AltiGen comm MAXCS 89 MaxCommunicator Manual

							MaxCommunicator Manual 35
Creating a Meeting
To create a meeting, click one of the Create buttons. The Create 
Meeting dialog box opens.
The following parameters apply to all meetings:
Parameter Description
ID The conference ID is created by the system.
Scheduler The name of the person scheduling the meeting. 
Schedule 
TimeThe time the Create Meeting dialog box was opened to 
create this meeting.
Subject Identifies the subject or type of meeting. What you enter 
here should be easily identifiable in the meeting list.
The options in 
the middle 
panel change, 
depending on 
the frequency 
you select 
						

							36MaxCommunicator Manual Fill in the fields of the Create Meeting dialog box, and click OK. See 
the following sections for directions on filling in the fields in the 
middle panel of this dialog box.
Note:If other scheduled meetings have already reserved 
resources for the time period, and sufficient resources are 
not available for the meeting you are attempting to 
schedule, a message pops up telling you that there is a 
resource conflict.
One Time Only Meeting
If you select One Time Only from the Frequency drop-down list, 
these are your options in the middle panel:Reserved 
SeatsUse the Up/Down arrows or type in a number, up to 30, 
to indicate the number of expected participants. If your 
company’s phone system allows it, you can invite up to 
120 participants. 
If the conference has more than 30 members, by default 
all the members are muted. The conference host can 
un-mute up to 30 members concurrently.
Host Select the extension number of the host of this meeting. 
The host can start and stop the meeting and can mute 
and drop meeting members.
Frequency Select the frequency of this meeting from the drop-down 
list. A “weekly” or “monthly” meeting can actually be 
specified as every 2nd week/month or every 3rd week/
month, and so on.
Middle panel:
Options in the middle panel vary according to the frequency of the 
meeting. See the sections below this table.
Require 
Conference 
PasscodeIf you check this, no one can participate who does not 
enter the conference passcode that you supply.
Passcode If you are requiring a passcode, enter it here. 
Announce 
Participant 
NameIf you want participant names announced when they 
enter the meeting, check this check box. Parameter Description 
						

							MaxCommunicator Manual 37 1. Specify the duration of the meeting, using the Up/Down 
arrows.
2. If the meeting is to begin as soon as it is scheduled, select 
Now. 
3. If the meeting is to begin at another time, select On Date, and 
enter a date and start time. To select a date, click the 
Calendar button. To select a start time, click the Down arrow 
and use the slide bar.
Weekly Meeting
If you select Weekly from the Frequency drop-down list, these 
are your options in the middle panel: 
						

							38MaxCommunicator Manual 1. In the Duration field, specify the duration of the meeting, 
using the Up/Down arrows.
2. In the Start field, specify the start of the meeting by clicking 
the Down arrow and using the slide bar.
3. In the Every field, specify how often this meeting is to occur: 
every week, every other week, every three weeks, and so on.
4. Check the day of the week on which this meeting will occur.
5. In the Range of Recurrence panel, use the Calendar button to 
select a date for the first meeting.
6. Select End after x occurrences and choose the number of 
times the meeting is to occur or select End by and click the 
Calendar button to specify a date at which the meetings will 
cease.
Monthly Meeting
If you select Monthly from the Frequency drop-down list, these 
are your options in the middle panel:
1. In the Every field, specify how often this meeting is to occur: 
every month, every other month, every three months, and so 
on. 
2. In the Duration field, specify the duration of the meeting, 
using the Up/Down arrows.
3. In the Start field, specify the start of the meeting by clicking 
the Down arrow and using the slide bar. 
						

							MaxCommunicator Manual 39 4. Select either On Date to specify a day of the month by 
number ( f o r  e x a m p l e ,  t h e  1 0 t h  d a y  o f  t h e  m o n t h )  o r  s e l e c t  On 
to specify a day of the month by name (for example, the first 
Monday of the month). 
5. If you use On Date, the specified date (for example, the 10th 
day of the month) may sometimes fall on a weekend day. 
Check the box Hold during weekend, if the meeting will be 
held even on a weekend day.
6. In the Range of Recurrence panel, use the Calendar button to 
select a date for the first meeting.
7. Select End after x occurrences and choose the number of 
times the meeting is to occur or select End by and click the 
Calendar button to specify a date by which the meetings will 
cease.
E-mailing a Meeting Invitation
In the MeetMe Conference window, click the Email button to see 
an automatically generated meeting invitation. It will look 
something like this:
In the Invitation window, you can then click the Send By Outlook 
button to open Microsoft Outlook. The meeting invitation is pasted 
into a new message in Outlook, and the Outlook Subject field is 
filled in with “Conference Call Invitation”. Choose the people to 
whom you want to send the invitation, make any edits you may 
want to make, and click Send.  
						

