AltiGen comm MAXCS 89 MaxCommunicator Manual

							MaxCommunicator Manual 45 If you click another message in the list, the current message stops 
playing.
Save at Remote Server or Export Locally
You can save a message as a .wav file that you can play back later. 
To do so, select the message and click either the Save button or 
the Export button (or right-click the message and choose Save or 
Export).
•Save saves the message automatically on a remote server in 
a location designated by the system administrator. No file 
saving dialog box opens.
•Export opens a file saving dialog box that lets you name the 
.wav file and choose a directory in which to store it. You can 
then play the .wav file on a media player. 
Deleting Messages
To delete a selected message, click the Delete button, or right-
click a message and select Delete from the context menu.
Returning a Call 
To return the call, select the voice mail and click the Return 
button or click the number in the Number field.
Attaching a Note
To add a note to accompany a voice mail, double-click in the Note 
field and type your note. Or right-click a voice mail entry and 
choose Note from the pop-up menu. Type your note and click OK.
Return Call
Forward
Rewind
Stop
Play
Fast Forward
Save
DeleteExport 
						

							46MaxCommunicator Manual
Forwarding Voice Mail
To forward a voice mail to an extension or a VM group,
1. Select the voice mail and click the Forward button.
2. Check the check box next to the extension to which you want 
to forward the message. 
If you need to search for a person by extension or name, type 
the first letters of the number/name into the Search by 
Number or Name box. The matching extension or name 
displays in the list as you type. 
Notes:
•Click on the column headings to sort the data.
•If the extension name is configured for an extension, it is 
used to match the search string. If the extension name is 
not configured, then the extension number is used to match 
the search string for this extension.
3. Click OK to complete the forwarding. 
						

							MaxCommunicator Manual 47
Monitoring the Activity of Other Extensions
If your system administrator has configured your extension for 
monitoring specific other extensions, you can monitor the activity 
on those other extensions or view call history.
If you’re a manager, for example, you might monitor to determine 
whether you need more resources in a busy environment. Or you 
might use monitoring capability to cover calls for a co-worker, 
since you can click the ringing phone icon in the monitor list and 
take the co-worker’s call.
Choosing Extensions to Monitor
To choose extensions to monitor:
1. Click the Monitor tab, and click Select Extensions at the 
bottom of the page. 
2. Select the check boxes next to the extensions you want to 
monitor, and click OK. If the list is long and you want to 
search, type a number or name in the appropriate search box. 
The extensions you select will be listed in the Monitor 
window.
Note:In order to see activity for remote extensions on the 
Directory tab, you must add those remote extensions to 
your Monitor list by following the steps described above.
Reading the Monitor List
The monitor window includes these fields: State, Extension, 
Name, Activity, DND/FWD, Caller Name, Number, Department, 
Location, DNIS, and Duration. 
						

							48MaxCommunicator Manual Note:If you do not see an extension’s Caller Name and 
Number details, your administrator may have blocked 
those fields from your view.
The state can be one of the following:
•Idle — the extension is not in use
•Connected — the extension is in use
•Ringing — the phone on the extension is ringing; you can 
click the State field to pick up the call at your own extension
•Conferencing — the extension is on a conference call
•Voicemail — the extension is in voice mail
•Auto Attendant — the extension is connected to an auto 
attendant
•Holding — the extension is on hold
•Hold Pending — the extension is on hold, and an action is 
pending
Calling or Picking Up Calls
If a monitored extension is Idle (green dot) you can click its 
Extension field to ring the extension.
If a monitored extension is Ringing (red dot), you can click its 
State field to pick up the call.
Viewing the Call History
Click the History tab to view data about handled calls. 
						

							MaxCommunicator Manual 49 Note:Click on the column headings to sort the data.
The History tab displays the following fields:
•Direction — indicates if the call is incoming or outgoing, or 
was a missed call. Left-pointing green arrow indicates 
outgoing call; right-pointing red arrow indicates incoming call. 
Right-pointing arrow with exclamation point indicates a 
missed call.
•Number — the extension or phone number on the other end 
of the call. Click a number in the Number column to dial that 
number.
•Name — Caller ID information, if available.
•Date/Time — the date and time of the call.
When you sort on Date/Time, the calls are sorted by last 
disconnected and not in the order the call was received. It is 
therefore possible to have a record with an earlier timestamp 
followed by a record with a later timestamp. 
Also, the timestamp for call data is based on the client system, 
while the timestamp for voice mail messages is from MAX 
Communication Server. Thus, the times displayed here may 
not match those in the voice mail view in the main window.
•Duration — the duration of the call. 
•DNIS — DNIS digits collected, if available
•Group — Group number or name
•Note — a note attached to the call. To enter a note, double-
click the Note field and type your note. 
Use the Delete button to delete selected calls in the history list. 
Use the Delete All button to delete the entire call history list. 
MaxCommunicator will ask you to confirm the deletion.
Using the Contacts Tab
To populate the Contacts tab with the contacts listed in your 
Outlook, Outlook or Express application, see “CRM Integration” on 
page 66. 
						

