer the call. 6.3 How Do You Release a Call? 6.3.
6.5 How Do You Hold/Retrieve a Call? You can hold your active calls and retrieve them from the call list in the following ways. 6.5.1 How Do You Hold/Retrieve Calls from the Call Control Menu? To hold a call, click on the Hold option in the Call Control menu when there is an active call. The held call will be displayed in the call list. FIGURE 6-8 You can retrieve this call by selecting the held call in the call list and clicking on the Answer option in the Call Control menu. 6.5.
6.5.4 Other Ways to Retrieve a Call 6.5.4.1 Using the right mouse button in the call list Click the right mouse button on the held call in the call list and select the Answer option to retrieve the held call. 6.5.4.2 Using double click in the call list Double click on the held call in the call list to retrieve a call. Note: When a call is put in hold state, it will go to the Call List and shows that it is ON HOLD.
You can also choose the last 10 numbers from the pull-down menu or click on any of the Speed Dial buttons. You can transfer your calls in two ways: Blind Transfer button Consultation Transfer button TABLE 6-4 6.6.1.1 How do you Consult and Transfer a Call? After you enter the number to which the call is to be transferred, click on the Consultation Transfer button. The active call goes into OnHold pending transfer mode, while you consult with the station as to whether the station agrees to take the call.
6.6.2 How Do You Transfer a Call from Call Control View? Click the Transfer button in the Call Control View to transfer a call. 6.6.3 How Do You Transfer a Call Using the Hot Key? Press F6 function key to transfer an active call. 6.6.4 Other Ways of Transferring a Call 6.6.4.1 How do you transfer a call using Drag and Drop? Select the contact to which you want to transfer from the Detailed List View. Drag that number holding the CTRL key and drop into the Call Control View. 6.6.4.
6.7 How Do You Conference? If there is an active call in the Call Control View, you can have another call join you in a conference in the following ways. 6.7.1 Conferencing from Call Control Menu Click on the Call Control menu and select the Conference option, when there is an active connected call. A Conference With dialogue box will appear. FIGURE 6-10 The Call Control View will change as shown.
When the other party answers, click on Call Control menu and select Conference option again. If the other party does not answer, you can release this call and get connected to the original party using the Release menu/button. If you want to add another party to the conference, click on the Conference option to get the Add To Conference dialogue box. FIGURE 6-12 Enter the number and dial. Once you are connected to the party, press the Conference button to include the party into conference.
When the other party answers, select Conference option again to add this party to conference. The status in the call list displays conference. If the party does not agree to join in the conference, you can release the party and get back with whom you are already in conference. FIGURE 6-14 6.7.2 How Do You Conference Using Hot Key? Press F7 function key to conference, when there is an active call. The Conference With dialogue box will appear. Enter the number of the party to conference with. 6.7.
6.7.4 Other Ways to Conference 6.7.4.1 How do you conference using right click menu? Select the contact with whom you want to conference in the Detailed List View and click the right mouse button. A pop-up will appear. Select the Conference option to add the party into conference. 6.7.4.2 How do you conference using Drag and Drop? Select the contact from the Detailed List View and drag the contact to the Call Control View to dial the number of the contact.
6.8 How Do You Make a New External Call? To make a new external call on the seized trunk, click on the Call Control menu and select Make New External Call option. You can dial another external number without dropping the trunk line. FIGURE 6-15 Enter the phone number (do not include the trunk access code ) or select any of the last 10 numbers you have dialled previously to make an external call. You can also Speed Dial to any of the five contacts by clicking on them.
6.9 How Do You Dial Continuously to Make a Call? Select the Continuous Dial option from the Call Control menu to dial continuously to connect to the last number dialled. FIGURE 6-16 If you want to redial before the time out occurs, click on the Dial button. Once you get connected to the internal party the continuous dialling automatically stops; if you get connected to the external party, you have to click the Stop button to stop continuous dialling.
6.11 How Do You Pickup a Call? You can answer a call for any other station which receives an incoming call and the call is not being answered. You can answer that call using the Pick Up option. 6.11.1 How Do You Pickup Using the Call Control Menu? Click on the Call Control menu and then click on the Pickup option. The Pick Up Call dialogue box will appear (Figure 6-17). You can either pick up a call from any station or from any other group. FIGURE 6-17 6.11.1.