							40MaxCommunicator Manual
Starting and Stopping a Meeting
The meeting host and the MaxAdministrator (“Admin”) can start 
and stop a meeting.
To start a meeting if you are the host, select the meeting in the 
MeetMe Conference window and choose Start. Once the meeting 
is “started,” the host can log into it (see “Joining a MeetMe 
Conference” on page 41).
To stop a meeting before its scheduled duration is over, select the 
meeting and choose Stop. Manually stopping a meeting frees up 
resources. Otherwise, the resources will not be freed until the 
scheduled meeting duration is over. 
What the MeetMe Conference Host Can Do
If you are the host of a MeetMe conference, in addition to starting 
and stopping a meeting, you can:
•Mute/unmute other participants
Note:If the conference has more than 30 members, by 
default all the members are muted. The conference 
host can un-mute up to 30 members concurrently.
•Drop participants from the conference
•Make someone else the host
To do any of these, either right-click the person’s name in the 
MeetMe window and choose a command from the context menu, 
or use the buttons at the bottom of the MeetMe tab:
Note:Changing the host does not affect the Mute setting for the 
original host or the new host. If the new host was muted 
before the transfer of hosting duties, that host will have to 
UnMute himself in order to be heard. Similarly, the 
original host will still be unmuted if he was unmuted before 
transferring hosting duties.
MuteUnMute
Change Host
Drop from Conference 
						

							MaxCommunicator Manual 41
Continuing a Meeting Beyond Its Duration Time
When the scheduled meeting time is up, the meeting may continue 
if no other scheduled meeting needs the resources. If another 
meeting is scheduled and the resources are needed for that 
meeting, the current meeting is terminated.
Joining a MeetMe Conference
Users calling from an extension can join a meeting by dialing the 
MeetMe Conference extension number. Users calling through a 
trunk must first dial the company number, then the MeetMe 
extension number.
Users are prompted to dial the meeting ID number. If the meeting 
has not yet been started, the user hears an appropriate message 
and can try again later.
If a passcode is required, the user is prompted to enter the 
passcode.
Recording Calls
The voice recording feature in MaxCommunicator allows a user to 
record conversations. Recorded conversations can then be played 
back through voice mail or accessed at a centralized location.
Note:Your organization must have a recording seat license for 
each extension that will be recording.
Note:The voice recording feature is only available to Triton 
Analog extensions and IP extensions.
WARNING!Listening in to or recording a conversation without 
the consent of one or both parties may be a violation 
of local, state and federal privacy laws. It is the 
responsibility of the users of this feature to assure 
they are in compliance with all applicable laws.
Recording on Demand
When the system administrator has set your extension to record 
on demand (to a central location or to your voice mail), you can 
use MaxCommunicator to initiate the recording. 
						

							42MaxCommunicator Manual To record a call — While connected to a call, click the Record 
button, or right-click the call and select Start Recording from the 
menu. While a call is being recorded, a round red icon appears in 
the call’s Record column. If your system administrator has set the 
Insert Recording Tone option for your extension, both parties 
will hear a tone when the recording begins and every 15 seconds 
thereafter.
To pause recording — Right-click the call and select Pause 
Recording.
To end recording — Right-click the call and select Stop 
Recording. 
To listen to the recording — If the system is set to save the 
recording as your voice mail, you can hear the recording through 
the AltiGen Voice Mail System. If the recording is being saved to a 
centralized location, contact the system administrator for the 
location. 
Note:Do not enter an account code while recording, because 
doing so will disconnect the call.
Using Account Codes
If your system is set up to use account codes, you can associate 
calls with specific codes for billing or tracking purposes.
Required account codes — If your extension has been 
configured to require account codes for all outbound calls, the 
Account Code dialog box pops up prompting you to enter an 
account code for each outbound call. The dialog box may or may 
not contain a list of account codes, depending on how the 
administrator has configured your extension. After entering the 
code, click OK.
If your extension configuration allows you to override the account 
code requirement, you can either enter an account code in the 
field at the bottom of the dialog box or enter # to bypass the 
account code altogether.
Optional account codes — You may enter an account code 
without being prompted.
To associate a call in progress with an account code, 
						

							MaxCommunicator Manual 43 1. Click the Account button.
2. In the dialog box, select an account code if a list is displayed, 
and click OK. If a list is not displayed, enter an account code 
in the Enter Account Code field and click OK.
Note:Do not enter an account code while recording; doing so 
will disconnect the call.
To change the account code for a call in progress, repeat the steps 
above, entering the new account code to assign the call to.
Using Voice Mail
Click the Voicemail tab in the main window to see a list of your 
voice mail messages.
Choose Display to indicate whether to show the time of the 
voicemail messages as the local time or the server time (this is 
offered only if the server is in a different time zone).
•New voice mail messages are indicated by a white, closed 
envelope and bold type. 
						

							44MaxCommunicator Manual
•Heard voice mail messages are indicated by a white, open 
envelope.
•New messages marked urgent are indicated by a red, closed 
envelope. When you have a message marked urgent, the 
MaxCommunicator icon in the Windows tray and in the 
MaxCommunicator title bar becomes a red envelope, and the 
Voicemail indicator in the status bar bears a red circle.
•If the message is saved, the envelope looks like this:
 
•A paperclip symbol on the envelope indicates an attachment, 
which is a voice mail message forwarded from another 
extension.
Dealing with Voice Mail 
Select the message and use the voice mail command buttons at 
the bottom of the Voicemail tab, as shown in the figure below. 
You can also access these commands by right-clicking a voice mail 
and selecting a command from the context menu.
Listening options are configurable, as described in “General 
Information” on page 51. You can listen using the sound card on 
your PC or your phone. If you’re not using IPTalk, you can play 
voice mail to a sound card while your phone is in the connect state. 
(You cannot do this if you’re using IPTalk.)
When you listen to a new message, the envelope icon changes 
from closed to open, indicating that the message has been heard, 
and the type font changes from bold to regular. Also, when you 
play a voicemail, MaxCommunicator shows Play VM in the Call 
Control panel, and shows the play duration . (The duration does 
not reflect fast forwarding or fast rewinding.)
Use the voice mail command buttons to perform the following 
functions: