Your Assistant Users Reference

Accessing

Starting Your Assistant:

  1. Start the application
  2. Select the desired device using the pull-down menu, and click OK

If you will always use that type of device, click the “Do not ask me at next startup” box before clicking OK.

Closing Your Assistant:

  1. In the File menu, select Exit
  2. Click OK

Configuring

From the Tools Menu, select Configuration…(These features are also accessible in their associated shutters)

Call Forwarding:

Adding a Call Forward Profile:

  1. Select Call Forward Profiles
  2. Select Edit
  3. Click on New
  4. Select a Busy and/or a No Answer destination or choose Edit Destinations to create a new ones
  5. Click Apply to continue with configuration or click OK if you have finished changing settings

Adding a Call Forward Profile Policy:

  1. Check the “Forward according to policies.” box
  2. Select New to create a policy

You can only search for numbers that are already in your History or in your Contacts.

  1. Click OK to save

Configuring a Headset for the Softphone Module:

To enable your headset:

  1. Select Handle Calls Using
  2. In the Microphone drop-down menu, select your headset or sound card
  3. In the Speaker drop-down menu, select your headset, speaker, or soundcard

  1. In the Alert drop-down menu, select the sound device you would like to be used to play a ringing tone for incoming phone calls when using the Softphone.
  2. Click Apply to continue with configuration or click OK if you have finished changing settings.

Personal Information Manager (PIM) Setup:

Importing Contacts:

  1. Click the Tools menu and select Import Contacts...
  2. The Import Contacts window will appear. Select which folder(s) you wish to import contacts from using the checkboxes.
  3. Click OK to start importing contacts. All contacts from the selected locations will be added to the contacts list in the People shutter.

You can also drag and drop individual contacts.

Indexing Contacts:

  1. Select PIM Integration
  2. Click on Change

  1. In the Index Settings section, specify whether to index automatically and at what interval or Do not index automatically
  2. Click Index Now to create the PIM index immediately
  3. Click Apply or OK to apply your changes

Creating and Editing Advisory Messages:

  1. Select Presence & Availability

  1. Enter or edit up to five advisory messages by clicking the row. To remove an advisory message, delete the text in the row
  2. Click Apply to continue with configuration or click OK if you have finished changing settings

From the Settings section in the Your Assistant screen:

  1. Click on Advisory
  2. Type message
  3. Click OK to apply the change and close the Configuration window

Click Cancel to close the Configuration window without applying changes

Use the drop down box in the Settings section to change messages.

Displaying or Hiding Screen Pops:

  1. Select Screen Pop
  2. For each line, select or clear the appropriate column
  3. Select the Display chat pop-ups box here pop the chat screen when you are invited to join a chat session. If the box is not selected, new chats will appear minimized and flashing in the menu bar
  4. Click Apply to continue with configuration or click OK if you have finished changing settings

Manipulating Sections

Each section in the main application window can be minimized, detached, resized, and re-docked.

To collapse a section:

  • Click on the button beside the name of the section you want to collapse

To detach and move a section:

  1. Click and hold the name of the section you want to detach
  2. Move the section to the desired location

To resize a detached section:

  • Use the resize button ()

To re-dock a detached section:

  • Move the section back into the main application window

Making Calls

Dialing a Number with the Keyboard:

  1. Click in the Quick Connector box
  1. Type the number you want to dial
  2. Click Call or press Enter

Dialing a Call with the Slide-Out Dial Pad:

  1. Click on the dial pad icon to access the dial pad
  1. Enter the number you want to dial and click Call

**Use this pad to enter touch tones to voice mail systems.

Making a Call Using Contacts Entries:

You can make calls from your People section, or using the Favorites menu

To make a call from the People section:

  • Double-click the contact you want to call

OR

  • Right-click the contact and select Call from the context menu. If there is more than one number, a submenu will display all the numbers associated with the contact

OR

  • Drag and drop a contact to the Quick Connector box. If the contact has more than one number, a dialog will be displayed that allows one of the numbers to be selected

Finding a Contact:

  1. To search for a contact in the People section, click the Search icon to display the Search pane
  2. Right-click at the top of the pane and choose how to order the search results from the context menu
  1. Locate the contact in the search results

Chatting

To start a Your Assistant Chat session:

  • Click the icon, if displayed. A secure Your Assistant chat session is opened

Receiving Calls

To answer a call:

  • Click Answer. The Communication window opens.

Note: If you are currently on a call and choose to answer an incoming call, the current call is automatically put on hold.

To forward a call to your voice mail:

  • Click Send to Voicemail

To forward a call to someone else:

1. Click Forward Call

2. In the Forward box, enter the extension or the contact name of the person to whom you are forwarding the call

OR

Drag a name from the People section and click OK

CallHandling

Communication Window

Hold:

To place a call on hold:

  • Click Hold

To retrieve a call from hold:

  • Click Retrieve Held (or press ALT+B).

Call Transfer and Conferencing

You can have up to eight (8) people on a conference call, including yourself.

Using the Transfer or Conferencebutton:

  1. While on a call, click Transferor Conference

  1. The current call is put on hold, and the dialing window opens
  1. Enter the number of the new party or drag the party from your People or History
  2. Click Consult to have the opportunity to speak to the other party before transferring or conferencing
  3. Once the new party has answered:
  • To transfer the call, click Release Me
  • To Conference the calls, click Join
  • To swap between the new party and the call on hold, click Trade
  • To return to the held party without transferring or conferencing the call, click Back to Held

To transfer a call or make a conference call using drag-and-drop:

  1. Click and hold a contactand drag it anywhere on the Communication window
  1. The current call is put on hold, and the number of the contact you dragged is dialed
  2. To transfer the call without talking to the new party (unattended or blind transfer), click Release Me while the line is ringing otherwise the calls will be placed in a conference

In Call Options:

Timing a call:

  1. During an active call, click
  2. Click the Stopwatch tab
  1. Click on Start Timer

Taking Notes:

  1. During an active call, click
  2. Click the Notes tab
  1. Type in your note. The note is automatically saved when the call ends.

• To hide the Annotation Tools window, click

Advanced Functions

Creating Personal Contacts

Creating a Contact in the Personal contacts screen:

  1. Right click on the screen
  2. Select new contact
  3. Enter the contact name
  4. Click on add
  5. Select contact type (phone, email, msn chat)
  6. Enter the required information
  7. Click on OK

Corporate Contacts

Calling:

  • Double click on the contact name

Chatting:

  • Right click on the contact name and select Chat

E-Mail:

  • Right click on the contact name and select E-Mail

Availability:

Phone

Computer

Knowledge Management:

Associating a Document with a Caller:

  1. Right click on a contact in the People section
  2. Select Knowledge Management
  3. Select New Association
  4. Browse for and select the document
  5. Click on OK

To open the file, click on open when the contact calls.

Call History

To view a Call History section:

  • Click on the desired section’s icon

Calls MissedCalls ReceivedCalls Dialed

Each call history section will display the last 20 numbers.

To access your Call Logs:

  • In the Tools menu, select Call Logs

To view by type of call:

  • Select the type of call in the Type pull-down menu:

− All

− Dialed

− Received

− Missed

To search for an entry:

  1. Enter the name of the entry you are looking for in the Name field
  2. Click Search

To view information about an entry:

  • Select the entry

For each entry, the following information is displayed:

  • Type of call (dialed, received or missed)
  • Name of caller (if available)
  • Number of caller(if available)
  • Time and date call was made/received
  • Annotations for call: Stopwatch, Notes, Recorder

Note: the icon is grayed out if an entry was not made for that call

For each entry in the Call Log, you can:

  • Call the number (select the entry and click Dial)
  • Delete the entries (select the entry and click Delete)
  • Edit the note (select the entry, type/edit the note and click Save, or Cancel to discard the changes)