Operating Instructions Com4Tel B5

Operating Instructions Com4Tel B5
Operating Instructions
Com4Tel B5
Operating Instructions Com4Tel B5
About these Instructions • i
 Copyright Tenovis Comergo GmbH
All rights reserved
Operating Instructions Com4Tel B5
As of July 18th, 2002
Reproduction and disclosure of information contained in this copyright-protected document, in any form or by any
means - graphical, electronic or mechanical by photocopying, recording on disk or tape or storage in a data retrieval
system - even in part, require the prior written consent of the Tenovis Comergo GmbH.
All technical data, information and properties of the product described in this document, were compiled to the best of
our knowledge at the time of going in print.
The product is subject to modifications and improvement in the course of technical development.
ii • About these Instructions
Operating Instructions Com4Tel B5
Contents
About these Instructions
1
Overview: About these instructions.....................................................................................1
Questions about this document ............................................................................................1
Who is part of the target group? ............................................................................1
What kind of information is provided?..................................................................1
What kind of information is not provided?............................................................1
How are these instructions structured? ..................................................................1
Which edition are you reading?.............................................................................1
How do you get a printed copy? ..........................................................................................2
Prerequisites ..........................................................................................................2
Printing the instructions.........................................................................................2
Printing problems ..................................................................................................2
What if you already worked with Com4Tel?.......................................................................2
What do we recommend to read? ..........................................................................2
What if you want to look up something?...............................................................3
What if Com4Tel B5 is new to you? ...................................................................................3
What do we recommend to read? ..........................................................................3
Getting Familiar with Com4Tel B5
4
Overview: Basic knowledge ................................................................................................4
What is Com4Tel B5? .........................................................................................................4
Features .................................................................................................................4
Operating possibilities ...........................................................................................5
Special controls .....................................................................................................5
What is 1st party call control? ................................................................................5
What is 3rd party call control? ................................................................................5
1st party - 3rd party .................................................................................................6
Windows functions and controls ...........................................................................7
System requirements PC........................................................................................8
System requirements PBX.....................................................................................8
Configuration of DDE signaling............................................................................9
Convenient search in the phone book..................................................................10
Features..............................................................................................................................10
Incoming connection ...........................................................................................10
Outgoing connection ...........................................................................................11
Additional telephony features..............................................................................11
Convenience features...........................................................................................12
Partners................................................................................................................12
Phone book ..........................................................................................................12
Journal .................................................................................................................13
MS applications...................................................................................................13
Interfaces .............................................................................................................13
Installation ...........................................................................................................14
Terminal configuration........................................................................................14
Printing ................................................................................................................14
Adding an entry in the selection dialog ...............................................................15
Update .................................................................................................................15
Locking................................................................................................................15
Call charge factor ................................................................................................15
Automatic window display..................................................................................15
Operating Instructions Com4Tel B5
Contents • i
Telephone configuration..................................................................................... 16
Data transfer ....................................................................................................... 16
Help .................................................................................................................... 16
About .................................................................................................................. 16
System menu ...................................................................................................... 16
Dial parameters TAPI 2.1 ................................................................................... 17
Canonic format ................................................................................................... 17
Configuring the interface.................................................................................... 18
Office integration................................................................................................ 18
Integrating macro for MS Word ......................................................................... 19
Configuring the add-in........................................................................................ 20
AEI ..................................................................................................................... 20
TSP ..................................................................................................................... 20
Synchronizing the call list .................................................................................. 21
Starting from the desktop.................................................................................... 21
Error in the partner display ................................................................................. 21
Warning tones of the PC..................................................................................... 21
Structure of Com4Tel B5
23
Overview: List of components and highlights .................................................................. 23
Components........................................................................................................ 23
Highlights: Overview ......................................................................................... 23
Component Com4Tel Main dialog ................................................................................... 24
Status display...................................................................................................... 24
Com4Tel properties ............................................................................................ 24
New subscriber for the local phone book ........................................................... 24
Acoustic signaling .............................................................................................. 26
Destinations ........................................................................................................ 26
Subscriber ........................................................................................................... 26
Order of the destinations..................................................................................... 28
Confirming the deletion of a subscriber ............................................................. 28
Connection window setup .................................................................................. 28
Component partners .......................................................................................................... 28
Subscriber ........................................................................................................... 30
Partners in extra window .................................................................................... 31
State of partner ................................................................................................... 31
Partner signaling with 3rd party........................................................................... 31
Component Com4Tel phone book .................................................................................... 32
Global phone book.............................................................................................. 32
Open database..................................................................................................... 32
Database setup .................................................................................................... 32
Component Com4Tel Journal ........................................................................................... 33
Journal entry ....................................................................................................... 33
Journal monitoring.............................................................................................. 34
To-do list ............................................................................................................ 34
Call Back Subscriber .......................................................................................... 34
Component Com4Tel B5 Properties ................................................................................. 34
Structure of Com4Tel B5 Properties .................................................................. 34
Dialogs of the Telephony area............................................................................ 34
Timed redial........................................................................................................ 35
Load phone book ................................................................................................ 35
Own name........................................................................................................... 35
Connection settings............................................................................................. 35
Routing ............................................................................................................... 36
New routing call number .................................................................................... 36
Partner setup ....................................................................................................... 36
Partner display .................................................................................................... 36
Limited partner signaling.................................................................................... 37
Request partner ................................................................................................... 37
Voice mail .......................................................................................................... 37
Key assignment for voice mail ........................................................................... 37
ii • Contents
Operating Instructions Com4Tel B5
Voice mail settings ..............................................................................................37
Tool bars..............................................................................................................37
Tool bars setup ....................................................................................................38
Open dialog automatically...................................................................................38
Forms...................................................................................................................39
Design..................................................................................................................39
Dialog of the Hardware area................................................................................39
Connect via..........................................................................................................39
Configuration.......................................................................................................40
Configuration TENOVIS TSPI ...........................................................................40
Call number mapping ........................................................................................................40
What does call number mapping mean? ..............................................................40
Running the call number mapping.......................................................................40
Call number mapping for external applications...................................................41
Call number mapping for global phone book ......................................................41
Status of the call number mapping ......................................................................42
Automatic call number mapping .........................................................................42
Operating Com4Tel B5
44
Overview: Operation .........................................................................................................44
Starting Com4Tel B5.........................................................................................................44
Prerequisites ........................................................................................................44
Starting ................................................................................................................44
Working with Com4Tel B5 .................................................................................44
Terminal phone book...........................................................................................44
What if Com4Tel B5 is not working?..................................................................45
Making calls as usual.........................................................................................................45
Calling .................................................................................................................45
Pick-up ................................................................................................................46
Call forwarding....................................................................................................46
Dial Subscriber ....................................................................................................47
Journal .................................................................................................................48
Phone book ..........................................................................................................50
Call diversion ......................................................................................................50
Connection windows ...........................................................................................51
Clearing a connection ..........................................................................................52
Editing the key field...........................................................................................................52
What are destinations?.........................................................................................52
What are partners?...............................................................................................52
Properties of a key...............................................................................................53
Configuring a destination ....................................................................................53
Configuring a partner ..........................................................................................53
Editing the properties of a key.............................................................................53
Order of the destination keys...............................................................................53
Deleting a destination key ...................................................................................54
Renaming a partner .............................................................................................54
Changing name and call number of a destination................................................54
Using the phone book ........................................................................................................54
Properties and functions of the Phone book dialog .............................................54
Which phone books can you use?........................................................................55
Which information does the phone list show?.....................................................55
Searching for and calling a subscriber with the global phone book ....................56
Using an entry of the global phone book as destination ......................................56
Opening the help................................................................................................................56
Opening the Help contents ..................................................................................56
Searching for information....................................................................................56
Displaying information about Com4Tel B5.......................................................................56
Which information can you get? .........................................................................57
Displaying the information..................................................................................57
Glossary
Operating Instructions Com4Tel B5
59
Contents • iii
Index
iv • Contents
59
Operating Instructions Com4Tel B5
About these Instructions
Overview: About these instructions
This topic provides information and answers questions about these instructions.
You also learn how to print this document.
Questions about this document
You might have questions regarding this document. We will answer some
questions to start with.
Who is part of the target group?
These instructions are intended for people working with the Com4Tel B5
application or wanting to learn about its individual features. It makes no
difference whether you are using the instructions in printed form or online.
Use this document as you see fit for reference purposes or to get an overview of
the possibilities Com4Tel B5 offers.
What kind of information is provided?
These instructions contain all information necessary for operating the Com4Tel
B5 application.
What kind of information is not provided?
These instructions do not contain information about commissioning and
installing the Com4Tel B5 application.
How are these instructions structured?
This document introduces the Com4Tel B5 application step-by-step. Once you
have read a few pages you will notice that the topics are structured similarly.
Usually, an introduction to the topic is provided first. Then prerequisites or
necessary knowledge are described followed by instructions. An illustration or
example further clarifies the topic.
Which edition are you reading?
The following table lists information about this edition.
Compiled on:
Operating Instructions Com4Tel B5
July 18th, 2002
About these Instructions • 1
Basis
Com4Tel Version B5
Author
Sibylle Hardt
Editor
Hartmut Balzer
Available as
Online Help
Acrobat Reader-file
How do you get a printed copy?
You would rather read these instructions on paper than on the PC screen. No
problem! This document is prepared for being printed. Printing this file provides
you with conventional operating instructions.
This document is printed in German A4 format and consists of about 65 pages.
Prerequisites
The following conditions must be met if you want to print the instructions.
•
You need the CTI CD-ROM.
•
An Acrobat Reader at least Version 4 or a later version must be
installed on your PC. You can find the necessary software on the
CTI CD-ROM.
•
A graphics-capable printer must be connected to your PC.
Printing the instructions
You want to print the instructions.
1.
In the file manager, open the docu folder of the CDROM.
2.
Double-click the file gb_Com4Tel.pdf. The Acrobat Reader
application opens and shows the instructions.
3.
Select Print from the File menu of the Acrobat Reader
application. The file is printed.
Printing problems
If you cannot print this document consult your system administrator. Your
administrator can print a copy for you.
What if you already worked with Com4Tel?
If you already worked with an earlier version of Com4Tel take some time to
learn about the new features of Com4Tel B5.
What do we recommend to read?
Even if you already worked with an earlier version of Com4Tel we recommend
that you read the following topics.
2 • About these Instructions
•
Structure of Com4Tel B5
•
Starting Com4Tel B5
Operating Instructions Com4Tel B5
What if you want to look up something?
If you search for something or want to look up a topic use the table of contents
or the index.
What if Com4Tel B5 is new to you?
If you are working with Com4Tel B5 for the first time take some time to learn
about Com4Tel B5 and its possibilities.
What do we recommend to read?
If Com4Tel B5 is new to you we recommend that you read at least the following
topics.
Operating Instructions Com4Tel B5
•
What is Com4Tel B5?
•
Structure of Com4Tel B5
•
Tool bar
About these Instructions • 3
Getting Familiar with Com4Tel
B5
Overview: Basic knowledge
This topic provides the basic knowledge you will need for later topics. You can
also refer to this section if questions arise later.
What is Com4Tel B5?
Com4Tel B5 is a CTI application.
Com4Tel B5 can be connected to a PBX via 1st or 3rd party call control.
After you installed Com4Tel B5, successfully, you are provided with an
application that lets you operate the most important telephony features
conveniently with the PC, and at the same time offers you PC functionality like
e.g. integrating databases.
You find an overview of the various possibilities under Highlights.
When you start Com4Tel B5 for the first time, the Main dialog with the
following four areas is displayed:
Tool bars
Status display
Partners
Destinations
You find an introduction to working with Com4Tel B5 under Operating
possibilities.
Features
Com4Tel B5 offers the following possibilities.
4 • Getting Familiar with Com4Tel B5
•
Using Microsoft Exchange phone books
•
Using destination speed dialing and partners
•
Call number identification with algorithm
•
Convenient telephone control
•
Accessing any phone books for dialing and call number
identification
Operating Instructions Com4Tel B5
Operating possibilities
Com4Tel B5 offers a number of possibilities to edit phone book and Journal or
use telephony features. The following list of controls i.e. actions provides you
with an overview of possible measures leading to the same end. Try the different
possibilities to find your individual style for working with Com4Tel B5.
