Avaya IP Agent - Avaya Support

Avaya IP Agent
Release 6.0
Installation and User Guide for Citrix
Release 6.0
May 2006
© 2000-2006 Avaya Inc. All Rights Reserved.
Notice
While reasonable efforts were made to ensure that the information in this
document was complete and accurate at the time of printing, Avaya Inc. can
assume no liability for any errors. Changes and corrections to the information
in this document might be incorporated in future releases.
Documentation disclaimer
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the original published version of this documentation unless such modifications,
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agree to indemnify and hold harmless Avaya, Avaya's agents, servants and
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or in connection with, subsequent modifications, additions or deletions to this
documentation to the extent made by the Customer or End User.
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sites referenced elsewhere within this documentation, and Avaya does not
necessarily endorse the products, services, or information described or offered
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have no control over the availability of the linked pages.
Warranty
Avaya Inc. provides a limited warranty on this product. Refer to your sales
agreement to establish the terms of the limited warranty. In addition, Avaya’s
standard warranty language, as well as information regarding support for this
product, while under warranty, is available through the Avaya Support Web
site:
http://www.avaya.com/support
License
USE OR INSTALLATION OF THE PRODUCT INDICATES THE END USER'S
ACCEPTANCE OF THE TERMS SET FORTH HEREIN AND THE GENERAL
LICENSE TERMS AVAILABLE ON THE AVAYA WEB SITE
http://support.avaya.com/LicenseInfo/ ("GENERAL LICENSE TERMS"). IF
YOU DO NOT WISH TO BE BOUND BY THESE TERMS, YOU MUST
RETURN THE PRODUCT(S) TO THE POINT OF PURCHASE WITHIN TEN
(10) DAYS OF DELIVERY FOR A REFUND OR CREDIT.
Avaya grants End User a license within the scope of the license types
described below. The applicable number of licenses and units of capacity for
which the license is granted will be one (1), unless a different number of
licenses or units of capacity is specified in the Documentation or other
materials available to End User. "Designated Processor" means a single
stand-alone computing device. "Server" means a Designated Processor that
hosts a software application to be accessed by multiple users. "Software"
means the computer programs in object code, originally licensed by Avaya and
ultimately utilized by End User, whether as stand-alone Products or
pre-installed on Hardware. "Hardware" means the standard hardware
Products, originally sold by Avaya and ultimately utilized by End User.
License type(s)
Concurrent User License (CU). End User may install and use the Software on
multiple Designated Processors or one or more Servers, so long as only the
licensed number of Units are accessing and using the Software at any given
time. A "Unit" means the unit on which Avaya, at its sole discretion, bases the
pricing of its licenses and can be, without limitation, an agent, port or user, an
e-mail or voice mail account in the name of a person or corporate function
(e.g., webmaster or helpdesk), or a directory entry in the administrative
database utilized by the Product that permits one user to interface with the
Software. Units may be linked to a specific, identified Server.
Copyright
Except where expressly stated otherwise, the Product is protected by copyright
and other laws respecting proprietary rights. Unauthorized reproduction,
transfer, and or use can be a criminal, as well as a civil, offense under the
applicable law.
Third-party components
Certain software programs or portions thereof included in the Product may
contain software distributed under third party agreements ("Third Party
Components"), which may contain terms that expand or limit rights to use
certain portions of the Product ("Third Party Terms"). Information identifying
Third Party Components and the Third Party Terms that apply to them is
available on the Avaya Support Web site:
http://support.avaya.com/ThirdPartyLicense/
Preventing toll fraud
"Toll fraud" is the unauthorized use of your telecommunications system by an
unauthorized party (for example, a person who is not a corporate employee,
agent, subcontractor, or is not working on your company's behalf). Be aware
that there can be a risk of toll fraud associated with your system and that, if toll
fraud occurs, it can result in substantial additional charges for your
telecommunications services.
Avaya fraud intervention
If you suspect that you are being victimized by toll fraud and you need technical
assistance or support, call Technical Service Center Toll Fraud Intervention
Hotline at +1-800-643-2353 for the United States and Canada. For additional
support telephone numbers, see the Avaya Support Web site:
http://www.avaya.com/support
Trademarks
Avaya, the Avaya logo, DEFINITY, MultiVantage, and COMPAS are either
registered trademarks or trademarks of Avaya Inc. in the United States of
America and/or other jurisdictions.
All other trademarks are the property of their respective owners.
Downloading documents
For the most current versions of documentation, see the Avaya Support Web
site:
http://www.avaya.com/support
Ordering documents
Voice:
+1-207-866-6701
1-800-457-1235 (Toll-free, U.S. and Canada only)
Fax:
+1-207-866-6095
Write:
Globalware Solutions
200 Ward Hill Avenue
Haverhill, MA 01835 USA
Attention: Avaya Account Manager
Web:
http://www.avaya.com/support
E-mail:
totalware@gwsmail.com
Order:
May 2006
COMPAS
This document is also available from the COMPAS database. The COMPAS ID
for this document is 111758.
Avaya support
Avaya provides a telephone number for you to use to report problems or to ask
questions about your product. The support telephone number
is 1-800-242-2121 in the United States. For additional support telephone
numbers, see the Avaya Support Web site:
http://www.avaya.com/support
Contents
About this information product. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
9
Chapter 1: Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
11
What is Avaya IP Agent for Citrix? . . . . . . . . . . . . . . . . . . . . . . . . . .
Avaya IP Agent features for Citrix . . . . . . . . . . . . . . . . . . . . . . . .
11
11
Telecommuter configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
What you need to know about the Telecommuter configuration . . . . . .
14
14
Compatible telephone types for Avaya IP Agent . . . . . . . . . . . . . . . . . .
Supported telephone types . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Recommended telephone types . . . . . . . . . . . . . . . . . . . . . . . . .
14
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16
Network compatibility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
16
Chapter 2: Installing Avaya IP Agent
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Installing Avaya IP Agent . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Before you begin. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Steps for installing Avaya IP Agent for Windows Terminal Services . . . . .
22
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Reinstalling Avaya IP Agent. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
24
Uninstalling Avaya IP Agent . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Steps for uninstalling Avaya IP Agent . . . . . . . . . . . . . . . . . . . . . .
25
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25
Chapter 3: Configuring the Avaya communication server . . . . . . . . . . . . . . .
27
Prerequisites . . . . . . . . . . .
CD-ROM contents . . . . . . .
Avaya communication server .
Server hardware . . . . . . . .
Processor . . . . . . . . .
Hard disk space . . . . . .
RAM . . . . . . . . . . . .
Networking . . . . . . . . .
Peripherals . . . . . . . . .
Server software . . . . . . . .
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Required Avaya communication server circuit packs
C-LAN circuit pack. . . . . . . . . . . . . . . . . .
IP Media Processor . . . . . . . . . . . . . . . . .
Documentation. . . . . . . . . . . . . . . . . . . .
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27
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Validating Feature Access Codes . . . . . . . . . . . . . . . . . . . . . . . . . .
Before you begin. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Steps for validating Feature Access Codes . . . . . . . . . . . . . . . . . . .
29
29
29
Telecommuter configurations . . . . . . . . . . . . . . . . . . . . . . . . . . . .
30
Avaya IP Agent Installation and User Guide
May 2006
3
Contents
Ensuring compatibility . . . . . . . . . . . . . . . . . . .
Before you begin. . . . . . . . . . . . . . . . . . . . .
Steps for ensuring Telecommuter station settings . .
Configuring station settings . . . . . . . . . . . . . . . .
Before you begin. . . . . . . . . . . . . . . . . . . . .
Steps for configuring Telecommuter station settings.
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31
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Chapter 4: Using enhanced configuration options . . . . . . . . . . . . . . . . . . .
37
Configuring the Emergency Call Handling Service . . . . . . . . . . . . . . . . .
Administering the Avaya communication server for Emergency Call Handling
Administering Avaya IP Agent for Emergency Call Handling . . . . . . . . .
Before you begin. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Steps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
37
38
38
38
38
Configuring Alternate Gatekeeper on Avaya communication servers . . . . . .
Alternate Gatekeeper configuration . . . . . . . . . . . . . . . . . . . . . . .
40
40
Configuring server load balancing across gatekeepers . . . . . . . . . . . . . .
Load Balancing configuration . . . . . . . . . . . . . . . . . . . . . . . . . .
Load Balancing documentation . . . . . . . . . . . . . . . . . . . . . . . . .
40
40
41
Chapter 5: Running Avaya IP Agent . . . . . . . . . . . . . . . . . . . . . . . . . . .
43
Starting Avaya IP Agent . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Steps for starting Avaya IP Agent . . . . . . . . . . . . . . . . . . . . . . . .
43
43
Initializing IP Endpoint configurations . . . . . . . . . . . . . . . . . . . . . . .
Steps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
44
44
Registering with the Avaya communication server . . . . . . .
Before you begin. . . . . . . . . . . . . . . . . . . . . . . .
Setting default registration information . . . . . . . . . . .
Steps for registering with an Avaya communication server
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48
Logging in as an agent (EAS) . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Steps for logging in (EAS) . . . . . . . . . . . . . . . . . . . . . . . . . . . .
49
49
Logging in as an agent (non-EAS) . . . . . . . . . . . . . . . . . . . . . . . . . .
Before you begin. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Steps for logging in (non-EAS) . . . . . . . . . . . . . . . . . . . . . . . . . .
50
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Logging out of Avaya IP Agent . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Steps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
51
51
Exiting Avaya IP Agent . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Steps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
52
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Using alternate user interfaces . . . . . . . . . . . . . . . . . . . . . . . . . . .
AutoAnswer interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Mini interface. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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4
Avaya IP Agent Installation and User Guide
May 2006
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Contents
Titlebar interface . . . . . . . . . . .
Selecting an alternate interface. . .
Steps . . . . . . . . . . . . . . .
Accessing features . . . . . . . . .
Returning to the main interface . . .
Removing alternate user interfaces
Renaming alternate user interfaces
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Chapter 6: Using VuStats . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
57
Configuring an extension for VuStats through the Avaya communication server
Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
57
57
Viewing a single set of VuStats information in Avaya IP Agent . . . . . . . . . .
Before you begin. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Steps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
58
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Adjusting intervals for monitoring VuStats . . . . . . . . . . . . . . . . . . . . .
Before you begin. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Steps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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Chapter 7: Avaya IP Agent basic operations . . . . . . . . . . . . . . . . . . . . . .
61
Selecting an agent work mode . . . .
Definitions of agent work modes .
Auto-In and Manual-In . . . . .
ACW (After-Call Work) . . . . .
AUX (Auxiliary Work) . . . . .
Changing work modes . . . . . .
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Holding a call. . . . . . . . . . . .
Using Manual Hold. . . . . . .
Using Auto Hold . . . . . . . .
Reconnecting to a call on hold
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65
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Releasing a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Steps for releasing a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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Dropping a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
67
Transferring a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Before you begin. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Basic call transfer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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Handling incoming calls. . . . . . . . . . . . . . . . . . . . . . .
Answering a call . . . . . . . . . . . . . . . . . . . . . . . . .
Telecommuter (Auto-Answer). . . . . . . . . . . . . . . . . .
Configuration settings for Telecommuter (Auto-Answer).
Steps for answering Telecommuter (Auto-Answer) calls .
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Avaya IP Agent Installation and User Guide
May 2006
5
Contents
Steps for a Basic Transfer. . . . . .
Unsupervised call transfer . . . . . . .
Steps for an Unsupervised Transfer
Enhanced call transfer . . . . . . . . .
Steps for an Enhanced Transfer . .
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Conferencing calls. . . . . . . . . . . . . . . .
Basic Conference . . . . . . . . . . . . . .
Steps for using Basic Conference . . .
Enhanced Conference . . . . . . . . . . .
Steps for using Enhanced Conference .
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70
71
71
73
73
Handling outgoing calls . . . . . . . . . . . . . .
Recent Calls list . . . . . . . . . . . . . . . .
Before you begin. . . . . . . . . . . . . .
Steps for using the Recent Calls list . . .
Using the Phone Directory . . . . . . . . . .
Menu bar . . . . . . . . . . . . . . . . . .
Toolbar . . . . . . . . . . . . . . . . . . .
Phone Directory window usage . . . . .
More information. . . . . . . . . . . . . .
Administering and using Speed Dial . . . .
Steps for assigning a Speed Dial number
Using a Speed Dial number . . . . . . . .
Abbreviated Dial button . . . . . . . . . . . .
Steps for using Abbreviated Dial . . . . .
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75
76
76
77
77
78
79
80
80
80
81
82
82
82
Chapter 8: Using a Public Directory with Avaya IP Agent . . . . . . . . . . . . . . .
85
Defining a Public Directory service . . . . . . . . . . . . . . . . . . . . . . . . .
Steps for defining a Public Directory service . . . . . . . . . . . . . . . . . .
85
85
Searching a Public Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Steps for searching a Public Directory . . . . . . . . . . . . . . . . . . . . . .
87
87
Selecting the fields to display and the order . . . . . . . . . . . . . . . . . . . .
Steps for displaying Public Directory fields . . . . . . . . . . . . . . . . . . .
90
90
Identifying multiple telephone number fields . . . . . . . . . . . . . . . . . . . .
Steps for identifying telephone number fields. . . . . . . . . . . . . . . . . .
91
91
Deleting a Public Directory service . . . . . . . . . . . . . . . . . . . . . . . . .
Steps for deleting a Public Directory service . . . . . . . . . . . . . . . . . .
92
92
Chapter 9: Screen pops . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
95
Creating a Windows application screen pop . . . . . . . . . . . . . . . . . . . .
Steps for creating an application screen pop . . . . . . . . . . . . . . . . . .
96
96
6
Avaya IP Agent Installation and User Guide
.
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.
.
May 2006
Contents
Creating a DDE screen pop . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Steps for creating a DDE screen pop. . . . . . . . . . . . . . . . . . . . . . .
101
101
Setting the active screen pop . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Steps for setting an active screen pop . . . . . . . . . . . . . . . . . . . . . .
105
105
Modifying a screen pop . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Steps for modifying a screen pop . . . . . . . . . . . . . . . . . . . . . . . .
106
106
Deleting a screen pop . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Steps for deleting a screen pop . . . . . . . . . . . . . . . . . . . . . . . . .
107
107
Chapter 10: Dialog Reference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
109
Main window and menus . . . . . . . . . . . . . . .
Menu bar . . . . . . . . . . . . . . . . . . . . . .
File menu . . . . . . . . . . . . . . . . . . .
Edit menu . . . . . . . . . . . . . . . . . . .
Call menu . . . . . . . . . . . . . . . . . . .
View menu . . . . . . . . . . . . . . . . . . .
Agent menu . . . . . . . . . . . . . . . . . .
Tools menu . . . . . . . . . . . . . . . . . .
Audio menu . . . . . . . . . . . . . . . . . .
Settings menu . . . . . . . . . . . . . . . . .
Help menu . . . . . . . . . . . . . . . . . . .
Toolbars . . . . . . . . . . . . . . . . . . . . . .
Toolbar locations . . . . . . . . . . . . . . .
Phone buttons toolbar . . . . . . . . . . . .
Dial Number toolbar . . . . . . . . . . . . . .
Agent toolbar . . . . . . . . . . . . . . . . .
Phone features toolbar . . . . . . . . . . . .
Feature button toolbar . . . . . . . . . . . .
Audio Control toolbar . . . . . . . . . . . . .
Headset toolbar . . . . . . . . . . . . . . . .
Information panels. . . . . . . . . . . . . . . . .
Call Information Panel . . . . . . . . . . . . .
Agent Information Panel . . . . . . . . . . .
Phone Display Panel . . . . . . . . . . . . .
System Tray icon . . . . . . . . . . . . . . . . .
Placing calls through the System Tray icon .
Call handling with the System Tray icon . . .
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109
109
110
111
112
113
114
115
116
116
117
117
117
118
118
119
119
119
120
120
120
120
121
121
121
122
122
Avaya IP Agent option dialogs . . . . . . . . . . . . . . . . . . . . . . . . . . . .
General Settings panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
ACD Agent panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
123
123
124
Avaya IP Agent Installation and User Guide
May 2006
7
Contents
Call Handling panel . . . . . .
Call History panel . . . . . . .
Call Information Display panel
User Interface Options panel .
External Number Format panel
Event Logging panel . . . . .
Voice Message Number panel
Feature Access panel . . . . .
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125
126
127
128
129
130
131
132
Login Settings dialog box . . . . . . . .
Login tab . . . . . . . . . . . . . . . .
Call Server tab . . . . . . . . . . . . .
Audio tab . . . . . . . . . . . . . . .
Emergency tab . . . . . . . . . . . .
Advanced tab . . . . . . . . . . . . .
Audio Port Range Administration
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133
134
135
136
137
138
138
Volume and Ringer Settings dialog box . . . . . . . . . . . . . . . . . . . . . . .
140
Appendix A: Shortcut keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
141
Shortcut key functions . . .
Call features . . . . . . .
Agent features . . . . . .
Avaya IP Agent features
Windows features . . . .
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141
141
142
142
143
Appendix B: Language support . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
145
Untranslated components. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
145
Supported languages for Avaya IP Agent . . . . . . . . . . . . . . . . . . . . . .
145
Appendix C: Troubleshooting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
147
Login . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
148
Making and receiving calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
150
Other . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
152
Alternative solution possibilities . . . . . . . . . . . . . . . . . . . . . . . . . . .
154
Glossary
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
155
Index
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
165
8
Avaya IP Agent Installation and User Guide
May 2006
About this information product
This document, Avaya IP Agent Installation and User Guide for Citrix, includes information that
you need to know in order to install and use the Citrix edition of Avaya IP Agent. It also provides
information on Avaya IP Agent features, basic operation, and administrative tasks.
Note:
Windows Terminal Services is also supported.
Note:
Reason for reissue
This document is being reissued to clarify information about Avaya IP Agent installation when
used with Citrix.
Intended audience
This guide is intended for anyone who is installing or using Avaya IP Agent software and
performing station administration on an Avaya DEFINITY R10 server, Avaya MultiVantage
system, or Avaya Media Server using Avaya Communication Manager. It assumes that you are
familiar with the following items:
●
Avaya IP Agent will be installed and run
●
Windows Terminal Services on Windows 2000 Server or Windows 2003 Server (standard
or Advanced edition)
●
Standard Windows conventions and terminology
●
Contact center configurations and operations
Conventions used
The following conventions are used in this document:
Convention
Description
Boldface text
Names of windows, dialog boxes, and
keyboard keys; for example, the Name field
is in the Properties dialog box.
Key + Key
Key combinations for which you must press
and hold down one key and then press
another key at the same time; for example,
Ctrl+F4 means that you press the Ctrl key
and the F4 key at the same time.
Italic text
Indicates references to other documents
and for emphasis.
Avaya IP Agent Installation and User Guide
May 2006
9
About this information product
Related documentation
The following documents can help you configure your Avaya communication server for use with
Avaya IP Agent:
●
DEFINITY Enterprise Communications System Administrator’s Guide
●
Administrator’s Guide for Avaya MultiVantage Software
●
Administrator’s Guide for Avaya Communication Manager
Ordering documentation
To order documents by telephone, contact Globalware Solutions through the following
telephone numbers:
●
Voice, within the United States: 1-800-457-1235
●
Voice, international: 207 866 6701
●
Fax, within the United States: 1-800-457-1764
●
Fax, international: 207 626 7269
To order documents by mail, write to:
Globalware Solutions
200 Ward Hill Avenue
Haverhill, MA 01835
USA
Attention: Avaya Account Management
10
Avaya IP Agent Installation and User Guide
May 2006
Chapter 1: Introduction
This chapter provides introductory and basic information about Avaya IP Agent.
This chapter includes the following sections:
●
What is Avaya IP Agent for Citrix? on page 11
●
Telecommuter configuration on page 14
●
Compatible telephone types for Avaya IP Agent on page 14
●
Network compatibility on page 16
What is Avaya IP Agent for Citrix?
Avaya IP Agent is a software application with advanced telephony features for agents in a
contact center. Agents can use it to work in the following methods
●
On-site at the contact center
●
Off-site using analog connections over a Public Switched Telephone Network (PSTN)
●
Through Windows Terminal Services.
The advanced telephony features are controlled by Avaya IP Agent through its direct
communication with an Avaya communication server.
Agents who are not located at the call center can connect to the Avaya communication server in
the contact center and receive calls as if they were present at their contact center workstation.
For example, if an agent cannot travel to the contact center because of transportation problems
or weather conditions, the agent can still take calls by using Avaya IP Agent to connect to the
Avaya communication server.
Avaya IP Agent features for Citrix
The following is a list of the new features for Avaya IP Agent on Citrix:
●
Windows Terminal Services compatibility - Those call centers that use Windows Terminal
Services can now use a special edition of Avaya IP Agent to facilitate usage of the
Telecommuter configuration in that environment.
Avaya IP Agent Installation and User Guide
May 2006
11
Chapter 1: Introduction
●
User-to-user information (UUI) screen pop enhancement - Using external applications,
unique identifiers can be added to incoming calls. If your Avaya communication server has
the correct features and configuration, these identifiers can be passed to Avaya IP Agent
and used in screen pops for agents.
Available configurations and supported communication servers
●
Support of Avaya DEFINITY R10, MultiVantage, and Communication Manager systems.
●
Telecommuter configuration - Agents using an analog or Digital Communication Protocol
(DCP) telephone can use the advanced call features provided by the Avaya
communication server. For example, an agent working from home can use Avaya IP Agent
and their home telephone to transfer calls, place calls on hold, change agent work mode,
and do other call center activities.
Call and contact center features
●
VuStats support - Avaya IP Agent can display multiple lines of VuStats information in the
VuStats dialog box. You can use VuStats information to assist in complete monitoring of
the contact center.
●
Emergency Call Handling Service (E911) - With this feature, agents using IP Endpoints
can use numbers that connect to emergency services, such as 911 in the United States.
Only those emergency services in the Public Safety Answering Point area where the
Avaya communication server is located can be reached. Agents or extensions in remote
locations should not use this feature for emergencies.
●
External Number Formatting - For international users, Avaya IP Agent allows you to define
how many digits are present in telephone numbers outside the contact center.
Contact management features
●
Call history - Avaya IP Agent records a complete call history of incoming and outgoing
calls, even for those calls that were missed because where the caller does not leave a
voice message.
●
Telephone directory - Avaya IP Agent provides a customizable telephone directory that
lists physical addresses, multiple telephone numbers, speed-dial numbers, e-mail
addresses, and notes for each contact.
●
Search Public Directory - With this feature, agents have the ability to search through public
or company information using the Lightweight Directory Access Protocol (LDAP).
●
Screen Pops - Screen Pops can be initiated when a call is received or placed. Avaya IP
Agent provides agents with the ability to display Web pages, start applications, or retrieve
and display caller information from a database. Screen pops are created using the Screen
Pops Wizard, which guides you through their creation. A screen pop can consist of any
process or application that can be initiated through one of the commands in the following
list:
- Windows executable or registered file type activation
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What is Avaya IP Agent for Citrix?
- Dynamic Data Exchange (DDE) "Execute" or "Poke" commands
Usability features
●
Clipboard dialing - Avaya IP Agent can be used to dial any number copied to the clipboard
or, in most personal computer applications, used to dial a number that an agent highlights
by right-clicking on the Avaya IP Agent icon in the System Tray.
●
Enhanced Phone features - The Phone Features window includes adding, renaming, and
deleting of folders.
●
Enhanced System Tray icon - The Avaya IP Agent icon in the System Tray contains
release, drop, hold, transfer, conference, and agent work mode functions.
●
Automatic login - An agent can automatically log in to the Avaya communication server
when Avaya IP Agent is started. Avaya IP Agent uses the login information from the
previous login.
●
Speed dialer - Agents can assign telephone numbers to function keys (F2 through F8).
●
Voice message icon - When voice messages are present for the extension currently in
use, an icon is displayed in the System Tray. When it has been configured, you can click
on this icon to connect to your voice mail system.
●
Alternate user interfaces - These interfaces can be used in place of the standard interface.
