User manual | myPortal Smart - Datasharp Integrated Communications

myPortal Smart, User Guide
P31003P3010U100017619
10/2013
Siemens Enterprise Communications GmbH & Co. KG.
2013
Documentation
myPortal Smart
User Guide
A31003-P3010-U100-22-7619
Siemens Enterprise Communications
www.siemens-enterprise.com
Our Quality and Environmental Management
Systems are implemented according to the
requirements of the ISO9001 and ISO14001
standards and are certified by an external certification
company.



Copyright © Siemens Enterprise
Communications GmbH & Co. KG 10/2013
Hofmannstr. 51, D-80200 München
Siemens Enterprise Communications GmbH & Co. KG 
is a Trademark Licensee of Siemens AG
Reference No.: A31003-P3010-U100-22-7619
The information provided in this document contains
merely general descriptions or characteristics of
performance which in case of actual use do not always
apply as described or which may change as a result of
further development of the products. An obligation to
provide the respective characteristics shall only exist if
expressly agreed in the terms of contract. Availability
and technical specifications are subject to change
without notice.
Siemens Enterprise Communications
www.siemens-enterprise.com
OpenScape, OpenStage and HiPath are registered
trademarks of Siemens Enterprise
Communications GmbH & Co. KG. 
All other company, brand, product and service names
are trademarks or registered trademarks of their
respective holders.
Contents
1 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
1.1 myPortal Smart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
1.2 Types of Topics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
1.3 Display Conventions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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2 Installation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
2.1 How to Install myPortal Smart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
2.2 How to Install Speed Dialing (Windows) using a Hotkey (Desktop Integration). . . . . . . . . . . . . . . . . . . . . . .
2.3 How to Uninstall myPortal Smart (Windows) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
2.4 How to Uninstall myPortal Smart (Mac OS) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
2.5 How to Uninstall Speed Dialing using a Hotkey (Windows) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
2.6 Automatic Updates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
2.6.1 How to Perform Automatic Updates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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3 First Steps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
3.1 User Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
3.2 How to Start myPortal Smart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
3.3 How to Select the User Interface Language . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
3.4 How to Switch to the Normal View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
3.5 How to Switch to the Compact View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
3.6 How to Switch to the Minimized View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
3.7 How to Start myPortal Smart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
3.8 How to Exit myPortal Smart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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4 Unified Communications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
4.1 Presence Status. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
4.1.1 How to Change the Presence Status to Absent . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
4.1.2 How to Change the Presence Status to Office . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
4.1.3 How to Change the Visibility of your Presence Status for Others. . . . . . . . . . . . . . . . . . . . . . . . . . . . .
4.1.4 Status-based call forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
4.1.4.1 How to Enable or Disable Status-based Call Forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
4.2 Directories and Journal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
4.2.1 Directories. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
4.2.1.1 How to Search in Directories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
4.2.1.2 How to Perform a Quick Search by Name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
4.2.2 Favorites List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
4.2.2.1 How to Add a Contact to the Favorites List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
4.2.2.2 How to Delete a Contact from the Favorites List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
4.2.2.3 How to Delete a Group from the Favorites List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
4.2.3 Journal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
4.2.3.1 How to Display Details of a Journal Entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
4.2.3.2 How to Add a Note to a Journal Entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
4.2.3.3 How to Delete a Journal entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
4.2.3.4 How to Delete Journal Entries in a Specific Time Period . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
4.2.3.5 How to Delete all Journal Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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Contents
4.3 Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
4.3.1 Call Number Formats. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
4.3.2 Call Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
4.3.2.1 How to Dial a Number Manually . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
4.3.2.2 How to Dial a Number using a Hotkey . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
4.3.2.3 How to Redial . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
4.3.2.4 How to Make a Call from a Directory Search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
4.3.2.5 How to Make a Call from the Favorites List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
4.3.2.6 How to Make a Call from the Journal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
4.3.2.7 How to Initiate a Consultation Hold . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
4.3.2.8 How to Alternate between two Parties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
4.3.2.9 How to Transfer a Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
4.3.2.10 How to Initiate a Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
4.3.2.11 How to Redirect a Call to your Voicemail Box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
4.3.2.12 How to End a Call. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
4.4 Voice Messages (UC Smart). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
4.4.1 How to Change the Preassigned Code Number for the Voicemail Box. . . . . . . . . . . . . . . . . . . . . . . . . 33
4.4.2 How to Listen to a Voice Message on the Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
4.4.3 How to Call back the Sender of a Voice Message. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
4.4.4 How to Move a Voice Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
4.4.5 How to Delete a Voicemail. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
4.4.6 How to Display Details of a Voicemail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
4.4.7 Notification Service for New Messages (UC Smart) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
4.4.7.1 How to Enable or Disable E-mail Notifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
4.5 Instant Messaging (UC Smart) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
4.5.1 How to Send an Instant Message from the Favorites List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
4.5.2 How to Send an Instant Message from a Directory Search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
5 Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
5.1 Personal Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
5.1.1 How to Specify your E-Mail Address . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
5.1.2 How to Define an Additional Phone Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
5.1.3 How to Provide your own Picture. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
5.1.4 How to Delete your own Picture. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
5.2 Speed Dialing Settings (Desktop Integration) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
5.2.1 How to Define a Hotkey for Speed Dialing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
5.2.2 How to Activate or Deactivate Speed Dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
5.2.3 How to Activate or Deactivate the Hotkey for Other Applications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
5.2.4 How to Configure the Delay Time for Passing the Hotkey. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
5.3 General Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
5.3.1 How to Configure the Visibility of myPortal Smart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
5.3.2 How to Enable or Disable the Automatic Startup of myPortal Smart . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
5.3.3 How to Select the User Interface Language . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
5.3.4 How to Select the Date Format . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
5.3.5 How to Change the Server Address . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
5.4 UC Smart Assistant . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
5.4.1 How to Start UC Smart Assistant. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
5.4.2 How to Change the Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
5.4.3 How to Import Outlook Contacts into the Personal Contacts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
5.4.4 How to Delete the Imported Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
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myPortal Smart, User Guide
Introduction
myPortal Smart
1 Introduction
This documentation is intended for the users of myPortal Smart and describes its
installation, operation and configuration.