The PC keyboard, the mouse and the keypad of a connected telephone terminal
(if applicable) can be used as input media.
Please refer to the respective manual for how to operate the connected telephone.
Working with Com4Tel B5
The user interface of Com4Tel B5 corresponds with the philosophy of Windows
operating systems. You will get accustomed to working with this application
quickly.
These instructions use terms you already know from working with Windows.
You will also use the described functions when working with Com4Tel B5.
Special controls
Status display
Below the tool bars, if you have not changed their position, you find the status
display. You are provided with different information depending on the state of
your telephone. You can initiate functions displayed in the status directly from
there.
Tool bar
In the icons of the tool bar a red dot is used to mark your own extension and a
blue dot to mark other extension.
Partners
There are different ways to present partners. The default setting is that a part of
the Main dialog is used for the partner display.
You edit the partner display and the selection of partners with the Partner
setup.
You edit the Partner or Database setup as well as the setting of parameters for
Automatic restore with special selection dialogs.
Destinations
One area of the Main dialog is used for the display of destination keys. You call
a certain call number simply with one destination key. For information about
editing destination keys please refer to Destinations.
What is 1st party call control?
1st party call control is characterized by a direct connection between telephone
terminal and computer at a workplace. For exchanging information the two
devices are usually connected with a cable.
Com4Tel B5 supports the current Tenovis T1 and T3 terminals. Other terminals
that can be controlled via the MS TAPI can be used in the framework of a
project.
What is 3rd party call control?
The so-called 3rd party call control offers a wider range of functions. The CTI
software does not only control one terminal but a whole PBX. Direct
Operating Instructions Com4Tel B5
Getting Familiar with Com4Tel B5 • 5
connections between computers and terminals are not necessary since all
information on the terminals is stored in the PBX. The PBX must feature a CTI
interface that is connected to a CTI server. The telephony software controlling
the PBX has two parts. The first part is the control software running on the CTI
server that communicates directly with the PBX. The second part is a telephony
program running on each PC that establishes a connection with the CTI
application.
With 3rd party call control some features of the supported terminals cannot be
used.
You use the CTI software conneCTIon with Com4Tel B5.
1st party - 3rd party
A PC with installed Com4Tel B5 can be run with several PBXs. You find an
overview under System requirements PBX.
For error-free operation of Com4Tel B5, which is for optimal use of all
telephony features, your PC must feature a TAPI 2.1 and a Telephony Service
Provider.
Depending on the selection, the service provider Tenovis T1Y32 or Tenovis
TSPI for connecting T1 and T3 terminals is installed when you install Com4Tel
B5.
The connection between terminal and a free COM interface of the PC is
established with a PC adapter. If you want to change the COM interface after the
installation, activate Drivers with Com4Tel properties under Hardware.
The terminal must be equipped with an AEI. The interface must be set to Yprotocol.
3rd party
6 • Getting Familiar with Com4Tel B5
Operating Instructions Com4Tel B5
Com4Tel B5 is installed on a CTI client. This PC is connected with a CTI server
via LAN. The CTI server is connected with the PBX via an ISDN CSTA
connection. There is a logical instead of a physical connection between CTI
client and terminal.
TAPI stands for Telephony Application Programming Interface. The TAPI is a
standardized protocol for linking telephony applications with Windows™.
Note
If you are using Com4Tel as 3rd party application make sure that you entered a
License server during the installation and that the necessary licenses are
available.
Windows functions and controls
Activating the system menu
The Main dialog provides all commands of the system menu. The partner
window provides some system menu commands.
Context menu
You can activate context-related menus. The commands of the context menu are
active or inactive depending on the momentary context.
Click an area with the right mouse button to open a context menu.
Clipboard functions
Com4Tel B5 offers the usual functions Cut, Copy and Paste.
Sorting function
You can sort the lists of Journal and phone book.
Windows
You can minimize, maximize, move and close the Com4Tel B5 windows as
usual.
Please note the following restrictions.
The Main dialog can only be enlarged horizontally. You can change the width of
connection windows. The areas for status display, partners and destinations can
be only enlarged or reduced horizontally.
Extra windows can be selected for the presentation of tool bars and partners.
Operating Instructions Com4Tel B5
Getting Familiar with Com4Tel B5 • 7
Tool bar
The icons of the tool bar allow fast access to important functions. If you do not
know the meaning of an icon position the mouse pointer on the icon. A tool tip is
displayed after a few seconds.
Click an icon to activate its function.
System requirements PC
A PC with standard components is the hardware basis. Com4Tel B5 was
developed as 32 Bit application for Windows operating systems.
To put the application to best use please check whether your PC meets the
necessary requirements.
PC requirements
Processor
At least Intel 100 MHz (Intel-compatible)
Memory
At least 32 MB RAM
Hard disk
At least 8 MB available
(additional memory for databases according to size)
Interface
Depending on the TAPI service provider
Video
At least VGA 640*480
Mouse
CD ROM drive
Sound card
Optional
If you want to use Com4Tel B5 in a 3rd party configuration, an employee of
Tenovis Comergo GmbH Service Center installs Com4Tel B5 with the CTI
server.
System requirements PBX
The PC Com4Tel B5 is installed on can be run with the following PBXs. The
features differ depending on the specific PBX functionality.
ICC
Via TH13.26 terminal AEI interface
Via TS13.26 terminal AEI interface
Via TAPI to CTI server
Integral 33/55
Via TH13.x1 terminal AEI interface
Via TM13.x1 terminal AEI interface
Via TS13.x1 terminal AEI interface
Via TAPI to CTI server
All features are available from Telephony software version E05.19 (D package)
on.
Integral 3
Via TH13.24 terminal AEI interface
Via TM13.24 terminal AEI interface
Via TS13.24 terminal AEI interface
Via TAPI to CTI server
8 • Getting Familiar with Com4Tel B5
Operating Instructions Com4Tel B5
Integral 5
Via TH13.24 terminal AEI interface
Via TM13.24 terminal AEI interface
Via TS13.24 terminal AEI interface
Via T3 Compact terminal CTI module
Via T3 Classic terminal CTI module
Via T3 Comfort terminal CTI module
Via TAPI to CTI server
Different features are available depending on terminal type and software release.
The icons of features that are not available with the current configuration are
disabled in the tool bar.
Configuration of DDE signaling
Per default, Com4Tel B5 provides the signaling of incoming and outgoing calls
only for MS Access. In special cases this signaling can be switched to other
applications. The parameters for the DDE communication have to be changed in
the Windows registry. With the DDEConfig application you can do this without
directly manipulating the Windows registry. All parameters to be set depend on
the application a DDE communication is established with.
You find the DDEConfig application on the CD-ROM in the Com4Tel/DDE
sub-folder.
Settings
Communication to
MS Access
Select the fixed communication configured for Com4Tel and the fields under
User defined Communication and Type are of no consequence.
User defined
Switch the signaling to any other application. The individual parameters of the
communication are set with the fields under User defined Communication and
Type.
Type
Operating Instructions Com4Tel B5
Getting Familiar with Com4Tel B5 • 9
DDE Poke
The call number is sent with the DDE poke to the DDE item defined under User
defined Communication in the Item field.
DDE Execute
The call number is sent with DDE execute as DDE command. The call number is
set between the fields Execute Prefix and Execute Suffix.
User defined Communication
Application
Name of the DDE server.
Topic
DDE topic.
Item
DDE item.
Execute Prefix
Part of the DDE command in front of the call number.
Execute Suffix
Part of the DDE command after the call number.
Number Filter
Raw Mode
Determines whether the call number is filtered with the internal call number
mapping of Com4Tel B5 before it is sent (Raw Mode off), or if it is sent as
signaled by the PBX (Raw Mode on). The setting is also valid for the
communication with MS Access.
Note
The settings for forms remain valid.
Activate forms for checking the settings.
Convenient search in the phone book
With the phone book you cannot only search for full names or call numbers, but
also e.g. for a keyword or part of a call number.
Action
1.
Select All from the system folder.
2.
Select the column you want to search (e.g. Call number).
3.
Enter the numbers you remember (e.g. 455). Start the input with an
asterisk (*).
Example:
Input: *455
4.
All subscribers with this combination of numbers in their primary
call number are displayed.
Features
An overview of the features of Com4Tel B5 when connected with the PBXs
I33/I55, I3/I5 or IPS via 1st or 3rd party call control is provided below.
Incoming connection
The following table shows the features for incoming connections.
PBX:
10 • Getting Familiar with Com4Tel B5
I33/I55
I3/I5
IPS
Operating Instructions Com4Tel B5
1st
3rd
1st
3rd
3rd
Answer call
yes
yes
yes
yes
yes
Reject call
yes
yes
yes
yes
yes
Call number identification
yes
yes
yes
yes
yes
Call number evaluation
yes
yes
yes
yes
yes
Internal/external identification
yes
yes
yes
yes
yes
Connection:
Feature
Outgoing connection
The following table shows the features for outgoing connections.
PBX:
Connection:
I33/I55
1
st
3
I3/I5
rd
IPS
1st
3
rd
3rd
Feature
Dialing en bloc
yes
yes
yes
yes
yes
Dialing indiv. numbers
yes
no
yes
no
no
DTMF postdial
yes
no
yes
no
no
Dialing from phone book
yes
yes
yes
yes
yes
Dialing from Journal
yes
yes
yes
yes
yes
Additional telephony features
The following table shows additional telephony features.
PBX:
I33/I55
I3/I5
1st
3
rd
Clear
yes
Consultation
IPS
1st
3
rd
3rd
yes
yes
yes
yes
yes
yes
yes
yes
yes
Hold-for pickup
yes
yes
yes
yes
yes
Call forwarding
yes
yes
yes
yes
yes
Brokerage
yes
yes
yes
yes
yes
Three-party conference
yes
yes
yes
yes
yes
Do-not-disturb
yes
no
no
no
-no
Second call off
yes
no
no
no
no
Call diversion
yes
yes
yes
yes
yes
Call forwarding on busy
yes
yes
yes
yes
yes
Delayed call transfer
no
yes
yes
yes
yes
Multi-company
yes
yes
yes
yes
yes
Provider selection
yes
yes
yes
yes
yes
Connection:
Feature
Operating Instructions Com4Tel B5
Getting Familiar with Com4Tel B5 • 11
Convenience features
The following table shows further convenience features.
PBX:
Connection:
I33/I55
I3/I5
rd
1
st
IPS
3
rd
3rd
1st
3
Destination dialing (infinite
number)
yes
yes
yes
yes
yes
Software lock
yes
no
no
no
no
Charges display
yes
no
yes
no
no
Loudspeaker monitoring
yes
no
yes
no
no
Handsfree
yes
no
yes
no
no
Call number display ext./int.
yes
no
no
no
no
Call number-related start of
application
yes
yes
yes
yes
yes
Call number-related replay of WAV
file
yes
yes
yes
yes
yes
Callback on busy
yes
yes
yes
yes
ha
Feature
Partners
The following table shows the features for partners.
PBX:
Connection:
I33/I55
1
st
3
I3/I5
rd
1
st
IPS
3
rd
3rd
Feature
Partner display
(number, X = infinite)
16
X
no
X
X
Extra partner display
yes
yes
yes
yes
yes
Partner display via LAN
Via conneCTIon
Partner pickup upon call
yes
yes
no
yes
yes
Call diversion for partners
no
yes
no
yes
yes
Automatic adding of partners
yes
yes
no
yes
yes
Phone book
The following table shows the features for the phone book.
PBX:
Connection:
I33/I55
1
st
3
I3/I5
rd
1
st
IPS
3
rd
3rd
Feature
Local phone book (number)
1
1
1
1
1
Global phone book (number)
1
1
1
1
1
yes
yes
yes
yes
yes
Search per phone book
12 • Getting Familiar with Com4Tel B5
Operating Instructions Com4Tel B5
Search filter
yes
yes
yes
yes
yes
Outlook address book
yes
yes
yes
yes
yes
Journal
The following table shows the features for the Journal.