These alternate interfaces use much less space on your desktop, and then can eliminate
the problem of the previous Avaya IP Agent interface being hidden behind other
applications or requiring too much space on the desktop.
Security and management features
●
Feature deactivation - Administrators can deactivate Avaya IP Agent features that should
not be configured or used by agents. The features that can be deactivated include Screen
Pops, Screen Pop administration, Phone Directory, Public Search Directory, Call History,
Phone Features configuration, Personal Phone Features, and Program Options selection.
●
Alternate Gatekeeper - When an agent registers an IP Endpoint with an Avaya
communication server, a C-LAN circuit pack IP address is sent by the server to the IP
Endpoint. If registration is successful, the Avaya communication server sends back the IP
addresses of all the C-LAN circuit packs in the network region. These addresses can be
used if call signaling on the original C-LAN circuit pack fails.
●
Support for server load balancing across gatekeepers - Registration and usage of Avaya
communication servers can be distributed across multiple C-LAN circuit packs within a
network region. This increases performance and reliability for all IP Endpoints.
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Chapter 1: Introduction
Telecommuter configuration
Use the Telecommuter configuration in situations where a personal computer can make a
dial-up or network connection to an Avaya communication server for the signaling (data) path
and a voice path to a telephone sent through a Public Switched Telephone Network (PSTN)
connection. The telephone can be an analog telephone, a cellular telephone, or an extension on
a local or remote switch. This configuration provides toll-quality audio and full telephony
functionality through Avaya IP Agent. Agents make and receive calls through the Avaya IP
Agent interface, and the voice path is sent to the specified telephone.
What you need to know about the Telecommuter configuration
The following is a list of the Telecommuter configuration requirements and capabilities:
●
Connection - One dial-up or network connection from the personal computer running
Avaya IP Agent to the Avaya communication server and a telephone capable of receiving
calls from the Avaya communication server
●
Personal computer hardware - Modem or Network Interface Card (NIC) for connection to
the Avaya communication server
●
Telephone set - Any telephone capable of receiving calls from the Avaya communication
server
●
Voice Quality - High
●
Avaya communication server connections - One user connection for signaling connection
and one of the following:
- For off-site use, one trunk connection
- For on-site use, an additional user connection
Compatible telephone types for Avaya IP Agent
This section contains the following topics:
14
●
Supported telephone types on page 15
●
Recommended telephone types on page 16
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Compatible telephone types for Avaya IP Agent
Supported telephone types
Note:
Note:
When you change telephone types for a station, you must restart Avaya IP Agent
for the change to take effect.
The following table provides the telephone types that are available on the Avaya communication
server and officially supported for use with Avaya IP Agent:
Telephone model
Communication
platform
Additional features
Callmaster (602A1)
DCP
●
80-character (2x40) display
Callmaster II (603D1)
DCP
●
80-character (2x40) display
Callmaster III (603E1)
DCP
●
80-character (2x40) display
Callmaster IV (603F1)‘
DCP
●
80-character (2x40) display
Callmaster V (607A1)
DCP
●
48-character display
2402
DCP
●
48-character display
Supported with Avaya
Communication Manager 2.1
or later
●
2420
DCP
●
203-character display
Expansion module available
●
4606
IP
●
32-character display
4610
IP
●
●
168x80 pixel display
Supported only on Avaya
Communication Manager 2.1
or later
4612
IP
●
48-character display
4620
IP
●
●
168x132 pixel display
Expansion module available
4624
IP
●
48-character display
4630
IP
●
320x240 pixel display
6402D
DCP
●
32-character (2x16) display
6408D / 6408D+
DCP
●
48-character display
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Chapter 1: Introduction
Telephone model
6416D+
Communication
platform
DCP
Additional features
●
●
6424D+
DCP
48-character display
Expansion module available
●
48-character display
Expansion module available
●
8403B
DCP
●
48-character display
8405D / 8405D+
DCP
●
48-character display
8410D
DCP
●
48-character display
8411D
DCP
●
48-character display
For this telephone set, you
must disable the data port,
which is true for all softphones
●
8434D
DCP
●
●
80-character (2x40) display
Expansion module available
Recommended telephone types
While Avaya IP Agent supports all of the telephone types listed in the previous table for the
Telecommuter configurations, the following types provide the most buttons and features, and an
80-character display:
●
606A1
●
8434D
Because of the greater number of characters used for display, these telephone types are better
suited to handle VuStats or Prompted Digits information.
Network compatibility
Avaya IP Agent provides support for several H.323-compatible firewalls and Virtual Private
Networks (VPNs). For shim-based VPNs, you must use the Advanced tab in the Avaya iClarity
IP Audio dialog boxes used for login to set an IPSec IP address, that is assigned by the VPN
gateway and that is visible to the application on the personal computer. If you need assistance,
contact Avaya technical support.
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Network compatibility
The VPN solution provided by Avaya iClarity IP Audio only supports VPNs that use one-to-one
IP address substitution. VPNs that use many-to-one IP address substitution cannot be used
with Avaya IP Agent.
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Chapter 1: Introduction
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Avaya IP Agent Installation and User Guide
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Chapter 2: Installing Avaya IP Agent
This section contains procedures and important information for installing and uninstalling Avaya
IP Agent in a Microsoft Windows Terminal Services environment.
Call centers that use Windows Terminal Services, Citrix MetaFrame XP, or Citrix Presentation
Server can implement Avaya IP Agent to provide agents with enhanced call features and a
computer telephone interface to their extension. Avaya IP Agent can be used only in the
Telecommuter mode in this environment.
This section includes the following topics:
●
Prerequisites on page 19
●
Installing Avaya IP Agent on page 22
●
Reinstalling Avaya IP Agent on page 24
●
Uninstalling Avaya IP Agent on page 25
Prerequisites
This section provides information on the necessary hardware and software for successful
installation and use of Avaya IP Agent.
This section contains the minimum or recommended requirements for the following:
●
CD-ROM contents on page 19
●
Avaya communication server on page 20
●
Server hardware on page 20
●
Server software on page 21
CD-ROM contents
The Avaya IP Agent CD-ROM contains the following:
●
Avaya IP Agent installation program
●
Avaya IP Agent program files
●
Documentation in PDF format - Adobe Acrobat® Reader 5.0 or later is required to
view.PDF documents.
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Chapter 2: Installing Avaya IP Agent
●
A readme.txt file containing last minute information
Avaya communication server
The following Avaya communication servers can be used:
●
Avaya communication servers with Avaya Communication Manager software
●
Avaya communication servers with Avaya MultiVantage software
●
DEFINITY Enterprise Communication Server (ECS) R10
●
DEFINITY IP 600 R10
●
DEFINITY ONE R10
●
DEFINITY Business Communications System (BCS) R10
●
DEFINITY Guestworks R10
For the Windows Terminal Services implementation of Avaya IP Agent, the Avaya
communication server must have one or more of the following component:
●
A Control LAN Circuit Pack (C-LAN) circuit pack (TN799B or later)
Server hardware
The following topics present minimum server hardware requirements for Avaya IP Agent:
Processor
The minimum requirements for Windows Terminal Services are sufficient for Avaya IP
Agent to run properly.
Hard disk space
Avaya IP Agent requires a minimum of 30 MB per user installation. Avaya IP Agent can require
more hard disk space, depending on the amount of data stored for the phone directory, call
history, and screen pops.
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Prerequisites
RAM
The following table provides the minimum memory requirements for the Windows Terminal
Services edition of Avaya IP Agent:
Server operating system
Windows 2000 Server
Windows 2000 Advanced Server
Windows 2003 Server - Standard Edition
Windows 2003 Server - Enterprise Edition
Memory
128 MB
Networking
The desktop workstation must have one network (non-dialup) connection and one telephone
connection (DCP or analog).
Peripherals
The following peripherals are required for installation and use of Avaya IP Agent:
●
CD-ROM drive for initially accessing the product installation
●
Mouse or compatible pointing device
Note:
If you are using the minimum hardware requirements for Windows Terminal
Services, you may experience a degradation in performance when several users
are simultaneously registered with the server.
Note:
Server software
Avaya IP Agent requires the following software:
●
One of the following Microsoft Windows operating systems with Windows Terminal
Services:
- Windows 2000 Server
- Windows 2000 Advanced Server
- Windows 2003 Server - Standard Edition
- Windows 2003 Server - Enterprise Edition
●
Microsoft Internet Explorer 5.5 or later
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Chapter 2: Installing Avaya IP Agent
Note:
Avaya IP Agent for Windows Terminal Services is compatible with Citrix
MetaFrame XP Release 3.2 or later and Citrix Presentation Server 4.0 or later.
Note:
Installing Avaya IP Agent
This section provides information and procedures for installing Avaya IP Agent for Windows
Terminal Services.
Before you begin
Read and understand the following items before attempting to install Avaya IP Agent for
Windows Terminal Services:
●
After you install Avaya IP Agent to each server, you must initialize the configuration for
each user.
●
Read the readme.txt file in the root directory of the Avaya IP Agent CD-ROM for any
last-minute information.
●
If you are upgrading Avaya IP Agent, ensure that you have obtained new licenses for this
version on your DEFINITY, MultiVantage, or Communication Manager system. If you have
not done so or are unsure if you have done so, contact your Avaya representative for
assistance.
●
If you install applications for your users from the server, you should perform these
installations during off-hours because the Avaya IP Agent installation might require a
restart of the system.
Steps for installing Avaya IP Agent for Windows Terminal Services
To install Avaya IP Agent:
1. Use the Add/Remove program from the Control Panel to install Avaya IP Agent.
2. If the Avaya IP Agent installation program did not begin after the CD-ROM was inserted,
run the Launcher.exe file in the root directory of the CD-ROM.
The installation program displays the setup selection window.
3. Next to IP Agent Terminal Services Setup, select the Install button.
The installation program displays the Welcome window.
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Installing Avaya IP Agent
4. Select the Next button.
The installation program displays the Software License Agreement window.
5. Read the entire Software License Agreement carefully and select the Yes button if you
understand and agree to the terms. Selecting No will cause the installation program to exit.
6. Select the Next button.
The installation program displays the Choose Destination Location window.
7. If you want to install Avaya IP Agent in a folder other than the default, click the Browse
button in the Destination Folder dialog box and select a new location.
8. When you are satisfied with the folder in which Avaya IP Agent will be installed, select the
Next button.
The installation program displays the Setup Type window.
9. In the Setup Type window, select one of the following options and then select the Next
button:
●
Typical - This option installs the basic options in English as well as in the language of
your Microsoft Windows operating system. Proceed to Step 13.
●
Custom - This option installs the basic options in English as well as in any language
you choose. Selecting this option and then the Next button will display the Select
Language Components window where you specify the software language
components to install. Proceed to the next step.
10. Indicate the language components to install by selecting the check box next to the option.
When selecting the language components to install, ensure that the Space Required does
not exceed the Space Available that is indicated at the bottom of the window.
11. Select the Next button.
The installation program displays the Select Program Folder window.
12. Use the Select Program Folder window to specify the folder name that will appear in the
Start menu through one of the following methods:
●
You can accept the default Avaya IP Agent folder name that appears in the Program
Folders field.
●
You can enter a different folder name in the Program Folders field.
●
You can select an existing folder in the Existing Folders field in which to install the
Avaya IP Agent Start menu shortcuts.
13. Select the Next button.
The installation program displays the Shortcut and Startup Features window.
14. Select the associated check boxes for the shortcuts you want to be created.
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Chapter 2: Installing Avaya IP Agent
Note:
Note:
If you select a shortcut location but do not select any language, the install
program displays a warning indicating that you need to select at least one or
more languages.
15. If you selected one of the check boxes on the upper portion of this dialog box, you must
highlight the languages in the Select the languages you would like to have added field
for shortcuts to be created in those languages.
Note:
Note:
The option Automatically start the following version of Avaya IP Agent when
Windows is started is not available for Windows Terminal Services.
16. Select the Next button.
The installation program displays the Start Copying Files window.
This window displays the options that you selected. If you need to make any changes to
the selections you made, select the Back button until you reach the necessary window.
The install program begins copying files. When this process is complete, the View the
Release Information File window is displayed.
17. Select the check box provided in the View the Release Information File window to view
the latest information for Avaya IP Agent that could not be included in this document.
18. Select the Next button.
If you selected to view the Release Information, the installation program displays the
readme.txt file. Otherwise, proceed to Step 20.
19. When you have read the readme.txt file, close the application displaying it.
The installation program displays the final installation window.
20. Select the Finish button.
The installation program closes.
Reinstalling Avaya IP Agent
If you reinstall Avaya IP Agent for Windows Terminal Services, the process is exactly as
described in Installing Avaya IP Agent on page 22. Personalized configurations and data are
preserved.
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Uninstalling Avaya IP Agent
Uninstalling Avaya IP Agent
This section explains how to uninstall Avaya IP Agent. The uninstall program removes all files
and directories that were created during the installation of Avaya IP Agent.
Introduction
You can uninstall Avaya IP Agent using the Windows Add/Remove Programs feature.
Read-only folders that are shared with other applications are not removed. If you have added
any files or directories to the Avaya IP Agent installation directory, those files will not be
removed.
The uninstall program removes:
●
All installed Avaya IP Agent files, including all language versions
●
Folders created by the Avaya IP Agent installation
●
Log files created by Avaya IP Agent
Steps for uninstalling Avaya IP Agent
To uninstall the Avaya IP Agent application from Windows 2000 or Windows XP:
1. Close Avaya IP Agent if it is currently running.
2. In the Windows Control Panel, select Add/Remove Programs.
Windows displays the Add/Remove Programs dialog box.
3. In the Currently installed programs list box, highlight Avaya IP Agent.
4. Select the Change/Remove button.
InstallShield displays a message box asking you to confirm that Avaya IP Agent should be
removed.
5. Select the Yes button to start the uninstall process.
InstallShield displays a message box asking if you want to preserve user data.
6. Select one of the following buttons regarding preservation of user data:
●
Yes - Selecting this option saves all user data and settings so that a reinstallation of
Avaya IP Agent retains the same configuration.
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Chapter 2: Installing Avaya IP Agent
●
No - Selecting this option removes all Avaya IP Agent user data from the personal
computer.
When the uninstall process is complete, a window containing a successful message is
displayed.
7. Select the Finish button to complete the uninstall process.
8. Close the Add/Remove Programs dialog box.
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Chapter 3: Configuring the Avaya
communication server
This section provides procedures and information on how to configure the following Avaya
communication servers for use with Avaya IP Agent:
●
Avaya communication servers with Communication Manager software
●
Avaya communication servers with MultiVantage Software
●
DEFINITY Enterprise Communication Server (ECS) R10
●
DEFINITY Business Communications Server (BCS) and Guestworks R10
Before agents can receive calls with Avaya IP Agent, the Avaya communication server must be
configured to support extension assignments, IP connectivity, telephone types, and other
settings.
!
Important:
Important:
You should be familiar with administering your Avaya communication server
before attempting any of the procedures in this section. If you are unfamiliar with
the fields or settings described in this section, consult your Avaya communication
server documentation for assistance.
This section includes the following topics:
Note:
●
Required Avaya communication server circuit packs on page 27
●
Validating Feature Access Codes on page 29
●
Telecommuter configurations on page 30
Note:
The screens shown in this section are from an Avaya communication server with
the Expert Agent Selection (EAS) feature. If you do not have the EAS or some
other features on your Avaya communication server, these interfaces may differ
slightly from the screens shown. Because of this, each step in the procedure
identifies when there is a distinction between an EAS and non-EAS system.
Required Avaya communication server circuit packs
This section provides information and documentation resources for the circuit packs required by
your Avaya communication server to support Avaya IP Agent.
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Chapter 3: Configuring the Avaya communication server
The following two circuit packs are used for remote agent connections over TCP/IP with Avaya
IP Agent:
●
Control LAN Circuit Pack (C-LAN) (TN799B or later)
●
IP Media Processor
This section contains the following topics:
●
C-LAN circuit pack on page 28
●
IP Media Processor on page 28
●
Documentation on page 29
C-LAN circuit pack
C-LAN is a packet port circuit pack for Avaya communication servers that provides TCP/IP
connectivity to adjuncts for applications. It has one 10BaseT or 100BaseT Ethernet connection
and up to 16 DS0 physical interfaces for PPP connections. Two integrated modems provide
remote PPP connectivity over analog facilities. Multiple C-LAN circuit packs can be added to a
system to increase TCP/IP capacity.
This circuit pack provides data signaling over TCP/IP for Avaya IP Agent. It is used for
configurations where a data connection is made to the Avaya communication server. The voice
path does not use this circuit pack.
Note:
Note:
Avaya recommends that the TN799C V4 or later C-LAN circuit pack is used for its
increased ability to handle maximum capacities. Previous versions could
encounter difficulties when the maximum number of active endpoints is reached.
IP Media Processor
The IP Media Processor provides the transmission of voice data over an IP network. This
enables support of applications that comply with H.323-v2 protocols. It also reduces per-port
costs and improves quality through its dynamic jitter buffers. Additionally, it performs echo
cancellation, silence suppression, Dual Tone Multi-Frequency (DTMF) detection, and
conferencing.
This circuit pack provides Voice-over-Internet Protocol (VoIP) that is used where a VoIP
connection is made to the Avaya communication server.
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Validating Feature Access Codes
Documentation
For installation procedures and configuration information for the C-LAN and IP Media Processor
circuit packs, see Administration for Network Connectivity for your Communication Manager,
MultiVantage, or DEFINITY system.
Validating Feature Access Codes
This section provides the procedure for administering the Feature Access Codes (FACs) on an
Avaya communication server. Feature Access Codes are used by Avaya IP Agent to give
agents the ability to perform the following actions:
●
Change the current work mode
●
Log in
●
Log out
●
Adjust the method with which an agent receives the next call (Auto-In, Manual-In)
●
Request supervisor assistance
Before you begin
Feature Access Codes cannot be entered unless the fac capability is assigned in the dial plan.
To change settings on the Avaya communication server, you must have a user ID with the
proper administrative permissions.
!
Important:
Important:
Screens presented in this section might differ in appearance from those of your
Avaya communication server. All options on the specified forms mentioned in this
procedure are available, but might not be on the page noted.
Steps for validating Feature Access Codes
To validate Feature Access Codes:
1. Log in to the Station Administration Terminal (SAT) on the Avaya communication server.
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Chapter 3: Configuring the Avaya communication server
2. Enter display dialplan to access the dial plan form and then ensure that the fac
option is assigned in the dial plan.
If the fac option is not assigned in the dial plan, your dial plan does not currently support
Feature Access Codes. For more information on configuring your dial plan for Feature
Access Codes, see the documentation for your Avaya communication server.
3. Enter display feature-access-codes to view the feature-access-codes form.
4. Navigate to the call center portion of the feature-access-codes form.
Non-EAS Avaya communication servers will display only a subset of the access code
fields shown in the following figure.
Note:
The Feature Access Codes shown in the graphic are only an example and do not
need to be configured as such on your Avaya communication server. You are free
to determine your own Feature Access Codes.
Note:
5. Administer the Feature Access Codes for Login and Logout as well as any other FACs
that you want available for your agents.
If Feature Access Codes are not assigned, see the documentation for your Avaya
communication server to find instructions on adding Feature Access Codes.
Telecommuter configurations
If you will be using any telephone as your extension, this section provides the procedures and
information for proper administration of your Avaya communication server.
This section contains the following topics:
30
●
Ensuring compatibility on page 31
●
Configuring station settings on page 32
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Telecommuter configurations
Ensuring compatibility
In this procedure, you set features on your Avaya communication server so that Avaya IP Agent
can be used in your call center.
Before you begin
The settings for IP connections can be enabled only if your Avaya communication server
supports use of Internet Protocol (IP) for calls.
!
Important:
Important:
If any settings of your Avaya communication server do not conform with the steps
in this procedure, you must contact Avaya to purchase the appropriate options or
configuration for your Avaya communication server before you can use Avaya IP
Agent.
If you need to configure a specific range of ports to use with IP communications because of
firewalls or for some other reason, you must assign the range through both the Avaya
communication server and Avaya iClarity IP Audio. See Advanced tab on page 138 for
information on configuring port ranges on both systems.
Steps for ensuring Telecommuter station settings
To ensure that your Avaya communication server supports the Telecommuter configuration:
1. Log in to the Station Administration Terminal (SAT) on the Avaya communication server.
2. Enter display system-parameters customer-options.
The SAT displays Page 1 of the system-parameters customer-options form.
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Chapter 3: Configuring the Avaya communication server
3. Ensure that the Maximum Concurrently Registered IP Stations field is set to a number
greater than zero. This number represents the total number of IP stations that can be
connected to the Avaya communication server at one time. IP stations can consist of
Avaya IP Agent, Avaya IP Softphone, and IP telephone sets.
4. Navigate to Page 3 of the customer-options form.
5. Ensure that the IP Stations field is set to y.
6. Navigate to Page 9 of the customer-options form.
7. Ensure that the Limit field for the IP_Agent Rel. 6 Product ID is set to the number of
licenses you purchased for Avaya IP Agent R6.
Configuring station settings
This section provides the procedure for configuring station settings to support the Telecommuter
configuration.
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Telecommuter configurations
Before you begin
Before configuring station settings on the Avaya communication server, you should have
completed the procedures in Ensuring compatibility on page 31 to verify that your Avaya
communication server supports Avaya IP Agent and Feature Access Codes.
To change settings on the Avaya communication server, you must have a user ID with the
proper administrative permissions.
If the station has not yet been created, you must create it using the add station command on
the Avaya communication server.
Steps for configuring Telecommuter station settings
To change station settings to support the Telecommuter configuration:
1. Log in to the Station Administration Terminal (SAT) on the Avaya communication server.
2. Enter change station XXXXX where XXXXX is the number of the station to be used
with Avaya IP Agent.
The Avaya communication server displays the change station form for the specified
station.
3. In the Type field, enter the type of telephone that Avaya IP Agent will emulate.
Avaya recommends using one of the following telephone types because of the number of
features available and the ability to display 80 characters for contact center or call
information:
●
8434D
●
606A1
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Chapter 3: Configuring the Avaya communication server
Note:
Note:
In Telecommuter mode, Avaya IP Agent can take over the administration and
functionality of a physical Digital Communication Protocol (DCP) telephone. The
physical telephone must be one of those listed in Compatible telephone types for
Avaya IP Agent on page 14. For DCP, the physical telephone is unusable while
Avaya IP Agent is registered with its extension. The telephone will become usable
again when the Avaya IP Agent session is disconnected from the Avaya
communication server.
If you selected the 8434D type, and more feature buttons are needed for the station, enter
y in the Expansion Module field.
4. Enter one of the following options in the Port field:
●
X - This option specifies that station administration is done without hardware.
●
port - This option is used when a remote agent takes direct control of a real extension
that has a DCP connection to the Avaya communication server. Enter the port number
of the actual telephone assigned to this extension. When a remote agent logs in to this
extension using Avaya IP Agent, the actual telephone that is locally connected to the
Avaya communication server port is disabled and cannot be used.
5. Enter a number in the Security Code field that will be used as a password during the
extension login to the Avaya communication server.
If a security code is not entered, this station cannot log in to the Avaya communication
server.
6. Set the IP Softphone field to y.
7. Navigate to Page 2 of the change station form.
8. Set the Multimedia Mode field to enhanced.
9. Set the Service Link Mode field to one of the following options:
●
34
as-needed - Use this setting if the station has low call traffic or a toll is charged for
calls.
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Telecommuter configurations
●
permanent - Use this setting if the station has high call traffic or if it is set as an
auto-answer station.
10. Ensure that the IP Emergency Calls field is set to the appropriate setting for your contact
center.
11. If the Auto Answer field is set to All or ACD on the station or agent form, you must enable
the Enable support for auto-answer feature in the Avaya IP Agent Program Options
and then reboot. You can find this option under Tools > Program Options in the Avaya IP
Agent main window.
12. Navigate to Page 3 of the change station form.
13. On pages 3, 4, and 5 of the station administration forms, assign functions to each button
that you want to appear in your Avaya IP Agent Phone Features window.
You must assign the necessary agent work mode buttons that are used in your contact
center:
Note:
●
auto-in - This function makes agents available for new calls immediately after they
finish with the current call.
●
manual-in - This function makes the agent available to take a call and then places the
agent in the After Call Work (ACW) mode when the call has been completed.
●
after-call - This function places agents in the After Call Work (ACW) mode.
●
aux-work - This function places agents in the Auxiliary Work (AUX) mode. Multiple
Auxiliary Work buttons with different reason codes can be assigned to this extension.
Note:
You can configure your Avaya communication server to prompt for reason codes
when an agent enters the aux-work state.
●
release - Assignment of this feature is mandatory. This feature terminates the current
call and line appearance.
●
callr-info - This function is required only with the Call Prompting feature so that agents
are allowed to display information collected from the originator of the call. The Call
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Chapter 3: Configuring the Avaya communication server
Prompting feature obtains information from a caller through a collect-digits vector
step on the Avaya communication server.
!
Important:
Important:
The 4600, 6400, and 607A1 telephone types do not have a physical Drop button;
therefore, you must assign a drop function for each station to ensure proper
operation of the Avaya IP Agent Drop feature.
When this station is connected to the Avaya communication server, the assigned button
functions are displayed in the Avaya IP Agent Phone Features window.
You can find information on all available button functions in the documentation for your
Avaya communication server.
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Chapter 4: Using enhanced configuration
options
This section provides information and procedures for configuring advanced features in a contact
center that uses Avaya IP Agent.
This section contains the following topics:
●
Configuring the Emergency Call Handling Service on page 37
●
Configuring Alternate Gatekeeper on Avaya communication servers on page 40
●
Configuring server load balancing across gatekeepers on page 40
Configuring the Emergency Call Handling Service
The Emergency Call Handling Service (E911) allows IP Endpoints to use numbers that connect
to emergency services, such as 911 in the United States. When used, this feature reaches only
the emergency service in the Public Safety Answering Point area where the Avaya
communication server is located.
!
WARNING:
WARNING:
Because IP Endpoints do not dial to and connect with local emergency services
when dialing from remote locations, agents or extensions in remote locations
should not use this feature for emergencies.
Avaya Inc. is not responsible or liable for any damages resulting from misplaced
emergency calls made from an Avaya endpoint. Your use of this product indicates that
you have read this advisory and agree to use an alternative telephone to dial all
emergency calls from remote locations.
This section contains the following topics:
●
Administering the Avaya communication server for Emergency Call Handling on page 38
●
Administering Avaya IP Agent for Emergency Call Handling on page 38
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Chapter 4: Using enhanced configuration options
Administering the Avaya communication server for Emergency
Call Handling
See the documentation for your Avaya communication server for information on configuring the
Emergency Call Handling feature.
Administering Avaya IP Agent for Emergency Call Handling
This section provides the procedure for configuring Avaya IP Agent to use the Emergency Call
Handling Service.
Before you begin
The Avaya communication server to which you are connecting must have each extension
properly configured for the Emergency Call Handling Service before this feature can be used
through Avaya IP Agent.
Steps
To configure the Emergency Call Handling Service in Avaya IP Agent:
1. Start Avaya IP Agent.
Windows displays Avaya IP Agent and the Login window.
2. In the Login window, select the Settings button.
Avaya IP Agent displays the Settings dialog box.
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Configuring the Emergency Call Handling Service
3. Select the Emergency tab.
4. Place a check mark in the Enable emergency call handling feature check box.
5. Select the location that will be sent through the Avaya communication server for calls
placed to emergency services:
●
Your extension number XXXXXXX - Select this option button if you want your
extension number to be sent to emergency personnel. This selection is best used for
those stations within the contact center.
●
Telephone number - Select this option button if you want a telephone number other
than your extension sent to emergency services. Specify the telephone number to
send in the provided field. For example, enter a number corresponding to a Digital
Communications Protocol (DCP) telephone in your vicinity that has a fixed, known
location so that emergency personnel know where to respond. If you are unsure of a
number to enter, see your system administrator.
6. Select the OK button.
7. In the Login dialog box, select the Login button.
Any calls to emergency services will show the selected telephone number.
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Chapter 4: Using enhanced configuration options
Configuring Alternate Gatekeeper on Avaya
communication servers
Use the Alternate Gatekeeper feature when an IP Endpoint registers with an Avaya
communication server. When Avaya IP Agent registers with an Avaya communication server, a
C-LAN circuit pack IP address is sent to the IP Endpoint. If registration is successful, the Avaya
communication server sends back the IP addresses of all C-LAN circuit packs defined in the
same network region. Avaya IP Agent can use these addresses as alternatives if call signaling
on the original C-LAN circuit pack fails.
Tip:
Tip:
You can better control the usage and workload of C-LAN circuit packs by creating
network regions.
Alternate Gatekeeper configuration
For information on defining Alternate Gatekeeper addresses, refer to your Avaya
communication server documentation.
Configuring server load balancing across gatekeepers
Load balancing for an Avaya communication server refers to the ability of distributing IP
Endpoint traffic across all C-LAN circuit packs that are defined within the same network region.
Load Balancing configuration
Load balancing is achieved by defining all of the IP addresses of the C-LAN circuit packs to be
part of a network region on an Avaya communication server. After this has been completed, IP
Endpoints registering with the Avaya communication server will be automatically assigned to
the different C-LAN circuit packs in sequential order. This helps distribute IP Endpoints evenly
amongst the C-LAN circuit packs.
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Configuring server load balancing across gatekeepers
!
Important:
Important:
It is important that you use the network region feature to control which C-LAN
circuit packs are available when one pack loses connectivity. Without proper
region assignments for your C-LAN circuit packs, Avaya IP Agent could attempt
to connect to a C-LAN circuit pack that has not been properly configured or is not
intended for use with Avaya IP Agent.
For more information on defining C-LAN circuit packs within a network region, refer to the
documentation for your Avaya communication server.
Load Balancing documentation
For installation procedures and configuration information for the C-LAN and IP Media Processor
circuit packs, see Administration for Network Connectivity for your Communication Manager,
MultiVantage, or DEFINITY system.
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Chapter 4: Using enhanced configuration options
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Chapter 5: Running Avaya IP Agent
This chapter explains how to begin using Avaya IP Agent. It contains the following sections:
●
Starting Avaya IP Agent on page 43
●
Initializing IP Endpoint configurations on page 44
●
Registering with the Avaya communication server on page 47
●
Logging in as an agent (EAS) on page 49
●
Logging in as an agent (non-EAS) on page 50
●
Logging out of Avaya IP Agent on page 51
●
Exiting Avaya IP Agent on page 52
●
Using alternate user interfaces on page 52
Starting Avaya IP Agent
This section provides the procedure for starting the Avaya IP Agent application.
Steps for starting Avaya IP Agent
To start Avaya IP Agent:
1. Select the Start button from the Windows task bar.
2. Do the following step that is appropriate for your situation:
●
If you upgraded a previous version of Avaya IP Agent, select Programs > Avaya IP
Agent.
●
If you are using a new installation of Avaya IP Agent, select Programs > Avaya.
3. Select Avaya IP Agent - <language>.
The Avaya IP Agent window is displayed. Although Avaya IP Agent is now running, your
extension is not yet registered with the Avaya communication server.
4. For IP Endpoint configurations, go to Initializing IP Endpoint configurations on page 44.
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Chapter 5: Running Avaya IP Agent
Initializing IP Endpoint configurations
If you have performed a new installation of Avaya IP Agent for an IP Endpoint configuration, the
Configuration Wizard is displayed when you first start Avaya IP Agent. The Configuration
Wizard prompts you to enter the necessary configuration information for registering with an
Avaya communication server.
Steps
To configure your installation of Avaya IP Agent to register with an Avaya communication
server:
1. Start Avaya IP Agent.
Avaya IP Agent starts the Configuration Wizard automatically.
2. Select the Next button.
Avaya IP Agent displays the next window of the Configuration Wizard.
3. Select the Log into Avaya call server option.
4. Select the Next button.
Avaya IP Agent displays the next window of the Configuration Wizard.
5. Enter the necessary information in the following fields:
44
●
Extension - The extension number of the station that will be used with Avaya IP
Agent.
●
Password - The numeric password associated with the specified extension.
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Initializing IP Endpoint configurations
●
Remember password for next login session - Place a check mark in this check box
if you do not want to enter your password each time you register with the Avaya
communication server. If you are concerned with the possibility of unauthorized
persons assuming this identity, leave this check box blank.
6. Select the Next button.
Avaya IP Agent displays the next window of the Configuration Wizard.
7. In the Primary Server Address field, enter the domain name or IP address of the Avaya
communication server C-LAN circuit pack that will be used for connections.
8. In the Alternative Server Addresses field, you have the option of defining other C-LAN
circuit pack addresses that will be used should the primary address fail. This field is
optional.
Tip:
Tip:
The alternative server addresses should reside in the same network region as the
primary server address. For more information on defining network regions, see
the documentation for your Avaya communication server.
9. Select the Next button.
Avaya IP Agent displays the next window of the Configuration Wizard.
10. Select the pre-defined Dialing Location from the drop-down list. This selection will control
certain telephony properties such as area code, outside line access, and so forth.
11. Select the Next button.
Avaya IP Agent displays a warning message regarding the Emergency Call Handling
feature.
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Chapter 5: Running Avaya IP Agent
12. Read the text of this warning completely and select the I Agree button if you understand
and agree to the conditions stated in this message.
If you select the I Disagree button, the Configuration Wizard will exit or, for Windows
Terminal Services, return to a previous Configuration Wizard window.
After you select I Agree, Avaya IP Agent displays the next window of the Configuration
Wizard.
13. If you want to enable this feature, place a check mark in the Enable Emergency Call
Handling feature check box.
14. If you enabled the Emergency Call Handling feature, select the location that will be sent
through the Avaya communication server for calls placed to emergency services:
!
WARNING:
WARNING:
Because IP Endpoints do not dial to and connect with local emergency services
when dialing from remote locations, agents or extensions in remote locations
should not use this feature for emergencies.
Avaya Inc. is not responsible or liable for any damages resulting from misplaced
emergency calls made from an Avaya endpoint. Your use of this product indicates that
you have read this advisory and agree to use an alternative telephone to dial all
emergency calls from remote locations.
●
46
Your extension number XXXXXXX - Select this option button if you want your
extension number to be sent to emergency personnel. This selection is best used for
those stations within the contact center. Enter the number of digits that your contact
center uses for extensions. For DEFINITY R10 systems, extension numbers can
range from one to five digits. For MultiVantage and Communication Manager systems,
extension numbers can range from one to seven digits.
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Registering with the Avaya communication server
●
Telephone number - Select this option button if you want a telephone number other
than your extension sent to emergency services. Specify the telephone number to
send in the provided field.
This selection must be compatible with the station definition on the Avaya communication
server in the IP Emergency Calls field. Failure to use the same setting as the Avaya
communication server will result in login failure for this extension.
15. Select the Next button.
Avaya IP Agent displays the next window of the Configuration Wizard.
16. Specify the telephone or extension number that will be used to make and receive calls with
Avaya IP Agent.
17. Select the Next button.
Avaya IP Agent displays the next window of the Configuration Wizard.
18. If you do not need to go back and readjust your audio settings, select the Finish button to
complete the Configuration Wizard.
Registering with the Avaya communication server
Before you can use Avaya IP Agent, you must register Avaya IP Agent with the Avaya
communication server and register your extension through the Login window. Once you are
registered with the Avaya communication server, you can make yourself available for ACD calls
by performing an agent login.
This section provides the procedure for registering with an Avaya communication server. This
must be done so that you can use Avaya IP Agent for placing and answering calls in an IP
Endpoint configuration.
Before you begin
If you attempt to log in to an Avaya communication server that is not a DEFINITY, MultiVantage,
or Communication Manager system, Avaya IP Agent displays an Invalid Station Type error
message. You must use a DEFINITY, MultiVantage, or Communication Manager system with
Avaya IP Agent.
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Chapter 5: Running Avaya IP Agent
Setting default registration information
The Settings button on the Login window can be used to configure more advanced features
that are used with Avaya IP Agent and the Avaya communication server. For more information
on these settings, see Login Settings dialog box on page 133.
Steps for registering with an Avaya communication server
To register with the Avaya communication server:
1. When you start Avaya IP Agent, the Login window is displayed. If this window is not
displayed, select File > Station Login from the Avaya IP Agent main window.
Avaya IP Agent displays the Login window for your IP Endpoint configuration.
2. In the Extension field, enter your extension, which has been administered for Avaya IP
Agent on the Avaya communication server.
3. In the Password field, enter the numeric password for the specified extension.
4. In the Call Server Address field, enter the IP Address or name of the Avaya
communication server.
5. Ensure that the correct information is specified in the appropriate field:
●
Telephone At - This is the telephone or extension number that will receive incoming
calls. This number cannot be the same as the number entered in the Extension field.
The Avaya communication server administrator will have created a new extension to
support voice communication.
●
Dialing Location - Select the entry that contains the appropriate telephony properties
for your current location.
6. If you do not want to enter your password each time you register with the Avaya
communication server, place a check mark in the Remember password for next login
session check box. If you are concerned with the possibility of unauthorized persons
registering as this extension, leave this check box blank.
7. If you want to automatically register with the Avaya communication server when Avaya IP
Agent is started at a later time, enable the Automatically log in if possible when
application restarts check box. You must have successfully registered with the Avaya
communication server at least once in the past to use this option.
8. Select the Login button. When you successfully register with the Avaya communication
server, the controls in the Avaya IP Agent main window are enabled.
9. Avaya IP Agent displays the Verify Telephone Number dialog box upon successful
registration with the Avaya communication server. When you first start using Avaya IP
Agent, it is important that you make some test calls to verify that you have set up your
connection properly.
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Logging in as an agent (EAS)
Logging in as an agent (EAS)
After registering with the Avaya communication server, you can, as an extension, receive calls
through Avaya IP Agent. However, to receive calls from a skill, you need to log in as an agent of
that skill. This section provides the procedure for logging in to Avaya IP Agent as an agent. This
procedure is for logging in to Avaya communication servers that use the Expert Agent Selection
(EAS) feature.
Steps for logging in (EAS)
To log in to Avaya IP Agent as a member of an ACD skill:
1. In the Avaya IP Agent window, select the Login button.
Avaya IP Agent displays the Agent Login dialog box.
2. In the Agent Login dialog box, enter your agent number and password in the appropriate
fields.
3. Select the Login button.
The extension specified in the Login window will ring.
Note:
Note:
If you do not answer your telephone immediately or if you entered the wrong
number for the voice connection, Avaya IP Agent displays an error message.
Acknowledge the error message by selecting the OK button and then repeat the
login procedure.
4. Answer the telephone.
You will hear a confirmation tone, the buttons on the agent toolbar are enabled, and you
will be automatically put in the AUX-work mode.
5. To leave the AUX-work mode, select either the Auto-In or Manual-In button.
For more information about Auto-In and Manual-In work modes, see Selecting an agent
work mode on page 61.
You are now ready to begin receiving and making calls.
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Chapter 5: Running Avaya IP Agent
Logging in as an agent (non-EAS)
After registering with the Avaya communication server, you can, as an extension, receive calls
through Avaya IP Agent. However, to receive calls from a split, you need to log in as an agent of
that split. This section provides the procedure for logging in to splits through Avaya IP Agent.
This procedure is for logging in to Avaya communication servers that do not have the Expert
Agent Selection (EAS) feature.
Before you begin
In order for an agent to be able to log in to a split, Avaya IP Agent must be configured to support
a non-EAS Avaya communication server. To change the Avaya IP Agent configuration:
1. Select Tools > Program Options.
2. From the Program Options window, select the ACD Agent item from the list box.
3. Remove the check mark from the Configure program for EAS agent support check box.
4. Ensure that a check mark is present in the Prompt for agent ID and password during
agent login check box.
Note:
Note:
If this feature is not enabled, you must enter your agent ID and password through
the telephone key pad.
5. Select the OK button.
6. Close Avaya IP Agent by selecting File > Exit from the main window.
7. Restart Avaya IP Agent.
Steps for logging in (non-EAS)
To log in to Avaya IP Agent as a member of an ACD split:
1. In the Avaya IP Agent window, locate the Agent toolbar. This toolbar lists the splits
assigned to this station.
If this toolbar is not visible, select View > Toolbars > Agent.
2. On the Agent toolbar, select the split you want to log into.
Avaya IP Agent displays a menu with a Login option.
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Logging out of Avaya IP Agent
3. Select the Login option.
Avaya IP Agent displays the Agent Login dialog box.
4.
If your extension requires a password, enter the password for this split.
If you are logging in to a split that consists of only one or two digits, you may be required to
place one or more zeros in front of the split number. This is dependent on the configuration
of your Avaya communication server. See the documentation for your Avaya
communication server.
5. Select the Login button.
6. Select the split from the Agent toolbar again.
7. Select the appropriate work mode from the resulting menu.
8. For each split you want to log in to, repeat this procedure.
An agent can log in to a total of four splits.
Logging out of Avaya IP Agent
This section provides the procedure for logging out of Avaya IP Agent as an agent.
Steps
To log out of Avaya IP Agent:
1. Select the Logout button on the agent toolbar, or select Agent > Agent Logout from the
menu bar.
If the Avaya communication server has been configured to require logout reason codes,
Avaya IP Agent displays a prompt in the status bar for entry of the reason code.
2. Enter your logout reason code through the keyboard or the Dial Pad.
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Chapter 5: Running Avaya IP Agent
Exiting Avaya IP Agent
This section provides the procedure for exiting the Avaya IP Agent application.
Steps
To exit Avaya IP Agent and log out of the Avaya communication server:
1. After you have logged out as an agent, select File > Exit from the main window.
The Avaya IP Agent main window closes and your extension is logged out of the Avaya
communication server.
Using alternate user interfaces
This section provides information and procedures for the alternate user interfaces that are
available in Avaya IP Agent.
In many contact center environments, agents use many different applications simultaneously.
This can lead to overlapped application windows on the Windows desktop. This can cause
difficulties in accessing or using the necessary application windows quickly and efficiently. To
help overcome this problem, Avaya IP Agent provides three alternate user interfaces that use
much less space on the Windows desktop than the default main window. The following figure
compares interface size:
Default main window
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Alternate user interface example
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Using alternate user interfaces
Note:
Note:
The procedures in this document are written for the default main window. You will
not be able to exactly follow these procedures when you are using an alternate
user interface. However, the Program Menu button on the right side of the
interface allows you to access the most commonly used features in Avaya IP
Agent. Also, the shortcut key combinations for Avaya IP Agent do not function
while you use an alternate user interface.
AutoAnswer interface
This interface uses the least amount of space, and is intended for agents using the Auto-In and
Auto-answer features. Call-handling buttons, such as Transfer, Hold, and Release are
present. Buttons for agent work modes and Avaya IP Agent features are not available in this
interface.
Mini interface
This interface is slightly wider than the AutoAnswer interface and is intended for the contact
center agent who determines the necessary work mode, such as AUX (Auxiliary Work) and
ACW (After-Call Work). In addition to the call-handling buttons, this interface also contains
buttons for any agent work modes assigned to this extension.
Titlebar interface
When an agent is on a call, this interface is the largest of the alternate interfaces. It includes
call-handling buttons, agent work modes buttons, and buttons used to access other Avaya IP
Agent features, such as the Phone Directory and Call History window.
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Chapter 5: Running Avaya IP Agent
Selecting an alternate interface
This section provides the steps for selecting one of the three alternate user interfaces available
with Avaya IP Agent.
Steps
To select an alternate user interface.
1. From the Avaya IP Agent main window, select View > Alternate Interfaces.
2. From the branching menu, select the interface that you want to use:
●
AutoAnswer
●
Mini Interface
●
Titlebar
Avaya IP Agent displays the selected interface.
Accessing features
To access Avaya IP Agent features that are not represented by a button, click the Program
Menu button on the far right side of the interface. A menu containing login and logout options,
work modes, online help items, and features is displayed.
Returning to the main interface
To return to the Avaya IP Agent main window from an alternate user interface, click the
Maximize button next to Program Menu button on the right side of the interface.
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Using alternate user interfaces
Removing alternate user interfaces
If you do not want these interfaces available for use, remove all files located in the following
directory:
<install-directory>\Avaya\Avaya IP Agent\Skins
If you want only one interface available to agents, leave that file in the \Skins directory and
delete the other files.
Note:
Note:
Avaya IP Agent cannot recreate these files once they have been deleted.
Renaming alternate user interfaces
If you want to change the name of an alternate user interface, rename the necessary file in the
following directory:
<install-directory>\Avaya\Avaya IP Agent\Skins
Note:
Note:
Because the names of these menu items are derived from actual filenames,
these items will appear in English for international versions of Avaya IP Agent. To
cause these menu items to appear in a specific language other than English, you
must use a language-specific version of Windows and then rename the files as
needed.
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Chapter 5: Running Avaya IP Agent
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Chapter 6: Using VuStats
The VuStats feature is used to pass contact center information from the Avaya communication
server to a display on a station or extension. Supervisors and agents use this feature to monitor
contact center activity and statistics.
The VuStats window of Avaya IP Agent displays any VuStats buttons that have been assigned
to the extension by the communication server administrator.
Using Avaya IP Agent, you will be able to specify how long the program monitors each
transmission of VuStats information before it moves to the next one.
This section includes the following topics:
●
Configuring an extension for VuStats through the Avaya communication server on page 57
●
Viewing a single set of VuStats information in Avaya IP Agent on page 58
●
Adjusting intervals for monitoring VuStats on page 59
Configuring an extension for VuStats through the Avaya
communication server
For an Avaya IP Agent extension to display VuStats information, the following configurations on
the Avaya communication server must be done:
●
The extension must be assigned as a telephone type that has a display. Avaya
recommends the 8434D or 606A1 telephone types for the Telecommuter configuration.
●
The extension must have one or more buttons assigned with the vu-display feature.
Different streams of VuStats information are available by specifying the format and ID
parameters of the vu-display feature.
●
For different views and formats, multiple VuStats configurations can be assigned to the
buttons for this extension.
Configuration
For information on configuring extensions for the VuStats feature through your Avaya
communication server, see the "VuStats" section of Avaya Call Center ACD Guide.
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Chapter 6: Using VuStats
Definitions and reference material for the VuStats fields on the forms of the Avaya
communication server can be found in the Administrator's Guide for your Avaya communication
server.
Viewing a single set of VuStats information in Avaya IP
Agent
This section provides the procedure for displaying a single set of VuStats information in the
Phone Display panel of the Avaya IP Agent main window.
Before you begin
To view VuStats information in the main window of Avaya IP Agent, you must ensure that the
Phone Display panel is visible. Select the View menu from the main menu and verify that a
check mark next to the Phone Display menu item is present. If a check mark is not present,
select the item to enable it.
Before performing this procedure, the VuStats feature must have been assigned to one or more
buttons for this extension. See Configuring an extension for VuStats through the Avaya
communication server on page 57 for more information.
Steps
To display VuStats in the Avaya IP Agent main window:
1. From the Avaya IP Agent main window menu bar, select Tools > Phone Features.
Avaya IP Agent displays the Phone Features window.
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Adjusting intervals for monitoring VuStats
2. Select the VuStats information to view by double-clicking the associated entry in the
Phone Features window.
Avaya IP Agent displays the selected VuStats information in the Phone Display toolbar of
the main window.
Adjusting intervals for monitoring VuStats
When VuStats are being displayed through the VuStats Monitor, you can configure the
following time-related items:
●
Refresh Rate - The period of time that passes before focus is changed from the last line of
display in the list to the first line.
●
Display Interval - The period of time that passes before the VuStats Monitor changes
focus from one VuStats line of display to the next one in the list.
Before you begin
You should ensure that you set the VuStats Monitor time intervals so that each line of display
can be updated before the Refresh Rate changes focus to the top of the list. For example, if
you have six VuStats lines of display in the VuStats Monitor and the Display Interval is set for
10 seconds, your Refresh Rate should be 60 seconds or greater.
Tip:
Tip:
If a VuStats line of display has not been updated before the next VuStats item
begins to update, increase the Display Interval delay.
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Chapter 6: Using VuStats
Steps
To change the periods of time used in the VuStats Monitor window:
1. Start the VuStats Monitor.
2. Click the Refresh Rate button on the toolbar of the VuStats Monitor window.
Avaya IP Agent displays a menu with the following time intervals:
●
10 seconds
●
20 seconds
●
30 seconds
●
60 seconds
●
120 seconds
3. Select the interval that should pass before focus is changed from the last line of display to
the first line.
4. Click the Display Interval button on the toolbar of the VuStats Monitor window.
Avaya IP Agent displays a menu with the following time intervals:
●
5 seconds
●
10 seconds
5. Select the interval that should pass before focus is changed from one line of display to the
next line.
When focus moves to a line of display in the VuStats Monitor, the VuStats data for that
line is updated.
6. After setting one or both time intervals, click the Start button on the toolbar.
The VuStats Monitor window begins displaying VuStats information according to the time
intervals specified.
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Chapter 7: Avaya IP Agent basic
operations
This chapter contains information on the basic operations of Avaya IP Agent.
This chapter includes the following topics:
●
Selecting an agent work mode on page 61
●
Handling incoming calls on page 63
●
Transferring a call on page 67
●
Conferencing calls on page 70
●
Handling outgoing calls on page 75
Selecting an agent work mode
During the course of placing calls, receiving calls, and performing work associated with those
calls, work modes are used to indicate the availability of the agent or the work being performed.
Definitions of agent work modes
Auto-In and Manual-In
The Auto-In and Manual-In buttons are used to place an agent in the AVAIL (Available) work
mode so that the agent can receive calls.
If an agent is in Auto-In mode and completes a call, the agent is automatically available to
receive another call, or can be placed in After-Call Work (ACW) mode for an administered
length of time. When the timed ACW interval expires, the agent is automatically returned to
available status. If the agent tries to change agent modes while active on a call, the change is
not made until the agent disconnects from the call.
If the agent is in Manual-In mode and completes a call, the agent is automatically placed in
After-Call Work (ACW) mode. To become available to receive another ACD call, the agent must
manually select the Auto-In or Manual-In mode. If the agent tries to change agent modes while
not on an active call, the change takes place immediately.
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ACW (After-Call Work)
Agents use this work mode to indicate that tasks related to the previous call are being
performed. This button is not usually used in conjunction with the Auto-In feature because
agents with the Auto-In feature are made available for a new call when the current call is
completed.
This work mode can be selected while the agent is on an active call. The change will not occur
until the current call is finished and released. This work mode may not function correctly if the
agent uses it while in Auto-In mode.
AUX (Auxiliary Work)
Agents use this work mode to indicate that they cannot receive calls. Usually, this indicates that
the agent is not in the proximity of the telephone because of meals, approved periods of
inactivity, meetings, training, and so forth.
It is possible for multiple Auxiliary Work modes to be assigned to an extension as each can
possess a different reason code to indicate the various situations that an agent cannot receive
calls.
This work mode can be selected while the agent is on an active call. The change will not occur
until the current call is finished and released.
Changing work modes
The agent work modes can be changed through the following methods:
Note:
62
●
Using shortcut keys - See Shortcut keys on page 141.
●
Selecting the associated work mode button on the agent toolbar - See Agent toolbar on
page 119.
●
Selecting the work mode from the Avaya IP Agent System Tray icon - See System Tray
icon on page 121.
●
Selecting the work mode from the Agent menu in the main window - See Agent menu on
page 114.
Note:
When a work mode is active, the timer, which is displayed in the Call Information
Panel, displays the total time that the agent has been in the selected work mode.
To disable this timer, see How to remove the call timer on page 154.
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Handling incoming calls
Handling incoming calls
This section describes those functions that you will be using every day when you receive an
incoming call at your station, including answering a call and holding a call.
This section includes the following topics:
●
Answering a call on page 63
●
Holding a call on page 65
●
Releasing a call on page 66
●
Dropping a call on page 67
Answering a call
Answering a call depends on how the Avaya communication server and the network are
administered. Each contact center environment is different, which can affect the way agents
answer calls. Avaya suggests that each contact center evaluate its configuration and instruct
agents on the best way to answer calls with Avaya IP Agent. There are too many possible
Avaya IP Agent configurations to list them in this document. The following are some suggested
procedures on answering calls for different configurations.
Configuration settings for Telecommuter
The following list provides the options to set for this configuration:
●
Agent Administration for auto-answer is set to station or none.
●
Station Administration for auto-answer is set to none.
●
Station Administration has service link set to as-needed.
●
Each time a call is received, the analog or DCP telephone that provides the voice path will
ring. The personal computer will also emit a ringing sound if you have configured Avaya IP
Agent to do so.
●
Your Central Office (CO) must have the Answer Supervision feature. Contact your
telecommunication provider for more information.
Steps for answering Telecommuter calls
To answer a call for this configuration:
1. The agent should wait for the telephone to ring and then answer it. Answering of the
telephone will automatically be detected through Avaya IP Agent.
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2. After the call is completed and the calling party disconnects from the call, or after the agent
selects Release for that call, the agent should hang up the telephone if no more calls are
ringing on the Avaya IP Agent screen.
3. If there is another incoming call indicated on the screen, the agent should not hang up the
telephone, but select the Answer button for the new call appearance on the Avaya IP
Agent screen. The agent is then connected to the new call. The previous call is placed on
hold.
Note:
If an incoming call is displayed in the Avaya IP Agent main window before the
telephone rings, the agent must wait for the telephone set to ring before
answering.
Note:
Telecommuter (Auto-Answer)
Configuration settings for Telecommuter (Auto-Answer)
The following list provides the options to set for this configuration:
●
Agent Administration for auto-answer is set to station, ACD, or all.
●
Station Administration for auto-answer is set to ACD or all.
●
Station Administration has the service link set to permanent.
●
During the event of agent login, the telephone will ring to deliver the login confirmation
tone.
Steps for answering Telecommuter (Auto-Answer) calls
To answer a call for this configuration:
1. The agent should answer the telephone and do not return it to the on-hook state for the
remainder of the shift for that agent.
If the telephone is accidentally cut off or placed on-hook, the Avaya communication server
rings the telephone when it has a call to deliver. The agent must answer by picking up the
handset.
2. As with any auto-answer telephone, the Avaya communication server will provide a zip
tone (a beep) to signal that a new call has arrived.
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Holding a call
You can put a call on hold by using either the Auto Hold or Manual Hold feature.
When a call is on hold, the text on the button for the associated Call Information Panel (CIP)
changes to Reconnect.
Hold button
Reconnect
button
Using Manual Hold
To perform a Manual Hold, select the Hold button on the Phone Button toolbar. Place a call on
hold by pressing the Hold button on the telephone, if it is so equipped.
Using Auto Hold
The Auto Hold feature does not require pressing a Hold button. If you change to a second call
appearance, the first call is automatically placed on hold.
Reconnecting to a call on hold
To reconnect to a call that is currently on hold, select the Reconnect button on the appropriate
CIP. Alternatively, you may re-select the Hold button in the main window.
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Releasing a call
There are different methods for releasing a call. These methods will work only if the Release
feature has been administered for your station.
Steps for releasing a call
To release a call:
1. Do one of the following actions:
●
While on an active call, select the Release button that is located on the Call
Information Panel (CIP). You will not hear a dial tone after you select the Release
button.
●
Select the Release button that is located on the Phone Button toolbar.
●
Hang up the handset.
●
Select the Release item in the Phone Features window.
2. If you have a call on hold, you must first reconnect to it before you can release the call.
In the example below, you would have to reconnect to extension 1048 before you could
release it.
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Dropping a call
Dropping a call
Use the Drop feature when you want to disconnect from a normal call or drop the last party
added to a conference call.
To drop a call, select the Drop button located on the Phone Button toolbar. You are then
disconnected from the call and hear a dial tone.
Transferring a call
This section describes the following methods of transferring calls:
●
Basic call transfer on page 67
●
Unsupervised call transfer on page 68
●
Enhanced call transfer on page 69
Before you begin
Read and understood the following items before using the procedures described in this topic:
●
The Transfer button on the Phone Buttons toolbar can be configured for Basic,
Unsupervised, or Enhanced transfer. Use the Call Handling screen in the Program
Options dialog box to set this option. You can also choose a type of transfer that is
different from the default, by selecting Call > Transfer from the menu bar.
●
If all of your call appearances are currently in use, you can transfer a call only to an
existing call appearance, not to a new telephone number.
●
If you enable the Abort Transfer or Abort Conference feature on your Avaya
communication server, Avaya IP Agent cannot transfer or conference between active call
appearances.
Basic call transfer
Use the Basic Transfer feature to send an active call to another extension or telephone number.
With this type of transfer, you enter the number to receive the transfer through the keyboard and
then announce the call to the receiving party.
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Steps for a Basic Transfer
To transfer a call using Basic Transfer:
1. While you are on an active call, select Call > Transfer > Basic Transfer from the menu
bar.
The current call is automatically put on hold, a new Call Information Panel (CIP) is
displayed, and a dial tone is heard.
2. Using the keyboard or Dial Pad, enter the number of the party to receive the transferred
call.
3. When the receiving party answers, you can privately talk to the party and then select
Basic Transfer again to complete the transfer.
Both CIPs are no longer displayed in the main window, indicating that the transfer was
successful.
You can complete the transfer at any time after the number is entered, either during the
ringing state or after the second party answers.
You can change this call transfer into a conference by selecting Basic Conference
instead of Basic Transfer.
4. If there is no answer, the line is busy, or you decide the transfer is not needed, do the
following steps to cancel the transfer:
●
Select the Release button associated with the receiving party. This action terminates
the call to the receiving party.
●
Return to the call on hold by selecting the Reconnect button on the associated CIP.
Unsupervised call transfer
Use the Unsupervised Transfer feature to transfer an active call to another extension or
telephone number by entering the number of the receiving party into a dialog box.
Announcement of the call to the receiving party is not available in this mode.
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Steps for an Unsupervised Transfer
To transfer a call using Unsupervised Transfer:
1. While you are on an active call, select Call > Transfer > Unsupervised Transfer.
Avaya IP Agent displays the Unsupervised Transfer dialog box.
2. In the available field, enter the number to receive the current call.
3. Select OK to transfer the call.
Unlike the basic transfer, you do not have to select Transfer a second time to complete the
transfer.
The Call Information Panel (CIP) will disappear from the main window which indicates that
the transfer was successful.
Enhanced call transfer
Use the Enhanced Transfer feature to transfer the active call to another extension or telephone
number by entering the number of receiving party into a dialog box. With this mode, you have
the ability to transfer the call directly without announcing it to the receiving party or you can wait
to announce the call and then decide whether to transfer the call.
Steps for an Enhanced Transfer
To transfer a call using enhanced transfer:
1. While you are active on a call, select Call > Transfer > Enhanced Transfer.
Avaya IP Agent displays the Enhanced Transfer dialog box.
2. In the available field, enter the number of the receiving party.
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3. Select the OK button.
The caller is automatically put on hold, a new Call Information Panel (CIP) is displayed, a
dial tone is heard, and Avaya IP Agent displays a confirmation dialog box.
If you need to enter digits, such as answering prompts, use the number pad on the right
side of this dialog box. If you are on hold or are delayed for some reason, you can return to
the original call without losing this call by selecting the Switch to call on hold button and
select this button again to return to the transfer.
4. Remain on the line and wait for an answer.
5. Perform one of the following actions:
If...
Then...
The number dialed is answered
Announce the call and select the OK button in the
confirmation dialog.
Both CIPs are no longer displayed in the main
window, indicating that the transfer was
successful.
The number dialed is not answered
or is busy
Select the Cancel button in the confirmation dialog
and select the Reconnect button on the
appropriate CIP to return to the held call.
Conferencing calls
This section provides information and procedures for conferencing multiple calls together so
that all parties can communicate simultaneously.
This section contains the following topics:
Note:
70
●
Basic Conference on page 71
●
Enhanced Conference on page 73
Note:
If all of your call appearances are currently in use, you can conference only with
existing call appearances, not new telephone numbers.
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Conferencing calls
Basic Conference
Use the Basic Conference feature to connect multiple calls together so that all parties can
communicate simultaneously. With this method, you use the numbers on the keyboard or the
Dial Pad to enter the telephone numbers to conference together.
Steps for using Basic Conference
To conference a call using Basic Conference:
1. While you are active on a call, select Call > Conference > Basic Conference.
The current call is automatically placed on hold, a new Call Information Panel (CIP) is
displayed, and a dial tone is heard.
2. Use the keyboard or Dial Pad to enter the number of the party you want to add to the
conference call.
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3. When the second party answers, you can privately talk to the second party and then select
Basic Conference again to initiate the conference call.
You may initiate the conference when the number is entered, during the ringing state, or
after the second party answers.
One CIP is displayed in the main window, which displays CONFERENCE 2. indicating that
a conference is active.
You may change the conference call into a transfer by selecting Basic Transfer instead of
Basic Conference in Step 3.
4. Repeat the previous steps until you have conferenced all parties.
The single CIP displays CONFERENCE X, where X equals the number of parties
participating in the call.
Example:
If you added three parties to the call, the CIP displays CONFERENCE 3.
1. If there is no answer, the line is busy, or you decide the conference is not needed:
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●
Select the Release button associated with the party that was going to be added to the
conference.
●
Return to the held call by selecting the Reconnect button on the associated CIP.
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Enhanced Conference
Use the Enhanced Conference feature to connect multiple calls together by entering the
extensions or telephone numbers through a dialog box and then adding them to an active call.
Steps for using Enhanced Conference
To add a party to a current call, perform the following steps:
1. While you are on an active call, select Call > Conference > Enhanced Conference.
Avaya IP Agent displays the Enhanced Conference dialog box.
One call appearance
Note:
More than one call appearance
Note:
The dialog box you see may be different because it depends on the number of
call appearances that are present. If all available call appearances are active, the
dialog box does not have a New Number field. If only one call appearance is
active, the dialog box does not display the Existing Call field.
2. In the New Number field, enter the extension or telephone number of the party you want
to add to the active call.
Note:
Note:
If you have only one call appearance, the field in which you provide a telephone
number is not labeled.
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3. Select the OK button.
The current call is automatically placed on hold, a new CIP is displayed, a dial tone is
heard, and Avaya IP Agent displays a confirmation dialog box.
If you need to enter digits, such as answering prompts, use the number pad on the right
side of this dialog box. If you are on hold or are delayed for some reason, you can return to
the original call without losing this call by selecting the Switch to call on hold button and
select this button again to return to the conference.
4. When you decide to add the call to the conference, select the OK button. If there is no
answer, the line is busy, or you decide to cancel the conference, select the Cancel button.
If you selected the Cancel button, select the Reconnect button on the CIP associated with
the original call.
5. If you selected the OK button, wait for an answer.
If...
Then...
The number dialed is
answered
You can privately talk to the new party and then
select the OK button in the confirmation dialog to
add the party to the call.
One CIP is displayed in your main window, which
displays CONFERENCE 2, indicating that a
conference is active.
The number dialed is not
answered or is busy
Select the Cancel button in the confirmation dialog
and then select the Reconnect button to return to
the original call.
6. Repeat the previous steps until you have conferenced all parties.
The single CIP displays CONFERENCE X, where X equals the number of parties
participating in the call.
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Example:
If you added three parties to the call, the CIP displays CONFERENCE 3.
Any person on the conference call can hang up at any time.
1. To disconnect the last person added to the conference call, select the Drop button.
2. When the conference call is over, select the Release button.
The CIP is removed from the main window.
Handling outgoing calls
There are several ways you can make the handling of outgoing calls more efficient. You can use
a Recent Calls list, a Speed Dial number, or an Abbreviated Dial button.
Note:
Note:
In the Phone Directory, you may notice that all telephone numbers are prefixed
with a "+1" (in the United States). All external telephone numbers are displayed in
the Phone Directory in canonical format, as seen in the following example:
+1 (800) 555-1234
This format is universally constant and allows this number to be dialed from anywhere
in the world. This number is dialed only if deemed necessary through the Dialing
Properties of your personal computer.
For example, a user with a laptop may have two or more sets of Dialing Properties
configured. In the office, one set of Dialing Properties cause a number, sometimes a
"9", to be dialed to access an external line. Alternatively, the same laptop could have a
Dialing Properties set that does not use an external line number for when the user is
at home or traveling. The format of telephone numbers in the Phone Directory
ensures that all of these configurations will work without having to change the format.
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This section includes the following topics:
●
Recent Calls list on page 76
●
Using the Phone Directory on page 77
●
Administering and using Speed Dial on page 80
●
Abbreviated Dial button on page 82
Recent Calls list
You can quickly dial or re-dial recent incoming or outgoing calls by using the Recent Calls list.
Telephone numbers are not duplicated in the list, so if the last ten calls are to the same number,
the number is displayed only once in the list. Only those calls with valid telephone numbers are
added to the list.
Before you begin
Before using the Recent Calls list, read and understand the following items:
76
●
You or your system administrator can control the number of recent call numbers displayed
by setting that number in the Program Options dialog box.
●
The list can show a maximum of the last 25 unique numbers recorded in the Call History
log. Abbreviated Dial buttons or numbers dialed on active calls (pin numbers) are not
included in the list.
●
Letters that are dialed, for example, 1800GOAVAYA, are displayed in the recent calls list
as letters, not as the associated numbers.
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Steps for using the Recent Calls list
To make a call using the Recent Calls list:
1. Select the down arrow next to the Call History button.
Avaya IP Agent displays a list of previously dialed and received numbers.
2. Select the number you want Avaya IP Agent to dial.
A call appearance is created and the selected telephone number is dialed.
Using the Phone Directory
The Phone Directory feature stores contact information that you provide. Through this
interface, you can dial telephone numbers and send e-mail messages to those contacts that you
have defined.
The Phone Directory stores the types of information shown in the following list:
●
Name
●
Address
●
Email
●
Category
●
Telephone numbers
●
Notes
●
Pronunciation (Japanese version only)
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Menu bar
The following is a list of menus and menu items available for the Phone Directory window:
File
●
New - This item displays the Properties dialog and allows entry of a new contact.
●
Import
- Text File (Comma Separated Values) - This item allows you to import a .CSV file
containing contacts and their associated information.
●
Export - This item exports the Phone Directory to a comma-separated value file (.CSV)
Note:
The entries for the comma-separated values are listed below in the order that
they are displayed:
Note:
●
Name
●
Address
●
Email
●
Business
●
Business Fax
●
Home
●
Home Fax
●
Mobile
●
Assistant
●
Car
●
Company
●
Pager
●
Pronunciation (Japanese version only)
Each item must be enclosed within quotation marks.
●
Search Public Directory - This item opens the Search Public Directory window, which
can be used to search for contact information through an Lightweight Directory Access
Protocol (LDAP) service. Entries can be added to the Phone Directory from the Search
Public Directory window. For more information on this feature, see Using a Public
Directory with Avaya IP Agent on page 85.
●
Close - Selecting this item closes the Phone Directory window.
Edit
●
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Name, Number, Email, Category - Edit the displayed information for the selected contact.
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●
Delete - Delete the selected contact.
●
Properties - View all information for the selected contact.
●
Categories - Add, delete, or modify the categories defined in the Phone Directory.
●
Field Organizer - Organize the fields displayed in the Phone Directory.
View
Use this menu to determine how the entries appear in the Phone Directory window. These
items are similar to those used in Windows Explorer: Large Icons, Small Icons, List, and
Details (default).
Action
●
Call: (name) - Select this menu item to initiate a telephone call to the highlighted contact.
●
Send Email - Select this menu item to initiate an e-mail message to the highlighted
contact.
Toolbar
The toolbar of the Phone Directory window contains the following controls:
●
Name - This field allows the dynamic filtering of the entries in the Phone Directory on any
field. Select the name button to display the list of fields available for the Phone Directory.
After you select the field on which to filter, enter letters or digits in the corresponding field.
Each character entered in this field causes only those entries matching the filter to remain
visible. For example, entering the letter S causes all entries that do not begin with that
letter to be hidden. For numeric fields, any numbers entered in this field are used to filter
the entries. The filtering for numeric fields is not sequential. Any entries that contain the
string of numbers entered will remain visible. Additionally, any punctuation existing in the
entry is ignored. For example, entering the numbers 123 would match against the
following entries:
- (555) 555-1234
- (800) 123-5555
- 1 (230) 555-5555
- 512-3555
●
Dial Number - Select this button to dial the telephone number of the highlighted entry.
●
Send Email - Select this button to open an e-mail message to the highlighted entry.
●
Properties - Select this button to display a dialog box containing the details of the
highlighted entry. This dialog box also allows modification of this information.
●
Delete - Select this button to delete the highlighted entry.
●
New entry - Select this button to display the Properties dialog and enter the information
for a new contact.
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●
Categories - Select this button to display a list of all categories defined in the Phone
Directory and to filter the existing contacts. Selecting one of the categories in this list
results in only those contacts assigned to that category remaining visible.
Phone Directory window usage
Within the Phone Directory window, you can perform the following actions on a selected
contact:
●
With the mouse, right-click on an entry to display a pop-up menu containing the following
items:
- Call (contact) - Initiates a call to the selected contact.
- Send Email - Initiates an e-mail to the selected contact.
- Delete - Removes the selected contact from the Phone Directory.
- Properties - Displays a dialog box listing all information for the selected contact. This
dialog box also allows editing of that information.
●
Press the Enter key or double-click the mouse to initiate a call to a contact.
●
Press Alt + Enter to display all information for the selected contact.
●
Press the Delete key to remove the selected contact from the Phone Directory.
You can also sort the entries in the Phone Directory by clicking the title of any column. The
sorting is done based on the column selected and alternates between ascending to descending
order with subsequent clicks.
More information
The following topics provide additional information on the use of the Phone Directory window:
●
Administering and using Speed Dial on page 80
●
Searching a Public Directory on page 87
Administering and using Speed Dial
Use the Speed Dial feature to dial frequently-used telephone numbers by selecting entries from
the Speed Dial list or by pressing function keys (F2-F8) on the keyboard. Entries in the Phone
Directory can be assigned as Speed Dial numbers. A maximum of 25 telephone numbers can
be assigned to the Speed Dial list.
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Steps for assigning a Speed Dial number
To assign a telephone number in the Phone Directory to the Speed Dial list:
1. In the Avaya IP Agent main window, select Tools > Phone Directory.
Avaya IP Agent displays the Phone Directory dialog box.
2.
If...
Then...
You are creating a new entry
Select File > New... from the menu bar.
You are editing an entry
Highlight the entry and select Edit >
Properties from the menu bar.
Avaya IP Agent displays the Properties
dialog box.
3. Enter or edit the appropriate information in the Properties dialog box.
4. Place a check mark in the Speed Dial check box next to the telephone number that you
want to use as a Speed Dial number.
Avaya IP Agent displays the Speed Dial Function Keys dialog box.
5. If you want to have the telephone number for this Phone Directory entry available when a
function key, such as F2, F3, ..., F8, is pressed, select the Assign this number to a
function key option.
The Phone Directory entry appears in the F2 row.
Note:
Note:
If you want to assign this new entry to another function key, highlight it and use
the up and down arrow icons in the dialog box to move the entry to a new location
in the list.
6. When you are satisfied with the function key that this number has been assigned to, press
the OK button.
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7. In the Properties window, select the OK button to close it.
Using a Speed Dial number
To select a Speed Dial number:
1. Select the down arrow next to the Phone Directory button in the Avaya IP Agent main
window.
Avaya IP Agent displays the Speed Dial Numbers list.
2. Select the party that you want to call.
A call appearance is created and the telephone number is dialed.
Note:
Note:
If you have assigned a Phone Directory entry to a function key, you can simply
press that function key to dial the associated telephone number.
Abbreviated Dial button
If the Abbreviated Dial feature has been administered on the Avaya communication server for
your extension, you can store telephone numbers in the Phone Features window for quick and
easy dialing. Each number can be a complete or partial telephone number, an extension
number, a trunk, or feature code.
Steps for using Abbreviated Dial
To make a call using an Abbreviated Dial button:
1. Select Tools > Phone Features.
Avaya IP Agent displays the Phone Features window.
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2. In the Phone Features dialog box, select the Abbreviated Dial button associated with the
number you want to dial.
A call appearance is created and the selected telephone number is dialed.
The button label for an Abbreviated Dial is a number, whereas the button label for an
autodial button is the word autodial plus the number. This difference is shown in the
following table:
Abbreviated Dial
Autodial
51008
autodial 51008
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Chapter 8: Using a Public Directory with
Avaya IP Agent
This section provides information and procedures for the Search Public Directory feature of
Avaya IP Agent.
This feature provides access to corporate or public directory services which enable you to query
those services by any defined field.
The Search Public Directory feature is also called Search LDAP (Lightweight Directory Access
Protocol).
!
Important:
Important:
Avaya IP Agent does not support the enhancements available in LDAP v3. If you
use an LDAP v3 Public Directory service, you must use Avaya IP Agent as an
LDAP v2 client.
This section includes the following topics:
●
Defining a Public Directory service on page 85
●
Searching a Public Directory on page 87
●
Selecting the fields to display and the order on page 90
●
Identifying multiple telephone number fields on page 91
●
Deleting a Public Directory service on page 92
Defining a Public Directory service
So that you can search for information on a Public Directory (LDAP) server by using Avaya IP
Agent, a definition of the service must first be created and configured.
Steps for defining a Public Directory service
To define and configure a Public Directory service for Avaya IP Agent:
1. From the Avaya IP Agent menu bar, select Tools > Search Public Directory.
Avaya IP Agent displays the Search Public Directory window.
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2. From the menu bar of the Search Public Directory window, select File > Add Public
Directory.
Avaya IP Agent displays the Directory Properties window.
3. In the following fields, enter the necessary information:
●
Description - Enter a name by which you will identify this Public Directory server. This
field is required.
●
Server Address - Enter the network domain or IP address of the Public Directory
server. This field is required.
●
Login - If authorization is required by the Public Directory server, enter a valid user
name in this field.
●
Password - Enter the password for the user name specified in the previous field.
●
Search Root - Enter an LDAP format string representing the type of information being
sought. For example, ou=people, o=mycompany.com specifies that information
under the organization unit of “people” within the organization of “mycompany.com” is
used for the search. Refer to the documentation for your LDAP system and company
database configuration for more information on Base DN or Search Root strings.
If you are unsure of the settings for your Public Directory server, contact the administrator
of that system.
4. Select the Advanced tab if changes to the following defaults are required:
●
Port: 389
●
Search timeout: 200 (secs)
●
Maximum number of entries returned per search: 200
5. After entering all necessary information, select the OK button.
Avaya IP Agent adds this Public Directory to the list of available services and closes the
Directory Properties dialog box.
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Searching a Public Directory
After a Public Directory service has been defined, a search against that database can now be
performed. If a Public Directory service has not been defined, see Defining a Public Directory
service on page 85.
Steps for searching a Public Directory
To search a Public Directory service:
1. In the Avaya IP Agent menu bar, select Tools > Search Public Directory.
Avaya IP Agent displays the Search Public Directory dialog box.
2. To select the Public Directory service to use, start by clicking the Directory Menu button.
Directory Menu button
Avaya IP Agent displays a menu listing all defined Public Directory services.
3. From the resulting list, select the Public Directory service that you will use.
The selected item from the menu is set as the active Public Directory service and the
Directory Menu button displays its name.
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4. Click the Name field to view a list of available fields defined in this Public Directory service.
Note:
Note:
If you have not connected previously to the Public Directory service, you must
first run a query with the default settings. After this first query, all defined fields of
the service will be available.
5. Select the field through which you want to conduct your search. The data field that you
select appears as the label.
6. In the field to the right of the label, enter a string to search for within the selected data field
and press the Enter key.
Avaya IP Agent sends the query to the Public Directory service, receives the data, and
displays it in the Search Public Directory window.
For example, after setting the data type to Name, enter Smith in the field and press the
Enter key.
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Tip:
You can use an asterisk as a wildcard for a string. For example, entering the
string, j*n, returns all names beginning with a J and ending with an N with one
or more characters in between. This could include entries such as John, but also
entries such as Joseph Brown.
Tip:
7. Right-click on an entry in the set of resulting data.
Avaya IP Agent displays a pop-up menu for the entry.
8. Select an action from the following table:
If...
Then...
You want Avaya IP Agent to dial the
number listed for the selected entry
Select Call: Name.
If you have configured Avaya IP Agent to
have multiple telephone numbers for each
entry, another pop-up menu is displayed
with this list of numbers. From this second
list, select the number you want to call.
You want to compose an e-mail to the
address associated with the selected entry
Select Send Email.
You want to view all available data for the
selected entry
Select Properties.
Avaya IP Agent displays the Properties
dialog box.
You want to add this entry to your Avaya IP
Agent Phone Directory
Select Add to Directory.
Avaya IP Agent adds the name, telephone
number, and e-mail address for this
selection in the Phone Directory.
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Selecting the fields to display and the order
Avaya IP Agent allows you to select which fields from the Public Directory service will be
displayed in the Search Public Directory window.
Steps for displaying Public Directory fields
To configure which Public Directory fields will be displayed in the Search Public Directory
window after a query and in which order they will be displayed:
1. From the main window menu bar, select Tools > Search Public Directory.
Avaya IP Agent displays the Search Public Directory window.
2. From the menu bar of the Search Public Directory window, select Edit > Field
Organizer....
Avaya IP Agent displays the Field Organizer window.
Note:
Note:
If the Field Organizer window does not contain any fields, you might need to first
run a query of the Public Directory service with the default settings so that the list
of available fields can be retrieved.
3. In the Available Fields list box, highlight the field you want to add to the Search Public
Directory window.
You can highlight multiple fields in this list box by holding down the Ctrl key and clicking
the cursor on each field name.
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4. After the necessary fields have been highlighted, select the right arrow button (>) to move
the selected fields to the Show fields in this order list box.
The left arrow button (<) will remove the highlighted field from the Show fields in this
order list box.
The double arrow buttons (<< and >>) will move all fields from one list box to the other.
5. To change the order of the fields in the Show fields in this order list box, highlight the
field to move by clicking on it.
6. Use the up and down buttons at the bottom of the list box to move the position of the
highlighted field.
7. Repeat Steps 5 and 6 for the pertinent fields to set the desired order.
8. Select the OK button.
Note:
Note:
The selected fields and the associated order will not be displayed until you run a
new query.
Identifying multiple telephone number fields
Avaya IP Agent allows you to select multiple fields to be considered as telephone numbers. For
example, the Public Directory service could have several numbers assigned to an individual,
such as pager, fax, voice mail, mobile telephone, home telephone, and so forth.
When multiple telephone numbers are identified in Avaya IP Agent, the Call feature of the
Search Public Directory window will ask you to select which of these numbers you want to
call.
Steps for identifying telephone number fields
To select multiple telephone numbers to be available for the Call feature, perform the following
steps:
1. From the main window menu bar, select Tools > Search Public Directory.
Avaya IP Agent displays the Search Public Directory window.
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2. From the Search Public Directory window menu bar, select Edit > Select Phone
Numbers....
Avaya IP Agent displays the Select Phone Numbers window.
3. In the Available Fields list box, highlight the field you want to add as another telephone
number for the contact.
You can highlight multiple fields in this list box by holding down the Ctrl key and clicking
the cursor on each field name.
4. After the necessary fields have been highlighted, select the right arrow button (>) to move
the selected fields to the Phone Number Fields list box.
5. Select the OK button.
Deleting a Public Directory service
This section provides the procedure for deleting a Public Directory service from Avaya IP Agent.
Steps for deleting a Public Directory service
To delete a Public Directory service, perform the following steps:
1. From the main window menu bar, select Tools > Search Public Directory.
Avaya IP Agent displays the Search Public Directory window.
2. To select the Public Directory service to delete, click the Directory Menu button.
Avaya IP Agent displays a menu listing all defined Public Directory services.
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3. Select the Public Directory service from the Directory Menu.
The selected item from the menu is set as the active Public Directory service and the
Directory Menu button displays its name.
4. Once again, click the Directory Menu button.
Avaya IP Agent displays Directory Menu.
5. From the Directory Menu, select Remove.
Avaya IP Agent deletes the active Public Directory service from Avaya IP Agent and sets the
first remaining service as active.
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Chapter 9: Screen pops
Screen pops are used to start an application or interface when an incoming call is received by
Avaya IP Agent or when an outgoing call is placed.
Screen pops are most useful for the following actions:
●
Starting an application so that the agent can enter customer or critical information
regarding the call.
●
Viewing data based on information transmitted with the call, such as customer information,
the area from which they are calling, or the selections a customer made while being
processed through a vector.
There are two types of screen pops:
●
Windows application - This type of screen pop starts a Windows application, such as an
HTML browser, a database interface, a trouble ticket program, or a custom application.
This type of screen pop is also capable of passing parameters as part of an HTML string
when it is initialized.
●
Dynamic Data Exchange (DDE) - This type of screen pop retrieves information you specify
from a call and passes it to a DDE server or application. The DDE server or application can
then send information from its database or a file to an interface displayed on the personal
computer.
This section includes the following topics:
●
Creating a Windows application screen pop on page 96
●
Creating a DDE screen pop on page 101
●
Setting the active screen pop on page 105
●
Modifying a screen pop on page 106
●
Deleting a screen pop on page 107
Before you begin
Read and understand the following items before administering screen pops through Avaya IP
Agent:
●
Many DDE services have distinct features. For this reason, the complete syntax for a DDE
query cannot be specified in this document. For information regarding your DDE service
and how to query information from it, refer to the documentation supplied with that product.
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●
User-to-User Information (UUI) is a unique identifier that is added to an incoming call
through an external application, such as Avaya ASAI. To pass UUI, the Avaya
communication server must have the Display UUI Information feature enabled.
Additionally, the UUI feature does not support user-defined languages. This feature is only
available for incoming calls, and it requires that a uui-info button is administered for the
extension receiving the call.
Creating a Windows application screen pop
This section provides the procedure for starting a Windows application when Avaya IP Agent
receives an incoming call or an outgoing call is made.
Steps for creating an application screen pop
To create a Windows screen pop:
1. From the menu bar of the Avaya IP Agent window, select Tools > Screen Pops.
Avaya IP Agent displays the Screen Pops window.
2. Select File > New.
Avaya IP Agent displays the Screen Pops wizard.
3. Enter a name for this screen pop in the text box.
4. Ensure that the Window Explorer option button is selected.
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5. Select the Next button.
Avaya IP Agent displays the Screen Pops - Trigger window.
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6. Select the appropriate call condition from the following table:
If...
Then...
This screen pop should be run for
incoming calls
Select one of the following options to
indicate when it should start:
● Ringing - The screen pop starts
when Avaya IP Agent receives an
incoming call.
● Answered - The screen pop starts
when an incoming call has been
answered through the Avaya IP
Agent interface or by picking up the
handset in the Telecommuter
configuration.
● Missed - The screen pop starts
when the call appearance from an
incoming call disappears after not
being answered. This can be
caused by the caller hanging up or if
the call was routed to a voice mail
system after a specific number of
rings.
● Released - The screen pop starts
when the Release button is pressed
on a Call Information Panel (CIP) or
when the agent hangs up the
telephone in the Telecommuter
configuration.
This screen pop should be run for
outgoing calls
Select one of the following options to
indicate when it should start:
● Connected - The screen pop starts
when the party being called answers
the telephone.
● Released - The Screen Pop starts
when the Release button is pressed
on a CIP or when the agents hangs
up the telephone in the
Telecommuter configuration.
7. If you want the screen pop to start when an incoming call appears on a specific VDN:
a. Place a check mark in the Pop the screen only when the VDN is check box.
b. In the associated field, enter the VDN name (up to 15 characters) that will cause this
screen pop to run.
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8. Select the Next button.
Avaya IP Agent displays the Screen Pop - Action window.
9. In the field provided, enter one of the following items:
●
A Uniform Resource Locator (URL) address - This refers to a Web page. This could
also include CGI scripts, java scripts, or many other Web-enabled tools.
●
A filename - This can be any filename with an extension specified in the Windows
Registry as having an associated application that is used to open it, for example,.HTM,
.DOC, and .TXT. If a filename is specified that does not have a valid application
association in the Registry, Windows will display an error message.
10. Calls contain information that can also be included in this field as parameters of a URL
address string. To include call information parameters with a URL string, select the arrow
to the right of the field to display the Insert Call Data menu.
The information that may be available for retrieval from a call are:
●
Caller Name (%n) - Passes the name of the other party on the call, if available
●
Caller Number (%m) - Passes the telephone number of the other party on the call, if
available
●
Prompted Digits (%p) - Passes the digits the caller selected while being processed
through a vector, if available.
●
VDN (%v) - Passes the VDN name through which the call was connected
●
UUI (%u) - Passes User-to-User-Information that was collected by the Avaya
communication server from a centralized application.
●
Start Time (%s) - Passes the time when the telephone call was received by Avaya IP
Agent
●
Date (%d) - Passes the current date when the telephone call is received by Avaya IP
Agent
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!
Important:
Important:
These parameters cannot be used for passing arguments to an executable
program.
You may also specify these parameters manually within the URL address string.
11. After entering the URL address or filename, select the Next button.
12. If you specified any parameters to be used in the Action window, you are presented with
the Format Call Information window for each parameter. In this window, you can specify
the number of characters or digits used for that parameter in the screen pop.
If you want to limit the number of characters presented for each parameter, do the
following steps:
a. Enable the check box on the specific parameter screen.
b. Use the Number of characters to include and Location fields to adjust the
boundaries of the string.
c. After you have specified the boundaries of the parameter string, select the Next
button.
If more than one parameter was specified in the Action dialog box earlier, the Format Call
Information for the next parameter is presented. Select the Next button when you have
finished configuring each parameter.
If there are no more parameters to configure, Avaya IP Agent displays the Testing dialog
box.
13. Select the Test button to verify that the configuration of this screen pop works as intended.
If you are using parameters in your screen pop, you will be presented with another dialog
box that allows you to enter Caller Name, Caller Number, Prompted Digits, VDN, and
UUI as test information. Select the Continue button when all necessary test information
has been entered in these fields.
Avaya IP Agent starts the screen pop.
14. After you have confirmed that the test of the screen pop was successful, close the screen
pop and select the Next button on the Testing window.
Avaya IP Agent displays the Setup Completed window.
15. Select the Finish button.
Avaya IP Agent saves this screen pop and displays it in the Screen Pops window.
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Creating a DDE screen pop
This section provides the procedure for starting a DDE screen pop when Avaya IP Agent
receives an incoming call or when an outgoing call is made.
Steps for creating a DDE screen pop
To create a DDE screen pop:
1. From the menu bar of the Avaya IP Agent window, select Tools > Screen Pops.
Avaya IP Agent displays the Screen Pops window.
2. Select File > New.
Avaya IP Agent displays the Screen Pops wizard.
3. Select the Dynamic Data Exchange (DDE) option button.
4. Select the Next button.
Avaya IP Agent displays the Screen Pops - Trigger window.
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5. Select the appropriate call condition from the following table:
If...
Then...
This screen pop should be run for
incoming calls
Select one of the following options to
indicate when it should start:
● Ringing - The screen pop starts
when Avaya IP Agent receives an
incoming call.
● Answered - The screen pop starts
when an incoming call has been
answered through the Avaya IP
Agent interface or by picking up the
handset in the Telecommuter
configuration.
● Missed - The screen pop starts
when the call appearance from an
incoming call disappears after not
being answered. This can be
caused by the caller hanging up or if
the call was routed to a voice mail
system after a specific number of
rings.
● Released - The screen pop start
when the Release button is pressed
on a Call Information Panel (CIP) or
when the agent hangs up the
telephone in the Telecommuter
configuration.
This screen pop should be run for
outgoing calls
Select one of the following options to
indicate when it should start:
● Connected - The screen pop starts
when the party being called answers
the telephone.
● Released - The screen pop starts
when the Release button is pressed
on a CIP or when the agent hangs
up the telephone in the
Telecommuter configuration.
6. If you want the screen pop to start when an incoming calls appears on a specific VDN:
a. Place a check mark in the Pop the screen only when the VDN is check box.
b. In the associated field, enter the VDN name (up to 15 characters) that will cause this
screen pop to run.
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7. Select the Next button.
Avaya IP Agent displays the Action window.
8. In the Action window, enter the necessary DDE information for the following fields:
●
Service - A string expression that identifies an application or DDE server that can
participate in a DDE conversation. Usually, the application argument is the file name of
a program for a Windows-based application. Do not specify the .EXE extension of the
program
●
Topic - A string expression that is the name of a topic recognized by the application
argument. This will be the second parameter of the DDEInitiate() function.
!
Important:
Many DDE services have distinct features. For this reason, complete syntax for a
DDE query cannot be specified in this document. For information regarding your
DDE service, refer to the documentation supplied with that product.
Important:
9. Select which option will be used for the DDE conversation from the following list:
●
Execute command - A string expression that specifies a command recognized by the
server application. The string will only be changed to input caller information. The
syntax must match the syntax required by the DDE program. For example, if
embedded quotes are necessary, such as "name=""Smith""", you must enter the
text string with all required quotation marks.
●
Poke Item - A string expression that is the name of a data item recognized by the topic
specified by the DDE Initiate() function.
Data - A string containing the data to be supplied to the other application.
10. Enter the appropriate information in the fields for the selected option. Use the arrow button
to the right of the Execute command or Data fields to specify information for Avaya IP
Agent to retrieve from the telephone call and pass to the DDE conversation.
The information that may be available for retrieval from a call are:
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●
Caller Name (%n) - Passes the name of the other party on the call, if available
●
Caller Number (%m) - Passes the telephone number of the other party on the call, if
available
●
Prompted Digits (%p) - Passes the digits the caller selected while being processed
through a vector, if available.
●
VDN (%v) - Passes the VDN name through which the call was connected
●
UUI (%u) - Passes User-to-User-Information that was collected by the Avaya
communication server from a centralized application.
●
Start Time (%s) - Passes the time when the telephone call was received by Avaya IP
Agent
●
Date (%d) - Passes the current date when the telephone call is received by Avaya IP
Agent
You may also specify these parameters manually within the string.
11. If you specified any parameters to be used in the Action window, you are presented with
the Format Call Information window for each parameter. In this dialog box, you can
specify the number of characters or digits used for that parameter in the screen pop.
If you want to limit the number of characters presented for each parameter, do the
following steps:
a. Enable the check box on the specific parameter screen
b. Use the Number of characters to include and Location fields to adjust the
boundaries of the string.
c. After you have specified the boundaries of the parameter string, select the Next
button.
If more than one parameter was specified in the Action window earlier, the Format Call
Information window for the next parameter is presented. Select the Next button when you
have finished configuring each parameter.
If there are no more parameters, Avaya IP Agent displays the Testing window.
12. Select the Test button to verify that the configuration of this screen pop works as intended.
If you are using parameters in your screen pop, you will be presented with another dialog
box that allows you to enter Caller Name, Caller Number, Prompted Digits, VDN, and
UUI as test information. Select the Continue button when all necessary test information
has been entered in these fields.
Avaya IP Agent starts the screen pop.
13. After you have confirmed that the test of the screen pop was successful, close the screen
pop and select the Next button on the Testing window.
Avaya IP Agent displays the Setup Completed window.
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14. Select the Finish button.
Avaya IP Agent saves this screen pop and displays it in the Screen Pops window.
Setting the active screen pop
This section provides the procedure for specifying which screen pop will be set as the one used
for incoming or outgoing calls.
Steps for setting an active screen pop
To set the active screen pop:
1. From the Avaya IP Agent main window menu bar, select Tools > Screen Pops.
Avaya IP Agent displays the Screen Pops window.
2. In the Name column, place a check mark next to the screen pops to use for all subsequent
telephone calls.
It is possible to set multiple screen pops as being active if those screen pops do not
conflict in their selection criteria. For example, if two or more screen pops are set to
activate during a Ringing call, but are set for different VDNs, all of these can be active at
the same time.
3. Close the Screen Pops window.
Avaya IP Agent saves this selection and uses the selected screen pops for any
subsequent call, if applicable.
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Modifying a screen pop
This section provides the procedure for modifying a screen pop that has already been created.
Steps for modifying a screen pop
To modify a screen pop:
1. From the Avaya IP Agent main window menu bar, select Tools > Screen Pops.
Avaya IP Agent displays the Screen Pops window.
2. Choose the screen pop that you want to modify and double-click it.
Avaya IP Agent opens the Screen Pops wizard and populates it with the data configured
for this screen pop.
3. For each dialog, change the necessary configuration as needed and select the Next
button to continue for each one.
See Creating a Windows application screen pop on page 96 or Creating a DDE screen
pop on page 101 for specific information on each window of the Screen Pops wizard.
4. When you reach the Setup Completed window, select the Finish button.
Avaya IP Agent saves the changes made to the screen pop and closes the Screen Pops
wizard.
5. Close the Screen Pops window.
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Deleting a screen pop
This section provides the procedure for deleting a screen pop from Avaya IP Agent.
Note:
Note:
Deletion of a screen pop cannot be undone.
Steps for deleting a screen pop
To delete a screen pop:
1. From the Avaya IP Agent main window menu bar, select Tools > Screen Pops.
Avaya IP Agent displays the Screen Pops window.
2. Highlight the screen pop to be deleted by clicking on it.
3. From the menu bar, select Edit > Delete.
The selected screen pop is deleted.
4. Close the Screen Pops window.
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Chapter 10: Dialog Reference
This section provides descriptions of the graphical interfaces used in Avaya IP Agent and their
basic functionality. Only those interfaces not described through other sections of this document
are described here.
This section contains the following topics:
●
Main window and menus on page 109
●
Avaya IP Agent option dialogs on page 123
●
Login Settings dialog box on page 133
●
Volume and Ringer Settings dialog box on page 140
Main window and menus
This section describes the menus and panels in the Avaya IP Agent main window.
This section includes the following topics:
●
Menu bar on page 109
●
Toolbars on page 117
●
Information panels on page 120
●
System Tray icon on page 121
Menu bar
The Avaya IP Agent main window provides full-function, multi-line telephony support on your
personal computer. This window is also used to access all the features found in Avaya IP Agent.
This section defines all of the items available in the Avaya IP Agent menus. Some menus and
menu items are available only when they are valid for your current configuration. For example,
the Call menu is not available in an IP Endpoint configuration when a call is not currently active.
Other menus, menu items, and buttons on the interface will be disabled when the associated
functionality cannot be used because of configuration, call instance, or agent work mode.
This section contains the following topics:
●
File menu on page 110
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●
Edit menu on page 111
●
Call menu on page 112
●
View menu on page 113
●
Agent menu on page 114
●
Tools menu on page 115
●
Audio menu on page 116
●
Settings menu on page 116
●
Help menu on page 117
File menu
The following items are available on the File menu:
110
●
Station Login, Station Logout - These items appear as the first item in this menu. They
are used for logging the station or agent in and out of the Avaya communication server.
This menu item varies between these two possibilities depending on your current login
state.
●
Import Settings - Selecting this menu item gives you the ability to open a file containing
settings from another Avaya IP Agent installation and apply those settings to this
installation.
●
Export Settings - Selecting this menu item saves the settings from this installation of
Avaya IP Agent to a file. This file can then be re-imported to this personal computer or to
another personal computer with Avaya IP Agent.
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Note:
When exporting and importing settings, most name changes to features in the
Phone Features or Personal Phone Features windows are made on a per
extension basis. To ensure that name changes are made for all extensions,
right-click on the feature and select the Rename (All Extensions) item from the
resulting menu.
Note:
Exported settings are platform-dependent. If you export Avaya IP Agent settings from
a Windows XP personal computer, do not import the settings to a personal computer
that uses a different operating system.