Related Topics
1.1 myPortal Smart
myPortal Smart is an Adobe AIR-based PC application for unified
communications with the UC Smart package. Besides convenient dialing aids via
phone directories and favorites and information on the presence status of
subscribers, you can, for example, also access your voicemails.
myPortal Smart provides the following features:
•
Presence status
•
Status-based call forwarding
•
Directories / Search
•
Favorites List
•
Journal
•
Call Functions
•
Voicemail
•
Instant messages
Related Topics
1.2 Types of Topics
The types of topics include concepts and tasks:
Type of topic
Description
Concept
Explains the "What" and provides an
overview of context and background
information for specific features, etc.
Task (operating instructions)
Describes task-oriented application cases
(i.e., the "How") step-by-step and assumes
familiarity with the associated concepts.
Tasks can be identified by the title How to
....
Related Topics
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Introduction
Display Conventions
1.3 Display Conventions
This documentation uses a variety of methods to present different types of
information.
Type of information
Presentation
Example
User Interface Elements
Bold
Click OK.
Menu sequence
>
File > Exit
Special emphasis
Bold
Do not delete Name.
Cross-reference text
Italics
You will find more
information in the
topicNetwork.
Output
Monospace font, e.g.,
Courier
Command not found.
Input
Monospace font, e.g.,
Courier
Enter LOCAL as the file
name.
Key combination
Monospace font, e.g.,
Courier
<Ctrl>+<Alt>+<Esc>
Related Topics
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myPortal Smart, User Guide
Installation
How to Install myPortal Smart
2 Installation
myPortal Smart can be installed under Windows or the Mac OS and supports
automatic updates.
In addition, for Windows operating systems, the "OpenScape Business Desktop
Integration" software can be installed. This enables a phone number selected in
a different application to be automatically transferred to myPortal Smart by using
a hotkey.
Related Topics
2.1 How to Install myPortal Smart
Prerequisites
•
The administrator of your communication system has made the installation file
available to you.
•
The latest version of Adobe AIR is installed.
•
You have local administrator rights.
Step by Step
1) Run the installation file SmartClient.air.
2) Click Install.
3) Click Next.
Next steps
Start myPortal Smart.
Related Topics
2.2 How to Install Speed Dialing (Windows) using a Hotkey (Desktop
Integration)
Prerequisites
•
The administrator of your communication system has made the Desktop
Integration installation file available to you.
•
myPortal Smart is installed.
•
You have local administrator rights.
Step by Step
1) Run the Desktop Integration installation file
DesktopIntegration_Setup.exe.
2) Follow the instructions of the Installation program.
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Installation
How to Uninstall myPortal Smart (Windows)
3) After a successful installation, Desktop Integration is added to the Startup
menu and appears as a handset icon on the task bar.
Next steps
Start myPortal Smart (if not already started) and define a hotkey for the speed dial
under Settings > Appearance.
Related Topics
2.3 How to Uninstall myPortal Smart (Windows)
Step by Step
1) Close myPortal Smart.
2) Click in the Control Panel on Programs and Features.
3) Click on Uninstall in the context menu of myPortal Smart.
Related Topics
2.4 How to Uninstall myPortal Smart (Mac OS)
Step by Step
1) Close myPortal Smart.
2) Click in Finder on Programs.
3) Drag myPortal Smart to the Recycle Bin.
Related Topics
2.5 How to Uninstall Speed Dialing using a Hotkey (Windows)
Step by Step
1) Close myPortal Smart.
2) Click in the Control Panel on Programs and Features.
3) Click in the context menu of the Desktop Integration entry on Uninstall.
Related Topics
2.6 Automatic Updates
Automatic updates ensure that the UC clients are always kept up-to-date with the
latest version.
When a Client determines that there is a newer version than the one currently
running, it is either updated automatically or the user is notified about the option
to perform the update. If necessary, a message is displayed indicating that the
user must exit the application or multiple applications in order to perform the
automatic update.
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myPortal Smart, User Guide
Installation
Automatic Updates
INFO: We recommend that you always perform the automatic
updates offered for our clients. This also applies to software that
is required for certain clients.
Related Topics
2.6.1 How to Perform Automatic Updates
Prerequisites
•
On starting myPortal Smart, you received a message such as: An updated
version of the application can be downloaded from the
Internet.
•
You have local administrator rights.
Step by Step
1) Click on Download Now.
2) Select one of the following options:
•
If you want to perform the update immediately, click on Install now.
•
If you want to perform the update later, click on After the restart. The
update will be performed at the next start of myPortal Smart.
INFO: The execution of an automatic update leads to a restart of
myPortal Smart.
Related Topics
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First Steps
User Interface
3 First Steps
The First Steps describe the user interface and the recommended actions to be
taken right at the beginning.
Related Topics
3.1 User Interface
The user interface offers different views. Your own presence status, as well as
information about missed calls and new voice messages are visible in every view.
A
3
1
2
5
B
4
6-12
3
1
2
5
4
6-12
13
C
14
15
16
A
Normal view
B
Compact view - same as Normal view, but without the workspace
is automatically activated on starting myPortal Smart or ending a call in the Normal
view
C
Minimized view - requires only minimal space
1
Title bar - with the following items:
• Your presence status (text)
• Info text for your presence status, if any
• Close button
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User Interface
2
Symbol for your presence status - provides access to:
• Your presence status (my presence)
• Your picture (my image)
• Your profile information (my profile), which appears in the internal directory
3
Please dial field - with the following functions:
• Input field for phone number to be dialed
• Input field for name to be searched
• Drop-down list for redialing (up to 10 last used phone numbers).
4
Dial button
5
Minimize button
6
Main menu: Tab for Favorites list
7
Main menu: Directories / Search tab
8
Main menu: Journal tab
Displays the number of new items, if present, in a red symbol.
9
Main menu: Voicemail tab (only active if a voicemail box is assigned to the call
number)
Displays the number of new items, if present, in a red symbol.
10
Main menu: Instant messages tab
Displays the number of new items, if present, in a red symbol.
11
Main menu: Calls tab
12
Main menu: Settings tab
13
Workspace
The available information and actions depend on the selected tab. Clicking on a list
item in the Favorites list, Directories, Journal or Voicemail opens it in the Details
view. The Detail view enables further actions using buttons.
14
Symbol for missed calls or new voicemails
15
Symbol for your presence status
16
Symbol for Favorites list
Enables quick calls from Favorites
No connection to the system
If myPortal Smart has no connection to the system, the following symbol appears
in the area of the symbol for your presence status:
Screen Pops
For calls, the appropriate call information and buttons are displayed in screen
pops or in the workspace of the Calls tab in the Normal view, if that view is
currently active. The contents of screen pops can be shifted by clicking on the
arrow icon in the workspace of the Calls tab in the Normal view.