							50MaxCommunicator Manual E-mail a contact — Click a contact’s e-mail address to open 
Outlook, where you can send an e-mail to the contact.
Using MaxCommunicator with Polycom Phones
The MAXCS clients have improved integration with Polycom 
phones; you can perform many actions via your Polycom phone or 
via MaxCommunicator (or another client). For example, you can 
do the following:
•Use additional methods to transfer calls
•Use additional methods to join conference calls and to initiate 
ad-hoc conference calls
•Configure various Polycom auto-answer options
Some of these extra features require a Polycom Advanced 
Features license; some features are available only on certain 
models of Polycom phones.
Refer to the MAXCS Polycom user guides for instructions on how 
to configure Polycom features. The user guides for the various 
Polycom models can be found on AltiGen MAXCS web site, at: 
http://maxcs.com/support/current-manuals. Click here
 to open 
that page. 
						

							MaxCommunicator Manual 51
CHAPTER 5
Configuring MaxCommunicator
Using the MaxCommunicator Configuration window, you can 
configure the following behaviors and options:
•General Info — password, default trunk access, and other 
general settings.
•Call Handling — forwarding, busy call, and no-answer call 
handling; call waiting; number of rings before forwarding; 
automatic answering.
•One Number Access (ONA) — forwarding of specific 
incoming calls. 
•Message Notification — how and when you want to be 
notified about incoming voice messages.
•Call Alerts — screen pops and audio beeps.
•Playing voicemail — through handset or soundcard.
•Integration — integrating with a supported CRM.
•Display Customization — tab layout and theme selection.
•IPTalk — IPTalk settings.
•Log — enabling a log to be created for IPTalk and for this 
application (MaxCommunicator) to trace errors.
Note:Some options may not be available to you. 
Click the button in the upper right of the MaxCommunicator main 
window to configure these options.
In the Configuration window, click Apply or OK to save your 
changes:
•Apply saves your changes and lets you continue in the 
Configuration window.
•OK saves your changes and closes the Configuration window.
General Information
The General Info screen lets you edit your password and 
configure the following general settings for MaxCommunicator. 
						

							52MaxCommunicator Manual You can configure these general settings:
•Default Trunk Access — The trunk access codes are defined 
by the system administrator. When you get an incoming call 
over multiple trunks and cannot issue a return call, the system 
will automatically select the default trunk access code to place 
your call.
•Enable Smart Tag
If you check this option, two things happen:
•In Internet Explorer, a dotted underline will appear under 
telephone numbers. You can click the number to make the 
call. The number will look like this:
•In Microsoft Office programs (Office 2003 and 2007), a 
Smart Tag action icon will appear by the phone number. 
From the Smart Tag’s drop-down menu, you can select Dial 
By MaxClient.
Whether the call is made automatically or the number is 
simply placed in the dialer box depends on how you set 
Auto-Dial (see below). 
The Microsoft programs in which you want to use this option 
must be open when you set the option. After checking 
Enable Smart Tags, you need to close and reopen Internet  
						

							MaxCommunicator Manual 53 Explorer and the Microsoft Office programs. Then you must 
configure your Microsoft Office programs to display the Max 
Smart Tag, as follows.
Configuring Microsoft Office Programs to Display Max 
Smart Tags
1. In each Microsoft Office program in which you want to use this 
feature, select Tools > AutoCorrect Options, and click the 
Smart Tags tab. The following figure shows the AutoCorrect 
dialog box in Excel.
2. Check Label Data with Smart Tags, and check Max Smart 
Tag.
3. Click OK.
Enabling / Disabling the Max Smart Tag in Internet 
Explorer 
You can enable and disable the Max Smart Tag in Internet 
Explorer. In IE, go to Tools > Manage Add-ons. The Manage 
Add-ons dialog box opens: 
						

							54MaxCommunicator Manual To enable or disable the MaxIESmartTag, select it and click the 
Enable or Disable button at the bottom of this dialog box (not 
shown in figure).
Select-n-Dial
Select-n-Dial lets you select a phone number from any window, for 
example, Internet Explorer, Microsoft Word, Excel, Notepad, and 
so on, and then press the keys you define here to dial that 
number. To set up this option, 
1. Check the Select-n-Dial check box.
2. Select a combination of keys as your shortcut: Select one key 
from the drop-down list. (You can select from 0-9, A-Z, and 
F1-F12.) In addition, check either Ctrl, Alt, or Shift or a 
combination of these keys. For example, your shortcut might 
be Ctrl+F2 or Alt+Shift+k. Make sure the shortcut you define 
is not the same as a shortcut being used in any other program 
you’re likely to have running.
Note:The Alt and Shift keys are not available for Select-N-Dial 
in Vista or Windows 7.
3. Click Apply.
You can use this option in conjunction with Auto-Dial, described 
next.