Imported and exported files include the following settings:
- All settings available in the Program Options window
- Screen pops
- Lightweight Directory Access Protocol (LDAP) settings
- Personal Phone features
- Phone features
- Abbreviated Dialing settings
- Call Center features
- Telephone button labels
- Audio settings
- Speed-dial settings
●
Exit - Selecting this menu item closes Avaya IP Agent after making the necessary logouts
for the agent and the extension.
Edit menu
The following items are available on the Edit menu:
●
Cut - Removes any highlighted text in the Number field and places it on the Windows
clipboard.
●
Copy - Copies any highlighted text in the Number field and places it into any Windows
application such as Notepad or Word.
●
Paste - Retrieves the last item placed on the Windows clipboard from any Windows
application such as Notepad or Word and places it in the Number field.
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Call menu
The Call menu is available only when a call is made or received.
The following items are available on the Call menu:
●
Release - Terminates an active call.
●
Drop - Disconnects from a call without requiring you to hang up the handset, turn off the
speakerphone, or press the switch hook.
!
Important:
Important:
6400-series telephones must have a Drop button administered on the Avaya
communication server in order for the Drop feature in the Avaya IP Agent window
or menus to function properly.
●
Hold - Places a call on hold until you can return to it. While the call is on hold, you can
place another call, activate a feature, or answer another call.
●
Transfer - Sends a call from your extension to another extension or outside number. Use
this feature when the other party on the call needs to speak with someone else. There are
three different types of transfers available.
The following types of call transfers are available with Avaya IP Agent:
- Basic Transfer - Select Transfer, dial the number on the keyboard or the Dial Pad,
announce the call, and select Transfer again.
- Unsupervised Transfer - Select Transfer, enter the number to be called in the
displayed dialog box, and select the OK button to transfer the call. You are not able to
talk to the party receiving the transferred call with this type of transfer.
- Enhanced Transfer - Select Transfer, enter the number to be called in the displayed
dialog, and select OK. You can announce the call and then, in the displayed message
box, select OK to complete the transfer or Cancel to abort the transfer.
●
Conference - Adds other parties to a call. There are two different types of conferences
available.
The following types of call conferencing are available with Avaya IP Agent:
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- Basic Conference - Select Conference which displays another call appearance. Dial
the number of the party to add to the conference through the keyboard or the Dial Pad,
announce the conference to the new party, and select Conference again to add the
new party.
- Enhanced Conference - Select Conference which displays a dialog box. Enter the
number to call in the appropriate field, and select the OK button. After you announce
the conference to the new party, select the Yes button in the resulting message box to
add the new party.
View menu
The following items are available on the View menu:
●
Phone Display - Enabling this item displays a panel above the status bar. This panel can
display information from sources such as VuStats or call-prompting digits.
●
Dial Pad - Enabling this item displays a Dial Pad window, which contains a series of
numbers and symbols resembling a telephone keypad. Use your mouse to dial numbers
on the Dial Pad.
●
Toolbars > Show Labels - Enabling this item displays labels for the buttons on the Phone
buttons toolbar, the Agent toolbar, and the Phone features toolbar.
●
Toolbars > Phone Buttons - Enabling this item displays the Phone buttons toolbar, which
contains buttons for the Drop, Transfer, Conference, and Hold functions.
●
Toolbars > Dial Number - Enabling this item displays the Dial Number toolbar, which
provides a field for entering digits. It also contains the buttons used to access the Call
History feature, the Phone Directory feature, the Dial Pad, and the Search Public Directory
feature.
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●
Toolbars > Audio Control -This item is not supported for the Windows Terminal Services
edition of Avaya IP Agent.
●
Toolbars > Agent - Enabling this item displays the Agent toolbar, which an agent can use
to change their work modes. It also contains a Login/Logout button for agents.
●
Toolbars > Phone Features - Enabling this item displays the Phone features toolbar,
which is populated with previously selected folders from the Phone Features window.
When you select a folder on this toolbar, a list is displayed with all of the available features
that are currently assigned to that folder.
●
Toolbars > Feature Buttons - Enabling this item displays the Feature button toolbar,
which is populated with previously selected buttons from the Phone Features window.
Buttons on this toolbar have an associated lamp that identifies the status of the feature the
button represents.
●
Toolbars > Headset - Enabling this item displays the Headset toolbar, which contains a
button for answering a call or creating a new call appearance when a call is not currently
active.
●
Status Bar - Enabling this item displays the Status Bar at the bottom of the Avaya IP Agent
main window. The Status Bar displays different types of information, such as current
activity, notification of voice messages, the state of Avaya IP Agent, and tooltips.
●
Alternate Interfaces - This menu item lists all alternate user interfaces that have been
installed with Avaya IP Agent. The alternate user interfaces use much less desktop space
than the default interface. See Using alternate user interfaces on page 52 for more
information.
Agent menu
The following items are available on the Agent menu:
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●
Agent Login - This item displays the Agent Login dialog box for entering your EAS Agent
login ID number and password.
●
Agent Logout - This item enables you to log out so that calls are not routed to this
extension.
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●
Auto-In Mode - This is an Automatic Call Distribution (ACD) work mode. Agents in the
Auto-In mode are available to receive new calls upon completion of the current call.
●
Manual-In Mode - This is an ACD work mode. Agents must use the Manual-In feature to
re-enter the AVAIL (Available) work mode from the AUX (Auxiliary Work) work or the ACW
(After Call Work) work mode.
●
After Call Work (ACW) - This is an ACD work mode that indicates that an agent is
performing tasks related to the last call.
●
Auxiliary Work Mode (AUX) - This is an ACD work mode that indicates that an agent is
not available to receive an ACD call. Depending on how the ACD is administered, the AUX
work mode can require that agents provide a reason code before the work mode can be
assigned. Multiple Auxiliary Work buttons with different reason codes can be assigned to
an extension.
●
Assist - This item initiates a request for assistance from a skill supervisor.
Tools menu
The following items are available on the Tools menu:
●
Phone Features - Selecting this item displays the Phone Features window which, lists
the feature buttons that have been assigned to this extension.
●
Personal Phone Features - Selecting this item displays the Personal Phone Features
window, which is used to create a smaller list of phone features that are used often or for
ease of access.
●
Call History - Selecting this item displays the Call History window, which displays a log of
all calls received by this extension. This log includes name, number, date, time, duration,
and call notes.
●
Phone Directory - Selecting this item displays the Phone Directory window, which is
used to store names, addresses, phone numbers, and other information. See Using the
Phone Directory on page 77 for more information.
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●
Search Public Directory - Selecting this item displays the Search Public Directory
window, which allows you to search Lightweight Directory Access Protocol (LDAP) servers
by any field defined in the public directory. See Using a Public Directory with Avaya IP
Agent on page 85 for more information.
●
Screen Pops - Selecting this item displays the Screen Pops window, which lists all the
screen pops that are defined on this personal computer. See Screen pops on page 95 for
more information.
●
VuStats Monitor - Selecting this item displays the VuStats Monitor window, which is used
to view the VuStats information being sent to this extension. See Using VuStats on
page 57 for more information.
●
Program Options - Selecting this item displays the Program Options dialog box for
Avaya IP Agent. See Avaya IP Agent option dialogs on page 123 for more information.
Audio menu
Note:
The playing of ring sounds through Windows Terminal Services is supported
when the client uses Microsoft Remote Desktop and Citrix ICA software. The
client cannot access the server through Terminal Services Client software.
Note:
The following item is available on the Audio menu:
●
Volume and Ringer Settings - Selecting this item displays the Volume and Ringer
Settings dialog box. Through this dialog box, you can adjust the volume for your ringer or
mute it.
For more information, see Volume and Ringer Settings dialog box on page 140.
Settings menu
Note:
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Note:
This menu is not supported for the Windows Terminal Services edition of Avaya
IP Agent.
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Main window and menus
Help menu
The following items are available on the Help menu:
●
Contents - Selecting this item displays the table of contents for Avaya IP Agent online
help.
●
About Avaya IP Agent - Selecting this item displays the About dialog box which provides
product information for Avaya IP Agent.
Toolbars
This section provides descriptions and additional information on the toolbars of the Avaya IP
Agent window. Toolbars contain buttons that provide quick access to specific commands and
tools. Toolbars can be added or removed from the main window by selecting each one in the
View menu on page 113.
This section contains the following topics:
●
Toolbar locations on page 117
●
Phone buttons toolbar on page 118
●
Dial Number toolbar on page 118
●
Agent toolbar on page 119
●
Phone features toolbar on page 119
●
Feature button toolbar on page 119
●
Audio Control toolbar on page 120
●
Headset toolbar on page 120
Toolbar locations
Each toolbar can be moved to any location in the main window.
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To move a toolbar:
1. Move the mouse pointer on the far-left side of the toolbar until the mouse pointer changes
its appearance to the resizing icon.
2. Click and hold the left mouse button.
3. Drag the toolbar to the necessary location. The toolbar will change positions as you move
it over different areas of the main window.
4. When the toolbar is correctly positioned in its new location, release the left mouse button.
Phone buttons toolbar
The Phone buttons toolbar provides quick access to the basic phone buttons: Hold, Drop,
Transfer, and Conference.
The Transfer and Conference buttons provide drop-down lists that allow the agent to select the
type of transfer or conference to make.
Dial Number toolbar
The Dial Number toolbar contains the Number field for entering telephone numbers to dial.
Additionally, this field can be used to enter the first characters of a name from the Phone
Directory. If the first character of the string entered in this field is a letter, the title of the field will
be changed from Number to Name. When you enter a partial name in this field and press the
Enter key or click the telephone button on the right side of the field, a list is displayed with all
entries in the Phone Directory that match the string of characters.
For example, entering Sm in the field and pressing the Enter key could display a pop-up menu
with the following entries in the Phone Directory:
This field will search for entries only in the Phone Directory. It cannot be used to search a
public directory (LDAP).
This toolbar also contains the following features that you can access with a single click:
●
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Dial Pad window
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Main window and menus
●
Phone Directory window
●
Speed-dial drop-down list
●
Call History window
●
Recent call drop-down list
●
Search Public Directory window
Agent toolbar
The Agent toolbar provides buttons for agent login and logout, as well as agent work modes for
Avaya communication servers with Expert Agent Selection (EAS).
Note:
Note:
If multiple Auxiliary Work buttons with differing reason codes are assigned to this
extension, an arrow is displayed to the right of the Aux Work button. When you
select this arrow, a menu that lists all of the Auxiliary Work reason codes is
displayed. Select the appropriate reason code from this menu.
Phone features toolbar
The Phone features toolbar can display one or more folders from the Phone Features window.
When you click a button in this toolbar, Avaya IP Agent displays a list of the items contained
within the associated folder.
To display items on this toolbar, open the Phone Features window, right-click on the folder that
you want to display, and select Display on Toolbar.
Note:
Note:
This toolbar can support a maximum of seven buttons.
Feature button toolbar
The Feature button toolbar can display one or more items from the Phone Features window.
To display items on this toolbar, open the Phone Features window, right-click on a feature that
you want to display, and select Display on Toolbar.
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Note:
This toolbar can support a maximum of seven buttons.
Note:
Audio Control toolbar
This toolbar is not supported for the Windows Terminal Services edition of Avaya IP Agent.
Headset toolbar
The Headset toolbar contains a button used to toggle the headset or handset on and off hook.
Note:
If this station has been set as a 606A1 phone type on the Avaya communication
server, this button may not function properly in the Telecommuter configuration.
Note:
Information panels
This section contains descriptions and information on the areas of the main window that display
information to the user.
There are three different types of panels in Avaya IP Agent, which are described in the following
topics:
●
Call Information Panel on page 120
●
Agent Information Panel on page 121
●
Phone Display Panel on page 121
Call Information Panel
Avaya IP Agent displays the Call Information Panel (CIP) only during incoming and outgoing
calls. It provides information about the call, such as call status, call display, call duration. It also
displays an Answer/ Release/ Reconnect button.
If a call is currently active and the other party is listed in the Phone Directory, that name is
displayed in the CIP instead of the information passed from the ACD.
The call status, incoming, outgoing, or on-hold, is displayed in the first section. Right-click the
CIP to display a pop-up menu containing available options for this call, such as hold, transfer,
and conference.
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Main window and menus
The timer in this panel displays the amount of time that has elapsed for a call and the work done
in a subsequent non-active work mode, such as ACW. When an agent enters Auto-In or
Manual-In mode, the timer is reset to 0.
Note:
Note:
To disable the call timer, see How to remove the call timer on page 154.
Agent Information Panel
Avaya IP Agent displays the Agent Information Panel when agent status information is available
and no calls are currently active. If you are logged in as an agent, the status information also
includes the current agent work mode.
Phone Display Panel
The Phone Display Panel is a 40-character display that is located above the Status Bar. This
display area is updated automatically with call-related and non-call-related information from the
Avaya communication server, such as call-prompting digits, VuStats data, and the local date
and time display from the ACD. Only those telephone types that are capable of displaying 80
characters are compatible with this feature. See Compatible telephone types for Avaya IP
Agent on page 14 for compatible telephone types.
System Tray icon
The Avaya IP Agent System Tray icon is an easy way to access commonly used features and to
change your agent work mode.
To display the System Tray icon menu, right-click the icon.
If you are not logged in as an agent, the work mode entries in this menu will not be displayed.
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Placing calls through the System Tray icon
If you highlight a telephone number, right-click the selection, and select Copy, that number is
saved to the Windows clipboard. Then, if you right-click the Avaya IP Agent System Tray icon,
the top item of the resulting pop-up menu will display the telephone number that you copied to
the clipboard.
Allow for calling telephone numbers with letters, such as 1-800-GO-AVAYA.
Avaya IP Agent
System Tray icon
dialing item
Call handling with the System Tray icon
The Avaya IP Agent System Tray icon can also be used to access common telephone
functionality, such as placing a call on Hold.
To use the capability, you must be on a call when you right-click the System Tray icon.
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Avaya IP Agent option dialogs
Avaya IP Agent option dialogs
Use the Program Options dialog box to configure the many feature areas of Avaya IP Agent.
Select Tools > Program Options... to display this dialog box.
This section contains descriptions for the following panels of the Program Options dialog box:
●
General Settings panel on page 123
●
ACD Agent panel on page 124
●
Call Handling panel on page 125
●
Call History panel on page 126
●
Call Information Display panel on page 127
●
User Interface Options panel on page 128
●
External Number Format panel on page 129
●
Event Logging panel on page 130
●
Voice Message Number panel on page 131
●
Feature Access panel on page 132
General Settings panel
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The General Settings panel contains the following items:
●
PASTE Feature Access Code - This feature is not supported for the Windows Terminal
Services edition of Avaya IP Agent.
●
Enable automatic login - When this check box is enabled, Avaya IP Agent attempts to
register with the Avaya communication server when started. It will use the information that
was last used for a successful registration with the Avaya communication server.
●
Enable support for auto-answer - When this check box is enabled, Avaya IP Agent
automatically connects an incoming call without requiring the agent to pick up the handset
or select the Answer or headset buttons on the main window. For this functionality, the
auto-answer feature on the Avaya communication server must be assigned to this
extension. After activating support for auto-answer, you must restart Avaya IP Agent.
●
Enable software update using HTTP - This feature is not supported for the Windows
Terminal Services edition of Avaya IP Agent.
ACD Agent panel
The ACD Agent panel contains the following items:
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●
Configure program for EAS agent support - When this check box is enabled, Avaya IP
Agent supports the Expert Agent Selection (EAS) feature for Avaya communication
servers. Otherwise, Avaya IP Agent supports a non-EAS environment. EAS environments
use skills and non-EAS environments use splits.
●
Prompt for agent ID and password during agent login - When this check box is
enabled, Avaya IP Agent displays a dialog box when an agent requests a login to the
Avaya communication server. The dialog box prompts the agent for agent ID and
password.
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Avaya IP Agent option dialogs
●
Save agent password during agent login - When this check box is enabled, Avaya IP
Agent saves the password of an agent after a successful login.
●
Automatically log into the ACD - When this check box is enabled, Avaya IP Agent
attempts to automatically log the agent in to the Avaya communication server after
successful extension registration.
Call Handling panel
The Call Handling panel contains the following items:
Note:
●
Call Transfer - Use Basic Transfer - Selecting this option sets the default transfer mode
to the basic method.
●
Call Transfer - Use Unsupervised Transfer - Selecting this option sets the default
transfer mode to the unsupervised method.
●
Call Transfer - Use Enhanced Transfer - Selecting this option sets the default transfer
mode to the enhanced method.
●
Call Conferencing - Use Enhanced Conference - Enabling this check box sets the
default conferencing mode to the enhanced method. Otherwise, Avaya IP Agent uses the
basic conferencing mode.
Note:
The default transfer mode in this panel is changed if you select a different transfer
mode from the main window. For example, if you set Use Basic Transfer in this
panel, but select to use an Enhanced Transfer from the main window, Use
Enhanced Transfer is now set as the default in this panel.
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Call History panel
The Call History panel contains the following items:
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Log incoming calls - When this check box is enabled, Avaya IP Agent makes a record of
all calls received at this station in the Call History log.
●
Log outgoing calls - When this check box is enabled, Avaya IP Agent makes a record of
all calls made from this station in the Call History log.
●
Months to keep calls in log - Use this field to specify the number of months for which
records are stored in the Call History log.
●
Number of recent calls displayed - Use this field to specify the number of records that
are displayed when you click the Call History quick list on the Dial Number toolbar.
●
Clear history - Selecting this button clears all records from the Call History log.
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Avaya IP Agent option dialogs
Call Information Display panel
The Call Information Display panel contains the following items:
●
Display call information on the title bar during a call - When this check box is enabled,
Avaya IP Agent displays information about the active call in the title bar of the main
window.
●
Replace call information with phone directory entry - When this check box is enabled,
Avaya IP Agent uses the information from the Phone Directory if the telephone number
for the active call is found. If the telephone number for the active call is not found, the call
information from the Avaya communication server is displayed.
●
Display call information using Japanese font - When this check box is enabled, Avaya
IP Agent displays all information in Japanese. This feature is available only if the Japanese
version of Avaya IP Agent was installed.
●
Enter the size of the font to be used to display call information on Call Information
Panel - Use this field to select the point size of the font that Avaya IP Agent uses to display
call information in the Call Information Panel on the main window.
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User Interface Options panel
The User Interface Options panel contains the following items:
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●
Always display the main window on top - When this check box is enabled, Avaya IP
Agent always appears in the foreground of your Windows desktop, in front of all other
application windows.
●
Display tooltips for toolbars - When this check box is enabled, tooltips appear when the
mouse cursor is placed over buttons on the toolbars of the main window.
●
Display letters on the dialpad - When this check box is enabled, the Dial Pad displays
the letters that correspond to the numbers on the number pad of a telephone.
●
Display the Shortcut icon in the system tray - When this check box is enabled, the
Avaya IP Agent icon is displayed in the System Tray on the Windows task bar.
●
Incoming Calls - Display the main window for incoming calls - When this check box is
enabled and a call is received, the main window is displayed in front of any other
application windows that are currently open.
●
Incoming Calls - Flash window for incoming calls - When this check box is enabled,
the title of the main window in the task bar flashes when a call is incoming. This behavior
resembles selection and de-selection of the window.
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Avaya IP Agent option dialogs
External Number Format panel
Note:
The first three controls in this panel are automatically disabled if you have set
your dialing properties for the United States. The controls are only available for
those countries outside of the United States.
Note:
For countries outside the United States, information must be provided in this panel
regarding the format of telephone numbers within the country. Using this panel, you
can set the maximum and minimum length of telephone numbers used within the
country, including city codes. This information determines when the code for another
country should be added to a telephone number so that the number can be stored in
the correct format.
The External Number Format panel contains the following items:
●
Maximum number of digits in city code - Specify the number of digits that are dialed for
telephone numbers that use a code to identify a city.
●
Minimum number of digits in phone number, including city code - Specify the fewest
number of digits that can be used to dial an external call. This number should also include
the code used to identify a city.
●
Maximum number of digits in phone number, including city code - Specify the largest
number of digits that can be used to dial an external call. This number should also include
the code used to identify a city.
●
Enable 7 digit dial plan for internal calls - Enable this check box if your contact center
uses a seven-digit dial plan. Dial plans of more than five digits are available only through
MultiVantage or Communication Manager systems. When this check box is enabled,
Avaya IP Agent treats a dialed number consisting of seven digits as an internal extension.
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Event Logging panel
The Event Logging panel contains the following items:
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●
Enable logging for IP Agent - When this check box is enabled, all associated program
activity is recorded. Avaya support personnel use this information to determine the cause
of any problems with Avaya IP Agent.
●
View Log - Select this button to display the Avaya IP Agent log file.
●
Monitor - Select this button to display the Events Monitor window. This window displays
all Avaya IP Agent events that are recorded with the logging feature. This window displays
information only if the Enable logging for IP Agent check box is enabled.
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Avaya IP Agent option dialogs
Voice Message Number panel
The options on this dialog determine what action is taken when you click the voice message
icon in the System Tray.
Note:
This icon is displayed only when voice messages exist for an extension.
Note:
The Voice Message Number panel contains the following items:
●
Do nothing - Avaya IP Agent does not initiate any action when you click the icon.
●
Dial this number - Select this option and provide a telephone number or extension to dial
in the associated field. When you click the icon, Avaya IP Agent dials the number in this
field.
●
Use Application - Select this option and provide the path and filename of an executable
program file for Avaya IP Agent to run when you click the icon.
●
Goto URL - Select this option and provide a Uniform Resource Locator (URL) address
that will be opened when you click the icon.
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Feature Access panel
!
Important:
Important:
In order for the Disable Modification feature to function properly, an
administrative password must be set through the Set Password button. If a
password is not set, the Disable Modification check box can have a check mark
placed in it, but it cannot restrict users from modifying any options because a
password must be used for validation.
Use the Feature Access panel to restrict users from administering or making changes to the
various features of Avaya IP Agent. When any changes are made to these feature areas, you
must restart Avaya IP Agent for these restrictions to take effect.
The Feature Access panel contains the following items:
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●
Feature List - Each of the Avaya IP Agent areas listed in this box can be protected from
modifications. To select a feature area, click on the feature in this list.
●
Disable Access - When this check box is enabled, users are restricted from accessing the
specified feature panel. This option is not available for the Program Options feature.
When access to a feature is disabled, the feature does not appear in the menus on the
menu bar of the main window.
●
Disable Modification - When this check box is enabled, users cannot alter the feature.
●
Disable Selection - When this check box is enabled, users cannot activate a screen pop
by double-clicking it in the Screen Pops window.
●
Set Password/Enter Password - Select this button to display the Change Password...
dialog box. When you enter a password, the options for the Feature Access dialog box
cannot be changed until the proper password is entered.
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Login Settings dialog box
Note:
The Event Logging panel is always available, even if you have restricted access
to all features. In this manner, agents can activate logging without administrator
intervention. You should need to record event logs only if they are requested by
Avaya technical support personnel.
Note:
Login Settings dialog box
Use the Login Settings dialog box to specify the necessary data for the Telecommuter
configuration. This dialog box is accessed by pressing the Settings button on the Login
window that is used to register with an Avaya communication server.
This section contains the following topics:
●
Login tab on page 134
●
Call Server tab on page 135
●
Audio tab on page 136
●
Emergency tab on page 137
●
Advanced tab on page 138
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Login tab
The Login tab of the Login Settings dialog box contains the following controls:
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●
Extension - The extension number used in conjunction with Avaya IP Agent.
●
Password - The numeric password associated with the specified extension number.
●
Remember password for next login session - When this check box is enabled, the
Login window retains the password used to register this extension number with the Avaya
communication server. If you are concerned about the possibility of unauthorized persons
assuming this identity, leave this check box blank.
●
Automatically login if possible when application restarts - When this check box is
enabled, logging in to the Avaya communication server is attempted automatically when
Avaya IP Agent is started.
●
Dialing Location - Specify the dialing configuration that Windows should use when
making telephone calls. For example, an agent using a notebook computer may have one
configuration that dials 9 for an outside line when in the office, and a separate
configuration that does not dial 9 when the notebook computer is used in other locations.