PBX:
Connection:
I33/I55
1
st
3
I3/I5
rd
1
st
IPS
3
rd
3rd
Feature
Call list
yes
yes
yes
yes
yes
Download call list from terminal
yes
no
no
no
no
Conversation list
yes
yes
yes
yes
yes
Redial list
yes
yes
yes
yes
yes
To-do list
yes
yes
yes
yes
yes
Automatic processing of the To-do
list
yes
yes
yes
yes
yes
MS applications
The following table shows the features for MS applications.
PBX:
Connection:
I33/I55
1
st
3
I3/I5
rd
1
st
IPS
3
rd
3rd
Feature
MS Outlook
Dialing from Contacts
yes
yes
yes
yes
yes
MS Access
Open form upon call
yes
yes
yes
yes
yes
Dial selected entry
yes
yes
yes
yes
yes
MS Word
Dial after selecting
yes
yes
yes
yes
yes
MS Excel
Dial after selecting
yes
yes
yes
yes
yes
Dial support
yes
yes
yes
yes
yes
Interfaces
The following table shows the features for interfaces.
PBX:
Connection:
I33/I55
1
st
3
I3/I5
rd
1
st
IPS
3
rd
3rd
Feature
DDE
yes
yes
yes
yes
yes
ODBC
yes
yes
yes
yes
yes
Operating Instructions Com4Tel B5
Getting Familiar with Com4Tel B5 • 13
SQL (via ODBC)
yes
yes
yes
yes
yes
ACCESS
yes
yes
yes
yes
yes
MAPI
yes
yes
yes
yes
yes
TAPI
yes
yes
yes
yes
yes
Installation
The following table shows the features for the installation.
PBX:
Connection:
I33/I55
1
st
3
I3/I5
rd
1
st
IPS
rd
3rd
yes
yes
3
Feature
Client
yes
yes
Client/server
yes
joint database
Terminal server
yes
yes
yes
yes
yes
Multi-PBX (networking)
no
yes
no
yes
yes
Terminal configuration
The following table shows the features for the terminal configuration.
PBX:
Connection:
I33/I55
1
st
3
I3/I5
rd
1
st
IPS
3
rd
3rd
Feature
Terminal configuration T1
terminals
yes
no
no
no
no
Terminal configuration T3
terminals
no
no
no
no
no
Printing
Printer
The printers configured for your PC are offered. Select a printer. The
corresponding data is displayed.
Print area
All
Prints the whole selection.
Pages
Prints the range of pages you enter in the fields from and to.
After you confirm with OK the selected entries, or the whole list if selected, are
printed.
Copies
Enter the number of copies.
Note
14 • Getting Familiar with Com4Tel B5
You can set the paper format under Properties. Select
Landscape to ensure that all columns of a list can be printed.
Operating Instructions Com4Tel B5
Adding an entry in the selection dialog
To add individual entries:
1.
Select an entry and click
1.
Select an entry and drag&drop it.
or
.
or
To add all entries:
1.
Click
or
.
Update
An update becomes necessary if one or several call numbers of the external
database have changed. You do not have to run the Database setup again.
An update becomes necessary as well if the PBX configuration is changed, e.g.
change of the external line code.
Locking
You can protect your terminal from unauthorized access by locking it with a
secret PIN.
Setting the PIN
Before you lock your terminal you have to configure the PIN at the terminal.
You can change the PIN anytime when your terminal is unlocked.
Locking the terminal
1.
Activate the Lock function of Com4Tel B5.
2.
As soon as you lock your terminal this is signaled in the status
display.
Unlocking the terminal
1.
Activate the Lock function again and enter the PIN.
2.
If you enter numbers with the PC keyboard, the Dial Subscriber
dialog opens. You have to enter the PIN before you can initiate
dialing in the Dial dialog or the connection window after going offhook.
For further information about this topic please refer to the operating instructions
of your terminal.
Call charge factor
During a charge call the product of units and call charge factor is displayed in
the connection window. The Journal also features a Call charge tab showing
units and amount.
Automatic window display
Select events to activate Com4Tel B5 windows. Events that can be selected are
going off-hook, incoming call to your extension or a partner’s call. You select
partners with the lower selection window.
In the right window, add the partners you want as triggers.
Operating Instructions Com4Tel B5
Getting Familiar with Com4Tel B5 • 15
There is an additional menu to configure the focus control for automatically
opened windows. Use the Focus control button. Changes in this menu take effect
only after you restarted Com4Te.
Note
The action Open window automatically does not have any effect if this
Com4Tel B5 window is already open.
The action Close window in idle mode does not have any effect if this
Com4Tel B5 window was not opened automatically as well.
Telephone configuration
All functions that can be configured with this dialog can only be directly set with
T1 terminals. For further information please refer to the operating instructions of
your telephone.
Com4Tel B5 offers the possibility to upload telephony data to your PC and edit
the data comfortably on the PC screen. With OK the data is downloaded back to
your terminal.
If you receive an error message while you configure your terminal saying that
the present software of the telephone is not supported, please contact the Tenovis
GmbH Service Center.
Data transfer
The data is loaded from a T1 terminal to the PC. As soon as this process is
finished you can edit the terminal configuration conveniently with Com4Tel B5.
Help
Use this command to open the Online help. The Com4Tel B5 help offers
extensive information about the application. You can look up topic-specific
information and search for keywords.
At any point, F1 opens the context-sensitive help.
About
Use this command to display the copyright information and version number of
your Com4Tel B5. The name entered during the installation is also displayed.
System menu
Move
is
If you use this command a quad-arrow
displayed. You use this arrow to move the active
window with the cursor keys. Confirm the final position
with the
Change size
button.
is
If you use this command a quad-arrow
displayed. You use this arrow to change the size of the
active window with the cursor keys.
After the pointer has become a quad-arrow:
1. Press a cursor key to move the cursor to the border
you want to move.
2. Press a cursor key to move the border.
16 • Getting Familiar with Com4Tel B5
Operating Instructions Com4Tel B5
3. Confirm the dialog size with the
button.
or
Left mouse button
Drag the corners or borders of the dialog.
Close
Use this command to minimize the Com4Tel B5
application to a tray icon.
Direct command
ALT+F4
Phone book
This command of the system menu opens the phone
book.
Journal
This command of the system menu opens the Journal.
Properties
This command of the system menu opens the
Properties dialog.
Help
This command of the system menu opens the Help.
About
You get information about the version of the Com4Tel
B5 application installed on your PC.
Dial parameters TAPI 2.1
The following fields are relevant if you want to dial via the Service Provider
T1Y32 from other TAPI applications.
TAPI 2.1 for Windows™ 98
TAPI 2.1 for Windows™ NT
I am in this country
I am in:
Area Code
The area code is:
To access an outside line, 1st dial
To access an outside line, 1st dial
for local
for local
for long distance
for long distance
Canonic format
For signaling via the TAPI Microsoft favors the canonic call number format.
The evaluation of the location-specific settings of the TAPI is only effective with
this format.
The canonic format is structured as follows.
+ CountryCode Space [(AreaCode) Space] SubscriberNumber
Explanation of the individual parameters:
+
The plus sign signifies that the following number is in
canonic format.
CountryCode
Country code
e.g. 49 for Germany
Space
Space
AreaCode
Area code
e.g. 69 for Frankfurt
The area code must be put in brackets.
Operating Instructions Com4Tel B5
Getting Familiar with Com4Tel B5 • 17
SubscriberNumber
Example:
Subscriber’s call number
+ 49 (69) 47114712
Note
Please check your settings for the dial parameters TAPI
2.1. Incorrect settings may lead to wrong connections.
Configuring the interface
Click
and Settings
or
Telephony Drivers and double-click Tenovis t1y32 SPI.
Activate the COM interface your terminal is connected to.
Office integration
Dialing from an application
The integration of Com4Tel into the MS Office environment has many
advantages. It takes a standardized interface - the TAPI - to ensure this
integration. The TAPI provides functions that make it possible to make a call
directly from an application.
MS Word is supported.
The necessary macros are included in the Com4Tel B5 installation. Please refer
to Integrating macros for MS Word for how to integrate the macros in standard
applications.
As soon as you have integrated the macros in the standard applications you can
dial from MS Word.
Sending e-mails
Exchange: When you enter an e-mail address for a subscriber you can send email with Exchange directly from Com4Tel B5.
Action
1.
Enter an e-mail address and click
.
Starting an application upon a call
Autostart: You can enter an application name and transfer parameters in the
Subscriber dialog of the Assignment tab.
If the subscriber calls the corresponding application starts and opens the file.
Configuring an application upon a call
Access 7.0 or 8.0:
An add-in offers the possibility to use the extended functions of Access for
opening forms upon an incoming call and/or a conversation. For instance, a form
showing the master data of the incoming call number can be opened. During the
installation of Com4Tel B5 an add-in to address Com4Tel B5 from Access is
automatically added to Access. You have to configure the add-in with Access
(Extras - Add-Ins - Com4Tel Setup). For further information on using the add-in
please refer to Configuring the add-in.
18 • Getting Familiar with Com4Tel B5
Operating Instructions Com4Tel B5
Integrating macro for MS Word
The macros included with Com4Tel B5 are saved in templates in the Macros
subfolder of the Com4Tel program folder. To be able to dial with Com4Tel B5
from Word you have to copy the respective macro to the Normal document
template (Normal.dot).
Word 7.0
Proceed as follows.
1.
Copy the file Com4Tel.dot to the folder with your format
templates (default: C:\MSOffice\Templates).
2.
In Word, use File New to open a document with the Com4Tel.dot
template.
3.
Select Document template from the File menu.
4.
Click Paste and select C:\MSOffice\Templates\Com4Tel.dot and
confirm with OK.
The selected template is automatically added and selected in the
Document Template and Add-Ins box under Global documents and
add-Ins.
5.
Click Organizer to add the macro to the Normal.dot template.
6.
Select the Macros tab.
7.
Open the template Com4Tel.dot.
8.
Select the Com4Tel macro and copy it to the Normal.dot template.
9.
After you confirmed with Close the macro is offered for any new
document opened with the Normal.dot template.
Including the macro in the tool bar
1.
Open the Tool bars tab in the Tools menu under Customize.
2.
Select Com4Tel in the Macros category and under Macros.
3.
Drag the macro from the window to create a new tool bar with the
dial function.
4.
Assign a symbol to the function.
(The icon can also be integrated in an already configured tool bar.)
Word 8.0
Proceed as follows.
1.
Copy the file Com4Tel.dot to the folder with your format
templates (default: C:\MSOffice\Templates).
2.
Select Macro/Macros from the Tools menu.
3.
Select the document template Normal.dot from Macros in and
click Organize.
4.
Click Open File to open the Com4Tel.dot.
5.
Select the Com4Tel macro and copy it to the Normal.dot document
template.
6.
After you confirmed with Close the macro is offered for any new
document opened with the Normal.dot template.
Including the macro in the tool bar
Operating Instructions Com4Tel B5
1.
In the Tools menu under Customize create a new tool bar with the
New button.
2.
From the Commands tab, category Macros, select the macro
Normal.Com4Tel.Main.
Getting Familiar with Com4Tel B5 • 19
3.
Drag the macro from the window to the new tool bar.
4.
You can select a symbol with Modify Selection from the Modify
Icon menu.
(The icon can also be integrated in an already configured tool bar.)
Com4Tel has to be active in the background if you want to dial
from Word. To dial a number position the cursor in front of the
call number or select the call number and click the icon you
added to Word. The selected call number is dialed with
Com4Tel.
Note
Configuring the add-in
You have to configure the add-in in Access as follows:
Note
1.
Open a database in MS Access.
2.
Select Com4Tel Setup under Tools - Add-in.
3.
Edit the Form selection in the Com4Tel Setup.
Select the form to open in Com4Tel upon a call and/or
conversation. If your database does not contain a form you can
select the Form tab and create a form when opening a database.
4.
Edit the Field selection in the Com4Tel Setup.
Enter the name of the field containing the call numbers.
5.
Activate or disable automatic Find. If you disable the automatic
Find, no form is opened in Com4Tel. You then have to confirm
Find upon a call and/or conversation before the form is opened.
6.
Click Finish to finish the configuration of the add-in with Access.
Select the condition for opening a form in Com4Tel under
Forms.
If you do not select an option under Forms neither call not
conversation have an effect, i.e. no form is opened.
Prerequisite for using the add-in: Com4Tel, Access and the
respective database must be open.
AEI
AEI stands for Additional Equipment Interface.
AEI is an interface standardized according to ETSI. This interface describes
connectors, levels and protocols.
The AEI is used to connect devices (e.g. a PC) to the telephone.
TSP
TSP stands for Telephony Service Provider.
A Telephony Service Provider is a driver for communication devices or systems
responsible for the connection with the TAPI.
Drivers for connecting Tenovis T1 andT3 terminals are delivered with Com4Tel
B5.
The SPI (Service Provider Interface) is a defined interface and the basis of the
Telephony Service Provider.
20 • Getting Familiar with Com4Tel B5
Operating Instructions Com4Tel B5
Synchronizing the call list
If you connected Com4Tel B5 to your T1 terminal via 1st party and start
Com4Tel B5, the call list of the connected T1 terminal and the Com4Tel B5 call
list are synchronized.
This means that call list entries that were added to the call list of the terminal
since Com4Tel B5 was closed are added to the Com4Tel B5 call list.
If not all entries of the call list are transferred, the times set for terminal and PC
might not match.
If this is the case close Com4Tel B5 and match the times. Calls that are entered
in the terminal call list from then on are transferred during the next
synchronization.
Note
Due to technical reasons, an entry with any number of call
attempts in the terminal call list is always transferred to the
Com4Tel B5 call list with 1 as number of attempts.
The call lists of terminal and Com4Tel B5 are two independent
lists. This means that if you delete an entry from one list it is not
deleted from the other list.
Starting from the desktop
After the installation, Com4Tel B5 is entered in the Start menu. The application
can thus be started directly via the Start menu. Another possibility is to start
Com4Tel B5 from the desktop.
Action
1.
Create a shortcut for Com4Tel B5 on the desktop.
The application can only run without errors if you create a shortcut. If you create
a copy of the application on the desktop, errors may occur when you start
Com4Tel B5 since all necessary data or files might not be found.
Error in the partner display
After you have installed Com4Tel B5 for the first time the PBX transfers the
call numbers of partners to Com4Tel B5 and the partner keys are labeled with
these call numbers. If a global phone book is configured the names matching the
partner call numbers are searched and the partner keys labeled accordingly. This
labeling of partner keys is not updated. This means that if the names of your
partners change after the initial labeling, you have to change the key labels
yourself. This applies even if you configure a new database as global phone
book and new partner names are configured there for the original partner call
numbers.
Warning tones of the PC
Your PC signals acoustically that there is some kind of problem.
There may be different reasons for the three warning tones. The following table
lists possible causes and counter-measures.
Reason
Measure
The connection between
PC and terminal is
interrupted.
Check the connection between PC and terminal.
Operating Instructions Com4Tel B5
Getting Familiar with Com4Tel B5 • 21
The selected COM
interface is already taken.
Select another COM interface.
The wrong protocol is set
for the terminal.
The wrong protocol is set at the I3/I5. Set the Y
protocol at the PBX under code number 7 bit 2.
22 • Getting Familiar with Com4Tel B5
Operating Instructions Com4Tel B5
Structure of Com4Tel B5
Overview: List of components and highlights
This topic describes the structure of Com4Tel B5.
Components
The Com4Tel B5 application consists of the following components.
•
Com4Tel B5 Main dialog
•
Com4Tel B5 partners
•
Com4Tel B5 phone book
•
Com4Tel B5 Journal
•
Com4Tel B5 Properties
Highlights: Overview
After you have installed Com4Tel B5 you can comfortably use your PC for
making and administering phone calls.
Two components are particularly important: Phone book and Journal.
Your telephone-contacts are administered with the phone book. The
subscribers’ data is stored in different folders like Partners and Destinations.
Colors signal that a subscriber is part of a certain group. With the necessary
drivers you can configure certain databases, e.g. MS Access or databases to be
connected via ODBC, as global phone book.
You can access the data of your subscribers from many places within the
application. The collected data is also used during your calls. When a call comes
in or when you initiate a call, the configured data is searched. If the subscriber is
already part of your phone book the corresponding data is displayed. You can
then extend this data e.g. by entering a note.
The second important component is the Journal used to administer your calls.
Calls are sorted in lists according to different criteria. The call list showing all
calls you did not answer is one of these lists. A special feature of the Journal is
the To-do list. This list can be configured so that calls that did not reach you are
automatically entered. You can further extend the To-do list to include all calls
you have to make. Automatic processing of the listed calls can be started. If a
call was successful the entry is automatically deleted from the To-do list.
Comfortable telephoning includes a comfortable way of searching. Com4Tel
B5 offers search functions in the phone book and the Dial Subscriber dialog.
All telephony features like e.g. call diversion, pickup, initiating a recall etc. can
be easily operated with Com4Tel B5 in 1st party mode. You can transfer your
telephone configuration from the terminal to your PC. You edit the configuration
and load it back to the terminal. The configuration of destination keys, partner
display and partner functions are provided by Com4Tel B5.
Operating Instructions Com4Tel B5
Structure of Com4Tel B5 • 23
No matter where you are in the application, you can dial anytime, e.g. directly
from the Journal or phone book, from the subscriber’s tab or via the connection
window or a phone list. You can also initiate dialing from Office applications or
with the partner or destination keys.
If you are called Com4Tel B5 always shows the subscriber’s call number and if
possible his name. You can link further actions to a call, like e.g. playing a call
number-related or global WAVE file via your sound system, restoring the
application or starting an external application and file. You can also configure
Access to open upon a call.
This brief overview shows only a part of the possibilities Com4Tel B5 offers.
You find an overview of the controls and processes of the application under
Operating possibilities.
Component Com4Tel Main dialog
This topic describes the component Main dialog.
Status display
In principle, the status display represents the telephone display. Depending on
the state of the terminal the display shows different things. If the terminal is idle,
status messages like e.g. Second call off or Ringer off are displayed. As soon as
you go off-hook the display changes and shows the state of the connection.
The status display is a fixed part of the Main dialog. You can change the size of
the display.
Edit
While the terminal is idle you can directly edit the displayed features.
Action
e.g. Ringer off
Reaction
Ringer on, the status is no longer displayed.
You cannot edit features with the status display while dialing or during a
conversation. Information about the state of the connection is displayed.
If you have disabled the display of the connection window, you can open a
connection window for the current connection in the status display. Simply
double-click the display.
Com4Tel properties
The Properties dialog offers the PC or telecommunication features. You can
customize the settings.
New subscriber for the local phone book
With this function an already configured subscriber entry can be opened for
further editing or to dial the number. With the context menu command New
(phone book, dial dialog or destinations area) a new entry is being prepared.
Enter at least one name and one call number for the new subscriber.
Meaning of the tabs
Call numbers
You can enter up to three different call numbers.
The most important call number is the primary number. This primary number is
dialed if you double-click an entry. The other two call numbers are shown in the
24 • Structure of Com4Tel B5
Operating Instructions Com4Tel B5
phone book but can only be dialed from the Subscriber or Dial Subscriber
dialogs.
Internal/External/Code dialing: If you mark a call number as external, the
external line code is automatically added at the beginning when you save or dial
the number.
A call number can also be marked as internal. These numbers are saved without
external line code. You can also mark a call number as PBX-specific code
dialing number. However, not all PBXs provide this feature.
Prefix
Enter a prefix to be dialed with a call number e.g. for a certain provider. You can
enter up to three prefixes.
Same prefix for all call numbers: The same prefix is assigned to all three call
numbers.
Default prefix: If you click this box the default prefix entered in the connection
settings is applied.
Audio signal
You can assign a WAVE file to a subscriber. You can listen to the selected file.
Assignment
Group: Assign a color to the subscriber.
Autostart file: Enter the name of an application and transfer parameters. Please
use the following syntax:
Name of application in quotation marks, space, file name in quotation marks.
Depending on the configuration of the PC you might also have to enter the
application folder.
Example:
”C:\MSOffice\Word\Winword” ”C:\MSOffice\Word\Winword\Letter1.doc”
If this subscriber calls the defined application is started and the file opened.
It is possible to open Exchange when you enter an e-mail address.
Action
1.
Enter an e-mail address and click
.
Details
Quick tip: You can enter 255 characters, e.g. the department.
Notes: Enter notes concerning the subscriber. You can access these notes during
a connection.
You can edit or add to a note or, if you have not made a note yet, you can start
making a note during the call. These notes are saved with the subscriber.
Partner
The Partners tab is only displayed if the Subscribers dialog was activated in
the partner window of the Main dialog.
The settings to be made here refer to one partner. A partner can be displayed or
hidden with the Partner dialog. You can further define the partner as trigger for
automatic restore.
Depending on where you activated Subscribers you have to know the following.
Partner
The partner’s first call number is displayed and cannot be changed.
Operating Instructions Com4Tel B5
Structure of Com4Tel B5 • 25
Destinations
When you save a destination a new key is added showing name and first name of
the new subscriber in an abbreviated form. The new subscriber is automatically
added to the local phone book.
Phone book
When you save the settings the new subscriber is added to the local phone book.
Dial window
When you save the new subscriber the entry is added to the local phone book.
Acoustic signaling
You can assign WAVE files to internal or external calls. You can listen to the
selected file. Confirm your entry with OK.
Destinations
After the installation the area of the Main dialog for destination keys is empty.
Proceed as follows to create a destination key.
1.
Click a destination key or an empty area with the right mouse
button to create a new destination key. A context menu opens.
2.
Click New. The New subscriber for the local phone book dialog
opens.
3.
Enter the data for the new subscriber.
The new destination key is added to the destination window of the Main dialog.
The destination keys are arranged in alphabetical order or you can define an
order. The new subscriber is automatically saved in the local phone book
(system folder Destinations).
You have several possibilities to edit configured destination keys.
New
Adds a new destination key.
Delete
Deletes the selected destination key. The subscriber’s record
remains in the local phone book if you confirm the respective
question.
Font
Select a font for labeling the destination or partner keys.
Order
Customize the order of destinations.
Properties
The Subscriber dialog is opened.
Subscriber
With this function you open a configured subscriber’s entry for further editing or
for dialing. With the context menu command New (phone book, Dial dialog or
destination window) you prepare to add a new subscriber. Enter at least one
name and call number for the new subscriber.
Meaning of the tabs
Call numbers
You can enter three different call numbers.
The most important call number is the primary number. This primary number is
dialed if you double-click an entry. The other two call numbers are shown in the
26 • Structure of Com4Tel B5
Operating Instructions Com4Tel B5
phone book but can only be dialed from the Subscriber or Dial Subscriber
dialogs.
Internal/External/Code dialing: If you mark a call number as external, the
external line code is automatically added at the beginning when you save or dial
the number.
A call number can also be marked as internal. These numbers are saved without
external line code. You can also mark a call number as PBX-specific code
dialing number. However, not all PBXs provide this feature.
Prefix
Enter a prefix to be dialed with a call number e.g. for a certain provider. You can
enter up to three prefixes.
Same prefix for all call numbers: The same prefix is assigned to all three call
numbers.
Default prefix: If you click this box the default prefix entered in the connection
settings is applied.
Audio signal
You can assign a WAVE file to a subscriber. You can listen to the selected file.
Assignment
Group: Assign a color to the subscriber.
Autostart file: Enter the name of an application and transfer parameters. Please
use the following syntax:
Name of application in quotation marks, space, file name in quotation marks.
Depending on the configuration of the PC you might also have to enter the
application folder.
Example:
”C:\MSOffice\Word\Winword” ”C:\MSOffice\Word\Winword\Letter1.doc”
If this subscriber calls the defined application is started and the file opened.
It is possible to open Exchange when you enter an e-mail address.
Action
1.
Enter an e-mail address and click
.
Details
Quick tip: You can enter 255 characters, e.g. the department.
Notes: You can make notes concerning the subscriber or the reason for his call.
You can access these notes during a call.
You can edit or add to a note or, if you have not made a note yet, you can start
making a note during the call. These notes are saved with the subscriber.
Partner
The Partners tab is only displayed if the Subscribers dialog was activated in
the partner window of the Main dialog.
The settings to be made here refer to one partner. A partner can be displayed or
hidden with the Partner dialog. You can further define the partner as trigger for
automatic restore.
Depending on where you activated Subscribers you have to know the following.
Partner
The partner’s first call number is displayed and cannot be changed.
Operating Instructions Com4Tel B5
Structure of Com4Tel B5 • 27
Destinations
When you save the settings a new destination key is added showing name and
first name of the new subscriber in an abbreviated form. The new subscriber is
automatically added to the local phone book.
Phone book
When you save the settings the new subscriber is added to the local phone book.
Dial window
When you save the settings the new subscriber is added to the local phone book.
Order of the destinations
You can determine the order of the destinations
1.
Select an entry and move it with the arrow up and arrow down keys
until the entry is in the right position.
2.
With Finish the configuration is applied to the destination window
of the Main dialog.
Confirming the deletion of a subscriber
Confirm with the Yes button if you want to delete the destination key from the
Main dialog and also delete the corresponding phone book entry.
Use the No button to delete the destination key from the Main dialog but keep
the phone book entry.
Cancel the deletion with the Cancel button.
Connection window setup
After the installation, Com4Tel B5 is configured to open a so-called connection
window when a line is seized or a call comes in.
Connection window for incoming call and seize
Connection window for established call
You can disable the automatic display of connection windows. However, if you
want to have connection windows displayed you can choose between the display
of connection windows upon call and seize or upon an established call.
Even if the display of connection windows is disabled, the connection window
for the current connection can still be displayed in the status display.
You open a connection window by double-clicking the entry in the status
display.
Component partners
This topic describes the component partners.
General
After the installation of Com4Tel B5, the partners are displayed in the Main
dialog. The partner window is a combination of partner displays and keys for
partner functions. By simply clicking a button you can call a partner or pick up a
call for one of your partners.
The list of partner keys depends on your terminal and the PBX configuration. A
member of the Tenovis GmbH Service Center can configure the latter.
28 • Structure of Com4Tel B5
Operating Instructions Com4Tel B5
During the installation, the partners are automatically entered in the local phone
book (system folder Partners).
The PBX controls the contextual display on the partner keys, like e.g. incoming
call or busy.
The states of the partners’ telephones are displayed on the partner keys.
Edit
As an alternative to displaying
partners in the Main dialog,
you can create your own
window for partners or hide
the partner display.
Click
Telephony \ Partners \ Display
Select the partner display that best suits
your requirements.
Apart from the presentation of Click
partners you can determine in
Telephony \ Partners \ Selection
which order the partners are
displayed.
Run the partner setup and customize the
partner dialog.
You can activate restricted
partner signaling for yourself.
This means that your actions
are not visible for your
partners. (This feature must be
enabled for your extension).
Click
Telephony \ Partners \ Limited partner
signaling
You activate and deactivate the restricted
partner signaling in the same way.
Restricted partner signaling is displayed in
the status display.
Update your display of partner Click
keys after you restart your
Telephony \ Partner \ Request partner
terminal, e.g. after a power
failure or software update. The
installed groups of partners
are newly synchronized.
You have the following possibilities to edit configured partner keys.
Select
If you want to change the displays of partners, use the
Partner setup.
Font
Select a font for labeling the partner or destination keys.
Request partner
The installed groups of partners are newly synchronized.
View Partner
dialog
You can hide the partners or display them in an extra
dialog.
Properties
Opens the Subscriber dialog.
Note
You cannot close the partner window independent of
Com4Tel.
is not active for the Partner dialog.
You can define the call of one or several partners as
Operating Instructions Com4Tel B5
Structure of Com4Tel B5 • 29
trigger for the automatic restore of Com4Tel B5.
Subscriber
With this function you open a configured subscriber’s entry for further editing or
dialing. With the context menu command New (phone book, Dial dialog or
Destinations area) you prepare to add a new subscriber. Enter at least one name
and call number for the new subscriber.
Meaning of the tabs
Call numbers
You can enter three different call numbers.
The most important call number is the primary number. This primary number is
dialed if you double-click an entry. The other two call numbers are shown in the
phone book but can only be dialed from the Subscriber or Dial Subscriber
dialogs.
Internal/External/Code dialing: If you mark a call number as external, the
external line code is automatically added at the beginning when you save or dial
the number.
A call number can also be marked as internal. These numbers are saved without
external line code. You can also mark a call number as PBX-specific code
dialing number. However, not all PBXs provide this feature.
Prefix
Enter a prefix to be dialed with a call number e.g. for a certain provider. You can
enter up to three prefixes.
Same prefix for all call numbers: The same prefix is assigned to all three call
numbers.
Default prefix: If you click this box the default prefix entered in the connection
settings is applied.
Audio signal
You can a WAVE file to a subscriber. You can listen to the selected file.
Assignment
Group: Assign a color to the subscriber.
Autostart file: Enter the name of an application and transfer parameters. Please
use the following syntax:
Name of application in quotation marks, space, file name in quotation marks.
Depending on the configuration of the PC you might also have to enter the
application folder.
Example:
”C:\MSOffice\Word\Winword” ”C:\MSOffice\Word\Winword\Letter1.doc”
If this subscriber calls the defined application is started and the file opened.
It is possible to open Exchange when you enter an e-mail address.
Action
1.
Enter an e-mail address and click
.
Information
Quick tip: You can enter 255 characters, e.g. the department.
Notes: You can make notes concerning the subscriber or the reason for his call.
You can access these notes during a call.
30 • Structure of Com4Tel B5
Operating Instructions Com4Tel B5
You can edit or add to a note or, if you have not made a note yet, you can start
making a note during the call. These notes are saved with the subscriber.
Partner
The Partners tab is only displayed if the Subscribers dialog was activated in
the partner area of the Main dialog.
The settings to be made here refer to one partner. A partner can be displayed or
hidden with the Partner dialog. You can further define the partner as trigger for
automatic restore.
Consider the following pints for the Subscriber dialog.
Partner
The partner’s first call number is displayed and cannot be changed.
Destinations
When you save the settings a new destination key is added showing name and
first name of the new subscriber in an abbreviated form. The new subscriber is
automatically added to the local phone book.
Phone book
When you save the settings the new subscriber is added to the local phone book.
Dial window
When you save the settings the new subscriber is added to the local phone book.
Partners in extra window
The advantage of activating partners in an extra window as partner display is that
several partners can be displayed. You can further execute all partner functions
in the partner window while Com4Tel B5 is minimized.
State of partner
The partner keys signal the following states.
Signaling
State of partner
Partner is idle.
Partner is being called.
Partner is on the phone.
Partner is on the phone and a second call is coming in
(knocking).
Two parties call partner at the same time.
Active call diversion.
If the partner is called externally a globe is displayed in addition.
Partner signaling with 3rd party
If you use Com4Tel B5 as 3rd party application you can select partners for a
status display in the Main dialog.
Operating Instructions Com4Tel B5
Structure of Com4Tel B5 • 31
Proceed as follows to select these partners.
1.
Select Phone and Modem Options from the Start menu Settings – Control Panel.
2.
Click the Advanced tab.
3.
Double-click Tenovis TSPI for TAPI 2.x
4.
Add the extensions under Configuration Tenovis TSPI dialog.
Close the dialog.
5.
The added partners are displayed in the Main dialog.
Component Com4Tel phone book
This topic describes the component Com4Tel phone book.
Global phone book
Proceed as follows to configure an external database as global phone book for
Com4Tel B5.
1.
Run the database setup.
2.
Afterwards, map the call numbers and edit the individual fields
according to your PBX i.e. its configuration. You can activate the
call number mapping directly from the database setup.
It is necessary to update the call number mapping after one or several call
numbers of the external database were changed. You do not have to run the
database setup again.
If you change the configuration of the PBX, e.g. by changing the external line
code, you also have to run an update.
With Status of call number mapping you can check anytime whether a call
number mapping has already been run for your current global phone book.
If you enable Automatic call number mapping you are asked to run a call number
mapping again after the number of days set. If Automatic call number mapping
is active, a selection field is displayed in the dialog asking you whether you want
to run the mapping. You can disable this dialog. The option is enabled again if
you confirm the dialog for setting the call number mapping with ok.
Open database
Select and open the database you want to include in the global phone book. Run
the database setup to configure your global phone book. This is done in six steps.
Each setup dialog includes brief instructions.
You can enter an ODBC source. The ODBC drivers must be installed. The
database setup has two more dialogs for each ODBC source since you have to
select drivers and files.
Database setup
After you selected a database for the global phone book, you configure the
global phone book in six steps. This configuration includes the data items to be
presented in the global phone book. You edit the order of the data items and the
headers of the different columns with the setup.
Edit
1.
32 • Structure of Com4Tel B5
Select the table containing the data in the list and proceed with
Next.
Operating Instructions Com4Tel B5
2.
You now select the groups of columns that are to be displayed in
the global phone book. You edit the settings with special selection
dialogs.
We recommend selecting data items like name, first name, call
number, additional information and e-mail although you do not
have to select name and call number.
After you have selected the columns you determine their order and
headers.
3.
You now interpret the individual data items. The call numbers are
assigned in this step. It is distinguished between primary call
number and other call numbers.
The first double-click in the left selection dialog directly assigns
the primary call number.
The call number in the Primary call number column is used per
default when you initiate dialing. Additional call numbers like e.g.
business numbers, home numbers etc. can be entered and selected
when you initiate dialing.
Enter only phone numbers!
4.
In this step you assign the fields name, first name and additional
information. The additional information can be e.g. the name of a
department.
5.
Now assign the field e-mail address.
6.
In this step you finally assign the columns and their headers for the
global phone book.
Set the order of the column headers. We recommend that you start
with assigning the name field to the first column. To change the
order of the column headers select the first entry of a row and move
it with the arrow up and down keys.
You can also change the column headers directly.
Select an entry and select rename or double-click an entry.
Finish the setup with the call number mapping. The newly configured global
phone book is at your disposal.
Component Com4Tel Journal
This topic describes the component Com4Tel Journal.
Journal entry
The column Note is offered in all lists of the Journal. You find the Call time tab
in the To-do list.
Edit
If you want to add a note to a Journal entry save it under Note or Additional
information.
You can set a time when the subscriber is to be called for any entry of the To-do
list. Enter the data in the Call time tab. As soon as the time is reached the Call
Back Subscriber dialog opens. Initiate an action by clicking a button.
Independent of the active list you use to open a Journal entry you can print the
data of a Journal entry anytime.
You can also export Journal entries.
Export
Select the columns of the Journal you want to export from the left list. Sort the
columns by selecting an entry and changing its position with the arrow up and
Operating Instructions Com4Tel B5
Structure of Com4Tel B5 • 33
down keys. Click OK to export the selected Journal entries, separated by semicolons, to a file.
Journal monitoring
After the installation of Com4Tel B5, automatic Journal monitoring is enabled.
You are informed that the Journal contains more than 250 entries the next time
you start the application.
You can set a value for the number of entries.
The administration of a large number of Journal entries may affect the runtime
behavior of your PC. From time to time, delete entries you no longer need. The
entries can also be deleted automatically.
To-do list
Your To-do list is not automatically configured after the installation. You can
determine that calls you did not answer are automatically added to the To-do list.
If you enable automatic adding your To-do list matches the call list except for
the entries you added yourself. It is recommended that you edit your To-do list
from time to time since it just gets longer and longer if entries are added
automatically.
Call Back Subscriber
Assign a call time to an entry of the To-do list. As soon as the time is reached the
Call Back Subscriber dialog opens and you can choose one of the following
actions.
Call subscriber
The subscriber is called.
Delete from To-do
list
The entry is deleted from the To-do list.
Delete call time
The call time is deleted.
Cancel
The process is cancelled and repeated after a minute.
Component Com4Tel B5 Properties
The following topic describes the component Com4Tel Properties.
Structure of Com4Tel B5 Properties
You can select PC and telecommunication features with the Properties dialog
and determine their settings.
The Properties dialog is divided into the following four areas.
•
Telephony
•
Journal
•
PC
•
Hardware
Dialogs of the Telephony area
You configure the following settings in the Telephony area.
•
34 • Structure of Com4Tel B5
Connection and call numbers
Operating Instructions Com4Tel B5
•
Partners
•
Voice mail
•
Telephone configuration
•
Charges factor
•
Timed redial
•
Loading the T1 terminal phone book
Timed redial
Set the parameters for redial. Dialing can be repeated up to nine times at
intervals of 10 - 60 seconds. As soon as you call a busy subscriber the
connection window shows the respective icon to activate the redial. You can
cancel the active redial anytime.
Several redial attempts are summarized to one entry in the Journal.
Load phone book
You determine how the phone book of your terminal is to be included in
Com4Tel B5. You can have the destinations of your terminal applied as
Com4Tel B5 destinations.
Empty fields of a selected entry are automatically added in accordance with the
call number mapping configured for Com4Tel B5.
Confirm your settings with OK.
Own name
Enter your name and extension call number.
Confirm your setting with OK.
Connection settings
External line code
Enter the external line code for your PBX. If you change the external line code
you have to update the call number mapping.
Recognize external number if more than x digits
The number of digits you have to enter depends on the number of digits used for
internal call numbers (usually 4 digits).
This setting makes it possible to identify an external call number if it has more
digits than specified here.
Default prefix replacing the external line code when dialing.
The default prefix must be activated per subscriber.
Enter the default prefix e.g. for dialing a provider. You can apply the entered
default prefix when you edit subscribers with the local phone book.
Primary PBX line without Direct Inward Dialing
When you edit a database or when a call comes in or goes out in canonic format,
an internal call number can be created.
These parameters are necessary if Com4Tel B5 is to deal with canonic call
numbers correctly.
Example:
Operating Instructions Com4Tel B5
Structure of Com4Tel B5 • 35
+49 (69) 4711 8888
Primary main line:
Number of extension:
4711
8888
Routing
With this dialog you choose whether routing is to be active for dialing or for
identifying a call number. Click a check box.
Attention
The call number identification of routing numbers is only possible if the routing
number does not start with the external line code.
If routing is active the routing number according to the routing table replaces the
external line code with appended call number.
Example
Phone book entry:
External line code:
Routing entries
Call number:
Routing number:
Prefix routing
00711 8888-12345
0
0711 8888
3333
Dial:
3333-12345
Routing table
You enter call numbers and the mapped call numbers. You can edit and delete
entries or add new routing call numbers.
New routing call number
Enter the new number to be routed (at least four digits, no external line code) and
the corresponding routing number. The routing number might have to contain
the external line code.
Confirm your settings with OK.
Partner setup
You configure the partner window of the Main dialog with the Partner setup.
You can edit all partners displayed in the Main dialog. The setup has two steps.
Edit
1.
Select the partners that do not appear as partner keys. You edit the
settings with special selection dialogs. Click Next if you have
selected all partners to continue the partner setup.
2.
You now determine the order of the partner keys. Select an entry
and change its position with the arrow up and down keys. Click
Finish to apply the configuration to the partner keys.
Partner display
After the installation, the partners are integrated as part of the Main dialog. You
can change this setting. You can hide the partner display if you do not need it or
you can configure it to be presented an extra dialog. If you use an extra dialog
you have more room for destinations and you can use the partner functions
independent of the Main dialog.
You can choose from three options.
•
36 • Structure of Com4Tel B5
No partners
Operating Instructions Com4Tel B5
•
In Main dialog
•
Extra window
Select and confirm an option with OK.
If you select the Extra window option you can change the width of partner keys.
You can enter a value between 70 and 200 pixels for the width of partner keys.
You cannot change the height of the partner keys.
Limited partner signaling
If you double-click Limited partner signaling only selected partners are shown
in the display of your terminal. Please refer to the operating instructions of your
terminal.
Request partner
With the right mouse button, click an empty area of the partner display and
select Request partner. The partners are requested from the PBX or terminal.
Voice mail
If your PBX is connected to a voice mail you can use it with Com4Tel B5.
Edit
As soon as a connection is established an icon is displayed in the connection
window. You can activate the voice mail tool bar with the following icon.
This tool bar has four function keys. You can assign DTMF numbers to the keys
with the Key Assignment for Voice Mail dialog.
If you enter a call number in the Voice Mail Settings dialog this bar is
automatically displayed if a connection with the entered call number is
established.
Please heed the operating instructions of the voice mail.
Key assignment for voice mail
Assign DTMF numbers to the four buttons for operating the voice mail. Assign
e.g. the PIN of the voice mail to a key.
If you enter a call number under Voice Mail Settings the voice mail icon is
automatically displayed if a connection is established with the entered call
number.
Voice mail settings
Enter call number and PIN for the voice mail connected to your PBX.
If you enter call number and password you log in automatically. The voice mail
tool bar is displayed if a connection with the voice mail is established.
Tool bars
Tool bar for a 1st party connection
Operating Instructions Com4Tel B5
Structure of Com4Tel B5 • 37
Tool bar for a 3rd party connection
The installation of Com4Tel B5 provides you with three tool bars.
The icons allow fast access to important functions. If you do not know the
meaning of an icon, position the mouse pointer on the icon for a few seconds.
The quick tip for the respective icon is displayed.
If you closed one or several tool bars and Properties is no longer visible,
proceed as follows.
1.
Open Com4Tel B5 Properties/PC/Presentation.
2.
Click Tool bars. You can select, activate or disable tool bars.
Tool bars setup
After the installation of Com4Tel B5, the display of the tool bars is enabled.
You can disable tool bars you do not need for working with Com4Tel B5 with
the Tool bars menu.
Edit
1st party:
Default
Dial, Monitoring and Handsfree
Telephony properties
3rd party:
Default
Dial, Redial and Call diversion
You remove the check mark by clicking the check box. The tool bar is no longer
displayed. You activate a tool bar you want to use for operating Com4Tel B5 by
clicking the empty check box.
Open dialog automatically
Open dialog automatically upon
By clicking the respective check boxes you determine whether the connection
window, the Main dialog or the partner window are to open automatically upon
an incoming call, upon busy or during a conversation.
For the Main dialog or partner window you determine whether the dialogs are to
open when a partner is called. Click the check boxes under Partners.
Close when idle
For the Main dialog or partner window you determine whether the dialogs are to
close after the call. Click the respective check boxes.
Select partners for automatic opening
You can further select partners for automatic opening.
1.
Select a partner in the left field.
2.
Add the partner with the
or add all partners with the
38 • Structure of Com4Tel B5
key
key.
Operating Instructions Com4Tel B5
Forms
Select one or several of the following options.
Open form when a call comes in
Open form when dialing
Open form when a call is answered
When you select one of these options you can select three additional options.
Open form when a connection diverted
If you select this setting a form is opened when a call is transferred to you. No
form opens if a call is transferred to you due to call diversion to your extension.
Forward call number without filtering
The setting for transferring the call number filtered or unfiltered depends on the
format of call numbers in your customer database. If the number is filtered only
dialable characters are transferred. If the number is unfiltered it may contain
brackets and hyphens. If the customer database is the same database configured
as global phone book select the option without filtering.
Only open form for an external call number
The form is only opened if the call is external or an external subscriber is
selected or called.
For further information on using the add-in please refer to Configuring the addin.
Disable Open form for call, dialing and answered call if you do not use an
add-in.
Design
When you start Com4Tel B5 for the first time after the installation, connection
window and Main dialog are presented in a default setting. You can change the
design of the windows. Several alternative designs are offered. Try the designs
and activate the design you like best for the Main dialog and the connection
window.
You can also change the symbols used for incoming and outgoing calls in the
Journal.
The first seven designs for the Main dialog use 16 colors.
The other designs are based on a color palette of 256 colors. Select one of these
options if your video board is set to High or True color. Please note that if you
select a design using 256 colors discolorations may occur.
Dialog of the Hardware area
The Hardware area features the Connect via dialog.
Connect via
Select the connection you want to use for Com4Tel
You configure the Com4Tel B5 connection with this setting.
1.
Click
2.
Select a connection and confirm your selection with OK. The new
connection takes effect only after you restart Com4Tel B5.
. The pull-down menu opens.
Select the location you want to use for Com4Tel
Operating Instructions Com4Tel B5
Structure of Com4Tel B5 • 39
Your location is set as default. Proceed as follows to select another location.
1.
Open the pull-down menu by clicking the check box.
2.
Select a location and confirm your selection with OK. The new
connection takes effect only after you restart Com4Tel B5.
You want to change the settings of your terminal.
1.
Click the Settings button. Depending on the selected kind of
connection either the Configuration or the Configuration
TENOVIS TSPI dialog opens.
Configuration
The terminal selected with the Connect via dialog is entered with name and call
number. Configure the settings.
Interface
Select an interface for your terminal or change the interface.
Language
You can select a language for your terminal from the pull-down menu.
Features
Select whether “terminal with handsfree” or “handsfree upon dialing” or both are
enabled.
Configuration external line code
Select whether the external line code is suppressed for signaling or added for
dialing.
Configuration TENOVIS TSPI
Configuration
The internal extensions are listed. You can add or delete extensions.
Connection parameters
Enter the necessary connection parameters or select the network protocol from
the list.
TENOVIS PBX
Select the connected PBX.
Call number mapping
You can run a call number mapping.
What does call number mapping mean?
Call number mapping means that dialable or canonic call numbers
+49(089)123456 are converted to a uniform format (e.g. 0089123456).
Running the call number mapping
Proceed as follows to run the call number mapping.
1.
40 • Structure of Com4Tel B5
icon in the Main dialog or select Properties from
Click the
the context menu. A dialog opens.
Operating Instructions Com4Tel B5
2.
Click Global phone book in the PC folder.
3.
Double-click Update call number mapping and click Yes.
Call number mapping for external applications
With the connection settings you determined when a call number is recognized
as an external call number. This setting is shown in this dialog.
By clicking the check box you determine if the external line code is added to the
call number if it is longer than the entry.
Call number mapping for global phone book
Com4Tel B5 supports the connection of a database as global phone book. All
stored call numbers are used for dialing or for the caller identification of
incoming calls. It is possible that the call numbers of the database do not match
the format necessary for dialing or for identifying the number. Reasons may be
missing external line code or prefixes. With the call number mapping function
you can match the numbers. The call number mapping only affects the global
phone book.
The PBX transfers the number 7777 for an incoming internal call. The entry or
name for the internal caller cannot be found without call number mapping if the
entry is saved under 069-7505-7777 in the global phone book.
If you entered the right data and ran the call number mapping the name matching
call number 7777 is found in the global phone book and displayed.
For external or international calls the respective digits are added in front after the
call numbers were mapped.
Example:
A 0 is added in front of a local call with 751347.
The call number mapping is run once after an external database is integrated as
global phone book. Read about the meaning of the individual fields and enter the
digits according to your PBX or its configuration. The call number mapping
takes a few minutes.
Edit
The individual fields are explained with examples.
External line code
The external line code entered in the setup or under Configuration external line
code is shown.
Replace
This field allows the conversion of stored call numbers into another format for
dialing.
Example:
The extension with call number 069/7505/7777 uses Com4Tel B5. 7777 is the
number of the extension.
Replace 0697505 with 7777
Dialing the call number 069/7505-7777 of the global phone book initiates dialing
call number 7777, that is an internal call.
In the same way the prefix (here 0697505) is added in front if the global phone
book is searched for an internal call. The entry can thus be found although only
four digits were transferred to the PBX.
Add
Operating Instructions Com4Tel B5
Structure of Com4Tel B5 • 41
This routing adds the external line code defined in the first field automatically in
front. You must not activate Add if the external line code is already taken into
account in the call number field of the global phone book.
Example:
All call numbers of the global phone book are stored with the area code but
without external line code. All external call numbers start with the digit 0.
Add 0 with external line code
Dialing the number 089/6290-7777 of the global phone book results in dialing
the call number 0089/6290-7777.
Replace
This field makes it possible to route the character “+”, used in many databases
for international dialing, to a dialable call number.
Example:
Replace + with 000
Dialing the number +33023349 (for France) of the global phone book results in
dialing the call number 00033023349.
Add ext. line code to numbers with more digits than
This function makes it possible to put the external line code in front if the
number exceeds a certain number of digits.