6.12 How Do You Pickup a Call from a Universal Answer Device? You can pick up a call from a universally answerable device by dialling the universal answer code. Click on the Call Control menu and then click on the Universal Answer option. 6.13 How Do You Toggle Between Calls? In the case of a Consultation Transfer, if the third party does not agree to speak to the calling party, you can toggle between these two parties. 6.13.
6.13.2 How Do You Toggle Calls from Call Control View? Click on the Toggle button in the Call Control View to toggle between calls. 6.14 How Do You Hook Flash a Call? You can send Hook Flash on the C.O line or a PBX line using this option. Click on the Call Control menu and then click on the Hook Flash option. For example, if you have an external active call, you can hook flash if you wish to transfer this call to an extension which belongs to the main PBX and your PBX is connected behind this PBX.
FIGURE 6-20 Note: You have to lift the handset of your Keyset before you select the above option Smart Control User Guide 80
6.16 How Do You Send DTMF(Dual Tone Multi Frequency) Tones? When a call is connected you can send DTMF tones using the menu option Call Control/Send DTMF…. The following dialogue box appears.
6.17 How Do You Call Back a Station? If you dial a station which is busy or which does not answer, you can ask that station to call you back. The called station rings back to the caller, once the station becomes idle. 6.17.1 How Do You Call Back from the Call Control Menu? Select the Call Back option in the Call Control menu. 6.17.2 How Do You Call Back a Station Using Hot Key? Press F10 function key to request the other station to call you back. 6.17.
6.18.2 How Do You Leave a Message from the Tool Bar? Click on the Leave Message button in the Tool Bar menu to leave a message for the called station. 6.18.3 Other Ways to Leave a Message If you call on a station, which is busy, you can leave a message for the station by choosing the Leave Message button in the Station Busy dialogue box (Figure 6-22). 6.19 How Do You Camp On to Another Station? If you dial a station which is busy, you can notify the station that your call is waiting. 6.19.
6.21 What Happens When You Dial a Busy Station? If you call a station which is busy, the Station Busy dialogue box will appear, from which you can choose the type of operation you want to perform.
6.22 What Happens if the Trunk is Busy When You Dial an External Number? When you dial an external number and the trunk is busy, the Trunk Busy dialogue box will be displayed to help you to quickly set the available options such as call back, redial etc.
6.23 What Happens When You Answer the Trunk Call Back Call? If you have set a call back for a trunk when you dialled an external number from Smart Control, the dial pad will come up and display the number to be dialled when you answer the trunk call back. 6.24 How Do You Enter Call Note and Keyword for a Call? To make notes related to a call, select the call and click the right mouse button and select Call Note option. The Call Note dialogue box will be displayed.
7 DIRECTORY SERVICES This section explains about the Directory Services provided in the Smart Control application. Directory Services is maintained in a local database and a network database. In both of these, you have a Business phone book, an Others phone book and a Personal phone book. These are default phone books. The Personal phone book is listed by default in the Detailed List View when Directory Services is accessed.
Menu Options Description New Book Adds a phone book Delete Book Deletes a phone book Rename Book Renames the existing phone book Directory Accesses a network phone book Network PhoneBook Connect Connects to the network phone book Disconnect Disconnects from the network phone book Imports or exports a phone book in Smart Control Import / Export Import (Act 2.0) Import (Act 4.0) Import (*.sam) Import (PS2000) Import (Outlook) Imports an ACT! 2.0 for Windows database Imports an ACT! 4.
If you click the right mouse button in the Selection View, you will get the following menu items. Item Purpose New Book Adds a new book Delete Book Deletes a new book Rename Book Renames the existing phone book Connect Connects to a network phone book Disconnect Disconnects from a network phone book Export Exports all the contacts from the selected phone book to a file Import (*.