●
Properties - Select this button to display or modify the configuration specified in Dialing
Location list.
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Login Settings dialog box
Call Server tab
The Server tab of the Login Settings dialog box contains the following controls:
●
Primary Server Address - This field contains the domain name or IP address of the
Avaya communication server that this extension will connect to.
●
Alternate Server Addresses - This list box is automatically populated after registration of
the Avaya communication server, specified in the Primary Server Address field,
completes successfully. If communication with the primary Avaya communication server
fails after Avaya IP Agent successfully registers with it, Avaya IP Agent attempts to use the
other Avaya communication servers in this field.
●
Number of alternate servers - This area displays the number of communication servers
that are available in the Alternate Server Addresses field.
●
Add - This button allows manual addition of an Avaya communication server to the list of
alternate Avaya communication servers.
●
Remove - Select this button to remove the currently highlighted communication server in
the Alternate Server Addresses list. Removing an Avaya communication server from the
list in this manner affects only the current Avaya IP Agent session. If you log off from the
Avaya communication server or shut down Avaya IP Agent and then reconnect, this list of
alternate server addresses is again refreshed from the list kept on the Avaya
communication server.
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Audio tab
The Audio tab of the Login Settings dialog box contains the following controls:
136
●
Road Warrior (Voice over IP) - This field is not supported for the Windows Terminal
Services edition of Avaya IP Agent.
●
Bandwidth Setting - This field is not supported for the Windows Terminal Services edition
of Avaya IP Agent.
●
Telecommuter - Select this option to specify that the data channel is routed through the
personal computer using Internet Protocol and that voice communications are conducted
through a telephone. This is the only option available for the Windows Terminal Services
edition of Avaya IP Agent.
●
Telephone at - Enter or select the telephone number through which voice communications
are to be conducted.
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Login Settings dialog box
Emergency tab
The Emergency tab of the Login Settings dialog box contains the following controls:
●
Enable Emergency Call Handling feature - When this check box is enabled, Avaya IP
Agent notifies the Avaya communication server that this endpoint supports this feature and
that emergency calls placed from this endpoint should transmit the specified telephone or
extension number to emergency services.
●
Your extension number - Select this option if you want your extension number to be
transmitted to emergency services personnel when an emergency call is made.
●
Telephone number - Select this option if you want a specific telephone number to be
transmitted to emergency services personnel when an emergency call is made. Enter the
telephone number in the associated field. See Configuring the Emergency Call Handling
Service on page 37 for more information regarding this feature.
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Chapter 10: Dialog Reference
Advanced tab
The Advanced tab of the Login Settings dialog box contains the following controls:
●
Choose from the following port range to communicate with the server - When this
check box is enabled, Avaya iClarity IP Audio will use the port range that you specify in the
associated fields. This feature is used to restrict the Avaya iClarity IP Audio to a limited
range of ports with which to communicate through a network firewall. Avaya iClarity IP
Audio uses the UDP and TCP/IP protocols in association with this range.
Note:
The range specified must cover a range of at least 100 ports.
Note:
●
Lowest port number - Enter the lowest port that Avaya iClarity IP Audio will use. The
minimum for this field is 1025.
●
Highest port number - Enter the highest port that Avaya iClarity IP Audio will use. The
maximum for this field is 65535.
Audio Port Range Administration
On the Avaya communication server, use the UDP Port Range fields on the IP Network
Region administration screen to configure the port selections for an IP endpoint.
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Login Settings dialog box
Prior to administering the audio port range values, you must set the IP network region with
which the endpoint will be associated. See the documentation for your Avaya communication
server for information on network regions.
It is important that the intersection of the audio port ranges set for Avaya iClarity IP Audio and
for the Avaya communication server overlap by at least 100 ports. In the event that the overlap
is less than 100, the range reported by the Avaya communication server is ignored.
For example, if the port range is set to 51000-51100 and the Avaya communication server
reports an audio port range of 50950-51005, then the overlap is 5 and Avaya iClarity IP Audio
ignores the range reported by the Avaya communication server.
Note:
Note:
The Avaya communication server may require that you enable ports 1719 and
1720 on your firewall for proper communication.
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Chapter 10: Dialog Reference
Volume and Ringer Settings dialog box
The Volume and Ringer Settings dialog box contains the following applicable items:
Ringer
Note:
140
●
Volume - Use this slider to adjust the volume of the sound that is played through your
speakers or headset that occurs when you receive an incoming call.
●
Mute - Enable this check box to eliminate any sound that indicates an incoming call.
Note:
The unavailable fields you see displayed on this window are not supported for the
Windows Terminal Services edition of Avaya IP Agent.
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Appendix A: Shortcut keys
This section contains quick reference information for shortcut keys.
Shortcut keys refer to key combinations that you can use to invoke a particular command. For
example, to place a call on hold, you can press Ctrl + H. Some of the most commonly used
shortcut keys are shown in this section. In order for shortcut keys to work as documented, the
Avaya IP Agent window must have focus as the current application.
Shortcut key functions
This section contains the shortcut keys that can be used when the Avaya IP Agent is the
currently selected window on your desktop. These shortcut keys are divided into the following
categories:
●
Call features on page 141
●
Agent features on page 142
●
Avaya IP Agent features on page 142
●
Windows features on page 143
Call features
To...
Press...
Place a call on hold
Ctrl + H
Transfer a call
Ctrl + T to dial the number and then again
to transfer the call
Conference another party
Ctrl + F to dial the number and then again
to conference the call
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Appendix A: Shortcut keys
Agent features
To...
Press...
Log in
Ctrl + Ins
Log out
Ctrl + Del
Change to After Call Work (ACW) mode
Ctrl + W
Change to Auxiliary Work (AUX) mode
Ctrl + A
Change Available mode assignment to automatic (Auto-In)
Ctrl + I
Change Available mode assignment to manual (Manual-In)
Ctrl + M
Request supervisor assistance (Assist)
Ctrl + S
Mark an event log entry
Ctrl + E
Use this key combination
to place an identifier on a
line in the event log. This
can be used to indicate
when you notice a
problem. This feature is
only available when the
event logging feature is
enabled.
Avaya IP Agent features
142
To...
Press...
Display the Call menu for an incoming call
Alt + C
Display the Call History window
Alt + H
Display the Phone Directory window
Alt + D
Display the Search Public Directory window
Alt + S
Display online help
F1
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Shortcut key functions
To...
Press...
Exit Avaya IP Agent or close the current active window
Alt + F4
View the Properties of the selected item in the Search
Public Directory, Screen Pops, or Phone Directory
windows.
Alt + Enter
Windows features
To...
Press...
Alternate between running applications
Alt + Tab
Cut selected text to the clipboard
Ctrl + X
Copy the selected text to the clipboard
Ctrl + C
Paste clipboard contents to the selected area
Ctrl + V
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Appendix A: Shortcut keys
144
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Appendix B: Language support
This section contains quick reference information for supported languages.
Untranslated components
The following Avaya IP Agent components are provided only in English:
●
Installation
●
Event log
●
Avaya IP Agent internal files
●
Shortcut keys
●
readme.txt file
●
Uninstall program
Supported languages for Avaya IP Agent
The following languages are supported with Avaya IP Agent:
●
English (US)
●
Italian
●
French
●
German
●
Portuguese (Brazilian)
●
Spanish
●
Japanese
●
Korean
●
Chinese (Simplified)
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Appendix B: Language support
The English version of Avaya IP Agent can be installed on supported operating systems using
the languages specified above. Other language versions of Avaya IP Agent can be installed
only on supported operating systems using that language. For example, the German version of
Avaya IP Agent can be installed only on supported operating systems using German.
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Appendix C: Troubleshooting
This section contains information used for troubleshooting problems with Avaya IP Agent. It is
divided into the following topic areas so that it is easy for you to locate the information that you
need:
●
Login on page 148
●
Making and receiving calls on page 150
●
Other on page 152
●
Alternative solution possibilities on page 154
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Appendix C: Troubleshooting
Login
This section lists those problems associated with registering with the Avaya communication
server and logging in as an agent.
148
Problem
What to do
Cannot register with the Avaya
communication server.
Check for a valid configuration:
● Avaya IP Agent has limited support for
firewalls and Virtual Private Networks
(VPN). See Advanced tab on page 138
for more information on configuring
Avaya IP Agent for use with VPNs.
● An Avaya communication server earlier
than DEFINITY R10 cannot be used for
Avaya IP Agent. MultiVantage and
Communication Manager servers are
fully supported.
● Ensure that the network connection
from the personal computer is
operating normally.
● Ensure that the integrated firewall
feature of Windows XP is disabled. If
this feature is enabled, iClarity IP Audio
cannot function properly.
Agents cannot log in to EAS.
Ensure that the following administration
items have been addressed:
● Feature Access Codes are
administered.
● If the Avaya communication server has
the station set for Auto-answer, ensure
that Avaya IP Agent has the Enable
support for auto-answer option
enabled in the Program Options
window.
● Ensure that the station is configured for
an AUX button. Without this button,
agents cannot log in correctly if the
Avaya communication server is
configured so that agents must enter
AUX work mode when logging in to
EAS.
You changed your login extension but the
Avaya communication server does not
recognize your login.
Restart your personal computer and
attempt the login procedure again.
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Login
Problem
What to do
The agent does not seem to be logged in
because all of the icons are still disabled.
Verify the following configuration items:
● On the Avaya communication server,
verify that the station has the following
work mode features assigned to
buttons. If these buttons are not
assigned to the station, Avaya IP Agent
cannot enable the work modes on
Agent toolbar:
- Auto-in or Manual-in
- After Call Work (ACW) (optional)
- Auxiliary Work (AUX).
● On the Avaya communication server,
verify that the first AUX work mode
button assigned to the station has a
blank reason code or a reason code of
0.
The agent logs in but is immediately logged
out.
If the station or agent is administered as
auto-answer on the Avaya communication
server, you must activate Enable support
for auto-answer in the Program Options
for Avaya IP Agent. After changing this
setting in Avaya IP Agent, you must restart
Avaya IP Agent for the change to take
effect.
Agents are logged off repeatedly from EAS
or the Avaya communication server.
●
●
Ensure that the network is not having
stability problems or failures in service.
On the Avaya communication server,
ensure that the Auto-In field for the
agent is set to station and not aux.
Also, ensure that the Enable
automatic login option in the Program
Options dialog for Avaya IP Agent is
activated.
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Appendix C: Troubleshooting
Making and receiving calls
This section lists problems that are associated with placing outgoing calls and receiving
incoming ACD calls through Avaya IP Agent.
Problem
What to do
Agents cannot place calls.
●
●
●
150
Avaya IP Agent Installation and User Guide
Ensure that the agent is logged in.
Check the Windows Dialing Properties
to rule out improper number formatting.
Dialing rules must conform to the
dialing rules of the country in which the
Avaya communication server resides.
Ensure that calling cards are not being
used.
May 2006
Making and receiving calls
Problem
What to do
Picking up the handset does not
automatically answer the incoming call
displayed in the Avaya IP Agent window.
●
●
●
The Avaya IP Agent main window does not
display that a call is incoming until the
second or third ring.
The main window is very slow in displaying
the Call Information Panel for an incoming
call.
●
●
●
Ensure that the Service Link
Mode: for the station is set to
as-needed.
Ensure that the Enable support for
auto-answer option is disabled. This
option is found in the Program
Options in Avaya IP Agent. If this
option is enabled, disable it and then
reboot your personal computer.
The auto-answer feature must be
configured in Avaya IP Agent and for
the station definition on the Avaya
communication server.
The processor of the personal
computer is being used too heavily. To
resolve this problem, close one or more
applications to decrease the load on
the processor.
A virus scanning program is monitoring
and validating the activity of the
executable files for Avaya IP Agent and
any log files. To resolve this problem,
configure the virus scanning
application to not scan the directory
where Avaya IP Agent was installed.
By default, this location is as follows:
C:\Program Files\Avaya\
Avaya IP Agent
Alternatively, you can configure your
virus scan program to scan instances
only where program files are written to
instead of all file types. This will
decrease the necessity of your virus
program to scan the log files that are
modified in Avaya IP Agent when a call
is received.
Ensure that there is enough network
bandwidth for Avaya IP Agent to
receive the data channel information in
a timely manner.
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Appendix C: Troubleshooting
Other
This section lists general problems that one might encounter with Avaya IP Agent.
Problem
What to do
Collected digit information is not displayed.
●
●
152
You must have a callr-info button
assigned for non-Callmaster
telephones so that collected digit
information is displayed. Buttons are
configured for extensions through the
change station command on the
Avaya communication server.
Ensure that VuStats is deactivated.
This can be done by double-clicking on
the Normal Mode button in the Phone
Features window.
User-to-User-Information (UUI) is not being
displayed.
On the Avaya communication server,
ensure that the UUI IE Treatment field in
the Trunk-Group definition form is set to
service-provider.
The Call Information Panel (CIP) is not
displaying any data.
This problem can occur if you are
emulating a phone type that is normally
configured to display 40 characters of
information and it is currently in use
because of VuStats, Q-call, or if it is already
busy with information from another
incoming call. You can either change the
phone type emulation to one that displays
80 characters of information or disable
VuStats so that the call information panel is
not committed to displaying this
information. See Compatible telephone
types for Avaya IP Agent on page 14 for
telephones that support 80 character
displays.
Touch-tones are not sent when the agent
presses the buttons of the number pad on
the telephone.
This situation occurs because the data
portion of the Telecommuter configuration
is sent through Avaya IP Agent on the
personal computer and not the telephone.
Use the Dial Pad or the personal computer
keyboard to enter numbers where Dual
Tone Multi-Frequency (DTMF) signals are
needed.
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Other
Problem
What to do
Avaya IP Agent is reacting slowly.
The Event Logging feature of Avaya IP
Agent can inhibit product performance. If
you are not working with Avaya support
personnel to solve a problem with Avaya IP
Agent, this feature should be disabled.
The settings for one Avaya IP Agent
installation were exported, but the import
did not seem to work on another
workstation.
●
●
Ensure that you are not trying to use
exported settings from an Avaya IP
Agent installation on another operating
system. Setting exports from an
operating system, such as Microsoft
Windows 2000, cannot be imported on
a different operating system, such as
Microsoft Windows XP.
If you are renaming items from the
Phone Features or Personal Phone
Features windows, you must use the
Rename (All Extensions) option.
Otherwise, the name change only
occurs for the specific extension
number.
The button feature assignments were
changed for this extension, but the
assignments either are not displayed in
Avaya IP Agent or they fail to work.
Do the first item in the following list. If the
first item does not correct the problem, use
the subsequent items that are appropriate
for your configuration.
● Select Tools > Phone Features from
the main window and then select
Rebuild All from the menu bar on the
Phone Features window.
● For IP Endpoint configurations, exit and
restart Avaya IP Agent.
Phone Feature buttons do not work or are
performing a different function.
If you are logging in as a different extension
than the one that was just used with Avaya
IP Agent, you must reboot the personal
computer and log in again to regain these
functions.
The agent was in Auto-In mode, received a
call, and selected the After Call Work
mode. When the call was finished, the work
mode changed back to Auto-In.
If the agent needs to use the After Call
Work mode consistently, use the Manual-In
work mode instead of the Auto-In work
mode.
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Appendix C: Troubleshooting
Problem
What to do
The folders in the Phone Features window
are not in the appropriate language.
This problem occurs when multiple
languages are installed for Avaya IP Agent.
When first opened, the Phone Features
window displays the names of the folders in
the language version of Avaya IP Agent
that is currently running. However, if you
change to a different language version, the
folders in this window retain the language
used when the window was first opened. To
reset the folders to the current language,
select File > Rebuild All from the menu
bar on the Phone Features window. This
action will reset all folders and features.
Any customization you may have made to
feature names will be lost.
How to remove the call timer
The call timer can be removed from Call
Information Panels by editing the following
entry in the Registry:
[HKEY_LOCAL_MACHINE\SOFTWARE\Avaya\
Avaya IP Agent\Config\Settings]
"HideCallTimer"=dword:00000001
Fatal errors are occurring when the Call
History window is opened.
This could be a sign that the Avaya IP
Agent database is corrupt. To resolve this
problem, uninstall and reinstall Avaya IP
Agent. Any data stored in the database
previous to this action is lost.
Alternative solution possibilities
If the information in this section did not solve your problem, it is possible that areas other than
Avaya IP Agent are at fault. You can investigate the following areas for solutions:
154
●
Firewall configurations
●
Network configurations and available bandwidth
●
Speed and available resources of the personal computer being used with Avaya IP Agent
●
Problems with the Central Office (your telephone service provider)
●
Network failures (WAN/LAN)
●
Problems occurring in the other party’s telephone system
●
Avaya communication server configuration problems
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Glossary
Abbreviated Dial
Feature
Allows the agent to store telephone numbers, that the agent selects, for quicker
and easier dialing by selecting a single button. Each number can be a complete
or partial telephone number, an extension number, or a trunk or feature code.
ACD
See Automatic Call Distribution (ACD).
Active Call
A call appearance state where the voice (talk) path between two parties has
been connected.
ACW
See After Call Work (ACW).
Add/Remove
Programs
A Microsoft Windows feature that allows you to remove programs that have
been installed on your computer. The Add/Remove Programs component is
found in the Control Panel.
After Call Work
(ACW)
An ACD agent work mode in which agents are performing tasks related to a
previously completed call. In this mode, the agents are unavailable to receive
ACD calls.
Agent
A person who receives calls that are delivered from a split or skill.
Agent Mode
An agent logs into an Avaya communication server with a specific agent ID,
which is associated with certain assigned skills and configuration settings. Do
not confuse this with registering as an extension with the Avaya communication
server as an agent must first register as an extension before logging in with an
agent ID.
Logging in as an agent enables the Agent toolbar in the main window.
Agent Skill
A centrally-defined attribute that is associated with an EAS ACD agent ID,
which represents a certain ability or assignment for that agent. An agent can be
assigned up to 20 skills. The meaning of each Agent Skill is customizable.
Examples of what could be considered skills are: the ability to speak a
particular language or the expertise to handle a certain product.
Agent work mode
A feature of agent call handling. Agent work modes are the different call work
modes and call states an agent can be in (logins, logouts, After Call Work, AUX,
and so forth). Data about these states is displayed in the history log.
Agent toolbar
A toolbar that provides buttons for agent login and logout and agent modes,
such as Auto-In, Manual-In, and After Call Work.
Alternate
Gatekeeper
A feature of Avaya communication servers that notifies IP endpoints of all IP
addresses for a network region. If communication fails with an IP address on
the Avaya communication server, Avaya IP Agent attempts to reconnect with
another IP address within the same network region.
Alternate User
Interface
Avaya IP Agent interfaces that use much less space on the Desktop than the
main window.
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Assist
Assist
Allows an agent to request assistance (whether on an active ACD call or not)
from the split or skill supervisor by pressing the Assist button or by putting the
call on hold and dialing the Assist feature access code, followed by the split
group number. The agent must be logged into the split or skill.
Auto-answer
An Avaya communication server feature where calls directed to an agent are
connected without any action required on the part of the agent. An agent can
begin conversing with the other party without having to accept the call by
activating a call appearance or releasing the switch hook.
Autodial
A telephone feature where a single button is used to dial a complete telephone
number.
Auto-In
An ACD work mode. In the Auto-In mode, when an agent disconnects from a
call, that agent is automatically available to receive another ACD call.
Automatic Call
Distribution (ACD)
A method of call distribution where EAS agents are placed in groups called
skills. An EAS agent can be logged into up to 20 skills simultaneously. EAS
distributes calls to the extension of an agent that possesses the necessary skill.
Automatic Number
Identification (ANI)
A service that provides the telephone number of an incoming call.
AutoPlay
A Microsoft Windows feature that causes an application on a CD-ROM to run
without any user interaction as soon as the CD-ROM is inserted into the drive.
AUX
See Auxiliary Work (AUX) mode.
AUX RC
See Auxiliary Reason Code (AUX RC).
Auxiliary Reason
Code (AUX RC)
A numeric code that describes the reason for entering the AUX work mode,
such as lunch or meetings. This Expert Agent Selection (EAS) feature enables
a contact center to track the time of an agent more precisely.
Auxiliary Work
(AUX) mode
An ACD agent work mode indicating that the agent is unavailable (for example,
observing a pre-defined period of inactivity or in training) to receive an ACD
call.
Available
An agent state in which the agent is able to accept an ACD call. This is a
sub-state of the Auto-In and Manual-In modes.
Avaya
communication
server
A DEFINITY, MultiVantage, or Communication Manager system. These
systems receive and distribute communications throughout a contact center.
Avaya IP Softphone
Avaya IP Softphone is an Avaya product that enables you to log in to an Avaya
communication server as an extension. Avaya IP Softphone does not support
agent login and cannot co-reside with Avaya IP Agent.
Bandwidth
The maximum number of digital bits that can pass through a communications
channel every second. For example, Ethernet 10BaseT has a maximum
bandwidth of 10 megabits per second.
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DDE
Basic Conference
A mode of joining multiple parties to the same call. Up to five parties can be
added, for a total of six on a call. The agent selects Conference, dials the
number through the keyboard, talks to the party, and selects Conference again.
See also Enhanced Conference.
Basic Transfer
A transfer mode that sends the current call to another telephone number or
extension. The agent remains on the line until the call is answered and can
announce the call. See also Enhanced Transfer and Unsupervised Transfer.
Call appearance
A call connected to an extension. Most telephone types can support multiple
call appearances simultaneously. Each call appearance is represented with a
Call Information Panel in the main window.
Call Information
Panel (CIP)
A single panel (40-character display) that displays information about a single
call, such as caller name, call duration, status icon, and control buttons, such as
Answer/Release and Reconnect.
Call Prompting
An Avaya communication server feature that routes incoming calls based on
information entered by the calling party, such as an account number. The caller
is prompted to select options from those listed in an announcement. See
Prompted digits for related information.
Call Work Code
A numeric sequence, up to 16 digits, entered by an agent that identifies the type
of call received by the agent. These codes are user-defined and administered
on the Avaya communication server.
CIP
See Call Information Panel (CIP).
Circuit pack
Expansion modules that can be used to expand a DEFINITY, MultiVantage, or
Communication Manager server. For Avaya IP Agent, the required circuit packs
are related to IP communications.
Comma-separated
values
Fields and records in a text file that are delimited by commas. This is a simple
form of a database.
Communication
Manager
The software used in Avaya communication servers. Communication Manager
systems succeed and surpass DEFINITY and MultiVantage systems.
Communication
server
A general term for Avaya DEFINITY, MultiVantage, and Communication
Manager systems.
Conference
See Basic Conference or Enhanced Conference.
Connected
A trunk state in which a caller and an agent are able to converse on an ACD
call.
Contact center
A location where communications are received and placed. These
communications can be telephone calls, e-mail, Web-based instant messaging,
and others.
DDE
See Dynamic Data Exchange (DDE).
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DEFINITY ECS
DEFINITY ECS
DEFINITY Enterprise Communications Server (ECS). The DEFINITY ECS is a
telecommunications system that routes voice and data information between
various endpoints, such as telephones, terminals, and computers. It provides
highly robust networking capabilities and includes an extensive set of standard
features, such as Attendant Consoles, Voice Processing Interface, Call
Coverage, DS1/E1 Connectivity, Hospitality Support, Recorded Announcement,
and Trunk-to-Trunk Transfer. It also allows for the addition of optional features
and upgrades to the system as business needs change.
Delimited text file
A file containing fields, records, and values that are separated by commas,
tabs, semicolons, or other characters.
Dial Pad
An Avaya IP Agent dialog box that displays the 12 characters available on a
telephone.
Dial Number button
A button on the Dial Number toolbar that an agent uses to go off-hook and
initiate a dial tone or to dial the digits previously entered in the Number text box.
Dial Number toolbar
A toolbar that provides a number text box, access to the phone directory, call
history, speed dial, and recent calls list. When an agent enters a string (for
example, lan) followed by Enter, a popup menu displays with a list of the
directory entries that start with that string. If the first character of the number is
a letter, the title of the field will be changed from Number to Name.