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First Steps
How to Start myPortal Smart
Tooltips
Tooltips are tiny windows in which myPortal Smart displays more information on
objects of the graphical user interface such as icons, input fields or buttons, for
example.
... at the end of a label indicates incomplete text for lack of space. The appropriate
tool tip appears when you let the mouse pointer hover over that element for a brief
period of time.
Related Topics
3.2 How to Start myPortal Smart
Prerequisites
•
myPortal Smart is installed to your PC.
•
You have received the User name (phone number), Password (initial
password), IP address of your server, Port Number and Protocol to
server from your administrator.
Step by Step
1) Select one of the following options:
•
Windows:
Click on Start > Program Files > Communication Clients >
myPortal Smart.
•
Mac OS:
Click on Programs > myPortal Smart.
2) When you start myPortal Smart for the first time, click on OK.
3) Click Settings.
4) Click the UC Server tab.
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First Steps
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5) Click on the link Click here to open the UC Smart Assistant. UC Smart
Assistant opens in the web browser.
6) Enter your internal station number (e.g., 110) in the Name field to log in for the
first time.
7) Enter the initial password for myPortal Smart that you received from your
administrator in the Password field.
8) Click Login.
9) Enter your new password in accordance with the security policies in the
Password and Repeat password: fields.
10) Click Apply. This opens the UC Smart Assistant.
11) Click on User Settings in the UC Smart Assistant.
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First Steps
How to Start myPortal Smart
12) Use the Language drop-down list to select in which language the user
interface of myPortal Smart is to be displayed.
13) Click Apply.
14) Log out from the UC Smart Assistant and close it.
15) Enter your internal phone number in the User Name field of the
myPortal Smart login window.
16) Enter your new password in the Password field.
NOTICE: If the wrong password is entered five times, your
access will be locked for 15 minutes.
17) Enter the IP address (e.g., 192.168.1.2) or the name of the UC server in
the IP address of your server field.
INFO: Adobe AIR takes over the network proxy settings of the
operating system. If the UC Server cannot be reached, please
check the proxy settings.
18) Select one of the following options from the Protocol to server drop-down
list:
14
•
For an encrypted connection to the system (recommended for security
reasons), select https (Port 8802 by default). To avoid certificate
warnings when starting myPortal Smart, install the SSL certificate of the
system on your PC, while ensuring that the certificate is always trusted.
In Windows, this requires the selection of an appropriate certificate store.
If required, contact your administrator about this.
•
For an unencrypted connection to the system (not recommended), select
http (Port 8801 by default).
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How to Select the User Interface Language
19) If your administrator has given you a different port number, specify that port
number in the IP port of the server field.
20) If you are a basic MULAP user, enter the number of the phone that your
administrator gave you under Assigned extension.
21) Click OK.
Related Topics
3.3 How to Select the User Interface Language
Step by Step
1) Click Settings.
2) Click on the Appearance tab.
3) Select the desired language in the Language drop-down list.
4) Click OK.
myPortal Smart restarts automatically.
Related Topics
3.4 How to Switch to the Normal View
Step by Step
›
Select one of the following options:
•
If you are in the Minimized view:
Double-click on the icon for your presence status.
•
If you are in the Compact view:
Click on the icon for your presence or on a tab in the main menu.
Related Topics
3.5 How to Switch to the Compact View
Step by Step
›
Select one of the following options:
•
If you are in the Minimized view:
Click on the icon for your presence status.
•
If you are in the Normal view:
Click on the Minimize button.
Related Topics
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First Steps
How to Switch to the Minimized View
3.6 How to Switch to the Minimized View
Step by Step
›
Select one of the following options:
•
If you are in the Normal view:
Double-click on the Minimize button.
•
If you are in the Compact view:
Click on the Minimize button.
Related Topics
3.7 How to Start myPortal Smart
Prerequisites
•
You have changed the password in UC Smart Assistant.
›
Select one of the following options:
Step by Step
•
Windows:
Click on Start > Program Files > Communication Clients >
myPortal Smart.
•
Mac OS:
Click on Programs > myPortal Smart.
Related Topics
Related Topics
• UC Smart Assistant
•
How to Start UC Smart Assistant
•
How to Change the Password
3.8 How to Exit myPortal Smart
Prerequisites
•
You are in the Normal view or Compact view.
›
In the title bar of the myPortal Smart window, click on the Close icon.
Step by Step
Related Topics
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Unified Communications
Presence Status
4 Unified Communications
Unified Communications is a generic term that refers to the integration of different
communication systems, media, devices and applications within an environment
(e.g., telephony, presence, voicemail and instant messaging).
Related Topics
4.1 Presence Status
The Presence status indicates the availability of internal subscribers (incl. mobile
users) in the same network node via the Favorites list, the internal directory and
voicemail announcements for callers.
You can change your presence status in myPortal Smart and also in the Phone
menu of the voicemail box. For every change in the presence status (except for
Office), you also define the scheduled time of your return to the Office status.
The following symbols are available for the presence status:
Symbol
Presence status
Availability
Office
Available - optional: status-based call
forwarding (e.g., for home office)
Meeting
Absent – optional: status-based call
forwarding
Sick
Absent – optional: status-based call
forwarding
Break
Absent – optional: status-based call
forwarding
Gone Out
Absent – optional: status-based call
forwarding
Vacation
Absent – optional: status-based call
forwarding
Lunch
Absent – optional: status-based call
forwarding
Gone Home
Absent – optional: status-based call
forwarding
Do Not Disturb
Absent
The following additional symbols for the presence or connection status appear in
the Favorites list and in the internal directory for subscribers in the same network
node:
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Unified Communications
Presence Status
Symbol
Presence or connection status
Subscriber receives an internal call
Subscriber receives an external call
Subscriber is calling
The subscriber is on the phone (internal)
The subscriber is on the phone (external)
Presence status is not visible
Call Forwarding to the Voicemail Box
If your Presence status is Do Not Disturb, the communication system redirects
your incoming calls to the configured forwarding destination (by default, your
voicemail box) and notifies the callers via status-based announcements about the
nature of your absence and the scheduled time for your return.
Visibility of your Presence Status
You can specify who is to be notified about your presence status other than Office
(as well as the scheduled time of your return and any info text you have entered)
via a display in the UC Smart client or via automatic voicemail announcements:
•
internally and externally:
Visible to both internal subscribers in the same network node (display in UC
Smart client and voicemail announcements) as well as external callers
(voicemail announcements)
•
internally:
Visible only to internal subscribers on the same network node (display in UC
Smart client and voicemail announcements)
•
not visible:
Not visible to all others
After the scheduled time for your return has passed, the announcement of this
time is dropped. Your presence status remains unchanged.
Related Topics
Related Topics
• Directories
•
Favorites List
4.1.1 How to Change the Presence Status to Absent
Step by Step
1) Click on the icon for your presence status.
2) Click on the my presence tab.
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Presence Status
3) Click on one of the following Presence statuses: Meeting, Sick, Break, Out
of the Office, Vacation, Lunch, At home or Do not disturb.
4) Select one of the following options for the return date and time:
•
If you want to specify the time of your return, click on the calendar icon
and select the date and time accordingly.
•
If you do not want to specify a time for your return, click Delete.
5) If you want to specify an info text for the Presence status, enter it in the text
field.
6) Click OK.
Related Topics
4.1.2 How to Change the Presence Status to Office
Step by Step
1) Click on the icon for your presence status.
2) Click on the my presence tab.
3) Click on Office.
4) If you want to specify an info text for the Presence status, enter it in the text
field.
5) Click OK.
Related Topics
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Unified Communications
Presence Status
4.1.3 How to Change the Visibility of your Presence Status for Others
Step by Step
1) Click on the icon for your presence status.
2) Click on the my profile details tab.
3) Select one of the following options in the Presence visibility drop-down list:
•
If you want to make your presence status visible to both internal
subscribers in the same node as well as external callers, click on
internally and externally.
•
If you want to make your presence status visible to only internal
subscribers in the same network node, click on internally.
•
If you want to make your presence status invisible to all subscribers, click
on not visible.
4) Click OK.
Related Topics
4.1.4 Status-based call forwarding
Status-based call forwarding enables you to forward calls based on your
Presence status to one of your additional phone numbers or your voicemail box.
If you do not have a personal voicemail box, you can also have your calls
forwarded to a group mailbox or a system mailbox. However, you cannot access
these mailboxes via myPortal Smart.
You can configure status-based call forwarding for every presence status except
Do Not Disturb. When you change your Presence status, the communication
system activates call forwarding to the destination defined by you for this purpose.
For example, if you are away from the office, to your mobile phone or if you are
on vacation, to your representative. Where appropriate, the number of the
forwarding destination is displayed under my presence for each presence status.
Related Topics
4.1.4.1 How to Enable or Disable Status-based Call Forwarding
Step by Step
1) Click on the icon for your presence status.
2) Click on the my presence tab.
3) Click on the Settings icon on the right side of the appropriate presence
status.
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4) Select one of the following options:
•
If you want to enable status-based call forwarding to a predetermined
destination, select the appropriate entry in the drop-down list (Voicemail,
Mobile or External).
•
If you want to enable status-based call forwarding to another destination,
enter the desired number to be set as a forwarding destination in
canonical format (e.g., +4989700798765) in the Please select or enter a
phone number field.
•
If you want to disable the status-based call forwarding, remove the
number in the Please select a phone number field.
5) Click OK.
Related Topics
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Unified Communications
Directories and Journal
4.2 Directories and Journal
Directories, the Favorites List and the Journal organize contacts and calls.
Related Topics
4.2.1 Directories
Directories contain your contacts.
myPortal Smart offers the following directories:
•
Personal Directory:
In the personal directory, you can import Outlook contacts via the
UC Smart Assistant.
•
Internal directory:
Contains internal subscribers and groups in the same node for which the
display is activated in the system (only system telephones) together with their
presence status and connection status as well as any additional phone
numbers.
•
System directory:
Contains all speed-dial destinations of the communication system.
The contents of the directories can only be accessed via a search.
INFO: Phone numbers in directories should always be entered in
canonical format (e.g., +4989700798765) wherever possible.
Contact Details
The List view of contacts shows the following details in the search results:
•
Picture (if present)
•
Presence status (only for internal subscribers), possibly with the scheduled
time of return and info text
•
Connection status
•
Name
Clicking on a contact or a hit in the quick search shows the following details:
Symbol
Meaning
Office phone number
DID call number
Mobile phone number
E-mail address
Only the name and number are available in the system directory.
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Text search
You can search directories with following types of keywords: names or initial
letters of names. The directories are searched in the order shown in the table
above. The search displays the number of hits for each directory.
Quick Search
You can search directories by name or by the initial letters in a name.
Related Topics
Related Topics
• Presence Status
4.2.1.1 How to Search in Directories
Step by Step
1) Click on the Directories / Search tab.
2) Enter a search term in the input field.
3) Click on the Search button.
4) Click on a folder to display the corresponding entries of the search results in
the List view.
5) Click on a contact to see more details on that contact.
Related Topics
Related Topics
• How to Add a Contact to the Favorites List
•
How to Make a Call from a Directory Search
4.2.1.2 How to Perform a Quick Search by Name
Step by Step
›
Enter a name or the initial portion of a name as the search term in the Please
dial field.
Related Topics
4.2.2 Favorites List
The Favorites List shows you all the contacts you have configured as favorites in
myPortal Smart at a glance. These contacts can also be called very easily directly
from the Favorites list.
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Directories and Journal
All internal subscribers that were copied over from the internal directory into the
Favorites List can be seen with their respective presence status and connection
status.
The Favorites list manages contacts in groups.
Outlook Contacts
If you want your Favorites to include Outlook contacts, you will need to first import
them into the personal directory with UC Smart Assistant.
Related Topics
Related Topics
• Presence Status
•
UC Smart Assistant
4.2.2.1 How to Add a Contact to the Favorites List
Prerequisites
•
You have searched for the desired contact in directories.
Step by Step
1) Click on the appropriate contact in the relevant directory.
2) In the contact, click on the Add to favorites icon.
3) Select one of the following options for the group to which the contact is to be
added:
•
Select an existing group in the drop-down list.
•
Enter a new group name in the input field.
4) Click OK.
Related Topics
Related Topics
• How to Search in Directories
4.2.2.2 How to Delete a Contact from the Favorites List
Step by Step
1) Click on the Favorites list icon.
2) Click on the relevant group to expand the associated Journal entries.
3) Click on the relevant contact.