Drag and Drop Drag and Drop a contact from Detailed List View to Call Control View Dials the contact at office number if there is no active call Adds this contact to the conference if there is an active call Drag and Drop a contact from Detailed List View (Extension Column) to Call Control View Dials the extension number of the contact if there is an active call Drag and Drop a contact from Detailed List View to Call Control View (by pressing the CTRL key) Transfers the active call to this contact Dra
7.5 How Do You Add a New Phone Book? 7.5.1 How Do You Add a New Phone Book from the Directory Menu? Select the folder in which the phone book is to be created in the Selection View. Select Local or Network, then click on the Directory menu, and choose New Book option to create a new book. In Selection View, depending on whether you are in the Tree View or Icon View, you will get a new phone book folder or a new phone book icon with a default name dir(n). You can create as many new phone books as you want.
7.6 How Do You Delete a Phone Book? 7.6.1 How Do You Delete a Phone Book from the Directory Menu? Select the phone book you want to delete from the selection View. Click on the Directory menu and choose the Delete Book option. It will ask for confirmation: FIGURE 7-2 Click on Yes, if you are sure, otherwise click No. Note: The default phone books and Search Results phone book cannot be deleted. If you are trying to delete a phone book in the Network, you need to have the access permission to delete it.
7.7.2 Other Ways to Rename a Phone Book You can also click the right mouse button in Selection View and then click on Rename Book option to rename the selected phone book. 7.8 How Do You Add a Network Phone Book? 7.8.1 How Do You Add a Network Phone Book from the Directory Menu? Click on Network PhoneBook option in the Directory menu, then choose Connect option. FIGURE 7-3 You will get a pop-up Open dialogue box where you can select the network phone book you would like to access.
7.9 How Do You Remove a Network Phone Book? 7.9.1 How Do You Remove a Network Phone Book from the Directory Menu? Click on Network PhoneBook in the Directory menu then choose Disconnect option. The network phone book will be disconnected. 7.9.2 Other Ways to Remove a Network Phone Book You can also choose the Disconnect option by clicking the right mouse button in Selection View. 7.
7.10.1 How Do You Import ACT! 2.0 Database? The ACT! 2.0 database can be imported into the phone book of your choice by clicking on Import…(Act 2.0)… option in the Directory menu Import/Export option. All the contacts in your ACT! 2.0 database will now be added to your selected phone book. When you are importing the database under this option, ensure that you have *.dbf and *.fpt files in the same directory. Now select *.dbf in the Open dialogue box and the ACT! 2.
7.10.2 How Do You Import ACT! 4.0 Database? The ACT! 4.0 database can be imported into the phone book of your choice by clicking on Import…(Act4.0)… option in the Directory menu Import/Export option. All the contacts in your ACT! 4.0 database will now be added to your selected phone book. Now select *.dbf in the Open dialogue box and the ACT! 4.0 database file gets field mapped into Smart Control as follows: Smart Control database ACT! 4.
Smart Control database ACT! 4.
7.10.3 How Do You Import PS2000 Database? The PS2000 database can be imported into the phone book of your choice by clicking on Import…(PS2000)… option in the Directory menu Import/Export option. All the contacts in your PS2000 database will now be added to your selected phone book. Now select *.
7.10.4 How Do You Import *.SAM File? The *.sam file can be imported into the phone book of your choice by clicking on Import…(*.sam)… option in the Directory menu Import/Export option. All the contacts in your *.sam file will now be added to your selected phone book. 7.10.4.1 Other ways to import a *.sam file You can click the right mouse button in the Selection View, when you are under Directory Services, or click the right mouse button in the Detailed List View to get the Import…(*.sam)… option. 7.10.
Smart Control database OutLook database Name Name Company name Company Department Department Office street name Business address Home street name Home Address OfficeNo1 Business phone OfficeNo2 Business phone2 OtherNo Other phone HomeNo1 Home phone HomeNo2 Home phone1 Email Email address Pager Pager Faxno Business fax Job title Job title Mobile Mobile phone WebPage Web Page TABLE 7-8 Smart Control User Guide 100
7.10.6 How Do You Export a Phone Book to a File? You can export a Smart Control phone book to a file by using the Export Book option. Click on the Directory menu Import/Export option and choose Export Book option. You will get a Save As dialogue box where you can save the selected phone book. The default file extension is *.SAM. You can also use a file extension name of your choice. Warning: If the fields indicate ERROR in the Detailed List View, the Import/Export operation has failed. 7.10.6.
Company Contact : Address : 1001, Prestige Meridian First No : 91-80-509 8007-extn-142 Second No : Other No : Direct No : Internal No : 201 Home Contact Address First No Second No Farm No : GuestHouse No : : 105, Lake Side Residency : : : Other Contact Nos : Fax : 91-80-555 0558 Mobile : Pager Email : mohanraj@samsung.co.kr ----------------------------------------------------- 7.11.
For example, if you want a printout of a phone book listing only the professional details, check against the Profession checkbox and deselect the rest of the checkboxes. If Select All option is checked, all the other options get checked. Figure 7-6 shows all the options checked, so in this case you would get a printout of all the details in the phone book you have selected in the Selection View. 7.11.
FIGURE 7-8 " Personal Info page Enter the data for the fields Name, Company Name, Job Title etc. For example, in the Job Title field, you have a pull-down menu containing job titles; you can select the job title from the menu or enter your own job title. Note: Name or Company Name must be entered For the Edit Address field, you can select the type of address from the address pull-down menu and click on the Edit Address button to enter the details.
The Note button is used to launch Notepad with the .txt file, so you can enter any notes for this contact. The file will be stored in the SmartControl\ContactNotes directory. Because it uses the name and company name you entered as the file name, be precise in what text you enter in these fields. The Email button is for launching the registered default email application.
Pull-down menus are provided to enter different Office/Home phone numbers. You select the Office phone type from the Office phone pull-down menu to enter the office phone numbers and the extension phone number in the Extn field. The phone number field starts with Country code-Area code (in this example, 91-080). Smart Control picks up the country code and area code from the Telephony dialling properties of your system.
FIGURE 7-11 Click on the Prev or Next button to edit the previous or next record in the selected phone book. If you click on Prev or Next button after modifying a contact, those modifications will be saved automatically. 7.13.2 Other Ways to Edit a Contact You can also edit an existing contact by: * * Clicking the right mouse button after selecting the phone book contact in the Detailed List View and then clicking on Edit Contact option. Double clicking on the selected contact in the Detailed List View.
7.14 How Do You Delete Contacts? 7.14.1 How Do You Delete Contacts from Edit Menu? Select the phone book contacts in the Detailed List View and click the Delete Contact option in the Edit menu to delete the selected contacts from the phone book. 7.14.2 Other Ways to Delete Contacts You can also delete a selected phone book contact from the Detailed List View by clicking the right mouse button and then selecting the Delete Contact option. 7.15 How Do You Delete All Contacts? 7.15.
FIGURE 7-12 7.16.1 Find Results After Using the Search Option Click the right mouse button on the selected contact in the Detailed List View. A pop up will appear with which you can perform various operations on the searched results.
You can do the following. Click on Edit Contact option to get details of the contact in the Update Record dialogue box. Here, you can update the contacts in the FindResults phone book. The changes made here will be reflected in the original phone book. Click on Hide Contact option and the selected contact(s) will be hidden. The contact(s) will be deleted only from the FindResult phone book. Click on Hide All option and all the contacts will be hidden.
7.17 Directory Services in Detailed List View FIGURE 7-14 This displays the contents of the selected phone book in the Detailed List View. The fields listed are Name, Company, Office Phone, Extn., Home Phone and Mobile. 7.17.1 How Do You Sort Contacts? You can sort the list according to Name, Company, or Mobile field in ascending or descending order by clicking on the respective column headers. When you click on the column header, it will sort in ascending order on that field.
7.17.2 How Do You Add a Contact? Click the right mouse button in the Detailed List View and choose New Contact option to add a new contact in your phone book. 7.17.3 How Do You Edit a Contact? Click the right mouse button in the Detailed List View and choose Edit Contact option to modify an existing contact in your phone book. 7.17.4 How Do You Delete a Contact? Click the right mouse button in the Detailed List View and choose Delete Contact option to delete the selected contact from the phone book. 7.
7.21 How Do You Transfer a Call to a Contact? Select the contact from the phone book in the Detailed List View and click the right mouse button in the Detailed List View. If you have an active connected call in the Call Control View, you can transfer this call to the number of the selected contact by clicking on Transfer option. The number will be selected based on the current cursor position. 7.