Dial Plan
The configuration of an Avaya communication server that determines how
extensions, external telephone numbers, and server features are contacted or
activated. For example, a dial plan might determine that all internal extensions
can be reached by dialing a five-digit number. Dial plans are configured through
an Avaya communication server.
DNS
See Domain Naming System (DNS).
Domain
For Windows networking, a domain is a subnetwork comprised of a group of
clients and servers under common control.
For the Internet, a domain is the highest subdivision of a domain name. For
example, .com, .org, and .net are domains.
Domain Naming
System (DNS)
An Internet mechanism where Uniform Resource Locator (URL) addresses are
translated to Internet Protocol (IP) addresses. For example, www.avaya.com
translates to a series of numbers that use the format 123.123.123.123. DNS
servers can exist inside private networks that are separated from the Internet.
Drop
An agent uses this feature to disconnect from a call and place another call or to
disconnect the last person added to a conference call.
Dynamic Data
Exchange (DDE)
A form of communication between Windows applications that allows the
exchange of data, information, and commands.
EAS
See Expert Agent Selection (EAS).
Emergency Call
Handling (ECH)
An Avaya communication server feature that determines the location of IP
endpoints that place a call to emergency services, such as 911 in the United
States.
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Installation folder
Enhanced
Conference
A feature that allows you to add up to six telephone numbers to a call. See also
Basic Conference.
Enhanced Transfer
A transfer option that sends the present call to another phone number or
extension. See also Basic Transfer and Unsupervised Transfer.
Expert Agent
Selection (EAS)
An optional Avaya communication server feature that builds on the power of the
Call Vectoring and ACD features to send a particular call to an agent who has at
least one of the skills that the caller requires.
FAC
See Feature Access Code (FAC).
Feature Access
Code (FAC)
A 1-to-4 digit number with an optional leading * or # that is assigned during
Avaya communication server administration to invoke features. For example,
*81 may invoke Service Observing Listen Only. FACs require an available call
appearance with dial tone before the FAC can be sent to the Avaya
communication server. Assigned FACs may not be available to all users on an
Avaya communication server based on class of restrictions and whether the
feature has been enabled in the Avaya communication server.
Feature button
A button that can be assigned to any one of a number of Avaya communication
server features. Feature buttons are assigned to an extension during station
administration on the Avaya communication system.
Firewall
Hardware, software, or a combination of the two that provide a boundary
between two or more networks. Firewalls can be implemented on different
devices with differing levels of security and access.
Graphical User
Interface (GUI)
An environment where icons, dialog boxes, windows, buttons, fields, and other
controls are presented through the use of program functions supplied by the
operating system. You can interact with the interface with a pointing device,
such as a mouse, and, usually, the keyboard.
GUI
See Graphical User Interface (GUI).
H.323
A specification that defines packet standards for multimedia communications
over IP networks that interact with telephony networks.
Hold
A feature that allows an agent to leave a telephone call without disconnecting it.
You can return to the call at any time.
HTML
See HyperText Markup Language (HTML).
Hypertext
A word or series of words in a software application that can be used to access
information through user interaction.
HyperText Markup
Language (HTML)
A structured language used in the authoring and presentation of information.
See also Hypertext.
iClarity IP Audio
An Avaya component that provides station registration and voice/data signalling
with an Avaya communication server.
Installation folder
The directory on the personal computer that contains the Avaya IP Agent files.
Avaya IP Agent Installation and User Guide
May 2006
159
Internet Protocol address (IP address)
Internet Protocol
address (IP address)
A unique, 32-bit (4-byte) number that identifies a computer on a TCP/IP
network and is used in the transmission and delivery of data packets. An IP
address is represented in four, 8-bit (1 byte) values, separated by periods. For
example, 128.10.10.1. From left to right, each byte represents greater detail
about the logical location within the network.
IP Address
See Internet Protocol address (IP address).
IP Endpoint
A telephone extension that uses IP for data signaling, voice communication, or
both. Extensions that use the Telecommuter configuration are considered IP
Endpoints.
IP Telephone
A telephone set that uses an Ethernet connection to relay voice
communication. This is also the name for the configuration by which control of
the telephone is shared by Avaya IP Agent.
LAN
See Local Area Network (LAN).
LDAP
See Lightweight Directory Access Protocol (LDAP).
Lightweight
Directory Access
Protocol (LDAP)
A network protocol used over TCP/IP networks for querying and retrieving
information from a hierarchical directory.
Local Area Network
(LAN)
A private, interactive communication network through which computers can
communicate over short distances at high data transfer rates.
Log
A record of activity.
Login
The process of identifying a user with a computer, device, or server so that the
user can use resources or features. In regards to Avaya IP Agent, an agent
must log in to the Avaya communication server to receive ACD calls.
Login ID
A number and that allows an EAS agent to log in to the Avaya communication
server. Skills and other information are assigned to the login ID of the agent.
Logout
The act of a user that notifies a computer, device, or server that no further tasks
will be performed by this user at this time and that no resources should be
allocated for this specific user.
Manual-In
An ACD work mode. In the Manual-In mode, the agent automatically enters the
ACW mode when the agent disconnects from an ACD call. To become available
to receive another ACD call, the agent must manually select the Auto-In or
Manual-In mode.
Media Encryption
Communications between Avaya iClarity IP Audio and the Avaya
communication server are encoded so that the information cannot be
deciphered by unauthorized recipients.
MultiVantage
A line of next-generation communication servers offered by Avaya.
MultiVantage systems succeed and surpass DEFINITY systems.
Network
A group of devices that are connected in such a way that data or
communications can be transmitted and received between the devices.
Off-Hook
The voice path to your telephone is active.
160
Avaya IP Agent Installation and User Guide
May 2006
Station Login
On-Hook
The voice path to your telephone is inactive.
Phone display
A 40-character display that is located in the status bar of the Avaya IP Agent
main window. This display area receives information from the Avaya
communication server so that you can see call and non-call related information,
such as call prompted digits and VuStats.
Prompted digits
One or more numbers entered by a caller that indicate responses to automated
questions posed when the call first enters the contact center.
PSTN
See Public Switched Telephone Network (PSTN).
Public Directory
A database that can be accessed through the Lightweight Directory Access
Protocol (LDAP) protocol. A Public Directory usually contains information on
people or personnel within some unit of organization, such as a business,
educational facility, and so forth.
Public Switched
Telephone Network
(PSTN)
The worldwide voice telephone network.
RC
See Reason Code (RC).
Read-only
A folder or file that can be read, but not modified, updated, or deleted.
Reason Code (RC)
A numeric code that describes the reason that an agent enters the AUX work
mode or logs out of the system.
Registry
The system-wide repository of information supported and used by Windows.
Release
Disconnects the current call.
Response file
See Silent install.
Right-To-Use (RTU)
A licensing mechanism used in Avaya communication servers. In some
situations, multiple RTUs can be used by a single extension so that data and
voice signaling are supported.
Screen Pop
The automatic display of information on the screen of the personal computer
from other sources, such as databases or Web pages. Screen Pops are
activated by triggering criteria.
Skill
An attribute that is assigned to an ACD Agent. Agent Skills can be thought of as
the ability for an Agent with a particular set of skills to handle a call that requires
one of those skills.
Softphone
A software application that enables you to control telephone calls, both
incoming and outgoing, directly from your computer, where communication is
done through Voice-over-IP.
Split
A group of extensions that receives special-purpose calls in an efficient,
cost-effective manner. Normally, calls to a split arrive primarily over one or a few
trunk groups.
Station Login
The process of registering as an extension of an Avaya communication server.
With Avaya IP Agent, a station login must be completed before an agent login
can occur.
Avaya IP Agent Installation and User Guide
May 2006
161
Switch
Switch
A private call-handling system providing voice-only or voice and data
communications services, including access to public and private networks, for a
group of terminals within a premises. See also Communication server.
System Tray
The area of the Windows task bar where applications can display an icon for
simplified access to special features. Avaya IP Agent displays an icon in the
System Tray.
TAPI Assisted
Dialing
Avaya IP Agent supports telephony-enabled applications, such as Microsoft
Scheduler. This support provides the ability for telephony-enabled Windows
applications to originate a call and have the call reflected in the Avaya IP Agent
application.
Telecommuter
An Avaya IP Agent configuration where voice communications are performed
through a telephone and data communications are sent through the network to
a personal computer. In this configuration, calls to an extension can be routed
to any telephone number.
Telephone type
Avaya produces many different models of telephone sets with differing
capabilities. Each model supported by Avaya IP Agent is considered a
telephone type. Telephone types are identified by the unique number
associated with each model.
Toll quality
A term used to compare audio quality and reliability of voice communications to
that of telephone calls placed over the PSTN.
Toolbar
A row of buttons used to activate various functions of Avaya IP Agent through
the main window.
Tooltips
Brief descriptions that are displayed when the mouse pointer is over a toolbar
button or control in the application interface.
Transfer
See Basic Transfer, Enhanced Transfer, or Unsupervised Transfer.
Unsupervised
Transfer
A call transfer option that lets an agent send the present call to another phone
number or extension. The agent does not talk to the party receiving the
transferred call. See also Basic Transfer and Enhanced Transfer.
User-to-User
Information (UUI)
A unique identifier that is added to an incoming call through an external
application, such as Avaya ASAI.
VDN of Origin
Announcement
(VOA)
A short announcement that is assigned to a Vector Directory Number (VDN)
through Avaya communication server administration. The VOA identifies the
origin or purpose of a call for the call center agent who answers the call.
Vector
On a communication server, a list of steps that processes calls according to a
configuration set by the administrator. The steps in a vector can send calls to
splits or skills, play announcements and music, disconnect calls, give calls a
busy signal, prompt callers for information, or route calls to other destinations.
Virtual Private
Network (VPN)
A group of computers or network devices that can communicate privately and
securely over a public IP network through the use of encryption and special
protocols.
VOA
See VDN of Origin Announcement (VOA).
162
Avaya IP Agent Installation and User Guide
May 2006
Zip Tone
Voice-over-Internet
Protocol (VoIP)
A technology where speech is converted to a digital signal and transmitted
through Internet Protocol packets over the Internet or an intranet.
VuStats
An Avaya communication server feature that displays contact center activity
and information on the display of a telephone set. For Avaya IP Agent, this
information can be viewed in the status bar of the main window and the VuStats
Monitor window.
Windows Terminal
Server / Windows
Terminal Services
A Windows-based server that allows client terminals, PCs, and other devices to
use an environment and applications supplied by the server. Depending on the
type of client, processing and storage can take place on the server or the client.
Zip Tone
A short dial tone that indicates that an ACD call is being connected to the agent.
Avaya IP Agent Installation and User Guide
May 2006
163
Zip Tone
164
Avaya IP Agent Installation and User Guide
May 2006
Index
Index
Agent state . . . . . .
Call History . . . . . .
Conference . . . . . .
Dial Pad . . . . . . .
Drop . . . . . . . . .
Hold . . . . . . . . .
Login . . . . . . . . .
Logout . . . . . . . .
Phone Directory . . . .
Release . . . . . . .
Search Public Directory
Speed Dial . . . . . .
Transfer . . . . . . .
A
abbreviated dialing . . . . . . . . . . .
ACD Agent settings . . . . . . . . . .
ACW work mode . . . . . . . . . . . .
agent
login (EAS) . . . . . . . . . . . . .
login (non-EAS) . . . . . . . . . .
logout . . . . . . . . . . . . . . .
toolbar . . . . . . . . . . . . . . .
work mode, selecting . . . . . . . .
Agent Information Panel . . . . . . . .
Agent menu item . . . . . . . . . . . .
alternate gatekeepers . . . . . . . . .
alternate user interfaces . . . . . . . .
answering a call . . . . . . . . . . . .
audio
Audio Control toolbar . . . . . . . .
Audio menu item . . . . . . . . . .
server ports . . . . . . . . . . . .
settings, iClarity . . . . . . . . . .
auto-answer feature . . . . . . . . . .
Auto-In . . . . . . . . . . . . . . . .
AUX work mode . . . . . . . . . . . .
Avaya communication server
alternate gatekeepers . . . . . . . .
circuit packs, required . . . . . . . .
configuring . . . . . . . . . . . . .
configuring, overview . . . . . . . .
load balancing . . . . . . . . . . .
Primary Server Address . . . . . . .
registering with . . . . . . . . . . .
validating Feature Access Codes . .
VuStats, configuration . . . . . . . .
Avaya IP Agent
Emergency Call Handling, configuring
exiting . . . . . . . . . . . . . . .
features . . . . . . . . . . . . . .
login to non-EAS . . . . . . . . . .
logout of . . . . . . . . . . . . . .
running, overview . . . . . . . . . .
starting . . . . . . . . . . . . . . .
. . . . . . 82
. . . . . . 124
. . . . . . 61
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. 119
. 61
. 121
. 114
. 40
. 52
. 63
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. 138
. 136
. 63
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. 27
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. 135
. 47
. 29
. 57
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52
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50
51
43
43
B
Basic Transfer . . . . . . . . . . . . . . . . . . . 67
buttons
Abbreviated Dial . . . . . . . . . . . . . . . . 82
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. . . 119
. . . 118
. 71, 118
. . . 118
. 67, 118
. 65, 118
. . . 49
. . . 51
. 82, 118
. . . 66
. . . 118
. 80, 118
. . . 118
C
call
abbreviated dialing . . . .
answering. . . . . . . . .
conferencing
Basic Conference . . .
Enhanced Conference .
dropping . . . . . . . . .
holding . . . . . . . . . .
recent call list . . . . . . .
releasing . . . . . . . . .
speed dial list . . . . . . .
transfer
Basic Transfer . . . . .
Enhanced Transfer . . .
overview . . . . . . . .
Unsupervised Transfer .
Call Handling options . . . . .
Call History options . . . . . .
Call Information Display options
Call Information Panel . . . .
Call menu item . . . . . . . .
circuit packs
descriptions . . . . . . . .
load balancing . . . . . .
required . . . . . . . . .
compatibility . . . . . . . . .
conference
Basic mode . . . . . . . .
Enhanced mode . . . . . .
configuration
enhanced options . . . . .
Configuration Wizard . . . . .
. . . . . . . . . . . 82
. . . . . . . . . . . 63
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71
73
67
65
76
66
80
67
69
67
68
125
126
127
120
. 112
27
40
27
30
. . . . . . . . . . . 71
. . . . . . . . . . . 73
. . . . . . . . . . . 37
. . . . . . . . . . . 44
Avaya IP Agent Installation and User Guide
May 2006
165
Index
configure
Avaya communication server, overview
Feature Access Codes . . . . . . . .
Road Warrior and Telecommuter . . .
CPU requirements . . . . . . . . . . . .
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27
29
32
20
D
Dial Number toolbar . . . . . .
Dialog Reference . . . . . . .
Drop button . . . . . . . . . .
Dynamic Data Exchange (DDE)
Screen Pops . . . . . . . .
. . . . . . . . . . 118
. . . . . . . . . . 109
. . . . . . . . . . 67
. . . . . . . . 95, 101
E
Edit menu item . . . . . . . .
Emergency Call Handling. . . .
Avaya IP Agent, configuring .
Emergency Call Handling (E911)
settings . . . . . . . . . .
Enhanced Conference . . . . .
Enhanced Transfer. . . . . . .
Event Logging options . . . . .
exiting Avaya IP Agent . . . . .
External Number Format options
. . . . . . . . . . 111
. . . . . . . . . . 37
. . . . . . . . . . 38
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. 73
. 69
. 130
. 52
. 129
F
Feature Access (security) options . . . . . . .
Feature Access Codes
validating on Avaya communication servers
feature buttons toolbar . . . . . . . . . . . .
features, Avaya IP Agent . . . . . . . . . . .
File menu item . . . . . . . . . . . . . . . .
Firewall port settings . . . . . . . . . . . . .
. . . 132
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. 119
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. 138
G
gatekeeper
Avaya communication server
load balancing . . . . . . .
General Settings options . . . .
Glossary . . . . . . . . . . .
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. 155
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H
hard disk requirements .
Headset toolbar . . . .
Help menu item . . . .
holding a call . . . . .
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I
iClarity
audio settings . . . . . . . . . . . . . .
Emergency Call Handling (E911) settings .
login tab . . . . . . . . . . . . . . . .
server address . . . . . . . . . . . . .
VPN and Firewall . . . . . . . . . . . .
iClarity settings . . . . . . . . . . . . . . .
installation
prerequisites (Windows Terminal Services)
Windows Terminal Services . . . . . . .
IP Endpoints
initializing . . . . . . . . . . . . . . . .
load balancing . . . . . . . . . . . . .
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137
134
135
138
133
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. . . . 19
. . . . 44
. . . . 40
L
Lightweight Directory Access Protocol (LDAP)
see Public Directory . . . . . . . . . . . .
load balancing on Avaya communication server
login
configuration . . . . . . . . . . . . . . .
EAS . . . . . . . . . . . . . . . . . . .
non-EAS . . . . . . . . . . . . . . . . .
settings . . . . . . . . . . . . . . . . . .
troubleshooting . . . . . . . . . . . . . .
Login button . . . . . . . . . . . . . . . . .
Login Settings . . . . . . . . . . . . . . . .
logout . . . . . . . . . . . . . . . . . . . .
of agent mode . . . . . . . . . . . . . . .
. . . 85
. . . 40
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133
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134
148
. 49
133
. 51
. 51
M
main window
Agent Information Panel
alternate interface . . .
Call Information Panel .
closing . . . . . . . .
descriptions . . . . . .
information panels . . .
Phone Display Panel .
Manual-In work mode . . .
memory requirements. . .
menu bar, main. . . . . .
menus, main window . . .
microphone
status . . . . . . . . .
volume . . . . . . . .
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109
120
121
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109
109
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N
networking requirements . . . . . . . . . . . . . . 21
166
Avaya IP Agent Installation and User Guide
May 2006
Index
O
options
Avaya IP Agent . .
outgoing calls
abbreviated dialing
Phone Directory .
Public Directory . .
recent calls list . .
speed dial list . . .
. . . . . . . . . . . . . . . 123
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Phone Buttons toolbar . . . . . . . . . . . .
Phone Directory . . . . . . . . . . . . . . .
Phone Display Panel . . . . . . . . . . . . .
VuStats . . . . . . . . . . . . . . . . .
Phone features toolbar . . . . . . . . . . . .
port
administration . . . . . . . . . . . . . .
problems, troubleshooting . . . . . . . . . .
processor requirements . . . . . . . . . . .
Program Options . . . . . . . . . . . . . . .
ACD Agent . . . . . . . . . . . . . . . .
Call Handling . . . . . . . . . . . . . . .
Call History . . . . . . . . . . . . . . . .
Call Information Display . . . . . . . . . .
Event Logging . . . . . . . . . . . . . .
External Number Format . . . . . . . . .
Feature Access . . . . . . . . . . . . . .
General Settings . . . . . . . . . . . . .
User Interface Options . . . . . . . . . .
Voice Message Number . . . . . . . . . .
Public Directory . . . . . . . . . . . . . . .
adding a service . . . . . . . . . . . . .
adding contacts to Phone Directory . . . .
identifying multiple telephone number fields
searching . . . . . . . . . . . . . . . .
selecting fields . . . . . . . . . . . . . .
service, defining . . . . . . . . . . . . .
service, deleting . . . . . . . . . . . . .
using with Avaya IP Agent . . . . . . . . .
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. 118
. 77
. 121
. 58
. 119
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. 138
. 147
. 20
. 123
. 124
. 125
. 126
. 127
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. 129
. 132
. 123
. 128
. 131
. 85
. 85
. 89
. 91
. 87
. 90
. 85
. 92
. 85
82
80
87
76
80
P
R
RAM requirements . . . . . . . . . . .
recent calls list . . . . . . . . . . . . .
registering
with an Avaya communication server .
Release
button . . . . . . . . . . . . . . .
call . . . . . . . . . . . . . . . .
requirements
hard disk . . . . . . . . . . . . . .
. . . . . . 21
. . . . . . 76
. . . . . . 47
. . . . . . 66
. . . . . . 66
. . . . . . 20
networking . . . . . . . . . . . . .
peripherals . . . . . . . . . . . . .
processor . . . . . . . . . . . . . .
RAM, memory . . . . . . . . . . . .
Windows Terminal Services, hardware
Windows Terminal Services, software
ringer
status . . . . . . . . . . . . . . . .
volume . . . . . . . . . . . . . . .
Road Warrior (VoIP)
configuring stations . . . . . . . . .
required server circuit packs . . . . .
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21
21
20
21
20
21
. . . . . 120
. . . . . 120
. . . . . . 32
. . . . . . 27
S
Screen Pops
activating . . . . . . . . . . . . . . . . . . . 105
configuring . . . . . . . . . . . . . . . . . . . 95
creating
DDE . . . . . . . . . . . . . . . . . . . . 101
Windows application . . . . . . . . . . . . . 96
deleting . . . . . . . . . . . . . . . . . . . . 107
modifying . . . . . . . . . . . . . . . . . . . 106
search
Public Directory . . . . . . . . . . . . . . . . . 87
settings
station, configuring Road Warrior and Telecommuter32
Settings menu item . . . . . . . . . . . . . . . . . 116
Seven-digit dial plan . . . . . . . . . . . . . . . 129
shortcut keys . . . . . . . . . . . . . . . . . . . 141
agent features . . . . . . . . . . . . . . . . . 142
Avaya IP Agent features . . . . . . . . . . . . 142
call features . . . . . . . . . . . . . . . . . . 141
Windows features . . . . . . . . . . . . . . . 143
software requirements
Windows Terminal Services . . . . . . . . . . . 21
speakers
status . . . . . . . . . . . . . . . . . . . . . 120
volume . . . . . . . . . . . . . . . . . . . . 120
Speed Dial button . . . . . . . . . . . . . . . . . 80
starting Avaya IP Agent . . . . . . . . . . . . . . . 43
station
configuring Road Warrior and Telecommuter . . . 32
supported telephone types . . . . . . . . . . . . . 15
System Tray icon . . . . . . . . . . . . . . . . . 121
T
Telecommuter
configuring stations . . . .
definition . . . . . . . . .
required server circuit packs
telephone types, supported . .
Toolbars . . . . . . . . . . .
Agent . . . . . . . . . . .
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Avaya IP Agent Installation and User Guide
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May 2006
. 32
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. 27
. 15
. 117
. 119
167
Index
Audio Control . . . . .
Dial Number . . . . .
Feature buttons . . . .
Headset . . . . . . .
moving . . . . . . . .
Phone Buttons . . . .
Phone features . . . .
Tools menu item . . . . .
transfer . . . . . . . . .
Basic Transfer . . . .
Enhanced Transfer . .
Unsupervised Transfer
troubleshooting . . . . .
alternate causes . . .
calls . . . . . . . . .
login . . . . . . . . .
other . . . . . . . . .
registering with server .
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. 120
. 118
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. 120
. 117
. 118
. 119
. 115
. 67
. 67
. 69
. 68
. 147
. 154
. 150
. 148
. 152
. 148
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. 52
U
Unsupervised Transfer . .
update, automatic . . . .
User Interface Options . .
user interfaces, alternate .
V
View menu item . . . . . . . .
Voice Message Number . . . .
Voice-over-IP (VoIP)
Volume and Ringer Settings .
Volume and Ringer Settings . .
VPN
settings . . . . . . . . . .
VuStats . . . . . . . . . . . .
extension configuration . . .
overview . . . . . . . . . .
refresh . . . . . . . . . . .
time intervals . . . . . . . .
viewing data in main window
. . . . . . . . . . 113
. . . . . . . . . . 131
. . . . . . . . . . 140
. . . . . . . . . . 140
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. 138
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. 57
. 57
. 59
. 59
. 58
W
Windows Terminal Services
installation . . . . . . .
work mode
ACW . . . . . . . . . .
Auto-In and Manual-In .
AUX . . . . . . . . . .
selecting . . . . . . . .
168
. . . . . . . . . . . . 19
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61
61
61
61
Avaya IP Agent Installation and User Guide
May 2006
Download PDF
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