Example:
Add ext. line code to numbers with more digits than 4
Your internal call numbers are four digits long and stored in the global phone
book. The external call numbers do not have an external line code. The external
line code 0 is now added to all call numbers longer than four digits.
Dialing the number 75050 of the global phone book results in dialing the call
number 075050 (local call).
Initiate the Automatic call number mapping function.
You can easily check the result of your inputs in the Dial dialog.
1.
Click the
icon.
Use the search field to find a certain entry in the global phone book. Select the
entry and then check the routed call number in the call number field. The call
number mapping must have run after you finished making your settings.
You can make calls as usual while the call number mapping is running but you
cannot close the application or access the Properties. The status display informs
you that the call numbers are being mapped. For further information doubleclick the note in the status display. The call number mapping does not affect the
local phone book, call numbers in the Journal or manually entered call numbers.
Status of the call number mapping
You can see whether a call number mapping was already run for your current
global phone book.
Automatic call number mapping
After you installed Com4Tel B5, the automatic call number mapping is enabled,
that is you are reminded to run the call number mapping again each fortnight.
This is necessary if you are using a central database that is maintained and thus
42 • Structure of Com4Tel B5
Operating Instructions Com4Tel B5
changed permanently as global database. You have to run the call number
mapping if Com4Tel B5 is to identify a subscriber after his record was changed.
Edit
The interval between automatic call number mappings or reminders can be set
between 1 and 100 days. Set an interval.
If Automatic call number mapping is active, a selection field is displayed in the
dialog asking you whether you want to run the mapping. You can disable this
dialog. The option is enabled again if you confirm the dialog for setting the call
number mapping with ok
Operating Instructions Com4Tel B5
Structure of Com4Tel B5 • 43
Operating Com4Tel B5
Overview: Operation
This topic introduces you to operating Com4Tel B5. You learn how to start the
application, answer calls, edit keys, use the phone book and other functions.
This topic does not list or explain all possible telephony functions. For further
information about special telephony functions like e.g. conference, please refer
to the operating instructions of your terminal. The operation is the same for
Com4Tel B5.
Starting Com4Tel B5
You have to start the application before you can use Com4Tel B5.
Prerequisites
The following prerequisites must be met if you want to use Com4Tel B5.
•
Com4Tel B5 must be installed and configured
•
The CTI conneCTIon server must be running
•
The PBX must be running
•
Your terminal must be operational
Starting
Proceed as follows to start the Com4Tel B5 application.
1.
Click the Start button in the task bar.
2.
Point to Programs.
3.
Point to Com4Tel.
4.
Click Com4Tel. The application is started.
Working with Com4Tel B5
We recommend that you at least display the Main dialog to work with Com4Tel
B5.
1.
Click the
2.
Click Main dialog. The Main dialog opens.
icon in the task bar with the right mouse button.
Terminal phone book
You can only use theses functions with a T1 terminal.
44 • Operating Com4Tel B5
Operating Instructions Com4Tel B5
This dialog opens if you switch from 3rd party to 1st party. You can add the
phone book data to the local database. Click the Load terminal phone book
button to do so.
If you do not want the Terminal Phone Book dialog to open after the next start
of Com4Tel B5, click the check box and confirm with OK.
What if Com4Tel B5 is not working?
You hear three "beeps" when you start Com4Tel
Check the configured COM port. Make sure that the AEI adapter is connected to
terminal and PC, no other program or dongle is using the COMpPort, Y protocol
is set for the AEI interface.
You get the message that no standard mail client exists when you start
Com4Tel
Microsoft Outlook was not fully installed. The responsible registry entry reads:
HKEY_Local_Machine/SOFTWARE/Windows/CurentVersion/Setup/OptionalC
omponents/MAPI/installed=1
Set this value to 0 if Microsoft Outlook is not you standard mail program.
You get the message that no server for assigning licenses was found when
you start Com4Tel
Check whether the License server has the necessary licenses.
Make sure that the License server and Com4Tel have matching dates and times.
If there is a difference of more than 24 hours licenses are denied.
If Com4Tel B5 is still not working consult your system administrator.
You can use your terminal as usual even if Com4Tel B5 is not running.
Making calls as usual
You can make calls with Com4Tel B5 like with any standard telephone. You
can use your terminal and Com4Tel B5 at the same time.
Calling
There are different ways to call a subscriber.
Calling if you know the call number
You know the subscriber’s call number.
1.
Click
. The Dial Subscriber dialog opens.
2.
Enter the call number in the right field.
3.
Press ENTER or click the
called.
button. The subscriber is
Calling a partner or destination
You want to call a partner or destination.
1.
Click the subscriber key in the partner or destination window. The
subscriber is called.
Calling if you do not know the call number
You want to call a subscriber but do not know the call number.
Operating Instructions Com4Tel B5
Operating Com4Tel B5 • 45
1.
Click
. The Dial Subscriber dialog opens.
2.
Enter the name in the Search string field. The global or local
phone book is opened and the name displayed.
3.
Select the entry and click the
entry.
button or double-click the
Answering a call
You are called.
1.
to answer the call.
Press ENTER or click
Pick-up
You can answer calls for other subscribers of your PBX with your terminal. To
pick up the call with your terminal you have to enter the call number of the
called subscriber in the Call number field. There are different ways to do this.
You have the following possibilities to enter the call number.
Manually
1.
Enter the digits with the PC keyboard.
Phone book
.
1.
Click
2.
Select the entry.
3.
Double-click the selected entry.
Dial Subscriber
.
1.
Click
2.
Select the entry
3.
Double-click the selected entry.
1.
Click
2.
Select the entry.
3.
Double-click the selected entry.
Journal
.
With OK you pick up the call to the other subscriber. The call is signaled at your
terminal and you can answer it.
Call forwarding
You can forward calls to other subscribers of your PBX. Use the respective icon
in the connection window when a call comes in. Enter the call number of the
subscriber you want to forward the call to in the Call number field of the Call
Forwarding dialog. There are different ways to do this.
You have the following possibilities to enter the call number.
Manually
1.
Enter the digits with the PC keyboard.
Phone book
46 • Operating Com4Tel B5
Operating Instructions Com4Tel B5
1.
Click
.
2.
Select the entry.
3.
Double-click the selected entry.
Dial Subscriber
.
1.
Click
2.
Select the entry
3.
Double-click the selected entry.
1.
Click
2.
Select the entry.
3.
Double-click the selected entry.
Journal
.
With OK the call is forwarded to the other subscriber.
Dial Subscriber
Enter a last name or call number in the Search string field and if necessary
switch the phone book you want to search.
If an e-mail address book is installed on your PC you can also search the e-mail
address book. Select e-mail address book and then activate Open e-mail
address book.
If there are several call numbers for a subscriber in the local or global phone
book, the different call numbers are offered according to their priorities.
The number of call numbers is limited to three for the local phone book. In the
global phone book the number of possible call numbers per subscriber is not
limited. If there are more than four call numbers for a subscriber you can access
further call numbers via the selection box in the lowest call number field.
Entered search strings are saved. You can have the last entries displayed and
directly select a search strings.
Searching
New subscriber
You can directly add a new subscriber to the phone book.
Properties
Click an entry with the right mouse button to display the properties for this entry.
You have the following possibilities to initiate dialing.
1.
Enter name or call number as search string.
2.
Click an entry. The configured call numbers are entered in the
respective call number fields.
3.
Click a call number to initiate dialing.
1.
Double-click an entry. The configured call numbers are entered in
the respective call number fields and the first number is dialed.
1.
Enter the call number directly in the call number field and click the
or
or
icon.
Operating Instructions Com4Tel B5
Operating Com4Tel B5 • 47
You can shorten the search time if you enter several letters or numbers and finish
the input with ENTER.
The title bars match the local or global phone book.
Journal
The tabs of the Journal have the following tasks.
Journal
All incoming and outgoing calls are listed.
Calls
Calls you did not answer are listed in this call list. As soon as a successful
connection to an entered number could be established, the entry is deleted
automatically from the call list.
When you start Com4Tel B5 this call list is synchronized with the call list of the
terminal, i.e. missing entries are added. For further information please refer to
Synchronizing the call list.
Call charge
All outgoing calls subject to call charges are listed.
Redial
All initiated calls are listed no matter if your call was successful or not.
Conversations
All conversations are listed no matter if you called or were called.
To-do
The To-do list is not edited automatically.
If you want to add unanswered calls to this list automatically select the
corresponding option under To-do list.
If you select to have unanswered calls added the To-do list it is identical with the
call list.
Add the call numbers of calls you need to make to the To-do list and you get a
list of all calls you still have to take care of. A time when you want to make the
call can be assigned to each entry of the To-do list. As soon as the time set is
reached you are reminded of the call with the Call Back Subscriber dialog. If a
call from the To-do list was successfully made the entry is automatically deleted.
A special Com4Tel B5 feature is the possibility to automatically process the Todo list. However, only entries without a defined call time are taken into account.
In/Out
After the installation incoming calls are marked with in and outgoing calls with
out. For successful calls the call direction is green for unsuccessful calls red.
You can select other symbols for incoming and outgoing calls under Design.
1.
Click
. The Journal opens. The tab used last is displayed.
2.
Click
. The Journal opens. The Redial tab is active.
3.
and select Journal from the list. The Journal is opened
Click
and the tab used last is displayed.
New call list entry
The Journal opens. The Calls tab is active.
48 • Operating Com4Tel B5
Operating Instructions Com4Tel B5
Automatic monitoring is enabled for the Journal after the installation. If the
Journal contains more than 250 entries you are told so the next time you start the
application. You can set the corresponding parameters under Journal monitoring.
Edit
Select an entry in the active list (column: Name), before you open the context
menu.
The commands of the context menu vary depending on the active list. All
possible commands of the context menu are listed below.
Command
Explanation
Dial
Select an entry and initiate dialing.
Process To-do
The entries of the To-do list without assigned call
times are dialed successively. You can cancel this
process any time.
Select all
Select this command if you want to initiate an action
that is to affect all entries of a list, e.g. print list.
Delete
You can delete entries of the different lists. If you
delete an entry in the Journal it is automatically
deleted in the other lists as well. You can make a
backup copy. The deleted Journal data, separated
with semi colons, is then saved to the file
C4TSAVE.TXT in the Com4Tel B5 folder.
Deleting data in a list except the Journal affects only
the respective list!
Add: to To-do/ to local
phone book/ as
destination
The entries of different lists can be added. A
subscriber can be added e.g. to the local phone book,
the To-do list or a destination key.
Print...
The selected entries of the active list are printed. If
you want to print the whole list you have to select all
entries of the list first. It is advisable to select
landscape as paper size to make sure all columns of a
list can be printed.
Single entries
Several calls by one subscriber are summarized or
shown individually. This command can be activated
in lists with a Number column.
In the Charge list the charges for every single call are
shown.
Summarized entries
Several calls by one subscriber are summarized or
shown individually. This command can be activated
in lists with a Number column
In the Charges list the charge for all calls with the
same subscriber are shown.
Call time
The Number tab is active.
Properties
You can make a note regarding an entry in every list.
You can only enter call times in the To-do list.
Export
You can export Journal entries. Edit the fields of the
Journal under Column Selection. Columns are
separated with semi colons. The exported table with
this format can be processed with other applications
e.g. Excel. The selected Journal entries are exported
to a text file (*.txt).
Operating Instructions Com4Tel B5
Operating Com4Tel B5 • 49
Phone book
A local phone book is created when you install Com4Tel B5. This phone book
contains the system folders Partners, Destinations and All.
You can neither rename nor delete system folders created during the installation
in the phone book dialog. You can create and edit additional folders.
After the installation the system folder Partners contains the partner data.
Subscribers saved to destination keys are automatically filed in the Destinations
system folder. The All system folder contains all entries of the phone book. You
can also integrate other databases, e.g. MS Access or databases to be connected
via ODBC, with Com4Tel B5. Please run a database setup. You configure a
database as global phone book with the setup. Please note the important
differences between local and global phone book.
Partners are only displayed if provided by the PBX (1st party) or the CTI server
(3rd party).
You can search for and edit subscribers in the phone book dialogs. You can also
initiate calling a selected subscriber.