8 DRAG & DROP SERVICES You can click the mouse button on a contact in the Detailed List View and drag it across Selection View or Call Control View to perform various functions such as dialling, transferring a call and conferencing. This operation is called Drag and Drop. Item Purpose Dragging to the Selection View Copies the selected contacts to the phone book selected Dragging to the Call Control View If there is no connected call, it dials.
8.1 Drag and Drop - How Do You Copy Contacts Across Phone Books? Select the contact to be copied in the Detailed List View. Drag it into the Selection View and drop it into the phone book you wish to copy to. The cursor will show Copy. Note: If you drag the mouse cursor from Detailed List View to Call Control View, the cursor shows Dial. If you drag the mouse cursor from Detailed List View to Selection View, the cursor shows Copy. 8.
9 SCHEDULER SERVICES This chapter tells you about the Scheduler Services provided in Smart Control. You can schedule outgoing calls, set/reset different types of call forwarding, set/reset DND (Do Not Disturb) and set/reset Vacant Station Messages. 9.1 What is a Schedule? It is a service which is triggered at a set date and time. Scheduler Services can be viewed both in Tree view or Icon view in Selection View.
Item Purpose New Schedule Adds a new schedule Edit Schedule Modifies a schedule Delete Schedule Deletes a schedule Delete All Deletes all the selected schedules TABLE 9-1 9.2 How Do You Add a New Schedule? 9.2.1 How Do You Add a New Schedule from Edit Menu? Click on Edit menu and select New Schedule option. You will see the Add Schedule dialogue box. FIGURE 9-1 You can choose one of the items you want to schedule at any one time.
9.2.1.1 How do you schedule a Do Not Disturb? If you wish not to be disturbed by incoming calls for a selected time, or on some day: Click on Edit menu and select New Schedule option to get the Add Schedule dialogue box. FIGURE 9-2 Click on Do Not Disturb option. You can also enter a comment in the Schedule Note field, if required. Now click on the Frequency tab and enter the Date, Time and Frequency for the DND option to be active (see Section 9.3 for details).
9.2.1.2 How do you schedule a Call Forward? If you wish to forward your calls to some other station at a selected time or on some day: Click on Edit menu and select New Schedule option to get the Add Schedule dialogue box. FIGURE 9-3 Click on Call Forward option. Select the type of calls to be forwarded in the Type of calls pull-down menu. In the Destination field, enter the phone number to which the call is to be forwarded. You can also enter a comment in the Schedule Note field, if required.
9.2.1.3 How do you schedule a call? If you wish to make a call to some number at a selected time or on some day: Click on Edit menu and select New Schedule option to get the Add Schedule dialogue box. FIGURE 9-4 Click on Out Going Call option. Enter the phone number in the Destination field. You can enter any comments in the Schedule Note field. The Schedule Note will be shown as Call Note when the call is made, for example: “Birthday Greeting”.
Click on Edit menu and select New Schedule option to get the Add Schedule dialogue box. FIGURE 9-5 Click on Vacant Station Message option. You can select the message in the Message pull-down menu. You can also enter any comments in the Schedule Note field. Now click the Frequency tab and enter the Date, Time and Frequency for Vacant Station Message to be active (see section 9.3 for details). Note: In all the above functions, Schedule Note and Remind are optional.
9.3 Frequency Option in Scheduler This is used to set a time, date and frequency for execution of the scheduled item. FIGURE 9-6 You can choose any one option from the Frequency pull-down menu. Depending on the type of frequency selected, certain fields may be enabled or disabled. These fields can be used to enter the day, date and time. 9.3.1 How Do You Schedule an Item Once? If you select Once option, the scheduled services will be executed only once for the date and time you enter. 9.3.
9.3.4 How Do You Schedule an Item Yearly? If you select Yearly option, the scheduled services will be executed yearly on the day of the year and at the time you enter. 9.4 Reminder Option in Scheduler If you wish to be reminded before a scheduled item is activated, check the Reminder option box. At the scheduled time a dialogue box will pop up to ask for confirmation of continuation of the schedule. If a wave file is configured to be played for the Reminder, it will be played along with it.
9.6.2 Other Ways to Delete a Schedule You can delete a selected schedule in the Detailed List View by clicking the right mouse button and then clicking on Delete Schedule. 9.7 How Do You Delete All Schedules? If you want to delete all the scheduled items which are currently visible in Detailed List View, click on Delete All option in the Edit menu. A Smart Control dialogue box will prompt for confirmation. FIGURE 9-7 Click on Yes if you are sure, otherwise click on No.
10 CALL LOG SERVICES This chapter tells you about the Call Log Services provided in Smart Control. These services maintain the records of all incoming and outgoing calls. You can view the logs by selecting the log type in the Selection View. Contents of All will be displayed in the Detailed List View in descending date order by default.
Item Identifier Purpose Displays the keyword entry made after the call in the Call Control View Displays the status of the call, such as: Status DNIS RingBack—when you have called a station and the party does not answer Busy—when you have called a busy station Connected—connected call Unanswered—when there was a call to your station and you did not answer Display the DNIS number of the call if any TABLE 10-2 10.1 How Do You View Call Logs? 10.1.
10.3 How Do You Print a Call Log? 10.3.1 How Do You Print a Call Log from File Menu? FIGURE 10-1 Select the Print option from the File menu when you are in the Call Log Services to print all the call logs. The options are: Print - To print the Call Logs Print Setup - To select the print format Print Preview - To preview the print 10.3.
The printout in Detail View will appear as shown below: Name : Basheeruddin Number Date : 201 : - - - Duration Call Note Status Name : - - - : Ring Back : - - - Number Date : 00:00:00 : 203 : - - - Duration Call Note Status : 00:00:00 : - - - : Ring Back 10.3.3 How Do You Preview the Print Output for a Call Log? You can preview the printout on-screen by clicking the Print Preview option. 10.4 How Do You Delete Logs? FIGURE 10-3 Select the Delete Log option from the Edit menu.
10.5 How Do You Delete All Logs? Click the Delete All option. Warning! If you click on Delete All option, all the selected logs in Selection View will be deleted. For example, if in Selection View the Incoming Calls folder/icon is selected, then Delete All option will delete all the incoming call log records. FIGURE 10-4 10.6 How Do You Save Note of a Call Log? Right click on selected call log and select the Save Note option. A File Save dialogue box will appear.
10.10 How Do You Redial from Call Log List View? Right click on the call log in Detailed List View and select Redial. This will dial the number from the call log list. The phone number in incoming call logs is in CNTY-AREA-NUMBER format whereas the phone number in outgoing call logs is formatted as the digits were dialled. 10.11 DNIS Field in the Call Log This field is introduced in call log records to denote the DNIS number, if any, in the call.
11 DDE (DYNAMIC DATA EXCHANGE) SUPPORT IN SMART CONTROL Dynamic data exchange (DDE) is a form of communication (inter process) that uses shared memory to exchange data between applications. Applications can use DDE for one-time data transfers and for ongoing exchanges in which the applications send updates to one another as new data becomes available. " Client and Server Interaction DDE always takes place between a client application (the ‘client’) and a server application (the ‘server’).
FIGURE 11-1 When DDE is enabled in Smart Control, then for any incoming call a command is sent to your selected PIM application (which acts like a DDE server) to search for the caller’s contact record based on the incoming callerID or DNIS (Dialled Number Identification Services). You have the option to specify the search based on call type, such as Internal Call and/or External Call, as well as on CallerID or DNIS.
In the DDE Program combo (dropdown list) box the following PIM applications are supported: * * * * Symantec ACT! 2.0, GoldMine for Windows, SuperOffice4.0, Maximizer for Windows. For these applications you need only select the PIM application name, the application’s EXE file path and the database file to be opened for finding the contact record. The DDE initialisation based on the Services Name and Topic Name is handled by Smart Control. 11.1.1 Smart Control as DDE Client to Symantec ACT! 2.
Guidelines for using Symantec ACT!: 1. To view the caller’s record in ACT!, you must set your current screen in ACT! to “Contact Screen One” (see help on contact screen in ACT! for further information). An example “Contact Screen One” for ACT! is shown in Figure 11-3.. 2. Even though the caller’s contact record is found, ACT! does not pop up. It is better to have ACT! maximized in the background. 3.