4) In the contact, click on the Delete from favorites icon.
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5) Click OK.
Related Topics
4.2.2.3 How to Delete a Group from the Favorites List
Step by Step
1) Click on the Favorites list icon.
2) Click on the relevant group to expand the associated Journal entries.
3) Click in the group on the Delete favorite group icon.
4) Click OK.
Related Topics
4.2.3 Journal
The Journal is the list of all your inbound and outbound calls. You can use it to
quickly and easily call your contacts again or to respond to missed calls.
Folder for Call Types
The calls are arranged on the following tabs:
Symbol
Folder
Missed
Accepted
All calls
Overdue reminders
The number of Journal entries contained in each group is displayed in
parentheses.
Call Details
Every call is shown with the Date, Time and Duration and, if available, with the
Call Number. If a directory contains further details on the call number such as the
Last Name and First Name, then this information is also shown. A pencil symbol
on the right indicates a note, a clock symbol a reminder, and a red clock symbol
an overdue reminder.
Notes and Reminders
You can add a note to a journal entry, e.g., "discuss plan B". Optionally, you can
set a reminder for the note after a certain time period. After the time period
expires, a corresponding journal entry additionally appears in the folder for
overdue reminders.
Related Topics
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Directories and Journal
4.2.3.1 How to Display Details of a Journal Entry
Step by Step
1) Click Journal.
2) Click on the desired folder.
3) Click on the desired journal entry.
Related Topics
4.2.3.2 How to Add a Note to a Journal Entry
Step by Step
1) Click Journal.
2) Click on the desired folder.
3) Click on the desired journal entry.
4) Click on the Edit Note icon.
5) If you want to add a reminder to this note, select the appropriate time frame
in the drop-down list.
Related Topics
4.2.3.3 How to Delete a Journal entry
Step by Step
1) Click Journal.
2) Click on the relevant folder.
3) Click on the relevant entry.
4) In the entry, click on Delete.
Related Topics
4.2.3.4 How to Delete Journal Entries in a Specific Time Period
Step by Step
1) Click Journal.
2) Click on the Delete symbol.
3) Click on Delete journal entries older than.
4) Select the desired time period from the drop-down list.
5) Click OK.
Related Topics
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4.2.3.5 How to Delete all Journal Entries
Step by Step
1) Click Journal.
2) Click on the Delete symbol.
3) Click onDelete all journal entries.
4) Click OK.
Related Topics
4.3 Calls
A number of convenient features such as calling from a directory, favorites list or
journal are available for making calls.
Related Topics
4.3.1 Call Number Formats
Call numbers can be specified in different formats.
Format
Description
Example
Canonical
Begins with + and always
+49 (89) 7007-98765
includes the country code, area
code and the full remaining
station number. Blanks and the
special characters + ( ) / - : ; are
allowed.
Dialable
Exactly as you would dial the call • 321 (internal)
number on the phone, always
• 0700798765 (own local network)
with the trunk access code.
• 0089700798765 (external local
network)
• 0004989700798765 (international)
INFO: If possible, you should always use the canonical call
number format. This ensures that a phone number is always
complete, unique and consistent in any situation, even in a
network.
When dialing an external station (dialable format) manually, the CO access code
must always be dialed as well. The CO access code must likewise also be
specified when manually entering the destination number (dialable format) for the
CallMe service (UC Suite) in clients.
When dialing an external phone number in dialable format from a directory (and
when using the Desktop Dialer and Clipboard Dialer for certain clients), the
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communication system automatically adds the CO access code (route 1). The
automatic addition of the CO access code also occurs when you select a phone
number of your own personal data (Mobile number, Private Number, etc.) as a
destination number for the CallMe service (UC Suite).
INFO: For calls within the USA via CSTA to a number in canonical
format, phone numbers are converted to the dialable format.
Related Topics
4.3.2 Call Functions
You can control call functions with myPortal Smart. You can also dial phone
numbers directly from the Journal, the Favorites list or a directory.
Call Functions
Using call functions, you can access the features of your communication system.
During a call, buttons for call functions will be displayed.
Information and possibly a picture of the caller are displayed together with some
of the following buttons, depending on the situation:
Symbol
Description
Disconnect
Consultation
Alternate (Toggle/Connect)
Redirect (during an incoming call)
Transfer (during a call)
Conference (phone-controlled)
For Windows operating systems, a phone number selected in a different
application can be automatically transferred to myPortal Smart and dialed by
using a hotkey. In order to do this, the "OpenScape Business Desktop Integration"
software must be installed, and a hotkey must be configured under the myPortal
Smart settings.
Related Topics
4.3.2.1 How to Dial a Number Manually
Step by Step
›
Enter the phone number in dialable format or in canonical format in the
Please dial field and press the Enter key.
The last 10 phone numbers dialed are stored for redialing in the drop-down list for
phone numbers.
Related Topics
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4.3.2.2 How to Dial a Number using a Hotkey
Prerequisites
•
A Windows operating system is installed on the PC.
•
The "OpenScape Business Desktop Integration" software is installed.
•
A hotkey was configured for this feature under the myPortal Smart settings.
Step by Step
1) Mark the number to be dialed in your application.
2) Press the key combination (hotkey) configured for the speed dial.
The phone number is displayed in the Please dial field of myPortal Smart.
After about 3 seconds, the dialing is automatically performed. During this
time, you can correct the number if necessary or to cancel the dialing.
INFO: If the number is not recognized as an internal number or is
not in canonical format (e.g., +49 ...), a CO access code is added
as a prefix to the number.
3) To correct numbers:
a) Click in the Please dial field and correct the number.
b) Then click on the handset icon on the right of the dialing window or press
the Enter key on the keyboard.
4) To cancel dialing:
•
Press the ESC key on the keyboard or
•
Click on the Delete icon on the right in the dialing window.
Related Topics
4.3.2.3 How to Redial
Step by Step
›
Select a phone number from the drop-down list for redialing and press the
Enter key.
Related Topics
4.3.2.4 How to Make a Call from a Directory Search
Step by Step
1) Click on the Directories / Search tab.
2) Enter a search term in the input field.
3) Click on the Search button.
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4) Click on a folder to expand the corresponding entries of the search results.
5) Click on the desired contact.
6) Click in the contact on the desired station number.
Related Topics
Related Topics
• How to Search in Directories
4.3.2.5 How to Make a Call from the Favorites List
Step by Step
1) Click on the Favorites list icon in either in the Minimized view or the Normal
view.
2) Click on the relevant group to expand the associated Journal entries.
3) Click on the desired contact.
4) Click in the contact on the desired station number.
Related Topics
4.3.2.6 How to Make a Call from the Journal
Step by Step
1) Click Journal.
2) Click on the desired folder.
3) Click on the desired journal entry.
4) Click in the journal entry on the desired station number.
Related Topics
4.3.2.7 How to Initiate a Consultation Hold
During a call, you can initiate a consultation call with another subscriber.
Step by Step
1) Click Consultation.
2) Enter the phone number in dialable format or in canonical format and click
Dial.
INFO: As an alternative to dialing manually, you can select the
desired destination via Redial, Favorites, Directories or
Journal.
Related Topics
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Unified Communications
Calls
4.3.2.8 How to Alternate between two Parties
Prerequisites
•
You are talking to one party, while keeping another party on hold, e.g., during
a consultation.
›
Click Toggle/Connect to switch from one user to another.
Step by Step
Related Topics
4.3.2.9 How to Transfer a Call
Prerequisites
•
You are talking to one party, while the other party is on hold.
›
Click Transfer.
Step by Step
Related Topics
4.3.2.10 How to Initiate a Conference
Prerequisites
•
You are talking to one party, while the other party is on hold.
›
Click Conference.
Step by Step
Related Topics
4.3.2.11 How to Redirect a Call to your Voicemail Box
If you do not want to answer an an incoming call personally, you can redirect it to
your voicemail box.
Step by Step
›
Click Redirect.
Related Topics
4.3.2.12 How to End a Call
Step by Step
›
Click Disconnect.
Related Topics
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Unified Communications
Voice Messages (UC Smart)
4.4 Voice Messages (UC Smart)
You can listen to voicemails in the voicemail box (UC Smart) of the
communication system and call the respective senders.
Before using your voicemail box for the first time, you will need to change the
preassigned code number of the voicemail box. The code number is for security
purposes when accessing the voicemail box remotely.
New Voicemail Indicator
As soon as there is at least one new voicemail, the number of voicemails is
displayed under Voicemail in the main menu.
Folders for Voicemail
myPortal Smart organizes voice messages in the following folders:
Symbol
Folder
New voice messages
Old voice messages
The number of messages contained in the folder is shown next to the folder name.
On reaching the maximum number of voicemails, you can only receive further
messages after deleting a voicemail. The maximum number of voicemails can be
configured by the administrator.
Voicemail functions
The following symbols identify voicemail functions:
Symbol
Function
Play message
Move message
Call sender
Delete message
Listening to Voicemail
When a new voice message is listened to for the first time, the communication
system moves it automatically from the New voicemails folder to the Old
voicemails folder.
Related Topics
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Unified Communications
Voice Messages (UC Smart)
4.4.1 How to Change the Preassigned Code Number for the Voicemail Box
Step by Step
1) Dial the voicemail box number (default: 351) at your internal phone.
2) When prompted, enter the preassigned code number of the voicemail box
(default: 123456).
3) When prompted, enter a new code number for the voicemail box.
INFO: The code number consists of a a six-digit sequence.
Repeated digits (e.g., 333333) and digit sequences in ascending
or descending order (e.g., 987654) are not allowed.
Related Topics
4.4.2 How to Listen to a Voice Message on the Phone
Prerequisites
•
Your presence status is Office.
Step by Step
1) Click Voicemail.
2) Click on the desired folder.
3) Click on the desired voicemail.
4) Select the phone number of the desired phone in the Play via drop-down list.
INFO: Listening to voicemail is only possible through your own
phone number or any additional numbers you have specified.
Listening to voicemail via external numbers is only possible if your
administrator has configured this in the system.
5) Click Play voicemail.
Next steps
Accept the call from the voicemail box at the telephone.
Related Topics
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Unified Communications
Voice Messages (UC Smart)
4.4.3 How to Call back the Sender of a Voice Message
Prerequisites
•
The caller's phone number has been transmitted.
Step by Step
1) Click Voicemail.
2) Click on the desired folder.
3) Click on the desired voicemail.
4) Click on the desired number of the voicemail sender.
Related Topics
4.4.4 How to Move a Voice Message
If you want to move a voice message from the New voice messages folder to the
Answered messages folder, perform the following steps:
Step by Step
1) Click Voicemail.
2) Click on the new voice messages folder.
3) Click on the desired voicemail.
4) Click on Move Message.
Related Topics
4.4.5 How to Delete a Voicemail
Step by Step
1) Click Voicemail.
2) Click on the desired folder.
3) Click on the desired voicemail.
4) Click Delete voicemail.
Related Topics
4.4.6 How to Display Details of a Voicemail
Step by Step
1) Click Voicemail.
2) Click on the desired folder.
3) Click on the desired voicemail to display the details.
Related Topics
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Unified Communications
Voice Messages (UC Smart)
4.4.7 Notification Service for New Messages (UC Smart)
The system can optionally notify a myPortal Smart user about a new voicemail by
e-mail.
Prerequisites for the Notification Service
•
The delivery of e-mails (e-mail forwarding) has been configured in the system.
•
The user's e-mail address has been made known to the system (by importing
the XML file, including e-mail addresses, during the initial installation in the
WBM or through a manual entry in myPortal Smart).
•
The user has been assigned a voicemail and a UC Smart license.
•
The user has the enabled the "Voicemail to Email" feature in myPortal Smart
under the profile settings.
The myPortal Smart user receives an e-mail with the voicemail as an attached
WAV file (16 bit, mono), together with the date and time of receipt, duration of the
voicemail and, if available, the phone number and name of the sender. The
corresponding address is used as the sender. The language of the e-mail is the
same as the one configured for voicemail (UC Smart). The e-mail notification
does not occur if a voicemail is listened to before the completion of the
corresponding WAV file.
Related Topics
4.4.7.1 How to Enable or Disable E-mail Notifications
Prerequisites
•
The sending of e-mails has been configured in the system.
•
Your e-mail address is specified under my profile details.
Step by Step
1) Click on the icon for your presence status.
2) Click on the my profile details tab.
3) Select one of the following options:
•
If you want to enable the e-mail notifications, select the Voicemail to email check box.
•
If you want to disable the e-mail notifications, clear the Voicemail to email check box.
4) Click OK.
Related Topics
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Unified Communications
Instant Messaging (UC Smart)
4.5 Instant Messaging (UC Smart)
Using instant messaging, you can chat with other users of UC Smart in the same
network node.