To search for an entry select the column you want to search, e.g. Name under
Find. Then select the folder you want to search. Select the system folder All if
you want to search the whole phone book.
Enter a search term. As soon as you select a subscriber’s entry you can edit the
respective data or initiate a call. You are provided with a tool bar and the context
menu for editing. The table below lists all possible icons and actions.
Function
Icon
Action
Switches to the higher folder.
Higher folder
New
or
You create a new phone book
entry or folder.
Dial
Select an entry and initiate
dialing. All entries defined as
call numbers are offered.
Cut
Select and cut an entry.
Copy
Select and copy and entry to
the clipboard.
Paste
Paste an entry from the
clipboard.
Delete
Select and delete a folder or
phone book entry.
Properties
Select a phone book entry and
display the corresponding data.
Tool bars
Hide or display the tool bars.
If you enter a letter in the search field and a matching entry cannot be found in
the folder no entries are displayed. Delete the letter and the list is displayed.
Call diversion
Activating a call diversion
You can divert calls to other extensions. Select the tab.
Meanings of the tabs
50 • Operating Com4Tel B5
Operating Instructions Com4Tel B5
to:
Calls are always diverted to the entered call number.
When busy:
Calls are diverted if your terminal is busy and incoming calls can be directly
forwarded.
Enter a number the calls are to be forwarded to and confirm with Enable. There
are several ways to enter the call number.
You have the following possibilities to enter the call number.
Manually
1.
Enter the digits with the PC keyboard.
Phone book
1.
Click
2.
Select the entry.
3.
Double-click the selected entry.
.
Dial Subscriber
1.
Click
.
2.
Select the entry
3.
Double-click the selected entry.
1.
Click
2.
Select the entry.
3.
Double-click the selected entry.
Journal
.
With Enable you initiate the call diversion. The status display shows the
diversion destination.
Entered call numbers are saved. You can have the last entries displayed and
directly select a call number.
Canceling the call diversion
Click the
icon.
You cancel the call diversion with Disable.
Call to a subscriber with activated call diversion
If you call a subscriber with an activated call diversion the connection window
tells you so. You can decide whether you want to have your call transferred to
the diversion destination or not. (This feature must be enabled for your
extension!)
Activate the transfer with
.
Connection windows
Connection windows provide information about the state of the connection and
the connected party. They also offer further editing possibilities. Depending on
the sate of the connection, the tool bar offers different icons you can use to
process or end your call with a mouse click. The icons of the connection window
allow fast access to important functions. If you do not know the meaning of an
Operating Instructions Com4Tel B5
Operating Com4Tel B5 • 51
icon let the mouse pointer rest on the icon for a few seconds. The tool tip for the
icon opens.
After the installation, Com4Tel B5 is configured to open a connection window
when a line is seized or a call comes in.
For incoming calls first the local then the global phone book are searched for an
entry matching the call number. If an entry is found it is displayed. If no entry is
found the information of the terminal, if provided, is used.
You can move connection windows. Position them as you see fit. The windows
open at the same positions when you start Com4Tel B5 again.
You can enlarge a connection window horizontally. Position the mouse pointer
on the left or right border of the window and use the mouse button to enlarge the
window. You can now make e.g. long names fully visible.
To take notes during a call click the
icon.
These subscriber-specific notes are automatically saved at the end of the call. If
you take a note for a subscriber that is not yet part of the phone book the
subscriber is added to the local phone book and you can edit the note anytime
with the New subscriber for the local phone book dialog.
If Com4Tel B5 does not get any information about name or call number of your
connected party, you can still take a note. This note is then saved in the local
phone book under Notes
If you activated the dial bar in the connection window dialing is initiated as soon
as you enter a number. Disable the dial bar if you do not want to initiate dialing
right away but if you want to open the Dial Subscriber dialog first and search
for a number.
Clearing a connection
You can clear a connection anytime.
1.
Click
to clear a connection.
Editing the key field
You can edit the keys of the key field and the extended key field. You can
configure destinations or partners, position and delete keys.
What are destinations?
Destinations are call numbers (external) you often use and configure on
destination keys.
The call number is dialed automatically when you click the respective
destination key.
What are partners?
Partner keys signal the switching state of a certain subscriber.
Only a subscriber of your PBX can be a partner.
You can select any configured partner.
Click a key to call the partner.
52 • Operating Com4Tel B5
Operating Instructions Com4Tel B5
Properties of a key
You can edit the properties, i.e. name and call number, of a key. You can only
edit the name of partner keys.
Name
You can use alphanumeric characters for the name. Keep in mind that the key
space for the name is limited. It is possible that only part of the name is
displayed.
Call number
You can enter 25 digits maximum for the call number. You can also use special
characters (#,*).
Configuring a destination
You want to configure a destination.
1.
Click the destination window with the right mouse button. A
context menu opens.
2.
Select New. The New subscriber for the local phone book dialog
opens.
3.
Enter name and call number.
4.
Click OK to save your settings. The key shows the name.
Configuring a partner
You want to configure a partner.
1.
Click a partner key with the right mouse button. A context menu
opens.
2.
Click Select. Select a partner in the partner window.
3.
Click Finish to save your settings.
Editing the properties of a key
You want to change the properties of a key.
1.
Click the key with the right mouse button. A context menu opens.
2.
Select Properties. The Properties dialog opens.
3.
Edit the properties.
4.
Click OK to save your settings. The key shows the name.
Order of the destination keys
You want to change the order of the keys in the destination window.
Operating Instructions Com4Tel B5
1.
Click the key with the right mouse button. A context menu opens.
2.
Select Order.... The Order of Destinations dialog opens. The
dialog shows the current key field.
3.
You can change the order of the destinations with the arrow keys.
4.
Click Finish to save your settings.
Operating Com4Tel B5 • 53
Deleting a destination key
You want to delete a configured key.
1.
Click the key with the right mouse button. A context menu opens.
2.
Select Delete. The key is deleted.
Renaming a partner
You can rename a partner. You cannot edit the call number.
You want to rename a partner.
1.
Click the key with the right mouse button. A context menu opens.
2.
Select Properties. The Properties dialog opens.
3.
Edit name and first name.
4.
Click OK to save your settings.
Changing name and call number of a destination
You want to change name and call number of a destination.
1.
Click the key with the right mouse button. A context menu opens.
2.
Select Properties. The Properties dialog opens.
3.
Edit name, first name and call number.
4.
Click OK to save your settings.
Using the phone book
The phone book makes it possible to search and call a subscriber conveniently.
Properties and functions of the Phone book
dialog
The following table shows the properties and functions of the Phone book
dialog.
Function
Icon
Action
Higher folder
New
54 • Operating Com4Tel B5
Switches to the higher folder.
or
You create a new phone book
entry or folder.
Dial
Select an entry and initiate
dialing. All entries defined as
call numbers are offered.
Cut
Select and cut an entry.
Copy
Select and copy and entry to
the clipboard.
Paste
Paste an entry from the
clipboard.
Delete
Select and delete a folder or
phone book entry.
Operating Instructions Com4Tel B5
Properties
Select a phone book entry and
display the corresponding data.
tool bars
Hide or display the tool bars.
Which phone books can you use?
The following table shows the differences between the phone books.
Phone book
Name of column
Edit
Local phone
book
The names of columns
are fixed.
You can edit the local
phone book and add entries
of the global phone book.
Global phone
book
The names of columns
can be configured with
the setup.
For security reasons the
access to the global phone
book is read-only.
Which information does the phone list show?
The phone book information is presented in so-called phone lists. The columns
of the phone list for the local phone book are listed below.
•
Name
•
First name
•
Short info
•
Call number
•
Prefix
•
2nd call number
•
2nd prefix
•
3rd call number
•
3rd prefix
•
same prefix
•
E-mail address
•
Notes
•
AutoStartFile
The columns of the phone list for the global phone book are listed below.
•
Name
•
Telephone
•
Address
•
Location
•
Building
•
Room
If you enter a search string the phone list shows the matching records.
Operating Instructions Com4Tel B5
Operating Com4Tel B5 • 55
Searching for and calling a subscriber with the
global phone book
You can conveniently search the phone book for a subscriber. The input is not
case-sensitive.
You are e.g. looking for an employee at a certain location.
. The phone book opens.
1.
Click
2.
Click global phone book. The view changes.
3.
Select the search string Location in the in column selection field.
4.
Enter the location in the Search string field. Matching data records
are searched. If the database is large and the search string rather
unspecific the search might take a few seconds.
5.
Double-click the entry or open the context menu with the right
mouse button to call the subscriber.
Using an entry of the global phone book as
destination
You can use an entry of the global phone book as destination.
1.
Click the entry in the phone book with the right mouse button. A
context menu opens.
2.
Select Add as destination.
3.
A new key is assigned the destination.
Opening the help
The Com4Tel B5 application offers a Help function. You can search the help
texts for a certain topic.
Opening the Help contents
You want to read the contents of the Online help.
1.
Click ? in the tool bar. The Online help opens.
1.
Click the title bar with the right mouse button. A context menu
opens
2.
Select Help. The Online help opens.
or
At any point, F1 opens the context-sensitive help.
Searching for information
Use the help index or search the whole text if you are looking for a certain term
or information.
Displaying information about Com4Tel B5
You can have information about Com4Tel B5 displayed.
56 • Operating Com4Tel B5
Operating Instructions Com4Tel B5
Which information can you get?
The About Com4Tel B5 shows copyright information and the name you entered
during the installation.
Displaying the information
You need information about the Com4Tel B5 application. The Main dialog must
be open.
Operating Instructions Com4Tel B5
1.
Click the tool bar with the right mouse button. A context menu
opens.
2.
Click About Com4Tel. The information is displayed.
3.
Click
to close the dialog.
Operating Com4Tel B5 • 57
Glossary
AEI
AEI stands for Additional Equipment Interface. The interface is standardized
according to ETSI and describes connectors, levels and protocols. The AEI is
used to connect devices (e.g. a PC) to telephone terminals.
conneCTIon
conneCTIon stands for an interface connection between telephony and data
world. CTI stands for Computer Telephony Integration.
ODBC
ODBC stands for Open Database Connectivity. ODBC is an interface for
accessing the data of relational and non-relational database systems.
PBX
PBX stands for Private Branch Exchange. Com4Tel B5 can be operated with the
Tenovis systems I3/I5, I33/I55 and IPS. PBXs of other manufacturers may be
integrated in the framework of a project.
PC
PC stands for Personal Computer.
TAPI
TAPI stands for Telephony Application Programming Interface. The TAPI is a
standardized protocol. It is used for linking telephony applications running
under WindowsTM with telecommunications devices.
TSP
TSP stands for Telephony Service Provider. A TSP is a driver used to match
communication devices or systems used with the TAPI.
Index
Operating Instructions Com4Tel B5
Glossary • 59
1st party 6
3rd party 6, 31
About 16
Add-in 20
Answer 46
Automatic call number mapping 42
Basic knowledge 4
Call charge factor 15
Call diversion 50
Call forwarding 46
Call list 21
Call number 45, 53, 54
call number mapping 41
Call number mapping 40
Calling 45
Canonic format 17
Clear 52
Components 23
Connection settings 35
Connection window 51
Delete 54
Design 39
Destination 53
Destination key 53
Destinations 26, 52
Edition 1
Forms 39
Help 16, 56
Information 1
Journal 33, 48
Journal monitoring 34
Key field 53
Main dialog 24
MS Word 19
60 • Index
Operating possibilities 5
Paper 2
Partner 28, 45, 52, 53
partner display 21
Partner display 36
Partners 45
PC 2
phone book 32, 50
Phone book 10, 44, 54, 55, 56
Phone list 55
Pick-up 46
PIN 15
Prerequisites for printing 2
Printed operating instructions 2
Printing 2, 14
Properties 34, 53
Redial 48
Rename 54
Routing 36
Selection dialog 15
Starting 44
State of partner 31
Status display 24
Structure 1
Subscriber 45, 52, 54, 56
System requirements PBX 8
System requirements PC 8
TAPI 2.1 17
Timed redial 35
To-do list 34
tool bar 8
Tool bars 37
Update 15
Voice mail 37
Operating Instructions Com4Tel B5
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