Enter your username and password, if any. When entered correctly, DDE is initialised. Guidelines for using GOLDMINE: If it is a local number nnnnnnn then GOLDMINE stores it in the format (aa)nnn-nnnn where aa denotes area code. For numbers other then local area numbers, you need to enter them continuously without any special character such as - or ( , etc., for contact popup. For example: If your contact’s phone number is aa-nnnnnnn, where aa is the area code, you need to enter it as aannnnnnn in GOLDMINE.
11.1.4 Smart Control as DDE Client to Maximizer for Windows If you have enabled DDE and selected Maximizer for Windows as your PIM, you need to enter the path of the Maximizer EXE file, MAXWIN.EXE. (If you are not sure about the path of the file, run it by pressing the TEST button.) When you click OK on the Select the DDE Server dialogue box, DDE is initialised with Maximizer as the DDE server.
11.3 General DDE Support Smart Control can work with other applications acting as DDE servers. Select the Other option in the DDE Program combo box (Figure 11-2) if you want to select an application other than that already selected. The following steps explain how to use this feature. 1. Select the Other option in the DDE Program combo (dropdown list) box on the Select the DDE Server dialogue box. 2. A help dialogue box appears (shown below) giving instructions you should follow. FIGURE 11-6 3.
FIGURE 11-7 Here MSACCESS@System@[OpenForm FORMNAME,,,FORMFIELD=“CLID”] is entered instead of SN@TN@CMD. Where, SN-is Services Name(for Access it is MSACCESS). TN- is Topic Name(for Access it is System). CMD- is command(for Access it is [OpenForm FORMNAME,,,FORMFIELD=“CLID”] ). FORMNAME-The name of the form in Access. FORMFIELD-The name of the field in the form that contains the phone digits.
Click the Format button and enter the different phone number formats (based on the number of phone digits) in the Phone Number Formats dialogue box. FIGURE 11-8 The dialogue box shown above displays the default formats for the various sizes of phone numbers. The formats you enter should match the formats in your selected DDE application (server). This is necessary as different PIMs store the phone numbers in different formats depending upon the number of digits in the phone number.
FIGURE 11-9 The error signifies that DDE is not initialised with your selected DDE application (server). 11.4 Smart Control as DDE Server Smart Control as DDE server supports only the “SmartControl” Services Name and “Telephony” Topic Name. Any client PIM can place a call using Smart Control. The client application needs to send the command as “MakeCall XYZ” after starting the conversation using “SmartControl” as the Services Name and “Telephony” as the Topic Name.
11.5 Pop Up with Microsoft Outlook Contacts # Call Notification Enhancement Smart Control V3.1 offers it’s own contact database and pops up a relevant page depending on how you set up call notification options. To pop up other personal information managers, you had to set up DDE. Smart Control V3.12 supports Microsoft Outlook screen pop in the same way as its own database. To use this feature you have to configure Options Menu / Call Notification / Database option.
# How Do You Configure Outlook Contacts Searching Properties? If you want to configure the phone number mask or outlook contact folder, click on the Properties button next to the Outlook check box.
$ Contact Database: You can choose the folder in which the record to be searched. It is set Contacts folder by default. If you want to change, click on the Browse button. The following dialog box will appear. Figure 11-12 The Contact Database Information dialog box will show all the folders of your Outlook program. You can select only contacts folder or its sub folders.
$ Mask Formats: You can convert the phone number for Outlook contacts searching by setting some masks. Enter a new mask in the New Mask edit box and click on the Add button, then it will be appended in the Available box. If you selected a mask in the Available box and click on the add button below the box, the mask will be activated and appended to the Active box. The Smart Control allows +, -, (,), 0~9, B(representing a blank), D(deletion), and X(a wild character) to compose a mask.
12 LIMITATIONS 1. When the Selection View is hidden, you cannot switch between the services or the phone books. 2. Phone book name can be maximum of 10 characters and cannot have spaces in the name. 3. For network data connection, validity of the database file for the network database is verified only after the connection is made. 4. Default phone books cannot be renamed. (In Icon view it appears as though names can be changed, i.e. if you click on the title of the icons it allows you to edit the name.