The sent and received instant messages are presented to the communication
partners as an interactive dialog. On selecting a recipient, the client shows
whether the communication partner is currently online. If a communication partner
is offline, you cannot send an instant message sent to him or her. The IM overview
page displays the most recent streams. The system does not save any instant
messages. The clients store a maximum of 100 instant messages from the last
start.
Related Topics
4.5.1 How to Send an Instant Message from the Favorites List
Prerequisites
•
Instant Messaging is enabled in the system.
Step by Step
1) Click on the Favorites list icon in either in the Minimized view or the Normal
view.
2) Click on the relevant group to expand the associated Journal entries.
3) Click on the desired contact.
4) Click on Start Chat.
5) Enter the text in the input area below.
6) Click Send.
7) If you want to switch to IM the overview page, click on the icon to the left of
Instant Messaging.
Related Topics
4.5.2 How to Send an Instant Message from a Directory Search
Prerequisites
•
Instant Messaging is enabled in the system.
Step by Step
1) Click on the Directories / Search tab in either in the Minimized view or the
Normal view.
2) Enter a search term in the input field.
3) Click on the Search button.
4) Click on a folder to expand the corresponding entries of the search results.
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Unified Communications
Instant Messaging (UC Smart)
5) Click on the desired contact.
INFO: A current communication partner can alternatively also be
contacted via an instant message from the screen pop of the call.
6) Click on Start Chat.
7) Enter the text in the input area below.
8) Click Send.
9) If you want to switch to IM the overview page, click on the icon to the left of
Instant Messaging.
Related Topics
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Configuration
Personal Preferences
5 Configuration
You can configure myPortal Smart in accordance with your requirements. Some
configuration tasks require UC Smart Assistant.
Related Topics
5.1 Personal Preferences
You can enter personal preferences for myPortal Smart such as your e-mail
address or an additional phone number, for example, and even add a picture of
yourself.
Related Topics
5.1.1 How to Specify your E-Mail Address
The e-mail address you specify will be made available to other subscribers in
directories and favorites, for example.
Step by Step
1) Click on the icon for your presence status.
2) Click on the my profile details tab.
3) Enter your e-mail address in the My email address field.
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Personal Preferences
4) Click OK.
Related Topics
5.1.2 How to Define an Additional Phone Number
The additional phone numbers you specify are made available to other
subscribers in directories and favorites, for example.
Step by Step
1) Click on the icon for your presence status.
2) Click on the my profile details tab.
3) Enter an additional phone number in canonical format in at least one of the
following fields: Mobile phone number or External phone number.
4) Click OK.
Related Topics
5.1.3 How to Provide your own Picture
Prerequisites
•
You have an image file with at least 40 pixels width and height in one of the
following file formats: JPG, PNG.
The image you provide will be displayed to other subscribers in directories and
favorites, for example.
Step by Step
1) Click on the icon for your presence status.
2) Click on the my image tab.
3) Click Refresh.
4) Choose a folder and a file and click Open.
INFO: The image is automatically scaled to a width and height of
200 pixels.
Related Topics
5.1.4 How to Delete your own Picture
Step by Step
1) Click on the icon for your presence status.
2) Click on the my image tab.
3) Click Delete.
Related Topics
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Configuration
Speed Dialing Settings (Desktop Integration)
5.2 Speed Dialing Settings (Desktop Integration)
The hotkey for speed dialing and its functionality can be configured.
The speed dial feature is enabled as soon as the PC is started. However, the
functionality is available only with myPortal Smart. The hotkey for speed dialing is
set up in myPortal Smart as a key or key combination.
Since the configured hotkey may possibly be bound to a function in the application
in which the number is selected (e.g., Ctrl+P to open the Print dialog), the speed
dial function behaves by default as follows:
After the user selects the phone number in the application and has entered the
configured hotkey, the hotkey is intercepted by the speed dial function and
forwarded to the application only after a predefined delay. This delay causes the
highlighted phone number to be automatically copied to the clipboard and handed
over to myPortal Smart.
The speed dial settings can be changed as follows:
•
•
•
Activate or deactivate speed dialing:
–
Intercept Key enabled: Speed dialing is enabled, i.e., the configured
hotkey is intercepted by the speed dial function (default setting).
–
Intercept Key disabled: Speed dialing is disabled, i.e., the configured
hotkey is not intercepted by the speed dial function.
Activate or deactivate hotkey for further applications:
–
Send Key After (value in ms) enabled: The configured hotkey is passed
to the application after the set delay (default setting).
–
Send Key After (value in ms) disabled: The configured hotkey is used
exclusively for the speed dialing. The hotkey does not work in other
applications.
Configure delay time for passing the hotkey:
The time for passing the hotkey to the application is adjustable within the
range of 50 - 2000 ms.
Related Topics
5.2.1 How to Define a Hotkey for Speed Dialing
Prerequisites
•
A Windows operating system is installed on the PC.
•
The "OpenScape Business Desktop Integration" software is installed.
Step by Step
1) Click Settings.
2) Click on the Appearance tab.
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Speed Dialing Settings (Desktop Integration)
3) Enter a key or a key combination of your choice in the Dialing hotkey field
based on the following table:
Key combination
F1 - F12
Notes
Often already in use by other applications.
SHIFT + another key
CTRL + another key
Not allowed: CTRL+c, CTRL+x CTRL+v
4) Click OK.
Related Topics
5.2.2 How to Activate or Deactivate Speed Dialing
Prerequisites
•
"OpenScape Business Desktop Integration" has been started.
Step by Step
1) Click with the right mouse button on the handset icon in the task bar.
2) Select the menu item Change Config.
3) Select one of the following options:
•
If you want to activate the speed dialing, select the Intercept Key check
box.
•
If you want to deactivate the speed dialing, clear the Intercept Key
Related Topics
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Configuration
General Settings
5.2.3 How to Activate or Deactivate the Hotkey for Other Applications
Prerequisites
•
"OpenScape Business Desktop Integration" has been started.
Step by Step
1) Click with the right mouse button on the handset icon in the task bar.
2) Select the menu item Change Config.
3) Select one of the following options:
•
If you want the configured hotkey to be sent to the application after the
delay, select the Send Key After (value in ms) check box.
•
If you do not want the configured hotkey to be sent to the application after
the delay, clear the Send Key After (value in ms) check box. This hotkey
will then be used exclusively for the speed dialing and can no longer be
used in other applications.
