Northland Communications Avaya IP Office Phone Manager Soft Console User Manual
- June 5, 2024
- NORTHLAND COMMUNICATIONS
Table of Contents
Communications Avaya IP Office Phone Manager Soft Console
User Manual
SOFTCONSOLE MAIN SCREEN
The SoftConsole main screen is divided into the following areas:
Title Bar: The Title Bar contains the name of the person who is logged in
to SoftConsole. When SoftConsole is the active program, the title bar is shown
in red. If SoftConsole is not the active program, the title bar is purple.
Screen colors are different if an alternative skin is applied.
Menu Bar: Commands & actions are available through menus. Some items are
only accessible when the right conditions occur, for example, when a call is
received. Toolbar: The toolbars provide shortcuts for options that are
frequently used.
Call Details Panel: The panel contains a side-by-side display of current
call information. The panel on the left contains details of the current call.
The panel on the right contains the directory and individual extension
details. It can also contain a script file and conferencing information.
Queue Panel: The Queue panel displays graphical information on the status
of calls held in queues. Held Calls Panel: Any calls that are being held are
listed in the Held Calls panel. BLF Panel (Busy Lamp Field Panel): The icons
represent dialable numbers. If the icons represent internal users, the user’s
status is indicated.
Park Slot Panel: The park slot panel can contain up to 16 park slot
buttons.
Status Bar: The status bar confirms that you are connected to the
telephone system and the profile that you are using. There is also an
indication of the number of new messages and missed calls that you have had.
This guide covers the basic call processing tools of the SoftConsole. For a
more detailed guide please refer to the SoftConsole User Guide at
avaya.com.
STARTING SOFTCONSOLE
You must log in to SoftConsole before you can use the application. The Login
window contains details so that SoftConsole can communicate with the telephone
system.
ToStart SoftConsole: Click START > PROGRAMS > IP OFFICE > SOFTCONSOLE. The IP
Office SoftConsole Login window opens.
In the USER NAME field, enter your extension number or user name as it is
programmed in the telephone system. The user name is case sensitive.
Alternatively, select the details from the USER LIST window.
-
Click USER LIST To open the User List window.
In the PASSWORD field, type your password. This is given to you by your system administrator and is case sensitive. -
Click OK. The SoftConsole main window opens.
CALL PROCESSING
ANSWERING CALLS
When an incoming call is received, the Call Details panel is outlined in red
and displays information about the caller. 
To answer the call, use any of the following methods:
- Press ENTER.
- Click the ANSWER Key .
- Click ACTIONS > ANSWER CALL.
- Lift the handset if using your telephone. (A headset is recommended).
- Double-click in the CALL DETAILS PANEL.
When a call is answered the caller information is outlined in green.
MAKING CALLS
To make a call, use one of the following methods:
- Dial from your telephone.
- Double-click on a specific BLF to speed dial the associated number.
- Select a directory entry and click the MAKE CALL Key or press F 12 .
- Click the MAKE CALL Key or Press F 12 to access the MAKE CALL screen.
MAKE CALL SCREEN
- Start entering the name in the NAME field.
- Click the appropriate number from the listing. The number is transferred to the NUMBER field.
- (Optional) Enter a tag message. For more information, see ADDING TEXT TO A CALL on page 6.
- Select the required action:
- MAKE A CALL: Places a call to the selected number.
- VOICEMAIL: Leave a message for the user.
- RINGBACK: When an extension is busy, click RINGBACK. When the extension becomes free, you will receive a ringback tone.
TRANSFER A CALL
UNSUPERVISED (BLIND) TRANSFER
To complete an unsupervised transfer, use one of the following methods:
- Press F2.
- Click ACTIONS > TRANSFER CALL.
- Drag & drop the call on to the extension within the DIRECTORY PANEL.
- Drag & drop the call on to the required BLF.
SUPERVISED (ANNOUNCED) TRANSFER
When you need to speak to a user before completing the transfer, a
consultation call is needed. Making a transfer in this way is referred to as a
supervised or announced transfer.
To make a consultation call:
- Enter the extension number or user name in the directory SEARCH field.
- If the extension is free, either click the MAKE CALL Key or press F 12 . The original call automatically held.
- Once the call is answered:
- To complete the transfer, click the COMPLETE TRANSFER Key or press Ctrl+T.
- To return to the original caller, end the consultation call by clicking the END CALL Key or press END.
Return to the original caller by taking them off hold.
TRANSFER A CALL TO VOICEMAIL
To transfer a call to voicemail:
-
Press F3 or click ACTIONS > VOICEMAIL TRANSFER. The Voicemail window opens.
-
Select the directory (SHOW HUNT GROUPS or SHOW USERS).
-
Start entering the name into the NAME field.
-
Click Voicemail when the extension number appears in the Number field.