Related Topics
5.2.4 How to Configure the Delay Time for Passing the Hotkey
Prerequisites
•
"OpenScape Business Desktop Integration" has been started.
Step by Step
1) Click with the right mouse button on the handset icon in the task bar.
2) Select the menu item Change Config.
3) Select the menu item Send Key After (value in ms).
4) Click on the desired delay time (50 - 200 ms).
Related Topics
5.3 General Settings
You can specify general settings for myPortal Smart such as the date format or
the server address, for example.
Related Topics
5.3.1 How to Configure the Visibility of myPortal Smart
Step by Step
1) Click Settings.
2) Click on the Appearance tab.
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General Settings
3) Select one of the following options in the Visibility drop-down list:
•
If you want the myPortal Smart window to be always displayed in the
foreground, select the Always on top check box.
•
If you want the myPortal Smart window to be displayed in the foreground
only for calls or new messages, select Bring to front on events.
4) Click OK.
Related Topics
5.3.2 How to Enable or Disable the Automatic Startup of myPortal Smart
Step by Step
1) Click Settings.
2) Click on the Appearance tab.
3) Select one of the following options:
•
If you want myPortal Smart to be started automatically, select the Start at
login check box.
•
If you do not want myPortal Smart to be started automatically, clear the
Start at login check box.
4) Click OK.
Related Topics
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Configuration
UC Smart Assistant
5.3.3 How to Select the User Interface Language
Step by Step
1) Click Settings.
2) Click on the Appearance tab.
3) Select the desired language in the Language drop-down list.
4) Click OK.
myPortal Smart restarts automatically.
Related Topics
5.3.4 How to Select the Date Format
Step by Step
1) Click Settings.
2) Click on the Appearance tab.
3) Select the desired format from the Date format drop-down list.
4) Click OK.
Related Topics
5.3.5 How to Change the Server Address
INFO: Do not change the server address unless you are
instructed to do so by the administrator of your communication
system. You cannot use myPortal Smart with an invalid server
address.
Step by Step
1) Click Settings.
2) Click the UC Server tab.
3) Enter the IP address or name of the UC server in the IP address of your
server field.
4) Click OK.
Related Topics
5.4 UC Smart Assistant
UC Smart Assistant is the web-based application for special configuration tasks
of myPortal Smart by users.
UC Smart Assistant is required for the following tasks:
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UC Smart Assistant
•
Change password
•
Import Outlook contacts into the personal contacts (Java required)
•
Delete imported contacts
Related Topics
Related Topics
• How to Start myPortal Smart
•
Favorites List
5.4.1 How to Start UC Smart Assistant
Step by Step
1) Click Settings.
2) Click the UC Server tab.
3) Click on the link Click here to open the UC Smart Assistant.
4) Enter your user name for myPortal Smart (default: your internal station
number) in the Name field.
5) Enter your password for myPortal Smart in the Password field.
6) Click Login.
Related Topics
Related Topics
• How to Start myPortal Smart
5.4.2 How to Change the Password
Prerequisites
•
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You have started the UC Smart Assistant.
45
Configuration
UC Smart Assistant
Step by Step
1) Click User settings.
2) Enter your new password under Password in accordance with the security
policies.
3) Enter your new password again under Repeat Password.
4) Click Apply.
Related Topics
Related Topics
• How to Start myPortal Smart
5.4.3 How to Import Outlook Contacts into the Personal Contacts
Prerequisites
•
Your Outlook contacts contain phone numbers in canonical format.
•
Java is enabled in your web browser.
•
You have started the UC Smart Assistant in the web browser of the PC on
which Outlook is running.
Step by Step
1) Click on Import Contacts.
2) If you do not want to import Outlook contacts that contain no phone numbers,
select the check box Do not import contacts without phone numbers.
3) If you want to import the images as well, select the Import pictures check
box.
4) Click Start Import.
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UC Smart Assistant
INFO: Refer to the notes provided in UC Smart Assistant about
security warnings at this point and grant the appropriate access to
perform the import. Reject any related prompts to block
components.
Related Topics
5.4.4 How to Delete the Imported Contacts
Prerequisites
•
You have started the UC Smart Assistant.
Step by Step
1) Click on Import Contacts.
2) Click on Delete imported contacts.
INFO: Refer to the notes provided in UC Smart Assistant about
security warnings at this point and grant the appropriate access.
Related Topics
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Index
Index
Index
A
absence 17
automatic updates 8
C
call
answer 28
end 28
missed 25
pick up for another subscriber 28
call forwarding
status-based 20
call functions 28
call number format 27
call sender
voicemail 32
canonical call number format 27
compact view 10
concept 5
conference 28
configuration 38
connection status 17
consultation hold 28
contact 22, 24, 44
D
favorites list
instant message 36
first steps 10
folder
journal 25
voicemail 32
foreground 38
forward 28
functions
myPortal Smart 5
G
group 24
I
IM (instant message) 36
import 44
installation 7
instant message 36
internal directory 22
introduction 5
IP address 38
J
journal 25
call 28
date format 38
dial 28
dialable call number format 27
dialing a number 28
directory 22
instant message 36
make call 28
disconnect 28
display conventions 6
L
E
Normal view 10
note 25
notification
fax message 35
voicemail 35
notification by phone 35
notification service 35
e-mail
notification 35
e-mail address 38
event 38
exit 10
F
Favorites list 24
make call 28
48
language 38
M
main window 10
minimized view 10
myPortal Smart
functions 5
N
O
operating instructions 5
Outlook 44
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Index
P
V
password 10, 44
personal directory 22
phone number 38
picture 10, 38
port number 38
presence 10, 17
presence status 17
call forwarding 20
visibility 17
presentation 38
priority 35
profile 10
program settings 38
protocol 38
view 10
visibility
window 38
voicemail 32
delete 32
listen to 32
voicemail box 28
W
WAV file
notification 35
window
visibility 38
Q
quick search by name 22
R
redialing 28
redirect 28
S
screen pops 10
search in a directory 22
server address 38
setup 38
SMS
notification 35
start 10, 38
automatic 38
status-based call forwarding 20
symbol 10
system directory 22
T
tab 10
TIFF file
notification 35
toggle/connect 28
tool tip 10
topics, types 5
transfer 28
U
UC Smart Assistant 44
unified communications 17
uninstallation 7
user interface 10
language 38
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