OR -
Select the extension number in the DIRECTORY PANEL and press F3.
HOLD CALLS
The HELD CALL PANEL contains a list of all held calls. You can sort the list
by clicking the corresponding column header.
Clicking a row in the list selects the call so you can answer or transfer it.
To place a connected call on hold:
- Click the HOLD Key or press F4.
- To hold and answer the next call in one action, press F7.
- Held calls are shown in the HELD CALL PANEL. The panel shows all calls place on hold on the SoftConsole including any call notes and the amount of time the call has been on hold.
The toolbar at the top of the panel allows the following actions. You can also right-click on the panel to access a pop-up menu for these options.
****| ANSWER THE SELECTED HELD CALL: Any held call can be answered when the
call is in the Held Calls Panel.
Select the relevant call and then click this button.
---|---
| ANSWER LONGEST HELD CALL: Answers the call that has been held the longest.
| CONFERENCE WITH HELD CALLS : Creates a conference with the current call and
all the held calls.
| TRANSFER HELD CALL: Transfers the selected held call (unsupervised
transfer). PARKING CALLS
CALL PARK
Call Park places an active call on a “system” hold, so that it can be
retrieved from any telephone on the system.
To park a call:
- With an active call in the CURRENT CALL INFORMATION PANEL, click an available PARK SLOT within the PARK SLOT PANEL. The key displays information regarding the parked call, for example the source number of call.
To unpark a call:
- When a call is parked on a PARK SLOT Key, click the applicable PARK SLOT Key to unpark the call.
RECLAIMING A CALL
You can attempt to reclaim the last incoming call presented to the
SoftConsole. This includes calls that rang but were then answered elsewhere.
The reclaim feature is useful if you suspect a call was transferred to the
wrong number or is still ringing unanswered.
To reclaim the last call handled: Press F6 or click ACTIONS > RECLAIM CALL.
ADDING TEXT TO CALLS
Text can be associated with a call that will be displayed on the called party’s telephone display. (internal only) This feature is known as ‘Tagging’ or ‘Annotating’ a call. Alpha and Numeric characters can be used but not commas. By default, the length of a message is up to 16 characters.
ADD TEXT TO A NEW CALL
To Add text to a new call:
- Click ACTIONS > MAKE CALL.
- Enter a name or a number or use the directory.
- In the TAG field, enter the message.
- Click MAKE CALL.
ADD TEXT TO AN ACTIVE CALL
To Add text to a call:
- Click ACTIONS > ANNOTATE CALL or press F 11 .
- Type the required details and click OK.
The Current Call Information panel contains a notes field that shows the entered text. When the call is transferred, the message is shown at the extension if the equipment can display text.
CREATE BUSY LAMP GROUPS
You can create busy lamp field groups based on departments, frequent phone
users, etc. A busy lamp field display provides the status of a user’s phone.
TO CREATE A BUSY LAMP FIELD GROUP
- the toolbar select PREFERENCES.
- Click the BLF GROUP tab.
- Click NEW.
- Name the Group (for example: Sales, Executive Team, Marketing, etc.)
- Highlight the new group and click EDIT.
- Select users from the directory.
- Click ADD.
- Click OK.
The user groups you built will appear in the BLF Window. Go the appropriate user group tab to see the busy lamp fields of the users.
- The red icon indicates the user is on a call.
- The blue X indicates the user is on DO NOT DISTURB.
- The yellow envelope indicates the user has new voicemail messages. The number in parenthesis indicates how many.
- The green arrow indicates the extension is forwarded to another phone. Hover over the arrow to view where it is forwarded to.
To use a BLF Icon as a speed dial: Double-click on the required icon or right-
click and select CALL.
To change the icon view: Right-click the BLF Panel and select View. Select the
view type required: Large Icons (Ctrl+Alt+G), Small Icons (Ctrl+Alt+S), List
Icons (Ctrl+Alt+I), or Details (Ctrl+Alt+D).
To change the icon arrangement: Right-click the BLF Panel and select ARRANGE.
Select the way you want to arrange the icons: Name Order (Ctrl+Alt+N), Number
Order (Ctrl+Alt+M), Status Order (Ctrl+Alt+U), New Messages Order
Horizontally (Ctrl+Alt+H).
SAVE YOUR PROFILE
The changes that you make can be saved to your profile so that the next time
you login to SoftConsole the changes are still active.
To save your current profile:
- Click FILE > SAVE PROFILE.
To save your profile with a new name:
- Click FILE > SAVE PROFILE AS. The SAVE PROFILE AS window opens.
- Enter a new file name.
- Click OK. The profile is saved. The status bar will show the new profile name.
This guide covers the basic call processing tools of the SoftConsole.
For a more detailed guide please refer to the SoftConsole User Guide
atavaya.com.